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2b Agreement for Park Referendum Projects CITY OF CHANHASSEH ~b 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900. FAX (612) 937-5739 MEMORANDUM FROM: Mayor and City Council /f/I Todd Hoffman, Park and Recreation Director /IIY TO: DATE: January 6, 1998 SUBJ: Approve Agreement with Hoisington Koegler Group for Park Referendum Projects. Following approval of the June 14, 1997 Park, Open Space and Trail Referendum, I established a work plan to accomplish these projects on behalf of the City Council. This plan includes the retaining of professional consultants when necessary to form work teams with city staff members. To date the following relationships have been established. Improve Community Parks Construct Trails Preserve Open Space Brauer & Associates Howard R. Green Company City Attorney's Office (formerly The Trust for Public Land) To complete our teams, I have worked with Mr. Mark Koegler of Hoisington Koegler Group to develop a program for design and planning services associated with our neighborhood park improvements. The services to be provided by the consultant are detailed in the attached contract. Compensation would be based on the firm's hourly rate schedule. All work will be under my direction with Hoisington Koegler Group providing written estimates of total cost of planning and design for major projects. Recommendation It is recommended that the city council approve the attached outline of Scope of Services, Fee Schedule and other elements which together constitute an agreement between the City of Chanhassen and Hoisington Koegler Group and authorize its execution. g: \park\th\AgreementH KGroup Creative Solutions for Lan~IPlauDing anel Design H;()~gton Koegler Group Inc. III October 31. 1997 Mr. Todd Hoffman Park and Recreation Director City of Chanhassen 690 Coulter Drive P.O. Box 147 Chanhassen, MN 55317 Dear Todd: I am enclosing two copies of a contract and work program for design and planning services for the completion of the neighborhood park improvements that were approved as part of the bond issue in June of this year. As we have discussed previously, we will need to coordinate the work activities for all of the parks closely with your office in order to efficiently design and manage the improvements. Coordination will be essential since the improvem~nt~ ~ur~ different locations. In the near f*-<<heed to arrange a time to meet and discuss scheduling and probable phasingiil JUOre . detail. . Mer we have had a chance to get your input, we will assemble a detailed project schedule identifying tasks and meetings necessary to accomplish all of the work. If the contract is acceptable in its present form. please return on.e signed copy to me for our records. If you. see any changes that.need to be made, please call me and we will make the appropriate modifications. -. I look fOrwar4 to working with you on the implem~ntation of these projects. Thank you again for allowing Hoisington. Koegler Group to provide the needed design and project coordination assistance. Sincerely, ~N-v. ~a? --.. R. ~ark Koegler. RLA Senior Vice President REceIVED NOV Q 3 1997 RMK:dbm Enclosure Cl ! r VI"' vi1AI\lHA::iSEN 123 North Third Street, Suite 100, Minneapolis, MN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 C ITV OF CHANHASSEN ;2b V' ..-NlANo 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA55317 (612) 937-1900. FAX (612) 937-5739 MEMORANDUM TO: Mayor and City Council .4/1 Todd Hoffman, Park and Recreation Director j Ii f FROM: DATE: January 6, 1998 SUBJ: Approve Agreement with Hoisington Koegler Group for Park Referendum Projects. Following approval of the June l4, 1997 Park, Open Space and Trail Referendum, I established a work plan to accomplish these projects on behalf of the City Council. This plan includes the retaining of professional consultants when necessary to form work teams with city staff members. To date the following relationships have been established. Improve Community Parks Construct Trails Preserve Open Space Brauer & Associates Howard R. Green Company City Attorney's Office (formerly The Trust for Public Land) To complete our teams, I have worked with Mr. Mark Koegler of Hoisington Koegler Group to develop a program for design and planning services associated with our neighborhood park improvements. The services to be provided by the consultant are detailed in the attached contract. Compensation would be based on the firm's hourly rate schedule. All work will be under my direction with Hoisington Koegler Group providing written estimates of total cost of planning and design for major projects. Recommendation It is recommended that the city council approve the attached outline of Scope of Services, Fee Schedule and other elements which together constitute an agreement between the City of Chanhassen and Hoisington Koegler Group and authorize its execution. g: \park \th \AgreementH K Group Creative Solutions for Land Planning and Design Hoisington Koegler Group Inc. 11113 ~n October 31, 1997 Mr. Todd Hoffman Park and Recreation Director City of Chanhassen 690 Coulter Drive P.O. Box 147 Chanhassen, MN 55317 Dear Todd: I am enclosing two copies of a contract and work program for design and planning services for the completion of the neighborhood park improvements that were approved as part of the bond issue in June of this year. As we have discussed previously, we will need to coordinate the work activities for all of the parks closely with your office in order to efficiently design and manage the improvements. Coordination will be essential since the improvements occur in 18 different locations. fu the near f~:tl!i'nee~'7: arrange a time to meet and discnss scheduling and probable phasing in more detail. After we have had a chance to get your input, we will assemble a detailed project schedule identifying tasks and meetings necessary to accomplish all of the work. If the contract is acceptable in its present form, please return one signed copy to me for our records. If you see any changes that need to be made, please call me and we will make the appropriate modifications. I look forward to working with you on the implementation of these projects. Thank you again for allowing Hoisington Koegler Group to provide the needed design and project coordination assistance. Sincerely, ~~~'Ec~ -- R. Mark Koegler, RLA Senior Vice President if"'} ~::: f'\!r,: I V ~ D Mh t.; f~Ii",. . . ....;...l~, ,,.,.,,..,.'"l:~ .'; ~ iJ. . . . ." "~i' :'!f.W f1. 3 1997 RMK:dbm Enclosure (;11 ~' \,.1;- ~..fjJi~!'~ rl!..\~SEN 123 North Third Street, Suite 100, Minneapolis, MN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 Creative Solutions for Land Planning and Design Hoisington Koegler Group Inc. 11111 ~n October 31, 1997 RECEIVEJf DEe 1 0 1997 CHY OF CH^NH^~~t.I'i City of Chanhassen 690 Coulter Drive Chanhassen, Minnesota 55317 Re: Neighborhood Park and Recreation Improvements Attention: Mr. Todd 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 CITY, and Hoisington Koegler Group Inc., hereinafter referred to as the CONSULTANT for professional planning services authorized to assist the City with Neighborhood Park and Recreation Improvements, hereinafter referred to as the PROJECT. The CITY and CONSULT ANT agree as set forth below: A. WORK PROGRAM - BASIC SERVICES The Work Program involves the improvement of neighborhood parks in Chanhassen through the combined efforts of HKGi and City Staff. Neighborhood park improvements will involve parks and facilities that were generally identified in the referendum that was approved by Chanhassen's voters in June of 1997. Projects are likely to include but not necessarily be limited to the following: 1. Carver Beach Park - Parking lot improvements to convert a gravel area to a paved parking lot. Plans and specification notes as necessary will be assembled and quotations will be obtained from three or more contractors. 2. Carver Beach Playground - Playground expansion and refurbishment and installation of an interior- walking trail including an examination of ADA issues. Tasks will include an analysis of needs, preparation of a cost estimate, examination of alternatives, and recommendations for phasing and priorities. Neighborhood meetings (up to 2) will be held to solicit input on proposed improvements. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. 3. Chanhassen Hills Park - HKGi will coordinate the installation of a light in the skating rink area. Coordination will include securing bids or quotations from qualified contractors. 123 North Third Street, Suite 100, Minneapolis, MN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 4. Curry Farms Park - Design and planning necessary to install a new basketball half-court. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. 5. Galpin Boulevard Park - Improvements including a new access road, parking lot construction and playground equipment (first phase). Process will involve preparation/refinement of a master plan, neighborhood meetings (up to 2), preparation of a cost estimate and recommendations for phasing and priorities. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. 6. Herman Field Park - Implementation of phase two of the exi,sting playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 7. Kerber Pond Park - Completion of trail improvements, additional signage, and installation of a new stairway. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. 8. Meadow Green Park - Selection and installation of a neighborhood picnic shelter (catalog item) and field location of a park trail connector. Completion of the project will require one meeting with area residents. 9. Minnewashta Heights Park - Implementation of phase two of the existing playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. ] O. North Lotus Lake Park - Examine/modify master plan regarding placement of a new picnic shelter. Improvements will include a new picnic shelter (catalog item), construction of a park trail and probable relocation of the existing sand volleyball area. The planning process will incorporate up to two neighborhood meetings. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. 11. Pheasant Hill Park - Implementation of phase two of the existing playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 12. Power Hill Park - Selection and installation of a neighborhood picnic shelter (catalog item) and preparation of an information letter to be sent to area residents. The project will also include a park trail. 13. Prairie Knoll Park - Implementation of phase two of the existing playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 14. Rice Marsh Lake Park - Review the condition of the existing picnic shelter and playground area and assess compliance with ADA requirements. Based on the results of the analysis, refurbish and/or replace playground equipment and replace or refurbish the picnic shelter. Conduct one meeting with area residents. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. Chanhassen Neighborhood Park and Recreation Improvements Contract with City of Chanhassen Page 2 15. Roundhouse Park - Complete phase two of the park development including playground equipment and the refurbishment of the existing building. HKGi will collaborate with an architect to identify and design required building improvements. Building improvements will be implemented by a qualified contractor and/or donated labor from the surrounding area. Plans and specifications will be prepared as necessary. 16. South Lotus Lake Park - Implementation of phase two of the existing playground area and installation of a park trail. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 17. Stone Creek Park - Installation of a park trail with a prefabricated bridge. HKGi will involve the services of a civil and/or structural engineer as necessary to prepare appropriate plans and specifications for bidding or quotations from qualified contractors. 18. Sunset Ridge Park - Design and planning necessary to install a new basketball court. Plans and specifications as necessary will be assembled and quotations or bids will be sought from qualified contractors. Bid packaging and project phasing will be dependent on factors to be determined during the design process. Project locations, meeting schedules, phasing and packaging of like-work will be considered in grouping projects in order to complete all work in a cost and time efficient manner. B. SCOPE OF ADDITIONAL SERVICES The following services have not been requested by the CITY but are available, upon authorization, from the CONSULTANT. 1. Additional services not specified herein including but not limited to the expansion of the scope of services for identified parks. C. FEES FOR PROFESSIONAL SERVICES The CITY agrees to pay the CONSULTANT for services rendered as follows: 1. For the CONSULTANT'S Basic Services described in Paragraph A above, a fee based on the CONSULTANT'S hourly rate schedule (Attachment A) plus expenses. 2. All work under this contract will be under the direction of the Chanhassen Park and Recreation Director. Because of the varied nature of the work tasks, HKGi will provide a written estimate of the total cost of planning and design for major projects. Major projects include the following: Carver Beach Playground, Galpin Boulevard Park, North Lotus Lake Park and Roundhouse Park. 3. For the CONSULTANT'S Additional Services described in Paragraph B, a fee based on the CONSULTANT'S current hourly rate schedule (Attachment A) plus incidental expenses or a negotiated fee. 4. Statements will be submitted to the CITY on a monthly basis as work is completed and shall be payable within 30 days of receipt by the CITY. Chanhassen Neighborhood Park and Recreation Improvements Contract with City of Chanhassen Page 3 5. The CONSULTANT reserves the right to suspend services if the City is delinquent in making payments in accordance with this agreement. D. CITY'S RESPONSIBILITY The CITY shall be responsible for the following: 1. Tasks noted in the work program. 2 Mailing lists, printing, postage and the mailing of invitations for public meetings. 3. Arrangements for public meetings. E. SUB CONSULTANTS The nature of the tasks outlined in the Work Program will likely require expertise in architecture, civil engineering and structural engineering. In order to provide these disciplines, HKGi will establish subconsulting relationships with other firms. All civil and structural engineering will be completed by Howard G. Green Company. As the architectural needs of the project become better defined, HKGi will add an architectural subconsultant, subject to prior approval by the City of Chanhassen. F. COMPLETION SCHEDULE The services of the CONSULTANT will begin upon City Council approval and will, absent of causes beyond the control of the CONSULTANT, be completed by December 31, 1998. G. 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. H. EOUAL 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 payor 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 applicants will receive consideration for employment without regard to race, color, religion, sex, or Chanhassen Neighborhood Park and Recreation Improvements Contract with City of Chanhassen Page 4 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. I. 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 CITY 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 CITY nor the CONSULTANT shall assign, sublet or transfer its interest 10 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. J. MISCELLANEOUS 1. The CONSULTANT shall furnish the necessary trained personnel to perform the professional services contracted under this Agreement in a manner commensurate with the standards of the industry. 2. The CONSULTANT, its officials, employees, agents, and sub-consultants shall not be officials, employees, agents, or sub-consultants of the CITY. The CONSULTANT shall insure that it and all of its agents and sub-consultants comply with the Workers Compensation Laws. 3. If the CITY believes that the CONSULTANT is not complying with the terms and conditions of this Agreement, it may give the CONSULTANT written notice of deficiency and what action it believes necessary to correct the deficiency by certified mail directed to the CONSULTANT at its address. The CONSULTANT shall have fifteen (15) days from the date of the receipt of the mailing to respond to the City in writing. The CITY shall not be obligated to pay any fees billed until a satisfactory response is received from the CONSULTANT. 4. The CONSULTANT shall save and hold the CITY harmless from all claims, demands and suits, whether at law or in equity, arising from or connected with the CONSULTANT, its officials, employees, agents and sub-consultant's performance under this Agreement for any and all injuries, death, property damage, and any and all other causes of action to include reasonable attorney fees, investigative costs, and suit fees. The CONSULTANT shall carry insurance insuring its obligation under this provision in the minimum limits of One Million Dollars ($1,000,000.00). 5. This Agreement is between only the CONSULTANT and the CITY and does not inure to the benefit of any third party nor does it create any rights or causes of action in any third party to include the CONSULTANT'S officials, employees, agents and sub-consultants. Chanhassen Neighborhood Park alld Recreation Improvements Contract with City of Chanhassen Page 5 K. 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. L. AUTHORIZATION IN WITNESS WHEREOF, The CITY OF CHANHASSEN and the CONSULTANT have made and executed this Agreement for Professional Services, This day of ,1997. CITY OF CHANHASSEN Name Title fi:-~ .ll,~. I~ ,wrr- Attest: Name Title HOISINGTON KOEGLER GROUP INC. ~. cM..A-~~ --- ~. R. Mark Koegler, Senior Vice President Michael Schroeder, Vice President Chanhassen Neighborhood Park and Recreation Improvements Contract with City of Chanhassen Page 6 ATTACHMENT A HOISINGTON KOEGLER GROUP INe. 1997 HOURLY RATES Principal... ............ .......... .......... ........................ ...... $80-11 O/hr Professional III ........................................................ $60-75/hr Professional II.............................................. ............ $45-55/hr Professional I........................................................... $35-40/hr Technical..... .......... .................................................. $25-40/hr Secretarial.... ................................................................. $37/hr Testimony.. ................................................................. $ 140/hr * 5% discount for retainer services Incidental Expenses: Mileage ............ ................................... ...................... .3 lit/mile Photocopying ............................................................ 15i/page Outside Printing ...... .................................. ............ Actual Cost Diazo Printing....................................................... Actual Cost Draft Plotting... ..... ........................... ....... ....... ....... ..$5 .00 each Vellum Plotting ....................................................$10.00 each Color Plotting .......................................................$20.00 each Chanhassen Neighborhood Park and Recreation Improvements Contract with City of Chanhassen Page 7 .,2.<: C ITV OF CHANHASSEN - 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900 . FAX (612) 937-5739 MEMORANDUM FROM: Scott Harr, Public Safety Director / TO: Mayor & City Council Don Ashworth, City Manager DATE: December 29, 1997 SUBJ: Resolution Authorizing Participation in Operation NightCAP This memo is to request the Council pass the attached resolution authorizing our acceptance of state funds to participate in Operation NightCAP. This project authorizes law enforcement agencies to hire officers off duty to enforce alcohol related and other traffic safety laws. This grant provides the City with $560.00 to authorize Officer Bob Zydowsky to work extra shifts. Other than gas for the car, his entire off duty salary will be paid by the state. It is the recommendation of staff that the attached resolution be passed by the Council. SH:cd g: \safety\sh \ccreso I u. CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DA TE: RESOLUTION OF: MOTION BY: SECONDED BY: A RESOLUTION ENTERING INTO AN AGREEMENT WITH THE STATE OF MINNESOTA FOR AUTHORIZING EXECUTION OF GRANT CONTRACT BE IT RESOL VED that the City of Chanhassen enter into a Grant contract with the Minnesota Department of Public Safety, State Patrol Division for the program entitled Operation NightCAP. WHEREAS, the City Manager is hereby authorized to execute and sign such Grant Contracts, and amendments thereto, as are necessary to implement the program on behalf of the City of Chanhassen. Passed and adopted by the Chanhassen City Council this day of ATTEST: Nancy K. Mancino Don Ashworth, City Clerk/Manager YES NO ABSENT