Site visit to new property Council members, Park Commission, Prop 5 Committee. March 19 th. March 23 rd

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1 City Cuncil Agenda Item Reprt May 3, 2016 Agenda Item N. Cntact Drew Wells, Directr f Parks and Recreatin dwells@ci.buda.tx.us, SUBJECT: Deliberatin and pssible actin regarding amendment t Cntract Agreement with Design Wrkshp dated August 15, 2015 fr additinal services assciated with the Buda Parks and Trails prject: Master Plan and prgramming f Jhn D. and Byrd Mims Garisn Memrial Park, acres n Garisn Rad. 1. BACKGROUND/HISTORY The City f Buda cntracted with Design Wrkshp n August 15, 2015, fr design services related t park imprvements assciated with the 2014 Bnd Prgram Prpsitin 5. During the preliminary stages f schematic design, the City purchased acres f land frm the McCaughan family immediately nrth f the City Park. The City directed Design Wrkshp t cease design wrk n the prject during negtiatin f the land acquisitin. After the prperty was acquired, several actins were taken and are listed belw: March 19 th March 23 rd April 5 th April 16 th April 25 th Site visit t new prperty Cuncil members, Park Cmmissin, Prp 5 Cmmittee Park Cmmissin/Prp 5 meeting t discuss develpment plan recmmendatin f prperty Reprt t City Cuncil recmmending deferring develpment f prperty until Master Plan and funding surce identified Site visit t Blue Hle Reginal Park in Wimberley designed by Design Wrkshp Jint meeting f Park Cmmissin & Prp 5 Cmmittee t recmmend Design Wrkshp perfrm Master Plan f new prperty

2 2. FINDINGS/CURRENT ACTIVITY The Parks Cmmissin and Prp 5 Advisry Cmmittee have discussed the necessity f having a plan established fr the new park prperty prir t cmmitting funds fr its develpment. Because f its lcatin and influence n hw City Park shuld be imprved, staff agrees with the Cmmissin/Cmmittee that it wuld be beneficial t master plan the new prperty at this time. The cncept is t create a visin f bth prperties t maximum each park s ptential, knwing the develpment f the new prperty will be phased accrding t funding pprtunities. Hw we intend t use each park area will influence the verall design f bth, s the recmmendatin is t prceed with the Master Plan f the new prperty and have Design Wrkshp perfrm these services prir t cmpleting the design f City Park. The attached prpsal submitted by Design Wrkshp details fur tasks within their scpe f services. They are: 1. Task 1: Site Inventry, Analysis, Research, Initial Baseline and Metrics 2. Task 2: Master Plan Cncept Develpment 3. Task 3: Plan Refinement and Apprval 4. Task 4: Operatins and Maintenance Strategy Additinally, several deliverables are scped in the prpsal. The City will have the necessary infrmatin available at the cnclusin f this exercise t best make decisins n the develpment f ur prperty. 3. FINANCIAL IMPACT The cntract amunt fr the additinal services is $72,000. The recmmendatin is t fund this ut f Prpsitin 5 Bnd Prceeds. The initial cntract executed with Design Wrkshp n August 15, 2016, was in the amunt f $603,000. The amended amunt is apprximately 12% f the riginal cntract amunt. Surveys f the prperty will be required prir t Design Wrkshp beginning their wrk. The surveys needed include a bundary verificatin survey, and a tpgraphic and tree survey. This wrk will be perfrmed by third party and will nt be a part f Design Wrkshp s scpe f service. The estimated cst f these services is $28, ACTION OPTIONS/RECOMMENDATION Staff requests the City Cuncil apprve the cntract amendment fr additinal services by Design Wrkshp.

3 Design Wrkshp, Inc. Landscape Architecture Planning Urban Design 800 Brazs Street Suite 490 Austin, TX fax Asheville Aspen Austin Chicag Denver Dubai Hustn Lake Tahe Ls Angeles Shanghai designwrkshp.cm April 25, 2016 City f Buda c/ Try Kittell, ECM Internatinal 1290 Wnder Wrld Drive Suite 1220 San Marcs, TX Additinal Services fr: Buda Parks and Trails Add. Service Number: 1 Dear Try: This letter is a request fr apprval t cmplete Additinal Services assciated with the Buda Parks and Trails prject lcated in Buda, Texas. The Additinal Services request is based n the fllwing request: 1. Master plan and prgramming fr the newly acquired 39 acres n Garisn Rad, hereafter called the McCaughan prperty, and its cnnectivity t City Park 2. Additinal meetings with the Parks Cmmissin and Parks Bnd Cmmittee Per a phne cnversatin with Try Kittell (ECM) and Drew Wells (City f Buda) n 3/8/16, Design Wrkshp (DW) prpses the belw prcess fr master planning and prgramming f the McCaughan Prperty. AS Task 1.0: Site Inventry, Analysis, Research, Initial Baseline and Metrics Fur Weeks The DW team will cnduct a master plan level inventry and analysis f the site and its surrunding cntext and will establish baseline cnditins fr each gal/pririty. This prvides a perfrmance indicatr in which t plan, design and measure hw varius prgrammatic elements affect the baseline cnditin. All analysis materials will be frmatted s that it may becme part f an 11 X17 landscape-riented bk. The specific tasks t be cmpleted by DW are as fllws: Upn receiving a tree, tpgraphical and site survey, DW will cnduct a Site Analysis and GIS Analysis including: Hydrlgy (streams, pen water bdies, water table, fldplain) Tpgraphy, slpe, elevatin, and aspect Vegetatin (existing remediatin/cleanup effrts, evaluatin f tree canpy and understry) Sil cnditins

4 Design Wrkshp, Inc. Eclgical systems including bth flra and fauna (habitat and key mvement crridrs) Vistas and views Traffic, parking, services areas, utilities (water, sewer, electric, gas, and telecmmunicatins) Access and circulatin Adjacent land use and cmpatibility Map areas f landscape character *nte the City f Buda will need t cnduct a review f water quality t cnfirm if the Creek is usable fr water cntact. Based n the analysis f the site, as well as the desired prgram f the current City Park Master Plan, DW will cnduct a prgram analysis including: Establish a list f ptential prgram fr the park space Analyze ptential parking demand/needs Zning f site based n existing and anticipated activity levels Prvide a general verview f landscape maintenance practices based n ptential prgram Prepare a Site Analysis/Framewrk plan, summarizing majr influences upn design Review existing dcumentatin f the site prvided by the City f Buda r third parties r as publicly available: Review all pertinent and cnditins f apprval, which may impact the site develpment Review the getechnical reprt and tpgraphic survey Create the first chapter f an 11 x17 bklet fcused n analysis and prgramming Create a digital presentatin (i.e. PwerPint, PDF) t cmmunicate with the City achievement f the prject t-date Deliverables: Field ntes and written dcumentatin f site visit and review f existing dcumentatin regarding the site (11 X17 pages). This will include: Physical site analysis Envirnmental analysis Cultural analysis Infrastructure analysis Cntext analysis Clear baseline fr each gal and pririty (11 X17 pages) 2

5 Design Wrkshp, Inc. Examples f imprvement mdels and prbable cst f each mdel (11 X17 pages) Digital Presentatin Meetings: Meeting with Cmmissin/Cmmittee t review site inventry, analysis, research, and prgramming AS Task 2.0: Master Plan Cncept Develpment Six Weeks The general bjective fr this task is t test prgram gals against site cnditins, and t explre design ideas that ultimately culminate int the preferred master plan. Based n current infrmatin available, DW will prepare tw cnceptual plan alternatives. The specific tasks t be cmpleted by DW are as fllws: Prepare tw cnceptual plan alternatives including the fllwing: a. Physical manifestatin f the prgram b. Fully rendered cncept plan alternatives c. Pedestrian circulatin diagram d. Autmbile circulatin diagram e. Landscape systems diagram f. Strmwater flw diagram g. h. Sectin shwing key relatinships i. Park statistics chart (i.e. linear ftage f trails, size f prgram features) Evaluatin f plan against the gals/metrics Prepare image character bards in rder t cnvey the park design intent Deliverables: Tw (2) cnceptual plan alternatives (1:200 ; 30 X 42 sheets) Up t three (3) illustrative sectins and elevatins per alternative (varying scales) Up t three (3) image character bards per alternative Secnd chapter f an 11x17 bklet fcused n alternatives Digital presentatin Meetings: Meeting with Cmmissin/Cmmittee t review plan alternatives 3

6 Design Wrkshp, Inc. AS Task 3.0: Plan Refinement and Apprval Fur Weeks Upn receiving directin n a preferred plan frm the Cmmissin/Cmmittee, Design Wrkshp will develp a revised and refined cncept master plan and prvide additinal detail. The Plan will prvide recmmendatins fr the develpment f public pen space imprvements including items identified in AS Task 3.0. All imprvements will cnsider adjacent site uses with primary fcus n cntext, cnnectivity, pedestrian safety, and the visual envirnment. The plan will be crdinated with the effrts t date n the City Park prperty. Deliverables: Final illustrative f preferred plan rendering (1:200 ) One 3D rendering Diagrams: a. Fully rendered master plan b. Pedestrian circulatin diagram c. Autmbile circulatin diagram d. Landscape systems diagram e. Strmwater diagram f. Preliminary cst estimate g. Sectin shwing key relatinships h. Park statistics chart (i.e. linear ftage f trails, size f prgram features) Cst estimate, including csts fr debris cleanup and imprvements Third chapter f an 11x17 bklet fcused n alternatives Digital presentatin Meetings: Meeting with Cmmissin/Cmmittee t review preferred plan, discuss priritizatin f park and trail elements AS Task 4.0: Operatins and Maintenance Strategy fr McCaughan Prperty Fur Weeks, cncurrent with Schematic Design In rder t prvide the City with enugh infrmatin t understand t what degree f peratins and maintenance will be required fr the McCaughan prperty, Design Wrkshp will use the master plan and quantify applicable prpsed imprvements t develp a list f maintenance tasks and estimated frequency standards, at a master plan level. It shuld be nted that we strngly recmmend cntinuing the O/M strategy and plan int the full design, as this scpe is nly fr master planning level purpses. All applicable 4

7 Design Wrkshp, Inc. hardscape and sftscape features will be mapped and quantified in rder t present an accurate cst fr maintenance f the McCaughan prperty. Design Wrkshp will prvide initial thughts and suggestins fr prgramming/special event ptins fr the McCaughan prperty. Design Wrkshp will prepare master plan level maintenance budgets and ptins fr ptential revenue based n the master plan. Design Wrkshp will prepare a draft maintenance strategy t include maintenance, prgramming and security. The strategy may include: Staffing and skills Overall maintenance needs Maintenance facility needs Equipment needs Deliverables: Draft peratins and maintenance strategy reprt, including csts, suggestins fr sft and hard prgramming, maintenance budgets and ptins fr revenue As requested, this revised scpe is streamlined t reduce csts t the City, which includes a schedule f apprximately 14 weeks t cmplete. Shuld the schedule be extended ut past 14 weeks utside f the cntrl f DW, an additinal service fr the extended schedule may be requested. DW will mve frward int Schematic Design, Design Develpment, Cnstructin Dcumentatin and Bidding/Negtiatin and Cnstructin Observatin with the City Cuncil-apprved directin f the updated master plan and City Park based n an apprximate $6m budget. The cntract cnditins f existing Agreement signed and returned t Design Wrkshp n August 5, 2015 shall be binding n these additinal services unless mdified herein. The fllwing is a summary f the fees assciated with this effrt. Original Cntract Amunt: $603,000 Additinal Services 1 Amunt (McCaughan Prperty): $72,000 Ttal New Cntract Amunt if SDP crrectin required: $675,000 5

8 Design Wrkshp, Inc. Please call me at (512) if yu have any questins regarding this request fr additinal services. Sincerely, DESIGN WORKSHOP, INC. April 25, 2016 Steven Spears Principal APPROVED BY CLIENT: By: Date: Title: 6