CF-Coppell Rd SC-CS000215
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STATE OF TEXAS §
§ PERSONAL SERVICES CONTRACT
COUNTY OF DALLAS §
This Agreement ("AGREEMENT") is made by and between the City of Coppell, Texas
("CITY") and Vidaud & Associates, Incorporated. ("VAI") acting by and through their
authorized representatives.
RECITALS:
as defined in Exhibit' A attached hereto and incorporated herein; and
WHEREAS, the CITY selected VAI to perform architectural services in accordance
with the rcq~rcments in Chapter 2254 of the Texas Government Code; and
WHEREAS, the CITY desires to engage the services of VAI, as an independent
con~xactor and not as an employee, for architectural services related to the construction of thc
FACILITY on the terms and conditions provided in this AGREEMENT; and
WHEREAS~h~'VAI desires to render professional services for the CITY on the terms
and conditions provided in this AGREEMENT;
NOW, THEREFORE, in exchange for the mutual covenants set forth herein and other
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties
agree as follows:
A. SCOPE OF WORK & PROJECT DESCRIPTION
VAI shall enter into a contractual agreement with the CITY to provide basic professional
services for the site layouT, design and construction documents for the construction of the
FACILITY in Coppell, Texas.
CITY desires to construct the FACILITY and related improvements on approximately
three (3) acres of an overall forty-seven (47) acre site, owned by CITY and located at Coppcll
Road and Bethel Road in Coppell, Texas. The FACILITY shall consist of:
A. Public Works and Leisure Services Office Building - 8,200 SF
B. Attached Vehicle Building with Service Bays - 4,400 SF, to include:
1. Two (2) drive through bays; and
2. Seem'ed Tool and Parts Storage Area
C. CIimate Controlled Sign and Signal Shop (attached or unattached)- 3,000 SF
PERSONAL SERVICES CONTRACT - Page 1 31674
D. Freestanding Covered Vehicle Wash Bay with pressure wash and reclamation pit -
600 SF
1. Pressure wash and reclamation pit
E. Freestanding Covered Equipment and Parts Storage - 14,000 SF, to include:
1. Enclosed/Secured Space - 9,000 SF
2. Open/Unsecured Space - 5,000 SF
F. Freestanding 20' x 30', explosion proof Chemical Storage Building
G. Above ground Fuel Tank and Dispensing facility to be relocated from existing
Service Center
H. Paving
1. Concrete paving for City vehicles and equipment
2. Asphalt paving for visitor, staff and storage areas
I. Chain-link fencing around perimeter of site.
B. SERVICES
~l're~AI agrees to provide for the development of architectural services related to the
construction of the FACILITY located in CoppeIl, Texas, as follows:
A. PRE-DESIGN (to be completed within t4 days from the date of execution of
contract):
1. VAI shall conduct a pre-planning meeting with the CITY to review the
project scope and design schedule. At this meeting, VAI shall schedule
initial meetings with the Parks & Leisure Services and Public Works -
Utilities, Fleet and Streets departments.
2. VAI shall review available plans and documents, including existing plans
of the new site, pIans of the existing Service Center and the CITY's space
requirements/criteria.
3. VAI shall conduct Code and Zoning Analysis and meet with the 1bllowing
CITY code officials to gather special design requirements:
a. Planning
b. Building Inspection:
1. Chief Building Official
Fire Marshall
3. Environmental
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4. VAI shall conduct a site inventory, including.: x I.,
1. Field tying visible points required for final design; Field tie
above ground visible improvements,
b. Locate existing above ground utilities
c. Visual validation of the existing Tree Survey
d. Photograph the site and surrounding context.
5. Programming:
a. VAI shall tour the existing Coppell Service Center and meet with
the individual Department Managers to review the User's
"Wishlist' for the building, identify special needs, discuss spatial
relationships, identify existing equipment and furnishings to
relocate the new building. The building and its contents are
available for photographing the existing conditions.
b. VAI shall prepare Programming Data, including spatial data for
departments, room sizes, equipment/materials and thnctional
relationship diagrams.
c. VAI shall arrange meetings with several Municipalities in order for
thc CITY to tour other Service Centers that have been recently
completed.
B. PRELIMINARY DESIGN (to be completed within 14 days after approval of the
Pm-Design Phase):
1. VAI shall prepare and submit five (5) complete sets of the following items
for the CITY's review:
a. Preliminary Design Drawings:
1. Topographic Survey indicating ground surface contours at
one (1) foot intervals, supplemented by appropriate spot
elevations accurate to 0. I foot elevation in areas where the
FACILITY is proposed.
2. Preliminary Site Plan indicating proposed location of the
FACILITY, landscaped areas, vehicular and pedestrian
circulation, parking, outdoor storage areas, perimeter
fencing and other related facilities.
3. Preliminary Floor Plans of FACILITY indicating entries,
office layouts, circulation and service areas.
4. Exterior Building Elevations including outdoor storage
structures.
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b. Brief outline of proposed design, including building materials and
engineering systems.
c. Preliminary Color/Sample Board:
1. Identifying proposed materials and colors for the exterior
and interior of the FACILITY.
2. Preliminary Cost Estimate
2. VAI shall meet with the CITY to review design comments and to
incorporate applicable comments into the design.
3. After review, VAI shall present the Preliminary Design to the City
Council. No other public hearings or presentations are required for this
phase.
4. The CITY's approval of the Preliminary Design is required prior to
beginning the Design Development Phase.
C. DESIGN DEVELOPMENT (to be completed within 24 days after approval of the
Preliminary Design Phase):
1. VAI shall prepare and submit five (5) complete sets of the following items
for the CITY's review:
a. Design Drawings including:
1. Civil:
a. Boundary Survey (1"~ 50' scale):
1. The survey will be performed in accordance
with the Manual of Practice for Land
Surveying in Texas for a Category lA.
Condition II survey, and will incorporate a
boundary survey certificate.
2. Record research is to be provided by the
CITY. If additional research is required to
facilitate the boundary survey, this work
shall be performed on a cost plus basis as
additional services.
3. CITY shall provide VAI with an updated
title commitment, including ail schedules
and exceptions, no later than ten (10)
working days before the proposed delivery
date, in order to meet the project schedule.
Names of the entities to be certified,
including the buyer, seller, lender, title
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company, etc., is required five (5) working
days before the proposed delivery date.
b. Preliminary Grading Plan indicating the elevation of
the building and pavement areas, and drainage
requirements.
2. Landscape:
a. Planting Plan showing quantity, species, sizes and
spacing of plantings.
3. Architectural:
a. Final Site Plan including Service Center building,
landscaped areas, vehicular and pedestrian
circulation, parking, outdoor storage areas,
perimeter fencing and other related facilities.
b. Final Building Plans and Elevations
c.Preliminary Building and WalI Sections, if needed
to convey design concept.
4. Final Color/Sample Board (one (I) board)
5. Initial Development of Engineering Systems, including
civil, structural, mechanical, electrical and plumbing.
6. Copies of Proposed Equipment and Product "Cut-sheets"
7. Outline Specifications
8. Detailed Cost Estimate
b. VAI shall submit documents for Building Inspection and Code
review by the CITY.
c. VAI shall meet with the CITY to review design comments and to
incorporate applicable comments into the design.
d. After review, VAI shall present the design to the City's Planning
and Zoning Board and the City Council for site plan review. No
other public hearings or presentations shall be required.
e. CITY shall approve the Design Development documents prior to
beginning the Construction Document Phase.
D. CONSTRUCTION DOCUMENTS (50% Submittal to be completed within 30
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days c-.-a-~ ....... ~,~.~,.....,...~. "~cm ctcd ;vit~.~n ,,,,"~- day~,a er approval of e
Design Development Phase~, ~o%60b~,[
1. 50% Mid-point Submittal:
PERSONAL SERVICES CONTRACT - Page
a. VAI shall submit five ($) sets of construction documents to thc
CITY to review VAI's progress on thc construction documents.
Thc submittal shall include:
I. Construction Drawings:
a. Civil:
1. Final Grading Plan including existing and
proposed ground contour lines, and spot
elevations needed to grade the site for
drainage.
2. Site Drainage Design including
improvements to allow for proper storm
water drainage of the site, such as proposed
inlets, storms sewers, flumes, swales,
headwalls and other drainage.
3. Overall Drainage Area map delineating
drainage areas and storm sewer runoff data
for the site and adjacent properties that may
affect drainage of this site.
4. Water & Sanitary Sewer Plan coordinating
the location and layout of water and sanitary
sewer services to serve the proposed
FACILITY.
5. Dimension Control building comers and
pavement curb lines, and preparation of
paving details.
6. Erosion Control Plan design drawings and
associated details only. SWP3 plan,
including but not limited to the Notice of'
Intent (NOI), project description, inspection
forms. Notice of Termination (NOT), crc,
are included, and shall be prepared by the
Contractor.
b. Landscape:
1. Planting Plan - planting and arrangement of
plant materials and berms. Quantity,
species, sizes and spacing of materials shall
be specified on each plan sheet. Fine
grading of landscaped areas and area drain
design for planting areas where required.
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2. Irrigation Plan - zoned system to maximize
efficient water management. The system
will be designed to permit separate watering
of turfgrass. Details for the proper
installation of sprinkler heads, valves, pipe,
service connection, controller and other
items shall be indicated.
c. Architectural:
1. Overall site plan
2. Floor plans and enlarged partial plans
3. Roofplan and details
4. Exterior elevations and details
5. Building and wall sections
6. Reflective ceiling plan
7. Interior elevations and details
8. Door, window and finish schedule & details
9. Millwork details
10. Exterior and interior signage
11. Miscellaneous details
d. Structural:
1. Foundation Plans and Details, including pre-
packaged above ground tanks
2. Roof Plans and Framing Details
3. Mezzanine and miscellaneous details.
(~'~"~. Tilt-wall details ~' :_A~,,,~;.,g ....~ I:,)'c.;,t
5. Overhead crane
e. Mechanical:
1. Diagrammatic duct layout
2. Diffuser and grille locations
3. Mechanical equipment locations, showing
layom for mechanical space and equipment
schedules.
4. Mechanical details
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31674
5. Relocation of existing equipment, including
compressed air systern~ oil dispensing
systems, etc.
f. Electrical:
1. Coordination for utility service with
electrical and telephone utility companies
2. Electric service and distribution
3. Lighting design exterior and interior,
including connection~ circuiting a,~d
switching
4. Emergency Power distribution
5. Fire Alarm Systems
6. Panel, switchboard and lighting schedules
7. Connection of mechanical equipment
g. Plumbing:
1. Diagrammatic piping layouts
2. Plumbing details
3. Conceptual fire protection/sprinkler system
h. Specifications:
I. YAI shall obtain and review Division 0-1
from the City of CoppeIl Purchasing Agem
2. YAI shall edit and provide technical
Divisions 2-16
i. Final Cost Estimate
b. YAI shall submit the Construction Documents for review and
obtain approval of ADA Compliance with the required governing
agencies.
c. YAI shall meet with the CITY to review design comments and to
incorporate applicable comments into the design.
2. 100% Final Submittal:
a. YAI shall submit the following documents 100% complete and in
the quantities indicated to the CITY for bidding:
1. Construction Drawings:
a. One (I) copy of electronic files on CD
PERSONAL S£RV[CES CONTRACT - Page
b. One (1) ~11 size set ofreproductible originals
c. Five (5) sets of full size prints
2. Specifications:
a. One (1) complete unbound set of original
specifications including Divisions 0-16
b. Five (5) complete bound sets
3. Final Cost Estimate:
a. Three (3) bound sets
b. Final Platting (1"= 50' scale):
I. VAI shall submit the final plat for the proposed three (3)
acre site to the CITY for approval.
2. Record research shall be provided by the CITY. If
additional research is required to facilitate the boundary
survey, this work shall be performed as an additional
service.
3. CITY shall provide VAI with an updated title commitment
including all schedules and exceptions no later than five (5)
working days before the proposed delivery date, in order to
meet the project schedule. Names of the entities to be
certified, including the buyer, seller, lender, title company,
ere,. are also required.
C. ADDITIONAL SERVICES
The following items are not part of VAl's basic services and are considered additional
services. These services may be provided on an hourly basis at the request of the CITY. If
required, these services shall be added by modification to the basic Agreement.
A. Design Phase Services:
1. General:
a. Design Modifications after approval of Design Development;
b. Revisions tO Construction Documents following substantial
completion, which are not due to design errors or omissions.
c. Relocation, adjustment and/or demolition of existing
improvements or infrastructure.
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2. Civil:
a. Design Calculations
b. Retaining wall design
c. Geotechnical consulting
d. Off-site utility or drainage facility extensions which may be
required to serve the property
e. Flood plain studies or reclamation plans, detention design or
studies
f. Traffic engineering reports or studies
g. Environmental impact statements and assessments.
3. Landscape:
a. Fountain or ornamental water feature design
b. Tree surveys or mitigation plans
c. Pump design for irrigation systems
4. Architectural:
a. Masterplanning entire forty-seven (47) acre site
b. 3-D CAD or Architectural Renderings
c. Architectural Building/Site Model
d. Interior Design, including space planning of furnishings and
systems furniture.
5. Stmctural:
a. Design Calculations
b. Structural planter design
6. Mechanical, Electrical or Plumbing:
a. Design Calculations
b. Smoke evacuation systems
c. Qas, telephone, and cable design
7. BEdding & Negotiation Phase Services:
PERSONAL SERVICES CONTRACT- Page t0 31674
a. Distribution of Bid Sets
b. Answering Bidder's Questions
c. Distributing Addenda
d. Conducting Pre-bid Meeting
e. Attending Bid Opening
f. Evaluating Bids and Check References including Dun & Bradstreet
8. Construction Administration Phase Services:
a. Only VAI's Project Manager shall be required. Additional
technical support shall be provided as necessary.
b. Record Drawings prepared from the redline markups prepared by
the Contractor.
D. COMPENSATION
l. The CITY shall compensate the VAI for the architectural services as set forth in
herein in an amount not to exceed Two Hundred Thousand Dollars and no cents ($200,000),
calculated as follows:
B~as. ic Professional Services
A. Pre-design $ 10,000
B. Preliminary Design 25,000
C. Design Development 40,000
D. Construction Documents 75,000
Total Basic Services $ 150,000
Additional .Services
E. Bidding Negotiation $ 10,000
F. Construction Administration 25,00_0
Total Additional Services $ 35,000
2. In addition to the compensation in Section D(1), VAI may receive reimbursable
expenses in an amount not to exceed Fifteen Thousand Dollars ($15,000.00), as outlined in
Section E below.
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E. REIMBURSABLE EXPENSES
1. Reimbursable Expenses are in addition to compensation for VAI's basic services
and include expenses incurred by VAI and VAI's consultant's that are directly related to this
project. Reimbursable expenses include, but are not limited to:
A. Transportation in connection with the project, authorized out-of-town travel and
subsistence and electronic communications.
B. Fees paid for securing approval of authorities having jurisdiction over the project.
C. Reproductions, plots, standard form documents, postage, handling and delivery of
documents.
D. Rendering, models and mock-ups re, quested by the CITY.
E. Photography, long distance phone calls, computer media and other direct project
related expenditures.
2. Reimbursable expenses shall be invoiced at 1.15 times VAI's actual cost. VAI
shall provide receipts or other supporting documentation for individual
F. COMPUTER PROGRAMS/FORMAT REQUIREMENTS
1. VAI shall provide drawings, specifications and costs estimates in the following
computer programs and formats:
A. Drawings - AutoCAD v. 14 with VAI layering standards which are based on the
AIA Drawing layer Standards.
B. Specifications - AIA Masterspec in CSI Format produced on MS Word
C. Cost Estimates - MS Excel spreadsheet using CSI Format, identifying unit
quantities, labor, material, contractor overhead and profit.
G. CITY RESPONSIBILITIES
1. In a timely manner, the CITY shall provide the following information to VAI for
use during design:
A. Archeological and Environmental Impact Findings
B. Existing Tree Survey (previously provided)
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C. Geotechnical Survey and Report, including pavement section and foundation
design recommendations, transmitted to VAI no later than the beginning of' the
Design Development Phase.
D. Boundary Survey and Platting information.
2. The CITY will endeavor to provide accurate information but cannot guarantee the
accuracy of any information provided.
H. TERM
The term of this AGREEMENT shall begin on the date of its execution by all parties.
This AGREEMENT shall continue until VAt completes the services required herein to the
satisfaction of the CITY, unless sooner terminated as provided herein.
I. ENTIRE AGREEMENT
This AGREEMENT constitutes the sole and only agreement of the parties and
supersedes any prior understandings or written or oral agreements between the parties with
respect to this subject matter.
J. ASSIGNMENT
Neither this AGREEMENT nor any duties or obligations under it shall be assignable by
VAI without the prior written consent of CITY. In the event of an assignment by the VAI to
which the CITY has consented, the assignee or the assignee's legal representative shall agree in
writing with the CITY to personally assume, perform, and be bound by all the covenants,
obligations, and agreements contained in this AGREEMENT.
K. AMENDMENT
This AGREEMENT may be amended by the mutual written agreement of the parties.
L. GOVERNING LAW
The validity of this AGREEMENT and any of its terms or provisions, as well as the
rights and duties of the parties, shall be governed by the laws of the State of Texas; and venue tbr
any action concerning this AGREEMENT shall be in Dallas County, Texas.
PERSONAL SERVICES CONTRACT - Page 13 3
M. NOTICE
Any notice or other communication shall be in writing and shall be deemed given when
sent Registered or Certified Mail, Postage Prepaid, in the United States Mail, addressed as set
forth below, or to such other address as either of the parties shaIl advise the other in writin§.
If intended for CITY:
Jim Witt
City Manager
City of Coppell
255 Parkway Blvd.
Coppell, Texas 75019
If intended for VAI:
Vidaud & Associates IncOrporated
13649 Moatfort Drive
Suite 200
Dallas, Texas 75240-4503
N. LEGAL CONSTRUCTION
1. In the event any one or more of the provisions contained in this AGREEMENT
shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity,
illegality, or unenforceability shall not effect any other provisions and the AGREEMENT shall
be construed as if such invalid, illegal, or unenforceable provision had never been contained in
this AGREEMENT.
2. It is understood and agreed that,~L in satisfying the conditions of this
AGREEMENT, is acting independently and that the CITY assumes no responsibility or
liabilities to any third party in connection with this AGREEMENT. All services to be
performed by VAI under this AGREEMENT shall be in its capacity as an independent
contractor and not as an agent or employee of the CITY. VAI shall supervise the performance
of its services and shall be entitled to control the manner and means by which its services are to
be performed, subject to compIiance with this AGREEMENT and any specifications, schedules
or plans approved by the CITY.
O. CAPTIONS
1. Thc captions used in this AGREEMENT are for convenience only and shall not
affect in any way the meaning or interpretations of the provisions set forth herein.
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P. COUNTERPARTS
1. This AGREEMENT may be executed in any number of counterparts, each of
which shall be deemed an original and constitute one and the same instrumem.
Q. TERMINATION
1. This AGREEMENT shall continue until termination by either party by giving
thirty (30) calendar days prior written notice to the other par~y.
EXECUTED this day of ,2000.
CITY OF COPPELL, TEXAS
By:
JIM WILT, City Manager
ATTEST:
By:
LIBBY BALL, City Secretory
APPROVED AS TO FORM:
By:
ROBERT HAGER, City Attorney
EXECUTED this day of ,2000.
VIDAUD & ASSOCIATES INCORPORATED
By:
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TOTAL PAGE. 16 **