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City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 550$2•Phone(651)439-4439*Fax(651)439-0574
9-9.16
MEMO
TO: Mayor and City Council Members
FROM: Eric Johnson,City Administrator
RE: Cover Parts Reconstruction
Summary:
At three work-sessions over the last nine-months,(including the 2016 Goal Setting meetings)the Council did discuss
the concept of implementing improvements to Cover Park and which are to generally include the items listed below
and with preliminary cost estimates.These are likely subject to fluctuation depending on the design scope the flushed
out in the process noted below(MDB).Considering the footprint of the facility is anticipated be modest(slab)these
estimates should be adequate for quality building that compliments the neighborhood.
Estimated Costs
Park Shelter(with bathrooms) $ 300,000.00 60,0%
New Hockey Boards(not cons. Rink) $ 75,000.00 15.0%
Related Parking(+/-25 spaces) $ 50,000.00 10.0%
Soft Costs&Design, Legal,etc. $ 50,000.00 10.0%
Related Trails(link buildings to trails and parking) $ 25,000.00 5.0%
Total $ 500,000.00 100.0%
At this time,if there is a desire to have these improvements constructed in 2017,the proper time to move forward
with more formal actions to accomplish one or all of these goals is in late 2016 so that and bidding can be completed
in the early part of 2017 with construction to follow soon thereafter.
There are three questions or elements that need to be discussed:
1. Funding Capacities:
It is expected that the overall scope of the project would be to secure a quality project but withal a budget that
complimen%the City as well as City Ordinances and Prooesses. Essentially a"Chevrolet'version of a building and
systems.it is estimated that a project of this scope could be In the$500,000 range.A number of variables can
quickly alter these figures,such as a change in rink-type.
The currently available funding is as follows that could be applied to such project and is all based upon having such
funds on-hand and would not require a tax levy increase to fund the capital elements of the project and is noted
below. Staff also provides a suggested use(highlighted in yellow)and remaining balances noted.These sources are
used in amounts so listed so as to provide the most fund balance for future site specific uses,application of one-time
funds and meeting the intent of City Ordinances found in Cc ord.402.(Park Dedication)
193 of 200 City Council Agenda packet for 9-13-16
i
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9-19-16 2 of 13
Estimated As of Used in 2017 for Remainirw as of
Available Funds-ON HAND i=17 Cover 12/31/17
Xcer Energy-Moeller Redevelopment Funds $ 290,000.00 $ 100,000.00 $ 190,000.00
Park Dedieation Funds $ 630,000.00 $ 200,000.00 $ 430,000.00
Budgeted Project Funds- Park Bldg.Maint and Replacement $ 267,000.00 $ 100,000.00 $ 167,000.00
Use of 2015 Undesignated Funds Carryover $ 535,471.00 $ 100,000.00 $ 435,471.00
Total $ 1,722,471.00 $ 500,000.00 $ 1,222,471.00
2. Project Methodology:
The Council did discuss at length about implementing a Modified Design-Build(MDB)process where by the City
would craft a detailed set of specifications and there provide such documents to general contractors to implement—
including the provision of design drawings and process.Philosophically it is hoped that it may allow contractors more
freedom in design and methodology—then equating to a project cost savings.
It would be unknown if this would be factually true as compared to a more traditional"design-bid-build"process
unless the similar project was following a dual course.Either way there will be soft costs of+1-10%of the project
STANTEC has provided a general proposal that would implement a MDB process and that is included here.What will
be vital is to outline in that project development process what amenities the City desires,approximate size,site
location and design features.It would be a contractor's responsibility to meet those needs.However,the more the
City can quantify and objectively provide in concept details the better product it should be.
If the City does not secure any bids or bids that are reasonable,the work done to get to that pant would certainly not
have been wasted;instead the City would have developed master plan,sound ideas for the amenities desired and in
many respects could then move to a full architectural design for a more traditional Design-Bid-Build(D-B-B)Process
with much of the base work already completed.Granted it would be an additional cast to move to a more complete
bid-able set of specific drawings—however that is a fee that would have been paid by the City separately in a more
traditional D-B-B process and without any master site planning or evaluation, not to mention the vetting and selection
process of an architect and firm.
(I did ask STAKE-C to provide an alternate COBE for prepeft an artist's rends ft of whet rhe buff ft might or could look tike based an the vwWs drsoussions
sod pm-Md design meetings.The price Is$3,556It is Akely thatsuch a dmawbg k not whOdy necessary es If is o*possrTx'kty.Instead the City coukf reqube that
e bd*rsubnrd such a rendng of Urea design with Urelrbd pedrage and would bast mu*tepresertt#vtrpwwal)
3. Timeline and Entity Responsible for Project execution.
A realistic timeline for the new shelter and rink is fall 2017 so that it is open for the skating 2017-2018 season.
Working backwards from that date,commencing with the process now is vital. The Council might consider forming
hybrid group of park Commissioners and Council Members(perhaps two or three each to develop the MDB
specifications.Once that was issued,the City Council would execute the Project to completion.
Recommended!Requested Actions:
1. Authorize the execution of an Agreement(attached)with STANTEC that implements the MDB process,
subject to any limited final amendments deemed necessary by City Staff.
2. Staff requests that the Council specify which particular City entity might be the group to develop the MDB
specifications.
3. Consider funding sources,as outlined above,are these generally acceptable?
194 of 200 City Council Agenda packet for 9-13-16
9-19-16 3 of 13
S n :(: 2335 Highway 36 West,St.Paul MN 55113-3819
September 9,2016
File:193801828
Attention: Mr.Eric Johnson
City of Oak Park Heights
14168 Oak Park Boulevard
PO Box 2007
Oak Park Heights,MN 55082
Reference: Proposal-Cover Park Bid Package
Dear Eric,
Attached to this letter is a Scope of Services and Task Hour Budget Work Plan for Professional Services
between the City of Oak Park Heights and Stantec Consulting Services Inc.for providing a bid package for
various improvements for Cover Park. The improvements generally include a park shelter,replacement of
the existing dasher boards(or alternative border)around the skating rink and rehabilitation and possible
expansion of the parking lot. The total estimated fee to provide the City with a package to solicit bids for
this work is$24,255. The estimate for the alternate,rendering of the park shelter is$3,656.
The proposed project tasks and estimated fees(hourly not to exceed)for each task are as follows:
Task 1-Site Survey $2,94.6
Task 2—Meetings $4,068
Task 3—Site Plan/Grading Plan $4,950
Task 4—Specifications $5,078
Task,5—Bidding and Award $5713
EW=es 3i,5oo
Total Estimated Fee $24,955
Alternate—Park Shelter Rendering $3,656
This letter and the attached Labor Hours Cost Estimate represent the understanding between the City and
Stantec in respect to the Project and may only be modified in writing signed by both of us and is subject to
the current Master Services Agreement between the City and Stantec.
If this letter satisfactorily sets forth conditions of our Agreement,please sign in the space below and
return one copy to our office.Thank you for the opportunity to provide these services,
oesign with community in mind
195 of 200 City Council Agenda packet for 9-13-16
9-19-16 4 of 13
September 9,2016
Mr.Eric Johnson
Page 2of2
Refwonce. Proposal-Cover Park Bid Package
CITY OF OAK PARK HEIGHTS
By
Print Name and Title
Date
If you have any questions, need additional information or wish to discuss this matter in greater detail,
please contact me.
Regards,
STANTEC CONSULTING SERVICES INC.
Lee M.Mann,P.E.
City Engineer
Phone:(651)6o4-485o
lee.mann@stantec.com
Attachments
c. file
[design with conwwW in rntnci
196 of 200 City Council Agenda packet for 9-13-16
9-19-16 5 of 13
City of Oak Pork Heights
Cover Park Bid Package-Scope of Services
September 9,2016
Overview
This scope of services includes providing a bid package for proposed Cover Park improvements.
The project delivery method that corresponds to this scope is a modified design build process.
These improvements include:
1. A new park shelter with bathrooms and warming house;
2. New dasher boards around the existing skating rink or an alternative rink border design;
and,
3. Rehabilitation and possible expansion or possible relocation of the existing parking lot.
It is the City's intent to provide potential bidders with a site plan and performance specifications
for the proposed improvements as a basis for them to submit a bid to perform the design
development and final design and construction of the improvements under a modified design
build process.
The following tasks would comprise the work needed to complete the bid package and assist
the City with bidding and awarding the project.
Task 1 -Site Survey
A site survey will be performed to identify the existing topography and geographic features for
the purpose of providing an accurate base map for the site plan and design information for the
bidders on the project.
Task 2-Meetings
There are four meetings included in the scope of this work;two initial meetings,one with staff
and one with the Parks Commission,and two meetings at the 95%complete stage,again,one
With staff and one with the Parks Commission, The purpose of these meetings is to determine
and coordinate the parameters,program,and specifications for the desired improvements so
that the bid package accurately reflects the product that the City desires for this project.
Task S-Site Plan and Grading Plan
A master site pian will be developed that will include a configuration of the desired layout of the
improvements including:
• Park Shelter footprint
Changes to rink configuration,if any
• Indication of dasher boards or alternative rink border design (heavy line around rink with
notes).
• Parking lot preliminary design
197 of 200 City Council Agenda packet for 9-13-16
9-19-16 6 of 13
Stantec
A rough grading plan with a preliminary finish floor elevation of the parte shelter,preliminary
elevations as applicable for the rink improvements,and preliminary grades for the trails and
parking lot would be provided,based on one location of the shelter. Preliminary grading will
take into account ADA standards and requirements. ADA compliance will be finalized in the
design performed by the contractor's architectural/engineering representatives.
The site will be reviewed for stormwater management requirements of the Middle St.Croix
Watershed Management Organization;such requirements will]be identified for the contractor to
incorporate into the design of the improvements.
Task 4-Specifications
Stantec will prepare specifications for the park shelter,rink improvements and parking lot based
on the input from the initial meeting with staff and the Parks Commission. The specifications Wit
include a programming document that defines the park shelter requirements including but not
limited to:
Exterior materials and finishes options;interior materials and finishes options;access requirements
for each space within the park shelter,door and frame materials and finishes options;window
and frame materials and finishes options;plumbing fixture counts;toilet partition and urinal
screen requirements;sink,counter and cabinet requirements;janitor closet requirements;roof
framing system;roofing system materials and requirements; electrical systems requirements;
plumbing systems requirements;heating systems requirements;dasher board footprint size or
alternative rink border options and requirements;parking lot size with number of spaces,curb
and gutter requirements,striping requirements,and site restoration.
The project specifications will provide the standard of quality to support the programming
document defined above in lieu of preparing drawings that would include site plan,grading
plan, floor plan,elevations,sections,schedules, and details.
Task 5-bidding and Award
Stantec will assist the City with soliciting bids using a modified design build process for the project
including:
• Package bid documents
• Issue ad for bids
• Contact contractors at City's request
• Conduct one mandatory pre-bid meeting
• Answer contractor questions
• Issue addenda if/as necessary
• Attend the bid opening
• Review the bids
• Compile the fabulation of bids
• Recommend award of the project
2
Cover Park Bid Package Scope of Services
198 of 200 City Council Agenda packet for 9-13-16
9-19-16 7 of 13
Stantec
Altemate-Park Shelter Rendering
At the City's request,Stantec will provide one rendering based on the finalized design
developed park shelter building. This scope for this work assumes that all parameters of the
building have been determined through a design development process accomplished by the
contractor's architect/engineer. Stantec will be provided all the data needed to produce the
rendering. The rendering will be suitable for media publications.
Design Phase Services and Construction phase services and observation of these improvements
is not included in this scope of services.
Following is a breakdown of tasks,hours and not to exceed costs.
Cover Park Bid Package Scope of Services 3
199 of 200 City Council Agenda packet for 9-13-16
9-19-16 8 of 13
P:7ove;rEark
T WORKPLAN EY TASKMTAFFMMUDGM
Bid Package Lee iNann P��t Na
will
k Park Heigtas Revised.: Ravdevsed
Roes U111 �:Vv etMal
PersonnsllnlUats: "?'�;�° c. ,.,--x Hous
HoudX Rates. ours 13 160 $�t3 gr2r $_
160 �14d $i 6 $128 EgN
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12 nd date: Toter duration or this or»se.
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Start data: End date: rotai duration of the
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city Staff 3 3
itid lirJtta Parka Commission 3 38
%meati rC Stag 3 3 3
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meatal Vm Parka Commdssion 3 3 6
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aaher 80elds 4
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12 a
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SubT�al Hours 4
0 34
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R date: d date: Total duration of We
s 2 24 1 2 2 2
3 otar Haas0
2 24 0 0 2 2 2 p 0 0 82
otd Cod 78
$3,840 0 2
aEtM dab: lowau
of atria ate:
P brat daeu mfr 8
bid meelin 2 4 8
oorib-401m 2 6
Aru<aw bi kler usstions 4 2
Wan addends 6 4
trend bid In 2 2 10
sldetlN tabu recommend OWWd 1 2
L111 o 3 30 1 0 0 2 O 1 0 0 0 0 8a
S� atM c $417 800 6320 30 176
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usual disburseme—rdi(moftie W_.) 40
Total Prolod Cost �27,Q11
Total Project Hours
1
Stantec
200 of 200 City Council Agenda packet for 9-13-16
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City of Oak Park Heights
Bills Presented for Payment September 13, 2016
I-Payroll
Gross Payroll with PERA, FICA, and Medicare
Mayor& Council:
9-13-16 2,675.10
City Administration:
9-15-16 10,63 7.04
Elections:
8-26-16 1,534.50
Finance
9-15-16 7,879.05
Police Department:
9-15-16 41,311.57
Building Inspection Department:
9-15-16 3,907.30
Street Department
9-15-16 871.84
Park and Recreation Department:
9-15-16 1,071.20
Part Time
9-1-16 2,134.68
Total Park and Recreation Department 3,205.88
Health& Dental Insurance
9-15-16 18,357.08
Utility Department
Full-Time(Water)
9-15-16 6,566.55
Full-Time(Sewer)
9-15-16 4,3 86.92
Full-Time(Storm Sewer)
9-15-16 820.73
Total Utility Department 11,774.20
Total Payroll 102 153.56
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City of Oak Park Heights
Bills Presented for Payment August 24,2016
Payroll
Gross Payroll with PERA, FICA, and Medicare
City Administration:
8-31-16 10,646.27
Finance:
Full-Time
8-31-16 7,885.43
Police Department:
Full-Time
8-31-16 40,091.51
Building Inspection Department:
8-31-16 3,910.05
Public Works-Street Maint. Department:
Full-Time
8-31-16 872.09
Park and Recreation Department:
Part-Time
8-16-16 2,837.25
Full-Time
8-31-16 1,294.39
UTILITY FUNDS
Water Department
Full-Time
8-31-16 6,557.46
Sewer Department
Full-Time
8-31-16 4,273.08
Storm Sewer
Full-Time
8-31-16 821.02
Total Utility Funds 11,651.56
Total Payroll $ 79,188.55
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CITY OF OAK PARK HEIGHTS Journals-Council Report(2) Page: 1
CASH DISBURSEMENTS(CD) Aug 24,2016 08:28AM
Period:7/31/2016(07/16)
Report Criteria:
Journal Code.Journal Code=CD
Transaction.GL Account(3 Characters)_{<>}"990"
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
CD
1
07/31/2016 1 HEALTHPARTNERS PREMIUM-JUL 101-20970-000 COBRA INS PREMIUM PAYABLE 369.57
HEALTHPARTNERS PREMIUM-JUL 101-40690-415 EMPLOYEE HEALTH LIFE&DENTAL 569.88
HEALTHPARTNERS PREMIUM-JUL 101-20970-000 COBRA INS PREMIUM PAYABLE 531.61
2
07/31/2016 2 DELTA DENTAL PREMIUM-JUL 101-20970-000 COBRA INS PREMIUM PAYABLE 88.20
DELTA DENTAL PREMIUM-JUL 101-20950-000 DENTAL INSURANCE PAYABLE 44.10
3
07/31/2016 3 PSN FEE INV#134505-JUL 705-48100-212 OTHER CONTRACTUAL SERVICES 35.51
PSN FEE INV#134505-JUL 706-48200-212 OTHER CONTRACTUAL SERVICES 35.51
07/31/2016 3 BANK HANDLING CHARGE -RESUBMI 101-40600-212 OTHER CONTRACTUAL SERVICES 4.00
Grand Totals: 1,678.38 .00
CITY OF OAK PARK HEIGHTS Journals-TREASURER'S REPORT(2) Page: 1
JOURNAL ENTRIES(JE) Aug 24,2016 08:29AM
Period:7/31/2016(07/16)
Report Criteria:
Journal Code.Joumal Code=JE
Transaction.GL Account=90110900000
Reference Account Debit Credit
Date Number Payee or Description Number Account Title Amount Amount
JE
07/01/2016 1 TAX DISTRIBUTION-JUL 901-10900-000 INVESTMENTS-AT PAR 2,863,118.44
07/01/2016 8 WF 16-23 Purchase INV Trans Alliance 901-10900-000 INVESTMENTS-AT PAR 248,000.00
07/05/2016 8 Sale of 4M Fund 901-10900-000 INVESTMENTS-AT PAR 731,000.00-
07/05/2016 8 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 731,000.00
07/06/2016 8 WF 15-01 INV Matured-Ipswich 901-10900-000 INVESTMENTS-AT PAR 248,000.00-
07/06/2016 8 WF Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 248,122.30
07/06/2016 8 WF 16-24 Purchase INV Beal-Plano 901-10900-000 INVESTMENTS-AT PAR 248,000.00
07/08/2016 8 WF 16-25 Purchase INV WEX 901-10900-000 INVESTMENTS-AT PAR 245,000.00
07/08/2016 8 WF 16-26 Purchase INV City Natl Bank 901-10900-000 INVESTMENTS-AT PAR 248,000.00
07/08/2016 8 WF 16-27 Purchase INV Independence 901-10900-000 INVESTMENTS-AT PAR 248,000.00
07/12/2016 8 Sale of 4M Fund 901-10900-000 INVESTMENTS-AT PAR 490,000.00-
07/12/2016 8 Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 490,000.00
07/13/2016 8 WF 15-37 INV Called-FHLB 901-10900-000 INVESTMENTS-AT PAR 500,000.00-
07/13/2016 8 WF Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 502,693.33
07/13/2016 8 WF 16-28 Purchase INV MB Financial 901-10900-000 INVESTMENTS-AT PAR 245,000.00
07/19/2016 8 WF 16-29 Purchase INV FHLM 901-10900-000 INVESTMENTS-AT PAR 500,000.00
07/20/2016 8 WF 16-30 Purchase INV Mizuho 901-10900-000 INVESTMENTS-AT PAR 245,000.00
07/24/2016 8 WF 15-24 INV Called-Parkside 901-10900-000 INVESTMENTS-AT PAR 245,000.00-
07/24/2016 8 WF Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 245,916.23
07/27/2016 8 WF 16-31 Purchase INV Citizens 901-10900-000 INVESTMENTS-AT PAR 245,000.00
07/31/2016 8 SB Purchase SB MM 901-10900-000 INVESTMENTS-AT PAR 1,279.20
07/31/2016 8 WF Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 7,289.56
07/31/2016 8 UBS Purchase WF MM 901-10900-000 INVESTMENTS-AT PAR 1,854.90
07/31/2016 8 WF Sale of WF MM 901-10900-000 INVESTMENTS-AT PAR 2,472,000.00-
07/31/2016 8 Interest on MM 901-10900-000 INVESTMENTS-AT PAR 321.94
Grand Totals: 7,563,595.90 4,686,000.00-