HomeMy WebLinkAboutResolution - 2000-R0290 - Contract - Wallace Roberts And Todd - Landscape Architecture Services - 08_24_2000Resolution No. 2000-R 0290
August 24, 2000
Item No. 45
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to
execute for and on behalf of the City of Lubbock a Contract between the City of Lubbock and
Wallace Roberts and Todd of Dallas, Texas, to provide Landscape Architecture Services -
Airport Corridor Project, and related documents. Said Agreement is attached hereto and
incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of
the Council.
Passed by the City Council this 24th day of AuRust _ 2000.
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WINDY 5 N,
MAYM-
ATTEST:
Kaytlue arnell, City Secretary Lq
APPROVED AS TO CONTENT:
V`
Victor Kilmak
Purchasing Manager
APPROVED AS TO FORM:
A64 ■ A
William de Haas
Competition and Contracts Manager/Attorney
Ke-JK. Wallace Roberts & Todd. RES
August 15, 2000
Resolution No. 2000—R 0290
August 24, 2000
Item No. 45
CITY OF LUBBOCK - AIRPORT CORRIDOR LANDSCAPING PROJECT
AGREEMENT
This AGREEMENT is made between and entered into this 24th day of August, 2000, by and between
Wallace Roberts & Todd, LLC, hereinafter "Consultant" or "WRT," and the City of Lubbock, Texas,
hereinafter "City" or "Client."
WITNESSETH THAT:
WHEREAS, the City of Lubbock desires to retain and engage the Consultant to prepare a Landscape Master
Plan for East Regis Street and MLK Boulevard into Lubbock International Airport; and
WHEREAS, the Consultant represents that it is capable of and desirous of performing these services,
NOW, THEREFORE, in consideration of the mutual promises set forth below, the sufficiency of which the
parties hereby acknowledge, the parties hereto do mutually agree as follows:
Scope of Services: The City hereby retains and engages the Consultant and the Consultant hereby agrees
to perform such services in accordance with "Attachment A — Scope of Services," which is made part
hereof.
2. Time of Performance: The Consultant shall undertake work and perform the various tasks within the
estimated time schedule as described in "Attachment B — Schedule."
3. Compensation and Method of Payment:
A. For performance of the services contained in this Agreement, the City agrees to compensate the
Consultant as specified in "Attachment C — Compensation," attached hereto and made a part hereof.
B. If authorized in advance in writing by the City, additional services required of the Consultant shall be
compensated based on amounts and methods contained in the authorization.
C. Payment shall be made in monthly installments in proportion to services performed.
D. The Consultant shall submit all invoices to the City. Payment shall be made by the City to the
Consultant within thirty (30) days of receipt of the invoice.
4. Changes: Changes in the Scope of Services and Time of Performance may be made from time to time,
as mutually agreed upon by the Consultant and the City, and as confirmed in writing. The parties
understand that changes in the Scope of Services or extension of the Schedule may affect total
compensation agreed to in "Attachment C — Compensation."
Work Products: All work papers, maps, graphic displays, plans and statistics produced by the
Consultant in the execution of the Scope of Services of this Agreement become the property of the City
upon the completion or termination of this Agreement. However, any reuse of the documents by the City
without prior written authorization by the Consultant, other than for the specific intended purpose of this
Agreement, will be at the City's sole risk The Consultant shall be entitled to retain copies of all project
deliverables developed for the project for its records and use.
6. Staff Personnel and Other Consultants:
A. The Consultant represents that it will secure at its own expense staff required to perform the
services under this Agreement. Such personnel shall not be employees of or have any contractual
relationship with the City.
Lubbock International Airport Corridor Landscape Project Agreement Page I of 3
B. The Consultant shall be responsible to the City for the acts and omissions of its subcontractors and
of persons directly or indirectly employed by it in terms of the completion of the Scope of Services.
Obligations of the City: The City shall make available copies of all plans, reports, demographic data,
survey data, aerial photographs, right-of-way and property information, and any other data and
information that it may have in its files which would be of use to the Consultant. The City shall be
responsible for scheduling and coordinating the efforts of its other consultants that are not a part of this
Agreement, and the Consultant shall have no responsibility for their services. The City shall provide
facilities and arrange scheduling for all meetings in Lubbock. The City shall provide printing of all
materials for public distribution at public meetings and hearings. The City shall render decisions and
provide information and direction to the Consultant in a timely manner.
8. Findings Confidential: All reports, information, findings and other work products developed by the
Consultant under this Agreement shall remain confidential, to the extent permissible under Texas law,
unless specific prior written approval otherwise is given by the City or until such information is made
public by the City. The Consultant shall not copyright any information produced under this Agreement.
9. Assignment: The City agrees that the Consultant will not be providing its services in association with
others unless otherwise agreed to by both parties to this Agreement.
10. Records: The Consultant shall maintain all of its records relating to the project, including all personnel,
property, and financial records, which shall be made available to the City upon request, for a minimum
of five (5) years after termination of this Agreement.
11. Disclaimers: The Consultant agrees to indemnify, save and hold the City and its officials and
employees harmless from any and all third -party loss, damage or claims arising from any negligent act
or performance of this Agreement. The Consultant agrees not to pledge the credit of the City, or to
purchase, rent, lease or contract for equipment or appliances in the name of the City.
12. Waivers: The waiver of the breach of one or more of any covenants or conditions by the City shall not
be construed as the waiver of any subsequent breach of the same or any other covenant or conditions;
and the consent and approval of the City to any act by the Consultant requiring the City's consent or
approval shall not be deemed a Waiver and shall still render necessary the City's consent or approval to
or of any subsequent or similar act by the Consultant.
13. Termination of Agreement: The City shall have the right to terminate this Agreement by giving written
notice to the Consultant of such termination and specifying the effective date thereof, at least fifteen (15)
days before the effective date of such termination. In such events, all finished or unfinished documents,
data, studies and reports prepared by the Consultant under this Agreement shall, at the option of the
City, become its property and the Consultant shall be entitled to receive just and equitable compensation
for any satisfactory work completed on such documents, including reasonable costs of termination as
long as such costs in aggregate do not exceed the compensation set forth in "Attachment C —
Compensation."
14. Objectivity of Recommendations: The Consultant can make no guarantees concerning the
recommendations which shall result from the proposed assignment. To protect the City of Lubbock and
other Cities, and to assure that the research results of the Consultant's work shall continue to be accepted
as objective and impartial, it is understood that the fee for the undertaking of this project is in no way
dependent upon the specific conclusion reached.
15. Equal Employment Opportunity: The Consultant shall not discriminate against any of its employees
in connection with this work or against any applicant for such employment due to race, color, religion,
sex, disability or national origin.
16. Law: The Consultant shall comply with all federal, state and local laws. This Agreement shall be
construed in accordance with the laws of the State of Texas and venue for any action related thereto
shall lie exclusively in Lubbock County, Texas. In the event the City is a party to litigation as a
Lubbock International Airport Corridor Landscape Project Agreement Page 2 of 3
consequence of the work product, in whole or in part, of the Consultant as defined in this Agreement,
Consultant agrees to assist and cooperate with the City in such litigation.
17. Certificate of Insurance: Consultant shall procure and maintain the following insurance and amounts:
1. General Liability Insurance in the annual aggregate amount of $2,000,000, with a professional
liability endorsement in the amount of $1,000,000.
2. Auto Insurance in the amount of $1,000,000.
3. An Umbrella Policy in the amount of $2,000,000.
4. Worker's Compensation with statutory limits.
5. Employer Liability in the amount of $500,000.
B. At City's request, Consultant shall deliver certificates of insurance evidencing the coverage. Such
certificates shall be furnished prior to commencement of Consultant's services and at renewals thereafter
during the life of this agreement.
C. City shall require Consultant to purchase and maintain general liability and other insurance as
specified above and to cause the City of Lubbock to be listed as additional insureds with respect to such
liability and auto insurance purchased and maintained by consultant for the Project. All policies listed
above shall include a waiver of subrogation.
18. Entire Agreement: This Agreement is the entire agreement between the parties and supersedes all prior
agreements and understandings with respect to this subject. This Agreement may be amended only by
written agreement executed by both parties and shall not be assigned or transferred by either party
without the prior written consent of the other. This Agreement shall be binding on agents, successors
and permitted assigns of the parties.
19. Authority: The undersigned officer and/or agent of the parties hereto are the properly authorized
officials and have the necessary authority to execute this Agreement on behalf of the parties hereto, and
each party hereby certifies to the other that any necessary resolutions or other documentation extending
said authority have been duly passed and are now in full force and effect.
IN WITNESS WHEREOF, THE CITY OF LUBBOCK has caused this Agreement to be. signed on this
day 24th of August, 2000, in its name by its Mayor, and the Consultant of Wallace Roberts & Todd,
LLC has caused this Agreement to be signed in its name by its representative.
SEAL:
ATTEST:
Kayth Darnell - 0
City Secretary V
CITY QF LUBBOCK, TYXAS
BY
NAME: jyY SITTON
TITLE: Mayor
DATE: August 24, 2000
WALLACE ROBERTS & TODD, LLC
Mar le, Director of Avia BY.
.3& -
APP AS TO FOEM: NAME: Donal R. Si Wso
TITLE: Director, Dallas ffice
William deHaasC/l C_ DATE: August 10, 2000
Competition & Contracts Attorney
Lubbock International Airport Corridor Landscape Project Agreement Page 3 of 3
Airport Corridor Landscaping Project
Scope of Services
Resolution No. 2000—R 0290
Lubbock International Airport
Lubbock, Texas
CITY OF LUBBOCK — AIRPORT CORRIDOR LANDSCAPUgG PLAN
ATTACHMENT A — SCOPE OF SERVICES
Planning & Design Process
We on the WRT Team understand the importance of creating a Comprehensive Master Plan prior
to implementing construction documents for this important regional corridor. In offering our
services for this landscape project, we assume a partnership with you and others that have a
stake in the growth of the airport, Lubbock and the region — a partnership that is open to
collaboration with the surrounding community. Our partnership is founded on exploring, listening
and evaluating all aspects of the planning and design process.
Advisory Committee
We suggest that an Advisory Committee be formed which includes key stakeholders in the
beautification of this corridor, as well as others that will be important to the planning and design
process. With this committee, we will define the purpose and goals of the study, along with
selecting a preferred direction for landscape and hardscape improvements. This committee could
include members from the following organizations; City of Lubbock, Keep Lubbock Beautiful,
Lubbock International Airport, Texas Department of Transportation (Tx DOT) District 5 Office and
others as desired.
Phases
The following is a process defined with two (2) phases that will create a Master Plan through input
with many individuals, and reaching consensus, on a project for the City of Lubbock. The
following phases described below define the work that would take place within each of the tasks.
Phase A — Conceptual Master Plan Alternatives
A-1 Project Initiation Workshop
The initial workshop session will be a two-day work session in Lubbock to understand the needs
of the client group and Advisory Committee, opportunities from the existing landscape concept
and to understand a process to implement site improvement along this important regional
corridor. An important part of these initial meetings will be an organization outline to guide the
team in the subsequent phases of the design process. Similarly, we will establish an electronic
method (using e-mail) that can keep all team members informed of bi-weekly project status.
Sub -tasks for the two-day workshop are as follows:
Attachment A — Scope of Services 1 City of Lubbock, Texas
Airport Corridor Landscaping Project
Scope of Services
Lubbock International Airport
Lubbock, Texas
• Introduction of project team and roles
• Group interviews regarding design solutions
• Establishment of project goals and objectives (individual and group)
• Review of current landscape concept
• Acquire base information from City of Lubbock (existing; topography, utilities -both
existing and proposed, zoning, land use, thoroughfare plans and proposed; Tx DOT
plans, utilities, greenway, etc.)
• Positive attributes of existing landscape concept
• Review of external factors affecting design (Skyview neighborhood, Greenway concept,
Tx DOT improvements, etc.)
• Advisory Committee meeting
Deliverables: 1. Two day (2) project workshop in Lubbock
2. Project notebook data (names, addresses, phone #'s, fax #'s, e-mail #'s)
3. Develop goals & objective statement
A-2 Base Map
Produce a base map for Phase A and B — Master Plan components of the project. This base
map will be electronic and built from the data given to the WRT Team from the City as described
in the Project Initiation Workshop.
Deliverables: 1. Base Map for entire study area at a scale of 1"=100' or as
appropriate.
A-3 Analysis of Existing Conditions
With all available data identified and assembled, a series of evaluations will take place
incorporating existing conditions. Natural and infrastructure systems will be reviewed and
mapped. The analysis will include the following:
• Anticipated Airport facilities needs by land use, structures and location
• Airport image and identity
• Environmental Issues — drainage, vegetation and natural features
• Landscape (issues; quality, image, indigenous plant material and maintenance)
• Views, vistas and natural site lines
• Vehicular circulation, traffic and transportation (existing and proposed)
• Future Land Use - massing, density and capacity of existing land along corridor
• Infrastructure expansion — water, sewer, electric, cable, etc.
• Open Space — relationship
This sub -task results in two (2) analysis exhibits that cover the study area from 1-27 along East
Regis Street and MLK Boulevard to Lubbock International Airport. The analysis will focus on the
Row -of -Way areas but will also include the properties adjacent to the ROW. The two exhibits
include one for natural systems (drainage, views, landscape, open space, etc.) and the other
being infrastructure (existing and proposed utilities, existing and proposed road and expansion,
airport facility needs, land use, etc.) issues that effect streetscape development.
Attachment A — Scope of Services
2
City of Lubbock, Texas
Airport Corridor Landscaping Project Lubbock International Airport
Scope of Services Lubbock, Texas
Deliverables: 1. Natural Systems Composite Analysis at 1"=100'
2. Infrastrucrure Systems Composite Analysis at 1"=100'
A-4 Alternative Concepts Development (2-3)
At this time, the guidelines for the concepts will be interpreted, arranged and given distinct form.
A series of concepts (2-3) will be prepared consolidating the prior analysis into design variables.
From the analysis will emerge a variety of optional directions that can be taken in developing the
landscape concepts. This phase is intended to focus on options that offer the greatest benefit in
the development of this corridor. Concepts will developed that include and/or respond to the
following:
• Statement of design intent
• Landscape plantings (species, groupings, etc.)
• Hardscape
• Lighting
• Public art opportunities
• Signage and banners
• Infrastructure issues
• Budget (supplied to WRT Team)
This sub -task results in the development of a series of exhibits that communicate design intent for
each alternative. Each of the alternatives will include an Illustrative Plan of proposed
improvements at the scale of 1"=100' or as appropriate. These illustrative Plans identify
landscape planting (number and species), pedestrian walkways, street and pedestrian lighting,
public art opportunities, special signage, road and drainage modifications (concept) for the entire
study area between 1-27 and the Lubbock International Airport. Each of the alternatives will also
include an Elevation Plan identifying the family of elements in each alternative. The scale of the
Elevation Plans will be 1/8'=1' or as appropriate. Each alternative will also include one Detail
Plan which will focus on planting, intersection, paving or special features of the alternative. All
three (3) plans per alternative will be rendered in color for presentations.
Deliverables: 1. Alternative concepts (2-3) rendered in color identifying the items
noted above in the following three plans:
a. Illustrative Plan
b. Elevation Plan
C. Detail Plan
A-5 Engineers Cost Estimate of Alternatives
Each of the alternative concepts (2-3) will have an Engineers Estimate for Probable Costs
developed from the set of plans. The estimates will include landscape, hardscape, lighting,
special signage, drainage, earthwork and additional items as the concepts define. A series of
detailed spreadsheets will describe the associated costs.
Attachment A — Scope of Services 3 City of Lubbock, Texas
Airport Corridor Landscaping Project Lubbock International Airport
Scope of Services Lubbock,Texas
Deliverables: 1. Engineers Estimate for Probable Costs developed for each of the
alternative concepts (2-3).
A-6 Review Workshop
The second workshop session will be a one -day work session in Lubbock to present the
alternative concepts to the client group, Advisory Committee and public (if desired). A process
will be utilized that solicits opportunities and constraints for the concepts ... and a preferred
direction will develop prior to the end of the day. The client will provide written direction regarding
their input for the development of a preferred Master Plan.
Deliverables: 1. One day (1) project workshop in Lubbock
Phase B —Master Plan
B-f Preferred Master Plan
The Preferred Master Plan will be developed from previous comments and the client's direction.
The Master Plan will communicate final improvements that will be programmed for construction at
a future date. The Preferred Master Plan will include and/or respond to the following:
• Statement of design intent
• Landscape plantings (species, groupings, etc.)
• Hardscape
• Lighting
• Public art opportunities
• Signage and banners
• Infrastructure issues
• Budget (supplied to WRT Team)
This sub -task results in the development of a series of exhibits that communicate design intent for
the Preferred Master Plan. The Master Plan will include an Illustrative Plan of proposed
improvements at the scale of 1"=100' or as appropriate. This Illustrative Plan identifies landscape
planting (numbers and species), pedestrian walkways, street and pedestrian lighting, public art
opportunities, special signage, road and drainage modifications (concept) for the entire study
area between 1-27 and the Lubbock International Airport. The Master Plan will also include an
Elevation Plan identifying the family of elements. The scale of the Elevation Plans will be 1/8'=l'
or as appropriate. The Master Plan will also include one Detail Plan which will focus on planting,
intersection, paving or special features of the final. The Master Plan will also include an
Axonometric Plan showing the features of the plan from an aerial view. This Plan along with the
others will be critical in fund raising efforts. All four (4) plans per alternative will be rendered in
color for presentations
Deliverables: 1. Preferred Master Plan rendered in color identifying the items
noted above in the following four plans:
Attachment A — Scope of Services 4 City of Lubbock, Texas
Airport Corridor Landscaping Project
Scope of Services
Lubbock International Airport
Lubbock, Texas
a. Illustrative Plan
b. Elevation Plan
c. Detail Plan
d. Axonometric Plan
B-2 Engineers Cost Estimate of Master Plan
The Preferred Master Plan will have an Engineers Estimate for Probable Costs developed from
the set of plans. The estimates will include landscape, hardscape, lighting, special signage,
drainage, earthwork and additional items as the final plans define. A series of detailed
spreadsheets will describe the associated costs.
Deliverables: 1. Engineers Estimate for Probable Costs for Master Plan.
B-3 Phasing Plan
The Preferred Master Plan will have a Phasing Plan developed from the final Illustrative Plan,
which will establish implementation phases for the entire project. The phases and their make-up
will be determined from the client's input regarding funding, construction scale and timing desired.
Deliverables: 1. Phasing Plan rendered in color with supporting text.
Phase C — Construction Documents
C-t Design Development Package
Once final approval from the City has been given on the Master Plan a Design Development
Package for phase one improvements shall commence; this set will provide dimensional and
material standards. Phase one improvements will be defined as the initial construction phase
(from the Phasing Plan) built to the City's budget. Design elements could include; landscape
materials, site furniture, handicapped accessibility improvements, drainage and grading, and
amenity elements. A preliminary construction cost estimate will be developed with this task. This
sub -task is not a part of this current contact.
End of Scope of Services
Attachment A — Scope of Services
5
City of Lubbock, Texas
Resolution No. 2000 R0290
CITY OF LUBBOCK — AIRPORT CORRIDOR LANDSCAPING PLAN
ATTACHMENT B - SCHEDULE
Estimated Schedule
The WRT Team will complete Phase A and B with Tasks A-1 through B-3 of the Scope of Services indicated in
Attachment A. The approximate schedule by Phase is estimated below as:
Phase A: Conceptual Master Plan Alternatives Estimated Time
14-1
Project Initiation Workshop
1 week
A-2
Base Map
1 week
A-3
Analysis of Existing Conditions
2 weeks
A-4
Alternative Concepts Development (2-3)
6 weeks
A-S
Engineers Cost Estimate of Alternatives
2 weeks
A-6
Review Workshop
1 week
* Review Time by Client Groups
2 weeks
13 —1 S weeks
Phase B: Master Plan
B-1 Preferred Master Plan 3 weeks
B-2 Engineers Cost Estimate of Master Plan 2 weeks
B-3 Phasing Plan 1 weeks
6 weeks
Project duration depends on many factors. The factors include receiving data, maps and files at the beginning
of the project and having timely decisions made by the Client. Review of the project is important to keep on
schedule and within time estimates.
Lubbock International Airport Corridor Landscape Project Attachment B - Schedule . Page 1 of 1
Resolution No. 2000—RO290
CITY OF LUBBOCK — AIRPORT CORRIDOR LANDSCAPING PLAN
ATTACHMENT C - COMPENSATION
Professional Fee
The WRT Team will complete Phase A and B with Tasks A-1 through B-3 of the Scope of Services indicated in
Attachment A. The approximate cost by Phase is estimated below as:
Phase A: Conceptual Master Plan Alternatives $ 30,805
Phase B: Master Plan $ 14,246
Professional Fee Total
Direct and Reimbursable Expenses
$ 45,051
Direct Expenses compensation for such items as printing, reproduction, CAD, long distance communications, travel
and other expenses related solely to the project are not included in the above professional fees.
Reimbursable expenses for items such as; xeroxing, computer plots, CAD, long distance communications, overnight
mail, travel and other items required for the project and, will be reimbursable at the actual cost to the Consultant.
The cost for these reimbursable items is estimated below as:
Reimbursable Expenses $ 4,900
Professional Fees $ 45,051
GRAND TOTAL
Total Compensation
$ 49,951
The Consultant will complete Phase A and B of the Scope of Services for a GRAND TOTAL and LUMP SUM fee
of $ 49,951.
Additional Services
Additional Services and additional reimbursable expenses approved in advance by the Client will be compensated
on an hourly basis at the rates indicated below, or as otherwise agreed upon, and reimbursed monthly as they are
incurred.
Donal Simpson
$165
Richard Leisner
$125
Allan Zreet
$125
David Knowles
$70
Julie Luther
$55
David Daughtry
$50
Rates for other Consultant or sub -consultant staff will be provided, if staff other than those indicated above are
required for approved additional services.
The Consultant will be entitled to Additional Services compensation for additional costs and expenses incurred as a
result of the Client regarding extensions of the Schedule as indicated in Attachment B.
Lubbock International Airport Corridor Landscape Project Attachment C - Compensation Page I of 1