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Item 5I City of Southlake, Texas M E M O R A N D U M September 27, 2006 To: Shana Yelverton, City Manager From: Ken Baker, AICP, Planning Director Subject: Authorize the award of bid to Brinkley Sargent, Inc., for the Facilities Plan. Action Requested: Approval of the Agreement for Professional Consulting Services Background Information: One of the goals of the City Council adopted strategic plan in 2006 is to systematically invest in, and enhance capital infrastructure. To this end, City Staff is recommending a comprehensive planning study of community facilities. Such a study would evaluate future needs for city facilities based on community objectives, desired levels of service, growth potential, and financial efficiencies. In general, the proposed study is to be conducted in two phases (labeled scope one and scope two in the attached contract). The first phase of the study would generate a needs assessment of all existing and potential departments/divisions of the city. The first phase would conclude with a recommended strategy for satisfying current and future space needs by utilizing existing and new buildings, if any. The second phase of this study would evaluate the opportunities for expansion of city facilities on the Parkwood Drive site, including, but not limited to the Senior Center and the city’s Recreation Center. In addition, this phase of the study will develop a schematic master plan for all proposed uses on the Parkwood Drive site. Phase One of the study is estimated to take 18 weeks and Phase Two, 20 weeks. Financial Considerations: Phase 1 = $79,800 Phase 2 = $48,750 Total = $128,550 (Fees for Consulting Services) Citizen Input/ Board Review: None Legal Review: Yes Supporting Documents: Agreement for Professional Consulting Services Staff Contact: Ken Baker, (817) 748-8067 2 APPCS GREEMENT TO ROVIDE ROFESSIONAL ONSULTING ERVICES rd THIS AGREEMENT (“Agreement”) is entered into this 3 day of October, 2006 effective immediately by and between BRINKLEY SARGENT Architects Inc., a corporation authorized to do business in the State of Texas ("CONSULTANT") and the CITY OF SOUTHLAKE, TEXAS, a municipal corporation of the State of Texas ("CITY"). For convenience, the CONSULTANT and the CITY may sometimes be referred herein collectively as “parties” and individually as a “party.” WITNESSETH WHEREAS, CITY desires to engage the CONSULTANT to perform professional planning services to develop a Facilities Plan for the future needs of the CITY (“PROJECT”); and WHEREAS, CONSULTANT agrees to provide such work and services for the CITY in accordance with the terms of this Agreement; NOW, THEREFORE , for the mutual promises set forth herein, and for other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto mutually agree as follows: Employment of Consultant 1.. (a) CITY agrees to engage the CONSULTANT and the CONSULTANT hereby agrees to perform the services described in the Scope of Services which is hereby incorporated into this Agreement as Exhibit “A.” The Services provided herein will collectively be referred to as the “PROJECT.” (b)Notwithstanding anything to the contrary contained in this Agreement, CITY and CONSULTANT agree and acknowledge that CITY is entering into this Agreement in reliance on CONSULTANT’s special and unique abilities with respect to facilities planning and architecture. CONSULTANT accepts the relationship of trust and confidence established between it and the CITY by this Agreement. (c)CONSULTANT covenants with CITY to use its best efforts, skill, judgment, and abilities to perform the work in the Project with the information provided to it by City in accordance with Paragraph seven (7) below and to further the interests of CITY in accordance with CITY’s requirements, in accordance with the highest standards of CONSULTANT’s profession or business and in compliance with all applicable national, federal, state, municipal, laws, regulations, codes, ordinances, orders and with those of any other body having jurisdiction. The CONSULTANT warrants, represents, covenants, and agrees that all of the work to be performed by the CONSULTANT under or pursuant to this Agreement shall be of the standard and quality which prevail among similar businesses and organizations of superior knowledge and skill engaged in providing similar services in major United States urban areas under the same or similar circumstances and involving a project such as the Project. CONSULTANT warrants, represents, covenants, and agrees that the work it performs will be accurate and free from any material errors. (d)CONSULTANT acknowledges that approval or acceptance by CITY of CONSULTANT’s services shall not constitute nor be deemed a release of the responsibility and liability of CONSULTANT, its employees, officers, or agents for the accuracy and competency of the services performed under this Agreement; nor shall approval be deemed to be an assumption of such responsibility by CITY for any defect in the work prepared by CONSULTANT, its officers, employees or agents. Notice to Proceed 2. . CITY shall have complete control of the services to be rendered and no billed work shall be done pursuant to this Agreement until the CONSULTANT is instructed in writing to proceed. The CONSULTANT shall begin work within 10 days of receipt of the executed CONTRACT and written Notice to Proceed. Time of Performance 3. . The services to be performed hereunder by the CONSULTANT shall be undertaken and completed within one year of Contractor’s receipt of a written Notice to Proceed from CITY. Compensation 4. . The CITY agrees to pay the CONSULTANT a total fee not to exceed One hundred and Twenty Eight Thousand and Five Hundred and Fifty Dollars ($128,550.00) as described Scope of Services (attached hereto as Exhibit “A”). CONSULTANT agrees to complete the PROJECT and all services provided herein for said sum. Method of Payment 5. . The CONSULTANT shall submit monthly statements summarizing the task(s) undertaken and the percentage of the task(s) completed during the billing period. Total payments shall not exceed the amount shown in (4), above unless otherwise approved in writing by the CITY. CITY shall pay invoices within 30 days of receipt; provided, however, that in the event CITY requests any supporting documentation for charges, payment shall be made within 30 days of receipt of the documentation. Changes. 6. CITY may, from time to time require changes in the scope of services of the CONSULTANT to be performed hereunder. Such changes, which are mutually agreed upon by and between CITY and the CONSULTANT, shall be incorporated by written amendment to this Agreement. Services and Materials to be Furnished by CITY. 7. CITY shall furnish the CONSULTANT with all available information, data, and material CONSULTANT requests pertinent to the execution of this Agreement including but not limited to:  Organizational chart for each department being studied and overall CITY organizational chart September 27, 2006 4  Site plans and floor plans of buildings being analyzed  Response to questionnaire on departments’ operational methods  Count of CITY and staff cars  Last published budget of CITY  Population projections and demographic makeup of CITY  Comprehensive Plan elements of the CITY  Zoning map and current development information  Any goals statement for the CITY The CITY will coordinate all arrangements, including notices and venues for all meetings and workshops, and will provide copies and distribution of all material. CITY shall cooperate with the CONSULTANT in carrying out the work herein and shall provide adequate staff for liaison with the CONSULTANT. Termination of Agreement. 8. (a) CITY has the right to terminate this Agreement for any reason upon thirty (30) days’ notice to CONSULTANT. Upon termination pursuant to this paragraph, the CONSULTANT shall be entitled to payment of such amount as shall compensate CONSULTANT for the services satisfactorily performed from the time of the last payment date to the termination date in accordance with this Agreement, provided the CONSULTANT shall have delivered to CITY such statements, accounts, reports and other materials as required herein, and provided that CONSULTANT shall have delivered to CITY all reports, documents and other materials prepared by CONSULTANT prior to termination. CITY shall not be required to reimburse CONSULTANT for any services preformed or expenses incurred after the date of the termination notice, nor shall CITY reimburse CONSULANT for lost or anticipated profits. Nonappropriation. (b) If the governing body of the CITY fails to specifically appropriate sufficient funds to make the payments due in any Fiscal Year under this Agreement, an event of nonappropriation (“Event of Nonappropriation”) will have occurred, the terms of this Agreement will not be renewed, and CONSULTANT or CITY may terminate this Agreement at the end of the then current Fiscal Year, whereupon CITY will be obligated to pay those amounts then due subject to the provisions herein. Nothing in this Section or elsewhere in this Agreement will be deemed in any way to obligate the CITY or create a debt of CITY beyond its current Fiscal Year. CONSULTANT HAS NO RIGHT TO COMPEL CITY TO LEVY OR COLLECT TAXES TO MAKE ANY PAYMENTS REQUIRED HEREUNDER, OR TO EXPEND FUNDS BEYOND THE AMOUNT PROVIDED FOR IN THE THEN CURRENT FISCAL YEAR OF CITY. The CITY agrees to use its best efforts to obtain authorization and appropriation of such funds and if such funds are appropriated, the governing body of the CITY shall, for each ensuing Fiscal Year in which payments are due to be made, make all such payments subject to the terms of this Agreement. September 27, 2006 5 Ownership of Documents. 9. All information and other data given to, prepared, or assembled by CONSULTANT under this Contract, and other related items shall become the sole property of CITY and shall be delivered to CITY, without restriction on future use with the exception of previously copyrighted material used by the CONSULTANT for informational or educational purposes. A set of reproducible documents, including digital versions of all material shall be filed with the CITY prior to final payment. CONSULTANT shall have no liability for changes made to or use of the drawings specifications, and other documents by the CITY subsequent to the completion of the Project. CITY shall require that any such changes or other use shall be sealed by individual making the change or use and shall be approximately marked to reflect what was changed or modified. Records and Inspections. 10. CONSULTANT shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three years after the completion of the Project, or if litigation relating to any aspect of this Agreement is commenced within that year, until there is a final, nonappealable judgment or a settlement agreement has been executed between all the parties. CITY shall have free access at all times to such records, and the right to examine and audit the same and to inspect all Project data, documents, proceedings, and activities. Completeness of Contract. 11. This Agreement and the documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. If there is any conflict between the terms of this Agreement and the documents attached hereto, the terms of this Agreement shall control. This Agreement may not be subsequently modified except by a writing signed by both parties. CITY Not Obligated to Third Parties. 12. CITY shall not be obligated or liable hereunder to any party other than the CONSULTANT. When Rights and Remedies Not Waived. 13. In no event shall the making by CITY of any payment to the CONSULTANT constitute or be construed as a waiver by CITY of any breach of covenant, or any default which may exist on the part of the CONSULTANT and the making of any such payment by CITY while any such breach or default shall exist in no way impairs or prejudices any right or remedy available to CITY in respect to such breach or default. Indemnification. 14. The CONSULTANT agrees to indemnify and hold harmless the CITY and all of its officers, employees, council members and agents from any and all claims by third parties, including, but not limited to, claims for damages, judgments, attorney’s fees, expenses, injunctive or equitable relief, interest, personal injury, and death, that may arise from the CONSULTANT’s performance under this Agreement, provided that CONSULTANT shall not be required to indemnify or hold the CITY harmless for the September 27, 2006 6 intentional or negligent acts or omissions of the CITY to the extent that such acts cause the injuries or damages complained of. Insurance. 15. Consultant agrees to maintain insurance for comprehensive general liability, automobile liability insurance, workers’ compensation (for any employees the CONSULTANT may have during the active life of this contract) and professional liability during the term of this Agreement in the amounts stated below. CONSULTANT shall provide CITY with evidence of such coverages in a form which is acceptable to the CITY. Such policies shall name the CITY, its officers, and employees as an additional insured and shall provide for a waiver of subrogation against the CITY for General Liability and Automobile Insurance. CONSULTANT shall provide notice to the CITY in the event of any material change in coverage, cancellation, or nonrenewal not less than 30 days prior to the change. For coverage’s that are written with claims made policies, the required period of coverage shall be continuous coverage for the life of the contract, plus an extended discovery period of three (3) years to begin at the end of the contract period. Should CONSULTANT change insurance carriers during this entire insuring period, the replacement policy shall include a prior acts provision to eliminate any lapse in coverage. TYPE MINIMUM AMOUNT 1. Workers’ Compensation & Statutory Employer’s Liability $100,000/500,000/100,000 2. Commercial General Liability Combined Single Limit of Insurance $500,000 per Occurrence 3. Comprehensive Automobile Minimum State Financial Insurance Liability Responsibility Limits 4. Professional Liability $500,000 per claim (errors & omission) Insurance Personnel. 16. The CONSULTANT represents that it has all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the CONSULTANT or under CONSULTANT's supervision, and all personnel engaged in the work shall be qualified to perform such services. Equal Employment Opportunity. 17. (a) The CONSULTANT shall not discriminate against any employee or applicant for employment because of race, age, color, religion, sex, ancestry, national origin, or place of birth. The CONSULTANT shall take action to insure that applicants are employed and that employees are treated during their employment without regard to their race, age, color, religion, sex, ancestry, national origin, or place of birth. (b) If the CONSULTANT fails to comply with the Federal and State Laws relating to Equal Employment Opportunity, it is agreed that the CITY at its option may do either or both of the following: i. Cancel, terminate, or suspend the contract in whole or in part; September 27, 2006 7 ii. Declare the CONSULTANT ineligible for further CITY Contracts until he is determined to be in compliance. Independent Contractor 18. . The relationship between the CITY and CONSULTANT will be that of an independent contractor. The parties agree that none of the provisions of this Agreement are intended to create, nor will be deemed or construed to create, any relationship between the CITY and CONSULTANT other than that of independent parties contracting with each other to carry out this Agreement. It is expressly agreed that CONSULTANT and CONSULTANT’s personnel, if any, may not for any purposes be deemed to be an officer, employee, agent, partner, joint venturer, ostensible or apparent agent, servant or borrowed servant of the CITY. CONSULTANT agrees that it will not hold itself out as an agent of the CITY to any persons or entities. Assignability. 19. The parties hereby agree that Consultant may not assign, convey or transfer its interest, rights and duties in this Agreement without the prior written consent of CITY. Notices. 20. Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the parties via personal delivery, facsimile, or via United States certified mail, postage paid, to the addresses noted below: If intended for CITY, to: If intended for CONSULTANT, to: Ken Baker Dwayne Brinkley Director of Planning Principal City of Southlake Brinkley Sargent Architects Inc. Address: 1400 Main Street, Suite 310 Address: 5000 Quorum Drive, Suite 600 Southlake, Texas 76092 Dallas, Texas 75254 Telephone No.: (817) 748-8067 Telephone No.: (972) 960-9970 Fax No.: (817) 748-8077 Fax No.: (972) 960-9751 Governing Law/Venue. 21. This Agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue for any action brought to interpret or enforce the terms of this Agreement shall lie in Tarrant County, Texas. Attorney’s Fees/Costs. 22. If any legal proceeding is brought to interpret or enforce the terms of this Agreement, the prevailing party in such action shall be entitled to recover from the nonprevailing party, in addition to the prevailing party’s actual damages, reasonable attorney’s fees and court costs. Conflict of Interest. 23. CONSULTANT represents and warrants that it will complete a Conflict of Interest Questionnaire as required by State law. Authority to Sign. 24. The parties hereby warrant and represent that the undersigned persons have full authority and are duly authorized to sign on behalf of their respective principals September 27, 2006 8 and that such principals have duly authorized the transaction contemplated by this Agreement. Legal Construction 25. . In case any one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions thereof; and this Contract shall be considered as if such invalid, illegal or unenforceable provision had never been contained in this Contract. Captions 26. . The captions to the various clauses of this Contract are for informational purposes only and shall not alter any substance of the terms and conditions of this Contract. Successors And Assigns 27.. This Contract shall be binding upon and insure to the benefit of the parties hereto and their respective heirs, executors, administrators, successors and, except as otherwise provided in this Contract, their assigns. Entire Agreement 28.. This Contract embodies the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters in this Contract, and except as otherwise provided herein, cannot be modified without written agreement of the parties to be attached to and made a part of this Contract. IN WITNESS WHEREOF, CITY and the CONSULTANT have executed this Agreement effective the date written above. CITY OF SOUTHLAKE, TEXAS By: ____________________________ Print Name:______________________ Title:____________________________ BRINKLEY SARGENT Architects, INC. By: ____________________________ Print Name:______________________ Title:____________________________ September 27, 2006 9 THE STATE OF TEXAS § COUNTY OF __________ § Before me on this day Andy Wambsgansspersonally appeared known to me [or proved to me on the oath of _______________ or through ________________ (description of identity card or other document)] to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he executed the same for the purposes and consideration therein expressed. Given under my hand and seal of office this _____ day of __________, 2006 _____________________________________ (SEAL) Notary Public, State of Texas ____________________________________ Notary’s Name Printed September 27, 2006 10 THE STATE OF TEXAS § COUNTY OF __________ § Before me on this day Dwayne Brinkley personally appeared,known to me [or proved to me on the oath of _______________ or through ___________________(description of identity card or other document)] to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he executed the same for the purposes and consideration therein expressed. Given under my hand and seal of office this _____ day of __________, 2006. _____________________________________ (SEAL) Notary Public, State of Texas ____________________________________ September 27, 2006 11 EXHIBIT A SCOPE OF SERVICES The scope of FACILITIES PLANNING services to be performed by the CONSULTANT shall be as follows: 1. SCOPE ONE Approach to Project The general approach to the project will be to involve all stakeholders in the process including focus groups and public input. This would include one (1) meeting with focus groups representing various citizen groups that have frequent interaction with the City. This includes dialogue during the facility audit, needs assessment process, as well as recommendations coming out of the process. The process will be one of documenting existing needs, forecasting future needs, and giving direction on how best the City of Southlake can respond to those needs with current and future facilities. The GOAL of this project is to provide expansion options for maximizing the benefit of improvement dollars through careful analysis of the CITY’s present and future needs. a. Detailed Scope of Services i.Prepare Level One Inventory* of the following facilities: Town Hall and Library Public Works Annex Community Services Administration Offices & maintenance facility Senior Center * Level One Inventory of facilities shall include: Architectural review and comments on condition of existing facilities and site amenities. Square footage summaries by facility, current use and documentation with pictures and reports shall be included. ii.Inventory Prior Studies and Data for Use as Resource: The prior staffing studies and reports will be reviewed as a part of the data review. In addition estimated levels of services will be requested from each department. This will allow the forward forecasting to respond to the CITY’s policy decision. iii.Develop a Needs Assessment for all departments/divisions for the next 20 years including the but not limited to the following: A.Community Services B.Court and Court Administration C.Public Works Administration, Engineering, & Operations D.City Administration E.Finance F.Code Enforcement September 27, 2006 12 G.Planning and Building Inspections H.Library (virtual and traditional) I.IT J.Teen Court K.Visitor’s Center L.Human Resources M.Econ. Development & Tourism N.Support Services O.Senior Center P.Fire Administration Q.Animal Shelter The needs assessment process is as follows:  Data Collection – CONSULTANT will develop a list of information required to start the process, and the City staff will be responsible for gathering this information. This information includes current and future population, staffing, organizational charts, public interaction requirements, and department and visitor parking requirements.  Data Review – CONSULTANT will review data and develop an outline to be used in the meetings with the various departments involved with this project. This will allow knowledgeable questions to be asked and correct responses given.  On-Site Meetings – CONSULTANT will conduct an on-site interviews with City staff in each specialized area of the facility. The City can choose their spokespersons, but typically we would visit with the City Management, Department Heads and Staff. We will develop a preliminary needs report at this time.  Citizen Input – CONSULTANT will meet with the City to determine key focus groups that interact with the City on a frequent basis. The CONSULTANT will meet with these groups to solicit their input on two (2) occasions.  Develop Preliminary Report – As stated above, we will develop a preliminary report for review by City staff. This report will identify staff square footage requirements for each staff member and give a written description of that department’s duties. It will address adjacency requirements, storage needs, and common meeting room requirements. The review will be conducted with the same staff that had input during the process thereby assuring communication throughout the process.  Final Report – We will take the comments from our meetings and modify the report as necessary to meet the desires of the City. iv.Develop a strategy for satisfying current and future space needs by utilizing current and constructing, if required, new facilities. Items to be evaluated include:  Location of current facilities and existing land  New philosophies of citizen services September 27, 2006 13  Priorities of needs within various departments  Cost of new versus cost of renovation  Maintaining efficient work environment during phases  Long-term maintenance issues and associated costs of all city facilities  Funding available over a 20 year period  Response to goals of City  Directional growth of City v.Based upon the selected development strategy, the CONSULTANT will develop conceptual plans and programming plan for City Hall, Court, Fire Administration, Public Works and Parks Maintenance/City Service Center. This information includes current and future population, staffing, organizational charts, public interaction requirements, and department and visitor parking requirements. vi.Deliverables: The final product will be produced in a binder format including information provided by City, goals of study; break-out of each department needs assessments, audit and condition of existing buildings, priorities for 10 and 20 years, and project cost associated with those projects. Five (5) hard copies of the final report and a digital copy of all final documents will be provided to the CITY. b. SCHEDULE FOR SCOPE ONE The CONSULTANT’S services shall be performed in a timely manner consistent with sound professional practices. The CONSULTANT will complete the work according to the following schedule: Based upon timely response by the CITY to required information, availability of meeting times and review time, the CONSULTANT will complete the study in four and one-half months from time of receipt of all CITY provided data. Schedule is as outlined below: TASK TIME ALLOCATED Inventory of Existing Facilities 4 Weeks Inventory of Prior Studies 4 Weeks (Concurrent with Inventory Phase) Departmental Needs Assessments 8 Weeks (Concurrent with Inventory Phase) Development of Options with Budgets 8 Weeks Finalize Report 2 Weeks TOTAL 18 Weeks The time limits set forth in the schedule do include allowances for reasonable and expected review time by the CITY and approval by authorities having jurisdiction over the PROJECT, and shall not be allowed as cause for delay or adjustments to the schedule. Delays in the design critical path caused by review times by the CITY or a permitting agency exceeding those anticipated by the CONSULTANT’S schedule are cause for September 27, 2006 14 adjustments in the schedule. Any adjustments made to the agreed upon schedule shall be made in writing and acceptable to both parties. 2. SCOPE TWO Based upon the findings of Scope One Services the following services will be performed under Scope Two: a. Assessment and Review of and Recommendations for the Parkwood Drive Site The Parkwood Drive site is located at the northwest corner of the intersection of Parkwood Drive and Byron Nelson Parkway. CONSULTANT will visit and photograph the site, conduct a field inventory of existing site conditions and compare the conditions observed to the base information provided by the CITY as listed below. The purpose of this data collection activity is to formulate accurate base information and identify existing conditions with sufficient detail and accuracy to initiate assessment of the following conditions: A.Site assets B.Site liabilities C.Approach to the site design The goal of this task is to identify the potential for housing any future identified CITY facility on this site including, but not limited to the Southlake Senior Center and the City’s Recreation Center. This concept will be considered as the following data is collected from the City: A.Identification of the geographic limits of the project area. B.Inventory of existing facilities, features, and development C.Easements, utility and other D.Existing and proposed road alignments E.Topography F.Field review of tree survey with the CITY’s Landscape Administrator G.Flood plains, waterways, wetlands b. Programming and Conceptual Planning: Programming for the Recreation Center and Senior Center will be accomplished in Scope Two services. Programming for these spaces will be accomplished through two public workshops, personal interviews with stakeholder representatives, and assessment of population data on future user groups. In addition, staff will be involved in a workshop to determine their highest needs. Based upon this information a final prioritization of elements in the Recreation Center and Senior Center will be developed and balanced with budgets. Site development options that include the Recreation Center, Senior Center, and any other identified CITY facility will be developed. From these options a final option with conceptual pricing will be developed. September 27, 2006 15 Deliverables: One (1) programming plan (digital and hard copy) for the site facilities documenting pertinent site conditions and feasibility assessment of the anticipated program developed in conjunction with city staff for review. Program includes size of components of recreation center, senior center, and any other facility identified. c. Conceptual Master Plans and Initial Cost Projections The CONSULTANT will take the final programming plans and working with the staff and other members of the CITY’s team, produce a conceptual master plan. These plans will begin to give form to the design programs by preliminarily arranging the program elements for the site and their relationship to general site conditions. These plans will examine spatial requirements by utilizing “foot prints” of similar facilities as appropriate to fully understand the impacts of these facilities on the site. Concurrent with this task, CONSULTANT will generate an opinion of probable costs typically associated with this type of work. The goal of this projection is to preliminarily define the cost parameters of the projects to comprehensively account for all project costs and maximize the built improvements. This task includes one (1) meeting with city staff and one (1) revision in response to staff input and comments. Deliverables: One (1) rendered conceptual plan (digital and hard copy) for each function of the site documenting the design team’s response to the anticipated program for presentation to city staff for review. d. Schematic Master Plans and Refined Cost Projections The CONSULTANT will refine the conceptual plans for each part of the site with the input of the City Staff. These schematic plans will depict the elements of the Master Plans as they might actually appear. Concepts plans in bubble form of recreation center, library and senior center are included. Additionally, these plans will be used to refine the initial projection of probable cost generated earlier in Task 3 as well as determine a strategy of project phases. At the completion of this task the CONSULTANT will review the preliminary cost projection with City staff for review and comment. This task includes one (1) meeting with city staff and one (1) revision in response to staff input and comments. Deliverables: One (1) rendered schematic floor plan (digital and hard copy) for each component documenting the design team’s response to the conceptual plans presented to city staff for review. e. Presentation Materials The CONSULTANT will prepare suitable graphics and illustrations to present the products and cost projections as specified above facilitating response and gaining September 27, 2006 16 approval for the project. It is anticipated that the presentation materials will include minor project updates as necessary (as stipulated within the scope of the individual tasks) between presentations to answer any comments or concerns about the design throughout the presentation process. Deliverables: PowerPoint slides for incorporation into master presentation and mounted boards to be delivered upon request. Additional presentation materials requested by Client will be treated as an additional service. f. Process Document/Report The CONSULTANT will prepare a document depicting all of the exhibits generated in the tasks above within the specified scope of service. Additionally, text will be prepared describing the process, findings, and products of each task for incorporation into the report. This task includes one (1) revision after presentation to City Staff. Deliverables: One (1) hard copy and one (1) Compact Disc containing digital files of scanned drawings and renderings, PowerPoint slides, and descriptive text, for inclusion into a master document that includes the final reports from both Scope One and Scope Two. g. Schedule for Scope Two TASK TIME ALLOCATED Assessment and Review of Parkwood Drive 3 Weeks Site Programming and Conceptual Planning 6 Weeks Conceptual Master Plan 4 Weeks Schematic Floor Plans 4 Weeks Final Report 3 Weeks TOTAL 20 Weeks 3. PAYMENT FOR SERVICES a. Terms Terms used in describing the applicable method of payment for services provided by the CONSULTANT shall have the meaning indicated below: Basic CONSULTING Fee: Basic CONSULTING Fee shall mean those expenses incurred by the CONSULTANT in completing the PROJECT Scope of Services. September 27, 2006 17 Reimbursable Expenses: Reimbursable Expenses shall mean the actual expenses incurred by not CONSULTANT in the interest of the PROJECT covered under the Scope of Services, for courier or express mail service and telegrams, drawings, specifications, bidding documents, and similar PROJECT-related items in addition to those specified under the Scope of Services. Additional Services: not Additional services covered under the Scope of Services, will be provided to the CITY on an hourly basis plus reimbursable expenses as agreed in writing at the time such services are authorized. b. Compensation for Services Compensation for both basic consulting fee and reimbursable expenses shall be as specified below: TASK COMPENSATION SCOPE ONE 1.1 Inventory of Existing Facilities $2,000 1.2 Inventory of Prior Data $1,500 1.3 Needs Assessment $27,500 1.4 Development of Strategies $15,000 1.5 Development of Concept Plan $25,000 1.6 Final Report Development $7,000 1.7 Reimbursable expenses not to exceed $1,800 Total (Scope One) $79,800 SCOPE TWO 2.1 Assessment of Parkwood Drive Site $2,500 2.2 Needs Response/Programming Plan $13,000 2.3 Conceptual Master Plan and Costs $16,000 2.4 Schematic Floor Plans and Refined Costs $10,000 2.5 Presentation Materials $1,500 2.6 Process Document/Report $3,250 2.7 Reimbursable expenses not to exceed $2,500 Total (Scope Two) $48,750 GRAND TOTAL $128,550 September 27, 2006 18