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HomeMy WebLinkAbout066042 - Construction-Related - Contract - Venue Solutions Group, LLCCSC No. 66042 CITY OF FORT WORTH, TEXAS STANDARD AGREEMENT FOR GENERAL PROFESSIONAL SERVICES This agreement ("Agreement") is between the City of Fort Worth, a Texas home -rule municipality ("City"), and Venue Solutions Group, LLC, authorized to do business in Texas ("Consultant"), for a project generally described as: Will Rogers Memorial Center Facilities Assessment Study ("Project") — Project No. 106447. Article I Scope of Services (1) Consultant hereby agrees to perform professional services as set forth in this Agreement and the Scope of Services, attached hereto as Attachment "A" ("Services"). These Services shall be performed in connection with the Project. (2) Additional services, if any, will be memorialized by an amendment to this Agreement. (3) All reports, whether partial or complete, prepared under this Agreement, including any original drawings or documents, whether furnished by City, its officers, agents, employees, consultants, or contractors, or prepared by Consultant, shall be or become the property of City, and shall be furnished to the City, prior to or at the time such services are completed, or upon termination or expiration of Agreement. Article II Compensation Consultant shall be compensated an amount up to $1,370,920.00 ("Contract Amount") in accordance with the Fee Schedule shown in Attachment "B". Payment shall be considered full compensation for all labor (including all benefits, overhead and markups), materials, supplies, and equipment necessary to complete the Services. Consultant shall provide monthly invoices to City. Payments for services rendered shall be made in accordance with the Texas Prompt Payment Act (Texas Government Code Ch. 2251). Acceptance by Consultant of said payment shall release City from all claims or liabilities under this Agreement for anything related to, performed, or furnished in connection with the Services for which payment is made, including any act or omission of City in connection with such Services. Article III Term Time is of the essence. The term of this Agreement shall commence on the Effective Date and shall continue until the expiration of the funds or completion of the subject matter pursuant to OFFICIAL RECORD City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services CITY SECRETARY 106447] Revision Date: March 8, 2024 FT. WORTH, TX Page 1 of 8 the schedule, whichever occurs first, unless terminated in accordance with the terms of this Agreement. Unless specifically otherwise amended, the original term shall not exceed five years from the original effective date. Article IV Independent Contractor Consultant shall operate hereunder as an independent contractor and not as an officer, agent, servant, or employee of City. Consultant shall have exclusive control of and the exclusive right to control the details of the work to be performed hereunder and of all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors and subcontractors. The doctrine of respondeat superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, and subcontractors, and nothing herein shall be construed as creating a partnership or joint venture between City and Consultant. Article V Professional Competence Work performed by Consultant shall comply in all aspects with all applicable local, state and federal laws and with all applicable, standards, codes, rules and/or regulations promulgated by local, state and national boards, bureaus and agencies. Approval to proceed by City of Consultant's work or work product shall not constitute or be deemed to be a release of the responsibility and liability of Consultant or its officers, agents, employees, contractors and subcontractors for the accuracy and competency of its performance of the Services. Article VI Indemnification CONSULTANT, AT NO COST TO THE CITY, AGREES TO INDEMNIFYAND HOLD CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS AND EXPENSES OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY, INCLUDING DEATH, THAT MAY RELATE TO, ARISE OUT OF OR BE OCCASIONED BY CONSULTANT'S BREACH OF (i) ANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (ii) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CITY) OR SUBCONTRACTORS RELATED TO THE PERFORMANCE OR NON-PERFORMANCE OF THIS AGREEMENT. THIS SECTION SHALL SURVIVE ANY TERMINATION OR EXPIRATION OF THIS AGREEMENT. City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447] Revision Date: March 8, 2024 Page 2 of 8 Article VII Insurance Consultant shall not commence work under this Agreement until it has obtained all insurance required under Attachment F and City has approved such insurance. Article VIII Force Majeure City and Consultant 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: acts of the public enemy, fires, strikes, lockouts, natural disasters, epidemics/pandemics, wars, riots, material or labor restrictions by any governmental authority and/or any other similar causes. Article IX Transfer or Assignment Consultant, its lawful successors and assigns, shall not assign, sublet or transfer any interest in this Agreement without prior written consent of City. Article X Termination of Contract (1) City may terminate this Agreement for convenience by providing written notice to Consultant at least 30 -days prior to the date of termination, unless Consultant agrees in writing to an earlier termination date. (2) Either City or Consultant may terminate this Agreement for cause if either party fails to substantially perform, through no fault of the other and the nonperforming party does not commence correction of such nonperformance within 5 days after receipt of written notice or thereafter fails to diligently pursue the correction to completion. (3) If City chooses to terminate this Agreement, upon receipt of notice of termination by Consultant, Consultant shall discontinue Services on the date such termination is effective. City shall compensate Consultant for such services rendered based upon Article II of this Agreement and in accordance with Exhibit "B". Article XI Right to Audit (1) Consultant agrees that City shall, until the expiration of three (3) years after final payment under Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of Consultant involving transactions relating to Agreement. Consultant agrees that City shall have access during normal City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447] Revision Date: March 8, 2024 Page 3 of 8 working hours to all necessary facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. City shall give Consultant reasonable advance notice of intended audits. (2) Consultant further agrees to include in all its subcontracts hereunder, a provision to the effect that the subcontractor agrees that 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 subcontractor(s), involving transactions to the subcontract, and further, that City shall have access during normal working hours to all subcontractor 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 Consultant and any subcontractor reasonable advance notice of intended audit. (3) Consultant and subcontractor(s) agree to photocopy such documents as may be requested by City. City agrees to reimburse Consultant for the cost of copies at the rate published in the Texas Administrative Code in effect as of the time copying is performed. Article XII Observe and Comply Consultant shall at all times observe and comply with all federal, state, and local laws and regulations and with all City ordinances and regulations which in any way affect 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. Consultant agrees to defend, indemnify and hold harmless City and all of 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 or its subcontractor(s). Article XIII Immigration Nationality Act Consultant shall verify the identity and employment eligibility of its employees and employees of all subcontractor(s) who perform work under Agreement, including completing the Employment Eligibility Verification Form (1-9). Upon request by City, Consultant shall provide City with copies of all 1-9 forms and supporting eligibility documentation for each employee who performs work under Agreement. Consultant shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Consultant employee who is not legally eligible to perform such services. CONSULTANT SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY CONSULTANT, CONSULTANT'S EMPLOYEES, City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447] Revision Date: March 8, 2024 Page 4 of 8 SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice to Consultant, shall have the right to immediately terminate Agreement for violations of this provision by Consultant. Article XIV Venue and Jurisdiction If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of 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. Agreement shall be construed in accordance with the laws of the State of Texas. Article XV Contract Construction/No Waiver The parties acknowledge that each Party and, if it so chooses, its counsel, have reviewed and revised Agreement and that the normal rule of contract construction, to the effect that any ambiguities are to be resolved against the drafting party, must not be employed in the interpretation of Agreement or any amendments or exhibits hereto. The failure of City or Consultant 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 Consultant's respective right to insist upon appropriate performance or to assert any such right on any future occasion. Article XVI Severability The provisions of Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of Agreement or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of Agreement and the application of such word, phrase, clause, sentence, paragraph, section, or other part of Agreement to other persons or circumstances shall not be affected thereby and Agreement shall be construed as if such invalid or unconstitutional portion had never been contained therein. Article XVII Notices Notices regarding Articles IX or X are to be provided to the other Party by hand -delivery or via U.S. Postal Service certified mail return receipt requested, postage prepaid, to the address of the other Party shown below: City of Fort Worth Attn: Robert Tate City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447] Revision Date: March 8, 2024 Page 5 of 8 Property Management 100 Fort Worth Trail Fort Worth, Texas 76102 Consultant: Venue Solutions Group, LLC Attn: Tom Williams 7105 Peach Court, Suite 108 Brentwood, Tennessee 37027 All other notices may be provided as described above or via electronic means. Article XVIII Prohibition On Contracts With Companies Boycotting Israel Consultant, unless a sole proprietor, acknowledges that in accordance with Chapter 2271 of the Texas Government Code, if Consultant has 10 or more full time -employees and the contract value is $100,000 or more, 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, Consultant certifies that Consultant's signature provides written verification to the City that if Chapter 2271, Texas Government Code applies, Consultant: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447 Revision Date: March 8, 2024 Page 6 of 8 Article XIX Prohibition on Boycotting Energy Companies Consultant acknowledges that in accordance with Chapter 2276 of the Texas Government Code, the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or more, which will be paid wholly or partly from public funds of the City, with a company (with 10 or more full-time employees) unless the contract contains a written verification from the company that it: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract. The terms "boycott energy company" and "company" have the meaning ascribed to those terms by Chapter 2276 of the Texas Government Code. To the extent that Chapter 2276 of the Government Code is applicable to this Agreement, by signing this Agreement, Consultant certifies that Consultant's signature provides written verification to the City that Consultant: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of this Agreement. Article XX Prohibition on Discrimination Against Firearm and Ammunition Industries Consultant acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or more which will be paid wholly or partly from public funds of the City, with a company (with 10 or more full-time employees) unless the contract contains a written verification from the company that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. The terms "discriminate," "firearm entity" and "firearm trade association" have the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code. To the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this Agreement, Consultant certifies that Consultant's signature provides written verification to the City that Consultant: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade association during the term of this Agreement. Article XXI Headings The headings contained herein are for the convenience in reference and are not intended to define or limit the scope of any provision of Agreement. City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447 Revision Date: March 8, 2024 Page 7 of 8 Article XXII Attachments, Schedules and 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 but one and the same instrument. The following attachments and schedules are hereby made a part of Agreement: Attachment A - Scope of Services Attachment B — Compensation Attachment C — Insurance Requirements City of Fort Worth, Texas Will Rogers Memorial Center Facilities Assessment Study Standard Agreement for Professional Services 106447 Revision Date: March 8, 2024 Page 8 of 8 Duly executed by each party's designated representative to be effective on the date subscribed by the City's designated Assistant City Manager. BY: CITY OF FORT WORTH V im. (%4't Valerie Washington (Oct 14, 2026 14:58:29 CDT) Valerie Washington Assistant City Manager Date: 10/14/2026 Ilnnq ATTEST: oA v�o °,DAAd of: l`�� OaQp nExa B.00 Jannette Goodall City Secretary APPROVED AS TO FORM AND LEGALITY Stephen Hines (Oct 14, 26 12:28:40 CDT) Stephen M. Hines Sr. Assistant City Attorney Contract Compliance Manager: BY: CONSULTANT Venue Solutions Group, LLC Tom Williams Partner 10/07/2026 Date: APPROVAL RECOMMENDED: Marilyn Marvin Director Property Management M&C No.: 26-0626 M&C Date: 09/29/26 By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Name: Nikita N. Watts Title: Sr. Capital Project Officer City of Fort Worth, Texas Standard Agreement for Professional Services Revision Date: March 8, 2024 Page 8 of 8 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Will Rogers Memorial Center Facilities Assessment Study 106447 FORT WORTH. MAYOR AND COUNCIL COMMUNICATION 7.5.13 WRMC FACILITIES ASSESSMENT SELECTION DATE: 09/29/26 M&C FILE NUMBER: M&C 26-0626 DEPARTMENT: PUBLIC EVENTS SUBJECT (CD 7) Authorize Execution of a Professional Services Agreement with Venue Solutions Group, LLC in an Amount Up to $1,370,920.00 for the Will Rogers Memorial Center Facilities Assessment Study, Adopt Appropriation Ordinance and Amend the Fiscal Years 2026-2030 Capital Improvement Program RECOMMENDATION It is recommended that the City Council: 1. Authorize execution of a Professional Services Agreement with Venue Solutions Group, LLC, in an amount up to $1,370,920.00, for the Will Rogers Memorial Center Facilities Assessment Study project (City Project No. 106447); 2. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations in the Public Events Capital Fund, by increasing estimated receipts and appropriations in the WRMC Facilities Assessment 2026 project (City Project No. 106447) in the cumulative amount of $463,926.82, by (i) decreasing estimated receipts and appropriations in the WRMC Welcome Center Roof Replacement project (City Project No. 106450) in the amount of $350,000.00; and (ii) decreasing estimated receipts and appropriations to the WRMC Minor Renovation & Repair programmable project (City Project No. P00054) in the amount of $113,926.82, for the purpose of funding the Will Rogers Memorial Center facilities assessment study; 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Public Events Capital Fund, in the amount of $325,800.00, from available transfers from culture and tourism Hotel and transfers from DEW Revenue share funds within the Unspecified -All Funds project (City Project No. UNSPEC), for the purpose of funding the WRMC Facilities Assessment 2026 project (City Project No. 106447); and 4. Amend the Fiscal Years 2026-2030 Capital Improvement Program. DISCUSSION The purpose of this Mayor and Council Communication is to authorize execution of a professional services agreement with Venue Solutions Group, LLC to perform a comprehensive facilities assessment of the Will Rogers Memorial Center (WRMC). 1 of 20 FORT WORTH. The Will Rogers Memorial Center is a major public assembly and event campus serving equestrian, livestock, entertainment, cultural, sporting, and civic uses. The campus includes multiple large public assembly facilities, barns, arenas, exhibition areas, support buildings, service areas, site infrastructure, and operational systems that must remain functional while supporting a year-round event schedule. The purpose of this study is to provide the City with a comprehensive, engineering- and operations -informed assessment of the physical condition of WRMC facilities and infrastructure. The final deliverables are expected to support long-range capital planning, asset renewal, deferred maintenance prioritization, operational risk reduction, and future budget development. The scope of work is anticipated to include, but is not limited to: • Assessment of major building systems, site systems, and facility infrastructure; • Review of architectural, structural, mechanical, electrical, plumbing, fire protection, life safety, accessibility, technology, vertical transportation, roofing, building envelope, and related facility systems; • Identification of observed deficiencies and recommended corrective actions; • Development of planning -level cost estimates; • Prioritization of capital needs based on life safety, operational risk, facility condition, remaining useful life, deferred maintenance, and event continuity; • Development of a long-range capital improvement plan covering approximately 20 to 30 years; • Preparation of summary -level and detailed deliverables suitable for use by City staff, facility operators, executive leadership, and future funding discussions. On February 6, 2027, the City issued a Request for Qualifications (RFQ) for the Will Rogers Memorial Center Facilities Assessment Study. The City received statements from the following twelve (12) firms: • Venue Solutions Group; • Huitt-Zollars; • Bureau Veritas Technical Assessments; • Elements of Architecture; • Terracon; • Lockwood, Andrews & Newnam; • Grace Design Studios; • TVS; • Parkhill; • EwingCole; 2 of 20 FORT WORTH. • Bennett Partners; • Procon Consulting. The RFQ closed on March 12, 2026. Following review of the written submissions, the selection committee shortlisted the four highest -ranked firms for interviews: • Venue Solutions Group; • Huitt-Zollars; • Bureau Veritas Technical Assessments; • Elements of Architecture. Interviews were conducted on April 30, 2026, at City Hall. Each shortlisted firm was evaluated further based on its understanding of WRMC's operational environment, proposed deliverables, methodology for translating field observations into a long-range capital plan, prioritization framework, data/reporting approach, and ability to assess a complex event - driven campus. A selection committee composed of representatives from the Public Events Department, Property Management Department, Will Rogers Memorial Center operations, and venue partner representatives reviewed and evaluated the statements of qualifications in accordance with the published evaluation criteria. The criteria included relevant project experience and firm qualifications, deliverable examples, staffing plan and individual qualifications, preliminary work plan, firm work within the City of Fort Worth, and supplemental information. The selection committee recommends award to Venue Solutions Group, LLC (VSG) as the most qualified firm and the firm offering the best overall value to the City for this assessment. Venue Solutions Group was determined to be the strongest overall selection because its team demonstrated direct experience assessing large public assembly, sports, entertainment, and event facilities; a strong understanding of venue operations; and the ability to translate facility condition findings into actionable long-term capital planning. VSG's qualifications emphasized public assembly venue assessments, operational risk, event continuity, major system renewal, and capital expense planning. The firm's experience is directly aligned with the City's need for a practical facilities assessment that can support future capital funding decisions rather than a report limited to general observations. VSG's submitted experience included comparable facility condition assessment work for major public assembly venues and multi -venue campuses, including projects involving stadiums, convention facilities, arenas, public assembly venues, infrastructure, and long- range capital expense planning. Their approach is particularly relevant to WRMC because the campus must be assessed not only as a collection of buildings, but as an operating event 3 of 20 FORT WORTH. complex with heavy load-in/load-out demands, livestock and equestrian uses, public assembly life -safety requirements, aging infrastructure, and limited downtime windows. The recommended agreement will allow the City to establish a defensible technical baseline for future WRMC capital investment decisions. The study will also help the City identify near - term critical needs, sequence future projects, reduce emergency repair exposure, and support future budget requests through documented facility condition data and planning - level cost estimates. The assessment is currently scheduled for 28 -weeks from Notice to Proceed through presentation of findings. Event schedules may impact completion time. The overall project costs are expected to be as described in the table below: PROJECT COSTS TOTALS Professional Services Agreement - Venue $1,370,920.00 Solutions Group, LLC Project Administration / City Staff Support / $209,080.00 Contingency, if applicable PROJECT TOTAL $1,580,000.00 Additional funding for the WRMC Facilities Assessment 2026 project was identified through existing funding programmed in the Fiscal Year 2026 Capital Improvement Program, together with available funds from the WRMC Welcome Center Roof Replacement project (City Project No. 106450). The Welcome Center roof replacement scope was completed in May 2026 as part of another project; therefore, the remaining appropriation in City Project No. 106450 is available for reappropriation. This action reallocates a portion of those funds to the WRMC Facilities Assessment 2026 project to support the professional services agreement with Venue Solutions Group, LLC, with any remaining funds being appropriated to the WRMC Minor Renovation & Repair programmable project for future eligible WRMC facility repair and renovation needs. Waiver of Building Permit Fees: Not applicable. This action authorizes a professional services agreement for a facilities assessment study and does not authorize construction work. The Will Rogers Memorial Center is located in COUNCIL DISTRICT 7 but serves residents, visitors, event organizers, and stakeholders from all council districts. This contract requires a Form 1295. FISCAL INFORMATION/CERTIFICATION 4 of 20 FORT WORTH. The Director of Finance certifies that funds are currently available in the WRMC Facilities Assessment 26, WRMC Welcome Center Roof Rep, WRMC Minor Renovation & Repair and Unspecified -All Funds projects within the Public Events Capital Fund and upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the Public Events Capital Fund for the WRMC Facilities Assessment 26 project to support the execution of the agreement. Prior to an expenditure being incurred, the Public Events Department has the responsibility of verifying the availability of funds. SUBMITTED FOR CITY MANAGER'S OFFICE BY: Giordano, Dianna, # 7783 ORIGINATING BUSINESS UNIT HEAD: Sanchez Serrano, Cynthia, #2598 ADDITIONAL INFORMATION CONTACT: Keith A. Chisolm, #2525 ATTACHMENTS 1. VSG SA M.gov [7.5.13.1 - 5 pages] 2. VSG Certificate of Insurance [7.5.13.2 - 1 page] 3. Facilities Assessment Map [7.5.13.3 - 1 page] 4. ORD.APP_WRMC FACILITIES ASSESSMENT SELECTION_30205_AO26(R2) [7.5.13.4 - 2 pages] 5. ORD.APP_WRMC FACILITIES ASSESSMENT SELECTION_30205_AO26(R3) [7.5.13.6 - 2 pages] 6. CONFIDENTIAL - VSG Form 1295 [7.5.13.7 - 1 page] 7. CONFIDENTIAL - PED WRMC Facilities Assessment 2026 FID Table [7.5.13.8 - 1 page] 8. CONFIDENTIAL - WRMC FACILITIES ASSESSMENT SELECTION funds availability [7.5.13.9 - 2 pages] 5 of 20 oIVENUE August 20, 2026 Mr. Keith A. Chisolm, MPA, PMP Capital Projects Manager Public Events Department City of Fort Worth 100 Fort Worth Trail Fort Worth, TX, 76102 Creating the Science ofFacility Management Facility Operations, Evaluation & Analysis RE: Facility Condition Assessment of Will Rogers Memorial Center Advisor/Client Letter of Agreement Dear Keith: Thank you for your confidence in engaging Venue Solutions Group to perform this significant service to the City of Fort Worth. This letter and all attachments hereto shall constitute both a proposal as well as the entire agreement ("Agreement") between Venue Solutions Group, LLC (the "Advisor") and The City of Fort Worth (the "Client"), for the consulting services described above ("Project"). If you would like to use a City agreement document, we are happy to oblige. The specific description and schedule of services to be provided by the Advisor to the Client are defined in Attachment A, "Scope of Services." The terms of compensation and reimbursements which the Advisor will receive for rendering services to the Client are defined in Attachment B, "Compensation for Services." The general terms and conditions of this Agreement are defined in Attachment C, "General Conditions to Agreement." If you are in agreement with these terms and conditions, please sign below. Upon my receipt of one signed copy of this Agreement, we will begin work on the Project. Should you wish to make any alterations to our scope or methodology, I'm happy to work with you to ensure we provide exactly what you're seeking. 7105 Peach Court, Suite 108, Brentwood, Tennessee 37027 venuesolutionsgroup.com Russ Simons, Managing Partner russ.simons@venuesolutionsgroup.com p 816.352.6494 Mike Wooley, Partner mike.wooley@venuesolutionsgroup.com p 615.484.2565 Tom Williams, Partner tom.williams@venuesolutionsgroup.com p615.481.6974 Mr. Chisolm August 20, 2026 Page 2 We look forward to working with you, and please call if you have any questions. Sincerely, Tom Williams Partner cc: Mike Wooley, Venue Solutions Group Russ Simons, Venue Solutions Group Attachments ACCEPTED BY ADVISOR: Title Date ACCEPTED BY CLIENT: Title Date Mr. Chisolm August 20, 2026 Page 3 ATTACHMENT A Scope of Services Task 1: Asset Tagging (by Bureau Veritas) Assessment of Existing Conditions Plumbing • Identify the material plumbing systems including domestic water supply and hot water production, sanitary sewer, or any special or unusual plumbing systems (such as water features, grease traps, fuel systems, gas systems, etc.). Also identify the type and condition of observed restroom fixtures, drinking fountains, and/or other miscellaneous plumbing equipment. Where readily visible, observe the general conditions and note any reported physical deficiencies or any unusual items or conditions observed or reported. Heating • Identify the material heat generating systems. Observe the general conditions, identify the reported age of the equipment, note reported component replacements/upgrades, note the apparent level of maintenance, and identify if a maintenance contract is in place (and the name of the contractor). If heating equipment is not operational at the time of the walk-through survey, provide an opinion of the condition to the extent reasonably possible. Note any reported physical deficiencies or any unusual items or conditions observed or reported. Include any reported system problems. Identify and observe any special or unusual heating systems or equipment (such as fireplaces, solar heat, etc.). Air -Conditioning and Ventilation • Identify the material air-conditioning and ventilation systems. Include material equipment such as cooling towers, chillers, package units, split systems, air handlers, etc. Identify the material distribution systems at the subject property. Generally note reported tenant -owned equipment/systems that are not included in this review. Observe the general conditions, identify the reported age of the equipment, note reported component upgrades/ replacements, note the apparent level of maintenance, and identify if a maintenance contract is in place (and the name of the contractor). If air-conditioning and ventilation systems are not operational at the time of the walk-through survey, provide an opinion of the condition to the extent reasonably possible. Note any reported physical deficiencies or any unusual items or conditions observed or reported. Include any reported system problems. Identify and observe any special or unusual air- conditioning and ventilation systems or equipment (such as cold storage systems, special computer cooling equipment, etc.). Mr. Chisolm August 20, 2026 Page 4 Electrical Identify the electrical service provided and distribution system. Include primary electrical equipment such as material switchgear disconnects, circuit breakers, transformers, meters, emergency generators, general lighting systems, and other such equipment or systems. Where readily visible, observe general electrical items such as distribution panels, type of wiring, energy management systems, etc. Observe the general conditions and note any reported physical deficiencies or any unusual items or conditions observed or reported. Include any reported material system problems. Identify any special or unusual electrical systems or equipment present. Life Safety/Fire Protection • Identify the material life safety/fire protection systems, including sprinklers and stand pipes, fire hydrants, presence of fire alarm systems, smoke detectors, fire extinguishers, emergency lighting, and other like safety systems that are readily visible. Observe the general conditions and note any reported material physical deficiencies or any unusual items or conditions observed or reported. Include any reported material system problems. ASSET / EQUIPMENT INVENTORY During the assessment, each field team will be responsible for collection and storing all of the equipment and asset inventory in an electronic format that is readily transferable to a standardized CMMS system. Where appropriate, the following data will be collected for each component: HVAC (level of detail for which Preventive Maintenance would be performed) o Heating System ■ Identify boilers, furnaces, unit heaters and major labeled equipment o Ventilation System ■ Identify the major labeled equipment; exhaust hoods, fans o Air Conditioning System ■ Identify the material air-conditioning components, including cooling towers, compressors, chillers, package units, roof top units, split systems and major labeled equipment. Excluded are window units, terminal units, VAV boxes, and thermostatic controls • Electrical o Major panels only -for identification to track maintenance o Transformers o Switchgear Mr. Chisolm August 20, 2026 Page 5 • Equipment o Building Automation System • Commercial Kitchen equipment o Ranges o Commercial grills o Exhaust Hoods o Exhaust Fans (rooftop) o Ice Machines o Refrigerators (Walk -In) o Freezers (Walk -In) BARCODING For the above referenced equipment, BV will apply a durable barcode with unique bar code number for use as an identifier in the CMMS system. We will use a vinyl tag for indoor applications, and a durable foil tag for outdoor use. Barcode numbers will be recorded in the database and all future work orders etc., can be tied back in to a single piece of equipment or system. 0.125° RADIUS 2.000" D I 0000000 01 corrigo QRCODE READS Tagging- where equipment has not been named or tagged — BV will use standard naming conventions to generate an equipment number for that component, and will use a durable vinyl tag to label the equipment. Methodology Bureau Veritas (BV) will be prepared to begin this scope of work approximately two weeks after execution of the Prime agreement. The firm will provide 8 to 12 representatives and be on site between 5 and 10 days. Given the nature of the work of the Facility Condition Assessment, BV will tag the HVAC and electrical equipment first, and provide the list to Venue Solutions Group for the on -site visit of their MEP subconsultant. BV will tag the Mr. Chisolm August 20, 2026 Page 6 foodservice equipment after Venue Solutions Group's on -site visit, as they will inventory a larger list of equipment than Bureau Veritas. (end of Task 1) Mr. Chisolm August 20, 2026 Page 7 Task 2: Facility Condition Assessment The purpose of the Facility Condition Assessment is to establish a baseline on the facility's current condition, focusing on infrastructure elements. The condition of the infrastructure will provide 1) an owner with a reasonable set of expectations regarding future repairs and replacement and 2) assist the design team with critical information in developing cost estimates for future renovations. The proposed comprehensive assessment involves the following areas: Architectural Condition of interior finishes, exterior components Major Systems Mechanical, electrical, plumbing and fire protection, irrigation systems Structural Load -bearing walls, exterior sidewalks and building facade, light standards, parking lots and parking structures Entertainment Electronic Systems Audio, fly system, theatrical lighting Operations and Electronic Systems Security, Telephone/Data Vertical Transportation Elevator, escalator, pit lift and ADA lift function; current operation and ongoing maintenance (only elevators to be assessed, but all units included in capital expense plan) Roofs Membranes, water diversion and penetrations; conduct a moisture scanning Food Service, Concessions, and Catering Fixed concession stand equipment, Point of Sale, cooking and food prep equipment (kitchens/pantries) Civil — Add Alternate Scope of Work Assess major sanitary and storm sewer lines Furniture, Fixtures & Equipment Select FF&E, both equestrian and non -equestrian, will be included in the Capital Expense Plan Other Items Hazardous material testing may be included in this project Capital Expense Plan Research, develop, and deliver a capital expenditure matrix that will assist the owner/operator in budgeting and making capital improvement decisions Mr. Chisolm August 20, 2026 Page 8 VSG's process for performing the assessment consists of direct observation, review and interpretation of documents, interviews with personnel and input from management and ownership, evaluation of the actual condition of the major physical elements, systems, and operations. In addition to the physical review, VSG will provide commentary on the level and quality of repairs and maintenance currently being performed by the operator. Our Approach Venue Solutions Group has developed an approach to help the City better understand where the Will Rogers Memorial Center and associated buildings ("Complex") are in their life cycle. The project team we have assembled comprises national firms with specific expertise in designing and assessing large public assembly facilities, including equestrian venues, and is versed in both entertainment venues and equestrian facilities. This scope of work is based on assessing the following venues: Mr. Chisolm August 20, 2026 Page 9 Will Rogers Memorial Center Facility Condition Assessment Scope of Work SIZE Scope of Assessment[1] [21 ROOF building Square Feet No. Parking Spaces SF OT Roof SF Domed/Arched Roofs Total SF of Roofs Access WRde altnrium 46,000 A,MEP, S. F, T, R.V 30.000 30,000 saw accessible by hatr5094er (tlrone recommentledd Dome accesaa,o bV netcMUtltler In perbalcany. Eauandboolirrgemon8 beceml9abydnmamne. 00 14 only by lntararane. Waflgliogum 94,000 a , MEP,S, F,T,R,V 14,000 62,000 76,000 Nonheastana northwest re00m roots accessible bynatchnaatler Ie cuc0aialc00eh dornao000oo,blin,ccp004enaccrin 6ackotag0CWb, eaatwinglctb0ngoflico0) dC 00458 nlyby It, 8490,, 0,1,000. Amy n ('art,. FV RaA idp 182,500 A, MEP, S, F,TR, V 176,000 175,800no ssibU by hatch/lame, lone north of name, one sown or aome)In ezaanlnes. noples/orernangs onlyaccessiblb by d,(or drone. 175.400 A, MEP,S, F,T,R,V 206,000 206,001 eca04cocy narcnnaaaerinmeaaninea5000 onices CooingTowerBldg MEP,S,R 1,500 1,500 Acceible by Utldertram Burnett roof Central PlantBld MEP,S,R 3,000 Accessible only 05 60 or drone PloneerTswer 6,000 MEP,5.R 4,700 4,700 P0nee,Te0orcbbyrmtsaccemlble by ladderfrom CudseumnonM1we0rebn00Mroof. Welcome Center 6,000 A, MEP,S, T, R 6,650 6,850 8000598560 halm/Inane,ie000cmalc80e. RICha dmn ni- RW ld I- 219,000 A, MEP, S,F, T, R, V 208,000 57,500 265,500 s0utnwestmeuanlne_waft Orwecanopy-Accessible lmm JustinArena Inc Inc Inc Inc Westkena Inc Inc Intl ad Inc Monte 018100 156.000 A, MEP,S, F,T,R,V 102,000 102,000 Acceib0 b/mepsle00, In nartn muamn0; canopwsoreman000e000ressible by 1100, a,me. watt.aoafla Inc Inc 36,000 38,000 Fe is0*r art MP Rlae 104,800 A. MEP, S. F. T, R.V 6,500 50,500 57,000 Accescb8b,hatch/IaatlerinwsatrneaanNa _tta[k Barns 300,000 A,MEP,S,F,T,R 322,900 322,900 -Svineaam Acces99oonly bylitt, la000r, or 4160 Jaen NonscoAaccess8U bynarcnnaaaerin/wboom, n0nhwest acceible W M1atcn/Utltler In a ,b.1c- boo mechanicalac une, by hetcNUdder In Uadingama subs[ closet. -9nmpaam Acceiba any bydn. ladder. crtlrone Smell{shorts (paudrypigeon. rsUbtt deA NoonreAroomsaccesoblebynatch iddi,r incuoddulcloset. tlomeacttc4bleonly by un,laaaecmarune. -came cant memardaalaaaesaib�e by hamhnadoer In eremnca1 rmm, dome aorma nmy by..uotle,. or amne; small CxC4lts-Nonhresbodmsacceibkbyhatcllu/Ud,n,- set. some acceible onry by 1X, lands, er drone awem ane tnc004bccokbyat. Uaam, or 1,000 cattU 90m2 Accessible ark by I6, Utltler, orar00e Lame A•ena/Wena2 N � Inn m 0aoble by na a ncaat0alalcbsetaomeaccee0bacnty by dill Utlderortlmne ,Xe bIns AccessibleonlybyIll,Udder,ord,- -C 389Bg,nA0cnnector A.-tokby I.,U409r, ordrane. ThePavilibn 42,000 MEP,S 30,000 30,000 AcceibieunI, by 11110,4000. Site North Rip Johns n electricaivault (retl circle on map) 3, MEP eon Ni, roon9pIr. bnckstructure wan caeoone caps Amon Carter Parkin Gara 399 SMEP Justin Garage 364 S, MEP Western Heritage Sara 1145 S, MEP,V Sr ar-BewerA,alns TBU U Pe4nererfending 4.900 S MdrAe 252,000 MEP Irrigation only) 50,609 P9081 36 rte,Wastlet 449 S -Mo4eanoe 7] 104 S Cclrse meas,lot 119 S -asm ands, m, 21 S -Moncrieysoul/,lot 17 S -aou- barn lo, 190o24pullthru trailer spots S. RVLats aea (NE WRMc Scot/cal 104 S. MEP( pedestals Fpaeo Plem 7 5, MEP edestalsl Swie0gp 10 5,MEP(padestalsl East and West Lancaster ticket offices (shown as Gees 27 & 28) A, MEP, S. R Acc000ble any by Im, badcr, 44000. Gate 23 A, MEP 9140 20 A, MEP 5140 17 A, MEP 00.0018 A,MEP 9140 13 A, MEP, S, R Acc06000nyby Mt. Utltler, crdrone. Gate 14 A Acceib0 onybndtt, Utltler, ordroro, Gate42 A, MEP, S, R Accesslbc onry bnon, bade, ordrmre, Gate- A, MEP, S, R. fete ibis onybydtt,Utltler, or drm-, Gets 34 A, MEP, 5, R Acceibc onry bybe, Utltler, or bone. off£ A=architectural fl nishes MEP=meth/elec/plumb/FP/irrigation S=Structure F=food service equipment T=technologg R=rriof Vweoicaltransporatlon Um001ltlesyclvlcstorm-son drain Stormwaterplpes are RCP [2] Exact location ofelevators Is090, but project will Include 9 passenger elevator assessments Mr. Chisolm August 20, 2026 Page 10 Note: The interior of Pioneer Tower will be structurally assessed from vantage points offered by the internal stairwell. The exterior will be structurally assessed by personnel on the ground. The roof will be assessed using a drone. VSG, acting as the prime respondent, will supervise all activities of the subconsultant group, including requests for information, scheduling of staff interviews, and on -site access. We then manage the subconsultants throughout the report analysis and preparation phase, and we will be the entity that provides each deliverable and presents the findings. Our project approach is divided into the following tasks: 1. Upon receipt of Notice to Proceed, VSG will work with the designated City representative to coordinate timing and schedules. We will submit a request for information to be provided by the City and venue operators, including MEP record documents, capital plans, drawings, information on any major repairs or renovations, and major system operating and maintenance materials. Given the size of the complex, we propose multiple site visits: two visits for Bureau Veritas to apply inventory tags, and two (2) site visits, occurring 10-14 days apart to capture all relevant information for the Facility Condition Assessment; each of these visits will last 4 to 5 days. The remainder of this scope of work applies to the Facility Condition Assessment. 2. The consultant team will meet with the City, facility representatives and relevant subcontractor service providers to discuss the current views of the arena, including their primary concerns with regard to: • Current maintenance issues • Operational issues - review and prioritize operator's current working list • Plans for future improvements or updating This site visit will include not only meetings with staff, but also tours accompanied by general discussions with tour leaders. Topics of discussion will include significant equipment failures, unusual wear and tear, excessive oxidation of metal surfaces, and abnormally high utility invoices. 3. At the conclusion of the on -site assessment and observations, the individual team members will spend time compiling and analyzing their data, creating recommendations and presenting it in way that is easily understood. VSG will compile subconsultants' work into a "draft" report and present it to the City for review. The City will provide feedback and clarification to VSG, which will then be incorporated into the "final" version. A final report will be issued and a presentation of the findings and recommendations can be made at the discretion of the City. Mr. Chisolm August 20, 2026 Page 11 Scope Detail by Discipline Finishes Review The facility's finish review would consist of inspecting and evaluating the condition of the interior and exterior finish components of each building. It may also include a review of the functional efficiency of particular areas. This portion of the assessment will: • Provide an objective review of current conditions for the following: — Seating — Animal/Tenant Spaces — Premium Spaces — Social Spaces — Media Spaces — Event Production Spaces — Groundskeeping Spaces — Storage — Restrooms — Concourses — Entry Gates — Circulation — Overhead Doors — Stairwells — Terraces — Wayfinding — Metal Cladding and Glazing — Exterior Features to the Curb Line (Pedestrian Plazas & Walkways) — High level review of each venue's compliance with current ADAAG and TAS requirements • Provide an objective view on the functionality of a given space in order to develop recommendations on modifications for improvement Major Systems Reviews The two primary goals for this section are: first, to identify equipment that needs replacement or will need replacement within the next 20 years, and second, to identify potential system upgrades and emerging technologies that would provide benefits in utility savings, maintenance, guest comfort, and indoor air quality. Ultimately, the review will Mr. Chisolm August 20, 2026 Page 12 provide an engineering "high-level" evaluation of existing systems and guidelines aiding in annual (and more immediate) capital expenditures for MEP systems. This review will assess the following equipment and systems: • Mechanical Chilled water systems, building automation system (BAS), air handlers, heating systems, fan coils and terminal units, exhaust and grease fans, piping insulation and louvers. • Electrical Site electrical distribution, switchgear, condition of electrical rooms, show and truck power, emergency generator, site lighting, interior lighting, sports lighting, lighting control systems, energy management systems and fire alarm system. • Plumbing Domestic cold and hot water systems, grease traps, bathroom fixtures, drinking fountains and sewage lift pumps. • Fire Protection Fire pumps, sprinklers, and standpipes. • Irrigation System Controllers, pumps, filters, valves, sprinkler heads (252,000 SF of coverage) • Building Automation System - Assess the existing BAS for its capability to be BACnet IP or MS/TP 0 Review BAS Management Level (graphical front end) for latest S/W and H/W to support BACnet IP configuration. 0 Review BAS controller information to ensure it supports the correct system configuration, BACnet IP and/or MS/TP, and Supervisor or Equipment controllers. 0 Review the Network infrastructure to determine whether it has all the necessary equipment to support the BAS Network Topology. 0 Review and document the current DDC versus Pneumatic controls (for potential upgrades to DDC). The gas and diesel fuel tanks will also be assessed by this subconsultant. Our methodology for performing the review consists of the following: • Observe and document the physical and operating condition of equipment and systems. Mr. Chisolm August 20, 2026 Page 13 • Interview the operations and engineering staff to determine event day and non- event day sequences of operation of selected equipment and systems. Evaluate how the systems are actually operating. • Observe and document the physical and operating condition of equipment and systems. We will evaluate each selected system and comment on the following: • The current physical and operating condition of selected components, equipment, and building systems with an estimate of their remaining useful life. The estimate of remaining useful life will be based on no changes to the current PM program for the respective equipment or system. • Identification of systems that are not operating as designed or as needed to satisfactorily serve the patrons and users. We will recommend other sequence of control modifications that may reduce operational costs, as applicable. • Recommendations on preventive maintenance actions to be implemented in the short term and the long term to prolong useful life and increase the operating efficiency of the equipment. Based on the equipment's remaining useful life, recommendations for replacement may be made. Structural Review The assessment team will evaluate the condition, capacity, suitability, and performance of the facility's structural systems. The team will conduct reviews of documents, on -site observations, and conceptual analysis to evaluate the condition, capacity, suitability, and performance of the building structural systems. Structural systems include: • Catwalks • Foundations, basement walls, elevated slabs • Fixed seating area • Structure to support rigging • Walls supporting roofs • Exterior sidewalks/plazas • Surface parking and parking structures • Perimeter fencing (4,850 linear feet of iron/brick and 50 linear feet of wood) Enclosures will include: • Exterior walls, facade cladding, waterproofing Mr. Chisolm August 20, 2026 Page 14 • Condition of fenestration systems • Waterproofing at window and door rough openings • Waterproofing at wall penetrations, signage • Exposed wall coatings (e.g., elastomeric coating over concrete or CMU walls) • Waterproofing at plazas, terraces, and balconies • Waterproofing at slab -on -grade conditions Entertainment Electronic Systems Review In each of the following areas, we will review the current condition, setup, and operation of equipment to maximize performance and identify opportunities for system upgrades. • Sound Systems • Theatrical fly system • Theater production lighting Operations Electronic Systems Access Control & Monitoring • Review current perimeter door monitoring (efficiency and potential gaps). • Review access control (card readers) and control points within current facility operations. • Review and discuss current deployment of video surveillance at perimeter points, within the seating bowl, and areas of recent security concern (e.g., air handling areas). • Review exterior surveillance. Identify obstructed areas, propose solutions (e.g., it is very common for trees to grow and block cameras). • Identify potential locations where biometric access (e.g., thumb/palm reader) may be appropriate. • Review the extent of surveillance cameras and what they can and cannot see. • Review surveillance with regard to operational control (crowds, concessions, cash rooms, commissary) vs. potential external threats, such as the surrounding streets, entrances, and parking lots. Telecommunications and IT • Review data backbone topology and media for bandwidth and speed • Review phone system including switch • Wireless internet systems Mr. Chisolm August 20, 2026 Page 15 The following chart identifies the technology components that will be assessed in each building: Place an "x" in the appropriate box Sound/ PA System Security Alarm System CCTV Equipment or Card Access IT/Network System/IDF/ MDF Site WR Auditorium X X X X WR Coliseum X X X X Amon Carter Ex Hall Bldg X X X X Burnett Bldg X X X Pioneer Tower Richardson Bass Building X X X Justin Arena X X X West Arena X Moncrief Bldg X X X X Watt Arena X X X Equestrian MP Bldg X X X Livestock Barns X X X The Pavilion X X Welcome Center X X X Garage, W Heritage X X X Garage, Justin Arena I X X X Mr. Chisolm August 20, 2026 Page 16 Food Service Equipment • General Food and Beverage Issues o General wear and tear on facilities and equipment o Review cleaning and pest control programs o Review preventative maintenance programs o Ice machines and other service equipment o Concession stands and bars o Counters o Menu boards o Cooking and preparation equipment o Point of Sale • Concession Stands o Counters and casework o Cooking and preparation equipment o Wall and floor finishes • Commissary and Kitchens o Cooking and preparation equipment o Wall and floor finishes This work will entail developing a complete inventory of all fixed F&B equipment for the City's use (not smallwares or portable equipment), and the list will be provided to Bureau Veritas to assist in their required scope of work. Vertical Transportation Review This includes the review of elevators, escalators, and lifts with the following examples of the work in this area: • Observe and document the physical and operating condition of equipment and systems. • Interview the operations and engineering staff to determine the event -day and non- event -day sequences of operation for selected equipment and systems. • Evaluate how the systems are operating. • Evaluate the existing preventive maintenance program. • Review the condition of vertical transportation components. Mr. Chisolm August 20, 2026 Page 17 • Provide order -of -magnitude costs for repair and replacement based on current conditions. Evaluate each selected system and comment on the following: • The current physical and operating condition of selected components, equipment, and building systems with an estimate of their remaining useful life. The estimate of remaining useful life will be based on no changes to the current PM program for the respective equipment or system. • Identification of systems that are not operating as designed or as needed to satisfactorily serve the patrons and users. We will recommend other sequence of control modifications that may reduce operational costs, as applicable. • Recommendations on PM actions to be implemented in the short term and long term to prolong the equipment's useful life and increase its operating efficiency. Based on the equipment's remaining useful life, recommendations for replacement may be made. This project will include assessment of nine (9) passenger elevators. We will also include the 4 escalators and 4 ADA lifts in the capital expense plan. Roofs Assess the condition of the roofing membranes, penetrations, seams, flashings, and water diversion devices. We will review the original construction (if design drawings are available) and any repairs that have occurred, identify problem areas with standing water and their sources, and create a roof key plan for future use. Our approach will include the use of drones for access where required, as well as a Tramex DEC SCANNER (or equivalent) to determine moisture levels. Moisture scans would require access to facility after hours to conduct a thermal drone survey at the inaccessible roof areas. Civil/Site (Utilities) Review (Add Alternate Scope of Work) General Utility System Assessment Scope 1. Meet with the Owner and stakeholders to kick off the project and confirm understanding of concerns, priorities and expectations for the project. Confirm all work will be completed in formats that will integrate into the City of Fort Worth Public Works Work Order and Asset Management Systems. Mr. Chisolm August 20, 2026 Page 18 2. Obtain as -built drawings, work order maintenance records, and existing mapped utility system data in either paper or electronic formats. Through scanning or digitizing or creating new shapes in existing or proposed mapping layers, produce as complete of a map as possible of all known utility information, including reviewing and updating utility attributes such as age, material, as -built documentation etc.. 3. Meet with Facility and Public Works Staff to review updated utility mapping information and identify missing data and attempt to obtain and document as much institutional knowledge as possible. Update the utility mapping accordingly. 4. Review overall status and completeness of the updated Utility Mapping with the owner and discuss next steps to complete required field investigative work including potential phasing of work to fit budget allocations. Sanitary Sewer System Assessment 1. Clean and inspect existing sanitary sewer systems throughout the campus starting with the oldest and or most problematic line segments. 2. Verify pipe alignment, grades and conditions of manholes and update the Utility Mapping Data accordingly, including adding lines where no prior mapping existed. a. Determine Overall Pipe & Manhole Conditions b. Service Connection locations and conditions c. Documented damages, failures, etc. 3. Depending on conditions and noted concerns, Smoke Testing would then be performed to confirm potential illicit connections from roof or storm drains etc. and significant sources of storm/ground water infiltration. 4. Develop a 5 to 10 -year Maintenance and CIP Plan to cover all identified system deficiencies and life cycle replacement needs. Systems Capacity Analysis 1. Once each utility system existing conditions are known, and mapping data updated, each system will be evaluated to determine whether or not each segment is sufficiently sized to meet the current and or anticipated future service conditions. This would mostly likely entail updating existing water or wastewater master plans and or models or coordinating with other City consultants as needed to accomplish the same. 2. Identify all system upgrades required and update each CIP Update Plan as needed to ensure all recommendations are consistent with the latest modeling results and system recommendations. Mr. Chisolm August 20, 2026 Page 19 Furniture, Fixtures & Equipment The FF&E described in the amenities & FF&E document provided to bidders during the RFQ process will be the basis of the FF&E review. We will use existing lists/documents from the Complex or the City, in conjunction with our own observations, to exert best efforts to document accurate quantities. The FF&E will not appear in the written facility condition assessment of the Complex, but will be included in the Capital Expense Plan, with priority, costs, and replacement schedule applied. VSG will use its judgment to determine when each item should be replaced, based on our experience managing facilities and on information from performing over 75 facility condition assessments. The following two pages identify the FF&E that VSG will inventory. Through text highlights, we have separated equestrian FF&E from non -equestrian FF&E for the purposes of internally assigning responsibility. We have also highlighted the amenities that will be included in the facility condition assessment. Assessment of amenities will include physical condition, not general usefulness or applicability (e.g., we will not opine on enlarging kids' zones or if you should have more pressure washers). Please note that the scope of work assumes the City will provide significant information related to estimated quantities and locations of FF&E. This project does not include deploying personnel to every location on campus to locate each piece of designated FF&E, which may be hidden from a normal inspection. Mr. Chisolm August 20, 2026 Page 20 FF&E Assessment -non equestrian FF&E Assessment-equestrian/Populous Facility Condition Assessment Generic List of Visitor Amenities (Grouped by Function) Essential Guest Comfort & Services • Visitor Lobby! Reception Area Comfortable check -in space with clear signage, event info screens, and staff support. • Restrooms & Family/Accessible Facilities ADA-compliant, well -lit, climate -controlled facilities near main viewing and barn areas. • Seating & Shade Structures Bleachers, Adirondack chairs, or picnic tables with shade sails or pergolas. • Water Stations Hydration stations with filtered water — for guests and horses. 2. Spectator Enhancers • Grandstand Seating with Clear Sightlines Tiered seating oriented for best viewing of arena activity. • VIP/Reserved Seating Areas Premium benches, covered tents, or box seating with service access. • Live Video Scoreboards/Timing Displays Digital screens showing ride times, class results, and announcements. • PA System + Event Announcer Booth Clear audio for schedules, rider introductions, and safety messages. 3. Food & Beverage Services • Concession Stands / Food Trucks Zone Options for snacks, meals, beverages — clustered for flow and queuing logic. • Picnic Lawn or Outdoor Dining Area Landscaped spaces where families can relax between events. 4. Retail & Engagement • Tack Shop / Equestrian Retail Store Branded gear, supplies, souvenirs, and day -of event merchandise. • Information & Sponsor Kiosks Maps, event programs, and community partner booths. 5. Safety, Support & Healthcare • First Aid Station (Human) Easily accessible medical support with visible wayfinding. • Farrier & Vet Staging Area On -site service point for equine care during events. • Lost & Found / Customer Service Desk 6. Kids & Family Zones • Play Area / Petting Zone Fenced, supervised space with equestrian- themed equipment. • Storytelling/ Education Corner Interactive exhibits about horse care, breeds, and history. 7. Parking & Access • Designated Parking with Equestrian Trailer Spaces Pull -through spaces, wide aisles, and convenient access to arenas. • Valet Trailer Drop / Unloading Zone • Shuttle Loop (for larger complexes) • Bike Racks & EV Charging Stations 8. Digital & Connectivity • Wi-Fi Coverage Across Spectator Zones • Mobile App / QR Code Info Points Event schedules, maps, live results, and sponsor messaging. 9. Relaxation & Scenic Spaces • Outdoor Gathering Plazas Fire pits, benches, landscaped gardens with interpretive signs. • Viewing Decks / Raised Platforms Elevated vantage points for panoramic arena views. 10. Overnight & Extended Stay (If Applicable) • Camping Sites / RV Hookups • On -Site Lodges or Bunk Rooms • Shower Facilities for Extended Events Mr. Chisolm August 20, 2026 Page 21 Equestrian Arena & Barn FF&E — Organized by Function 1. Competition & Riding Operations (Arena Use) • Jump standards, rails, breakaway cups • Dressage letters, cones, boundary rails • Cavaletti sets and cross rails • Arena clocks and electronic scoreboards • PA system (speakers, mixer, microphones) • Judge booths (portable or fixed) • Announcer stand with desk and monitors • Timing equipment (sensors and displays) • Arena fencing panels, gates, kick rails 2. Horse Housing & Daily Care (Barn Core) • Stall fronts, grills, and sliding doors • Rubber stall mats • Feed bins and hay racks • Automatic or bucket waterers • Stall nameplates and ID holders 3. Grooming, Washing & Preparation • Wash racks with cross -ties • Hot/cold hose bibs and spray nozzles • Mounting blocks • Grooming bays and caddies • Floor drain grates and splash guards 4. Tack, Feed & Equipment Storage • Saddle racks (wall -mounted and rolling) • Bridle hooks and saddle pad racks • Lockable tack trunks • Feed room shelving (sealed) • Rolling storage carts 5. Spectator & Public Comfort • Portable or fixed bleachers • Benches and Adirondack seating • Picnic tables (HDPE) • Shade umbrellas or canopies 6. Guest Services, Wayfinding & Event Support • Directional and regulatory signage • Event information boards • Sponsor banner frames • Trash and recycling receptacles • Portable water refill stations 7. Safety, Medical & Veterinary Support • Human first -aid cabinets • AED units • Emergency eyewash stations • Veterinary exam tables (portable) • Farrier stands and hoof vises • Bio-waste containers 8. Maintenance & Facility Operations • Arena drags and grooming equipment • Utility carts (manual or electric) • Lockable equipment cages • Pressure washers • Hose reels and extension reels • Tables & chairs • Forklifts • Trucks • Scrubbers • Trailers • Skid steer • Concert staging Mr. Chisolm August 20, 2026 Page 22 Other Hazardous Material Testing VSG will include an allowance of $20,000 for hazardous materials investigation and testing at the Will Rogers Memorial Complex. The allowance is intended to provide a reasonable level of investigation based on the age, size, construction, and observed conditions of the facilities and is not intended to constitute a comprehensive hazardous building materials survey. The specific materials evaluated and the number and location of samples will be determined either by the City, in the field based on observed conditions, representative building materials, renovation history where known, accessibility, and the professional judgment of the FCA project team, or a combination of the two. The investigation may include testing for asbestos -containing materials (ACM), lead -based paint, and other potentially hazardous materials reasonably suspected based on building age and observed conditions. The allowance includes consultant field investigation, collection of a reasonable number of representative samples, laboratory analysis, and documentation of findings for incorporation into the facility condition assessment. Testing will generally be non- destructive or minimally invasive and limited to readily accessible areas. The $20,000 allowance is a not -to -exceed amount unless additional testing is authorized by the Client. If field conditions indicate that additional sampling, specialized testing, destructive investigation, or other services are warranted beyond the available allowance, VSG will identify the recommended additional work and associated cost for Client approval prior to proceeding. This allowance does not include hazardous -material abatement or remediation; development of abatement plans or specifications; contractor monitoring; clearance testing; extensive destructive investigation; testing of concealed or inaccessible materials; soil or groundwater testing; environmental site assessment; or other specialized environmental investigations unless specifically authorized by the Client. The presence or absence of hazardous materials cannot be conclusively established for materials or areas that are not sampled or otherwise evaluated as part of this limited investigation. Mr. Chisolm August 20, 2026 Page 23 Our Approach The capital expense plan is a tool to be used by the City for planning and prioritization and reflects information provided by our subconsultants, manufacturers, and current facility users, based on "best practices" for similar -sized facilities. The plan is in Excel format and is intended to be a "living" document that is continually updated as operator/owner priorities, CPI changes, and construction costs change, and will extend for a period of 20 years or as directed by the City. Below is a representative excerpt from a VSG Capital Expense document. 6) t.ENUE 0950308071 100% 709% 103% Kaaeya Center 20 Year Capital Plan 2027 2028 2029 am.ft ten lautl.n Oa'w9 aevae0wyl 8uea —2 711847 15nl Y.Mp 08980.o,.,83181 mpep 2., M9 nwn 5q 11.780.08.11 ryM R.y.myp r�Yi5p.10001.18808p.10001.188081,p.10001.188081,7.811 009508129 Y.w2 Yaar3 MEPA Rn Ro2plen PBb aM FnmaMel Ean.n Q1.8YM1b Gown Mapapml Cea.9 YYMM 2 2028 15 1 [5]]2 .2.21.7082l 531,800 8]03]] MEP&Rn7108pbn Fm08wMn CI15e0 W0017200 fl2dWIe80011 Mepapcp 00084 Ye*, 2 202820 33,50 35105 .00300 MEPBfba Pr0lapon Runeawmp Co5Y�mgnNe eenlMMapOp Roam M.MapON eowlCdB Hgem 1 302] 25 12.82 18.28 Su p 11820.9,20D1NDumn J 2029 , 235532. Flw 770000009 Fan Cpl UNe 284.010920,09.02.1.0 8282+97.1 0 2001A 751820 um YMN. D801Wtlm 5 2031 20 MEP B Poe Pr9ltlpon OenaM Eew MF8n8 M.pMNral 8N0818rrlbn M.Olum 5 231 2 53..500 MEP_Fm P____ Greaw Fens NrM*1p0mn 5 2001 135,000 Rr. Pralban Bmbb Ei5reuMF.m Balm V MweenKN MOMtlrrtlm 52.2,20 8 2031 0380,000 MEPe Fn Pnlepan ___ Gen N Cara 60.[EM2mI *130107 ~DBMOutlon 0 203. 20 8].000 ]a05.000 I0MF aM0Pw07801 F.m aMm Lawl Mspupul L80101 8 2001 20 MEP BRn Pmwpon cal 201 0.0010.,007 Me01um 5 2001 20 0898,97Fans Dwnnb EOwOLna1 012351 E8oMo1 M.08m 5 2031 5 07200 138]b00 0177 E98Pmem E914 2 M®5 FN1 Pnbpon erm0m+V7pC Lwp DW Ele0Mml DMi0999n mtl Low 10 202 270.000 MEPBFn PmwNon Romanic Tri Cnun&mMn Event Level Ei.Mul l 2020 20 20 2]0300 2]812 MEPL Fln 71obttl9n 9ulnreYri U8N001,E b 2011 15 2],500 MEPIRn Pmlamm Un0SUWlms Event L.wl 58mb1 R.*1292 Di*1em71 .LOW20 M.Ilbm 5 5 2031 30]5,000 YEP071w7198p0, MEPe Fn. Pm ten eu.DupMWm.0 Ntr.nO Bmnnl EwM Level Event Level EBbbl El.mkel Meinbnenq 091107,1* Low low 1 202] 2010 J 13.500 1J 500 13305 10305 18y2 11,]52 The involvement of facility and appropriate venue staff will be crucial to developing a document with sufficient depth to be actionable. Staff involvement will begin with VSG's request for information that will likely include drawings, utility data, CMMS and building automation system capabilities, past studies, list of improvements since opening, and a list of current challenges and opportunities from venue management. The on -site assessment will begin with a kickoff meeting that will include multiple members from each consulting firm and will require the presence of at least one facility staff member from each area (a supervisor or someone who works within the areas under review). After introductions and a description of the assessment process, we will then assign facility staff to consultants. It is VSG's expectation that the client will have venue staff available to our team members as they move about the Complex. The venue staff will be needed to access spaces and answer questions during the walkthrough. VSG typically works from 8:30 a.m. to 5:00 p.m. during our on -site work, with a one -hour working lunch during which time we would like the venue staff to participate so additional questions can be asked. For this project, we request that the in-house food service vendor provide lunch so our project team can remain on site; this cost is included in our fee. Mr. Chisolm August 20, 2026 Page 24 We would also request staff availability on an as -needed basis after our site visit to address any follow-up questions. These questions would be posed via email or telephone. The line items in the capital expense plan will represent a variety of single pieces of equipment, complete systems, and groupings of items where there are more individual pieces than can be reasonably observed. We will produce a capital plan for each venue and the site (to capture any elements not specifically part of a building). Tentative Schedule We anticipate the overall project will encompass a total of 28 weeks, beginning with a contract execution (or Notice -To -Proceed) and concluding with delivery of final versions of the facility condition assessment report and corresponding capital expense plans. During this period, Bureau Veritas will also complete its work tagging the designated assets. Mr. Chisolm August 20, 2026 Page 25 ATTACHMENT B Compensation for Services Fee: All-inclusive fee of $1,370,920.00, which includes travel costs for all project team members to attend the site visits/walkthroughs as described herein, including all costs related to Bureau Veritas' work. Add Alternate Services Utilities [ 1 General Utility System Assessment (a) $20,000 - $40,000 Sanitary Sewer System Assessment (b) $10-$15/linear foot Systems Capacity Analysis (c) $TBD [1] These figures are for discussion purposes and not formal budgeting. Final pricing depends on several factors, including: (a) Assumes a reasonable number of as-builts and documents to scan and review (hundreds, not thousands) (b) If there is uncertainty about where drains connect flow to, Dyed Water Flood testing can occur at $1000-$1500 per trace (c) Must be handled on a case -by -case basis and depends considerably on what models already exist for each utility Invoicina Schedule • 25% of total fee due upon conclusion of final site visit • 50% of total fee due upon delivery of draft assessment reports and capital expense plans • 25% of total fee due upon delivery of final assessment report and capital expense plans FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Venue Solutions Group, LLC Subject of the Agreement: Professional services to perform a facility assessment of the Will Rogers Memorial Center buildings. The assessment will document all buildings, equipment, electrical, mechanical and plumbing systems. The assessment will also look at all functioning pieces on the property to determine the life cycle and repair costs for all systems and structures. M&C Approved by the Council? * Yes 9 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 8 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: 12-31-2027 If applicable. Is a 1295 Form required? * Yes 8 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. 106447 *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 8 No O Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.