R-2018-5130 - 1/25/2018 RESOLUTION NO. R-2018-5130
WHEREAS, the City of Round Rock desires to retain professional architectural services and
design services related to the construction of a new City of Round Rock Public Library, and
WHEREAS, PGAL, Inc. has submitted an Agreement for Architectural Services
("Agreement") and Supplemental Agreement No. 1 to provide said services, and
WHEREAS, the City Council desires to enter into said Agreement and Supplemental
Agreement No. 1 with PGAL, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Architectural Services for City of Round Rock Public Library Project and Supplemental
Agreement No. 1 with PGAL, Inc., a copy of same being attached hereto as Exhibit "A" and
incorporated herein for all purposes.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 25th day of January, 2018.
CRAIG ORGA ayor
City of kound R , Texas
ATTEST:
SARA L. WHITE, City Clerk
0112.1804;00393445
EXHIBIT
"A„
City of Round Rock Agreement
for Architectural Services for
City of Round Rock
Public Library Project
With
PGAL, Inc.
AGREEMENT made as of the U day of the month of January in the year Two Thousand
Eighteen(2018).
BETWEEN the Architect's client identified as the City or the Owner:
City of Round Rock
221 East Main Street
Round Rock,Williamson and Travis Counties,Texas 78664
and the Architect:
PGAL,Inc.
3030 LBJ Freeway, Suite 1220
Dallas,Texas 75234
For the following Project:
Professional architectural services and design services related to the construction of a new City of Round Rock
Public Library.
Professional services for this Project shall include but not be limited to, Schematic Design, Design Development,
Construction Documents,Bidding Phase and Construction Observation.
The Owner and the Architect agree as follows:
ARTICLE 1.1 INITIAL INFORMATION
1.1.1 This Agreement is based on the following information and assumptions.
The Architect shall furnish the delineated services, including but not limited to meeting with the Owner's
representatives and others designated by the Owner to determine needs and requirements; rendering professional
consultation and advice; furnishing all necessary design and contract administration services for the referenced
Project;and providing other specialized services.
Architectural services shall include the submittal of plans for Texas Accessibility Standards(TAS)review, which is
a requirement of federal law to comply with the ADA if the construction budget exceeds$50,000. Owner shall pay
the fees related to the submittal of plans for TAS review.
1.1.2 PROJECT PARAMETERS
1.1.2.1 The objective or use is:
The referenced Project consists of professional planning,design,and construction services related to the following:
00393196/ss2
Construction of a new City of Round Rock Public Library consisting of an approximately sixty thousand (60,000)
square foot facility and a parking garage to accommodate approximately three hundred(300)vehicles.
1.1.2.2 The physical parameters are:
The Project is to be located on City-owned property at North Mays Street adjacent to the south bank of Brushy
Creek in Round Rock,Texas.
1.1.2.3 The Owner's Program is:
The program of development shall include but not be limited to the following elements: Confirm Project Program
and Space Requirements, Schematic Design Phase, Design Development Phase, Construction Documents Phase,
Bidding Phase and Construction Administration Phase. The tasks performed as a part of each element shall be as
stated in Exhibit "A" attached hereto and incorporated herein for all purposes. The parties agree that elements or
portions thereof, may be omitted by the Owner for reasons including meeting the Project budget and Project
requirements.
Schedule
Initial proposed schedule for the Project is incorporated in the Scope of Services attached as Exhibit"A."
The Architect will maintain a detailed project schedule in Microsoft Project or in an alternative format
approved by the Owner throughout the duration of the Project which will be attached as Exhibit "A" and
incorporated herein for all purposes.
1.1.2.4 The financial parameters are as follows:
1. The Fee Schedule relative to this Agreement is set forth in Exhibit "A," incorporated herein for all
purposes,and is as follows:
A. Professional Services
In consideration for the professional services to be performed by the Architect, the Owner agrees
to pay the Architect a total sum not to exceed Two Million Five Hundred Fifty-Three Thousand
and no/100 Dollars($2,553,000.00). Said sum is a fixed not-to-exceed amount,and shall be paid
as delineated in the attached Exhibit "A" which is incorporated herein by reference for all
purposes. Such not-to-exceed sum includes amounts paid for Architect's services; for consultant
fees for MEP engineers,structural engineers,civil engineers,and ADA consultants as needed.
B. Reimbursable Expenses Allowance
Payment for reimbursable expenses, including administrative charges and out-of pocket expenses,
shall not exceed the maximum sum of Eighty-Five Thousand and no/100 Dollars ($85,000.00),
and such amount is not included in the not-to-exceed total fee for Professional Services of
$2,553,000.00. Reimbursable expenses shall be paid as set forth herein and as in Exhibit"B."
Travel reimbursements may be made for meals,travel,lodging as follows:
(1) all travel shall be in coach and not in business class;
(2) toll road charges if provided with documentation of the date and time the toll charges were
incurred;
(3) lodging shall be in a standard room in a hotel located within Round Rock's City limits;and
(4) meals shall be reimbursed at an amount not-to-exceed$50.00 per day. This amount includes
tips.
2
Travel reimbursements shall only apply to travel in excess of forty (40) miles. Architect is
responsible for providing all receipts to Owner for the reimbursement of items set forth above.
Receipts shall be provided to the Owner within sixty(60) days of the expenditure to qualify for
reimbursement and shall provide enough detail for the Owner to determine the requested
reimbursements meet the criteria set forth herein. It shall be in the sole discretion of the Owner to
determine if expenses submitted by Architect are reasonable and qualify for reimbursement
pursuant to the terms of the Agreement.
Cost of personal entertainment, amusements, alcoholic beverages,traffic citations,personal items
or illegal activities will not be reimbursed. Expenses due to vacations or personal trips in
conjunction with travel are not reimbursable. Adequate travel time is allowed,but travel expenses
are not paid for absences not required by Owner business.
C. Additional Services
Additional services are defined as any services not included as part of the scope of work of the
project including revisions to previously-approved plans that necessitate additional work for the
Architect, substantive changes in Project scope, or additional work necessitated by unknown or
reasonably unforeseen circumstances. The parties expressly agree that "Additional Services" as
described in Exhibit "A" may be performed at the sole request of the Owner in an amount not-to-
exceed One Hundred Thousand and No/100 Dollars ($100,000.00). The Additional Services
amount is not included in the not-to-exceed total fee for Professional Services of$2,553,000.00.
Any additional services not included in the $100,000.00 contingency shall be performed under a
supplemental agreement negotiated at a time subsequent to this Agreement.
1.1.2.5 The time parameters are:
Services hereunder shall commence within ten(10) days upon receipt by the Architect of a Notice to Proceed from
the Owner. Completion date shall be agreed upon by Owner and Architect and shall be incorporated in Exhibit"A."
Other time parameters or adjustments to time parameters may be determined at a later date by mutual agreement of
the parties.
1.1.2.6 The proposed procurement or delivery method for the Project is: Competitive Sealed Proposal.
Professional services such as architectural/engineering will be engaged by negotiated contract.
1.1.3 PROJECT TEAM
1.1.3.1 The Owner's Designated Representatives are:
Laurie Hadley,City Manager
City of Round Rock
221 East Main Street
Round Rock,Texas 78664
Richard Will,Project Manager
General Services Department
City of Round Rock
212 Commerce Boulevard
Round Rock,Texas 78664
3
1.1.3.2 The Owner's consultants and contractors are:
Architect of Record/Prime Firm:
PGAL,Inc.
Consultants:
To be submitted to Owner and approved by Owner.
1.1.3.3 The Architect's Designated Representative is:
PGAL,Inc
Jeff D.Bulla,AIA,LEED AP
3030 LBJ Freeway, Suite 1220
Dallas,Texas 75234
1.1.3.4 The consultants retained at the Architect's expense shall be submitted to and approved by Owner.
1.1.4 Duties, responsibilities and limitations of authority of the Architect shall not be restricted, modified or
extended without written agreement of the Owner and the Architect.
1.1.5 It is expressly understood and agreed by and between the parties hereto that any alteration in schedule,
compensation and Change in Services shall be effected only by Supplemental Agreement hereto. Any such
Supplemental Agreement to this Agreement must be duly authorized by appropriate City Council or City Manager
action.
ARTICLE 1.2 RESPONSIBILITIES OF THE PARTIES
1.2.1 The Owner and the Architect shall fully cooperate with one another to fulfill all of their respective
obligations required under this Agreement. Both parties shall endeavor during the full term hereof to maintain good
working relationships among all members of the Project team.
1.2.2 OWNER
1.2.2.1 Unless otherwise provided under this Agreement, the Owner shall provide full information in a timely
manner regarding requirements for and limitations on the Project.
1.2.2.2 The Owner shall establish and periodically update the budget for the Project, including that portion
allocated for the Cost of the Work,the Owner's other costs,and reasonable contingencies related to all costs.
1.2.2.3 The Owner's Designated Representatives identified in Paragraph 1.1.3.1 shall be authorized to act on the
Owner's behalf with respect to the Project. The Owner or Owner's Designated Representatives shall render
decisions in a timely manner pertaining to documents submitted by the Architect in order to avoid unreasonable
delay in the orderly and sequential progress of the Architect's services.
1.2.2.4 The Owner may furnish the services of consultants other than those designated in Paragraph 1.1.3.2 or
authorize the Architect to furnish them as a Change in Services when such services are requested by the Architect
and are reasonably required by the scope of the Project or a change in the scope of the Project. Any service
furnished by the Architect at the Owner's request must be approved by the Owner.
1.2.2.5 Unless otherwise provided in this Agreement, and if requested in writing, the Owner shall furnish or pay
for tests, inspections and reports required by law or the Contract Documents, such as structural, mechanical, and
chemical tests,tests for air and water pollution,and tests for hazardous materials.
4
1.2.2.6 The Owner shall furnish all legal, insurance and accounting services, including auditing services, which
may be reasonably necessary at any time for the Project to meet the Owner's needs and interests.
1.2.2.7 Each party shall provide prompt written notice to the other if either becomes aware of any fault or defect in
the Project,including any errors,omissions or inconsistencies in the Architect's Instruments of Service.
1.2.2.8 The Owner will furnish building permits without charge. Electrical, plumbing and other trade permits will
be the responsibility of the construction contractor. Any charges which may be assessed for tap fees will be paid by
the Owner and are not to be included by the Architect in the specifications for the Project.
1.2.2.9 Owner agrees to pay the actual costs of review fees associated with Texas Building Accessibility reviews,
reviews by other authorities having jurisdiction,and any other required filing fees.
1.2.2.10 The Owner will provide the Architect with miscellaneous items such as the Project Facility Program, one
digital copy of the City of Round Rock General and Supplementary Conditions for Building Construction, Wage
Rates, Contract and Bond Forms, and such other information and materials as may be necessary and practicable for
the orderly and expeditious progress of the work and the awarding of the construction contract. To the extent
practicable,these documents shall be utilized in the preparation of the construction documents.
1.2.2.11 The Owner will provide timely review and response to inquiries in order to maintain an orderly progression.
1.2.2.12 Any information related to design standards and Owner-furnished equipment specifications not provided
pursuant to Section 1.2.2.10 above and desired by the Architect from the Owner must be requested by the Architect
in writing during the initial Phase of the Project.
1.2.3 ARCHITECT
1.2.3.1 The services performed by the Architect,the Architect's employees and the Architect's consultants shall be
as enumerated in Article 1.4 and as enumerated elsewhere herein, in attached and accompanying documents, in
supplemental documents,and in related documents.
1.2.3.2 The Architect's services shall be performed as expeditiously as is consistent with professional skill and care
and the orderly progress of the Project. The Architect shall submit for the Owner's approval a detailed schedule in
Microsoft Project or an approved alternative format for the performance of the Architect's services which initially
shall be consistent with the time periods established in Exhibit "A" and which may be adjusted, if necessary and
approved by the Owner,as the Project proceeds.This schedule shall include allowances for periods of time required
for the Owner's review, for the performance of the Owner's consultants, and for approval of submissions by
authorities having jurisdiction over the Project. Time limits established by this schedule approved by the Owner
shall not,except for reasonable cause,be exceeded by the Architect or the Owner.
1.2.3.3 The Architect's Designated Representative identified in Paragraph 1.1.3.3 shall be authorized to act on the
Architect's behalf with respect to the Project.
1.2.3.4 The Architect shall maintain the confidentiality of information specifically designated as confidential by the
Owner, unless withholding such information would violate the law, create the risk of significant harm to the public
or prevent the Architect from establishing a claim or defense in an adjudicatory proceeding. The Architect shall
require of the Architect's consultants, similar agreements to maintain the confidentiality of information specifically
designated as confidential by the Owner.
1.2.3.5 Except with the Owner's knowledge and written consent, the Architect shall not engage in any activity, or
accept any employment, interest or contribution that would reasonably appear to compromise the Architect's
professional judgment with respect to this Project or compromise the performance of the approved schedule for this
Project.
5
1.2.3.6 The Architect shall review laws,codes, and regulations applicable to the Architect's services. The Architect
shall respond in the design of the Project to requirements imposed by governmental authorities having jurisdiction
over the Project.
1.2.3.7 The Architect shall be entitled to reasonably rely on the accuracy and completeness of services and
information furnished by the Owner. Each party shall provide prompt written notice to the other if either becomes
aware of any errors,omissions or inconsistencies in such services or information.
ARTICLE 1.3 TERMS AND CONDITIONS
1.3.1 COST OF THE WORK
1.3.1.1 The Cost of the Work shall be the total cost or,to the extent the Project is not completed,the estimated cost
to the Owner of all elements of the Project designed by the Architect.
1.3.1.2 The Cost of the Work shall include the cost at reasonable current market rates of labor and materials
furnished by the Owner and equipment designed, specified, selected or specially provided for by the Architect,
including the costs of management or supervision of construction or installation provided by a separate construction
manager or contractor,for the Contractor's overhead and profit.
1.3.1.3 The Cost of the Work does not include the compensation of the Architect and the Architect's consultants,
the costs of the land,rights-of-way and financing or other costs that are the responsibility of the Owner.
1.3.2 INSTRUMENTS OF SERVICE
1.3.2.1 Drawings, specifications and other documents, including those in electronic form, prepared by the
Architect and the Architect's consultants are Instruments of Service for use solely by the Owner. All of the
Architect's designs and work product under this Agreement, including but not limited to Tracings, Drawings,
Estimates, Specifications, Investigations, Studies and other documents, shall be the property of the Owner, to be
used as the Owner desires; by execution of this Agreement and in confirmation of the fee for services to be paid
under this Agreement,the Architect hereby conveys,transfers and assigns to the Owner all rights under the Federal
Copyright Act of 1976 (or any successor copyright statute), as amended, all common law copyrights and all other
intellectual property rights acknowledged by law in the Project designs and work product developed under this
Agreement. Copies may be retained by the Architect. The Architect shall be liable to the Owner for any loss or
damage to any such documents while they are in the possession of or while being worked upon by the Architect or
anyone connected with the Architect,including agents,employees,consultants or subcontractors. All documents so
lost or damaged shall be replaced or restored by the Architect without cost to the Owner.
1.3.2.2 Upon execution of this Agreement, the Architect grants to the Owner permission to reproduce the
Architect's Instruments of Service for purposes of constructing,using and maintaining the Project,provided that the
Owner shall comply with all obligations, including prompt payment of all sums when due, under this Agreement.
The Architect shall obtain similar permission from the Architect's consultants consistent with this Agreement.
Upon termination of the Agreement, the Owner is permitted to authorize other similarly credentialed design
professionals to reproduce and,where permitted by law,to make changes,corrections or additions to the Instruments
of Service for the purposes of completing,using and maintaining the Project or additional projects.
1.3.2.3 The Owner shall not assign, delegate, sublicense, pledge or otherwise transfer any permission granted
herein to another party without the prior written agreement of the Architect. However,the Owner shall be permitted
to authorize the Contractor, Subcontractors, Sub-subcontractors and material or equipment suppliers to reproduce
applicable portions of the Instruments of Service appropriate to and for use in their execution of the Work.
Submission or distribution of Instruments of Service to meet official regulatory requirements or for similar purposes
in connection with the Project is permitted. Any unauthorized use of the Instruments of Service shall be at the
Owner's sole risk and without liability to the Architect and the Architect's consultants.
6
1.3.2.4 Prior to the Architect providing to the Owner any Instruments of Service in electronic form or the Owner
providing to the Architect any electronic data for incorporation into the Instruments of Service, the Owner and the
Architect shall by separate written agreement set forth the specific conditions governing the format of such
Instruments of Service or electronic data, including any special limitations not otherwise provided in this
Agreement.
1.3.2.5 All plans and drawings will be prepared and submitted digitally by the Architect to the Owner for approval
on a minimum 24-inch by 36-inch format, with all lettering processed in ink or pencil and clearly legible when the
sheets are reproduced and reduced to half size.
1.3.2.6 Upon completion of the construction of the Project, the Architect shall, within thirty (30) calendar days
from receipt of final-as-built mark-ups from the contractor, deliver to the Owner the reproducible Record Drawings
and Record Specifications as described supplementally herein. In addition,the Architect shall submit originals of all
documents listed under Section 1.3.2.1 modified to actual as-built conditions as provided by the General Contractor.
1.3.2.7 The Architect shall have no liability for changes made to the drawings. Any such change shall be sealed by
the architect making that change and shall be appropriately marked to reflect what was changed or modified. To the
extent permitted by law, the Owner agrees to indemnify, defend and hold harmless the Architect for any claims,
damages, suits and loss of every kind and nature for the unauthorized re-use of the Architect's Instruments of
Service.
1.3.3 CHANGE IN SERVICES
1.3.3.1 Change in Services of the Architect, including services required of the Architect's consultants, may be
accomplished after execution of this Agreement, without invalidating the Agreement, if mutually agreed in writing.
It is expressly understood and agreed by and between the parties hereto that any alteration in schedule,
compensation and Change in Services shall be effected only by Supplemental Agreement hereto. Any such
Supplemental Agreement to this contract must be duly authorized by appropriate City Council or City Manager
action.
1.3.4 MEDIATION
1.3.4.1 Any claim,dispute or other matter in question arising out of or related to this Agreement shall be subject to
mediation. If such matter relates to or is the subject of a lien arising out of the Architect's services, the Architect
may proceed in accordance with applicable law to comply with lien notice or filing deadlines prior to resolution of
the matter by mediation.
1.3.4.2 The Owner and the Architect shall endeavor to resolve claims, disputes and other matters in question
between them by mediation. Request for mediation shall be filed in writing with the other party to this Agreement,
and mediation shall proceed in advance of legal or equitable proceedings, which shall be stayed pending mediation
for a period of 60 days from the date of filing,unless stayed for a longer period by agreement of the parties or court
order.
1.3.4.3 The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in the
place where the Project is located, unless another location is mutually agreed upon. Agreements reached in
mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof.
1.3.5 ARBITRATION
1.3.5.1 The Owner and the Architect hereby expressly agree that no claims or disputes between the Owner and the
Architect arising out of or relating to the contract documents or a breach thereof shall be decided by any arbitration
proceeding, including, without limitation, any proceeding under the Federal Arbitration Act(9 U.S.C. Section 1-14)
or any applicable state arbitration statute, except that in the event that the Owner is subject to an arbitration
proceeding related to the Project,the Architect consents to be joined in the arbitration proceeding if the Architect's
presence is required or requested by the Owner for complete relief to be accorded in the arbitration proceeding.
7
1.3.6 CLAIMS FOR CONSEQUENTIAL DAMAGES
1.3.6.1 The Architect and the Owner waive consequential damages for claims,disputes or other matters in question
arising out of or relating to this Agreement.This mutual waiver is applicable,without limitation,to all consequential
damages due to either party's termination in accordance with Section 1.3.8.
1.3.7 MISCELLANEOUS PROVISIONS
1.3.7.1 This Agreement shall be governed by the laws of the state of Texas, and venue shall lie in Williamson
County,Texas.
1.3.7.2 Causes of action between the parties to this Agreement pertaining to acts or failures to act shall be deemed
to have accrued and the applicable statutes of limitations shall commence to run not later than either the date of
Substantial Completion for acts or failures to act occurring prior to Substantial Completion or the date of issuance of
the final Certificate for Payment for acts or failures to act occurring after Substantial Completion. In no event shall
such statutes of limitations commence to run any later than the date when the Architect's services are substantially
completed.
1.3.7.3 To the extent damages are covered by property insurance during construction,the Owner and the Architect
waive all rights against each other. The Owner, as appropriate, shall require of the contractors, consultants, agents
and employees of any of them similar waivers in favor of the other parties enumerated herein.
1.3.7.4 Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in
favor of a third party against either the Owner or the Architect.
1.3.7.5 Unless otherwise provided in this Agreement,the Architect and the Architect's consultants shall have no
responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous
materials or toxic substances in any form at the Project site.
1.3.7.6 The Architect shall have the right to include photographic or artistic representations of the design of the
Project among the Architect's promotional and professional materials. The Architect shall be given reasonable
access to the completed Project to make such representations. However, the Architect's materials shall not include
the Owner's confidential or proprietary information.
1.3.7.7 If the Owner requests the Architect to execute certificates,the proposed language of such certificates shall
be submitted to the Architect for review at least seven (7) days prior to the requested dates of execution. The
Architect shall not be required to execute certificates that would require knowledge, services or responsibilities
beyond the scope of this Agreement.
1.3.7.8 The Owner and the Architect, respectively, bind themselves, their partners, successors, assigns and legal
representatives to the other party to this Agreement and to the partners,successors,assigns and legal representatives
of such other party with respect to all covenants of this Agreement.Neither the Owner nor the Architect shall assign
this Agreement without the written consent of the other.
1.3.7.9 All Exhibits to the Contract are incorporated herein as a part of the Contract. Any inconsistencies or
conflicts in Contract and Exhibits shall be resolved by giving preference to pages one (1) through nine (9) of the
Contract.
1.3.7.10. In accordance with Chapter 2270, Texas Government Code, a governmental entity may not enter into a
contract with a company for goods or services unless the contract contains written verification from the company
that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of this contract. The signatory
executing this Agreement on behalf of Architect verifies Architect does not boycott Israel and will not boycott Israel
during the term of this Agreement.
8
1.3.8 TERMINATION OR SUSPENSION
1.3.8.1 If the Owner fails to make payments to the Architect in substantial compliance with this Agreement, such
failure may be considered substantial nonperformance and cause for suspension of performance of services under
this Agreement. If the Architect elects to suspend services, prior to suspension of services, the Architect shall give
fifteen(15)days' written notice to the Owner. In the event of a suspension of services, the Architect shall have no
liability to the Owner for delay or damage caused the Owner because of such suspension of services. Before
resuming services, the Architect shall be paid all non-disputed sums due prior to suspension. The Architect's fees
for the remaining services and the time schedules shall be equitably adjusted.
1.3.8.2 In connection with the work outlined in this Agreement, it is agreed and fully understood by the Architect
that the Owner may cancel or indefinitely suspend further work hereunder or terminate this contract either for cause
or for the convenience of the Owner, upon fifteen(15)days' written notice to the Architect,with the understanding
that immediately upon receipt of said notice all work and labor being performed under this Agreement shall cease.
The Architect shall invoice the Owner for all work satisfactorily completed and shall be compensated in accordance
with the terms of this Agreement for all work accomplished prior to the receipt of said notice. No amount shall be
due for lost or anticipated profits. All plans, field surveys, maps, cross sections and other data, designs and work
related to the Project shall become the property of the Owner upon termination of this Agreement, and shall be
promptly delivered to the Owner in a reasonably organized form without restriction on future use. Should the
Owner subsequently contract with a new architect for continuation of services on the Project, the Architect shall
cooperate in providing information.
1.3.8.3 Nothing contained in Section 1.3.8.2 immediately above shall require the Owner to pay for any work which
is unsatisfactory as determined by the Owner's representative or which is not submitted in compliance with the
terms of this Agreement. The Owner shall not be required to make any payments to the Architect when the
Architect is in default under this contract, nor shall this section constitute a waiver of any right, at law or at equity,
which the Owner may have if the Architect is in default, including the right to bring legal action for damages or to
force specific performance of this Agreement.
1.3.9 PAYMENTS TO ARCHITECT
1.3.9.1 Payments on account of services rendered shall be made monthly upon presentation of the Architect's
statement of services.
1.3.9.2 Reimbursable Expenses,in an amount not to exceed$85,000.00, are not included in the not-to-exceed sum
for compensation for the Architect's professional services and include expenses incurred by the Architect and the
Architect's employees and consultants directly related to the Project,as described in 1.1.2.4.B.
1.3.9.3 Records of Reimbursable Expenses, of expenses pertaining to a Change in Services, and of services
performed on the basis of hourly rates or a multiple of Direct Personnel Expense shall be promptly provided to the
Owner or the Owner's authorized representatives.
1.3.9.4 Direct Personnel Expense is defined as the direct salaries of the Architect's personnel engaged on the
Project and the portion of the cost of their mandatory and customary contributions and benefits related thereto,such
as employment taxes and other statutory employee benefits, insurance, sick leave, holidays, vacations, employee
retirement plans and similar contributions.
ARTICLE 1.4 SCOPE OF SERVICES AND OTHER SPECIAL TERMS AND CONDITIONS
1.4.1 Enumeration of Parts of the Agreement. This Agreement represents the entire and integrated agreement
between the Owner and the Architect and supersedes all prior negotiations, representations or agreements, either
written or oral. This Agreement may be amended only by written instrument signed by both the Owner and the
Architect.This Agreement comprises the documents listed below.
1.4.1.1 Architectural Services Agreement between Owner and Architect.
9
1.4.1.2 Other documents as follows:
Exhibit"A" Proposal
Exhibit`B" Reimbursable Expense Allocation
"Supplemental Agreement No. 1"supplementing Architectural Services Agreement between Owner and Architect.
1.4.2 Special Terms and Conditions.Special terms and conditions that modify this Agreement are as follows:
Americans with Disabilities Act (ADA) and Texas Accessibility Standards (TAS) provide that it is a violation of
ADA/TAS to design and construct a facility for first occupancy later than January 26, 1993 that does not meet the
accessibility and usability requirements of the ADA/TAS except where an entity can demonstrate that it is
structurally impractical to meet such requirements. The Architect will use its best professional efforts to interpret
and meet applicable ADA/TAS requirements and other federal, state and local laws, rules, codes, ordinances and
regulations as they apply to the Project.
ARTICLE 1.5 COMPENSATION
1.5.1 Payments for services shall be made monthly, and where applicable, shall be in proportion to services
performed on the basis set forth in this Agreement and in format requested by the Owner.
1.5.2 Payments are due and payable thirty(30) days from the date of the Architect's invoice, or not later than the
time period required under the Texas Prompt Payment Act, whichever is later. Non-disputed amounts unpaid sixty
(60)days after the invoice date shall bear interest at the rate entered below,or in the absence thereof at the legal rate
prevailing from time to time at the principal place of business of the Architect.
Payments hereunder shall be made in accordance with the Prompt Payment Act.
This Agreement entered into as of the day and year first written above.
[Signatures on the following page.]
10
OWNER ARCHITECT
CITY OF ROUND ROCK,TEXAS PGAL,Inc.
Mayor,Craig Morgan
Date: Date: January 9, 2018
ATTEST:
By:
Sara L.White,City Clerk
FOR CITY,APPROVED AS TO FORM:
By:
Stephan L.Sheets,City Attorney
11
ARCHITECTURE:
rN bINFIMING
INTERIORS
PLANNING
January 4, 2018
.01
Letter of Proposal for Professional Architectural& Engineering Services for the
CITY OF ROUND ROCK PUBLIC LIBRARY
This Letter of Proposal is for professional architectural services by PGAL(the"Architect")
for the City of Round Rock(the"City"and"Owner")for the new Round Rock Public
Library— (the"Project").
1.o PROJECT SCOPE
1.1. The Project scope includes comprehensive needs assessment, program
t; -lel development,design and construction administration for a new Public Library
'0C.A Q:AT 0 H and Parking Garage to be Located on City property at North Mays Street adjacent
to the south bank of Brushy Creek.
1.2. The initial project information is established by the City's Statement of Work,
revised September 27, 2017,which anticipates"a five-story,sixty-thousand
(60,000)square foot facility consisting of three(3) Levels that are twenty-thousand
(20,000)square feet each and a two (2)story parking garage to accommodate
approximateLy three-hundred(300)vehicLes." For the purposes of this initial
Proposal,the Statement of Work is modified as follows:
1.2.1 Although the currently designated budget for the Cost of Work is
$20,000,000,the assumed Cost of Work is as follows:
60,000 SF $20,500,000
300 parking spaces x$22,000 per space= $5,400,000
Total rough estimate= $25,900,000
1.2.2 The Site is assumed to consist of the originally proposed site at 500
North Mays plus the additional site of 416/420 North Mays as well as
the 2 potential RRISD parcels Located adjacent to the west property Line.
1.3. The project delivery method will utilize a general contractor selected using a
Request for Competitive Sealed Proposals.
2.o ARCHITECTURAL SERVICES
The Architect shall collaborate with the City as needed to provide the following
professional services:
2.1 Discovery and Programming—The Architect and Library Consultant wiLL work
with the City to provide the foLLowing services:
2.1.1 Kick Off Meeting: We will review the contents and recommendations
of the previously completed Needs Assessment,then meet with the
Library and City staff to discuss those findings to ascertain their current
relevancy.Working with the City,we will develop the stakeholder and
Exhibit "A"
3o3o LBJ Freeway,:SLAO 1220 972 871 2275
PGAL,COM Dallas,TX 75234 972 871 2228
community engagement strategy and schedule desired tours of other
Libraries.
2.1.2 Optional-Pertinent Library Projects Listening Tour: If desired,the
Architect and Library Consultant will tour with City staff other recent
and pertinent Libraries that offer compelling similarities and
opportunities to study design strategies that could inform the design of
the RRPL.Not only will this allow City staff and other participants to
form a shared vision for the new facility,it will allow everyone to
develop a common understanding about current"state of the art"
projects,observe what works and what doesn't,and form a common
background of experience that we aLL can draw from (and refer to)
throughout.
2.1.3 City Stakeholder Meetings: We will hold a series of meetings over a
two-day period to interview staff,Board,and other City departments as
needed to determine programming needs and preferences.This will
include a presentation and interactive discussion on library trends and
best practices.
2.1.4 Community Input Meetings: We will facilitate up to 4 such meetings
(Children,Seniors,Teens,Open Forum) over a two-day period to
determine the community's needs and preferences.This wiLL also include
a presentation and interactive discussion on Library trends and best
practices.
2.1.5 Program Development Meeting: We wiLL meet with the Library and
City staff to review the findings and begin the development of an initial
program.
2.1.6 Written Program: We will create a written program of requirements
Listing the proposed activities and spaces,quantity and size,outdoor
amenities,and other desired features. This wiLL be submitted initiaLLy as a
Rough Draft to the City's Project Team for review and necessary
revisions. Working with the City,we will develop Room Data Sheets for
every proposed space in the facility,to be filled out by the City. These
will be"Live"documents available for continual updating during the
evolution of the project up to and including the Design Development
phase. The written Program will include:
• Site and building goals,challenges and opportunities
• Descriptions of programs and services
• Quantified List of spaces and their respective sizes
• Collection and Technology Data
• FunctionaL adjacency requirements
• Amenities,ambiance and atmosphere
• Opportunities for branding and establishing identity
• HVAC,electrical and other building systems criteria
• Furniture and equipment required
• Custodial and maintenance issues
• Sustainable design goals and preferences
• Security requirements
• Other operational requirements
• Room Data Sheets
Exhibit "A" Page 2 of 10
2.1.7 Adjacency and Stacking Charrette: We will hold a design charrette (a
participatory,actual design session)with the City Project Team and
other stakeholders if desired. This would take 2-3 hours. We will
provide a"kit of parts" (program space cutouts to scale) and a
site/building plan at the same scale,and engage them in the actual
design of a new Library. It will aLLow the Project Team to set priorities,
make compromises,and help determine a number of critical adjacency
and verticaL stacking reLationships, pubLic/private separation issues,
operational strategies, relative location of spaces,etc.
2.1.8 Initial Construction Cost Estimate: At the conclusion of
Programming,we will present budget scenarios with totaL square
footage options times unit costs($/SF), based on research and
experience with similar facilities. These scenarios will include budgets
for sitework and"soft"costs and wiLL give the City some flexibility in
establishing or confirming an acceptable budget before design begins.
2.1.9 Final Program Report: We will compile the above information into a
written, bound Final Program Report along with an Executive Summary
slideshow presentation that we can deliver to the Board,City Council or
other stakeholders as desired. We have include one day of such
presentations.
2.2 Schematic Design—Continuing to work interactively with the City,the
Architect will provide these services:
2.2.1 Multiple Site/Floor Plan Options: Based on the approved Program
and the results of the Charrette,the Architect wiLL deveLop multiple (at
Least 3) conceptual site/floor plan design options to review with the
City.These will include stacked and"unstacked"options for the
arrangement of the parking garage.We wiLL meet with the City's Project
Team to present those alternatives. In a workshop setting,we will
compare the benefits and Liabilities of each option so that you will be
able to make informed decisions about the concepts that will serve you
best. If necessary,we will develop subsequent options for your review
and approval.
2.2.2 Multiple 3D Options: Thereafter,we will further refine the selected
scheme in plan and develop multipLe (at Least 3) 3-D design options for
review with the City and stakeholders as desired.These options may
explore different architectural styles for the building facades with regard
to the project's relationship to the architectural context of Round Rock,
its history and downtown as weLL as the library's roLe as an institution
setting a standard for the next several decades.
2.2.3 Furniture&Shelving Test Fit: We wiLL refine the floor plan by
providing FF&E Layouts in more detail for review and approval.
2.2.4 Schematic Design Package: A schematic design package wiLL be
provided for final review and approvaL by the City and will include:
• Site Plan in color
• Floor Plans in color,with furniture and equipment layouts
• 3-D Revit model showing exterior massing and materials
• Exterior elevations
Exhibit "A" Page 3 of 10
• Computer 3-D Renderings of exterior views (at least 3)
• Computer 3-D Rendering of primary interior view
• Preliminary Finish Schedule
• Basis of Design Narrative for MEP and IT systems
• Project Cost Estimate
2.3 Design Development— The Architect will prepare Design Development
documents for the City's approval to illustrate more detailed development of
the approved Schematic Design in order to establish and describe the size,
scope,character, material composition,systems,and other features. This phase
will include the integration of the various structural and MEP systems.
Deliverables will include site plan,floor plans,RCP's,sections,elevations,finish
schedules,diagrammatic layouts of the building systems, preliminary
specifications, preliminary Civil, Landscape,Structural, MEP and IT drawings,
other details to describe the size and character of the Project,and an updated
Cost Estimate. During this phase,the Architect will meet with the City bi-
weekly(in person or via WebEx or similar remote conferencing as mutually
determined)to facilitate project development and schedule adherence
2.4 Construction Documents-The Architect wiLL prepare detailed Construction
Documents, including drawings and specifications to be used for bidding and
construction.The Architect wiLL select interior finishes, patterns and colors,and
prepare a presentation board for approval by the City. There wiLL be interim
review submittals at 50%and 90%completion,including the use of shared
BLubeam Revu collaboration for redlines and comments.An updated Cost
Estimate will be provided with the 90%interim submittal.The Architect wiLL
meet with the City bi-weekly(in person or via WebEx or similar remote
conferencing as mutually determined) to facilitate project development and
schedule adherence.
2.5 Bidding and Contract Award—In this phase,the Architect will work with the
City to craft the Request for Competitive Sealed Proposals to establish the
City's priorities for evaluation and selection of the general contractor,including
development of an itemized bid breakdown form and unit cost schedules.We
will issue the construction documents for bidding,address and issue addenda as
required to clarify the Construction Documents and design intent. We will
assist the City in review and scoring of the proposals,interviews of up to 3
proposers,selection of the Contractor,and final contract negotiations.
2.6 Construction Administration—The Architect will provide general
administration of the Contract between the Owner and the Construction
Manager as set forth in the current version of AIA Document A201.
2.6.1 We will provide ongoing attendance at twice-monthly Progress
Meetings, review submittals, process Applications for Payment,and all
other duties described in the General Conditions of the Contract. We
also make periodic visits during construction to observe the progress,
craftsmanship,and quality of materials.
2.6.2 At approximately I I months after Substantial.Completion,the
Architect wiLL provide a project"walk-through"with the City and
Exhibit "A" Page 4 of 10
Contractor to identify any warranty related items that must be
addressed.
2.6.3 The Architect will provide the Revit model to the Contractor at the
commencement of the Construction phase to facilitate coordination,
construction submittals and submission of the As-Built Documentation.
The Contractor will be responsible to utilize this model to take the
Level of Development to the degree of complexity and detail
established by the City in the RFCSP for final submission to the City for
facility maintenance and as-built documentation.
2.6.4 The Architect shall provide Construction Phase services exceeding the
Limits set forth below as Additional Services.When the Limits below are
reached,the Architect shaLL notify the Owner:
• Up to 2 reviews of each Shop Drawing, Product Data item,sample
and similar submittals of the Contractor.
• Up to fifty-four(54)visits to the site by the Architect over the
duration of the Project during construction,including attendance at
twice monthly construction Progress Meetings,to review the
progress and quality of work and to determine if work is proceeding
in accordance with the Contract Documents.
• Up to two (2) observations for any portion of the Work to determine
whether such portion of the Work is substantiaLLy complete in
accordance with the requirements of the Contract Documents.
• Up to one (1) observations for any portion of the Work to determine
final completion.
• Up to sixty(60) days after the date of Substantial Completion of the
Work or the originally scheduled date of Substantial Completion,
whichever is earlier.
2.7 Building Information Modeling: The building will be designed utilizing using
Autodesk Revit®Architecture Building Information Modeling(BIM) software to a
300 LeveL of Development. BIM shall be Limited to overall building massing
indicative of area, height,orientation and materials modeled in three dimensions
or represented by other data and its use is restricted to the Architect and its
Consultants for the purposes of internal coordination and conceptual
presentation to the Owner. No other party may rely on the accuracy of the 3D
Model for purposes beyond conceptual representation. Unless otherwise
agreed in writing,any use of,transmission of,or reliance on the ModeL is at the
receiving Party's sole risk.
2.8 FF&E Design&Procurement Assistance—The Architect and Interior Designer
will provide the following services for the design and procurement of the
furniture and shelving:
• Refine selected furniture Layout.
• Provide chair and fabric samples for owner selection.
• Furniture showroom tours for office/workroom furniture.
Exhibit "A" Page 5 of 10
• Provide furniture and equipment specification and schedules for bidding
and/or state contract purchasing.
• Power/data/technology coordination
• Provide drawings and specifications for custom end panels
• Provide bid documents,answer questions and review bid and contract
proposals
• Review shop drawings and answer questions during CA.
• Provide thematic design services for teen and/or children's areas.
• Coordinate installation schedule of furniture with general contractor and
vendors.
• Participate in (2) punch List for FFE.
• Furniture specifications divided into appropriate bid/government contract
schedules and coordinated with FFE specialist.
• Deliverables:
o Furniture floor plans
o Specification binder
o Binder with fabric and finish selections
o Cost estimates by area and schedule
o Bid documents and/or proposals
2.9 Signage and Graphics—The Architect will provide design services to produce
custom design,themed signage and graphics for the Project. Deliverables wiLL
include plans,schedules,elevations, illumination/electrical power
requirements,detail drawings and specifications of interior and exterior signage
and graphics.
2.10 Civil Engineering and Surveying—The Architect wiLL provide Civil Engineering
and Surveying services in accordance with Attachment A- 2P Consultants Civil
&Surveying Proposal 01-05-18.
2.1 1 Landscape Architectural Design—The Architect will provide Landscape
Architectural Design services in accordance with Attachment B—CoLeman
Landscape Architecture Proposal 12-20-17.
2.12 Technology Consulting-The Architect will provide design consulting services
for Audio-Visual Systems,Structured CabLing Systems,and Building Security in
accordance with Attachment C-Sextant Group TechnoLogy&Acoustics
ProposaL 01-04-18. Although not included at this time,the AcousticaL
Consulting Services Listed in Attachment C may be provided as an Additional
Service.
2.13 Cost Estimating—The Architect will provide Construction Cost Estimating
services in accordance with Attachment D-APR Cost Estimating Proposal 12-
19-17.
2.14 Commissioning—The Architect wiLL provide"3rd Party"MEP Commissioning
services in compliance with the fundamental requirements of the IECC 2015 as
described in Attachment E-WSP Commissioning ProposaL, 1 1-29-17,Article
2.0 Scope of Work: IECC 2015 MEP Commissioning(Cx) Services. Although not
included at this time,any of the optional Commissioning Services listed in
Attachment E may be provided as an AdditionaL Service.
Exhibit "A" Page 6 of 10
2.15 Project Management Commitment-The Project will be managed by PGAL
Principal Jeff Bulla,AIA, LEED AP,who will Lead the design team effort from
notice-to-proceed to final completion. Mr.BuLLa will substantial-Ly participate in
aLL phases as follows:
• Programming and Needs Assessment: Although the Library Consultant,
Maureen Arndt/720 Design will lead this phase, Mr.Bulla will participate in
a majority,if not aLL, programming sessions.
• Schematic Design and Design Development: Mr. Bulla wiLL Lead this phase
and participate in aLL SD phase owner meetings and at Least 75%of the DD
meetings.
• Construction Documents: Mr.Bulla will participate in at least 60%of aLL CD
phase owner meetings.
• Construction Administration: It is anticipated that Mr. Bulla will participate
in at Least one third of the CA phase progress meetings with the intention of
attending the end-of-month pay application review meetings on a regular
basis.
3.o SCHEDULE
The Architect proposes the following design schedule,exclusive of any Client review
time:
Discovery and Programming: 2 months
Schematic Design: 4 months
Design Development: 4 months
Construction Documents: 8 months
Total Design Duration: 18 months
A more in depth,deLiverables-driven project schedule will be developed and
reviewed with the Client prior to commencement of the Discovery and Programming
Phase.
4.0 PROFESSIONAL FEES
4.1. For the services described,the Client shall compensate the Architect as follows:
Services Total
Discovery&Programming $58,500
Architectural,Structural and MEP Design $2,029,335
FF&E Design&Procurement Assistance $ 1 16,000
Signage and Graphics $21,000
Civil Engineering and Surveying $ 132,000
Landscape Architecture $53,150
Technology Consulting $85,150
Cost Estimating $34,515
Commissioning $23,350
Total Professional Fees $2,553,000
Exhibit "A" Page 7 of 10
4.2. Optional Fee for Pertinent Library Projects Listening Tour: Should the
Client desire to tour pertinent Library projects with the Architect and Library
Consultant,the Architect shall be compensated the following total amount per
day plus reimbursable expenses:
Add: $3,080
4.3. Optional Fee for Elevated Roof Garden: Should the final Schematic Design
consist of an elevated roof garden,the following additional fee shall be added
to provide for the additional coordination,water-proofing and drainage system
design:
Add: $35,000
4.4. Optional Fee for Acoustical Consulting: Should the final Schematic Design
necessitate a need for specialized acoustical consulting as described in
Attachment C-Sextant Group Technology&Acoustics Proposal 01-04-18,the
following additional fee shall be added:
Add: $15,000
4.5. Optional Fees for Optional Commissioning Services: Should the Client
desire,the foLLowing services may be added as described in Attachment E-WSP
Commissioning Proposal:
Option#I —Enhanced MEP Commissioning: Add: $6,550
Option#2 — Base Envelope Commissioning: Add: $18,000
Option#3—Enhanced Envelope Commissioning: Add $21,500
5.o REIMBURSABLE EXPENSES
5.1. The Client shall reimburse the Architect and sub-consultants for actual
expenditures made by the Architect in the interest of the Project. Reimbursable
Expenses shall include:
5.1.1. Transportation to and from the Project location including automobile
mileage at prevailing rates,tolls and parking costs;
5.1.2. Out-of-town travel and subsistence;
5.1.3. Travel and subsistence related for the Pertinent Library Projects
Listening Tour;
5.1.4. Reproductions, plots,reprographic services,standard form documents,
postage,courier or express mail services required for the delivery of
Instruments of Service;
5.1.5. Telecommunications expenses related to conference or video
conferences such as GoToMeetings or WebEx;
5.1.6. Fees paid for securing approval of authorities having jurisdiction over the
Project.
Exhibit "A" Page 8 of 10
6.o ADDITIONAL SERVICES
6.1 Additional Owner Requested Site Visits: Should additional Site visits be
required during construction by the Architect,these wiLL be charged at$450 for
Austin-based personnel. Additional visits by the Architect's Consultants wiLL be
charged at their hourly rates.
6.2 Compensation for Additional Services: Compensation for other Additional
Services shall by negotiated on a Lump sum basis or provide on an hourly basis in
accordance with the Consultant's current billing rate.
6.3 Scope Revisions: Following prior written authorization and approval of Client,
Architect shall be compensated to make revisions in drawings,specifications or
other documents when such revisions are:
• necessitated by inconsistencies with approvals or instructions previously
given by the Client,including revisions made necessary by adjustments in
the Client's program or Project budget;
• required by the enactment or revision of codes, laws or regulations
subsequent to the preparation of such documents;
• necessitated because of significant changes in the Project and authorized by
written Change Orders including, but not Limited to,size,quality,
complexity,the Client's schedule,or the method of bidding or negotiating
and contracting for construction;
• providing any other services not included herein or not customarily
furnished in accordance with generally accepted architectural practice.
6.4 To the extent the Architect's services are affected,the Architect shall be
compensated for Additional Services if the services covered by this Agreement
have not been completed within Forty(40) months of the date of this
Agreement,through no fault of the Architect.
7.0 EXCLUDED SERVICES
It is agreed that the foLLowing services are not included herein at this time. If required,
they may be added as an Additional Service:
• LEED Certification
• Items specifically exempted in attached Consultant Proposals
• Environmental Assessment
• Traffic Impact Studies
• Geotechnical investigation
• Materials Testing
• As-built drawings
8.0 MISCELLANEOUS PROVISIONS
8.1 Project Contingency: The Owner and the Architect agree that this is a one of a
kind Project that constitutes a number of unique variables including but not
Limited to the site and setting, LocaL environment,the context, program, budget,
stakeholders involved,the set of consultants and team assembled,the
Contractor,jurisdiction,timeframe,etc. Increased costs and changes may be
required because of possible omissions,ambiguities or inconsistencies in the
Exhibit "A" Page 9 of 10
drawings and specifications prepared by the Architect;therefore,the final design
and construction costs of the project may exceed the estimated or bid cost. The
Owner agrees to set aside a reserve in the amount of 5%of the cost of the
Project as a Contingency to be used,as required,to pay for any such increased
costs and changes. The Owner further agrees to make no claim by way of direct
or third-party action against the Architect or its consultants with respect to any
increased costs within the Contingency because of such changes or because of
claims made by the Contractor relating to such changes.
8.2 Statement of Jurisdiction: In accordance with requirements of the Texas
Board of Architectural Examiners (TBAE),the Architect makes the following
Statement of Jurisdiction:"The TBAE has jurisdiction over complaints regarding
the professional practices of persons registered as architects in Texas".The
Board may be contacted as follows: 1) By mail:Texas Board of Architectural
Examiners,P.O.Box 12337 Austin,TX 787 1 1-2337; 2) In person: 333
Guadalupe,Suite 2-350 Austin,TX 78701-3942; 3) By telephone:5 12/305-
9000;4) By fax: 5 12/305-8900;or 5)Via website:www.tbae.state.tx.us.
Exhibit "A" Page 10 of 10
ROUND ROCK PUBLIC LIBRARY
REIMBURSABLE EXPENSE ESTIMATE
December 21,2017
Typical Reimbursables: Quantity Cost Estimate Extension Assumptions
Printing for coordination,meetings,etc. 10,000 Bid documents issued electronically
Courier Fees(Client/Various Consultants) 1,000
AIA Standard Documents 250
TDLR Plan Review Fee 1,255
TDLR Inspection Fee 1,055
Subtotal $13,560
No.of Trips IRS Std.Mileage Extension
PGAL Dallas Staff Mileage 380 Mi @ 0.545
Discovery and Programming 6 207 1,243
Schematic Design 6 207 1,243
Design Development 6 207 1,243
Construction Documents 6 207 1,243
Construction Admin.(1 x montly for 18 months) 18 207 3,728
Punch List and Closeout Trips 4 207 828
Additional Trips as needed 5 207 1,036
Subtototal 51 $10,562
PGAL Dallas Overnight Travel Expenses Item Cost Quantity Extension
PGAL Dallas Round Rock Overnight Stay $200.00 10 $2,000.00 Assumes meetings start at 9:00 am or later
Pertinent Library Projects Listening Tour $800.00 3 $2,400.00 Assumes flight,hotel and food
Subtototal $4,400,00
Sub-Consultant Reimbursables Item Cost Quantity Extension
720 Design $20,000.00
720 Design Pertinent Library Projects Listening Tour $800.00 3 $2,400.00 Assumes flight,hotel and food
Peal and Associates $0.00
RLG Consulting Engineers $2,750.00
Reed,Wells,Benson and Company $2,000.00
The Sextant Group $11,600.00
Coleman and Associates
$4,000.00 will not include mileage
Aguirre Project Resources $0.00
WSP USA Buildings Inc. $11,000.00
Subtototal $53,750.00
TOTAL ESTIMATE..
_... $82,272 Max Rdmq $85,000
Exhibit "B"
SUPPLEMENTAL AGREEMENT NO. 1
CITY OF ROUND ROCK §
STATE OF TEXAS § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
This document is entitled Supplemental Agreement No. 1, and it supplements "City of Round
Rock Agreement for Architectural Services for City of Round Rock Public Library Project with PGAL,
Inc."for the following Project:
Professional architectural services and design services related to the following:
Construction of a new City of Round Rock Public Library consisting of an approximately
sixty thousand (60,000) square foot building with a parking garage to accommodate
approximately three hundred(300)vehicles.
Professional services for this Project shall include, but not be limited to, Schematic
Design, Design Development, Construction Documents, Bidding, and Construction
Observation. Architect shall be the Architect of Record, and shall be in charge of
coordination of consultants.
This Supplemental Agreement No. 1 is made and entered into as of the same date of the
Agreement it supplements, that being the day of January, 2018, and likewise is by and between
the same parties, those being the CITY OF ROUND ROCK, a home-rule municipal corporation of
Williamson and Travis Counties, Texas (hereinafter referred to as "City" and/or "Owner") and PGAL,
Inc., with offices located at 3030 LBJ Freeway, Suite 1220, Dallas, Texas 75234 (hereinafter referred to
as"Architect").
WITNESSETH:
WHEREAS, as is recited in the Agreement this document supplements, City intends to provide
services for the design and construction of the Project. Architect's services are desired for purposes
including but not limited to being architect of record, coordinating consultants, planning, civil,
architectural, design, structural, mechanical/electrical/plumbing engineering services, confirming project
program and space requirements, document production, bidding-related services, and construction
observation services related to the Project; and
WHEREAS, total compensation for Architect's services under this Agreement shall not exceed
the following: $2,553,000.00,
WHEREAS, payment for reimbursable expenses shall not exceed the maximum sum of
$85,000.00 and is not included in the total compensation for services of$2,553,000.00; and
WHEREAS, City may, at its sole discretion,request additional services not included in the scope
of the Agreement in an amount not-to-exceed $100,000.00, which amount is not included in the total
compensation for services of$2,553,000.00; and
00393199/ss2
WHEREAS, as is recited in the Agreement this document supplements, City desires to contract
with Architect for the delineated professional services, and for the administration of the Construction
Contract during construction of the Proj ect, all as previously and hereinafter stipulated and within the
limits the City has budgeted or will budget therefor; and
WHEREAS, as is stipulated in the Agreement this document supplements, Architect has agreed
to provide such professional services for the compensation delineated previously and herein;
NOW, THEREFORE, City and Architect, in consideration of the terms, covenants and
conditions contained in the Agreement this document supplements and herein,hereby agree as follows:
ARTICLE I
SCOPE OF SERVICES AND COMPENSATION
1.01 Scope. Architect, as an independent contractor and professional consultant in its relationship
with the City, shall perform all professional services for the Project as set forth in the Agreement this
document supplements and herein.
1.02 Compensation. City shall compensate Architect in accordance with the terms and conditions as
recited in the Agreement this document supplements and herein.
Unless subsequently changed by additional Supplemental Agreement to this Agreement, duly
authorized by City Council Resolution or City Manager action, Architect's total compensation hereunder
shall not exceed Two Million Five Hundred Fifty-Three Thousand and No/100 Dollars
($29553,000.00), not including a not-to-exceed amount of Eighty-Five Thousand and No/100 Dollars
($85,000.00) for approved Reimbursable Expenses. These amounts represent the absolute limit of City's
liability to Architect under this Agreement, unless same shall be changed by additional Supplemental
Agreement hereto.
The times and further conditions of payment shall be as described in Article VI hereof.
ARTICLE II
ARCHITECT'S SERVICES
2.01 Basic Services. Architect's Basic Services consist generally of the phases described below, and
include complete planning, civil, architectural, design, structural, mechanical/electrical/plumbing
engineering services, project program and space requirements, document production, bidding-related
services, and construction observation services, and such other services as may be necessary to assist the
City in the design and construction of the Project, within the limits the City has budgeted or will budget
therefor, and in compliance with the Project Facility Program, which is hereby made a part of this
Agreement for all purposes. Architect agrees that upon execution of this Agreement,it will submit to City
within ten (10) days a list of all additional consultants it intends to utilize, not previously identified in
Architect's proposal, delineating their respective tasks. All of Architect's consultants shall be subject to
the approval of the City through its City Manager, and City reserves the right to reject any consultant.
Architect shall perform all work hereunder in a manner satisfactory and acceptable to the City,
represented by its City Manager or his designee, hereinafter referred to as "Director." A Performance
2
Schedule in Microsoft Project or an alternative program approved by the City, shall be agreed upon by
Architect and the City, and Architect agrees to use its best efforts to complete all services hereunder in
accordance with such Performance Schedule. All services shall be performed to the highest professional
standard.
2.02 Schematic Design Phase. Architect shall provide the following Schematic Design Phase
Services: as delineated in the Agreement this document supplements.
2.03 Design Documents Phase. Architect shall provide the following Design Documents Phase
Services: as delineated in the Agreement this document supplements and herein,and as follows:
(1) Architect shall prepare Design Documents based on the approved Schematic Design
Documents and updated budget for the Cost of the Work, said Design Documents to
include adequate specifications for elements of the Project for consideration and approval
by the City. One(1) digital copy each of said documents shall be submitted to City, each
consisting of drawings and other documents to fix and describe the size, cross sections
and character of the Project as to architectural, structural, mechanical and electrical
systems, materials, and such other essentials as may be necessary and appropriate. Said
documents shall illustrate and describe the refinement of the design of the Project,
establishing the scope, relationships, forms, size and appearance of the Project by means
of plans, sections and elevations, typical construction details, and equipment layouts.
Said documents shall include outline specifications that identify major materials and
systems and establish in general their quality levels.The Design Document Phase shall be
completed within the agreed Performance Schedule.
2.04 Construction Documents Phase. Architect shall provide the following Construction
Documents Phase Services: as delineated in the Agreement this document supplements and herein,and as
follows:
(1) Architect shall prepare from the approved Design Development Documents and updated
budget for the Cost of the Work, for consideration of and approval by the City,
Construction Documents, which documents shall set forth in detail the requirements of
the entire Project, including the necessary bidding information prepared in such a way to
allow City, if it so desires, to advertise for the award of one or more contracts for the
construction and completion of the entire Project, or any phase thereof, and Architect
shall assist City in preparation of the Bidding Forms, shall utilize without modification
City's standard General and Supplementary General Conditions, and shall draft all
Special Conditions of the Contract. City's standard form of Contract between City and
the Contractor shall also be utilized, along with City's form of Bid Bond, Performance
Bond and Payment Bond. Architect shall also compile the Project Manual that includes
the Conditions of the Contract for Construction and Specifications and may include
bidding requirements and sample forms.
(2) Architect shall provide the City a digital copy of a complete set of proposed Construction
Documents for review and official approval prior to the advertisement of bids for the
construction of the Project, and within the agreed Performance Schedule following
approval of the Design Documents.
3
(3) Architect shall be solely responsible for obtaining the prior approval of the Texas
Department of Licensing and Regulation prior to submittal of all Construction
Documents to City for approval. Any fees charged by the Department for this approval
shall be paid by the City.
2.05 Bidding and/or Negotiation Phase. Architect shall provide the following Bidding/Negotiation
Services: as delineated in the Agreement this document supplements and herein,and as follows:
Following City's approval of the Construction Documents and of the latest Statement of Probable
Construction Cost, Architect shall assist City in awarding a construction contract following legal public
bid requirements. Architect shall arrange for procuring the reproduction of Bidding Documents,
distributing same to prospective bidders, and maintaining records. Owner shall be responsible for
payment for the costs of reproduction of such documents, either directly or through reimbursement to
Architect. During the bid process,Architect shall assist City as follows:
(1) Jointly conducting pre-bid conferences, including on-site visits as required, to endeavor
to assure that bidders understand the Construction Documents, the various on-site
conditions,and the coordination and scheduling requirements.
(2) Preparing responses to questions from prospective bidders, and providing clarifications
and interpretations of the Bidding Documents to all prospective bidders in the required
form of addenda to Contract Documents.
(3) Assisting in the opening of bids, tabulation and evaluation of bids received, and advising
on award of the contract.
(4) Jointly conducting pre-award conferences where necessary.
Architect's assistance to City shall include submitting written reviews and recommendations for
awards based upon the acceptability of bids; and, if required by City, more detailed analyses of specific
bids. Reviews shall also consider the responsiveness of bids and their conformity with Bid Documents.
2.06 Construction Observation Phase. Architect shall provide the following Construction
Observation Phase Services: as delineated in the Agreement this document supplements and herein, and
as follows:
The Construction Phase will commence with the award of the first Construction Contract and will
terminate following the final one-year warranty inspection of the completed Project, correction of all
defects in Project materials and workmanship, and resolution of all Project-related claims and disputes.
During the Construction Phase,Architect shall provide the following services:
(1) Architect shall provide administration of the Construction Contract as set forth in the
Construction Documents, specifically the General and Supplementary General
Conditions. Architect's assigned authority thereunder will not be substantially modified
without Architect's written consent.
(2) Architect shall review properly prepared,timely requests by the Contractor for additional
information about the Contract Documents. A properly prepared request for additional
information about the Contract Documents will be in a form prepared or approved by
4
Architect and will include a detailed written statement that indicates the specific
Drawings or Specifications in need of clarification and the nature of the clarification
requested.
(3) If deemed appropriate by Architect, Architect will on Owner's behalf prepare, reproduce
and distribute supplemental Drawings and Specifications in response to requests for
information by the Contractor.
(4) Interpretations and decisions of Architect will be consistent with the intent of and
reasonably inferable from the Contract Documents and will be in writing or in the form
of drawings. When making such interpretations and initial decisions, Architect will
endeavor to secure faithful performance by both Owner and the Contractor, will not show
partiality to either, and will not be liable for the results of interpretations or decisions so
rendered in good faith.
(5) Architect shall render initial decisions on claims, disputes or other matters in question
between Owner and the Contractor as provided in the Contract Documents. However,
Architect's decisions on matters relating to aesthetic effect will be final only if consistent
with the intent expressed in the Contract Documents.
(6) Architect shall report to Owner all known and substantial deviations from the Contract
Documents and most recent construction schedule submitted by the Contractor.
However, Architect will not be responsible for the Contractor's failure to perform work
in accordance with requirements of the Contract Documents. Architect will be
responsible for Architect's acts or omissions, but will not have control over or charge of
and will not be responsible for acts or omissions of the Contractor, Subcontractors, or
their agents or employees, or any other persons or entities performing portions of the
work.
(7) Architect will at all times have access to the work wherever it is in preparation or in
progress.
(8) Owner will endeavor to communicate with the Contractor through Architect about
matters arising out of or relating to the Contract Documents. Communications by and
with Architect's subconsultants will be through Architect.
(9) Architect,as a representative of City, shall advise and consult with Director and will keep
City informed in writing through him of the progress of the Project, including percent
complete on a monthly basis, during the Construction Phase; and after issuance of the
"work order"to proceed with the work,all of City's instructions to its Contractors will be
issued through Architect. Architect will have authority to act on behalf of Owner only to
the extent provided in this Agreement unless otherwise properly modified by written
amendment.
(10) Architect shall provide, during construction, adequate and competent on-site construction
observation,periodically visiting the site to the extent necessary to personally familiarize
itself with the progress and quality of the work, and to determine if the work is
proceeding in substantial accordance with the Contract Documents. Architect's site
observations may be conducted with Owner's designated representative to check
5
conformance of the work with the requirements of the Contract Documents and to verify
the accuracy and completeness of the list submitted by the Contractor of work to be
completed or corrected. Field Reports of each visit shall be prepared by Architect and
submitted to City. Architect shall employ reasonable measures to safeguard City against
defects and deficiencies in the work of the Contractor. Architect shall not be responsible
for the construction means, methods, techniques, sequences of procedures, nor for the
safety precautions and programs employed in connection with the work. However,
Architect will immediately inform Director whenever defects and deficiencies in the
work are observed, or when any observed actions or omissions are undertaken by the
Contractor which are not in the best interests of City and the Project.
(11) Based on such observations at the site and on the Contractor's Application and Certificate
for Payment,Architect shall determine,monthly,the amount owing to the Contractor and
shall certify and forward the Contractor's Application and Certificate for Payment to
Director for approval and payment. These certifications shall constitute a representation
by Architect to City, based on observations at the site and other data comprising the
application for payment, that the work has progressed to the point indicated; that to the
best of Architect's knowledge, information and belief, the quality of the work is in
accordance with the Contract Documents (subject to an evaluation of the work as a
functioning whole upon substantial completion, to the results of any subsequent tests
required by the Contract Documents, to minor deviations from the Contract Documents
correctable prior to Project completion, and to any specific qualifications stated in the
Certificate); and that the Contractor is entitled to payment in the amount certified.
(12) Architect shall have authority to reject work which does not conform to the Contract
Documents. Whenever Architect considers it necessary or advisable, Architect will have
authority to require inspection or testing of the work in accordance with the provisions of
the Contract Documents, whether or not such work is fabricated, installed or completed.
However, neither this authority of Architect nor a decision made in good faith either to
exercise or not exercise such authority shall give rise to a duty or responsibility of
Architect to the Contractor, Subcontractors, material and equipment suppliers, their
agents or employees or other persons or entities performing portions of the work.
(13) Architect shall make recommendations on all claims and disputes of City or the
Contractor relating to the execution and progress of the work or the interpretation of the
Contract Documents, based upon such review and analysis by Architect as may
reasonably be required. In the event of litigation, where Architect is named as an
additional party with the City, such assistance will include the availability of
knowledgeable witnesses in the employ of Architect for expert testimony.
(14) Architect shall use its best efforts to promptly review and approve or reject shop
drawings, product data and samples and other submissions of the Contractor for
conformance only with the design concept of the Project and with the information given
in the Contract Documents. Architect shall establish and implement precise procedures,
to be approved by City's Director, for expediting the processing and approval of these
submissions without delay. Prompt review by Architect of submissions is of prime
importance to City and an absolute necessity under the time constraints of the Project.
6
(15) Architect shall prepare Change Orders and/or Construction Change Directives to the
construction contract, in six (6) copies, after review and approval by City. Each Change
Order shall be specific and final as to prices and extensions of time, with no reservations
or other provisions allowing for future additional money or time as a result of the
particular changes identified and fully compensated in the Change Order. Architect's
compensation for preparation of Change Orders, if any, shall be determined by Section
2.09(1)below.
(16) Architect shall conduct inspections to determine the dates of substantial completion and
final completion, shall receive written guarantees and related documents assembled by
Contractor for submittal with the final Certificate of Payment, and shall prepare and
present final Certificate for Payment to Director for City's approval and payment. In
addition,Architect shall make inspection of the Project at least thirty(30)days before the
expiration of the one(1)year warranty contained in the Contractor's Performance Bond.
(17) Architect shall conduct regularly scheduled progress meetings with City, the Contractor
and major Subcontractors. Minutes of same shall be prepared by Architect with copies
submitted to City's Director.
(18) Architect shall have authority to order minor changes in the construction work, consistent
with the Contract Documents, and not involving an adjustment in the Contractor's bid
price or an extension of the Project Schedule. Such changes shall be accomplished by
Field Order. In addition, Architect may issue written Field Orders which interpret the
Plans and Specifications,with copies submitted to City's Director.
(19) Architect shall assemble and deliver to City a set of reproducible Record Construction
Drawings showing significant changes in the work during the construction process and
final location of mechanical and electrical service lines and outlets, based upon marked-
up prints of drawings and other data furnished by the Contractor to Architect. Architect
shall provide Record Construction Specifications which will identify the changes in the
specifications on a sheet, which sheet will be inserted at the beginning of each section to
which they pertain.
(20) Architect shall obtain from the Contractor and forward to Owner the following: (1)
consent of surety or sureties, if any, of reduction in or partial release of retainage or the
making of final payment; and (2) affidavits, receipts, releases and waivers of liens or
bonds indemnifying Owner against liens.
2.07 Warranty Phase. Architect shall assist Owner in scheduling corrections to be made by the
Contractor during the warranty period. During the eleventh month following completion of the prime
general contract, Architect will arrange for a warranty inspection tour of the entire Project by authorized
representatives of City, the Subconsultants and of each prime contractor engaged on the Project.
Architect shall then prepare a list of work which needs to be done by each prime contractor to satisfy that
prime contractor's warranty obligations to City. For any non-warranty involvement of Architect,
payments shall be made based upon the Hourly Rate Schedule contained in this Agreement.
2.08 Project Representation Beyond Basic Services. In the event that circumstances should develop
whereby continuous, full-time representation at the Project site is required, the conditions under which
such representation shall be furnished and the Project Representatives selected, employed and directed
7
shall be governed by an additional written Supplemental Agreement between City and Architect.
2.09 Additional Services. Architect shall perform Additional Services, as requested by City, after a
not-to-exceed amount has been mutually agreed upon in writing by Director and Architect. Architect
shall not proceed until the appropriate Resolution or directive for such Additional Services has been
delivered from the City Council or City Manager if the Additional Services are in excess of One
Hundred Thousand Dollars and No/100 ($100,000.00). The following services are not covered under
Article II, which defines and outlines Architect's Basic Services. If any of these Additional Services are
authorized in writing by Director in advance of their performance, they shall be paid for in the manner
agreed to at the time of authorization.
(1) Preparing Change Orders and supporting data and/or revising previously approved plans
when the changes in approved Plans and Specifications are required by the City. If
changes are required to be made because of error, oversight, clarification, discrepancy, or
budget overruns in the work of Architect, City shall not be liable to compensate Architect
for Additional Services or expenses in such connection.
(2) Providing consultation concerning replacement of any Project work damaged by fire or
other cause during construction, and furnishing professional services as may be required
in connection with the replacement of such work, unless damage was the result of
Architect's error.
(3) Providing other extraordinary professional services over and above the contract
requirements,where required and requested by City, including extraordinary professional
services which might result if the City decides to"fast-track"the Project.
(4) Providing construction phase services more than twelve (12) months after the start of
construction of the Contractor's Notice to Proceed,whichever occurs first.
(5) Performing more than two (2) reviews of each shop drawing, product data item, sample
or similar submittal from the Contractor.
(6) Providing more than twenty-four (24) site visits/construction meetings over the duration
of the Project.
(7) Providing more than two (2) inspections for any portion of the Work to determine
whether such portion of the Work is substantially complete in accordance with the
requirements of the Contract Documents.
(8) Providing more than one (1) inspection for any portion of the Work to determine Final
Completion.
ARTICLE III
CITY'S RESPONSIBILITIES
3.01 Full information.City shall provide full information regarding requirements for the Project.
3.02 Designate representatives. City shall designate, when necessary, representatives authorized to
act in its behalf. City shall examine documents submitted by Architect and render decisions pertaining
8
thereto promptly to avoid unreasonable delay in the orderly progress of Architect's work.
3.03 Tests and inspections. City shall furnish, or pay for structural, mechanical, chemical, soil
mechanics, and other laboratory tests, reports and inspections as required by law or the Contract
Documents.
3.04 Permits. City will furnish the building permit without charge. Electrical, plumbing and other
trade permits will be the responsibility of the construction contractor. Any charges which may be assessed
for tap fees will be paid by City and are not to be included by Architect in the Specifications for the
Project.
3.05 Fees. City shall pay for fees required for Architect's submittal and approval of documents as set
forth in the Agreement this document supplements.
3.06 Miscellaneous items. City will also provide Architect with City of Round Rock General and
Supplementary General Conditions for Building Construction, Instructions to Bidders, Proposal Forms,
Wage Rates, Contract and Bond Forms, Bid Advertisement Form, and such other information and
materials as may be necessary and practicable for the orderly and expeditious process of the work and the
awarding of the Construction Contract. To the extent practicable, these documents shall be utilized in the
preparation of the Construction Documents.
ARTICLE IV
FIXED LIMIT OF TOTAL BUDGETED CONSTRUCTION COST
4.01 Budgeted Construction Costs. The fixed limit of total Budgeted Construction Cost for this
Project has not been fully ascertained as of the date of making of these Contract Documents. Architect, in
consultation with City, shall determine what materials, equipment, component systems and types of
construction are to be included in the Contract Documents, and will make reasonable adjustments in the
scope of the Project to bring it within the limits when fixed. With City approval, Architect may also
include in the Contract Documents alternate bids to adjust the construction cost to the fixed limit. If the
lowest responsible bid is within the fixed limit of total Budgeted Construction Cost for the Project is still
less than the fixed limit of total Budgeted Construction Cost for the Project, City shall pay Architect fees
for Basic Services in accordance with this Agreement.
4.02 Procedures if Bid(s) Exceed Budgeted Construction Costs. If the lowest responsible bid
exceeds its portion of the fixed limit of total Budgeted Construction Cost for the Proj ect, City at its option
may either (1) give written approval of an increase in such fixed limit, with no obligation to increase
Architect's fee, or (2) authorize rebidding within a reasonable time, or (3) cooperate in revising the
Project scope and quality as required to reduce the Probable Construction Cost. In the case of(3), if the
lowest responsible bid exceeds the Budgeted Construction Cost by more than ten (10%), Architect,
without additional charge, shall immediately modify the Drawings and Specifications as necessary to
bring the Project cost within the budgeted fixed limit, or within any higher fixed limit subsequently
authorized by City. Providing this service shall be the limit of Architect's responsibility in this regard,
and having done so, Architect shall be entitled to his fees in accordance with this Agreement. If the
lowest responsible bid is within ten percent(10%)of the Budgeted Construction Cost,the Architect shall,
upon the City's request and as an Additional Service, make revisions to Drawings and Specifications to
reduce the Probable Construction Cost. However, when the excess is due to changes initiated by
Architect in scope, basic systems or the kinds and quality of materials, finishes or equipment, Architect
shall make revisions at no additional cost to City.
9
ARTICLE V
REIMBURSABLE EXPENSES
5.01 Reimbursable Expenses. Reimbursable Expenses are not included in the total not-to-exceed
services fee delineated in the Agreement this document supplements and herein, and include the actual
expenditures and actual costs set forth in the Agreement this document supplements.
ARTICLE VI
PAYMENTS TO THE ARCHITECT
6.01 Basic Services. Payments on account of Architect's Basic Services shall be made monthly in
proportion to the degree of completion of each phase, as delineated in the Agreement this document
supplements and herein.
As to the Construction Observation Phase fee apportionment, Architect shall invoice for equal
monthly payments based upon the contractually-stipulated Construction Period.
6.02 Reimbursable Expenses. Payments for authorized Reimbursable Expenses for Architect, as
hereinbefore referred to and in an amount not to exceed$85,000.00, shall be made following presentation,
review and approval of Architect's detailed invoice in triplicate.
6.03 Deductions.No deductions shall be made from Architect's compensation on account of penalty,
liquidated damages or other sums withheld from payments to Contractors.
6.04 Additions. No additions shall be made to Architect's compensation based upon Project
construction claims,whether paid by City or denied.
6.05 Abandonment. If any work designed or specified by Architect during any phase or subphase is
abandoned or suspended,in whole or in part,Architect is to be paid for the services performed on account
of it prior to receipt of written notice from City through its Director of such abandonment or suspension.
6.06 Invoices. Architect's invoices to City shall provide complete information and documentation to
substantiate Architect's charges, and shall be in a form to be specified by Director. All payments to
Architect shall be made on the basis of the invoices submitted by Architect and approved by Director.
Such invoices shall conform to the schedule of services and costs in connection therewith set out
hereinabove. All Reimbursable Expenses shall be clearly shown. Should additional backup material be
requested by Director, Architect shall comply promptly with such request. In this regard, should Director
determine it necessary, Architect shall make all records and books relating to this Agreement available to
City for inspection and auditing purposes.
6.07 Payment of Invoices. City reserves the right to correct any error that may be discovered in any
invoice that may have been paid to Architect and to adjust the same to meet the requirements of the
Agreement. Following approval of invoices, City will endeavor to pay Architect promptly, but not later
than the time period required under the Texas Prompt Payment Act; however, under no circumstances
shall Architect be entitled to receive interest on payments which are late because of a good faith dispute
between Architect and City or because of amounts which City has a right to withhold under this
Agreement or state law.
10
6.08 Offsets.City may, at its option, offset any amounts due and payable under this Agreement against
any debt (including taxes) lawfully due to City from Architect, regardless of whether the amount due
arises pursuant to the terms of this Agreement or otherwise and regardless of whether or not the debt due
to City has been reduced to judgment by a court.
ARTICLE VII
ARCHITECT'S ACCOUNTING RECORDS
7.01 Accounting Records. Records of Architect's Consultant and Reimbursable Expenses pertaining
to the Project,and records of accounts between City and Architect shall be kept on a generally recognized
accounting basis and shall be available to City or its authorized representatives at mutually convenient
times.
ARTICLE VIII
TERMINATION AND DEFAULT
8.01 Termination. In connection with the work outlined in this Agreement, it is agreed and fully
understood by Architect that Director may cancel or indefinitely suspend further work hereunder or
terminate this Agreement either for cause or for the convenience of City, upon fifteen (15) days' written
notice to Architect,with the understanding that immediately upon receipt of said notice all work and labor
being performed under this Agreement shall cease. Architect shall invoice City for all work satisfactorily
completed and shall be compensated in accordance with the terms of this Agreement for all work
accomplished prior to the receipt of said notice.No amount shall be due for lost or anticipated profits. All
plans, field surveys, maps, cross sections and other data, designs and work related to the Project shall
become the property of City upon termination of this Agreement, and shall be promptly delivered to City
in a reasonably organized form without restriction on future use. Should City subsequently contract with a
new architect for continuation of services on the Project, Architect shall cooperate in providing
information.
8.02 Default.Nothing contained in Section 8.01 above shall require City to pay for any work which is
unsatisfactory as determined by Director or which is not submitted in compliance with the terms of this
Agreement. City shall not be required to make any payments to Architect when Architect is in default
under this Agreement, nor shall this Article constitute a waiver of any right, at law and at equity, which
City may have if Architect is in default, including the right to bring legal action for damages or to force
specific performance of this Agreement.
ARTICLE IX
GENERAL,SUPPLEMENTARY AND SPECIAL CONDITIONS;
CONTRACT ADMINISTRATION
9.01 General, Supplementary and Special Conditions. City of Round Rock - Supplementary
General Conditions to AIA Document A201, "General Conditions of the Contract for Construction", are
to be used by Architect without modification; however, City may,upon prior consultation,approve of any
changes that may be necessary for specific cases or instances. Any special conditions pertaining to the
Project that are approved by City will be included under the Special Conditions portion of the
Construction Documents.
11
9.02 Contract Administration. This Agreement shall be administered on behalf of City by its City
Manager, and Architect shall fully comply with any and all instructions from Director. Any dispute
arising hereunder shall be submitted to Director,whose decision in the matter shall be final and binding.
ARTICLE X
RESPONSIBILITY FOR WORK,INDEMNIFICATION AND INSURANCE
10.01 Architect's Responsibility for Work. Approval by City shall not constitute nor be deemed a
release of the responsibility and liability of Architect, its employees, subcontractors, agents and
consultants for the accuracy and competency of their Designs,Working Drawings, Specifications or other
documents and work; nor shall such approval be deemed to be an assumption of such responsibility by
City for any defect, error or omission in the Designs, Working Drawings, and Specifications or other
documents prepared by Architect,his employees,subcontractors,agents and consultants.
10.02 Indemnification (Damage Claims). Architect agrees to indemnify and hold City, its officers,
agents and employees, harmless against any and all claims, lawsuits,judgments, costs and expenses for
personal injury (including death), property damage or other harm for which recovery of damages is
sought,suffered by any person or persons,that may arise out of or be occasioned by Architect's breach of
any of the terms or provisions of this Agreement, or by any negligent act or omission of Architect, his
officers, agents, associates, employees or subconsultants, in the performance of this Agreement; except
that the indemnity provided for in this paragraph shall not apply to any liability resulting from the
negligence of City, its officers, agents, employees or separate contractors, and in the event of joint and
concurrent negligence of both Architect and City, responsibility and indemnity, if any, shall be
apportioned comparatively in accordance with the laws of the State of Texas, without, however, waiving
any governmental immunity available to City under Texas law and without waiving any defenses of the
parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto
and not intended to create or grant any rights,contractual or otherwise,to any other person or entity.
10.03 Indemnification(Patent and Copyright Claims).Architect agrees to completely indemnify and
hold harmless City, its officers, agents and employees, against a claim that any of the Designs, Plans or
Specifications prepared by Architect, its employees, associates or subconsultants, pursuant to this
Agreement infringe a U.S. patent or copyright directly, indirectly or contributorily, regardless of whether
or not City is proven to have actively induced or contributed to the infringement. Architect will pay any
and all resulting costs,damages and attorney's fees finally awarded,provided that:
(1) City promptly notifies Architect in writing of the claim; and
(2) Architect has control of settlement negotiations.
(a) The City Attorney of City shall be kept informed of settlement negotiations, and
shall execute any settlement agreement reached by Architect on City's behalf.
(b) Architect's indemnification under this section is conditioned on City's agreement
that if any of the designs, plans or specifications, become, or in Architect's
opinion are likely to become, the subject of such a claim, City will permit
Architect, at Architect's option and expense, either to procure the right for City
to continue using the designs, plans or specifications or to replace or modify the
same so that they become non-infringing; and if neither of the foregoing
12
alternatives is available on terms which are reasonable in Architect's judgment,
City,to the extent City is legally able to do so,will cease using the designs,plans
or specifications on written request of Architect, in which instance City has the
sole option to either require Architect to perform new design work at Architect's
sole expense, or to terminate this Agreement.
(c) Architect has no liability under this section for any claim of infringement based
upon the modification or alteration of the designs, plans or specifications
prepared under this Agreement subsequent to the Project by City, or by any
engineering consultant subsequently employed by City.
(d) The foregoing states the entire obligation of Architect with respect to
infringement of patents and copyrights.
10.04 Insurance.Architect, at Architect's sole cost, shall purchase and maintain during the term of this
Agreement the minimum professional liability insurance coverage in the amount of One Million Dollars
($1,000,000.00) from a company authorized to do insurance business in Texas and otherwise acceptable
to City. Failure to maintain the minimum insurance coverage during the term of this Agreement shall be
considered a material breach of this Agreement.
10.05 Subconsultant Insurance. Without limiting any of the other obligations or liabilities of
Architect, Architect shall require each subconsultant performing work under this Agreement to maintain
during the term of the Contract, at the subconsultant's own expense, the same stipulated minimum
insurance required in Section 10.04 above, including the required provisions and additional policy
conditions as shown below in Section 10.06,unless specifically waived by the City Manager.
Architect shall obtain and monitor the certificates of insurance from each subconsultant in order
to assure compliance with the insurance requirements. Architect must retain the certificates of insurance
for the duration of this Agreement, and shall have the responsibility of enforcing these insurance
requirements among its subconsultants. City shall be entitled, upon request and without expense, to
receive copies of these certificates of insurance.
10.06 Insurance Policy Endorsements. Each insurance policy under paragraph 10.04 shall include the
following conditions by endorsement to the policy:
(1) Each policy shall require that thirty(30) days prior to the expiration, cancellation,or non-
renewal,a notice thereof shall be given to City by certified mail to:
City Manager,City of Round Rock
221 East Main Street
Round Rock,Texas 78664
Architect shall also notify City, within 24 hours of receipt, of any notices of expiration,
cancellation, or non-renewal it receives from its insurer.
(2) Companies issuing the insurance policies shall have no recourse against City for payment
of any premiums or assessments for any deductibles which all are at the sole
responsibility and risk of Architect.
13
(3) The Term "City" or "City of Round Rock" shall include all authorities, Boards,
Commissions, Departments, and officers of City and the individual members, employees
and agents thereof in their official capacities, and/or while acting on behalf of the City of
Round Rock.
(4) The policy clause "Other Insurance" shall not apply to any insurance coverage currently
held by City, to any such future coverage, or to City's Self-Insured Retentions of
whatever nature.
10.07 Cost of Insurance. The cost of all insurance required herein to be secured and maintained by
Architect shall be borne solely by Architect, with certificates of insurance evidencing such minimum
coverage in force to be filed with the City.
ARTICLE XI
COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES,ETC.
11.01 Compliance with Laws. Architect, its consultants, agents, employees and subcontractors shall
comply with all applicable Federal and State Laws, the Charter and Ordinances of the City of Round
Rock, as amended, and with all applicable rules and regulations promulgated by all local, State and
National boards, bureaus and agencies. Architect shall further obtain all permits and licenses required in
the performance of the professional services contracted for herein.
11.02 Taxes. Architect will pay all taxes, if any, required by law arising by virtue of the services
performed hereunder. City is qualified for exemption pursuant to the provisions of Section 151.309 of the
Texas Limited Sales,Excise, and Use Tax Act.
ARTICLE XII
TERM
12.01 Term.Unless sooner terminated in accordance with the applicable provisions hereof, or extended
by mutual agreement approved by City's Director, the term of this Agreement shall be from the date
hereof until final completion of the Project and all architectural/engineering and construction
administration services in connection therewith, including the final one(1) year warranty inspection, and
resolution of any outstanding Project-related claims or disputes.
12.02 Project Performance Schedule. Architect understands that the Project Performance Schedule is
of critical importance, and agrees to undertake all necessary efforts to expedite the performance of
services required herein, so that construction of the Project will be commenced as scheduled. In this
regard, Architect shall proceed with sufficient qualified personnel and consultants necessary to fully and
timely accomplish all services required under this Agreement in the highest professional manner.
ARTICLE XIII
FINANCIAL INTEREST PROHIBITED,CONFIDENTIALITY
13.01 Financial Interest Prohibited. Architect covenants and represents that Architect, its officers,
employees, agents, consultants and subcontractors will have no financial interest, direct or indirect, in the
purchase or sale of any product, materials or equipment that will be recommended or required for the
construction of the Project.
14
13.02 Confidentiality. Architect's reports, evaluations, designs, drawings, data, and all other
documentation and work developed by Architect hereunder shall be kept confidential, and shall not be
disclosed to any third parties without the prior written consent and approval of City's Director.
ARTICLE XIV
GENERAL PROVISIONS
14.01 Time is of the Essence. Architect understands and agrees that time is of the essence and that any
failure of Architect to complete the services for each phase of this Agreement within the agreed Project
Performance Schedule will constitute a material breach of this Agreement. Architect shall be fully
responsible for its delays or for failures to use his best efforts in accordance with the terms of this
Contract. Where damage is caused to City due to Architect's failure to perform in these circumstances,
City may withhold, to the extent of such damage, Architect's payments hereunder without waiver of any
of City's additional legal rights or remedies.
14.02 Force Majeure.Neither City nor Architect shall be deemed in violation of this Agreement if it is
prevented from performing any of its obligations hereunder by reasons for which it is not responsible or
circumstances beyond its control. However, notice of such impediment or delay in performance must be
timely given, and all reasonable efforts undertaken to mitigate its effects.
14.03 Assignment. The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Architect shall not assign,sublet
or transfer any interest in this Agreement without prior written authorization of City's Director.
14.04 Amendments. This Agreement, representing the entire agreement between the parties, may only
be amended or supplemented by mutual agreement of the parties hereto in writing.
14.05 Enforcement and Venue. This Agreement shall be enforceable in Round Rock, Williamson
County, Texas, and if legal action is necessary by either party with respect to the enforcement of any or
all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas.
This Contract shall be governed by and construed in accordance with the laws and court decisions of the
State of Texas.
14.06 Notices. All notices and correspondence to City by Architect shall be mailed or delivered as
follows:
City Manager,City of Round Rock Stephan L. Sheets,City Attorney
221 East Main Street and to: 309 East Main Street
Round Rock,Texas 78664 Round Rock,Texas 78664
All notices and correspondence from City to Architect shall be mailed or delivered to the
Architect as follows:
PGAL,Inc.
3030 LBJ Freeway, Suite 1220
Dallas,Texas 75234
15
IN WITNESS WHEREOF, the City of Round Rock has caused this Contract to be signed in its
corporate name by its Mayor, duly authorized to execute the same in its behalf by Resolution No.
approved by the City Council on January 25, 2018, and PGAL, Inc. signing
by and through its duly authorized representative, thereby binding the parties hereto, their successors,
assigns and representatives for the faithful and full performance of the terms and provisions of this
Contract.
CITY OF ROUND ROCK,TEXAS PGAL,Inc.
By: By:
`tom
Craig Morgan,Mayor
Date: Date: January 9, 2018
ATTEST:
By:
Sara L.White,City Clerk
FOR CITY,APPROVED AS TO FORM:
By:
Stephan L. Sheets,City Attorney
16