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HomeMy WebLinkAboutResolution - 2021-R0113 - Contract 15549 with Halff Associates for Parks Master Plan 4.13.2021Resolution No. 2021-R0113 Item No. 7.1.1 April 13, 2021 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Professional Service Agreement Contract No. 15549 for the Park, Recreation and Open Spaces Master Plan as per PUR 15549, by and between the City of Lubbock and Halff Associates, Inc., of Richardson, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on April 13, 2021 DANIEL M. POPE, MAYOR ATTEST: Q.�"' X--� Rebec6a Garza, City Sec t APPROVED AS TO CONTENT: Brooke Witcher, Assistant City Manager APPROVED AS TO FORM: Rya r e, Assista City Attorney ccdocs/RES.PSC 15549- Park, Recreation and Open Spaces Master Plan March 22, 2021 Resolution No. 2021-R0113 PROFESSIONAL SERVICES AGREEMENT STATE OF TEXAS § COUNTY OF LUBBOCK § This Professional Service Agreement ("Agreement") Contract No. 15549 is entered into this 13th day of April , 2021, is by and between the City of Lubbock (the "City"), a Texas home rule municipal corporation, and Halff Associates, Inc. (the" Engineer"), a Texas corporation. WITNESSETH WHEREAS, The City desires to contract with the Engineer to provide professional services for Parks, Recreation and Open Spaces Master Plan (the "Activities"); and WHEREAS, the Engineer has a professional staff experienced and is qualified to provide professional engineering services related to Activities, and will provide the services, as defined below, for the price provided herein, said price stipulated by the City and the Engineer to be a fair and reasonable price; and WHEREAS, the City desires to contract with the Engineer to provide professional services related to the Activities, and Engineer desires to provide the Services related to same. NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Agreement, the City and the Engineer hereby agree as follows: ARTICLE I. TERM The term of this Agreement commences on the Effective Date and continues without interruption for a term of twelve (12) months. If the Engineer determines that additional time is required to complete the Services, the City Engineer, may, but is not obligated to, in his or her discretion, execute an agreement to grant up to an additional six (6) months of time so long as the amount of the consideration does not increase. An amendment to this Agreement resulting in an increase in the amount of the consideration must be approved by the City acting through its governing body. Page 1 of 11 ARTICLE II. SERVICES AND COMPENSATION A. The Engineer shall conduct all activities, and within such timeframes, as set forth on Exhibit "A", attached hereto (the "Services"). B. The Engineer shall receive as consideration to be paid for the performance of the Services, in an amount not to exceed $310,000.00, as set forth in Exhibit "C". ARTICLE III. TERMINATION A. General. The City may terminate this Agreement, for any reason or convenience, upon thirty (30) days written notice to the Engineer. In the event this Agreement is so terminated, the City shall only pay the Engineer for services actually performed by the Engineer up to the date the Engineer is deemed to have received notice of termination, as provided herein. B. Termination and Remedies. In the event the Engineer breaches any term and/or provision of this Agreement, the City shall be entitled to exercise any right or remedy available to it by this Agreement, at law, equity, or otherwise, including without limitation, termination of this Agreement and assertion of an action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative. ARTICLE IV. NON - ARBITRATION The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this Agreement, this provision shall control. ARTICLE V. REPRESENTATIONS AND WARRANTIES A. Existence. The Engineer is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. The Engineer has the corporate power to enter into and perform this Agreement and all other activities contemplated hereby. Page 2of11 C. Authorization. Execution, delivery, and performance of this Agreement and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Engineer. This Agreement constitutes legal, valid, and binding obligations of the Engineer and is enforceable in accordance with the terms thereof. D. Engineer. The Engineer maintains a professional staff and employs, as needed, other qualified specialists experienced in providing the Services, and is familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the Activities contemplated hereby. E. Performance. The Engineer will and shall conduct all activities contemplated by this Agreement in accordance with the standard of care, skill and diligence normally provided by a professional person in performance of similar professional services, and comply with all applicable laws, rules, and regulations, both state and federal, relating to professional services, as contemplated hereby. F. Use of Copyrighted Material. The Engineer warrants that any materials provided by the Engineer for use by City pursuant to this Agreement shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other law, statute, rule, order, regulation, ordinance or contractual obligation relating to the use or reproduction of materials. The Engineer shall be solely responsible for ensuring that any materials provided by the Engineer pursuant to this Agreement satisfy this requirement and the Engineer agrees to indemnify and hold City harmless from all liability or loss caused to City or to which City is exposed on account of the Engineer's failure to perform this duty. ARTICLE VI. SCOPE OF WORK The Engineer shall accomplish the following: Professional Services related to the Scope of Services, as provided in Exhibit "A", attached hereto and made a part hereof. ARTICLE VII. INDEPENDENT CONTRACTOR STATUS The Engineer and the City agree that the Engineer shall perform the duties under this Agreement as an independent contractor and shall be considered as independent contractor under this Agreement and/or in its activities hereunder for all purposes. The Engineer has the sole discretion to determine the manner in which the Services are to be performed. During the performance of the Services under this Agreement, the Engineer and the Engineer's employees and/or sub -consultants, will not be considered, for any purpose, employees or agents of the City within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. Page 3 of 11 ARTICLE VIII. INSURANCE The Engineer shall procure and carry, at its sole cost and expense through the life of this Agreement, except as otherwise provided herein, insurance protection as hereinafter specified, in form and substance satisfactory to the City, carried with an insurance company authorized to transact business in the state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. The Engineer shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved subcontractor or sub -consultant of the Engineer to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A-VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Per Occurrence Single Limit: $1,000,000 General Aggregate Limit: $2,000,000 Professional Liability: Combined Single Limit: $2,000,000 Automobile Liability: Combined Single Limit for any auto: $1,000,000 Per Occurrence Employer's Liability: Per Occurrence Single Limit: $1,000,000 Worker's Compensation Per Occurrence Single Limit: $500,000 The Engineer shall further cause any approved subcontractor or sub -consultant to procure and carry, during the term of this Agreement, the insurance coverage required of Engineer herein, including without limitation, Professional Liability coverage, protecting the City against losses caused by the professional negligence of the approved subcontractor or sub -consultant. The City shall be listed as a primary and noncontributory additional insured with respect to the Automobile Liability and Commercial General Liability and shall be granted a waiver of subrogation under those policies. The Engineer shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 days' notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. The Engineer shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Page 4 of 11 Labor Code. Further, the Engineer shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Engineer maintains said coverage. The Engineer may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City. If at any time during the life of the Agreement or any extension hereof, the Engineer fails to maintain the required insurance in full force and effect, the Engineer shall be in breach hereof and all work under the Agreement shall be discontinued immediately. Notwithstanding anything contained herein to the contrary, the professional liability policy shall be maintained at the Engineer's sole cost and expense. The retroactive date shall be no later than the commencement of the performance of this Agreement and the discovery period (possibly through tail coverage) shall be no less than 10 years after the completion of the Services provided for in this Agreement. The provisions of this Article VIII shall survive the termination or expiration of this Agreement. ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS The Engineer may employ or retain consultants, contractors, or third parties (any of which are referred to herein as "Sub -consultant"), to perform certain duties of Engineer, as set forth on Exhibit "A" attached hereto, under this Agreement, provided that the City approves the retaining of Sub -consultants. The Engineer is at all times responsible to the City to perform the Services as provided in this Agreement and the Engineer is in no event relieved of any obligation under this Agreement upon retainage of any approved Sub -consultant. Any agent and/or Sub -consultant retained and/or employed by the Engineer shall be required by the Engineer to carry, for the protection and benefit of the City and the Engineer and naming said third parties as additional insureds, insurance as described above required to be carried by the Engineer in this Agreement. The Engineer represents that such services are either under applicable value thresholds or are otherwise exempt from notice and/or bid requirements under Texas Law. ARTICLE X. CONFIDENTIALITY The Engineer shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. Page 5of11 ARTICLE XI. INDEMNITY THE ENGINEER SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF LUBBOCK AND ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES, FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF THE ENGINEER, ITS AGENTS, EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS OR OMISSIONS UNDER THIS AGREEMENT AND/OR THE USE OR OCCUPATION OF CITY OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OR TERMINATION OF THIS AGREEMENT. ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS The Engineer shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Agreement, and any amendments thereto. ARTICLE XIII. NOTICE A. General. Whenever notice from the Engineer to the City or the City to the Engineer is required or permitted by this Agreement and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. B. Engineer's Address. The Engineer's address and numbers for the purposes of notice are: Halff Associates, Inc. Aaron Tuley, AICP 14800 St. Mary's Lane, Suite 160 Houston, TX 77079-2943 Telephone: (713) 380-4382 Email: aTuley@Halff.com Page 6 of 11 C. City's Address. The City's address and numbers for the purposes of notice are: Kalee Robinson City of Lubbock P.O. Box 2000 1314 Avenue K Lubbock, Texas 79457 Email: krobinson@mylubbock.us Telephone: (806) 775-2672 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party as provided herein, referring specifically to this Agreement, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. ARTICLE XIV. CITY -PROVIDED DATA AND RESPONSIBILITIES Provision of Data. The City shall furnish the Engineer non -confidential studies, reports and other available data in the possession of the City pertinent to the Engineer's Services, so long as the City is entitled to rely on such studies, reports and other data for the performance of the Engineer's Services under this Agreement (the "Provided Data"). The Engineer shall be entitled to use and rely, so long as such reliance is reasonable, upon all such Provided Data. ARTICLE XV. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Agreement are inserted in this Agreement strictly for the parties' convenience in identifying the provisions to this Agreement and shall not be given any effect in construing this Agreement. B. Audit. The Engineer shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, the Engineer's books and records with respect to this Agreement between the Engineer and the City. C. Records. The Engineer shall maintain records that are necessary to substantiate the services provided by the Engineer. D. Assignability. The Engineer may not assign this Agreement without the prior written approval of the City. E. Successor and Assigns. This Agreement binds and inures to the benefit of the City and the Engineer, and in the case of the City, its respective successors, legal representatives, and assigns, and in the case of the Engineer, its permitted successors and assigns. Page 7 of 11 F. Construction and Venue. THIS AGREEMENT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN LUBBOCK COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE AND EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Agreement is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstance, the remainder of this Agreement and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Agreement shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Agreement, and duly authorized and executed by the Engineer and the City. I. Entire Agreement. This Agreement, including Exhibits "A" through `B" attached hereto, contains the entire agreement between the City and the Engineer, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between the Engineer and the City K. Documents Owned by City. Any and all documents, drawings and specifications prepared by Engineer as part of the Services hereunder, shall become the property of the City when the Engineer has been compensated as set forth in Article II, above. The Engineer shall make copies of any and all work products for its files. L. Notice of Waiver. A waiver by either the City or the Engineer of a breach of this Agreement must be in writing and duly authorized to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving parry's rights with respect to any other or subsequent breach. M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than the City and the Engineer. Page 8 of 11 N. Non -Appropriation. All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then - current fiscal year or when the appropriation made for the then -current year for the services covered by this Agreement is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the Engineer on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the Non -Appropriation Date. O. Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist Organization Prohibited. Pursuant to Section 2252.152 of the Texas Government Code, prohibits the City from entering into a contract with a vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or service with Iran, Sudan or a foreign terrorist organization P. No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a contract that: (1) is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. (b) A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. Q. Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this contract and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor agrees to: (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the governmental body for the duration of the contract; (2) promptly provide to the governmental body any contracting information related to the contract that is in the custody or possession of the entity on request of the governmental body; and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all contracting information related to the contract that is in the custody or possession of the entity; or (B) preserve the contracting information related to the contract as provided by the records retention requirements applicable to the governmental body. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY Page 9 of 11 EXECUTED as of the Effective Date hereof. CITY OF LUBBOCK ATTEST: Rebe ca Garza, City Sec etary APPROVED AS TO CONTENT: Colby VanGundy, Director of Parks and Recreation APPROVED AS TO FORM: Ryan roo , Assistant City Attorney �-4 DANIEL M. POPE, MAYOR Firm Halff Associates, Inc. By. , [Firm Si at e] Page 10 of 11 Texas Government Code Subtitle F, Title 10, Chapter 2271 1, ��� (Person name), the undersigned representative of Firm Name �XLVF I C� (hereafter referred to as company) Pursuant to Section 2271.002, applies only to a contract that: (1) is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. Verify that the company named -above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2271: 1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract the above -named Company, business or individual with the City of Lubbock acting by and through City of Lubbock. Date Authorized Signature Page 11 of 11 EXHIBITS A-C SCOPE OF SERVICES City of Lubbock, Texas Parks, Recreation, and Open Space Master Plan Under contract to the City of Lubbock (the "City"), the Halff Associates, Inc. ("Halff") consultant team will provide planning services to the City to prepare a 10-Year Master Plan for Parks and Recreation. The Master Plan will guide the growth and enhancement of the City's parks, public grounds, open spaces, and recreational assets in a manner that addresses current community needs and anticipated public recreation trends over the next 10 years. PLANNING PROCESS PARAMETERS The scope of services for this proposal is subject to the following parameters: 1. The study area will include the city limits of Lubbock, Texas. Recreational properties or facilities provided by the City for recreational purposes may be considered only where applicable. 2. Because of the graphic nature of the park elements and ideas suggested as part of this Master Plan, draft and final reports will be prepared in GIS and Adobe InDesign format (INDD). Base mapping, graphics and report documents will be provided to the City in GIS, INDD, and PDF format suitable for distribution electronically for posting to the City website. 3. Tasks prepared as part of this planning effort may occur concurrently where appropriate, or in some cases may deviate from the sequence shown in the scope of work. 4. Any development ideas generated for existing parks considered as part of this planning effort are understood to be at a pre -concept development stage and will require further refinement as more detailed site conditions, surveying and design occur. 5. Cost projections prepared as part of this effort, if applicable, are understood to be at a planning (order - of -magnitude) level and are prepared prior to any detailed design for individual projects. Such cost projections will vary as more detailed design occurs and as inflationary influences occur following Master Plan adoption. 6. References to a "Visit' within this Exhibit refers to travel to the City by Halff team members from outside of the City of Lubbock, Texas. The scope of work includes six (06) visits to the City of Lubbock at key intervals during the process. Stakeholder and/or planning meetings proposed for each of those visits will be scheduled on concurrent days and evenings for greater project efficiency. 7. Any additional meetings beyond those shown in the scope of work will be considered an additional service and are not included in this scope of services. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 1 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 SCOPE OF WORK In the following phase and task descriptions, all public engagement activities, meetings and visits, and subsequent deliverables are summarized. Seven (07) overarching phases would be scheduled over a targeted 12-month timeframe. The planning level of effort and scope of work is as follows: PHASE 1 PRE -PLANNING AND PROJECT INITIATION 1.1 PROJECT MANAGEMENT The Halff Project Manager will coordinate internal and sub -consultant team members; maintain the project schedule; and be available for phone or email discussions to address client needs. Halff will provide monthly progress reports via e-mail to the client's Project Administrator. At the outset of the plan process Halff will also schedule bi-weekly coordination calls with the client to discuss schedule, status of deliverables, and outstanding needs. Deliverable(s): Halff shall provide monthly progress reports delivered via e-mail. Total number of meetings: Bi-weekly coordination calls. Items Provided by City of Lubbock: Review of progress reports. 1.2 PROJECT KICK-OFF MEETING Halff will arrange an in -person meeting with appropriate City staff as designated by the City. Key Planning Team members from Halff and participating firms will attend. This meeting will accomplish several pre -planning objectives: A. Orientation. The City of Lubbock and the primary Halff team will become familiar with the project team structure and organization and arrive at a complete understanding of the roles and responsibilities of all project participants. B. Review of Key Issues. Key issues to be addressed during the course of the work will be reviewed with staff and team members. C. Schedule. Review project schedule and establish key milestone dates. D. Information exchange. Discuss documentation needs and receive information as available. Halff will provide a list of required information in advance of this meeting. Deliverable(s): Halff shall prepare a meeting agenda, initial exhibits to aid discussion, a list of needed informational items and data, and meeting notes. Total number of meetings: One (1) kick-off Webex teleconference, followed by an in -person kick- off meeting during Visit 1. Items Provided by City of Lubbock: City shall recommend staff to attend and provide data as required to begin the planning process. 1.3 PARK AND RECREATION FACILITY TOUR As a follow-up to the kick-off meeting, the Halff team, together with staff will participate in a full -day tour of representative parks, recreation, and trail facilities in order to gain a thorough understanding of issues as identified by the City. Deliverable(s): Halff shall apply information and understanding gained in follow-up tasks. Total number of meetings: One (01) full -day tour of the City's parks and facilities. Items Provided by City of Lubbock: The City shall arrange for a vehicle and serve as guide for the duration of the city tour. 1.4 BASE MAPPING AND PLAN BRANDING Halff shall prepare base mapping that is comprehensive and sufficiently detailed for the project. Halff shall prepare the base mapping in a digital form for future use by the City (through incorporation of existing City digital base mapping files). GIS data, digital aerial photographs, and/or PDF illustrations CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 2 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 obtained from the City will be used as the base information for the citywide and neighborhood level maps which shall include study limits/sectors and other pertinent sectors as provided by the City of Lubbock in digital format. All mapping that is distributed in an illustrative format will be in PDF graphic file formats. Halff shall create a plan brand to be used for the master plan document and public presentations based on a color scheme and logo obtained from the City. Deliverable(s): Halff shall prepare base regional and city-wide maps with information readily available. Except as stated herein, Halff is not responsible for digitizing, increasing the accuracy and precision, or otherwise improving data received from the City. Halff shall prepare Master Plan document template with the plan brand. Number of meetings: None. Items Provided by City of Lubbock: The City shall provide digital copies (as available), of most recent City mapping as specified in the data request form in GIS shapefile or geodatabase format. 1.6 ASSEMBLE APPLICABLE COMMUNITY PROFILE INFORMATION Halff will review existing planning documents (PlanLubbock 2040, 2011 Parks Master Plan), compile community context information, and undertake a demographic analysis and future demographic projection utilizing the latest demographic data (U.S. Census American Community Survey 5-Year Estimates, LMPO and LEDA projections). Deliverable(s): Formatted Community profile information in Master Plan Chapter 1, Introduction. Total number of meetings: None. Items Provided by City of Lubbock: The City shall provide Halff with the latest park system inventory information. 1.6 ASSEMBLE FRAMEWORK PARKLAND DEDICATION INFORMATION Halff will conduct a comparative analysis of relevant ordinances on parkland dedication, fee -in -lieu, and development fees to create a policy framework for the development of a parkland dedication ordinance. The cities included in the comparative analysis will comprise of communities of similar size, demographic attributes, and growth characteristics. Deliverable(s): A comparative chart with parkland dedication ordinance comparisons for various cities. Total number of meetings: None. Items Provided by City of Lubbock: The City shall review the chart and provide comments. 1.7 PROVISIONAL GOALS AND OBJECTIVES As a result of the community engagement efforts (Phase 2), Halff will propose an overarching vision and associated provisional goals and objectives for the plan. The goals and objectives will be reviewed by staff. Halff shall assemble a record of accomplishments over the past decade from information provided by the City, and identify previous deficiencies, goals and strategies that remain relevant in this new comprehensive 10-year Master Plan. Deliverable(s): Draft master plan goals and objectives; Total number of meetings: None. Items Provided by City of Lubbock: The City shall review the provisional master plan goals and objectives and provide comments. The City shall provide information on construction and accomplishments by the Parks and Recreation Department in the last 10 years. 1.8 DRAFT CHAPTER 1, INTRODUCTION Halff will compile community profile information, provisional goals and objectives, and accomplishments the existing and updated information into a graphic, easily interpreted chapter for the final master plan document. Deliverable(s): Formatted draft Master Plan Chapter 1, Introduction. Total number of meetings: None. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 3 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 Items Provided by City of Lubbock: The City shall review Draft Chapter 1, introduction, and provide comments. PHASE 2 COMMUNITY ENGAGEMENT Public involvement is a critical ongoing function and will occur within each phase of the planning process. The following content summarizes the types of public involvement venues (referenced in a task format) the Halff team will utilize during this planning program. Note: Due to Covid-19 it is likely that initial public engagement activities will be facilitated in a virtual setting, unless adequate social distancing arrangements can be met and participants feel comfortable with meeting in -person (the latter of which is preferred). 2.1 STAKEHOLDER LISTENING SESSIONS The stakeholder listening sessions will constitute multiple focus group meetings that will be carried out over a multi -day period with a variety of stakeholders and area representatives across the City. These stakeholders shall include, but not limited to: representatives from neighborhoods and communities throughout the City, including youth groups; sports associations and athletic leagues, developers and homebuilders associations, business associations, Texas Tech University, Independent School Districts (ISDs). The stakeholder meetings are anticipated to be held in person for those able to attend, and a virtual connection will also be provided if needed. Deliverable(s): Meeting materials and summary. Total number of meetings: Eight (08) to 10 meetings, 60 to 90 minutes in length. Items Provided by City of Lubbock: Based on Halff's recommendations the City shall assemble the stakeholders, and secure the meeting space. 2.2 MASTER PLAN ADVISORY COMMITTEE The Master Plan Advisory Committee (MPAC) is intended to guide the outcome of this project, provide intermediary reviews of concepts and broad recommendations, and help ensure the plan aligns with the goals of the community. The MPAC should be comprised of 10-15 key stakeholders that have an interest in parks and recreation in Lubbock. A total of five (05) meetings with the Master Plan Advisory Committee will be held during the plan process: • Meeting #1, Introduction (Visit #1): This introductory meeting will focus on confirming the plan vision and provisional goals, and discussing key opportunities and challenges regarding the parks system. Halff will present community profile; inventory of facilities, recreational programming, and events sponsored by the Parks Department. • Meeting #2, Visioning (Visit #2): During this meeting of the MPAC, Halff will engage the group in an exercise to reveal the opportunities and challenges inherent in the City's network of parks and provision of recreation programs. This meeting will also focus on developing the provisional vision statement for the project (Note: the vision statement will be tested and refined leading to its presentation during joint Meeting 3). • Meeting #3, Needs Assessment and Midpoint Review (Visit #3): The third meeting of the MPAC will be a joint workshop with the Technical Advisory Committee, City Council, and Planning and Zoning Commission. Halff will present the findings from public engagement activities and needs assessment and discuss potential recommendations with the group. • Meeting #4, Review of Recommendations (Visit #4): The fourth meeting of the MPAC will be a joint meeting with the Technical Advisory Committee, City Council and Planning and Zoning Commission; during which time Halff will present the draft plan strategies and recommendations and seek feedback. • Meeting #5, Plan Implementation (Visit #5) MPAC will undertake a strategy prioritization exercise. Deliverable(s): Meeting materials and summary. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 4 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 Total number of meetings: Five (05) meetings of the MPAC. Items Provided by City of Lubbock: The City shall assemble the MPAC, invite members, and secure the meeting space. 2.3 TECHNICAL ADVISORY COMMITTEE An interdepartmental staff group composed of Parks and Recreation Department staff as well as key personnel from other departments that may impact or be impacted by the Master Plan will be established. The group will meet a total of three (03) times throughout the planning process to discuss needs and opportunities and to review the draft strategies. • Meeting #1, Introduction (Visit #1): At the introduction meeting, the focus will be on discussing existing conditions and future departmental efforts which may impact the parks and recreation system as well as departmental needs. • Meeting #2, Needs Assessment and Midpoint Review (Visit #3): At the midpoint meeting, in a joint workshop setting with the Master Plan Advisory Committee, and City Council, Planning and Zoning Commission, Halff will present the findings from the public engagement and needs assessment results. • Meeting #3, Review of Recommendations (Visit #4): At the final meeting Halff will present the draft plan strategies and recommendations and seek feedback. Deliverable(s): Meeting materials and summary. Total number of meetings: Three (03) in -person meetings of the Technical Advisory Committee. Items Provided by City of Lubbock: The City shall set up the meeting, invite attendees, and secure the meeting space. 2.4 ELECTED AND APPOINTED OFFICIALS BRIEFINGS Halff will conduct three (03) joint meetings with the Parks and Recreation Board, Planning and Zoning Commission, and City Council as part of the planning process to get their feedback and ensure they remain up to date on the Master Plan's development. • Meeting #1, Visioning (Visit #1): At the initial briefing, the focus will be on confirming the plan vision and goals and discussing how preferences may have changed since the master plan efforts began. • Meeting #2, Needs Assessment and Midpoint Review (Visit #3): At the midpoint briefing, Halff will present the public engagement and needs assessment findings to a joint meeting of the Parks and Recreation Board, Planning and Zoning Commission, and City Council. • Meeting #3, Review of Recommendations (Visit #4): A final joint meeting of the MPAC, Parks and Recreation Board, Planning and Zoning Commission, and City Council will be convened; during which time Halff will present the draft plan strategies and recommendations and seek feedback. Deliverable(s): Meeting materials and summary. Total number of meetings: Three (03) joint briefings to the MPAC, Parks and Recreation Board, Planning and Zoning Commission, and City Council. Items Provided by City of Lubbock: The City shall coordinate the agenda with the MPAC / Parks and Recreation Board, and City Council. 2.5 PUBLIC OPEN HOUSES Halff will coordinate two public open houses during the plan process; the first public open house will be virtual and will be convened at the beginning of the process to confirm the community vision for the Master Plan. The second public open house will be in -person and will be convened at the end of the process to present the draft plan strategies and recommendations to elicit public feedback. The second public open house will be held in up to three (3) locations to reach audiences within different sectors of the City. In addition to the in -person meetings, all public open house CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 5 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 materials will be posted on the project website (Task 2.7) so residents can participate remotely Deliverable(s): Halff shall prepare advertisements, presentations, exhibits, and graphic boards for meetings. Halff will also compile and summarize the input from each meeting. Total number of meetings: One (01) virtual open house; and three (03) in -person open house meetings (Phase 5). Items Provided by City of Lubbock: The City shall establish locations and times for meetings; issue invitations and publicize meetings; and attend meetings as desired or appropriate. 2.6 ONLINE COMMUNITY NEEDS SURVEY Halff will prepare an online Community Needs Survey to determine the parks and recreation needs of the community. Halff will create the online survey utilizing SurveyMonkey so it can be disseminated through the City of Lubbock social media accounts, websites, and other avenues. Halff will create unique QR codes and weblinks associated with identified outreach groups to ensure participation of residents throughout the community. Halff will work with the City to identify methods to disseminate the survey and tap into the needs of all park users. Once the survey is closed, Halff will develop a final report that includes an executive summary of the survey methodology, description of major findings, charts and graphs for each question, and tabular data. Spanish Translation. Halff can also translate the survey into Spanish if desired to ensure greater accessibility for Lubbock residents. Deliverable(s): Community survey development and administration in English and Spanish and summary of results. Total number of meetings: Teleconference to review and approve of the draft questions. Items Provided by City of Lubbock: The City shall review the draft questions and advertise the survey utilizing various social media sources at their disposal. 2.7 PROJECT WEBSITE Halff will establish the graphic character and provide content (including news blasts, draft documents) to keep the already established Master Plan project website up to date. The website will continue to be maintained by the City of Lubbock's Public Information Office. Deliverable(s): Content for project website. Total number of meetings: None. Items Provided by City of Lubbock: The City shall review and post the content provided by Halff on the project website. PHASE 3 LUBBOCK PARKS TODAY: EXISTING CONDITIONS Halff shall conduct the following activities to document and inventory existing City park and recreation system conditions. The information derived from Phase 3 will inform the subsequent development of the Master Plan's vision and will further confirm the provisional goals, corresponding Parks Department mission, and system -wide needs assessment (Phase 4). 3.1 FACILITY INVENTORY Halff shall work with City staff to assemble a comprehensive inventory of existing parks, facilities, equipment and furnishings, and classify parks and other facilities using nationally recognized categories (NRPA, other). Deliverable(s): A table of all parks and facilities in the parks system. Total number of meetings: None. Items Provided by City of Lubbock: Current inventory of park facilities and equipment, with information on when facilities / equipment was installed. Confirm accuracy of table and provide corrections, as needed. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 6 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 3.2 RECREATIONAL PROGRAMS AND COMMUNITY EVENTS Halff shall review existing recreation programs, events, and services provided by City Parks Department staff and/or other agencies/entities. The City shall provide a comprehensive list of recreation programs, services, and events offered by the Parks Department, including participation data from the previous five years. Deliverable(s): Review of existing recreation programs, events, and services to be included in Chapter 2, Lubbock Parks Today. Total number of meetings: None. Items Provided by City of Lubbock: A comprehensive list of recreation programs, services, and events offered by the Parks Department, including participation data from the previous five years. 3.4 DRAFT CHAPTER 2, LUBBOCK PARKS TODAY The Halff team will combine all of the assessment findings into a fully -formatted Chapter 2, Lubbock Parks Today. Deliverable(s): Draft Chapter 2, Lubbock Parks Today: Existing Conditions. Total number of meetings: Webex teleconference with City staff to present Chapter 2 findings and observations which will likely inform Chapter 3 assessments. Items Provided by City of Lubbock: Written comments regarding review of Chapter 2. PHASE 4 NEEDS ASSESSMENT 4.1 DEMAND -BASED ASSESSMENT Halff shall summarize results from public engagement activities described in Phase 2 utilizing infographics and charts to report results and analyze findings. As part of the Demand -based Assessment, and informed by the results from previous studies (as available), stakeholder listening sessions, the visioning virtual public open house, and community needs survey, Halff will analyze the following: A. Sports and Athletic Field Assessment. Halff will evaluate the supply and adequacy of athletic fields to meet the current and future (practice, game, and tournament) needs (demand) of area sports and athletic clubs and associations. B. Aquatics Assessment. Halff will evaluate the supply and adequacy of aquatics facilities, compare with benchmark communities, and determine whether they meet current and future needs. The operating schedules and geographic locations of the facilities will also be evaluated to determine adequacy in meeting the needs of the community. C. Indoor Recreation Facilities Assessment. Assess current supply of indoor recreation and senior facilities and whether the quantity, operating schedules, user fees, general condition, size, and geographic locations of the facilities is adequate to meet the needs of the community: • Develop a visual presentation of recreation/aquatic components that are industry standard in this region of the country for use in communicating clearly with public and staff. • Compare existing facilities to derive needs to determine demand needs. • Benchmark comparison to comparable cities and to cities that will be considered comparable in five years. This includes number and type of facilities, staffing levels, capital funding methods, market practice, etc. Deliverable(s): (A) Sports and Athletic Field, (B) Aquatics, and (C) Indoor Recreation Demand Assessment - provided for review as an unformatted section of Chapter 3, Needs Assessment. Total number of meetings: None. Items Provided by City of Lubbock: Review of Demand -based Assessment section. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 7 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 4.2 STANDARDS -BASED ASSESSMENT Halff will examine the city-wide need for park facilities. Develop target levels of service (TLOS) tailored to Lubbock that match citizen expectations and compare to current target levels of service and potential needs as the City grows. Halff will utilize NRPA Park Metrics data as benchmarks in creating target levels of service for parks, trails, and recreational facilities. Halff will also prepare a series of park and facilities service area maps utilizing the Trust for Public Land ParkServe® and other information for each park classification to depict the typical service area. This will aid in identifying areas that are not well -served by existing parks. A. Sports and Athletic Field Assessment. Halff will consider and apply nationally accepted standards (NRPA, other) for sports and athletic fields and facilities to the fields and facilities in the City of Lubbock parks system. B. Aquatics Needs Assessment. Halff will consider and apply nationally accepted standards (NRPA, other) to evaluate aquatic facilities in the City of Lubbock parks system. C. Indoor Recreation Facilities Assessment. Halff will consider and apply nationally accepted standards (NRPA, other) to evaluate indoor recreation and senior facilities in the City of Lubbock parks system. Deliverable(s): Parks, Sports and Athletic Fields, Aquatics, and Indoor Recreational Facilities level of service (LOS) tables; service area maps by park classification type; graphic and written evaluation of gaps in service area — provided for review as an unformatted section of Chapter 3, Needs Assessment. Total number of meetings: None. Items Provided by City of Lubbock: Review of updated LOS information. 4.3 RESOURCE -BASED ASSESSMENT Halff shall identify and describe natural resources, built features, and publicly -owned lands which may be utilized for future development such as trail corridors, lands for future parks, and connections to trails. Provide an overview of the Canyon Lakes Resource Area and summarize recreational opportunities. Describe potential enhancements to playa features in existing parks. Describe playa treatments in other communities. Deliverable(s): Written summary and maps identifying and describing the natural and built resources — provided for review as an unformatted section of Chapter 3, Needs Assessment. Total number of meetings: None. Items Provided by City of Lubbock: Review of resources map. 4.4 PARK CONDITIONS ASSESSMENT The Halff team will work with Texas Tech University Department of Landscape Architecture faculty and students to conduct condition audits for all parks and facilities in the City. Composite conditions scores will be applied to each park to determine where facility replacement, rehabilitation, or reconstruction is most warranted. The park system elements to be reviewed and evaluated shall include sport courts, sports and athletic fields, indoor recreational facilities, pathways/trails, park accessibility, additional site facilities, site amenities, structured play equipment, parking facilities, fencing, irrigation, site lighting and signage, plantings and trees, building shelters and pavilions, and turf. Deliverable(s): Written summary, graphics (maps and pictures) and composite score table of the park and facility audits — provided for review as an unformatted section of Chapter 3, Needs Assessment. Total number of meetings: Webex teleconference with City staff to present draft Chapter 3 findings and assessments. Items Provided by City of Lubbock: The City shall review the draft Chapter 3, Needs Assessment and provide written comments. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 8 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 4.6 OPERATIONS -BASED ASSESSMENT Halff shall assess the budgetary, operating, and maintenance requirements of the Parks Department by examining expenditure and revenue metrics from the previous five years. Halff shall review of the operating expenditure, revenue, and staffing information for comparison communities and in NRPA Park Metrics to identify the typical range of variation for these metrics to contextualize the Department's performance. Deliverable(s): Written summary and associated tables detailing operating expenditures, revenues, and staffing metrics — provided for review as an unformatted section of Chapter 3, Needs Assessment. Total number of meetings: None. Items Provided by City of Lubbock: The City shall provide updated annual budget (operating expenditure, revenue, staffing, enterprise funds) for the Parks and Recreation Department for past five years. 4.6 DRAFT CHAPTER 3, NEEDS ASSESSMENT The Halff team will combine all of the assessment findings into a fully -formatted Chapter 3, Needs Assessment. Deliverable(s): Fully formatted chapter, including all modes of assessment outlined in this Exhibit A, Scope of Services, with graphics, pictures, and maps. Total number of meetings: 1) Webex teleconference with City staff to present fully formatted final draft of Chapter 3, Needs Assessment. 2) At the midpoint briefing, Halff will present the public engagement and needs assessment findings to a joint meeting of the MPAC, Planning and Zoning Commission, City Council, Technical Advisory Committee, and Parks and Recreation Board. Items Provided by City of Lubbock: Review chapter and provide comments from midpoint briefing. PHASE 5 LUBBOCK PARKS TOMORROW: STRATEGIES AND RECOMMENDATIONS Using text, tables, maps, photography/imagery, Halff will develop recommendations for key aspects of the City's parks, recreation and open space features (both on a citywide as well as a sector basis). Halff will work with Parks Department staff, City Management, the Master Plan Advisory Committee, and Lubbock residents to develop action -based implementable strategies and recommendations. 5.1 STRATEGIES AND RECOMMENDATIONS A. Confirm Goals and Policy Direction Halff will combine needs assessment and community input guidance to refine key policy and vision direction to guide recommendations. B. Existing Parks Recommendations Halff will recommend updates and improvements where appropriate to existing parks and incorporate already programmed or funded improvements. C. Recommendations for Additional Parks Halff will recommend partnerships and strategies to fill gaps in service where significant needs for additional parks exist. D. Major Parks Recommendation Halff will incorporate findings of other parallel park/trail concept development processes; recommend updates and improvements to major parks as determined to be necessary. E. Special Cultural Facilities Recommendations Halff will recommend special park facilities using City or other area assets (in partnership with other area organizations or entities). CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 9 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 F. Connectivity to Parks/Trails Halff will include ideas or locations for possible trails, incorporating previously planned trails corridors, bicycle improvements, and other ongoing strategies. G. Programs Halff will recommend potential program opportunities or additions to existing programs offered by the City. Consider facilities needed to support those programs (such as community centers). H. Sports and Athletic Fields / Facilities, Aquatics, and Indoor Recreation Halff will provide recommendations that target sports and athletic facilities (both large event and tournament facilities, as well as local, smaller scale / community -driven), aquatics, and indoor recreation facilities needs throughout the City. Based on the current and anticipated immediate growth in the City of Lubbock, Halff will consider and provide recommendations to address the specific needs and goals identified during this phase of the Master Plan. These recommendations and strategies will generally be categorized as follows: • Programming needs for future facilities (site requirements, size, cost, and staffing implications); • Preferred locations for future facilities; and, • Criteria for ranking improvements (may include cost effectiveness, programming needs, location preferences, etc.). 1. Staffing Recommendations Halff will determine preferred staffing and funding allocations to adequately maintain current park facilities and others that may be recommended by the plan. J. CAPRA Accreditation Summarize the benefits of accreditation and provide an overview of the 154 standards for national accreditation, the annual and five-year reporting process, and maintenance requirements. K. Parkland Dedication Ordinance Halff will provide a comparative chart / matrix of acreage requirements, developer fees, exactions, location criteria, and other information from other communities with Parkland Dedication Ordinance to provide recommendations on drafting a Parkland Dedication Ordinance for Lubbock. L. Partnerships Recommend partnerships that may be appropriate for specific facility types (for example, opportunities to partner with school City's to improved grant applications). as which warrant enhancements. M. Playa Classification and Treatment Options Provide an overview of playa classification, degree of water level fluctuation, and potential edge treatment options, and order -of -magnitude costs for remedial treatments. Deliverable(s): Prepare largely unformatted chapter with strategies and recommendations listed under action -oriented objectives which are meant to fulfill the principal goals. Total number of meetings: Webex teleconference with City staff to present draft Chapter 4 strategies and recommendations. Items Provided by City of Lubbock: Review chapter and provide written comments from joint meeting. 5.2 DRAFT CHAPTER 4 LUBBOCK PARKS TOMORROW Halff will address City staff comments from the Webex teleconference and compile the strategies and recommendations under the associated goals and objectives to produce a fully formatted Chapter 4, Lubbock Parks Tomorrow: Strategies and Recommendations. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 10 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 Deliverable(s): Fully formatted chapter. Total number of meetings: A final joint meeting of the Technical Advisory Committee; the MPAC; City Council, Planning and Zoning Commission, and Parks and Recreation Board will be convened; during which time Halff will present the draft plan strategies and recommendations and seek feedback Items Provided by City of Lubbock: Review chapter and provide written comments from joint meeting. 6.3 MASTER PLAN FOR THE CANYON LAKES SYSTEM The Canyon Lakes area in northeast Lubbock consists of a series of linear lakes surrounded by aging industrial sites. 55 percent of Lubbock's park acreage is within this unique landscape, which includes prominent recreational areas such as the Buddy Holly Recreation Area, the Dunbar Historical Lake Park, and Mackenzie Park. To summarize what was stated in the PlanLubbock 2040 Comprehensive Plan, the Canyon Lakes represent one of the most interesting and beautiful areas in Lubbock, and possesses one of the City's best opportunities for recreation and tourism. From aquatic activities such as fishing, canoeing, kayaking, and paddle boarding, to mountain biking and trail running, a variety of outdoor adventure sports could be programmed in this area; which, in turn, could stimulate significant reinvestment and redevelopment of adjacent properties. The development of Lubbock's Parks, Recreation, and Open Space Master Plan represents a significant opportunity to consider how the Canyon Lakes System could be programmed as a significant natural resource within the City of Lubbock and region. A stand-alone, visionary master plan for this system is warranted to galvanize public opinion regarding a vision for this landscape and the amenities therein. The Master Plan could also provide the foundation for a new floodway study, which is also needed. The resulting document could then be submitted to the Texas Parks and Wildlife Department (TPWD) for implementation funding. A. Project Management and Meetings • Communications and Reporting In conjunction with the Parks, Recreation, and Open Space Master Plan, Halff will provide bi-monthly updates and progress reports to City staff on current progress, outstanding issues and/or items of future concern. The reporting will be in 8.5 inch x 11 inch format and submitted electronically to the City for their use and distribution. • Project Kick-off l Programming Meeting In conjunction with Parks Master Plan Task 1.2, Project Kick-off Meeting, Halff will attend one (01) combined coordination/project kick-off meeting with City staff and other necessary entities to confirm the projects goals and objectives and to refine current and anticipated programming objectives. • Agency Coordination Meetings Halff will coordinate and facilitate coordination tasks with the City, Lubbock County and other entities, as appropriate. Tasks will include master plan review meetings and general question and answer. The number of meetings will total up to four (04). Due to COVID-19 restrictions these meetings may be held virtually. • Public Meetings Halff, in coordination with the City, will conduct two (02) public involvement meetings (combined with Parks Master Plan public meetings). All Public Meetings locations, attendees and time will be facilitated by the City. Due to COVID-19 restrictions these meetings may be held virtually. • Parks and Recreation Board Meetings Halff, in coordination with the City, will coordinate and facilitate two (02) meeting with the City's Parks and Recreation Board to discuss tasks, concepts, preliminary and final design review meetings, and general question and answer. Due to COVID-19 restrictions these meetings may be held virtually. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 11 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 Master Plan Review Meetings Halff will conduct master plan review meetings with the City and other necessary entities to discuss all comments related to the project at each submittal milestone. All master plan review meetings will be held at the City's offices. The meetings and submittal milestones shall be as follows: - Preliminary Master Plan Meeting — One (01) meeting - Final Master Plan Meeting — One (01) meeting B. Data Collection and Base Map Preparation Site Investigation Halff will initiate and coordinate one (01) site investigation study/information gathering meeting related to the topography of the site, soils composition and analysis, utilities, vegetation areas, and plan impacts. The impacts and opportunities that results from these studies will be documented for use in the final development plan preparation process. Data Collection Halff will gather and review available project data relevant to the project study area as necessary for completion of the project. Relevant project data shall include, at a minimum, the following: • Google Earth and/or Near Map aerial photography and mapping • Aerial topography and other information • Texas statewide environmental/historic/cultural resource data • FEMA Flood Insurance Rate Maps • City of Lubbock water/wastewater utilities and other information Project Base Map Halff will prepare a project base map for the project study area utilizing Halffs gathered relevant project data. The project base map shall be suitable for use in both 22 inch x 34 inch (full-size) and 11 inch x 17 inch (one-half size) format with black and white line work (and with full -color aerial photo background which can be turned on or off as requested by City). The base map shall include, at minimum, the following data for all areas within the project study area: • Existing photometric (LIDAR) topographic contours (2-foot contour interval) • Flood limits (locations of FEMA 100-year floodplain and floodway) • Utilities (underground/at-grade/overhead, location, type, size, owner name and contact information) • Property ownership (current owner name and contact information, LCAD parcel number, parcel size, assessed values of land and improvements) • Aerial photography (latest available color Google or other) C. Concept Development • Preliminary Concept Master Plan Based upon the data collection and base map preparation, site investigation/information gathering, preliminary programming meeting Halff will develop up to three (03) concept plan alternatives for the Project Master Plan review meeting (refer above) will be held to engage the City for any feedback and comments. The City will coordinate meeting location and attendees. Final Concept Development Based on comments received during the Preliminary Master Plan Concept Development meeting, Halff will prepare one (01) refined Final Master Plan Concept showing plan layouts that help communicate the design intent and vision of the project. One (01) Master CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 12 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 Plan review meeting (refer above) meeting will be held with the City to present the Final Master Plan Concept. The City will coordinate meeting location and attendees. Color Rendering Halff shall prepare one (01) 22 inch x 34 inch plan -view rendering of the Final Master Plan Concept that illustrates the intent and vision of the project. • Estimate of Probable Cost: Based on the Preliminary and Final Concept Development, an estimate of probable cost will be prepared and distributed with the proposed concepts. The estimate shall be in 8.5 inch x 11 inch format listing bid listing concept -specific items, quantities and estimated bid costs. Deliverable(s): The Canyon Lakes Master Plan shall include up to three (3) concept plan alternatives; one (01) full size 22 inch x 34 inch color rendered layout of proposed improvements. Supporting documentation will include a one- to two -page narrative description, implementation phasing considerations, planning -level cost estimate and example imagery. A digital PDF file shall also be available to the City for reproduction purposes and posting online. Total number of meetings: One (1) project kick-off meeting (combined with Parks Master Plan kick-off meeting); up to four (4) agency coordination meetings, two (2) public involvement meetings (combined with Parks Master Plan public meetings); two (2) Parks and Recreation Board meetings; and two (2) Master Plan review meetings. Items Provided by City of Lubbock: Data as per a Request for Information (RFI); meetings coordination; review comments on concept plan alternatives. PHASE 6 IMPLEMENTATION 6.1 PRIORITIZATION During the final MPAC meeting (Visit #5) undertake a prioritization exercise whereby the top 10- 15 strategies are prioritized for immediate implementation. Deliverable(s): Prioritized list of strategies, and Implementation Action Plan, to be included in largely unformatted draft Chapter 5, Implementation. Total number of meetings: Webex teleconference with City staff to present draft Chapter 5 implementation program. Items Provided by City of Lubbock: Coordinate final meeting of the MPAC. 6.2 IMPLEMENTATION ACTION PLAN Incorporate community input to prepare recommendations, including action leaders and order of magnitude costs, as needed. Identify specific follow-on actions likely required to achieve implement strategies and recommendations, including potential partners and further coordination, capital requirements, warrant for new policies and programs, potential amendments to regulations and standards, and/or the need for more targeted design/ planning. Deliverable(s): Implementation Action Plan to be provided in a largely unformatted draft Chapter 5, Implementation Total number of meetings: MPAC (Meeting #5) Items Provided by City of Lubbock: Review draft Chapter 5, Implementation 6.3 DRAFT CHAPTER 5, IMPLEMENTATION Deliverable(s): Fully formatted draft Chapter 5, Implementation. Total number of meetings: Webex teleconference with City staff to present final draft Chapter 5 implementation, and discuss adoption proceedings. Items Provided by City of Lubbock: Review chapter and provide written comments CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 13 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 PHASE 7 ADOPTION 7.1 DRAFT MASTER PLAN PREPARATION A. Executive Summary Prepare a 10-15 page Executive Summary of the Master Plan. The Executive Summary will be a graphically rich, stand-alone document which summarizes the findings and prioritized strategies of the Master Plan. B. Compile Master Plan. Compile the final draft Parks, Recreation, and Open Space Master Plan including the five chapters and all of the likely appendices, which will include: A. Summary of Public Engagement Activities; B. Community Survey and Results; and C. Funding for Implementation. Deliverable(s): final draft Parks, Recreation, and Open Space Master Plan and Executive Summary. Total number of meetings: Webex teleconference with City staff to present fully formatted and compiled draft Parks, Recreation, and Open Space Master Plan. Items Provided by City of Lubbock: Review final draft Parks, Recreation, and Open Space Master Plan and Executive Summary, and submit written comments and proposed revisions to Halff. 7.2 FINAL PLAN ADOPTION Combine previously reviewed sections to create a graphically strong and compelling document that can serve to guide and inspire park investments over the next 10 years. A. Final Master Plan Report Full -color digital copy of the Final Master Plan Report including all embedded graphics, illustrations, maps, and photographs. Document will be submitted in a format suitable for on- line use. Provide additional digital original in a format that is printer friendly for formal printing. B. Submittal to Texas Parks and Wildlife Department Once the Master Plan is officially adopted, deliver to TPWD for review and approval (to help with future grant pursuits). Deliverable(s): Final Parks, Recreation, and Open Space Master Plan report; digital files of all project files, including slide presentations, maps, full report and report chapters, in native file format and PDF format. Total number of meetings: Adoption Public Presentation (Visit #6). Subsequent to a recommendation of the MPAC, the completed Master Plan will be presented to the City Council in a public hearing setting. Items Provided by City of Lubbock: Schedule Public Hearing on City Council Agenda. End of Exhibit A — Scope of Services CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 14 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 ANTICIPATED SEQUENCE OF VISITS AND MEETINGS Visit 0: Project Kick -Off (Phase 1) — one day (one staff) - Presentation to City Council - Project Kick-off Meeting - Internal team meetings Visit 1: Project Kick -Off (Phase 1) — four days (three staff) - Master Plan Advisory Committee (MPAC) Meeting #1 - Technical Advisory Committee Meeting #1 - Stakeholder Listening Sessions - One full -day park, recreation, and trail facility tour with City staff - Joint Workshop with Technical Advisory Committee, Planning and Zoning Commission, and City Council - Photo -documentation Visit 2: Community Visioning (Phase 2) - three -days (two staff - Meet with City Staff - MPAC Meeting #2 - Coordinate with Texas Tech University Faculty and Students - Parks and Recreation Board Briefing #1 - Photo -documentation Virtual Public Open House Meeting #1, in conjunction with the Online Community Needs Survey Visit 3: Needs Assessment and Midpoint Review (Phase 4) — two -days (two staff - Meet with City Staff - Canyon Lakes Master Plan review meeting (1 of 2) - MPAC Meeting #3, in conjunction with a midpoint briefing (Meeting #2) of the Planning and Zoning Commission, City Council, and Technical Advisory Committee Visit 4: Review of Recommendations (Phase 5) - four -days (two staff - Meet with City Staff - Canyon Lakes Master Plan review meeting (2 of 2) - In -Person Public Open Houses (3 meetings) - Master Plan Advisory Committee Meeting #4, in a joint meeting (Meeting #3) of the Planning and Zoning Commission, City Council and Technical Advisory Committee Visit 5: Plan Implementation (Phase 6) — two days (one staff - Meet with City Staff - Master Plan Advisory Committee Meeting #5 to undertake strategy prioritization exercise Visit 6: Adoption Public Hearing (Phase 7) - two days (one staff - Meet with City Staff - Presentation to City Council CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 15 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 ADDITIONAL SERVICES Halff also offers several potential additional services which may be considered for the parks master plan process. During the course or at the conclusion of the project, the City may deem it necessary to request further research or otherwise engage Halff in additional work efforts or subsequent phases not anticipated at project initiation or as set out in the Scope of Services. Any such additional services shall be specifically authorized by the City Council, as appropriate, and documented through a written amendment to existing Scope of Services or set out as follow up additional phase services. A1.0 VIRTUAL PUBLIC ENGAGEMENT ROOM AND ONLINE INTERACTIVE MAPPING In light of the COVID-19 pandemic, there may be state or local restrictions preventing large in -person meetings. If during this process an in -person public meeting cannot occur, we have the capabilities to create an online virtual room that mimics the activities that typically occur during an open house meeting, including introductory presentations, visual preference, brief surveys, and mapping input. We can work with you to tailor a solution unique to Lubbock to gain public input in a fully virtual manner. An advantage of a Virtual Public Engagement Room is that it can remain up and running for several days, thus providing greater flexibility from a standard virtual public open house meeting. Halff has the capabilities to develop an online mapping tool to seek additional public input. The ArcGIS-based platform allows users to add points and lines with associated comments to an interactive map to indicate where needed improvements or additional facilities are needed. The output is location -specific feedback in GIS format that Halff uses to further analyze or confirm potential park, recreation, and trail opportunities. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 16 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 EXHIBIT B SUPPORT SERVICES BY THE CITY City of Lubbock, Texas Parks, Recreation, and Open Space Master Plan The City of Lubbock (hereafter "City") will provide administrative and technical support services to assist Halff Associates (hereafter "Halff") in performing the Scope of Services described in Exhibit A. The support services to be provided by the City will include the following types of services and tasks: • Identify a single individual as the City's Project Director, who will serve as a primary point of contact and source of day-to-day work program direction for this collaborative planning effort involving both City and Halff personnel, resources and capabilities. • Provide all available data, maps, aerial imagery, previous reports/plans/studies, ordinances and resolutions, and other information that is available and applicable to Halff in digital or printed format and is pertinent and necessary for development of interim and final deliverables. • Assist Halff in establishing contacts with agencies and organizations for data collection and coordination purposes. • Ensure that key City personnel and constituents, will participate as needed in the planning process and be available upon request, through arrangements made by the City's Project Director, to provide information and referrals and offer opinions, insights and suggestions that are necessary for completion of the project. • Upon project initiation the City's Project Director will coordinate with Halff to transfer spatial data and mapping that the City can make available for the project, including data sets and GIS coverages (and AutoCAD layers, as useful and appropriate) already developed/maintained by the City and others for its entire planning area or readily available to the City from other sources. The City will be responsible for ensuring that GIS data obtained for this project is compatible, including projections and other formatting elements. • Reproduce and forward each draft project deliverable submitted by Halff (via email) to City staff members, and other project participants as appropriate. • Conduct public information activities in conjunction with major public meetings/events and other project milestones, including City releases and any other public information materials, promotion and advertising for all public events and citizen surveys, and posting of meeting notices and project information and updates on the City's website and other social media platforms. • Use the City's websites and social media sites (e.g., Facebook) to disseminate information and inform, update and educate the public about the ongoing project. As necessary, Halff will provide already -completed interim documents or GIS maps in an Adobe PDF format, which can be easily posted on the City's website. • Arrange and provide use of public meeting facilities for scheduled public involvement events and meetings identified in Exhibit A, Scope of Services, including adequate setup for presentations (LCD projector, sound system, screen or white wall, reduced lighting, extension cords and multi - plug power strips, easels, flip pads and markers, etc.). The City's support services will include providing public and news media notification of public meetings, preparing sign -in sheets, producing/mailing/distributing notices, and reproducing agendas and other handout materials. Halff will be responsible for presentations and preparation of necessary graphic aids for all meetings. The City will also be responsible for inviting members of the City Council, Planning and Zoning Commission, and representatives of other key commissions and agencies, and community organizations, to attend public meetings related to the planning process. • Commit the necessary resources to prepare adequately for the promotion of citizen participation in, and media coverage of, key community involvement events. The City might consider inviting other community organizations to co-sponsor or "co -host" such key events and provide further logistical support. CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 17 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 • Review all Halff deliverables in a timely manner (within seven to 10 business days) and provide written comments. • Consider and act on all deliverables and other interim work items submitted by Halff that require City review, comments or approval within a reasonable period to enable the Halff to complete the work on schedule. Specific timeframes for such response will be incorporated into the detailed project schedule cited in Exhibit A, Scope of Services. • Provide Halff written summaries, and copies of any handouts/materials, from all project -related meetings not attended by the Halff. • Provide such public notice of meetings and hearings as is required by law or deemed desirable by the City. End of Exhibit B — Support Services by the City CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 18 OF 19 EXHIBITS A - C: SCOPE OF SERVICES MARCH 12, 2021 ... HALFF EXHIBIT C BASIS OF COMPENSATION City of Lubbock, Texas Parks, Recreation, and Open Space Master Plan BASIC SERVICES — FEE SUMMARY. 14800 St. Mary's Lane, Suite 160 Houston, TX 77079 Phone (713) 588-2450 Planning services as described in Exhibit A will be provided by Halff Associates, Inc. on a lump sum basis, with an authorized lump sum contract fee of $310,000 for the Parks, Recreation, and Open Space Master Plan. The lump sum fee includes compensation for document copying, printing, mileage and associated expenses necessary for the planning effort. Fees for services will be billed monthly, based on the percentage of work completed. Phase 1, Pre -Planning and Project Initiation $ 35,500 Phase 2, Community Engagement, Preparation, and Visits $ 64,750 Phase 3, Lubbock Parks Today: Existing Conditions $ 17,000 Phase 4, Needs Assessment $ 70,250 Phase 5, Lubbock Parks Tomorrow: Strategies and Recommendations $ 88,500 Phase 6, Implementation $ 13,500 Phase 7, Adoption $ 8,500 Direct Expenses $ 12,000 TOTAL: $310,000 CITY OF LUBBOCK PARKS, RECREATION, AND OPEN SPACE MASTER PLAN PAGE 19 OF 19 EXHIBIT A, SCOPE OF SERVICES MARCH 12, 2021 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 2 Complete Nos. 1 - 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2021-724090 Date Filed: 03/07/2021 Date Acknowledged: 04/08/2021 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Halff Associates, Inc. Houston, TX United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. RFQ 21-15549-KM Prepare a Parks, Recreation, and Open Space Master Plan 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary Zapalac, Russell Richardson, TX United States X Tanksley, Dan Richardson, TX United States X Sagel, Joseph Richardson, TX United States X Murray, Menton McAllen, TX United States X Moya, Michael Austin, TX United States X Miller, Steve Austin, TX United States X Llewellyn Sr., Mark Tallahassee, FL United States X Kunz, Pat Richardson, TX United States X Jackson, Todd Austin, TX United States X Ickert, Andrew Fort Worth, TX United States X Edwards, Mark Richardson, TX United States X Baker, Jessica Richardson, TX United States X Bargainer, Tim Austin, TX United States X Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.ceffd98a CERTIFICATE OF INTERESTED PARTIES FORM 1295 2 of 2 Complete Nos. 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2021-724090 Halff Associates, Inc. Houston, TX United States Date Filed: 03/07/2021 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Lubbock Date Acknowledged: 04/08/2021 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. RFQ 21-15549-KM Prepare a Parks, Recreation, and Open Space Master Plan 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ 6 UNSWORN DECLARATION My name is and my date of birth is My address is (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.ceffd98a