HomeMy WebLinkAboutContract 42824STATE OF TEXAS
KNOW ALL BY THESE PRESENTS
COUNTY OF TARRANT
CITY SECRETARY
CONTRACT W.
THIS AGREEMENT is made and entered by and between the City of Fort Worth, Texas, a
municipal corporation situated in Tarrant, Denton, Parker, and Wise Counties, Texas, hereinafter called the
"City", acting herein by and through Fernando Costa, its duly authorized Assistant City Manager, and
Hahnfeld Hoffer Stanford, hereinafter called the "Architect ", acting herein by and through David R.
Stanford, AIA, its duly authorized representative, for the purpose of providing architectural design services
in support of the conceptual design studies for completion of a comprehensive master plan for the Will
Rogers Memorial Center campus in Fort Worth, Texas.
WITNESSETH:
That for and in consideration of the mutual covenants and agreements herein contained, City and Architect
do hereby covenant and agree as follows:
SECTION I SERVICES OF THE ARCHITECT
1.1 The City hereby contracts with Architect as an independent contractor, and the Architect hereby
agrees to perform, within the professional standards normally accepted in the State of Texas,
professional services in connection with the following general scope of work:
Provide conceptual design studies for a comprehensive master plan for the Will Rogers
Memorial Center in Fort Worth, Texas ( "Project').
This master planning effort will be funded from two sources and have two separate
agreements with the City of Fort Worth and The Projects Group.
The scope of services is described more fully in Attachment "A" of this Agreement.
SECTION 11 PERSONNEL
1. The following personnel will be assigned to this Project:
1.1. City of Fort Worth
1.1.1. Project Manager: Alfonso Meza, Registered Architect
1.2. Architect
1.2.1. Principal in Charge: David R. Stanford, AIA
1.2.2. Project Manager: Ricardo Bargas
1.2.3. Project Architect: Lamarr McDonald
2. Neither party may change key personnel without the prior written agreement of the other party.
SECTION III CHARACTER OF ARCHITECT'S SERVICES
1. Architect shall consult with the City to clarify and define City's requirements relative to the Projects
and review available data.
2. Architect agrees to commit the personnel to each Project assignment as necessary in order to complete
the assignment in an expeditious manner.
3. The Architect shall advise City as to the necessity of City's providing or obtaining additional services
and data from others required in connection with the Projects at Citv's cost and expense (vvh
OFFICIAL RECORD
Hahnfeld Hotter Stanford j POTY(ISECRETARY
Will Rogers Memorial Center Comprehensive Master Plan J� nu,
11TH, Tit
and data Architect is not to provide hereunder but on which Architect may rely in performing services
hereunder), and act as City's representative in connection with any such services of others.
4. The Architect shall pay for the printing of contract documents required for design submittals and
presentations as a part of the reimbursable allowance.
5. The Architect shall perform services as outlined in the Hahnfeld Hoffer Stanford letter, dated
December 30, 2011, subject: Proposed Master Planning and Conceptual Design Projects, Will Rogers
Memorial Center, Fort Worth, Texas, which is attached hereto as Attachment "A" and made a part of
this Agreement.
6. If at any time in the course of the design, the City expands the scope of services, or the Architect
believes the City has requested services that are beyond the scope of this Agreement, the Architect shall
submit a proposal for additional fees and a written agreement shall be reached on said proposal prior to
the Architect proceeding with the work considered to be beyond the scope of this Agreement.
Architect shall not perform any additional services without a written agreement with City. Any services
provided prior to reaching an agreement on additional fees will be non- compensable.
7. Architect shall apply for building permits and provide such service as may be necessary for the building
permits to be issued. The City shall pay any fees for such Building Permits.
SECTION IV SPECIAL SERVICES OF ARCHITECT
1. If authorized in writing by City, Architect shall furnish or obtain from others special services necessary
to complete the Projects. These special services are not included as part of the Basic Services outlined
in SECTION I - SERVICES OF THE ARCHITECT and Attachments "A ". These special services will
be paid for by City as indicated in Section V.
SECTION V COMPENSATION TO ARCHITECT
1. The total compensation for all of the assignments to be performed by Architect to complete the Projects
as described in CHARACTER AND EXTENT of ARCHITECT'S SERVICES and Attachment "A"
hereof shall be $104,642.50, hereinafter referred to as the "total fee," plus up to $2,500.00 in
reimbursable expenses for the portions funded and contracted by the City of Fort Worth.
2. The Architect shall be paid the following stages of the project and the amounts as addressed on the Fee
Proposal worksheet "Section B" summary in Attachment "A ".
2.1 Reimbursement of allowable expenses shall have prior approval of the City. Allowable expenses
include:
2.1.1. Printing Costs
2.1.2. Enhanced CAD drawings for public and City meetings.
2.1.3Long distance phone calls
2.1.4. Postage and courier expenses
2.1.5. Other costs with prior approval of the City
SECTION VI RESPONSIBILITY FOR CONSTRUCTION BUDGET
I . The Architect shall inform the City in writing of the probable construction costs during the Conceptual
Design phase.
Hahnfeld Hoffer Stanford Page 2 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
SECTION VII METHOD OF PAYMENT
The Architect shall be paid not more frequently than once per month on the basis of statements
prepared from the books and records of account of the Architect, such statements to be verified as to
accuracy and compliance with the terms of this Agreement by an officer of the Architect. Payment
according to statements will be subject to certification by the Director, Transportation and Public
Works Department or his duly authorized representative that such work has been performed.
The above charges are on the basis of prompt payment of bills rendered and continuous progress of the
work on the Projects until completion. If City fails to make any payment required herein for services
and reimbursable expenses within sixty days after approval of Architect's statement thereof, Architect
may, after giving seven days written notice to City, suspend services under this Agreement until
Architect has been paid in full all amounts due for services actually performed and reimbursable
expenses incurred.
SECTION VIII PROCEDURES FOR PROVIDING DESIGN SERVICES
1. Programming and Schematic Design Phase:
I.I. The Architect shall visit the site and make himself familiar with the scope of the Project.
1.2. The Architect shall prepare alternative site plans, floor plans, architectural concepts, elevations,
and finish plans and area -based cost estimates.
2. Design Phase:
2.1. The Architect shall prepare presentation graphics using plans necessary for the design and attend
one City meeting (if required).
2.2. Architect, at its sole cost and expense, shall engage a consultant to prepare "Elimination of
Architectural Barriers Registration" and submit the applications to the Texas Department of
Licensing and Regulation. The City will pay all fees required for TDLR reviews and inspections.
All designs shall be in conformance with the Architectural Barriers Act, State of Texas, and the
City of Fort Worth Building Codes.
2.2.1. The Architect shall reimburse the City of Fort Worth for all costs and fees incurred in
modifying a facility in the event it is constructed in accordance with the Architect's designs
and is subsequently determined to be in non - conformance with the above Act or Codes.
2.2.2. The City will bear the construction costs associated with enhancements. The Architect will
reimburse the City for costs to replace or rework features that were constructed in
accordance with the design but fail to meet accessibility requirements or building codes.
2.3. The Architect shall submit estimates of probable construction cost for each stage of design to the
City.
2.4. The City shall acknowledge the probable construction costs and scope in writing at each stage of
design.
2.5. Upon written approval of the final design, the Architect shall make whatever final changes are
necessary and submit the drawings and technical specifications to the City for use in bidding.
2.6. The Architect shall provide electronic files in PDF or DWF format for posting to the Internet.
All designs, drawings, specifications, documents, and other work products of the Architect, whether in
hard copy or in electronic form, are instruments of service for this Project, whether the Project is
completed or not. Reuse, change, or alteration by the City or by others acting through or on behalf of
the City of any such instruments of service without the written permission of the Architect will be at the
City's sole risk. The City shall own the final printed designs, drawings, specifications and documents.
Transfer of ownership of the contract documents does not constitute sale of the documents.
Hahnfeld Hofter Stanford Page 3 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
SECTION IX CITY RESPONSIBILITIES
1. Provide criteria and information as to City's requirements and designate a person with authority to act
on City's behalf on all matters concerning the Projects.
2. Assist Architect in obtaining existing studies, reports and other available data and services of others
pertinent to the Projects and in obtaining additional reports and data as required.
3. Upon reasonable notice arrange for access to and make all provisions for Architect to enter upon public
and private property as may be required for Architect to perform services hereunder.
4. Designate in writing qualified persons who will act as City's representatives with respect to the Project
for the purposes of transmitting instructions, receiving information, interpreting and defining City's
policies and decisions with respect to Architect's services.
5. Review all reports, recommendations and other documents and provide written decisions pertaining
thereto within a reasonable time.
6. Upon reasonable notice provide labor and safety equipment to expose structural elements, to make
temporary repairs, and to operate mechanical and electrical systems as required by the Architect in the
development of the design.
7. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents
presented by Architect, obtain advice of an attorney, insurance counselor and other architects as it
deems appropriate for such examination and render in writing decisions pertaining thereto within a
reasonable time so as not to delay the services of Architect.
8. Provide "Instructions to Offerors" and "General Requirements" for use in assembling the Project
Manual.
9. Prepare easements and right -of -way acquisition conveyance documents, from description provided by
Architect, contact owners, negotiate for or condemn all easements and right -of -way, pay all filing and
legal fees associated therewith.
10. Provide such legal, accounting, insurance and other counseling services to City as may be required for
the Project.
11. Bear all costs incident to compliance with this Section.
SECTION X TERMINATION
1. The City may terminate this Agreement at any time for convenience or for any cause by notice in
writing to the Architect. Upon receipt of such notice, the Architect shall immediately discontinue all
services and work and the placing of all orders or the entering into contracts for supplies, assistance,
facilities and materials in connection with the performance of this Agreement and shall proceed to
cancel promptly all existing contracts insofar as they are chargeable to this Agreement.
2. If the City terminates this Agreement under the foregoing paragraph, the City shall pay the Architect
for services performed in accordance herewith prior to such termination, less such payments having
been previously made. Such payment shall be based upon the work completed up to the date of
termination of the Agreement in accordance with the method of compensation prescribed in Sections V
and VI hereof. Architect shall also be compensated for all termination- related expenses such as
meeting attendance, document reproduction, transfer of records, etc. Provided, however, Architect
shall not be entitled to any compensation that exceeds the total fee to be paid hereunder at the
applicable phase as stated in Section V.
3. Upon early termination or conclusion of this Agreement, the Architect shall provide the City
reproducible copies of all completed or partially completed engineering documents prepared under this
Agreement that shall become the property of the City and may be used by the City in any manner it
Hahnfeld Hotter Stanford Page 4 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
desires. The Architect shall not be liable for the use of such materials for any project other than the
project described in this Agreement.
SECTION XI INDEMNITY AND INSURANCE
1. Approval by the City of contract documents shall not constitute or be deemed to be a release of the
responsibility and liability of the Architect, its officers, agents, employees and consultants, for the
accuracy and competency of the services performed under this Agreement, including but not limited to
surveys, location of subsurface investigations, designs, working drawings and specifications and other
Engineering documents.
2. Such approval shall not be deemed to be an assumption of such responsibility and liability by the City
for any negligent act, error or omission in the conduct or preparation of the subsurface investigations,
surveys, designs, working drawings and specifications and other Engineering documents by the
Architect, its officers, agents, employees and consultants, it being the intent of the parties that approval
by the City signifies the City's approval of only the general design concept of the improvements to be
constructed.
In this connection the Architect shall indemnify and hold the City and all its officers, agents, servants
and employees harmless from any loss, damage, liability or expenses, on account of damage to property
and injuries, including death, to all persons, including but not limited to officers, agents, or employees
of the Architect or consultants, and all other persons performing any part of the work and
improvements, which may arise out of any negligent act, error or omission in the performance of the
Architect's professional services or in the preparation of designs, working drawings, specifications and
other documents.
4. The Architect shall indemnify the City, its officers, agents, servants and employees, or any of them on
account thereof, and shall pay all expenses and satisfy all judgments which may be incurred by or
rendered against them arising out or the indemnification; provided and except, however, that this
indemnification provision shall not be construed as requiring the Architect to indemnify or hold the
City or any of its officers, agents, servants or employees harmless from any loss, damages, liability or
expense, on account of damage to property or injuries to person caused by defects or deficiencies in
design criteria and information provided to Architect by City, or any deviation in construction from
Architect's designs, working drawings, specifications or other documents.
5. Without limiting the above indemnity, Architect shall maintain a policy of comprehensive general
liability insurance coverage with carriers acceptable to City in at least the following amounts:
Commercial General Liability $1,000,000 Per Occurrence
$2,000,000 Aggregate Limit
Workers Compensation
Coverage A: Statutory limits
Coverage B: Employers Liability Insurance
$100,000 Each Accident /Each Occurrence
$100,000 Disease —per each employee
$500,000 Bodily Injury/Disease — Policy Limit
Automobile Liability
$1,000,000 each accident on a combined single basis
OR
I lahnfeld I- loffer Stanford Page 5 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
$250,000 Property Damage
$500,000 Bodily Injury per person per occurrence
Professional Liability Insurance
(Errors and Omissions) $1,000,000 Per claim
$2,000,000 Annual aggregate
6. Architect shall furnish City a Certificate of Insurance in at least the above amounts. Certificate shall
contain a provision that such insurance cannot be canceled without 30 days prior written notice to City.
The City reserves the right to revise insurance requirements specified in this Agreement to the best
interests of the City.
7. General Insurance Requirements
7.1. Commercial General Liability coverage shall be endorsed to name the City an Additional Insured
thereon. The term "City" shall include its employees, officers, officials, agents, and volunteers as
respects the contracted services.
7.2. Certificate(s) of insurance shall document that insurance coverage specified are provided under
applicable policies documented thereon.
7.3. Any failure on part of the City to request required insurance documentation shall not constitute a
waiver of the insurance requirements.
7.4. A minimum of thirty days notice of cancellation, non - renewal in coverage shall be provided to the
City. A ten days notice shall be acceptable in the event of non - payment of premium. Such terms
shall be endorsed onto Architect's insurance policies. Notice shall be sent to the Architectural
Services Manager, Transportation and Public Works Department, 401 West 13`h Street, Fort Worth,
TX 76102.
7.5, The City shall not be responsible for the direct payment of any insurance premiums required by this
Agreement. It is understood that insurance cost is an allowable component of the Architect's general
overhead.
7.6. The City reserves the right to revise insurance requirements specified in this agreement according to
the best interests of the City.
7.7. Insurers for all policies must be authorized to do business in the state of Texas or be otherwise
approved by the City; and, such insurers shall be acceptable to the City in terms of their financial
strength and solvency.
7.8. Deductible limits, or self - insured retentions, affecting insurance required herein may be acceptable to
the City at its sole discretion; and, in lieu of traditional insurance, any alternative coverage
maintained through insurance pools or risk retention groups must be also approved. Dedicated
financial resources or letters of credit may also be acceptable to the City.
7.9. The City shall be entitled, upon its request and without incurring expense, to review the Architect's
insurance policies including endorsements thereto and, at the City's discretion, the Architect may be
required to provide proof of insurance premium payments.
7.10. All insurance, except for the Professional Liability insurance policy, shall be written on an
occurrence basis.
7.11. The Professional Liability policy shall be written on a "claims made" basis, and shall be in effect
for the duration of this Agreement and maintained for a period of six years following the issuance
of the Certificate of Substantial Completion by the Architect. The City shall be notified at least
30 days prior to cancellation or non- renewal in coverage. An annual certificate of insurance
submitted to the City shall evidence such insurance coverage.
Hahnfeld Hoffer Stanford Page 6 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
8. The City shall require its General Contractor to include the Architect as an additional insured on its
general liability insurance.
SECTION XII HAZARDOUS MATERIALS
1. City acknowledges Architect will perform part of the work at City's facilities that may contain
hazardous materials, including asbestos containing materials, or conditions, and that Architect had no
prior role in the generation, treatment, storage, or disposition of such materials. In consideration of the
associated risks that may give rise to claims by third parties or employees of City, City hereby releases
Architect from any damage or liability related to the presence of such materials.
2. The release required above shall not apply in the event the discharge, release, or escape of hazardous
substances, contaminants, or asbestos is a result of Architect's negligence or if Architect brings such
hazardous substance, contaminant, or asbestos onto the Projects.
SECTION XIII RIGHT TO AUDIT
Architect agrees that the City shall, until the expiration of three (3) years after final payment under this
Agreement, have access to and the right to examine any directly pertinent books, documents, papers
and records of the Architect involving transactions relating to this Agreement. Architect agrees that the
City shall have access during normal working hours to all necessary Architect facilities and shall be
provided adequate and appropriate workspace in order to conduct audits in compliance with the
provisions of this section. The City shall give Architect reasonable advance notice of intended audits.
Architect further agrees to include in all its subcontracts hereunder a provision to the effect that the
subconsultant agrees that the City shall, until the expiration of three (3) years after final payment under
the subcontract, have access to and the right to examine any directly pertinent books, documents,
papers and records of such subconsultant, involving transactions to the subcontract, and further, that
City shall have access during normal working hours to all subconsultant facilities, and shall be provided
adequate and appropriate work space, in order to conduct audits in compliance with the provisions of
this article. City shall give subconsultant reasonable advance notice of intended audits.
3. Architect and consultants agree to photocopy such project- related documents as may be requested by
the City. The City agrees to reimburse Architect and consultants for the costs of copies at the rate
published in the Texas Administrative Code.
SECTION XIV SUCCESSORS AND ASSIGNS
I . The City and the Architect each bind themselves, their successors and assigns, to the other party to this
Agreement and to the successors and assigns of each other party in respect to all covenants of this
Agreement.
SECTION XV ASSIGNMENT
1. Neither party hereto shall assign, sublet or transfer its interest herein without prior written consent of
the other party, and any attempted assignment, sublease or transfer of all or any part hereof without
such prior written consent shall be void.
SECTION XVI INDEPENDENT ARCHITECT
Architect shall perform all work and services hereunder as an independent Architect, and not as an
officer, agent, servant or employee of the Citv. Architect shall have exclusive control of', and the
Hahnteld Hoffer Stanford Page 7 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
exclusive right to control the details of the work performed hereunder, and all persons performing
same, and shall be solely responsible for the acts and omissions of its officers, agents, employees and
consultants. Nothing herein shall be construed as creating a partnership or joint venture between the
City and the Architect, its officers, agents, employees and consultants, and doctrine of respondent
superior has no application as between the City and the Architect.
SECTION XVII M /WBE GOALS
In accordance with City of Fort Worth Ordinance No. 15530, the City has goals for the participation of
minority and woman business enterprises in City contracts. Architect acknowledges the M /WBE goal
of 15% is established for this Agreement and its commitment to meet that goal. Any misrepresentation
of facts (other than a negligent misrepresentation) and /or the commission of fraud by Architect may
result in termination of this Agreement and debarment from participating in City contracts for a period
of time not less than three years.
SECTION XV111 OBSERVE AND COMPLY
Architect shall at all times observe and comply with all Federal and State laws and regulations and with
all City ordinances and regulations which in any way affect this Agreement and the work hereunder,
and shall observe and comply with all orders, laws, ordinances and regulations which may exist or may
be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of
misunderstanding or ignorance thereof shall be considered. Architect agrees to defend, indemnify and
hold harmless City and all its officers, agents and employees from and against all claims or liability
arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its
employees.
SECTION XIX MISCELLANEOUS
1. If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this
Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the
United States District Court for the Northern District of Texas — Fort Worth Division. This Agreement
shall be construed in accordance with the laws of the State of Texas.
2. The parties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised
this Agreement and that the normal rule of construction to the effect that any ambiguities are to be
resolved against the drafting party must not be employed in the interpretation of this Agreement or any
amendments or exhibits hereto.
3. This Agreement shall inure only to the benefit of the parties hereto and third persons not privy hereto
shall not, in any form or manner, be considered a third party beneficiary of this Agreement. Each party
hereto shall be solely responsible for the fulfillment of its own contracts or commitments.
XXXXXXXXXXXXXX The Remainder of this Page Is Intentionally Left Blank XXXXXXXXXXXXXX
Hahnfeld Hoffer Stanford Page 8 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
IN TESTIMONY THEREOF, the City of Fort Worth has caused this instrument to be signed in triplicate in
its name and on its behalf, by its City Manager and attested by its City Secretary, with the Corporate Seal
affixed; and the Architect has also properly executed this instrument in triplicate copies, each of which is
deemed an original.
EXECUTED IN THE CITY OF FORT WORTH, TEXAS, THIS day of F—'WV AN , A.D., 2012.
HAHNFELD HOFFER STANFORD APPROVED:
By: By: 4;�L -''
David R. Sta f d, AI Fernando Costa
Principal Assistant City Manager
APPROVAL RECOMMENDED:
By:
�g Dougla \ . Wiersig, PE, Direct t
Transportation and Public Works epartment
APPROVED A5' RM AND LEGALITY:
By:
Douglas W. Black
Assistant City Attorney
RECORI
J
M &C C -25400 (January 10, 2012)
Contract Authorization
Date: -2- 20 1 Z
The Texas Board of Architectural Examiners, 8213 Shoal Creek Boulevard, Suite 107, Austin, Texas, 78758, telephone (5 12) 305-
9000, has jurisdiction over individuals licensed under the Architects' Registration Law, Texas Civil Statutes, Article 249a.
OFFICIAL RECOO
CITY SECRETARY
FT. WORTH, TX
Hahnteld Hoffer Stanford Page 9 of 9
Will Rogers Memorial Center Comprehensive Master Plan January 2012
A- C-rAe,uMF -K T "A"
Ham eld
Stanford
December 30, 2011
Mr. Alfonso Meza
Registered Architect
City of Fort Worth
Transportation & Public Works Department
Facilities Management Group /Architectural Services
401 West 13th Street
Fort Worth, Texas 76102
Re: Proposed Master Planning and Conceptual Design Projects
Will Rogers Memorial Center
Fort Worth, Texas
Dear Mr. Meza:
Hahnfeld Hoffer Stanford appreciates the opportunity to provide design services for the above
referenced project.
Enclosed please find "Exhibit A - Proposal for Concept Design Architectural Services ", dated
October 21, 2011, describing the Basic Services provided throughout the project for a total fee
of $187,415.11 including WMBE participation exceeding 15 %.
Also included is the "Total Fee Proposal' outlining the total fees as well as splits between Event
Facilities and the City of Fort Worth and WMBE participation.
If you have any questions or comments, please advise.
Sincerely,
HAHNFELD HOFFER STANFORD
arc tects planners Interl rs
David R. Stanford, AIA
Principal
Enclosures
Hahnfeld aref,iiecs
Hoffer planners
, Stanford Interkxs
EXHIBIT A - Proposal for Concept Design Architectural Services
October 21, 2011
Proposed Master Planning and Conceptual Design Projects
Will Rogers Memorial Center
Fort Worth, Texas
INTRODUCTION
Hahnfeld Hoffer Stanford is pleased to submit a proposal outlining architectural services in support of
the conceptual design studies for completion of a comprehensive Will Rogers Memorial Center Master
Plan. A separate work order will be issued with detailed scope for anything after concept design. Fees
are outlined in the attached FEE PROPOSAL Worksheet. Fees are divided on a percentage based
between two funding sources based on the applicable scope for those sources. Proposal is lump sum to
be billed on percentage complete.
For additional services and all hourly rate work, a rate sheet is also attached.
SECTION A — BASIC SERVICES
Hahnfeld Hoffer Stanford (HHS) will lead the project and provide Master Planning and Conceptual
Design level detail for the purpose of project evaluation, scope definition and pricing for the Will Rogers
Memorial Center campus. HHS will have responsibility for all design tasks as outlined below. In addition
to architectural services; Baird, Hampton & Brown, Inc. is proposed to provide MEPF analysis; Access By
Design will provide ADA /Accessibility analysis; Dunaway Associates, Inc. will provide traffic, site utility,
and site design support; and The Projects Group will provide project coordination / Owner
representation with cost estimating services under them as a subconsultant.
If any of these projects outlined in the Master Plan are developed further, a separate work order will be
generated for services at such time. The proposed scope of work for HHS for this task is outlined as
follows:
A. Will Rogers Memorial Center— General Campus -Wide Evaluation and Scope Definition
(EFFW = 50 %; COFW = 50 %)
1. Evaluate overall existing WRMC to determine existing conditions, needs and deficiencies
as perceived by management and user groups.
2. Visit facilities in other cities if required and authorized by the owner to compare the
WRMC facilities to competing venues to determine needs for future new or modified
facilities.
3. Based on collected data, evaluate, categorize and prioritize various options for potential
improvements to the WRMC venues.
4. Determine known impediment (i.e. ADA requirements etc.) that will impact any phased
improvement plan and determine as possible cost ramifications.
5. Review options with client to determine best option for WRMC.
6. Create summary documentation to preserve findings and proposals for evaluation.
B. Tower Drive Project
(EFFW = 100 %; COFW = 0 %)
1. Participate in interview meetings with the client and stakeholders to define program.
2. Coordinate with user groups and the city staff the relocation of programming elements
and determine what public processes will be required to modify existing improvements
in order to extend Tower Drive.
3. Develop multiple conceptual design options for review by the client and stakeholders.
4. Coordinate all proposed improvements with the Civil Engineers and Accessibility
Consultant, as required, to determine any impediments that impact any phased
improvement plan and determine the possible cost ramifications.
5. Provide final conceptual design drawings and /or narrative for extending Tower Drive
from the existing Tower south to Harley Drive.
6. Work with the estimator to develop conceptual budget and time line for project.
C. Upgrade Cattle Barns, Sheep Barn, & Swine Barn & Associated Logistical Items
(EFFW = 60 %; COFW = 40 %)
1. Participate in interview meetings with the client, owner and stakeholders to define
program.
2. Coordinate with user groups, parking consultants, and civil engineers as required to
improve the design for animal drop -off and cattle tie outs for livestock events.
3. Coordinate with user groups and owner on how the grounds will be controlled during
the Stock Show as well as other events and the associated ramifications (traffic flow,
gate locations, etc.).
4. Develop multiple conceptual design options for review by the client, owner, and
stakeholders. Determine any impediments that impact any phased improvement plan
and determine the possible cost ramifications.
5. Evaluate in conjunction with a qualified thermal engineering consultant, various options
available in order to design a functional and aesthetically acceptable insulation system
for the Cattle /Livestock Barns. Coordinate with the Owner, user groups and other
stakeholders, recommend and select one barn as a potential prototype for the initial
phase of improvements.
6. Provide final conceptual design drawings and /or narrative for upgrading the barns
including relocation of program elements as required for both this project and the
Tower Drive extension, improving cattle tie and horse stall capabilities, adding
additional cattle tie outs, creating new entries towards Harley Street to the south and
potentially Gendy Street to the west, and improving site drainage at the north entries.
7. Coordinate with Accessibility Consultant as required.
Assist estimator to develop conceptual budget and time line for project.
8. Provide documentation of building systems (MEP) upgrades required to accommodate
cattle tie revisions , including summary of cost estimates.
9 Provide revisions to elevations to create new access points into the barns from the
south.
10. Provide conceptual design to improve restroom layouts, mechanical ventilation.
Determine which Code improvements /upgrades would be necessary in order to phase
the various components of the recommended modifications.
11. Create summary documents that include a comprehensive evaluation of the benefits
and costs of the proposed schemes.
D. On -Site Storage & Associated Logistical Items
(EEFW = 10 %; COFW = 90 %)
1. Participate in interview meetings with the owner, client and stakeholders to define
campus -wide programming needs.
2. Develop multiple conceptual design options for review by the owner, client and
stakeholders for both on -site as well as off -site storage options. Working with the
owner, develop a general cost matrix in order to compare on -site vs off -site cost
comparisons.
3. Provide final conceptual design drawings and /or narrative for preferred option for
creating on -site storage and, if requested by the owner, for creating off -site storage..
4. Work with estimator to develop a conceptual budget and timeline for the project.
E. Evaluate Existing Coliseum Remodeling Needs for Both a Pre and Post New Multipurpose
Arena Completion
(EEFW = 50 %; COFW = 50 %)
1. Using assumptions from various previous studies, participate in interview meetings with
the owner, client, and stakeholders to validate and /or challenge the assumptions
developed in the earlier studies, in order to define future needs and logistics for the
Coliseum in anticipation of the future development of a new Multipurpose Arena.
2. Develop multiple conceptual design options for review by the owner, client and
stakeholders regarding seating bowl reconfiguration, accessibility upgrades, concourse
upgrades, restroom upgrades, concession and food preparation upgrades,
mechanical /electrical /plumbing systems evaluations, Back Stage Club alternative uses,
and general maintenance needs. Determine any impediments that impact any phased
development plan and determine the possible cost ramifications.
3. Provide final conceptual design drawings and /or narrative for all proposed upgrades.
4. Coordinate all proposed improvements with the appropriate consultants.
5. Work with estimator to develop a conceptual budget and timeline for project.
F. Review WRMC Auditorium Facility and WRMC Administrative Office Space Options
(EEFW = 0 %; COFW = 100 %)
WRMC AUDITORIUM
1. Provide an enhanced evaluation of the WRMC Auditorium to determine existing
conditions and deficiencies as perceived by the owner, management and user
groups.
2. Evaluate collected data and propose options for review by the owner, the client, and
user groups regarding seating, accessibility upgrades, concession and pre -event
space, dressing rooms, restroom facilities, mechanical /electrical /plumbing system
and technology upgrades.
3. Provide preliminary cost estimates.
4. Create summary documentation to preserve findings and proposals for evaluation.
WRMC ADMINISTRATIVE OFFICE SPACE
1. Study feasibility of options relating to the possible relocation of all or part of the
administrative offices to other areas of the existing WRMC campus,
2. Review in relationship to the potential of the construction of additional storage the
feasibility of including administrative offices.
G. Review Campus Facilities for Possible Upgrades
(EEFW = 0 %; COFW = 100 %)
1. Participate in interview meetings with the owner, client and stakeholders to define
program upgrades and /or program use modifications to accommodate future
campus -wide facility modifications.
2. Develop multiple conceptual design options for review by the client and
stakeholders.
3. Coordinate all proposed improvements with the appropriate consultants as
required.
4. Provide final conceptual design drawings and /or narrative for proposed
modifications.
5. Work with estimator to develop a conceptual budget and timeline for projects.
SECTION B — SUMMARY OF FEE PROPOSALS FOR EACH PHASE OF WORK LISTED ABOVE
A. Campus -wide Evaluation and Scope Definition
B. Conceptual Design for Tower Drive
C. Conceptual Design for Cattle Barn, Sheep Barn, & Swine Barn Upgrades
D. Conceptual Design for On -Site Storage
E. Conceptual Design for Existing Coliseum Upgrades
F. Review renovations to the Auditorium and Administrative Office space options.
G. Conceptual Design for Other Possible Campus Facility Upgrades
Per attached FEE PROPOSAL Worksheet, fee is $187,415. Per calculations outlined in the worksheet,
WMBE participation exceeds 15% by using the services of Access by Design and The Projects Group.
SECTION C — REIMBURSABLE EXPENSES
Reimbursable Expenses are in addition to Basic Design Services and include actual expenditures made
necessary by our Architectural Services and by our consultants in the interest of the Project, as approved
by the Owner. These include the following:
Expense of investigations, reproductions, postage and handling of Drawings, Specifications and
other documents, but excluding reproductions for the office use of the Architect. Estimated cost
$2,500.00 to be billed per percentage of responsibility between City of Fort Worth and Event
Facilities Fort Worth.
SECTION D - SUBCONSULTANTS
Other than outlined above, if scope required additional subconsultant expertise not current outlined
such as but not limited to Structural, Code, Acoustical Design, A/V Design, Kitchen, Food Service,
Security, Landscape, etc. HHS will provide estimated allowance prior to the engagement of sub -
consultant for approval by Event Facilities Fort Worth. All sub - consultant costs are in addition to the
proposed HHS fees and will be passed through to the owner with the fee proposals marked up 1.1 times.
All management of the subconsultants is included in the basic services outlined above. The client
reserves the right to review and approval all subconsultant selections.
Minimum Deliverables by Phase
CONCEPT DESIGN DELIVERABLES AS REQUIRED PER PROPOSED PROJECTS
1. Site Plan.
2. Floor Plan Diagrams of all levels showing the general locations of all Program elements.
3. Conceptual cross sections through the major building massing, elevations and /or three -
dimensional massing axonometric to indicate general heights of building elements.
4. Narrative describing assumed level of finishes for the Program elements.
5. Conceptual cost estimates for applicable projects as indicated above.
FEE PROPOSAL WORKSHEET
SECTION B SUMMARY
10/21/2011
WILL ROGERS MASTER PLAN
TOTAL FEE PROPOSAL
AND CONCEPT DESIGNS
MWBE
MWBE
Architect
Estlmote
ADA
MEP
CiViL
HHS
TPG
Access by
Baird,
Dunaway
SCOPE
ITEMS
Design
Hampton,
Brown
A. Evaluation
Study
$7,360.00
$3,860.00
$0.00
$5,050.00
$5,000.00
Accessibility Review
$1,080.00
$155.00
$500.00
$0.00
$0.00
Meetings
$7,600.00
$3,100.00
$0.00
$0.00
$0.00
Summary Documentation
$7,360.00
$620.00
$0.00
$0.00
$0.00
B. Tower Drive
Total
$8,600.00
$2,740.00
$0.00
$0.00
$7,000.00
C. Cattle Barns
Total
$13,720.00
$3,860.00
$0.00
$5,050.00
$12,000.00
D. On Site Storage
Total
$9,400.00
$1,620.00
$0.00
$0.00
$1,000.00
E. Coliseum
Total
$33,000.00
$8,720.00
$1,500.00
$0.00
$0.00
F. City Facilities Studies
Auditorium
$12,440.00
$4,240.00
$0.00
$0.00
$0.00
Administrative Offices
$5,320.00
$1,620.00
$0.00
$0.00
$0.00
G. Review Campus Facilities for Upgrades
Total
$8,780.00
$2,120.00
$0.00
$0.00
$3,000.00
CONSULTANT SUBTOTALS
$114,660.00
$32,655.00
$2,000.00
$10,100.00
$28,000.00
PERCENT PARTICIPATION
61%
17%
1%
5%
15%
MWBE PARTICIPATION
17%
1%
PROJECT TOTAL $187,415.00
FEE PROPOSAL WORKSHEET
SECTION B SUMMARY
10/21/2011
WILL ROGERS MASTER PLAN
EFFW SHARE
AND CONCEPT DESIGNS
MWBE
MWBE
Architect
Estimate
ADA
MEP
CIVIL
SCOPE
Cost Share
HHS
TPG
Access by
Baird,
Dunaway
ITEMS
Split
Design
Hampton,
Brown
A. Evaluation
Study
50%
$3,680.00
$1,930.00
$0.00
$2,525.00
$2,500.00
Accessibility Review
50%
$540.00
$77.50
$250.00
$0.00
$0.00
Meetings
50%
$3,800.00
$1,550.00
$0.00
$0.00
$0.00
Summary Documentation
50%
$3,680.00
$310.00
$0.00
$0.00
$0.00
B. Tower Drive
Total
100%
$8,600.00
$2,740.00
$0.00
$0.00
$7,000.00
C. Cattle Barns
Total
60%
$8,232.00
$2,316.00
$0.00
$3,030.00
$7,200.00
D. On Site Storage
Total
10%
$940.00
$162.00
$0.00
$0.00
$100.00
E. Coliseum
Total
50%
$16,500.00
$4,360.00
$750.00
$0.00
$0.00
F. City Facilities Studies
Auditorium
0%
$0.00
$O.DO
$0.00
$0.00
$0.00
Administrative Offices
0%
$0.00
$0.00
$0.00
$0.00
$0.00
G. Review Campus Facilities for Upgrades
Total
0%
$0.00
$0.00
$0.00
$0.00
$0.00
EFFW SHARE
CONSULTANT SUBTOTALS
$45,972.00
$13,445.50
$1,000.00
$5,555.00
$16,800.00
PERCENT PARTICIPATION
56%
16%
1%
7%
20%
MWBE PARTICIPATION
16%
1%
PROJECT TOTAL $187,415.00
$82,772.50
FEE PROPOSAL WORKSHEET
SECTION B SUMMARY
10/21/2011
WILL ROGERS MASTER PLAN
COFW SHARE
AND CONCEPT DESIGNS
MWBE
MWBE
Architect
Estimate
ADA
MEP
CIVIL
Cost Share
HHS
TPG
Access by
Baird,
Dunaway
SCOPE
ITEMS
split
Design
Hampton,
Brown
A. Evaluation
Study
50%
$3,680.00
$1,930.00
$0.00
$2,525.00
$2,500.00
Accessibility Review
50%
$540.00
$77.50
$250.00
$0.00
$0.00
Meetings
50%
$3,800.00
$1,550.00
$0.00
$0.00
$0.00
Summary Documentation
50%
$3,680.00
$310.00
$0.00
$0.00
$0.00
B. Tower Drive
Total
0%
$0.00
$0.00
$0.00
$0.00
$0.00
C. Cattle Barns
Total
40%
$5,488.00
$1,544.00
$0.00
$2,020.00
$4,800.00
D. On Site Storage
Total
90%
$8,460.00
$1,458.00
$0.00
$0.00
$900.00
E. Coliseum
Total
50%
$16,500.00
$4,360.00
$750.00
$0.00
$0.00
F. City Facilities Studies
Auditorium
100%
$12,440.00
$4,240.00
$0.00
$0.00
$0.00
Administrative Offices
100%
$5,320.00
$1,620.00
$0.00
$0.00
$0.00
G. Review Campus Facilities for Upgrades
Total
100%
$8,780.00
$2,120.00
$0.00
$0.00
$3,000.00
COFW SHARE
CONSULTANT SUBTOTALS
$68,688.00
$19,209.50
$1,000.00
$4,545.00
$11,200.00
PERCENT PARTICIPATION
66%
18%
1%
4%
11%
MWBE PARTICIPATION
18%
1%
PROIECTTOTAL $187,415.00
$104,642.50
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 1/10/2012 -Ordinance No. 20047 -01 -2012
DATE: Tuesday, January 10, 2012 REFERENCE NO.: C -25400
LOG NAME: 25WRMC MASTER PLAN
SUBJECT:
Authorize Execution of an Agreement with Hahnfeld Hoffer & Stanford, L.L.C., in the Amount of
$104,642.50, Plus $17,357.50 in Contingency and Staff Administration Costs, for a Comprehensive Master
Plan of the Will Rogers Memorial Center and Adopt Supplemental Appropriation Ordinance Increasing
Appropriations in the Culture and Tourism Fund by the Same Amount (COUNCIL DISTRICT 7)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of an Agreement with Hahnfeld Hoffer & Stanford, L.L.C., in the amount of
$104,642.50, plus $17,357.50 in contingency and staff administration costs, for a Comprehensive Master
Plan of the Will Rogers Memorial Center; and
2. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Culture and
Tourism Fund by $122,000.00 and decreasing the unaudited, undesignated fund balance by the same
amount.
DISCUSSION:
The project will provide for the development of a Comprehensive Master Plan for the Will Rogers
Memorial Center (WRMC). The existing Cultural District Master Plan was developed between 1998 and
2000 to identify infrastructure, parking, mobility, and access deficiencies in the entire district.
Improvements that were addressed in the plan that have been completed include the Casa Manana
renovation, Museum of Science and History renovation, a portion of the Harley Avenue realignment, and
the Western Heritage Parking Garage.
The proposed WRMC Master Plan will complement this effort by providing a systematic analysis of the
current WRMC facilities and developing alternatives for improvements. The process will include a facilities
assessment and solicitation of input from users and stakeholders in the equestrian market. As examples,
projects could include barn upgrades, restroom and concession renovations, and accessibility for people
with disabilities. Respect for existing historic elements will also be a key objective.
The Comprehensive Master Plan is a combined effort between the City of Fort Worth and Event Facilities
Fort Worth, Inc., (EFFW). The cost of the overall proposal for the complete master plan is $187,415.00.
After discussions between the City and EFFW regarding the detailed scope of the Master Plan, it was
agreed that the City would fund $104,642.50 and EFFW would contribute $82,772.50 through a separate
contract with Hahnfeld Hoffer & Stanford, L.L.C., (HHS).
This M &C will authorize an Agreement with HHS that complements the EFFW agreement and completes
the overall project scope. HHS has designed a large number of the buildings within the Will Rogers
Memorial Center, including the Amon G. Carter Jr, Exhibits Hall, Burnett Building, Richardson -Bass
Building, and Charlie & Kit Moncrief Building, and has been involved in continual upgrades to the entire
campus. Given its vast experience at the Will Rogers Memorial Center, HHS possesses the necessary
skills, historical knowledge, and understanding of our client's needs to assist the Public Events
Department and EFFW in bringing the WRMC Master Plan to a successful conclusion.
The estimated cost of the conceptual design phase is:
Master Plan Conceptual Design $ 104,642.50
Contingency, Staff $ 17,357.50
Total $ 122,000.00
HHS is in compliance with the City's M/WBE Ordinance by committing to 19 percent M/WBE participation.
The City's goal is 15 percent M/WBE participation for this project.
This project is located in COUNCIL DISTRICT 7, but will serve Fort Worth residents in ALL COUNCIL
DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations
and adoption of the attached supplemental appropriation ordinance, funds will be available in the current
operating budget, as appropriated, of the Culture and Tourism Fund. Upon approval, the unaudited,
unassigned fund balance of the Culture and Tourism Fund will exceed the minimum reserve as outlined in
the Financial Management Policy Statements.
FUND CENTERS:
TO Fund /Account/Centers FROM Fund /Account/Centers
GG04 539120 0246000 $122,000.00 GG04 539120 0246000
CERTIFICATIONS:
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Kirk Slaughter (2501)
Additional Information Contact: Kirk Slaughter (2501)
ATTACHMENTS
1. 25WRMC MASTER PLAN SAO12 A.doc (Public)
2. 25WRMCMASTERPLAN Funding Verification.,-d (CFW Internal)
3. FUNDING VERIFICAITON.xIs (CFW Internal)
4. imq- Z17103629- 0001.Pdf (CFW Internal)
$122,000.00