	City Council
	Agenda Request
Agenda Of:	May 20, 2008	Agenda Request No:		V-D
Initiated By:	Kimberly Terrell Parks Development Manager	Responsible Department:		Parks & Recreation
Presented By:	Kimberly Terrell Parks Development Manager	Department Head:		Jim browne, Director of Parks and Recreation
		Additional Department. Head (s):		Mike Hobbs, Director of Public Works
Subject / Proceeding:	U.S. Highway 90A Beautification Improvements – CIP PK0806
Exhibits:	Council approved Master Plan graphics and the Design proposal from Clark Condon Associates.
Clearances			Approval
Legal:	n/a		Executive Director:	Joseph A. Esch, Bus & Intergov Relations
Purchasing:	Linda Symank Director of Fiscal Services		Asst. City Manager:	n/a
Budget:	Jennifer Brown Assistant fiscal Services Director		City Manager:	Allen Bogard
Budget
Expenditure Required: $			88,000.00
Current Budget: $			140,000.00
Additional Funding: $			-0-
Recommended Action
The Parks and Recreation Department recommends that City Council approve and authorize the City Manager to execute a contract in the amount of $88,000.00 with Clark Condon Associates to design construction documents, to include design, bidding and construction administration services, for planting and irrigation of U.S. Highway 90A from Ulrich to U.S. 59.
Executive Summary
Background In 1998, The City of Sugar Land adopted Resolution 98-39, the City’s Urban Beautification Policy. This policy, which was recently amended on April 15^th, supports the beautification of state routes such as U.S. 90A and Highway 6 and U.S. 59. Also, the City’s Comprehensive Plan, specifically Goal 1.ii.e, supports the development of the landscape beautification along U.S. 90A and other State routes. The Parks and Recreation Department has presented conceptual plans for this project and have received consensus of City Council at the April 4, 2005 City Council meeting. The City has worked with TxDOT in the past, utilizing TxDOT’s 50/50 cost share program, in order to implement highway beautification projects along the first two phases of Highway 59. Due to TxDOT funding short falls, however, the landscape cost share program has been put on hold indefinitely for this contract and grant funding is not available. The reconstruction of Highway 90A is nearing completion. The beautification project will follow TxDOT’s limits of construction: from Ulrich Street to Highway 59. Highway beautification will consist primarily of median plantings of a variety of shrubs and groundcovers that weave in and out of the trees along with fig ivy on the soundwalls and trees along the parkway where possible. This project is being coordinated with the Highway 6 Beautification Master Plan project and the 90A/Highway 6 Beautification project in order to create a cohesive and consistent look throughout the City’s rights-of-way. Contract The contract is separated into phases: · The design development phase includes selection of plant materials, review meetings with TxDOT and staff, presentations to City Council and cost estimates based on the plans. The construction document phase includes development of planting and irrigation plans and specifications to TxDOT standards along with a final construction cost estimate. The bidding phase includes assisting staff and TxDOT in putting the plans out to bid. This includes preparation of addenda as necessary and assisting in evaluation of bids. The construction administration phase will include site visits, review of plant material and inspection reports as necessary. The contract under consideration is for $88,000. The CIP PK0806 project is funded at $140,000. Design of the project was budgeted in FY08 with construction dollars proposed in FY09.
Exhibits

February 25, 2008

Ms. Kimberly Terrell

City of Sugar Land Parks and Recreation Dept.

200 Matlage Way

Sugar Land, TX 77487

Re: U.S. Highway 90A – Beautification – Phase II

Ulrich Street to City Limits East of U.S. 59

Dear Kimberly:

We are pleased to make this proposal for landscape architectural design associated with Phase II of the Landscape Beautification for U.S. Highway 90A from Ulrich Street to City Limits East of U.S. 59. For the purposes of this proposal, you will be referred to as the Client and Clark Condon Associates, Inc. as the Landscape Architect.

SCOPE OF WORK – The Landscape Architect will prepare Landscape and Irrigation Design and Documentation for Phase II of the U.S. Highway 90A Beautification. Plans will be based on the Master Plan prepared by Clark Condon Associates and approved by City Council. Phase II documents will include the area on U.S. 90A from Ulrich Street to City Limits East of U.S. 59 as shown on the master plan. All documents will be prepared in an 11 x 17” format for TxDOT review, but will not include TxDOT share program requirements. Two options will be provided for council approval in Design Development, one with a Phase II construction budget of approximately $700,000 and a second with a Phase II construction budget of $350,000.

DESIGN DEVELOPMENT - During this phase, the Landscape Architect will refine the design for the two budget options based on the Master Plan. Both options of the Design Development plans will depict actual materials, sizes and locations of all landscape elements. Services to be provided in this phase include:

Materials selection for all landscape elements.
Review meetings with Client and TxDOT to review plans.
Two presentations to City Council of both budget options
Cost estimates based on design development plans.

CONSTRUCTION DOCUMENTS - The Construction Documents phase will be initiated after the Client's approval of on one of the Design Development plans. The Landscape Architect will prepare the Construction Documents and Technical Specifications for bidding of the landscape and irrigation improvements. Services to be provided in this phase include:

Planting plans including all tree, shrub, vine, turf and groundcover selections for all locations. A plant list including plant names, sizes and character desired will be provided.
Prepare irrigation plans including specifications, identification, location and sizing of the irrigation system and its component parts.
Specifications in Standard CSI Format.
Final construction estimate to include unit costs at current construction dollars.

BIDDING - After completion and approval of the Construction Documents, the Landscape Architect will assist the Client in putting the plans out for public bid. Services shall include the following:

1. Preparation of addenda as necessary.

2. Evaluate landscape bids and make recommendations.

CONSTRUCTION ADMINISTRATION - The Landscape Architect will provide limited Construction Administration as outlined below and requested by the Client.

Conduct monthly site visits (total of 10 visits) to review progress of work and prepare progress report.
Review tree and plant material prior to installation. Out of town travel not included in this proposal.
Conduct one Substantial Completion inspection and prepare written report.

FEE - The total fee for this project is a lump sum based upon the estimated time for professional services, plus reimbursable expenses.

Design Development $24,000.00

Construction Documents $39,500.00

Bidding $ 5,000.00

Construction Administration $ 12,000.00

Reimbursable Expenses $ 7,500.00

TOTAL $88,000.00

REIMBURSABLE EXPENSES - The Client shall pay the Landscape Architect for the cost of out of town travel expenses, mileage, printing, long distance telephone calls, and other directly related costs. All expenses will be billed at cost plus 10%.

EXTRA SERVICES - Additional services, if requested by the Client, will be considered as extra services and be billed hourly at the rates listed below.

Principal $145.00/hour

Senior Associate $115.00/hour

Project Manager $100.00/hour

Designer $100.00/hour

Associate $80.00/hour

Assistant Project Manager $75.00/hour

Project Staff $65.00/hour

Administrative $55.00/hour

EXCLUSIONS TO THE CONTRACT

Topographic and boundary surveys.
Existing site engineering and utility base information.
Soil engineering, geotechnical consultant services or related testing, if required.

BILLING - Billing shall be monthly based on the portion of the total estimated fee. Invoices shall be due upon receipt. A service charge equal to six (6) percent will accrue on all unpaid sums beginning thirty (30) days after billing date.

TERMINATION - If the Client should decide to terminate this Agreement, he shall give Clark Condon Associates, Inc. seven (7) days written notice and shall pay for all services rendered to the date of termination. Clark Condon Associates, Inc. reserves the right to terminate this contract upon fifteen (15) days notice if any amount billed to client is sixty days past due.

If this Agreement meets with your approval, please sign in the appropriate place below and return one copy to us. I appreciate the opportunity to submit this proposal to you and look forward to working with you.

Sincerely,

Sheila M. Condon, FASLA

President / Landscape Architect

APPROVED ___________________________

DATE ___________________________