HomeMy WebLinkAbout105-15 RESOLUTIONRESOLUTION NO. 105-15
A RESOLUTION TO AUTHORIZE A PROFESSIONAL DESIGN SERVICES
AGREEMENT WITH PROGRESSIVE TRAIL DESIGN, LLC FOR THE
PREPARATION OF THE KESSLER MOUNTAIN TRAILS MASTER PLAN IN
AN AMOUNT NOT TO EXCEED $26,320.00, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNTOF $2,632.00.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Mayor
to sign a Professional Design Services Agreement with Progressive Trail Design, LLC for the
preparation of the Kessler Mountain Trails Master Plan in an amount not to exceed $26,320.00,
and further approves a project contingency in the amount of $2,632.00.
PASSED and APPROVED this 2nd day of June, 2015.
ATTEST:
By: _ 4L1dA&-- ��- xok�
SONDRA E. SMITH, City Clerk Treasurer
°v; FAYETTEVILLE:;;x)!
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City of Fayetteville, Arkansas 113 West Mountain Street
i/ Fayetteville, AR 72701
(479) 575-8323
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Text File
File Number: 2015-0253
Agenda Date: 6/2/2015 Version: 1 Status: Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 4
PROGRESSIVE TRAIL DESIGN, LLC
A RESOLUTION TO AUTHORIZE A PROFESSIONAL DESIGN SERVICES AGREEMENT WITH
PROGRESSIVE TRAIL DESIGN, LLC FOR THE PREPARATION OF THE KESSLER MOUNTAIN
TRAILS MASTER PLAN IN AN AMOUNT NOT TO EXCEED $26,320.00, AND TO APPROVE A
PROJECT CONTINGENCY IN THE AMOUNT OF $2,632.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Mayor to
sign a Professional Design Services Agreement with Progressive Trail Design, LLC for the preparation
of the Kessler Mountain Trails Master Plan in an amount not to exceed $26,320.00, and further
approves a project contingency in the amount of $2,632.00.
City of Fayetteville, Arkansas Page 1 Printed on 5/28/2015
City of Fayetteville Staff Review Form
2015-0253
Legistar File ID
6/2/2015
City Council Meeting Date - Agenda Item only
N/A for Non -Agenda Item
Parks & Recreation /
Alison Jumper 5/15/2015 Parks & Recreation Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of a contract with Progressive Trail Design, LLC in the amount not to exceed
$26,320 for the preparation of the Kessler Mountain Trails Master Plan and a 10% project contingency of
$2,632.
4479.9470.5314.00
Account Number
14013.1
Project Number
Budgeted Item? Yes
Budget Impact:
Sales Tax
Fund
Kessler Mountain Acquisition
Project Title
Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
$ 89,585.00
$ 105.00
$ 28,952.00
Remaining Budget 6 ,528a:�0
V20140710
Previous Ordinance or Resolution # 40-14
Original Contract Number:
Comments:
Approval Dateryr( -ly
CITY OF
Fays
ARKANSAS
MEETING OF JUNE 2, 2015
TO: Mayor and City Council
CITY COUNCIL AGENDA MEMO
THRU: Connie Edmonston, Parks and Recreation Director
Don Marr, Chief of Staff
FROM: Alison Jumper, Park Planning Superintendent
DATE: May -15, 2015
SUBJECT: Resolution to approve a contract with Progressive Trail Design, LLC for the
Preparation of the Kessler Mountain Trails Master Plan
RECOMMENDATION:
Staff recommends approval of a contract with Progressive Trail Design, LLC in the amount not
to exceed $26,320 for the preparation of the Kessler Mountain Trails Master Plan and a 10%
project contingency of $2,632.
BACKGROUND:
The City of Fayetteville purchased and preserved over 350 acres on Kessler Mountain in a
partnership with the Walton Family Foundation, Chambers Bank and the Fayetteville Natural
Heritage Association in 2014. Located on the southwest edge of Fayetteville in Washington
County, Kessler Mountain reaches 1,856 feet above sea level. The area consists of steep bluffs
and rock -covered woodlands with miles of nature trails that traverse through stands of old-
growth forest, rock outcroppings showcasing many native flora and fauna species.
Mr. Jeremy Pate noted in his February 4, 2014 memo to the City Council for the purchase of the
land that the city's vision is to utilize already forged partnerships with the Mt. Kessler
Greenways Advocates, Fayetteville Natural Heritage Association, Ozark Off -Road Cyclists, the
International Mountain Bicycling Association, the University of Arkansas, Fayetteville Public
Schools and others to develop programs at Kessler Mountain that emphasize and expand upon
established outdoor recreation in the form of mountain biking, hiking, and nature study. We plan
to use these relationships to continue the design, development, expansion and long-term
maintenance of the Kessler Mountain trail system for recreational use; to foster working outdoor
classrooms and laboratory spaces for use by the University and surrounding schools; to provide
for the study of native Arkansas flora, fauna and geologic rock formations; to promote
awareness of watershed and natural resource preservation; and to provide places for healthy,
active lifestyles for future generations' wellbeing.
Additionally, Resolution 40-14 stated the City will also need to spend about $100,000 from
reserves to develop a public trailhead for the many nature, hiking, biking and recreational trails
already established and to be established and enhanced as part of the Regional Park.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
DISCUSSION:
In an effort to move forward with fullfilling the commitments and visions setforth by the City
Council through the approval of Resolution 40-14, a Request for Proposal (RFP) 15-02 was
drafted and advertised on March 16, 2015 and opened April 10, 2015. Two proposal were
submitted. Progressive Trail Design, LLC was selected through a selection committee on April
22, 2015 to prepare the trails master plan.
If approved, staff will work with Progressive Trail Design to establish a stake holder group and
begin hosting public meetings in June to gather input. The public input process will be very
important and will focus on addressing a variety of user groups. Once a final plan is developed,
it will be presented to the Parks and Recreation Advisory Board and the City Council. The
master plan is anticipated to be complete in the fall 2015 and will recommend near, mid and
long term project priorities for existing trails as well as trail development and expansion.
BUDGET/STAFF IMPACT:
Total cost for the trail master plan is not to exceed $26,320. Funding for the project is provided
through the Kessler Mountain Acquisition Project number 14013.1.
Attachments:
RFP 15-02 List of Submittals
Resolution 40-14
Progressive Trail Design, LLC Proposal Submittal
Signed Agreement with Progressive Trail Design, LLC
Purchase Order Request
CITY or City of Fayetteville, Arkansas
Fiayv'�e�'Ile RFP 15-02, Mount Kessler Trails Master Plan
AR V A N S As List of Proposals Received: 04.10.15
1 Crossland Construction Company Inc Phil Penny 479-721-3154 ppenny@crossiandconstruction.com 1800 S 52nd St Ste 410 Rogers AR 72758
2 Progressive Trail Design LLC Nathan Woodruff 479-966-0286 woody@nrogressivetraildesign.com 3589-3 N Shiloh Dr#222 Fayetteville AR 72704
RFP 15-02
Page 1 oil
Last Updated: 4/15/2015 -- AF
RESOLUTION NO. 40-14
A RESOLUTION TO AUTHORIZE MAYOR JORDAN TO APPLY FOR AND
ACCEPT A 50/50 MATCHING GRANT FROM THE WALTON FAMILY
FOUNDATION IN THE AMOUNT OF $1,500,000.00, TO USE THIS GRANT
AND $1,600,000.00 OUT OF RESERVES TO PURCHASE ABOUT 328
ACRES OF MT. KESSLER FROM CHAMBERS BANK AND TO BUILD A
TRAILHEAD, TO APPROVE A LAND SWAP WITH CHAMBERS BANK, TO
SUPPORT A PARKLAND DEDICATION OF ABOUT 48 ACRES FOR
FUTURE PARKLAND CREDIT AND TO APPROVE THE ATTACHED
BUDGET ADJUSTMENT
WHEREAS, the City of Fayetteville has a unique opportunity to work with the Walton
Family Foundation, Fayetteville Natural Heritage Association and Chambers Bank to acquire
and preserve 376 acres of Mt. Kessler for $3,000,000.00 and parkland dedication so that the
Regional Park will grow to almost 600 contiguous acres of amenities running the gamut from
developed sports fields to mountain biking and nature trails; and
WHEREAS, the City will also need to spend about $100,000.00 from reserves to
develop a public trailhead for the many nature, hiking, biking and recreational trails already
established and to be established and enhanced as part of the Regional Park.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves
the City of Fayetteville application for the 50/50 matching grant with the Walton Family
Foundation, extends its deepest appreciation and gratitude to the Walton Family Foundation for
this grant, agrees to accept and match this $1.5 million donation with City funds from reserves,
agrees to use this Three Million Dollars to purchase about 328 acres from Chambers Bank,
agrees to build the public trailhead for about $100,000.00 from reserves and authorizes Mayor
Jordan to sign all necessary documents and agreements necessary to accomplish this grant,
purchase and project.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby agrees to
support and recommend that the Fayetteville Planning Commission accept a parkland dedication
of about 48 acres by Chambers Bank to be used for future parkland credit.
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby agrees to
swap those parcels of City land with Chambers Bank for the Chambers Bank parcels and trail
easements all as identified on the map attached to this Resolution as Exhibit A.
Page 2
Resolution No. 40-14
Section 4: That the City Council of the City of Fayetteville, Arkansas hereby approves
the attached Budget Adjustment recognizing grant revenue of $1.5 million from the Walton
Family Foundation and expenditures of $3.1 million for purchase of the Mt. Kessler property and
construction on the trailhead.
PASSED and APPROVED this 18t" day of February, 2014.
By:
ATTEST:
By:
SONDRA E. SMITH, City Clerk/Treasurer
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Mt. Kessler Trails Master Plan Proposal
Request For Proposal - RFP15-02
April 10, 2015
CONTACT:
NATHAN WOODRUFF - PROGRESSIVE TRAIL DESIGN
woody@progressivetraildesign.com
479-966-0286
Progressive Trail Design (PTD), ALTA Planning & Ozark Ecological Restoration Inc. (OERI)
have chosen to team for this project in order to provide the best possible plan for Mt. Kessler and
the City of Fayetteville. We have assembled a dynamic team of local individuals that provides
expertise in all areas of this project. PTD will provide trail design expertise with the assistance
of OERI as the environmental consultation in the field, and ALTA will facilitate the public input
process.
Progressive Trail Design has been designing and building trail since 2006. We started in Fayette-
ville and almost all of our team still call it home. Many of us cut our teeth riding and building
on Mt. Kessler. Many of us were involved in the movement to save Kessler. Needless to say this
mountain is very special to us. It is one of the last remaining large green spaces in our City and
we recognize its potential to be one of the premier city parks and trail systems in the State and
beyond. We know this mountain well and have worked with all stakeholders to assist in preserv-
ing the unique experience that we all love. We hope to expand on that through our expertise in
trail development.
PTD has worked with a wide variety of land managing agencies across the country on projects
ranging from ADA Accessible Trail, such as Martin Park, OKC, to Museums, such as Crystal
Bridges, to State Parks, such as Devil's Den, to comprehensive Master Trails Plans, such as the
one we are currently working on Pitkin County, CO (Aspen/Snowmass Area). Our experience
in sustainable soft -surface trail design and our experience in working with land managers, differ-
ent user groups, and other stakeholders sets us apart.
The role of PTD for this project is to conduct all the field work with the assistance of OERI to
ensure that the Ecological Assessment, by Theo Witsell is properly interpreted on the ground as
we work through the design. We will elaborate more on the process in the section on "Project
Approach".
Alta Planning + Design is North America's leading multi -modal transportation firm that special-
izes in the planning, design, and implementation of bicycle, pedestrian, park, and trail corridors
and systems. Founded in 1996, Alta has more than 135 staff in 28 offices across North America.
On any given day, most staff walk, bike, or take transit to work. We are committed to transform-
ing communities, one trip at a time, one step at a time, and one street, inter- section, and park at
a time.
1
ALTA will focus on the facilitation of the public input process and general assistance on overall
plan. Erin Rushing will take the lead on this. He has an immmense amount of experince both
locally and nationally. He was one of the lead guys in the development of both the Razorback
Greenway and the recent Bella Vista Master Plan. Erin and Woody of PTD have worked togeth-
er on a few local projects including the Bella Vista Trails Plan. We will elaborate more on the role
of ALTA in the "Project Approach" section.
Ozark Ecological Restoration Inc. (OERI) is a 501(c)(3) non-profit company established in 1998
by Joe Woolbright. They specialize in ecological restoration of areas that have been overtaken
by invasives or damaged by natural and/or human power. They have a small team of individu-
als, including botanist who are experts in identifying endagered species. Though the Arkansas
Natural Heritage Commison has already submitted a report by Theo Witsell, we felt that by
adding OERI to the team, they could assist in interpreting that report on the ground to ensure
that we are aligning trail in the most envirnmentallly sound way. In addition, they can provide
reccomendations and budgets for addressing any invasive or damages areas.
We look forward to this opportunity to develop Mt. Kessler into our greatest City Park and one
that will be a recreational asset and destimatnion for our hometown for years to come.
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Crystal Bridges Museum of American Art
Bentonville, Arkansas
Crystal Bridges is one of the premier American Art Museums in the world and one of the most
unique buildings in Mid -America. We had the honor of developing two soft -surface trails on a
small piece of wooded property flanking the museum: "The Tulip Trail" and "Crystal Springs
Trail': We surfaced the trail with an all-weather decomposed granite and punctuated it with
nearly 100 stone risers, a CCC-style rustic cedar bridge and a myriad of custom stone work.
The highlight of the trails is "Crystal Springs" from wince forth the soul of the Crystal Bridges
flows.
Client: City of Bentonville & Bentonville/Bella Vista Trailblazers
Contact: Scott Ecleston, Crystal Bridges -Director of Grounds & Facilities
email: Scott.Eccleston@crystalbridges.org
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10
TOWN OF
CASTLE ROCK
COLORADO
July 10, 2013
To whom it may concern,
Since 2010, the Town of Castle Rock has had the pleasure to work with Progressive Trails Design
(PTD) on several projects. We first became aware of PTD while soliciting bids through the Professional
Trails Building Association. Since that time, PTD has exhibited extensive knowledge, professionalism
and passion in developing sustainable trail systems and bike park facilities. Their suggestions and
guidance during the process of developing our new trail systems was top notch.
The Town's most popular trail system located on Ridgeline Open Space, originally built in 2008, offered
6.5 miles of single-track trails weaving through the bluffs and valleys above the Town. In 2010, the
Town hired PTD to expand the trail system to accommodate a ten -mile continuous loop. PTD built an
additional 7 miles of trail and completed the project on time and on budget. Furthermore, the trails that
they had designed and constructed are in great shape and have required little, if no maintenance other
than the expected clearing of vegetation to keep the corridor clear, truly a "sustainable trail". Today the
trails at Ridgeline are well known and used by many up and down the Front Range bring in visitors and
helping to spur the growth of Castle Rock.
In an effort to keep up with new trends in the biking industry, The Town built the first phase of Rhyolite
Bike Park in 2008. At that time, the park included a beginner downhill flow line with a return trail back
to the top. In an effort to continue the development of the Bike Park, in 2010, the Town added an
additional intermediate and advanced flow line with fabricated jump lips and a wall ride. The new
addition was a success. However, the flow of the trails was an issue expressed by the park users; PTD
was brought in to assist. PTD evaluated the site, reworked berms, consolidated small rollers into large
tabletop jumps and greatly improved the flow of the courses. Furthermore, PTD added an additional
mulch pit jump to the park. The changes were well received and the Town requested PTD to design
and build a new session zone for the park. The new session includes a beginner, intermediate and
advanced lines with jumps, rollers, berms and a curved wall ride off the advanced line. Again, the new
feature was a huge success bringing in additional users and interest to the park. PTB successfully built
the new session zone at a very fair rate and completed the project ahead of schedule.
The Town of Castle Rock would absolutely use PTD on any future trail projects and would highly
recommend them for such work. The Town has truly enjoyed working with Woody, Clayton and the
entire team at PTD; they are professional, knowledgeable and bring great ideas to the table.
Sincere --,,,
Richard Havel, Trails Planner
Town of Castle Rock, Parks and Recreation Department
2301 Woodlands Blvd.
Castle Rock, CO 80104
rhavel@crgov.com
720.733.4482
www.crgov.com
Parks and Recreation Department
2301 Woodlands Blvd Castle Rock, CO 80104 P: 303 814 7414 F: 303.660.1011
August 28, 2011
Re: Progressive Trail Design, LLC
To Whom It May Concern:
I have had the opportunity to work with Progressive Trail Design, LLC for the last five (5)
years. During this time, Progressive has designed and built approximately twenty-two (22)
miles of multi -use trails for the Bentonville/Bella Vista Trailblazers Association, Inc.
Progress Trail Design has excelled in:
1. Professional layout and design for the trails. They have done a very good job in
working the trails into the hilly terrain that we have in Northwest Arkansas.
2. Developed comprehensive budgets that they live within.
3. Have a very good concern for the affect the trail will have on the environment and have
worked to minimize the impact.
4. Have met their construction schedules.
5. Have a great "EYE" for building trailheads and other trail features that make a strong
statement to the ultimate trail user.
a. Progressive has utilized a lot of native rock work on some of the specialized
trails that lets the trail user know that they are utilizing a world -class trail network.
6. Have been very helpful in the design of signage for the various trails.
The quality of our multi -use trails is having a strong economic impact for Northwest
Arkansas. We have mountain bike riders coming from numerous states to ride our trails.
I believe that Progressive Trail Design, LLC has shown that they are very capable of doing
a professional job in designing and building top-notch trails and would recommend them
for you next project.
Sincerely,
Bob Norwood
Board Member and Head of Trail Construction
P.O. Box 5774 Bella Vista, AR 72714 • A501(C)(3)Corporation
Mansas.
THE NATURAL STATE
DEPARTMENT OF
PARKS & TOURISM
1 Capitol Mall
Little Rock, AR 72201
501-682-7777 ARKANSAS DEPARTMENT OF PARKS AND TOURISM
Arkansas.com
History Commission
501-682-6900 (V/TT)
Ark-ives.com
KeepArkansoDevil's Den State Park
Becutitul Division
501-682-3507 11333 West Arkansas Hwy 74
KeepA.rkansosBeouliful.com
Personnel Section West Fork, Arkansas 72774
501-682-7742 (V/TT) -
State Parks Division
501-682-1191 (V/TT)
ArkcnsasSlotePorkscom RE: Recommendation, Progressive Trail Design
Tourism Division
501-682-7777 (V/fl)
As land manager at Devil's Den State Park, I highly recommend Progressive Trail Design (PTD)
for all your trail needs. PTD has worked on a number of projects for the park. Those projects
MMike Be be vary from refurbishing trails, constructing new trails, building bridges and trail heads.
Richard W. Davies Some of the projects included working on our historical trails at Devil's Den. We want the
EXECUTIVE DIRECTOR
construction on those trails to blend in with the works of the Civilian Conservation Corps
STATE PARKS, (CCC). This requires using stone steps and pavers in the CCC tradition. PTD also built bridges
RECREATION
COMMISSION that matched the rustic style of architecture (Park Architecture) of that period. Their work in
Jay Bunyord this area is impeccable. In fact it is difficult to distinguish the difference between PTD's work
CHAIRMAN
SteveArrison and that of the CCC's.
VICE-CHAIRMAN
Bill Barnes
Donny Ford When they are constructing new trail or rehabilitating old, they will follow the International
JimGaston Mountain Bicycling Association's (IMBA) Gray y g ( ) guidelines for building sustainable trails. For the park
Debra Hoak this is extremely important. Trails built in the proper place using the correct techniques help
Bob
yLi nigh!sey limit maintenance problems which in turn saves funding.
Billy Lindsey
Monline McNulty
Mike Mills I have been around trail work for 20 years; PTD is the most professional group I have worked
Ness Sechresi
JimShomburoer with. All the projects at the park were completed on time, if not before, and above
Wade Williams expectations. Their latest project on the Fossil Flat Multi -use Trail is simply incredible.
DIVISION DIRECTORS
LarryCdrglle Please feel free to contact me or any uniform staff at the park if you have any questions.
ADMINISTRATION
Grea Burls
STATE PARKS
Joe David Rice
TOURISM Sinrely;J
Nancy Clark
GREAT RIVER ROAD f„`r
Dr. Wendy Richter
HISTORY COMMISSION
Robert Phelps
KEEP ARKANSAS Tim V. Scott
BEAUTIFUL
Assistant Superintendent
tim.scott@arkansas.gov
AN EQUAL 1.479-761.3325
OPPORTUNITY/
AFFIRMATIVE ACTION/
AMERICANS WITH
DISABILITIES ACT
EMPLOYER
Alta provides afull rangeofservices including:
Alta's mission is to create active
communities where bicycling and
walking are safe, healthy, fun, and
normal daily activities.
Alta Planning + Design is North America's leading
multimodal transportation firm that specializes in the
planning, design, and implementation of bicycle, pedestrian,
park, and trail corridors and systems. Founded in 1996, Alta
has more than 135 staff in 28 offices across North America.
On any given day, most staff walk, bike, or take transit to
work. We are committed to transforming communities, one
trip at a time, one step at a time, and one street, inter-
section, and park at a time.
EXPERIENCE
We have experience working with communities of all sizes,
from a few thousand to millions, and from rural mountains and
deserts to suburban and urbanized areas. We strive to tailor
each project to the community's unique setting, history, and
culture through an active public participation process. Alta
staff are proud to have designed and implemented over
8,000 miles of bike- ways, walkways, and trails.
• Master plans (bicycle, pedestrian, trail, open space, and
park)
• Public involvement
• Landscape architecture and project design
• Traffic engineering
• Greenway and corridor plans
• Bicycle and pedestrian integration with transit
• Bicycle and pedestrian facility design guidelines
• Counts, surveys, and demand analysis
• Complete Streets
• Bicycle parking design
• Trail safety and sustainability audit
• Signage and wayfinding plans
• GIS and mapping services
• Construction documentation and administration
• Safe Routes to School studies and plans
• Technical assistance and training
• Education, encouragement, and marketing services
• Bike share feasibility studies
OFFICE LOCATIONS
DEDICATION
Alta staff are at the forefront of the sustainable
transportation movement. We are active in the Association
of Pedestrian and Bicycle Professional (APBP), the Institute
of Transportation Engineers, the Transportation Research
Board, the Complete Streets Coalition, and have conducted •�
national studies for the
U.S. Department of Transportation. Alta is proud to be a
co-author of the NACTO Urban Bikeway Design Guide,
and a founder of the Initiative for Bicycle & Pedestrian
Innovation at Portland State University.
Erin is a landscape architect with deep experience in residential, industrial, municipal,
educational, commercial, and recreational development projects. His passion lies in
greenway trail design, downtown enhancement projects, streetscapes, and parks and
recreation projects, and he was the Project Manager of record for eight miles of the NW
Arkansas Razorback Regional Greenway. Erin's leadership and experience spans site and
civil development from concept to construction documentation and administration. His expertise has been
recognized through numerous American Society of Civil Engineering awards he has received for his work in
Northwest Arkansas, including Turtle Creek Trail and Main Street Rogers Intersection Improvements.
Education
• BS, Landscape Architecture, Fay Jones School
of Architecture, University of Arkansas, 1995
Registrations
• Professional Landscape Architect in the States of
Arizona #52568, Arkansas #5071, California
#5173, Connecticut #942, Delaware #319,
Indiana #21200025, Maryland #3145, Missouri
#2001029338, Oklahoma #291, Pennsylvania
#2628, Washington #889
Recent Projects:
Northwest Arkansas Razorback Regional
Greenway
Erin is Alta's project manager developing
construction documents and overseeing construction
administration for the Razorback Regional Greenway.
Previous to working at Alta, Erin assisted with initial
routing studies, which included site inspection of the
entire federally funded route by foot to identify ideal
trail locations. His project coordination includes
working with city officials, federal agencies,
stakeholders, and property owners.
Bella Vista Trails Master Plan, AR
Erin served as project landscape architect to create a
bicycle master plan for Bella Vista. Located in the
Ozark Mountains of Northwest Arkansas, Bella Vista
is looking to increase connections within the city and
to regional recreational, cultural, and natural areas.
Erin conducted field work, developed
recommendations, and authored sections of the final
plan document.
Northwest Arkansas Regional Bicycle and
Pedestrian Plan
Community Involvement
• Benton County Leadership, 2000-2001
• Bentonville Industrial Development Committee
• Rogers Economic Restructuring Committee
• YMCA Board of Directors
• Rogers Vision 2020 Committee
• NWA Business Journal 40 under 40
• NWA Active Transportation Committee
• Rogers Greenway Trail Committee
Erin was the project landscape architect to develop a
regional plan for improving bicycling and walking
connections to support transportation, recreation,
healthy living, community building, and economic
vitality, using the NW Arkansas Razorback Regional
Greenway as a spine that connects all the
communities. The plan makes local and regional
connections safer and accessible for all users and
will be a guide for all communities in Northwest
Arkansas to achieve Bicycle- and Walk -Friendly
Community designations.
Awards
• ACEC Engineering Excellence Award, Clear Creek
Residential Subdivision, 2004
• ACEC Engineering Excellence Award, Fountain
Plaza, 2006
• ACEC Engineering Excellence Award, Otter Creek
Estates, 2008
• ACEC Engineering Excellence Award, Rogers
Turtle Creek Trail, 2009
• ACEC Engineering Excellence Award, Main Street
Rogers Intersections, 2011
18
Bella Vista Trail and Greenway Master Trails Plan
Alta is completing the Bella Vista Trail and Greenways Master Plan for the
Bella Vista Foundation. The plan's goal is to increase pedestrian and bicy-
clist opportunities for transportation and recreation, enhance safety, foster
better access to community destinations, and create unique opportunities
for active and healthy lifestyles in Bella Vista, Arkansas.
The planning process began with a Kick -Off Meeting on June 2, 2014 and
will continue through early 2015. The Kick -Off meeting was the first of
four project Steering Committee meetings. The Steering Committee is
made up of a combination of community representatives and stakehold-
ers that is working to create a vision that will guide the planning process,
and identify high priority trail and greenway corridors. Public involvement
included two Community Open Houses, and the project team attended the
Bella Vista Hay Days Fall Festival to discuss draft project ideas and receive
public input. The workshops featured draft recommendations, and was
used to gather input on potential priorities for improvements. Feedback
from this will be used to produce final recommendations.
Client: Bella Vista Foundation
Date: 2014-2015
Reference: Tom Pyatt, Director, (479) 903-4803
20
Northwest Arkansas Razorback Greenway
Alta led a team of national experts to develop a regional greenways plan for NW Arkansas. The
project involved prioritizing regional opportunities for creating trails that connect the commu-
nities of Bentonville, Fayetteville, Rogers, and Springdale. The project team worked with the NW
Arkansas Metropolitan Planning Organization, the NWA Regional Planning Commission, and
the Heritage Trail Partnership. The Multi -Use Trail System complements the 2002 Heritage Trail
Plan, which is a regional network of automobile, bicycle, and pedestrian facilities that connects
Northwest Arkansas citizens and visitors to heritage, recreational and cultural assets, a healthier
lifestyle, and to each other.
The 36 -mile greenway will link the six major municipalities of northwest Arkansas, the Uni-
versity of Arkansas, hospitals, commercial centers, and the headquarters of major employers.
The new greenway will increase connectivity, drive economic development, improve residents'
health, and help make northwest Arkansas a more attractive place to live, work, and play.
During Phase One, Alta developed the final alignment and filed a Categorical Exclusion applica-
tion for the Razorback Greenway. We then assisted the NW Arkansas Regional Planning Com-
mission with securing $15 million in TIGER II Grant funds for the project. Alta provided an ex-
tensive cost -benefit analysis to demonstrate the positive economic impact health and air quality
improvements generated by the greenway to give the project an edge in a competitive application
process. With the successful funding of the project, Alta's application for the Razorback Green -
way has been hailed as a national model for bicycle and pedestrian grant writing.
21
Alta produced construction documents and right-of-way information as part of Phase Two and
are currently managing construction administration, including right-of-way acquisition, for a
16 -mile portion of the greenway that runs through the towns of Springdale, Rogers, and Lowell.
This portion of the project is funded by the TIGER II Grant award. In addition, Alta completed
a custom Fit and Finish Package and Donor Catalogue for the trail system's amenities, including
seating, bicycle racks, planting, and other site furnishings.
As the trail is reaching completion, the NWARPC asked Alta to provide a cohesive sign pro-
gram for the greenway to further refine the trail's approach to multimodal conflict points. Logo
specifications, approved color palettes, partner logos, acceptable fonts, dimensions, placement
standards, and a planning -level location guide complete the package. The sign family consists of
information kiosks with regional maps, directional signage, walk/bike distance and mileage to
destinations, local maps, community guides, mile markers, and interpretive signage. The pur-
pose of the wayfinding and branding system is to aid in safety and navigation of the region while
promoting healthy travel choices through offs
trail directional signage and on -trail walk/bike
timing.
In addition, Alta completed a custom Fit andf
Finish Package and Donor Catalogue for the 04%T ' " ,, ,
d ••"
trail system s amenities, including seating,
bicycle racks, planting, and other site furnish-
ings.
Date: 2010 2011
NkntlR eofirk,7nsxs N:lb??i>.YKY. FFAe?ic?s31C (' flv'.y
22
Introduction: "Restoring Unique Ozark Natural Communities"
Ozark Ecological Restoration Inc. (OERI) Is a 501(c)(3) non-profit company established in 1998.
We specialize (but not limited to) tallgrass prairie restoration and establishment. Most of the
restoration work focuses on the elimination of alien and invasive species by application of specific herbi-
cides, plant cutting and pulling, and prescribed fire.
OERI equiptment includes 4 four wheelers with mounted 25 gallon hand/boom sprayers, 4
gallon back pack sprayers, 30' tractor mounted boom sprayer, 300 gallon fire truck, 1800 gallon boom
spray truck (GPS driven -see attached photo) 4 wheel drive trucks, chain saws, assorted hand tools, and
all necessary fire fighting equiptment.
OERI associates are experienced in prescribed burning. We and our associates burned over 5000
acres during the 2000-2015 burn seasons Our fire fighters are (3) local fire captains with wildland fire
fighter experience in western fires, (4) OERI employees with S-1 10 and S-130 wildland fire fighter train-
ing and former USFS employees, retired. We also sub -contract with the Arkansas Chapter of the Nature
Conservany fire crews.
We are licensed by the Arkansas Plant Board as a certified herbicide applicator.
I have attached a list of clients and their respectives agencies that we have performed stewardship
practices for, along with a list of references. If you need further information, please contact me by e-mail
or phone. Thank you for your attention.
Director Biography:
Joe was born in 1945. He has been a conservation activist his entire adult life. He retired in 2012
logical restoration power point programs, followed by
field ecology tours, for multiple professors at three NW
Arkansas universities, provides programs for civic clubs,
conservation non-profit organizations, private corpora-
tions and businesses seeking to improve their ecological
sustain ability, and private landowners wanting to estab-
lish native plant gardens, wildlife plots, or native grass
23
Clients/Projects:
Federal
U.S. Dept of the Interior
A. NPS- Buffalo National River- Advisor- Prairie Establishment
B. NPS- Pea Ridge National Battlefield- Advisor- Prairie Establishment
State
A. Arkansas Natural Heritage Commission
1. Chesney Prairies Natural Area- 82 acres- Annual
* Stewardship contract since 1999
2. Baker Prairie Natural Area- 72 acres- Annual
* Stewardship contract since 2004
3. Searles Prairie Natural Area- 10 acres- Annual
* Stewardship contract since 2001
4. -Cherokee Prairie Natural Area- 600 acres (Alien Species Eradication Proposal)
5. Flanagan Prairie Natural Area- 300 acres (Alien Species Eradication Proposal)
B. Arkansas Game and Fish Commission -
1. Field trip on Tallgrass Prairie Establishment -2008
2. Devils Eyebrow Natural Area — 1970 acres- cedar removal, glade restoraton
Institutional
1. OERI staff conducts multiple field trips each semester for ecology, botany, plant taxonomy and
geology classes for professors at Northwest Arkansas Community College, University of Arkansas, and
John Brown University
Municipal
A. City Of Fayetteville, Arkansas
1. Gulley Park- "319" Stream Restoration- Species List
2. Westside WWTP-"404" mitigation/wetland prairie site 50 acres
* Annual stewardship contract since 2006
3. Fayetteville Natural Heritage Association- Advisory Board Member- Site reviews
B. City Of Siloam Springs, Arkansas
1. Sager Creek -"319" Stream Restoration- Member Sager Creek Citizen Advisory Council
2. Mud Cat Creek- Regional constructive wetlands/ detention/ wildlife Area concept
And planning by OERI
References:
Theo Witsell Bruce Shackleford
State Botanist- Arkansas Natural Heritage Commission President- ECO, Inc
Phone: 501-324-9615 Phone: 501-765-9009
E-mail: theo@arkansasheritage.org E-mail: bruceshackleford@aristotle.net
Address: 322 Center St. Suite 1600 -Little Rock, Arkansas 72201 Address: 17724 I-30 Suite 5 -A -Benton, AR 72019
Scott Simon Roger Holroyd
Director- Arkansas Chapter of the Nature Conservancy Vice President- Arvest Bank- Loan Officer
Phone: 501-663-6699 Phone: 479-524-6404
E-mail: ssimon@tnc.org E-mail: rholroyd@arvest.com
Address: 601 North University -Little Rock, Arkansas 72205 Address: Hwy 412 West Siloam Springs, Arkansas 72761
24
Our approach is one of collaboration. We have created a team with expertise in every area of this project in
order to play to our strengths. We are all intimately familiar with this project and are well aware of varying user
groups, environmental sensitivity and needs of the community. We have a assembled a team that have expe-
rience working with all the user groups involved and with the City of Fayetteville. Our goal is to bring these
groups together along with other stakeholders and the citizens of Fayetteville to develop a plan through a col-
laborative effort. Below is an outline of our approach, including each of the team members roles, scope of work,
and a project implementation schedule.
PTD:
With over 9 years experience as a professional trail design/build company and a 7 year member of the profes-
sional trail builders association (PTBA), PTD will bring the highest level of trail design expertise to this project.
We have worked in 15 different states and 2 countries with federal, state, and local agencies.
Our focus on this project is the field design work. This includes;
• Overall Site Assessment - This is typically the first step. This consists of scouting the whole site, determining
property boundaries, identifying opportunities and constraints, identifying environmental sensitive areas
(this will be done with the assistance of Joe's Team), identify positive and negative control points, and getting
a rough idea of where trail expansion is possible and not.
• Existing Trail Assessment - Assess all 8 miles of existing trail. Identify any poorly aligned segments, drain-
age issues or flow issues. Make recommendations for improvements and GPS those recommendations to be
applied to overall map.
• Conceptual Layout - At this stage, we will have determined where trail can go and begin to get a conceptual
alignment on a map. Through User Group/Stakeholder Meetings, we will together determine the desired
amount and type of trail the we feel is appropriate for Mt. Kessler.
• Final Layout - Once there has been a consensus established about what new trails and our reroutes and addi-
tions are acceptable, we will begin to ground truth the trails and GPS their general alignment. These align-
ment will go on the first draft for review and comment. Our landscape architect, Brett Budolfson, will create
all maps and plans.
• Master Plan Proposal - After comments and revisions, we will compile the map, all field notes, proposed
trails with descriptions and support images, and a budget for construction into one comprehensive docu-
ment.
OERI:
Ozark Ecological Restoration will act as the environmental consultant on the team. With their experience
working all over the state, their expertise in Arkansas ecology, and good working relationships with the Arkansas
Natural Heritage Commission, they will be a great asset to the team. Their job will be to work in the field with
PTD to assist in identifying environmentally sensitive areas through the interpretation of Theo's report. They will
also be available at public input sessions to field any questions
ALTA:.
Public involvement is an important part of improving community health and livability. Gathering public input at
various stages of a project can help develop projects that draw on and enhance the unique characteristics of each
community.
Through our straightforward communication style, ability to engage citizens, and use of the latest technology, we
are able to produce successful designs and plans that meet the needs of the community. Our adaptive approach
includes informational presentations, videos, public workshops, and weekend walks with citizens to see and
discuss neighbors' concerns.
We make contact with neighbors early in the process, identify concerns, and then build confidence by addressing
specific issues with a systematic and documented approach. Our resource library of projects around the country
is helpful in showing comparable designs to concerned citizens.
Our team proposes to facilitate a dialogue with the community and engage your stakeholders in the design pro-
cess. We have extensive experience with translating concept plans into design documents within an open public
design process. We prefer to work in an interactive, collaborative charrette, in which the community and stake-
holders are invited "into the kitchen" to offer opinions and get what they want out of the project. This interactive
approach results in a project design that is embraced by the community since they have personal investment in
the process.
We will want to engage these key organizations early during public involvement to obtain their feedback and use
their networks to spread the word about our public events. At the conclusion of the plan, these organizations and
individuals will be important advocates for implementing recommended improvements.
For this project, we understand the challenge and complexity that comes with working with community groups
that have various concerns, including environmental protection and preservation, as well as trail development
and improvement. Alta will facilitate the public input process and act as a mediator between these two groups to
make sure their concerns are addressed.
Deliverables:
Note: We are guesstimating approximately 8 meetings based on our proposed schedule. But this will partially be
determined by the final scope of work that is established.
1. Initial User Group/Stakeholder Meeting. Establish a steering committee to work through details of the project.
2. Presentation of "Conceptual Layout" to steering committee. Input comments/revisions to plan.
3. Present Draft #1 Conceptual Plan to Public. Record comments and share with steering committee
4. Conference Call to discuss possible revisions to plan from Public Input Session.
5. Present Draft #2 to User/Stakeholders. This would be getting close to final plan. Final revision should corn
from this meeting.
6. Present Final Plan to User/Stakeholders. Integrate final changes.
7. Present Final Plan to Public. Final Public Input Session. (This Session is TBD and could happen prior to
other meeting listed above)
8. Present Final Plan to Park & Rec. Advisory Board and City Council.
*Approx. 16 hours of Meeting Time Estimated.
City Expectations for this Project:
We will expect the city to be there primarily as a resource for supplying mapping info and any other site info. We
will need a base map in CAD with all W and parcel info. We will also need the City for review and comment
of plan. We may need some City Staff to do some site visits, especially with respect to private property. We will
need a point person to communicate any questions, concerns or requests.
26
May 8 Notice To Proceed Projected Date
May 11 - Intial Users/Stakeholder Meeting. Create Steering Committe
May 12-29 - Field Work; Overall Site Assessment & Existing Trail Assessment
June 8 - Presentation of Draft 1 Conceptual Layout to Steering Committe
June 10 - Public Input Session with Draft#1
June 8 -July 3 - Field Work; Ground Truth Alignments of Proposed Trails and Reroutes. Prepara-
tion of Plan.
July 10 - Present Draft#2 Map & Proposal Draft to Steering Committe
July 24 - Present Final Proposal/Map to Steering Committe
July 28 - Present Final to Public
August 4 or 11 - Present Final Plan to Park & Rec. Advisory Board and City Council.
Note: Schedule will largly hinge on comments and revisions from steering committe and public.
Also, since there is no defined amount of trail that we will be designing at this point, we are only
guesstimating time needed based on our knowledge of the area and what we feel is appropriate
in terms of trail expansion.
27
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CITY OF
)UeVu]e
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
RFP 15-02, Mount Kessler Trails Master Plan
DEADLINE: Friday, April 10, 2015 before 2:00:00 PM, local time
RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPO, CPPB, aforen@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Monday, March 16, 2015
REQUEST FOR PROPOSAL
RFP 15-02, Mount Kessler Trails Master Plan
No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project
number and name as well as the name and address of the firm.
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information
requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification
will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part
of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and
City Purchasing Agent.
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Name of Firm: mil
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Contact Person: m c - Li \ Title:
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Business Address: 3c8 T 3
City: - z -u L-
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State: A -(L --
Signature:
- Date
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 1 of 17
Zip:
1
City of Fayetteville
RFP 15-02, Mount Kessler Trails Master Plan
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 15-02, Mount Kessler Trails Master Plan
The City of Fayetteville, Arkansas, is requesting sealed proposals from experienced professionals interested in
providing a master plan for Mount Kessler trails.
To be considered, sealed proposals shall be received at the City Administration Building, City Hall, Purchasing —
Room 306, 113 West Mountain, Fayetteville, Arkansas, by Friday, April 10, 2015 before 2:00:00 PM, local time.
No late submittals shall be accepted. -
Forms & addendums can be downloaded from the City's web site at www.favetteville-ar.gov. All questions
regarding the process should be directed to Andrea Foren Rennie, CPPO, CPPB at aforen@fayetteviIle-ar.gov or
(479)575-8220.
All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the
state and local governments where the project is located.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and construction.
Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified
small, minority and women business enterprises.
The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all
parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage
or claim brought by any interested party because of such rejections, nor shall any interested party seek any
recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in
response to this invitation shall constitute an agreement of the interested party to these conditions.
CITY OF FAYETTEVILLE, AR
By: Andrea Foren Rennie, CPPO, CPPB
Title: Purchasing Agent
Ad date: 03/16/2015
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 2 of 17
City of Fayetteville
RFP 15-02, Mount Kessler Trails Master Plan
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE:
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP in the most cost effective manner.
b. A description of the Proposer's experience in providing the same or similar services as outlined in
the RFP. This description should include the names of the person(s) who will provide the
services, their qualifications, and the years of experience in performing this type of work. Also,
include the reference information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in this RFP.
Statement should be no more than twenty five (25) pages; single sided, standard, readable, print
on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive
summary. The following items will not count toward the page limitations: appendix, cover sheet,
3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and
forms provided by the City for completion.
e. All Proposers shall submit six (6) sets of their proposal as well as one (1) electronic copy on a
properly labeled CD or other electronic media device. The electronic copy submitted should be
contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files
contained on the CD or electronic media shall not be restricted against saving or printing. The
electronic copy shall be identical to the original papers submitted. Electronic copies shall not be
submitted via e-mail to City employees by the Proposer.
f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this
document. Only the names of Proposer's will be available after the deadline until a contract has
been awarded by the Fayetteville City Council. All interested parties understand proposal
documents will not be available until after a valid contract has been executed.
g. Proposers shall submit a proposal based on documentation published by the Fayetteville
Purchasing Division.
h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of
the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any
packages enclosed in shipping containers or boxes.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 3of17
I. Proposals must follow the format of the RFP. Proposers should structure their responses to
follow the sequence of the RFP.
j. Proposers shall have experience in work of the same or similar nature, and must provide
references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of
clients for whom they have performed similar services and must provide information as
requested in this document.
k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached
service agreement must be identified in its response to the RFP. Failure to do so may lead the
City to declare any such term non-negotiable. Proposer's desire to take exception to a non-
negotiable term will not disqualify it from consideration for award.
1. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in
the Purchasing Division Office.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such
addenda shall become part of the contract documents. The City will not be responsible for any other
explanation or interpretation of the proposed RFP made or given prior to the award of the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking
firm. Negotiation with an individual Proposer does not require negotiation with others.
b. The City reserves the right to select the proposal it believes will serve the best interest of the
City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 4 of 17
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in
the request for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the
services required on the basis of the original proposals without negotiation.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and
score responsive, responsible and qualified proposals. Proposers shall include sufficient information to
allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall
be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified
Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed
in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any
responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract
commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's
discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either
direct or indirect, which would conflict in any manner with the performance or services required
hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City
Employee to Provide Services to the City".
b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all
potential conflicts of interest for any prospective business association, interest, or other
circumstance which may influence or appear to influence the Proposer's judgment or quality of
services being provided. Such written notification shall identify the prospective business
association, interest or circumstance, the nature of which the Proposer may undertake and
request an opinion to the City as to whether the association, interest or circumstance would, in
the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 5 of 17
agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty
days of receipt of notification.
9. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time
set for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submittal shall not be
considered. Modifications in writing received prior to the deadline will be accepted. The City
will not be responsible for misdirected bids. Proposers should call the Purchasing Division at
(479) 575-8220 to insure receipt of their submittal documents prior to opening time and date
listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All
proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official
clock to determine local time shall be the atomic clock located in the Purchasing Division, Room
306 of City Hall, 113 W. Mountain, Fayetteville, AR.
11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable
to this proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this
contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women business
enterprises.
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this
proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches,
political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or
other public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 6 of 17
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies
that his proposal is made without previous understanding, agreement, or connection with any person, firm
or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
14. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records
relate to purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (contractor) will do
everything possible to provide the documents in a prompt and timely manner as prescribed in
the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the
case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
the services or any part thereof covered by this order, and such obligation shall survive acceptance of the
services and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event,
should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the
deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing
Division, immediately.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 7 of 17
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in
this request for proposal, prior to commencement of any work. Such certificate shall list the City of
Fayetteville as an additional insured. Insurance shall remain valid throughout project completion.
19. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase in
hourly rates by the contract without PRIOR Fayetteville City Council approval.
20. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall
notify the vendor of such occurrence and contract shall terminate of the last day of the current
fiscal period without penalty or expense to the City.
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a Proposer intends to subcontract a portion of this
work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written
notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon
the occurrence of said action, whichever occurs first. The right to terminate this contract, which
shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 8 of 17
which a corporate acquisition and/or merger represent a conflict of interest or are contrary to
any local, state, or federal laws. Action by the City awarding a proposal to a firm that has
disclosed its intent to assign or subcontract in its response to the RFP, without exception shall
constitute approval for purpose of this Agreement.
22. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The City specifically reserves the
right to concurrently contract with other companies for similar work if it deems such an action to be in the
City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each
item.
23. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/proposer's/protester's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
24. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may become necessary.
25. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 9 of 17
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete
response. Any modifications or alterations to the original RFP documents by the Proposer, whether
intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications
or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and
presented in the form of an addendum to the original RFP documents.
27. OTHER GENERAL CONDITIONS:
a. Proposers must provide the City with their proposals signed by an employee having legal
authority to submit proposals on behalf of the Proposer. The entire cost of preparing and
providing responses shall be borne by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or
all Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor
does it commit the city to pay for any costs incurred by Proposer in preparation. It shall be
clearly understood that any costs incurred by the Proposer in responding to this request for
proposal is at the Proposer's own risk and expense as a cost of doing business. The City of
Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred,
regardless of whether or not the proposal is accepted.
d. If products, components, or services other than those described in this bid document are
proposed, the Proposer must include complete descriptive literature for each. All requests for
additional information must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail (aforen@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate
understanding of the scope of work to be completed and/or goods to be provided. We encourage
all interested parties to ask questions to enable all Proposers to be on equal terms.
f. Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen@fayetteville-
ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to
the meaning of any part of this request for proposal. All questions, clarifications, and requests,
together with answers, if any, will be provided to all firms via written addendum. Names of firms
submitting any questions, clarifications, or requests will not be disclosed until after a contract is
in place.
g. At the discretion of the City, one or more firms may be asked for more detailed information
before final. ranking of the firms, which may also include oral interviews.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 10 of 17
h. Any information provided herein is intended to assist the Proposer in the preparation of
proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified
Proposers with sufficient basic information to submit proposals meeting minimum specifications
and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant
or essential data.
i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or
in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby
expressly and irrevocably waives any claim or defense in any said action or proceeding based on
any alleged lack of jurisdiction or improper venue or any similar basis.
The successful Proposer shall not assign the whole or any part of this Contract or any monies due
or to become due hereunder without written consent of City of Fayetteville. In case the successful
Proposer assigns all or any part of any monies due or to become due under this Contract, the
Instrument of assignment shall contain a clause substantially to the effect that is agreed that the
right of the assignee in and to any monies due or to become due to the successful Proposer shall
be subject to prior liens of all persons, firms, and corporations for services rendered or materials
supplied for the performance of the services called for in this contract.
k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the
services shall apply to the contract throughout, and they will be deemed to be included in the
contract as though written out in full herein. The successful Proposer shall keep himself/herself
fully informed of all laws, ordinances and regulations of the Federal, State, and municipal
governments or authorities in any manner affecting those engaged or employed in providing these
services or in any way affecting the conduct of the services and of all orders and decrees of bodies
or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency
should be discovered in these Contract Documents or in the specifications herein referred to, in
relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the
same in writing to the City of Fayetteville.
28. PERIOD OF CONTRACT:
Services performed pursuant to this Contract shall commence upon execution of this agreement and
continue until project is completed.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 11 of 17
City of Fayetteville
RFP 15-02, Mount Kessler Trails Master Plan
SECTION B: Scope of Services and General Information
1
1. PURPOSE & OVERVIEW: The City of Fayetteville, Arkansas, hereinafter referred to as "the City", seeks
proposals in response to this Request for Proposal from experienced and qualified firms to provide
master trails plan for Mount Kessler.
Mount Kessler is approximately 367 acres of forested land with premier access from 1-49. The City of
Fayetteville has owned approximately 200 acres of land adjacent to Mount Kessler since 2010 and is
beginning construction of a regional park on the land. The park will include a variety of recreational
opportunities including baseball, softball, tennis, soccer, basketball, pavilions, restrooms, and a trail
head for the Mount Kessler trails. The additional 367 acres of forested land was acquired in 2014 as a
forest preserve, mountain bike and hiking destination through a partnership between the Walton Family
Foundation, the Fayetteville Natural Heritage Association and the City of Fayetteville.
The land contains approximately seven miles of existing natural surface trails that traverse the rugged
terrain which were built by local volunteers. The area is currently popular among runners, birders, hikers
and cyclists. Additionally the property has hosted many school classes for outdoor and environmental
education.
An ecological assessment as well as other studies have been summarized and shall be utilized for trail
planning purposes. The area has many stakeholders who will be an integral part of the planning process.
2. INTENT: The City desires to create a master plan for existing and proposed trails on the mountain that
will connect to the Regional Park. The City expects all best practices to be incorporated into the plan.
Additionally, all existing studies are expected to be referenced and used to inform the design. Ride -
ability, diverse user experience, risk management and exposure to the unique character the mountain
offers should be part of the design focus.
The City desires to offer trails that meet a wide range of skill levels for cyclists, and also incorporates
trails specifically for wildlife observation such as birding, and hiking. The design shall adhere to the
International Mountain Biking Association's Trail Solutions Guide.
The City expects the planning process to engage the public and existing stakeholder groups to ensure a
well-rounded plan is developed.
3. F:,; OE K Vhile the exact range and extent of services is subject to negotiation, it is anticipated
that the selected firm shall provide, as a minimum, professional services and adequately experienced
dedicated personnel necessary to perform the following:
a. ssi?ss e' x tiaigraii�won'dctron
i. Conduct site assessment to determine trail conditions, width, slope, etc.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 12 of 17
ii. Identify environmentally sensitive areas referencing the existing environmental
assessment and all other available studies.
iii. Identify areas of opportunity for trail improvement or needed re-routing.
iv. Identify areas for expansion.
b� Kaer{i ate to c t got Prp e
i. Identify user groups and stakeholders to engage in input sessions
ii. Facilitate public meetings
iii. Present plan to the Parks and Recreation Advisory Board and City Council.
aprepar3eIY�asteI
I. Provide graphic depiction of trail system.
ii. Provide digital CAD or GIS file for proposed trail routes.
4. i?f QPQSALa:CONTEN S: Proposals should be structured in the following manner.
a. Structure: Proposals shall be prepared simply and economically, providing a straight forward, concise
description its ability to meet the requirements for the project. Fancy bindings, colored displays, and
promotional material are not required. Emphasis should be on completeness and clarity of content.
All documents should be typewritten on standard 8 %2" x 11" white papers and bound in one volume.
Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of
Fayetteville's ability to accurately evaluate the proposal. Proposers shall limit proposal to twenty-five
(25) pages or less, excluding one -page team resumes, references, forms required by the City for
completion, and tab/divider sheets.
Background
1. Services provided by the firm that relate to a master planning process.
2. Experience, credentials and association memberships of staff that will work on
this project.
3. Provide sample projects similar in scope and process within the past five years.
4. Provide information on relevant experience working with government agencies.
5. Provide a general description of the firm, its history, primary types of work,
organizational structure, etc.
ii. Administration, Organization, Pricing and Staffing
1. Describe master plan process. Explain what distinguishes your processes and
approach from those of others.
2. Provide a proposed implementation schedule.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 13 of 17
3. Describe what information and recommendations will be included in the master
plan.
4. Explain the roles and responsibilities during the process, both of the submitting
firm and the City_
5. Explain the expectations of the City's boards and staff during the master plan
process.
iii. Provide information regarding the resources and involvement which will be requested
from the City.
iv. Provide three (3) client references, including name, title, organization, telephone
number, and email address for which you have performed similar scope of work for
within the past five (5) years.
b. Expertise: The consultant shall demonstrate knowledge of and experience with the International
Mountain Biking Association trail building standards.
The selected consultant shall demonstrate significant experience in trail assessments,
maintenance, and construction, and will have the ability to diagnose problems and recommend
appropriate trail solution prescriptions.
The selected consultant shall demonstrate expertise in working within an environmentally
sensitive setting and in the construction of nature trails in similar setting and under similar
specifications.
c. Fees: Provide proposed fees for the services defined herein. The fee shall include all travel, design
services, expenses to be reimbursed, and any other cost to be incurred by the City of Fayetteville.
5. CONTRACT FORMATION: If the negotiation produces mutual agreement, the draft contract as a part of
this package shall be constructed and forwarded to the Fayetteville City Council for final approval. If
negotiations with the highest ranking Proposer fail, negotiations shall be initiated with the next highest
ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end
the process without executing a contract.
6. SELECTION CRITERIA: The following criteria will be used by the City to evaluate and score responsive
proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and
score each proposal. Each proposal submitted is not required to be ranked by the selection committee;
however, all proposals will be evaluated. The contract may be awarded to the most qualified firm, per
the evaluation criteria listed below, based on the evaluation of the selection committee.
Following the evaluation of the proposals, the Selection Committee may request the top ranking firms
make an oral presentation or be interviewed. Any presentations/interview will take place in Fayetteville,
Arkansas. Meeting notices and information will be sent by the Purchasing Division.
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 14 of 17
1) 25% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the firm. Indicated specialized experience and technical competence of
the firm in connection with the type and complexity of the service required.
Subcontractors, if used, shall be listed.
2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence) of the
major personnel assigned to this specific project.
3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope) indicating
methods and schedules for accomplishing scope of work. Include with this the amount of
work presently underway.
4) 15% Past Performance: Previous evaluations shall be considered a significant factor. If
previous evaluations with the City are not available, the professional firm's past
performance records with City and others will be used, including quality of work, timely
performance, diligence, and any other pertinent information. Proposers shall provide a
list of similar jobs performed and person whom the City can contact for information.
5) 15% Price: Proposers shall list all fees and expenses to be paid by the City and shall be
structured in a not to exceed manner.
7. ADDITIONAL DOCUMENTS AND INFORMATON: The following documents are included with this
solicitation as additional information.
a. Appendix A: Rapid Terrestrail Ecological Assessment of Kessler Mountain Preserve by Theo Witsell
b. Appendix B: An analysis of the Old Growth Forest Parcels on Kessler Mountain by Alan Edmonson
8. ANTICIPATED PROJECT TIMELINE: subject to change
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 15 of 17
City of Fayetteville
RFP 15-02, Mount Kessler Master Trails Plan
SFCTION C: Signature Submittal
1. DISCLOSURE INFORMATION
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited
to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known
relationship exists between any principal or employee of your firm and any City of Fayetteville employee or
elected City of Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose
such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This
form must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein are accurate and true; and my organization shall comply with all State
and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
Corporate Name of Firm:
r'SIvL �1
Primary Contact: Title of Primary Contact: I�_
�
Phone#1 (cell preferred): `( ` � ( C) D Phone#2:
E -Mail Address: 1 "Q
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same
City of Fayetteville, AR
RFP 15-02, Mount Kessler Trails Master Plan
Page 16 of 17
extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in
the appropriate blank listed herein. Failure to do so may subject vendor to disqualification.
ADDENDUM NO.
SIGNATURE AND PRINTED NAME
DATE ACKNOWLEDGED
4. PRICING:
Pricing shall be attached as a separate form and shall be inclusive of any and all charges, fees, expenses, etc.
5. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification
indicating in compliance with the below Federal Executive Order. Certification can be done by completing and
signing this form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME OF COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
PRINTED NAME:
PHONE: FAX:
E-MAIL:
SIGNATURE:
TITLE: DATE:
City of Fayetteville, AR
REP 15-02, Mount Kessler Trails Master Plan
Page 17 of 17
AGREEMENT
For
PROFESSIONAL DESIGN SERVICES
Between
CITY OF FAYETTEVILLE, ARKANSAS
And
DESIGNER
THIS AGREEMENT is made as of , 2015, by and between City of
Fayetteville, Arkansas, acting by and through its Mayor (hereinafter called CITY OF FAYETTEVILLE)
and Progressive Trail Design (hereinafter called DESIGNER).
CITY OF FAYETTEVILLE from time to time requires professional design services in connection with
the evaluation, design, and/or construction supervision of capital improvement projects. Therefore, CITY
OF FAYETTEVILLE and DESIGNER in consideration of their mutual covenants agree as follows:
DESIGNER shall serve as CITY OF FAYETTEVILLE's professional design consultant in those
assignments to which this Agreement applies, and shall give consultation and advice to CITY OF
FAYETTEVILLE during the performance of DESIGNER's services. All services shall be performed
under the direction of a professional Designer registered in the State of Arkansas and qualified in the
particular field.
SECTION 1 - AUTHORIZATION OF SERVICES
1.1 Services on any assignment shall be undertaken only upon written Authorization of CITY OF
FAYETTEVILLE and agreement of DESIGNER.
1.2 Assignments may include services described hereafter as Basic Services or as Additional Services
of DESIGNER.
1.3 Changes, modifications or amendments in scope, price or fees to this contract shall not be
allowed without a formal contract amendment approved by the Mayor and the City Council in
advance of the change in scope, costs, fees, or delivery schedule.
SECTION 2- BASIC SERVICES OF DESIGNER
2.1 Perform professional services in connection with the Project as hereinafter stated.
2.1.1 The Scope of Services to be furnished by DESIGNER during the Project is included in
Appendix A attached hereto and made part of this Agreement.
2.2 DESIGNER shall coordinate their activities and services with the CITY OF FAYETTEVILLE.
DESIGNER and CITY OF FAYETTEVILLE agree that DESIGNER has full responsibility for
the Design services.
Draft Standard Contract - Professional Engineering Services -02.21 13 1
SECTION 3- RESPONSIBILITIES OF CITY OF FAYETTEVILLE
3.1 CITY OF FAYETTEVILLE shall, within a reasonable time, so as not to delay the services of
DESIGNER.
3.1.1 Provide full information as to CITY OF FAYETTEVILLE's requirements for the Project.
3.1.2 Assist DESIGNER by placing at DESIGNER's disposal all available information pertinent to
the assignment including previous reports and any other data relative thereto.
3.1.3 Assist DESIGNER in obtaining access to property reasonably necessary for DESIGNER to
perform its services under this Agreement.
3.1.4 Examine all studies, reports, sketches, cost opinions, proposals, and other documents
presented by DESIGNER and render in writing decisions pertaining thereto.
3.1.5 The Park Planning Superintendent is the CITY OF FAYETTEVILLE's project representative
with respect to the services to be performed under this Agreement. The Park Planning
Superintendent shall have complete authority to transmit instructions, receive information,
interpret and define CITY OF FAYETTEVILLE's policies and decisions with respect to
materials, equipment, elements and systems to be used in the Project, and other matters
pertinent to the services covered by this Agreement.
3.1.6 CITY OF FAYETTEVILLE and/or its representative will review all documents and provide
written comments to DESIGNER in a timely manner.
SECTION 4- PERIOD OF SERVICE
4.1 This Agreement will become effective upon the first written notice by CITY OF
FAYETTEVILLE authorizing services hereunder.
4.2 The provisions of this Agreement have been agreed to in anticipation of the orderly progress of
the Project through completion of the services stated in the Agreement. DESIGNER will proceed
with providing the authorized services immediately upon receipt of written authorization from
CITY OF FAYETTEVILLE. Said authorization shall include the scope of the services
authorized and the time in which the services are to be completed. The anticipated schedule for
this project is included as Appendix A.
SECTION 5- PAYMENTS TO DESIGNER
5.1 The maximum not -to -exceed amount authorized for this Agreement is $26,320. The CITY OF
FAYETTEVILLE shall compensate DESIGNER based on a Unit Price or Lump Sum basis as
described in Appendix A.
5.2 Statements
5.2.1 Monthly statements for each calendar month shall be submitted to CITY OF
FAYETTEVILLE or such parties as CITY OF FAYETTEVILLE may designate for
professional services consistent with DESIGNER's normal billing schedule. Once
established, the billing schedule shall be maintained throughout the duration of the Project.
Applications for payment shall be made in accordance with a format to be developed by
DESIGNER and approved by CITY OF FAYETTEVILLE. Applications for payment shall
Draft Standard Contract - Professional Engineering Services - 02.21.13 2
be accompanied each month by the updated project schedule as the basis for determining the
value earned as the work is accomplished. Final payment for professional services shall be
made upon CITY OF FAYETTEVILLE's approval and acceptance with the satisfactory
completion of the study and report for the Project.
5.3 Payments
5.3.1 All statements are payable upon receipt and due within thirty (30) days. If a portion of
DESIGNER's statement is disputed by CITY OF FAYETTEVILLE, the undisputed portion
shall be paid by CITY OF FAYETTEVILLE by the due date. CITY OF FAYETTEVILLE
shall advise DESIGNER in writing of the basis for any disputed portion of any statement.
CITY OF FAYETTEVILLE will make reasonable effort to pay invoices within 30 days of
date the invoice is approved, however, payment within 30 days is not guaranteed.
5.4 - Final Payment
5.4.1 Upon satisfactory completion of the work performed under this Agreement, as a condition
before final payment under this Agreement, or as a termination settlement under this
Agreement, DESIGNER shall execute and deliver to CITY OF FAYETTEVILLE a release of
all claims against CITY OF FAYETTEVILLE arising under or by virtue of this Agreement,
except claims which are specifically exempted by DESIGNER to be set forth therein. Unless
otherwise provided in this Agreement or by State law or otherwise expressly agreed to by the
parties to this Agreement, final payment under this Agreement or settlement upon termination
of this Agreement shall not constitute a waiver of CITY OF FAYETTEVILLE's claims
against DESIGNER or his sureties under this Agreement or applicable performance and
payment bonds, if any.
SECTION 6- GENERAL CONSIDERATIONS
6.1 Insurance
6.1.1 During the course of performance of these services, DESIGNER will maintain (in United
States Dollars) the following minimum insurance coverages:
Type of Coverage Limits of Liability
Workers' Compensation
Employers' Liability
Commercial General Liability
Bodily Injury and
Property Damage
Automobile Liability:
Bodily Injury and
Property Damage
Professional Liability Insurance
Draft Standard Contract - Professional Engineering Services - 02.21.13 3
Statutory
$500,000 Each Accident
$1,000,000 Combined Single Limit
$1,000,000 Combined Single Limit
$1,000,000 Each Claim
DESIGNER will provide to CITY OF FAYETTEVILLE certificates as evidence of the
specified insurance within ten days of the date of this Agreement and upon each renewal of
coverage.
6.1.2 CITY OF FAYETTEVILLE and DESIGNER waive all rights against each other and their
officers, directors, agents, or employees for damage covered by property insurance during
and after the completion of DESIGNER's services.
6.2 Professional Responsibility
6.2.1 DESIGNER will exercise reasonable skill, care, and diligence in the performance of
DESIGNER's services and will carry out its responsibilities in accordance with customarily
accepted professional Design practices. CITY OF FAYETTEVILLE will promptly report to
DESIGNER any defects or suspected defects in DESIGNER's services of which CITY OF
FAYETTEVILLE becomes aware, so that DESIGNER can take measures to minimize the
consequences of such a defect. CITY OF FAYETTEVILLE retains all remedies to recover
for its damages caused by any negligence of DESIGNER.
6.3 Cost Opinions and Projections
6.3.1 Cost opinions and projections prepared by DESIGNER relating to construction costs and
schedules, operation and maintenance costs, equipment characteristics and performance, and
operating results are based on DESIGNER's experience, qualifications, and judgment as a
design professional. Since DESIGNER has no control over weather, cost and availability of
labor, material and equipment, labor productivity, construction Contractors' procedures and
methods, unavoidable delays, construction Contractors' methods of determining prices,
economic conditions, competitive bidding or market conditions, and other factors affecting
such cost opinions or projections, DESIGNER does not guarantee that actual rates, costs,
performance, schedules, and related items will not vary from cost opinions and projections
prepared by DESIGNER.
6.4 Changes
6.4.1 CITY OF FAYETTEVILLE shall have the right to make changes within the general scope of
DESIGNER's services, with an appropriate change in compensation and schedule only after
Fayetteville City Council approval of such proposed changes and, upon execution of a
mutually acceptable amendment or change order signed by the Mayor of the CITY OF
FAYETTEVILLE and the duly authorized officer of DESIGNER.
6.5 Termination
6.5.1 This Agreement may be terminated in whole or in part in writing by either party in the event
of substantial failure by the other party to fulfill its obligations under this Agreement through
no fault of the terminating party, provided that no termination may be effected unless the
other party is given:
6.5.1.1 Not less than ten (10) calendar days written notice (delivered by certified mail, return
receipt requested) of intent to terminate,
6.5.1.2 An opportunity for consultation with the terminating party prior to termination.
Draft Standard Contract - Professional Engineering Services - 02.21.13 4
6.5.2 This Agreement may be terminated in whole or in part in writing by CITY OF
FAYETTEVILLE for its convenience, provided that DESIGNER is given:
6.5.2.1 Not less than ten (10) calendar days written notice (delivered by certified mail, return
receipt requested) of intent to terminate,
6.5.2.2 An opportunity for consultation with the terminating party prior to termination.
6.5.3 If termination for default is effected by CITY OF FAYETTEVILLE, an equitable adjustment
in the price provided for in this Agreement shall be made, but
6.5.3.1 No amount shall be allowed for anticipated profit on unperformed services or other work,
6.5.3.2 Any payment due to DESIGNER at the time of termination may be adjusted to cover any
additional costs to CITY OF FAYETTEVILLE because of DESIGNER's default.
6.5.4 If termination for default is effected by DESIGNER, or if termination for convenience is
effected by CITY OF FAYETTEVILLE, the equitable adjustment shall include a reasonable
profit for services or other work performed. The equitable adjustment for any termination
shall provide for payment to DESIGNER for services rendered and expenses incurred prior to
the termination, in addition to termination settlement costs reasonably incurred by
DESIGNER relating to commitments which had become firm prior to the termination.
6.5.5 Upon receipt of a termination action under Paragraphs 6.5.1 or 6.5.2 above, DESIGNER
shall:
6.5.5.1 Promptly discontinue all affected work (unless the notice directs otherwise),
6.5.5.2 Deliver or otherwise make available to CITY OF FAYETTEVILLE all data, drawings,
specifications, reports, estimates, summaries and such other information and materials as
may have been accumulated by DESIGNER in performing this Agreement, whether
completed or in process.
6.5.6 Upon termination under Paragraphs 6.5.1 or 6.5.2 above CITY OF FAYETTEVILLE may
take over the work and may award another party an agreement to complete the work under
this Agreement.
6.5.7 If, after termination for failure of DESIGNER to fulfill contractual obligations, it is
determined that DESIGNER had not failed to fulfill contractual obligations, the termination
shall be deemed to have been for the convenience of CITY OF FAYETTEVILLE. In such
event, adjustments of the agreement price shall be made as provided in Paragraph 6.5.4 of
this clause.
6.6 Delays
6.6.1 In the event the services of DESIGNER are suspended or delayed by CITY OF
FAYETTEVILLE or by other events beyond DESIGNER's reasonable control, DESIGNER
shall be entitled to additional compensation and time for reasonable costs incurred by
DESIGNER in temporarily closing down or delaying the Project.
Draft Standard Contract - Professional Engineering Services - 02.21.13 5
6.7 Rights and Benefits
6.7.1 DESIGNER's services will be performed solely for the benefit of CITY OF
FAYETTEVILLE and not for the benefit of any other persons or entities.
6.8 Dispute Resolution
6.8.1 Scope of Paragraph: The procedures of this Paragraph shall apply to any and all disputes
between CITY OF FAYETTEVILLE and DESIGNER which arise from, or in any way are
related to, this Agreement, including, but not limited to the interpretation of this Agreement,
the enforcement of its terms, any acts, errors, or omissions of CITY OF FAYETTEVILLE or
DESIGNER in the performance of this Agreement, and disputes concerning payment.
6.8.2 Exhaustion of Remedies Required: No action may be filed unless the parties first negotiate.
If timely Notice is given under Paragraph 6.8.3, but an action is initiated prior to exhaustion
of these procedures, such action shall be stayed, upon application by either party to a court of
proper jurisdiction, until the procedures in Paragraphs 6.8.3 and 6.8.4 have been complied
with.
6.8.3 Notice of Dispute
6.8.3.1 For disputes arising prior to the making of final payment promptly after the occurrence of
any incident, action, or failure to act upon which a claim is based, the party seeking relief
shall serve the other party with a written Notice.
6.8.3.2 For disputes arising within one year after the making of final payment, CITY OF
FAYETTEVILLE shall give DESIGNER written Notice at the address listed in
Paragraph 6.14 within thirty (30) days after occurrence of any incident, accident, or first
observance of defect or damage. In both instances, the Notice shall specify the nature
and amount of relief sought, the reason relief should be granted, and the appropriate
portions of this Agreement that authorize the relief requested.
6.8.4 Negotiation: Within seven days of receipt of the Notice, the Project Managers for CITY OF
FAYETTEVILLE and DESIGNER shall confer in an effort to resolve the dispute. If the
dispute cannot be resolved at that level, then, upon written request of either side, the matter
shall be referred to the President of DESIGNER and the Mayor of CITY OF
FAYETTEVILLE or his designee. These officers shall meet at the Project Site or such other
location as is agreed upon within 30 days of the written request to resolve the dispute.
6.9 CITY OF FAYETTEVILLE represents that it has sufficient funds or the means of obtaining
funds to remit payment to DESIGNER for services rendered by DESIGNER.
6.10 Publications
6.10.1 Recognizing the importance of professional development on the part of DESIGNER's
employees and the importance of DESIGNER's public relations, DESIGNER may prepare
publications, such as technical papers, articles for periodicals, and press releases, pertaining
to DESIGNER's services for the Project. Such publications will be provided to CITY OF
FAYETTEVILLE in draft form for CITY OF FAYETTEVILLE's advance review. CITY OF
FAYETTEVILLE shall review such drafts promptly and provide CITY OF
FAYETTEVILLE's comments to DESIGNER CITY OF FAYETTEVILLE may require
Draft Standard Contract - Professional Engineering Services - 02.21.13 6
deletion of proprietary data or confidential information from such publications, but otherwise
CITY OF FAYETTEVILLE will not unreasonably withhold approval. The cost of
DESIGNER's activities pertaining to any such publication shall be for DESIGNER's
account.
6.11 Indemnification
6.11.1 CITY OF FAYETTEVILLE agrees that it will require all construction Contractors to
indemnify, defend, and hold harmless CITY OF FAYETTEVILLE and DESIGNER from and
against any and all loss where loss is caused or incurred or alleged to be caused or incurred in
whole or in part as a result of the negligence or other actionable fault of the Contractors, or
their employees, agents, Subcontractors, and Suppliers.
6.12 Ownership of Documents
6.12.1 All documents provided by CITY OF FAYETTEVILLE including original drawings, CAD
drawings, estimates, field notes, and project data are and remain the property of CITY OF
FAYETTEVILLE. DESIGNER may retain reproduced copies of drawings and copies of
other documents.
6.12.2 Design documents, computer models, drawings, specifications and other hard copy or
electronic media prepared by DESIGNER as part of the Services shall become the property of
CITY OF FAYETTEVILLE when DESIGNER has been compensated for all Services
rendered, provided, however, that DESIGNER shall have the unrestricted right to their use.
DESIGNER shall, however, retain its rights in its standard drawings details, specifications,
databases, computer software, and other proprietary property. Rights to intellectual property
developed, utilized, or modified in the performance of the Services shall remain the property
of DESIGNER.
6.12.3 Any files delivered in electronic medium may not work on systems and software different
than those with which they were originally produced. DESIGNER makes no warranty as to
the compatibility of these files with any other system or software. Because of the potential
degradation of electronic medium over time, in the event of a conflict between the sealed
original drawings/hard copies and the electronic files, the sealed drawings/hard copies will
govern.
6.13 Notices
6.13.1 Any Notice required under this Agreement will be in writing, addressed to the appropriate
party at the following addresses:
CITY OF FAYETTEVILLE's address:
113 West Mountain Street
Fayetteville, Arkansas 72701
DESIGNER's address:
3589-3 N. Shiloh Drive #222
Fayetteville, AR 72703
Draft Standard Contract - Professional Engineering Services - 02.21.13 7
6.14 Successor and Assigns
6.14.1 CITY OF FAYETTEVILLE and DESIGNER each binds himself and his successors,
executors, administrators, and assigns to the other party of this Agreement and to the
successors, executors, administrators, and assigns of such other party, in respect to all
covenants of this Agreement; except as above, neither CITY OF FAYETTEVILLE nor
DESIGNER shall assign, sublet, or transfer his interest in the Agreement without the written
consent of the other.
6.15 Controlling Law
6.15.1 This Agreement shall be subject to, interpreted and enforced according to the laws of the
State of Arkansas without regard to any conflicts of law provisions.
6.16 Entire Agreement
6.16.1 This Agreement represents the entire Agreement between DESIGNER and CITY OF
FAYETTEVILLE relative to the Scope of Services herein. Since terms contained in
purchase orders do not generally apply to professional services, in the event CITY OF
FAYETTEVILLE issues to DESIGNER a purchase order, no preprinted terms thereon shall
become a part of this Agreement. Said purchase order document, whether. or not signed by
DESIGNER, shall be considered as a document for CITY OF FAYETTEVILLE's internal
management of its operations.
SECTION 7- SPECIAL CONDITIONS
7.1 Additional Responsibilities of DESIGNER
7.1.1 CITY OF FAYETTEVILLE's review, approval, or acceptance of design drawings,
specifications, reports and other services furnished hereunder shall not in any way relieve
DESIGNER of responsibility for the technical adequacy of the work. Neither CITY OF
FAYETTEVILLE's review, approval or acceptance of, nor payment for any of the services
shall be construed as a waiver of any rights under this Agreement or of any cause of action
arising out of the performance of this Agreement.
7.1.2 DESIGNER shall be and shall remain liable, in accordance with applicable law, for all
damages to CITY OF FAYETTEVILLE caused by DESIGNER's negligent performance of
any of the services furnished under this Agreement except for errors, omissions or other
deficiencies to the extent attributable to CITY OF FAYETTEVILLE or CITY OF
FAYETTEVILLE-furnished data.
7.1.3 DESIGNER's obligations under, this clause are in addition to DESIGNER's other express or
implied assurances under this Agreement or State law and in no way diminish any other
rights that CITY OF FAYETTEVILLE may have against DESIGNER for faulty materials,
equipment, or work.
7.2 Remedies
7.2.1 Except as may be otherwise provided in this Agreement, all claims, counter -claims, disputes
and other matters in question between CITY OF FAYETTEVILLE and DESIGNER arising
Draft Standard Contract - Professional Engineering Services -02.21. I 3 8
out of or relating to this Agreement or the breach thereof will be decided in a court of
competent jurisdiction within Arkansas.
7.3 Audit: Access to Records
7.3.1 DESIGNER shall maintain books, records, documents and other evidence directly pertinent
to performance on work under this Agreement in accordance with generally accepted
accounting principles and practices consistently applied in effect on the date of execution of
this Agreement. DESIGNER shall also maintain the financial information and data used by
DESIGNER in the preparation of support of the cost submission required for any negotiated
agreement or change order and send to CITY OF FAYETTEVILLE a copy of the cost
summary submitted. CITY OF FAYETTEVILLE, the State or any of their authorized
representatives shall have access to all such books, records, documents and other evidence for
the purpose of inspection, audit and copying during normal business hours. DESIGNER will
provide proper facilities for such access and inspection.
7.3.2 Records under Paragraph 7.3.1 above, shall be maintained and made available during
performance on assisted work under this Agreement and until three years from the date of
final payment for the project. In addition, those records which relate to any controversy
arising out of such performance, or to costs or items to which an audit exception has been
taken, shall be maintained and made available until three years after the date of resolution of
such appeal, litigation, claim or exception.
7.3.3 This right of access clause (with respect to financial records) applies to:
7.3.3.1 Negotiated prime agreements:
7.3.3.2 Negotiated change orders or agreement amendments in excess of $10,000 affecting the
price of any formally advertised, competitively awarded, fixed price agreement:
7.3.3.3 Agreements or purchase orders under any agreement other than a formally advertised,
competitively awarded, fixed price agreement. However, this right of access does not
apply to a prime agreement, lower tier subagreement or purchase order awarded after
effective price competition, except:
7.3.3.3.1 With respect to record pertaining directly to subagreement performance, excluding
any financial records of DESIGNER;
7.3.3.3.2 If there is any indication that fraud, gross abuse or corrupt practices may be involved;
7.3.3.3.3 If the subagreement is terminated for default or for convenience.
7.4 Covenant Against Contingent Fees
7.4.1 DESIGNER warrants that no person or selling agency, has been employed or retained to
solicit or secure this Agreement upon an agreement of understanding for a commission,
percentage, brokerage or continent fee, excepting bona fide employees or bona fide
established commercial or selling agencies maintained by DESIGNER for the purpose of
securing business. For breach or violation of this warranty, CITY OF FAYETTEVILLE shall
have the right to annul this Agreement without liability or at its discretion, to deduct from the
Draft Standard Contract - Professional Engineering Services - 02.21.13 9
contract price or consideration, or otherwise recover, the full amount of such commission,
percentage, brokerage, or contingent fee.
7.5 Gratuities
7.5.1 If CITY OF FAYETTEVILLE finds after a notice and hearing that DESIGNER or any of
DESIGNER's agents or representatives, offered or gave gratuities (in the form of
entertainment, gifts or otherwise) to any official, employee or agent of CITY OF
FAYETTEVILLE, in an attempt to secure an agreement or favorable treatment in awarding,
amending or making any determinations related to the performance of this Agreement, CITY
OF FAYETTEVILLE may, by written notice to DESIGNER terminate this Agreement. CITY
OF FAYETTEVILLE may also pursue other rights and remedies that the law or this
Agreement provides. However, the existence of the facts on which CITY OF
FAYETTEVILLE bases such finding shall be in issue and may be reviewed in proceedings
under the Remedies clause of this Agreement.
7.5.2 In the event this Agreement is terminated as provided in Paragraph 7.5.1, CITY OF
FAYETTEVILLE may pursue the same remedies against DESIGNER as it could pursue in
the event of a breach of the Agreement by DESIGNER As a penalty, in addition to any other
damages to which it may be entitled by law, CITY OF FAYETTEVILLE may pursue
exemplary damages in an amount (as determined by CITY OF FAYETTEVILLE) which
shall be not less than three nor more than ten times the costs DESIGNER incurs in providing
any such gratuities to any such officer or employee.
7.6 Arkansas Freedom of Information Act
7.6.1 City contracts and documents, including internal documents and documents of subcontractors
and sub -consultants, prepared while performing City contractual work are subject to the
Arkansas Freedom of Information Act (FOIA). If a Freedom of Information Act request is
presented to the CITY OF FAYETTEVILLE, DESIGNER will do everything possible to
provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom
of Information Act (A.C.A. §25-19-101 et seq.). Only legally authorized photocopying costs
pursuant to the FOIA may be assessed for this compliance.
IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor, and
DESIGNER, by its authorized officer have made and executed this Agreement as of the day and year first
above written.
CITY OF FA
ordan
ATTEST: '-
By:
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DESIGNER
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Progressive Trail Design, LLC
`�.`��,; • '� Y' ' 4S�i� END OF AGREEMENT FOR PROFESSIONAL DESIGN SERVICES
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Draft Stan4 1 ntract - Professional Engineering Services - 02.2!. 1310
"4 j -0Nti� o,``
Roq�s�ss�� PROGRESSIVE TRAIL DESIGN, LLC.
DESIGN•BUILD•J[
Project: Kessler Mountain Trails Master Plan
Date: 5.15.2015
SCOPE OF WORK:
Field Work:
1. Overall Site Assessment - This consists of scouting the whole site, determining property
boundaries, identifying opportunities and constraints, identifying environmentally sensitive
areas (this will be done with the assistance of OERI), identify positive and negative control
points, and identify rough idea of where trail expansion feasibility.
2. Existing Trail Assessment - Assess all 8 miles of existing trail. Identify any poorly aligned
segments, drainage issues or flow issues. Make recommendations for improvements and
GPS those recommendations to be applied to overall map.
3. Conceptual Layout - Through the input from Public & Stakeholder Meetings, we will
determine the desired amount and types of trail that we feel is appropriate for Kessler
Mountain and begin to layout conceptual trails.
4. Final Layout - Once there has been a consensus established about what new trails and our
reroutes and additions are acceptable, we will begin to ground truth the trails and GPS their
general alignment. These alignments will go on the first draft for review and comment.
Note: This is still conceptual layout; we will not be responsible for final flagging and
alignment.
Deliverables:
Master Plan Proposal - After comments and revisions, we will compile the map, all field notes,
proposed trails with descriptions and support images, and a budget for construction into one
comprehensive document along with a separate map/plan.
Signage Plan — A plan that shows locations of signs and designs based on the NWA Sign Plan.
PROGRESSIVE TRAIL DESIGN, LLC. 410 SW A. STREET, SUITE #4, BENTONVILLE, AR 72712
goq�s�ss�� PROGRESSIVE TRAIL DESIGN, LLC.
DESIGN•BUILD
Basecamp:
• Basecamp (www.basecamp.com) is a project management/collaboration tool that we
will use for most of our correspondence. It is a simple, concise, easy to use tool that
keeps all files and comments regarding the project in one place.
• Setup; All team members, city staff and key stakeholders will be invited to the program
through an email invite. You will be prompted to set up a profile. Just follow steps. You
will then receive email notifications when a post is made and you can reply through your
email or "view on basecamp" and comment through the program. There is also an app
for iPhone and other devices.
• Protocol: The only function that you need to use is "Discussions". We use this like a
folder structure or forum. There will be different discussion threads posted with
different topics, such as, "Working Concepts", "Existing Plans", "Base Maps", etc... All
you need to do is select the topic that fits the content you want to post and comment
under that thread (scroll to bottom to post, eventually there will be a long list of
comments). You will want to make sure to upload any files through the "discussions" as
well. Please ignore the other "Upload File" option on the home page. It will get lost if
you upload files there.
• Its important that protocol is followed or this program can get very cluttered and
confusing. Any questions: woody@progressivetraildesign.com.479-966-0286.
Meetings:
1. Initial Stakeholder Meeting. The City and Designer will together establish a steering
committee prior and meet to discuss direction of project.
2. Public Input Session #1 — Led by Alta
3. Presentation of "Conceptual Plan -Draft 1". Present initial concepts to steering committee.
Gather comments, make revisions and prepare plan to present to public.
4. Public Input Session #2 — Led by Alta. Present Conceptual Plan -Draft 1 to Public. Record
comments and share with steering committee.
5. Conference Call. Discuss possible revisions to plan from Public Input Session. This could
also be accomplished through Basecamp comments.
6. Presentation of "Conceptual Plan -Draft 2". Present to steering committee. This would be
getting close to final plan. Final revision should come from this meeting.
PROGRESSIVE TRAIL DESIGN, LLC. 410 SW A. STREET, SUITE #4, BENTONVILLE, AR 72712
PROGRESSIVE TRAIL DESIGN, LLC.
DESIGN•BUILD• ..
7. Presentation of Final Plan. Present final to steering committee. Integrate final changes.
8. Public Input Session #3 — Led by Alta. Present Final Plan to Public. This Session is TBD and
could happen prior to other meeting listed above.
9. Submit Final Plan to Park & Rec. Advisory Board and City Council.
*Approx. 16 hours of Meeting Time Estimated.
Proposed Project Schedule (subject to change):
June 8 - Notice To Proceed Projected Date
June 15-19 - Initial Stakeholder Meeting. Create Steering Committee
July 6-10 — Public Input Session #1
July - Field Work; Overall Site Assessment, Existing Trail Assessment, Conceptual -Draft 1
August 3-7 - Presentation of Draft 1 Conceptual Layout to Steering Committee
August 10-14 - Public Input Session #2
August/September - Field Work; Ground Truth New Trails and Reroutes. Prepare Conceptual
Plan -Draft 2
September 21-25 - Present Conceptual Plan Draft#2 to Steering Committee
October 5-16 — Submit Final Plan & Document to Steering Committee.
October 19-23 — Public Input Session #3 (TBD)
Halloween — Submit Final Plan to Park & Rec. Advisory Board and City Council.
Note: Schedule will largely hinge on timing of comments and revisions from steering committee and public. Also,
since there is no defined amount of trail that we will be designing at this point, we are only guesstimating time
needed based on our knowledge of the area and what we feel is appropriate in terms of trail expansion.
PROGRESSIVE TRAIL DESIGN, LLC. 410 SW A. STREET, SUITE #4, BENTONVILLE, AR 72712
Rag9s�ss�� PROGRESSIVE TRAIL DESIGN, LLC.
DESIGN•BUILD•
FEE:
FIELD WORK; OVERALL SITE & EXISTING TRAIL ASSESSMENT - $6,400.00
FIELD WORK; FINAL ALIGNMENT - $10,240.00
ENVIRONMENTAL CONSULTING - $2,000.00
MEETINGS (approx. 16hrs estimated) - $4,480.00
MAPPING & PREPARATION OF PROPOSAL - $3,200.00
TOTAL ESTIMATE: $26,320.00
Hourly Rate Schedule (for additional services):
PTD-Lead Designer - $100/hr
PTD-Trail Designer - $80/hr
PTD-Landscape Architect - $90/hr
ALTA-$187/hr
OERI-$60/hr
Sincerely,
Nathan Woodruff (Woody)
President & Founder — Progressive Trail Design
woody@progressivetraiIdesign.com
479.966.0286
PROGRESSIVE TRAIL DESIGN, LLC. 410 SW A. STREET, SUITE #4, BENTONVILLE, AR 72712
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