Consultant - 2018 - Aikens Street Extension / Task Order - 1/24/2018Aikens Street Extension
TASK ORDER NO. 18-01
City of Eagle
(City)
and
Baer Design Group, LLC
(Consultant)
This Task Order is issued by the City and accepted by the Consultant pursuant to the mutual promises,
covenants and conditions contained in the Agreement between the above-named parties dated January 23,
2018.
BACKGROUND
The goal is to contract with a pre -approved, qualified landscape architectural firm to create a landscape design,
landscape construction plan set, bid schedule, and construction management for the Aikens Street Extension
project, extending from Eagle Road to 2nd Street. The project will include 10 -foot wide sidewalks (design as
identified in the Eagle Architecture and Site Design Book (EASD Book), except as otherwise identified herein)
on the north and south sides of the street, street trees planted in Silva Cells, historic lights, brick/concrete pavers,
irrigation, electrical conduit, and lighting installation. The proposal will also include a landscape, irrigation,
and lighting plan for the parking lot proposed to be constructed on the southwest corner of Aikens Street and
2nd Street.
The consulting firm will work closely with City Planning & Zoning Department staff, City Council, ACHD
staff, and various user groups in designing this project and monitoring and inspecting the installation of
improvements associated with the City's design and specifications.
The 10 -foot wide sidewalks along Aikens Street are intended to be designed using brick/concrete pavers instead
of the concrete red stamped brick pattern currently identified in the EASD Book in anticipation of a new
sidewalk design tree planting specification for the City of Eagle.
Plans and bid schedule will be part of the ACHD bid packet for construction with the Aikens Street extension
project in 2019.
SCOPE OF SERVICES
This Task Order presents the scope of services, schedule, and compensation for full landscape architecture
services, including landscape plans, full project management, and construction administration services during
construction (including inspection of excavation, materials and installation of landscape material, street trees,
irrigation, electrical, lighting, concrete work) for the Aikens Street Extension Project. The project includes
design and the preparation of construction drawings to be integrated into the ACHD construction plans
including sidewalk, street trees, Silva Cells, landscaping, irrigation, conduit, electrical, and street lights along
the corridor. The roadway project will span approximately 670 linear feet from Eagle Road to 2' Street.
The consultant will provide landscape architecture services, including design plans and construction
administration services during construction. The selected consultant will provide all labor, materials, travel,
travel expenses, postage, courier, reprographics, transportation, tools, equipment, supplies, supervision, and
administration necessary to complete the landscape design/landscape construction plan set/bid schedule and to
oversee the construction of the Aikens Street Extension Project as it relates to completion of the landscape
construction plans. Expectations include the following:
1. Design the project with 10 -foot wide sidewalks on the north and south sides of the street (except the
140 -foot portion located on the north side of the street east of Eagle Road). This portion will be
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designed to be a 7 -foot wide concrete sidewalk with historic lights but no street trees.
2. Design the project to include street trees, historic lights, brick/concrete pavers, Silva Cells, irrigation,
conduit, and lighting installation in concert with ACHD's construction schedule. Design these elements
to be integrated into ACHD's construction documents ("CDs").
3. Provide specification for the concrete and flat work design, tree well, Silva Cell, street light, irrigation,
conduit, and lighting to ACHD for inclusion into their CD's associated with the sidewalk by ACHD.
4. Make changes in design and prepare presentation materials necessary for city staff to obtain approval
from the Eagle Design Review Board and Eagle City Council.
5. Make changes in design at each design phase necessary to keep the project within the approved
landscape construction budget, without additional compensation to landscape architecture firm.
6. Perform field investigations necessary to confirm the existing site conditions. Utilize documentation
available from the City of Eagle that pertains to the project site. Drawings furnished to the Consultant
by the City are not "as -built" drawings and the Consultant shall be responsible for inspecting and
confirming the existing conditions. Prepare demolition drawings and specifications as required.
7. Coordinate the work with the City of Eagle and ACHD staff.
8. Provide cost estimating services at each phase of design (Concept, Design Refinement, Approval &
Construction, Bid & Award, and Construction Administration). Deliver a detailed cost estimate at each
design and construction phase.
9. Prepare a detailed maintenance manual for the hardscape and landscape elements of the design that
indicate appropriate horticultural management and maintenance requirements for each species of plant
material.
10. Design roadway landscaping and its elements with consideration given to both initial and long-term
costs, as well as the City's approved plant list, addressing operational, reliability, durability and
maintenance elements.
11. Provide monthly updates to the City during the ACHD construction timeline.
12. Provide/Coordinate the delivery of landscape, lighting, and irrigation as-builts for the project.
13. Conduct periodic post construction and 1 -year warranty inspections and, if necessary, coordinate the
installation of replacement materials and/or repair of warranty items.
SCHEDULE — See Attachment A — Proposal for Landscape Architecture Services on Aikens Street Extension
for specific timelines.
A break-out of the scope of work, by phase, is as follows:
I: Design Phase
The consultant shall participate in this phase as follows:
A. Concent Design:
• Prepare site analysis
• Staff and coordinate design team and associated meetings
• Develop one conceptual design with City staff with final review by the Design Review Board and
City Council
• Develop site plans
After the acceptance of the Concept Design, consultant shall proceed with the Design Refinement Phase.
B. Design Refinement:
• Refine Concept Design based on team design meeting
• Develop final concept designs based on City comments
• Develop site plans
• Develop planting, lighting, electrical & irrigation plans
• Identify irrigation and electrical conduit locations for inclusion into ACHD's construction
drawings
• Provide 24" x 36" Enlargement plans (electronic)
• Prepare site sections
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• Prepare site details
• Prepare plan view renderings
• Incorporate City Staff, Design Review Board, and City Council comments into final design
package
• Provide a cost estimate and timeline for construction
After the acceptance of the Design Refinement Phase, the consultant shall proceed with the Approval and
Construction Document Phase:
C. Approval and Construction Documents:
• Design refinement based on City comments and budget approvals
• Finalize site key and dimension plans
• Finalize Irrigation plans (including sleeving across ROW and within sidewalk pavement,
irrigation demands, and source)
• Finalize Planting & Lighting plans (including electrical source, conduit, and sleeving)
• Finalize Grading & Drainage plans for irrigation area
• Identify topsoil needs, augmentation, and necessary coring standards within Silva Cell and
planting areas
• Provide Enlargement plans
• Prepare site sections
• Prepare site details
• Finalize material selection boards & specifications
• Attend and present at City meeting related to design approvals
• Prepare maintenance manual and cost estimate
After completion of the Approval and Construction Documents the project will be held until ACHD
determines a construction schedule for the project. At that time, the City will create a new task order for
1) coordination and awarding of the bid, and 2) construction administration.
The City will work jointly with ACHD, as well as independently, depending on the improvements, on a
competitive bid and award selection process for all construction.
II: Bid and Award Phase:
The consultant shall participate as the city's representative with ACHD in this phase as follows:
• Prepare bid packages
• Provide bid clarifications
• Assist team with bid review
III: Construction Administration:
The consultant shall participate in this phase as follows:
• Respond to Change orders, RFI's, and other project related questions in a timely manner and as
required to support the construction schedule)
• Field observation trips
• Field reports
• Coordination
• Delivery of CADD as-builts
COMPENSATION
The Consultant has provided a fixed price fee proposal to provide the work described herein, Attachment A.
Fixed price proposal for desi2n of the Proiect:
Conceptual Design $ 2,380.00
Design Refinement Phase $ 4,590.00
Approvals and Construction Document Phase $ 4,990.00
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Bid and Award Phase
Construction Administration Phase
Fixed Price Total:
EFFECTIVE DATE
$ 850.00
$ 2340.00
$15,150.00
This Task Order No. 18-01 is effective as of the 23rd day of January, 2018.
IN WITNESS WHEREOF, duly authorized representatives of the City and of the Consultant have executed
this Task Order No. 18-01 evidencing its issuance by City and acceptance by Consultant.
Accepted this 013 day of
, 2018,
City of Eagle Consultant
By: Stan Ridgeway, Mayor By: Baer Design Group, LLC.
ATTEST:
City Clerk
(Signature
r f
(Signature)
TASK ORDER 18-01
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BAER
4
Proposal
City of Eagle
January 17, 2018
Mr. William E. Vaughan, AICP
Planning and Zoning Administrator
Eagle Planning and Zoning Department
660 E. Civic Lane
Eagle, Idaho 83616
Attachment A
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Task Order 18-01 Aikens Street Extension
Page 1 of 4
RE: PROPOSAL FOR LANDSCAPE ARCHITECTURE SERVICES ON TASK ORDER 18-01, AIKENS STREET EXTENSION
Dear Mr. Vaughan,
Baer Design Group, LLC (BDG) greatly appreciates the opportunity to provide you a proposal for the project referenced
above. BDG's professional scope of services outlined herein is based on information provided within the RFP. All fees
listed below are fixed fee. Payment will be requested upon 100% completion per task in tasks I-IV. Payment will be
requested monthly at an hourly rate per Task VBDG's will begin each task below after written notification to proceed.
SCOPE FEE SCHEDULE
TASK I. CONCEPT DESIGN $2380 1 WEEK
• Prepare site analysis
• Staff and design team coordination/meetings
• Concept Design
• Site Plans
TASK II. DESIGN REFINEMENT $4590 2-3 WEEKS
• Refine Concept Design
• Develop final concept
• Develop site, lighting, electrical & irrigation plans
• Identify electrical conduit — coordinate with ACHD
• Prepare 24"x36" digital plan set
• Site sections & details
• Plan view renderings
• Address city/staff comments
• Construction cost estimate & timeline
TASK III. APPROVAL & CONSTRUCTION DOCUMENTS $4990 2-3 WEEKS
• Design refinement
• Construction Document drawing package: Site Plan,
Landscape Plan, Lighting Plan, Electrical Plan, Grading &
Drainage Plans, Irrigation Plan, Sections, Details
• Project Specifications
• Prepare Plan Set
• Finalize Presentation Graphic/Board
• City Meetings
• Operation and Maintenance Manual
Baer Design Group, LLC
Landscape Architecture I Irrigation Design and Consulting I Graphic Communication
p. 208.938.7721 / e. greg@baerdg.com
Proposal
City of Eagle
Task Order 18-01 Aikens Street Extension
Page 2 of 4
TASK IV. BID & AWARD ADMINISTRATION $850 2-4 WEEKS
• Prepare Bid Packages in coordination with ACHD
• Address all bid coorespondence (RFI's, Addendums)
• Review bids and provide recommendation
TASK V. CONSTRUCTION ADMINISTRATION $2340
• Respond to change orders, RFI's, ASI's
• Field observation and reports
• Project coordination
• Develop CAD as-builts
PROJECT TOTAL LANDSCAPE ARCHITECTURE & ELECTRICAL BUDGET $15,150
ADDITIONAL SERVICES
When specifically requested, work not described above shall be performed as additional services per the hourly rates
schedule attached. This work may include, but is not limited to:
A. Design revisions requested by City following City approval of Construction Documents. If design revisions are
requested, BDG will perform the additional services after receiving written authorization.
B. Providing any other services not specifically included in this proposal.
REIMBURSABLE EXPENSES
Incidental expenses including printing travel and postage are included within our bid estimate and are not considered
reimbursable. Additional costs which may include City review fees, permit fees or other agency inspection fees shall be
reimbursed at 100% cost.
ASSUMPTIONS
The assumptions listed below were fundamental in determining the appropriate fee for the scope of work proposed in
this section. Significant deviations from these assumptions could materially impact the actual fee incurred under the
above scope. The assumptions include:
A. Prior to the actual beginning of work, the Client and Baer Design Group, LLC. will jointly define the extent of the
Scope of Work and standards to be utilized for the duration of the project.
B. Completion of individual tasks will take place in an orderly fashion. Submittals required by the Client will respect a
time table jointly established with Baer Design Group, LLC prior to the beginning of work.
C. The Client will provide an AutoCad version of the current Aikens Street Extension plan including all roadways,
sidewalks, easements, right of ways, utilities, water ways and other pertinent information required for the design of
the project.
Baer Design Group, LLC
Landscape Architecture l Irrigation Design and Consulting l Graphic Communication
p. 208.938.7721 / e. greg@haerdg.com
Proposal
City of Eagle
Mr. Vaughan,
Task Order 18-01 Aikens Street Extension
Page 3 of 4
We are pleased to be considered for this project and are looking forward to a productive working relationship with you.
We are confident in our abilities to provide you with the high quality, functional, and aesthetically pleasing design that
you require.
Services rendered above are billed monthly as a percentage of work completed per task. Should any portion of this work
be canceled, BDG will not invoice for any services not completed.
Our bid estimate for this project is based on our understanding of the project and defined scope of work provided by the
City of Eagle at time of submittal. BDG is available to review scope of work, redefine tasks and negotiate the contract as
necessary to complete the project in its entirety. If this proposal meets your approval, please sign and return one copy
for our files. Client hereby acknowledges an opportunity to seek independent legal review of this Agreement and has
either done so or has voluntarily waived the opportunity prior to signing.
Baer Design Group, LLC shall indemnify and hold harmless the City of Eagle for any negligent acts or omissions by Baer
Design Group, LLC, it's employees, agents and assigns.
The Clients' signature below will be considered an authorization to proceed with the work contracted through Baer
Design Group, LLC and acceptance of the Terms and Conditions outlined herein.
Sincerely,
J-6/tedta,
APPROVED BY: C� � ��}} I
Name (Printed): '1-6 ih 1`�; d ye L.dGCA
Signed:
Title:
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Company Name:
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Date: el—
Baer
Baer Design Group, LLC
Landscape Architecture l Irrigation Design and Consulting l Graphic Communication
p. 208.938.7721 / e. greg@baerdg.com
Proposal L93
City of Eagle :Du
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BAER
SCHEDULE OF RATES
CITY OF EAGLE RATES
Task Order 18-01 Aikens Street Extension
Page 4 of 4
Professional Services
Professional Landscape Architect $85/hr
Professional Irrigation Consultant $85/hr
Landscape Designer $75/hr
Construction Administration $70/hr
Graphic Designer $60/hr
Cad Technician $65/hr
GPS Equipment $35/hr
Baer Design Group, LLC
Landscape Architecture l Irrigation Design and Consulting / Graphic Communication
p. 208.938.7721 / e. greg@baerdg.com