HomeMy WebLinkAbout2025-02-18 I01F_03 Professional Consulting Services Agreement_Grand Prairie Parkway Enhancements Master PlanAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: February 18, 2025
AGENDA ITEM:Consideration of approval of a resolution approving Agreement for
Professional Consulting Services with Confluence. [Grand Prairie Parkway
Streetscape Master Plan and Phase 1 Design].
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: In 2015, the City Council adopted the Kettlestone Master
Plan and Design Guidelines. As a part of the Master Plan, it was contemplated that a future project
would include the addition of landscaping along the corridor as well as strategically placed district
markers and signage. The City Council identified this project as a part of the 2024-2025 strategic plan.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $45,000
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: The City has previously worked with Confluence on the
development of the Master Plan and Design Standards for Kettlestone. With
their knowledge of the area, staff is recommending moving forward with
Confluence on this project. The project includes an overall master plan for
enhancements within the Corridor between Interstate 80 and University
Avenue and contemplates an implementation plan for Phase 1 improvements.
Fees associated with the Phase 1 improvements implementation plan would be
determined following the completion of the Master Plan.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Resolution
II. Agreement for Professional Consulting Services
PREPARED BY: Brad Deets, City Administrator
REVIEWED BY:
I1F3
THE CITY OF WAUKEE, IOWA
RESOLUTION 2025-
APPROVING AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH
CONFLUENCE [GRAND PRAIRIE PARKWAY STREETSCAPE MASTER PLAN AND
PHASE 1 DESIGN]
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, the City desires to retain the consultant services of Confluence for the Grand
Prairie Parkway Streetscape Master Plan and Phase 1 Design]; AND,
WHEREAS, the scope of services includes development of a streetscape master plan, estimation
of probable construction costs and process for the design of Phase 1 improvements to be
considered at a future date.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the
approving Agreement for Professional Consulting Services with Confluence [Grand Prairie
Parkway Streetscape Master Plan and Phase 1 Design] is hereby approved.
Passed by the City Council of the City of Waukee, Iowa, and approved the 18th day of February,
2025.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
R. Charles Bottenberg
Chris Crone
Rob Grove
Anna Bergman Pierce
Ben Sinclair
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AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
This Agreement is made and entered into this 18th day of February, 2025, by and between City
of Waukee, a municipal corporation, hereinafter referred to as "City," and Confluence Inc. party
of the second part, hereinafter referred to as "Consultant" as follows:
THE CITY HEREBY AGREES TO RETAIN THE CONSULTANT FOR THE PROJECT AS
DESCRIBED IN THIS AGREEMENT AND CONSULTANT AGREES TO PERFORM THE
PROFESSIONAL SERVICES AND FURNISH THE NECESSARY DOCUMENTATION FOR
THE PROJECT AS GENERALLY DESCRIBED IN THIS AGREEMENT.
1.SCOPE OF SERVICES
Services provided under this Agreement shall be as further described in Attachment 1, Scope
of Services.
2.SCHEDULE
The schedule of the professional services to be performed shall conform to the Schedule set
forth in Attachment 2. Any deviations from the Schedule shall be approved by the authorized
City representative. The City agrees that the Consultant is not responsible for delays arising
from a change in the scope of services, a change in the scale of the Project or delays resulting
from causes not directly or indirectly related to the actions of the Consultant.
3.COMPENSATION
A.In consideration of the professional services provided herein, the City agrees to pay the
Consultant $45,000, including any authorized reimbursable expenses, pursuant to the
Schedule of Fees set forth in Attachment 3. This also includes an elective Alternate in the
amount of $13,000 to prepare additional graphics and video of the design.
B.The Consultant shall invoice the City monthly for services, any reimbursable expenses
and any approved amendments to this Agreement, based upon services actually
completed at the time of the invoice. Final payment shall be due and payable within 30
days of the City's acceptance of Consultant's submission of final deliverables in
accordance with the Scope of Services.
C.In consideration of the compensation paid to the Consultant, the Consultant agrees to
perform all professional services to the satisfaction of the City by performing the
professional services in a manner consistent with that degree of care and skill ordinarily
exercised by members of Consultant's profession currently practicing under similar
circumstances. If the performance of this Agreement involves the services of others or the
furnishing of equipment, supplies, or materials, the Consultant agrees to pay for the same
in full.
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4. INSURANCE
A. Consultant understands and agrees that Consultant shall have no right of coverage under
any and all existing or future City comprehensive, self or personal injury policies.
Consultant shall provide insurance coverage for and on behalf of Consultant that will
sufficiently protect Consultant or Consultant' representative(s) in connection with the
professional services which are to be provided by Consultant pursuant to this Agreement,
including protection from claims for bodily injury, death, property damage, and lost
income. Consultant shall provide worker's compensation insurance coverage for
Consultant and all Consultant's personnel. Consultant shall file applicable insurance
certificates with the City, and shall also provide evidence of the following additional
coverage.
B. The Consultant shall provide evidence of comprehensive general liability coverage and
contractual liability insurance by an insurance company licensed to do business in the
State of Iowa in the limits of at least $1,000,000 each personal injury accident and/or
death; $1,000,000 general aggregate personal injury and/or death; and $1,000,000 for
each property damage accident. The evidence shall designate the City as an additional
insured, and that it cannot be canceled or materially altered without giving the City at
least thirty (30) days written notice by registered mail, return receipt requested.
C. The Consultant shall also provide evidence of automobile liability coverage in the limits
of at least $1,000,000 bodily injury and property damage combined. The evidence shall
designate the City as an additional insured, and that it cannot be cancelled or materially
altered without giving the City at least thirty (30) days written notice by registered mail,
return receipt requested.
D. The Consultant shall provide evidence of professional liability insurance, by an insurance
company licensed to do business in the State of Iowa, in the limit of $1,000,000 for
claims arising out of the professional liability of the Consultant. Consultant shall provide
City written notice within five (5) days by registered mail, return receipt requested of the
cancellation or material alteration of the professional liability policy.
E. Failure of Consultant to maintain any of the insurance coverages set forth above shall
constitute a material breach of this Agreement.
5. NOTICE
Any notice to the parties required under this agreement shall be in writing, delivered to the
person designated below, by United States mail or in hand delivery, at the indicated address
unless otherwise designated in writing.
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FOR THE CITY: FOR THE CONSULTANT:
Name: City of Waukee Name: Confluence, Inc.
Attn: Brad Deets Attn: Matt Carlile
Title: City Administrator Title: Vice-President / Principal
Address: 230 W. Hickman Road Address: 525 17th Street
City, State: Waukee, IA 50263 City, State: Des Moines, Iowa 50309
6. GENERAL COMPLIANCE
In the conduct of the professional services contemplated hereunder, the Consultant shall
comply with applicable state, federal, and local law, rules, and regulations, technical
standards, or specifications issued by the City. Consultant must qualify for and obtain any
required licenses prior to commencement of work, including any professional licenses
necessary to perform work within the State of Iowa.
7. STANDARD OF CARE
Services provided by the Consultant under this Agreement shall be performed in a manner
consistent with that degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances.
8. INDEPENDENT CONTRACTOR
Consultant understands and agrees that the Consultant and Consultant's employees and
representatives are not City employees. Consultant shall be solely responsible for payment of
salaries, wages, payroll taxes, unemployment benefits, or any other form of compensation or
benefit to Consultant or Consultant's employees, representatives or other personnel
performing the professional services specified herein, whether it be of a direct or indirect
nature. Further, it is expressly understood and agreed that for such purposes neither
Consultant nor Consultant's employees, representatives or other personnel shall be entitled to
any City payroll, insurance, unemployment, worker's compensation, retirement, or any other
benefits whatsoever.
9. NON-DISCRIMINATION
Consultant will not discriminate against any employee of applicant for employment because
of race, color, sex, national origin, religion, age, handicap, or veteran status. Consultant will,
where appropriate or required, take affirmative action to ensure that applicants are employed,
and that employees are treated, during employment, without regard to their race, color, sex,
or national origin, religion, age, handicap, or veteran status. Consultant will cooperate with
the City in using Consultant's best efforts to ensure that Disadvantaged Business Enterprises
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are afforded the maximum opportunity to compete for subcontracts of work under this
Agreement.
10. HOLD HARMLESS
Consultant agrees to indemnify and hold harmless the City, its officers, agents, and
employees from any and all claims, settlements and judgments, to include all reasonable
investigative fees, attorney's fees, and court costs for any damage or loss which is due to or
arises from a breach of this Agreement, or from negligent acts, errors or omissions in the
performance of professional services under this Agreement and those of its sub consultants or
anyone for whom Consultant is legally liable.
11. ASSIGNMENT
Consultant shall not assign or otherwise transfer this Agreement or any right or obligations
therein without first receiving prior written consent of the City.
12. APPROPRIATION OF FUNDS
The funds appropriated for this Agreement are equal to or exceed the compensation to be
paid to Consultant. The City's continuing obligations under this Agreement may be subject to
appropriation of funding by the City Council. In the event that sufficient funding is not
appropriated in whole or in part for continued performance of the City's obligations under
this Agreement, or if appropriated funding is not expended due to City spending limitations,
the City may terminate this Agreement without further compensation to the Consultant. To
the greatest extent allowed by law, the City shall compensate Consultant as provided in
Section 18(6) of this Agreement.
13. AUTHORIZED AMENDMENTS TO AGREEMENT
A. The Consultant and the City acknowledge and agree that no amendment to this
Agreement or other form, order or directive may be issued by the City which requires
additional compensable work to be performed if such work causes the aggregate amount
payable under the amendment, order or directive to exceed the amount appropriated for
this Agreement as listed in Section 3, above, unless the Consultant has been given a
written assurance by the City that lawful appropriation to cover the costs of the additional
work has been made.
B. The Consultant and the City further acknowledge and agree that no amendment to this
Agreement or other form, order or directive which requires additional compensable work
to be performed under this Agreement shall be issued by the City unless funds are
available to pay such additional costs, and the Consultant shall not be entitled to any
additional compensation for any additional compensable work performed under this
Agreement. The Consultant expressly waives any right to additional compensation,
whether in law or equity, unless prior to commencing the additional work the Consultant
was given a written amendment, order or directive describing the additional compensable
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work to be performed and setting forth the amount of compensation to be paid, such
amendment, order or directive to be signed by the authorized City representative. It is the
Consultant's sole responsibility to know, determine, and ascertain the authority of the
City representative signing any amendment, directive or order.
14. OWNERSHIP OF CONSULTING DOCUMENTS
All sketches, tracings, plans, specifications, reports, and other data prepared under this
Agreement shall become the property of the City; a reproducible set shall be delivered to the
City at no additional cost to the City upon completion of the plans or termination of the
services of the Consultant. All drawings and data shall be transmitted in a durable material,
with electronic files provided when feasible to do so. The Consultant's liability for use of the
sketches, tracings, plans, specifications, reports, and other data prepared under this
Agreement shall be limited to the Project.
15. INTERPRETATION
No amendment or modification of this Agreement shall be valid unless expressed in writing
and executed by the parties hereto in the same manner as the execution of the Agreement.
This is a completely integrated Agreement and contains the entire agreement of the parties;
any prior written or oral agreements shall be of no force or effect and shall not be binding
upon either party. The laws of the State of Iowa shall govern and any judicial action under
the terms of this Agreement shall be exclusively within the jurisdiction of the district court
for Dallas County, Iowa.
16. COMPLIANCE WITH FEDERAL LAW
To the extent any federal appropriation has or will be provided for the Project, or any federal
requirement is imposed on the Project, Consultant agrees that Consultant will comply with all
relevant laws, rules and regulations imposed on City and/or Consultant necessary for receipt
of the federal appropriation. Consultant shall provide appropriate certification regarding
Consultant's compliance.
17. SOLICITATION AND PERFORMANCE
A. The Consultant warrants that it has not employed or retained any company or person,
other than a bona fide employee working for the Consultant, to solicit or secure this
Agreement, and that the Consultant 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
contingent fee.
B. The Consultant shall not engage the services of any person or persons in the employ of
the City at the time of commencing such services without the written consent of the City.
18. SUSPENSION AND TERMINATION OF AGREEMENT
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A. The right is reserved by the City to suspend this Agreement at any time. Such suspension
may be effected by the City giving written notice to the Consultant, and shall be effective
as of the date established in the suspension notice. Payment for Consultant's services
shall be made by the City for services performed to the date established in the suspension
notice. Should the City reinstate the work after notice of suspension, such reinstatement
may be accomplished by thirty (30) days written notice within a period of six (6) months
after such suspension, unless this period is extended by written consent of the Consultant.
B. Upon ten (10) days written notice to the Consultant, the City may terminate the
Agreement at any time if it is found that reasons beyond the control of either the City or
Consultant make it impossible or against the City's interest to complete the Agreement. In
such case, the Consultant shall have no claims against the City except for the value of the
work performed up to the date the Agreement is terminated.
C. The City may also terminate this Agreement at any time if it is found that the Consultant
has violated any material term or condition of this Agreement or that Consultant has
failed to maintain workers' compensation insurance or other insurance provided for in
this Agreement. In the event of such default by the Consultant, the City may give ten (10)
days written notice to the Consultant of the City's intent to terminate the Agreement.
Consultant shall have ten (10) days from notification to remedy the conditions
constituting the default.
D. In the event that this Agreement is terminated in accordance with paragraph C of this
section, the City may take possession of any work and may complete any work by
whatever means the City may select. The cost of completing said work shall be deducted
from the balance which would have been due to the Consultant had the Agreement not
been terminated and work completed in accordance with contract documents.
E. The Consultant may terminate this Agreement if it is found that the City has violated any
material term or condition of this Agreement. In the event of such default by the City, the
Consultant shall give ten (10) days written notice to the City of the Consultant's intent to
terminate the Agreement. City shall have ten (10) days from notification to remedy the
conditions constituting the default.
19. TAXES
The Consultant shall pay all sales and use taxes required to be paid to the State of Iowa on
the work covered by this Agreement. The Consultant shall execute and deliver and shall
cause any sub-consultant or subcontractor to execute and deliver to the City certificates as
required to permit the City to make application for refunds of said sales and use taxes as
applicable. The City is a municipal corporation and not subject to state and local tax, use tax,
or federal excise taxes.
20. SEVERABILITY
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If any portion of this Agreement is held invalid or unenforceable by a court of competent
jurisdiction, the remaining portions of this Agreement shall continue in full force and effect.
21. MISCELLANEOUS HEADINGS
Title to articles, paragraphs, and subparagraphs are for information purposes only and shall
not be considered a substantive part of this Agreement.
22. FURTHER ASSURANCES
Each party hereby agrees to execute and deliver such additional instruments and documents
and to take all such other action as the other party may reasonably request from time to time
in order to effect the provisions and purposes of this Agreement.
23. COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall
constitute an original document, no other counterpart needing to be produced, and all of
which when taken together shall constitute the same instrument.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly
authorized officers or agents on the day and year first above written.
CONSULTANT CITY OF WAUKEE
By: Confluence By: __________________________
Name: Matthew Carlile Courtney Clarke, Mayor
Title: Vice-President / Principal
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ATTACHMENT 1
SCOPE OF SERVICES
1.1 Streetscape Master Planning (Phase 1)
1.1.1 Project Kickoff / Visioning Meeting.
(a.) An initial meeting with the Owner will be facilitated by our design team to clearly
establish roles and responsibilities, identify project contacts and communication
protocols, determine any initial data needs, and verify our proposed schedule of
work with confirmed dates for key project milestones and deliverables. A key
component of this meeting will be reviewing and confirming the anticipated
stakeholder and community involvement processes and timing.
(b.) Confluence will then lead a discussion with the Client Team to define a Vision and Guiding
Principles for the Master Plan of Grand Prairie Parkway in Waukee, Iowa. We will facilitate a
workshop that engages participants in dialogue that provides us with an understanding of the
priorities and desires of the group members and the personality and functionality that should
define the Parkway. We will work with the participants to define a clear and understandable set of
five to six interrelated "Guiding Principles" that are supported by the group and will guide the
master planning and design process. The Guiding Principles will be visible and utilized throughout
the process as a "yardstick" against which critical decision-making will be measured.
1.1.2 Data Gathering / Review / Base Mapping
(a.) During this task, the design team will meet with City staff to obtain relevant base
data for the corridor, which is currently available or obtainable in a usable electronic
format. We will also coordinate with allied Engineering firms to obtain additional
relevant data. Furthermore, we have some existing data from when the base plan was
created in 2012. We will obtain any publicly available development plans that are
being proposed for the project area and meet with proposed stakeholders to
coordinate their specific goals with those of the Streetscape Master Planning design.
To begin the conceptual design work, the design team will utilize available aerial
photography and/or GIS mapping of the project area.
(b.) CONFLUENCE will visit the project area for mapping verification purposes, to
investigate areas of opportunity, identify potential conflict areas to be monitored
during design, and to digitally record photographic images of:
• Walks/connections
• Crosswalks/accessible ramps
• Street signage
• Regulatory signage
• Lighting
• Parking
• Drives & access
• Special materials/ Significant plantings
• Advertising/identification signage
• Overhead power lines / Power Pole Locations
• Building signage
• Historic assets
• Other unique features
This area has been developed since the original work was completed. Many of the adjacent
properties have been constructed and should be considered as the plan develops. The visit
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described above is also about documenting the adjacent properties and influences on the future
streetscape and intersection enhancements.
1.1.3 Stakeholder / City Department Meetings (Public Works, Engineering, Parks, and
Planning), and likely Iowa DOT.
(a.) Prior to our team launching into conceptual design, it will be important to
meet with The City of Waukee Planning and Engineering Staff and the Iowa
DOT to confirm the ideas and goals for this effort, and to reinforce a sense of
ownership in the project.
(b.) Through a series of coordinated meetings with the City of Waukee Planning
and Engineering Staff, our team will outline the project schedule and our
design and decision-making process. The intent is to establish an open and
transparent dialogue with participants where their input is invited and
encouraged at each key stage of design development. During the meeting we
want to discuss goals and objectives as well as concerns and restrictions.
(c.) Phasing Review: We want to clearly understand the anticipated phasing and
timing of future paving of lanes. In particular, the median was designed to
have a lane added to each side. A critical design decision will be it we treat
that as protected space not to be planted or is the horizon so far out that we
just integrate it all now and adjust when traffic load demands additional
lanes.
(d.) This initial meeting will serve to “kick-off” the design process for our team
to begin simultaneously working on the various design components of the
project’s planning and implementation. In conjunction with the City of
Waukee Planning and Engineering Staff, we will clarify the status and
overall direction of the project so that everyone understands the anticipated
duration and process of moving the design forward within the understood
requirements.
(e.) We anticipate that these meetings will take place at least three times during
the design process: Kickoff, Concept Development and Refinement and then
again to confirm our finding with each relevant department.
1.1.4 Streetscape Master Plan
(a.) The design team will proceed with Master Planning based on available aerial
photography, AutoCAD, and GIS map information. We will develop
alternative streetscape master plan options (minimum of two) for the complete
project area illustrating issues and opportunities, priority areas, and pedestrian
circulation and safety as well as potential character development. The master
plan options will be developed collaboratively with the City of Waukee Staff
and will be based on the goals and aspirations of the community as discussed
during project kick-off meetings. The Streetscape Master Plan may include,
but not be limited to:
o Pedestrian/sidewalk improvements
o Transit and bike pedestrian Improvements
o Aesthetic enhancements and character
o Branding and monumentation ideas for the Grand Prairie Parkway
o Engineering review and street/roadway improvements
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o Landscape Design (Street Trees, Corridor and Intersection Plantings)
o Identity and wayfinding signage
o Pedestrian and Enhancement lighting
o Streetscape “Kit of Parts” (light fixtures, furnishings, signage,
paving treatments, banners, etc.)
o Proposed Implementations Strategy including phasing and order of
magnitude costs
(b.) Upon completion of the initial streetscape master plan alternatives Confluence
will conduct a second round of meeting with staff and departments where
those in attendance will be given the opportunity review the design
alternatives (minimum of two) and provide their input. Based on the input
received in the Workshop as well as from the client group Confluence will
revise the alternative or combination thereof into the final master plan
recommendation.
(c.) With I-80 being part of the discussion we anticipate several meetings with
them to review concepts and confirm that the concepts developed are
constructable and meet R.O.W. requirements.
(d.) We anticipate that we will have team meetings bi-monthly and the project will
ultimately be presented at a series of Parks Board, Planning and Zoning, and
City Council Meetings. (We anticipate only one round of these meetings in
this scope.)
1.1.5 Estimation of Probable Construction Costs
(a.) Based on the final master plan recommendation Confluence will develop
Estimation of Probable Construction Costs for the entire Grand Prairie
Parkway corridor. This estimate will breakdown the costs of the various
components included with the final master plan (decorative pavements,
landscaping, street furnishings, lighting, irrigation, etc.).
(b.) Costs will also be broken down to match the phasing identified through the
design process. It is anticipated that the implementation will be in at least 3
Phases.
(c.) Estimate will be detailed with line items so that pieces can be pushed and
pulled between phases in the future.
1.1.6 Deliverables
(a.) Streetscape Master Plan (Colored Graphic and Summary Report Document)
(b.) Intersection Enlargements and Aerial Perspectives for:
• GPP and Interstate 80
• GPP and SE Kettlestone Blvd.
• GPP and Ashworth
• GPP and Westown Parkway
• GPP and University Avenue
(d.) Typical Street Section with enhancements
(e.) Development of a (Typical) Minor Intersection Enhancement
(f.) Elevations of Gateway Features and/or Intersection Enhancements
(g.) “Kit of Parts” Materials Board and product information
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(h.) Final PowerPoint Presentation
(i.) Based on the final plan Confluence will develop a video “drive through” of a
portion of the corridor that will include the planned improvements as well as
the surrounding built environment. The drive through would be approximately
two minutes in length. The view will be at the pedestrian/vehicular view or
slightly elevated to articulate the design intent. (See Alternate Cost to remove
this from the scope)
1.2 Implementation Scope of Services (Phase 2) (No Fee Provided at this time)
1.2.1 Schematic Design Phase. Using the previously developed Master Plan as a guide; the Landscape
Architect shall further design options and develop a schematic design through the following:
(a.) Identify existing site conditions and features such as topography, drainage patterns, vegetation,
including significant specimen plants water elements, structures, views, and known off-site
considerations relevant to the Client’s Program.
(b.) Analyze existing site conditions to identify physical attributes and limitations of Project site.
(c.) Review applicable Governmental requirements including zoning, ordinances, and permit
requirements, known special restrictions, and zoning conditions.
(d.) Prepare studies and related diagrams for the organization and placement of proposed Program
elements taking into consideration the existing site features and the requirements of other
Program elements.
(e.) Prepare drawings illustrating alternative design concepts for the form and configuration of the
Program elements on the site (up to 2 alternatives shall be provided under the basic Scope of
Services for this Agreement; additional alternatives requested by the Client shall be considered
Supplemental Services).
(f.) Develop detailed concept drawing of the proposed intersection enhancements.
(g.) Evaluate alternative design concepts and, in conjunction with the Client, identify a preferred
concept.
(h.) Based on the preferred concept, prepare a schematic design plan (at appropriate scale)
illustrating the form and configuration of the proposed improvements on the site.
(i.) Preliminarily select key materials or material systems and prepare preliminary designs for key
construction details.
(j.) Prepare an opinion of probable construction costs for the schematic design plan, including a
recommended contingency.
(k.) Submit the plan(s), details, cost opinion, and other deliverables as appropriate comprising the
Schematic Design submittal to the Client for review and approval.
(l.) Attendance at the following meetings/hearings (check all that apply):
(i) ☒ Public coordination & design review meeting
(ii) ☒ Jurisdictional review/approval hearing
1.2.2 Design Development Phase. Based on the Schematic Design approved by the Client, the Landscape
Architect shall refine and sufficiently detail the proposed form of the improvements to
comprehensively convey the design intent through the following:
(a.) Revise and refine the Schematic Design plan to define the location of the proposed
improvements in relation to both the existing site features and the other proposed
improvements.
(b.) Prepare design detail sketches illustrating the proposed forms, materials, colors, and textures of
the proposed improvements.
(c.) Prepare supplemental drawings as required to illustrate the design intent (check all that apply):
(i) ☒ Site preparation/demolition plan
(ii) ☒ Layout plan(s)
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(iii) ☒ Grading and drainage plan
(iv) ☒ Furnishings & amenities plan
(v) ☒ Lighting plan (fixtures & locations only, not electrical design)
(vi) ☒ Planting plan
(vii) ☐ Irrigation plan
(viii) ☒ Signage plan
(d.) Prepare outline specifications for applicable work areas
(e.) Update opinion of probable costs of the proposed improvements, indicating when appropriate
the assumptions on which the opinion is based.
(f.) Submit the plans, details, cost opinion, and other deliverables as appropriate comprising the
Design Development submittal to the Client for review and approval.
(m.) Attendance at the following meetings/hearings (check all that apply):
(i) ☒ Public coordination & design review meeting
(ii) ☒ Jurisdictional review/approval hearing
1.2.3 Construction Document Phase. Based on the Design Development phase submission approved by the
Client, the Landscape Architect shall prepare Construction Documents suitable for bidding or contract
negotiations and for construction of the Project. The Landscape Architect shall:
(a.) Prepare construction plans including (check all that apply):
(i) ☒ Site preparation/demolition plan
(ii) ☒ Layout plan(s)
(iii) ☒ Grading and drainage plan
(iv) ☒ Furnishings & amenities plan
(v) ☒ Lighting plan (fixtures & locations only, not electrical design)
(vi) ☒ Planting plan
(vii) ☐ Irrigation plan
(viii) ☒ Signage plan
(b.) Prepare construction details to describe the materials, spatial relationships, connections, and
finished suitable for constructing the proposed improvements.
(c.) Prepare construction specifications for the proposed improvements.
(d.) Coordinate the drawings and specifications prepared by the Landscape Architect’s consultants,
when appropriate, the Client’s other consultants.
(e.) Update opinion of probable costs of the proposed improvements.
(f.) Prepare documents suitable for review for compliance with applicable governmental
requirements and assist the Client in the submission to governmental agencies.
(g.) Address timely and applicable review comments received from agencies and revise Construction
Documents for compliance when required.
(h.) Submit a final opinion of probable costs.
(i.) Submit one electronic pdf set of the Construction Documents. Printed copies will be
Reimbursable Expense as provided in Article 4.
(n.) Attendance at the following meetings/hearings (check all that apply):
(i) ☒ Public coordination & design review meeting
(ii) ☒ Jurisdictional review/approval hearing
1.2.4 Bidding & Contract Negotiation Phase. When the contracts are bid, the Landscape Architect shall
assist the Client during the bidding process to identify the Contractor to construct the Project and
establish a firm price to accomplish the work. Once the bidding results are known, the Landscape
Architect shall assist the Client to establish the contract terms for construction of the Project. The
Landscape Architect shall:
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(a.) Coordinate the schedule for bid advertising, addenda, bid opening and the following bid process
tasks (check all that apply):
(i) ☐ Pre-bid qualification process
(ii) ☒ Pre-bid conference
(b.) Prepare and organize bid solicitation and proposal forms consistent with Client’s requirements.
(c.) Arrange for printing (if applicable) and distribution of the bid documents.
(d.) Conduct pre-bid conference (if applicable) and document the proceedings.
(e.) Clarify the Construction Documents as required through the preparation and issuance of
addenda including materials substitutions and equals.
(f.) Attend the bid opening.
(g.) Review bids including alternates and prepare a recommendation on the award of the contract to
the Client.
(h.) Arrange for transmittal of Construction Documents to the selected contractor.
(i.) Meet with selected contractor to review the Construction Documents and the proposed
improvements.
(j.) Provide clarification to the Construction Documents as reasonably required.
1.2.5 Construction Contract Administration Services. The Landscape Architect shall provide the following
administration Services associate with the construction of the Project:
(a.) Take part in the pre-construction conference (if applicable).
(b.) Review and take appropriate action on (check all that apply):
(i) ☒ Contractor Request for Information and clarification’s (RFI’s).
(ii) ☒ Materials and equipment submitted by the Contractor for approval.
(iii) ☒ Product submittals and shop drawings.
(iv) ☒ Change Order requests by Contractor submitted for approval.
(v) ☒ Contractor progress applications for payment.
(c.) Undertake to observe the work in progress at intervals appropriate to the stage of the
construction for conformance with Construction Documents.
(d.) Evaluate the completed work to determine acceptance or non-compliance based on conformity
with Construction Documents.
(e.) Conduct observations to determine completion and acceptance of the work (check all that
apply):
(i) ☒ Substantial Completion Review & punch-list creation.
(ii) ☒ Final Completion Review & punch-list review.
(f.) Review and approve a final Contractor pay application and recommend acceptance of the Project
by the Client.
14
ATTACHMENT 2
PROJECT SCHEDULE
The time of completion of the scope of services under this Agreement shall be as follows:
Confluence will complete the work as soon as the project allows. It is anticipated that this is
about a 4 month process to complete the Master Plan and we intent to begin shortly after Council
approval. We would assume project completion by June 15th, 2025 or sooner.
15
ATTACHMENT 3
SCHEDULE OF FEES
Exhibit “A”: Landscape Architect’s Standard Hourly Rates & Reimbursable Expenses
STANDARD HOURLY RATES
Senior Principal ................................................................................................................... $175.00 - $275.00 per hour
Principal .............................................................................................................................. $160.00 - $250.00 per hour
Associate Principal .............................................................................................................. $140.00 - $200.00 per hour
Associate ............................................................................................................................. $115.00 - $185.00 per hour
Senior Project Manager ....................................................................................................... $105.00 - $165.00 per hour
Project Manager .................................................................................................................... $95.00 - $145.00 per hour
Senior Landscape Architect .................................................................................................. $95.00 - $185.00 per hour
Landscape Architect .............................................................................................................. $85.00 - $135.00 per hour
Senior Project Planner ........................................................................................................... $95.00 - $145.00 per hour
Planner II ............................................................................................................................... $85.00 - $135.00 per hour
Planner I ................................................................................................................................ $75.00 - $125.00 per hour
Landscape Architect-In-Training / Landscape Designer......................................................... $75.00 - $125.00 per hour
Landscape Architect Intern / Landscape Designer ................................................................ $65.00 - $100.00 per hour
Draftsperson ......................................................................................................................... $55.00 - $100.00 per hour
Graphic Designer .................................................................................................................. $75.00 - $115.00 per hour
Clerical / System Staff ........................................................................................................... $75.00 - $135.00 per hour
REIMBURSABLE EXPENSES
Social Pinpoint Public Engagement Tool ......................................................................................................... $1,500.00
Costar Real Estate Tool ........................................................................................ $1,000 (project use), $150 per report
Placer.AI Analytics Tool .................................................................................................................................. 1.15 x cost
Filing Fees ...................................................................................................................................................... 1.15 x cost
Materials and Supplies ................................................................................................................................... 1.15 x cost
Meals and Lodging .......................................................................................................................................... 1.15 x cost
Mileage ...................................................................................................................................................... $.70 per mile
Postage .......................................................................................................................................................... 1.15 x cost
Printing by Vendor .......................................................................................................................................... 1.15 x cost
B/W Photocopies/Prints 8½ x 11 ..................................................................................................................... $.10 each
B/W Photocopies/Prints 11x17 ....................................................................................................................... $.20 each
Color Photocopies/Prints 8½ x 11 .................................................................................................................... $.75 each
Color Photocopies/Prints 11x17 .................................................................................................................... $1.50 each
Large Format Plotting – Bond ........................................................................................................................... $2.50/SF
Large Format Plotting - Mylar ........................................................................................................................... $4.50/SF
Large Format Plotting - Photo ........................................................................................................................... $5.00/SF
Flash Drives .................................................................................................................................................. $10.00 each
Booklet Binding (cover, coil, back)................................................................................................................. $4.50 each
Foam Core ..................................................................................................................................................... $8.00 each
Easel Pads ................................................................................................................................................... $32.75 each
Online Meeting Service ............................................................................................................................... $35.00 Each
Effective 1/1/2025