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CR 91-229 Alleyscape ImprovementsOctober 15, 1991 Proposed Action. \ t Y 0 O A M _ O P K ` 11� REQUEST FOR PROPOSAL ALLEYSCAPE IMPROVEMENTS Council Report: 91 -229 Staff recommends the following motion: " Move To authorize the Mayor and City Manager to enter into an agreement with RLK & Associates Ltd. for the preliminary analysis of alleyscape improvements in the downtown area." Overview. On September 17, Council directed staff to solicit requests for proposals for a preliminary analysis and feasibility report for a. proposed ally improvement project. Staff reported at that meeting that it was intended to only solicit proposals from RLK Associates Ltd. and Westwood Professional Services due to their existing background on the project, and the City's comfort level working with both firms. Both firms submitted proposal on October 2, and interviews were held on October 4 with each of the -firms. Primary Issues To Consider. o• What-is the cost of these services? o Which firm should prepare the preliminary analysis on this project? supporting Information. o Analysis of Issues. o Request for Proposal (RFP) Lee°Gu stafton, Vublic Works Director Council Report: 91 -229 Page 2 Analysis of Issues. What is the cost of these services? The following are the two firms that were interviewed along with their estimated fees for the -two phases listed. CONSULTANT PRELIMINARY ANALYSIS FEASIBILITY RLK Associations Ltd. $8,500 Westwood Professional Serv. $8,600 $18,000 $12,000 The above feasibility cost for RLK was adjusted downward from the total price submitted with their proposal in order to more closely compare it to the Westwood proposal which did not contain items included in RLK's proposal. Both firms costs for these two phases and other phases appear to be consistent with market rates for these types of services. E Which firm should prepare the preliminary analysis on this project? Staff recommends the firm of RLK Associates Ltd. be retained to prepare the preliminary analysis on this project. RLK's estimated fees are within reason for this project. Close examination of the information submitted by RLK reveals that they have committed many hours towards conducting meetings with the property owners. This indicates RLK's emphasis on a high level of community and staff input. During the course of the interviews, staff was impressed with RLK's approach to the project. Their approach could probably be defined as comprehensive planning for the alleys, parking lots and pedestrian /vehicle routes in and around the area. Their project team as described in the proposal is a "Marketplace Design Consortium" consisting of members from RLK, Dahlgren Shardlow & Uban, a structural architect firm and a market analyst. Staff felt this approach to the project would better define what is actually needed in the downtown area versus a more traditional approach. City of Hopkins Request for Proposal For Engineering and Planning Professional Services September 20, 1991 Project: Alleyscape Project Central Business District Hopkins, MN Contact: Lee Gustafson, Public Works Director (939 -1382) Tom Harmening, Community Development Director (935 -8474) Submittal Date: October 2, 1991 Interview Date: October 4,, 1991 Appo intment Date: October 15, 1991 (Council Meeting) Professional engineering and architectural services for alley and utility reconstruction in downtown.Hoekins in the following phases: Phase I Preliminary Analysis A. Reexamine the orig inal concept, issues and recommendations as outlined by Westwood Professional Services in their May 1989 report. B. Expand scope of study with the addition of the alley between 7th and 11th Avenues north of Ma instreet. � Examine possible improvements to public parking lots adjacent to the alleys. C. City staff will coordinate with the Business Council in establishing a design review committee. The appointed consulting f irm will work with this committee to identify issues and scope of work for a possible feasibility study. A minimum of two meetings shall be held with this committee. D. The consulting firm will prepare a preliminary analysis of cost and funding sources. Current funding is the Council' designated $450,000 from a redevelopment bond sold in December 1989. E. Completion date: November 22, 1991 F. Based on the consultant's preliminary report, staff will seek authorization from Council at its December 3 meeting for a complete feasibility report. Phase II - Feasibility Study A.. Analysis of alleys for geometric and architectural design and upgrading. 1. Examine previous study of May 1989. 2. Conduct televising of storm sewers in alleys. 3. Minimum of two meetings with design review committee. 4. Prepare report containing layouts, opinions of construction costs, findings and recommendations. B. Preparation of preliminary assessment roll in keeping with current assessment policies. This task should only be considered if the scope of the project surpasses funding parameters and limitations. C. Completion date: January 21, 1992 D. Schedule: Council at its January 21 meeting can accept the feasibility report and order plans drawn up. If needed, Council will call for a public hearing,.and appropriate notice must be given in the official newspaper. The potential hearing date would be February 4, 1992, and Council would then order plans drawn up. Phase III - Design A. Conduct design review meetings (minimum of two) during plan design for business owner input. B. Prepare detailed plans, specifications, and bidding documents for City approval. C. Submit plans and specifications to permitting agencies for approval. Plans should be based on data compatible for use with City's GIS mapping system. D. Estimated completion date: March 17, -1992 Phase IV - Bidding A. Prepare bidding documents and assist City in securing bids, tabulating and analyzing bid results and furnish recommendations. B. Schedule March 17 Council approves plans and order bids March 20, 27, Bid ad in April 5 Construction Bulletin March 25; April 1, 8 Bid ad in Sailor April 20 Bid opening Phase V Assessments This phase, if necessary, will be administered by the City. Hearings and appeal procedures require the months of May and June. Award of bid is slated for July '7, 1992. Phase VI Construction Engineering A. Prepare contract documents, organize preconstructi.on conference B. Provide full -time field inspection during construction. Monitor and ensure the meeting of all required construction schedules. Perform public relat ions and solve individual problems as they relate to the residents. C. Review and approve shop drawings, results of tests and inspections. D. Provide interpretation of contract documents, preparation of periodic payment requests and change orders. E. Conduct final inspection. F. , Provide reproducible record drawings. Additional elements required: A. Indicate personnel proposed for project feasibility, design and construction. Indicate in- house capabilities for various project components. Name spokesperson who will conduct meetings with residents and speak before the City Council. B. All recommendations and investigation in written report form. C. Close contact with City staff throughout all phases by telephone and correspondence is expected. Fees and reimbursement: The proposal should include a schedule of hourly billing rates for each category of professional, technical and clerical employees. Include rates miscellaneous charges such as copies and mileage. Fees for Phases I and II should be quoted -on a lump sum basis. A fee range on a percent basis (based on estimated construction cost) should be quoted for Phases III, IV and VI. Invoice period intervals are a minimum of 30 days with a payment date of 30 days maximum from date of invoice. Council meetings are the first and third Tuesdays of the month with invoice deadline the previous Tuesday.