1g Award of Quote for Three Lakescaping Projects
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
WIVW.ci .chanhassen.mn. us
1:3.
MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM:
Lori Haak, Water Resources Coordinator", A ./
. &~7 .
April 23, 2007
DA TE:
RE:
Award of Quote for Three Lakescaping Projects: Christmas
Lake, Lake Susan and Lotus Lake
REQUEST
Staff requests the City Council approve a construction contract in the amount
of $18,110 to Applied Ecological Services for work to be performed on the
above-referenced project.
BACKGROUND
In the past few years, staff has become aware of several areas in Chanhassen
that are either on public property or within public easements that are eroding
severely. In order to cost-efficiently and effectively repair the erosion, staff
sent out a request for quotes (Attachment 1) for three areas: one near a trail on
Lotus Lake, one near a lift station on Christmas Lake and one over a sanitary
sewer main on Lake Susan.
DISCUSSION
Quotes were requested from 12 different firms with experience in designing
and constructing shoreline stabilization projects. Quotes for the project were
accepted until March 9, 2007. Seven quotes were submitted. The quote totals
are shown below. Due to the fact that the project is a design-build project,
there is a wide range in the quoted costs of the project.
Corn '. an
A lied Ecolo ical Services
Minnesota Native Landsca es
Prairie Restoration, Inc.
Natural Shore Technolo les
Bonestroo
Sticks & Stones
Earth Wizards
Quote
$18,110.00
$20,908.00
$21,601.00
$31,984.50
$33,500.00
$80,780.00
$113,033.00
The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play.
The low quote was provided by Applied Ecological Services (AES)
(Attachment 2). In addition to the low cost of AES's services, the scope of
services anticipated by AES is very much in keeping with staff's goals for the
project. Additionally, AES has completed similar projects in other locations.
The City will be requesting AES enter into an agreement with the City for the
work described in the quote. A draft of this agreement is included as
Attachment 3.
FUNDING
The funding for this project will come from the City's Surface Water
Management Plan fund (Fund 720). This project falls into the Surface Water
Management Plan Implementation portion of the City's Capital Improvement
Plan ($450,000) (Attachment 4).
RECOMMENDA TION
Staff recommends that the City Council adopt the following motion:
"The Chanhassen City Council approves the award of the design-build project
for three lakescaping projects to Applied Ecological Services in the amount of
$18,110.00."
ATTACHMENTS
1. Request for quotes
2. Quote submitted by Applied Ecological Services
3. Draft agreement between the City of Chanhassen and Applied
Ecological Services
4. CIP Item - SWMP-012, SWMP Implementation
c: Doug Mensing, Applied Ecological Services
G:\ENGlLori\Lk Mgmt\2007 Lakescaping\Award Quote.doc
Description I
This project implements projects identified as high priority by the City's Surface Water Management Plan, the National Pollutant Discharge
. Elimination System (NPDES) Phase II permit, City Council and/or City staff.. .
I
Capital Improvement Program 2007 thru 2011
City of Chanhassen, MN
Project # SWMP~012
Project Name SWMP Implementation
Account # 1 720-0000-4300 Account # 3
Account #2
Contact Unassigned
Department Surface Water Management
Type Improvement
Useful Life Unassigned
Category SWMP
Priority nla
Total Project Cost $1,650,000
,
Justification I
These projects are necessary to meet state and federal government requirements for storm drainage; address storm water issues in existing
developments; maintain existing infrastructure; and construct the infrastructure recommended by the City's Surface Water Management Plan.
Expenditures
Construction
2007
450,000
Total 450,000
2008
300,000
300,000
2009
300,000
300,000
2010
300,000
300,000
Funding Sources
Surface Water Utility Fund
Total
2007
450.000
450,000
2008
300.000
300,000
2009
300,000
300,000
2010
300,000
300,000
OperationallmpactJOther
Citywide. No map.
I
.
2011
300,000
300,000
Total
1,650,000
1,650,000
2011
300,000
300,000
Total
1,650,000
1,650,000
103
AGREEMENT
AGREEMENT made this day of , 20_,
between the CITY OF CHANHASSEN, a Minnesota municipal corporation ("City"), and
APPLIED ECOLOGICAL SERVICES, INC.. a corporation organized and existing under
the laws of the State of Minnesota ("Contractor").
IN CONSIDERATION OF THE MUTUAL UNDERTAKINGS HEREIN
CONTAINED, THE PARTIES AGREE AS FOLLOWS:
1. CONTRACT DOCUMENTS. The following documents shall be referred to
as the "Contract Documents", all of which shall be taken together as a whole as the
contract between the parties as if they were set verbatim and in full herein:
A. This Agreement,
B. Request for Quote dated February 7,2007, and
C. Quote dated March 9. 2007.
In the event of conflict among the provisions of the Contract Documents, the order in which
they are listed above shall control in resolving any such conflicts with Contract Document
"A" having the first priority and Contract Document "C" having the last priority.
2. OBLIGATIONS OF THE CONTRACTOR. The Contractor shall provide the
goods, services, and perform the work in accordance with the Contract Documents.
3. OBLIGATIONS OF THE CITY. The City shall pay the Contractor the sum of
$18.110.00 inclusive of sales tax.
4. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or
obligation in this Contract without the prior written consent of the other party, and then only
upon such terms and conditions as both parties may agree to and set forth in writing.
5. TIME OF PERFORMANCE. The Contractor shall complete its obligations
on or before October 31.2007.
6. PAYMENT. When the obligations of the Contractor have been fulfilled,
inspected, and accepted, the City will pay the Contractor. Such payment shall be made not
later than thirty (30) days after completion, certification thereof, and invoicing by the
Contractor.
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7. PROMPT PAYMENT TO SUBCONTRACTORS. Pursuant to Minnesota
Statute 471.25, Subdivision 4a, the Contractor must pay any subcontractor within ten (10)
days of the Contractor's receipt of payment from the City for undisputed services provided
by the subcontractor. The Contractor must pay interest of one and one-half percent (1 Y2
%) per month or any part of a month to subcontractor on any undisputed amount not paid
on time to the subcontractor. The minimum monthly interest penalty payment for an
unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than
$100.00, the Contractor shall pay the actual penalty due to the subcontractor. A
subcontractor who prevails in a civil action to collect interest penalties from the Contractor
shall be awarded its costs and disbursements, including attorney's fees, incurred in
bringing the action.
8. WORKER'S COMPENSATION. If Contractor does public work, the
Contractor shall obtain and maintain for the duration of this Contract, statutory Worker's
Compensation Insurance and Employer's Liability Insurance as required under the laws of
the State of Minnesota.
9. COMPREHENSIVE GENERAL LIABILITY. Contractor shall obtain the
following minimum insurance coverage and maintain it at all times throughout the life of the
Contract, with the City included as an additional name insured:
Bodily Injury:
$2,000,000 each occurrence
$2,000,000 aggregate, products and
completed operations
Property Damage:
$2,000,000 each occurrence
$2,000,000 aggregate
Products and Completed Operations Insurance shall be maintained fro a minimum period
of three (3) years after final payment and Contractor shall continue to provide evidence of
such coverage to City on an annual basis during the aforementioned period; or if any
reason Contractor's work ceases before final payment, for a minimum period of three (3)
years from the date Contractor ceases work.
Property Damage Liability Insurance shall include coverage for the following hazards:
X (Explosion)
C (Collapse)
U (Underground)
Contractual Liability (identifying the contract):
Bodily Injury:
$2,000,000 each occurrence
Property Damage:
$2,000,000 each occurrence
$2,000,000 aggregate
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2
Personal Injury, with Employment Exclusion deleted:
$2,000,000 aggregate
Comprehensive Automobile Liability (owned, non-owned, hired):
Bodily Injury:
$2,000,000 each occurrence
$2,000,000 each accident
Property Damage:
$2,000,000 each occurrence
10. PERMITS AND LICENSES; RIGHTS-OF-WAY AND EASEMENTS. The
Contractor shall procure all permits and licenses, pay all charges and fees therefore, and
give all notices necessary and incidental to the construction and completion of the Project.
The City will obtain all necessary rights-of-way and easements. The Contractor shall not
be entitled to any additional compensation for any construction delay resulting from the
City's not timely obtaining rights-of-way or easements.
11. DATA PRACTICES/RECORDS.
A. All data created, collected, received, maintained, or disseminated for
any purpose in the course of this Contract is governed by the Minnesota Government Data
Practices Act, Minn. Stat. Ch. 13, any other applicable state statute, or any state rules
adopted to implement the act, as well as federal regulations on data privacy.
B. All books, records, documents, and accounting procedures and
practices of the Contractor and its subcontractors, if any, relative to this Contract are
subject to examination by the City.
12. WARRANTY. The Contractor shall be held responsible for any and all
defects in workmanship, materials, and equipment which may develop in any part of the
contracted service, and upon proper notification by the City shall immediately replace,
without cost to the City, any such faulty part or parts and damage done by reason of the
same in accordance with the bid specifications.
13. INDEMNITY. The Contractor agrees to indemnify and hold the City
harmless from any claim made by third parties as a result of the services performed by it.
In addition, the Contractor shall reimburse the City for any cost of reasonable attorney's
fees it may incur as a result of any such claims.
14. WAIVER. In the particular event that either party shall at any time or times
waive any breach of this Contract by the other, such waiver shall not constitute a waiver of
any other or any succeeding breach of this Contract by either party, whether of the same
or any other covenant, condition, or obligation.
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3
15. GOVERNING LAW. The laws of the State of Minnesota govern the
interpretation of this Contract.
16. SEVERABILITY. If any provision, term, or condition of this Contract is found
to be or become unenforceable or invalid, it shall not effect the remaining provisions,
terms, and conditions of this Contract, unless such invalid or unenforceable provision,
term, or condition renders this Contract impossible to perform. Such remaining terms and
conditions of the Contract shall continue in full force and effect and shall continue to
operate as the parties' entire contract.
17. ENTIRE AGREEMENT. This Contract represents the entire agreement of
the parties and is a final, complete, and all inclusive statement of the terms thereof, and
supersedes and terminates any prior agreement(s), understandings, or written or verbal
representations made between the parties with respect thereto.
CITY OF CHANHASSEN
(Contractor Name)
By:
By:
Tom Furlong, Mayor
By:
Its:
Todd Gerhardt, City Manager
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APPLIED ECOLOGICAL SERVICES, INC.
21938 MUSHTOWN ROAD, PRIOR LAKE, MN 55372
PHONE: (952)447-1919 FAX: (952)447-1920
email: info.mn@appliedeco.com
Applied Ecological Services, Inc.~
Bringing the science of ecology to all land use decisions
March 9, 2007
Mr. Don Asleson, Natural Resources Technician
City of Chanhassen
7700 Market Boulevard
P.O. Box 147
Chanhassen, Minnesota 55317
RE: Chanhassen Shoreline Stabilization (07-0106) - Proposal for Design/Build Services
Dear Mr. Asleson,
Applied Ecological Services, Inc. (AES) is pleased to provide you with this proposal for complete
design/build shoreline stabilization services for three locations in Chanhassen, Minnesota. We have visited all
three project sites as well as the successful shoreline stabilization project completed by the City at Lake Susan
Park. Through our recent telephone conversations with you, AES understands the City's goals for these
three projects. Based on our years of experience and past project success, AES is confident that we can
provide the City of Chanhassen with exceptional and cost-competitive shoreline stabilization design/build
services.
The following sections present our understanding of the projects, a summary of our qualifications, our
recommended scope of work, and cost estimates for design, construction, and management. AES is excited
about the opportunity to work with the City of Chanhassen on this project, and we would be open to
discussing our approach or estimated costs if you have questions or concerns.
I. PROJECT UNDERSTANDING
Based on the City's Request for Proposals (RFP) and our discussions with City staff, we understand that the
City's primary goals for the projects are to:
. stabilize the shoreline in the project areas (a high degree of confidence is required);
. protect City infrastructure (i.e., lift station, sanitary sewer line, and pedestrian trail);
. use bioengineering techniques that employ native vegetation;
. avoid grading below the Ordinary High Water level (OHW) to eliminate the need for Minnesota
Department of Natural Resources (MNDNR) permitting;
. establish and manage vegetation to control non-native, invasive plant species; and
. provide conservative cost estimates for design, construction, and management of the three shoreline
stabilization projects.
3/8/2007
1
Proposal - Chanhassen Shoreline Stabilization
. .
We understand that issues not important to the City at this time include:
. comprehensive ecological restoration with diverse native plantings (e.g., shrubs); and
. installation of live emergent plugs in the littoral fringe of the lakes.
II. SUMMARY OF QUALIFICATIONS
AES is a broad-based ecological consulting, contracting and restoration fIrm that was founded in 1978. Our
staff of experienced scientists and project managers is adept at tackling diffIcult and unique environmental
problems on a variety of scales. AES has been the principal ecological consultant on hundreds of large- and
small-scale restoration projects, including dozens of shoreline and streambank stabilization and restoration
projects in Minnesota and throughout the Upper Midwest.
The AES project most similar to the City of Chanhassen's three project sites is a shoreline stabilization
project we worked on in the City of Roseville on McCarron Lake. This project was funded in part by the
Ramsey Conservation District and was approved and permitted by the City of Roseville. Moderate shoreline
erosion (caused by a combination of wave action and ice ridge formation) on McCarron Lake created a
situation almost identical to the three Chanhassen sites (see photo below).
3/8/2007
2
Proposal - Chanhassen Shoreline Stabilization
AES elected to use a gentle, bioengineering approach to stabilizing this shoreline by:
. gentle re-grading of the slope;
. removal of existing non-native vegetation;
. seeding and planting of ecologically appropriate native plants;
. installation of erosion control matting and mulch; and
. installation of a coir log a short distance off the shore, creating a protected emergent zone for native
plantings.
The image below shows the freshly stabilized shoreline, before vegetation establishment.
The McCarron shoreline stabilization project was very successful and impressed the homeowner. The
original homeowner has since moved out of the house, but the current homeowner (1\1r. Keith Jackson, 651-
665-0413) would provide a positive reference regarding the appearance and integrity of this AES-designed
and constructed project.
AES proposes a similar (but slightly different) shoreline stabilization treatment for the three Chanhassen
projects. Our approach is described below in our recommended Scope of Work. Other examples of AES'
design/build shoreline stabilization projects are available upon request.
3/8/2007
3
Proposal - Chanhassen Shoreline Stabilization
I
. .______....J
III. SCOPE OF WORK
We have developed the following scope of work for the three City of Chanhassen shoreline stabilization
projects.
Task 1. Conduct Winter Site Visits: AES has already completed a site visit to each of the three project
sites. However, due to frozen lake conditions (inhibiting the observation of lake substrates and underwater
slopes) and deep snow cover (inhibiting the observation of all ground surface features), we propose to visit
the sites in ice-free conditions in early Spring 2007 (Task 3).
Products:
Schedule:
Estimated Cost:
none
completed
$0
Task 2. Develop Conceptual Stabilization Design: Based on the City's RFP, our discussions with City
staff, our winter site visits, Minnesota Department of Natural Resources (MNDNR) lake maps, hydrologic
monitoring data for the three subject lakes, and our success with similar lakeshore stabilization projects, AES
has already developed a conceptual stabilization design for each of the three project sites. Please see the
attached design sheets for our conceptual designs.
Ecologically appropriate native seed mixes will be installed along the stabilized shoreline. It should be noted
that AES routinely uses live emergent plant plugs in conjunction with our shoreline stabilization projects.
These plants provide an important, long-term stabilization function, and their establishment is often much
less successful when using only seed.
However, due to frozen lake conditions (inhibiting the observation oflake substrates and underwater slopes)
and deep snow cover (inhibiting the observation of all ground surface features), we propose that these
designs be refmed, if necessary, following our Spring 2007 site visits (Task 3).
Products:
Schedule:
Estimated Cost:
Conceptual stabilization designs (attached)
completed
$0
Task 3. Conduct Spring Site Visits and Design Refinement: Due to our winter review of the project
sites (Task 1), AES proposes to visit the three sites in ice-free conditions in early Spring 2007. This will
provide an opportunity for more thorough assessment of site conditions and allow for design refmement, if
necessary. Prior to our spring review, AES requests that the City staff stake the lakes' Normal Water Level
(NWL) and OHW in the vicinity of each of the three projects. This will allow our design to be adjusted to be
most effective with regard to these critical design and regulatory elevations.
Products:
Schedule:
Estimated Cost:
Refmed stabilization designs (3 sites)
Spring 2007
$800
Task 4. Construct Three Shoreline Stabilization Projects: Based on our winter review of the three sites,
AES does not feel that "hard" stabilization solutions (e.g., rip rap, gabions, etc.) are warranted. AES
proposed a more gentle, bioengineered solution that will entail the use of native plants and naturally
degradable materials.
3/8/2007
4
Proposal - Chanhassen Shoreline Stabilization
AES will construct the three shoreline stabilization projects, including the following tasks:
. Herbicide preparation (where necessary)
. Minor soil grading
. Soil preparation for seeding
. Native seeding and mulching
. Installation of degradable erosion control blanket
. Installation of coir log (where necessary)
AES assumes no permits will be required for these projects since it is anticipated that grading will occur only
above the OHW, less than 50 cubic yards of soil will be moved at each site, and emergent wetland plants will
not be installed (although AES recommends that live emergent plant plugs be reconsidered). AES assumes
erosion control measures will be limited to mulching or blanketing disturbed soil areas and installation of coir
log in areas (which acts like a silt fence). If permits or additional erosion control measures are required, AES
will work with the City to determine how to resolve these issues.
Products:
Schedule:
Estimated Cost:
Three installed shoreline stabilization treatments (~470 feet)
Summer 2007
$15,110 (approximately $32.15/linear foot)
Task 5. Conduct Two Years of Ecological Management: AES anticipates the following 2-year
management schedule will be sufficient for successful establishment of native vegetation along the three
sections of stabilized shoreline:
. Mowing (2 trips during 2007)
. Spot herbicide (1 trips during 2007,2 trips during 2008)
Less frequent ecological management will likely be necessary in subsequent years to control invasive species.
Products:
Schedule:
Estimated Cost:
Two years of management (~470 feet of stabilized shoreline)
Summer/Fall of 2007 and Spring/Summer of 2008
$2,200
TOTAL LUMP SUM COST (Design/Build/Management, Tasks 1 through 5): $18,110
3/8/2007
5
Proposal - Chanhassen Shoreline Stabilization
. .
IV. CLOSING
As stated earlier in this proposal, AES is very excited about the opportunity to work with the City of
Chanhassen on these three projects. We welcome the opportunity to discuss our recommended approach
and costs if necessary. Thank you for your consideration, and we look forward to hearing from you.
Sincerely,
Applied Ecological Services, Inc.
Applied Ecological Services, Inc.
~~p
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3/9/07 3fcd 07
Douglas M. Mensing, MS, PWS
Senior Ecologist
date Chris Raebel date
:MN Contracting Division Manager
Attachments - Conceptual Design Sheets (2)
3/8/2007
6
Proposal - Chanhassen Shoreline Stabilization
, .
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3/8/2007
7
Proposal - Chanhassen Shoreline Stabilization
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Note: The combined treatments listed above are representative of the total requested restoration for each site,
(e,g., Lotus Lake Ttmt 1+Ttmt 2+Ttmt 1=250 If)
3/8/2007
8
Proposal - Chanhassen Shoreline Stabilization
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
April 16, 2007
Kestral Design
5136 Hangerson Avenue, Suite 1
Edina, MN 55436
Re: 2007 Shore Stabilization
Dear Sir or Madam,
The City of Chanhassen is requesting quotes to stabilize three actively eroding
shoreline areas near municipal sanitary and trail infrastructure. As Chanhassen
recognizes the functional and aesthetic value of stabilizing shorelines with
vegetative methods, the design solution shall incorporate the use of vegitation.
If rip-rap is needed it should be used in conjunction with vegetative methods
of stabilization. Attached to this request are maps illustrating the location of
the restoration areas.
The quote provided should include the method of which you the contractor
propose to stabilize the shoreline, materials you intend to use (plants, rock,
geomat, ect.) , cost per linear foot and/or per area for the shoreline
stabilization and an estimated timeline. The quote shall consider include any
grading, labor, materials and disposal needs to complete the shore stabilization
process. Please include a drawing or sketch of what you propose for each
area.
The areas include:
1) Lotus Lake (Near 6600 Lotus Trail): The lakeshore at this location is
currently eroding and is in close proximity to the City of Chanhassen
walking trail. The total length of shore stabilization needed is
approximately 250 feet. See attachment "A" for photo and map.
2) City Lift station near 1009 Holly Lane: This lakeshore on Christmas
Lake is currently experiencing erosion issues near a city owned lift
station. The length of shore is approximately 75-80 feet. See
attachement "B" for photo and map.
3) 8502 Great Plains Boulevard on Lake Susan. This private property
contains a sanitary sewer within a city owned easement currently being
threatened by shore erosion. The City has added fill during the winter
of 2007 to protect the sanitary pipe and provided temporary erosion
control. The length of shoreline is approximately 140 feet. The final
The City 01 Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play.
stabilization design will need landowner input and approval. See
attachment "c" for aerial photo and map.
If you are interested in assisting with this project please submit a quote by
4:00 PM Thursday, March 9, 2007. The City will reserve the right to select
which areas, if any, will be pursued after the quotes are received. If you have
additional questions or concerns about what is being requested please feel free
to contact me directly at 952-227-1106.
Sincerely,
CITY OF CHANHASSEN
Don Asleson
Natural Resources Technician
Attachment A
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Attachment C
PID#- 019-250135000
8502 Great Plains Boulevard
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