HomeMy WebLinkAbout06-27-2017 Worksession Packet 0
City of Oak Park Heights Worksession
Date: Tuesday, June 27, 2017
Time: 5:00 p.m.
Location: Oak Park Heights City Hall Conference Room
1. Call to Order
2. 2017 Goals Update
3. Possible TIF Concept
4. 2018 Budget Calendar
5. City Promotions
6. Adjourn
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Page 2 of 26
Wo'k—
City
of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
6/23117 ENCLOSURES
1. Initial Goal Listing and Update
MEMO 2. Feasibility Study Proposal&Letter—West of
Memorial.
3. Last Memo on Splashpad;cost estimate from Vendor
TO: Mayor and City Counc' be and Possible RFP.
4. 2018 Budget Calendar-Memo-Possible Dates
FROM: Eric Johnson,City min rat
RE: Worksession Items 27/17—
For the Worksession slated for 6/27/17 Staff has the following items at this time:
1. 2017 GOALS UPDATE and NEW ITEMS?:
The Council should touch base on the Goals established earlier in 2017. 1 have enclosed a listing of what
those were as I had listed in my notes. Also, are there new item the Council might like to add to the list or
revisit other discussions? To date, I have received the following requests to discuss:
Mayor McComber has inquired about revisiting or discussing:
• The splashpad matter,
• The feasibility study for the lands west of Memorial Ave.,
• SCRCP Opening Update and Ceremonies Ideas.
Council Member Dougherty has inquired about:
• Options on reconstructing Lookout Trail and a trail-way connection.
If there are other items you would like to discuss,please let me know and I will add them to the"list"and the
Council could discuss them as well if they are reasonably defined as"goals".
2. POSSIBLE TIF CONCEPT:(NO ENCLOSURE)
The City has been informally approached by Developer Tim Nolde inquiring about the possibility of the City
assisting in the establishment of a TIF District—for an Affordable Senior Housing—the Phase V. In short,the
proposal is that they are seeking$180,000+/-in assistance from a TIF district to off-set costs from the removal
of the townhomes units where the next Phase V will be located. Technically, it would be an "affordable
housing"district as permitted under statute.
The essential question at hand—at this time- is largely philosophical about the use of TIF and does it aid in
other goals desirable to the City—in exchange for the lost Tax revenue of+/-$60,000. Perhaps in this case,
the reduction of some minor costs to the developer will allow the provision of slightly more affordable senior
care facilities within the community.
Lastly,Mr.Nolde has expressed a supplemental commitment to fund other City improvements that may benefit
the City outside of this TIF proposal. These however would not be directly related to the TIF;for example-
off-site trail ways or trail enhancement that may benefit seniors or other trail uses.
3. 2018 BUDGET CALENDAR
Enclosed you will find a proposed budget calendar for discussion.
Page 3 of 26
4. City Promotions:
The City from time to time is asked if it would like to sponsor ads in various magazines and generally
this is declined as these can be expensive and not too much bang for the buck. However, the Twin
Cities Business Magazine is searching for advertisers for their upcoming Washington County
highlight section does the City desire to participate—fees are quite high however. I did ask if Bayport
and STW desired to share a small space, both declined.
- -----
Washington 14 � � �'��ft� ,pry-
in the August Issue of Twin Cities Business ,
`t Twin Cities Busauss shines a light on Washington County and shames with tes statewide
readership why this region's energy.economic development Initiatives.Qualified
worldarce.housing options,hospitality and recreations!amenities maim it a perfect
I< location to siert or grow a business.
Washington County CDA end City leaders endorse this project and are serving as
sources to'f Win Cities Businca'editorial team es they te5 Washington Coungrs story.
We have seen the power and benafds derived when communities and businesses work
toydher to pry a region through Twin Cities Business and know to same will be
true of this campaign.
We encourage you to support this project by advertising.
artr.sing ' P ties
_F
Display Advertiaina
_ Fug-Page.4-calor $5.000 9'wide x 10-3/4'doW i
V2-Page.4-calor $3500 9'wide x 4-7/8'deep
1/4-Page,4-color $2500 4-9/16'wide x 5-1/4'deep
'Fu3 Page&%,ad Specifkadm:10 K'x 121/4'.TOW 10'x 12'.
Live natter siautd be kept W'from trim of mvgazbw 915/16'x tt 15/76'. Reserve your participation
Way.contact
Sponaashlo Traci Auger
Lop an h ont cover of the section 612-336-9214
Fug-page.4-color.premium position in the section touger@tcbmag com
Opportunity to had issue release party for community
Complementary ad deslgntproduction Rlan HeasBp
Investment$7,500 812-338-9215
rheas6p@tcbmag.com
Oeadilaw Andrea Shapiro
Space Reservations:0/21/17 812-336-9211
Ad Materials 6/26A7 ashaptroMcbmag corn
Lastly, related to promotions, there has been some discussion about the crafting of a short City
promotional video. I have engaged a local videographer for$1,400 to begin talking some raw footage
of various events and would include the SCRCP opening on 8/2. The Council should discuss this
further and who might want to be interviewed or its content.
Page 4 of 26
City of Oak Park Heights
es.hswen-hhaessa.s"asamsh>mn
Nam name-Ln I017 Eric's-Notes fromlenuahv 7017 Martina UPDATE FOR af7aJ17 undrte for W27/1f
South frontage road
realignment west of Osgood The City Council outlined its position on such roadways and roles In a
(would require working letter approved by the CRY Council in October 2016.Those positions NO FURTHER ACTION NO FURTHER ACTION
together with Andersen, were not changed.
MnDot and County(
The City Engineer will have a proposal for the Council to review
and discuss so that such study could be undertaken.There will A letter has been sent engaging that opportunity with a
The City Council is interested In meeting with the City Engineer to and
a cost for this study and will vary depending on scope.
Road Improvements of 56th discuss possible costs for the utility extensions as the property owners Following the review of the Engineer's proposal the Council did repoeOes deadline being late April.The aforementioned
St west of 15 of such lands have notletter was sent-see weekly rotes for 3/31/17.Premier
provided a meritorious plan for City not nt this time desire co invest le the feasBhilky study at an
consideration. estimated cost of$37,000.However was willing to partner cath Bank has not been willing to patidpate and there has been
the property owners(Premier hank and Nass)to complete the no response from the Nass ownership.
study.Council directed a letter be sent offering the partnership.
Annexation of Township
land(west of Memorial Ave) The City Council did not desire to alter Its annexation polIdes. NO FIIFMirR ACTION(relatex to nem abawel NO FURTHER ACTION
CUC representative did meet with City Council and did 4*cusx
Invite representative from the CUC to provide an update on pending I upcoming leglstatlon 0n oosslb4 to-anon Lo w, Alga the
ging Plant-closure,taxes, Council did desire no retquast iron:Iicel Energy any dosuff plan
valuation
plant closures(Sherco 1111111 as upon as well as possible upcoming Imp - NO FURTTIER ACTION
R snag hnve For the zing Plant.That request waw sent in a letter .I
the A.S.King Plant
dated 1/75(17;%tel Energy responded in a Telles dated 7/7/17.
No further action.
In January 2017,the City Council did grant a third extension to
Palmer Property The discussion centered around the third approval extension-generally the developers of this property with the general caveat that this
P the Council was comfortable with the extension. extension would be the lest extension offered.The City did send Awaiting IF the Developer will move forward.
a fallow-up letter dated 1/26/17 outlining this position
The City Council took action on the defib front windows
Safety features at city hall- Staff presented a memo dated Jan 9th,2017.Council araeand panic alarms.The receptionist desk has been moved
generally As a result of the Jan 9th memo,Staff has seared various
change out glass at PD,panic supportive of the elements outline and desired tocod reconfigured,the glass b completed and the see pricing and some pricing options for these concepts.Staff will have a memo on panic
buttons,etc. related options. some of these Items and secured quotes on SM17 alarms have been Installed.however such storms arc not
yet active-awaiting service contract amendments.
(ACTION PENDING)
The City did first secure an appraisal of the 6146 Memorial Ave
Parcel with the final report dated 12/27/16.Subsequently the
Council discussed the various properties awned by the city,namely Bell City has engaged three parties as R relates to the 6148 memorial Staff has comlated the tetter of Interets commitments
Property&6148 Osgood Ave.No action was taken,other than further Ave Parcel(Century Power,Stillwater Motors and the Madison from Madison Hospitality Group and grams them a 60 day
Excess city owned property discussion as to possible use of Bell property as a related use to the bus Hotel Group)The latter two did demonstrate some interest in option to complete their demand a
the property and submitted general letters of interest.The. nom' bends
In
garage. the mid May;At this time the legal counsel fromm both the
did find the thae Madison Hospitality Groups proposal was buyer and seller are in discussion.(ACTION PENDING)
mare attrectve at this stage and Is wafting additional"due
diligence"work to be completed by the prospective buyer.
Page 5 of 26
Discussion was that there was some concerns about some percentage
of vacancy at some retail writers.Council concluded that the dty role to
Redevelopment-economic date has been to simply set the zoning parameters and let the
outreach,Le.empty store commercial market dittaeeoccupancy and demand.The Council did not NOFtIMERACTIQ'''N NOFURFHERRCTION
fronts desire to materially sitar this role,but does encourage outreach by
anyone to any retailers that might be especially or particularly soughtlr F
. uroumi oro ;ii t )
after. 1 o.: t n t
Scott Richards will be present atthe 3/W17 Worksesslon to
discuss the general thoughts about what amendmaMs the Please see the MEMO from Scott Richards-dated 6/21/17
Ordinances-possible review Discussion was that the Council sought to explore Its accessory Council might like to review as R relates to accessory structures {moo found in weekly now for 6/23/17).The Council
of some-and maybe design structure ordinances and refine such rules to allow some greater square (or other Ordinances).Mr.Richardshas prepared a proposal might desire to set ups meeting where more time can be
guidelines footages and possibly alternative types of structures and setbacks. dated 2/15/17 that would outline a review plan and budget of dedicated to the issues.Staff suggests meeting on July 25,
$1,800.Staff would expect the Council to discuss this on 20171n a workstesslon to disucss further.(ACTION
3/28/17. PENDING)
r
0n March 14th,"I.7 the City Council dw mart with DMR STAFr-
TheCityCouncilconcludedthathlagenerallyInfavoroftheBoatRamp K01SkahuwWlearned+xwreaJrotittineprotect.Fxsentiaily;the
DNR to be constructed y bthe near thefootings/piling of power point that wan thoavn demanstraked x 15 atoll troller
goat Ramp as proposed the new by the Directed that Staff set near
a meeting with DNR PaAt%larlllty lying unser the drip line of the eau hound tune NO ruRTHER AC110N
representative to learn more about the project:and its timing. oft itc SCRC-Canetruh-dprh was anticFpated to Dein 2¢;9.No
nha"' "a"ce
0r sPrvhtes a+e bring reque3ted frem the City at
this time_Nor iurt.tser action t6 being ragvested at shit tine.
Page 6 of 26
City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
March 30s',2017
TO: Mr.Kriss Nass Via Email Only: knass4703@juno.com
Mr.Brian Carnes Via Email Only: bcarnes remierbanksr�,
& Irl
RE: Annexation to the City of Oak Park Heights
E�-s�ta�cl
__L
Gentlemen,Over the last few years, the City has been approached by persons representing your property interests to
explore annexation and development opportunities for the lands lying west of Memorial Ave and east of
Manning Ave. While these efforts are appreciated,they are also faced with significant challenges due to a
lack of a cohesive concept plan between the affected property owners as well as a lack of any practical
feasibility studies to display how these lands might be effectively served with water,sanitary sewer,storm
sewer and/or roadway access.
The City's policy over the years is that those costs(both the study and the capital costs)are the responsibility
of the developer so as to not burden current taxpayers. This policy remains in place; however,we would
suggest that at this time the City may able to provide some level of funding to complete a preliminary
feasibility study as it relates to this basic public infrastructure question—again being water, sewer, storm
and possible roadways.Further,it is a product that might be helpful to share with other development groups
likely aiding in your sale of such lands.
This study would of course not be any guarantee or a commitment on the City,or your part,to move forward
with any element or further funding, but would help all understand the magnitude of the anticipated costs
if you hope to be annexed into the City and secure municipal services from Oak Park Heights.As always,
actual construction costs would be the sole responsibility of the land owners/developers should anything
move forward.
Attached herewith you will find a proposal from our City Engineering firm(STANTEC)that estimates the
cost of the feasibility study at$37,250. The City would be willing to provide up to one-third of these costs
to complete this study if your firm(s) would partner to provide the balance of the funding. If you would
please review this document and its attachments and let me know if you have any questions.
We would ask that you provide your response not later than April 28'',2017.
Kind Regards
40
Eric Johnson
City Administrator
Cc: Weekly Notes
Page 7 of 26
Feasibility Report Estimate
Potential Stillwater Township Annexation Area
Oak Park Heights, Minnesota
March 2017
Project Understanding
The City of Oak Park Heights(OPH),as part of its current Comprehensive Plan,has anticipated the
possible annexation of the land located east of Manning Avenue,north of 551`Street and south of Hwy
36(approximately 75 acres).This land is located in the City of Lake Elmo and Stillwater Township.
Presently,the City of OPH is interested in preliminary cost estimates,related to the potential
provision of municipal infrastructure and services(roadway,sewer,water and storm water),related to
approximately 35 acres of the 5o acres located in Stillwater Township as shown on the attached figure.
Public infrastructure was planned in OPH's current Comprehensive Plan to potentially serve this area.
The Feasibility Report will outline a study and present costs and financing alternatives to serve the 35
acres with public infrastructure to allow development to occur and will include the following:
• Roadway Improvements/Extension of 58th Street West I - The study will
present up to two alternatives with associated estimated costs to extend 581hStreet to the
west from Memorial Avenue as a Minor Collector to Manning Avenue.Manning Avenue
presently exists as a two lane rural road serving existing development in the City of Lake
Elmo and Stillwater Township connecting to Hwy 36.This section of Manning Avenue is the
only access to these existing developments.Manning Avenue at Hwy 36 has a fully
signalized intersection.
• Sanitaru Sewer and Water Service: Sanitary sewer and water main would be
extended from Memorial Avenue. Alignments anticipated and estimated costs to serve this
area in the City's comprehensive utility plans would be confirmed and refined as necessary.
• Storm Watgr/Natural Resource PIans:Storm water from the study area naturally
drains north under Hwy 36 to Long Lake in the City of Stillwater. This area is included in
Browns Creek Watershed District.OPH's Comprehensive Storm Sewer Plan identifies
ponding and storm sewers to serve this area when it develops. Cost estimates for
stormwater improvements for the proposed infrastructure will be provided and potential
land acquisition areas will be quantified.The existing wooded areas included in the study
area will be identified and the report will include preliminary Storm Water and Natural
Resource Plans that will delineate open spaces that satisfy the goals of the City and
Watershed District for this area as it develops.
■ Land Use/Grading Alternatives:The potential alignment of 58th Street in relation to
Manning Avenue is dependent on future land use and the preferred location of the potential
roadway in relation to the existing transmission towers/power lines and visibility to Hwy 36.
The extent that grading is needed beyond the required right of way for 581hStreet will be
dependent on its preferred vertical and horizontal alignments,which in turn,will have direct
impacts on the costs to construct the roadway.The attached Site Map shows the existing
transmission towers/power lines,woodlands,contours,and wetlands.The anticipated land
use in OPH Comprehensive Plan for this area is Business/Residential Transition.Meetings
with City Staff are included to review alternatives for consideration.
1
Page 8 of 26
Feasibility Report Estimate
Potential Stillwater Township Annexation Area
Oak Park Heights, Minnesota
March 2017
• Profit/Phasing Schedules the proposed development of the 35 acres will occur over
time.Therefore,dependent on the proposed land uses and the schedule to develop,the
public infrastructure could be phased in over time also.The phasing alternatives will be
identified and subject to change based on further review and the demand for development.
Report Outcomes
The final report will include an analysis of the physical layouts and estimated costs of the roadway,
sewer,water and storm water infrastructure studied to serve the subject property. Financing
alternatives,as coordinated with City staff,will be included. The report will be presented at a City
Council workshop and/or City Council meeting,as per the City's preferences.
The report will also assist the City Council in considering the following items regarding the potential
annexation area:
i. What future land uses are most feasible based on the infrastructure costs?
2. What are the impacts to adjacent properties and other jurisdictions?
3. What additional properties may benefit from infrastructure extensions to the area?
4. Potential project phasing that will facilitate development of the area.
Fees/Schedule
The estimated fees for the Feasibility Report are$37,250.A possible schedule to complete the report
is shown below:
• Authorize Feasibility Report April 2017
• Meeting(s)w/City Staff May 2017
• Complete Draft Report for Review July 2017
• Present Feasibility Report August 2017
2
Page 9 of 26
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City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
January 241,2017
MEMO
TO: Mayor and City Council Members
Park Commissioners
A
FROM: Eric Johnson,City Administrator
RE: Splashpad Worksession-Discussion
The memo serves as a summary of the conversations held on 1/23/17 by the City Council and Park Commission
1. Jeff Corina attend the meeting from Commercial Recreation Specialists(CRS)and gave a general
presentation to the group that outlined the building process and elements for a"flow-thru"system as
opposed to a recirculating system.He also discussed costs,maintenance,warranties and answered general
question.
2. The Council's general comments/position was that:
• At this time,the City is not prepared to engage into a project of this scope and that the City should
refrain until the impacts of the SCRCP are better known.
• That the facility would be serving the three city areas of OPH,Stillwater and Bayport and that the
three communities should consider a joint project.
• That some ofthe stated maintenance costs appear to be under-estimated and that current Public Works
staffing levels should be considered first before that responsibility accepted for a twenty-year life-
cycle.
3. The Council and Commission concluded the meeting with a suggestion that the project be revisited in 12-
18 months or so,however in the interim reach out to Stillwater and Bayport so as to gauge the interest in a
joint project.And further,to have staff research some of the maintenance costs to verify/affirm those costs
suggested by the vendor(CRS)
Page 12 of 26
F
City of Oak Park Heights
14168 Oak Park Blvd N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
January 25,2017
Tom McCarty -- s 0e1. At Q 1
City Administrator
City of Stillwater
Via email only: tmccartyaa.ci.stillwater.mn.us
Sara Taylor
Interim City Administrator Yr—
City of Bayport
Via Email Only: Mlor(@ci.bgXRort.mn.us
RE: SPLASH PAD CONCEPT
Dear Tom and Sara:
Oak Park Heights has discussed the construction of a SPLASH—PAD facility over the recent months as these can be
affordable alternative to pools and provide an enhancement to a park visit during hot summer days.
While this remains conceptual,one concern that continues to arise would be that such a facility would attract visitors
from areas outside our borders.While this is always inevitable and each of our parks provide amenities that are enjoyed
by residents from other communities;at this early planning stage however we feel this type of facility may be of a
unique nature as it would be a local-destination facility and draw from the larger community.
That said, before our City may look deeper into any further concepts, we are curious if such a facility has been
discussed in your community and if there is any thought as to constructing/operating one as a joint venture.
Kind Regards,
444---
Eric Johnson
City Administrator
Cc:Weekly Notes
Page 13 of 26
Commercial Recreation Specialsists & F S 1
SPLASHPAD LIFE CYCLE COSTS 10 AND 19 YEARS
ESTIMATED SPLASHPAD CONSTRUCTION COSTS
2500 SQFT 2500 SQFT
FLOW THRU WQMS
130 GPM 130 GPM
SMART FLOW TO STORM DOUBLE LOOP (A,CAfLCV W-nN 6
EQUIPMENTCOSTS $ 50,000 $ 120,000
ESTIMATED TOTAL PROJECT COSTS $ 150,000 $ 250,000
ESTIMATED ANNUAL MAINTENANCE AND OPERATING COSTS
WATER COSTS $ 3,841 $ 169
SEWER COSTS $ _ $ 64
MAINTENANCE COSTS $ 1,800 S 7,600
NORMAL PARTS COSTS $ 100 $ S00
CHEMICAL COSTS $ - $ 350
ELECTRICAL COSTS S 160 S 2.500
TOTAL ANNUAL OPERATING COSTS $ 51901 $ 11,182
ESTIMATED 10 YEAR OPERATING COSTS $ 59,014 $ 111,822
TOTAL 10 YEAR COST $ 209,014 $ 361,822
ESTIMATED 15 YEAR OPERATING COSTS $ 88,521 $ 167,732
TOTAL 15 YEAR COST $ 238,521 $ 417,732
PARAMETERS AND ASSUMPTIONS
GALLONS PER DAY USED 192077 843
COST OF WATER PER GALLON 0.0025 0.0025
COST OF SANITARY SEWER PER GALLON 0A023 0.00233
MAINTENANCE LABOR RATE PER HOUR gO 50
DAILY MAINTENANCE TIME REQUIRED(IN MAN HOURS) 0.2S 1.5
SEASONAL MAINTENANCE HOURS 16 $2
OPERATING HOURS PER DAY 10 10 ID
DAYS IN SEASON 80 8O SO
6e P- R E GMe-, STs rrf4 must "*V r S&TH200m6 , SAOW"s
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[� �� � IOperating Cost Analysis.xisx9/19/20163:01 PM
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Page 14 of 26
f�P CA
L hove -rvr Si'1 o)CAPS E Otk '-IWM cylmm)
Flow Thru Cost Estimator
Estimated S lash ad
>tm rial
Total Play product Flow p.Qp
Manifold Capacity .00
Use lesser amount 72.00
Average Sequence Flow Rate 57.60
System Flow after Downtime Between
Activation Factor 51.84
Maximum Flow per hour allons 3110.40
Hours per Season 494.00
Consumption per Seasonallons 1536 537.60
Average pail Consumption d 19 206.72
Average Dail Consumption 2,S67.94
Hundred Cubic Feet erSeason CF 2,054.35
Usage Estimate based on degree Days
Tem eRture C Hours Perda Season Hours of Use per Season
70-79 21-26 5 54 270
80-90 27-31 8 1 104
90-99 32-37 9 10 90
100+ 38+ 10 3 30
Total 1 1 80 1 494
Note: Days per season = 100 days-20 days of rain within season
Water meter cost per 1000 gal 500
Sewer cost per 1000 gal $0.00
Total Cost per season $3,841.34
Annulized Water Consurnotion gpd I4210
Addiflonal municipal es that may
apply B Mth Fee
Water Meter Charge $
Sewer Base Charge $
Landfill Remediation $
Public Fire Protection $
Storm Water Charge
Pad Total Combined Seasonal Operation Cost $ 3,841.34
Site Staffing 0
Maintenance Staff 0
Other 0
Total Operating and Staffin Costs $ 3,841.34
Flow Through Water Consumption Estimstor xia Page 1
Page 15 of 26
0
City of Oak Park Heights
REQUEST FOR PROPOSALS(RFP)TO DESIGN AND PROCURE SPLASH PAD AT AUTUMN HILLS PARK
The City of Oak Park Heights(City) is requesting proposals and proof of qualifications to design and provide and construct
one flow-through(non-recirculating)splash pad(Splashpad)at Autumn Hills Park(Park).The Splashpad is expected to be
1,600 square feet+/-and generally serve children under_years of Age.The City will select one(1)contractor to provide
equipment and materials and installation services for the Splashpad as outlined in this request.
SCOPE OF PROJECT
General: The below specification describes the components of a complete Splashpad equipment system with a total and
complete budget not to exceed $ —and which shall include all equipment, underground piping, fixtures,
concrete work, site preparation, installation, delivery, storage, fees, taxes, etc. to complete a"tum-key"facility that is wholly
operable at the time of completion.
(Please Note:Separate from the required submission and pricing is the connection to the City's water system and discharge to its storm systems.The City
will bring a water service line to a point not greater than 5'feet from the splashpad(or other reasonable entry point)and shall provide a discharge connection
pipe to a point not greater than 5'feet from the splashpad.The intention of this paragraph is to outline that the prevailing contractor is not obligated to make
utility connection points other than directly adjacent to their proposed facility)
The system includes but is not limited to those components necessary to make up a completely operational system.The spray
pad system is designed to operate as a water to waste-storm system operated on a "push-button" system so operation is
activated via a weather-tight,durable direct user interface.
1. The system will be located in Oak Park Heights, MN at Autumn Hills Park(see Attachment 1 for project location)With
an approximate surface of 1,600 square feet+/-.The Splashpad is expected to be 1,800 square feet+/-and generally
serve children under_years of Age.
2. All embedded spray features(and fixtures)50%overhead and 50%underground—all fixtures shall have also have
the potential for replacement spray features with interchangeable system to allow reconfiguration or augmentation or
their total replacement upon the Splashpad at a later date.
3. The control system will allow the operation of different groups of features and/or individual features, in varying
configurations, sequencing, activating individual features, and provide time of schedule. The controller must control
the operational variation pattern to be determined by owner.
4. The Splashpad equipment(spray features, embedded sprays, drains, pumps, filtration, controls, manifold,sensors)
will be furnished under this contract. The Splashpad equipment manufacturer will coordinate the delivery of the
equipment with the Contractor to accommodate the installing contractor installation schedule. The City cannot
coordinate delivery or storage of equipment.
5. Splashpad must be"barrier free".
The Splashpad shall consist of those elements found in the SCOPE OF PROJECT SECTION and also the following:
1. Multi-station interactive features.
Page 16 of 26
2. Splashpad valves, piping,controllers,and related accessories including"push-to activate"by users.
4. Splashpad plumbing services including water and sewer, to designated points of connection and
discharge with site utilities or outlet structures
5. All electrical(if any)equipment,wiring, labor and conduit necessary for full operation of the Splashpad
as shown on the drawings.All electrical work shall be the responsibility of the Contractor.
6. Any other necessary specialties required for proper installation of the Splashpad and related equipment
resulting in a complete and useable Splashpad upon completion.
COORDINATION REQUIREMENTS of the CONTRACTOR:
A. Coordinate Splashpad design, layout and installation with other work and contractors and site conditions, including
potable water distribution,electrical power,sanitary or storm drain system,etc.for a complete finished project.
B. Coordinate location and requirements of utility service connections—including capacity and flow.
C. Coordinate size, location,and requirements.
DESIGN ELEMENT GUIDELINES&SPECIFICATIONS
Bidders should base their splash pad designs on meeting all accessibility and safety standards subject to the industry and
best management practices as well as the guidelines&specifications listed in this RFP.Quality of equipment components,
quality of design,cost, and appropriateness to location and target demographic must be taken into consideration in the
design of these systems.
Proposals must include complete drawings and specifications. Bids must list the cost of the equipment and all installation.
The City reserves the right to reject any and all proposals with or without cause,and to accept proposals which it considers
most favorable.
All proposal amounts shall be guaranteed for not less than ninety(90)days after the proposal submittal deadline date.
The City reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and
services proposed,as well as the right to reject any and all responses deemed unqualified, unsatisfactory or inappropriate at
the sole discretion of the City.
PROPOSAL SUBMITTAL AND CONTENT
Proposals must be submitted to the City Office by 2:00 pm and must be
addressed as follows;
City of Oak Park Heights
Attn—Eric Johnson, City Administrator
PO BOX 2007
Stillwater, MN 55082
Page 17 of 26
SUBMITTALS:
The following documents and items shall be provided to the City and shall be organized in the response in the following manner:
A. Provide a complete Site Plan and equipment listing for the Splashpad showing the proposed apparatus,jets,play-zones,
dry areas,elevations and depiction of the proposed plan,construction details for the splashpad and concrete pad,drains,
sub-base materials,etc.Approximate size of pad is also:
• Include age zones in your proposal
• Include locations and types of deck drains
• Include method of activation(recessed activation or post bollard)
• Include types of pumps, piping and fixtures.(PVC, Fiberglass,Stainless Steel,etc.)
B. Statement of exact pricing for submitted plan including all designs,equipment,installation,elements,taxes,fees,etc. as
outlined in the Project Scope.
C. Estimate of annual total water use(in gallons)based on submission and typical use for such submitted plan.
D. Product Data: For each of the products and/or apparatus indicated. Include construction details, material descriptions,
dimensions of individual components and profiles. Include rated capacities, operating characteristics, electrical
characteristics,and furnish specialties and accessories.
E. Details and background of your firm, name of project manager and three municipal references and contact information
where your firm has installed a similar project.
F. Submit three (3) hard copies and one (1) electronic copy, on a CD, of the proposal to the address listed above. All
Proposals must comply with the specifications and guidelines provided in this document and become the property of the
City once received.
G. Cash Bid Security in the form of$5,000 or 5.0% of your submitted bid pricing —whichever is greater. Non-prevailing
bidders shall have this security released after bid award to prevailing bidder.
H. The City shall be exempt for any liability for costs incurred by unsuccessful Suppliers in preparation of the proposals.
Page 18 of 26
NOTICE TO BIDDERS:
Supplemental Information WILL BE Required- Prior to Final Award or Payment as determined by the City—the
Contractor Shall Provide the following as part of and/or prior to any final written agreement being executed by the
City:
A. Shop Drawings: For fabricated equipment. Include plans,elevations,and sections,roughing-in dimensions,fabrication
details, utility service requirements and attachments to other work.
B. Wiring Diagram: For power, signal, and control wiring —(if proposed and installed). Provide both power and control
signal line drawings and ladder diagrams.Provide interconnecting control wiring diagrams with lags and labels for each
wire and termination.Wiring diagrams will be provided no later than 30 days from signed contract.
C. Coordination Drawings: Indicate locations of Aquatic Playground and connections to utilities. Include plans and
elevations;clearance requirements for equipment access and maintenance;details of support for equipment;and utility
service characteristics.
D. Operation and Maintenance Data: Provide all operation and maintenance manuals for all individual components and
complete system. The operation and maintenance manuals shall include all seasonal requirements of start-up and
shutdown, and any other information unique to this system.At minimum the manufacturer will be required to provide
the following:
• Sequence of operation
• Controls functions; internal and external
• Control equipment requirements
• Seasonal start-up and shutdown requirements—including two walk-throughs on site.
• Parts lists
• Warranty information
E. Outline and detail any and all parts or proposed equipment that is NOT MADE IN THE UNITED STATES.
F. All materials shall be new and shall conform to applicable standards as specified herein.
G. All work shall be executed by workmen skilled in the craft that they are assigned.
H. All Aquatic Playground equipment required by the specifications and/or the drawings shall be supplied by a single
Aquatic Playground Manufacturer unless otherwise specified herein AND approved by the City in a separate written
letter.
I. The Manufacturer must currently be in the business of supplying Aquatic Playground equipment,similar in size and
complexity.The Manufacturer shall be prepared to provide written documentation of supplying Aquatic Playground
equipment,for a minimum five(5)years of experience and shall have previously supplied Aquatic Playground system
design,drawing and equipment,similar in size and complexity to this project within the State of Minnesota.
J. The Manufacturer shall also provide engineering design as it pertains to the Aquatic Playground system and the
equipment supplied, referring specifically to complete hydraulic and electrical design.This shall include, but not
limited to:spray effects,Aquatic Playground system,filtration system,water level control system, pump selection,
piping system sizing and layout.
Page 19 of 26
K. The engineering design information shall be delineated on the final schematic, installation,and detail shop drawings
showing the proper installation of the Manufacturer's equipment. The drawings shall be furnished as an integral part
of their Aquatic Playground equipment package. Preliminary drawings shall not be used for installation.
L. Pre-installation Conference:Conduct conference at Project site prior to commencement of construction of Aquatic
Playground system and equipment.
M. Splashpad equipment manufacturer assumes sole responsibility for the delivery and successful integration of all
equipment to meet the performance requirements of the contract documents and specifications.
N. Splashpad Equipment Warranty: manufacturer's standard form in which manufacturer agrees to repair or replace
components or equipment that fail in a materials or workmanship within specified warranty period.
0. Warranty Period: 15 years-minimum from date of substantial completion against corrosion, material and
workmanship will be warranted for not less than 5 years and electrical components(if any)will be warranted for not
less than 1 year.
P. A final agreement will be developed by the City that will incorporate the terms of this RFP and will need to be
executed as the tool of project acceptance. The City will not execute agreements from the Contractor. Contractors
are to expect that project completion must be accomplished within 90 days of bid award.
EVALUATION AND SELECTION PROCESS:
Proposals will be evaluated by a selection committee based on the following criteria:
Criteria Points.
1. Proposal addresses design guidelines and specifications 0-20
2.Quality of design and content of proposal 0-30
3.Quality and durability of equipment 0-20
4. Reputation and reliability of manufacturer 0-20(Bonus points for USA MADE—10 points)
5.Overall quality of Proposal 0-10
Maximum Points: 100(with bonus points for USA Manufacture)
PLEASE NOTE: Additional points may be given for designers that include a method to recapture water from the Splash Pad
and use for other purposes for recycling purposes.The award will be made to the qualified Supplier whose proposal is
deemed most advantageous to the City,all factors considered. Unsuccessful Suppliers will be notified in writing as soon as
possible.Any objections to these specifications must be filed in written form with the City orior to the RFP closing
date.
Page 20 of 26
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ATTACHMENT C-Photo of Approximate Area for Placement of Splashpad.
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Page 25 of 26
�CITY OF OAK PARK HEIGHTS
Memo4V�-,`
To: Mayor and Council
From: Betty Caruso,Finance Director
Date: June 27,2017
Re: 2018 Budget Work Session Schedule
Budget worksheets have been distributed to staff with a deadline for submission to Finance by June 30th.
Administration and Finance will review the budget worksheets and compile the preliminary budget
document which will be distributed to Council and staff in July.
Budget information from the County regarding values and fiscal disparities will be limited at this time.
A budget work session with the department head's budget explanations could be scheduled for July 251',
at 5:00 or earlier,prior to the regular council meeting. Other scheduled meetings dates when staff will be
available are September 121i, September 26'.The preliminary budget will be presented at the September
121 and/or the September 261 meeting. This will be the budget we need to approve for the proposed tax
levy to be submitted to the County by September 30,2017,and used for the TNT hearing notices. The
TNT hearing should be held December 121 at the regular council meeting.
Summary of the above dates as proposed—UTILIZING SCHEDULED MEETINGS:
July 251i Prior to Scheduled Council Meeting
Work session 5:00 Budget summary/Meet with Department Heads
September 12th Prior to Scheduled Council Meeting
Work session 5:00 Meet with Department Heads/Updated Budget document
(May Require a Special Meeting)
September 26th Budget Summary with changes
Work session 5:00 Proposed Tax Levy/Adoption of Preliminary Budget
Possible Meeting Dates—NOT SCHEDULED-REQUIRING SPECIAL MEETINGS
August 8'
August 29*
September 5th
September 1211/26th Council Meeting Summary of Budget
Approve Proposed Levy for TNT Hearing
(Due to County September 301i)
December 12th Council Meeting TNT Hearing and possible Budget Adoption(Due to
County December 29 )
2 1 P a g e
Page 26 of 26