R-2016-056 2016-04-25 RESOLUTION NO. R2016-56
A Resolution of the City Council of the City of Pearland,Texas,authorizing the
City Manager or his designee to enter into a contract with Pierce Goodwin
Alexander & Linville Architects (PGAL), in the amount of $182,000.00, for
architectural and engineering services associated with the Delores Fenwick
Nature Center Project.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain contract for architectural and engineering services associated
with the Delores Fenwick Nature Center Project, a copy of which is attached hereto as Exhibit"A"
and made a part hereof for all purposes, is hereby authorized and approved.
Section 2. That the City Manager or his designee is hereby authorized to execute and
the City Secretary to attest a contract for architectural and engineering services associated with the
Delores Fenwick Nature Center Project.
PASSED, APPROVED and ADOPTED this the 25th day of April, A.D., 2016.
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MAYOR
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DARRIN M. COKER
CITY ATTORNEY
Resolution No. R2016-56
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT is entered into upon final execution by and between the City of Pearland
("CITY")and Pierce Goodwin Alexander&Linville,Inc.(PGAL) ("CONSULTANT").
The CITY engages the CONSULTANT to perform professional services for a project known and
described as Delores Fenwick Nature Center ("PROJECT"). (Project# P20004 )
SECTION I-SERVICES OF THE CONSULTANT
The CONSULTANT shall perform the following professional services to CITY standards and in
accordance with the degree of care and skill that a professional in Texas would exercise under
the same or similar circumstances:
A. The CONSULTANT shall provide Architectural and Engineering services in
connection with the Delores Fenwick Nature Center. See Exhibit A, attached,
for a detailed SCOPE OF WORK and PROJECT schedule. The PROJECT
schedule shall be submitted in digital and hard copy form in the Microsoft Project
for Windows format.
B. The CONSULTANT shall prepare and submit a detailed opinion of estimated cost
of the PROJECT.
C. The CONSULTANT acknowledges that the CITY (through its employee
handbook) considers the following to be misconduct that is grounds for
termination of a CITY employee: Any fraud, forgery, misappropriation of funds,
receiving payment for services not performed or for hours not worked,
mishandling or untruthful reporting of money transactions, destruction of assets,
embezzlement, accepting materials of value from vendors, or consultants, and/or
collecting reimbursement of expenses made for the benefit of the CITY. The
CONSULTANT agrees that it will not, directly or indirectly; encourage a CITY
employee to engage in such misconduct.
D. The CONSULTANT shall submit all final construction documents in both hard
copy and electronic format. Plans shall be AutoCAD compatible and all other
documents shall be Microsoft Office compatible. The software version used shall
be compatible to current CITY standards. Other support documents, for example,
structural calculations, drainage reports and geotechnical reports, shall be
submitted in hard copy only. All Record Drawings electronic files shall be
submitted to the CITY in TIF format.
E. The CONSULTANT recognizes that all drawings, special provisions, field survey
notes, reports, estimates and any and all other documents or work product
generated by the CONSULTANT under the CONTRACT shall be delivered to the
CITY upon request, shall become subject to the Open Records Laws of this State.
Design 1 of6 DI.Revised 1/14
F. The CONSULTANT shall procure and maintain for the duration of this
Agreement, insurance against claims for injuries to persons, damages to property,
or any errors and omissions relating to the performance of any work by the
CONSULTANT, its agents, employees or subcontractors under this Agreement,
as follows:
(1) Workers' Compensation as required by law.
(2) Professional Liability Insurance in an amount not less than $1,000,000 in
the aggregate.
(3) Comprehensive General Liability and Property Damage Insurance with
minimum limits of $1,000,000 for injury or death of any one person,
$1,000,000 for each occurrence, and $1,000,000 for each occurrence of
damage to or destruction of property.
(4) Comprehensive Automobile and Truck Liability Insurance covering
owned, hired, and non-owned vehicles, with minimum limits of
$1,000,000 for injury or death of any one person, $1,000,000 for each
occurrence,and$1,000,000 for property damage.
The CONSULTANT shall include the CITY as an additional insured under the
policies, with the exception of the Professional Liability Insurance and Workers'
Compensation. Certificates of Insurance and endorsements shall be furnished to
the CITY before work commences. Each insurance policy shall be endorsed to
state that coverage shall not be suspended, voided, canceled, and/or reduced in
coverage or in limits("Change in Coverage")except with prior written consent of
the CITY and only after the CITY has been provided with written notice of such
Change in Coverage, such notice to be sent to the CITY either by hand delivery to
the City Manager or by certified mail, return receipt requested, and received by
the City no fewer than thirty (30) days prior to the effective date of such Change
in Coverage. Prior to commencing services under this CONTRACT,
CONSULTANT shall furnish CITY with Certificates of Insurance, or formal
endorsements as required by this CONTRACT, issued by CONSULTANT'S
insurer(s), as evidence that policies providing the required coverage, conditions,
and limits required by this CONTRACT are in full force and effect.
Design 2of6 Dl.Revised 1/14
C 'l
G. The CONSULTANT shall indemnify and hold the CITY, its officers, agents, and
employees, harmless from any claim, loss, damage, suit, and liability of every
kind for which CONSULTANT is legally liable, including all expenses of
litigation, court costs, and attorney's fees, for injury to or death of any person, for
damage to any property, or errors in design, any of which are caused by the
negligent act or omission of the CONSULTANT, his officers, employees, agents,
or subcontractors under this CONTRACT.
H. All parties intend that the CONSULTANT, in performing services pursuant to this
CONTRACT, shall act as an independent contractor and shall have control of its
own work and the manner in which it is performed. The CONSULTANT is not to
be considered an agent or employee of the CITY.
SECTION II-PERIOD OF SERVICE
This CONTRACT will he binding upon execution and end upon final acceptance of project.
SECTION III-CONSULTANT'S COMPENSATION
A. The total compensation for the services performed shall not exceed the total noted
in Section B.
B. The CITY shall pay the CONSULTANT in installments based upon monthly
progress reports and detailed invoices submitted by the CONSULTANT based
upon the following:
1. Basic Services(Lump Sum) $123,835.00
2. Additional Services shall require independent and specific authorization
and shall be billed as(Lump Sum): $16,500.00
3. Bid Phase Services(Hourly Not to Exceed) $5,435.00
4. Construction Phase Services(Hourly Not to Exceed) $20330.00
5. Reimbursable Expenses(Not to Exceed) $15,500.00
6. Total: $182,000.00
C. The CITY shall make payments to the CONSULTANT within thirty (30) days
after receipt and approval of a detailed invoice. Invoices shall be submitted on a
monthly basis.
Design 3 of Dl.Revised l/14
SECTION IV-THE CITY'S RESPONSIBILITIES
A. The CITY shall designate a project manager during the term of this CONTRACT.
The project manager has the authority to administer this CONTRACT and shall
monitor compliance with all terms and conditions stated herein. All requests for
information from or a decision by the CITY on any aspect of the work shall be
directed to the project manager.
B. The CITY shall review submittals by the CONSULTANT and provide prompt
response to questions and rendering of decisions pertaining thereto, to minimize
delay in the progress of the CONSULTANT'S work. The CITY will keep the
CONSULTANT advised concerning the progress of the CITY'S review of the
work. The CONSULTANT agrees that the CITY'S inspection, review,
acceptance or approval of CONSULTANT'S work shall not relieve
CONSULTANT'S responsibility for errors or omissions of the CONSULTANT or
its sub-consultant(s) or in any way affect the CONSULTANT'S status as an
independent contractor of the CITY.
SECTION V-TERMINATION
A. The CITY,at its sole discretion, may terminate this CONTRACT for any reason -
- with or without cause -- by delivering written notice to CONSULTANT
personally or by certified mail at Pierce Goodwin Alexander & Linville, Inc.,
3131 Briarpark,Suite 200,Houston,Texas 77042. Immediately after receiving
such written notice, the CONSULTANT shall discontinue providing the services
under this CONTRACT.
B. If this CONTRACT is terminated, CONSULTANT shall deliver to the CITY all
drawings, special provisions, field survey notes,reports,estimates and any and all
other documents or work product generated by the CONSULTANT under the
CONTRACT, entirely or partially completed, together with all unused materials
supplied by the CITY on or before the 15`x' day following termination of the
CONTRACT.
C. In the event of such termination, the CONSULTANT shall be paid for services
performed prior to receipt of the written notice of termination. The CITY shall
make final payment within sixty(60)days after the CONSULTANT has delivered
to the CITY a detailed invoice for services rendered and the documents or work
product generated by the CONSULTANT under the CONTRACT.
D. If the remuneration scheduled under this contract is based upon a fixed fee or
definitely ascertainable sum, the portion of such sum payable shall be
proportionate to the percentage of services completed by the CONSULTANT
based upon the scope of work.
Design 4 of6 DI.Revised 1/14
E. In the event this CONTRACT is terminated, the CITY shall have the option of
completing the work, or entering into a CONTRACT with another party for the
completion of the work.
F. If the CITY terminates this CONTRACT for cause and/or if the CONSULTANT
breaches any provision of this CONTRACT, then the CITY shall have all rights
and remedies in law and/or equity against CONSULTANT. Venue for any action
or dispute arising out of or relating to this CONTRACT shall be in Brazoria
County, Texas. The laws of the State of Texas shall govern the terms of this
CONTRACT. The prevailing party in the action shall be entitled to recover its
actual damages with interest, attorney's fees, costs and expenses incurred in
connection with the dispute and/or action. CONSULTANT and CITY desire an
expeditious means to resolve any disputes that may arise between under this
CONTRACT. To accomplish this,the parties agree to mediation as follows: If a
dispute arises out of or relates to this CONTRACT, or the breach thereof, and if
the dispute cannot be settled through negotiation,then the parties agree first to try
in good faith, and before pursuing any legal remedies, to settle the dispute by
mediation of a third party who will be selected by agreement of the parties.
SECTION VI—ENTIRE AGREEMENT
This CONTRACT represents the entire agreement between the CITY and the CONSULTANT
and supersedes all prior negotiations, representations, or contracts, either written or oral. This
CONTRACT may be amended only by written instrument signed by both parties.
SECTION VII—COVENANT AGAINST CONTINGENT FEES
The CONSULTANT affirms that he has not employed or retained any company or person, other
than a bona fide employee working for the CONSULTANT to solicit or secure this
CONTRACT, and that he has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage brokerage fee, gift, or any other
consideration, contingent upon or resulting from the award or making of the CONTRACT. For
breach or violation of this clause, the CITY may terminate this CONTRACT without liability,
and in its discretion, may deduct from the CONTRACT price or consideration, or otherwise
recover, the full amount of such fee, commission, percentage brokerage fee, gift, or contingent
fee that has been paid.
Design 5 of6 DI.Revised 1/14
SECTION VIII-SUCCESSORS AND ASSIGNS
This CONTRACT shall not be assignable except upon the written consent of the parties hereto.
`r Y OF P' ' ,AND,TEXAS DATE
4 � B
CO .ULTANT DATE
Design 6 of Dl.Revised 1/14
11 April 2016
J
Ms. Jennifer Lee
Project Manager-Projects
City of Pearland
3519 Liberty Drive
Pearland,Texas 77581
Re: Revised Fee Proposal for A/E Services
Nature Center Phase One Design Services ;
Pearland,Texas
Dear Ms. Lee:
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After careful review of your project criteria, PGAL is pleased to submit this Fee Proposal to
provide Architectural and Engineering Design services for new Nature Center - Phase One and —
related site work in Pearland,Texas.
a
PROJECT UNDERSTANDING
The City of Pearland is planning on constructing a new 5,000 square foot facility with a 2,000
square feet open air area that will contain the Nature Center building, parking and related site
work. The Nature Center will be located at the Southwest Environmental Center (SWEC), one —
of the City's wastewater treatment plants, directly adjacent to the Pearland Recycling Center off
of Magnolia Boulevard, as part of an overall 33.5 acre site. The existing site contains bodies of
water containing small islands and wetlands areas. The Nature Center will be located near the
water's edge in native grasses connected to the existing bodies of water with trails and
boardwalks. °
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The project is intended to be designed and constructed in two phases. This proposal will only
cover the first phase of work. The Phase One will facility include 4 separate but connected
spaces. The spaces will be compromised of a great room to house interpretive displays of
approximately 2,123 square feet, administrative offices to house City staff of approximately o
1,612 square feet that will have 1 office and an open shared workspace for 3 people, educational
space that contains a 50 seat classroom, restrooms and storage of approximately 400 square feet.
There will also be included an open air pavilion for exhibits and a meeting area with a spray
station and hose bibs of approximately 2,000 square feet. The building will be used as an
educational exhibit that demonstrates sustainable design practices to visitors.
The Phase One site will include a tree farm and outdoor teaching platform and demonstration
gardens. We expect that 25 parking spaces with grass crete paving will be provided with planned X
expansion to a total of 51 spaces in Phase Two.
The City desires the building will be designed to achieve LEED Platinum certification.
However,we believe that the project budget will support LEED Silver certification.
3131 Briarpark Suite 200 Houston.TX 77042 [P]713 622 1444 [F[713 968 9333
The second phase of the project will be the completion of the Nature Center's environmental
park that will include approximately 9,500 linear feet of trails comprised of crushed granite and
concrete. The existing bodies of water will be connected with a boardwalk trail and identified as
part of the Texas Birding Trail to promote birding as part of nature and eco-tourism. Paddle craft
will be allowed launch in the existing ponds for recreational purpose. The trails will contain
environmental education displays at three locations for wind, solar power and wetland grasses.
The second phase of the project is not included in this proposal.
Site work is expected to include the construction of new driveways, surface parking and other
related site improvements as required for the new building. The utilities and adjacent access
roads are in place and are expected to be capable of accommodating this project. We are not
expecting that any off-site improvements will be required. We understand that detention for this
site will not be required.
The City will determine the construction delivery method during the schematic design phase of
the project. It is our understanding the City is leaning towards utilizing the Competitive Sealed
Proposals (CSP) delivery method for the project. We will assist the City in determining the most
appropriate delivery method for the project and provide assistance with preparation of the RFQ
and selection process.
The City will be applying for grant money for this project. PGAL will assist the City with the
applications by preparing narratives and other graphics to include a rendering for the required
submission.
We have assumed the basis of the contract will be the standard City of Pearland Professional
Services contract with the terms based upon the MA B-103 Standard Agreement Between the
Owner and Architect.
DESIGN SERVICES
Design services are based upon the attached Architectural Scope of Services dated March 2008
and will include preliminary design, schematic design, design development, construction
documents, bidding and construction administration. During the preliminary design phase we
will confirm the program and develop the concept design for the project that will be presented for
approval to the City. We expect to present the project to the City staff and to the City Council in
a workshop(s) for approval.
PGAL will provide 3D sketch-up models of the building to present design ideas and get feedback
from the City. We will provide an exterior rendering of the final design concept.
Upon approval of the preliminary design, PGAL will prepare construction documents required
for permitting and construction. The project is assumed to be designed as a single project to be
built in a single phase. The completed construction documents will be submitted to the City for
purposes of obtaining a building permit. We will assist the City in obtaining bids for the project.
Construction administration services include facilitating the Pre-construction meeting and
Substantial Completion Inspection, review, log and approve submittals, coordination with
Construction Manager or Project Manager on all Request for Change proposals,provide direction
for questions and concerns, attendance at bi-monthly progress meetings,answering RFI's,review
of shop drawings, preparation of change orders, review of contractor's pay application and
preparation of a punch list. Construction field services also include a bi-monthly site visit, at
minimum, observing structural concrete placement, underground piping installation and
inspections,mechanical/electrical/plumbing cover-up,masonry insulation, ceiling cover-ups,etc.
CHARACTER AND EXTENT OF SERVICES
Basic Services will include the following:
A. Data Collection Phase:
1. Assemble statistics and preliminary planning facts by interviewing key City staff.
Interviewing sessions will be conducted in both individual and group sessions.
Data collected by interview will be summarized and presented in a final report.
2. Gather existing documentation of existing site and adjacent buildings from City
documents.
3. Meetings with the City staff and tours of existing facilities.
B. Standards Development Phase:
1. Gather existing City office, equipment areas and work spaces sizes from City
staff.
2. Gather space standards from similar municipal entities for comparison purposes.
3. Recommend planning standards for City of Pearland offices, equipment areas and
work spaces.
C. Programming Phase:
1. Confirm projected space needs for the project by interviewing key City staff.
2. Benchmark planned space sizes against other municipal facilities.
3. Provide blocking studies.
4. Services specifically identified in attached Standard Scope of Work.
D. Concept Development Phase:
1. Gather existing concepts and ideas by interviewing the key City staff.
2. Develop concept design of building and site improvements.
3. Conduct review meetings with City.
4. Develop LEED scorecard and conduct LEED workshop.
5. Assist City with grant application.
E. Preliminary Design Phase:
1. Develop alternate floor plans,elevations and site design for approval.
2. Evaluate design options with operational requirements.
3. Develop room data sheets.
4. Develop preliminary project schedule.
5. Develop preliminary project budget.
6. Conduct Council Workshops to review design.
F. Final Design Phase:
1. Develop final design documents.
2. Prepare bid documents.
3. Services specifically identified in attached Standard Scope of Work.
G. Bidding and Construction Administration Services Phase:
1. Bidding services
2. Submit for permit to governmental agencies.
3. Review bids and assist in preparation of construction contract.
4. Attend bi-monthly construction meetings.
5. Prepare construction correspondence.
6. Review shop drawings.
7. Issue construction clarifications and requested changes.
8. Review pay applications.
9. Prepare punch list.
10. Services specifically identified in attached Standard Scope of Work.
H. Commissioning Phase:
1. Facilitate Owner and User training of building systems.
2. Review 0& M manuals for completeness.
3. Commission building systems.
4. Services specifically identified in attached Standard Scope of Work.
COMPENSATION
Basic Services: We propose to perform the Basic Services for Steps A-E outlined above for a
Lump Sum of$7,000.00. The fee for Steps A-E includes data collection, standard development,
programming, concept design and preliminary design and will consist of architectural design
services only. We proposed to perform the Basic Services for Steps F and H for a Lump Sum of
$116,835.00. Steps F-H will include architectural, interiors, structural engineering, MEP
engineering, civil, AV, security and IT cabling. This fee also includes LEED design,
commissioning and enhanced commissioning and energy model based on achieving LEED Silver
certification. Together, Basic Services will be performed for a total Lump Sum Design Services
total of$123,835.00.
Bid Phase services and Construction Administration services are based on Hourly Not to Exceed
fees of $5,435.00 for Bidding and $20,730.00 for Construction Administration services
respectively.
Reimbursable Costs for reproduction, LEED project registration/application fees and mileage are
budgeted as$15,500.00. This budget includes a 10%service charge.
Specified Additional Services consisting of site survey, geotechnical investigation & reporting
and landscape and irrigation design for a total Lump Sum fee of$16,500.00.
Additional Services: If services other than those described as Basic Services and Specified
Additional Services are requested by the City, they will be billed in addition to the above
compensation in accordance with the attached rate schedule. Additional Services include but are
not limited to the following:
Professional renderings,models and computer animations.
Any design consultants other than those specifically included.
Environmental survey.
Design of offsite improvements.
Design of traffic signals.
Value engineering services.
Detailed cost estimates.
Revisions to approved documents.
Traffic Impact Analysis
Testing and Balance
USACE Permit fees
The breakdown of total fees will be as follows:
Basic Services: $123,835.00 Lump Sum
Specified Additional Services: $16,500.00 Lump Sum
Bid Phase: $5,435.00 Hourly Not to Exceed
Construction Administration: $20,730.00 Hourly Not to Exceed
Reimbursable Expenses: $15,500.00 Not to Exceed
Total Proposal: $182,000.00
The total for all fees for this project is $182,000.00. These fees reflect a total of 9.1% of the
estimated construction costs.
PROJECT SCHEDULE
We are prepared to deliver this project in accordance with your requirements. We expect that the
design of the project will follow the schedule outlined below:
Design 7 Months
Bid/Permit 1.5 Months
Construction 8 Months
Thank you for the continued opportunity to serve the City of Pearland. We have personnel
available to begin this project immediately. Please don't hesitate to call should you have any
questions regarding this proposal.
Sincerely,
PGAL
I y P. Gerber,AIA
Chief Executive Officer
Attachment:
Exhibit A—Architectural Scope of Services
Exhibit B—Rate Schedule
Exhibit C—Level of Effort Analysis
EXHIBIT A
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T E X A S
FSr i a9
ARCHITECTURAL SCOPE OF SERVICES
FOR
Delores Fenwick Nature Center
Design I of 5 D23.Revised 3/08
Architectural Services: Standard Scope of Work
Services provided would include complete architectural, structural, mechanical,
electrical, plumbing, and civil design services. In addition the following services will be
included.
I. Programming Phase
1. Create a comprehensive Site Plan in accordance with the Unified
Development Code (UDC), site utilities, facilities and drainage planning.
2. Create a Program of Spaces for building interior, including: basic information
such as sizes, space requirements, workflows, activities and special uses.
3. Facilitate meetings with City staff as needed to develop basic components
and traffic planning of building program, including City's standard building
systems, equipment and materials.
4. Obtain a Geotechnical Report which recommends building foundations and
paving design. Review, report and alert City of any issues found. Coordinate
structural and civil engineer as related to the design.
5. Obtain Boundary and Topographical Survey for the property. Review, survey
and alert City to any issues found. Coordinate with civil engineer for design.
6. Conduct Traffic Impact Analysis (TIA) (if required), review TIA report and alert
the City of any issues found. Coordinate with civil engineer as related to the
design.
7. Attend coordination meetings with City staff and any pertinent external
agencies (County, State and Federal) as required to determine and gain
approvals from all pertinent entities.
8. Provide a schematic cost estimate and conceptual project schedule.
9. Prepare and submit three (3) sets of site plan program of spaces and
adjacencies layout for review and approval.
II. Schematic Design Phase
1. Facilitate meetings with City staff to review building square footage, required
utilities, drainage, zoning and traffic needs to develop Schematic Design
Documents.
2. Obtain and review applicable City standards and guidelines for design (Design
Criteria Manual, Unified Development Code) and provide design that meets
City codes.
3. Attend Pre-Development meeting and address points of clarification regarding
the project.
4. Prepare and submit three (3) sets of Schematic Design Documents,
Preliminary Specifications, Schematic cost estimate and schedule to the City
staff for review and approval. (30% plan review). Components to include:
a. site plans, paving layouts, traffic circulation
b. floor plans, building circulation
c. exterior elevations, rendering and color palette
d. critical building sections and details
e. Relevant right of way information such as easements, building set
backs etc.
f. Location of utilities and sizes
5. After receiving schematic design comments, meet with:
Design 2 of 5 D23. Revised 3/08
a. Planning Department, Building officials and Fire Marshall to review
project requirements.
b. City Engineer and Brazoria Drainage District 4 (BDD4) to review project
drainage.
c. Public Works to review utilities.
6. Respond in writing to all City comments on plans.
7. Coordinate with private utilities and service providers.
III. Design Development Phase
1. Facilitate meetings with City staff to develop Design Development Documents.
2. Prepare and submit three (3)sets of Design Development Documents including
Detailed Specifications, Cost Estimate and schedule to the City staff for review
and approval. (60% plan review). Components to include:
a. site plans, paving layouts, traffic circulation, lighting, signage and
utilities
b. floor plans, Structural, Civil, Architectural, Storm Water Pollution
Prevention Plan (SWPPP), MEP, Fire Protection and landscaping
c. exterior elevations, rendering and color palette
d. building sections and details
e. interior elevations, casework and millwork elevations
f. drainage Study and calculations
g. report addressing all City's Design Criteria and Code requirements
3. Respond in writing to all City comments on plans.
4. Coordinate final utility plans.
IV. Construction Documents Phase
1. Prepare complete Construction Documents and Specifications and submit
three (3) sets to City staff for Code and general review and approval (90% plan
review).
2. Attend follow up meetings with Fire Marshall, BDD4, City Engineer, Planning
and Chief Building Official (CBO).
a. Obtain BDD4's approval and signature of plans.
3. Complete Platting and record Plat.
4. Complete final coordination with private utilities and service providers.
5. Prepare and submit three (3) complete sets of Construction Documents,
including 90% written responses, Specifications and Architect's Cost Estimate
and schedule to:
a. Projects Department for review and approval (100% plan review)
b. Community Development for formal Plan Review for Permit
6. Submit plans to Texas Department of Licensing and Regulation (TDLR) or
Registered Accessibility Specialist (RAS)for accessibility review.
7. Correct plans to reflect issues noted by Review for Permit.
8. Acquire signature of City Engineer and CBO.
V. Bid Phase
a. Provide Notice to Bidders (NTB) to the Project Manager. City is
responsible for advertising.
b. Reproduce and disseminate bid sets to Dodge, AGC, ABC, Amtek
and (2)two sets to the City [PM (1), Purchasing (1)and interested
bidders]
Design 3 of 5 D23. Revised 3/08
c. Distribute (including the sale of) plans to interested bidders
i. Keep record of plan holder's list
d. Chair pre-bid meeting and attend the Bid Opening
e. Respond in writing to questions from bidders and prepare addenda as
necessary.
f. Assist with design of Bid Proposal*
g. Prepare Engineer's Recommendation of Award Letter that includes
the following required content:
i. Check for math errors and reconcile any mathematical
discrepancies
ii. Review for unbalance bid items
iii. Certified Bid Tabulation including Engineer's estimate
iv. Review of contractor's financial standing and references
provided
v. Explanation of discrepancies between the Engineer's estimate
and bids
vi. Recommendation to award
2. Attend City Council meeting and recommendation for award of Contract for
Construction.
3. Produce and transmit to selected contractor five (5) sets of project manuals
ready for execution with City's Notice of Intent to Award (NOI)
*This is the use of bid strategies to attain lowest possible prices for work, use of
alternatives, etc.
VI. Construction Administration Phase
1. Facilitate Pre-Construction meeting and conduct regular bi-monthly
construction progress meetings.
2. Provide Construction Administration.
a. Review, log and approve submittals, shop drawings, Request for
Information etc.
b. Review Construction Materials Testing reports.
c. Review and approve applications for payment.
d. Coordinate with Construction Manager or Project Manager on all
Request for Change Proposals, Change Orders, etc. including
maintaining a log of all such documents.
e. Provide direction for questions and concerns from the contractor and
Construction/Project Manager in resolution of problems.
3. Provide Field Services for entire construction period
a. Architect's Construction Administrator to conduct a site visit a minimum
of one (1) times per week, including observation of structural concrete
placement, underground piping installation and inspections,
mechanical/electrical/plumbing cover-up, masonry installation, ceiling
cover-ups, etc.
b. Provide site visit report to Project Manager monthly.
4. Conduct Substantial Completion Inspection, coordinate with Construction
Manager/Project Manager to create punch list, substantiate that items noted
are completed; issue Substantial Completion Certificate.
Design 4 of 5 D23. Revised 3/08
VII. Project Close Out
1. Provide Warranty Administration Services during the entire Warranty Period.
Architect to issue Warranty Reports and review items after the Contractor has
notified the City that these items are complete.
2. Provide support services as needed during the project close out process.
3. Obtain and review close out submittal from the contractor for completeness
before transmitting to the City which include but are not limited to:
a. Contractor's red lines and as-built notes
b. Warranty information
c. Material Safety Data Sheet(MSDS)
d. Operating Manuals
e. Start up and testing reports
f. Building commissioner report
g. As-Built record drawings (in hard copy and digital format)
4. Issue Final Completion and Acceptance letter to the City recommending
acceptance.
Additional Services
Geotech
Per UDC and DCM
- Survey/Platting
-Traffic Impact Analysis (TIA)
- Landscape Architect
Testing and Balancing/Building Commissioning
Environmental
USACE Permits
Design 5 of 5 D23.Revised 3/08
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