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"
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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)
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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..
Construction within State R/W & Maintenance (Municipal Agreements 3.2016)
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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
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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
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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
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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
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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
�
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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
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22 C:Ky of Eayan Police /City Mali Campus waciRy 'Space ideeds Analysis
GRAPHIC SCALE In FEET
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COMMUNITY
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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
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Tactical V Storage
Team',
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ency Jt
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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
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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
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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
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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