CM-2025-003 - 1/3/20254871-4804-9650 /ss2
City of Round Rock Agreement
for Architectural Services for
Restoration of Palm House
With
Heimsath Architects
__________________________________________________________________
AGREEMENT made as of the _______________ (_____) day of the month of ____________________ in the year
Two Thousand Twenty-Four (2024).
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:
Heimsath Architects
2104 Greenwood Avenue
Austin, Texas 78723
For the following Project:
Professional architectural services and design services related to restoration of the historical Palm House located in
Round Rock, Texas (Phase 2).
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: Relocate the historical Palm House.
The referenced Project consists of professional planning, design, and construction services related to the following:
Historic rehabilitation of the Palm House.
sixth 6th January 2025
CM-2025-003
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1.1.2.2 The physical parameters are:
The Palm House is now located at Old Settlers Park, 3300 East Palm Valley Road, Round Rock, Texas 78665.
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 by Architect
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 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.
1.1.2.4 The financial parameters are as follows:
The Fee Schedule relative to this Agreement is set forth in Exhibit “A,” and is as follows:
A.Basic Services
The Owner agrees to pay the Architect a total sum not to exceed Forty Thousand Seven
Hundred Fifty and no/100 Dollars ($40,750.00) for professional services as set forth in the
attached Exhibit “A.” 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 Two Thousand and No/100 Dollars ($2,000.00).
Reimbursable expenses shall be paid as set forth herein and are not included in the not to exceed
amount of $40,750.00 for Basic Services.
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.
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.
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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 Basic Services,
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 City shall be authorized to pay an amount not-to-exceed Six
Thousand and No/100 Dollars ($6,000.00) for additional services solely requested by the City
and agreed upon by the City and Architect. Any additional services exceeding $6,000.00 shall be
performed under a supplemental agreement negotiated at a time subsequent to this Agreement.
D.Total Liability for Payments:
The total liability for payment for professional services paid pursuant to paragraph A above and
reimbursable expenses paid pursuant to paragraph B above, and additional services paid pursuant
to paragraph C above, shall not exceed Forty-Eighty Thousand Seven Hundred Fifty and
No/100 Dollars ($48,750.00).
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. 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: Undetermined.
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
Bob Lomas, Project Manager
City of Round Rock
General Services Department
212 Commerce Boulevard
Round Rock, Texas 78664
Telephone Number: (512) 341-3126
Email Address: rlomas@roundrocktexas.gov
1.1.3.2 The Owner’s consultants and contractors are:
Architect of Record / Prime Firm:
Heimsath Architects
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Consultants:
Any additional Consultants are to be submitted to Owner and approved by Owner.
1.1.3.3 The Architect’s Designated Representative is:
Ben Heimsath, AIA
Heimsath Architects
2104 Greenwood Avenue
Austin, Texas 78723
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 affected 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.
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.
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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 “B” 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.
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.
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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.
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.
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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 affected 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.
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.
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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 ten (10) of the
Contract.
1.3.7.10. In accordance with Chapter 2271, 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.
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
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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 $2,000.00, are included in the not-to-exceed sum for
total compensation to Architect ($48,750.00) 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.
1.4.1.2 Other documents as follows:
Exhibit “A” Scope of Services; Work Schedule; Fee Schedule
“Supplemental Agreement No. 1” supplementing Architectural Services Agreement between Owner and Architect.
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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.]
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OWNER ARCHITECT
CITY OF ROUND ROCK, TEXAS HEIMSATH ARCHITECTS
By:_________________________________ By: ___________________________________
City Manager, Laurie Hadley
Date:_________________________________ Date: _________________________________
ATTEST:
By:__________________________________
City Clerk
FOR CITY, APPROVED AS TO FORM:
By:__________________________________
Stephanie L. Sandre, City Attorney
12/12/2024
Brooks Bennett (Jan 6, 2025 16:42 CST)
01/06/2025
Ann Franklin (Jan 7, 2025 07:03 CST)
Ann Franklin
ENVISION | COLLABORATE | DESIGN | DELIVER
August 23, 2024
PROFESSIONAL SERVICES PROPOSAL
Historic Palm House – Phase 2: Historic Rehabilitation
For City of Round Rock
With the completion of the Phase One relocation of the Palm House in proximity
to its original location, Heimsath Architects offers this proposal for services for
the rehabilitation of the historic structure. Rehabilitation an appropriate
treatment under the Secretary of the Interior’s Standards for the Treatment of
Historic Properties.
Rehabilitation is defined as the act or process of making possible a compatible
use for a property through repair, alterations, and additions while preserving
those portions or features which convey its historical, cultural, or architectural
values. (See Attachment A for relevant Department of the Interior’s Standards
and Guidelines).
The Palm House Rehabilitation scope of work is generally described as Phase
Two in our original scope of work dated February 7, 2023. Note that all work
under the relocation scope of work has been completed and therefore all work
performed for Phase Two will be covered by this new proposal.
The Architects will provide services as outlined in the “Minimal Renovation
Scope of Work” as provided in our memo dated 3/25/2024. (See Attachment B).
The following items are noted specifically or have been added to the scope of
work since the issue of the 3/25/24 memo:
• Rear porch addition will be for two rear doors only
• Existing roof will be removed, install new cedar shake roof
•Limestone skirting around foundation may not include rear porch
addition
•Stone overhang at chimney top has been completed
•Accessible ramp is proposed for the front porch
•Wall insulation is excluded for existing walls
•Site grading may be provided by others
Due to the nature of the work, the Architects’ construction documents will
indicate scope and requirements for the project and may not include extensive
detailing in recognition of the general contractor’s expertise. Specifications may
be in outline form or may consist only of drawing notes.
Exhibit "A"
2104 Greenwood Ave, Austin, TX 78723 512.478.1621 www.heimsath.com
BH082622
The Architects services will include structural engineering through a consulting
structural engineer, and limited MEP review through our engineering
consultants. For all other consultants, the Architects will rely on the City’s
consultants, if required, for any civil, or other consulting services. It is
understood that the project will be procured using a negotiated contract. The
Architect will provide general performance specifications and will coordinate
with the contractor’s subs as appropriate to provide guidance if requested.
MEP scope will be determined with assistance from qualified subcontractors.
MEP Engineering documentation is not included in our Basic Services.
However, our Basic Services will include a professional engineering review of
recommendations to determine general compliance with performance
expectations and code requirements.
The Architects will report to the City of Round Rock project manager.
Communication with the Old Settlers Association is understood to be part of the
process with the City’s PM included on all communication. The Architects will
assist in applying for building permits and applying for a Certificate of
Appropriateness with the Historic Preservation Commission and the Texas
Historical Commission. This includes attendance at up to two public hearings.
FEES:
Work under this Agreement will be performed as follows:
Phase Two basic services - fixed fee of $40,750, excluding reimbursables.
Additional Services, beyond those outlined in this Proposal for Phase Two, may
be performed for hourly rates or a pre-approved negotiated fee. Total
Additional Services will not exceed $6,000 without prior written approval by
Owner. 2024 hourly rates are as follows:
Principal $225.00
Project Manager $200.00
Architectural Designer $160.00
Reimbursables include travel expenses and may also include presentation
materials and final report printing costs. These will be billed to the Owner with
no additional markup. Total reimbursables will not exceed $2,000 without prior
written approval by the Owner.
Exhibit "A"
2104 Greenwood Ave, Austin, TX 78723 512.478.1621 www.heimsath.com
BH082622
Note the Architects have no control over prices and construction. We provide
opinions of probable construction estimates for planning purposes only. These
may not accurately reflect actual construction costs.
Terms of this proposal may be incorporated into an AIA contract or City of
Round Rock contract as required.
____________________________________
Ben Heimsath AIA
Principal, Heimsath Architects
Exhibit "A"
The Secretary of the Interior’s Standards for the Treatment of Historic Proper7es
STANDARDS FOR REHABILITATION & GUIDELINES FOR REHABILITATING HISTORIC BUILDINGS
Rehabilita)on is defined as the act or process of making possible a compa)ble use for a property
through repair, altera)ons, and addi)ons while preserving those por)ons or features which
convey its historical, cultural, or architectural values.
Rehabilita)on as a Treatment: When repair and replacement of deteriorated features are
necessary; when altera)ons or addi)ons to the property are planned for a new or con)nued use;
and when its depic)on at a par)cular )me is not appropriate, Rehabilita)on may be considered
as a treatment. Prior to undertaking work, a documenta)on plan for Rehabilita)on should be
developed.
Standards for Rehabilita7on
1.A property will be used as it was historically or be given a new use that requires minimal
change to its dis7nc7ve materials, features, spaces and spa7al rela7onships.
2.The historic character of a property will be retained and preserved. The removal of
dis7nc7ve materials or altera7on of features, spaces and spa7al rela7onships that
characterize a property will be avoided.
3.Each property will be recognized as a physical record of its 7me, place and use. Changes
that create a false sense of historical development, such as adding conjectural features
or elements from other historic proper7es, will not be undertaken.
4.Changes to a property that have acquired historic significance in their own right will be
retained and preserved.
5.Dis7nc7ve materials, features, finishes, and construc7on techniques or examples of
craXsmanship that characterize a property will be preserved.
6.Deteriorated historic features will be repaired rather than replaced. Where the severity
of deteriora7on requires replacement of a dis7nc7ve feature, the new feature will match
the old in design, color, texture and, where possible, materials. Replacement of missing
features will be substan7ated by documentary and physical evidence.
7.Chemical or physical treatments, if appropriate, will be undertaken using the gentlest
means possible. Treatments that cause damage to historic materials will not be used.
8.Archeological resources will be protected and preserved in place. If such resources must
be disturbed, mi7ga7on measures will be undertaken.
9.New addi7ons, exterior altera7ons, or related new construc7on will not destroy historic
materials, features, and spa7al rela7onships that characterize the property. The new
work will be differen7ated from the old and will be compa7ble with the historic
materials, features, size, scale and propor7on, and massing to protect the integrity of
the property and its environment.
Exhibit "A"
10.New addi7ons and adjacent or related new construc7on will be undertaken in such a
manner that, if removed in the future, the essen7al form and integrity of the historic
property and its environment would be unimpaired.
Relevant Guidelines for Rehabilita7on:
Iden%fy, Retain, and Preserve Historic Materials and Features
The guidance for the treatment Rehabilita7on begins with recom menda7ons to iden7fy the
form and detailing of those architectural materials and features that are important in defining
the building’s historic character and which must be retained to preserve that char acter.
Therefore, guidance on iden)fying, retaining, and preserving character-defining features is
always given first.
Protect and Maintain Historic Materials and Features
AXer iden7fying those materials and features that are important and must be retained in the
process of Rehabilita7on work, then protec)ng and maintaining them are addressed. Protec7on
generally involves the least degree of interven7on and is preparatory to other work. Protec7on
includes the maintenance of historic materials and features as well as ensuring that the
property is protected before and during rehabilita7on work. A historic building undergoing
rehabilita 7on will oXen require more extensive work. Thus, an overall evalua 7on of its physical
condi7on should always begin at this level.
Repair Historic Materials and Features
Next, when the physical condi7on of character-defining materials and features warrants
addi7onal work, repairing is recommended. Rehabilita7on guidance for the repair of historic
materials, such as masonry, again begins with the least degree of interven7on possible. In
rehabilita7on, repairing also includes the limited replacement in kind or with a compa7ble
subs7tute material of extensively dete riorated or missing components of features when there
are surviv ing prototypes features that can be substan7ated by documentary and physical
evidence. Although using the same kind of material is always the preferred op7on, a subs7tute
material may be an accept able alterna7ve if the form, design, and scale, as well as the subs7
tute material itself, can effec7vely replicate the appearance of the remaining features.
Replace Deteriorated Historic Materials and Features
Following repair in the hierarchy, Rehabilita7on guidance is pro vided for replacing an en7re
character-defining feature with new material because the level of deteriora7on or damage of
materials precludes repair. If the missing feature is character defining or if it is cri7cal to the
survival of the building (e.g., a roof ), it should be replaced to match the historic feature based
on physical or historic documenta7on of its form and detailing. As with repair, the preferred
op7on is always replacement of the en7re feature in kind (i.e., with the same material, such as
wood for wood). However, when this is not feasible, a compa7ble subs7tute material that can
reproduce the overall appearance of the historic material may be considered.
Exhibit "A"
It should be noted that, while the Na7onal Park Service guidelines recommend the replacement
of an en7re character-defining feature that is extensively deteriorated, the guidelines never
recommend removal and replacement with new material of a feature that could reasonably be
repaired and, thus, preserved.
Design for the Replacement of Missing Historic Features
When an en7re interior or exterior feature is missing, such as a porch, it no longer plays a role in
physically defining the historic character of the building unless it can be accurately recovered in
form and detailing through the process of carefully documen7ng the historic appearance. If the
feature is not cri7cal to the survival of the building, allowing the building to remain without the
feature is one op7on. But if the missing feature is important to the historic character of the
building, its replacement is always recommended in the Rehabilita7on guidelines as the first, or
preferred, course of ac7on. If adequate documentary and physical evidence exists, the feature
may be accurately reproduced. A second op7on in a rehabilita7on treatment for replacing a
missing feature, par7cularly when the available informa7on about the feature is inadequate to
permit an accurate reconstruc7on, is to design a new feature that is compa7ble with the overall
historic character of the building. The new design should always take into account the size,
scale, and material of the building itself and should be clearly differen7ated from the authen7c
historic features. For proper7es that have changed over 7me, and where those changes have
acquired significance, reestablishing missing historic features generally should not be
undertaken if the missing features did not coexist with the features currently on the building.
Juxtaposing historic features that did not exist concurrently will result in a false sense of the
building’s history.
Altera%ons
Some exterior and interior altera7ons to a historic building are generally needed as part of a
Rehabilita7on project to ensure its con7nued use, but it is most important that such altera7ons
do not radically change, obscure, or destroy character-defining spaces, materials, features, or
finishes. Altera7ons may include changes to the site or seeng, such as the selec7ve removal of
buildings or other features of the building site or seeng that are intrusive, not character
defining, or outside the building’s period of significance.
Code-Required Work: Accessibility and Life Safety
Sensi7ve solu7ons to mee7ng code requirements in a Rehabilita7on project are an important
part of protec7ng the historic character of the building. Work that must be done to meet
accessibility and life-safety requirements must also be assessed for its poten7al impact on the
historic building, its site, and seeng.
New Exterior Addi%ons and Related New Construc%on
Rehabilita7on is the only treatment that allows expanding a historic building by enlarging it with
an addi7on. However, the Rehabilita7on guidelines emphasize that new addi7ons should be
considered only aXer it is determined that mee7ng specific new needs cannot be achieved by
altering non-character-defining interior spaces. If the use cannot be accommodated in this way,
then an afached exterior addi7on may be considered. New addi7ons should be designed and
Exhibit "A"
constructed so that the character-defining features of the historic building, its site, and seeng
are not nega7vely impacted. Generally, a new addi7on should be subordinate to the historic
building. A new addi7on should be compa7ble, but differen7ated enough so that
it is not confused as historic or original to the building. The same guidance applies to new
construc7on so that it does not nega7vely impact the historic character of the building or its
site.
The preceding standards and guidelines are excerpted from:
THE SECRETARY OF THE INTERIOR’S STANDARDS
FOR THE TREATMENT OF HISTORIC PROPERTIES WITH
GUIDELINES FOR PRESERVING, REHABILITATING, RESTORING & RECONSTRUCTING HISTORIC BUILDINGS
Revised by Anne E. Grimmer
from The Secretary of the Interior’s Standards for the Treatment of Historic ProperQes with Guidelines for
Preserving, RehabilitaQng, Restoring & ReconstrucQng Historic Buildings Kay D. Weeks and Anne E. Grimmer (1995)
U.S. Department of the Interior NaQonal Park Service
Technical PreservaQon Services Washington, D.C.
2017
Exhibit "A"
__________________________________________________________________________________________________________________________________________________________________
Memo
__________________________________________________________________________________________________________________________________________________________________
2104 Greenwood Ave • Austin, TX 78723 • (512) 478-1621 • www.heimsath.com
Project: Palm House Restoration
Project No.: 2023-966
Owner: City of Round Rock
Date: 03.25.2024
To Contractor: Braun & Butler Construction
Minimal Renovation Scope of Work for Budget Pricing
Selective Demolition:
•Remove existing porch framing, decking and columns.
•Remove cricket on roof.
•Protect existing wood flooring from damage during construction.
Masonry:
•Complete firebox and stone on chimney interior.
•Reinstall top layer of stone with an overhang at top of chimney.
•Install limestone “skirting” to close gap between structure and grade.
Wood:
•Remove plastic and install new siding to match the existing siding and trim on the ends of the
building.
•Rebuild front porch with proper column spacing and slope.
o Recreate original column profiles.
o Install new steps and handrail.
•Add new porch at back of building with plain 4x4 columns.
o Install new handicap ramp with decorative metal rails at end of porch addition.
Roofing and Insulation:
•Repair existing roofing and gutters.
•Install new R-19 insulation at roof and R-13 insulation at all walls.
•Install new insulation in crawl space between joists.
Windows and Doors:
•Refurbish existing double hung windows. Windows to be operable.
•Repair/replace hardware.
•Refurbish existing transoms.
•Refurbish existing doors.
Exhibit "A"
HEIMSATH ARCHITECTS 2
Shutters:
•Refurbish existing wood shutters for exterior windows.
•Refurbish existing shutter hardware, use historic profiles for all remaining shutter hardware.
Finishes:
•Prep, prime and paint interior and exterior with high quality paint, matching original colors.
•Clean existing wood flooring. Repair any damaged areas and finish to match existing.
HVAC:
•Install new split system and associated electrical.
Electrical:
•Install new electrical system, (1) small ceiling fixture per room and (2) duplex outlets in each
room.
Site Grading:
•Grade site to match the level of the original grading of the house as shown in historic
photograph.
Exhibit "A"
4869-6592-5362/ss2
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 Restoration of Palm House with Heimsath Architects,” for
the following Project:
Professional architectural services and design services for the restoration of the historical
Palm House now located at Old Settlers Park, 3300 East Palm Valley Road, Round Rock,
Texas 78665.
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 ________________, 2024, 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 HEIMSATH ARCHITECTS, with offices located at 2104 Greenwood Avenue, Austin, Texas 78723
(hereinafter referred to as “Architect”).
W I T N E S S E T H :
WHEREAS, as is recited in the Agreement this document supplements, City intends to provide
services for the design and construction of the described project (hereinafter called 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, document production, bidding-related services, and construction observation
services related to the Project. Total compensation for Architect’s services under this Agreement shall
not exceed the following: $48,750.00, including reimbursable expenses in an amount not to exceed
$2,000.00 and additional service in an amount not to exceed $6,000.00.
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 Project, 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;
6th January 2025
2
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 Forty-Eight Thousand Seven Hundred Fifty and No/100 Dollars ($48,750.00), including
a not to exceed amount of Two Thousand and No/100 Dollars ($2,000.00) for approved Reimbursable
Expenses and a not to exceed amount of Six Thousand and No/100 Dollars ($6,000.00) for Additional
Services. 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, architectural, design, structural, mechanical/electrical/plumbing engineering
services, 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 Schedule shall be agreed to by Architect and Director, 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:
3
(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 Director. Five (5) copies each of said documents will 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 Director,
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. City shall provide all standard documents for
Architect to include in the Project Manual.
(2)Architect shall file one (1) complete sets of proposed Construction Documents with
Director in PDF format 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. Following approval, Architect shall
prepare and have on hand additional sets as needed for bidding purposes. Should
additional sets be required, Architect will be reimbursed for same as an eligible
reimbursable expense, upon approval in advance by City. Architect shall also file with
Director at said time, the following items:
(a)Tracing of the Project Title Sheet, signed by Architect, with seal affixed. (This
tracing shall be returned to Architect to print contract documents when the
signatures of City officials have been properly affixed).
(b)Four (4) unbound copies of the approved Project Construction Manual for
subsequent binding with signed construction contracts. The Project Construction
Manual shall include General and Supplementary General Conditions;
4
Specifications and Special Provisions; Advertisement, Instructions to Bidders
and Bid Proposal Form; City’s Bid Bond, Contract, Performance and Payment
Bond Forms; approved Wage Rates; Federal regulations if applicable to the
Project; and other required documents for construction of the Project.
(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 Architect as a reimbursable expense.
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
5
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
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.
6
(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
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,
7
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.
(15)Architect shall prepare Change Orders and/or Construction Change Directives to the
construction contract, in one (1) copy in PDF format, 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(l) 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.
8
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
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. Where City
Council or City Manager authorization is required, Architect shall not proceed until the appropriate
Resolution or directive for such Additional Services has been delivered. 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.
9
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
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 Miscellaneous items. City will also provide Architect with such items as two (2) copies of the
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 Project, 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,
10
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.
ARTICLE V
REIMBURSABLE EXPENSES
5.01 Reimbursable Expenses. Reimbursable Expenses are included in the total not-to-exceed fee
delineated in the Agreement this document supplements and herein, and include actual expenditures at
actual costs made by Architects, their employees, or their consultants in the interest of the Project.
5.02 Travel, phone, postage, reproduction, etc. The following shall be reimbursable and included in
the total not-to exceed fee: reasonable transportation and living expenses of principals and employees
when traveling in connection with the Project outside of Round Rock, Texas, essential long distance calls
and telegrams, fees paid for the securing of approval of authorities having jurisdiction over the Project,
postage, and reproduction of Drawings and Specifications, excluding copies for Architect’s office use.
5.03 Overtime. If authorized in advance by City, the expense of extraordinary overtime work, not due
to Architect delays, requiring higher than regular rates, and renderings, slides, photographs or models for
the City’s use shall be reimbursable.
5.04 Texas Department of Licensing and Regulation fees. Any fees charged to Architect by the
Texas Department of Licensing and Regulation for review and approval of design or development
documents shall be reimbursable.
5.05 Texas Natural Resource Conservation Commission fees. Any related fees charged to Architect
by the Texas Commission on Environmental Quality shall be reimbursable.
5.06 Special Consultants. If the employment of special consultants for specialized design services is
authorized by City, (for example, special lighting and landscape consultants, special soil mechanics
engineers, communications consultants, etc.), fees for other than normally required architectural,
structural, mechanical, electrical and civil engineering services and the Basic Services hereinbefore
defined, shall be reimbursable.
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.
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6.02 Reimbursable Expenses. Payments for authorized Reimbursable Expenses for Architect, as
hereinbefore referred to and in an amount not to exceed $5,000.00, 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.
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.
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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.
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
13
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
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.
14
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. As an
alternative, Architect may include its subconsultants as additional insureds on its own coverages as
prescribed under these requirements. Architect's certificate of insurance shall note in such event that the
subconsultants are included as additional insureds and that the Architect agrees to provide Workers’
Compensation coverage for the subconsultants and their employees.
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.
(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
15
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.
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.
16
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 Stephanie L. Sandre, 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: Heimsath Architects
2104 Greenwood Avenue
Austin, Texas 78723
[Signatures appear on the following page.]
17
IN WITNESS WHEREOF, the City of Round Rock has caused this Contract to be signed in its
corporate name by its City Manager, duly authorized to execute the same in its behalf, and Heimsath
Architects, 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 HEIMSATH ARCHITECTS
By: _________________________________ By: ___________________________________
Laurie Hadley, City Manager
Date: _________________________________ Date: _________________________________
ATTEST:
By: __________________________________
City Clerk
FOR CITY, APPROVED AS TO FORM:
By: __________________________________
Stephanie L. Sandre, City Attorney
THE TEXAS BOARD OF ARCHITECTURAL EXAMINERS, P.O. BOX 12337, AUSTIN, TEXAS
78711-2337 OR 333 GUADALUPE, SUITE 2-350, AUSTIN, TEXAS 78701-3942, TELEPHONE (512)
305-9000, HAS JURISDICTION OVER INDIVIDUALS LICENSED UNDER THE ARCHITECTS’
REGISTRATION LAW, TEXAS CIVIL STATUTES, ARTICLE 249a.
12/12/2024
Brooks Bennett (Jan 6, 2025 16:42 CST)
01/06/2025
Ann Franklin (Jan 7, 2025 07:03 CST)
Ann Franklin
Palm House Restoration Agreement with
Heimsath Architects
Final Audit Report 2025-01-07
Created:2024-12-10 (Central Standard Time)
By:Leticia Hernandez (lhernandez@roundrocktexas.gov)
Status:Signed
Transaction ID:CBJCHBCAABAAApU90BCgsJBMa5-U04EhWOz9WooovEER
"Palm House Restoration Agreement with Heimsath Architects"
History
Document created by Leticia Hernandez (lhernandez@roundrocktexas.gov)
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Signer ssandre@scrrlaw.com entered name at signing as Stephanie L. Sandre
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Document emailed to Leticia Hernandez (lhernandez@roundrocktexas.gov) for acceptance
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Signer madams@roundrocktexas.gov entered name at signing as Monique Adams
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Document approved by Monique Adams (madams@roundrocktexas.gov)
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Document e-signed by Stephanie L. Sandre (ssandre@scrrlaw.com)
Signature Date: 2025-01-06 - 1:14:09 PM CST - Time Source: server- IP address: 12.76.88.230
Document emailed to madams@roundrocktexas.gov for delegation
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Document signing delegated to Brooks Bennett (bbennett@roundrocktexas.gov) by
madams@roundrocktexas.gov
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Document emailed to Brooks Bennett (bbennett@roundrocktexas.gov) for signature
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Document e-signed by Brooks Bennett (bbennett@roundrocktexas.gov)
Signature Date: 2025-01-06 - 4:42:04 PM CST - Time Source: server- IP address: 166.205.58.31
Document emailed to Ann Franklin (afranklin@roundrocktexas.gov) for signature
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Document e-signed by Ann Franklin (afranklin@roundrocktexas.gov)
Signature Date: 2025-01-07 - 7:03:24 AM CST - Time Source: server- IP address: 71.42.191.10
Document emailed to Monique Adams (madams@roundrocktexas.gov) for approval
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Document approved by Monique Adams (madams@roundrocktexas.gov)
Approval Date: 2025-01-07 - 1:31:55 PM CST - Time Source: server- IP address: 71.42.191.10
Agreement completed.
2025-01-07 - 1:31:55 PM CST