HomeMy WebLinkAboutPR 21458: CONTRACT WITH CLARK CONDON ASSOCIATES, INC. FOR THE DESIGN OF A WAYFINDING AND MOUNUMENT SIGNAGE PROGRAM �p 0
www.PortArth urTx.gov
INTEROFFICE MEMORANDUM
Date: June 10, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Chandra Alpough, Director of Parks and Recreation YA...
RE: P.R. 21458—Contract with Clark Condon Associates, Inc. for the Design of a
Wayfinding and Monument Signage Program
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P.R. No. 21458
authorizing the City Manager to enter into a contract with Clark Condon Associates, Inc. of
Houston, Texas, for the design and implementation plan of a wayfinding and monument
signage program for the City of Port Arthur with a projected budgetary impact of$84,500.00
plus reimbursables in the amount of$8,450.00 for a total contract amount of$92,950.00.
Background:
The City of Port Arthur is in need of a wayfinding program that will provide a graphically unified
family of directional, contextual and identification signs. These signs will help guide motorists,
bicyclists and pedestrians along through streets, sidewalks and public spaces throughout the City
of Port Arthur. Along with a unified family of signs, the wayfinding program will also include
the design and construction of monument signs that will identify the thoroughfares of the city as
well as city owned buildings.
Pursuant to Resolution Number 20-173, a contract was negotiated with Clark Condon
Associates, Inc. of Houston, Texas. City Staff has discussed the proposed contract and
recommends Clark Condron and Associates, Inc. of Houston, Texas to design and implement a
wayfinding and monument signage program for the City of Port Arthur.
Budget Impact:
Funding in the amount of$92,950.00 is available for this purpose in Account Number 140-
1405-551.59-00 Project Number M97915.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
Recommendation:
It is recommended that the City Council approve P.R.No. 21458 authorizing the City Manager
to enter into a contract with Clark Condon Associates, Inc. of Houston, Texas, for the design
and implementation plan of a wayfinding and monument signage program for the City of Port
Arthur with a projected budgetary impact of$84,500.00 plus reimbursables in the amount of
$8,450.00 for a total contract amount of$92,950.00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
P. R. #21458
06/10/2020 ca
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A CONTRACT WITH CLARK CONDON
ASSOCIATES, INC. OF HOUSTON, TEXAS, FOR THE DESIGN
AND IMPLEMENTATION PLAN OF A WAYFINDING AND
MONUMENT SIGNAGE PROGRAM FOR THE CITY OF PORT
ARTHUR WITH A PROJECTED BUDGETARY IMPACT OF
$84,500.00 PLUS REIMBURSABLES OF $8,450.00 FOR A TOTAL
CONTRACT AMOUNT OF$92,950.00. FUNDING AVAILABLE IN
ACCOUNT NUMBER 140-1405-551.59-00 PROJECT NUMBER
M97915
WHEREAS, it is deemed in the best interest of the City of Port Arthur to have a
wayfinding signage program to guide motorists, bicyclists and pedestrians along and through
streets, sidewalks and public spaces throughout the City of Port Arthur as well as monument
signs to identity thoroughfares and City owned buildings; and,
WHEREAS, pursuant to Resolution Number 20-173, a contract was negotiated
with Clark Condon Associates, Inc. of Houston, Texas for the design and implementation plan of
a wayfinding and monument signage program for the City of Port Arthur; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Manager is herein authorized to enter into an
agreement with Clark Condon Associates, Inc. of Houston, Texas for the design and
implementation plan of a wayfinding and monument signage program with a projected budgetary
impact of $84,500.00 plus reimbursables in the amount of $8,450.00 for a total amount of
$92,950.00, in substantially the same form as attached hereto as Exhibit "A".
Section 3. That a copy of the caption of this Resolution be spread upon the
Minutes of the City Council.
P. R. #21458
06/10/2020 ca
READ, ADOPTED AND APPROVED THIS day of , A.D., 2020, at a
Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES:(Mayor)
Councilmembers:
NOES:
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
D
Val Tiz: Esq.
.�,.
City Attorney
APPROVED AS TO ADMINISTRATION:
Ron Burton
City Manager
311)UndjA je4
Chandra Alpough
Director of Parks and Recreation
P. R. # 21458
06/10/2020 ca
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Daniel
Interim Director of Finance
Clifton illiams, CPPB
Purchasing Manager
Exhibit "A"
CLARK CONDON
June 8, 2020 10401 STELLA LINK ROAD
REV June 9, 2020 HOUSTON, TEXAS 77025
REF June 15, 2020 phone 713.871.1414 ; 'r 713.871.0888
Chandra Alpough, MA, CPRP CLARKCONDON.COM
Director of Parks and Recreation
City of Port Arthur
1308 9th Avenue
Port Arthur, TX 77640
Re: City of Port Arthur—Wayfinding &Monument Signage Program
Dear Chandra,
We are pleased to provide this proposal for landscape architectural design associated with the proposed Wayfinding &
Monument Signage Program located in Port Arthur, Texas. For the purposes of this proposal, you will be referred to as the
Client, and Clark Condon Associates, Inc. as the Landscape Architect.
The City of Port Arthur Wayfinding and Monument Signage Program is in Jefferson County, Texas. The proposed signage and
wayfinding programs include thoroughfare/Gateway signs, directional/destination signs, building identification, pedestrian
wayfinding, and monument signs.
The Landscape Architect shall be responsible for providing landscape architectural design and documentation services for the
project. This shall be accomplished by working closely with the Client and Design Team. The proposed construction budget is
approximately$400,000. Scope of Work includes design and documentation for the following:
A. Project start-up, programming, visioning, and meetings.
B. Signage Design: Gateway, directional, informational, pedestrian signage, and building identification monument signs
for the City of Port Arthur.
C. Cost estimating and phasing.
D. Final presentation and booklet.
The specific tasks to develop the Wayfinding & Monument Signage Program are outlined below:
A. Project Start-Up, Programming,Visioning and Meetings
Scope shall include Client coordination and overall programing/visioning, including public engagement. Tasks
performed include:
Project Start-Up
1. Research and collect information, imagery, maps,and other collateral to be utilized as guides for the
visioning workshop.
2. The Landscape Architect will lead a project kick-off meeting with the Client Team and the Design
Team. We will review the project goals, programming, timeline, finalize dates, finalize the public
engagement process, and confirm the lines of communication.
3. Visit the site to become familiar with existing conditions.
Visioning Workshop
1. The Landscape Architect will conduct one meeting with the Client and stakeholders to brainstorm
the general theme and character of the gateways, signage, and landscape. This visioning workshop
will utilize precedent imagery to guide the discussion with the goal of defining the type of character
and theme the City would like to emulate for design elements.
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CLARK CONDON
2. Document the outcome of the visioning workshop in graphic and written format.
Meetings
1. Facilitate and attend Visioning and stakeholder meetings, approximately 2.
2. Attend council meetings, approximately 2.
B. Signage Design
Scope of work shall include gateway, directional, informational, pedestrian signage, and building identification
monument signs, as well as supporting landscape treatments. Tasks performed include:
Site Analysis
1. Review and document opportunities and constraints.
2. Review property ownership and current regulatory guidelines for monuments, including TxDOT.
3. Explore partnership opportunities.
4. Review current signage guidelines and ordinances.
5. Identify thoroughfares, zones, primary routes, major areas, points of interest and destinations for
potential signage throughout the city.
Conceptual Design
1. The Design Team shall review and incorporate input from visioning workshop.
2. Develop signage hierarchy and conceptual designs for each sign type, including potential alternate
information delivery methods.
3. Meet with Client and stakeholders to review design concepts.
Final Design
1. The Design Team will incorporate all feedback into a single design for each signage category.
2. Review final designs for each category with Client.
3. Present finalized Wayfinding &Monument Signage Program in a chapter within the booklet.
C. Cost Estimating & Phasing
Scope will include exploring the costs associated with the preferred designs and assist the Client with budgeting and
phasing of the work to be implemented. Tasks performed include:
1. Develop budgeting costs associated with the concepts for review by Client.
2. Review estimates with Client for budgeting purposes.
3. Assist Client with phases for implementation based on budgeting and funding.
4. Provide Client with potential maintenance requirements and maintenance estimates.
D. Final Presentations and Booklet
The Landscape Architect will document final designs as approved by Client into one 11 x 17 booklet. Services will
include:
1. Review and draft design with Client.
2. Present draft to council.
3. Incorporate all feedback into final document.
4. Present final design booklet to council.
landscape architecture
CLARK CONDON
5. The final design will be provided in an 11x17 hard copy booklet as well as in electronic format.
FEE-The total fee for this project is a lump sum based upon the estimated time and scope for professional services as outlined
below, plus reimbursable expenses.
Start-Up, Programming, Visioning & Meetings $29,500.00
Signage Design $40,000.00
Cost Estimating & Phasing $5,000.00
Final Presentation & Booklet $10,000.00
TOTAL $84,500.00
Reimbursables $8,450.00
GRAND TOTAL $92,950.00
REIMBURSABLE EXPENSES - The Client shall pay the Landscape Architect for the cost of out-of-town travel expenses,
messengers, mileage, printing, services of professional consultants which cannot be quantified at the time of contracting, and
other directly related costs. All expenses shall be billed at cost plus 15%.
ADDITIONAL SERVICES—We consider additional services to include changes made after a phase of work has been accepted
and we have been authorized by the Client to proceed to the next phase or because of Client changes to previous Project
budget parameters or Project requirements. An additional services lump sum proposal shall be submitted to the owner for
approval prior to the start of any out of scope work.
HOURLY RATES
Partner $350.00/hour
Principal $225.00/hour
Senior Associate $175.00/hour
Associate $125.00/hour
Project Staff $100.00/hour
Administrative $90.00/hour
Hourly rates shall be reviewed annually and may be increased in accordance with annual salary and cost-of-living reviews.
EXCLUSIONS TO THE CONTRACT
1. Topographic and boundary surveys
2. Existing site engineering and utility base information
3. Soil engineering, geotechnical consultant services or related testing
4. Structural engineering
5. Mechanical, electrical and plumbing services
6. Archeological Investigation
7. Environmental Investigation
8. LEED Documentation
9. SWPPP
10. Design Development and Construction Documents
11. Civil Engineering
12. Jurisdictional Permits
13. Bidding and Construction Administration Services.
landscape architecture
CLARK CONDON
BILLING - Billing shall be monthly based on the portion of the total estimated fee. Invoices shall be due upon receipt. Clark
Condon Associates, Inc. reserves the right to charge the amount of interest allowable under the current laws of the State of
Texas on any invoices not paid within thirty(30)days.
STANDARD OF CARE—The Landscape Architectural Services shall be performed with care and diligence as is consistent with
the professional skill and care applicable at the time and in the location of the Project and appropriate for a project of the nature
and scope of this Project.
OWNERSHIP OF DOCUMENTS — The Landscape Architect shall be deemed the author and owner of all documents and
deliverables developed pursuant to this Agreement and provided to the Client by the Landscape Architect (collectively, the
"Design Materials"). Subject to payment by the Client of all fees and Reimbursable Expenses owed to the Landscape Architect,
the Landscape Architect grants to the Client an irrevocable, non-exclusive license to reproduce the Design Materials solely for
the construction of the Project and for information and reference with respect to the use of the Project.
INDEMNIFICATION—Client and Landscape Architect each agree to indemnify and hold harmless the other,and their respective
officers, employees and representatives, from and against liability for losses, damages, and expenses, including reasonable
attorney's fees, but only to the extent such losses,damages,or expenses are caused by the indemnifying party's negligent acts,
errors, or omissions. In the event losses, damages,or expenses are caused by the joint or concurrent negligence of Client and
Landscape Architect, they shall be borne by each party in proportion to its negligence.
ASSIGNMENT— Neither party shall assign their interest in this Agreement without the express written consent of the other,
except as to the assignment of the proceeds.
GOVERNING LAW—This Agreement shall be construed and enforced in accordance with the laws of the State of Texas.
JURISDICTION — The Texas Board of Architectural Examiners has jurisdiction over complaints regarding the professional
practices of persons registered as landscape architects in Texas. The Board may be reached at the following address:
Texas Board of Architectural Examiners
P.O. Box 12337,Austin, TX 78711-2337
Phone (512)305-9000, Fax (512) 305-8900
TERMINATION - If the Client should decide to terminate this Agreement, they shall give Clark Condon Associates, Inc. seven
(7)days written notice and shall pay for all services rendered to the date of termination. Clark Condon Associates, Inc. reserves
the right to terminate this contract upon fifteen (15)days' notice if any amount billed to Client is sixty days past due.
WAIVER OF SUBROGATION—To the extent damages are covered by property insurance, the Client and Landscape Architect
waive all rights against each other and against the contractors, consultants, agents and employees of the other for damages,
except such rights as they may have to the proceeds of such insurance as set forth in this Agreement.
DISPUTE RESOLUTION - In the event of any Dispute arising out of or relating to this Agreement or the Services, the Parties
shall first use their best efforts to settle the Dispute. To this effect, any Party shall send (via electronic mail, facsimile and
overnight delivery) a written notice to the other Party that such Dispute exists,which shall include a brief recitation of the nature
of the Dispute. Within seven(7)days of the date of such a notice,the senior executives of each Party or their respective parent
companies shall consult and negotiate with each other and attempt to reach a solution satisfactory to the Parties. All negotiations
pursuant to this section shall be confidential, privileged, and inadmissible in any arbitration or legal proceeding, and shall be
treated as compromise and settlement negotiations for all purposes.
If the Dispute is not resolved by negotiation within a period of thirty(30) days of the transmission of the written notice from one
Party to the other of the existence of such a Dispute, then both parties agree to mediation with a mutually agreeable mediator,
mediation failing, the Dispute shall be finally resolved by litigation in the State District Court of Jefferson County, Texas.
landscape architecture
CLARK CONDON
WAIVER OF CONSEQUENTIAL DAMAGES—The Landscape Architect and Client waive consequential damages for claims,
disputes or other matters in question arising out of or relating to this Agreement. This mutual waiver is applicable, without
limitation, to all consequential damages due to either party's termination of this Agreement.
LIMITATION OF LIABILITY—In recognition of the relative risks and benefits of the project to both the Client and the Landscape
Architect, the risks have been allocated such that the Client agrees, to the fullest extent permitted by law, to limit the liability of
the Landscape Architect, and its subconsultants, to the Client and to all construction contractors and subcontractors on the
project for any and all claims,losses,costs,damages of any nature whatsoever and claim expenses from other cause or causes,
so that the total aggregate liability of the Landscape Architect, and its subconsultants, to all those named shall not exceed the
Landscape Architect's total fee for services rendered on this project. Such claims and clauses include, but are not limited to,
negligence(including gross negligence), professional errors or omissions, strict liability and breach of warranty.
COMPLETE AGREEMENT — This Agreement represents the entire understanding between the Client and the Landscape
Architect and supersedes all prior negotiations,representations,or agreements,whether written or oral with respect to its subject
matter. The person(s)signing this Agreement on behalf of the parties hereby individually warrant that they have full legal power
to execute this Agreement on behalf of the respective parties and to bind and obligate the parties with respect to all provisions
contained herein. This Agreement may be amended only in a writing signed by both the Client and the Landscape Architect.
If this Agreement meets with your approval, please sign in the appropriate place below and return one copy to us. We appreciate
the opportunity to submit this proposal to you and look forward to working with you.
Sincerely,
Jason A. Miller ASLA, PLA, LEED AP
Principal Owner
APPROVED: DATE:
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