HomeMy WebLinkAbout06-20-16-WSAGENDA ITEMS
Communications Consultant - TCAAP
Stacie Kvilvang, Ehlers
MEMO.PDF, ATTACHMENT A.PDF
Organized Collection
Stacie Kvilvang, Ehlers
MEMO.PDF, ATTACHMENT A.PDF
Metropolitan Councilmember Marie McCarthy
Marie McCarthy
MEMO.PDF, ATTACHMENT A.PDF
2017 Budget Parameters
Sue Iverson, Interim City Administrator/Director of Finance and
Administrative Services
MEMO.PDF
Trail Priorities
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF
Engineering Pool - Request For Qualifications
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF
Boulevard Maintenance
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF
Johanna Marsh Tennis Court
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF,
ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF,
ATTACHMENT F.PDF
Personnel Committee Update
Sue Iverson, Interim City Administrator/Director of Finance
and Administrative Services
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:
David Grant
Councilmembers:
Brenda Holden
Fran Holmes
Dave McClung
Jonathan Wicklund
City Council
Work Session
Agenda
June 20, 2016
5:00 p.m.
City Hall
Address:
1245 W Highway 96
Arden Hills MN 55112
Phone:
651 -792 -7800
Website :
www.cityofardenhills.org
City Vision
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our
long -standing tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
1.
1.A.
Documents:
1.B.
Documents:
1.C.
Documents:
1.D.
Documents:
1.E.
Documents:
1.F.
Documents:
1.G.
Documents:
1.H.
Documents:
1.I.
Documents:
2.
AGENDA ITEMSCommunications Consultant - TCAAPStacie Kvilvang, Ehlers MEMO.PDF, ATTACHMENT A.PDFOrganized CollectionStacie Kvilvang, Ehlers MEMO.PDF, ATTACHMENT A.PDFMetropolitan Councilmember Marie McCarthyMarie McCarthy MEMO.PDF, ATTACHMENT A.PDF2017 Budget ParametersSue Iverson, Interim City Administrator/Director of Finance and Administrative Services MEMO.PDFTrail PrioritiesJohn Anderson, Acting Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF
Engineering Pool - Request For Qualifications
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF
Boulevard Maintenance
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF
Johanna Marsh Tennis Court
John Anderson, Acting Public Works Director
MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF,
ATTACHMENT C.PDF, ATTACHMENT D.PDF, ATTACHMENT E.PDF,
ATTACHMENT F.PDF
Personnel Committee Update
Sue Iverson, Interim City Administrator/Director of Finance
and Administrative Services
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungJonathan Wicklund City Council Work SessionAgenda June 20, 2016 5:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.Documents:1.E.Documents:
1.F.
Documents:
1.G.
Documents:
1.H.
Documents:
1.I.
Documents:
2.
AGENDA ITEM –1A
MEMORANDUM
DATE: June 20, 2016
TO: Honorable Mayor and City Council
FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services
SUBJECT: Communications Consultant - TCAAP
Background/Discussion
Due to the vacancy in the Community Development Director’s position, staff has been working with our
Financial Consultant, Stacie Kvilvang of Ehlers, on potential items that the Council may want to consider
going forward with on TCAAP. Communications is one of those areas. Attached is a memo from Stacie for
discussion with the City Council at the work session.
Attachments:
Attachment A: June 20, 2016 Memo from Stacie Kvilvang - Ehlers
Memo
To: Sue Iverson – Interim City Administrator
From: Stacie Kvilvang - Ehlers
Date: June 20, 2016
Subject: Communications Consultant - TCAAP
On June 6, 2016 the JDA approved a Preliminary Development Agreement (PDA) with
Alatus Arden Hills LLC. for development of the TCAAP Site. Over the course of the next 6
to 12 months many actionable events will likely take place.
The redevelopment of TCAAP presents a once in a lifetime opportunity to manage the
reuse of a large part of the City for a sustainable future. Along with this opportunity comes
a complex communications challenge. The success of the development depends to a
significant degree on the ability of the City, the JDA, the Master Developer, and their
spokespeople to communicate clearly, effectively and persuasively about the goals,
objectives, and processes surrounding the development. How the City participates in this
process and communicates about the development will play a significant role in the degree
to which businesses and residents understand and support it.
In order to be successful, large and complex projects such as this require significant and
continual communication to the public. In 2007 the City hired Davis Communications to
assist with the development and implementation of a communications plan which included
the following objectives:
• Increase understanding among residents and other key audiences of the
opportunities presented by the potential redevelopment of the TCAAP site.
• Develop understanding of the goals, objectives and timelines of the TCAAP
development.
• Create communications channels between the City and stakeholders withinin the
community and those within other communities who will have an impact on the
successful redevelopment of the site.
• Build support for the City’s vision among stakeholders who will have an impact on
the success of the redevelopment project.
Sue Iverson
Communications Consultant - TCAAP
June 20, 2016
Page 2
To ensure residents are well informed about various aspects of the development and to
provide an avenue to address development and community concerns/issues in a timely,
effective and efficient manner I would recommend that the City hire a communications
consultant. This consultant would be charged with updating the City’s prior communications
plan and act as the central communications coordinator. This will include coordinating
and/or developing press releases with the JDA and Master Developer, coordinating any
updates in the City newsletter or website, preparation of key messages for various aspects
of the project, and acting as a central contact for media inquiries and responses.
As a point of reference, the City received two proposals in 2007 when they hired a
consultant (Davis and Goff) and selected Davis based upon interviews and pricing (Goff is
currently the communications consultant for the JDA). The original communications plan
cost $8,500 and at the time Ted Davis had an hourly rate to complete all other
communication aspects of $150/hour. It is my recollection that the City had a positive
working relationship with Mr. Davis and was pleased with his services. If the City wants to
proceed, I would recommend approaching Mr. Davis to provide a proposal to update the
communications plan and hourly rate requirement.
Please contact me at 651-697-8506 with any questions.
AGENDA ITEM – 1B
MEMORANDUM
DATE: June 20, 2016
TO: Honorable Mayor and City Council
FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services
SUBJECT: Organized Collection
Background/Discussion
Due to the vacancy in the Community Development Director’s position, staff has been working with our
Financial Consultant, Stacie Kvilvang of Ehlers, on potential items that Council may want to consider going
forward with on TCAAP. One of the items staff and Council had been discussing was Organized Collection.
Attached is a memo from Stacie Kvilvang for discussion purposes with the City Council at the work session.
Attachments
Attachment A: June 20, 2016 Memo from Stacie Kvilvang - Ehlers
Memo
To: Sue Iverson – Interim City Administrator
From: Stacie Kvilvang - Ehlers
Date: June 20, 2016
Subject: Organized Collection - TCAAP
Over the past month staff has been meeting with County staff, Master Developer and legal
representatives from Kennedy & Graven (JDA) and Joel Jamnik (City) on the overall
framework for the Master Development Agreement and future purchase agreements.
Staff raised the issue of the City’s desire to have an organized collection requirement within
TCAAP. Both the County and the Master Developer are agreeable to this and it will likely
be documented as a requirement in both the Master Development Agreement and
subsequent Purchase Agreements. It is my understanding the City Council wanted staff to
proceed with drafting of an ordinance to require this. I would recommend holding off at this
time since it may not be required due to the issue being addressed in other documents that
are considered binding.
Staff will have a discussion with the City attorney prior to the meeting on Monday and
update the Council on his perspective at that time.
Please contact me at 651-697-8506 with any questions.
AGENDA ITEM – 1C
Page 1 of 1
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: Matthew Bachler, Senior Planner
SUBJECT: Discussion with Metropolitan Council Member McCarthy
Discussion
Metropolitan Council Member Marie McCarthy will be attending the June 20, 2016, City
Council Work Session to discuss issues of interest to the City Council. In preparation for the
discussion, the City Council compiled a list of questions at their Work Session on May 16, 2016,
which were provided to Council Member McCarthy in advance. For your reference, the list of
questions has been provided as an attachment.
Attachments
A. City Council Questions for Metropolitan Council Member McCarthy
MEMORANDUM
City Council Questions for Metropolitan Council Member McCarthy
1. In the last cycle of comprehensive plan updates, the City received a Metropolitan Council
planning grant of $20,000 for planning assistance. Why is the City not eligible for planning
assistance for the 2040 Comprehensive Plan?
2. Please provide an update of the possible extension of the Snelling Avenue BRT to Arden
Hills. When and how will a decision be made regarding the extension? What are the
parameters and significant data points for the decision? What can the City do to positively
impact any decisions to increase transit service to Arden Hills?
3. Please provide an update on Inflow and Infiltration. Are there any changes to the penalty
structure or available grants that the City should be aware of?
4. How has the City’s Housing Need Allocation changed for the 2040 Comprehensive Plan?
What is the penalty to the City for not meeting its housing need allocation? What is the
City’s current Housing Goal for the Livable Communities Program? How is the City’s
achievement of that goal measured? What are the penalties for not meeting the Housing
Goal?
5. At a previous meeting between the City Council and Council Member McCarthy, the City
Council voiced concerns about Metropolitan Council grant programs which awarded points
in the scoring criteria for availability of transit service. The Council felt that this subjected
the City to an unfair disadvantage. Please provide information on grant programs that use
transit availability as a scoring criteria and explain how the City can be competitive in those
programs.
6. How can the Metropolitan Council provide financial assistance for trail connections within
the City to provide for a more walkable community?
Page 1 of 2
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
FROM: Sue Iverson, Interim City Administrator/Director of Finance and Administrative
Services
SUBJECT: 2017 Preliminary Budget Discussion
Background:
City staff will begin the process of developing a Preliminary 2017 Budget. As we progress
forward and take the necessary steps, staff needs general direction and guidance from the
Council with regard to changes for the coming year.
As of this time, we are not under levy limits for 2017.
Discussion:
Preliminarily, staff has identified a number of factors that will influence the 2017 Budget. Some
are identified as follows:
• Tax Levy – what is the Council’s comfort level? Last year it was a 3.5% increase. A 1%
levy increase translates to approximately $33,000.
• Overall budget changes – preferences/limits?
• Personnel.
• Salaries and Benefits. In 2016 we did a 2.75% increase. Does the council want a 3.0%
COLA programed for preliminary discussions? Should the benefit amount for health and
dental be calculated the same as for 2016?
• Update the five year CIP. Staff is currently in the process of updating the current plan to
discuss with the City Council at the July work session. Does the City Council have any
feedback or direction they would like to provide staff with in regard to the CIP?
• An area where staff sees a need is in park funding. Park dedication fees are generally
limited to capital improvements, not general repair and maintenance items, and there is
not a steady stream of income. The PIR fund is used for a lot of the larger park
AGENDA ITEM – 1D
MEMORANDUM
Page 2 of 2
expenditures and for some matching funds for grants. In looking at the financial plan,
staff sees a need to set up a reserve for park improvements. This fund would then be a
funding source for items which are included in the CIP.
• Another area is street improvement funding. We corrected the structural problems in the
budget in 2014 and discontinued the $200,000 transfer from the General Fund to the PIR
and moved the street maintenance items from the PIR to the General Fund Streets
department – this was basically a wash as the amounts were close to the same amount.
For 2016 we reestablished $100,000 in transfers from the General Fund to the PIR Fund
but in looking at the financial plan, staff sees a need to either find a funding source to
build up reserves for this fund or increase the amount to $200,000.
• As a step in creating a quality budget document, performance measures/service indicators
should be established for each department. Some of these may come about as a result of
the community survey (if one is done) as areas that the Council would like to improve.
Goals and objectives also need to be established for each department. These would need
to be established in 2017, then in subsequent years actual performance can be tracked to
show progress against these goals. This would provide Council and the public another
tool to evaluate city services. Staff would appreciate input from the Council on this
matter.
Recommended Action:
Staff is seeking direction from the Council as it continues with the 2017 Budgeting process.
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: John Anderson, Acting Public Works Director
SUBJECT: Trail Priorities
Discussion
Councilmember Wicklund requested the City Council discuss priorities related to trails in Arden
Hills. Attached are two maps for some background information. Attachment A is a map
showing existing trail segments as of December 2013. This map has not been updated and there
are a few trails that have been constructed since this map was prepared including trails/sidewalks
along Round Lake Road, County Road 96, County Road E, Lake Valentine Road, and Lexington
Avenue. Attachment B is a map showing proposed trail segments, shown in purple, and priority
trail segments highlighted in yellow.
Given that staff and the City Council will soon be working on the Capital Improvement Plan for
the coming years, this item is relevant as it can provide staff with direction on specific trail
segments the City Council wishes to see programmed.
Attachments
Attachment A: 2014 Trail Segment Map
Attachment B: 2014 Trail Priority Map
AGENDA ITEM – 1E
MEMORANDUM
STOWE AVE
LAKE VALENTINE RD
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Prepared by:City of Arden Hills Engineering DepartmentDecember 18, 2013
mapdoc: ArdenHillsPathw aySegm ents2014.mxdmap: ArdenHillsPathw aySegm ents2014.pdf
Data Sources and Contacts:* Ramse y Co unty GIS Base Map (Decembe r 2013)* City of Arde n Hills
DIS CL AIM ER:Th is ma p is ne ithe r a lega lly reco rd ed ma p n or a su rve y an d is n ot int end ed to be used as o ne . This m ap is a com pilatio n o f records,in forma tion and da ta lo cate d in vario us city, co un ty, sta te a nd fed eral of fice s an d o the r so urces reg arding the area sho wn , a nd is t obe u sed for refe re nce purpo ses o nly. The Cit y do es no t warrant tha t th e Ge ogra phic In form ation Syste m (GIS ) Dat a u sed to p re parethis m ap are error free , an d th e City d oes not re presen t th at the GIS Da ta ca n b e u sed f or na vig ation al, t ra ckin g o r a ny o the r p urpo serequiring e xacting m easu re me nt o f d ista nce or direction or p re cision in th e d ep ictio n o f ge og ra phic fe atu re s. If erro rs o r discre pan ciesare fo und ple ase co nta ct 65 1-79 2-704 4. Th e p re cedin g d isclaim er is provide d p ursuan t to M in neso ta Stat ute s §46 6.0 3, Sub d. 2 1 (20 00),and the use r of this ma p a cknowled ges that the Cit y sha ll n ot b e liab le fo r a ny d am age s, an d e xpressly waives a ll claim s, a nd a gree s todefend, ind emn ify, a nd hold harm le ss the Cit y from an y and all claims broug ht by User, its e mp lo yees or ag ent s, or th ird parties wh icharise ou t of the use r's acce ss or use of data provid ed.
Existing Trail Segments µ0 0.5 10.25 Miles
STOWE AV E
LAKE VALENTINE RD
RED FO X RD
GREY FOX RD
ING ERSO N RD
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D U N L A P S T N
HARRIET AVE
FLOR AL DR W
GLEN VIEW AVE
KARTH L AKE DR
GATEWAY BLVD
W Y N C R E S T
CARLTO N DR
F O R E S T L N
P R I O R A V
E N
CUMMINGS PA RK DR
ROYAL LN
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Prepared by:City of Arden Hills Engineering DepartmentJanuary 24, 2014 mapdoc: ArdenHillsPathway2014 priority.mxdmap: ArdenH illsPathway2014 priority.pdf
Data Sources and Contacts:* Ramsey County GIS Base Map (12/15/13)* City of Arden Hills
DISCLAIMER:This map is neither a legally recorded map nor a survey and is not intended to be used as one. This map is a compilation of records,information and data located in various city, county, state and federal offices and other sources regarding the area shown, and is tobe used for reference purposes only. The City does not warrant that the Geographic Information System (GIS) Data used to preparethis map are error free, and the City does not represent that the GIS Data can be used for navigational, tracking or any other purposerequiring exacting measurement of distance or direction or precision in the depiction of geographic features. If errors or discrepanciesare found please contact 651-792-7846. The preceding disclaimer is provided pursuant to Minnesota Statutes §466.03, Subd. 21 (2000),and the user of this map acknowledges that the City shall not be liable for any damages, and expressly waives all claims, and agrees todefend, indemnify, and hold harmless the City from any and all claims brought by User, its employees or agents, or third parties whicharise out of the user's access or use of data provided.
Arden Hills Pathway
µ
0 0.55 1.10.275 MilesPriority Proposed Trails
Legend
Priority Proposed Trails
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: John Anderson, Acting Public Works Director
SUBJECT: Engineering Pool, Request for Qualifications
Requested Action
Provide staff feedback on request for qualifications for engineering consultants. Recommend for
Approval at June 27, 2016 Council meeting.
Background
The City of Arden Hills established an engineering consultant pool in 2007 under the direction of
City of Roseville staff. Since that time the pool concept as it related to engineering consultants
has not been updated. Earlier this year the City Council discussed engineering consultant
selection and expressed an interest in reviving the consultant pool.
Discussion
Staff has prepared a Request for Qualifications (RFQ) to be sent out to solicit interest in an
engineering consultant pool in a number of different types of work. The schedule for the RFQ is
as follows:
1. Issue Request for Proposal ................................................................................ June 29, 2016
2. Questions due to city staff .................................................................................. July 14, 2016
3. SOQs due ........................................................................................................... July 21, 2016
4. City completes evaluation of SOQs .................................................................... July 28, 2016
5. Council approval ............................................................................................. August 8, 2016
The full RFQ is attached for your review. It is our intent to send a notice of this RFQ to about 20
consultants that do work in these areas of expertise. In addition, staff plans to advertise this RFQ
on the League of Minnesota Cities website.
Attachments
Attachment A: Draft Request for Qualifications
AGENDA ITEM – 1F
MEMORANDUM
REQUEST FOR
STATEMENT OF QUALIFICATIONS
FOR
MUNICIPAL ENGINEERING CONSULTANT SERVICES
CITY OF ARDEN HILLS
June 2016
REQUEST FOR
STATEMENT OF QUALIFICATIONS
FOR
MUNICIPAL ENGINEERING CONSULTANT SERVICES
TABLE OF CONTENTS
SUBJECT PAGE
I. INTRODUCTION ................................................................................................................... 1
II. CITY PROCESS FOR DISTRIBUTION OF WORK ......................................................... 2
III. STATEMENT OF QUALIFICATIONS EVALUATION ................................................... 5
IV. PROPOSAL INSTRUCTIONS .............................................................................................. 6
V. PROPOSAL CONTENTS ...................................................................................................... 7
VI. CONSULTANT POOL SELECTION PROCESS ............................................................... 8
VII. CONTRACTING ETHICS..................................................................................................... 9
VIII. CITY INFORMATION ........................................................................................................ 10
Page 1
I. INTRODUCTION
This request for Statements of Qualifications (SOQ) has been prepared in order to retain the
services of professional consulting firms to provide municipal engineering services for the City
of Arden Hills. The City desires to establish various categories of services to which professional
consulting firms will be assigned. The City intends to identify three to five firms for each
category of service described in Section II. Firms included in the pool are eligible to be retained
in as many of the areas as they are qualified for.
City staff will collect SOQ’s and may select candidates for interviews. The City will establish
the pools based on review of the information provided and potential interviews.
The municipal engineering services desired include the planning, engineering, and support
activities necessary to implement various public improvements. The services may include, but
are not limited to:
• Comprehensive system/facility plans and studies
• Applications for various funding programs
• Preliminary engineering feasibility reports
• Design, construction, and legal boundary surveys
• Detailed design and plan preparation
• Major transportation projects (MSAS, County, FHWA)
• Technical specifications
• Competitive bid solicitation and evaluation
• Construction engineering, surveying, and construction observation services
• Contract management
• Preparation of record plans and final contract close-out reports
• Traffic engineering analysis
• Environmental document preparation
• Review of environmental documents/studies
• Review of site, grading, utility, and landscaping plans prepared by developers
• Review of preliminary and final plats
• Storm water modeling and water quality analysis
• Water main and sanitary sewer system analysis
• Participation in public meetings
• Miscellaneous specialty/technical services such as bituminous trails, sidewalks, retaining
walls, potable water wells, review of soils reports, utility permit reviews, drainage
investigations, etc.
Selection and future work assignments will take into consideration the workload, expertise
and past performance of proposing consulting firms or any of its representatives, and fee
schedules.
Page 2
II. CITY PROCESS FOR DISTRIBUTION OF WORK
The City of Arden Hills intends to select three to five firms for each category of service
described below. These pool consultants will be selected using a qualification based process.
Once the pool is established, a RFP process will be used as necessary to select a project engineer
for each specific project.
A. Detailed List of Services to be Provided
The following categories provide specific examples of tasks to be completed. This
list is intended to provide a broad perspective of the work necessary. This list is not
intended to be all inclusive.
1. Planning & General Engineering
• Prepare, review, update and revise comprehensive sanitary sewer, storm
sewer, water quality, storm water management, transportation, and park
systems’ plans for the City of Arden Hills.
• Advise staff and Council of estimated costs, alternative financing methods
and recommended schedules of needed capital improvements to implement
provisions of the comprehensive plans.
• Perform other related duties as requested in writing by the City Council or
authorized staff.
• Review, evaluate and submit suggested revisions to existing fee schedules
and assessment policies, utility user rates, public improvement financing
surcharges, and general financing of public improvement projects.
• Provide technical assistance and representation for the Municipal State Aid
street programs.
• Provide necessary information as requested by staff in preparation of
annual reports, budgets, bond obligation finance statements, etc.
• Assist in explanation of temporary construction easements or permanent
road, utility and / or drainage easements to property owners affected by
projects.
• Provide technical assistance to City staff to resolve resident complaints.
2. Design and Construction of Municipal Projects
a. Feasibility/Pre-design
• Prepare preliminary engineering and feasibility reports for proposed
public improvement projects.
• Perform topographic surveying for design purposes.
• Conduct public hearings and assist with necessary neighborhood
meetings.
b. Final design
• Prepare detailed plans, specifications and technical drawings necessary
for the construction of public improvements.
• Submit and coordinate permit process to meet all City, Watershed,
County, State and Federal requirements.
• Determine and provide legal descriptions and assist in the acquisition of
necessary easements.
Page 3
• Advertise and evaluate bids.
c. Construction
• Provide overall contract/project management acting on behalf of and as
an agent for the City.
• Conduct pre-construction meetings and coordinate with other utility
companies, contractors, governmental agencies, etc., to ensure the
proper scheduling, permit applications and general supervision of public
and private improvement contracts.
• Perform construction staking and location surveying.
• Perform inspection and construction observation services to ensure
compliance with City standards and approved plans and specifications.
• Document the type and location of public improvement installations and
prepare accurate record plans reflecting all changes or modification.
• Prepare contract Close-Out Reports and perform the testing and
inspections necessary to recommend acceptance to staff and the City
Council.
• Prepare public information materials (newsletters, notices, reminders)
for distribution to properties affected by construction.
d. Assessments
• Assists the City staff in determining the proper and equitable assessment
rates to properly finance public improvement projects.
• Provide cost breakdown of all related project costs to allow City staff to
prepare a detail assessment allocation.
3. Traffic Engineering and Transportation Planning
• Traffic forecasting
• Capacity analysis
• Traffic impact studies/mitigation analysis
• Review of Traffic Impact Studies prepared by developers
• Signal justification reports
• Pedestrian/bike facility design
• Traffic Signals/Signage Studies
• Speed Zone Studies
• Environmental documentation
4. Surface Water Resources Engineering
• Compliance review with Stormwater Management Plan
• Hydrologic analysis/Hydraulic design
• Storm water modeling
• Storm sewer design and analysis
• Water quality Studies/monitoring
• Erosion control
• Wetland delineation and mitigation analysis
• Storm water Best Management Practice (BMP) design and maintenance
• NPDES – MS4 permit compliance
Page 4
B. RFP Process
Once the engineering consulting pool is established, City staff will identify specific
projects that require a RFP as part of our purchasing policy. City staff will prepare a
detailed scope of services and provide it to those consultants in the appropriate pool.
The Consultant will respond to the RFP with a detailed proposal. The following
criteria will be used for considering a consultant:
1. The expertise and experience of both the firm and assigned personnel
with projects or activities similar to the one under consideration.
2. The consultant’s knowledge of particular equipment, methods, time
frames and services required.
3. The consultant’s ability to mobilize and make sufficient time, and
appropriate personnel available to complete the project or activity within
a specified time frame.
4. The appropriateness and flexibility of the consultant’s fee schedule in
relationship to the industry, the City’s desires and the scope of services to
be provided.
5. The past performance of the consultant with regard to existing or
previous projects or activities with the City.
6. The current workload of the consultant.
7. The proposed fees for the work to be performed.
C. Contract Award
Issuance of a RFP and receipt of proposals does not commit the City of Arden Hills to
enter into a contract. The City of Arden Hills reserves the right to postpone RFP
review for its own convenience, to accept or reject any or all proposals received in
response to a RFP, to negotiate with other than the selected Proposer should
negotiations with the selected be terminated, to negotiate with more than one
Proposer simultaneously, or to cancel all or part of a RFP.
Page 5
III. STATEMENT OF QUALIFICATIONS EVALUATION
Evaluation criteria for the SOQ’s will include:
1. Technical Qualifications
• Organizational structure/approach of firm.
• Availability of technical staff.
• Firm resources/integration of technology.
• Problem solving/innovation/client representatives.
2. Experience
• Qualifications and expertise/experience of key personnel.
• Demonstrated success/quality of firm’s previous and current projects with other
cities.
3. Personnel
• Size of company and availability of experienced/qualified staff.
• Recognized experts/specialty key personnel.
• Longevity and continuity of key staff.
4. Firm Reference
• Proven ability to lead and/or work together as a team on projects.
5. Previous Experience
• Experience with City staff/operations.
• Ability to work with Mn/DOT and Ramsey County, other agencies.
• Proven ability to meet or exceed needs/expectations.
6. Other Factors
• Any other factors deemed relevant by the evaluation panel.
Page 6
IV. PROPOSAL INSTRUCTIONS
1. All questions, correspondence, must be directed to:
John Anderson Acting Public Works Director
Phone: (651) 792.7846
JAnderson@CityofArdenHills.org
All questions are to be submitted in writing (via e-mail or US mail) and must be received
by 12:00 p.m. on July 14, 2016. City responses to questions will be forwarded to all
firms.
All submittals must be directed to:
Sue Iverson, Acting City Administrator
City of Arden Hills
1245 West Highway 96
Arden Hills, MN 55112
All SOQs must be received by 4:00 p.m. on July 21, 2016. Documents received after
that time will not be accepted.
2. SOQ Format
Statements of Qualifications must be prepared two-sided on 8-1/2" x 11" paper, with all
text clear of binding. Use of 11" x 17" foldout sheets for large tables, charts or diagrams
is permissible but should be limited. Index the proposal and sequentially number all
pages throughout or by section. Binders and covers will be at the Proposer’s discretion.
Please submit one unbound original and six (6) bound copies of the Statement of
Qualifications as well as a PDF file of proposal.
3. Examination of Proposal Documents
By submitting a SOQ, the Proposer represents that it has thoroughly examined and
become familiar with the work required under this request and that it is capable of
performing quality work to achieve the City’s objectives.
4. Addenda/Clarifications
Any changes to this SOQ will be made by written addendum and provided to all
consultants who have received this packet. No verbal modifications will be binding. The
City reserves the right to reject any or all SOQ’s or to request additional information
from all applicants.
Page 7
5. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Proposer in:
• Preparing its proposal in response to this SOQ;
• Submitting the proposal to the City of Arden Hills;
• Preparation and participation in an oral interview;
• Negotiating with the City of Arden Hills regarding any matter related to this
proposal; and
• Any other expenses incurred by the Proposer prior to the date of execution of the
proposed Agreement.
6. Joint Offers
Where two or more consultants desire to submit a single proposal in response to this
SOQ, they should do so on prime-subcontractor basis rather than as a joint venture. The
City of Arden Hills intends to contract with a single firm and not with multiple firms
doing business as a joint venture.
V. PROPOSAL CONTENTS
The consultant’s submittal must contain and clearly identify the following elements.
A. Letter of Transmittal
1. Name of the firm, local address, email address and telephone and fax numbers of
contact person during period of proposal evaluation and the date of your
submittal; and
2. Acknowledgement of receipt of SOQ addenda, if any.
B. Table of Contents
Include a clear identification of the material by section and page number.
C. Consultant Qualifications/Profile
Include qualifications of the firm as it relates to municipal engineering services.
D. Key Personnel
The consultant must provide the names, qualifications and resumes of key personnel that
will be routinely assigned to City projects. Identify the lead client service contact that
will be responsible for the management and administration of a contract with the City.
Identify the short- and long-term availability of all persons included in the SOQ.
Page 8
E. Subconsultants
If applicable, the proposal will identify any subconsultants who may be necessary to
complete any of the basic municipal services outlined in Section II, including their
qualifications, key personnel, experience, and resumes.
F. Exceptions and Deviations
Any exceptions to the requirements in this SOQ must be included in the proposal
submitted by the Proposer. Segregate such exceptions as a separate element of the
proposal under the heading “Exceptions and Deviations.”
G. References
1. Please include a list of municipal clients where related services are/were provided
by staff identified in Section D and the name and telephone number of a person
who may be contacted at that municipality.
2. Include a list of current municipal clients identifying projects in progress, the
specific activities being performed, and the name of a person who may be
contacted at the municipality.
3. Include a list of previous or current services provided to the City of Arden Hills.
4. Include a list of private clients for who work has been or is being performed
within the City of Arden Hills, the type of project, the specific activities
performed, and the name of a person who may be contacted at the client.
H. Fees
1. Please include a fee schedule for 2016, including hourly rates, specialty rates,
multipliers, percentages, etc., for the various classifications of personnel proposed
to provide services under a contract with the City. Identify all services that are
excluded from these hourly rates (i.e., direct expenses, mileage, etc.).
2. Specifically state the firm’s preferred method of calculating fees for different
types of services provided.
VI. CONSULTANT POOL SELECTION PROCESS
All SOQs received will be reviewed by a panel of City staff consisting of Sue Iverson, Interim
City Administrator; John Anderson, Acting Public Works Director; and Joe Mooney Public
Works Superintendent. The panel may select firms to be interviewed. If interviews are
scheduled, staff anticipates the interview would last approximately one hour and would include
time for both a presentation by the firm as well as questions from the interview panel. Based
upon review of the SOQs and potential interviews, City staff will recommend to the City Council
a pool of firms. The Arden Hills City Council will make the final determination of the municipal
consultant pool and will be the contracting authority.
Page 9
The following is the estimated schedule for the consultant selection process:
1. Issue Request for Proposal ................................................................................ June 29, 2016
2. Questions due to city staff .................................................................................. July 14, 2016
3. SOQs due ........................................................................................................... July 21, 2016
4. City completes evaluation of SOQs .................................................................... July 28, 2016
5. Council approval ............................................................................................. August 8, 2016
This schedule is approximate and may change.
VII. CONTRACTING ETHICS
1. No elected official or employee of the City who exercises any responsibilities
in the review, approval or implementation of the proposal or contract shall
participate in any decision, which affects his or her direct or indirect financial
interest.
2. It is a breach of ethical standards for any person to offer, give, or agree to give
any City employee or Council person, or for any City employee or Council
person to solicit, demand, accept, or agree to accept from another person or
firm, a gratuity or an offer of employment whenever a reasonable prudent
person would conclude that such consideration was motivated by an
individual, group or corporate desire to obtain special, preferential, or move
favorable treatment than is normally accorded to the general public.
3. The firm shall not assign any interest in this contract and shall not transfer any
interest in the same without the prior written consent of the City.
4. To remove any potential or actual conflict of interest, a Regular or Specialty
consultant representing any private party client submitting a project or activity
to the City shall not represent or review the project or activity on behalf of the
City.
5. This firm shall not accept any private client or project which, by nature, places
it in ethical conflict during its representation of the City of Arden Hills.
Page 10
VIII. CITY INFORMATION
A suburb in the Twin Cities metropolitan area, Arden Hills is located approximately 8
miles north of downtown St. Paul and Minneapolis. It is situated in the northwestern
portion of Ramey County and covers 9.4 square miles with a population of 9,652
(2000 census). Arden Hills’ residents enjoy a high quality of living with great parks
and trails, excellent access to the regional transportation system and stable, diverse
neighborhoods. The City serves as home to many large corporations, such as Boston
Scientific and Land O Lakes, a number of small to medium size businesses, and two
private colleges.
The Twin Cities Army Ammunition Plant (TCAAP) and Arden Hills Army Training
Site (AHATS) occupies nearly one-third of the entire land area of Arden Hills, or
approximately 4 square miles (2,370 acres) in the northern part of the City.
The City is responsible for maintaining about 31 miles of roadways, about 66 cul-de-
sacs, and an extensive storm water collection and treatment system. The sanitary
sewer collection system includes 42 miles of mains and 14 lift stations. The City
purchases its water from the City of St. Paul via the City of Roseville. The system
includes two water towers, a booster station and 38 miles of pipes. The City also has
many wetlands, lakes, and other significant environmental features.
The City of Arden Hills is a Plan A Statutory City. The City Council is the legislative
and policy making body of the City, which is made up of four Council Members and
the Mayor. The City Administrator is accountable to the City Council for the
implementation of Council direction and the administration of affairs of the City. The
City Council meets the second and last Monday of the month.
IT services are contracted through Joint Powers Agreements with the City of
Roseville. Fire and police services are contracted with the Lake Johanna Fire
Department and the Ramsey County Sheriff’s Department, respectively.
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: John Anderson, Acting Public Works Director
SUBJECT: Boulevard Maintenance
Requested Action
Provide feedback to staff on boulevard maintenance.
Discussion
Public Works cuts nearly 50 acres of grass though out the city in various locations. Much of this
is in city parks or along trails but we maintain areas around lift stations, water towers and other
city owned property. Some of the areas we have historically cut fall in boulevards adjacent to
private property. Staff is reviewing the areas we cut to make sure we maintain city property and
not private property. A few of the locations we have come across that are private property, but
mowed by the city include; 1445 Floral drive (across from Floral park), the east boulevard along
Hamline Avenue between Floral Drive and Wyncrest.
We have been dropping off these areas from our mowing routine as we review our procedures.
We wanted to provide this information to the City Council in case this change caused concerns
for the City Council. We still plan to maintain areas where the sight distance is limited at
intersections such as along the east side of Snelling Avenue south of Lindy’s Park.
Attachments
Attachment A: Sample area showing mowing change
AGENDA ITEM – 1G
MEMORANDUM
H A M L I N E A V E N1423
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Legend
MowTrail
Water
Buildings
Driveways_and_lots
mowing
Boulevard Maintenance
X
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X Private boulevard
DATE: June 20, 2016
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: John Anderson, Acting Public Works Director
SUBJECT: Johanna Marsh Tennis Court
Discussion
In May of 2016 staff brought forward concerns about the safety of the playing surface at the
Johanna Marsh tennis court. The City Council directed staff to contact the insurance carrier and
get direction if we need to close the court because the play surface is uneven and creates a
tripping hazard. Council also directed staff to notify the association in that neighborhood of any
developments. The recommendation from the insurance carrier was that the court should be
closed. Staff locked the court, posted a sign and contacted the Association president. Discussion
at the May 16, 2016 City Council workshop also touched on future plans for the court. Given the
tennis court is presumably constructed on questionable soils and there has been settlement that
has taken place over time repairs and reconstruction costs could be substantial. This court was
planned to be resurfaced in 2014 but the contractor the city was dealing with had more work that
he could complete that year and the work was not done. When staff requested quotes in 2015 for
this court to be resurfaced, the consensus of the contractors was the bituminous base needed to
be addressed before it was worth resurfacing the court.
The City Council referred the matter to the Parks Trails and Recreation Committee to get input
from the neighborhood on the tennis court and alternatives if the tennis court is cost prohibitive
in this location, a draft copy of their survey is attached. At this point there has been no current
cost estimate prepared associated with rehabilitating the tennis court. In order to establish the
paving section and soil corrections needed to support a tennis court, soil borings would need to
be drilled and opinion from a geotechnical engineer should be obtained. Additionally, assuming
some sort of soil corrections are needed a wetland delineation should be prepared to identify if
wetland impacts are a factor.
Background information is attached, the following is a time line of events relative to this tennis
court.
AGENDA ITEM – 1H
MEMORANDUM
Johanna Marsh Tennis Court timeline
1974 – Tennis Court Built by property owner Sheehy
November 1994 – land donated to the City of Arden Hills, city locked tennis court due to surface
conditions
September 1995 – Arden Hills Association request for private use of tennis court
October 1996 – 5 year lease agreement signed between the association and city providing private
use by the association, maintenance responsibilities during this time fall on the association
2001 – 5 year lease extended another 5 years
April 9, 2007 – staff report to City Council City Council approved lease extension thru Dec 31,
2007
Sept 18, 2007 – PTRC recommends to the City Council to designate the tennis court and
property as public park and place the court on the hard court maintenance schedule
Sept 24 2007 – City Council discussion, table to October meeting
Oct 29, 2007 – City Council ordered court to be resurfaced, the lease not renewed and the court
opened to the public
March 10, 2008 – award contract to Buck Blacktop $4,820 tennis court resurface
2014 – CIP project planned to resurface the court, not completed due to contractor availability
2015 – CIP project planned to resurface the court, not completed due to concerns about
bituminous base
May 16, 2016 – City Council Workshop, directed the staff to consult with insurance carrier on
liability, close the court if recommended, requested PTRC to survey the neighborhood on
alternatives if replacement of the court is cost prohibitive
Attachments
Attachment A: 10-29-07 City Council Minutes
Attachment B: 1996 Lease
Attachment C: 9-19-07 Staff memo
Attachment D: 2008 court improvements
Attachment E: 03-31-08 City Council Minutes
Attachment F: Draft of PTRC survey questions
AGENDA ITEM – 1I
MEMORANDUM
DATE: June 20, 2016
TO: Honorable Mayor and City Council
FROM: Sue Iverson, Interim City Administrator/Director of Finance and Admin Services
SUBJECT: Personnel Committee Discussion
Background/Discussion
The Personnel Committee will have a discussion with the full City Council on personnel items.