HomeMy WebLinkAboutContract 52549 �cENE� CITY SECRETARY
JUL 17 2p19 CONTRACT NO. 5Q,549
SoC1�E1'ARYlH
VENDOR SERVICES AGREEMENT
Group 4 Architecture, Research +Planning, Inc.
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH("City"),a Texas home rule municipal corporation,acting by and
through Jesus J.Chapa,its duly authorized Assistant City Manager,and Group 4 Architecture,Research+
Planning, Inc., ("Vendor"), a San Francisco Company, and acting by and through David Schnee, its duly
authorized Principal,each individually referred to as a"party"and collectively referred to as the"parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A—Scope of Services;
3. Exhibit B—Price Schedule;and
4. Exhibit C—Verification of Signature Authority Form.
Exhibits A,B and C,which are attached hereto and incorporated herein,are made a part of this Agreement
for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B or C and
the terms and conditions set forth in the body of this Agreement,the terms and conditions of this Agreement
shall control.
1. SCOPE OF SERVICES.
Vendor hereby agrees,with good faith and due diligence,to lead the Facilities Master Plan for the
City of Fort Worth Library.Exhibit"A,"-Scope of Services more specifically describes the services to be
provided hereunder.
2. TERM.
This Agreement shall begin on July 17,2019("Effective Date")and shall expire on July 16,2020
("Expiration Date"), unless terminated earlier in accordance with this Agreement("Initial Term"). City
shall have the option,in its sole discretion,to renew this Agreement under the same terms and conditions,
for up to one(1)one-year renewal options,at City's sole discretion.
3. COMPENSATION.
City shall pay Vendor in accordance with the fee schedule of Vendor personnel who perform
services under this Agreement in accordance with the provisions of this Agreement and Exhibit`B,"—Price
Schedule. Total payment made under this Agreement for the first year by City shall be in the amount of
Two Hundred and Thirty-Three Thousand Dollars ($233,000.00). Vendor shall not perform any
additional services or bill for expenses incurred for City not specified by this Agreement unless City
requests and approves in writing the additional costs for such services. City shall not be liable for any
additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in
writing.
4. TERMINATION. OFFICIAL RECORL_
CITY SECRETARY
Vendor Services Agreement } f-��
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for any
reason by providing the other party with 30 days' written notice of termination.
4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated
by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence
and this Agreement shall terminate on the last day of the fiscal period for which appropriations were
received without penalty or expense to City of any kind whatsoever, except as to the portions of the
payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior
to the Expiration Date, City shall pay Vendor for services actually rendered up to.the effective date of
termination and Vendor shall continue to provide City with services requested by City and in accordance
with this Agreement up to the effective date of termination. Upon termination of this Agreement for any
reason,Vendor shall provide City with copies of all completed or partially completed documents prepared
under this Agreement.In the event Vendor has received access to City Information or data as a requirement
to perform services hereunder, Vendor shall return all City provided data to City in a machine readable
format or other format deemed acceptable to City.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this
Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement,
Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor,for itself and its officers,agents and employees,agrees
that it shall treat all information provided to it by City ("City Information") as confidential and shall not
disclose any such information to a third party without the prior written approval of City.
5.3 Unauthorized Access.Vendor shall store and maintain City Information in a secure manner
and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in
any way.Vendor shall notify City immediately if the security or integrity of any City Information has been
compromised or is believed to have been compromised, in which event,Vendor shall,in good faith,use all
commercially reasonable efforts to cooperate with City in identifying what information has been accessed
by unauthorized means and shall fully cooperate with City to protect such City Information from further
unauthorized disclosure.
6. RIGHT TO AUDIT.
Vendor agrees that City shall,until the expiration of three(3)years after final payment under this
contract,or the final conclusion of any audit commenced during the said three years,have access to and the
right to examine at reasonable times any directly pertinent books,documents,papers and records,including,
but not limited to,all electronic records,of Vendor involving transactions relating to this Agreement at no
additional cost to City. Vendor agrees that City shall have access during normal working hours to all
necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this section.City shall give Vendor reasonable advance notice
of intended audits.
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7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Vendor shall operate as an independent contractor as to
all rights and privileges and work performed under this Agreement, and not as agent, representative or
employee of City. Subject to and in accordance with the conditions and provisions of this Agreement,
Vendor shall have the exclusive right to control the details of its operations and activities and be solely
responsible for the acts and omissions of its officers, agents, servants, employees, consultants and
subcontractor. Vendor acknowledges that the doctrine of respondent superior shall not apply as between
City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants,
vendors and subcontractors. Vendor further agrees that nothing herein shall be construed as the creation of
a partnership or joint enterprise between City and Vendor.It is further understood that City shall in no way
be considered a Co-employer or a Joint employer of Vendor or any officers,agents,servants,employees or
subcontractor of Vendor. Neither Vendor, nor any officers, agents, servants,employees or subcontractor
of Vendor shall be entitled to any employment benefits from City. Vendor shall be responsible and liable
for any and all payment and reporting of taxes on behalf of itself, and any of its officers,agents, servants,
employees or subcontractor.
S. LIABILITY AND INDEMNIFICATION.
8.1 LIABILITY- VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND
ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR
ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),
MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS,
SERVANTS OR EMPLOYEES.
8.2 GENERAL INDEMNIFICATION-VENDOR HEREBYCOVENANTSANDAGREES
TO INDEMNIFY,HOLD HARMLESS AND DEFEND CITY,ITS OFFICERS,AGENTS,SERVANTS
AND EMPLOYEES,FROMAND AGAINSTANYAND ALL CLAIMS OR LAWSUITS OFANYKIND
OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR
LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY
RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCLUDING DEATH, TO ANYAND
ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF
VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION -- Vendor agrees to defend,
settle, or pay, at its own cost and expense, any claim or action against City for infringement of any
patent,copyright,trade mark,trade secret,or similar property right arising from City's use of the
software and/or documentation in accordance with this Agreement, it being understood that this
agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or
documentation.So long as Vendor bears the cost and expense of payment for claims or actions against
City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or
action and all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, City shall have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with
Vendor in doing so. In the event City,for whatever reason, assumes the responsibility for payment
of costs and expenses for any claim or action brought against City for infringement arising under this
Agreement,City shall have the sole right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim; however,
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Vendor shall fully participate and cooperate with City in defense of such claim or action.City agrees
to give Vendor timely written notice of any such claim or action,with copies of all papers City may
receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or
expenses shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software
and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or
restrained or,if as a result of a settlement or compromise,such use is materially adversely restricted,
Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to
continue to use the software and/or documentation;or(b)modify the software and/or documentation
to make it non-infringing, provided that such modification does not materially adversely affect
City's authorized use of the software and/or documentation; or (c) replace the software and/or
documentation with equally suitable, compatible, and functionally equivalent non-infringing
software and/or documentation at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to Vendor terminate this Agreement,and refund all amounts paid
to Vendor by City,subsequent to which termination City may seek any and all remedies available to
City under law.
9. ASSIGNMENT AND SUBCONTRACTING.
9.1 Assignment. Vendor shall not assign or subcontract any of its duties,obligations or rights
under this Agreement without the prior written consent of City.If City grants consent to an assignment,the
assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be
bound by the duties and obligations of Vendor under this Agreement.Vendor and Assignee shall be jointly
liable for all obligations of Vendor under this Agreement prior to the effective date of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written
agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the
duties and obligations of Vendor under this Agreement as such duties and obligations may apply. Vendor
shall provide City with a fully executed copy of any such subcontract.
10. INSURANCE.
Vendor shall provide City with certificate(s) of insurance documenting policies of the following
types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant
to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000- Each Occurrence
$2,000,000- Aggregate
(b) Automobile Liability:
$1,000,000- Each occurrence on a combined single limit basis
Coverage shall be on any vehicle used by Vendor, its employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle"shall be any vehicle owned,hired and non-owned.
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(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the work is being performed
Employers' liability
$100,000- Bodily Injury by accident;each accident/occurrence
$100,000- Bodily Injury by disease; each employee
$500,000- Bodily Injury by disease; policy limit
(d) Professional Liability(Errors&Omissions):
$1,000,000- Each Claim Limit
$1,000,000- Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims-made,and maintained for the duration of the contractual
agreement and for two (2)years following completion of services provided. An
annual certificate of insurance shall be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies shall name City
as an additional insured thereon, as its interests may appear.The term City shall
include its employees, officers, officials, agents, and volunteers in respect to the
contracted services.
(b) The workers' compensation policy shall include a Waiver of Subrogation(Right
of Recovery)in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of
coverage shall be provided to City.Ten(10)days'notice shall be acceptable in the
event of non-payment of premium.Notice shall be sent to the Risk Manager,City
of Fort Worth,200 Texas Street,Fort Worth,Texas 76102,with copies to the Fort
Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do business in the
State of Texas.All insurers must have a minimum rating of A-VII in the current
A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and
solvency to the satisfaction of Risk Management. If the rating is below that
required,written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance documentation shall
not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance shall be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
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II. COMPLIANCE WITH LAWS,ORDINANCES,RULES AND REGULATIONS.
Vendor agrees that in the performance of its obligations hereunder, it shall comply with all
applicable federal,state and local laws,ordinances,rules and regulations and that any work it produces in
connection with this Agreement will also comply with all applicable federal, state and local laws,
ordinances,rules and regulations. If City notifies Vendor of any violation of such laws, ordinances, rules
or regulations,Vendor shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
Vendor, for itself, its personal representatives, assigns, subVendors and successors in interest, as
part of the consideration herein, agrees that in the performance of Vendor's duties and obligations
hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF
THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL
REPRESENTATIVES,ASSIGNS,SUBVENDORSS OR SUCCESSORS IN INTEREST,VENDOR
AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND
HOLD CITY HARMLESS FROM SUCH CLAIM.
13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined to
have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives,(2)delivered by facsimile with electronic confirmation of the transmission,or(3)received
by the other party by United States Mail,registered,return receipt requested,addressed as follows:
To CITY: To VENDOR:
City of Fort Worth Group 4 Architect Research+Planning,Inc.
Attn:Jesus J.Chapa,Assistant City Manager David Schnee, Principal
200 Texas Street 211 Linden Avenue
Fort Worth,TX 76102-6314 So.San Francisco,CA 94086
Facsimile:(817)392-8654 Email:DSchnee@g4arch.com
With copy to Fort Worth City Attorney's Office at
same address
14. SOLICITATION OF EMPLOYEES.
Neither City nor Vendor shall,during the term of this Agreement and additionally for a period of
one year after its termination, solicit for employment or employ, whether as employee or independent
contractor,any person who is or has been employed by the other during the term of this Agreement,without
the prior written consent of the person's employer.Notwithstanding the foregoing,this provision shall not
apply to an employee of either party who responds to a general solicitation of advertisement of employment
by either party.
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15. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, City does not waive or surrender
any of its governmental powers or immunities.
16. NO WAIVER.
The failure of City or Vendor to insist upon the performance of any term or provision of this
Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Vendor's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
17. GOVERNING LAW/VENUE.
This Agreement shall be construed in accordance with the laws of the State of Texas.If any action,
whether real or asserted, at law or in equity, is brought pursuant to 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.
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
19. FORCE MAJEURE.
City and Vendor shall exercise their best efforts to meet their respective duties and obligations as
set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to
force majeure or other causes beyond their reasonable control, including, but not limited to, compliance
with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes,
lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority,
transportation problems and/or any other similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only,shall not be deemed a
part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement.
21. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this Agreement
and that the normal rules of construction to the effect that any ambiguities are to be resolved against the
drafting party shall not be employed in the interpretation of this Agreement or Exhibits A,B,and C.
22. AMENDMENTS/MODIFICATIONS/EXTENSIONS.
No amendment,modification,or extension of this Agreement shall be binding upon a party hereto
unless set forth in a written instrument,which is executed by an authorized representative of each party.
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23. ENTIRETY OF AGREEMENT.
This Agreement, including Exhibits A,B and C,contains the entire understanding and agreement
between City and Vendor,their assigns and successors in interest, as to the matters contained herein.Any
prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
24. COUNTERPARTS.
This Agreement may be executed in one or more counterparts and each counterpart shall, for all
purposes, be deemed an original, but all such counterparts shall together constitute one and the same
instrument.
25. WARRANTY OF SERVICES.
Vendor warrants that its services will be of a high quality and conform to generally prevailing
industry standards.City must give written notice of any breach of this warranty within thirty(30)days from
the date that the services are completed. In such event, at Vendor's option, Vendor shall either (a) use
commercially reasonable efforts to re-perform the services in a manner that conforms with the warranty,or
(b)refund the fees paid by City to Vendor for the nonconforming services.
26. IMMIGRATION NATIONALITY ACT.
City actively supports the Immigration & Nationality Act (INA) which includes provisions
addressing employment eligibility,employment verification,and nondiscrimination.Contractor shall verify
the identity and employment eligibility of all employees who perform work under this Agreement.
Contractor shall complete the Employment Eligibility Verification Form(1-9),maintain photocopies of all
supporting employment eligibility and identity documentation for all employees,and upon request,provide
City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs
work under this Agreement. Contractor shall establish appropriate procedures and controls so that no
services will be performed by any employee who is not legally eligible to perform such services.Contractor
shall provide City with a certification letter that it has complied with the verification requirements required
by this Agreement.Contractor shall indemnify City from any penalties or liabilities due to violations of this
provision.City shall have the right to immediately terminate this Agreement for violations of this provision
by Contractor.
27. OWNERSHIP OF WORK PRODUCT.
City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and
documentation, created, published, displayed, and/or produced in conjunction with the services provided
under this Agreement(collectively,"Work Product"). Further,City shall be the sole and exclusive owner
of all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product.
Ownership of the Work Product shall inure to therbenefit of City from the date of conception,creation or
fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each
copyrightable aspect of the Work Product shall be considered a"work-made-for-hire"within the meaning
of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is
not considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended,
Vendor hereby expressly assigns to City all exclusive right,title and interest in and to the Work Product,
and all copies thereof,and in and to the copyright,patent,trademark,trade secret,and all other proprietary
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rights therein, that City may have or obtain, without further consideration, free from any claim, lien for
balance due, or rights of retention thereto on the part of City.
28. SIGNATURE AUTHORITY.
The person signing this Agreement hereby warrants that he/she has the legal authority to execute
this Agreement on behalf of the respective party,and that such binding authority has been granted by proper
order,resolution,ordinance or other authorization of the entity.This Agreement and any amendment hereto,
may be executed by any authorized representative of Vendor whose name,title and signature is affixed on
the Verification of Signature Authority Form,which is attached hereto as Exhibit"C".Each party is fully
entitled to rely on these warranties and representations in entering into this Agreement or any amendment
hereto.
29. CHANGE IN COMPANY NAME OR OWNERSHIP
Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or
address change for the purpose of maintaining updated City records.The president of Vendor or authorized
official must sign the letter. A letter indicating changes in a company name or ownership must be
accompanied with supporting legal documentation such as an updated W-9,documents filed with the state
indicating such change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement.Failure to provide the specified documentation so may adversely impact
future invoice payments.
30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
Vendor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the
City is prohibited from entering into a contract with a company for goods or services unless the contract
contains a written verification from the company that it:(1)does not boycott Israel;and(2)will not boycott
Israel during the term of the contract. The terms"boycott Israel"and"company"shall have the meanings
ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract,Vendor
certifies that Vendor's signature provides written verification to the City that Vendor:(1)does not boycott
Israel;and(2)will not boycott Israel during the term of the contract.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this
day of ,20
(signature page follows)
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ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
this contract,including ensuring all performance and
By. Name: Jesus J.Chapa reporting requirements.
Title: Assistant City Manager
Date: By:
Name: Timothy Shidal
APPROVAL RECOMMENDED: Title: Acting Asst.Library Director
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Timothy Shidal
Title: Acting Asst.Library Director By:
k
Name: Jo Ann Pate
ATTEST: Title: Assistant City Attorney I
CONTRACT AUTHORIZATION:
M&C: P 12354
By:
Name: Mary Kayser
Title: City Secretary
VENDOR:
Grain 4 Archirechure, Research +Planning, Inc. ATTEST:
By: By:
N e: David Schnee Name: J 1 yr
Title: Principal Title: S for sociate
Date: 7 (ICE�Zo
OFFICIAL RECORD
CITY SECRETARY
FT WORTH,TX
Vendor Services Agreement Page 10 of 14
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
B this contract,including ensuring all performance and
y Name: Jesus J.Chapa reporting requiremdnts.
Title: Assistant City Manager
Date: ? ^�
By:
APPROVAL RECOMMENDED: Name: M�cNrrtE 6olw�q
Title: Act' g Asst.Library Director
APPROVED AS TO FORM AND LEGALITY:
By:
Name: dal Mtet I�Ur ew0 kv-W
Title: Ming Asst.Library Director
By: _
Name• o Pate
ATTEST: Title Assistant City Attorney I
CONTRACT AUTHORIZATION:
By. t OR ` C: P 12354. d(p'a 5119
Titlee Ci' cretary � F)a9 S= d o ('1-y C16$ 5
,{f
ii•
VENDOR: '
Group 4 Architecture,Research+Planning,Inc. ATTEST:
By: By:
N e: David Schnee Name: Jill Yyrej
Title: Principal Title: Se r sociate
Date: I I �-20)G}
OFFICIAL. REIR
p��1 CITV
Vendor Services Agreement FT. VyORTH
EXHIBIT A
SCOPE OF SERVICES
SCOPE OF SERVICES
The FWPL seeks proposals from facilities consultants for the development of a seven(7)year Facilities
Master Plan.The City issues this Request for Proposal(RFP)for the purpose of prequalifying consulting
firms to assist the Library in a facilities assessment.The consultant must have prior experience in
developing library facility master plans for the 21 st Century Public Library.The Facilities Master Plan
must be realistic and manageable for implementation. Specific attention should be given to
recommendations for new locations,improving existing locations and emphasis on collocating with other
City departments or public/private entities.This plan will guide the development of priorities for current
and future capital investments in branch infrastructure.
Consultants selected for consideration as a finalist,will be asked to participate further in the selection
process through interviews,presentations or provision of additional information that may be necessary to
determine appropriateness for selection and award of the project.The City does not pay for nor reimburse
for travel expenses.
The Facilities Master Plan for the 21 st Century Library will address the following:
31.1.1 Assessment of current facilities and evaluate the capability of supporting 21 st century library
services,physical condition of each facility(structural changes and renovations,engineering,electrical
and mechanical improvements and cosmetic changes)and estimate costs to renovate each facility to
required capacity.
31.1.2 Identify"triggering"factors(population growth numbers and rates of change,technology and
telecommunication trends,public library development trends,etc.)that would guide action for current
facility modifications.
31.1.3 Assessment of each facility's ability to meet future service needs.
31.1.4 Make recommendations to maintain/renovate/close/relocate/repurpose facilities.
31.1.5 Assess and summarize the feasibility of possible alternative facility models,including but not
limited to collocations with parks,schools,community centers,police stations,public/private entities or
other services including"express"facilities.
31.1.6 Develop a facilities plan that will enable the Library to respond appropriately and effectively to
societal change,technological and telecommunications developments,emerging role expectations,aging
facilities and other transformation,while also maintaining and improving continuing relevant traditional
services.
31.1.7 Create a roadmap for capital investments based on equitable access to library service,community
needs and requirements,and the Library's capacity to meet these requirements.
31.1.8 Confirm medium and short-term priorities for capital investment(2020-2026)and considering
longer-term investment that aligns with planning processes.
Vendor Services Agreement—Exhibit C Page 11 of 14
31.1.9 Develop a mechanism that will assist staff to determine which branches require capital investment
'for revitalization and/or expansion.
31.1.10 Develop a strong capital planning framework that will help staff make recommendations for
capital investments over the next seven(7)years.This capital planning framework will be a core part of
the Facilities Master Plan.
31.1.11 Master plan will need to be flexible so the FWPL can adapt its investment strategy to meet future
circumstances.
31.1.12 Compare data(total square footage,square footage per capita,number of facilities,and other
relevant data)with FWPL peer libraries,library facility standards and best practices.
31.1.13 Evaluate and summarize current public library facility standards,benchmarks,and/or best
practices for both public and staff spaces.
31.1.14 Use customer market segmentation findings to determine the Types of facilities that would be
appropriate in areas identified in the Customer Analytics report to be provided.
31:1.15 Assist with the preparation of briefing materials and presentation of such to the City Manager
staff,City Council and employee meetings as requested.
31.1.16 The Consultant will be expected to collaborate and maintain communication with Library
Leadership,as well as provide regular updates and status reports on progress.
31.1.17 Recommend minimum standards(square footage,green design,site location,security,lighting,
parking,signage,etc.)for future and renovated Fort Worth facilities.
31.1.18 Prioritized ranking of facilities needs suggested in 1 —2 years,3 years,and 7 years.
31.1.19 Confirm that the final Facilities Master Plan will be completed by December 31,2019.
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EXHIBIT B
PRICE SCHEDULE
Core Services by Phase and Task
Inclusive of travel and project expenses
Core Services
IA. Service Analysis $61,000
Review data+information
Tour facilities
Service Assessments
Optional Services
GIS services by Group 4
Detailed A/E assessments
Technology assessment/planning
1B.Facility Condition $75,000
FCA—15 branches+Central Library
2.Strategies $60,000
System strategy
Branch improvement options
Capital cost model
Implementation framework
Optional Services
Site Selection/planning/design studies
Design/engineering services
Detailed cost estimates/construction schedules
Financial capacity analysis
3. Recommendations $37,000
Priority+long-term projects
Draft report(PDF)
Final report—up to 10
Included in Core Services Included
PMT meetings/web conferences(up to 8)
Library Leadership Team meetings/webconf(3)
City Manager briefing(1)
City Council presentation(1)
4 trips to Fort Worth @$2,200
Core Services—NTE $233,000
Vendor Services Agreement Page 13 of 14
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
Full Legal Name of Company: Group 4 Architecture Research+Planning,Inc.
Full Business Address:211 Linden Avenue,So.-San Francisco,CA 94080
Services to be provided:To lead the facilities master planning process for the City of Fort Worth Library.
Vendor hereby agrees to provide City with independent audit basic financial statements, but also the fair
presentation of the financial statements of individual funds.
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution,
ordinance or other authorization of Vendor.City is fully entitled to rely on the warranty and representation
set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an
updated Form within ten (10) business days if there are any changes to the signatory authority. City is
entitled to rely on any current executed Form until it receives a revised Form that has been properly executed
by Vendor.
1. Name:David Schnee
Position: Pr, 1
Sig ture
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name: ID
Signature of President/CEO
Other Title:
Date:.
Vendor Services Agreement Page 14 of 14
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 6/25/2019
DATE: Tuesday, June 25, 2019 REFERENCE NO.: **P-12354
LOG NAME: 84P19-0055 FACILITIES MASTER PLAN CC LIB
SUBJECT:
Authorize Execution of Professional Services Agreement with Group 4 Architecture Research + Planning,
Inc., in the Amount Up to $233,000.00 for the Library Facilities Master Plan for the Library Department (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of a professional services agreement with
Group 4 Architecture Research + Planning, Inc., in the amount up to $233,000.00 for the library facilities
master plan for the Library Department.
DISCUSSION:
The Library Department requested that the Purchasing Division issue a Request for Proposals (RFP) for a
professional service agreement for the library facilities master plan. The plan will include things such as
options for improving library facilities through renovation, expansion, replacement, and/or
relocation, propose an overall library space planning target range, and develop a framework for leveraging
alternative facility models, such as joint-use spaces and "express" locations, to enhance community
access. The services that were solicited are for consulting services and not any architectural, engineering
or professional services as those services are defined by Chapter 2254 of the Texas Government Code.
The Bid was advertised in the Fort Worth Star-Telegram on March 6, 2019, March 13, 2019, March 20,
2019, March 27, 2019, April 3, 2019 and April 10, 2019. The City received six responses.
The evaluation committee rated Group 4's offer as the proposal that presented the best value to the City of
Fort Worth. The evaluation criteria consisted of content of proposal, public library experience, knowledge
and abilities, customer references and cost. Interviews were held with the two firms that had the highest
score, Group 4 and HBM Architects, LLC.
An administrative change order or increase may be made by the City Manager up to the amount allowed
by relevant law and the Fort Worth City Code and does not require specific City Council approval as long
as sufficient funds have been appropriated.
A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division
and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of
goods or services is from sources where subcontracting or supplier opportunities are negligible.
Upon City Council approval, the Contract shall begin on execution and end one year from that date.
FISCAL INFORMATION /CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the
Logname: 84P19-0055 FACILITIES MASTER PLAN CC LIB Page I of 2
current operating budget, as appropriated, of the General Fund and Special Donations Fund. Prior to an
expenditure being made, the participating department has the responsibility to validate the availability of
funds.
BQN\\
FUND IDENTIFIERS (FIDs):
TO
Fund Department Accoun Project Program ctivity Budget Reference # moun
ID ID Year ChartField 2
FROM
Fund Department ccoun Project JProgram ctivity Budget Reference # moun
ID ID Year Chartfield 2
CERTIFICATIONS:
Submitted for City Manager's Office by: Jay Chapa (5804)
Originating Department Head: Susan Alanis (8180)
Cynthia Garcia (8525)
Additional Information Contact: Cristina Camarillo (8355)
ATTACHMENTS
1. 13P19-0055 FACILITIES MASTER PLAN CC LIB FID.PDF (CFW Internal)
2. Notarized Form 1295 Redacted.pdf (CFW Internal)
3. SAMs Report 5.13.19.pdf (CFW Internal)
4. Waiver SIGNED 19-0055.pdf (CFW Internal)
Logname: 84P19-0055 FACILITIES MASTER PLAN CC LIB Page 2 of 2