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CR 2004-129 Streetscape Design Services Agreement . CITY OF ~ HOPKINS July 30, 2004 Council Report 2004-129 Approve Streetscape Design Services Agreement - Excelsior Boulevard Proposed Action. Staff recommends adoption of the following motion: Move that Council authorize the Mayor and City Manaqer to enter into an aqreement with Hoisinqton Koeqler Group, Inc. for Excelsior Blvd, Phase III streetscape desiqn and construction services. Overview. The Phase III area of Excelsior Boulevard is from 9th Avenue to Hwy 169. This area is planned to receive landscape/streetscape and lighting improvements to match the first two phases of Excelsior Boulevard. The CIP includes a $750,000 project for these improvements. Some concept design work has been done on this segment and will be presented to City Council at the meeting. In order to stay on track for 2005 . construction, it is now necessary to begin streetscape design for this section of Excelsior Boulevard. Staff seeks approval for a design agreement with Hoisington Koegler Group, Inc. Primary Issues to Consider. . Design cost The estimated cost is $24,800 for schematic design and survey work + 8% of design estimate cost for preparation of construction documents. . Scope of Services The scope is listed on the attached letter proposal. Supportinq information. July 1, 2004 orks Director I Financial Impact: $ 24,800 Budgeted: Y/N Y Source: MSA I . Related Documents (CIP, ERP, etc.): Notes: Creative Solutions for Land Planning and Design . [;]11 Hoisington Koegler Group Inc. Sin July 1, 2004 Steve Stadler, Public Works Director City of Hopkins 11100 Excelsior Blvd. Hopkins, 1\1N 55343 Re: Proposal- Excelsior Boulevard - Phase 3 Streetscape Constmction Documents. Dear Steve: Hoisington Koegler Group is pleased to submit this proposal to prepare detailed streetscnpe design and constl1lction documents as well as construction administration services for Phase 3 of the Excelsior Boulevard streetscapc improvements in Hopkins. Bolton & Merli( are also included in this proposal to conduct land survey and engineering analysis. As in previous phases, close coordination with Hennepin County and Xcel Energy will be integral to the design process. It is our understanding that the project is planned for a winter bid and spring 2005 constmetion start. The project will encompass the design of landscaping/ilTigation, sidewalk paving, signage, median treatments, . decorative lighting, signal pole painting and retaining walls from Ninth Avenue to Highway 169, The construction budget is roughly $550,000 but will be refined to a greater degree through schematic design analysis. As you know, concept plans with neighborhood input for this segment of the corridor (along with the phase 2 segment) were completed in 2000. As a result, schematic design of the project has a running start and can focus on preparation of site survey, detailed scope definition, neighborhood interaction and coordination with other agencies. Professional services proposed by HKGi for the project include: Schematic Design (SD) phase: . Kick-off meeting with representatives from the City of Hopkins, Hennepin County, MnlDOT and Xcc1 Energy . Topographic and boundary survey for the conidor . One (first) neighborhood open house . Up to fOllr stakeholder meetings with adjacent property owners . Refinement of project scope fi'om existing concept plans . Coordination with Xcel Energy on lighting and utility undcrgrounding . Digital, schematic-level plans that illustrate project components and their relationships to the overall streetscape design . Site-line and clear-zone analysis to meet Hennepin County standards . Schematic-level construction cost estimate . One review meeting with City staff . City Council work session to review schematic plans prior to beginning construction documents . 123 North Third Street. Suite 100, Minneapolis, MN 55401-1659 Ph (612) 338-0800 Fx (612) 338-6838 Proposal-Excelsinr BOlllel'ard - Phase 3 Strectscape COllslruel;oll Doclllllellls City of Hop kills . Jutl' 1, 2(}fJ4 Page 2 Construction Document (CD) phase: . Coordination with Xcel Energy on lighting and utility undergrounding plans that they will prepare for the project . Evaluation and revicw of construction and landscape material options . Construction drawings including Layout, Grading, Landscaping, Irrigation and Construction Details . Project Manual and tcchnical specifications . Bid quantity take-offs and Landscapc Architect's estimate . Preparation ofREPP grant application to Hennepin County . One (second) neighborhood open house . Presentation of construction documents to City Council for authorization to advertisc for bidding . Coordination of bidding process . Preparation of bid tab and recommendation of Contract A ward Construction Administration (CA) phase: . Organization of regular construction meetings . Review of shop drawings . Revicw of payment applications . Construction observation . . Punch list and project turn-back All work performed by HKGi and their sub-consultants will be completed as follows: l. Schematic Design (SD) phase (including land survey): Conducted On an hourly basis plus reimbursable expenses for a fee no to exceed TWENTY FOUR THOUSAND EIGHT HUNDRED DOLLARS ($24,800). The segments of this fee are: a. Topographic and boundary survey: $11,600 b. Site line and clear-zone analysis: $3,000 c. Other schematic dcsign tasks: $10,200 2. Construction Drawing (CD) phase: Conducted on an hourly basis plus reimbursable expenses for a fee not to exceed eight percent (8%) of the schematic design estimate as approved by the City Council at the conclusion of the Schematic Design phase. Design fees will not be applied to lighting and utility undergrounding work to be completed by Xeel Energy. A contract addendum will be prepared at the time of SD approval identifying the construction budget and resulting fec for thc CD phase of work. 3. Constmction administration (CA) phase: Conductcd on an actual-time basis as approved by City Staff at an hourly rate of $95. A senior member ofHKGi's staff (project manager or above), familiar with thc project wiJl be involved in making any necessary decisions or determinations during this phase, . Proposal-Excelsior Boulevanl- Phase 3 Slreelscope Calls/rue/ion Documenls 011' oj Hopkin< . JI/(1' I, 2004 Page 3 We look forward to continuing our working relationship with the City of Hopkins and having the opportunity to follow through with earlier design efforts on the corridor. If this proposal is acceptable, we will prepare a detailed contract for your review. Uyou have any questions, please do not hesitate to call me. Sincerely, . / (.,r-S? ..#~J' -.'> j/U ;.... / ' -'t:' _ ~~"_. . ,.,."'\"'t.- ...---T.....-:.:"'.-.~--' .' , Bruce L Chamberlain, ASLA Vice President . . CITY OF HOPKINS . MEMORANDUM To: Hopkins City Council From: Jim Genellie Date: July 30, 2004 Subject: City Manager Search Staff recommends that the Council approve the follovving motion: Move that the Hopkins City Council authorize the Mayor to sign a contract with a specified consulting firm to conduct a search for a City Manager, The City Council has had an opportunity to review the proposals from four search firms. The Council will also interview the search finns prior to the August 4 Council meeting. The next step is for the City Council to choose one of the fi1111S. After a contract is signed, representatives of the search finn will meet with the City Council to discuss the search process. . .