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HomeMy WebLinkAbout5.P. Contract Extension for Electric and Lighting Design for Archer Range and Boat Landing CITY OF SHAKOPEE S- /0, MEMORANDUM ID~l ~~ rr '!"Im ,'1~ \1 D f .,., To: Mayor and City Council 1\:\'1& Mark McNeill, City Administrator From: Mark Themig, Parks, Recreation, and Facilities Director Meeting Date: February 7, 2006 Subject: Contract Extension for Electric and Lighting Design for Archer Range and Boat Landing INTRODUCTION This agenda item seeks authorization to enter into a contract extension with Bonestroo Rosene Anderlik and Associates for designing parking lot and roadway lighting and electric service for the proposed boat launch relocation and archery range. BACKGROUND AND DISCUSSION The riverfront park redevelopment includes two projects on the north side of the river: relocation of the boat launch and creation of an archery range. The boat launch would be constructed on the east side of CSAH 101, and the archery range on the west side. The archery range would be accessed through the boat launch and a roadway under the CSAH 101 and Holmes Street Bridges (see attached concept drawing). I met on site recently with Jeff Weyandt and a survey crew to survey the proposed road alignment. As part of that walk, it became apparent that security in the area could be an issue due to the somewhat remote access, especially for the archery range. (There is evidence of graffiti and other undesirable activities taking place under the bridges.) In order to enhance security and deter undesirable activity, we discussed the possibility of installing roadway and parking lot lighting. There are old light poles and obsolete fixtures from when the area was used long ago, and overhead electric wire across the river. However, due to the age, these fixtures, poles, and lines do not appear to be in working order. In addition, the organizers of the archery range also discussed the potential long-term need for electric service to the range. In working with Shakopee Public Utilities on the undergrounding and other improvements south of the river, I discussed the feasibility of providing electric service to the north side of the river. Since there is an existing overhead electric line crossing, SPUC would likely be able to upgrade the poles and run new wiring to provide the service. This work could be done in conjunction with the work on the south side of the river. In order to assess the costs for installing lighting and electric service, I had a preliminary conversation with Stuart Krahn, our project designer for Huber Park. He spoke with their electric engineers and they estimate that it would cost approximately $60,000 for lighting installation, plus design and SPUC costs for a total of approximately $70,000. Mr. Krahn has prepared a proposal for designing the lighting system and incorporating that design into the boat launch and archery range bid packages. Cost for this work is $6,080. I presented the concept of lighting the roadway and parking lots to the Parks and Recreation Advisory Board at their January meeting. They concurred with my thoughts that lighting would help increase security and deter undesirable activity, and recommended that we proceed with the design. BUDGET IMPACT The cost for the designing and installing the lighting and electric service would be added to the boat launch and archery range budgets. However, we did receive good news from the Lower Minnesota River Watershed District: the district is willing to fund up to 25% of the total project costs for the boat launch, which would include the lighting. The remaining costs would come from the Park Reserve Fund. Once the design for the lighting is complete, we would have a final cost estimate. This cost would be incorporated into the overall riverfront plans, specifications, cost estimates, and funding that you are scheduled to review at your February 21 meeting. If you were not comfortable moving forward with the lighting, it could be eliminated at that time. In addition, the work would be a bid alternate that could also be eliminated after bid costs are known. REQUESTED ACTION If City Council concurs, move to authorize appropriate City officials to execute a contract extension with Bonestroo Rosene Anderlik and Associates for design of electric service and lighting for the archery range and boat launch in a not to exceed amount of $6,080. FAClUTlES &: OPERATIONS SUPPORT BURtAU MINNESOTA DEPAAMNT OF NATURAL RESOURCES ..... --- "" Ot~S'ON OF ,NFORCEM,N' ~ 6) SHAKOPEE ARCHERY RANGE - , CONCEPT PlAN J.H.PEltASON" ARCHERY RANGE SCALE IN FEET I I ..... 'I" oo. CITY OF SHAKOPEE 150 -- -- SCOTT COONTY SHAKOPEE CONCEPT PLAN la\_~ ........ :toe. I Y. '15 11.". 23 ... ... ro._ NRMOO109 "'.- NFO 05 a Bonestroo 2335 West Highway 36 · St. Paul, MN 55113 II::. Rosene Office: 651-636-4600 · Fax: 651-636-1311 1\]1 Anderlik & www.bonestroo.com Associates Engineers & Architects January 30, 2006 Mr. Mark Themig Parks, Recreation, Natural Resources and Facilities Director City of Shako pee 1255 Fuller Street Shakopee, MN 55379 RE: Archery Range and Boat Launch Electrical Design Services Proposal Dear Mark: Thank you for this opportunity to provide professional electrical design services for the archery range and boat launch lighting improvements on the north side of the Minnesota River in Shakopee. The following letter presents our understanding of the project, scope of services, and fees. Project Understanding The City wishes to construct a new boat launch and access road and parking for a new archery range. The layout, grading, and paving for these facilities is being designed by the City's Engineering Staff. However, the City also desires to provide lighting for the boat launch, the existing USFWS parking lot, the archery range access road, and the archery range parking lot. The estimated cost for these lighting improvements is approximately $60,000. We understand that there is potential excess capacity on the electrical service to the existing bridge lighting, which may be available for lighting the USFWS parking lot and boat launch. We also understand that there is an existing overhead power line crossing the river on the west side of the 101 bridge. With the addition of an overhead transformer and service panel, this service could be used to light the archery road and archery parking lot. Consultants Scope of Basic Services The design of this project will require professionals in the area of electrical engineering. Bonestroo will provide all services in-house. We have previously surveyed this area, and we do not anticipate the need for an updated preliminary survey to complete the design. · St. Paul, St. Cloud, Rochester, Will mar, MN · Milwaukee, WI · Chicago, Il Affirmative Action (Equal OpportunIty Employer and Employee Owned Mr. Mark Themig February 3, 2006 Parks, Recreation, Natural Resources and Facilities Director Page 2 City of Shakopee Preliminary Design Phase We will visit the site and meet with City staff and representatives from SPUC to review the existing conditions and requirements of the project. We will prepare a preliminary lighting layout for the boat launch, access road, and parking lots. We will then prepare a photometric analysis for evaluation. We will also prepare a preliminary construction cost estimate prior to submittal of the preliminary design documents for City approval. We anticipate two meetings during the preliminary design phase. Final Design Phase We will prepare construction documents based on the approved lighting layout and an updated construction cost estimate. The construction documents will detail the requirements to construct the project and will include drawings and specifications required for the project. We understand that the proposed improvements will be bid as a part of the frrst phase of the Huber Riverfront Park Project and that similar materials and specifications will be used on the project. We will prepare a final construction cost estimate at approximately 90% complete construction documents to confirm that the project design is within budget. The construction documents and fmal construction cost estimate will be submitted for review and approval by the City. The City of Shako pee will review plans for permits. We anticipate one meeting in the final design phase. Bidding Phase Bonestroo will prepare and distribute the advertisement for bids. We will also prepare and distribute bidding documents, including drawings and specifications, to prospective bidders. A log 0 f bidding document distribution will be maintained. We will prepare responses to questions from prospective bidders and provide clarifications and interpretations of the bidding documents to all prospective bidders in the form of addenda. At the City's direction, we will organize and facilitate a pre-bid conference for prospective bidders. Bonestroo will be responsible for organizing and conducting the opening of bids. We will analyze all bids received and, based on the qualified low bidder, provide written recommendation for contract award. We will help the City prepare Owner/Contractor Contract(s) for the contract(s) awarded. Again, we understand that this project will be bid in conjunction with other Huber Riverfront Park improvements. Additional Services Any services not covered in the previous paragraphs may be provided, as an additional service, only if specifically requested and authorized in writing by the City. · St. Paul, St. Cloud, Rochester, Willmar, MN · Milwaukee, WI · Chicago, IL Affirmative Action/Equal Opportunity Employer and Employee Owned Mr. Mark Themig February 3, 2006 Parks, Recreation, Natural Resources and Facilities Director Page 3 City of Shako pee Compensation We propose to be compensated for the services outlined in the above scope of basic services on a lump sum not to exceed basis as follows: Preliminary Design Services: $2,000 Final Design Services: $3,500 Bidding Services: $400 Reimbursable Expenses: $180 Total $6,080 Contract If this proposal is acceptable to the City, we will prepare an Agreement Extension to our existing contract with the City to perform this work. I welcome any questions you may have. You can reach me at (651) 604-4861. I look forward to working with you on this project. Sincerely, Bonestroo, Rosene, Anderlik & Associates, Inc. ~~ Stuart M. Krahn, R.L.A. Project Manager · St. Paul, St. Cloud, Rochester, Willmar, MN · Milwaukee, WI · Chicago, IL Affirmative Action/Equal Opportunity Employer and Employee Owned