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3 1998 Mtg Sched &ParkImprProjCITYOF CHANHASSEN I293~ 5~9 612 93-~.2524 MEMORANDUM TO: Park & Recreation Commission .,// FROM: Todd Hoffman, Park & Recreation Director DATE: February 17, 1998 SUB J: Establish Meeting Schedule, 1998 Neighborhood Park hnprovement ProJects The attached meeting schedule has been developed for the referendum related 1998 neighborhood park improvement projects. Hoisington Koegler Group has been retained by the city council to aid the commission in managing these projects. I have been working with Mr. Mark Koegler and Mr. Paul Page from their office. A copy of the city's contract with Hoisington Koegler Group detailing our work program is also attached. The commission's responsibility under this schedule would be hosting the March 10, March 24, and April 7 neighborhood meetings. March 24 is the commission's regular meeting night. March 10 and April 7 would be special meetings. At these meetings, staff; our consultants, and equipment representatives will present detailed information to the commission and members of each neighborhood. The commission is then left to gauge the quality of the presentations and resident reaction prior to making a recommendation. Presentations have been grouped by manufacturer and/or product. RECOMMENDATION Approval of the attached neighborhood meeting schedule is recommended. g:\parkX,re fcren\neighborhoodmtgs.doc NEIGHBORHOOD PARK IMPROVEMENT MEETINGS SET Improvements will be made in 18 neighborhood parks totaling $495,000. The Park and Recreation Commission will host neighborhood meetings to review the proposed improvements. Some projects require a "pre-meeting" work session to discuss project details. The following schedule has been established: PROJECT WORK SESSIONS Thursday, March 5 City Hall Council Chambers 6-7:30 p.m. Galpin Boulevard Park (Forest Meadow) 7:30 - 9 p.m. Roundhouse Park PARK AND RECREATION COMMISSION NEIGHBORHOOD MEETINGS Tuesday, March 10 City Hall Council Chambers 6-7 p.m. Carver Beach Park: Parking lot improvements; Carver Beach Playground: Park Trail and Playground Refurbishment 7-7:30 p.m. Chanhassen Hills Park: Skating Rink Light 7:30-8 p.m. Curry Farms Park: Half Court Basketball 8-9:30 p.m. Herman Field Park and Pheasant Hill Park: Phase II Playground Equipment Tuesday, March 24 City Hall Council Chambers 6-7:30 p.m. "Galpin Boulevard" (Forest Meadow) Park and Roundhouse Park: Review Park Master Plans and Development Schedule, Select Name for Galpin Boulevard Park 7:30-8 p.m. Prairie Knoll Park: Phase II Playground Equipment 8-9 p.m. Kerber Pond Park: Trail Improvements and Signage Stone Creek Park: Park Trail with Bridge Sunset Ridge Park: Half Court Basketball Tuesday, April 7 City Hall Council Chambers 6-7 p.m. Meadow Green Park: Neighborhood Picnic Shelter and East Trail Connector North Lotus Lake Park: Neighborhood Picnic Shelter and Park Trail 7:30-9 p.m. Power Hill Park: Neighborhood Picnic Shelter Minnewashta Heights Park: Playground Refurbishment Rice Marsh Lake Park: Replace Neighborhood Picnic Shelter and Playground Refurbishment South Lotus Lake Park: Phase II Playground Equipment and Park Trail ~¢:'park'th nci~zhborhood park mcctin,~s.doc Creative Solutions for Land Planning and Design Hoisington Koegler Group Inc. October 31, 1997 City of Chanhassen 690 Coulter Drive Chanhassen, Minnesota 55317 Re: Neighborhood Park and Recreation hnprovements Attention: Mr. Todd Hoffman: This letter outlines a Scope of Services, Fee Schedule and other elements which together constitute an agreement betweeu the City of Chanhassen, hereinafter referred to as tile 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 CONSULTANT agree as set forth below: A. WORK PROGRAM - BASIC SERVICES The Work Prograln involves tile improvelnent of neighborhood parks in Chanhassen through the combined efforts of HKGi and City Staff. Neighborhood park inlprovenqents will involve parks and facilities that were generally identified in the referendum that was approved by Chanhasseu's voters in June of 1997. Projects are likely to include but not necessarily be limited to tho following: Carver Beach Park - Parking lot ilnprovements 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. Carver Beach Plavzround - Playground expansion and refurbishment and installation of an interior- walking trail including an examination of ADA issues. Tasks will include all analysis of needs, preparation of a cost estimate, examination of alternatives, and recolnmendations roi' phasing aud priorities. Neighborhood meetings (up to 2) will be held to solicit input on proposed inlprovements. Plans and specifications as necessary will be assembled and quotatious 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 xvill include securiug bids or quotations t¥om qualified contractors. 123 North Third Street, Suite 100. Minneapolis. SIN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 10. 11. 12. 13. 14. 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. 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. Herman Field 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. 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. Meadow Green Park - Selection and installation of a neighborhood picnic shelter (catalog item) and field location of a park trail connector. Completion of tile project will require one meeting with area residents. Minnexvashta Heights Park - Implementation of phase two of tile existing playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 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. Pheasant Hill Park - h-nptementation of phase two of tile existing playground area. Process will involve one neighborhood meeting and working with an identified contractor for design and installation of selected playground equipment. 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. Prairie Knoll Park - hnplementation of phase txvo of the existing playground area. Process will involve one neighborhood meeting and xvorking with an identified contractor for design and installation of selected playground equipment. Rice Marsh Lake Park - Review the condition of tile existing picnic shelter and playground area and assess compliance with ADA requirements. Based oll 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 A'cighborhood Park and Recreation lmlJrovements Contract with CiO' of Chatthassen 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 xvill be dependent on factors to be determined during tile 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 Tile following services have not been requested by the CITY but are available, ttpon authorization, from the CONSULTANT. 1. Additional services not specified herein including but not limited to tile expansion of tile scope of services for identified parks. C. FEES FOR PROFESSIONAL SERVICES Tile CITY agrees to pay the CONSULTANT for services rendered as follows: I. 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. All work under this contract will be under the direction of tile Chanhassen Park and Recreatiou 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. 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 tile CITY on a monthly basis as work is completed and shall be payable within 30 days of receipt by the CITY. Cha~thasset~ Neighborhood l'ark and Recreation Improvements Cotttract with Ci0' of Chanhassen l'age 3 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. SUBCONSULTANTS The nature of tile tasks outlined in the Work Program will likely require expertise in architecture, civil engineering and structural engineering. In order to provide these disciplines, HKGi xvill 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. Fo COMPLETION SCHEDULE Tile services of the CONSULTANT xvill begin upon City Council approval and will, abseut 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, religiou, color, sex, national origiu, 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. It. 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, npgrading, demotion, transfer; recruitment or recruitlnent advertising; layoff or termination, rates of pay or other forms of compensation; and selection for training, including apprenticeship. The CONSULTANT shall post ill conspicuous places available to employees and applicants for elnployment notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. The CONSULTANT shall state that ali qualified applicants xvill receive consideration for employment without regard to race, color, religion, sex, or Chanhasscu ,Vcighborhood Park and Recreation lml;rovements Contract with CiO, of Chanhassen l'age 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. o TERM, TERMINATION~ SUCCESSORS AND/OR ASSIGNS 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. 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. Neither the CITY nor the CONSULTANT shall assign, sublet or transfer its interest in this Agreement without the written consent of the other. 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. ° ° -. o MISCELLANEOUS 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. Tile 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. If the CITY believes that tile 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. 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). This Agreement is betxveen 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 proxy to include the CONSULTANT'S officials, employees, agents and sub-consultants. Chat~hassen lXk,(k, hborhood Park attd Recreation Improveme~tts Cot~tract with CiO' of Chanhassen Page 5 K. REVOCATION If this agreement is not signed and accepted by both parties ~vithin 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, CITY OF CHANHASSEN Attest: Nallle Title HOISINGTON KOEGLER GROUP INC. P.. Mark Koegler, Senior Vice President N'iichael Schroeder, Vice P,'esident Chomhassc~t ,\'ek~hborhood Park arm l?ccrcatio~ Improvcmet~ts ('o~tract with City of ChaMtassett l'~,c 6 ATTACHMENT A HOISINGTON KOEGLER GROUP INC. 1997 HOURLY RATES Principal ................................................................. $80-110/hr Professional III ........................................................ $60-75/hr Professional 1I .......................................................... $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 ...................................................................... 31 C/mile Photocopying ............................................................ 15C/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 Improvemettts Cot~tract with City of Chanhassen l'age 7