Item 5DCity of Southlake, Texas
MEMORANDUM
March 12, 2006
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
SUBJECT: Consider an amendment to professional services agreement with Schrickel, Rollins
and Associates, Inc., for conceptual planning and schematic design of Bicentennial
Park
Action Requested: City Council authorization to amend the existing professional services agreement
with Schrickel, Rollins and Associates, Inc., for conceptual planning and schematic
design of the developed east side of Bicentennial Park.
Background
Information: As part of a SPDC Matching Funds request ($25,000) from the Southlake Baseball
Association, the City recently approved a professional services agreement with
Schrickel, Rollins, and Associates for the conceptual planning and schematic
design of the undeveloped west side of Bicentennial Park to include primarily a
baseball complex, with consideration of general park design and support facilities.
As part of City Council consideration of this item staff was directed to pursue a
potential amendment to the agreement to include possible inclusion of a park road
from Whites Chapel allowing for connection to FM 1709. Additional concerns
regarding the aesthetics of the park were also raised as it relates to the overall flow
and layout of existing facilities.
Staff met with representatives from Schrickel and Rollins to discuss the potential
for an amendment to their contract for professional services and provided a tour of
the entire park site. Due to the varying levels of design services available, Schrickel
and Rollins have prepared a three tiered proposal (attached) consisting of basic
conceptual master plan services, schematic design services, and animated services.
Parks Board reviewed this item at their March 13, 2006 meeting and recommended
proceeding with the amendment to include conceptual master planning and
schematic design services for an amount not to exceed $62,500 with funding from
the Park Dedication Fund. If the contract amendment is authorized by City Council,
funding for this project will be included as part of the mid -year budget adjustments
tentatively planned for presentation in April.
Financial
Consideration: Parks Board recommended funding the conceptual planning and schematic design
for the east, developed side of Bicentennial Park in an amount not to exceed
$62,500 from the Park Dedication Fund which has a current unencumbered balance
of $171,839.
Financial Impact: There are no direct financial impacts associated with the proposed professional
services. Long -term financial impacts from the proposed project may vary based on
approved design features and future funding considerations.
Shana Yelverton, City Manager
March 12, 2006
Page 2
Citizen Input/
Board Review: Parks Board recommended (6 -1, Mills) at their March 13, 2006 meeting proceeding
with the proposed amendment to include conceptual master planning and schematic
design services for an amount not to exceed $62,500 with funding from the Park
Dedication Fund
Parks Board recommended entering into a professional services agreement with
Schrickel and Rollins (9 -0) at their January 9, 2006 meeting.
SPDC recommended entering into a professional services agreement with Schrickel
and Rollins (6 -0) at their January 17, 2006 meeting.
City Council approved entering into a professional services agreement with
Schrickel and Rollins (5 -0) at their January 17, 2006 meeting.
Legal Review: The proposed contract with Schrickel, Rollins, and Associates for professional
design services relating to Bicentennial Park has been reviewed by the City
Attorney and remains unchanged. The action presented simply expands the scope
of services to be provided by Schrickel and Rollins.
Alternatives: Alternatives may include:
• Council authorization to amend the existing agreement as recommended by
Parks Board
• Council authorization to amend the existing agreement as desired
• Council decision not to amend the existing agreement
Supporting
Documents: Supporting documents include the following:
■ Copy of proposals for varying design service levels from Schrickel, Rollins, and
Associates
Staff
Recommendation: City Council authorization to amend the existing professional services agreement
with Schrickel, Rollins and Associates, Inc., for conceptual planning and schematic
design of the developed east side of Bicentennial Park for an amount not to exceed
$62,500.
OPTION "A"
CONCEPTUAL MASTER PLAN OF PARK DEVELOPMENT
Shana Yelverton, City Manager
March 12, 2006
Page 3
A. BASIC PROFESSIONAL SERVICES
(1) The Park Site. The portion of Bicentennial Park to be planned is described as the 60 acres
(approx.) which is mostly developed and which lies north of Southlake Boulevard, east of
the large drainage channel and west of White Chapel Road.
(2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park
includes: providing a generalized conceptual master plan, a rough estimate of probable
cost, recommendations for phased development, and colored renderings with respect to the
Project. Basic Professional Services shall also include Architect's presentations at
meetings with the City including, but not limited to, City Council and Park Board. All such
meetings will be held at a designated City facility.
(3) The Architect's Basic Professional Services to produce a Conceptual Master Plan of
Development for the described portion of Bicentennial Park including the following
processes and products:
a. Prepare a base map of existing information [ information to be provided by the
CITY to include boundaries, topographic information, existing improvements and
utilities in an electronic file as a base for CAD drawings.
b. Perform reconnaissance of the site and provide a presentation of findings.
C. Review the program furnished by the City to ascertain the requirements of the
Project and arrive at a mutual understanding of such requirements with the City.
■ The general program shall include the routing of a main park road from the
White Chapel park entrance westward to intersect with the Southlake
Boulevard park entrance road. Traffic calming and pedestrian safety shall
be important considerations.
■ Alternatives shall be explored for the associated relocations and /or removals
of existing park facilities such as athletic fields and maintenance areas.
■ In generalized terms, the program shall address drainage, erosion control,
administrative areas, support buildings, beautification and the enhancement
of existing facilities.
■ Attention will be given to the need for strong park announcements, entrance
developments and beautification at the existing park entrances on FM 1709
and White Chapel Road. Turning lanes, traffic control and medians will be
addressed.
d. Analyze the capabilities and limitations (opportunities and constraints) of the park
site and prepare descriptive graphics in a study of development feasibilities. These
will be presented as two -to -three arrangement analyses ( "bubble diagrams ").
e. Prepare two -to -three "Conceptual Master Plans of Development" in sketch form for
Shana Yelverton, City Manager
March 12, 2006
Page 4
review by City Staff and /or Stakeholders.
L Prepare the best "Conceptual Master Plan" (or combined best parts of the original
concepts) for presentation to the City Staff and /or Stakeholders for review and
approval.
■ The "Conceptual Master Plan" drawing shall include generalized use of
color, symbols and general notes, and mass polygons to represent large
facilities, parking areas and buildings with a minimum of detail.
■ Prepare for submittal with the "Conceptual Master Plan," a rough and
generalized opinion of probable construction costs.
■ Provide a colored rendering of the "Conceptual Master Plan ": a printed and
mounted copy and a digital copy on CD.
(4) Schedule. Professional Services to produce the "Conceptual Master Plan of
Development" and products shall include a maximum of six meetings. Time to
produce the Plan, exclusive of pauses for City to schedule meetings, shall be six
weeks.
(5) Compensation. Compensation shall be the stipulated sum of $21,500.
OPTION `B"
SCHEMATIC DESIGN OF PARK IMPROVEMENTS
A. BASIC PROFESSIONAL SERVICES
Shana Yelverton, City Manager
March 12, 2006
Page 5
(1) The Park Site. The developed portion of Bicentennial Park is as described in Option "A ":
Conceptual Master Plan of Park Development
(2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park
includes: providing schematic design, estimate of probable cost, recommendations
for phased development, and colored renderings with respect to the Project. Basic
Professional Services shall also include Architect's presentations at meetings with
the City including, but not limited to, City Council and Park Board. All such
meetings will be held at a designated City facility.
(3) The Architect's Basic Professional Services to produce a Schematic Design of Park
Improvements for the described portion of Bicentennial Park include the following
processes and products:
a. Conceptual Plan: The Conceptual Master Plan of Park Development as described
in Option "A" shall first be produced.
(4) Schematic Design: As an optional phase of Professional Services, if the City desires more
accuracy and detail for the planned development of Bicentennial Park, the Architect shall
provide "Schematic Design" of the park elements included in the "Conceptual Master Plan
of Park Development."
a. Schematic Design is the first phase in the preparation of final construction design
documents. Schematic Design is typically followed by the Design Development
Phase and the final Contract Design Documents Phase prepared for construction
bids. Professional services for the Schematic Design Phase include the following:
■ Develop a further detailed evaluation of the City's program, schedule and
construction budget requirements, each in terms of the other.
■ Based on a mutually agreed -upon program, schedule and construction budget
requirements, prepare, for approval by the City, "Schematic Design
Documents" consisting of drawings and other documents illustrating the scale
and relationship of Project components.
■ A draft of the "Schematic Design Document(s)" shall be prepared for review by
the City Staff and Stakeholders.
■ Draft design shall include a materials palette and a theme of development for
proposed improvements.
■ Draft design shall include preliminary construction layout dimensions.
■ Draft design shall include a preliminary grading plan.
■ Following review and approval, the final draft of the "Schematic Design" shall
be presented to the appropriate Boards and City Council.
Shana Yelverton, City Manager
March 12, 2006
Page 6
b. Prepare for submittal with the "Schematic Design," a preliminary Opinion of
Probable Construction Cost based on current area, volume or other unit costs.
C. Prepare corresponding recommendations for construction phasing for the park site.
Increments of phased development will correspond to the City's park budget plans,
or anticipated funding.
d. Provide a colored rendering of the "Schematic Design Plan ": a printed and
mounted copy, and a digital copy on CD.
(5) Schedule. Professional Services to produce the optional phase of "Schematic Design
Services" shall include a maximum of three additional meetings. Additional time,
exclusive of pauses for City to schedule meetings, shall be eight weeks.
(6) Compensation. Compensation would be an additional stipulated sum of $41,000.
OPTION "C"
3D ANIMATED FLYOVER
A. BASIC PROFESSIONAL SERVICES
Shana Yelverton, City Manager
March 12, 2006
Page 7
(1) The Park Site. All of Bicentennial Park shall be included, including the undeveloped
western portion of the Park west of the drainage channel and east of Shady Oak Road.
(2) The "Flyover" will include the final Schematic Design produced for the Baseball
Complex on the west side of the Park.
(3) The Architect's Basic Professional Services will be a media presentation of:
■ A computer - generated three- dimensional animated "flyover" of the
"Schematic Design" of the entire Park.
■ Two development presentations would be made to staff members followed
by two public presentations to groups or combined groups such as the Park
Board, Stakeholders and City Council.
■ The City will be furnished a CD of the "Flyover" which may be shown,
duplicated or used as "streaming video" on the City's website.
(4) Schedule. Additional time to produce the "Flyover" would be four weeks following
completion of the Schematic Design.
(5) Compensation. Compensation would be an additional stipulated sum of $16,000.