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9.f) Lilleskogen Park Improvements ' Meeting Date: 4/21/2009 Agenda Item: C� � City Council Agenda Report City of Scandia 14727 209`h St. North Scandia, MN 55073 (651)433-2274 Action Requested: Take the following actions concerning the Lilleskogen Park Improvement Project: 1) Approve a project cost-sharing agreement with Carnelian- Marine-St. Croix Watershed District(CMSCWD) for their contribution of$7,500 for design and construction of the water control structure; and 2) Approve a proposal from SRF Consulting Group, Inc. for engineering services in an amount not to exceed $13,800, to be paid from the Parks Capital Improvement Fund. Deadline/ Timeline: N/A Background: • Lilleskogen Park, formerly known as Old Lions Park, is located at the southeast corner of Highway 97 and Oakhill Rd. A plan for the restoration and development of the park was completed in early 2008. • Consistent with the Capital Improvement Plan, the 2009 budget for the Parks Capital Improvement Fund shows up to $40,000 to be spent for the first phase of the plan, which includes the engineering and construction of a water control structure. The water control structure is essential to the restoration of the wetland and establishing the location of future trails. • At the March 17 meeting,the Council authorized a proposal to CMSCWD for their participation in the project. The total budget for engineering and construction for this phase is estimated at $25,000 ($15,000 for engineering and design, $10,000 for construction.) • At their Apri16 meeting, the CMSCWD Board preliminarily agreed to provide$7,500 for the project. An agreement has been prepared for the Council's approval. CMSCWD's contribution would be paid to the city upon issuance of their permit for the project. The City would agree to construct and maintain the water control structure for a minimum of 10 years. After approval by the Council, the agreement will require approval by the CMSCWD Board. Page 1 of 2 04/16/09 • The ageement with CMSCWD references the proposal from SRF � Consulting Group to provide engineering services to the city. The proposal has been updated to include only the first three tasks related to design and permitting, at a cost not to exceed $13,800. City staff would supervise the construction task, with assistance available from SRF if necessary at additional cost (within the overall project budget.) • When this project is completed, the next step would be the wetland restoration. As discussed at the March Council meeting, staff has submitted an "expression of interest"to the Minnesota DNR for their Metro Greenways grant progam. The funds to be spent for the water control structure would be used as a match to obtain additional resources for the restoration plan, eradication of reed canary grass, and seeding the wetland. Recommendation: I recommend that the Council: 1) Approve the project cost-sharing agreement with Carnelian- Marine-St. Croix Watershed District(CMSCWD); and 2) Approve the proposal from SRF Consulting Group, Inc. for engineering services in an amount not to exceed $13,800,to be paid from the Parks Capital Improvement Fund. Attachments/ • Project Cost-Sharing Agreement Materials provided: . Proposal for Engineering Services, SRF Consulting Group Inc. Contact(s): Alex Bildeaux, Park and Recreation Committee Chair(651 433-2121) Karen Schik, Park and Recreation Committee Vice Chair(651 433-5254) Jim Shaver, CMSCWD Administrator(651 433-2150) Prepared by: Anne Hurlburt, Administrator (Lilleskogen improvements) Page 2 of 2 04/16/09 PROJECT COST-SHARING AGREEMENT CARNELIAN-MARINE-ST. CROIX WATERSHED DISTRICT AND CITY OF SCANDIA, MINNESOTA This agreement shall be effective on the day of , 2009, by and between the Carnelian-Marine-St. Croix Watershed District, hereinafter referred to as "CMSCWD"and the City of Scandia, a municipal corporation located in the County of Washington, State of Minnesota,hereinafter referred to as "City". In consideration of the covenants and agreements, hereinafter set forth, it is mutually agreed by and between the parties hereto as follows: 1. Project. The City will undertake the project, to be known as "Lilleskogen Park Water Control Structure", as described below: Design and construction of a water control structure for the purpose of restoring a degraded wetland in Lilleskogen Park, located at the southeast corner of State Highway 97 and County Road 52 (Oakhill Road.) The project will be conducted in four tasks. Tasks one through three (data collection/field visit, water control structure design and permitting) are described in the scope of professional services provided by SRF Consulting Group, Inc. dated April 16, 2009 which is attached to this agreement as "Exhibit A. " Task 4 will consist of bidding and construction of the water control structure. 2. Project Budget and Cost Participation. The total project budget is $25,000. CMSCWD will contribute $7,500 towards the cost of the project. CMSCWD agrees to pay to the City the full amount of its share of project costs upon approval of the CMSCWD permit for the water control structure (completion of task three of the project.) 3. Maintenance of Project. The City shall construct and maintain the project during its effective life, a minimum of 10 years. Should the City fail to do so, the City is liable to CMSCWD for the full amount of the financial assistance received for the project unless a failure of the project was caused by reasons beyond the City's control, or if conservation or water quality improvements or practices are applied at the City's expense that provide equivalent benefit to the protection of soil and water resources. Any future replacement practice(s), or additional improvements or restoration of wetlands at the site shall be planned and installed in accordance with the rules of the CMSCWD. 4. Recognition of CMSCWD Participation. The City agees that the contributions of CMSCWD toward the project shall be acknowledged in project signage, if such signage is placed on the site as part of future improvements to Lilleskogen Park. 1 5. Indemnity. The City agrees that it will defend, indemnify, and hold harmless CMSCWD and its employees, officers, volunteers, and agents against any and all claims arising out of the City's performance or failure to perform its obligations pursuant to this agreement. CMSCWD agees that it will defend, indemnify, and hold harmless the City and its employees, officers, volunteers and agents against any and all claims arising out of CMSCWD's performance or failure to perform its obligations pursuant to this Agreement. Nothing herein shall be construed to waive or limit any immunity from, or limitation of liability available to either party, whether set forth in Minnesota Statutes Chapter 466 or otherwise. Notwithstanding any other provision of this ageement, the City shall not be not be required to pay any amount in excess of the limits on liability established b.y Minnesota Statutes, Chapter 466. 6. Insurance. The City and CMSCWD agree to maintain general liability insurance in the minimum amount of$1,000,000 to insure against any liability caused by that party's obligations under this Agreement. Upon request, the City and CMSCWD will provide to the other party a certificate of insurance verifying that the insurance policies required by this agreement are in effect. 7. Independent Contractor. Nothing contained in this Agreement is intended or should be construed as creating the relationship of employer and employee between CMSCWD and the City. No tenure or any rights or benefits, including workers compensation, unemployment insurance,medical care, sick leave, vacation leave, severance pay, PERA, or other benefits available to City employees shall accrue to CMSCWD or employees of CMSCWD performing services under this Agreement. 8. Notices. Any notice or demand which must be given or made by a party hereto under the terms of this agreement shall be in writing and shall be provided to the parties by U.S. Mail at the addresses listed below: To City: Anne Hurlburt, City Administrator City of Scandia 14727 209�' St. N. Scandia, Minnesota 55073 To CMSCWD: Jim Shaver, Administrator Carnelian-Marine-St. Croix Watershed District Box 188, 21150 Ozark Ave N., Scandia, MN 55073 9. Completion. Work for tasks one through three of this project will be performed by November 1, 2009 unless circumstances beyond the City's control keep it from completing the project. Task 4 (bidding and construction of the water control structure) shall be completed by July 1, 2010 unless circumstances beyond the City's control keep it from completing the project. 10. Amendment. This agreement may be amended only in a written document signed by both parties. � 2 I 1. Entire Agreement. It is understood and agreed that this is the entire agreement between the parties and that this agreement supersedes all previous written and oral agreements between the parties relating to the subject matter. 12. Severability. Every section, provision or part of this agreement is declared severable from every other section, provision or part thereof to the extent that if any section, provision or part of this agreement shall be held invalid by a court of competent jurisdiction, it shall not invalidate any other section, provision or part thereof. City of Scandia, Minnesota (City) Carnelian-Marine-St. Croix Watershed District(CMSCWD) By: By: Mayor Date: Date: By: City Clerk/Administrator 3 � C ONSULTING G ROUP , I NC . Mi"'`i^i'<>ii� Fnhcc� E N G i N E E R 5 I P L A N � E R 5 I D E S I G N E R S I Mnulsc�n April 16,2009 Ms. Anne Hurlburt City Administrator C1TY OF SCANDIA 14727 209th Street N Scandia, Minnesota 55073 Dear Ms. Hurlburt: SUBJECT: REVISED PROPOSAL OF ENGINEEWNG SERVICES FOR A WATER LEVEL CONTROL STRUCTURE IN LILLESKOGEN PARK,SCANDIA Based on your request, we are pleased to submit this proposal to provide Professional Services for preparation of construction plans for a water level control structure and preparation of a wetland restoration and management plan for Lilleskogen Park. PROJECT BACKGROUND/UNDERSTANDING In March 2008, SRF Consulting Group and Critical Connections Ecological Services submitted a restoration and management plan for Lilleskogen Park in the City of Scandia. The report provided recommendations for restoring wetland and,vegetation areas as well as implementing site improvements within the park. The master plan included a recommendation for partial hydrologic restoration of wetland systems within the park, which involves the installation of a water control structure. In addition, the plan recommended that reed canary grass should be aggressively treated and managed with herbicides and prescribed burning, followed by flooding and reseeding with natives. This proposal addresses the preliminary and final design of the water control structure. We understand that this project will be jointly funded and implemented by the City of Scandia and the Carnelian-Marine-St. Croix Watershed District (CMSCWD). With that in mind, design of the control structure will be coordinated with both agencies. In addition, the appropriate permit from the CMSCWD will need to be obtained. We have assumed that the City will need SRF Consulting Group, Inc's assistance to prepare final plans, specifications and contract documents for the water control structure. We have not included construction administration or in-construction services in this proposal,but we can assist the City with construction services on an as-needed basis. Scope and fees for this task can be negotiated with you once the project design phase is underway. THE SRF TEAM We have selected a design team for their specific experience in water resources and wetland restoration. Walter Eshenaur, P.E., an experienced water resources engineer, will manage this project with the assistance of Ryan Jones,P.E., who is specifically skilled in the design of water control structures. Jeff Olson, MnCWP, a Wetland Scientist/Botanist with over 18 years experience in wetland restoration will provide assistance with site grading and restoration,and permitting. www.srfconsulting.com One Carlson Parkway North, Suite 150 � Minneapolis, MN 55447-4443 � 7b3.475.0010 Fax�763A75.2429 An Eqan1 OVporh�nity Emyloyn Ms. Anne Hurlburt - 2 - April 16, 2009 SCOPE OF SERVICES This letter presents a series of activities that SRF Consulting Group, Inc. proposes to complete for the design and construction of the water control structure and permitting. We have developed the following Scope of Services based on our understanding of the project,as well as our experience on similar projects. Task No. Description 1 DATA COLLECTION AND FIELD VISIT - Collect and review h�draulic and hydrologic data needed for the water control structure design. - Conduct a field survey of culverts and other relevant structures. - Conduct a field visit and meet with the City and Carnelien-Marine-St. Croix Watershed District(CMSCWD)on site. 2 WATER CONTROL STRUCTURE DESIGN - Develop preliminary water control structure design and wetland system Hydrologic and Hydraulic (H&H)model. Provide design and model to the City and CMSCWD for review and comment. - Finalize the water control structure design and system H&H model based on WD and City review comments. - Prepare final constru�tion plans, specifications and engineer's cost estimate (P,S,&E). - Develop Contract Documents,including Division O1. 3 PERMITTING - Prepare and submit permit application to CMSCWD. - Coordinate with BWSR,TEP,and USACE concerning wetland work. ASSUMPTIONS Based on the available data and understanding of the project and the Master Plan, the following assumptions have been made. ■ The scope and fee estimate assumes that the topographic information is adequate for design purposes in all areas except for the water control structure location. Additional topographic survey will be needed to complete final design of the control structure and culvert invert and size information will be needed to develop an accurate H&H model. ■ SRF will develop Division O1 of the specifications, a bid package, and bid forms. The City will receive bids and open them on the bid date. ■ It is assumed that the project will not cost more than $50,000 and will not need to go out for public bid. ■ Since no soil borings have be obtained, we have assumed that soils in the area are suitable to support the water control structure. However, if our investigations indicate that soils may not be suitable,we will work with the City to schedule and obtain soil borings. Ms. Anne Hurlburt - 3 - April 16,2009 ■ A CMSCWD permit will be required. We have assumed that only minor changes will occur to wetland water levels as a result of the new water control structure and, therefore, no WCA/404 wetland permit will be needed. Coordination with the wetland regulatory agencies and the TEP, however, will be necessary. If the TEP or CMSCWD determine that a WCA permit is necessary, we will work with the City to add this effort into our scope. • We have assumed that an NPDES construction permit will not be required since the work will most likely disturb less than one acre of land. DELIVERABLES The Scope of Services will provide the following deliverables: ■ Hard copy and electronic construction plans and specifications for control structure, related grading, and construction area restoration ■ Final cost estimate ■ Hydrologic computations and model output OPTIONAL TASKS SRF can provide construction administration including bidding assistance, construction inspection, processing of paperwork, and project closeout. If the City wishes to use our services, they can be negotiated at a later date. SRF can subcontract a geotechnical firm to perform a soil boring and provide a geotechnical recommendation for the water control structure foundation. This can be negotiated with the City as the need arises. SCHEDULE We propose to complete the site visit and kickoff ineeting within one month of notice to proceed. Preliminary design will be completed two weeks after the kickoff ineeting. Once these two steps are complete, both the CMSCWD Board and Scandia City Council may wish to review and/or approve the preliminary plans. Once this process is complete and approval is given to prepare final construction plans, SRF Consulting Group, Inc. will complete this work within two weeks. This schedule is flexible and can be adjusted as necessary. Permitting will be completed based on schedules of the CMSCWD and City meetings and deadlines. Ms. Anne Hurlburt -4 - April 16, 2009 BUDGETBASIS OF PAYMENT SRF proposes to be compensated for the above-described work on an hourly basis for actual time expended at a fee not to exceed $13,800. The estimated cost is based on the Scope of Services described above. For other direct project expenses, such as mileage, printing, supplies, reproduction, etc. we propose to be reimbursed at cost,and mileage be reimbursed at the current allowable IRS rate for business miles. Invoices are submitted on a monthly basis for work performed during the previous month. Payment is due within 30 days. CHANGES IN SCOPE OF SERVICES It is understood that if the scope or extent of work changes, the cost will be adjusted accordingly. Before any out-of-scope work is initiated, however, we will submit a budget request for the new work and will not begin work until we receive authorization from you. NOTICE TO PROCEED A signed copy of this proposal either mailed or faxed to our office, will serve as our notice to proceed. Our fax number is 763-475-2429. We sincerely appreciate your consideration of this proposal and look forward to working with you on this project. Please feel free to contact us if you have any questions or need additional information. Sincerely, SRF CONSULTING GROUP,INC. APPROVED: �� David W. Filipiak,PE,CFM Principal (s�gnature) C, �nc�-- Q�� Name: Walter C. Eshenaur Title: Senior Associate Date: DWF/WCE/smf Attachments SRF Proposal No.P08283 Tl:is cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposaL H:Uvlarketing�Proposals�2008 Letter Proposals�P08283-3 REVISED ScandiaLilliskogenParkControlStructure.docx 4��ti��y WORKTASKSANDPERSON•HOURESTIMATE PA�Et � + ♦ CLIENT: CRY OF SCANDIA CONSULT, CONSULTANT: SRF CONSULTING GROUP,INC. SUBCONSULSUBCONSULTANT: PROJECT: LILLESKOGEN PARK CONTROL STRUCTURE "" ""'ESTIMATED PERSON-HOURS""' ESTIMATED TA K N . WORK TASK DESCRIPTION PRINCIPAL SR.ASSOC.ASSOCIATE SR.PROF. PROF. TECHNICAL CLERICAL TOTALS FEE Barry,Dave F Walter, Eric R. Ryan,Jefl Sean J Wayne, Shiela Dean.Ken survey crew 1.0 Data Collection and Fleld Vlsit 1.1 Conduct field survey of culverts antl other relevant structures. 0 2 0 1 0 24 0 27 52,636 12 Collect a�d review hydraulic and hydrologic tlata needed for control structure 0 0 0 3 0 0 0 3 5306 design. 1.3 Conauct field visit. Meet with City and Carnelien-Marine-St.Croix Watershetl 0 4 0 4 0 0 0 8 51,012 District(CMSCWD)on site. SUBTOTAI-TASK 1 0 8 0 8 0 24 0 38 53,954 2.0 Control Structure Design 2.1 Develop preliminary control structure design,site grading,an0 syslem H&H 1 1 0 16 0 0 0 18 51,962 model. Provide design antl model to CMSCWD and City for review and 2.2 Finalize coMrol slructure design,site gratling,and system H8H model based on 1 1 0 20 0 16 0 38 53,858 W D and City review comments. Compiete final plans,specifications and engineer's cost estimate. Includes structural engineering as necessary. 2.3 Prepare contract Documents. 0 0 _ 0 12 0 0 �2 14 E1,384 SUBTOTAL-TASK 2 2 2 0 48 0 16 2 70 57,204 3.0 Permitting 3.1 Prepare and submit perrtrt application to Camelien Marine Walershed District 0 1 0 16 0 1 1 19 E1,956 3.3 Coordinate with BWSR,TEP,and Corps concerning wetland impacts,if any. 0 1 0 6 0 0 0 7 5763 SUBTOTAL-TASK 3 0 2 0 22 0 7 1 26 52.719 TOTAL E3TIMATED PERSON-HOURS 2 10 0 78 0 41 3 734 AVERAGE HOURLY BILLING RATES $179 $151 $178 $102 $79 $93 $80 ESTIMATED LABOR AND OVERHEAD $358 $1,510 $0 $7,956 $0 $3,813 $240 513,519 ESTIMATED DIRECT NON-SALARY EXPENSES g2g� TOTAL ESTIMATED FEE E13,800 ESTIMATE OF DIRECT NON-SALARY EXPENSES: MILEAGE: Personal Vehides � 508 Miles @ $0.550 � $279 Company Vehicles 0 Miles @ E0.550 $0 REPRODUCTION: Copy Duplication 20 Copies Q $0.10 $2 Bond Prfnts 0 Pdnts @ $6.00 $0 Mylar Prints 0 Prinls� 512.00 SO ESTIMATED DIRECT NON-SALARY EXPENSES $Zg� SRF CONSULTING GROUP,INC. H:IMarketinglProposals12008 Letle�Pmposals\P08283-3 REVISED ScaniaLilliskogenParkControl Slructure.xisz ENGINEERS AND PLANNERS MINNEAPOLIS,MN.