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HomeMy WebLinkAboutAgenda_GVPID_03.11.2019Notice of Meeting for the Georgetown Village P ublic I mprov ement District of the City of Georgetown March 11, 2019 at 6:00 P M at West Side Serv ice Center, located at 5501 Williams Dr Georgetown, T X 78633 T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A C all to O rder B Introduc tion of New Board Members and Visitors . - Marlene Mc Mic hael, C hair P erson C R eview Board/Meeting P roc edures - Board Liason D P resentation of the G eorgetown Village P ublic Improvement District (G VP I D) monthly financ ial reports for the month of F ebruary 2019. - C hristi R awls , Assistant C ontroller E P rojec t Updates - O ctavio G arza, P ublic Works Direc tor L egislativ e Regular Agenda F Nominations and elec tion of Vic e-C hair of the G VP I D Board. - Marlene Mc Mic hael - C hair P erson for G VP I D G Nominations and elec tion of S ecretary of the G VP I D Board. - Marlene Mc Mic hael, G VP I D C hair P erson H R eview and pos s ible ac tion related to the Day and Time of the G VP I D Board Meetings - Marlene Mc Michael, C hair P ers on I C ons ideration and possible action on the Minutes of the regular meeting of F ebruary 25, 2019, Tina Davis , Board Lias ion J C ons ideration and possible action to recommend approval of Task O rder C LA-19-001 with C ovey Lands cape Arc hitects of G eorgetown, T X in the amount of $103,250.00 for profes s ional des ign services related to G eorgetown Village P ublic Improvement Dis tric t landsc ape and amenity improvements – Eric Nuner, Assistant P arks and R ec reation Direc tor C E RT IF IC AT E O F P O S T IN G I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was pos ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a place readily ac cessible to the general public at all times, on the ______ day of __________________, 2019, at Page 1 of 30 __________, and remained so pos ted for at least 72 continuous hours preceding the sc heduled time of s aid meeting. ____________________________________ R obyn Densmore, C ity S ecretary Page 2 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: C all to O rder IT E M S UMMARY: F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Marlene Mc Michael, C hair P ers on Page 3 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: Introduction of New Board Members and Vis itors. - Marlene Mc Michael, C hair P ers on IT E M S UMMARY: F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Marlene Mc Michael, C hair P ers on Page 4 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: R eview Board/Meeting P rocedures - Board Lias on IT E M S UMMARY: T he following doc uments will be provided, at the meeting for your reference: Bylaws C ode of O rdinanc e - Attendance P olicy R os ter T hings to R emember R eview: Attendance P olicy Q uorum R equirements S ign in S heet Attorney G eneral Trainings - https ://www.texasattorneygeneral.gov/og/open-government-training 1. O pen Meetings Ac t 2. P ublic Meetings Ac t F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Tina Davis, Board Liaison Page 5 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: P res entation of the G eorgetown Village P ublic Improvement Dis tric t (G VP I D) monthly financial reports for the month of F ebruary 2019. - C hris ti R awls, As s is tant C ontroller IT E M S UMMARY: F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: C hristi R awls , Assistant C ontroller AT TAC H ME N T S: Description Type GVPID Financial Summary Feb. 2019 Backup Material Page 6 of 30 18/19 Budget YTD Activity Variance Revenues: Ad Valorem Taxes 426,392$ 410,867$ (15,525)$ Interest Earned 4,000 5,275 1,275 Total Revenues 430,392 416,142 (14,250) Expenditures: Administrative Fee- General Fund 38,210 15,921 22,289 Office Supplies 300 - 300 Insurance 500 - 500 Contracts & Leases, Primary 90,160 87,611 2,549 Contracts & Leases, Secondary 15,000 - 15,000 Special Services 5,000 2,550 2,450 Utilities/Irrigation 41,000 16,800 24,200 Maintenance, Sidewalks 30,000 444 29,556 Maintenance, Irrigation 6,000 - 6,000 Maintenance, Ponds 6,300 - 6,300 Maintenance, Repairs 10,000 - 10,000 Maintenance, Alleys 500 - 500 Maintenance, Street Trees 50,000 - 50,000 Administrative Fee - Joint Service 15,924 6,635 9,289 Total Expenditures 308,894 129,961 178,933 Capital: Park Improvements - Madrone 195,227 - 195,227 Park Improvements - Parklets 279,794 - 279,794 Park Improvements - Rowan Park 143,141 - 143,141 Total Expenditures 618,162 - 618,162 Current Year Variance (496,664) 286,181 782,845 Beginning Fund Balance 763,359 770,544 [A]7,185 Current Funds Available 266,695$ 1,056,725$ 790,030$ Contingency Reserve 106,000 106,000 - Park Improvements - Rowan Park - Madrone Park 160,000 160,000 - Current Funds Available 695$ 790,725$ 790,030$ Notes: •The majority of property tax collections occur in January. •YTD activity includes encumbrances. •Year End YTD activity becomes audited activity each following January. •Fiscal year is from October 1 to September 30. •Unaudited financial statements prepared by the City of Georgetown, as of 2/06/19 [A]Unaudited beginning fund balance. Financial Statement Village PID February 28, 2019 Page 7 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: P roject Updates - O c tavio G arza, P ublic Works Director IT E M S UMMARY: S hell Road S idewalk Update Des ign proc es s is 90% c omplete. S taff is actively working with the property owner to sec ure an eas ement at S equoia S pur and S hell R oad. T he plan is to take the s idewalk on the eas t s ide of S hell from S equoia S pur to Bellaire Dr. 2019 Street Maintenance – Georgetown Village Exhibit attached showing s treets that will rec eive maintenance. A high performance pavement seal will be applied to the public streets. Bidding for this project is estimated to occur mid-April – M ay time frame with construction to begin in June/J uly time frame. As this is an estimated time frame, we will update as more details are received. F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: O c tavio G arza, P ublic Works Director (T D) AT TAC H ME N T S: Description Type Street Maint. 2019 Exhibit Backup Material Page 8 of 30 R O S E D A L E B L V D B O X W O O D L O O P M A D R I D D R BIRCH D R T A S C A T E S T BL U E H A W D R ROS E D A L E B L V D MA D R O N E D R NARAN J O D R WES T B U R Y L N WES T B U R Y L N SYCA M O R E S T HIC K O R Y L N SUM M E R S GRE E N BELLA I R E D R SH E L L R D W E S T B U R Y L N CE D A R E L M L N VIL L A G E P A R K D R BOWLINE D R CRO W N A N C H O R B N D VIL L A G E C O M M O N S B L V D SHEEPSHAN K D R KASBERG, PATRICK & ASSOCIATES, LP CONSULTING ENGINEERS GEORGETOWN, TEXAS 78626 FIRM REGISTRATION NUMBER F-510 PROPOSED 2019 IMPROVEMENT PROJECTS February 26, 2019 0 HORIZONTAL SCALE IN FEET 500 1000 N O R T H © 20 1 4 K a s b e r g , P a t r i c k & A s s o c i a t e s , L P FI L E : P: \ G e o r g e t o w n \ 2 0 1 9 \ 2 0 1 9 - 1 1 9 S t r e e t M a i n t e n a n c e \ C A D \ H I P R 2 0 \ B a s e \ S T R E E T M A I N T A I N A N C E . d w g L A S T S A V E D : 2/ 2 6 / 2 0 1 9 3 : 2 3 : 5 2 P M LA Y O U T : 11 x 1 7 e x h i b i t ( 2 ) GEORGETOWNTEXAS EST. 1848 LEGEND GEORGETOWN CITY LIMITS GEORGETOWN ETJ BID PROJECTS HIGH PERFORMANCE PAVEMENT SEAL (HPPS) Page 9 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: Nominations and election of Vice-C hair of the G VP I D Board. - Marlene Mc Michael - C hair P ers on for G VP I D IT E M S UMMARY: P er the Bylaws of the G eorgetown Village P ublic Improvement Board: S ection 3.1 Officers. T he Advis ory Board O ffic ers are C hair, Vic e C hair and S ec retary. S ection 3.2 Election of Officers. T he C hair of the Board is appointed by the C ity C ouncil. All other officers s hall be elec ted by a majority vote of the Advisory Board at the firs t meeting after the annual appointment proc es s . F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Marlene Mc Michael, C hair P ers on Page 10 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: Nominations and election of S ec retary of the G VP I D Board. - Marlene Mc Michael, G VP I D C hair P ers on IT E M S UMMARY: P er the Bylaws of the G eorgetown Village P ublic Improvement District Board: S ection 3.1 Officers. T he Advis ory Board O ffic ers are C hair, Vic e-C hair and S ecretary. S ection 3.2 Election of Officers. T he C hair of the Board is appointed by the C ity C ouncil. All other officers s hall be elec ted by a majority vote of the Advisory Board at its first meeting after the annual appointment proc es s . F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Marlene Mc Michael, C hair P ers on Page 11 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: R eview and possible action related to the Day and Time of the G VP I D Board Meetings - Marlene Mc Mic hael, C hair P erson IT E M S UMMARY: P er the G VP I D bylaws S ection 4.1 Time and Date of Regular Meetings. T he Advisory Board shall meet onc e a month on the same week of the month, the same day of the week, at the same time, and at the s ame plac e. T he regular date, time and plac e of the Advisory Board meeting will be decided by the members at the firs t meeting of the Advis ory Board after the annual appointment process. F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: Marlene Mc Michael, C hair P ers on AT TAC H ME N T S: Description Type 2019 Draft GVPID Meeting Schedule Backup Material Page 12 of 30 GEORGETOWN VILLAGE PID ADVISORY BOARD Meeting Schedule March 2019 – February 2020 All Regular Meetings will be held on the second MONDAY of every month at 6:00 p.m. The meeting location is inside West Side Service Center, 5501 Williams Dr., Georgetown, TX. 78633 Please contact Tina Davis at 512-930-3556 if you have questions regarding meeting dates or times. MARCH 11, 2019 APRIL 8, 2019 MAY 13, 2019 JUNE 10, 2019 JULY 8, 2019 AUGUST 12, 2019 SEPTEMBER 9, 2019 OCTOBER 14, 2019 NOVEMBER 11, 2019 DECEMBER 9, 2019 JANUARY 13, 2020 FEBRUARY 10, 2020 Page 13 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: C onsideration and pos s ible ac tion on the Minutes of the regular meeting of F ebruary 25, 2019, Tina Davis, Board Lias ion IT E M S UMMARY: F IN AN C IAL IMPAC T: . S UB MIT T E D B Y: Tina Davis, Board Liaison AT TAC H ME N T S: Description Type Minutes GVPID Feb 2019 Backup Material Page 14 of 30 Georgetown Village PID Page 1 of 2 February 25, 2019 City of Georgetown, Texas Georgetown Village Public Improvement District Advisory Board Meeting Minutes Monday, February 25, 2019 at 6:00 p.m. West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633 Members present: Norma Baker; Melinda Marler, Chair; Marlene McMichael, Vice-chair; Gary Newman, Developer Rep; Cara McKinney; and Penny Evans, Developer Rep Members Absent: Marsi Liddell and Alternates Huertas and Laing absent. Staff present: Wayne Reed, Assistant City Manager; Octavio Garza, Public Works Director; Seth Gipson, Management Analyst; Christi Rawls, Assistant Controller; Eric Nuner, Assistant Parks Director; and Karen Frost, Recording Secretary. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Call to Order The meeting was called to order by Chair Marler at 6:02 p.m. B. Consideration and possible action on the Minutes of the regular meeting of February 25, 2019. Karen Frost, Recording Secretary. Motion by Newman, second by Baker to approve the minutes as presented. Approved 6-0-1. (Liddell absent; Alternates Rolando Huertas and William Laing absent) C. Introduction of new staff members that will be supporting the Georgetown Village Public Improvement Board and processes. - Karen Frost, Recording Secretary Frost introduced Wayne Reed, Assistant City Manager; Seth Gibson, Management Analyst; Christi Rawls, Assistant Controller; Eric Nuner, Assistant Parks and Recreation Director; Tina Davis, Board Liaison. Marler read a goodbye letter, with this being her last meeting as Chair. Frost introduced David Milas, Parks Manager. D. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly financial reports for the month of January, 2019. - Christi Rawls, Controller Rawls gave overview of January financials. Question by Marler; Shell Road, Parkletts, Rowan and Madrone. - answered by Nuner. Various questions and discussion. E. Discussion and possible action on the recommendation to enter into negotiations with Covey Landscape Architects (CLA) of Georgetown, Texas to complete a task order for Landscape Architectural Services for Georgetown Village Public Improvement District (GVPID). - Eric Nuner, Assistant Parks and Recreation Director Page 15 of 30 Georgetown Village PID Page 2 of 2 February 25, 2019 Nuner reviews contractor/consultant for design services of Master Plan-goal to come back in March with recommendation. Discussion of Covey. Questions by Marler regarding Covey’s accuracy and ability to find details. (pea gravel and trash can examples). Discussion of process - best case September for “shovels in ground” which is good for installing plant material. Discussion about public and board input-Nuner says can bring back Covey to talk in March or April. Keep landscape far enough away from Shell Road fence so new fence can be installed/repaired without damage to plants. Will check schedule to look at Shell Road sidewalk plan. Michael Charles (244 Beretta Circle) addressed the board - talks about Master Plan cost, calls out specifics, believes Shell Road won’t improve because of private fence. Motion by Baker, second by Newman to approve negotiations with Covey Landscape Architects (CLA) of Georgetown, Texas to complete a task order for Landscape Architectural Services for Georgetown Village Public Improvement District (GVPID). Approve 5-1-1. (Marler against, Liddell absent, Alternates Huertas and Laing absent) F. Project Updates - Octavio Garza, Public Works Director Garza reports sidewalks being repaired-finishing up last few on Westbury. City will fund project to seal all PID streets this summer with “high performance seal”. Will look at trees, possible conflicts and do a block by block review. Discussion-scheduling of Shell Road sidewalk. Garza will follow up with timing at next meeting. Adjournment Motion by McMichael, second by Newman to adjourn. The meeting adjourned at 7:22 p.m. __________________________________ ______________________________ Chair Person Secretary ___________________________________ Board Liaison Page 16 of 30 City of Georgetown, Texas Georgetown Village Improvement District March 11, 2019 S UB J E C T: C onsideration and pos s ible ac tion to rec ommend approval of Tas k O rder C LA-19-001 with C ovey Landsc ape Architec ts of G eorgetown, T X in the amount of $103,250.00 for professional design s ervic es related to G eorgetown Village P ublic Improvement District lands cape and amenity improvements– Eric Nuner, As s is tant P arks and R ecreation Director IT E M S UMMARY: A mas ter plan for public improvements for the G VP I D was c ompleted in April 2018. T his master plan prioritized potential opportunities for improvements within the G VP I D. T he board reviewed these recommendation at the May, June, and July meetings. T he board ultimately adjusted the recommendations to inc lude landsc ape improvements along S hell R oad, improvements to (11) parklets , and improvements at R owen P ark. Additionally, improvements at Madrone P ark were identified as a c ontingent projec t. T hese projects were then presented and dis cus s ed at a community open hous e in August to further c onfirm the identified projec ts. F unding for S hell R oad, parklets and R owen P ark were then approved by C ity C ouncil and inc luded in the F Y2019 G VP I D budget. A request for propos al (R F Q ) for profes s ional des ign services was completed in January 2019. A recommendation to selec t C ovey Lands cape Arc hitects to c omplete thes e professional design s ervic es was approved by the board on F ebruary 11, 2019 with the details on a tas k order to be pres ented during the Marc h board meeting. T he proposed task order inc ludes des ign services for Madrone P ark. T here are ec onomies of sc ale and time s avings in des ign by including these s ervic es in the currently propos ed tas k order. Additional expens es would likely be extended to the cons truction contrac t if Madrone was inc luded in the bidding documents s inc e it would be renovated as part of a larger project. T he fees inc luded in the proposed task order will be removed if the board wis hes to complete this des ign at a later date. T his item is s cheduled to be forwarded to C ity C ouncil on Marc h 26 for their approval. S TAF F R EC O MMENDAT I O N: S taff recommends executing Task O rder C LA-19-001 for profes s ional des ign services related to the G VP I D public improvements with C ovey Lands cape Arc hitects of G eorgetown, T X, in the amount of $103,250.00. F IN AN C IAL IMPAC T: F unds are available in G VP I D F Y19 budget funds 234-5-0211-52-820, 821, and 822. S UB MIT T E D B Y: Eric Nuner, As s is tant P arks and R ecreation Director AT TAC H ME N T S: Description Type Task Order Backup Material Page 17 of 30 TASK ORDER Task Order—Landscape Architects. Dated September 2012 Page 1 of 4 Task Order In accordance with paragraph 1.01 of the Master Services Agreement between Owner and Covey Landscape Architect (“Landscape Architect”) for Professional Services – Task Order Edition, dated March 5, 2019 ("Agreement"), Owner and Landscape Architect agree as follows: 1. Specific Project Data A. Title: Georgetown Village Public Improvement District B. Description: Landscape Architectural services for the renovation and enhancement of 11 existing parklets, 2 existing city parks and existing Shell Road parkway within the Georgetown Village PID. Renovations and enhancement include planting and hardscape improvements. The services are to include data collection and analysis, development of design, preparation of construction drawings, technical specifications and cost estimates, provide bidding, contract documents and construction observation, as well as submittals for TDLR (accessibility) and WPAP (water runoff quality) C. City of Georgetown Project Number: __________________________________ D. City of Georgetown General Ledger Account No.: _______________________ E. City of Georgetown Purchase Order No.: _______________________________ F. Master Services Agreement, Contract Number: 19-0013-MSA____________ 2. Services of Landscape Architect See Exhibit A, Scope of Services, attached 3. Owner's Responsibilities Owner shall have those responsibilities set forth in the Agreement subject to the following: Owner to provide as-builts / record drawings for previous WPAP submittals. 4. Times for Rendering Services Phase Completion Date Schematic Design May 2019 – PID Board Meeting Design Development June 2019 – PID Board Meeting Construction Drawings for Bidding August 2019 – PID Board Meeting Task Order No. CLA-19-001-TO consisting of __13_ pages. DRAFT Page 18 of 30 TASK ORDER Task Order—Landscape Architects. Dated September 2012 Page 2 of 4 5. Payments to Landscape Architect A. Owner shall pay Landscape Architect for services rendered as follows: Category of Services Compensation Method Lump Sum or Not to Exceed Amount of Compensation for Services Basic Services Project Management and Coordination, Schematic Design, Design Development, Construction Documentation, Bidding Support, Construction Observation A. Lump Sum $103,250.00 B. The terms of payment are set forth in Article 4 of the Agreement unless modified in this Task Order. 6. Subcontractors: Kasberg, Patrick & Associates, LP (KPA) – Georgetown, TX All County Surveying, Inc. – Georgetown, TX 7. Other Modifications to Agreement: 8. Attachments: Exhibit A: Detail Scope for Landscape Architectural Services Exhibit B: Summary of Profession Services Fee by Sub-consultant Exhibit C: Location map of Georgetown Village PID parklets, parks and Shell Road 9. Documents Incorporated By Reference: The Agreement effective Page 19 of 30 TASK ORDER Task Order—Landscape Architects. Dated September 2012 Page 3 of 4 Terms and Conditions: Execution of this Task Order by Owner and Landscape Architect shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Landscape Architect is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is , 20 . OWNER: LANDSCAPE ARCHITECT : By: By: Name: Laurie Brewer Name: Ronald Stafford, PLA Title: Assistant City Manager Title: Principal/Landscape Architect Landscape Architect License or Firm’s Certificate No. 2460 State of: Texas Date: Date: March 6, 2019 APPROVED AS TO FORM: _________________________________________ _________________________________________ City Attorney Page 20 of 30 TASK ORDER Task Order—Landscape Architects. Dated September 2012 Page 4 of 4 DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Eric Nuner Name: Ronald Stafford Title: Asst. Director for Parks and Rec. Title: Principal/Landscape Architect E-Mail Address eric.nuner@georgetown.org E-Mail Address: rstafford@coveylandscape.com Address: 1101 N College St Georgetown, TX 78626 Address: 1008 South Main Street Georgetown, TX 78626 Phone: 512-869-3525 Phone: 512-887-5311 Fax: N/A Fax: N/A Page 21 of 30 South Main Street, Georgetown, Texas, 78626 TEL 512 .887-5311 WEB coveylandscape.com EXHIBIT A: Detailed Project Scope for Landscape Architectural Services For Georgetown Village Public Improvement District, Georgetown, Texas Provided by Covey Landscape Architects (CLA) SITE The project sites consists of the renovation and enhancement of 11 existing parklets, 2 existing large parks and existing Shell Road parkway within the Georgetown Village PID located in Georgetown, Texas. This document will outline our scope for landscape conceptual visioning for the project between CLA (Consultant) and the City of Georgetown (Client). - Parklets · Adkins Park · Greenside · Green Grove · Hanover · Fairfield · Westbury · Shell · Chestnut · Village Glen · Spring Court · Cedar Elm - Existing Parks · Rowan · Madrone - Shell Road Planting and Sign Lighting within the Georgetown Village Public Improvement District BASIC SERVICES CLA will provide Landscape Architectural services for park renovations including planting and hardscape improvements. The services are to include data collection and analysis, development of design, preparation of construction drawings, technical specifications and cost estimates, provide bidding, contract documents and construction observation. The following components will be included: · seating · pathways · signage · sign lighting · playscape · planting · irrigation · grading SCOPE OF SERVICES The scope associated with the Landscape Architectural Services for the Georgetown Village Public Improvement District: Page 22 of 30 March 6, 2019 Page 2 of 5 1) Project Management / Coordination – To establish a program in order to communicate design and all processes with the Georgetown Village PID Board members and the Georgetown Parks Department. a) GVPID Board Meeting-March 2019 (1): The Landscape Architect will coordinate with the Georgetown Village PID Board members and the Georgetown Parks Department to discuss and confirm project time-line and schedule for project deliverables. b) GVPID Board Meeting-May 2019 (1): The Landscape Architect will meet and present the Schematic Design for review, comment and approval. c) GVPID Board Meeting-June 2019 (1): The Landscape Architect will meet and present the Design Development for review, comment and approval. d) July 1, 2019, The Landscape Architect will prepare 50% construction drawings, technical specifications and cost estimates to submit for review with City of Georgetown staff. e) July 15, 2019: The Landscape Architect will prepare 90% construction drawings, technical specifications and cost estimates to review with City of Georgetown staff. f) July 29, 2019: The Landscape Architect will prepare 100% construction drawings, technical specifications and cost estimates to review with City of Georgetown staff. g) Pre-Bid Meeting (1): The Landscape Architect will conduct the Pre-Bid meeting to present the project to all bidders. h) GVPID Board Meeting (1): The Landscape Architect will provide a Bid Tabulation of all bidders, report findings at the meeting and recommend a bidder to contract for installation. i) Pre-Construction Meeting (1): The Landscape Architect to conduct a Pre-Construction meeting with the selected installation contractor. j) On-Site Construction Meetings (10): The Landscape Architect to attend up to 10 on-site meetings to observe or assist the selected landscape contractor. k) Substantial Completion Meeting (1): The Landscape Architect will attend a punchlist / walk through to observe and note any incomplete items. l) Final Completion Meeting (1): The Landscape Architect will attend a final walk through to verify all Punchlist / Substantial Completion items have been corrected. m) Accessibility Inspection Meeting (1): The Landscape Architect will notify and correspond with the State of Texas Registered Accessibility Specialist for accessibility inspection and compliance of installation. 2) Schematic Design - To develop basic concepts for the overall design character of the parklets, park and roadway in order to guide the design to final landscape drawings for construction. a) The Landscape Architect will collect data to create base files for project site base files. b) The Landscape Architect will develop a conceptual design from the Masterplan and from Board members input. c) The Landscape Architect to locate power sources for sign lights at existing entry signs. Page 23 of 30 March 6, 2019 Page 3 of 5 d) The Landscape Architect to locate and examine all existing irrigation systems for modification and expansion is availability. e) The Landscape Architect will address seating areas, existing vegetation, park signage, mulch areas, park connections, pathways, gathering areas, mailbox nodes, existing tree trimming, existing furniture, grading, planting beds, open space and irrigation for each of the 11 parklets. f) The Landscape Architect will address sign area, mailbox node, sidewalks, secondary pathways, seating areas, vegetation buffers, existing shade trees, playscape and a play field for each of the 2 large parks. g) The Landscape Architect will address existing planting, proposed planting, sign lighting, existing irrigation and proposed irrigation for Shell Road within the Georgetown Village Public Improvement District h) The Landscape Architect will provide an estimate of probable cost. i) The Landscape Architect will provide Schematic Design documents including colored plan views, perspective views (Sketch Up computer program loose hand graphics) to establish options for the landscape theme. j) The Landscape Architect will submit Schematic Design documents for Georgetown Village PID Board members and the Georgetown Parks Department and request comments in order to guide an approved design direction. 3) Design Development – To finalize selection of landscape and hardscape materials, site grading and finalize and approved design intent. a) The Landscape Architect will progress to a Design Development plan and integrate all Georgetown Village PID Board members and the Georgetown Parks Department comments. b) The Landscape Architect will prepare the development of the construction sheet layout. c) The Landscape Architect will finalize all approved layout, locations and sizing of all walks, seating areas and any hardscape. d) The Landscape Architect will finalize all approved planting locations and will finalize all plant names to be used. e) The Landscape Architect will provide base information and construction sheet layout for irrigation designer. f) The Landscape Architect will finalize all materials and colors. g) The Landscape Architect will provide an estimate of probable cost. h) The Landscape Architect will provide Design Development documents including colored plan views, perspective views (Sketch Up computer program loose hand graphics) to establish an approved design. i) The Landscape Architect will submit Design Development documents for Georgetown Village PID Board members and the Georgetown Parks Department and request comments in order to implement and begin the construction documentation process. Page 24 of 30 March 6, 2019 Page 4 of 5 4) Construction Documentation – Based upon approved Design Development documents and estimate of probable cost, construction drawings and technical specifications will be created for the bidding and installation process. a) The Landscape Architect will prepare construction drawings for grading, dimensioning, sitework, lighting, planting and details. b) They Landscape Architect will prepare construction technical specifications for sitework, planting and irrigation. c) The Landscape Architect will prepare construction drawings for all new, renovated and any modifications irrigation. d) The Landscape Architect will submit and correspond with State of Texas Registered Accessibility Specialist for ADA review of construction drawings. e) The Landscape Architect will prepare and submit all permit applications and supporting documents. f) The Landscape Architect provide a complete set of original, reproducible construction documents in a form suitable for the competitive bid process. 5) Bid Documentation and Advertisement for Bid Assistance – To obtain a suitable installation cost that does not exceed the project budget submitted by a reputable General Contractor through a bidding process. a) The Landscape Architect will assist the City of Georgetown Parks Department in advertising for bid. b) The Landscape Architect will conduct the Pre-Bid meeting to all bidders. c) The Landscape Architect will answer any questions and issues addendums as needed. d) The Landscape Architect will provide proper and timely responses of information and clarifications. e) The Landscape Architect will create a Bid Tabulation of all submitted contractor bids for the evaluation and provide a written recommendation to the Georgetown Village PID Board members and the Georgetown Parks Department. 6) Construction Observation – To ensure the selected contractor follows the construction installation and process per the approved and bid drawings and technical specifications. a) The Landscape Architect will oversee the Pre-Construction meeting. b) The Landscape Architect will receive and distribute all material submittals for review and comment. c) The Landscape Architect will review and sign all payment applications prior to forwarding to the Georgetown Parks Department processing. d) The Landscape Architect will address contractor Requests for Information in a timely manner. e) The Landscape Architect will provide weekly site visits to observe the construction process and provide field reports. f) The Landscape Architect will attend requested site meetings to address any unforeseen conditions that may arise during the construction installation. Page 25 of 30 March 6, 2019 Page 5 of 5 g) The Landscape Architect will attend a Substantial Completion walk and note any defections or unfinished work on a punchlist. h) The Landscape Architect will attend a Final Completion walk to ensure all punchlist items have been completed per the construction documents. i) The Landscape Architect will ensure the contractor provided accurate as-built drawings prior to approval of final payment. Page 26 of 30 South Main Street, Georgetown, Texas, 78626 TEL 512 .887-5311 WEB coveylandscape.com EXHIBIT A: Detailed Project Scope for Landscape Architectural Services For Georgetown Village Public Improvement District, Georgetown, Texas Provided by Kasberg, Patrick & Associates, LP (KPA) SCOPE OF SERVICES The scope associated with the Landscape Architectural Services for the Georgetown Village Public Improvement District: 1) Schematic Design - To develop basic concepts for the overall design character of the parklets, park and roadway in order to guide the design to final landscape drawings for construction. a) The Engineer will contact the City of Georgetown System Engineering for copies of as-builts / record drawings for the Water Pollution Abatement Plan (WPAP) plans. b) If unavailable from the City of Georgetown, the Engineer will contact the Texas Commission on Environmental Quality (TECQ) for copies of as-builts / record drawings for the Water Pollution Abatement Plan (WPAP) plans. c) The Engineer will provide Topcon surveying for establishing working bases, grades and layout for each of the 11 parklets and 2 city parks. d) The Engineer will provide the City and the Landscape Architect with an existing professional survey from a recent project for the East side of Shell Road to be utilized as a working base. e) The Engineer will engage a professional surveyor to provide a survey for the West side of Shell Road to be utilized as a working base. f) The Engineer will engage staff to create Autocad working bases to be used by the Landscape Architect for the 11 parkletts, 2 city parks and Shell Road within the Georgetown Village Public Improvement District. 2) Construction Documentation – Based upon approved Design Development documents and estimate of probable cost, construction drawings and technical specifications will be created for the bidding and installation process. a) The Engineer will amend as-builts / record drawings to update the Water Pollution Abatement Plan (WPAP) for each of the 11 parkletts, 2 city parks and for Shell Road within the Georgetown Village Public Improvement District. b) The Engineer will submit the amended as-builts / record drawings to the Water Pollution Abatement Plan (WPAP) for each of the 11 parkletts, 2 city parks and for Shell Road within the Georgetown Village Public Improvement District to the Texas Commission on Environmental Quality. Page 27 of 30 March 6, 2019 Page 2 of 2 3) Construction Observation – To ensure the selected contractor follows the construction installation and process per the approved and bid drawings and technical specifications. a) The Engineer will attend the Substantial Completion Punchlist / walk through for compliance of the Water Pollution Abatement Plan (WPAP) for each of the 11 parkletts, 2 city parks and for Shell Road within the Georgetown Village Public Improvement District. Page 28 of 30 CL A K P A A C S T O T A L 1 $9 , 0 0 0 . 0 0 $9 , 0 0 0 . 0 0 2 $1 0 , 2 0 0 . 0 0 $ 3 , 8 5 0 . 0 0 $ 1 6 , 8 0 0 . 0 0 $ 3 0 , 8 5 0 . 0 0 3 $9 , 6 0 0 . 0 0 $ 3 , 5 0 0 . 0 0 $ 1 3 , 1 0 0 . 0 0 4 $2 8 , 3 0 0 . 0 0 $ 6 , 5 0 0 . 0 0 $ 3 4 , 8 0 0 . 0 0 5 $5 , 0 0 0 . 0 0 $5 , 0 0 0 . 0 0 6 $6 , 5 0 0 . 0 0 $6 , 5 0 0 . 0 0 $6 8 , 6 0 0 . 0 0 $ 1 3 , 8 5 0 . 0 0 $ 1 6 , 8 0 0 . 0 0 $ 9 9 , 2 5 0 . 0 0 $3 , 0 0 0 . 0 0 $ 3 , 0 0 0 . 0 0 $1 , 0 0 0 . 0 0 $ 1 , 0 0 0 . 0 0 $1 0 3 , 2 5 0 . 0 0 EX H I B I T B Su m m a r y o f P r o f e s s i o n a l S e r v i c e s F e e E s t i m a t e b y C o n s u l t a n t Ma r c h 6 , 2 0 1 9 CO S T S U M M A R Y Su m m a r y o f C o s t s Ci v i l E n g i n e e r D e s i g n / W P A P P r e p a r a t i o n - K a s b e r g , P a t r i c k & A s s o c i a t e s , L P ( K P A ) PR O J E C T M A N A G E M E N T SC H E M A T I C D E S I G N DE S I G N D E V E L O P M E N T Pr o j e c t F e e s : La n d s c a p e A r c h i t e c t u r a l S e r v i c e s f o r G e o r g e t o w n V i l l a g e P u b l i c I m p r o v e m e n t D i s t r i c t , G e o r g e t o w n , T e x a s Su r v e y i n g S e r v i c e s - A l l C o u n t y S u r v e y i n g , I n c . ( A C S ) CO N S T R U C T I O N A D M I N I S T R A T I O N Su b c o n s u l t a n t s : TD L R R E G I S T R A T I O N , R E V I E W , & I N S P E C T I O N F E E TC E Q W P A P E X E M P T I O N F E E ( 2 E A @ $ 5 0 0 . 0 0 E A ) PR O J E C T T O T A L PR O F E S S I O N A L S E R V I C E S T O T A L CO N S T R U C T I O N D O C U M E N T A T I O N BI D D I N G S U P P O R T Page 29 of 30 La r g e P a r k s Ex h i b i t C : L o c a t i o n M a p o f G e o r g e t o w n V i l l a g e P I D P a r k l e t s , P a r k s , a n d S h e l l R o a d St r e e t s c a p e Pa r k l e t s Shell R o a d Ro w a n Ma d r o n e Sh e l l R o a d Ad k i n s P a r k Gr e e n s i d e Gr e e n G r o v e Ha n o v e r Fa i r f i e l d We s t b u r y Sh e l l Ch e s t n u t Vi l l a g e G l e n Sp r i n g C o u r t Ce d a r E l m PI D B o u n d a r y 1 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10 11 11 12 12 13 14 14 13 2 1 2 Page 30 of 30