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.
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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
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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.
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Shana Yelverton, City Manager
August 24, 2006
Page 10
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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
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