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HomeMy WebLinkAbout2000 - Design AgreementSeptember 30, 2000 Mr. Terence R. Moore City Manager City of Sebastian 1225 Main Street Sebastian, FL 32958 RE: Agreement to Provide Professional Urban Design, Town Planning & Conceptual Design Services - Phase I: County Road 512 Dear Mr. Moore: Thank you for choosing Treasure Coast Regional Planning Council (TCRPC) to provide the City of Sebastian with professional urban design and town planning services. We are submitting this proposed agreement setting forth a scope of services together with a proposed fee and the estimated costs to perform such services. If you have any questions or wish to further refine our suggested scope of services, please contact us at your earliest convenience. However, if the agreement meets with the City's approval, we ask that you sign your name in the space provided and return a signed copy to our office. Upon receiving the signed agreement, we will schedule this project to begin on November 3, 2000 I. SCOPE AND SCHEDULE A. TCRPC will assist the City with defining study area. TCRPC will create a conceptual Master Plan for the urban design during a seven day Charrette starting Friday afternoon, November 3, 2000. TCRPC will perform the professional services described in this agreement by working at facilities in or near the study area and at our offices in Stuart. We have created a budget based on performing certain tasks and suggested a work schedule for completing these tasks as follows: suite 300 stuart, florida 34994 phone (561) 221-4060 sc 269-4060 fax (361) 2~'1-4067 Week 1-3 Receive from the City a fully detailed base map (before October 13, 2000) and relevant plans and reports; attend one initial client meeting to discuss the Charrette; commence preliminary logistical planning; request from client additional site information, as needed. Week 3 Meet with City representatives, neighborhood association representatives, business owners, elected officials and representatives of institutions that will be involved/affected in the study area. Review supplemental project information; finalize Charrette logistics. Week 3 (Fri) Arrive with a 6 to 8 person design team to conduct a site visit, meet with City and discuss concerns. Make kick-off Charrette presentation and an open microphone session (2 hours total) to City and citizens. (Sat) Make a short opening Charrette presentation to City and citizens; conduct a design workshop in an appropriate format to reveal design issues and generate design ideas ( the ratio of consultants to workshop participants at table sessions shall be no greater than 1:10, with one roaming presenter and the City providing assistance upon request). (Sun-Thu) Create, refine and illustrate a conceptual plan for each project within the study area, with one or more explanatory sketches and diagrams, as appropriate. (Thu) Short presentation of work in progress, complete Charrette activities, pack and return home. Post Charrette TBD Make one final presentation to citizens and City representatives. TBD Make one final presentation to commission (elected officials). TBD Prepare final report, submit one set of original posters and proof to City for publication. * At all presentations, the City shall provide an appropriate auditorium with the required audio and visual (8'x 8' screen) equipment. II. FINAL WORK PRODUCTS A. Deliverables. TCRPC shall provide the City with the following deliverables as final work products: 1. Conceptual Master Plan (1) for the study area, rendered in color at an appropriate scale and suitable for publication. 2. Perspective sketches or diagrams (as many as needed) illustrating significant plan features or explaining design ideas consistent with the respective plan. Each sketch or diagram will be rendered in color or black and white at an appropriate size and suitable for publication. 3. Street Sections, (as many as needed) illustrating in diagrammatic form the relationships amongst the various elements within and adjacent to the right of way. Each section shall be rendered in color or black and white at an appropriate size and suitable for publication. 4. Project Report (booklet) containing items 1 through 3, with descriptive text and a project summary. It will also suggest conceptual design ideas consistent with traditional urban form. The report shall be in color and suitable for publication and reproduction. TCRPC encourages the City to have the report professionally printed in a high quality format for distribution to the general public. B. Format of Deliverables. TCRPC shall provide the City with final work products in the following format: 1. TCRPC shall print written documents (1 copy only) on paper, as appropriate, and shall also provide digital copy of such documents in an appropriate format. 2. TCRPC shall provide graphic documents, including drawings, diagrams, maps, perspective renderings, or other comparable materials (1 copy only) on paper, as appropriate, and in a digital format suitable for reproduction. 3. TCRPC shall provide the City with a digital copy of the final Power Point presentation. 4. The City may request additional copies of deliverables upon payment to TCRPC of the actual reproduction cost. III. FEES AND REIMBURSABLE EXPENSES A. Fees Professional services described in this proposal will be performed for a fixed fee in the amount of $15,000.00. This includes out of pocket expenses (printing and reproduction costs) film processing, mail, couriers, and other costs related to the professional services we are providing. However, it does not include travel, parking, food and lodging for all the designers, nor refreshments and lunch provided to the general public on the Friday and Saturday events. B. The City shall pay fees to TCRPC according to the following schedule: $ 3,000 Twenty percent (20%) of the professional fees two weeks prior to the Charrette. $ 7,500 Fifty percent (50%) due at the conclusion of the 7 day Charrette $ 4,500 Thirty percent (30%), the remaining balance upon delivery of the final presentation/booklet. Expenses will be reimbursed upon receipt of invoice. All receipts will be included with invoice. IV. BASE INFORMATION - CITY TO PROVIDE (see attachment) APPROVED AND ACCEPTED on this ]~.' day of ....... :., 2000 By: Executive Director '~ce i~. Moore City Manager 4 CITY OF SEBASTIAN SCOPE OF WORK County Road 512 Cbarrette MASTERPLAN: (AutoCad and/or hand drawn) This drawing is for the project area. The specific plan will include, to scale: blocks, conceptual community buildings, com- munity spaces (greens, squares, parks), network of streets, parking, etc. The drawing will include the complete project area and frontage for adjacent properties. The Mas- ter Plan will be presented in a way that is suitable for marketing purposes (brochures, flyers, etc). SITE DETAIL PLAN/S: These will illustrate the specific and detailed design of a spe- cial areas such as the Entrances to the City, Special Intersections, Parks and Plazas, etc. The City, with the Urban Designers will choose the sites for these drawings. TYPICAL STREET SECTIONS/PLANS: These will illustrate the specific design of the project's typical street details (as many as necessary) THREE DIMENSION ILLUSTRATIVE DRAWINGS: - Perspectives - Axonometric Projections - Street Elevations BUILDING PLACEMENT STANDARDS: The team of designers will provide the City with envelope and element regulations to ensure that buildings behave construc- tively towards the street and towards the neighbors COMPUTER GENERATED IMAGES: Before & After computer generated images of the corridor and/or areas of special interest. OTHER (tbd) suite 300 stuc~rt, flodda 34994 phone (561) 221-4060 sc 269-4060 fax (561) 221.4067 REPORT: An 11' x 17' color report (booklet) with a compilation of the Charrette process and drawings as well as implementation and phasing strategies. It will also in- clude traffic engineering considerations and housing analysis.