1. CITY OF ALAMO HEIGHTS
ADMINISTRATION AND FINANCE DEPARTMENT
CITY COUNCIL AGENDA MEMORANDUM
TO: Mayor and City Council
FROM: Nina Shealey, Assistant City Manager
SUBJECT: An Ordinance authorizing the City Manager to execute a professional services
agreement for Streetscape Design for the Austin Highway/Lower Broadway
Improvement project with Overland Partners for $80,350 and authorizing a budget
amendment of $58,000 to the current FY 21 budget for streetscape design services
DATE: May 24, 2021
SUMMARY
The presentation is to provide Mayor and City Council with the estimated cost for phase one of
Streetscape Design services for the Austin Highway /Lower Broadway improvement project.
BACKGROUND INFORMATION
In the spring of 2019, a RFQ process was initiated to select an architecture firm to assist the City
of Alamo Heights in developing a vision for the streetscape along lower Broadway. From the RFQ
process, Overland Partners was selected. Under the initial agreement with Overland, they
developed several renderings of what Broadway could look like following the redevelopment
project and an associated budget. The renderings and budget assisted staff in developing the
proposed Bond Project which was approved by voters in November 2020.
With community approval of the overall project, Overland will articulate the vision into logistical
components that will be engineered into the redevelopment project. They will work with our
engineering firm, WGI, to determine the feasibility of these components and build them in to the
overall project design. This will include:
Discovery and analysis of the existing environment and constraints
Creation of the design framework based on the original vision
Determination of probably costs associated with development of the vision
Technical coordination with WGI and other project stakeholders
Due to the multi-year timeframe of the project, subsequent agreements for additional services will
be presented for City Council as the project progresses.
POLICY ANALYSIS
This action is consistent with city policy in negotiating professional services contracts.
FISCAL IMPACT
The Fiscal Year 21 budget included $25,000 for streetscape design services. At the time of budget
development for FY21, the bond project had not yet been approved and limited funds were
committed to the project due to the uncertainty of the election. Since community approval of the
project, staff has continued to work with Overland to continue the momentum of the project. Under
the initial agreement, $2,090 of the $25,000 budget has been used towards this work. As a result,
the scope of this agreement will require a budget amendment of $58,000.
2. ATTACHMENTS
Attachment A – Agreement
Attachment B – Ordinance
________________________
Nina Shealey
Assistant City Manager
________________________
Buddy Kuhn
City Manager
3. 2 0 3 E . J O N E S A V E . , S U I T E 1 0 4 | S A N A N T O N I O , T X 7 8 2 1 5 | 2 1 0 . 8 2 9 . 7 0 0 3 | W W W . O V E R L A N D P A R T N E R S . C O M
May 21, 2021
Mr. Buddy Kuhn, City Manager
Office of the City Manager
City of Alamo Heights
6116 Broadway
Alamo Heights, Texas 78209
RE: ALAMO HEIGHTS STREETSCAPE DESIGN SERVICES – Urban Design Framework (2ND revised)
Dear Buddy,
Overland is excited to continue our work with you by developing an Urban Design Framework focused around
transforming the public realm of the Broadway corridor (“the Corridor”) into a vibrant urban district that will be
distinctly recognizable as Alamo Heights (“the Streetscape Design”).
Working alongside you and Assistant City Manager Nina Shealey as our main points-of-contact (“the Owner”),
Overland and our landscape architecture subconsultant TBG (“the Design Team”) will lead you through a
collaborative process that will yield an Urban Design Framework for the parkway zone between back of roadway
curb and the right-of-way limits on both sides of Broadway from Austin Highway to Burr Road (see Attachment
“C” scope area).
In addition, the Design Team will collaborate with WGI, your civil engineer assigned to the project (under separate
contract), throughout the scope to ensure that the Streetscape Design aligns with the TxDOT plan for the Corridor
from curb to curb (“the Austin Highway/Lower Broadway Improvement Project”).
Following this phase, the Design Team intends to continue to assist you in advancing the Urban Design
Framework into further phases of design for the Corridor to include a master plan and construction documents
for the landscape/urban design portions of the parkway zone. For those phases of work that lie ahead, the
Design Team will provide a proposal at the end of this phase.
In the meantime, we are pleased to present this proposal for design services as outlined below.
PROJECT DESCRIPTION:
The City of Alamo Heights desires to create a Streetscape Design for the Broadway corridor that includes
meandering sidewalks that improve safety and pedestrian comfort while encouraging walkability and providing
opportunities for businesses along Broadway to take advantage of outdoor spaces for café and restaurant
seating, contributing to a vibrant sense of place. The design work will involve articulating a palette of
landscape/low impact development (LID) features, hardscape, street trees, environmental graphics, pedestrian
lighting, and street furniture - redefining Broadway as a “complete street”. It is understood that the design must
align with the roadway schematic of LJA, TxDOT’s engineering team (the “Engineering Team”), and ideally will
link up to the design work of the Broadway corridor south of Burr to the extent that is feasible, and the status of
that work is known to the Design Team during this scope.
SCOPE AND DELIVERABLES
We have organized this scope in two parts including the following tasks and deliverables:
Attachment A
4. 1. STREETSCAPE DESIGN
We have organized the streetscape design scope into eight steps (A through I) including the following listed
below. This proposal includes steps A through D only. Further steps will fall under a future proposal.
a. Discovery/Analysis:
i. With the Owner and WGI, develop an understanding of the current state of the TxDOT
proposal for the redesign of Broadway including approach to travel/bike lanes, parking,
and to establish a clear project limit of the public realm from back of curb to building
face/limits of the right-of-way both sides of Broadway.
ii. With the Owner and WGI, define the ideal conditions for project delivery/construction
relative to advance funding agreement (AFA) with TxDOT.
iii. Analyze existing conditions of the corridor including the following:
1. Existing land uses and property ownership to identify “last foot” obstacles
between the edge of ROW and building façade. Identify these location(s) and the
varying conditions.
2. Identify important connections to key buildings and/or public/open spaces
along the corridor to identify public space design and potential programming
opportunities.
3. Existing trees, utilities, bus stops, landmarks, and other important features.
4. Existing hydrology and drainage patterns (relative to potential LID features).
5. Existing irrigation/availability of water for ROW improvements.
iv. Coordinate with TxDOT's subconsultant (Blanton & Associates) who is performing the
environmental assessment/historic inventory of the corridor to understand
opportunities and constraints that may impact the design process.
v. Coordinate with SARA to comprehend findings from hydrology and drainage modeling
to further understand low impact development (LID) opportunities and constraints.
vi. Conduct case study research/benchmark analysis of great streets
(local/national/international) to explore possible design elements for the corridor and
determine the appropriate scale of application for Alamo Heights.
Discovery/Analysis Deliverables:
1. Graphic diagrams summarizing opportunities and constraints relative to connectivity,
public/open space design opportunities, environmental/historic features.
2. Summary of relevant takeaways from case study research.
b. Urban Design Framework:
i. Building off stakeholder feedback and prior design concept work (renderings), articulate
the Vision for the corridor including the following:
1. Project mission statement, guiding design principles, and project goals.
ii. Develop an Urban Design Framework for the corridor including the following:
1. Identify key segments of the corridor and define the character for each through
narrative and precedent imagery.
2. Organize functional zones relative to the street section with a focus on the
parkway/sidewalk zone (includes vehicular circulation, bike paths, parking, and
pedestrian zones).
3. Develop draft cross sections of character zones to begin to articulate the
dimensions and materiality of the parkway/sidewalk zone.
Attachment A
5. 4. Collaborate with SARA to identify (and size) the different types of low impact
development (LID) features and best management practices (BMP) that are
possible to integrate into the plan and section of the parkway/sidewalk zone.
Urban Design Framework Deliverables:
1. High level slide presentation including the following:
2. Mission statement, guiding design principles, project goals.
3. Draft plan view of the corridor including landscape areas/LID features.
4. Graphic imagery and narrative of proposed enhancements to the public realm including
public/open spaces, landscape areas/LID features, potential programming/activities,
paving, lighting, public art, and gateways.
5. Graphic diagrams of circulation for pedestrians, bicycles, vehicles, and public
transportation facilities (kiosks, bus stops, drop-off points).
6. Draft cross sections (up to 3) of key character zones focusing on landscape/urban
design portions of the parkway zone. These will be conceptual in nature and used to
convey design intent.
c. Opinion of Probable Cost:
i. Develop a high-level opinion of probable cost for the landscape/public realm
enhancements portion of the project (not to include cost assumptions for the work from
curb to curb).
Opinion of Probable Cost Deliverable:
1. Excel spreadsheet with cost per material per square foot.
d. Project/Technical Coordination:
Throughout the duration of the scope, coordinate the technical aspects of the project design
including the following:
i. Lead/attend regular work sessions/coordination meetings with Owner - assumes every
other week/as needed.
ii. Lead/attend regular work sessions/coordination meetings with Design Team
(Overland/TBG) - assumes weekly.
iii. Coordinate with a City of Alamo Heights civil engineer (WGI) to achieve an
understanding of constraints and opportunities along the corridor and to and to develop
strategies for the urban design framework relative to drainage, grading, and utility
coordination, and communicate the design intent to TxDOT’s Engineering Team –
assumes weekly/as needed.
iv. Coordinate with Blanton & Associates regarding environmental assessment/historic
inventory of the corridor - assumes one meeting.
v. During the design process, coordinate at key intervals with TxDOT’s Engineering Team
to ensure the design of the public realm aligns with the TxDOT project (from curb to
curb) - assumes one meeting per design step.
vi. During the design process, coordinate at key intervals with SARA and their
design/engineering team (SARA Team) to ensure the design of the public realm aligns
with SARA's best management practices (BMP) regarding LID features - assumes one
meeting per design step.
NOTE: STEPS E THROUGH I ARE NOT INCLUDED IN THE SCOPE AT THIS TIME. THEY ARE
PROVIDED FOR REFERENCE ONLY AND ARE SUBJECT TO CHANGE AS NEEDED.
Attachment A
6. e. Master Plan (future scope, not included in this proposal):
i. Delineate the dimensions, materiality, plantings, and LID features of the
landscape/urban design portions of the parkway zone.
ii. Incorporate low impact development (LID) features and best management practices
(BMPs) into the design of the streetscape in collaboration with SARA and WGI.
iii. Incorporate Alamo Heights Brand Elements such as gateway elements, signage,
banners, public art, etc.
iv. Develop a project Limit of Work and use take-offs to develop a high-level opinion of
probable cost.
Master Plan Deliverables:
1. One (1) rendered plan view of the corridor
2. One (1) landscape plan of locations and typical details for LID features
3. Material palette indicating paving/hardscape, pedestrian and street lighting, signage,
wayfinding, public art, street furniture
4. Plant palette (includes street tree species, ornamental planting, and LID planting)
5. Irrigation strategy
6. Street sections of key character zones (3)
7. Three (3) eye-level Perspective Renderings of key areas
8. Recommendations related to THC streetscape design guidelines
f. Plan preparation services (future scope, not included in this proposal):
Develop schematic design drawings through sealed construction documents for the
landscape/urban design portions of the parkway zone.
g. Permitting services (future scope, not included in this proposal):
Assist Owner and/or WGI as needed during the permitting process.
h. Bidding and Negotiation services (future scope, not included in this proposal):
Assist Owner with the preparation of a Bidding Package to include specifications and limited,
selected material quantity estimates for the landscape/urban design portions of the parkway
zone. Overland/TBG shall answer questions and provide clarifications to General Contractor(s),
communicated through the Owner and/or WGI.
i. Construction Phase services (future scope, not included in this proposal):
Limited Construction Phase Services which may include the following:
• Shop drawing and product submittal review
• Responses to contractor requests for information (RFIs)
• Site visits by Architect/Landscape Architect
2. MEETING WITH PUBLIC AND PROJECT STAKEHOLDERS (Hourly):
When needed, the Design Team can be present to support the City of Alamo Heights in coordinating with
various public and project stakeholders including the following listed below. For these efforts, the Design
Team will bill on an hourly basis (to be pre-approved by Owner).
a. Attending key meetings as needed and presenting streetscape concepts to city leadership and
staff.
b. Support the development of the project by attending key meetings as needed and presenting
streetscape concepts to business/property owners, and other project stakeholders.
Attachment A
7. c. Support the development of the project by attending key meetings as needed and presenting
streetscape concepts to VIA, CPS, other public/project stakeholders.
SCHEDULE AND MEETINGS
We anticipate the design work for steps A, B, and C to take place over the course of roughly fourteen (14)
calendar weeks beginning in mid-June and lasting through the end of September 2021 with the following
timeline (assumes overlap/concurrent activity):
Discovery/Analysis two (2) to four (4) weeks
Urban Design Framework six (6) to eight (8) weeks
Opinion of Probable Cost two (2) weeks
Project/Technical Coordination fourteen (14) weeks
FEE
We propose the following fees plus reimbursable expenses:
Parts 1: STREETSCAPE DESIGN
Discovery/Analysis $9,830
Urban Design Framework $43,840
Opinion of Probable Cost $9,860
Project/Technical Coordination $16,820
TOTAL: $80,350 (not including Part 3 meetings)
The values shown for each activity above are estimated amounts. Dollars for individual tasks may be shifted
between activities with the total authorized amount not to be exceeded without Owner and Overland executing
an additional service. The fees for the work to be performed shall not exceed $80,350 without the written
authorization by Owner.
Part 2: MEETINGS WITH PUBLIC/PROJECT STAKEHOLDERS:
Hourly basis (assumes a budget of $5,000)
CONSULTANTS
This proposal includes subconsultants for Landscape Architecture and Cost Estimating. Any additional
consultants that may be required will be hired by mutual agreement between the Owner and Overland,
especially as it may impact the coordination of work pertaining to this scope.
For additional consultants contracted through Overland, Overland will charge a coordination fee of an additional
10% per consultant to manage and coordinate their services. For those hired directly by the Owner, Overland
will provide coordination services on an hourly fee basis.
ASSUMPTIONS
• The fees outlined above are based on adhering to the proposed schedule. Delays not caused by Overland
may result in a reasonable adjustment of the fees.
• All deliverables will be sent as digital documents (PDF) unless stated otherwise.
Attachment A
8. • Owner to provide relevant site information via TxDOT’s Engineering Team in AutoCAD format including
property lines, building footprints, utility easements, contours, tree locations, etc.
• Owner to arrange access to TxDOT, TxDOT’s Engineering Team, and their subconsultants
• Owner to assist in arranging meetings with stakeholders
• Owner to prepare printed content for use in stakeholder meetings
ADDITIONAL SERVICES
Additional meetings, presentations, travel, or deliverables beyond what is outlined above will be provided as an
additional service on terms mutually agreed in writing.
ENTIRE AGREEMENT
This agreement, along with Owner’s Streetscape Design Services RFQ issued on June 5, 2019 as revised and
attached hereto, are intended as a full and complete expression of and constitutes the entire agreement between
the parties hereto with respect to the subject matter hereof, and all prior and contemporaneous understandings,
agreements, promises, representations, terms and conditions, both oral and written are merged and incorporated
into this agreement, and no such oral or written understandings, agreements, promises, representations, terms
or conditions not specifically set forth herein shall be binding upon the parties.
BILLING TERMS
You will be invoiced monthly on a percentage complete basis with payment due upon receipt. Overland Partners
shall also be reimbursed for all direct out-of-pocket expenses as described in “Attachment A”.
If this proposal is acceptable to you, please sign and return a copy to our office. This proposal is valid for one
month.
Yours truly,
Becky Rathburn, VP Admin
Attachments:
Attachment “A” Architectural Fee Schedule
Attachment “B” Terms and Conditions
Attachment “C” Scope Area
Attachment “D” Scope Tasks and Fees
Attachment “E” Streetscape Design Services RFQ issued on June 5, 2019 as revised
Agreed:
_________________________________________ ___________________
Buddy Kuhn, City Manager Date
Attachment A
9. ATTACHMENT A
ARCHITECTURAL FEE SCHEDULE
Effective March 1, 2020
Senior Principal $350/Hr.
Principal $265/Hr.
Associate Principal $220/Hr.
Director/Lead Architect $200/Hr.
Senior Architect $180/Hr.
Architect II $150/Hr.
Architect I $125/Hr.
Designer $95/Hr.
Clerical $75/Hr.
Student Intern $55/Hr.
In addition, all reimbursable expenses including, but not limited to, consultant
fees, travel and mileage, reprographics, photocopying, supplies, long distance
telephone calls and fax usage will be charged with a multiplier of 1.1.
Note: This fee schedule is subject to change on January 1 of each year, or upon
notification from Overland Partners to the Owner.
Attachment A
10. ATTACHMENT B
Other Terms and Conditions
The following terms and conditions will be part of this proposal:
Access to Site:
Unless otherwise stated, the OPI will have access to the site for activities necessary for the performance of the
services. OPI will take precautions to minimize damage due to these activities but has not included in the fee the
cost of restoration of any resulting damage.
Dispute Resolution:
Any claims or disputes made during design, construction, or post-construction between the Owner and OPI shall
be submitted to non-binding mediation. Owner and OPI agree to include a similar mediation agreement with all
contractors, subcontractors, sub-consultants, suppliers, and fabricators, thereby providing for mediation as the
primary method for dispute resolution between all parties. Venue for all dispute resolution and other matters
will be in Texas.
Late Payments:
If the invoice is not paid within 30 days, OPI may, without waiving any claim or right against the Owner, and without
liability whatsoever to the Owner, terminate the performance of the service. Accounts unpaid 60 days after the
invoice date may be subject to a monthly service charge of 1.0% (or the legal rate) on the then unpaid balance. In
the event any portion or all of an account remains unpaid 90 days after billing, the Owner shall pay all costs of
collection, including reasonable attorney’s fees.
Indemnification:
OPI shall comply with the Indemnification Requirements contained in Attachment F of the Streetscape Design
Services RFQ issued by Owner on June 5, 2019 as revised and attached hereto. Initial here: ________________
(OPI) ________________ (Owner).
Insurance:
OPI shall comply with the Insurance Requirements contained in Attachment E of the Streetscape Design Services
RFQ issued by Owner on June 5, 2019 as revised and attached hereto. Initial here: ________________ (OPI)
________________ (Owner).
Certifications:
Guarantees and Warranties: OPI shall not be required to execute any document that would result in its certifying,
guaranteeing, or warranting the existence of conditions whose existence OPI cannot ascertain.
Limitation of Liability:
In recognition of the relative risks, rewards and benefits of the project to both the Owner and OPI, the risks
have been allocated such that the Owner agrees that, to the fullest extent permitted by law, the total liability
of OPI and its agents owed to the Owner for any and all injuries, claims, cause of action, losses, expenses,
damages or claim expenses arising out of this agreement from any cause or causes, shall not exceed the
total fees paid to OPI or OPI’s available insurance limits whichever is less. Such causes of action include, but
Attachment A
11. are not limited to, negligence, errors, misrepresentation, omissions, strict liability, breach of contract or
breach of warranty. Initial here: ________________ (OPI) ________________ (Owner).
Termination of Services:
This agreement may be terminated by the Owner or OPI should the other fail to perform its obligations hereunder.
In the event of termination, the Owner shall pay OPI for all services rendered to the date of termination, all
reimbursable expenses, and reimbursable termination expenses. The Owner may choose to stop work at the
conclusion of any design phase and will only be responsible for fees earned in that phase.
Ownership of Documents:
The Owner shall not own a license to use the drawings unless and until the Owner and OPI execute an agreement
in the future upon mutually acceptable terms and compensation to induce OPI to confer such rights. The parties
agree that OPI retains all statutory rights, and copyrights in its designs and work products.
Americans with Disabilities Act:
The Americans with Disabilities Act (ADA) provides that it is a violation of the ADA to design and construct a facility
for first occupancy later than January 26, 1993, that does not meet the accessibility and usability requirements of
the ADA except where an entity can demonstrate that it is structurally impractical to meet such requirements.
The Owner acknowledges that the requirements of the ADA will be subject to various and possibly contradictory
interpretations. The Design Professional, therefore, will use his or her reasonable professional efforts to
interpret applicable (ADA) requirements as they apply to the project. The Design Professional, however, cannot
and does not warrant or guarantee that the Owner's project will comply with interpretations of ADA requirements
as they apply to the project.
Texas Board of Architectural Examiners:
The Texas Board of Architectural Examiners, P.O. Box 12337, Austin, Texas 78711-2337 or 333 Guadalupe, Suite
2-350, Austin, Texas, 78701-3942. (512) 305-9000 has jurisdiction over individuals licensed under the Architect's
Registration Law, Texas Civil Statutes, Article 249a.
Attachment A
12. ATTACHMENT C
PROJECT SCOPE AREA
Broadway Corridor in Alamo Heights (approximately 0.75 miles)
Attachment A
36. Attachment B
ORDINANCE NO. __________
AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXECUTE
A PROFESSIONAL SERVICES AGREEMENT FOR AUSTIN
HIGHWAY/LOWER BROADWAY IMPROVEMENT PROJECT AND
AMENDING THE GENERAL FUND BUDGET FISCAL YEAR 2020-21
FOR $58,000
WHEREAS, the City of Alamo Heights budgeted for streetscape design services for the
Austin Highway/Lower Broadway Improvement Project in the amount of $25,000; and
WHEREAS, the City of Alamo Heights requested proposals from architecture firms for
streetscape design services and selected Overland Partners in August 2019, and
WHEREAS, the cost for Step 1 of streetscape design services for the project, which
includes urban design framework, opinion of probable costs, project coordination and obtaining
public input for an amount not to exceed $80,350, and
WHEREAS, funds are available in the General Fund to amend the current budget by
$58,000 to fund Step 1 engineering services; and
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF ALAMO HEIGHTS, TEXAS authorizes the City Manager to enter into a streetscape design
services agreement with Overland Partners for Step 1 of the Austin Highway/Lower Broadway
Improvement Project for an amount not to exceed $80,350 and authorizes an amendment to the
adopted Fiscal Year 2020-21 operating budget by an additional $58,000 in the General Fund.
PASSED AND APPROVED this 24th day of MAY, 2021.
_____________________________________
BOBBY ROSENTHAL, MAYOR
ATTEST:
_______________________________
ELSA T. ROBLES, CITY SECRETARY
APPROVED AS TO FORM:
_______________________________
FRANK J. GARZA, CITY ATTORNEY
