HomeMy WebLinkAbout05(E) - Approve Consultant Pool Work Order – Ponds Park Phase 2 ImprovementsCity of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372
CITY COUNCIL AGENDA REPORT ITEM: 5E
MEETING DATE: February 27, 2024
PREPARED BY: Steve Hart, Parks and Recreation Manager PRESENTED BY: Andy Brotzler, Public Works Director/City Engineer
AGENDA ITEM: Resolution Approving Consultant Pool Work Order – Ponds Park Phase 2 Improvements
RECOMMENDED ACTION: Adopt a resolution approving a consultant pool work order for design and construction
administration services for the Ponds Park Phase 2 Improvements.
BACKGROUND: HKGi (a member of the consultant pool) has provided a proposal for design and construction administration for the improvements needed at Ponds Park. The proposed work would continue the renovation of the pinwheel (fields 3-6) in the park that began in 2023 with phase 1. This work is recommended to address accessibility and safety throughout the park by realigning the fields to better manage foul balls and increase spectator space, creating a better user experience at
one of the city’s busiest parks. Design would take place in 2024, with construction planned for 2025.
The total proposed Work Order amount is $111,150 and includes the following work items and schedule: •Preliminary and Final Design (March through November 2024) – includes preparing general
and technical specifications, updating cost estimates, and developing draft constructiondocuments• Bidding Support and Construction Admin (January through November 2025) – includes all
aspects of bidding support and construction administration for the project
FINANCIAL IMPACT: The 2025 Revolving Park Equipment Fund includes $1,000,000 for the improvements at Ponds Park. The $111,150 proposed Work Order charges will be paid from that $1,000,000.
ALTERNATIVES: 1.Motion and second as part of the consent agenda to adopt a resolution approving aconsultant work order for design and construction administration services for Ponds andMemorial Park Improvements.2.Motion and second to remove this item from the consent agenda for further discussion.
ATTACHMENTS:
1. Resolution2.HKgi – Work Order
4646 Dakota Street SE Prior Lake, MN 55372
RESOLUTION 24- A RESOLUTION APPROVING A CONSULTANT WORK ORDER FOR DESIGN AND CONSTRUCTION ADMINISTRATION SERVICES FOR PONDS PARK PHASE 2 IMPROVEMENTS Motion By: Second By: WHEREAS, City staff has recommended improvements at Ponds Park to address satefy
and accessibility deficiencies at fields 5 and 6; and WHEREAS, addressing these deficiencies will help minimize the possibility of injury or
property damage; and WHEREAS, HKGi is a trusted industry leader in park and landscape design, and is a member of the City’s professional services consultant pool. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Council approves a consultant work order with HKGi in the amount of $111,150 for
design and construction administration services for the Ponds Park Phase 2 Improvements.
3. The 2025 Revolving Park Equipment Fund (Fund 430) includes funding for these improvements.
Passed and adopted by the Prior Lake City Council this 27th day of February 2024. VOTE Briggs Thompson Burkart Braid Churchill
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Jason Wedel, City Manager
Page 1 of 2
Public Works Consultant Pool Work Order
Ponds Park Phase II Design & CA Services Proposal
HKGi
This work order (“Work Order”) is issued on this 27th day of February 2024 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 in
accordance with the project schedule established by the City Engineer.
3. Compensation for Work Order. City agrees to pay the Consultant a proposed sum up to
111,150 as full and complete payment for the Work requested by this Work Order.
4. Consultant Representative. Consultant has designated Paul Paige to manage the Work
Order subject to the supervision of Consultant’s representative.
ISSUED BY CITY OF PRIOR LAKE
Mayor
City Manager
RECEIVED AND ACCEPTED BY HKGi
Signature
Title
Page 2 of 2
Exhibit 1 – Scope of Work Order
800 Washington Avenue North, Suite 103
Minneapolis, Minnesota 55401
February 7, 2024
Andy Brotzler, PE
Public Works Director/City Engineer
City of Prior Lake
17073 Adelmann Street SE
Prior Lake, MN 55372
RE: PONDS PARK PHASE II DESIGN & CA SERVICES PROPOSAL
Dear Andy,
HKGi is pleased to submit the following design services proposal to support the City in the next
phase of implementation at Ponds Park. HKGi will lead the project process from construction
document preparation, bidding and recommending a qualified bidder. We will also facilitate the
construction administration for the project. This approach will ensure that the original design
intent for the park is carried into the details of the construction. Our team again includes
support from Bolton and Menk for civil engineering and construction staking tasks.
Our team will utilize the approved park concept design and related cost estimate as the starting
point for this scope of work. We will refine the phase II design and develop detailed plans and
specifications to depict the location and specifications for the improvements. Preliminary and
final cost estimates will be developed to verify the design costs align with previous conceptual
estimates.
Assumptions for the core scope of work include:
Support of the application for grant funding (Outdoor Rec Program)
Develop preliminary and final plans with related costs for the following:
Align fields 5 & 6 (S half of wheel) to match the new alignment of fields 3 & 4 (N half of
wheel).
Improve park accessibility and connectivity by assessing/updating trails
Replace field fencing, backstops, and dugouts to match phase I.
Addition of shade/shelter in center of field wheel (possibly restrooms)
Irrigation updates as needed
We propose to accomplish the project with the following three phases with related tasks:
I. Preliminary Design Phase and Grant Support (March 2024)
Based on input and the related agreed upon refinements to the approved Concept Design, the
HKGi Team will further refine the design for the proposed phase two features. Design tasks will
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include developing a preliminary site plan with enlarged plans to identify locations, materials,
and construction systems of proposed elements, related construction details, materials
selections, grading and drainage concepts, limit of trail improvements, and evaluation of sewer
and water availability to potentially support the addition of restrooms as part of the project. The
following tasks will be completed during the Preliminary phase of the work:
1. Prepare draft site plan illustrating the relocated fields and the new proposed supporting
facilities – dugouts, new fencing, spectator shade, picnic pavilion, potential restrooms.
2. Review the viability and related costs for the extension of sewer and water to the project
area.
3. Update preliminary cost estimate to support the updated site plan and review with staff.
4. Refine and adjust as needed based on input and develop exhibits to supplement the
DNR grant application.
5. Collaborate with staff to complete and submit the Outdoor Rec Grant application – due
date April 1, 2024.
II. Final Design Phase (Aug 2024-Dec 2024)
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 Final Design
phase of the work:
1. Prepare general and technical specifications
2. Update preliminary cost estimate – draft bid form
3. Develop a draft construction document set to include the following:
Summary of Quantities Worksheet and Bid Form
Site Materials Plan
Grading and Erosion Control Plan
Seeding and Site Restoration Plan
Site and Detail Sections and Elevations
Construction Details
Technical specifications
Final cost estimate
4. Review the draft construction document progress set and updated cost estimates with
staff.
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5. Update construction documents based on comments received.
6. Prepare final bid documents, including plans, specifications, summary of quantities, and
final cost estimate.
III. Bidding Support and Construction Administration Phase (Feb 2025 – Aug 2025)
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 virtual 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 (6 trips assumed)
6. Establish staking for primary park design components
7. Review and approve submittals, shop drawings, mockups related to project design
elements
8. Coordinate required site materials testing
9. Prepare any necessary RFI and change orders.
10. Review pay requests and recommend payment amounts to the City
11. Prepare preliminary punch list and coordinate with General Contractor on required
corrections
12. Prepare final punch list and facilitate the development of project closeout documents
Project Assumptions:
Architectural, 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. Structural engineering is anticipated to be limited to the review of the foundation
design for the pavilion.
The project will be bid as one package and will be bid once. Additional bidding will be
coordinated if deemed necessary on an hourly basis.
Stormwater will be City reviewed – no watershed permit required.
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Additional meetings (Public meetings, additional staff design meetings, site visits) will be
pre- approved by staff and tracked and billed hourly in addition to the proposed base fee
if required.
Additional Soil Borings if required to be additional. It is assumed that the borings from
Phase 1 will suffice for this project.
PROFESSIONAL FEES
Professional fees related to the above-defined scope of work include all expenses and will be
billed commensurate with the work completed to date. Fee breakdown per phase of work is as
follows:
PHASE OF WORK TOTAL
Preliminary Design and Grant Support .................... $14,100
Final Design and Engineering ................................. $29,300
Bidding ...................................................................... $4,700
Construction Administration
Site visits, Pay apps, Management) ........................... $20,100
Construction Staking ...................................... $7,900
Materials Testing ............................................ $4,200
Design Contingency ....................................... $5,000
Total Proposed Base Professional Fee ................... $85,300*
no restrooms – open pavilion only)
POTENTIAL ADDITIONAL TASKS
IF RESTROOM BUILDING INCLUDED** TOTAL
Final Design, Engineering and Vendor Coord ......... $10,100
Construction Staking and Administration
building and sewer/water related) ................................. $7,250
Testing and Shop Drawings....................................... $8,500
Total Proposed Base Professional Fee .................... $111,150
including restrooms with pavilion)
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inclusive of expenses related to mileage and printing
Additional engineering, testing, and staking related to restroom building program pending feasibility
analysis as part of Preliminary Design, and the review of available funding.
We look forward to the opportunity of continuing to help the City of Prior Lake with such an
important community project. 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, PLA
President
HKGi
Kevin Clarke
Project Manager
HKGi