4c. Chanhassen Transit Station: Amend Consultant 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
t/-e...
MEMORANDUM
TO:
Todd Gerhardt, City Manager
Paul Oehme, Director of Public Works/City Engineer 'Y" 0.
FROM:
DATE:
December 14, 2009
~~
SUBJ:
Chanhassen Transit Station, Project 08-11: Approve Amendment to
Consultant Contract for Additional Design Services
PROPOSED MOTION
"The City Council Approves Amendment in the amount of $34,500 for Additional
Design Services to Kimley-Horn and Associates, Inc. for the Chanhassen Transit
Station, Project 08-11".
City Council approval requires a super majority vote of the City Council present.
BACKGROUND
On August 8, 2008, the City Council approved a consultant agreement with Kimley-Horn
and Associates, Inc. for engineering services for this project.
On March 23,2009, the Council received a feasibility study for this project. Changes to
the feasibility study were necessary as a result of continued coordination with SouthWest
Transit and Bloomberg Companies.
On October 12,2009, staff updated the Council on theChanhassen Transit Station Park
& Ride Project changes at the Worksession.
On November.23, 2009 the Council held a public hearing for this project. Amendment #1
to the feasibility study was prepared and approved to detail the project changes.
DISCUSSION
In 2006, South West 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 420 vehicles.
For this project to move ahead, the City needed to take the lead in providing access to the
new facility. For the past year, representatives from South West Transit, Bloomberg
Companies, and City staff have discussed alternative locations for the new Park & Ride
facility. The criterion used to produce the since design was as follows:
. Provide for bus and rider access from the east and west of the proposed ramp.
Maximize future development opportunities surrounding the Dinner Theater.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Todd Gerhardt
Chanhassen Transit Station
December 14, 2009
Page 2
. Maximize the number of parking stalls on a minimal amount of land.
. Preserve the current location of the Chanhassen Depot.
For this project to occur, the City needed to lead the effort to build a new road to access the facility. The
following steps needed to be completed for the road to be built:
. Acquire land/easements for the road right-of-way.
. Acquire the Dinner Theater scene shop building. Relocate the scene shop to a new location.
. Acquire the Chanhassen Depot land.
. Upgrade and relocate sanitary sewer and water utilities.
. Construct the road including storm sewer, sidewalk, and street lighting facilities.
This process took significantly longer than originally anticipated and required the City's consultant,
Kimley-Horn and Associates, Inc., to attend several more meetings, complete an amendment to the
feasibility study and produce several more exhibits and funding alternatives than originally anticipated.
The reason the project has taken longer and required more work by the consultant is mainly related to the
land owner's request for changes to the original design, land purchase negotiation and Federal and
MnDot requirements for the project that were not anticipated in the original consultant scope of services.
The amount of addition consulting services requested for the project is $34,500. Staff has reviewed the
consultant's time and service deliveries and finds the request consistent with the work completed.
FUNDING
The estimated costs for the proposed improvements are detailed below. These costs include a 10 percent
(10%) construction cost contingency and a 30 percent (30%) allowance for indirect costs. The 30%
indirect costs include the amendment request to the consultant contract. These costs are consistent with
what was presented at the public hearing on November 23,2009 and what is identified in the feasibility.
The improvements are proposed to be financed through a combination of assessments to benefiting
property owners and City funds. The following is a summary of the proposed financing plan for the
project:
Financine: Source
Assessments - Bloomberg Companies
SouthWest Transit
City of Chanhassen Costs
Total
Amount
$ 729,253
$ 700,655
$ 370.840
$ 1,800,748
The proposed financing plan is based on the following criteria:
. Bloomberg Companies is assessed 51 % ofthe right-of-way and scene shop acquisition, building
demolition, street, and storm sewer costs.
. SouthWest Transit will pay for the street, building demolition, street lighting, sidewalk
improvements and storm sewer costs. SouthWest Transit has agreed to build the road and pay for the
improvements in exchange for assessments.
. City ofChanhassen pays 100% of the costs for the depot station land acquisition, the scene shop
relocation, and the sanitary sewer and waterrnain improvements.
. All land acquisition costs assume a land value of $8.20/square foot.
g:\eng\public\_200S projects\OS-1 I downtown transit site imp\121409 bkgd dt parknride amend const. contract.doc
Todd Gerhardt
Chanhassen Transit Station
December 14, 2009
Page 3
Funding for the City share of the project would come from several sources:
Sanitary Sewer Utility Fund
Water Utility Fund
Revolving Assessment Fund
Total
$ 52,800
$ 77,500
$ 240.540
$ 370,840
Note: The Revolving Assessment Fund estimate is over the budgeted amount in the 2009 CIP. This
increase in cost is due to the increase in costs of the project and additional negotiations with the
benefiting property owners.
Attachment: Estimated Costs
CIP Project Sheet
c: Jon Horn, Kimley-Hom & Associates, Inc.
g:\englpublic\_2008 projects\08-ll downtown transit site imp\121409 bkgd dt parknride amend const contract doc
EXHIBIT B
ESTIMATED COSTS
INDNIDUAL PROJECT ORDER (IPO) NO. 13A
DOWNTOWN TRANSIT STATION SITE IMPROVEMENTS
CITY PROJECT NO. 08-11
Kimley-Horn proposes to perform all services for the project on an hourly (cost plus) basis using our
current Standard Rate Schedule. The following is a summary of our estimated costs for the
individual work tasks in the Scope of Work.
Previous IPO IPO 13A
Work Task F ees/Exoenses Fees/Expenses Total
1. Feasibility Study Phase $ 22,500 $ 0 $ 22,500
2. Final Design Phase
Preparation of Final Plans $ 40,000 $ 0 $ 40,000
Permits $ 3,000 $ 0 $ 3,000
Bidding Services $ 7,000 $ -2,000 $ 5,000
Preparation of Final Assessment Roll $ 1,000 $ 0 $ 1,000
Meetings $ 4,000 $ 5,500 $ 9,500
Surveying for Final Design Services $ 5,000 $ 0 $ 5,000
Geotechnical Exploration $ 500 $ 0 $ 500
Right-of- Way/Easements $ 8,000 $ 8,000 . $ 16,000
Environmental Reviews $ 2,500 $ 0 $ 2,500
Subtotal- Final Design $ 71,000 $ 11,500 $ 82,500
Additional Final Design Services
Feasibility Report Updates $ 0 $ 6,000 $ 6,000
Project Memorandum Assistance $ 0 $ 1,500 $ 1,500
Agreement/Prop. Acquisition Support $ 0 $ 2,500 $ 2,500
Project Coordination $ 0 $ 4,500 $ 4,500
Federal Aid Review $ 0 $ 6,500 $ 6,500
Subtotal- Additional Final Design $ 0 $ 21,000 $ 21,000
3. Construction Phase
Construction Observation $ 60,000 $ 0 $ 60,000
Material Testing $ 5,000 $ 0 $ 5,000
Construction Staking $ 5,000 $ 0 $ 5,000
As-built Drawings $ 3,000 $ 0 $ 3,000
Abatement Consultation and Observation $ 4,000 $ 0 $ 4,000
Subtotal - Construction $ 77,000 $ 0 $ 77,000
Subtotal $ 170,500 $ 32,500 $203,000
Reimbursable Expenses $ 8,500 $ 2,000 $ 10,500
Permits $ 500 $ 0 $ 500
Total Estimated Cost $ 179,500 $ 34,500 $214,000
7
-.-..
Capital Improvement Program 2010 thru 2014 Department Street Improvements
City of Chanhassen, MN Contact Paul Oehme
Project # ST -021 Type Improvement
Useful Life
Project Name Downtown Transit Station Site Imp Streets/Highways
Category
Aceount #1 Aecount #3 Priority nla
Account #2 Account #4
Description -1 Total Project Cost: $1,921,000
This project is a partnership between the City, Southwest Transit and private property owners. The project will relocate sewer and water utilities in
the area and construct a public road for the preparation of a new 400 stall parking ramp. The street and right of way are proposed to be assessed
back to the benefiting property owners and the City will need to relocate its' public utilities. The scene shop on the property will need to be
demolished and relocated.
Justification 1
These improvements are necessary to facilitate a new 400 stan parking ramp proposed to be built south of the Chanhassen Dinner Theater.
Expenditures 2010 2011 2012 2013 2014 Total
Construction 1,921,000 1,921,000
Total 1,921,000 1,921,000
, Funding Sources 2010 2011 2012 2013 2014 Total
I AssessmenURevolving Assess 240,000 240,000
Developer Assessments 1,550,000 1,550,000
Sewer Utility Fund 53,000 53,000
Water Utility Fund 78,000 78,000
Total 1,921,000 1,921,000
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