HomeMy WebLinkAbout15.B.6. Design Serices and Construction Documents for the Youth Baseball Fields in Tahpah
15:/3J.b.
CITY OF SHAKOPEE
MEMORANDUM CONSENT
To: Mayor and City Council
Mark McNeill, City Administrator
From: Mark McQuillan, Natural Resource Director
Mark Themig, Facilities and Recreation Director
Subject: Authorization to Hire Ingraham & Associates to Provide Design Services
and Construction Documents for the Youth Baseball Fields in Tahpah
Park
Date: August 6,2003
INTRODUCTION
The City Council is asked to authorize the appropriate City officials to enter into an
agreement with Ingraham & Associates to provide design services and construction
documents for youth baseball fields in Tahpah Park.
BACKGROUND
The Parks Capital Improvement Program identifies $140,000 to design and develop two
youth baseball fields in Tahpah Park for 2004. The funds for the improvements would be
financed entirely from the Shakopee Youth Baseball Association. With the City Council's
approval, the representatives of the Shakopee Youth Baseball Association would like to
begin work (grading & seed) on the fields this fall.
In order for work to proceed, plans and specifications are needed to make sure the fields
are properly constructed. The City's Engineering Department suggested hiring a
consultant to supply the plans. They have far too many projects to do and they typically
don't design park facilities.
The Association has agreed to pay 75% of the costs for the design work if the City would
assist them with the solicitation (RFPs) and selection. The City's share would come out
of the Park Planning account in the Natural Resources Budget.
The Association intends to phase construction of the fields over a two-year period. Any
construction work $50,000 or greater will be administered by City officials through a
bidding process consistent with State Bidding Laws. Some aspects of the project could
be done by volunteers such as installing dugouts, foul poles or netting.
REQUEST FOR PROPOSALS (RFP)
Staff received four proposals from park planners. They are: Ingraham and Associates,
Loucks Associates, Brauer & Associates and Hansen, Thorp, Pellinen and Olson, Inc.
All four companies are qualified planners and equipped to handle this project. The fees
for services are as follows:
1. Ingraham & Associates submitted a proposal for $6,100.00 plus mileage and
miscellaneous expenses.
2. Loucks Associates submitted a proposal for $13,100.00 plus mileage and
miscellaneous expenses.
3. Brauer & Associates sLlbmitted a proposal for $12,375.00 plus mileage and
miscellaneous expenses.
4. Hansen, Thorp, Pellinen and Olson, Inc submitted a proposal for $19,500.00 plus
mileage and miscellaneous expenses.
ALTERNATIVES
1. Enter into an Agreement with Ingraham & Associates to provide design services
for the youth baseball fields in Tahpah Park.
2. Enter into an Agreement with Loucks & Associates to provide design services for
the youth baseball fields in Tahpah Park.
3. Enter into an Agreement with Brauer & Associates to provide design services for
the youth baseball fields in Tahpah Park.
4. Enter into an Agreement with Hansen, Thorp, Pellinen and Olson, Inc to provide
design services for the youth baseball fields in Tahpah Park.
5. Table for Further information
RECOMMENDATION
Staff is recommending Alternative #1.
ACTION REQUESTED
If Council cohcurs with staff's recommendation, it should, by motion, move to authorize
the appropriate City officials to enter into an agreement with Ingraham & Associates to
provide Design services and Construction Documents for the youth baseball fields in
Tahpah Park.