2012-03-20COMMUNITY SERVICES COMMISSION AGENDA
• Tuesday, March 20, 2012
7:00 pm
Richfield Community Center (7000 Nicollet Ave)
Commission Members Staff Liaisons
I Reed Bornholdt j Terry Heinze Bob Shotwell Jim Topitzhofer (Staff Liaison) Fred Wroyye (Council Liaison) I
Gerry Charnitz (C) Greq Manoold_ (VC) Michele Thompson John Evans (Secretary) .Tom Rublein (Planning Com) 1
Dan d on `Arlan Nelson 4Ann Werner
ram,^�`_
1. Approval of Minutes
❑ Regular Meeting: February 21, 2012
2. Public Comment
❑ Resident comment and items not printed on agenda
3. Staff Reports
❑ Recreation Services (Topitzhofer)
-GreenStep Cities -Open Streets Event
-Augsburg Skate Park -Honoring All Veterans Memorial
-Mini-Golf Improvements-InterCity Regional Trail
4. Action Items
❑ Roosevelt Park Play Equipment Replacement (Topitzhofer)
5. Committee Reports
❑ Transportation Commission (Shotwell)
❑ FOWL Board (Werner)
❑ Waste Hauling Study Group (Mangold, Werner)
❑ Planning Commission (Werner??)
❑ Arts Commission (Thompson)
6. Next Meeting
Joint Meeting with Planning Commission
Wednesday, April 4, 7:00 pm
Richfield Municipal Center (6700 Portland Ave)
Regular Meeting Canceled
Previously scheduled for Tuesday, April 17
7. Adjournment
DRAFT MINUTES UNTIL APPROVED BY THE CSC.
February 21. 2012 .990
REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING
Tuesday, February 21, 2012
Richfield Community
pp7,,Center (7000 Nicollet Ave)
CSC Members Ges Charnitz, Grep Mangold, Arlan Nelson, Mimic e e ompson, Dan Edgerton, LuAnn Wet
Staff Jim Topithofer, John Evans, Chris Link, Jaeson Morrison
Others
CSC Sarah Till, Bob Shotwell, Reed Bornholdt
I Planning Commission Tom Rublein
I Council Liaison Fred Wroge
I Call to Order/Approval of Minutes I
Charnitz called the meeting to order at 7:00 pm. Topitzhofer indicated that the term "organized recycling" would be changed in
the January minutes to reflect that Richfield has open recycling. Bornholdt moved, seconded by Mangold, to approve the
minutes of the regular January meeting with the noted change. Approved, ayes all.
I Introductions I
New member Heinze, was introduced. Topitzhofer said that Gepner was appointed to the HRA and would be resigning from the CSC.
I Elections/Appointments I
Nominations/appointments were made and seconded for the following. Chair: Charnitz, Vice -Chair: Mangold, Transportation Commission
Liaison: Shotwell, Community Bandshell Planning Group: Bornholdt & Edgerton, FOWL Board Liaison: Werner, HAVM Liaison: Nelson,
Mangold, & Bornholdt, Waste Hauling Study Group: Mangold & Werner, Arts Commission Liaison: Thompson. Approved, ayes all.
I Action Items
Forestry Selection Plan and Policy Amendment
City Forester Morrison presented the City's choice of tree species for boulevard and park tree stock. He said that a variety is
selected with disease resistance, size, shape and maintenance in mind. Moved, seconded, to approve the selection. Approved,
ayes all. Streets Supervisor Link presented a revised tree removal policy that would make specific reference to Emerald Ash
Borer in order to give staff more flexibility to act quickly, apply for grants, etc. Moved, seconded, to recommend Council
approval of the policy revision. Approved, ayes all.
FOWL Board Re -appointment
Motion and second to reappoint Claire Killian to the Friends of Wood Lake Board. Approved, ayes all.
I Staff Reports I
Recreation Services
Topitzhofer provided the report.
I Discussion Items I
Recreation Capital Improvement Plan
Topitzhofer presented the parks and recreation -related items of the 2013-2017 capital improvement plan, explaining that the
plan is revised and approved each year. He told the group that he could bring the plan back in March for more study. Motion
was made and seconded to recommend Council approval of the parks and recreation portion of the capital improvement plan.
Approved, ayes all.
Roosevelt Park Playfeature Replacement
Topitzhofer said that the capital budget calls for the replacement of the Roosevelt Park play equipment in 2012. He said that a
mailing will go out inviting the neighborhood to a meeting, prior to the March CSC meeting, to talk about their preferences for the
equipment. After that meeting, the CSC can consider a request for proposal based on the neighborhood preferences.
I Committee Reports
FOWL Board: Werner provided the report.
Planning Commission: Rublein provided the report.
Waste Hauling Study Group; Mangold provided the report.
Arts Commission: Thompson provided the report.
I Next Meeting/Adjournment I
Regular April Meeting
Tuesday, April 17, 7:00 pm, Richfield Community Center (7000 Nicollet Ave).
Motion and second to adjourn. Meeting adjourned at 9:10 pm.
JRICHFIELD COMMUNITY SERVICES COMMISSION
EXECUTIVE SUMMARY
• Meeting Date: March 20, 2012
i
Agenda Item Agenda Section
Roosevelt Park Play Equipment Replacement Discussion Items
Attachments
Draft RFP
Contact
Jim Topitzhofer
Recommended Action
Advise staff on process for replacement of play equipment at Roosevelt Park and assign a CSC member
to help score proposals.
A public meeting is scheduled immediately before the Community Services Commission meeting to gather
preferences for the replacement of play equipment at Roosevelt Park. 435 invitations were sent to residents
living in the surrounding neighborhoods to attend the meeting, to be held at the Richfield Community Center,
6:30 p.m., March 20, 2012.
As discussed at the last meeting, staff recommends replacing the older wooden equipment with a new ground
level product that omits the use of decks as in traditional play equipment designs. Staff is also recommends
including a new type of safety surfacing made of synthetic rubber material in place of woodchips which will
drastically reduce ongoing maintenance costs. The existing swings were recently added and do not need to
be replaced.
The timeline for the project is as follows:
MARCH 20 Conduct Neighborhood Meeting prior to the Commission meeting to gather general
preferences such as color and desired components.
APRIL 9 Deadline for proposals. Score proposals (Jim Topitzhofer, Jim Christianson & appointed
CSC member).
APRIL 17 Present recommended proposal to CSC.
MAY 8 Present contract to City Council.
JULY Install new equipment.
A draft Request for Proposal (RFP) is attached. Various preferences from the neighborhood meeting and the
discussion from the Community Services Commission will added to the RFP such as color preferences and
desired components.
CITY OF RICHFIELD, MN 55423
RECREATION SERVICES DEPARTMENT
REQUEST FOR PROPOSAL
FOR
DESIGN, SUPPLY & INSTALLATION
OF PLAYGROUND EQUIPMENT
AT ROOSEVELT PARK
I. GENERAL GUIDELINES.
A. Reauests 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 Roosevelt Park, 7644 4th 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: Roosevelt 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 April 9, 2012. Late
submissions will not be considered.
II. PROJECT DESCRIPTION AND SCOPE.
A. General Proiect 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 Roosevelt Park and as defined in
Section II B and C.
B. Budget
Design, supply and installation of the play equipment, rubber resilient tiles,
benches, freight, delivery and sales tax should not exceed the budget of
$75,000.
1
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. The City will be responsible for
improvements/modifications to existing play container shape/size, including the
installation of a concrete base.
The Proposer should provide materials and installation of resilient surface as
part of one base bid. Resilient surface shall be wood fiber.
The Proposer shall provide the installation of six-inch rubber tile to conform to all
CPSC and ASTM guidelines . City will contract separately for concrete base
installation to be completed before installation of play 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, including design for 3.5-inch
synthetic rubber tile suracing (not poured in place) to meet the proposed
accessibility 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 ground -level
theme oriented feature for 2-5 year -old children, to include components and
accessories listed below:
a. Main Structure
• Ground -level deckless system that emphasizes fitness
activity with 5-inch posts.
b. Secondary Structure (designed for 2-5 year -old children)
• Ground -level deckless system that emphasizes fitness
activity.
• Must be a separate structure from main structure
c. Swing Structures
• No swings. The existing swings on site will remain
6. Colors -
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.
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:
Exhibit "A" - Park locator map which identifies the location of the park within the city.
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. Value
3. Delivery and installation timeframe
4. Warranty provisions
5. Review/Inspection of previous installations and/or references
The recommendation of the Community Services Commission will be provided to the
City Council. The City Council will award the contract to the successful vendor.
C. Contract and Insurance Reouirements.
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 June 1,
2012, and the Project completed by August 1, 2012. Insurance requirements
include:
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.
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 (131 & 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.
Proposals are to be submitted on or before 10:00 a.m., April 9, 2012, to
Richfield Recreation Services Department, 7000 Nicollet Ave South,
Richfield, MN 55423, RE: Roosevelt Park Proposal. For additional information
contact Jim Topitzhofer, Recreation Services Director, 612-861-9394. City
Council award of contract is scheduled on April 22, 2008. 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.
EXHIBIT A
Park Locator Map
311 324 4C] 1, Op
E 76th SE E 76th St
Roosevelt
Park
500
E 77th St
E 77t4 St E 77th St
ID snt
R iWi(--'d
Bloomm6lon GU S "
Legal Address: 7644 41h Avenue South, Richfield, MN 55423
Parking Lot Entrance: 77th Street at 4th Avenue
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