HomeMy WebLinkAbout2013-09-03-Resolutions 13-232_Alice's Rd Corridor Master Plan Phase II - Engineering AgrTHE CITY OF WAUKEE,IOWA
RESOLUTION 13-;'~~
APPROVING ALICE'S ROAD CORRIDOR PLANNINGIDESIGN CONTRACT
MASTER AGREEMENT BETWEEN THE CITY OF WAUKEE AND BRIAN CLARK
AND ASSOCIATES,D/B/A CONFLUENCE OF DES MOINES,IA
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA
WHEREAS,the City of Waukee,Dallas County,State ofIowa,is a duly organized Municipal
Organization;AND,
WHEREAS,on July 22,2013,the Waukee City Council approved retaining the services of
Confluence of Des Moines,lA,as the planning finn for the Alice's Road Corridor Project
(Resolution #13-197);AND,
WHEREAS,as directed by the City Council,staff has negotiated an agreement with Confluence
related to the Alice's Road Corridor Project planning,which is attached hereto as Exhibit A;
AND,
WHEREAS,the proposed agreement with Confluence includes a scope of services related to
proj ect organization,communication,amenities and theming,economics,branding and district
planning;AND,
WHEREAS,the City Attomey has reviewed the proposed contract and finds it satisfactory.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee,Iowa on
this 3rd day of September,2013,that the Alice's Road Corridor Planning/Design Contract Master
Agreement between the City of Waukee and Brian Clark and Associates,d/b/a Confluence of
Des Moines,lA,is hereby accepted and approved.
Attest:
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.Peard,Mayor
Rebecca D.Schuett,City Clerk
ROLL CALL VOTE
Shane Blanchard
Casey L.Harvey
Shelly Hughes
C.Isaiah McGee
Mike Watts
AYE
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NAY ABSENT ABSTAIN
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EXHIBIT A
ALICE'S ROAD CORRIDOR PLANNING/DESIGN CONTRACT
MASTER AGREEMENT
between
The City of Waukee (Client)and Brian Clark and Associates,lnc.d/b/a Confluence (Confluence)
made as of September 31 2013
for the project set forth in the applicable Scope of Work Attachment
The Client and Confluence agree to the following:
A.GENERAL CONDITIONS
1.PARTIES AND SCOPE OF WORK:Brian Clark and Associates,Inc.d/b/a Confluence (hereinafter referred to as
Confluence)shall perform professional services as set forth in Confluence's Scope of Services proposal and these
General Conditions."Client"refers to the person or business entity ordering the professional services to be done
by Confluence.The Client shall designate representatives who are authorized to make all decisions on the Client's
behalf when requested to do so by Confluence.Unless otherwise stated in writing,the Client assumes sale
responsibility for determining whether the quantity and the nature of the professional services ordered by the
Client is adequate and sufficient for the Client's intended purpose.The ordering of professional services from
Confluence shall constitute acceptance of the terms of Confluence's proposal and these General Conditions.
2.SCHEDULING OF WORK:Confluence will perform professional services with due and reasonable diligence
consistent with sound professional practices.[f Confluence is required to delay commencement of professional
services or if,upon embarking upon its professional services)Confluence is required to stop or interrupt the
progress of its professional services as a result of changes in the scope of the professional services requested by
the Client,to fulfill the requirements of third parties,interruptions in the progress of construction,or other causes
beyond the direct reasonable control of Confluence,additional charges may be applicable and payable by Client.
3.ACCESS TO SITE:Client will arrange and provide such access to the site as is necessary for Confluence to
perform professional services.Confluence shall take reasonable measures and precautions to minimize damage to
the site and any improvements located thereon as the result of its professional services or the use of its equipment
4.CLIENTS DUTY TO NOTIFY LANDSCAPE ARCHITECT/PLANNER:Client represents and warrants that he has
advised Confluence of any known or suspected hazardous materials,utility lines and pollutant at any site at which
Confluence is to do professional services hereunder.Confluence recognizes that client may not be aware of all
potential hazards,utility lines,and pollutants at any given site and agrees to take such steps as it deems feesible
considering any site specific work Confluence may undertake pursuant to the engagement.
5.RESPONSIBILITY:Confluence's professional services shall not include determining,supervising or implementing
the means,methods,techniques,sequences or procedures of construction.Confluence shall not be responsible
for evaluating,reporting or affecting job conditions concerning health,safety or welfare of contractor or its
employees,subcontractors,agents or representatives.Confluence's professional services or failure to perform
same shall not in any way excuse any contractor,subcontractor or supplier from performance of its work in
accordance with the contract documents.Confluence has no right or duty to stop the contractor's work.
6.STANDARD OF CARE:Confluence's professional services will be performed in accordance with this agreement
and with generally accepted principles and practices in the industry.In performing its professional services,
Confluence will use that degree of care and skill ordinarily exercised under similar circumstances by members of its
profession.
7.PRICING ESTIMATES:Neither Confluence nor Client has any control over the costs of labor,materials,
equipment,over contractors'methods of determining bid prices,or over competitive bidding,market or
negotiation conditions.Accordingly,Confluence cannot and does not warrant or represent those bids or
negotiated prices for construction will not vary from any established budgetary constraints related to project
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construction.Client may perform its own cost analysis or retain its own cost consultant and shall be solely
responsible for the accuracy and preparation of cost estimates at each appropriate stage of the project.
Confluence will cooperate and work closely with any cost consultant to help ensure that the project can be
constructed within any appropriate budgetary constraints.
8.ADDITIONAL SERVICES:Client may request,or it may become necessary,for Confluence to perform Additional
Services in order to further the objectives of the project.Confluence will notify Client in advance of Confluence's
intention,or need,to perform the particular Additional Service and obtain written consent from client before
performing additional services hereunder Confluence shall be entitled to rely on the accuracy of any drawings or
other information supplied to it by Client,its employees,representatives or other consultants,and any services
necessitated because of an error or omission in any drawing or other information supplied by Client,its
employees,representatives or other consultants shall be an Additional Service.Additional Services shall be billed
at Confluence's normal hourly rates,and Client shall pay such charges above and beyond any charges for Basic
Services set forth in the Proposal.
9.INSURANCE:Confluence shaJl keep and maintain its current insurance policies,including professional liability
insurance ($2,000,000 Ea.Claim/$2,000,OOO Annual Agg.)and comprehensive general liability insurance
($2,000,000 Ea.Occurrence/$4,000,000 Gen.Agg.),for the duration of the project.If Client desires additional
insurance,Confluence shall use its best efforts to obtain the additional insurance,but Client shaJl reimburse
Confluence for any additional premium or other related costs that Confluence thereby incurs.
10.TERMINATION:Either party,upon thirty day's prior written notice,may terminate this Agreement.In the
event of termlnatlon,Confluence shall be compensated by Client for all services performed up to and induding the
termination date,including reimbursable expenses.
11.PAYMENT:Client shall be invoiced monthly as professional services are performed and/or completed and
reported monthly.Client agrees to pay each invoice within thirty (3D)days of its receipt.Client further agrees to
pay interest on all amounts invoiced and not paid or objected to for valid cause in writing within said thirty (30)
day period at the rate of eighteen (18)percent per annum (or the maximum interest rate permitted under
applicable law),until paid.Client agrees to pay Confluence's cost of collection of all amounts due and unpaid after
slxtv (60)days,including court costs and reasonable attorney's fees.
12.LATEPAYMENTS:Accounts unpaid 60 days after the invoice date may be subject to a monthly service charge
of 1.5%on the then unpaid balance (18.0%true annual rate),at the sale election of Confluence,in the event any
portion or all of an account remains unpaid 90 days after billing,the Client shall pay all costs of collection,including
reasonable attorney's fees.
15.ENTIRE AGREEMENT:This agreement constitutes the entire understanding of the parties,and there are no
representations,warranties or undertakings made other than as set forth herein.This agreement may be
amended,modified orterminated only in writing,signed by each ofthe parties hereto.
16.INDEMNIFICATION:The Client shall indemnify and hold harmless Confluence and all of its personnel from and
against any and all claims,damages,losses and expenses (induding reasonable attorney's fees)arising out of or
resulting from the performance of professional services,provided that any such claim,damage,loss or expense is
caused in whole by the negligent act,omission,and/or strict liability of the Client or its employees.
Confluence shall indemnify and hold harmless Client and all of its personnel from and against any and all claims,
damages,losses and expenses (including reasonable attorney's fees)arising out of or resulting from the
performance of professional services,provided that any such claim,damage,loss or expense is caused in whole by
the negligent act,omission,and/or strict liability of Confluence,or its employees.
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17.MISCELLANEOUS:To the extent within Client's control,Confluence shall have the right to take photographs,
and make other reasonable promotional use of the project,and Confluence shall be given appropriate credit on all
construction signs or other promotional materials concerning the project.
19.OWNERSHIP OF DOCUMENTS:All documents produced by Confluence underthis agreement shall become the
property of the Client and may be used by Confluence for promotional purposes.
20 ..LENGTHOF CONTRACT:Three (3)years,from date of Agreement,One year extensions may be offered by the
City upon completion of this Contract.
This Agreement entered into as of the day and year written above.
City of Waukee Confluence
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(signature)(date)
11m Moerman,City Manager
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(signature)(date)
Brian Clark,President
EXHIBIT 'A'
STANDARD HOURLY RATES
Senior Principal ,",",..,$150.00 -$175.00 per hour
Principal "."""""""""""""""".""".,,,,,.,,,,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.,,,,,,,,,,,,.,$135,00 -$150.00 per hour
Associate ,,,,"..,$120.00 -$135.00 per hour
Senior Project Manager """,,,$100.00 -$115.00 per hour
Project Manager """""""",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,"..,,,,,."""'""","""",,"""""""""$90.00 -$95.00 per hour
Project landscape Architect II ,$80.00 -$85,00 per hour
Project Landscape Architect I ",,$70.00 -$75.00 per hour
Project Planner II "".""""..""""""",,,..,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,""""..",$80.00 -$85.00 per hour
Project Planner I ,,$70.00 -$75.00 per hour
Landscape Architect Intern II ,,,$65,00 -$69.00 per hour
landscape Architect Intern I"",,$60.00 -$64.00 per hour
Draftsperson ,,,"$50.00 -$55.00 per hour
Clerical Staff.""",.,,,.,,.,,,.,,,,,,,,,.,,,,,,,,,,,,,,,,.,,..""'""."".".,,,,,,,,.,,,,,,,,,,,,.,,,,,,,,,,,,.$42.00 -$45.00 per hour
REIMBURSABLE EXPENSES
Filing Fees ,,",,"",..",.1.15 x cost
Long Distance Telephone Calls ,"1.15 x cost
Materials and Supplies "1.15 x cost
Meals and lodging 1.15 x cost
Mileage ",.,"$.56 per mile
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Postage ,,,.."1.15 x cost
Printing by Vendor ",,1.15 x cost
B/W Photocopies/Prints BY,x 11 $.05 each
B/W Photocopies/Prints 11x17 $.09 each
Color Photocopies/Prints 8X x 11............................................................................................$.65 each
Color Photocopies/Prints 11x17 .$1.50 each
Large Format Plotting -Bond $2.50/SF
Large Format Plotting -Myiar $4.50/SF
Large Format Plotting -Photo $5.00/SF
Compact Discs ,_;$2.50 each
Booklet Binding (cover,coil,back}$4.50 each
Foam Core .$8.00 each
Easel Pads .,$32.75 each
Electronic Files _$50.00 Each
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SCOPE OF SERVICESADDENDUM NO.1
ALICE'S ROAD CORRIDOR PLANNING/DESIGN
September 3,2013
Confluence #13050
PHASE 1:IMMEDIATE PLANNING NEEDS (0-6 MONTHS)
TASK 1:Project Organization and Administration (Sep.3,2013-Sept.30,2013)
The project team will initiate the assignment by collecting and reviewing appropriate background information,and
preparing an analysis of the site and surrounding area in an effort to fully understand the physical,political,
environmental,economic and market opportunities and constraints associated with the project.
The purpose of this phase will be to prepare the necessary background information,including a Market Strategy
and Development Program to guide the corridor planning,parcel site planning,community theming and
economic/fiscal analyses efforts.
A critical aspect of this phase is the development of a detailed understanding of the unique physical and cultural
characteristics of the site and surrounding areas.A conservation-based approach must be founded on the basic
premise that the master plan is derived from the identification and incorporation of these unique qualities into the
plan and green infrastructure in a holistic way.The term green infrastructure is used throughout the scope in two
ways -in the macro sense as a community-planning component,and in the micro sense in the form of site-specific
Best Management Practices fully integrated into building sites,streetscapes,parks and other space.
An important component ofthis phase will include a review of and potential site tours to representative projects.
The site tours will focus on successful,high-quality,planned corridors that contain planning concepts for
application within the Alice's Road Corridor Planning project.
1.1 I DATA COLLECTION AND ANAYLSIS
The project team will become familiar with the site and vicinity and develop a strategy regarding review and
analysis of the property and surrounding area.The City will provide all pertinent materials regarding base mapping,
aerial photos and adjacent land uses,as necessary.The following phases and products will be provided:
1.Facilitate a start-up work session with the City and project team to discuss:
a.Project scope.
b.City review and input process.
c.Anticipated schedule.
d.City goals and guiding principles.
e.Anticipated development program,etc.
2.Visit and photo-document the site and surrounding area.
3.Collect and review available background information for the City of Waukee,Dallas County,Iowa
Department of Natural Resources,Iowa Department of Transportation and Franchise Utility Companies.
This information will include the following:
a.Existing public utility information,lncludlng sanitary sewers,water mains and storm sewers.
b.Existing traffic information from most recent traffic count data.
c.Existing franchise utility maps.
d.Available topographic information,induding most recent Dallas County aerial photography and
topography.
e.Available wetland information.
f.Other readily available information required to complete the scope of services.
g.Existing City plans and reports affecting the project,including pending or approved City Planning
documents (to be provided by the City).
h.Results of City's visioning process,including development goals and guiding principles (to be
provided by the City).
4.Prepare a graphic site analysis concerning the factors which may affect the project's design and
development,based upon the site visit and site area reconnaissance.The site analysis will address,as
appropriate,topography,natural features,existing facilities,existing/proposed roadways,easements and
other rights-of-way,utilities,views (from and into the site),character of existing and adjacent
developments,etc.
1.2 I REPRESENTATIVE PROJECTS -REVIEW AND SITE TOURS
1.Based on the City's goals and guiding principles,prepare a potential list of representative projects to
evaluate and potentially visit with the City and key project team members.Projects should represent high
quality,planned communities similar in size,program and vision.These Will.include both regional and
national examples that represent the best in traditional neighborhood design and town center planning,
as well as incorporate a strong envlronmentallv sensitive focus and vision.
2.Review the representative projects with the City and prepare a short-list and schedule for potential site
touring.
3.Prepare a summary booklet,including a brief project summary,a graphic master plan with overall site
data and statistics,and available graphic image or built photos of the project.
4.Confluence will organize/coordinate a site tour/Visit of some or all of the representative projects with the
City and key representatives of the project team.
S.September 17,18,or 19,of 2013}are the anticipated dates to travel to Kansas City,or other cities,for
project tours.
1.3 I CITY REVIEW +WORK SESSION
Facilitate a City review meeting +work session to discuss the finding and results of the phase 1 work effort,
Including:
1.Site Analysis (opportunities and constraints for design and development).
2.Corridor Vision Goals +GUiding Principles.
3.Green infrastructure diagram to serve as a context for an ecologically grounded Corridor Plan.
4.Initial Planning Concepts (for discussion/general direction only)prior to preparing more detailed land use
and site planning studies.
5.Project site tour results and recommendations,including potential design and development concept for
consideration.
DELIVERABLES
•Existing Conditions /Corridor Site Analysis Summary
•Representative Projects Summary
•Meeting Memos
TASK 2:COMMUNICATION (Sep.3,2013·March 1,2013)
2.1 I PROPERTY OWNERS
Members of our team will attend up to twelve (12)individual meetings with property owners in the study area,to
get their input on current planning of their parcels or ideas they have for development.
2.2 I COMMERCIAL BROKERS
In addition,Confluence will conduct 4 -lhr.roundtable discussions with the various commercial brokerage offices,
presenting updates and documenting issues/trends.These discussions will be ongoing,occur throughout the
length of the project/contract,and we will seek their input on issues such as economics and demographics.
2.3 I GENERAL PUBLIC
Members of our team will conduct 2 -2hr.Open House meetings.The first one would be with the Property Owners
and the second would be with the Public,giving a general update on the project's direction.
2.4 I CITY REVIEW MEETlNG(S)
Facilitate a City review meeting +work session to discuss the findings and results of the property owner meetings
and broker roundtable meetings at each stage.
In addition,Confluence will update and involve the Mayor and City Council at 6 -1 hr.regularly scheduled monthly
work sessions.
DELIVERABLES
•Meeting and Property Owner Interview Summaries
•Developer Roundtable Summaries
•Meeting Memos
TASK 3:AMENITIES!THEMING (Sept.3,2013 -Jan.l,2014)
Based upon the master plan,Confluence shall initiate a district theming and master landscape planning process
with the City designed to envision the character and quality for all major Corridor landscape and common area
amenities,landscape features and urban design elements,in order to properly position the project in the
marketplace and provide a quality image and character that evokes a unique 'sense of place'within the greater
Waukee community.
Our approach will reinforce a concept of distinct districts,which will exhibit their own unique character and
personality.As a result,the major community features and landscape elements,such as signage and entry
features,perimeter fences and walls,street lighting and bridge structures,will be designed to reflect a particular
district and its land uses within the framework of an overall/common theme.
The results of the district theming process and studies will be summarized in a conceptual design booklet
consisting of character sketches,photographs and diagrammatic plans and elevations.These conceptual ideas will
be used in preparing the design guidelines and future,more detailed,design and construction documents.
The theme will explore design concepts associated with the project name,regional vernacular,and goals of New
Urbanism and conservation-based design.
3.1 I DISTRICT SITE FEATURES -THEMING AND DESIGN
1.Prepare colored vignette plans and details of specific site features that will guide future development of
roadways,open space and drainage corridors,These details will be incorporated into an illustrative
landscape master plan and assist in establishing a preliminary estimate of probable costs.Landscape site
features to be addressed include:(underlined items indicate items to be addressed immediately)
a.Streetscape:Initially,the team will coordinate efforts with FOTH Engineering,who is designing
the Alice's Road Street Improvements project.We will design all streetscape amenities,including
softscape design,hardscape elements,light fixture selection and location,corner wall features,
median enhancements,and irrigation design.The team will prepare schematic design
alternatives for City review and comment.Upon receiving direction from the City,the Team will
prepare design development drawings,probable cost opinion,with cut-sheets of material
selections.
b.Buffers:Establish buffer areas along project perimeter and major roadways.
c.Wetlands/Wildife:Establish design concepts for enhancement of existing wetlands and wildlife
areas as well as additional areas required for mitigation purposes or as a result of the overall
project vision and theming process,
d.Drainage/Ponds/Ditches:Establish a design vocabulary for existing and proposed drainage areas,
detention and retention ponds and irrigation ditches.Confluence will meet with the City and
FOTH to discuss the status of the greenways,learn more about the hydrologic requirements,and
attempt to refine the pond/greenway design to make the ponds more visible and a visual asset
to the corridor.The planning team will also suggest various storm water features,from outflow
enhancements and edge treatments to seating nodes near the water and the materiality of the
greenway (granite boulders,cut limestone,brick,etc.],
e.Perimeter Project Identification/Gateway Markers:Identify key area along the project perimeter
and prepare design concepts,including sign elements,landscape,walls and other features ..In
concert with District Theming,the Team will prepare Community Gateway alternatives,building
off ofthe previous RDG study,Focus will be on the interstate presence,attwo locations,and the
major intersections of Alice's/Ashworth and Westown Pkwv/Allce's,The intersections of Alice's
Road/University and Alice's Road/Hickman is part of this scope item,as well.The team will
respond to City feedback at the schematic alternatives stage,setting direction for design,
f.Project/District Entry Features:Identify key entry areas within the residential,retail,commercial
and open space areas of the project and prepare design concepts for each,incorporating sign age
elements,walls and otherfeatures as appropriate,
g.Roadways:Prepare design concepts for roadway types within the residential,retail,commercial
and open areas of the projects,coordinating for right-of-way width,lane-age,turn pockets,etc.
h.Plant Palette:Prepare a palette of plant materials for each of the design components included in
the master landscape plan.
i.Public Venues.Parks and Village Greens:Provide design concepts for parks and village greens
within the project determined during the master planning process.Confluence will evaluate
public venue space alternatives,from outdoor amphitheater and greenway nodes to town
square and pocket parks.This task may overlap various Phases,with earthwork-related
improvements identified early,and more developer-driven enhancements to follow in Tier Two
planning.The goal here is to create numerous public venues that can accommodate events that
help build community.
j.Site Furnishings:Establish a vocabulary of site furnishings to include benches,trash receptacles,
fencing,bolJards,picnic tables,etc.to be included within each of the residential,retail,