R-98-06-11-13A4 - 6/11/1998RESOLUTION NO. R- 98- 06- 11 -13A4
WHEREAS, the City of Round Rock desires to retain
professional services for the purpose of conducting planning and
design workshops, and
WHEREAS, J. D. Wilson & Associates has submitted an agreement
to provide said services, and
WHEREAS, the City Council desires to enter into said
agreement with J. D. Wilson & Associates, 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 J. D. Wilson & Associates for
the purpose of conducting planning and design workshops, a copy of
said agreement being attached hereto and incorporated herein for
all purposes.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended, and the Act.
RESOLVED this llth day of June, .149
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LAND, City Secretary
CHARLES CULFE R, Mayor
City of Round Rock, Texas
June 4, 1998
Mayor Charles Culpepper
City of Round Rock
221 E. Main Street
Round Rock, Texas 78664
RECEIVED
.lm 111).WILSON &ASSOCIATES JUN 8 - 1998
CITY OF ROUND ROCK
PLANNING DEPARTMENT
RE: Letter of Agreement for Professional Services
Planning and Design Workshops
Dear Mayor Culpepper.
This letter will serve as the Agreement between J.D.Wilson & Associates (Consultant) and the
City of Round Rock (City) for the performance of professional services toward conducting a
series of planning and design workshops with the public, and summarizing them in a report.
J. D. Wilson & Associates will complete the attached Scope of Work, according to the
following chart. These fees include all expenses —
A. Background 2,300
B. Introductory Workshop 3,900
C. Design Workshops 14,000
D. Final Report 2,900
E. Summary Workshop 3 500
$28,800
Monthly billing will be based on the percent completion of each phase, as set out In Attachment
III. Any additional tasks will be billed at the firm's customary hourly rates, and expenses will be
billed at cost.
Upon your authorization by City Council, please sign and retum one of the enclosed copies. I
am looking forward to working with you and other representatives of the City.
Yours truly,
tudea,..
J. Dennis Wilson, AICP
J.D. WILSON & ASSOCIATES
Page 1 1312
T O W N P L A N N I N G A N D U R B A N D E S I G N
9410 Hermosa Drive Dallas, Tea 75218 -3549 Phone: 214 /320 -1010 FAX: 214/327 -0035
AGREED AND ACCEPTED:
/' 4 it 1'
Mayor Charles Cblptip1er
CITY OF ROUND ROCK
Page 2 of 2
-/1 -9'
Date
Enclosures: Proposal in Duplicate
Attachment I. Scope of Work —Consultant Responsibilities
Attachment II. Scope of Work —City Responsibilities
Attachment III. Method of Payment
Attachment IV. Termination
ATTACHMENT I
SCOPE OF WORK - CONSULTANT RESPONSIBILITIES
The consultant shall be responsible for planning, conducting and facilitating a series of planning and
design workshops to advance the 1998 General Plan revision.
A. Workplan
The consultant shall develop a detailed workplan outlining the steps needed to undertake and
complete the entire Scope of Work of this agreement (Attachment I, Sections A - G). The items
in the workplan shall contain, but are not limited to, the services listed in this Scope of Work
The workplan shall also include a proposed agenda for each workshop referenced in this Scope
of Work.
B. Workshop Background Preparation
During the months of May and June 1998, the City of Round Rock Planning and Community
Development Department held three city seminars to educate the public about Round Rock city
government and planning. These seminars served as the introduction to the General Plan
revision process. Since it is likely that citizens will refer to the city seminars during the planning
and design workshops, the consultant shall view the videotaped recordings of city seminars #1
and #3 and listen to the audiotaped recording of city seminar #2. In addition, the consultant shall
review the 1998 Round Rock City Survey, the 1998 Round Rock Planning Survey, the City of
Round Rock General Plan, the City of Round Rock Zoning Ordinance, the City of Round Rock
Subdivision Regulations, the City of Round Rock Development Packet and any other related
Planning and Community Development Department materials deemed useful by the Planning
Department staff for the successful execution of this Scope of Work.
C. Introductory (kick -of/) Workshop
Date: June 10, 1998 Time: 7 pm - 9 pm Location: City Council Chambers
The consultant shall conduct an evening presentation/discussion workshop to introduce the
design workshop process to citizen participants. The introductory meeting shall include but is
not limited to a slide presentation introducing participants to design concepts (e.g. illustrating
how the same type of development can differ in appearance depending on different city policies.)
The meeting shall also include a brief visioning exercise. A member of the consulting team, in
addition to the consulting team's primary speaker, shall be available to facilitate discussion and
participation.
D. Design Workshops
The consultant shall conduct four topic- specific planning and design workshops to address the
following topics on the following dates:
Workshop 1
Workshop 2
Workshop 3
Workshop 4
Date: July 30, 1998
F. Reports
TOPIC DATE TIME LOCATION
Community Identity &
Appearance
Adjacency of Land Uses to
Single Family Development
Transportation/ Roadway
Implications for Development
Housing Opportunities
6/13/98 9 am • 3 pm Chamber of Commerce
6/27/98 9 am - 3 pm Chamber of Commerce
7/11/98 9 am - 3 pm Central Fire Station
7/18/98 9 am - 3 pm Chamber of Commerce
A graphical/visual component incorporating participants' ideas shall be a major element within
the workshop process.
A member(s) of the consulting team, in addition to the consulting teams's primary speaker, shall
be available at each workshop to facilitate discussion and prepare drawings and diagrams. At the
close of each workshop, the consultant shall summarize the work accomplished during the
workshop and present the ideas and conclusions formulated by the participants.
E. Summary Workshop with citizen participants & Round Rock City Council
Time: 7 pm • 9 pm Location: City Council Chambers
The consultant shall conduct a summary workshop which shall include assisting a selected group
of workshop citizen participants in making a summary presentation to the City Council regarding
the ideas and conclusions formulated by the entire body of participants during the design
workshops. The consultant shall be responsible for preparing the presentation materials in
graphic form. The consultant will also be available for a conference telephone call at least one
week prior to the summary workshop to answer any questions the selected participants may have
regarding the format of the presentation. The consultant will also be available to meet with the
selected group of citizens at least one hour prior to the commencement of the summary
workshop to review the format of the presentation with the selected participants.
Invited attendees at the summary workshop will include all workshop participants, the Round
Rock City Council and the Round Rock Planning and Zoning Commission. It is essential that
the workshop participants, with the assistance of the consultant, clearly convey workshop
conclusions to the City Council as the City Council will use the information to formulate goal
statements for the 1998 General Plan revision. In addition, all summary reports referenced in
Section F (1) of this attachment shall be available to participants at the summary workshop.
(1.) Within five working days after each workshop (refer to Sections C, D, and E of this
attachment) the consultant shall submit to the Planning and Community Development
Department a summary report of the work accomplished and conclusions drawn by the citizen
participants at each of the aforementioned workshops. The summary report shall be
2
approximately two pages. Each summary report shall include both text and any appropriate
graphics from the workshops. Each summary report shall be delivered via e-mail in black and
white digital format in Microsoft Word (version 95 or 97). Planning and Community
Development staff will distribute the summary reports to all citizens participating in the process.
(2.) The consultant shall develop a comprehensive report along with color graphics and
reproducible drawings that illustrates the work accomplished and conclusions drawn by the
citizen participants at all of the aforementioned workshops. The draft report shall be delivered to
the Planning and Community Development Department by the end of August 1998.
The final report shall be delivered to the Planning and Community Development Department by
the end of September 1998 in three formats: 1.) a digital color file in Microsoft Word (version
95 or 97) in a compatible zip drive format; 2.) a bound color hard -copy version; and 3.) a "copy
ready" color unbound version. Each version shall be identical including covers, title pages, table
of contents, indices and other standard document components.
The consultant agrees that he possesses all of the necessary work experience, equipment,
facilities and personnel to fulfill the objectives of the project to meet the aforementioned time -
frame and deadlines. This includes the necessary equipment, computers, tools and materials to
fulfill the graphic requirements of this agreement.
G. Staff Briefings
Senior Planner, Susan Brennan of the Planning and Community Development Department will
oversee the execution of the workshops in accordance with the Scope of Work (Attachment I,
Sections A - G). The consultant shall brief Ms. Brennan on the proposed format and subject
content of each workshop at least three days prior to each scheduled workshop to ensure
consistency with the Scope of Work and the consultant's Work Plan and to allow for any
mutually agreed changes.
A. Martina Advertising & Coordinating
ATTACHMENT II
SCOPE OF WORK- CITY RESPONSIBILITIES
The Planning and Community Development Department will schedule, advertise and provide
meeting locations for each of the workshops referenced in Attachment I, Sections A - G of this
agreement. All workshops will be held in the City of Round Rock. At least 2 City Staff will
attend each workshop and provide information on existing standards and procedures in response
to participant questions. The City shall provide slide projectors and screens as needed.
B. Report Duplication. Mailing & Distribution
The Planning and Community Development Department will duplicate and distribute all reports
referenced in Attachment I, Section F of this agreement.
C Background Materials
The Planning and Community Development Department shall provide the consultant with all
background materials referenced in Attachment I, Section B of this agreement.
ATTACHMENT In
METHOD OF PAYMENT
Monthly billing will be based on the percent completion of services rendered. The first payment will be
for services rendered through June 30, 1998.
To receive payment, the consultant will prepare and submit to the City a series of monthly invoices.
Each invoice shall state the percent completion of the work accomplished during the billing period.
Invoices shall be sent to the Senior Planner for approval.
Upon receipt and approval of each invoice, the City shall make a good faith effort to pay the
amount which is due and payable within (30 days). The City shall reserve the right to withhold
payment pending verification of satisfactory work performed.
ATTACHMENT IV
TERMINATION
The Agreement may be terminated before the stated termination date by any of the following conditions.
(1) By mutual agreement and consent, in writing of both parties.
(2) By the City by notice in writing to the Consultant as a consequence of
failure by the Consultant to perform the services set forth herein in a
satisfactory manner.
(3) By either party, upon the failure of the other party to fulfill its
obligations as set forth herein.
(4) By the City for reasons of its own and not subject to the mutual consent
of the Consultant upon not less than thirty (30) days written notice to the
Consultant.
(5) By satisfactory completion of all services and obligations described
herein.
Should the City terminate this Agreement as herein provided, no fees other than fees due and payable at
the time of termination shall thereafter be paid to the Consultant. In determining the value of the work
performed by the Consultant prior to termination, the City shall be the sole judge. Compensation for
work at termination will be based on a percentage of the work completed at that time. Should the City
terminate this Agreement under (4) of the paragraph identified above, the amount charged during the
thirty (30) day notice period shall not exceed the amount charged during the preceding thirty (30) days.
If the Consultant defaults in the performance of this Agreement or if the City terminates this Agreement
for fault on the part of the Consultant, the City will give consideration to the actual costs incurred by the
Consultant in performing the work to the date of default, the amount of work required which was
satisfactorily completed to date of default, the value of the work which is usable to the City, the cost to
the City of employing another firm to complete the work required and the time required to do so, and
other factors which affect the value to the City of the work performed at the time of default
The termination of this Agreement and payment of an amount in settlement as prescribed above shall
extinguish all rights, duties, and obligations of the City and the Consultant under this Agreement If the
termination of this Agreement is due to the failure of the Consultant to fulfill its Agreement obligations,
the City may take over the project and prosecute the work to completion. In such case, the Consultant
shall be liable to the City for any additional cost occasioned by the City.
The Consultant shall be responsible for the settlement of all contractual and administrative issues arising
out of the procurement made by the Consultant in support of the scope of services under this Agreement
DATE: June 5, 1998
SUBJECT: City Council Meeting - June 11, 1998
ITEM: 13.A.4. Consider a resolution authorizing the Mayor to execute a contract with
J.D. Wilson and Associates for professional services to conduct
planning and design workshops. These workshops will be the major
public participation component for revising the 1990 General Plan.
Staff recommends approval of the resolution. Applicant: J. D. Wilson
and Associates. Agent: City of Round Rock. Staff Resource Person:
Joe Vining, Planning Director