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2002-005-PEDCR PARIS ECONOMIC DEVELOPMENT CORPORATION RESOLUTION NO. 2002-005 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE PARIS ECONOMIC DEVELOPMENT CORPORATION ACCEPTING THE PROPOSAL OF GRAEBER, SIMMONS & COWAN FOR MASTER PLANNING RELATED TO A BUSINESS PARK IN PARIS AND AUTHORIZING A PROFESSIONAL SERVICES CONTRACT; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Paris Economic Development Corporation is in need of master planning services related to a business park in Paris; and, WHEREAS, Graeber, Simmons & Cowan has made a proposal to perform such services, and the Board of Directors finds and determines that said proposal is acceptable and Graeber, Simmons & Cowan should be awarded a professional services contract for the same; NOW, THEREFORE, BE IT RESOLVED CORPORATION: BY THE PARIS ECONOMIC DEVELOPMENT Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the proposal of Graeber, Simmons & Cowan, attached hereto as Exhibit A, be, and the same is hereby, accepted. Section 3. That the President of the Board be, and he is hereby, authorized and directed to execute, on behalf of the Paris Economic Development Corporation, a professional services contract with Graeber, Simmons & Cowan, under the terms and conditions and in a form approved by the City Attorney, for master planning related to a business park in Paris. Section 4. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 21st day o~ gust, 2002. \ / d.. x, Y / ~.., ...AL. .... . (."".f" Jay Guest, President () (jrae6eTj Simmons & Cowan AUSTIN SAN A,NTONIO ./00 So,vie Street Austin, Texas 78703 5/2.477.9,/]7 Fa, 5/2.477.9675 Jim Shackelford, AlA Vice President Advanced Technology Croup August 9, 2002 Mr. Gary Vest, Director Paris Economic Development Corporation 1651 Clarksvi lie Street Paris, Texas 75460 Re: Paris Business Park Paris, Texas SUBJECT: Professional Services Proposal for Master Planning Dear Gary: Pursuant to our discussions and your request, this letter and its attachment represent our proposal to provide professional services to the Paris Economic Development Corporation for master planning a business park in Paris. As we discussed, this proposal is a menu of services that our team can provide to your group to supplement your economic development activities. We have included all of the services you requested in our earlier conversation, and have indicated the associated fees with each service. You may choose the services you deem most appropriate to complement your efforts. We are pleased to submit our planning services proposal, which is organized in the following manner: I. PROJECT SCOPE II. PROJECT TEAM III. OWNER'S RESPONSIBILITIES IV. MENU OF BASIC SERVICES V. ADDITIONAL SERVICES VI. COMPENSATION VII. TERMS AND CONDITIONS This proposal includes specific criteria discussed in previous conversations, as well as typical master planning services encountered in this type of project. The Menu of Basic Services provides a description of the services, deliverables, time required, and associated fees for each of the activities we believe to be appropriate for your project. EXHIBIT .A. We are most enthusiastic about working with you and the City of Paris. This is reflected in our fee structures and reinforced by our commitment to support your recruiting efforts. Please review the enclosed proposal at your convenience and, if you have any comments or questions, please contact me. With ~armJegard5' Attachment cc: A.M. Simmons Kelly Halls jim Shackelford Donald Redmon Brian Ott, TBG Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9, 2002 PAGE 1 I. PROJECT SCOPE This planning services proposal has been prepared for Paris Economic Development Corporation (PE DC) for the 145 acre business park site located in Paris, Texas. It is our understanding that the project consists of providing planning services as outlined below for the business park. This proposal is based on the following assumptions, which are based on earlier discussions with PEDC: . The project consists of the master planning of a 145 acre site in Paris, Texas for the purposes of establishing a business park for industry. Graeber, Simmons & Cowan will not be responsible for securing or providing payment for any required permits. Graeber, Simmons & Cowan will be responsible for assisting PEDC in responding to building official's comments related directly to the design and construction of the new amenities. PEDC will contract with a local contractor for the construction of the project. Preparation of record documents at the completion of the project will be addressed in a separate proposal as an additional service. . . . PROJECT TEAM II. Graeber, Simmons & Cowan is organized to integrate the combined skills of its staff into a responsible and dedicated problem-solving group, supported by the remaining professional staff. The project must be well organized so that costs are controlled and deadlines are met; therefore, listed below are the individuals to be involved with the project and their responsibilities. Gary Vest - Authorized Client Representative Serves as a decision maker for the approval of design presentation. Gary's input is crucial for coordination and continuity, and for this reason, it is critical that he be present at all meetings. All information from PEDC should flow through Gary, who is the only person authorized to approve additional expenses. A.M. Simmons - Principal-In-Charge, Graeber, Simmons & Cowan Attends internal project review meetings and participates in the conceptual design and planning stages of the project. Also available as required throughout all phases of the project. Jim Shackelford - Project Manager, Graeber, Simmons & Cowan Provides direction and coordination for all consultants and team members. Manages team members for schedule, budget and design issues. Attends all meetings and serves as liaison with PEDe. Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9,2002 PAGE 2 III. OWNER'S RESPONSIBILITIES A. B. c. D. PEDC will provide full information regarding requirements of the project, including PEDe's design objectives, constraints and criteria, and project scope requirements. PEDC will designate a representative authorized to act in the Owner's behalf with respect to the project. The representative shall be responsible for all Owner-provided information, data and decisions, including examination of the GS&C Team's work product submitted, and render decisions pertaining thereto promptly to avoid unreasonable delays. PEDC will provide record documents of existing conditions at the proposed site, including a certified property survey indicating the property boundaries, topography, trees, rights-of-way, streets and roadways adjacent to the site, easements, encroachments, deed restrictions, zoning, and utility plans of all utilities located on or adjacent to the proþ'osed site, including location, size and depth above or below grade. The Owner-provided information shall also include locations, dimensions and complete data pertaining to existing buildings or parts thereof, foundations, pipelines, driveways, sidewalks, and other improvements. PEDC will provide copies of all environmental surveys and assessments that have been performed related to the site. PEDC shall furnish other services, information, surveys and reports as may be considered within the standards of the industry, if required in order for the project to be accomplished. Such information and services, and approvals and decisions, shall be rendered as expeditiously as possible for the orderly progress of the project. IV. MENU OF BASIC SERVICES - Following is an outline of specific proposed master planning services, time required, deliverables and associated fees. A. BUSINESS PARK MASTER PLAN 1. Consult with PEDC to determine the goals, objectives, and requirements of the project and projected budgets. . 2. Review existing land development ordinances, deed restrictions and other restrictions or limitations to development and, in general, become familiar with the pertinent development regulations. 3. Review the requirements for elements such as existing and proposed future roadways, planned subdivision lots and utility infrastructure, both existing and future. We anticipate that consultation and review for items 1 and 2 above will consist of one two-hour meeting with Paris Economic Development Corporation. 4. Determine the feasibility of achieving PEDe's requirements by examining drawings and specifications of existing conditions or conducting site visits of the proposed site. 5. Prepare, for approval by PEDC, plans, sketches and other documentation as may be deemed necessary to indicate the proposed land uses, lot sizes and locations, and roadway and utility locations. The proposed plan will be reviewed with PEDC during one two-hour meeting to finalize all plans. Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9, 2002 PAGE 3 B. e. 6. This activity will be completed within thirty days of receiving Notice to Proceed and all record documents from Paris Economic Development Corporation. 7. The fee for this activity is: Graeber, Simmons & Cowan: $8,000 BUSINESS PARK DEVELOPMENT STANDARDS 1. Consult with PEDC to determine the desired business types to be recruited to the new park. 2. Based on the stated goals, objectives, requirements and desired business types to be recruited, review and select appropriate limitations and standards for building and site design for future developments to be located within the park. Typical elements such as floor: area ration (FAR), building heights and setbacks, exterior material selections, parking and loading requirements, storage yard screening, landscaping, and signage will be included in the development standards. The standards will complement the proposed zoning for the property. Included in this activity is the development of by-laws and covenants for the establishment of a property owners' association to govern the maintenance and perpetual preservation of the common areas of the park. It is anticipated that consultation and review for items 1 and 2 will consist of one two-hour meeting with Paris Economic Development Corporation. 3. Prepare, for approval by PEDC, a written outline of standards to be enforced and imposed on all future development in the park. 4. This activity will be completed within forty-five days of receiving Notice to Proceed from PEDe. 5. The fee for this activity is: Graeber, Simmons & Cowan: $5,000 BUSINESS PARK ENTRANCE IMAGE/SITE IDENTIFICATION DESIGN With the approval of the Business Park Master Plan, the new park entrance image/site identification design can be completed. This activity includes the following operations: 1. Prepare studies to establish the design concept of the site identification, indicating the size, location, types and quality of materials. It is anticipated that the entry plan will include landscaping, lighting and irrigation systems. 2. Prepare, for approval by PEDC, plans, sketches and other documentation as may be deemed necessary to indicate the proposed site identification elements. The proposed design will be reviewed with PEDC during one two-hour meeting to finalize all plans. 3. Complete, based on approval from PEDC, construction documents including plans and specifications for the construction of the approved park entrance and site identification elements. Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9, 2002 PAGE 4 D. E. 4. Provide a color rendering of the park entrance for use by PEDC in future recruitment activities. 5. This activity will be completed within forty-five days of receiving Notice to Proceed from PEDe. 6. The fee for this activity is: Graeber, Simmons & Cowan: Landscape Architect: Color Rendering: $ 9,000 $ 6,000 $ 1,800 Total for Entrance Design: $16,800 PHASING PLANS Approval of the Business Park Master Plan will permit PEDC to consider phasing the installation of infrastructure improvements and development of individual lots within the park. If desired, assistance can be provided for determining optimum phasing of the development of the park. This activity includes the following operations: 1. Prepare, for approval by PEDC, drawings to indicate the number and location of two or more phases of improvements to be installed or constructed at the project. 2. This activity will be completed within fourteen days of completion of the Master Plan and authorization to proceed from PEDe. 3. The fee for this activity is: Graeber, Simmons & Cowan: $3,500 PERMITS Following completion of the construction documents for the park entrance image/site identification, Graeber, Simmons & Cowan will assist PEDC with the Owner's responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the project. This activity includes the following: 1. Provide copies of construction documents and submit such documents to the authorities having jurisdiction for permitting. 2. Respond to inquiries from authorities having jurisdiction as necessary to obtain required permits. 3. Graeber, Simmons & Cowan will not be responsible for providing payment for any required permits. PEDC will provide payment for all necessary permits, and all fees associated with permits, including plan review and plan filing fees. 4. This activity will be completed as expeditiously as possible upon authorization to proceed from PEDe. Given the uncertain time required to obtain the necessary permits, it is not possible to assign a fixed timeframe to this activity. 5. The fee for this activity is: Graeber, Simmons & Cowan: $2,500 Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9, 2002 PAGE 5 V. ADDITIONAL SERVICES Unless otherwise noted in this proposal, services described in this section are not included in basic planning services and will be billed on an hourly basis to PEDe. Optional Additional Services should first be approved by PEDe. If Contingent Additional Services are required because of circumstances beyond Graeber, Simmons & Cowan's control, Graeber, Simmons & Cowan will notify PEDC prior to commencing such services. If PEDC deems that such services described as Contingent Additional Services are not required, PEDC will provide prompt written notice to Graeber, Simmons & Cowan and thereby release Graeber, Simmons & Cowan from any obligation to provide those services. . A. B. CONTINGENT ADDITIONAL SERVICES 1. Providing services to verify the accuracy of drawings or other information furnished by PEDe. 2. Making revisions in drawings, schedules, specifications, or other documents based on programming or design changes when such revisions are inconsistent with written approval or instructions previously given, or are required because of revisions in codes, laws, or regulations subsequent to the preparation of such documents, or required as a result of PEDe's failure to render decisions in a timely manner. 3. Preparing drawings, specifications, and other documentation and supporting data, evaluate the contractor's proposals, and provide other services in connection with change orders and construction change directives. 4. Providing services related to evaluating substitutions proposed by the contractor and to revising drawings, specifications, and other documentation resulting therefrom. 5. Preparing documents for alternate, separate or sequential bids and providing out-of-sequence services requested by PEDe. 6. Providing consultation concerning replacement of work damaged by fire or other causes during construction, and providing services required in connection with the replacement of such work. OPTIONAL ADDITIONAL SERVICES 1. Providing financial feasibility or other special studies. 2. Providing planning surveys, evaluations or comparative studies of prospective sites or buildings. 3. Providing services involving travel for the purpose of evaluating systems or materials proposed for the project. 4. Coordinating construction performed by separate contractors or by PEDe's own forces, and coordinating services required in connection with construction performed and equipment supplied by PEDe. Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9, 2002 PAGE 6 VI. COMPENSATION A. D. 5. Preparing reproducible record drawings showing signiíicant changes made during the períormance oí the work based on marked-up prints, drawings, and other data furnished by the construction contractor. 6. Providing consultant services or special design services other than those listed in earlier sections oí the proposal íor basic design services. 7. Providing services for post-occupancy evaluation, maintenance programs, or warranty review. 8. Providing 3-D computer models, perspectives, renderings, mock-ups, models and videos. 9. Providing detailed estimates of construction costs. 10. Providing any other services not included in earlier sections of this proposal or not customarily furnished in accordance with generally accepted architectural practice. The íollowing expenses will be reimbursed to Graeber, Simmons & Cowan at cost, plus five (5) percent, excluding in-house services, which will be billed at standard rates. 1. 2. 3. 4. 5. 6. Airíare, mileage and approved out-of-town expenses authorized by PEDe. Plots, drawing reproductions, and/or photocopying services. Film, developing, and design presentation materials. Facsimiles and/or long-distance calls. Courier, delivery, postage and express mail services. Proíessional consultants needed to complete the project (e.g., engineers, life safety code consultant, traííic consultant, etc.). Fees incurred through application for any code variances (e.g., íire, health safety). Fees as required for review of construction documents by Texas Accessibility Standards. 7. 8. Charges íor services are based upon the hourly rates listed below. Principal Project Manager Project Architect Architect V Architect IV Architect III Spec Writer Architect II Architect I Tech Clerical $125.00 $105.00 $ 95.00 $ 90.00 $ 80.00 $ 75.00 $ 70.00 $ 65.00 $ 60.00 $ 58.00 $ 50.00 Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9,2002 PAGE 7 VII. TERMS AND CONDITIONS Graeber, Simmons & Cowan will perform the services outlined in this agreement for the stated fee arrangement as an additional service, subject to the conditions of our original agreement with PEDe. A. Unless otherwise stated, Graeber, Simmons & Cowan will have access to the site for activities necessary for the performance of the services. The firm will take precautions to minimize damage that could possibly result from these activities, but has not included in the fee the cost of restoration of any resulting damage. B. Any claims or disputes made during design, construction or post-construction between PEDC and Graeber, Simmons & Cowan will be submitted to non-binding mediation in Austin, Texas prior to the commencement of any litigation. PEDC and Graeber, Simmons & Cowan agree to include a similar mediation agreement with all contractors, sub-consultants, suppliers, and fabricators, thereby providing for mediation as the primary method for dispute resolution among all parties. e. Invoices for Graeber, Simmons & Cowan's services will be submitted, at our option, either upon completion of such services or on a monthly basis. Invoices will be payable within thirty (30) days after the invoice date. No deductions will be made without itemized exceptions presented to Graeber, Simmons & Cowan within ten (10) days of receipt of the invoice. Payment will not be delayed due to deductions, errors or insufficient detail. Invoices not paid within thirty (30) days may be subject to a monthly services charge of 1.5% (or the maximum legal rate, if less) and will allow Graeber, Simmons & Cowan, without waiving any claim or right against PEDC, and without liability whatsoever to PEDC, to terminate or withhold the performance of services. In the event any portion or all of an invoice remains unpaid ninety (90) days after billing, PEDC will pay all costs of collection, including actual attorney fees. D. Graeber, Simmons & Cowan will not be required to execute any documents that would result in our certifying, guaranteeing or warranting the existence of conditions that Graeber, Simmons & Cowan cannot ascertain exist. E. Notwithstanding any other provision of this agreement, Graeber, Simmons & Cowan shall not be liable for incidental, indirect, special or consequential damages or for lost profits, savings or revenues of any kind, regardless of whether Graeber, Simmons & Cowan has been advised of the possibility of such damages. F. This agreement may be terminated by PEDC or by Graeber, Simmons & Cowan upon thirty (30) calendar day's written notice. All fees for services rendered, all reimbursable expenses and reimbursable termination expenses will be paid to Graeber, Simmons & Cowan at the time of termination. G. All documents produced by Graeber, Simmons & Cowan under this agreement will remain the property of Graeber, Simmons & Cowan and may not be used by PEDC for any endeavor without the written consent of Graeber, Simmons & Cowan. H. Opinions of probable cost or evaluations by third parties will represent Graeber, Simmons & Cowan's best judgment as professionals familiar with architecture and interior design and do not imply that actual costs will not vary. I. Graeber, Simmons & Cowan reserves the right to re-negotiate this proposal if it is not accepted and activated within thirty (30) calendar days. Project completion is estimated Mr. Gary Vest Proposal for Master Planning Services Paris Business Park August 9,2002 PAGE 8 on or before December 2002. Should the scope of the project be substantially increased or decreased or the project be significantly delayed or extended, Graeber, Simmons & Cowan reserves the right to re-negotiate the fees set forth herein or invoice for services on an hourly basis as previously outlined. K. All drawings, specifications, information, reports, sources, etc. provided to Graeber, Simmons & Cowan must document the space accurately and will be furnished at your expense. Corrections to documents and/or site measurements resulting from inaccurate drawings supplied to Graeber, Simmons & Cowan will be billed as additional services. L. If for some reason your authorized representative should change, Graeber, Simmons & Cowan will be compensated based on the hourly rates in Section V, Compensation to update the new representative. If this proposal is acceptable, please sign and return both copies to Graeber, Simmons & Cowan. A copy of the fully executed agreement will be sent to you. Thank you. ACCEPTED BY: PARIS ECONOMIC DEVElOPMENT CORP. Signature ~ Title f ~~~ Date Title ~2ðtj2 Date The Texas Board of Architectural Examiners, 333 Guadalupe, Suite 2-350, Austin, Texas 78701-3942, telephone (512) 305-9000, has jurisdiction over individuals licensed under the Architects' and Interior Designers' Registration law, Texas Civil Statutes, Article 249A.