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HomeMy WebLinkAbout13.B.1. Authorization to Issue Request for Proposals for 2011 Park Design ServicesCITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Director of Parks, Recreation & Natural Resources Meeting Date: December 20, 2010 Subject: Authorization to Issue Request for Proposals for 2011 Park Design Services INTRODUCTION City Council is asked to authorize staff to issue proposals for detailed design and construction documents for the 2011 park projects. BACKGROUND On August 30, 2010 the City Council voted to transfer $1,350,000 into the Park Reserve Fund to construct two long awaited parks; Greenfield East/ Park Meadows and Riverside Fields /Riverside Bluffs Park. Greenfield East /Park Meadows Park is a 13 acre park and will be constructed in its entirety. Riverside Bluffs /Riverside Fields Park will be constructed in phases and is anticipated to be 8 -10 acre. At this time the City currently owns half of the anticipated park property. Both parks are scheduled to be "Active Use" parks similar to Westminster Park. The exact amenities will be determined during the design process. DISCUSSION Much of the design of the previous city parks was done using the City's Landscape Architect. The City's Engineering Department also considered trying to design the parks however with many large projects planned for 2011 they are unable to fit this work into their schedule with the staff they have. Therefore with the vacancy of the Landscape Architect position and Engineering's project load it is necessary that the City seek proposals for the design and construction documentation portion of the park projects. Staff is recommending that the design of both parks be completed in 2011 along with construction of the Greenfield East/Park Meadows Park. It is anticipated that a playground will be installed in 2011 in the Riverside Bluffs /Riverside Fields Park with the remaining park to be constructed in phases. If Council approves of issuing an RFP staff will work with the consultants to guide the final plan. It is anticipated that the design process would warrant some public involvement. BUDGET IMPACT Funding would come from the Park Reserve fund, which currently has approximately $1.7 million. It is anticipated that design services would be about 17 % -20% of the total project costs. RELATIONSHIP TO VISION A. Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles. REQUESTED ACTION Offer a motion to approve City officials to issue a Request For Proposals for the 2011 park design services. C.0 Jarr;jje Polley Director of Parks, Recreation & Natural Resources CITY OF SHAKOPEE REQUEST FOR PROPOSALS FINAL DESIGN /CONSTRUCTION DOCUMENTS FOR 2011 PARK PROJECTS 1 Si 'OMMUNF[ ' PR[1?E. SINCE: 1W57 CITY OF SHAKOPEE PARK, RECREATION & NATURAL RESOURCES DEPARTMENT 1255 Fuller Street Shakopee, MN 55379 (952) 233 -9500 2011 PARK PROJECT FINAL DESIGN REQUEST FOR PROPOSALS Project Background The City of Shakopee is requesting proposals from qualified park designers to do final design and develop plans and construction documents for two park projects; Greenfield East/Park Meadows Park and Riverside Fields /Riverside Bluffs Park. Greenfields East/Park Meadows Park is a 13 acre park located at 3100 Thrush Street just to the east of Independence Avenue. The Riverside Fields /Riverside Bluffs Park is anticipated to be an 8- 10 acre park and is located at 7800 Crossings Blvd north of CR 16. Both Parks are within new developments and the land is undeveloped but rough graded. The park parcels were dedicated by the developers as part of their park dedication requirement in 2005. The residents within the two developments have been waiting for these parks for five years now. Both parks are preliminarily planned as "Active Use" parks with ball fields, hockey /skating (with lighting), playground, warming /restroom building and parking. Final amenities and design will be guided by staff and resident input during the design process. At this time the City has budgeted approximately $550,000 for the construction of each park. The City is seeking proposals for final designs and develop plans and construction documents for Greenfield East/Park Meadows to be constructed in 2011. For the Riverside Fields /Riverside Bluffs Park the City is seeking proposals for final design and playground installation for 2011. The entire park will be constructed when the City obtains the final parcel. At this time the City owns half of the anticipated park land. Scope of Services to be Provided The selected firm will be expected to: 1. Use the concept plan as a guide to develop final plans for these parks. 2. Develop at least three refined plans and cost estimates that show conceptually how the entire park area can be developed to its full potential. This includes design considerations such as: • How the site can be designed to meet all accessibility standards. • Where the parking area will be located and how the parking area can most effectively serve the park. • What type of landscaping and beautification can be achieved. • Where the restroom building and playground should be located, and what options could be considered for play equipment. The final design should include specifications for commercial play equipment and final design for the restroom building. (The restroom building may or may not be constructed with the park). • How the plan can be phased in over several years, if desired by the City, including the advantages and disadvantages of phasing the project. 3. Meet with residents, the Parks and Recreation Advisory Board, and City Council to discuss components of the final plan, present options, and incorporate their feedback. 4. Provide the City with final plans, construction documents (Greenfield East /Park Meadows Park Only), and cost estimates. As noted previously, the final plans should provide the City the opportunity to phase construction of the project over several years, if so desired. 2 Other Considerations • Greenfield East/Park Meadows Park contains a watermain that traverses the park north and south and a storm sewer line that connects the infiltration system located in the southwest corner of the park. The infiltration system, watermain and storm sewer pipes should be considered in amenity placement on the final design work. • A Gas Pipeline Easement and Drainage and Utility Easement traverse North and South across the Riverside Fields /Riverside Bluffs Park. The easements are located along the west side of the current City owned park parcel and located down the middle of the future full park area. There is also a Drainage and Utility Easement traversing East to West along the southern border of the currently City owned park parcel. The easements should be considered in amenity placement on the final design work. • The Spring Lake /Prior Lake Outlet Channel currently separates the two parcels planned to make up the entire Riverside Fields /Riverside Bluffs Park. It is anticipated that the developer currently owning the westerly half of the park parcel will relocate the channel at the time of development. Final Design should include at least one option leaving the outlet channel in its current location. • Existing trails within the parks should be incorporated into the final design work. • The construction bid drawings (architectural, civil, structural, landscaping, mechanical, electrical and furniture) will be CAD or compatible software. Specifications will be created in Microsoft Word 2007©, and delivered to City on a CD. The detail books are to be converted to PDF format and delivered to City on a CD. A copy of the CAD file(s) on CD shall be provided to the City at the time of bidding. The cost of providing the plans via CAD, Microsoft Word 2007© and PDF format should be reflected in your proposal. Estimated Project Schedule Feb. 1 Selection of designer and City Council authorization to enter into contract for design services Feb. 2 -Mar. 4 Develop final plan concepts (3) and cost estimates Mar. 7 -Mar. 18 Meet with residents to present final plan concepts and incorporate comments into final design concepts Mar. 28 Present final plan concepts to the Parks and Recreation Advisory Board Apr. 8 Complete final plans and cost estimates Apr. 19 Present final plans to City Council for approval and authorization to bid project Apr. 28 Advertise for bids May 24 Bid Opening June 7 Award construction contract June 8 Pre - construction meeting June 9 Construction begins (upon completion of required documentation) Pre - Proposal Meeting The City will hold a pre - proposal meeting at 10:00 a.m., Monday, January 10 at Shakopee City Hall, 129 South Holmes Street. At this meeting, we will have an opportunity to answer your questions about the project. Attendance at this meeting is highly encouraged but is not mandatory. 3 Submission Procedures 1. Proposals must be submitted with the following information: A. An overview of your firm and information that details how you would approach this project. B. List of key personnel expected to work on the project by discipline. Please indicate who would be responsible for what areas. Include resumes or an overview of each personnel's credentials. C. A list and description of comparable projects. D. References. E. The completed City of Shakopee proposal sheet (attached). 2. Proposals are due by 4:30 p.m., January, 20. 3. Submit to: Shakopee Parks and Recreation 1255 Fuller Street South Shakopee, Minnesota 55379 (Faxed proposals will not be accepted.) 4. The proposal must include an original and one (1) paper copy of the proposal, as well as one electronic version, preferably in PDF format. The first page of the original must have the original signature of the officer who will be accountable for all representations. Both paper copies shall have the attached City proposal sheet as a cover sheet for the proposal. 5. Unsigned proposals will be considered invalid. 6. Both copies should be sealed in a single envelope or box. The name, address, and firm should be clearly marked on the outside. 7. A proposal may be withdrawn on written request of the proposer prior to the proposal due date. Negligence of the proposer in preparing this proposal confers no right to withdraw the proposal after the proposal due date. Prior to opening, changes may be made, provided the change is initialed by the proposer or the proposer's agent. If the intent of the proposer is not clearly identifiable, the interpretation most advantageous to the City will prevail. Once submitted, a proposal becomes public property and will not be returned. 8. All information included in the submitted proposal will be classified in accordance with Minnesota statutes governing data practices. Evaluation and Selection 1. The City reserves the right to reject and /or award any and all proposals or parts thereof and to waive any formalities and technicalities according to the best interests of the City. 2. The City reserves the right to waive any minor irregularities in the proposal request process. 3. The City reserves the right to interview any or all proposers at its discretion. 4. The City will review proposals based on the following criteria: a) The experience, resources, and qualifications of the firm and individuals to be assigned to the project. b) The proposer's understanding of the scope of services requested. 4 c) Experience with similar projects. d) Ability to meet project requirement and services. e) Fees proposed for services. Execution of Contract The successful proposer shall, within ten (10) days after notification of the award, enter into a written contract acceptable to the City covering all matters and things as set forth in the proposal, including insurance acceptable to the City. The proposal submittal form, as submitted and signed by the successful proposer, shall become part of the contract. Any additional work to be performed, as mutually agreed upon by the City and the company, shall become a part of the contract. Unless it is specifically stated otherwise on the proposal, the contract will be entered into and payment made to the person or company that signs the proposal. This instruction to proposers, including the specifications, will constitute part of the contract between the City and the successful proposer. Required Insurance The firm selected shall provide a certificate of insurance showing proof of general liability and professional liability in the minimum amount of $2,000,000 per occurrence. The required insurance certificate must name City of Shakopee, its officials, agents, employees, and volunteers as additional insured's. Acceptance After the acceptance and award of the proposal, and upon receipt of a written purchase order executed by the proper officials of the City, this instruction to proposers, including the specifications, will constitute part of the legal contract between the City of Shakopee and the successful company. Questions Proposers may submit questions related to the specific project requirements and contents of proposal only in writing (preferably email) by 12:00 p.m. on Wednesday, January 12 to: Shakopee Parks and Recreation 1255 Fuller Street South Shakopee, Minnesota 55379 Or faxed to 952 - 233 -3831 Or emailed to parks @ci.shakopee.mn.us Written responses to all questions received on time will be emailed to all holders of the Request for Proposals by 12:00 p.m. on Friday, January 14, in the form of addenda. No oral questions will be entertained prior to or after the deadline for written questions specified above. Proposers shall rely only on the provisions of this Request for Proposals, the Pre - Proposal Conference, and written addenda in preparing their proposals. 5 SERVICES COST (HOURLY RATE AND NOT TO EXCEED AMOUNT) COMMENTS Three refined plans and cost estimates that show conceptually how the entire park area can be developed to its full potential. This includes design considerations outlined in the request for proposal document. Costs should include meetings with City staff and City representatives. Design options for landscaping and beautification. Meetings with residents, the Parks and Recreation Advisory Board, and City Council to present the proposed plan and incorporate their feedback. (Estimate 4, 1 to 2 -hour meetings.) Final plans, construction documents (Greenfield East/Park Meadows Park Only), and cost estimates. As noted in the request for proposal document, the final plan should provide the City the opportunity to phase construction of the project over several years, if so desired. CITY OF SHAKOPEE - PARKS AND RECREATION DEPARTMENT 2011 PARKS FINAL DESIGN PROJECT PROPOSAL SHEET Proposer Address Authorized Person/Title Authorized Signature Phone Fax Date Email SERVICES COST (HOURLY RATE AND NOT TO EXCEED AMOUNT) COMMENTS Design Surveying Permits and approvals (Please list any anticipated) MISCELLANEOUS COSTS Travel Deliveries (documents) Blue prints and /or digitals Other TOTAL PROJECT CITY OF SHAKOPEE - PARKS AND RECREATION DEPARTMENT 2011 PARKS FINAL DESIGN PROJECT PROPOSAL SHEET (Page 2)