Loading...
HomeMy WebLinkAbout04-13-10 Council Packet2010 Board of Appeal and Equalization The Oak Park Heights City Council will be holding the 2010 I3oard of Appeal and Equalization from 6:00 p.m. to 7:00 p.m. on Tuesday, April 13, 2010, . at the Oak Park Heights City Hall CITY OF OAK PARK HEIGHTS TUESDAY, APRIL 13, 2010 CITY COUNCII., MEETING AGENDA 7:00 P.M. 7:00 p.m. 1. Call to Order/Pledge of Alle jance /A apr of AgLnda Estimated limes 7:05 p.m. LI. De partment /Council Liaison Reports A. Planning Con7mission B. Parks Commission C. Water Management Organizations D. Other Liaison/Staff reports 1. Spring Clean -Up: Saturday, April 24, 2010, 7:30 a.m. - - -- 1:00 p.m. 7:10 p.m. III. Visitors /Public C; omment Recycling Award (1) This is all opportunity for the pkiblic to address the Council 4ilith quesiioi)s oI' cojlcerjas on issues not par€ oi' the regular agenRla. (Please limit coiii�i wnts to 3 Minutes in length.) 7:15 pan. IV. Consent A genda (Roll Call Vote) A. Approve hills & Investments 13. Approve City Council Minutes March 30, 2010 (2) C. City 1I'all Facility Approve Change Order 44 Tot• $224.MU (3) D. City Hall Facility Approve Maintenance Program (4) 7:20 p.m. V. Public Hear ings None 7:20 p.m. V1. Old Business A. City Hall Facility (too enclosure) 7:30 p.m. VII. New Business A. Stillwater Marathon — 2010 Agreement with St. Croix Events (S) B. Schedule City Hall Facility Open House -- May S, 2010 (6) 7:40 p.m. VIII. Adjournment Pagel of 48 This Page Is Left Intentionally Blank. { Page 2 of 48 Oak Park Heights Request for Council Action Meeting Date A pril 13, 2009 Agenda Iten- Recycling Aw ard _.._._...._.._I inae Required 0 Agenda Placement _ Visitors /Public Comment Originating Department /Requcstor _ Admi istration / Jennifer Pinsk] Requester's Signature Action Requested Receive Information Background /Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Page 3 of 48 CITY OF OAK PARK HEIGHTS 14168 Oak Park Boulevard No. ^ P.O. Box 2007 ^ Oak P irk Heights, MN 55082 -2007 ° Phone: 6511439 -9439 ^ Fax: 6511439 -0574 April 8, 2010 Mary Griffith 5347 Ojibway Ave N Oak Park Heights, MN 55082 Dear Ms. Griffith: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and /or smoke detector(s). Your residence was checked on Thursday, April 8, 2010, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me at 439 -4439 at your convenience to arrange for delivery of the reward of your choice. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! Jennifer Pinski Administrative Secretary /Deputy Clerk Tree City U. S.A. Page 4 of 48 Oak Park Heights Request for Council Action Meeting Date April 13, 2009 Agenda Item Approve City Cou ncil Minutes __. March 30, 2010 ___Tirne Required 0 Agenda Placement Consent Originating Department /Requester _ Administration /jennifer Pinski Requester's Signature Action Requested Back groundl.Iustification (Please indicate any previous action has been taken or if other public bodies have been advised). Page 5 of 48 CITY OF OAK PARK HEIGHTS 7.00 P.M. TUESDAY, MARCH 30, 2010 CITY COUNCIL MEETING MINUTES t< Call to Order /Pledge of Allegiance /Approval of Agenda: The meeting was called to order at 7:00 p.m. by Councilmember Swenson. Present: Councilmembers Abrahamson, McComber and Runk. Staff present: City Administrator Johnson, City Attorney Vierling, City 13ngineer Long, and Finance Director Holst. Absent: Mayor Beaudet. Councilmember Swenson added "City Hall Facility -- Authorize Acquisition of Audio - Visual Equipment --- City Council Chambers" as Consent Agenda Item E and "St. Croix River Crossing" as Old Business Item 13. Councilmember McComber, seconded by Councilmember Swenson moved to approve the Agenda as amended. Carried 4 -0. It. De partineut /Council Liaison Reports: A. Plan Commission: Councilmember Abrahamson reported that the next meeting was set for April S, and the commission would be discussing the design guidelines. B. Parks Commission: Councilmember McComber reported that the next Parks Commission meeting was set for April 19 at 6:30 p.m. at City Hall with a park walkthrough prior to the meeting commencing at Cover Park at 5:30 p.m. C. Water Management Organizations St. Croix: No report. 1). Other Lialson/Staff Reports: Councilmember McComber reported that she attended a MNDOT Water Quality Advisory Committee meeting and brought up a concern on where the deicing building would be. She stated they offered a field trip for council to view the new one il' interested. McComber reported that she attended a legislative conference and brought information back to the City Administrator for council to view. McComber also reported that there was a Yellow Ribbon Committee meeting to recognize returning soldiers. She stated there will be a community open house on May 6 from 7 -- 9 p.m. at the Bayport American Legion, and all are invited. Ill. Visitors /Public Comment: Page 6 of 48 City Council Meeting Minutes March 30, 2010 Page 2 of 4 A. 2009 Audit and I{inancial Statements Report Dave Mot of Tautges Redpath reported that the audit report returned a clean opinion on financial statements, there was one compliance Finding that had already been cored, and there were three minor issues of internal control. B. Rec cliu� Award Administrative Secretary Pinski reported that Mike and Lynette Diethert of 14256 57` Street North were chosen as the recycling award winner. IV. Consent Benda: A. Approve Bills & Investments ]:3. Approve City Council Minutes - March 9, 2010 C. I)aily Incorporated dba Carbone's Pizzeria Request for New On -Sale and On -Sale Sunday Intoxicating Liquor Licenses D. City Hall Facility - Award Moving Contract to Alexander's Mobility Services E. City Hall Facility - Authorize Acquisition of Audio -- Visual hquipmcnt .. City Council Chambers Approve Resolution for F]oodplain Ordinance Summary Counciln ember McComber, seconded by Councihnember Runk, moved to approve the Consent agenda. Roll call vote taken. Carried 4 -0. V. Public Heaz•ings: A. Public Hearing — Multi - family Revenue B onds (Series 20 10) T. Nolde D evelopment — Oakrecn Commons Not to 1xc eed $16 000 000 Jenny Bolton of Kennedy and Graven, bond counsel for the Ci reported that the bonds were tax exempt conduit Financing which would be loaned to the borrower at a lower interest rate. She reported they are not GO bonds and there was no obligation on the City's part. She stated there would be no flow of funds between the City and the bond holders. No public comments were made. Councihneniber McComber, seconded by Councilmember Abrahamson, moved to close the Public Hearing. Carried 4 -0. City Administrator Johnson reported that the developer has submitted the Flans for review and hoped to break ground in spring. VI. Old Business: A. City Hall Facility City Administrator Johnson reported that the move -in date for the new City Hall was set for May 17. I-Ie stated that the demo Page 7 of 48 City Council Meeting Minutes March 30, 2010 Page 3 of 4 process of the existing City Hall would begin a week to 10 days alter nhove -out. B. St. Croix River Crossing Councihmelmber Runk reported that he and Councilmernber McComber were invited by Senator Saltzman to attend a meeting at the Stillwater City Hall. Ile stated the purpose of the meeting was to disseminate information as to what was occurring as a result of the Judge's decision on the Sierra Club lawsuit. Runk stated that they were told that the National Park Service was working with Minnesota and Wisconsin for a section 7 review which would take about four to six weeks and would be listed in the National Registry I_or comment. Runic stated they were hoping the process would conclude sormetirme in the summer. Ile reported that MNDO'I�' was operating on the asswmption that the project would go forward in 2013 as planned. Councilmember Runic provided an e -mail to the council from Adam Josephson of MNDOT stating that NINDOT would like to continue discussions with the City. VII New Bixsiness: A. Consider One -Year F`xtension to Planni ng Commissioner L,il'e men's Term Councihmember Abrahamson, seconded by Councilmember McComber, moved to appoint Mike Litiegren to the Planning Commission for a one -year special term expiring; May 2011. Carried 4 -0. 13. City I.Lal[ li 'I'ext_al�cl_Z,,out oI Dedication Plague Councilmember Abrahamson and Councilnhenhber McComber thought there was too much text for the plaque. Councilmember McC,ormber suggested limiting the text to mayor and councilmenhbers, and provide a certificate acknowledging those others who were involved in the process. Councilrmember McComber and Councilmember Runk stated they did not like the suggested quote for the plaque. Councilnhenhber Abrahamson stated he preferred the first plaque design in the packet with the city logo and "City of Oak Park Ileights" printed on it. Councilmember McComber, seconded by Councilmember Abrahamson, moved to just have the mayor, council, architect, contractor, and the date on the plaque, and to have no quote but instead have the City logo and "City of Oak Park Heights" on the plaque. Carried 4 -0. Councilmember McComber, seconded by Councilnhember Abrahamson, moved to have a recognition at City Hall for the citizen's advisory committee, the building design committee, and the furniture and color committee. Carried 4 -0. Page 8 of 48 City Council Meeting Minutes March 30, 2010 Page 4 of 4 VIII. Adjournment: Councilmeniber Abrahamson, seconcled by Counciln MCComber, moved to adjourn at 7:39 p.m. Carried 5 -0. Respectfully submitted, Jennifer Pinslci Administrative Secretary /Deputy Clerk Approved as to Content and Form, David Beaudet M ayor Page 9 of 48 This Page Is Left Intentionally Blank. Page 10 of 48 Oak Park Heights 0 (NVIUME Request for Council Action Meeting ijI ", 2(Lio - AIL __13� Firne Required: ­­ j. -Minute Agenda Hall Facility - AI)DFQVQ Chai e ( rder #4 for $ oo Agenda Placement: Con8ent Agenda 14 ------- Originating Department/Requ . I Admini — X-J& Requester's Signatum Action Requested This C'0*4 is for: i. Relocating a CARD ACCEISS door for the public works building ($"22'qf.00) 2. Site a for the. pribfie works storage lot ($o.00), gaining nloi setback froln the West lot Kno. Page 11 of 48 CHANGE OWNER ORDERORDER ARCHITECT CONTRACTOR AIA OCURW -NT G701 O FIE H E It PROJECT: Oak. Park Heights City Hall (name, address) 14168 Oak t'al'k Boulevard North Oak Park Heights, MN 55082 TO CON'T"RAC"T'OR: ( name, address) Jorgenson Construction Inc. 9255 Vast River Road N.W. Coon Rapids, MN 55433 The Contract is changed as follows: Proposal Request Number Ten -A (I OA) Proposal Request Number Twenty -Six (26) TOTAL ADD ?Mote: Weather delay days added: 6 No Charge 5 224.00 5224.00 City of Oak Park Heights OAC %\ ER 14168 Oak PArk Boulevard North JOKENSON CODS - (RUCTION I C. MAR 19 201 Received Not valid until signed by the Owner, Architect and Contractor. 'I'lte original (Contract Sum) (2 <ti tt' i n lil tlM1 ' was ...... S (1,358,500.00 Net Change c by previously asl[horized Change C ?rdr:rS .t R. c)1SC,.�t�..rti,o �k, ........... $ 25,400,00 The (Contract Sum) prior to this Change Order was .......... a 6,3 83,900.00 The (("ontract Sum) will be (increase(l) {xkzr�sasl) �33pC114iN� 4Y7}� by this Changes Order in the arnount of . . . . . . ...................... 3 224.00 The new (Contract Sum) this Change Order ws H be .. $ 6,384,129.00 The Contract Time will he (inercased) by ( 6 ) clays. 'I'lie date of Substantial Completion as of the date of this Change Order therefore is laud of Phase One Feb. 9, 2010 End ofPhase Two Sept. fi, 2010 AaeK IVO 'rl : This summary does not reltect changrs in the Contract SUM, C;«ntract'I ii11C or Guaranteed �taxintutil t ce '11 ell have he -.n autlwrizcd by Construction Changc Dircctive. Buetow & Associates, Inc. 2345 Rice Street #210 Address St. Paul, Minnesoth_ rs1 Jorgenson Construction Ire. CONTRACTOR 9255 Bast River Road N.W, Address Coon Rapids, MN 55433' f DATE, c� a , General Construction Address Oak P' ghts MN 55082 _ 13Y DATE AIA WCUMENT G701 • CHANGE ORDFIZ e 1987 EDITION a MAO • (I?19t37 - 'i73F: AMERICAN INSTITUTE OF ARCUr1'ECTS, 1735 NEW PORK AVE',, N.W., WASHINGTON, D.C. 200Q6 WARNING: Unlicensed photocopying violates U.S. copyright laws a€, l is subject to legal prosecr €tlon. '14 Cl Cl i.7 El CHANGE ORDER NUMBER: Four DA'Z'E: March 18, 2010 ARCHITECT'S PROJECT NO: 0822 CONTRACT DATE: 4 /I5 /09 CONTRACT FOR G701-1987 Page 12 of 48 Thu, Mar 18, 2010 8:17 AM Subject: updated weather days Date: Monday, March 15, 2010 10:58 AM From: Glen Schlichte < glen @jorgensonconstruction.com> To: 'Randy Engel' < randy _engel @buetowarchitects.com> Cc: 'Steve Gansmoe' < steve @jorgensonconstruction,com> Conversation: updated weather days Feb 8 2010 - Limited work due to a winter storm. No outside work, Roof, Skylight, etc. Feb 9 2010 - No work on the outside. Snow until noon, No work on roof or skylight. Clearing snow on site and off of roofs. Feb 15 2010 - No work on outside. 5 inches of snow over the weekend. Clearing snow on the site and roofs. March 10 2010 - No work on the outside due to rain. metal roof, brick, Site extremely muddy limited travel. March 11 2010 - No work on the outside due to rain. metal roof brick, Site extremely muddy limited travel. March 12 2010 - No work on the outside due to rain. metal roof, brick, Site extremely muddy limited travel. Glen Schlichte Project Superintendent Jorgenson Construction Inc. OAK PARK HEIGHTS CITY HALL PROJECT 14168 Oak Park Blvd No. Oak Park Heights, MN Cell: 612 - 363 -3572 Page 1 of I Page 13 of 48 k Owner CONTRACT ADMINISTRATION Architect Consultant ❑ WORK CHANGES PROPOSAL REQUEST Contractor Field ❑ Other ❑ PROJECT: name, address) OWNER: {name, address) Oak Park 11cights City Hall 14168 Oak Park Blvd North Oak Parr Ileights, NIN 55082 City of Oak Park I-Icights 14168 Oak Park Blvd North Oak Park heights, MN 55082 PROPOSAL RI QUI� 'Ten -A (I O1) DAT1? OF ISSUANCE: October 17, 2009 TO: Jorgenson Coil strucliOil (Coniractor) 9255 '1'sast River Road N W Coon Rapids, MN 55433 CONTRACT TOR: General Construction CONTRACT DATIsD: April 15, 2009 ARCHI'1'13CT: BUETOW & ASSOCIATES 2345 RICE, STR1�"F T, S ITE 210 ST. PAUL, MINNESOTA ARURTEC'T'S PROD. NO: 0822 Please submit an itemized proposa[ for changes in the Contract Sung and Contract Time for proposed modifications to the Contract Documents described herein, Within ter)_w -o- 0)., the Contractor must submit this proposal or notify the Architect, in writing, of the date on which proposal submission is anticipated. THIS IS NOT A CHANGE ORDER, A CONSTRUCTION CHANGE DIRECTIVE OR A DIRECTION TO PROCEED WITH THE WORK DESCRIBED IN THE PROPOSED MODIFICATIONS. Description: 1, Relocate Card Access (l:;lectrical Work only) within Expanded Public Works Building Tr•oni Opening 1630 to Opening 1621:). Attachments: {Ilere rnserllis�rrgofc laCirntenlslfarr!suI?hnr'i iescrrpfict�.J (nOrde) ISSUED BY: Randy Engel, IAA, AS architect BUETOW & ASSOCIATES. 2345 Bice Street Suite 210 St, Paul, Minnesota Phone: 651,463.6701 Page 14 of 48 9255 East River Road N.W. Coon Rapids, MN 55433 -5722 763. 784 -3877 FAX 763 - 784 -1583 www .Joi- gellsoncollstl PROPOSAL REQUESTNO 10 REVISE DATE: MARCH 10, 2010 TO: B€JEFOW AND ASSOCIATES, INC. ATTN: RANDY ENGEL — PROJECT ARCHITECT FAX ##: (651) 483 -2574 RE: OAK PARK HEiGHT5 iTY HA ,I. COMMENTS: RANDY, 6iT ENCLOSED IS A BREAKDOWN OF REVISED COSTS ASSOCIATED WITH PROPOSAL REQUEST 10-A TO RELOCATE THE CARD ACCESS (ELECTRICAL WORK ONLY) WITHIN THE EXPANDED PUBLIC WORKS BUII_DING FROM DOOR OPENING 163C TO DOOR OPENING 162D. GEPHART ELECTRIC COMPANY $ N/C .]CI 5 11 /o COMMISSION --N& TOTAL ADD FOR PR No. 10-A W.. PLEASE REVIEW AND PROVIDE DIRECTION IN WRITING By FRIDAY, MARCH 12, 2010 IF WE ARE TO PROCEED WITH THE ABOVE REFERENCED ITEM. FROM: SrEvEN M. GANSMOE- PROJECT MANAGER CC: THERE ARE — (2)_ WAGE (S) INCLUDING THIS PAGE. PLEASE CALL IF YOU DO NOT RECEIVE ALL OF THE PAGES. AN EQUAL OPPORTUNITY EMPLOYER Page 15 of 48 JORGENSON CONSTRUCTION INC. Steve Gansmoe From: CF Dull [cf.dufl @gephartelectric.corn] C4, (o Sent: Tuesday, March 09, 2010 12:27 PM u4 � ..,� • •M To `Steve Gansrnoe'; 'Glen Schlichte'; 'JEFF SWENSON' Subject: FW: OPHCH F'R'S #10A -11A & 12A Attachments: gephart.est2_20091026_171251, pdf a gephart.est2_2009 1026_171251.p... Steve PR$10T1 - Pricing has been pulled by Appol.Io PR 101 wi.1.t be completed for free - 1: hope Randy is happy. Thanks C.F. CF DUL PROJECT MANAGER /BSTIA'tA'.['OR GEPHART ELECTRIC {651) 482 Direct (M) 04 -9034 Mobile cf.dull@gephartelectric.com 3550 l.aBore load, Si:. Paul, Mid 55110 {651) 484 -4900 Phone {051) 484- -2248 Fax www.gephartelectric.com 1 Page 16 A 48 Please submit an iternized proposal for changes in the Contract Sung and Contract Time for proposed modifications to the Contract DOCUrnenis described herein. Within te.11.war�k_i rig _days ._(10)-, the Contractor must submit this proposal or notify the Architect, in writing, of the date on which proposal submission is anticipated. THIS IS NOT A CHANGE ORDER, A CONSTRUCTION CHANGE DIRECTIVE OR A DIRECTION TO PROCEED WITH THE WORK DESCRIBED IN THE PROPOSED MODIFICATIONS. Description: (1) Modify all respective and applicable 010171ents, IOCatiOnS, dimensions and sizes of'Public Works Storage Yard and of I171p0und Lot (including earthwork grading, paving, fencing, retaining walls, landscaping. Provide a credit to the Contract for a reduction in the amount of Work required to achieve construction of Public Works Storage Yawl and of Impound Lot (2) Additional Surveying Fees may he required to restake new grades, outlines and positions of items and areas described in Drawings listed below under Attachments. Attachm eats: (Here insert lislirrg of clocrurrews that support descripllon) (1) Larson Engineering, Inc. Drawings C213 and C3C (dated 11.04.09). (2) Jarger)sOD Construction, 1110. Contractor Initiated Proposal Request No. 7 (dated November 6, 2009). ISSUIaD BY: Randy Engel, RA, AS Achitect BUETOW & ASSOCIATES. 2345 Rice Street Suite 210 St, Paul, Minnesota Phone: 651.483.6701 Page 17 of 48 Owner CONTRACT ADMINISTRATI Architect Consultant ❑ WO RK CHANGES PROPOSAL REQUEST Contractor � Field Other PROJE'C'T: Oak Park Heights City 1-Iall PROPOSAL. RI QUEST NO: 'Twenty -Six (26) (name, address) 14I68 Oak Park Blvd North Oak Park 11eights, MN 55082 DATE OF ISSUANCE: November 10, 2009 OWNER: City of Oak Park Ileights (name, address) 14168 Oak Park Blvd North ARCHITECT: BUETOW & ASSOCIATES Oak Park ]Ieights, MN 55082 2345 RICE STREET, SUITh 2I0 ST. PAtJI.,, MINNESOTA TO: Jorgenson Construction (Contractor) 9255 East River Road NW ARCHITEC'I "S PROD. NO: 0822 Coon Rapids, MN 55433 CONTRACT FOR: General Construction CONTRA C'I' DA`TEI): April 15, 2009 Please submit an iternized proposal for changes in the Contract Sung and Contract Time for proposed modifications to the Contract DOCUrnenis described herein. Within te.11.war�k_i rig _days ._(10)-, the Contractor must submit this proposal or notify the Architect, in writing, of the date on which proposal submission is anticipated. THIS IS NOT A CHANGE ORDER, A CONSTRUCTION CHANGE DIRECTIVE OR A DIRECTION TO PROCEED WITH THE WORK DESCRIBED IN THE PROPOSED MODIFICATIONS. Description: (1) Modify all respective and applicable 010171ents, IOCatiOnS, dimensions and sizes of'Public Works Storage Yard and of I171p0und Lot (including earthwork grading, paving, fencing, retaining walls, landscaping. Provide a credit to the Contract for a reduction in the amount of Work required to achieve construction of Public Works Storage Yawl and of Impound Lot (2) Additional Surveying Fees may he required to restake new grades, outlines and positions of items and areas described in Drawings listed below under Attachments. Attachm eats: (Here insert lislirrg of clocrurrews that support descripllon) (1) Larson Engineering, Inc. Drawings C213 and C3C (dated 11.04.09). (2) Jarger)sOD Construction, 1110. Contractor Initiated Proposal Request No. 7 (dated November 6, 2009). ISSUIaD BY: Randy Engel, RA, AS Achitect BUETOW & ASSOCIATES. 2345 Rice Street Suite 210 St, Paul, Minnesota Phone: 651.483.6701 Page 17 of 48 MAProjectsTrojects - 2008112086908 - Oak Park Heights City HalkC, Designli_lrawing Piles186108 C2.dwg 02009 Larson Engineering, Inc All rlghl5 reserved , 943.0 B \� 5 4 9"'a00 q\p, 943.5,1 9 -.6.16B 974 6 — B 9 6-31 B I % 191 1> A --k 947.47 B / 947.12 TC 946.84 -- 0 TC .50 TW, 9 0.5a Bw 9A9 . > T -cx 953.( 4 4 < '0 03 <1 3.06 G1- 9 9. '.23.(3L-- 95' Q0 53.60 GL t.20 C" 4' 954,34 TG R: , L C 953.8 954.32 GY w A ROPOSE ��DDITIO� B 9 3 50 TVV �'pci'p -w ' 15 30 60 / 0 t7.00 BW / 9, RVAI FFE=954' Q54 2 L arson Sheet Title: Grading Plan Project M 12086108,000 Engineering, Inc. Project Title: Attachment: AONI& 3524 Labore Road Oak Park Heights City Hall White Bear Lake, MN 55110 C3 651.481.9120 (f) 651,481.0201 Revision: —- www.larsonengr.coni A iss ue Suppfemental instructions No. 7 u, Date: 11,04.09 Ref. Sheet: C3 MAProjects\Projects - 2008512086108 - Oak Park Heights City HaMC. Design\Drawing Files186108 C3.d � ' - h vvg (G) 2009 Larson Engineering, ' I 1c, �Ii rights reserved 9255 Last River IZ,oad N.W. Coon Rapids, MN 55433 -5722 763 -784 -3877 FAX 763- 784 -1583 ' wW- Jo1 - gelzsonConstruction.coin ... DATE: 'TO: ATTN : FAX #: RE: MARCH 10, 2010 BUETOW AND ASSOCIATES, INC, RANDY ENGEL — PROJECT ARCHITECT (651) 453 -2574 ®AK PARK HEiGHTs CITY HACK COMMENTS: RANDY, ENCLOSED IS A BREAKDOWN OF REV15,ED COSTS ASSOCIATED WITH PROPOSAL REQUEST 26 TO PROVIDE MODIFICATIONS TO THE PUBLIC WORKS STORAGE AREA AND THE IMPOUND LOT. CARLSON PROFESSIONAf.. SERVICES, INC. $ 543.00 CEDAR RIDGE LANDSCAPING 376.00 MIDWEST FENCE COMPANY - 0- MILLER EXCAVATING, INC. ( 294.00) TOWER ASPHALT, INC. ( 300.00) JCI LABOR /MAT'L /EQuIl ( __ 1 12.00 ) ICI 5% COMMISSION 11.00 TOTAL ADD FOR PR No. 26 - REVISED $22 ff 9 PLEASE REVIEW AND PROVIDE DIRECTION IN WRITING By FRIDAY, MARCH 19, 2010 IF WE ARE TO PROCEED WITH THE ABOVE REFERENCED ITEM. FROM: STEVEN M, GANSNMOE- PROTECT MANAGER CC: THERE ARE _(7)_ PAGE (S) INCLUDING THIS PAGE. PLEASE CALL IF YOU DO NO'r RECEIVE ALL OF THE PAGES. AN EQU,41, OPPORTUNITYEh4PLOYER d Page 20 of 48 JORGENSON CONSTRUCTION INC. PREPARED BY W I l' I h9 SxQ . . . . . . . . ------ fa L':i�<9Y:idrJCvS La§�lYt$ f F�FFL�i 6lK� 95 P ?. �HEI-'f' ° < 0 ESTIMATE SHEET cliEc Rv P ROJECT 1 30, M.areRlAl -- -- --- :L�.aor� 1 sul� con!rr3ACr Q u�a rv. z lJNIT user T - uNlr rorA� RMOUN'F. AMOUNT AhS011NI PRICE PRIG PRICE - - - i i_ , : + I 3; : i ....t.t 1 i 1 Page 21 of 48 From Thomas Ballaff (tbailufi @carlson psi. conil pit: Thursday, November 05, 2009 3:13 PM Steve Gansmoe Subject: Oak Park Heights City ball - Out of Scope Service Costs teve, 'er our phone conversation, the following is the cost estimate for (lie plan revisions and re- staking for the above; efeirenced site, )pdafe Electronic Base Map & Compate Retaining Walls: 2 lies, at $89/111 = $168 Ze- stake ITnpou d Lot and Public Storage Lot: 3 hrs. at $125 /hr. = $375 l'otal = $543.00 =eel free to contact nee with any questions. Dank You! Thomas R. Balluff, L.S. Professional Land St. €rveyor Carlson Professional Services, Inc. ')-18 Apollo M-ivv, Suite 100 1 Lino Lal.es, NIN 55014 763-489-7916 € Cell 763-443-4644 644 Fax 763 - 489 -79 'VIV,ca rlsollpsixon] 1'hi.5 rlressa,re is intenrtecl &' the irrcz'ivicltrcrl «) ettfity� 17tr1a7e a1�n3�C�. C p«tr Cne riot the intertcic�d ? please (to 11of 1'eacl, coj)y, II'Ve of - disclose this communicaflon to othei-.s. Thonk you. 11/6/2009 Page 22 of 48 buiuuaj- NO.0 :wo.ij zESZLb�O(]L ca ca n CS 4 P CC1 O CL7 Cf) co to tr* - C] II1 o a - €SI CZj Ct5 �C) 4-- �p (IvgE)) 00 v6:az 6 [ -i L-SOOZ L do 4 a6 , ed JabuassaV4 xL1.43 ein{ }suOO uosu06.DPP :oi Page 23 of 48 ca C> ca c+ � o CE o a� CS Ca o ca c C] U C= ; CS (b C7 fl O LO cv LO L .0% COY- 03 to) Cfl m w "D O l " Q 0 C3 C} CU Ql (�f r C7 'Fa CA to CD "C r r X � Cp t c. t� c[5 M � O w Cta Cl r C] ca C5 Im r 0 � 0 L L L, cq© 0 CDP �z� EL O Cl [ C7 t3 C,7 C) !1J U 0 4 Q CL 0 � O m t'7 C1) ca ?- W fi _ a ;' any° cu U U EO O O r� a f cv w f� N M � tU to ti i w Q1 W CV Q Ln L� LD cV tl7 cA rt U cu u 4 Q _ m CU 00 _ { r i s � cu �4 � �� C2 C SL x 0-) ' ZD W Cap Kn ti > L 'in W C/� � .' U t7 E C u cz _ to p 1 a ti - O M LO m U " 0 m [L, O N O (A Ri m to y 0-5 0� U- w O �] cl' N � -0 Q M R5 L3 Q 4 -1 buiuuaj- NO.0 :wo.ij zESZLb�O(]L ca ca n CS 4 P CC1 O CL7 Cf) co to tr* - C] II1 o a - €SI CZj Ct5 �C) 4-- �p (IvgE)) 00 v6:az 6 [ -i L-SOOZ L do 4 a6 , ed JabuassaV4 xL1.43 ein{ }suOO uosu06.DPP :oi Page 23 of 48 00:WU �aar�sn��e " '11n: Raul Corrigan [PaulC @Inidwestfenceco.cornJ ..flt: Thursday, November 12, 2009 9:49 AM To: Steve Gansrnoe Subject: RE: Oak Park Heights City Hall - Request for Proposal No, 26 Steve, The increase fence quantity for the Public Works storage vs the decrease quantity for the Impound lot will be a wash for us. The number of posts will be the salve. Please note we do not handle the concrete jersey barriers called out for in the public works storage lot. Paul Corrigan Midwest Fence ----- Original Message---- - From: Steve Gansmoe [ma i Ito: stove @jorgensonconstruction.com] Sent: Tuesday, November 10, 2009 9:53 AM To: Dan Cacka ; Dick Anderberg ; Dick Henning; Paul Corrigan; Steve St. Claire Cc: Glen Schlichte Subject: Oak Park Heights City I -tali - Request: For Proposal No. 26 Attached is a copy of Request for Proposal No. 26 for your review. This was originally sent out as A.S.I. No. 7 on November 6, 2.009. Please review and provide any cost changes to 3ne on or before Thursday, November 12, 2009. Steven M. Gansnroe Project Manager Jorgenson construction inc. 9255 Fast River Road N0. Coon Rapids, MN 55433 -572 Ph: 76:3-784 -3877 Fax: 763 - 784 -1583 Cell: 612- 363 -3569 stove @jorgensonconstruction .cam This e -mail is confidenUal. It may also be legally privileged. if you are not the addressee you may not copy, forward, disclose or use any part of it. If you have received this message in error, please delete it and all copies from your syster3} and notiry the sender immediately by return e -mail. 1 1/12/2009 Page 24 of 48 Jorgense n Construction, Inc. 9255 avast River R oad NW Conn Rapids, MN 55433 Office: 763. 784 --3877 Fax: 763 -784 -1583 Attu: Steve Gansrnne Project: City Hall Expan8lan Oak Bark Heights, MN PR 9 M PARKING LO REVISI Ho, Mm M iller ]Excavating, Inc 3636 Stagecoach Trail North Stillwater, MN 55802 Phone: 651 -430 -1637 Fax. 651- 351 -7210 Web: www.inillerexc.com Dafa: November 11, 2009 Rev. March 1, 2010 Unit Qty. Unit Price Amount Labor & Equipment ($29.32) M3toriai 0238.00) 0 & 2e. r) 'Total ADDI NOT 1. Pricing per drawing mated Novejllber 4, 2009. 2. Based on Mzincl revislomo. to employee lot & maintenance tot. Page 25 of 48 1 Sub rade Pre aratiat Lb Lnt Sections w - -- SY 60 2 Maul In & Place Sand for Parking Lot _ CY - _. 30 3 Geotextile l ~abric Under Parkin Lot LD � SY 60 4 5" CL # 5 Recycle HD & T R TON 12 5 Re grade - t soil from Onsito CY 20 Labor & Equipment ($29.32) M3toriai 0238.00) 0 & 2e. r) 'Total ADDI NOT 1. Pricing per drawing mated Novejllber 4, 2009. 2. Based on Mzincl revislomo. to employee lot & maintenance tot. Page 25 of 48 Tower Asphalt Inc;. PO BOX 15001 LAKELAND, MN 55043 own, 11111!20094;00 PM.- Tower Asphalt To. Jnrgerfson Car # st#ycflon Inc F mm: Dick Anderberg Fax: 651 43M515 Phone; 651 43 6 - 8444 gate: 1111112CO9 Mk: Cily of Oak Park Heights City I {all CC: Steve Gan, GUMent D For Revio r 0 Please Comment 13 Plwi o Reply IJ Please R ecyc[e Prcpasni Reques4426 Oak lark I+-;ights City 1 ,9i1 of Oak Pat k Heights, MN Approxh)ately45 S,Y. Mobilization Place Biturnir OUS MNDOT LV 3 Non Wear 1-1/2 PG 58 -28 PWCe- Tack Coat as needed Puce Biturn MNDOT 1-V 4 Mar 1 -1I2" PG 58-28 Lump Sum: $300,00 DEDUCT Bituminous Onfy NOTE: THIS MOTE MAY BE MTHDRAWN BY TOWER — ASP14ALT INC. IF NOT ACCEPTED WITHIN So [)AYS. Page 26 of 48 u '' Y ftft mv L.} Oak Park Heights Request for Council Acts ®n Meeting Date: _ --- ___ ---------- 'lime Requirc Benda Item Agenda dace Originating r Requester's S Action l ecluestcd .__...__m pthorize Staff to Ente int Maintexlance l xt ezxaerz wit�� d�!�czch4tr� ca1_Sc�E�tfi����.� ���e,_ If you have l:zad an oppm.- tunity to visit: tine lower level of tine new City Hall, you will quickly realize the complexity of such H..V C systems. Until such time as the City has had adequate bmiahig and operational experiexiee Witiz s1zelz systel s, we will need some help in maintaining these, Accordingly, 1 requested a maintexzance agreernent: froln Mechanical Solutions Ine. who installecl these HV C systeim and would have intimate knowledge of suc h systems. 'F hey are proposing an tzmmal fie of $q zcxo.00. T hi.9 would commence upon the City's acceptance of the pr ject, all equipment would have at least_ a one- -year warranty. Enclosed is their submitted proposal. Page 27 of 48 Maintenance Program For: City of Oak Park Heights 14168 Oak Park Boulevard North Oak Park Heights, MN 55082 Prepared fay: Mechanical Solutions, Inc. * 800 Grotto Street N* St. Paul * MN * 55104 * Phone (651) 646 -3837 * Fax (651) 646 -3812 Air conditioning * Boilers & Burners * Controls * Heating * Refrigeration Page 28 of 48 Mechanical Solutions, hic., hereinafter referred to as MSI proposes to furnish the customer its Maintenance Program on the heating, ventilation, air conditioning; and refrigeration (HVAC /R) system at: Jobsite Name & Address: City of Oak Park Heights 141 Oak Park Boulevard Oak Park Heights, MN 55482 Jobsite Contact: Eric Johnson Phone: 651- 439 -4439 Billing Name & Address: City of Oak Park Heights 141 Office Contact or Authorized Person: Eric Johnson Phone: 651- 439 -4439 MSI AGREES TO: 1. Service all equipment listed under this Maintenance Program and assumes all covered equipment is in good operating condition upon acceptance of this maintenance program. 2. Provide a planned Maintenance Program tailored specifically to the customer's HVAC /R system. 3. Perform the procedures detailed on the enclosed maintenance check I ist on regularly scheduled basis and as required. 4. Provide at no additional charge the necessary filters, belts, lubricants and other maintenance materials required as depicted on the check list. 5. Report to the person or office designated by custo €nor. Customer to inform MSI of changes in personnel. 6, Maintain only the equipment listed on the enclosed equipment schedule. 7. l- ur€lish the customer with a report of any irregularities revealed as a result of the maintenance inspections. Corrective measures or recommended repairs will be submitted for customer's approval. 8. Make recommendations for the purposes of reducing energy usage at no additional charge. 9, Provide qualified union service technicians. START-UP/SHUT-DOWN: Season start -up and shut -down of covered equipment shall be performed as part of this maintenance program. REPAIR AND REPLACEMENT: MSI shall make available 24 -11our emergency service and give contract holders preference over all other customers. Overtime calls will be done at a reduced preferred customer rate. EXCLUSIONS TO MAINTENANCE PROGRAM: 1. Equipment damage caused by failure of any utility service such as damage caused by power failure, low voltage, lightning, single phasing or other abnormal electrical problems. 2. Poor supply to the equip €vent including the disconnect. 3. Equipment damage caused by carelessness or vandalism. 4. Equipment damage caused by fire, flood, freezing or other Acts of God. 5. Cabinetry to include gaskets, hinges and latches. 7. Product loss. Page 29 of 48 MAINTENANCE PROGRAM CHECK LIST Jobsite Name & Address: City of Oak Park Heights 141 Oak Park Boulevard Oak Park Heights, MN 55082 Job 1. D: OAKP 1 051 Anniversary Date: April I Mechanical Solutions, Inc. will regularly ills ect the equipment 2 times a Zear and check for 1xmper operation as depicted below. Jan Feb Mar X Apr May Jun Jul _Aug MSI will check the following: Sari X Oct Nov Dee 13011,E Its _Hot Witter _Steam _ Check low wroer cu(-off Punch Plus ]xpansion "l'an3: Condenslle mltUTI&C11 pump U luvel _ Drain & open 1ol inspeclion Plush refill 'Traps & strainers 131olvdow11 steam bailer WATER TOWI ?R I EVAPORATIVE CONDENSER Lubricate fan bearings Drain & shot-dowil _ Flush & Clean silmp Pill & check opcl slion Waler mskc -up valve &, Need m10 Air intake screens Spray nozzles Eliminator Section Operating controls Outside air dampers, damper motors & linkage slant drain & stand pile Diglributions pans GENERAL X CONTROLS X General operation & Condition X Calibration of thermostat X IJilusual noise & vibration X Calibration of li mlidislal X mainlanl cleallhom of e(Illlpilleil( 1'00171 X All rCCOi'dei'S X Repola to responsible party Upon cnlering & X pamper operators leaving, premises Automatic Conbol valves Algae 011101' controls REFRIGERATION SYSTEM fan inlet vanes _ Chiller X Package \ Built -up X Central control pallet X Drives-align & adjos€ belt or coupling _ Record suction & discharge pressure ELECTRICAL X Oil pressure & puoll) __ Molor anipemp, compare to ralinA X Refl'igerant controls X Lubricate motor bearings X Itelrigelillo cll(II C X wirinL at motor lead boxes Water rcgula1111g valve X �X milplel lc Martel collinels & coonec17oI1 C)J)Cra13011 of llnlOa(ICrS Record yollage X SAely Controls X Aullicl age oil CIech ical healels compare \vith 1116119 Low pressure cul -oul X Make sul'c all control boxes have proper Covers I figh pressure cut -nut _ Make punq) doyen capaeily IIUN111.)]FlERS X Operalioll of crallkcase heater X Clean pans & drain lines X Shall seal for signs of leakage X Cheek boules X Operation ol'hcat Ixallp changoV0l' vati c X I Ii1i117(Ik51a1 &, limit OperalFUll X Relrigeradon cUlllam131a11o13 X Chock & a(Illlsl drain cycle X Pressure drop across di iei s X Check 1br proper open mion _ Sol Clloid valve X Oil color CONTROL Ant COMPRESSOR X Comiliessol iilolinbng spi'Ings D1l N'0 licit tension & pokey ill igumenl, replace per agi'celoclll X Capacity Oootrol opei'alioli An' iliiake & filler X All Iubing for vibration 01' ellaf7» g Oil local Diam Condensate f leceiver AIR HANDLING S)Wrml _ Operation & adJusunenl 01 u'e reducing alive X Lubrication ofbeariogt% X Pun belts; replace per agreement HEATING X fall d rive alsbnolent X Gas X Electric _ Power I3m•ner X i'il lCrs; change Per agrecinent X C.ondilioll Ileac exellailgel sul'faces X Drip palls &', drains. X Safety & operating Controls X UNpansion valve sillier heal X fAuloniatle f 1101 valves fans & scrolls X Burner operation X Condition of cooling coils X Spark ignilcs X Exhaust sysicin X Rid Slack ' _ Condensate pillllp X i)llol & bolLo ' ol'ifiCCS X Conditionl of healing coils X I%lcclriCml resislallt hea(cr X Outside air intake screens X fan coil ullils Sari X Oct Nov Dee 13011,E Its _Hot Witter _Steam _ Check low wroer cu(-off Punch Plus ]xpansion "l'an3: Condenslle mltUTI&C11 pump U luvel _ Drain & open 1ol inspeclion Plush refill 'Traps & strainers 131olvdow11 steam bailer WATER TOWI ?R I EVAPORATIVE CONDENSER Lubricate fan bearings Drain & shot-dowil _ Flush & Clean silmp Pill & check opcl slion Waler mskc -up valve &, Need m10 Air intake screens Spray nozzles Eliminator Section Operating controls Outside air dampers, damper motors & linkage slant drain & stand pile Diglributions pans Special lustruction(s): * Annual belt replacement for all listed equipment. Filter clianges spring and fall. Lubrication and calibration as necessary during scheduled maintenance. X Extended 5% parts and labor discount on listed equipment. x Power washing done once per year. Page 30 of 48 WATER PUM PS X Colulerlser X Chilled X „ - Hot X Lllbrlcale pump bear X Lille sirainers X PS'esslirc gauges X Mechanical seals & packing Islands X PIII'ge all' 1'0111 ploup, If Ilecessary X Alignment WATER TRFA” NIF,NT _ walcr analysis Provide & add clicnlicals Bleed rate Algae Special lustruction(s): * Annual belt replacement for all listed equipment. Filter clianges spring and fall. Lubrication and calibration as necessary during scheduled maintenance. X Extended 5% parts and labor discount on listed equipment. x Power washing done once per year. Page 30 of 48 AIR (TOOLED CONDENSi,11 X Llbi'icale fail licarmgs X Condenser coil X Condition of coils X Air in(ake screens X Cowlenser leaks X Operating conilnls Special lustruction(s): * Annual belt replacement for all listed equipment. Filter clianges spring and fall. Lubrication and calibration as necessary during scheduled maintenance. X Extended 5% parts and labor discount on listed equipment. x Power washing done once per year. Page 30 of 48 EQUIPMENT COVERED IN THIS MAINTENANCE PROGRAM Jobsite Name & Address: City of Oak Park Heights 141 Oak Park Boulevard Oak Park Heights, MN 55082 Job 1. D: OAKP1051 Anniversary: April I" "Cl' 111FI2 TYPE, OF E T MODEL SE IA1,U 51'Lhiom & BIT AIW WATER COOr.ED SELIB CONr, 7 MODINE Gas Fired Unit Heaters 1 MCQUAY Energy Recovery Ventilation Unit 3 STERI.,ING Flot Water Cabinet Unit Heaters 12 G& G Circulation Pumas 7 GRI ENI IECK Exhaust Fans I 3 MITSUBISHI Mini Slits 1.5 T I MITSUBISHI Mini Splits 2.5 T 6 FPI 1 Heat Puny is 1 Hot water Boiler 4 Inferred Heaters 1 YORK Furnace with Cooling Coil I CARRIER Chilled Water Air Handling Unit 31 TITUS VAV's Page 31 of 48 TERMS 1. The Maintenance Program shall commence on April 1" and shall remain in force for a period of one year from year to year thereafter, except that either party may upon 30 clay written notice prior to the anniversary date, terminate this agreement. 2. Annual contract price may be adjusted at the anniversary date only, unless equipment is added to our subtracted from the original Maintenance Program. 3. Annual price adjustments shall hereafter become a part of this agreement and shall be mailed to customer approximately 60 days prior to the anniversary date. 4. Payment terms on all chargeable service will be net 10 days. If payment is not received within 10 days, service will not be provided until payment has been received. 5. Maintenance Program shall be paid in advance for the sum of $4,100.00 (Taour'T'housand One Hundredand 001100 Dollars) annually. City of Oak Park Heights 141 Oak Park Boulevard Oak Park Heights, MN 55082 ACCEPTED & APPROVED BY: SUBMITTED BY: Signature Brandon Jenc Name (Print or `1 ype) Date Title (Print 01 - Type) Name of Company (Print or Type) Date CUSTOMER COPY (RETAIN FOR YOUR FILES) Page 32 of 48 TERMS I . The Maintenance Program shall commence on April I" and shall remain in force for a period of one year from year to year thereafter, except that either party may upon 30 day written notice prior to the anniversary date, terminate this agreement. 2. Annual contract price may be adjusted at the anniversary date only, unless equipment is added to our subtracted from the original Maintenance Program. 3. Annual price adjustments shall hereafter become a part of this agreement and sliall be mailed to customer approximately 60 days prior to the anniversary date. 4. Payment terms on all chargeable service will be net 10 days. If payment is not received within 10 days, service will not be provided until payment has been received. 5. Maintenance Program shall be paid in advance for the sum of $4,100.00 (Four Thousand One Hundred and 001100 Dollars) annually. City of Oak Park Heights 141 Oak Park Boulevard Oak Park Heights, MN 55082 ACCEPTED & APPROVED BY. SUBMITTED BY: Signature Brandon Jenc Name (Print or Type) Date Title (Print or Type) Name of Company (Print or Type) Date MSI COPY (PLEASE SIGN & RETURN TO OUR OFFICIO Page 33 of 48 This Page Is Left Intentionally Blank. Mfr Page 34 of 48 ft CIADSURLIE Oak Park Heights Request for Council Action Meeting Date­­-- March 1 3"' 201 Time Required: ___,__5 Minutes Agenda Item 'Title: _ StiIIw Mara . -- 2011.0 A ree;men with , - St. Croix Events Agenda Placement Originating Requester's Signature Action Requested Background /allustiffiention bodk have advised)- nlstrator leww hidicate if any pr eviom action has been takmi or if other pubfie Mr. David Tackberg of St. C'r } vcnk has approached the City for allowing the Stillwater Maratlion to trace its course through the City on May 30 "', 2010. Similar to 2009 there are few conceptual concerns to the race" however we are suggesting the followiril; li mitations be planed in to any final agreernenit: 1. Similar to 2009, the /fig teerncnt would retiuire that the Chief of police will review wid approve a.11 routes, traffic closures, aid - stations, remote parking sites ope rational hours and Emergency Plans. However, for 2,010 should fit. Croix Events not comply with specific terms and conditions of these routes and provide all staff as committed to, the City would be permitted to irrrplernent a $500 civil penalty for each violation not reasonably complied with. 2. f1€ lgreenrent wo €ald rceluire; that St. Croix. make a `1(1,(800 refundable deposifi t<a the E�ity wlrich will be re- imburse;ble at such time all costs incurred by the City are paid - -in fidI. 3. For 2010, should `st. Croix T3vcsrta not provido the required barricades, volunteers and in the federally approved required unifor'ro / training, the City shall he permitted to retain the $10,000.00 escrow fee. And in addition, St- Croix Eve;nts shall be additionally responsible for City costs and /or other possible l)erraltie;s should then; exceed tlrc $ 10,000 escrow. d. Set an event cancellation date; of May 10 2010 . to be determined by the Chief of Police; if St. Croix Events has not complied in writing; or other satisfactory manner showing; the needed requirements ments are in - place or contracted to be in place, on the day of the event. 5. The l - yree;nrent would require proof of insurance naming the City as a loss - -payee and that the City is indemnified and held -- harmless from claims that ma possibly arise. 6. Similar to 2009, the Agreement would specify that St. Croix Invents pay to the City are "impact fee" of $500.00. At this thne Staff is recommending that fire City council authorize Ste Croix Events to hold the Stillwater Marathon subject to the above conditions being inserted into any Tarred agreenwilt as well as the final review and approval of the Chief of Police and City Attorney. (enclosed is ae copy of the 2009 Agreement) Page 35 of 48 April 8, 2010 Mr. Eric Johnson City Administrator City of Oak Park Heights Oak Park Heights, Minnesota 55082 Re: Marathon Dear Eric: It is with pleasure that I respectfully request permission frorn the City of Oak Park Heights to allow our Marathon and it's sub races to pass through your city on Sunday May 30. The event will include a Marathon, 20 Mile, Half Marathon and 12K. All races will start at 7 a.m. With your permission our route will pass through Oak Park I-leights using the exact same route as 2009. It is estimated that the first runner will enter your city at approximately 0705 in the Sunnysid.e area with the last runner clearing at 0930 after crossing 36 on Beach Road. With the exception of State Highway 95 at the very beginning of the race it is our plan to provide a coned running area on the shoulder of the road allowing traffic to flow. It is anticipated that we would need four to six officers from Oak Park Heights to assist with traffic in addition to our event staff. Any costs incurred in providing officers to secure the race area will be 100% covered by the event. In addition the race will provide porta — potties and will clean up the entire race course at our cost. We are excited about bringing the event back to the St. Croix Valley and look forward to making this a great day for participants and spectators. Please feel free to contact me with any questions or concerns. Sincere DAVE I B 'RG Coordinator Stillwater Marathon P. O. Box 311 Stillwater, Minnesota 55082 651 -430 -2306 Page 36 of 48 McKirsrck lid Stillwatet 2 Legend 0 Mile Marks C" Medical Aid Stations ED viewhi�j Locations - marathan Course . . . . . . . . . . . ........ .. Page 37 of 48 lo"JI1 VIU,:0 51h Ave r UI lT . . . . . . . . . . . ........ .. Page 37 of 48 CITY OF OAK PARK HEIGHTS - MARATHON AGREEMENT 2009 �n INY THIS AGREEMBNT is made this 71k day of k <, 2009 between the CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ( "City ") and the ST. CROIX FVI✓NTS, INC., a Minnesota corporation ( "St. Croix ") RECITALS Marathon The City hereby authorizes St. Croix to organize and conduct a marathon race to be Known as the "Stillwater Marathon" (and /or the "Race ") in order to foster and promote tourism within the City and the St. Croix Valley and encourage commerce within the City. The Marathon will he set up on May 23, 2009 and the Race run on May 24, 2009. 2, Th Rac e. The Stillwater Marathon will include a full marathon race of 26.2 miles; a 20 mile race course; a half marathon race course; and a 12 kilometer race course. 3. M arathon Rout (See Map _w "Exhibit A ") (a) Pull Marathon Course. The. race will start on Minnesota State Highway 95 (Main Street) with start lines between the Andiamo Main Office and the Oasis Cafe and continue south on Highway 95 through Bayport to 22nd Street, 22nd Street West to Stagecoach. Stagecoach North to 23 (Beach Road). Beach Road to 4th Avenue. North on 4th Avenue to I3urlington. West on Burlington to 6th Avenue. North on 6th Avenue to Churchill, West on Churchill to Greeley. North on Greeley to Myrtle. East on Myrtle to Minor. North on Minor to Boutwell. Fast on Boutwell to Neal. North on Neal to McKusick Road. East on McKusick (using the trail) to Amundson. North on Amundson to Sycamore. Sycamore to Stonebridge Trail. North on Stonebridge 'frail to Highway 95. South on highway 95 to Mulberry Street. East on Mulberry Street to finish line in Lowell Park. Page 38 of 48 (b) 20 Mile Course. follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to the Marathon Course to finish. (c) Half Marathon Course. Follows the Marathon Course to Myrtle and Owens. North on Owens to Laurel, Last on Laurel to Finish line in Pioneer Park. (d) 12K Course. follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to Marathon Course to Myrtle and Owens. North on Owens to Laurel. 1sast on Laurel to finish in Pioneer Park. 4. Startin 7 and finish Line. The Marathon starting line will be on Highway 95 (Main Street), just south of Downtown. Pioneer Park will be the finish line for 12K and Half Marathon. Lowell Park will be the finish line for the 20 Mile and the full Marathon. 5. Limitat St. Croix agrees that the number of Race participants for all races will be limited to a total of 5,750 participants. 6. fees St. Croix will lay to the City an impact fee of $500 and will be placed into a dedicated Fiend for City Park Development and Use Purposes. This impact fee will not be itemized as a separate charge on registration forms or other race related documents. This amount will be remitted to the City by July 1, 2009. 7. Parkinf C ontrol . The purpose of the Parking conditions is to ensure that businesses and motorists retain parking availability for their customers during the Marathon. To further this purpose, (a) St Croix will: i. Promote remote parking by Race participants by including a parking map and information, along with confirmation carols sent to all Race participants, and on other pre -Race promotional literature. ii. St. Croix will submit a Remote Shuttle Plan for the review and comment of the Chief of Police by April 1, 2009. Race participants will not be allowed to park in parking lots not 2 Page 39 of 48 pre - approved by the Chief of Police.. Shuttle service will end no earlier than 7:00 p.m. on Race Day. iii. Arrange for large parking lots, such as the Andersen Corporate lot or the Washington County Government Center, for the parking of Race participants and connect the remote lots to the Race starling and finish points by remote shuttle, At a minimum, St. Croix will reserve at least 3,500 remote parking spots for use of Race participants and will provide written evidence of such commitments to the City not later than May 1", 2009. iv. The parties agree to develop a parking disbursal. plan for the finish of the Race that addresses and mitigates parking congestion, in order that normal businesses are not damaged by Race congestion. The plan must be developed by St. Croix in consultation with the Chief of Police and be completed not later than April 1, 2000. 8, Traf fic C ontrol Points 'flee intersections of all strects and roads on the Race Course (Course) will be controlled by Police or as approved by the Chief of Police, approved and trainedevent staff equipped with proper NSTI3 compliant safety vests to be provided by St. Croix. "Traffic will be allowed to cross the course at every intersection, runner traffic permitting. In addition, Race staff will assist residents with homes on the course in getting out of their driveways and escorting them to the nearest cross street, runner traffic permitting. Residences with homes on the course will receive a direct nailing froim St. Croix informing them of specific Race timelines and will be given a direct "hot line" number to reach on Race day. A copy of this Direct Mailing is enclosed as "Exhibit I3 ". Further, on the night before the Race., St. Croix will attempt to make personal contact with owners of vehicles that appear to be parked on the Race course. This will be done in conjunction with the City Police Department, Every effort will be made to minimize or even eliminate the involuntary towing of vehicles because of the Race. No cars may be towed from City street without the prior approval of the City Police 3 Page 40 of 48 Department; prior to the towing of any car, the City Police Department must be consulted. By April 15, 2009, a Road Closure Plan must be agreed upon by St. Croix and the Chief of Police and shall be attached here to as "Exhibit U. 9. Garbage and Rubbish Removal. All garbage and refuse generated by the Marathon, including that left by spectators, will be removed properly and disposed of by sundown on the day of the Race. St. Croix will be responsible to reimburse the City for any subsequent cleaning determined to be necessary by the City as a result of the Race. 10. Por table Toilets St. Croix will provide approximately 250 portable toilets that will be placed near the starting line, near the finish line, and spotted throughout the course in keeping with Standard Race Requirements. Portable toilets shall also be placed at all Aid Stations to be located. at the City. All portable toilets will be removed by the close of business on Monday May 25th. 11. Wate Sto s and first . Aid Stations Water and first aid stations will be established at the start, finishes, and throughout the race course in keeping with National Race Standards for marathons. All Aid Station workers shall carpool to any Aid Stations in the City so as to reduce any on- street parking. All on- street parking by Aid Station workers shall be consistent with regular on- street parking requirements of the City. All Race participants must park in the designated locations with shuttle services. 12. Emergency flan. The Race Emergency Plan will be designed by St. Croix with the assistance of National Marathon experts. St. Croix will actively seek input from the City Police and other local public safety departments for the communities through which the Race will pass, and Lakeview Hospital Emergency Services. The Emergency d Page 41 of 48 Plan must be approved by the Chief of Police for the City and will then be affixed hereto as "Exhibit D ". Further, St. Croix will retain a qualified medical doctor (MD) with expertise regarding, marathons to review and approve the life safety aspects of the Emergency flan. The City reserves the right to review and approve the MD so selected, and St. Croix must provide proof to the City that the MD so selected has been retained for this purpose. St. Croix agrees to authorize the MD to cancel the Race as required to protect the health and safety of the Race participants. 1.3. food, Li quor and Tending St. Croix will not provide commercial food, liquor or vending, nor will they license others to provide these services to race participants in the City. This provision does not prevent St. Croix from providing; food and nonalcoholic beverages to Race participants only and shall be consistent with the intent of this Agreement. 14. Closing, of the Course. All barricades and cones shall only be set in place in the AM on the day of the Race and shall be removed and the Race courses closed by 1:00 p.m. on Race day. St. Croix may locate these cones and barricades adjacent to the final race location the day prior to the race, but such placement may not interfere with traffic in anyway. 15. Insurance Hold Harmless and Indemnity. St. Croix agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising; out of the events authorized by this Agreement; and further, St. Croix agrees to provide to the City evidence of insurance coverage of at least $1,500,000 of combined single limits covering claims that might be brought against 5 Page 42 of 48 them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." 16. Public In formation . St. Croix shall make extensive efforts to notify property owners and businesses along the Race courses of any restrictions that might be placed upon their movements during the Race. Lcaflets providing this information must be delivered to each such owner by mail one week before the race and ALSO delivered to the mailbox of each owner on the Friday before Race day. 17. Promotio Activities St. Croix will work with the local Chamber to develop a Race packet that includes information to promote local business and restaurants. St. Croix will also display the City of Stillwater hunhberjack Logo on all promotional advertising, whether in print or web based. 18. Econo Im oaict Survey. An l sconomic Impact. Survey (tile "Survey ") must be completed by a third party experienced in the conducting of such surveys, that will study the economic impact of the Marathon on the economic health of the Stillwater area. The cost of such a Survey, if the proposal is approved in advance, will be paid in equal shares by the City, and St. Croix. The design and developrncnt of the Survey and the choice of the third party to conduct the Survey will require the approval of the City, the Chamber, St. Croix and the Stillwater and Oak Park Heights Convention and Visitor's Bureau ( "CVB "). The results of the Survey will be made available to all parties. 19. I- lospitality The Chan - iber will be developing a hospitality handout that will include local marketing information and items intended to promote local business. This bag will be distributed to Race participants by St. Croix during the registration process. 'phis cooperation by St. Croix will be done without charge to the Chamber. The 6 Page 43 of 48 bag will be used to distribute St. Croix's Race information as well as the Chamber's materials. 20. Community Participation. The City shall work in good -faith with St. Croix to encourage community participation in Race preparation and Race conduct. 21. R unner Tracking St. Croix will equip each runner with a computerized chip and provide a link for the public to access that information by remote computer. Any kiosk or computer that is established for the viewing of the Race at remote locations will be given access to the website. 21 Police Power. The City reserves the right to shut down the Race in the event t:he Chief of Police (or his duly designated agent) determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Mace in the Emergency Plan. 23. Use of City Parks, St. Croix may request in writing the use of various City Parks during set up, execution of the Race, and tear -down. The City shall endeavor to facilitate such use subject to prior reservations of record and that St. Croix agrees in all situations to allow continued casual public use of the Parks during this period. St. Croix use of City Parks inay not impede to general enjoyment of City Parks by the public. 24. C Costs St. Croix must reimburse the City for all costs incurred by the City to allow such Race, including but not limited to City Police Department, Public Works Department, and Fire Department and as needed to safely conduct and maintain the Marathon and supporting events. A refundable cash deposit of $3,000.00 must be made to the City by St. Croix no later than May 1", 2009. This amount shall serve as a security to 7 Page 44 of 48 the City and shall be reimbursed to St. Croix at such time St. Croix pays to the City all costs incurred by the City. The City shall invoice St. Croix within 60 days of the Race for all City costs incurred for the Race. 25, Naming, Rights. Rights to the name "Stillwater Marathon" and any logo or brand. developed for the Race will remain the property of St. Croix. Registration of the name or logo as a trade name or trade marls is reserved in St. Croix. In the event that the event is abandoned by St. Croix, St. Croix will convey all rights to the name and logo to the City of Stillwater for nominal consideration. 26. `berm The term of this Agreement will be six- nnontlls unless terminated earlier by the City on public sal.'ety grounds. In the period immediately following the Race, the City agrees to meet: and confer with St. Croix, the Chamber, and the CV13 in order to evaluate the impact of the Race on the community. If the evaluation reveals a positive impact on the community, the City agrees to consider subsequent contracts. The evaluation process must be completed by September 30, 2009, 27, MNDO'T" 1 Washington County. This Agreement shall become immediately void and St. Croix Events may not hold the Race in the City unless and until it provides a copy of its written permission 1 agreement document from both the State of Minnesota and Washington County. Copies of these documents must be provided to the City not later than May 8"', 2009. Upon the receipt of these documents, these documents shall be affixed to this Agreement as "Exhibit F ". S Page 45 of 48 IN WITNESS 'WHEREOF, the parties have set their hands effective the day and year first written above. STATE" OF MINNESO`T'A ) ) ss COUNTY OF WASHINGTON ) ST. CROIX EVENTS, INC. By avi Eel berg Its President 1 . tt �`vi.G'�,� j The foregoing instrument was acknowledged before me this '.) day of April; 2009, by David I:ckberg, the President, the duly authorized agent for S`F. CROIX EVF'NT'S, INC_.., a Minnesota corporation. JENNIFER M. PINSKI NOTARY PLmuk, • MI1aNr50Ta My comm"jon Jan. 31,21 9 Page 46 of 48 r O ak Park Heights Request for Council Action Meeting Date April l 3, 2010 Agenda Item Schedule City Hall Facilit O H ouse --May 8, 2010 Time Red. 0 Agenda Placement New Business Originating Department/ Requester - Mayor I3eaudet Requester's Signature Action Requested Schedule Open house Background /.Justification (Please indicate any previous action has been taken or iI� other public bodies have been advised). Prior to the City's occupancy, an open house; should be held in order to allow the public to view the new facility. I suggest May 8, 2010, Irons 1:00 p.m. to 3:00 p.m. Post cards could be mailed to notify residents of the open house with funds for printing and postage coming from the council contingency fund. Page 47 of 48 This Page Is Left Intentionally Blank. .t W �v Page 48 of 48