1e. Blvd planting proposal, Arboretum & Kerber Blvd E
CITYOF
1
690 COULT DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Mayor and City Council
1 FROM: Don Ashworth, City Manager
DATE: July 13, 1992
SUBJ: Boulevard Planting Proposal, Arboretum Boulevard and Kerber Boulevard
Both of the above noted projects were total service projects, i.e. sewer, water, roadway (including
curb and gutter), sidewalk, street lighting, and boulevard trees. Both contracts were anticipated
to require parts or all of two construction seasons, and accordingly, boulevard tree bids were not
taken as a part of the on :inal contract for either : • o I have been houndin the • ri : inal
engineer for the past two years, but my calls typically hit during the wrong time of year, i.e.
1 middle of winter or middle of summer. As landscape architecture is not a discipline within the
original engineer's office, he recommended to me that it would be cheaper and quicker if the city
simply sought a bid directly from a firm specializing in landscape architecture. Accordingly, I
contacted Barry Warner with Barton- Aschman, who has prepared the attached proposal to
complete the work.
1 As noted above, both of these projects have stayed open much longer than would be typical for
a public improvement construction project (special assessment fund). Sufficient monies exist
within each of these accounts to pay anticipated costs to install the boulevard trees as well as
1 administrative costs. There is sufficient time to complete the work this fall, with the then
remaining funds to be closed and the remaining balances distributed to the proper debt service
funds (the auditors like those kinds of statements). . -
Approval of the Barton- Aschman contract as attached is recommended.
• 1 40 1 Ili
1
11,
1
1
� 41, PRINTED ON RECYCLED PAPER
1
Barton - Aschman Associates, Inc.
111 Third Avenue South, Suite 350 Phone: (612) 332 -0421
Minneapolis, Minnesota 55401 Fax: (612) 332 -6180
USA })
Pti
June 3, 1992
JUN :'3 ` 1992
L I7Y sirC'•.t
Mr. Don Ashworth, Administrator
City of Chanhassen
690 Coulter Drive
P.O. Box 147
t Chanhassen, MN 55317
Re: Boulevard Planting Proposal
Dear Mr. Ashworth:
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
east and south from Powers Boulevard to City Hall (vicinity of Coulter Drive). Each of
these roadway's boulevards pose differing opportunities and constraints for potential tree
plantings. 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.
' The following scope of services identifies those tasks that we feel are appropriate in
completing the assignment.
1 SCOPE OF SERVICES
Task 1: Basemap Preparation
' 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
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
Chanhassen will provide reproducible basemaps for reformatting by Barton - Aschman.
Task 2: Field Review
1 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
i characteristics. In addition, inconsistencies with the prepared basemapping will be noted
and revisions made if possible.
. b,
1
Barton - Aschman Associates, Inc. 1
June 3, 1992
Page 2 1
The field reviews will take into consideration specific site characteristics including:
I
• Public and private utilities
• Topography 1
• Existing vegetation (both within the right -of -way and the adjacent parcels or
yards)
I
• Soil characteristics
• Edge conditions
• Obvious landscape requirements I
• 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 I
and city decision - makers.
Task 3: Conceptual Landscape Plans 1
Graphic concept plans that portray proposed locations for plantings will be completed.
1
These concepts will be formulated from information gained on the basemaps, field
review, and input from city staff. The concept plans will portray tentative tree locations,
and intended species. Preliminary cost estimates will be arrived upon for review,
1
comment, and approval by the city.
Task 4: Opportunity for Council Review /Community Open House (Optional Task)
1
The landscape concepts arrived upon in Task 3 could be reviewed by the City Council
and the public. These conceptual graphics would serve as an effective means to
stimulate discussion and input from decision - makers. The conceptual plans could be
shared with the Council at one of their regularly scheduled monthly meetings. An open I
house for the public could be scheduled at which time landscape concepts would be
reviewed. Comments from the public would be received by staff and the consultant.
Input obtained during the evening would be reviewed by staff to determine any
appropriate changes in the proposed planting schemes.
Task 5: 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
1
Barton - Aschman Associates, Inc.
June 3, 1992
' Page 3
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
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
project.
' This information will be reviewed and comments received from city staff prior to
bidding.
' Task 6: 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,
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 7: 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 will review and adjust contractor staking for plant locations to maintain
' consistency with the design intent. The installation process will be monitored for
consistency with contract specifications. A post installation inspection will be made as a
part of the construction services.
The contractor's agreement will include a one -year warranty for replacement of any plant
mortality. Therefore, a one -year inspection will be made to determine conformance with
the guarantee and acknowledgement of any replacements.
PROJECT SCHEDULE
It is important that the work be initiated for preparing the plans and specifications as
P P P g P P
soon as possible if plant installation is to occur this year. To that end, the attached
schedule suggests a time frame that would allow for preparation of plans and
specifications through the summer, a late - summer award of bid and tree installation
during the fall plant installation season.
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6. City of Chanhassen Review
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Award of Bid ___41E,
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BOULEVARD PLANTING DESIGN
City of Chanhassen, Minnesota
• • • • • • • • • • • • • • •
GI Barton-Aschman Associates, Inc. PROJECT SCHEDULE
I= — am mit am um EN misi am I= ow wil am sus =I im. I= IIIIIII IIIIIII
1
1 Barton - Aschman Associates, Inc.
June 3, 1992
1 Page 4
CONSULTANT COMPENSATION
1 The prescribed scope of services described above will be completed for an amount not to
exceed $12,700. This includes consultant time and out -of- pocket expenses incurred as a
I part of the project. If the project construction value exceeds $100,000. Barton - Aschman
would be entitled to an adjustment of 8.5 percent of the construction value over and
above $100,000.
1 TERMS
I Billings for the above - referenced project will be submitted to the City of Chanhassen on
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.
I We look forward to assisting the City of Chanhassen with the completion of this
noteworthy neighborhood planting project. Please contact me if you have any questions
1 or comments regarding the proposal.
I Sincerely yours,
BARTON - ASCHMAN ASSOCIATES, INC. ACCEPTED AND APPROVED BY:
I Barry . Warner, ASLA, AICP
Princip 1 Associate and (Signature)
Its Contracting Officer
1 (Typed Name)
1 Authorized to Execute Agreement for:
I
(Date)
BJW :dmv
1
1
1
1
Barton - Aschman Associates, Inc.
111 Third Avenue South, Suite 350 Phone: (612) 332 -0421
Minneapolis, Minnesota 55401 Fax: (612) 332 -6180
USA
June 3, 1992
Mr. Don Ashworth, Administrator
City of Chanhassen
690 Coulter Drive
P.O. Box 147
Chanhassen, MN 55317
Re: Boulevard Planting Proposal
Dear Mr. Ashworth:
This letter proposal responds to your request for assistance in preparing plans and
111
specifications for boulevard plantings. We understand the project areas would include
Audobon Road from Arboretum Boulevard south to Heron Drive, and Kerber Boulevard
east and south from Powers Boulevard to City Hall (vicinity of Coulter Drive). Each of
these roadway's boulevards pose differing opportunities and constraints for potential tree
plantings. 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. '
The following scope of services identifies those tasks that we feel are appropriate in
completing the assignment. '
SCOPE OF SERVICES
Task 1: Basemap Preparation
The boulevard areas that will receive landscape plantings have basemaps of varying 1
quality and scales. These basemaps were provided as a part of the street's original
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
Chanhassen will provide reproducible basemaps for reformatting by Barton - Aschman.
Task 2: Field Review '
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
characteristics. In addition, inconsistencies with the prepared basemapping will be noted
and revisions made if possible. '
•
1
1
1 Barton - Aschman Associates, Inc.
June 3, 1992
1 Page 2
The field reviews will take into consideration specific site characteristics including:
I • Public and private utilities
• Topography
I • Existing vegetation (both within the right -of -way and the adjacent parcels or
yards)
1 9 Soil characteristics
• Edge conditions
I • Obvious landscape requirements
• Compatibility with street functions
I Traffic patterns
• In -place development
I Notes and sketches will be taken during the field visits for use by the consulting team
and city decision - makers.
1 Task 3: Conceptual Landscape Plans
Graphic concept plans that portray proposed locations for plantings will be completed.
1 These concepts will be formulated from information gained on the basemaps, field
review, and input from city staff. The concept plans will portray tentative tree locations,
and intended species. Preliminary cost estimates will be arrived upon for review,
1 comment, and approval by the city.
Task 4: Opportunity for Council Review /Community Open House (Optional Task)
I upon in Task 3 could be reviewed by the City landscape concepts arrived upo y ty Council
I and the public. These conceptual graphics would serve as an effective means to
stimulate discussion and input from decision - makers. The conceptual plans could be
shared with the Council at one of their regularly scheduled monthly meetings. An open
I house for the public could be scheduled at which time landscape concepts would be
reviewed. Comments from the public would be received by staff and the consultant.
Input obtained during the evening would be reviewed by staff to determine any
1 appropriate changes in the proposed planting schemes.
Task 5: Preparation of Bidding Documents
I Reproducible plans, specifications, and final estimates of construction costs will be
generated by the consultant. These documents will serve as the bidding package and
I
1
Barton- Aschman Associates, Inc.
June 3, 1992
Page 3
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 I
procedures for installation and other qualifying restrictions. Details will be employed as
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
I
project.
This information will be reviewed and comments received from city staff prior to I
bidding.
Task 6: Formal Contractor Bidding
1
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.
Council will act on the award of bid prior to contract formalization.
I
The City Cou p
Task 7: Construction Services I
Barton - Aschman will assist the City of Chanhassen during the construction sequence to I
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 I
in nurseries or growing ranges is recommended to obtain the best quality plant materials.
Barton - Aschman will review and adjust contractor staking for plant locations to maintain
consistency with the design intent. The installation process will be monitored for I
consistency with contract specifications. A post installation inspection will be made as a
part of the construction services.
The contractor's agreement will include a one -year warranty for replacement of any plant 1
mortality. Therefore, a one -year inspection will be made to determine conformance with
the guarantee and acknowledgement of any replacements.
1
PROJECT SCHEDULE
It is important that the work be initiated for preparing the plans and specifications as 1
soon as possible if plant installation is to occur this year. To that end, the attached
schedule suggests a time frame that would allow for preparation of plans and
1
specifications through the summer, a late - summer award of bid and tree installation
during the fall plant installation season.
1
MI MIN • MN IIIIIII NM MI Ell MN MI • MN • MO MIN 111111111 OM lilt 1111111
IONE: JULY Mid: SEPT OCT , NOV : Ott MAY i90
PROJECT TASKS 1992 : 1993: 190*
1. Base Map Preparation
.i.
2. Field Review : ::::::::::::.:::: *
3. Concept Landscape Plans
4. City Council Review/
Community Open House (Optional Task)
:
5. Preparation of Bidding Documents
1
6. City of Chanhassen Review .. .. .. ..
•:: '':0..% : : ::1
7. Formal Contractor Bidding
Award of Bid
: •::::
8. Construction Service 4
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. . ...„ „..„....... 44ii-44:4444:4$4=iii
, .....iiiiiiMMER' 14 44 . 11111 • • • • :-. ? :,,„,
-:1
One Year Guarantee Review :::::::: :::::::::::::::.:::: :::::: :::: :::::::::::::::::::::::::::::::::::::: :::::::::::::::::::;: :::::: ::::::: :: ::::::::::: ::::: :::::::::::::::::::: ..
. * *':
BOULEVARD PLANTING DESIGN
City of Chanhassen, Minnesota
• • • • • • • • • • • • • • •
b Barton-Aschman Associates, Inc. PROJECT SCHEDULE
•
1
Barton- Aschrnan Associates, Inc.
June 3, 1992
Page 4
CONSULTANT COMPENSATION
The prescribed scope of services described above will be completed for an amount not to
exceed $12,700. 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 8.5 percent of the construction value over and
above $100,000.
TERMS
Billings for the above - referenced project will be submitted to the City of Chanhassen on
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
Barry . Warner, ASLA, AICP
1 Princip 1 Associate and (Signature)
Its Contracting Officer
(Typed Name) '
Authorized to Execute Agreement for:
(Date)
BJW:dmv
1