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Ordinance No. 14,277ORDINANCE NO. 14,277 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE AND THE CITY CLERK TO ATTEST TO A PROFESSIONAL SERVICES AGREEMENT WITH HALFF ASSOCIATES, INC., FOR SERVICES ASSOCIATED WITH THE UPDATE AND DEVELOPMENT OF CITY OF BAYTOWN 2030 PARKS, RECREATION, TRAILS AND BAYTOWN NATURE CENTER MASTER PLANS; AUTHORIZING PAYMENT IN AN AMOUNT NOT TO EXCEED TWO HUNDRED FIFTY THOUSAND AND NOI100 DOLLARS ($250,000.00); 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 Halff Associates, Inc., for services associated with the update and development of City of Baytown 2030 Parks, Recreation, Trails and Baytown Nature Center Master Plans. A copy of such 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 authorizes payment to Halff Associates, Inc., in the amount of TWO HUNDRED FIFTY THOUSAND AND NOI100 DOLLARS ($250,000.00), pursuant to the agreement identified in Section I 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 TWENTY-FIVE THOUSAND AND NOI100 DOLLARS ($25,000.00) 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 affirmativENDON City Council of e City of Baytown this the 181h day of November, 2019. BCAPETILLO, M yor ATT T: L TICIA BRYSCH, Clerk APPROVED AS TO FORM: ACIO RAMIREZ, SR., i Attorney try 7 OF T�� R:\Karen\FileslCity CouncillOrdinances\2019\November 18\HalffAssociates4ParksMasterPlan.doc Exhibit "A" AGREEMENT FOR PROFESSIONAL SERVICES STATE OF TEXAS COUNTY OF HARRIS This Agreement (this "Agreement") entered into by and between Halff Associates, 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 planning services for the preparation of an updated Parks, Recreation, Trails and Open Space Master Plan (the "Work") for and on behalf of the City. The Work is intended to be used by the City (i) to guide the growth and enhancement of the City's parks, open spaces, and recreational facilities in a manner that addresses current community needs and anticipated public recreation trends over the next ten (10) years and (ii) to develop a comprehensive recreational trails program and supporting facilities in the City. The compensation for Professional shall not exceed a total of TWO HUNDRED FORTY-TWO THOUSAND FIVE HUNDRED AND NO/100 DOLLARS ($242,500.00) and shall be on the basis described in Exhibit "A." Reimbursable expenses shall not exceed SEVEN THOUSAND FIVE HUNDRED AND NO/100 DOLLARS ($7,500.00) and shall be paid on the basis described in Exhibit "B." The time 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 Jim Carrillo, 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. 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. Rejection of Professional's Employees The City reserves the right to approve or reject from the Work any employees of the Professional. Agreement for Professional Services, Page 1 4. Designation and Duties of the City's Representative a. The City's Director of Public Works and 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 Work 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 planner 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. Aereement 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. Professional Liability Insurance ■ 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 ■ Waiver of Subrogation required. Agreement ror Proressional Services, Page 4 b. The following shall be applicable to all policies of insurance required herein. I. Insurance carrier for all liability policies must have an A.M. Best Rating of A-:VIII or better. 2. 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. Professional Liability Insurance 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 Professional Liability 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. 7. 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 REASONABLE ATTORNEY'S FEES IN PROPORTION TO PROFESSIONAL'S LIABILITY, FOR INJURY TO OR DEATH OF ANY PERSON, FOR DAMAGE TO ANY PROPERTY, OR FOR ANY BREACH OF CONTRACT, ARISING OUT OF, OR IN CONNECTION WITH THE SERVICES Agreement for Professional Services, Page 5 PERFORMED BY PROFESSIONAL UNDER THIS CONTRACT TO THE EXTENT CAUSED BY OR DIRECTLY RESULTING FROM THE NEGLIGENCE, INTENTIONAL TORT, INTELLECTUAL PROPERTY INFRINGEMENT, OR FAILURE TO PAY A SUBCONTRACTOR OR SUPPLIER COMMITTED BY PROFESSIONAL OR PROFESSIONAL'S AGENT, CONSULTANT UNDER CONTRACT, OR ANY OTHER ENTITY OVER WHICH THE PROFESSIONAL EXERCISES CONTROL. 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 9 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 services performed hereunder. This release shall apply with respect Agreement for Professional Services, Page 6 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. 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 wthin 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 Professional's instruments of service, whether complete or not, in an acceptable form and format to the City's Representative. No final payment will be made until all instruments of service 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 Agreement for Professional Services, Page 7 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. 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. No Boycott of Israel. Professional agrees that it will not boycott Israel during the term of this Agreement. As used in this section, "boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli -controlled territory, but does not include an action made for ordinary business purposes. 17. 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. 18. Payroll and Basic Records 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 Agreement for Professional Services, Page 8 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. 19. 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. 20. 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 HALF ASSOCIATES, INC. Attn: Jim Carrillo 14800 St. Mary's Lane, Suite 160 Houston, TX 77079 FAX: 281-310-5259 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. 21. No Third Party Beneficiary AP rccment for Professional Services, Page 9 This Agreement shall not bestow any rights upon any third party, but rather, shall bind and benefit Professional and the City only. 22. 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. 23. 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 any other term or condition or subsequent waiver of the same term or condition. 24. 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. 25. 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. 26. Headings The headings used in this Agreement are for general reference only and do not have special significance. 27. 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. 28. 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. 29. 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. Agrecencnt for Professional Services, Page 10 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 _ day of 2019, the date of execution by the City Manager of the City of Baytown. HALF ASSOCIATES, INC. 7:t�� - (Signature) 1S�- Tv4v--f (Printed Name) 'VEZ4-1 l.ilcl2— . (Title) CITY OF BAYTOWN RICHARD L. DAVIS, City Manager ATTEST: LETICIA BRYSCH, City Clerk APPROVED AS TO FORM: IGNACIO RAMIREZ, SR., City Attorney STATE OF TEXAS § COUNTY OF HARRIS § Before me on this day personally appeared ... .......... , in his/her capacity as of Half Associates, Inc., on behalf of such corporation, known to me; Agreement for Professional Services, Page I I 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. SUBSCRIBED AND SWORN before me this day of , 2019. Notary Public in and for the State of Texas %\crbfs0I\IcgaiiKarenlFiles\Gngineerng\ArchitecI Agreements\Halff Assoc iatesTarks, Rcercation, Trails and Open Space btaster Plan\Agreement doe Agreement for Professional Services, Page 12 EXHIBIT A COMPENSATION Services of Professional required under this Agreement shall not exceed TWO HUNDRED FORTY-TWO THOUSAND FIVE HUNDRED AND NO/100 DOLLARS ($242,500.00) based upon the rate schedule, which is attached hereto and incorporated herein as Appendix I to this exhibit, and shall not exceed the following for any task of the project: 1 M = - Pre -Planning and Coordination !7$35,000.00 2 ExistingConditions and Park/Field Conditions Review 3 Public En a ement 4 Needs Assessment $37.500.00 5 Recommendations $62,500.00 6 Prioritization and Implementation Program $35,000.00 7 Final Master Plan Document $25,000.00 Total Cost Not to Exceed $242,500.00 Additional Services Professional will perform 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 Professional unless such additional services have been approved in writing prior to the performance of the same. APPENDIX 1 TO EXHIBIT A RATESCHEDULE Staff Cateeory Hourly Rate Principal-in-Charge/Project Manager ............................ $323.45 Deputy Project Manager/Principal Planner ................... $199.04 SeniorPlanner............................................................... $165.88 Urban Designer/Graphic Communications Specialist... $142.03 Landscape Designer/Technical Writer ......................... $132.69 Mid -Level Planner......................................................... $129.38 GISTechnician................................................................ $87.91 Clerical............................................................................ $65.00 EXHIBIT B REIMBURSABLE EXPENSES Reimbursable expenses shall include costs for incidental items such as parking, mileage, deliveries, and copies. Such expenses will be invoiced to the City at Professional's direct cost plus 10%. Mileage will be invoiced at the IRS rate. Reimbursable expenses will not exceed SEVEN THOUSAND FIVE HUNDRED AND NO/100 DOLLARS ($7,500.00). Additionally, expenses associated with transportation, including, but not limited to, meals, travel, and lodging, must be approved in writing by the City prior to Professional incurring any expense associated therewith; otherwise, the parties hereto agree and understand that the City shall not be liable and Professional shall not make a claim against the City for any such expenses. EXHIBIT C SCHEDULE OF WORK Professional shall perform all of the services required herein as expeditiously as is prudent considering the ordinary professional skill and care of a competent architect. Professional represents that the following timeframe is consistent with such standard and commits to perform such services within three hundred sixty-five (365) calendar days of receipt of a written notice to proceed issued by the City, as more particularly detailed as follows: RI NPre-Planningand Coordination 56 2 Existing Conditions and Park/Field Conditions Review 70 3 Public Engagement, 19 4 Needs Assessment 60 5 Recommendations 80 6 7 Prioritization and Implementation Program Final Master Plan Document 40 40 EXHIBIT D SCOPE. OF WORK A. Generally: Professional shall provide planning services to the City to prepare an updated Parks, Recreation, Trails and Open Space Master Plan (the "Project"). The scope includes: a. the study of the area within (i) the City limits of Baytown and (ii) nearby areas, including the unincorporated areas of Harris and Chambers Counties; b. the consideration of surrounding properties or facilities that may be utilized by the City, or by City residents for recreational purposes; c. the preparation of draft and final reports in Adobe InDesign ("INDD") and PDF format, suitable for distribution electronically and posting to the City website. d. the submission of cost projections at a planning (order -of -magnitude) level, prior to any detailed design for individual projects. e. travel to the City at a minimum during the following stages: Pre -Project Initiation Visit Workshop Presentation to City Council. I Day Kickoff meetings with the Parks and Recreation Department 1 Project Kickoff ("PARD") and departmental staff; tour of parks facilities; 2 to 3 Days y intro. meeting with Parks and Recreation Advisory Board ("PRAB"); City Council workshop. 2 Stakeholder Stakeholder meetings; additional one-on-one meetings with Meetings City Council members. 3 Days 3 Initial Open House Meetings Review with City staff; Open House meetings 3 Days Review Public Input 4 and Needs Review public input findings with City staff; Review Assessment; PRAB public input and needs assessment findings with PRAB. 2 Days Briefing Review Review with City staff; Meeting with PRAB to review 5 programming at the Nature -based recreational programming and proposed 2 Days Nature Center recreational trails program. fi PRAB Briefing, Citywide Public Review with City staff; Meeting with PRAB to review Park 2 Days Meeting recommendations; Citywide Open House Public Meeting. Final PRAB, Review with City staff, Final meeting with PRAB for 2 Days 7 Planning & Zoning recommendation to City Council. Planning and Zoning Presentations Commission briefing. Final 1 Da 8 Presentation City Review with City staff; Workshop presentation to City y Council. Council * Number of visits is established for the scope of services. Sequence and purpose of visits is projected and may vary to accommodate planning process needs. Projected duration and firm participation may vary based on actual project requirements. B. Basic Services: The scope of services will include tasks required to provide the following pre -design services for the Proj ect. Task 1 — Pre -Planning and Coordination. Upon written authorization from the City, Professional shall perform the following services: 1.1 Project administration. a. Professional shall conduct administrative activities throughout the term of this agreement, including, but not limited to, meeting logistics, quality control, contract administration, sub -consultant oversight, invoicing, and progress reporting. 1.2 Project Initiation. a. Project Initiation Teleconference. Professional shall convene a project initiation and coordination teleconi'erence with PARR staff to: 1. discuss project goals; 2. establish communications protocol; 3. discuss data and documentation needs for the project; 4. project schedule, including key milestones and deliverable dates; and 5. determine the final public outreach strategy. b. Park Master Plan Template. Professional shall develop a project report template and graphics program for formatting and organizing plan figures, tables, maps, and other graphics. Professional shall submit the project report template and graphics program to the City of Baytown for its review and written approval. C. Public Outreach Strategy. Following the project initiation teleconference, Professional shall prepare a summary memorandum outlining the intended on-line and in -person public outreach methods that will be utilized to ensure citizen participation in the parks and recreation master planning process. The public outreach strategy will expand upon this scope of work by listing outreach techniques, responsible parties, and anticipated outreach schedule. 1.3 Pre -Planning and Background Information. Professional shall conduct the following activities in analyzing baseline community conditions and preparing for public outreach: a. Assemble a List of Requested Files and Information. Professional will submit a list of required base information to PARD staff, including most recent demographic data, usage data, recreational programs, budgets, ordinances, event inventories, summaries of existing facilities and equipment in each park, other applicable previous or ongoing studies, and most recent GIS information. b. Plan Review and Documentation. In conjunction with other requested data, Professional shall request a digital copy of all relevant City, regional, and state plans, studies, concept plans, policies, and programs that may influence the Master Plan. Professional shall review previously completed and on -going applicable concept plans, studies, policies, programs, and processes to understand recent planning efforts and document plan findings, including issues, opportunities and recommendations. c. Develop Base Mapping. Professional shall request base GIS mapping shapefiles from the City of Baytown and will use the GIS and other background base data provided by the City and PARD to prepare an updated base map of the City's park system. The base mapping will include areas within the City limits and may include other relevant properties within the City's extraterritorial jurisdiction ("ETJ"), as well as adjacent areas such as unincorporated areas of Harris and Chambers Counties. Professional understands and agrees that the GIS data shape files are property of the City, shall not be given or sold or otherwise distributed to other parties in any way, may contained data sets that are licensed to the City for specific purposes, and will be deleted and/or destroyed upon the City's acceptance of the Work. d. Record of Accomplishments. Professional shall incorporate a summary of the accomplishments and ongoing activities based upon the most recent Parks, Recreation, and Open Space Master Plan and any recent or ongoing City opinion surveys, departmental reports, or planning processes that address public perceptions of recreational needs or utilization of the City's park system. e. Demographic Profile. Professional will incorporate demographic, psychographic, and socioeconomic data from the U.S. Census, ESRI Business Analyst, or as compiled by the City through other sources and will utilize the population projections already used by the City (if available) to determine per capita needs for the future. Professional shall incorporate this data into the final report document. f. Comparison Communities. Professional will review statistical information for up to six communities that are similar in demographic composition and population size to Baytown. Typical information covered will include, but not be limited to the following: population, land area, total park acreage, percent of land area, area of indoor (conditioned) recreational space, number of pools/splash pads, number of parks staff, parkland acres per staff, PARD 2018-2019 annual budget, recreational programming, parkland dedication ordinance, CAPRA accreditation, unique and notable features and characteristics, etc. The objective is to develop a baseline of parks and recreation standards for local communities similar to Baytown; in order to compare and assess municipal park facilities and programming (supply) against the demand for existing facilities and programs, in order to gauge potential deficiencies in Baytown PARD's delivery of services; learn and potentially adopt other communities' "best practices," etc. g. Absent a preferred list of comparison communities as directed by the PARD, Professional shall derived comparison communities from the NRPA's Park Metrics program. Use of the NRPA's Park Metrics program will require that the PARD update park, public grounds, open space, and recreational asset inventories within the program. 1.4 Kick-Offlvleetings, hiterviews, and Tour a. Conduct Kick-ofJ'Meetings with PARR Staff'.' As part of the public kick-off, Professional will facilitate a minimum of six (6) individual or small group interdepartmental and PARD internal staff kick-off meetings. This could include interviews with staff from other relevant departments, including planning, public works, city management, etc. Meetings with internal PARD staff shall include those involved with recreation, facilities, operations and maintenance, and other aspects of the department. The purpose of these meetings is to introduce the master planning effort and to identify known issues and opportunities related to the City's parks, trails, athletics, and recreation programs. b. Existing Park and Recreation Facilities and Programs Review. Professional will tour the City's park properties and facilities with PARD staff to obtain a first-hand perspective of the City's parks system. C. Field Reconnaissance. While the parks tour is intended to provide an initial overview of the key issues and opportunities facing the park and recreation system, Professional shall perform subsequent field reconnaissance and compile photo -documentation throughout the project as necessary. d. Professional shall meet with PRAB and discuss the master planning process, to review key potential issues, and to discuss overall plan vision statement and goals. e. Professional shall also meet with City Council to discuss the parks and trails master planning, and recreational programming process, to review key potential issues, and to discuss overall plan vision statement and goals. Meetings: Professional shall conduct and/or participate in the following meetings during Task 1: a. Project initiation teleconference with PARD staff, b. in -person kick-off meeting with PARD staff; C. A minimum of six in -person meetings with key City department leaders; d. Introductory meeting with the Parks and Recreation Advisory Board; e. Workshop with City Council. Deliverables: Professional shall provide the following key deliverables during Task 1: a. Master Plan template; b. Public outreach strategy memorandum; C. Project Schedule; d. "Request for information" spreadsheets; and e. Summary notes/findings from individual meetings. Task 2 — Pre -Planning and Coordination. Upon (i) the City's receipt and written acceptance of the Task 1 deliverables and (ii) written authorization from the City, Professional shall perform the following services: 2.1 Confirm Mapping and Assemble Inventory of Existing Facilities. a. Professional shall prepare inventory of existing facilities. Professional shall provide an excel spreadsheet to PARD for completion of existing facilities in each existing parks. Professional's inventory will include the number and type of parks, public grounds, or other open spaces owned and maintained by the City and/or other public or quasi -public recreational service provider. b. Professional shall confirm base mapping and map the general geographic location of all parks, public grounds, and other open space properties in Baytown. Mapping accuracy will be reviewed by PARD staff, and updates will be conducted as necessary (i.e., recently added parks and trails). Assets that Professional shall show on the map will include: I . Existing parks, recreation facilities, public grounds (civic spaces), open spaces, and trails; 2. Existing recreation/civic facilities; 3. Non -municipal properties or facilities utilized by the City for recreational purposes via intergovernmental agreement, lease, or other contract; 4. Private or quasi -private recreation facilities (as identified by PARD staff); and 5. City -owned properties, including undeveloped properties. 2.2 Review Park Facility Standards. a. Professional shall review applicable park facility standards. b. Professional shall review National Recreation and Parks Association ("NRPA") and per capita standards for parks, facilities, recreational programs, and parks department staffing. C. Professional shall determine applicability relative to Baytown park user groups. 2.3 Review Park Department Resources. a. Professional shall assess available budget and staffing based upon the (i) current staffing and budget information provided by PARD, as well as (it) the staffing and budget information from the previous five years provided by PARD. b. Professional shall review current and recent year budget and staffing trends. C. Professional shall summarize key findings in tabular format. 2.4 Draft Goals and Vision Update. a. Professional will evaluate, revise and update previous long-term parks and recreation goals and objectives for the City. Professional will review existing or proposed goals and objectives with PARD staff and the PRAB and modify as appropriate per comments received. b. B. Where applicable, initial goals and objectives will be based on previous parks master plan goals, as well as other policy statements included in existing City plans and studies, in order to promote compatibility. Meetings: Professional shall conduct and/or participate in the following meetings during Task 2: a. Telcconfcrencc(s) to discuss inventory and mapping needs and potential areas requiring clarification; and b. Teleconference(s) to discuss park assessments, current budget and staffing information. Deliverables: Professional shall provide the following key deliverables during Task 2: a. Base inventory template in EXCEL format for completion by PARD staff; b. Updated template with information provided by PARD staff for review and confirmation; C. Table with applicable NRPA and other standards; d. Base park and facility mapping for PARD confirmation; and e. Draft initial master plan chapters (Chapter 1, Tntroduction, and Chapter 2, Existing Conditions, including draft park reviews) for PARD review and comment. Task 3 — Public Engagement. Upon (i) the City's receipt and written acceptance of the Task 2 deliverables and (ii) written authorization from the City, Professional shall perform the following services: 3.1 Public Outreach Preparation. Concurrent with the public outreach strategy developed in Task 1, Professional will begin behind -the -scenes preparation of principal public engagement activities. Materials and associated branding activities will be prepared by Professional in partnership with PARD and other City staff assigned to help inform residents about the Parks Planning process. 3.2 Stakeholder Meetings. a. Stakeholder Visioning Meetings. Professional shall meet with key community representatives and groups to guide initial plan goal and objective development, and develop SWOT (Strengths, Weaknesses, Opportunities, and Threats) analyses. 1. These listening sessions should be comprised of 10-15 people per meeting and are intended to identify important community issues and their recommendations for the future of the City's park facilities, public grounds, and recreational programs. 2. Meetings will be topical so that a more in-depth discussion may occur on specific issues; however, it is understood that some attendees may participate in meetings based on time availability. 3. The following potential stakeholders are suggested (list not exclusive), but will be altered based on suggestions by PARD staff and City administration: (a) Indoor recreation and services (e.g., recreation center and senior center users) (b) Sports leagues and active recreation (e.g., coach groups; league administrators, sports tourism representatives, etc.); (c) Outdoor recreation and passive park and trail users (e.g., walking, running, and bicycling groups; sporting clubs; etc.); (d) Nature -based tourism groups (e.g., bird -watchers, fishing clubs); (e) Economic development and developer/homebuilder representatives; (f) Cultural, historical, and beautification groups; and, (g) General citizens (e.g., other key stakeholders or individuals who have been involved with park system or recreational programming issues). 4. Professional will conduct a minimum of eight (8) visioning meetings with multiple stakeholders at each meeting for representative parks groups. 5. Professional may conduct additional one-on-one meetings with key individuals or entities during, or subsequent to, the Stakeholder meeting visit. 6. Meetings will be during alternative timeframes over a consecutive two to three-day period, including lunch or evening timeframes, and will be conducted in an informal "roundtable" format. b. Visits with Citv Council Members. Professional shall conduct specific individual visits with elected officials. C. Strategy Meetings. Professional will convene a minimum of three (3) additional stakeholder meetings during the project to garner ongoing input and support from key interests and engaged member of the public. 1. Attendees shall be selected by the PARD 2. Strategy meetings will take place in conjunction with (but separate from) PRAB meetings. 3.3 Master Plan Advisory Committee (PRAB). a. Benchmark Meetings. Professional shall meet with the PRAB at five "benchmark" meetings at key points in the planning process. At each benchmark meeting will present interim findings, deliverables, and facilitate further discussions/exercises to guide the next steps in the planning process. Benchmark meetings will occur as follows: I. Project Kick-off (Visit # 1). As part of the project kick-off, Professional will meet with the PRAB to present an overview of the project and the proposed plan elements. During the meeting, Professional will conduct a visioning work session, and begin the process of redefining goals and objectives. 2. Review of Public Engagement and Preliminary Findings. Professional will meet with the PRAB to present a summary of early public engagement; an overview of the parks and recreation facilities tour and independent field reconnaissance and findings, and key assumptions moving forward. 3. Nature -based Recreational Programming Recommendations. Professional will meet with the PRAB to discuss issues, recommendations and findings related to nature -based recreational programming and tourism; as well as the development of a citywide recreational trails program. 4. Park System and Program Recommendations. Professional will meet with the PRAB to discuss preliminary recommendations for park land and facility level of service, recreational programming, and system -wide operations. During this visit, Professional will also make a presentation to the Baytown Planning and Zoning Commission. 5. Final Plan Review and PRAB Recommendation to Council. Professional will meet with the PRAB to present the draft final plan (incorporating comments received from the previous PRAB meetings) so that an official recommendation could be made by the PRAB to the City Council. 3.4 On -Line Community Survey. a. Survey Purpose and Distribution. To solicit appropriate and specific feedback from the citizens of Baytown, Professional will prepare and administer an online community survey as part of this Project, which survey shall address public recreational preferences. Developing and administering the on-line citizen survey includes the following: 1. Electronic online survey which will be posted in SurveyMonkeyO and cross -linked to the City website's home page and the City's Parks and Recreation website by City IT staff. Professional shall submit the draft survey to City staff for review and approval prior to being publicly announced. 2. Professional shall provide survey announcements, which can be transmitted electronically, or as part of a newsletter or postcard in the mail by the City of Baytown. The City will be responsible for forwarding the announcement to interested parties via email, newspaper, mail or as inserts in utility mailings. 3. Professional shall design, format and order survey business cards (500) and Plexiglas card holders (10) for delivery to PARD for distribution around the City. 4. Professional shall provide surveys and distribution materials in English and Spanish only. Optional other survey translation can be provided as an additional service if deemed necessary. b. Survey Results and Feedback. Professional shall provide overall raw results of the online survey to PARD staff and shall provide a summary overview of key results in the plan document. 3.5 Public Open Houses. a. Facilitated Meetings. Professional will facilitate two (2) series of public open houses — advertised by the City of Baytown and PARD — to provide opportunities for area residents to review and provide input into the plan development process, including identifying key concerns, destinations, types of facility preferences, etc. Public meetings will occur on consecutive evenings. This task includes two (2) open house series, for a total of three (3) open houses, as follows: 1. Visioning Open House. The visioning public open houses will be structured to solicit preferences regarding public parks, trails, and recreational programming and services. Two (2) initial open houses will be conducted; and convened at strategic locations in the City, on consecutive nights as feasible. 2. Action Plan Open House. The action plan public open house will offer participants the opportunity to view and evaluate preliminary plan recommendations and participate in prioritizing the parks/athletics recommendations master plan actions. One large open house will be conducted by Professional at a central location to provide an opportunity for input. This open house will occur in conjunction with Task 6. b. Meetings "In -a -Box. " Professional shall prepare materials for public open houses so that the same are transportable. Materials will include presentation boards, maps, sign -in sheets, and other accessory items. The time frame to conduct these meetings will be determined by Professional and PARD so that input from these additional meetings can be incorporated into the planning process in a timely manner. Note: If deemed necessary, the City will provide Spanish interpretation services at public open houses and Professional shall provide a Spanish-speaking staff member if requested by the City. 3.6 Public Hearing -- Final Presentation to City Council. Professional shall make a final presentation to City Council for consideration of the Master Plan for adoption. This presentation will include a public hearing (with necessary legal advertisement by the City). Meetings: Professional shall conduct and/or participate in the following meetings during Task 3: a. Staff kick-off meetings; b. Stakeholder `Visioning' meetings C. PRAB meetings d. Public open house events, e. City Council meetings — initial presentation and public hearing General summaries of each meeting will be provided to PARD for review and inclusion in the master plan document. Deliverables: Professional shall provide the following key deliverables during Task 3: a. Meeting materials; b. Staff, public opinion survey and visioning meeting summary findings. C. Meeting presentations and other materials for posting to the City's website. Task 4 — Needs Assessment. Upon (i) the City's receipt and written acceptance of the Task 3 deliverables and (ii) written authorization from the City, Professional shall conduct a four-part needs assessment, which shall include the following: 4.1 Level of Service Assessments. a. Level of Service Assessment. Professional shall: I . examine the need for park and trail facilities in different areas of Baytown, both in terms of park land as well as specific facilities. 2. compare to other pier communities, NRPA standards, and previous City of Baytown target levels of service 3. develop unique levels of service for Baytown that match citizen expectations. b. Demand -based Assessment. Professional shall evaluate sports, parks and recreation program and facilities needs based on citizen feedback and desires, as well as participation trends. C. Resource -based Assessment. Professional shall evaluate potential locations for key facilities development opportunities such as greenways and blueways, lands for future parks, and connections to recreational trails. d. Recreation Programs/Facility Needs Assessment. Professional shall: 1. Conduct a general review of existing recreation facilities and programs and gather data on key needs and opportunities. 2. Compare the results of initial public engagement activities to the recreational programs, events, and activities offered by the City and other providers to assess opportunities for program enhancements, additions, or other adjustments. `Event' assessment will be limited to those events and activities for which the PARD is the principal sponsor and administrator (as opposed to events sponsored by Visit Baytown/Baytown Tourism, and/or other associations, etc.) Recreational program assessment activities include: 1. Program Inventory. The PARD will provide Professional with an inventory of recreational programs, events, and activities, including dates/times and frequency offered, capacity, and participation rates and trends. Program information will include details on contracts with service providers (i.e. lifeguards, instructors, etc.). 2. Programming Budget. The PARD will provide Professional a consolidated spreadsheet of program, event, and activity expenditures and revenues. 3. Recreational Program Assessment. Professional shall work with PARD staff to conduct a cost recovery analysis to identify programming gaps identified by community engagement activities, an analysis of facility usage, and a review of example activities promoted by comparable communities. Professional shall recommend program adjustments and incorporate the same into the draft implementation program for PAC and public review. 4.2 Needs Assessment Summary. Professional shall: a. Prepare a draft summary of the Needs Assessment process and findings; b. Submit to PARD for review and comment; and C. Prepare maps as appropriate that demonstrate key needs based on geographic distribution, proximity to park land, and the presence of accessible routes. 4.3 Operational Analysis. a. Analysis. Professional will utilize available City data to assess the relative fiscal health of PARD operations. Subject to the availability of sufficient data, Professional's operational analyses may include: trends in operating expenditures per capita, per acre park land acreage, revenues per capita, and associated cost recovery for operations. b. Anticipated Operational Needs. Professional shall compare baseline operational assessments to proposed plan actions and capital projects to determine potential adjustments to operational expenditures and revenue sources. Professional shall include the findings and recommendations, including any needs for additional staff and funding resources, in the Master Plan's Implementation Action Plan. C. Review with Staff/PRAB. Professional shall conduct working review meetings with PARR and the PRAB. Meetings: Professional shall conduct and/or participate in the following meetings during Task 4: a. Teleconferences with PARD staff, b. Review meeting with PRAB Deliverables: Professional shall provide the following key deliverables during Task 4: a. Summary of findings in draft Chapter(s) format. Task 5 —Recommendations. Upon (i) the City's receipt and written acceptance of the Task 4 deliverables and (ii) written authorization from the City, Professional shall develop recommendations for parks and recreation, trails elements in Baytown, including: 5.1 Citywide Parks, Trails, and Indoor Recreation Recommendations. a. Existing Park Improvements. In summary form, Professional shall recommend updates and improvements to key existing parks in the system. Professional shall summarize these updates in table format. b. Parks Distribution. As determined by the Needs Assessment task, Professional shall include recommendations for parkland acquisition in under -served areas of the City, including smaller and larger parks. Professional shall address identified need for specific facilities by type (i.e., additional athletic facilities). C. Trails and Bicycle Connections. As an integral component of the Master Plan, Professional will prepare a comprehensive trails program for the City; focused on providing: I. Active transportation (pedestrian and bicycle) connections (off-street recreational trails and on -street bicycle lanes) between points of origin (i.e., neighborhoods and subdivisions) to key destinations (schools, parks, Downtown, commercial districts, Nature Center, etc.); and 2. Trail connections (greenway and blueway) to natural, cultural, and scenic resources and amenities, for the purposes of recreation. Professional shall incorporate new potential trail opportunities. In map format, Professional will update current route recommendations for trail and bicycle mobility and blueways (canoe/kayak trails), as applicable, and recommend additional trail routes based on public input received. d. Indoor Recreation and Aquatics. Professional shall summarize potential indoor facility and aquatics issues and incorporate general recommendations for programs and potential associated building facilities as determined to be necessary. Professional shall incorporate the recent Indoor Recreation Feasibility Study into the Master Plan as directed by PARD staff. This task does not include detailed analyses of building or pool conditions. Professional shall include recommendations for follow-up feasibility studies as determined to be necessary. 5.2 Conceptual Plans. Professional will prepare conceptual development plan(s) for up to three (3) municipal parks as identified by PARD. During the scheduled meetings with the PRAB, Professional would work with the PRAB to formulate provisional development programs for each park. Conceptual development plans would be prepared in electronic schematic format, to illustrate opportunities, constraints, key concepts, drainage and circulation patterns. predominant vegetation and landscape enhancements, and order -of -magnitude costs at a pre -design level. Each plan would: a. Identify potential thematic and facility enhancements that could develop new park sites, or expand and improve usage of existing park sites; b. Prepare preliminary concept level estimates for inclusion in the Citywide master plan; and, C. Create a long -tens vision for the park so that follow-up master planning, design and the construction of recommended improvements work towards desired community outcomes. Strategies for linkages to other City destinations, potential phasing and consideration of opportunities for grant funding will be considered by Professional. Stakeholder and citizen input would be incorporated into the engagement process outlined in Task 3 above; and concepts will be presented by Professional as part of the public review noted in Task 6. As presented, preparation of a conceptual development plan assumes coordination and visioning activities with PARD staff and PRAB during previously identified visits in this scope of work. Deliverables: Professional shall provide the following key deliverables in digital format during Task 5.2: a. A rendered concept plan in draft form for review and comment; b. One set of revisions to the concept, cost estimates and phasing diagram. 5.3 Nature Center/Wetlands Center Strate&T. Based on discussions conducted with PARD staff, including Nature Center/Wetlands Center staff, Professional shall conduct a review of the Nature and Wetlands Center(s) and prepare a summary of key recommendations. These may include: a. In concept form, identify potential enhancements that could improve operations at both sites; b. Identify key staffing and operational recommendations that may enhance operations at both sites; C. In conjunction with PARD staff, identify potential program enhancements or expansions that may increase visitation; d. Prepare preliminary concept level estimates for inclusion in the Citywide master plan; and, e. Prioritize recommendations and identify potential funding mechanisms or sources. Professional shall summarize recommendations for the Nature Center/Wetlands Center in an individual chapter of the Overall Master Plan update. As presented, preparation of a conceptual development plan assumes coordination and visioning activities with PARD staff and Commission during a visit previously identified in this scope of work. (Note: Any physical recommendations prepared for these facilities will be at a planning level and would not include any detailed site assessments, environmental or engineering analysis, or on -the- ground topographical surveys. Conceptual plan cost projections that are recommended will be at an order of magnitude level.) 5.4 Operations and Maintenance Recommendations. a. Findings and recommendations, including any needs for additional staff and equipment, changes in administrative policies, funding resources, will correspond to the Master Plan's Implementation Action Plan. b. Professional shall review operations and maintenance recommendations with Staff/PRAB. C. Professional shall conduct working review meetings with PARD and the PRAB. Mectines: Professional shall conduct and/or participate in the following meetings during Task 5: a. Review with Staff b. Review meetings with PRAB Deliverables: Professional shall provide the following key deliverables during Task 5: a. Citywide Parks, Trails, and Indoor Recreation Recommendations document in draft format for review; b. up to three concept plans for park sites, C. Nature Center/Wetlands Center recommendations, and d. PARD Operations and Maintenance Recommendations, in draft format for review. Task 6: Prioritization and An lementation Program Professional shall perform the following as part of the prioritization and implementation program: 6.1 Implementation Action Plan. a. Work Program. Based on the current and anticipated growth in the City, Professional will consider and provide recommendations to address the specific park land, facility, and equipment identified throughout the master planning process. Recommendations will include a combination of: 1. Prioritized physical improvements accompanied by order of magnitude costs; and, 2. Descriptions of additional long-term system wide enhancements. b. Parks Capital Improvements Program. Professional shall identify and prioritize specific capital projects derived from the work program recommendations. Associated `order of magnitude' costs will be included. The Master Plan's capital program does not replace or supersede any official capital improvements plan (CIP), but provides a list of potential projects that the Mayor and City Council may wish to add at a future date. C. Funding Program. The lists of park land acquisitions and physical improvements contained in the work program and parks capital improvements program will be augmented by an overview of recommended funding sources to support capital investments. Capital funding sources will be considered in addition to the funding sources recommended in conjunction with Task 5.2 for park system operations and maintenance. 6.2 Public Review and Prioritization. a. Citywide Public Review. The recommendations of all components of the plan will be presented by Professional to the public at -large in one final major public open house (as summarized in Section 3.5 A ii). Professional shall conduct prioritization exercises during the meeting to determine citizen preferences for Citywide recommendations. b. Based on input from City staff, the public at -large and the PRAB, Professional shall incorporate draft action plans for each component of the plan, and the recommended sequence and prioritization for each action into the draft plan document. Meetings: Professional shall conduct and/or participate in the following meetings during Task 6: a. One major public open house event b. Presentation to PRAB. Deliverables: Professional shall provide the following key deliverables during Task 6: a. Draft action plans and order of magnitude costs for high priority actions; b. Materials and presentation for Public Open House meeting; and c, Materials and presentation for PRAB meeting. Task 7: Final Master Plan Document Professional shall prepare the final master plan document, including the following services: 7.1 Prepare Public Hearing Draft Of Master Plan. Professional shall prepare a final draft master plan document based on public input, findings, and feedback received from the PRAB and PARD during development of the draft Master Plan document and implementation program. 7.2 City Review and Action. a. Post Electronic Copyfbr Citizen Review. Professional will transmit a PDF of the Master Plan final draft document to PARD staff for posting on the City's website for review and comment. The City will transmit an electronic email blast to its contacts notifying them that the draft is available for review. b. PRAB Review and Recommendation. Professional shall present a final Master Plan document to the PRAB, solicit review conunents, and address recommended changes. Baytown's City Council and Planning & Zoning Commission will be invited to the presentation, to learn about the Master Plan prior to the public hearing. Professional shall conduct a separate briefing of the Planning and Zoning Commission if deemed necessary by the City. A final document will be submitted to PARD staff for approval by the City Council. C. City Council Public Hearing and Consideration of Adoption. Professional and PARD staff will present the final Master Plan document to the City Council after a public hearing. This will include a presentation of the final Master Plan document and a recommendation from the PRAB (and Planning and Zoning Commission if appropriate). 7.3 Prepare Adopted Parks Master Plan. a. Submit Final Document Original. Professional will provide electronic versions of all original files related to the Master Plan, and five full -color, printed and bound copies of the adopted Master Plan to the City. b. Submit to Texas Parks and Wildlife Department ("TPWD') for review and acceptance. Professional shall provide an electronic copy to TPWD for review and placement on file for future grant assistance qualification. Meetings: Professional shall conduct and/or participate in the following meetings during Task 7. a. PRAB meeting b. City Council public hearing and adoption meeting Deliverables: Professional shall provide the following key deliverables during Task 7: a. Public Hearing Draft; b. final electronic files; and C. five printed copies of final plan originals.