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HomeMy WebLinkAbout1997 S Purchasing - Woolpert LLP for Master Planning of Efland-Cheeks Community School Park ORIGINAL SIGNATURES cow 4 AGREEMENT FOR CONSULTING S ES �1 FOR THE MASTER PLANNING OF EFLAND-CHEEKS COMMUNITY SCHOOL PARK BETWEEN THE COUNTY OF GRANGE, NORTH CAROLINA AND WOOLPERT LLP This AGREEMENT is made and entered into this day of , 1997, by and between the County of Orange, North Carolina, hereinafter called"County" and Woolpert LLP(f.k.a. Woolpert Consultants), hereinafter referred to as"Consultant"for the following project(s): • SITE ANALYSIS AND MASTER PLANNING FOR A MIXED USE PARK COMPLEX KNOWN AS EFLAND-CHEEKS COMMUNITY SCHOOL PARK WITNESSETH: WHEREAS, the County desires to engage the Consultant to furnish planning, landscape architectural, architectural and engineering services for the project tasks as identified in this scope of work. This contract includes the portion of the project which includes the master plan design and analysis work. The Consultant may be considered at a later date to prepare construction documents, assist in bidding, and perform construction administration services. WHEREAS, the Consultant has exhibited evidence of experience, ability, competence, and reputation to perform such services. WHEREAS, the County has authorized to enter into an agreement for performance of such services. Now, THEREFORE, the County and the Consultant for consideration hereinafter stipulated, mutually agree that the Consultant shall perform and carry out in a satisfactory manner all the necessary services provided under this contract, as determined by the County . I. BASIC SERVICES Task I-Site Analysis 1.1 A start-up meeting will be held with the County to outline the process which will be followed through the site analysis and master plan process. This meeting will establish the following: 1.1.1 Definition of the County 's mission statement for the project. 1.1.2 Determination of a fixed program of uses to be utilized in the development of the overall planning approach. This includes the extent of the passive use areas, corridors from the Elementary School to the park, parking, athletic field development and environmental instructional areas. 1.1.3 Establishment of key milestone meeting dates. 1.1.4 Determination of the key special interest groups that will have input into the analysis process as well as the public input process to be used. 1.1.5 Assembly of pertinent site mapping and site utilities available, to be provided by the 4- County. (Base Mapping to be provided by the County ). 1.2 The inventory and analysis portion of the project will occur next. This phase of the work will require that field information be gathered from the site. The information will include data from the following areas: 1.2.1 Traffic information about existing and proposed roadway improvements within and adjacent to the proposed site will be reviewed. This will include major and minor access routes to the site and the determination of any problem areas for pedestrian and vehicular access. 1.2.2 Any easement information will be determined under this study phase as well as the impact the easements will have on the proposed site. 1.2.3 The identification of bikeways and potential greenway corridors that may be pertinent to the project will be identified. 1.2.4 The existing utilities including water, sanitary sewer and electric service will be inventoried. 1.2.5 The existing soils for the site will be evaluated through the use of County Soils Maps. 1.2.6 The lowland area adjacent to and within the site will be evaluated along with other potential areas of suspected wetlands. 1.2.7 The slopes will be reviewed and analyzed to determine the best development of the site. This will include the review of the slopes in four different categories including 0-5%, 5- 10%, 10% or greater slopes. 1.2.8 The site and adjacent areas will also be inventoried in both slides and photos for reference during meetings. A video record of the existing site conditions will also be obtained during the field gathering operation. 1.3 Based upon the information obtained in the field, two composite analysis maps will be prepared indicating the information found in the field. These maps will be as follows: • Cultural Elements: Circulation, Utilities, Land Use, Easements, Etc.. • Natural Elements: Soils, Slopes, Drainage, Vegetation, Etc.. 1.4 An Executive Summary Report will be initiated documenting the key findings from the site analysis. Task II-Master Plan 1.5 A public input session will be held to obtain information that the public feels is pertinent to the park development. This initial public input session will be a Saturday session at Efland-Cheeks Elementary School or the Community Center. This meeting will be a working session where the public will have the opportunity to interact with the Consultant and participate in the actual design of the park. This will be done in a team fashion with key Consultant members working in small groups with the public. The public will review the key findings from the site analysis. The final product will be a series of design ideas that will be taken to the County for review, comment and approval. 1.6 A review meeting with the County will then be held to review the project process to date. The site analysis and design ideas from the public session will be presented along with further findings of the Consultant. -2- 1.7 Once the inventory recording and analysis maps are complete, then the site will be reviewed based upon the program identified in the initial start-up meeting and the input received from the public. Two land use studies for the site will be prepared indicating potential trials, environmental instructional areas, picnic areas, athletic use areas, roadway corridors, support facilities, parking, playground placements, utility corridors and pedestrian access routes. 1.8 Upon the completion of the land use studies, Woolpert will once again meet with the County to review the progress of the project to date. The land use studies will be reviewed and a final concept will be determined along with a fixed program. 1.9 A second public input session will be held to review the land use studies and obtain further information from the public. This will be an evening meeting held at a convenient public location. 1.10 Based upon the input received from the County and the public, a final master plan will be prepared for the Efland-Cheeks School Park Site. This document will be a detailed map indicating all the final approved improvements for the site. 1.11 A phasing plan will be prepared to outline the sequence of park development and identify those facilities to be included in the Phase I construction. 1.12 An estimate of probable construction costs will be prepared to identify the total cost of the project in 1997 dollars. This estimate will also be prepared to identify any phasing of the project as agreed upon by the County through the planning process. 1.13 The Executive Summary Report will be completed summarizing site analysis, master planning, public involvement, phasing and cost estimates. 1.14 A final review of the project will be done with the County . The final master plan and Executive Summary Report will be reviewed. 1.15 A final presentation will be given before the County Commission and to the School Board to inform them of the final master plan. These will be separate meetings. 1.16 Twenty copies of the Executive Summary Report, along with one color rendering of the master plan, will be provided to the County. II. ADDITIONAL SERVICES 2.1 The following services are not included in services as outlined in Section I. They shall be provided if authorized or confirmed in writing by the County , and they shall be paid for by the County as provided in this Agreement and/or as agreed between the County and the Consultant. 2.1.1 Providing services resulting from significant changes in the extent of the project as defined in this Agreement and the start-up meeting. 2.1.2 Providing services to investigate existing conditions or facilities, or to make measured drawings thereof, or to verify the accuracy of drawings or other information furnished by the County . 2.1.3 Providing services in connection with alternative design for cost estimating purposes. 2.1.4 Making revisions in drawings or other documents when such revisions are inconsistent with written approvals or instructions previously given. 2.1.5 Providing services made necessary by the failure of performance of the County. -3- 2.1.6 Providing services after approval by the County of the final master plan, and after final presentations. 2.1.7 Providing additional rendered drawings or models of the park project. 2.1.8 Providing any additional printing or reproduction of drawings and report not already stipulated in Section I. This will be handled as additional reimbursable cost. 2.1.9 Providing any other services not otherwise included in this Agreement or not customarily furnished in accordance with generally accepted architectural/engineering/landscape architectural/or surveying practices. 2.1.10 Providing any mapping or property survey information. III. SCHEDULE 3.1 The Consultant shall perform the services as outlined in this agreement as expeditiously as is consistent with professional skill and care and the orderly progress of the project. Reasonable extensions of time for unforeseen or unavoidable delays may be made by mutual consent of the parties involved. In the event of excessive delays of the Consultant's work, at no fault of his own, which may result into increased cost to the Consultant, the Consultant's fee may be re-negotiated. The re-negotiated fee would be determined by mutual agreement between the County and the Consultant. For the purpose of this Agreement, the following schedule is projected, beginning with the date that the Consultant receives written notice to proceed from the County. 3.2 Project Schedule • Notice to Proceed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . February 3, 1997 • Start-up Meeting with County . . . . . . . . . . . . . . . . . . . . . . . . . . February 10, 1997 • Field Inventory and Site Analysis . . . . . . . . . . . . . . . . . . . . . . February 10-14, 1997 • Analysis of Inventory Data . . . . . . . . . . . . . . . . . . . . . . . . . . February 17-21, 1997 • Preparation of Analysis Drawings . . . . . . . . . . . . . . . . . February 19-March 7, 1997 • County Review of Analysis Drawings . . . . . . . . . . . . . . . . . . . . . . March 19, 1997 • Public Input Session Number One . . . . . . . . . . . . . . . . . . . . . . . . . March 19, 1997 Land Use Concepts Preparation . . . . . . . . . . . . . . . . . . . . March 20- April 15, 1997 0 Preliminary Cost Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . March 28, 1997 • County Review, Land Use Concepts . . . . . . . . . . . . . . . . . . . . . . . . April 16, 1997 • Public Input Session Number Two . . . . . . . . . . . . . . . . . . . . . . . . . . April 16, 1997 • Final Master Plan, Phasing Plan, Cost Estimates and Report . . . April 17-May 20, 1997 • County Review of Final Deliverables . . . . . . . . . . . . . . . . . . . . . . . . May 21, 1997 • Presentation To County Commission . . . . . . . . . . . . . . . . . . . . . . . . . May 21, 1997 • Presentation To School Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . May 21, 1997 -4- IV. COMPENSATION 4.1 The Consultant will be paid a lump sum fee of$22,055.00 including all labor and reimbursables for performing I. Basic Services. A fee of$650.00 will be charged for any additional meetings requested by the County above the scope as presented herein. All additional services will be negotiated between the County and the Consultant. V. INVOICING PROCEDURES 5.1 The Consultant shall submit invoices to the County for services accomplished during each calendar month. The amount of each monthly invoice shall be determined on the"percentage of completion method" whereby the Consultant will estimate the percentage of the total services (provided on a Lump Sum basis)accomplished during the invoicing period. Such invoices shall be submitted by the Consultant as soon as possible after the end of the month in which the services were accomplished and shall be due and payable by the County upon receipt. 5.2 The County agrees that payment will be made for said Services within thirty(30)days from the date of the invoice. If an invoice remains unpaid sixty(60)days after the date of the invoice,the Consultant may,upon giving seven(7)days written notice of its intent to do so,suspend all Services on the County's project. This suspension shall remain in effect until all unpaid invoices are paid in full. VI.PROJECT TERMINATION 6.1 In the event the Project described in this agreement or the Services of the Consultant called for under this Agreement,is/are suspended,canceled,terminated,or abandoned by the County,the Consultant shall be given seven(7)days prior written notice of such action and shall be compensated for the Services provided up to the date of suspension,termination,cancellation,or abandonment including reimbursable expenses in accordance with the provisions of this Agreement. IN WITNESS WHEREOF,this Agreement which is subject to the terms and conditions of Sections I-VI is accepted on the later date written below. COUNTY OF ORANGE,NORTH CAROLINA WOOLPERT LLP SIGNED: Jkkmm L. " o SIGNED: TYPED NAME: William L. Crowther TYPED NAME: Gary L. Stewart,ASLA TITLE: County Commissioner TITLE: Partner DATE: February 10, 1997 DATE: February 1, 1997 H:\IA\PROPOSAUBLUA)C C\ORANOE.3CP -5-