R04-0981
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RESOLUTION NO. R04- CYq i~5
A RESOLUTION OF THE CITY OF BOYNTON
BEACH, FLORDA, APPROVING THE AWARD OF
RFQ #0025-2710-04/CJD TO GLATTING,
JACKSON, KERCHER, ANGLIN, LOPEZ,
RINEHART, INC., FOR CONSULTING SERVICES
FOR THE DEVELOPMENT OF A STRATEGIC
PLAN AND UPDATING THE RECREATOIN AND
OPEN SPACE ELEMENT OF THE CITY OF
BOYNTON BEACH'S COMPREHENSIVE PLAN;
AUTHORIZING THE CITY MANAGER TO
EXECUTE A LETTER OF AGREEMENT BETWEEN
THE CITY AND GLATTING, JACKSON, ET AL.;
AND PROVDING AN EFFECTIVE DATE.
WHEREAS, upon recommendation of staff, the City Commission of the City
)f Boynton Beach does hereby approve the award of RFQ #024-2710-04-CJD, and
mthorizes the City Manager to execue a Letter of Agreement between the City and
31atting, Jackson, Kercher, Anglin, Lopez, Rinehart, Inc., in the amount of $60,000
'or consulting services;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY
2OMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The City Commission of the City of Boynton Beach, Florida,
~ereby approves the award of RFQ #024-2710-04-CJD, and authorizes the City
Vlanager to execute a Letter of Agreement between the City and Glatting, Jackson,
~ercher, Anglin, Lopez, Rinehart, Inc., in the amount of $60,000 for consulting
;ervices, for the Development of a Strategic Plan and Updating the Recreation and
)pen Space Element of the City of Boynton Beach's Comprehensive Plan, a copy of
.aid Contract is attached hereto
;:\CA\RESOXAgreements\Bid Awards~Award of RFQ - GlaRing Jackson - Strategic Plan Update.doc
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Section 2. That this Resolution shall become effective immediately.
PASSED AND ADOPTED this I~- day of June, 2004.
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CITY OF BOYNTON BEACH, FLORIDA
...... '- ~ommlsSlO~
C . ..zf.p ~
[~EST: ...... ~..
:\CA\RESO'C, greements\Bid Awards~ward of RFQ - Glatting Jackson - Strategic Plan Update.doc
Jack E Glatting, Founder
William J. Anglin. Jr.
David L. Barth
Jay' H. Exuln
Care~ S- Hayo
Jay R. Hood
Timothy T. Jackson
William C. Kercher, Jr.
Walter M. Kulash
Sharon K. Lamantia
S. Raymond Lopez
Thomas J. McMacken. Jr.
John H. Percy
John E Rinehart
Gregory A. Bryla
Frances Chandler-Marino
John W Cheek
David lk. Clau~
Charles E Cobble
Michael K. Cochran
Jeffrey S. Collins
A. Blake Drury
Sandy A. Pranks
Dou~as \~ Gaines
Bruce C. Hall
Jonathan x~,~ Hoffman
David M. Kumer
Gall 1)./acey
Brent A. Lacy
Wilham D. Lites
[an M. Lockwood
Kok Wan Mah
Jeffrey E Manuel
Edward J. McKinney
Randall S. Mejeur
Douglas A. Metzger
John J. Moore 111
Balraj N. Mohabeer
Jonathan M. Mugmon
Kirk J. Olney
Timothy R. Palermo
Kelley Samuels Peterman
Heather J. Phiel
Troy P Russ
Jodi L. P,.utmann
Peter C. Sechler
Michael Sobczak
Jeff M. Sugar
Ronald L. Urbaniak
G. V&tde Wa lker
Gar,' E. Warner
Donald G. Wishart
Community
Planning
222 Clematis Street
Suite 201!
West Palm Beach
Florida, 334~1
P: 561 659 6552
F: 56l 833 1791~
wwvc. glatting.com
GLATTING
JACKSON
KERCHER
ANGLIN
LOPEZ
RINEHART
LETTER OF AGREEMENT
Mr. Wally Majors
Recreation & Parks Department Administration
City of Boynton Beach
100 E Boynton Beach Blvd.
PO Box 310
Boynton Beach, FL 33425-0310
Telephone: (561) 742-6225
Facsimile (561) 742-6233
Hereinafter referred to as Client.
May 13, 2004
Revised June 7, 2004
AND
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
33 East Pine Street
Orlando, Florida 32801
Hereinafter referred to as Giatting Jackson.
Re;
City of Boynton Beach/Parks and Recreation Strategic Plan
Glatting Jackson Project # 18140.0
Dear Mr. Majors,
Glatting Jackson is pleased to provide this Letter of Agreement to prepare a Parks and Recreation
Strategic Plan for the City of Boynton Beach.
1.0 PROJECT DESCRIPTION
1.1 The project is a Parks and Recreation Strategic Plan for the City of Boynton Beach.
1.2
Additional Professionals working on the project under contract to Glatting Jackson
include:
Staff Connections LLC
Organizational Development
2.0 SCOPE OF SERVICES
PART I - ANALYSIS OF EXISTING CONDITIONS
2.1
Project Coordination - In addition to the specific services detailed below, GlaRing Jackson
shall provide services for management of the project including coordination with the City's
representative, monitoring the project schedule as it relates to this scope, and timely
invoicing and reporting of project progress.
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
Atlanta. Orlando Page I qf l O
We$t Palm Beach
2.2
2.3
2.4
Coordination of the Work of Subconsultants to Glatting Jackson - The Client hereby
acknowledges and agrees that Glatting Jackson will assume responsibility for thc
coordination of work produced by any subconsultants to Glatting Jackson. However, thc
Client agrees that Glatting Jackson does not bear any liability for the technical accuracy
of work prepared by others including subconsultants. All professional firms working on
the project shall bear separate responsibility and liability for the work prepared by them.
Review Existing Data
The City will provide Glatting Jackson with all available maps and data regarding it's
existing Public Realm System (parks, recreation, open spaces, neighborhoods, activity areas,
streets and bikeways, schools and public buildings), as well as Recreation and Parks
organization, staff, programs and services. These may include, but are not limited to the
following list. Incomplete data shall be provided by the City within a reasonable time frame.
Additional work needed, due to inaccurate or incomplete data, shall be considered as an
Additional Service to this Agreement.
1. City of Boynton Beach Comprehensive Plan, incl. Future Land Use Map
2. City of Boynton Beach Recreation Needs Assessment
3. Interim Work Products form the City's CAPRA Certification Process
4. Current Inventory of City Parks and Recreation Facilities, Trails and Bikeways
5. Current Inventory of County/Adjacent Municipal Parks and Recreation Facilities
6. Current Inventory of School, Church and Non-Profit (Boys and Girls Club, YMCA, etc)
7. Current Inventory of Private Recreation Facilities
8. Current Inventory of Vacant/Derelict Sites
9. Railroad/Utility Corridors
10. Lakes, Wetlands and Natural Features
11. Capital Improvements Program
12. Population/Demographics Data, both current and projected
13. Recreation Program Brochures, Catalogs and Flyers
14. Department Budgets
15. Current Funding Sources (General Fund, Grants, Sales Tax, etc.) and estimated revenues
16. Current Parmerships
17. Department Staffing/Organizational Charts
18. List of Current Sports Leagues (both youth and adult), Program Levels and Schedules
19. Land Development Regulations
20. Streetscape / Urban Design Project Plans
21. Aerial photograph of the City
22. Other Relevant Studies, Data and Information
Base Map
The City shall prepare a base map for the project, in an ArcView file format, that shows the
following:
1. Future Land Use
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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2. Existing/Proposed Roadways
3. Existing/Proposed Public (City, County, State) Parks and Recreation Facilities
4. Existing/Proposed Trails, Sidewalks, and Bikeways
5. Existing/proposed School Sites
6. Existing/proposed Church Sites
7. Existing/proposed YMCA/Boys & Girls Club Sites
8. Existing/Proposed Public Parks and Recreation Facilities in Adjacent Communities
9. Existing Private/not-for-Profit Recreation/Cultural Facilities
10. Vacant/Derelict Lands
11. Major Power-line/Utility Easements
12. Natural/Man-made features such as lakes and canals
13. Natural Open Space/Conservation Areas
2.5
Base Map Review
Glatting Jackson will review the base map and provide written review comments to the City.
The City shall revise the base map, in response to the review comments, and resubmit the
base map to Glatting Jackson.
2.6
Site Visits/Analysis
Glatting Jackson will spend one (1) day visiting the City's parks and other recreational
facilities to observe existing facilities, programs, services and operations.
2.7
Interviews
Glatting Jackson will conduct one (1) day of interviews with Recreation and Parks Staff, City
Commissioners, City Manager, Department Heads ancL/or other key stakeholders to
understand current issues related to the City's Parks and Recreation System.
2.8
Level of Service Analysis
Glatting Jackson will utilize the following techniques to analyze existing Level(s) of Services
(LOS) for parks and recreation facilities, based on local, state and national guidelines:
· LOS - Acreage
· LOS - Facilities
· LOS - Access (Service Area)
Part I Deliverables - As a result of the tasks outlined above, Glatting Jackson shall produce: · Existing Conditions PowerPoint Presentation
PART II - Development of a Long Range Vision
2.9
Staff Workshop
Glatting Jackson will plan and facilitate a one (1) day workshop with City staffto review and
discuss the following:
· Existing Conditions/Level of Service Analysis
· SWOT (Strengths, Weaknesses, Opportunities and Threats) Exercise
· Priority Community Needs
Glatting Jackson Kercher A nglin Lopez Rinehart, Inc.
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2.10
2.11
2.12
2.13
Proposed Public Realm System Hierarchy and Nomenclature
· Long Range Visioning Exercises
· Potential Implementation Strategies, incl City Roles, Organizational Structure, Funding
Strategies, etc
Glatting Jackson will summarize the workshop proceedings in an updated PowerPoint
Presentation. It is strongly encouraged that representatives from various City Departments
participate in the Workshop, including Planning, Public Works and the City Manager's
Office. The Client shall invite all workshop participants, and will make all physical
arrangements for the workshop.
Advisory Board/Steering Committee Workshops
Glatting Jackson will plan and facilitate one (1) additional ¥2 day workshop with a Project
Steering Committee and/or existing Advisory Boards to:
· Review' and discuss the outcome of the Staff Workshop
· Brainstorm alternative long range visions
· Discuss priority needs and implementation strategies
· Discuss physical arrangements for the Workshop
The Client shall invite all workshop participants, and will make all physical arrangements for
the workshop.
Draft Conceptual Parks and Recreation System Map, Narrative and Capital
Improvement Costs
Based on the outcome of the workshops, Glatting Jackson will prepare a draft Conceptual
Parks and Recreation System Map and Narrative describing the City's Vision, including:
· Physical Resources and Facilities (including acquisition and development)
· Programs
· Services
· Operations
· Organizational Structure for its future system of parks, recreation facilities, open spaces,
programs and services, including recommendations for.
· Analysis of probable Capital Improvement Costs
· Analysis of probable operations and maintenance costs (based on data provided by the
City)
Review/Consensus Meetings
Glatting Jackson will attend up to two (2) meetings or workshops with City Staff, Advisory
Board(s) and/or the City Commission to review and discuss the draft Conceptual Parks and
Recreation System Map, narrative and cost opinion. The City shall summarize any proposed
revisions by providing GlaRing Jackson with one (1) set of consolidated, written review
comments.
Final Map Narrative and Estimate of Capital Improvement Costs
Glatting Jackson shall revise the Map and Narrative one (1) time, based on the City's
comments, and provide one revised Map and Narrative for the City's approval prior to
proceeding with the next phase of the project.
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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Part II - Deliverables - As a result of the tasks outlined above, Glatting Jackson shall produce:
· Updated PowerPoint Presentation summarizing the Staff Workshop
· Draft Conceptual Parks and Recreation System Map, Narrative and opinion of Capital
Improvements Costs
· Meeting Minutes
· Final ConceptualParks and Recreation System Map, Narrative and opinion of Capital
Improvements Costs
PART III - Comprehensive Plan Element
2.14
Comprehensive Plan Element
Glatting Jackson shall update the existing Recreation and Open Space Element of the City's
Comprehensive Plan, based on the Conceptual Parks and Recreation System Map and
Narrative and the Implementation Strategy. The update of the Element, consisting of text,
maps, and other graphics, shall be prepared in compliance with Florida Statutes. Glatting
Jackson shall also review the Comprehensive Plan to ensure consistency between the
Recreation and Open Space Element and other elements of the Comprehensive Plan.
2.15
Comprehensive Plan Element Review Meetings
Glatting Jackson shall attend up to one (1) meeting with the City to review the draft revisions
to the Recreation and Open Space Element Comprehensive Plan.
2.16
Revisions
GlaRing Jackson will revise the draft Element one time based upon a consolidated set of
written comments from the Client.
2.17
Adoption Meetings
Glatting Jackson shall attend up to three (3) meetings as relates to the adoption of the
element process (Planning and Zoning Commission, City Commission Transmittal Hearing,
and City Commission Adoption Hearing) and respond to any objections, recommendations,
and/or comments raised as a part of the Florida Department of Community Affairs review for
compliance.
PART IV - ADDITIONAL SERVICES
2.18
Additional Services
GlaRing Jackson will provide Additional Services as mutually agreed upon between Glatting
Jackson and the City, and as authorized in writing by the City Manager. Those services may
include, but are not limited to the following:
· Additional meetings, workshops, presentations, including HOA's and/or other groups
· Analysis of impact fees
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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· Individual facility site plans, sketches and/or construction documents
· Additional work necessary to accommodate additional revisions
· Additional copies of work products
· Additional work required to secure base information not provided by the City
· Preparation of grant applications
3.0
PROJECT SCHEDULE
Glatting Jackson is prepared to begin work on the project immediately upon receipt of
this executed Letter of Agreement and a retainer if required under Compensation.
Glatting Jackson, in consultation with the Client, shall perform its work in such a manner
as to comply with an agreed upon schedule.
4.0
ASSIGNED PERSONNEL
The following personnel from Glatting Jackson will be assigned to this project, and will
have the responsibilities described:
David L. Barth Principal-In-Charge/Planner 4/Project Manager
5.0 COMPENSATION
5.1
Parts I - III The fee for Parts I-IH, shall be billed as a lump sum of sixty thousand
dollars ($60,000) including direct costs.
5.2
Part IV - The fee for Part IV, Additional Services, shall be billed using the hourly rates
and direct expenses detailed below or as agreed upon fixed fee. Additional meetings are
estimated at approximately twelve hundred dollars ($1,200) per meeting.
5.3
Hourly Rate Schedule
Principal 5 $250 Transportation Planner 1 $75
Principal 4 $225 Ecologist 4 $130
Principal 3 $215 Ecologist 3 $110
Principal 2 $190 Ecologist 2 $95
Principal 1 $165 Ecologist 1 $75
Planner 6 $200 Landscape Architect 5 $165
Planner 5 $165 Landscape Architect 4 $130
Planner 4 $130 Landscape Architect 3 $110
Planner 3 $110 Landscape Architect 2 $95
Planner 2 $95 Landscape Architect 1 $75
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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5.5
5.6
5.7
5.8
Planner 1 $75 Landscape Designer 3 $90
Transportation Engineer 6 $200 Landscape Designer 2 $80
Transportation Engineer 5 $165 Landscape Designer 1 $70
Transportation Engineer 4 $130 Public Relations 2 $95
Transportation Engineer 3 $110 Public Relations 1 $75
Transportation Engineer 2 $95 GIS Specialist 2 $95
Transportation Engineer 1 $75 GIS Specialist 1 $75
Transportation Planner 6 $200 Graphic Artist 3 $95
Transportation Planner 5 $165 Graphic Artist 2 $85
Transportation Planner 4 $130 Graphic Artist 1 $75
Transportation Planner 3 $110 Administrative Assistant $55
Transportation Planner 2 $95 Technician $50
Annual Increase In Hourly Rates - The hourly rates contained in this Agreement shall be
effective for not less than one (1) year from the date of this Agreement. Glatting Jackson
may, upon notification to the Client, and upon Client's written consent, increase hourly
billing rates thereafter. Rates will not be increased more often than once a year.
Application Fees- All application, filing, and permit fees, including, without limitation, all
fees to local, regional and state governments and agencies, shall be paid by the Client directly
to the appropriate agency at the required time.
Subconsultant Fees- Fees for subconsultants working on this project under direct contract
with Glatting Jackson are included in the fees for each part of the scope of services detailed
above. Glatting Jackson bears no liability for the technical accuracy of work prepared by
others including subconsultants to Glatting Jackson.
Part I-III Staff Connections $12,000
Retainer - No retainer will be required.
6.0
6.1
6.2
CLIENT RESPONSIBILITIES
Client shall designate a Project Representative immediately upon execution of this Letter
of Agreement, who shall be Glatting Jackson's point of contact with the Client, and who
shall, by virtue of Client's designation, have authority to bind the Client. The Project
Representative shall be responsible for all coordination with the Owner (if a separate
person or entity from the Client as shown in Article 1) and any separate consultants.
Client shall provide full information to Glatting Jackson regarding project requirements
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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and constraints including, without limitation, a program setting forth the Client's
objectives, and shall provide all data, drawings, information or other resources requested
by Glatting Jackson that are necessary for completion of the project.
6.3
Client shall comply with any schedule requirements made known to the Client by
Glatting Jackson and, in any event, shall be available to meet with Glatting Jackson and
provide decisions in a timely manner throughout the project.
6.4
Client shall be responsible for all other aspects of the project not specifically assigned to
Glatting Jackson under this Letter of Agreement or any subsequent request (and
acceptance) for Additional Service.
7.0 SUPPLEMENTAL TERMS OF AGREEMENT
7.1
Acceptance of Agreement - This Letter of Agreement shall be valid for Client
acceptance for a period of fifteen (15) days from the date of execution by Glatting
Jackson. This Letter of Agreement may be terminated by either party with fifteen (15)
days written notice. In the event of termination, Glatting Jackson shall be compensated
through the date of termination for all fees and direct expenses incurred.
7.2
Submittal and Payment of Invoices - Invoices for services shall be submitted on
approximately a monthly basis. Payment shall be due upon receipt. The Client agrees to
pay interest of 1.5% per month to be calculated from the next day after receipt of each
invoice, on invoice balances outstanding more than thirty (30) days. Glatting Jackson
reserves the right to withhold work products or to stop work until payment is received.
The Client assures Glatting Jackson that financial arrangements have been made to fulfill
the Client's obligations under this Letter of Agreement. The Client agrees that Glatting
Jackson shall not be required to provide detailed backup, in the form of hourly detail of
any kind, in support of invoicing for fixed fee or lump sum fee projects. If backup is
required by the Client, the Client agrees to pay Glatting Jackson, on an hourly basis, for
the cost of providing such additional information.
7.3
Action of Agencies Not Guaranteed - Glatting Jackson will exercise professional skill
in executing its services, however, it cannot and does not guarantee the action of any
governmental official, agency or judicial proceeding.
7.4
Ownership of Property / Construction Lien - In the event that the Client is not the
record owner of the property covered by this Agreement, Glatting Jackson may consider
the Client's signature as evidence that the Client has the Owner's permission and consent
to enter into this Agreement. It shall be the Client's responsibility to inform Glatting
Jackson of any change in ownership or change in any other circumstance that may affect
Glatting Jackson's ability to place a Construction Lien on the property if payment is not
received according to the terms of this Agreement. The Client hereby acknowledges and
agrees that Glatting Jackson's services are professional services that shall be performed
in the practice of Glatting Jackson's profession as a planner, ecologist, architect,
Glatting ~Iackson Kercher A nglin Lopez Rinehart, Inc.
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landscape architect, engineer or other professional in connection with the specific parcel
or parcels of real property referred to in this Agreement.
7.5
Ownership of Documents - All documents, work product and information contained
therein prepared by Glatting Jackson or its Subconsultants are instruments of service for
use by the Client solely with respect to this Project. GlaRing Jackson shall be deemed the
author of these documents, work product and information and shall retain all rights
thereto.
7.6
Retention of Records - All original documents, work product and information contained
therein shall be retained by Glatting Jackson for two (2) years following completion of
the Project. After that time, Glatting Jackson reserves the right to dispose of the
documents, work product and information in its sole discretion. The Client shall be
provided with reproducible copies of all original documents.
7.7
Limitation of Liability - Glatting Jackson will not be responsible for any circumstances,
acts, errors, omissions or events, of any type, beyond its reasonable control including,
without limitation, construction costs, the acts or failures to act of any governmental or
judicial agency and the existence of hazardous waste of any type associated with the
Project. Glatting Jackson shall not be responsible for the acts or omissions of any
contractor, Subconsultant or supplier, or of any of the agents or employees or any other
persons (except Glatting Jackson's own employees) at the project site or otherwise
furnishing or performing any of their work; or for any decision made on interpretations or
clarifications of any contract documents given by the Client without consultation and
advice of Glatting Jackson.
7.8
Assignment of Agreement - Neither the Client nor Glatting Jackson shall have any fight
to assign this Letter of Agreement to any other person or entity, absent prior written
consent from the other party.
7.9
Dispute Resolution - In the unlikely event of any dispute, difference, claim or
counterclaim between Glatting Jackson and the Client arising out of or in connection with
this Letter of Agreement, which cannot be amicably resolved by the parties through good
faith negotiations, any such matter shall be submitted to the Circuit court in and for Palm
Beach County, Florida, for thai and determination by the court sitting without jury. The
parties hereby consent to the jurisdiction of such court and to the ser~4ce of process
outside the State of Flofida (if applicable) pursuant to the requirements of such court in
any matter so to be submitted to it. In the event of litigation, each party shall bear its own
attorney's fees and costs.
7.10
Entire Agreement / Governing Law - Regarding the subject matter hereof, this
Agreement contains the entire agreement of the parties and their representatives and
agents, and supersedes all prior understandings, whether oral or written. This Agreement
shall be governed by the laws of the State of Florida.
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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We look forward to working with you on this project. If you find these terms acceptable please sign
where indicated below and return one signed original to Glatting Jackson for our files. Please call me
if you have any questions.
Sincerely,
David L. Barth
Principal
AGREED TO AND ACCEPTED BY:
City of Boynton Beach
Kurt Bressner
Its: City Manager Its:
Glatting Jackson Kercher Anglin Lopez
Rinehart, Inc.
David L. Barth
Vice President
Date: ~ -~ ~ -- 0~ Date: June 10, 2004
CITY A'FFO P, N E'¥
Glatting Jackson Kercher Anglin Lopez Rinehart, Inc.
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