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Home My WebLink AboutCCP 08-12-1996 . fl~;@ Ie AGENDA I ARDEN HILLS CITY COUNCIL MEETING NEW BRIGHTON COUNCIL CHAMBERS I MONDAY, AUGUST 12, 1996, 7:30 P.M. 7:30 P.M. 1. Call to OrderlRoll Call I 7:30 P.M. 2. Agenda Adoption I 7:35 P.M. 3. Approval of Minutes a. July 29,1996, Regular Council Meeting I 7:40 P.M. 4. Consent Calendar a. Workers Compensation Managed Care b. Machinery and Boiler Insurance Coverage I c. Claims and Payroll I 7:45 P.M. 5. Public Comments -' 7:50 P.M. 6. Unfinished and New Business a. Authorize Preparation of RFP for Architectural Services and Mailing List b. Accept Bids on Dump Truck I c. Appointment of Election Judges 8:30 P.M. 7. Administrator Comments I 8:40 P.M. 8. Council Comments I 8:50 P.M. 9. Adjourn I The above times may vary depending upon length of issue discussion. I I Ie I I ! .....-. ---..- . eI AUGUST MEETINGS SEPTEMBER MEETINGS . August 12 Council Worksession 6:30 P.M. September 4 Planning Commission 7:30 P.M. . August 12 Council Meeting 7:30 P.M. September 9 Council Meeting 7:30 P.M. September 11 Human Rights Committee 7:30 P.M. . August 19 Council Worksession 4:30 P.M. September 16 Council Worksession 4:30 P.M. August 21 Economic Dev. Committee 8:00 A.M. September 18 Economic Dev. Committee 8:00 A.M. . August 22 Finance Committee 7:30 P.M. September 19 Public Works/Safety 7:30 P.M. August 26 Council Mecting 7:30 P.M. September 24 Park & Rec. Committee 7:00 P.M. . August 27 Park & Rec. Committee 7:00 P.M. September 26 Finance Committee 7:30 P.M. September 30 Council Meeting 7:30 P.M. . . " I . fc . . . . J . . -- --..-..-..- I ~e CITY OF ARDEN HILLS MEMORANDUM I DATE: August 9, 1996 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrato@ SUBJECT: Administrator Comments for August 12, 1996 City Council Meeting I 1. Approval of Minutes The Council is asked to approve the Minutes of the July 29, 1996 Regular Council I Meeting. 2. Consent Calendar I a. Workers Compensation Managed Care The Council is asked to authorize entering into a contract with CorVel for I Managed Care services. This will result in a premium savings of ten percent (10%). .. b. Machinerv and Boiler Insurance Coverage The Council is asked to authorize staff to obtain Machinery and Boiler Insurance coverage through LMCIT. I c. Claims and Pavroll The Council is asked to approve claims and payroll for the period most recently I ended in the amount of$214,488.54. The Council should note payments to MCES in the amount of$47,023 for August sewer charges, to Ramsey County in the amount of $47,043 for August Law Enforcement, and to Waterpro Supplies in I the amount of$10,598.69 for the Highway No. 10 Watermain Project. 6. Unfinished and New Business I a. RFP for Architectural Services I The Council is asked to authorize the preparation of the Request for Proposal, and to solicit proposals from five (5) architectural firms. I b. Accent Bids on Dump Truck The Council is asked to approve the purchase of a new dump truck from Boyer Ford in the amount of$51,504. The City received three bids, all of which were within $500. This bid did not include all of the equipment for plowing. Mr. Stafford will be bidding that component in the near future. . - I Administrator Comments for August 12, 1996 City Council Meeting J Page 2 August 9,1996 c. Appointment of Election Judges I The Council is asked to appoint Election Judges for the September 10, 1996 State I Primary Election. I BF/sls I I I I .. I I I I I - - . - I" .. I CITY OF ARDEN HILLS ,. MEMORANDUM DATE: August 5, 1996 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrator@) SUBJECT: Workers Compensation Managed Care I Background I The City currently pays a premium of $ I 7,904 for workers compensation coverage. Over the past year, staff has investigated the concept of utilizing a Managed Care Plan for workers compensation cases. I The purpose of a Managed Care plan is to exert greater management control over the treatment of compensable injuries. This typically results in reducing costs while increasing the quality of I medical care. The initial savings to the City is a ten percent (10%) reduction ($1,790) in our workers compensation premium. There is no direct cost to the City for participating in this program. .. CorVel Corporation has been endorsed by the League of Minnesota Cities Insurance Trust to provide this service. After a review of several companies and discussions with our insurance I agent, T.C. Field & Company, staff believes this action to be appropriate. I Staff would recommend this service begin September 1,1996. Recommendation I Staff recommends the Council authorize the execution of a two-year contract with CorVel Corporation to provide Managed Care to the City of Arden Hills. I BF Isis I I I ,. I --------- ... ". I INDIVIDUAL CITY SERVICE AGREEMENT coiVel-' - Per request of the City of Arden Hills, CorVel will provide services to its injured workers I as outlined in the attached Pricing Agreement. I The term of this Agreement is for a period of two (2) years from its effective date. Unless otherwise indicated, this Agreement shall renew at that time and run continuously from that point I or until terminated. This Agreement may be terminated without cause by CorVel or the City of Arden Hills for cause upon ninety (90) days written notice any time after the expiration of the . initial two (2) year term. The undersigned is acknowledging that they have been supplied with a copy of the I PAYOR Agreement as signed by the League of Minnesota Cities Insurance Trust. This Service Agreement will be attached as an exhibit to the PAYOR Agreement dated I May 1, 1994, and on file with the League of Minnesota Cities Insurance Trust. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. .. CITY CorVel I I Kelley Solheid I City of Arden Hills Account Executive 1380 Energy Lane, #205A/B I St. Paul, MN 55108 Effective Date I Number of Employees I Unemployment Insurance # Federal Tax ID Number I .. CorVe! Corporation 1380 Energy Lane' Suire 205A1B . St. Paul, MN 55108.612 642 1717 . I 800275 8893 . Facsimile 612 642 0142 I I" .~ CorVeI Corporation #2. 1380 Energ)" une 1 Suire 205N205B (I Sr. Paul. MN 55108 'r.~; 6126421717 '~, z ~/0/; ,. facsimile 612 642 0142 .. I , , CorCare I PAYOR AGREEMENT I This Agreement to be effective on the 1st day of May, 1994, by and between CorVel Corporation, dba CorCare, a Delaware Corporation (hereinafter referred to as "CorCare"), and the League of Minnesota I Cities Insurance Trust (hereinafter referred to as "PAYOR"). . RECITALS I WHEREAS, CorCare has established a managed care network of health care and medical service providers throughout Minnesota to provide quality and cost effective health care, as defined in Minnesota Administrative Rules, MR 5218.1000 through 5218.9000 and related Acts and Statutes; and 1 WHEREAS, PAYOR is a "Joint Powers Entity" formed to provide pooled self-insurance workers' compensation coverage to its participating members and desires to have CorCare provide specific services .. to such participating members that may request managed care services from CorCare in connection with such workers' compensation program; and 1 WHEREAS, CorCare is willing to provide such services on the terms and conditions hereinafter stated. I NOW, THEREFORE, the parties hereto agree as follows: I 1. DEFII''ITIONS I 1.1 "Attending Physician" means a doctor or physician, who is primarily responsible for the treatment of a workers' compensation injury or illness, and who is: I (a) A medical doctor or doctor of osteopathy licensed by the Board of Medical Examiners for the State of Minnesota or a board certified oral surgeon licensed by the Minnesota Board of Dentistry; or I (b) A medical doctor, doctor of osteopathy, or oral surgeon participating in and licensed under the laws of the State of Minnesota or another state; or . (c) A chiropractor licensed under the laws of the State of Minnesota or another state. ,. 1.2 "Insurer and Payor" means League of Minnesota Cities Insurance Trust and any designated third party administrators authorized to transact workers' compensation benefits on its behalf 1 Cor Vel Preferred Care .. ... CorCare, Inc. . Payor Agreement .. Page Two 1.3 "Peer Review" means the evaluation of the care provided to a worker by review of the pertinent I records and/or personal interview with the attending physician or consultant. Such evaluations shall be conducted by a group designated by CorCare, which must include, but is not limited to, members of the same healing art. I 1.4 "Health Care Provider" has the meaning given in Minnesota Statute Chapter 176. 1.5 "Report" means medical information transmitted in written form containing relevant subjective and I objective findings. Reports may take the form of brief or complete narrative reports, a treatment plan, a I closing examination report, progress notes from the worker's medical file, or any forms filed in accordance with the Provider Manual and/or as required by CorCare. 1.6 "In;ured Worker" means employee of the panicipating member using CorCare Managed Care I Services who is eligible to receive workers' compensation benefits from the PAYOR, and who is entitled to receive benefits under Minnesota Statute Chapter 176 for medical services. I 1.7 "Medically Necessary and/or Medical Necessity" means that any covered services the injured worker receives are consistent with physician's duty of care and applicable community standard of practice; .. appropriate by place and level of care in amount, duration, and frequency necessary for the diagnosis or treatment of an illness, disease, accidental bodily injury, or condition harmful or threatening to the injured worker's life or health; received in the most cost effective, medically appropriate setting that can reasonably 1 be utilized; not provided solely or primarily for the injured worker's or physician's convenience. 2. RELATIONSHIP OF THE PARTIES . 2.1 Particioation. CorCare has established a network of providers to deliver medical services to I workers throughout the State of Minnesota. Each Provider is an independent contractor, who will deliver medically necessary covered medical services, pursuant to that certain contract for such services with I CorCare, and according to the laws and administrative rules relative to workers' compensation in Minnesota. PAYOR has an obligation to pay for medically compensable injuries for its workers and desires to use CorCare Providers to deliver such medical services. I 2.2 Indeoendent Contractors. None of the provisions of this Agreement are intended to create, nor shall be deemed or construed to create, any relationship between the parties hereto, other than that of . independent contractors. Neither of the parties hereto, nor any of their respective officers, directors, or employees, shall act as, nor be construed to be, the agent, the employee, or representative of the other. 2.3 Dutv to Hold Harmless. PAYOR and CorCare each agree to indemnify, hold hannless, and defend . the other from all claims, liabilities, damages, losses, and expenses of third parties, as relates to their .. respective obligation under this Agreement. I .' ~ 1 CorCare, Inc. ,. Payor Agreement Page Three . 3. OBLIGATIONS OF PAYOR 3.1 PAYOR agrees to follow the terms and conditions of this Agreement and the Provider Manual, I particularly those procedures involving the tracking and management of injured workers. 3.2 PAYOR agrees to offer its covered workers access to CorCare Providers, when medical services I are needed for a compensable injury. I 3.3 PAYOR agrees to comply with all Minnesota's Laws relating to workers' compensation and managed care organizations. . 3.4 PAYOR agrees to deliver the names of eligible covered workers to CorCare and its Providers, and notifY in writing CorCare and its Providers of any changes in eligible covered workers or plan coverage. In the event PAYOR provides identification documents to its workers, PAYOR agrees that CorCare I Providers can reasonably rely that a person in possession of said documents is entitled to covered services for which PAYOR will pay, pursuant to this Agreement. .. 4. OBLIGATIONS OF CORCARE I 4.1 To make available to PAYOR's covered workers a network of Providers, who will deliver necessary, appropriate medical care. Each provider is an independent contractor and has agreed to deliver I medical services, pursuant to PAYOR's workers' compensation benefit plans, the CorCareIProvider agreement, and the state law. 4.2 To comply with all Minnesota's Laws regarding managed care organizations and workers' I compensation. I 4.3 To report periodically to PAYOR or its third party administrator claims information in content and form, as agreed to by the parties, and to cooperate with claims administration utilized by PAYOR. I 4.4 To provide a directory of CorCare participating Providers for use by PAYOR and its covered workers. I 4.5 To assist in developing educational programs for occupational safety and health, and, upon request, facilitate Provider visits to PAYOR's covered employment sites. . 4.6 To publish a "Provider Manual," setting forth administrative procedures for billing, referrals, quality, and utilization review. CorCare shall update the manual on a periodic basis. f'4.7 To provide tracking and case management services, as requested by PAYOR. 1 , I CorCare, Inc. I Payor Agreement .. Page Four 4.8 To provide PAYOR orientation materials to be used to inform employers and employees about the I MCO program, and how to access medical services throug.l-t the CorCare. 5. UTILIZATION MAt'\'AGEMENT. INSURANCE & INDEMNIFICATION I 5.1 Providers agree to participate in, and comply with, utilization review and quality assurance I programs established by CorCare. In order to facilitate review, PAYOR will provide CorCare with appropriate authorizations to review medical records or copies or records of workers treated by CorCare . providers, including, if necessary, the right to acquire such authorizations or records directly from the worker. Where appropriate, PAYOR or worker will provide CorCare with other relevant information pertaining to worker necessary to resolve a claim. I 5.2 CorCare requires its Providers maintain professional and malpractice liability insurance in amounts as established by CorCare. I 5.3 CorCare is not responsible for payments of claims submitted by any participating Provider for furnishing covered or uncovered services to workers. CorCare is not an insurer, guarantor, or underwriter .. ofthe responsibility or liability of PAYOR to provide benefits under any plan. 5.4 In no event shall either PAYOR or CorCare be liable for any claim, injury, demand, or judgment, I based on a tort, express or implied warranty, or any other grounds whatsoever arising out of the diagnosis, treatment, or other medical services provided to workers by CorCare participating Providers. I 6. MEDICAL RECORDS/CONFIDENTIALITY 6.1 The parties will participate in a system for sharing records among PAYOR, TPA, CorCare, and I Providers, subject to State and/or Federal Law regarding confidentiality. The parties agree to retain I records in accordance with State and/or Federal Laws regarding record retention. Such obligations continue despite the termination of this Agreement. 6.2 Any authorization for release of medical records signed by an injured worker shall indicate that I records will be shared among Payor, TPA, CorCare, and Providers. 6.3 In the event of termination of this Agreement, upon request of CorCare or the injured worker, I PAYOR or TPA shall make all relevant medical records available for copying by CorCare or other participating Providers. I 6.4 The parties shall treat all medical records of injured workers as confidential, in accordance with all .. Federal and State Laws and Regulations regarding the confidentiality of patient records. I r-.. "'':- . 1 CorCare, Inc. ,. Payor Agreement Page Five 1 7. DISPUTE RESOLUTION . 7.1 PAYOR and CorCare shall attempt to resolve any dispute under this Agreement informally. Notice of any PAYOR complaint or dispute shall be filed in writing with CorCare within thirty (30) days of the origin of the dispute to assure appropriate processing. Complaints or disputes as to claims management, I uti1ization review, and quality assurance shall be resolved informally, if possible. If resolution is not possible, then the issue will be resolved by arbitration, in accordance with rules and procedures established by the American Arbitration Association. . 8. TERI\1INATION OF AGREEMENT I 8.1 This Agreement shall be effective from the date first written above, until terminated or amended. I 8.2 This Agreement shall run for a term of one (1) year, unless sooner terminated under the terms of this Agreement. .. 8.3 This Agreement shall automatically renew for further I-year terms on each anniversary date of the effective date of this Agreement. I 8.4 This Agreement may be terminated by either party by written notice to the other party sixty (60) days in advance of such termination. I 8.5 This Agreement shall automatically terminate, should either party cease to do business in Minnesota. I 8.6 Any termination of this Agreement shall have no effect on the obligations of the parties arising prior to termination. I 9. GEJII'ERAL PROVISIONS . 9.1 This Agreement may not be assigned, delegated, or transferred by either party without the written consent of the other party. I 9.2 The validity, construction, and interpretation of this Agreement shall be governed by the laws of the State ofMinoesota. . 9.3 This Agreement and any attachment, addendum, or other document referred to herein constitutes ,. the entire agreement between the parties hereto pertaining to the subject matter hereof, and supersedes all prior agreements, understandings, negotiations, and discussions, whether oral or written, or the parties pertaining to the subject matter hereof 1 -., CorCare, Inc. I Payor Agreement .. Page Six 9.4 This Agreement is not intended to be exclusive. Both PAYOR and CorCare shall remain free to I contract with other entities with respect to the type of activities covered under this Agreement, and CorCare may contract with other health care P A YORS 'With respect to services subject to this Agreement. 9.5 Any notice required hereunder shall be in writing, and shall be deemed to have been given when I either: (a) personally delivered; or (b) deposited in the United States mail, postage pre-paid, and, in the case of notice of amendment of this Agreement, by certified mail. I 9.6 In the event any provision of this Agreement is detennined to be invalid or unenforceable, the remainder of the provisions of this Agreement shall remain in full force and effect. . 9.7 The waiver by either party of breach or a violation of any provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach. Failure or delay on the part of either party I to exercise any right, power, or privilege hereunder shall not operate as a waiver of any further exercise thereof. I 10. SCOPE OF COVERAGE .. 10.1 CorCare will provide MCO services to employers and their employees located throughout the State of Minnesota. 1 11. COMPENSATION I 11.1 PAYOR shall pay to CorCare fees and/or charges as outlined in the attached financial addendum. I IN WITNESS WHEREOF, the parties hereto have executed this Agreement. I PAYOR CorCare I 1 ~ I I League of Minnesota Cities Insurance Trust 1380 Energy Lane, Suite 205A1205B -. 3490 Lexington Avenue North St. Paul, MN 55108 Shoreview, MN 55126 1 - . CITY OF ARDEN HILLS .- MEMORANDUM - DATE: August 6,1996 . TO: Mayor and City COuncil . FROM: Brian Fritsinger. City Administrato(r}'{' I SUBJECT: Boiler and Machinery Coverage . Backproun.!! . S~'rn1 mon", 'go, ", Ci'Y Cm'''iI di=,,,, ."" <0 ooonid,,", 0'" fO; Boil" "'" MOOhio"y Cove""", n,;, onvemg, wool' be io ""ilioo <0 <b, 'omon oompreh'onive onvemg, currently carried by the City. I n,;, onwmg, woold iOdo', iI'm, liire lift ."ioon, ""_on, pipJog, d,_", "Ci'Y lfuJI from m, oondilio",og 0; Ii"liog Pmbl'm" Th, 'ononl premi", fO; ilii, onve"'g, i, "" . Recommendation SO,ft monmmond, ", CO",'iI "Pem" <b, mldilion of Boil" "'" ""'hiom" '""m,,,, """ .- direm ",ft '0 '"mplm, "'I "'''''"'Y doo""''"'''ti"O <0 "~'in "i, 'mOmg, -.... BF/sls . T_-C~FTfCD-&C6~-cPAN-Y ~ 11'-' I( 'cl n ,',' ,: n,l B "nJ i S i '1.' <' .~ c) I ~ I I Boiler and Machinery Coverage proposal I Presented to I lhe City of Arden Hills I comprehensive Coverage (Including production Machines) I Limits: $5,000,000 Per AnyOne Accident combined Property I Damage, Business Interruption and Extra Expense $ 25,000 Expediting Expenses -- $ 25,000 Ammonia Contamination ,., $ 25,000 Water leakage $ 50,000 Ice Rink Buried Piping Deductible - $500 per Accident Annual Premium - $474.00 C.""g' .,.,,,'" by tb, ,,,gu,.f Mi"""'" Cili" i",U""" T,wl "d bee.'"'" part of the package policy. -- --- - - -- - - - - --- - - - - - - - --- ---- -- -- ----- - ----- ----- ----- -- -- ---- 330 N""h Ruh,,' Street _ St- Pel"\' Hinu",,'l 31\01- (6\2) 227-8403 r"" (6\2) 221-0301 ;,hihng AJ,lrl"" P.o. [I", 64016 - St p"uL Minnt",t" jj \64 An Afhrnr(lti\''': Action Ernr\.l)Vd ,~~ ( 1;:;::'1 ....,-....-./' . ~ CITY OF ARDEN HILLS PAGE1OF2 " ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT THE 08/12/96 COUNCIL MEETING I I CLAIMS PAID SINCE LAST COUNCIL MEETING (07/29/96) I' t:ki# :rt:ki,I)A1'Il1.~ll. "" """""""""""""'FAIlOtlNXI'..COMMENTS..."".. '.'.'.'.'.'.'.'.':::::.(1 1 I . 10719 07/?IJ/96 AT&T Wireless Services 58.12 Current Invoices 10720 07/?IJ/96 Minnesota Mutual 453.95 AU2Ustlnsurance 10721 07/?IJ/96 David Bartholomav 176.48 Refund 80% - Buildino Permit #5424 10722 07/?IJ/96 Midwest Asohalt CorD oration 22021 Road Materials - W /Discount I 1072.1 07/?IJ/96 Northern Escrow, Inc. 16,272.00 Pay Estimate #2 - 509 Projects 3,817.00 Retainaoe Released !Total - $20,089.00\ 10724 07/?IJ/96 T.A. Schifsky & Sons, Inc. 29,431.50 Pay Estimate #1 - 1996 Street Improvements {2.943.15 10% Retainaoe {Total - $26.488.35\ I 10725 07/?IJ/96 Veit & Company. Inc. 11.786.30 Partial Pay Estimate #5 - Perry Park 15,418.75 Retainaoe Released {Total - $27.205.05\ 10726 07/?IJ/96 Learue of Minnesota Cities 698.00 US West - "Rimt ofWav" Case I 10727 07/?IJ/96 Westside Wholesale, Inc. 85.20 Toro Groundsmaster (#49) - Two Tires 10728 08/01196 Metronolitan Council Environmental Servo 47,023.00 Sewer Charoes - AUOllst 10729 08/01/96 Blue Fox Bar & Grill 1,013.81 Refund - 2Q96 Utility Overpayment 107?IJ 08/02/96 Bunker Hills Wave Pool 33.?IJ Summer PlavlITound Trin - 08/02 I 10731 08/09/96 ChristODher Diemer 79.67 Reimbursement - Julv Mileaoe 10732 08/09/96 Public Emnlovees Retirement Association 2.273.48 First AUlrust Pavroll 10733 08/09/96 leMA Retirement Trust 457 1.121.92 First AUOllst P avroll 10734 08/09 96 State Canitol Credit Union 2 803.95 First AUlrust Pavroll "I I 1 Subtotal - Paid Claims 129.823.491 I I Paid Claims From Above - 129,823.49 Add Unpaid Claims, Page 2 of 2 84.665.05 I Total Accounts Payable Claims for Conncil Approval. 08/12 214488.54 I 1 I Ie Note: Checks for unpaid claims totaling $203,097.16. were issued on July 30th, 1996 after approval at the July 29th, 1996 Council Meeting. They were check numbers 10652-10718. I This sequence corresponds to unpaid temporary numbers TI-T67. Check numbers 10649-10651 were used for alignment. c"""" 1 I - CITY OF ARDEN HILLS PAGE20F2 " ACCOUNTS PAYABLE CLAIMS REPORT TO BE APPROVED AT 08112/96 COUNCIL MEETING I . UNPAID CLAIMS REGISTER: 111lMP.*I.CK:.DA11l.I.....~ lJi.MoUl!fI'li COMMENTS. ........iill I I I TOOl 08/13/96 A 1 Hvdraulic Sales & Service 7.31 Vehicle #50 Hose Fitting TOO2 08/13/96 Alpha Video and Audio. Inc. 372.75 13" Sony Monitor / Accessories T003 08/13/96 Animal Control Services, Inc. 238.34 Doel Cat Enforcemen t, 07J\J8 - 07/24 T004 08/13/96 Arden Hills Nursery 1,070.96 Gateway Flower Gardens I T005 08/13/96 AT&T - Kansas Citv 45.30 Current Invoices Lo02 Distance T006 08/13/96 Christina Baltes 30.00 Refund - Sports Camp T007 08/13/96 Beisswenger's How- To Store 287.14 Julv Purchases Parks Department I T009 08/13/96 Bifrs. Inc. 429.98 Portable Toilets July (Ei2ht Parks) TOlO 08/13/96 Lu Ann Brunn 200.00 City Hall Janitorial Services, 07/15-08115 TOll 08/13/96 Capitol Supply Company 29.96 ReDair Drinkine: Fountain Perry Park T012 08113196 D2 Services 948.32 Lift #2 Repairs . TOt3 08/13/96 Davies Water Equipment Company 519.33 Materials - Hillhwav 10 Watermain Proiect T014 08/13/96 Gary En.ep 594.00 Mustane Football Camp 22 Participants T015 08/13/96 Focus News 55.44 Ad - Public Hearin., Welsh Site Plan Review T016 08/13/96 Frattallone's Hardware Stores 73.74 Ju1v Purchases Parks and Public Works I Ton 08113196 G1enwood Inelewood 13.40 July Service T018 08/13/96 Greenhaven Printing: 127.80 2,500 Letterheads Printed T019 08/13/96 Kathleen Hahn 60.00 Refund Great Outdoors Camp .. T020 08/13/96 Hvdro Supply Company 1,601.85 24 - 3/411 Meters and Meter Wire T021 08/13/96 l.U.O.E. Local 49 Benefit Fund 5.850.00 Insurance, September November T022 08/13/96 Independent Sports Network (lSN) 2,864.50 Slow Pitch Umpires, Ju1v T023 08/13/96 J.C. Auto Supplv 15.94 Vehicle #13 Oil Filters I T024 08/13/96 Kath Auto Supplv 303.43 July Purchases - Parks and Public Works T025 08113196 Ziaurds Kauls 2,170.00 Basketball Camp T026 08/13/96 League of Minnesota Cities 31.46 Directory of Minnesota City OffIcials T027 08/13/96 David Leiser 295.00 Basketball Camp - Little Dribblers I T028 08/13/96 Locator & Monitor Sales 75.00 Repair Locator T029 08/13/96 Janet Mareolis 60.00 Refund Great Outdoors Camp T030 08113196 Medtox Laboratories 25.00 Compulsory Testine Pro.ram T031 08/13/96 Metropolitan Inspection Services. Inc. 646.40 Electrical Inspections - Julv I T032 08/13/96 Midwest Asphalt Corporation 45.47 Road Materials - W /Discount T033 08113196 National Alliance for Youth Soorts 15.00 Additional Certification Softball & T Ball T034 08113196 Nesco, Inc. 72.16 Materials - Hi2hway 10 Watermain Proiect I T035 08/13/96 Northern States Power 3,673.34 Current Invoices T036 08/13/96 Tracy Petersen 107.57 Reimbursement July Milea~e T037 08/13196 Pelty Cash 85.76 Replenishment of Funds T038 08113196 Pitney Bowes 171.00 Reoair Service Mailine Machine 1 T039 08/13/96 Rahn Manufacturine, Inc. 110.58 Vehicle #54 Repairs T040 08/13/96 Ramsey County 47,043.00 Law Enforcement Auaust T041 08/13/96 Kevin Rinl!Wald 6.19 Economic Development Meetinll T042 08/13/96 Robinson Landscapine. Inc. 76.68 Perry and Floral Parks I T043 08/13/96 Roval Concrete Pipe 76.68 Manhole GJenview Avenue T044 08/13196 Sereo Laboratories 20.00 Bacteria Test July T045 08/13/96 St. Paul Book & Stationery 508.93 Various Supplies -lncludine CopvPaper T046 08113196 The Sne1lin~ Company 637.00 Reolacemen t of Water Heater I~ T047 08113196 Timesaver Off Site Secretarial 138.50 Council Meetine - 07/29 T048 08/13/96 Top Temporarv 1,333.40 Weeks Ending 07/21 and 07/28 (2 Positions) T049 08113196 US West Communications 808.51 Current Invoices I 1 T050 08/13/96 Cynthia Walsh 94.24 Reimbursement Ju1v Mileage T051 08113196 Waterpro Supplies Corporation 10 598.69 Materials Hillhwav 10 W aterm ain Proiect I I Total Unvaid Claims 84,665.0511 ruuMS3 I I !tl" " :l '" M ~ ~ ~ ::J <I <I .,~ IOO~~ ~ 0 10 10 & 10 10 ~ ~ ~ 00 ~ ~ "' "' ~ =: . ~ .~ I . I .. . . - ~ . . di u $ 8 ~ ~ 00 '" ~ N ~ ~ ~ ~ ~ ~ ~ '" ~ '~ f"'l 0\ 00 It"l 1l .~ !. N If'l .... lI'l ~ ~ '" ~ ~ 10 00 .... 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CITY OF ARDEN HILLS MEMORANDUM I DATE: August 9, 1996 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrator SUBJECT: Request for Proposals for Architectural Services I Background The City had previously solicited qualifications (RFQ's) from architects for the City Hall I Project. The City received thirteen (13) responses to this request. I Review ofRFO's After reviewing the qualifications received with members ofthe City Council, staffhas reduced the number to be interviewed to five (5). These firms are Architectural Alliance, BKPR & I Associates, BWBR, KKE Architects, and WOLD Architects. Each of these firms possess either municipal experience or experience which appears to fit well .. with the proposed project. RFP I Attached the Council will find the DRAFT Request for Proposal. It would be appropriate to request this information from the architectural firms before interviews take place in September. The proposed deadline for submittal is September 13, 1996. The Council may wish to discuss I whether or not it intends to interview all five firms, or reserve the right to further narrow the firms to be interviewed based on the RFP. I Miscellaneous The Council may also wish to briefly discuss several items related to the project budget, which I do not appear to have been specifically identified in the 1992 planning process. Those include the potential additional costs for roads, grading and architectural services. I Recommendation Staff recommends the Council authorize the preparation of the Request for Proposals, and that the RFP's be provided to the short list of firms identified above. I BF IsIs I ,. , ~ .. I REQUEST FOR PROPOSAL 1 FOR I ARCHITECTURAL SERVICES . FOR . . CITY OF ARDEN HILLS CITY HALL/ADMINISTRATIVE OFFICES . .. . I CITY OF I ARDEN HILLS . 1 . PROPOSALS DUE SEPTEMBER 13, 1996 . .. . I' .. I CITY OF ARDEN HILLS CITY HALL/ADMINISTRATIVE OFFICES .- Architect Selection Process - Request for Proposals REOUEST FOR PROPOSALS 1 The City of Arden Hills (population 9,500) is considering the construction of a new City Hall! Administrative office building. The City is requesting proposals from interested firms to provide architectural services for the design of this facility. The facility will be approximately 1 10,000 square feet in size. The total project cost shall not exceed $1,770,000, including all service fees, engineering, site work, permits, materials, furnishings and related building costs. The location will be either adjacent to Sunfish Lake or the present City Hall site. The final 1 location decision will be made on/or around October I, 1996. The City of Arden Hills seeks to select an architectural firm to design, assist with design . development, construction documents and construction administration. The firm will be expected to complete this project within a defined time schedule, within a prescribed budget, and within specific quality and program guidelines. 1 The City has, to this date, completed a preliminary space needs analysis and building layout. . The City has not obtained soil borings or developed a site plan. SCOPE OF SERVICES Ie The scope of services requested will include the following: I. Preparation of a building program to include project scope, goals, budget and I schedule, and any other information such as facility use, maintenance procedures and special requirements. This includes the review of the previous space needs analysis and confirming their viability or making appropriate changes. 1 2. Utilizing initial design concept prepared in 1992 to prepare a final schematic design. Review design approach and alternatives with Council and staff and make . revisions as directed. 3. Develop final design. Establish size and character of project to show all the . refinements of proposed design. Complete necessary engineering services. Drawings should include sections, elevations showing exterior treatment, site plan 1 with grading and general landscape. Prepare rough outline specifications. 4. Prepare construction documents, drawings/specifications. I 5. Scheduling of project delivery from design through construction. . ,. I - '. CITY OF ARDEN HILLS CITY HALLIADMINISTRATIVE OFFICES _I Architect Selection Process - Request for Proposals PROJECT COORDINA TION I This project is being coordinated by a Project Team consisting ofthe City Administrator and I staff. The City Administrator has been designated as the Project Team Coordinator, and will be the principal liaison between the Project Team and the architect. From time to time, the Project Team will be augmented by various City Council and staff members for specific tasks or review I of matters within their areas of expertise. The City seeks to employ a firm that exhibits the following characteristics: I Strong public project experience with recent examples of new, similar municipal 1. facilities. I 2. An ability to demonstrate value and quality in design. , A proven ability to complete similar projects within a prescribed budget. I J. SELECTION ACTIVITIES AND TIME SCHEDULE I 1. Distribute request for proposals to selected firms - August 16, 1996 2. Request for Proposal due - September 13,1996 3. Council receives Request for Proposal - September 16, 1996 .. 4. Schedule and interview architects - Week of September 23,1996 5. Decide final building location - September 30, 1996 6. Council approve architectural firm - September 30, 1996 I PROJECT BUDGET I Estimated Building Budget: Building/Site Preparation $1,250,000 Furniture/Fixtures 325,000 Cable System 125,000 I Phone System 70,000 Total $1,770,000 I DISCLAIMER The City intends to interview firms the week of September 23, 1996. Upon review of the 1 proposals, the City retains the right to further reduce the number of firms to be interviewed. The City of Arden Hills is not obligated to enter into a contract, nor is it responsible for any costs 1 associated with the proposals and interviews. I .. I ---- I' ..... . CITY OF ARDEN HILLS CITY HALL/ADMINISTRATIVE OFFICES .- Architect Selection Process - Request for Proposals 1 DEADLINE . 12:00 P.M. SEPTEMBER 13, 1996 1 Please Mail Twelve (12) Copies to: BRIAN FRITSINGER CITY OF ARDEN HILLS 1 1450 WEST HIGHWAY 96 ARDEN HILLS, MN 55112 I 1 SUBMISSION REOUlREMENTS The propClsals should include the following information which will be used in the evaluation and .. selection process: 1. FIRM BACKGROUND 1 In this section, present any information about your firm that you feel is appropriate. 1 However, include the size of firm, number of employees by job category, the areas of specialization for which your firm is recognized, and any key features that might set your firm apart. . 2. EXPERIENCE I List all city halls, police stations, civic centers, community buildings, and fire stations completed by your firm over the last five years. For each of these projects, list the date of completion, the total square footage, total overall costs, the construction time frame, the . project designer, and project manager. 3. DESIGN EXAMPLES 1 Present example floor plans and exterior pictures (preferred) or renderings for I representative projects completed by your firm. Descriptive information about the project would also be helpful. Provide information, layouts, etc. that demonstrate your site planning capabilities. ,. 1 --- ./II" .. CITY OF ARDEN HILLS CITY HALL/ADMINISTRATIVE OFFICES 1 Architect Selection Process - Request for Proposals -. In considering the two location sites, describe how you would anticipate approaching this project. Include any design or site problems you would anticipate. Also describe your 1 view of public buildings in our current society and design philosophy. 4. PROJECT TEAM I Identify the principal in charge of the project and who will be coordinating the on site activities. I Identify the specific project team that will be committed to this project. Identify any consultants or subcontractors who will be a part of this team. Present their 1 qualifications, resumes of principals and their areas of expertise. Discuss how you will perform engineering services. 1 5. REFERENCES I Include at least five references for recent projects (within the last five years). .. 6. ADDITIONAL REOUlRED INFORMATION a. Does your firm carry insurance to protect clients from errors and omissions? In I what amount? b. Has your firm been the subject of litigation, mediation, or arbitration during the I last five years? If so, give details of the issue and its resolution. c. Has your firm ever been requested by a client to retire from a project? If so, I present details. d. What experience do you have in assisting communities in marketing building I projects. e. What experience do you have in dealing with the "public process"? . 1 I .. 1 ------ I' ... ~e CITY OF ARDEN HILLS CITY HALL/ADMINISTRATIVE OFFICES Architect Selection Process - Request for Proposals 1 7. FEES I Assuming a total project cost of $1,770,000 for the City Halll Administrative Offices, provide an estimate of your fee and method of fee calculation. List basic services included, list additional services and costs; and list reimbursables with applicable rates. 1 Provide a "best guess" estimate of what the reimbursable costs would be. Also provide a flat fee for completion of the review and verification of the space needs analysis completed in 1992. 1 SELECTION CRITERIA 1 The City will consider each of he submitted areas in its selection process. Additional criteria used in the selection process will include the demonstrated ability to effectively and efficiently manage the project within the City's stated requirements, approach to scope of services, 1 demonstrated previous experience, compatibility of approach with the requirements of this specific project, and cost control methods. 1 BFlsls -- 1 I 1 I 1 1 I. I I -~- I I CITY OF ARDEN HILLS 1_ MEMORANDUM DATE: August 1, 1996 I TO: Brian Fritsinger, City Administrator K I FROM: Dwayne Stafford, Public Works Superintendent SUBJECT: Replacing Plow Truck I Background I The City of Arden Hills currently has and uses six (6) plow trucks and one (I) front end loader to remove snow from their streets. The following describes each unit and its uses. I I. Case - 621 all wheel drive front end loader with plow and wing attachments. Slower than trucks, but nearly unstoppable even with heavy deep snow. Will clear average streets with two (2) passes sometimes three (3), but has no sanding capabilities. I 2. 1984 Ford L-8000 - with plow, wing and sander. This is our largest and heaviest built truck. Higher speed and it also clears average streets Ie with two (2) to three (3) passes while sanding. It is assigned to main arterial streets with residential streets secondary. I 3. 1987 Ford F-8000 with plow and sander. This is our second largest truck. Although, it is an 8000 model it has lower rated axles, I suspension, and frame. It also has a lower cab style with less visibility. It clears average streets with four (4) to five (5) passes. It is assigned to main arterial streets and residential areas. I 4. Two (2) 1993 Ford F 350's 4 x 4's with plows and sanders. These are one (I) ton pick-up style trucks equipped with small dump boxes. They are I assigned to strictly residential streets and clear averag~ streets with five (5) passes. 5. 1 - 1987 Ford 350 4 x 4 with plow. I This truck belongs to the Parks department, but it is used regularly by the Public Works department for snow plowing. It has no sander and is used only on residential streets. I 6. 1 - 1995 F250 4 x 4 with plow. This is our smallest plow and is used on City HalllMaintenance Garage lots. Lift station I access roads and for quick clean-up any place in town. Our 1996 budget has allotted 85,000 for the replacement of our largest plow the 1984 .- Ford L-8000. I I Recommendation . Staff recommends replacing the 1987 Ford F-8000 this year, instead of 1999, as budgeted, and _I replacing the 1984 Ford due for replacement now, in 1999. Reasons: a. Staff has had an unusual amount of problems with this truck, possibly due to its lighter I components example: This truck is on its third transmission. b. Checking with a plow supplier this truck would not be strong enough to support or handle a wing plow. This makes an extra two (2) to three (3) passes per street necessary on . larger streets. c. Lower type cab has much poorer visibility for operation than the 1984 model. I d. The City has added several streets in the past year and may add more. Specifications I The Public Works Department had written specifications for a new dump/plow truck cab and chasis to replace the 1987 dumplplow truck. These specifications were written to a slightly larger truck with increased horsepower to accommodate a larger dump box and a wing plow. I Bids Staff advertised and solicited bids for a new dumplplow truck to Arden Hills specifications and I received four (4) bids at the July 12, 1996 bid opening. Although no bidder matched the Arden Hills specifications 100 %, all were close. eI The best three (3) bids were: I Boyer Ford $51,504.00 Chesley Freightliner $51,553.00 Lakeland Ford $51,990.00 I Recommendation After road testing and evaluating the Ford and the Freightliner, the Public Works Staff I recommends Council approve the purchase of the Ford Louisville Model 8513 from Boyer Ford for the price of $51 ,504.00. I I I I -. I I- .. 1_ CITY OF ARDEN HILLS I MEMORANDUM 1 DATE: August 8, 1996 TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrato~ I SUBJECT: Appointment of Election Judges for September 10, 1996 State Primary Election I Attached is a list of Election Judges that I am recommending for appointment to serve for the I 1996 State Primary Election to he held on September 10, 1996. The Judges will be paid either $4.25 or $4.55 an hour for serving in this capacity. I Recommendation .. Staff recommends Council appoint the Election Judges listed to serve for the September Primary Elections, and authorize the appointment of additional Judges as necessary. I I BF/sls I I 1 I I ,. I DRAFT 'I 1996 ELECTION JUDGES -- P = Primary G = General I Party Precinct Name Address Phone No. Affiliation Comments . 1 Carley, Robert 1896 GlenpaulAv. 636-1047 ? P ~ NO (Back-up) G~YES 1 Holewa, Andy 4480 Pleasant Dr. 633-6321 None I I Palmer, Marilyn 1445 Glenhill Rd. 628-9537 None . 1 Schumacher, Rod 3140 Hamline N 636-1047 ? CHAIR 1994 = 7 Judges served this precinct I I I .. I I - . I I I .. I I I~ - DRAFT . 1996 ELECTION JUDGES ,. P = Primary G = General Party Precinct Name Address Phone No. Artiliation Comments I 2 Clark, Barb 3342 Lake 636-8886 ? P~NO Johanna Blvd. G~YES I 2 Geske, Lois 1886 Glenpaul 633-2090 R P~ YES Avenue G~YES 1 2 Kubiak, Cheryl 636-5661 R P ~ YES G~? 2 Kuehn, Gloria 3581 Ridgewood 633-4061 R P~ YES 1 Road G~YES 2 Longnecker, Marcella 1869 Grant Road 633-5048 D P~YES G ~YES I 2 Palmer, Kay ton 1443 Glenhill Rd. 628-9537 ? P~YES G~YES I 2 Sexton, Marcella 3300 Lake 633-4786 D P~YES Jobanna Blvd. G~YES .. 2 Strodtz, Rev. Margaret 3120 Lake 631-6596 D P ~ YES Johanna Blvd. G~YES 2 Westund, Phyllis 3261 Sandeen 633-1784 CHAIR? ? I Road 2 Williams, Melve 3355 Lake 633-2717 ? P~YES Johanna Blvd. G~YES 1 1994 = 12 Judges served this precinct 1 . I 1 1 ,. 1 - ~. DRAFT 1996 ELECTION JUDGES I P = Primary G = General .. Party Precinct Name Address Phone No. Affiliation Comments 3 Ambli, Carol 1916 Glenpaul 633-0193 R P~YES . Avenue G~YES 3 Gerster, Muriel Todd. 3762 Brighton 631-8775 R ? I Way 3 Lynch, Tom 3220 North 633-5535 R Hamline Ave. I 3 Turgeon, Sharon 1777 Venus Ave. 636-5910 ? ? 3 Yates, Shirley D P=YES I G ~ YES 3 Zehm, Dorothy 4028 Fairview 633-6155 D CHAIR? A venue P = NO (Available . For AB Board In afternoon.! Evening) I G ~ YES .. 1994 = 6 Judges served this precinct I I I I I I . .. I 1'- . . DRAFT I 1996 ELECTION JUDGES P = Primary ,. G = General Party Precinct Name Address Phone No. Affiliation Comments I 4 Baker, Shannon 1361 Arden View 633-9104 D P=NO Drive G=NO (BACK-UP) I 4 Granquist, Carolyn 4454 Arden View 633.7974 ? P ~ YES Court G=YES . 4 Hagkull, Kathy 1289 Karth Lake 631-2888 R P= YES Circle G=YES CHAIR I 4 Howard, Beverly 1423 Arden View 635-9392 D P = YES Drive G=YES I 4 Kubiak, Robert 636-5661 R P = YES G = YES 4 Luk, Kathy 1531 Briarknoll 636-3124 ? ? I Circle .. 1994 = 8 Judges served this precinct . I . I I I I ,. . ,-," -I DRAFT 1996 ELECTION JUDGES I P = Primary G = General .. Party Precinct Name Address Phone No. Affiliation Comments AB McNiesh, Charlotte 3447 Siems Court 633-1761 D P~NO . G~YES AB Winiecki, Jeanne 4471 Hwy. #10 633-7706 R P~YES G~YES . 1994 ~ 2 Judges served on the Absentee Ballot Board - MUST HAVE PARTY BALANCE . . . . .. I . I I I . I .. . f . It>'k 'it ,~ AGENDA :<,;~,. .,~'t^ . '~. , . ':"'__.. _.. .. .. _ ,'.. .,;_,:):~;S_,:' ;1, ' ARDEN BmLS ClTY COuNCILWOlU<S_ION~dr" . "~~',. rmWBRlGBTONcmtHALl: ..~,~":",.,,. ,. I MONDAY, AUGUST 12,1996, 6:30P.M.',: .': . -~::~7r-~' .'-~'-' I 6:30 P.M. 1. Call to OrderlRollCalI ' ,., ~i\~': , _,',-0"'.' ::',~ ~ 6:35 P.M. 2. City Issues - Short Term ,- ,.-.....,. . iJ"-' " a. 1997 Budget -pepBrtttlent Budget Worksheets -j'.,-,- c;::;, ,-..;~~ "~:-";'-;:-;:~ ':'f ':'".. -~~" I ';;~', 7:25 P.M. ~"'._,-,. ,"< 3. Miscellaneous Items , I 7:30P.M. 4..~djoum I ~;II", The above times may vary depending upon length of isstte discussion. . "~I .. "I , fl ;.". .. I I I -, ",: . ,j.;,., ;, J-~..,._. -,;j},.,<, __' I. ~ - ~- CITY OF ARDEN HILLS MEMORANDUM I I DATE: August 8, 1996 TO: Brian Fritsinger, City Administrator I FROM: Terrance Post, City Accountant @ I SUBJECT: Aueust 12. 1996 Budeet Work Session I Overview It appears that the Council's challenge to staff of having a zero percent levy increase in 1997 can be I met with the implementation of two specific alternates: reduced reliance upon contracted inspection services and an operating transfer in from the Capital Equipment Fund. I Significant Recent Development Recent discussions with Ramsey County Public Works has brought to attention their accelerated scheduling plans to reconstruct the Cleveland Avenue railroad bridge in Spring, 1997. The City of .. Arden Hills share of this project is estimated at $48,000. This item has been included in the 1997 Street Maintenance Department of the General Fund. I Initial Roll-up The initial roll-up of General Fund revenues and expenses (with no levy increase) shows a $76,653 deficit of expenditures over revenues that would result in an erosion of General Fund balance. I Alternate No.1 - Contract to Stafflnspections As staff began to explore options that would improve the deficit situation, the strongest alternative I both in terms of customer service and cost savings would be the headcount addition of a building inspector and less reliance upon contracted inspection services. Protective Inspection Department I expenditures are estimated to be reduced $24,860 to $79,020 under this scenario. However, there still would be an anticipated deficit of $51,793 in 1997 General Fund revenue and . expenditures. Alternate No.2 - Building Inspector + Operating Transfer In I The adopted 1996 General Fund budget called for a $40,000 operating transfer in to partially fund the 1996 capital acquisitions of a planned $80,000 plow truck. However, given strong 1996 estimated property tax revenues and license permit revenue, it is not now anticipated that this 1996 I transfer will be made. ,. . ~ -I Memorandum _I August 12, 1996 Budget Worksession Page 2 . The proposed 1997 Street Maintenance Department includes a similar large capital item - fifty . percent of the acquisition costs ofa sweeper at $55,000. This 1997 alternate would recommend a $50,000 operating transfer in from the Capital Equipment I Fund. This action would result in an essentially balanced 1997 General Fund budget ($1,793 deficit). Under this scenario, revenues would be increasing 4.43% ($2,412,512) and expenditures 4.68% ($2,414,305). I 1997 Bud~et Observations It is interesting to note that three, non-city of Arden Hills initiated cost elements are driving over I 100% of the entire 1997 General Fund expenditures increase. Specifically, the $50,000 estimated in the Planning and Zoning Department for a State mandated Comprehensive Plan Update, the $30,029 estimated in the Police Protection Department for Ramsey County Sheriff Contract Cities I costs, and the $48,000 estimated in the Street Maintenance Department for the Cleveland Avenue bridge reconstruction total $128,029 or 123% of the total General Fund increase ($104,420). . My intention is to "walk through" the elements of the General Fund budgets and revenue estimates with the Council and answer any questions they may have at this point in the budget process. .. I I I I I I I -- I . . , . I . ...'"'tat; ~~~HUi~~Uffill~~~~~ ~~~~~!~~~I~ I "(!;1m (l')CO(O....l.t)!-.rN~l.t)......." CONCO. oco "ltOl.t)l.t) C\l1t'l1""" QO I 0) I I It)1... (\Ill ....... i I ... ........ C\l ~ N' ::l a: 1 'I' I' ~w I '" ' en I I I i I~ _ o~~,~~~om~~oo~o~o. O~~OO~ISSO .... .... f"'oo" co iN N m NIlt)..,. ~ I!"" Ll).... 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