1q Authorizing Advertising for Bids of Kerber Blvd & Aurboretum Blvd Landscaping Project C ITYOF
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
MEMO' • M
1 TO: Mayor and City Council
1 FROM: Don Ashworth, City Manager
DATE: May 24, 1993
1 SUBJ Authorizing Advertising for Bids of Kerber Boulevard and Arboretum Boulevard
Landscaping Project
1 .
Boulevard landscaping (trees) has been include s a part of all our new street improvement
projects. Both Kerber and Arboretum Boulevar .� re completed in the fall with the anticipation
1 that the planting portion of the project would 19t3c ,,,pleted the following spring. For whatever
reasons, the work was not completed, although on remains within the respective construction
accounts. Both of the projects are old- -four ve y. s since construction has been completed.
1 Staff remains under pressure from the city, .'uditors X close the construction balances to the
appropriate debt service funds. We have • rotested at recommendation as we believe that
boulevard planting is a key component *any any new roa,project and significantly enhances the
overall appearance of the street. This item was resurrec this past year, but the council had
concerns over the consultive costs assated with comple the two projects, i.e. approximately
1 $13,000 -- original estimate. After !!' = Ling with Barton-As . . a determination was made that
those work functions which co a reasonably be comple lay the city would be, with Barton -
Aschman only being used . a ose functions requiring the 4 ,, expertise. For example, the city
1 would prepare the b w ' gip, send out specifications, conduct all hearings, stake and locate
utilities, hold the pco;xst Responsibilities of Barton
Aschman were a rep e i l s ; , specifications, selecting stock from the
nursery receivin = .ow bid, and complete the final inspection. We would dope that the costs
can be contained to app tiimately $6,000 to $8,000.
to ' t „„
Approval of authorizing advertising for bids firecpmmended.
4 96V j g v5
PRINTED ON RECYCLED PAPER
1
Barton - Aschman Associates, Inc.
I 111 Third Avenue South, Suite 350 Phone: (612) 332-0421
Minneapolis, Minnesota 55401 Fax: (612) 332 -6180
USA
1
February 11, 1993
1
Ms. JoAnn Olsen, Planner
I City of Chanhassen
690 Coulter Drive
P.O. Box 147
1 Chanhassen, MN 55317
Re: Boulevard Planting Proposal
I Dear Ms. Olsen:
1 This letter proposal responds to your request for assistance in preparing plans and
specifications for boulevard plantings. We understand the project areas would include
Audobon Road from Arboretum Boulevard south to Heron Drive, and Kerber Boulevard
I from Powers Boulevard Southeast to near Coulter Drive. Each of these roadway's
boulevards pose differing opportunities and constraints for potential tree plantings.
1 Therefore, each of the two segments will be treated consistent with the area's abutting
land use, topography, utility constraints, available right -of -way, and so on.
I The following scope of services identifies those tasks that we feel are appropriate in
completing the assignment.
I SCOPE OF SERVICES
Task 1: Basemap Preparation
1 The boulevard areas that will receive landscape plantings have basemaps of varying
quality and scales. These basemaps were provided as a part of the street's original
I construction documents. This task will establish basemapping for the boulevard areas of
similar format such that a set of construction documents can result. The City of
1 Chanhassen will provide reproducible street construction basemaps for reformatting by
Barton- Aschman.
Task 2: Field Review
I Barton - Aschman will conduct on -site field review for each of the boulevard areas, after
the basemaps have been prepared, to become better acquainted with each area's physical
1 characteristics. In addition, inconsistencies with the prepared basemapping will be noted
and revisions made if possible.
I (, ^ �� RECEIVED
�..1 F E E
1 N 1993
1 C'''`r OF CHANHAbSEN
1
Barton- Aschman Associates, Inc. 1
February 11, 1993
Page 2
1
The field reviews will take into consideration specific site characteristics including:
• Public and private utilities
• Topography
I
• Existing vegetation (both within the right -of -way and the adjacent parcels or
yards) 1
• Soil characteristics
• Edge conditions
• Obvious landscape requirements 1
• Compatibility with street functions
• Traffic patterns
1
• In -place development
Notes and sketches will be taken during the field visits for use by the consulting team 1
and city decision - makers.
Task 3: Conceptual Landscape Plan 1
A graphic concept plan that portrays proposed locations for plantings will be completed. 111 The concept will be formulated from information gained on the basemaps, field review,
and input from city staff. Tentative tree locations and intended species will be
portrayed. Preliminary cost estimates will be arrived upon for review, comment, and I
approval by the city.
City staff will be responsible for reviewing the concept and obtaining necessary City
I
Council approvals.
Task 4: Preparation of Bidding Documents
1
Reproducible plans, specifications, and final estimates of construction costs will be
generated by the consultant. These documents will serve as the bidding package and
1
legal contract documents. Plan documents drawn to scale will show intended plant
locations and species to be installed. Specifications will direct the contractor as to
procedures for installation and other qualifying restrictions. Details will be employed as
I
necessary to ensure a quality landscape project. Final cost estimates will be provided on
a unit quantity basis, thereby allowing for adjustments consistent with available city 1
project.
This information will be reviewed and comments received from city staff prior to 1
bidding.
i
r Barton - Aschman Associates, Inc.
February 11, 1993
1 Page 3
Task 5: Formal Contractor Bidding
The construction documents prepared in Task 5 will serve as the focus of contractor
bidding. Barton - Aschman will assist the city in completing advertisement for bids,
1 distribution of plan sets, response to contractor questions, opening of bids, and
recommendation of a contractor award.
The City Council will act on the award of bid prior to contract formalization.
' Task 6: Construction Services
Barton - Aschman will assist the City of Chanhassen during the construction sequence to
' ensure conformance with the intended design, the specified materials, and quality of
installation. This task is a critical element in the Chanhassen boulevard planting project.
The contractor must be monitored closely during the construction process. Plant tagging
in nurseries or growing ranges is recommended to obtain the best quality plant materials.
Barton - Aschman construction services will be limited to:
1 A. Assisting the city with a preconstruction meeting.
B. One site visit during construction.
1 C. One post - construction site visit with city staff to establish a "punch list."
City staff will:
A. Complete nursery tagging.
B. Conduct day -to -day inspections.
1 C. Approve pay requests.
D. Assist with final "punch list."
1 The contractor's agreement will include a one -year warranty for replacement of any plant
mortality. Therefore, a one -year inspection by city staff should be made to determine
conformance with the guarantee and acknowledgement of any replacements.
' CONSULTANT COMPENSATION
The prescribed scope of services described above will be completed for an amount not to
exceed $8,500. This includes consultant time and out -of- pocket expenses incurred as a
' part of the project. If the project construction value exceeds $100,000. Barton - Aschman
would be entitled to an adjustment of 8.0 percent of the construction value over and
above $100,000.
1
Barton - Aschman Associates, Inc. 1
February 11, 1993 1
Page 4
TERMS 1
Billings for the above - referenced project will be submitted to the City of Chanhassen on 1
a monthly basis and are due and payable within 30 days of receipt. Work will commence
within seven calendar days of receipt of one signed and returned copy of this agreement.
We look forward to assisting the City of Chanhassen with the completion of this 1
noteworthy neighborhood planting project. Please contact me if you have any questions
or comments regarding the proposal.
Sincerely yours,
BARTON - ASCHMAN ASSOCIATES, INC. ACCEPTED AND APPROVED BY: 1
1
Bar . Warner AS AICP /� { i
_
a /� mow: _sue
Principal Associate and (Signature)
Its Contracting Officer Don Ashworth
(Typed Name)
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Authorized to Execute Agreement for:
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(Date)
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