1l Approval of Contracts for Prof. Svcs & Referendum Park & Trail Projects
MEMORANDUM
TO:
FROM~
DATE:
SUBJ:
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690 COULTER D8IVE. ~O:. sOx 147 . "CHANHASSE~.:MlNNESOTA 55317
{612~ 937.;j$OO . FAX (612) 937.;5739 " .
. ,
Don AshwQrth. City Manager
#
Todd .HotTman. Park & Recreation Director
October 7; 1997
Approval of Contracts for Professional Services? Referendum Park and Trail
Projects '
City staff has been engaged in the. review of potential consultants for referendum related park and trail
projects for the paSt eighLweeks. Chronologically, here is what has been ,accolI\Plishedto date.
August 12, 1997
August 14, 1997
August 18, 1997
'Department head,-neeting, potential consultants'selecte4. Parks: 'Brauer and'
AssOciates; Hoisington Koegler Group; Ingraham andVo-ss; McCombs Frank Roos.
Trails: Engelhardt & Associates; How41rd It Green Conipany;HTPO; OSM.
Draft copy of letter of invitation and' Request for i.1wlUficatiQrfs (RFQ) distributed to
review team: Dale Gregory, Parks Superintendent; ~ AanefisOtf, Planning
DireCtor;' Charles Fatch, City Engineer~ Pam Snell, FiuanceDirector; Steve
~irchman. Building Official, and me. '
Edited copies of "draft" documents returned. Cover letter and RFQ mailed to
selected firms. '
September 11, 1997' Submittals due.
September 12, 1997
September 19, 1997
September 25, 19?7
September 26 -
October 1, 1997
October 2, 1997
October 9, 1997
OCtober t. 1997 .
~
Submittals distributed to teviewteaIn.
Review team meets to $elecl firms to be intervieWed.
Review team interviews Brauer and A$sociates; Hoisington Koegler Group;
McCombs Frank koos; HowardR.Green; OSM. " c
Analysis of information received during interviews. References checked.
Top candidates contacted.
,>;-j,
Contracts delivered for review and tn9dtncatioil. park:at1dc~_t~li:_
'city att~ neg6ijate~loontfact. ,. , "\j:;::: ^,
Contracts delivered to city council for aUthomati.tO 'proceed.
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Mr. Don Ashworth" ;2 ~"
October 8 1997' , " """
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ATTACHMENTS
Brauer Contract
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LAND USE PLANNING AND DESIGN
October 7, 1997
BRAUER
& ASSOCIATES, LTD
City of Chanhassen
Parks and Recreation Department
690 Coulter Drive
Chanhassen, MN 55317
A TIN: Mr Todd Hoffman, Director of Parks and Recreation
RE:
Professional Services Proposal - Bandimere Community Park & City Center Park Improvements
BM # 97-42
This letter proposal outlines a scope of services, fee schedule, and other elements which, if approved, constitutes an Agreement between
the CITY OF CHANHASSEN , herein referred to as the OWNER, and BRAUER AND ASSOCIATES, L TD.. herein referred to as the
CONSULTANT.
The OWNER hereby retains the CONSULTANT to provide professional services required to complete the design of park and recreation
site and architectural improvements, for the development of Bandimere Community Park and the redevelopment of City Center Park,
located in Chanhassen, Minnesota, hereinafter referred to as the PROJECT.
The CONSULTANT'S services and fees shall include normal design and planning services as follows:
A. SCOPE OF SERVICES - Basic Services - Master Plan Phase
I. Preparation for and attendance at Project Focus Meetings: The general purpose of the focus meetings are to allow the Brauer
team the opportunity to develop a very clear understanding of the scope of the projects, intended outcome, city's expectations
of the consultant's services, confirm key individuals, associations, committees, City staff members, etc. who will be involved In the
project or have information that will affect the project, and general review and discussion about the issues and concerns related
to these projects.
2. Preparation of Graphic and Written Analysis of Sites: Through field research and review of site information and mapping, the
Brauer team will work (in concert with city staff, as appropriate) to identify the parks physical characteristics and determine their
developmental opportunities and constraints. This will allow both the city and Brauer team to develop a clear understanding of
the sites and their unique characteristics.
3 Preparation of Written Programs for Development: Developing a complete and comprehensive assessment of needs, facility
demands, and priorities is absolutely essential to the success of the projects and is viewed as one of the most important phases
of the design process. The Brauer team will work closely with the city to:
Identify and address the many issues affecting the development of these parks.
Identify and define the development concerns, recreational uses, site amenities, and facilities desired and appropriate
for these parks. (The list of development concerns listed in the RFQ will be incorporated into this work task, thus
ensuring that each one of the issues listed will become an integral part of the designs.)
Identify, qualify, and prioritize needs.
Develop evaluation matrix defining the development programs (to be used to evaluate the schematic concepts and
master plans for the two parks).
City of Chanhassen, MN
Brandimere Community Park. & City Center Park Improvements
Proposal
1
Brauer and Asscx:iates, Ltd.
PrOject # 97 -42
7301 Ohms Lane, Suite 500 Minneapolis, MN 55439 Tel (612) 832-9475 fa.x (612) 832-95--12
4. Preparation of graphic and Written Land Use / Sustainable Development Plans: Working collaboratively with city staff, the
Brauer team will develop a Land Use Zone maps and supportive text that begins the process of determining the best use of the
parks within the context of its land resources and the development program. The principles of sustainable development -- a
design that will endure public use and land practices that protect the land resource -- will also be defined.
5. Preparation of Alternate and Graphic Schematic Concepts: Building upon the previous tasks, the Brauer team will prepare
alternative schematic concepts for each site. Given the number of issues already identified by the city, there will be no shortage
of options in developing these concepts. Specific criteria affecting the concepts include: what are the ideal physical relationships
between the facilities proposed for the sites within the context of the Land Use Zones; the physical relationships will be
developed to limit the duplication of support structures; what opportunities does the site present and how can these be taken
advantage of in the design? The evaluation matrix will be used to evaluate each concept.
6. Preparation of Written and Graphic Master Plans and Implementation Plans: Using the adopted concept plans, the Brauerteam
will prepare master plans (preferred plans) for each park. The master plans will represent the design solution that best responds
to the needs and desires of the city while remaining within the their ability to fund improvements over a reasonable period of
time. Since the master plans essentially refine the accepted concepts, a host of more specific issues will arise that must be
addressed, such as: how can the relationships between facilities be further refined, what "themes" need to be developed, how
will engineering aspects of the sites affect development costs? Implementation plans encompassing cost estimates, phasing plans
(if needed), and set of action steps for implementing the master plans will also be prepared. This takes into consideration cost
estimates and the city's ability to fund the projects.
Provide one copy , (original), of the final master plan document for the Owner's use and reproduction. This document
shall include summary information of all proceeding steps in the master planning process.
B. SCOPE OF SERVICES - Basic Services -Implementation / Construction Phase
Preparation of Design Development: Documents that refine and further define the facilities and site amenities to be constructed
under this phase. This includes review and use of appropriate design standards for listed facilities and preparation of design
development drawings. The drawings include refined facility layout. landscaping, grading, removals plans, site utility plans, site
lighting plans, etc. and details as required. Outline specifications, including general and technical sections, will be prepared. The
bid form outline will be prepared and used to estimate construction costs. The CONSULTANT shall also coordinate the
preconstruction soil testing in cooperation with the OWNER.
2. Preparation of Construction Documents: Drawings and specifications that clearly define the extent of the work, construction
standards and techniques, and general guidelines/administrative provisions necessary for bidding/quoting for construction purposes.
Brauer & Associates will provide all of the professional services required to complete the plans and specifications as required for
bidding.
3 Bidding Process: Overseeing the bidding/quoting process and selection of contractor, including defining bidding/quoting
procedures and award of contract procedures. Also included is administration of project bidding/quoting, including pre-bid
meeting, general correspondence, and preparation of all addendum as necessary, review and auditing of bids/quotes received
and recommendation of contractor.
The CONSULTANT shall be responsible for repackaging and rebidding the project should the construction bid costs
for the improvements be greater than the OWNERS budget.
4. Site Observation: Working collaboratively with City staff, the Brauer team will undertake project administration and observing
construction progress and adherence to plans and specifications.
In this role, Brauer & Associates will also act as the liaison between the City and the contractor to ensure that issues and concerns
that arise are dealt with fairly and to the satisfaction of both parties. Where disputes persist. Brauer & Associates will work to
arbitrate the problem to reach an agreed upon conclusion to avoid taking the dispute into formal litigation. Work under this task
includes:
Administration of contract, including preparation of the contract, application for payment forms, certificate of payment
forms, change order forms, substantial completion forms, final payment forms, etc.
City of Chanhassen, MN
Brandimere Community Park & City Center Park Improvements
Proposal
2
Brauer and AssCX:lates. Ltd.
Project # 97-42
Administration of pre-construction meeting which reviews the project elements and clearly defines the owner's
expectations as to the quality of construction, dealing with problems that may arise, timeliness, etc.
Site observation on a periodic basis for the duration of the construction to ensure that the design intent of the plans
and specifications is being met. Preparation of field reports as necessary to document specific issues and areas of
concern. Review shop drawings and testing requirements/procedures.
On-going correspondence/field meetings with staff and contractor for purposes of reviewing construction progress and
discussion of pertinent issues, concerns and upcoming construction.
C. SCOPE OF SERVICES - Basic Services - Construction Surveying and Staking
I . Provide Construction Field Surveying and Staking: following standard survey practices for the project, including:
Horizontal and vertical control within the project site boundaries.
Two sets of construction stakes.
(Note: OWNER to provide horizontal and vertical control & bench marks, for CONSULTANTS use, within 1/4 mile of each
ofthe two project sites.)
D. FEES FOR PROFESSIONAL SERVICES
I . For services as listed in the Scope of Services paragraph A. I through A.6 a Lump Sum Fee of Ten Thousand Dollars,
($10,000.00), including all direct expenses.
2. For services as listed in the Scope of Services paragraph B. I through B.4 above, a Percentage Fee of 6.513% of the
cost to construct the park improvements, including all direct expenses except preconstruction soil testing and final
printing and distribution of plans and specifications for bidding and related advertizing costs. This fee assumes that
improvements to both parks shall be bid in a single bid package.
3. For services as listed in the Scope of Services paragraph C.I above, a maximum percentage fee, including expenses
of 2 % of the cost to construct the site improvements.
4. For additional services as may be requested and authorized by the OWNER fees shall be based upon the following
hourly rate schedule:
Brauer and Associates, Ltd.
1997198 Hourly Rate Schedule
Principal Landscape Architect. .... ..
.......$85.00 / Hour
Principal Engineer.......................... " . ......$85.00/ Hour
Principal Architect............ . .........................$9500/ Hour
Project Architect..........................................$65.00 / Hour
Agronomist.......................................... ......$80.00/ Hour
Professional Level III........ .......................... .$80.00/ Hour
Electrical Engineer
Environmental Scientist
Technical Staff......... ...................................$45.00/ Hour to $55.00 / Hour
City of Chanhassen, MN
Brandimere Community Park & City Center Park Improvements
Proposal
3
Brauer and AsSOCiates, Ltd.
Projea # 97-42
E. PAYMENTS TO THE CONSULTANT
I. Invoices will be submitted to the OWNER on a monthly basis in proportion to the work completed.
2. Payments on accountofthe CONSULTANT'S services are due and payable upon receipt of CONSULTANT'S invoice.
F. OWNER'S RESPONSIBILITY
I. Full program coordination with ~ individual representing the OWNER'S interests.
2. Legal Counsel, advice, and services available to the CONSULTANT during the term of this Agreement on any or all
matters related to the PROJECT such as, but not limited to, title opinions, interpretations of agreements, covenants
and laws affecting the PROJECT, advice and assistance in processing applications, review and preparation of PROJECT
agreement documents, participation in presentations to public agency staff and boards and general counsel on the legal
implications of all substantive or procedural aspects of the PROJECT itself.
3. All direct consultant expenses related to soils engineeringtborings and engineering geotechnical testing required for the
project.
4. All direct consultant expenses related to the reproduction and distribution of the final construction plans and
specifications.
5 All fees and expenses involved in federal, state agency or local permitting, plan review, etc. for the project.
G. NONDISCRIMINATION
The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color, religion,
sex, national origin, physical condition or age. The CONSULTANT will take affirmative action to insure that applicants are
employed and that employees are treated during employment without regard to their race, color, religion, sex, national origin,
physical condition or age. Such action shall include but not be limited to the following: Employment, upgrading, demotion or
transfer, recruitment, advertising, layoff or termination, rates of payor other forms of compensation and selection for training
including apprenticeship.
H. CONSULTANT'S RECORDS, DOCUMENTS AND INSURANCE
I. The CONSULTANT shall maintain time records for hourly fees, design calculations and research notes in legible form
and these will be made available to the OWNER, if requested.
2. The CONSULTANT shall carry insurance to protect him from claims under Workman's Compensation Acts; from
claims for damages because of bodily injury including death to his employees and the public, and from claims for
property damage.
3 The CONSULTANT reserves the right to secure and maintain statutory copyright in all published books, published
or unpublished drawings of a scientific or technical character, and other works related to this PROJECT in which
copyright may be claimed. The OWNER shall have full rights to reproduce works under this Agreement either in
whole or in part as related to this PROJECT. One copy of each drawing shall be provided in reproducible form for
use by the OWNER, but the original drawings will remain the property of the CONSULTANT.
I. TERM, TERMINATION, SUCCESSORS AND ASSIGNS
City of Chanhassen, MN
Brandimere Community Park & City Center Park Improvements
Proposal
4
Brauer and AsSC<13tes. Ltd.
Project # 97 -42
I. The term of the Agreement shall be concurrent with the work authorized.
2. Termination may be accomplished by either party at any time by written notice, and shall be effective upon payment
in full for all services performed to the date of receipt of such notice.
3 The OWNER and the CONSULTANT each binds itself, its partners. successors, assigns and legal representatives to
the other party of this Agreement, and to the partners. successors, assigns and legal
representatives of such other party with respect to all covenants of this Agreement.
4 Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this Agreement without
the written consent of the other.
J. EXTENT OF AGREEMENT AND APPLICABLE LAW
This Agreement represents the entire and integrated Agreement between the OWNER and the CONSULTANT and supersedes
all prior negotiations, representations, or Agreements, whether written or oral, with respect to the PROJECT. This Agreement
may be amended only by written instrument signed by both OWNER and CONSULTANT.
IN WITNESS HEREOF the OWNER and the CONSULTANT have made and executed this Agreement, this _day of _, 1997.
CITY OF CHANHASSEN
690 Coulter Drive
Chanhassen, MN 55317
BRAUER & ASSOCIATES LTD.
730 I Ohms Lane, Suite # 500 -,
Minneal?-olis;:'M1 esota 55439
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, C:\~()S::_S\ 1991\97 -42CHA\CONTAACT.SPT
City of Chanhassen, MN
Brandimere Community Park & City Center Park Improvements
Proposal
5
Brauer and AssocIates, Ltd,
PrOject # 97-42
HOWARD R. GREEN COMPANY
PURCHASE ORDER
THIS AGREEMENT, made this 13th 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 =\erial
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 It:!ast
two reviews by the public prior to final approval of the plans by the City of Chanhasser:
. 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 Noverrr:ler 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 cf 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 fo1iowing
baSIS: (Indicate Payment Method)
[ ]
Lump sum in the amount of
[ ] Per current Rate Schedule with an estimated fee not to exceed
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[ J Other as stated here:
III Per current Rate Schedule for the design phase with an estimated fee not to exceed
$78,600.
III Per current Rate Schedule on an hourly basis for the property acquisition portio",
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.
CITY OF CHANHASSEN
HOWARD R. GREEN COMPANY
By:
By:
Its:
Its:
~C}:=Cl . d
C ITV OF
CHANHASSEN
690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317
(612) 937-1900. FAX (612) 937-5739
October3, 1997
Mr. Mark Koegler
Hoisington Koegler Group, Inc.
123 N0l1h Third Street, Suite 100
Milmeapo1is, MN 55401
Dear Mark:
Thank you for interviewing with the City of Chanhassen as a potential consultant for our
referendum related park projects. Our review team enjoyed hearing from each oftbe tbree
finm interviewed. We have selected Brauer and Associates as our top candidate. Upon
agreement on a contract, I will be presenting our finding to the Chanhassen City Council on
October 13, 1997 for their confim1ation.
A table defining our analysis of the fim1s engaged in our selection process is attached.
Please do not hesitate to contact me to discuss any questions you may have.
Again, thank you for your continued interest in working with the City of Chanhassen.
Sincerely,
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Todd Hoffinan
Park and Recreation Director
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CITY OF
CHANHASSEN
690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317
(612) 937-1900. FAX (612) 937-5739
October 3, 1997
Ms. Kathleen O'COlmell
McCombs Frank Roos Associates
15-5- 23rd Avenue North
Plymouth, MN 55447
Dear Kathleen:
Thank you for interviewing with the City of Chanhassen as a potential consultant for our
referendum related park projects. Our review team enjoyed hearing from each of the three
fil111s interviewed. We have selected Brauer and Associates as our top candidate. Upon
agreement on a contract, I will be presenting our finding to the Chanhassen City Council on
October 13, 1997 for their confil111ation.
A table defining our analysis of the firms engaged in our selection process is attached.
Please do not hesitate to contact me to discuss any questions you may have.
Again, thank you for your continued interest in workmg with the City of Chanhassen.
Sincerely,
~y------
Todd Hoffman
Park and Recreation Director
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CITY OF
CHANHASSEN
690 COULTER DRIVE. P.O BOX 147. CHANHASSEN, MINNESOTA 55317
(612) 937-1900. FAX (612) 937-5739
October 3, 1997
Mr. Scott McBride
OSM
300 Park Place Center
5775 Wayzata Boulevard
Minneapolis, MN 55416-1228
Dear Scott:
Thank you for interviewing with the City of Chanhassen as a potential consultant for our
referendum related trail projects. Our review team enjoyed hearing from each of the finns
interviewed. We have selected Howard R. Green and Associates as our top candidate.
Upon agreement on a contract, I will be presenting our finding to the Chanhassen City
Council on October 13, 1997 for their continnatioll.
A table defining our analysis of the finns engaged in our selection process is attached.
Please do not hesitate to contact me to discuss any questions you rnay have.
Again, thank you for your continued interest in working with the City of Chanhassen.
Sincerely,
-;:?/1c~
Todd Hoffman
Park and Recreation Director
TH:ns
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