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HomeMy WebLinkAboutResolution - 2791 - Contract-Lohmann Golf Design Inc-Reno & Improvements, Meadowbrook Golf Course - 03/24/1988JWF:dw RESOLUTION Resolution #2791 March 24, 1988 Item 26 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 Lohmann Golf Design, Inc., for professional architectural design services for renovation and improvements on Meadowbrook Golf Course, City of Lubbock, Lubbock County, Texas, attached herewith, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 24th day of MArrh , 1988. B. C. McMINN, MAYOR oyd, City Secretary APPROVED AS TO CONTENT: Rita Harmon, Assistant City Manager for Public Safety and Services APPROVEWS TO AORM: J. Wo Fullingim, Assistan Attor tv Resolution #2791 THIS CONTRACT IS SUBJECT TO ARBITRATION CONTRACT FOR PROFESSIONAL ARCHITECTURAL SERVICES This agreement is made the 24th day of March, 1988, by and between the City of Lubbock, a home rule municipal corporation located in Lubbock County, Texas, herein called "OWNER" and Lohmann Golf Design, Inc., Crystal Lake Illinois, herein called "ARCHITECT". The Owner intends to construct the following (describe the project): Master Planning and renovation of selected segments to Meadowbrook Municipal Golf Course for a fee not to exceed a maximum of SIXTY-TWO THOUSAND AND N0/100 ($62,000.00) DOLLARS herein called "PROJECT". The Owner and the Architect in consideration of the mutual covenants herein set forth agree as follows: I. o LOCATION OF THE WORK A general description of where the work is to be done is as follows: Work is to be performed at Meadowbrook Municipal Golf Course. II. SCOPE OF SERVICES The services to be performed by the Architect for Owner are as follows: (1) Long Range Master Plan. (2) Working drawings, specifications and bid documents for: (a) practice,green; (b) drainage along and adjacent to existing water way; (c) bridges; (d) golf hole designs to include: 3 greens, 8 tees, and 3 fairways. III. MATERIALS TO BE FURNISHED BY OWNER Owner shall furnish to the Architect the data, maps, plats, etc. as set forth below: (A) Current aerial photographs of the golf course. (B) An accuate boundary survey showing easements and right - of -way. (C) All available information as to underground utilities, irrigation, and drainage lines. (D) Any and all other maps, drawings, records, audits, annual reports and other data that are available in the files of the OWNER and which may be useful in the work involved under this agreement. IV. CHANGES IN AGREEMENT Owner may desire Architect to render services in addition to that provided for by the express intent of the agreement. This will be considered as Extra Work subject to an agreement change order, supplemental to this agreement, setting forth the nature and scope thereof, and compensation therefor as determined by mutual agreement between Architect and Owner. Work under such Change Order shall not proceed until approved and authorized by the City. -2- V. INSPECTIONS Architect shall make such periodic inspections at the work site as Owner deems necessary to assure that the work is being done in compliance with the Contract Documents covering the Project. The Owner's Representative for the project is Scott Snider, Golf Supervisor. Architect shall report any deficiencies in compliance with such contract documents, or any defects in construction observed by the Architect immediately to the Owner's Representative for appropriate action to remedy such deficiencies or defects. VI. TRENCHING SAFETY In addition to the services provided by the Architect for the Owner as set forth in Section II above, in case there is to be excavation done in connection with the Project the Architect shall determine if there is to be any trench excavations which will exceed a depth of five feet, and if there are any such trench excavations which shall exceed five feet in depth, then Architect shall include in the bid documents and the Contract for the project construction detailed plans and specifications for trench safety systems that meet occupational Safety and Health Administration Standards, and these plans and specifications must include a pay item for these same safety systems in accordance with Article 1015Q, Vernon's Annotated Civil Statutes of Texas. The Architect shall require of the Contractor on the Project a -3- safety program for a trench system in accordance with Article 2368A.6., Vernon's Annotated Civil Statues of Texas. VII. REIMBURSEMENT FOR EXPENSES Owner shall reimburse the Architect within thirty (30) days after being billed for the following expenses: Photocopies, plan copies for specifications, telephone, telegraph at invoice cost only. Such expenses are estimated not to exceed a total amount of $1,000.00. If Architect determines that a given expense will result in such expenses exceeding said total amount of $1,000.00, then Architect shall obtain the written approval of Owner's Representative before incurring such given expense. Architect will not be entitled to such given expense reimbursement without such written approval from the Owner's Representative. VIII. COMPENSATION FOR SERVICES The compensation for services by Architect for Owner shall be in accordance with the schedule and not to exceed the maximum amounts as proposed by the Architect and approved by the Owner, copy of which is attached hereto as "Exhibit All and made a part hereof for all purposes. IX. INSURANCE Architect shall carry such Workers' Compensation Insurance and Public Liability Insurance as necessary to protect the Architect in the carrying out of the services under this agreement. -4- X. ARBITRATION All questions of dispute under this Agreement shall be submitted to arbitration at the request of either party to the dispute. The parties may agree upon one arbitrator, otherwise, there shall be three; one named in writing by each party and the third chosen by the two arbiters selected; or if the arbiters fail to select a third within ten (10) days, he shall be chosen by the District Judge, 72nd District of Texas. Each arbiter shall be a resident of the City of Lubbock. Should the party demanding arbitration fail to name an arbiter within ten (10) days of the demand, his right to arbitrate shall lapse, and the decision of the Owner's Representative shall be final and binding on him. Should the other party fail to choose an arbiter within ten (10) days, the Owner's Representative shall appoint such arbiter. Should either party refuse or neglect to supply the arbiters with any papers or information demanded in writing, the arbiters are empowered by both parties to take Ex Parte Proceedings. The arbiters shall act with promptness. The decision of any two shall be binding on both parties to the contract, unless either or both parties shall appeal within ten (10) days from date of the award by the arbiters, and it is hereby agreed that each party shall have the right of appeal and all proceedings shall be according to and governed by Arbitration Statues of Texas, being Article 224, et seq., Vernon's Annotated Civil Statues. THE DECISION OF THE ARBITERS UPON ANY QUESTION -5- SUBMITTED TO ARBITRATION UNDER THIS CONTRACT SHALL BE CONDITION PRECEDENT TO ANY RIGHT OF LEGAL ACTION. The arbiters, if they deem the case demands it, are authorized to award the party whose contention is sustained, such sums as they deem proper for the time, expense and trouble incident to the appeal, and if the appeal was taken without reasonable cause, they may award damages for any delay occasioned thereby. The arbiters shall fix their own compensation, unless otherwise provided by agreement, and shall assess the costs and charges of the arbitration upon either or both parties. The award of the arbiters must be made in writing and shall not be open to objection on account of the form of proceedings or award. XI. TIME OF COMPLETION The Architect shall complete the work contemplated by this agreement within 240 days after being given written notice to proceed by Owner's Representative. A reasonable extension of time for completion may be granted by the Owner upon written request therefor in case of delay through no fault of the Architect, or in case of delay by inclement weather affecting ability to do the work, or delay by strikes, insurrections, civil disorders, acts of war, acts of God, public calamities, or other factors over which Architect has no control. XII. APPLICABLE LAW Laws of the State of Texas shall govern the operation, application, and construction of this Contract. XIII. SPECIAL PROVISIONS Special provisions applicable to this agreement (if any) are as follows: None. Executed as of the date first above written. cF7—w,&,✓h T6 - Type Name of Architect or Arch' ctu al Firm eQ BY: 2 ITS-.- (Title TS:(Title or P sition) OWNER: CITY OF LUBBOCK BY:14 gl S. C. McM NN, MAYOR ._,.. A ST: -Ra tte Boyd, City §ecremry A,P.PRROVED/SAS TO CONTENT: Rita Harmon, Assistant City Manager for Public Safety and Services APPRO ED S TO FORM: , * (�* � A�-4 J. Wkith Fullingim, Assist t City Atto ey -7- F 4 _ HUGO REED AND ASSOCIATES, INC. I- 1210 Avenue Q / Lubbock, Texas 79401 / 806/763-5642 71 -- LAND SURVEYORS Tommie E. Anderson, R.P.S., President CIVIL ENGINEERS Bernard J. Grade[, Jr., P.E., R.P.S. David Goyette, Mgr. Robert L. Smith, R.P.S. Charles M. Rothwell, P.E. Daniel E. Martinez, R.P.S. Norris Stevens, R.P.S. March 11, 1988 Mr. Scott Snyder, Superintendent Meadowbrook Golf Course P.O. Box 2000 Lubbock, Texas 79459 Re: Proposal for improvements to Meadowbrook Golf Course. Dear Scott: This letter is to inform you that Mr. Bob Lohmann of Lohmann Golf Designs, Inc. intends to retain Hugo Reed and Associates, Inc., to provide professional engineering and survey services for the proposal for improvements to the Meadowbrook Golf Course. Hugo Reed and Associates will provide the following services: 1. Survey services as needed to determine location of trees, sprinkler heads and other improvements as required to prepare plans for work on the three greens, three fairways and eight tee boxes indicated in the proposal. 2. Engineering services to determine drainage facilities requirements. 3. Provide review assistance in the preparation of the grading plan by Lohmann Golf Designs, Inc.. 4. Provide local representation during the design and construction phases of the contract for Lohmann Golf Designs, Inc. under the direction of Mr. Bob Lohmann. This service will be provided on an on call, as needed basis as agreed to by the City of Lubbock and Lohmann Golf Designs, Inc.. Enclosed with this letter please find a company brochure and an hourly rate sheet for Hugo Reed and Associates, Inc., as per Mr. Lohmann's request. We are looking forward to the opportunity of working with the City of Lubbock on 4.0" this project and should you have any questions about these submittals, please contact me. Sincerely, Bernard J. Gradel , Jr., P.E. Vice - president P k c HUGO REEO AND ASSOCIATES, INC. 1210 Avenue d 1 Lubbock, Texas 79401 / 8061763-5642 ILI LAND SURVEYORS Tommie E. Anderson, R.P.S., President CIVIL ENGINEERS Bernard J. Gradel, Jr., P.E., R.P.S. David Goyette, Mgr. Robert L. Smith, R.P.S. Charles M. Rothwell, P.E. Daniel E. Martinez, R.P.S. !� Norris Stevens, R.P.S. SCHEDULE OF RATES AND CHARGES FOR ADDITIONAL SERVICES PERSONNEL RATE PER HOUR Three man crew .............................................. ***.......... $ 80.00 Two man crew............................................................. 70.00 Principal................................................................ 85.00 Officer ............................................ ..................... 65.00 Registered Public Surveyor or Professional Engineer ...................... 60.00 Engineer Associate.......................................0............... 40.00 Senior Engineer Associate......... ..................................... 45.00 Party Chief.............................................................. 35.00 Draftsman................................................................ 35.00 Senior Draftsman......................................................... 40.00 '- REIMBURSABLE EXPENSES (If not negotiated with contract) 1. Travel from office at $0.30 per mile, or at actual out-of-pocket cost, plus •- time at above rates for both ways. 2. Actual cost of subsistence and lodging. 3. Actual cost of long-distance telephone calls; telegrams, express charges, and postage other than ordinary first-class. 4. Actual cost of materials required for the job and allied activities, including printing and reproduction costs. r 5. Actual cost of special tests and services of special consultant. These services will receive prior approval by Owner. %." December 3, 1987 800 McHenry Avenue, Suite H Crystal Lake. Illinois 60014 815 455-0445 i March 11, 1988 - I I Mr. -Scott Snider Meadowbrook Golf Course MacKenzie State Park Lubbock, TX 79457 Dear Scott: Thank you for asking me to present this proposal for the design and renovation of existing segments of Meadowbrook Golf Course. Following is an outline of services that Lohmann Golf Designs, Inc. will perform for the work to include: 1. Long Range Master Plan for 36 holes 2. Working drawings, specifications, and bidding documents for: a. practice putting green b. drainage along and adjacent to existing waterway C. self-contained restrooms (2) d. cart paths throughout entire golf course and around clubhouse e. bridges f. golf hole designs to include: 3 greens 8 tees 3 fairways 3. Inspection during construction period from Sep er.1 -r 10 1988 thru Dec__Zber 1, 1388. _. SCOPE OF SERVICES Master Plan 1. Consultation with golf committee to discuss grojert require- ments, design criteria, budgets, and schedules. 2. Prepare !-.se sheets and complete site analysis. 3. Prep: -= peogram statement describing goals and. objectives of the project. 4. Meeting with Goff Committee to inventory the existing golf course condition6 and discuss the Program Statement. American Society of Golf Course Architects American Society of Landscape Architects Mr. Scott Snider Page 2 March 11, 1988 5. Prepare initial design studies showing all recommended improvements to the golf course. 6. Prepare preliminary quantity and cost estimates for proposed improvements. 7. Following delivery of initial study, meet with Golf Committee to present and discuss design recommendations. 8. Prepare revised and alternate design studies based on input from Golf Committee leading to a recommended solution. 9. Prepare and present a final conceptual plan. 10. Prepare a report describing design concepts, preliminary quantity and cost estimates, construction materials and methods, phasing and time schedules, and final recommendations. 11. Prepare plans of individual golf hole analysis on 8 1/2" x 11" sheets at a scale of 1" = 200'. 12. Prepare a final plan, rendered in color for presentation, at a scale of 1" = 200'. Construction Documents 1. Prepare and provide topographic information for the entire site at a scale of 1" = 200' with a 1' contour interval. 2. Complete field survey and collection of base data for areas to be improved. 3. Prepare base sheets from field notes and other information to include all existing conditions in work areas (contours, plantings, drainage, irrigation, cart paths, etc.) 4. Analyze flow rates and volumes of existing waterway and provide drainage solutions to allow waterway to be crossed following 2" rain. 5. Prepare working drawings acceptable for formal bidding for all work to includes a. Layout Plan - to establish control points to be used during construction. b. Clearing Plan - to show removal of designated trees, shrubs, etc. Mr. Scott Snider Page 3 March 11, 1988 C. Grading and Drainage Plan - to show cuts and fills for tees, greens, fairways, and waterways and to show subsurface drainage where necessary. d. Green Detail Plan - enlarged detail of grading of each putting green to be renovated. e. Irrigation Plan - to show water line locations, type and size of pipe, location of sprinklers, valves, wires, controls, etc. f. Grassing Plan - to show types of seed, stolons and sod to be used in specific areas. g. Cart Path Plan - to show location of all cart paths and maintenance roads including enlarged detailed plan of cart paths around clubhouse. h. -Construction Detail -Plan - to show graphically how the work is to be performedinterms of material, size, and relationship according to USGA standards. 6. Prepare specifications necessary for construction of the work. 7. Assist the City of Lubbock in preparation of the bidding documents. 8. Prepare detailed quantity and cost estimates. 9. Provide Owner with one set of reproducible mylars of working drawings. Construction Phase 1. Attend pre-bid meeting to explain project requirements and answer any questions that potential contractors may have. 2. Prepare construction schedules identifying start and completion dates of all phases of the work. 3. Prepare contracts between the Contractors and Owner for the scope of work to be completed. 4. Inspect staking by Contractor for grading, drainage, irrigation, and cart paths. 5. During construction, we shall make ourselves available for any required interpretation of the plans and specifications. This shall not imply that we will be on the job site at all times, but we will be on call to meet with the•Owner or Contractor within a reasonable length of time. Mr. Scott Snider Page 4 March 11, 1988 6. Make periodic inspections to insure all construction is implemented according to the plans and specifications. Principal Golf _Course Architect - 2 full-day visits Staff Golf Course Architect - b full-day visits Staff Engineer - 10 half-day visits 7. We will check andapprovematerial samples, construction_ schedules, and other submissions for conformance with the design concept of the project, and for compliance with the information given in the contract documents. 8. We will prepare, check costs, and issue change orders as needed covering contract modifications. 9. We will verify the Contractor's application for payment and issue certificates authorizing such payments. 10. Wewillsumarize construction activities in the form of a'construction report. 11. We will mark the outlines of the greens, bunkers, tees, and fairways before grassing operations begin. 12. We will prepare Drawings of Record showing the work as it is completed on mylars that the City of Lubbock will retain for future reference. Work Elements Not Included I. Permit and Plan Review Fees - all permits and plan review fees payable to regulatory agencies shall be paid for by the owner. Should the Architect pay such fees to expedite approvals, the Architect shall be reimbursed by the Owner. 2. Preparation For and Appearance in Litigation in behalf of the Owner where such litigation is not through fault of the Architect - any services of this type shall be provided by an amendment to this agreement or through separate agreement with the Owner. Owner's Responsibilities It is mutually understood and agreed that the Owner will furnish, as required for the work and not at the expense of the Architect, the following items: Mr. Scott Snider Page 5 March 11, 1988 Owner's Responsibilities Continued: A. Current aerial photograhs of the golf course. B. An accurate boundary survey showing easements and right-of- ways. C. All available information as to underground utilities, irrigation lines and drainage lines. D. Any and all other maps, drawings, records, audits, annual reports, and other data that are available in the files of the Owner and which may be useful in the work involved under this agreement. Fee Basis !; The indicated services shall be provided on a guaranteed lump sum maximum of Sixty -Two Thousand Dollars ($62,000) Topography map $ 7,500 Long range master plan 17,920 Estimated travel expenses (Master Plan) 2,500 Construction documents 23,250 Construction Phase (Inspection & Layout) Principal Golf Course Architect - 2 days @ $520 1,040 8 hrs. @ $65 520 Estimated travel expenses 900 Staff Golf Course Architect 7 days @ $360 2,520 30 hrs. @ $45 1,350 Estimated travel expenses 2,700 Engineer Consultant 40 hrs. @ $45 11800 Total Maximum $62,000 This fee may not be increased unless a contract amendment increases the scope of the work. The Owner shall make monthly payments to the Architect for services performed in the preceding month in proportion to the amount of architectural services completed. The Architect will provide supporting documentation for such progress payments as requested by the Owner. Interest charges of 1.75% per month will be added to the unpaid balance remaining after a thirty (30) day period following billing. Mr. Scott Snider Page 6 March 11, 1988 For any additional work other than as outlined above, the fee will be based on the following hourly rates: Principal Golf Course Architect - $65/hr. - $520/day Staff Golf Course Architect - $45/hr. - $360/day Engineering rate sheet shall be provided by Hugo Reed and -Associates, Inc., which will ,provide consulting engineering services for us on this project. The Architect will be reimbursed by the Owner for reimbursable expenses. The following items may be billed to the Owner at actual cost without markup: blueprints, Xerox copies, photostats and other reproductions. Invoices shall be as to type, size, unit and total cost and substantiated by receipted invoices when available. Cost of telegrams or long distance telephone calls, if any, relative to the project shall be detailed to indicate points of communication, rate and total cost and billed to the Owner. Changes 1. The Owner may, at any time, by written order make changes !. within the general scope of this agreement in the services for work to be performed. If such changes cause an increase or decrease in the Architect's cost of, or time required for, performance of any services under this agreement, whether or not changed by an order, an equitable adjustment shall be made and this agreement shall be modified in writing accordingly. Any claim of the Architect for adjustment under this clause must be asserted in writing within thirty (30) days from the date of receipt by the Architect of the notification of change unless the Owner grants,a further period of time before the date of final payment under this agreement. 2. No services for which an additional compensation will be charged by the Architect shall be furnished :without the written authorization of the Owner. This proposal will remain in effect for 30 days. This agreement may be terminated by either party upon written notice should the other party fail substantially to perform in accordance with its terms through.no fault of the party initiating the termination. . Mr. Scott Snider Page ? March 11, 1988 This agreement may be terminated by the Owner upon written notice to the_Architect in the event that the project is permanently abandoned. In the event of termination, the Architect shall be compensated for all services performed to the termination date. The Architect will furnish three (3) sets each of the Master Plan, the individual golf hole analysis, and the report. The Architect will furnish one (1) colored rendering for presentation. If the above meets with your approval, kindly sign and return one copy. Thanks again for the opportunity to present this proposal, and if you have any questions, please call me. Respectfully submitted, LO#J4ANN GOLF DESIGNS, INC. Robert M. Lohmann President RML/cit _Accepted by: Name Date Title