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HomeMy WebLinkAbout08/26/2004 Agenda & Packet Park and Recreation Committee Meeting Agenda August 26, 2004 6:30 P.M. 1. Roll Call 2. Approval of minutes from the July 22, 2004 meeting. 3. Unfinished Business: a) Greenfield Park Play Equipment - The motion to recommend dedication of$40,000 from the City Park dedication Fund in 2005 for the Greenfield Park Playground Equipment Replacement Project was presented to the City Council on Monday July 26, 2004. Attached is the Staff report. The City Council approved the dedication of$48,000 to the Greenfield Park Playground Equipment Project. However they did not approve expending City funds to print or mail donation request letters. b) Groveland Park Building Replacement. —On May 10, 2004,the City Council approved Resolution No. 6203 Authorizing the Preparation of a Site Plan, Construction Plans, Specifications, and Consultant Selection for the Groveland Park Shelter Building Replacement Project. . TKDA has submitted a Letter Agreement, which included a cost estimate of$19,600 for completing the plans specifications. This Letter Agreement was presented to the City Council on June 28th for approval. The City Council rejected it. On July 12, 2004, the City Council approved a resolution to rescind Resolution No. 6203 and authorize the preparation of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project. The RFP is scheduled to be approved by City Council on August 23, 2004. c) Facility Guide Update— Steve and Desaree are meeting on July 6th to develop the layout of the Guide. A draft will be distributed at the August 26th meeting. d) Park Usage Data Collection Sheets—August 26th has been set as the collection date for these sheets. e) Community Survey—This was included in the May/June addition of the Mounds View Matters. As of 6/23/2004 a total of 26 surveys were filled out and returned to the City. The deadline for submittal is September 3, 2004. The Commission requested to review the surveys received so far at the next meeting. These are attached. The City will be publishing a reminder in the newspaper (Bulletin)to fill these out. f) YMCA Committee Update—There was no meeting last month. g) Lakeside Lions Park Parking Lot—This was included in the 2003 Street Improvement Project as a bid alternate. Bids were received for this project. The low bid was $99,965.25. The engineer's estimate was $104,750. This was awarded by City on June 14, 2004. The reconstructive work on the parking lot is estimated to begin by mid August. Removal of the pavement occurred on the week of August 16th h) Lakeside Fishing Pier—The DNR is developing the necessary agreements to be signed by Spring Lake Park and Mounds View. The installation of the pier may now be delayed until the spring of 2005 due to MinnCor's heavy workload. See email from Susann Willhite of the DNR dated August 20`h. The sign as suggested by the Commissioners will read"Cities" and not"City" 4. New Business: a) 2004 Needs Analysis Item Update - Update on the items that were identified in the 2004 Needs Analysis. What is the status of receiving and installing them? b) Oakwood Park- Discuss the potential redevelopment c) Other Items? 5. Commissioner/Staff Reports a) Address Location of the blue port-o-potty in front of the Hillview Park Building. Can it be moved to the backside of the building or moved closer to the baseball fields? b) Address question regarding the volleyball courts at City Hall having railroad ties as a border. Can this be replaced with something safer? Perhaps rope? c) Silver View Sedimentation/Water Quality Pond Construction Update 6. Request for future agenda items/other business Possible Items for September 23rd Agenda Parks Needs Analysis Annual Review Park and Recreation Commission Meeting Minutes July 22, 2004 Meeting Called to order: 1. Roll Call: Present: Kroeger, Kunz, Kunza, Edmond, Long, Silvis, Steeves, Lee Absent: Aukee, Dazenski, McIntyre 2. Approval of May 27, 2004 Meeting Minutes: Page 1, section 4,third item from the bottom—change "Ask"to "Ash" Motion to approve: Kunz 2nd: Long Motion passed unanimously Commissioner Kunz noted that the agenda for July 22, 2004 should be revised. Commissioner"Kunza"made a motion to recommend dedication of$40,000 for the Greenfield Park Playground Equipment Replacement Project—Not Commissioner"Kunz". 3. Unfinished Business: a) Greenfield Park Play Equipment • The motion to recommend dedication of$40,000 from the City Park dedication Fund in 2005 for the Greenfield Park Playground Equipment Replacement Project is being presented to the City Council on Monday July 26, 2004. • The Staff report is included in the packet • There were questions as to the scope of the project. Did it include swings? The"Donation Letter" states that swings and a hydraulic speed control merry-go-round are included in the proposal. The attached display picture did not show these items. • There was a question as to what ages this playground equipment would serve. This should be determined/and or noted in the proposal. • There are three main issues presented to the City Council in the Staff report: Dedication of$40,000 for the play equipment, Dedication of$8,000 for fiberfill and border, and expending approximately$500 of City funds to finance the printing and mailing of the donation letter to City businesses. • The recommendation of dedicating $40,000 for the play equipment was made by the Commissioners on July 8, 2004. • The dedication of$8,000 for the addition of fiberfill and border was discussed. There are two possible funding sources for this; 1 Park Dedication Fund, and the City General Fund. Staff was recommending that it be derived from the Park Dedication Fund. • A motion to recommend the dedication of an additional $8,000 for the addition of fiberfill and a border around the playground was made by Commissioner Kunz. Motion to approve: Kunz 2nd: Long Motion passed unanimously • The Commissioners recommended that the dollar amounts in the donation letter be revised- from $40,000 to $48,000. • The Commission had some issues with the City financing and being involved in the donation letter mailing. They thought that it should not be on City letterhead. They also felt there are issues with the financing of donation solicitations. • A motion to provide a mailing list of Mounds View businesses was made. The motion also recommended the denial of the use of City envelopes and the denial to finance the printing and mailing of the donation letter. This motion was made by Commissioner Kunz. Motion to approve: Kunz 2nd: Edmond Motion passed unanimously • Should the City Council dedicate recommended funds to this playground equipment replacement project, after which time, the Parks and Recreation will review and perhaps vise their previous recommendation to allocate $5,000 from Park Dedication Fund in 2005 for spring toys and other playground equipment for smaller children. This was previously recommended as part of the Parks Needs Analysis that was performed last years. b) Groveland Park Building Replacement. • On May 10, 2004,the City Council approved Resolution No. 6203 Authorizing the Preparation of a Site Plan, Construction Plans, Specifications, and Consultant Selection for the Groveland Park Shelter Building Replacement Project. . • TKDA has submitted a Letter Agreement, which included a cost estimate of$19,600 for completing the plans specifications. • This Letter Agreement was presented to the City Council on June 28th for approval. The City Council rejected it. • On July 12, 2004, the City Council approved a resolution to rescind Resolution No. 6203 and authorize the preparation of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project. • The RFP is scheduled to be presented and perhaps approved by City Council on August 9, 2004. • The RFP will be sent top the Commissioners for review. 2 c) Facility Guide Update • A draft will absolutely be distributed at the August 26th meeting. d) Park Usage Data Collection Sheets • August 26, 2004 has been set as the collection date for these sheets. Fill them out and bring them to the next meeting. e) Community Survey • This was included in the May/June addition of the Mounds View Matters. • As of 6/23/2004 a total of 26 surveys were filled out and returned to the City. • The deadline for submittal is September 3, 2004. • The City will be publishing a reminder in the newspaper(Bulletin) to fill these out. f) YMCA Committee Update • Jeanette handed out a summary of the last YMCA meeting and went through it with the Commissioners. g) Lakeside Lions Park Parking Lot • This was awarded by City County on June 14, 2004. • The reconstructive work on the parking lot is estimated to begin by mid August. h) Lakeside Fishing Pier • The sign should read"Cities" and not"City" • The installation of the pier is approximately scheduled for late July. 4. New Business: a.)NONE 5. Commissioner/Staff Reports a) The blue port-o-potty is very unsightly in front of the Hillview Park Building. Can it be moved to the backside of the building or moved closer to the baseball fields? b) The volleyball courts at City Hall have railroad ties as a border. Can this be replaced with something safer? Perhaps rope? c) An update to the Purple Loostrife Beetle Project was provided in the packet. d) The playground equipment at Greenfield Park that was damaged by vandalism has been corrected. 3 6. Request for future agenda items/other business Possible Items for August 26th Agenda • The Commissioners would like an update on the items that were identified in the 2004 Needs Analysis. What is the status of receiving and installing them? • Discuss the potential redevelopment of Oakwood Park Announced that the Next regular scheduled meeting will be August 26, 2004. Motion to adjourn: Long 2nd: Silvis Motion passed unanimously Respectfully submitted by: Greg Lee 4 Item No. 10B Meeting Date: July 26, 2004 Type of Business: CB WK: Work Session;PH:Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution 6313 Dedicating Park Dedication Funds in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project Background: In the fall of 2003 the Parks and Recreation Commission preformed a "Needs Analysis" for all City parks. Based on the analysis, the Commissioners developed a list of desired changes and improvements to the City parks system. This list was divided into three components; Short Term Items (items that could be done without budgeting), Intermediate Items (items that needed to be budgeted for) and Long Term Items (item that were capital expenditures and several years out). During this process a neighborhood group requested that something be done with the Greenfield Park play equipment. They requested at minimum, new play equipment for smaller children be added to Greenfield Park. As part of the "Needs Analysis" the Commissioners recommended an expenditure of $5,000 in 2005 to add new additional play equipment for smaller children. The Commissioners also recommended that all of the playground equipment at Greenfield Park be replaced in 2010 at an estimated cost of $50,000 to $55,000, plus the cost of fiberfill, which was estimated to cost an additional $8,000. On April 22, 2004, the neighborhood group for Greenfield Park requested to address the Parks and Recreation Commission. The neighborhood group requested that the playground equipment be entirely replaced at this time. They stated that the Greenfield Play equipment does not meet consumer product safety and League of Minnesota Cities requirements. They also stated that Greenfield Park play equipment is the oldest play equipment in the City and should be replaced. The Commissioners requested that equipment design be put together for Greenfield Park. The Parks Supervisor, Steve Dazenski, worked with the neighborhood group to create plans. The plans were presented to the Commission on May 27, 2004. The proposed playground would be 76' X 85'. It would have wood fiberfill base. The estimated cost was $60,000 plus $8,000 for the wood fiberfill base. The Commissioners requested additional proposals from other vendors. The Park and Recreation Commission did not have a quorum on June 24, 2004; this prompted the calling of a special meeting for July 8, 2004 to specifically discuss the Greenfield Park Play Equipment Replacement. On July 8, 2004, the Commissioners meet with the neighborhood group to discuss the Greenfield Park Play Equipment. The Commissioners made a motion to recommend that the City dedicate funds in the amount of $40,000 from the City's Park Dedication Fund in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project. Discussion: The total cost of the Greenfield Playground Equipment Replacement Project as proposed is $60,000 for the equipment and $8,000 for the wood fiberfill and playground border. The City routinely replaces wood fiberfill and budgets for it annually. The current draft 2005 Budget has $1,500 for wood fiberfill. Should the City Council wish to proceed with this project, Staff recommends that an additional $8,000 be budgeted for in 2005 from the Park Dedication and not from the Parks budget. The difference in funds from what the Commissioners are recommending and the estimated costs could be derived from donations. The neighborhood group has submitted a donation request letter that they intend to send out to all of the businesses in Mounds View (see attachment). The neighborhood group has requested that the City print up these donation request letters, provide envelopes with the City logo, and provide postage. The estimated cost is summarized as follows: Printing Costs $340.00 Envelopes (400) $ 8.00 Postages $148.00 TOTAL $496.00 *excludes Staff time. Recommendation: It has been recommended by the Parks and Recreation Commission that the City Council approve a resolution to dedicate Park Dedication Funds in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 6313 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA DEDICATING PARK DEDICATION FUNDS IN THE 2005 BUDGET FOR THE GREENFIELD PARK PLAYGROUND EQUIPMENT REPLACEMENT PROJECT WHEREAS, on April 22, 2004, a neighborhood group requested that the Parks and Recreation Commission recommend that the playground equipment at Greenfield Park be entirely replaced at this time; and WHEREAS, on July 8, 2004, the Commissioners made a motion to recommend that the City dedicate funds in the amount of $40,000 from the City's Park Dedication Fund in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project; and WHEREAS, should the City Council wish to proceed with this project, Staff recommends that an additional $8,000 for filberfill and border be budgeted for in 2005 from the Park Dedication and not from the Parks budget; and WHEREAS, the neighborhood group has requested that the City print up donation request letters, provide envelopes with the City logo, and provide postage. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Dedicates Park Dedication Funds in the 2005 Budget for the Greenfield Park Playground Equipment Replacement Project. 2. Said dedication will be in the amount of $48,000 which will include fiberfill and border. 3. Donations raised by the neighborhood group will be applied entirely to the Greenfield Park Playground Equipment Replacement Project. Adopted this 26th day of July 2004. (ATTEST) Jerry Linke, Mayor (SEAL) Kurt Ulrich, City Administrator July 30, 2004 Dear Mounds View area business or organization, We are writing to you looking for financial support to replace the playground equipment at Greenfield Park located on the north side of Mounds View at the corner of Hillview Road and Knoll Drive. This equipment was installed in the early 1980s and is the oldest park in Mounds View. When this park was built, it met the guidelines for safety according to the United States Consumer Product Safety Commission(CPSC)at that time. However the CPSC updated those guidelines in the early 1990s and the playground at Greenfield Park has many areas that no longer meet these safety recommendations. There are several areas on the equipment that are broken and cannot be replaced because it is so old that parts are no longer available. It cannot be adjusted for safety because that would void the company's liability/warranty if the equipment were altered. On the reverse side you will find a photo of the tentative playground proposal. Swings, a hydraulic speed control merry-go-round, and an age-appropriate area for toddlers are also included in the proposal. This will provide the community with a playground of comparable size to what is currently in place, and meet CPSC recommendations for safety. The city of Mounds View has a Park Dedication Fund which is financed with monies collected from development and redevelopment in the community. Mounds View is nearly fully developed. Therefore the amount of money available in the Park Dedication Fund is limited. The Mounds View City Council has agreed to budget$40,000 of the $70,000 cost for the project. We are asking community businesses and organizations to contribute to the remaining cost of the project so it can be installed in the spring of 2005. 100% of your donation will go directly to the playground. Consult with your tax preparer for taxable deductions. Checks should be made to the"City of Mounds View."Please specify your donation to go toward the"Greenfield Playground." A receipt for your contribution can be returned upon request. In order for us to achieve our goal,we will need your contribution by November 1, 2004 sent to: Charles Hansen, Finance Director City of Mounds View 2401 Highway 10 Mounds View, MN 55112-1499 If you have any questions about this project,please contact any of the individuals below. Thank you for keeping our children safe with your contribution. Sincerely, Greenfield Park area residents, Cindy Palm Kendra Miller Colleen Johnson Shannon Mildenberger 763-783-5769 763-780-5467 763-780-4197 763-780-4449 .1k. r37 , 41 ,r, t / / II II S { 0'v M n tfiscon in :,} ? I f PLAYGR UND.,,i v 11 WEFSCAPI Item No. 9F Meeting Date: August 23, 2004 Type of Business: CA WK: Work Session;PH:Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution 6333 Authorizing the Publication of a Request For Proposal (RFP) for Work Associated with the Preparation of a Site Plan, Construction Plans, and Specifications for the Groveland Park Building Replacement Project Background: On May 10, 2004 the City Council approved Resolution No. 6203 which authorized the preparation of a site plan, construction plans, specifications, and consultant selection for the Groveland Park Building Replacement Project. In addition, the City Council authorized "the execution of a letter of agreement with TKDA for the preparation of the site plans, construction plans, specifications, and any other planning phase aspects of this project". On June 21, 2004, the City's engineering firm of TKDA submitted a Letter of Agreement with a list of the scope of work to be provided. On June 28, 2004, Staff presented Resolution No. 6292 approving and authorizing the execution of a Letter of Agreement with TKDA for the Groveland Park Building Replacement Project. The estimated cost of the proposed work was $19,600. At this meeting, the Council voiced an objection to the estimated costs submitted by TKDA for the proposed work for the Groveland Park Building replacement plans. The City Council did not approve Resolution No. 6292 and gave Staff direction to develop a Request For Proposal (RFP) for other engineering and architectural firms. On July 12, 2004, the City Council approved Resolution No. 6300 rescinding Resolution No. 6203 and authorizing the preparation of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project. Discussion: Base on Council's direction, Staff has developed a Request For Proposal (RFP). It is attached for Council's review. Staff is recommending that numerous qualified Architectural and Engineering Consultant firms, including those within the City's pool of consultants, be notified of the RFP either by publishing it or by directly mailing it to them Recommendation: It is recommended the City Council approve a resolution to authorize the publication of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 6333 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AUTHORIZING THE PUBLICATION OF A REQUEST FOR PROPOSAL (RFP) FOR WORK ASSOCIATED WITH THE PREPARATION OF A SITE PLAN, CONSTRUCTION PLANS, AND SPECIFICATIONS FOR THE GROVELAND PARK BUILDING REPLACEMENT PROJECT WHEREAS, on July 12, 2004, the City Council approved Resolution No. 6300 rescinding Resolution No. 6203 and authorizing the preparation of a Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement Project; and WHEREAS, based on Council's direction, Staff has developed a Request For Proposal (RFP); and WHEREAS, Staff is recommending that numerous qualified Architectural and Engineering Consultant firms, including those within the City's pool of consultants, be notified of the RFP either by publishing it or by directly mailing it to them. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Accepts the Request For Proposal (RFP) for work associated with the preparation of a site plan, construction plans, and specifications for the Groveland Park Building Replacement. 2. Authorizes said Request For Proposal (RFP) to be published and directly mailed to numerous qualified Architectural and Engineering Consultant firms. Adopted this 23rd day of August 2004. (ATTEST) Jerry Linke, Mayor (SEAL) Kurt Ulrich, City Administrator City of Mounds View, Minnesota Request for Proposals For Architectural / Engineering Consultant to Develop Plans and Specification for the Groveland Park Building Replacement Project RFP ISSUED: August 25, 2004 Proposals Due: September 24, 2004 at 4:30 p.m. Submit Proposals to: City of Mounds View 2401 Highway 10 Mounds View, Minnesota 55112 (763) 717-4066 Attn.: Steve Dazenski Parks Supervisor Overview Background The City of Mounds View, Minnesota, is requesting proposals from qualified Architectural / Engineering firms to develop plans and specifications for a new park building to replace the existing building at Groveland Park in Mounds View. There currently exists a prefabricated park building located at 2815 Arden Avenue in Mounds View. This building was once a portable schoolroom. The City purchased it nearly twenty years ago and moved it to this site. The Mounds View Parks and Recreation Commission has reviewed the condition of this existing building and determined that it has reached the end of its useful life; the Commission then recommended that it be replaced. Mounds View's Capital Improvement Plan indicates the expenditure of funds for the preparation of plans and specifications in 2004, and construction in 2005. Basic City Information Mounds View has been a municipal corporation since 1958. The City operates under a Home Rule Charter, which was adopted in 1979. The City is governed by a Mayor and four City Council members, all of whom are elected at large. The Council employs a City Administrator who is responsible for administering Council policy and managing City business on a daily basis. Mounds View is located in northern Ramsey County, approximately eight miles north of the City of St. Paul. The City encompasses an area of approximately 4.25 square miles. Since 1970, the City's population growth has been: Year Population % Increase / Decrease 1970 10,599 - 1980 12,593 +16.0% 1990 12,541 -0.4% 2000 12,950 + 0.3% Available Resources — Plans and Specifications of a recent project In 2001, the City of Mounds View performed a similar project in Hillview Park (building address - 7901 Greenwood Drive). With this project, a contractor, based on City specifications, removed the existing building. The contractor then utilized plans and specifications to erect a new replacement building. The proposed Groveland Park Building replacement project will follow the same set of plans and specification as the Hillview Park Building, with a few minor modifications as indicated in the section, "Scope of Services". The Hillview Park Building plans and specifications are available to interested parties upon request. The plans are in an AutoCAD format. II. Scope of Services The City of Mounds View is requesting proposals from qualified consultants to perform the following tasks related to the new park building to replace the existing building at Groveland Park in Mounds View: Task 1: Develop a Site Preparation Plan A. Place City building removal specifications in project specification book. B. Indicate any or tree object removals 1 Task 2: Develop a Project Site Plan A. Meet with Parks Supervisor to review project scope and discuss proposed layout. B. Conduct a topographic survey of building site (approximately 200' X 300') using onsite hydrant as benchmark and adjacent streets as horizontal control. C. Plot survey data into a site base map to be used as a background for the site plan. D. Develop grading a plan with proposed building footprint E. Develop a utility plan with proposed building footprint Task 3: Develop Park Building Plans and Specifications A. Utilize existing Hillview Park Building plans and specifications. B. Alter Hillview Plans as follows: 1. Create a straight wall on the porch side of the building by eliminating jogs by the existing storage area and women's bathroom. 2. Reduce the size of the bathrooms to create space next to the women's bathroom for a new enclosed storage space with lockable access door. 3. Add a wall separating the mechanical area from the existing storage area. Change this storage to a food serving area with a tub sink, microwave, stainless steel countertop, and metal rollup shutter. 4. Add air conditioning to the shelter with an air conditioning unit to be located in the attic. 5. Provide an alternate bid for removable rubberized flooring suitable for ice skates (does not currently apply - possible future activity) 6. Provide some type of wood or other backing to aluminum eves to deter damage from hockey sticks. 7. Emphasize floor slopes toward floor drains to provide positive drainage. C. Meet with Parks Supervisor to review site and building layouts. D. Prepare final plan layouts incorporating review comments. E. Prepare construction drawings and specifications manual (Contract Documents). F. Provide City with one electronic copy and three hard copy sets of the Contract Documents for use in obtaining bids. Ill. Additional Services Although not part of the original proposal, the consultant firm must have the ability to provide the City additional services which shall be billable on an hourly basis, should the City choose to continue with this project and retain the services of the consultant firm. Said services may include: A. Further design effort or documentation beyond that described in Section II, including additional meetings or evaluations requested by the City. B. Meetings with the Parks and Recreation Commission or the City Council. C. Bidding or construction phase services. D. Permit application fees. E. Subsurface exploration testing. F. Additional field survey may be required. G. Construction inspection. IV. Desired Qualifications of Consultant The consultant firm selected will have a broad base of experience dealing with architectural and civil engineering projects. The consultant firm selected shall have the ability to complete the work in a timely manner. V. Organization of the Proposal Proposals should include responses to each of the following items. Include sample work products as appropriate to address the services expected from the consultant, as outlined in Section II, "Scope of Services." Please construct your responses in the same order as listed below to facilitate review and comparison by the review committee. 1. Provide a general profile of the firm and identify the primary office serving the City of Mounds View. 2. Identify the professional staff assigned to work on this project. Indicate who is to be the lead representative and the role to be played by other team members. Include relevant experience vitae for each team member. If there is an intent to "partner" with another firm on any part of this project, provide specific detail on the firm, their role and function, team members, and responsibility assigned. 3. Summarize the firm's support service capability; i.e., technology and research capabilities. Indicate whether the support service will be provided by the firm or outsourced. 4. Provide in detail an overview of the firm's approach and work plan, including an outline of project tasks as they are to occur, expected information requirements, City effort and resources required. 5. Provide a time schedule for all phases of the study from initiation to completion. Indicate how the firm intends to report progress being made on different phases of the project. 6. Provide a list of at least three (3) recent public sector references including agency name, address, and name of a specific contact person. 7. Provide a fee structure and task-by-task budget of professional effort and charges consistent with understanding of the project. VI. Terms and Conditions 1. The City reserves the right to reject any or all proposals or to award the contract to another consultant if the successful applicant does not execute a contract within seven (7) days after the award of the proposal. 2. The consultant must deliver ten (10) copies of its proposals to the City Hall no later than 4:30 p.m., September 24, 2004. The address and telephone number is: Mounds View City Hall 2401 Highway 10 Mounds View, Minnesota 55112 (763) 717-4066 3. The City reserves the right to request clarification of the information submitted and to request additional information of one or more applicants. 4. Any proposal may be withdrawn up until the date and time set above for the deadline for submitting proposals. Any proposals not withdrawn shall constitute an irrevocable offer, for a period of thirty (30) days, to provide to the City the services set forth in the attached specifications, or until one or more of the proposals has been approved by the City. 5. If, through any cause, the consultant shall fail to fulfill in a timely and proper manner the obligations agreed to, the City shall have the right to terminate its contract by specifying the date of termination in a written notice to the consultant at least fifteen (15) working days before the termination date. In this event, the consultant shall be entitled to just and equitable compensation for any satisfactory work completed. 6. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City, and shall contain, as a minimum, applicable provisions of the Request for Proposal. The city reserves the right to reject any agreement that does not conform to the Request for Proposal and any City requirements for agreements and contracts. 7. The selected consultant shall not subcontract or assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City. 8. No reports, information, or data given to or prepared by the consultant under contract shall be made available to any individual or organization by the firm without the prior written approval of the City. 9. All data, documents and other information provided to the City by the consultant as a result of this Request for Proposal shall become the property of the City and subject to its disposal. 10. All costs associated with the preparation of a proposal in response to the Request for Proposal shall be the responsibility of the consultant submitting the proposal. 11. The consultant will be expected to meet with city officials at City Hall as needed during the course of the project. 12. The City expects the consultant to respond to routine questions on the phone which do not require considerable research on a complimentary basis. 13. Should the consultant merge or be purchased by another individual or firm, contract continuation would be at the City's option. 14. As this is a request for proposal and not a bid, the City reserves the right to negotiate with any party and on any matter. VI. Interviews The City may select two or more consultants for oral presentations. Each firm will give a presentation summarizing their qualifications and their approach to the project. The presentation will be followed by a question- and-answer period. The individuals who will be assigned to the project will be expected to make the oral presentation. VII. Evaluation of Proposals Proposals will be evaluated based on the following criteria: 1. Responsiveness of the proposal in clearly stating an understanding of the work to be performed for the City. 2. Competence of team, including technical education and training, experience in hydrology issues and engineering work, availability of adequate personnel, and firm's support service capability. 3. Relevant experience in similar projects. 4. Demonstrated capacity to successfully design an approach and work plan to meet project requirements and then fulfill the requirements of the plan. 5. Fee schedule 6. References VIII. Schedule of Events The following schedule of events for selection of a consultant and completion of the project has been established: Requests for Proposals available August 25, 2004 Deadline for submission of proposals September 24, 2004 Interview of Final Candidates (if necessary) September 27-30, 2004 Council appoints Consultant October 11, 2004 Project Starting Date October 18, 2004 All questions regarding this request for proposal are to be directed to: Steve Dazenski Parks Supervisor 763-717-4066 Lee, Greg From: Kent Skaar[Kent.Skaar@dnr.state.mn.us] Sent: Monday, August 23, 2004 7:29 AM To: Suzann Willhite Cc: greg.lee@ci.mounds-view.mn.us; mrygwall@ci.spring-lake-park.mn.us Subject: Re: Request for Status of Spring Lake Fishing Pier? Suzann, As we had discussed, this pier had been scheduled for FY05. Although MinnCor was able to complete the Pier Programs FY04 order in a very timely fashion, given the number of large orders they have received over the last several months (two of which are apparently each utilizing up to 700 linear feet of 20 foot pier sections) they have indicated that any additional orders/requests will not likely be ready for shipment until the spring of 2005. So presently the Spring Lake installation looks like 2005. I'll keep you posted if things change. Kent Skaar Water Recreation Program Coordinator Trails and Waterways Division Minnesota Department of Natural Resources 651-297-2798 >>> Suzann Willhite 8/20/2004 1:18:20 PM >>> Kent, Checking back with you on the status of the Spring Lake fishing pier. I know you mentioned that MinnCor may not be able to deliver this pier this season due to their heavy workload. Do you have an update? Please copy all on your response. Thank you. Suzann Willhite DNR-Trails & Waterways 1200 Warner Road St. Paul, MN 55106 651-772-7937 651-772-7977 FAX 1