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051-86 Ordinance ' ~ RECORD OF ORDINANCES ~ $ ~ National Graphics Corp., Cols., O. Form No. 2806-A Ordinance No._____ 51-86-_ (Amended) _______19_____ Passed - - - - - - AN ORDINANCE TO APPROVE PROFESSIONAL DESIGN SERVICES FOR THE PREPARATION OF BIKEWAY STANDARDS AND PLANS-PHASE I, AND DECLARING AN EMERGENCY. WHEREAS, a quotation has been received for Bikeway planning, and; WHEREAS, the Parks and Recreation Committee has reviewed same and made specific recommendations, and; WHEREAS,Ordinance No. 31-86 requires that Council approve design cost quotations; NOW, THEREFORE, BE IT ORDAINED by the Council of the Village of Dublin, State of Ohio, 7 of the elected members concurring: Section 1. That the quotation of Trott & Bean Architects, Inc. for the preparation of Bikeway Standards and Plan-Phase I in the amount of $5,000.00 be, and hereby is accepted. Section 2. That there be appropriated from the unappropriated balance in the GENERAL FUND to account A01-03-3B-2510 for Capital Improve- ments for Parks the sum of $5,000.00 increasing said appropriation from $72,161.12 to $77,161.12. Section 3. That the Village Manager and Finance Director are hereby authorized and directed to enter into contracts with said firms for these services. Section 4. That this ordinance be, and the same hereby is, declared ~ to be an emergency measure necessary for the public peace, health and safety and for the further reason that it is the desire of the Parks and Recreation Committee to initiate these projects as soon as possible and therefore this Ordinance will take effect and be in force immediately upon its passage. Passed this 7th day of July 1986. Mayor - Presiding Officer Attest: ~ . r~~u~, Clerk of Coun it Sponsors: Parks and Recreation Director Parks and Recreation Committee I hereby certify that copies of this Ordinance/Re olution were posted in the Vi~lage of Dublin in accordan a with Section 731.25 of the Ohio Revised Code. G~~'~C.G~ `'4'~ Clerk of Council ~~~~~f~ i~ TROTT~.BEAN ARCHITECTS INC. June 16, 1986 #10009 Dublin Parks & Recreation Department 6665 Coffman Road Dublin, OH 43017 ATTENTION: Ms. Janet Jordan SUBJECT: Professional Planning Services Dear Janet, Trott & Bean Architects, Inc. is pleased to submit this proposal to pro- vide planning services for Indian Run Meadows Park, Llewelyn Farms Park, and the formulation of a village-wide Bikeway Standards. We are quite enthusiastic about working with you on these projects. As we have discussed in our previous meetings, Trott & Bean is prepared to begin this work immediately and to work within your time schedule. I will be acting as project manager for all work, to insure efficiency of communi- cations and organization. Further, both Rob Grinch and myself will be producing all of the design work which will aid in design consistency. Following your review of this proposal, please feel free to contact me to discuss details or to answer any questions that you may have. I am confi- dent that the planning approach_..presented here is the most .appropriate and w,.. cost effective means of achieving your goals. Thank you for your time and consideration concerning this matter. Sincerely-, TROTT & BEAN ARCHITECTS, INC. ' ~ Brian P. Kinzleman, A.S.L. A. ` Landscape Architect BPK/dmh Enclosure cc: Robert Grinch June 12, 1986 Ms. Janet Jordan Page 3 fee until more detail is developed. We will pass along the site engineering fee to the Owner at our cost. B. Indian Run Meadow ~h The fixed fee for the design and construction documents for ~~"~~y Indian Run Meadows would be $7000. Again, we estimate that q - { site en ineerin would be an additional $1800 the required g g $2500 depending on the extent of storm water engineering required. We will again pass along the site engineering fee at our cost. C. Bikeway System The fixed fee for the development of the written and graphic standards as well as the Bikeway Plan would be $4250. D. Combined Fee Proposal - The total proposed fees for the three. projects is $18,100 plus engineering costs. Because of the efficiencies realized by having all three projects we would propose a fee of $16,695, plus final engineering costs, for all three projects. Thank you for your consideration and we are looking forward to working with you. Sinc rely, /fj i Keith A. Myers, ASLA David H. Kin , AIA Accepted by: Date: June 12, 1986 Ms. Janet Jordan Page 2 1.) Document and analyze existing site conditions. 2.) Meet with Parks and Recreation Committee, local residents, and other interested parties to develop and determine a design program and initial budgets outlining opportunities, concepts, and requirements. 3.) Develop an appropriate design concept and refine it as required to meet the Owner's satisfaction. 4.) Jointly present, with Owner, the design solution to appropriate public and private groups. B. Construction Documents - represents the necessary docu- ments required to obtain competitive bids and build the project. 1.) Develop final plans, details and specifications required for fair ,competitive bidding and construction by local contractors. 2.) Evaluate bids with the Owner and help select the best and most complete bid. C. Construction Observation - is comprised of visiting the site and inspecting the work in progress on behalf of the Owner. l.) Site visits and field reports will be generated periodically to insure compliance with the construction documents. i 2. Bikeway Plan - We would propose that the Bikeway Plan be broken into two phases of service: A. Guidelines and Design Standards - is the development with the Owner of graphic and written design and development standards to guide future bikeway development. B. Bikeway Plan - develop a graphic plan of the bikeway system within the Village indicating the existing system, identify- ing future connections, opportunities and constraints. FEE PROPOSAL: The following information for the fee proposal is shown for each of the proposed projects. A. Llewellyn Farms Park 7, ~ The fixed fee for the design and construction documents for Llewellyn Farms would be $6850. We estimate that the required site engineering would be an additional $500-$750 dollars, although it is very difficult to determine an exact engineering ~ ~ ~ ~ _ horne, king, rauh a.i.a. r architects June 12, 1986 Ms. Janet Jordan Director of Parks and Recreation Village of Dublin 6665 Coffman Road Dublin, Ohio 43017 Dear Janet: Horne, King, Rauh, Architects and Keith A. Myers, Landscape Architect, are pleased to submit this joint proposal to provide the professional design services for the development of the parks at Llewellyn Farms and Indian Run Meadows. We have also included a proposal for the development of guidelines, standards and plans for the bikeway system within the Village of Dublin. Our assumptions, services, and fee proposal are outlined as follows. ASSUMPTIONS: 1. A survey showing topography, existing buildings and road locations, major trees, property boundaries, etc. will be proviced by Owner. 2. The implementation of the plans may be phased over an undetermined length of time. The various phases will be determined by the Owner. 3. The base materials for the proposed Bikeway Plan will be available and no further survey work will be required. 4. Any final printing and/or reproduction costs of the Bikeway Plan will be provided by Owner. SERVICES: 1_ Llewellyn Farms/Indian Run Meadows Parks - We would propose that these projects be completed in three phases of service. A. Schematic Design - documentation of existing conditions and development of an acceptable design concept with the Owner. This phase includes the following steps: PROJECT SCOPE 1. Indian Run Meadows and Llewelyn_Farms Parks Master plans are to be prepared for both park sites which will identi- fy specific locations for all recreation activities, structures, and infrastructure items. Development phasing and probable construction costs of each phase will be identified. Construction documents and specifications are to be prepared for the determined first phase of implementation, and construction contract administrative services pro- vided through the course of construction work. 2. Bikeway_Standards Research and review all pertinent technical information concerning the state-of-the-art in bikeway safety, design and construction. Prepare new bikeway design and construction standards to govern the develop- ment of a village-wide bikeway system. METHODOLOGY 1. Indian_Run_Meadows_and_Llewelyn_Farms_Parks a. Programming: The first step of the planning process is to define plan objec- tives and to establish, in as much detail as possible, the facil- ities program. The program will list facilities and activities to be developed in each park, including sizes and numbers of spe- cific items. This step also further establishes the lines of communication between the Director and the Consultant which are of extreme importance throughout the design process. b. Inventory/Analysis: An inventory of the physical site and analysis of the natural attributes and constraints found is the essential next step of the process. Also at this time, will the code requirements gov- erning development be researched. Only after a study of these existing conditions can the feasibility of the previously devel- oped program be confirmed. The site analysis will consider soils and hydrology, topography and drainage, vegetation, microclimate, solar orientation, utilities, zoning, development standards, etc. PAGE TWO c. Concept Studies: Utilizing information from the Programming and Inventory/Analysis steps, actual design studies of the sites are to begin. Concept studies will explore the critical relationships among the various component parts of the program, and will develop alternatives to the layout of facilities. Advantages and disadvantages of the various concepts will be identified. At this point, the Director and Consultant will review the alternatives to discuss prefer- - ences and changes to be incorporated into a final concept plan. d. Master Plan: Following the formulation of the final concept, refinement of that concept is to result in schematic design plans, depicting all proposed facilities roughly to scale. This level of detail will allow for the preparation of an estimate of probable con- struction costs. This estimate will be continually updated with every step of increased plan refinement, ending with completion of contract documents for first phase of construction. Following the review and discussion of the schematic design and its associ- ated cost estimate, the final master plans are to be prepared to presentation graphics quality, with individual facilities and construction phasing identified. Upon completion of these Master Plans, the Consultant will be available to explain the plan recommendations and cost estimate to any group the Director may desire. Fees are based on making one such presentation. e. Construction Documents: Following acceptance of the recommendations put forth by the Mas- ter Plans, design development of the first phase of implementa- tion is to begin. This design development will further refine the design suggestions of the master plan to an engineered level of completeness represented in the construction documents. Items addressed in this step are site layout, grading, cut and fill calculations, storm drainage/storm water detention, site utili- ties routing, detailed plans and sections, planting design, and _ construction cost estimate updating. Following review of the de- sign development in working paper form, these items are to be finalized into construction document form, along with technical and general specifications, bidding requirements, and final con- ~ struction cost estimate. PAGE THREE f. Bidding: With advertisement of the projects for public bidding, the Consultant will be available through the bidding period for con- " saltation in clarifying any unclear issues of the proposed con- struction which may arise. Further, the Consultant representa- tives will personally be on hand for the opening of the bids, will tabulate all acceptable bids, review, analyze and make recommendations to the Director as to award of construction contract. Should all bids be rejected and re-bidding become necessary, this process is to be repeated until an acceptable bid is attained. g. Contract Administration: Following the execution of contract between the Village of Dublin and the successful bidder, the Consultant will conduct a pre-construction conference with the contractors representative and the Director to establish lines of communication to be utilized throughout construction, review project requirements, procedures and deadlines. The consultant will observe construc- tion as necessary throughout the course of work to insure compli- ance with the drawings and specifications. These services will include review of all applications for payment submitted by the contractor to insure completeness of work billed, pre-final site inspection and tabulation of a "punch list" of items not yet completed, and final site inspection with issuance of a certifi- cate of substantial completion,. and release of final payment to contractor. It will remain the responsibility of the Village of Dublin to monitor contractor compliance with wage and hiring statutes. 2. Bikeway_Standards a. Research: Research and analysis of existing documentation as may be available, is the first step in the formulation of bikeway guidelines. Such documents are existing and proposed subdivision plans, previously prepared bikeway plans, traffic studies, stan- dard construction details, zoning map, and any proposed re-zoning information. Additional reference materials to be utilized are available through Mid Ohio Regional Planning Commission, City of Columbus, ODNR, ODOT, AASHTO, MUTCD, and other data as may be pertinent. PAGE FOUR The issue of liability as it relates to bikeways and their con- struction also needs to be defined to give meaning and purpose to the whole idea of bikeway standards and guidelines. This re- search is to be done through many of the sources listed above, in addition to the National L_aw_ Reporter and similar sources. The above documentation is to be supplemented through discussions with not only the Director, but also the City Planner, City Engineer, City Manager and Divisions of Police and Fire for their valued input as to location, design, construction, maintenance and surveillance. On-site review and evaluation of existing bikeway facilities in the area is also to take place at this time. b. Guidelines Formulation: With analysis of the above information, and direction gained from interviews with the officials mentioned, definitive standards as to application options, easements, construction, definition, etc., are to be created for insertion in the City Code. This code addition is to be supplemented by Standard City fingineering Drawings which graphically portray construction techniques and materials tailored to the quality image of the Village of Dublin. These standards are then to be tested for credibility against such criteria as funding possibilities, legal and liabil- ity issues, maintenance, developer responsibilities, code enforcement, emergency and surveillance issues. These standards are then to be translated from technical terminology into light-concept public information text for utilization in publications aimed at educating the community as to usage, statutory requirements, bikeway types, etc. of the proposed Village-wide system. Such publication preparation is not a part of this contract. The above process describes the necessary groundwork which would logically precede physical bikeway planning. The guidelines, stan- dards and direction developed here are to act as the program for the physical planning to follow under a separate exercise. SUB-CONSULTANT SERVICES All information as may be necessary for the conducting of services previously described, such as soils investigations, boundary and topo- graphic surveys, utilities information, etc. is to be provided by the Village of Dublin. A nominal allowance has been made to brief any sub-consultants on the scope of planning being undertaken. However, should the Director deem it desirable for all such sub-consultant work be procured and coordinated by Trott & Bean, such service will be pro- vided as additional and outside of the basic scope described in this proposal. PAGE FIVE DRAWINGS All original drawings, specifications and other documents are to re- main the property of Trott & Bean. However, a color rendered mounted .copy of each park master plan, along with three (3) black and white copies, are to be provided as part of the basic services. Any addi- tional reproduction will be provided and is to be considered part of reimbursable expenses. COMPENSATION SUMMARY Indian_Run_Meadows_and_Llewelyn_Farms_Parks a. Programming b. Inventory/Analysis c. Concept Studies d. Master Plan e. Construction Documents Fixed fee amount: $ 21,500.00 f. Bidding g. Contract Administration Billed hourly with estimated total: $ 3,300.00 Bikeway_Master_Plan a. Research b. Guidelines Formulation Fixed fee amount: ~ 5,000.00 Reimbursable expenses such as travel, printing, etc. are to be billed as they are incurred on your behalf at a multiple of 1.1. SCHEDULE Trott & Bean is prepared to begin both planning projects immediately upon notice to proceed by the Director. We are committed to devoting the necessary professional attention to these projects. We anticipate the park planning, through construction documents, to take three (3) months to complete from notice to proceed. Bidding and Contract Ad- ministration services are impossible Lo judge at this time, as they are outside of the control of the Architect. Bikeway planning services, as described above, are anticipated to be completed within two and one-half (2-1/2) months following notice to proceed.