HomeMy WebLinkAbout2010-10-25 PRC packet- !Jill
H B B: A 7 H F i. F 1; 6 0 M i N N [ S 0 T A
DOWNTOWN PEDESTRIAN PLAZA OPEN HOUSE
The City of Stillwater Parks and Recreation Commission will host an open house for the
Downtown Pedestrian Plaza project on Monday, September 25, 2010, from 6:00 pm to 7:30
p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street.
STILLWATER PARKS AND RECREATION
COMMISSION MEETING
MONDAY, OCTOBER 25, 2010 AT 7:30 PM
The City of Stillwater Parks and Recreation Commission will meet on Monday, September 25,
2010, at 7:30 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street.
AGENDA
Approval of the September 27, 2010 Minutes
2. Open Forum - The Open Forum is a portion of the meeting to address the Board on
subjects which are not a part of the meeting agenda. The Board may take action or reply
at the time of the statement or may give direction to staff regarding investigation of the
concerns expressed. Out of respect for others in attendance, please limit your
comments to 5 minutes or less.
Action Items
3. Special Events Task Force Recommendations
4. Park Fees
Informational Items
S. Lowell Park /Pedestrian Plaza RFP
Commission Items /Topics
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? P E. B R H P A i, E 0� 61 1 :4 N E. S 0 1 A
Memo
To: Parks and Recreation Commission
From: Tim Moore, Assistant Public Works Superintendent 1' I�X&°
Date: October 20, 2010
Re: Downtown Pedestrian Plaza Open House
The City of Stillwater Parks and Recreation Commission will host an Open House to discuss the
Downtown Pedestrian Plaza concept plans. The open house begins at 6:00 pm and continues
to 7:30 pm. Attendance at the open house is optional for park commission members. Our
regular parks commission meeting will begin at 7:30 pm. For your information council meeting
minutes pertaining to the downtown pedestrian plaza project are enclosed.
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111 I..... LA CE /f ■... II
CITY COUNCIL MEETING
October 5, 2010
REGULAR MEETING 4:30 P.M.
Mayor Harycki called the meeting to order at 4:30 p.m.
Present: Councilmembers Cook, Polehna, Roush and Mayor Harycki
Absent: Councilmember Gag
Staff present: City Administrator Hansen
City Attorney Magnuson
Community Development Director Turnblad
Finance Director Harrison
Fire Chief Glaser
Public Works Director Sanders
City Clerk Ward
OTHER BUSINESS
Presentation Downtown Pedestrian Plaza & North Lowell parking Options
Planner Nlike Pogge gave a brief history of the pedestrian plaza concept and
noted that, in 2006; the City set aside $375,000 as part of the CIP for the plaza
and also included the pedestrian plaza in its Comprehensive Plan update. He
said the project is being brought up at this time to coordinate it with the levee
project and Lowell Park improvements. He noted that Roger Tomten and Mike
Deem of ArchNet have done some pro bono work on behalf of the City and
developed more detailed design elements and concept plan for the City to
consider. He reviewed some of the major elements of the plan including:
intersection improvements; making Commercial Street one -way up to the parking
ramp and widening the sidewalk on the north side to a 20' wide area to
emphasize the pedestrian connection; elimination of one drive aisle and two bays
of parking in the public parking lot between Main and Water Street. He noted that
the elements of the plaza, such as water features, kiosks, pergolas, etc., are
conceptual and yet to be decided on. He stated that this plan includes 40' of
property owned by the Water Street Inn and that staff believes it is important to
acquire or obtain the rights to use the property in question as it impacts the
transition from the pedestrian plaza into Lowell Park and also impacts the future
development of Lowell Park. He provided some visual perspectives of the
concept plans developed by Mr. Deem and Mr. Tomten. He said the suggested
next steps include negotiating with Water Street Inn for the 40' strip of land in
City Council Meeting
October 5, 2010
question; hosting a public open house, tentatively scheduled prior to the
October 25 Parks and Recreation Commission meeting; securing services of a
design consultant to complete construction plans and cost estimates; obtaining
feedback from major stakeholders, including businesses and event sponsors;
and work to find additional funding sources.
Councilmember Roush suggested incorporating the area's logging heritage in the
theme of the pedestrian plaza.
Mayor Harycki asked if there was a rough budget estimate for the project; Mr.
Pogge stated there is no cost estimate, which is why it is important to secure the
services of a design consultant at this time.
Mayor Harycki expressed the City's appreciation to Mr. Deem and Mr. Tomten for
their pro bono assistance.
Councilmember Cook asked about the available funds; Mr. Pogge stated
$375,000 has been set aside and is available for the project at this time.
Councilmember Polehna asked if the project could be tied together with the
Lowell Park improvements; Mr. Pogge said staff is looking at that and the project
may be done in phasing depending on the funding availability and in conjunction
with the Corp's levee construction work.
Councilmember Polehna suggested that the plaza plans should be tied into the
overall plans for Lowell Park, including the bike trail.
Councilmember Cook noted that the Council had asked Public Works to develop
some estimates for fund - raising efforts for Lowell Park improvements; Mr.
Sanders said staff has been working on that and has a landscape plan, plans for
restroom improvements, and hardscape improvements for the south end of
Lowell Park.
Mr. Pogge noted there is about $500,000 in available funding for Lowell Park
improvements, along with the $375,000 for the pedestrian plaza, and that it might
be possible to use some of the CIP funds for the design work since it is related to
the capital work.
Councilmember Polehna said it would be important to tie the pedestrian plaza
into the overall designs for Lowell Park improvements, especially plans for the
northern portion of the park.
Councilmembers Cook and Polehna questioned whether October 25 might be
too soon to hold the open house as it would be important who the design
consultant to hear the input from the community.
Page 2 of 11
City Council Meeting
October 5, 2010
Mayor Harycki noted the open house would be just the first of a number of public
meetings.
Councilmember Cook reiterated her concern about having the open house on
October 25 due to a number of unanswered questions, including the cost of
acquiring the Water Street Inn property. Mr. Pogge noted that the intent of the
open house is not to do a formal presentation but to present visuals of the
concept design and have folks fill out comment forms and begin a dialogue with
the community.
Councilmember Cook asked that the information be posted on the City's web
site.
Councilmember Polehna reiterated his comments about the importance of tying
the pedestrian plaza into the overall design and plans for Lowell Park. Mr.
Turnblad said staff is aware that this is a project that involves more than just the
pedestrian plaza, that it involves the levee project, north Lowell Park and
amphitheater and trail way. He stated that would be included in the RFP for
design services and that the RFP would be reviewed by the Council before being
sent out.
Mr. Pogge reviewed three Options for parking along Lowell Park north of Myrtle
Street. He said the options were developed by staff, in conjunction with the
Parking Commission and input from the Parks and Recreation Commission. He
noted that both commissions favored Option B, which results in the net loss of
two parking spaces.
Councilmember Cook asked about the potential impact of the bike trail on the
need for parking; Mr. Turnblad said the DNR anticipates that the trail will
generate 200,000 visits in a year.
Councilmember Polehna suggested those estimates are low.
Councilmember Roush said he might favor Option C, the plan that maximizes
parking, looking to the future and the completion of the trail.
Mayor Harycki noted that the parking ramp was developed to protect the river as
an asset and get parking away from the river.
Councilmember Polehna noted that the ramp was built with the premise that the
City would be losing 40+ parking spaces in Lowell Park. There was additional
discussion about various Options for the trail.
Mr. Pogge said the next step, if the Council selected one of the proposed
Options, would be to work with the Corps of Engineers, which will do the grading
Page 3 of 11
City Council Meeting
October 5, 2010
for much of the parking areas; develop plans in -house for construction of the new
lots; and obtain input from impacted businesses and downtown interest groups.
Councilmember Roush pointed out that the outer lines for parking of cars in both
Options B and C are identical, the variable is where the bike trail is located; he
suggested that Option C brings people more into the green area as the bike path
goes closer to the river. Mr. Pogge pointed out that Option C results in many
issues related to how bikes interface with vehicular traffic.
Councilmember Roush noted that Option C does not have the trail crossing
vehicular traffic, while Option B does.
Councilmember Polehna said he thought Option A was the preferred Option
several years ago. Mr. Pogge said he thought the preference for Option B was a
combination of balancing parking needs with the need to build a levee during
flood events. Mr. Sanders explained the benefit of Option B for flood fighting
efforts.
Councilmember Cook said she thought the compelling issue for Option B was the
infrastructure issue.
On a question by Councilmember Polehna, Mr. Pogge said the Parking
Commission is looking at having the new paved parking area a pay lot to offset
costs;
Mayor Harycki suggested providing some cement pads for motorcycle parking.
Councilmember Polehna spoke of his desire to have power lines buried and that
he would continue to work towards that objective.
On a question by Councilmember Cook, Mr. Pogge stated the funding for the
parking improvements would come from the Parking Enterprise Fund.
Mr. Sanders pointed out that as part of the levee project, the Corps of Engineers
will be reconstructing all of the parking lots from Nelson Street to Mulberry; the
parking lot north of Mulberry would be paid from by the Parking Commission
revenues.
Motion by Mayor Harycki, seconded by Councilmember Polehna to accept Option B of
the parking plans. All in favor.
Discussion and possible approval of Special Events Task Force recommendations
Mr. Turnblad highlighted five recommendations of the task force. He noted that
about 85% of events will be handled in essentially the same way they are now.
For the 10 -15% that go beyond a regular event. He informed the Council that the
recommendation is to require the organizer of events not held entirely within a
Page 4 of 11
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? H d N T H P 4. A C F. 0 L M I N N E: S 0 I A
Memo
To: Parks and Recreation Commission
From: Tim Moore, Assistant Public Works Superintendent f0
Date: October 20, 2010
Re: Special Events Task Force Recommendations
Please find enclosed Special Events Task Force recommendations for your review. At the
October 5, 2010 Council meeting, Council requested that the Parks Commission review the
recommendations and provide feedback to the Council for their December 7 th work session.
Bill Turnblad, Community Developer Director will be present at the meeting to answer any
questions you may have.
water.
THE BIRTHPLACE OF MINNESOTA
TO: Mayor & Councilmembers
FROM: Special Events Task Force
DATE: September 27, 2010
RE: Special Events Task Force Recommendations
BACKGROUND
On April 7, 2009 the City Council approved a list of eight items for the Special Events
Task Force to study. Subsequently, two items were removed from the list. The discussion
on whether the city should encourage or solicit specific events was reassigned by the
City Council to a future group. And, since the envisioned beautification fee was not
ultimately recommended by the Task Force, it was felt by the group that a public forum
to discuss recommendations was no longer necessary. The remaining six items are:
1. Establish a standardized process and requirements for larger events that have an
impact on residential neighborhoods, businesses or city facilities (e.g. parks, streets)
and services (e.g. public safety and public works). Establish a threshold for
determining which of these larger events must follow the new process instead of the
existing special events permit process.
2. Establish a threshold for determining which special event applications are to be
considered by the City Council and /or the Park Commission.
3. Establish procedures for public comment and for notification to event neighbors
and businesses, and establish thresholds to determine which events would trigger
the need for this public comment and /or notification.
4. Establish a threshold for determining which events must pay for city facilities and
services, deciding which city services should be paid for and at what rates. The
goal is to require reasonable fees for services without discouraging event planners
from considering Stillwater as their event venue.
5. Establish a Downtown Beautification Fee, how it will be used, how much it will be,
and establish a threshold to determine which events are to pay the fee.
6. Establish a threshold for determining which events will be required to pay the $500
Public Park Usage Fee.
The Special Events Task Force (SETF) met once or twice a month for a year. In addition
committees of the SETF met occasionally to work on specific assigned tasks. The voting
members of the group were: Councilmember Micky Cook (co -chair of task force),
Councilmember Rob Gag (co -chair of task force), at -large resident Debbie Johnson,
at -large resident Chris Murphy, at -large downtown merchant Vienette Olson, Park
Special Events Task Force
September 27, 2010
Page 2 of 11
Commissioner Rob McGarry, CVB representative Jerry Helmberger, Chamber of
Commerce representative Jenn Severson. The non - voting members of the group were
Community Development Director Bill Turnblad and Police Chief John Gannaway.
TASK FORCE RECOMMENDATIONS
The tasks were organized into the following groupings: A) definitions and thresholds, B)
public notification and public comment, Q beautification fee program, and D) fees for
city services and facilities. Recommendations in each of these groupings are presented
below.
A) Definitions and Thresholds
Event
Special Event
Special Event With Contract
A gathering is considered an
A gathering is considered a special
A special event requires a
event when any one of the
event when any one of the
contract with the city if.
following thresholds applies:
following thresholds applies:
1) Closure of street - At least one
1) Closure of street - At least one
block of a residential street is closed
block of a residential street is closed
for up to 5 hours; or any portion of a
for more than 5 hours, or more than
commercial street is closed for up to
one block of a residential street is
2 hours.
closed for any length of time; or any
portion of a commercial street is
closed for 2 hours or more.
2) Public parking lot use - 1 to 9
2) Public parking lot use - 10 or
spaces in a public parking lot are
more spaces in a public parking lot
reserved.
are reserved.
3) Street use - The event has a
3) Street use - The event has a route
route on a public street(s), such as
on a public streets) (such as a race,
races, walks, or parades.
walk or parade) that requires street
closure, traffic control, street
sweeping, or the use of 'no parking
si ns "along the route.
4) Number of people in a park -
250 or more people are expected at
a time in a public park. (Note.
athletic event that has a park
reservation approved by the City's
park reservation staff is not subject
to this threshold).
Contract with city required -
Overtime of city employees is
necessary, OR extra paid personnel
are necessary, OR extra - ordinary
city employee support or city
materials are necessary, OR any
out-of-pocket expenses are incurred
by the city.
Special Events Task Force
September 27, 2010
Page 3 of 11
B) Public Notification and Public Comment
1. Organizers of gatherings small enough to be considered an "event" (as
distinguished from larger gatherings that are considered "special events ") are
not required to provide public notification or an opportunity for public comment.
2. Organizers of "special events" that occur entirely within a park (and do not
require a contract with the city) are not required to provide public notification or
an opportunity for public comment.
3. Organizers of "special events" that are not entirely within a park are required to
provide public notification to immediately adjacent property owners.
a. For special events that are not located entirely within a park and DO NOT
require a contract with the city, public notification to immediately
adjacent properties will be in the form of a simple flyer.
i. A public notification form will be included in the special event
application materials available from the city.
ii. The public notification must include the organizer's name and
contact information for questions.
iii. The public notification must be approved by city staff before it is
distributed by the organizer.
b. For special events that REQUIRE a contract, notification to immediately
adjacent properties must be in the form of a direct mailing or hand
delivered flyer.
i. A public notification form will be included in the special event
application materials available from the city.
ii. The public notification must include the organizer's name and
contact information for questions.
iii. The public notification must be approved by city staff before it is
distributed by the organizer.
iv. The public notification must be distributed by the organizer at least
7 days before the special event.
v. The public notification must state that a post event questionnaire
will be available on the city's website. Any comments on the event
may be posted there.
vi. If there is a website for the special event, the website address must
be included in the notice. The link for the website should also be
provided on the city's website.
4. Special events that REQUIRE contracts will need to provide an opportunity for
public comment.
a. Public comment must be in the form of a neighborhood meeting that
must occur prior to consideration of the special event request by any of
the applicable Commissions or the City Council. Notices for the
neighborhood meeting will be prepared and mailed by the city to
immediately adjacent property owners. The city will host the
neighborhood meeting. A staff member will be in attendance, as will the
Councilmember whose ward the event occurs within. The costs for
noticing and hosting the meeting must be paid by the applicant for the
special event together with any applicable permit application fees.
Special Events Task Force
September 27, 2010
Page 4 of 11
b. Any special event that has a contract with the city in 2010 will be
considered "grandfathered ". This is to say that these special events will
not have to conduct a neighborhood meeting before their contracts are
renewed each subsequent year, unless there are substantive changes to
the event that impact city services or neighborhoods.
c. Whether a special event operating under a contract is "grandfathered"
or not, all special events with contracts will be required to conduct a post -
event questionnaire. The questionnaire will be offered on the city's
website. [It will consist of three to five questions - the same questions
would be used for all special events. The questionnaire should also
include the chance for anyone to submit general comments.] The
comments will be tabulated and given to the event organizer within 30
days of the event and the results will also be included in the review of the
next year's special event application request.
5. A fully completed application form must be received by the city at least 60 days
prior to a "special event" or "special event with contract ", and 30 days prior to
an event. Any applications that are incomplete, or received after the deadline
will be rejected by the city.
A summary of the public notice and public comment recommendations is as follows:
Event
Special Event
Special Event with Contract
No neighborhood notice
Neighborhood notice not
Neighborhood notice by
required
required if special event
event host required
occurs completely within a
city park. If it does not, then
neighborhood notice is
required.
No public comment
No public comment
Neighborhood meeting is
required
required
required, unless the event is
"grandfathered ".
No post -event
No post -event questionnaire
A post -event questionnaire is
questionnaire required
required
required. This requirement
also applies to
"grandfathered" special
events.
Reviewed only by city
Reviewed by City Council,
Reviewed by City Council,
staff, unless a noise
city staff, and applicable
city staff, and applicable
variance is requested.
Commissions
Commissions
The Council must review a
noise variance.
Any special event that already has a contract with the City during 2010 is considered "grandfathered" and as its contract is renewed annually,
it is not required to provide an opportunity for public comment, unless there are substantive changes to the event.
Special Events Task Force
September 27, 2010
Page 5 of 11
Beautification Fee and Proaram
The Task Force conceptually adopted a beautification fee program and fee amount.
But, upon examination of the cumulative impact of this fee together with all other
proposed city event fees, the Task Force on a 5 -1 vote recommended that a
beautification fee should not be charged to event organizers.
The Task Force agreed that beautification downtown is expected by both residents of
the city and guests, and that it is critical to continue with these efforts. They also
agreed that it is not equitable for the same few merchants to carry the burden of these
beautification costs year after year. Moreover, a majority of the group came to believe
that the beautification fee would potentially drive away smaller events and were
therefore no longer in favor of it as a revenue source for beautification. The group
believed that the city should pay for the beautification costs downtown, as do many
other communities.
Therefore, the SETF recommends that beautification costs should be paid from the city's
general funds, and that the amount budgeted next year should be $15,000. Though
the Task Force did not specifically say that the other elements of the Beautification Fee
Committee's planning documents should be implemented, it was implied that the
applicable portions should form the basis of an annual work plan and budget that
would be executed by the Public Works Department.
D) Fees for City Services and Facilities
1. Out -of- pocket expenses - Fees for city services will be limited to the city's out -of-
pocket expenses. Out -of- pocket expenses include such things as overtime pay for
city employees, equipment that the city would need to rent for the event, office
supplies, billables (e.g. postage), and any contracted services.
2. "Event" application fee - No application fee will be charged for a gathering that
meets the definition of an "event ". An application for this type of gathering is
reviewed only by staff, so out -of- pocket costs are very low.
3. "Special event" application fee - A $50 application fee will be charged for a
gathering that meets the definition of a "special event ". An application for this type
of gathering requires review by city staff, the Park Commission and /or Downtown
Parking Commission, and by City Council. Production and distribution of the
agenda packets for these groups would be covered by the application fee.
4. "Special event with city contract" application fee - A $50 base application fee will
be charged. In addition the cost of mailing notices for the public input meeting for
this type of gathering must be paid by the applicant. The cost of the mailing will be
50 cents per address.
5. Equipment - Equipment operated by city personnel to support an event will not be
paid for by the event organizer, unless the equipment has to be rented by the city
specifically for the event.
6. Materials - Since event use of materials owned by the city (e.g. barriers, cones, signs)
creates wear and tear on those materials, that use must be paid for by the event
Special Events Task Force
September 27, 2010
Page 6 of 11
organizer. As long as the equipment and services are appropriate for the event,
and the event can be run safely in the estimation of city staff, the organizer could
contract for services and materials elsewhere. The fee schedule for city materials is:
Picnic Tables
$10.00 /item /day
Park Benches City Delivers
$6.00 /item/day
Park Benches User Delivers
$3.00 /item/day
Orange Fencing
$2.50 /lineal foot
Portable Bleachers
$75.00 /item/day
Safety Vests Orange
$13.50 /item /day
Safety Vests - Yellow
$27.50 /item /day
Spray Paint
$5.50 /item /day
Event Trash Containers
$8.00 /item /day
1.5 cy Dumpsters
$16.50 /item /day
Refuse Collection
$56.50 /ton + MSW tax
Refuse Collection MN Charge
$17.09 + $2.91 MSW tax
Electricity $20.00 4 hrs /facility; $ 30.00 +4 hrs /facility
Type 1 12' Barricades
$2.00 /item /day
Type 1 with Type A Flasher
$3.00 /item /day
Type 111 4' Barricades
$2.00 /item/day
Type 111 8' Barricades
$3.00 /item/day
Drums
$1.00 /item /day
Reflective Cones
$1.00 /item/day
Stop Sign on Stand
$2.00 /item/day
No Right/Left Turn Sign on Stand
$2.00 /item /day
60" x 30" Closed to Thru Traffic
$2.00 /item /day
PD No Parking Signs
$1.00 /item /day
7. Park Usage Fee - Standard park reservation and facility use fees will apply. In
addition, a $500 Park Usage Fee may be charged. Whether the $500 Park Usage
Fee is charged or not will be left up to the Park Commission with advice from the city
park maintenance department. The $500 fee is charged if an event is expected to
produce extraordinary wear - and -tear on park turf. In the case of events that occur
annually, if the turf sustained an extraordinary beating one year, the Park
Commission should require a $500 Park Usage Fee the next year.
MISCELLANEOUS
The Special Events Task Force believes that without a beautification fee, hosting a
public forum on the other recommendations is probably not necessary. If the City
Council feels strongly that a public forum of some sort should still be offered, that could
be scheduled.
Special Events Task Force
September 27, 2010
Page 7 of 11
NEXT STEPS
If the City Council accepts the Special Event Task Force recommendations, staff can
draft a policy statement in resolution format, which would be brought back to the City
Council for approval. Also, an event permit application form would be developed and
brought back together with the policy resolution. The application fee and other
potential charges would be adopted with the 2011 Fee Schedule.
Attachments: Beatification Fee Committee Report, November 18, 2009
Review process flow charts & time line
bt
Special Events Task Force
September 27, 2010
Page 8 of 11
Downtown Beatification Planning Document
This document represents a consensus of the Special Events Task Force. It sets out the vision, long term
objectives, strategies, beautification elements, organization structure and budget.
Vision
To provide a pleasing environment for the residents of Stillwater, their guests and the visitors that enjoy
the Historic Downtown commercial district throughout the year.
To foster and promote tourism within the city of Stillwater and the St. Croix Valley and encourage
commerce within the City that will ultimately increase property values and the quality of life within the
City, thereby promoting the welfare of the City.
Values
• Know you're approaching a special destination - Know you 've arrived someplace special
• Welcoming, clean, festive, pleasing sounds
• Encourage a slower pace, strolling, shopping, sitting by river, eating inside%utside
• Tied into the river, the town 's architecture and its history with identifying and historical
reference points
Long -Term Objectives
• Fund the beautification budget from the city's general revenue.
• Develop a maintenance plan
• Create a repeatable, sustainable process
• Establish beautification /visual impact standards and work with event planners to ensure
Stillwater's esthetics and beauty are highlighted for attendees and retained after events are
completed
Strategies
• Implement existing and new beautification elements within the context of the city's
comprehensive plan
Goals - To be developed by city: must have specified time frame and be measurable.
Beautification Elements:
• Flower Pots: Spring /Summer & Fall /Winter
• Hanging Pots
• Christmas Lights
• Banners & Brackets
• Directory Kiosks
• Information Area
• Benches
• Bike Racks
• Picnic Tables
• Murals
• Art & Sculpture Walk (changing)
• Trash & Cigarette Receptacles
• Clean sidewalks
Special Events Task Force
September 27, 2010
Page 9 of I I
Annual Maintenance Budget
• Flower Pots Spring (70 -80)
$2,000
• Flower Pots Summer (70 -80)
$4,500
• Flower Pots Fall/Winter (70 -80)
$4,500
• Business Directory Maps (5)
$600
• Flower Pot Watering (Summer)
?
• Christmas Light Installation /Storage
?
• Banner Installation Spring /Summer
?
• Banner Installation Fall /Winter
?
• Sidewalk cleaning
?
Development Budget
• New Banners
• Additional Flower pots replace damaged pots
• Hanging Pots with watering system (80 -100)
• Directory Kiosks ( +2)
• Information Area (short term/long term)
• City Entrance Signs city in cooperation with beautification & subject to comprehensive plan
• Benches - city in cooperation with beautification & subject to comprehensive plan
• Bike Racks - city in cooperation with beautification & subject to comprehensive plan
• Picnic Tables - city in cooperation with beautification & subject to comprehensive plan
• Murals grants & sponsorships
• Art & Sculpture Walk (changing) grants & sponsorships
• Trash & Cigarette Receptacles - city in cooperation with beautification & subject to
comprehensive plan
Beautification Organization:
• The city's Public Works Department should develop an annual work plan and request
approval of its budget from the City Council.
Special Events Task Force
September 27, 2010
Page 10 of 11
Review Process and Timeline
Permit for an Event
1. Application fee and submittal deadline
a. Submit completed event permit application (no fee) at least 30 days before
event.
2. City Review
a. No neighborhood meeting, event notice or post -event questionnaire is
required.
b. Event permit application is reviewed and approved by staff.
3. Permit issuance deadline
a. Event permit issues within 30 days of submitted permit application
Permit for a Special Event
1. Application fee and submittal deadline
a. Submit completed special event application with $50 fee at least 60 days
before event.
2. City review
a. Reviewing groups
i. City staff will review all special event permit applications.
ii. Parking Commission will review if 10 or more public parking spaces
are requested.
iii. Park Commission will review if Lowell Park is the special event
venue.
iv. The City Council will consider recommendations from staff and
commissions and decide upon issuance of the special event permit.
b. Public meeting
i. No public meeting is required.
c. Notice of Event
i. A notification flyer must be written by event organizer according to
the sample included in the permit application packet.
ii. The notification flyer must be approved by City staff.
iii. After staff approval and at least 7 days prior to the event, the event
organizer distributes notification flyer to residents of all property
immediately abutting the event venue.
3. Permit issuance deadline
a. Event permit issues within 60 days of submitted permit application
4. Post -event questionnaire
a. No post -event questionnaire is required.
Special Events Task Force
September 27, 2010
Page 11 of 11
Permit for a Special Event with Contract
1. Application fee and submittal deadline
a. Submit completed application with $50 fee plus $0.50 per neighborhood
meeting notice addressee at least 60 days before event.
2. City review
a. Reviewing groups
i. Upon recommendation from City staff and any applicable
Commissions, the City Council will consider and decide upon
issuance of the Special Event Permit.
b. Public meeting
i. Two to four weeks after the completed application is submitted to
the city, but no later than three weeks prior to the event, the city will
hold a neighborhood meeting for public comment. The
neighborhood meeting must be held prior to consideration of the
permit request by any of the applicable Commissions or the City
Council. Notices for the neighborhood meeting will be prepared
and mailed by the city to immediately adjacent property owners.
c. Notice of Event
i. A notification flyer must be written by event organizer according to
the sample included in the permit application packet.
ii. The notification flyer must be approved by City staff.
iii. After staff approval and at least 7 days prior to the event, the event
organizer distributes notification flyer to residents of all property
immediately abutting the event venue.
iv. The notification flyer must include the organizer's name and contact
information for questions.
v. The public notification must state that a post event questionnaire
will be available on the city's website. Any comments on the event
may be posted there.
vi. If there is a website for the special event, the website address must
be included in the notice. The link for the website should also be
provided on the city's website.
3. Permit issuance deadline
a. Event permit issues within 60 days of submitted permit application
4. Post -event questionnaire
a. A post -event questionnaire will be offered on the city's website. The
comments will be tabulated and given to the event organizer within 30
days of the event and the results will also be included in the review of the
next year's special event with contract application request.
Fees
Cost
Event
Special Event
Special Event
w /contr°act
Application fee
NA
$50
$50 + 50¢ /mailed notice
Out -of- pocket city costs
NA
As needed
As needed
Materials
As needed
As needed
As needed
Park Usage Fee
NA
Probably not
Probabl [$500]
Examples:
Brine's Bocce Ball Tournament
Cost
Special Event
Application fee
S50
Out-Of-pocket city costs
SO
Materials
SO
Park Usage Fee
SO
TOTAL
$50
Antique Car Show
Cost
Special Event
Application fee
S50
Out -of- pocket city costs
SO
Materials
S96
Park Usage Fee
SO
TOTAL
$146
Rivertown Art Festival
Cost
Special Event w /contract
Application fee
S50
Out -of- pocket city costs
5430'
Materials
S12 4
Park Usage Fee
5500
TOTAL
$992
Andersen Relav Race
Cost
Event
Application fee
SO
Out -of- pocket city costs
SO
Materials
S12 6
Park Usage Fee
SO
TOTAL
$12
Criterion Bike Race
Cost
Special Event w /contract
Application fee
S50
Out-Of-pocket city costs
SO
Materials
SO
Park Usage Fee
SO
TOTAL
$50
No fees charged in the past.
2 barricades for each of the 12 weeks.
Four portable toilets
4 4 barricades on Sam Bloomer
Last year the Chamber of Commerce paid only `x500 Ior the Park Usage Fee. Since this is a contract event, the total fees could be
negotiated down.
4 barricades
7 Last year the race was charged `x24.
Owed `x1,400 last year: `x1,000 toward city costs and `x400 Ior beautification Pee (`sl per biker). Contract event, Pee could be
negotiated.
STILLWATER EVENTS
EVENTS SPECIAL EVENTS SPECIAL EVENTS w/ CONTRACT
Wash Cty Ice Cream Social
Brines Bocce Ball
Spring Art Fair
Easter Egg Hunt
Hope House Auction
Stillwater Marathon
March of Dimes Walk
Vintage Car Show
Farmers Market
Rivertown Inn Fundraiser
Fire Muster
Bike Race
Block Parties
Summer Tuesdays
July 4th Celebration
Library Events
By the Bay Music Festival
Lumberjack Days
"Lost Dogs" Concert
Rumble on the Deck
Fall Art & Jazz Festival
Art in the Park
Gopher to Badger % Marathon
Anderson Ragnar Race
Bagpipes & Bonfires Festival
Woodbury Days Bike Ride
St. Croix Harvest Festival
Step Out to Fight Diabetes Walk
Fight the Fire 5K Run /Walk
Wooly Weekend at 45 Degrees
Events that don't meet the minimum aualifications for "
Bridal Affair at Wash Cty Courthouse
River Valley Relay Family Race
Stillwater Community Days
Teddy Bear Park Summer Programs
Washington Square Programs
Household Hazardous Waste Day
Liberty Neighborhood Garage Sale
ArtReach Alliance Open House
Memorial Day Celebration
Blue Grass Music Concert
Wash Cty LID Kickoff
34th NIP Motorcycle Ride
Community Outreach Bethany Church
Plie Dance Company
Ballet Dance Performance
Community Dinner
Historic Home Tour
Down to the River Festival Kickoff
Wild Rice Festival
Elks Christmas Tree Selling
Wash Cty Victorian Christmas
Twinkle Parade
*events that are bolded take place in a Stillwater park.
City Council Meeting
October 5, 2010
for much of the parking areas; develop plans in -house for construction of the new
lots; and obtain input from impacted businesses and downtown interest groups.
Councilmember Roush pointed out that the outer lines for parking of cars in both
Options B and C are identical, the variable is where the bike trail is located; he
suggested that Option C brings people more into the green area as the bike path
goes closer to the river. Mr. Pogge pointed out that Option C results in many
issues related to how bikes interface with vehicular traffic.
Councilmember Roush noted that Option C does not have the trail crossing
vehicular traffic, while Option B does.
Councilmember Polehna said he thought Option A was the preferred Option
several years ago. Mr. Pogge said he thought the preference for Option B was a
combination of balancing parking needs with the need to build a levee during
flood events. Mr. Sanders explained the benefit of Option B for flood fighting
efforts.
Councilmember Cook said she thought the compelling issue for Option B was the
infrastructure issue.
On a question by Councilmember Polehna, Mr. Pogge said the Parking
Commission is looking at having the new paved parking area a pay lot to offset
costs;
Mayor Harycki suggested providing some cement pads for motorcycle parking.
Councilmember Polehna spoke of his desire to have power lines buried and that
he would continue to work towards that objective.
On a question by Councilmember Cook, Mr. Pogge stated the funding for the
parking improvements would come from the Parking Enterprise Fund.
Mr. Sanders pointed out that as part of the levee project, the Corps of Engineers
will be reconstructing all of the parking lots from Nelson Street to Mulberry; the
parking lot north of Mulberry would be paid from by the Parking Commission
revenues.
Motion by Mayor Harycki, seconded by Councilmember Polehna to accept Option B of
the parking plans. All in favor.
Discussion and possible approval of Special Events Task Force recommendations
Mr. Turnblad highlighted five recommendations of the task force. He noted that
about 85% of events will be handled in essentially the same way they are now.
For the 10 -15% that go beyond a regular event. He informed the Council that the
recommendation is to require the organizer of events not held entirely within a
Page 4 of 11
City Council Meeting
October 5, 2010
park to provide neighborhood notice, in the form of a flyer that includes contact
information, information about the type of event and what to expect. The task
force also recommends that special events with contracts that do not have
grandfathered status be required to hold a public meeting, moderated by staff, to
provide information and answer questions /concerns. The task force also
recommended that the City should budget for downtown beautification items
rather than charge events a beautification fee. Mr. Turnblad reviewed a table with
definitions and thresholds for determining events, special events and contract
special events. He also reviewed the recommendations regarding the
requirements for public notice and public comments as well as fees for use of
City services and facilities for events and special events; he noted that the
existing fee schedule for use of park facilities will not be changed — these fees
would be over and above the regular fee schedule. There was discussion of
possible fees for various events.
Councilmember Polehna asked about application deadlines, referring to a recent
event that wasn't reviewed by the Parks Commission due to the lateness of the
application. Mr. Turnblad reviewed the deadlines for the events and special
events. It was noted this is the first time the recommendations have been
presented.
Mayor Harycki asked if event organizers have been contacted; Mr. Turnblad
stated that has not occurred, but noted that the task force included
representation from a good cross section of downtown.
Councilmember Cook, co -chair of the task force, said the group felt it was
important to first present the recommendations to the Council to obtain its input;
she thanked those who served on the task force for their time and efforts. She
talked about the task force's efforts for fairness and equitability and the
importance of managing events in the best possible way for everybody's interest,
both visitors and residents.
Mr. Turnblad briefly reviewed the recommendation that downtown beautification
efforts should be included in the Public Works Department's annual budget,
rather than funded by a fee.
Councilmember Cook spoke of the concern about funding those efforts on an
ongoing basis and asked the Council to consider options for maintaining the
impetus for the beautification efforts. There was discussion of possible fund-
raising efforts. Councilmember Polehna suggested eliminating "downtown" from
the beautification efforts as being too limited and should be called Community
Beautification Fund and not just for the downtown; other Councilmembers were
in agreement with that idea. In was suggested that event organizers be offered
an opportunity for input.
Page 5 of 11
City Council Meeting
October 5, 2010
It was agreed to have this reviewed by the Parks Commission and to bring it back to the
Council's December 7th, 4:30 work session.
STAFF REPORTS
Fire Chief Glaser thanked the Council for its support in authorizing the purchase
of a new fire engine. He stated he attended the Association of Minnesota
Emergency Management conference and participated in a number of training
sessions, including a session on active shooter and how fire personnel can
assist, a session on special event planning, and a session on state
demographics and how an aging population affects emergency management and
public safety. He stated the Fight the Fire 5K race took place, with 112 runners
participating. He also noted it was Fire Prevention Week with lots of activities
going on, including the annual open house.
Public Works Director Sanders told the Council a notice has been posted on the
web site regarding purchasing the old street signs that are being replaced; he
said the price was set at $10 per sign. He also stated a meeting was scheduled
with the DNR regarding a potential boat launch site at the south end of the City.
He provided the results of a survey regarding encroachments on City open space
along Nightingale Boulevard from Marine Circle to Northland Avenue. He said the
survey indicated there are 4 structures (sheds) located on City property, with
landscaping from 7 properties encroaching City land, three of which included
fence encroachments, as well as dumping of brush piles and firewood. He said
Sentence to Serve people have been scheduled to assist with buckthorn removal
in the City open space and clearing out brush from entrances and that signs
would be installed indicating the location of City property /open space. He said an
Eagle Scout is interested in doing some trail work and may want to do something
with this area as a project. He said, based on the Council's direction, the City
may post "no cut, no mow" signage to establish the open space areas.
On a question by Mayor Harycki, Mr. Sanders said the Parks Commission has
not seen this information; Mayor Harycki suggested the Parks Commission might
be a good place to start for deciding on direction.
Councilmember Polehna noted some of the encroachments are minor and
suggested that staff could handle those. He suggested holding a workshop for
the community on buckthorn removal as a way of getting the public's assistance
in that effort.
Mayor Harycki questioned the $10 charge for the old street signs, noting sale of
the old signs was envisioned as a way of generating some revenue to offset the
cost of the new signs; Mr. Sanders pointed out that some of the old signs are in
poor condition. After discussion, it was consensus to leave the charge at $10.
Page 6 of 11
s
r 1
water
8 8 H P A C L 0 S Ni I N N ii S 0 1 A.
Memo
To: Parks and Recreation Commission
From: Tim Moore, Assistant Public Works Superintendent jifM
Date: October 20, 2010
Re: 2011 Park Fees
BACKGROUND
At the August 23, 2010 Parks and Recreation Commission meeting the Commission began discussion on
park fees for the 2011 calendar year. It was the general consensus that events such as softball
tournaments and weddings should be reviewed.
DISCUSSION
The City checked with other metro communities regarding softball tournaments and has the
following comments:
• The City of Oakdale charges $100.00 /field /day for a lighted field plus $8.00 /field /day for trash
pickup. There is a $300.00 deposit and Oakdale also provides maintenance of those fields during
the tournament.
• Coon Rapids rents fields for weekend softball tournaments and charges $150.00 per field per
weekend and does not provide any service.
• The City of Plymouth does not rent fields for tournaments because of demand with their youth
programs.
• The City of White Bear Lake does allow weekend tournaments, but is handled through the
School District and does not charge any fees.
• Currently the City of Stillwater charges $150.00 per tournament with a deposit of $150.00 with
no maintenance of the fields.
Comparing charges for a 3 day weekend tournament Oakdale would be $324.00 with maintenance and
trash, Coon Rapids would be $150.00 without maintenance, Woodbury does not charge a fee but
charges hourly rates for their maintenance personnel. Stillwater is $150.00. One common area in all
communities is reimbursement for materials and garbage.
Events or weddings are a little more difficult to compare because every community has different
venues:
• Oakdale provides a band shell, 2 large picnic shelters and a kitchen that could handle larger
events with a charge of $374.94/day for residents and $535.63/day for non residents.
• Plymouth has an outdoor facility to handle larger events and rents it in 3 hour blocks of time.
Charges are $340.00/$355.00 + tax for residents, $390.00/$410.00 + tax for Plymouth
Corporations and $450.00/$475.00 + tax for non residents.
• Coon Rapids has a banquet facility which includes an outdoor gazebo that can be used for
weddings. Base rates in Coon Rapids range from $460.00 for residents and $540.00 for non
residents.
• Woodbury has a small bridge facility that is used for outdoor weddings and is rented in 2 hour
blocks for $267.81.
• Stillwater has generally, two locations where weddings have been held, Lowell Park and Pioneer
Park. These rates range from $0- $125 depending on if a facility is being used such as the
bandshell, gazebo or picnic shelter.
Larger events such as weddings and softball tournaments are taking more staff time for both
preparation and clean up. Staff time includes setting out road barriers, providing additional trash
receptacles, meetings with applicants, chalk for base lines, electric service and cleanup of the facilities.
The City's special event task force looked at larger events, but did not take into consideration weddings
of any size.
STAFF RECOMMENDATION
The Parks and Recreation Commission should further discuss the current fee schedule , fees for
weddings and a fee increase for softball and make a recommendation to council for proposed fees in
2011.
Iw,, a ter
` n",_.. B% R T H P 1. A C F OF N 1 N N E S 9 1 A
Memo
Community Development Department
To: Park and Recreation Commission
From: Michel Pogge, City PlannerA
Date: Wednesday, October 20, 2010
Re: North Lowell Park and Pedestrian Plaza RFP
Message:
For the Commission's information, attached is a copy of the North Lowell Park and
Pedestrian Plaza RFP that was sent out to potential consultants on October 18 1, .
I will be available at your next meeting to answer questions on the RFP that the
Commission may have.
Thanks,
Mike
From the desk of...
Michel Pogge, AICP • City Planner • City of Stillwater • 216 N. 4e, Street • Stillwater, MN 55082
651.430 -8822 • Fax: 651.430 -8810 • email: mpogge @ci.stillwater.mn.us
North Lowell Park /Pedestrian Plaza
Master Plan
and
Pedestrian Plaza Construction Plans
Request For Proposals
4:30 PM on
Monday, November 8, 2010
SECTION I. GENERAL INFORMATION
A. OBJECTIVE
The purpose for the request for proposal (RFP) is to obtain quotations for the
development of a master plan for North Lowell Park and Pedestrian Plaza in
Downtown Stillwater and construction /implementation plans for the
Pedestrian Plaza. A project location map titled "North Lowell Park and
Pedestrian Plaza" is included as Attachment A.
East of the Central Business District in Downtown Stillwater, Lowell Park is
located on the banks of the St. Croix River and extends from Mulberry St E on
the north side to Nelson St E on the south side. Lowell Park is used for
festivals and community events and creates excitement, interest, and activity
but also significantly affects the beauty, design, maintenance, and general
attractiveness of the Downtown Stillwater area. The Pedestrian Plaza is
located along Commercial St E and runs from Lowell Park west to the new
Municipal Parking Ramp on Second St. The purpose of the plaza is to visually
and physically connect Main Street with the St. Croix River and Lowell Park.
Additionally, the plaza provides an opportunity to connect the new parking
ramp to Main Street and Lowell Park.
The intent of this project is to develop a master plan for the Pedestrian Plaza
and the northern portion of Lowell Park north of Myrtle St E. Additionally,
this project is to develop construction /implementation plans and a cost
estimate for the Pedestrian Plaza. The City aims to begin construction on the
Pedestrian Plaza by June 15, 2011.
North Lowell Park /Pedestrian Plaza Master Plan
The main goal of the master plan is to shown how the Pedestrian Plaza will
logically tie into Lowell Park. The master plan needs take into account the
plans developed for Lowell Park and the Pedestrian Plaza shown previously
in:
The 1992 Renovation of Lowell Park Plan
The North Main /Lowell Park Plan update (dated January 2004)
The 2030 Stillwater Comprehensive Plan.
Copies of the above plans can be downloaded from the City Website
( www.ci.stillwater.mn.us ) under City Government -> City Departments ->
Community Development -> North Lowell Park and Pedestrian Plaza RFP.
Stillwater — North Lowell Park and Pedestrian Plaza Plans
Pedestrian Plaza Construction/ Implementation Plans
The idea of a Pedestrian Plaza, which links Main St and Lowell Park, first
appeared in the North Main /Lowell Park Plan. Later the City included in the
project in the 2006 CIP. The idea was further refined in the City's 2030
Comprehensive Plan. Mike Diem and Roger Tomten of ArchNet in Stillwater,
provided pro bono services to the city and developed a more detailed concept
plan to help guide the City in the development of the Pedestrian Plaza,
included as Attachment B.
The plan calls for the development of a pedestrian way between Lowell Park
and the parking ramp at 2nd Street along the Commercial Street corridor.
Modifications to the intersections at 2nd Street, Main St, and Water Street
would be made to emphasize pedestrian crossings. Between 2nd Street and
Main Street along Commercial Street the sidewalk will be widened to
approximately 20 feet wide on the north side, parking on the north side
would be eliminated and Commercial Street will be made a one -way
(westbound) street. The parking lot between Main Street and Water Street
would be incorporated into the plaza by eliminating a drive lane and two
rows of parking. The plaza would end at the west end of the existing gravel
parking lot and the future amphitheater.
Within the plaza, there are a number of elements shown including
information kiosks, pergolas, human chessboard, water features, bike racks, a
new bathroom facility and various landscaping elements. These elements or
others could be incorporated depending on the public feedback and ultimate
funding.
B. ISSUING OFFICE
The RFP is issued by the City of Stillwater. All correspondence regarding this
RFP must be addressed to:
Michel Pogge
City of Stillwater
2164 1h St N
Stillwater, MN 55082
(651) 430 -8822
Stillwater — North Lowell Park and Pedestrian Plaza Plans 3
C. CONTRACT ADMINISTRATOR
Following the signing of the contract, all communications concerning the
contract must be directed to:
Michel Pogge
City of Stillwater
2164 1h St N
Stillwater, MN 55082
(651) 430 -8822
D. INCURRING COSTS
The City of Stillwater is not liable for any costs incurred by perspective firms
prior to the signing of a contract.
E. PROPOSALS
To be considered, each firm must submit three complete copies and one
electronic copy of their response to this RFP using the format provided in
Section III. No other distribution of proposals is to be made by the submitter.
The proposal must be signed in ink by an official authorized to bind the
submitter to its provisions. The proposal must include a statement as to the
period during which the proposal remains valid. This period must be at least
sixty (60) days from the due date for proposals to this RFP.
F. ACCEPTANCE OF PROPOSAL CONTENT
The contents of this RFP and the proposal will become contractual obligations
if a contract ensues. Failure of the selected consultant to accept these
obligations may result in cancellation of the award.
G. SELECTION CRITERIA
Responses to this RFP will be evaluated based upon a one -step selection
process. The first step will involve an evaluation of the following factors as
presented in the submitter's RFP. Evaluation will be completed by a
committee composed of City of Stillwater staff.
Firm's Qualifications, Past Experience, Planning Approach and fees
(Total: 100 points)
a. Professional Qualifications — 30 Points. Qualifications of the
firm's personnel measured by education and experience,
especially the specific person(s) that would be working on this
Stillwater — North Lowell Park and Pedestrian Plaza Plans
project. Ability of the firm to meet the time table identified for
the project. Familiarity with the study area.
b. Past Involvement with Similar Projects — 30 Points. The written
proposal should indicate:
• Firm's experience in developing master plans for
community level parks and urban parks.
• Firm's experience in working with public /citizen input on
planning projects
• Firm's experience in preparing Construction/
implementation with development costs for an urban park
development and ability to accurately project cost.
c. Statement of Planning Approach — 25 Points. The written
proposal must discuss the planning approach or concepts which
would be pursued for this project.
d. Fee Quotations — 15 Points. Fee quotations are to be submitted
as part of the proposal packet.
A selection committee comprised of representatives from the City
of Stillwater will review and screen the initial submittals and then
invite the firms having submitted the best proposals to interview
and present more detailed proposals.
H. CHANGES IN THE RFP
Changes made to the RFP as a result of questions or concerns raised will be
put in writing to each perspective consultant prior to seven (7) calendar days
before the date of opening of the sealed proposals.
I. PROPOSAL RECEIPT
Three (3) copies of the proposal and one electronic copy must arrive at
Stillwater City Hall on or before 4:30 PM on Monday, November 8, 2010.
Perspective submitters are responsible for the timely delivery of their
proposal. Late proposals will not be considered or accepted.
J. DISCLOSURE
All information in a submitter's proposal, except fee analysis, is subject to
disclosure under the provisions of Minnesota Statute Chapter 13 "Minnesota
Government Data Practices Act ".
Stillwater — North Lowell Park and Pedestrian Plaza Plans 5
K. TYPE OF CONTRACT
The City of Stillwater reserves the right to award the total proposal, to reject
any and all proposals in whole or in part, and to waive any informality or
technical defects if, in the City of Stillwater's City Administrator's judgment,
the best interest of the City of Stillwater will be so served. In determination of
awards, the qualification of the proposal submitter, the conformity with the
specifications of services to be supplied and the delivery terms will be
considered.
L. COST LIABILITY
The City of Stillwater assumes no responsibility of liability for costs incurred
by the consultant prior to the signing of this agreement. Total liability of the
City of Stillwater is limited to the terms and conditions of this agreement.
Stillwater — North Lowell Park and Pedestrian Plaza Plans
SECTION II. WORK STATEMENT (Deliverables)
Elements of the completed North Lowell Park /Pedestrian Plaza Master Plan
Documents are to include:
a) Ten (10) printed hard copies of the master plan document must be
provided. Sufficient illustrations and photos need to be provided that
support major elements of the text.
b) Maps must be included that clearly identify existing /proposed trail
alignments, key park elements and parkland.
c) A map needs to be provided that shows how the Pedestrian Plaza will
connect to Lowell Park. Critical elevations where the Pedestrian Plaza
connects to Lowell Park need to be coordinated with the US Army Corps
and called out on the drawing.
d) The document must address landscaping, signage, information kiosks,
urban park style elements for the pedestrian plaza, street crossings,
drainage, and potential connections to parks and local trails.
e) The document must include an estimate of costs for the entire plan.
f) Ten (10) copies of the entire master plan document must also be
submitted in electronic format (CDs).
Elements of the completed Commercial Street Pedestrian Plaza Construction/
Implementation Plans are to include:
a) Five (5) printed hard copies of the signed construction plans and
specifications must be provided. Two (2) copies of the construction plans
and specifications must also be submitted in electronic format (CDs).
b) Engineers cost estimate for the project. The cost estimate should break
down various elements of the project.
c) A boundary and topographic survey that includes one foot contour
intervals; both public and private subsurface utilities and above utilities;
property lines; buildings; and surface features. Survey needs to be
completed in Washington County Coordinates NAVD83. Three (3) printed
hard copies of the boundary and topographic survey along with two (2)
copies submitted in electronic format (CDs). Survey should tie into the
Certificate of Survey completed by Anderson Engineering of Minnesota,
LLC for the US Army Corps of Engineers dated December 14, 2009, see
Attachment C.
d) Property corners shall be identified and if needed set for the Pedestrian
Plaza project area.
e) The overall project and above items needs to be divided into three
phases. The first phase is from Lowell Park to the west curb line of Water
Street. The second phase is from the west curb line of Water Street to
the west curb line of Main Street. The third phase is from the west curb
line of Main Street to the front of the Municipal Parking Ramp.
Stillwater — North Lowell Park and Pedestrian Plaza Plans 7
The Master Plan document contents:
The Master Plan document must include the following components:
Development Concepts
A preferred development plan with identified alternatives, indicating pros
and cons of each, shall be included in the proposal. Plan must include a
schedule and cost estimate for each alternative that are within the project
budget to be specified by the City.
Conflicts
Identify conflicts with existing or proposed community, facility or other
plans and /or projects; and include steps necessary for their resolution.
Special attention needs to be paid with the proposed intersection
improvements across Main St N /State Highway 95 with MnDOT and the
pedestrian plaza connection to the Phase III levy project with the US
Army Corp of Engineers.
Public Services
Describe any non - recreational public services and facilities, such as roads
or sewers, needed to accommodate the proposed recreational use. The
description should include the timing of these services and the
arrangements made to provide them.
Operation
These are the rules, regulations, or ordinances affecting the development
plan, including enforcement, signage, and maintenance costs.
Meetings & Citizen Participation
Anticipated meetings include up to four (4) with the City of Stillwater and
stakeholders. The City reserves the right to conduct one (1) additional
meeting with the general public. Other meetings will include a
presentation and public hearing to the Stillwater Parks Commission and
Stillwater City Council. All meetings will be public. The process shall
include, but not be limited to, timely notice to the affected stakeholders
and an opportunity to be heard. The master plan shall include a summary
of comments received, with emphasis on issues raised.
Public Awareness
Identify steps for making the public aware of the opportunities available
when the park opens.
Stillwater — North Lowell Park and Pedestrian Plaza Plans 8
Special Needs
Identify opportunities that exist that would respond to providing services
to disadvantaged populations. Recommendations should pertain to
barriers such as economical transportation /awareness communications,
programmatic facilities, safety, and architectural features.
The Construction/ Implementation document contents:
The Construction/ Implementation document must include the following
components:
Construction Drawings
Drawings suitable for bidding and project construction. Drawings shall list
project quantities. Drawings need to take into account the elements and
consideration developed in the Master Plan.
Additional Information for Project Completion:
The City of Stillwater has available to the successful bidder, year 2009 digital
aerial photography of the project area. The aerial photography is in color, and
the topography has a horizontal accuracy of +/- 2 foot. Digital contour data with
2 -foot contour intervals for the entire project area is available from 1999. This
aerial topography is available in AutoCAD drawing format. All digital data is
subject to a license agreement with the City of Stillwater establishing the
conditions for the use of said data.
The Firm's quoted fee shall include estimated reimbursable fees including all
expenses associated with mailings and publications to the technical committee.
Proposed Timetable:
1. RFP Submittal Deadline 4:30 PM on Monday, November 8, 2010
2. Stillwater City Council November 16, 2010
selects firm
3. Consultant receives project On -going
input from the City of Stillwater
and commences planning
process.
4. Completion of Project April 1, 2011
Stillwater — North Lowell Park and Pedestrian Plaza Plans
SECTION III. INFORMATION REQUIRED FROM ALL PROPOSAL
SUBMITTERS
A. PROFESSIONAL QUALIFICATIONS
1. State the full name and address of your organization, and if
possible, the branch office or other subordinate element that will
perform or assist in performing the work hereunder. Indicate
whether it operates as an individual, partnership, or corporation; if
as a corporation, include the state in which it is incorporated. If
appropriate, state whether it is licensed to operate in the State of
Minnesota.
2. Manpower. Include the number of executive and professional
personnel by skill and qualification that will be employed in the
work. Show where these personnel will be physically located during
the time they are engaged in the work. Indicate which of these
individuals you consider key to the successful completion of the
study or project. Identify individuals by name and title who will do
the work on this project. Resumes or qualifications are required for
proposed project personnel.
3. History of the firm, in terms of length of existence, etc.
B. PAST INVOLVEMENT WITH SIMILAR PROJECTS
List specific types of experience your firm has had in the following areas:
1. Planning and preparing master plans for community parks in an
urban setting.
2. Experience in working with public- citizen groups on planning
projects.
3. Familiar with study area.
C. BRIEF STATEMENT OF PLANNING APPROACH
Submit written narrative of the planning approach that you will utilize for the
project. Further, this narrative could be supported by sketches or graphic
material that would illustrate alternative approaches which may be considered
for the project as you feel are necessary at this stage of involvement
(optional).
D. FEE QUOTATION
Submit as part of proposal packet:
• Firm Name.
• Fee proposal for the project which includes your firm's fee for the total
project (should be all inclusive).
Stillwater — North Lowell Park and Pedestrian Plaza Plans 10
• Fee proposal shall be hourly not to exceed.
• A per- meeting cost for any meetings that are held beyond those
specified in this RFP including a meeting with the general public.
• Signature of authorized firm negotiator /expeditor.
• Provide a fee quotation breakdown for the follow project areas:
1. North Lowell Park /Pedestrian Plaza Master Plan
2. Pedestrian Plaza boundary and topographic survey
3. Pedestrian Plaza construction plans and specifications
4. Pedestrian Plaza bidding and construction management
E. AUTHORIZED NEGOTIATOR /EXPEDITOR
Include the name and phone number of person(s) in your organization
authorized to negotiate /expedite the proposal contract with the City of
Stillwater.
F. ADDITIONAL INFORMATION AND COMMENTS
Include any other information that may be pertinent, but not specifically
asked for elsewhere.
Five (3) copies and one (1) electronic copy of the proposal must be received
at the following address on or before 4:30 PM on Monday, November 8,
2010.
Any changes in an RFP received shall be acknowledged in submitted
proposal.
Remit RFP to:
Michel Pogge
City of Stillwater
2164 1h St N
Stillwater, MN 55082
(651) 430 -8822
Stillwater — North Lowell Park and Pedestrian Plaza Plans 11
Attachment " "A"
Stillwater — North Lowell Park and Pedestrian Plaza Plans 12
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