HomeMy WebLinkAbout05-24-16 Worksession Packet 0
City of Oak Park Heights Worksession
Date: Tuesday, May 24, 2016 at 6:00 p.m.
Location: Oak Park Heights City Hall Conference Room
1. Call to Order
2, Council Goalsetting Discussion with Department Heads
3. Cover Park Improvements
4. Street Reconstruction Update
5. Possible Monument Signage Along STH 36/STH 95 (Mayor McComber)
6. St. Croix River Crossing Matter with MNDOT(Closed pursuant to Minn. Stat. 13D.05,
Subd. 3(b))
7. Adjourn
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Tu"'n
City of Oak Park Heights
14168 Oak Park Blvd. N •Box 2007•Oak Park Heights,MN 55082•Phone(651)439-4439.Fax(651)439-0574
5-20-16
MEMO r
TO: Mayor and City Coun ' Mem
FROM: Eric Johnson,City d ' 1s for
RE: May 24th, 2016—Work ses Eo .
There are a number of items scheduled for t w rk session to commence at 6 pm, below is a short highlight of
known elements:
1. Council Meeting with Departmein Heads
The Council desired to meet w4 Department heads to discuss various topics related to budgeting and
staffing. (No enclosure) II
2. Goal Setting Follow-up-Cover Park Shelter and Rink—Design Build Process and Proposal.
The Council discussed the possibility of implementing the Cover Park Improvements over the next 12-18
months. The immediate need is to discuss desired outcomes and a process relative to a Design Build and/or
a Design—Bid-Build. Please see the enclosed proposal I asked STANTEC to prepare that would be used to
facilitate the development of an RFP to select a construction firm that could implement a Design-Build process.
Lee Mann would be there to outline that process a bit further.
3. Street Reconstruction.
Staff would like to provide the Council with an update on the 2016 Street Reconstruction project with the City
of Stillwater and the related costs.Please see that action item and related data in the 5/24 City Council packet.
4. Mayor McComber would like to discuss the possibility of City monument signage along STH 36 /STH 95.
(No enclosure)
5. Closed Session—Related to the St. Croix River Crossing--Update from the City Attorney. (No enclosure)
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Stantec 2335 Highway 36 West,5t.Paul MN 55113-3819
April 14,2o16
File:1938o1828
Attention: Mr.Eric Johnson
City of Oak Park Heights
14168 Oak Park Boulevard
PO Box 2007
Oak Park Heights,MN 55082
Reference: Proposal-Cover Park Bid Package
Dear Eric,
Attached to this letter is a Scope of Services and Task Hour Budget Work Plan for Professional Services
between the City of Oak Park Heights and Stantec Consulting Services Inc.for providing a bid package for
various improvements for Cover Park. The improvements generally include a park shelter,replacement of
the existing dasher boards around the skating rink and rehabilitation and possible expansion of the parking
lot. The total estimated fee to provide the City with a package to solicit bids for this work is$22,365.
The proposed project tasks and estimated fees(hourly not to exceed)for each task are as follows:
Task 1-Site Survey $2,720
Task 2—Meetings $4,o68
Task 3—Site Plan/Grading Plan $3,286
Task 4—Specifications $5,078
Task 5—Bidding and Award $5713
Expenses $1,.-,00
Total Estimated Fee $22,365
This letter and the attached Labor Hours Cost Estimate represent the understanding between the City and
Stantec in respect to the Project and may only be modified in writing signed by both of us and is subject to
the current Master Services Agreement between the City and Stantec.
If this letter satisfactorily sets forth conditions of our Agreement,please sign in the space below and
return one copy to our office.Thank you for the opportunity to provide these services.
Design with community in mind
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April 14,2016
Mr.Eric Johnson
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Reference: Proposal-Cover Park Sid Package
CITY OF OAK PARK HEIGHTS
By
Print Name and Title
Date
If you have any questions, need additional information or wish to discuss this matter in greater detail,
please contact me.
Regards,
STANTEC CONSULTING SERVICES INC.
Lee M. Mann,P.E.
City Engineer
Phone:(651)604-4850
lee.mann@stantee.com
Attachments
c. file
[Design i�iit cC^—,r."F tin!}v it rninij
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City of Oak Paris Heights
Cover Park Bid Package-Scope of Services
April 14, 2016
Overview
This scope of services includes providing a bid package for proposed Cover Park improvements.
These improvements include a new park shelter with bathrooms and warming house, new
dasher boards around the existing skating rink and rehabilitation and possible expansion of the
existing parking lot. It is the City's intent to provide potential bidders with a site plan and a
performance specification for the proposed improvements as a basis for them to submit a bid
for the final design and construction of the improvements.
The following tasks would comprise the work needed to complete the bid package and assist
the City with bidding and awarding the project.
Task 1 -Site Survey
A site survey will be performed to identify the existing topography and geographic features for
the purpose of providing an accurate base map for the site plan and design information for the
bidders on the project.
Task 2-Meetings
There are four meetings included in the scope of this work; two initial meetings, one with staff
and one with the Parks Commission, and two meetings at the 95%complete stage, again, one
with staff and one with the Parks Commission. The purpose of these meetings is to determine
and coordinate the parameters, program, and specifications for the desired improvements so
that the bid package accurately reflects the product that the City desires for this project.
Task 3-Site Plan and Grading Plan
The site plan will be a high level configuration of the desired layout of the improvements
including:
• Park Shelter footprint
• Changes to rink configuration, if any
• Indication of dasher boards (heavy line around rink with notes)
• Parking lot preliminary design
A rough grading plan with a finish floor elevation of the park shelter would be provided, based
on one location of the shelter.
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�:y t
1
Tusk 4-Specifications
Stantec will prepare specifications for the park shelter, dasher boards and parking lot based on
the input from the initial meeting with staff and the Parks Commission. The specifications will
include a programming document that defines the park shelter requirements including but not
limited to:
Exterior materials and finishes; interior materials and finishes; access requirements for each space
within the park shelter; door and frame materials and finishes; window and frame materials and
finishes; plumbing fixture counts,, toilet partition and urinal screen requirements; sink, counter and
cabinet requirements;janitor closet requirements; roof framing system; roofing system materials
and requirements; electrical systems requirements; plumbing systems requirements; heating
systems requirements; dasher board footprint size and requirements; parking lot size with number
of spaces, curb and gutter requirements, striping requirements, and site restoration.
The project specifications will provide the standard of quality to support the programming
document defined above in lieu of preparing drawings that would include site plan, grading
plan, floor plan, elevations, sections, schedules, and details.
Task 5- Bidding and Award
Stantec will assist the City with soliciting bids for the project including:
• Package bid documents
• issue ad for bids
• Contact contractors at City's request
• Conduct one mandatory pre-bid meeting
• Answer contractor questions
• Issue addenda if/as necessary
• Attend the bid opening
• Review the bids
• Compile the tabulation of bids
• Recommend award of the project
Design Phase Services and Construction phase services and observation of these improvements
is not included in this scope of services.
Following is a breakdown of tasks, hours and not to exceed costs.
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PROJECT WORKPLAN(KEY TASKS/STAFFINGIBUDGET)
Cover Park Bid Package Lee Mann Project No.
City of Oak Park Heights Revised.: Reviewed by:
Personnel Total
Role/Responsibilityi '-tw? P 13.ve-, I'V G y Ree
cm: CA'C4 Hous
Personnel lnitlals: VM E,' mzcre.,, DPG�:.
Hourly Rates: SI39 11r0 5.- 11
I
Taskst Activities Hours I Hours Hours Hours Hours Hours Hours Hours I Hours Hours Hours
Site Survey Start date: End date: Total duration of this phase:
Field Survey 2 10 12
Boundary identification 6 6
Office coordination,final ma 4 4
0
SubTotal Hours 0 1 2 10 10 0 0 0 0 0 0 0 22
Sub Total Cost $0 1 $320 1 $1,130 $1,270 $0 so $o $o $o $o $0 $2,720
Project meetings Start date: End date Total duration of this phase:
Initial meeting with CiStaff 3 3 6
Initial meeting with Parks Commission 3 3 3 9
95%meeting with City Staff 3 3 6
95%meeting with Parks Commission 3 3 6
1 0
SubTota I Hours 12 12 0 0 1 3 1 0 0 0 0 0 0 27
Sub Total Cost $1,668 1 $1,920 $0 $0 1 $480__ $0 $0 1 $0 1 $0 $0 $0 $4,068
Site Plan and Gradin Plan Start date: End date. Total duration of this phase:
Site Plan 2 2 4
Park Shelter layout -_------ 4 4
Dasher Boards 2 2
Parking Lot Preliminary design 4 4
Grading plan 8 8
0
SubTotal Hours 2 6 0 1 0 1 2 12-7 0 1 0 -5,-- i 770 22
Sub Total Cost $278 $960 0 $0 1 $3210171 $1.721181 so I $o so so $o $3,285_
Specifications I Start date: lEnd date: Total duration of this phase,
t2 2 32
Prepare project specifications 1 2 1 24 1
0
SubTotal Hours 2 1 :E::T 0 0 2 2 2 1 0 0 0 0 32 -
Sub Total Cost $278 1 $3,840 1 $0 $0 1 $320 $288 $352 1 $0 $0 1 $0 $5,078
Bidding and Award Start date: End date: Total duration of this phase:
Package bid documents 6 6
Pre-bid meeting 2 4 6
Contact contractors 2 2
Answer bidder questions 4 4
Issue addenda 8 2 10
Attend bid opening 2 2
Review bids,tabulate,recommend award 1 1 4 1 6
Sub Total Hours 3 30 0 0 1 2 0 1 1 0 0 1 0 0 36
Sub Total Cost $417 $4,800 $0 $0 $176 1 so so so so $5,713
Tasks/Activities Start date: End date: Total duration of this phase:
L 0
0
0
0
0
SubTotal Hours 0 0 0 0 0 0 0 0 0 0 0 0
Sub Total Cost $0 $0 $0 $o $0 $o $0 $0 $0 $0 $0 $0
Taskst Activities 0
0
0
0
0
SubTotal Hours 1 0 1 0 0 0 1 0 1 0 1 0 0 1 0 0 10 0
Sub Total Cost 1 $0 1 $0 1 $o $0 1 $0 1 $o I $o so I so $o I $o $0
Expenses $1,500
Travel,accornodation $0
Unusual disbursements(models etc.) $0
Total Project Cost $22,365
Total Project Hours 139
Stantec
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