HomeMy WebLinkAbout01-27-25 - 2- Council WS and Regular Meeting
CITY COUNCIL AGENDA
Monday, January 27, 2025
Broadcast on Cable TV Channel 16
and northmetrotv.com/lino-lakes-stream
City Council: Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland and Stoesz
Interim City Administrator: Dave Pecchia
CITY COUNCIL WORK SESSION, 6:00 P.M.
Community Room (Not televised) | No Public Comment allowed per the Rules of Decorum
1. Call to Order and Roll Call
2. Setting the Agenda: Addition or Deletion of Agenda Items
3. Charter Commission – Annual Meeting, April 10, 2025
4. Review Regular Agenda
5. Adjournment
CITY COUNCIL MEETING, 6:30 P.M.
Council Chambers | Televised
Call to Order and Roll Call
Pledge of Allegiance
Public Comment
Sign-in prior to start of meeting per Rules of Decorum
Setting the Agenda: Addition or Deletion of Agenda Items
1. CONSENT AGENDA
A. Approval of Expenditures for January 27, 2025 (Check No. 122121 through 122194)
in the Amount of $1,047,093.85
B. Approval of January 6, 2025 Work Session Minutes
C. Approval of January 13, 2025 Special Work Session Minutes
D. Approval of January 13, 2025 Closed Meeting (Attorney/Client) Minutes
E. Approval of January 13, 2025 Work Session Minutes
F. Approval of January 13, 2025 Council Meeting Minutes
G. January 13, 2025 Closed Meeting (Labor Negotiations) Minutes
Council Agenda -2-
H. Approval of January 15, 2025 Special Work Session Minutes
I. Resolution No. 25-01 Resolution of Support for MACTA Efforts to Modernize Public
Education, and Government (PEG) Programming/Public Access Funding
J. Approval of the 2025 Pay Equity Report
2. FINANCE DEPARTMENT REPORT
No Report
3. ADMINISTRATION DEPARTMENT REPORT
A. Appointment of Interim Fire Chief, Meg Sawyer, HR & Communications Manager
4. PUBLIC SAFETY DEPARTMENT REPORT
No Report
5. PUBLIC SERVICES DEPARTMENT REPORT
No Report
6. COMMUNITY DEVELOPMENT REPORT
A. Consider Resolution No. 25-11, Approving Professional Services Contract with Oertel
Architects, Public Works Facility Design, Michael Grochala, Comm. Dev. Director
7. UNFINISHED BUSINESS
No Report
8. NEW BUSINESS
No Report
9. NOTICES AND COMMUNICATIONS
A. Community Calendar: A Look Ahead
i. The City Council will be meeting with the consultant conducting the City
Administrator hiring processes at a Special Work Session and then holding a
Special Regular Meeting, to act on any approval steps required to move the
process forward, following tonight’s Council meeting. These meetings are open
to the public. Copies of the agendas are available this evening on the entryway
table and on the website.
ii. There is an Environmental Board Meeting on Wednesday, January 29, 2025 at
6:30 PM at City Hall.
ADJOURNMENT
+
Expenditures
January 27, 2025
Check #122121 to #122194
$1,047,093.85
Electronic Funds Transfer
MN Statute 471.38 Subd. 3
Council Meeting January 27, 2025 Transfer In/(Out)
1/13/2025 Transfer from FRB Money Market 4,000,000.00
1/17/2025 Sales & Use Tax (9,099.00)
1/17/2025 Payroll #02 (221,894.42)
1/17/2025 Payroll #02 Federal Deposit (57,622.43)
1/17/2025 Payroll #02 PERA (59,227.70)
1/17/2025 Payroll #02 State (12,302.66)
1/17/2025 Payroll #02 Child Support (321.48)
1/17/2025 Payroll #02 H.S.A. Bank Pretax (4,061.72)
1/17/2025 Payroll #02 TASC Pretax (913.42)
1/17/2025 Payroll #02 Mission Sq 457 Def. Comp #301596 (2,395.00)
1/17/2025 Payroll #02 Mission Sq Roth IRA #706155 (669.23)
1/17/2025 Payroll #02 MSRS HCSP #98946-01 (5,028.14)
1/17/2025 Payroll #02 MSRS Def. Comp #98945-01 (2,355.00)
1/17/2025 Payroll #02 MSRS Roth IRA #98945-01 (749.00)
Page 1 of 5
Lino Lakes City Council
Work Session
Minutes
DATE: January 6, 2025
TIME STARTED: 6:10 P.M.
TIME ENDED: 9:26 P.M.
LOCATION: Community Room
MEMBERS PRESENT: Mayor Rafferty Councilmembers Cavegn, Lyden, Stoesz and
Ruhland
MEMBERS ABSENT: None
Staff Members Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti,
Community Development Director Michael Grochala, City Planner Katie Larsen, Deputy Public
Safety Director Kyle Leibel, Police Captain William Owens, and Deputy Director/Fire Dan L’Allier.
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 6:10 p.m.
2. Setting the Agenda: Addition or Deletion of Agenda Items
The agenda topics were adopted as presented, with amendment to the order of
business.
3. Police Capital Replacement Update
The Deputy Public Safety Director reported that due to significant manufacture delay
the order of four police Chevrolet Tahoe’s was delayed from one year to the next
resulting in price increases for both the vehicle and equipment installation. Staff is
asking for Council approval to increase the 2023 police fleet capital for three Tahoe’s for
a total increase of $36,270.
The Council discussed the price increase. It was noted that the order would have been
cancelled if the City did not wait for the vehicle order.
The Mayor suggested that alternative revenue sources such as the forfeiture fund be
reviewed to possibly cover the cost increase.
4. Digital Evidence System Replacement
Police Captain Owens reported a committee was formed to review the public safety
digital evidence system. All known vendors were reviewed with four vendors considered
in greater detail. The system offered by Axon is recommended by the Committee and
should result in lower staff costs related to data sharing and redaction. He reported that
Public Safety Aid Funds had been previously identified for this expense by the City
Council. The final cost is $109,792.97 more than the budget estimate and he asked for
Page 2 of 5
the Council’s consideration of this request, given the competitive review of the available
systems.
He reviewed the capabilities of the systems offered by Axon and noted that a five-year
contract is being proposed.
Captain Owens introduced Lily Dokic, Axon Account Manager.
Ms. Dokic provided a detailed review of the products and online evidence management
site offered by Axon. As well as the next-day shipping from within the United States of
equipment, and vendor provided and/or supported installation.
Police Captain Owens requested City Council authorization to spend $309,792.97, from
the Public Safety Aid funds to purchase a five-year plan for an Axon digital mobile
evidence system.
Council Consensus
It was the consensus of the City Council to support the Axon proposal as presented.
5. Peltier Ponds PUD Concept Plan
The City Planner stated that U.S. Home, LLC (dba Lennar), is proposing a master planned
residential development located west of CSAH 54 (20th Ave N) across from Watermark,
east of Peltier Lake, and north of the City of Centerville border. The development
contains four parcels totaling approximately 125 gross acres and 262 housing units. The
development is called Peltier Ponds.
The City Planner introduced Josh Metzer, Land Entitlement Manager with Lennar. She
stated that there are a series of items the developer is seeking feedback on regarding
the proposed development. A public hearing will be required as part of formal
consideration.
The City Council discussed the development including municipal water supply capacity,
lot size and development density, garage sizes, park/trail/open space requirements,
shoreline improvements, future road construction and re-alignment, and buffers and
setbacks from the road (120th) and from other residential development.
The Council noted that this is like the other development, Watermark, that was
previously approved in the area.
Mr. Metzer confirmed that this is a similar project to the prior development and that
Lennar plans to create trail connections and maintain the same feel as the other
development.
Page 3 of 5
6. Winter Property Purchase
The Community Development Director reviewed that the City Council discussed the
possible purchase of four properties located at 7473 24th Avenue at a special meeting
on October 7, 2023. The parcels being considered are identified as Anoka County Parcel
Identification Numbers 13-31-22-12-0002, 13-31-22-11-0001, 13-31-22-13-0002 and 13-
31-22-14-0001 all located in Northeast Quarter of Section 13. The property is proposed
to be used for the establishment of a certified wetland bank. Portions of the property
will also be needed for right-of-way for the Otter Lake Road extension project.
The Community Development Director stated that the City Council discussed a draft
purchase agreement at the December 2, 2024, Work Session and directed staff to
continue negotiations with the property owner and bring back a purchase agreement
for Council consideration. Staff has reached an agreement with the property owners
based on the City Council direction.
The Council discussed the proposed farm lease for 2025 and directed review by the City
Attorney of the structure of the lease agreement between the current landowner and
future city ownership.
Council Consensus
It was the consensus of the City Council to advance this item to the next regular Council
Meeting for formal action.
7. Cannabis Ordinance
The Community Development Director presented a draft ordinance titled “Ordinance
Amending 617 of the City Code Concerning the Regulation of Cannabis Businesses”. He
stated that as discussed at the December 2, 2024, work session, Minnesota Statutes,
Chapter 342, adopted in 2023 and amended in 2024 authorizes the cultivation,
manufacturing and sale of cannabis products. Minnesota’s new Office of Cannabis
Management (OCM) will be responsible for the licensing of cannabis businesses. The
State is currently completing the rulemaking process.
The Community Development Director stated that there are 13 different types of
business licenses. State law provides certain means of oversight by local units of
government. However, the city cannot outright ban a cannabis business, or limit
operations in a manner beyond those provided in state law.
The City Council reviewed the different rules and requirements of the proposed
ordinance in relation to the state licensing requirements.
The Community Development Director stated that if there is support for the proposed
licensing and registration requirements that the Planning and Zoning Board would be
responsible for reviewing the zoning and land use requirements.
Page 4 of 5
Council Consensus
It was the consensus of the Council to support the draft ordinance as presented.
8. CRJ-35E Interchange, Right-of-Way Transfer
The Community Development Director reported that Ramsey County continues to work
toward completion of the plans and specifications of the I-35E/CRJ Interchange for
proposed bid letting in spring of 2025. Staff is continuing to work with Anoka County,
Ramsey County and MnDOT, regarding jurisdiction of the roadway between Centerville
Road and 20th Avenue.
The Community Development Director stated that as previously explained, County Road
J, between Centerville Road and Otter Lake Road is under the jurisdiction of multiple
road authorities. The City of Lino Lakes, Anoka County, Ramsey County and Mn/DOT
each share responsibility for certain portions of the roadway. The north half of CRJ, from
Centerville Road to approximately 20th Avenue, is under the City’s jurisdiction.
The Community Development Director stated that the road is not currently on the City
or County’s municipal state aid system. However, all parties are proposing the use of
state aid as part of the funding. We have been informed by Mn/DOT that roadways
cannot share Municipal and County State Aid Designations.
The Community Development Director stated that after considerable discussion Ramsey
County is proposing to take over as the responsible road authority for this section. This
would allow Ramsey County to designate this as a state aid roadway. City, County and
Mn/DOT staff are working through the logistics of this transfer. At this time, it appears
that City will need to transfer our roadway easement rights to Ramsey County. This
likely will be done by granting Ramsey County a public road easement over the subject
area.
The Council discussed the funding formula for the proposed state aid road designation.
The Council expressed interest in constructing City signage along the roadway as
previously considered, under the proposed new roadway designation.
The Council was interested in a uniform streetscape design for the three roundabouts.
9. Public Safety Organization Update
The Interim City Administrator stated that to minimize disruption to the Lino Lakes
Public Safety Department during the transition period of Director Swenson’s retirement
and the completion of the City Gate analysis, he is proposing the organization changes
to the Lino Lakes Public Safety Department as presented in the staff report. The
identified timeline will help strengthen the ability of the organization to maintain
services to the community without interruption. He noted that City Gate has reviewed
the proposal, and they support the recommendations.
Page 5 of 5
The City Council discussed the proposed staffing changes. They reviewed the timeline
for the proposed organizational changes. They reviewed emergency management
planning responsibilities and funding.
Council Consensus
It was the consensus of the City Council to support the recommendations as presented
and to place this item on the January 13th regular agenda for formal action.
10. Notices and Communications
None
11. Adjournment
Mayor Rafferty adjourned the meeting at 9:26 p.m.
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
Page 1 of 2
Lino Lakes City Council
Special Work Session
Minutes
DATE: January 13, 2025
TIME STARTED: 5:30 P.M.
TIME ENDED: 6:24 P.M.
LOCATION: Community Room
MEMBERS PRESENT: Mayor Rafferty Councilmembers Cavegn, Lyden, Stoesz and
Ruhland
MEMBERS ABSENT: None
Staff Members Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti, and
Community Development Director Michael Grochala.
Also Attending: Attorney’s John Baker and Kate Swenson.
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 5:30 p.m.
2. Setting the Agenda: Addition or Deletion of Agenda Items
The agenda topics were adopted as presented
3. Closed Meeting: Attorney-Client Privilege
Attorney John Baker stated that litigation is currently pending in a matter entitled Zikar
Holdings LLC (and two others) against the City of Lino Lakes (and two others), filed in
federal court in September 2024. Last month, the court entered two orders in that case,
on December 10 and on December 26, 2024. The course of that litigation should be
informed by a confidential briefing of the City Council by Ms. Swenson and me as the
City’s counsel in that case, under the attorney-client privilege. So, under Minnesota
Statutes Section 13D.05, subdivision 3(b), I respectfully request the presiding officer to
make a motion to close this meeting to the public.
To more clearly describe the subject of that closed meeting: The Zikar Holdings LLC
pending matter arises from several publicly made decisions, including the City’s
adoption of a one-year moratorium last summer, and the response of the City Council
and several boards appointed by the Council to a request by Zikar Holdings LLC for
concept plan review. The closed meeting I request would not include a decision by the
Council on whether to settle or continue the pending litigation, but would be limited to
consequences of those publicly made decisions and the court’s public orders last month.
Absolute confidentiality is necessary so that members of the Council are able to make
an informed assessment of the available legal options and to provide guidance to us, as
the City’s legal counsel in that case, regarding some of those options. The need to have
Page 2 of 2
confidential discussions with specially appointed counsel and to discuss strategies
regarding the pending litigation outweighs the purposes of the Open Meeting Law, and
is permitted by the attorney-client privilege and Section 13D.05, subdivision 3(b) of that
law.
Mayor Rafferty requested a motion to close the meeting on the grounds just stated by
the City’s appointed legal counsel.
5:37 PM Meeting Closed by Council Motion
On the grounds just stated by the City’s appointed legal counsel, I, Councilmember
Ruhland do hereby move to close the City Council meeting under Section 13D.05,
subdivision 3(b), and the attorney-client privilege, to discuss the lawsuit by Zikar
Holdings LLC as described more specifically by Mr. Baker in the request that he just
made. Motion seconded by Councilmember Stoesz. By Roll Call Vote, voting in favor:
Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland and Stoesz. Voting against:
None. Motion passes.
6:24 PM Mayor Rafferty reconvened the open meeting.
4. Adjournment
Mayor Rafferty adjourned the meeting at 6:24 p.m.
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
Page 1 of 1
Lino Lakes City Council
Closed Meeting
Minutes
DATE: January 13, 2025
TIME STARTED: 5:37 P.M.
TIME ENDED: 6:24 P.M.
LOCATION: Community Room
MEMBERS PRESENT: Mayor Rafferty, Councilmembers Cavegn, Lyden, Stoesz and Ruhland
MEMBERS ABSENT: None
Staff Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti, and
Community Development Director Michael Grochala.
Also Attending: Attorney’s John Baker and Kate Swenson
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 5:37 p.m.
2. Closed Session – Attorney-Client Privilege
Mayor Rafferty reviewed that Pursuant to Minnesota Statues, Section 13D.05,
subdivision 3(b) Attorney-Client Privilege, the meeting has been closed to discuss the
Zikar Holdings, LLC vs. City of Lino Lakes lawsuit. The City Council discussed the lawsuit
with the attorneys.
3. Adjournment
Motion to return to Open Session at 6:24 p.m.
Mayor Rafferty adjourned the meeting at 6:24 p.m.
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
RESULT: CARRIED [5-0]
MOVER: Ruhland
SECONDER: Stoesz
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Roll Call Vote
Page 1 of 1
Lino Lakes City Council
Work Session
Minutes
DATE: January 13, 2025
TIME STARTED: 6:25 P.M.
TIME ENDED: 6:28 P.M.
LOCATION: Community Room
MEMBERS PRESENT: Mayor Rafferty Councilmembers Cavegn, Lyden, Stoesz and
Ruhland
MEMBERS ABSENT: None
Staff Members Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti,
Community Development Director Michael Grochala, HR and Communications Manager Meg
Sawyer, Police Sergeant Curt Boehme, and Deputy Director/Fire Dan L’Allier.
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 6:25 p.m.
2. Setting the Agenda: Addition or Deletion of Agenda Items
The agenda topics were adopted as presented.
3. Review Regular Agenda
The Mayor recognized Sergeant Curt Boehme as his appointment as Interim Public
Safety Director is scheduled for formal action at the regular meeting this evening.
The HR and Communications Manager reviewed the Interim Finance Director contract
that is being presented for consideration at the regular meeting.
4. Adjournment
Mayor Rafferty adjourned the meeting at 6:28 p.m.
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
Page 1 of 8
LINO LAKES CITY COUNCIL
REGULAR MEETING
MINUTES
DATE: January 13, 2025
TIME STARTED: 6:30 PM
TIME ENDED: 7:49 PM
LOCATION: City Council Chambers
MEMBERS PRESENT: Mayor Rafferty, Councilmembers Cavegn, Lyden, Ruhland
and Stoesz
MEMBERS ABSENT: None
Staff Members Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti, HR
and Communications Manager Meg Sawyer, Community Development Director Michael
Grochala, City Planner Katie Larsen, Engineer Diane Hankee, Sergeant Curt Boehme, and Deputy
Director/Fire Dan L’Allier
The meeting was called to order by Mayor Rafferty at 6:30 PM.
Mayor Rafferty provided an overview of the Rules of Decorum.
PUBLIC COMMENT
Mayor Rafferty opened the public comment period.
Lilian Dabrowski, 6932 Lakeview Drive, Lino Lakes, stated that she has concerns about the
traffic and pedestrian crosswalks that go to Centennial High School from the Lakeview
neighborhood. She doesn’t feel like it's clearly marked and there are not sidewalks. There is a
lot of traffic. She does not think it's very safe for students waiting for the bus or walking to
school. It's not lit up, clearly. She stated that crosswalks with signs that are flashing for students
to walk would be safer. She stated that if these students are expected to walk from this
neighborhood as they don't have busting services, they should have something that is safer to
get to school.
Mayor Rafferty requested that the City Engineer follow-up with Ms. Dabrowski after the
meeting.
Mayor Rafferty closed the public comment period at 6:38 p.m.
SETTING THE AGENDA
The agenda was amended to include Item 4A, Sale of Fire Department Tender.
Lino Lakes City Council Minutes
Page 2 of 8
1. CONSENT AGENDA
Motion to Approve Consent Agenda Items #1A through 1I as presented.
2. FINANCE DEPARTMENT REPORT
None
3. ADMINISTRATION DEPARTMENT REPORT
A. Appointment of Interim Public Safety Director
Motion to appoint Sergeant Curt Boehme as Interim Public Safety Director at Step 6 of
Public Safety Director position scale, effective February 1, 2025.
B. Contract Services for Interim Finance Director
Motion to approve the Contracting Services Agreement with Ehlers Public Finance
Advisors for the Interim Finance Director role, to beginning January 21, 2025.
RESULT: CARRIED [5-0]
MOVER: Ruhland
SECONDER: Cavegn
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Lyden
SECONDER: Cavegn
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Lyden
SECONDER: Stoesz
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Lino Lakes City Council Minutes
Page 3 of 8
C. Axon Digital Mobile Evidence System
Motion by Councilmember Lyden and seconded by Councilmember Ruhland to
approve an additional $109,792.97, for a total of $309,792.97, from the Public Safety
Aid Funds to purchase a five-year plan for an Axon digital mobile evidence system. All
voting in favor. Motion passed.
Mayor Rafferty requested that the motion be reconsidered to allow him to abstain from
the vote. Due to a possible conflict of interest by association. Councilmembers voting in
favor of the original motion were in favor of reconsidering the matter.
Motion to approve an additional $109,792.97, for a total of $309,792.97, from the
Public Safety Aid Funds to purchase a five-year plan for an Axon digital mobile
evidence system.
D. Part-Time Firefighter Appointment
Motion to appoint Clayton Follett to the Part-Time Firefighter position, starting
January 16, 2025 as presented.
E. Appointment of Paid On-Call Firefighter
Motion to appoint Benjamin Miller to the Paid On-Call Firefighter position, starting
January 16, 2025, as presented.
RESULT: CARRIED [5-0]
MOVER: Stoesz
SECONDER: Lyden
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Lino Lakes City Council Minutes
Page 4 of 8
F. Police Fleet Replacement Purchase
Motion to amend the 2023 Police Fleet Capital amount for three Tahoe’s to $72,700
per unit, for a total increase of $36,270 over the original budget.
4. PUBLIC SAFETY DEPARTMENT REPORT
The Deputy Public Safety Director/Fire reported that fire tenders #610 and #609 have
been listed for sale since May 13, 2024. Both trucks were replaced by the new
pumper/tenders that the City purchased from Custom Fire in January of 2024. The City
has received several calls on these trucks when they were first listed for sale. They were
listed with Brindlee Mountain, and a few websites, Minnesota Fire Chief’s, Custom Fire
Apparatus and similar sites.
The Deputy Public Safety Director/Fire reported that on January 4, 2025 the City
received an offer from the Goodman Fire Protection District for $52,000 for both trucks.
Goodman is in SW Missouri. The fire district services an area of 97 square miles and a
population of 1,242. Staff’s recommendation is to sell both fire tenders to the Goodman
Fire Protection District as presented.
5. PUBLIC SERVICES DEPARTMENT REPORT
A. Resolution 25-02 Payment No. 4 (Final), Watermark Park Project
Motion to adopt Resolution No. 25-02, Approving Payment No. 4 and Final,
Watermark Park Project in the amount of $109,857.71 to Dimke Excavating, LLC.
RESULT: CARRIED [5-0]
MOVER: Stoesz
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Stoesz
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Lino Lakes City Council Minutes
Page 5 of 8
6. COMMUNITY DEVELOPMENT REPORT
6A. Slater Addition
Motion to adopt Resolution No. 25-07 – Resolution Approving Slater Addition Final
Plat.
Motion to adopt Resolution No. 25-08 – Resolution Approving Slater Addition
Development Agreement.
6B. Spargur Estates
Motion to adopt Resolution No. 25-09 Approving Spargur Estates Final Plat.
Motion to adopt Resolution No. 25-10 Approving Spargur Estates Development
Agreement.
RESULT: CARRIED [5-0]
MOVER: Lyden
SECONDER: Stoesz
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Stoesz
SECONDER: Lyden
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Lino Lakes City Council Minutes
Page 6 of 8
6C. Resolution No. 25-04 – Market Place Drive Realignment Project
The City Engineer reviewed the traffic calming steps that were taken including an
alternative alignment in response to the area residents’ concerns.
Motion to adopt Resolution No. 25-04, Order Project, Approve the Plans and
Specifications and Authorize the Ad for Bid, Market Place Drive Realignment Project.
6D. Resolution No. 25-05 Purchase Agreement Winter Property
Motion to adopt Resolution No. 25-05, Approving Purchase Agreement, Winter
Property Acquisition.
6E. Resolution No. 25-06, I-35 Corridor AUAR – Professional Services Agreement
Motion to adopt Resolution No. 25-06, Authorizing Professional Services Agreement
for Preparation of I-35E Corridor AUAR Update.
RESULT: CARRIED [5-0]
MOVER: Stoesz
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Ruhland
SECONDER: Cavegn
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Lyden
SECONDER: Stoesz
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Lino Lakes City Council Minutes
Page 7 of 8
6F. Resolution No. 25-03, Payment No. 1 (Final), Utility Repair Project
Motion to adopt Resolution No. 25-03, Approving Payment No. 1 (Final), Utility Repair
Project.
7. UNFINISHED BUSINESS
None
8. NEW BUSINESS
None
9. NOTICES AND COMMUNICATIONS
A. Community Calendar: A Look Ahead
i. January 15, 2025: Special City Council Work Session with Advisory Boards at
6:00 PM in the Council Chambers
CLOSED MEETING
Mayor Rafferty stated that pursuant to Minnesota Statutes §13D.03, the meeting will be closed
to discuss labor negotiations, and the meeting will be held in the Council Work Room.
Motion to go into closed session pursuant to Minnesota Statutes §13D.03, the meeting will
be closed to discuss labor negotiations at 7:21 PM.
Mayor Rafferty reconvened the open meeting at 7:48 p.m.
RESULT: CARRIED [5-0]
MOVER: Cavegn
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
RESULT: CARRIED [5-0]
MOVER: Ruhland
SECONDER: Stoesz
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Roll Call Vote
Lino Lakes City Council Minutes
Page 8 of 8
ADJOURNMENT
Mayor Rafferty adjourned the meeting at 7:49 p.m.
These minutes were considered and approved at the City Council Meeting on January 27, 2025.
_________________________ _________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
Page 1 of 1
Lino Lakes City Council
Closed Meeting
Minutes
DATE: January 13, 2025
TIME STARTED: 7:25 P.M.
TIME ENDED: 7:48 P.M.
LOCATION: Community Room
MEMBERS PRESENT: Mayor Rafferty, Councilmembers Cavegn, Lyden, Stoesz and Ruhland
MEMBERS ABSENT: None
Staff Present: Interim City Administrator Dave Pecchia, City Clerk Roberta Colotti, and HR and
Communications Manager Meg Sawyer.
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 7:25 p.m.
2. Closed Session – Labor Negotiations
Mayor Rafferty reviewed that pursuant to Minnesota Statutes §13D.03, the meeting has
been closed to discuss labor negotiations.
Motion to return to Open Session at 7:48 p.m.
Mayor Rafferty adjourned the meeting at 7:48 p.m.
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
RESULT: CARRIED [5-0]
MOVER: Lyden
SECONDER: Ruhland
AYES: Rafferty, Cavegn, Lyden, Ruhland and Stoesz
NAYS: None
Roll Call Vote
Page 1 of 2
Lino Lakes City Council
Special Work Session with Advisory Boards
Minutes
DATE: January 15, 2025
TIME STARTED: 6:00 P.M.
TIME ENDED: 7:50 P.M.
LOCATION: Council Chambers
MEMBERS PRESENT: Mayor Rafferty, Councilmembers Cavegn, Lyden, and Stoesz
EXCUSED ABSENT: Councilmember Ruhland
Staff Members Present: Interim City Administrator Dave Pecchia, Community Development
Director Michael Grochala, City Planner Katie Larsen, Environmental Coordinator Tom Hoffman,
City Engineer Diane Hankee and City Clerk Roberta Colotti.
Consultants Attending: Kimley Horn Representatives, Brian Adams and Leila Bunge.
1. Call to Order and Roll Call
Mayor Rafferty called the meeting to order at 6:00 p.m.
Members of the Planning and Zoning Board, Parks and Recreation Board, Environmental
Board and Economic Development Advisory Committee that were in attendance
introduced themselves.
2. Setting the Agenda: Addition or Deletion of Agenda Items
The agenda was adopted as presented.
3. Main Street Corridor Master Plan and AUAR
Kimley Horn Representatives Brian Adams and Leila Bunge provided an overview of the
planning effort and stakeholder meetings which have been held. They reviewed the
design scenario alternatives. They facilitated a question-and-answer period with the
Council and committee representatives. The discussion was focused on designing for the
environment and wildlife protection, traffic impacts of design alternatives, impacts on
adjacent communities and plans by adjacent communities for preservation and
development, housing density requirements of the Metropolitan Council, land use
options, and design alternatives.
Ms. Bunge announced that there is a Community Meeting scheduled for February 5,
2025 from 6-8 p.m. at the Rookery and the public is encouraged to attend.
4. Adjournment
Mayor Rafferty adjourned meeting at 7:50 p.m.
Page 2 of 2
These minutes were approved at the regular Council Meeting on January 27, 2025.
___________________________ ___________________________
Roberta Colotti, CMC Rob Rafferty,
City Clerk Mayor
Page 1 | 1
CITY COUNCIL
REGULAR MEETING STAFF REPORT
AGENDA ITEM 1I
STAFF ORIGINATOR: Dave Pecchia, Interim City Administrator
MEETING DATE: January 27, 2025
TOPIC: Resolution No. 25-01 Resolution of Support for MACTA Efforts to
Modernize Public Education, and Government (PEG)
Programming/Public Access Funding
VOTE REQUIRED: Simple Majority
______________________________________________________________________________
INTRODUCTION
The City of Lino Lakes is a member of the North Metro TV consortium, which produces City
Council meeting broadcasts and other city level programming.
BACKGROUND
Attached is a letter from North Metro TV requesting the City of Lino Lakes support for the
Minnesota Association of Community Telecommunications Administrators (MACTA) efforts to
modernize public education and government (PEG) programming/public access funding.
RECOMMENDATION
As the continued success and availability of local cable television programming, including the
broadcast of City Council and Board meetings is important to the residents of Lino Lakes, and to
the communications efforts of the City Council. It is therefore recommended that the City
Council adopt the attached resolution of support for modernizing PEG funding as presented.
ATTACHMENTS
• Letter from North Metro TV
• Draft Resolution No. 25-01
12520 Polk St NE, Blaine, MN 55434-3148 Phone: (763) 780-8241 Fax: (763) 780-8242
Blaine • Centerville • Circle Pines • Ham Lake • Lexington • Lino Lakes • Spring Lake Park
January 7, 2025
TO: THE CITY OF LINO LAKES RE: RESOLUTION OF SUPPORT FOR MODERNIZING PEG FUNDING Enclosed, please find for the council’s review and approval a resolution supporting the Minnesota
Association of Community Telecommunications Administrators (MACTA) efforts to modernize public, education, and government (PEG) programming/public access funding.
North Metro TV and other PEG TV stations face a challenging future as traditional revenue streams
decline. MACTA, along with the League of Minnesota Cities, the League of Women Voters, and other organizations, are pursuing multiple avenues to modernize that funding at the state legislature. Municipal support for these efforts is extremely important and influential.
Possible solutions include:
- The Equal Access to Broadband Bill: This is the bill that MACTA pursued at the state legislature last year. It would allow cities to franchise wireline broadband providers and to impose a
franchise fee on providers for using the public rights-of-way. The franchise would allow for oversight over broadband companies and require build out for an entire franchise area. The
requirements would be similar to those in current cable franchises.
- A General Fund Request: MACTA is working to draft a bill requesting an amount equal to one dollar for every state resident from the State General Fund. Since not every city in the state is
covered by a PEG station, MACTA currently estimates that the PEG stations that do exist would receive somewhere between one and two dollars per resident for a proposed two years of
funding.
Recommendation: That the City pass the resolution as recommended by the
Telecommunications Commission Operations Committee.
I want to thank the Commission directors, staff, and the Operations Committee for their efforts in pursuing more modern and fair funding for North Metro TV and other PEG stations. Please reach out to the NMTC
Interim Co-Executive Directors if you have any questions about this ordinance or about the franchise in general.
Sincerely,
Barbara Goodboe-Bisschoff Chair, North Metro Telecommunications Commission Enc.
CITY OF LINO LAKES
ANOKA COUNTY, MINNESOTA
RESOLUTION NO. 25-01
RESOLUTION OF SUPPORT FOR MACTA EFFORTS TO MODERNIZE PUBLIC, EDUCATION, AND GOVERNMENT (PEG) PROGRAMMING/PUBLIC ACCESS FUNDING
WHEREAS, community television programming allows community members to stay
connected and entertained through public, education, and government (PEG) programming; and WHEREAS, public television programming includes local community and nonprofit submissions, City Council and board and commission meetings, and community events; and
WHEREAS, public television programming has primarily been funded through franchise fees which allow cable providers to utilize the public right-of-way for private use; and WHEREAS, with the recent consumer trend of moving from traditional cable providers to
digital/video streaming services, the funds available for public television programming has
decreased; and WHEREAS, the Minnesota Association of Community Telecommunications Administrators (MACTA) is a statewide organization of municipal and nonprofit staff that
advocates for cities and their residents; and
WHEREAS, MACTA is launching a campaign to create legislative changes at the state and federal level that will respond to consumer changes and allow current practices to modernize in response to these shifts; and
WHERAS, MACTA is working with Minnesota cities to gain support for their legislative efforts. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
THAT: The Lino Lakes City Council offers their support to the Minnesota Associate of
Community Telecommunications Administrators (MACTA) effort to modernize local access funding through legislative change. Adopted by the City Council of the City of Lino Lakes this 27th day of January 2025.
___________________________ Rob Rafferty, Mayor ATTEST:
____________________________
Roberta Colotti, CMC, City Clerk
1
CITY COUNCIL
REGULAR MEETING STAFF REPORT
AGENDA ITEM 1J
STAFF ORIGINATOR: Meg Sawyer, Human Resources and Communications Manager
MEETING DATE: January 27, 2025
TOPIC: Consider Approval of the 2025 Pay Equity Report
VOTE REQUIRED: Simple Majority
______________________________________________________________________________
INTRODUCTION
The Council is being asked to consider approval of the 2025 Pay Equity Report.
BACKGROUND
The Local Government Pay Equity Act, M.S. 471.991-471.999 and Minnesota Rules, Chapter
3920 require local government jurisdictions to submit a Pay Equity Report to the State of
Minnesota every three years. The City last submitted the report in 2022. We are required to
report in 2025. This report shows wages in place as of December 31, 2024.
The Minnesota Pay Equity Act was passed by the legislature in 1984. Pay Equity is a method of
eliminating discrimination against women who are paid less than men for jobs requiring
comparable levels of expertise. Pay Equity attempts to eliminate gender-based inequalities.
Minnesota Rules, Chapter 3920 specify the procedure for measuring and reporting compliance.
Staff has conducted the required statistical analysis for the 2025 Pay Equity Report. The City
was found to be in compliance with the Act.
The Council is required to accept this report, which will then be forwarded to the Pay Equity
Office of Minnesota Management & Budget for review.
RECOMMENDATION
Staff is recommending approval of the 2025 Pay Equity Report.
ATTACHMENTS
2025 Pay Equity Report
Pay Equity Implementation Report
Part A: Jurisdiction Identification
Jurisdiction:Lino Lakes Jurisdiction Type:City
600 Town Center Parkway
Lino Lakes, MN 55014
Contact:Meg Sawyer Phone:(651) 982-2413 E-Mail:MSawyer@linolakes.us
Contact:General Mail Phone:(651) 982-2410 E-Mail:cityadmin@linolakes.us
Part B: Official Verification
1.The job evaluation system used measured
skill, effort responsibility and working
conditions and the same system was used for
all classes of employees.
The system was used: Consultant
Description:
The City of Lino Lakes adopted a new job
evaluation system effective January 1, 2021.
The City has implemented the Keystone
Compensation Classification System, as
approved by the City Council on December
14, 2020.
2.
2.Health Insurance benefits for male and
female classes of comparable value have
been evaluated and:
There is no difference and female classes are
not at a disadvantage.
3.An official notice has been posted at:
City Hall, Public Safety & Public Works
Facilities
(prominent location)
informing employees that the Pay Equity
Implementation Report has been filed and is
available to employees upon request. A copy
of the notice has been sent to each exclusive
representative, if any, and also to the public
library.
The report was approved by:
Lino Lakes City Council
(governing body)
Rob Rafferty
(chief elected official)
Mayor
(title)
Part C: Total Payroll
$8459784.45
is the annual payroll for the calendar year just
ended December 31.
[ ]Checking this box indicates the following:
- signature of chief elected official
- approval by governing body
- all information is complete and accurate,
and
- all employees over which the jurisdiction has
final budgetary authority are included
Date Submitted:1/17/2025
Page 1 of 1 1/17/2025 12:54:21 PM
Predicted Pay Report for: Lino Lakes
Case:2025PayEquityReporting
Page 1 of 3 1/17/2025 12:53:24 PM
Predicted Pay Report for: Lino Lakes
Case:2025PayEquityReporting
Job Nbr Job Title Nbr
Males
Nbr
Females
Non-
Binary
Total
Nbr
Job Type Job
Points
Max Mo Salary Predicted Pay Pay Difference
1 Office Specialist 0 1 0 1 Female 252 5053.0000 4689.6642 363.3358
2 Building Custodial Maintenance 1 0 0 1 Male 262 5053.0000 4947.5688 105.4312
3 PT Community Service Officer 0 1 Female 269 5053.0000 5128.1670 -75.1670
4 Firefighter 8 2 0 10 Male 269 5053.0000 5128.1670 -75.1670
5 Accounting Clerk I 0 1 0 1 Female 280 5559.0000 5412.7066 146.2934
6 Police Records Technician 0 2 0 2 Female 281 5559.0000 5438.6919 120.3081
7 Public Safety Admin Assistant 0 1 0 1 Female 285 5559.0000 5541.9837 17.0163
8 Investigative Assistant 0 1 0 1 Female 285 5559.0000 5541.9837 17.0163
9 Administrative Assistant 0 2 0 2 Female 290 5559.0000 5670.6112 -111.6112
10 Building Permit Technician 0 1 0 1 Female 290 5559.0000 5670.6112 -111.6112
11 Parks Maintenance Worker 4 0 0 4 Male 299 6096.0000 5903.1801 192.8199
12 Streets Maintenance Worker 6 0 Male 303 6096.0000 6006.4718 89.5282
13 Accounting Clerk II 0 1 0 1 Female 305 6096.0000 6058.4425 37.5575
14 Human Resources Assistant 0 1 0 1 Female 306 6096.0000 6084.4279 11.5721
15 Utilities Maintenance Worker 5 0 Male 308 6096.0000 6135.7489 -39.7489
16 Activity Center Coordinator 1 2 Balanced 320 6731.0000 6428.6184 302.3816
17 Communications Specialist 0 1 0 1 Female 323 6731.0000 6489.9697 241.0303
18 Mechanic 2 0 0 2 Male 340 6731.0000 6881.4191 -150.4191
19 Building Maintenance Custodial 1 0 0 1 Male 360 7412.0000 7272.2057 139.7943
20 Building Inspector 1 0 Male 367 7412.0000 7449.1377 -37.1377
21 City Clerk 0 1 0 1 Female 376 8046.0000 7670.1801 375.8199
22 Police Officer 12 5 Balanced 385 8046.0000 7894.2870 151.7130
23 Accountant 0 1 0 1 Female 390 8046.0000 8018.8604 27.1396
24 Public Works Supervisor 2 0 0 2 Male 390 8046.0000 8018.8604 27.1396
25 Environmental Coordinator 1 0 0 1 Male 393 8046.0000 8096.5221 -50.5221
26 City Planner 0 1 0 1 Female 414 8739.0000 8608.0240 130.9760
27 Fire Inspector/Fire Lieutenant 1 0 0 1 Male 420 8739.0000 8743.8281 -4.8281
28 Sergeant 4 1 Male 452 9558.0000 9504.1085 53.8915
29 Building Official 1 0 0 1 Male 466 9558.0000 9808.9705 -250.9705
30 Public Works Superintendent 1 0 0 1 Male 480 10163.0000 9999.9871 163.0129
31 HR and Communications Manager 0 1 0 1 Female 487 10163.0000 10113.9376 49.0624
32 Public Safety Captain 1 0 0 1 Male 529 10778.0000 10744.5222 33.4778
Page 2 of 3 1/17/2025 12:53:24 PM
Predicted Pay Report for: Lino Lakes
Case:2025PayEquityReporting
Job Nbr Job Title Nbr
Males
Nbr
Females
Non-
Binary
Total
Nbr
Job Type Job
Points
Max Mo Salary Predicted Pay Pay Difference
33 Deputy Public Safety Director 2 0 0 2 Male 576 11469.0000 11291.0394 177.9606
34 Finance Director 0 1 0 1 Female 618 12093.0000 11903.9623 189.0377
35 Public Services Director 1 0 0 1 Male 686 12738.0000 12677.6885 60.3115
36 Community Development Director 1 0 0 1 Male 695 12738.0000 12776.1888 -38.1888
37 Public Safety Director 1 0 0 1 Male 755 13421.0000 13432.6737 -11.6737
Job Number Count: 37
Page 3 of 3 1/17/2025 12:53:24 PM
1
CITY COUNCIL
REGULAR MEETING STAFF REPORT
AGENDA ITEM 3A
STAFF ORIGINATOR: Meg Sawyer, Human Resources and Communications Manager
MEETING DATE: January 27, 2025
TOPIC: Appointment of Interim Fire Chief
VOTE REQUIRED: Simple Majority
______________________________________________________________________________
INTRODUCTION
The City Council is being asked to approve the appointment of Dan L’Allier to the Interim Fire Chief
position within our Public Safety department.
BACKGROUND
Public Safety Director John Swenson will retire from the City of Lino Lakes, with his last day in the
office on January 31, 2025. To ensure a smooth transition, staff recommends appointing Deputy
Director Dan L’Allier to the position of Interim Fire Chief.
Deputy Director L'Allier brings 42 years of experience in Fire, EMS, and Emergency Management to
Lino Lakes Public Safety. Since joining in 2014, he has led the development of the Fire Division,
including staffing models, apparatus acquisition, and the construction of Fire Station 2. Prior to Lino
Lakes, he served as Fire Chief/Emergency Manager/Tactical Paramedic for the Virginia Fire and EMS
Department, overseeing a team of 32 full-time personnel. He has experience with agency studies
and their implementation. He has successfully led fire departments with a mix of full-time, part-
time, and paid-on-call firefighters.
The City of Lino Lakes does not currently have a compensation structure or job grade for the
position of Fire Chief. To ensure a competitive and equitable wage, the City conducted a thorough
market analysis. This analysis included data from the League of Minnesota Cities and a review of
comparable compensation in similar-sized municipalities with comparable fire service models. Based
on these findings, an hourly wage of $74.00 has been established for the Interim Fire Chief position.
With Council approval, Deputy Director L’Allier will assume the role of Interim Fire Chief effective
February 1, 2025.
RECOMMENDATION
Please approve the appointment of Deputy Director Dan L’Allier for Interim Fire Chief.
ATTACHMENTS
None
1
CITY COUNCIL
REGULAR MEETING STAFF REPORT
AGENDA ITEM 6A
STAFF ORIGINATOR: Michael Grochala, Community Development Director
MEETING DATE: January 27, 2025
TOPIC: Consider Resolution No. 25-11 Awarding Professional Services
Contract to Oertel Architects, Public Works Facility Design
VOTE REQUIRED: Simple Majority
______________________________________________________________________________
INTRODUCTION
Staff is requesting City Council consideration to award a professional services contract to Oertel
Architects to design the new Public Works facility.
BACKGROUND
Over the past 10 years, the City has been evaluating the construction of a new public works
building to replace the existing facility at 1189 Main Street. Constructed in 1971, the buildings
are substandard and do not meet the current and future needs of the City. The City Council has
continued to express interest in moving forward with the project.
The proposed project includes construction of a Public Works Facility on approximately 10.0
acres owned by the City of Lino Lakes at 1189 Main St. A site tour of Hugo’s facility was taken in
2022 to establish needs and the scope of the project. The council directed staff to move
forward with obtaining architectural and engineering services in 2023. Staff has since worked
with the finance department to identify potential funding sources. The project was included in
the 5-year plan for a 2026 build. The Building and Facilities fund was identified as the funding
source for design.
The site includes an adjacent 14 acres that includes park improvements and a materials yard.
The project will include a public works facility with vehicle storage, vehicle maintenance, and
office space, with parking lots, commodity bins, access roads, community meeting space, site
work, and utilities. It is anticipated that the new facility will include community meeting space
to accommodate election precinct operations, senior events, educational and training
functions. The expected budget for this project is approximately $16,400,000.
The City Council authorized the advertisement for Request for Proposals on November 12,
2024. The City received twelve proposals ranging from $631,000 to $1,230,012, including
2
reimbursables. The proposals were reviewed by a selection committee that included the
Interim City Administrator, Public Works Director, Public Works Superintendent and
Community Development Director. Based on the strength of their proposal, including cost,
project understanding and experience, staff is recommending selection of Oertel Architects to
complete the design work for the amount of $677,506.50.
The City has previously worked with Oertel Architects on review of the public works facility cost
estimates and they are the architect for the Water Treatment Facility which is under
construction. Oertel is also the architect of record for the Hugo Public Works facility that the
City Council previously toured.
RECOMMENDATION
Staff is recommending approval of Resolution No. 25-11.
ATTACHMENTS
1. Resolution No. 25-11
2. Oertel Proposal
CITY OF LINO LAKES
RESOLUTION NO. 25-11
AWARDING PROFESSIONAL SERVICES CONTRACT TO OERTEL ARCHITECTS,
PUBLIC WORK FACILITY DESIGN
WHEREAS, the City is proposing to construct a new Public Works facility to replace the
existing building constructed in 1971, and
WHEREAS, November 12, 2024, the City Council approve Resolution No. 24-150,
authorizing staff to advertise a Request for Proposals (RFP) to obtain architectural and
engineering services for the design of the facility, and
WHEREAS, on December 20, 2024, the City received proposals from twelve firms
proposing to complete such services, and
WHEREAS, City staff has completed a review of the proposals and recommends the
selection of Ortel Architects based on value and previous experience designing public works
facilities,
NOW, THEREFORE, BE IT RESOLVED by the City Council of Lino Lakes, Minnesota that the
professional services contract for the design of the Public Works facility is hereby awarded to
Oertel Architects in the amount of $677,506.50.
BE IT FURTHER RESOLVED that the Mayor and Clerk are hereby authorized to execute a
contract on behalf of the City following review and approval by the City Attorney.
Adopted by the City Council of the City of Lino Lakes this 27th day of January, 2025.
___________________________
Rob Rafferty, Mayor
ATTEST:
___________________________
Roberta Colotti, CMC, City Clerk
PROPOSAL FOR:
City of Lino Lakes
Public Works
December 20 2024
SUBMITTED BY:
Oertel Architects, Ltd.
Thomas Stromsodt, Vice President
1795 Saint Clair Avenue
Saint Paul, MN 55105
(651) 696-5186 x314
tstromsodt@oertelarchitects.com
OERTEL ARCHITECTS
December 20, 2024
Dear Mr. Michael Grochala and Proposal Evaluation Committee,
Oertel Architects and our team of consultant partners are very pleased to submit this proposal for the design and construction
of the Lino Lakes Public Works Facility. We are well versed in the design of this type of facility and possess the technical
expertise needed to meet the City’s high standards. Our design practice is centered on municipal architecture that holistically
betters the greater community health and well-being for which our projects reside. Our overall team has been assembled based
on previous and current working relationships that will further this goal.
Experts in Municipal Infrastructure Services and Operations and Fleet Based Facilities. Our work as public works and municipal
architects has defined Oertel Architects in our 28+ year history. Our passion and fascination with this type of project has driven
our expert qualifications. Oertel will lead the entire planning, design and construction project. We are an award-winning Public
Works Facility design firm. We have worked in every region of Minnesota, planning and designing over 100 separate facilities
and comprehensive studies. We are a sought-after resource around the entire Midwest for the planning and design of public
works facilities, working on projects in North Dakota, South Dakota, Kansas, Missouri, and Wisconsin.
A proven engaged collaborative process. While we do consider ourselves expert in these facilities, our real expertise is derived
from engaging operational staff to design their facility for them. We really focus each stage of our process on listening with the
people who will live and work within this new building, providing them a facility that meets their needs, while benefiting from
our collective experience.
Responsive and Responsible high design. Public Works Facilities are often seen as strictly utilitarian. While they are technical
in nature, that does not preclude the facilities from providing spaces that promote employee well-being. Our design work
focuses on including real materials, access to daylight and views, and integrating other sustainable strategies economically and
responsibly into your design solution to create a beautiful and functional building.
Work capacity. We understand that the City has planned for construction in 2025. As this type of facility is our area of
expertise, and these projects are the bulk of the work type in our office, we are well situated to provide services for your
department within your stated schedule.
This is a project for which we are very excited to have the opportunity to be the City’s partner. If you have any questions, please
feel free to reach out and contact me at any time. We hope the following pages will demonstrate our commitment to elevating
the structures that meet your operational goals and long-term vision.
Sincerely,
Thomas Stromsodt, AIA – Vice President
Oertel Architects, Ltd.
COVER LETTER
TABLE OF CONTENTS
Cover Letter
Table of Contents
Proposing Firm Overview 1
Identification and Qualification of Assigned Personnel 2-4
References & Project Examples (last 5 years)5-9
Approach & Work Plan 10-23
Fee Quotation 24
Conclusion 25
FIRM PROFILE
DEDICATED EXPERTISE, PERSONAL APPROACH Founded in 1996, Oertel Architects offers comprehensive consulting services, including condition assessments, planning, architectural and interior design, and construction-related support. Over nearly three decades, we’ve partnered with 69 cities, 18 counties, and numerous state agencies, building a reputation for thoughtful design and strong client relationships. Despite our extensive experience, we have intentionally remained a small, nimble team, allowing us to deliver a highly personal and hands-on approach to every project. Specializing in the planning and design of public works facilities, Oertel Architects has focused on this sector for over 28 years. Our deep understanding of the unique needs of public works operations—including equipment, workflows, and seasonal demands—enables us to design facilities that improve functionality and efficiency for staff throughout the year. We excel at managing large, multidisciplinary teams of consultants, ensuring seamless integration and collaboration throughout each project. Our well-established relationships with specialty consultants allow us to deliver comprehensive and innovative solutions tailored to our clients’ needs. Our strong regional ties further enhance our work. Our longstanding partnership with the city reflects our dedication to serving the unique needs of Lino Lakes. Our expertise is demonstrated through our successful completion of the Public Works Feasibility Study, which provided strategic insights into the city’s infrastructure needs, and our ongoing work on the Water Treatment Facility. These projects underscore our commitment to enhancing the city’s services and infrastructure, fostering a strong and resilient community for years to come.
OWNERSHIP Jeff Oertel, FounderAndrew Cooper, PresidentDeb Brandwick, Vice President Thomas Stromsodt, Vice PresidentBrenda Dever, Associate Principal Eric Werner, Associate Principal
LEGAL STATUS
S Corporation
YEAR INCORPORATED1996
CONTACT NAME
Thomas Stromsodt, AIA, Vice President
p: (651) 696-5186 x 314
e: tstromsodt@oertelarchitects.com
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 1
FIRM QUALIFICATIONS & EXPERIENCE ON SIMILAR PROJECTS
Oertel Architects and our team our uniquely suited to deliver a successful project for
the City of Lino Lakes. Every single staff member in our office has worked on numerous
public works and maintenance facilities. Our passion and fascination with this type of
project has driven our expert qualifications. We are an award-winning public works
facility design firm. We have worked on the planning and designing of over 100
separate facilities and comprehensive studies. We are a sought-after resource around
the entire Midwest for the planning and design of public works facilities, working
on projects in North Dakota, South Dakota, Kansas, Missouri, Iowa, Wisconsin and
Michigan. We hope that our resumes indicating our extensive experience show our
true dedication to these types of facilities.
Our proposed team members will be directly involved with your Public Works project
from the initial kick-off meeting until the very end of on-site construction observation.
We pride ourselves on keeping the same staffing from project inception through to the
end of Construction Administration. This ensures the same people that worked on the
initial design can be on the job site to make sure the project maintains the quality and
detailing we design for, and to avoid costly changes during construction. Your primary
points of contact throughout the design and construction process will be Thomas
Stromsodt as Principal in Charge and Dan Greuel as Project Architect. The other main
points of contact will be Janneke Schaap (Sustainability) and Brenda Dever (Interiors).
All proposed Oertel staff have extensive experience with these types of facility, and
directly communicate with each other on a daily basis. If any one of our team members
is unavailable for any reason (i.e vacation, sickness, etc.) one of the other team
members will be fully committed and capable of providing any services or information
which is needed at that time. We have an open studio office environment, which
means every employee is aware of all of the other projects in the office. Our firm has
weekly office staff meetings to efficiently and effectively manage all of the projects and
to ensure they are all successfully completed on time and on budget. We will provide
all required coordination with the entire remainder of our proposed team, including
our engineers.
Quality Assurance and Quality Control are an integral part of our design process,
throughout the entire project from the initial Preliminary Design check set to the entire
construction process. As we have extensive experience with this project type, we are
aware of coordination items which need to be detailed and aligned appropriately to
avoid any surprises during construction. Something as seemingly simple as indicating
the exact location of your air and water drops, and lube reels on the drawings is
something that must be coordinated prior to going out to bid. If they are not indicated
exactly where you would like them, you may not have the coverage you were
anticipating, or the locations may impede internal traffic flow. Our experience allows us
to not only discuss the pros and cons of potential locations for such items, but also to
ensure they are included in the drawings exactly where you would like them.
As a result of our open office studio environment and our ongoing relationships with
our team consultants we are able to quickly and expertly respond to any owner’s
concerns throughout the entire project. If by chance one of the team members
working directly on your project hasn’t had experience with the concern you may
have, we are able to discuss that concern with others in our office and within our
consultant’s offices, to come to an educated and experienced resolution.
Our expert team manages every project from the initial project initiation through
to the end of construction. As mentioned previously, an integral part of that is our
quality assurance and quality control process. We also provide review and check sets
throughout the design process, with sufficient time for you to review and provide
feedback on. This ensures the project moves forward at the appropriate timeline
to meet your construction schedule requirements. Our goal is to ensure all design,
equipment, traffic, layout options are decided on before moving onto the next phase,
beginning with the “big picture” through to the smallest detail. If changes are made
during the design process, which there usually are, our goal is to minimize the impact
on the previously completed design documents to keep the project on schedule.
Sometimes changes are also requested by the owner during the construction project.
As a result of having the same team members on the project from the inception
through construction we can quickly provide insight into the pros and cons of any
changes and coordinate with our internal team and our engineers to provide the most
cost-effective means of implementing a successful revision to the project.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 2
KEY STAFF RESUMES
THOMAS STROMSODT, AIA, VICE PRESIDENT | OERTEL
ROLE: PROJECT MANAGER, PRINICIPAL-IN-CHARGE
YEARS OF EXPERIENCE: 24 years with firm
RELEVANT EXPERIENCE: Lino Lakes Water Treatment Facility, MnDOT Clearwater Truck Station, Orono Public Works Facility, RDO Equipment Company Retail Store- Dayton, MN, Apple Valley Central Maintenance Facility, Little Canada Public Works Facility, Vadnais Heights North Service Center, White Bear Lake Public Works, Chanhassen Public Works, Mahtomedi Public Works Facility, Maplewood Public Works Facility, Shakopee Public Works Facility
RELEVANT EXPERIENCE: MnDOT Jordan Truck Station, MnDOT Clearwater Truck Station (while at Precipitate/with Oertel), City of Monticello Public Works Facility, City of Apple Valley Central Maintenance Facility (while at Precipitate & Oertel Architects), National Guard Vehicle Maintenance Facility- New Ulm MN (while at Precipitate/ with Oertel).
BRENDA DEVER, ASSOCIATE PRINICPAL | OERTEL
ROLE: INTERIORS
YEARS OF EXPERIENCE: 21 years with firm
RELEVANT EXPERIENCE: City of Hugo Public Works, City of Detroit Lakes Public Works, City of Orono Public Works, City of Ramsey Public Works, MnDOT Clearwater Truck Station, Becker County Public Works, Waseca County Public Works Expansion, City of Waite Park Public Works, City of Mounds View Public Works, City of Andover Public Works, City of Little Canada Public Works, City of Maple Grove Public Works, National Guard Vehicle Maint-New Ulm
PHIL HAIGHT, PE, MBA | DESIGN TREE ENGINEERING
ROLE: SENIOR ELECTRICAL ENGINEER
PAUL QUIRIN, PE | DESIGN TREE ENGINEERING
ROLE: SENIOR MECHANICAL ENGINEER
REGISTRATION: MN PE-26118
RELEVANT EXPERIENCE: New Water Treatment Plant- Lino Lakes (with Oertel), MN, New Public Works Facility- Orono, MN (with Oertel), White Earth Fleet Storage Schematic Design- Ogema, MN (with Oertel), Wright County Satellite Building- Otsego, MN, New Fire Hall- Camp Ripley, MN, City Hall Remodel/Addition- St. Cloud, MN, Temporary Water Treatment Plant- Oakdale, MN (with Oertel)
JOE NICHOLSON, PE | DESIGN TREE ENGINEERING
ROLE: STRUCTURAL ENGINEERING
RELEVANT EXPERIENCE: New Public Works Facility- Orono, MN (with Oertel), Public Works to Fire Station Conversion- Orono, MN (with Oertel), White Earth Joint Forestry and Wildland Fire Facility- Naytawaush, MN (with Oertel), New Police Station- Alexandria, MN, New Fire Station- Beardsley, MN,
JORDAN GEDROSE, PLA | WSB ENGINEERING
ROLE: LANDSCAPE ARCHITECTURE
RELEVANT EXPERIENCE: City of Lino Lakes Hodgson Road and County Road J Gateway- developing a city standard roundabout, median, and boulevard design at key intersections and entrances into the city, City of Lino Lakes Tower Park- developing new parking, pickle ball & tennis courts, trails, and stormwater basins, City of Minneapolis landscape plans for 18 Fire stations, 4 Police stations, and 4 maintenance facilities for the city.
RELEVANT EXPERIENCE: New Public Works Facility- Orono, MN (with Oertel), Public Works to Fire Station Conversion- Orono, MN (with Oertel), White Earth Fleet Storage Schematic Design- Ogema, MN (with Oertel), Iowa Great Lakes Sanitary District Office and Garage- Millford, IA, Hutchinson District Office- Hutchinson, MN, New Fire Station- Johnson City, TN
DAN GREUEL, AIA | OERTEL ARCHITECTS
ROLE: PROJECT ARCHITECT
RELEVANT EXPERIENCE: Lino Lakes Water Treatment Facility, City of Rosemount, MN Public Works, City of Monticello, MN Public Works, MnDOT Clearwater Truck Station, City of Madison, WI Transit Facility, City of Delano, MN Public Works Facility, City of Detroit Lakes, MN Public Works Facility, City of Orono, MN Public Works Facility, Wright County- Otsego, MN Truck Station Improvements, City of Ramsey, MN Public Works Facility
YEARS OF EXPERIENCE: 10 years, 7 with firm
REGISTRATION: MN-
JANNEKE SCHAAP, ASSOCIATE AIA | OERTEL
ROLE: SUSTAINABILITY LEAD
YEARS OF EXPERIENCE: 17.5 years, 1 with firm
REGISTRATION: MN PE- 59791
REGISTRATION: MN PE-44104 REGISTRATION: MN- 58254
REGISTRATION: MN-59025
YEARS OF EXPERIENCE: 15 years, 3 with firm
YEARS OF EXPERIENCE: 27 years, 10 with firm
YEARS OF EXPERIENCE: 29 years, 5 with firm
YEARS OF EXPERIENCE: 8 years
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 3
DAN
GREUELRole: Project Architect
ORGANIZATIONAL CHART
JANNEKE
SCHAAPRole: Sustainability
BRENDA
DEVER
Role: Interiors
PHIL
HAIGHTRole: Electrical Engineer
PAUL
QUIRIN
Role:
Mechanical
Engineer
JOE
NICHOLSON
Role: Structural
Engineer
JORDAN
GEDROSERole: Landscape Architecture
CITY ENGINEER
THOMAS STROMSODTRole: Principal In Charge, Project Manager
CANDACE
AMBERGRole: Landscape Architecture QA/QC
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 4
HUGO PUBLIC WORKS
Completed in 2021, the Hugo Public Works facility was the culmination of a detailed planning process that explored various options for expanding and modernizing the city’s existing building. The analysis considered critical factors such as site capacity, traffic flow, safety improvements, the feasibility of future expansions, and overall project costs. This rigorous evaluation provided a comprehensive understanding of the city’s current and long-term needs. The study ultimately determined that the existing site was insufficient to support the growing demands of the public works department or allow for future growth. As a result, the city opted to construct a new facility at an alternative location. The new facility was designed to optimize operational efficiency while providing flexibility for future expansions. This strategic move ensures that Hugo’s public works operations will continue to serve the community effectively, with a modern and sustainable approach that meets evolving needs.
CONTACTScott Anderson, Public Works Directore: sanderson@ci.hugo.mn.usp: (651) 762-6326
RELEVANT EXPERIENCE- last 5 years
ROSEMOUNT PUBLIC WORKS
Oertel Architects partnered with BKV Group to design a new state-of-the-art Public Works facility (Oertel) for the City of Rosemount, MN, as part of a combined 160,000 SF development shared with the city’s police department (BKV Group). The facility is strategically located on a 20-acre site to centralize and enhance public works operations, accommodating both current needs and long-term growth. Key features include office and staff support spaces, expansive vehicle storage, and a modern maintenance shop equipped with dedicated vehicle wash bays. Outdoor site amenities such as a fuel island, material storage bins, and a salt shed ensure seamless operations and efficient resource management. Our team collaborated closely with the Public Works Department to develop a comprehensive space program tailored to their operational workflows. By consolidating essential services in one location, the facility improves accessibility, functionality, and service delivery to the community. The design emphasizes durability, efficiency, and sustainability, creating a practical yet forward-thinking space that will serve as a critical hub for maintaining Rosemount’s infrastructure. Construction was completed in November 2024, marking a significant milestone for the city’s ability to meet the evolving demands of its growing population.
CONTACT
Nick Egger, Public Works Director
e: nick.egger@rosemountmn.gov
p: (651) 322-2022
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 5
MNDOT CLEARWATER TRUCK
STATION
As the I-94 “Corridor of Commerce” continues to develop and evolve, so do the
maintenance requirements for MnDOT. Additional lanes mean additional lane miles,
plows, and increased time. In an effort to support operations in St. Cloud, the Agency
identified the Clearwater site as the preferred site for a satellite Class 3 Truck Station.
The building will house nine plow trucks, including a space for a future tow plow, 4
mechanics, and office support spaces for staff. In addition to the main building, the
campus will include a salt building, storage bins, mechanic staging, and an outdoor
storage area. This project is following the Minnesota B3 Sustainable Guidelines
Program. This is new territory for the Agency. As such, the design team is worked to
integrate common sense sustainability strategies into the building program in the
hopes that this building can serve as a model for future truck station development.
CONTACT
Stephen Myslajek, MnDOT Project Manager
p: (612) 476-3378
e: stephen.myslajek@state.mn.us
RAMSEY PUBLIC WORKS
For over 15 years, the City of Ramsey operated out of a temporary trailer that no
longer met its needs. In September 2021, the city completed a new 92,800-square-
foot facility designed to address both current demands and future growth. The
building includes 58,000 square feet of vehicle storage, 8,900 square feet of office and
administrative space, and 26,000 square feet dedicated to vehicle maintenance and
workshops.
The design process prioritized adherence to a critical city budget. From the earliest
stages, conceptual designs were paired with cost evaluations to ensure feasibility
and functionality. This approach enabled city staff to make informed decisions and
advocate for key design elements with the City Council, building a strong case for
the facility’s necessity. The project was designed and programmed during the early
months of the COVID-19 pandemic, presenting unique challenges. However, the team’s
integrated and collaborative approach ensured the project was delivered within an
accelerated timeline for a facility of this scale and complexity.
CONTACT
Bruce Westby, Public Works Director
e: bwestby@ci.ramsey.mn.us
p: (763) 433-9863
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 6
DETROIT LAKES PUBLIC WORKS
The City of Detroit Lakes completed its new Public Works facility in the fall of 2024,
addressing the inefficiencies of its previously scattered operations. The department
had been spread across multiple facilities, each constrained by space limitations and
failing to meet current building codes and industry standards. A comprehensive study
evaluated the department’s short- and long-term equipment, space, and staffing
needs, concluding that none of the existing sites could accommodate the entire
operation.
A new site was selected, coinciding with Oertel Architects’ ongoing work with the
Becker County Highway Department on their new facility. A collaborative site study
revealed opportunities for cost savings and operational efficiency by co-locating the
two departments. The shared campus includes separate main buildings for the City
of Detroit Lakes and Becker County, while shared facilities—such as a fuel island, salt
storage building, and stormwater management systems—maximize resources and
streamline operations.
CONTACT
Kelcey Klemm, City Administrator
e: kklemm@cityofdetroitlakes.com
p: (218) 846-7130
BECKER COUNTY PUBLIC
WORKS
Completed in the summer of 2023, the Becker County Highway Department facility was
designed to address the department’s growing space and operational needs. Oertel
Architects provided programming, planning, and site selection services, evaluating
options for expansion to meet both current demands and long-term requirements.
During the planning process, the City of Detroit Lakes also engaged Oertel Architects
to assess their public works facility. A joint study determined that co-locating the
two facilities would offer significant efficiencies. After evaluating several potential
sites, a shared location in an industrial area was selected. The final design includes
separate main buildings for the county and city, along with shared amenities such as
stormwater management and outbuildings. Comprehensive master plans, site layouts,
phased development strategies, and cost estimates guided the project to successful
completion.
CONTACT
Jim Olson, County Engineer
e: jdolson@co.becker.mn.us
p: (218) 846-7200 x4106
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 7
ORONO PUBLIC WORKS
The City of Orono engaged Oertel Architects to design its new Public Works campus,
completed in the spring of 2024. This state-of-the-art facility encompasses a
60,000-square-foot full-service public works building that integrates vehicle storage,
maintenance, offices, workshops, and support spaces. Additional site features include
exterior covered and open storage bins, a dedicated salt building, a brine production
facility, and a fuel island, all strategically arranged for optimal functionality.
The site, a former MnDOT property located off Old Crystal Bay Road and adjacent to
Highway 12, presented significant design challenges. Its steep slopes, long and narrow
footprint, and proximity to residential neighborhoods required innovative solutions.
Oertel Architects collaborated closely with city staff, council members, easement
stakeholders, and neighboring residents to create a thoughtfully planned campus.
CONTACT
Adam Edwards, City Administrator/ City Engineer
e: aedwards@ci.orono.mn.us
p: (952) 249-4600
ANDOVER PUBLIC WORKS
The city of Andover Public Works Facility project was programmed and designed
as a two phase implementation to achieve the space needs of the department
while meeting available funding resources. The first phase includes the vehicle and
equipment maintenance facility, an unconditioned equipment storage building,
fleet fueling facility, site development and improvements. The second phase, which
is scheduled for funding and planning in 15 years, will include a complete heated
storage building for the entire departments vehicle and equipment fleet and complete
administrative and staff support spaces. Design began on the project in the summer
of 2017 with construction starting in early 2019. A one-year delay was programmed at
the beginning of the project to allow for the land acquisition process. Construction was
complete in Spring of 2020.
CONTACT
David Berkowitz, Director of Public Works
e: d.berkowitz@andovermn.gov
p: (763) 767-5133
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 8
LINO LAKES WATER TREATMENT
FACILITY
Oertel Architects, in collaboration with WSB Engineers, is designing a state-of-the-art
water treatment facility for the City of Lino Lakes, scheduled for completion in 2027.
Located adjacent to a future residential development and surrounded by existing
single-family homes, the facility is carefully designed to blend seamlessly with the
surrounding community.
As Lino Lakes continues to grow rapidly, the water treatment plant will play a crucial
role in meeting the city’s current and future water quality needs. The design process
has thoughtfully balanced advanced treatment technology with aesthetics, ensuring
the facility serves both functional and visual needs. The result is a modern, efficient
plant that will provide reliable service to the community while enhancing the local
environment for years to come.
CONTACT
Michael Grochala, Community Development Director
e: mgrochala@linolakes.us
p: (651) 982-2427
ROBBINSDALE WATER
TREATMENT FACILITY
The Robbinsdale Water Treatment Plant is a state-of-the-art municipal water treatment and softening facility located in Robbinsdale, Minnesota. Completed in 2022, this modern facility replaces two aging plants that had served the community for decades, ensuring a more efficient and sustainable water treatment process. Designed to fit seamlessly within a limited footprint, the facility employs advanced treatment technologies to meet current and future water demands while improving water quality for residents. The project team carefully considered the surrounding context, integrating the scale, materiality, and aesthetics of adjacent properties into the overall design. This thoughtful approach has transformed the plant into an architectural asset that not only serves an essential function but also stands as a point of pride for the Robbinsdale community. The design emphasizes environmental responsibility and community connectivity, harmonizing utility with visual appeal. The Robbinsdale Water Treatment Plant’s success has been recognized both locally and nationally, earning the MPWA Project of the Year Award in 2023 and the APWA National Project of the Year Award in 2024. CONTACTRichard McCoy, Public Works Directore: rmccoy@ci.robbinsdale.mn.usp: (763) 531-1260
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 9
BASIC PROJECT UNDERSTANDING
The Public Works department currently occupies the existing Public Works Building
(Built in 1971) and the former City Hall offices as well as several pre-engineered metal buildings, sheds, and mobile buildings. The City would like to make improvements to
the operation within a set budget, schedule, and scope parameters.
The primary goal for the project is to provide a consolidated facility, sized appropriately for operational needs.
The benefits of this goal include:
1. Vehicles kept inside are less problematic in cold weather conditions and require less start-up time and prep in a snow and ice event. In addition, staff are better
able to troubleshoot and address concerns and problems as they arise in a controlled environment.
2. The condition, maintenance requirements, security, and longevity of the fleet will be improved.
3. Consolidating operations in one building eliminates the need to maintain separate mechanical/electrical systems in multiple buildings. Newer buildings are
dramatically more energy efficient in terms of insulation, lighting, water use, etc. making the operating cost per square foot lower.
4. A newer building addresses current code and OSHA compliance issues within the existing operation.
There are several items on-site that have been identified as key considerations in
previous study and planning exercises. These include:
1. The existing salt and brine building2. Cell phone tower
3. Emergency generator/vault4. Adjacent city-owned property (including ball fields and park)
5. Buried septic and well
Any site review effort should consider how best to save and utilize these on-site features. However, the project will allow for the removal and/or relocation of some or
all of these to accommodate the long-term vision of the department.
In addition, while the design team and Construction Manager will carefully plan for and consider careful phasing of the project, the City does have a realistic expectation that
some operations will have to move off-site temporarily to facilitate new construction.
PROPOSED APPROACH
Our team approach to your Public Works project will include “Preliminary Design”:
Pre-Design, Schematic Design, Design Development, “Design for Construction”:
Construction Documents, Bidding, and Construction Administration. In the following
pages we have provided a summary of the process and the critical tasks which will be
PROJECT APPROACH accomplished throughout the phases of the project. We have also outlined a proposed
schedule, following the project approach summary, with associated meetings and
milestones for your consideration. We would like to emphasize that the schedule is
an initial proposal and the dates noted are flexible to meet the needs of all the City
Stakeholders.
Some key design factors include:
1. Provide space programming that includes long-term planning forecasts to right
size the facility for current and potential future needs.
2. Site access, vehicular circulation, and overall traffic flow.
3. Provide natural lighting throughout the facility.
4. Provide comfortable finishes and furnishings while maintaining a high-level of
durability.
5. Provide adequate air ventilation, specifically at the vehicle areas. Ensure
proper separation between vehicle and office/staff areas.
6. Overall office, shop, wash bay, and maintenance operational needs.
7. Vehicle and equipment storage requirements.
8. Provide safe but usable “common sense” security measures for staff,
equipment, and materials.
9. Conveys the message of being a community service.
10. Provide design flexibility to adapt to the changing nature of the Public Works
over time.
The project represents an important step for the department and for the City. It is
critical that the entire project team is confident from a programmatic and financial
standpoint before moving forward with the design. One way to accomplish this is
to engage in a structured predesign phase prior to schematic design. This predesign
phase is like a master planning exercise where the team reviews the project holistically
to establish design parameters and metrics for all future decisions. We have had the
good fortune to work with a number of cities, states, counties, and agencies who
employ a predesign process which outlines the critical and important issues to ensure
a successful project, and we have developed our own workflow based on these
experiences.
The first step is direct engagement with staff through department interviews. These
interviews establish a baseline of spaces and design criteria including:
• Space Size
• Adjacencies
• Fixtures and Equipment
• Architectural Finishes
• Lighting
• Mechanical/Electrical Systems
• Technological Requirements
• Special Criteria
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 10
PROJECT MANAGEMENT & PROJECT COORDINATION: Entire Duration of Project
Overall management of the project’s process will be administered by Thomas
Stromsodt from Oertel Architects. Our approach to the management of projects of
any size is to keep the project moving forward, this is especially critical in this project
in order to maintain the City’s anticipation that construction begins in 2025. Early in
the process we will identify critical informational exchanges and milestones within the
project timeline to ensure that forward momentum. Some processes will rely on the
expertise of the design team to advance work products, other processes need to allow
for the presentation of materials to the City Stakeholders for feedback and critical
direction.
KICK-OFF MEETING- 2-3 Hour Meeting
The kick-off meeting will be the formal introduction of the project to the entire team.
This meeting will consist of the review of the project goals, review of project objectives,
discuss any preconceptions from members of the project team, and refine the schedule
for the process moving forward. A successful kick-off meeting requires project team
and stakeholder participation and feedback. Oertel will provide the agenda for this
meeting, take minutes, and distribute those to the attendees and keep them filed for
reference. This meeting would also be considered the first of the monthly check-ins.
BI-WEEKLY CHECK-INS
We will implement bi-weekly check-ins with the City Project Management Team,
to monitor progress on the project and review deliverables. The objective of these
quick check-ins is to cover any immediate and formal informational requests, inform
the client Project Manager on current work activities and any accelerated or delayed
activities or events within the process. These check-ins can be conducted in person
or over video conference and will be formalized with a simple agenda and will help
both the client and design team manage the project. These check- ins occur during
the entire project process, and depending on the content of the meeting, could be
expanded based on the needs of the project.
LINO LAKES MEETINGS
As part of communication and inclusivity, we will present progress documents to the
City Stakeholders, the Public Works Department, City Administration, and the City
Council as required. The presentations and meetings may be considered to inform
the rest of the community of the scope of the project and the anticipated design. We
have included time for presentations to the City Stakeholders to illustrate the process,
results, and recommendations of the project management team.
All of the factors will be captured and tracked on a series of worksheets. These
worksheets will be updated throughout the project for the Public Works, as part of an
overall “Department Snapshot” to ensure that everyone is, quite literally, on the same
page and will serve as the master reference for tracking the project’s program, scope,
and detailed requirements.
In addition, the team will create a list of “Design Imperatives”. Like the Departmental
Snapshots, the Design Imperatives will stay with and inform design decisions for the
duration of the project. A list of proposed Design Imperatives for your project might
include:
A. Provide a consolidated facility that serves the department and community for up
to 50 years
B. Improve operational efficiencies and safety standards for staff
C. Align building materials and design aesthetics to city standards for staff
D. Good stewardship of public funds and resources
E. Be a good neighbor
The Design Imperatives are a litmus test for all future decisions and will help the design
align with the original goals of the project as it progresses. This ensures that everyone
stays on task and on target and that all decisions are vetted and viewed through the
same lens, keeping everyone on the same page.
1 Apple Valley Central Maintenance Facility
Proposed Expansion Overview ROOM/SPACE NAME: Vehicle Parking HOURS OF OPERATION: Day Shift/On Call - Typical Facility Hours are from 6:00 am – 3:00 pm FUNCTION: Storage/Parking of Fleet Vehicles ADJACENCIES: Existing Vehicle Parking/ Wash Bay FURNITURE, FIXTURES & Eye Wash, Tire Rack Storage, Washer/Dryer EQUIPMENT: ARCHITECTURAL: FLOOR: Concrete (Light Broom Finish) WALLS: Concrete CEILING: Open to Structure (Steel Joist & Deck) HEIGHT: Minimum Clearance of 20’-0” DOORS/WINDOWS: 3” Insulated Overhead Doors at 16’x14’ (standard) with (3) Rows of Vision Glazing ACOUSTICAL REQUIREMENT: NA LIGHTING: High Bay LED with Multi-Level Switching MECHANICAL REQUIREMENTS: High-Efficiency Unit Heaters with Make-Up Air Units. CO2 and NO2 sensors 6” Wide Prefab. Trench Drains with Trash Bin Clean-Out Air/Water Drops at Every other Parking Bay Dedicated Dryer Exhaust Utility Sink/Wash fountain ELECTRICAL REQUIREMENTS: Standard electrical distribution Light and Power Reel Drops every other bay Special Purpose outlet for Washer/Dryer (220v) TECHNOLOGY REQUIREMENTS: SPECIAL CRITERIA:
Departmental Snapshot examples below:
2 Apple Valley Central Maintenance Facility
Proposed Expansion Overview ROOM/SPACE NAME: Repair Bays HOURS OF OPERATION: Day Shift/On Call - Typical Facility Hours are from 6:00 am – 3:00 pm FUNCTION: Heavy Maintenance Bays for Fleet Vehicles ADJACENCIES: Welding Shop, Storage Areas, Office, Crew Room FURNITURE, FIXTURES & Work Benches EQUIPMENT: Bridge crane, Vehicle Lifts ARCHITECTURAL: FLOOR: Concrete (Light Broom Finish) WALLS: Concrete CEILING: Open to Structure (Steel Joist & Deck) HEIGHT: Minimum Clearance of 20’-0” DOORS/WINDOWS: 3” Insulated Overhead Doors at 18’x14’ (standard) with (3) Rows of Vision Glazing ACOUSTICAL REQUIREMENT: LIGHTING: High Bay LED with Multi-Level Switching (no occupancy sensors) Task Lighting at Work Benches MECHANICAL REQUIREMENTS: In-Floor Radiant Heat with Make-Up Air Units Dedicated Vehicle Exhaust Reels (between bays) Gas Fired Unit Heaters at Overhead Doors CO2 and NO2 sensors 6” Wide Prefab. Trench Drains with Trash Bin Clean-Out Air, Water, and Oil Reels Utility Sink/Wash Fountain ELECTRICAL REQUIREMENTS: Standard Electrical Distribution Convenience Outlet Special Purpose Outlets at Equipment (220v outlet) Electric/Light Reels (2) outlets between each bay for mobile lift plug-in TECHNOLOGY REQUIREMENTS: Voice/Data Distribution SPECIAL CRITERIA:
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 11
PRE-DESIGN & PROGRAMMING: February- March 2025
The goal of this phase will be to define the building and site design requirements.
This phase will define building and site size and feature requirements, review site
context and sensitivities, environmental responses, and other design strategies and
requirements.
SPACE NEEDS PROGRAMMING
The space needs programming document is the most critical document for establishing
long-term project success. We will develop the space program and explanatory
diagrams to help prioritize City needs for the present and future, which are based on
safe and efficient operational workflows. Building programs are divided by overall
building function so they can be more easily reviewed. In the programming process
we will coordinate closely with the City Stakeholders and provide space needs
programming for current, 10-year, 20-year, and 30-year forecasts using historical data,
and current industry standards.
EXISTING SITE, BUILDING ANALYSIS & CONTEXTUAL REVIEW
At our firm, we believe in a design approach that prioritizes responsiveness to the
site and its surrounding context. To achieve this, we undertake a comprehensive
assessment of the City’s proposed site and existing building stock.
The previously mentioned Space Needs Program document will provide guidance in the
Site analysis, by verifying the space and operational needs can be met by the proposed
sites the City is currently utilizing. Assessing the existing conditions ensures we have a
thorough understanding of the site’s unique attributes. Key factors such as managing
and mitigating water runoff responsibly, protecting the site and the surrounding
environment from potential adverse effects will all be assessed. Additionally, we
consider factors such as noise and vehicle exhaust generation and the views and vistas
to ensure that the design is addressing the potential challenges, thereby creating a
harmonious environment for both the Public Works and its neighbors.
Your city is home to beautiful forests, wetlands and bodies of water, and the way
buildings are designed and constructed has an impact on these valued community
ecosystems. Oertel Architects understands the connections between the buildings
and sites we design and ecological health. We have in-house sustainability and passive
building design expertise on staff to respect these connections, to identify areas and
strategies where we can reduce the impact of our work in a way that best serves our
clients’ values and budgets.
We start with integration. This involves gathering a collaborative and capable team,
having conversations early and often about opportunities for reducing impact, and
communicating the impact of design decisions clearly throughout the process, focusing
on areas for energy and carbon reduction that respect the project budget. Truly
integrative design makes good buildings that save energy possible, as cost-effectively as
possible.
Another valuable component we would like to include during the initial phase is facility
tours, either in person or via photography and plan review. Although we will be able
to review and discuss examples of our past facilities quickly in terms of varying design
features, amenities, etc., we also recognize that other facilities completed by other
firms may also have features that the owner has identified as a desired aspect of the
final design. The facility tours will provide actual physical examples of site planning
and potential options for managing traffic flow and providing appropriate and safe site
access.
We will be visiting your existing Public Works facility to catalog and evaluate your
existing vehicles, equipment and amenities. Cataloging and evaluating your existing
equipment will allow the team to determine which equipment can be moved and
reused at the renovated facility. As a team we may also determine that some of the
equipment is dated, may not meet current code requirements, or may just need to be
replaced by new equipment.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 12
Facility tours also provide a unique opportunity to visualize individual elements and
their associated components, such as dedicated point of capture vehicle exhaust,
audio/visual training infrastructure, vehicle maintenance equipment, shop amenities,
wash bay configurations, bulk fluid storage and distribution systems, and integral
dedicated maintenance equipment. It will be critical to incorporate and customize
those features as part of the overall concept. It is very likely that various departmental
staff have worked in other departments or have already visited several facilities prior to
beginning design, so getting to know what characteristics staff intends to incorporate
or avoid in their dream facility and working through scenarios as a team will be critical
to the success of the project.
Site and facility tours also provide the team with an opportunity to identify key site
amenities and opportunities which we can incorporate into the City’s proposed site.
Site and facility tours will allow the team to visualize the impact of elements such as
stormwater retention ponds, staff and City parking separations, secure and non-secure
areas, materials storage structures, and maintaining appropriate access to salt storage.
The tours will help provide clear direction for the development of the site and building
layouts.
Phase Tasks and Deliverables:
• Project Kick-Off
• Space Needs Programming
• Test Fitting / Adjacency Study / Initial Site Analysis
• Site Evaluation
• Sustainable Design Project and Team Integration
• Conceptual Design + Project Phasing Study
• Conceptual Design Cost Estimating
• Report Narrative and Recommendations
• Bi-Weekly Check-ins (Owner + Design Team)
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 13
SCHEMATIC DESIGN: March- June 2025
The work completed in the Pre-Design and Programming phase will provide an
excellent framework for review with the City staff and stakeholders. As with any project
we are involved with we carefully review the findings of the previous phases to ensure
the Public Works Facility is completed to the exact specifications of Lino Lakes.
Activities within the Schematic Design phase include design progress meetings with the
owner’s project team, design team coordination, and the City Stakeholder meeting at
the end of the phase. We will work with City staff to schedule those within the project
timeline but understand that the overall schedule will be adapted to reflect the City’s
meeting schedule.
The project team in this phase is almost entirely Architectural. However, we will draw
in the Structural, Civil, Mechanical and Electrical Engineers from our highly qualified
design team as necessary to inform initial space needs and construction costs. An
important part of this phase is that the team incorporates a holistic approach to
understand a complete scope and identify details that will be investigated, developed,
and designed in later phases, thus using everyone’s time as efficiently and effectively as
possible.
We would also discuss general sustainability items that may be incorporated into
the project at this time. Architecturally, we’ll lean into ‘passive’ strategies first - site
positioning, shape and orientation, wind protection/ capture, windows locations and
sizing, reducing thermal bridging, and maintaining continuous insulation - to save
energy without adding cost, and in some cases, even reducing it.
We will then focus our design efforts on a robust, high-performance envelope -
working with mechanical to determine the ‘sweet spot’ for reducing building energy
use enough to pull down mechanical system sizes. This is leaning into resilience - an
envelope that saves energy using passive building methodologies is a building more
resistant to temperature extremes, brownouts, and fluctuating utility rates. Resilience
is a tool to create 100 year+ buildings, buildings with low maintenance costs that serve
staff and the public well.
Throughout the design process, we’ll rely on iterative energy modeling to make good
decisions using data. This lets us see where the building is using most energy, and focus
reduction efforts intelligently in areas of greatest impact. We’d also propose engaging
life cycle costing in design, to provide understanding of the true cost of ownership with
higher-performing systems using a holistic view through 5, 10, 20+ year outlooks, so
you can make informed decisions.
During the Schematic Design phase we will incorporate the space needs assessment
and associated program completed in the Pre-Design phase. We will have detailed
discussions on specific spaces which are critical to the Public Works facility throughout
the process. Components which may be required in your facility, such as vehicle and
equipment lifts, overhead bridge cranes, overhead and in-floor radiant heat, bulk fluid
systems storage and distribution, vehicle and equipment exhaust systems, overhead
doors, welding equipment, wash bays, vehicle storage, exterior storage, air and water
distribution, office amenities, locker rooms, multi-purpose / training rooms, conference
rooms, and tool and equipment storage will all be discussed with our experienced
team. Our expert team can assist the City in choosing the appropriate types of systems
for all the Department equipment efficiently and effectively, to meet all spatial and
operational requirements.
Upon completion of the space needs assessment and program we will develop
building spatial diagrams and initial site and building layout diagrams. The site will be
analyzed for current and future space usage, determining viable locations for well and
septic systems, including the feasibility of using or adding onto your existing systems,
constructability of the site, stormwater control needs, pedestrian and vehicular traffic,
staff and public safety, traffic patterns, maintaining appropriate access to your existing
salt storage structure, and surrounding elements. The initial building and site layouts
will be developed concurrently in close coordination with the City Stakeholders.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 14
DESIGN DEVELOPMENT: June- August 2025It is within this phase that most of the detail will be incorporated into the project. All of the work completed in the Pre-Design/Programming/Schematic design phases will be further developed in more detail. This includes final equipment selections for items which may be included in your facility such as technology requirements, audio/visual technology, data, security and control, vehicle and equipment lifts, manual or automated wash bay systems, bulk fluid storage and distribution systems, air and water distribution systems, vehicle, equipment, and welding exhaust systems, overhead door systems, overhead crane systems, tool storage, workbenches, parts storage systems, wheel and tire maintenance equipment, utility maintenance equipment, and all operationally required systems and equipment. Our expert team will also explain and provide knowledge in order to properly select building systems including HVAC, plumbing, lighting, power systems, and other building support systems. At this stage, site designs are finalized enough to begin official regulatory submittals if they haven’t been initiated already.
Activities within this phase include design development progress meetings with City Stakeholders and internal design team coordination to create a 60% drawing set. As a result of the progress meetings and full exploration of the spatial programs, design elements and systems, the project scope may have changed and been affected by project costs, perhaps the project scope has grown or maybe it has been reduced. Cost estimates will be updated and reviewed with the City stakeholders.
At the end of the design development phase we will have thoroughly discussed and determined as a team all of the Civil, Architectural, Structural, Mechanical, and Electrical systems, elements, and items. Our team will also begin discussing Furnishings, Fixtures & Equipment during this phase. At the end of this phase we would like to have all of the minute details of your Public Works Facility “out on the table.”
Deliverables at the end of the design development phase include a set of drawings that would be approximately 60% complete, including general building information (code review and plans), civil site plans including grading and utilities, detailed architectural floor plans, exterior and interior elevations, building sections and wall sections, structural layout plans, mechanical system selections and general layout plans, electrical system and lighting plans, and furnishings, fixtures, and equipment drawings. Also included would be the cost estimate to track the development of the design
within the scope determined in the initial pre-design / schematic design phase.
Towards the end of the schematic design phase our team will begin developing 3-D
site and building renderings, indicating overall massing and initial building design. The
3-D model will continue to be updated throughout the entire design process, and into
the Construction Documents phase. As the design progresses, we will continue to add
further detail to the model, including building materials and additional site context.
At the end of this phase, the project team will have a fully updated space needs
program, spatial data worksheets, initial site and building diagrams, and a preliminary
project construction cost estimate. The project team will also have a building plan and
site layout that is complete enough to begin some initial civil, structural, mechanical,
electrical and plumbing narratives. The deliverables also include site and building
graphics for presentation to City Stakeholders. All of the remaining project phases
would build upon the solutions we develop as an expert team in the initial Pre-Design/
Programming/Schematic design phases.
SUPPLEMENTAL ANALYSIS: Our team will perform Supplemental Analysis on several
project specific tasks, including:
1. Turning Movement and Radii
2. Sustainability Concepts
3. Code Review
4. City Design Guidelines
5. Project Phasing and Scoping
Phase Tasks and Deliverables:
• Design Team and Owner SD Kick-Off
• Design Package Development - 30% Completion [All disciplines]
• Sustainable Design Integration and Strategy Analysis
• SD Cost Estimating process
• 3D Renderings
• Owner Design Package Review Period and Incorporation
• Design Package Revision and Owner Approval of Phase Deliverable
• Bi-Weekly Check-ins - Owner + Design Team
• Design Package Approvals and Reviews [AHJ’s]
Phase Tasks and Deliverables:• Design Team & Owner DD Kick-Off• Design Package Development - 60% Completion [All disciplines]• Sustainable Design Integration and Strategy Analysis• DD Cost Estimate update and design refinement• Updated 3D Renderings• Design Package Quality Management and Assurance
Process• Design Package Approvals and Reviews [AHJ’s]• Owner Design Package Review Period and Incorporation• Design Package Revision and Owner Approval of Phase Deliverable• Bi-Weekly Check-ins - Owner + Design Team
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 15
CONSTRUCTION DOCUMENTS: September 2025- February 2026
During this phase, design meetings are reduced in frequency as the final bid
documents are prepared. We anticipate construction document progress meetings
with the City staff and Stakeholders. Internal coordination meetings between design
team members take place throughout the phase to prepare the bid documents. A final
set of documents will be presented to City Stakeholders at the 95% point for review for
compliance with staff expectations and conformance with final project expectations
and understanding.
Quality Assurance and Quality Control checks are critical at this phase to ensure
a smooth bidding and construction process. In total, the City’s proposed schedule
timeline is achievable with our team’s staffing capacity to support the project. We
are confident our entire experienced team will have sufficient time to develop a
comprehensive, quality set of construction documents. Quality Assurance and Quality
Control checks and meetings will take place periodically during design coordination
among the design consultants, and at the 95%, 99%, and 100% completion time
periods.
In addition to full bidding document preparation, additional regulatory submittals are
prepared for any reviews that have not already taken place and that can be started
or completed prior to bidding. (Example: City Site Plan Review). It is anticipated that
within this phase there is the final presentation of completed documents to the City
Stakeholders and staff for the authorization to release for bids.
Phase Tasks and Deliverables:• Design Team & Owner CD Kick-Off• Design Package Development - 100% Completion [All disciplines]• Sustainable Design Integration and Strategy Analysis• Final Cost Estimate Confirmation • Design Package Quality Management and Assurance
Process• Final Approvals and Reviews [AHJ’s]• Owner Design Package Review Period and Incorporation• Bi-Weekly Check-ins - Owner + Design Team•
BIDDING:
The design team will coordinate and work with the City in the placement of bid
advertisements, distribution of plan sets and the actual bidding process.
The design team will participate in this phase by answering all requests for information
and clarifications, reviewing and approving where necessary requests for acceptable
products, coordinating with other design consultants and authoring addenda for
distribution. The design team will also attend a pre-bid conference and answer
questions regarding the scope of design and project. The Architect will also attend the
bid opening and assist in evaluating bids as qualified and responsible and recommend
acceptance by City Stakeholders and authorization of the contracts.
CONSTRUCTION ADMINISTRATION: Spring 2026- Summer 2027
It is our firm’s philosophy that it is critical for the same design team members be as
involved in the construction process as they were in the initial design phases. These
are the people who know the job best, so it is ideal to have that continuity during
construction. It is also our firm’s philosophy that it is critical to heavily participate in
regular construction meetings and observe the construction on a regular basis. We do
not administer the construction process from a distance. We have experience in these
types of projects and have seen issues that may arise from the low bid contractors.
That is why we believe close observation and involvement are necessary to alleviate
issues right away or before issues arise. Our experienced team accomplishes this
through active observation on the job site and through predicting issues based on
prior experience. We strongly feel this is a benefit to the owner because it helps the
contractor stay in-front of time and cost issues, gets any questions addressed quickly,
and keeps the project on schedule and on cost.
We will administer the process by reviewing all shop drawings and submittals,
reviewing with City leadership and City Stakeholders where applicable, answering
requests for information (RFI), issuing additional instructions (ASI), issuing proposal
requests or change directives, reviewing cost proposals, issuing change orders as
required, reviewing the construction prior to periodic construction meetings, and
conduct or assist in conducting specific pre-construction meetings such as concrete
floor placement, roof installation and others, developing punch lists and reviewing and
developing construction and contract closeout documents.
Phase Tasks and Deliverables:• Contract Review and Award• Construction Site Visits and Observations• Shop Drawings / Submittals / Mock-up Reviews• Construction Change / Additional Instruction Management• Construction Cost Management
and Pay Application Review• Construction Completion Observation / Final Reviews• Sustainable Design Integration and Assessment• Building Commissioning Processes• Project Closeout
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 16
PROJECT VISION
Our team vision for your Public Works facility incorporates several strategies to
ensure a successful, cost-effective solution to meet your current and potential future
operational needs. The strategies we include a number of key elements including:
Understanding the Site and Context, Functionality and Design, Communication,
Facility Resiliency and Sustainability, Schedule, Quality Control, Working within Budget
Constraints, & Cost Control.
SITE AND CONTEXT UNDERSTANDING
The existing Public Works facility is located at 1189 Main Street. The facility is
bordered by park to the west, single-family residential to the east and south, and
farmland to north. The facility is located on the corner and while set back and screened
by a stormwater feature, it is highly visible from a well-trafficked Main Street.
The facility will likely see the most vehicular traffic during early morning and early
afternoon hours when staff arrive and depart for the day in their personal vehicles.
Heavy vehicle traffic will also increase during the course of the day as equipment
comes in and out of the site. Emergency situations, such as large snow events will
likely result in increased traffic flow throughout the evenings, and potentially over
multiple days. These types of scenarios will be closely studied to maximize operational
efficiencies while maintaining operational safety at all times. We will explore contextual
elements to inform the design process such as wind exposure, sun exposure, natural
slopes and vegetation during the design. These are all factors that will contribute
the siting and orientation of the facility in order to take advantage of passive solar,
integrating daylighting, and determining heating and cooling load. In addition, how
stormwater is collected and treated, the locations for your well and septic systems,
and the salt storage operations are all critical factors to be evaluated to fully inform the
project’s complete goals.
Many of the ways buildings impact climate relate to the site, and have minimal cost
if explored early in design. Saving water with drought tolerant plantings and creating
areas for responsible infiltration; choosing planting types and locations appropriate
for the area that shield from harsh winds and can store carbon; managing stormwater
with thoughtful best management practices that reduce maintenance and provide
opportunities for education any and all who engage with the site.
STORMWATERPOND
PUBLICPARKING
EMPLOYEEPARKING
COMMUNITYAREA
PW OFFICE
VEHICLEMAINT.
ICE RINK
BALL FIELD
RES.
STAFFMEETINGROOM
STOR.
STORAGE
STORAGE
BRINE SALT BOAT COLDPATCH
YARDSTORAGE
IMPOUND
IMPOUND
YARDSTORAGE
SEPTICFIELD
BURIEDSEPTICTANK
BURIEDSEPTICTANK
FUELISLAND
ACCESSCONTROL
ACCESSCONTROL
YARDSTORAGE
EMPLOYEEPARKING
TOWER
VAULT GEN.
K
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1sa
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4
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RIGHT: EXISTING SITE
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 17
STORMWATERPOND
PUBLICPARKING
BALL FIELD
PLAYGROUND
YARDSTORAGE
IMPOUND
FUELISLAND
ACCESSCONTROL
EMPLOYEEPARKING
TOWER
EXISTINGSENIORCENTER
EXISTINGPW OFFICE
PRIMARYVEHICLEENTRY
W.H.
SALT
BRINE
NEWVEHICLESTORAGEBUILDING
BYPASS/FLEX
STAFFAREA(3)(16)
WASHBAY(9)
RELOCATEDICE RINK
ACCESSCONTROL
PROPOSEDREMOVALS
VEHICLE STORAGE: $120/SFOFFICE: $160/SFSTAFF AREA/MEZZ: $75/SF
VEHICLE STORAGE: $3,000,000STAFF AREA/MEZZ: $75,000VEH. MAINT.: $960,000
WARM STORAGE:LARGE (14)MEDIUM (24)
BREAKDOW
VEHICLE STORAGE:25,300 SQUARE FEET
NEW VEHICLEMAINTENANCE
VAULT
FUTURE OFFICEEXPANSION
(PHASE 1 OR 2)
STORMWATERPOND
PUBLICPARKING
BALL FIELD
PLAYGROUND
YARDSTORAGE
IMPOUND
FUELISLAND
ACCESSCONTROL
EMPLOYEEPARKING
TOWER
EXISTINGSENIORCENTER
EXISTINGPW OFFICE
PRIMARYVEHICLEENTRY
W.H.
SALT
BRINE
NEWVEHICLESTORAGEBUILDING
BYPASS/FLEX
STAFFAREA(3)(16)
WASHBAY(9)
RELOCATEDICE RINK
ACCESSCONTROL
PROPOSED
AVER
VEHICLE STORAGE: $120/SFOFFICE: $160/SFSTAFF AREA/MEZZ: $75/SF
VEHICLE STORAGE: $3,000,000STAFF AREA/MEZZ: $75,000VEH. MAINT.: $960,000
WARM STORAGE:LARGE (14)MEDIUM (24)
VEHICLE STORAGE:25,300 SQUARE FEET
NEW VEHICLEMAINTENANCE
VAULT
FUTURE OFFICEEXPANSION
(PHASE 1 OR 2)
DEMO PLAN FROM PREVIOUS STUDY
ONE OPTION FROM PREVIOUS STUDY
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 18
FUNCTIONALITY AND DESIGN
Functionality should not be sacrificed for a design idea, nor should a design idea be
driven by a singular functional element. Our entire design team believes strongly that
a good solution finds the right balance between design and utility, to provide the most
functional facility possible.
Our initial stages of the project focus primarily on functionality of a fully operational
maintenance facility by using pragmatic, common-sense in our approach to each
project. Our advanced understanding of how maintenance facilities are constructed
and how staff use them will allow us to quickly home in on a functioning operational
building plan, which will allow us to also increase our focus on other aspects of
designing a true asset for the City.
Functionality isn’t just a cost-effective space enclosure. A fully functional space needs
to find and take advantage of opportunities for aesthetics and other design features
that enhance the performance of the building and its occupants through responsible
and cost-effective use of materials and systems to create a space that will invoke
community and employee pride, provide employees with a sense of security and
purpose and set your facility apart.
COMMUNICATION
One of our team’s core values is developing open communication and a cooperative
collaborative design effort with our clients and their stakeholders. We are partners
in these projects and want to develop designs that are custom fit for Lino Lakes. We
anticipate the City will have a designated Core Team in addition to User Groups for
the facility. Our communication will flow through the Core Team and include the User
Groups as directed by the Core. All meeting minutes will be distributed promptly to
the entire group including the entire design to ensure all information and direction
is understood and agreed by all. From our side, communication will flow through the
principal in charge and the project manager. The PIC will ensure the project remains
on schedule and budget, while the project managers will coordinate with our design
team partners and ensure all disciplines are working within the City Design Standards
for each project. By scheduling regular check-in meetings, the entire project team will
remain informed and engaged. Our major check-in meetings will be held in person,
with intermediate meetings online to facilitate that regular dialogue and ease the
schedules of all participants.
Through those regular meetings and sharing of progress drawings, specifications and
material samples, we will proceed from the selected schematic design, working toward
each deadline as delineated in the RFP and noted in our proposed project schedule.
At the selection and approval of the schematic designs, the design team will work to
complete all documentation required for fully executable projects. This includes all
drawings, specifications and project narratives necessary for internal and external
approvals at each phase.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 19
FACILITY RESILIENCY & SUSTAINABILITY
Building resiliency into a project is the understanding of the need to plan for a long-
life facility that can adapt to change without sacrificing the original operational
intent. Project sustainability is thus a pragmatic approach that identifies and seizes
opportunities to increase adaptability, reduce energy usage and demonstrate
responsible material usage are key contributors to resiliency and sustainability.
At maintenance facilities, we realize that the central focus is around the vehicles and
the equipment used to maintain the City roads. But the people who utilize and operate
this equipment are the key to keeping your City safe and beautiful. Sustainability and
resiliency are about designing for staff’s wellbeing and their experience. This includes
integrating daylight into spaces that traditionally didn’t include daylight. It includes
thermal comfort and air quality within the space and how that is successfully achieved.
It includes easy to maintain materials and finishes that allow work productivity to
be focused on City maintenance. It includes spaces that are safe and secure. And it
includes programming spaces and designing functions that enhance daily activity and
allow the City to successfully recruit, train and retain employees, so focus can be on
the operation and maintenance of the City.
Sustainability is also about overall stewardship of the environment. This site and
project has an opportunity to incorporate strategies that can demonstrate energy
efficiency, renewable energy integration, stormwater management, wildlife
management and protection practices and other strategies that can be evaluated and
prioritized based on community perception, facility performance, initial economic
impact and long-term financial project impact. By integrating a simple, common-sense
approach early and throughout the project, these strategies can be evaluated at any
point in the process and our team is well versed in how they are integrated.
MANKATO TRANSIT
MnDOT CLEARWATER TRUCK STATION
MN NATIONAL GUARD
MOORE LAKE PARK FACILITY
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 20
SCHEDULE
Following a regular/weekly check-in meeting process, the schedule will be discussed
and updated every week. Our team has committed to the design schedule as outlined
in the RFP and further described in the attached scheduling chart for the project,
but the meetings will allow for shifting of intermediate dates or adjustments for any
unforeseen circumstances. These meetings keep all parties accountable for their tasks,
information production, and timeline for decisions which all work to keep the projects
moving forward and on schedule.
QUALITY CONTROL
Prior to the issuing of official milestone sets, our projects go through a QA/QC process
of review. First, our project architects utilize an internal checklist developed for a
typical highway and maintenance facility. For these projects, this will also include
a review for alignment with the City Design Standards. Then a BlueBeam session is
created for inter-discipline review by the project managers of each consultant. Lastly,
a ‘fresh eyes’ review by our in house QA/QC specialist is completed. The quality
control process continues through the entire construction process as we work with the
contractor, the City, and provide on-site observations of the progress of the site and
facility
DESIGN TEAM CHANGE MANAGEMENT
While we never expect to change our design team, unforeseen issues do occur. Within
Oertel Architects, our entire staff is deeply experienced with maintenance facilities,
thus we always have someone ready to step in if needed. Our proposed team already
includes redundancy with the principal in charge and project manager, and project
architect, all being fully immersed in the projects and able to cover for one another
through vacations or unforeseen circumstances. We have carefully reviewed our
workload and are confident the listed personnel will have the capacity to dedicate
themselves completely to your project.
WORKING WITHIN BUDGET CONSTRAINTS & COST CONTROL
As our firm’s practice is rooted in municipal architecture, we are always cognizant of
how design decisions at every stage impact a project budget, both at the initial stage
and over the life of the project. Our extensive experience with public works, highway,
maintenance, and municipal infrastructure departments all over the state and metro
area have provided us with a unique insight into how projects can take advantage of
local resources and how project budgets can be utilized to provide the most impact
for the available project dollar. With our extensive history of similar project budgets to
draw from, we are most comfortable with our in-house estimating. Providing our own
estimating also allows for real-time budget updates as design decisions are refined.
This process gives us great confidence in our ability to keep your project within your
budget.
Our job as architects in the public realm of practice is to advise our clients in the best
way to spend public funds on their projects. This may be on aesthetics, on quality or
quantity of space or specific features, but it will be a collective decision among the
entire project team to maximize the positive impacts for your project.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 21
PHASE MILESTONES/ TASKS TIMELINE
PRE-DESIGN &
PROGRAMMING
City to award project Project kick-off meeting Tour existing building and siteSpace needs analysis and programmingExisting facilities tours Pre-Design and Programming Deliverables:• Complete Building Program with Space Needs/Data Worksheets for each space• Existing site and building analysis• Recommendations for department, site, building functions to meet all operational needs• Space Needs Assessment
January 2025February 2025
March 2025
SCHEMATIC DESIGN Develop spatial building and site diagrams
Continue analysis and programming
Develop building plan and initial site plan options
Begin 3-D renderings / model development
30% Deliverable
• Preferred Site Layout Diagram
• Preliminary Opinion of Cost
• Schematic Site Plan, Floor Plan, and Elevations
• Updated Building Program with Space Needs/ Data Worksheets for each space
City Review and Approval of SD documents
March 2025
May 2025
June 2025
DESIGN DEVELOPMENT Design Meetings and Progress Set DevelopmentIntegrate revisions and modifications to previously issued documents and deliverables60% Deliverable• Code Review(s), Initial submittals for Approval (Site)• Detailed Site Plan, Floor Plan, and Building Images• Preliminary Structural, Mechanical, and Electrical layouts and detailed scope documents• Design Development Opinion of Cost• Updated 3-D renderings / modelCity review and approval of DD documents
June 2025
August 2025
August 2025
CONSTRUCTION
DOCUMENTS
Construction drawings / detail and specifications / Project Manual Development
95% Deliverable
• Final Project Manual
• Final Construction Drawings
• Final Opinion of Cost
City review and approval of construction drawings and specifications and Council approval to bid
September 2025
February 2026
March 2026
BIDDING PHASE Pre-bid meeting
Answer RFI’s
Issue Addenda as necessary
Bid opening
Bid award and contract execution and notice to proceed with construction
TBD
April 2026
April 2026
SCHEDULE
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 22
PHASE MILESTONES/ TASKS TIMELINE
CONSTRUCTION
ADMINISTRATION
Contractor/ CM Mobilize & Pre-construction submittals
Groundbreaking for Site / Facility
Substantial completion
May 2026
Fall/Winter 2027
CONCEPTUAL DESIGN & PROGRAMMING• Complete Building Program• Existing site and building analysis• Recommendations for Facility• Space Needs Assessment
SCHEMATIC DESIGN• Preferred Site Layout Diagram• Updated Building Program with Space Needs/ Data Worksheets for each space• Design program, schedule, budget• Initial Building Code Analysis • Building Systems Design Concepts• Envelope • HVAC/Plumbing/Electrical• Structural• Design Concept Drawings and 3-D Renderings• Site Design, Utilities, Grading, and Drainage • Building Design: Floor plans, Elevations, Concept Building Section(s)• Design Concept Narrative• Sustainable Design Concepts• Schematic Design Opinion of Cost
DESIGN DEVELOPMENT• Updated design program, schedule, budget• Outline Specifications for all proposed material and equipment• Interim Opinion of Cost
• Design Concept 3-D Renderings• Design Development Drawings• Civil Drawings • Architectural Drawings• Structural Drawings• Mechanical Drawings• Electrical Drawings• Informational Submittals• Proposed Equipment• Sustainable Design• Building Renderings for material selection• Materials Boards• Code and Quality Assurance
CONSTRUCTION DOCUMENTS• Preparation of documents as required for agency bidding• Construction Documents of Drawings and Project Manual for construction of the project.• Manage and coordinate the drawings and specifications of consultants• Assist in the development of bidding and procurement schedule• Complete the final Opinion of Cost for the work• Obtain all necessary applications and approvals from regulatory agencies
Deliverables• Updated Project Design Schedule of Design Reviews
TEAM SERVICES AND DELIVERABLES
• Project Manual and Drawings for bidding and construction• Civil Drawings • Architectural Drawings• Code Conformance Drawings• Structural Drawings• Mechanical Drawings• Electrical Drawings• Interior Drawings• Specifications• Final Opinion of Cost• Project Schedule• Final Building Code Analysis including responses and incorporation of plan review comments for regulatory agencies
BIDDING PHASE• Assist in ad for bids and distribution• Conduct pre-bid meeting with prime bidders• Prepare Addenda & respond to Contractor questions• Receive and evaluate Bids and Alternates• Review and verify Bidder Qualifications• Prepare Bid Tabulation• Provide Recommendation of the award of contract
CONSTRUCTION ADMINISTRATION• Pre-construction meetings• Conformed Drawings and Project Manual
• Progress meeting minutes• Pre-installation meeting minutes• Submittal and shop drawing review• Jobsite Observation Reports• Respond to RFI’s and other inquiries• Maintenance Materials Transmittals• Contractor’s Close Out Manuals• Project Documentation and Records including ASI’s, RFI’s, Requests for Proposals, and Construction Change Directives• Issue Change Order requests at the request of the City• Construction Administration Meetings• Construction Progress Meetings• Substantial Completion Punchlist and Meetings• Warranty Inspections• Review Payment Applications• Post Occupancy Review
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 23
OERTEL ARCHITECTS
• Principal $175.00 / hr
• Senior Project Manager $150.00 / hr
• Senior Project Architect $140.00 / hr
• Project Architect II $125.00 / hr
• Project Architect I $115.00 / hr
• Design Architect $110.00 / hr
• Project Manager $115.00 / hr
• Interior Designer $115.00 / hr
• Designer III $95.00 / hr
• Designer II $90.00 / hr
• Designer I $85.00 / hr
• Designer $80.00 / hr
• Administrative $95.00 / hr
DESIGN TREE ENGINEERING
• Principal $240/hr
• Engineer/Land Surveyor IV $200/hr
• Engineer/Land Surveyor III $175/hr
• Engineer/Land Surveyor II $155/hr
• Engineer/Land Surveyor I $130/hr
• Technician IV $155/hr
• Technician III $140/hr
• Technician II $115/hr
• Technician I $100/hr
• Administrative Assistant $80/hr
WSB
• Principal $219/hr
• Landscape Architect $149/hr
FEE PROPOSAL
PHASE OERTEL
ARCHITECTS
DESIGN TREEMechanical, Electrical, & Structural Engineering
WSB Landscape Architecture TOTALS
CONCEPTUAL DESIGN & PROGRAMMING $23,195.00 --$23,195.00
SCHEMATIC DESIGN $71,720.00 $37,050.00 $6,486.00 $115,256.00
DESIGN DEVELOPMENT $86,837.50 $49,400.00 $5,575.00 $141,812.50
CONSTRUCTION DOCUMENTS $128,630.00 $111,150.00 $6,115.00 $245,895.00
BIDDING & NEGOTIATION $5,740.00 $12,350.00 -$18,090.00
CONSTRUCTION ADMINISTRATION $84,648.00 $37,050.00 $2,682.00 $124,380
POST CONSTRUCTION $7,628.00 --$7,628.00
TOTALS:$408,398.50 $247,000.00 $20,858.00 $676,256.50
REIMBURSABLE EXPENSES: We anticipate no more than $1,250 in reimbursable expenses.
EXCLUSIONS: B3 Compliance, LEED Compliance, Energy Modeling, Geotechnical Services, Site Survey, Advanced Building Systems Commissioning
HOURLY RATES
REIMBURSABLES
Mileage: Reimbursed at current IRS rate
Plan sheets: $0.20 sq. ft.
8-1/2” x 11” bw: $0.15 ea
Colored 8-1/2” x 11”: $2.00 ea
Colored 11”x 17”: $3.50 ea
24” x 36” colored renderings: $20.00 ea
Courier & mailings: billed at direct cost
FedEx & UPS: billed at direct cost
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 24
CONCLUSION
Oertel Architects is uniquely qualified to design a public works facility that will meet the City of Lino Lakes’ current and future needs. Public works facilities have been our firm’s primary focus for over 28 years, and we have built strong relationships with municipalities through our deep expertise in planning and designing these complex buildings. Our successful partnership with the City of Lino Lakes on past projects, including the public works feasibility study and the water treatment facility project, has given us valuable insight into the city’s needs and vision. Our extensive experience and commitment to thoughtful, sustainable designs ensure we offer unmatched expertise in delivering projects that align with both your operational goals and budget. We are honored to submit our qualifications for your consideration and are excited about the possibility of collaborating with the City of Lino Lakes once again. Our approach emphasizes transparency, collaboration, and meticulous attention to detail, ensuring the facility will meet both immediate needs and long-term goals. We invite you to contact the references provided in our proposal to hear firsthand about our quality of work and our collaborative process. Thank you for considering Oertel Architects for this important project. We look forward to the opportunity to continue our partnership and help shape the future of Lino Lakes’ infrastructure.
PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 25