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HomeMy WebLinkAbout13.C.1. 2011 Park Projects Design ServicesCITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Parks, Recreation & Natural Resources Director Meeting Date: February 1, 2011 Subject: Selection of 2011 Park Projects Design Firm INTRODUCTION City Council is asked to authorize appropriate city officials to enter into agreement with Bonestroo for final design and construction documents for the 2011 Park Projects. BACKGROUND On December 20, 2010 the City Council authorized staff to issue a Request For Proposal (RFP) for the 2011 park projects final design and construction documents. The park projects include development of the final design and construction documents for Greenfield East/Park Meadows Park and concept plans for Riverside Fields /Riverside Bluffs. Construction of Greenfield East/Park Meadow Park will be completed in 2011 and the installation of a playground at a minimum will be completed at Riverside Fields /Riverside Bluffs Park in 2011. We issued the RFP on December 21, 2010 (Attachment A). The RFP asked that firms submit proposals for the following services: 1. Use the concept plan as a guide to develop final plans for the Greenfield East/Park Meadows Park. 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. Develop at least three concept plans for the Riverside Fields /Riverside Bluffs Park using the same bullet points as listed in item no. 2 and determine placement of the playground. 4. 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. 5. Provide the City with final plans, construction documents and cost estimates for the Greenfield East/Park Meadows Park. As noted previously, the final plans should provide the City the opportunity to phase construction of the project over several years, if so desired. Fourteen design firms submitted proposals. The proposals ranged from $23,400 to $62,500. After the initial review the proposals were narrowed down to seven that underwent further review. 3 The proposals were reviewed by Sherry Dvorak and Jamie Polley. Sherry will be assisting on the 2011 Park Projects to gain experience in park development. We ranked the firms based on the following criteria: • Experience, resources and qualifications in park planning and design • Proposer's understanding of the project • Experience with similar projects • Ability to meet project requirements and services Although the proposed fee was important, we felt that the fee was only 25% of the overall ranking. We wanted to ensure that we selected the firm that could truly provide the best service to the city for this project. DISCUSSION Evaluation Recommendation There were a number of excellent proposals submitted. After ranking the firms, there was clear consensus that Bonestroo had the best understanding of the project, unique ideas to the design approach, is a multidisciplinary firm and would provide the best service to the City. As you can see, Bonestroo's rate is not the lowest. We believe that Bonestroo's abilities and past experience exceed those of other proposers that have both lower and higher fees. The City of Shakopee was worked with Bonestroo in the past and has been very satisfied with their services. Bonestroo designed and administered the construction of Huber Park. BUDGET IMPACT The CIP provides $675,000 for the development of each park. Of this amount, we estimated $100,000 for design and project administration services including permit fees. At this time the City is seeking to fund the design services. Construction administration will be determined as we move closer to construction. The need for construction administration depends on the work load of the City's engineering department. Bonestroo has provided the City with an hourly cost for construction administration if the services are desired. The Park Reserve Fund balance is currently $1.744 million. RECOMMENDATION I am recommending that the city enter into agreement with Bonestroo for final design and construction documents for the 2011 Park Projects. We believe that they will provide the best service for the city in developing a quality design that will maximize the potential for both Greenfield East/Park Meadows Park and Riverside Fields /Riverside Bluffs Park. The timeline proposed in the RFP is aggressive. Bonestroo has indicated that they can meet the timeline in order for construction to begin on the Greenfield East/Park Meadows Park in early June of 2011. REQUESTED ACTION If City Council concurs, move to authorize appropriate city officials to enter into agreement with Bonestroo for final design and construction documents for the 2011 Park Projects. Jamie Polley Parks, Recreation & Natural Resources Director CITY OF SHAKOPEE REQUEST FOR PROPOSALS FINAL DESIGN /CONSTRUCTION DOCUMENTS FOR 2011 PARK PROJECTS SHAKOPEE ATTACHMENT A CONS= .411W F ID._ 924CE 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 Proiect Background The City of Shakopee is requesting proposals from qualified park designers to do final design and develop plans and construction documents for one park project (Greenfield East/Park Meadows Park -GEPM) and to develop a concept design for one park project (Riverside Fields /Riverside Bluffs Park - RFRB). 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 the Greenfield East/Park Meadows Park. The City is seeking proposals for final design and to 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 a concept design, with playground installation and limited other improvements during 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 the Greenfield East/Park Meadows Park. 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. Develop at least three concept plans for the Riverside Fields /Riverside Bluffs Park using the same bullet points as listed in item no. 2 and determine placement of the playground. 4. 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. 3 5. Provide the City with final plans, construction documents and cost estimates for the Greenfield East/Park Meadows Park. As noted previously, the final plans should provide the City the opportunity to phase construction of the project over several years, if so desired. 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 concept 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. Concept plans 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 Feb. 1 Feb. 2 -Mar Mar. 7 -Mar Mar. 28 Apr. 8 Apr. 19 Apr. 28 May 24 June 7 June 8 June 9 Project Schedule Selection of designer and City Council authorization to enter into contract for design services . 4 Develop final design plan concepts (3) and cost estimates (GEPM) /plan concepts (3) (RFRB) . 18 Meet with residents to present final design /plan concepts and incorporate comments into final design /plan concepts Present final design /plan concepts to the Parks and Recreation Advisory Board Complete final designs /plans and cost estimates Present final design /plans to City Council for approval and authorization to bid project Advertise for bids Bid Opening Award construction contract Pre - construction meeting Construction begins (upon completion of required documentation) 4 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. 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. 5 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. 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. Reauired 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. 6 SERVICES COST (HOURLY RATE AND NOT TO EXCEED AMOUNT) COMMENTS . Three refined plans for each park and cost estimates (GEPM only) 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 (GEPM only). Meetings with residents, the Parks and Recreation Advisory Board, and City Council to present the proposed plans and incorporate their feedback. (Estimate 4, 1 to 2 -hour meetings.) Final plans, construction documents and cost estimates for GEPM. Final concept plans for RFRB. 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) 3.C.. I. �C1d� N-tuns Park Design Evaluation Guide Item Weight Experiences, resources, and qualifications 25% • Project Manager • Architect • Landscape Architectural • Overall Team Expertise Proposer's understanding of the project 15% • Focus on park layout and amenity placement • Understanding the amenities and uses of an Active Use park • Three concept plans • Community involvement • Assist with permit applications Experience with similar projects 20% • Active Use neighborhood park • Ball diamonds and athletic fields • Hockey rinks and warming houses • Playgrounds Ability to meet project requirement and services 15% • Overall ability to provide a quality product • Did they discuss the timeline? Are there concerns? Have they proposed an alternative timeline that may better reflect the scope of the project? • Are there concerns that they have expressed about the scope of services being asked for the project? Fees 25% • Low to High 25% 15% 15% Firm Project 20% Project Meet Project 25% Firm Experience Understanding Experience Requirements Price Civil Site Group $ 23,400.00 15 0 0 0 25 40 Solution Blue $ 25,887.50 17 10 17 12 23 79 Larson $ 38,225.00 18 13 16 12 21 80 Bonestroo $ 42,940.00 24 14 18 13 19 88 TKDA $ 43,225.00 20 8 18 8 17 71 Yaggy $ 44,200.00 19 14 15 13 15 76 SRF $ 44,500.00 22 15 17 13 13 80 MFRA $ 45,630.00 11 HKGI $ 46,225.00 9 Close $ 46,950.00 7 Sander Wacker & Bergly $ 48,250.00 5 Van der Zalm $ 48,734.20 3 Brauer $ 53,150.00 1 Loucks $ 62,500.00 0