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Home My WebLink About[07b] East Park Master Planning UpdateJanuary 12, 2018 RE: St. Joseph, Minnesota 2018 East Park Master Planning Update SEH No. P-STJOE 129718 1 Honorable Mayor and City Council c/o Ms. Judy Weyrens, Administrator City of St. Joseph PO Box 668 St. Joseph, MN 56374-0668 Dear Mayor and Members of the Council: This letter supplements the Agreement for Professional Services between City of St. Joseph, Minnesota, Owner, and Short Elliott Hendrickson Inc. (SEH) dated July 1, 2006, and addresses providing Report and Preliminary Design Phase services in connection with updating the master park program for East Park (hereinafter called the “Project”). Our Report and Preliminary Design Phase services will consist of the following: 1. Facilitate a park planning session with the Park Board to explore issues and ideas for enhancing East Park. This will include several activities including: Review of current concept plan. Review of images depicting a variety of possible park elements / enhancements. Discussion and development of a draft, updated park program. Discussion of preferred method (on-line survey, focus group or community open house) for obtaining input from the community. This effort will be organized around several key aspects of the park’s function and possible refinements in program. It will not be an open-ended “What do want to see?” or “What’s your ideal park?” type of enquiry. 2. Prepare a photo montage showing examples of current program elements (2-3 pages) and a brief questionnaire or rating system (depending on the method of outreach) for obtaining community input based on preferred methodology/technique. 3. Facilitate and or organize a community-wide input session using a combined live and virtual (web survey) open house meeting where residents can review program ideas and provide feedback. 4. Summarize and synthesize community and Park Board input into a draft vision statement and refined/update program for East Park. The vision statement will describe the park’s proposed character and function while the program will identify proposed park components. 5. Prepare a more detailed base map using available site data such as topography, boundary, roadway and other pertinent information for use in locating proposed park circulation routes and program elements. Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717 SEH is 100% employee-owned | sehinc.com | 320.229.4300 | 800.572.0617 | 888.908.8166 fax Honorable Mayor and City Council January 12, 2018 Page 2 6. Facilitate a park planning session with the Park Board to review and finalize the vision statement and program, as well explore (using a scaled plan of the park site) locations for the park components. 7. Building upon the park vision, program and input from the Park Board, prepare an illustrative preliminary master plan and related opinion of probable cost for East Park. This plan will move beyond the “bubble” diagram of use areas shown in the 2008 Park and Trail System Plan to more accurately illustrate the physical, spatial aspects and layouts of various program elements from roadways and parking areas to campgrounds, play areas and support structures (restrooms, picnic shelters, etc.). 8. Present the final park master plan and opinion of cost to the Park Board. 9. Budgeted Hours: a. Task 1 - 17 hours b. Task 2 - 16 hours c. Task 3 - 12 hours d. Task 4 - 7 hours e. Task 5 - 19 hours f. Task 6 - 6 hours g. Task 7 - 45 hours h. Task 8 - 4 hours All as set forth in this letter and the Agreement for Professional Services between SEH and City of St. Joseph, Minnesota, dated July 1, 2006. We will also furnish such Additional Services as you may request or as required. You will pay us a fee for our services. Report and Preliminary Design Phase services are currently estimated to be $17,650, in accordance with Exhibit C-2, Lump Sum Basis method. Payment for Additional Services shall be based on the time required to perform the services and the billable rates for the principals and employees engaged directly on the Project, plus charges for expenses and equipment, all in accordance with Exhibit C-1. We will start our services promptly after receipt of your authorization. We estimate our services will be completed after 3 months. If there are delays in the Project that are beyond our control, you agree to grant additional time to complete the services. Your budgetary limitations for construction of the Project should be provided to us in writing at an early date. We will endeavor to work within those limitations. Where appropriate, if the estimated cost exceeds the budget, we will either request an adjustment in the budget or suggest a revision in the extent or quality of the Project to assist in bringing construction cost back within the budget. We do not guarantee that our opinions of probable construction cost will not differ materially from negotiated prices or bids. If you wish greater assurance as to probable construction cost or if you wish formal estimates, an independent cost estimator should be employed as provided in Section IV.A of the Agreement and in Exhibit B. Honorable Mayor and City Council January 12, 2018 Page 3 This letter and the Agreement for Professional Services dated July 1, 2006, along with Exhibits A, B, C-1, and D represent the entire understanding between you and us in respect of the Project and may only be modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement, please sign the enclosed copy of this letter in the space provided below and return it to us. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Randy Sabart, PE Principal djg/mrb p:\\pt\\s\\stjoe\\129718\\1-gen\\10-seh contracts\\supplemental ltr agreement 011218.docx Accepted by: City of St. Joseph, Minnesota By: Date: Authorized Client Signature