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1l. Chan Rec/Bluff Creek Elementary: Profession Service Agreement for Parking ExpansionCITY OF 1 =� - - CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: FROM: DATE: SUBJ: Don Ashworth, City Manager Todd Hoffinan, Park & Recreation Director July 9, 1997 Endo mod lelecte Date Subm:tled to CommissloR Date to Council Approve Professional Service Agreement; Hammel, Green & Abrahamson.; Chanhassen Recreation Center/Bluff Creek Elementary School Parking Expansion As you are aware, I have been working on expanding the parking capacity at the Chanhassen Recreation Center/Bluff Creek Elementary School for some time. I am pleased to inform you that the city is in good position to see this initiative completed in an efficient and economical manner. Please let me explain. • Patrick Minger, Minger Construction, a local contractor, is willing to perform the parking lot expansions as a change order to his existing contract with the city for Project 93 -2613, Coulter Boulevard. The city would pay the up front costs associated with this change order, recognizing that the city's 50% share is a 1997 budgeted expense as approved by the city council. • The Independent School District Board will take action on July 24, 1997, approving an agreement to pay their 50% share of this project debt to the city through a lease back payment(s). The city has a letter of commitment from Hammel, Green & Abrahamson to provide the necessary professional services associated with this work. They will perform said services for a fee not to exceed $6,500. A continued relationship with HGA made sense recognizing their history on the project. You should be aware that HGA's original proposal was priced at $12,000. Their second position was a price not to exceed $9,500. I would settle for a price not to exceed $6,500. Mr. Don Ashworth July 9, 1997 Page 2 RECOMMENDATION It is recommended that the city council approve the attached professional service agreement with HGA in an amount not to exceed $6,500 for work associated with the expansion of the parking lots at the Chanhassen Recreation Center/Bluff Creek Elementary School. If approved, I recommend the following project schedule: July 14, 1997: City Council approves professional services agreement with HGA, not to exceed $6,500 for professional services associated with the expansion of the parking lots at the Chanhassen Recreation Center/Bluff Creek Elementary School. July 28, 1997: Approve plans and specifications and change order to Project 93 -2613; Minger Construction to complete work. August 4,1997: Mobilize. August 29, 1997: Realize substantial completion. Attached for your review are a variety of documents associated with my administrative work in this area. They include: 1. Complaint forms citing the lack of parking at the Chanhassen Recreation Center. 2. Professional Services Agreement with HGA. 3. Budget Documentation. 4. Resolution in support of parking lot expansion at the Chanhassen Recreation Center/Bluff Creek Elementary School from the Chanhassen Park & Recreation Commission. 5. Letter of understanding from David H. Peterson, Director of Finance and Operations, ISD 112 dated March 18, 1997. 6. Letter of understanding from Todd Hoffman dated March 17, 1997. 7. Meeting notice dated March 6, 1997. 8. Agenda, Bluff Creek Elementary School /Chanhassen Recreation Center parking meeting dated March 12, 1997. g:\ park \th \parkinglotexpansion.doc o, aera COMMENTCARD R i ' The Chanhassen Park & CENTERO Recreation Department takes pride in serving our community with lifelong ♦ recreational leisure experiences. Your comments will help us improve our service. Please complete this evaluation and return to the Recreation Center. Thank you. Date & Time of Use T Room(s) Used I. Did the overall condition of the Yes No Recreation Center meet your G expectations? 2 Was the employee service courteous G and appropriate? 3. Are the hours of operation convenient? G 4. Did the facilities and equipment you G used meet your needs? 5. If you took a class, was the instructor G G 6. Was the room you used clean and A G in goon repair 7. Are the 8. Are _ t propria te? �jcies :ommen[ on any of the tab 1f j -r j� LV "D a /- t �l z- -v c. n i • S (� t/ — ✓2 ,fir ?�Dc 1� - Name (optional) Phone z �' Add,iss city & zipS Would you like someone to contact youlAYes G No. lF LD. COMMENTCARD The Chanhassen Park & Recreation Department takes pride in serving our community with lifelong eational leisure experiences. your comments will help us improve our service. Please complete this evaluation and return to the Recreation Center. Thank you. Date &Time of Use - �i7 Rooms Used t 1. Did the overall condition of the Yes No Recreation Center meet your a expectations? 2 Was the employee service courteous d and appropriate? 3. Are the hours of operation convenient? �7 ❑ 4. Did the facilities and equipment you �0 d used meet your needs? S. If you took a class, was the instructor d 0 knowledgeable? 6. Was the room you used clean and '�a 0 in good repair? city & zip Would youAke someone to contact you? ❑ Yes ❑ No Phone Address COMMENT CARD �' i The 3anF -_:an Park & Recreation Department takes pride in serving our C , mmunity with lifelong recreational leisure experiences. Your comments will help us improve our service. Please complete this evaluation and return to the Recreation Center. Thank you. Date & Time of Use Rooms) Used I. Did the overall condition of the Recreation Center meet your Q(C) expectations? 2 Was the employee service courteous G and appropriate? 3. Are the hours of operation convenient? 4. Did the facilities and equipment you used meet your needs? S. If you took a class, was the instructor a 0 knowledgeable? b. Was the room you used clean and p in good repair? 7. Are the fe - ,c,: - 8. Are the p olicies aDpro�riara7 ❑ of Name o iona� Phone `4 11(_l L L19 c1 l e, /3 /c Would You hke someone to contact you? d Y es 3 No < / COMMENT CAS The Chanhassen Park & Recreation Department takes pride in serving our community with lifelong recreational leisure experiences. Your comments will help us improve our service. Please complete this evaluation and rerL. -i to the Recreation Center. Thank you. ( r Date ': —'—:! of Use Room($) Used I. Did the overall condition of the Yes No Recreation Center meet your ❑ ❑ expectations? 2 Was the employee service courteous ❑ ❑ and appropriate? 3. Are the hours of operation convenient? ❑ ❑ 4. Did the facilities and equipment you ❑ used meet your needs? 5. If you took a class, was the instructor ❑ ❑ knowledgeable? 6. Was the room you used clean and ❑ ❑ in good repair? 7. Are the fees a ❑ ❑ l S. n Iria nnnrn —; Please comment on any of the above: �' 4 Name o Tonal) : f WouYd you like someone to contact yowl ❑ Yes Ho COMMIT COD The Chanhassen Park & R °_treatica Department takes pride in serving our community with life!ong eational leisure experiences. iow ��mmentc will help us improve our service. Please complete this evaluation and re t u rn to the Recreation Center. Thank you. 0-it" of Use ` Room Used I. Did the overall condition of the Yes No Recreation Center meet your as expectations? 2 Was the employee service cc::r�cus C` and appropriate? 3. Are the hours of operation convenient? d 0 4. Did the facilities and equipment you d ❑ used meet your needs? 5. If you took a class, was the instructor knowledgeable? a 6. Was the room you used clean and in good repair? 7. Are the fees appropriate? i a 8. Are the Hate. p comment on an 0 � n�c Name de voa like someo to contact COMMENT CARD R ECREATION The Chanhassen Park & Recreation Department CENTE takes pride in serving our community with lifelong *recreational leisure experiences. Your comments will help us improve our service. Please complete this evaluation and return to the Recreation Center. Thank you. Date &Time of Usd���yj / .0 Room(s) Used I. Did the overall condition of the Yes No Recreation Center meet your ❑ �` expectations? 2. Was the employee service ❑ ❑ and appropriate? 3. Are the hours of operation convenient? ❑ ❑ 4. Did the facilities and equipment you ❑ 9 used meet your needs? S. If you took a class, was the instructor ❑ ❑ knowledgeable? 6. Was the room you used clean and ❑ ❑ in good repair? 7. Are the fees appropriate? ❑ ❑ 8. Are n on any of the above_ lhlt Name (options Phone Add tier & zip Would you like. someone to contact yout ❑ Yes ❑ No , (WED) 07. 09' 97 16:14 /N0. 3 P 2 Hammel Green and Abrahamson, InC. Architecture • Engineering • Interior Design 1201 Hermon Place Mlnneapolls, Minnesota 55403A265 Ulapncm9 612 - 337 - 4100 Telefax 612.332.9013 - 1 110% A I UI 7 July 1997 Mr. Todd Ho>ffinan Parks and Recreation Director City of Chanhassen P. O_ Box 147 Chanhassen, Minnesota 55317 Re: Chanba&wn Recreation Center/Bluff Creek Parking Expansion HGA Commission Number 1139.008.00 Dear Mr. Hoffman: tfRM R3DM.SCTDMM1 AMBER 612/3374156 Hammel Green and Abrahamson, Inc. (HGA) is pleased to submit to you this letter form of agreement regarding your selection of us to provide professional services for the Chanhassen Recreation Center Parking/Bluff Creek Expansion located at 2300 Coulter Boulevard. We are sending you this letter to assure a clear understanding of the matters relating to this project and our mutual responsibilities. BASIC SERVICE HGA agrees to provide the following Basic Services on the Project: 1. Design. Phase 1.1 HGA shall review with Owner alternative approaches to design and construction of the Project. 1.2 Based -on the mutually agreed -upon program, schedule and construction budget requirements, HGA shall prepare, for approval by the Owner, Design Documents consisting of drawings and other documents appropriate for the Project, and shall submit to the Owner a preliminary estimate of Construction Cost. 2. Construction Document Phase 2.1 Based on the approved Design Documents, HGA shall prepare, for approval by the Owner, Construction Documents consisting of Drawings, Specifications and Material Quantity Estimate for proposed construction setting forth in detail the requirements for the construction of the Project and shall advise the Owner of any adjustments to previous preliminary estimates of Construction Cost. FROM (WED) 07. 09' 97 1 6:1 5 !N0. 3562131244 P 3 11 20% w r . � i a rv► Mr. Todd Hol£rnan 7 July 1997 Page 2 3. Construction Phase 3.1 HGA's responsibility to provide Basic Services for the Construction. Phase under this Agreement commences with the award of the Contract for Construction and terminates 90 days after the date of Substantial Completion of the Work. 3.2 HGA shall provide administration of the Contract for Construction as set forth below and in the edition of AIA Document A201, General Conditions of the Contract for Construction, current as of the date of this Agreement. 3.3 Duties, responsibilities and limitations of authority of HGA shall not be restricted, modified or extended without written agreement of the Owner and HGA with consent of the Contractor, which consent shall not be unreasonably withheld. 3.4 HGA shall be a representative of and shall advise and consult with the Owner (1) during construction until final payment to the Contractor is due and (2) as an Additional Service at the Owner's direction from time to time during the correction period described in the Contract for Construction. 3.5 HGA shall at all times have access to the Work wherever it is in preparation or progress. 3.6 When professional certification of performance characteristics of materials, systems or equipment is required by the Contract Documents, HGA shall be entitled to rely upon such certification to establish that the materials, systems or equipment will meet the performance criteria required by the Contract Documents. 3.7 HGA shall prepare Change Orders and Construction Change Directives, with supporting documentation and data if autho&.eA or confirmed in writing by the Owner as an additional service, for the Owner's approval and execution in accordance with the Contract Documents, and may authorize minor changes in the Work not involving an adjustment in the Contract Sum or an extension of the Contract Time which are not inconsistent with the intent of the Contract Documents. Please carefully review the Scope of Basic Services listed above to be sure there are no items or services omitted. This Scope of Basic Services is based upon the information we have received from you regarding the Project requirements. A (WED) 07. 0�' 97 16.1 � /N0. 8562181244 F 4 a�a a� � a t `fl i Mr. Todd Hoffman 7 July 1997 Page 3 QW R'S RESPONSIEILITIES The City of Chanhassen as the Owner, agrees to provide the following information and/or Services on the Project at its expense, and HGA. shall be entitled to rely upon the accuracy and completeness thereof: 3. The Owner shall furnish surveys describing physical characteristics, legal Urnitations and utility locations for the site of the Project, a written legal description of the site and the services of geotechnical engineers or other consultants when such services are requested by the Architect. 2. The Owner shall furnish structural., mechanical, chemical, air and water pollution tests, tests for hazardous materials, and other laboratory and environmental tests, inspections and reports required by law or the Contract Documents. 3_ The Owner shall furnish all legal, accounting and insurance counseling services as may be necessary at any time for the Project, including auditing services the Owner may require to verify the Contractor's Applications for Payment or to ascertain how or for what purposes the Contractor has used the money paid by the Owner. COMPENSATION For the Basic Services HGA provides, it is agreed that HGA will be compensated on a Fixed Fee of Six 'Thousand Five Hundred Dollars ($6,500.00), plus Reimbursable Expenses at their cost to HGA_ Additional Services beyond the scope of Basic Services will be performed only when authorized or confirmed by you. Compensation for such Additional Services will be 2.5 times Direct Personnel Expense. Direct Personnel Expense is the salary of HGA personnel engaged on the Project, plus the cost of their mandatory and customary contributions and benefits. Reimbursable Expenses are the actual expenditures made by HGA in the interest of the Project for expenses such as reproductions and mailing, data processing, photographic reproduction, CADD materials expense, and any state or local taxes imposed where the Project is located_ SCHEDULE If the Project, or any part thereof, is suspended for more than 15 days, we shall be compensated for services performed prior to suspension. Services upon, resumption after suspension shall be adjusted to compensate for interruption of our services_ Services provided more than 90 days following substantial completion of the project are Additional Services. FROM (WED) 07. 09' 97 16:16 /N0. 3562181244 P 5 1 1 Vf Mr. Todd Hoffnrtan 7 July 1997 Page 4 TERMS HGA will invoice you monthly for Basic Services, any Additional Services and any Reimbursable Expenses. Payment is not conditional upon the happening of any other event and is due upon receipt of the invoice. Any invoiced amount not paid within thirty (30) days of the date of the invoice will include an interest and service charge of one percent per month. Objections not made to an HGA invoice in writing within thirty (30) days are deemed waived. If proper objection is not made, and you fail to pay HGA within sixty (60) days of receipt of any invoice, HG.A. may, after giving seven (7) days' written notice, suspend services until the outstanding balances are paid. MISCELLANT- It is understood that neither HGA or the owner have control over the factors that determine construction costs. Accordingly, HGA. cannot warrant or represent that actual bids or negotiated construction costs may vary from any estimates of such cost that HGA may prepare. The owner and HGA shall not be liable to each other for any consequential damages, including loss of use, loss of profit, or cost of financing. HGA and its consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous materials in any form_ HGA shall retain all intellectual property rights to the drawings, specifications or other documents it prepares. You may retain copies, including reproducible copies of such documents for information and reference in connection with your use or occupancy of the Project. This agreement may be terminated by either party upon seven (7) days' written notice should the other fail substantially to perform m accordance with its terms, through no fault of the party that initiates the termination. in the event of termination, HGA. shall be compensated for all services performed and expenses incurred to that date. Nothing contained in this agreement shall cause any third party to be a beneficiary of this agreement. This letter (anal any documents attached hereto, referenced herein) is intended to be the entire agreement between us. Any changes or additions to this agreement must be in writing and signed by both of us. The pre - printed terms and conditions of any purchase order issued for convenience that may be signed by both of us are not an addition or amendment to this agreement and are of no force and effect_ This copy, and an additional enclosed copy of this letter agreement, have been signed by me on behalf of HGA If this agreement is satisfactory, please sign and date as indicated below, Once you have signed both copies, please return one to HGA, and retain the other for your file. My receipt of the fully sighed copy will constitute our authorization to proceed. FROM (WED) 07. 09' 97 16:17 /NO. 3662181244 F b 0 1Av% w r r�.r� ► Mr. Todd Koffman 7 July 1997 Page 5 Thank you agar for your selection of HGA, on this project. Respectfully submitted, HAMNML GREEN AND ABRAHAMSON, INC. (HGA) BY Tit Vice Presi M CITY OF C HANHASSEN (OWNER) L: Title Date 7 July 1997 i,M) OOV) 39Yo09kasVFGi L W P6;[a Date CC' Linda Anderson, HGA. David Leschak, HGA Darlene Schmidt, HGA. CITY OF CHANHASSEN 1997 BUDGET Commentary Capital Project Fund Park/Trailways Acquisition & Development General Comment: Park and trail fees (charges established on new construction) are receipted into this fund. Many major park and trail improvements become a budgeted expense of this fund (Note: To insure multi -year accountability for individual projects, a separate fund is typically established to account for the assets/liabilities of that project, i.e. Lake Ann Boat Access. All of the revenues/expenses associated with the project thereby become easier to monitor - with final balances being "transferred" back to this fund). As such, this fund represents the master fund reflecting current and future obligations for major park and trail projects, as well as minor park and trail improvements within our community. An annual and five year park/trailways acquisition and development capital improvement program is maintained by the City's Park and Recreation Commission. All capital improvement projects are approved by the City Council. Expenditures: 1996 1997 4010 Personal Services: Park and Recreation Director 20% 20% 4300 Fees, Service: $28,000 Professional services associated with the development of city 25,000 parks and trails. Tree moving 2,000 Appraisals and consulting services associated with "park" 15,000 referendum. 4302 Fees, Legal: 20,000 Legal services associated with the development of city parks 3,000 and trails. Legal services associated with "park" referendum. 4,000 4340 Printing & Publishing associated with "park" referendum, 8,000 miscellaneous documents. 4701 Chanhassen Recreation Center - Transferred to Lake Ann Ballfield Lighting 30,000 Lake Ann Park ballfield lighting 60,000 Trees, Meadow Green Park 2,000 Minnewashta Boulevard Parkland, Phase I Development 70,000 Contingency, Lake Ann Park 5.000 167,000 Carver Beach Shoreline Restoration and Trail 12,000 TC & W Railroad Trail Underpass Restoration 25,000 Lake Ann Park Contingency 0,uvV Round House Park, Phase II Development 50.000 142,000 112 612 - 835 -3160 HOISINGTON KOEGLER 233 P02 JUL 09 "97 13:12 Creative Solutions for Land Planning and Design July 9, 1997 Mr. Todd Hoffman Park and Recreation Director City of Chanhassen 690 Coulter Drive P.O. Box 147 Chanhassen, MN 55317 Dear Todd: Hoisington Koegler Group Inc. HK �i I have reviewed the material that you sent me regarding expansion of the parking lots at the Chanhassen Recreation Center/Bluff Creek Elementary School. My understanding of the project includes the following: 1. Plans and specification notes need to be prepared in sufficient detail to allow the construction of the parking lots to be added to an existing contractor's work by change order. Therefore, complete bidding documents will not be necessary. 2. Soil borings were taken either directly within or near the planned parking Iot expansion areas. A geotechnical report is on file and available for review. 3. Storm drainage from the added parking lot areas can be accommodated by connection to the existing storm drainage system. No additional ponding will be required. 4. Survey information (including existing facilities) is available in digital form and will be provided to us by the City of Chanhassen. Based on the assumptions and scope of services noted above, Hoisington Koegler Group will prepare the required plans for a fee not to exceed $6,5 If civil engineering services are required for the project, they will be provided to HKGi by MSA Consulting Engineers (Howard R. Green Company) within the identified maximum fee. The plans will be completed within a schedule as yet to be identified in order to tale advantage of the opportunity to complete the work in timely ;manner by change order. Thank you for the opportunity to submit this proposal for professional services for the City of Chanhassen. Please call me if you have any questions_ Let tae know how you wish to proceed on this matter. Sincerely, R. Mark Koegler, RLA Senior Vice President RMK.dbm 73UU Metro Boulevard, Suite 525, Minneapolis, Minnesolu 5543 (612) 835 -9960 Fax (612) 835 -3160 MAR 18 '97 11:06 DISTRICT 112 P.2 Thank you to Todd Hoffman and you for arranging the March 12th meeting to review the parking lot needs and possible solutions. The meeting was much needed and provided several new possible ideas. In summary, the District Administration continues to believe that the east and west parking lot expansion specifications are to be accomplished as soon as possible by HGA with the city and school sharing 50% of this cost. The 24% and 76% joint power split is not aligned to this project as both the city and school need parking lot expansion equally. Once the HGA specifications are completed, then the City Engineer will either obtain a cost for each tot's change -order (from a contractor under contract for area roads) or publish for seated bids with a bid alternative for the school west parking lot expansion. The district does not have any FY97 or FY98 capital or construction budget available for this project. All available assets have already been recommended for other high priority district needs. The projects to be currently funded have been identified through various committee processes. Therefore, once the district lot cost is known, you and I need to meet to review a process by which a FY99 installment purchase from the city might be accomplished. As we create a plan, said will require school board action and approval. Hopefully we can coordinate this effort to a successful conclusion. Standing by to serve you. a id e e son Director of Finance and Operations cc: D. Clough, Superintendent D. Ashworth, City Administrator IN 1 March 18, 1997 School Mr. Todd Gerhardt District - Assistant City Manager City of Chanhassen P.O. Box 147 690 Coulter Drive JNLAKrW Chanhassen, MN 553I7 Dear Mr. Gerhardt RE: Bluff Creek Parking Thank you to Todd Hoffman and you for arranging the March 12th meeting to review the parking lot needs and possible solutions. The meeting was much needed and provided several new possible ideas. In summary, the District Administration continues to believe that the east and west parking lot expansion specifications are to be accomplished as soon as possible by HGA with the city and school sharing 50% of this cost. The 24% and 76% joint power split is not aligned to this project as both the city and school need parking lot expansion equally. Once the HGA specifications are completed, then the City Engineer will either obtain a cost for each tot's change -order (from a contractor under contract for area roads) or publish for seated bids with a bid alternative for the school west parking lot expansion. The district does not have any FY97 or FY98 capital or construction budget available for this project. All available assets have already been recommended for other high priority district needs. The projects to be currently funded have been identified through various committee processes. Therefore, once the district lot cost is known, you and I need to meet to review a process by which a FY99 installment purchase from the city might be accomplished. As we create a plan, said will require school board action and approval. Hopefully we can coordinate this effort to a successful conclusion. Standing by to serve you. a id e e son Director of Finance and Operations cc: D. Clough, Superintendent D. Ashworth, City Administrator IN CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: MOTION BY: RESOLUTION NO: SECONDED BY: RESOLUTION IN SUPPORT OF PARKING LOT EXPANSION AT THE CHANHASSEN RECREATION CENTER/BLUFF CREEK ELEMENTARY SCHOOL WHEREAS, on March 25, 1997, the Chanhassen Park and Recreation Commission convened a regularly scheduled meeting; and WHEREAS, at that meeting the Commission discussed the need for additional parking lot capacity at the Chanhassen Recreation Center/Bluff Creek Elementary; and WHEREAS, the input and support of the Commission is integral to the success of the Chanhassen Recreation Center; and WHEREAS, the Park and Recreation Commission recognizes that parking cannot be made available to accommodate all occasions at the Chanhassen Recreation Center and Bluff Creek Elementary School; and WHEREAS, the location of the building is not in close proximity to adjoining neighborhood streets, therefore, the Commission feels that expansion of the parking lots is warranted. NOW THEREFORE BE IT RESOLVED that a proposed project to expand parking at the Chanhassen Recreation Center/Bluff Creek Elementary School has the unanimous support of the Chanhassen Park and Recreation Commission. Passed and adopted by the Cha ,ahassen Park and Recreation Commission this 2 of 0 &1wA. 1997. ATTEST: �' �I '. rr �. Ja sh, Chair r Berg, Vice -Chair YES NO ABSENT r - CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 March 17, 1997 School District 112 Fred Whitney, School Board Chair Dave Peterson, Business Manager Cathy Gallagher, Principal Greg McGree, Buildings & Gounds Carl Mattson, Custodian Ladies & Gentlemen: Citv of Chanhassen Todd Gerhardt, Assistant City Manager Patty Dexter, Recreation Supervisor Dave Hempel, Assistant City Engineer Bob Zydowsky, Deputy Public Safety Dir. Mark Littfin, Fire Marshal Thank you for attending the "parking" meeting this last Wednesday. Your participation in the ongoing process of solving the parking problems at the Bluff Creek Elementary School/ Chanhassen Recreation Center is appreciated. This letter is being sent to confirm the outcome of our meeting. If the following representations are contrary to your notes or recollection, please contact me. 1. It was agreed that the accommodations made to date, including on- street parking on Coulter Blvd., the elimination of some fire lanes, and the identification of "visitor/ 15 minutes /1 hour" parking spaces has been very helpful. Those responsible for these improvements were recognized. 2. Greg McGree and I will administer the preparation of cost estimates including preliminary design work for the expansion of both on -site parking lots. This work has been authorized by the district. 3. Dave Peterson and Todd Gerhardt will seek approval for an agreement in which the city will construct the lots with the district leasing back the west lot. 4. A final agreement must be approved by the District 112 School Board and the Chanhassen City Council. March 17, 1997 Page 2 Again, thank you for your valuable input. I will keep you informed of progress being made. Sincerely, Todd Hoffman Park & Recreation Director TH:k c: Dave Clough, Superintendent Nancy Mancino, Mayor Don Ashworth, City Manager Scott Harr, Public Safety Director Charles Folch, City Engineer g:\park\th\pkglotimpr.doc CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 March 6, 1997 School District 112 Fred Whitney, School Board Chair Dave Clough, Superintendent Dave Peterson, Finance Director Cathy Gallagher, Principal Greg McGree, Buildings and Grounds Carl Mattson, Custodian Ladies & Gentlemen: City of Chanhassen Nancy Mancino, Mayor Todd Gerhardt, Assistant City Manager Patty Dexter, Recreation Supervisor Scott Harr, Public Safety Director Charles Folch, City Engineer Bob Zydowsky, Deputy Public Safety Dir. Mark Littfin, Fire Marshal As you are aware, parking at the Bluff Creek Elementary School/Chanhassen Recreation Center is severely limited. For the past 18 months, officials from both the district and the city have been working to improve parking accommodations at the site. Prompted by a recent rash of parking violations, officials met again on Wednesday, February 19. That meeting resulted in the following outcome: • Over 50% of the desired, but nonessential fire lanes were eliminated, gaining approximately 36 permanent and 20 part-time spaces. In addition, it was agreed that another meeting would be scheduled for March 12 to discuss parking lot expansions. Previous initiatives have also helped manage the parking: • The north side of Coulter Boulevard was opened for parking from 5 p.m. to midnight, Monday throughTriday and all day on weekends. This provides approximately 30 spaces during those times. • "Visitor, 15 minute, and 1 hour" spaces have been identified to accommodate quick trips. These "creative" solutions have lessened the parking crunch, but more work needs to be done. March 6, 1997 Page 2 At present, approximately 100 spaces are available in the community parking lot with just over 85 available in the school parking lot. The school district lot can be expanded by approximately 30 spaces and the city lot by as many as 70 spaces for an additional 100 spaces. The estimated investment to accomplish this initiative is $100,000. The Chanhassen City Council and Park & Recreation Commission have set aside $50,000 to be used for this purpose. It is our hope that the district will also make a commitment to this proposed project. From. my conversations with district personnel, I am cognizant of the tight times at the school district level. Through this meeting, we hope to further understand your committed obligations and discuss whether or not this issue can become one of them. Thank you for your attention to this matter. I look forward to seeing you on March 12. Sincerely, Todd Hoffinan Park & Recreation Director TH:k cc: Chanhassen City Council Park & Recreation Commission Don Ashworth, City Manager Attachments: Agenda gAparMiMparkinglotimpr.doc AGENDA BLUFF CREEK ELEMENTARY SCHOOL/ CHANHASSEN RECREATION CENTER "Parking Meeting" WEDNESDAY, MARCH 12,1997, 11:00 A.M. CHANHASSEN RECREATION CENTER LOTUS LAKE ROOM 1. Introductions. 2. Project History: District: Greg McGree City: Todd Hoffman 3. Consequences of Insufficient Parking: District: Fred Whitney and Cathy Gallagher City: Nancy Mancino and Patty Dexter 4. Public Safety Concerns: District: Cathy Gallagher City: Scott Harr 5. Brief Overview of Accommodations made to Date: District: Cathy Gallagher City: Charles Folch and Mark Littfin 6. Parking Lot Expansion Proposal: District: Cathy Gallagher City: Todd Hoffman 7. Financial Position Statements: District: Dave Peterson City: Todd Gerhardt 8. Other. 9. Adjourn at 12 noon. V A (MON) 07, 07' 07 16:214T. 16: 20 /N0, 3562131113 F 2 Hammel Green and Anrahamson, Irrc Architecture - Engineering - inlertor Dpiign 1201 Harmon Place mmrreapol,s Wlrnnesot3 55 -1985 Telapnano 612 - 337 - 4100 7elefgx 612 . 332 • 9013 ! 90% A r l" UXF 1 7 July 1997 W. Todd Hoffman Parks and Recreation Director City of Chanhassen P. O. Box 147 Chanhassen, Mnnesota 55317 Re: Chanhassen Recreation Center/BluffCreek Parking Expansion HGA Commission Number 1139- 008 -00 Dear Mr. Hoffman: 8'RIM'SDMECT DML MIMAFR 612/337 -4156 Hammel Green and Abrahamson, Inc. (HGA.) is pleased to submit to you this letter form of agreement regarding your selection of us to provide professional services for the Chanhassen Recreation Center Parkinolufl: Creek Expansion located at 2300 Coulter Boulevard. We are sending you this letter to assure a clear understanding of the matters relating to this project and our mutual responsibilities. BASIC SERVICES HGA agrees to provide the following Basic Services on the Project: 1_ Design Phase 1.1 HGA shall review with Owner alternative approaches to design and construction of the Project. 1.2 Based on the mutually agreed -upon program, schedule and construction budget requirements, HGA shall prepare, for approval by the Owner, Design Documents consisting of drawings and other documents appropriate for the Project, and shall submit to the Owner a preliminary estimate of Construction Cost. 2_ Construction Document Phase 2.1 Based on the approved Design Documents, HGA. shall prepare, for approval. by the Owner, Construction Documents consisting of Drawings and Specifications setting forth in detail the requirements for the construction of the Project and shall advise the Owner of any adjustments to previous preliminary estimates of Construction Cost. FROM (MON) 07. 07' 97 16:21 /ST. 16: 20 /NO. 3662181118 P 3 UON A s r.0. %OFF 1 Mr. Todd Hoffman 7 July 1997 Page 2 2.2 HGA shall assist the owner in connection. with Owner's responsibility for fling documents required for the approval of governmental authorities having jurisdiction over the Project. 2.3 HGA, following the Owner's approval of the Construction Documents and of the latest preliminary estimate of Construction Cost, shall assist the Owner in obtaining bids or negotiated proposals and assist in awarding and preparing contracts for construction. 3_ Construction Phase 3.1 HGA's responsibility to provide Basic Services for the Construction Phase under this Agreement commences with the award of the Contract for Construction and terminates 90 days after the date of Substantial Completion of the Wort:. 3.2 HGA shall provide administration of the Contract for Construction as set forth below and in the edition of AIA Document A201, General Conditions of the Contract for Construction, current as of the date of this Agreement. 3.3 Duties, responsibilities and limitations of authority of HGA shall not be restricted, modified or extended without written agreement of the owner and HGA. with consent of the Contractor, which consent shall not be unreasonably withheld. 3.4 HGA shall be a representative of and shall advise and consult with the Owner (1) during construction until final payment to the Contractor is due and (2) as an Additional Service at the Owner's direction from time to time during the correction period described in the Contract for Construction. 3.5 HGA shall visit the site at intervals appropriate to the stage of construction or as otherwise agreed by the Owner and HGA in writing to become generally familiar with the progress and quality of the work completed and to determine in general if the Work is being performed in a manner indicating that the Work when completed will be in accordance with the Contract Documents. On the basis of on -site observations as an architect, HGA shall beep the Owner informed of the progress and quality of the Work, and shall endeavor to guard the Owner against defects and deficiencies in the Work. 3.6 HGA shall at all times have access to the Work wherever it is in preparation or progress. 3.7 Based on HGA's observations and evaluations of the Contractor's Applications for Payment, HGA shall review and certify the amounts due the Contractor. A (MON) 07. 07' 97 16: 2247. 16: 201 3502101118 F' 4 A & Av"% A ^tea � R a 1 i R71 Mr. Todd Hoffman 7 July 1997 Page 3 3.8 HGA's certification for payment shall constitute a representation to the Owner, based on HGA's observations at the site as provided in Subparagraph 3.5 and on the data comprising the Contractor's Application for Payment, that the Work has progressed to the point indicated and that, to the best of the HGA's knowledge, information and belief, quality of the Work is in accordance with the Contract Documents, 3.9 HGA shall have authority to reject Work which does not conform to the Contract Documents and will have authority to require additional inspection or testing of the Work whenever, in HGA's reasonable opinion, it is necessary or advisable for the implementation of the intent of the Contract Documents. 3.10 HGA shall review and approve or take other appropriate action upon Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in. the Contract Documents. HGA.'s action shall be taken with such reasonable promptness as to cause no delay. HGA's approval of a specific item shall not indicate approval-of an assembly of which the item is a component, When professional certification of performance characteristics of materials, systems or equipment is required by the Contract Documents, HGA shall be entitled to rely upon such certification to establish that the materials, systems or equipment will meet the performance criteria required by the Contract Documents. 3.11 HGA shall prepare Change Orders and Construction Change Directives, with supporting documentation and data if authorized or confirmed in writing by the Owner as an additional service, for the Owner's approval and execution in accordance with the Contract Documents, and may authorize minor changes in the Work not involving an. adjustment in the Contract Sum or an extension of the Contract Time which are not inconsistent with the intent of the Contract Documents. 3.12 HGA, shall conduct inspections to determine the dates of Substantial Completion and final completion and shall issue a final Certificate for Payment. Please carefully review the Scope of Basic Services listed above to be sure there are no items or services omitted. This Scope of Basic Services is based upon the information we have received from you regarding the Project requirements. OWN - R'S RESPONSIBrUrIES The City of Chanhassen, as the Owner, agrees to provide the following information and/or Services on the Project at its expense, and HGA.. shall be entitled to rely upon the accuracy and completeness thereof FROM (MON) 07. 07' 97 16: 23/ST. 16: 20///NO- 356218111 S F R o% A ..r ir: I%✓I a Mr. Todd Hof fan 7 July 1997 page 4 I_ The Owner shall furnish surveys describing physical characteristics, legal limitations and utility locations for the site of the Project, a written legal description of the site and the services of geotechnical engineers or other consultants when such services are requested by the Architect. 2. The Owner shall furnish structural, mechanical, chemical, air and water pollution tests, tests for hazardous materials, and other laboratory and environmental tests, inspections and reports required by law or the Contract Documents. 3. The Owner shall furnish all legal, accounting and insurance counseling services as may be necessary at any time for the Project, including auditing services the Owner may require to verify the Contractor's Applications for Payment or to ascertain how or for what purposes the Contractor has used the money paid by the Owner. COIVIPENsmmoN For the Basic Services HGA. provides, it is agreed that HGA will, be compensated on a Multiple of 2.5 times Direct Personnel Expense to an estimated maximum, fee of Nine Thousand Five Hundred Dollars ($9,500.00), plus Reimbursable Expenses at their cost to HGA. Additional Services beyond the scope of Basic Services will be performed only when authorized or confirmed by you. Compensation for such Additional Services will be 2.5 times Direct Personnel Expense. Direct Personnel Expense is the salary of HGA. personnel engaged on the Project, plus the cost of their mandatory and customary contributions and benefits. Reimbursable Expenses are the actual expenditures made by HGA, in the interest of the Project for expenses such as reproductions and mailing, data processing, photographic reproduction, CADD materials expense, and any state or local taxes imposed where the 'Project is located. SCUDULE if the Project, or any part thereof is suspended for more than 15 days, we shall be compensated for services performed prior to suspension. Services upon resumption after suspension shall be adjusted to compensate for interruption of our services. Services provided more than 90 days following substantial completion of the project are Additional Services. IM (MON)07. 07' 9 1:20 /ST. 1:'?0,'N0, 356 2181118 F �ww =M t a Mr. Todd Hofnan 7 July 1997 Page 5 TERMS )RIGA will invoice you monthly for Basic Services, any Additional Services and any Reimbursable Expcnses_ Payment is not conditional upon the happening of any other event and is due upon receipt of the invoice. Any invoiced amount not paid within thirty (30) days of the date of the invoice will include an interest and service charge of one percent per month. Objections not made to an HGA invoice in writing within thirty (30) days are deemed waived. If proper objection is not made, and you fail to pay HG4, within sixty (60) days of receipt of any invoice, HGA may, after giving seven (7) days' written notice, suspend services until the outstanding balances are paid. MISCIEILLANEOUS It is understood that neither HGA. or the Owner have control over the factors that determine construction costs. Accordingly, HGA cannot warrant or represent that actual bids or negotiated construction costs may vary from any estimates of such cost that HGA. may prepare. The Owner and HGA, shall not be liable to each other for any consequential damages, including loss of use, loss of profit, or cost of financing. HGA and its consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous materials in any form. HGA shall retain all intellectual property rights to the drawings, specifications or other documents it prepares. You may retain copies, including reproducible copies of such documents for information and reference in connection with your use or occupancy of the Project. This agreement may be terminated by either party upon seven (7) days` written notice should the other fail substantially to perform in accordance with its terms, through no fault of the party that initiates the termination. In the event of tenii.nation, HGA shall be compensated for all services performed and expenses incurred to that date. Nothing contained in this agreement shall cause any third party to be a beneficiary of this agreement_ This letter (anal any documents attached hereto, referenced herein.) is intended to be the entire agreement between us. Any changes or additions to this agreement must be in writing and signed by both of us_ The pre - printed terms and conditions of any purchase order issued for convenience that may be signed by both of us are not an addition or amendment to this agreement and are of no force and effect. This copy, and an additional enclosed copy of this letter agreement, have been signed by me on behalf of HGA. If this agreement is satisfactory, please sign and date as indicated below. Once you have signed both copies, please return one to HGA, and retain the other for your file, My receipt of the fully signed copy will constitute our authorization to proceed. ROM NON) 07. 07' 07 16: 24 /ST. 1 6: 20/NO, 3562181118 P A •AM w r ��w � it w I LEI Mr. Todd Hofiman 7 July 1997 Page 6 Thank you again for your selection of HGA on this project. Respectfully submitted, HAV WL GREEN AND ABRAHAMSON, INC. (HGA) B y Title Vice President CITY OF CHANHASSEN (OWNER) Title Date 7 J , 1997 L- 11100\1139W08V \JFG1L.WP6.Ji Date cc: Linda Anderson, HGA David Leschak, HGA Darlene Scbjnidt, HGA.