Professional Services Agreement with Pegasus Planning and Development for Multipurpose and Event Center Planning Services Project Development PlanMemo
To: Jaycee L. Holman, City Clerk,
From: Keith Watts, Purchasing Manager
CC: Jacy Jones, Bruce Chatterton
Date: 11/10/2014
Re: November 12th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
November 12th City Council Consent Agenda for Council's consideration.
Award of Agreement to Peaasus Planning and Development for the "PROJECT
DEVELOPMENT PLAN — MULTI PURPOSE EVENT CENTER" project for a Not -To -
Exceed amount of $30.000.00.
Recommended Council Action: Award of Bid and Approval of Agreement to
Pegasus Planning and Development for the Not -To -Exceed amount of
$30,000.00.
Thank you for your consideration.
0 Page 1
Date: 11/10/2014
Fund: 1 Department:
Construction:
Project Name:
CITY OF MERIDIAN
CONTRACT/AGENDA REQUEST CHECKLIST
REQUESTING DEPARTMENT Comm. Development
1120 GL Account:
PSA: X
55000 Project #
Task Order:
PROJECT DEVELOPMENT PLAN - MULTIPURPOSE & EVENT CENTER
Project Manager: Bruce Chatterton Department Representative:
Contractor/Consultant/Design Engineer: Pegasus Planning & Development
Budget Available (Attach Report): Yes Contract Amount: $30,000.00
Will the project cross fiscal years? Yes No X
n/a
Budget Information: FY Budget: FY15 Enhancement #: n/a Grant #: n/a
Other: Type of Grant:
CONTRACTCHECKLIST
BASIS OF AWARD
Low Bidder Highest Rated Master Agreement
(Bid Results Attached) (Ratings Attached) (Category)
Typical Award Yes X No
If no please state circumstances and conclusion: Professional Services Agreement that does not require a
solicitation.
10 Day Waiting Period Complete: n/a
PW License # n/a
Corporation Status
Insurance Certificates Received (Date):
Payment and Performance Bonds Received (Date):
Builders Risk Ins. Req'd: Yes No X
(Only applicabale for projects above $1,000,000)
Date Award Posted: n/a
Current? (attach print out) n/a
n/a
Rating:
n/a Rating: n/a
If yes, has policy been purchased? n/a
Date Submitted to Clerk for Agenda: November 10, 2014 Approved by Council
Issue Purchase Order No, Date Issued: WI -15 submitted
Issue Notice of Award: Date: NTP Date:
(Only for non Public Works Project)
AGREEMENT
FOR
PROFESSIONAL SERVICES
PROJECT DEVELOPMENT PLAN — MULTIPURPOSE & EVENT CENTER
THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 12th day of
November, 2014, and entered into by and between the City of Meridian, a municipal
corporation organized under the laws of the State of Idaho, hereinafter referred to as
"CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and Pegasus Planning and
Development, hereinafter referred to as "CONSULTANT", whose business address is
1603 W. 6 th St., Austin, TX 70703.
INTRODUCTION
Whereas, the City has a need for services involving Professional Planning
Services; and
WHEREAS, the Consultant is specially trained, experienced and
competent to perform and has agreed to provide such services;
NOW, THEREFORE, in consideration of the mutual promises, covenants,
terms and conditions hereinafter contained, the parties agree as follows:
TERMS AND CONDITIONS
Scope of Services:
1.1 CONSULTANT shall perform and furnish to the City upon execution of this
Agreement and receipt of the City's written notice to proceed, all services, and
comply in all respects, as specified in the document titled "Scope of Services" a
copy of which is attached hereto as Attachment "A" and incorporated herein by
this reference, together with any amendments that may be agreed to in writing by
the parties.
1.2 All documents, drawings and written work product prepared or produced
by the Consultant under this Agreement, including without limitation electronic
data files, are the property of the Consultant; provided , however, the City shall
have the right to reproduce, publish and use all such work, or any part thereof, in
any manner and for any purposes whatsoever and to authorize others to do so.
If any such work is copyrightable, the Consultant may copyright the same, except
that, as to any work which is copyrighted by the Consultant, the City reserves a
royalty -free, non-exclusive, and irrevocable license to reproduce, publish and use
such work, or any part thereof, and to authorize others to do so.
Project Development Plan — Multipurpose & Event Center Page 1 of 11
1.3 The Consultant shall provide services and work under this Agreement
consistent with the requirements and standards established by applicable
federal, state and city laws, ordinances, regulations and resolutions. The
Consultant represents and warrants that it will perform its work in accordance
with generally accepted industry standards and practices for the profession or
professions that are used in performance of this Agreement and that are in effect
at the time of performance of this Agreement. Except for that representation and
any representations made or contained in any proposal submitted by the
Consultant and any reports or opinions prepared or issued as part of the work
performed by the Consultant under this Agreement, Consultant makes no other
warranties, either express or implied, as part of this Agreement.
1.4 Services and work provide by the consultant at the City's request under
this Agreement will be performed in a timely manner in accordance with a
Schedule of Work, which the parties hereto shall agree to. The Schedule of
Work may be revised from time to time upon mutual written consent of the
parties.
2. Consideration
2.1 The Consultant shall be compensated on a Not to Exceed basis as
provided in Attachment B "Payment Schedule" attached hereto and by reference
made a part hereof for the Not -to -Exceed amount of $30,000.00
2.2 The Consultant shall provide the City with a monthly statement, as
services warrant, of fees earned and costs incurred for services provided during
the billing period, which the City will pay within 30 days of receipt of a correct
invoice and approval by the City. The City will not withhold any Federal or State
income taxes or Social Security Tax from any payment made by City to
Consultant under the terms and conditions of this Agreement. Payment of all
taxes and other assessments on such sums is the sole responsibility of
Consultant.
2.3 Except as expressly provided in this Agreement, Consultant shall not be
entitled to receive from the City any additional consideration, compensation,
salary, wages, or other type of remuneration for services rendered under this
Agreement., including , but not limited to, meals, lodging, transportation,
drawings, renderings or mockups. Specifically, Consultant shall not be entitled
by virtue of this Agreement to consideration in the form of overtime, health
insurance benefits, retirement benefits, paid holidays or other paid leaves of
absence of any type or kind whatsoever.
3. Time of Performance:
This agreement shall become effective upon execution by both parties, and shall
expire upon completion of the agreed upon services or unless sooner terminated
Project Development Plan — Multipurpose & Event Center Page 2 of 11
as provided below or unless some other method or time of termination is listed in
Attachment A. This Agreement shall terminate automatically on the occurrence
of (a) bankruptcy or insolvency of either party, or (b) sale of Consultants
business.
4. Independent Contractor:
4.1 In all matters pertaining to this agreement, CONSULTANT shall be acting
as an independent contractor, and neither CONSULTANT nor any officer,
employee or agent 'of CONSULTANT will be deemed an employee of CITY.
Except as expressly provided in Attachment A, Consultant has no authority or
responsibility to exercise any rights or power vested in the City. The selection
and designation of the personnel of the CITY in the performance of this
agreement shall be made by the CITY.
4.2 Consultant shall determine the method, details and means of performing
the work and services to be provided by Consultant under this Agreement.
Consultant shall be responsible to City only for the requirements and results
specified in this Agreement and, except as expressly provided in this Agreement,
shall not be subjected to City's control with respect to the physical action or
activities of Consultant in fulfillment of this Agreement.
5. Indemnification and Insurance:
CONSULTANT shall indemnify and save and hold harmless CITY from and for
any and all losses, claims, actions, judgments for damages, or injury to persons
or property and losses and expenses and other costs including litigation costs
and attorney's fees, arising out of, resulting from, or in connection with the
performance of this Agreement by the CONSULTANT, its servants, agents,
officers, employees, guests, and business invitees, and not caused by or arising
out of the tortuous conduct of CITY or its employees. CONSULTANT shall
maintain, and specifically agrees that it will maintain, throughout the term of this
Agreement, liability insurance, in which the CITY shall be named an additional
insured in the minimum amounts as follow: General Liability One Million Dollars
($1,000,000) per incident or occurrence, Professional Liability / Professional
errors and omissions One Million Dollars ($1,000,000) aggregate, Automobile
Liability Insurance One Million Dollars ($1,000,000) per incident or occurrence
and Workers' Compensation Insurance , in the statutory limits as required by
law.. The limits of insurance shall not be deemed a limitation of the covenants to
indemnify and save and hold harmless CITY; and if CITY becomes liable for an
amount in excess of the insurance limits, herein provided, CONSULTANT
covenants and agrees to indemnify and save and hold harmless CITY from and
for all such losses, claims, actions, or judgments for damages or injury to
persons or property and other costs, including litigation costs and attorneys' fees,
arising out of, resulting from , or in connection with the performance of this
Agreement by the Consultant or Consultant's officers, employs, agents,
Project Development Plan — Multipurpose & Event Center Page 3 of 11
representatives or subcontractors and resulting in or attributable to personal
injury, death, or damage or destruction to tangible or intangible property,
including use of. CONSULTANT shall provide CITY with a Certificate of
Insurance, or other proof of insurance evidencing CONSULTANT'S compliance
with the requirements of this paragraph and file such proof of insurance with the
CITY at least ten (10) days prior to the date Consultant begins performance of its
obligations under this Agreement. In the event the insurance minimums are
changed, CONSULTANT shall immediately submit proof of compliance with the
changed limits. Evidence of all insurance shall be submitted to the City
Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway
Avenue, Meridian, Idaho 83642.
6. Notices: Any and all notices required to be given by either of the parties hereto,
unless otherwise stated in this agreement, shall be in writing and be deemed
communicated when mailed in the United States mail, certified, return receipt
requested, addressed as follows:
CITY
City of Meridian
Purchasing Manager
33 E Broadway Ave
Meridian, ID 83642
208-888-4433
Email:
kwatts@meridiancity.org
PEGASUS PLANNING & DEVELOPMENT
Attn: Sean Garreston, President
1603 W. 6th Street
Austin, TX 78703
Phone: 512-300-7270
Email:
sean@pegasusplanninganddevelopment.com
Either party may change their address for the purpose of this paragraph by giving
written notice of such change to the other in the manner herein provided.
7. Attorney Fees: Should any litigation be commenced between the parties hereto
concerning this Agreement, the prevailing party shall be entitled, in addition to
any other relief as may be granted, to court costs and reasonable attorneys' fees
as determined by a Court of competent jurisdiction. This provision shall be
deemed to be a separate contract between the parties and shall survive any
default, termination or forfeiture of this Agreement.
8. Time is of the Essence: The parties hereto acknowledge and agree that time is
strictly of the essence with respect to each and every term, condition and
provision hereof, and that the failure to timely perform any of the obligations
hereunder shall constitute a breach of, and a default under, this Agreement by
the party so failing to perform.
9. Assignment: It is expressly agreed and understood by the parties hereto, that
CONSULTANT shall not have the right to assign, transfer, hypothecate or sell
Project Development Plan — Multipurpose & Event Center Page 4 of 11
any of its rights under this Agreement except upon the prior express written
consent of CITY.
10. Discrimination Prohibited: In performing the Services required herein,
CONSULTANT shall not unlawfully discriminate in violation of any federal, state
or local law, rule or regulation against any person on the basis of race, color,
religion, sex, national origin or ancestry, age or disability.
11. Reports and Information:
11.1 At such times and in such forms as the CITY may require, there shall be
furnished to the CITY such statements, records, reports, data and information as
the CITY may request pertaining to matters covered by this Agreement.
11.2 Consultant shall maintain all writings, documents and records prepared or
compiled in connection with the performance of this Agreement for a minimum of
four (4) years from the termination or completion of this or Agreement. This
includes any handwriting, typewriting, printing, photo static, photographic and
every other means of recording upon any tangible thing, any form of
communication or representation including letters, words, pictures, sounds or
symbols or any combination thereof.
12. Audits and Inspections: At any time during normal business hours and as
often as the CITY may deem necessary, there shall be made available to the
CITY for examination all of CONSULTANT'S records with respect to all matters
covered by this Agreement. CONSULTANT shall permit the CITY to audit,
examine, and make excerpts or transcripts from such records, and to make
audits of all contracts, invoices, materials, payrolls, records of personnel,
conditions of employment and other data relating to all matters covered by this
Agreement.
13. Publication, Reproduction and Use of Material: No material produced in
whole or in part under this Agreement shall be subject to copyright in the United
States or in any other country. The CITY shall have unrestricted authority to
publish, disclose and otherwise use, in whole or in part, any reports, data or other
materials prepared under this Agreement.
14. Compliance with Laws: In performing the scope of services required
hereunder, CONSULTANT shall comply with all applicable laws, ordinances, and
codes of Federal, State, and local governments.
15. Changes: The CITY may, from time to time, request changes in the Scope of
Services to be performed hereunder. Such changes, including any increase or
decrease in the amount of CONSULTANT'S compensation, which are mutually
agreed upon by and between the CITY and CONSULTANT, shall be
incorporated in written amendments to this Agreement.
Project Development Plan — Multipurpose & Event Center Page 5 of 11
16. Termination: If, through any cause, CONSULTANT, its officers, employees, or
agents fails to fulfill in a timely and proper manner its obligations under this
Agreement, violates any of the covenants, agreements, or stipulations of this
Agreement, falsifies any record or document required to be prepared under this
agreement, engages in fraud, dishonesty, or any other act of misconduct in the
performance of this contract, or if the City Council determines that termination of
this Agreement is in the best interest of CITY, the CITY shall thereupon have the
right to terminate this Agreement, in part or in its entirety, by giving written notice
to CONSULTANT of such termination and specifying the effective date thereof at
least fifteen (15) days before the effective date of such termination.
CONSULTANT may terminate this agreement at any time by giving at least sixty
(60) days notice to CITY.
In the event of any termination of this Agreement, all finished or unfinished
documents, data, and reports prepared by CONSULTANT under this Agreement
shall, at the option of the CITY, become its property, and CONSULTANT shall be
entitled to receive just and equitable compensation for any work satisfactorily
complete hereunder.
Notwithstanding the above, CONSULTANT shall not be relieved of liability to the
CITY for damages sustained by the CITY by virtue of any breach of this
Agreement by CONSULTANT, and the CITY may withhold any payments to
CONSULTANT for the purposes of set-off until such time as the exact amount of
damages due the CITY from CONSULTANT is determined. This provision shall
survive the termination of this agreement and shall not relieve CONSULTANT of
its liability to the CITY for damages.
17. Construction and Severability: If any part of this Agreement is held to be
invalid or unenforceable, such holding will not affect the validity or enforceability
of any other part of this Agreement so long as the remainder of the Agreement is
reasonably capable of completion.
18. Advice of Attorney: Each party warrants and represents that in executing this
Agreement. It has received independent legal advice from its attorney's or the
opportunity to seek such advice.
19. Entire Agreement: This Agreement contains the entire agreement of the parties
and supersedes any and all other agreements or understandings, oral of written,
whether previous to the execution hereof or contemporaneous herewith.
20. Public Records Act: Pursuant to Idaho Code Section 9-335, et seq.,
information or documents received from the Contractor may be open to public
inspection and copying unless exempt from disclosure. The Contractor shall
clearly designate individual documents as "exempt" on each page of such
documents and shall indicate the basis for such exemption. The CITY will not
accept the marking of an entire document as exempt. In addition, the CITY will
Project Development Plan — Multipurpose & Event Center Page 6 of 11
not accept a legend or statement on one (1) page that all, or substantially all, of
the document is exempt from disclosure. The Contractor shall indemnify and
defend the CITY against all liability, claims, damages, losses, expenses, actions,
attorney fees and suits whatsoever for honoring such a designation or for the
Contractor's failure to designate individual documents as exempt. The
Contractor's failure to designate as exempt any document or portion of a
document that is released by the CITY shall constitute a complete waiver of any
and all claims for damages caused by any such release.
21. Confidentiality: Consultant understands and acknowledges that all tests and
results(confidential information) are intended solely for the City. Consultant
agrees to hold all confidential information in confidence and will not disclose the
confidential information to any person or entity without the express prior written
consent of City.
22. Applicable Law: This Agreement shall be governed by and construed and
enforced in accordance with the laws of the State of Idaho, and the ordinances of
the City of Meridian.
23. Approval Required: This Agreement shall not become effective or binding until
approved by the City of Meridian.
CITY OF MERIDIAN PEGASUS PLANNING & DEVELOPMENT
B
TAMMY deW RD, MAYOR
Dated: I I " 1 Z- 1 -I
BY:
Sean Garretson, President
Dated: //- 10-2 Of
Approved by Council: K1 O �q. IgIc 10, DE '1
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CoE . HOLMAN, CITY CLERK e t t fAN�`'
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Project Development Plan — Multipurpose & Event Center Page 7 of 11
Purchasing Approval
BY:
/Zuo—
KEI-rWWAfTS-,-'Pur"ffsirg-Manager
Dated:: b �y
Community Development Department
Approval
BY:
Bruc Chatte on, Director
Dated::
Project Development Plan — Multipurpose & Event Center Page 8 of 11
Attachment A
SCOPE OF WORK
TASK ONE: CONFIRM PARAMETERS FOR MULTIPURPOSE CENTER CONCEPT
This Task will result in finalizing the strategic direction for the Conference Center
concept before undertaking other Tasks.
• Consulting Team will hold an internal meeting with Client Team via web
conference to discuss the project, timeline, deliverables, Steering Committee and
other important project parameters.
• We believe that we should look at the following uses: Conference Center,
Outdoor Events Center, Library, Performing Arts Center and Museum.
Additionally, consultants will examine aspects of the Fields District Strategy
under a separate project, including the Ag Experience Center and Innovation
Center. We will examine whether these Fields uses can also be accommodated
as part of a multiuse facility.
• Consultants will prepare a draft matrix for client review that summarizes the
multipurpose event center parameters that consultants will further investigate
(eg., space needs, organizations wanting to partner, programs/activities desired).
TASK TWO: EXISTING & PLANNED SPACE INVENTORY
Consultants will inventory all similar spaces in the Meridian region, highlighting the
square footage available for specific uses.
• Consultants will perform most of the existing and planned space inventory prior
to the first trip.
• Through interviews and focus groups, consultants will determine number of
potential events and programming for Meridian Conference Center.
• Consultants will then spend three full days in Meridian during Trip 1 talking with
key stakeholders, taking tours of existing and planned spaces and finalizing the
inventory.
TASK THREE: PROJECTED DEMAND ANALYSIS & "DELTA"
During Task Three, consultants will analyze the projected demand for conference center
and multi -use space in Meridian.
• Utilizing regional population projections, Consultants will determine the demand
for multipurpose event center space.
• Consultants will compare the existing inventory with the projected demand to
illustrate the "delta"
• Consultants will prepare a brief presentation summarizing this analysis.
TASK FOUR: BENCHMARK ANALYSIS & TRENDS IN CONFERENCE CENTER
TOURISM
Project Development Plan — Multipurpose & Event Center Page 9 of 11
During Task Four, Consultant will identify (with input from Client and Committee)
specific downtown conference centers and multipurpose event centers that the
Consultants should further examine.
• Consultants will research 3-4 Benchmarks (or precedents) for Meridian to further
consider
• Research and present results on trends in tourism and the conference center
market.
• Consultants will prepare a brief presentation highlighting findings from this
Analysis.
TASK FIVE: CONCEPTUAL SITE PLANNING AND IMPACT ANALYSIS
During Task Five, Consultant will create conceptual site plan(s) and perform an
economic impact analysis for each proposed Project Development Plan.
• Specific sites will be identified for this planning and analysis.
• City of Meridian Urban Design staff will assist Pegasus in preliminary
site/conceptual planning and order of magnitude cost estimates.
• Consultant will prepare a brief PowerPoint presentation and report summarizing
this work (to be included in final report).
TASK SIX: RECOMMENDATIONS AND REPORT
During Task Six, Consultant will prepare a report that includes an Executive Summary,
Strategic Recommendations and complete analysis from Tasks One — Four above.
• Review and provide recommendations on tasks involved in forming a new
Auditorium District in Idaho
• Recommendations will be in the form of a Project Development Plan, including:
o Options for Development of Center(s)
o Programming recommendations
o Preliminary Target Market Recommendations
o Funding Approach for each Center (if more than one)
o An order of magnitude economic impact assessment for the project(s)
• Order of magnitude cost estimates will be provided based on recommendations
for space and $/sf cost estimates in the Boise market.
• Consultant will deliver final report to City upon approval by Client.
• All analysis will be included in this final report.
Project Development Plan — Multipurpose & Event Center Page 10 of 11
Attachment B
MILESTONE / PAYMENT SCHEDULE
A. Total and complete compensation for this Agreement shall not exceed
$30,000.00.
TASK
DESCRIPTION
AMOUNT
Task 1-6
Project Development Plan for a Multipurpose &
Event Center
$30,000.00
Travel Expenses (per the requirements below)
$Included
TOTAL
$30,000.00
TRAVEL EXPENSES
The City will only pay for meal, lodging and transportation expenses for official business
that consists of consultants traveling to or from, outside of the Treasure Valley, and that
are directly related to the specific task orders. Reimbursement will NOT exceed the
limits allowed under the US General Services Administration Per Diem Rates for the
Boise area. These rates can be found at the following website:
http://www.gsa.gov/portal/category/100120
Transportation (Pre -approved by Project Manager):
All travel must be by the most economical means practical. If there is interruption of
travel or deviation from the direct route for the traveler's convenience, the deviation
may not exceed the cost of uninterrupted travel.
Airline: Consultants will only be reimbursed for coach or economy class
rates.
Rental Cars: A vehicle is only allowed with prior authorization by the City Project
Manager.
Mileage: Mileage to and from consultants office and airport may be
reimbursed if incorporated in any associated task order.
Parking: Airport parking may be reimbursed if incorporated in any resulting
task order.
ALL OTHER EXPENSES ARE CONSIDERED INCIDENTAL AND ARE
NOT REIMBURSABLE
Project Development Plan — Multipurpose & Event Center Page 11 of 11
City Of Meridian
Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Keith - Unposted Transactions Included In
Report
1120 - Council
01 - General Fund
From 10/1/2014 Through 9/30/2015
Budget with
Amendments
Percent of
Current Year Budget Budget
Actual Remaining Remaining
OPERATING COSTS
55000 Professional Services
30.000.00 0.00 30.000.00 100.00
Total OPERATING COSTS 30,000.00 0.00 30,000.00 100.00%
TOTAL EXPENDITURES 30,000.00 0.00 30,000.00 100.00%
Date: 11/10/14 03:50:23 PM Page: 1