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R-88-1102 - 3/24/1988right -of -ways, and ! ATTEST: LAND, City Secretary RESOLUTION NO. / WHEREAS, the City of Round Rock desires to design and improve landscaping along various highway right -of -ways leading into the City, and WHEREAS, professional landscaping architectural services are required in connection with the design and improvement of said WHEREAS, Belanger and Smith Associates, Inc., has submitted a proposed agreement to provide landscaping architectural services, and WHEREAS, the City Council desires to enter into said agreement with Belanger and Smith Associates, Inc., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS That the Mayor is hereby authorized and directed to execute on behalf of the City, an agreement with Belanger and Smith Associates, Inc., a copy of such agreement being attached hereto and incorporated herein for all purposes. RESOLVED this A day of , 1988. MIKE ROBINSON, Mayor City of Round Rock DATE: March 22, 1988 SUBJECT: Council Agenda, March 24, 1988 ITEM: 13E. Consider a resolution authorizing the Mayor to enter into a contract with Belanger, Smith and Associates for the Highway Beautification Project. STAFF RESOURCE PERSON: Joe Vining STAFF RECOMMENDATION: Approval. This contract will retain Belanger, Smith & Associates, Inc. to prepare planning, design and coordination services required for the landscape development along Highway rights -of -way within the City comprised of State and City Highways in•the City of Round Rock. They will also provide design services for designated entrance /gateways into the City, as well as explore the various alternatives for economic resources which are available to the City. This plan will form the basis of a cost shared Landscaping Program with the State. ECONOMIC IMPACT: Contract Value $21,500. Future cost for the City portion of the physical improvements must be anticipated. PROPOSAL /AGREEMENT FOR LANDSCAPE DEVELOPMENT MATCHING FUNDS PROGRAM STATE DEPARTMENT OF HIGHWAYS FOR THE CITY OF ROUND ROCK, TEXAS Tuesday, March 18, 1988 BELANGER & SMITH ASSOCIATES, INC. Landscape Architecture Development Planning 712 -C West 14th Street Austin, Texas 78701 (512) 472 -4868 Mr. Joe Vining, AICP Director Planning & Community Development City of Round Rock, Texas REFERENCE: Proposal /Agreement for Landscape Development Matching Funds Program from the State Department of Highways for The City of Round Rock, Texas Mr. Vining: Having taken advantage of a few additional days, to study more clearly the proposed project and to confirm our approach in implementing the project's goals and opportunities, we are pleased to submit our proposal for Landscape Design Services. It is our understanding that the City of Round Rock, Texas, wishes to: + Develop a Landscape Master Plan which will serve as the vehicle that directs the current and future phases of the Highway Matching Funds Program. The Master Plan shall involve all reasonable possibilities and aspects pertaining to City goals, design aspirations (image) priorities relating to time and budget, method of achievement, and program phasing. + Based upon conclusions established from the Master Plan, specific highways will have been designated as gateways leading to the City, or scenic corridors within the city. These highways will then serve to provide an extraordinary first impression that signifies a strong community image and character for the City of Round Rock. + Integrate various landscape design strategies along with the City's existing planning strategies, in conjunction with the SDH &PT guidelines regarding public safety, ease of maintenance, health of the land, and the success of highway beautification in the State of Texas. 1 + Embrace the national xeriscape movement standards for the preservation of our water resources in order to minimize wasted water and maximize the growth, surviveability and beauty of the new plant material. + Implement an approach which yields the maximum value of the City's contribution and matching funds provided from the State. + Promote all opportunities which are mutually beneficial to further enhance the good relationship between the State of Texas and the City of Round Rock. Our approach will be based on 1) our familiarity with the physical constraints of the proposed highway and right - of -way improvements; 2) our participation in the design solution along with involved civic organizations as well as City and State Departments; 3) our past experience with landscape development standards; and, 4) our current experience with this specific type of project. Therefore, as mentioned in previous meetings with you, the thrust of this project is to enable the City of Round Rock to achieve an extraordinary image from the landscape along various state highways within the City that serve as the City's "marketing window" and which will become a worthy trademark that will endure as the community grows. I. SCOPE OF SERVICES Belanger & Smith Associates, Inc. (The LANDSCAPE ARCHITECT) will provide planning, design and coordination services required for the landscape development along highway rights -of -way within the study area comprised of designated state and city highways in the City of Round Rock. The Landscape Architect will also provide design services for designated entrance /gateways leading into the City, as well as explore the various alternatives for economic resources which are available to the City. Phase One - PROJECT INITIATION A. Project Administration /Orientation 1. Meet with City staff to establish contact points, and outline the format and expectations for the Landscape Architect as the liason between City staff and SDH &PT personnel. 2 2. Establish progress reporting system with the Director of Planning and Community Development. B. Data Collection /Interviews 1. Meet with City staff to confirm project objectives, phasing, design guidelines, anticipated funds. 2. Meet with SDH &PT personnel to discuss the City's landscape objectives and the State's requirements regarding the matching landscape funds program. 3. Meet with SDH &PT personnel involved in the construction of the proposed I.H. 35 Interstate improvements regarding construction schedules, and become familiar with engineering requirements pertaining to landscape improvements. 4. Obtain topographic maps, surveys, proposed road construction improvements, existing and future City roadway plans and other relevant information. Phase Two - PROGRAMMING Along with the City's matching funds allocation, the Landscape Architect will explore opportunities for additional sources of funding, labor and materials through civic organizations, private business and City departments. A. Conduct workshops with City staff and representatives from the Chamber of Commerce to identify possible alternatives in seeking additional economic resources. B. Based on identified alternatives, conduct a feasibility study to compare cost advantages between sources for providing plant materials, accessories and labor, eg. wholesale purchasing, competitive bidding, and donated services and materials. C. Establish a project schedule which takes into consideration the completion of highway improvements, SDH &PT matching funds application and plan approvals, plant materials acquisition and landscape construction. 3 Phase Three - MASTER PLANNING AND DESIGN The purpose of this phase is to identify those locations within the City where highway landscape development will occur and to assign a basis of priority to determine immediate and future phases for implementations, due to the scope and cost of this project. During this phase the Landscape Architect will also develop the design criteria and concepts to be used in the landscape installation phases. A. Based upon findings from workshops, data collection and roadway improvement plans, identify the City's gateways of entry and scenic corridors. B. Prioritize gateways and corridors according to traffic load, speed and visibility in order to determine type and intensity of proposed landscape enhancement. C. Establish phases of landscape development based on schedule of completion of roadway improvements, anticipated and projected availability of funds and priority of location. It is anticipated that the first phase will encompass portions of the I.H.35 Interstate corridor within the City. D. Based on general site conditions, proposed roadway plans and adjacent site uses, the Landscape Architect will investigate various design alternatives to assure that: 1. A clean and distinguishable image emerges which will identify the City to those approaching and entering its gateways. 2. While traveling along highway corridors the motorist will experience a progressive sequence of events, which by design will signify a well - planned community. 3. The selection of a pallette of plant materials will be indigenous, heat and drought tolerant, have a seasonal character, and be long lived, to provide an appealing and timeless design statement. E. Prepare cost projections for the First Phase of landscape construction. F. Review the Master Plan and design with City Council /Staff and SDH &PT personnel. 4 Phase Four - CONSTRUCTION DOCUMENTS Upon reviewing the comments on the Master Plan and landscape design and with approval to proceed, the Landscape Architect will provide construction documents. During this phase, the design will be refined based upon City Council and Staff recommendations. The documents and bidding approach will include the following: A. Landscape planting plans, details and specifications indicating location and identification of all plant materials to be used including quantities and sizes. B. Irrigation system plans, details and specifications indicating required piping and equipment. C. Landscape maintenance program for the care of the proposed landscape improvements. D. Prepare final cost estimates. E. Meet with City staff to establish the value of all appropriated and anticipated economic resources made available to the City and finalize application for matching funds from the SDH &PT. F. Submit application and construction documents to the SDH &PT for their review and approval. G. Locate and qualify plant material sources based upon quality, quantity, size, cost and availability of plant stock at time of installation. Reference Section III, Compensation, Item E., Reimbursable Expenses regarding travel expenses in qualifying plant material sources. Phase Five - CONTRACT BIDDING AND NEGOTIATION The Landscape Architect shall provide the following services toward the contracting of the work described in the construction documents. A. Recommend apportioning of work into manageable contracts to assure a timely completion schedule. B. Prepare a request for invitation to bid -list and pre - qualify contractors. C. Prepare necessary bid proposal forms and bid contracts. 5 D. Attend pre -bid conference. E. Review bids with City /State and make recommendations. Phase Six - CONSTRUCTION ADMINISTRATION The Landscape Architect shall provide the following services in overseeing the work and administering the contracts for the work. A. Attend a pre - construction meeting to assure that all contractors are expressly familiar with their portion of work and to assure that a cooperative attitude exists. E. Make scheduled inspection meetings at the site to monitor the progress of construction. Prepare related reports and communications. C. Review and approve samples of construction materials, plant materials, and irrigation equipment. D. Prepare Change Orders, as authorized. E. Review pay requests and approve or modify for approval. F. Conduct substantial completion inspections and prepare "punch list" of items to be completed or corrected prior to final inspection of work and release of final payment. II. SUPPLEMENTAL SERVICES Supplemental Services include those services in addition to the Designated Services described above. Supplemental Services will be performed only if authorized by the City of Round Rock. III. COMPENSATION A. Basic Compensation Phase One - Project Initiation Phase Two - Programming $ 2,150.00 $ 1,650.00 Phase Three - Master Plan & Design $ 1,725.00 Phase Four - Construction Documents $ 5,025.00 6 Phase Five - Bidding & Negotiation $ 575.00 Phase Six - Construction Administration $ 3,875.00 TOTAL $15,000.00 The above fees are based on the original anticipated funds of $200,000 ($100,000 City funds plus $100,000 State matching funds). In the event the city elects to increase the matching funds through various programs, the Landscape Architect will be compensated by an amount equal to four percent (4 %) of the total funds raised above $200,000.00, to cover additional design, documentation and administration costs. B. Supplemental Services: are not included in the above fees, but will become part of the Landscape Architect's scope of work if authorized by the City of Round Rock. Fees for supplemental services will be mutually agreed upon, lump sum or hourly, utilizing the hourly rates herein noted, and will be included as a separate item in the monthly billing for payment of basic compensation services. C. Hourly Rates: The following hourly rates shall apply to all work billed hourly as outlined in Section II. - Supplemental Services: 1. Project Landscape Architect /Principal $55.00 2. Landscape Architect /Technical $35.00 3. Clerical $22.00 D. Terms of Payment: Billings shall be submitted monthly based on percentage of work completed and shall be net due 15 days upon receipt. E. Reimbursable Expenses: The City shall reimburse the Landscape Architect for all reasonable expenses associated with technical production including photographic reproduction, delivery services, printing, mileage and travel expenses. These expenses will be billed at cost plus five percent (5 %). 7 F. In the event the original scope of work should change significantly, a new Proposal /Agreement will be prepared. Addition, deletion or substitution of work tasks, work products, inspections and /or meetings will be handled through contract addenda. IV. PERSONNEL It is understood that the partners, Robert Belanger and Paul Smith, shall function as the Principal Landscape Architects for the duration of the Landscape Architect's involvement. All work will be coordinated between the two partners. Both partners are licensed to practice landscape architecture in the State of Texas. V. TERMS AND CONDITIONS A. The City of Round Rock shall assist, when requested by the Landscape Architect, in acquiring base information from governmental agencies and design firms as deemed necessary by the Landscape Architect. This information may include but is not limited to roadway plans, topography, subsoil conditions and proposed structures and existing and proposed utilities. B. In the event that any modifications or decisions are made by the City /State to proposed work which is pertinent to the Landscape Architect, the Landscape Architect shall be notified as soon as possible to avoid errors and /or delay of project. C. The Landscape Architect will not act as an independent arbitrator for the City with governmental agencies, contractors and subcontractors. Instead the Landscape Architect will act as an agent of the City in the execution of the City's decisions. The Landscape Architect shall perform it's responsibilities as an agent in a professional manner and bear no liability for existing site conditions, decisions of the City, elements designed by others, adverse actions by governmental agencies, negligent acts by contractors, and acts of vandalism. D. The agreement may be terminated by either party upon seven (7) days written notice, should the other party fail substantially to perform in accordance with its terms through no fault of the other. In the event the City terminates the agreement, the Landscape Architect shall receive full compensation for the portion of the work 8 VI. ACKNOWLEDGEMENT actually performed plus a termination fee equal to five (5) percent of the completed portion of this agreement. Suspension of the Landscape Architect's services by the City for a period in excess of ninety (90) days shall constitute a full termination of agreement by the City of Round Rock. E. The scope of work, compensation, terms and conditions of the Proposal /Agreement is effective for forty -five (45) days from the date issued. If the foregoing arrangement is satisfactory to you, please indicate your consent and approval thereof by executing the original of this Proposal /Agreement where indicated and returning the same to this office. A signed copy of this Proposal /Agreement is enclosed for your records. If you would like to discuss any aspect of our recommended approach, fee, time schedule or conditions, please contact me by phone. Respectfully submitted by, BELANGER & SMITH ASSOCIATES, INC. A TEXAS CORPORATION ( "THE LANDSCAPE ARCHITECT ") Ir) ('1/\1\al fly 3 -02s- sb Date Date 9 Mike Robinson, Mayor City of Round Rock Texas