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Trail System-CS 940706COPPELL PUBLIC WORKS MEMORANDUM DATE: July 6, 1994 TO: Kenneth Griffin, City Engineer Gary Sieb, Director of Planning and Com nity Services FROM: Steven G. Goram, Director of Public Wor RE: Request to Sit on Panel for City -Wide Trails System Master Plan The purpose of this memorandum is to request your assistance by participating in the interview process to select a consultant for the City -Wide Trails System Master Plan. Three (3) firms have been selected to present their qualifications to a panel made up of me, Rick Wieland and yourselves. Each consultant will have 20 -30 minutes to present information about their respective firms and how they would be able to meet the scope of services that has been established. All three consultants have been directed to provide a proposal which will meet the scope identified. I am providing a copy of the correspondence sent to each consultant as well as the scope of services in order that this can be reviewed prior to the presentations. The proposals will be submitted to our office by 5:00 p.m. on Friday, July 15, 1994. A copy of each proposal will be sent to you by noon Monday, July 18, 1994 . Interviews are set to take place on Thursday, July 21, 1994 between 2:00 p.m. and 4:00 p.m. in the Rotary Room, located on the second floor of City Hall. With your input, a consultant can be chosen that will bring forth a comprehensive trails system master plan. A recommendation will be presented to the Parks and Recreation Board as well as the City Council in August. I would ask for your assistance in being available for this important process. Should you have any questions regarding this matter, please let me know. Thank you for your help in this matter. SGG /rsw cc: Jim Witt, City Manager Rick Wieland, Parks and Recreation Manager TRLPLAN. RS W June 29, 1994 the City With A Beautiful Future Karl Von Bieberstein, Vice President Newman, Jackson, Bieberstein, Inc. 13154 Coit Road, Suite 105 Dallas, Texas 75240 Dear Karl: P.O. Box 478 Coppell, Texas 75019 214 - 462 -0022 Please find enclosed a scope of services for the preparation of a master plan for a bikeway and pedestrianway system. This scope of services has been developed so that a short list, including your firm, will have the opportunity to present information concerning your firm and how, you would be able to meet the services that are indicated in this scope. I would ask that you prepare a proposal that will rneet the scope of services provided. In order that this proposal can be reviewed by city staff, It is necessary that receipt of this proposal be in our office no later than 5:00 p. n1. on Friday, July 15, 1994. A total of four original proposals will be required in order that staff will have an opportunity to review each proposal and prepare any questions necessary. I would ask that _you review the information enclosed and be prepared to provide a presentation to a panel of four individuals on Thursday, July 21, 1994. This panel will be made up of Public Works Department staff, City Engineer and the Planning Director. A period of twenty to thirty minutes will be afforded to _you, with the panel having the option of a question and answer period afterward. A definite time for this presentation will be provided to you by Tuesday, July 12, 1994. All presentations will occur between 2:00 -4:00 p. n1. at the City Hall facility located at 255 Parkway Boulevard. We feel that the funds that have been approved for this important plan are sufficient to provide a quality city -wide trails system master plan. Once a consultant has been selected, staff will negotiate terms and conditions in an agreement in order to meet the scope of services. In the event that an agreement can not be reached by the City and the successful consultant, staff will negotiate with the next best qualified consultant. The City Council is expected to consider a recommendation regarding approval for a consultant for the city -wide trails system master plan during August, 1994. The City of Coppell looks forward to working together with the successful consultant to bring this important plan to its fruition. Should you have any questions regarding this matter, please feel free to contact me at (214) 462 -8495. Sincerely, &t j Rick Wieland Parks and Recreation Manager RS W /rsw cc: Steven G. Goram, Director of Public Works M10 June 29, 1994 he City With A Beautiful Future Kent Besley, President Schrickel, Rollins, and Associates, Inc. 1161 Corporate Drive West, Suite 200 Arlington, Texas 76006 Dear Mr. Besley: P.O. Box 478 Coppell, Texas 75019 214 - 462 -0022 Please find enclosed a scope of services for the preparation of a master plan for a bikeway and pedestrianway system. This scope of services has been developed so that a short list, including your firm, will have the opportunity to present information concerning your firm and how you would be able to meet the services that are indicated in this scope. I would ask that you prepare a proposal that will meet the scope of services provided. In order that this proposal can be reviewed by city staff, It is necessary that receipt of this proposal be in our office no later than 5:00 p.m. on Friday, July 15, 1994. A total of four original proposals will be required in order that staff will have an opportunity to review each proposal and prepare any questions necessary. I would ask that you review the information enclosed and be prepared to provide a presentation to a panel of four individuals on Thursday. July 21, 1994. This panel will be made up of Public Works Department staff, City Engineer and the Planning Director. A period of twenty to thirty minutes will be afforded to you, with the panel having the option of a question and answer period afterward. A definite time for this presentation will be provided to you by Tuesday, July 12, 1994. All presentations will occur between 2:00 -4:00 p.m. at the City Hall facility located at 255 Parkway Boulevard. We feel that the funds that have been approved for this important plan are sufficient to provide a quality city -wide trails system master plan. Once a consultant has been selected, staff will negotiate terms and conditions in an agreement in order to meet the scope of services. In the event that an agreement can not be reached by the City and the successful consultant, staff will negotiate with the next best qualified consultant. The City Council is expected to consider a recommendation regarding approval for a consultant for the city -wide trails system master plan during August, 1994. The City of Coppell looks forward to working together with the successful consultant to bring this important plan to its fruition. Should you have any questions regarding this matter, please feel free to contact me at (214) 462 -8495. Sincerely, V/ 1W / I/ Rick Wieland Parks and Recreation Manager RS W /rsw cc: Steven G. Goram, Director of Public Works M June 29, 1994 �;i7 -he City With A Beautiful Future Dave Reitz Carter and Burgess, Inc. 7950 Elmbrook Drive, Suite 250 Dallas, Texas 75247 Dear Dave: P.O. Box 478 Coppell, Texas 75019 214 - 462 -0022 Please find enclosed a scope of services for the preparation of a master plan for a bikeway and pedestrianway system. This scope of services has been developed so that a short list, including your firm, will have the opportunity to present information concerning your firm and how you would be able to meet the services that are indicated in this scope. I would ask that you prepare a proposal that will meet the scope of services provided. In order that this proposal can be reviewed by city staff, It is necessary that receipt of this proposal be in our office no later than 5:00 p.m. on Friday, July 15, 1994. A total of four original proposals will be required in order that staff will have an opportunity to review each proposal and prepare any questions necessary. I would ask that you review the information enclosed and be prepared to provide a presentation to a panel of four individuals on Thursday, July 21, 1994. This panel will be made up of Public Works Department staff, City Engineer and the Planning Director. A period of twenty to thirty minutes will be afforded to you, with the panel having the option of a question and answer period afterward. A definite time for this presentation will be provided to you by Tuesday, July 12, 1994. All presentations will occur between 2:00 -4:00 p.m. at the City Hall facility located at 255 Parkway Boulevard. We feel that the funds that have been approved for this important plan are sufficient to provide a quality city -wide trails system master plan. Once a consultant has been selected, staff will negotiate terms and conditions in an agreement in order to meet the scope of services. In the event that an agreement can not be reached by the City and the successful consultant, staff will negotiate with the next best qualified consultant. The City Council is expected to consider a recommendation regarding approval for a consultant for the city -wide trails system master plan during August, 1994. The City of Coppell looks forward to working together with the successful consultant to bring this important plan to its fruition. Should you have any questions regarding this matter, please feel free to contact me at (214) 462 -8495. Sincerely Rick Wieland Parks and Recreation Manager RSW /rsw cc: Steven G. Goram, Director of Public Works MEMORANDUM Date: July 25, 1994 To: Steve Goram, Director From: Gary L. Sieb, Director Subject: Ranking of Consultants -- Trails Plan As discussed at conclusion of our interview meeting on Thursday, July 21, 1994 regarding the above referenced subject, I have completed my ranking of each consultant, and offer my rationale below. Carter and Burgess- -rank order: 3 experience: 1 -- indicated they had done no trails projects; no equestrian projects presentation: 1--1110st poorly presented proposal 7 — full time job: 3-- consulting is what they do for a living resources: 3- -have greatest number of resources from which to pull expertise ti overhead costs: 1-- greatest expenses anticipated question answering: 1 - -most vague responses to questions enthusiasm: 1- -not sure they really want this job TOTAL: 11 Newman, Jackson, Bieberstein, Inc.- -rank order: 2 experience: 2 - -one project in area that addresses our specific needs presentation: 2- -solid presentation with applicable examples of work full time job: 1 - -some question regarding the bicycle consultant resources: 1- -small firm which may require a number of "subs" overhead costs: 3- -least of those interviewed question answering: 2 - -know what they are doing enthusiasm: 3- -have some concern with bicycle consultant (a part time job) TOTAL: 14 Schrickel, Rollins- -rank order: 1 experience: 3 - -have several projects from which to draw for our work presentation: 3- -best presentation of the lot full time job: 3- -will devote resources necessary to do the job resources: 2 - -have in -house expertise to assist with any problem situation overhead costs: 2-- second highest question answering: 3 -- brought the right people to address the issues enthusiasm: 2 - -they want the job; some concern (slight) with Cheek -he won't lead project TOTAL: 18 Although there was conversation after the formal interview that Schrickel, Rollins did not have the "right" experience, I do not share that opinion, and feel they will deliver the best product for the money expended. cc: Griffin, Wieland trails I SCOPE OF SERVICES The City of Coppell is calling for professional assistance in providing necessary services to develop a master plan for bikeways and pedestrianways for the City of Coppell. This plan will be developed with the understanding that a major goal of the City of Coppell's Parks, Recreation, and Open Space Master Plan is to provide a city -wide trail system linking parks and open space within the community. The resulting plan will focus on creating a non - motorized transportation network within Coppell and connecting to adjacent cities. The twin benefits of this approach are: * Increased quality of life (reduced pollution, congestion, etc.) * Funding through Inter -model Surface Transportation Efficiency Act of 1991 (ISTEA). The resulting plan could be included in the North Central Texas Council of Governments (NCTCOG) Transportation Improvement Plan (TIP). II BASIC SERVICES The Landscape Architect's Basic Services are as described in the following eight (8) Tasks. These services will be performed expeditiously and with professional skill and care. Task I Evaluate Existing Information and Formalize Goals and Objectives The Landscape Architect will review existing information pertinent to the study such as the Parks, Recreation, and Open Space Master Plan, Coppell Zoning and Subdivision Ordinances, Thoroughfare Plan, proposed zoning revisions and any other documents or small area plans that will have an influence on routing of trails and bike routes. As part of this task, a series of goals and objectives will be refined and /or developed to guide the further development of this plan and the ultimate implementation of the system. These goals and objectives will be reviewed with staff for input and approval before undertaking the next task. Task II Site and Area Analysis. The Landscape Architect will examine and document all potential options for the system of trails and pedestrian ways. Included in this analysis will be: * Identification and evaluation of origin /destination points * Existing and proposed open space /greenbelts Existing and proposed street system * Potential connections to Carrollton, Dallas, Grapevine, Irving, Lewisville, and the Dallas -Fort Worth International Airport Site analysis will be documented on an overall plan of the City and incorporated into the final report. Task III Develop Bikeway and Pedestrianway Routing Plan. From the information gathered in the first two tasks, the Landscape Architect will develop routing plans for the following: * Dedicated bike paths and pedestrianways * Bike lanes /wide outside lanes along appropriate roadways * Bike routes along lesser travelled roadways Preliminary routing plans will be developed with alternates for consideration in each of the above categories. Potential alternatives will be evaluated and verified by field observations as needed and further consultation with the Coppell Parks and Recreation Division and /or with appropriate user groups. As a part of this task, the Landscape Architect will identify any land acquisition that should be made to better accommodate future trail, bikeway, and pedestrianway requirements including the potential use of the St. Louis and Southwestern Railroad R.O.W. Final recommended routes will be documented on an overall plan of the City and incorporated into the final report. Enlarged plans will be developed, where required, outlining conceptual development of specific conditions needing clarification. An illustrative Master Plan will be prepared for presentation to the Parks and Recreation Board and City Council as well as for promotion of the Plan to the citizens of Coppell. Task IV Develop Standards for System Development. The Landscape Architect will develop a series of standards and guidelines to guide system development. These standards will consider the following: * Bike path and bike lane widths * Inter -modal requirements * Appropriate criteria for pedestrian /bicycle combination facilities Appropriate intersection treatment for roadways with bike lanes or wide outside lanes * Schematic Signage Program * Typical cross - sections and surfacing requirements * Effective bicycle parking These standards will be developed as detailed drawings and will be included as illustrations in the final report. Task V Analysis of Potential City -Wide Equestrian Trail Development The Landscape Architect will evaluate the opportunities for incorporation of an Equestrian Trail as part of bicycle /pedestrianway corridors. Appropriate guidelines for equestrian trail location will be developed along with suitable cross - sections for trail construction. Guidelines for joint locations of bicycle trails, pedestrianways, and equestrian trails will be developed. Task VI Development of Cost Estimates and Phasing of Implementation. The Landscape Architect will develop estimates of probable construction costs for the Bicycle and Pedestrian Trail System Development and make recommendations for phasing based on availability of city funding and availability of funds through the ISTEA Program. These costs will be included as an appendix to the final report. Task VII Writing and Assembling the Final Report. The Landscape Architect will document the findings of the preceding tasks into a narrative report in 8 -1/2" x 11" format with supporting exhibits for submission to the city staff and policy setting bodies. Task VIII Participation in Public Meetings. The Landscape Architect has included the following four meetings during the course of this study as part of the above described tasks. * City Hall meeting to receive public comments and input. * Preliminary review of Plan with the Parks and Recreation Board. * Review of Plan with Planning and Zoning Commission. * Final Presentation to City Council. III CLIENT'S RESPONSIBILITIES A. The client will furnish the following information to the Landscape Architect: Current city plans and reports covering land use, zoning open space, and land ownership. ` 2. Current ordinances in place. 3. CADD generated reproducibles of the City at a scale of 1 "= 400' -0" illustrating street locations, names, open space areas, and public parks. 4. Any planned thoroughfare improvement plans illustrating widening, routes, etc. IV BASIS OF COMPENSATION The City shall compensate the Landscape Architect for the Services provided as outlined below and in accordance with the other terms and conditions of this Agreement as follows: A. Payments for Basic Services, Reimbursable Expenses, and any approved Additional Services will be billed monthly. B. Reimbursable Expenses are in addition to Basic Service fees and include actual expenditures made by the Landscape Architect and their consultants in the interest of the Project for: 1. expense of transportation and subsistence in connection with out -of- town travel 2. long distance communications including facsimile transmissions 3. fees paid for securing approval of authorities having jurisdiction over the Project 4. reproductions and photocopying 5. postage and delivery services C. Should the Project be suspended or abandoned, in whole or in part, for a period of more than 120 days, the Landscape Architect shall be compensated for all services performed up to the date of receipt of written notice from the City of such suspension or abandonment, together with Reimbursable Expenses then due. If the Project is resumed after being suspended for more than 120 days, the Landscape Architect's compensation may be equitably adjusted. D. Failure to honor billings in a timely planner justifies cessation of further service. E. The Landscape Architect will provide the City an hourly cost breakdown of all participants that the Collsllltallt Will UtlliZe in developim, this plaster plan. This will include rates for Principals, Associates, Clerical, Engineer in training, etc. These rates will be used to calculate any additional approved services for the plan. F. Any fees outlined in a formal agreement between the Landscape Architect and the City of Coppell are subject to renegotiation should the project scope change significantly at any phase. V. G. The Landscape Architect will provide a lump sum total of the project with breakdowns provided in the following manner: * Task I Review Exist. Info. /Goals * Task II Site Analysis Task III Routing Plan * Task IV System Standards * Task V Equestrian Trail Recommendations * Task VI Cost Estimates /Phasing * Task VII Report Production * Task VIII Public Meetings Estimated Range of Reimbursable Expenses: H. Any additional services will be compensated as a lump sum mutually agreeable to both parties. Additional public meetings beyond that described under basic services will be billed on an hourly basis in accordance with IV -E. I. Any reimbursable expenses will be billed at the direct cost to the Landscape Architect. AWARDING OF PROPOSAL Once the Landscape Architect has been chosen, an agreement will be drawn up between the City of Coppell and the Landscape Architect to provide the scope of services referenced heretofore. Any deviation to these described services will be negotiated between the Landscape Architect and the City of Coppell. Any agreement will not be final until approved by the City Council of the City of Coppell. TRMSTRPL. AN 1