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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. ' ..':'..'.....:::..::" • - • --- — ''' .. % .. . — 1.:::::::::: • .... . . .... .. :JUNt. ''" JULY .: 800 : .. SEPT OCT :. NOV APO:. MAY PROJECT TASKS i.Ji•.P.Oti A . . .. :::; .1 -i .4”.1.:. ..... ............ .... . ..... ...................., .... . . . . ..• . • • • ..:. ,...... . . .... , . , . . .: 1. Base Map Preparation ::i: %:.. •:-.. . : .. .. :•:. :.• . •.:::., '''..:i. it. . i: • .. •:•• ... 2. Field Review 1 ..ii. .: ,•:, .-.... . ,:::-:.,... -:..?:- -:- •:.. ,i.- .-:. ::;,.: ..i.. • • , .. 3. Concept Landscape Plans . .:. •::. ÷ .::: .. .i. . ... •i{... ...: ': • :::... 4. City Council Review/ - . :::. ...... -..: Community Open House (Optional Task). i•••• •?:::::•••:••••:. ::•'. * • ::::: ::: : * • ':,,,,,%::: -HI: ::::::::::. : .:. • • :.••• --?:•:::•• :: ,:: . • • ... ::::::. i: i... i.. .:: .•:. •-; :::: , •::: ::- ..i.• r.iii: . i:f :•: 5. Preparation of Bidding Documents :!:: ISIONO.:.::: •:. . ,.. :.;• -.. :,:;:'.i • • ..::: . •.::: .. ..::::: ....:.:.: :::::::: • • .: "::. . :i.:-... .:• :::: 6. City of Chanhassen Review *. •:..::.:. .::: .:. i i: • • .i ::::.:1 i':';':.: '''' e" '' lei:::::::•'.•.:.- .:: •.:.. -.•:•:::::.:.:::: .-::: :. .?. •.::, ' . i.::::: . :::: . l i:. • ..:.. - :: .: . ... :• .• ,;::::.: ..: ' ' - !iiiiiiiiiiiii ::;.: •,• ..;.. ...::: 7. Formal Contractor Bidding .::::::::::::::::::::::::::::::::::::::::::::: :, ..::: . .::•::: ,.. K • i.• ' ...::;:i eti::::••••:::*;:i...:....;K...li : .. i i , ..: .:.: i ' ' % . • • • Award of Bid ___41E, :.... .:.: ::::: •::::: 1 :::!. 1::::.::: ::.:1 ::::...,..:•.:. ::$ ..,..: ::::::::. :•:::: ..:.::: -.K.-. ..:..:, ::: 1:: ..::::::::::::.%:::. :,....:.% ::.• . ::::: ,.. .:: :::::: ::::: , ::::: :•.i.. .. ....t• .--,..::: :...::::::::, :K.. . .::...:. 8. Construction Services !i i=ii*.# 3:.i:i:.::J..::Pi..i::::i.: IIIIIIIIiiiiiiill■1111. : is • • • ...... -ie "::::::::K"::::::":!::171:.: ••••:::•-•-•••••::::::::::::::::::::::. .. :::: .. :::...::::::::::::::::.:„.: . ::.. oi:::::::::•• ..:, •• :•-:-:::: : . ..: • . - :•::: :,.: ::::. ...:: :::::,... -:• ...i.: .......**.: One Year Guarantee Review ......... ... .... i.. •::::.:::.::• .. .. ...::: 1:4:.. ::::::::. •.:::...;;:: 3: ..,:::::.:::.,:.,.. :. .... ".f. •:.•.::: • ..:. •:::::: ".• ..:...::::: ..:::::-. .::.. • ::::,,,:i ... . ' .... . .- .. . ... -': • ' ... :.;:i . -':'• . .' . ::::.::1 ...i: 3.: . .::::. 'of ":::: :: ' 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 s k44:44:a.:4444: . . ...„ „..„....... 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