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CCA 04/11/2016 CITY COUNCIL MEETING OF APRIL 11, 2016 The City of Fridley will not discriminate against or harass anyone in the admission or access to, or treatment, or employment in its services, programs, or activities because of race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation or status with regard to public assistance. Upon request, accommodation will be provided to allow individuals with disabilities to participate in any of Fridley's services, programs, and activities. Hearing impaired persons who need an interpreter or other persons with disabilities who require auxiliary aids should contact Roberta Collins at 572-3500. (TTD/572-3534) COUNCIL CONFERENCE MEETING (6:00 P.M.) 1. Consideration of Off-Site Public Works Storage Locations. 2. Update on Main Street Bridge Project. 3. Consideration of Creating a Police Reserve Program. 4. Review of General Obligation Water Revenue Bonds. PLEDGE OF ALLEGIANCE. APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF MINUTES: City Council Meeting of March 28, 2016 ............................................................... 1 - 6 NEW BUSINESS: 1. Approve Liquor License Renewals ................................................................. 7 - 11 2. Business Licenses ........................................................................................ 12 3. Claims (172067 – 172237) .......................................................................... 13 - 36 FRIDLEY CITY COUNCIL MEETING OF APRIL 11, 2016 PAGE 2 OPEN FORUM, VISITORS: Consideration of items not on Agenda – 15 minutes. ADOPTION OF AGENDA: NEW BUSINESS: 4. Authorize Contract between the City of Fridley and BKV Group for Architectural Services for a Proposed New City Hall, Police, Fire and Public Works Building ............................................................................................. 37 - 77 5. Authorize Solicitation of Proposals for Construction Management Services for Proposed New City Hall, Police, Fire and Public Works Building ......................................................... 78 - 79 6. Resolution Providing for the Sale of $6,210,000 General Obligation Water Revenue Bonds, Series 2016A ................................................................................................ 80 - 81 7. Resolution to Approve Grant Agreement: Minnesota Department of Natural Resources LCCMR – Community Forestry Grant .......................................................... 82 - 94 8. Informal Status Reports ................................................................................ 95 ADJOURN. CITY COUNCIL MEETING CITY OF FRIDLEY MARCH 28, 2016 The City Council meeting for the City of Fridley was called to order by Mayor Lund at 7:04 p.m. ROLL CALL: MEMBERS PRESENT: Mayor Lund Councilmember Barnette Councilmember Saefke Councilmember Varichak Councilmember Bolkcom OTHERS PRESENT: Wally Wysopal, City Manager Darcy Erickson, City Attorney James Kosluchar, Public Works Director Jack Kirk, Parks and Recreation Director Shelly Peterson, Finance Director/Treasurer PRESENTATION: Springbrook Nature Center Update APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF MINUTES: City Council Meeting of March 14, 2016 APPROVED. NEW BUSINESS: 1. Resolution Approving and Authorizing Signing the Police and Fire Fund Eligibility. Wally Wysopal, City Manager, stated this is a resolution approving and authorizing fire captain Matt Allard into the PERA Police and Fire Fund retroactively to November 1, 2015. This recognizes his time spent as an interim Fire Captain. He was promoted to the regular position a couple of weeks ago. ADOPTED RESOLUTION NO. 2016-46. 2. Approve Award for 2016 Cooperative Street Maintenance Contract, Project No. ST2016-10. Mr. Wysopal stated this is approval of the award to the City of Fridley portion for the annual multi-city Cooperative Street Maintenance Contract for sealcoating, crack sealing, striping and FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 2 sweeping the streets in the amount of $273,527. According to the City's estimates, that is about $22,473 below what the City was estimating. APPROVED. 3. Approve 2016 Reappointments to City of Fridley Commissions. Mr. Wysopal stated this is for the commission members whose terms have expired. They were asked if they wanted to be reappointed, and they said, yes. Staff recommends Council’s approval of the reappointments. APPROVED . 4. Claims (1603 - ACH PCard; 171939 - 172066). APPROVED. 5. Licenses. Mr. Wysopa l stated this is for a temporary on-sale intoxicating liquor license for Totino-Grace High School for an event on April 30, 2016. APPROVED. ADOPTION OF PROPOSED CONSENT AGENDA: MOTION by Councilmember Barnette to approve the proposed consent agenda. Seconded by Councilmember Varichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. OPEN FORUM, VISITORS: No one from the audience spoke. ADOPTION OF THE AGENDA: MOTION by Councilmember Bolkcom to approve the agenda. Seconded by Councilmember Saefke. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 3 NEW BUSINESS: 6. Resolution Authorizing Final Changes in Appropriations for the General Fund and Special Revenue Funds for the Year Ended 2015; and Approving Transfers from the General Fund to the Police Activity Fund and IT Capital Funds. Shelly Peterson , Finance Director/Treasurer, stated this is a regular entry staff presents to the Council in the early part of the year to finalize last year's budget. It is budget adjustments to the general fund and special revenue funds. Staff is also requesting a transfer to close out a negative fund balance in one of the City's special revenue funds. These are typical entries. Ms. Peterson stated there are two entries related to the Fire Department. One has to do with the unanticipated cost to repair an aerial ladder, and for additional temporary staffing that was needed throughout the year. The City received additional state aid, so the entry for state aid is a wash. It increases the revenue and expense budgets. Ms. Peterson stated within the Police Department, staff is requesting an entry of $100,000 out of the police general fund into the special revenue fund to clear that negative fund balance. There was one entry that was omitted from the original budget which was the balancing entry which was the transfer out entry in the general fund that was to go to the IT capital fund. Ms. Peterson stated with respect to the Nature Center, at the end of the year they had donations that were unbudgeted; therefore, there is a balancing entry between revenues and expenditures. This entry will clear the negative fund balance in the special revenue fund for the police activity and then moving forward there is the City’s new PSDS officer which the City administers for the County. Staff is doing budget adjustments to both revenue and expenses for that position. Ms. Peterson stated there is a $200 washing entry to clear the City's grant fund for the CHORE program which was finalized at the third quarter of 2015. Ms. Peterson stated she is recommending the approval of this budget adjustment resolution and a transfer out to both the police activity fund and the IT capital fund. Councilmember Bolkcom asked why is says “supplies” under the police activity. Ms. Peterson replied, the City administers the PSDS officer which is reimbursed by the County, and there were additional expenses at the end of the year in supplies which staff had under- budgeted. Therefore, this entry is just accounting for those under-budgeted supplies which in turn will be reimbursed by the County. MOTION by Councilmember Saefke to adopt Resolution No. 2016-17. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 4 7. Receive Bids and Award Contract for the 2016 Street Improvement Project No. ST. 2016-01. James Kosluchar , Director of Public Works, stated the City's proposed work is in the Plymouth Neighborhood, Ward 3, which is 2.2 miles of street rehabilitation. The scope of work includes 16-inch reclaim base and asphalt materials, laying that back down, and putting on 3 inches of asphalt surfacing. The City has water main replacement on segments of 45th Avenue, 2nd Street, and 2 1/2 Street; hydrant replacement throughout the project area; and utility manhole and valve adjustments. There are also some select storm sewer catch basins that need to be replaced. The contractor will be removing the gas main that CenterPoint is abandoning after installing new main. The construction completion date is September 30, 2016. Mr. Kosluchar stated the project budget is $1,400,000. The final estimate was $1,556,000. At a bid letting on March 22, the City received five bids. Four of these were below the estimate. The low bid was provided by Northwest Asphalt in the amount of $1,231,663.82. The low bid was used to calculate projected assessments, and the low bid provided would reduce the estimates by roughly $200 or about 9 percent from what staff presented at the preliminary assessment hearing and workshop. Mr. Kosluchar stated as part of the bid documents, an alternate bid was requested which used th pipe-bursting to replace water main, particularly with regard to 45 Avenue, the City has an easement that is north of the road right-of-way and the water main itself travels under driveways, under several trees along this route. Staff thought it would give the City more options and alternatives if it were to bid an alternate to see how the pricing came out. Staff estimated the project cost would be virtually the same. There was about $1,000 difference in the estimate. Staff was happy to see that the alternate bid provided by Northwest Asphalt was $67,000 lower than the base bid. Of the four bidders that provided alternate bids, three were substantially lower and one was a little bit higher than their base bids. Mr. Kosluchar stated after the City bid the project, staff compared it to the budget; and basically all areas were covered within respective budgets. Mr. Kosluchar stated Northwest Asphalt has worked with the City probably more frequently on these projects than any other contractor in recent years, including, 2013, 2011, 2009, 2007 and 2004. Of the rehabilitation projects, 2007 and 2009 were more of a mill and overlay and the other ones were similar to what the City is doing in this neighborhood. Mr. Kosluchar stated there is some work that is not included in the bid documents. Staff took out some minor sewer main and manhole spot repairs just because staff thought they were spread around too much, and the City would get some higher pricing because of it. City forces are going to take care of those. The City also has some storm water quality upgrades the City is working on. There is some funding available from the MWMO, but the City has not fully developed those project components yet. Staff is recommending Council move to receive the bids for the attached tabulation and award the 2016 Street Improvement Project No. ST2016-01 and the alternate bid to Northwest Asphalt of Shakopee, Minnesota. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 5 Councilmember Saefke stated in the memo, in the final sentence of the second paragraph, it says the City is going to replace 2,700 feet of 16-inch water main. He does not believe the City has 16-inch water main down there. Mr. Kosluchar replied it is a typo and should be identified as a 6-inch water main. Councilmember Bolkcom stated as to the storm water improvements, was that in the original $1.4 million budget? Mr. Kosluchar replied, no, it was not. This is a budgeted item from the Mississippi WMO directly to the City, and it is separate. He does not remember the exact amount, but he does recall about a $450,000 to $500,000 reservation by MWMO. Councilmember Bolkcom stated Mr. Kosluchar mentions the bids are lower, but the City is still on track as far as the special assessment revenue. Mr. Kosluchar replied staff is pretty confident that special assessments will be a bit lower than estimated. The estimate was $2,450 for residential property for the assessment; and he believes that even with the little bit of contingency, they estimate assessments of $2,250 per parcel. There is a contingency in there for the City's typical change order amount. Mayor Lund asked if Northwest Asphalt was the past contractor performing on a project when the City had a considerable amount of unhappy constituents with the asphalt. This contractor was laying asphalt in the evening well after dark. He cannot recall having a street project where he had received that much negative reaction from the constituents. Mr. Kosluchar replied, fortunately, no. That was another contractor. He does remember it well. The City is very happy with Northwest and their performance. They have never had any deficiencies of that kind on their projects with the City. MOTION by Councilmember Bolkcom to receive the bids and award the contract for the 2016 Street Improvement Project No. ST. 2016-01 to Northwest Asphalt of Shakopee, Minnesota, in the amount of $1,231,663.82. Seconded by Councilmember Saefke. Councilmember Bolkcom asked Mr. Kosluchar if he had any idea when this is going to start. Mr. Kosluchar replied, staff heard from CenterPoint, and they want to get in very soon. He has seen some pipe out on the project area. City staff has actually been out there doing some valve repairs ahead of the work. 8. Informal Status Reports . Mr. Wysopal stated City staff has been coordinating its efforts with CenterPoint with regard to this year’s sealcoating project.Last year through the sealcoating process, the City ran into a little FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 6 problem with them. CenterPoint has doubled their efforts to work with the City and make sure they do not lay sealcoat before they come through and make improvements to their system. ADJOURN: MOTION by Councilmember Barnette, seconded by Councilmember Varichak, to adjourn. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY AND THE MEETING ADJOURNED AT 7:36 P.M . Respectfully submitted by, Denise M. Johnson Scott J. Lund Recording Secretary Mayor CITY COUNCIL MEETING OF APRIL 11, 2016 To: Walter T. Wysopal, City Manager From: Debra A. Skogen, City Clerk Brian Weierke, Public Safety Director Mike Monsrud, Police Captain Date: April 7, 2016 Re: 2015-17 Liquor License Renewals The annual liquor license renewals have been reviewed by staff. Seven of the nine on-sale intoxicating liquor license establishments and club on-sale intoxicating liquor licenses up for renewal have provided the necessary insurance, bond, and CPA statement with supporting documentation pertaining to food to liquor sales as required by City Code. After reviewing the supplied documentation, it was found these establishments have complied with the City Code requirement of 40% food sales and 60% liquor sales. Paradise Biryani Pointe will not be renewing their wine and 3.2% malt liquor licenses this year. They are in a payment plan with the Minnesota Department of Revenue for past due sales tax and have decided not to renew their liquor license. They will remain open only as a restaurant with a food license. We are still waiting for the complete renewal application from Pickle Park. In addition, the Department of Revenue has provided a letter to the City stating we could not renew or issue a license until Pickle Park or the Owner has satisfied their tax requirement. This license will come before the City Council if and when they have met the requirements of the Department of Revenue. The police review found no major issues that would prevent these establishments from receiving a renewal on-sale liquor license. They have provided information per establishment on the number of calls received, number of police calls per $10K, calls per service ratio, and whether or not they passed or failed the compliance checks made in 2015 and 2016. The food to liquor ratio and police calls/compliance are shown the report provided in Attachment 1. Based on the information above, staff recommends a motion approving the following license renewals, as shown in Attachment 2, at this time. Attachment 1 Remarks No ConcernsNo ConcernsNo ConcernsNo ConcernsNo ConcernsNo ConcernsNo Concerns ompliance Closed 2 Pass/Fail Checks F1 P1 N/AN/AN/A P2 N/AN/AN/AN/AN/AN/A P2P2P2P2P2 PP P on August 8, 2015 and March 23, 2016 -- G G G G G G G T T T T T T T L L L L L L L on June 24, 2015 and March 9, 2016 C Police Calls $10K per Sales .07.02.02.11.06.09 December 30, 2015 0 Liquor License Renewal Information Gross Sales per Police Call $144,110 $638,880 358,315 $93,328 158,902 $604,766 $106,555 $$ # of Police Calls 152015 3280 ed on $2,161,650 16,640 $716,631 $1,866,569 $1,271,219 $629,737 $1,598,328 (G) Compliance Check complet Total Gross Sales $1,9 Compliance Checks completed Compliance Checks completed Sales % of 20%55%20%56%13%39% 4% Gross Liquor $423,910 $1,052,066 $144,129 $1,053,587 $170,880 $24,971 $617,958 Sales establishments) 17 Sales % of - 80%45%80%44%87%96%61% 16 Gambling 20 (L) (T) $1,737,734 $846,574 $572,502 $812,982 $1,100,339 $604,766 $980,370 Gross Sales Food Liquor ng Liquor (7 Tobacco 2 am XX Bar & Grill Crooners Lounge & Supper dba Broadway Bar & Pizza ) nue NE 8298 University Avenue NE 1051 E Moore Lake Drive Sale Intoxicati 1298 E. Moore Lake DriveFeb 2015 Name of Establishment 5277 Central Avenue NE Banquets of Minnesota Shortstop Fridley Billiard Street Café Inc. 6161 Highway 65 NE Highway 65 NE University Ave dba Two Stooges - GMME Dough, Nov 2014 s BAM Inc Applebee Club ( 6310 - dba 7110 On Ki establishments) Remarks 17 Liquor License Renewal Information (Continued) No ConcernsNo Concerns 2 Sale Intoxicating Liquor ( Compliance Pass/Fail Checks N/AN/A P2P2 P P - G G T T L L Police Calls # of 53 - Club On Name of Establishment 7365 Central Avenue NE - 2016 1040 Osborne Road American Legion VFW Attachment 2 ON-SALE INTOXICATING LIQUOR ESTABLISHMENTS For License Year 2016-2017 TYPE OF LICENSE: APPLICANT: APPROVED BY: Food Apple Minnesota LLC dba City Clerk On-Sale Intoxicating Liquor Applebee's Neighborhood Grill Public Safety Director Sunday On-Sale & Bar Fire Inspector Managerial Liquor Ronald Igarashi, Secretary 5277 Central Ave NE Managerial Licenses: Erin Lang, Jody Britz, Sarah Kipkoech and Maria Miller Food BAM Inc dba Shortstop Fridley Entertainment Ray McManus, Owner Lawful Gambling Endorsement 1298 E Moore Lake Drive Late Night Endorsement Holiday Endorsement Managerial Licenses: On-Sale Intoxicating Liquor Raymond McManus Sunday On-Sale Thomas Chorzempa and Managerial Liquor Steven Smith Food Banquets of Minnesota Entertainment Leslie Bellamy On-Sale Intoxicating Liquor 6310 Hwy 65 NE Sunday On-Sale Gambling Endorsement Managerial License: Managerial License Leslie Bellamy Billiards (35) Billiard Street Cafe Inc dba Two Food Stooges Bar and Grill Entertainment Greg Asproth, Owner Tobacco 7178 University Ave NE Lawful Gambling Endorsement Late Night Endorsement Managerial License: Holiday Endorsement Greg Asproth Patio Endorsement Tyron, R Wilson On-Sale Liquor Sunday On-Sale Managerial Liquor Attachment 2 TYPE OF LICENSE:APPLICANT:APPROVED BY: Food GMME Dough Inc dba City Clerk Entertainment Broadway Bar & Pizza Public Safety Director Lawful Gambling Endorsement G Michael Schrauth Fire Inspector Patio Endorsement 8298 University Ave NE On-Sale Intoxicating Liquor Sunday On-Sale Managerial Licenses: Managerial Liquor G Michael Schrauth Travis K Young; and Jennifer Helseth Food s Restaurant Inc dba On-Sale Intoxicating Liquor King Club & Restaurant Sunday On-Sale Suki Pak, Owner Managerial License 1051 E Moore Lake Drive Managerial Licenses: Suki Pak Food Mary T Inc dba Crooners Lounge Entertainment & Supper Club On-Sale Intoxicating Liquor Mary Tjosvold, Owner Sunday On-Sale 6161 Highway 65 Managerial Liquor Managerial License Mary Tjosvold, Kim Neal, Laurie Serie, Ashley Weaver, Benjamin McCallum and Ashley Hayes CLUBS Food American Legion 303 City Clerk Entertainment Shaddrick and LaBeau Post Public Safety Director Club On-Sale Intoxicating Liq. Steven Zopfi, Manager Fire Inspector Sunday On-Sale Paul Orson, Manager Billiards (1) 7365 Central Ave NE Food VFW 363 Entertainment Fridley Social Club 363 Club-On-Sale Intoxicating Liq. Herbert Iverson, Manager Sunday On-Sale 1040 Osborne Road CITY COUNCIL MEETING OF APRIL 11, 2016 BUSINESS LICENSE LIST Off-sale 3.2% Malt Liquor, Food Erickson Oil Products Inc dba Freedom City Clerk Gasoline and Tobacco License Valu Center Public Safety Director 7600 University Avenue NE Fire Department Fridley 1998 LLC dba Cub Foods th 246 57 Avenue NE Northern Tier Retail LLC dba SuperAmerica Station 4175 5667 University Ave Station 4199 7299 Highway 65 Station 4207 7449 E River Rd 8150 University Avenue Target Corporation dba Target Store T-2200 rd 755 53 Avenue AGENDA ITEM COUNCIL MEETING OF APRIL 11, 2016 CLAIMS CLAIMS 172067 - 172237 AGENDA ITEM CITY COUNCIL MEETING OF APRIL 11, 2016 DATE: April 7, 2016 TO: Wally Wysopal, City Manager FROM: Scott J. Hickok, Community Development Director SUBJECT: Architectural Service Recommendation INTRODUCTION On September 28, 2015, the City Council selected the former Columbia Arena Site as their preferred location for a future Civic Complex for the City's City Hall, Police Station, Fire Station, and Public Works Facility. At that time, staff outlined the steps that would be necessary to bring us toward a final set of plans and construction costs, which would help the City better understand if this were the direction they wanted to proceed. A very large part of this process was to choose the architectural firm that would work with the City to deliver those plans and costs. After a very structured and deliberate process the staff selection team will recommend, BKV Group to provide the Architectural Services for this project. ELEMENTS Staff used an RFP process to solicit proposals from Architectural Firms and to advance their search for the right firm to complete the Civic campus plans. The RFP was ready to distribute on February 4, 2016. The response to the RFP was tremendous. Fifty nine RFP packets were sent out to firms ranging from architectural firms, engineering firms, lighting and technology firms, an even interior furnishings firm requested a packet. A mandatory site meeting was held on February 16, 2016. If your firm would be submitting a proposal, it was necessary that you attend, hear a staff presentation regarding site vision, and then to visit the site with questions and answers being provided as they came up from the audience. A coach bus was used to enable staff to keep the group together, to visit the site and to allow everyone to see the site and hear the presentation and the questions and answers being discussed regarding the site. All responses were then due by 4:30, March 4th, in the Community Development Office. Ten responses were received. Ten excellent responses. Many of the firms in attendance at the mandatory meeting joined forces to make teams, which them responded. For example, engineering firms joined with architecture firms, who may have then teamed with a technology firm, for technology integration. Some firms were large enough to have most of those services in- house. From the ten responses, a group of 9 staff and resident architect (non-bidding), John Litchy selected the top 6 firms to interview. Interviews were held on March 16th and 17th and included the following firms: BKV Group, CR-Architecture, HCN Architects, Leo A. Daly Architects, RSP Architects, and Wold Architects. Each firm brought in a team of 4 to 6 people and presented their firms biography as well as their vision for how this civic campus project would work, who would be involved and how they could best deliver the services the City was seeking. After the interviews, the interview panel, selection team convened to state their preferences and to allow the group to determine the top candidate in the firm selection process. Clearly the top candidate group was BKV Group. Here is the leadership group that makes up the BKV Group Team: Bruce Schwartzman, AIA, Partner-In-Charge, Project Manager, Police Planner Michael Krych, AIA, Lead Designer DuWayne Jones, AIA, LEED AP GGP, Managing Architect Kelly Naylor, CID, LEED AP, Interior Designer, City Hall and Police Planner Mark Brady, PE, Lead Mechanical Engineer Jared Ward, PE Civil Engineer Jeffrey Oertel, RA, Public Works Lead Architect Craig Carter, AIA, LEED AP BD +C, Senior Architect, Fire Specialist Andrew Cooper, AIA, Public Works Architect Brady Halverson, ASLA, RLA, Landscape Architect BKV and its team have completed: 67 City Halls 65 Police Stations 51 Fire Stations 223 Public Works Facilities What Does BKV say about their team as it relates to this very important City of Fridley Project? BKV RFP document excerpt The City of Fridley sought experience in the four distinct areas of this future complex and found depth and breadth in all of those areas with the selection of BKV. This is no simple complex it is a combination of four unique and different types of structures that will be designed to one complex to make it easy for Fridley Customers to find their way to the service they need and to allow a corporate culture within the organization that places everyone in a campus setting, thereby eliminating the us and them, or north of the creek, south of the creek feelings that one could get in a divided civic complex. Contract negotiations have gone well. The contract has been provided for your convenience. As with most all architectural contracts this one follows an American Institute of Architects (AIA) format which is a universal template. Any of the firms that had been chosen would have used this contract format. It is the standard in the Architecture industry for a complex of this type. This left the focus for negotiations on items in shaded variable boxes. To get to that million dollar question first and then to work back from that position let's answer the question; how much will these services cost the City? With an overall price range of $30 - 40M for this complex the firm has done an analysis and determined the state range is accurate and that the complex will likely be close to $40M with the plaza/campus features being sought to create the sense of place Fridley wants to achieve. These costs for service are stated as a percentage of the project cost. This projects architectural services will cost 6.4% of the project cost or, $2,560,000. How does this compare with what other cities have spent on a percentage basis for their projects? Maple Grove Government Center (2000) 7.9% Vadnais Heights City Hall (2001) 7.4% Edina City Hall and Police Station (2004) 8.0% Plymouth Public Safety and City Hall (2005) 6.9% Ramsey City Hall & Police Station (2006) 8.7% Shakopee Police Station (2007) 8.6% Inver Grove City Hall & Police Station (2011) 9.1% Fridley Civic Complex (2016) 6.4% Our percentage fee rate as you can see is much lower than other civic projects, but our is larger and more complex, but done at once has provided an economy of scale and other efficiencies. For example on the Civil end of this project BKV's contract assignments will include: 1.Platting (preliminary and Final) 2.Site layout – this will be an iterative process and impacted by many of the factors listed below. 3.Plaza and other common area site designs (we will be working to make all of these areas drain and treat storm water, and design sections of pavement and surfaces to accommodate maintenance vehicles, even in walkways around ponds) 4.Sanitary Sewer and Water Relocations for existing PW building. st 5.New sanitary sewer and water to serve Civic Buildings, anticipated to run in 71 Avenue NE north of the buildings. Would assume reconstructing roadway back together due to impacts. 6.Sewer and Water planning for the remainder of the private 20+ acres. Utilities will need to be preliminarily designed throughout the site for planning purposes. 7.MCES coordination of 60” trunk line through the site. 8.Transportation analysis of internal site to review alignment of proposed roads, impacts to traffic flow from north industrial and south residential and plan for relocation of existing th 69 Ave. connection to East Service road. 9.Design East Service road – assume road is rebuilt in generally same location with new th development, and design of 69 road revisions. 10.Transportation coordination with MnDOT on access to University, and potential intersection revisions 11.Storm water pond – Storm water analysis and planning for the entire 33 acre site. Significant endeavor to meet minimum requirements and minimize footprint. Pond will be lined, will require pre-treatment. (They noted this to be a big feature, so likely will be going above and beyond minimum requirements) 12.Site planning and review of common spaces, etc. 13. Storm Sewer – provide collection design and treatment for civic area and plan out remaining private site to ensure minimum ponding area is provided to maximize developable areas. 14.Site Grading – design grading for the entire 33 acre site. This is a large effort to tie into storm water and soil management. 15.Geotechnical and soil management - Significant unsuitable soils, so street designs will be very involved as will soil management and developing and understanding of how dirt is used onsite. Utility design likely also impacted (May also need to consider contamination component depending on environmental findings) 16.Utility conflicts to design around including 60” MCES line through site, 20” water main along East frontage road, 18” sanitary line along east frontage road. 17.Permitting components, MCES, MnDOT, Watershed, NPDES, Dept. of Health, maybe others 18.Potential for Legacy funding for storm water features above and beyond to make this thing great.* * These civil engineering services represent $60,000 of work that, if the City chose to not move ahead would need to be reimbursed outside of the contract. Otherwise, they are covered under our service contract with the architect. At the introductory workshop prior to the last City Council meeting, Council got an opportunity to invite the team in to not only meet with members of the BKV team, but also to get a sense of the team and the process ahead and to ask questions. The Mayor asked what about the situation where we get this building designed and for some reason are not able to move forward (cost or other factors) How much will we have invested? In an answer to that staff has requested a breakpoint between pre-design and the move forward into construction drawings. At that point there will be a very refined set of costs and the City Council can say, yes move ahead to construction drawings. This provides, we believe, the safe landing that allows us to know we can pull back from the project if it looks that obtaining funds to build the project is out of reach and/or that we won't for some other reason be able to complete it. If at that point we needed to pull back, over $1,024,000 of the construction drawings could be delayed or eliminated, as well as $128,000 bidding and negotiating costs, and $512,000 in construction administration fees could be eliminated if we did not move ahead or if we chose to simply abandon the civic complex plan. At that point, we would have expended 35% of the Architectural contract cost or $896,000. Funding for the services will come from building repair projects that have been put on hold. A total of 1.4M in repair projects to the existing City Hall are identified in the CIP. These projects would not be done if the new building is built. The funds could be reimbursed from the proceeds of the building bonds making the CIP whole. If a new building is not constructed, the City will need to find other funding sources for the repairs. The contract terms match the expectations spelled out in the RFP and match the commitments made both in this firms response to that RFP and the subsequent negotiations between staff and BKV Group Representatives. It is with this set of facts that staff prepared to recommend BKV Group and their attached contract for Architectural Services, for the City of Fridley Civic Complex. RECOMMENDATION Staff recommends that Council approve the attached Architectural Services Contract, approving BKV Group as the Architects for the Fridley Civic Complex. This approval only allows the Architectural Services Contract to be executed. Additional Council action will be required to provide a green light to build the new complex. Client#: 169BOARKROI ACORD DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 4/04/2016 TM THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT PRODUCER NAME: MN-A/E FAX PHONE 612 349-2400612 349 2490 (A/C, No): (A/C, No, Ext): COBB STRECKER DUNPHY & ZIMMERMANN E-MAIL ADDRESS: 150 S FIFTH STREET STE 2800 INSURER(S) AFFORDING COVERAGENAIC # MINNEAPOLIS, MN 55402 RLI INSURANCE COMPANY13056 INSURER A : CONTINENTAL CASUALTY COMPANY INSURED INSURER B : Boarman Kroos Vogel Group Inc INSURER C : 222 N Second St INSURER D : Minneapolis, MN 55401-1492 INSURER E : INSURER F : COVERAGESCERTIFICATE NUMBER:REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRADDLSUBRPOLICY EFFPOLICY EXP TYPE OF INSURANCELIMITS POLICY NUMBER LTR(MM/DD/YYYY)(MM/DD/YYYY) INSRWVD AXPSB000326306/30/201506/30/20161,000,000 COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE$ DAMAGE TO RENTED X1,000,000 $ CLAIMS-MADEOCCUR PREMISES (Ea occurrence) XCONTRACTUAL LIAB PER10,000 MED EXP (Any one person)$ XPOLICY FORM XCU1,000,000 PERSONAL & ADV INJURY$ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE$ PRO- XX2,000,000 PRODUCTS - COMP/OP AGG$ POLICYJECTLOC $ OTHER: COMBINED SINGLE LIMIT APSA000150706/30/201506/30/20161,000,000 AUTOMOBILE LIABILITY (Ea accident)$ X BODILY INJURY (Per person)$ ANY AUTO ALL OWNEDSCHEDULED BODILY INJURY (Per accident)$ AUTOSAUTOS NON-OWNEDPROPERTY DAMAGE XX $ HIRED AUTOS (Per accident) AUTOS $ A XXPSE000304506/30/201506/30/20162,000,000 UMBRELLA LIAB EACH OCCURRENCE$ OCCUR 2,000,000 EXCESS LIAB CLAIMS-MADEAGGREGATE$ X0 $ DEDRETENTION$ PEROTH- WORKERS COMPENSATION APSW000202106/30/201506/30/2016X STATUTEER AND EMPLOYERS' LIABILITY Y / N 500,000 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT$ N N / A OFFICER/MEMBER EXCLUDED? 500,000 (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE$ If yes, describe under 500,000 E.L. DISEASE - POLICY LIMIT$ DESCRIPTION OF OPERATIONS below BARCHITECTS & ENGRAEH28835372606/30/201506/30/2016EACH CLAIM: $2,000,000 PROFESSIONAL LIABANNUAL AGG: $2,000,000 CLAIMS MADE DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City Civic Complex CERTIFICATE HOLDERCANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Fridley THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Civic Campus ACCORDANCE WITH THE POLICY PROVISIONS. 6431 University Ave NE Fridley, MN 55432 AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01)The ACORD name and logo are registered marks of ACORD 11of 1of 1 #S799473/M720759#S799473/M720759JLL This page has been left blank intentionally. AGENDA ITEM CITY COUNCIL MEETING OF APRIL 11, 2016 TO: Walter T. Wysopal, City Manager PW16-018 FROM: James P. Kosluchar, Public Works Director Scott Hickok, Community Development Director Paul Bolin, Assistant HRA Director Jon W. Lennander, Assistant City Engineer DATE: April 7, 2016 SUBJECT: Authorize solicitation of proposals for construction management services for proposed New City Hall, Police, Fire and Public Works building. Over the past weeks, City staff has reviewed and evaluated methods of project delivery for the Fridley Civic Complex. The project delivery method associated with this project sets up a system established by contract for organizing design and construction consistent with its financing, operation, and maintenance goals for the project. Minnesota Laws afford cities several options when it comes to considering project delivery. Cities may select the delivery most suited to the circumstances and situation. Traditionally, the City of Fridley uses the Design/Bid/Build method of contracting for most of its public works related projects. This method of project delivery is familiar, where a design is developed, the project is bid and awarded to the low bidder, and the project is constructed. This is typically a satisfactory method of project delivery for utility and street projects, as scopes for these projects are well-identified, work is reasonably quantified, and schedules are generally at the City’s discretion. A draw-back to this method is that the actual cost of the project is not known until bids are received. This could result in a project costing more than the budget. The Springbrook Nature Center project is using a Construction Manager Agency method of project delivery. In this method the Construction Manager is involved throughout the design, participates in bidding of subcontracts, and provides administrative oversight during construction. In this case, the Construction Manager serves as an agent for the City by representation however the City remains party in all contracts with subcontractors who provide labor and materials. Again, there is no guarantee the bids will be within budget. Another option is Construction Manager at Risk. In this method, the Construction Manager works with the architect during the design phase with an eye on cost containment and efficient construction phasing. As a result of this added level of analysis, the Construction Manager provides a guarantee total price for the project before bids are solicited. Such a guarantee allows the City to secure bonding ahead of time and limit the overall risk. The Construction Manager then conducts a fair bidding process and awards contracts with subcontractors. The difference with other methods is that in a Construction Manager at Risk the contracts are between the subcontractor and the construction manager and not the City. One variation to this method is that some construction managers who perform in the “At Risk” method may also bid on the project and perform the work. This is known as “self-performing work”. Not all construction managers have this capacity and those that offer this practice are typically the larger construction contractors’ who also serve as general Contractors for they have crews to do the work. Some Construction Managers, like in the case of Springbrook, do not have crews. The ability to self-perform work has distinct advantages to this project. They include the ability to guarantee on-time delivery, specific trade expertise and a favorable price when compared to budget price. The Construction Manager Agency has been effective for delivery of the Springbrook Nature Center project because of its smaller scope and small budget. The “At Risk” method offers advantages for the much larger and complex Civic project due to this project’s more significant size and need for budgetary and risk management control. Other benefits derived from this delivery method stem from the Construction Manager at Risk guaranteeing a total maximum price for the project and the ability to self-perform work. Construction Manager at Risk is the most commonly used method throughout the private sector for delivery of substantial building projects. It has been used in this area for select municipal projects for approximately 10 years. Services for a Construction Manager at Risk have been in the range of 2-3% of project costs. These costs are typically offset by construction savings and reduced changes during construction to cost and schedule. While there are options and hybrids of project delivery methods, not all are available to municipalities. This method has been used for successful delivery of other similar municipal projects, including those in Richfield, Edina, Elk River, and Eden Prairie. Staff seeks the Council authorization to solicit proposals for Construction Manager At Risk services for the potential construction of a new City Hall, Police, Fire and Public Works building. Such action does not authorize construction of the proposed building. Recommendation: It is recommended the City Council move to authorize solicitation of proposals for construction management services for Fridley Civic Complex. Staff will prepare and review proposals for these services with a goal of recommending approval to the City Council in May. JPK/jk AGENDA ITEM CITY COUNCIL MEETING OF APRIL 11, 2016 To: Wally Wysopal, City Manager From: Shelly Peterson, Finance Director Date: April 7, 2016 Re: Resolution providing for the sale of $6,210,000 General Obligation Water Revenue Bonds, Series 2016A Background Attached is the resolution provided to us by our financial advisors, Ehlers & Associates. The resolution is for the sale of $6,210,000 in General Obligation Water Revenue Bonds. The new funding will be issued in the amount of $4,460,000 to fund capital improvement projects scheduled for 2016 and 2017. In addition, the City is able to save over $100,000 with the advanced crossover refunding of the 2008B Water Revenue Bonds by combining with the new issuance. As approved during the 2016 budget process, the Water Fund includes bond proceeds to fund the following water infrastructure projects. 2016 Projects Distribution System Reconstruction 500,000 Water Meter Replacement 600,000 Upgrade Chem. Feed & Storage System at Commons Plant 165,000 Locke Park Plant Filters Media Replacement 275,000 Locke Park Plant Backwashing & Control System Update 1,225,000 $2,765,000 2017 Projects Distribution System Reconstruction 500,000 Water Meter Replacement 720,000 Treatment Plant Retrofits 370,000 $ 1,590,000 $ 4,355,000 It is anticipated that the bond sale will take place the week of April 25, 2016. A representative from Ehlers will be present at the Council meeting on April 11, 2016 for any questions Council may have regarding the sale. Recommendation Staff’s recommendation is for the City Council to pass the attached resolution and begin the bond sale process. SP RESOLUTION NO. 2016 - RESOLUTION PROVIDING FOR THE SALE OF $6,210,000 GENERAL OBLIGATION WATER REVENUE BONDS, SERIES 2016A WHEREAS, the City Council of the City of Fridley, Minnesota, has heretofore determined that it is necessary and expedient to issue the City's $6,210,000 General Obligation Water Revenue Bonds, Series 2016A (the "Bonds"), to finance the 2016 and 2017 water system improvement projects in the City and to provide funds to advance crossover refund the 2018 through 2023 maturities of the City’s General Obligation Water Revenue Bonds, Series 2008B; and WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent financial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Fridley, Minnesota: 1. Authorization; Findings. The City Council hereby authorizes Ehlers to assist the City with the sale of the Bonds. 2. Meeting; Proposal Opening. The City Council shall meet at 7:00 P.M. on May 9, 2016, for the purpose of considering proposals for and awarding the sale of the Bonds. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF FRIDLEY THIS TH 11 DAY OF APRIL, 2016. ______________________________ SCOTT J. LUND - MAYOR ATTEST: __________________________________ DEBRA A. SKOGEN - CITY CLERK AGENDA ITEM CITY COUNCIL MEETING OF APRIL 11, 2016 Date:April 7, 2016 To:Walter T. Wysopal, City Manager From:Kay Qualley, Environmental Planner Scott Hickok, Community Development Director Julie Jones, Planning Manager Jim Kosluchar, Public Works Director Jeff Jensen, Streets and Parks Operations Manager Subject:Minnesota Department of Natural Resources LCCMR-Community Forestry Grant Backgroundand Analysis The Cityhasbeenawarded aDNR grant of$36,000through theLCCMR (Legislative Citizen-Commission on Minnesota Resources)programeffective April 2016 through May of 2018. The grant is intended to help cities accelerate tree planting in parks and onmunicipal property by providing small treesand suppliesfor planting.Grant partners like the Conservation Corps, University of Minnesota, HandsOn Twin Cities and the Tree Trust will also provide training and education for community tree planting events for interested community volunteers. Thousands of city ash trees are at risk of decimation by an insect pest, Emerald Ash Borer, which has been found in Anoka County(see map of Municipal Ash). The DNR LCCMR grant focuses on low-cost solutions to increase the number of trees on municipal property (e.g. parks).The grantprovides tree-related landscape materials (e.g. stakes and hardwood mulch), irrigation supplies, educational outreach pieces and materials and labor for construction of a holding area for small trees. The installation oftrees on city propertyin key locationswill be coordinatedwith City Forester Jeff Jensen in City parks. These plantings are a priority for many reasons. The large numbers ofash trees and the lack of young and mid-aged treesof other tree speciesin most parks created a needfor diversifying the tree species on our public land. The grant award was reviewed with Parks & Recreation Director Jack Kirk and the Parks & Recreation Commission. 2016 (Phase 1) would include spring projects such astree planting in Commons and Community Parksand construction of a tree holding-bed (the latter work done by the Conservation Corp, a grant partner). The bed would be located near the community gardens and Public Works facility. In fall, the trees in the holding bed would be planted in the community.This would provide forinstallation of 135 trees in 2016. 2017 (Phase 2)would focus upon planting container trees in other priority locations in City Parks and Municipal propertiesand cultivating a secondseason of smaller trees in the holding bed. Approximately 150 trees would be planted in 2017.The holding bed can be re-located,ifrequired by future construction near the Public Works facility. The DNR associated partners for the grant support efforts to contact businessesand service organizationswho have expressed an interest involunteeringfor projects and plantingsrecently. HandsOn Twin Cities sets up business eventsand provides tools and scheduling help. The University of Minnesota provides expertisefor service organizationswho might volunteer if they had some technical help in a tree planting or young tree pruning project. The Tree Trust works with youth groups for planting and maintenance projects. Budget/Impact The cash match contribution requirementis for $2,250.00 in each grant year, 2016 and 2017 for the purchase of small trees. The Public Works operation budget will not need to be changed or augmented since a small number of large balled and burlapped trees will not be purchased and instead, this expenditure will betransferred to the purchase of a slightly larger numberof small trees. City in-kind match commitment of $2,250.00 per year for 2016 and 2017 willbe met by City staff throughactivities such as mappingthe new trees’ locations,purchasing and watering of new treesas well as some event-oriented volunteer coordination (e.g. Arbor Day)with thegrant partners and the use of any City equipment. Recommendation Staff recommends that the City Council adopt the attached resolution in acceptanceof theDNR-LCCMR- Improving Community Forest Grantof$36,000 for2016-2017,for trees, associated suppliesand community volunteerism capacity-building with the grant partners.The grant also will boost tree education in the community and aid in air qualityand stormwater absorptionas per goals in the 2030 Comprehensive Plan. RESOLUTION NO. 2016-__ ARESOLUTION IN TO APPROVE GRANT AGREEMENT: MINNESOTA DEPARTMENT OF NATURAL RESOURCES LCCMR-Community Forestry Grant WHEREAS, The Minnesota Department of Natural Resources recognizes that the State and its Cities are in need of Urban and Community Forestry Services; and WHEREAS, the 2030 Comprehensive Plan approved actions to maintain and improve air quality and maintain Fridley as a desirable place to live; and WHEREAS, Anoka County is under quarantine for a pest which decimates ash trees; and WHEREAS, the City of Fridley’surban forest contains over 1,130 ash trees on municipal property; and NOW, THEREFORE, BE IT RESOLVED, thatthe City Council of the City of Fridley hereby approves the Minnesota Department of Natural Resources LCCMR-Community Forestry Grant of $36,000 for budget years 2016 and 2017, inthe service of Urban and Community Forestry. th PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF FRIDLEY THIS 11 DAY OF APRIL, 2016. ____________________________________ SCOTT LUND –MAYOR ____________________________________ DEBRA SKOGEN-CITY CLERK AGENDA ITEM CITY COUNCIL MEETING OF APRIL 11, 2016 INFORMAL STATUS REPORTS