City Council Agenda Packet 08-11-2014 SpecialAGENDA
SPECIALMEETING–MONTICELLOCITYCOUNCIL
Monday,August11,2014–5:15p.m.
BridgeRoom,MonticelloCommunityCenter
Mayor:ClintHerbst
CouncilMembers:LloydHilgart,TomPerrault,GlenPosusta,BrianStumpf
Others:AngelaSchumann,ShibaniBisson(WSB),TomPawelk
1.CalltoOrder
2.PurposeofMeeting:DiscussprocessfordevelopmentofBertramChainofLakes
RegionalParkAthleticComplex
3.ConsiderationofauthorizingstafftoconductaRequestforQualificationsProcess
seekingplanningfirmsinterestedindesigningtheAthleticFieldComplexatBertram
ChainofLakesPark
4.Adjournment
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ConsiderationofauthorizingstafftoconductaRequestforQualificationsProcessseeking
planningfirmsinterestedindesigningtheAthleticFieldComplexatBertramChainof
LakesPark (AS/TP/WSB)
A.REFERENCEANDBACKGROUND:
OnJune5th,2014,theCityofMonticelloandWrightCountyclosedonproperty
representingthefirstacquisitionattheBertramChainofLakesRegionalParkforthe
BertramChainofLakesAthleticComplex.The40.17acreswaspurchasedwitha
$369,713OutdoorRecreationGrant,withmatchingfundsbytheCityandCounty.This
purchase,alongwiththesimultaneousacquisitionof124land/wateracresinthepassive
areaofthepark,markedashiftinmajorityownershipfromtheYMCAoftheGreater
TwinCitiestoWrightCountyandtheCityofMonticello.
Althoughstillfocusedonfinalacquisitionsatthepark,giventhepark’sprogress,theCity
andCountymustalsonowturnattentiontobudgetingforcapitalimprovementsatthe
park,aswellason-goingoperationsandmaintenance.
Inthatregard,staffispresentingforCouncilconsiderationadecisionmovingtheCity
onestepforwardinplanningeffortsfortheBertramChainofLakesRegionalPark
AthleticComplex(BCOLAC).Asidefromtheoverallneedforgeneralpark
improvementandoperationplans,thisisanecessarystepfortheCityastheOutdoor
Recreationgrantwhichfundedthe40.17acrepurchaserequiresthattheCitydevelop
recreationfacilitieswithinthreeyearsfromthedateoflandacquisition(June,2017).
Thus,itisappropriatefortheCitytobeginworkingbeyondthecurrentparkconceptplan
toamoredetailedfeasibility-levelplanfordevelopmentoftheBCOLAC.
InitsOutdoorRecreationgrantapplicationtheCityindicatedthatdevelopmentofthe
largerathleticcomplexwouldbeamajorendeavor,undertakenoveraseriesofyears.
However,withintheinitialthreeyears,theCityindicatedthatitwouldconstructasetof
firstphaseimprovementsintendedtomeetthegrant’srequirement.Thefirstphasewas
toincludetheplacementofamid-parcelaccessroadwithopenplayfieldsonthesouth
20acres,includinga10’unpavedtrailtothepassiverecreationalareaoftheparkvia
Parcel8.Thegrantapplicationfurthernotedthatamasterplan,akintoafeasibilityplan,
wouldneedtobecompletedpriortothecomplex’sfullbuildout.Thisplanwould
includeadetailedsite-specificenvironmentalanalysis,utilityandgradingplanning,field
developmentcostsandphasing,accessibilitycompliance,sustainabilityanalysis,andan
operationsandmaintenanceframework.
Atthistime,staffisrequestingthatCouncilconsidermoveforwardonaRequestfor
Qualifications(RFQ)processtoselectafirmtocompletetheplan.Adescriptionofthe
processisasfollows:
ThefirstoptionforconsiderationisaRequestforQualificationsprocess.Inthisprocess,
theCitywouldsolicitproposalsfromqualifiedfirmsforthepurposeofcomparisonand
selection.Firmswouldbeexpectedtoprovidedetailedinformationontheirstaff
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educationandexperience,pastprojectinformationrelatedtoathleticcomplexesand
references.Afterreviewingqualificationsubmissions,theCitycouldalsochooseto
interviewitstopthreecandidatefirmsforfinalselection.Aftermakingitsselection,the
Citywoulddevelopacontractforservicesbasedontheplanningprocessdescribedinthis
report.Itisimportanttonotethatthisprocessdoesnotrequirecandidatestoprovidea
quoteorproposaloutliningthecoststopreparetheplanasnoted.However,staffhavean
estimatedplanningcostdevelopedfor2015budgetingpurposes.
AnRFQprocessallowsanyfirmwishingtosubmittheirqualificationstobeconsidered
fortheBCOLACplanningprocess.ThispresentsanopportunityfortheCitytoreview
theexperienceandabilitiesoffirm’sside-by-sidebeforemakingadecision.
PlanProcess
OncetheCityhasselectedwhichrouteitwishestotakefortheplanningprocess,the
masterplanningprocesscanbegin.
ThefirsttaskfortheCityandselectedfirmwillbetodevelopaplancontractand
timeline.Thecontractwilloutlineadetailedscopeofservicesandcostforeachbasedon
theplanningprocessdescribedbelow.
Planningitselfwillthenbeundertakeninthefollowingprimarysteps.
Step1.ReaffirmtheOverallParkConceptPlan
Ithasbeenoverfiveyearssincetheoriginalconceptlayoutwasdeveloped,andover
eightyearssincetheneedsassessmentleadingtothecurrentfieldlayoutwasdeveloped.
Beforemovingtodevelopment-levelplans,itwillbecriticaltoreaffirmthecommunity’s
needsintermsofthetypesoffields,thenumberoffieldsandtheirphasing.Inaddition,
thelayoutoftheplanrelativetothepotentialuseofthebio-solidsarea,bufferingthe
moreintenseathleticfielduses,andconsiderationofphasingoptionswillbecritical.For
thispartoftheplanningprocess,thefirmselectedwillbeaskedtore-engagetheAthletic
Sub-CommitteeandthenbringforwardafinallayouttotheParksCommissionand
AdvisoryCouncilforrecommendationtoCityCouncil.
Step2:OutlineApprovalsProcess
ThestepwillrequirethatthedesignatedfirmworkwiththeCity,Countyandother
agenciestodeterminerequiredpermittingfortheproject.
IninitialinformationsuppliedbyWrightCounty,theCitydoesnotneedaConditional
UsePermitfortheparkuseitself.However,aConditionalUsePermitforLand
Alternationhasbeendeterminedtoberequiredforthegradingcomponentoftheproject.
TheCitywillalsolikelyneedtoworkthroughatransportationanalysiswithWright
County.
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Inaddition,planrevisionswillalsoneedtobereviewedbytheBertramChainofLakes
AdvisoryCouncilandCityCouncilandCountyBoard.TheCitywillalsowantto
completetheComprehensivePlanAmendmentforthebio-solidsusearea.
Step3.Feasibility&DevelopmentDesign
Oncetheconceptlayoutisreaffirmedandthepermittingprocessesunderstood,the
selectedfirmwillmoveintodevelopingplansforfinalfieldconfigurationandphasing.
Staffwouldproposethatthemasterplanprovidedetaileddevelopmentplanningforthe
firstphase,includingsite-specificenvironmentalanalysis,utilityandgradingplanning,
stormwatermanagement,irrigation,landscapingandrestorationplanning,transportation
andaccessimprovements,fielddevelopmentcostsandphasing,accessibilitycompliance,
sustainabilityanalysisandtheotherdetailedcomponentsreferencedearlierinthisreport.
ThefirstphasemustattheveryleastmeettheOutdoorRecreationGrantrequirements.
Moregeneralfeasibilityplanningwouldbecompletedforsubsequentphases.
Staffhavealsodeterminedthatthefinalmasterplanwillberequiredtoincludeacapital
improvementplan(withexpectedconstructioncostsforfullbuildout)andanoutlineof
operationsandmaintenancecostsestimatedforeachphase.
Referencetopotentialfundingoptionsforthedevelopmentoftheparkwillalsobea
requiredcomponentofthemasterplan.
NextSteps
Oncethemasterplaniscomplete,theCitywillbeinapositiontoplanforthe
constructiontimelineandfundingprocessfortheparkimprovements.Fundingof
improvements,includingnamingsponsorships,capitalimprovementfunding,referendum
andbonding,willallbeexploredaspotentialoptionsaspartoftheplanningprocess.
Aconceptualdetailingofthetimelineassociatedwithaparkconstructiontimeline,
includingtheRFQprocess,isattachedassupportingdata.
A1.BudgetImpact:Staffhaveestimatedtheapproximatecostoftheaboveplanning
processat$75,000-$90,000.ThisplanningeffortwillbringtheCitytothe
readinesspointofplansandspecificationsdocuments.Thisamountwillbe
fundedfromtheParkandPathwayFundfor2015.
A2.StaffImpact:TheCityAdministrator,Engineer,CommunityDevelopment
Director,FinanceDirectorandParksSuperintendentwillallbeinvolvedinthe
coordination,inputandreviewcomponentsofthisproject.
B.ALTERNATIVEACTIONS:
1.Motiontoauthorizestafftoconductarequestforqualificationsprocessseeking
planningfirmsinterestedindesigningtheBertramChainofLakesRegionalPark
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AthleticComplexandtodirectthebudgetingoffundsforthemasterplanning
process.
2.Motiontodenyauthorizingstafftoconductarequestforqualificationsprocessat
thistime.
C.STAFFRECOMMENDATION:
StaffrecommendsmovingforwardwiththeRFQprocessatthistime.Withlandarea
nowownedbytheCityandWrightCountyfortheathleticcomplex,itisappropriateto
establishamoredetailedplanforsitedevelopment.Inaddition,thefundinggrantfor
acquisitionofthisarearequiresaninitialdevelopmentofimprovementstomakethe
propertypubliclyaccessibleforoutdoorrecreation.
ItshouldbenotedthatregardlessoftheRFQprocess,thedevelopmentoftheBCOLAC
willrequireaplanningeffortofthisdetailinordertoconstructtheproject.TheRFQ
processwillallowtheCitytoselectafirmbasedontheirabilityandexperiencewith
projectsofthisscopeandsize.
D.SUPPORTINGDATA:
BertramChainofLakesConceptPlan
TentativeProjectTimeline
SampleRFQ
WRIGHT COUNTY PARKS
1901 HIGHWAY 25 NORTH
BUFFALO, MN 55313
(763) 682-7693
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May 22, 2014
505 WALNUT STREET
MONTICELLO, MN 55362
(763) 295-2711
COMMISSIONED BY:
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Monticello City Athletic Fields Development
YB - Youth Ball Field (6) PE - Park Entrance (2) PL - Play Equipment (2)
SF - Softball Field (8) OE - Overflow Exit (2) CE - Ceremonial Space
BC - Baseball Complex CO - Concessions (4) SH - Shelter (2)
SP - Sports Pavillion (2) ST - Storage (3) SO - Soccer Field (11)
PK - Parking (972)
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1409 WILLOW STREET, SUITE 110
MINNEAPOLIS, MN 55403
(612) 353-6460
BERTRAMCHAINOFLAKESATHLETICCOMPLEXPLANNINGSCHEDULE
August22,2014RequestforStatementsofQualificationsmailed
September26,2014StatementsofQualificationssubmittedtoCity
October,2014SelectionCommitteereviewsSOQsandpotentiallyconducts
interviews
October27,2014CityCouncilselectsConsultingFirm
November,2014CityStaffandConsultingFirmdefinescopeandfeesfor
planningprocess
November24,2014ConsultantcontractapprovedbyCityCouncil
December,2014Consultingfirmdevelopslayoutstore-affirmtheoverallpark
conceptplan
January,2015MeetingsconductedwithStaff,AthleticSub-committee,
ParksCommissionandBCOLAdvisoryCounciltoselectfinal
conceptplan
January/February,2015CityCouncilselectsfinalconceptplan/authorizesmaster
planningandfeasibilitystudy
February,2015CountyandCityPlanningandZoningApprovalProcess
Initiated
April/May,2015MasterPlanandFeasibilityStudyCompleteforStaffand
applicablecommitteereview
May/June,2015CityCouncilApprovesMasterPlanandFeasibilityStudyand
reviewsfundingoptions/potentiallyinitiationofreferendum
process
DRAFT
CityofMonticello
REQUESTFORQUALIFICATIONS(RFQ)
PROJECTNAME:BERTRAMCHAINOFLAKESATHLETICCOMPLEXPLANNING
TheCityofMonticelloisprovidingthisRequestforQualificationstoselectdesignconsultingfirms
fortheBertamChainofLakesAthleticComplexMasterPlanningandFeasibilityStudy.The
followingprovidesdetailedbackgroundinformationaboutthesiteandprojectalongwiththe
requiredprojectoutcomesandprocess.
(Citystaffwillinsertprojectbackgrounddescriptionhere)
(Citystaffwilldescribetherequiredprojectoutcomes/processhere)
PleaseprovidethefollowinginformationinyourStatementofQualifications(SOQ):
Letterofinterest/projectunderstanding
ProjectTeam
Resumesofkeyteamparticipantsincludinganticipatedrolesintheproject
Alistofsimilarmunicipalathleticcomplexprojectscompletedbyyourfirm.Examples
shouldillustrateanddescribetheprojects.
References(contactname,title,address,andphone#)
AftertheCityhasreceivedandreviewedtheStatementsofQualificationsprovidedbydesign
consultants,theCitywillselectthefirmthatbestmeetstheCity’sneedsandnegotiatethedetailed
scopeandfee.
Thefollowingisascheduleofanticipatedactivities:
Date:Description:
August22,2014RequestforStatementsofQualificationsmailed
September26,2014StatementsofQualificationssubmittedtoCity
October27,2014CityCouncilselectsConsultingFirm
November24,2014ConsultantcontractapprovedbyCityCouncil
Ifyouareinterested,pleasesubmitStatementofQualificationsby4p.m.onSeptember26,2014.
YourStatementofQualificationsmustbesubmittedinasealedandplainlymarkedenvelope.SOQ’s
canbedroppedofformailedtothefollowingaddress:
Attn:AngelaSchumann
CityofMonticello
505WalnutStreet,Suite1
Monticello,MN55362
AGENDA
SPECIALWORKSHOPMEETING–MONTICELLOCITYCOUNCIL
Monday,August112014–5:45p.m.
BridgeRoom,MonticelloCommunityCenter
Mayor:ClintHerbst
CouncilMembers:LloydHilgart,TomPerrault,GlenPosusta,BrianStumpf
Others:WayneOberg,JeffO’Neill
1.CalltoOrder
2.PurposeofWorkshop:Reviewproposed2015Budget&taxlevy
(handoutstobeprovidedatworkshop)
3.Adjournment