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HomeMy WebLinkAboutC2015-199 - 5/13/2015 - NA p SMALL A/E AGREEMENT For Architect/Engineer Professional Services This AGREEMENT is between the City of Corpus Christi, Texas, a Texas home-rule municipal corporation, "CITY", acting through its duly authorized City Manager or designee ("CITY"), and LMA DESIGN. LLC.acting through its duly authorized representative who is Lloyd Lentz, RLA, ("ARCHITECT"), which agree as follows: 1. DECLARATIONS. "CITY" desires to engage "ARCHITECT" to provide services in connection with City's project, described as follows: Parks and Recreation Master Plan Implementation Handbook ("PROJECT"). 2. SCOPE OF WORK. "ARCHITECT" shall provide services for the "PROJECT" in accordance with the accompanying Letter, Scope of Services, and Fee attached as "Exhibit A". 3. FEE. The 11CITYI" agrees to pay the "ARCHITECT" for services provided in accordance with Exhibit "A11, Scope of Services, and Fee under this AGREEMENT, a total fee not to exceed $42,000.00 (Forty Two Thousand Dollars and Zero Cents. Invoices to be submitted monthly in accordance with Exhibit"C" 4. INDEMNIFICATION AND HOLD HARMLESS. The "ARCHITECT" agrees to indemnify, save harmless and defend the"CITY", and it's agents, servants, and employees as more fully set forth in"Exhibit B". 5. OWNERSHIP OF DOCUMENTS. All documents including contract documents (plans and specifications), record drawings, contractor's field data and submittal data will be the sole property of the City and may not be used again by the NE without the express written consent of the Director of Capital Programs. However, the NE may use standard details that are not specific to this project. CITYA4 F e • • ,iii-'l► a LM, DESIGN, LC. / 4 rd., ,- --eir `i���j/ ,i. 4.I - is J.4 e _f_.• J) -- - 7•.20/ Ron it r ate Lloyd L-ntz, RLA ' Date Cityer Princi c.1 702 N. Thompson Street, Suite 137 Conroe, TX 77301 (713) 517-3318 Office RE • NDE(.}....‘ Gus Go -alez, P.E. Date Assi t-nt Cit M.n. :er Ai II l ., , \ &Ai- 5-- 5- t5"-- II ie H. Gray, � Dat- utiv- D' t• •'P blic • ks ,,, ,._. a. S/y e5 J. ' Edmonds, P.E. rate Director of Capital Programs /1•t•4" 9' 4/2th r Stacie Talbert Ana Date Interim Director of Parks and Recreation 2015-199 5/13/15 arks Master Plan Handbook 2015\Contract\1 Small AE Agreement.docx LMA Design LLC INDEXED APPR VE 3 1' 2T6-b //5-- Office of Management and Budget Date AP OVED AS TO LEG L FORM Z 9 -21-L gal Department Date Fund Name Accounting Unit Account No. Activity No Amount Park Ops O&M 1020-12910-141 530000 $42,000.00 K:\Engineering DataExchange\ClanssaJ\Parks\Parks Master Plan Handbook 2015\Contract\1 Small AE Agreement dock • Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 Introduction This Proposal is provided to the City of Corpus Christi (Client), 1201 Leopard Street, Corpus Christi, Texas 78401 , for the preparation of a Master Plan Implementation Handbook for use the Corpus Christi Parks Department. Project Understanding Purpose: The Master Plan Implementation Handbook will outline a process and standards that Parks Department Staff can follow to implement its non- architectural CIP projects and ongoing park maintenance operations. How to use: Parks staff, from department management to team leaders, will use the Handbook, via on-line and printed documents, to organize projects, set standards and expectations, and train staff. Benefit: Through the creation of standard processes for project development, design standards for new and renovated facilities, and standard maintenance practices, the Handbook will help establish typical costs and budgets for park development and maintenance. This will allow improved budgeting and cost control over time. Implementation of the Handbook's recommendations will also help reduce park maintenance costs, while improving the appearance and usability of Corpus Christi Parks. Scope of Services 1.0 Project Initiation 1 .1 Kickoff Meeting The Kickoff Meeting will be held at City offices and will include senior Parks Department representatives. LMA recommends the creation of a "Project Team" consisting of Parks Department staff and key staff from other departments which will help define issues, suggest standards, and review Handbook recommendations. During the Kickoff Meeting, the Work Plan, Schedule, Deliverables and City support tasks will be reviewed and confirmed. Lines of communications between the LMA Team and the City will be confirmed. Members of the Project Team will be introduced and their role and responsibilities will be outlined. LMA No. 15002.1 Exhibit A Page 1 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 1 .2 Deliverables LMA will provide meeting minutes and copies of the Work Plan and Schedule to all attendees. 1 .3 Meetings LMA will attend one joint meeting with the Project Team and Senior Parks Department staff. 2.0 Understanding Current Practices and Issues 2.1 Interviews LMA will interview the Project Team collectively to better understand current practices, procedures, problems or misunderstandings that may impede implementation of the Master Plan. Each Project Team member will be asked to fill out a questionnaire and provide written comments. LMA will also meet with key representatives from other departments identified by the Parks Department which interface with the Parks Department in order to better understand current management and cost control practices. These meetings will be conducted within one day. 2.2 Review of Current and Previous Projects LMA will meet with select Project Team Members to review current and recent projects from "process" and "product" perspectives. A summary of "successes" and "need further consideration" items will be identified and prioritized. LMA will tour one or two parks within each park category noted in the Parks Master Plan to view specific maintenance and operational concerns. These tours will be conducted over the course of two days. 2.3 Deliverables LMA will provide meeting notes that summarize each meeting, interview and site visit. Key issues and concerns will be summarized along with a list of "successes" for further discussion with the Project Team. LMA No. 15002.1 Exhibit A Page 2 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 2.4 Meetings LMA will attend one joint interview with the Project Team and one interview with each representative from another department. LMA will meet with the Project Team and tour current and prior projects over a two day visit. 3.0 Analysis 3.1 Organize "Process" and "Product" Successes and Issues Based on input from the Project Team, LMA will organize the outline for the Handbook in terms of processes such as budgeting and scheduling, as well as construction ("Product"). 3.2 Prioritization Meet with the Project Team and senior Parks Department staff to identify and prioritize items to be addressed by the Handbook. During the meeting record the priorities and areas of emphasis for the Handbook. 3.3 Deliverables Provide Parks Department staff and each member of the Project Team a copy of the meeting notes and content priorities for the Handbook. 3.4 Meetings LMA will meet once with the Project Team and senior Parks Department staff in a joint meeting to prioritize areas of emphasis for the Handbook. 4.0 The Handbook 4.1 Content As noted above, the Handbook will address management and budgetary processes, as well as non-architectural park amenities, such as playgrounds, parking, trails, lighting, planting and irrigation. It will also provide guidance for turf establishment and natural areas for which there will be no standardized maintenance. LMA No. 1 5002.1 Exhibit A Page 3 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 LMA No. 15002.1 Exhibit A Page 4 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 4.2 Outline LMA will prepare an outline of the Handbook for review and comment by Parks Department staff. The outline will identify chapters and topics within each chapter. The outline will be finalized based on Parks Department staff comments 4.3 Preliminary Draft In the Preliminary Draft, text will be provided and the document will be formatted as requested by the Parks Department. Photos and illustrations will be included. All text and graphics will be printed in black & white. The Preliminary Draft will be provided to the Parks Department Staff and the Project Team for review and comment. LMA will meet with the Project Team to review and discuss. The City will provide a single copy of the Preliminary Draft with the City's "red line" comments and changes for use by LMA. City comments may be made via "Track Changes" in Word, or a typewritten listing. 4.4 Final Draft For the Final Draft, LMA will revise and edit as noted by the City's review comments. All text and graphics will be printed in color. The Final Draft will be provided to the Parks Department Staff and the Project Team for review and comment. LMA will meet with the Project Team to review and discuss. The City will provide LMA a single copy of the Final Draft with the City's "red line" comments and changes. 4.5 Approval and Adoption Upon completion of edits for the Final Draft, LMA will provide senior Parks Department staff with completed Handbooks for approval and adoption. 4.6 Deliverables LMA will provide draft and approval copies of the Handbook as requested by the City as a reimbursable printing expense. A digital copy of the Handbook will be provided to the City in PDF format. LMA No. 15002.1 Exhibit A Page 5 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 4.7 Meetings During the preparation of the Handbook, LMA will attend the following meetings: • Outline - Review the outline with senior Parks Staff • Preliminary Draft - Review the Preliminary Draft with Project Team and staff • Final Draft - Review the Final Draft with Project Team and staff • Approval - Meet with staff for final review • Parks and Recreation Advisory Board - Attend Parks and Recreation Advisory Board meeting two times to provide project updates • City Council - Attend City Council two times, if needed, to provide project updates 5.0 Parks Department Staff Training and Field Demonstrations 5.1 General Training LMA will work with five to seven Parks Department staff to review and discuss the processes and standards identified by the Handbook. This orientations will include: • Goals and objectives from the Master Plan • Corpus Christi's park categories • Levels of park maintenance • Key steps in the park development process • Corpus Christi area soils - why they matter • Design for maintenance efficiency • Design for water conservation • Plant materials for Corpus Christi • Construction Practices for Park Development (non-architectural) • Development, construction and maintenance standards We expect that this orientation process will require five sessions. LMA may have a guest expert present some of the information in the orientations. Each session will be video recorded for future use by the City. 5.2 Field Demonstrations LMA will assist with field demonstrations for the following: • Concrete trail and playground curb construction • Subdrains for playgrounds • Sports field turf establishment - (hydro seeding) LMA No. 15002.1 Exhibit A Page 6 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 • Soil amendments • Planting bed preparation • Planting trees and shrubs • Tree pruning The Parks Department will be responsible for setting up the sites and materials necessary for these demonstrations. All demonstrations will be video recorded for future use. 5.3 Project Review LMA will prepare a "Project Improvement Review" checklist for use by staff throughout the course of a project to evaluate its process, design, materials and maintenance aspects. The checklist will be reviewed and discussed with the selected parks staff and with senior Parks Department leaders. It will then be revised and used for an analysis of two current or recent park projects, with the intent of achieving ongoing and continuous improvements. Schedule The following schedule establishes the general time frame for this effort. Specific dates and milestones will be finalized during the Project Initiation phase. Task Duration 1 .0 Project Initiation Two (2) Weeks 2.0 Understanding Current Practices and Issues Three (3) Weeks 3.0 Analysis Two (2) Weeks 4.0 The Handbook Ten (10) Weeks 5.0 Training and Field Demonstrations (6) Four (4) Weeks Total Schedule Twenty One (21) Weeks Basis of Compensation Task Fee 1 .0 Project Initiation $ 4,000.00 2.0 Understanding Current Practices and Issues $ 6,500.00 3.0 Analysis $ 4,000.00 4.0 The Handbook $ 17,000.00 LMA No. 15002.1 Exhibit A Page 7 of 8 Proposal for Preparation of the Parks Department's LMA Master Plan Implementation Handbook Design Corpus Christi, Texas March 24, 2015 5.0 Training and Field Demonstrations (6) $ 8,000.00 Professional Fees $ 39,500.00 DIRECT PROJECT EXPENSES (Mileage & materials) $ 2,500.00 GRAND TOTAL $ 42,000.00 Reimbursable Expenses All printing and copying will be provided as a reimbursable expense in addition to the Direct Project Expenses. End of Proposal LMA No. 15002.1 Exhibit A Page 8 of 8 Exhibit "B" Mandatory Requirements INDEMNIFICATION Consultant shall fully indemnify, hold harmless, and defend the City of Corpus Christi and its officials, officers, agents, employees, volunteers, directors and representatives ("Indemnitee") from and against any and all claims, damages, liabilities or costs, including reasonable attorney fees and defense costs, caused by or resulting from an act of negligence, intentional tort, intellectual property infringement, or failure to pay a subcontractor or supplier committed by Consultant or its agent, consultant under contract or another entity over which Consultant exercises control while in the exercise of rights or performance of the duties under this agreement. This Indemnification does not apply to any liability resulting from the negligent acts or omissions of the City of Corpus Christi or its employees, to the extent of such negligence. Consultant must, at City's option, defend Indemnitee and with counsel satisfactory to the City Attorney. Consultant must advise City in writing within 24 hours of any claim or demand against City or Consultant known to Consultant related to or arising out of Consultant's activities under this Agreement. NE Professional Services Agreements Standard Form Language Last revised 12/23/2014 Exhibit"B" Page 1 of 1 Sample form for: • COMPLETE PROJECT NAME Payment Request Revised 07/27/00 Project No. XXXX Invoice No. 12345 Invoice Date: Total Amount Previous Total Percent Basic Services: Contract Amd No. 1 Amd No. 2 Contract Invoiced Invoice Invoice Complete Preliminary Phase $1,000 $0 $0 $1,000 $0 $1,000 $1,000 100% Design Phase 2,000 1,000 0 3,000 1,000 500 1,500 50% Bid Phase 500 0 250 750 0 0 0 0% Construction Phase 2,500 0 1,000 3,500 0 0 0 0% Subtotal Basic Services $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30% Additional Services: Permitting $2,000 $0 $0 $2,000 $500 $0 $500 25% Warranty Phase 0 1,120 0 1,120 0 0 0 0% Inspection 0 0 1,627 1,627 0 0 0 0% Platting Survey TBD TBD TBD TBD TBD TBD TBD 0% O & M Manuals TBD TBD TBD TBD TBD TBD TBD 0% SCADA TBD TBD TBD TBD TBD TBD TBD 0% Subtotal Additional Services $2,000 $1,120 $1,627 $4,747 $500 $0 $500 11% Summary of Fees Basic Services Fees $6,000 $1,000 $1,250 $8,250 $750 $1,500 $2,500 30% Additional Services Fees 2,000 1,120 1,627 4,747 500 0 500 11% Total of Fees $8,000 $2,120 $2,877 $12,997 $1,250 $1,500 $3,000 23% • • .0 m = m 00 0 ci SUPPLIER NUMBER TO BE ASSIGNED BY CITY PURCHASING DIVISION CITY OF CORPUS CHRISTI City DISCLOSURE OF INTEREST Christi City of Corpus Christi Ordinance 17112, as amended, requires all persons or firms seeking to do business with the City to provide the following information. Every question must be answered. If the question is not applicable, answer with "NA". See reverse side for Filing Requirements, Certifications and definitions. COMPANY NAME: LMA Design,LLC. P.O.BOX: STREET ADDRESS: 702 N.Thompson St. Suite 137 CITY: Conroe ZIP: 77301 FIRM IS: 1. Corporation _ 2. Partnership 3. Sole Owner ❑ 4. Association 5. Other DISCLOSURE QUESTIONS If additional space is necessary, please use the reverse side of this page or attach separate sheet. 1. State the names of each "employee" of the City of Corpus Christi having an "ownership interest" constituting 3%or more of the ownership in the above named"firm." Name Job Title and City Department(if known) N/A 2. State the names of each "official" of the City of Corpus Christi having an "ownership interest" constituting 3% or more of the ownership in the above named"firm." Name Title N/A 3. State the names of each "board member" of the City of Corpus Christi having an "ownership interest" constituting 3% or more of the ownership in the above named"firm." Name Board, Commission or Committee N/A 4. State the names of each employee or officer of a "consultant" for the City of Corpus Christi who worked on any matter related to the subject of this contract and has an "ownership interest" constituting 3%or more of the ownership in the above named"firm." Name Consultant N/A EXHIBIT "D" Page 1 of 2 FILING REQUIREMENTS If a person who requests official action on a matter knows that the requested action will confer an economic benefit on any City official or employee that is distinguishable from the effect that the action will have on members of the public in general or a substantial segment thereof,you shall disclose that fact in a signed writing to the City official, employee or body that has been requested to act in the matter, unless the interest of the City official or employee in the matter is apparent. The disclosure shall also be made in a signed writing filed with the City Secretary. [Ethics Ordinance Section 2-349(d)] CERTIFICATION I certify that all information provided is true and correct as of the date of this statement, that I have not knowingly withheld disclosure of any information requested; and that supplemental statements will be promptly submitted to the City of Corp s Christi, Texas as changes occur. Certifying Person: - - Title: 12.r I yl c_7221 (Type or P nt) Signature of Certifying Date: Person: / ii/i' 4- 17 - 2-of DEFINITIONS a. "Board member." A member of any board, commission, or committee appointed by the City Council of the City of Corpus Christi, Texas. b. "Economic benefit". An action that is likely to affect an economic interest if it is likely to have an effect on that interest that is distinguishable from its effect on members of the public in general or a substantial segment thereof. c. "Employee." Any person employed by the City of Corpus Christi, Texas either on a full or part- time basis, but not as an independent contractor. d. "Firm." Any entity operated for economic gain, whether professional, industrial or commercial, and whether established to produce or deal with a product or service, including but not limited to, entities operated in the form of sole proprietorship, as self-employed person, partnership, corporation,joint stock company, joint venture, receivership or trust, and entities which for purposes of taxation are treated as non-profit organizations. e. "Official." The Mayor, members of the City Council, City Manager, Deputy City Manager, Assistant City Managers, Department and Division Heads, and Municipal Court Judges of the City of Corpus Christi, Texas. f. "Ownership Interest." Legal or equitable interest, whether actually or constructively held, in a firm, including when such interest is held through an agent, trust, estate, or holding entity. "Constructively held" refers to holdings or control established through voting trusts, proxies, or special terms of venture or partnership agreements." g. "Consultant."Any person or firm, such as engineers and architects, hired by the City of Corpus Christi for the purpose of professional consultation and recommendation. EXHIBIT "D" Page 2 of 2