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HomeMy WebLinkAbout2016-10-10 Park Board PacketDraft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. Minutes City Of Edina, Minnesota Park Board Edina City Hall, Council Chambers September 13, 2016 I. Call To Order Chair McCormick called the meeting to order at 7:01p.m. II. Roll Call Answering roll call were Chair McCormick, Members Strother, Miller, Mohs, Good, Nelson, Gieseke, Dahlien, McAwley and Student Members Gustafson and Hulbert Absent was Member Meyer Staff present: Staff Liaison Ann Kattreh, Assistant Parks & Recreation Director Susan Faus, Administrative Support Specialist Janet Canton and Recreation Supervisor Eric Boettcher III. Approval Of Meeting Agenda Motion made by Gieseke to approve the meeting agenda. Motion seconded by Dahlien. Motion carried. IV. Approval Of Meeting Minutes Motion made by Miller to approve the Aug. 8, 2016 Park Board tour and regular meeting minutes. Motion seconded by Strother. Motion carried. V. Community Comment John Hamilton, 6125 Beard Ave. S, addressed the Park Board concerning Strachauer Park and how the Strachauer Park Neighborhood Association could be a great resource to help the city understand what the park needs. Kelsey Johnson, 6119 Beard Ave. S., expressed her concern and disappointment in the way Strachauer Park is currently being maintained. While the Park Board is currently working on their work plan and CIP about priorities for the city they would love to see something done in Strachauer Park. Chris Bremer, 6001 Ewing Ave. S., informed the Park Board of all the different things that the neighborhood has been doing to help maintain the park as well as the activities they have planned at the park. She would like to make sure they are on the list for a new building and Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. playground and pay attention to how the park can be more for the neighborhood while still being a regional resource for kids playing sports. VI. Reports/Recommendations A. Introduction of New Park Board Member and Student Park Board Members Chair McCormick introduced new Park Board Member Trevor Mohs and new Student Park Board Members Ben Gustafson and Katherine Hulbert. Each new member gave a personal introduction. B. Edina Baseball Association Brick Campaign Recreation Supervisor Boettcher and Edina Baseball Association (EBA) Board Member Jeff May gave a power point presentation regarding the proposed Brick Campaign project. Mr. May also went through the list of projects that the EBA has been a part of in the community. Recreation Supervisor Boettcher went through the project timeline. Park Board members asked questions, had a discussion and made suggestions. Motion by Nelson to go forward with the brick paver campaign at Courtney Fields to raise money and hopefully partner with the city as well as other grants to fund the Courtney Field upgrades that would include new lights, netting and overall facility and safety improvements. Motion seconded by Dahlien. Motion carried. C. 2016 Work Plan Chair McCormick went over the 2016 Work Plan and gave an update on the status of each initiative. Initiative 1 - Complete (Rosland Park Playground) Initiative 2 - Currently working on (Fred Richards Park Master Plan) Initiative 3 - Currently working on (Park Signage Replacement) Initiative 4 - Complete (Grandview Facility Planning) Initiative 5 - Complete (Analysis of current program and cost recovery expectations for city recreational programs) Initiative 6 - Currently working on (Recreation programming and facilities marketing Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. and communication delivery review. Study utilization opportunities and implement Edina To Go App for Parks & Recreation) Initiative 7 - Complete; this item was combined with Initiative 8. Moving forward will continue to include in programming. (Engage external resources to provide environmental programming) Initiative 8 - Complete; this item was combined with Initiative 7 (Pollinator Garden) Initiative 9 - Will start next month (Multi-year playground renovation plan) D. 2017 Park Board Work Plan The Park Board went through and discussed the following initiatives for the 2017 Work Plan and decided on the following: Initiative 1 – Arden Park Natural Resource Plan Initiative 2 – Marketing Initiative with City Communications Department Initiative 3 – Braemar Park Master Plan Initiative 4 – Fred Richards Master Plan Initiative 5 – Park Signage Replacement Project At the October meeting Park Board members will discuss which 2017 Work Plan Initiatives they would like to work on. VII. Correspondence And Petitions Chair McCormick acknowledged the Park Board’s receipt of various correspondences. VIII. Chair And Member Comments Chair McCormick thanked the Park Board members for all of their hard on the work plan initiatives. IX. Staff Comments Staff Liaison Kattreh made the following comments: • Second annual Open Streets event will take place on Sunday, Oct. 25 • Interviews have started for the Fred Richards Master Plan • Parks & Recreation took over the Edina Boys Flag Football program which started this past week • Chad Eischens was hired as the new Braemar Arena Manager Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. • Skate School started today at Braemar Arena • The West Arena at Braemar was shut down for two weeks and will reopen on Friday • On Oct. 18 the Futsul court will be out and the ice rink will be back • The Sports Dome reinstallation is scheduled for Oct. 21 • Braemar Arena is hiring part-time staff • Braemar Arena will be holding the Minnesota Wild captains practice this week • Centennial Lakes putting, lawn games and paddle boats will remain open until Oct. 3 • The Final Four golf outing at Braemar Golf Course is scheduled for Oct. 3 • Braemar Golf Course will have their Nite Glow Golf event on Oct. 8 • The annual Chili Open Tournament at Braemar Golf Course is scheduled for Oct. 16 • Construction is starting on Oct. 4 for the Braemar Master Plan renovation • Upcoming programming at Braemar Golf Course include Wine/Canvas events, Daddy- Daughter Princess Ball, Mommy-Son Superhero Saturday, Junior Golf and a bean bag league • Art Center fall session started on Tuesday, Sept. 6 • Last weekend was the Fall Into the Arts Festival • The Art Center will have their 32nd Annual Juried Art Exhibit open on Oct. 6 • Reminder – Next month’s Park Board meeting will be held on Monday, Oct. 11 at the Senior Center X. Adjournment Motion made by McCormick to adjourn the Sept. 13, 2016 meeting at 8:15 p.m. Motion seconded by Gieseke. Motion carried. Oct. 10, 2016 Park Board Ann Kattreh, Parks & Recreation Director Fred Richards Park Master Plan Process and Firm Selection Information / Background: At the July 19 City Council meeting City Manager Scott Neal provided a staff report outlining four options to conduct the consultant selection process for the Fred Richards Park Master Plan Process. Staff’s recommendation was to conduct a competitive request for proposal (RFP) process to select a landscape architecture firm. The City Council approved that recommendation. The Fred Richards Park visioning process took place in 2014, giving staff and a new landscape architecture firm a great deal of information with which to begin a park master planning process. As approved by City Council, city staff: • Prepared an RFP • Identified bona fide urban design firms to receive the RFP • Assembled an interview team • Prepared an interview evaluation tool RFP The RFP was developed and reviewed by multiple city staff. The goal was to find a qualified professional planning firm to facilitate a community planning process that culminates in a City Council approved Fred Richards Park Master Plan. The selected firm was asked to facilitate community engagement, develop conceptual elements based on the input received through the public engagement process and prepare recommendations for location, design, and featured park, recreation and environmental elements. The firms were directed to review the Fred Richards Vision Master Plan and the Parks, Recreation and Trails Strategic Plan. STAFF REPORT Page 2 IDENTIFIED FIRMS On Aug. 10, the RFP was sent to 20 urban design firms. On Sept. 2, seven proposals were received from the following firms: 1. Loucks 2. HGKI 3. SGA Group 4. Confluence 5. Landform 6. SEH 7. COEN + PARTNERS All seven firms were interviewed over a period of seven hours on Sept. 13 and Sept. 15. INTERVIEW TEAM As requested by the City Council, community residents were included in the interview process. The interview team was composed of the following 11 members: Eileen McAwley, Park Board Member Tom Terwilliger, Resident Art Lowell, Resident Steve Curry, Resident Cliff Akins, Business Rep (Premiere Properties) Kristina Smitten, Business Rep (The Link) Maria Erickson, Business Rep (The Cradle Club) Ann Kattreh, Parks & Recreation Director Susan Faus, Parks & Recreation Assistant Director MJ Lamon, Project Coordinator Kelly Dumais, City Management Fellow EVALUATION TOOL An interview evaluation tool was developed to assist the interview team in evaluating each firm. The evaluation tool highlighted six focus areas and each interview team member was asked to evaluate each of these focus areas on a scale of 1 (unacceptable) through 5 (highest impression). The six focus areas were: A. Qualifications of Team B. Experience with Similar Projects C. Project Approach and Scope D. Understanding of Project Partnerships and Stakeholders E. Public/Stakeholder Engagement STAFF REPORT Page 3 F. Proposed Timeline/Meeting Schedule Specific questions were developed to correlate with each of the six focus areas. Interview team members submitted their completed evaluation tool to city staff to be imported into a report which calculated an average score for each firm. Open comments were also solicited from interview team members, Results: Firm Name Average Score Confluence ……………………………… 4.47 HGKI ……………………………… 4.38 COEN + PARTNERS ……………………………… 4.15 SEH Loucks ……………………………… ……………………………… 3.82 3.74 Landform SGA ……………………………… ……………………………… 3.67 2.59 Comments: Confluence • Familiarity with Edina’s park system. • Excellent engagement and branding plan. • Public art component. • Offered translation services – firm understands the neighborhood demographics. • Compiled a strong and complete team including community engagement, natural resources, design and operation analysis for future costs to maintain the park. • Mentioned children participation in the plan. • Helped created Edina’s Park overall master plan which is a positive. • Very relevant project experiences and did homework on this site. • Anticipate a modern approach to design, engagement and ecological approach. • Like combination of creative natural uses of the space plus active play area for children. STAFF REPORT Page 4 • Creating educational opportunities. • Could not go wrong with these guys! Confluence Proposal Confluence proposes a six-phase planning process. Phase 1: Project Initiation • Kick-off meeting, data gathering and base mapping Phase 2: Research, Analysis and Inventory • Understanding and research • Environmental review and assessment • Walk The Park workshop Phase 3: Community Outreach and Participation • Vision and guiding principles • Park programming workshop • Project website • Key stakeholder interviews • Community input workshop #1 Phase 4: Schematic Design • Preliminary park concepts – Park-A-Palooza design session • Preliminary concept review • Preliminary concept presentation to Park Board and City Council • Community input workshop #2 Phase 5: Preferred Master Plan – Environmental Document Development • Prepare preferred park master plan and cost estimate Phase 6: Final Master Plan • Final plan and Park Board and City Council presentations Additional Partner Firms: RSP Dreambox – Community engagement lead and user experience design. Emmons & Olivier Resources, Inc. (EOR) – Environmental consultant specializing in water resources engineering, environmental compliance and restoration and sustainable site design and planning. STAFF REPORT Page 5 PROS Consulting – Programming market analysis and operations and maintenance planning and budgeting. Project Timeline: The master plan will be completed in 8 – 12 months, depending upon the public engagement events selected. Total Fee: $70,000 The RFP stated the project budget of $70,000 Proposed Additional Services: These services would be contracted directly with each firm. • Wetland Delineation – Emmons & Olivier, Inc. - $4,600 o A full delineation will be required at some point in the permitting and construction process. Staff recommends completing a wetland delineation to assist with the design phase of the project. • Market and Financial Analysis and Operations and Maintenance Standard – PROS Consulting -$15,000 o PROS Consulting proposes to complete a comprehensive market analysis of the park with special consideration given to the opportunity to develop public/private partnerships for key facilities within the park. The plan will identify short-term and long-term management strategies as well as financial strategies and principles to enhance the efficiency and revenue capacity of Fred Richards Park. Operations and maintenance analysis will determine park operational costs and maintenance needs and standards. • Interpreter Services - $40/hour and/or $.20/word o To reach nearby residents where language is a significant barrier; an interpreter will be vital. Verbal interpretation and/or written interpretation will be valuable to reach all residents. Staff Recommendation: The City Council, Park Board and Parks & Recreation Department worked with Confluence in 2014/15 to complete the Parks, Recreation and Trails Strategic Plan. Confluence performed expertly and is highly recommended by staff. Similar projects presented by Confluence were the Cedar Lake Park and Lake Olathe Park Master Plans in Olathe, Kansas; South Service Area Master Plan for the Minneapolis Park & Recreation Board; Maple Grove Central Park, Maple Grove, MN; Mississippi National River and Recreation Area Parks for the St. Paul Parks & Recreation Department; Tamarack Nature Center, White Bear Township, MN. Confluence specializes in creating a robust public STAFF REPORT Page 6 engagement process and also creating sustainable and engaging infrastructure. City staff’s experience with Confluence was exceptional. They exceeded our expectations with the process and final product of the Parks, Recreation and Trails Strategic Plan. They were detail oriented, collaborative, thoughtful, thorough, big thinking and flexible. While our experience with PROS Consulting on the Parks, Recreation & Trails Strategic Plan and also the Grandview Facility Operational and Feasibility study was also exceptional, staff believes that the work proposed can be done internally by city staff. Interpreter services will be considered and utilized as needed. The Confluence proposal is attached. All proposals, with the exception of Coen + Partners were within the allocated project budget. Action Requested: Staff requests that the City Council approve the selection of Confluence to complete the Fred Richards Park Master Plan Process. Staff also recommends contracting directly with EOR for wetland delineation. Page | 1 Fred Richards Park Master Plan RFP FRED RICHARDS PARK MASTER PLAN REQUEST FOR PROPSAL RFP SCHEDULE Proposal Submittal Deadline: Friday, September 2 2016 Interviews for Selected Consultants: Week of September 12 2016 City Council Approval of Consultant Contract: October 18 2016 Proposals shall be submitted no later than 4:00pm on the above date. Send proposals to: Ann Kattreh City of Edina, Parks and Recreation 4801 West 50th Street Edina, MN 55424 LIMITATION The Request for Proposal does not commit the City of Edina (City) to award a contract or pay any cost incurred in the preparation of the proposal. The City reserves the right to reject any of all proposals or portions thereof, to accept a proposal or portion thereof, and to waive any informality. CONTACT INFORMATION All questions regarding this request for proposal should be directed to the Director of Parks and Recreation, Ann Kattreh. Ann Kattreh akattreh@edinamn.gov 952.826.0430 CONTENTS Project Background and Description ....................................................................................................... 2 Submission Requirements ...................................................................................................................... 5 conditions of request and requirements .................................................................................................. 6 Evaluation Criteria and Procedures ......................................................................................................... 6 Page | 2 Fred Richards Park Master Plan RFP PROJECT BACKGROUND AND DESCRIPTION Edina is a City with over 43 parks and open spaces totaling more than 1550 acres. Park amenities include baseball and softball diamonds; football and soccer fields; basketball and tennis courts, outdoor skating rinks; playground equipment for your children and picnic shelters. The Department also maintains eight miles of scenic pathways for bicycling, walking, jogging, cross country skiing and snowshoeing. The Parks & Recreation Department operates 8 facilities, which include the Edina Aquatic Center; Art Center; Braemar Arena; Braemar Golf Courses; Braemar Golf Dome; Centennial Lakes Park; Edinborough Park; and the Edina Senior Center. The City of Edina is seeking a qualified professional planning firm or consultant to facilitate a community planning process that culminates in a Fred Richards Park Master Plan (as described under “Project Objective” below). The selected consultant will facilitate the public outreach efforts, develop conceptual elements based on the input received through the public participation efforts, and prepare recommendations for location, design, and features of park and recreation elements. STUDY AREA DESCRIPTION The Fred Richards site (7640 Parklawn Avenue, Edina Minnesota 55435) is located in the southeastern part of the City, near the corner of 494 and Hwy 100. The site is a total of 43 acres. This site was an operational City executive golf course until October 2014. Page | 3 Fred Richards Park Master Plan RFP VISION MASTER PLAN & PARKS, RECREATION AND TRAILS STRATEGIC PLAN On March 18, 2014, the Edina City Council accepted staff and Park Board recommendations to cease the golf operations at Fred Richards Golf Course. On April 22, 2014, the City Council authorized undertaking a repurposing study, which was to be forward looking and would not focus on revisiting the decision to close the golf course. The purpose of the study was to better positon the City Council to make an informed decision about the future use of Fred Richards Park. The goals of the repurposing study were as follows: To engage the public to gather information and ideas about repurposing the Fred Richards site to position the City Council to make an informed decision about its future use. Key principles established for the study included: Maintaining an open and transparent public process Seeking creative ideas and options Providing context and background information to aid the City Council in analyzing and considering repurposing opportunities Gather background information and listening to various stakeholders and members of the community. Specifically, the team's charge was to: Understand the community issues and perspectives associated with repurposing the site Provide a public conduit for generating ideas Define viable options for City Council consideration Undertake baseline development cost evaluation Provide perspective related to findings from the public process Recommend a plan of action for the City Council to further consider The Vision Plan encompasses the general principles Edina desires for the park, however, this document should only be considered as a foundation and not a template for your proposed master plan. In 2015 the Edina Parks & Recreation Department completed a strategic plan of the park system. The Fred Richards’ Vision Master Plan and the Parks, Recreation & Trails Strategic Plan can be found on our website for full review. Fred Richards’ Vision Master Plan: http://edinamn.gov/index.php?section=fred-richards-repurpose Parks, Recreation & Trails Strategic Plan: http://edinamn.gov/index.php?section=park_strategicplan SCOPE OF WORK The scope of services requested includes the following phases of work: 1) Project Initiation 2) Research, Analysis & Inventory 3) On-going Community Outreach and Public Participation 4) Schematic Design 5) Preferred Master Plan-Environmental Document Development 6) Final Master Plan Page | 4 Fred Richards Park Master Plan RFP The Consultant shall be responsible for, and shall act as prime coordinator for all sub-consultant services, and shall allow sufficient time to review and correct the work of sub-consultants prior to submission to the City. All meetings that the Consultant is required to attend shall also include sub- consultants as appropriate. PROJECT BUDGET The City has dedicated $70,000 to the development of the master plan for Fred Richards Park. PUBLIC ENGAGMENT Public participation is a key element in this process. Outreach activities should focus on a variety of stakeholders including neighborhood residents, neighboring businesses and future business developments, the Edina Park Board, the Edina City Council, the Three Rivers Park District, the Nine Mile Creek Watershed District, recreational users, athletic associations and the general population of the City. The community outreach efforts may include: Public Meetings Stakeholder interviews Site walks Website Surveys Other methods to measure the public’s reaction to the process and adjust the planning process as necessary A minimum of two Park Board presentations and two City Council presentations will be required PROJECT IMPLEMENTATION The Proposed Project will have two very important components: 1. A community participation process that includes meetings, workshops, interviews and public outreach materials. City staff will assist the selected consultant in the development and utilization of these public participation elements, which shall include a project web page and other elements deemed necessary to reach the public. To ensure these elements are conducted in an efficient and timely manner, meetings with the Director of Parks and Recreation must be conducted at the outset of the project to refine the schedule, assign responsibilities, and ensure accountability is built into the process. A mid-way point check-in and presentation to gather feedback from the Park Board and City Council will be required. The process will increase the residents’ knowledge of the issues that are present in Fred Richards Park and provide a vehicle for eliciting public input for solutions to these issues. 2. A final master plan that addresses the needs presented through the public engagement process, and meetings with the Park Board and City Council will be developed by the selected consultant at the conclusion of the public participation process. This plan will be presented by the consultant to the Park Board and City Council for adoption. The timing for this final report will be determined (preliminarily) at the meetings with the selected consultant at the outset of the project, and may be adjusted during the course of the project. II Page | 5 Fred Richards Park Master Plan RFP . SUBMISSION SUBMISSION REQUIREMENTS The Proposal response should be fully self-contained, and display clearly and accurately the capabilities, knowledge, experience, and capacity of the respondent to meet the requirements of the project and the RFP. Respondents are encouraged to utilize methods they consider appropriate in communicating the required information. At a minimum, this will include submission of the information requested below: Firm Description & Experience Approach to Fulfilling Project Objectives Proposed schedule for project completion Fee Schedule Number and type of meetings included Twelve (12) bound copies plus an electronic copy submitted on a flash drive of all documents should be submitted to the City of Edina Parks and Recreation Department at 4801 West 50th Street no later than 4:00 pm Friday, September 2 2016. Submittals and questions can be sent to Ann Kattreh, Parks and Recreation Director, at akatteh@edinamn.gov. Interviews with the most qualified firms will be held on the week of September 19, 2016. In order to be considered, all requested information below shall be submitted. All material shall be presented in a succinct manner in the same order as presented in this RFP. The City will not be responsible for proposals delivered to a person/location other than that specified above. FIRM DESCRIPTION 1) Consultant: Name, address, telephone number, e-mail address, website address (if available) 2) Year the firm was established 3) Primary contacts within the company: Title, telephone number and email address for each. Indicate which person will be the contact for the RFP process. 4) Number of employees in firm and office locations 5) Consultant specialties: List of the type(s) of work the firm specializes in 6) List of Fred Richards Park Master Plan Project Lead Professional Personnel by Area of Expertise: Provide an organization chart describing staff available to handle the desired work. Provide a brief but detailed history of the number of years of experience with the current firm and other firms, education, professional registration/certifications, and qualified work experience relevant to the services requested. 7) Current/Prior Experience with Municipal Projects with emphasis on Park Master Plan projects: List up to six (6) projects, starting with the most recent, that the professional personnel of your firm have worked within the past 10 years. Provide the year the project was performed, the name of the municipality/jurisdiction and location (city), the owner’s name, address, and contact name and phone number, e-mail address and the scope of work performed. Other related experience may be included. Page | 6 Fred Richards Park Master Plan RFP APPROACH TO FULFILLING THE PROJECT OBJECTIVE 1) Provide the tasks and narrative of how your firm will comply with fulfilling the project objective, and what special services and products your firm has to meet our needs and not exceed the agreement amount. 2) A description of how the firm provides the desired services and quality control to assure adequate level of service and successful project completion and management. 3) A time frame or chart showing start dates and major milestones along the way. 4) A statement indicating the firm is independent, properly licensed and insured to practice in Minnesota, and has no conflict of interest with regard to any other work performed by the firm for the City. RATE SCHEDULE Provide an itemized rate schedule that reflects the work proposed. The rate schedule should include typical hourly charge rates for labor classifications anticipated. CONDITIONS OF REQUEST AND REQUIREMENTS The following conditions apply to this RFP: 1. The City of Edina (City) reserves the right to withdraw this solicitation of a proposal at any time without prior notice. Further, the City makes no representations that any agreement will be awarded to any firm submitting a proposal. 2. The City reserves the right to reject any and all proposals submitted in response to this request and to reject any sub-consultant or individual working on a consulting team. 3. Any changes to the proposal requirements will be made by addendum. 4. In any event, the City shall not be liable for any pre-contractual expenses incurred by any proposal or Consultant. This shall include pre-contractual expenses such as preparing the Proposal, submitting the Proposal to the City, negotiating with the City on any matter related to the Proposal or other expenses incurred prior to the date of award for any agreement related to the services herein described. 5. No prior, current or post award verbal agreement(s) with any officer, agent or employees of the City shall affect or modify any terms or modifications of this RFP or any contract or option resulting from this process. 6. The City reserves the right to waive any minor irregularities, informalities or oversights at its sole discretion. The term “minor” as used herein means any proposer or City irregularities or oversights that does not materially affect or alter the intent and purpose of this RFP, and is not in violation of any State of Minnesota or Federal Government rules, laws and regulations that may apply to this procurement. EVALUATION CRITERIA AND PROCEDURES DISTRIBUTION AND OUTREACH This RFP is being distributed to a list of consultants who have expertise in related areas. Page | 7 Fred Richards Park Master Plan RFP SELECTION TEAM The City will rate prospective consultants (firms) for this work using only objective criteria based upon the information obtained from the Proposals. The firms with the highest ranking based on experience and qualifications as described in the Proposal to provide the required services will be invited for interviews. The proposed project manager and personnel will be requested to represent the firm at the interviews. SELECTION CRITERIA The evaluation will consist of a matrix of requirements, qualifications and experience. The following criteria will be used in evaluating the submittals received in response to this RFP: Background and experience of firm and personnel Past performance and service on similar assignments/projects Proposed approach and proposed scope of work to complete the Fred Richards Park Master Plan. Technical qualifications of staff who will be working on the project Price SELECTION PROCEDURE Consideration of a prospective consultant’s (firm’s) proposal will be made only if the prospective consultant meets all the minimum requirements of this RFP. The City reserves the right to adjust, increase, limit, suspend or rescind the rating based on subsequently learned information. The City reserves the right to award a contract to the firm (or firms) that present the best qualifications and which will best accomplish the desired results for the City. Any consultant (firm) deemed not qualified, or consultants (firms) who’s rating changes sufficiently to disqualify them, will be notified in writing. No consultant shall have the right to an appeal based upon an incomplete or late submission of the proposal. Request for Supplemental Information The City reserves the right to require, from any or all consultants (firms), supplemental information that clarifies submitted materials. Questions All questions regarding this solicitation should be directed to the City representative listed in this RFP. Do not attempt to contact other City staff members regarding your submittal or any related proposal submittal. Incomplete Proposals Incomplete and/or unsigned submissions will not be considered. However, if a submission is incomplete, and if it appears that the omission can be corrected promptly, the affected firm may be contacted and offered the opportunity to complete the proposal and provide the required information within a prescribed period of time, which will not extended. If a firm does not respond within the time stated, the Proposal will not be considered. Page | 8 Fred Richards Park Master Plan RFP Rejection of Submitted RFP Proposals that are not current, accurate, and/or completed accurately in accordance with the prescribed format shall be considered non-responsive and eliminated from further consideration. Selection Process Termination The City reserves the right to terminate the selection process, at any time, without making an award to any or all consultants. Disqualification Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration: Any attempt to improperly influence any member of the selection staff; Existence of any lawsuit, unresolved contractual claim or dispute between consultant and the City; Evidence of consultant’s inability to successfully complete the responsibilities and obligations of the proposal; and Consultant’s default under any agreement, which results in termination of the agreement. Fred Richards Park Master Plan Interview Team IIIINTERVIEW NTERVIEW NTERVIEW NTERVIEW TTTTEAMEAMEAMEAM Ann Kattreh, Director of Parks and Recreation Susan Faus, Assistant Director of Parks and Recreation MJ Lamon, Project Coordinator Kelly Dumais, City Management Fellow Eileen McAwley, Park Board Member Tom Terwilliger, Resident Art Lowell, Resident Steve Curry, Resident Cliff Akins, Business Rep (Premiere Properties) Kristina Smitten, Business Rep (The Link) Maria Erickson, Business Rep (The Cradle Club) IIIINTERVIEW NTERVIEW NTERVIEW NTERVIEW SSSSCHEDULECHEDULECHEDULECHEDULE TUESDAY, SEPTEMBER 13 THURSDAY, SEPTEMBER 15 1: 00 pm – Loucks* • Nate Ekhoff, Landscape Architect • Antonio Rosell • Paul Kangas • Jody Radar 1:00 pm – Confluence* • Terry Minarik, Principal, Confluence • Teri Kwant, Dreambox • Jason Naber, Emmons and Oliver Resources • Brad Aldrich, Confluence 1:45 pm – HGKI* • Bryan Harjes, Vice President • Gabrielle Grinde, Landscape Architect • Jeff McMenimen 1:45 pm – Landform* • Danyelle Pierquet, Project Lead • Kendra Lindahl • Joy Miciano (Zan) 2:30 pm – SGA Group* • Graham Sones, Landscape Architect • Kevin Busch, Busch Architects, Inc • Robert Gunderson, SGA Group, Inc 2:30 pm – SHE* • Mike Horn, PLA • Toby Muse, SHE • Anna Springer • Kristin Peterson *Confirmed 3:15 pm – COEN+PARTNERS* • Robin Ganser • Ty • Dan Coyle, Kimley-Horn • Tory Christensen, Wetland Habitat Restoration • Danielle Tonrquist, Olio • Shane Coen 2 PPPPAPER APER APER APER PPPPROPOSALSROPOSALSROPOSALSROPOSALS –––– PPPPRIVATERIVATERIVATERIVATE Each team member will receive paper copies of each proposal submitted to the City. Team members are asked to review the proposal prior to the firm’s interview. The paper proposals received are private until the City makes a firm selection even though the name of the firm who submitted a proposal is public. Please keep the proposals confidential during the interview process and plan on turning them into MJ following the last interview on Thursday, September 15. IIIINTERVIEW NTERVIEW NTERVIEW NTERVIEW FFFFORMATORMATORMATORMAT Interviews are scheduled for 40 minutes in duration. There is a five minute buffer between interviews. The firms were not asked to give a formal presentation, but asked to prepare to answer questions about their proposal from the team. The following is an approximate time format for each interview: 5 minutes – Overview of the firm, team, and members working on the project 5 minutes – Experience working on similar projects 25 minutes – Interview Team Questions 5 minutes – Questions from the firm SSSSCORECARD CORECARD CORECARD CORECARD IIIINSTRUCTIONSNSTRUCTIONSNSTRUCTIONSNSTRUCTIONS Each interview team member will complete a scorecard to rate all seven firms in six identified focus areas. Under some of the focus areas is a description to give team members a better idea of what we are asking them to rate. The six focus areas included on the scorecard are: A. Qualifications of the team B. Experience with similar projects C. Project approach and scope What is included in the proposal? What is the process that will be utilized to get us to the end goal of a master plan that will receive support and approval from the residents, stakeholders, Park Board and City Council? As a stakeholder, will your needs be met? D. Understanding of project partnerships and stakeholders Immediate neighbors, Edina residents, neighboring businesses and future developments, Edina Park Board, Edina City Council, Three Rivers Park District, Nine Mile Creek Watershed District, athletic associations, recreational users, staff E. Public and Stakeholder Engagement What is their plan to engage stakeholders and get significant public participation in the planning process? How many meetings are included? What types of meetings are proposed? What other engagement methods will be utilized? 3 F. Proposed timeline/meeting schedule How long will the master planning process take? Is this realistic? The interview questions (below) have been selected to assist the team in getting a better picture of the firm’s plan. Each question is tied to an identified focus area to help interview team members in completing the scorecard. The community and business members will be asked to complete the scorecard in its entirety and leave it with MJ following the last interview on Thursday, September 15. City Staff are asked to complete their scorecards by Friday, September 16. IIIINTERVIEW NTERVIEW NTERVIEW NTERVIEW QQQQUESTIONSUESTIONSUESTIONSUESTIONS 1) Please introduce your firm and project team Focus area: A 2) Please familiarize us with similar projects that members of your team have completed. Focus area: B 3) Have you visited the site? What do you see as the biggest opportunities? What do you see as the biggest challenges? Focus area: C 4) This project requires working closely with multiple partners and stakeholders. Please describe one similar project. Focus area: D 5) We anticipate poor soils and issues with 100 year floodplain mapping. These may be limiting factors for design and construction, but also provide environmental, educational and recreational opportunities. Do you have experience on a similar project? How would you ensure we don’t design something we won’t be able to construct? Focus area: C, D 6) Does your proposal include a construction cost estimate for the final master plan design? Focus area: C 7) We’ve identified multiple key stakeholders as part of this process. How will you engage the stakeholders (3 Rivers Park District, 9 Mile Creek Watershed District, Neighbors, Businesses, Athletic Associations, Park Board, City Council, Recreational Users, General community) on this project? Do you have experience working with the Three Rivers Park District and Nine Mile Creek Watershed District? Focus area: E 8) Please describe your project approach and timeline for completion. Please include the number of meetings (staff, stakeholder, public) that are included in your proposal. Focus area: F STAFF REPORT Date: To: From: Oct. 10, 2016 Park Board Susan Faus, Assistant Parks & Recreation Director Subject: Multi-year Playground Replacement Priority Plan Information / Background: The multi-year playground replacement priority plan is an initiative on the 2016 Park Board work plan. Staff has prepared a report to provide the Park Board with information on the current process that Park Maintenance uses to assess playground structures and use it to make recommendations on the playgrounds that should be replaced. There are 23 outdoor playground equipment structures throughout the park system in Edina. Park Maintenance devised a system to rank each playground structure based on 3 main criteria: • Year of installation • Overall condition of structure • Use and traffic on structure Park Maintenance staff also considered environmental conditions that have impacted the equipment such as wind, rain and sun damage and the overall play value that the equipment provides. The playground structures were ranked from one to five, one being the highest priority for replacement and five being the lowest priority. Four playground structures were ranked a priority one, Lewis Park, Strachauer Park, Wooddale Park, and Fox Meadow Park. Three playground structures were ranked a priority two, Todd Park, Walnut Ridge Park and Birchcrest Park. City staff used the priority rankings for project submittals for the 2017-2021 Capital Improvement Plan (CIP). A CIP committee reviewed all projects submitted from all of the departments and assigned the projects a priority ranking. Unfortunately, all of the playground replacement projects that were submitted were not assigned funding in the years requested and are currently listed as unfunded. City Council is looking at long term options that will fund the city's CIP. Staff included the following list of playgrounds in this cycle of CIP: City of Edina • 4801 W. 50th St. • Edina, MN 55424 REPORT / RECOMMENDATION Page 2 Playground Priority Ranking Year Installed CIP Year Amount Lewis Park I 1995 2017 $175,000 Strachauer Park I 1996 2017 $125,000 Wooddale Park I 2000 2018 $175,000 Fox Meadow Park I 1998 2019 $75,000 Birchcrest Park 2 1997 2018 $125,000 Todd Park 2 1997 2018 $ 125,000 Walnut Ridge Park 2 1997 2019 $125,000 The playground replacement priority plan is consistent with the recommendations presented in the Parks, Recreation & Trails Strategic Plan. In the Parks, Recreation & Trails Strategic Plan in the Implementation Framework, Strategy 2.1 states. Identify facilities not meeting community needs and develop plan for replacement, renovation, or decommissioning. PARKYR. INSTALLEDMANUFACTURERCOMPANYCONTACTLewis Park 1995 Landscape Structures Earl F. Anderson Bill BachRosland Park 1996 Pipeline Columbia Cascade John MasciopintoStrachauer Park 1996 Little Tikes Flanagan Sales Mike DorseyArden Park 1997 Landscape Structures Earl F. Anderson Bill BachBirchcrest Park 1997 Landscape Structures Earl F. Anderson Bill BachGarden Park 1997 Little Tikes Flanagan Sales Mike DorseyHighlands Park 1997 Little Tikes Flanagan Sales Mike DorseyTingdale Park 1997 Landscape Structures Earl F. Anderson Bill BachTodd Park 1997 Little Tikes Flanagan Sales Mike DorseyWalnut Ridge Park 1997 Little Tikes Flanagan Sales Mike DorseyWeber Park 1997 Timberform Columbia Cascade John MasciopintoFox Meadow 1998Wooddale Park 2000 Landscape Structures Earl F. Anderson Bill BachHeights Park 2002 Landscape Structures Earl F. Anderson Bill BachNormandale Park 2003 Timberform Columbia Cascade John MasciopintoSherwood Park 2003 Landscape Structures Earl F. Anderson Bill BachKojetin Park 2005 Timberform Columbia Cascade John MasciopintoAlden Park 2007 Gametime Minnesota/Wisconsin John Elder McGuire Park 2008 Little Tykes Flanagan Sales Mike DorseyYork Park 2008 Timberform Columbia Cascade John MasciopintoPamela Park 2009 Little Tykes Flanagan Sales Mike DorseyChowen Park 2011 GameTime Minnesota/Wisconsin Playground Harlan LaymanCountryside Park 2013 GameTime Minnesota/WisconsinPlayground Harlan LaymanRosland Park2016GameTimeMinnesota/Wisconsin PlaygroundHarlan LaymanWeber Park2016Little TykesNorthland RecreationMike Dorsey Edina Parks & Recreation Multiyear Playground Replacement Priority Plan Park Maintenance staff devised a system to rank each playground structure by using the following criteria: Equipment usage, traffic patterns, worn items, environmental conditions ( wind, rain and sun), the type of surface – wood chips/pea rock, the age of surface, style, type and imagination of the structure. Staff also considered the ease of getting replacement equipment. Staff ranked each playground from one to five, one being highest priority for replacement and 5 being the lowest priority for replacement. Priority 1 Playground Structures Lewis, Straucher, Wooddale, Fox Meadow Priority 2 Playground Structures Birchcrest, Todd, Walnut Ridge Priority 3 Playground Structures Arden, Garden, Highlands, Normandale, Tingdale Priority 4 Playground Structures Heights, Kojetien, Shorewood, Priority 5 Playground Structures Alden, McGuire, Pamela, York 1 | P a g e Edina Park Board Edina Park Board Edina Park Board Edina Park Board October 2016 Meeting Objective: Identify ways in which the Park Board can increase effectiveness as an advising body (1) Review progress on Park Board effectiveness recommendations from August 2015 (2) Reflect on Park Board effectiveness in the last 12 months (2015-2016). Specifically consider the Grandview project, Winter Recreation, Playground Communications, Work Plans and Monthly Board Meetings - What should the Park Board keep doing, stop doing and start doing to increase effectiveness? Review progress on Park Board effectiveness recommendations from August 2015 (Items noted were key takeaways from prior year reflection) Start Doing • Communications: o Incorporate Key Metrics into work plans and reports o Improve Website o Increase marketing efforts for programs & Communications & Welcome Packet – Part of FY16 Work Plan Marketing o Engage more with community • Work/Quality o Initiate Edina to Go app for Parks o Hold meetings at other venues and initiate site visits • Meeting Procedures o Keep Park Board meetings to 2 hours or less o Add work plan updates to agenda o Establish and distribute annual calendar of key items by month o Add student to work plan items Stop Doing o Reduce paper mailings - Look at paperless options for meeting preparation o Decision making – Report out regularly on work plan status to ensure we hit completion dates o Limit number of topics on Agendas to ensure agenda items are vetted and need park board approval - Keep information only items as pre-read materials to limit the amount of time spent at meeting in disucssion Keep Doing o Provide varying perspectives on topics o Work closely with staff on key initiatives and work plan items o Ask for input 2 | P a g e Consider the past year and identify things we should collectively as a board Keep Doing, Stop Doing and Start Doing. Keep Doing: 1. 2. 3. Stop Doing: 1. 2. 3. Start Doing: 1. 2. 3. City Council Updates By Scott Neal September 20, 2016 • Approved a $59,400 contract with Aquatic Design Solutions, LLC to provide consulting services for a number of planned facility improvements to the Edina Aquatic Center. The contract will start immediately with construction/installation planned for 2017. October 5, 2016 • Nothing to Report