HomeMy WebLinkAbout05(D) - Approve Consultant Pool Work Order – Ponds and Memorial Park Improvements ReportPage 1 of 2
Public Works Consultant Pool Work Order
Design and Construction Administration – Ponds & Memorial Park Improvements
HKGi
This work order (“Work Order”) is issued on this 16th day of February, 2021 by the City of Prior
Lake (“City”) pursuant to the Public Works Consultant Pool – Master Agreement dated April 20,
2020 (“Contract”) between the City and HKGi (“Consultant”).
Based on the mutual promises and covenants set forth herein, the sufficiency of which are hereby
acknowledged, the City and Consultant agree as follows:
1. Scope of Work Order. Consultant agrees to provide, perform and complete all the services
requested by the City in this Work Order and attached Exhibit 1 (“Work”), which Work shall be
subject to the terms and conditions of this Work Order and the Contract.
2. Term of Work Order. All Work requested by this Work Order shall be completed by August
31, 2021.
3. Compensation for Work Order. City agrees to pay the Consultant a fixed sum of $58,600
as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated Paul Paige, RLA to manage the
Work Order subject to the supervision of Consultant’s representative.
ISSUED BY CITY OF PRIOR LAKE
________________________________
City Manager
RECEIVED AND ACCEPTED BY
CONSULTANT
By:
Its:
Page 2 of 2
Exhibit 1 – Scope of Work Order
PLEASE SEE ATTACHMENT
2021 Ponds Park and Memorial Field Improvements 1
Creating Places that Enrich People’s Lives
February 3, 2021
Andy Brotzler, PE
Public Works Director/City Engineer
City of Prior Lake
17073 Adelmann Street SE
Prior Lake, MN 55372
RE: 2021 Ponds and Memorial Field Improvement Projects
Dear Andy,
HKGi is pleased to submit the following design services proposal to support the City in the
continued development and revitalization of the Prior Lake park system. For the 2021 CIP park
improvement projects at Ponds Park and Memorial Ballfield, HKGi proposes to lead a design
process from preliminary design and construction document preparation to bidding and
recommending a qualified bidder to administering the construction process. This approach will
ensure that the design decisions made through the process are carried into the details of the
construction. Our team includes a qualified testing contractor for materials testing during
construction and a .
Project scope(s):
Ponds Park Athletic Complex ‐ The Ponds Park improvements will include a design process that
evaluates the current condition of the fencing, dugouts, and spectator areas at the center of
the (4) wheel fields within the athletic complex and will include the review of the connecting
trails from the core project area to adjacent parking areas. Primary considerations will include
the review of accessibility and the fencing and backstop effectiveness of how well the current
design is working to contain foul balls. Recommendations will be developed based on the
analysis findings, staff input, stakeholder input, and the related available funding. Concepts
will be developed that integrate the input from staff and stakeholders.
Memorial Field Netting/Fencing – The project includes the review of the existing fencing
condition in the outfield at Memorial Field. Recommendations will be developed to enhance
ball containment within the ballfield. Options to be explored include supplemental netting
systems , higher fencing, or the combination of both. Care will also be taken to understand the
potential impacts of the recommendations on the playability of the field including home run
distances, batters eye, and scoreboard protection.
Exhibit 1
2021 Ponds Park and Memorial Field Improvements 2
For both projects, preliminary and final cost estimates will be developed to verify the design
costs align with previous conceptual estimates and available funding. We propose to
accomplish the projects with the following three phases with related tasks:
I. Preliminary Design Phase (Feb – Mar 2021)
Based on input and the related agreed upon refinements to the recently completed
Concept Design, the HKGi Team will further refine the design for the proposed features.
Final Design tasks will include developing a detailed site plan with enlarged plans to identify
locations, materials, and construction systems of proposed elements, related construction
details, materials selections, grading and drainage concepts, and planting concepts
necessary to implement the approved design. The following tasks will be completed during
the Preliminary Design phase of the work:
1. Conduct initial Stakeholder input user groups of each park ((2) virtual meetings)
2. Develop (2) conceptual alternatives for each of the project areas within the parks.
Alternatives will include a range of design options for fencing, netting, backstops, trail
alignments, and potentially the review of alternative field sizes and locations of home
plate for (1) or more of the existing fields.
3. Review alternatives with City staff (virtual meeting)
4. Updated with staff input to a preferred recommendation for each park.
5. Develop preliminary cost analysis of the preferred recommendation for each park.
6. Review with City staff (if required) and stakeholder group representatives (virtual
meeting).
II. Final Design Phase (April ‐ May 2021)
Based on input and the related agreed upon refinements to the recently completed
Concept Design, the HKGi Team will further refine the design for the proposed features. For
Ponds Park, the Final Design tasks will include developing a detailed site plan, materials,
and construction systems of proposed elements, related construction details, materials
selections, and restoration specifications necessary to implement the approved design. The
following tasks will be completed during the Final Design phase of the work:
7. Prepare general and technical specifications
8. Update preliminary cost estimate
9. Develop a draft construction document set to include the following:
i. Summary of Quantities Worksheet and Bid Form
ii. Site Materials Plan
iii. Grading and Erosion Control Plan
iv. Site Restoration Plan
v. Site Details
vi. Construction Details
vii. Technical specifications
viii. Final cost estimate
a. Review the draft construction document progress set and updated cost
2021 Ponds Park and Memorial Field Improvements 3
estimates with staff (virtual meeting)
b. Update construction documents based on comments received.
c. Prepare final bid documents, including plans, specifications, summary of
quantities, and final cost estimate.
III. Bidding Support and Construction Administration Phase (May 2021 – Aug 2021)
Note: The Memorial Field improvements are assumed to utilize a quoting process that
will only require the solicitation of quotes from qualified installers. HKGi will still
oversee the review of shop drawings and the administration of the project with the
selected installer.
For the Ponds Park project, the HKGi team will lead the bidding and construction
administration needs associated with the project including the following tasks:
1. Coordinate the publishing of the ad for bid and post bid documents online via
Quest CDN.
2. Respond to bidders’ questions and issue addendum if required.
3. Attend bid opening, develop the tabulation of bids, and the recommendation of a
qualified bidder.
4. Coordinate the agreements and notice to proceed with selected Contractor
5. Provide construction observation at key project intervals (3 trips assumed)
6. Review and approve submittals, shop drawings, mockups related to project design
elements.
7. Coordinate required site materials testing.
8. Prepare any necessary RFI and change orders.
9. Review pay requests and recommend payment amounts to the City.
10. Prepare preliminary punch list.
11. Prepare final punch list and facilitate the development of project closeout documents.
Project Assumptions:
1. Project budgets identified in the 2021 CIP are approximately
$400,000 for Ponds Park and $90,000 for Memorial Field.
2. Civil, Survey, Structural, Electrical and Mechanical engineering will
not be required as part of the design of the project elements, and
if deemed necessary will be considered an additional service.
3. The Ponds Park project will be bid once as one package. Additional
bidding will be coordinated if deemed necessary on an hourly basis.
4. The Memorial Park project is anticipated to use a quoting process
with selected qualified vendors and will not need to be formally
advertised and bid.
5. Site survey and Irrigation design tasks are not assumed to be
included. Existing available base map information will be utilized for
the design.
6. Soil borings and/or soil corrections related design and engineering
are not included in the described scope of work. If deemed
necessary, the tasks and related time will be reviewed and pre‐
approved by staff prior to work.
2021 Ponds Park and Memorial Field Improvements 4
7. No stormwater impacts and no watershed permit required.
8. Additional meetings or engagement (Public meetings, public
outreach, additional staff design meetings) will be pre‐ approved by
staff and tracked and billed hourly in addition to the proposed base
fee – if required.
PROFESSIONAL FEES
Professional fees related to the above defined scope of work include all expenses and will be
billed hourly commensurate with the work completed to date. Fee breakdown per phase of
work is as follows:
Phase of Work
Preliminary Design and Stakeholder Input $11,500
Final Design and Construction Documents $25,300
Bidding Support and Construction Administration $11,100
Design Contingency (for soil borings or other design tasks if needed) $7,500
Materials Testing $3,200
Total Proposed Base Professional Fee $58,600*
*inclusive of expenses related to mileage and printing
We look forward to the opportunity of continuing to help the City of Prior Lake with such
important community projects. Please call or email if you have any additional questions or
need additional information. I can be reached at paul@hkgi.com or 612.940.5285.
Sincerely,
Paul Paige, RLA
President
HKGi