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City Council Packet 10-13-2009 Special
CITY OF PLYMOUTH AGENDA SPECIAL COUNCIL MEETING OCTOBER 13, 2009, 5:30 p.m. MEDICINE LAKE CONFERENCE ROOM 1. CALL TO ORDER 2. DISCUSSION TOPICS A. Discuss plans and contract for improvements to the Hilde Performance Center B. Update on Northwest Greenway 3. ADJOURN Special Council Meeting 1 of 1 October 13, 2009 p))city of Agenda 8 . 1PlymouthNumber: v adding Quality to ti/e REGULAR COUNCIL MEETING October 13, 2009 To: Laurie Ahrens, City Manager Prepared by: Eric Blank, Director of Parks & Recreation Authorization to Begin Work on the Hilde Performance Item: Center Park Project and Approval for the Mayor and City Manager to Sign Contracts with Brauer & Associates to do the Design Work I. ACTION REQUESTED: Staff is requesting that the Council authorize work to begin on the Hilde Performance Center Redevelopment. We are asking for authorization for the Mayor and City Manager to sign contracts with Brauer & Associates to be the consulting engineers on the project. Because this project is using the Community Improvement Fund, it will require a 5/7 Council approval. 2. BACKGROUND: This item was tabled at the September 22, 2009, Council meeting because there were two members of the Council absent. Also, members of the council questioned whether this was the correct time to proceed with the project due to the economic times. This project was first brought to the Council in April, 2008. In September, 2008, the City Council reviewed and approved concept plans for the project. On October 21, staff brought forward to the City Council contracts for the consultants and a budget showing phased construction whereby the project would be split in half. However, at that meeting, the Council made a motion to defer action on the Capital Improvements Program and the consideration of the Hilde Performance Center at that time and sent it to a December 9 study session. The attached minutes of the December 9 study session indicate that the Council took action to modify or delay 11 projects that were in the proposed Capital Improvements Budget. The Hilde Performance Center was moved from the year 2009 to the year 2010 for construction. At this time, we currently have concept plans for the project. We have not begun detailed work on any of these features. The Council could, after review of the project, add or delete features to the project. We would anticipate that this could take place at a study session on December 8, 2009. Page 1 3. BUDGET IMPACT: The proposed budget is $2.6 million. The overall estimate for the entire project was $3.3 million. If bids were to come in approximate 20% under the consultant's estimates, that would bring the project in at approximately $2,640,000. The question was raised by the council about phased construction. The October 28, 2008 staff report lays out a proposal for phasing the project in two phases. One phase would focus on the Plymouth Boulevard improvements, and the other one would focus on the interior improvements. We could separate the project into two phases. The staff proposal at this time does not include funding for the restroom structure. If the Council wishes to add the restroom structure, we would have to add an architect to the consultant team to design the building. Staff wishes to note that any disruption at the Hilde Center has a ripple effect on a variety of programs. Any time we begin construction on this site, it would be done after the annual Music in Plymouth event. Depending on the amount of construction, it would affect the music programs that are typically scheduled in the late summer months and more specifically, it would have an affect on Plymouth on Parade. Because a number of the Plymouth on Parade post -parade events take place within the amphitheater park, they are subject to any construction issues. Staff is looking for direction on how you wish to proceed with this project. The options are: A. Construct the project as proposed by staff We anticipate good bids. This project will put people to work. Limited disruption to the Hilde Performance Center. Keeps momentum for City Center improvements. B. Develop a phased construction model. We anticipate good bids. Some disruption over multiple years. Maintains larger fund balance in the Community Improvement Fund. Need to amend Capital Improvement Budget. C. Postpone the project to future year. Keeps all of the funding in the Community Improvement Fund. Need to amend Capital Improvement Budget. Could experience higher construction costs in future years. D. Remove project from C.I.P. This would put it outside of the 5 -year planning horizon. Keeps money in the Community Improvement Fund. 4. ATTACHMENTS: Sept. 22, 2009 Staff Report Oct. 28, 2008 Staff Report Oct. 28, 2008 Council Minutes, Page 7 Dec. 9, 2008 Study Session Minutes Page 2 City off2e, Plymouth F Awns Quality to Life REGULAR COUNCIL MEETING September 22, 2009 Agenda 8 w 2Number: To: Laurie Ahrens, City Manager Prepared by: Eric Blank, Director of Parks & Recreation Authorization to Begin Work on the Hilde Performance Item: Center Park Project and Approval for the Mayor and Cite Manager to Sign Contracts with Brauer & Associates to do the Design Work 1. ACTION REQUESTED: Staff is requesting that the Council authorize staff to begin work on the Hilde Performance Center Redevelopment. We are asking for authorization for the Mayor and City Manager to sign contracts with Brauer & Associates to be the consulting engineers on the project. 2. BACKGROUND: The 2009 Capital Improvement Budget contained funding for the beginning of the upgrade of the Hilde Performance Center. During 2008, concept plans were developed and approved by the City Council. However, in December of 2008, due to the economic turn down, the Council chose to delay the work for the Hilde Performance Center from 2009 to 2010. The currently proposed 2010-2014 Capital Improvement Program allocates $2.6 million for upgrades to the Hilde Performance Center, Because of the timing constraints caused by the Music in Plymouth program, it is necessary that we begin immediately on the design work for this project. Attached for Council review is a schedule prepared by Brauer & Associates outlining the significant dates which will allow us to complete this project, starting after the 2010 Music in Plymouth program and being completed prior to the 2011 program, Because there many fine details such as fencing, fountains, and other items that need to be fabricated, we need to bid the project in a timely manner so that 8-10 weeks are allowed for the fabrication. This will be a significant face lift for the grounds, and we are scheduling to have the project completed by June 1, 2011, giving us one month before the Music in Plymouth program to do the final clean-up and sprucing -up prior to the 2011 event. Also, because of the slow economy, the earlier we get out to bid, the better. I have included the final concept plans for the Hilde work that were reviewed by the City Council at a workshop in the fail of 2008. We will use these plans to start the construction drawings for this year's work. We will do a Council update prior to the meeting of December 8 Page 1 Page 3 to show you the next generation of drawings for the project. The Council would have final review of the plans in March of 2010, and we would ask the Council to approve the bid package on March 23, 2010. 3. BUDGET IMPACT: The proposed budget for this project is $2.6 million. $2.1 million is proposed to come from the Community Improvement Fund and $500,000 from the Capital Improvement Fund. The consulting engineers have agreed to use the same contract and pricing that they proposed in 2008. They have frozen their hourly wages and will bill us on an hourly basis. The estimated cost for all services including general construction documents, electrical engineering, civil engineering, and construction management is estimated to be about S 190,000, or approximately 7.3% of project cost. This is at the very low end of costs for consulting services. Brauer & Associates has done numerous projects for the city in the past, including Parkers Lake Park, the Hilde Performance Center, and the Millennium Garden. 4. ATTACHMENTS: Tentative Project Schedule Professional Services Agreement Hilde Center Concept Plans Page 2 Page 4 kBRAUER & ASsoci.-\TFs, Lm, londa\. September 14.'009 Tentative Sebedtile for Hilde Performance Center Site Irnnr{n ements Desitin Start November I. 2009 COLII1Ci1 Update December S. ?009 Park Commission Desien l pdatc hinuar\ 14, 2010 50"u Desitin Revie\\ Januar I S. ?010 75°u Design Review icbi•uary 16. 2010 Final Design Revic%% N -la -ch 16. 2010 Council Approval to Bid March 2 i. 2010 Plans Available / Advertisement larch 30, 2010 Biel Qpenino April 20. 2010 Council %, nrd ol'Bid FlpriI 27, 2010 Pre CUl1Sl-LICtioil Meeting N1a1 10, 2010 Shap Drawing and SUbmittal Revie\\ Nlav 17 thc+uLh JUne 22, 2010 Construction Stift Julti- 6.2010 Construction Completion June 1. 2011 Page 3 Page 5 PROFESSIONAL, SERVICES AGREEMENT AGREEMENT made this day of . `1009, by and bet.tieen the CITY OF PLYMOUTH, a \lirrrresota municipal corporation ("City") and BI;LkL ER & ASSOCIATES, LTD., a Minnesota corporation ( "Consultant" )_ IN CONSIDERATION OF THEIR IMUTUAL COVENANTS THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant to provide professional services to complete design developncrrt_ construction documents, bidding procedures. and constntction obsenmation for the Hilde Performance Center Site Improvement Project. located within the Cite of Plymouth. A. Design Services - Dcsign Development and Construction Documents 1 ) Design Development: This work will be based upon the Cita approved blaster Plan. All items contained in the master plan except the nein restroom building and associated utilities. the pax ed vendor area and platy Jround improvements shall be included_ a) The Desi + n Development for these improvement items and areas shall include the preparation ofxkritten tett. plans and other drawings necessary to describe the design, materials. colors. textures in sufficient detail for the Cite to arasp the appearance and function of the improx,ements. . b) A preliminary engineer's estimate of the cost of these improvements shell be prepared from these documents. Construction Documents: Clearly define the extent of the work. construction standards and techniques. and general guidelines/administrative provisions necessary for bidding'quoting and construction purposes and includes: a) Preparation of final construction dra%vings (plans) for the facilities listed in the desi+err development program and approved for inclusion in this phase of the work and to be completed by the contractor. b) Preparation of project specifications which define the general conditions and technical specifications for the project based upon City of Plymouth Standard Specification. c) Coordinate and interface «ith other consultants. if required. on all issues to insure that all facets of the work are covered. that responsibilities between cotlsultants are clear and that the final construction documents are comprehensive. d) Delininu biddin4'quotint' procedures and award of contract procedures. e) Mcetinu(s) with staff for project review and discussion of relevant issues and concerns. 1) Civil & Structural Engineering related specific tasks: a) Gather re U'ulatory and additional facility information for the project. b) Prepare a preliminary street and pavement section plan. 1416931-01 l t NK—.10 15 '_+u0tt Page 4 Page 6 c ) Prepare a preliminary drainage and stormwvater management plan and furnish calculations to comply with city and watershed district requirements. d) Prepare a preliminary storm%vater pollution prevention pian (SWPPP) to meet the requirements of the `PDES permit that will be required for the project. e) Prepare preliminary wetland miliY.alion and permitting documents f) Review and analyze retaining %wall plan. 0 Prepare decorative iron fountain plan (as related to engineering) including water supply and disposal to the aground stlrfaCe, 11) Prepare combined reflecting pool and small stage plan including water supple and disposal to ground surface. i) Structural engineering for the following: Entn gatcn;t% lien Footbridge %%cst of LN board plaza Ke%board decking;tt keyboard plaza.. Dceorati%e steel ardwa% ith musical notes at krrboard plaza (musical seorc .culpwrc) Boardwalk or bridge across existing 1)011d j) Submit materials for approval and address comments from the City and design team k) Complete construction plans and documents based on comments. add final details. and certify the plans 1) Prepare and submit the NNPDES permit application in) Prepare and submit %vetland mitigation and permitting documents. n) Review shop drawings. o) Field questions during(, construction by telephone p) Two meetings to discuss the prt?ject 4) Electrical Engineering related specific tasks-: This work involves designing an innovative sound and light entrance into the Hilde Performance Center. Specific tasks include: a) Researching products and exploring concepts and costs with the City, including streetscape and statt chnonument lighting b) Develop potential implementation plan options wyhiclt could be bid and developed as one project or multiple projects in a segmented or phased sequence of construction_ This would include designing for electrical system capacities For future vendor carts. future restroom structure. mini theater in the round power for portable lights and sound systems, pathway lighting. streetscape lighting. statue/monument lighting, and detailing of the schematic concept directives based on the development of the earlier phase of engineering. c) Attend tip to 5 design review meetings d) Site investigation and utility coordination. e) Book style division 16 specifications. fl Electrical construction documents, iitcludino establishment of segUmented or phased construction_ 4 Coordination with landscape documents. B) SCOPE OF SERVICES - Bidding Services: Oversight of ttte bidding/quoting process and selection of contractors. This includes: 14I093011 ti R N K: I IYA5 2om r Page 5 Page 7 1) Administration of project bidding'quoting. including pre-bid meeting. general correspondence. and preparation of all addenda as necessary. Review and audit of bids.'quotes received and recommendation of contractor. C) SCOPE OF SERVICES - Obsetwation Services: Project administration and observing construction progress. This includes: 1) Adrninistration of contract. includin17 preparation of the contract. Nvork scheduling. application for paNment forms, certiticate ofpa}mint forms. chane order forms. substantial completion terms, final paNment forms. etc. Administration of pre -construction meeting to review the project elements and clearly define the City's expectations as to the quality of construction. dealing with problems that may arise. timeliness, etc. 3) Site observation on a periodic basis for the established duration of the Construction project as stated in the specifications to ensure that the design intent of the plans and specifications is being met. See paragraph 4. "rneetin sitrips" belo%for more information 4) Nlectingsltrips: a) Pre -construction meeting -- Consultant, City. General Contractor and their subcontractors, utility companies as applicable. b) Periodic site observation. Up to 25 construction observation visits to the construction site during an anticipated 5 month construction period. Consultant will become generally familiar with and keep the City informed about the progress and the quality of the portion of the Work completed. mote. the Consultant shall not be required to make exhaustive or continuous on site inspections to check the quality; or quantity of the 4&,'ork. Consultant estimates an average of I trip per weer: during active periods of construction activity, but has included a few extra tneetin cys for periods of construction that are touch more intense and require more frequent visits. Consultant will report to the City any known deviations from the intent of tlic Contract Documents. Fornial progress review rneetings. intended to update the City on construction and progress, as well as. to revieNv Contractor payment applications, shall be coordinated by the Consultant and scheduled to concert with the Construction observation visits. c) Substantial completion mecting -- Consultant. City, General Contractor and their Sub- contractors) d) Final Project Completion review meetings — Consultant, City. General Contractor and their sub -contractors) y a) On-going` correspondence/field meetings with staff and contractor for purposes of reviewin4,, construction progress and discussion of pertinent issues. concerns and LIPComin" COnStructlon. 141693%111 i tttil`AW1520" 8 Page 6 2. COMPENSATION. Consultant shall be paid by the City: Design Service — Design Development and Construction Documents and Bidding Service — oversight of the bidding'quoting process and selection of contractors. Scope of Sen -lees I.A throu11h I.B. on an hourly basis not to exceed $175.000. Plus direct expenses billed at cost plus MO. Obsen7ation Services — project administration and observing construction progress as authorized by the City, Scope of Services I.C. shall be billed on an hourly basis. plus direct expenses billed at cost plus 100.10. Hourly rates shall be as per Exhibit A attached. Consultant sltuill submit montltly invoices and the City shall pay the invoices within 30 days of receipt. The not to exceed fees shall not be adjusted if the estimated hours to perform a task, the number of estimated required meetings or any other estimate or assumption is exceeded. 3. DOCUMENTS. The City shall be the owner of all doctunents. reports, studies, analysis and the like prepared by the Consultant n1 ConiLinctlon with this contract. 4. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder. Consultant shall abide by all statutes. ordinances. titles and regulations pertaining to the provisions of services to be provided. ~ 5. STANDARD OF CARE. Consultant shall exercise the same degrees of care, skill, and diligence in the performance of the Services as is ordinarily possessed and exercised by a professional Consultant under similar circumstances. No other warranty. expressed or implied. is included in this Agreement_ City shall not be responsible for discovering, deficiencies in the accuracy_ of Consultant's services. y 6. INDEN NIFICATION. The Consultant shall indeinnify° and hold harmless the City, its officers, agents, and employees, of and from any and all claims. demands. actions. causes of action. including costs and attorney's fees. arising out of or by reason of the execution or performance of the work- or vorkorser. -ices provided for herein and further agrees to defend at its sole cost and expense any action or proceeding= commenced for the purpose of asserting any claim of'whatsoever character arising hereunder. 7. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker's Compensation Acts. automobile liability. and from claims for bodily injury, death, or property daniage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability 1,000,000 each OCCLrrrence/agzgrcgatc Automobile Liabilitv 51,000.000 combined single limit Excess/Umbrella Liability $2,000.000 each occurrencefaggreRgate The City shall be named as an additional insured on the ,eneral liability and umbrella policies. The Consultant shall secure and maintain a professional liability- insurance policy. Said policy shall insure payment of damages for legal liability arising out ol'the performance of professional ser,ices for the City, in the insured's capacity as Consultant, if such legal liability is caused by a negligent act_ error or omission of the insured or any person or or{ganization for which the insured is legally liable. Said policy 141693N01 RNK:1 elf 15.211U3 4 Page 7 Page 9 shall provide minimum limits ofS L000.000 with a deductible ma\imum of S125.000 unless the Cit-- agrees to a hiph deductible. Before coniniencing work the Consultant shall provide the City a certificate of insurance evidencing the required insurance covcragre in a form acceptable to Cit,,. The certificate shall proti ide that such insurance cannot be cancelled until thirty { ;0) days atter the City has received written notice of the insurers intention of cancel taus insurance. S. INDEPENDENT CONTI2_-kCTOR. The Cite hereby retains the Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. The Consultant is not an employee of the City and is free to contract %\ ith other entities as provided herein. Consultant shall be responsible for seleetinu the means and methods of perforining,, the worl, Consultant shall filrnish any and all supplies. equipment. and incidentals necessary for Consultant's perl'ormance Mader this Agreement. City and Consultant -mree that Consultant shall not titanytime or in any mail-ner represeIlt that Consultant or ant' of CoI2sultant's ageIlts or employees are in any manner agents or employees of the City_ Consultant shall be exclusively responsible under this Agreement for Consultant's own FICA. payments. workers compensation payments. unemploNment compensation payments, withholdliltT amounts. and/or self-employment taxes it any such pa} ments, amounts. or to es are required to be paid by lain or re"_ elation. 9. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the ON,. Consultant shall comply with Minnesota Statute 1 471.425. ColnSeltant must pad" Subcontractor for all undisputed services provided by Subcontractor within ten days of Con-,Ultant's receipt of payment from City. Consultant [hast pay interest of L5 percent per month or any part of a month to Subcontractor on ally undisputed amount not paid on time to Subcontractor. The minimum tnonthly interest penalty payment for an unpaid balance of S 100 or more is $10. 10. ASSIG NIENT. Neither party :shall assign this Agreement. nor ani, interest arising herein, without the written consent of the other party. 11. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect. in any respect, the validity of the remainder of this Agreement. 12. ENTIRE AGREENIE.NT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral aurcements and negotiations between the parties relating to the subject matter hereof as well as any previous a,rcements presently ill effect between the parties relating to the subject matter hereof. Any alterations, amendments. deletions. or waivers of the provisions of this Aareeinetlt shall be valid only when expressed in %NTiting and duly signed by the parties. unless otherwise provided herein. 13. CONTROLLING LAW. This Agreement shall be governed by and construed in accordance with the lays of the State of Minnesota. L 14. COPYRIGHT. Consultant shall defend actions or claims charUillg inlrin tement of any copyright or patent by reason of the use or adoption of any designs. drawings or specifications supplied by it. and it shall hold harmless the City from loss or dain7aue resulting there from. 141693x01 RNK:10351 2008 5 Page 8 Page 10 15. RECORDS. The Consultant shall maintain complete and accurate records of time and expense involved in the performance of services. 16. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 17. TERMINATION OF THE AGREEMENT. The City may terminate this Agreement or any part thereof), at any time, upon written notice to the Contractor, effective upon delivery including delivery by facsimile or electronic mail). In such event, Contractor will be entitled to compensation for work performed up to the date of termination based upon the payment terms of this Agreement. CITY OF PLYMOUTH M. Kelli Slavik, Mayor Dated: Sandy Engdahl, City Clerk Dated: BRAUER MM TES, LTD. 2009. Dated: 9 , 2009. 2009. 141693W1 6 Rif K:10/ 15/2008 Page 9 Page 11 k'8P,-\UER & ASSOCIATES, LTD. Contract Exhibit A Hourl-v Rate Schedule — Hilde Performance Center — Ply trtouth, iV1N Brauer and .Associates. I,td's Ilourly Rare Schedule; Principal S110.00 1 lottr L-A. Professional III S82.;O Hour L-A. Professional If 571.50 Hour L.A. Professional I S55-0) Hour Barr Frigiueerino (Electrical Division) Ilourly Rate Schedule" Electrical Eneincer I SIGO.00 lour Llectrical Eneincer II S144;.00 hour Electrical Encincer In Trainin+w S80.00 I lour Electrical Desi +ncr I 5120.01) hour Electrical Desi_+ner It S9501 hour Electrical En.cincer HI SWOU 1 inur Drawing Production 570.00 flour Support I 585.00 I lour Suppurt 11 S60M0 I lour VSB & Associates, Inc. Hourly [late Schedule" Principal.................................•............................ ......... .......... ....... :............... .. ...,...S137.00 Associate... ......... ...----- ......._._-___--_-_______._....._... _.__---- .... .................... ............................. SlX6).00 Sr. Project Xtartager. Sr. Project Envincer........................................................................... S 124.00 Proiect Manager 11 Pruject L'ngincer III........................................................................... St 15 00 Proiect Manager.'Project En`_+inecr If Engineering Specialist III ......................................... S l OS.00 Prujcct Engincer.-Registered Land Survcyor'Engmccrinu Specialist 11 .............................. 898.00 Graduate E wineer lFt nginccring Specialist PSr. Construction Obscrycr ......................... 888.00 Graduate Technician V Construction Observer .............................. S78-00 Fngincering Technician IV Scientist 111 ..................................................... ............ ......... — S69,00 Engineering Technician I I I Scientist If ............................................................................... S64.00 F-Amineerin; Technician If Scientist I...............................................................................- Si7.gO Ln_lincerin_e Technician i ......................... ........... ................................ ......................... S50.00 011tceI "hnlCian U.-- ............ ........... - ............................................. - ............... ............. S0,00 Office 1'echnician I ........... ............. ..................... ................ .............................. ........... .... S+4.00 Sun'ey (l -«n -Person CreNe;GPS Crew) ----------------------------- .......... ........... .............. ...----...... 814.1.00 Survey (Three -Persalt Crew.-Txpanded GPS Crew) .. ---- ...................................................... S17? 00 L-penses related to additional ser ices will he billed in addition to the fee a Cost +1010 Page 10 Page 12 Capital Improvement Program 2010 t rr.,, 2014 City of Plymouth, Minnesota Project 4 08 -PR -005 Project Namc Hilde Performance Center Departrnenr I' rkz and Recreation Contact Type Imp ruvcme: ttAcquesiIion Useful Life Category Paries and Recreation Priority This project has taken a comprehecsive idol: at the entire grounds of the EI lde Performance Center. Th;, proposed plats calls for a face lift to the Plymouth Blvd sidewalk area that will include such things as an entry plaza, formal :dower 8ardens, lighting, signage and cross walks. Internally in the park, the plan anticipates an internal plaza, restoration o the big woods, and a small amphithea—Ler, a sitting plaza next to the good, permanent restroom facilities and a tiered plaza for site vendors. Justification lack of visibility of the Hilde Performance Center makes it difficult for many peeple to locate. The entry plaza will ime a landscape enhancement as par of the City Certer improvements. The hope is to attract visitors to the site on when there are no musical performances scheduled in the park. rt is ou. hope that the facili ty will become popular gh to be a destination for walkers, bikers and people driving to the City Center area.. Expenditures 2010 2011 2012 2013 201:1 Total ConstructioniMainter,ance 200.000 2,600.000 Total 2,800,000 2,60o,00o Funding Sources 2010 2011 2012 2013 2014 Total Capital Improvement Fund 500,00o 500,000 Communit/ Improvement 17und 2. 100,000 2,103,000 Total 2,600AC0 2,6]0,000 Tuesday. July 07, 1009 P'IL,C .i 1 Page 1 T Page 13 CHILDREN'S PLAY AREA TRAIL CONNECTION TO MILLENNI"m ANDGRDENAND PLYMOUTH CREEK PARK POND BOARDWALK TO TRAILS AND PLAYGROuND EXtsmG ASPHALT TRAIL POND PLAZA RAisFo sEAT WA CREATES FORMAI. soROER TO POND OECpRATIVE PAVING sEAmn AREA AMPHITHEATER STYLE SEATING AREA MR TIER LARGE Uws mNE ![ACR FovwTuw Facot PoIwT DEcomvvp IRON FOUNTAIN AND PRECAST BASIN Music NOTES AND KEYEOARD PLAZA DECORATIVE STEEL Aaa mAY w/ MUSICAL NOTES IC:YEOARD DE[RTNC SEATING CONN€CTIONTo LiFETIME FITNESS RESTORED'BIG W000s' Ecos mm FOOT BRIDGE MustcAL 1NsTRVM$Yf SCuLpruRES CusroM'MusicAL NOTE' UGHTtNG WITK Htioo CENTER NAME NEW SIDEWALK ENTRANCE AT THE LOCATION OF THE EXISTING PATHWAY ENTRANcu 14CITY OF PLYMOUTH, MINNESOTA ENTRY PLAZA AND GATEWAY SIGN GUEST VEHICLE DROP-OFF WI uxt+any H LDS AMPHTTHEATERAND STAGE CRNTRAL AiSLR WALKWAY FOR SAFE MOVEMENT OF SPECTATORS RESTROOM BUILDING ADDED ACCESSIBLE WALKWAY TIERED PLAZA AREA FOR VENDORS ADDED WALKWAY To CONNECT CITY HALL AND ASSOCIATED PARKING LOT AsPHALTTRIUL CONNECTION NEW SIDEWALK ENTRANCE ON -STREET PARKING Page 12 Page 14 N 9 I PLYMOUTH,CITY OF I DECORATWE CAST FOUNTAIN BENCH (Typ.) 1a It. \ ; ,tC't 1`" a 1• 41 RELOCATED HILDE KEYBOARD DECK STONEAND WOODEN BK rnrn TO rLTMOUT" WATER COLLECTiob BOULEVARD ENTRANCE Eumy-NATION MusicAL NOTES AND KEYBOARD PLAZA DECORATIVE CAST FOUNTAIN Ml'...o 3.4s a+i la S! 'rZ of Y STONE SKATING SMALL PERFORMANCE AREA PAVING SIEALL INEENAYE REAEORi CSS. DMC". } IMMODINGS FOUNTAIN AND POOL RROME IN[EREST DURING NON-RERFOREIANC"""" C—';THEEOOL.ISLOVIDEASE••„ RAU n RAGE POR ACTORS, MUSICIANS. SPEAKEm am DECORATIVH IRON FENCING DECORATIVE CAST FOUNTAIN BENCH (TY RELOCATED Hn.nE DEDICATION MONUMENT f _IN 1 --l-^. L717ATVa CTU] . CC`AR'I- A - Page 13 Page 15 L PLYMOUTH BOULEVARD SECTION C - C' hutlavfNacl o.I U DECDRATiVE BOULEVARD`__ - IRON FENCING DECORATIVE BOULEVARD - LIGHTING ENTRY WALV % NIASONRY AND SCONE q x q c \ DROP-OFF A,[IEA ^"ti ENTRY PLANTER wITHllF; MUSICAL INSTRUMENT i SCULPTURES sk-- HILDE PERFORMANCE I i AREA GATBWAY ! BENCH (TYFJ a RwaA w•.. LV ENTRY PLAZA T A GATEWAY HIiDiE IDENTIFICATION 2ELAµ1NG STAGE TRUW DETAIL PIEAMYmU THEATER CLEF NOTE SCONCE LIGHTS SUPPORT PIERS MASONAY AND STONE N Page 14 Page 16 CITY OF PLYMOUTH MINNES©TA DROP- OFF AREA HILDE PERFORMANCE EGLLARDS IScD TO PaOIEtt P£DE575wN5 PLANTER AND ENTRY WALLS AND ADD rO HInt mEHTIFHCATION MASONEYANDSTONS AREA GA-MWAY MATCHING LIMESTONE CHARA R9 OU Cr n L P-0awYAITON DECORATIVE BOULEVARD DECORATIVE BOULEVARD IRON FENCING LIGHTING VMAVES IYIV PAX L MANDMV THE PLYMOUTH NOVIPVARD CQ --ROM ANIP IDENTIFYING THE 1rrr:,,, ............___/. SIGNIFICANCE W THE HILDS J•• MUSICAL 3[ I1Lp711RE L PLYMOUTH BOULEVARD SECTION C - C' hutlavfNacl o.I U DECDRATiVE BOULEVARD`__ - IRON FENCING DECORATIVE BOULEVARD - LIGHTING ENTRY WALV % NIASONRY AND SCONE q x q c \ DROP- OFF A,[IEA ^"ti ENTRY PLANTER wITHllF; MUSICAL INSTRUMENT i SCULPTURES sk-- HILDE PERFORMANCE I i AREA GATBWAY ! BENCH ( TYFJ a RwaA w•.. 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' f4: • 4jmwL 40YJ }, ,• 1 mom ' PLAZA AREA SECTION CITY OF PLYMOUTH RESOLUTION No. 2009 - A RESOLUTION AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS AND AUTHORIZING THE CONTRACT WITH BRAUER AND ASSOCIATES FOR IMPROVEMENTS TO THE HILDE PERFORMANCE CENTER WHEREAS, the Director of Parks and Recreation has proposed beginning work on the Hilde Performance Center; and WHEREAS, the 2010-2014 Capital Improvement Budget includes funding for the Hilde Performance Center improvements; and WHEREAS, the City Council has reviewed all the material regarding this proposed park improvement; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that the Director of Parks and Recreation is authorized to begin work on the preparation of the plans and specifications for the Hilde Performance Center; and further, that the Mayor and City Manager are authorized to sign contracts with Brauer & Associates to provide consulting services for this project; and further, that funding will be provided for this project in accordance with the proposed Capital Improvements Budget allocating $2.6 million for the project. APPROVED THIS 22ND DAY OF SEPTEMBER, 2009. Page 17 Page 19 Agenda Number: 833 TO: Laurie Ahrens, City Manager FROM: Eric Blank, Director of Parks and Recreation DATE: October 21, for Council Meeting of October 28, 2008E-5 SUBJECT: Approval for Professional Services Agreement for Hilde Park Improvements ACTION REQUESTED: The City Council shall move the attached resolution approving the professional services agreement between the City and Brauer & Associates for work on the Hilde Performance Center. BACKGROUND INFORMATION: At the October 28 Council Meeting, the City Council will be considering adoption of the Five -Year Capital Improvement Program. Included in the Park Section of the C.I.P. is a $1 million improvement to the Hilde Performance Center. Earlier this year, on two occasions, the City Council has met with our park consultant to review concept plans for the Hilde. At a study session held on September 16, the final Hilde Performance Center concept plans were submitted to the City Council. The Council directed the plans be brought back to the City Council along with the Capital Improvements Budget. The Council requested that the staff submit a scenario whereby a base bid on the work could be taken with an alternate bid on the remaining work on the project. This was in anticipation that under the current market there may be very favorable bids for this work available in the spring. To this end, Brauer & Associates has put together two design packages for Council review and consideration. Each of the design Packages has a Phase 1 base bid of approximately 1.1 million in work and an ultimate bid of $2.8 million for all of the work if the Council were to go in that direction. Design Package Option 1 focuses on the Plymouth Boulevard improvements as the base bid. Design Package Option 2 focuses on the internal seating improvements to the Hilde as the base bid. After reviewing both of these alternatives, staff is recommending that the Council go with Design Package Option 2, focusing on the internal work on the park as the base bid with Plymouth Boulevard and the pond improvements being the alternative bids. In the attached graphics, the area shown in green is the base bid, and the area shown in orange is the alternate bid. BUDGET: Council requested to know what it would take to design all of this work for bidding. The City Attorney's office has put together a professional service agreement for the project. The cost of the design work which would give us to the ability to bid the entire project is on an hourly basis, fixed not to exceed $175,000. If the work moves forward, there will be an hourly cost associated with managing construction of the project, estimated to be approximately $45,500. The total design, engineering cost, and construction observation cost is approximately $220,500, or 8.5 percent of the Page 20 Page 1 estimated total construction cost of $2,595,214. 1 should note that both projects exclude the bathroom, the plaza area, and the playground. These three items would be handled at a later date. Funding for this project is from the Community Improvement Fund. As part of the requirements for using the Community Improvement Fund, the Council will need in the future to hold a public hearing on the project, and a five-year operational budget needs to be prepared for the park. A 517 vote of the Council will be necessary to use the Community Improvement Fund on this project. We are recommending using the Park Dedication Fund and Park Replacement Fund split 50150 to pay for the up front design cost. We will only use the Community Improvement Fund if the City Council awards construction contracts. RECOMMENDATION: Staff recommends the Council authorize the professional services agreement with Brauer & Associates and approve Design Package Option 2 for proposed improvements at the Hilde Performance Center. Resolutions for approving both Design Package Option 1 and Design Package Option 2 have been included for Council consideration. EB/ds Attachment Page 21 Page 2 CITY OF PLYMOUTH RESOLUTION 2008 - APPROVING PROFESSIONAL SERVICES AGREEMENT WITH BRAUER & ASSOCIATES WHEREAS, the City Council wishes to proceed with improvements to the Hilde Performance Center, and WHEREAS, staff has negotiated a professional services agreement between the City and Brauer Associates for the design of said improvements, and WHEREAS, the City Council has reviewed said agreement and the project scope for the improvements to the Hilde Performance Center, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL for the CITY OF PLYMOUTH, MINNESOTA that the professional service agreement between the City and Brauer & Associates is hereby approved, and further, that the Mayor and City Manager are authorized to sign said professional services agreement, and further, that the Design Package Option 2 shall be developed for bidding on this project, and further, that up front design costs estimated at $175,00 will be split between the Park Dedication Fund and Park Replacement Fund. Adopted by the City Council on Page 22 Page 3 CITY OF PLYMOUTH RESOLUTION 2008 - APPROVING PROFESSIONAL SERVICES AGREEMENT WITH BRAUER & ASSOCIATES WHEREAS, the City Council wishes to proceed with improvements to the Hilde Performance Center, and WHEREAS, -staff has negotiated a professional services agreement between the City and Brauer Associates for the design of said improvements, and WHEREAS, the City Council has reviewed said agreement and the project scope for the improvements to the Hilde Performance Center, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL for the CITY OF PLYMOUTH, MINNESOTA that the professional service agreement between the City and Brauer & Associates is hereby approved, and further, that the Mayor and City Manager are authorized to sign said professional services agreement, and further, that the Design Package Option 1 shall be developed for bidding on this project, and fiirther, that up front design costs estimated at $175,00 will be split between the Park Dedication Fund and Park Replacement Fund. Adopted by the City Council on Page 23Page 4 PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this day of , 2008, by and between the CITY OF PLYMOUTH, a Minnesota municipal corporation ("City") and BRAUER & ASSOCIATES, LTD., a Minnesota corporation ("Consultant"). IN CONSIDERATION OF THEIR MUTUAL COVENANTS THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant to provide professional services to complete design development, construction documents, bidding procedures, and construction observation for the Hilde Performance Center Site Improvement Project, located within the City of Plymouth. A. Design Services - Design Development and Construction Documents 1) Design Development: This work will be based upon the City approved Master Plan. All items contained in the master plan except the new restroom building and associated utilities, the paved vendor area and playground improvements shall be included. a) The Design Development for these improvement items and areas shall include the preparation of written text, plans and other drawings necessary to describe the design, materials, colors, textures in sufficient detail for the City to grasp the appearance and function of the improvements. b) A preliminary engineer's estimate of the cost of these improvements shall be prepared from these documents. 2) Construction Documents: Clearly define the extent of the work, construction standards and techniques, and general guidelines/administrative provisions necessary for bidding/quoting and construction purposes and includes: a) Preparation of final construction drawings (plans) for the facilities listed in the design development program and approved for inclusion in this phase of the work and to be completed by the contractor. b) Preparation of project specifications which define the general conditions and technical specifications for the project based upon City of Plymouth Standard Specification. c) Coordinate and interface with other consultants, if required, on all issues to insure that all facets of the work are covered, that responsibilities between consultants are clear and that the final construction documents are comprehensive. d) Defining bidding/quoting procedures and award of contract procedures. e) Meeting(s) with staff for project review and discussion of relevant issues and concerns. 3) Civil & Structural Engineering related specific tasks: a) Gather regulatory and additional facility information for the project. b) Prepare a preliminary street and pavement section plan. 141693v01 1 RNK:10/15/2008 Page 24 Page 5 c) Prepare a preliminary drainage and stormwater management plan and furnish calculations to comply with city and watershed district requirements. d) Prepare a preliminary stormwater pollution prevention plan (SWPPP) to meet the requirements of the NPDES permit that will be required for the project. e) Prepare preliminary wetland mitigation and permitting documents f) Review and analyze retaining wall plan. g) Prepare decorative iron fountain plan (as related to engineering) including water supply and disposal to the ground surface h) Prepare combined reflecting pool and small stage plan including water supply and disposal to ground surface. i) Structural engineering for the following: Entry gateway sign Footbridge west of keyboard plaza Keyboard decking at keyboard plaza Decorative steel archway with musical notes at keyboard plaza (musical score sculpture) Boardwalk or bridge across existing pond j) Submit materials for approval and address comments from the City and design team k) Complete construction plans and documents based on comments, add final details, and certify the plans 1) Prepare and submit the NPDES permit application m) Prepare and submit wetland mitigation and permitting documents. n) Review shop drawings. o) Field questions during construction by telephone p) Two meetings to discuss the project 4) Electrical Engineering related specific tasks: This work involves designing an innovative sound and light entrance into the Hilde Performance Center. Specific tasks include: a) Researching products and exploring concepts and costs with the City, including streetscape and statue/monument lighting. b) Develop potential implementation plan options which could be bid and developed as one project or multiple projects in a segmented or phased sequence of construction. This would include designing for electrical system capacities for future vendor carts, future restroom structure, mini theater in the round power for portable lights and sound systems, pathway lighting, streetscape lighting, statue/monument lighting, and detailing of the schematic concept directives based on the development of the earlier phase of engineering. c) Attend up to 5 design review meetings d) Site investigation and utility coordination. e) Book style division 16 specifications. f) Electrical construction documents, including establishment of segmented or phased construction. g) Coordination with landscape documents. B) SCOPE OF SERVICES - Bidding Services: Oversight of the bidding/quoting process and selection of contractors. This includes: 141693v01 2 RNK:10/15/2008 Page 25Page 6 1) Administration of project bidding/quoting, including pre-bid meeting, general correspondence, and preparation of all addenda as necessary. Review and audit of bids/quotes received and recommendation of contractor. C) SCOPE OF SERVICES - Observation Services: Project administration and observing construction progress. This includes: 1) Administration of contract, including preparation of the contract, work scheduling, application for payment forms, certificate of payment forms, change order forms, substantial completion forms, final payment forms, etc. 2) Administration of pre -construction meeting to review the project elements and clearly define the City's expectations as to the quality of construction, dealing with problems that may arise, timeliness, etc. 3) Site observation on a periodic basis for the established duration of the construction project as stated in the specifications to ensure that the design intent of the plans and specifications is being met. See paragraph 4. "meetings/trips" below for more information 4) Meetings/trips- a) Pre -construction meeting — Consultant, City, General Contractor and their subcontractors, utility companies as applicable. b) Periodic site observation. Up to 25 construction observation visits to the construction site during an anticipated 5 month construction period. Consultant will become generally familiar with and keep the City informed about the progress and the quality of the portion of the Work completed. Note, the Consultant shall not be required to make exhaustive or continuous on site inspections to check the quality or quantity of the Work. Consultant estimates an average of 1 trip per week during active periods of construction activity, but has included a few extra meetings for periods of construction that are much more intense and require more frequent visits. Consultant will report to the City any known deviations from the intent of the Contract Documents. Formal progress review meetings, intended to update the City on construction and progress, as well as, to review contractor payment applications, shall be coordinated by the Consultant and scheduled in concert with the construction observation visits. c) Substantial completion meeting — Consultant, City, General Contractor and their sub- contractor(s) d) Final Project Completion review meeting — Consultant, City, General Contractor and their sub -contractors) 5) On-going correspondence/field meetings with staff and contractor for purposes of reviewing construction progress and discussion of pertinent issues, concerns and upcoming construction. 141693vo1 3 RNK:1 011 5/20 0 8 Page 26 Page 7 2. COMPENSATION. Consultant shall be paid by the City: Design Service — Design Development and Construction Documents and Bidding Service — oversight of the bidding/quoting process and selection of contractors, Scope of Services 1.A through LB, on an hourly basis not to exceed $175,000, plus direct expenses billed at cost plus 10%. Observation Services — project administration and observing construction progress as authorized by the City, Scope of Services 1.C, shall be billed on an hourly basis, plus direct expenses billed at cost plus 10%. Hourly rates shall be as per Exhibit A attached. Consultant shall submit monthly invoices and the City shall pay the invoices within 30 days of receipt. The not to exceed fees shall not be adjusted if the estimated hours to perform a task, the number of estimated required meetings or any other estimate or assumption is exceeded. 3. DOCUMENTS. The City shall be the owner of all documents, reports, studies, analysis and the like prepared by the Consultant in conjunction with this contract. 4. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 5. STANDARD OF CARE. Consultant shall exercise the same degrees of care, skill, and diligence in the performance of the Services as is ordinarily possessed and exercised by a professional Consultant under similar circumstances. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant's services. 6. INDEMNIFICATION. The Consultant shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of the execution or performance of the work or services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 7. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under the Worker's Compensation Acts, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $1,000,000 each occurrence/aggregate Automobile Liability $1,000,000 combined single limit Excess/Umbrella Liability $2,000,000 each occurrence/aggregate The City shall be named as an additional insured on the general liability and umbrella policies. The Consultant shall secure and maintain a professional liability insurance policy. Said policy shall insure payment of damages for legal liability arising out of the performance of professional services for the City, in the insured's capacity as Consultant, if such legal liability is caused by a negligent act, error or omission of the insured or any person or organization for which the insured is legally liable. Said policy 141693-01 4 RNK:10/15/2008 Page 27 Page 8 shall provide minimum limits of $1,000,000 with a deductible maximum of $125,000 unless the City agrees to a high deductible. Before commencing work the Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. The certificate shall provide that such insurance cannot be cancelled until thirty (30) days after the City has received written notice of the insurer's intention of cancel this insurance. S. INDEPENDENT CONTRACTOR. The City hereby retains the Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. The Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant's performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant's own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 9. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statute § 471.425. Consultant must pay Subcontractor for all undisputed services provided by Subcontractor within ten days of Consultant's receipt of payment from City. Consultant must pay interest of 1.5 percent per month or any part of a month to Subcontractor on any undisputed amount not paid on time to Subcontractor. The minimum monthly interest penalty payment for an unpaid balance of 100 or more is $10. 10. ASSIGNMENT. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. 11. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 12. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 13. CONTROLLING LAW. This Agreement shall be governed by and constmed in accordance with the laws of the State of Minnesota. 14. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or patent by reason of the use or adoption of any designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting there from. 141693v01 5 RNK.10/ 15/2008 Page 28Page 9 15. RECORDS. The Consultant shall maintain complete and accurate records of time and expense involved in the performance of services. 16. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement. Consultant is subj ect to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 17. TERMINATION OF THE AGREEMENT. The City may terminate this Agreement or any part thereof), at any time, upon written notice to the Contractor, effective upon delivery including delivery by facsimile or electronic mail). In such event, Contractor will be entitled to compensation for work performed up to the date of termination based upon the payment terms of this Agreement. CITY OF PLYMOUTH BRAUER & ASSOCIATES, LTD. IM Kelli Slavik, Mayor IM Its Dated: , 2008. Dated: , 2008. F." Sandy Engdahl, City Clerk Dated: , 2008. 14169301 RNK:1011512008 6 Page 29 Page 10 1. kl,`CBRAUER Assocmm, LTD. Contract Exhibit A Hourly Rate Schedule — Hilde Performance Center — Plymouth, MN Brauer and Associates, Ltd's Hourly Rate Schedule" Principal 110.001 Hour L.A. Professional III 82.50 / Hour L.A. Professional 11 71.50 / Hour L.A. Professional I 55.00 / Hour Barr Engineering (Electrical Division) Hourly Rate Schedule* Electrical Engineer 1 145.001 Hour Electrical Engineer II 140.00 l Hour Electrical Engineer In Training 75.00 /Hour Electrical Designer I 110.00 / Hour Electrical Designer II 90.00 / Hour Electrical Engineer M 80.00 / Hour Drawing Production 70.00 /Hour Support I 75.00 / Hour Support II 60.00 /Hour WSB & Associates, Inc. Hourly Rate Schedule* Principal.............................................................................................................................. 134.00 Associate............................................................................................................... 126.00 Sr. Project Manager/Sr. Project Engineer............................................................................ 121.00 Project Manager II/Project Engineer Ill.............................................................................. 112.00 Project Manager/Project Engineer II/Enginecring Specialist III ......................................... 105.00 Project Engineer/Registered Land Surveyor/Engineering Specialist ll ............................... 96.00 Graduate Engineer II/Engineering Specialist USr. Construction Observer 86.00 Graduate EngineedEngincering Technician WConstruction Observer ............................... 76.00 Engineering Technician IV/Scientist III.............................................................................. 68.00 Engineering Technician III/ScientistH...............................................................................$62.00 Engineering Technician lI/Scientist I.................................................................................. 56.00 Engineering Technician I....................................................................................................549.00 OfficeTechnician 11....................................................................................-...................... 62.00 OfficeTechnician I.............................................................................................................$33.00 Survey (Two -Person Crew/GPS Crew)............................................................................. 140.00 Survey (Three -Person Crew/Expanded GPS Crew)............................................................5167.00 Expenses related to additional services will be billed in addition to the fee a Cost +10%. Page 30 Page 11 iOBRALjER & Assomns, LTD. zAt. s? `"s.:P4i:.3t_4= at'w`..j P?'=+e-u M sji=?q Wednesday, October 22, 2008 Tentative Schedule for Hilde Performance Center Site Improvements Design Start November 12, 2008 25% Design Review December 17, 2008 50% Design Review January 28, 2009 75% Design Review March 11, 2009 Final Design Review April 22, 2009 Council Approval to Bid April 28, 2009 Plans Available / Advertisement May 6, 2009 Bid Opening May 28, 2009 Council Award of Bid June 2, 2009 Construction Start July 10, 2009 Page 31 Page 12 I Hilde Center Master Plan Cost Estimate Final Concept - BASE BID OPTION #2 Updated Sept. 29, 2008 Costs are based upon current commercial costs for construction. Item Description Unit Quantity Unit Price Total Base Bid Alternate Option 92 1 Bid A Public Street & Sidewalk Improvements A.1. Specialty Lighting & Electrical Note Standards ea 7 6,000 42,000 42,000 S eci Ity Lighting & Electrical ea 1 35,000 35,000 35,000 A.2. Street Pavement Curbing if 300 I5 4,500 4,500 Asphalt Patcliin sy 200 20 4,000 4,000 PaintStriping Is 1 1,000 1,000 1,000 Curb Removal Asphalt Removal if sy 300 200 5 10 1,500 2,000 1,500 2,000 Traffic Control Is 1 5,000 5,000 5,000 A.3. Sidewalk Improvements Remove Concrete sidewalk sf 3,250 2 6,500 6,500 Remove Vegetation Is 1 2,000 2,000 2,000 Grading - ( Import and Fine Gradin) is 1 10,000 10,000 10,000 Concrete Sidewalk (Smooth and Broom) sf 7,950 5 39,750 39,750 Bollards ca 31 3,000 93,000 93,000 Benches ea 5 2,500 12,500 12,500 A.4. Misc. Single sided electronic reader board budget 1 30,000 30,000 30,000 A.5. Utility Adjustments is 1 20,000 20,000 20,000 A.6. Landscape Improvements Sod sy 700 4 2,800 2,800 Plantings is 1 8,000 8,000 8,000 Irrigation - (boulevard - 700 s is 1 10,000 10,000 10,000 Subtotal A - Public Street & Sidewalk Im 329,550 SO 329,550 Page 3 3Page 14 Item Description Unit Quantity Unit Price Total Base Bid Altemate Option #2 Bid B. Iffilde Center Entrance Im rovemerrts B.I. Concrete Sidewalk Pavement Smooth Band/Broom sf 3,100 5 15,500 11,000 4,500 B.2. Retaining Walls (Masonry & Stone) - 3 ft. if 520 300 156,000 75,000 81,000 B.3 Decorative Iron Fencing if 600 120 72,000 Decorative Fencin Stone Columns ea 28 5,000 140,000 V$ 72, 000B.4 B.5. Sculpture ea 6 20,000 120,000 B.6. Grading - ( Import and Fine Gradin Is I 20,000 20,000 20,000 B.7. Flag Poles & Lighting ea 3 7,500 22,500 22,500 B.8. Remove Vegetation 1s 1 2,000 2,000 2,000 B.9. Landscape Improvements Sod Sy 2,500 4 10,OOo 5,000 5,000 Plantings Is 1 20,000 20,000_ 10,000 10,000 Irrigation - (112 acre planting beds & lawn) is 1 10,000 10,000 5,000 5,000 B.10. Hilde Center Gateway Is 1 70,000 70,000 70,000 13.11. Specialty Bridge -15x]2 (wood w/ stone) is i 30,000 30,000 30,000 3.12. Note Sculpture ca 2 10,000 20,000 20,000 8.13. SpecialtyLigbting @ Note Sculpture Is 1 10,000 10,000 10,000 B.14 Walk Li hting ea 3 6,000 18,000 18,000 B.15. Key Board Decking w/ railin & masonry col, is 1 60,000 60,000 60,000 B.16. Dry Stream Bed / Storm Water Improve. Is 1 18,000 18,000 18,000 Subtotal B - Hilde Center Entrance Improvements 8I4 000 264,000 550,000 Page 34Page 15 Item Description Unit Quantity Unit Price Total Base Bid Alternate Option #2 1 Bid C. ISpectatorImprovements C.I. Decorative Fountain & Masonry Base Pool Is 1 100,000 100,000 100,000 C.2. Concrete Sidewalk Pavement Smooth Band /Broom - I O' width sf 14,350 5. 71,750 71,750 Smooth Band / Broom - 8' width sf 2,720 5 13,600 13,600 Concrete pavement below main stage sf 1,400 5 7,000 7,000 C.3. Benches ea 8 2,500 20,000 20,000 CA, Performance Area Stairs - Masonry ifrise 135 125 16,875 16,875 C.5. Performance Area Ped, Concrete Pavement sf 3,650 5 18,250 18,250 C.6. Performance Area Pool and Fountain is 1 60,000 60,000 60,000 C.7. Performance Area Stone Seating if 660 150 99,000 99,000 C.8. Perfomtance Area Walls-10asonry & Stone 3' ff 120 300 36,000 36,000 C.9. Relocation of Dedication Monument is 1 1 5,000 5,000 5,000 C.10. General Site Gradin Is 1 40,000 40,000 40,000 C.11. asphalt Trails sy 630 1 $22 13,860 13,860 C.12. PathwayLightin ca 17 6,000 102,000 102,000 C.13. Specialty Lighting ( Fountains) Is 1 10,000 10,000 10,000 C.14. Unlit Improvements is 1 20,000 20,000 20,000 C. 15. Trail Aspalt Removal sy 1,100 4 4,400 4,400 C.16. Landscape Improvements Seeding ac 2 4,000 8,000.00 8,000.00 Sod sy 2,500 4 0,000 10,000 Plantings is 1 22,500 22,500 22,500 Irrigation - (planting beds) Is 1 2,500 2,500 2,500 Subtotal C -Spectator Im rovements 680,735 680,735 $0 Page 3 5 Page 16 Item Description Unit Quantity Unit Price Total Base id Alternate O tionB# 2 Bid D. ISpectator I Pond Improvements Invasive Spccics Removal Is 1 10,000 10,000 D.1. Retaining Walls(Masonry & Stone) - 2 ft. ff 900 300 270,000 270,000 10,000 10,000 Woodchip Trails and Interpretive. Signs is 1 D.2. Stimchiral Retaini Walls -Cont @ Pond Edge if 185 200 37,000 37,000 25,000 525,000 0 Grand. Total D.3. Stairs If riser 72 125 9,000 9,000 DA. Concrete Sidewalk Pavement Smooth Band/Broom sf 3,500 5 17,500 17,500 D.S. Grading - ( Import and Fine Grading) Is 1 20,000 20,000 20,000 D.6. Dewatering Is 1 5,000 5,000 5,000 D.7. Landscape Improvements Sod sy 1,000 4 4,000 4,000 D. 8. Boardwalk across pond If 115 500 57,500 57,500 D.9. Wetland Mitigation is 1 30,000 30,000 30,000 D.10. Seating, umbrellas, & mist. amenities is 1 55,000 55,000 55,000 D.11. Plantings Is 1 5,000 5,000 85,000 Subtotal D. -Spectator/ Pond Im rovements 510,000 t SO 5510,000 E. Big Woods Restoration Invasive Spccics Removal Is 1 10,000 10,000 10,000 1,389,550 Select Native Understory Planting Is l 10,000 10,000 10,000 Woodchip Trails and Interpretive. Signs is 1 5,000 5,000 5,000 138,955 Subtotal E. - Big Woods Restoration 25,000 525,000 0 Page 30age 17 Project Subtotal 2,359,285 969,735 1,389,550 10% Contingency 235,929 96,974 138,955 Design 220,500 90,632 129,868 Grand. Total 2,815,714 1 1,157,340 1 $.1,655,373 Page 30age 17 Co OF;* ft Design Package Option #1 Key Base Bid Altemate Bid Hilde Center Master Plan Cost Estimate Final Concept- BASE BID OPTION #1 Updated Sept. 29, 2008 Costs are based upon current commercial costs for construction. Item Description Unit Quantity Unit Price Total Base Bid Alternate O tion #1 Bid A JPublic Street & Sidewalk Improvements A.1. Specialty Lighting & Electrical Vote Standards ea 7 6,000 42,000 42,000 Specialty Lighting & Electrical ea 1 35,000 35,000 35,000 A.2. Street Pavement Curbing If 300 15 4,500 4,500 Asphalt Patching sy 200 20 4,000 4,000 Paint Striping is 1 1,000 1,000 1,000 Curb Removal If 300 5 1,500 2,000 1,500 2,000AsphaltRemovalsy200 $10 Traffic Control Is 1 5,000 5,000 5,000 A.3. Sidewalk Improvements Remove Concrete sidewalk sf 3,250 2 6,500_ 6,500 Remove Vegetation Is 1 2,000 2,000 2,000 Grading - ( Import and Fine Grading) Is 1 10,000 10,000 10,000 v Concrete Sidewalk (Smooth and Broom) sf 7,950 5 39,750 39,750 Bollards ea 31 3,000 93,000 93,000 Benches ea 5 2,500 12,500 12,500 AA. Misc. Single sided electronic reader board budget 1 30,000 30,000 30,000 A.S. Utilit Ad'ustments Is 1 20,000 20,000 20,000 A.B. Landscape Improvements Sod SY 700 2,800 2,800 Plantings Is 1 4 8,000 8,000 8,000 Irrigation - boulevard - 700 so Is 1 10,000 10,000 10,000 Subtotal A - Public Street & Sidewalk Imp. 329,550 329,550 $0 Page 38 Page 19 Item Description Unit LQuanfity Unit Price Total Base Bid Alternate Option #1 Bid B. Iffilde Center Entrance Improvements B.1. Concrete Sidewalk Pavement Smooth Band / Broom sf 3,100 5 15,500 11,000 4,500 B.2. Retaining Walls (Masonry & Stone) - 3 ft. If 520 300 156,000 75,000 81,000 B.3 Decorative Iron Fencing if 600 120 72,000 72,000 B.4 Decorative Fencing Stone Columns ea 28 5,000 140,000 140,000 8.5. Sculpture ea 6 20,000 120,000 60,000 60,000 B.6. Grading - ( Import and Fine Grading) Is 1 20,000 20,000 20,000 B.7. Flag Poles & Lighting ea 3 7,500 22,500 22,500 B.B. Remove Ve etation Is 1 2,000 2,000 2,000 B.9. Landscape Improvements Sod sy 2,500 4 10,000 5,000 5,000 Plantings Is 1 20,000 20,000 10,000 10,000 Irrigation - (112 acre planting beds & lawn) Is 1 10,000 10,000 5,000 5,000 8.10. Hilde Center Gateway Is 1 70,000 70,000 70,000 B.11. Specialty Bridge - 15x12 wood w/ stone Is 1 30,000 30,000 30,000 B.12. Note Sculpture ea 2 10,000 20,000 20,000 B.13. Specialty Lighting Note Sculpture Is 1 10,000 10,000 10,000 B. f4- Walk Lighting ea 3 6,000 18,000 18,000 B.15. Key Board Decking w! railing & masonry col. Is 1 60,000 60,000 60,000 8.16. Dry Stream Bed /Storm Water Improve. Is 1 18,000 18,000 18,000 Subtotal B - Hilda Center Entrance Improvements 814,000 414,000 400.000 Page 39 Page 20 Item Description Unit Quantity Unit Price Total I -[-- Base Bid Alternate O tion #1 Sid G, ISpectator Improvements C.1. Decorative Fountain & Masonry Base Pool Is 1 100,000 100,000 100,000 C.2. Concrete Sidewalk Pavement Smooth Band ! Broom -10' width sf 14,350 5 71,750 43,250 28,500 Smooth Band / Broom - 8' width sf 2,720 5 13,600 13,600 Concrete pavement below main stage sf 1,400 5 7,000 7,000 C.3. Benches ea 8 2,500 20,000 20,000 C.4. Performance Area Stairs - Masonry If rise 135 125 16,875 16,875 C.5. Performance Area Ped. Concrete Pavement sf 3,650 5 18,250 18,250 C.6. Performance Area Pool and Fountain Is 1 6'000 60,000 60,000 C.7. Performance Area Stone Seating If 660 150 99,000 99,000 C.8. Performance Area Walls - Masonry & Stone 3' ff 120 300 36,000 36,000 C.S. Relocation of Dedication Monument Is 1 5,000 1 5,000 5,000 C.10. General Site Grading Is 1 40,000 40,000 20,000 20,000 C.11. Asphalt Trails sy 630 22 13,860 13,860 C.12. Pathway Lightin ea 17 6,000 102,000 50,000 52,000 C.13. Specialty Lighting( Fountains) is 1 10,000 10,000 10,000 C.14. Utility Improvements Is 1 20,000 20,000 20,000 C.15. Trail Aspalt Removal sy 1,100 4 4,400 4,400 C.16. Landscape Improvements Seeding ac 2 4,000 8,000.00 3,000.00 5,000,00 Sod s 2,500 4 10,0_00_ 3,000 7,000.00 Plantings Is 1 22,500 22,500 5,000 17,500.00 Irrigation - (planting beds) Is 1 2,500 2,500 1,000 1,500.00 Subtotal C -Spectator Im rovements 680,735 154,650 526,085 Page 40 Page 21 Item Description Unit Quantity Unit Price Total Base Bid Alternate O tion #1 Bid D. ISpectatorl Pond Improvements Project Subtotal 2,359,285 923,200 $1,436,085 Invasive Species Removal Is 1 10,000 10,000 10,000 220,500 D.1. Retaining Walls Mason & Stone - 2 ft. ff 900 300 270,000 270,000 Woodchip Trails and Interpretive. Signs Is 1 5,000 5,000 5,000 D.2. Structural Retainig Walls - Conc @ Pond Edge if 185 200 37,000 37,000 D.3. Stairs If riser 72 125 9,000 9,000 DA. Concrete Sidewalk Pavement Smooth Band 1 Broom sf 3,500 5 17,500 17,500 D.5. Grading - ( Import and Fine Grading) Is 1 20,000 20,000 20,000 D.6. Dewatering Is 1 5,000 5,000 5,000 D.7. Landscape Improvements Sod sy 1,000 4 4,000 4,000 D.8. Boardwalk across pond If 115 500 57,500 57,500 D.9. Wetland Mitigation is 1 30,000 30,000 30,000 D.10. Seating, umbrellas, & mist. amenities Is 1 55,000 55,000 55,000 D.11. Plantings Is 1 5,000 5,000 5,000 Subtotal D. - 5 ectator 1 Pond Improvements 510,000 0 1 $510,000 E. jBig Woods Restoration Project Subtotal 2,359,285 923,200 $1,436,085 Invasive Species Removal Is 1 10,000 10,000 10,000 220,500 86,283 $134,217 Select Native Understory Planting Is 1 10,000 10,000 10,000 Woodchip Trails and Interpretive. Signs Is 1 5,000 5,000 5,000 Subtotal E. - Big Woods Restoration 25,000 25,000 0 Page 41 Page 22 Project Subtotal 2,359,285 923,200 $1,436,085 10% Contingency 235,929 92,320 $143,609 Design 220,500 86,283 $134,217 Grand Total 1 $2,815,714 1,101,803 1 $1.,71.3,911 Page 41 Page 22 to expand the charitable gambling area. The Council discussed the pros and cons of charitable gambling in the City and if the Council were to amend the City Code to change the distance from residences, what would that distance be. In addition, would the distance be measured from a development's property line or from the business area inside the development. With Hewitt and Slavik voting yes, and Stein, Black, Willis, Bildsoe, and Murdock voting no, the motion failed. Motion was made by Councilmember Stein, and seconded by Councilmember Black, to direct staff to prepare a map and draft an Ordinance amending the City Code to change the 650 foot requirement so that it's measured from the property line from the free standing building. This item would be added to the pendin Study Session list to be scheduled for a Study Session in the future. With Stein, Black, Willis, and Murdock voting yes, and Bildsoe, Hewitt, and Slavik voting no, the motion carried. 8.25) 2009-2013 Capital Improvement Program Councilmember Bildsoe suggested reevaluating a few projects that were included in the Capital Improvement Program (CIP) due to the uncertainty of the economy and the City's ability to tax. These projects include the West Medicine Lake Park building and improvements to the Hilde Performance Center. However, there could also be other projects that should be reevaluated. Motion was made by Councilmember Hewitt, and seconded by Councilmember Stein, to take no action on the 2009-2013 Capital Improvement Program and to schedule a Study Session on December 9 at 5;30 p.m. to discuss the CIP. With all members voting in favor, the motion carried. 8.3) Consideration of Design Consultant for Improvements at Hilde Performance Center s The Council tabled this item indefinitely. 8.4) Payment No. 5 and Final for 2008 Street Sweeping Project (8116) Councilmember Willis led the Council in a discussion on the appropriate funding sources for this project. Motion was made by Councilmember Willis, and seconded by Councilmember Bildsoe, to adopt a Resolution Approving Request for Payment No. 5 and Final for 2008 Street Sweeing Project 8116 — Res2008-335) with $118,190,80 to come fi_om the water resources fund and the remainder to come from the general fund. With all members voting in favor but Hewitt and Slavik, the motion carried. Adopted Council Minutes 7 of 8 Regular Meeting of October 28, 2008 Page 42 Adopted Minutes Special Council Meeting December 9, 2008 Mayor Slavik called a Special Meeting of the Plymouth City Council to order at 5:30 p.m, in the Medicine Lake Conference Room of City Hall, 3400 Plymouth Boulevard, on December 9, 2008. COUNCIL PRESENT: Mayor Slavik, Councilmembers Murdock, Willis, Black, and Bildsoe arrived at 6:00 p.m.). ABSENT; Councilmembers Hewitt and Stein. STAFF PRESENT: City Manager Ahrens, Public Works Director Cote, Administrative Services Director Portner, Finance Manager Bursheim, Community Development Director Juetten, Police Chief Goldstein, Park and Recreation Director Blank, Fire Chief Kline, and City Clerk Engdahl. 2009-2013 Capital Improvements Program Public Warks Director Cote stated upon further review of the 2009-2013 Capital Improvements Program as requested by the Council, staff has identified a number of projects included in Addendum No. 1" that could be altered as follows: 1. Recarpet and repaint City Hall (split between 2009 and 2010). 2. Hilde Performance Center improvements (move to 2010). 3. West Medicine Lake Park building (move to 2011 and 2012). 4. Railroad crossing at Zachary Lane (move to 2013). 5. Reconstruction of 36"' Avenue (split between 2009 and 2010). 6. Scale back the mill and overlay projects in 2009 ( 3611' Avenue from Zachary Lane to Highway 169 and Lancaster Lane from 36t1' Avenue to County Road 9 would be delayed to 2010 and 2011). 7. Railroad crossing at Vicksburg Lane (move to 2013). 8. Pick up truck grass rig for the Fire Department (move to 2010). 9. Three-quarter ton truck for Water Department (move to 2010). 10. Drainage project at the Hedberg Aggregate site east of Nathan Lane adjacent to the Union Pacific Railroad line (move to 2010). 11. Change the funding sources for various stream bank repairs for Plymouth Creek. There was a considerable amount of discussion on the street reconstruction projects proposed for 2009, and the majority of the Council supported those projects. However, some of the Councilmembers felt strongly that 361h Avenue and Lancaster Lane projects should go through the bidding process to see what the impact would be to the taxpayers, especially with the current low prices for fuel and oil. City Manager Ahrens also raised the possibility of doing those projects in 2010 but not levying the cost until 2011. This would give residents a couple of years to pay. However, staff would need to determine what the financial impact would be to the City. Adopted Council Minutes 1 of 2 Special Meeting of December 9, 2008 Page 43 Fred Moore, 1820 Ives Lane, addressed the Council regarding the West Medicine Lake Park building. He stated the Council should discuss this further as this structure would take up almost all of the open space between the beach and the park. He also questioned the funding of this project where $1 million has been identified to come from the community improvement fund, which is an increase of $250,000. He also suggested partnering with the Three Rivers Park District with their building. Mayor Slavik stated this would be reviewed over the next several years and perhaps the funding sources could be redefined. Adjournment Mayor Slavik adjourned the meeting at approximately 6:53 p.m. Sandra R. Engdahl, City Clerk Adopted Council Minutes 2 of 2 Special Meeting of december 9, 2008 Page 44 CITY OF PLYMOUTH RESOLUTION No. 2009 - AUTHORIZING WORK TO BEGIN ON THE HILDE PERFORMANCE CENTER WHEREAS, the Director of Parks and Recreation has proposed beginning work on the Hilde Performance Center; and WHEREAS, the 2010-2014 Capital Improvement Budget includes funding for the Hilde Performance Center improvements; and WHEREAS, the City Council has reviewed all the material regarding this proposed park improvement; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that the Director of Parks and Recreation is authorized to begin work on the preparation of the plans and specifications for the Hilde Performance Center; and further, that the Mayor and City Manager are authorized to sign contracts with Brauer & Associates to provide consulting services for this project; and further, that funding will be provided for this project in accordance with the proposed Capital Improvements Budget allocating $2.6 million for the project. APPROVED THIS 13TH DAY OF OCTOBER, 2009. Page 45