HomeMy WebLinkAbout08-25-09 Worksession Packet Tv •,
CITY OF OAK PARK HEIGHTS
CITY COUNCIL WORKSESSION
TUESDAY, AUGUST 25, 2009
6:00 P.M..
1. City Hall Facility
11. TIGER Funding
111. Bonestroo
1V. Adjourn
Pagel of 26
This Pane Is Left Intentionally Blank.
Page 2 of 26
C.1ity of Oak Park HeIghts
14 168 Oak Park Blvd. N - Bos 2007 Oak Park I Icights, MN 55082 Phone (051) 439-4439 « hem (651 ) 4390574
August 20, 2009
MEMO
TO: CRY council
FROM: Fric Johnson, City Admlnis�cwt�
RE Worksession Agenda Items
1. City Hall F' acility:
Ran(Jy Eng l will be at the rneeting [�6 provide an update to the City Council on il
related to Cit Hall 4)cIuding flie nee (J for a final decision on Gf-'.0"I'l IERMAI... layout,
oddifiorx dato on pric( reclu(-,st t tLi(: City (`,okjn(;il f(.) it'Istall c(:jt)le frorn the - generator
to WeA#2 ari(. a: few ( iterrrs, I have enclosed a copy of IN,, two ( layouts
and an ernoil from Randy (,fiSCLJSSir)g Costs f()r cable to Well 112. Also eric is
a memo frorn,Jer cotyirnentirig on the requirernents to host c flecfiorls,, CoUrxJ]
will recall R)at this is rekited to I he GE, ER MAL site selection, which rnay have soine
rninor parking -lot conflicts.
2. '"TIGER Funding.
l h(ivo had sorne genoix. discussions with Adam Josephson on ltaea possubilily of lhe CHy
provi(Jing a letter of sor form, but nolhing new to ref. I have rNoViOUSly rX0VidE, in
your mailbox a hord copy of that ]"IGE'R application process as requested.
3. BONESTROO:
I have enclosed an ern ail from Karen Erickson in which she is informing [he City th( she is
k-, Bonesfroo. I be Karen E. will be at the m(- Relate (I to this,
Cm,jrr(, Swenson mentioned tho is now ry'ray be the rnost appropriate tir7tc,5 to
(:, going out for an Rl"1 for engineering serViCeS. Considering this I have encilose d a
sample RFP from Mople Plair) would be similor in scope - to wheat the City may use.
The (,,Hy spends about $25",000-1) per year on engine services hot re k. to specific
projects (,md/or ch(irges N.ic* to a developer'. This an includes reguior attendor
CO City Council meetings, Staff rneefings, gorx, phone calls, (Arid various srYI(..
projects (is assigned.
Page 3 of 26
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Page 5 026
J A I H H t s o T A 't €EiNESt3TA DEPARTMENT OF HEALTH IVID11 USE ONLY
Ok well mallagetnent Section EhAc Mceived P.0, Box 64975 Applien#ian No.
5t, 1 mi. N'lirwescktn .SS 164 -097.5
flEPARTPUT01MAU 6511201.4600or9KI/83 - 9808 � >15Applicnli,?)sFrc...___.
Fax No. 6510014599 {•1$S7) €:€cal t.c ?;ap
heat anc4lt:ts'1- of•Jteurinr: TTY C Schtmiilic of Plumbin Design
Received AppmV Ll
Site P1,111 5frixvisss7 isislattt�n 17ist,uscis
;1Flalicatiusx for prrinit In install n rei tac.rl !sea exchange MCC (OWN RLGCIwd ApprovtA
cE3U13 w and 1Ejq" laetr.;ta:tstt to \Jinnasata !itatutes. t' mjAer 1031 and 1_r s r4 IS 1-Irv, u tmmmy
ride" allopled thereunder,
(NOTE WE dock Oyhlr. w 4lirtltc:kdn 13c:Jru urwm A J Ir._a lli
General Prf,jee Data [(•, I 1,171 :1 OF itI c aii mi hrir:'iJL:d)
l a:€!1_...1 • 7_��/ ._.. I' 11,
f`:alucr,l t' r'..; Ii.•df �c•rc:!;rlstr�.t,,'D - -. - /J( Ij�� (��r.tfr:'tl I2�• �<<ac:nl;.11v,•: N o
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Applwe IiH' :: €'r:':13 d1 ir, m< III a E't.. "'-XA &A V \d:lll ;Wr AU "iL Q II',IFV'MII' d All 010 WWI,:tll:iltci form or .1:: tIl!:L'1r.:ra5 by
:G.;. a i...',l tiill'•1'•i rI II;I� x...11. r.
I :1. f.r,;:11 f)1:sc•r•i€aif,an 1f1'Vt,rlic.tl 111:,rt 1•:�cit:rn;�e[ IA�It]':). .
f l a'i119k::1131t l�:!3;1'C Sc o t 9lrli
(.'<'- iHli1` I' ,'a•a:l K `d: \.'.
Id
13. A 111';. l.,rr<ltiuit `iitc ;1,Idra'r4
�.� � /jail /. �,���, !' - � �C. i C:'1 �``� �...�..� �'G'lI .�r�.� "f.•.iCl� 1 -=
2. 4'crticltl Hent- ENLh:stxgo ow1w..r N-luilin;; Address, [
Nam'.
sa1,y — :hare. '!# #'C'Ode
3. Properly Owner :Sddress iii dtficrc.er itrErt tar, V< Tllc:al lf:,:ss Hxc:h;m;*_er C)WDUT N9:r #luts >, :Achjress).
:I} ... ',0,1, .I /i's' •. tic
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Page 6 026
Oescriptirttt 14the verlica I I I v;lt Fulla Ill C I , — Collisl I I I utiol I Di'tail. P saillply the 1 clwj n p infl.-Imutioll %Qwftr apllrof)riutv. If the vcllic;s I
, Ire not ye't Cell.sLI'llmd, %%Mtc in the �, Jqlths. siz4-,S. w)(l dato;s.
HMO to 11Q,4
A ss
V i l l I'll I lrT.;.jI .... ... .. .......
....... ........
D0%'V11fItjIlII 01'fllt' HL-AZ PIMIll hlil,
NARIL ''I
. .......... . ... ...
. I " j
I, hn
Mam
I mi, :l 114m lot' Vv I icn I I I vnl F. 1,VNI
A l ilt. ' .,.;I 1'.. t V ! 1' It li I I.
T)I;;i I ;w.; I 111.1,1 Ix Wx:; �t A ftached are Iwo likely locations for the proposed geothermal well fields.
The City (owner) is working to best define locations to preserve trees and to
determine what best fits the site. (See site diagram It I & 41 2)
A!, 11 ij i.� II;a I 1, - ,
f lz(.] J1 ljvv
)VI J clllkhtllm of Ili ]III. d9FL-C 1 N 01 :111'.1 lj)ilIVIll1 Ifils vcf [lull licit Ulldtj thy. Mimicsola
CI I! I o! LT 1 A I! t C.s the jCI - M T I'v 11IL: hlmh t!kmlvq rC,!ul;Ir wA hrvr�
Page 7 of 26
Eric Johnson
From: Randy Engel [ randy _engel @buetowarchitects.coml
Seat: Friday, August 14, 2009 10:34 AM
To: Eric Johnson
Cc: Michael Lueth
Subject: OAK DARK HEIGHTS CITY HALL (8A #0822) PROPOSAL. REQUEST #7
August 14, 2009
Eric;
1.) Proposal Request #7 asked for a price to furnish and install power and control wiring from the new City Hall to
Well #2. 2) 4 underground conduits to contain that wiring are already in the Contract.
3) The Contractor provided some rough order of magnitude pricing and I think it will cost $40,000 to $45,000 - but it
could be more!
4) If the City is Ok with the price range, a firm price will be submitted by the Contractor in about 2 weeks Ile is on
vacation.
5) But, a decision is needed Monday for the underground work at the new City Hall to keep the cost down because
work is ongoing in the area anyway. That would be on a T & M and could cost $6,000 to $8,000.
Please advise by Monday
lk: r ;
lo'
Page 8 of 26
This Page Is Left Intentionally Blank.
Page 9 of 26
M1 1110
Memo
To: Mayor and Council
From: Jennifer Pinski
Date: August 19, 2009
Re: Change of Polling Place
At the City Council Budget Worksession on August 11, the City Council requested that
obtain more information regarding the procedure for changing the polling location in the
event that City Hall would be unavailable due to construction in the parking lot area for
geothermal wells.
According to the rules defined in Minnesota Statute 204B.16, Sub. 3, the City must
designate by ordinance or resolution a polling place change not less than 90 days before the
election. All households with at least one registered voter that are affected by the change
must receive notice of the changed location at least 25 days before the election (see
attached section of the Election Clerk Guidebook).
The statute does state that a polling place change cannot take place between a primary and
a general election. Therefore, if the polling place is changed for the primary election, the
general election will need to be held at the same place (see attached e -mail correspondence
from Gary Poser).
A council member had suggested that the Town Hall at Boutwells Landing be considered as
the possible location. The election coordinator from Washington County noted a concern
that there may be resistance from voters when the City moves the polling location back to
City Hall, According to her, Boutwells residents have been pushing for a permanent change
of the polling location to that facility (see attached e -mail correspondence from Carol
Peterson),
Page 10 of 26
5.0 POLLING PLACES
5.1 DESIGNATION
The governing body creaking the polling place des ignation,m designate, by ordinance or resolution, a polling
place for every precinct. Changes cannot be evade less than 90 days before the next election, including school
district elections or referenda, L noc anytnne between the state primary and general elections., When there is a
change in polling place locations, Households wit11 at least one registered voter that are affected by the change
crust receive notice of the changed location by non -forward able mail at least 25 days before the election. The
polling place designation remains in effect until the governing body makes a new designation. The county
auditor needs to be notified of polling place changes when they are made so county staff can update the polling
place in SVRS and work with the governing body to appropriately notify voters. The governing body making a
polling place change must notify every affected household with at least one registered voter by non - forwardable
mail at least 25 days prior to the next election. (M.S. 2048.16 subd. ]a, subd. 3,)
All polling places must be:
1. fully accessible (see section 5.4);
2. large enough to accommodate the election activities;
3, free of other, non - election, activities;
4. smoke free;
5. liquor free and not next to a liquor service area; and
6. metropolitan area cities may locate a polling place outside the precinct if it is within one mile of the
precinct boundary or it is part of a combined polling place (see the Combined Polling Place section
below).
(M.S. 144.414; 200.02, sub(l. 24; 20. 113.16, subd. 1 )
Note: Governing bodies using school district buildings as polling places should contact the school district
annually to verify that their security requirements have not changed.
5.2 EMERGENCY DESIGNATION
The only exception to what is in 5.1 above is when an emergency renders the original polling place unusable,
the election judges can move the polling place (with permission of the administering clerk or county auditor) to
another nearby location. (M.S, 204B.16, subd 3)
Election judges must do the following when designating an emergency polling place:
1, meet at original location on election day;
2. fill electionjudge vacancies;
3. announce the polling place change to any voters who show up at original location;
4. post notice indicating the polling place change (must be easily seen by voters in vehicles); and
5. meet at new polling place and post notice indicating the change.
(M.S. 20=18.17)
Office of the M illll ota seueWry of" slate 14
Page 11 of 26
Page I of 2
Jennifer Pinski
From: Gary Poser [Gary, Poser@state.mn. us]
Sent,: Wednesday, August 19, 2009 9:26 AM
To: "Carol Peterson'
Cc: Jennifer Pin!ski
Subject- RE: Polling Place Change for Election in 2010
try he ul��iud fi(:x hom'hl UM'", st.�.Oe �,4n�ln� and Irlls
i'v "A b c iNU JI 1 � J 0 )I e ic- ¢ ii 1 1:
ZA W: i! 1! 8! 1! c� c °: " "'117;¢
Gary Poser
Director of Electi0fr
Office of the Wnnesota Sen of State
180 State Officx.) Building
100 Rev. Dr. Martin Luthr King Jr, Blvd.
St. Paul MN 55155
Phone: 651-556-0612
Fax: 651--296-90'73
Eniafli Gar
From: Carol Peterson [mai Ito: Carol. Peterson @co.wash i ngton. m n us]
Sent: Wednesday, August 19, 2009 9':17 AM
To: 'Gary Poser'
Cc: 'Jennifer Pinski'
Subject: Polling Place Change for Election in 2010
Gary,
The City of Oak Park Heights is building a new city hall next year. The current city hall building will not
be available to use as a polling place for the Primary Election, so they want to move the polling location
to Boutwells Landing, which is a senior living complex. The kicker is that the new city hall will be
available for the General Election and they would like to use it. The question is can they do this?
According to 204B. 16, it sounds as though they cannot. Are we understanding this correctly for this
situation?
CIIJ 2. 9
Elections Supervisor
Page 12 of 26
8/19/2009
Page 1 of 2
Jennifer Pinski
From: Carol Peterson [ Carol . Peterson @co.washington.mn. us]
Sent: Thursday, August 13, 2009 8:36 AM
To: Jennifer Pinski
Cc: Judy Wertheimer; Patricia Gillen
Subject: RE: Change of Polling Place Location
Jennifer,
I was thinking that might be the new location. I just wonder if there will be great resistance when
wanting to move it back to City Hall. I know that the residents at Boutwelis have been pushing this for a
while. Time will tell l guess.
Good luck,
Carol
From: Jennifer Pinski [mailto: jpinski @coofoakparkheights.com]
Sent: Thursday, August 13, 2009 8:29 AM
To: Carol Peterson
Subject: RE: Change of Polling Place Location
Thank you. I will look over the attachments. One of the council members suggested moving the Primary to the
Town Hall located within Boutwells Landing.
.................. .
From: Carol Peterson [ mai Ito: Carol. Peterson @co.washington.m n. us]
Sent: Wednesday, August 12, 2009 3:12 PM
To: Jennifer Pinski
Cc: Judy Wertheimer; Patricia Gillen
Subject: RE: Change of Polling Place Location
Jennifer,
have attached some information on this process that was taken from the City Clerk's Guide. A
ordinance or resolution needs to be passed designating the change. We (the County) will need to be
notified, which can be done by a letter and then attach the ordinance or resolution. All of the affected
voters will need to be notified at least 25 days prior to the election and we can actually assist with that
by having postcards printed for you using the voter registration system, the city will need to pay for
those and we can invoice you for that. Where is it that you think you will be moving the election to in the
Primary?
Let me know if you have any questions.
Carol
From: Jennifer Pinski [mailto: jpinski @cityofoakparkheights.com]
Sent: Wednesday, August 12, 2009 2:37 PM
To: Carol Peterson
Subject: Change of Polling Place Location
The City of Oak Park Heights is currently in the process of building a new City Hall directly behind the current
8/1 9/2009 Page 13 of 26
Page 2 of 2
site. There is a possibility that the parking lot will be inaccessible next year during the Primary Election in
September. The polling location for Precinct 2 in Oak Park Heights is the City Hall. We may need to hold the
Primary Election at a different location, but should have no problem holding the General Election at City Hall.
Could you please let me know the deadline and process for changing the polling place location?
Thank you,
Jennifer Pinski
Administrative Secretary /Deputy Clerk
City of Oak Park Heights
Phone: (651)439 -4439
Fax: (651)439 -0574
8/19/2009 Page 14 of 26
This Page Is Left Intentionally Blank.
Page 15 of 26
Eric Johnson
From: Erickson, Karen S [Karen .Erickson @bonestroo.corn]
Sent: Thursday, August 20, 2009 19:33 AM
To: Eric Johnson
Cc: Hanson, Mark A; Long, Chris W
Subject: Official Notice of Leaving Bonestroo
Eric:
As a follow -up to our phone conversation yesterday, this is to officially notify you of my decision to leave Bonestroo to
pursue other career opportunities. We propose at this time Mark Hanson will serve as Principal in Charge and Chris Long
will begin serving as Consulting City Engineer. Mark who you met on Wednesday at City Staff Meeting has over 30 years
of experience working at Bonestroo and has served a few of our main municipal clients for over 25 years. Chris who you
know quite well is a registered engineer and has worked in Oak Park Heights for nearly 6 years. We feel both these two
along with the other Bonestroo team members who presently serve Oak Park Heights will continue to provide Oak Park
Heights with quality service based on our institutional knowledge of the City.
My last day with Bonestroo will be Thursday, August 27, 2009. I plan to be in attendance at the August 25, 2009 Council
Meeting and the following Staff Meeting. My years working with the City have been very enjoyable and I appreciated
how everyone made me feel welcomed when I attended Council Meetings and Staff Meetings. I truly enjoyed working
with you, the staff, the other City consultants, and the City Council.
If you have any questions please call. We want to make this a very smooth transition.
Sincerely,
(Karen Erickson, PE, LEER AP
Tel 651 -604 -4788
..
2335 Highway 36 W
St. Paul, MPS 55113
Tel 651-636-4600
Fax 651- 636 -131.1
14'14 1Y, �1 {717Cti1 i'U{ i. C U113
Page 16 of 26
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Page 17 of 26
CITY OF MAPLE PLAIN
ENGINEERING SERVICES
REQUEST FOR PROPOSALS
JANUARY 2009
1520 Maple Avenue, P.O. Box 97
Maple Plain, MN 55359
Page 18 of 26
APPLICATION NOTICE
The City of Maple Plain is requesting proposals from interested engineering firms who
are qualified to provide general engineering services for the City of Maple Plain,
Minnesota. The selected firm will be designated as the City Engineer. As the City
Engineer, the firm will be expected to play a proactive role in helping the City Council
and City Staff make appropriate decisions regarding City infrastructure. They will also
occasionally act as a project manager for infrastructure related projects.
The City Council will review all applicants and shall select finalists for interviews. Length
of appointment will be subject to ongoing review and evaluation by the City Council.
COMMUNITY PROFILE
The City of Maple Plain is a thriving Minnesota community, located 25 miles west of
Minneapolis on Highway 12 in Hennepin County. The City is home to approximately
2,000 people, and is served by the Orono Public Schools District. The community
boasts a strong industrial employment base, and has an active Chamber of Commerce.
Maple Plain has four full time staff, including a City Administrator, Deputy Clerk and two
Public Works employees. The professional staff oversee the day -to -day administrative
operations, such as finance and street, park and utility maintenance. A new, $3.6 million
water treatment plant is scheduled to begin operation in Fall 2008. West Hennepin
Public Safety and the Maple Plain Fire Department provide 24 -hour police and fire
protection to the City and surrounding communities. The 2008 General Fund budget is
$1,687,128. The City is an active member with the League of Minnesota Cities.
The community has identified three core redevelopment areas. These areas are: the
Gateway District, the Downtown District and the Budd Avenue - Highway 12 District. All
three districts are located along Highway 12, which is a major thoroughfare for
commuters traveling into the Twin Cities metropolitan area.
The City recently completed its 2030 Comprehensive Plan and created Design
Guidelines to outline specific development and architectural requirements in the City's
three key redevelopment areas along U.S. Highway 12. Maple Plain also received a
$50,000 grant from Hennepin County to create and implement a redevelopment plan
for these areas. This plan will include recommended uses; a master plan for the
Gateway District, at the corner of Highway 12 and County Road 29; a traffic study of
current and future traffic uses along the highway corridor; and a financial plan for
funding future public improvements. Work on that is expected to be completed at the
end of 2008 or early 2009.
SUBMITTAL REQUIREMENTS
In order to ensure a fair review and selection process, firms submitting proposals are
specifically requested not to make contacts to the City staff or Council members
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Page 19 of 26
regarding these proposals. Questions or comments should be directed to the City
Administrator Jason Ziemer at (763) 479 -0515.
INSTRUCTIONS TO PROPOSERS
A. All firms responding to this request shall submit a proposal to provide general
engineering services.
B. Seven copies of the proposal should be submitted to City Administrator Jason
Ziemer, 1620 Maple Avenue, P.O. Box 97, Maple Plain, MN 55359. Proposals
must be received no later than 4:00 pm on Monday, December 1, 2008.
C. Proposals submitted must provide complete information as indicated in this
request.
D. Proposers are prohibited from contacting any representatives of the City Council
regarding this proposal.
E. Proposals should be limited to 1015 pages.
F. Firms interested in submitting a proposal are encouraged to attend a pre -
proposal meeting on Wednesday, November 12, 2008 at 10:00 a.m.. This will be
the only time the City will entertain questions regarding the RFP process.
REQUIRED CONTENTS FOR PROPOSALS
A. Title Page
Show the proposal subject, the name of the proposer's firm, address,
telephone number, name of the contact person, and the date.
B. Table of Contents
Include a clear identification of the material by section and by page number.
C. Identification and Qualifications of Assigned Personnel
The ideal firm should have extensive experience in municipal engineering,
including public water and sewer systems, planning and reviewing of
construction projects (public and private), preparation of feasibility reports,
construction inspection, preparation of assessment rolls, plat review, city
park development and utility studies. The firm must also have experience in
designing and using alternative engineering techniques (i.e. green design).
The ideal firm will be a full- service firm.
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1. The name of the person who will be responsible for the management
and administration of engineering services with the City together with
a resume describing that person's experience and qualifications.
2. The names and resumes of the professional staff that will be
assigned to providing engineering services to the City.
3. An organizational chart identifying team members and their areas of
responsibility.
4. A statement committing the aforementioned staff to this proposal.
5. Background information concerning the firm, including the number of
years in business under this name and the number and breakdown of
personnel in the proposing office.
D. Proposer's Detailed Approach to the Scope of Services
1. The proposal shall address in detailed fashion the approach of the
firm or combination of firms to the Scope of Work.
E. Basis for Compensation
• The present City Engineer provides basic services at an hourly rate and
a flat, per rate for public meetings. It is anticipated that the City Council
may expect the firm selected as City Engineer to also provide services
under a similar system.
• Please describe how the firm intends to provide engineering services,
either on an hourly rate, or on a different basis. Define what type(s) of
work considered to be extra or specialized work that would be billed in
addition to basic services. State the hourly rates for the designated City
Engineer and associates for such specialized services.
• If the hourly rate billing is preferred, state the hourly rates for the
designated City Engineer and all associates for general work and for
special services.
• Define the type and unit rates for reimbursement for expenses such as
mileage, reproduction of documents, faxed documents and word
processing charges.
• The proposer shall provide a sample bill for a municipal client that
illustrates the program and task detail that would be included in City of
Maple Plain billings.
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Page 21 of 26
F. List of References and Potential Conflicts
1. A minimum of seven references for public clients shall be provided.
References must include experience and positive working
relationships with representatives from Hennepin County
Transportation Department, Minnesota Department of Transportation
(MnDOT), Metropolitan Council and Metropolitan Council
Environmental Services, Minnesota Department of Health, watershed
districts and other federal, state and local government jurisdictions.
2. Potential conflicts of interest must be disclosed.
GENERAL ENGINEERING SERVICES DESCRIPTION
The City of Maple Plain is searching for a firm that will provide professional services for
engineering. The general work elements shall include, but are not limited to:
A. General and Project Management
• Takes direction from the City Council and its designated representative.
• Assists in planning, coordinating, supervising and evaluating programs,
plans, services, equipment and infrastructure.
• Develops and recommends policies and procedures for effective
operation of the City consistent with City policies and relevant laws, rules
and regulations and ensures council actions are implemented.
• Evaluates public works needs and formulates short and long range plans
to meet needs in all areas of Public Works improvements, including
streets, water, sewer, storm drainage, street lights, parks, and buildings,
• Assists in the implementation of all water resource functions, including
implementation of the Wetland Conservation Act and Storm Water
Management Plan as well as tree preservation, screening, and erosion
and sediment control as it relates to the MS4 NPDES requirements.
• Provides engineering services on projects and oversees project
management for the construction of municipal public works projects.
• Reviews land use applications and construction plans for private
developments for consistency with City adopted engineering
specifications, City policies and relevant, laws, rules and regulations and
ensures council actions are implemented,
• Ensures that costs and fees are charged back to development projects;
works with the City Administrator to monitor charges and revenues
associated with development projects.
• Assists in the planning, layout and design of City parks.
B. Construction Services
• Plan and review construction projects and specifications.
• Monitor the construction process for compliance with codes, regulations,
standards and with approved plans; assures financial accountability of
private projects as they relate to escrows and letters of credit. Provide
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Page 22 of 26
advice to the City during performance of construction projects, and shall
give consideration and advice to the City during the performance of
services.
• Prepare and/or review construction plans.
• Review bids and /or prepare bid tabulations.
• Perform construction staking and surveying.
C. Preparation of Engineering Reports and Technical Correspondence
• Determine the need for preliminary studies, reviews all preliminary
studies for compliance with ordinances, comprehensive plans,
engineering standards and financial guidelines including:
• Feasibility reports
• Construction inspection
• Creates assessment rolls
• Plat review
• Utility studies
• Traffic stud ies /signalization /signage /forecasting
• State aid reports
• Surface water system analysis and design
• Wetland delineation and mitigation
• Capital Improvement Program studies
• Prepare comments regarding reports, plans and studies of other
agencies
• Presents feasibility studies at public meetings
D. City meetings(including by not limited to the following)
• Participates in internal and external meetings involving engineering
questions and issues.
• Meets with developers and members of the public on proposed
development projects in order to relate the processes and procedures
involved with engineering and infrastructure development. Reviews
development proposals for conformance with City standards.
• Acts as City liaison and representative with other communities and
county, state and federal agencies in areas of responsibility.
• Attends City Council meetings. The Council meets on the second and
fourth Monday of each month at 7:00 p.m. The City Engineer would
attend only one meeting per month unless otherwise directed.
• Attends Park and Planning Commission meetings, and other City
meetings, as needed.
E. Response to Constituent Requests and Issues as Directed by Staff
• Performs field inspections
• Addresses constituent concerns personally and in writing
• Makes public presentations
• Provides recommendations to staff and City Council
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Page 23 of 26
F. Other Items
• Identify opportunities for non - traditional engineering techniques, such as
the use of rainwater gardens, cisterns, pervious surfaces, and other
green design, including facilities.
• Work with other engineering firms as desired by the City on specific
projects.
• Update maps and utility records.
• Assist with funding solutions for infrastructure projects such as grant
and loan programs.
• Obtain proper approval and documentation from local, state and
federal authorities prior to implementing projects.
• Identifies grant opportunities and write grant proposals as directed by
City staff and City Council.
PROPOSAL. EVALUATION AND APPOINTMENT
A. The City intends to retain the engineering services of the proposer evaluated to
be the best qualified to perform the work for the City, cost and other factors
considered. The City Council and City staff shall screen all applications. The top
candidates shall be selected for interviews. Qualifications for the top candidates
will be verified and references will be checked. In reviewing the proposals, the
committee will carefully weigh the following:
• The firm's approach to and understanding of the Scope of Work.
• The firm's experience with similar contracts and clients,
• The experience and qualifications of the proposed staff in providing
similar services.
• The firm's demonstrated ability to deliver work on time and within
budget.
• The extent of involvement by key personnel.
• The extent to which previous clients have found the firm's services
acceptable.
• The firm's most significant qualifications for this project.
• Previous City experience with the proposing firm, if any.
• Acceptability of the firm's retainer proposal.
• Communication skills.
• Costs of services.
• Other qualifications /criteria, as deemed appropriate by the City
Council.
B. Based upon the evaluation of the applications, the City Council will review and
select finalists who are judged to be the most responsive and responsible
proposer for each service requested. Interviews shall be conducted by the
Council on a date to be determined. The top firm will be chosen by the City
Council for final approval at a future City Council meeting.
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Page 24 of 26
C. The City will not reimburse the proposer for any expenses incurred by the
proposer including, but not limited to, expenses associated with the preparation
and submission of the proposal, and attendance at interviews.
D. The City reserves the right to reject any and all proposals or to request additional
information from any and all proposers.
E. The contract will require that the individual or engineering firm selected as City
Engineer maintain general liability, automobile, worker's compensation and
errors and omissions insurance.
F. The contract will also contain provisions requiring the selected individual or firm
to indemnify the City and provide that the City Engineer is an independent
contractor serving at the will of the City Council.
G. Other required provisions will include the City Council's right to terminate the
agreement, at its sole discretion, upon the provision of notice.
RIGHT TO REJECT PROPOSALS
Submission of a proposal indicates acceptance by the firm of the conditions
contained in this request for proposal unless clearly and specifically noted in the
proposal submitted and confirmed in the contract between the City of Maple Plain
and the firm selected. The City of Maple Plain reserved the right without prejudice to
reject any and all proposals.
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r.
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