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ARDEN HILLS CITY COUNCIL WORK SESSION—JANUARY 28, 2013 4 Public Works Director Maurer explained that the Council will select the most qualified vendor and that it did not have to select the lowest bidder. Mayor Grant questioned how much documentation could be reused with this bidding process. City Planner Beekman stated that as much as possible will be reused to assist with the RFP process. Councilmember Holmes inquired if the Council will continue with the RFP process if the Offer to Purchase does not go through. City Administrator Klaers stated that the RFP will be delayed if the Offer to Purchase is delayed as the City does not want to get ahead of the County in this process. Councilmember Holmes asked if the City would be responsible for the Regulations and Policies. Community Development Director Hutmacher indicated it would be in the City's best interest to draft this document to be aligned with the City's zoning and design standards. She recommended the City have authorship of this document. Councilmember Holmes questioned the estimated expense for the required documents. City Administrator Klaers stated that the cost for this work is uncertain and that staff has only been able to obtain an estimate for the AUAR. He stated that a guess is that the cost could be as high as $500,000 for the AUAR, Master Plan, and the Regulations and Policies. City Planner Beekman anticipated that the number could come in lower due to the high level of planning that has already been completed by the City for the property. She hopes that by providing all of the detailed background information, the necessary documentation could be completed more easily and lower the expense for the project. Councilmember Holmes expressed frustration that staff never addressed the need for the Regulations and Policies document prior to this evening. She questioned where the money would come from to cover this expense. Community Development Director Hutmacher stated the Joint Powers Agreement (JPA) did include Regulations and Policies and staff found it a crucial part of the planning process. Councilmember Holden indicated when this issue was previously discussed the Council anticipated spending $450,000 for the Master Plan and AUAR. She questioned if the Regulations and Policies would increase this amount. City Administrator Klaers clarified the Regulations and Policies document was included in the original estimate. Since the Joint Powers Agreement discussions in November, staff has gotten a better understanding of the importance of the Regulations and Policies part of the Master Plan. Accordingly, staff has highlighted this importance by making it a separate document within the RFP.