1. Cont. Agree/Howard Green Co.
..
CITY OF
CHANHASSEN
690 City Center Drive, PO Box 147
Chanhassen, Minnesota 55317
Phone 612.937.1900
General Fax 612.937.5739
Engineering Fax 612937.9152
Public Safety flLy 612.934.2524
Wéb www.cÎ.chanhassen.mn.us
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MEMORANDUM
TO:
Don Ashworth, City Manager 4//
Todd Hoffman, Park & Recreation Director ~I
FROM:
DATE:
February 12, 1998
SUBJ:
Contract Amendment, Howard R. Green Company, 1998 Trail
Project
On October 20, 1997, the city council approved a professional services contract
with Howard R. Green Company for the 1998 trail project A copy of the
contract, as approved by the city council, is attached.
The contract states, "That in consideration for their services, the city agrees to pay
Howard R. Green on the following basis:
· Per current rate schedule for the design phase with an estimated fee not to
exceed $78,600.
· Per current rate schedule on an hourly basis for the property acquisition
portion and for the construction staking and inspection phases with an
estimated fee of$51,100."
Soon after the engagement of Howard R. Green Company, the scope of the 1998
trail project began to evolve.
On November 6,1997, I ordered the staking of all proposed trail alignments. This
directive was supported by the city's legal counsel and project appraisers. The
staking was deemed essential to the project for a variety of reasons:
· Neighborhood meetings were upcoming on December 2 & 3.
· By staking the trails, we gave hundreds of residents a real world portrayal of
how the project would likely affect them.
· Upon completion of the staking, the productivity of public meetings would
rise significantly.
The City ofChallhassen. A growing community with clean lakes, quality schooh, a charming downtown, thriving businesses. and beautifUl parks. A great place to Ill'e, work, and play.
-.,,'
..
Mr. Don Ashworth
February 12, 1998
Page 2
. Identifying the proposed alignment allows our attorneys and appraisers to
complete their work more efficiently and economically.
My decision, as project administrator, to stake the proposed trail alignments,
increased the cost of the project by $8,191.40. A detailed breakout of this expense
is presented in Mr. Dave Nyberg's letter of February 11.
Howard R. Green is requesting $9,500 in additional public process and public
involvement expenses Again, the breakout for these expenses is presented in Mr.
Nyberg's letter of February 11. The tasks described in Mr. Nyberg's letter under
public process and public involvement were beyond the scope of our original
contract This additional work evolved out of the original public process meetings
when individual residents were encouraged to contact Mr. Nyberg directly or
schedule individual on-site meetings with Mr. Nyberg and myself. The volume of
this work could not be predicted at the time the original contract was prepared,
thus the agreement to pay for these services on an hourly basis.
The cost of easement preparation represents the majority of the requested contract
increase. The estimated additional expense is detailed in Mr. Nyberg's February
11 th letter. In the past, council members have expressed some disbelief that the
professional engineering firm we retained to manage this project could be off on a
quantity estimate by 75 easements. Mr. Nyberg speaks to this issue in his opening
paragraph of his February 9th letter. Furthermore, arguing the point of why this
estimate was so far off is of no value to the project Tasks associated with
easement documentation and acquisition were agreed to be paid on an hourly
basis. The council should be aware that I have been very persistent in directing
Mr. Nyberg to minimize the need for easements as a means to save costs on this
project I, too, wish that we did not have to incur these costs, but I have no other
option under existing construction constraints to offer the council.
Special studies were required in order to respond to citizen testimony and input
The Park & Recreation Commission requested two special feasibility reports be
prepared. As project administrator, I ordered these reports. Howard R. Green is
entitled to payment for these tasks. If the city council is in disagreement with the
need for this expense, they have an issue with me, not Howard R. Green
Company.
CONCLUSION
Mr. Nyberg and I have worked side-by-side for the past 100 days on behalf of the
city council and community to see that the 1998 trail project be completed. As the
Mr. Don Ashworth
February 12, 1998
Page 3
assigned staff member responsible for this project, I personally played a role in
every task that Howard R. Green is requesting payment for in their contract
amendment Could I have managed the project on fewer dollars? Absolutely.
However, to have done so would be contrary to the expectations placed upon me
by the city council-listen to our residents and respond to their concerns--are
values that the city council holds very deeply. It is my position that in order to
uphold these community values, we could have done no less but invest the dollars
detailed in this report. Responsibility for the extent of this contract amendment
does not lie with Howard R. Green, but with me.
RECOMMENDATION
Staff recommends the authorization of a total revised contract with Howard R.
Green Company in the amount not to exceed $200,702 for the provision of
professional services associated with the city's 1998 trail project
MANAGER'S COMMENTS
This office supports the Park & Recreation Director's recommendation. "'"
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DWA (2-12-98)
g: \park\referen \contractamend2 - 23 .doc
HOWARD R. GREEN COMPANY
PURCHASE ORDER
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I OCT 2 9 1997
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THIS AGREEMENT, made this 20th day of October, 1997 by and between, the CITY OF
CHANHASSEN (herafter "CLIENT', and HOWARD R. GREEN COMPANY (hereafter "HRG"), for
professional services concerning the 1998 Bike Trail Improvements Project.
HRG Project Number 801380P
The CLIENT agrees to employ HRG to perform the following services:
· Preliminary Surveying: As required to complete plans and specifications. The preliminary
survey will encompass areas that are not sufficiently covered with aerial topography
sufficient to develop a plan and profile for bike trail construction. Areas with sufficient aerial
topography coverage will not be surveyed in an effort to reduce costs on behalf of the
CLIENT.
· Project Design: Design will include the preparation of plans and specifications for the
construction of six segments of bike trail. Plans will be prepared in stages to allow at least
two reviews by the public prior to final approval of the plans by the City of Chanhassen.
· Property Acquisition: HRG will prepare easement descriptions and exhibits on the City's
behalf for property required to complete the project. This shall include both permanent and
temporary easements as required for the project construction.
· Project Management: HRG will assist in the coordination of public information meetings to
facilitate the project design. It is anticipated that these meetings will be held in November of
1997 and January of 1998. Additional project management responsibilities will include
coordination of the surveying, inspection, construction staking, wetland delineation,
permitting, and bidding.
· Construction Staking: HRG will provide construction staking as required on the project.
Staking will be completed on an as needed basis in areas where construction from the plans
is not feasible as determined by the Engineer. Staking will include the establishment of line
and grade in such areas.
· Project Inspection: HRG will provide a project inspector to the City of Chanhassen for the
coordination of field activities during construction. The inspector will be available to address
contractor inquiries, City staff inquiries, and pUblic concerns related to the project.
In consideration for these services, the CLIENT AGREES to pay HRG on the following
basis: (Indicate Payment Method)
[ ] Lump sum in the amount of
[ ] Per current Rate Schedule with an estimated fee not to exceed
02/13/9S
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[ ] Other as stated here:
. Per current Rate Schedule for the design phase with an estimated fee not to exceed
$78,600.
. Per current Rate Schedule on an hourly basis for the property acquisition portion,
and for the construction staking and inspection phases, with an estimated fee of
$51,100.
The Schedule of Fees and Conditions of HOWARD R. GREEN COMPANY (attached
hereto) are incorporated into this AGREEMENT and made a part of it.
By:
CITY OF CHANHe:;
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By:
HOWARD R. GREEN COMPANY
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02/13/95
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FEB-12-1998 10:30
P.02/03
Howard R, Græn Company
CONSULTING ENGINEERS
February 11, 1998
File: B01360j-0060
Mr. Todd Hoffman
Parks and Recreation Director
City of Chanhassen
PO Box 147
Chanhassen, MN 55317
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Form6rly MSA
Consulting Engineers
RE: ADDITIONAL INFORMATION - SCOPE AND BUDGET REVISION
1998 CHANHASSEN TRAIL PROJECT
Dear Mr. Hoffman:
We understand the City Council has requested additional budget and scope information after
reviewinG our February 9111 letter. With this correspondence, we hope to provide that information
for each task where we are requesting a revision to our contract. We have provided this
information below in the same order as in the February 9th letter.
EASEMENTS
In our previous correspondence, we presented a cost summary of the task with our request for
an incre¡¡,se in the originally proposed scope and budget, based on easements costs of $500
per easement We have mentioned many times to your staff that this number is only an
estimate, and if there are no required revisions prior to securing the easement, the cost is often
less. Other factors that affect the cost of easement preparation are whether the area is platted
or not, what available information there is on the ownership and encumbrance reports, and how
well hori;:ontal control has been established on the actual property. Preparation of a "typical"
easeme~: could include the following costs:
WritelPmof the Legal Description
Calculations
Prepare <!:1d Proof Easement Exhibit
Typing a¡1d Easement Preparation
Review snd Proof Legal
CoordinaHon with Attorney/Project
Revision~/Contingencies
Surveyor
CAD Tech
CAD Tech
Admin
Surveyor
Surveyor
1 hr @ $60/hr
1 hr @ $55/hr
2 hr @ $55/hr
0.5 hr @ $40/hr
2 x 0.5 hr @ $60/hr
0.25hr @ $60/hr
$ 60
55
110
20
60
15
~
Total Task
$500
We antic:pate revisions to easements in cases where the design changes due to concerns from
residents. We know that you will have questions about this cost. We would like to talk with you
about thb further at the meeting scheduled for February 17th.
PUBLIC PROCESS AND PUBLIC INVOLVEMENT
In the le1er dated February 9th, we requested an additional $9,500 to cover the cost of the
public involvement and meetings portion of this project. We are providing the following outline
of this ccst. Please note that often 50% of our time on these tasks is not the actual task but the
documel'tation and follow-up associated with each residential concern.
1<26 Energy Park Drive· SI. Paul, MN 55108 . 8121644-4389 fax 812/644·9448 toll free 800/666-2923
FEB-12-1998 10:31
P.03/03
Mr. Todd /ìoffman
February '1, 1998
Page Two
Phone Co:wersations and Documentation
On-site meetings and follow-up
Memos to Residents and follow-up
Additional City meetings and preparation
75 each @ $40.00
20 meetings @ $100
50 memos @ $75
3 each @ $250
Total Task
$3,000
2,000
3,750
7SQ
$9,500
PRELIMINARY TRAIL STAKING
As we indicated in our February 9'" letter, all permanent and temporary easements as well as
the centerline of the trail were staked prior to the neighborhood trail segment meetings in early
Decembe:', The cost presented in the February 9th letter reflects the labor and expense costs to
compete t~te actual field work of placing the stakes along the alignment. Two different· surveyor
superviso's and technicians were utilized to complete this work, A summary of this cost is
shown be:ow:
Su rvey Party Chief
St,¡rvey Party Chief
Survey Instrument Person
Survey Instrument Person
66 hrs
13 hrs
46 hrs
56.5 hrs
$60/hr
$55/hr
$301hr
$35/hr
$3,960.00
715.00
1,380.00
1,977.50
15890
$8,191.40
Pr:;¡ject Manager
CAD Technician
Pr;¡ject Engineer
1 0 hours
12 hours
18 hours
$75/hr
$55/hr
$50/hr
$750
660
900
E~penses (mileage, 454 miles @ $0.35 per mile)
Total Task
SPECIAL STUDIES
This work was completed in response to the requests for additional information and study from
the Park and Recreation Commission. The cost reflects the actual labor hours to complete this
work The work consisted of preparing two separate "feasibility" style letters that were presented
at Park and Recreation Commission meetings. In summary, the task consisted of the following:
Te,tal Task
$2,310
We hope ¡he above information is what the City Council needs to see to feel comfortable with
our proposed scope and budget revisions. We will be in attendance at the February 17th
Council w:;Irkshop to discuss any of the above tasks and costs and any questions about the
project in general. If you have any questions before this meeting, please give us a call.
Sincerely
~ward ~: Green Company
-..0 (!Jv'S___~ VVTo
David E.\!yberg, P.E.
Project Manager
DEN/et
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Howard R, Green Company
CONSULTING ENGINEERS
TnT AI P (7,-:;
RECEIVED
FES 1 2 1998
CITY OF CHANHASSEN
Howard R. Green Company
CONSULTING ENGINEERS
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ro\SILTI\GE\GI\1IIIS
Formerly MSA
Consulting Engineers
February 9,1998
File: 801380j-0060
Mr. Todd Hoffman
Park and Recreation Director
City of Chanhassen
690 City Center Drive
P.O. Box 147
Chanhassen, MN 55317
RE: AMENDMENT TO PROPOSED BUDGET INCREASE
1998 TRAIL PROJECT
Dear Mr. Hoffman:
As requested, we are providing information to explain the proposed budget increases from our
letter dated December 17, 1997. We understand that the City Council would like further
explanation regarding the reasons why the proposed budget and scope changes are necessary.
We are also providing updated information on some additional scope and budget revisions that
are necessary to have authorized so that we may continue working on the project.
EASEMENTS
As we indicated in our original letter of December 17, 1997, our original scope of services for
easements was based on preparing approximately 20 easements. To complete this estimate,
we assumed that the trail could be constructed within right-of-way along most of the proposed
alignments. We were aware of the typical 30-foot recovery zone established by local road
authorities, however, we did not anticipate the road authorities would view a trail as an
encroachment hazard for vehicles.
As we began work on the proposed design, it became clear from our conversations with
Mn/DOT and Carver County that the trail would need to be constructed outside the recovery
area as much as possible. Although possible, the right-of-way at several locations is not wide
enough to accommodate a trail outside of the recovery area. Therefore, the City will need to
obtain several easements to accommodate the location of the trail.
When we started preparing some of the first easements, it became clear we would neeI'!
improved boundary control on several of the lots requiring easements in unplatted areas. The
$7,500 survey staking control task includes locating and reverifying property corners along
several areas of the proposed project.
1326 Energy Park Drive' 51. Paul. MN 55108 . 612/644-4389 fax 612/644-9446 toll free 800/888-2923
Mr. Todd Hoffman
February 9, 1998
Page Two
Our revised estimate includes costs for preparation of approximately 95 easements, based on a
proportional cost increase from our original proposal. The proposed increases are as follows:
Additional Easements
Survey Staking Control
Plat Research and Review
$37,500
$7,500
$6 000
TOTAL
$51,000
PUBLIC PROCESS AND PUBLIC INVOLVEMENT
Our original scope of services included costs for pUblic neighborhood or trail segment meetings.
These meetings included the early December meetings along with the pUblic comment meetings
at the Park and Recreation Commission, Planning Commission, and Council levels. However,
our greatest effort for this task has been the coordination and time involved for individual on-site
meetings with residents, along with follow-up phone conversations and memos. As of the date
of this correspondence, our totals with regard to this task include:
Phone Conversations with Residents 59
On-site meetings with Residents 15
Minutes from on-site meetings 15
Individual memos to residents in response to written comments 53
We understand that thè public process part of this project is very important to the City of
Chanhassen. We see benefit in this process as far as including public comment in the project,
and being available to residents along the proposed trail corridor. It would be virtually
impossible to estimate the effort required to complete such a task prior to beginning the project.
Our proposed revised scope includes an additional $9,500 to cover the cost of additional
meetings, phone call conversations, and documentation.
PRELIMINARY TRAIL STAKING
At a meeting on November 6, 1997, we discussed the proposed project and the scheduled trail
segment meetings in early December. On that day, we were directed to complete staking of all
permanent arid temporary easement boundaries, and also the trail centerline prior to the
meetings scheduled for December 2 and 3, 1997. This work was not in the original scope of
services. The cost to complete this task was $8,192, including labor and expenses. We
request your authorization to include this in the revised scope of services.
Howard R, Green Company
CONSULTING ENGINEERS
Mr. Todd Hoffman
February 9, 1998
Page Three
SPECIAL STUDIES
At the Park and Recreation meeting on January 20, 1998, the Commission asked us to study
several alternatives for the proposed trail alignments along Galpin Boulevard and Powers
Boulevard. At a meeting on January 27, 1998, the Park and Recreation Commission again
asked us to study some different alternatives on Galpin Boulevard, north of Lake Lucy Road.
The studies that we completed were by letter format, similar to a simple feasibility study in
nature, with different proposed options and costs. The cost for individual studies such as these
was not included in our original scope of services. The cost to complete these studies was
$2,310.
SUMMARY
Below is a summary of the proposed amendments to the contract we are requesting:
Original Contract
Hourly not-to-exceed Services
Hourly Services
$78,600
$51 100
TOTAL ORIGINAL CONTRACT
$129,700
Proposed Additions to Contract
Easements (hourly)
Public Involvement (hourly)
Staking (completed, hourly not-to-exceed)
Special Studies (completed, hourly not-to-exceed)
$51,000
$9,500
$8,192
$2310
SUB-TOTAL, PROPOSED ADDITIONS TO CONTRACT $71,002
Revised Contract
Hourly not-to-exceed Services
Hourly Services
TOTAL REVISED CONTRACT
$89,102
$111,600
$200,702
We would also like to bring to your attention an error in the letter dated December 17th. The
letter references an hourly not-to-exceed contract amount of $73,800. This is incorrect, and
should have shown an hourly not-to-exceed contract amount of $78,600, as shown in our
original contract with the City of Chanhassen. As expected, this then reduces the hourly portion
of the fee to $51,100 as shown in the contract, not the $55,900 shown in the December 17th
letter.
Howard R. Green Company
CONSULTING ENGINEERS
Mr. Todd Hoffman
February 9, 1998
Page Four
We hope the above information provides the City Council with the background they need to
authorize us to continue working on this project. We will be in attendance at the February 9th
City Council meeting to answer any questions about the proposed contract changes.
Sincerely,
Howard R. Green Company
~~
Project Manager
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CONSULTING ENGINEERS
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City of Chanhassen
1998 Trail Project
IMPORTANT DATES
Monday, January 20, 1998
Tuesday, January 21, 1998
Monday, January 26, 1998
Tuesday, January 27, 1998
Wednesday, February 4, 1998
Thursday, February 12, 1998
Tuesday, February 17, 1998
Monday, February 23, 1998
February 23-27, 1998
Tuesday, March 3, 1998
Monday, March 9, 1998
Friday, March 13, 1998
Thursday, March 19, 1998
April 9, 1998
Park and Recreation Commission review -
recommendation of Highway 7, Bluff Creek,
Connection, and Lake Riley segments
Planning Commission recommendation of
Highway 7, Bluff Creek, Connection, and Lake
Riley segments
City Council review and update of project
Park and Recreation Commission review of Galpin
Boulevard and Powers Boulevard -
recommendation for Powers Boulevard
Park and Recreation Commission review of
Galpin Boulevard - recommendation for Galpin
Boulevard
Joint meeting with MnDOT and Carver County
City Council Workshop to discuss project
Present final plans and specifications to Council
City Engineering staff review
Contractor review meeting
Final City Council approval
Authorization to bid project
First advertisement, Construction Bulletin
First advertisement, Chanhassen Villager
Bid opening
I\sPNWFSIVOLl IDAT AIPROI\801380j138()'1109 .fob.IMPORT ANT DATES.doc