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02/17/2017 - City Council RegularAGENDA EAGAN CITY COUNCIL EAGAN MUNICIPAL CENTER BUILDING FEBRUARY 21, 2017 6:30 P.M. I. ROLL CALL AND PLEDGE OF ALLEGIANCE II. ADOPT AGENDA III. RECOGNITIONS AND PRESENTATIONS A. SWEARING-IN of Police Officer Krishina Mua B. RECOGNIZE the retirement of Engineering Aide Jeanette Johnson for her 15 Years of Service to the citizens of Eagan C. RECOGNIZE the retirement of Utilities Operations Supervisor Charlie Borash for his 19 Years of Service to the citizens of Eagan IV. CONSENT AGENDA (Consent items are acted on with one motion unless a request is made for an item to be pulled for discussion) — A.--APPROVE-MINUTES------- B. INUTES --- B. PERSONNEL ITEMS C. APPROVE Check Registers D. APPROVE Contracts E. ADOPT 2013 General Records Retention Schedule for Cities F. APPROVE an Agreement with LA Ink for the design, fabrication and installation of a plaza, benches and marker display at Old Town Hall, and authorize the Mayor and City Clerk to sign and execute the Agreement G. ACCEPT a Grant from the Minnesota Department of Human Services to Conduct Tobacco Compliance Checks H. APPROVE Extended Work Hours, Verizon Wireless Fiber Installation, Deerwood Reservoir I. APPROVE Storm Water Agreement with MnDOT, Pond AP -42, Cliff Lake Protection J. APPROVE resolution to schedule a public hearing for March 21, 2017 related to refunding bonds to be issued by the City of Minneapolis and the St. Paul HRA on behalf of Allina Health System for the Allina Health Eagan Clinic on Yankee Doodle Road K. AUTHORIZE revocation of a 1998 Conditional Use Permit (CUP) to allow a greenhouse located at 2125 Cliff Road L. ACCEPT grant money for 2016 Planning Intern M. APPROVE Exempt Permit for the Pinewood Community School PTO to hold a raffle on April 7, 2017 at 4300 Dodd Road N. APPROVE a Resolution and Partnership Agreements to accept cash donations for upcoming 2017 events from multiple partners 0. SCHEDULE Public Hearing to consider authorizing a Minnesota Investment Fund application to the Minnesota Department of Employment and Economic Development P. APPROVE Change Order No. 6, Contract 16-04 Central Maintenance Facilities Upgrades Q. APPROVE Issuance of a Request for Proposal (RFP) for Architectural Services for Improvements at City Hall and the Police Department R. WITHDRAWAL of Planned Development Amendment and Preliminary Subdivision — PLC, LLC V. PUBLIC HEARINGS VI. OLD BUSINESS A. RECEIVE bids and approve resolution awarding the sale of $2,350,000 General Obligation State - Aid Refunding Bonds, Series 2017A VII. NEW BUSINESS VIII. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE IX. ECONOMIC DEVELOPMENT AUTHORITY A. CALL TO ORDER B. ADOPTAGENDA C. CONSENTAGENDA 1. APPROVE EDA Minutes 2. SCHEDULE Public Hearing for March 7, 2017 to consider the sale of Outlot B, Paragon Addition in the Cedar Grove Redevelopment District, to Commercial Investment Properties, Co. (CIP) for a multi -family residential development 3. CANCEL existing Minnesota Investment Fund project for Prime Therapeutics, LLC and authorize notification to the Minnesota Department of Employment and Economic Development D. OLD BUSINESS f. NEW -BUSINESS — - - - F. OTHER BUSINESS G. ADJOURN X. ADMINISTRATIVE AGENDA A. City Attorney B. City Council Comments C. City Administrator D. Director of Public Works E. Director of Community Development XI. VISITORS TO BE HEARD (for those persons not on the agenda) XII. CLOSED SESSION XIII. ADJOURNMENT TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY ADMINISTRATOR OSBERG DATE: FEBRUARY 17, 2017 SUBJECT: AGENDA INFORMATION FOR FEBRUARY 21, 2017 CITY COUNCIL MEETING ADOPT AGENDA After approval is given to the February 21, 2017 City Council agenda, the following items are in order for consideration. Consent Agenda Information Memo February 21, 2017, Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS A. Swearing-in of newly appointed Eagan Police Officer Krishina Mua Facts: ➢ Police Chief McDonald will introduce new Police Officer Krishina (Kris -sheen -a) Mua to the Council and community. After a brief introduction, he will be administered the Oath of Office by the Chief. ➢ Officer Mua began his employment on June 6, 2016. He recently completed his training and is currently patrolling the City on his own. _Attachments: (0)_ ____ Agenda Information Memo February 21, 2017 Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS B. Retirement of Engineering Aide Jeanette Johnson Facts: ➢ Jeanette began employment with the City of Eagan on September 10, 2001. Her last day of work is planned for March 3, 2017. ➢ Jeanette has been a valuable member of the Engineering/Public Works team, always willing to learn. She had foresight in her work, and questioned processes to help City staff "work smarter, not harder". ➢ She has been involved in many City work groups, including Holiday Lunch, MuniciPals, and Recycling committees that have bridged departmental lines, always for the benefit of the City. ➢ She has a talent for working well with others, always professional, knowledgeable, and team -oriented. She cares about her coworkers. ➢ She worked hard to provide the citizens of Eagan with the best customer service and communication, via many avenues, phone, U.S. mail, email, front counter, web page, and social media. ➢ Jeanette is looking forward to spending more time traveling, with her daughter and son- in-law, and volunteering. ➢ Tonight's presentation serves as a formal recognition by the Mayor and Council of the 15 years of service Jeanette has provided to the City of Eagan. ➢ A plaque will be presented to Ms. Johnson in honor of this recognition. Attachments: (0) Agenda Information Memo February 21, 2017 Eagan City Council Meeting RECOGNITIONS AND PRESENTATIONS C. Retirement of Utility Operations Supervisor Charlie Borash Facts: ➢ Charlie began employment with the City of Eagan on March 19, 1998. His last day of work is planned for February 28, 2017. ➢ Charlie has been a valuable member of the Utilities/Public Works team, leading the Utilities Maintenance operations for the past 19 years. His vast experience and "can do" attitude has helped the City keep up to speed with its growing maintenance needs while helping new developments incorporate design elements that incorporated maintenance aspects, reducing long term operational costs and impacts to labor. ➢ He has actively participated in many City work groups as a team player and often encouraged consideration of difficult questions to ensure the utmost benefit of the City. ➢ He gets the job done the way it is supposed to be done, having become an expert in a wide range of activities. ➢ He worked hard to provide Eagan with the best utility systems in the most cost effective manner, thoughtfully managing nearly $0.6 billion of underground infrastructure. ➢ Charlie is looking forward to spending more time fishing, caring for grandchildren and exploring new adventures. ➢ Tonight's presentation serves as a formal recognition by the Mayor and Council of the 19 years of service Charlie has provided to the City of Eagan. ➢ A plaque will be presented to Mr. Borash in honor of this recognition. Attachments (0) Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA The following items referred to as consent items require one (1) motion by the City Council. If the City Council wishes to discuss any of the items in further detail, those items should be removed from the Consent Agenda and placed under Old or New Business unless the discussion required is brief. A. Approve Minutes Action To Be Considered: To approve the minutes of the February 17, 2017 regular City Council meeting as presented or I1=0 ON . Attachments: (1) CA -1 February 7, 2017 Minutes MINUTES OF A REGULAR MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota February 7, 2017 A Listening Session was held at 6:00 p.m. prior to the regular City Council meeting. Present were Acting Mayor Bakken, Councilmembers Fields, Hansen and Tilley. Mayor Maguire arrived at 6:10 p.m. A regular meeting of the Eagan City Council was held on Tuesday, February 7, 2017 at 6:00 p.m. at the Eagan Municipal Center. Present were Mayor Maguire, Councilmembers Bakken, Fields, Hansen and Tilley. Also present were City Administrator Osberg, Assistant City Administrator Miller, Communications Director Garrison, Finance Director Pepper, Director of Community Development Hutmacher, City Planner Ridley, Parks and Recreation Director Pimental, City Engineer Gorder, Police Chief McDonald, Fire Chief Scott, City Attorney Dougherty, and Executive Assistant Stevenson. AGENDA Councilmember Tilley moved, Councilmember Bakken seconded a motion to approve the agenda as presented. Aye:5 Nay:0 RECOGNITIONS- AND-PRESENTATIO Police Chief McDonald presented Police Department Awards to Police Detectives Paul Maier and Darren Schultz for their efforts in solving the arson of Old Town Hall. CONSENT AGENDA Councilmember Bakken moved, Councilmember Fields seconded a motion to approve the Consent agenda as amended: Aye: 5 Nay: 0 A. It was recommended to approve the minutes of the January 10, 2017 Special City Council meeting, January 17, 2017 regular City Council meeting, and January 24, 2017 Special City Council Retreat as presented or modified. B. Personnel Items: 1. It was recommended to authorize the hiring of Megan Martin, Human Resources Analyst. 2. It was recommended to accept the resignation of the listed seasonal employees. C. It was recommended to ratify the check register dated January 13, 20 and 27, 2017. D. It was recommended to approve the ordinary and customary contracts with Marco, Boogie Wonderland, G.L. Berg & Association, Inc., Ambition Teakwondo, and SVL. E. It was recommended to approve a resolution accepting a donation from the Eagan Ice Crystal Figure Skating Club, specific for the purchase and installation of a rink music audio system. F. It was recommended to schedule a public hearing for March 7, 2017 to consider final assessment of the delinquent nuisance abatement bills and certify them to Dakota County for collection with property taxes. G. It was recommended to schedule a public hearing for March 7, 2017 to consider final assessment of the delinquent utility bills and certify them to Dakota County for collection with property taxes. H. It was recommended to adopt a resolution approving an Exempt Permit for The Open Door to conduct a raffle on March 2, 2017 at St. John Neumann Catholic Church, 4030 Pilot Knob Road. City Council Meeting Minutes February 7, 2017 2 page I. It was recommended to approve a temporary on -sale liquor license and waive the license fee for Trinity School at River Ridge on February 11, 2017 at 601 River Ridge Parkway. J. It was recommended to approve a Joint Powers Agreement with Dakota County to participate jointly with other cities in the Wetland Health Evaluation Program through 2021, and authorize the Mayor and City Clerk to execute all related documents. K. It was recommended to approve a Stormwater Management System Maintenance Agreement with Davis Family Minnesota, LLC, owner of the Sun Country Headquarters site, at 1300 Corporate Center Curve, and authorize the Mayor and City Clerk to execute all related documents. L. It was recommended to approve the plans and specifications for Contract No. 17-01 (2017 Street Revitalization), and authorize the advertisement for a bid opening to be held at 10:30 a.m. on Thursday, March 9, 2017. M. It was recommend to approve the plans and specifications for Contract No. 17-02 (Bur Oaks Pond Protection (Pond GP -1.2) - Water Quality Improvements), and authorize the advertisement for a bid opening to be held at 10:30 a.m. on Wednesday, March 15, 2017. N. It was recommended to approve the plans and specifications for Contract17-03 (Cliff Lake Protection (Pond AP -42) - Water Quality Improvements), and authorize the advertisement for a bid opening to be held at 11:00 a.m. on Wednesday, March 15, 2017. 0. It was recommended to approve the plans and specifications for Contract17-05 (Ponds JP -19 -and-JP-30.6 - 20-17Water _Quality -&-Storm-Sewer-Improve ments),-and-authorize-the advertisement for a bid opening to be held at 12.30 p.m. on Thursday, March 16, 2017. P. It was recommended to approve resolution to prohibit parking on Vikings Parkway between Lone Oak Parkway and Ames Crossing Road, and authorize the Mayor and City Clerk to execute all related documents. Q. It was recommended to receive a petition to vacate Northwest Parkway right-of-way located in Lone Oak 3rd Addition, within the MV Eagan development in northeast Eagan, and schedule a public hearing to consider said request to be held on March 7, 2017. R. It was recommended to approve a resolution requesting the Minnesota Department of Transportation to advance to the City of Eagan approximately $2.76 million from the Municipal State Aid (MSA) Construction account. S. It was recommended to approve Change Order No. 5 to Contract 16-04 (Central Maintenance Facility Renovations) and authorize the Mayor and City Clerk to execute all related documents. T. It was recommended to adopt a resolution approving an Exempt Permit for Eagan Baseball Boosters Inc., to conduct a raffle on February 26, 2017 at Green Mill, 1940 Rahncliff Court. U. It was recommended to acknowledge the completion of Project 13-C (Stonehaven 5th Addition) and authorize perpetual City Maintenance subject to warranty provisions. V. It was recommended to approve a telecommunication lease agreement with Dakota County for upgrades on the Sperry Tower site, and authorize the Mayor and City Clerk to execute all related documents. W. It was recommended to accept the Feasibility Report for Project 1208 (Seneca Wastewater Treatment Plant Water Reuse - Utility Improvement), X. It was recommended to authorize submittal of the City's FY 2017 Community Development Block Grant (CDBG) Application and adopt a Resolution approving the funding application request. Y. It was recommended to direct City Staff to work with the City Attorney to prepare an Ordinance Amendment to Chapter 11, Subd. 28, Placement, construction and maintenance of signs. Z. It was recommended to adopt a resolution approving the updated Dakota County All Hazard Mitigation Plan. City Council Meeting Minutes February 7, 2017 3 page AA. It was recommended to approve a resolution and partnership agreements to accept cash and in- kind advertising donations from the following organizations to authorize the necessary budget adjustments and direct the Mayor and City Clerk to sign the appropriate documents. BB. It was recommended to approve a Memo of Understanding between the City of Eagan and Rasmussen College. CC. It was recommended to approve a Memo of Understanding between the City of Eagan and Argosy University. There were no public hearings to be heard. There was no old business to be heard. PUBLIC HEARINGS OLD BUSINESS NEW BUSINESS mprehensive-Guide-Plan Amendment— The-Lincoln-Grou City Administrator Osberg introduced the item noting the action to be considered is whether or not to direct staff to submit to the Metropolitan Council the request for a Comprehensive Guide Plan Amendment. The property is currently designated Retail Commercial and the request is for Low Density. The applicant is requesting to build 34 twin homes on 10 acres located southeast of Red Pine Lane and Highway 3. City Planner Ridley gave a staff report and provided a site map. Ron Kaskaskia, Kaskaskia Engineering, representing the applicant, stated he was available for questions. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. The Council discussed the comprehensive guide plan amendment. Councilmember Fields and Bakken noted their concerns regarding the requested change to residential. Councilmember Tilley moved, Councilmember Hansen seconded a motion to direct staff to submit to the Metropolitan Council a Comprehensive Guide Plan Amendment to change the land use designation from RC (Retail Commercial) to LD (Low Density) upon approximately 10 acres located south of Red Pine Lane and Highway 3. Aye: 3 Nay: 2 (Fields and Bakken) City Attorney Dougherty noted that the action required three votes to submit the land use change to the Metropolitan Council. Dougherty added that four votes would be needed if and when the Comprehensive Guide Plan Amendment comes back to the City Council for consideration. City Council Meeting Minutes February 7, 2017 4 page Planned Development Amendment — White House Custom Colour City Administrator Osberg introduced the item noting the applicant is proposing a corporate expansion of the existing White House Custom Colour facility. The Planned Development Amendment proposes to change the use of Lot 2 to multiple -story office and Lot 3 to production and warehouse. The Council is being asked to approve a Planned Development Amendment to change the use of Lots 2 and 3, Block 1, Waters Annex 2nd Addition. City Planner Ridley gave a staff report and provided a site map. Eric Reiners, architect representing White House Custom Colour, provided a brief background, summarized the development project and stated he was available for questions. Mayor Maguire opened the public comment. There being no public comment, he turned the discussion back to the Council. The Council discussed the Planned Development Amendment request. Councilmember Hansen moved, Councilmember Bakken seconded a motion to approve a Planned Development Amendment to-change—the-use of -Lots -2 -and 3 Blocl(1 Waters -Annex -2nd Addition. Specifically, to change from a single -story office/warehouse to multi -story office on Lot 2 and production/warehouse on Lot 3 for properties located at 2920 and 2930 Lone Oak Drive, subject to the following conditions: Aye: 5 Nay: 0 An Amendment to the Final Planned Development Agreement shall be executed for Lots 2 and 3, in a form acceptable to the City Attorney, and recorded against the property within 60 days of City Council approval. The Agreement shall include the following exhibits: • Site and Signage Plan • Building Elevations • Landscape Plan • Site Lighting Plan 2. Building address numbers shall be installed consistent with the provisions of Section 2.78 of City Code. 3. This development shall be subject to the City's ordinance standards for screening of mechanical equipment. The effectiveness of proposed screening will need to be demonstrated at the time of Final Planned Development. 4. With the exception of the deviation for two free-standing signs on Lot 3, all signage shall be consistent with City Code standards. Consistent with RD zoning standards, building wall signage shall not exceed 10% of the fagade. 5. All signs are subject to review at the time of Sign Permit, which shall be obtained prior to installation of any signs, for both monument signs and building wall signs. 6. A revised Final Site Lighting Plan shall be provided for incorporation in the Planned Development Amendment Agreement, and shall recalculate the average to minimum ratio for each parking lot, excluding the zero footcandle values elsewhere on the site. The average to minimum ratio shall strive to achieve a maximum value of 4.0 footcandles. 7. Foundation plantings shall be added to the west side of the production/warehouse building on Lot 3, if the proof of parking is installed in the future. 8. The applicant shall ensure that landscaping does not conflict with site lighting or utilities. City Council Meeting Minutes February 7, 2017 5 page 9. This development shall be subject to compliance with the City's Tree Preservation Ordinance. Therefore, in accordance with City Code, prior to issuance of a permit for any land disturbing activity a Tree Preservation Plan shall be submitted, and a Tree Mitigation Plan provided, that demonstrates compliance with the City's Tree Preservation Ordinance, including any required mitigation, as determined by the Supervisor of Forestry. 10. This development shall be subject to Wetland Protection and Management Regulations (City Code 11.67). 11. This development shall meet the City's Post Construction Stormwater Management Requirements (City Code §4.34) for stormwater management and surface water quality, including Runoff Rate Control and 1.1" Volume Control on the site's new and fully - reconstructed impervious surface area (including effective remediation of disturbed soils to be revegetated to achieve minimum of 5% soil organic content in top 6 -inches and soil loosening to 12 -inch depth). 12. The applicant shall provide adequately sized and planned pre-treatment (e.g. sediment filter structure, etc.) at, or immediately upstream of, all stormwater management facility inlets to provide for effective capture and easily -accessible cleanout of coarse particles, fine -sand sized particles and floatable pollutants. Details shall be included in applicable plan sheet(s). 13. Prior to receiving city approval to permit land disturbing activity, the applicant shall provide to the City soil boring logs from each proposed infiltration/filtration area, extending a -- minimum -of -10' below the-bottom-of-the-proposed-infiltration/filtration featur-e,-to-evaluate------ and ensure suitability for infiltration, including depth to saturated soils (bottom of any infiltration basin shall be greater than 3 -feet above saturated soils/NWL of adjacent wetland, whichever is greater). If the soil boring logs indicate incompatibility of existing sub -soil permeability with the submitted and reviewed design plans for meeting volume control requirements, the applicant shall revise the design and/or construction plans to ensure volume control requirements are fully met for the site development. 14. Prior to receiving city approval to permit land disturbing activity, the applicant shall provide construction details of the proposed infiltration systems for City review/acceptance by the City Engineer and include construction details in plan set. Construction details shall include infiltration basin cross-section(s), drainage area/sizing/volume tables, maximum depth of 1.9 -feet (not including below -grade soil media depth), details and elevations for stable inlets/outlets/emergency overflows, public storm sewer connection details (e.g. coring only, etc.), soil media criteria, live planting and seeding details, temporary & permanent erosion - control protection details (e.g. two rows of sediment protection at the top and base of side slope, erosion -control blanket, etc.), construction sequencing/protection/restoration notes (e.g. no equipment within basin, soil ripping, etc.) and other details and notes to ensure infiltration practices are properly designed, constructed, planted, and adequately protected during / after construction to prevent clogging, and will be able to be properly maintained to function as intended. These graphical details and notes shall be prominently included in all applicable plan sheets (e.g. Grading, Utility, Landscape Plans, etc.). All infiltration basins shall include live -plantings with a minimum of 18 -inch on -center plant spacing. 15. Prior to receiving city approval to permit land disturbing activity, the applicant shall provide detailed Soil Management Strategies for City review, and acceptance by the City Engineer, that provide clear assurances that by final grading, prior to installation of any irrigation and plantings, the disturbed areas that are to be revegetated will have protected and/or restored soil permeability to non -compacted soil conditions in the top 12" of soil with no less than 5% soil organic matter content and less than 200 psi of soil compaction in the top 12" of topsoil, to comply with Volume Control requirements. Addition and incorporation of City Council Meeting Minutes February 7, 2017 6 page any soil organic content shall only consist of MnDOT 3890 Grade 2 Compost, from a currently certified source, to restore permeability in the top 12 -inches of soil. These graphical details and notes on soil protection/restoration shall be included in the Stormwater Management Plan and prominently included in all applicable plan sheets (e.g. Erosion & Sediment Control Plan, Grading & Drainage Plan, Landscape Plan, etc.). 16. Prior to proceeding with land disturbing activity, the Property Owner shall enter into a long- term stormwater management system maintenance agreement with the City, detailing the annual inspection and maintenance required to occur to ensure proper operation and performance of the permanent stormwater management system on each parcel, in a form acceptable to the City Attorney. 17. During infiltration/filtration system area over-excavation/sub-soil work, the applicant shall provide verifying documentation that practice area sub -soils are suitable for a saturated condition infiltration rate of 0.5 -inch per hour or greater (but less than 8.0 -inch per hour). If the sub -soil infiltration rates are less than 0.5 -inch per hour (or greater than 8.0 -inch per hour), the.applicant shall immediately notify the City Engineer. Documentation shall be provided to the City within 48 -hours after any infiltration testing. The applicant shall provide the City Water Resources staff with 24-hour advance notice of the occurrence of infiltration verifications and also prior to any excavation and/or soil backfilling within the infiltration practices (City Water Resources staff contact/instructions shall be cle_ar_I_y/_pr_o_minentl_y_listed _on_all-appropriate-plan-sheets). 18. Before the City provides a Certificate of Occupancy for the new building project, the applicant must provide field -verification to City Water Resources staff of successful implementation, function and operation of the Stormwater Management System, including operation of the bioretention basins and complying Soil Management Strategies on all disturbed soils, in compliance with the approved plans. 19. Before the City returns any Stormwater-related Performance Guarantee Fees on the development site, the applicant shall provide the City Engineer as -built plans that demonstrate that all constructed stormwater conveyance structures, stormwater management facilities (e.g. infiltration practices) and soil management strategies conform to design and/or construction plans, as approved by the City. As -built volumes (for retention) shall be provided for the infiltration practices. An updated/as-constructed Stormwater Management Report shall also be provided. The applicant shall submit to the City Engineer certification that the stormwater management facilities have been installed in accord with the plans and specifications approved. This certification shall be provided by a Professional Engineer or Landscape Architect licensed in the State of Minnesota. 20. All public and private streets, drainage systems, and utilities necessary to provide service to this development shall be designed and certified by a registered professional engineer in accordance with City adopted codes, engineering standards, guidelines, and policies. 21. This development shall be responsible for the acquisition of all regulatory agency permits required by the affected agency prior to the issuance of a building permit. 22. All public and private streets, drainage systems, and utilities necessary to provide service to this development shall be designed and certified by a registered professional engineer in accordance with City adopted codes, engineering standards, guidelines, and policies. 23. A detailed land disturbance and erosion control plan shall be prepared in accordance with current City land disturbance and erosion control regulations prior to final plat approval. 24. All erosion/ sediment control plans submitted for development and grading permits shall be prepared by a designer who has received current Minnesota Department of Transportation (MNDOT) training, or approved equal training as determined by the City Engineer in City Council Meeting Minutes February 7, 2017 7 page designing stormwater pollution prevention plans. Also, all personnel responsible for the installation of erosion/ sediment control devices, and the establishment of vegetation for the development, shall have received Erosion/Sediment Control Inspector/Installer certification through the University of Minnesota, or approved equal training as determined by the City Engineer. 25. Fire hydrant spacing and locations shall be installed in accordance with City Fire Department and Public Works standards. 26. The applicant shall extend sanitary sewer and water main of sufficient size, depth, and capacity for the future development of Outlot A. 27. The applicant shall submit a proposal/infrastructure plan to be approved by staff to provide telecommunications fiber to the premises (FTTP). This development shall include the installation of fiber optic cable, or a conduit for future installation, in its construction plans at the time of building permit. 28. Drainage and utility easements shall be provided for the water and sewer stubs being provided to Outlot A. 29. An encroachment agreement shall be provided for any tunnels located in drainage and utility easements, in a form acceptable to the City Attorney, prior to issuance of any Building Permit. 30. The applicant shall provide private cross -easements for ingress/egress, including Outlot A, and-shar-ed-par-king,-in-a-form-acceptable-to- the -City -- Attorney, -prior -to -issuance of -any Building Permit. 31. Any median modifications shall be performed under a separate right of way -permit. 32. The applicant shall restore the street, curb and gutter, pavement markings, and boulevard in a manner acceptable to the City Engineer. 33. A sidewalk connection shall be made to the existing trail along Lone Oak Parkway. 34. This proposal shall be subject to a cash parks dedication, payable at the time of building permit at the rates then in effect. 35. This proposal shall be subject to a cash trails dedication, payable at the time of building permit at the rates then in effect. LEGISLATIVE / INTERGOVERNMENTAL AFFAIRS UPDATE There was no legislative/intergovernmental affairs update. ADMINISTRATIVE AGENDA There were no administrative agenda items to be heard. There were no visitors to be heard. VISITORS TO BE HEARD ADJOURNMENT Councilmember Tilley moved, Councilmember Hansen seconded a motion to adjourn the meeting at 7:20 p.m. Aye: 5 Nay: 0 City Council Meeting Minutes February 7, 2017 8 page Date Mayor City Clerk Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA B. Personnel Items ITEM 1. Action To Be Considered: Authorize the hiring of Charlene Christensen, Preschool Teachers Assistant. ITEM 2. Action To Be Considered: the resignation of the following Seasonal empl Allard, Nathan J Volunteer Fire Coyne, Sean P Rink Attendant Dahlen, Joseph S Rink Attendant Johnson, Phillip G Rink Attendant Richard, Clara M Rink Attendant Tipler, Lisa R Park Laborer Wollin, Jordan T Rink Attendant Wollin, Justin B Rink Attendant Agenda Information Memo February 17, 2017 Eagan City Council Meeting CONSENT AGENDA C. Ratify Check Registers Action To Be Considered: To ratify the check registers dated February 3 and 10, 2017 as presented. Attachments: (2) CC -1 Check register dated February 3, 2017 CC -2 Check register dated February 10, 2017 Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA D. Approve Contracts Action To Be Considered: To approve the ordinary and customary contracts listed below. Facts: ➢ The contracts listed below are in order for Council approval. Following approval, the contracts will be electronically executed by the Mayor and Deputy City Clerk. Contracts to be approved: ➢ Agreement with Shelter SI, Inc. for security services. ➢ Vendor Agreement with Eagan Men's Chorus for a performance at the Community Connections event. ➢ Vendor Agreement with Eagan Men's Chorus for a performance at Holz Farm Park on May 21. ➢ Vendor Agreement with Eagan Men's Chorus for a performance at Holz Farm park on September 24. ➢ Vendor Agreement with Eagan Men's Chorus for a performance at Holz Farm Park on December 3. ➢ Vendor Agreement with Mary Gohman for a performance at Holz Farm Park on May 21. ➢ Vendor Agreement with Mary Gohman for a performance at Holz Farm Park on September 24. ➢ Vendor Agreement with Eagan High School Jazz Ensemble for a performance at the Community Connections event. ➢ Artist Engagement Contract with Premier Latino Events LLC for a performance at Central Park on July 26. ➢ Agreement with Prairie Restorations, Inc. for invasive species management at Patrick Eagan Park. Attachments: (0) The contracts are available from the City Clerk's Office. Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA E. Adopt 2013 General Records Retention Schedule for Cities Action To Be Considered: To adopt the 2013 General Records Retention Schedule for Cities. Facts: ➢ The City uses a General Records Retention Schedule to determine how long to keep its records. A The Retention Schedule is created by the Minnesota State Archives and the Minnesota Clerks and Finance Officers Association (MCFOA). It is updated as need by the Minnesota State Archives and the MCFOA. The most recent update occurred in July 2013. ➢ The City currently uses the 2007 General Records Retention Schedule. Changes made in the 2013 Retention Schedule include clarifying record descriptions and updating record categories, which allow for easier use of the Schedule. Adopting the 2013 Retention Schedule allows the City to use the current, statewide standard for managing its records. Attachments: (1) CE -1 Retention Schedule Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA F. APPROVE a Contract Agreement with LA Ink for the design, fabrication and installation of a plaza, benches and marker display at Old Town Hall, and authorize the Mayor and City Clerk to sign and execute the Agreement. Action to Be Considered: Approve an Agreement with LA Ink for the design, fabrication and installation of a plaza, benches and marker display at Old Town Hall and authorize the Mayor and City Clerk to sign and execute the Contract Agreement Facts: ➢ On January 3 2017 the -City Council -adopted a -Resolution accepting -a -donation from John Nasseff and Helen Houle in the amount of $100,000 in recognition of former City Administrator Thomas L. Hedges. ➢ The intended use of the donated funds is to construct a Plaza at the Old Town Hall in recognition of Mr. Hedges and provide display systems in the Old Town Hall. ➢ LA Ink specializes in designing displays and landscaping features that recognize significant individual, particularly at institutions of higher learning. ➢ LA Ink provided preliminary design services during the early discussions regarding the donation for the Old Town Hall plaza project. ➢ LA ink will design, fabricate and install a paver plaza with two polished granite benches and re - purposed heritage marker custom designed, to identify the space as the Tom Hedges Old Town Hall Plaza. Attachments: (1) CF -1 Contract Agreement CONTRACT AGREEMENT THIS CONTRACT AGREEMENT ("Agreement"), is made this day of February, 2017, by and between the City of Eagan (the "Owner") and LA ink, Ltd., a Minnesota corporation (the "Contractor"). Owner and Contractor are hereinafter referred to as "Parties." THIS AGREEMENT WITNESSETH, that the Owner and the Contractor, for the consideration hereinafter stated, agree as follows: ARTICLE I The Contractor hereby covenants and agrees to perform and execute all the provisions of the plans and specifications as prepared by Contractor, and indicated below under Article V, for Tom Hedges Old Town Hall Plaza Project, and to do everything required by this Agreement and the Contract Documents (hereinafter "the Work"). ARTICLE II The Contractor shall commence the installation of Work after (i) Contractor has obtained and filed a certificate of insurance in accordance with Article VI of this Agreement; (ii) Owner has provided Contractor with elements for display, to occur no later than April 8, 2017; and (iii) the Owner issues a Notice to Proceed. The Contractor agrees that the Work contemplated by this Contract shall be fully and satisfactorily completed no later than June 1, 2017. ARTICLE III The Owner agrees to pay and the Contractor agrees to receive and accept payment for the Wort-, which shall be completed in accordance with the Contract Documents in the amount of Fifty -Five Thousand Six Hundred Sixty Seven and 15/100 ($55,667.15) ("Contract Price"). The Contract Price shall be paid as follows: 3.1. Upon execution of this Agreement, Owner shall pay to Contractor a retainer in the amount of Twenty Thousand and 00/100 Dollars ($20,000.00). 3.2. Owner shall pay to Contractor a progress payment in the amount of Twenty Thousand and 00/100 Dollars ($20,000.00) ("Progress Payment") within five (5) business days of (i) Owner's final written approval of the marker content and shop drawings; and (ii) receiving a Progress Payment invoice from Contractor. 3.3. Owner shall pay the remaining balance of Fifteen Thousand Six Hundred Sixty - Seven and 15/100 Dollars ($15,667.15) ("Final Payment") within fourteen (14) business days from the latter of (i) final inspection and acceptance of the Work by the Owner, in Owner's sole discretion; or (ii) receiving a Final Payment invoice from Contractor. ARTICLE IV In order to induce Owner to enter into an agreement, Contractor makes the following representations: 4.1. Contractor is familiar with the nature and extent of the Contract Documents, work, site, locality and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or finishing of the Work. 4.2. Contractor has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) all such examinations, investigations, explorations, reports and studies which pertain to the physical conditions at the site that otherwise may affect the cost, progress, performance, or furnishing of the Work at the Contract Price, within the contract time, and in accordance with the other terms and conditions of the Contract Documents. No additional examinations, investigations, explorations, tests and reports, studies or similar information or data are or will be required by Contractor for such purposes. 4.3. Contractor has correlated the results of all such observations, examinations, investigations, explorations, tests, reports and studies with the terms and conditions of the Contract Documents. ARTICLE V The Contract Documents shall comprise of the entire agreement between Owner and Contractor concerning the work consisting of the following: 5.1. This Agreement; 5.2. Contractor's proposal form, dated January 24, 2017 ("Contractor's Proposal Form"), attached hereto as Exhibit A, but specifically excluding the fourth full sentence on page two of Contractor's Proposal Form referencing a third polished granite bench for an additional $5,250.00. In the event of a conflict between the provisions of this Agreement and Contractor's proposal form, the provisions of this Agreement shall control. ARTICLE VI Contractor shall not commence the Work until it has obtained all insurance required under this article and shall have filed a certificate of insurance or a certified copy of the insurance policy with the City. Certificates of insurance shall be submitted on Standard Form C.LC.C.-701 or ACORD 25 forms. Each insurance policy shall contain a clause providing that it shall not be canceled by the insurance company without thirty (30) calendar days' written notice of its intent to cancel or non -renewal, and not less than ten (10) calendar days' advance written notice for nonpayment of premium. The certificate of insurance shall contain the following 2 language in the description of operations section of the certificate of insurance form or in the additional remedies schedule to the certificate of insurance form: "Each of the above described policies is so endorsed requiring the City to be provided thirty (30) calendar days' written notice to the City of the intent to cancel or non -renewal, and not less than ten (10) calendar days' advance written notice for nonpayment of premium" ("Required Language"). If the producer or insurer(s) identified on the certificate of insurance refuse to provide the Required Language on the certificate of insurance form or on the additional remedies schedule, Contractor shall: (a) provide the City with a copy of the notice of cancellation endorsement documents for each policy that meet these requirements along with the certificate of insurance; and (b) provide the City with a copy of the insurer's cancellation notice within two (2) calendar days of receipt. Minimum requirements: A. Worker's compensation insurance as may be required by law. B. Employer's liability insurance with minimum limits as follows: Bodily Injury by Disease -$500,000 per person Bodily Injury by Disease 4500,000_general aggregate Bodily Injury by Accident -$500,000 general aggregate C. Contractor's commercial general and automobile liability insurance, including coverage for non -owned and hired vehicles, in limits as follows: General Liability 41,000,000 each occurrence -$2,000,000 aggregate Automobile Liability 41,000,000 combined single limit for bodily injury and property damage Losses other than those covered by insurance shall be Contractor's sole responsibility. The insurance requirements as set forth herein shall be considered to be minimum requirements only. Any other insurance that may be necessary to provide adequate coverage must be provided by Contractor and shall be its sole responsibility. ARTICLE VII Upon execution of this Agreement, Owner shall be deemed the owner of the plans and specifications identified in Article V, including those authored by Contractor, and shall thereafter retain all common law, statutory and other reserved rights, including copyrights. Owner grants Contractor a nonexclusive license to use and reproduce the plans and specifications identified in Article V solely and exclusively for purposes of performing the Work under this Agreement. Contractor shall not use the plans and specifications on any other project, or assign, delegate, sublicense, pledge or otherwise transfer any license granted herein to another party without prior written agreement of the Owner. This Agreement, together with the documents hereinabove mentioned, form the Contract and all documents are as fully a part of the Contract as if attached hereto or herein repeated. IN FITNESS WHEREOF, the Parties to this Agreement have hereunto set their hands and seals as of the day and year first above written. The City of Eagan, a Minnesota municipal corporation By Mike Maguire Its: Mayor M. STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA ) Christina M. Scipioni Its: City Clerk The foregoing instrument was acknowledged before me this day of , 2017, by Mike Maguire and Christina M. Scipioni, the Mayor and City Clerk of the City of Eagan, a Minnesota municipal corporation, on behalf of the corporation. Notary Public 11 LA ink, Ltd., a Minnesota corporation In STATE OF MINNESOTA) )ss. COUNTY OF DAKOTA ) Its: The foregoing instrument was acknowledged before me this day of , 2017, by , the of LA ink, Ltd., a Minnesota corporation, on behalf of the corporation. Notary Public EXHIBIT "A" TO CONTRACT AGREEMENT Contractor's Proposal Form 1� o Commemorating Nerifage through Public Art TOM HEDGES OLD TOWN HALL PLAZA AGREEMENT SCOPE OF WORK LA ink will design, fabricate and install a 20 foot by 20 foot paver plaza with two polished granite benches and a re -purposed heritage marker display custom designed in aluminum and glass between the parking area and the Old Town Hall. The new marker display Identifies the space as the Tom Hedges Old Town Hall Plaza. The main visual in the display is a Ione oak tree window surface etched in a low -iron glass panel. Half an inch in front of this backdrop is the current marker's content re -purposed in low -iron glass. The copy and images are printed on the glass. The two panes of glass are protected with acrylic panels mounted half an Inch on either side of the glass panels. LED lighting will sit atop the main posts of the display, PURCHASE PRICE Tom Hedges Heritage Marker Display - Furnish and install custom designed herltage marker display fabricated with 4" bronze colored aluminum posts with 6" bronze aluminum cross members designed to encapsulate two sheets of printed and etched low -iron glass panels 60" x 42" x 3/8" with polished edges sandwiched between acrylic panels 60" x 42" x 3/8" for protection as shown on subsequent pages. The horizontal members of the display frame will feature dimensional lettering naming the plaza. Two custom designed LED light fixtures will be incorporated into the top of the posts. Footings for mounting the display and electrical pulled to the site provided and connected by the owners. $14,320.65 Tom Hedges Plaza and Benches - Furnish and install a 20'x 20' paver plaza with 2' attached apron to connect with existing concrete pathways, Plaza to include excavation and base prep. Paver and bench colors to be determined. Two polished custom designed benches 60" x 18" x 14" high plus recessed granite pedestals will be 2645 • .261h Avenue Soufh Minneapolis, Ainnesofa 55406 / 612,321.9000 / lainlc.com EXMIT A Commemorating Heriloge through Public Arl placed on the plaza. Lead time for granite benches Is 12 weeks or more. Landscaping and plantings provided by the owners, $26,346.50 As noted above, our original proposal includes two polished granite benches, A third polished granite bench, as shown in the plaza plan view attached, could be added for an additional $5,250.00, The current wood bench on the concrete sidewalk by the parking area should be removed, and since It was dedicated to a donor with a plaque, that plaque could be moved to one of the new granite benches. This brings an opportunity to recognize additional donor/donors on the other bench/benches. Concept, design and project management $15,000.00 TERMS Total cost of the project is $55,667,15. LA ink requests a $20,000.00 retainer to be paid upon acceptance of this agreement. A second payment of $20,000.00 upon final approval of marker content and shop drawings. Final payment of $15,667.15 upon completion. Installation can begin once the ground has thawed In the spring and should be completed within one week. Low profile LCD lights designed to cast Ilgh Bronze colored aluminum posts 4" square Bronze colored aluminum cross member 6 Dimensional lettering 2" In contrasting col( 60" x 42" 06" acrylic panels front and bah 60" x 42" x%" panel with see through oak graphic In surface etched glass 60'x42" x Ile glass panel with text and gri printed to the first surface Bronze colored aluminum cross member 4 2645 - 261h Avenue South Minneapolis, Minnesola 55406 / 612.321,9000 / lainlc,com B4" _:3 60" x 42" x %" low -Iron glass, ^-------- — Current marker content Images printed to first surface 60" x 42" x '/d' acrylic panel to protect glass --� LA ink By; Drew Sternal d Date; 24 January 2017 Commemorating Heritage through Publi( Art GO" x 42" x'!a° acrylic panel to protect glass 60" x 42" x W surface etched low -Iron glass with oak tree graphic negative (clear) qTown, all N[MY�N Nk�K� �N1it�YM+ < t.. .tylwlv,EMIW'G1 �rl� � .s.wuw'+`a".uue I-• - t �cac�C, was �� wig A� y+�•: <.. k�.�yr.►.+�� Nd�yp�yirw . - r�1�ay�F,h� r.ua�w �asa+l�o.c� „yq Stan N .yiia� d y�� �ApiY iyl�ly�1��y h 1� City of Eagan By; Date. 2645. 26th Avenue South Minneapolis, Minnesota 55406 / 612,321,9000 / laink.(om Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA G. Accept A Grant From The Minnesota Department Of Human Services To Conduct Tobacco Compliance Checks Action To Be Considered: Approve a resolution allowing the City of Eagan to accept the conditions and funding available through the Tobacco Compliance Check Grant. Facts: ➢ The grant allows the City of Eagan to obtain reimbursement for conducting tobacco compliance checks on local -businesses. ➢ The terms of the grant allow the City to collect $40.00 for every compliance check performed. ➢ Presently, there are 46 establishments licensed to sell tobacco in the City. ➢ The Police Department conducts tobacco compliance checks on local businesses two times each year. ➢ State funds for this grant contract are provided under the Minnesota Department of Human Services to enforce tobacco laws and educate tobacco retailers and community members regarding tobacco laws. ➢ Tobacco compliance checks conducted under the conditions of this grant are for educational purposes only. Therefore, no sanctions to the clerk or business owners are permitted. ➢ If the Mayor or Council would like to see a full copy of the grant, please see Chief McDonald. ATTACHMENTS: (1) CG -1 Resolution CITY OF EAGAN RESOLUTION ACCEPTING DONATION TO THE CITY OF EAGAN Minnesota Department of Human Services WHEREAS, the City Council of the City of Eagan encourages public donations to help defray the costs to the general public of providing services in Eagan; and WHEREAS, the Minnesota Department of Human Services has presented the police department with a grant. The funds will be used to augment the costs associated with performing tobacco compliance checks. WHEREAS, Minnesota Statutes §465.03 requires that all gifts and donations of real or personal property be accepted only with the adoption of a resolution approved by two-thirds of the members of the City Council; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Eagan, Dakota County, Minnesota, that the grant is hereby accepted for use by the City; BE IT FURTHER RESOLVED, that the City sincerely thanks the Minnesota Department of Human Services. ADOPTED this 21St day of February, 2017. CITY OF EAGAN CITY COUNCIL By: It's Mayor Attest: It's Clerk Motion by: Seconded by: Those in Favor: Those Against: Date: Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA H. Deerwood Reservoir Request for Extension of Working Hours Action To Be Considered: Authorize a variance to the Construction Activity Noise Regulations to exempt Verizon Wireless and Zayo for telecommunications improvements at the Deerwood Reservoir (1683 Skywood Lane) between 12:00 am and 5:00 am on March 2 and March 3, 2017. Facts: ➢ Verizon Wireless is making system improvements to their fiber communications. Verizon Wireless has contracted with Zayo to complete improvements to Verizon facilities located at the Deerwood Reservoir. Overnight work is required to minimize the impact --to their -customers -and -the -public. ➢ Section 10.37 of the City Code prohibits construction activity or the use of tools and equipment for construction activity between the hours of 10:00 p.m. and 7:00 a.m. within the City. ➢ The purpose of the request is to limit the impact of the construction activity upon the Verizon Wireless customers and adjacent properties. ➢ The construction activity, and associated light and noise, is not anticipated to have any impact to the neighborhood, but the City will inform the adjacent residents of the activity at the site. ➢ The work is expected to be completed in one night but a second night was requested in case additional work is required. ➢ The City Council has approved numerous previous similar contractor requests to reduce the impact of the construction activity. Attachment (0) Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA I. Contract 17-03, Cliff Lake Protection Project (Pond AP -42) Cooperative Agreement Action To Be Considered: Approve the Cooperative Agreement with the Minnesota Department of Transportation (MnDOT) for Contract 17-03 (Cliff Lake Protection Project, Pond AP -42 Improvements) and authorize the Mayor and City Clerk to execute all related documents. Facts: ➢ Contract 17-03 (Project 1238) provides for the sediment removal from a wet pond (City Pond AP -42), construction of an access road and an iron enhanced sand filtration system in the embankment for the purpose of removing phosphorous from stormwater in the berm of the wet pond, along and adjacent to Interstate Highway No. 35E (1-35E) in the northwest corner of the intersection. ➢ Pond AP -42 provides storm water management for runoff from a portion of 1-35E. Accordingly, the Minnesota Department of Transportation (MnDOT) has agreed to participate in the needed long-term pond maintenance and provide access for the construction and long-term maintenance of the filtration system for Pond AP -42. ➢ The agreement has been reviewed by the City Attorney and Public Works Department and was found to be in order for favorable Council action. Attachments (2) CI -1 Cooperative Agreement CI -2 Resolution MnDOT Contract No: 1027232 STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION And CITY OF ]LAGAN COOPERATIVE CONSTRUCTION AND MAINTENANCE AGREEMENT Control Section: 1982 Trunik Highway .Number (T.H.): 35E This Agreement is between the State of Minnesota, acting through its Commissioner of Transportation ("State") and City of Eagan acting through its City Council ("City "). Recitals 1. The City will perform sediment removal from a wet pond (City-refeiTed "Pond AP -42") herinafeter referred to as AP -42, construction of an access road and a filtration system in the embantanent for the purpose of removing phosphorous from stormwater in the berm of the wet pond of AP -42 along and adjacent to Trunk Highway No. 35E in the northwest corner of the intersection of Trunk Highway No. 35E and Cliff Road according to City -prepared plans, specifications and special provisions designated by the City as as City -Project-1238-("Project");-and - - 2. The City requests the State allow the sediment removal, construction of the access road and filtration system for AP -42 and the State is willing to allow said construction; and 3. Minnesota Statutes § 161,20, subdivision 2 authorizes the Commissioner of Transportation to make arrangements with and cooperate with any governmental authority for the purposes of constructing, maintaining and improving the trunk highway system. Agreeinent 1. Term of Agreement; Survival of Terms; Pians; Incorporation of Exhibits 1.1. Effective nate. This Agreement will be effective on the date the State obtains all signatures required by Minnesota Statutes § 16C.05, subdivision 2. 1.2. Expiration date. This Agreement will expire when all obligations have been satisfactorily fulfilled, [Survival of terms. All clauses which impose obligations continuing in their nature and which must survive in order to give effect to their meaning will survive the expiration or termination of this Agreement, including, without limitation, the following.clauses: 2.4. State Ownership of Improvements; S. Maintenance by the City; 8. Liability; Worker Compensation Claims; Insurance; 10. State Audits; 11. Government Data Practices; 12. Governing Law; Jurisdiction; Venue; and 14. Force Majeure. 1.4. Plans, Specifications, Special Provisions. State -approved City plans, specifications and special provisions designated by the City as City Project 1238 are on file in the office of the City's Engineer and incorporated into this Agreement by reference. ("Project Plans) 1.5. Exhibits. Exhibit 1. Maintenance Responsibilities is attached and incorporated into this agreement. 2. Right -of -Way Use 2.1. Limited ,night to Occupy. The State grants to the City (and its contractors and consultants) the right to occupy trunk highway right-of-way as necessary to perform the work described in the Project Plans. This right is limited to the purpose of constructing the project, and administering such construction, and may be -l- Construction within State R1W & Maintenance (Municipal Agreements 3-2016) MnDOT Contract No; 1027232 revolted by the State at any time, with or without cause. Cause for revoking this right of occupancy includes, but is not limited to, breaching the terms of this or any other agreement (relevant to this project) with the State, failing to provide adequate traffic control or other safety measures, failing to perform the construction properly and in a timely planner, and failing to observe applicable environmental laws or terms of applicable permits. The State will have no liability to the City (or its contractors or consultants) for revoking this right of occupancy. 2.2. State Access; Suspension of Work; Remedial Measures. The State's District Engineer or assigned representative retains the right to enter and inspect the trunk highway right-of-way (including the construction being performed on such right-of-way) at any time and without notice to the City or its contractor. If the State determines (in its sole discretion) that the construction is not being performed in a proper or timely manner, or that environmental laws (or the terms of permits) are not being complied with, or that traffic control or other necessary safety measures are not being properly implemented, then the State may direct the, City (and its contractor) to take such remedial measures as the State deems necessary. The State may require the City (and its contractors and consultants) to suspend their operations until suitable remedial action plans are approved and implemented. The State will have no liability to the City (or its contractors or consultants) for exercising its rights under this provision. 2.3. Traffic Control; Worker Safety. While the City (and its contractors and consultants) are occupying the State right-of-way, they must comply with the approved traffic control plan, and with applicable provisions of the Work Zone Field Handbook (http //www.dot.state.tnn.us/trafficena/worl<zone/iiidex.litm1). All City, contractor, and consultant personnel occupying the State's right-of-way must be provided with required reflective clothing and hats. 2.4. State Ownership of Improvements. The State will retain ownership of its trunk highway right-of-way, including any improvements made to such right-of-way under this Agreement, unless otherwise noted. The warranties and guarantees made by the City's contractor with respect to such improvements (if any) will flow to the State. The City will assist the State, as necessary, to enforce such warranties and guarantees, and to obtain recovery from the City's consultants, and contractor (including its sureties) for non-performance of contract work, for design errors and omissions, and for defects in materials and workmanship. Upon request of the State, the City will undertake such actions as are reasonably necessary to transfer or assign contract rights to the State and to permit subrogation by the State with respect to claims against the City's consultants and contractors. 3.. Contract Award and Construction 3.1. .Direction, Supervision and Inspection of'Construetion A. The contract construction will be under the direction of the City and under the supervision of a registered professional engineer; however, the State participation construction covered under this Agreement will be open to inspection by the State District Engineer's authorized representatives. The City will give the Metro's Maintenance Engineer at Metro District five days notice of its intention to start the contract construction. B. Responsibility for the control of materials for the contract construction will be on the City and its contractor and will be carried out according to Specifications No. 1601 through and including No. 1609 in the State's current "Standard Specifications for Construction". 3.2. Completion of Construction. The City will cause the contract construction to be started and completed according to the time schedule in the construction contract special provisions. The completion date for the contract construction may be extended, by an exchange of letters between the appropriate City official and the State District Engineer's authorized representative, for unavoidable delays encountered in the performance of the contract construction. 3.3. Compliance with Laws, Ordinances, Regulations. The City will comply and cause its contractor to comply with all Federal, State and Vocal laws, and all applicable ordinances and regulations. With respect only to -2- Construction within State R/W & Maintenance (Municipal Agreements 3-2016) MnDOT Contract No: 1027232 that portion of work performed on the State's trunk highway right-of-way, the City will not require the contractor to follow local ordinances or to obtain local permits. 4. Right -of -Way; Easements; Permits 4.1. The City will comply with Minnesota Statutes § 216D.04, subdivision 1(a), for identification, notification, design meetings and depiction of utilities affected by the contract construction. 4.2. design meetings and depiction of utilities affected by the contract construction. 5. Maintenance by the City 5.1. Upon completion of the project shown in Exhibit 1., the State will perform or provide for the proper routine maintenance and operation of the wet pond, access road, and filtration system, and all facilities a part thereof, without cost or expense to the City. Routine maintenance of the wet pond, access road, and filtration basin includes inspection, litter, vegetation, lee and debris removal, mowing and minor erosion repair. 5.2. Sediment removal from the wet pond and any extraordinary maintenance of the wet pond and its emergency overflow will be shared between the State and the City. Extraordinary (or "major") maintenance of the wet pond, emergency overflow, and including sediment control and dredging, will be the responsibility of the State, and the cost of this work will be proportioned at the same ratio as the contributing flow of water into these ponds (85% City, 15% State). Extraordinary maintenance of the filtration system, including replacement of the filtration's system iron sand media and the cost of this work, shall be 100% responsibility of the City. The State will prepare plans for the dredging of these structures and will award a contract -necessary -for the-work-described-above,-throtigh-the typical -bid -award process. Before -any -project letting and associated maintenance, the State will present to the City a bill for their portion of the work (85% of the total project cost). This bill will be promptly paid by the City. 5.3. The City will hold the State harmless from any liability claims due to the City's maintenance and operation of the wet pond and filtration basin or failure to maintain the wet pond and filtration basil, as stated above. Nothing in this Agreement constitutes a waiver by the City of any statutory or common law defenses, immunities, or limits on liability. 5.4. If in the future the State needs to modify the wet pond, access road, and filtration basin area for trunk highway use, the State and City will enter into a new maintenance agreement. 5.5. If in the future the City needs to modify the pond and filtration basin area for City use, the State and City will enter into a new maintenance agreement prior to any modifications being made.. 6. Authorized Representatives Each party's Authorized Representative is responsible for administering this Agreement and is authorized to give and receive any notice or demand required or permitted by this Agreement, 6.1. The State's Authorized Representative will be: Name/Title: Chris Kufner/Assistant District Engineer (or successor) Address: Minnesota Department of Transportation, Metro District 1500 West County Road B2 Roseville, Minnesota 55113 Telephone: 651-234-7901 6.2. The City's Authorized Representative will be: Nanne/Title: Russ Matthys, Public Works Director (or successor) -3- Construction within State r2/W & Maintenance (Municipal Agreements 3-2.016) MnDOT Contract No: 1027232 Address: City of Eagan 3419 Coachman Point Telephone: 651-675,5350 7. Assignment; Amendments; Waiver; Contract Complete 7.1. Assignment, Neither party may assign or transfer any rights or obligations under this Agreement without the prior consent of the other party and a written assignment agreement, executed and approved by the same parties who executed and approved this Agreement, or their successors in office, 7.2. Amendments Any amendment to this Agreement must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original Agreement, or their successors in office. 7.3. Waiver. if a party fails to enforce any provision of this Agreement, that failure does not waive the provision or the party's right to subsequently enforce it. 7.4. Contract Complete. This Agreement contains all prior negotiations and agreements between the State and the City. No other understanding regarding this Agreement, whether written or oral, may be used to bind either party. S. Liability; Worker Compensation Claims; Insurance 8.1. Each party is responsible for its own acts, omissions and the results thereof to the extent authorized bylaw -and will -not-be-responsible for -the -acts -and -omissions -of others -and the -results thereof. Minnesota Statutes § 3.736 and other applicable law govern liability of the State. Minnesota Statutes Chapter 466 and other applicable law govern liability of the City. Notwithstanding the foregoing, the City will indemnify, hold harmless, and defend (to the extent permitted by the Minnesota Attorney General) the State against any claims, causes of actions, damages, costs (including reasonable attorney's fees), and expenses arising in connection with the project covered by this Agreement, regardless of whether such claims are asserted by the City's contractor(s) or consultant(s) or by a third party because of an act or omission by the City or its contractor(s) or consultant(s). 8.2. Each party is responsible for its own employees for any claims arising under the Workers Compensation Act. 8.3. The City may require its contractor to carry insurance to cover claims for damages asserted against the City's contractor. 9. Nondiscrimination Provisions of Minnesota Statutes § 181.59 and of any applicable law relating to civil rights and discrimination are considered part of this Agreement. 10. State Audits Under Minnesota Statutes § 16C,05, subdivision 5, the City's books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by the State and the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this Agreement. It, Government Data Practices The City and State must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided under this Agreement, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the City under this Agreement. The civil remedies of Minnesota Statutes § 13.08 apply to the release of the data referred to in this clause by either the City or the State. H Construction within State R/W & Maintenance (Municipal Agreements 3-2016) MnDOT Contract No; 1027232 12. Governing Law; .Jurisdiction; Venue Minnesota law governs the validity, interpretation and enforcement of this Agreement. ,Venue for all legal proceedings arising out of this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 13. Termination; Suspension 13.1. By MutualAgreement. This Agreement may be terminated by mutual agreement of the parties or by the State for insufficient funding as described below. 14. Force Majeure Neither party will be responsible to the other for a failure to perform raider this Agreement (or a delay in performance), if such failure or delay is due to a force majeure event. A force majeure event is an event beyond a party's reasonable control, including but not limited to, unusually severe weather, fire, floods, other acts of God, labor disputes, acts of war or terrorism, or public health emergencies. [The remainder of this page has been intentionally left blank] -5- Construction within State R/W & Maintenance (Municipal Agreements 3-2016) CITY OF EAGAN The undersigned certify that they have lawfully executed this contract on behalf of the Governmental Unit as required by applicable charier provisions, resolutions or ordinances. By: Mike Maquire Title: Mayor Date By. Christine Seipioni Title: Clerk Date: MnDOT Contract No: 1027232 DEPARTMENT OF TRANSPORTATION Recommended for Approval: By: Date: Approved: By: Data Chris Kufner (Assistant District Engineer — Metro District Maintenance) (Scott McBride District Engineer) COMMISSIONER OF ADMINISTRATION By: (With delegated authority) Date: INCLUDE COPY OF RESOLUTION APPROVING THE AGREEMENT AND AUTHORIZING ITS EXECU'T'ION. _g.. 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It 1 tl t 11 F \ `•, ` t, , ' S 5 t Iy t1 1y 1 I'1 Itl; It al WRA > -i RESOLUTION NO AGREEMENT NO. 1027232 MINNESOTA DEPARTMENT OF TRANSPORTATION WHEREAS, the City of Eagan desires to enter into MnDOT Agreement No. 1027232 with the State of Minnesota, Department of Transportation for the following purposes: To provide for the sediment removal from a wet pond (City -referred "Pond AP -42") hereinafter referred to as AP -42, construction of an access road and a filtration system in the embankment for the purpose of removing phosphorous from stormwater in the berm of the wet pond of AP -42 along and adjacent to Trunk Highway No. 35E in the northwest corner of the. intersection of Trunk Highway No. 35E and Cliff Road according to City prepared plans, specifications and special provisions designated by the City as City Project 1238 ("Project"); and to provide an understanding of the maintenance responsibilities for this pond. NOW, THEREFORE, Be It Resolved: That the Mayor and the City Clerk are authorized to execute the Agreement and any amendments to the Agreement. CITY OF EAGAN CITYCOUNCIL 8y: Mayor Attest: City Clerk I HEREBY CERTIFY that the above is a true and correct copy of a resolution presented to and adopted by the City of Eagan, County of Dakota, State of Minnesota, at a duly authorized City Council Meeting held in the City of Eagan, Minnesota, on the 215` day of February, 2017, as disclosed by the records of said City on file and of record in the office. Christina M. Scipioni, City Clerk Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA Approve a resolution to schedule a public hearing for March 21, 2017 related to refunding bonds to be issued by the City of Minneapolis and the St. Paul HRA on behalf of Allina Health System for the Allina Health Eagan Clinic on Yankee Doodle Road. Action to be Considered: To approve a resolution calling for a public hearing on consent to the issuance of refunding revenue bonds and authorizing the publication of a notice of the hearing related to the refunding. Facts: A Through the Dorsey & Whitney law firm, Allina Health System is requesting "host approval" from the City of Eagan to refund all or a portion of its Series 2007A, 2009A-1, and 2009A-2 bonds used to construct and improve several of its facilities, including one at 1110 Yankee Doodle Road in Eagan. ➢ The existing bonds were issued as tax-exempt conduit debt through the City of Minneapolis and the St. Paul HRA; the proposed refunding bonds will be issued by the same entities. ➢ The refunding bonds will be in an aggregate amount of not more than $200 million. ➢ State statute requires Eagan, as "host" of one of the facilities, to hold a public hearing on the bond issue, although the City otherwise has no direct involvement in it. ➢ The City's bond counsel will review all documents for propriety. ➢ Allina is paying an application fee, and will reimburse the City for out-of-pocket costs (i.e., bond counsel fees). ➢ A representative from Dorsey will attend March 21 public hearing and will be available to answer questions. Attachments: (1) ➢ CJ -1 Resolution RESOLUTION NO. RESOLUTION CALLING FOR A PUBLIC HEARING ON AN ISSUE OF REVENUE BONDS BY THE CITY OF MINNEAPOLIS AND THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF ST. PAUL ON BEHALF OF ALLINA HEALTH SYSTEM BE IT RESOLVED by the City Council of the City of Eagan, Minnesota (the "City"), as follows: 1. Allina Health System, a Minnesota nonprofit corporation ("Allina"), has advised this Council of its desire to refinance, with proceeds of revenue bonds (the "Bonds") issued by the City of Minneapolis, Minnesota and The Housing and Redevelopment Authority of the City of Saint Paul, Minnesota, acting jointly (together, the "Issuer"), under the authority of Minnesota Statutes, Sections 469.152 through 469.165, all or a portion of revenue bonds heretofore issued by the Issuer, including (a) Health Care System Revenue Bonds, Series 2007A (Allina Health System), (b) Health Care System Revenue Bonds, Series 2009A-1 (Allina Health System), and (c) Health Care System Revenue Bonds, Series 2009A-2 (Allina Health System) (together, the "Refunded Bonds"). 2. The Refunded Bonds were issued on behalf of Allina to finance or refinance the acquisition, construction, renovation, remodeling and equipping by Allina or its affiliates of health care facilities located in the cities of Blaine, Brooklyn Park, Buffalo, Coon Rapids, Cottage Grove, Eagan, Forest Lake, Fridley, Minneapolis, New Ulm, Northfield, Ramsey, St. Paul, Owatonna, and. Woodbury, Minnesota, including but not limited to the acquisition and construction, improvement and equipping of the Allina Health Eagan Clinic, located at 1110 Yankee Doodle Road in the City. 3. Since a portion of the facilities proposed to be financed or refinanced by the Bonds are located in the City, Section 147(f) of the Internal Revenue Code of 1986, as amended, and regulations promulgated thereunder, require that prior to the issuance of the Bonds, this Council approve the issuance of the Bonds by the Issuer, after conducting a public hearing thereon. A public hearing on the proposal that the Issuer issue the Bonds is hereby called and shall be held on March 21, 2017, at 6:30 P.M., at City Hall, 3830 Pilot Knob Road. 4. The City Clerk shall cause notice of the public hearing, in substantially the form attached hereto as Exhibit A, to be published in a newspaper of general circulation in the City, once not fewer than 14 days prior to the date fixed for the public hearing. Motion by: Second by: Those in Favor: Those Against: CERTIFICATION I, Mike Maguire, Mayor, and Christina M. Scipioni, City Clerk, City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the Eagan City Council in a regular meeting thereof assembled this 21 day of February, 2017. Mike Maguire, Mayor Christina M. Scipioni, City Clerk N EXHIBIT A CITY OF EAGAN 3830 PILOT KNOB ROAD EAGAN, MINNESOTA 55122 NOTICE OF PUBLIC HEARING ON THE ISSUANCE OF REVENUE BONDS UNDER MINNESOTA STATUTES, SECTIONS 469.152 TO 469.165, ON BEHALF OF ALLiNA HEALTH SYSTEM NOTICE IS HEREBY GIVEN that a public hearing shall be conducted by the City Council of the City of Eagan, Minnesota (the "City"), at the City Hall, 3830 Pilot Knob Road, on March 21, 2017, at 6:30 p.m., on a proposal that the City of Minneapolis and The Housing and Redevelopment Authority of the City of Saint Paul, Minnesota, acting jointly (together, the "Issuer"), issue revenue bonds (the "Bonds") on behalf of Allina Health System, a Minnesota nonprofit corporation (the "Corporation"), in one or more tax-exempt series, pursuant to Minnesota Statutes, Sections 469.152 to 469.165, in order to refund all or a portion of bonds previously issued by the Issuer, including (a) Health Care System Revenue Bonds, Series 2007A (Allina Health System), (b) Health Care System Revenue Bonds, Series 2009A-1 (Allina Health -System),—and-(c)-Health-Care-System-Revenue-Bonds,—Series 2009A-2-(Allina-Health-System), - (collectively, the "Refunded Bonds"). Proceeds of the Refunded Bonds were used to finance or refinance the acquisition and construction, improvement and equipping of the Allina Health Eagan Clinic (the "Clinic"), located at 1110 Yankee Doodle Road in the City, and other health care facilities located in the cities of Blaine, Brooklyn Park, Buffalo, Coon Rapids, Cottage Grove, Forest Lake, Fridley, Minneapolis, New Ulm, Northfield, Ramsey, St. Paul, Owatonna, and Woodbury, Minnesota. The Clinic is owned and operated by the Corporation. The Bonds will not be issued by the City. The Bonds will be issued as part of an issue in an aggregate amount which is not expected to exceed $200,000,000. All persons interested may appear and be heard at the time and place set forth above, or may submit written comments with the City Administrator prior to the date of the hearing set forth above. Dated: March 3, 2017. CITY OF EAGAN, MINNESOTA By s/ Christina M. Sci ip oni City Cleric Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA K. Revocation of Conditional Use Permit - SR MGMT Services, Inc Action To Be Considered: To revoke the 1998 Conditional Use Permit (CUP) to allow a greenhouse located at 2125 Cliff Road. Required Vote for Approval: Majority of Councilmembers present Facts: ➢ The property, zoned Planned Development (PD), contains a 38,765 SF shopping Center constructed -in 1984: --- - - - ---- - ➢ A Conditional Use Permit (CUP) was approved in 1997 to allow seasonal outdoor sales of farm produce on the site between June 25th and September 1St of each year. ➢ A second CUP was approved in 1998 to allow seasonal outdoor sale of plants and plant products and a temporary greenhouse structure. A condition of approval limited the sale to operate between April 15th and July 15th or setup of the seasonal outdoor sale of produce, whichever occurs earlier. ➢ City staff understands the greenhouse CUP has not been operational for many years. ➢ The property owner supports the revocation of the 1998 greenhouse CUP. ➢ The City Code limits seasonal outdoor sales to a maximum of 90 days. ➢ Revocation of the 1998 CUP will allow for a longer sale period of seasonal produce items (to September 23rd) which would not exceed the 90 City Code limit. Issues: ➢ None Attachments: (3) CK -1 Location Map CK -2 Applicant request e-mail CK -3 Property owner support letter c 0 m u 0 U) 0 E a. 0) D I C-4 V- O 0 6 6 Z u 4- oz 0 0 m a) '510,0 IL W 0 0 X r MH-��M - -- ------- - ----- 17, 0 C) LL C) 0l 04 0 . 16 (3) 43) In U) SD 0 0 V D- CL m IL MH-��M - -- ------- - ----- W SIOOIN TY 01) C) LL C) C� 04 0 . 16 (3) 43) In U) 2 2 0 0 V D- CL m IL W SIOOIN TY 01) From: Craig Glib To: Sarah Thomas Cc: Jeannie Collins Subject: Changes to CUP for Seasonal Sales at Cedar Cliff shopping center Date: Wednesday, February 08, 2017 8:33:12 PM Hi Sarah and city council members, Untiedt's Garden Market operates a roadside vegetable stand at Cedar Cliff Shopping Center. About 2 years ago Untiedt's and Sever's Farm Markets came to an agreement to purchase Sever's vegetable stands so that Sever's could focus more on their corn maze and pursue other interest. There is also another CUP for this site that was held by Linders Greenhouses. The CUP held by Linder's has not been used since 2005. Linder's has since gone out of business. The City of Eagan allows Temporary Seasonal Sales to operate for 90 days. The combination of these two CUP totaled around 90 days. Untiedt's and the property owner would like to eliminate the CUP held by Linder's. Untiedt's would then like to extend the dates on the CUP that Sever's held. The dates on that CUP allow for a produce stand to operate between the dates of June 25th thru September 1 St. Untiedt's would like to extend the date to September 23rd. This would allow us to sell produce well into September if the growing season allows us to and continue to further employ our retail sales staff. Based on my conversations with Sarah Thomas I believe the easiest way to go about this is to eliminate the CUP that Linder's held. This would allow Untiedt's to use up to 90 days allowed by the city. I have been in contact with property management, Jeannie Collins, and they are in support of our request. She is being copied on this E-mail. Untiedt's is looking for the simplest way to make these changes possible. Please let me know if you need any further information. Thank you, Craig Craig J.Gilb Untiedt's Garden Market, LLP Waverly, Minnesota (612) 801-1289 craig(cr�.unt.� iedtswegrowforyou.com In I a Richardson February 14, 2017 City of Eagan Counsel City Attorney 3830 Pilot Knob Road Eagan, MN 55122 Re: Authorization of Revocation To Whom It May Concern: For your consideration, the owner, CORE, LLC, and the property manager, SR Management Services, LLC, would like to revoke the CUP held by Linder's Greenhouse. -Linder's Greenhouses- and -the CUP held -by them -has -not -been -used- since 2005; they since have gone out of business. Our property is located at 2113-2149 Cliff Drive, Eagan, commonly known as Cedar Cliff Shopping Center. The revocation of this will allow, which we support, Untiedt's Garden Market to operate their vegetable stand under the City of Eagan's Temporary Seasonal Sales CUP license. Operation of this stand will total 90 days; typical operation begins on or around June 25th. This would allow Untiedt's Garden Market to sell produce into September, if the growing season allows, and to continue to further employ their retail sales staff. We appreciate your consideration; please let us know if you have any questions or concerns Sincerely, Brad Schafer Jeannie Collins Owner Property Manager bschafer@sr-re.com jcollins@sr-re,com cc: Sarah Thomas, Planner, City of Eagan Craig Gilb, Owner, Untiedt's Garden Market, LLP 900 North Third Street Minneapolis, MN 55401 Phone 612.371.3000 Fax 612.359.5858 WWW.S1*_110.0011) Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA L. Accept the scholarship donation from the Minnesota Economic Development Foundation for the 2016 Community Development Intern Action To Be Considered: Approve the resolution accepting a scholarship donation from the Minnesota Economic Development Foundation for the 2016 Community Development intern. Facts: ➢ The Minnesota Economic Development Foundation awards $1,000 grants to Economic Development Association of Minnesota (EDAM) members to cover a - - - - - - - - portion -of -the -cost -to -employ an intern -that -will -focus on economic development - - - - related work. ➢ Minnesota Economic Development Foundation awarded the City of Eagan a $1,000 grant for the 2016 hire of Amy Patnode, Community Development Intern. ➢ Ms. Patnode participated in a range of Planning and Economic Development activities in the summer and fall of 2016. ➢ The $1,000 scholarship donation offsets a portion of the budgeted salary paid to this PT seasonal position. Attachments: (2) CL -1 Letter from the Minnesota Economic Development Foundation CL -2 Resolution did k�, munities February 10, 2016 To request reimbursement at the end of the internship email to me the intern's payroll history including total salary paid, 1 "0 aA( III oWlus, Vice Chair Sarah Brandel ;�md !.`xc--udve City of Eagan lqng, Tm,-K,LJM1 3830 Pilot Knob Rd DOARO OFFICERS Eagan, Minnesota 55122 1 -inn Kolty, sv%reta,iy This scholarship is for intern salary only must be matched by at least macw.i Dear Ms. Brandel: C'entml Nlinnesom Dev Oojrn-.Mv To request reimbursement at the end of the internship email to me the intern's payroll history including total salary paid, 1 "0 aA( III oWlus, Vice Chair Congratulations! The Minnesota Economic Development Foundation is Daleoi:,- Elociric Nzsnciakon pleased to announce that the City of Eagan has been awarded a $1,000 lqng, Tm,-K,LJM1 Intern Scholarship. ccmomic. Devedopnif-,lit ServifQ;r Inc: 1 -inn Kolty, sv%reta,iy This scholarship is for intern salary only must be matched by at least macw.i -and $1,000 from the City of Eagan (total intern salary paid must be at least J -V M 1 6:,aity AdviFo(s $2,000). P-mvid, R Gorinlov, P.*,,1,t Cli),iir If you have questions call me at 612 308 2577. lk:)?Inepin County If you have not selected an intern please email me the intern job description. To request reimbursement at the end of the internship email to me the intern's payroll history including total salary paid, David Anderson F,.UeW91LJh, Inc. number of hours worked, hourly rate of pay, intern start and end dates (see (-Aad(Arrleson attached reporting form); a statement from the intern's supervisor describing City of Bl int; the work activities the intern performed, a statement from the intern on what was learned through the internship, and an electronic photo of the intern. John Canipobt:4sso, (-AnMfurticn Co. It is the intent of the Minnesota Economic Development Foundation that the TIM 0-awson F7ilibaLflt Cour)',:v Development Corp intern attend and be engaged in economic development activities such as business calls, board meetings and direct interactions with decision makers and businesses. REATER IVISP Thank you for sponsoring an intern and helping to shape the next generation macw.i of Minnesota's economic developers. J -V M 1 6:,aity AdviFo(s Craig If you have questions call me at 612 308 2577. Harnfinc Sincerely, "ir-iqCkk--,-C&o-,nnoy ��ui�in i� _ �um�ui�� �il� �� CITY OF EAGAN RESOLUTION TO ACCEPT SCHOLARSHIP DONATION TO THE CITY OF EAGAN FROM THE MINNESOTA ECONOMIC DEVELOPMENT FOUNDATION WHEREAS, The Minnesota Economic Development Foundation is a 501 (c) 3 private non-profit corporation formed for the purpose of building stronger Minnesota communities through economic development outreach, education, training and research initiatives. WHEREAS, The Minnesota Economic Development Foundation awards $1,000 grants to Economic Development Association of Minnesota (EDAM) members to cover a portion of the cost to employ an intern that will focus on economic development related work. WHEREAS, The $1,000 scholarship donation offsets a portion of the budgeted salary paid to this part-time seasonal position. NOW, THEREFORE, BE IT RESOLVED that the Eagan City Council does hereby accept the scholarship donation of $1,000 for the 2016 Community Development Intern. CITY OF EAGAN CITY COUNCIL By: Mayor Attest: City Cleric Motion made by: Seconded by: Those in favor: Those against: Dated Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA M. Approve Exempt Permit for the Pinewood Community School PTO to hold a raffle on April 7, 2017 at 4300 Dodd Road Action To Be Considered: To adopt a resolution approving an Exempt Permit for the Pinewood Community School PTO to hold a raffle on April 7, 2017 at 4300 Dodd Road. Facts: ➢ The Pinewood Community School PTO has applied for an Exempt Permit with the Gambling Control Board to hold a raffle as listed above. All requirements for the application have been_met_and staff -deems it in order_ for approval. Attachments: (1) CM -1 Resolution RESOLUTION NO. _ CITY OF EAGAN APPLICATION FOR EXEMPT PERMIT PINEWOOD COMMUNITY SCHOOL PTO WHERAS, the Pinewood Community School PTO has applied for an Exempt Permit to conduct a raffle on April 7, 2017; and WHEREAS, the Eagan Police Department has reviewed the application and has not identified any reason to deny; and NOW, THEREFORE, BE IT RESOLVED that the City Council of Eagan, Dakota County, Minnesota, hereby approved the Exempt Permit for the Pinewood Community School PTO to conduct a raffle on April 7, 2017 at 4300 Dodd Road. Motion by: Seconded by: Those in favor: Those against: Date: February 21, 2017 CERTIFICATION CITY OF EAGAN CITY COUNCIL By: Its Mayor Attest: Its Clerk I, Christina M. Scipioni, Clerk of the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 21s' day of February, 2017. City Cleric Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA N. Approve A Resolution And Partnership Agreements To Accept Cash Donations For Upcoming 2017 Events From Multiple Partners. Action To Be Considered: To approve a resolution and partnership agreements to accept cash and in-kind advertising donations from the following organizations, to authorize the necessary budget adjustments and direct the Mayor and City Clerk to sign the appropriate documents. Cash Donations ➢ Eagan 55+ Seniors ($300) o Market Fest Partner - Health and Wellness Night ➢ New Horizon Academy ($1,000) o Market Fest Partner—Family Night o Big Rig Rally Partner Facts: ➢ Eagan 55+ Seniors and New Horizon Academy are renewing their event partnership of Eagan Market Fest. ➢ New Horizon Academy expressed an interest in expanding their partnership opportunities to include Big Rig Rally. ➢ Market Fest is a popular community engagement event held on Wednesdays from the beginning of June to the end of September. It features a farmer's market, concerts in the park, a family art experience and value-added theme night activities. ➢ The Big Rig Rally is a new event scheduled for June 8, 2017 at Central Maintenance Facility and Fire Station #1. The event will highlight the large equipment used at each facility as well as new construction projects. ➢ The cash donation listed above was budgeted for. Attachments: (1) CN -1 Resolution CITY OF EAGAN RESOLUTION TO ACCEPT DONATIONS FOR UPCOMING 2017 EVENTS FROM MULTIPLE PARTNERS WHEREAS, Eagan Parks and Recreation offers several community wide programs and events during the year that offer volunteer and partnership opportunities; and WHEREAS, Eagan 55+ Seniors and New Horizon Academy have expressed an interest in partnering with Eagan Parks & Recreation to support upcoming 2017 community events; and WHEREAS, the following organization has agreed to donate the listed amount to support 2017 community events: Eagan 55+ Seniors ($300) and New Horizon Academy ($1,000); and NOW, THEREFORE, BE IT RESOLVED that the Eagan City Council does hereby accept the following donations: Eagan 55+ Seniors ($300) and New Horizon Academy ($1,000); to support Eagan Parks & Recreation community events. CITY OF EAGAN CITY COUNCIL Motion made by: Seconded by: Those in favor: Those against: Dated By: Mayor Attest: City Clerk CERTIFICATION I, Christina M.Scipioni, City Clerk for the City of Eagan, Dakota County, Minnesota, do hereby certify that the foregoing resolution was duly passed and adopted by the City Council of the City of Eagan, Dakota County, Minnesota, in a regular meeting thereof assembled this 21 st day of February, 2017. City Clerk Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA O. Schedule Public Hearing to consider authorizing a Minnesota Investment Fund application to the Minnesota Department of Employment and Economic Development. Actions To Be Considered: Schedule Public Hearing for March 7, 2017 to consider authorizing an application to the Minnesota Department of Employment and Economic Development for a Minnesota Investment Fund award to Prime Therapeutics, LLC in order to expand operations in the City. Facts: ➢ Prime Therapeutics, LLC has existing office space in Eagan and elsewhere in the Twin Cities metropolitan area. The company is interested in consolidating and expanding its operations in Eagan. ➢ To support the expansion project, Prime Therapeutics, LLC is applying to the Minnesota Department of Employment and Economic Development (DEED) for a $1,000,000 Minnesota Investment Fund (MIF) forgivable loan. ➢ Because local government units administer MIF awards, the City is required to hold a public hearing and authorize submittal of the application to DEED. Issues: None Attachments: (1) CO -1 Location Map f, V s LL O N d Q C Q s 4- 0 O C Com_ N G 0 E Z O y O Z d O d A. w u �lVM�21Vd Ndf a) C) r� CV C U N � �p N N O) � U U Y m O m CL m a y o 0 -0 .c 0 Agenda Information Memo February 21, 2017 Eagan City Council Meeting CONSENT AGENDA P. Contract 16-04, Central Maintenance Facility Renovations Change Order No. 6 Action To Be Considered: Approve Change Order No. 6 to Contract 16-04 (Central Maintenance Facility Renovations) and authorize the Mayor and City Clerk to execute all related documents. Facts: Contract 16-04 provides for Phase I of Central Maintenance Facility (CMF) renovations and consists of additional heated vehicle storage and equipment space, enlarged and updated service bays, as well as a salt storage shed. - -➢ The proposed revisions as -part -of Change Order--No.-6 address -the addition -and deletion of a number of components included in the original design of the CMF renovations, as well as some construction related modifications, including electrical, plumbing, accessibility, and window installation. o Low Voltage - Install conduit, pullbox and cable tray to accommodate relocation of low voltage cables at proposed elevator. ADD $3,957.98. o Exterior lighting Controls - Install exterior lighting controls at Water Meter, Utility Storage and Brine Buildings. ADD $2,598.52. o Floor Tile, Locker Room - Remove and replace remainder of existing V.C.T. flooring/ base with porcelain tile/base in men's locker room. ADD $6,886.00. o Low Voltage - Provide junction box at Vehicle Maintenance area to facilitate installation of low voltage cables. ADD $441.89. o Oil Filter Crusher - Install electrical receptacle in Bulk Fluids Room to facilitate recycling of used oil filters. ADD $968.20. o Vehicle Exhaust Fan - Add feeder, starter, and associated electrical work for VE -3 fan at Vehicle Maintenance area. ADD $3,560.00. o Miscellaneous Electrical Work - Add (4) electrical breakers for miscellaneous mechanical equipment. ADD $916.98. o Vehicle Lifts - Provide 208V 3-phase motors in lieu of single phase motors. ADD $2,340.68. The substantial completion date for the Vehicle Maintenance area will be extended to March 9, 2017 to accomplish this revision. o Low Voltage - Miscellaneous electrical work at Brine Building, Utility Storage Building, and Vehicle Gate to accommodate low voltage system. ADD $926.08. ➢ Change Order No. 6 provides an addition of $22,596.33 (0.37% of original contract) to the contract. The addition will be paid via various funds as designated in the 2016-2020 Facilities Capital Improvement Plan. ➢ The costs associated with this Change Order have been reviewed by the project architect and determined to be consistent with prices received for similar items on projects within the metropolitan area. Attachments (0) Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA Q. Approve Issuance of a Request for Proposal (RFP) for Architectural Services for Improvements at City Hall and the Police Department Action To Be Considered: To approve the issuance of an RFP for architectural services for improvements at City Hall and the Police Department Facts: In preparation for the remodeling of City Hall and the Police Department in 2018, an RFP is proposed to be issued for architectural services. ➢ The RFP seeks to find an architect who will assist the City in design services and preparation of plans and specifications. The architect will also serve as project manager. ➢ If approved, the RFP will be issued February 22, with submittals due March 31. Staff will evaluate proposals, interview selected firms, and present a contract to be awarded by Council at the May 2, 2017 City Council meeting. ➢ It is anticipated the architect will begin work in May 2017. Construction on the project is proposed to begin in mid -2018 following award of the contract and sale of bonds. Attachments: (1) CQ -1 Proposed RFP for Architectural Services [F r� f•" A� r City of Eaal Request for Proposals (RFP) for Architectural Design .r and Construction Support • FacilityRemodel of City Hall and the Police Department Submission Date: March 31, 2017 City of Eagan 0 Pilot KnobRoad Eagan, 414P City of Eap Statement of Purpose February 21, 2017 The City of Eagan (City) is seeking proposals for architectural services (Architect) that will include any and all architectural design and engineering services necessary to allow the City of Eagan to have complete construction drawings and specification documents, which are ready for construction of the proposed remodel and addition to City Hall and the Police Department. Once construction designs, plans, and specifications are prepared, the City will separately seek bids for a general contractor for construction services. Once the construction contract is awarded, the architect on the project will serve as the project manager with assistance as needed from a primary City staff person and staff facilities team. General Information on the City of Eagan Home to over 65,000 people, Eagan is conveniently located in the Twin Cities metro area, near both Minneapolis and St. Paul. The community has a strong tax base and is home to over 2,300 thriving businesses, including major corporations like Thomson Reuters, Ecolab, and Blue Cross Blue Shield. Eagan will also soon be home to the Minnesota Vikings' Headquarters and practice facility. The City operates under a Council -Administrator form of government, employing 250 regular full-time employees, and up to 400 seasonal and part time employees. Eagan prides itself on exceptional customer service and an innovative mindset. The City places a high value on responsiveness to citizen needs within established fiscal parameters. Regarded as a great place to live, work and play, the City government enjoys a stable workforce with experienced and professional staff. Eagan has an exceptional quality of life, with 350 lakes and ponds and 56 city parks. Additionally, Eagan offers 161 miles of walking trails and over 1,300 acres of parkland. Among the many wonderful park amenities includes the popular Cascade Bay Waterpark, along with a challenging disc golf course and unique dog park. Eagan's residents and those working in Eagan enjoy fantastic community events, including a weekly farmer's market with live music. Eagan is consistently ranked by Money Magazine, and recently by USA Today, as one of the best cities in America to live. Project Overview In 1995, the current campus encompassing Eagan City Hall and the Police Department underwent a major construction project. The original City Hall building on the site was remodeled for City operations, while a new facility was built exclusively for the Police Department. At that time, the newly built/remodeled facilities were forecasted to serve the needs of police and City operations until 2015. In 2014, the City hired CNH Architects to complete a Space Needs Analysis for both City Hall and the Police facilities (see attached). The assessment evaluated the current and anticipated future space needs for City operations and staff, including needs associated with storage, community gathering space, and modern work space for employees. The study also spoke to ADA requirements and new Affordable Care Act facility requirements. Lastly, the Space Needs Analysis proposed schematics plans to remodel and renovate both facilities. February 21, 2017 With the Space Needs Analysis in hand, the City is seeking architectural design services and construction support to undertake a significant remodeling effort in 2018. The design of the remodeled space will take into consideration: • Eagan's population growth and staffing projections • Changing demographics and technology • Expectations of the public and workforce for dynamic, safe, and collaborative space While the schematic plans provided may serve as a possible design for the remodel, the architect selected is welcome to propose his or her own schematic concepts that are responsive to City operational needs and expectations. In addition to the interior remodeling work needed, the project budget proposed a garage for police vehicles. Since the completion of the Space Needs Analysis, the City has entered into a purchase agreement for the referenced Fire Administration Building, and as such, is not anticipated to be used as an option to relocate City employees as was once explored via the Space Needs Study. Early indications are the total project budget will not exceed $10 million in construction costs. Performance Standards The City is looking for a "turnkey" approach, where the architecture firm will serve as the Project Manager and provide the following: 1. A conceptual plan for the building, incorporating the latest thinking in the field concerning office layout and functionality. 2. Recommendations on modifications relative to building systems, such as, but not limited to, lighting, HVAC, and security. 3. Specific conceptual drawings and detailed engineering and construction drawings that will serve as the basis for both bidding and construction by a general contractor. 4. Help with selection of construction firms that should be given an opportunity to bid on the project based on their reputation for quality, experience, track record of on-time and on -budget performance, and their financial credibility. S. Preparation of necessary bid documents to be sent to construction firms for the project. 6. Review of the bids received to assess the relative merits of each and assist the City in awarding the contract, as well as in preparing (from a business perspective) an appropriate contract (City will have legal representation) if standard AIA Contract Documents are not used. 7. Preparation of illustrative materials (e.g., renderings, both interior and exterior). February 21, 2017 8. Once the project is underway, regular site observations of the contractor and subcontractors during the construction phase, and sign off on construction drawings to assure that scheduled payments are made, with appropriate holdbacks, when predetermined work has been completed. 9. Assistance, where necessary, with the government approval processes (i.e., permits). 10. Final sign -off on the project, assuring that the final project represents what was originally conceptualized and captured in the working drawings. Deliverables The Architect is to provide disciplines of: Architecture, Civil, Structural, Landscape Architecture, Interior Design, HVAC, Plumbing, Fire Protection, and Electrical Design. The Architect is to retain registered professionals for each of these disciplines throughout the design, permitting and construction processes. The Architect will coordinate with the City and its staff representative on preparing cost estimates at each phase of design. Responsibilities of the Firm include: 1. Verification/Update of the space needs summary for the departments included within the building denoting all spaces, allocated area and unique conditions. - 2. Develop a realistic project schedule, with an understanding the construction is anticipated to begin in spring/summer 2018 3. Coordinate activities of the team with the City's project point person and employee facility team 4. Coordinate opportunities for employee engagement at key points in the design process and provide regular written updates on the project to be used for communication with City employees and the public 5. Develop plans and specifications to meet all applicable building codes and the City's budget 6. Review plans and specifications in detail with the City's project point person and employee facility team 7. Provide site plan, floor plan, and exterior renderings at key points in the design process. 8. Analyze opportunities for energy efficiency in the design process 9. The architectural firm shall partner with a civil engineering firm as necessary on site improvements, including building additions and the police garage construction. This includes site accesses, utilities, parking lot development, necessary soil corrections, storm water management, landscaping, grading, erosion control, and related infrastructure. The civil engineer will serve as a sub -consultant to the architect. 10. Maintain a project budget estimate for the work, and advise the City of any conditions or scope that will affect maintaining the project budget; 11. Make appropriate presentations before the City's Planning Commission, City Council, and Senior Management Team 12. Address the staging and relocation of staffing and parking as needed during the project construction phase. For the execution of this project, the Architect is to provide services in each of the following phases: Schematic Design, Design Development, Construction Documents, Bidding, and Construction Administration. The City will provide a clean site, with a completed ALTA survey and soils borings report. 4 *City of EaRan Proposed Project Elements: February 21, 2017 The proposal should be responsive to the needs identified in the enclosed Space Needs Analysis, which include, but are not limited to: A. City Hall Space Summary • Build an addition to expand the interior, open office space on the second floor and provide new, private offices displaced by the added open office area • Create a work room in the basement for the Eagan Historical Society • Better use and layout of the main lobby entrance area, including historical/photographic display • Enlarge Council Chambers Media Room • Renovate Wachter Conference Room to storage and possible hallway. • Addition of a conference room to be accessible to the public from the public corridors rather than the internal office spaces • Increase wayfinding signage to clarify guests' directional needs • Create secure, file storage space, along with storage for election materials, voting equipment, and recreation supplies. • Identify shared office space/pods/huddle areas for those who many work remotely and do not require a permanent work station. • Identify innovate, casual meeting spaces for employees to congregate and collaborate on team projects. • Prepare a design and bid line item to upgrade technology within the first and second floor conference rooms to accommodate electronic plan review within Community Development and Engineering, along with videoconferencing capabilities. (Funding for the specific improvements to come from the City's Capital Improvement Plan) • Balance building security and site access control needs with a desire for a more open and inviting atmosphere B. Police Space Summary • Review the following three options as it pertains to vehicle storage: 1.) An enclosed garage to accommodate 31 squad stalls, and a SWAT vehicle and trailer (Option #1 of the Space Needs Analysis) 2.) A modified, enclosed garage with a smaller footprint (35 stalls for squad cars only), along with an expansion of the surface parking lot to the south of the building (Option #2 of the Space Needs Analysis) 3.) Provide additional architectural recommendations or options to secure the existing police vehicle lot, with an emphasis on security for both vehicles and officers • Increase security in the front lobby/sally port • Renovate the evidence intake lab and evidence storage space • Renovate the Men's and Women's Locker Rooms • Relocate the Tactical Team Room and renovate Garage #7 • Enlarge the Computer Forensic Office Area 5 I�1 February 21, 2017 • Reduce the number of holding cells to increase storage • Expand the Police office space on the second floor • Add an Investigations meeting room • Renovate the records storage area • Enlarge the existing conference room • Add two administrative offices within the existing break room; and identify new break room space accordingly C. Building Improvements Sought in both City Hall and Police: • Provide modernized open office furniture systems that provide a vibrant, efficient and organized environment for employees to work, including ergonomic, stand-up work stations for all employees • New paint (bringing the addition of more color to the building) and new carpeting. • Energy efficient heating, ventilation, and lighting system upgrades. • Enhance electrical circuitry • Consolidate and upgrade the "fob" security system and fire -alarm display system - • Enlarge the outdoor garbage/recycling enclosure, and add lighting • Use of as much natural lighting as possible, including creative approaches to lighting in the lower level of City Hall in the event the Police parking garage necessitates the blocking of windows on the west side of the building. • Ensure ADA and ACA requirements are met, including space for a nursing mother's room in both City Hall and Police • Repairs and maintenance to the exterior building envelope as needed Proposal Content: Please provide a proposal including the following information in the order indicated. 1. Cover / Introductory letter 2. Proposed project team 3. Company history 4. Narrative of general understanding of the project, and the firm's anticipated approach to the project S. Narrative of how your firm will approach internal facility design to accommodate employee feedback 6. Relevant project experience, including prior municipal or public safety project experience 7. Resumes, including responsibilities, background, and relevant experience of Ivey personnel that will be working directly on this project 8. References 9. Additional information that you believe will communicate the capabilities of your firm to perform this project. 10. Proposal Fee It z February 21, 2017 Evaluation Criteria: • The City will award a contract to the respondent that a selection committee determines is the most compatible and best qualified to perform the work. • Proposers should demonstrate enthusiasm for the project, be community -minded, and have a vision for facilities that best serve the public and best serve the employees who work in the building. • Up to four (4) firms will be selected to be interviewed by the Selection Committee for the project. A single firm will be identified and a recommendation will be presented to the City Council. • It is anticipated that the project will begin as soon as an architect is selected and the contract is executed. Selection Criteria: Evaluation of the proposal and selection of interview finalists will be guided by the following criteria: a. Firm Capacity to support the project (20%) b. Prior Municipal or Public Safety Project Experience and Qualifications (20%) c. Experience and working history (20%) d. Understanding of Scope, Schedule & Approach (20%) e. References and capability to guide the project successfully (20%) Project Timeline: The timetable for submission, evaluation, and award shall be as follows: ■ RFP Issued: Wednesday, February 22, 2017 ■ Pre -proposal Meeting: Tuesday, March 7, 2017, 9:30am ■ Proposals Due: Friday, March 31, 2017 ■ Oral Interviews: April 10-21, 2017 ■ Contract Award: Tuesday, May 2, 2017 7 Disclaimer February 21, 2017 Issuance of this RFP does not compel the City to award a contract. The City reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The City reserves the right to request clarification or additional information. The City reserves the right to award a contract or to re -solicit proposals or to temporarily or permanently abandon the procurement. The City intends to award a contract to the best overall valued firm. The City reserves the right to negotiate and further refine the scope of work which may impact the final contract amounts. Once the favored firm has been selected, fees and contract terms will be negotiated and finalized. Submittal and Deadline: Please submit six (6) original copies and one (1) electronic copy (.pdf format) of your response to this Request for Proposal. The submittals shall be received at the City of Eagan no later than 4:30 p.m. on Friday, March 31, 2017. Proposals shall be labeled and delivered/sent to: City of Eagan Attn: Dianne Miller, Assistant City Administrator 3830 Pilot Knob Road Eagan, MN 55122 Electronic copy of the proposal shall be sent to: dmiller@cit ofea ag n.com Please direct questions to Assistant City Administrator Dianne Miller at (651) 675-5014 or dmiller@ci , ofeagan.com. Attachments: • Aerial Map of City Hall/Police Facilities • RFP for Facility Space Needs Analysis (April 2014) • Facility Space Needs Analysis (April 2015) • Facility Space Needs Analysis Supplement (May 2015) so .. ....... ............................... CITY OF EAGAN POLICE/CITY HALL CAMPUS FACILTY SPACE NEEDS ANALYSIS REQUEST FOR PROPOSALS APRIL 9, 2014 The City of Eagan is seeking proposals for Architectural / Engineering services from qualified firms to perform a Police / City Hall Campus Space Needs Analysis. The selected firm shall provide the services listed in the Scope. Background In 1995, the current campus encompassing Eagan City Hall and the Police Department underwent a major construction project. The original building on the site was remodeled for City operations, while a new facility was built exclusively for the Police Department. At that time, it was forecasted the newly built/remodeled facilities would serve the needs of police and City operations until 2015. Due to the age of the facility along with changes in staffing levels, responsibilities, and operations, City staff believes there is need to reevaluate the existing structures on the campus to determine if operational needs are being met presently and into the future._ Additionally, police personnel have identified several areas of the police facility which are in need of remodeling. Therefore, a more detailed analysis and study is required to draw specific conclusions and develop potential solutions. Scope A. Assess Needs 1. Meet with appropriate City Staff to gain an understanding of their needs specific to the facility. a) Interview staff to determine the scale and scope of any future construction project b) Evaluate procedures and methodology to determine specific needs as they relate to space and infrastructure c) Evaluate equipment and material storage needs, both long and short term 2. Project future needs and potential modifications to the facility. a) Summarize the programmatic and operational changes and modifications that have occurred since the last facility remodel and the pending impacts 3. Identify any compatible needs of other City departments operating on the campus by meeting with Senior staff. 4. Review current staffing levels of employees working within City Hall and assess their working areas based upon any available standards and/or norms to ensure the office environment is adequately spaced. B. Inventory 1. Evaluate existing facilities/structures to determine remodeling options, both for the Police Department and the front counter reception area located on the first floor of City Hall. City of Eagan Police/City Hall Campus Space Needs Analysis RFP Page 1 of 3 2. Review in detail existing employee workspace, current practices performed by staff to meet the public's expectations, and equipment lists/ inventories in an effort to determine future needs of the Police Department and the front counter reception area located on the lower level of City Hall. 3. Evaluate material and inventory needs and storage requirements. 4. Review and summarize the potential of other City properties to meet operational and storage needs. 5. Review code, ADA requirements, and new Patient Protection and Affordable Care Act facility requirements. 6. Evaluate existing facility condition. a) Review structure, listing systems reaching their anticipated life expectancy 7. Evaluate potential sustainability and/or reduced utility cost options C. Synthesis/Schematics 1. Determine the ability of the existing site to meet the programmatic and operational space requirements. a) Compare existing space to that required for efficient programmatic operations b) Compare projected operational space needs with the space available c) Summarize deficiencies and areas of need as it relates to space and building/site configurations d) Highlight operational issues 2. Develop solutions in a schematic plan format that addresses the identified short and long term issues and deficiencies. a) Prepare multiple concepts in a pre -plan format for review and discussion with staff and/or other interested parties b) Identify priorities and the potential for phasing c) Consider information learned from Senior Staff (Outlined in A.3 above) in any future schematic 3. Develop cost estimates for the schematic solutions. D. Deliverables 1. The following shall be provided: a) An Executive Summary of findings b) Updated operational program to include space requirements c) ADA, code compliance, and new Patient Protection and Affordable Care Act requirements summary d) Summary of the use potential of other identified City properties and facilities e) Summary of potential sustainability and utility cost reduction options f) Two (2) select options in a schematic plan format for both the Police Department and the lower level reception area of City Hall g) Costs estimates for each schematic plan assuming a phased approach City of Eagan Police/City Hall Campus Space Needs Analysis RFP Page 2 of 3 Proposal Please provide a proposal including the following information in the order indicated. Proposal should not exceed 25 pages in total length. 1. Cover/ Introductory letter 2. Proposed project team 3. Narrative of general approach to the project 4. Company history 5. Relevant project experience 6. Resumes, including responsibilities, background, and relevant experience of key personnel that will be working directly on this project 7. References 8. Additional information that you believe will communicate the capabilities of your firm to perform this project. 9. Proposal Fee Submittal and Deadline Please submit four (4) original copies and one (1) electronic pdf copy of your responses to this Request for Proposal. The submittals shall be delivered to the City of Eagan no later than 4:00 p.m. on May 8, 2014. Proposals shall be labeled and delivered to: City of Eagan Attn: Police / City Hall Campus Space Needs Analysis 3830 Pilot Knob Road Eagan, MN 55122 Please direct questions to Eagan Police Chief James McDonald at (651) 675-5700. This Request for Proposal is a solicitation for information only. The City is not obligated to enter into a contract nor is it responsible for any costs associated with the preparation of Proposals. Proposals received after the deadline will be disqualified from consideration. The City reserves the right to reject any and all proposals. City of Eagan Police/City Hall Campus Space Needs Analysis RFP Page 3 of 3 QUINN HUTSON, AIA PRINCIPAL ARCHITECT CNH ARCHITECTS 7300 WEST 147TH STREET SUITE 504 APPLE VALLEY, MN 55124 (952)431-4433 www.cnharch.com 212712015 AM Execrative Summary .......................................... 2 Space needs Program ..................................................................... 8 Architectural Considerations..................................................................................10 Weighted Area Calculations...................................................................................16 SchematicDesign..........................................................................................................18 OverallPlans.......................................................................... 20 A - First Floor Garage Addition..............................................................................24 B - Second Floor Police / City Hall Shared Addition (Option A) ............................ 26 B - Second Floor Police Addition / Fire Administration Offices (Option B) ........... 28 C - Lower Level Police / City Hall Renovation & Building Accessibility ................. 30 D - First Floor Police Renovation ........................................... 32 Enlarged Plan - Police Locker Rooms ....................................................... 34 Enlarged Plan - Police Entry/ Reception ..........................„,,..................... 35 E - Second Floor Police Renovation ..................................... 36 F - Second Floor City Hall Renovation.................................................„,„,........... 38 H - Exterior Site - Police Parking Lot Expansion ................... 40 J, K - Systems Furniture........................................................................................42 L - Moving of Communications Equipment........................................................... 44 Preliminary Budget Estimate ................................................... 46 Expanded Campus Facility (Option B)......,,„.........................................................47 Appendices..................................................................................... 48 Existing Architectural Photo Assessment Report..................................................51 Existing Facility & Site Review....................................................................52 Accessibility Review................................................................................... 60 Existing Electrical Systems Photo Assessment Report.........................................71 Existing Mechanical Systems Photo Assessment Report .................................... 77 Ice Arena Heat Recovery Assessment .................................. 93 I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION AND THAT I AM A DULY LICENSED ARCHITECT UNDER THE LAWS OF THE STATE OF MINNESOTA PRINT NAME: QUINN HUTSON SIGNATURE: �_' DATE: 2/27/15 LICENSE NO: 21234 The Eagan Police Department and City Hall building last underwent a major renovation and expansion in 1995. While the facility has functioned well for the city in the past 20 years, the City Council and staff determined that it would be appropriate to analyze the current condition of the building along with operational needs of staff and public uses to determine how best to position the building to serve the community for the next 20 years. With this goal in mind, the City of Eagan contracted with CNH Architects to provide this detailed Police / City Hall Campus Facility Space Needs Analysis. The goal of this study is to provide evidence based recommendations to address the needs of the physical building as well as the operational needs for each department, City Council, and the citizens of Eagan for the coming decades, Process Over the past months, CNH Architects and our consulting team performed a detailed study and analysis of the Police / City Hall Facility. The analysis begins with an assessment of existing conditions and gathering building and site specific data that provided the backdrop to the current physical condition of the building including structure, mechanical and electrical systems, accessibility compliance and interior finishes. Photo archives of existing building and site features document the observations made at the time of this study. Similar facilities are looked to as case studies and comparisons made to create metrics for gauging appropriate scope of work. Above and beyond research of existing data, however, the most critical component to this analysis process is City staff input. At numerous meetings, representatives from both Police and City Hall have come to the table to share history, concerns, and departmental goals. They provided valuable insight into the current facility shortcomings as well as departments with expected staffing growth or change in processes that either required additional space or allowed for consolidation of functions. Combining existing data and owner input, a Space Needs Program was developed to cumulatively summarize facility operational needs that were identified by both City staff and our consulting team. From extensive research and sourcing expertise on all levels, an analysis was formed that defines project scope. Information procured from this analysis was then used by our design team to develop several concept design options that proposed realistic solutions for the goals defined in the Space Needs Program. After review and input from the staff department heads, the proposed concept design options were then refined to a single preliminary design that best positions the Police 1 City Hall Facility to serve the staff and public for the future. This preliminary design also focused on the essential balance of addressing important goals while providing for flexibility, efficiency and economy. Since facility expansion was identified as a necessary component of the design, options were developed to provide all of the expansion needs at the current facility or to meet some of the additional space needs off-site at the adjacent former Fire Administration Building. The final step was to have Professional Project Management (PPM), CNH Architects' professional cost consultant, provide a detailed cost estimate of the proposed renovation and expansion work. This cost estimate grouped the proposed work into nine upgrade categories for evaluation and understanding of the cost impact of the different program goals. 2 City o¢ Fagan Police ! City Hall Campus Facility Space Neods Analysis — Key Space Needs Findings The Space Needs Analysis process resulted in many detailed facility and operational goals which are documented in depth in the Space Needs Program section of this study. The following are some of the key findings that formed the structure of the concept design response. The Eagan Police Department has steadily grown over the past decades as the population of Eagan has increased. The current Police Department portion of the facility has reached its capacity in multiple areas including a shortage of detective offices, male and female locker rooms both at or just under the number of lockers to meet current force size, a training room that is undersized for current staff meeting attendance levels, as well as an undersized evidence processing space that is unable to accommodate technical equipment that was not anticipated when the facility was built. In addition to these Police Department space shortages, there is a significant need for improvements to address several officer and staff safety concerns or police vehicle security considerations, Most notably there has been multiple incidents of police personnel being approached by individuals, including predatory offenders, when walking to or from the police facility in the open parking lot at the north side of the building, These officers and staff are often unarmed at the beginning or end of their shifts creating a vulnerable environment for city personnel. Police squad cars have also been vandalized in this open parking lot as there is little protection or security monitoring the area. POLICE SPACE SUMMARY First Floor Addition Remodel Enclosed Vehicle Garage -31 squad stalls, SWAT vehicle and trailer 16,900 SF Front Lobby / Sally Port - Increase Security 210 SF Renovate Evidence Intake Lab and Evidence Storage 360 SF Renovate Men's and Women's Locker Rooms 2,200 SF Relocate Tactical Team Room / Renovate Garage #7 335 SF Enlarge Computer Forensics Office Area 80 SF Reduce Number of Holding Cells to Increase Storage 400 SF Sub -Total First Floor 16,900 SF 3,585 SF Second Floor Addition Remodel Police Office Expansion 3,485 SF Add Investigations Meeting Room 380 SF Renovate Records Storage Area 170 SF Enlarge Existing Conference Room 1,000 SF Add 2 Administrative Offices at existing Break Room 400 SF Sub -Total Second Floor Total Proposed Police Space 3,485 SF 20,385 SF 1,950 SF 5,535 SF 4 pmommft— Within the City Hall portion of the facility there were likewise several items that rose above the rest as essential in allowing the City Hall to meet the current and near-term needs of staff operations and public functions. The first floor departments of Community Development and Engineering did not anticipate any significant changes in staffing quantities or total space in the foreseeable future and will continue to change their operations to meet the needs of a maturing city. In contrast, the second floor functions particularly within the Administration department and its subset are experiencing more acute growing pains with a moderate number of additional staff projected in the near term, anticipating a noticeable shortage of open office space and a deficiency in additional private office space, There is also a marked need for an a additional mid-sized meeting room that is accessed directly off the public corridor. Currently, public meetings are held in meeting rooms that are located within staff office areas. There are many evening occasions where staff offices are left unlocked, and the security concern of public access to these spaces is potentially consequential. Another major opportunity that needs to be addressed is the modernization of the open office furniture systems throughout both floors of City Hall. The current system is a patched together, maze -like collection of different panel and cubicle arrangements that fails to create a welcoming atmosphere to citizens served by City Staff nor does it succeed in providing an efficient, organized environment for employees. There are also significant ergonomic improvements to be considered in contemporary furniture system designs to improve the health and comfort of the user, A few other key items within the City Hall portion of the building include a need to open up the first floor lobby near the Council Chambers, provide locations to expand the Historical Society's display space, improve wayfinding signage to clarify guests' directional needs, provide expanded secure file storage, as well as improve heating and cooling operations in a few specific areas where comfort is often not achieved. CITY HALL SPACE SUMMARY Lower Level Addition Remodel Historic Preservation Work Room 320 SF Sub -Total Lower Level 320 SF First Floor Addition Remodel Main Lobby / Waiting Area - Historical Society Display 350 SF Enlarge Council Chambers Media Room 25 SF Renovate Wachter Conference Room to Storage & Hall 25 SF Renovate Open Office Space 6,000 SF Sub -Total First Floor 6,510 SF Second Floor Addition Remodel Expand Open Office Area 675 SF Community Conference Room 425 SF Relocate offices displaced by new Community 415 SF City Hall Office Expansion 3,415 SF Renovate Open Office Space 3,800 SF Sub -Total Second Floor Total Proposed City Hall Space 3,415 SF 3,415 SF 5,315 SF 12,145 SF 4 Gi�y of Lay -an Police I (_ ilty Hall (. aimpw; Need-, Analysis Schematic Design Recommendations Based on the findings articulated in the Space Needs Program, multiple options for addressing the identified goals were developed including both renovation of portions of the Police Department and City Hall as well as facility expansions serving each. The following is a brief overview of the Schematic Design recommendations. Please refer to the body of this report to review the Schematic Design plans both in overall layouts as well as detailed enlarged floor plans for a more visual understanding of the project. On the main level, to meet the parking safety goals identified for the Police facility, a 37 stall enclosed parking garage expansion would be located tucked into the northwest corner of the existing PD I City Hall facility in the area where the Police Department's surface parking currently exists. This garage would hold police vehicles including squad cars as well as the SWAT vehicle and trailer. There would be a surface parking lot added to the south of the Police Department building to support staff personal vehicle parking and short term squad parking. Renovation on the first floor of the Police Department would consist of relocating the Tactical Team room to allow expansion of both Men's and Women's Locker Rooms to meet the additional locker space needed, A separate Intake PreProcessing room would be developed and the Evidence Intake Lab would be expanded and upgraded. There would also be some renovations within the Detention area to improve officer safety and make better use of some underutilized cells. The first floor of the City Hall requires only minor renovation work mostly centered around opening up the Main Lobby and Council Chamber Lobby and adding Historical Society Display areas. The most significant change identified for this level of the City Hall building is to replace the open office system furniture with a redesigned layout using modern systems. The new system would create a more open and welcoming feel, utilize fewer variations in cubicles layouts, and improve ergonomics for staff. There would also be HVAC system upgrades, new carpet tile flooring, and general interior finish maintenance. Expansion of Police Department space would also be provided for administrative personnel on the second floor level with additional Detective and Leadership office additions located over a portion of the first floor garage addition, addressing the shortage of offices identified in the Space Needs Program, This location was determined to be the most cost effective as it positioned all the expansion work in a single new construction area. There would be some second floor Police Department renovation expanding the Conference Room to meet the identified occupant quantity. This work would also include remodeling a reduced Records Storage space to create an Investigations Meeting Room allowing for a space to be dedicated to major ongoing investigations as needed. For the second floor of City Hall, about 3,000 square feet of additional office space is needed, The Schematic Design developed two approaches for this additional space, Option A would provide for the office expansion over the new parking garage and adjacent to the second floor Police Department expansion. This location would allow the department on second floor to expand to meet their current and near-term project growth needs while remaining connected in the same building. Option B provides for the relocation of 8 to 12 staff members to the first floor of the former Fire Administration Building which would provide a similar 3,000 square foot area meeting the total needs of these departmental personnel, Specific staff or departments have not been determined for this alternate arrangement, but a careful review would be done to determine the best fit both for staff operations and for serving the citizens should this option be selected. Option A and Option B would meet the expansion needs identified for the City Hall departments but there are a variety of other factors involved in what is ultimately a value judgment on what combination best serves the City of Eagan. The following is a bullet point listing of some of the key elements impacting the final decision. Each of these is expanded upon in the following study. Option A — City Hall Expansion • This option allows for all departments to remain at the current City Hall campus facility. • Operational and utility costs would be significantly minimized due to no added exterior envelope and installation of highly energy efficient HVAC and lighting systems. • This expansion is all new construction, minimizing maintenance for an extended period. Option B — Fire Administration Use • There would be significant additional space that could provide benefit to City Staff and the public including basement storage, two -stall garage storage, and an upper level room suitable for meetings, training seminars, events, arts or public exhibits. • Maintenance items currently deferred would need to be addressed including replacement of second floor HVAC unit, reroofing of membrane roof sections, replacement of first floor wood windows and some exterior maintenance particularly around the limestone fagade. • Sustainability upgrades done at City Hall would need to be implemented at this facility, primarily lighting and control replacement with energy efficient systems. • This option would use an existing City -owned facility without the need to sell it. • Moving some portion of the current City Hall staff to this building could cause some inefficiencies in current operations due to the added physical separation. • Overall cost savings over 20 years is projected to be $635,000. Regardless of whether Option A or Option B is selected for the expansion of second floor departments at City Hall, there would be some second floor renovation creating more open office areas within the Administration department, The design also creates a Community Conference Room accessed off of the main hallway at the east upper level entrance providing the added meeting space identified in the Space Needs Program. This room would not require unlocking the open staff office areas after hours as required with the current use of Conference Rooms A and B. Similar to the first floor, the most significant change identified for this level of City Hall is to replace the open office system furniture with a redesigned layout using modern systems, Again the system would create a more open and welcoming feel, utilize fewer variations in cubicles layouts, and improve ergonomics for staff, There would also be HVAC system upgrades, new carpet tile flooring, and general interior finish maintenance, The cost estimates for the Schematic Design approach shown is broken into nine separate line items shown in the budget section of the following study to provide a full understanding of the different major program goals and how they impact the total construction budget. If the identified Police Department and City Hall space needs are addressed, the total current construction costs would range between $8,018,000 and $8,653,000. This range includes both hard and soft costs associated with the work and assumes that all work would be done in a single -phased project. The costs also represent current construction values as a projected implementation timeline has not been determined. 6 City of Lapan Police I City Hall Campus, F anility Space Ne�_3s (Analysis Q mftom.— M004 Space Reeds Program 10 !:ity of EaWall Police I City Full Campus Facility Space Needs Analysis Since the last major facility remodel in 1995, the existing campus has sustained two decades of programmatic and operational changes. The Space Needs Program captures the conclusions made from the assessment exercise over the last months to express the scale and scope of modifications needed to the facility for both short and long term operational demands. Input sources ranged from interviews with staff members, evaluation of existing equipment and storage, to observation and understanding of staff workspace and procedures performed to meet public expectation. During the comprehensive review of existing site and building facilities, issues affecting small and large scale building performance and longevity were identified. Weighted area calculations included at the end of this section were developed to assist in comparing other municipal campuses as they relate to the scale of this project. By using a weighted coefficient, areas for similar spaces in other case studies can be adjusted in order to be studied in direct comparison to Eagan's existing facility. Neighbor city campuses of Bloomington, Rosemount, and Apple Valley were used as references. While each city's needs and approaches are different, the comparisons can provide additional insight when considering the best fit for the City of Eagan. The study also identifies the option to relocate some staff to other City properties if it is determined to be advantageous either due to financial efficiencies or as an added benefit due to the availability of amenities otherwise not offered on the existing campus. This report reviews the Fire Administration building on the northwest corner of Pilot Knob and Wescott Roads as a potential building as an option to locate 8 to 15 staff allowing for a smaller addition to City Hall. The anticipated costs, benefits and trade-offs of each approach are identified to assist in the evaluation of the ultimate direction. While space in other city facilities might also be identified to reduce the additional space needed at City Hall, no other locations were studied at this time. The outline starting on the following page lists the architectural, mechanical and electrical needs observed and expressed through the assessment process for both Police and City Hall facilities. Considerations made during this program development include assessing the ability of the existing campus to meet programmatic and operational space requirements, evaluating whether existing spaces are efficiently used for their intended operations, reviewing staff and public safety concerns, and determining whether projected operational space needs can be met within the current available space. Deficiencies identified led to further discussion for relocating and adding new space for specific programs and operations. Building code and accessibility requirements are considered here but will be further explored in later design phases. This list was developed as a result of numerous meetings and discussions held with owner representatives and project team consultants. Subsequent project design phases are expected to update this program list in order to align more closely with budget requirements and final space needs goals determined at the time this project proceeds into construction documents, SITE IMPROVEMENTS Campus security • Provide new security cameras and monitoring system • Provide a minimum of 24 new parking stalls for employee parking and make up for any existing surface stalls that will be lost due to the Garage Addition Site Accessibility • Add one (1) handicap parking stall in north lot • Widen 5ft wide accessible aisles to required 8ft width • Add handrail at north entrance ramp POLICE DEPARTMENT PROGRAM FIRST FLOOR ADDITION • Provide covered parking for a minimum of 30 squad vehicles with large parking stalls for SWAT vehicle and trailer in order to provide improved security for police vehicles and personnel as well as eliminate the need for extended vehicle idling during winter months to save fuel costs FIRST FLOOR REMODELING Front Lobby / Sally Port- Increase security • Revise layout of existing inmate release Sally Port to provide for better supervised secured release into Lobby while improving officer safety during this operation Renovate Evidence Intake Lab and Evidence Storage • Add an additional Intake Pre -Process Room that is secure and sanitized for evidence pre- processing that is separate from the Intake and Evidence Storage rooms. • Upgrade existing Intake Lab to have laboratory grade finishes • Improve Existing Evidence Storage lockers to have more storage options for smaller evidence items as well as replace lockers that are deteriorated and partially unusable creating potential concerns for evidence chain -of -custody regulations Renovate Men's and Women's Locker Rooms • Replace existing lockers at Men's & Women's Locker Rooms with new "Law Enforcement" style units with more storage and better ventilation • Improve Shower and Toilet areas with new finishes and replace locker room carpeting at non -wet areas • Enlarge Men's Locker Room to allow for more lockers to meet the anticipated department staffing needs and add an additional sink and urinal • Add additional lockers to Women's Locker Room to meet the anticipated department staffing needs • Improve existing HVAC for better ventilation and temperature control as well as meeting current building code standards Computer Forensics Office Area • Enlarge Computer Forensic Office Area and improve existing HVAC for better ventilation and temperature control Reduce Number of Holding Cells • Reduce number of holding cells to increase storage SECOND FLOOR ADDITION Police Office Expansion • Provide for additional Administrative and Detective's Offices and a small Conference Room • Provide new larger Break Room and Roof Patio 12 Gify Ui hegan Police I Uy gall (i mipus i a ;ili+y 5r c; Needs Analusis SECOND FLOOR REMODELING New Investigations Meeting Room • Renovate existing Records Storage Room into a new Investigation's Meeting Room and provide a new smaller Records Storage Room Enlarge Existing Conference Room • Enlarge existing Conference Room to be 1000 Square Feet New Investigations Meeting Room • Renovate existing Break Room into 2 new Administrative Offices ACCESSIBILITY • Relocate obstructions at access points to provide required clearances • Relocate toilet accessories to provide required accessible route clearances • Revise restroom layout to provide required stall clearances • Provide accessible counters where required but not provided or insufficient • Revise drinking fountain to provide required clearances 13 CITY HALL PROGRAM FIRST FLOOR REMODELING — Entry Lobby Main Lobby / Waiting Area • Remove existing reception desk to allow for a permanent Historical Society Display area and more open feeling to lobby outside of Council Chambers • Provide a small alcove for short impromptu media interviews • Provide new way finding directional signage throughout the building Council Chambers • Enlarge Media Room and replace the existing Wachter Conference Room with a new Storage Room and a Hallway for staff to leave the Chambers FIRST FLOOR REMODELING — Community Development and Engineering Inner Lobby • Provide a new computer kiosk for public access to property records, etc Office Area Renovations • New Systems Furniture • Provide throughout with an ergonomic work surface feature at each workstation • Partition design to allow for a more open, inviting and collaborative workplace atmosphere, while balancing acoustical concerns • Add Team / Breakout spaces for impromptu meetings • Provide more staff workstations adjacent to the Service Counter to allow for better Customer Service • Provide shared workstations for hoteled, temporary and part-time staff • Provide a new Employee Resource Room for 1-2 people • Provide a new Nursing Room • General Image Upgrades - Paint all Office areas (Note: office carpet replacement is currently included in an upcoming maintenance budget cycle) SECOND FLOOR REMODELING —Administration and Parks and Recreation Inner Lobby • Provide a new computer kiosk for public access to utility bill payment and recreation program sign-up Office Area Renovations • New Systems Furniture • Provide throughout with an ergonomic work surface feature at each workstation • Partition design to allow for a more open, inviting and collaborative workplace atmosphere, while balancing acoustical concerns • Add Team / Breakout spaces for impromptu meetings • Provide more staff workstations adjacent to the Service Counter to allow for better Customer Service • Provide shared workstations for hoteled, temporary and part-time staff • Provide a new enlarged mail processing area • Provide 2 small readily accessible storage areas for Parks & Recreation for small items (golf, tennis balls, etc) • Enlarge Open Office area - Remove and relocate 4 existing hard walled offices at the west side of the existing office area to allow for open office expansion; there is a particular need for additional open office space for Finance, HR and IT staff • Provide a new medium sized Community Conference Room that is accessible to the public and be secure from the adjoining Office Area • Renovate existing Open Office Area in northwest corner to relocate the 2 offices that are displaced by the new Communicty Conference Room • Provide an Employee Resource Room for 1 to 2 people 14 Ci y or Eagan Police / City Mall Campus'=_AJJli4y FJ,'y.e p!eerls Analysis • Provide an IT staging area for computer and communications equipment setup • Provide new roof skylights to allow for increased natural daylighting • General Image Upgrades - Paint all Office areas (Note: office carpet replacement is currently included in an upcoming maintenance budget cycle) • Improve existing HVAC at Eagan Community Room for better ventilation and temperature control SECOND FLOOR ADDITION City Hall Offices Expansion • Option A: Provide additional City Office expansion including a mix of hard walled and open office areas (Note: some of the new hard walled offices would be used by staff needing to be relocated due to the hard walled offices being removed at the west side of the existing Second Floor Office area) • Option B: Relocate 8 to 15 personnel to Fire Administration building or other city facility instead of providing space for these staff at City Hall — this would allow for the remodeling expansion needs shown above without constructing additional second floor City Hall office space; specific departments or staff groups have not been identified Secured Storage • Provide new Secured Storage space for sensitive items that are required to be kept indefinitely LOWER LEVEL REMODELING Existing Storage Areas • Move all departmental sensitive items into new Secured Storage Room in Second Floor Addition; use freed up space for Storage expansion & future needs • Provide space for Election equipment storage Historic Preservation Work Room • Provide a new Historic Preservation Work Room to be used for display layout and artifact storage • Possibly relocate existing Lower Level IT Equip Room to First or Second Floors Police Workout Room • Improve existing HVAC for better ventilation and temperature control ACCESSIBILITY • Relocate obstructions at access points to provide required clearances • Update handrail lengths and mounting heights as required • Adjust toilet fixture and accessory heights as required • Revise restroom layout to provide required stall clearances • Provide accessible counters where required but not provided or insufficient • Provide required clearances at sink in Second Floor Kitchenette City Eagan Bloomington Population (2010 census) 64,206 82,893 Weighted Factor 0.8 Police Weighted Area Gross Area 26,867 SF 71,644 SF Administration 9,847 SF 15,056 SF Officer Support 10,646 SF 9,698 SF Detention 3,080 SF 5,306 SF Vehicle Garage 1,100 SF 20,099 SF Vehicle Garage 3 stalls 58 stalls Total 24,673 50,159 City Hall Weighted Area Gross Area 36,645 SF 103,129 SF Parks & Recreation 2,225 SF 8,033 SF Community Development 3,300 SF 5,801 SF Engineering 2,123 SF 10,319 SF Administration 3,332 SF 10,704 SF Storage 3,052 SF 2,700 SF Council Chambers 2,086 SF 2,256 SF Conference/Meeting Rooms 2,641 SF 4,427 SF Entry Lobby 2,442 SF 4,543 SF Total 21,201 48,784 16 C;i'y of s=aran Police I City (-tall Campus F= wJlih/ apace Needs Analysis Weighted Area Calculations Rosemount Apple Valley 21,874 50,259 The Weighting Coefficient adjusts square footage numbers to reflect size of areas in comparative campuses (referred in this chart as Weighted Areas) should population totals 2.9 1.3 for these comparison cities be the same as that of Eagan. Weighted Area Weighted Area Formula for Weighted Area: 43,571 SF 40,147 SF 7,062 SF 6,215 SF 4,306 SF 9,052 SF 6,058 SF 3,784 SF 14,022 SF 0 SF 11 stalls 0 stalls 31,448 19,051 Weighted Area Weighted Area 36,908 SF 59,165 SF 0 SF 0 SF 0 SF 5,229 SF 0 SF 0 SF 15,313 SF 7,190 SF 3,132 SF 5,014 SF 4,714 SF 6,504 SF 1,203 SF 1,961 SF 2,583 SF 2,372 SF 26,946 28,270 Case study population _ Weighting Eagan population Coefficient The weighted area calculations are not a definitive means for determining the appropriate size and scale of Eagan's remodeling needs, particularly considering many other factors can influence how and why departmental allocations are established. However, this information can be helpful in guiding the space needs program with a larger perspective that acknowledges the external factor of city population and growth and how that impacts the operational capacity of a municipal campus, From the chart to the left, we can see that Apple Valley's somewhat smaller population results in a 13 coefficient. This coefficient then adjusted Apple Valley's actual square footage into a weighted area for comparison of each department reviewed, For example, the weighted area of Apple Valley's total for their City Hall space (shown at the bottom of the chart) is 28,270 square feet which is 33% larger than Eagan's actual area of 21,201 square feet. Similarly, the other two comparison cities likewise have a larger City Hall weighted area indicating that in relationship to the comparison cities, Eagan has a smaller City Hall facility. For the Police Department, a similar smaller than average size is noted except for Apple Valley where they have no garage vehicle stalls. It is not surprising that Eagan's Police Department I City Hall facility is smaller than comparison facilities given Eagan's growth in population and therefor service needs in the 20 years since the current facility was built. OMM, AM 17 Schematic Design S�H�MaT1G DESIGN The Concept Plans shown in the following pages discuss the recommended renovations and additions for Police and City Hall spaces based on findings gathered from building assessment work and issues raised and discussed during meetings with Police and City Hall representatives, The expansion needs in the program are based on a long-term projection of staff and facility growth which is generally proportional to city population growth. The extent of expansion is gauged by internal considerations checked against weighted areas of neighboring cities as calculated in the preceding spreadsheet. Weighted areas are used only as informational guides, with primary decision factors generated from specific needs within the Department. Police Department: From gathering feedback on what changes are sought in this project, it quickly became clear that the Police Department required considerable expansion to address security of police department personnel and vehicles which would be addressed by an enclosed parking garage as noted in the space needs analysis. Between the north and south side of the existing Police Department, the north parking lot offered the best opportunity to connect the new garage to existing garage spaces. The departments office and support function space needs also would result in building expansion needs. This study looked at two second floor expansion location options, one over the existing first floor office space on the west and the other over the proposed parking garage addition on the north. The existing roof above the first floor of the Police Department on the west side of the building appears to have been designed to accommodate a second floor expansion. Due to code changes since the original design verification of the existing roof construction would be required to determine the capability to handle a new 2nd floor. However with the proposed construction of the new Garage Addition it was determined that it would be more cost effective for 2nd Floor Police Department expansion to take place above this addition. Police Department needs also will include remodeling of portions of each floor to meet the department's growth and revised operational needs. While the north garage addition supports police vehicle parking, employee parking will be reduced due to the garage expansion. Adding a staff parking lot to the south of the PD addresses this parking need as well as allowing for short term police vehicle parking near the Police lobby entrance. This is described in further detail under "First Floor Garage Addition" and "Exterior Site - Police Parking Lot Expansion". City Hall: The space needs analysis also determined that the City Hall portion of the existing facility along with remodeling the existing departments also required additional space to meet current and not to mention anticipated future needs. During the schematic design phase, two possible scenarios were identified to meet the City Hall expansion needs. Option A would be to provide additional second floor office space adjacent to the Police Department office expansion above the new parking garage. This location has benefits in its long term ability to easily adjust the boundary line between City Hall and Police Department space if needs change over time. This option also provides for direct connection of this expanded space to the existing City Hall staff and facilities. Option B would be to relocate some staff from City Hall to the former Fire Administration Building across Pilot Knob Road. This option would somewhat reduce the construction costs involved in providing additional space by reducing the amount of new expansion space needed to be built at City Hall. Additional advantages with relocating to the Fire Administration Building include several significant amenities that would otherwise not be available in the renovated or new areas of the current facilities, such as 2 large garage spaces, a conference room, kitchenette, expansive basement storage space, and a large second floor public assembly room. At the same time there are trade-offs of this option including increased operational costs and no potential sale of the building. The Schematic Design analysis to follow will explore both options in more detail including layouts as wells as cost impacts — savings, added costs, operational costs over time as well as opportunity costs. 20 (:iMy of Eagan Police / City Hall Cay ipus Facility Space Needs Analysis VVESCOTT ROAD Police a Mind Floor -qdition Existing City Hall 11, � 1� Existing Police � MiLf JILIF /-�De rtment 12 Parking Expansion ---------------- -------- GRAPHIC SCALE in FEET � m� ^ 30 ° V 120 Site Data: Total Site Area within Property unem ~r/1.471 op Impervious Area ~1sr.n1aap �Impervious Area Percentage = 157,315 SF / 271,471 SF=5um pammu ~/o0%'ox%~42m Overall Site Plan Building Coverage ~w\nmap Building Coverage Percentage ~oo.rouoF/z,1.*r1 np=1xm EXISTING POLICE | °wwm:pmvouuneoonao"mand smm°emappmmmo�uusing arormnn oemookmxo'' wonoanuweo�p�penyunoawn��e,ivouxnm�o�wu�wnoo POLICE � � � ADD|T|ON EXISTING CITY HALL � CITY HALL ADDITION | 21 � mnm GRAPHIC SCALE in FEET I 16 32 48 64 EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ADDITION ADDITION 22 C:Ky of Eayan Police /City Mali Campus waciRy 'Space ideeds Analysis GRAPHIC SCALE In FEET ie 32 48 64 EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION j POLICE CITY HALL ADDITION ADDITION 4 23 130' 4" a3`S f'�Wrr"4 %�t"�1�`4 g�"b `�"` 4,rf a h"£i4 -.l' R .�� Kik k- - 4 Y -2{i4 t -v �.ri i4l ! .k y} X&+�'lN 1�I' 3 t" - 4• 't iJ� ,{ �5 �*� < t:ti � i � ANR. 5tti'J 4�-� � � 4;;i+'`ck. �S'h. +� �i'b--.3• d�' SS�a(3;y+� R.}��y�Fi i� s� yY �2n, J1'�i h rdu:Ft{; t.'�C✓- � Y t#J'F •ry J,eT �R b }4�,,b $i }'T Rf j -k it€aiT'H +fb §� iT Y Rq� V3 -• - � i� ��t��'J`���'� ���`�., t �-` � } �`�w S �t a-�r i Storage y�X s r#*r# t�£s' ' 0 z ,MR. i�"''d�ty�7,a5' ,fu.�3,7�tFa �a3K art Mt tY ��itS- ikf-€e 31,rt'h , '+ C{,y,$lz�.+g.4 ii'"tt F3Ljrty 35�n F' ,h - n"r..a-Y 3r 7i s „ r sllK z , GARAGE ADDITI ON s ; r 2t1 iSf(kypix4�r i �a 16,900 SF.<g r� 4 4 1 r Y$ 37 Stalls,.��tF >�t 215 > �. � '#' ' +�5-z,;3#,ts,` �r-s s r 2z �y"Lv-is,r 1 ' dOulline of 2nd Floo xr >x 6< F,4w'£Ft� !+ & ra 3 1ti t abovefi (addition l u k ra z ,`�! 3i�,{ t iivXt.'�'.�.�_txi$t%•4.at#'s;;`.?: `.'rk 1 t3Y'-3P9d .a{� h- :> 1 P S'•33 l Y _x� rt9I Sni 2X,4 �r#�k } f -rte--h S S} G i# 1 ;``S't J $z K T` S5 TAw 1'MS� F �wi4.t•-ait tr A �I 9 -' 7 � F_ 1 ifx#5P' it�W"iv AiY* esf<�wlg.q+g+•+Fw- ... vY.,[Ynk: .�l L 1'Ss �.' %1e .k tiggg, AYv+< 1 S'7 ]l Fc ,�,,, i� tel'T >+Mms+_. < . :-�'a``���. 5 � 4 ' _'{.� '{ ��. �i�,F E 't'i y '� ai-.4Ar-��+rf } ♦ �. #ki '� � +... sa �iaN ��-+F�.i �v� �°�-.� Y r i - tRE ,s 10 r�.��, - -..-u k - }Dq # +, i "' �'it� Fr 'k3 s- r�,- 'A�i � -. 1 'Y 6`'4^ � �F a�- Y Ex+ 'S ��' 3a3 dJJ 1: C x 3 .¥Id6.�,. ,4^ J•` ! 4..� �?4 ? -Y { zT�-L _- S q��ti ��� fS�- � 4T X`' i, ,'�'�'t� � i "6 t k.� b-i�y]:; ��-,�' li .es'-•a2'� � tt�"i itf� t���`` { F� ��t�� }� ;. itL�,tx m.{, t,� t hk't`� '� $ -EE ' M a,�yy `b k Fbi+vtyaf �tF� S -,.s a L'...ry� G e� t 1-*!. �'l {�yl `' h_ki�`#}{;�s4`g,}',,, 3 :L �1r j. C $•^�i�'rV' �R2t+Y-f�4'�..�-ori*'. dY C'Y4 �� t -h.',i �4 >� t D. (i £'- j$.ki.'�I istf ."'hiL'Esi?Y f .y rf {{`fit 4 W{L� �f `Y y { ^ 1.go., "v's.+� M YWt { �� - �dA S1 `]`*y f # 3- �} '� Lam➢ y. � 5:.. I'4 4�` t 1I. 'F ;•: } INS �}�r*' ?�+Y �42 ` r .# �ti 4rir L a'� r M#; A- { Xfmr Door!!6 P Door p5 Door#4 {3 Door #3 Door f# Door Hi }' Tactical, ; i .�� it Storage ITeam � � I' `� a s! t a363F , ' Ev Gar Garage Vest Sally Port COMMUNITY DEVELOPMENT gency -- Goner ator GRAPHIC SCALE in FEET First Floor Police Garage Addition 6 a #s 24 32 EXISTING EXISTING POLICE CITY HALL POLICE RENOVATION POLICE ADDITION 24 City of Eagan Police I City Hall Campus Facility Spaco Needs, Analysis A. FIRST FLOOR POLICE GARAGE ADDITION To address the recurring safety concerns related to police department staff and vehicles the Eagan Police Department identified a vehicle garage addition as a high priority. The new garage will house 37 squad vehicles, one SWAT vehicle and SWAT trailer. The parking stalls are designed to be 10 feet wide by 20 feet long to allow ample room for access to and maneuverability around each vehicle. Locating the garage addition on the first floor of the north side of the existing Police Department allows for the existing garage and sally port to connect internally. Vehicle circulation is a simple U-shaped turnaround, with the main entrance on the east side and exit on the north. Positioning the entrance door on the east allows the longer SWAT vehicle and trailer to park directly into in the center aisle, which would utilize the east door for both entering and exiting, Snow plow, mower, and other maintenance tools and equipment items can be stored in the garage and will have overhead doors on both ends for ease of access and storage. A secondary benefit of the enclosed police vehicle parking garage is the elimination of extra fuel each vehicles uses to warm engines up winter and the extended idling during these colder months. With the more temperate climate inside the garage, each vehicle and its electronic accessories are immediately ready for use and batteries within all are not impacted by cold temperatures. Another benefit with covered parking is that vehicles will endure less weather related wear and any risk of hail damage while not in use. The Garage will be provided with a gas detection system to monitor carbon monoxide (CO) and nitrogen oxides (NOx) present in vehicle exhaust. When the CO and/or NOx concentration exceeds acceptable levels the detection system will energize an exhaust fan and gas-fired makeup air unit to provide ventilation air for the space, General heating in the Garage will be provided by gas fired radiant heating units and/or unit heaters vented through the roof. The existing fire protection sprinkler system will be extended to serve the new Garage Addition, New LED high -bay lighting that is controlled via occupancy sensors will be provided in the Garage Addition, The space will include a new 600 -amp, 3-phase electrical switchboard and connections to mechanical equipment and overhead doors, including electrical receptacle connections for (20) cars, Wi-Fi for data and communications, and exterior lighting and security cameras at the doors with access controls to enter the space, 25 Garage Addition Roof Below Open Office 1,300 SF Office | off ice | o«uo OPTION A ADDITION Office 6,900 SF 41-6i Office Office on Office �Ajoffice- Secured Storage Ek W ffic ,z off. Open 1 Office Expansion -13 zz zlif -A -2 3i j, Hall :Co feir Mechanical 10008F ce Equipment Office GRAPHIC SCALE mFEET . , " 24 32 Second Floor Police I City Hall Shared Addition (Option A) EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ��%��� ADDITION ADDITION B. SECOND FLOOR POLICE I CITY HALL SHARED ADDITION (Option A) In the Proposed Project (Option A) the addition on the second floor above the garage will house expansion areas for both the Police Department and City Hall staff. Office spaces for Administrative Police and Investigations staff are located here, with a larger Secured Storage room that replaces the existing storage space in the basement of the existing City Hall building. A new Secured Storage room accommodates sensitive items that are required to be stored indefinitely. The Break Room is slightly larger than the existing one that is being replaced, and a rooftop patio is proposed on the west side of the addition in close proximity from the west access door to the Break Room. The layout of rooms on this floor was designed to maximize the number of offices that have access to daylight and exterior views. To achieve this, the Break Room is situated away from exterior walls, along with the new mechanical room and secured storage room. The investigations offices will also occupy the interior core. These offices relocate one existing office from the first floor and adds four new rooms to serve an expanding investigations department. The open office area on the northwest corner introduces an opportunity similar to the southwest corner of the existing second floor Police Department, drawing plenty of daylight deep into the building and creating a unique exterior design element that can increase visibility traveling south on Pilot Knob, There is a particular need for additional open office space for City Hall Finance, HR and IT staff and this section of the addition will accommodate the anticipated expansion, Connections between existing and new Police Administration are provided through doors at the end of existing corridors. A single secured door at the end of a hallway connects the new Police and City Hall areas. No other access points exist to the Police Addition, With this level of separation required for security purposes, access to the new mechanical room which serves both Police and City Hall spaces is purposefully positioned from the existing City Hall building. There are several additional benefits of this shared second floor addition. First, by having the Police office space and the City Hall office space adjacent and designed in a somewhat contiguous manner, the security division walls I doors between these departments can be relatively easily moved with minor remodeling allowing the flexibility to easily adjust to changes in space needs. Secondly, by combining the additions for both Police and City Hall in one second floor area over the garage addition, the construction cost is reduced and staff disruption minimized compared to separate additions. Space heating, ventilation and air conditioning (HVAC) in the second floor police addition will be provided by a new variable air volume (VAV) indoor air handler located in the mechanical room. The air handler will be furnished with a direct expansion (DX) refrigeration coil for cooling and a hot water coil for heating. A roof - mounted air cooled condensing unit will provide heat rejection for the air handler DX coil, The air handler will be ducted to VAV terminal units with hydronic heating duct coils. The VAV terminal units will be ducted in turn to ceiling mounted diffusers. Air handler economizer dampers will be provided so that outdoor air can be used for space cooling during favorable weather conditions. Hydronic fin tube baseboard may be provided for perimeter zones having large window areas. It should be noted that the space heating and cooling system described above is very similar to existing systems serving the police building. The existing fire protection sprinkler system will be extended to serve the new Second Floor Police Addition, New LED lighting, power and data, and Wi-Fi connections will be provided throughout the space, Access control will be installed as needed. 27 GRAPHIC SCALE in FEET u 8 16 24 32 EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION j POLICE CITY HALL ADDITION ADDITION 28 City of i agar Police/City Nall Campus haciiity Slrrce Needs Prralysis r Second Flo3or Police Addltton 1 Fire Adminisfrat qn Offlc�s (Optii'on B) ` B. SECOND FLOOR POLICE ADDITION I FIRE ADMINISTRATION OFFICES (OPTION B) In the Option B approach the Police Department addition is of similar size with an adjusted layout to address the elimination of any City Hall addition at this location. The one significant difference is the added rooms with exterior windows for daylight access. The additional office space needed by City Hall staff would be addressed in this option by relocation 8 to 12 staff members to the first floor of the former Fire Administration Building. A specific department or staff group has not been reviewed or identified as the best fit for this option, but any group currently on second floor of the City Hall would work to create the needed room without expansion at City Hall. There would need to be some amount of remodeling of the first floor of Fire Administration for whatever staff is relocated to this building. This remodeling is indicated as part of the cost of this approach, There are additional benefits of using the former Fire Administration Building for City Hall staff as it would only use the former office portion of first floor leaving the other portions of the building as additional space for city department use including the 2 stall garage on first floor and the basement storage cages. Further, the second floor former training room and kitchenette could be used multiple forms of meeting and assembly functions including staff training, public meetings, small art performances or other stand -along functions of the size that would fit into this space. There are also added costs in the decision to keep the former Fire Administration Building instead of selling the facility, There are initial costs to keep this facility including reroofing the building which was within the planned maintenance in past years but removed from the budget with the possibility of the sale of the facility. As a 16 year old building, there would also be annual building maintenance at a higher level than that required in the new addition approach in in the base projected project (Option A), Finally, the utility costs of operating the Fire Administration Building would be almost totally in addition to the cost of utilities in Option A. =ZI GPC SCALE In FEETWN==%=WPM%WnWMAW Fire Administration Offices (Option B) o B 16 2e 32 CITY HALL RENOVATION micm 4M 29 GRAPHIC SCALE in � ■ ET I\ 8 16 24 32 Lower Level Police / City Mall Renovation EXISTING EXISTING POLICE CITY HALL CITY HALL RENOVATION 30 r%'ity of E.agan Police / City ball (-impu-, Facilii; Space Neeads Analysis C. LOWER LEVEL POLICE / CITY HALL RENOVATION & BUILDING ACCESSIBILITY Lower Level Police / City Hall Renovation Storage — Secure and General There is a shortage of secure storage (Storage A) in this level which is indicated to be addressed in the secure storage being added to the second floor of City Hall. The general storage (Storage B) needs are mostly in decline as more items are being stored or transferred to electronic storage. There is also a general consensus that many items currently in this area can be reviewed and discarded as well as better organized both resulting in the opening up of additional space. Historical Society Accommodations The Eagan Historical Society has long been in need of a workspace to layout and fabricate community history displays. Currently this is done in an open area on this level that is also shared with facility maintenance of causing disruption to the Historical Society projects. With the reduction and organization of the existing Storage Room on the Lower Level, it is possible to build a Historic Preservation Work Room in a portion of the area providing this desired workspace along with ample room for artifact storage. Additional modifications on this floor include repurposing the rest of the freed up storage space to accommodate election equipment and other future needs. Infrastructure Upgrades Ductwork serving the Police Workout Room will be modified to provide improved ventilation and temperature control. Existing power, ductwork and ire protection sprinkler piping will be modified to serve the new occupancies on this level, New lighting, data, and security will also be provided. Building Accessibility Upgrades to interior and exterior accessibility are required by law in primary areas to provide barrier -free routes and clearances for the disabled as stated in the Americans with Disabilities Act (ADA) guidelines. The Accessibility Review Photo Assessment Report included in the Appendices describes in further detail the various issues throughout the existing campus that are recommended for consideration to be included in the renovation work. 31 Xfmr Tactical V Storage Team', "ssFEvidence Garage Vest Sally Port �ar!ge Igency Corr IGener Duty Bag t� ator rstor X PT,— K-9 Storage !Fore ic Cell !Fore N � x a s 4 ,�Expa SI n Ofe 808F 031 - _11111 J . .... ... Cell El S -a -11i'_7 jEmerg �'l Computer DETENTION< - Port Forensics A ency Jt ;Gener 1 i ator i JanAnimal Cell F1 Toilet Toilet Off v I control .21 1.h e - 11 v Intox 6SC11 Office ii Book Men's Locker Office 0 alockxn Room, r; :Z 7 W omen s I t A In Toilet Locker' 'R Office Watch A Int B j V E V X, Office ault jI ' 'Sallyport' -- ---- Evidence Room ?,.,:Suprvsn Office IR90 Sally Port Office Women Intake ". Wait Lab: 2, — , III -r Break 7 7 IF Men An P Process JUL Recept P Conf Conf Squad quad Room GRAPHIC SCALE In FEET 10 32 48 64 32 Ciil,,, of Fugan Police I City Hall Canipus Facility ;pace Needs Analysis First Floor lolice Renovatio7c EXISTING POLICE POLICE RENOVATION POLICE ADDITION EXISTING CITY HALL D. FIRST FLOOR POLICE RENOVATION The existing Computer Forensic Office area is enlarged to accommodate the increasing demand for processing of evidence related to electronic devices including computers, tablets and smart phones. Because the expanded Computer Forensics space was originally part of the trailer garage, additional power will be added to this space to serve the increase of equipment requirements, A dual channel surface mounted raceway for power and data will also be added above the desk. A dedicated split system will address the cooling load created by computer equipment located in the space. The condensing unit portion of the split system can be located on the roof, This space will continue to be provided with outside ventilation air delivered by the existing air handler serving the Police Building, The new Tactical Team space replaces the trailer garage that was originally dedicated to the SWAT vehicle. Because this space is being remodeled for office use, the existing duct system will be modified and VAV terminal units added to accommodate the new occupancy. Updates to the existing Evidence Intake Lab and Evidence Storage areas are needed and include new laboratory grade millwork with stainless steel countertops, a new lockable refrigerator and replacement of existing evidence storage lockers to provide more storage options for smaller evidence items as well as increased chain -of -custody controls to improve evidence storage options, A separate Intake Pre -Processing Lab room where evidence is initially dropped off and analyzed that is secure and sanitized is being planned for across the hall from the Intake Lab. Across the hall from the Intake Lab, the new Intake Pre -Processing Lab serves as an initial access point where evidence can be securely dropped off and sanitized for analysis. This room will have laboratory grade millwork with stainless steel countertops and a fume hood for evidence testing. Separation from the existing Intake Lab reduces opportunities for cross -contamination and affords larger workspaces for a growing department with increasing assignments. The Evidence Intake Lab and Pre -Process Rooms will be served by the existing Police Building air handler. The duct system serving these areas will be modified to accommodate the new layout. Additional exhaust fans and ductwork for lab hoods, general exhaust and Evidence Vault ventilation will be provided. Modifications will also be made to the present HVAC system serving the holding cells, should three of the cells be converted to a storage room. The ventilation requirements for storage are less intensive than those required for detention cells. The K-9 room is frequently used as a temporary storage room due to its proximity to the incoming and outgoing traffic from the garage. A dedicated space for duty bag storage and other items will be created in the adjacent garage to allow the K-9 room to be free of obstructions. Lighting in the Vehicle Sally Port shall be upgraded to LED and controlled via occupancy sensor. The existing HVAC duct systems serving the Sally Port, Sally Port Supervision Room and Duty Bag Storage spaces will be modified as needed to accommodate the new layout. There are currently 6 short term Inmate Holding Cells in which all are rarely occupied at the same time. Inmates are typically either released or transferred to another facility within 48 hours. Due to the view that some of this space could be better used for storage, it is being recommended that 3 of these cells be renovated into a new Storage area that would be accessible from the Garage Addition. Existing fire protection sprinkler piping will be modified to accommodate the First Floor Renovation work. 33 P', / A" 'O' - ' S 7 5 P Jan Anml Ctrl - - -` a Tollet ,, Shwr r Comm SVC;. tif% �t110tkbf, �j •+ .� Yen's, ocken. if Room 'UVomen s Tollet, Looker Room Int A lk- Watch j a Shwr k e y : F4 -Evid "� Int __ _ _ Evidence Room Vault ri _ �'Y C GRAPH IC SC ALEinFEET Enlarged plan u 8 16 24 32 police Locker Rooms EXISTING POLICE POLICE RENOVATION EXPANDED LOCKER AREA Expanding the Men's Locker room is made possible with the relocation of the Tactical Team room. Because the Garage Addition houses the SWAT vehicle and trailer, the existing SWAT garage will be occupied by the Tactical Team, which then frees up space for expanding the Men's Locker room with 21 additional lockers and an additional sink and urinal. Additional lockers would be added to the Women's Locker Room as well. Each new locker is 24" wide by 24" deep and 90" tall with a built-in bench and drawer below. They will be "law enforcement style" lockers that provide storage and power for charging devices and allow for improved ventilation for drying boots and vests, All existing lockers will be replaced with these "law enforcement style" lockers. Additional power and receptacles will also be added in the new Locker Rooms for charging of equipment. Expansion of both locker rooms is needed to meet the anticipated growth in the police force in future years. Shower and toilet areas in both Locker Rooms will receive new finishes including slip resistant tile, sink countertops and accessories, and locker room carpeting will be replaced in non -wet areas. The existing HVAC system for both Locker Rooms is also in need of improvements to provide for better ventilation and temperature control. Expansion of the locker rooms captures the space currently occupied by the Tactical Team. Existing building plans provided by City staff indicate that this area already has exhaust provisions. The existing exhaust systems will be modified for the expanded locker room occupancy. In a similar manner the existing heating and cooling duct system will be modified to accommodate the new layout. New plumbing fixtures will be provided for the shower and toilet room areas adjacent to the locker rooms. 34 Cit« of Eagan Police / City Hall Campus Facility 'grace ideeds Analysis L�.. Watch Evid ij Int B LL, Evidence Room ,4 Port: - - --Supe a / New secunry, 99 _ Ii r windows. {JHall t4 Men Corr T �T Lobby Recep Conf j Conf _-..r. Rm ; Rm Squad Room F`l GRAPHIC SCALE in FEET 0) 8 16 24 32 Enlarged Plan Police Entry / Rece taion EXISTING POLICE POLICE RENOVATION Currently the release of inmates into the front lobby requires an officer to accompany an inmate into an enclosed Sally Port which then leads into the Lobby. For a brief moment, the officer is essentially inside an enclosed room with an inmate, unarmed, and unsupervised by other personnel. The officer is also put at risk in the current nighttime release approach as they enter the lobby with the inmate as well as unchecked public occupants there to pick up the inmate, The officer is still unarmed as required when exiting from the detention area, To remove officers from this vulnerable environment, the fingerprinting and interview rooms which are located adjacent to the Sally Port are being replaced with a new Sally Port Supervision Room and a vault for secured storage within the Evidence Room, These two rooms have been underutilized, and the need for their reallocation is negligible. With the new configuration the officer can enter a separate room after leading the inmate into the Sally Port, secure the door behind, and release the inmate into the Lobby. Security windows allow the officer to supervise the inmate's release throughout the process, including observation of the inmate in the public Lobby space. Lighting in the high ceiling space in the Police Entry Lobby over the main staircase will be upgraded to LED to offer longer lamp life for energy savings and reduced maintenance. MOO 35 GRAPHIC SCALE in FEET 8 16 24 32 I WomenI E'' Men I Jan ,j e. Office Mechanical Equipment Office Office Office. Investigations' nvestiga lons5 J ;Meeting Room'. Patio Office Office GRAPHIC SCALE in FEET 8 16 24 32 I WomenI E'' Men I Jan ,j Office Office Office Office Office Office Office Interview Office I Social` Storage Worker Office Office Copy RECORDS 36 City of Eagan Police 1 City Hall (,anipta, Facility 'ipace deeds Analysis Interview Upper Lobby Police Renovation Clerical EXISTING POLICE POLICE RENOVATION 7 POLICE ADDITION EXISTING CITY HALL CITY HALL RENOVATION Office Office Investigations' nvestiga lons5 ;Meeting Room'. Office Office Office Office Office Office Office Interview Office I Social` Storage Worker Office Office Copy RECORDS 36 City of Eagan Police 1 City Hall (,anipta, Facility 'ipace deeds Analysis Interview Upper Lobby Police Renovation Clerical EXISTING POLICE POLICE RENOVATION 7 POLICE ADDITION EXISTING CITY HALL CITY HALL RENOVATION E. SECOND FLOOR POLICE RENOVATION There is an ongoing need for additional office and meeting space for Administrative and Investigations staff in the Police Department's second floor area, Five Investigations offices are located on the Second Floor Addition, 3 of which are relocated from the existing second floor Department space. Two of those relocated offices give way to a larger Conference Room on the existing second floor. The third relocated Investigations office is replaced by a smaller Records Storage room. The Police Department does not foresee requiring much storage space going forward for paper records because most new documents are created electronically and most existing documents are able to be scanned and then discarded. For this reason, the amount of space needed for records storage can be reduced in size. The existing hallway alcove is under-utilized and contributes towards the smaller Records Storage space. With Records Storage space reduced and moved, the existing Records Storage room is converted into a new Investigation's Meeting Room, The existing Conference Room expands over 25% in size for a total area of approximately 1,000 square feet with two storage closet facing the hallway. These closets store officer uniforms and are simply relocated spaces to make way for the larger Conference Room, Two new Administrative offices replace the existing Break Room on the northeast corner of this floor. Doors at the end of the two existing hallways connect the existing building with the new second floor addition. In this way, continuity of Police Department offices is preserved and Police area remain separated and secured from City Hall spaces.. The existing VAV air handler serving the Police Building will continue to provide space heating, cooling and ventilation to the second floor. Modifications to the duct system will be made to accommodate the enlarged Conference Room, the new Investigation Meeting Room, Offices and Record Storage spaces. Additional VAV terminal units with duct heating coils will be added to the duct system if needed. The existing fire protection sprinkler piping will be modified to accommodate the second floor renovation work. New LED lighting, power and communications will be provided throughout the Second Floor Police Department, The lighting in the meeting rooms will be flexible to meet the needs of the space. CNjy �2c�i1T��s Office Office office office office Office Office office Office Office Office Work Room Community PARKS Confe RECREATION ADMINISTRATION rence Open Office pen Office sion Vestibule \n Inner Lobby Lobby au t Eagan Community Room Lobby L iP Office Office men end, Tel Men t Kitchen,, r Lunchroom tio P. GRAPHIC SCALE mFEET , ° 24 52u/ , EXISTING EXISTING POLICE CITY HALL `.'. POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ADDITION ADDITION 38 Cily of Lapn Police /City Hall ('ampus �Iacility Space ileadsAnalysis G, SECOND FLOOR CITY HALL RENOVATION The second floor of City Hall is currently very congested housing the different departments within Administration as well as a portion of Park and Recreation. Additionally, these departments are projecting a growth of seven staff positions in the next 5 to 10 years. To address this shortage of space we have identified the two previous expansion approaches, Option A of expanding the second floor office space in an addition and Option B of relocating up to 12 employees to the former Fire Administration Building. Under both of these options there would be relatively similar renovation required in the existing second floor areas. A new medium-sized Community Conference Room is accessible to the public from the main public corridor and secure from the adjoining office area, providing an additional room for after-hours meetings without the security risk of allowing access to staff office space after closing hours. At 425 square feet, it is approximately half the size of the existing Eagan Community Room. This new conference room benefits from an existing skylight and will enjoy the effects of natural daylight. The proposed Community Conference Room to the east and the new Open Office space on the west would be equipped with new lighting, power and communications. New skylights will provide more natural daylight on the second floor office area. New systems furniture will be designed and laid out to locate for more staff adjacent to the existing service counters to allow for better customer service. Additional space planning improvements include a larger mail processing area and shared workstations for hoteled, temporary and part-time staff. Breakout spaces for impromptu meetings will be provided in several areas to encourage cross-pollination of ideas in between formal meetings. Other spaces that will be defined upon further development of the new system furniture layout are an Employee Resource Room for 1 to 2 people, a Nursing Room, 2 small readily accessible storage areas for the Parks & Recreation Department to store small items such as golf equipment and tennis balls, and an IT staging area for computer and communications equipment setup. Second floor staff restrooms will undergo renovation to comply with accessibility requirements. A new computer kiosk for public access to utility bill payment and recreation program sign-up is planned in the inner lobby space, General image upgrades including painting would occur at all office areas. Carpet replacement is currently being planned for in an upcoming budget cycle. The existing HVAC system for the Eagan Community Room will be improved for better ventilation and temperature control. The proposed Community Conference Room to the east and the new Open Office space on the west would continue to be heated and cooled by the existing systems. The ductwork will be modified where needed in these areas to accommodate the new use. Existing fire protection sprinkler piping will be modified to accommodate the Second Floor Renovation work. 39 j, Existing Police jl Department aI I I I I Police Parking Expansion as stens 7 7 0 \' Existing City Hall \�I Parking \ -- -- -------------------------------------- -- ---------- fi 130'- 0" .0 I V I C C E N T E R D R I V E GRAPHIC SCALE in FEET 20 40 60 80 Exterior Site - Police Parking Lot Expansion EXISTING POLICE 40 City p; E<,gan Police 1 City }i211 Campus f'zcility pace rleads ilnalysis H. EXTERIOR SITE - POLICE PARKING LOT EXPANSION A new surface parking lot is shown on the southwest corner of the site containing 46 new stalls to accommodate Police Department employee personal vehicles. This lot also helps recover lost stalls from the new building addition that will be built over the existing surface parking on the northwest corner of the site. This location would also provide space for a few squad cars for short term parking for officers making quick stops to enter the Police lobby adjacent to this new lot. This lot would connect directly to Civic Center Drive with a separate access drive from the public parking in front of the City Hall I Police Department building. Other upgrades around the site would include several other potential items such as new security cameras and monitoring system to increase Municipal Center Campus security. New low energy use LED parking lot lighting will replace existing energy inefficient HID light sources while keeping existing pole and wiring. Also, there would be upgrades to the landscaping around the facility particularly as related to the new parking lot and the building addition, Green Space The proposed changes to the Eagan Police Department and City Hall campus changes the landscape of the site to reflect a total of 42% green space and 19% building coverage, The campus is located in the Public Facilities (PF) Zoning District. There are no green space or maximum building coverage requirements for this type of zoning district in the current City Zoning Code; however, requirements in similar districts can be looked to for reference and guidance. Two types of zoning districts most closely aligns with the character of use of the Police Department and City Hall campus: General Business (GB) District and Business Park (BP) District. The GB District has a minimum green space requirement of 30% and a maximum building coverage requirement of 35%; the BP District has a minimum green space requirement of 25% and a maximum building coverage of 40%. Even after implementing the new building addition, the Police Department and City Hall campus preserves the landscape from overdevelopment above and beyond both the comparative GB and BP District zoning restrictions. ��1 41 TYPICAL WORKSTATION STEELCASE, ANSWER OPTION ONE DECEMBER 22, 2014 42" h PANEL -- 51. POWER POD ADJUSTABLE HEIGHT WORKSURFACE OPEN STORAGE BELOW TASK SEATING CLOSED STORAGE AT SIDE BUDGE i PHICE PER WORKSI RI ION: $3,937 VVORKSTATION BUDGET PRICE INCLUDES ALL ACE SSORIES (TASKLIGH 1. MONITOR ARM, SLAT RAIL +TOOLS, ETC.) WORKSTATION: BUDGET PRICE DOES NOT INCLUDE I:ASI, SEATING TASK SEATING BUDGET PRICE IAS SHOWN): $518 WORKSIAIIOPI BUDGET PRICE DOES HOI INCLUDE DELIVERY OR INSIALLAIION CO'A' TYPICAL WORKSTATION STEELCASE, ANSWER OPTION TWO DECEMBER 23, 2014 48" h PANELS POWER POD ---- ADJUSTABLE HEIGHT WORKSURFACE — LATERAL FILE SHARED WORKSURFACE TASK SEATING STORAGE BELOW — MONITORARM ®r 12"h FRAMELESS GLASS ALL SIDES TASK LIGHTING BUDGET PRICE PER WORKSTATION!: $3,960 WORKSIFATON BUDGET PRICE INCLUDES ALL ACCESSORIES (TASKLIGHI, NIONITOR ARNI, STORAGE. EIC.) WORKSTATION BUDGEI- PRICE DOES NOT INCLUDE TASK SEATING TASK SEATING BUDGET PRICE AS SHOWN): SS -12 .ern I S-AnnIJ r.�. mr IT I 111 III, roar ir.In Hnr nn r✓IPV — IN -AI t A-litJ rncrc 42 (:ity o' I agars I olics / City I tall C::uuFlus i ariliiy c;l)ticP fUeeds Analysis J,K, SYSTEMS FURNITURE The current system furniture cubicles throughout all open office areas of City Hall were identified by virtually all departments as a priority for improvement. The current cubicles are outdated in design and operation. Whether it is the maze layouts, the closed and unwelcoming image presented to the public , the mix and match nature of the current conditions, or the ergonomic shortcomings; these systems are no longer serving the city well. Systems furniture in First Floor and Second Floor City Hall renovation areas and Second Floor Police and City Hall expansion areas seek to achieve several improvements to the current offerings. The typical workstation options shown at the left are a concept sketch of two potential layouts that could be incorporated in an updated open office design. While some customization might be needed for space or functional needs, minimizing variations would be recommended to create a more uniform installation of two or three standard open office spaces designs. The existing forest of tall panel partitions and high storage cabinets create a top-heavy maze -like environment, literally cutting off visual and spatial and connections between staff members and departmental common areas. Partition panel heights of new workstations are lower to allow for a more open, inviting and collaborative workplace atmosphere. As visual barriers are reduced, some acoustical separation and privacy is preserved with transparent glass panels that simultaneously grant daylight passage across individual workspaces. Ergonomic improvements include an electric adjustable desk at each workstation. One can customize the desk height and choose to sit or stand with a gentle push of a button, Research studies including those from the Centers for Disease Control and Prevention and the American Cancer Society show significant health benefits related to the reduction of prolonged durations of sitting at the workplace. The chairs shown in the conceptual options on the opposite page are ergonomically designed and engineered to conform to the body and move as one changes postures, Immediate comfort can be attained as it features an advanced weight -activated seat. It is easy to use, and manually adjustable for additional customization. Storage areas are demonstrated differently in the two options shown. Option One proposes a more open and customizable slat system at the center panels between workstations above standard lateral cabinets. A continuous surface above the storage cabinets unifies and opens up the area between two stations and provides additional space to store documents and other items. Panel heights in Option One are slightly lower than Option Two. Option Two introduces a shared worksurface between 2 stations to promote impromptu meetings and foster team collaboration. An open area underneath allows for task seating to be tucked away while a staff member is standing at the adjustable work surface. Both options feature frameless glass panels on all sides, at least 2 lateral cabinets per station, and an open storage area in the bottom corner for stowing personal belongings, Adjustable swinging monitor arms, task lighting, and power pods for convenient tabletop access to outlets are all included in the budget price estimate provided. C RCRIT�C�g, 44 City or'J; agan Police 1 City Nall C.ainpwu Facility Space i ierds Ar)alysis L. MOVING OF COMMUNICATIONS EQUIPMENT Radio tower and antennae located just outside the northwest corner of the campus will need to be relocated in order to make way for the proposed building expansion. Pending further study, the tower and antennae are slated to move to the new rooftop of the Garage Addition. 45 The proposed Schematic Design drawings and program narrative was used to develop cost estimates for each of the areas of work listed in this study. These estimates were prepared where possible by unit cost take -offs or, where Schematic Design level information required,by square footage allowances. The estimates represent pricing as of November 2014, as prepared by Professional Project Management (PPM). When a specific construction timeline is determined the cost estimates should be updated to represent the pricing anticipated at that time; however, these estimates provide the general scope of the costs involved for the construction or renovation indicated. The numbers below highlight the costs related to proposed changes shown in the Schematic Design plans, and include general conditions, contractor overhead and profit, as well as an estimate for anticipated Owner soft cost such as A/E fees, attorney fees, moving costs, IT costs, and construction contingency. New Buildine Addition First Floor Police Garage Addition (Second Floor Police / City Ha B Addition Existing Campus Facility CLower Level Police /City Hall Renovation &Overall Buildin First Floor Police Renovation E (Second Floor Police Renovation G ISecond Floor City Hall Renovation Exterior Site H Police Parking Lot Expansion _ Systems Furniture at 1st and 2nd J Floor City Hall Renovation Systems Furniture at 2nd Floor Police K / City Hall Expansion livioving of communications L Equipment Sub -total Total Estimated Cost (Option A PROPOSED PROJECT (Option A) Renovation Area Expansion Area $4,611,000 $2,581,000 $27,000 $312,000 $205,000 $112,000 $109,000 $535,000 $150,000 $11,000 $1,352,000 $7,301,000 $8,653,000 As the table indicates, the Police Department and City Hall facility upgrades to meet the goals identified in this Space Needs Analysis would require significant work at a cost in current dollars of a little over $8.6 million. This investment in the Campus will position the facility to meet the current and projected needs of the City staff and the citizens they serve for the next 20 years. 46 f.l.Kv of Eagan Police I City Mall Campus Facility Space `deeds Analysis Expended Carhg!S1, FaP fit", Ex" Cost Impacts of Utilizing Fire Administration Building (Option B) During the process of conducting this study it was decided to evaluate the cost impact of utilizing the former Fire Administration Building as an optional resource to meet some of the City Hall space shortage needs. The following items were listed as being impacts, benefits as well as costs, of this expanded campus facility approach (Option B): • The new building expansion on the second floor at the PD I City Hall facility could be reduced in size lowering the projected construction cost. • The Fire Administration Building would need to have some renovation to meet the needs of the staff relocated to this building. • Further, the Fire Administration Building would need to have maintenance done that has currently been deferred during the marketing period to sell the property. • As a larger building with significantly more exterior envelope than the corresponding City Hall expansion, the Fire Administration Building is estimated to cost approximately $22,000 more each year for utilities than the base Option A approach. The table below lists the reduced costs and additional costs that would be associated with utilizing the Fire Administration Building, Proposed Proiect (Option Reduced City Hall Expansion Remodeling and Deferred Maintenance of Fire Administration Building Additional Utility Costs at Fire Administration Building over 20 years ($22,000 more annually) Total Estimated Cost (Option Bj EXPANDED CAMPUS (Option B) $8,653,000 -$1,518,000 $443,000 $440,0001 $8,018,000 As indicated, there is a $1,075,000 initial cost savings for Option B to move some staff to the main floor of the former Fire Administration Building, but this is reduced to a $635,000 projected cost savings over 20 years when factoring in increased utility costs. Of course there are other nonmonetary factors that should also be weighed in this decision including the following: • Additional space available in basement for City storage • Use of the second floor multi -function meeting space for city and public functions • Potential operational inefficiencies of splitting staff from City Hall to this building • Loss of income from potential sale of property WAZZ 4" 47 -Appendices 50 (Jty of 1---agam Police 1 CRY Hall Campos Facility Space Needs Analysis Existing Architectural Photo Assessment WAZO WN04 51 52 Gity of bigan Police f City Nall Cennpus Facility Space Npads Analysis Police Vehicle Storage Law enforcement officers are vulnerable targets in the open parking lot where they park their police vehicles. Several incidents of predatory behavior have been reported in the past, The vehicles themselves have no protection from vandalism or weather damage. During cold temperatures, vehicles need to remain idling for long periods to keep them charged, operating and ready while officers are at the Police Department for meetings, shift changes, and report writing. Car washes are rendered at private service centers off- site. Selly Port When releasing an inmate from the detention area, an officer must enter unarmed into an enclosed sally port with the inmate. In this enclosed space where there is no visibility or supervision from any adjoining space, the officer uncuffs the inmate before releasing the inmate into the public lobby. This environment places the officer in a vulnerable position, and also limits supervision of the inmate as he or she enters the public lobby before exiting the building. Holding Cells Three of the six short term inmate holding cells are underutilized due to technological improvements in information database and tracking management, . Police Duty Bag Storage Each officer has a duty bag with their daily use equipment. Storage for these bags is insufficient and not positioned in a convenient location for the officers, Police ti• n Currently the evidence pre-processing occurs in the same location as Intake and Evidence Storage lockers. This is less than ideal for the required laboratory conditions needed for sanitization of the pre-process functions. The space is also undersized for the equipment that is needed in the modern operation of these functions. �I 53 54 Uty of Eagan Police 1 r:ity hall Campus Pasilky Space t;leods Analysis Police Lockers Significant changes will be made to the existing offer locker room and shower facilities. Lockers will be replaced with larger enforcement style lockers with power in each, Improved ventilation and lighting are planned for shower and locker room areas, The shower and toilet areas of both men's and women's locker rooms within the Police Department are becoming undersized, not fully ADA compliant and worn. Significant HVAC issues are also a concern. HVAC improvements are needs for better ventilation and temperature control in the Police Workout Room, Police Conference Room With an expanding Police Department, the current Conference Room cannot accommodate the growing number of officers that need to occupy the room for group meetings including training, Police Computer Forensics With a fast growing workload of computer and electronic evidence, the current Computer Forensics space is noticeably undersized. Since this area was created from former office space with only minor remodeling, there has shown to be significant shortages of electrical power. In addition, the room overheats from the large quantity of electronics running in the space. Although officers still need and value the K-9 room for quartering police dogs in the building, due to lack of storage space it is currently serving as a temporary storage zone, often obstructing access to the cage doors. 55 56 (J; -Y or` i agan Police 1 City Hall C2.mpusFacility ;Dace Needs Analysis Police Office Storage Storage for large items such as signs are currently tucked into corners of officer office space. Access to these are therefore contingent on the ability (and consent) to enter into the room. The current records storage can reduce in size with plans for converting a substantial volume of records into digital format. Trash receptacles and coolers Several trash and recycling bins are stored alongside a stack of coolers in the kitchenette, significantly crowding the room. Council Chambers The area in front of the Council Chambers is narrow and tight. The new layout offers a more generous holding area outside the Chamber doors, including an alcove that is appropriately located to make room for media coverage so as not to block Chamber access, City Hall Reception An oversized and under-utilized reception desk in shadow off to the side has an unwelcoming appeal to visitors as they enter a brightly lit entrance lobby with a 2 -story high ceiling. Waiting area seating is located even deeper into the cavernous reception area, ®Rice Furniture Systems Workstations are dark, tall, and ergonomically outdated. New industry standards offer a healthier work environment, which has lower partition heights and adjustable desks, New colors will also brighten up the interiors, 57 City Hall Storage Digital storage is replacing much of the paper storage that tends to take up a lot of space, but some accommodations are made to provide secured storage for the City Hall and record storage for the Police Department in the new addition. Eagan Historical Society Historical Society items are currently stored in the lower level of the City Hall building and receive no visibility, Historical artifacts have no opportunity to be displayed, and volunteers share limited workspace with maintenance staff often yielding mid -fabrication efforts to facility related equipment storage and clearance requirements. 58 ify of Eagan ('olive 1 "ity Hall C srno,.is Fa iliN 'paicp Mp,-&s Analysisy 59 Accessibility Review The accessibility review identifies conditions in the existing building that require immediate attention and rectification should the building undergo major renovation. depending on the situation, solutions to fulfill federal guidelines and requirements can be costly. Having familiarity with alternative solutions commonly used and finding creative ways to provide equal or improved accessibility features can greatly reduce the burden otherwise incurred by the Owner. Accessibility guidelines do not provide the ideal condition for all disabled persons nor do they apply to every condition in or surrounding a building. However, the goal is to allow unrestrained primary and common access for building residents and visitors such that the facilities can be enjoyed more equitably, Campus Site 60 City of Eagan Police I City fall rumpus N-adli`iy',;pace NewisAnnlysis 5 accessible parking stalls are provided, A minimum of 6 accessible stalls are required. Campus Site South Parking Last Accessible aisles are only 5 feet wide. A minimum width of 8 feet is required. City Hall First Floor Public Entrance Slope ratio greater than 1:20 requires a handrail. The ramp has a slope ratio slightly steeper than 1:20. City Hall First Floor Objects placed adjacent to a door latch are not recommended as they cause obstruction within the accessible door clearance area. City Hall (All levels) Stairwell Handrail extension is 8 to 9 inches from stair nosing at various locations. A minimum of 12 inches is required from the lowest stair nosing, Insufficient handrail heights were found at various locations. Handrails are required to be mounted 34 to 38 inches above the stair nosing. 61 62 City of lagan Police. l City Hall Campus Facility Space Needs Analysis City Hall First Floor Lobby restroorris Toilet seat was measured to be 19 314 inches high to the top of the seat, Toilet seats are required to be installed 17 to 19 inches from finished floor. City Miall First Floor Horizontal grab bar is 37 inches to the top of the bar. A maximum of 36 inches is allowed from finished floor. City Hall (All levels) Furnishings Many violations were found throughout the building where large heavy furniture has been placed at door clearances and cubicle areas. Accessible clearances are required at all paths identified along accessible routes and work areas. City Hall (All levels) Coffee countertops Coffee countertops with sinks require a minimum 36 -inch wide area at the sink with a maximum height of 34 inches. Several countertops were found to be 36 inches high with no areas provided at the lower accessible height. City Hall (All levels) countertops Countertops used for employee workspace or are used for self -servicing require a minimum 36 -inch wide area with a maximum height of 34 inches. Several countertops were found to be 36 inches high with no areas provided at the lower accessible height. Clearance between front of toilet and opposite partition wall was measured at 36 inches, A minimum of 48 inches clear is required. Q wowmft, 63 64 (;iiy of Eagan Police l Ciiy Hall Campus 1 ac;ilii} Space NeEAs Analysis City Hall Second Floor Community Development Accessible countertops at the public service counters are currently between 32 and 34 inches wide. A minimum width of 36 inches is required. Kitchenette The sink countertop is slightly higher than the required 34 inches maximum from finished floor. Sufficient knee clearance is also not provided at the sink. Employee Lounge Kitchenette Pull -side clearance at the kitchen door was measured at 8 inches to face of fridge. This door has both a closer and a latch, so a minimum clearance of 12 inches is required. City Hall Second Floor Payroll Specialist Office The pull side clearance from the Payroll Specialist's Office's door latch is required to be 18 inches. The existing clearance is only 4 inches. am �,-► r;� Staff restrooms Clearance between wall and side of sink counter was measured at 34 inches, A minimum clearance of 60 inches is required, Clearance of 26-112 inches was measured to the bottom of the sink counter. A minimum clearance of 27 inches is required to finished floor, 0� .0 Staff restrooms The vertical grab bar is only 12 inches long, A minimum length of 18 inches is required. 65 66 City of Eacian Police 1 Ciiy hall Campus Facility Ppace weeds Analysis x City Hall Basement WITTEN6fl: Clearance between fixture and wall is 14" from wall or 20" from partition (17" to 19" required from either side to center of fixture) Restrooms Dispenser protrudes beyond the 4 inch maximum allowed. IMk AE�TFif Elevator cab interior is 51 inches deep by 68 inches wide. A minimum 54 inches clear depth is required for this cab, Police Department First Floor ►0 Counter height at public corridor side is 36"AFF (34"H max required) Counter height 35"AFF (34" max required) Pass-through suggests meeting ADA guidelines but perhaps auxiliary counter is sufficient and only reach requirements apply here Countertop height is slightly higher than the 34 inches required above finished floor. Accessible counter width is 32 inches. A minimum width of 36 inches is required. 67 Police Department First Floor Dispatch Pull -side clearance at latched doors requires a minimum clearance of 18 inches, Desks are positioned such that they obstruct this required clearance, Clear floor space in front of the accessible stall is 40 inches wide to the face of the protruding waste bin, A minimum clearance of 42 inches wide is required. Police Department First Fluor Clearances are insufficiently provided along the accessible path and at lockers. 68 City o4 Lagar police I City Mall Campus Facility (,'pace i`eeds Analysis �� Police Department Second Floor Corridor Drinking fountain protrudes too far into the public corridor. A 4 inch maximum protrusion is allowed along an accessible route. Service counter Service counter width is too narrow, A minimum width of 36 inches is required, i 69 70 City of Lagan Police I City Hall Campus Facilisy Space deeds Analysis 71 NO PHOTO 72 City ol Eagan Police t City Hall Campus Facility ipace Needs Analysis Stairway Lighting Stairwell lighting is energized 2417 with fluorescent fixtures. Energy efficiency is not optimized; LED lighting with motion control, for example, would allow fixtures to reduce lighting up to 50% when unattended. Corridor Lighting Lighting in the corridors of the building are very poorly illuminated. The current light fixture results in lighting that creates a "cave" effect with the ceiling plane being dark. Lighting controls (occupancy sensors, etc.) are not provided throughout the facility. The Minnesota Energy Code requires that all commercial buildings be equipped with lighting control to turn off lights when the space is not occupied. Exterior Site Lighting The exterior site lighting is an HID source. Energy efficiency is not optimized. Lighting in the Council Chambers generates a large amount of heat and is energy inefficient, Meeting Room Lighting Several meeting rooms in the building are equipped with MR -16 incandescent lighting as well as fluorescent. Lighting sources are energy inefficient and require high maintenance. 4 4 73 74 laity of Eagan Police i City Mall Campus Facility Space Needs Analysis Computer Forensics The Computer Forensics space was originally a storage room and has limited power in the space, thus inefficiently serving the equipment requirements. The Police Locker Rooms are in dire need of additional power to charge radios, phones, equipment, etc. Lighting in the Police Conference Room is inflexible and the quality of lighting is also not optimized for its users. Vehicle Sally Port Lighting Lighting sources in the Vehicle Sally Port are not optimized for energy efficiency. Police Entry Lobby Lighting Lighting in the high ceiling space in the Police Entry Lobby over the main staircase is very difficult to maintain due to height and are not energy efficient. 75 76 City of Eagan Police / City Hall Cainpir; Facility 'S'pace Bleeds;analysis 77 78 laity of Eagan Police 1 City Hall Campus Facility Space Needs Analysis City Hall Boiler This atmospheric draft hot water boilers in the City Hall building is presently used for standby purposes in the event that the newer boiler installed in 1995 is unavailable, The boiler appears to have been installed when the building was constructed in 1977 or perhaps part of a 1983 renovation project and has exceeded the median service life of similar boilers installed across the country. City Hall Hydronic Heat Pumps Two 5 HP hydronic heating pumps in the City Hall lower level boiler room circulate hot water to air handlers, VAV terminal unit duct coils, unit heaters and baseboard fin tube radiation. Note that the original motor has been replaced for the pump in the foreground, Police Building Boiler Two 2000 MBH standard efficiency forced combustion boilers serve the Police Building. The boilers were installed in 1995 when the Police Building was constructed, Police Building Hydronic Heating Pumps; Two 10 HP hydronic heating pumps in the Police Building boiler room circulate hot water to air handlers, VAV terminal duct coils, unit heaters and baseboard fin tube radiation. Note that the original motor has been replaced for the pump in the foreground, 79 80 Citi? of Fagan Police / City Hall Campers Facility Space Needs Analysis City Hall Air Handler AHU-1 AHU-1 serves portions of the first and second floors of the City Hall building, This newer air handler has electronic controls for dampers and valves. The air handler appears to have been installed in 1995 as part of a major renovation project. City Hail Air Handler AHU-2 AHU-2 serves the City Hall first floor interior space, The air handler appears to date from the original 1977 building construction and has exceeded the median service life of similar units installed across the country, AHU-2 has the old style pneumatic controls for dampers and valves. The unit should be considered as a strong candidate for replacement, City Hall Air Handler AHU-3 AHU-3 serves the City Hall lower level and appears to date from the original 1977 building construction and has exceeded the median service life of similar units installed across the country, AHU-2 has the old style pneumatic controls for dampers and valves. The air handler should be considered as a strong candidate for replacement. City Hall Air Handier AHU-4 AHU-4 serves the council chambers and other portions of the first floor entry area, This newer air handler has electronic controls for dampers and valves, City Hall Air Handler AHUm6 AHU-5 serves the City Hall east entrance area and second floor Eagan Community Room. The air handler appears to date from the original 1977 building construction and has exceeded the median service life of similar units installed across the country. The unit should be considered as a strong candidate for replacement. City Hall Air Handler AHU-6 AHU-6 serves the City Hall second floor interior office area and appears to date from the original 1977 building construction The unit has exceeded the median service life of similar air handlers installed across the country, AHU-6 has the old style pneumatic controls for dampers and valves, The air handler should be considered as a strong candidate for replacement, 82 l.ity of bagan Police 1 City Hall Campus; Facility Space Deeds Analysis Police Building Air Handier AHU-7 AHU-7 serves the majority of the Police Building and was installed in 1995 when the facility was constructed, This newer air handler has electronic controls for dampers and valves. AHU-8 serves the detention cell area and was installed in 1995 when the facility was constructed. This newer air handler also has electronic controls for dampers and valves, Police Building Data Roo Cooling Two data room cooling units were originally installed to serve critical infrastructure emergency communications functions in the Police Building, At the time of our site visit in September 2014 one of the two units was not in service, The other unit serves the old squad room area and portions of the lower level. The data room units are not very well matched to the present facility uses, A smaller data room cooling unit serves the radio electronics room, 83 84 City of Eagan Police i City Flail Campus Facility ;:;pace Neads Analysis City Hall Condensing Unit Cil -1 Air handlers in the City Hall building all have direct expansion refrigeration coils for space cooling. These cooling coils are piped to air cooled condensing units located on the building roof. Many of the air cooled condensing units were replaced in 2014 after they suffered major damage from a hail storm. The indoor air handler refrigeration coils were also replaced as part of the same project to accommodate the new refrigerants used today. The replacement condensing units were not fitted with hail guards, however. For the Police Building, air handler AHU- 7 is served by a large roof mounted air cooled condensing unit, A smaller fluid cooler serves the data room cooling units. A much smaller condensing unit serves air handler AHU-8, � �.1,•` .III f:��: -! d'Y�( rH Jt � � ry 84 City of Eagan Police i City Flail Campus Facility ;:;pace Neads Analysis City Hall Condensing Unit Cil -1 Air handlers in the City Hall building all have direct expansion refrigeration coils for space cooling. These cooling coils are piped to air cooled condensing units located on the building roof. Many of the air cooled condensing units were replaced in 2014 after they suffered major damage from a hail storm. The indoor air handler refrigeration coils were also replaced as part of the same project to accommodate the new refrigerants used today. The replacement condensing units were not fitted with hail guards, however. For the Police Building, air handler AHU- 7 is served by a large roof mounted air cooled condensing unit, A smaller fluid cooler serves the data room cooling units. A much smaller condensing unit serves air handler AHU-8, Police Building Exhaust Fans The Police Building has many roof mounted exhaust fans to serve the locker rooms, evidence lab areas, restrooms, etc. Police Building Garage Area Exhaust Fans Exhaust fans are also provided for the K-9, garage and detention cell areas. EXHAUST SY'ST'EMS ,` Y 85 86 Cit; or ` agan Police I City hall Campus F-adity Space Ne is Analysis City Ball Pneumatic Control System The City Hall building was constructed with a pneumatic control system for heating, ventilation and air conditioning functions. Pneumatic control systems are no longer used in new building construction since the industry converted to electronic controls in the 1990s. Pneumatic systems require much more calibration and maintenance attention than the newer electronic controls. The interior portions of first and second floors of City Hall still have pneumatic controls. Pneumatic and Electronic Thermostats An electronic temperature control system was installed in 1995 as part of the City Hall renovation and new Police Building construction project. Electronic Thermostat with User Adjustability The electronic thermostats in the Police Building and much of the City Hall have a two degree room occupant adjustability range, T y` u 'g 86 Cit; or ` agan Police I City hall Campus F-adity Space Ne is Analysis City Ball Pneumatic Control System The City Hall building was constructed with a pneumatic control system for heating, ventilation and air conditioning functions. Pneumatic control systems are no longer used in new building construction since the industry converted to electronic controls in the 1990s. Pneumatic systems require much more calibration and maintenance attention than the newer electronic controls. The interior portions of first and second floors of City Hall still have pneumatic controls. Pneumatic and Electronic Thermostats An electronic temperature control system was installed in 1995 as part of the City Hall renovation and new Police Building construction project. Electronic Thermostat with User Adjustability The electronic thermostats in the Police Building and much of the City Hall have a two degree room occupant adjustability range, Building Automation System User Interface The 1995 electronic temperature control system represents the first generation of building automation systems, This control system has exceeded the median service life of similar systems installed across the country, Facility operations staff cannot access the system remotely and must make many manual adjustments to address calibration and reliability issues. Although the system was state-of-the- art in 1995 it has very limited capability compared to today's systems and is a strong candidate for replacement, City Fall 2nd Floor Lunch Room Space temperature control in the second floor staff lunchroom is challenging due to the large south and west facing glass exposure. Temperature control in the second floor Conference Room 2A is also difficult due to the old style pneumatic controls serving the area, The Eagan Community Room on the second floor is often too cool for good comfort during the air conditioning season. The Police Fitness Room in the lower level of the Police Building is served by only one diffuser. The heating, ventilation and air conditioning system serving this space was not designed for the present occupancy. WACO WR 87 88 City of Eagan Police I City !-fall Campus Facility Spa" MPPH.s Analysis Ceiling Diffuser A larger open office area in the northwest corner of the Police Building first floor was converted into three smaller individual office spaces. A portion of this area is presently used for computer forensics. The three offices share just one thermostat, making temperature control a major challenge. Electric Space Neater To overcome some of the temperature control challenges, portable space heaters have found their way to various areas of the building. The locker rooms are served by just one variable air volume terminal unit for ventilation air supply. The present exhaust system serves only the changing room bench areas and not the lockers themselves resulting in inadequate odor removal. Police SWAT Room The Police SWAT Room is also not well ventilated. This space has lockers as well as equipment storage areas. TEMPERATURE; A,ND VENTLLA7IQN ISSUES' 89 90 (: 91 92 City w Eagan Police I City, Hall Campus Space Mesds Armlyiis Based on past projects done by CNH Architects and Engineering Design Initiative (EDI) where excess winter heat from municipal ice arenas was used to significantly reduce other campus heating needs, this option was reviewed as part of the PD/City Hall Campus study, The Eagan City Hall and Police buildings are located directly north of the Eagan Civic Arena. In the ice making process, heat energy is taken form the ice and rejected to the atmosphere outside the arena. As part of the City Hall/Police facility space needs analysis, EDI identified an opportunity for capturing a portion of this heat energy during winter months to help heat the nearby City Hall/Police building. Significant modifications would be required at the Civic Arena to capture the heat energy and pipe it to the City Hall/Police Building. Major changes to the existing heating system in the City Hall/Police Building would also be required to utilize the captured heat energy in existing portions of the facility. New mechanical equipment would be needed to use the captured energy for the proposed building additions. Piping would need to be laid between the Civic Arena and the City Hall/Police Building to move the heat energy from one building to the other. The heat energy recovery opportunity would be much more feasible for a newly constructed facility than the proposed building renovation and addition project. Heating equipment in the new facility could be specifically designed to operate with the relatively low temperature heat available from the Civic Arena rather than replacing the existing heating equipment originally designed to operate at higher temperatures. In conclusion, while there would be energy usage reductions in implementing this approach, the cost for replacement of existing systems along with the addition of the fluid piping connecting the buildings would not likely provide a financial payback at current energy rates. 93 Architect CNH Architects 7300 W. 147th Street, Suite 504 Apple Valley, Minnesota 55124 (952) 431-4433 www.cnharch.com Mechanical & Electrical Engineers Engineering Design Initiative, Ltd. (EDI) 1112 5th Street North Minneapolis, Minnesota 55411 (612) 343-5965 Fax; (612)343-5982 www,edilimited.com Cost Consultant Professional Project Managment (PPM) 1858 East Shore Drive Maplewood, MN 55109 (612) 919-4000 Fax; (651) 776-5590 94 City of Eagan Police I City Hall Campus Facility apace deeds Analysis ol Aft City a an QUINN HUTSON, AIA PRINCIPAL ARCHITECT CNH ARCHITECTS 7300 WEST 147TH STREET SUITE 504 APPLE VALLEY, MN 55124 (952)431-4433 www.cnharch.com 5/20/2015 14010 15030 STUDY SUPPLEMENT=INTRODUCf10N This supplement updates the Facility Space Needs Analysis for the City of Eagan Police I City Hall Campus based on a City desire to provide options to reduce the overall project budget. CNH Architects gathered with the leadership group from City Staff and discussed possible scenarios to gain overall project efficiencies, assigning possible cost savings associated with each. We then discussed long-term impacts of each option to determine if a core goal identified in the analysis was being impacted. With this input, CNH Architects revised the schematic design plans with anew option and calculated the reduced the project budget for this option as described in this Supplement. The following pages show the revisions based on this new option. The original Facility Space Needs Analysis information remains current except as revised within this study supplement. 2 "'Ry of Eagan Police / City Hall Campus facility Space feeds Analysis STUDY SUPPLEMENT SPACE NEEDS PROGRAM Revised Program As a result of the additional discussion and study, it was determined that there would be a significant efficiency to relocate the Police Department's Tactical Team operations to the Fire Station #3 facility and reduce the new police garage addition accordingly. Within the planned Fire Department consolidation, Fire Station #3 would no longer be used by the Eagan Fire Department. Since this site is operated as a long- term leased property it is not available for sale by the City and as such is a good candidate for the Tactical Team operations. Fire Station #3 is an undersized facility for the Fire Department apparatus, but with the two shorter bays it would be appropriately sized to house the SWAT Vehicle and the Police Trailer within the bays. The remaining support space would then be used for the SWAT equipment storage and for the Tactical Team meeting and support room. Upon review of the use, it was determined that only modest security upgrades would be required to make this facility fit the needs of the Tactical Team and SWAT equipment. The result of locating these operations at Fire Station #3 revises the space needs program eliminating this square footage from the previously programmed Police Department garage expansion garage. The table below shows the revised Police Space Summary with a reduction of 2,600 square feet in the Enclosed Vehicle Garage Addition category down to a new total of 14,300 square feet. This resulted in the Total Proposed Police Space at the bottom being reduced by the same amount with a new total of 17,785 square feet.. POLICE SPACE SUMMARY First Floor Addition Remodel Enclosed Vehicle Garage -35 squad stalls 14,300 SF Front Lobby / Sally Port - Increase Security 210 SF Renovate Evidence Intake Lab and Evidence Storage 360 SF Renovate Men's and Women's Locker Rooms 2,200 SF Relocate Tactical Team Room / Renovate Garage #7 335 SF Enlarge Computer Forensics Office Area 80 SF Reduce Number of Holding Cells to Increase Storage 400 SF Sub -Total First Floor 14,300 SF 3,585 SF Second Floor Addition Remodel Police Office Expansion 3,485 SF Add Investigations Meeting Room 380 SF Renovate Records Storage Area 170 SF Enlarge Existing Conference Room 1,000 SF Add 2 Administrative Offices at existing Break Room 400 SF Sub -Total Second Floor Total Proposed Police Space 3,485 SF 17,785 SF 1,950 SF 5,535 SF ftl 3 O O C Y 0 re's Schematic Design Revisions The relocating of the SWAT and Tactical Team functions and equipment from the PD I City Hall Campus resulted in the reduction of the main floor garage footprint. This change in size provides for a more efficient vehicle circulation pattern inside and outside of the garage itself and provides for the abilty to maintain 16 parking stalls outside the garage along the north side of the site as shown below in the enlarged site plan. The police vehicle circulation is also improved with both the exit and entrance to the Police Garage on the north side of the addition leading to the existing street access. On the following pages, the floor plans of the proposed Police Garage Addition shows the deletion of 2 rows of parking across the entire north end of the enclosed garage. This plan changes removes the SWAT vehicle and Police trailer from the garage as well as results in two less squad car parking stalls within the garage, The simplified vehicle circulation within the garage also results in a higher efficiency of space use as measured by gross square foot of addition per squad car stall. Wescott Road O C7 (n --� -- b r ---=------- m (D `° -- ---- — - _ --- -- — i;�� !,(----Property Line= _ o Parking Setback 201- Or' o i Note: Proposed Garage Expansion removes 39 existing Police i & 1 Cit �I y �` C Hall surface parking stalls i "�� � Building SetbacH I j L I Exit Enter 1 9 I I Police Garaget - --- - -- 'I Additions # ; - I� 135 Stalls ' U) tt rr 2nd Floor CLI Yjddition Existing City Hall L -r S N e ii: JJ n'I Q m ;t FT P 4 t ' 4 ? '-• - Enlarged Site Plan - Revised Northwest Corner of Site 4 City ul Eagan Police I City Hall Canipus radlii.y Brace Weds analysis WESCOTT R O A D �.J vj 1 1 1' i l i I I u *CIVIC CENTER D R I V 0 30 0 so 120 Site Data: Total Site Area within Property Lines = 271,471 SF Impervious Area = 157,315 SF Impervious Area Percentage = 157,315 SF / 271,471 SF = 58% Pervious (Green Space) = 100% - 58% = 42% Building Coverage = 47,103 SF Building Coverage Percentage = 47,103 SF / 271,471 SF = 17% "Note: Property Lines on South and East were approximated using a Parking Setback of 20'. North and West Property Lines were derived from 1994 drawings, POLICE GRAPHIC I CALE In FEET it k a Previous Overall First Floor Plan EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ADDITION ADDITION 6 City of Eagan Police I City Hill Campus Fa,.flity apace Needs Analysis A 0 GRAPHIC SCALE in FEET 16 32 48 64 EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ADDITION ADDITION c 130'- 4" GRAPHIC SCALE in FEET " 8 16 24 32 EXISTING EXISTING POLICE CITY HALL POLICE RENOVATION r (a POLICE ADDITION 8 City o'r l aya 1 Police / i;idy Hall Campu_= Faciliiu Space (deeds .Analysis dT The reduction in the size of the proposed Police Garage results in a cost savings of approximately $650,000 from the addition to the PD / City Hall campus. There is an estimated $60,000 added cost to upgrade the security of Fire Station #3 including replacing overhead doors to units without windows, adding audio visual cameras and security system, as well as a few other minor upgrades. The net result is a projected cost savings of $590,000 for this overall project in current construction costs. These estimates were prepared where possible by unit cost take -offs or, where Schematic Design level information required,by square footage allowances. The estimates represent pricing as of November 2014, as prepared by Professional Project Management (PPM). When a specific construction timeline is determined the cost estimates should be updated to represent the pricing anticipated at that time. The numbers below highlight the costs related to proposed changes shown in the Schematic Design plans, and include general conditions, contractor overhead and profit, as well as an estimate for anticipated Owner soft cost such as A/E fees, attorney fees, moving costs, IT costs, and construction contingency. Building Addition A First Floor Police Garage Addition Al Security Upgrades to Fire Station #3 Second Floor Police City Hall B Addition Existing Campus Facility Lower Level Police/ City Hall C Renovation & Overall Buildin D IFirst Floor Police Renovation E (Second Floor Police Renovation G Second Floor City Hall Renovation Exterior Site H Police Parking Lot Expansion Systems Furniture at 1st and 2nd J Floor City Hall Renovation Systems Furniture at 2nd Floor Police K /City Hall Expansion Moving of Communications L Equipment Sub -total Total Estimated Cost (Revisec Cost Reduction from Origin, PROPOSED PROJECT Renovation Area Expansion Area $3,961,000 $60,000 $2,581,000 $27,000 $312,000 $205,000 $112,000 $109,000 $535,000 $150,000 $11,000 $1,352,000 $6,711,000 $8,063,000 l $590,000 ftl 9 Architect CNH Architects 7300 W. 147th Street, Suite 504 Apple Valley, Minnesota 55124 (952) 431-4433 www.cnharch.com Mechanical & Electrical Engineers eers Engineering Design Initiative, Ltd. (EDI) 1112 5th Street North Minneapolis, Minnesota 55411 (612) 343-5965 Fax: (612)343-5982 www.edilimited.com Cost Consultant Professional Project Managment (PPM) 1858 East Shore Drive Maplewood, MN 55109 (612) 919-4000 Fax: (651) 776-5590 10 Uy )I Eagan ryelia> l City Hall Cangw�; FajNy `pace Ne, -As Analysis Agenda Information Memo February 21, 2017, Eagan City Council Meeting CONSENT AGENDA R. Withdrawal of Planned Development Amendment and Preliminary Subdivision — PLC, LLC Action To Be Considered: To acknowledge the withdrawal of the Planned Development Amendment and Preliminary Subdivision for the development of a four-story hotel located at 2900 Lone Oak Parkway, legally described as Lot 1, Block 1, Blue Ridge Third Addition. Required Vote For Approval: Majority of Council Members Present Facts: ➢ At their October 18, 2016 regular meeting, the City Council continued this item to the December 6, 2016 Council meeting. ➢ The City Council discussed a number of concerns with the amendment as presented. On November 14, 2016, the applicant further requested their application be tabled to the February 21, 2017 City Council meeting. ➢ The applicant formally withdrew their application on February 14, 2017. Attachments: (2) CR -1 Location Map CR -2 Withdrawal email P O 1 ro— Ifz _ m ,Q C NO u Q G1 o N W Ir, N Q P ®9-R13 1 C ■ Fe Cy C C E2 a C Q. O N N J� G N N C O �oD ♦� N� O� w V ll1 ate. y 4' m m o m o a N O a a m a U r -� Z V d d Z 0 i N `° o O m 0 FTTI IV `JNIs ONO GRVAV z p g � ao � N TO N O 7 N3 �O I al HU 44 Cs a �n a as p GLUE OE ` jJ �' p 6 it a S 3 o / I S = o ati 7G nL From: Gonsior, Ted To: Sarah Thomas Subject: Application Withdrawal Notification - 2900 Lone Oak Parkway (Blue Ridge 3rd Addition) Date: Thursday, February 16, 2017 12:32:01 PM Hi Sarah — Thanks for your time. On behalf of PLC, LLC., this email is intended to provide formal notification of withdrawal of the application for the above referenced property. We appreciate the work and support provided by you and all of the City of Eagan's staff members, the Planning and Council Members, and Mayor Maguire. We look forward to future opportunities to work with you. At your earliest convenience, please send a refund for any remaining escrow balance. Please let me know if you have any questions or need any additional information or documentation. Thanks again, aTTOXCTOM 1=9 Senior Vice President Dir +1 952-897-77441 Mab +1 651-283-2553 Fax +1 952-842-7744 ted.gonsior .colliers.com I www.welshco.com 1 Vcard I X -Team Web Welsh Companies & Colliers International I Minneapolis - St. Paul 4350 Baker Road I Suite 400 Minnetonka, MN 55343 1 United States www.colliers.com >: TFAM Agenda Information Memo February 21, 2017 Eagan City Council Meeting OLD BUSINESS A. Receive bids and approve resolution awarding the sale of $2,350,000 General Obligation State -Aid Street Refunding Bonds, Series 2017A. Action To Be Considered: ➢ To approve the resolution awarding the sale of $2,350,000 General Obligation Capital Improvement Bonds, Series 2017A; and ➢ To engage Springsted Incorporated to perform future continuing disclosure reporting and arbitrage rebate calculation requirements for the bonds. Facts: ➢ At its January 17 regular meeting, the City Council authorized the issuance of advance crossover refunding bonds to refinance the General Obligation State -Aid Street Bonds, Series 2008A, issued in connection with the construction of the $4 million Northwood Parkway overpass over 1-35E. ➢ The bonds will be sold by competitive bid on the date of the Council meeting. Bids are due February 21 at 10:00 a.m. ➢ Credit ratings were requested from Moody's and Standard & Poor's. Both agencies have affirmed their Triple -A ratings for all of the City's debt; however, final ratings reports were not issued in time for inclusion in the packet. They will be forwarded to the Council when available. ➢ Sale recommendations were previously made available to the Council. ➢ The City's bond counsel, Steve Rosholt of Kutak Rock, has reviewed all of the related documents for propriety. ➢ Dave McGillivray from Springsted Incorporated will present the results of the sale. Attachments: (1) ➢ OBA-1 Resolution Extract of Minutes of Meeting of the City Council of the City of Eagan Dakota County, Minnesota Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Eagan, Minnesota, was duly held at the City Hall in the City, on Tuesday, February 21, 2017, at 6:30 o'clock P.M. The following members were present: and the following were absent: The Mayor announced that the meeting was convened for the purpose of considering proposals for the purchase of $2,350,000 General Obligation State -Aid Street Refunding Bonds, Series 2017A. The City Administrator then presented the proposals received prior to 10:00 o'clock A.M. pursuant to the Terms of Proposal for the General Obligation State -Aid Street Refunding Bonds, Series 2017A. These were examined and found to be as follows: Name of Bidder Interest Rates Purchase Price Attached Member introduced the following written resolution and moved its adoption: 4845-4677-1008.2 RESOLUTION NO. RESOLUTION AWARDING SALE OF $2,350,000 GENERAL OBLIGATION STATE -AID STREET REFUNDING BONDS, SERIES 2017A, FIXING THE FORM AND SPECIFICATIONS THEREOF, PROVIDING FOR THEIR EXECUTION AND DELIVERY, AND PROVIDING FOR THEIR PAYMENT BE IT RESOLVED by the City Council of the City of Eagan, Minnesota, as follows: 1. The proposal of (the "Purchaser") to purchase the $2,350,000 General Obligation State -Aid Street Refunding Bonds, Series 2017A of the City is hereby found and determined to be the best proposal received pursuant to the Terms of Proposal, and shall be and is hereby accepted, said offer being to purchase Bonds bearing interest according to year of maturity as follows: Maturity (April 1) Interest Rate Maturity (April l) Interest Rate 2019 2019 % 2025 % 2020 2026 2021 2027 2022 2028 2023 2029 2024 at a price of plus accrued interest. 2. To provide refund the City's outstanding General Obligation State -Aid Street Bonds, Series 2008A maturing on or after April 1, 2019 (the "Refunded Bonds"), which were originally issued to finance the street improvement projects financed by the Refunded Bonds (the "2008A Improvements"), the City hereby determines that it is necessary and expedient to issue pursuant to Minnesota Statutes, Section 162.18 and Chapter 475, its negotiable General Obligation State -Aid Street Refunding Bonds, Series 2017A (the "Bonds") in the aggregate principal amount of $2,350,000, dated the date of delivery. In accordance with Minnesota Statutes, Section 475.67, the City will apply the proceeds of the Bonds hereinafter described and other available funds to the redemption of the Refunded Bonds as provided in the form of Escrow Agreement (the "Escrow Agreement"), between the City and U.S. Bank National Association, as Escrow Agent. The Bonds shall bear interest at the rates above set forth, computed on the basis of a 360 -day year of twelve 30 -day months, payable October 1, 2017, and semiannually thereafter on April 1 and October 1 in each year, and shall mature serially on April 1 in the years and amounts as follows: Year Amount I Yea—r—J Amount 2019 $240,000 1 2025 1 $210,000 4845-4677-1008.2 2020 230,000 2026 205,000 2021 225,000 2027 200,000 2022 225,000 2028 190,000 2023 220,000 2029 190,000 2024 215,000 All Bonds maturing on or after April 1, 2027, are subject to redemption and prior payment in whole or in part in such order as the City may determine and by lot within a maturity at the option of the City on April 1, 2026, and any date thereafter at par and accrued interest. In the event of redemption by lot of Bonds of like maturity, the Bond Registrar shall assign to each Bond of such maturity then outstanding a distinctive number for each $5,000 of the principal amount of such Bonds and shall select by lot in the manner it determines the order of numbers, at $5,000 for each number, for all outstanding Bonds of like maturity. The order of selection of Bonds to be redeemed shall be the Bonds to which were assigned numbers so selected, but only so much of the principal amount of each Bond of a denomination of more than $5,000 shall be redeemed as shall equal $5,000 for each number assigned to it and so selected. The Bonds shall be numbered R-1 upwards in order of issuance or in such other order as the Registrar may determine and shall be in the denomination of $5,000 each or any integral multiple thereof not exceeding the amount maturing in any year. 3. The Bonds, the Registrar's Authentication Certificate and the form of assignment shall be in substantially the following form: 2 4845-4677-1008.2 UNITED STATES OF AMERICA STATE OF MINNESOTA COUNTY OF DAKOTA CITY OF EAGAN lm GENERAL OBLIGATION STATE -AID STREET AND REFUNDING BOND, SERIES 2017A Interest Rate Maturity Date of Original Issue CUSIP April 1, , 2017 Registered Owner: Cede & Co. Principal Amount: The City of Eagan, Dakota County, Minnesota, for value received, hereby promises to pay to the Registered Owner specified above, or registered assigns, the Principal Amount specified above on the maturity date specified above, upon the presentation and surrender hereof, and to pay to the Registered Owner hereof interest on such Principal Amount at the Interest Rate specified above from , 2017, or the most recent interest payment date to which interest has been paid or duly provided for as specified below, on April 1 and October 1 of each year, commencing October 1, 2017, until said principal amount is paid. Principal is payable in lawful money of the United States of America at the office of U.S. Bank National Association in St. Paul, Minnesota, as Bond Registrar or of its successor as Bond Registrar designated by the City upon 60 days' notice to the registered owners at their registered addresses. Interest shall be paid on each April 1 and. October 1 interest payment date by check or draft mailed to the person in whose naive this Bond is registered at the close of business on the 15th day of the month preceding each interest payment date (whether or not a business day) at said person's address set forth on the registration books maintained by the Bond Registrar. Any such interest not punctually paid or provided for will cease to be payable to the owner of record as of such regular record dates and such defaulted interest may be paid to the person in whose name this Bond shall be registered at the close of business on a special record date for the payment of such defaulted interest established by the Bond Registrar. The Bonds of this series maturing on or after April 1, 2027, are subject to redemption at the option of the City, in whole or in part in such order as the City may determine and by lot within a maturity, on April 1, 2026, and any date thereafter at par and accrued interest. Thirty days' notice of prior redemption will be given by mail to the bank where the Bonds are payable and to the registered owners in the manner provided by Chapter 475, Minnesota Statutes. Any defect in mailing notice of redemption shall not affect the validity of the proceedings for redemption. Any Bond called for redemption, and for the payment of which moneys are set aside by the City on the redemption date, shall not bear interest after the redemption date, regardless of any delay in its presentation. During such time as this Bond is registered in the name of Cede & Co., as nominee of The Depository Trust Company ("DTC"), the method of payment, notice of redemption and 4845-4677-1008.2 certain other matters are subject to the terms of a Blanket Letter of Representations executed by the City and DTC prior to the date of issuance of the Bonds as such Blanket Letter of Representations may be amended from time to time. This Bond is one of an issue of Bonds in the aggregate principal amount of $2,350,000, all of like date and tenor except as to maturity, interest rate and redemption privilege, issued pursuant to and in full conformity with the Constitution and Laws of the State of Minnesota, including Section and Section 475.67, Minnesota Statutes, for the purpose of refunding certain outstanding bonds identified in the Resolution described below; and this Bond is payable primarily from state -aid allotments from the City's account in the state aid street fund administered by the Minnesota Department of Transportation, but this Bond constitutes a general obligation of the City and to provide moneys for the prompt and full payment of said principal and interest as the same become due the full faith and credit of the City is hereby irrevocably pledged, and the City will levy additional ad valorem taxes on all taxable property in the City, if required for such purpose, without limitation as to rate or amount. This Bond is transferable, as provided by the Resolution of the City Council authorizing the issuance of the Bonds of this series adopted February 21, 2017 (the "Resolution") only upon books of the City kept at the office of the Bond Registrar by the Registered Owner hereof in person or by the Registered Owner's duly authorized attorney, upon surrender of this Bond for transfer at the office of the Bond Registrar, duly endorsed by, or accompanied by a written instrument of transfer in form satisfactory to the Bond Registrar duly executed by, the Registered Owner hereof or the Registered Owner's duly authorized attorney, and, upon payment of any tax, fee or other governmental charge required to be paid with respect to such transfer, one or more fully registered Bonds of the series of the same principal amount, maturity and interest rate will be issued to the designated transferee or transferees. The Registered Owner of this Bond may be treated as the absolute owner hereof for all purposes. The Bonds of this series are issuable only as fully registered bonds without coupons in denominations of $5,000 or any integral multiple thereof not exceeding the principal amount maturing in any one year. As provided in the Resolution and subject to certain limitations therein set forth, the Bonds of this series are exchangeable for a like aggregate principal amount of Bonds of this series of a different authorized denomination, as requested by the Registered Owner or the owner's duly authorized attorney upon surrender thereof to the Bond Registrar. IT IS HEREBY CERTIFIED AND RECITED that all acts, conditions and things required by the Constitution and laws of the State of Minnesota to be done, to happen and to be performed precedent to and in the issuance of this Bond have been done, have happened and have been performed in regular and due form, time and manner as required by law and that this Bond, together with all other indebtedness of the City outstanding on the date of its issuance, does not exceed any constitutional or statutory limitation of indebtedness. This Bond shall not be valid or become obligatory for any purpose until the Certificate of Authentication and Registration hereon shall have been signed by the Bond Registrar. 11 4845-4677-1008.2 IN WITNESS WHEREOF, the City of Eagan, Minnesota, by its City Council, has caused this Bond to be executed in its behalf by the facsimile signature of the Mayor and by the facsimile signature of the City Clerk, all as of the Date of Original Issue specified above. (Facsimile Signature)c Mayor (Facsimile Signature) City Clerk BOND REGISTRAR'S CERTIFICATE OF AUTHENTICATION AND REGISTRATION This is one of the Bonds described in the within mentioned Resolution and this Bond has been registered as to principal and interest in the naive of the Registered Owner identified above on the registration books of the City of Eagan, Minnesota. Dated: U.S. BANK NATIONAL ASSOCIATION Bond Registrar as 4845-4677-1008.2 Authorized Signature ASSIGNMENT FOR VALUE RECEIVED, the undersigned hereby sells, assigns and transfers unto (Please Print or Typewrite Name and Address of Transferee) the within Bond and all rights thereunder, and hereby irrevocably constitutes and appoints attorney to transfer the within Bond on the books kept for registration thereof, with full power of substitution in the premises. Dated: Please Insert Social Security Number or Other Identifying Number of Assignee Signature Guaranteed: Signatures must be guaranteed by a national bank or trust company or by a brokerage firm having membership in one of the major stock exchanges. Notice: The signature to this assignment must correspond with the name as it appears on the face of this Bond in every particular, without alteration or any change whatever 4. The Bonds shall be payable upon presentation at the office of U.S. Bank National Association in St. Paul Minnesota, as Registrar and Paying Agent, or at the offices of such other successor agents as the City may hereafter designate upon 60 days' mailed notice to the registered owners at their registered addresses. Interest shall be paid by check or draft of the Registrar mailed to the registered owners at their addresses shown on the registration books on each interest payment date unless other arrangements satisfactory to the Bond Registrar the City and the registered owners of Bonds are made. The City shall deposit funds with the Bond Registrar at the time and in the manner necessary to provide for the full and prompt payment of such principal and interest. 5. The Bonds shall be prepared in typewritten or printed form under the direction of the Finance Director and when so prepared shall be executed on behalf of the City by the facsimile signature of the Mayor and by the facsimile signature of the City Cleric. The Bonds shall not be valid for any purpose until authenticated by the Bond Registrar. The Bond Registrar is authorized and directed to register the Bonds initially issued hereunder in such names as the purchaser may direct. The Bonds initially issued hereunder shall be registered as of the date of delivery, and all Bonds issued in exchange therefor shall be registered as of such date, or, if issued after the first payment date, as of the most recent interest payment date on which interest was paid or duly provided for. When the Bonds shall have been so prepared and executed, they shall be delivered by the Finance Director in exchange for the purchase price and upon receipt of the signed legal opinion of Kutak Rock LLP, as Bond Counsel, and the purchaser shall not be required to see to the proper application of the proceeds. 6. (a) For purposes of this paragraph 6, the following terms shall have the following meanings: 6 4845-4677-1008.2 "Beneficial Owner" shall mean, whenever used with respect to a Bond, the person recorded as the beneficial owner of such Bond by a Participant on the records of such Participant, or such person's subrogee. "Cede & Co." shall mean Cede & Co., the nominee of DTC, and any successor nominee of DTC with respect to the Bonds. "DTC" shall mean Depository Trust Company, New York, New York. "Participants" shall mean those broker-dealers, banks and other financial institutions for which DTC holds Bonds as securities depository. "Representation Letter" shall mean the Blank Letter of Representations from the City to DTC, with respect to obligations issued from time to time by the City, substantially in the form on file in the office of City Cleric. (b) The Bonds shall be initially issued as separate authenticated fully registered bonds, and one Bond shall be issued in the principal amount of each stated maturity of the Bonds. Upon initial issuance, the ownership of such Bonds shall be registered in the bond register of the City kept by the Registrar in the name of Cede & Co., as nominee of DTC. The Registrar and the City may treat DTC (or its nominee) as the sole and exclusive owner of the Bonds registered in its name for the purposes of payment of the principal of or interest on the Bonds, selecting the Bonds or portions thereof to be redeemed, giving any notice permitted or required to be given to registered owners of Bonds under this Resolution, registering the transfer of Bonds, and for all other purposes whatsoever; and neither the Registrar nor the City shall be affected by any notice to the contrary. Neither the Registrar nor the City shall have any responsibility or obligation to any Participant, any person claiming a beneficial ownership interest in the Bonds under or through DTC or any Participant, or any other person which is not shown on the registration books of the Registrar as being a registered owner of any Bonds, with respect to the accuracy of any records maintained by DTC or any Participant, with respect to the payment by DTC or any Participant of any amount with respect to the principal of or interest on the Bonds, with respect to any notice which is permitted or required to be given to owners of Bonds under this Resolution, with respect to the selection by DTC or any Participant of any person to receive payment in the event of a partial redemption of the Bonds, or with respect to any consent given or other action taken by DTC as registered owner of the Bonds. The Registrar shall pay all principal of and interest on the Bonds only to Cede & Co. in accordance with the Representation Letter, and all such payments shall be valid and effective to fully satisfy and discharge the City's obligations with respect to the principal of and interest on the Bonds to the extent of the sum or sums so paid. No person other than DTC shall receive an authenticated Bond for each separate stated maturity evidencing the obligation of the City to make payments of principal and interest. Upon delivery by DTC to the Registrar of written notice to the effect that DTC has determined to substitute a new nominee in place of Cede & Co., the Bonds will be transferable to such new nominee in accordance with subparagraph (f) hereof. (c) In the event the City determines that it is in the best interest of the Beneficial Owners that they be able to obtain Bond certificates, the City may notify DTC and the Registrar, whereupon DTC shall notify the Participants, of the availability through DTC of Bond 7 4845-4677-1008.2 certificates. In such event, the Bonds will be transferable in accordance with subparagraph (f) hereof. DTC may determine to discontinue providing its services with respect to the Bonds at any time by giving notice to the City and the Registrar and discharging its responsibilities with respect thereto under applicable law. In such event the Bonds will be transferable in accordance with subparagraph (f) hereof. (d) Notwithstanding any other provision of this Resolution apparently to the contrary, so long as any Bond is registered in the name of Cede & Co., as nominee of DTC, all payments with respect to the principal of and interest on such Bond and all notices with respect to such Bond shall be made and given, respectively, to DTC as provided in the Representation Letter. (e) The Representation Letter to DTC is hereby confirmed and expressly made applicable to the Bonds. The Representation Letter sets forth certain matters with respect to, among other things, notices, consents and approvals by registered owners of the Bonds and Beneficial Owners and payments on the Bonds. The Registrar shall have the same rights with respect to its actions thereunder as it has with respect to its actions under this Resolution. (f) In the event that any transfer or exchange of Bonds is permitted under subparagraph (b) or (c) hereof, such transfer or exchange shall be accomplished upon receipt by the Registrar from the registered owners thereof of the Bonds to be transferred or exchanged and appropriate instruments of transfer to the permitted transferee in accordance with the provisions of paragraph 7 hereof. 7. As long as any of the Bonds issued hereunder shall remain outstanding, the City shall maintain and keep at the office of the Bond Registrar an office or agency for the payment of the principal of and interest on such Bonds, as in this Resolution provided, and for the registration and transfer of such Bonds, and shall also keep at said office of the Bond Registrar books for such registration and transfer. Upon surrender for transfer of any Bond at the office of the Bond Registrar with a written instrument of transfer satisfactory to the Bond Registrar, duly executed by the registered owner or the owner's duly authorized attorney, and upon payment of any tax, fee or other governmental charge required to be paid with respect to such transfer, the City shall execute and the Bond Registrar shall authenticate and deliver, in the name of the designated transferee or transferees, one or more fully registered Bonds of the same series, of any authorized denominations and of a like aggregate principal amount, interest rate and maturity. The Bonds, upon surrender thereof at the office of the Bond Registrar, may, at the option of the registered owner thereof, be exchanged for an equal aggregate principal amount of Bonds of the same maturity and interest rate of any authorized denominations. In all cases in which the privilege of exchanging Bonds or transferring fully registered Bonds is exercised, the City shall execute and the Bond Registrar shall deliver Bonds in accordance with the provisions of this Resolution. For every such exchange or transfer of Bonds, whether temporary or definitive, the City or the Bond Registrar may make a charge sufficient to reimburse it for any tax, fee or other governmental charge required to be paid with respect to such exchange or transfer, which sum or sums shall be paid by the person requesting such exchange or transfer as a condition precedent to the exercise of the privilege of making such exchange or transfer. Notwithstanding any other provision of this Resolution, the cost of preparing each new Bond upon each exchange or transfer, and any other expenses of the City or the Bond Registrar incurred in connection therewith (except any applicable tax, fee or other governmental charge) 8 4845-4677-1008.2 shall be paid by the City. The City and the Bond Registrar shall not be obligated to make any such exchange or transfer of Bonds during the fifteen (15) days next preceding the date of redemption in the case of a proposed redemption of Bonds or to make any transfer during the fifteen (15) days next preceding any April 1 or October 1 interest payment date. 8. Interest on any Bond which is payable, and is punctually paid or duly provided for, on any interest payment date shall be paid to the person in whose name that Bond (or one or more Bonds for which such Bond was exchanged) is registered at the close of business on the 15th day of the month preceding such interest payment date. Any interest on any Bond which is payable, but is not punctually paid or duly provided for, on any interest payment date shall forthwith cease to be payable to the registered holder on the relevant regular record date solely by virtue of such holder having been such holder; and such defaulted interest may be paid by the City in any lawful manner, if, after notice given by the City to the Bond Registrar of the proposed payment pursuant to this paragraph, such payment shall be deemed practicable by the Bond Registrar. Subject to the foregoing provisions of this paragraph, each Bond delivered under this Resolution upon transfer of or in exchange for or in lieu of any other Bond shall carry all the rights to interest accrued and unpaid, and to accrue, which were carried by such other Bond and each such Bond shall bear interest from such date that neither gain nor loss in interest shall result from such transfer, exchange or substitution. 9. As to any Bond, the City and the Bond Registrar and their respective successors, each in its discretion, may deem and treat the person in whose name the same for the time being shall be registered as the absolute owner thereof for all purposes and neither the City nor the Bond Registrar nor their respective successors shall be affected by any notice to the contrary. Payment of or on account of the principal of any such Bond shall be made only to or upon the order of the registered owner thereof, but such registration may be changed as above provided. All such payments shall be valid and effectual to satisfy and discharge the liability upon such Bond to the extent of the sum or sums so paid. 10. There is hereby created a special fund, to be known as the State -Aid Street Refunding Bonds of 2017A Fund, for purpose of paying principal and interest on the Bonds. An amount of moneys allotted or to be allotted to the City from its account in the municipal state aid street fund sufficient to pay the principal of and interest on the Bonds when due is hereby irrevocably pledged to the Fund. Interest on the Bonds shall be paid out of the City's normal maintenance account in the municipal state aid fund. In the event the principal of and interest upon the said Bonds shall become due and payable and there are insufficient moneys in said fund to pay such principal and interest, the Finance Director is authorized and directed to pay said principal and interest from the general fund and thereafter to reimburse said general fund from allotments to the City from the construction or maintenance accounts of the municipal state aid street fund which are not otherwise required to be paid into the fund for the Bonds. 11. It is hereby found and determined that the moneys allotted and to be allotted to the City from its account in the municipal state aid street fund will produce at least five percent in excess of the amount needed to meet when due the payments of principal and interest on the Bonds so that no initial levy is required; but the Bonds are general obligations of the City to which the full faith, credit and unlimited taxing powers of the City have been and are hereby 4845-4677-1008.2 pledged; and the City Council shall levy general ad valorem taxes on all taxable property in the City, if necessary, to pay the principal of and interest on the Bonds when due. 12. The City Clerk is authorized and directed to prepare and furnish to the purchaser and to the attorneys approving the Bonds, certified copies of all proceedings and records relating to the issuance of said General Obligation State -Aid Street Refunding Bonds, Series 2017A and to the right, power and authority of the City and its officers to issue the same, and said certified copies and certificates shall be deemed the representations of the City as to all matters stated therein. 13. The Official Statement relating to the Bonds, on file with the Clerk and presented to this meeting, is hereby approved and its designation as a "near final" Official Statement for purposes of Rule 15c2-12 of the Securities and Exchange Commission and the furnishing thereof to prospective purchasers of the Bonds are hereby ratified and confirmed, insofar as the same relates to the Bonds and the sale thereof. The Continuing Disclosure Certificate included in the Official Statement is hereby approved and shall be executed and delivered in connection with the delivery of the Bonds. The Continuing Disclosure Certificate constitutes a contractual obligation in accordance with its terms. 14. The officers of the City are hereby authorized and directed to prepare and furnish to the Secretary of the Treasury a statement meeting the information reporting requirements of Section 149(e) of the Internal Revenue Code of 1986, as amended (the "Code"), by the 15th day of the second calendar month after the close of the calendar quarter in which the Bonds are issued. 1.5. The City shall not take or permit any action that would cause the Bonds to be "private activity bonds" within the meaning of Section 141 of the Code. The City shall comply with the rebate requirements imposed under Section 148(f) of the Code and regulations thereunder, including (if applicable) the requirement to make periodic calculations of the amount subject to rebate thereunder and the requirement to make all required rebates to the United States. The Finance Director of the City is hereby authorized to make on behalf of the City all elections that he may deem necessary and expedient under Section 148 of the Code. In addition, the City shall make no investment of funds that would cause the Bonds to be "arbitrage bonds" within the meaning of Section 148 of the Code and regulations thereunder. All terms used in this paragraph 15 shall have the meanings provided in the Code and regulations thereunder. 16. The Refunded Bonds maturing on April 1 in the years 2019 to 2029, inclusive, are hereby called for prior redemption on April 1, 2018. Notice of such redemption shall be given as provided in the Refunded Bonds. The Escrow Agreement on file in the office of the City Clerk is hereby approved and shall be executed in substantially the form on file by the Mayor and City Cleric. Proceeds of the Bonds sufficient to pay the redemption price of the Refunded Bonds and to pay interest on the Bonds to the April 1, 2018, redemption date of the Refunded Bonds shall be deposited in the Escrow Fund as described therein. 17. The Bonds are designated as qualified tax exempt obligations for purposes of Section 265(b)(3) of the Code. 10 4845-4677-1008.2 18. The City Cleric shall furnish a certified copy of this resolution to the County Auditor of Dakota County, and obtain the County Auditor's certificate as required by law. 11 4845-4677-1008.2 The motion for the adoption of the foregoing resolution was duly seconded by Member _ upon vote being taken thereon the following voted in favor thereof: and the following voted against the same: whereupon said resolution was declared duly passed and adopted. 12 4845-4677-1008.2 STATE OF MINNESOTA ) COUNTY OF DAKOTA ) SS. CITY OF EAGAN ) I, the undersigned, being the duly qualified and acting City Cleric of the City of Eagan, Minnesota, hereby certify that I have carefully compared the attached and foregoing extract of minutes of a meeting of the City Council of said City held February 21, 2017, with the original thereof on file and of record in my office and the same is a full, true and complete transcript therefrom insofar as the same relates to the issuance and sale of $2,350,000 General Obligation State -Aid Street Refunding Bonds, Series 2017A of said City. WITNESS My hand officially and the seal of the City this of 2017. City Clerk City of Eagan, Minnesota (Seal) 13 4845-4677-1008.2 AGENDA CITY OF EAGAN REGULAR MEETING OF THE ECONOMIC DEVELOPMENT AUTHORITY EAGAN MUNICIPAL CENTER February 21, 2017 A. CALL TO ORDER 1KATO r,1T1 C. CONSENT AGENDA 1. APPROVE EDA Minutes 2. SCHEDULE Public Hearing for March 7, 2017 to consider the sale of Outlot B, Paragon Addition in the Cedar Grove Redevelopment District, to Commercial Investment Properties, Co. (CIP) for a multi- family residential development 3. CANCEL existing Minnesota Investment Fund project for Prime Therapeutics, LLC and authorize notification to the Minnesota Department of Employment and Economic Development D. OLD BUSINESS E. NEW BUSINESS F. OTHER BUSINESS G. ADJOURN Agenda Information Memo February 21, 2017 Eagan Economic Development Authority Meeting NOTICE OF CONCURRENT ACTIONS The Council acting as the Board of Commissioners of the Economic Development Authority ("EDA") may discuss and act on the agenda items for the EDA in conjunction with its actions as a Council. A. CALL TO ORDER ACTION TO BE CONSIDERED: To convene a meeting of the Economic Development Authority to run concurrent with the City Council meeting. B. ADOPT AGENDA ACTION TO BE CONSIDERED: To adopt the Agenda as presented or modified. W819101M1L11�_CCIATU _ ACTION TO BE CONSIDERED: To approve the Consent Agenda as presented or modified. 1. APPROVE MINUTES EDAC1-1 Minutes of the February 7, 2017 EDA meeting 2. SCHEDULE Public Hearing for March 7, 2017 to consider the sale of Outlot B, Paragon Addition in the Cedar Grove Redevelopment District, to Commercial Investment Properties, Co. (CIP) for a multi -family residential development. ➢ On January 17, 2017, the EDA reviewed a preliminary concept plan for the development of a four-story, 150 -unit market rate apartment building with approximately 7,700 square feet of attached restaurant space, 199 underground parking stalls on two levels, and 110 surface parking stalls. ➢ The EDA directed preparation of a purchase agreement between the Eagan EDA and CIP. ➢ The sale of publicly owned property for private development requires a public hearing as part of the consideration of approval of the purchase agreement. ➢ The proposed purchase agreement will be available for review at City Hall ten days prior to the public hearing. EDAC2-1 Location Map 3. CANCEL existing Minnesota Investment Fund project for Prime Therapeutics, LLC and authorize notification to the Minnesota Department of Employment and Economic Development. ➢ On November 17, 2015, the EDA held a public hearing and authorized submittal of a Minnesota Investment Fund (MIF) application for a $250,000 forgivable loan to support the expansion of Prime Therapeutics, LLC in the City of Eagan. ➢ Since that time, the company resolved to pursue a more extensive expansion and consolidation in Eagan, and has requested that the City cancel the previous MIF project, so that a new application can be considered. EDAC3-1 Letter of Cancellation of MIF Project D. OLD BUSINESS There are no Old Business items at this time. E. NEW BUSINESS There are no New Business items at this time. F. OTHER BUSINESS There are no other items at this time. G. ADJOURNMENT ACTION TO BE CONSIDERED: To adjourn the EDA Meeting. MINUTES OF A MEETING OF THE EAGAN ECONOMIC DEVELOPMENT AUTHORITY Eagan, Minnesota February 7, 2017 A meeting of the Eagan Economic Development Authority was held on Tuesday, February 7, 2017 at the Eagan Municipal Center. Present were President Maguire, Commissioner Bakken, Commissioner Fields, Commissioner Hansen and Commissioner Tilley. Also present were Executive Director Osberg, City Attorney Dougherty, and Community Development Director Hutmacher. CALL TO ORDER President Maguire called the Economic Development Authority meeting to order. ADOPT AGENDA Commissioner Bakken moved, Commissioner Tilley seconded a motion to approve the agenda as presented. Aye:5 Nay:0 CONSENT AGENDA Commissioner Tilley moved, Commissioner Fields seconded a motion to approve the Consent Agenda as presented. Aye:5 Nay:0 1. It was recommended to approve the minutes of January 17, 2017. 2. It was recommended to cancel the Public Hearing for the sale of Outlot B, Paragon Addition. 3. It was recommended to approve the Joint Powers Agreement with the Dakota County CDA for 2017 Open to Business Services. There was no Old Business, There was no New Business. There was no Other Business. OLD BUSINESS NEW BUSINESS OTHER BUSINESS ADJOURNMENT Commissioner Bakken moved, Commissioner Fields seconded a motion to adjourn the meeting. Aye: 5 Nay: 0 Date David M. Osberg, Executive Director m <�z a, aU r U� O N Him i� 'am® ®,ham Id a � N 7 N U) U U m <�z U� O N C O U � Id a � N 7 N U) U U C O Y m L+ O O 'a d d U m dalga J � o 0 LID m February 21, 2017 Mr. Bob Isaacson Minnesota Department of Employment and Economic Development 18T National Bank Building 332 Minnesota Street, Suite E200 St. Paul, MN 55101-1351 Dear Mr. Isaacson: On November 17, 2015, the Eagan Economic Development Authority (EDA) authorized submittal of a Minnesota Investment Fund (MIF) application to DEED to assist with the campus expansion of Prime Therapeutics, LLC. The application was submitted on December 2, 2015, and subsequently, an award of $250,000 was approved by DEED in the form of a forgivable loan. The company has notified the City of Eagan that it will not be proceeding with the 2015 Minnesota Investment Fund (MIF) project, and the City, through its Economic Development Authority, is canceling the previous $250,000 award. The City looks forward to working with the company and DEED on future expansion projects. Sincerely, Mike Maguire, Mayor City of Eagan Cc: Abdullahi Mohamed, DEED Brian Holmes, Prime Therapeutics, LLC