CR 12-014 Approve Professional Services Agreement - Maetzold Field ImprovementsO\TY OF
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February 1, 2012 N O P K I N S Council Report 2012-014
Approve Professional Services Agreement — Maetzold Field Improvements
Proposed Action
Staff recommends adoption of the following motion: Move that Council approve the selection of
Brauer & Associates, Ltd. for the Maetzold Field Improvements project and authorize the Mayor
and City Manager to execute the professional services agreement in the amount of $19,000.
Overview
The City was approved for $180,000 in grant funds from the Hennepin Youth Sports Grant and
Twins Community Fund programs to upgrade field #3 at Maetzold Field. Brauer & Assoc., a
local firm located at 10417 Excelsior Blvd, assisted City staff in preparation of the grant
applications and has worked with the City on several other projects, including: Shady Oak
Beach play area upgrade, Interlachen Park improvements. This agreement purchases services
to assist in completing this project, including: ballfield design, irrigation design, preparing
construction documents and construction administration.
Primary Issues to Consider
• Is Brauer & Assoc., Ltd. consultants qualified to provide these services?
• Project scope and schedule
Supporting Information
• Professional Services Agreement
• Grant cost estimate sheet
Steven J. Stadler, Public Works Director
Financial Impact: $ 19,000. Budgeted: No Source: Grant funds
Related Documents (CIP, ERP, etc.): 2012 Henn Cty Youth Sports Grant application
Notes:
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• Council Report 2012-014
Page 2
Primary Issues to Consider
• Is Brauer & Assoc. Ltd. Consultants qualified to perform these services?
Brauer & Assoc is a land use planning and design firm that specializes in park, open space, trai
and athletic complex planning and design. Besides our personal experience with them on city
projects, they have completed planning and design projects for many surrounding cities and the
Three Rivers Park District. This project scope is well within their capabilities.
• Project Scope
General upgrades to the Maetzold Field park, the major elements include: ballfield upgrades to
conform to little league standards, new scoreboard and new wiring to existing scoreboards, new
fencing, irrigation modifications, new batting cages, scorer/storage building, lighting, new
electrical service + wiring, new path into the park from 12th Avenue.
We have not put together a detailed project sequencing plan yet but our goal is to complete the
project by July 20, 2012.
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' 10417 Excelsior Boulevard
Suite Number One
f3R1t,aIK cir Hopkins, MN 55343
•,«� ti ; Nt Ln�,3hx. -�i, [�Gu,:ro. Tel (952) 238-0831
Fax (952) 238-0833
Website: www.brauer-ltd.com
January 24, 2012
City of Hopkins
1010 151 Street South
Hopkins, Minnesota 55343
RE: Professional Services Proposal — 2012 Maetzold Field Site Improvements
This letter proposal outlines a scope of services, fee schedule, and other elements which, if approved, constitute an
Agreement between the City of Hopkins, herein referred to as the OWNER, and Brauer and Associates, Ltd.,
herein referred to as the CONSULTANT.
The OWNER hereby retains the CONSULTANT to provide professional services required to complete landscape
architectural design for the 2012 Maetzold Field site improvements as indicated on Exhibit `A' — Maetzold Field
Site Improvements Exhibit III -B Site Plan attached, to this proposal and as modified below, located on 1St Street N.
between 12`h and 14`h Avenues North, Hopkins Minnesota, hereinafter referred to as the PROJECT.
Improvements to be specifically excluded from the scope of services are:
1. Batting cages
2. Dugout canopy structures
3. New 10x20 scorer booth and storage area.
4. Concrete adjustments for accessibility to existing restroom entrances.
5. Electrical, new lighting system, and score board.
The CONSULTANT'S services shall include the following:
A. SCOPE OF SERVICES "A" — Design Development and Construction Documents
Design Development: Preparation of design development documents for the OWNER based on
the approved Maetzold Field Site Improvements Exhibit III -B Site Plan and an accurate survey
base map provided by the OWNER, (See paragraph G.5 of this proposal). The CONSULTANT
shall prepare design development documents for these items and areas which shall include the
preparation of written text, plans and other drawings necessary to describe the design, materials,
colors, textures in sufficient detail for the OWNER to grasp the appearance and function of the
improvements. This includes review and use of appropriate design standards for listed facilities
and preparation of design development drawings. The drawings will include refined site facility
layout, landscaping, grading, removals plans, irrigation plans and details as required. Outline
specifications, including general and technical sections, will be prepared. The bid form outline
will be prepared and used to estimate construction costs.
2. The CONSULTANT shall prepare Construction Documents for the improvements as approved
by the OWNER for inclusion in this project. These documents shall include plans and other
drawings as necessary, as well as, specifications in sufficient detail for the OWNER to pursue
competitive bids or quotations for the construction of the improvements. CONSULTANT will
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also recommend a construction sequence which will encompass all work, including items being
coordinated by the OWNER.
3. The CONSULTANT will provide all of the professional design services, required to complete
the plans and specifications as required for bidding the improvements for this project except the
following:
➢ Geotechnical testing and/or engineering
➢ Hazardous waste engineering
➢ Archeological services
Ecological design services
➢ Electrical, mechanical or civil engineering related to site improvements
➢ Architectural design
➢ Pre—design and construction surveying
The CONSULTANT shall provide coordination of these services should they be required and
the OWNER elect to hire others to complete work required.
4. The CONSULTANT shall provide oversight of the bidding/quoting process for a single general
construction contract bid/quote package including a recommendation of contractor; defining
bidding/quoting procedures, and award of contract procedures. The CONSULTANT shall also
include administration of the project bidding/quoting process, responding to contractor questions
that arise, general correspondence, and preparation of all addenda as necessary. This task
includes, review and tabulating of bids/quotes received, and recommendation of award.
B. SCOPE OF SERVICES "B" — IRRIGATION DESIGN
1. The irrigation design firm, "Water in Motion", will be retained by the CONSULTANT to design
the irrigation system retrofit to deliver irrigation water to the modified little league field as part
• of the Maetzold Field Project. Irrigation design will be based on previously approved landscape
concepts and plans furnished by Brauer & Associates.
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2. Water in Motion work will include general concepts, specific instructions, sleeve plans, related
elements, design details, plan notes, and written specification related to irrigation of the
Maetzold Field Project. Work will include design and specification of irrigation elements.
Creation of plans will be primarily via CAD -based output using CAD -based and other resources
furnished by Brauer & Associates and modified by Water in Motion. Final output shall be
construction -ready and biddable/quotable.
C. SCOPE OF SERVICES "C" — CONSTRUCTION ADMINISTRATION
Working collaboratively with OWNER, the CONSULTANT will prepare a construction
schedule, perform site observation of construction progress, and review work completed for
adherence to design intent as expressed in the plans and specifications for a single general
contractor construction contract for a construction timeframe that does not exceed 2 months
(anticipated from mid-May to mid-July).
■ Administration of the contractor contract, shall include the review and recommendation of
contractor payment requests, preparation of change order forms, substantial completion
forms, final payment forms, etc.
Administration of pre -construction meeting shall include a review of the project elements
and clarification if needed, defining the owner's expectations as to the quality of
construction, review the process for dealing with problems that may arise, timeliness, etc.
A general construction schedule indicating OWNER and contractor sequencing and
general construction timeframe shall be coordinated by the CONSULTANT. The
construction schedule shall be based upon input from the OWNER (and Owner's separate
forces) and contractor and agreed to by all parties prior to the construction start. The
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CONSULTANT shall take no responsibility for either the OWNER's separate force's
performance or the contractor's performance with regard to the schedule.
■ Preparation of field reports as necessary to document specific issues and areas of concern.
■ Review shop drawings and testing requirements/procedures.
■ Up to 14 site meetings and site observation trips will be made by the CONSULTANT on
a periodic basis for the established duration of the construction project as stated in the
specifications (anticipated from mid-May to mid-July) to ensure that the design intent of
the plans and specifications is being met. The 14 meetings include:
0 8 formal site meetings with the OWNER and the contractor
0 4 general site observation trips
0 1 substantial completion walkthrough with the OWNER and the contractor
0 1 final review walkthrough with the OWNER and the contractor
o Note: Trips and meetings beyond the 14 described above shall be considered additional
services as per Paragraph D below.
■ Irrigation related construction administration services shall be limited to the following:
0 1 Pre -Construction Meeting
0 1 Construction Inspection
o 1 Final Walk -Though
o Reasonable documentation including review of punch list items, documentation of
system performance, letter of substantial completion and establishment of warranty
period
D. ADDITIONAL SERVICES
1. Additional Services: Services other than those listed in the Scope of Services above and
requested and authorized in writing by the Owner.
E. FEES FOR PROFESSIONAL SERVICES
1. For services as outlined in Paragraph A above, an estimated hourly fee of Six Thousand Five
Hundred Dollars, $6,500.00 plus direct expenses billed at cost plus 10%.
2. For services as outlined in Paragraph B above, an estimated hourly fee of Three Thousand
Dollars, $3,000.00 plus direct expenses billed at cost plus 10%.
3. For services as outlined in Paragraph C above, an estimated hourly fee of Nine Thousand Five
Hundred Dollars, $9,500.00 plus direct expenses billed at cost plus 10%.
4. For services as outlined in Paragraph D - Additional Services above - requested by the Owner
fees will be billed on an hourly basis according to the following rate schedule:
Brauer and Associates. Ltd's 2012 Hourly Rate Schedule
Senior Principal $130.00 / Hour
Principal $11.0.00 / Hour
L.A. Professional III $82.50 / Hour
L.A. Professional 11 $71.50 / Hour
Expenses related to additional services will be billed in addition to the fees @ Cost +10%.
F. PAYMENTS TO THE CONSULTANT
1. Invoices will be submitted to the OWNER on a monthly basis in proportion to the work
completed.
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2. Payments on account of the CONSULTANT'S services are due and payable upon receipt of
CONSULTANT'S invoice.
G. OWNER'S RESPONSIBILITY
1. Full program coordination with one individual representing the OWNER'S interests.
2. Legal Counsel, advice, and services available to the CONSULTANT during the term of this
Agreement on any or all matters related to the PROJECT such as, but not limited to, title
opinions, interpretations of agreements, covenants and laws affecting the PROJECT, advice and
assistance in processing applications, review and preparation of PROJECT agreement
documents, participation in presentations to public agency staff and boards and general counsel
on the legal implications of all substantive or procedural aspects of the PROJECT itself.
3. Providing all soils engineering/borings and engineering geotechnical testing, hazardous waste
engineering, archeological services and ecological design services required for the project.
4. All fees and expenses involved in federal, state agency or local permitting, plan review, etc. for
the project.
5. Providing a survey of existing conditions including locations and descriptions of all surface
improvements, easements, property lines, underground utilities, topographic information with 1
foot contour intervals and all spot grades required to complete the design work. Survey
information shall be provided to the CONSULTANT in an AUTOCAD compatible digital
format.
H. NONDISCRIMINATION
1. The CONSULTANT will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, physical condition or age. The
CONSULTANT will take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to their race, color, religion, sex,
national origin, physical condition or age. Such action shall include but not be limited to the
following: Employment, upgrading, demotion or transfer, recruitment, advertising, layoff or
termination, rates of pay or other forms of compensation and selection for training including
apprenticeship.
I. CONSULTANT'S RECORDS, DOCUMENTS AND INSURANCE
1. The CONSULTANT shall maintain time records for hourly fees, design calculations and
research notes in legible form and these will be made available to the OWNER, if requested.
2. The CONSULTANT shall carry insurance to protect him from claims under Workman's
Compensation Acts; from claims for damages because of bodily injury including death to his
employees and the public, and from claims for property damage.
3. The CONSULTANT reserves the right to secure and maintain statutory copyright in all
published books, published or unpublished drawings of a scientific or technical character, and
other works related to this PROJECT in which copyright may be claimed. The OWNER shall
have full rights to reproduce works under this Agreement either in whole or in part as related to
this PROJECT. One copy of each drawing shall be provided in reproducible form for use by the
OWNER, but the original drawings will remain the property of the CONSULTANT.
TERM, TERMINATION, SUCCESSORS AND ASSIGNS
1. The term of the Agreement shall be concurrent with the work authorized.
2. Termination may be accomplished by either party at any time by written notice, and shall be
effective upon payment in full for all services performed to the date of receipt of such notice.
3. The OWNER and the CONSULTANT each binds itself, its partners, successors, assigns and
legal representatives to the other party of this Agreement, and to the partners, successors, assigns
and legal representatives of such other party with respect to all covenants of this Agreement.
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4. Neither the OWNER nor the CONSULTANT shall assign, sublet or transfer his interest in this
Agreement without the written consent of the other.
K. EXTENT OF AGREEMENT AND APPLICABLE LAW
1. This Agreement represents the entire and integrated Agreement between the OWNER and the
CONSULTANT and supersedes all prior negotiations, representations, or Agreements, whether
written or oral, with respect to the PROJECT. This Agreement may be amended only by written
instrument signed by both OWNER and CONSULTANT.
IN WITNESS HEREOF the OWNER and the CONSULTANT have made and executed this Agreement,
this day of , 2012.
City of Hopkins
1010 1" Street South
Hopkins, Minnesota 55343
Signature:
Printed Name: , Title:
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Signature:
Printed Name: , Title:
Brauer and Associates, Ltd.
10417 Excelsior Blvd.
Suite One
Hopkins, Minnesota 55343
Signature:
Jason Amberg, Vice President
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Budget Date: Sept. 23, 2011
Below is an itemized projected budget for the improvements.
#
Improvement Description
1
Removals - fencing
2
Removals - agg-lime
3
Removal - shed (conflicts with location of new scorer booth)
4
Earthwork operations (erosion control, stripping, stockpiling,
respreading, fine grading)
5
Topsoil import
6
Clay pitcher's mound / batter's box / bases
7
8' wide concrete staircase with handrailing on both sides
8
Bituminous trails - 8' wide
9
Concrete adjustments for accessibility to existing restroom
entrances
10
4' high chainlink ballfield fencing
11
6' high chainlink ballfield fencing - replaced dugout area
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13
Corrugated safety cap rail for foulline and outfield fencing
2 Foulpoles
14
^r_
Dugout canopies
nni__ .`.
11� i V nGV `7l;VlCI yuutn wim storage
16 2 new double batting cages (total of 4) with agg-lime ground
surfacing
ground surface for batting cages - synthetic carpet over
17 bituminous base
18 irrigation modifications for ballfield turf and agglime area
adjustments, new controller
19 New scoreboard
20 Musco "structure green" 4 pole light system for ballfield
21 Installation of musco light poles
22 Electrical service upgrades and distribution to new
improvements
23 Sod rest t*
Est. Cost
3,000.00
1,400.00
750.00
4,200.00
3,750.00
1,250.00
9,600.00
5,200.00
1,250.00
7,800.00
2,200.00
1,400.00
1,600.00
5,500.00
10, 500.00
24, 000.00
13, 000.00
12, 000.00
55, 000.00
13, 200.00
20, 000.00
ora ion (within field) 5,800.00
24 Seed restoration (outside of field) 900.00
25 Shade tree plantin s 7700.00
Subtotal $219,000.00
Est. Project Administration Fees (surveying, testing,
permitting, design, surveying, const. oversight) $32,850.00
Total estimated project cost $251,850.00
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Local Contributions and Grant Request
Overall estimated project cost as defined in table above $251,850.00
Less Lighting HALL in-kind contribution -$55,000.00
Less City of Hopkins in-kind contribution for trees, irrigation
controller, and access improvements-$G4'�50.00
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Total Grant Request $172,600.00