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8. Lutz Contract - Phase II - High School Parking LotiheGqo(Kalispell Incorporated 1892 f Planning, Economic & Community Development Department P.O. Box 1997 Kalispell, MT 59903-1997 Memorandum Date: March lb, 1995 To: Bruce Williams, City Manager From: Ross Plambeck, Redevelopment Manager RE: FHS Parking Lot Project Update 248 Third Avenue East (406) 758-7740 (406) 758-7739 (office fax) (406) 758-7758 (City Hall fax) It is my understanding that several questions were asked by the City Council at their workshop on March 13, 1995 regarding the high school parking lot project. I hope the following helps to provide some answers: The "December 1, 1994" date on Bruce Lutz's proposal On calling Bruce Lutz to clarify the date, he explained he had used another proposal as a format on a "Save As..." command and forgot to change the date from the original document - a simple word V processing oversight. I asked him to check his hard drive record for the last date this proposal had been modified, and he said Feb. 22, 1995. My memo to Larry is dated Feb. 24, with his memo to you dated March 3. The total time is Ip days, with the Council seeing the proposal at the first available workshop after it was submitted. A revised proposal with a more current date is attached to help clarify the time sequence. Also, a new start date for design services is March 22, in anticipation of Council approval at the March 21 meeting. Timing of the Parking Lot Construction With the design contract approved on March 21, the proposed schedule is: • May 15 design and contract documents ready for final review • June 1 advertise for construction bids • July 1 begin construction • Aug. 15 complete construction prior to school starting Status of Unpaved Lot at 5th Ave. West and 8th St. A December 14, 1994 letter from A-1 explains why the lot was not completed by the contract date of November 1: cold weather, extended time for curing of concrete, and mobilizing equipment to return to the site. After a meeting on December 13 with Bruce Lutz, Kevin Mohl, Mark Sandry and myself, it was agreed that not getting the lot completed before winter has a side benefit of allowing further settling of the fill, :specially where the basement was filled. I think in the long run, we will be able to deliver a better parking lot to the school district. As good faith gesture, A-1 has held back an additional 10% from the payment request. This leaves $27,545 remaining to be paid upon completion of the lot. This amount should be substantial enough to assure completing the lot as soon as weather permits. EOVP. N80k:.G �rF�kTiltil?Y Page 2 March 16, 1995 FHS Parking Lot Project Update Status of new parking lot to be constructed west of the vo-tech shopsl All of the properties have a signed "Offer to Sell" between the property owners and the City. The rental units at the south end of the block are in the process of being vacated. Once the units are empty, the City will take title per the conditions of the "Offer to Sell." The rental unit in the middle is vacant and boarded -up. The north lot is in the process of relocation. The log cabin house has been moved west of town and the owners are fixing it up to move into. Once completed, they will vacate their house on the alley and the City will assume final site control of the entire lot per the agreement negotiated between the McLean's attorney and the City Attorney. Currently, there is a hole from the foundation left from the moved house. The yard is fenced and additional safety fencing has been installed around the hole. When the City has final site control of all the lots, a contract will be bided and awarded to clear the half block, fill in all holes with proper compaction, and construct the new parking lot. By having one contractor be responsible for all the various components, there will be one contact point for responsibility, timing and performance of the contract specifications. This will expedite the project's timing, save administrative time, and deliver a product with a clear line of accountability. 5itcoca pe\ A000datco �-�"& Pepe Archttec� grata F LUM Ross Plambeck Kalispell Planning &. Economic Development Department Kalispell, Montana 59901 February 22,199vl!� Dear Ro55, Landscape Architecture, Land Planning CAD 385 Golf Course Drive P.O. Box 1417 Columbia Falls, Montana Phone / Fax 406-892-3492 It is my pleasure to make the following proposal to provide you with construction documents, bidding coordination and project observation for a new parking lot on the 1/2 block directly west of the Flathead High School Shop (Block 186). 1 have visited the site and can offer the following outline of services and fees: 1) A Topo and Layout Survey of Block 186: Survey extending out to cover surrounding streets and east across the alley. Thfs work will be completed by a registered surveyor and subcontractor to Sitescape Associates. This phase will also include preparation of a base layout plan for the work described below. Fee: $1750 2) Demolition Plan: Plan delineating structures and improvements which shall be removed from Block 186 prior to the construction of the proposed parking lot. Fee: $750 3) Quality Control and Completion Coordination for Lots A,B,C. (Phase One): Follow-up planning and coordination for Lots A,F3 & C including coordination of sidewalk linkages and parkway renovation to complete Phase One (1994). Fee: $500 4) Construction Documents: 1) site layout / dimension plan, 2) grading & drainage plan, 3) landscape plan w/ plant list and detailing, 4) site details, 5) fighting plan. Fee: $5900 4) Construction Specifications: Fee: $500 5) Bidding and Construction Observation: 1) Printing and Plotting, Plans and Specs:....................................reimbursable 2) City Plan Review & Bidding Coordination w/ Contractor: $650 3) Construction Observation: • $1450* *Note: Construction 6taking Shall be provided by the contractor. Total Fee: $9500 Thank you for thi6 opportunity. I am prepared to begin this project on or before March 22,1995. Please call if you have any questions. Your signature below constitute6 an agreement by the City of Kalispell authorizing Sitcocape Associates to perform work items as described above. Sincerely, ' Bruce F. Lutz A.51. . Landscape Architect, d lanne Mt. Registration #73 Bruce Williams City Manager City of Kalispell Pate