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Item 5DCity of Southlake, Texas MEMORANDUM August 24, 2006 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Approval of SPDC Matching Funds Request for Safety Town Architectural Design Action Requested: City Council consideration of SPDC Matching Funds Request in the amount of $7,500 from the Southlake DPS Citizens Association for professional services for the architectural design of Bicentennial Park Safety Town with $1,500 for reimbursable expenses for a total not to exceed $9,000. Background Information: The Southlake DPS Citizens Association (SDCA) is requesting SPDC Matching Funds in the amount of $9,000 for professional services for the planning, and design for the proposed Safety Town to be located in Bicentennial Park as previously approved by Parks Board. The professional services (total of $15,000 plus reimbursable expenses $3,000) are based on an estimated construction value of $277,000 and would be performed by Schrickel, Rollins and Associates. As you may recall, Schrickel, Rollins is currently providing professional services to the City for the master planning and schematic design of Bicentennial Park and were selected in part by SDCA for this reason. If approved, the request will allow for preliminary planning and site design, architectural services, and cost estimates. The cost for professional services presented by Schrickel, Rollins represents 5.4% of the construction budget and is a substantial reduction from typical fees. Financial Considerations: Fiscal Year 2005 -06 SPDC Matching Funds in the amount of $200,000 are budgeted and there have been two allocations to date in the amount of $8,500 for BooBoo's Buddies concrete work at the dog park and $25,000 to the Southlake Baseball Association for Bicentennial Park west side schematic design. If approved in the amount of $9,000, an unencumbered balance of $157,500 would remain. Financial Impact: Not applicable. Citizen Input/ Board Review: Parks Board recommended approval (8 -0) at their August 14, 2006 meeting. SPDC will consider at their September 5, 2006 meeting immediately prior to City Council. Shana Yelverton, City Manager August 24, 2006 Page 2 Legal Review: Not applicable Alternatives: City Council review and consideration of SPDC Matching Funds request from Southlake DPS Citizen Association. Supporting Documents: Supporting documents include: • Matching Funds Request Form • Proposal from Schrickel, Rollins Staff Recommendation: City Council consideration of SPDC Matching Funds Request in the amount of $7,500 from the Southlake DPS Citizens Association for professional services for the architectural design of Bicentennial Park Safety Town with $1,500 for reimbursable expenses for a total not to exceed $9,000. City of Southlake, Texas ZOJECT MATCHING FUNDS Shana Yelverton, City Manager August 24, 2006 Page 3 Project Name: Professional Services for planning and design of Bicentennial Park Safety Town Contact Person: Anne Wise — Pres ident, Southlake DPS Citizens Association Mailing Address: 904 Brazos Drive City: Southlake State: Night Phone: 972- 982 -5366 Additional Contact Person: PROJECT DESCRIPTION: Day Phone: 817 -481 -5366 Day Phone: Proposed project involves hiring of a professional planning and engineering firm to perform planning and design of the proposed Bicentennial Park Safety Town. The professional services will allow for the design to coordinate with the work currently underway as part of the overall park schematic design and provide the necessary documents to ensure a well constructed and planned facility. Additionally, the plans and drawings are essential to the on -going fund raising and sponsorship program initiated by the DPS Citizens Association. TX ZIP: 76092 Fax Number: Proposed Start Date: September 6, 2006 Projected Completion Date: November 30, 2006 Projected Cost: $18,000 Amount of Funds Requested: $9,000 Shana Yelverton, City Manager August 24, 2006 Page 4 Ll Ifli chri kel, Rol Iins and Associates, Inc. Landscape Architecture . Civil Eregiveering r Planning FTeT July 1 1, 2006 Ms. Anne 'Vise, President Soudilake DPS Citizen Association 901 Brazos Drive Southlake, Texas 76092 Proposal }or Pro fessioaal Servi Bicent Park SafeV Tower —So ulhlaAe, Texas Dear Ms. Wise: Vlt;tw w 63xier, .ASLA Kent F. Sesley, AS3.A Joseph E. Nekdlry. PE D. B+yi�P1 Cuwatl, FIE Teiry7. Cheek, ARA - Ferry E. Cu. Dir,a J_ferralli, N F}aniel t. Farnao, PE Delbert IN_ Mimi, ASLA `w—hlyd R LAHun Jr., PF ROXm M. c4er, I;e Albers W_ Rpll PE Cl',fisGan 5thmitpr_ FL Suxa one {;_ 5wE ASiA� (,6ni T Wuf1ud, AS LA Gene Sderick,el u92T.2005] W e have estimated the probable costs needed to design and coamuct the Safety Tcwn project including the following, elements: * Topographic survey * CTeotechnical investigation and soils report • Site preparakn, demolition and earthwork * Concrete (slab for town, entry sidewalks, foundation for teaching gazebo) • Buildings (concrete tilt -ixull with metal roofs) • Gazebo and shade shelter i Ornamental metal fencing with entry and eicit gates surrounding ooncrete slab * Pavement striping for crosswalks, sidewalks and streets * Util ities (water and electric service lines) • Lighting (area lighting, pedestrian Iighting and traffic lights) * Landscaping and irrigation (t grass, pereriabfls, shrubs, trees, tree grate, raised bride planter, planting mix) + Site amenities (traffic signs, benches, picnic tables, tr­&-thcalns) a Drinking fountiadils with service lines • Construction design docurnents The fallowing is a tabular summary of costs • Topographic survey..... .... . . . .......... , , .......... _ ........$1,500 * Geotechnical investigation and report ............ ........,�4,pU0° * Probable construction value... . .... .... ..... , ...... ,,...$277,000 * Design th u completion of construction documents... _2 l ,000 $303,500 I I (+l Corporate OrivP %&14 1, Suile 2W AHingtork, TX 760M • 817,649,3216 • hiet [r At7,6ap.82a 2 r FRY- 81 7_649.76A • SRADES1CN.CO?A Shana Yelverton, City Manager August 24, 2006 Page 5 LIN R mile *Will be deducted from compensation if City of Sauthlake has available for our use the appropriate geotechnical reports performed for the construction of the existing tennis center. Our opinion of probable construction costs is $277,000. Such figures are often used as an industry standard as the basis for determining professional design fees. However, due to the special nature of Ibis project and its irnpooance to the community, it is our desire to offer a discounted compensation. The amount of St 9,OD4 for compensation will include the topographic survey, the geotechnical investigation and report and the design services. Campensation will be reduced to $15,004 if the appropriate geote hnical report is provided by the City. This is indicated in the attached Progosgl for Professional Services) ettar of Agreczx)ent. Please let me know if you have any questions or need additional it fon tion. in'�vrely SCHRICKEL, ROLUNS AND ASSOCIATES, INC_ Liuda ardan Sensor Planner 1437 Shana Yelverton, City Manager August 24, 2006 Page 6 L �Jm tPli Schrickl, Rollins and Associates, Inc. Landscape~ Architecture • Civil Engineering • Pldnritirig Ju ly 12, 2006 Ms. Anne Wise, President Southlake DPS Citizen Association 904 Brazos Drive Sauthlakc, Texas 76092 RE: Pl vpwW for Professional Services Bicentennial Park safety Tower — sogthlake, T as Dear Ms. Wise: ati(.Lw w. [rL >.t&. A5LA rent E. Lesley, ASLA lesrtph E. fradle}, PE 0 f3:yinf'7- s PE Tmry T. Check, ASUI. Tory E. Cullexler Dirty 1. Ferrahi, PE Daniel F1- Hgoiniin, PE De11'err W rl Ir51, ASIA SankrdP. LaRue, Ir., H Raheri M. Che y, PE Alhprt w P Al;nr, PE Christian Schal%er, PE 5UZJ.ne C. Seek, A - ,_ C h nr 7. WaFfLxd, ASLIB C:ene S(hrk;k6 (1927- 7[1051 Schrickel, Rollins and Associates, Inc. (here inaftr, SRA), is pleased to present this Proposal anal Utter of Agreement to Southlake DPS Citizen Association (hereinafter, SPCA) for Professional Services for the Safety Town project to be located in Bicentennial Dark in Southlake, Texas. SRA shal l perform the following Professional Services: P IUIUINARY FLANNINf AND SITE DESIGN Task 1 - Preliminary Pia"ning & Engneering Invfstigation & Analysis * SRA will conduct a site visit to assess site issues su ch as, to pography, vegetation, uOiIS access and sumondiing property conditions as they may relate to Qr impact the project site. * SRA ^Quill investigate availability and weans of providing utilities (water and electricity) to the project site. * SRA will evaluate site grading and drainage issues as they pertain to potential developinent within the project site and surrounding area. * SR.A. will hire subcansultants to provide a topographic survey and a geotechnical investigation and report. Task 2 —She flan SRA will prepare one (1) site plan depicting the site arrangement needed for road alignments and traffic patterns, building locations and locations of site err cements and amenities, sur,h as shade structures, landscape developmerit, etc. for development of the project site. • The site plan shall be prepared to City of Southlake standards as required for submittal, review and approval processes. • Upon review and direction by SDCA, SRA will make revisions to the site plain one (1) time algid present the fmat site plan to SDCA for approval. Page i of 5 1161 Corpotate DriveWeMt Line 2g)OArhigion,TX 76006 • 817.6a9 -3216 • wloro:817.640.8212 9 Fw 817.644 r.py S s SF?ADESI(-,N.fOM Shana Yelverton, City Manager August 24, 2006 Page 7 Va R t.M was • Additional revisions to the site plan are not included in the scope of services, but may be requested by SDCA and performed by SRA on an bourly basis if agreed to in writing by both parties. * SRA will prepare a preliminary opinion of probable costs for construction of the project based on the site plan approved by SDCA. Task 3 — Cgn,struetion ]bocuments SRA will Prepare construction documents which include the following elements: * Construe -tiou layout and details. • Utilities layout and details, + irrigation layout and details. + Grading plan with erosion control, • Planting plan, ARCHITECTURE Task A — Predest n Reports and Code Oitearia S RA, will prepare or provide predesign criteria for the design of the gazebo, shade shelter and storage building including the following elements. • Provide code review for Occupancy of the gazebo, shade shelter acid storage building. • Desiga the gazebo, shade shelter and storage building to ADA and TAS codes. • Provide soils report for structural foundation(s). • Design structural foundationfs) as rcyuired. • Pwvide complete construction documents for the gazebo, shade slicker and storage building. DsJk 5 — Buildiny- Design Development and Construction Documents, SRA will prepare design development and constrwtion docmnerti including the following elements: • Ploor plans of building structures. • Engineering details for atypical building oructure. • Elevations of a typical building design. • Construction documents to build the planned Safety Town. Page 2 of 5 Shana Yelverton, City Manager August 24, 2006 Page 8 V 1 P0 e OPINION OF MBABLI& COSTS SRA will prepare a final opinion of probable casts far development ofthe property based on the site plan approved by SDCA. 14I CELDAI S SERVICES M tln s; A maximum of four (4) rneetings are included in this scope of services, SRA will attend additional meetings (riot included in this scope of services) as needed and requested in writing by SDCA if SRA is camper) sstM on an hourly invoice basis, Additional Services Additional Services are Services that are not specifically included in this scope of services. Said services shall be described and the compensation established and authorized by SDCA in writirq prior to SRA performing services, Reiimbursahk- Expenses Reimbursable Expenses are in addition to 5RA's compensation for ProfessiotW Semites, and include expenses incurred by SRA in the interest of the project. These include primarily priating/'reproduction costs. EXCi T TANS AND LIMITATI The following items are specilicaIly excluded €Torn services provided in this agreement. L Excluded from the Basic Prok*skmal Services, unless otherwise provided for as Additional Professional Services in a future Agreement, are the production, provision, 000rdination or securing of: A_ Environmental Assessments; B. Perri ting processes and permits; C. Zoning and platting services; D. Relocations of existing utility services; E. Trash removal and hazardous waste removal that may be associated with the site preparation and earthwork; F. Any site visits, construction observations or administrative services during tNr, construction phase of the project; G. Professional representations on behalf of SDCA and as required of SDCA, by the City of Southlake, neighborhood groups and/or at public bearings are not included in this scope of services; A SRA will provide suggested artwork examples for storefronts and building facades that will replicate examples found in Southlake Town Square, However, produced designs of Page 3of5 Shana Yelverton, City Manager August 24, 2006 Page 9 Axi .v. the actual artwork on the building facades, signage, etc. is not included in this scope of services. 2. It is understood and agreed that SRA, in satisfying the conditions of this Agreement, is acting indepf--ndetntly, and that SRA as surnes no responsibility or liabilities to any third party in connection with this Agreement, This agreement does not create any rights or benefits for parties offer than SRA and SDCA, 3, It is understood that the general contractorand Iris subcontractors employed to carry out and install the work set forth in the con waction docu ments of plans and specifrcationsprepared by SRA will be 4n independent contractor, responsible to the SDCA, for the proper execution and performance of matters required by those construction documents. It is understood that contractors, craftmen, mechanics, fabricators, material suppliers, artists, laborers, volunteers and the 1 ike who are recruited by the SDCA to participate in ccn5t cation of the Safety To project are solely responsible to the SDCA for their acts, intentional or ntherwise_ 4. SRA does not guarantee, nor is responsible for, the performance of the contractor and his subcontractors who has been employed by the S DCA to perform and carry out the work, nor for the PerfQmAawe, of craftsmen, to "harries, fabricators, material suppliers, artists, laborers, volunteers and the 1 ike who are recruited icy the SDC,A. to perform and carry out work on the Safety Town project_ SRA is not. responsible far delays, damages, defects, or other imperfections caused by the contractor or the other named parties recruited for the prof ect by SDCA. SRA is not responsible for the superintendence, means, methods, sequences, and techniques of construction. Nor is SRA responsible in any way for the safety precautions and safety obligations of all related and named parties its connection with the work. 5. In recognition of the relative risks and benefits of the project to both the SDCA and SR.A, the risks have been al located such that SDCA agrees, to the ful lest extent permitted by law, to limit the liability of SRA and its subconsultants to the SDCA and to all construction contractors and subcontractors and craftsmen, mmht ics, fabricators, material suppliers, artists, laborers, volunteers and the like who are recruited by the SDCA on the project for any and alt claims, losses, conks, damages of any nature whatsoever or claims expenses from any cause or Causes, so that the total aggregate) iabi lity of SRA and its subconsultants to all those named shall not exceed five thousand dollars (5,000.CO) or SRA's fee for design services rendered on this project, whichever is the lesser amount. Such claims and causes include, but are not limited to, negligence, professional errors or omissions, strict liability, breach of con.traet or warranty. Page 4 of 5 Shana Yelverton, City Manager August 24, 2006 Page 10 RMe LINM TI A,TION This Letter of Agreernew shall mntinue until termirWion by either party by giving seven (7) calendar days prior written notice to the other party- COMPENSATION FOR PRQFIW SIQI A L SERVIC'1? Compensation for Professional Services shall be the stipulated sum of $19,400, Compensation will be reduced to $15,000 if the appropriate geotechnical report is provided by the City. SDCA will be billed on a tnonthly basis for charges incurred the previous month. pay mentl will be due 30 dutfr th h7voice date. Invoices not paid within 60 days of receipt wFiII result in a stop wark directive from the project manager until full payment is reccived. We are enthusiastic about this project acid ready to begin upon your , 6 Titten notice to proceed, Please acknowledge yorir acceptance ofthis Proposal as the offioial and authorized representative of SDCA by your signaluzxe and date of authorization below. irkc;erely, SCSI REL. ROLLI S ARID ASSOCIATES, MC. Terry . Cheek, L.A., ASLA. Accepted: Anne Wise, President Date SDCA ]4371 Page 5 of 5