R-07-07-12-11F1 - 7/12/2007 RESOLUTION NO. R-07-07-12-11171
WHEREAS, the City of Round Rock desires to retain professional
consulting services for a Strategic Parks and Recreation Master Plan,
and
WHEREAS, Halff Associates Inc. has submitted an Agreement for
Consulting Services to provide said services, and
WHEREAS, the City Council desires to enter into said agreement
with Halff 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 for Consulting Services with Halff
Associates Inc. , a copy of same being attached hereto as Exhibit "A"
and incorporated herein for all purposes .
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended
RESOLVED this 12th day of July, 200
-xo
N LL, Mayor
�- City of Round Rock, Texas
ATTES
CHRISTINE R. MARTINEZ, City Secretar
0:\Wdox\RESOLUTI\R70712F1.WPD/rmc
CITY OF ROUND ROCK
AGREEMENT FOR CONSULTING SERVICES
FOR STRATEGIC PARKS AND RECREATION MASTER PLAN
WITH HALFF ASSOCIATES INC.
THIS AGREEMENT is made and entered into on this the day of ,
2007, by and between the City of Round Rock, a Texas home-rule municipal corporation, whose
offices are located at 221 East Main Street, Round Rock, Texas 78664-5299 (hereinafter referred
to as the "City"), and Halff Associates Inc., whose offices are located at 4030 West Braker Lane,
Suite 450, Austin, Texas, 78759 (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to contract for Consultant's assistance in preparing an update of
the 2001 Citywide Parks and Recreation Master Plan (including public input, needs assessments
and master plan recommendations); in preparing a minor update to the 2004 Citywide Trails
Master Plan; in assisting in preparing a capital improvements plan for the parks system; in
assisting in determining property to be preserved as potential future park lands; in assisting in
analyzing the parks system operations and maintenance activities and standards; and in preparing
information to help illustrate the economic impact of parks on property values and the economy
of Round Rock; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 EFFECTIVE DATE,DURATION,AND TERM
This Agreement shall be effective on the date it has been signed by every party hereto,
and shall remain in full force and effect unless and until it expires by operation of the term
indicated herein, or is terminated or extended as provided herein.
The term of this Agreement shall be for eighteen(18) months froin effective date hereof.
1.02 GENERAL CONDITIONS
The General Conditions contained herein shall apply to the Proposal for Services,
attached hereto as Exhibit "A" and made a part hereof of all appropriate purposes. This
Agreement and such Proposal for Services is entered into by and between the City of Round
Rock or its subsidiaries or affiliates (collectively "City") and Halff Associates Inc. or any entity
directly or indirectly owned or controlled by same (collectively"Halff Associates").
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EXHIBIT
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"An
1.03 PROPOSAL FOR SERVICES
For purposes of this Agreement, Consultant has issued its Proposal for Services for the
assignment(s) delineated therein. Such Proposal for Services is appended to this Agreement and
is labeled as Exhibit "A." Such Proposal for Services is deemed to incorporate the General
Conditions contained herein. Except with respect to the description of specific services and fees
for the assignment(s) delineated therein, the General Conditions of this Agreement and this
Agreement itself shall prevail over any conflicting terms therein. Taken together with the
appended Proposal for Services, the General Conditions contained in this Agreement shall
evidence the entire understanding and agreement between the parties and supersede any prior
proposals, correspondence or discussions.
1.04 SCOPE OF SERVICES
Consultant shall satisfactorily provide all services described under this "Scope of
Services" category and under Exhibit "A." Consultant's undertakings shall be limited to
performing services for City and/or advising City concerning those matters on which Consultant
has been specifically engaged. Consultant shall perform its services in accordance with these
General Conditions and this Agreement, in accordance with the appended Proposal for Services,
in accordance with due care, and in accordance with prevailing consulting industry standards for
comparable services.
1.05 PAYMENT FOR SERVICES; SUPPLEMENTAL AGREEMENTS
Payment for Services: In consideration for the consulting services to be performed by
Consultant, City agrees to pay Consultant the following sum(s) as stated herein:
Phase I Leadership Plan $ 0
Phase II Comprehensive Parks Plan $ 94,229
Phase III Minor Trail Plan Update $ 14,015
Phase IV Acquisition Plan $ 5,809
Phase V Capital Improvements Plan Components $ 5,772
Phase VI Maintenance/Operations Plan Components $ 11,804
Phase VII Assist with Marketing/Public Relations Plan$ 2,485
Phase VIII Incorporate Recreation Business Plan $ 863
Phase IX Incorporate PARD Administration Plan $ 550
Phase X Economic Impact Evaluation $ 16,102
Phase XI Partnership/Alternative Funding Strategies $ 3,516
Total for Phase Deliverables $ 155,145
Reimbursable Expenses Not to exceed $ 8,700
TOTAL $ 163,845
The parties agree that fees for individual phases or phase tasks may vary, but that the
overall fee of$155,145.00 shall be a not-to-exceed amount.
Unless subsequently changed by additional Supplemental Agreement to this Agreement,
duly authorized by City Council or City Manager action, Consultant's total compensation
hereunder shall not exceed $163,845.00, including any Reimbursable Expenses. This amount
represents the absolute limit of City's liability to Consultant hereunder unless same shall be
changed by additional Supplemental Agreement hereto.
Deductions. No deductions shall be made from Consultant's compensation on account
of penalty, liquidated damages or other sums withheld from payments to Consultant.
Additions. No additions shall be made to Consultant's compensation based upon Project
claims, whether paid by City or denied.
Supplemental Agreements. The terms of this Agreement may be modified by written
Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City
determines that there has been a significant change in (1) the scope, complexity, or character of
the services to be performed; or (2) the duration of the work. Any such Supplemental
Agreement must be executed by both parties within the period specified as the term of this
Agreement, that being eighteen (18) months from the effective date hereof. Consultant shall not
perform any work or incur any additional costs prior to the execution, by both parties, of such
Supplemental Agreement. Consultant shall make no claim for extra work done or materials
furnished unless and until there is full execution of any Supplemental Agreement, and City shall
not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to
additional work not directly authorized by Supplemental Agreement.
1.06 TIMETABLES
Unless otherwise indicated to Consultant in writing by City, or unless Consultant is
unreasonably delayed in the orderly progress of its work by forces beyond Consultant's control,
the following timetable structure and deliverable due dates shall apply: eighteen (18) months
from date of execution hereof, and in reasonable conformity to the estimated schedule delineated
on Exhibit"C."
1.07 TERMS OF PAYMENT; REIMBURSABLE EXPENSES
Invoices. To receive payment for services, Consultant shall prepare and submit a series
of monthly invoices in a form acceptable to City. Each invoice for professional services shall
track the "Scope of Services" category herein, and shall state and detail the services performed,
along with documentation for each service performed. All payments to Consultant shall be made
on the basis of the invoices submitted by Consultant and approved by City. Such invoices shall
conform to the schedule of services and costs in connection therewith. All Reimbursable
Expenses shall be clearly shown. Should additional backup material be requested by City,
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Consultant shall comply promptly with such request. In this regard, should City determine it
necessary, Consultant shall make all records and books relating to this Agreement available to
City for inspection and auditing purposes.
Payment of Invoices. City reserves the right to correct any error that may be discovered
in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement. Following approval of invoices, City shall endeavor to pay
Consultant promptly, but no later than the time period required under the Texas Prompt Payment
Act described in Section 1.08 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
and City or because of amounts which City has a right to withhold under this Agreement or state
law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the
services, but not for taxes based upon Consultant's net income.
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 Consultant, 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.
Reimbursable Expenses. Payment for customary reimbursable expenses hereunder shall
not exceed the maximum sum of$8,700.00. City shall pay Consultant for reimbursable expenses
on a monthly basis, as invoiced and documented, at actual cost. Customary reimbursable
expenses shall include such items as the following:
a. Travel;
b. Mileage;
C. Photography;
d. Color renderings;
e. Delivery charges;
f. Telephone charges related to the telephone survey deliverable; and
g. Printing of required final full-color reports (additional printing to be done by City
as an agreed cost-saving measure).
1.08 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Consultant will be made within thirty (30) days of the day on which City receives the
performance, or within thirty (30) days of the day on which the performance of services was
complete, or within thirty (30) days of the day on which City receives a correct invoice for the
performance or services, whichever is later. Consultant may charge a late fee (not greater than
that which is permitted by Texas law) for payments not made in accordance with this Prompt
Payment Policy; however, this policy does not apply to payments made by City in the event:
1. There is a bona fide dispute between City and Consultant concerning the services
performed that causes the payment to be late; or
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2. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
3. There is a bona fide dispute between Consultant and a subcontractor or between a
subcontractor and its supplier concerning the services performed which causes the
payment to be late; or
4. The invoice is not mailed to City in strict accordance with instructions, if any, on
any purchase order or this Agreement.
1.09 NON-APPROPRIATION
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Contractor a written notice of termination at the end of its then-current fiscal year.
1.10 TERMINATION OR DEFAULT
Termination. In connection with the work outlined in this Agreement, it is agreed and
fully understood by Consultant that City 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 Consultant, with the understanding that immediately upon
receipt of said notice all work and labor being performed under this Agreement shall cease.
Consultant 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. City acknowledges
Consultant's documents as instruments of professional service. Nevertheless, the plans and
specifications prepared under this Agreement (including by way of illustration and not limitation
all plans, field surveys, maps, cross sections and other data, designs and work related to the
Project) shall become the property of City upon completion of the work and payment in full of
all monies due to Consultant. Should City subsequently contract with a new consultant for
continuation of services on the Project, Consultant shall cooperate in providing information.
City agrees, to the fullest extent permitted by law, to indemnify and hold Consultant harmless
from any claim, liability or cost (including reasonable attorneys' fees) arising out of any
authorized reuse or modification of the construction documents by City or any person or entity
that acquires or obtains the plans and specifications from or through City without the written
authorization of Consultant.
Default. Nothing contained in the preceding paragraph shall require City to pay for any
work which is unsatisfactory as determined by City or which is not submitted in compliance with
the terms of this Agreement. City shall not be required to make any payments to Consultant
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when Consultant is in default under this Agreement, nor shall this paragraph constitute a waiver
of any right, at law and at equity, which City may have if Consultant is in default, including the
right to bring legal action for damages or to force specific performance of this Agreement.
1.11 CITY'S RESPONSIBILITIES
Full information. City shall provide full information regarding Project requirements.
City shall have the responsibility of providing Consultant with such documentation and
information as is reasonably required, if any, to enable Consultant to provide the services called
for. City shall cause its employees and any third parties who are otherwise assisting, advising or
representing City to cooperate on a timely basis with Consultant in the provision of its services.
Consultant may rely upon written information provided by City and its employees and agents as
accurate and complete. Consultant may rely upon any written directions provided by City and its
employees and agents concerning provision of services.
Specific services. City shall provide services and/or furnish information as delineated on
Exhibit`B."
Designate representatives. City shall designate, when necessary, representatives
authorized to act in its behalf. City shall examine documents submitted by Consultant and render
decisions pertaining thereto promptly to avoid unreasonable delay in the orderly progress of
Consultant's work.
Survey. At City's election, City shall furnish (or direct Consultant to obtain at City's
expense) certified surveys of relevant sites, giving, as required, grades and lines of streets, alleys,
pavements and adjoining property; rights-of-way, restrictions, easements, encroachments,
zoning, deed restrictions, boundaries, contours and other data pertaining to existing buildings or
adjacent to the sites, other improvements and trees; and full information as to available service
and utility lines, both public and private, and test borings, pits, reports and soil bearing values
and other necessary operations for determining subsoil conditions.
Tests and inspections. City shall furnish or pay for structural, mechanical, chemical,
soil mechanics, and other tests, reports and inspections as required by law or as required by
Project documents.
1.12 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, not City's employee. Consultant's employees or
subcontractors are not City's employees. This Agreement does not create a partnership
relationship. Neither party has authority to enter into contracts as agent for the other party.
Consultant and City agree to the following rights consistent with an independent contractor
relationship:
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1. Consultant has the right to perform services for others during the term of this
Agreement;
2. Consultant has the sole right to control and direct the means, manner and method
by which services required by this Agreement will be performed;
3. Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement;
4. Consultant or its employees or subcontractors shall perform the services required
hereunder. City shall not hire, supervise, or pay any assistants to help Consultant;
5. Neither Consultant nor its employees or subcontractors shall receive any training
from City in the skills necessary to perform the services required by this
Agreement;
6. City shall not require Consultant its employees or subcontractors to devote full
time to performing the services required by this Agreement; and
7. Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension, health, vacation pay, sick pay, or other fringe benefit
plan of City.
1.13 CONFIDENTIALITY; DISPOSITION OF MATERIALS
Each party shall take reasonable measures to preserve the confidentiality of any
proprietary or confidential information provided to it in connection with this engagement,
provided that no claim may be made for any failure to protect information that occurs more than
two (2) years after the termination or expiration of this Agreement.
At the conclusion of the engagement, upon written request, each party shall return to the
other all materials, data and documents provided to the other party, except that Consultant may
retain one (1) copy of City's materials for its archival purposes, subject to Consultant's
confidentiality obligations hereunder. City shall retain ownership of all data and materials
provided by it to Consultant. Original drawings shall remain the property of Consultant.
The parties expressly acknowledge that City is a Texas home-rule municipality and, as
such, is subject to the Texas Public Information Act, and its duties run in accordance therewith.
1.14 LIMITATION OF LIABILITY
Services provided and performed by Consultant under this Agreement shall be performed
in a manner consistent with that degree of care and skill ordinarily exercised by members of the
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same profession currently practicing under similar circumstances. However, should any of
Consultant's services not conform to these requirements and the appended Proposal for Services,
then and in that event City shall give written notification to Consultant; thereafter, Consultant
shall, at its discretion, either (a) promptly re-perform such services to City's satisfaction at no
additional charge, or (b) promptly refund the portion of the fees paid with respect to such
services.
In the event that re-performance of services or refund of applicable fees would not
provide an adequate remedy to City for damages arising from the performance, nonperformance
or breach of this Agreement and the appended Proposal for Services, then and in that event
Consultant's maximum total liability, including that of any employee, affiliate, agent or
contractor, relating to its services, regardless of the cause of action, shall be limited to direct
damages in an amount not to exceed the total fees payable under this Agreement.
The foregoing limitation of liability shall not apply to the extent that any liability arises
from the gross negligence or willful misconduct of Consultant, its employees, affiliates, agents or
contractors, or from bodily injury, death of any person, or damage to any real or tangible
personal property. Neither parry shall be liable for any indirect, special or consequential
damages.
1.15 INDEMNIFICATION
Consultant agrees to hold harmless and indemnify City for and from any third party claim
or liability (including reasonable defense costs and attorneys' fees) to the extent arising from or
in connection with the negligence of Consultant or its employees or agents in the course of
performing services. The limitation of liability set forth in Section 1.14 herein applies to
Consultant's indemnity obligations pursuant to this Section 1.15, but the limitation shall not
apply to the extent that any liability arises from the gross negligence or willful misconduct of
Consultant, its employees, affiliates, agents or contractors or from bodily injury, death of any
person, of damage to any real or tangible personal property.
Except to the extent that Consultant is obligated to indemnify City, City shall indemnify
and hold Consultant, its employees, affiliates or agents harmless from any third party claim or
liability (including reasonable defense costs and attorneys' fees) to the extent arising from or in
connection with the services performed by Consultant or City's use thereof.
1.16 INSURANCE
Insurance. Consultant, at Consultant's sole cost, shall have and maintain during the term
of this Agreement professional liability insurance coverage in the minimum amount of One
Million Dollars, from a company authorized to do insurance business in Texas and otherwise
acceptable to City. Certificates of insurance are included herewith as Exhibit"D".
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Subconsultant Insurance. Without limiting any of the other obligations or liabilities of
Consultant, Consultant shall require each subconsultant performing work under this Agreement
to maintain during the term of the Agreement, at the subconsultant's own expense, the same
stipulated minimum insurance required in the immediately preceding paragraph, including the
required provisions and additional policy conditions as shown below.
For purposes of this Agreement, the telephone survey subconsultant firm of Raymond
Turco and Associates is exempted from the requirements of the preceding paragraph.
Consultant shall obtain and monitor the certificates of insurance from each subconsultant
in order to assure compliance with the insurance requirements. Consultant 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.
Insurance Policy Endorsements. Each insurance policy hereunder shall include the
following conditions by endorsement to the policy:
(1) Each policy shall require that thirty(30) days prior to the expiration, cancellation,
on-renewal or any material change in coverage, 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
Consultant shall also notify City, within 24 hours of receipt, of any notices of expiration,
cancellation, non-renewal, or material change in coverage 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 Consultant.
(3) Terms "City" or "City of Round Rock" shall include all authorities, boards,
commissions, departments, and officers of City and individual members, employees and
agents in their official capacities, 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 future coverage, or to City's Self-Insured Retentions of
whatever nature.
(5) Consultant and City mutually waive subrogation rights each may have against the
other for loss or damage, to the extent same is covered by the proceeds of insurance.
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Cost of Insurance. The cost of all insurance required herein to be secured and
maintained by Consultant shall be borne solely by Consultant, with certificates of insurance
evidencing such minimum coverage in force to be filed with the City.
1.17 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Compliance with Laws. Consultant, its consultants, agents, employees and
subcontractors shall use best efforts to 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 local, state and national boards, bureaus and agencies.
Consultant shall further obtain all permits and licenses required in the performance of the
services contracted for herein.
Taxes. Consultant 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.
1.18 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, 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.
1.19 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
1.20 LOCAL, STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. City will not do the following:
1. Withhold FICA from Consultant's payments or make FICA payments on
Consultant's behalf, or
2. Make state and/or federal unemployment compensation contributions on
Consultant's behalf; or
3. Withhold state or federal income tax from Consultant's payments.
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1.21 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to recipient's address as stated in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Consultant:
Halff Associates Inc.
4030 West Braker Lane, Suite 450
Austin, Texas 78759
Notice to City:
City Manager AND TO: City Attorney
221 East Main Street 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Consultant.
1.22 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas; 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 shall lie in Williamson County, Texas. This Agreement shall be governed by
and construed in accordance with the laws and court decisions of the State of Texas.
1.23 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Consultant and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing.
1.24 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
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any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Consultant shall each select a
mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than
attorney fees, associated with the mediation shall be shared equally by the parties.
City and Consultant hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
1.25 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement, through a process
of mutual agreement and negotiation, to replace any stricken provision with a valid provision
that comes as close as possible to the intent of the stricken provision. The provisions of this
section shall not prevent this entire Agreement from being void should a provision which is of
the essence of this Agreement be determined void.
1.26 MISCELLANEOUS PROVISIONS
Time of the Essence. Consultant agrees that time is of the essence and that any failure of
Consultant to complete the services for each phase of this Agreement within the agreed Project
schedule may constitute a material breach of this Agreement. Consultant shall be fully
responsible for its delays or for failures to use reasonable efforts in accordance with the terms of
this Agreement. Where damage is caused to City due to Consultant's failure to perform in these
circumstances, City may withhold, to the extent of such damage, Consultant's payments
hereunder without waiver of any of City's additional legal rights or remedies. City shall render
decisions pertaining to Consultant's work promptly to avoid unreasonable delays in the orderly
progress of Consultant's work.
Force Majeure. Neither City nor Consultant 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.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated.
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CITY OF ROUND ROCK, TEXAS ATTEST:
By:
Nyle Maxwell, Mayor Christine R. Martinez, City Secretary
Date Signed: Date Signed:
FOR CITY,APPROVED AS TO FORM:
Stephan L. Sheets, City Attorney
HALFF ASSOCIATES INC.
Ja es E. Carillo, A.S.L.A., A.I.C.P.,
V ce President
Date Signed: !�� 2S' " Zv07
EXHIBITS
Exhibit"A": Proposal for Services
Exhibit"B": Services to be Performed by City
Exhibit "C": Estimated Work Schedule
Exhibit "D": Certificates of Insurance
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Exhibit"A"
Scope of Services
to be Performed by Consultant
The scope of work for this planning effort includes the preparation of an update of the 2001
Citywide Parks and Recreation Master Plan (including public input, needs assessments and
master plan recommendations), a minor update of the 2004 Citywide Trails Master Plan,
assistance in the preparation of a capital improvements plan for the parks system, assistance in
the determination of future lands to be preserved as potential parklands, assistance in an analysis
of the parks system operations and maintenance activities and standards, and the preparation of
information that can help illustrate the economic impact of parks on property values and the
economics of Round Rock. Five final copies of the plan will be printed, and another 15 copies
will be provided on CD-Rom. Original digital files will be provided to the City of Round Rock
in Word and PDF formats.
Proiect Assumptions
The scope of services for this proposal has been prepared using the following assumptions as a
basis for its preparation:
1. The project area will include the current city limits and the current extraterritorial jurisdiction
of the city of Round Rock.
2. The planning effort will include a 600 person citywide telephone survey as a major
component of the Parks Master Plan. This survey will be conducted by Ray Turco and
Associates.
3. Assistance in preparing operations reviews will be conducted by CEBP Inc., led by Bill
Beckner.
4. Cost projections prepared as part of this effort are understood to be at a planning level, and
are prepared prior to any detailed master planning for individual projects. These cost
projections use professional judgment and are at an order of magnitude level. Such cost
projections may vary as more detailed design occurs and as inflationary influences occur.
5. The City of Round Rock will secure the necessary permissions from adjacent landowners for
access through or across any non-City properties as a part of planning efforts associated with
this project.
6. Efforts and products to be provided by the City of Round Rock are listed in Exhibit `B";
many of these products, such as the inventory of parks, are key background information for
the project.
7. Products provided by the City of Round Rock are assumed to have a level of accuracy that is
appropriate for a master planning effort.
8. The City of Round Rock will advertise all notices and announcements for public meetings or
events conducted as part of this process.
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9. The City of Round Rock Parks and Recreation Department staff will coordinate and schedule
all meetings and presentations to Boards and Commissions that may be required as part of
this design process.
10. Tasks prepared as part of this planning effort may occur concurrently where appropriate, or
in some cases may deviate from the sequence shown in this scope of services document.
Scope of Services
The planning effort scope of services is shown below.
PHASE I—REVIEW OF LEADERSHIP PLAN
A.Mission Statement—Incorporate statement and mission parameters prepared by PARD.
B. Goals and Objectives—Incorporate text by PARD.
C. Policies—Incorporate text and summary prepared by PARD.
Product by Halff—Incorporate text by PARD into Master Plan document.
Task Components by Round Rock Staff- Develop Mission Statement, goals and objectives,
review current policies and determine where modifications are needed. Provide draft to Planning
Team for incorporation into the master planning effort.
PHASE II - COMPREHENSIVE PARKS PLAN
A.Pre-Planning and Background Information
1. Pre-planning—Incorporate base mapping and GIS data base prepared by City of Round
Rock. Conduct kick-off meeting to discuss schedules, deliverables, key review points,
etc. Determine City sectors to use. Review previous studies for aquatics and indoor
recreation, and prepare summary of key findings.
2. History of past plan and achievements of that plan - Incorporate outline summary
prepared by staff into document. Summarize 10 year plan goals and objectives.
3. Unit of government-Develop text for report and necessary mapping.
4. Socio-economic data - Assemble data from Census and other data sources. Incorporate
other economic data assembled by Chamber and other local sources. Include data on class
types, such as creative class, etc. for Round Rock.
5. Demographics - Assemble demographic data by City Planning sector. Prepare table and
mapping products for use in report.
6. Population Growth patterns - Incorporate GIS growth pattern plans prepared by City
staff.
7. Recreation/ Leisure Trends - Assemble national and state data on general recreation
trends. Compare to noted facilities and trends in the Austin metropolitan area.
Product by Halff— Attend kickoff meeting, incorporate City GIS files for use in the planning
effort, review previous studies, obtain demographic and socio-economic data from City staff,
review and incorporate into the plan in written and table format, prepare summary of major
national, state and area recreation and leisure trends in written form.
15
Task Components by Round Rock Staff— Provide digital copy of previous master plan and
City's comprehensive plan, provide inventory and base GIS files in digital format, provide
digital aerial photography of the City, provide most recent population and demographic data,
provide data on growth patterns throughout the City.
B. Goals and Objectives
1. Review Leadership Plan components and incorporate into plan.
Product by Halff — Review goals and objectives for the system prepared by PARD and
incorporate into the planning document.
Task Components by Round Rock Staff — Provide goals and objectives as part of the
leadership plan elements.
C. Plan Development Process
1. Prepare illustration of plan process and similar text for report. Develop summary text for
report.
Product by Halff—Illustration of planning effort, incorporate into the master plan.
Task Components by Round Rock Staff—Review and comment as appropriate.
D. Inventory of Existing Parks and Facilities/Leisure Activities
1. Review mapping that illustrates locations of park facilities - Review mapping and
layers prepared by PARD, comment and suggest changes or modifications as necessary.
Incorporate into data base when complete.
2. Review assessment of each individual existing park - Tour all park facilities, conduct
brief review of potential issues and changes to each existing park. Document with
photographs. Review assessments prepared by PARD.
3. Inventory tables - Review tables prepared by PARD, comment and suggest changes or
modifications as necessary. Incorporate into data base when complete.
4. Facility mapping by type—From information provided by PARD,prepare mapping data
base to be used in the planning effort with park facilities by type.
Product by Halff— Tour of existing park facilities with PARD, review inventory and mapping
provided by PARD and incorporate into planning effort GIS.
Task Components by Round Rock Staff—Prepare mapping of existing parks in GIS data base.
Provide mapping of each individual park in digital format where available. Prepare inventory of
existing parks, both developed and undeveloped. Prepare assessment of improvements required
in each park, or issues to be addressed in existing park facilities.
16
E. Inventory of Programs (City and Private)
1. Recreation Programs - Review tables prepared by City staff, comment and suggest
changes or modifications as necessary. Incorporate into data base when complete.
2. Senior Programs - Review tables prepared by City staff, comment and suggest changes
or modifications as necessary. Incorporate into data base when complete.
3. Athletic Leagues - Review tables prepared by City staff, comment and suggest changes
or modifications as necessary. Incorporate into data base when complete.
4. Aquatic Programs -Review tables and text prepared by City staff, comment and suggest
changes or modifications as necessary. Incorporate into data base.
5. Forestry Programs - Review tables and text prepared by City staff, comment and
suggest changes or modifications as necessary.
6. Marketing Programs - Review tables and text prepared by City staff, comment and
suggest changes or modifications as necessary. Incorporate into data base when
complete.
7. Review of Recreation and Aquatic Facilities - In conjunction with staff and Planning
Team members, conduct tour of physical facilities used for recreation and aquatics.
Document with photography or video.
Product by Halff — Review of information provided by PARD, comments or questions in
written form, review at meeting with staff(in conjunction with other review items), and attend
tour of recreation facilities. Format and incorporate information into the master plan document.
Task Components by Round Rock Staff—Provide tables and text describing current inventory
and status of recreation, senior, athletic, aquatic, forestry and marketing programs. Transmit to
Planning Team in digital format. Attend tour of recreation facilities.
F. Citizen Input
1. Strategic Planning Effort Web site - Provide information and content for site prepared
by City staff.
2. Interview key groups and stakeholders — Prepare list of questions for interviews and
stakeholder meetings. Conduct one-on-one interview with each key stakeholder and
group. Include up to 15 interviews. Prepare written summary of each interview for
inclusion in report.
3. Citywide Public Opinion Surveys
A. Telephone Survey — Prepare survey and review with City staff. Conduct survey
for 600 completed questionnaires. Responses will be tabulated by sector of the
City, proportional to the population in each sector. Prepare detailed analysis of
survey results in report format.
B. Online Survey — Develop simple on-line survey that parallels telephone survey
and submit to City for placement on City website. Survey will be formatted and
compiled using Surveymonkey.com programming. Survey invitation will be
transmitted via email and link will be placed on the City web site inviting
17
residents to participate. Prepare analysis of survey results and transmit to City for
review.
C. School Survey — Develop one-page survey that parallels telephone survey and
submit to City for distribution by school district teachers. Compile 1,000 school
age student responses. Prepare analysis of the survey results for use in the
planning effort.
4. HOA Meetings - Prepare exhibits and summary presentation for use by City staff during
meetings.
5. Open House Meetings - Prepare exhibits for three open house meetings. Prepare
summary presentation for use during meetings. Develop format for meetings. Assist
with leading meetings. Three planning team staff members will attend open house
meetings to respond to citizen comments.
6. Importance vs. Performance Matrix - Incorporate findings from previous performance
review meetings held in 2006,using more detailed information assembled in 2006.
7. Public Input Summary - Prepare summary of trends, key issues and key opportunities
identified by the public input process. Submit to City staff for review and comment.
Product by Halff — Prepare questionnaire for interviews, conduct 15 interviews, prepare
telephone survey, prepare summary of comments from interviews, prepare analysis of telephone,
student and on-line surveys, prepare summary of all public input findings for inclusion in
Strategic Plan document.
Task Components by Round Rock Staff— Provide zip code data for the City for developing
telephone survey phone lists, invite attendees to interviews and organize interview meetings,
deliver school surveys to schools and coordinate approval of student survey with RRISD
superintendent and principals of schools, provide list of emails for notification of on-line survey,
conduct HOA meetings as appropriate and provide summary of comments from each meeting,
review analyses provided by Halff and comment as appropriate.
G. Needs Assessment and Identification (Parks, Facilities,Programs)
1. Level of Service-Based Needs Approach - Develop current level of service calculations.
Using those calculations as a starting point, develop level of service goals, and compare
to existing service. Project deficits or surpluses.
2. Demands-Based Needs Approach - Calculate level of service projections based on
demand information (number of participants, anticipated growth by attendance or by
population).
3. Resource-Based Needs Approach
4. Leisure Market Expansion - Conduct workshop session with City staff and Planning
Team. Based on current usage and potential demand, review and assess other leisure
activities that could be incorporated into the City's programs. Use trend information,
citizen input, and current participation data.
18
5. Needs Assessment Summary - Prepare summary of key needs developed as part of the
assessment. Review with City staff, and prepare section text for document.
Product by Halff — Prepare needs assessment in table and written text, submit to PARD for
review and comment, modify as appropriate and incorporate into Strategic Plan document.
Task Components by Round Rock Staff—Review and comment as appropriate.
H. Recommendations and Implementation Plan
1. Preliminary Facility Recommendations - Develop preliminary plan recommendations
in draft format for review and comment.
A. Develop list of potential actions for facilities over next five to ten years. Develop
cost estimates for each action, based on current dollars (escalation factor added later
based on projected implementation date).
B. Develop list of criteria to be used in prioritizing criteria. These may include
percentage of projected need, citizen desire for those facilities, greatest benefit for
expenditure, etc. Review with staff for approval.
2. Prioritize Plan Recommendations—Prioritize in draft format for review and comment.
3. Funding Requirements/Plan - Project funding requirements to implement prioritized
actions. Recommend potential sources of funding for each action. Meet with City
Finance staff to determine bonding capacity and other potential revenue sources.
Incorporate recommendations of CIP plan in later step.
4. Implementation Plan - Develop action plan that details recommended sequence to
implement recommendations. Include suggested timeframe for each action.
5. Governance Plan - Review parkland dedication ordinance and suggest changes to plan.
Review park zones and suggest modifications based on best practices in other cities.
Suggest changes from one mile grid to more useful system. Suggest possible changes to
funding mechanisms as appropriate.
6. Prepare Draft Document - Prepare draft planning document. Format will be 11 x 17
and will match Trails Master Plan format. 15 draft black and white documents will be
prepared for internal review and comment.
7. Final Public Review - Conduct presentations with internal department heads for internal
review and comment, Planning and Zoning Commission and City Council. Modify plan
per input received. Post document to project web site for citizen review.
8. Council Approval and Review by TPWD - Present final document(s) to Council for
approval. Submit plan to TPVWD for review and approval. Coordinate printing of final
document for staff and library copies. A total of 10 final copies in full color will be
prepared. Printing will be by Document Engine of Round Rock. Provide electronic
versions of plan.
19
9. Summary for Comprehensive Plan - Prepare executive summary for insertion in City's
Comprehensive Plan document.
Product by Halff — Prepare plan recommendations in map and report format, review with
PARD and edit per comments, prepare presentation and illustrations for public review, prepare
final document in draft format (15 B/W copies), present at up to five final presentations,
including Planning & Zoning, Council, other interested groups, transmit final reports in printed
(10 total) and digital format to PARD.
Task Components by Round Rock Staff — Review and comment as appropriate, coordinate
final presentation times, submit components of plan noted in this Exhibit A to Planning Team for
incorporation into the document.
PHASE III - CITYWIDE TRAILS MASTER PLAN JMinor update to include new trails
and standard "zone" map)
A. Inventory of new or modified trails -Insert updated data into plan sheets.
B. Review plan goals and policies and adjust as necessary - Review and update goals and
policies as appropriate.
C. Incorporate strategies for developer construction of trails - Consider amendments to
ordinances to require developer construction of trail segments. Consider cost sharing
arrangements.
D. Incorporate new and adjusted trail corridors citywide - Incorporate mapping for new and
adjusted trail corridors. Develop in both GIS layer, with segment data, and as Photoshop
pages for report document. Transmit GIS layers to City staff for incorporation into Parks
data set.
E. Update and republish Trails Plan document - Review current document and update as
appropriate. Incorporate new plates showing park zone data. Coordinate printing of
documents.
Products by Halff—Retrieve previous report content, review new trail information provided by
PARD, update GIS trail files, revise overall Trails Plan document and prepare five final copies,
incorporate into Strategic Master Plan as freestanding component. Transmit original digital files
in both InDesign and PDF format for use by PARD.
Task Components by Round Rock Staff— Transmit files on newly constructed and proposed
trails throughout the City, as well as developer proposed trails. Review revised trail maps and
document, and comment as appropriate.
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PHASE IV -ACQUISITION PLAN
A. Identify corridors or parcels of land to acquire by purchase or ordinance - Identify
specific properties or features such as bodies of water that could serve as future parkland
sites. Tour sites from adjacent roads with City staff. Document with photography. Select
preferred sites and map in GIS. Transmit to City staff for review.
B. Project potential acquisition cost for parcels of land with an escalation factor -
Summarize potential acquisition costs based on current appraised values and recent
escalation values as provided by Round Rock staff.
C. Prioritize acquisition opportunities and prepare summary report for inclusion in
master plan document. - Summarize land needs and general areas in text format for
inclusion in report. Include action plan for land acquisition.
Product by Halff—Tour of potential future park sites or opportunity locations,prepare mapping
showing geographic location of potential opportunity sites, prepare order of magnitude cost
projections for proposed sites, prepare prioritization matrix and recommended acquisition
opportunity prioritization table, prepare text and illustrations or maps for inclusion in Strategic
Master Plan document. Transmit final maps in GIS format to PARD and City staff.
Task Components by Round Rock Staff—Provide available Appraisal District information on
property values, review draft opportunity sites and areas and comment as appropriate, review
acquisition prioritization and cost projections and comment as appropriate.
PHASE V- CAPITAL IMPROVEMENT PLAN
A. Identify Yearly CIP Goals and/or Projects - Prepare summary of projects from Action
Plan developed in the Strategic Parks Plan. Include potential cost for each with escalation.
Yearly Goal not recommended until key needs are addressed (urgency may be such that
small yearly goal is insufficient to meet those needs).
B. Identify a 5-year and 10 -year CIP Program for Potential Bond Election - Prepare 5 and
10 Year program summary, showing projected costs on a year-by-year basis. Include
information on need and justification for each item. Transmit to City for review and
comment. When approved, incorporate into Strategic Plan document.
C. Life-Cycle Plan for Large Assets — Research and provide information from other
comparable systems on life cycle formats and timeframes that have been successfully used.
Transmit to PARD for use in developing a life cycle plan (by PARD) for major outdoor
facilities such as playground equipment, etc. Review draft plan by PARD and comment,
incorporate into the Strategic Plan.
D. Life-Cycle Plan for Smaller Assets - Research and provide information from other
comparable systems on small asset life cycle formats and timeframes that have been
successfully used. Transmit to PARD for use in developing a life cycle plan (by PARD) for
other smaller assets such as picnic tables, drinking fountains, etc. Review draft plan by
PARD and comment, incorporate into the Strategic Plan.
21
Product by Halff — Prepare draft CIP in City format, transmit to PARD for review and
comment. Incorporate projections for bond cycle funding (amounts, potential elements in each,
rational for inclusion, and projected timeframe), provide information on best practices for both
large and smaller asset life cycle analysis, review draft information provided by PARD and
comment, incorporate life cycle plan components by PARD into the Strategic Master Plan.
Task Components by Round Rock Staff— Transmit typical City CIP format information to
Planning Team,prepare draft large and smaller asset life cycle plan components.
PHASE VI -MAINTENANCE AND OPERATION PLAN
A. Level of Service Standards per classification - Review current operations and standards.
Meet with O&M staff to review opportunities and constraints. Suggest changes based on
current practices.
B. O&M Projections of Plan Recommendations & CIP Plan - Based on data provided by
PARD staff, prepare general assessment of operations and maintenance expenditures and
staffing. Recommend changes as appropriate. Review "per staff' goals and modify as
appropriate, and recommend per unit order of magnitude standards that can be applied to new
improvements. Transmit to City staff for review and comment.
C. Parks Maintenance / Business Plan - Review Business Plan prepared by PARD and
comment as appropriate. Incorporate final version into Strategic Plan.
D. Forestry Management / Business Plan - Review Business Plan prepared by PARD and
comment as appropriate. Incorporate final version into Strategic Plan.
Product by Halff—Review current and historical operations and maintenance data provided by
PARD, conduct round table session with managers, conduct round table discussion with all
O&M staff, prepare suggested revisions to performance and operational standards, prepare
summary of recommendations and transmit to PARD for review and comment. Review
Maintenance and Forestry Business Plans prepared by PARD, comment as appropriate,
incorporate final versions into the Strategic Plan.
Task Components by Round Rock Staff— Provide data on current and historical (last 3 to 5
years) O&M operations, including staffing levels, areas maintained, current efficiency
requirements and current performance standards. Prepare Maintenance and Forestry Program
Business Plan text, transmit to Planning Team in digital format for inclusion in the Strategic
Master Plan
PHASE VII-MARKETING AND PUBLIC RELATIONS PLAN
A. Program and Event Sponsorship Plan — Review current plan by PARD, suggest
recommended changes based on best practices, and recommend and develop plan
components based on current needs identified in planning process. Incorporate document
into Strategic Plan.
22
B. Naming Rights Plan - Provide sample plans from other locations that appear to be
successful, and prepare recommendations for use by PARD. Incorporate recommendations
into Strategic Plan.
C. Public Relations/Outreach Plan - Suggest plan components based on current needs
identified in planning process, review plan prepared by PARD, and incorporate document
into Strategic Plan.
Product by Halff—Review current plans for sponsorship, naming and public relations/outreach.
Recommend changes or improvements to plans, provide sample naming rights plans from other
similar communities, and incorporate recommendations into the Strategic Plan.
Task Components by Round Rock Staff— Transmit current plans and policies to Planning
Team, update Sponsorship and Public Relations Plans with suggested recommendations from the
Planning Team.
PHASE VIII-RECREATION BUSINESS PLAN
A. Business Plan for Recreation Facilities and Programs - Review and comment as
appropriate, and incorporate into the Strategic Plan document.
B. Business Plan for Athletic Leagues - Review and comment as appropriate, and incorporate
into the Strategic Plan document.
C. Business Plan for Aquatic Facilities and Programs - Review and comment as appropriate,
and incorporate into the Strategic Plan document.
Product by Halff — Review and comment as appropriate in written format. Format and
incorporate final plans into overall Strategic Plan document.
Task Components by Round Rock Staff—Prepare Business Plans for Recreation Facilities and
Programs, Athletic Leagues and Aquatic Facilities and Programs. Transmit to Planning Team
for review and comment.
PHASE IX-PARKS AND RECREATION ADMINISTRATION PLAN
A. Administrative Support Plan - Review Plan prepared by PARD and comment as
appropriate, and incorporate into the Strategic Plan document.
B. Technology Plan - Review Plan prepared by PARD and comment as appropriate, and
incorporate into the Strategic Plan document.
Product by Halff — Review and comment as appropriate in written format. Format and
incorporate final plans into overall Strategic Plan document.
Task Components by Round Rock Staff — Prepare Business Plans for Administration and
Technology Components, and transmit to Planning Team for review and comment.
23
PHASE X-ECONOMIC IMPACT OF PARKS AND RECREATION IN CITY
A. Assemble relevant data for Economic Impact Assessment
1. Review best practices and other national and state studies on economic impacts of leisure.
Summarize for Strategic Plan document.
2. Determine key test areas in each quadrant of the City. Review with PARD and Planning
Department to verify that they are generally representative of that area of the City. Test
two neighborhoods in each quadrant of the City. Test an additional two areas based on
special conditions if necessary.
3. Using CAD data for 2007 and for 2001 and 2003 as acquired by PARD or City staff,map
percent of value changes in key neighborhoods in each sector of the city. Color code for
rate of increase. Assess other factors beyond parks that may influence change (i.e.
increased access, new employers, etc.)
4. Local impact of park facilities — property tax impact — Review WCAD data for sample
neighborhoods with and without parks. Compare percent change in year to year
valuations over 5 and 10 year period of time.
5. Impact of Major Events — Tournaments and Festivals — Review Chamber of Commerce
and PARD data on current and historical projected expenditure amounts per visitor.
6. Tax Valuation Increase for Greenbelts —Assemble data on values adjacent to greenbelts
and linear park or trail corridors. Compare values in areas where recent facilities have
been added.
B. Summary Economic Impact Report - Prepare summary report for Strategic Master Plan
document. Review with staff and modify as appropriate.
Product by Halff— Assemble information on economic influence of parks and greenbelts from
other nationwide and state sources. Determine test areas, map data on values in GIS, prepare
summary of results and review with PARD. Prepare summary report for inclusion in Strategic
Plan document.
Task Components by Round Rock Staff — Provide WCAD data for current and historical
property values for selected test areas. Review report by Planning Team and comment as
appropriate.
PHASE XI -PARTNERSHIP AND ALTERNATIVE FUNDING PLAN
A. Review current alternative funding programs (if applicable), such as RR Parks
Foundation. Suggest goals and role, governance methodology, method of interaction with
City. Prepare summary report for inclusion in the Strategic Plan
Product by Halff— Prepare draft text, review with City, modify per comments received and
incorporate into Strategic Plan document.
Task Components by Round Rock Staff—Review and comment as appropriate.
24
Exhibit "B"
Services to be Performed by City
PROJECT ASSUMPTIONS
The Scope of Services for this proposal has been prepared using the following assumptions as a
basis for its preparation:
1. All files will be provided in digital format. Where possible, files that may be used for
content in the Master Plan report should be provided in their original file format (i.e.
Word,Excel, etc).
2. The City of Round Rock will provide and coordinate advertising, meeting
announcements and locations for project meetings, public meetings and planning
effort-related workshops.
3. City of Round Rock staff members are sometimes referred to as "PARD" in this
document.
INFORMATION TO BE PROVIDED BY THE CITY OF ROUND ROCK
The following items will be supplied by PARD to the Planning and Design Team:
1. Citywide Base File Data - PARD will provide the Planning and Design Team with the
most recent available base information, including;
■ Digital aerial photography of the City and surrounding extraterritorial jurisdiction
(ETJ) lands;
■ GIS files for existing parks, existing and proposed roads, property boundaries,
floodplains, railroads, topography, utility corridors, census tract boundaries, and City-
owned properties.
• Other GIS layer
2. Other Relevant Studies or Reports - Digital copies of other relevant or recent studies,
including previous Parks Master Plan, Recreation Facilities Assessments, Aquatic
Facility assessment(s), Importance vs. Performance Data assembled in 2006, other recent
Citywide citizen surveys, and any other relevant studies.
3. Relevant Ordinances—Copy of relevant City ordinances, including parkland dedication
ordinance and other City requirements.
4. Citywide park system asset inventory—Inventory of parks in the Round Rock system,
including number and condition of facilities in each park, and staff assessment of each
park to be included in the Master Plan. Inventory files will be provided in GIS shape file
format as well as in Excel format.
5. Leadership Plan components — To be written by PARD and provided in digital format
for inclusion in the Master Plan.
25
6. Program Inventory and Assessments - Inventory and Assessment of Recreation
programs, senior programs, aquatic programs, forestry programs and marketing programs
in written format.
7. Master Plan Web Site — Prepare master planning web page for dissemination of
planning information. Set-up, design and maintenance of the site will be by the City of
Round Rock. Some content will be provided by Halff Associates Inc. as products of the
master planning process.
8. Interview and Meeting Invitations and Arrangements — Arrange meeting times and
invite attendees to interviews and round table meetings. Prepare notifications for public
meetings and arrange for advertisements in local media and on City cable access channel.
9. New Trails — Provide information on new trails that have been built since Trails Plan
was created in 2004. PDF files of plan layouts or general alignments will suffice.
10. CIP Format — Provide example of standard City format for CIP products developed in
Phase V.
11. Large Asset Life Cycle Analyses — Prepare draft analyses for review and incorporation
by Planning and Design Team.
12. Small Asset Life Cycle Analyses--Prepare draft analyses for review and incorporation
by Planning and Design Team.
13. Operations and Maintenance Standards and current budget amounts — Provide
current standards, budgeted amounts, currently used performance standards.
14. Parks Maintenance Business Plan — Prepare business plan document and provide in
digital format for incorporation into Master Plan.
15. Forestry Management Business Plan —Prepare forestry management business plan and
provide in digital format for incorporation into the Master Plan document.
16. Program and Event Sponsorship Plan — Prepare program and event sponsorship plan
document and provide in digital format for incorporation into the Master Plan document.
17. Public Relations/Outreach Plan—Prepare public relations/outreach plan document and
provide in digital format for incorporation into the Master Plan document.
18. Business Plan for Recreation Facilities and Pro rams—Prepare document and provide
in digital format for incorporation into the Master Plan document.
19. Business Plan for Athletic Leagues — Prepare document and provide in digital format
for incorporation into the Master Plan document.
20. Business Plan for Aquatic Facilities and Programs - Prepare document and provide in
digital format for incorporation into the Master Plan document.
21. Economic Impact Data—Provide relevant data assembled by other City departments or
organizations (such as the Chamber of Commerce) that have documented potential
economic impacts of recreation events, either recently or in the past.
22. Provide appropriate review and comment — Review and provide comments as
components of the Master Plan are submitted.
26
Exhibit "C"
Estimated Work Schedule
PROJECT SCHEDULE -Estimated durations are in weeks. Some tasks may overlap,resulting
in the estimated overall completion timeframe. The official schedule will be confirmed during
the initial project meeting. Note that the schedule may be adjusted during the course of the
planning effort to meet specifically agreed upon milestones or key dates, and such changes,
where approved by the City, will become the official schedule for the planning effort. City of
Round Rock staff shall be referred to as PARD.
Phase I Leadership Plan (provided by PARD within three calendar months)
Phase II Comprehensive Parks Plan 100% Complete by August 1, 2008
Phase III Minor Trail Plan Update By March 1,2008
Phase IV Acquisition Plan By March 1,2008
Phase V Capital Improvements Plan Components By May 1, 2008
Phase VI Maintenance and Operations Plan Components By May 1,2008
Phase VII Assist with Marketing/Public Relations Plan By May 1,2008
Phase VIII Incorporate Recreation Business Plan By May 1,2008
Phase IX Incorporate PARD Administration Plan By May 1,2008
Phase X Economic Impact Evaluation By May 1,2008
Phase XI Partnership and Alternative Funding Strategies By May 1 2008
Total Projected Time Frame
Completion by August 1,2008 (12 months from projected Start Date of August 1,2007)
27
Exhibit"D"
Certificates of Insurance
28
CERTIFICATE OF LIABILITY INSURANCE
Date:6/4/07
PROFESSIONAL SERVICES
PRODUCER COMPANIES AFFORDING COVERAGE
Bell Insurance
16980 Dallas Parkway A ACE American Ins. Co.
Dallas, Texas 75248
Suzanne Flores
B
INSURED
HALFF ASSOCIATES, INC. C
8616 Northwest Plaza Drive
Dallas, Texas 75225
THIS IS TO CERTIFY THAT the Insured named above is insured by the Companies listed above with respect
to the business operations hereinafter described, for the types of insurance and in accordance with the provisions
of the standard policies used by the companies, and further hereinafter described. Exceptions to the policies are
noted below.
CO TYPE OF INSURANCE POLICY EFFECTIVE EXPIRATION LDHTS
LTR NUMBER DATE DATE
A PROFESSIONAL LIABILrrY EONG21673845 7-22-06 7-22-07 $5,000,000 Per Claim Limit
$5,000,000 Aggregate Limit
DESCRIPTION OF SPECIAL ITEMS/EXCEPTIONS
Should any of the above described policies be cancelled or changed before the expiration date thereof, the issuing company will mail
thirty(30)days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City of Round Rock
221 E.Main Street
Round Rock,Texas 78664
attn: Christine Martinez, City Secretary
SIGNATURE OF AUTHORIZED REPRESENTATIVE
Typed N e: Thomas 7.Ashley
Title: Senior Vice-President
Rev'd 2110/03-Professional Liability Certificate.doc
CERTIFICATE OF LIABILITY INSURANCE
Date:6/4/07
PROFESSIONAL SERVICES
PRODUCER COMPANIES AFFORDING COVERAGE
Bell Insurance
16980 Dallas Parkway A ACE American Ins. Co.
Dallas, Texas 75245
Suzanne Flores
B
INSURED
HALFF ASSOCIATES, INC. C
8616 Northwest Plaza Drive
Dallas, Texas 75225
THIS IS TO CERTIFY THAT the Insured named above is insured by the Companies listed above with respect
to the business operations hereinafter described, for the types of insurance and in accordance with the provisions
of the standard policies used by the companies, and further hereinafter described. Exceptions to the policies are
noted below.
CO TYPE OF INSURANCE POLICY EFFECTIVE EXPIRATION LIMITS
LTR NUMBER DATE DATE
A PROFESSIONAL LIABILITY EONG21673845 7-22-06 7-22-07 $5,000,000 Per Claim Limit
$5,000,000 Aggregate Limit
DESCRIPTION OF SPECIAL ITEMS/EXCEPTIONS
Should any of the above described policies be cancelled or changed before the expiration date thereof, the issuing company will mail
thirty(30)days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City of Round Rock
221 E.Main Street
Round Rock,Texas 78664
ann: Christine Martinez, City Secretary
SIGNATURE OF AUTHORIZED REPRESENTATIVE
rh
Typed A= Thomas J.Ashley
Title: Senior Vice-President
Rev'd 2/10/03-Professional Liability Certificate.doc
AUULW CERTIFICATE OF LIABILITY INSURANCE06/044/200/200,''
7
PRODUCER (972)581-4800 FAX (972)581-4850 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Bell Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
16980 Dallas Parkway HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Dallas, TX 75248
Suzanne Flores INSURERS AFFORDING COVERAGE NAIC#
INSURED Halff Associates, Inc.- INSURERA: Hartford Casualty Ins. Co.
Mr. Roger Burns INSURER B:
8616 Northwest Plaza Dr. INSURER C:
Dallas, TX 75225 INSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING
ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATIONLTR W= LIMITS
GENERAL LIABILITY 46UUNIY5768 07/12/2006 07/12/2007 EACH OCCURRENCE $ 11000,000
COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED M(Ea acm wamce) $ 11000.000
CLAIMS MADE FX]OCCUR MED EXP(Any one person) $ 10,000
A X Contractual Li ab PERSONAL&ADV INJURY $ 1.000,000
GENERAL AGGREGATE $ 2,000,000
GEN L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 2,000,000
POLICYFXPRO
JECT n LOC
AUTOMOBILE LIABILITY 46UUNIYS768 07/12/2006 07/12/2007 COMBINED SINGLE LIMIT
X ANY AUTO (Ea accident) $
1,000,000
ALL OWNED AUTOS
BODILY INJURY $
A SCHEDULED AUTOS (Per person)
X HIRED AUTOS
BODILY INJURY $
X
NON-OWNED AUTOS (Per accident)
PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $
ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: AGG $
EXCESSIUMBRELLA LIABILITY 46XHUIY6677 07/12/2006 07/12/2007 EACH OCCURRENCE $ 5,000,00
X OCCUR CLAIMS MADE AGGREGATE $ 51000,000
A $
DEDUCTIBLE
$
RETENTION $
WORKERS COMPENSATION AND 46WENV6090 07/12/2006 07/1.2/2007 X wcsrATTJ- oTH-
EMPLOYERS'LIABILITY I -
A ANY PROPRIEfORIPARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000
OFFICERIMEMBER EXCLUDED?
Il yE.L DISEASE-EA EMPLOYE r ,$ 1 000 000
es,describe under
SPECIAL PROVISIONS below E.L DISEASE-POLICY LIMIT $ 1,000,000
OTHER
CRIPTION OF OPERATIONS/LOCATIONS I VEHICLES t EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
,DESCity of Round Rock Parks Master Plan project.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL
City of Round Rock 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
Christine Martinez, City Secretary BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
221 E. Main Street OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES.
Round Rock, TX 78664 AUTHORREDREPRESENTATIVE IL 7
Thomas 3. Ashley/SHF
ACORD 25(2001/08) OACORD CORPORATION 1988
DATE: July 5, 2007
SUBJECT: City Council Meeting - July 12, 2007
ITEM: 11F1. Consider a resolution authorizing the Mayor to execute an Agreement
for Consulting Services with Halff Associates, Inc. for the Strategic
Parks and Recreation Master Plan.
Department: Parks and Recreation
Staff Person: Rick Atkins, Parks and Recreation Director
David Buzzell, Parks Development Manager
Justification:
The Strategic Parks and Recreation Master Plan will be an update to the Parks and Open Space
Master Plan from 2001. The strategic plan will also be expanded to include department
business plans, maintenance and operations plan, capital improvements plan, and partnership
and alternative funding plan. This will also include a minor update to the 2004 Citywide Trails
Master Plan and included in the overall Strategic Parks and Recreation Master Plan.
Funding• $165,000.00
Cost: $163,845.00
Source of funds: 2000 CO's and General Self Finance
Outside Resources: Halff Associates, Inc.
Background Information:
Due to the growth of the city, the 2001 Parks and Open Space Master Plan is outdated and no
longer is a useful planning tool for the department. Therefore in late 2005, PARD sent out a
Request for Qualifications (RFQ) for a new Strategic Master Plan. Due to the Ten Year Plan
Process, the Strategic Parks and Recreation Master Plan was on hold until the Ten Year Plan
Process was complete. The Strategic Parks and Recreation Master Plan will be a
comprehensive plan that can be used by staff to plan for the growth of the city and the
maintenance and operational requirements that accompany that growth.
Public Comment: N/A
EXECUTED
DOCUMENT
FOLLOWS
CITY OF ROUND ROCK
AGREEMENT FOR CONSULTING SERVICES
FOR STRATEGIC PARKS AND RECREATION MASTER PLAN
WITH HALFF ASSOCIATES INC.
THIS AGREEMENT is made and entered into on this the day of ,
2007,by and between the City of Round Rock, a Texas home-rule municipal corp tion, v1hose
offices are located at 221 East Main Street, Round Rock, Texas 78664-5299 (hereinafter referred
to as the "City"), and Halff Associates Inc., whose offices are located at 4030 West Braker Lane,
Suite 450,Austin, Texas, 78759 (hereinafter referred to as "Consultant").
RECITALS:
WHEREAS, City desires to contract for Consultant's assistance in preparing an update of
the 2001 Citywide Parks and Recreation Master Plan (including public input, needs assessments
and master plan recommendations); in preparing a minor update to the 2004 Citywide Trails
Master Plan; in assisting in preparing a capital improvements plan for the parks system; in
assisting in determining property to be preserved as potential future park lands; in assisting in
analyzing the parks system operations and maintenance activities and standards; and in preparing
information to help illustrate the economic impact of parks on property values and the economy
of Round Rock; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 EFFECTIVE DATE,DURATION,AND TERM
This Agreement shall be effective on the date it has been signed by every party hereto,
and shall remain in full force and effect unless and until it expires by operation of the term
indicated herein, or is terminated or extended as provided herein.
The term of this Agreement shall be for eighteen(18) months from effective date hereof.
1.02 GENERAL CONDITIONS
The General Conditions contained herein shall apply to the Proposal for Services,
attached hereto as Exhibit "A" and made a part hereof of all appropriate purposes. This
Agreement and such Proposal for Services is entered into by and between the City of Round
Rock or its subsidiaries or affiliates (collectively "City") and Halff Associates Inc. or any entity
directly or indirectly owned or controlled by same (collectively"Halff Associates").
00117592/jkg
1.03 PROPOSAL FOR SERVICES
For purposes of this Agreement, Consultant has issued its Proposal for Services for the
assignment(s) delineated therein. Such Proposal for Services is appended to this Agreement and
is labeled as Exhibit "A." Such Proposal for Services is deemed to incorporate the General
Conditions contained herein. Except with respect to the description of specific services and fees
for the assignment(s) delineated therein, the General Conditions of this Agreement and this
Agreement itself shall prevail over any conflicting terms therein. Taken together with the
appended Proposal for Services, the General Conditions contained in this Agreement shall
evidence the entire understanding and agreement between the parties and supersede any prior
proposals, correspondence or discussions.
1.04 SCOPE OF SERVICES
Consultant shall satisfactorily provide all services described under this "Scope of
Services" category and under Exhibit "A." Consultant's undertakings shall be limited to
performing services for City and/or advising City concerning those matters on which Consultant
has been specifically engaged. Consultant shall perform its services in accordance with these
General Conditions and this Agreement, in accordance with the appended Proposal for Services,
in accordance with due care, and in accordance with prevailing consulting industry standards for
comparable services.
1.05 PAYMENT FOR SERVICES; SUPPLEMENTAL AGREEMENTS
Payment for Services: In consideration for the consulting services to be performed by
Consultant, City agrees to pay Consultant the following sum(s)as stated herein:
Phase I Leadership Plan $ 0
Phase II Comprehensive Parks Plan $ 94,229
Phase III Minor Trail Plan Update $ 14,015
Phase IV Acquisition Plan $ 5,809
Phase V Capital Improvements Plan Components $ 5,772
Phase VI Maintenance/Operations Plan Components $ 11,804
Phase VII Assist with Marketing/Public Relations Plan$ 2,485
Phase VIII Incorporate Recreation Business Plan $ 863
Phase IX Incorporate PARD Administration Plan $ 550
Phase X Economic Impact Evaluation $ 16,102
Phase XI Partnership/Alternative Funding Strategies $ 3,516
Total for Phase Deliverables $ 155,145
Reimbursable Expenses Not to exceed $ 8,700
TOTAL $ 163,845
The parties agree that fees for individual phases or phase tasks may vary, but that the
overall fee of$155,145.00 shall be a not-to-exceed amount.
Unless subsequently changed by additional Supplemental Agreement to this Agreement,
duly authorized by City Council or City Manager action, Consultant's total compensation
hereunder shall not exceed $163,845.00, including any Reimbursable Expenses. This amount
represents the absolute limit of City's liability to Consultant hereunder unless same shall be
changed by additional Supplemental Agreement hereto.
Deductions. No deductions shall be made from Consultant's compensation on account
of penalty, liquidated damages or other sums withheld from payments to Consultant.
Additions. No additions shall be made to Consultant's compensation based upon Project
claims,whether paid by City or denied.
Supplemental Agreements. The terms of this Agreement may be modified by written
Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City
determines that there has been a significant change in (1) the scope, complexity, or character of
the services to be performed; or (2) the duration of the work. Any such Supplemental
Agreement must be executed by both parties within the period specified as the term of this
Agreement, that being eighteen (18) months from the effective date hereof. Consultant shall not
perform any work or incur any additional costs prior to the execution, by both parties, of such
Supplemental Agreement. Consultant shall make no claim for extra work done or materials
furnished unless and until there is full execution of any Supplemental Agreement, and City shall
not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to
additional work not directly authorized by Supplemental Agreement.
1.06 TIMETABLES
Unless otherwise indicated to Consultant in writing by City, or unless Consultant is
unreasonably delayed in the orderly progress of its work by forces beyond Consultant's control,
the following timetable structure and deliverable due dates shall apply: eighteen (18) months
from date of execution hereof, and in reasonable conformity to the estimated schedule delineated
on Exhibit"C."
1.07 TERMS OF PAYMENT; REIMBURSABLE EXPENSES
Invoices. To receive payment for services, Consultant shall prepare and submit a series
of monthly invoices in a form acceptable to City. Each invoice for professional services shall
track the "Scope of Services" category herein, and shall state and detail the services performed,
along with documentation for each service performed. All payments to Consultant shall be made
on the basis of the invoices submitted by Consultant and approved by City. Such invoices shall
conform to the schedule of services and costs in connection therewith. All Reimbursable
Expenses shall be clearly shown. Should additional backup material be requested by City,
3
Consultant shall comply promptly with such request. In this regard, should City determine it
necessary, Consultant shall make all records and books relating to this Agreement available to
City for inspection and auditing purposes.
Payment of Invoices. City reserves the right to correct any error that may be discovered
in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement. Following approval of invoices, City shall endeavor to pay
Consultant promptly, but no later than the time period required under the Texas Prompt Payment
Act described in Section 1.08 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
and City or because of amounts which City has a right to withhold under this Agreement or state
law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the
services, but not for taxes based upon Consultant's net income.
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 Consultant, 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.
Reimbursable Expenses. Payment for customary reimbursable expenses hereunder shall
not exceed the maximum sum of$8,700.00. City shall pay Consultant for reimbursable expenses
on a monthly basis, as invoiced and documented, at actual cost. Customary reimbursable
expenses shall include such items as the following:
a. Travel;
b. Mileage;
C. Photography;
d. Color renderings;
e. Delivery charges;
f. Telephone charges related to the telephone survey deliverable; and
g. Printing of required final full-color reports (additional printing to be done by City
as an agreed cost-saving measure).
1.08 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Consultant will be made within thirty (30) days of the day on which City receives the
performance, or within thirty (30) days of the day on which the performance of services was
complete, or within thirty (30) days of the day on which City receives a correct invoice for the
performance or services, whichever is later. Consultant may charge a late fee (not greater than
that which is permitted by Texas law) for payments not made in accordance with this Prompt
Payment Policy; however, this policy does not apply to payments made by City in the event:
1. There is a bona fide dispute between City and Consultant concerning the services
performed that causes the payment to be late; or
4
2. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
3. There is a bona fide dispute between Consultant and a subcontractor or between a
subcontractor and its supplier concerning the services performed which causes the
payment to be late; or
4. The invoice is not mailed to City in strict accordance with instructions, if any, on
any purchase order or this Agreement.
1.09 NON-APPROPRIATION
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Contractor a written notice of termination at the end of its then-current fiscal year.
1.10 TERMINATION OR DEFAULT
Termination. In connection with the work outlined in this Agreement, it is agreed and
fully understood by Consultant that City 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 Consultant, with the understanding that immediately upon
receipt of said notice all work and labor being performed under this Agreement shall cease.
Consultant 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. City acknowledges
Consultant's documents as instruments of professional service. Nevertheless, the plans and
specifications prepared under this Agreement (including by way of illustration and not limitation
all plans, field surveys, maps, cross sections and other data, designs and work related to the
Project) shall become the property of City upon completion of the work and payment in full of
all monies due to Consultant. Should City subsequently contract with a new consultant for
continuation of services on the Project, Consultant shall cooperate in providing information.
City agrees, to the fullest extent permitted by law, to indemnify and hold Consultant harmless
from any claim, liability or cost (including reasonable attorneys' fees) arising out of any
authorized reuse or modification of the construction documents by City or any person or entity
that acquires or obtains the plans and specifications from or through City without the written
authorization of Consultant.
Default. Nothing contained in the preceding paragraph shall require City to pay for any
work which is unsatisfactory as determined by City or which is not submitted in compliance with
the terms of this Agreement. City shall not be required to make any payments to Consultant
5
when Consultant is in default under this Agreement, nor shall this paragraph constitute a waiver
of any right, at law and at equity, which City may have if Consultant is in default, including the
right to bring legal action for damages or to force specific performance of this Agreement.
1.11 CITY'S RESPONSIBILITIES
Full information. City shall provide full information regarding Project requirements.
City shall have the responsibility of providing Consultant with such documentation and
information as is reasonably required, if any, to enable Consultant to provide the services called
for. City shall cause its employees and any third parties who are otherwise assisting, advising or
representing City to cooperate on a timely basis with Consultant in the provision of its services.
Consultant may rely upon written information provided by City and its employees and agents as
accurate and complete. Consultant may rely upon any written directions provided by City and its
employees and agents concerning provision of services.
Specific services. City shall provide services and/or furnish information as delineated on
Exhibit`B."
Designate representatives. City shall designate, when necessary, representatives
authorized to act in its behalf. City shall examine documents submitted by Consultant and render
decisions pertaining thereto promptly to avoid unreasonable delay in the orderly progress of
Consultant's work.
Survey. At City's election, City shall furnish (or direct Consultant to obtain at City's
expense) certified surveys of relevant sites, giving, as required, grades and lines of streets, alleys,
pavements and adjoining property; rights-of-way, restrictions, easements, encroachments,
zoning, deed restrictions, boundaries, contours and other data pertaining to existing buildings or
adjacent to the sites, other improvements and trees; and full information as to available service
and utility lines, both public and private, and test borings, pits, reports and soil bearing values
and other necessary operations for determining subsoil conditions.
Tests and inspections. City shall furnish or pay for structural, mechanical, chemical,
soil mechanics, and other tests, reports and inspections as required by law or as required by
Project documents.
1.12 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, not City's employee. Consultant's employees or
subcontractors are not City's employees. This Agreement does not create a partnership
relationship. Neither party has authority to enter into contracts as agent for the other party.
Consultant and City agree to the following rights consistent with an independent contractor
relationship:
6
1. Consultant has the right to perform services for others during the term of this
Agreement;
2. Consultant has the sole right to control and direct the means, manner and method
by which services required by this Agreement will be performed;
3. Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement;
4. Consultant or its employees or subcontractors shall perform the services required
hereunder. City shall not hire, supervise, or pay any assistants to help Consultant;
5. Neither Consultant nor its employees or subcontractors shall receive any training
from City in the skills necessary to perform the services required by this
Agreement;
6. City shall not require Consultant its employees or subcontractors to devote full
time to performing the services required by this Agreement; and
7. Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension,health, vacation pay, sick pay, or other fringe benefit
plan of City.
1.13 CONFIDENTIALITY; DISPOSITION OF MATERIALS
Each party shall take reasonable measures to preserve the confidentiality of any
proprietary or confidential information provided to it in connection with this engagement,
provided that no claim may be made for any failure to protect information that occurs more than
two (2)years after the termination or expiration of this Agreement.
At the conclusion of the engagement, upon written request, each party shall return to the
other all materials, data and documents provided to the other party, except that Consultant may
retain one (1) copy of City's materials for its archival purposes, subject to Consultant's
confidentiality obligations hereunder. City shall retain ownership of all data and materials
provided by it to Consultant. Original drawings shall remain the property of Consultant.
The parties expressly acknowledge that City is a Texas home-rule municipality and, as
such, is subject to the Texas Public Information Act, and its duties run in accordance therewith.
1.14 LIMITATION OF LIABILITY
Services provided and performed by Consultant under this Agreement shall be performed
in a manner consistent with that degree of care and skill ordinarily exercised by members of the
7
same profession currently practicing under similar circumstances. However, should any of
Consultant's services not conform to these requirements and the appended Proposal for Services,
then and in that event City shall give written notification to Consultant; thereafter, Consultant
shall, at its discretion, either (a) promptly re-perform such services to City's satisfaction at no
additional charge, or (b) promptly refund the portion of the fees paid with respect to such
services.
In the event that re-performance of services or refund of applicable fees would not
provide an adequate remedy to City for damages arising from the performance, nonperformance
or breach of this Agreement and the appended Proposal for Services, then and in that event
Consultant's maximum total liability, including that of any employee, affiliate, agent or
contractor, relating to its services, regardless of the cause of action, shall be limited to direct
damages in an amount not to exceed the total fees payable under this Agreement.
The foregoing limitation of liability shall not apply to the extent that any liability arises
from the gross negligence or willful misconduct of Consultant, its employees, affiliates, agents or
contractors, or from bodily injury, death of any person, or damage to any real or tangible
personal property. Neither party shall be liable for any indirect, special or consequential
damages.
1.15 INDEMNIFICATION
Consultant agrees to hold harmless and indemnify City for and from any third parry claim
or liability (including reasonable defense costs and attorneys' fees) to the extent arising from or
in connection with the negligence of Consultant or its employees or agents in the course of
performing services. The limitation of liability set forth in Section 1.14 herein applies to
Consultant's indemnity obligations pursuant to this Section 1.15, but the limitation shall not
apply to the extent that any liability arises from the gross negligence or willful misconduct of
Consultant, its employees, affiliates, agents or contractors or from bodily injury, death of any
person, of damage to any real or tangible personal property.
Except to the extent that Consultant is obligated to indemnify City, City shall indemnify
and hold Consultant, its employees, affiliates or agents harmless from any third party claim or
liability (including reasonable defense costs and attorneys' fees) to the extent arising from or in
connection with the services performed by Consultant or City's use thereof.
1.16 INSURANCE
Insurance. Consultant, at Consultant's sole cost, shall have and maintain during the term
of this Agreement professional liability insurance coverage in the minimum amount of One
Million Dollars from a company authorized to do insurance business in Texas and otherwise
acceptable to City. Certificates of insurance are included herewith as Exhibit"D".
8
Subconsultant Insurance. Without limiting any of the other obligations or liabilities of
Consultant, Consultant shall require each subconsultant performing work under this Agreement
to maintain during the term of the Agreement, at the subconsultant's own expense, the same
stipulated minimum insurance required in the immediately preceding paragraph, including the
required provisions and additional policy conditions as shown below.
For purposes of this Agreement, the telephone survey subconsultant firm of Raymond
Turco and Associates is exempted from the requirements of the preceding paragraph.
Consultant shall obtain and monitor the certificates of insurance from each subconsultant
in order to assure compliance with the insurance requirements. Consultant 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.
Insurance Policy Endorsements. Each insurance policy hereunder shall include the
following conditions by endorsement to the policy:
(1) Each policy shall require that thirty(30) days prior to the expiration, cancellation,
on-renewal or any material change in coverage, 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
Consultant shall also notify City, within 24 hours of receipt, of any notices of expiration,
cancellation,non-renewal, or material change in coverage 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 Consultant.
(3) Terms "City" or "City of Round Rock" shall include all authorities, boards,
commissions, departments, and officers of City and individual members, employees and
agents in their official capacities, 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 future coverage, or to City's Self-Insured Retentions of
whatever nature.
(5) Consultant and City mutually waive subrogation rights each may have against the
other for loss or damage,to the extent same is covered by the proceeds of insurance.
9
Cost of Insurance. The cost of all insurance required herein to be secured and
maintained by Consultant shall be borne solely by Consultant, with certificates of insurance
evidencing such minimum coverage in force to be filed with the City.
1.17 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Compliance with Laws. Consultant, its consultants, agents, employees and
subcontractors shall use best efforts to 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 local, state and national boards, bureaus and agencies.
Consultant shall further obtain all permits and licenses required in the performance of the
services contracted for herein.
Taxes. Consultant 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.
1.18 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, 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.
1.19 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
1.20 LOCAL, STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. City will not do the following:
1. Withhold FICA from Consultant's payments or make FICA payments on
Consultant's behalf; or
2. Make state and/or federal unemployment compensation contributions on
Consultant's behalf; or
3. Withhold state or federal income tax from Consultant's payments.
10
1.21 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to recipient's address as stated in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Consultant:
Halff Associates Inc.
4030 West Braker Lane, Suite 450
Austin, Texas 78759
Notice to City:
City Manager AND TO: City Attorney
221 East Main Street 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Consultant.
1.22 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas; if legal action is necessary
by either parry with respect to the enforcement of any or all of the terms or conditions herein,
exclusive venue shall lie in Williamson County, Texas. This Agreement shall be governed by
and construed in accordance with the laws and court decisions of the State of Texas.
1.23 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Consultant and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing.
1.24 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution,then and in that event
11
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Consultant shall each select a
mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than
attorney fees, associated with the mediation shall be shared equally by the parties.
City and Consultant hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
1.25 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement, through a process
of mutual agreement and negotiation, to replace any stricken provision with a valid provision
that comes as close as possible to the intent of the stricken provision. The provisions of this
section shall not prevent this entire Agreement from being void should a provision which is of
the essence of this Agreement be determined void.
1.26 MISCELLANEOUS PROVISIONS
Time of the Essence. Consultant agrees that time is of the essence and that any failure of
Consultant to complete the services for each phase of this Agreement within the agreed Project
schedule may constitute a material breach of this Agreement. Consultant shall be fully
responsible for its delays or for failures to use reasonable efforts in accordance with the terms of
this Agreement. Where damage is caused to City due to Consultant's failure to perform in these
circumstances, City may withhold, to the extent of such damage, Consultant's payments
hereunder without waiver of any of City's additional legal rights or remedies. City shall render
decisions pertaining to Consultant's work promptly to avoid unreasonable delays in the orderly
progress of Consultant's work.
Force Majeure. Neither City nor Consultant 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.
IN WITNESS WHEREOF,the parties have executed this Agreement on the dates indicated.
12
CITY OF ROUND ROCK, TEXAS ATTEST:
By: �.
ell,Mayor Christine R. Martinez. City Secretary
Date Signed: �/—: _ Date Signed: o
FO C TY,APPROVED AS TO FORM:
J r AJ
Stephan . Sheets, City Attorney
HALFF ASSOCIATES INC.
B £
Jam E. Carillo, A.S.L.A.,A.I.C.P.,
Vi President
Date Signed: & —2-5'—2-007
EXHIBITS
Exhibit"A": ProposaI for Services
Exhibit"B": Services to be Performed by City
Exhibit"C": Estimated Work Schedule
Exhibit"D": Certificates of Insurance
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Exhibit"A"
Scope of Services
to be Performed by Consultant
The scope of work for this planning effort includes the preparation of an update of the 2001
Citywide Parks and Recreation Master Plan (including public input, needs assessments and
master plan recommendations), a minor update of the 2004 Citywide Trails Master Plan,
assistance in the preparation of a capital improvements plan for the parks system, assistance in
the determination of future lands to be preserved as potential parklands, assistance in an analysis
of the parks system operations and maintenance activities and standards, and the preparation of
information that can help illustrate the economic impact of parks on property values and the
economics of Round Rock. Five final copies of the plan will be printed, and another 15 copies
will be provided on CD-Rom. Original digital files will be provided to the City of Round Rock
in Word and PDF formats.
Proiect Assumptions
The scope of services for this proposal has been prepared using the following assumptions as a
basis for its preparation:
1. The project area will include the current city limits and the current extraterritorial jurisdiction
of the city of Round Rock.
2. The planning effort will include a 600 person citywide telephone survey as a major
component of the Parks Master Plan. This survey will be conducted by Ray Turco and
Associates.
3. Assistance in preparing operations reviews will be conducted by CEBP Inc., led by Bill
Beckner.
4. Cost projections prepared as part of this effort are understood to be at a planning level, and
are prepared prior to any detailed master planning for individual projects. These cost
projections use professional judgment and are at an order of magnitude level. Such cost
projections may vary as more detailed design occurs and as inflationary influences occur.
5. The City of Round Rock will secure the necessary permissions from adjacent landowners for
access through or across any non-City properties as a part of planning efforts associated with
this project.
6. Efforts and products to be provided by the City of Round Rock are listed in Exhibit `B";
many of these products, such as the inventory of parks, are key background information for
the project.
7. Products provided by the City of Round Rock are assumed to have a level of accuracy that is
appropriate for a master planning effort.
8. The City of Round Rock will advertise all notices and announcements for public meetings or
events conducted as part of this process.
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9. The City of Round Rock Parks and Recreation Department staff will coordinate and schedule
all meetings and presentations to Boards and Commissions that may be required as part of
this design process.
10. Tasks prepared as part of this planning effort may occur concurrently where appropriate, or
in some cases may deviate from the sequence shown in this scope of services document.
Scope of Services
The planning effort scope of services is shown below.
PHASE I—REVIEW OF LEADERSHIP PLAN
A.Mission Statement—Incorporate statement and mission parameters prepared by PARD.
B. Goals and Objectives—Incorporate text by PARD.
C. Policies—Incorporate text and summary prepared by PARD.
Product by Halff—Incorporate text by PARD into Master Plan document.
Task Components by Round Rock Staff- Develop Mission Statement, goals and objectives,
review current policies and determine where modifications are needed. Provide draft to Planning
Team for incorporation into the master planning effort.
PHASE II - COMPREHENSIVE PARKS PLAN
A.Pre-Planning and Background Information
1. Pre-planning—Incorporate base mapping and GIS data base prepared by City of Round
Rock. Conduct kick-off meeting to discuss schedules, deliverables, key review points,
etc. Determine City sectors to use. Review previous studies for aquatics and indoor
recreation, and prepare summary of key findings.
2. History of past plan and achievements of that plan - Incorporate outline summary
prepared by staff into document. Summarize 10 year plan goals and objectives.
3. Unit of government-Develop text for report and necessary mapping.
4. Socio-economic data - Assemble data from Census and other data sources. Incorporate
other economic data assembled by Chamber and other local sources. Include data on class
types, such as creative class, etc. for Round Rock.
5. Demographics - Assemble demographic data by City Planning sector. Prepare table and
mapping products for use in report.
6. Population Growth patterns - Incorporate GIS growth pattern plans prepared by City
staff.
7. Recreation/ Leisure Trends - Assemble national and state data on general recreation
trends. Compare to noted facilities and trends in the Austin metropolitan area.
Product by Halff— Attend kickoff meeting, incorporate City GIS files for use in the planning
effort, review previous studies, obtain demographic and socio-economic data from City staff,
review and incorporate into the plan in written and table format, prepare summary of major
national, state and area recreation and leisure trends in written form.
15
Task Components by Round Rock Staff— Provide digital copy of previous master plan and
City's comprehensive plan, provide inventory and base GIS files in digital format, provide
digital aerial photography of the City, provide most recent population and demographic data,
provide data on growth patterns throughout the City.
B. Goals and Objectives
1. Review Leadership Plan components and incorporate into plan.
Product by Halff — Review goals and objectives for the system prepared by PARD and
incorporate into the planning document.
Task Components by Round Rock Staff — Provide goals and objectives as part of the
leadership plan elements.
C. Plan Development Process
1. Prepare illustration of plan process and similar text for report. Develop summary text for
report.
Product by Halff—Illustration of planning effort, incorporate into the master plan.
Task Components by Round Rock Staff—Review and comment as appropriate.
D. Inventory of Existing Parks and Facilities/Leisure Activities
1. Review mapping that illustrates locations of park facilities - Review mapping and
layers prepared by PARD, comment and suggest changes or modifications as necessary.
Incorporate into data base when complete.
2. Review assessment of each individual existing park - Tour all park facilities, conduct
brief review of potential issues and changes to each existing park. Document with
photographs. Review assessments prepared by PARD.
3. Inventory tables - Review tables prepared by PARD, comment and suggest changes or
modifications as necessary. Incorporate into data base when complete.
4. Facility mapping by type—From information provided by PARD,prepare mapping data
base to be used in the planning effort with park facilities by type.
Product by Halff— Tour of existing park facilities with PARD, review inventory and mapping
provided by PARD and incorporate into planning effort GIS.
Task Components by Round Rock Staff—Prepare mapping of existing parks in GIS data base.
Provide mapping of each individual park in digital format where available. Prepare inventory of
existing parks, both developed and undeveloped. Prepare assessment of improvements required
in each park, or issues to be addressed in existing park facilities.
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E. Inventory of Programs (City and Private)
1. Recreation Programs - Review tables prepared by City staff, comment and suggest
changes or modifications as necessary. Incorporate into data base when complete.
2. Senior Programs - Review tables prepared by City staff, comment and suggest changes
or modifications as necessary. Incorporate into data base when complete.
3. Athletic Leagues - Review tables prepared by City staff, comment and suggest changes
or modifications as necessary. Incorporate into data base when complete.
4. Aquatic Programs -Review tables and text prepared by City staff, comment and suggest
changes or modifications as necessary. Incorporate into data base.
5. Forestry Programs - Review tables and text prepared by City staff, comment and
suggest changes or modifications as necessary.
6. Marketing Programs - Review tables and text prepared by City staff, comment and
suggest changes or modifications as necessary. Incorporate into data base when
complete.
7. Review of Recreation and Aquatic Facilities - In conjunction with staff and Planning
Team members, conduct tour of physical facilities used for recreation and aquatics.
Document with photography or video.
Product by Halff — Review of information provided by PARD, comments or questions in
written form, review at meeting with staff(in conjunction with other review items), and attend
tour of recreation facilities. Format and incorporate information into the master plan document.
Task Components by Round Rock Staff—Provide tables and text describing current inventory
and status of recreation, senior, athletic, aquatic, forestry and marketing programs. Transmit to
Planning Team in digital format. Attend tour of recreation facilities.
F. Citizen Input
1. Strategic Planning Effort Web site - Provide information and content for site prepared
by City staff.
2. Interview key groups and stakeholders — Prepare list of questions for interviews and
stakeholder meetings. Conduct one-on-one interview with each key stakeholder and
group. Include up to 15 interviews. Prepare written summary of each interview for
inclusion in report.
3. Citywide Public Opinion Surveys
A. Telephone Survey — Prepare survey and review with City staff. Conduct survey
for 600 completed questionnaires. Responses will be tabulated by sector of the
City, proportional to the population in each sector. Prepare detailed analysis of
survey results in report format.
B. Online Survey — Develop simple on-line survey that parallels telephone survey
and submit to City for placement on City website. Survey will be formatted and
compiled using Surveymonkey.com programming. Survey invitation will be
transmitted via email and link will be placed on the City web site inviting
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residents to participate. Prepare analysis of survey results and transmit to City for
review.
C. School Survey — Develop one-page survey that parallels telephone survey and
submit to City for distribution by school district teachers. Compile 1,000 school
age student responses. Prepare analysis of the survey results for use in the
planning effort.
4. HOA Meetings - Prepare exhibits and summary presentation for use by City staff during
meetings.
5. Open House Meetings - Prepare exhibits for three open house meetings. Prepare
summary presentation for use during meetings. Develop format for meetings. Assist
with leading meetings. Three planning team staff members will attend open house
meetings to respond to citizen comments.
6. Importance vs. Performance Matrix - Incorporate findings from previous performance
review meetings held in 2006,using more detailed information assembled in 2006.
7. Public Input Summary - Prepare summary of trends, key issues and key opportunities
identified by the public input process. Submit to City staff for review and comment.
Product by Halff — Prepare questionnaire for interviews, conduct 15 interviews, prepare
telephone survey,prepare summary of comments from interviews,prepare analysis of telephone,
student and on-line surveys, prepare summary of all public input findings for inclusion in
Strategic Plan document.
Task Components by Round Rock Staff— Provide zip code data for the City for developing
telephone survey phone lists, invite attendees to interviews and organize interview meetings,
deliver school surveys to schools and coordinate approval of student survey with RRISD
superintendent and principals of schools, provide list of emails for notification of on-line survey,
conduct HOA meetings as appropriate and provide summary of comments from each meeting,
review analyses provided by Halff and comment as appropriate.
G. Needs Assessment and Identification (Parks,Facilities,Programs)
1. Level of Service-Based Needs Approach-Develop current level of service calculations.
Using those calculations as a starting point, develop level of service goals, and compare
to existing service. Project deficits or surpluses.
2. Demands-Based Needs Approach - Calculate level of service projections based on
demand information (number of participants, anticipated growth by attendance or by
population).
3. Resource-Based Needs Approach
4. Leisure Market Expansion - Conduct workshop session with City staff and Planning
Team. Based on current usage and potential demand, review and assess other leisure
activities that could be incorporated into the City's programs. Use trend information,
citizen input, and current participation data.
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5. Needs Assessment Summary - Prepare summary of key needs developed as part of the
assessment. Review with City staff, and prepare section text for document.
Product by Halff — Prepare needs assessment in table and written text, submit to PARD for
review and comment, modify as appropriate and incorporate into Strategic Plan document.
Task Components by Round Rock Staff—Review and comment as appropriate.
H. Recommendations and Implementation Plan
1. Preliminary Facility Recommendations - Develop preliminary plan recommendations
in draft format for review and comment.
A. Develop list of potential actions for facilities over next five to ten years. Develop
cost estimates for each action, based on current dollars (escalation factor added later
based on projected implementation date).
B. Develop list of criteria to be used in prioritizing criteria. These may include
percentage of projected need, citizen desire for those facilities, greatest benefit for
expenditure, etc. Review with staff for approval.
2. Prioritize Plan Recommendations—Prioritize in draft format for review and comment.
3. Funding Requirements/Plan - Project funding requirements to implement prioritized
actions. Recommend potential sources of finding for each action. Meet with City
Finance staff to determine bonding capacity and other potential revenue sources.
Incorporate recommendations of CIP plan in later step.
4. Implementation Plan - Develop action plan that details recommended sequence to
implement recommendations. Include suggested timeframe for each action.
5. Governance Plan - Review parkland dedication ordinance and suggest changes to plan.
Review park zones and suggest modifications based on best practices in other cities.
Suggest changes from one mile grid to more useful system. Suggest possible changes to
funding mechanisms as appropriate.
6. Prepare Draft Document - Prepare draft planning document. Format will be 11 x 17
and will match Trails Master Plan format. 15 draft black and white documents will be
prepared for internal review and comment.
7. Final Public Review - Conduct presentations with internal department heads for internal
review and comment, Planning and Zoning Commission and City Council. Modify plan
per input received. Post document to project web site for citizen review.
8. Council Approval and Review by TPWD - Present final document(s) to Council for
approval. Submit plan to TPWD for review and approval. Coordinate printing of final
document for staff and library copies. A total of 10 final copies in full color will be
prepared. Printing will be by Document Engine of Round Rock. Provide electronic
versions of plan.
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9. Summary for Comprehensive Plan - Prepare executive summary for insertion in City's
Comprehensive Plan document.
Product by Halff — Prepare plan recommendations in map and report format, review with
PARD and edit per comments, prepare presentation and illustrations for public review, prepare
final document in draft format (15 B/W copies), present at up to five final presentations,
including Planning & Zoning, Council, other interested groups, transmit final reports in printed
(10 total) and digital format to PARD.
Task Components by Round Rock Staff — Review and comment as appropriate, coordinate
final presentation times, submit components of plan noted in this Exhibit A to Planning Team for
incorporation into the document.
PHASE III - CITYWIDE TRAILS MASTER PLAN JMinor update to include new trails
and standard "zone" map)
A. Inventory of new or modified trails -Insert updated data into plan sheets.
B. Review plan goals and policies and adjust as necessary - Review and update goals and
policies as appropriate.
C. Incorporate strategies for developer construction of trails - Consider amendments to
ordinances to require developer construction of trail segments. Consider cost sharing
arrangements.
D. Incorporate new and adjusted trail corridors citywide - Incorporate mapping for new and
adjusted trail corridors. Develop in both GIS layer, with segment data, and as Photoshop
pages for report document. Transmit GIS layers to City staff for incorporation into Parks
data set.
E. Update and republish Trails Plan document - Review current document and update as
appropriate. Incorporate new plates showing park zone data. Coordinate printing of
documents.
Products by Halff—Retrieve previous report content, review new trail information provided by
PARD, update GIS trail files, revise overall Trails Plan document and prepare five final copies,
incorporate into Strategic Master Plan as freestanding component. Transmit original digital files
in both InDesign and PDF format for use by PARD.
Task Components by Round Rock Staff— Transmit files on newly constructed and proposed
trails throughout the City, as well as developer proposed trails. Review revised trail maps and
document, and comment as appropriate.
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PHASE IV-ACQUISITION PLAN
A. Identify corridors or parcels of land to acquire by purchase or ordinance - Identify
specific properties or features such as bodies of water that could serve as future parkland
sites. Tour sites from adjacent roads with City staff. Document with photography. Select
preferred sites and map in GIS. Transmit to City staff for review.
B. Project potential acquisition cost for parcels of land with an escalation factor -
Summarize potential acquisition costs based on current appraised values and recent
escalation values as provided by Round Rock staff.
C. Prioritize acquisition opportunities and prepare summary report for inclusion in
master plan document. - Summarize land needs and general areas in text format for
inclusion in report. Include action plan for land acquisition.
Product by Halff—Tour of potential future park sites or opportunity locations,prepare mapping
showing geographic location of potential opportunity sites, prepare order of magnitude cost
projections for proposed sites, prepare prioritization matrix and recommended acquisition
opportunity prioritization table, prepare text and illustrations or maps for inclusion in Strategic
Master Plan document. Transmit final maps in GIS format to PARD and City staff.
Task Components by Round Rock Staff—Provide available Appraisal District information on
property values, review draft opportunity sites and areas and comment as appropriate, review
acquisition prioritization and cost projections and comment as appropriate.
PHASE V- CAPITAL IMPROVEMENT PLAN
A. Identify Yearly CIP Goals and/or Projects - Prepare summary of projects from Action
Plan developed in the Strategic Parks Plan. Include potential cost for each with escalation.
Yearly Goal not recommended until key needs are addressed (urgency may be such that
small yearly goal is insufficient to meet those needs).
B. Identify a 5-year and 10 -year CIP Program for Potential Bond Election - Prepare 5 and
10 Year program summary, showing projected costs on a year-by-year basis. Include
information on need and justification for each item. Transmit to City for review and
comment. When approved, incorporate into Strategic Plan document.
C. Life-Cycle Plan for Large Assets — Research and provide information from other
comparable systems on life cycle formats and timeframes that have been successfully used.
Transmit to PARD for use in developing a life cycle plan (by PARD) for major outdoor
facilities such as playground equipment, etc. Review draft plan by PARD and comment,
incorporate into the Strategic Plan.
D. Life-Cycle Plan for Smaller Assets - Research and provide information from other
comparable systems on small asset life cycle formats and timeframes that have been
successfully used. Transmit to PARD for use in developing a life cycle plan (by PARD) for
other smaller assets such as picnic tables, drinking fountains, etc. Review draft plan by
PARD and comment, incorporate into the Strategic Plan.
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Product by Halff — Prepare draft CIP in City format, transmit to PARD for review and
comment. Incorporate projections for bond cycle funding (amounts, potential elements in each,
rational for inclusion, and projected timeframe), provide information on best practices for both
large and smaller asset life cycle analysis, review draft information provided by PARD and
comment, incorporate life cycle plan components by PARD into the Strategic Master Plan.
Task Components by Round Rock Staff— Transmit typical City CIP format information to
Planning Team,prepare draft large and smaller asset life cycle plan components.
PHASE VI-MAINTENANCE AND OPERATION PLAN
A. Level of Service Standards per classification - Review current operations and standards.
Meet with O&M staff to review opportunities and constraints. Suggest changes based on
current practices.
B. O&M Projections of Plan Recommendations & CIP Plan - Based on data provided by
PARD staff, prepare general assessment of operations and maintenance expenditures and
staffing. Recommend changes as appropriate. Review "per staff' goals and modify as
appropriate, and recommend per unit order of magnitude standards that can be applied to new
improvements. Transmit to City staff for review and comment.
C. Parks Maintenance / Business Plan - Review Business Plan prepared by PARD and
comment as appropriate. Incorporate final version into Strategic Plan.
D. Forestry Management / Business Plan - Review Business Plan prepared by PARD and
comment as appropriate. Incorporate final version into Strategic Plan.
Product by Halff—Review current and historical operations and maintenance data provided by
PARD, conduct round table session with managers, conduct round table discussion with all
O&M staff, prepare suggested revisions to performance and operational standards, prepare
summary of recommendations and transmit to PARD for review and comment. Review
Maintenance and Forestry Business Plans prepared by PARD, comment as appropriate,
incorporate final versions into the Strategic Plan.
Task Components by Round Rock Staff— Provide data on current and historical (last 3 to 5
years) O&M operations, including staffing levels, areas maintained, current efficiency
requirements and current performance standards. Prepare Maintenance and Forestry Program
Business Plan text, transmit to Planning Team in digital format for inclusion in the Strategic
Master Plan
PHASE VII-MARKETING AND PUBLIC RELATIONS PLAN
A. Program and Event Sponsorship Plan — Review current plan by PARD, suggest
recommended changes based on best practices, and recommend and develop plan
components based on current needs identified in planning process. Incorporate document
into Strategic Plan.
22
B. Naming Rights Plan - Provide sample plans from other locations that appear to be
successful, and prepare recommendations for use by PARD. Incorporate recommendations
into Strategic Plan.
C. Public Relations/Outreach Plan - Suggest plan components based on current needs
identified in planning process, review plan prepared by PARD, and incorporate document
into Strategic Plan.
Product by Halff—Review current plans for sponsorship, naming and public relations/outreach.
Recommend changes or improvements to plans, provide sample naming rights plans from other
similar communities, and incorporate recommendations into the Strategic Plan.
Task Components by Round Rock Staff— Transmit current plans and policies to Planning
Team, update Sponsorship and Public Relations Plans with suggested recommendations from the
Planning Team.
PHASE VIII-RECREATION BUSINESS PLAN
A. Business Plan for Recreation Facilities and Programs - Review and comment as
appropriate, and incorporate into the Strategic Plan document.
B. Business Plan for Athletic Leagues - Review and comment as appropriate, and incorporate
into the Strategic Plan document.
C. Business Plan for Aquatic Facilities and Programs - Review and comment as appropriate,
and incorporate into the Strategic Plan document.
Product by Halff — Review and comment as appropriate in written format. Format and
incorporate final plans into overall Strategic Plan document.
Task Components by Round Rock Staff—Prepare Business Plans for Recreation Facilities and
Programs, Athletic Leagues and Aquatic Facilities and Programs. Transmit to Planning Team
for review and comment.
PHASE IX-PARKS AND RECREATION ADMINISTRATION PLAN
A. Administrative Support Plan - Review Plan prepared by PARD and comment as
appropriate, and incorporate into the Strategic Plan document.
B. Technology Plan - Review Plan prepared by PARD and comment as appropriate, and
incorporate into the Strategic Plan document.
Product by Halff — Review and comment as appropriate in written format. Format and
incorporate final plans into overall Strategic Plan document.
Task Components by Round Rock Staff — Prepare Business Plans for Administration and
Technology Components, and transmit to Planning Team for review and comment.
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PHASE X-ECONOMIC IMPACT OF PARKS AND RECREATION IN CITY
A. Assemble relevant data for Economic Impact Assessment
1. Review best practices and other national and state studies on economic impacts of leisure.
Summarize for Strategic Plan document.
2. Determine key test areas in each quadrant of the City. Review with PARD and Planning
Department to verify that they are generally representative of that area of the City. Test
two neighborhoods in each quadrant of the City. Test an additional two areas based on
special conditions if necessary.
3. Using CAD data for 2007 and for 2001 and 2003 as acquired by PARD or City staff,map
percent of value changes in key neighborhoods in each sector of the city. Color code for
rate of increase. Assess other factors beyond parks that may influence change (i.e.
increased access, new employers, etc.)
4. Local impact of park facilities — property tax impact — Review WCAD data for sample
neighborhoods with and without parks. Compare percent change in year to year
valuations over 5 and 10 year period of time.
5. Impact of Major Events — Tournaments and Festivals — Review Chamber of Commerce
and PARD data on current and historical projected expenditure amounts per visitor.
6. Tax Valuation Increase for Greenbelts —Assemble data on values adjacent to greenbelts
and linear park or trail corridors. Compare values in areas where recent facilities have
been added.
B. Summary Economic Impact Report - Prepare summary report for Strategic Master Plan
document. Review with staff and modify as appropriate.
Product by Halff—Assemble information on economic influence of parks and greenbelts from
other nationwide and state sources. Determine test areas, map data on values in GIS, prepare
summary of results and review with PARD. Prepare summary report for inclusion in Strategic
Plan document.
Task Components by Round Rock Staff — Provide WCAD data for current and historical
property values for selected test areas. Review report by Planning Team and comment as
appropriate.
PHASE XI -PARTNERSHIP AND ALTERNATIVE FUNDING PLAN
A. Review current alternative funding programs (if applicable), such as RR Parks
Foundation. Suggest goals and role, governance methodology, method of interaction with
City. Prepare summary report for inclusion in the Strategic Plan
Product by Halff— Prepare draft text, review with City, modify per comments received and
incorporate into Strategic Plan document.
Task Components by Round Rock Staff—Review and comment as appropriate.
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Exhibit"B"
Services to be Performed by City
PROJECT ASSUMPTIONS
The Scope of Services for this proposal has been prepared using the following assumptions as a
basis for its preparation:
1. All files will be provided in digital format. Where possible, files that may be used for
content in the Master Plan report should be provided in their original file format (i.e.
Word, Excel, etc).
2. The City of Round Rock will provide and coordinate advertising, meeting
announcements and locations for project meetings, public meetings and planning
effort-related workshops.
3. City of Round Rock staff members are sometimes referred to as "PARD" in this
document.
INFORMATION TO BE PROVIDED BY THE CITY OF ROUND ROCK
The following items will be supplied by PARD to the Planning and Design Team:
1. Citywide Base File Data - PARD will provide the Planning and Design Team with the
most recent available base information, including;
■ Digital aerial photography of the City and surrounding extraterritorial jurisdiction
(ETJ) lands;
■ GIS files for existing parks, existing and proposed roads, property boundaries,
floodplains, railroads, topography, utility corridors, census tract boundaries, and City-
owned properties.
■ Other GIS layer
2. Other Relevant Studies or Reports - Digital copies of other relevant or recent studies,
including previous Parks Master Plan, Recreation Facilities Assessments, Aquatic
Facility assessment(s), Importance vs. Performance Data assembled in 2006, other recent
Citywide citizen surveys, and any other relevant studies.
3. Relevant Ordinances—Copy of relevant City ordinances, including parkland dedication
ordinance and other City requirements.
4. Citywide park system asset inventory—Inventory of parks in the Round Rock system,
including number and condition of facilities in each park, and staff assessment of each
park to be included in the Master Plan. Inventory files will be provided in GIS shape file
format as well as in Excel format.
5. Leadership Plan components — To be written by PARD and provided in digital format
for inclusion in the Master Plan.
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6. Program Inventory and Assessments - Inventory and Assessment of Recreation
programs, senior programs, aquatic programs, forestry programs and marketing programs
in written format.
7. Master Plan Web Site — Prepare master planning web page for dissemination of
planning information. Set-up, design and maintenance of the site will be by the City of
Round Rock. Some content will be provided by Halff Associates Inc. as products of the
master planning process.
8. Interview and Meeting Invitations and Arrangements — Arrange meeting times and
invite attendees to interviews and round table meetings. Prepare notifications for public
meetings and arrange for advertisements in local media and on City cable access channel.
9. New Trails — Provide information on new trails that have been built since Trails Plan
was created in 2004. PDF files of plan layouts or general alignments will suffice.
10. CIP Format — Provide example of standard City format for CIP products developed in
Phase V.
11. Large Asset Life Cycle Analyses — Prepare draft analyses for review and incorporation
by Planning and Design Team.
12. Small Asset Life Cycle Analyses — Prepare draft analyses for review and incorporation
by Planning and Design Team.
13. Operations and Maintenance Standards and current budget amounts — Provide
current standards,budgeted amounts, currently used performance standards.
14. Parks Maintenance Business Plan — Prepare business plan document and provide in
digital format for incorporation into Master Plan.
15. Forestry Management Business Plan—Prepare forestry management business plan and
provide in digital format for incorporation into the Master Plan document.
16. Program and Event Sponsorship Plan — Prepare program and event sponsorship plan
document and provide in digital format for incorporation into the Master Plan document.
17. Public Relations/Outreach Plan—Prepare public relations/outreach plan document and
provide in digital format for incorporation into the Master Plan document.
18. Business Plan for Recreation Facilities and Pro rams—Prepare document and provide
in digital format for incorporation into the Master Plan document.
19. Business Plan for Athletic Leagues — Prepare document and provide in digital format
for incorporation into the Master Plan document.
20. Business Plan for Aquatic Facilities and Programs - Prepare document and provide in
digital format for incorporation into the Master Plan document.
21. Economic Impact Data—Provide relevant data assembled by other City departments or
organizations (such as the Chamber of Commerce) that have documented potential
economic impacts of recreation events, either recently or in the past.
22. Provide appropriate review and comment — Review and provide comments as
components of the Master Plan are submitted.
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Exhibit "C"
Estimated Work Schedule
PROJECT SCHEDULE -Estimated durations are in weeks. Some tasks may overlap, resulting
in the estimated overall completion timeframe. The official schedule will be confirmed during
the initial project meeting. Note that the schedule may be adjusted during the course of the
planning effort to meet specifically agreed upon milestones or key dates, and such changes,
where approved by the City, will become the official schedule for the planning effort. City of
Round Rock staff shall be referred to as PARD.
Phase I Leadership Plan (provided by PARD within three calendar months)
Phase II Comprehensive Parks Plan 100%Complete by August 1, 2008
Phase III Minor Trail Plan Update By March 1, 2008
Phase IV Acquisition Plan By March 1,2008
Phase V Capital Improvements Plan Components By May 1,2008
Phase VI Maintenance and Operations Plan Components By May 1,2008
Phase VII Assist with Marketing/Public Relations Plan By May 1,2008
Phase VIII Incorporate Recreation Business Plan By May 1,2008
Phase IX Incorporate PARD Administration Plan By May 1,2008
Phase X Economic Impact Evaluation By May 1,2008
Phase XI Partnership and Alternative Funding Strategies By May 1 2008
Total Projected Time Frame
Completion by August 1,2008(12 months from projected Start Date of August 1,2007)
27
Exhibit"D"
Certificates of Insurance
28
CERTIFICATE OF LIABILITY INSURANCE
Date:6/4/07
PROFESSIONAL SERVICES
PRODUCER COMPANIES AFFORDING COVERAGE
Bell Insurance
16980 Dallas Parkway A ACE American Ins. Co.
Dallas, Texas 75248
Suzanne Flores
B
INSURED
HALFF ASSOCIATES, INC. C
8616 Northwest Plaza Drive
Dallas, Texas 75225
THIS IS TO CERTIFY THAT the Insured named above is insured by the Companies listed above with respect
to the business operations hereinafter described, for the types of insurance and in accordance with the provisions
of the standard policies used by the companies, and ftuther hereinafter described. Exceptions to the policies are
noted below.
CO TYPE OF INSURANCE POLICY EFFECTIVE EXPIRATION LBUTS
LTR NUMBER DATE DATE
A PROFESSIONAL LIABILrrY EONG21673845 7-22-06 7-22-07 $5,000,000 Per Claim Limit
$5,000,000 Aggregate Limit
DESCRIPTION OF SPECIAL ITEMS/EXCEPTIONS
Should any of the above described policies be cancelled or changed before the expiration date thereof, the issuing company will mail
thirty(30)days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City of Round Rock
221 E.Main Street
Round Rock,Texas 78664
atta: Christine Martinez, City Secretary
SIGNATURE OF AUTHORIZED REPRESENTATIVE
Typed N e: Thomas J.Ashley
Title: Senior Vice-President
Rev'd 2/10/03-Professional Liability Certificate.doe
CERTIFICATE OF LIABILITY INSURANCE
Date:6/4/07
PROFESSIONAL SERVICES
PRODUCER COMPANIES AFFORDING COVERAGE
Bell Insurance
16980 Dallas Parkway A ACE American Ins. Co.
Dallas, Texas 75248
Suzanne Flores
B
INSURED
HALFF ASSOCIATES, INC. C
8616 Northwest Plaza Drive
Dallas, Texas 75225
THIS IS TO CERTIFY THAT the Insured named above is insured by the Companies listed above with respect
to the business operations hereinafter described, for the types of insurance and in accordance with the provisions
of the standard policies used by the companies, and further hereinafter described. Exceptions to the policies are
noted below.
CO TYPE OF INSURANCE POLICY EFFECTIVE EXPIRATION LDIITS
LTR NUMBER DATE DATE
A PROFESSIONAL LIABILrrY EONG21673845 7-22-06 7-22-07 $5,000,000 Per Claim Limit
$5,000,000 Aggregate Limit
DESCRIPTION OF SPECIAL ITEMS/EXCEPTIONS
Should any of the above described policies be cancelled or changed before the expiration date thereof, the issuing company will mail
thirty(30)days written notice to the certificate holder named below.
CERTIFICATE HOLDER: City of Round Rock
221 E.Main Street
Round Rock,Texas 78664
attn:Christine Martinez, City Secretary
SIGNATURE OF AUTHORIZED REPRESENTATIVE
Typed N e: Thomas J.Ashley
Title: Senior Vice-President
Rev'd 2110103-Professional Liability Cerdficate.doc
AGURD,�+ 06CERTIFICATE OF LIABILITY INSURANCE 06/04 04/U11/2007007
PRODUCER (972)581-4800 FAX (972)581-4850 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Bell Insurance Agency ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR
16980 Dallas Parkway ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Dallas, TX 75248
Suzanne Flores INSURERS AFFORDING COVERAGE NAIC#
INSURED Halff Associates, Inc.- INsuRERA: Hartford Casualty Ins. Co.
Mr. Roger Burns INSURER 13-
8616 Northwest Plaza Dr. INSURER C:
Dallas, TX 75225 INSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING
ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION
LTR IN-,Rr, m— DATE(mminn= LIMITS
GENERAL LIABILITY 46UUNIY5768 07/12/2006 07/12/2007 EACH OCCURRENCE $ 1,000,000
COMMERCIAL GENERAL LABILITY DAMAGE TO RENTED $ 11000,000
CLAIMS MADE M OCCUR MED EXP(Any one person) $ 10,000
A X Contractual Liab PERSONAL&ADV INJURY $ 11000,000
GENERAL AGGREGATE $ 2,000,000
MLAGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 2,000,000
OLICY X dEG El LOC
AUTOMOBILE LIABILITY 46UUNIY5768 07/12/2006 07/12/2007 COMBINED SINGLE LIMIT
X ANY AUTO (Ea accident) $
1.000,000
ALL OWNED AUTOS
BODILY INJURY $
A SCHEDULED AUTOS (Per person)
X HIRED AUTOS .
BODILY INJURY $
X NON-OWNED AUTOS (Per accident)
PROPERTY DAMAGE $
(Per accident)
GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $
ANY AUTO EA ACC $
OTHER THAN
AUTO ONLY: AGG $
EXCESSIUMBRELLA LIABILITY 46XHUIY6677 07/12/2006 07/12/2007 EACH OCCURRENCE $ 5,000,000
X OCCUR EICIAIMS MADE AGGREGATE $ S'000,000
A $
DEDUCTIBLE $
RETENTION $ $
WORKERS COMPENSATION AND 46WENV6090 07/12/2006 07/12/2007 X WC sTATu- OTH-
EMPLOYERS'LIABILITY
A ANY PROPRIETORIPARTNERIEXECUTIVE E.L.EACH ACCIDENT $ 1,000,000
OFFICERIMEMBER EXCLUDED?es,describe under E.L.DISEASE-EA EMPLOYE $ 1,000,00
SPEC AL PROVISIONS below E.L.DISEASE-POLICY LIMIT $ 11000,000
OTHER
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Re: City of Round Rock Parks Master Plan project.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL
City of Round Rock 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
Christine Martinez, City Secretary BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
221 E. Main Street OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES.
Round Rock, TX 78664 AUTHOROED REPRESENTATIVE
Thomas J. Ashley/SHF
ACORD 25(2001/08) OACORD CORPORATION 1988