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Home My WebLink AboutPacket - 10/18/2006 - Parks and Recreation Committee � � , i _ AGENDA Parks & Recreation Committee � Wednesday, October 18, 2oob McHenry Municipal Center 7:0o prn Alderman's Conference Room � i. Review of Playground Renovation Proposal—3D Design 2. Parks and Recreation Master Plan Discussion . - Bonestroo, Devery&Assaciates 3. New Business � Next Meeting: Wednesday, November 8, 2006 � AGENDA ITEM � Review of Plav�round Renovation Pronosal — �D Desi�n A presentation was made at the June i3, 2006 committee meeting regarding the last phase of the playground renovation program. Staff was instructed to obtain a proposal from 3D Design Studio for professional design and construction services. The two remaining playground sites are Creekside Park and Malibu Tot Lot. 3D Design Studio has been involved with the city providing park and playground design services for the last four years. Our staff met with representatives from 3D Design Studio to tour these two sites and to review renovations and access issues. A proposal for design services and construction management is attached. This proposal is similar to the previous proposals submitted for playground renovation by this firm. Staff would recommend approval of this proposal for professional design and construction management services to complete the city playground renovation program. � 3 D D E S I G N 5 T U D I O Mr.Pete Merkel Director of Parks and Recreation City of McHenry 333 S. Green Street McHenry, IL 60050 RE: TOT LOTS RENOVATION- PHASE II PROPOSAL Dear Pete, I would like to thank you for the opportunity to submit this proposal to provide site base mapping, concept development, final design and site construction bidding assistance for the Tot Lots Renovation Project. The following outlines our proposed approach and Scope of Services: SGOPE OF SERVICES I. DESIGN REFINEMENT AND PRODUCT SELECTION A. We will use the existing conditions plans we received from the City of McHenry and will develop initial design plans for the Malibu Playground and Creekside Paxk playground. We will work within the established budget of $90,000 to renovate these two tot lot playgrounds. We will plan to meet with you on each site location to review specifics regarding the each playground development. B. We will also plan to photograph each area for our reference. We will document items discussed and decisions reached and provide minutes via email. C. We will coordinate with playground manufacturers to request the three playground equipment proposals with options the City can use to review for selection purposes. II. FINAL DESIGN AND SUDGET PREPARATION A. After the playground equipment selection is made, we will make any revisions necessary and incorporate these into a Final Design plan for each tot lot for the purpose of requesting competitive bids. 529 BARRON BOULEVARD GRAYSLAKE, ILLINOIS 60030 (847) 223-1891 VoiCE (847) 223-1892 Fax WEBSITE: WWW.3DDESIGNSTUDIO.COM EMAIL: INFOQ3DDESIGNSTUDIO.COM City of McHenry Tot Lots Renovation—Phase II Proposal Page 2 B. We will forward the final design of each tot lot with a detailed set of drawings illustrating our recommendations via email for your review and approval prior to preparing construction bidding documents. We will also send a new estimate of probable cost for your review. If required, we will make any final adjustments in the scope of the bidding documents to meet the budget requirements. III. CONSTRUCTION DOCUMENT PREPARATION A. Upon your approval, we will proceed with the preparation of construction bidding documents. B. We will provide a proposed bidding schedule via email. C. 3D Design Studio will provide a bid advertisement for your use in submitting to the local paper and we will fax copies to contractors and provide bid sets to the City of McHenry. We will also administer the distribution of the bidding documents to the respective contractors for the project. � During the bidding process, we will be available to answer contractor questions. D. We will attend a Pre-Bid Meeting to discuss the plans and answer questions. We will also prepare any Addenda that may be required. E. We will attend the bid opening and take copies of the bids to prepare a recommendation. We will take the necessary steps to confirm the apparent lowest responsive contractor is in fact qualified to perform the tasks required. F. Based upon the review of the bids and our investigations, we will prepare a written recommendation to enter into an Agreement with the Contractor best able to meet the requirements of the bid IV. CONSTRUCTION OBSERVATION A. 3D Design Studio will attend a Pre-Construction meeting with the Contractor to discuss activities of the site development, site inspection and reviews, submittals, processing of Pay Requests, and determine a schedule for the construction and contractor coordination of the various improvements within the site. B. We will make three site visits to each playground site during construction to review the installation and answer any questions that the Contractor may have. Each site visit will include a written field report documenting items discussed and decisions reached or directions given to the Contractor. This will include one meeting during construction to review specific construction items and to review his pay request, and a final City of McHenry Tot Lots Renovation-Phase II Proposal Page 3 meeting to prepare the project punchlist and to approve the final pay request. C. Upon request from the Contractor, we will review the work for Substantial Completion and prepare a punchlist for corrections to the work. We will then perform a Final Walk-through at the completion of the project. If items are satisfactory, we will make recommendation for Acceptance of the work and recommend approval of the Final Payment. PROFESSIONAL FEES,ADDITIONAL SERVICES,AND REIMBURSABLES The professional services outlined above will be performed on an "hourly not to exceed" basis, not including reimbursable expenses: I. DESIGN REFINEMENT AND PRODUCT SELECTION $ 1,475.00 II. FINAL DESIGN AND FINAL BUDGET PREPARATION $ 2,250.00 III. CONSTRUCTION DOCUMENT PREPARATION $ 3,200.00 IV. CONSTRUCTION OBSERVATION $ 1,050.00 PROFESSIONAL SERVICES TOTAL- 7 975.00 ADDITIONAL SERVICES Where additional meetings, presentation of our plans, additional construction observation services, or additional design services are requested, this work shall be performed on an hourly basis at the rates listed below, or under a separate agreement. The hourly rates are as follows: Principal $125.00 Design Manager $105.00 Landscape Architect II $ 85.00 Landscape Architect I $ 75.00 Support Staff $ 50.00 INVOICING Invoicing will be presented monthly for work completed during that month. Payment is to be made within 30 days of the date of the invoice. REIMBURSABLE EXPENSES Reimbursable expenses are as follows, and will be included in the regular monthly invoicing: '� Drawing reproductions, photography, and/or materials required for presentations or preparation for use in presentations or meetings. * Photocopy reproduction (color or black and white). * Delivery, messenger services, overnight mailing services, and mileage for attending meetings at the currently accepted mileage rate. * Photography materials-film, developing and any enlargements. City of McHenry Tot Lots Renovation-Phase II Proposal Page 4 * Plotting services from AutoCad drawing files. '� The Reimbursable Expenses, including plotting the design alternatives, refined design alternatives, "Kit-of-Parts" presentation boards, site slides and photographs, preliminary submittal "check plots", final plots of presentation drawings and copies for the preparation of Final Master Plan booklets are all considered reimbursable. SPECIAL CONDITIONS The Owner agrees to waive all claims and liability against 3D Design Studio in the event that the Owner executes the work without 3D Design Studio contracted to observe and document the construction activities. The Owner accepts the responsibility for the accuracy of the base information provided for the purposes of developing the initial Site Plan if our surveying services are not incorporated into the process. Should a problem arise from any inaccuracy of the base information, 3D Design Studio will assist in correcting the situation, but will be compensated hourly for additional time that may be required. Fees for special submittal coordination and/or meetings with non-Park District agencies like ComEd, Corps of Engineers or Departrnent of Natural Resources are not contained within this proposal. The Owner acknowledges that there are no Architectural, Structural or Civil Engineering fees associated with the Services outlined in this proposal. Should there need to be these services for the evaluation of the site, these services can be quoted separately, or provided under an amendment to this agreement. I would like to thank you again for the opportunity to submit this proposal to work with you and the City of McHenry on the Tot Lot Renovation - Phase II project. I look forward to hearing from you regarding this proposal, and to getting started on the initial design plans! Very Truly Yours, � � Daniel D. Dalziel, ASLA Principal Accepted Date AGENDA ITEM 2 Parks and Recreation Master Plan Discussion Bonestroo, Devery&Associates Steve Halberg, Project Manager, will be in attendance to discuss the progress of the Parks and Recreation Master Plan. Attached is information from Bonestroo, Devery &Associates on the subject matter for the committee meeting.