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5-20-14CCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN AAGGEENNDDAA Tuesday, May 20, 2014 7:00 pm Richfield Community Center (Fireside Room), 7000 Nicollet Ave Commission Members Staff Liaisons Reed Bornholdt, Crystal Brakke, Joannette Cintron de Nunez, Dan Edgerton, Carolyn Engeldinger, Terry Heinze, Tracy Hollenback, Teresa Kruse, Arlan Nelson, Michele Thompson Jim Topitzhofer (Staff Liaison) John Evans (Secretary) Jeff Perason (PW/Transportation) Tom Rublein (Planning Com) Edwina Garcia (City Council) 1. Approval of Minutes Regular Meeting: April 15, 2014 2. Approval of Agenda 3. Public Comment Resident comment and items not printed on agenda 4. Staff Reports Recreation Services (Topitzhofer) • FOWL Dinner • Ice Arena Improvements 5. Action Items Veterans Park Play Equipment Replacement RFP 6. Discussion Items County Road Streetscapes (Pearson) 7. Committee Reports Transportation Commission (Edgerton) Band Shell Taskforce (Bornholdt) FOWL Board (Brakke) Planning Commission (Engeldinger) Arts Commission (Thompson) 8. Next Meeting Tuesday, June 17, 2014, 7:00 pm Richfield Community Center 9. Adjournment April 15, 2014 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, April 15, 2014 Richfield Community Center (7000 Nicollet Ave) PRESENT CSC: Carolyn Engeldinger, Crystal Brakke, Teresa Kruse, Arlan Nelson, Reed Bornholdt, Terry Heinze, Michele Thompson, Joannette Cintron de Nunez, Dan Edgerton STAFF: Jim Topitzhofer, John Evans, Chris Link ABSENT CSC: Tracy Hollenback PLAN COM : Tom Rublein COUNCIL: Edwina Garcia Call to Order/Approval of Minutes/Introductions Bornholdt called the meeting to order at 7:00 pm. Edgerton pointed out the wrong name in the March minutes for the call to order. Brakke moved, seconded by Nelson, to approve the minutes with the aforementioned correction. Approved, ayes all. Engeldinger moved, seconded by Kruse, to approve this evening’s agenda. Approved, ayes all. New members Cintron de Nunez and Kruse introduced themselves. Staff Reports Recreation Services Topitzhofer reported on the following: Taft Fishery Grant: Staff submitted a grant to the DNR for amenities at Taft Lake to improve access to the lake, including boat access, platform around the water’s edge, and a new fishing pier. Egg Scramble: The event was held on Saturday, April 12, at Augsburg Park, and was very well-attended with 180 kids. Ice Arena Improvements: A current retail tenant, Hat Trick Hockey, will no longer lease space at the Arena. A trainer with the MN Magicians will use the room as a workout facility. This will lower the budget for the renovation project. The locker room construction will be finished on the west side of the building in two weeks. Vets Park Play Equipment Replacement: The play equipment is due to be replaced; a topic has been posted on Richfield Connect to gather ideas about people’s preferences for playground equipment. Based on those ideas, an RFP will be written and volunteers from the CSC score the proposals that are submitted. Public Works Link reported on the following: Emerald Ash Borer: The City is continuing their direct-injection/removal program for ash trees. LED Street Lights: The City is considering replacing existing streetlights with LED lights, which would be a significant savings over the current $250,000 operating cost for electricity. Gateway: Staff has worked with volunteers from the Transportation Commission to develop an idea for a series of border signs with landscaping to make the entrance points to the City more attractive. Sweet Streets: A marketing campaign has begun to inform the public about the major road improvements being done over the next several years, including mill and overlay and restriping of some of the major roads. Action Items 2015-2019 Parks Capital Improvement Plan Topitzhofer reviewed the capital improvement plan for 2015-2019. Brakke asked if the Taft Pier mentioned in the previous month’s plan would be covered by the DNR being requested; Topitzhofer said that the grant would cover the cost of the pier. He mentioned the largest item in upcoming years: the replacement of the refrigeration system at the Ice Arena to a system that doesn’t use Freon, which will be outlawed. He said that the project will be funded over several years worth of CIP budgets. Brakke asked if there would be any public funds that will assist with the conversion of the system and asked if the CSC members can help. Topitzhofer said that there is legislation, but it wouldn’t benefit us now. So, we don’t know at this time if there will be funding in 2017 for Richfield, but advocates would be greatly important. Edgerton asked if the capital improvement budget should bear the burden of this system conversion or if the Council may consider other sources. Other CSC members agreed that this would be a great burden on the capital budget. Topitzhofer said that the only other source that might be possible would be a bond referendum and that may be a possibility by that time. Kruse asked about the cost of major maintenance items to park buildings, like roof replacements, etc. Topitzhofer said that those types of items are funded by the $45,000 Parks Maintenance item in the capital budget. Topitzhofer asked if that Arena should remain in the CIP as presented; Edgerton said that it should stay in for now, but it is more urgent than new construction items like the band shell or play equipment. Thompson moved, seconded by Kruse, to recommend Council approval of the 2015-2019 Parks Capital Improvement Plan. Approved, ayes all. Committee Reports Transportation Commission: Edgerton provided the report. Band Shell Task Force: Bornholdt provided the report, saying that the group held their monthly meeting last Saturday (4/12) and a group of people was in attendance that has voiced opposition to the band shell being located at Vets Park for environmental reasons. Topitzhofer said that Nature Center Manager Shragg talked with the Audubon Society who said that the band shell would not negatively impact the bird life. Brakke asked if certain experts and consultants could be brought together with those opposed to the location could meet to address these concerns. Topitzhofer said that an open house will be held and the Council will ultimately decide. FOWL: Brakke provided the report, mentioning the Wood Lake Benefit Dinner on Friday, April 25. Planning Commission: Garcia provided the report. Arts Commission: Thompson provided the report. Next Meeting/Adjournment Regular May Meeting Tuesday, May 20, 7:00 pm, Richfield Community Center (7000 Nicollet Ave). Edgerton moved, seconded by Nelson, to adjourn. Meeting adjourned at 8:52 pm. DRAFT MINUTES UNTIL APPROVED BY THE CSC. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: May 20, 2014 Agenda Item Veterans Park Play Equipment Request for Proposals Agenda Section Action Items Attachments Veterans Park Play Equipment RFP Contact Jim Topitzhofer Recommended Action Recommend advertising the attached RFP. The Commission developed the following planning process for the replacement of play equipment at Veterans Park, scheduled this year. March 18 Discuss Planning Process April 10 Post project on Richfield Connect to gather input from the community for four weeks May 20 Present Request for Proposal (RFP) to Community Services Commission. Select scoring team. Advertise RFPs. June 17 to July 16 Conduct public meeting to present top scoring projects July 22 Council Consideration of Contract July 23 Order New Equipment and Materials September 23 Remove Existing Equipment and Begin Installation of New Equipment October 15 New Equipment Installed The project was posted on Richfield Connect and received a number of ideas from residents (see attached). Ideas that were incorporated in the attached Request for Proposals (RFP) include: • Adult Exercise Equipment • Range of activities encompassing a very wide age range. • Rock Climbing Equipment • Rope Climbing Structure • Neutral Colors The project budget was increased to $150,000 as discussed in last month’s meeting. A small portion of the project will be completed next Spring when the Capital Improvement Budget contributes an additional $25,000. Renovation of usable existing equipment is permissible to add as much value to the design as possible. Jim Topitzhofer will present further details of the attached RFP for discussion An adult exercise area AUTHOR: Janna G There are playgrounds that are designed around exercise and fitness. Adults can use them and children can as well. Comment by Jim T Great idea Janna. Thanks! A rock climbing/rope climbing structure AUTHOR: Molly I think this would be an excellent addition for older kids and wouldn't take up too much room. I'm thinking of something similar to STEM park or Lake Harriet's climbing features. More neutral color scheme AUTHOR: Molly It would nice if the new equipment could incorporate more greens/grey/rust colors to blend into the beautiful background of legion lake. Comment by Jim T Thanks Molly. I'm hearing the same from others. A structure that encompasses a very wide age range. AUTHOR: Lisa R A design with easier, lower entry elements around the outside that lead to more challenging elements in the middle will naturally weed kids out based on ability. Everyone will want to play on a new structure. Older kids will wreck one that bores them, younger kids are apt to get hurt if it's too challenging. Comment by Jim T Thanks for your great comments Lisa. If you happen to see play equipment that you really like somewhere else, please take a picture of it and send it in. An art center with classes, daily hours, etc. AUTHOR: Judy G We have playgrounds all over the city. We have no dedicated space for the arts. All the other suburbs have art centers. When will it ever be time to dedicate money from the liquor stores to the arts - and not just a band shell that can be used a few times in the summer if it is not raining? A real place, open all year round, where people go to see art, use equipment, take classes, etc. Art centers serve people of all ages. They enrich a community. WHEN will an Art Center ever be part of Richfield's plans? Comment by Troy S A bandshell would, by definition, provide a place to see art. Though this is probably not the forum for bringing up that particular hot-button issue. The topic is actually about an area that youth can physically engage themselves and the hows & whats in upgrading an aging set of structures for that same purpose. As an artist, I certainly agree with the notion that we do need more access for our children to express themselves creatively. I believe a well done playground will bring creative thinking, as well as fitness and social interaction in concert with just plain old fun. Comment by Judy G We have a page on the city website about an art center. There is one room in the Veterans' Park building called an Art Center. It has no staff. It is open by special arrangement only. There is very minimal art equipment, no classes, no gallery, no programs except for some kid activities during one Farmers Market per month during the summer. Due to the design of the building, it is almost impossible to climate control, so it can't be open in the winter. If you don't believe me, go over there and see. Comment by Dan E Don't we already have an art center? www.ci.richfield.mn.us/index.aspx?page=243 Equipment that develops strength AUTHOR: Debbie G We already have play features that are fun and help a child develop their core muscles. We should make this a standard for all of our playgrounds Range of activities AUTHOR: Ted W I really like parks that have a range of activities from toddlers to older kids. Having a lot of activities that both kids and parents can participate in. Having a young kid currently I would like to be able to help her through certain activities. When she gets older I'd rather have a park that has fun things like a ropes course, climbing walls or things that encourage physical exercise. Please don't put wood chips in it, those are the worst when the particles get stuck in socks. Comment by Jim T Thanks for your comments Ted. We are planning a toddler section in addition to a 5 to 12 year old section. Ropes, climbing and exercise are great suggestions. We used to fill our containers with sand but switched to wood chips because it is accessible by wheelchairs and does not wear off the paint on the equipment. The other alternative is rubber mulch which is very expensive and prone to theft and vandalism. Castle themed playground with sky way/maze AUTHOR: Amelia V Castle theme, with a sky way that runs above the playground between the castle towers. The towers could serve as rope/climbing structures (different age group for each tower). Arches to run around, parapets with hidden interactive toys (binoculars, xylophone, puzzles) and gargoyles would be nice additions. A well designed castle themed playground could serve as a playground and a piece of art. Colvill Park in Red Wing AUTHOR: Troy S The universal playground at Colvill park in Red Wing is absolutely wonderful and would be a great source for innovative structures that are a blast for kids of all ages and accessible for children with physical disabilities as we'll. My daughter is a playground aficionado and Colvill has been given her highest praises. There are images of the universal playground here: http://www.red- wing.org/redwingplaygrounds.html. It would be a shame to see Veterans receive the barely usable kind of "upgrades" that Roosevelt park recently saw. Comment by Jim T Thanks for the Red Wing referral Troy. I'll visit Colvill Park and will check it out. Comment by Troy S Great Jim. I think you'll agree that Colvill was thought through quite well. And most importantly, any kids you bring there will be beyond enthusiastic about its features. Telling them that it's time to go home is the difficult part. Your response is much appreciated and I know you will keep us all updated on any further discussions regarding the future of Veterans playground area. Thanks! A Splash Pad AUTHOR: Heidi W For safe, fun, and free water play in the summer! http://blog.vortex-intl.com/?tag=/Splashpad Comment by Heidi W Even just the small misting arches they have at Chutes & Ladders park are a fun, safe, way to cool off, it wouldn't have to be a big one like what's pictured =) Comment by Troy S Something to consider, as an inclusive-to-everyone water feature is sorely lacking in our city. Obviously, this would be an idea with little chance to gain traction due to its proximity to our fee-based community pool. Though, an area for kids to cool off - safely, even on a smaller scale would be a big draw. Growing up in Minneapolis, all parks had a shallow pool to take the heat off of those summer days. On a hot day, they were always full of splashing, happy children. 1 CITY OF RICHFIELD, MN 55423 RECREATION SERVICES DEPARTMENT REQUEST FOR PROPOSAL FOR DESIGN, SUPPLY & INSTALLATION OF PLAYGROUND EQUIPMENT AT VETERANS MEMORIAL PARK May 21, 2014 I. GENERAL GUIDELINES. A. Requests For Competitive Proposals. The City of Richfield is seeking competitive proposals from interested and qualified companies for the design, supply and installation of playground equipment at Veterans Memorial Park, 6400 Portland Avenue, Richfield, MN 55423. B. Owner and Submission Information. Interested companies should submit ONE COPY of their competitive proposals to: Jim Topitzhofer, Recreation Services Director City of Richfield 7000 Nicollet Avenue South Richfield, MN 55423 RE: Veterans Memorial Park Proposal Competitive proposals shall include all of the items set forth in Section II below. Any questions regarding this Request for Proposals should be directed to Jim Topitzhofer, Recreation Services Director at 612-861-9394. All proposals must be sealed and submitted to the Recreation Services Department at the above address by 10:00 a.m. on June 12, 2014. Late submissions will not be considered. II. PROJECT DESCRIPTION AND SCOPE. A. General Project Scope. The City of Richfield Recreation Services Department is seeking competitive proposals for the design, supply and installation of playground equipment for one existing play equipment replacement at Veterans Memorial Park as defined in Section II B and C. B. Budget Design, supply and installation and/or renovation of the play equipment, concrete border with compacted base aggregate, wood fiber, fabric, drain tile, freight, delivery and sales tax should not exceed the budget of $150,000. The total budget for Phase 1 of the project is available in 2014 in the amount of $125,000. Phase 2 of the project will be constructed in the spring of 2015 with a budget of 2 $25,000. C. Design and Cost Proposals The Proposer shall provide a play equipment design suitable for the proposed play container. If Proposer deems modifications are necessary to the proposed container, these modifications should be indicated on proposer’s plans and are subject to approval by the City. In an effort to maximize the value of the design, the Proposer is welcome (but not required) to submit a design that involves renovation and reuse of a portion of the existing equipment on site. Proposers may also submit up to two designs, but no more than two. The Proposer should provide materials and installation of resilient surface as part of one base bid. Resilient surface shall be wood fiber to conform to all CPSC and ASTM guidelines. The City will remove and dispose of existing equipment. Equipment must meet the following guidelines: 1. Proposer must visit the site and take measurements of existing container to ensure CPSC distance guidelines; 2. Conform to all CPSC and ASTM guidelines for the equipment itself; 3. Conform to all proposed ADA requirements. 4. Support posts must be powder-coated aluminum or steel, no metal slide surfaces will be accepted, plastic components must be graffiti-resistant and have UV protection, other component features will be judged based on the design submitted; 5. Design should be, exciting, creative, and attractive and primarily aimed at 5- 12 year-old children. Design should include a secondary features for 2-5 year-old children and an adult exercise area, to include components and accessories listed below: a. Main Structure • The structure should include a rock climbing experience, rope climbing structure, ss system that provides a challenging fitness experience with 5-inch posts and minimal use of cabled components. b. Secondary Structure (designed for 2-5 year-old children) • Ground-level deckless system that provides a challenging fitness experience with minimal use of cabled components. • Must be a separate structure from main structure c. Adult Exercise Equipment d. Swing Structures e. (6) six-foot rubber coated park benches mounted within the container. 6. Colors - Neutral 7. The shape and size of the existing area will dictate the usability of some components. Visit the site and take your own measurements. 8. The City will complete necessary removals of existing equipment. 3 Each competitive proposal submitted should reflect, by line item, the cost for the design, purchase and installation of play equipment components, including all applicable sales taxes, freight, and other costs associated with each piece of equipment. Costs should be broken down into logical categories to aid the City in evaluation and include: • All soft costs; including design, overhead, insurance, as well as all applicable sales taxes. • All hard costs; including all work and materials related to the installation of play equipment and resilient surfacing. Each Proposer must submit the following with bid: • Written assurance that the safety surfacing and play area components meet all applicable U.S. Consumer Product Safety Commission Guidelines, ASTM standards, proposed ADA requirements, and other applicable state and federal requirements will be required from each Proposer prior to contract initiation. • Plan layout of design and catalogue(s) with proposed equipment and safety surfacing identified for review by staff. • Current warranty, insurance, and product specification information on all products and materials included in your proposal. • Written estimate of delivery and installation time frame. D. Site Review Each Proposer must visit the site to become familiar with the play container. See the following exhibits for additional information: E . References Each Proposer shall provide a list of five municipal references. Each reference must include the name and address of the jurisdiction where the Proposer has installed equipment similar to the equipment proposed for this request, and the name and daytime telephone number of an individual, who still works for the jurisdiction, that the City can contact. Municipalities should be within the metropolitan area and the installation should not be more than five years old. F. Specifications Each proposal submitted shall clearly reflect post diameters and other specifications describing the type of materials provide in the proposal. III. EVALUATION AND SELECTION. A. Design Considerations 1. The design proposed will be a key factor in the selection process. The City encourages innovative, interesting and exciting designs that will distinguish Richfield parks. All available color selections will be made by the City following the manufacture’s standard color chart. B. Evaluation Criteria. The Selection Committee will evaluate and rank each proposal against the following criteria: 1. Overall design 2. Fitness Value 3. Delivery and installation timeframe 4 4. Warranty provisions 5. Review/Inspection of previous installations and/or references C. Contract and Insurance Requirements. The selected vendor will be required to enter into a contract with the City, provide the City with a performance bond in an amount equal to the full amount of the contract (or in the discretion of the City an irrevocable letter of credit) to assure the timely performance of and payment for the work proposed, and assure their availability to have the Project play equipment delivered no earlier than September 1, 2014, and the Project completed by October 15, 2014. Insurance requirements include: 1. Worker’s Compensation Insurance: The Contractor shall take out and maintain, during the life of the contract, Worker’s Compensation Insurance with a company that is lawfully authorized to do business in the State of Minnesota. Such insurance shall protect the Contractor, or Subcontractor or anyone directly or indirectly employed by any of them from claims under worker’s compensation, disability benefit and other similar employee benefit acts. 2. Commercial/Comprehensive General Liability Insurance: The Contractor shall take out and maintain during the life of this contract Public Liability Insurance, Property Damage Liability, and Personal Injury Insurance with a company that is lawfully authorized to do business in the State of Minnesota. Such insurance shall protect the Contractor, Subcontractor, or anyone directly or indirectly employed by the Contractor or Subcontractor performing work covered by this contract from claims arising out of public liability, property damage, or personal injury including death, as well as claims for property damage which may arise out of work. The Contractor’s policy shall list the City as an additional insured on a primary or non-contributory basis. The recommended minimum limits of insurance per project are: • General Aggregate $500,000 • Product-Completed Operations Aggregate $500,000 • Personal and Advertising Injury $500,000 • Per Occurrence (Bodily Injury & Property Damage) $500,000 3. Fire Insurance: The Contractor is responsible for insuring for fire, and extended coverage including vandalism and malicious coverage on the work included in the contract from the beginning of the work until final acceptance of the completed project. The policies shall cover all work incorporated in the project and all material in place or stored at the site for installation against loss by fire and wind. This provision does not exclude material partially paid for by the Owner. This insurance shall be for the full insurable value of the material and shall be kept in full force until final acceptance of the work by the Owner. 5 4. Automobile Insurance: The Contractor shall take out and maintain during the life of the contract Automobile Insurance with a company that is lawfully authorized to do business in the State of Minnesota. The recommended minimum limits of insurance are $1,000,000 combined single limit (B1 & PD). All insurance referenced in paragraphs 1 through 4 shall be placed with companies acceptable to and approved by the City prior to the commencement of the work. The Contractor shall submit copies of the certificate with the City prior to commencement of the work. Certificates of insurance will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the City. The City shall be shown on the General Liability coverage as an “additional insured.” Any proposals received with limits lower than those referenced above may still be considered for this project. D. Reservations and Other Considerations. 1. The City of Richfield reserves the right to reject any or all proposals for reasons of safety, quality, quantity, design or other issues deemed important to the successful completion of the project. Any proposals exceeding the maximum funding or footprint on the site will be excluded. 2. Proposals are to be submitted on or before 10:00 a.m., May 22, 2012, to Richfield Recreation Services Department, 7000 Nicollet Ave South, Richfield, MN 55423, RE: Veterans Memorial ParkProposal. For additional information contact Jim Topitzhofer, Recreation Services Director, 612-861- 9394. City Council award of contract is scheduled on June 12, 2012. Proposal amounts will need to be effective for 45 days after the above deadline. 3. The City reserves the right to accept proposals based upon factors other than the lowest price as set forth in the evaluation criteria. 4. The City will not be responsible for any costs incurred by those submitting or preparing competitive proposals. At the request of the Proposer, proposals will be returned after the selection process has been completed and a vendor selected. 5. The City reserves the right to revise the scope of the project based on budget limitations and other relevant considerations. 6. The City reserves the right to select more than one provider for the play containers. 7. Each Proposer must meet the City of Richfield contract requirements. The City reserves the right to reject proposals that cannot meet contract requirements. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: May 20, 2014 Agenda Item County Road Reconstruction – Visual Quality Guidelines Agenda Section Discussion Items Attachments None Contact Jeff Pearson Recommended Action Recommend resident workgroup process to the City Council as the method for establishing Visual Quality Guidelines to be used in the upcoming county road reconstruction projects. Portland Avenue and 66th Street, both Hennepin County roads, are scheduled to be reconstructed between 2015-2017. As part of the reconstruction, there will be streetscape elements proposed to enhance the livability of the corridor and support active living. To prepare for the design of these roadway corridors, staff is proposes the development of a set of guidelines for the management of the visual quality of the reconstruction streets. The development of the guidelines would be completed through extensive public engagement including the formation and active participation of an advisory workgroup. The workgroup would provide insight into the visual preferences of the community, and through a series of four facilitated workshops, develop a set of recommended guidelines for establishing and maintaining the visual quality of the public domain along these two primary corridors of the city. As the primary Commission leading the process, the Community Services Commission would review the draft guidelines produced by the workgroup recommend City Council adoption of the guidelines when complete. The workshops are proposed to be organized into four sets of exploration: 1. Project introduction, understanding context, establishing visual preferences and a conceptual vision for the corridors 2. Design of pavement, traffic control devices, structures, and utilities 3. Design of transit facilities, pedestrian elements, and lighting 4. Design of landforms, landscaping, and public art Participation is expected to include live workshop meetings, use of the Richfield Connect website, and a public open house. Participants are expected to include representation from various Commissions, residents who have previously expressed interest, and other interested stakeholders.