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HomeMy WebLinkAbout6C(6)(I c_ ( C") 4 Soya g Community & Economic Development �a 1200 County -City Building, 227 West Jefferson, South Bend, Indiana 46601 -1830 Phone 574/235 -9371 Fax 574/235 -9021 To: Redevelopment Commission From: Bill Schalliol, Economic Development Planner 10&000� Subject: Professional Services Proposal - Lehman & Lehman Date: March 18, 2011 Attached to this memorandum is a professional services proposal from Lehman & Lehman to aid in master planning and design work related to Voorde Park. Voorde Park is located west of the intersection of Bendix and Voorde and is the buffer point between a large residential neighborhood on the south and the Airport Industrial Park, Phase 1 on the north. Over the past several months, the City has been working with Hoosier Tank, located on the west end of Voorde Park, to help them facilitate a major building expansion. As part of their expansion, the City would like to work with them to move all of their truck movements for product shipping and receiving to the east end of their building and move the truck movements out of Voorde Drive as presently occurs (Map 1). With the extension of Voorde Drive into the Airport drive network a couple of years ago, the traffic counts have increased and with an increase of business at Hoosier Tank, the relocated delivery area would be of great benefit to the City and the adjacent businesses. But to facilitate the delivery area, staff has been working with the Parks Department to release a two acre tract of land at the west end of the park to allow this improvement to occur. As part of the release of land, staff and Park staff is working at the east end of the park with District 11 Little League to acquire their vacant three acre parcel of land to create a net increase of land in the park of one acre (Map 2). As part of all of these improvements, staff and Park staff are working with several stakeholder groups to reprogram the park and create an active and revitalized park space. The proposed reuse of the park is for four sports fields (rugby sized) and then basic improvements to the current facilities (Map 3). To facilitate the park planning process and park design work, staff requests approval of a professional service proposal with Lehman & Lehman in the amount of $12,000.00. The design work will then be applied in the future to a future contract for construction design services and related services (coordination of rezoning, replatting and other services) related to the development of the new park. Staff requests favorable approval of this proposal. What We Do Today Makes A Difference! LE HMAN & LE HMAN Transforming Horizons Agreement for Design and Planning Services Master Planning Design and Revitalization Study for Voorde Park For the South Bend Department of Parks and Recreation This agreement defines the scope of master planning design and planning services Between the Owner: South Bend Department of Community and Economic Development (hereinafter referred to as Owner) and the Landscape Architect: Lehman & Lehman, Inc. (hereinafter referred to as Consultant) for the following project: Master Planning Design and Revitalization Study for Voorde Park Keller Street, South Bend, IN PROJECT INFORMATION: Voorde Park is a neighborhood park on the City's northeast side. It serves as little league ball fields for District 11 Little League. The Owner desires renovation plans and master plan for the site is developed with regard to upcoming changes to the park. It is understood that this master planning design and revitalization study will be used as a guide in implementing the master plan for Voorde Park located on Keller Street west of Bendix Drive and south of Voorde Dr. Current plans call for the relocation of the Little League ball diamonds to another site. The current diamonds are located on the eastern end of the park with about 3 acres of land owned by District 11 Little League. Also part of the plan will be the sale of approximately 2 acre± of land to Hoosier Tank on the western end of the property. The current negotiations are to have the District 11 property be deeded to the Park and Recreation Department and be made part of the Voorde Park property. With the changes in land ownership, along with the relocation of some of the current uses, the Master Plan and Revitalization of Voorde Park allows the opportunity to update the current park components with new facilities and features. The scope of work will include site analysis, master site planning, revitalization program development of potential new uses, neighborhood meeting(s) for input and feedback, and assistance in providing cost estimates and a construction budget for the project. The Owner shall furnish surveys and documentation describing the physical characteristics of the site, building and utility locations for use by the Consultant. 1) SCOPE OF PRELIMINARY SERVICES. a) DOCUMENT EXISTING CONDITIONS: The Owner has some site and architectural documentation on the existing site and present facilities. The Consultant will photograph the site in the anticipated areas of proposed new facility. Aerial / GIS information will be provided by the Owner along with the potential site survey for use in developing plans for the new park revitalization plans. b) ESTABLISH PROGRAM AND GOALS: The Consultant will meet with the Owner to develop a 510 LINCOLNWAY EAST, SUITE C. MISHAWAKA, IN 46544 TEL 574.257.0255 FAx574.257.1966 LANDSCAPE ARCHITECTURE AND PLANNING WWW.LEHMANANDLEliMAN.COM Agreement for Professional Services I Master Plan / Revitalization of Voorde Park — South Bend, IN I Page 2 of 4 South Bend Community & Economic Development Dept. and Lehman & Lehman, Inc. ©Copyright 20111 March 1, 2011 detailed program for the proposed new facilities and new uses. This Program will be used by the Consultant in developing schematic design proposals. The program will address the following: i) Impact of the Property Ownership Changes: The changes in ownership of the property (sale and acquisition) will be handled by the City of South Bend. The Consultant will supply site plan exhibits of the Voorde Park Development concepts as support to the legal transfers and related processes. ii) Community Space: The central core of the park evaluation of current conditions will be done by the Consultant with recommendations to the renovation and replacement of the various components, tennis courts, playground equipment, hard & soft surface play courts, parking and circulation, etc. Potential for additional shelters, restrooms and maintenance facilities will be evaluated and planned. iii) Access and Circulation: Park circulation will be designed and planned including incorporation into the City's Alternative Transportation routes and circulation within Voorde Park. iv) Play Fields: The existing ball field will be evaluated with potential renovation or replacement. New fields and layouts for both soccer and rugby fields will be studied along with related parking, access and support facilities (i.e. Restrooms, shelters, concessions, etc.) v) Park Department Programming: Meet with Park Department programming staff to establish a priority of needs. vi) Public Meeting: Conduct with the Owner public input venue to confirm programming needs and priorities. vii) Phasing and Schedule: Develop potential project phasing and tentative project timetable. viii) Probable Construction Costs: Assist in developing a preliminary estimate of Construction Cost for the Building component. ix) Agency Meetings: As preliminary plans are developed, the Consultant will meet with representatives from the City Building Department to review the scope of the project for compliance. c) MASTER PLANNING DESIGN i) Master Plan: The Consultant will review design alternatives for the new park revitalization with the Owner. Upon review of an initial set of preliminary drawings with Owner, subsequent revisions to a select scheme will be developed. Schematic alternatives for the revitalization of Voorde Park will be based upon the program established. The Consultant will review the schemes with Owner and develop a selected scheme in greater detail. It is anticipated that there will be two sets of revisions to the initial set of schematic design drawings submitted. ii) Illustrated Plans: The Consultant will provide, for the Owner's use, a colored, illustrated site plan of the Master Plan / Revitalization Plans for Voorde Park. Agreement for Professional Services I Master Plan / Revitalization of Voorde Park — South Bend, IN I Page 3 of 4 South Bend Community & Economic Development Dept. and Lehman & Lehman, Inc. ©Copyright 20111 March 1, 2011 2) COMPENSATION: a) This preliminary design study (Scope Items A, B, and C as noted under Article I above) will be developed at a maximum fee not -to- exceed $12,000.00 (Twelve thousand dollars). If less time is required to complete this study, the Owner will be billed only for time and expense expended. b) The Owner will be billed at the Standard 2011 hourly rates as follows: i) Lehman & Lehman, Inc. Staff: (1) Principal Architect $110.00 /hour (2) Project Architect, Level II $85.00 /hour (3) Project Architect, Level I $70.00 /hour (4) Graduate Architect, Lev I $60.00 /hour (5) Technical CAD Designer $65.00 /hour (6) Intern Architect, Level III $55.00 /hour (7) Intern Architect, Level II $50.00 /hour (8) Intern Architect, Level I $45.00 /hour (9) Clerical Staff $40.00 /hour ii) These rates are subject to review and may be changed at the beginning of each calendar year. 3) REIMBURSIBLES: a) The Consultant will bill reimbursable costs to the Owner without a mark -up. Reimbursable expenses entail travel mileage (out of county), long distance calls, reproduction costs, photographic documentation, mailing, delivery, and handling of documents or other similar expenses incurred by the Consultant in the interest of the Project. Expense of additional insurance coverage or limits, requested by the Owner in excess of that normally carried by the Consultant or the Consultant's consultants. 4) ADDITIONAL SERVICES: a) Planning and Design services requested by the Owner beyond the scope of this Preliminary Study will be billed at the Consultant's hourly rates stated under Article 2. The following are additional services that may be required or requested by the Owner that are not included in this scope of preliminary services: i) Topographic /Boundary Survey, variances, easements and /or rezoning (Consultant can assist in obtaining these on behalf of the Owner). ii) Detailed cost estimate for project. iii) Extensive investigations of alternative building or site systems. S) FULL SERVICE DESIGN CONTRACT. a) Once Owner approval of the Schematic Preliminary Design is gained and a directive has been issued to proceed with detailed Design Development, Construction Documents and Specifications for the selected design solution, a full service contract based upon an hourly rate, Agreement for Professional Services I Master Plan / Revitalization of Voorde Park —South Bend, IN I Page 4 of 4 South Bend Community & Economic Development Dept. and Lehman & Lehman, Inc. ©Copyright 20111 March 1, 2011 fixed fee, or percentage of the construction cost will be negotiated. We use the American Institute of Consultant's Standard Form of Agreement between Owner and Architect, AIA 13101, 2007. This full service contract would include architectural, structural, mechanical and electrical engineering consultation. The level of detail required for a set of bidding and construction documents will be determined prior to initiating this final design phase. The cost for this preliminary study will be credited to that future contract amount. 6) OWNER RESPONSIBILITIES. a) The Owner shall provide full information regarding requirements for the project. b) The Owner shall establish and update an overall construction budget for the project including reasonable contingencies. c) The Owner shall designate a project representative authorized to act on the Owner's behalf with respect to the project. The representative shall render decisions in a timely manner. d) The Owner shall furnish surveys (property, topography, easements, etc.) describing the physical characteristics, legal limitations and utility locations of the site of the project, including a legal description. 7) PAYMENTS: a) Payments are typically due and payable 30 days from the date of the Consultant's invoice. The Owner will make every attempt to make these payment schedules. If the Owner shall violate or breach the terms or conditions of this contract, the Owner shall pay all costs and expenses including any attorney fees incurred by the Consultant in connection with its exercising his rights or remedies he may have under this agreement because of such violation or breach. If this letter proposal properly sets forth the scope of the architectural planning and design services, please countersign below so we can begin work on your project. Thank you for the opportunity to submit this proposal. We look forward to working with you. If you have any questions please do not hesitate to contact us. Charles F. Lehman, ASLA, FRSA South Bend Community and Economic Development Landscape Architect and President Lehman & Lehman, Inc. Date 4w - eue!pu! 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