05/31/2005 - City Council Special
SPECIAL CITY COUNCIL MEETING
MAY 31, 2005
5:30 PM
EAGAN ROOM-EAGAN MUNICIPAL CENTER
AGENDA
1. ROLL CALL AND AGENDA ADOPTION
II. VISITORS TO BE HEARD
III. WESCOTT SQUARE PICNIC/PROGRAM SHELTER FUNDING
OPTIONS
IV. SCHOOL DISTRICT 196 FIBER PROJECT FINDINGS
V. CENTRAL PARK PLAYGROUND
VI. LOCAL ORDINANCE IN LIEU OF MN WETLAND CONSERVATION
ACT
VII. 2006 GENERAL FUND BUDGET UPDATE
VIII. 2005-2006 CITY COUNCIL GOALS UPDATE
IX. OTHER BUSINESS
X. ADJOURNMENT
Agenda Information Memo
May 31, 2005 Special City Council Meeting
ITEM III. WESCOTT COMMONS PICNIC/PROGRAM SHELTER FUNDING OPTIONS
ACTION TO BE CONSIDERED:
To direct staff how to proceed with the Wescott Square shelter building identified in
the 2005 Parks CIP.
FACTS:
• On April 26th, in a joint meeting with the APrC, the City Council reviewed 2005 Park
CIP projects
• A decision regarding the inclusion of a sun shelter for Wescott Commons Park was
postponed pending staff discussion with the Wescott Commons Owners Association
regarding a financial contribution towards the project.
• The Council suggested a contribution from the owners of 20% of the original estimated
project cost of $40,000, payable over 5 years. A contribution of $1,200 had been made by
the owners prior to the meeting.
• At the Wescott Owners Association meeting held on May 16th, the owners agreed to
contribute 20% of the cost of the project(up to a maximum of $6,000), including the
$1,200 paid previously, payable over a 5 year period.
• Staff has since re-evaluated and received new quotations for the project. The revised,
estimated project cost is $20,000.
• As requested by Council, staff has explored the possibility of obtaining CDBG funds for
the project. Director Hohenstein has provided a memo outlining how some of these funds
might be made available, however there are a number of requirements;
1. Conduct a verifiable, on-site resident survey to determine if the neighborhood
meets income eligibility requirements.
2. Conduct an environmental analysis of the site.
3. Seek quotations that include full compliance with the Davis-Bacon Act, i.e.;
prevailing wage
4. Request an amendment of the budget for the previously adopted CDBG activity.
This portion has a 45 day review process.
• The requirements associated with the potential use of CDBG funds will require a
considerable investment of staff time, could significantly increase the actual cost of the
project and may preclude the construction from occurring in 2005.
ATTACHMENTS:
• A copy of the site map is attached as page
• A sample shelter building is attached as page 3 _
• Background memo from Director Hohenstein is attached as pages
PARKING
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WESCOTT COMMONS PARK
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PARK LAYtUT 1994 NORTH
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HEX 16 HEX 20 021
Optional Columns: 16'-0" (4.9 m) Col s: 20'-0" m) Co Sheet Metal Roof: 20'-0" (6.1 m) Roof: 2 • 7.3 m) RoCupola Area: 260 SF (24.2 sm) Area:
374 SF (34.7 sm) Area: 509 SF (47.3 sm)
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W HEX 28 MR or TG HEX 36 MR or TG HEX 44 MR or TG
Columns: 28'-0" (8.5 m) Columns: 36'-0" (11.0 m) Columns: 44'-0" (13.4 m)
= Roof: 31'-6"(9.4 m) Roof: 39'-6" (12.0 m) Roof: 47'-6" (14.5 m)
® Area: 644 SF (59.8 sm) Area: 1013 SF (94.1 sm) Area: 1465 SF (136.1 sm)
HEX 28 SP HEX 36 SP HEX 44 SP
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Columns: 28'-0" (8.5 m) Columns: 36'-0" (11.0 m) Columns: 44'-0" (13.4 m)
~~~LLL Roof: 34'-0" (10.4 m) Roof: 42'-0" (12.8 m) Roof: 50'-0" (15.2 m)
M Q Area: 751 SF (69.8 sm) Area: 1146 SF (106.5 sm) Area: 1624 SF (150.9 sm)
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O HEX 54 MR or TG HEX 54 SP HEX 60 MR or TG HEX 60 SP
Columns: 54'-0" (16.5 m) Columns: 54'-0" (16.5 m) Columns: 60'-0"(18.3 m) Columns: 60'-0"(18.3 m)
Roof: 57'-6" (17.5 m) Roof: 60'-0" (18.3 m) Roof: 63'-6" (19.4 m) Roof: 66'-0" (20.1 m)
Area: 2147 SF (199.5 sm) Area: 2338 SF (217.2 sm) Area: 2619 SF (243.3 sm) Area: 2829 SF (262.8 sm)
3
41~0 City of Eap Me
TO: CHERRYL MESKO AND PAUL OLSON, PARKS AND RECREATION
DEPARTMENT
FROM: JON HOHENSTEIN, COMMUNITY DEVELOPMENT DIRECTOR
DATE: MAY 24, 2005
SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING FOR
WESCOTT SQUARE PARK SUN SHELTER
In follow-up to our previous conversations, the purpose of this memo is to confirm the steps that
would be necessary to use a portion of the City's Community Development Block Grant for partial
funding of a sun shelter at Wescott Square Park. The two aspects that will need to be addressed are
eligibility and process.
Eligibility
A project is eligible for Community Development Block Grant funding if the population served by
the improvement meets or exceeds the low and moderate income funding criteria. Because Wescott
Square is in a census tract that does not meet the low and moderate income criteria, it is necessary to
make a finding that the Wescott Square development itself does. In the past, the City and
Community Development Agency have relied upon the percentage of units occupied by tenants
using Section 8 rental vouchers for a portion of their rent. In the past, a large proportion of the
residents of Wescott Square were part of the Section 8 program. Over the past year, however, the
rent levels supportable by Section 8 in this area have gone down from approximately $1,100 per
- month to- approximately $825-per-month. As-a-consequence, a numberof property owners-in-the
Wescott Square area have opted out of the Section 8 program, believing that they could receive
higher rents on a market basis. Whether that is the case, or not, at the present time, only around 25%
of the Wescott Square renters are using Section 8 vouchers. It is still possible the necessary
percentage of residents in the area meet the low and moderate income criteria, but it will be
necessary to use a resident income survey to confirm that. If the necessary percentage can be
identified, the proposed sun shelter improvement would be an eligible expense under CDBG.
Process
In addition to completing the survey to confirm eligibility of the area, the City would need to take the
following steps to use the CDBG funds for this project:
• Request an amendment of the budget for the previously adopted CDBG activity. The City
currently has funds yet to be expended for blight removal in the Cedar Grove area and an
appropriate dollar amount could be reallocated from that activity to the Wescott activity.
The amendment is reviewed by both the CDA and the Federal Department of Urban
Development. The processing time for such an amendment is typically 45 days. No funds
can be expended for the project prior to approval of the amendment.
• The City must bid the project under the requirements of the Davis Bacon Act. Staff has
requested the appropriate Davis Bacon language from the CDA for inclusion in the bid and
contract documents.
• Once the amendment is approved, properly bid and construction completed, the City may
submit an invoice to the CDA for payment of the approved amount.
If authorized, it would be appropriate to move forward as promptly as possible on the confirmation
of eligibility for the area. If you have any questions in this regard, please let me know.
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C um eve opment Director
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Agenda Information Memo
May 31, 2005, Eagan City Council Workshop
IV. SCHOOL DISTRICT 196 FIBER PROJECT
ACTION TO BE CONSIDERED:
To provide direction to staff regarding City participation in the fiber project in
preparation for formal City Council consideration at the June 7 regular City Council
meeting.
FACTS:
➢ At the February 1, 2005 City Council meeting conceptual approval was given to a
Joint Powers Agreement (JPA) for development of a Fiber Project between the
Cities of Eagan, Apple Valley, Burnsville, Dakota County, and Independent
School District 196. Approval of the agreement was subject to City Attorney and
City Administrator satisfaction which has been worked out and the agreement has
been executed.
➢ The agreement provided that the City of Eagan was committed to the project to
the extent necessary to have City interests included in the bidding process as
alternatives. Prior to ISD School Board approval of the construction contract,
scheduled for June 27, 2005, Eagan and all other entities in the Joint Powers
Agreement must make a final determination as to whether or not they desire to
participate in the project. ISD 196 will commence construction of their interests
_ in the fiber project with or without other entity alternatives as included in the JPA.
➢ ISD 196 is undertaking the project to develop a high speed fiber optic network
with connections to all of its schools in order to improve its communications
capacity and capability. The District is financing the project through the recently
approved bond issue.
➢ Bids on the project including 35 alternates were received and opened by ISD196
on May 18. The District and its consultant are using two weeks to analyze the
bids before providing detailed information to the other entities and then desire
responses by June 21 for inclusion in the Board information for their June 27
meeting.
➢ As a result of the bids, there are essentially four options Eagan could pursue
which will be discussed in the work session. The City Council is asked to provide
feedback and direction on those options.
1~
➢ At a minimum, the City of Eagan needs to connect from City Hall to the Western
Service Center in Apple Valley to hook into a major State hub to relay and receive
important data to the State, including the Bureau of Criminal Apprehension.
Option One, therefore, is estimated to cost $80,571. However Option One
provides no opportunity for cost recovery.
➢ Note: Eagan is currently connected into the State system through the Comcast
institutional network which has limitations including the amount of data that can
be sent at any one time. For critical data transmission it is important to have a
back-up or redundant option if a primary transmission route were to suffer a
break. With the project provided for in this Joint Powers Agreement high speed
fiber controlled by the City would become the primary connection and the
Comcast connection would provide the redundant back-up route for the City.
➢ Option Two is an 11.5 mile 12-strand fiber loop through Eagan from roughly
120`h street to near Pinewood Elementary up to Wescott Road, over to City Hall
and south to the Western Service Center in Apple Valley. Such a fiber loop
would provide the backbone for eventually connecting Eagan fire stations fiber
optically and does provide the opportunity for cost recovery through subleasing.
➢ Originally, Eagan's cost to pursue Option Two was expected to cost
approximately $225,000 at the time of the original JPA. However, through cost
sharing and considerably lower than expected bids, the cost for the fiber loop is
estimated at only $120,800.
➢ While Eagan currently needs only two of the 12 strands of fiber it would purchase
in the full Eagan loop, it already anticipates needing two more strands within the
next two years. Establishing this critical infrastructure is in the City's long-term
interests and experts tell us. the_fiber_will_likely never-be as cheap to install. as
when the trenches are already open.
➢ Further, it provides the City with opportunities to partner with others and/or to sell
access to the use of those strands as well as to provide for future City operational
requirements.
➢ Availability of the City controlled fiber may also provide some backbone
infrastructure for any future wireless connectivity in the Community. While time
did not allow the development of a complete business plan, a Request For
Information (RFI) sent to numerous potential wireless providers indicated strong
interest in sublease arrangements for the fiber Eagan would install.
➢ Although the City expected the School District to agree to a non-compete clause
so they would not be in competition for the same revenue generation options, the
District has subsequently determined that it would not be in their best interest to
do so even though they have no current plans to try to generate revenue form the
fiber loop and their design reflects no indication of pursuing anything other than
redundancy for the District.. Given the significant cost reduction, the City
exposure is much less and future interests can be protected at a reduced
investment.
➢ This partnership and participation in the project provides the City access to the
fiber at a cost significantly less than would be incurred on any solo installation.
The loop is currently estimated to cost Eagan approximately $1.40 per foot.
Independent installation would typically be in the $10 to $16 per foot range
currently including permitting and other overhead costs. Costs to independently
install fiber at such later time as the City needs more capacity would likely be
even more. An expert handling the bidding process for district 196 says he has
"never seen better prices."
➢ A third option, to do the fiber loop, actually connect to Fire Stations 3 & 4 to City
Hall and connect City Hall to the Western Service Center would cost
approximately $168,800.
➢ Option Four would provide the City with an additional 12 strands of fiber and
separate conduit it controls, along side the 12 strands of fiber it is obtaining from
the Joint Powers/196 fiber project. This loop would prepare the City for future
fiber needs that would be completely City-owned and controlled. This option
would cost about 90¢ a foot more. While the total cost would be approximately
$340,000, a technology advisor to the 196 project believes Eagan's payback in
being able to lease this conduit, at a minimum, would be nearly double the
installation price.
➢ Adequate fiber infrastructure is a critical issue for future competitiveness. After
- --once ranking- &h,-the-United States has fallen to-16`-place-in the world in___
broadband fiber penetration, according to the International Telecommunications
Union (ITU), with Norway, Israel and Finland all surpassing the U.S. for the first
time. Analysts say higher fiber penetration brings faster speeds and lower prices.
➢ Staff is recommending that the cost of the City's participation be financed through
the use of retained Cable TV franchise fees. Adequate franchise fees exist to
pursue any of the options listed above.
ATTACHMENTS: (None)
Agenda Information Memo
May 31, 2005 Special City Council Meeting
ITEM V. CENTRAL PARK PLAYGROUND
ACTION TO BE CONSIDERED:
To direct staff how to proceed with the Central Park playground identified in the
2005 Parks CIP.
FACTS:
• On April 26th, in a joint meeting with the APrC, the City Council reviewed 2005 Park
CIP projects.
• Staff was directed to bring back additional information to the Council regarding the
potential location, cost and description of a playground to be placed within Central Park.
• The CIP included an allocation of $35,000 for the purchase of a playground and
implementation of any necessary site alterations. This is an amount consistent with the
installation of a large neighborhood structure.
• The APrC had the opportunity to visit the Central Park site on April 16 to provide input
relative to five potential locations. Staff from the ECC was also consulted.
• The APrC narrowed the scope to two potential locations for consideration.
• Delivery of the equipment will generally take 6 to 8 weeks. Installation of the equipment
is expected to take place in the fall, following the conclusion of summer activities.
ATTACHMENTS:
• A copy of the site location map is attac ed as page
• A site summary is attached as page
• Site photos are attached without page number
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SITE EVALUATION SUMMARY
Site #1 (adjacent to parking lot)
N
• Close proximity to parking lot
• Accessible from trails
• Highly visible from ECC
• Highly visible to/from band-shell
• Centralized location
• Slope will require the construction of a retaining wall to support the structure and
safety surface = less expenditure on equipment
• Existing irrigation will require relocation = less expenditure on equipment
• Site has been used for 4th of July events
Site #2 more northly of parking lot)
N
• Flat, little modification of site required = more expenditure on equipment versus
site modification
• No irrigation to move
• Accessible from trail
• An unused space, no conflict with other use
• Further from parking lot
• Further from ECC
• Less visible to/from band-shell
/I
Agenda Information Memo
May 31, 2005 Special City Council Meeting
ITEM VI. LOCAL COMPREHENSIVE WETLAND PROTECTION AND
MANAGEMENT PLAN
FACTS:
• In January and February 2005, the Natural Resources Subcommittee and the APrC
considered the possible development of a wetland protection and management plan,
which would result in local ordinance. This approach would enable the City to manage
wetlands consistent with but in lieu of Wetland Conservation Act (WCA) rules.
• On April 26, the City Council reviewed the preliminary recommendation of the APrC and
directed staff to draft a Request for Proposal to develop a Comprehensive Wetland
Protection and Management Plan (CWPMP).
• The CWPMP will provide alternative standards for wetland management based on
specific needs and priorities of the City, and it must meet or exceed requirements of the
WCA.
• A CWPMP will also provide up-to-date information to other planning and policy efforts
that are imminent in the future at city and watershed scales.
• The first step of the CWPMP process is a detailed field inventory of wetland functions
and values. Decision-making and policy standards (e.g., sequencing, replacement, buffers,
etc) are then developed. Once approved by the Board of Water and Soil Resources, the
CWPMP can be incorporated into local ordinance.
- • The process may take up to ayear and be contracted- at anestimated costof $30,000 to-
50,000. Staff implementation of the eventual program is estimated to be at a savings
compared to current investments for WCA implementation.
• Council directed staff to provide the draft RFP and supplemental information indicating
advantages and disadvantages of administering a local program versus the WCA.
ADDITIONAL INFORMATION:
• Eagan's 1990 Water Quality Management Plan (WQMP) is 15 years old and needs to be
updated. Staff drafted an RFP that addresses citywide issues of surface water quality
management and incorporates relevant work items for a state-of-the-art update of the
WQMP for 2006 to 2020. The CWPMP work item is covered on Page 2 of the draft RFP.
• By incorporating the full spectrum of work tasks that appear to be necessary to complete
the overall updates, the City has enhanced flexibility to choose how best to proceed with
any (or all) of the options.
ATTACHMENTS:
• A copy of the RFP is attached on pages ^l
• A copy of benefits and concerns for a CWPMP is attached on pages C210
.
102,
REQUEST FOR PROPOSALS
WATER QUALITY MANAGEMENT PLAN UPDATE
JUNE 2005
SECTION 1: GENERAL INFORMATION
Contract Administration
All correspondence regarding this request for proposals (RFP) and submitted proposals
must be addressed to:
Eric Macbeth
Water Resources Coordinator
City of Eagan
3501 Coachman Point
Eagan, MN 55122-1211.
Acceptance of Proposal Contents
The contents of this RFP and the consultant's project proposal will become contractual
provisions if a contract is awarded. Failure of the selected consultant (Consultant) to meet
these obligations may result in cancellation of the award. All information in the awarded
proposal is subject to disclosure under provisions of Minn. Stats. Ch. 13 - Minnesota
Government Data Practices Act.
SECTION 2: WORK STATEMENT -
Introduction
The Consultant will be responsible to prepare an updated, state-of-the-art water quality
management plan (2006 WQMP) for the City of Eagan (City). The mission of the City's
water resources program is to protect and improve natural, aesthetic, and recreational
qualities of its lakes, ponds, and wetlands for enjoyment by local and regional residents.
The objectives of this work are to build upon an already successful but out-of-date, 15-
year-old water quality management plan (1990 WQMP), to consolidate and incorporate
relevant policies, plans, and programs that have been instituted or developed since the
1990 WQMP, and to position the City to address efficiently and effectively the issues and
needs of its surface water resources from 2006 through 2020.
The 2006 WQMP shall be a comprehensive plan that is succinct and user-friendly. The
City shall retain ownership of the completed plan, all supportive information, relevant
/-3
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 2 of 7
data, and associated maps. The 2006 WQMP shall be developed in close collaboration with City
staff including, but not limited to, the water resources coordinator.
This RFP is outcome-based. It does not specify methods to address work items. Proposals shall
provide explicit details as to how each of the nine (9) work items below will be addressed, with a
not-to-exceed cost indicated for each.
Work Items
1) Evaluate 1990 WQMP and make recommendations for revisions of the following
components, if appropriate:
a) Waterbody classification system;
b) Management criteria for each waterbody classification;
c) Water quality program policies and land development policies;
d) Specific requirements of new land development projects;
e) Public information and education program;
f) Waterbody management prioritization system;
g) Water quality monitoring program;
h) Watershed specific recommendations; and
i) Current funding mechanisms.
2) Evaluate and revise City's capabilities to model phosphorus loading and in-lake
concentrations:
a) Update/calibrate currently used PONDNET model; or
b) Develop new, state-of-the-art model.
3) Develop state-of-the-art model to predict generation and transport of total suspended solids.
4) Develop state=of--the-art policies and requirements for land redevelopment, including
retrofitted and low-impact development strategies.
5) Develop local comprehensive wetland protection and management plan, in accordance with
Minn. Rules Ch. 8420.0650, that is fully integrated into the 2006 WQMP:
a) Conduct Minnesota Routine Assessment Methodology for Evaluating Wetland Functions
(MnRAM 3.0) in the Gun Club Lake watershed
i) Provide data electronically formatted to integrate into City's geographic information
system (GIS);
b) Draft City wetland management ordinance; and
c) Identify and prioritize wetland basins for restoration, replacement, and banking
opportunities.
6) Draft comprehensive, 15-year (2006-2020), state-of-the-art capital improvement plan (CIP)
and budget that will accomplish 2006 WQMP goals and objectives
a) Consider existing Clean Water Partnership work plans for Fish and Schwanz lakes;
b) Consider innovative approaches and best management practices for
i) runoff reduction, infiltration, and storage
/ I/
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 3 of 7
ii) reduction and mitigation of phosphorus loading;
c) Develop policy for amending 2006-2020 CIP to address needs and issues not originally
included; and
d) Develop protocols for correcting stormwater treatment basins whose wet-pond volumes
have been reduced by sediment.
7) Provide opportunity for public input and involvement in 2006 WQMP process:
a) Coordinate no more than 6 meetings of a water quality task force (membership identified
by City);
b) Attend one (1) meeting each of the Advisory Parks Commission and the City Council to
review and provide general information on the 2006 WQMP; and
c) Attend one (1) meeting each of the Advisory Planning Commission and the City Council
for final approval of the 2006 WQMP.
8) Establish procedures for activities related to 2006 WQMP document:
a) Future amendments; and
b) Review of other City plans for compliance.
9) Provide training to City staff on any models or other software used in the 2006 WQMP.
Compliance Considerations
Consultants shall provide proposals that ensure the 2006 WQMP duly complies with all relevant
plans, guidelines, and controls including, but not limited to, the following authorities:
a) Black Dog Watershed Management Organization
b) City of Eagan and adjacent municipalities
c) Dakota County
d) Federal Emergency Management Agency
e) _Gun Club Lake Watershed Management Organization
f) Lebanon Hills Regional Park
g) Lower Minnesota River Watershed Management District
h) Metropolitan Council
i) Minnesota Board of Water and Soil Resources
J) Minnesota Department of Health
k) Minnesota Department of Natural Resources
1) Minnesota Department of Transportation
m) Minnesota Environmental Quality Board
n) Minnesota Pollution Control Agency
o) United States Army Corps of Engineers
p) United States Environmental Protection Agency
q) United States Fish and Wildlife Service.
Consultants shall provide proposals that anticipate the impact of the Minnesota municipal
separate storm sewer system (MS4) permit program on City operations and include relevant
details and costs in appropriate work items above.
1-5-
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 4 of 7
Consultants shall provide proposals that anticipate the impact of federal total maximum daily
load (TMDL) regulations on City operations and include relevant details and costs in appropriate
work items above.
Documentation
All maps and related data prepared for the 2006 WQMP shall be provided in electronic formats
that integrate into City's GIS. All documents and data sheets shall be prepared using current
standard software. All input and output data files for hydrologic, hydraulic, and water quality
models shall be provided electronically as well as hard copy, where appropriate. The Consultant
shall work in close collaboration with City staff including, but not limited to, the water resources
coordinator to choose suitable modeling software.
SECTION 3: PROPOSALS
The proposal shall contain the type of information summarized below. Additional information is
acceptable as long as it is directly relevant to the work objectives of this RFP.
Proposal Format
The proposal shall follow the table of contents listed below. The following eight (8) sections of
the proposal shall be separated by tabs:
1. General Information
II. Project Understanding
III. Project Approach
IV. Proposed Project Team and Experience
V. Schedule
VI. Fee Quotation
VII. Proposed Modifications to Scope
VIII. 'Additional Information.
A brief description of each section follows:
I. General Information
General information and a brief history of the consultant's firm. Include similar information on
principal sub-consultants, if any, proposed for the project.
II. Project Understanding
A summary of the consultant's understanding of the project.
III. Project Approach
Specific approaches, methods, and assumptions that will be utilized to accomplish each work
item. Include information about quality assurance and document management. Describe the
collaboration of City staff (water resources coordinator) and the consultant's project team.
//2
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 5 of 7
IV. Proposed Project Team and Experience
• Identify principal project team members and describe specific roles. Include team
members and describe specific roles of any sub-consultants. Include one-page resumes of
principal project team members, including field personnel. Provide a contact name and
information for each of the RFP work items.
• Describe relevant experience and provide information on at least three (3) reference
projects completed in the last five (5) years. Include specific descriptions of team
members' roles on reference projects.
V. Schedule
A proposed, detailed schedule for the 2006 WQMP from beginning to end, including
breakdowns for each of the nine (9) work items.
VI. Fee Quotation
A not-to-exceed cost estimate for completion of the project. Include detailed estimates of number
of work hours by each project team member on each work item. Include total cost estimate for
each of the nine (9) work items.
NOTE: The fee quotation will be used to estimate overall project costs and is the basis of
contract negotiations. Please include the naive and phone number of the person(s) authorized to
negotiate a contract with the City. A single firm shall administer all provisions of a contract with
the City.
VH Proposed Modifications to Scope
Any modifications to the scope outlined herein the consultant believes are necessary to ensure
compliance of the 2006WQMP with statutes, rules and other requirements. These modifications
and associated cost estimates shall be clearly identified in the proposal. The RFP outline of work
items is for general guidance and maybe modified as appropriate with City staff approval.
VIII. Additional Information
Other information the consultant believes to be directly relevant to the work objectives of this
RFP, but not specifically requested.
Submission of Proposal
Consultants shall submit five (5) copies of the proposal for the evaluation process. One copy
shall be unbound.
Proposals must be addressed to:
Eric Macbeth
Water Resources Coordinator
City of Eagan
3501 Coachman Point
Eagan, MN 55122-1211
To be considered, proposals must be received no later than 12:00 p.m. on June 17, 2005.
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 6 of 7
SECTION 4: CONSULTANT SELECTION
City staff will review and evaluate proposals on the following basis:
• Consulting firm reputation and principal staff experience in surface water management
planning, relevant regulations, wetland classification and management, and public
participation;
• Proposed approach;
• Proposed schedule; and
• Proposed costs.
Following review of written proposals, City representatives may ask consultants to make oral
presentations of their proposals.
SECTION 5: TERMS AND CONDITIONS
1) The City reserves the right to contract only for portions of the plan update. Deletions of
specific components, such as individual project meetings, will be at the discretion of the City.
2) If, for any reason, a firm is not able to commence the services in that firm's proposal within
30 days of the award, at its discretion, the City reserves the right to contract with another
firm.
3) The City will pay the Consultant for services based on the not-to-exceed fee quotation
approved in the proposal or agreed in negotiation.
4) The City shall not be liable for any expenses incurred by the Consultant prior to the signing
of a contract including, but not limited to, proposal preparation, attendance at interviews, or
final contract negotiations.
5) The proposal must be signed in ink by an official authorized to bind the Consultant to its
provisions. The proposal must include a statement as to the period during which the proposal
remains valid. This period must be at least 90 days from the date of the proposal.
6) The Consultant shall supply 40 copies (20 printed, 20 on compact disc) of the first draft
report and associated maps and 75 copies (25 printed, 50 on compact disc) of the final report
and associated maps as part of the contract. A cost per additional copy shall be furnished in
the proposal.
7) The City shall retain ownership of all plans, maps, reports and data prepared under this
proposal. The City may reproduce any or all portions of the WQMP at its discretion.
8) If, for any reason, the Consultant is unable to fulfill the obligations under the contract in a
timely and proper manner, the City shall reserve the right to terminate the contract by
specifying the date of termination in a written notice to the firm a minimum of 30 calendar
days prior to the termination date. In this event, the firm shall be entitled to just and equitable
compensation for any satisfactory work completed.
9) The City reserves the right to reject any and all proposals or to request additional information
from any or all consultants.
10) The Consultant shall not assign or transfer any interest in the contract without prior written
consent of the City.
11) The Consultant shall maintain comprehensive general liability insurance in accordance with
Section 466.04 of the Minnesota Statutes.
/ U
DRAFT Request for Proposals, City of Eagan Surface Water Management Plan Update
May 27, 2005, Page 7 of 7
12) The Consultant shall defend, indemnify and hold harmless the City of Eagan, its officials,
employees, and agents from any and all claims, causes of action, lawsuits, damages, losses, or
expenses, including attorney fees, arising out of or resulting from the Consultant's (including
its officials, agents, sub-consultants or employees) performance of the duties required under
this Agreement, provided that any such claim, damages, loss, or expense is attributable to
bodily injury, sickness, diseases, or death or injury to or destruction of property including the
loss of use resulting there from and is caused in whole or in part by any negligent act or
omission or willful misconduct of Consultant.
13) The Consultant shall enter into a contract with the City regarding the 2006 WQMP. The
terms of the contract shall be agreed upon and the contract shall be executed prior to the
Consultant commencing work on the 2006 WQMP.
14) The consultant contract shall be governed by the laws of the State of Minnesota.
15) Project summaries shall be submitted with each invoice during the course of the project. Each
summary shall detail the amount billed to date, work items that need to be completed, the
estimated costs to complete these tasks, and the projected timeline for the completion of the
project. Invoices submitted to the City shall include a detailed breakdown of times,
personnel, mileage, etc. chargeable for that period.
16) If the Consultant has prepared similar documentation for other clients and those documents
are used in preparing this Surface Water Management Plan update, the City shall not be
responsible for costs related to the preparation of the initial document. The City shall only
reimburse for costs related to the updating of the document for incorporation into the 2006
WQMP.
SECTION 6: REFERENCE DOCUMENTS
Consultants shall contact Eric Macbeth to arrange to obtain the following City documents to
assist in the preparation of proposals:
- • 1990 Water Quality Management Plan;` - -
• 1990 Stormwater Management Plan,
0 Storm Water Pollution Prevention Plan.
Local Comprehensive Wetland Protection and Management Plan (CWPMP)
Potential Benefit Potential Concern
Use of wetlands for Allows the City flexibility in This will require time and resources to
stormwater stormwater management options inventory
Identify functions and Allows the City to determine the There will be challenges to integrate
values best function for wetland(s) and with other local/state/federal program
determine their value to the overall regulations.
system
Identify potential The CWPMP process will identify Are liability issues more or less between
protection and restoration appropriate protection strategies local ordinance versus state/federal
options and differing restoration potentials wetland requirements?
for various wetland qualities
Time and resources saved There will be an estimated overall
cost savings compared to current
investments for WCA
implementation
Public and open process State rules require notification to
agencies, citizens and technical
staffs "to actively participate in the
development of the plan".
Local enforceability is The City will have better control
improved over how this program is developed
and monitored.
City joins others having Currently Burnsville and
CWPMPs Rosemount have their own plan
which has saved significant time
and effort in working with both
development and re-development
because the guidelines parameters -
for specific wetlands are pre-
determined.
Valuable for re- As the City matures further,
development policies and opportunities and incentives can be
plans. created to restore and/or replace lost
wetland values.
Valuable in managing non- The City may be in an improved
degradation plan condition with a CWPMP regarding
state requirements to restore lost
water quality values.
These are examples of some benefits/concerns identified by the APrC in moving forward with a
Comprehensive Wetland Protection and Management Plan. One of the largest benefits is the
ability for the Council to have a comprehensive management tool that will be in place for any
future development/re-development. This reduces the need for extensive review of a developer's
recommendation of how they would manage wetlands on a site; the protection and/or restoration
options would have already been identified in the management plan.
ao
Agenda Information Memo
May 31, 2005, Eagan City Council Workshop
VII. 2006 GENERAL FUND BUDGET UPDATE
ACTION TO BE CONSIDERED:
This is an informative/discussion item and no specific action is required.
FACTS:
➢ In early May staff began the 2006 budget process and Department Directors are
preparing 2006 budget proposals for the various departments and divisions. The
proposals are due to the City Administrator by June 17, 2005 and will be reviewed
in meetings in late June and early July. Depending on the workloads and other
priorities, review with the City Council is expected to formally begin in late July
or early August.
➢ Consistent with past practice and as a starting point, Directors have been
instructed to target an inflationary 3% increase or less in each division or
department. In addition they have been asked to outline resource requirements to
maintain current service levels and to adjust for budgetary items that fluctuate
from year to year.
➢ Staff has also been reminded that with the uncertainty at the Legislature it may be
necessary to adjust budget parameters at any time during the process of preparing
- - -_-the 2006 budget.-- - - - -
➢ Again consistent with past practice, public policy issues and options will be
highlighted for City Council consideration. Any adjustments or changes to
programs with service level or budgetary implications will be called out with
background information and justification as the budget preparation proceeds.
➢ The 2005-2006 City Council goal to "research and pursue opportunities for
improved service delivery to best meet the current and future needs of the
community, recognizing the constrained fiscal environment in which the City
operates" is foremost as a premise upon which the work to build the 2006 budget
is based.
ATTACHMENTS:
➢ Enclosed on page is a copy of the Preliminary 2006 Budget Calendar as
presented to staff.
a~
CITY OF EAGAN
- PRELIMINARY 2006 BUDGET CALENDAR
May 10, 2005 Preliminary budget distribution for City Administrator and all
Department Heads.
May 10 -June 17 Department Heads prepare department budgets, enterprise
budgets and 2006-2010 Part II CIP.
June 17 - early-July Finance Department completes revenue estimates.
City Administrator and Finance Department confer with
Departments.
City Administrator's budget drafted for presentation to the City
Council.
Late-July City Council considers budget.
August 19 * County Auditor notifies the City of the dates which have been
selected by school districts and the County for Truth-in-Taxation
hearings.
September 15 * City must certify proposed levy to the County Auditor, City must
also adopt a proposed budget.
City must select dates for initial hearing and continuation hearing
(if needed).
Early December Truth-in-Taxation Public Hearing
December 12 or 20 Final Adoption of Tax Levy and 2006 budgets.
*Dates have not been confirmed by State legislature.
NOTE: A bill has been introduced in the current legislative session that would eliminate
Truth-in-Taxation hearings in favor of a taxpayer satisfaction survey and, potentially, a
referendum election (the so-called "turbo-charged" Truth in Taxation.) If the bill passes,
the above calendar will change.
a~
Agenda Information Memo
May 31, 2005 Eagan Special City Council Meeting
VIII. REVIEW 2005-2006 CITY COUNCIL GOALS AND WORK
PROGRAM
ACTIONS TO BE CONSIDERED:
No formal action is required. The following update is provided for the Council's
information.
FACTS:
➢ Per the request of the Council at the January 20-21 Goals Retreat, an update on
the Council's goals and work directives will be provided at the first workshop of
each month.
➢ Due to the May 10 workshop focusing solely on transportation initiatives, the
goals update is being provided at the May 31 workshop.
➢ In addition to keeping the Council up to date on the progress being made on each
of the goals and directives, the purpose of the monthly Goals/Work Directives is
also to provide an opportunity for the Council to discuss or inquire about any of
the specific items.
ATTACHMENTS:
Enclosed- on pages through is _a status update on the 2005-2006_
Council Goals and Work Directives.
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