D-4. Park Master Plan and Park & Rec Comp Plan UpdateCITY OF
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.2271190
Engineering
Phone: 952.227.1160
Fax 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.11210
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.2271404
Planning &
Natural Resources
Phone: 952.2271130
Fax: 952.227.1110
Public Works
7901 Park Place
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Website
www.ci. chanhasse n.m n. us
-b `4
MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM: Todd Hoffman, Park and Recreation Director
DATE: June 27, 2016 6) j
SUBJ: Approve Contract for Services for Park Master Plan and Park &
Recreation Comprehensive Plan Update, HKGi.
The City Council approves a Contract for Services for Park Master Plan and
Park & Recreation Comprehensive Plan Update with HKGi in the amount of
$69,700.
BACKGROUND
Staff solicited proposals from experienced firms for the creation of the city's first
Park and Recreation System Master Plan. This comprehensive planning process
will provide a 20 -year vision and Capital Investment Plan (CIP) for the
Chanhassen Park, Recreation, Trail, and Open Space Systems. The plan will
clearly identify the recreational opportunities that citizens desire, formulate
priorities for what to build next, establish a park infrastructure replacement
schedule, and identify future signature recreation projects.
Additionally, the consultant will be updating the Park and Open Space Chapter of
the city's Comprehensive Plan. The consultant will work closely with city staff
and the city's Park and Recreation Commission in preparing these important
documents.
Specific deliverables associated with the System Master Plan and
Comprehensive Plan Update work will include:
- Goals, objectives, and policy statements that articulate a clear vision, `road
map,' and model for the Park and Recreation Department's future.
- An update and revision of the Park and Open Space Chapter of the city's
Comprehensive Plan to satisfy 2040 requirements.
- A summary of existing conditions, inventories, and level of service
analysis.
- Charts, graphs, maps, and other data as needed to support the plan.
- Phased implementation plan and 20 -year Capital Investment Plan.
- An updated City of Chanhassen Park Inventory.
Chanhassen is a Community for Life - Providing forToday and Planning forTomorrow
Todd Gerhardt
Park Master Plan and Park & Recreation Comp Plan Update
June 27, 2016
Page 2
- A park infrastructure repair and replacement schedule.
- A color version of the draft Master Plan document consisting of one (1) printed and
bound color copy and an electronic copy in PDF
- A color version of the Final Master Plan document consisting of three (3) printed and
bound color copies and an electronic copy in PDF.
Three preferred consultant firms with previous experience working with the city were invited to
respond to our request for proposals (RFP). All proposals included the necessary documentation
and information as requested.
The three firms that submitted a proposal, along with their fees, are as follows:
HKGi
$69,700
SRF
$85,316
WSB
$74,942
While all three firms that we solicited proposals from submitted well thought out and complete
responses, HKGi firm offered the most robust plan and timeline at the lowest cost. An internal
review team of six staff members independently reviewed the proposals and ranked the firms.
Review team scores and ranking:
HKGi
Score 550
Rank 1"
SRF
Score 495
Rank 2 n
WSB
Score 430
Rank 3rd
It is recommended that the City Council approves a Contract for Services for Park Master Plan
and Park & Recreation Comprehensive Plan Update with HKGi.
ATTACHMENTS
1. HGKi, Contract Agreement
2. HKGi, Attachment A
3. HKGi, Attachment B
g:\park\th\rfp's\cc approval hkgi memormdum.docx
Creative Solutions for Land Planning and Design
Hoisington Koegler Group Inc.
June 8, 2016
Todd Hoffman
City of Chanhassen
7700 Market Boulevard
P.O. Box 147
Chanhassen, MN 55317-0147
Subject. An Agreement between The City of Chanhassen and Hoisington Koegler Group Inc.
for services pertaining to a Park and Recreation System Master Plan
Dear Mr. Hoffman,
This letter outlines a Scope of Services, Fee Schedule and other elements which together
constitute an agreement between the City of Chanhassen hereinafter referred to as the CLIENT,
and Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for Park
and Recreation System Master Planning Services, hereinafter referred to as the PROJECT.
The CLIENT and CONSULTANT agree as set forth below:
A. BASIC SERVICES
The CONSULTANT'S basic services for the PROJECT are as provided in Attachment A
Work Program.
B. ADDITIONAL SERVICES
The CONSULTANT and the CLIENT may agree in writing to amend this Contract for
additional services related to the PROJECT and compensation for such services. The
following services have not been requested by the CLIENT but are available upon written
authorization.
1. Meetings in addition to those specified in Paragraph A above.
2. Services or Deliverables not specifically identified in Paragraph A above.
C. FEES FOR PROFESSIONAL SERVICES
The CONSULTANT agrees to complete the scope of work contained in Paragraph A in
exchange for professional fee compensation as noted below. The CLIENT agrees to pay the
CONSULTANT for PROJECT services rendered as follows:
1. For the CONSULTANT'S Basic Services described in Paragraph A above, a fee
based on the CONSULTANT'S current hourly rate schedule (see Attachment B) not -
to -exceed sixty-nine thousand seven hundred inclusive of expenses as noted in
Paragraph A.
123 North Third Street, Suite 100, Minneapolis, MN 55401-1659
Ph (612) 338-0800 Fx (612) 338-6838
Chanhassen, Park and Recreation System Master Planning Services
June 10, 2016
Page 2
2. For the CONSULTANT'S Additional Services described in Paragraph B, a fee based
on the CONSULTANT'S current hourly rate schedule plus incidental expenses or a
negotiated fee.
3. Invoices will be submitted electronically (PDF form) to the CLIENT via email on a
monthly basis as work is completed and shall be payable within 30 days in
accordance with this Agreement.
4. The CONSULTANT reserves the right to suspend services if the CLIENT is
delinquent in making payments in accordance with this Agreement.
D. CLIENT'S RESPONSIBILITY
The CLIENT shall be responsible for the following:
1. Assembly of background information including, but not limited to digital copies of
all files, pertinent plans, aerial photographs, base maps, inventory data, available GIS
mapping, limited to those that are reasonably available.
2. Arrangements and notification for public meetings and stakeholder meetings.
3. Reproduction and distribution of Project reports as deemed necessary and not
otherwise specified in paragraph A.
4. Participation in team workshops as needed.
5. Presentation of draft materials to stakeholder groups as required.
6. Provide traffic and municipal engineering support to the project as needed.
E. INSURANCE
CONSULTANT shall maintain insurance of the kind and in the amounts shown below for the
life of the contract. Certificates for General Liability Insurance must state that the CLIENT,
its officials, employees, agents and representatives are Additional Insureds on a primary and
non-contributory basis. The CLIENT shall be provided a certificate of insurance prior to the
CONSULTANT commencing work. The CLIENT reserves the right to review
CONSULTANT's insurance policies at any time to verify that contractual requirements have
been met.
1. Commercial General Liability Insurance
$2,000,000 per occurrence
$3,000,000 general aggregate
$300,000 damage to rented premises
$15,000 medical expenses
2. Umbrella Liability
$1,000,000 per occurrence
$1,000,000 general aggregate
Chanhassen, Park and Recreation System Master Planning Services
June 10, 2016
Page 3
$10,000 self-insured retention
3. Worker's Compensation and Employer's Liability
a. Worker's Compensation per Minnesota Statutes
b. Employer's Liability
$500,000 per accident;
$500,000 per employee;
$500,000 per disease policy limit.
4. Professional Liability Insurance
$2,000,000 per claim
$4,000,000 annual aggregate
F. COMPLETION SCHEDULE
The services of the CONSULTANT will begin upon CLIENT approval and will, absent of
causes beyond the control of the CONSULTANT, be completed within fifteen months of the
date that the CLIENT issues a notice to proceed. The notice to proceed shall come from an
authorized representative of the City.
G. SUB -CONSULTANTS
The CONSULTANT shall not add any Sub -Consultants without written consent from the
CLIENT
H. NONDISCRIMINATION
The CONSULTANT agrees not to discriminate by reason of age, race, religion, color, sex,
national origin, or handicap unrelated to the duties of a position, of applicants for
employment or employees as to terms of employment, promotion, demotion or transfer,
recruitment, layoff or termination, compensation, selection for training, or participation in
recreational and educational activities.
I. EQUAL OPPORTUNITY
During the performance of this Contract, the CONSULTANT, in compliance with Executive
Order 11246, as amended by Executive Order 11375 and Department of Labor regulations 41
CFR Part 60, shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex or national origin. The CONSULTANT shall take
affirmative action to insure that applicants for employment are employed, and that employees
are treated during employment, without regard to their race, color, religion, sex or national
origin. Such action shall include, but not be limited to, the following: employment,
upgrading, demotion, transfer; recruitment or recruitment advertising; layoff or termination,
rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The CONSULTANT shall post in conspicuous places available to employees
and applicants for employment notices to be provided by the Government setting forth the
provisions of this nondiscrimination clause. The CONSULTANT shall state that all qualified
J.
Chanhassen, Park and Recreation System Master Planning Services
June 10, 2016
Page 4
applicants will receive consideration for employment without regard to race, color, religion,
sex, or national origin. The CONSULTANT shall incorporate the foregoing requirements of
this paragraph in all of its subcontracts for program work, and will require all of its
subcontractors for such work to incorporate such requirements in all subcontracts for program
work.
CONSULTANT agrees to indemnify and hold CLIENT harmless, and its officers,
employees, agents, and representatives, from and against liability for all claims, losses,
damages, and expenses, including reasonable attorneys fees, to the extent such claims, losses,
damages or expenses are caused by the indemnifying party's negligent acts, errors, or
omissions. In the event claims, losses, damages or expenses are caused by the joint or
concurrent negligence of the CLIENT and CONSULTANT, they shall be borne by each parry
in proportion to its negligence
K. TERM, TERMINATION, SUCCESSORS AND/OR ASSIGNS
1. The Term of this Agreement shall be concurrent with the work authorized and shall
be in accordance with the schedule to be established between the CLIENT and the
CONSULTANT.
2. Either party may terminate this Agreement by written notice to the other party at its
address by certified mail at least ten (10) days prior to the date of termination.
3. Neither the CLIENT nor the CONSULTANT shall assign, sublet or transfer its
interest in this Agreement without the written consent of the other.
4. The time schedule shall not apply and/or time extensions will be allowed for any
circumstances beyond the control of the CONSULTANT.
5. This Agreement shall be governed by all applicable laws.
6. Upon termination, Consultant shall be entitled to fees earned through the effective date of
termination.
L. REVOCATION
If this agreement is not signed and accepted by both parties within 90 days of the contract
date, it shall become null and void.
M. AUTHORIZATION
IN WITNESS WHEREOF, The CLIENT and the CONSULTANT have made and executed
this Agreement for Professional Services,
Chanhassen, Park and Recreation System Master Planning Services
June 10, 2016
Page 5
This day of 2016
CLIENT
City of Chanhassen
Denny Laufenburger
Todd Gerhardt
CONSULTANT
Hoisington Koegler Group Inc.
Name:
Name:
Mayor
City Manager
Title
Title
Attachment A
Phase 1: Project Organization and Kick Off
The objective of this phase is to build the foundation for the system planning process. In this task, HKGi will review existing
information sources, create base mapping needed to support the project, collaborate with City staff to develop the
community engagement plan, and draft initial web content about the system planning process for the City's website. A "kick
off day" will serve as a means of collecting information and building relationships between the consulting team and the City.
The "kick off day" will include a tour of select, representative components of the system with City staff.
Tasks within this phase will include:
Collect and Organize Existing Information
• Prepare GIS Base Mapping
• Organizational Session and System Tour
• Community Engagement Plan
Meetings:
• Kick -Off Day and Tour with City Staff
Deliverables:
Community Engagement Plan
Web content
Phase 2: Inventory, Synthesis and Evaluation
This phase will begin with the updating of the zoo? Park Inventory and a review of data within the City's asset management
software. This information will be used to conduct an evaluation of service and facility gaps and overlaps based on
accessibility, usage, quality and connectedness. We will concurrently review, audit, and synthesize key findings and
directions from background documents, including the existing Parks and Open Space Chapter of the Comprehensive Plan,
the 2023 National Citizens Survey, the 2o25 Athletics Facility Study, individual park master plans, and the Lake Ann
Expansion Study.
This phase will also focus on assessing community needs, opportunities, and priorities. Demographic analysis will evaluate
how the community has changed, as well as identify potential future impacts of demographic and recreation trends. We will
assess Chanhassen's system relative to peer community and national standards to help identify gaps and redundancies. A
Chanhassen Recreation Center analysis will evaluate how well it meets current needs, how it compares to other recreation
centers, and community interest in remodelling or expanding to meet future needs. We will also review system financing,
including park dedication, and partnerships. This phase will also include the first round of community engagement, which will
include a variety of web -based and in-person opportunities. The result will be a comprehensive understanding of the "pulse
of the community" and identification of the issues and priorities that the System Plan should focus on.
Tasks within this phase will include:
• Update of Park Inventory
• Review of Asset Management Data
• Evaluation of Service and Facility Gaps and Overlaps
• Background Information Synthesis
• Summary of Demographic and Recreation Trends
• Chanhassen Recreation Center Analysis
• Peer Community Assessment
• National Standards Evaluation
• System Finance and Partnerships Evaluation
• Community Engagement Activities
• System Evaluation and Needs Assessment Summary Presentation
Meetings:
• City Staff Meetings (in-person or conference call) (3)
• Advisory Committee Meetings (z)
• Park and Recreation Commission Meeting (i)
• Community Engagement Activities— up to 4 stakeholder listening sessions, web -based input, and a pop-
up/neighborhood meeting kit created by HKGi and implemented by volunteers)
Deliverables:
• Meeting packets and presentations
• Community Engagement Materials
• Community Engagement Findings
• Web content
• System Evaluation and Needs Assessment Summary (Powerpoint)
Phase 3: System Visioning
This task will use a joint work session between the Advisory Committee and the Parks and Recreation Commission to define
the zo-yearvision and direction forthe Chanhassen parks, recreation, trails, and open space system. This vision will be
defined by the community's values and will reflect the system's vital role in shaping the community and contributing to the
quality of life. Once the vision framework has been developed, it is recommended that the findings from Phases 1 through 3
and the Vision Framework be presented to the City Council. Activities forthis phase include:
• Vision Workshop (Advisory Committee and Parks and Recreation Commission)
• Vision Framework
• City Council Check -In
Meetings:
• Vision Workshop
• City Council Check -In
• City Staff Meeting
Deliverables:
• Meeting packet and presentation
• Web content
Phase 4: Prepare System Plan and Comprehensive Plan Chapter
This phase translates the vision and findings from Phases z and 3 into a parks and recreation system plan and a
comprehensive plan chapter. The system plan will be action -oriented with specific recommendations and strategies to
achieve the vision and maintain financial and environmental sustainability. The plan will address the system as a whole as
well as address individual parks and recreational facilities, open spaces, trails, programming, operations, and maintenance.
Implementation strategies will include recommendations regarding the enhancement or creation of partnerships;
elimination or reduction of duplication within the system; park dedication estimates; and a park repair and replacement
schedule. Recommendations will be prioritized with capital improvements identified as part of a zo-year Capital
Improvements Plan.
HKGi will collaborate with City staff to determine the appropriate content for the update of the Comprehensive Plan Park
and Open Space Chapter. The intent of the update will be to meet the minimum requirements identified by the Metropolitan
Council while maintaining long-term flexibility for the system plan, enabling it to be adjusted according to the community's
needs without requiring a comprehensive plan amendment.
The HKGi team will use City staff, stakeholder, community member, Advisory Committee, Park and Recreation Commission
and Council direction to refine draft recommendations and the draft Master Plan. Once the Park and Recreation Master Plan
is prepared it will undergo formal review by the Park and Recreation Commission and City Council. It is anticipated that the
Comprehensive Plan Park and Open Space Chapter will not be concurrently adopted but be provided to the Planning
Department for inclusion in the comprehensive planning update process.
Activities within this task include:
• Draft Recommendations
• Review of Draft Recommendations by Advisory Committee, Park and Recreation Commission, and City Council
• Community Engagement Activities
• Draft Park and Recreation Master Plan
• Draft Comprehensive Plan Parks and Open Space Chapter
• Review of Draft Plan and Chapter by Advisory Committee, Park and Recreation Commission, and City Council
• Park Board and City Council Formal Adoption of Park and Recreation Master Plan
• Plan Delivery
Meetings:
• City Staff Meetings (in-person or conference call) (3)
• Advisory Committee Meetings (4)
• Community Engagement Activities -to be determined by the City and HKGi after the completion of Task 3. Initial
consideration will be given to 3 stakeholder listening sessions, web -based input, and a community meeting.
• Park and Recreation Commission (z)
• City Council (i)
Deliverables:
• Meeting packets and presentations
• Community Engagement Materials
• Community Engagement Findings
• Draft Recommendations
• Draft System Plan and Comprehensive Plan Park and Open Space Chapter (one printed bound/one PDF)
• Final System Plan and Comprehensive Plan Park and Open Space Chapter (three printed bound/one PDF)
• GIS data
• Web content
ATTACHMENT B
HOISINGTON KOEGLER GROUP INC.
2016 HOURLY RATES
Principal.......................................................
$170-225/hr
Associate......................................................
$115-165/hr
Senior Professional .......................................
$90-165/hr
Professional II ................................................
$80-105/hr
Professional I ..................................................
$50-85/hr
Technical..........................................................
$40-65/hr
Secretarial.............................................................
$60/hr
Litigation Services ..............................................
$200/hr
Testimony...........................................................
$285/hr
Incidental Expenses:
Mileage .....................................
current federal rate/mile
Photocopying BW .............................................15¢/page
Photocopying Color.......................................$1.00/page
Outside Printing............................................Actual
Cost
Large Format Scanning.................................Actual
Cost
B/W Bond Plots .............................................
$5.00 each
Color Bond Plots ..........................................
$20.00 each
Photo Paper Color Plots ...............................
$40.00 each