HomeMy WebLinkAboutResolution - 2015-R0036 - Demattei Wong Architecture, Inc. - 01/22/2015Resolution No. 2015-R0036
Item No. 5.9
January 22, 2015
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 Services Contract for
consultant services for the development of a consolidated rental car facility at Lubbock
Preston Smith International Airport by and between the City of Lubbock and Demattei
Wong Architecture, Inc., 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 January 22, 2015
C. ROBERTSON, MAYOR
ATTEST:
Garza, City Secretary
APPROVED AS TO CONTENT:
Kelly Campbell, Executive Director of Aviation
APPRO FORM:
Mitchell Satterwhite, 7rst Assistant City Attorney
RES.Prof Sery Contract-Demattei Wong Architecture
1.6.15
Resolution No. 2015-R0036
PROFESSIONAL SERVICES AGREEMENT
STATE OF TEXAS §
COUNTY OF LUBBOCK §
This Agreement ("Agreement"), effective as of the 22nd day of January 2015, is by and
between City of Lubbock, Texas ("City"), a Texas home rule municipal corporation, and
Demattei Wong Architecture, Inc. ("Consultant'), a California corporation authorized to
conduct business in Texas.
WITNESSETH
WHEREAS, City desires to obtain consultant services for the development of a
consolidated rental car facility at Lubbock Preston Smith International Airport; and
WHEREAS, Consultant has a professional staff experienced and qualified to provide
professional consulting services related to the project, and will provide the services, as defined
below, for the price provided herein, said price stipulated by City and Consultant to be a fair
and reasonable price; and
WHEREAS, City desires to contract with Consultant to provide professional consulting
services related to the consolidated rental car facility and Consultant desires to provide services
related to same.
NOW THEREFORE, for and in consideration of the terms, covenants and conditions
set forth in this Agreement, City and Consultant hereby agree as follows:
ARTICLE I. TERM
The term of this Agreement commences on the Effective Date and shall be effective for
five (5) years, unless otherwise terminated or extended pursuant to the terms contained herein.
If Consultant determines that additional time is required to complete the services, the City
Manager, or his/her designee, may extend the Agreement to grant up to an additional one year
of time so long as the amount of the consideration does not increase. An amendment to this
Agreement resulting in any increase in the consideration must be approved by City, acting
through its governing body.
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ARTICLE IL SERVICES AND COMPENSATION
A. Consultant shall conduct all services as set forth in the Scope of Services in Exhibit
"A" attached hereto ("Services").
B. Consultant shall receive as consideration to be paid for the performance of Services, as
set forth herein (Exhibit "A'), an amount not to exceed FOUR HUNDRED EIGHT
THOUSAND SEVEN HUNDRED TWENTY-FIVE AND No/100 DOLLARS ($408,725.00).
ARTICLE III. TERMINATION
A. General. City may terminate this Agreement, for any reason or convenience, upon
thirty (30) days written notice to Consultant. In the event this Agreement is so terminated, City
shall pay Consultant only for Services actually performed by Consultant up to the date
Consultant is deemed to have received notice of termination as provided herein.
B. Termination and Remedies. In the event Consultant breaches any term and/or
provision of this Agreement, City shall be entitled to exercise any right or remedy available to
it by this Agreement, at law or equity, including without limitation, termination of this
Agreement and assertion of action for damages and/or injunctive relief. The exercise of any
right or remedy shall not preclude the concurrent or subsequent exercise of any other right or
remedy and all other 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 document, this
provision shall control.
ARTICLE V. REPRESENTATIONS AND WARRANTIES
A. Existence. Consultant is a corporation duly organized, validly existing, and in good
standing under the laws of the State of California and is qualified to carry on its business in the
State of Texas.
B. Corporate Power. Consultant has the corporate power to enter into and perform under
Agreement all Services contemplated hereby.
C. Authorization. Execution, delivery, and performance of this Agreement and the
Services contemplated hereby have been duly and validly authorized by all the requisite
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corporate action on the part of Consultant. This Agreement constitutes legal, valid, and binding
obligations of the Consultant and is enforceable in accordance with the terms thereof.
D. Consultant. Consultant maintains a professional staff and employs, as needed, other
qualified specialists experienced in providing the Services, and are familiar with all laws, rules,
and regulations (local, state, and federal) including, without limitation the applicable laws,
regarding the Services contemplated hereby.
E. Performance. Consultant shall conduct all Services 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 consulting services, and comply
with all applicable laws, rules, and regulations (local, state, and federal) relating to professional
consulting services, as contemplated hereby.
F. Use of Copyrighted Material. Consultant warrants that any materials provided by
Consultant for use by City pursuant to this Agreement shall not contain any proprietary
material owned by any other party that is protected under law, statute, rule, order, regulation, or
ordinance relating to the use or reproduction of materials. Consultant shall be solely
responsible for ensuring that any materials provided by Consultant pursuant to this Agreement
satisfy this requirement and Consultant agrees to indemnify and hold City harmless from all
liability or loss caused to City or by which City is exposed on account of Consultant's failure to
perform this duty.
G. Consultant warrants that it shall perforin the Services in accordance with the
standards of care and diligence normally practiced by recognized consulting firms in
performing services of a similar nature. If, during the six-month period following the earlier of
completion or termination of the Services it is shown there is an error in the Services caused
solely by Consultant's failure to meet such standards, and City has promptly notified Consultant
in writing of any such error within that period, Consultant shall perform, at Consultant's cost,
such corrective consulting services within the original Scope of Services as may be necessary
to remedy such error.
ARTICLE VI. SCOPE OF WORK
Consultant shall accomplish Professional Consulting Services related to the project described in
the Scope of Services ("Exhibit "A").
ARTICLE VII. INDEPENDENT CONTRACTOR STATUS
Consultant and City agree that Consultant shall perform the duties under this Agreement
as an independent contractor and shall be considered as an independent contractor under this
Agreement and/or in its Services hereunder for all purposes. Consultant 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, Consultant and Consultant's employees and/or
subconsultants, will not be considered, for any purpose, employees or agents of the City within
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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.
ARTICLE VIII. INSURANCE
Consultant shall procure and cavy, at its sole cost and expense through the life of this
Agreement, insurance protection as hereinafter specified, in form and substance satisfactory to
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.
Consultant shall obtain and maintain in full force and effect during the term of this
Agreement, and shall cause each approved subcontractor or subconsultant of Consultant 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:
Combined Single Limit:
Professional Liability:
Combined Single Limit:
Automobile Liability:
Combined Single Limit for any auto:
Workers Compensation:
$1,000,000
$1,000,000
$1,000,000 Per Occurrence
11 111
Consultant shall further cause any approved subcontractor or subconsultant to procure
and carry, during the tern of this Agreement, professional liability coverage, as specified above
for Consultant, protecting City against direct losses caused by the professional negligence of
the approved subcontractor or subconsultant.
City shall be named as additional insured with respect to the automobile liability and
commercial general liability on a primary and non contributory basis and shall be granted a
waiver of subrogation under those policies. Consultant 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 will be provided along with the Certificate. The additional insured endorsements
shall include products and complete operations. Copies of all endorsements are required.
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Consultant shall elect to obtain worker's compensation coverage pursuant to Section
406.002 of the Texas Labor Code. Further, Consultant 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 Consultant maintains said coverage. Consultant 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 of
Lubbock.
Consultant shall additionally provide City with a certificate of insurance coverage that
includes an Extended Reporting Period endorsement for the coverage required hereunder
("Tail -type Coverage") that extends, subject otherwise to the terns of the policy, the reporting
period for claims made under the policy for a period of ten (10) years after the expiration of the
policy.
If at any time during the life of the Agreement or any extension hereof, Consultant fails
to maintain the required insurance in full force and effect, Consultant shall be in breach hereof
and all work under the Agreement shall be discontinued immediately.
ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING
OF CONSULTANTS
Consultant may employ or retain consultants, contractors, or third parties (any of which
are referred to herein as "Subconsultant"); to perform certain duties of Consultant provided that
City approves the retaining of Subconsultants. Consultant is at all times responsible to City to
perform the Services as provided in this Agreement and Consultant is in no event relieved of
any obligation under this Agreement upon retainage of any approved Subconsultant. Any agent
and/or Subconsultant retained and/or employed by Consultant shall be required to carry, for the
protection and benefit of City and Consultant and naming said third parties as additional
insured's, insurance as described above in this Agreement.
ARTICLE X. INDEMNITY
CONSULTANT 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 CONSULTANT, ITS AGENTS,
EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE,
OPERATIONS OR OMISSIONS UNDER THIS AGREEMENT AND/OR THE USE OF
OCCUPATION OF CITY -OWNED PROPERTY. THE INDEMNITY OBLIGATION
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PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OF TERMINATION OF THIS
AGREEMENT.
ARTICLE XI. COMPLIANCE WITH APPLICABLE LAWS
Consultant shall comply with all applicable federal, state, and local laws, statutes,
ordinances, rules, and regulations relating, in any way, manner or form, to the Services under
this Agreement, and any amendments thereto.
ARTICLE XII. NOTICE
A. General. Whenever notice from Consultant to City or City to Consultant 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. Consultant's address and numbers for the purposes of notice are:
Mr. Wesley Wong Jr., AIA
Principal
Demattei Wong Architecture, Inc.
1350 Manufacturing Street, Suite 210
Dallas, TX 75207
Telephone: (214) 370-0044
Facsimile: (214) 370-0077
C. City's address and numbers for the purposes of notice are:
Ms. Kelly Campbell
Executive Director of Aviation
Lubbock Preston Smith International Airport
5401 N. MLK Blvd., Unit 389
Lubbock, Texas 79403
Telephone: (806) 775-3126
Facsimile: (806) 775-3133
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.
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ARTICLE XIII. CITY -PROVIDED DATA
City shall furnish Consultant non -confidential studies, reports, and other available data
in the possession of City pertinent to Consultant's Services, so long as City is entitled to rely on
such studies, reports, and other data for the performance of Consultant's Services under this
Agreement (the "Provided Data"). Consultant shall be entitled to use and rely, so long as such
reliance is reasonable, upon all such Provided Data.
ARTICLE XIV. 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. Consultant shall provide access to its corporate books and records to City.
City may audit, at its expense and during normal business hours, Consultant's books and
records with respect to this Agreement between Consultant and City.
C. Records. Consultant shall maintain records that are necessary to substantiate the
Services provided by Consultant.
D. Assignability. Consultant may not assign this Agreement without the prior written
approval of City.
E. Successor and Assigns. This Agreement binds and inures to the benefit of the City
and Consultant, and in the case of City, its respective successors, legal representatives, and
assigns, and in the case of Consultant, its permitted successors and assigns.
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 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 circumstances,
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.
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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 Consultant and City.
I. Entire Agreement. This Agreement, including Exhibit "A", attached hereto, contains
the entire Agreement between City and Consultant, 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 Consultant and
City.
K. Documents Owned by City. Any and all documents, drawings and specifications
prepared by Consultant as part of the services hereunder, shall become the property of City
when Consultant has been compensated as set forth in Article II, above. Consultant shall make
copies of any and all work products for its files.
L. Notice of Waiver. A waiver by either City or Consultant of a breach of this
Agreement must be in writing to be effective. In the event either party shall execute and
deliver such waiver, such waiver shall not affect the waiving party'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 City and Consultant.
N. Extent of Responsibility. Consultant does not guarantee that proposals, bids or
actual project costs will not vary from Consultant's opinions of probable cost or that actual
schedules will not vary from Consultant's projected schedules. Consultant shall not be
responsible for: (1) construction means, methods, techniques, sequences, procedures, or safety
precautions and programs in connection with the project; (2) the failure of any contractor, sub-
contractor, vendor, or other project participant, not under contract to Consultant, to fulfill
contractual responsibilities to City or to comply with federal, state, or local laws, regulations,
and codes; or (3) procuring permits, certificates, and licenses required for any construction
unless such responsibilities are specifically assigned to Consultant in Exhibit "A."
O. Unforeseen Circumstances. Except for City's obligation to make payments, neither
party shall be in default hereunder to the extent such default is caused by a cause or
circumstance beyond such party's reasonable control. Consultant shall be entitled to an
equitable adjustment in schedule and compensation in the event such circumstances occur.
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IN WI'T'NESS WHEREOF, the parties hereto have caused this Agreement to be executed
the day and year first above written. Executed in triplicate.
CITY OF LUBBOCI
G obe son, Mayor
ATTEST:
PJ��Q.f�
Rebe ca Garza, City Secretary
APPROVED AS TO CONTENT:
Kelly dampbell,
Executive Director of Aviation
Print Name
INC.
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Address
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City, State, Zip Code
Page 9 of 9
INV
DematteiWong
architecture
EXHIBIT "A"
SCOPE OF SERVICES
FOR CONSOLIDATED RENTAL CAR FACILITY
Scope of Services
The scope of services includes Task 1 -Feasibility Phase (Programming, Concepts, and Financial
Feasibility). Details on the scope of services are as follows:
Task 1- Programming/Concept Design/Financial Feasibility
Task 1A - Program Development and Analysis
A. Logistics
1. Kickoff Meeting
DWA will attend a meeting with the appropriate airport staff, the Rental Car Industry,
and the planning team for an introduction to the stakeholders and to discuss the
project scope, project tasks, and project schedule.
2. Data Collection
The data collection process will be limited to a review of existing plans and studies
including:
• Airport Master Plan
• All previous Consolidated Rental Car Facility (ConRAC) Planning Documents
• Project Site Utilities, Survey, Topographical Survey
• Existing Rental Car Industry ready/retum, service center sites, and quick -
turnaround layouts.
• Other information as identified by the airport staff
B. ConRAC Program Development
After review of the airport's planning documents, the proposed approach will utilize,
complement and enhance the initial efforts performed by the airport. The Program
Development effort will focus on developing and justifying the program requirements
and establishing site configuration(s) through Program Development and Conceptual
Design.
1. Program Development
The Program Development task will produce a working document, which develops and
describes the operating and support requirements for the proposed ConRAC. The
forecast periods will be estimated, analyzed and justified to establish the minimum
spatial requirements for each component of the new ConRAC to meet current day and
future requirements. Critical project elements, based on generally accepted design
criteria, will be identified for each component of the ConRAC for both proposed and
future requirements.
The programming effort will consist of 3 elements as described below:
1. Questionnaire Document
After reviewing the existing programmatic information, it is prudent to compile data
from each rental car agency to verify the accuracy of the information and
interpolate the design capacities for a shared, consolidated on -airport operation.
1350 MANUFACTURING STREET SUITE 210 DALLAS. TEXAS 75207 214.370.0044 FAX 214.370.0077
Through the use of the questionnaire and subsequent interviews with the Rental
Car Agencies (RACs), the base information will be reviewed and analyzed to
establish the basis for the program component document.
2. Program Component Document
The Program Component Document will be used as the foundation for the
development of the architectural program and will form the basis from which the
conceptual functional models are produced.
3. Program Space Requirements Document
The Program Space Requirements document will be utilized during the preparation
of the conceptual design studies and will identify programmatic requirement square
footages.
After compiling the questionnaires, reviewing and analyzing the collective data, DWA
will establish, based on current demands, a 10 -year forecast demand, a 15 -year
forecast demand, and a 20 -year forecast demand.
2. Project Definition Report (PDR)
The Program Component Definition Phase will enhance and develop the required
Project Phases and Scope of Work required locating, designing and producing a
project budget. It will utilize all previous research and studies performed and prepared
by the airport.
1. Data Review
• DWA shall review relevant data, including all information established and
presented in the Kick-off Meeting and any studies previously prepared by
the airport or consultants.
• DWA shall identify additional information that may become available for
review and discuss what additional information will be needed to complete
the preliminary design report.
2. Confirm Project Objectives
• Prepare a summary of project values, goals and objectives as identified
and/or modified under this task and submit to the airport for review,
comment and approval.
3. Program Development
• The Program Development Task establishes the general program
components and identifies the Rental Car Industry's needs and
requirements. The main functional components may include the Customer
Service Building (CSB), the Ready/Return areas and facilities (RIR), and
the Quick Turnaround Facilities (QTA), the Customer Service Plaza (CSP)
and possible Staging/Storage areas (SS).
DWA shall establish the baseline program requirements for the ConRAC. The baseline
program describes the operating and support requirements and identifies critical
program elements, based on generally accepted design criteria, for each project
component including:
The Customer Service Building (CSB) consists of those components relating to
the rental transaction process. They include the Rental Counters/Retail
Spaces, Common Customer Lobby Area(s), Back Office Areas and Support
Areas, and the Customer and employee amenities.
The Ready/Return Area (R/R) and Facilities includes Ready and Return car
areas, Customer Service/Security Kiosks, and Support Facilities.
Quick Turnaround Facilities (QTA) includes Fueling, Car Wash Facilities,
Employee Amenities, Administrative Support Areas, Possible Third Party
Operator, Light Maintenance Areas, Systems and Building Support Areas, and
Vehicle Storage and Stacking Spaces.
DWA shall analyze and justify the forecast periods to confirm the future projected
requirements and establish minimum spatial requirements for the new ConRAC.
DWA shall develop a final design program for the facility including projected stall and
lobby/counter capacities, associated spatial requirements, and functional and
operational descriptions and needs.
C. Analysis
1. Site Analysis
Numerous sites will be analyzed and major challenges and issues will be identified
and addressed; such as access, ingress/egress, pedestrian flow, utilities, and
traffic flow.
2. Operational Models Analysis
DWA will develop alternative operational models that are appropriate for the
program and the rental car industry's operations. Specific characteristics of each
operational model will be identified and analyzed as it pertains to the specifics of
the ConRAC project.
TASK 1B — Concept Design
The Concept Design Task will complement and enhance the Program and Analysis
subtasks by further defining and developing the site and the functional operations of the
ConRAC. This task establishes the functional relationships between the principal ConRAC
components, defining the overall site circulation of all modes of vehicular movements and
addressing any future expansion areas.
DWA will utilize the unique Interactive Design Process (IDP) for the ConRAC project. The
IDP is the method through which all design directions and decisions will be made. The
process encourages equal interaction from all parties involved in the process through a
structured setting to allow design input from all participants. It represents a series of
charettes or participatory work sessions which occur over a specific period of time.
Participants in the IDP include the airport staff, the Rental Car Agencies, and the design
team. The IDP for concept design consists of planned meetings with specific objectives.
Meetings — Concepts, Refined Concepts, Preferred Concept
DWA will develop and review multiple concepts which reflect the programmatic
requirements developed during the program verification phase. Sketches, plans and
stacking diagrams will be utilized by DWA. The schemes will be divided into several
operational families as necessary. Through the collaboration of the stakeholders and
design team, several concepts will be selected to be further developed.
The next step will be to further develop the selected concepts based on all challenges
and issues which the stakeholders identified. DWA shall study and develop options for
maximum site utilization with projected site and facility capacities for each option.
DWA shall further analyze site grading and drainage, traffic circulation, ingress/egress
options, site layout options, interior roadways and quick turnaround facility layouts and
their effects on site design. DWA shall generate building alternatives by studying
massing, orientation and structured parking options through the use of drawings,
sections, and stacking diagrams. Through the collaboration of the stakeholders and
design team, a preferred concept will be selected to be further developed.
Program Definition Report
DWA will prepare a Project Definition Report which documents the Programming and
Concept process, to include the program development and analysis task and the
concept design task. The report will include an executive summary of the process
from programming through concept design, a summary of all the meetings, and a
conclusion, accompanied by developed plans reflecting the schemes. The final draft
document will represent the conclusion of the Programming/Concept scope of work.
TASK 1C — Financial Feasibility
Ricondo & Associates ("R&A') shall provide consulting services to Demattei/Wong
Architecture to assist and support Airport management and staff and to provide
recommendations, for the development and implementation of new rental car facilities and
a concurrent rental car concession program at the Airport. These services shall include;
determining the financial feasibility of the development of new rental car facilities at the
Airport, determining the sizing requirements of the CFC, and assisting with the
development of business terms for the necessary agreements with the Airport's rental car
concessionaires. R&A will assist the Airport with the development of its policies and
objectives and implementation strategies, and will advise and support the Airport and
DWA with the presentation of information to and receipt of information from the rental car
companies in a clear, concise and cohesive manner. R&A will ensure that the physical
planning, business planning and financial planning aspects associated with the project are
coordinated throughout. Services shall include, but not be limited to, the following:
General Services
• Participate as a member of the Airport's team directing the planning and development
of new rental car facilities.
• Plan, coordinate, and attend, with DWA and the Airport, meetings with the rental car
concessionaires and Airport staff and consultants throughout the feasibility, planning
and implementation phases.
• Assist with the development of meeting agendas and probe participants in advance to
improve preparedness and to resolve administrative matters.
• Advise the Airport on current best practices and rates for CFC's at other airports;
assist with the determination of the methodology and rate structure of the CFC for
purposes of funding the rental car facility improvements.
• Advise the Airport concerning anticipated actions and reactions of the rental car
companies.
• Assist Airport staff with coordination of the development of legal documentation with
the Airport's legal counsel.
• Provide assistance and advice to the Airport concerning on-going operational and
business matters as directed.
1. Strategic and Feasibility Planning
• Assist Airport management with determination of strategic business, finance, and
policy objectives for the rental car concession program in connection with the new
rental car facilities to be developed.
• Develop scenarios relating to project affordability and CFC -backed debt capacity.
• Develop CFC sizing model and make recommendations regarding sizing and timing of
CFC rate changes if necessary, based upon debt capacity analysis and design team's
rough -order -of -magnitude project cost estimates.
• Attend meetings with Airport staff; attend meetings with rental car industry.
2. Project Design Phase
Attend and participate in programming and planning meetings with the Airport, design
team, and RAC Industry.
Develop a sources and uses financial cash flow model for CFC revenues and other
revenues to continually assess the financial feasibility of developing new rental car
facilities.
3. Business and Financial Terms Development and Implementation
• Develop business terms for the new concession program, including concession and
lease agreements, and if applicable, any Airport -provided financing.
• Provide current best practices for similar projects at other comparable airports.
• Provide support to Airport with the presentation and discussion of business and
finance terms with the RAC industry.
• Support DWA with initial facility space allocation and re -allocation scenarios.
4. Participant Selection Process
• Recommend process for selection of RAC concessionaires and bid specification
terms.
• Assist with development and review of concession bid documents and other necessary
agreements relevant to the development of the facilities and the implementation of the
rental car concession program; provide samples of relevant documents from other
airports; advise and provide information on industry best practices at other relevant
airports.
• Prepare with staff and attend RAC industry meetings and pre -proposal conference(s).
• Debrief with staff after meetings.
• Review RAC questions and comments on bid specification documents and
recommend Airport responses.
5. Post -Participant Selection Phase
• Coordinate compliance with participant selection process terms and Airport policies as
facility designs are finalized and space allocations are determined.
• If applicable, provide current best practices and recommendations regarding operation
and maintenance of the new facilities. If requested, develop specifications and assist
with the process to select a contractor to manage the new facilities, including the
fueling system.
Fee Proposal Summary
The DWA Team proposes to produce the scope of services for the following lump sum fee by
task:
1. Task 1A— Program & Site Development - $104,881
2. Task 1B —Concept Design - $162,364
3. Task 1 C — Financial Feasibility - $116,480
4. Total Fee:
Professional Services $383,725
Reimbursables $25,000
Total Fee $408,725