Agenda - Council - 02/09/2010 - Laserfiche WebLink

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CASE # ~ , OGj CONSIDER AMENDED SCOPE AND ADDITIONAL CONSULTANT SERVICES FOR EAST MEANDERING COMMONS PARK By: Tim Himmer, City Engineer Background: A detailed concept plan for the development of East Meandering Commons Park, located within Ramsey Town Center, was created by URS and Close Landscape Architecture during the visioning process for the Town Center, An RFP process was initiated on August 11, 2009 to refine this concept and develop a master plan for this park. The RFP also included preparation of construction documents so the City could take advantage of a Livable Communities grant from the Metropolitan Council in the amount of $363,756 for the construction of an amphitheater, pedestrian bridge, and bituminous trails, which is due to expire on June 30, 2010. During the RFP process it was determined by Council that staff should advance the original concept plan and come up with options to utilize the Met Council grant money while limiting the amount of City expenditures during this early stages of Town Center development. Direction was given to negotiation with URS and Close to purchase construction ready plans for 3 projects within the Town Center; East Meandering Commons Park, amphitheater and pedestrian bridges, and Ramsey Town Center 12`" Addition. The agreement, which was approved on October 27, 2009, included the above plan sets at a cost of $22,810 and entering into contracts with URS and Close for consulting services in the amount of $10,000 each (total of $20,000) to assist staff with updates and revisions to such plans. Observations: To date staff has met with the consultant team on numerous occasions to discuss the evolving Town Center development, and potential impacts to the original concept. The plans were investigated to "see where refinements could be made to create flexibility within the project, understand specific revision impacts to the overall concept, and prepare updated budgets for various alternatives for Council consideration. This information was presented to the City Council on January 26, 2010 in both work session and at the regular meeting. Council directed staff to prepare plans and specifications for the entire park project, and authorize it for bid in an effort to understand the current construction market. Since the project design is over four years old plan and specification revisions must be researched to determine where information is outdated and updates are required. Bidding documents must be prepared to allow the greatest flexibility for the City to address add/deduct items and still present clear information to potential contractors bidding on the project, as well as providing a strict construction schedule to make certain that the grant eligible items are completed on time to take full advantage of the Met Council grant money. It is critical that the grant eligible items are completed on time or the City wi111ose the ability for reimbursement. If you recall the Met Council grant only applies to construction dollars; the City must provide the funds for design, engineering, inspections, and testing. Based upon Council direction at the last meeting and a tight schedule for completion a revised scope for additional consulting services with Close Landscape Architecture and URS. is being requested in the amount of an additional $10,000 each ($20,000 total) to get this project through the bidding phase. Once bids are received and Council determines the final