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Ordinance No. 13,525ORDINANCE NO. 13,525 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH ARCHITECT DESIGN GROUP, INC., FOR THE SPATIAL NEEDS ASSESSMENT, MASTER PLAN, AND CONCEPTUAL DESIGN OF THE BAYTOWN POLICE FACILITY PROJECT: AUTHORIZING PAYMENT IN AN AMOUNT NOT TO EXCEED SEVENTY-NINE THOUSAND TWO HUNDRED AND NO/100 DOLLARS ($79,200.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. ************************************************************************************ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS: Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes the City Manager to execute and the City Clerk to attest to a Professional Services Agreement with Architect Design Group, Inc., for the Spatial Needs Assessment, Master Plan, and Conceptual Design of the Baytown Police Facility Project. A copy of said agreement is attached hereto as Exhibit "A" and incorporated herein for all intents and purposes. Section 2: That the City Council of the City of Baytown hereby authorizes payment in an amount not to exceed SEVENTY-NINE THOUSAND TWO HUNDRED AND NO/100 DOLLARS ($79,200.00) pursuant to the Agreement authorized in Section 1 hereof. Section 3: That the City Manager is hereby granted general authority to approve any change order involving a decrease or an increase in costs of FIFTY THOUSAND AND N0/100 DOLLARS ($50,000.00) or less; however, the original contract price may not be increased by more than twenty-five percent (25%) or decreased by more than twenty-five percent (25%) without the consent of the contractor to such decrease. Section 4: This ordinance shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ and PASSED by the affirmative vote of the Ci ouncil of the City of Baytown this the 27h day of July, 2017. 6 CHRIS PRESLEY, Mayor Pro Tem ATT T: LETICIA BRYSCH, City Cle APPROVED AS TO FORM: ACIO RAMIREZ, SR., CiVorney C:\Users\Karen.Homff\Desktop\July 27\ArchitectDesignGroupAgeement.doc EXHIBIT A AGREEMENT FOR PROFESSIONAL SERVICES STATE OF TEXAS § COUNTY OF HARRIS § This Agreement (this "Agreement") entered into by and between Architect Design Group, Inc., (hereinafter the "Professional") and the City of Baytown, a home -rule municipality located in Harris and Chambers Counties, Texas (the "City"). 1. Scope of Services/Professional Fees This Agreement authorizes Professional to perform professional services for a Spatial Needs Assessment, Master Plan, and Conceptual Design of the Baytown Police Facility (the "Work") for and on behalf of the City. The compensation for Professional shall not exceed a total of SEVENTY THOUSAND AND NO/100 DOLLARS ($70,000.00) with reimbursable expenses not exceeding NINE THOUSAND TWO HUNDRED AND NO/] 00 DOLLARS ($9,200.00) and shall be on the basis described in Exhibits "A" and "B." Thetime schedules for the Work are attached as Exhibit "C." The scope of the Work and projection of costs of the construction project are as denoted in Exhibit "D." Each of these Exhibits "A" through "D" are incorporated into this Agreement by reference for all purposes. 2. Progress Reports Professional shall provide written progress reports to the City regarding the Work and oral reports as requested. Such progress report shall identify the projected time and cost required by the Professional to complete the remaining phases of the Work required under this Agreement. 3. Personnel of the Professional a- Professional's Project Manager Professional shall designate Melissa Brand-Vokey, AIA, to serve as Project Manager for the Work performed under this Agreement. Any change of Project Manager shall require thirty days' advance written approval from the City's Representative. b. Licensed and Registered Architects/Engineers Professional shall keep full-time registered architects and/or engineers licensed in the state of Texas on staff and assigned to the Work for the duration of its performance of the Work. C, Data on Professional's Employees Prior to commencement of the Work, Professional shall forward to the City a detailed resume of the personnel that will be assigned to the Work. Such personnel shall include, but not be limited to, architects. Agreement for Professional Services, Page l d. Rejection of Professional's Employees The City reserves the right to approve or reject from the Vk ork any employees of the Professional. 4. Designation and Duties of the City's Representative a. The City's Director of Engineering or his designee shall act as the City's Representative. b. The City's Representative shall use his best efforts to provide nonconfidential City records for Professional's usage on the Work and to provide access to City's property and easements. However, the City does not guarantee the accuracy or correctness of the documents so provided. Nothing contained herein shall be construed to require the City to provide such records in any certain format. The format in which the existing data and documentation will be provided shall be at the sole discretion of the City. 5. Standards of Performance a, The Professional shall perform all services under this Agreement with the care and skill ordinarily used by members of Professional's profession practicing under the same or similar circumstances, time and locality. Professional shall be responsible for the technical accuracy of its services and documents resulting therefrom, and the City shall not be responsible for discovering deficiencies therein. Professional shall correct such deficiencies without additional compensation. b. Codes and Standards (1) All references to codes, standards, environmental regulations and/or material specifications shall be to the latest revision, including all effective supplements or addenda thereto, as of the date that the order for any necessary equipment is made by the City or that the construction specified is bid by the City. (2) If any such equipment is specially manufactured, it shall be identified to the City, and the Contractor and the Seller shall present sufficient data to the City to support the design and the suitability of the equipment. (3) All materials furnished on any City project shall be in accordance with ASTM, ACI, TxDOT, and AASHTO specifications, and with other recognized standards. Proprietary material or other materials for which no generally recognized standards exist may be used provided there has been at least five years of proven experience in the field, and such satisfactory documentation has been approved by the City's Representative. Agreement for Professional Services, Page 2 (4) The xA ork shall be designed and furnished in accordance with the most current codes and/or standards adopted by city, state, or federal government or in general custom and usage by the profession. (5) The codes and standards used in the profession set forth minimum requirements. These may be exceeded by the Contractor or the Professional if superior methods are available for successful operation of equipment and/or for the construction project on which the Work is performed. Any alternative codes or regulations used shall have requirements that are equivalent or better than those in the above listed codes and regulations. The Professional shall state the alternative codes and regulations used. (6) Professional agrees the services it provides as an experienced and qualified engineer will reflect the professional standards, procedures and performances common in the industry for this project. Professional further agrees that any analysis, reports, preparation of drawings, the designation or selection of materials and equipment, the selection and supervision of personnel and the performance of other services under this contract will be pursuant to the standard of performance common in the profession. (7) Professional shall promptly correct any defective analysis caused by Professional at no cost to City. The City's approval, acceptance, use of or payment for all or any part of Professional's services hereunder or of the Work itself shall in no way alter Professional's obligations or the City's rights under this Agreement. As applicable, Professional shall provide the City with record "as -built" drawings relating to the work, in an electronic format that is acceptable to the City. City shall be in receipt of record drawings, if applicable, prior to final payment. 6. Schedule Professional shall not proceed with the Work or any stage thereof until written notice to proceed is provided by the City's Representative. 7. Instruments of Service Upon execution of this Agreement, Professional grants to the City an ownership interest in the Instruments of Service. Professional shall obtain similar interests from the City and Professional's consultants consistent with this Agreement. As noted in Articles 5 & 11, Professional shall be required to tender to City all Instruments of Service. With such ownership interest, it is expressly understood by the parties hereto that the City may use the Instruments of Service for any purposes which the City sees fit, including, but not limited to, subsequent construction, reconstruction, alteration, and/or repairs of the Project. As a condition to the City's use of the Instruments of Service, the City hereby expressly agrees to remove Professional's name and all references to Professional and its consultants from the Documents, Provided that this Agreement is not terminated for cause by the City, the City shall release any and all claims which the City could make arising out of or in connection with any reuse of the documents by the City. Agreement for Professional Services, Page 3 8. Insurance Professional shall procure and maintain at its sole cost and expense for the duration of the Agreement, insurance against claims for injuries to person or damages to property which may arise from or in connection with the performance of the Work hereunder by Professional, its agents, representatives, volunteers, employees or subconsultants. a. Professional's insurance coverage shall be primary insurance with respect to the City, its officials, employees and agents. Any insurance or self-insurance maintained by the City, its officials, employees or agents shall be considered in excess of Professional's insurance and shall not contribute to it. Further, Professional shall include all subconsultants, agents and assigns as additional insureds under its policy or shall furnish separate certificates and endorsements for each such person or entity. All coverages for subconsultants and assigns shall be subject to all of the requirements stated herein. The following is a list of standard insurance policies along with their respective minimum coverage amounts required in this Agreement: Commercial General Liability ■ General Aggregate: $2,000,000 ■ Products & Completed Operations Aggregate: $2,000,000 ■ Personal & Advertising Injury: $1,000,000 ■ Per Occurrence: $1,000,000 ■ Fire Damage $500,000 ■ Waiver of Subrogation required. ■ Coverage shall be broad form. ■ No coverage shall be deleted from standard policy without notification of individual exclusions being attached for review and acceptance. 2. Business Automobile Policy ■ Combined Single Limits. $1,000,000 ■ Coverage for "Any Auto" ■ Waiver of Subrogation required. Errors and Omissions ■ Limit: $1,000,000 for this project. ■ For all architects, engineers, and/or design companies ■ Claims -made form is acceptable ■ Coverage will be in force for one (1) year after completion of the Project. 4. Workers' Compensation ■ Statutory Limits ■ Employer's Liability $500,000 Agreement for Professional Services, Page 4 ■ Waiver of Subrogation required. b. The following shall be applicable to all policies of insurance required herein. Insurance carrier for all liability policies must have an A.M. Best Rating of A-: VIII or better. Only insurance carriers licensed and admitted to do business in the State of Texas will be accepted. 3. Liability policies must be on occurrence form. Errors and Omissions can be on claims -made form. 4. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 5. The City, its officers, agents and employees are to be added as Additional Insureds to all liability policies, with the exception of the Workers Compensation and Errors and Omissions Policies required herein. 6. Upon request and without cost to the City, certified copies of all insurance polices and/or certificates of insurance shall be furnished to the City. Upon request and without cost to the City, loss runs (claims listing) of any and/or all insurance coverages shall be furnished to the City. 8. All insurance required herein shall be secured and maintained in a company or companies satisfactory to the City, and shall be carried in the name of Professional. Professional shall provide copies of insurance policies and endorsements required hereunder to the City on or before the effective date of this Agreement. 9. Indemnification and Release PROFESSIONAL AGREES TO AND SHALL INDEMNIFY AND HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES (HEREINAFTER REFERRED TO AS THE `CITY") FROM AND AGAINST ANY AND ALL CLAIMS, LOSSES, DAMAGES, CAUSES OF ACTION, SUITS AND LIABILITY OF EVERY KIND, 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 FOR ANY BREACH OF CONTRACT, Agreement for Professional Services, Page 5 ARISING OUT OF, OR IN CONNECTION WITH THE WORK DONE BY PROFESSIONAL UNDER THIS CONTRACT CAUSED BY THE SOLE OR JOINT NEGLIGENCE OF PROFESSIONAL. IT IS THE EXPRESSED INTENTION OF THE PARTIES HERETO, BOTH PROFESSIONAL AND THE CITY, THAT THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH IS INDEMNITY BY PROFESSIONAL TO INDEMNIFY AND PROTECT THE CITY FROM THE CONSEQUENCES OF PROFESSIONAL'S OWN NEGLIGENCE, WHETHER THAT NEGLIGENCE IS THE SOLE OR A CONCURRING CAUSE OF THE RESULTING INJURY, DEATH OR DAMAGE. SUCH INDEMNITY SHALL NOT APPLY, HOWEVER, TO LIABILITY ARISING FROM THE PERSONAL INJURY, DEATH, OR PROPERTY DAMAGE OF PERSONS THAT IS CAUSED BY OR RESULTS FROM THE NEGLIGENCE OF THE CITY. IN THE EVENT THAT ANY ACTION OR PROCEEDING IS BROUGHT AGAINST THE CITY FROM WHICH THE CITY IS INDEMNIFIED, PROFESSIONAL FURTHER AGREES AND COVENANTS TO DEFEND THE ACTION OR PROCEEDING BY LEGAL COUNSEL ACCEPTABLE TO THE CITY. THE INDEMNITY PROVIDED FOR IN THIS ARTICLE IX SHALL SURVIVE THE TERMINATION OR EXPIRATION OF THIS AGREEMENT. By this Agreement, the City does not consent to litigation or suit, and the City hereby expressly revokes any consent to litigation that it may have granted by the terms of this Contract or any other contract or agreement, any charter, or applicable state law. Nothing herein shall be construed so as to limit or waive the City's sovereign immunity. Professional assumes full responsibility for its work performed hereunder and hereby releases, relinquishes and discharges the City, its officers, agents, and employees from all claims, demands, and causes of action of every kind and character, including the cost of defense thereof, for any injury to or death of any person (whether they be either of the parties hereto, their employees, or other third parties) and any loss of or damage to property (whether the property be that of either of the parties hereto, their employees, or other third parties) that is caused by or alleged to be caused by, arising out of, or in connection with Professional's work to be performed hereunder. This release shall apply with respect to Professional's work regardless of whether said claims, demands, and causes of action are covered in whole or in part by insurance. 10. Subcontractors and Subconsultants Professional shall receive written approval of the City's Representative prior to the use of any subcontractors or subconsultants. A copy of all proposed contracts with subconsultants and/or subcontractors shall be given to the City before execution of such contracts Agreement for Professional Services, Page 6 11. Termination of Professional The City, besides all other rights or remedies it may have, shall have the right to terminate this Agreement without cause upon ten (10) days' written notice from the City Manager to Professional of the City's election to do so. Furthermore, the City may immediately and without notice terminate this Agreement if Professional breaches this Agreement. A breach of this Agreement shall include, but not be limited to, the following: (a) failing to pay insurance premiums, liens, claims or other charges; (b) failing to pay any payments due the city, state, or federal government from Professional or its principals, including, but not limited to, any taxes, fees, assessments, liens, or any payments identified in this Agreement; (c) the institution of voluntary or involuntary bankruptcy proceeding against Professional; (d) the dissolution of Professional; (e) refusing or failing to prosecute the Work or any separable part, with the diligence that will ensure its completion within the time specified in this Agreement; (f) failing to complete work wthm the time period specified in this Agreement; and/or (g) the violation of any provision of this Agreement. Upon delivery of any notice of termination required herein, Professional shall discontinue all services in connection with the performance of the Agreement. Within ten (10) days after receipt of the notice of termination, Professional shall submit a final statement showing in detail the services satisfactorily performed and accepted and all other appropriate documentation required herein for payment of services. At the same time that the final statement is tendered to the City, Professional shall also tender all of Professional's work product, whether complete or not. in an acceptable form and format to the City's Representative. No final payment will be made until all work product is so tendered. If this Agreement is terminated for cause, Professional shall be liable for any damage to the City resulting therefrom. This liability includes any increased costs incurred by the City in completing Professional's work. The rights and remedies of the City in this section are in addition to any other rights and remedies provided by law or under this Agreement. 12. Records Within ten days of the City's request and at no cost to the City, the City will be entitled to review and receive a copy of all documents that indicate work on the Project that is subject to this Agreement. 13. Supervision of Professional Professional is an independent contractor and the City neither reserves nor possesses any right to control the details of the Work performed by Professional under the terms of this Agreement. Agreement for Professional Services, Page 14. Billing The City shall have thirty (30) days to pay Professional's bills from the date of receipt of such bills. All bills must identify with specificity the work or services performed and the date(s) of such work or services. In the event of a disputed or contested invoice, the parties understand and agree that the City may withhold the portion so contested, but the undisputed portion will be paid. The Professional shall invoice the City for work performed no more than once a month. 15. Indebtedness. If Professional, at any time during the term of this agreement, incurs a debt, as the word is defined in section 2-662 of the Code of Ordinances of the City of Baytown, it shall immediately notify the City's Director of Finance in writing. If the City's Director of Finance becomes aware that the Professional has incurred a debt, the City's Director of Finance shall immediately notify the Professional in writing. if the Professional does not pay the debt within 30 days of either such notification, the City's Director of Finance may deduct funds in an amount equal to the debt from any payments owed to the Professional under this Agreement, and the Professional waives any recourse therefor. 16. Reputation in the Community Professional shall retain a high reputation in the community for providing professional architectural services. Professional shall forward a copy of any current petition or complaint in any court of law which (a) asserts a claim for $50,000 or more for errors or omissions in providing architectural services and/or (b) seeks to deny the Professional the right to practice architecture or to perform any other services in the state of Texas. 17. Payroll and Basic Records a. Professional shall maintain payrolls and basic payroll records during the course of the work performed under this Agreement and shall preserve them for a period of three years from the completion of the work called for under this Agreement for all personnel working on such work. Such records shall contain the name and address of each such employee, social security number, correct classification, hourly rates of wages paid, daily and weekly number of hours worked, deductions made and actual wages paid. b. Professional shall make the records required to be maintained under the preceding subsection (a) of this section available at no cost to the City for inspection, copying or transcription or its authorized representatives within fifteen days of the City's request therefor. Professional shall permit such representatives to interview Professional's employees during working hours on the job. 18. Governing Law This Agreement has been made under and shall be governed by the laws of the state of Texas. The parties further agree that performance and all matters related thereto shall be in Harris County, Texas. Agreement for Professional Services, Page 8 19. Notices Unless otherwise provided in this Agreement, any notice provided for or permitted to be given must be in writing and delivered in person or by depositing same in the United States mail, postpaid and registered or certified, and addressed to the party to be notified, with return receipt requested, or by delivering the same to an officer of such party. Notice deposited in the mail as described above shall be conclusively deemed to be effective, unless otherwise stated in this Agreement, from and after the expiration of three (3) days after it is so deposited. For the purpose of notice, the addresses of the parties shall be as follows unless properly changed as provided for herein below: For the City. For the Professional: CITY OF BAYTOWN Attn: City Manager P. O. Box 424 Baytown, Texas 77522-0424 FAX: 281-420-6586 ARCHITECTS DESIGN GROUP, INC. Attn. President 4131 N. Central Expy, Suite 200 Dallas, Texas 75204 FAX: qo:�-(o t5-5525 Each party shall have the right from time to time at any time to change its respective address and each shall have the right to specify a new address, provided that at least fifteen (15) days' written notice is given of such new address to the other party. 20. No Third Party Beneficiary This Agreement shall not bestow any rights upon any third party, but rather, shall bind and benefit Professional and the City only. 21. No Right to Arbitration Notwithstanding anything to the contrary contained in this Agreement, the City and Professional hereby agree that no claim or dispute between the City and Professional arising out of or relating to this Agreement shall be decided by any arbitration proceeding including, without limitation, any proceeding under the Federal Arbitration Act (9 U.S.C. Sections 1-14), or any applicable State arbitration statute, including, but not limited to, the Texas General Arbitration Act, provided that in the event that the City is subjected to an arbitration proceeding notwithstanding this provision, Professional consents to be joined in the arbitration proceeding if Professional's presence is required or requested by the City of complete relief to be recorded in the arbitration proceeding. Agreement for Professional Services, Page 9 22. Waiver No waiver by either party to this Agreement of any term or condition of this Agreement shall be deemed or construed to be a waiver of an.� othe! term or condition or subsequent waiver of the same term or condition 23. Complete Agreement This Agreement represents the entire and integrated agreement between the City and Professional in regard to the subject matter hereof and supersedes all prior negotiations. representations or agreements, either whether written or oral, on the subject matter hereof. This Agreement may only be amended by written instrument approved and executed by both of the parties. The City and Professional accept and agree to these terms 24. No Assignment Professional may not sell or assign all or part interest in this Agreement to another party or parties without the prior express written approval of the City Manager of such sale or assignment. The City may require any records or financial statements necessary in its opinion to ensure such sale or assignment will be in the best interest of the City 25. Headings The headings used in this Agreement are for general reference only and do not have special significance. 26. Severability All parties agree that should any provision of this Agreement be determined to be invalid or unenforceable, such determination shall not affect any other term of this Agreement, which shall continue in full force and effect. 27. Ambiguities In the event of any ambiguity in any of the terms of this Agreement, it shall not be construed for or against any party hereto on the basis that such party did or did not author the same. 28. Authority The officers executing this Agreement on behalf of the parties hereby represent that such officers have full authority to execute this Agreement and to bind the party he. she represents. IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiple copies, each of which shall be deemed to be an original, but all of which shall constitute but one and the same Agreement on the i 3�' day of , u, c-�r , 2017, the date of execution by the City Manager of the City of Baytown. ARCfi ITE S DESIGN GROUP, INC. re) 1� t'J Ar, �- Cv�_ (Printed Name) r�-CSt I -w (Title) Agreement for Professional Services, Page 10 CITY OF BAYTOWN RICHARD L. DAVIS, City Manager ATTEST. LETICIA BRYSCH, City Clerk APPROVED AS TO FORM: IGNACIO RAMIREZ, SR., City Attorney STATE OF t:�Ai DA COUNTY OF oAP NG 1:'7- Before me on this day personally appeared I A Q N . P- E -EV %S , in his/her capacity as Ue 5t b e.�tT' of Architects Design Group, Inc., on behalf of such corporation, known to me; proved to me on the oath of ; or proved to me through his/her current (description of identification card or other document issued by the federal government or any state government that contains the photograph and signature of the acknowledging person) (check one) to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he/she executed the same for the purposes and consideration therein expressed. SUBSC=SeptemW a me this day o , 2017. • y' 012813 +; T. 2020BndmWIttts y Pu lic inand-for-the to of F L t %uobfs0hIegahKuren rilesTrigincermg\Archaeci Agreements Architects Design GroupkPD Facility Master PlanlAgreement.doc Agreement for Professional Services, Page 11 EXHIBIT A COMPENSATION Services of Professional required under this Agreement shall not exceed SEVENTY THOUSAND AND NO 100 DOLLARS ($70,000.00) based upon the rate schedule, which is attached hereto and incorporated herein a.s Appendix ! to this exhibit, and shall not exceed the following for any task of the project: Additional Services Professional will perforin additional services, if any, at a price agreed upon by the parties in writing prior to the performance of such services. The City shall not be responsible or liable for any additional services performed by the Professional unless such additional services have been approved in rxriting prior to the performance of the same. APPENDIX 1 TO EXHIBIT A RATESCHEDULE Staff Category Hourly Rate Principals.......................................................................................... $178.00 Studio Department Principals/Project Architects ............................. $158.00 Associates......................................................................................... $132.00 ProjectManagers.............................................................................. $132.00 Designers Project Coordinators......................................................... $95.00 Computer Project Designers.............................................................. $79.00 Computer Draftsperson...................................................................... $59.00 ComputerSupervisor......................................................................... $86.00 Threshold Inspector (Certified).......................................................... $75.00 Construction Administrators............................................................ $102.00 Specification Writer........................................................................... $89.00 AccountingServices...................................................................... $75.00 Administrative Support ...................................................................... $49.00 GraphicDesigner............................................................................... $66.00 Interior Design Principal.................................................................... $95.00 InteriorDesigner................................................................................ $70.00 Interior Design Specification Writer .................................................. $69.00 EXHIBIT ]B REIMBURSABLE EXPENSES Reimbursable expenses shall include costs for incidental items such as travel, parking, mileage, deliveries. and copies. Such expenses will be invoiced to the City at the Professional's direct cost plus 100b. Mileage will be invoiced at the IRS rate. Reimbursable expenses will not exceed NINE THOUSAND TWO HUNDRED AND NO/100 DOLLARS ($9.200 00). Additionally, expenses associated with transportation, including, but not limited to, meals. travel, and lodging, must be approved in writing by the City prior to the Professional incurring any expense associated therewith; otherwise, the parties hereto agree and understand that the City shall not be liable and the Professional shall not make a claim against the City for any such expenses. EXHIBIT C SCHEDULE OF WORK The Professional shall perform all of the services required herein in accordance with the following: 1-A Detailed Spatial Needs Assessment 45 calendar days 1-13 Site Analysis & Master Planning 45 calendar days I -C Conceptual Building Design 90 calendar days Total 180 calendar days ]EXHIBIT D SCOPE OF VV ORK A. Generally: Professional shall provide a Spatial Needs Assessment, Master Plan and Conceptual Design of the Baytown Police Facility (the "Project" or the "Work"). B. Basic Services: The scope of services will include tasks required to provide complete the Project:. 1. Phase 1-A —Detailed Spatial Needs Assessment: Upon written authorization from the City, Professional shall: 1 1 Participate in an initial meeting, with Police Department and the City's Project Management Team to review the proposed project and to establish project schedules for specific tasks. 1.2 Conduct an analysis of the routine operations of the identified entities in order to fully understand their function, operations, and the respective interaction, relationship, adjacency priorities, and potential of joint use facilities 1.3 Conduct a detailed Spatial Needs Assessment, providing documentation as to current and future needs; future need being defined as those anticipated for the years 2028 and 2038, and the current need being defined as the year 2018 The process for obtaining this information shall consist of a two-part effort; a detailed questionnaire and on-site interviews with the staff of the various entities, as noted above. The questionnaire shall relate to such information as: 1.3.1 Historical, Current and Projections for Future Staffing Levels. 1.3.2 A Detailed Mission Statement. 1.3.3 Departmental Organizational Charts. 1.3.4 An Assessment of Requested Spaces. 1.3.5 A Definition of Functional Inter -Relationships. 1.3.6 Documentation of Specialized Equipment. 1.3.7 Documentation as to relationship to other Departments. 1.4 Consider and provide documentation to the extent possible, current and future staffing level projections and their spatial need impact upon future needs of facilities. 1.5 Based upon the recommendations related to facility size(s), identify the land area needed for the building, associated parking and related site requirements, such as stormwater retention, parking areas, landscape requirements, infrastructure improvements, and building setback requirements. This phase shall result in a detailed report, which shall contain the following components - Police Program Requirements. ➢ Exterior Facilities (If Requested). ➢ Development Options. r Estimates of Probable Development Costs. > Phasing Plan(s). > Analysis and Identification of all pertinent regulatory requirements. 2, Phase 1-B —Site Analysis. Master Planning and "White House" Evaluation Upon written authorization from the City, Professional shall: 2.1 Assist in the development of outlining the site characteristics of site based upon the site size determined to be necessary, as identified within the Spatial Needs Assessment, and with the direct input of the City. 2.2 Conduct an evaluation of the City's parcel utilizing nationally recognized criteria and prepare, and distribute to the appropriate City personnel, a detailed form for evaluation by the City as well as the Professional. 2.3 Consider the following items: 2.3.1 Ability of the site to accommodate appropriate public and staff parking. 2.3,2 Evaluation of property relative to a 100 -year storm. 2.3.3 Identification of potential hazards. 2.3.4 Appropriateness (capacity) of existing utilities, such as power, gas, water, sewer, fiber optics, etc. 2.3.5 The ability of the site to accommodate identified future space needs as identified in Phase I -A. 2.4 Obtain, to the extent possible, historical and current aerial photographs of the properties, the purpose being to illustrate previous site utilization. 2.5 Issue the final report, which shall contain recommendations relative to potential solutions, and shall include up to three (3) alternative development options (for the two sites) as to the size and associated potential costs of each such alternative. This report shall be issued to the City's Project Management Team for review and consideration, and subsequently, upon the City's direction, to the City of Baytown City Council at a public meeting and/or Council Workshop. 2.6 Based upon the information obtained during development of the Spatial Needs Assessment, participate in a meeting(s) with representatives of the City of Baytown to initiate the Master Planning effort. The premise of this meeting shall be to obtain consensus as to the appropriate land utilization of the designated property and the proposed facility, as well as future expansion requirements. 2.7 Based upon the adopted Development Alternative, prepare a Master Plan Document of the selected site, illustrating: 2.7.1 Proposed land utilization of the selected site. 2.7.2 Location and general configuration of "current need" facilities. 2.7.3 Areas of potential expansion for future need. 2.7.4 Location of vehicles access and egress, both staff and public. 2.7.5 Pedestrian areas and site circulation. 2.7.6 Vehicle Parking Areas (Staff, Public). 2.7.7 Area(s) designated for stormwater detention. 2.7.8 Required Standoff Distances 2.8 Prepare a final Master Planning Drawing illustrative of the proposed recommended solution and present same to the staff of the City of Baytown. These documents shall then, upon direction by the City Administration, be the focal point of an outreach program with the purpose of explaining the importance of the project to the Council Members. Phase 1-C — Conceptual Building Design: Upon written authorization from the City, Professional shall prepare conceptual design of the preferred option for these documents consisting of preliminary elevations and illustrating the following items: 3.1 Confirm the site development layout illustrating parking areas, vehicular pedestrian circulation, public/private zones, site utility considerations, future expansion, etc 3.2 Provide blocking and stacking diagrams of major programmed spaces showing functional relationship. 3.3 Provide building size shape configuration showing major entry points 3.4 Provide graphic representation of proposed exterior building enN elope components. 3.5 Provide list of proposed energy efficient systemsibuilding components. 3.6 Provide optional solutions if necessary to address identified constraints. 3.7 Research and provide information relative to identifying potential supplemental grant funding sources, noting entities which provide funds for projects of the type envisioned for public safety facilities. 3.8 Based upon the information assembled and documented, prepare a written report noting the information herein contained, and make a specific recommendation as to the appropriateness of the property redevelopment. Eight (8) hard copies plus a digital copy of this report shall be provided to the City.