VII.11. Approve Architectural and Engineering Services Proposal – Cottageville Park Pavilion; Stadler (2015-117). �
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O�tober � 9 20� 5 � a p K�� s (�o�r�c�E �ep�rt 20� 5-117
Approve �rchi��ctural a�ad �r�gi�e����g �erv�ce� P�opos�l — Cottag�ville Pa�k Pavioio�
����1;i`!. ".�- .� _ i!':�;
Staff recomrriends adopfiion of the following motion: Move thafi Council approves the proposal
from Fiart-Howerton for professional services to complete final design of the Cottageville Park
Pavilion and aufihorize the City Manager to execute a professional services agreement in the
amount of $65,000.
�
Since April 2015 fihere have been several stakeholder meetings and public outreach events
regarding fhe proposed Cottageville Park pavilion. The public outreach included meetings in
the area apartmenfi complexes and at Eisenhower School and focused on the potential
uses/functionality of this new park facilify. Stakeholder meetings were attended by
representatives from the Hopkins School District, BRCC, Jt. Recreation Dept. and City of
Hopkins. The stakeholder meetings dealt with budget, schedule, public outreach planning as
well as the potential uses and users of the facility. There have also been several meetings and
presentations with Hopkins civic organizations. The goal of these meetings was information
sharing on the proposed facility and how best to provide support/sponsorship in helping to fund
the project. The attached final design proposal is based on setting a reasonable budget while
providing a facility that accommodates many of the desired uses. The budget for this project
was set considering the scope and costs of the other much-needed park improvements that are
slated to be done within the current 5-year capital improvement plan. The estimated
construction cost is $350,000; the estimated total project cost is $420,000.
Primary Issues to Considee
� Proposed building description, project schedule
� Proposal for Architectural � Engineering services
� Park Capital Improvement Fund (301)
�
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e�
Steven J. Stadler, Public Works Director
Financial Impact: $ 420,000 Budgeted: Yes Source: Park Dedication Fund, other
sources TBD
Related Documents (CIP, ERP, etc.):
Council Report 2015-117
Page 2
Analysis of Issues
Building description & project schedule
The building will be a distinctive, innovative design and include restrooms, storage/utility
room, multi-purpose open-air pavilion space including picnic/catering serving counter.
The open-air pavilion space will be about 1,000 sf; this is about 25% larger than the
proposed park shelter at Oakes Park. There is a more detailed project description
attached to the report.
The project schedule:
Design: October — January
Advertise/Bid: February
Award contract: March
Construction: April — July 2016
HART I HOW� RTON
Robert L. Hart, AIA, AICP
David P. Howerton, ASLA, AICP
Craig Roberts
A. James Tinson, AIA
13911 hidgedale Drive Suite 220
1��Iinnetonlca, D�N 55305
'1'cl: 952 476 1574 Faa: 952 476 1573
www.hartlio�vcrton.com
October I, 2015
Mr. Steve Stadler
Public Works Director
City of Hopkins
Minnesota
RE: Proposal for Architectural & Engineering Services between Owner & Architect
Project: Cottageville Parlc Pavilion and Landscape
Hopkins, Minnesota
Dear Steve:
We are pleased to tender this proposal for architectural and engineering services for the above
referenced project. Please review the project description and proposed scope of work. Once we have a
clear understanding of scope, we will enter into a formal contract. The Agreement is proposed to be
initiated on an AIA Standard Form of Agreement between Owner and Architect. For brevity, hereinafter,
City of Hopkins is referred to as the Owner, Hart Howerton is referred to as Architect.
I. This proposal and agreement will be between City of Hopkins (owner) and Hart Howerton
(architect).
2. This proposal is based upon our understanding of the project to date. The architect reserves
the right to revise the fee if the scope of worl< changes from the worl< noted herein.
3. Project Description
The project consists of an open air park pavilion located in Cottageville Parl< in Hopkins, part of
the Minnehaha Creek Corridor Community Trails Initiative. Based on previous meetings with
you, we anticipate a one-story, wood frame structure of approximately 1340 SF. The building
program would consist of an open air multi-purpose area of approximately 1000 SF, an enclosed
area consisting of restrooms, utility and storage of approximately 340 SF, an outdoor screened
area for trash, and landscape plantings to blend the project into the existing park environment.
See Program proposal attached for more specific information. Probable Construction cost is
estimated at $350,000.
4. Owner Provided Information, Responsibilities, and Optional / Additional Services
provided by the Architect.
a. Site Survey (oj�tional, depending on level of final As-Built from first phase construction.)
i. A survey describing the proposed building location contours and utility
locations based on recent first phase construction. It is assumed that this will
not be needed once the Architect reviews the As-built drawing set. Should the
survey be needed, it shal� be provided to the architect prior to the architect
beginning worl<.
ii. An estimated fee for survey services is $ 500.
b. Soil Investigation (optionol, may 6e required by structural engineer, need to review existing
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HART HOWERTON� LTD. i n��l� �,
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Cottageville Park Pavilion and Landscape
City of Hopkins
1 October 2015
Page 2 of 5
geotechnical report; it should address soils for the proposed park pavilion building.)
i. Geotechnical investigation and report including soil borings.
ii. This is dependent on the level of recording that occurred in first phase when
the engineered soils were placed in the location of the pavilion.
iii. An estimated fee for geotechnical services is $2000.
c. Independent Testing (optional, highly recommended by structural engineer)
i. Independent testing services for concrete and special inspections (wood
framing). City may have these services in-house or another arrangement for
providing these services.
ii. An estimated fee for independent testing is $2000.
d. Cost Estimating Services (optional, highly recommended by Architect during the
Schematic Design and Design Development Phases)
i. An estimated Schematic Design cost estimating service fee is in the range of
$750 to $ I ,250.
ii. Note that architect can provide an estimated probable cost, but an
independent cost assessment would be more accurate and current with market
conditions.
e. Marketing Rendering (optional as part of the public review or fund raising processes)
i. An estimated fee for professional rendering services for Owner for public
approval and community fund raising purposes is $3500. This would include (2)
perspective color renderings of building and surrounding landscape. If only one
perspective is necessary, then this fee would be approximately $2,000.
5. Basic Architectural and Engineering Services Scope of Work & Proposed Schedule
i. Pre-design Phase Services
o (I) Initial Owner / Architect kick-off meeting
o Review and verify proposed program, concept drawings, and
preliminary opinion of construction costs.
o ( I) Owner/Architect review meeting to finalize conceptlprogram.
ii. Schematic Design Phase Services
o Architectural drawings including site plan, floor plan, elevations,
building section
o Perspective drawing(s) for design intent and review purposes
o Professional rendering for public presentations (optional odditional
service)
o Cost estimate update (optional additionol service)
o (I) Owner / Architect review meeting
iii. Public Review Process
o Architect to participate in meetings and prepare presentation
materials as required / requested by the Owner for review with the
Park Board, zoning and planning departments.
Cottageville P1r1� Pavilion aud L,andScape
Cit� of [ Topleins
1 October 2015
Page 2 of 5
o An estimated fee for three Public Review meetings and presentations.
This inciudes one public meeting, a Steering Committee meeting and a
City Council presentation
iv. �esign D�ereBoprraent and �orostruetfion Doeurr�ents Phase Serlriees
o Architectural, Landscape, Specifications, Structural, Mechanical,
Plumbing, Electrical Power and Lighting construction documents
suitable for Bid and Permit
o rlaterial and color board
o Lighting specifications
o Cost estimate update (oj�tional odditional service)
o Meetings and submittals as required for jurisdictional approval and
building permits
o ( I) Owner/Architect progress meeting at 50% complete documents
o ( I) Owner/Architect progress meeting at 40% complete documents
v. �id aa�d l�9e�otaatooa� Phase Servoces
The Architect shall assist the Owner in obtaining proposals by:
o Procuring and reproduction of documents for distribution to
prospective contractors.
o Organizing and participating in pre-bid conference with selected
contractors.
o Review bids and participate in negotiations with prospective
contractors.
o (I) Owner/Architect meeting for review of bids, selection and award
of contractor
vo. Constraaction Phase Services
o Architect to attend bi-monthly contractor lead meetings.
o Prepare field reports and punch list walk through at substantial
completion
o Review contractor RFI's and Submittals.
o Prepare and issue supplemental information and change orders
o Review and certify contractor requests for payment
o Final inspection and assist owner in close out procedures
6. Schedule
Pre-design Phase Services October
Schematic Design Phase Services November
Design Development Phase Services December
Construction Documents Phase Services January & February
Bid and Negotiation Phase Services End of February thru March
Cottageville Park Pavilion and Landscape
City of Hopkins
1 October 2015
Page 2 of 5
Construction Phase Services April through July (Assumes 4 months)
7. Architect Proposed Consultants
The architect will provide landscape and architectural services in-house and hire the
following engineering consultants for the following disciplines: structural, mechanical, plumbing,
electrical power and lighting. Should these consultants change, we will inform the Owner of such
a change.
i. Structural Engineering: Herzog Engineering
ii. Mechanical, Electrical and Plumbing Engineering: EDI Limited. Engineering
Design Initiative.
8. Compensation
a. Additional services will be billed on an hourly basis. Hourly rates will be:
b. Principal $200
Project Manager $175
Project Architect $145
Draftsperson/Admin $85
c. All materials, messenger service, printing and other reproduction and related project
costs are additional and will be billed on a monthly basis. These are reimbursable
expenses.
i. The Owner shall budget $3000 for Reimbursable expenses
d. Estimate of architectural, landscape architectural, and engineering services including
public review process task/fee breakdown of work by phase noted herein.
Pre-Design Phase 5% $ 3,000
Schematic Design Phase I 8% $ I 2,000
Public Review Process 5% $ 3,500
Construction Documents Phase 43% $ 28,000
Bid, Negotiation & Award 8% $ 5,000
Construction Phase 21 %$ I 3,500
$ 65,000
9. Risk Allocation
a. To the maximum extent permitted by law, the Client agrees to limit the Architects
liability for the Client's damages a maximum of 25% of the design fee. This limitation
shall apply regardless of the cause of action or legal theory pled or asserted.
10. Payments to the Architect
a. The architect will bill on a monthly basis. Payments are due upon receipt of the
architect's invoice. Amounts unpaid thirty (30) days after the invoice date shall bear
interest at the rate of one and one-half percent ( I.5%) per month on the outstanding
principal balance.
b. Additional worl< required beyond the scope of this Agreement will be done under
separate Agreements. Changes to previously accepted work will be billed on the hourly
rates noted in this Agreement.
c. This Agreement may be terminated by either party, at any time, upon seven (7) days
written notice, provided that all fees and expenses incurred to date are paid in full.
Should you find this proposal acceptable, Hart Howerton will prepare a B 10 I— 2007 Standard Form
of Agreement between Owner and Architect.
Cottngeville Parli Pavilion and ],andscape
Citp of I�cpl�ins
1 Oc�ober 2015
Page 2 of 5
Respectfully yours,
�� ✓f , rf
���
�'��' �7': �.[.�: -'�`.:,
Hart Howerton
Pianning, Architecture, Landscape Architecture and
Interior Design
C9ae�t's Approval
9 agree to the terrv,s of thas contr�et and
author6ze (�OdJ) to proceed vvith ireiti�ton� a forrnal �ga-eernen4 fo�- the �vork ou49ined
hereara.
Dated
HAR"�'IHOW�ft'T`ON
Thursday, October 01, 2015
Mr. Steve Stadler
Public Works Director
City of Hopkins, Minnesota
Cottageville Pavilion, Hoplcins, MN
Robert L. Hart, AIA, AICP
David P. Howerton, ASLA, AICP
Craig Roberts
A. James Tinson, AIA
13911 Ridgedale Dii�-e Suite 220
Nfinnetonka, n�IN 55305
Tel: 952 476 1574 Fax: 952 476 1573
�v�v�v.haxtho�vcxton.com
Project Description
The Park Pavilion will be an innovative design commensurate with the quality of the park it is
placed. High quality durable materials including exposed wood laminated beams, purlins and
butterfly trusses. Polished concrete columns and walls of burnished concrete masonry units.
Careful attention to detailing will include exposed steel connection angles and plates. High end
lighting design will include quality pendent LED lighting in the open-air multi-purpose space.
New plant material and paving will integrate and connect the new pavilion with the existing
pa rk.
Occupancy Group
Enclosed Building Area
Total Floor Area
A-2 - non sprinldered
Multi Purpose
Bathrooms, Utility, Storage
1000
340
1340
Construction Type Glue lam exposed butterfly roof trusses, wood glulam purlins,
polished concrete columns, standing seam metal low-slope
roofs, burnished concrete masonry units.
Site work Soils compacted sand prepped for conventional spread footings
and post footings. Provide utilities (water, waste, electrical)
from street to building. Utilize existing electrical transformer.
Landscape work includes plantings and walking path.
Room
Multi-Purpose
Men
Women
drinl<ing fountain
Uti I ity/Storage
Electrical
Description
slab on grade, open-air. Furnishings to
accommodate 36 people by Owner.
1 Urinal, 1 WC, 2 sinl<s
2 WC, 2 sinl<s
outdoor- hi/lo in alcove
Mechanical and Electrical, Utility sink
Pendent LED lighting in multi-purpose
HART HOWERTON, LTD.
Area in
SF
1000
NER' YORI� • SAN FRANCISCO
$Hi1I�GHi1I • I,ONDON • SAO PAULO • PARIi CITI' • BOSTON • IVIINI�L�POLIS
100
100
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_ _ _ __ _ _ _ �
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Working Capifial Beginraing Year
Revenues:
Taxes (from matured Park Bonds)
Interest
Dedication fees
Joint Rec refunds
Franchise Fees (gas/elec) 2014 incr
Franchise Fees (gas/elec) 2012 incr
Transfer in Franchise Fees "
Bond Proceeds
Hennepin County Grant
B1/VSR Grant
CDBG Funds
Met Council - easememt/grant
Grants - Private Foundations
Donations - general
Donations - benches
Bond Proceeds
Transfer in - Storm Sewer for Cottageville Park
Total Revenues
Expenditures:
Bond Payments
C.I.P. Projects
Cottageville Property Acquisition
Cottageville Park Project
Skate Park commitment
Total Expenditures
Working Capital Year End
Pe�BZ04��iP��A�iNl��Cl6J�l�iE��e��4JhE�3 (�CD�� ��fC=�:i�C'S
Actual Actual �rageet�d P�o�ected V�roj�cted Pro�ected @�cojec4ed �rajecf�d
20�3 2014 �015 2016 2017 201� 201� 2020
82,902 139,565 141,306 423,924 2,125,942 439,020 611,491 69,135
62
311
0
6,267
150,000
495
1,844 2,319
0 0
6,000
83,270 85,300
45,019 210,000
200,000
('d) 1,504,382
12,050
425,250
180.000
12,718
350,000
6,000
85,300
210,000
63,778
0
6,000
85,300
210,000
13,171
300, 000
6,000
85,300
210,000
18,345
6,000
85,300
210,000
19,181 12,050
1,000
2,190,000
351,966
176,822 494,645 2,625,301 2,854,018 365,078 614,471 319,645
175,000 175, 000 175,000
113,158 133,938 400,000 1,145,000 1,870,000 260,000 680,000
351,966
1,935,683
7,000 7,000 7,000 7,000 7,000 7,000 7,000
120,158 492,904 2,342,683 1,152,000 2,052,000 442,000 862,000
139,565 141,306 423,924 2,125,942 439,020 611,491 69,135
2015 Proiects
(1) Band funds are far A!L project costs 70,000 Interlachen Warming House
Bond Funds 150,000 Cottageville Park Play Equip
Storm Sewer 1,000,000 180,000 Cottageville Park Play Equip - CDBG FUNDS
Park Dedication (CIP) 200,000 200,000 Cottageville Park Improvements
Water/Sanitary Sewer 75,000 600,000
PIR 225,000
Project TOTAL 1,500,000 2096 Prolects
Project Per Bid
Custom Builders Inc. 1,858,233
Wenk & Assoc - project oversight 37,450
Hart Howerton - project oversight 40,000
Total Project Costs 1,935,683
Less Other Funding Sources: BWSR Grant (425,250)
Hennepin Co Grant (12,050)
filet City Cost 1,498,383
300,000 Cottageville Park Pavilion
355,000 Oakes Park warming house + picnic shelter
260,000 Val�ey Park warming house
120,000 Valley Park Play Equipment
50,000 Valley Park Lighting
60,000 Install/upgrade drinking fountains
1,145,000 2099 Proiecfs
2,074
6,000
85,300
210.000
303, 374
175,000
250,000
425,000
(52,491;
2097 Proiects 30,000 Harley Hop4
120,000 Hilltop Park Play Equipment 600,000 Pavilion Adc
1,200,000 Burnes Park warming house + splash plaza 50,000 Harley Hopf
450,000 Cottageville Park Phase III improvements
100,000 Burnes Park 2-5 play equip + piay container 680,000
1,870, 000
2098 Proiecfs 2020 Proiects
120,000 Park Valley - play equpment 20,000 Central Parl
20,000 Burnes Park - resurface tennis courts
20,000 Oakes Park - tennis courts 50,000 Interlachen
50,000 Interlachen Park Portable Hockey Boards 100,000 Maetzold Fi
50,000 Elmo Park 2-5 Play Equipment 80,000 Maetzoid Fi
260,000 250,000