1b. SouthWest Transit Park and Ride: Approve Contract
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
1-1,
MEMORANDUM
TO:
Todd Gerhardt, City Manager
O.
Paul Oehme, Dir. of Public Works/City Engineer <(,
O~
.
FROM:
DATE:
August 11, 2008
SUBJ:
Proposed Downtown SouthWest Transit Park & Ride Facility, Project
08-11: Approve Consultant Contract for Site Improvements
PROPOSED MOTION
"The City Council approves Move to approve a consultant contract with Kimley-
Horn and Associates, me. for the Downtown SouthWest Transit Park & Ride Facility
Site Improvements."
City Council approval requires a simple majority vote of the City Council
present.
In 2006, SouthWest Transit secured $7 million in federal funds to be used for the
construction of a new Park & Ride facility in downtown Chanhassen. The new multi-
level ramp could accommodate up to 450 vehicles. Currently, SouthWest Transit
operates a one-acre Park & Ride facility (up to 120 vehicles) behind the Chanhassen
Dinner Theatres.
For this project to move ahead, the City needs to take the lead in providing access to
the new facility. For the past six months, representatives from SouthWest Transit,
Bloomberg Companies, and City staff have been discussing alternative locations for
the new Park & Ride facility. The criteria used in determining the final location was
as follows:
. Provide for bus and rider access from both the east and west of the proposed
ramp.
. Maximize future development opportunities surrounding the Dinner Theatres.
. Maximize the number of parking stalls on a minimal amount of land.
. Preserve the current location of the Chanhassen Depot.
Overview of the Proiect
For this project to occur, the City needs to build a new road to access the facility. The
following steps need to be completed for the road to be built:
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 2
. Acquire 22,000 sq. ft. of land for the road right-of-way.
. Acquire the Dinner Theatres' scene shop building.
. Relocate the scene shop to a new location.
. Acquire the Chanhassen Depot land.
. Upgrade and relocate utilities including, sewer, water, gas and electricity.
How Would We Pay for These Improvements?
Both SouthWest Transit and Bloomberg Companies have agreed to be assessed for all
of the roadway costs including all of the land acquisitions (with the exception of the
Chanhassen Depot parcel, which would be the responsibility of the City of
Chanhassen). The only exception is that the City would pick up the outstanding
assessments for Bloomberg if they bring in new developments that enhance the
current tax base for parcels owned by Bloomberg Companies. The remaining
property around the Park & Ride facility could potentially accommodate an
apartment, retail/offices, and/or a hotel. For this to occur, the City and Bloomberg
Companies would have to enter into a Master Redevelopment Agreement ensuring
Bloomberg Companies that the City would create a tax increment financing district.
To the degree that new taxes are generated from the TIP district, they would be used
to write-down the special assessments for the new roadway. If Bloomberg
Companies do not enhance the tax base with new developments, they will be
responsible for 100% of the assessments.
Preliminary Proiect Costs
Preliminary Summary, Allocation of Costs
Bloomberg Companies (70% of land and road reconstruction $ 788,200
costs and 100% of Scene Shop Relocation)
SouthWest Transit (30% of land and road construction costs) $ 337,800
Total Assessments $1,126,000
City of Chanhassen (utilities and depot land acquisition costs) $ 214,000
*Note: These numbers are subject to change once the feasibility study is completed.
Consultant Contract
Kimley-Horn will provide feasibility study, final design, and construction phase
services for the Downtown Transit Station Site Improvements. The project includes
the construction of approximately 1,000 feet of public street and associated storm
sewer and watermain improvements, and the demolition of the existing scene shop for
G:\ENG\PUBLIC\_2008 Projects\08-11 downtown transit site imp\Approve Consultant Contract OSl108.doc
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 3
the Chanhassen Dinner Theater. This project is relatively small however has many
phase and construction items that need to be coordinated and designed.
The following is a summary of the consultant scope of services for these
improvements:
1. Feasibility Study Phase
The feasibility study phase services will include the following:
. Gather existing as-built information for the project area. A field review will
be conducted of the project area to confirm the information in the as-builts
and to identify any special project issues/concerns.
. Organize and conduct a kick-off meeting with City staff to discuss the scope
of work, budget, and schedule for the project.
. After gathering the existing conditions information and conducting the kick-
off meeting, Kimley-Horn will investigate the proposed improvements and
prepare a draft feasibility report. The feasibility report will be prepared based
upon the following outline:
o Proposed Improvements.
o Right-of-Way/Easement Requirements.
o Estimated Costs.
o Proposed Financing Plan.
o Proposed Assessments (with Preliminary Assessment Roll).
o Proposed Schedule.
o Summary and Recommendations.
The feasibility report will include exhibits illustrating the proposed improvements.
The feasibility study phase will include the preparation of a traffic impact analysis for
the construction of the parking ramp and the associated site development. The traffic
impact analysis will investigate impacts at the two ramp access roadway intersections
at Great Plains Boulevard and Market Boulevard. City staff will complete all traffic
counts required for the traffic impact analysis.
2. Final Design Phase
Upon City Council approval of the feasibility report and the authorization of the final
plans and specifications, Kimley-Horn will complete the following services as a part
of the Final Design phase of the project.
. Final plans will be prepared detailing the street, storm drainage, and water
main improvements included in the feasibility report.
o Construction Details & Notes.
o Existing Conditions, Erosion Control, and Removal/Building
Demolition Plans.
G:\ENGIPUBLIC'-2008 ProjectsI08-11 downtown transit site itnplApprove Consultant Contract 081108.doc
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 4
o Street and Storm Sewer PlanIProfile Drawings.
o Water Main and Sanitary Sewer PlanlProfile Drawings.
o Roadway Cross Sections and Earthwork Tabulation.
o Street light Plans and Details.
Two separate bid packages will be prepared for the improvements. Bid Package #1
will include building demolition and utility relocation work. Bid Package #2 will
include street and storm sewer improvements.
. A Project Manual will be prepared to include bidding documents, general
contract conditions, and technical specifications required for the bidding of
the work. A separate Project Manual will be prepared for Bid Package #1 and
Bid Package #2.
. Upon the completion of the final plans and Project Manual, Kimley-Hom will
prepare an engineer's estimate of probable construction cost for the proposed
improvements. Separate cost estimates will be prepared for Bid Package #1
and Bid Package #2.
Permits
. A MPCA NPDES permit application form for the project will be completed.
A separate Storm Water Pollution Prevention Plan (SWPPP) and MPCA
permit for the public improvements will be completed.
. A Minnesota Department of Health permit application will be submitted for
approval.
Biddin2: Services
Kimley-Horn will assist in the bidding process for the project including the following:
. Reproduction and distribution of the plans and Project Manual.
. Respond to contractor questions during the bidding process and prepare
addenda.
. Attend the bid opening.
. Prepare a bid tabulation and provide a bid summary letter for the project.
Preparation of Final Assessment Roll
Kimley-Hom will work with City staff to prepare a final assessment roll for the
project based upon the actual bid prices and final project costs.
G:\ENGIPUBLICI_2008 Projectsl08-1l downtown transit site itnplApprove Consultant Contract 081108,doc
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 5
Meetine:s
The following meetings are included as a part of the Scope of Services for the Final
Design phase:
. City Council Meetings
o Kimley-Horn will attend up to two (2) City Council meetings.
. City Staff Meetings
o Kimley-Horn will attend up to three (3) meetings with City staff
and/or SouthWest Transit.
Survevin2 for Final Desi2n Services
Kimley-Hom will utilize information provided in the ALTA/ACSM Land Title
Survey completed for Bloomberg Companies by Egan, Field, & Nowak, Inc.
Additional topographic survey work will be completed to expand upon this available
information.
Geotechnical Exploration
Kimley-Horn will coordinate the borings and geotechnical exploration information
for the project site and obtain a soils report.
Rie:ht-of- Wav/Easements
Kimley-Hom will help identify the right-of-way and/or easements that will be
required for the public infrastructure. SouthWest Transit will be responsible for the
identification of property and/or easements for the ramp construction. The scope of
services includes the preparation of a plat to identify the various parcels required for
the ramp and site improvements. The services also include the preparation of legal
descriptions and exhibits for temporary construction easements that are not included
on the plat.
Environmental Reviews
The Scope of Services includes a Hazardous Building Material Survey for the
demolition of the scene shop.
Phase I Environmental Site Assessment (ESA) for the project area will be obtained by
SouthWest Transit for both the parking ramp and the associated site improvements,
and that this information will be provided for use in the preparation of the final plans
and specifications.
3. Construction Phase
G:\ENG\PUBLIC\_2008 Projects\08-11 downtown transit site imp\Approve Consultant Contract 081108.doc
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 6
Construction Observation
Construction observation will be provided part-time (30 hours/week) for the duration
of the estimated 20-week construction schedule (both bid packages). Any additional
observation time would be additional services. The services include construction
meetings with contractors, utility companies, and SouthWest Transit.
Material Testin2
Kimley-Horn will coordinate construction material testing for the project. Kimley-
Horn Scope of Services also includes material testing during construction.
Construction material testing will be performed by a Kimley-Horn subconsultant.
Construction Stakin2
Kimley-Horn will provide construction staking for the improvements. These services
will be performed Egan, Field, & Nowak as a Kimley-Horn subconsultant.
As-built Drawin2s
Upon completion of the improvements, preparation of as-built drawings for the
project will be drafted and provided to the City.
Abatement Consultation and Observation
Kimley-Horn will provide consultation and periodic observation of abatement that
may be required for the demolition of the scene shop building. These services will be
provided by Braun Intertec as a Kimley-Horn subconsultant.
SCHEDULE
The following is a possible schedule for the project:
City Council Approve Consultant Contract
City Council Receive Feasibility Report
City Council Considers Site PlanIPlat Approval
August 11, 2008
September 22, 2008
November 10, 2008
Building Demolition and Utility Relocations
City Council Approves Plans; Authorizes Ad for Bids
City Council A ward Contract
Start Construction
Construction Complete
January 26, 2009
March 9, 2009
March 30, 2009
May 22, 2009
G:\ENGIPUBLlC'-2008 Projectsl08-11 downtown transit site itnplApprove Consultant Contract 081108.doc
Todd Gerhardt
SouthWest Transit Park & Ride Facility
August 11, 2008
Page 7
Street and Storm Sewer Improvements
City Council Approve Plans; Authorize Ad for Bids
Bid Opening
City Council Award Contract
Start Construction
Construction Complete
January, 2010
February, 2010
March, 2010
April, 2010
August, 2010
Notes:
1. Schedule assumes that special assessment agreements will be executed with
both SouthWest Transit and Bloomberg Companies and that a public hearing
will not be required.
2. Schedule for street and storm sewer improvements must be coordinated with
the schedule for the ramp construction. It is assumed that this work will be
completed in late 2009 to allow for an opening of the Downtown Transit
Station in the spring of 2010.
The consultant fees for the above scope of work are estimated at $179,500. Staff has
reviewed the estimated costs for each of these items and finds them reasonable for the
scope of services. These fees will be assessed back to the benefiting property owners.
The contract will be a time and materials based work not-to-exceed amount. As with
all engineering contracts, the consultant must submit periodic invoices that staff will
review before processing. The consultant will be required to submit timesheets
verifying the hours worked on the project and expense sheets. Staff will review the
invoices and expense sheets for accuracy and conformance to the contract.
Attachments: 1. Site Plan for the new Ramp and Roadway.
2. Map indicating SouthWest Transit's existing Park & Ride
Easement Area, Property Owned by Bloomberg Companies, and
Potential TIP District.
c: Jon Horn, Kimley-Horn & Associates, Inc.
G:\ENGIPUBLIO_2008 Projectsl08.1l downtown transit site itnplApprove Consultant Contract 081108,doc