04-23-2019 Regular AgendaR EG U LAR C IT Y C O U N C IL MEET IN G
R IC H F IE L D MU N IC IPAL C E N TE R, C O U N C IL C H AMB E R S
APR IL 23, 2019
7:00 P M
IN TR O D U C TO RY P R O C E E D IN G S
C all to order
Open forum (15 minutes maximum)
E ach speaker is to keep their comment period to three minutes to allow sufficient time for others. C omments
are to be an opportunity to address the C ouncil on items not on the agenda. I ndividuals who wish to address
the C ouncil must have registered prior to the meeting.
P ledge of A llegiance
A pproval of the minutes of the: (1) S pecial C ity C ouncil work session of A pril 9, 2019; and (2) Regular C ity C ouncil
meeting of A pril 9, 2019.
P R E S E N TATIO N S
1.Metropolitan C ouncil Representative Molly C ummings
2.P roclamation observing E arth D ay, A rbor D ay, and A rbor Month
C O U N C IL D ISC U SSIO N
3.Hats Off to Hometown Hits
AG E N D A APPR O VAL
4.A pproval of the A genda
5.Consent Calendar contains several separate items, which are acted upon by the City Council in one
motion. Once the Consent Calendar has been approved, the individual items and recommended
actions have also been approved. No further Council action on these items is necessary. However, any
Council Member may request that an item be removed from the Consent Calendar and placed on the
regular agenda for Council discussion and action. All items listed on the Consent Calendar are
recommended for approval.
A .C onsider adoption of a resolution modifying a Health C are S avings P lan for International A ssociation of
F irefighters (IA F ), L ocal 1215 bargaining unit employees.
S taff Report No. 56
B .C onsider approval of a bid tabulation and award of a contract to C orrective A sphalt Materials, L L C for the
2019 Maltene P avement Rejuvenation P roject in the amount $436,580, and authorize the C ity Manager to
approve contract changes under $175,000 without further C ity C ouncil consideration.
S taff Report No. 57
C .C onsider approval of a proposal for B olton & Menk to provide construction engineering services for the
Lyndale Avenue Reconstruction P roject for a fee not to exceed $818,606.
S taff Report No. 58
6.C onsideration of items, if any, removed from C onsent C alendar
O T H E R B U S IN E S S
7.C onsider adoption of revisions to the Inclusionary Housing P olicy with regards to Housing and Redevelopment
A uthority scattered-site programs.
S taff Report No. 59
C IT Y MAN AG E R’S R E P O R T
8.C ity Manager's Report
C LAIMS AN D PAYR O L LS
9.C laims and P ayrolls
Open forum (15 minutes maximum)
E ach speaker is to keep their comment period to three minutes to allow sufficient time for others. C omments
are to be an opportunity to address the C ouncil on items not on the agenda. I ndividuals who wish to address
the C ouncil must have registered prior to the meeting.
10.A djournment
Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96
hours in advance to the City Clerk at 612-861-9738.
CITY COUNCIL MEETING MINUTES
Richfield, Minnesota
Special City Council Work Session
April 9, 2019
CALL TO ORDER
The meeting was called to order by Mayor Regan Gonzalez at 5:16 p.m. in the Bartholomew
Room.
Council Members Maria Regan Gonzalez, Mayor; Edwina Garcia; Mary Supple; Simon
Present: Trautmann; and Ben Whalen.
Staff Present: Katie Rodriguez, City Manager; Kristin Asher, Public Works Director; Jeff
Pearson, City Engineer; Melissa Poehlman, Assistant Community
Development Director; and Jared Voto, Executive Aide/Analyst.
City of Bloomington Gene Winstead, Mayor; Tim Busse, Council Member; Shawn Nelson, Council
Present: Member; Patrick Martin, Council Member; Jamie Verbrugge, City Manager;
Karl Keel, Public Works Director; Julie Long, City Engineer; and Amy Marohn,
Civil Engineer.
Item #1
DISCUSS I-494 CORRIDOR PROJECT WITH BLOOMINGTON CITY COUNCIL
Richfield and Bloomington City Councils and staff members introduced themselves.
Richfield City Engineer Pearson and Bloomington Civil Engineer Marohn presented on I -494:
Airport to Hwy 169 project including a project overview, project schedule, the regional transportation
goals, and staff -developed local goals (transportation and econ omic). They introduced the local goals
and asked for feedback from policymakers.
Mayor Regan Gonzalez asked about adding a communication effort to the “minimize impacts
to businesses during construction” item and if stormwater impacts were included in these goals
generally, since it was specifically called out.
Bloomington Council Member Busse commented on thinking about businesses and minimizing
business impacts during construction as a top priority, while also thinking about using the design of
494 as an economic development tool for the corridor.
Bloomington Public Works Director Keel commented that staff has been thinking about that
there will be impacts to properties and how to guide those impacts so that there are developable
parcels and more long-term positives for the corridor.
Bloomington Mayor Winstead agreed that communication is key for businesses and r esidents
during construction.
Council Member Whalen commented that there are two goals with “et cetera” and thought it
would be worth clarifying and making them more measurable to ensure we can look back at goals and
determine if we succeeded with the project.
Special Council Work Session Minutes -2- April 9, 2019
Council Member Supple commented on the importance of working together with Bloomington
as what is good for Richfield is good for Bloomington and vice versa.
Council Member Trautmann agreed with all the comments and wants to set the goal of positive
outcomes for the corridor, not the least, worst choice. He commented we should work to minimize
impacts while maximizing opportunities.
Mayor Regan Gonzalez thanked staff from both cities for pulling these goals together and
moving the cities forward together.
Bloomington Mayor Winstead discussed having a reality check at some point and prioritizing
goals and pieces of the project since currently $200 million of funding is a vailable for a $400 million
project. Whether it be a prioritization issues/goals, getting additional funding, or phasing the project.
Mayor Regan Gonzalez asked staff about the next steps in the goals and project.
City Engineer Pearson stated that staff will work through and prioritize the goals with their
respective City Councils and asked MnDOT to speak about the project.
Amber Blanchard, Project Director for 494 Corridors of Commerce project, spoke about
upcoming internal MnDOT meetings to discuss the state of funding for this project and the funding
gap and stated she would come back to give an update when they had this information available.
Council Member Supple asked Ms. Blanchard if she was referring to the 494 project only, or
the underpass and 82nd as well.
Ms. Blanchard responded it includes 494 and 82nd, but the 77th Street underpass is a local
project.
City Manager Rodriguez gave a brief history of the 77th Street Underpass project, for the
benefit of the Bloomington City Council, and provided an update on the construction schedule, current
funding, and funding gap.
Bloomington Mayor Winstead discussed the importance of the 77th Street Underpass project
as it ties together other elements in the corridor.
Public Works Director Asher discussed the underpass ’s importance to Richfield and its
development as part of the commitment to the ring route solution, and stated her belief that it has
more value to the region than it does to the city.
ADJOURNMENT
The work session was adjourned by unanimous consent at 6:04 p.m.
Date Approved: April 23, 2019
Maria Regan Gonzalez
Mayor
Jared Voto Katie Rodriguez
Executive Aide/Analyst City Manager
CALL TO ORDER
The meeting was called to order by Mayor Regan Gonzalez at 7:00 p.m. in the Council
Chambers.
Council Members Maria Regan Gonzalez, Mayor; Mary Supple; Edwina Garcia; Simon
Present: Trautmann; and Ben Whalen.
Staff Present: Katie Rodriguez, City Manager; Mary Tietjen, City Attorney; Jay Henthorne,
Police Chief; Kristin Asher, Public Works Director; Chris Regis, Finance
Director; Kris Weiby, Facilities Manager; Logan Vlasaty, Civil Engineer; and
Jared Voto, Executive Aide/Analyst.
OPEN FORUM
None.
PLEDGE OF ALLEGIANCE
Mayor Regan Gonzalez led the Pledge of Allegiance.
APPROVAL OF MINUTES
M/Regan Gonzalez, S/Supple to approve the minutes of the: (1) Special concurrent City
Council, HRA, and Planning Commission work session of March 26, 2019; and (2) Regular City
Council meeting of March 26, 2019.
Motion carried 5-0.
Item #1
PROCLAMATION: NATIONAL PUBLIC SAFETY TELECOMMUNICATORS
WEEK (APRIL 14-20)
Chief Henthorne introduced Tony Martin, PSAP Manager with the City of Edina . Mr. Martin
spoke regarding the work of the 911 dispatchers who work hand-in-hand with the Richfield Police and
Fire Departments.
CITY COUNCIL MEETING MINUTES
Richfield, Minnesota
Regular Meeting
April 9, 2019
Council Meeting Minutes -2- April 9, 2019
Council Member Garcia stated her appreciation for the work that the dispatchers do for the
city’s residents.
Mayor Regan Gonzalez read the proclamation aloud and presented it to Mr. Martin.
Item #2
COUNCIL DISCUSSION
Hats Off to Hometown Hits
Attending the Richfield Red, White & Blue Days Parade (4th of July)
Council Member Garcia spoke regarding Mayor Regan Gonzalez visiting her high school in
Janesville, Wisconsin, and received a plaque celebrating her achievements; the possible upcoming
snowfall predicted for Thursday; offered her condolences to the family of Tom Rub lein who passed
away recently, and discussed his contributions to Richfield . She said a memorial service would take
place on April 13 from 5-6 p.m. at Cremation Society of MN on France Ave.
Council Member Supple offered her condolences to the family of Tom Rub lein and spoke
about her memories of him and how he tried to make the world a better place.
Council Member Trautmann offered his condolences to the family of Tom Rublein; and also
remembered his grandmother, Rosa Margarita Cordova, who recently passed away. A memorial
service will be held on April 20 at 10 a.m. at Straitgate Church in Minneapolis.
Council Member Supple thanked the Richfield Rotary for providing a free library to the
Richfield Arts Commission that will be located near the Richfield Band Shell and they are building free
libraries on May 11 from 8:30 to 11:30 a.m. (more information on their Facebook page); thanked the
community who help clean up ou r parks and mentioned the City of Richfield staff and commission
members are doing a clean -up of Veterans Park on Tuesday, April 23 from 11 a.m. to 2 p.m.; and
spoke regarding a D Line tour hosted by the Metropolitan Council that she attended and discussed
the bus rapid transit (BRT) line.
Council Member Whalen spoke regarding the Richfield Arts Commission and Friendship City
Commission’s co-hosted event at the Community Center and the photographs are still on display
through May; the Community Wellness Expo is in the morning on April 13 at the Richfield High
School; and the Friends of Wood Lake is hosting their an nual fundraising dinner on April 26 and
encouraged people to get their tickets.
Mayor Regan Gonzalez offered her condolences to the Rub lein family and Trautmann family;
and spoke regarding her opportunity to meet and talk with Richfield police officers; on July 27 the
Urban Wildland 5K and half marathon is taking place and encouraged people to sign -up; the
rescheduled State of the Community is taking place on April 11 and encouraged everyone to attend
(even if it snows); and discussed the upcoming Red, White & Blue Days and encouraged everyone to
attend.
Item #3
APPROVAL OF THE AGENDA
M/Supple, S/Whalen to approve the agenda.
Motion carried 5-0.
Council Meeting Minutes -3- April 9, 2019
Item #4
CONSENT CALENDAR
City Manager Rodriguez presented the consent calendar.
A. Consider adoption of a resolution to support the Metro Transit D Line Bus Rapid Transit
Project and the stops within Richfield along Portland Avenue at 66th, 70th, 73rd, and 77th
Streets. (S.R. No. 50)
RESOLUTION NO. 11618
RESOLUTION OF SUPPORT FOR THE METRO D LINE PROJECT
B. Consider adoption of a resolution authorizing Recreation Services staff to accept a $25,000
outdoor recreation grant from the Minnesota Department of Natural Resources for
improvements to a dock and boardwalk at Wood Lake Nature Center and execute agreemen ts
necessary to complete the project. (S.R. No. 51)
RESOLUTION NO. 11619
RESOLUTION AUTHORIZING RECREATION SERVICES STAFF TO
ACCEPT A $25,000 OUTDOOR RECREATION GRANT FROM THE
MINNESOTA DEPARTMENT OF NATURAL RESOURCES FOR
IMPROVEMENTS TO A DOCK AND BOARDW ALK AT WOOD LAKE
NATURE CENTER AND EXECUTE AGREEMENTS NECESSARY TO
COMPLETE THE PROJECT
M/Garcia, S/Trautmann to approve the consent calendar.
Motion carried 5-0.
Item #5
CONSIDERATION OF ITEMS, IF ANY, REMOVED FROM THE CONSENT
CALENDAR
None.
Item #6
CONSIDER ACCEPTANCE OF A BID TABULATION AND APPROVE AWARD
OF A CONTRACTS FOR T HE CITYWIDE WATER METER REPLACEMENT
PROJECT TO CORE AND MAIN LP FOR SCHEDULE A WORK FOR $2,808,741
AND VANGUARD UTILITY SERVICE, INC. FOR SCHEDULE B AND SCHEDULE
D WORK FOR $1,070,677.45 AND AUTHORIZE THE CITY MANAGER TO
APPROVE CONTRACT CHANGES UP TO $175,000 WITHOUT FURTHER CITY
COUNCIL CONSIDERATIO N. (S.R. NO. 52)
Council Member Supple presented Staff Report No. 52
Public Works Director Asher commented that with the approval of this item they will start a
pilot program in May to ensure the communication process meets the City’s needs and after that is
successfully implemented will roll it out to a larger area of the city.
Council Meeting Minutes -4- April 9, 2019
Mayor Regan Gonzalez asked about the benefits of these new meters and their additional
features.
Public Works Director Asher responded that the selected meters will have a high accuracy
rate, assist with leak detection, and the City can read the meters on a more frequent basis because
they will not have to drive every street. There will also be a platform for residents t o check their water
usage.
Council Member Trautmann thanked Public Works staff for their work and shared his
appreciation with their work and is looking forward to the upgrade .
Public Works Director Asher added the technology allowing residents to see their water usage
will allow the department to communicate with residents, via text or email if residents sign up, allowing
areas that are impacted by water main breaks, or other notifications, to be notified.
M/Supple, S/Whalen to accept the bid tabulation and approve award of contracts for the
Citywide Water Meter Replacement project to Core and Main LP for Schedule A work for $2,808,741
and Vanguard Utility Service, Inc. for Schedule B and Schedule D work for $1,070,677.45 and
authorize the City Manager to approve contract changes up to $175,000 without further City Council
consideration.
Motion carried 5-0.
Item #7
CONSIDER APPROVAL OF: FINAL DESIGN PLANS AND SPECIFICAT IONS
FOR THE LYNDALE AVENUE RECONSTRUCTION PROJECT FROM 66TH
STREET TO 76TH STREET; AND THE BID TABULATION AND AWARD OF
CONTRACT TO R.L. LARSON EXCAVATING, INC. IN THE AMOUNT OF
$10,672,483.27 AND AUTHORIZATION OF THE CITY MANAGER TO AP PROVE
CONTRACT CHANGES UNDER $175,000 WITHOUT FURTHER CITY COUNCIL
CONSIDERATION. (S.R. NO. 53)
Council Member Whalen presented Staff Report No. 53.
City Engineer Pearson presented an overview of the Lyndale Avenue Reconstruction project.
Council Member Supple asked for clarification if on-street parking north of 67th Street was on
both sides of the street.
City Engineer Pearson responded it would be on both sides of the street.
Council Member Supple thanked staff for receiving resident’s concerns and making
appropriate adjustments to the design.
Council Member Garcia commended staff for following through with meeting with residents,
hearing their concerns, and the final product will look beautiful.
Council Member Trautmann thanked residents for their feedback on the pro ject, commented
on saving trees in the corridor, discussed the process for these major reconstructions and looking into
the future of the area, and commented on the positives of roundabouts.
Mayor Regan Gonzalez commented she is looking forward to this re construction and making
Lyndale Ave safer for everyone.
Council Meeting Minutes -5- April 9, 2019
Council Member Whalen commented he was impressed by the residents and staff working
together to make sure this project meets the needs of the corridor, up to the individual lots .
M/Whalen, S/Trautmann to approve the final design plans and specifications for the Lyndale
Avenue Reconstruction Project from 66th Street to 76th Street.
Motion carried 5-0.
M/Whalen, S/Supple to approve the bid tabulation and award of contract to R.L. Larson
Excavating, Inc. in the amount of $10,672,483.27 and authorize the City Manager to approve contract
changes up to $175,000 without further City Council consideration.
Motion carried 5-0.
Item #8
CONSIDER ADOPTION OF A RESOLUTION PROVIDING FOR THE SALE OF
$8,865,000 GENERAL OBLIGATION BONDS, SERIES 2019A. (S.R. NO. 54)
Mayor Regan Gonzalez presented Staff Report No. 54.
Finance Director Regis provided an overview of the bond sale.
Council Member Supple commented that she reviewed the capital improvement budget and
financing plans and stated she supported the reduction of the par amount through the use of LGA and
is looking forward to the upcoming work sessions related to balancing the long-term needs with our
ability to pay.
Council Member Garcia commented on improving clarity on the budget and we are healthy
financially when looking into the future .
Mayor Regan Gonzalez asked City Manager Rodrig uez to share some details on looking into
the budget in the future.
City Manager Rodriguez discussed goal setting and discussing finances at a meeting on May
14 and also having additional meetings to go over the budget.
Council Member Trautmann commented discussing the budget is a timely conversation and
investing in our infrastructure pays dividends throughout the city.
Council Member Whalen commented on the conversation on the budget, capital planning, and
upcoming projects for public works and recreation that are needed while mi nimizing the impact on
residents and the tax levy.
M/Regan Gonzalez, S/Supple to adopt a resolution providing for the sale of $8,865,000
General Obligation Bonds, Series 2019A.
RESOLUTION NO. 11620
RESOLUTION PROVIDING FOR THE SALE OF $8,865,000 GENERAL
OBLIGATIONS BONDS, SERIES 2019A
Motion carried 5-0.
Council Meeting Minutes -6- April 9, 2019
Item #9
CONSIDER APPROVAL OF A FACILITY DEDICATION REQUEST TO
DEDICATE THE STAGE OF THE RICHFIELD COMMUNITY BAND SHELL TO
THE PETERSON FAMILY. (S.R. NO. 55)
Council Member Garcia presented Staff Report No. 55 and discussed the work in making the
band shell a reality and the importance of remembering those who have contributed to Richfield.
M/Garcia, S/Trautmann to approve a facility dedication request to dedicate the stage of the
Richfield Community Band Shell to the Peterson Family.
Motion carried 5-0.
Item #10
CITY MANAGER’S REPORT
City Manager Rodriguez asked Council if they would like to participate in the Red, White &
Blue Days parade.
Council Members discussed and agreed to participate in the Richfield Red, White & Blue Days
parade.
Item #11
CLAIMS AND PAYROLLS
M/Garcia, S/Whalen that the following claims and payrolls be approved :
U.S. Bank 04/09/19
A/P Checks: 276386 - 276767 $ 1,451,392.15
Payroll: 144588 - 144906; 43047 675,739.38
TOTAL $ 2,127,131.53
Motion carried 5-0.
OPEN FORUM
None.
Item #12
ADJOURNMENT
The meeting was adjourned by unanimous consent at 8:43 p.m.
Council Meeting Minutes -7- April 9, 2019
Date Approved: April 23, 2019
Maria Regan Gonzalez
Mayor
Jared Voto Katie Rodriguez
Executive Aide/Analyst City Manager
AGENDA SECTION:CONSENT CALENDAR
AGENDA ITEM #5.A.
STAFF RE P ORT NO. 56
CIT Y COUNCIL ME E T ING
4/23/2019
RE P O RT P RE PA RE D B Y: Jesse S wenson, HR Manager
D E PA RTME NT D IRE C TO R
RE V IE W: P am D ymtrenko, A dministrative S ervices D irector/A ssistant C ity Manager
4/16/2019
O THE R D E PA RTM E NT RE V IE W: N/A
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
4/16/2019
I T E M F O R C O UNC IL C O NS ID E RAT I O N:
Consider adoption of a resolution modifying a Health Care Savings Plan for International Association
of Firefighters (IAF), Local 1215 bargaining unit employees.
E X E C UT IV E S UM M ARY:
I n 2001, the Minnesota legislature granted authority to the Minnesota State Retirement System (MS RS) to
offer a post-employment Health Care Savings Plan (HC S P) to eligible employees of the State of Minnesota
and other governmental subdivisions. A post-employment HC S P is an employer-sponsored program that
allows employees to save money to pay towards medical expenses and/or health insurance premiums after
termination of employment. Employees are able to choose among different investment options provided by the
State Board of I nvestment. Assets contributed into the program are tax-free, accumulate tax free, and if used
for medical expenses, remain tax-free.
The I nternational Association of Firefighters (I A F), Local 1215 bargaining unit employee group has agreed
upon a modification to its plan that modifies the bi-weekly contribution amount. Under state statute,
modifications to HC S P's cannot be made more often then once every two years. The last modification to the
Management HC S P was in 2006. Staff is recommending amending the Post Employment Health Care
Savings Plan for I A F, Local 1215 bargaining unit employees.
RE C O M M E ND E D AC T I O N:
By motion: Adopt a resolution modifying a Health Care Savings Plan for eligible International
Association of Firefighters (IAF), Local 1215 bargaining unit employees.
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
Legal authority to establish a HC S P is provided through Minn. Stat. 352.98 and I nternal Revenue
Service rulings. The establishment of each plan, including contribution formulae, must be
negotiated when dealing with a collective bargaining unit or personnel policy where non-union
employees are involved. Once established, the plan must be filed with MS RS to initiate or modify
the plan.
Participation for each individual employee within a bargaining unit or employee group is
mandatory once the plan is established for that respective group. Moreover, the amounts
contributed for or by each employee in a particular group must be the same for every employee of
the group; however, contributed amounts between employee groups will vary.
A Health Care Savings Plan was established by the City Council for the I nternational Association
of Firefighters (I A F) Local 1215 on March 6, 2006. Under state statute, plan modifications may
be made no more frequently than once every two years.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
Minnesota Statutes have been amended to provide the opportunity for a very valuable benefit to
City employees. The City of Richfield has offered this benefit to employee groups that are
interested in such a mandatory plan.
Approval of the resolution by the City Council will provide the City authority to proceed with this
modified program for the I nternational Association of Firefighters (I A F), Local 1215 bargaining
unit employees. Plan modifications can be made every two years.
C.C R IT IC AL T IMIN G IS S U E S:
There is no time critical issue pertaining to the timing of this modification; however, the majority of
I nternational Association of Firefighters (I A F), Local 1215 bargaining unit employees have
expressed a desire to implement the modified program, so it should be pursued at the City’s
earliest opportunity.
After City approval, this plan must be submitted to MS RS for filing and implementation.
D.F IN AN C IAL IMPAC T:
There is no cost to the City in this version of the plan since the City makes no contribution. I n
fact, there is a cost savings to the City in that wages and severance pay that the employee
contributes to the Health Care Savings plan are not subject to Social Security or Medicare
contributions.
The plan provides a great tax savings to the participating employees and provides a tax
mechanism to fund post-employment medical costs.
E.L E GAL C ON S ID E R AT ION:
There is legal authority for this plan in Minnesota Statutes and I RS Code.
The plan modification has been sent to the State for review and has received informal approval.
ALTE R N AT IV E R E C O MME N D ATIO N(S):
The City Council could decide not to approve this plan modification. I n that case, the current plan would
remain in effect; however, this decision contradicts the wishes of the majority of this employee group.
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
None
AT TAC H ME N T S:
D escription Type
F ire HC S P B ackup Material
Resolution Resolution L etter
Policy: International Association of Firefighters, Local 1215
Post Employment Health Care Savings Plan
Approved by: Richfield City Council on February 28, 2006 Date TBD.
Effective Date: March 6, 2006 May 2019
Page: 1 of 2
Plan Purpose The City of Richfield and the Firefighters (IAF Local 1215)
bargaining unit are interested in establishing a means for eligible
employees to participate in a mandatory program to help defray
some of the costs of post employment health related expenses,
including health insurance premiums using pre-tax dollars.
Participation in the Post Employment Health Care Savings Plan,
administered by the Minnesota State Retirement System (MSRS),
is intended to provide an opportunity to accomplish that goal.
Post
Employment
Health Care
Savings Plan
A Post Employment Health Care Savings Plan (HCSP) is an
Employer-sponsored program that allows eligible employees to:
1) defer payment of a portion of unused Vacation and Holiday
Leave as a severance payment at the time of termination to
pay for eligible health insurance premiums and/or health
expenses after separation from City service, and
2) defer a portion of an Employees’ biweekly salary for deposit
into their HCSP for the payment of qualified healthcare related
expenses after separation from City service.
Employees will be able to choose among several different
investment options provided by the Minnesota State Board of
Investment. Under the Plan, amounts contributed into the HCSP
are tax-free and not subject to FICA contributions. Assets in the
HCSP will accumulate tax-free and since payouts are used for
qualifying medical expenses, they will also remain tax-free.
Eligibility to
Participate
Participation in the Firefighters HCSP is mandatory for all
employees that meet the following requirements:
1. The Employee must be a member of the Richfield Firefighter
Bargaining Unit at the time of termination of employment.
Contribution
Formula
Mandatory participation in the Firefighter HCSP shall be in
accordance with, and limited to the following formulas for
contributions:
I. Biweekly Contribution
1. An eligible Employee must contribute $25 $50 per pay period to the
Employee’s account in the Firefighter HCSP. Such contributions
shall not exceed $25 $50 per pay period.
II. Severance Contribution
1. Severance based on all accumulated but unused Vacation Leave
and Holiday Leave hours shall be paid as a credit to the
Employee’s account in the Firefighter HCSP.
2. Severance based on all eligible Sick Leave as determined by Article
9, SICK LEAVE of the Firefighter collective bargaining agreement
shall be paid as a credit to the Employee’s account in the
Firefighter HCSP.
3. All severance payments contained in this section shall be calculated
by multiplying the number of hours by the applicable rate of pay
upon termination.
Contributions authorized under this Plan shall continue until such time
as this memorandum is amended or repealed by the City of Richfield
and IAF, Local 1215.
HCSP
Administration
The HCSP is authorized under the Internal Revenue Code and is
administered by the Minnesota State Retirement System.
RESOLUTION NO.
RESOLUTION ESTABLISHING AN UPDATED AMENDED POST EMPLOYMENT
HEALTH CARE SAVINGS PLAN FOR FIREFIGHTER EMPLOYEES (LOCAL 1215)
WHEREAS, Laws of Minnesota 2001, chapter 352.98, authorizes the Minnesota
State Retirement System (MSRS) to offer a Post Employment Health Care Savings Plan
(Plan) program to state employees, as well as, other governmental subdivisions, and
WHEREAS, the Internal Revenue Service Code provides for such Plans, and
WHEREAS, the City of Richfield currently offers such a Plan to eligible City
employees as a tax free method for employees to set aside money to cover the ever
increasing costs of health insurance and medical costs after termination of public
employment, and
WHEREAS, such plans must be established by employee group, either through a
collective bargaining agreement for union employees or a personnel policy for employees
not covered by a collective bargaining agreement, and
WHEREAS, modification to the provisions of an established Plan for the Firefighters
(Local 1215) employee group have been agreed to by the Firefighters (Local 1215)
employee group and the City of Richfield, and
WHEREAS, the proposed plan is a net savings to the City of Richfield and a benefit
to the individual employees covered by the plan.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Richfield hereby authorizes the City Manager to amend the Health Care Savings Plan for
the Firefighters (Local 1215) group of employees in the City of Richfield.
Adopted by the City Council of the City of Richfield, Minnesota this 23rd day of April
2019.
Maria Regan Gonzalez, Mayor
ATTEST:
Elizabeth VanHoose, City Clerk
AGENDA SECTION:CONSENT CALENDAR
AGENDA ITEM #5.B.
STAFF RE P ORT NO. 57
CIT Y COUNCIL ME E T ING
4/23/2019
RE P O RT P RE PA RE D B Y: L ogan V lasaty, C ivil E ngineer
D E PA RTME NT D IRE C TO R RE V IE W: K ristin A sher, P ublic Works D irector
4/16/2019
O THE R D E PA RTM E NT RE V IE W: N/A
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
4/16/2019
I T E M F O R C O UNC IL C O NS ID E RAT I O N:
Consider approval of a bid tabulation and award of a contract to Corrective Asphalt Materials, LL C for
the 2019 Maltene Pavement Rejuvenation Project in the amount $436,580, and authorize the City
Manager to approve contract changes under $175,000 without further City Council consideration.
E X E C UT IV E S UM M ARY:
I n 2018, the City initiated a thorough pavement preservation and maintenance program for streets that follows
the residential mill and overlay program. The intent is to preserve the new road surface and further extend
pavement life. The maintenance program includes:
Maltene Rejuvenation or reclamite application (1-3 years following mill and overlay)
Crack Sealing (1-3 years following)
Sealcoat or other application (7-10 years following)
This year's reclamite application will be performed on the streets that were resurfaced in 2017 and 2018. Bids
for the project were opened on March 28, 2019. Corrective Asphalt Materials, L LC was the only
bidder, with a bid of $436,580.
The Preservation Process
After paving, asphalt settles and dries out causing surface voids to form that allow water into the pavement and
ultimately lead to cracking and other forms of pavement failure. Maltene based pavement rejuvenation,
using the product known as Reclamite, soaks into these voids to seal them. T his process gives the
asphalt more durability and flexibility, and results in longer pavement life.
RE C O M M E ND E D AC T I O N:
By motion: Approve the bid tabulation and award of contract to Corrective Asphalt Materials, L LC in
the amount of $436,580 for the Maltene Pavement Rejuvenation project, and authorize the City
Manager to approve contract changes under $175,000 without further City Council consideration.
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
I n September 2014, the Accelerated Mill and Overlay program was approved in the Five-Year
Reconstruction Plan for the purpose of utilizing street reconstruction bonds to finance the work in
place of special assessments. The bonds are paid down by an increase in the electric and gas
franchise fees, effective April 2014.
Approximately 85 miles of roadway will be milled and overlaid as part of the six year program.
Maltene based pavement rejuvenation/Reclamite is a critical part of the preservation of the City's
investment in the Accelerated Mill & Overlay Program.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
I n 2014, the City Council approved an Accelerated Mill and Overlay Program to complete the
remaining 85 miles of roads that have not received any major resurfacing since they were
constructed. This program also includes the repair of storm and sanitary manholes and catch
basins.
An increase in electric and gas franchise fees was approved in 2013, and enacted in
April 2014, to fund the Accelerated Mill and Overlay Program and provide long-term pavement
preservation.
C.C R IT IC AL T IMIN G IS S U E S:
The maltene based pavement rejuvenation must be completed by the fall.
Regular preventive maintenance techniques are effective in delaying costly street reconstruction
projects.
D.F IN AN C IAL IMPAC T:
One (1) bid was received for the 2019 Maltene Pavement Rejuvenation project.
The lowest responsive and responsible bid was $436,580 submitted by Corrective Asphalt
Materials, LLC.
This work is funded by the existing franchise fees.
E.L E GAL C ON S ID E R AT ION:
W hen the amount of purchase is estimated to exceed $175,000, sealed bids shall be solicited by
public notice in the manner and subject to the law governing contracts or purchases by the City of
Richfield.
The advertisement for bid for the project was published in the Richfield Sun-Current and on
the Questcdn.com website on March 14, 2019.
Bid opening was held on March 28, 2019. A copy of the bid tabulation is attached.
ALTE R N AT IV E R E C O MME N D ATIO N(S):
None
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
None
AT TAC H ME N T S:
D escription Type
B id Tab E xhibit
2019 Pavement Rejuvenation Project BID TABULATION SHEET Bid #: 19-04 Bid Opening: March 28, 2019 Richfield Municipal Center, Babcock Conference Room Award of Contract: April 23, 2019 Contractor Bond Non-Collusion Intent to Comply Responsible Contractor Certificate Total Base Bid Corrective Asphalt Materials X X X X $ 436,580.00
AGENDA SECTION:CONSENT CALENDAR
AGENDA ITEM #5.C.
STAFF RE P ORT NO. 58
CIT Y COUNCIL ME E T ING
4/23/2019
RE P O RT P RE PA RE D B Y: Jeff P earson, C ity E ngineer
D E PA RTME NT D IRE C TO R RE V IE W: K ristin A sher, P ublic Works D irector
4/16/2019
O THE R D E PA RTM E NT RE V IE W: N/A
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
4/16/2019
I T E M F O R C O UNC IL C O NS ID E RAT I O N:
Consider approval of a proposal for Bolton & Menk to provide construction engineering services for
the Lyndale Avenue Reconstruction Project for a fee not to exceed $818,606.
E X E C UT IV E S UM M ARY:
At the April 9, 2019, meeting, the City Council approved final plans and awarded the construction contract for
the Lyndale Avenue Reconstruction Project. The design engineer, Bolton & Menk, has submitted a proposal to
provide the construction engineering services for the project in an amount not to exceed $818,606. Bolton &
Menk is in the City's Engineering Consultant Pool and is an experienced engineering firm and the project's
design engineer. Staff has negotiated a proposed scope of services that is typical and adequate for a project
of this scale.
RE C O M M E ND E D AC T I O N:
By motion: Approve hiring of Bolton & Menk to provide construction engineering services for the
Lyndale Avenue Reconstruction Project for a fee not to exceed $818,606.
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
Lyndale Avenue is one of the oldest corridors in the city.
Originally, Highway 65 crossed the state along this corridor and while major traffic was shifted to
I nterstate 35W.
Lyndale Ave remains a critical corridor connecting Richfield residents to the commercial area at
66th Street, the Wood Lake Nature Center, Richfield High School, and provides a gateway to the
community with access to both I nterstate 494 and the Crosstown Highway.
The physical condition of the roadway and underground utilities are past their service life and
require reconstruction.
At the April 9, 2019 meeting, City Council approved moving forward into reconstruction.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
The project is identified in the City's Capital I mprovement Program and Five-Year Street
Reconstruction Plan.
Council approval is required for expenditures over $175,000.
C.C R IT IC AL T IMIN G IS S U E S:
Construction is expected to begin May 1, 2019.
D.F IN AN C IAL IMPAC T:
The construction engineering services has a not to exceed amount of $818,606.
The Lyndale Avenue Reconstruction Project is funded through Street Reconstruction Bonds.
E.L E GAL C ON S ID E R AT ION:
The City Attorney will be available to answer questions.
ALTE R N AT IV E R E C O MME N D ATIO N(S):
None
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
None
AT TAC H ME N T S:
D escription Type
C onstruction S ervices P roposal C ontract/A greement
N:\Proposals\Richfield\Lyndale Avenue\Construction Services\UPDATED 0415 Proposal_Construction Services_Lyndale Ave.docx
April 15, 2019
City of Richfield
Attn: Mr. Jeff Pearson
City Engineer
RE: Proposal for Professional Engineering & Surveying Services
Lyndale Avenue Reconstruction – Construction Services
Dear Mr. Pearson:
Thank you for allowing Bolton & Menk, Inc. to provide you with this proposal for Construction Services
in support of the City of Richfield’s Lyndale Avenue Reconstruction Project. We have enjoyed working
with the City on the preliminary and final design of this important project and look forward to continuing
to assist the City throughout the construction phase. This proposal is based on the final plans that have
recently been completed along with our understanding of overall construction staging and scheduling. As
a part of this proposal, we have described our project understanding, detailed our proposed scope of work,
and itemized our estimated fees.
Project Understanding
The Lyndale Avenue Reconstruction project is a 1.2 mile reconstruction project of a critical corridor
through the City of Richfield. The project includes reconstruction of the street, public utilities, and
pedestrian facilities. The bulk of construction activities are scheduled to occur in 2019, between May and
November.
This project includes the following key elements: intersection access, ADA facility improvements, public
utility installations, traffic signal replacement, traffic control staging and management, erosion control
and storm water management, retaining walls, and TPAR (Temporary Pedestrian Access Routes)
maintenance during construction.
Construction administration activities extend beyond ensuring construction elements are in accordance
with the contract documents, it will require coordination and communication with many stakeholders
which was initiated during the design phase.
Bolton & Menk is uniquely qualified to oversee the construction administration phase of this project by
maintaining the continuity in staff and keen understanding of the project plans, contract documents, and
project stakeholders.
Scope of Work
Phase 3: Construction Services
Task 1: Preconstruction Coordination
Our project team will schedule and facilitate the preconstruction meeting, along with an open house for
the public. We will review shop drawings, collect/catalog pre-construction photos of the corridor, prepare
contract submittal checklist, organize project records and files.
Lyndale Avenue Reconstruction – Construction Services Proposal
April 15, 2019
Page 2
N:\Proposals\Richfield\Lyndale Avenue\Construction Services\UPDATED 0415 Proposal_Construction Services_Lyndale Ave.docx
Task 2: Construction Administration
Construction administration services include a part-time construction engineer onsite regularly to help
address construction-related questions by the Contractor, review and process construction changes,
attend/conduct weekly construction meetings, conduct weekly on-site neighborhood meetings, assist in
addressing area business and property owner concerns, review of quantities, review and tracking of
change orders, and preparation of pay estimates. Construction administration will also include monitoring
project schedule and keeping the City apprised of construction progress.
We have estimated part-time, onsite, construction engineering needs at 20-24 hours/week for 32 weeks,
along with project management support at 6 hours/week for 32 weeks.
Task 3: Construction Observation
The Bolton & Menk team will provide full-time onsite construction observation for this project. We
understand the various construction stages and scale of this project. Given the size of the project, it will be
necessary for the contractor to have a minimum of 2-crews, likely more, working throughout the duration
of the project, likely in multiple stages of the project. We propose to have two construction observers
onsite full-time for the majority of construction, estimated at 20-weeks, and then will look to scale back to
one construction observer once utility work is complete to finish the project, estimated at an additional
12-weeks. If supplemental observation is necessary beyond these levels we understand City staff will
provide support. Our project team will monitor and adjust our staffing as necessary according to the
Contractor’s schedule and project needs, or as requested by the City.
Duties of the Construction Observer will include attendance at the pre-construction meeting, construction-
related meetings as construction allows, service as a liaison between the City and the Contractor; review
of the ongoing and completed work to monitor and document if the project is in general conformance
with the plans and specifications; review of all materials and compaction testing; maintenance of
construction documentation; communication with affected property owners, as necessary, to address their
construction-related concerns and issues.
Full-time observation needs are estimated at 55-60 hours/week for 32 weeks for the primary construction
observer and 55-60 hours/week for 20 weeks for our secondary construction observer throughout
underground utility work.
Task 4: Public Communication
Continued stakeholder engagement is inherent to the success of the Lyndale Avenue Reconstruction
project. Therefore, widespread and ongoing public communication will be necessary throughout the
construction phase of this project. Our communications team, with input from our onsite construction
team, will assist in preparing monthly project newsletters and construction notices (utility shutdowns,
access restrictions, etc.). The communication liaison will attend weekly construction meetings to
take/record meeting meetings, and they will distribute the minutes following the meeting.
Task 5: Construction Staking
We will have a dedicated survey crew chief during construction to ensure consistency in staking over the
duration of the project. Bolton & Menk has over 15 survey crews in the Metro area allowing for sufficient
capacity during heavy construction periods for supplemental survey assistance.
It is anticipated that a survey crew will be onsite approximately 25 hours per week, on average,
throughout the construction season.
Lyndale Avenue Reconstruction – Construction Services Proposal
April 15, 2019
Page 3
N:\Proposals\Richfield\Lyndale Avenue\Construction Services\UPDATED 0415 Proposal_Construction Services_Lyndale Ave.docx
Task 6: Punchlist and Warranties
Bolton & Menk will complete final review of the project elements for maintenance, final cleanup, and
coordinate any remaining punchlist items in the spring of 2020.
Task 7: Contract Closeout
Bolton & Menk will finalize any outstanding extra work orders and project close-out documents.
Task 8: Record Drawings
Bolton & Menk will complete an asbuilt survey of the utility improvements, traffic signals, and RRFB’s
throughout the corridor following construction. We will provide the City with the data file to be uploaded
into the City’s online records.
Construction Testing
Bolton & Menk requested a proposal from AET to complete construction testing for the City on this
project. AET has provided a proposal based on MnDOT’s State Aid testing schedule. Because the City is
not utilizing State Aid funding, it is up to the City’s discretion as to how much testing is ultimately
completed. The estimated fee included with this proposal is to follow the State Aid testing schedule, with
the exception of testing on the retaining wall backfill. AET included additional density tests for the
backfill of the wall. It is proposed to have AET contract directly with the City for construction testing.
Estimate of Fees
Because the engineer has no direct control over the scheduling or operations of the project Contractor,
construction phase services described in this proposal are proposed to be provided on an hourly basis. The
fees for these individual tasks are estimates:
PHASE 3 CONSTRUCTION SERVICES
Task 1 Preconstruction Coordination $ 27,121
Task 2 Construction Administration $ 131,616
Task 3 Construction Observation $ 452,720
Task 4 Public Communication $ 27,621
Task 5 Construction Staking $ 122,560
Task 6 Punchlist and Warranties $ 19,442
Task 7 Contract Closeout $ 12,278
Task 8 Record Drawings $ 25,248
TOTAL ESTIMATED FEES $ 818,606
Construction Testing $ 74,439
Bolton & Menk, Inc. shall not supervise, direct, or have control over the contractor’s work. Bolton &
Menk, Inc. shall not be responsible for the means, methods, procedures, techniques, or sequences of
construction, nor for the safety on the job site.
Lyndale Avenue Reconstruction – Construction Services Proposal
April 15, 2019
Page 4
N:\Proposals\Richfield\Lyndale Avenue\Construction Services\UPDATED 0415 Proposal_Construction Services_Lyndale Ave.docx
The primary Bolton & Menk team for construction includes the following people:
Principal in Charge Marcus Thomas, P.E.
Transportation Project Manager Tim Lamkin, P.E.
Principal Project Manager Sarah Lloyd, P.E.
Construction Engineer Sam Ellison, P.E.
Senior Construction RPR Gary Garr
Construction RPR/Design Engineer Zachary Parsons, E.I.T
Landscape Architect Joel Odens, PLA, ASLA
Survey Manager Eric Wilfahrt, L.S.
Thank you for the opportunity to provide you with this proposal for construction services. We look
forward to providing these professional services to the City of Richfield and appreciate your consideration
of Bolton & Menk, Inc. Please contact us if you have any questions, need additional information, or wish
to discuss this proposal.
Sincerely,
Bolton & Menk, Inc.
Tim Lamkin, P.E. Sarah E. Lloyd, P.E.
Transportation Project Manager Principal Engineer
Encl.
Client: City of Richfield, MNProject:Lyndale Avenue ReconstructionTask No.Work Task DescriptionPrincipal In-Charge(Marcus Thomas)Project Manager(Sarah Lloyd / Tim Lamkin)Communications Liaison(Nicole Schmidt)Lead Construction Observer(Gary Garr)Support Construction Observer(Zach Parsons)Construction Field Engineer(Sam Ellison)Specialist SupportLicensed Surveyor(Eric Wilfarht)Survey Technician(Office/Field)Survey Crew ChiefAdministrative AssistantTotalsCosts1.0Preconstruction Coordination (March, 2019 - April, 2019)1.1Attend Construction Open House224$5101.2Coordinate/Schedule Precon Meeting224$5901.3Prepare Precon Agenda and Presentation424414$1,7201.4Attend / Conduct Precon Meeting422222216$2,3001.5Precon Meeting Minutes145$5571.6Pre-Construction Photos and GIS Photo Support121224$3,3241.7Prepare Contract Submittal Checklist412420$2,5641.8Review Plans and Specs 216826$3,9081.9Coordinate and Conduct City & Contractor Meeting - Outside of Precon (1)2248$1,1841.10Organize Project Records, Files, Submittal Logs, IRA Set-Up, Coordinate One Office 2881634$4,0821.11Private Utility Coordination (Relocation & Guard and Protect)228214$2,1221.12Preconstruction Submittal Reviews 482032$4,260Subtotal Hours - Task 1025124812641220224201$27,1212.0Construction Administration (Late-April, 2019 - November, 2019)2.1Project Manager - Average Weekly Commitment (32 weeks, 6 hours/week)200200$33,0002.2Construction Field Engineer - Average Weekly Commitment (32 weeks, 22 hours/week)704704$91,5202.3Misc Administrative Support (32 weeks, 2 hours/week total)86472$7,096Subtotal Hours - Task 28200000704000064976$131,6163.0Construction Observation (Late-April, 2019 - November, 2019)3.1Lead Inspector - Average Weekly Commitment (32 weeks, 55 hours/week)17601760$293,9203.2Support Inspector - Average Weekly Commitment (20 weeks, 60 hours/week) 12001200$150,0003.2Support Inspector (Specialty) - Average Weekly Commitment (8 weeks, 10 hours/week)8080$8,800Subtotal Hours - Task 30001760120008000003040$452,7204.0Public Communication During Construction4.1Compile & Maintain Public Information Plan (Including Contact Log/List)4 1620$2,2284.2Set-Up Communications Platforms, Pre-Construction Newsletter, Coordinate with City on Construction Website1 8615$1,6094.3Create Monthly Newsletter and Distribute to Impacted Properties (Assumes 6 newsletters, 8 hours each)4 4852$5,3644.4Weekly Construction Meetings, includes: Meeting Prep, Attendance, Minutes, Minutes Distribution (32 weeks, 4 hours/week)13016146$14,5004.5Create Construction Notices (assumes 20 notices, 2 hours/notice)4040$3,920Subtotal Hours - Task 409242000220000273$27,6215.0Construction Staking (April, 2019 - November, 2019)5.1Licensed Land Surveyor5151$7,9055.2Survey Technician (Office/Field)8484$9,2405.3Survey Crew Chief727727$105,415Subtotal Hours - Task 5000000051847270862$122,5606.0Punchlist and Warranties (April, 2020 - October, 2021)6.1Final Inspections for Maintenance and Final Cleanup (Spring, 2020) 44044$7,3406.2Punchlist Follow-Up and Certification of Completion (Spring, 2020)44044$7,3406.3Landscaping Warranty Inspection (Fall, 2020 and 2021)2161634$4,762Subtotal Hours - Task 601009600160000122$19,442Detailed Cost EstimateBolton & Menk, Inc.Lyndale Avenue Reconstruction - Construction AdministrationCity of Richfield, MN
Client: City of Richfield, MNProject:Lyndale Avenue ReconstructionTask No.Work Task DescriptionPrincipal In-Charge(Marcus Thomas)Project Manager(Sarah Lloyd / Tim Lamkin)Communications Liaison(Nicole Schmidt)Lead Construction Observer(Gary Garr)Support Construction Observer(Zach Parsons)Construction Field Engineer(Sam Ellison)Specialist SupportLicensed Surveyor(Eric Wilfarht)Survey Technician(Office/Field)Survey Crew ChiefAdministrative AssistantTotalsCostsDetailed Cost EstimateBolton & Menk, Inc.7.0Contract Closeout7.1Complete State Aid Compliance Documents0$07.2Final Extra Work Processing and Closeout Documentation, Coordination Items1620440$6,5007.3Complete Project Closeout Documents444820$2,5367.4Closeout Meetings and Management (3)126220$3,2427.5Claims Resolution (NOT included in fee estimate)0$0Subtotal Hours - Task 70320300100000880$12,2788.0Record Drawings8.1Review and Prepare Record Drawings2122010641204178$25,248Subtotal Hours - Task 80201220100641204178$25,248.00Total Hours82782541946123278813059888491005732Total HoursAverage Hourly Rate$199.00 $165.00 $98.00 $167.00 $125.00 $130.00 $110.00 $155.00 $110.00 $145.00 $86.00Subtotal$1,592 $45,870 $24,892 $324,982 $154,000 $102,440 $14,300$9,145 $9,680 $123,105 $8,600Subtotal Base Fee - Bolton & Menk (Excludes Construction Testing)$818,606Lyndale Avenue Reconstruction - Construction AdministrationCity of Richfield, MN
550 Cleveland Avenue North | Saint Paul, MN 55114
Phone (651) 659-9001 | (800) 972-6364 | Fax (651) 659-1379 | www.amengtest.com | AA/EEO
This document shall not be reproduced, except in full, without written approval from American Engineering Testing, Inc.
CONSULTANTS
· ENVIRONMENTAL
· GEOTECHNICAL
· MATERIALS
· FORENSICS
February 11, 2019
Bolton & Menk, Inc.
12224 Nicollet Avenue
Burnsville, MN 55337
Attn: Ms. Sarah Lloyd, PE (sarah.lloyd@bolton-menk.com)
RE: Quality Assurance Testing Proposal
Lyndale Ave Reconstruction
S.A.P. 157-363-032
Richfield, Minnesota
AET Proposal No. 20-21015
Dear Ms. Lloyd:
Thank you for the opportunity to provide a proposal to perform testing services on the referenced
projects. This proposal has been prepared in response to your recent request, dated February 5,
2019, and describes our understanding of the project, our anticipated scope of services, our unit
rates, and an estimated total fee to perform these services.
PROJECT INFORMATION
City of Richfield (hereafter referred to as the City) will be reconstructing Lyndale Avenue from
76th Street to 66th Street. The project will be funded by Local Funds.
95 percent plans were prepared by Bolton & Menk, Inc. We understand Construction Inspection
and Contract Management of the project will be performed by the City or their designated
representative. If any changes are made once the plans are completed and project specifications
are completed, modifications to our testing rates may need to be made.
The project includes curb and gutter, sidewalks, bituminous paving, concrete paving, retaining
walls, utilities (storm sewer, sanitary sewer, and watermain).
PROJECT APPROACH
During the construction improvements, AET will provide experienced, MnDOT certified
Engineering Technicians to perform sampling and material testing services in general accordance
with the 2018 S.A.L.T. Schedule of Materials Control. For this project, Brian Arman will be AET’s
contact. He can be reached at (612) 685-6571.
We understand that the City will contract with MnDOT Metro Inspections for bituminous and
concrete plant monitoring.
Bolton & Menk, Inc – Lyndale Ave Reconstruction
AET Proposal No. 20-21015
February 11, 2019
Page 2 of 5
SCOPE OF SERVICES
Based on our review of the available plans and our experience with similar projects, our anticipated
scope of services is outlined below. These services will be provided on a part-time, will-call basis
coordinated through authorized BMI personnel.
Soils Sampling and Testing
Our estimate of the sampling and testing to be performed on the grading and base items is based
on the requirements of MnDOT’s “Specified Density Method” and in accordance with MnDOT
Schedule of Materials Control. AET will perform MnDOT Relative Density testing (Proctor) as
well as in-place density and moisture testing on the following materials:
• Utility trench backfill.
• Embankment fill
The MnDOT Dynamic Cone Penetrometer will be used to verify compaction on the Aggregate
Base sections of the project following the MnDOT Penetration Index and Moisture Content
procedures in accordance with the MnDOT Schedule of Materials Control.
AET will perform the sampling of the aggregate base materials, and transport the samples to our
St. Paul, Minnesota laboratory. City personnel will update AET on the schedule of material
placement, material sources (including changes in source), and changes in quantities.
Retaining Wall Backfill
Our estimate for the testing of the modular block retaining wall backfill will satisfy the
requirements of MnDOT’s “Specified Density Method” and in accordance with MnDOT Schedule
of Materials Control. AET has included in our estimate the performance of in place density testing
at a frequency of 1 test per 50 lineal feet for every 1 foot of vertical backfill placement. AET
recommends this level of testing for modular block retaining wall backfill to reduce the risk of
failure of the wall for both Bolton & Menk and the City. Our services do not include inspection
of the geogrid placement or contractors means and methods to achieve the construction of the
modular block retaining wall. We assume the observations of the geogrid placement and the
contractor’s means and methods of construction will be performed by Bolton & Menk or City
personnel.
Bituminous Pavement Sampling and Testing As bituminous paving is being completed, AET personnel will pick-up companion samples
provided by the contractor, during each day of paving, and transport the samples to our St. Paul,
Minnesota laboratory. Samples will be tested in our laboratory for MnDOT Gyratory Mix
Properties as follows:
• Gyratory Density (AASHTO T312) MnDOT Modified.
Bolton & Menk, Inc – Lyndale Ave Reconstruction
AET Proposal No. 20-21015
February 11, 2019
Page 3 of 5
• Rice Specific Gravity (ASTM D2041).
• Asphalt extraction and aggregate gradation (ASTM D2172 Method E-11) MnDOT
Modified C137 and C117.
• Fine Aggregate Angularity (AASHTO T 304, Method A, MnDOT 1206.5).
• Percent Crushed Particles (MnDOT 1214.8).
AET will utilize the MnDOT program to determine random core locations of bituminous based on
information provided by City personnel regarding tonnage and pavement placement patterns. AET
personnel will mark the sample locations in the field. The City will coordinate the removal of both
the contractor and companion cores with the contractor.
After the completion of the coring, AET will retrieve companion core samples from the project
contractor for laboratory testing. This testing will include the following:
• The thickness of each layer of the core sample.
• The density of each layer of the core sample.
Concrete Testing
During the placement of concrete curb and gutter, and sidewalk, AET will perform field testing
consisting of slump, air content, and temperature of the plastic concrete, followed by casting of
cylinders for compression testing. The 2018 S.A.L.T. Schedule of Materials Controls requires
field testing for slump, air content, and temperature per every 100 cubic yards of each type of
concrete placed each day. Compressive strength cylinders (1 set of 3 cylinders) are required once
per every 300 cubic yards of each type of concrete placed each day; the cylinders will be retrieved
the following day for curing and testing in our laboratory. The 3 cylinders are to be tested at 28-
days. We are proposing to cast sets of 5 cylinders, with compressive strength testing as follows:
1 at 7 days, 3 at 28 days, and 5th cylinder will be held in reserve for future testing if the 28-day
strength requirement is not met.
Concrete Plant Inspection
This proposal does not incorporate the time and cost to perform concrete plant inspections. These
services will be provided at your request.
Bituminous Plant Inspection
This proposal does not incorporate the time and cost to perform bituminous plant inspections.
These services will be provided at your request.
REPORTING
AET staff will prepare reports for the BMI to review. These reports will include the results of our
field and laboratory testing as performed per the 2018 S.A.L.T. Schedule of Materials Control and
testing frequencies referenced in the project documents. Daily field reports will also be prepared.
AET will also provide a roster of certified personnel performing testing on the project, as well as
the completed IA report (if required).
Bolton & Menk, Inc – Lyndale Ave Reconstruction
AET Proposal No. 20-21015
February 11, 2019
Page 4 of 5
INDEPENDENT ASSURANCE
AET staff will coordinate with the MnDOT office of Independent Assurance (IA) to schedule
audits of AET field and laboratory staff performing sampling and testing for this project, if
required. Through the MnDOT Tester Inventory form we will ensure all AET staff providing
services to this project meet the requirements set forth by IA.
ESTIMATED FEES
Our services will be provided on a unit cost basis according to the unit rates provided in the
attached Fee Schedule Tabulations. Our invoices will be determined by multiplying the number
of personnel hours or tests by their respective unit rates.
We have estimated a “minimum required estimate” for the project which estimates the tests needed
to satisfy the requirements as defined in the Schedule of Materials Control and the project
documents. The “likely needed estimate” is the cost that we anticipate will be required to complete
the previously described testing services, based on our experience and assumed scheduling of the
project. Therefore, we propose a budget cost estimate using the “likely needed” estimate for the
scope of services for the project as outlined in this proposal. Our “likely needed” estimated fee is
$74,439.00. We refer you to the attached Materials Testing Estimate as reference to how we
arrived at this estimated cost for each project. We caution that this is only an estimated cost.
Often, variations in the overall cost of the services occur due to reasons beyond our control, such
as weather delays, changes in the contractor’s schedule, unforeseen conditions or retesting. These
variations will affect the actual invoice totals, either increasing or decreasing our total costs for the
project from those estimated in this proposal. If more time or tests are required, additional fees
may be needed to complete the project testing services. If less time or tests are needed, a cost
savings will be realized.
TERMS AND CONDITIONS
Our services will be performed per the Master Subcontract Agreement for Professional Services
Between Bolton & Menk, Inc. and American Engineering Testing, Inc. dated July 22, 2013 which
was updated by Amendment No. 3, dated January 8, 2019
ACCEPTANCE
AET requests written acceptance of this proposal in the Proposal Acceptance box below, but the
following actions shall constitute your acceptance of this proposal together with the Terms and
Conditions: 1) issuing an authorizing purchase order for any of the Services described in this
proposal, 2) authorizing AET’s presence on site, or 3) written or electronic notification for AET
to proceed with any of the Services described in this proposal. Please indicate your acceptance of
this proposal by signing below and returning a copy to us. When you accept this proposal, you
represent that you are authorized to accept on behalf of the Client.
Bolton & Menk, Inc – Lyndale Ave Reconstruction
AET Proposal No. 20-21015
February 11, 2019
Page 5 of 5
GENERAL REMARKS
AET appreciates the opportunity to provide this service for you and looks forward to working with
you on this project. If you have any questions or need addition information, please contact me.
Sincerely,
American Engineering Testing, Inc.
Zachary J. Anunson, P.E. Brian F. Arman
Staff Engineer II Senior Project Manager
Phone: (612) 685-7172 Phone: (612) 685-6571
Email: zanunson@amengtest.com Email: barman@amengtest.com
Attachments: Materials Testing Estimate
Construction Service Agreement – Terms and Conditions
AET PROPOSAL No.: 20-21015 ACCEPTANCE AND AUTHORIZATION
Signature ________________________________
Date ______________________
Typed/Printed Name:___________________________________________________________
Company:____________________________________________________________________
Minimum Likely Minimum Likely
Common Embankment yd3 1,550 62 112 2 3 140.00 280.00 420.00
1 3 20.00 20.00 60.00
1 2 16.00 16.00 32.00
Sanitary Sewer/Watermain LF 19,788 Specified Density-Nuclear (1 per 2' of fill per 250') (T)130 150 16.00 2080.00 2400.00
Storm Sewer LF 5,765 40 55 16.00 640.00 880.00
Aggregate Base - Class 5 yd3 12,200 15 20 14 20 105.00 1470.00 2100.00
10 10 20.00 200.00 200.00
DCP (1 per 500 yd3)25 35 55.00 1375.00 1925.00
Percent Crushed (Engineer's Discretion)0 0 180.00 0.00 0.00
Aggregate Quality Tests (Engineer's Discretion)0 0 961.00 0.00 0.00
Percent Ashpalt Content (Engineer's Discretion)0 1 225.00 0.00 225.00
yd3 2,389 40 120 1 2 105.00 105.00 210.00
1 2 20.00 20.00 40.00
Specified Density-Nuclear (1 per 1' of fill every 50')146 155 16.00 2336.00 2480.00
Bituminous Testing - SP Wearing Course Mix ton 10,526 10 13 7 10 500.00 3500.00 5000.00
18 45 46.00 828.00 2070.00
Common and Boulevard Topsoil Borrow yd3 1,355 0 0 0 0 298.00 0.00 0.00
yd3 4,895 30 90
85 150 3.00 255.00 450.00
85 150 22.00 1870.00 3300.00
Concrete Sample Pick Up Service 10 18 75.00 750.00 1350.00
Concrete - Pavement yd3 375 3 7 3 6 40.00 120.00 240.00
(Assumes maximum 3 days of paving)
3 6 60.00 180.00 360.00
Concrete Sample Pick Up Service 2 3 75.00 150.00 225.00
160 362 Subtotal =16,195.00 23,967.00
* Material Quantities are estimated based upon Statement of Estimated Quantities, standard conversions, and plans.
Unit Rate ($)Minimum Quantity Likely Quantity Minimum Cost
Mile 0.75 3,840 4,608 2,880.00
Hour 90.00 362 434 32,580.00
Project Management Hour 132.00 40 60 5,280.00
Subtotal =40,740.00
Minimum Likely
Estimate prepared by: Zachary Anunson 56,935.00 74,439.00
Materials Testing Estimate for Lyndale Ave Reconstruction ‒ SALT SMC 2018
Likely Cost
Agency Testing & Frequency
Gradation (2 per lot)
Moisture Content (1 per 10,000 yd3 - 10 max.)
Plastic Concrete Testing (1 set of 5 cyl per 100 yd3) -
Included in hourly rate
Cylinder Molds (5 cyl per 300 yd3)
Flexural Strength Testing of Concrete Beams
Sample pick up from job site
Specified Density-Nuclear (1 per 4,000 yd3)
Topsoil Borrow Testing
Moisture Content (1 per 1,000 yd3 Max of 10)
S.A.P. 157-363-032; Richfield, Minnesota
Concrete - Walk, Curb & Gutter, Ped. Ramps, Sill,
Driveways
Proctor (1 per soil type)
Cost ($)
Total Cost Estimate =
Companion Core Density
Moisture Content (1 per 10,000 yd3 Max of 10)
39,096.00
3,456.00
7,920.00
Concrete Beam Mold Rental
Testing of Plastic Concrete - Included in hourly rate
MnDOT Gyratory Mix Properties (1 per day per mix type)
Sample pick up from job site
Testing of hardened Concrete Cylinders
Cost per
Test ($)
Specified Density-Nuclear (1 per 500 LF) (L)
50,472.00
Technician Time
Mileage
Time and Mileage
Material HoursTrips # of Tests
Structural Backfill (Modular Block Retaining Wall)Gradation (1 per source)
QuantityUnits
AGENDA SECTION:OTHER BUSINESS
AGENDA ITEM #7.
STAFF RE P ORT NO. 59
CIT Y COUNCIL ME E T ING
4/23/2019
RE P O RT P RE PA RE D B Y: Julie Urban, Housing Manager
D E PA RTME NT D IRE C TO R RE V IE W: John S tark, C ommunity D evelopment D irector
4/17/2019
O THE R D E PA RTM E NT RE V IE W: N/A
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
I T E M F O R C O UNC IL C O NS ID E RAT I O N:
Consider adoption of revisions to the Inclusionary Housing Policy with regards to Housing and
Redevelopment Authority scattered-site programs.
E X E C UT IV E S UM M ARY:
I n February, the Housing and Redevelopment Authority (HRA) discussed the application of the I nclusionary
Hosing policy to its scattered-site housing programs. Commissioners determined that developments involving
rehabilitation and long-term affordability meet the intent of the policy. I n the case of this policy, long-term
affordability would need to be demonstrated through a land-trust deed, a mortgage restriction or other
enforceable document requiring affordability.
The revised policy was approved by the HRA on April 15. I t is attached for City Council consideration (with
the only changes being to subdivision 4).
RE C O M M E ND E D AC T I O N:
By motion: Adopt a revised Inclusionary Housing Policy, clarifying language relating to the Housing
and Redevelopment Authority's scattered-site housing programs.
B AS IS O F RE C O M M E ND AT I O N:
A.H IS TOR IC AL C ON T E X T
I n February, the HRA discussed the application of the I nclusionary Housing Program to its
scattered-site housing programs. Historically, the HRA's New Home Program has involved both
new construction and rehabilitation of existing housing. The focus on one or the other has been
flexible, depending on market conditions and where the greatest need is.
The HRA determined that it was appropriate to clarify the I nclusionary Housing policy to include
those housing units that are rehabilitated and for which long-term affordability is ensured.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
The City Council adopted the I nclusionary Housing Policy on October 23, 2018, to ensure that
projects that receive HRA funding include a mix of affordable as well as market-rate housing. W ith
regards to the HRA's scattered-site programs, the policy requires that at least 20 percent of the
units constructed in any three-year period must meet the proscribed affordability requirements.
C.C R IT IC AL T IMIN G IS S U E S:
The policy update was approved by the HRA on April 15, 2019 and will be considered by the
Economic Development Authority at their next meeting.
D.F IN AN C IAL IMPAC T:
I n the current housing market, the per unit subsidies for constructing new and rehabilitating
existing housing is substantial. The HRA has historically adapted the New Home Program to
respond to changing market conditions and provide the greatest impact with the limited financial
resources available. The proposed update to the I nclusionary Housing Policy is consistent with
this practice.
E.L E GAL C ON S ID E R AT ION:
N/A
ALTE R N AT IV E R E C O MME N D ATIO N(S):
The City Council may decide not to revise the I nclusionary Housing Policy.
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
N/A
AT TAC H ME N T S:
D escription Type
Inclusionary Housing P olicy update B ackup Material
Red-line version of updated Inclusionary Housing P olicy B ackup Material
City of Richfield
Richfield Housing and Redevelopment Authority
Richfield Economic Development Authority
Inclusionary Affordable Housing Policy
The City of Richfield, Richfield Housing and Redevelopment Authority, and Richfield Economic
Development Authority are committed to building a community that is welcoming and affordable to
a diverse population of individuals and families at all stages of their lives. As such, we hereby
establish the following policy for the inclusion of affordable housing in development proposals.
Requirements
1. Housing Development Projects containing the construction of at least 5 new units which receive
Financial Assistance from HRA, EDA or City:
a. Must contain at least 20% affordable units
i. At least 20% of rental housing units must be made affordable to tenant
households earning no more than 60% of the Area Median Income over a period
of ten years or the duration of the subsidy (whichever is longer);
ii. At least 20% of owner-occupied housing units must be made affordable to, and
initially sold to, households earning no more than 115% of the Area Median
Income;
iii. At least 20% of the grand total of housing units in a mixed rental/ownership
development must be affordable at the affordability levels established in 1.a)i
and 1.a)ii,
or;
b. Must contribute to the Richfield Housing and Redevelopment Fund
i. 15% of the “net present value” of Tax Increment generated by the project (or
15% of the net present value of other types of assistance) must be pledged to
the Richfield Housing and Redevelopment Fund over a period of ten years or the
duration of the subsidy (whichever is longer), or;
ii. A pro-rata combination of the above (i.e. 10% affordable units and a 7.5%
contribution) may be considered, and;
c. Must agree to provide 90 days’ advance notice to the public body providing funding of
any sale of the property,
and;
d. Must agree to not discriminate against households utilizing Housing Choice Vouchers
(Section 8) or other forms of rental assistance.
2. Non-Housing Development Projects that receive Financial Assistance from HRA, EDA or City and
which result in the loss of affordable housing:
a. Affordable housing units eliminated by the project must be replaced on-site or at
another location in Richfield by the developer at similar affordability levels, or;
b. 5-15% (depending on the magnitude of the loss of affordable housing) of the “net
present value” of the Financial Assistance provided must be pledged to the Richfield
Housing and Redevelopment Fund over a period of ten years or the duration of the
subsidy (whichever is longer).
Incentives
3. Housing Development Projects which include affordable units (as outlined in 1a above) are
eligible to apply to the City for the following considerations regardless of whether or not they
receive Public Financial Assistance:
i. Building Permit Fee Reductions (10% reduction for rehabilitation and/or 5%
reduction for new construction);
ii. 4d Property Tax Reduction (rental projects);
iii. Consideration of code flexibility (e.g., smaller setbacks, excessive impervious
surface, etc.) in planned unit developments;
iv. A housing unit density bonus of 5-15% (e.g., a project in an area that allows 8-24
units/acre could add an additional 1-4 units/acre and remain in compliance).
Exceptions
4. With regards to “scattered-site single family housing development,” at least 20% of the units
newly constructed or rehabilitated and converted to long-term affordability in any three-year
period must meet the proscribed affordability requirements.
5. The City Council or Board of Commissioners of the Housing and Redevelopment Authority or
Economic Development Authority may vary the application of this policy as circumstances
warrant with the adoption of findings of the reasons for doing so.
Adopted as revised:
This 24th day of April, 2019 by the Richfield City Council.
______________________ _______________________
Mayor City Manager
This 15th day of April, 2019 by the Richfield Housing and Redevelopment Authority.
______________________ _______________________
Chair Secretary
This Day of , 2019 by the Richfield Economic Development Authority.
______________________ _______________________
President Secretary
City of Richfield
Richfield Housing and Redevelopment Authority
Richfield Economic Development Authority
Inclusionary Affordable Housing Policy
The City of Richfield, Richfield Housing and Redevelopment Authority, and Richfield Economic
Development Authority are committed to building a community that is welcoming and affordable to
a diverse population of individuals and families at all stages of their lives. As such, we hereby
establish the following policy for the inclusion of affordable housing in development proposals.
Requirements
1. Housing Development Projects containing the construction of at least 5 new units which receive
Financial Assistance from HRA, EDA or City:
a. Must contain at least 20% affordable units
i. At least 20% of rental housing units must be made affordable to tenant
households earning no more than 60% of the Area Median Income over a period
of ten years or the duration of the subsidy (whichever is longer);
ii. At least 20% of owner-occupied housing units must be made affordable to, and
initially sold to, households earning no more than 115% of the Area Median
Income;
iii. At least 20% of the grand total of housing units in a mixed rental/ownership
development must be affordable at the affordability levels established in 1.a)i
and 1.a)ii,
or;
b. Must contribute to the Richfield Housing and Redevelopment Fund
i. 15% of the “net present value” of Tax Increment generated by the project (or
15% of the net present value of other types of assistance) must be pledged to
the Richfield Housing and Redevelopment Fund over a period of ten years or the
duration of the subsidy (whichever is longer), or;
ii. A pro-rata combination of the above (i.e. 10% affordable units and a 7.5%
contribution) may be considered, and;
c. Must agree to provide 90 days’ advance notice to the public body providing funding of
any sale of the property,
and;
d. Must agree to not discriminate against households utilizing Housing Choice Vouchers
(Section 8) or other forms of rental assistance.
2. Non-Housing Development Projects that receive Financial Assistance from HRA, EDA or City and
which result in the loss of affordable housing:
a. Affordable housing units eliminated by the project must be replaced on-site or at
another location in Richfield by the developer at similar affordability levels, or;
b. 5-15% (depending on the magnitude of the loss of affordable housing) of the “net
present value” of the Financial Assistance provided must be pledged to the Richfield
Housing and Redevelopment Fund over a period of ten years or the duration of the
subsidy (whichever is longer).
Incentives
3. Housing Development Projects which include affordable units (as outlined in 1a above) are
eligible to apply to the City for the following considerations regardless of whether or not they
receive Public Financial Assistance:
i. Building Permit Fee Reductions (10% reduction for rehabilitation and/or 5%
reduction for new construction);
ii. 4d Property Tax Reduction (rental projects);
iii. Consideration of code flexibility (e.g., smaller setbacks, excessive impervious
surface, etc.) in planned unit developments;
iv. A housing unit density bonus of 5-15% (e.g., a project in an area that allows 8-24
units/acre could add an additional 1-4 units/acre and remain in compliance).
Exceptions
4. With regards to “scattered-site single family housing development,” at least 20% of the units
newly constructed or rehabilitated and converted to long-term affordability in any three-year
period must meet the proscribed affordability requirements.
5. The City Council or Board of Commissioners of the Housing and Redevelopment Authority or
Economic Development Authority may vary the application of this policy as circumstances
warrant with the adoption of findings of the reasons for doing so.
Adopted as revised:
This 24th day of April, 2019 by the Richfield City Council.
______________________ _______________________
Mayor City Manager
This 15th day of April, 2019 by the Richfield Housing and Redevelopment Authority.
______________________ _______________________
Chair Secretary
This day of , 2019 by the Richfield Economic Development Authority.
______________________ _______________________
President Secretary