CR 94-52 Authorization For Professional Services
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March 9, 1994 . -:.'" - . Council Report: 94-52
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AUTHORIZATION FOR PROFESSIONAL SERVICES
MAETZOLD FIELD PARK DEVELOPMENT
Proposed Action.
Staff recommends adoption of the following motion: II Authorize
the Mayor and city Manaqer to enter into an aqreement with
Westwood Professional Services. Inc. for professional services
for the Maetzold Field Park Development: Pro;ect No. 94-05."
Adoption of this motion will allow for the signing of a contract
with Westwood Professional Services, Inc. for professional
services on the Maetzold Field development, and allow time for
the project to be completed this year.
Overview
.. The City of Hopkins completed Phase I of the Maetzold Field
.. improvements last year and is now ready to beg in Phase I I.
council recently approved using the proceeds from the upcoming
sale of th~ Well #3 property for additional Phase II
improvements. The budget for Phase II includes $130,000 from the
Capital Improvement Plan and approximately $95,000 from the sale
of the Well #3 property.
Primary Issue to Consider
o Is issuing a contract for professional services to Westwood
Professional Services, Inc. in the best interest of the
city?
supportinq Information
o Detailed Background
o Analysis of Issue
o Westwood Professional Services, Inc. proposal
o Maetzold Field site Plan
Ray , Parks/Forestry/Pavilion Superintendent
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council Rpt: 94-52
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Detailed Backqround
In 1993 the City completed Phase I development at Maetzold field,
which included the construction of ballfields 1 & 2 and the
parking lot. Phase I also included substantial site clean-up,
demolition, and the installation of a new storm water utility.
Westwood Professional Services, Inc. was used in 1993 to draft
specifications for the ballfields and the parking lot and to
prepare pay requests.
The 1994 CIP includes funds for the 1994 Phase II improvements
for Maetzold Field, including engineering fees for professional
services. Westwood Professional Services, Inc. has been involved
with the Maetzold Field project since the sale of the site to the
City, and has prepared the master site plan with City staff.
This firm also assisted the city with grant applications and has
a working knowledge on site costs, restrictions, and development
potential. Phase II development that Westwood Professional
Services, Inc. will be responsible for includes the design
construction of Ballfield #3, trail design and construction,
landscaping, and pay requests. This work will be coordinated
with city responsibilities which includes lighting of Field 4,
utilities for the concession building, concession building
... construction, and an irrigation system. The total projected cost
.. of Phase II will be approximately $220,000. Westwood
Professional Services will be responsible for approximately
$75,000 to $100,000 of these Phase II improvements. The
engineering fees and charges for this portion of Phase II as
proposed by Westwood professional Services, Inc. are expected to
total approximately $9,000 based on the attached proposal, and
expected bids.
staff feels that the proposal as submitted is competitive and
reasonable for the services to be provided.
Analysis of Issues
o Is Issuing a contract for professional services to Westwood
Professional Services, Inc. in the best interest of the
city?
Westwood Professional Services, Inc. is a reputable firm and
has completed several other park improvements for the City.
This firm previously helped with the Central Park
reconstruction, park concept planning, and Phase I
development at Maetzold Field. By awarding the contract to
Westwood, we would not have to duplicate and pay for design
work that has already been completed. Staff recommends this
. firm based on past work history and feels that this contract
would be in the best interest of the City.
CONTINUE FROM PREUIOUS PRGE 001
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. WestWood ProfessiOl1ill Services. Inc. ,,"
March 3, 1994
l41S0 Tnmk Hwv 5
~den Praltlt:. MN 553<14
612937.5150
Mr _ Lee Gustafson FAX 612.937.5322
Engineer and Director
Department oiPublic Works
City Administrative Offices
1010 First Street
Hop~,~~ 55343
Re: Pbnn-ing & Design Services Proposal
Maetzold Field Ph.a.se II
Dear Lee:
We are pleased to offer this proposal for plarming and design services for Maetzold Field Phase II. This
proposal is similar to last year's Maetzold Field proposaVcontract. We believe it to be an accurate
interpretation of how you expect to finish this project.
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COMPANY QUALIFICATIONS
Westwood Professional Services is a multi-disciplinary consulting firm which provides planning. landscape
architectUre, civil engineering, traffic transportation and environmr.:neal planning and land surveying. We
have undertaken parks projects of comparable scale in num~rous merropolican conununities including but
not limited to: Maple Grove, Bumsvil1c, Oakdale, Robbinsdale, Eagan, Apply ValJey and have previously
worked on MaetZold FieJd (Phase I), Central Park Rehabilitation and ather parks in Hopkins.
GENERAL SCOPE OF WORK
Duties of the City (or irs other Consultants):
1. .Architectural work of park building including its utility connections to 10 feet beyond building sheil.
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2. Irrigation
3. Site Lighting
4. Provide d~sign of utility services to building pad
. 5. Limited Site Demolition
03/09/94 12:45 'B'612 937 5822 WESTWOOD PRO SVS
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. WESTV/OOD PROFESSIONAL SERVICES, INC.
Duties of Westwood'
l. Develop site plan master plan whicb recognizes the other projects in the park which must be correctly
sited.
2. Provide fencing and backstop plans (similar to Phase n.
3. Provide trail plans.
4. Provide sod/seeding plans for fields.
5. Provide cost estimates of construction prior to finalizing plans and specs.
6. Provide bid analysis and construction observation services (as "optional" taSks).
7. Provide control survey staking as needed for all Dew site features.
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SERVICES & FEES SUl\1MARY
e Based on our understanding of tasks the following services approach is offered and the proposed general
method of reimbursement. Follo\.Ving this service ouTline the specific reimbursement formula is provided.
General Services Oudine (\Ye.stwood and its learn)
1. Coordination Services - Meet with City staff to determine construction concract packaging and scope
of other improvements in the: park.
2. Site Plan Development (Master Plan) - Prepare new plan for the park which gtaphically illustrates to
scale the general nature of all planned improvements. The previously prepared park master plan shall
be revised to reflect the as constructed parking lot and other site features as will be constructed in this
bid package.
Reimbursement Method: Lump Swn Fee
3. Prepare Construction Estimates (Preliminary) in support of Development Plan - This dara plus the
Development Plan (ll..fasrer Plan) shall be provided for City review.
Reimbursement Method: Hourly as incurred, as progress payment. This charge is incidental to fees
paid as a percent of construction (see step 4 below).
4. Prepare Plans and Specifications - Based on the direction from step 3 above, the preferred bid package
shall advnnce to construction level design.
. Reimbursement Method: Landscape Architect or Civil Engineering total fees shall be reimbursed on
the design fees, as a percenr.age based aD the construction cost (lowest bid)
PROPOSAL - CITY OF HOPKINS
:MAETZOLD FIELD PHASE II - HOPKINS, MN Page 2
03/09/94 12:45 '5'612 931 5822 WESTWOOD PRO SVS 14J 003
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. WESTWOOD PROFESSIONAL SERVICES, INC.
5. Bidding - Prepare/print plans and specifications, bid proposal fonns. advertisement for bid (erc.),
distribute to bidden> and City. Westwood shall respond to questions during the bidding and assist City
staff in conducting the bid opening.
Reimbursement Method: Westwood will charge plan holders for plan sets~ no additional charges to
the City.
6. Bid Azmlysis., Set Up Cancract and Conduct PreconstIUcrion MCl.:ting ~ Westv.-ood shall review the
qualifications aflaw bidders, prepare the bid tab and contrncror's contract, prepare for and conduct
the preconstruction meeting.
Reimbursement Method: Lwnp sum fee
7. Construction Observation w Westwood shall provide site visits to assure quality control and correct
interpretation of construction documents on an as needed basis and will prepare the contractor's
monthly pay requests.
Reimbursement Method: Hourly as incurred cost.
a. Construction Surveying - Hourly as incurred. Westwood expects to provide survey control for layout
of facilities.
e Interim draw requests or extra "hourly" services shall be charged based on the current Westwood hourly
rate schedule.
Specific Fees Method Su.mmary
TyPe of Work Fee
Revised Sire Master PIan $1,000
Planning & Design
All site work 7.5%*
Bidding No charge
Bid analysis & set up contract
& preconstroction meeting $350
Construction Observation Hourly
& Sun-eying
'" Percemage fees are computed as the stated perccnr multiplied by the actual lowest total. bid.of
construction cost. Fees can be corrected to reflect actual construction cost at project completion but
include all work deSlgned whether it is built or nOlo
If. however, Westwood. does not monitor construction we reserve the right to not provide the final
inspec:tionlletter of acceptance. The party inspecting installation should accept responsibility for
. acceptance work. Similarly, if only an inspection is requested. Westwood may incur prepararory office
time to review plans/specs.
PROPOSAL - ClTf OF HOPKINS
MAETZOLD FIELD PHASE IT - HOPKINS, ~fN Page 3
03/09/94 12:46 'U612 937 5822 WESTWOOD PRO SVS
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ASSUMPTIONS
1- The Westwood bid package will be hAndled as a singu]ar set of bid docwnel1ts.
2. No substantial change to plans and specs will occur after the Site Plan Development phase.
3. The preparation of bid rabs, contrnctor reference check and contract preparation is an optional element
and shall be either by the City or Westwood.
4. The construction administratioo (monitor pay quantities, prepare pay requests,. daily inspection) is an
optional element and shall be 6tber by the City or Westwood. Westwood's construcrion observation
services will be limited to visits as agreed to by the City. Meetings with the staff to review plans and
facilitate the efficient flow of design work are not limited.
5. Construction staking other than control staking shall be the responsibility of the Contrac[or.
COMPLETION
. Westwood is prepared!O start work immediately. To complete the project this construction season, work
must be undertaken promptly. Tentative milestones in the project as presently envisioned arc:
City approval ofD~sign Services Contract - :March 15, 1994
Review developmenr plan and cost estimate with client - End of March
Complete construction plans and technical specifications - April
Finalize bid docwnents - lare April
Request Council pernUssion to advertise for bids - April 19
Advertise in Sun Post - April 27, May 4, 11
Bid opening. May 19, 10 a.m.
COWlcil awards contract - June 7
Construction period - July 11
Completion - November 30, 1994
\>ROJECT TE~l
The Landscape Architecture department of Westwood will take the lead in the coordination of all work
tasks betWeen Westwood departments and associated consultants and will be the primary contaCt with the
City of Hopkins staff, Park Board and Coul1ci1. Tim Erkkila shall be the project manager;md shall oversee
all work in the design and construction phases. Gordon Anderson will be the park planner (preparing
construction documents) and wilJ follow through as our on-site construction observer.
The Civil Engineering department ""ill be dra-wn in where needed to assist in parking lot and drainage
. construction drawings and traffic questions. Dennis Marhula shall be responsible for this work.
PROPOSAL - CITY OF HOPKINS
MAETZOLD FIELD PHASE Il - HOPKINS, MN Page 4
03/09/94 12:46 fi'612 937 5822 WESTWOOD PRO SVS
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. WESTWOOD PROFESSIONAL SERVICES. INC.
TERMINATION OF AGRED1ENT
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This agreement may be terminared by either parry upon seven days' written notice to the other party. In the
event of such termination, Westwood shall be paid compensation for services performed to their
tenninatiou'date. Upon payment, any and all obligations and liabilities of the parties hereto shall terminate.
OWNERSHIP OF DOCUMENTS
Once final payment for services has been made, Plans and Drawings become the property of the City of
Hopkins, whether the project for which they are made is executed or not. Wes\:Vl100d is not to reuse the
drn.\vmgs, or any part thereof, for any other client that Wt;Srwood Jruly have., without the written approval
of the Owner.
If this proposal m'?Cts your expectations, please have this proposal signed in the appropriate location to
authorize the commencement of our activities.
Sincerely,
. OD PROF SSIONA.!;.SER\lICES, INe.
D~':UI~P~ ~~
Tim Erkkila, ASLA
President Vice President, Planning
I hereby authorize commencement of work activities by WestWood Professional Services, Inc., based. upon
the information contained in this document.
Typed Name and Title
Authorized Signature Date
Attachment: Hourly Rate Schedule
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PROPOSAL - CTlY OF HOPKINS
MAETZOLD FIELD PHASE n - HOPKINS, MN Page 5
03/09/94 12:47 'lr612 937 5822 WESTWOOD PRO SVS
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. WEST\VOOD PROFESSIONAL SERVICES, INC-
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FEE SCHEDULE FOR PROFESSIONAL SERVICES
1994
The following is the fee schedule for all work performed under an tlOurly per diem agreement. Charges
for Other Direct Costs, Outside Services, and facilitIes furnished by Westwood are computed on the
basis of actual cost plus 15 percent.
Classification Hourly Rate
Principal Engineer, Planner/LA, Surveyor, Traffic Engineer....................._................... 85.00
Senior Project Engineer, Planner/LA, Traffic Engineer ................ ................__.. ............ 75.00
Registered Engineer, Planner/LA, Surveyor. .......... .................. ...............:.......... ........ ,. 65.00
Wildlife Biologist.... .............. ........ ........... ........ ............. .... ...........__........... .................... 65.00
Engineer, Surveyor... n................. __ ................... ..... ,.... ..... ...... ...... ......... ........ .... ........... 55.00
Senior Engineering Technician.. ........ ........... ......................................_.u ..........,... ....... 55.00
Computer Draftsman ...... ............. ....... ...... ........ .............. ._.......... ............,... ................. 48.00
. EngIneering T ecnniclan ,............ ......... ............u_.. ................................. ................ n..... 42.00
Senior ConstructIon Coordinator............................... ....n....__............ ........................... 55.00
Construction Observer......................... ................ ..._............. ...........................,...... ,.... 48.00
Planner/Landscape Architect ......, .................... ............. .... ...._................... .......... ......... 48.00
Associate Planner/Landscape Architect ................ .............. .......... ................. .............. 40.00
Draftsperson I T echnic.al Writer ...................... ...............,_.. ....... ....__. ...... .... .n.. .............. 35.00
Engineering Aida, ClericalfWord Processing ....................... .__..... .......,. ,.............. .........30.00
Two-Person Survey Crew......... .................. ........ ..... .......................... ............. ............. 85.00
Three-Person Survey Crew.................. .... ......__. ........ ........ ...... ................ ......__.... ........ 105.00
Expert Witness - Court AppearancelOeposition .....................,............__...........:........... 2 x rate
. No charge for mileage within the Twin City Metro area
. No charge for in-house computer or platter time (excluding color graphic plotting)
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PROPOSAL - CIT{ OF HOPIGNS
MAETZOLD FIELD PHASE II - HOPKINS, Iv1N" Page 6
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