Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
04.01.24 Council Packet
Meeting Location: Farmington City Hall, Council Chambers 430 Third Street Farmington, MN 55024 CITY COUNCIL REGULAR MEETING AGENDA Monday, April 1, 2024 7:00 PM Page 1.CALL TO ORDER 7:00 P.M. 2.PLEDGE OF ALLEGIANCE 3.ROLL CALL 4.APPROVE AGENDA 5.ANNOUNCEMENTS / COMMENDATIONS 5.1. Swearing of Police Officers and Sergeant Promotion Not applicable Agenda Item: Swearing of Police Officers and Sergeant Promotion - Pdf 4 6.CITIZENS COMMENTS / RESPONSES TO COMMENTS (This time is reserved for citizen comments regarding non-agenda items. No official action can be taken on these items. Speakers are limited to five minutes to address the city council during citizen comment time.) 7.CONSENT AGENDA 7.1. Minutes of the March 18, 2024 Regular City Council Meeting Agenda Item: Minutes of the March 18, 2024 Regular City Council Meeting - Pdf 5 - 11 7.2. Minutes of the March 18, 2024 Work Session Agenda Item: Minutes of the March 18, 2024 Work Session - Pdf 12 - 14 7.3. Temporary On-Sale Liquor License for The Rotary Club of Farmington, May 18, 2024 Agenda Item: Temporary On-Sale Liquor License for The Rotary Club of Farmington, May 18, 2024 - Pdf 15 - 16 7.4. Approve Agreement with Michael Hawke and Authorize Execution Agenda Item: Approve Agreement and Release of Claims and Authorize 17 - 22 Page 1 of 83 Execution - Pdf 7.5. Professional Services Agreement with HKGi for Planning and Design Services to Support the Development of a City-Wide Wayfinding Plan Agenda Item: Professional Services Agreement with HKGi for Planning and Design Services to Support the Development of a City-Wide Wayfinding Plan - Pdf 23 - 40 7.6. 2023 Fund Transfers Agenda Item: 2023 Fund Transfers - Pdf 41 - 43 7.7. Payment of Claims Agenda Item: Payment of Claims - Pdf 44 - 45 Payment of Claims 7.8. Professional Services Agreement with Alliant Engineering, Inc. for the Dushane Parkway/Spruce Street Intersection Study Agenda Item: Professional Services Agreement with Alliant Engineering, Inc. for the Dushane Parkway/Spruce Street Intersection Study - Pdf 46 - 59 7.9. Receive Quotes and Award a Contract for the 2024 Spring Park Planting Agenda Item: Receive Quotes and Award a Contract for the 2024 Spring Park Planting - Pdf 60 - 66 7.10. Receive Quotes and Award a Contract for the Spring 2024 Boulevard Stump Removals Agenda Item: Receive Quotes and Award a Contract for the Spring 2024 Boulevard Stump Removals - Pdf 67 - 74 7.11. Staff Recommendations and Changes Agenda Item: Staff Recommendations and Changes - Pdf 75 - 80 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS 11. UNFINISHED BUSINESS 12. NEW BUSINESS 12.1. Plans and Specifications and Authorize the Advertisement for Bids for the 2024 Street Improvement Project Approve Plans and Specifications and authorize the Advertisements for Bids for the 2024 Street Improvement Project Agenda Item: Approve Plans and Specifications and Authorize the Advertisement for Bids for the 2024 Street Improvement Project - Pdf 81 - 83 Page 2 of 83 13. CITY COUNCIL ROUNDTABLE 14. ADJOURN Page 3 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Julie Flaten, Asst City Admin/HR Director Department: HR Subject: Swearing of Police Officers and Sergeant Promotion Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Police Chief Rutherford will present August Kewitsch, Max Theirl, and Dalton Vickery to be sworn in. Also, Andrew Van Dorn will be sworn in as a newly promoted Police Sergeant. DISCUSSION: Not applicable BUDGET IMPACT: Not applicable ACTION REQUESTED: Not applicable Page 4 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Shirley Buecksler, City Clerk Department: Administration Subject: Minutes of the March 18, 2024 Regular City Council Meeting Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Approve the minutes of the March 18, 2024 Regular City Council meeting. DISCUSSION: Not applicable BUDGET IMPACT: Not applicable ACTION REQUESTED: Approve the minutes of the March 18, 2024 Regular City Council meeting. ATTACHMENTS: 03.18.24 Council Minutes Page 5 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 1 of 6 City of Farmington Regular Council Meeting Minutes Monday, March 18, 2024 The City Council met in regular session on Monday, March 18, 2024, at Farmington City Hall, 430 3rd Street, Farmington, Minnesota. 1. CALL TO ORDER Mayor Hoyt called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Hoyt led everyone in the Pledge of Allegiance. 3. ROLL CALL Members Present: Mayor Joshua Hoyt Councilmembers Holly Bernatz, Nick Lien, and Steve Wilson Members Absent: Councilmember Katie Porter (excused absence) Staff Present: Lynn Gorski, City Administrator Julie Flaten, Asst City Administrator/HR Director Leah Koch, City Attorney Deanna Kuennen, Community & Economic Development Director Kim Sommerland, Finance Director Matt Price, Interim Fire Chief Kellee Omlid, Parks & Recreation Director Jeremy Pire, Parks & Facilities Supervisor Emilee Shearer, Parks & Recreation Supervisor Missie Kohlbeck, Recreation Supervisor Gary Rutherford, Police Chief Nate Siem, Police Sergeant John Powell, Public Works Director Shirley Buecksler, City Clerk Also Present: Members of Corinthian Lodge No. 67: Jason LaVoi, Jason Breunig, and Ross Johnson 4. APPROVE AGENDA Administrator Gorski requested that Item 7.8 Fire Service Agreements with Castle Rock Township and the City of Empire be added to the agenda. Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz to approve the agenda, as amended to include Item 7.8 Fire Service Agreements with Castle Rock Township and the City of Empire. Motion carried: 4 ayes / 0 nays Page 6 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 2 of 6 5. ANNOUNCEMENTS / COMMENDATIONS 5.1 Donation of Five (5) Fire Suppression Tools to the Farmington Police Department Motion was made by Councilmember Bernatz and seconded by Councilmember Wilson to adopt Resolution 2024-28 Accepting the Donation of Five (5) Fire Suppression Tools to the Farmington Police Department. Motion carried: 4 ayes / 0 nays. 6. CITIZENS COMMENTS / RESPONSES TO COMMENTS None. 7. CONSENT AGENDA 7.1 Resolution 2024-27 Appointing Additional Election Judges for the March 5, 2024 Presidential Nomination Primary, the August 13, 2024 State Primary, and the November 5, 2024 General Election 7.2 Minutes of the March 4, 2024 Council Work Session 7.3 Minutes of the March 4, 2024 Regular City Council meeting 7.4 Professional Services Agreement with WSB LLC for the review and distribution of two alternative urban areawide reviews 7.5 Ordinance 2024-04 Amending Title 10, Chapters 2 And 6 of the Farmington City Code as it Relates to Performance Standards for Recreational Vehicle Parking and Fences 7.6 2023 Investment Portfolio overview 7.7 Payment of claims in the amount of $982,826.34 for the period February 29 through March 12, 2024 7.8 Fire Service Agreements with Castle Rock Township and the City of Empire 7.9 Addition of Fire Marshal position 7.10 Interim Fire Chief 7.11 Personnel policy update 7.12 Staff changes and recommendations, including the appointments of: • Melissa Geis as a Building Permit Technician • Carter Hoff, Mason Conrad, Drew Conrad, Carson Spelman, and Nathan Bartell as seasonal parks maintenance employees • Connor Lavigne as seasonal arena supervisor 7.13 Purchase of a Dump Truck 7.14 Purchase of a Salt Storage Facility 7.15 Purchase of a Tandem Roller Motion was made by Councilmember Lien and seconded by Councilmember Bernatz to approve the Consent Agenda, as presented. Motion carried: 4 ayes / 0 nays. 8. PUBLIC HEARINGS None. Page 7 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 3 of 6 9. AWARD OF CONTRACT None. 10. PETITIONS, REQUESTS AND COMMUNICATIONS None. 11. UNFINISHED BUSINESS None 12. NEW BUSINESS 12.1 Parks and Recreation Department’s 2023 Annual Report and 2024 Goals The Parks and Recreation Department, including Parks and Recreation Director Kellee Omlid, Parks and Facilities Supervisor Jeremy Pire, Recreation Supervisor Emilee Shearer, and Recreation Supervisor Missie Kohlbeck, presented their 2024 goals and 2023 accomplishments. 13. CITY COUNCIL ROUNDTABLE City Attorney Koch: Congratulations to the Farmington Boys Basketball Team on entering the State tournament, and best of luck. Councilmember Lien: Thank you to the Mayor for continuing Minnesota’s long tradition of elected officials with a wrestling career. Councilmember Bernatz: On the Consent Agenda, we appointed Matt Price as Interim Fire Chief. Congratulations, Sir, and thank you very much. Also, there is an opening for Fire Marshal position. Councilmember Wilson: Congratulations to the high school Robotics Team going to nationals for the success that they’ve had. We approved some new equipment for the Public Works Department, and if you’re starting to get in the habit of parking on the street, they may start ticketing in the next few days with snow coming. As Councilmembers, we get a publication from the League of Minnesota Cities. In this March/April edition, there is an article about Mayor for a Day essays for 4th, 5th, and 6th grade students. Nowhere in there is “I want to be a pro wrestler for a day.” I want to congratulate our Mayor. I was at the event, and I know he would be the first to say that he stepped out of his comfort zone for the benefit of the law enforcement community and the terrible tragedy in Burnsville. I know the Mayor and many other folks were quick to point out th at this event even needed to occur. But Page 8 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 4 of 6 the one thing out of this horrendous tragedy is you’re seeing a rise in support and enthusiasm for the First Responders. Which, after four or five years of negativity towards the profession, is shifting back to where it should be. Respect and appreciation for First Responders, Police, and Fire. It was a neat event to be at, but I worried that the Mayor was injured. Good luck to our Farmington Tigers Boys Basketball Team – they will be playing at Target Center on Wednesday. Administrator Gorski: I am excited to announce that in the next couple weeks, you’re going to see more activity at City Hall with increased employees from the USDA, where we lease some space out to them. That’s been long in the works for this project. In a couple of weeks, they’ll be done and moved in. We’re excited to complete that project. Clerk Buecksler: A big shout to our Election Judges, as well as Staff, for all their help making the March election such a success. Also, of our six polling sites, three are City-owned facilities. Three are community churches, so a special thanks to Bible Baptist Church, the Church of St. Michael, and Farmington Lutheran Church for hosting us. Our Election Judges are the face of Farmington on Election Day, and I couldn’t be more impressed with the judges we have. I thank them for working. County-wide, there were 16.1% voters and Farmington had 11.2% vote in this election. Director Flaten: On the Consent Agenda, we appointed Melissa Geis as our new Building Permit Technician. We are really excited about that because Melissa was serving in a temporary role and she is our third full time employee who served with us either temporarily or as a consultant who decided to stay with us full time, so we’re really excited about that. Director Kuennen: Tonight, we had our EDA meeting and there were quite a few items on the agenda, so thank you for working with Staff on that. One of the action items was to approve our joint powers agreement with Dakota County CDA to continue to offer the Open to Business, small business one on one counseling services to all of the businesses here in town. If anyone is interested, please reach out to our Staff and we will be happy to connect. Director Powell: Dakota County is currently working on a scope, and they plan to issue a Request for Proposals to do a corridor study along Denmark Avenue from County Road 50 down to 220th Street. A big part of that will be replacement of the bridge and providing a pedestrian/bike crossing to provide continued greenway connectivity to the river going under the bridge. They’re not sure how that might happen, which is Page 9 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 5 of 6 the purpose of the study, but they will also look at intersections, traffic, and the roadway sections. In our neighborhoods where we are doing mill and overlay projects, we are going into those areas to prune trees and remove ash trees. With the paving trucks, they’ll be raising their beds, and we don’t want to be knocking branches off. We have Staff out distributing flyers for that work. Director Omlid: The Open Door Pop-Up Food Pantry is tomorrow at the Rambling River Center from 3 – 4 p.m. Director Sommerland: Included in tonight’s Consent Agenda was the annual overview of the City’s investment portfolio. As of December 31st, the City had a market value of $56.8 million with an average yield of about 3.3%. Pleased to announce that the City earned over $1 million dollars in investment income from 2023. With the donation tonight for the fire suppression tool, there is a video on the City of St. Paul Park’s Facebook page for the fire that they referenced in Newport. It has the body camera from the Police Officer if anyone is interested. Interim Chief Price: If you’re interested in becoming a Paid-on-Call Firefighter, our application process closes on March 23rd. The interview process will be in April with a potential offer after that. Chief Rutherford: I was also at the event on Saturday and will throw a little bit of shade to Councilmember Wilson’s comment that the Mayor was stepping outside his comfort zone. He was totally living his best life. Mayor Hoyt: The Iron Heart Pro Wrestling Match event was planned months in advance for this past Saturday. In light of what happened in Burnsville, they pivoted. The fundraisers in the past two weeks have been phenomenal, and that’s what we want. But sometimes that stuff gets lost in the masses and so, like typical Hoyt fashion, we throw ourselves in the middle of the thing – literally. Net result, I ended up in the ring, had some fun, we had 300 people in attendance, we raised $22,000, and got covered by a bunch of news and radio outlets. Any opportunity we get to talk about the community of Farmington, we’re going to take it. We can continue to do that and raise awareness and while we have an opportunity to do it, also fundraising and supporting the families during this tragedy. We talked about this Saturday night and the term we used is “the inconvenience of gratitude.” It sucks that it takes a tragedy to create awareness to the appreciation Page 10 of 83 Regular City Council Meeting Minutes of March 18, 2024 Page 6 of 6 of our First Responders. You saw it with 9-11. Within months, every store you went to, every store had a flag on it. You went to the end of every aisle and being patriotic was the new thing and everyone was proud. And it was trendy. And with enough time, it slowly dissolves, it just fades away because the crowd isn’t there, the events aren’t happening, and it just kind of withers away over time. And every time a tragedy strikes, there’s this big push for awareness for the ‘thing,’ whether it’s death, whether it’s an accident, or whatever it is, there’s a push for awareness. We have it wrong as a society. It should ne ver take tragedy to have a certain level of appreciation for the things that exist under our nose every single day. We blow that opportunity every day to just say “thank you,” “I appreciate you,” “I see you.” We miss that. And so, we need to wake up. We need to do better as human beings and extend more appreciation to our neighbors, our friends, our family, our co-workers, our First Responders, our Veterans, everybody. Don’t wait for tragedy and the trend to do the thing. Do it every day because you have that opportunity. If I could ask anything, just go out of your way to say thank you, to show appreciation, do the thing every day because it’s what’s good and it’s, ultimately, what makes this an amazing country to live in, and it makes it an am azing life to live. Don’t squander that opportunity. It’s awesome that we can do it when the thing happens, but we shouldn’t have the thing happen, to do the work. So just do the work. 14. ADJOURNMENT Motion was made by Councilmember Wilson and seconded by Councilmember Lien to adjourn the meeting at 7:51 p.m. Motion carried: 4 ayes / 0 nays. Respectfully submitted, Shirley R Buecksler City Clerk Page 11 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Shirley Buecksler, City Clerk Department: Administration Subject: Minutes of the March 18, 2024 Work Session Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Approve the minutes of the March 18, 2024 Work Session. DISCUSSION: Not applicable BUDGET IMPACT: Not applicable ACTION REQUESTED: Approve the minutes of the March 18, 2024 Work Session. ATTACHMENTS: 03.18.24 Work Session Minutes Page 12 of 83 Work Session Minutes of March 18, 2024 Page 1 of 2 City of Farmington City Council Work Session Minutes Monday, March 18, 2024 The City Council met in a Work Session on Monday, March 18, 2024, at Farmington City Hall, 430 3rd Street, Farmington, Minnesota. 1. CALL TO ORDER Mayor Hoyt called the Work Session to order at 5 p.m. Members Present: Mayor Joshua Hoyt Councilmembers Holly Bernatz, Nick Lien, and Steve Wilson Members Absent: None Staff Present: Lynn Gorski, City Administrator Julie Flaten, Asst City Administrator/HR Director Deanna Kuennen, Community & Economic Development Director Kim Sommerland, Finance Director Kellee Omlid, Parks & Recreation Director Missie Kohlbeck, Recreation Supervisor John Powell, Public Works Director Shirley Buecksler, City Clerk Others Present: Members of the Rambling River Center Advisory Board: Commissioners Mary Garlets, Judy Janke, Marjorie Koski, and Blanche Reichert 2. APPROVE AGENDA Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz to approve the agenda, as presented. Motion carried: 4 ayes / 0 nays 3. DISCUSSION ITEMS 3.1 Rambling River Center Renovations The facility master plan of the Rambling River Center was approved by the City Council on January 16, 2024. The City utilized the services of JLG Architects to develop the facility master plan. The cost estimate for all proposed renovation work, as outlined in the planning study, is $1,814,500. Discussion included whether to move forward with Scenario #1, project phasing and costs, or Scenario #2, a single-phase project and issuing tax abatement bonds to pay for the unfunded portion. Page 13 of 83 Work Session Minutes of March 18, 2024 Page 2 of 2 Council direction: fine tune the overall project cost, work with the contractor on details, and bring back scenario #2, with Kraus-Anderson items included, for discussion on Monday, April 1, 2024. 4. COUNCIL COMMITTEE UPDATE Councilmember Wilson attended the Fire Department Board Meeting. Mayor Hoyt attended the Regional Council of Mayors meeting and participated in a discussion regarding Lyft being pulled out of Minneapolis. 5. CITY ADMINISTRATOR UPDATE No update. 6. ADJOURNMENT Motion was made by Councilmember Wilson and seconded by Councilmember Bernatz to adjourn the meeting at 5:36 p.m. Motion carried: 4 ayes / 0 nays. Respectfully submitted, Shirley R Buecksler City Clerk Page 14 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Shirley Buecksler, City Clerk Department: Administration Subject: Temporary On-Sale Liquor License for The Rotary Club of Farmington, May 18, 2024 Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Approval of a Temporary On-Sale Liquor License for The Rotary Club of Farmington for an event to be held on May 18, 2024 at Pellicci Ace Hardware, 3560 213th Street West, Farmington. DISCUSSION: The Rotary Club of Farmington is hosting an event on May 18, 2024 and is requesting approval of a Temporary On-Sale Liquor License. The event will be held outside of Pellicci Ace Hardware in a confined area of the parking lot located at 3560 213th Street West in Farmington. BUDGET IMPACT: Not applicable ACTION REQUESTED: Staff recommends approval of a Temporary On-Sale Liquor License for The Rotary Club of Farmington for an event to be held on May 18, 2024 at 3560 213th Street West, Farmington. ATTACHMENTS: Temp On-Sale Liquor License, Rotary Club of Farmington, May 18, 2024 Page 15 of 83 Page 16 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Deanna Kuennen, Community Dev Director Department: Community Development Subject: Approve Agreement with Michael Hawke and Authorize Execution Meeting: Regular Council - Apr 01 2024 INTRODUCTION: The City terminated the electrical inspection services agreement (Agreement) between Michael Hawke, a sole proprietor (MJH), and the City of Farmington on February 23, 2024. MJH has requested a lump sum amount to complete the payments owned to him under the Agreement for services provided prior to termination. Prior to payment, Staff has worked with the City Attorney to articulate the terms of the agreement. DISCUSSION: On February 23, 2024, the City terminated the electrical inspection services agreement between Michale Hawke, a sole proprietor (MJH), and the City of Farmington. The attached aSettlement and Release of Claims, prepared by the City Attorney, articulates that it is mutually desirable to resolve and settle with MJH, stating that the City will provide a lump sum payment in the amount of $10,000 for electrical inspection services provided prior to the termination. In return for the payment, MJH releases and discharges any and all claims, demands, damages, costs and causes of action concerning or related to MJH's services to the City. BUDGET IMPACT: $10,000 - from escrow account for electrical permit fees collected. ACTION REQUESTED: Approve Agreement and Release of Claims and Authorize Execution of said agreement. ATTACHMENTS: Agreement and Release of Claims, M. Hawke Page 17 of 83 Page 18 of 83 Page 19 of 83 Page 20 of 83 Page 21 of 83 Page 22 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Deanna Kuennen, Community Dev Director Department: Community Development Subject: Professional Services Agreement with HKGi for Planning and Design Services to Support the Development of a City-Wide Wayfinding Plan Meeting: Regular Council - Apr 01 2024 INTRODUCTION: In 2023, Farmington was selected as a participant in the Saint Paul Area Association of Realtors (SPAAR) Key Communities Grant Program. The purpose of the program is to build strong ties between SPAAR members and the community, providing a small amount of grant funding for City- led programs or projects that are related to "homeownership, placemaking, walkability, etc." The City worked with HKGi to prepare a proposal for developing a city-wide wayfinding plan that would build upon recently completed parks planning but also focus on ways to get people around the community, connect parks/trails with neighborhoods and downtown, help identify parking in the downtown, and identify/connect City facilities. The scope and cost for this project was beyond the grant threshold but, due to the impact of the project, SPAAR submitted the project to the National Association of Realtors for funding. On February 21, 2024, SPAAR was notified that the project has been approved for $15,000 in funding. DISCUSSION: While ensuring that people can safely get around the community and access parks, trails, downtown, City facilities, and parking is important - there has not been available funds to prepare a comprehensive plan. Staff worked with HKGi to prepare a proposal to assist the City with developing a city-wide wayfinding plan and submitted this idea to SPAAR for potential funding. SPAAR recognized that wayfinding would benefit all neighborhoods and residents and forwarded the proposal to their national association for funding. The funding request was approved in the amount of $15,000. The wayfinding plan will build upon recently completed parks planning and include the following tasks: 1. Project Kick-off and Organization a. Develop base maps b. Collect data c. Review Dakota County Greenway Wayfinding Guidebook d. Develop list of destinations 2. Develop Design Concepts a. Draft Sign Type Hierarchy b. Draft sign concepts - including materials, layouts, size/scale c. Final concept design 3. Prepare Plan Document Page 23 of 83 a. Develop costs estimates and prioritization/phasing plan b. Prepare visualizations c. Provide final Wayfinding and Signage document The total cost of the project is $20,000. The National Association of Realtors will provide $15,000 of funding to SPAAR, who will pay HKGi directly for the project. The City will work with HKGi on the project and enter into a Professional Services Agreement with HKGi to prepare the wayfinding plan. The City will also be responsible to cover the cost of the plan outside of the grant funding. BUDGET IMPACT: Up to $5,000 - from Planning & Zoning Professional Services. SPAAR will also be recommending that their local chapter contribute $1,000 to the project, which will further reduce the local contribution. ACTION REQUESTED: Authorize execution of a Professional Services Agreement with HKGi for planning and design services to support the development of a city-wide wayfinding plan and accept the SPAAR funding for the project in the amount of $15,000. ATTACHMENTS: DRAFT - HKGI Wayfinding PSA Page 24 of 83 230472v1 PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (“Agreement”) is made this 1st day of April, 2024, by and between the CITY OF FARMINGTON, a Minnesota municipal corporation, whose business address is 430 3rd St, Farmington, MN 55024 (hereinafter "City") and HKGi, a Minnesota limited liability company, whose business address is_______________ (hereinafter "Consultant"). PRELIMINARY STATEMENT The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of professional services for City projects. That policy requires that persons, firms or corporations providing such services enter into written agreements with the City. The purpose of this Agreement is to set forth the terms and conditions for the provision of professional services by Consultant for services, hereinafter referred to as the "Work", and as outlined on Exhibit “A” attached hereto. IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Consultant to furnish the services set forth on the attached Exhibit “A”. The Consultant agrees to perform the services. Consultant shall provide all personnel, supervision, services, materials, tools, equipment and supplies and do all things necessary and ancillary thereto specified on Exhibit “A”. The Work shall be performed in accordance with the Contract Documents, which includes this Agreement and the attached Exhibits: Exhibit “A” – Scope of Services including Fee Schedule. In the event any ambiguity or conflict between the Contract Documents listed above, the order of precedence shall be the following order: (i) this Agreement; (ii) Exhibit “A”. 2. REPRESENTATIVES. City has designated Deanna Kuennen, Community and Economic Development Director (the “City Representative”), and the Consultant has designated Gabrielle Grinde, Vice President (the “Consultant Representative”). The City Representative and the Consultant Representative shall be available as often as is reasonably necessary for reviewing the Services and Work to be performed. 3. COMPENSATION FOR SERVICES. Consultant shall be paid by the City for the services described in Exhibit “A” on an hourly basis, but not to exceed $7,500.00 inclusive of taxes and reimbursable costs. A. The Services shall also be funded by a grant from the St. Paul Area Association of Realtors (SPAAR) pursuant to an agreement by and between Consultant and SPAAR. In the event the grant is cancelled, terminated, or revoked this Agreement shall terminate. B. Any changes in the scope of the Work which may result in an increase to the compensation due the Consultant shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for services that do not have prior written authorization. C. Special Consultants may be utilized by the Consultant when required by the complex or specialized nature of the Project and when authorized in writing by the City. Page 25 of 83 230472v1 4. COMPLETION DATE/TERM. The Consultant must complete the Services by August 1, 2024. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the terms and conditions as herein stated. 5. OWNERSHIP OF DOCUMENTS. All plans, diagrams, analyses, reports and information generated in connection with the performance of the Agreement (“Information”) shall become the property of the City, but Consultant may retain copies of such documents as records of the services provided. The City may use the Information for its purposes and the Consultant also may use the Information for its purposes. Use of the Information for the purposes of the project contemplated by this Agreement does not relieve any liability on the part of the Consultant, but any use of the Information by the City or the Consultant beyond the scope of the Project is without liability to the other, and the party using the Information agrees to defend and indemnify the other from any claims or liability resulting therefrom. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules, and regulations pertaining to the provisions of services to be provided. Any violation of statutes, ordinances, rules, and regulations pertaining to the Services to be provided shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. Consultant’s books, records, documents, and accounting procedures and practices related to services provided to the City are subject to examination by the legislative auditor or the state auditor, as appropriate, for a minimum of six years. 7. STANDARD OF CARE. Consultant shall exercise the same degrees of care, skill, and diligence in the performance of the Services as is ordinarily possessed and exercised by a professional consultant under similar circumstances. Consultant shall be liable to the fullest extent permitted under applicable law, without limitation, for any injuries, loss, or damages proximately caused by Consultant’s breach of this standard of care. Consultant shall put forth reasonable efforts to complete its duties in a timely manner. Consultant shall not be responsible for delays caused by factors beyond its control or that could not be reasonably foreseen at the time of execution of this Agreement. Consultant shall be responsible for costs, delays, or damages arising from unreasonable delays in the performance of its duties. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant’s services. 8. INDEMNIFICATION. The Consultant shall defend, indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all judgments, claims, damages, demands, actions, causes of action, including costs and attorney's fees paid or incurred resulting from any breach of this Agreement by Consultant, its agents, contractors and employees, or any negligent or intentional act or omission performed, taken or not performed or taken by Consultant, its agents, contractors and employees, relative to this Agreement. City will indemnify and hold Consultant harmless from and against any loss for injuries or damages arising out of the negligent acts of the City, its officers, agents, or employees. 9. INSURANCE. a. General Liability. Prior to starting the Work, Consultant shall procure, maintain, and pay for such insurance as will protect against claims or loss which may arise out of operations by Consultant or by any subcontractor or by anyone employed by any of them or by anyone for whose acts any of them may be liable. Such insurance shall include, but not be limited to, minimum coverages and limits of liability specified in this Paragraph or required by law. b. Consultant shall procure and maintain the following minimum insurance coverages and limits of liability for the Work: Page 26 of 83 230472v1 Worker’s Compensation Statutory Limits Employer’s Liability $500,000 each accident $500,000 disease policy limit $500,000 disease each employee Commercial General Liability $2,000,000 property damage and bodily injury per occurrence $2,000,000 general aggregate Comprehensive Automobile Liability $1,000,000 combined single limit each accident (shall include coverage for all owned, hired and non-owed vehicles.) Commercial General Liability requirements may be met through a combination of umbrella or excess liability insurance. The City shall be named as an additional insured on the general liability and umbrella policies. c. Professional Liability Insurance. In addition to the coverages listed above, Consultant shall maintain a professional liability insurance policy in the amount of $2,000,000. Said policy need not name the City as an additional insured. d. Consultant shall maintain “stop gap” coverage if Consultant obtains Workers’ Compensation coverage from any state fund if Employer’s liability coverage is not available. e. All policies, except the Worker’s Compensation Policy, Automobile Policy, and Professional Liability Policy, shall name the “City of Farmington” as an additional insured. f. All policies, except the Professional Liability Policy, shall apply on a “per project” basis. g. All policies shall contain a waiver of subrogation in favor of the City. h. All policies, except for the Worker’s Compensation Policy and the Professional Liability Policy, shall be primary and non-contributory. i. All policies, except the Worker’s Compensation Policy, shall insure the defense and indemnity obligations assumed by Consultant under this Agreement. j. Consultant agrees to maintain all coverage required herein throughout the term of the Agreement and for a minimum of two (2) years following City’s written acceptance of the Work. k. It shall be Consultant’s responsibility to pay any retention or deductible for the coverages required herein. Page 27 of 83 230472v1 l. The Consultant’s policies and Certificate of Insurance shall contain a provision that coverage afforded under the policies shall not be cancelled without at least thirty (30) days advanced written notice to the City. m. Consultant shall maintain in effect all insurance coverages required under this Paragraph at Consultant’s sole expense and with insurance companies licensed to do business in the state in Minnesota and having a current A.M. Best rating of no less than A-, unless specifically accepted by City in writing and all insurance policies shall be on ISO forms acceptable to the City. n. A copy of the Consultant’s Certificate of Insurance which evidences the compliance with this Paragraph, must be filed with City prior to the start of Consultant’s Work. Upon request a copy of the Consultant’s insurance declaration page, rider and/or endorsement, as applicable shall be provided. Such documents evidencing insurance shall be in a form acceptable to City and shall provide satisfactory evidence that Consultant has complied with all insurance requirements. Renewal certificates shall be provided to City prior to the expiration date of any of the required policies. City will not be obligated, however, to review such Certificate of Insurance, declaration page, rider, endorsement, certificates, or other evidence of insurance, or to advise Consultant of any deficiencies in such documents and receipt thereof shall not relieve Consultant from, nor be deemed a waiver of, City’s right to enforce the terms of Consultant’s obligations hereunder. City reserves the right to examine any policy provided for under this Agreement. o. Effect of Consultant’s Failure to Provide Insurance. If Consultant fails to provide the specified insurance, then Consultant will defend, indemnify, and hold harmless the City, the City's officials, agents, and employees from any loss, claim, liability, and expense (including reasonable attorney's fees and expenses of litigation) to the extent necessary to afford the same protection as would have been provided by the specified insurance. Except to the extent prohibited by law, this indemnity applies regardless of any strict liability or negligence attributable to the City (including sole negligence) and regardless of the extent to which the underlying occurrence (i.e., the event giving rise to a claim which would have been covered by the specified insurance) is attributable to the negligent or otherwise wrongful act or omission (including breach of contract) of Consultant, its subcontractors, agents, employees or delegates. Consultant agrees that this indemnity shall be construed and applied in favor of indemnification. Consultant also agrees that if applicable law limits or precludes any aspect of this indemnity, then the indemnity will be considered limited only to the extent necessary to comply with that applicable law. The stated indemnity continues until all applicable statutes of limitation have run. If a claim arises within the scope of the stated indemnity in section o, the City may require Consultant to: i. Furnish and pay for a surety bond, satisfactory to the City, guaranteeing performance of the indemnity obligation; or ii. Furnish a written acceptance of tender of defense and indemnity from Consultant’s insurance company. Consultant will take the action required by the City within fifteen (15) days of receiving notice from the City. Page 28 of 83 230472v1 10. INDEPENDENT CONTRACTOR. The City hereby retains the Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. The Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant’s performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant’s own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self- employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 11. SUBCONTRACTORS. Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statute § 471.425. Consultant must pay subcontractor for all undisputed services provided by subcontractor within ten (10) days of Consultant’s receipt of payment from City. Consultant must pay interest of 1.5 percent per month or any part of a month to subcontractor on any undisputed amount not paid on time to subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. 12. ASSIGNMENT AND THIRD PARTIES. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. Nothing under this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than the City and Consultant, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the City and Consultant and not for the benefit of any other party. 13. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 14. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 15. CONTROLLING LAW AND VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. All proceedings related to this contract shall be venued in the Dakota County District Court. 16. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or patent by reason of the use or adoption of any designs, drawings, or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 17. RECORDS. The Consultant shall maintain complete and accurate records of time and expense involved in the performance of services. 18. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil Page 29 of 83 230472v1 remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant’s officers’, agents’, partners’, employees’, volunteers’, assignees’, or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 19. TERMINATION. This Agreement may be terminated by City on thirty (30) days’ written notice delivered to Consultant at the address on file with the City. Upon termination under this provision if there is no fault of the Consultant, the Consultant shall be paid for services rendered and reimbursable expenses until the effective date of termination. If the City terminates the Agreement because the Consultant has failed to perform in accordance with this Agreement, no further payment shall be made to the Consultant, and the City may retain another consultant to undertake or complete the work identified in Paragraph 1. 20. NON-DISCRIMINATION. During the performance of this Agreement, the Consultant shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. The Consultant shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualified applicants will receive consideration for employment. The Consultant shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. The Consultant further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes 363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 21. SURVIVAL. All express representations, waivers, indemnifications, and limitations of liability included in this Agreement will survive its completion or termination for any reason. 22. SERVICES NOT PROVIDED FOR. Claims for services furnished by the Consultant not specifically provided for herein shall not be honored by the City. 23. SEVERABILITY. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Agreement. 24. CONFLICTS. No officer or salaried employee of the City and no member of the Council of the City shall have a financial interest, direct or indirect, in this Agreement. The violation of this provision renders the Agreement void. 25. NOTICES. Any notice required under this Agreement will be in writing, addressed to the appropriate party at its address on the signature page and given personally, by facsimile, by registered or certified mail postage prepaid, or by a commercial courier service. All notices shall be effective upon the date of receipt. 26. WAIVER. A party’s non-enforcement of any provision shall not constitute a waiver of that provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Page 30 of 83 230472v1 27. COUNTERPARTS. This Agreement may be executed in multiple counterparts, each of which shall be considered an original. Dated: April 1, 2024 CITY: CITY OF FARMINGTON By: Joshua Hoyt Mayor By: Shirley R Buecksler City Clerk Dated:__________________, 20___ CONSULTANT: By: _____________________________ [print name] Its __________________________ [title] Page 31 of 83 230472v1 EXHIBIT “A” SCOPE OF SERVICES Page 32 of 83 230472v1 March 1, 2024 Jared Johnson, Planning Coordinator City of Farmington 430 Third St. Farmington, MN 55024 RE: City of Farmington Wayfinding Plan Proposal Dear Jared, HKGi is pleased to submit the following planning and design services proposal to support the City of Farmington in the development of a City-wide Wayfinding Plan. This project is an opportunity for HKGi and city staff to build on work we have completed recently related to parks planning. We understand that the city desires a city-wide wayfinding plan, specifically for parks and trails, and the downtown. The plan should be completed during the spring and summer of 2024 in order to align with ongoing development projects in the city. The wayfinding effort includes getting people around the community, connecting parks/trails with neighborhoods and downtown, helping identify parking in the downtown, and identifying/connecting city facilities. The city has identified a budget for this effort of $15,000. Potential additional services, such as additional in-person or virtual meetings beyond what is identified in the scope, have been listed at the end of the proposal. WORK PLAN Task 1 – Project Kick off & Organization Before meeting with city staff to kick off the project, HKGi will develop city-wide base maps, collect photos of existing city signage, and assemble precedent images to review with staff. We will also review and incorporate relevant recommendations from the Dakota County Greenway Wayfinding Guidebook: Greenways Wayfinding Signage Standards Manual (dakota.mn.us), and the Farmington Bike/Ped Plan (2019) into the sign inventory as a starting point for the future direction of signage in the city. The kick off meeting will include a discussion of goals for city and park signage, including discussion of development of a sign type hierarchy and sign concepts. Task 1 Meetings and Deliverables: • Assemble signage precedents • Develop base maps and existing city signage inventory (utilizing Google Maps, images City of Farmington Wayfinding Plan Proposal 2024 1 Page 33 of 83 230472v1 supplied by city staff, and photos as available from HKGi’s previous project work) • Review background plans and materials—Dakota County signage and Farmington Bike Ped Plan • Develop Preliminary list of destinations in the city for wayfinding • Kick off meeting with staff—virtual meeting (1) • Discuss goals for the project and wayfinding plan • Discuss signage hierarchy and previous/related planning documents • Review signage precedents • Review destinations list Task 2 – Develop Sign Concepts Based on feedback from staff on goals, precedent signage, destinations, and signage hierarchy, we will develop a draft sign type hierarchy and draft sign concept designs tailored to meet the needs of Farmington. Material selection and placement will be identified. We will meet with staff to review the draft concepts and proposed sign locations. Following the review meeting, final preferred sign designs, types, locations, and destinations will be developed. Task 2 Meetings and Deliverables: • Develop Preliminary Sign Type Hierarchy (3-4 sign types) with associated city-wide and downtown maps identifying potential locations for sign types • Develop draft sign concepts including identification of materials, size/scale, color, and high- level content layout • Meeting with staff to review sign concepts, review draft signage location maps, and agree upon preferred signage hierarchy and preferred concept design—virtual meeting (2) • Final Sign Type Hierarchy • Final City-wide and Downtown maps of sign placements • Final list of city-wide destinations • Final Sign Concept Designs Task 3 – Prepare Plan Document The Signage and Wayfinding Plan document will be assembled to include all background information and proposed sign types, sign designs, maps, and estimated costs, that will guide city- wide, downtown, and park signage implementation. We will develop up to four visualizations/illustrative cross section graphics that will depict the different sign types in a typical context (e.g. along a trail, in a street boulevard, at a park/trailhead). Task 3 Meetings and Deliverables: • Develop planning level cost estimates and prioritization/phasing plan for implementation • Develop up to 4 visualizations/illustrative cross-sections of signs in typical situations • Develop Draft City-wide and Parks Wayfinding and Signage Plan document (PDF) • Meeting with staff to review the Draft Plan document and discuss revisions as needed— virtual meeting (3) • Revise Draft document • Provide Final Wayfinding and Signage Plan document (PDF) City of Farmington Wayfinding Plan Proposal 2024 2 Page 34 of 83 230472v1 Additional Services If additional meetings or more revisions to draft project products are desired than what is listed in the Work Plan, a change of scope and contract amendment will be needed. • Additional virtual meetings would be billed hourly at approximately $500. • Additional in-person meetings would be billed hourly and include expenses for mileage at approximately $800. PROFESSIONAL FEES HKGi proposes to accomplish the above-described Work Plan for the fees listed below. We will bill time on an hourly basis and all expenses for travel or printing will be billed at cost. Task Fees Project Kick off & Organization $4,800 Develop Sign Concepts $7,500 Prepare Plan Document $8,200 Total inclusive of expenses $20,500 We look forward to the opportunity of helping the City of Farmington with such an important community project. Please call or email if you have any additional questions or need additional information. I can be reached at gabrielle@hkgi.com or 608-852-3370 (cell). Sincerely, Gabrielle Grinde, PLA Vice President HKGi City of Farmington Wayfinding Plan Proposal 2024 3 Page 35 of 83 230472v1 Project Experience City of Farmington Wayfinding Plan Proposal 2024 4 Page 36 of 83 230472v1 City of Farmington Wayfinding Plan Proposal 2024 5 Page 37 of 83 230472v1 City of Farmington Wayfinding Plan Proposal 2024 6 Page 38 of 83 230472v1 City of Farmington Wayfinding Plan Proposal 2024 7 Page 39 of 83 230472v1 City of Mendota Heights Bike Ped Plan Page 40 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Kim Sommerland, Finance Director Department: Finance Subject: 2023 Fund Transfers Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Transfers of money between funds occur for various reasons. The following is not an exhaustive list but does provide some examples. Transfers may be made as part of a long-term funding strategy, often in conjunction with the Capital Improvement Plan (CIP). An example specific to the City of Farmington is transfers made to maintenance funds. Transfers made to build up fund balances over several years with the intention of making a large purchase, such as a fire engine, or ongoing replacement of equipment, for instance, police squads replaced on a rotation schedule. Transfers to move liquor stores community investment funds to funds designated for specific purposes. Transfers for the reimbursement of human resources and administration costs incurred in one fund for the benefit of another fund. Transfers to close out a fund that is inactive or no longer needed. Following the close of the year, Staff provide the City Council with the actual transfers which were made during the year for their review and approval. DISCUSSION: The attached spreadsheet details the amounts transferred between the various funds in 2023. The transfers have been color coded by the following categories. Blue – Amounts highlighted in blue represent the transfers that were included in the 2023 budget. These items total $3,241,756. Green – The amount highlighted in green, $166,000, is listed as a transfer for budget purposes, but is recorded as an interfund loan for accounting purposes. Such items are included in the budgeting process to provide the City Council with information that the transactions will occur during the budget year. Orange – Transfers highlighted in orange, totaling $1,736,470, were not included in the adopted 2023 budget. They include: o $36,969 from the Maintenance Fund specific to Downtown Redevelopment to the EDA. o $70,243 from the Recreation Capital Projects which was closed into the Ice Arena Fund. o $1,046,941 from three inactive debt service funds into the Closed Bond Fund. o $316,234 from Street Construction Fund and Permanent Improvement Revolving Fund which were closed into the Capital Project Reserve Fund. Page 41 of 83 o $266,082 from the inactive Solid Waste Fund to Emerald Ash Borer (EAB) Mitigation Fund. There are no further transfers anticipated for 2023, though there is a possibility of further adjustments as the audit is finalized. BUDGET IMPACT: Variances to the adopted budget have been previously explained in the discussion. ACTION REQUESTED: Approve the updated list of 2023 transfers. ATTACHMENTS: 2023 Final Fund Transfers Page 42 of 83 2023 OPERATING TRANSFERS FUND General Fund EDA Park Imp Ice Arena Closed Bond Fund Capital Project Reserve Storm Water Trunk General Capital Equip Fund (Vehicles) General Capital Equip Fund (Police Vehicles) General Capital Equip Fund (Police Equip) General Capital Equip Fund (Fire Equip) Maintenance Fund Township Road Maintenance Trail Maintenance Building Maintenance Emerald Ash Borer Mitigation Emp Exp Fund (Insurance) Property & Casualty Insurance ISF Total Transfers Out 1000 2000 2300 2500 3000 4050 4400 5600 5600.5 5600.5 5600.6 5701 5741 5810 5811 5812 7000 7100 General Fund 1000 Tax Levy 50,000 20,000 55,000 70,000 675,000 9,000 150,000 30,000 50,000 13,022 20,000 1,142,022 1000 Future Vehicle CIP 400,000 100,000 500,000 Debt Service Funds 3091 - 2013A GO Imp Ref Bds 203,057 203,057 3094 - 2016A GO Ref Bds 785,464 785,464 3097 - 2010A Bonds 58,421 58,421 3130 - 2005C Bonds 166,000 166,000 Capital Project Funds 4100 - Street Construction 129,049 129,049 4500 - Recreation Cap Projs 70,243 70,243 4900 - Perm Impr Revolving 187,185 187,185 5702 - Maintenance Fund 36,969 36,969 Enterprise Funds 6100 - Municipal Liquor 94,126 100,000 1,000 195,126 6202 - Sewer 354,055 1,000 355,055 6302 - Solid Waste 150,000 266,082 416,082 6402 - Storm Water 431,654 431,654 6502 - Water 467,899 467,899 Total Transfers In 1,497,734 86,969 100,000 90,243 1,046,941 316,234 166,000 400,000 100,000 55,000 70,000 675,000 9,000 150,000 30,000 316,082 13,022 22,000 5,144,226 TRANSFERS IN T R A N S F E R S O U T Pa g e 4 3 o f 8 3 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Kim Sommerland, Finance Director Department: Finance Subject: Payment of Claims Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Attached is the list of check and electronic payments for the period of 03/13/2024-03/26/2024 for approval. DISCUSSION: Not applicable BUDGET IMPACT: Not applicable ACTION REQUESTED: Approve payment of claims. ATTACHMENTS: Council Summary Payment of Claims 04-01-2024 Page 44 of 83 CLAIMS FOR APPROVAL 03/13/2024 ‐ 03/26/2024: CHECK PAYMENTS 735,887.39$ ELECTRONIC PAYMENTS 136,935.34$ TOTAL 872,822.73$ The City Council receives a detail list of claims paid that is available to the public upon request. CITY OF FARMINGTON SUMMARY PAYMENT OF CLAIMS April 1, 2024 Page 45 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: John Powell, Public Works Director Department: Engineering Subject: Professional Services Agreement with Alliant Engineering, Inc. for the Dushane Parkway/Spruce Street Intersection Study Meeting: Regular Council - Apr 01 2024 INTRODUCTION: The City has received plat, conditional use permit, and site plan review development applications from Yellow Tree Development dba Apartments Farmington, LLC for a parcel on the northwest corner of Dushane Parkway/Spruce Street. As discussed at previous meetings, this development will utilize a portion of the area currently occupied by the square intersection feature. The City needs to evaluate the intersection to determine the future configuration. DISCUSSION: Early in 2023, the City Council approved the Consultant Pool for 2023-2027. Alliant Engineering is one of the firms in the Consultant Pool and has prepared the attached scope and budget based on discussions with Staff. an aerial geometry on scope The includes developing concept-level photography background for two intersection types: a three-legged roundabout and a conventional T-intersection. These intersection designs will stay within existing right-of-way and will meet State Aid Design Standards. The proposed plat includes dedication of 35 feet of right-of-way along the south edge to accommodate the future extension of Spruce Street as a State Aid roadway. BUDGET IMPACT: Work under this contract will be billed hourly for a cost not to exceed $16,320. This segment of Spruce Aid roadway the so system, State Street City's the on is improvement Municipal construction and engineering would be eligible for use of State Aid Construction funds. ACTION REQUESTED: Approve a Professional Services Agreement with Alliant Engineering, Inc. for the Dushane Parkway/Spruce Street Intersection Study. ATTACHMENTS: 040124 PSA Alliant Dushane Spruce_SIGNED Page 46 of 83 224345v1 PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (“Agreement”) is made this 1st day of April, 2024, by and between the CITY OF FARMINGTON, a Minnesota municipal corporation, whose business address is 430 3rd St, Farmington, MN 55024 (hereinafter "City") and Alliant Engineering, Inc., a Minnesota Corporation, whose business address is 733 Marquette Avenue, Suite 700, Minneapolis, MN 55402 (hereinafter "Engineer"). PRELIMINARY STATEMENT The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of professional services for City projects. That policy requires that persons, firms or corporations providing such services enter into written agreements with the City. The purpose of this Agreement is to set forth the terms and conditions for the provision of professional services by Engineer for engineering services, hereinafter referred to as the "Work", and as outlined on Exhibit “A” attached hereto. IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. SCOPE OF SERVICES. The City retains Engineer to furnish the services set forth on the attached Exhibit “A”. The Engineer agrees to perform the services. Engineer shall provide all personnel, supervision, services, materials, tools, equipment and supplies and do all things necessary and ancillary thereto specified on Exhibit “A”. The Work to be performed under this Agreement shall be done under the review of a professional engineer licensed in the State of Minnesota, who shall attest that the Work will be performed in compliance with all applicable codes and engineering standards. The Work shall be performed in accordance with the Contract Documents, which includes this Agreement and the attached Exhibits: Exhibit “A” – Scope of Services, Exhibit “B” – Schedule of Payment and Fee Schedule. In the event any ambiguity or conflict between the Contract Documents listed above, the order of precedence shall be the following order: (i) this Agreement; (ii) Exhibit “A”, (iii) Exhibit “B”. 2. REPRESENTATIVES. City has designated John Powell, Public Works Director/City Engineer (the “City Representative”), and the Engineer has designated Eric Nelson, Client Services Manager (the “Engineer Representative”). The City Representative and the Engineer Representative shall be available as often as is reasonably necessary for reviewing the Services and Work to be performed. 3. COMPENSATION FOR SERVICES. Engineer shall be paid by the City for the services described in Exhibit “A” on an hourly basis in accordance with the attached fee schedule, Exhibit “B”, but not to exceed $16,320 inclusive of taxes and reimbursable costs. A. Any changes in the scope of the Work which may result in an increase to the compensation due the Engineer shall require prior written approval by the Page 47 of 83 224345v1 authorized representative of the City or by the City Council. The City will not pay additional compensation for services that do not have prior written authorization. B. Special Consultants may be utilized by the Engineer when required by the complex or specialized nature of the Project and when authorized in writing by the City. 4. COMPLETION DATE/TERM. The Engineer must complete the Services by May 24, 2024. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the terms and conditions as herein stated. 5. OWNERSHIP OF DOCUMENTS. All plans, diagrams, analyses, reports and information generated in connection with the performance of the Agreement (“Information”) shall become the property of the City, but Engineer may retain copies of such documents as records of the services provided. The City may use the Information for its purposes and the Engineer also may use the Information for its purposes. Use of the Information for the purposes of the project contemplated by this Agreement does not relieve any liability on the part of the Engineer, but any use of the Information by the City or the Engineer beyond the scope of the Project is without liability to the other, and the party using the Information agrees to defend and indemnify the other from any claims or liability resulting therefrom. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Engineer shall abide by all statutes, ordinances, rules, and regulations pertaining to the provisions of services to be provided. Any violation of statutes, ordinances, rules, and regulations pertaining to the Services to be provided shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. Engineer’s books, records, documents, and accounting procedures and practices related to services provided to the City are subject to examination by the legislative auditor or the state auditor, as appropriate, for a minimum of six years. 7. STANDARD OF CARE. Engineer shall exercise the same degrees of care, skill, and diligence in the performance of the Services as is ordinarily possessed and exercised by a professional engineer under similar circumstances. Engineer shall be liable to the fullest extent permitted under applicable law, without limitation, for any injuries, loss, or damages proximately caused by Engineer’s breach of this standard of care. Engineer shall put forth reasonable efforts to complete its duties in a timely manner. Engineer shall not be responsible for delays caused by factors beyond its control or that could not be reasonably foreseen at the time of execution of this Agreement. Engineer shall be responsible for costs, delays, or damages arising from unreasonable delays in the performance of its duties. No other warranty, expressed or implied, is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Engineer’s services. 8. INDEMNIFICATION. The Engineer shall defend, indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all judgments, claims, damages, demands, actions, causes of action, including costs and attorney's fees paid or incurred resulting from any breach of this Agreement by Engineer, its agents, contractors and employees, or any Page 48 of 83 224345v1 negligent or intentional act or omission performed, taken or not performed or taken by Engineer, its agents, contractors and employees, relative to this Agreement. City will indemnify and hold Engineer harmless from and against any loss for injuries or damages arising out of the negligent acts of the City, its officers, agents, or employees. 9. INSURANCE. a. General Liability. Prior to starting the Work, Engineer shall procure, maintain, and pay for such insurance as will protect against claims or loss which may arise out of operations by Engineer or by any subcontractor or by anyone employed by any of them or by anyone for whose acts any of them may be liable. Such insurance shall include, but not be limited to, minimum coverages and limits of liability specified in this Paragraph, or required by law. b. Engineer shall procure and maintain the following minimum insurance coverages and limits of liability for the Work: Worker’s Compensation Statutory Limits Employer’s Liability $500,000 each accident $500,000 disease policy limit $500,000 disease each employee Commercial General Liability $2,000,000 property damage and bodily injury per occurrence $2,000,000 general aggregate Comprehensive Automobile Liability $1,000,000 combined single limit each accident (shall include coverage for all owned, hired and non-owed vehicles.) Commercial General Liability requirements may be met through a combination of umbrella or excess liability insurance. The City shall be named as an additional insured on the general liability and umbrella policies. c. Professional Liability Insurance. In addition to the coverages listed above, Engineer shall maintain a professional liability insurance policy in the amount of $2,000,000. Said policy need not name the City as an additional insured. Page 49 of 83 224345v1 d. Engineer shall maintain “stop gap” coverage if Engineer obtains Workers’ Compensation coverage from any state fund if Employer’s liability coverage is not available. e. All policies, except the Worker’s Compensation Policy, Automobile Policy, and Professional Liability Policy, shall name the “City of Farmington” as an additional insured. f. All policies, except the Professional Liability Policy, shall apply on a “per project” basis. g. All polices shall contain a waiver of subrogation in favor of the City. h. All policies, except for the Worker’s Compensation Policy and the Professional Liability Policy, shall be primary and non-contributory. i. All polices, except the Worker’s Compensation Policy, shall insure the defense and indemnity obligations assumed by Engineer under this Agreement. j. Engineer agrees to maintain all coverage required herein throughout the term of the Agreement and for a minimum of two (2) years following City’s written acceptance of the Work. k. It shall be Engineer’s responsibility to pay any retention or deductible for the coverages required herein. l. The Engineer’s policies and Certificate of Insurance shall contain a provision that coverage afforded under the policies shall not be cancelled without at least thirty (30) days advanced written notice to the City. m. Engineer shall maintain in effect all insurance coverages required under this Paragraph at Engineer’s sole expense and with insurance companies licensed to do business in the state in Minnesota and having a current A.M. Best rating of no less than A-, unless specifically accepted by City in writing and all insurance policies shall be on ISO forms acceptable to the City. n. A copy of the Engineer’s Certificate of Insurance which evidences the compliance with this Paragraph, must be filed with City prior to the start of Engineer’s Work. Upon request a copy of the Engineer’s insurance declaration page, rider and/or endorsement, as applicable shall be provided. Such documents evidencing insurance shall be in a form acceptable to City and shall provide satisfactory evidence that Engineer has complied with all insurance requirements. Renewal certificates shall be provided to City prior to the expiration date of any of the required policies. City will not be obligated, however, to review such Certificate of Insurance, declaration page, rider, endorsement, certificates, or other evidence of insurance, or to advise Engineer of any deficiencies in such documents and Page 50 of 83 224345v1 receipt thereof shall not relieve Engineer from, nor be deemed a waiver of, City’s right to enforce the terms of Engineer’s obligations hereunder. City reserves the right to examine any policy provided for under this Agreement. o. Effect of Engineer’s Failure to Provide Insurance. If Engineer fails to provide the specified insurance, then Engineer will defend, indemnify, and hold harmless the City, the City's officials, agents, and employees from any loss, claim, liability, and expense (including reasonable attorney's fees and expenses of litigation) to the extent necessary to afford the same protection as would have been provided by the specified insurance. Except to the extent prohibited by law, this indemnity applies regardless of any strict liability or negligence attributable to the City (including sole negligence) and regardless of the extent to which the underlying occurrence (i.e., the event giving rise to a claim which would have been covered by the specified insurance) is attributable to the negligent or otherwise wrongful act or omission (including breach of contract) of Engineer, its subcontractors, agents, employees or delegates. Engineer agrees that this indemnity shall be construed and applied in favor of indemnification. Engineer also agrees that if applicable law limits or precludes any aspect of this indemnity, then the indemnity will be considered limited only to the extent necessary to comply with that applicable law. The stated indemnity continues until all applicable statutes of limitation have run. If a claim arises within the scope of the stated indemnity in section o, the City may require Engineer to: i. Furnish and pay for a surety bond, satisfactory to the City, guaranteeing performance of the indemnity obligation; or ii. Furnish a written acceptance of tender of defense and indemnity from Engineer's insurance company. Engineer will take the action required by the City within fifteen (15) days of receiving notice from the City. 10. INDEPENDENT CONTRACTOR. The City hereby retains the Engineer as an independent contractor upon the terms and conditions set forth in this Agreement. The Engineer is not an employee of the City and is free to contract with other entities as provided herein. Engineer shall be responsible for selecting the means and methods of performing the work. Engineer shall furnish any and all supplies, equipment, and incidentals necessary for Engineer's performance under this Agreement. City and Engineer agree that Engineer shall not at any time or in any manner represent that Engineer or any of Engineer's agents or employees are in any manner agents or employees of the City. Engineer shall be exclusively responsible under this Agreement for Engineer's own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. 11. SUBCONTRACTORS. Engineer shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Engineer shall comply with Minnesota Statute § 471.425. Engineer must pay subcontractor for all undisputed Page 51 of 83 224345v1 services provided by subcontractor within ten (10) days of Engineer’s receipt of payment from City. Engineer must pay interest of 1.5 percent per month or any part of a month to subcontractor on any undisputed amount not paid on time to subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. 12. ASSIGNMENT AND THIRD PARTIES. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. Nothing under this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than the City and Engineer, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the City and Engineer and not for the benefit of any other party. 13. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 14. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 15. CONTROLLING LAW AND VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. All proceedings related to this contract shall be venued in the Dakota County District Court. 16. COPYRIGHT. Engineer shall defend actions or claims charging infringement of any copyright or patent by reason of the use or adoption of any designs, drawings, or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting therefrom. 17. RECORDS. The Engineer shall maintain complete and accurate records of time and expense involved in the performance of services. 18. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Engineer must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by the Engineer pursuant to this Agreement. Engineer is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes Section 13.08, as if it were a government entity. In the event Engineer receives a request to release data, Engineer must immediately notify City. City will give Engineer instructions concerning the release of the data to the requesting party before the data is released. Engineer agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Engineer’s officers’, agents’, partners’, employees’, volunteers’, assignees’, or subcontractors’ unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. Page 52 of 83 224345v1 19. TERMINATION. This Agreement may be terminated by City on thirty (30) days’ written notice delivered to Engineer at the address on file with the City. Upon termination under this provision if there is no fault of the Engineer, the Engineer shall be paid for services rendered and reimbursable expenses until the effective date of termination. If the City terminates the Agreement because the Engineer has failed to perform in accordance with this Agreement, no further payment shall be made to the Engineer, and the City may retain another engineer to undertake or complete the work identified in Paragraph 1. 20. NON-DISCRIMINATION. During the performance of this Agreement, the Engineer shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. The Engineer shall post in places available to employees and applicants for employment, notices setting forth the provision of this non- discrimination clause and stating that all qualified applicants will receive consideration for employment. The Engineer shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. The Engineer further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes 363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 21. SURVIVAL. All express representations, waivers, indemnifications, and limitations of liability included in this Agreement will survive its completion or termination for any reason. 22. SERVICES NOT PROVIDED FOR. Claims for services furnished by the Engineer not specifically provided for herein shall not be honored by the City. 23. SEVERABILITY. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Agreement. 24. CONFLICTS. No officer or salaried employee of the City and no member of the Council of the City shall have a financial interest, direct or indirect, in this Agreement. The violation of this provision renders the Agreement void. 25. NOTICES. Any notice required under this Agreement will be in writing, addressed to the appropriate party at its address on the signature page and given personally, by facsimile, by registered or certified mail postage prepaid, or by a commercial courier service. All notices shall be effective upon the date of receipt. 26. WAIVER. A party’s non-enforcement of any provision shall not constitute a waiver of that provision, nor shall it affect the enforceability of that provision or of the remainder of this Agreement. Page 53 of 83 224345v1 27.COUNTERPARTS. This Agreement may be executed in multiple counterparts, each of which shall be considered an original. Dated: April 1, 2024 CITY: CITY OF FARMINGTON By: Joshua Hoyt Mayor By: Shirley R Buecksler City Clerk Dated:__________________, 20___ ENGINEER: By: _____________________________ [print name] Its __________________________ [title] Alliant Engineering, Inc. Eric Nelson Principal Page 54 of 83 224345v1 EXHIBIT “A” SCOPE OF SERVICES AND EXHIBIT “B” SCHEDULE OF PAYMENT AND FEE SCHEDULE Page 55 of 83 Proposal for Dushane Parkway/Spruce Street Intersection Study // 1 RE: Proposal for Dushane Parkway/Spruce Street Intersection Study Dear Mr. Powell: Alliant Engineering appreciates the opportunity to provide the City of Farmington with a study for improvements to the intersection of Dushane Parkway and Spruce Street. Based on our previous conversations and the background information you provided, we have prepared the following scope of services. The sections below describe each major task along with key assumptions, information or participation needed from the city, and major deliverables. A detailed spreadsheet documenting the hours and fee associated with each task is also included with this letter. PROJECT UNDERSTANDING Dushane Parkway was designed and constructed with two intersections with Spruce Street at its southern end, forming a “square” outlot area. A recently proposed private development has led to interest in modifying this area to eliminate the square intersection and develop a new intersection design that accounts for the alignment of the future extension of Spruce Street to the west. Alliant will develop concept-level geometry on an aerial photography background for two intersection types: a three-legged roundabout and a conventional T-intersection. These intersection designs will stay within existing right-of-way and will meet State Aid Design Standards. SCOPE OF SERVICES TASK 1 – PROJECT MANAGEMENT Eric Nelson will be the Project Manager for the Alliant Team and will serve as the single point of contact for the city. Eric will prepare monthly progress reports and invoices for review and approval by the city. Given the expected short duration of this project, no routine check-ins or monthly meetings are included with this phase of the project. Eric will coordinate with the city project manager as design questions arise or discussion is needed. CONSULTANT DELIVERABLES: ● Monthly progress reports and invoices Design Fee: $1,380.00 TASK 2 – DATA COLLECTION AND BASEMAPPING We will build a basemap for development of conceptual layouts using the following data sources: · Record drawings provided by the city · Proposed development plans provided by the city · Dakota County right-of-way/parcel lines CITY OF FARMINGTON RESPONSIBILITIES: ● Provide record drawings (already complete). ● Provide private development plans when available. March 22, 2024 John Powell, PE Public Works Director/City Engineer City of Farmington 430 Third Street Farmington, MN 55024 Alliant Engineering, Inc. 733 Marquette Avenue Suite 700 Minneapolis, MN 55402 612.758.3080 www.alliant-inc.com Page 56 of 83 Proposal for Dushane Parkway/Spruce Street Intersection Study // 2 CONSULTANT DELIVERABLES: ● None for this task Design Fee: $5,180.00 TASK 3 – CONCEPTUAL INTERSECTION ALTERNATIVES ANALY SIS We will prepare conceptual level intersection designs for the two alternatives defined by the city. Our graphics will include concept level geometry with lane widths, roundabout dimensions, and other key design features clearly labeled. Parcel boundaries and right of way lines will be included on the graphics. The projection of Spruce Street to the west to match up with the platted right of way west of Eaton Avenue will be shown, including the planned right of way dedication from the proposed development. CITY OF FARMINGTON RESPONSIBILITIES: ● Review and comment on draft intersection concepts. CONSULTANT DELIVERABLES: ● Conceptual intersection layouts for two design alternatives Design Fee: $9,760.00 Subtotal of Design Fees $16,320 Miscellaneous Expenses $0 Total Project Fee $16,320.00 SCHEDULE The following is an estimate of our schedule based on the available information. We will be flexible and can adjust this schedule to meet the City’s needs. ● Notice to Proceed — Week of March 25, 2024 ● Preliminary design concepts complete — May 3, 2024 ● Respond to comments and submit final intersection designs (assumes 2-week review period) – May 24, 2024 KEY STAFF The Alliant design team will consist of the following individuals: ● Eric Nelson, PE — Project Manager ● Nicole Gulick, PE — Design Lead We again thank you for the opportunity to work with the city on this project and are ready and eager to get started. If you have any questions about this scope and fee or want to discuss in further detail, please contact me at the email address or phone number listed on the following page. Page 57 of 83 Proposal for Dushane Parkway/Spruce Street Intersection Study // 3 Sincerely, Alliant Engineering, Inc. Eric Nelson, PE Project Manager EMAIL enelson@alliant-inc.com DIRECT 612.767.9380 Building better communities with excellence and passion Page 58 of 83 Alliant Engineering Dushane Parkway/Spruce Street Intersection Study Hours and Fee Estimate Principal/ Project Manager Senior Professional Engineer Graduate Engineer II 1.0 Project Management 6 0 0 6 $1,380.00 1.1 Routine project management 4 4 $920.00 1.2 Monthly invoices and progress reports 2 2 $460.00 2.0 Data Collection and Basemapping 2 16 16 34 $5,180.00 2.1 Compilation and review of existing mapping data 2 16 16 34 $5,180.00 3.0 Conceptual Roadway Alternatives Analysis 2 36 24 62 $9,760.00 3.1 Develop draft conceptual layouts for intersection alternatives 2 32 16 50 $8,140.00 3.2 Respond to City comments and prepare final intersection graphics 4 8 12 $1,620.00 PROJECT TOTAL HOURS 10 52 40 102 Hourly Billing Rates 230.00$ 185.00$ 110.00$ DIRECT LABOR $2,300 $9,620 $4,400 $16,320 SUBTOTAL LABOR COST 16,320.00 Direct Expenses: None SUBTOTAL DIRECT EXPENSES $0.00 PROJECT COST NOT TO EXCEED $16,320.00 Task Description Hours TASK TOTAL COST Alliant Engineering TEAM TOTAL Pa g e 5 9 o f 8 3 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: John Powell, Public Works Director Department: Engineering Subject: Receive Quotes and Award a Contract for the 2024 Spring Park Planting Meeting: Regular Council - Apr 01 2024 INTRODUCTION: In 2023, the City of Farmington received a Preparing for Emerald Ash Borer grant from the State of Minnesota, through the Department of Natural Resources. These grant funds can be used for removal of ash trees and require each tree removed to be replaced with a new tree. Quotes for the replacement tree planting have been received and are being presented to the City Council. DISCUSSION: As part of our grant application, the City proposed a project to remove ash trees that will be future safety risks in city parks. The project prioritizes the removal of ash trees that were close to pavilions, trails and playgrounds. The project proposes to replant a diverse mix of tree species in four city parks as shown on the attachment. Specific planting locations may change due to utility or infrastructure conflicts. Each planting site and tree species for that site will be marked by City Staff before the start of the project. Each quote includes: Material and any associated delivery cost. Installation to include all equipment, labor, and associated costs according to City specifications. Establishment watering and mulch ring. 1-year warranty from final payment. The City has a watering plan in place and will be done by City Staff and/or volunteers. Four quotes were received as shown on the attached tabulation. One other quote was received but did not provide all of the sizes and species identified in the quote documents, so it was not included in the tabulation. After City Council considers the quotes and awards the contract, the final contract and attachments will be assembled and forwarded to the City Clerk for signature. The quotes are summarized below: Contractor Quote Amount Hoffman & McNamara Co. $19,423.00 Carr's Tree Service, Inc. $19,995.05 Friedges Landscaping Inc. $23,080.00 Tree Trust Landscape Services $24,770.00 Page 60 of 83 BUDGET IMPACT: All of the replanting activity include in this contract is eligible for reimbursement via the grant agreement. Grant funds are paid on a reimbursement basis once the City submits payment requests with the required expenditure documentation. ACTION REQUESTED: Staff recommends acceptance of the quotes and award of a contract for the 2024 Spring Park Planting project to Hoffman & McNamara Co. for the quoted amount of $19,423.00and authorizes the Mayor and City Clerk to execute the same. ATTACHMENTS: Quote Tab Sheet planting I_Proposed Planting Sites Page 61 of 83 Total Quote Amount 19,423.00$ 19,995.05$ 23,080.00$ 24,770.00$ Item (Quantity)Hoffman & McNamara Co. Carr's Tree Service, Inc. Friedges Landscaping Inc. Tree Trust Landscape Services BEECH, Blue (single stem) (3)894.00$ 1,004.31$ 1,050.00$ 1,230.00$ BIRCH, River (single stem)(4)1,172.00$ 1,239.08$ 1,280.00$ 1,300.00$ CATALPA, Northern (4)1,280.00$ 1,239.08$ 1,400.00$ 1,560.00$ HACKBERRY (12)3,492.00$ 3,477.24$ 3,840.00$ 3,900.00$ ELM, New Harmony (6)1,872.00$ 1,678.62$ 2,100.00$ 2,460.00$ IRONWOOD (5)1,595.00$ 1,648.85$ 1,725.00$ 2,100.00$ KENTUCKY COFFEE TREE, Espresso (11)3,124.00$ 3,352.47$ 4,620.00$ 4,400.00$ LONDON PLANETREE (3)873.00$ 989.31$ 1,050.00$ 1,380.00$ OAK, Swamp White (4)1,276.00$ 1,339.08$ 1,380.00$ 1,420.00$ REDBUD, Eastern (single stem) Minnesota Strain (6)1,782.00$ 1,858.62$ 2,070.00$ 2,160.00$ Tulip Tree (5)1,425.00$ 1,548.85$ 1,875.00$ 2,100.00$ YELLOWWOOD, American (2)638.00$ 619.54$ 690.00$ 760.00$ Quote Tabulation Quote Opening Date: March 5, 2024 Project No. 24-08 Description: 2024 Spring Park Planting Quote Close Date: March 21, 2024 - Noon https://farmingtonmn.sharepoint.com/sites/Engineering/Shared Documents/!NATURAL RESOURCES/!FORESTRY/!EAB MGMT/!GRANTS/Preparing for EAB Grant 2023/Planting RFQ/QUOTES/Quote Tab Sheet planting 1 Page 62 of 83 ATTACHMENT (I) PLANTING SITES Proposed PlanƟng Sites Westview Park: 50 Hickory St W Page 63 of 83 ATTACHMENT (I) PLANTING SITES Rambling River Park: 17 Elm St Page 64 of 83 ATTACHMENT (I) PLANTING SITES Tamarack Park: 895 Cantata Ave Page 65 of 83 ATTACHMENT (I) PLANTING SITES Hill Dee: 5535 Upper 182nd St W Page 66 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: John Powell, Public Works Director Department: Engineering Subject: Receive Quotes and Award a Contract for the Spring 2024 Boulevard Stump Removals Meeting: Regular Council - Apr 01 2024 INTRODUCTION: We have areas of the city where trees have been removed in order to mitigate tree hazards, but the stumps remain. Staff has identified the specific location and diameters of 187 stumps to be removed as part of the Spring 2024 Boulevard Stump Removal project. Quotes for the stump removal have been received and are being presented to the City Council. DISCUSSION: For the 187 locations identified in the quote documents, each quote includes: Contractor shall inform residents of stump grinding at least one week in advance of work. Stumps are to be ground and shavings removed. Quality fill and seed are to be used for restoration according to City specifications. A Request for Quotes was sent to 21 vendors; three quotes were received as shown on the attached tabulation. After City Council considers the quotes and awards the contract, the final contract and attachments will be assembled and forwarded to the City Clerk for signature. The quotes are summarized below: Contractor Quote Amount Shadywood Tree Experts $21,900.00 Precision Landscape and Tree $67,987.50 Carr's Tree Service, Inc. $78,898.05 Staff has checked references for Shadywood Tree Experts and received positive responses. BUDGET IMPACT: Emerald Ash Borer related costs are budgeted under account 5812; the stump removal costs are charged to the Contractual Services line item. ACTION REQUESTED: Staff recommends acceptance of the quotes and award of a contract for the Spring 2024 Boulevard Stump Removals project to Shadywood Tree Experts for the quoted amount of $21,900.00and Page 67 of 83 authorizes the Mayor and City Clerk to execute the same. ATTACHMENTS: Quote Tab Sheet Stumps 032624 Page 68 of 83 Total Quote Amount 21,900.00$ 67,987.50$ 78,898.05$ Stump No.Shadywood Tree Experts Precision Landscape and Tree Carr's Tree Service 1 100.00$ 367.50$ 303.60$ 2 100.00$ 367.50$ 328.90$ 3 120.00$ 367.50$ 404.80$ 4 100.00$ 367.50$ 379.50$ 5 100.00$ 367.50$ 354.20$ 6 100.00$ 367.50$ 354.20$ 7 100.00$ 367.50$ 354.20$ 8 120.00$ 367.50$ 404.80$ 9 100.00$ 367.50$ 354.20$ 10 100.00$ 367.50$ 379.50$ 11 120.00$ 367.50$ 455.40$ 12 145.00$ 367.50$ 531.30$ 13 120.00$ 367.50$ 455.40$ 14 145.00$ 367.50$ 607.20$ 15 120.00$ 367.50$ 455.40$ 16 120.00$ 367.50$ 480.70$ 17 120.00$ 367.50$ 455.40$ 18 120.00$ 367.50$ 430.10$ 19 145.00$ 367.50$ 556.60$ 20 120.00$ 367.50$ 404.80$ 21 100.00$ 367.50$ 354.20$ 22 145.00$ 367.50$ 607.20$ 23 120.00$ 367.50$ 480.70$ 24 120.00$ 367.50$ 480.70$ 25 120.00$ 367.50$ 404.80$ Quote Close Date: March 26, 2024 - Noon Description: Spring 2024 Stump Grinding Project No. 24-09 Quote Opening Date: March 8, 2024 Quote Tabulation Page 69 of 83 26 100.00$ 367.50$ 379.50$ 27 120.00$ 367.50$ 404.80$ 28 120.00$ 367.50$ 430.10$ 29 100.00$ 367.50$ 328.90$ 30 100.00$ 367.50$ 328.90$ 31 120.00$ 367.50$ 404.80$ 32 100.00$ 367.50$ 354.20$ 33 100.00$ 367.50$ 328.90$ 34 100.00$ 367.50$ 354.20$ 35 100.00$ 367.50$ 303.60$ 36 70.00$ 367.50$ 88.55$ 37 100.00$ 367.50$ 379.50$ 38 100.00$ 367.50$ 354.20$ 39 100.00$ 367.50$ 303.60$ 40 120.00$ 367.50$ 430.10$ 41 120.00$ 367.50$ 404.80$ 42 120.00$ 367.50$ 404.80$ 43 120.00$ 367.50$ 455.40$ 44 120.00$ 367.50$ 480.70$ 45 100.00$ 367.50$ 379.50$ 46 100.00$ 367.50$ 354.20$ 47 120.00$ 367.50$ 455.40$ 48 100.00$ 367.50$ 379.50$ 49 120.00$ 367.50$ 404.80$ 50 100.00$ 367.50$ 379.50$ 51 120.00$ 367.50$ 455.40$ 52 100.00$ 367.50$ 354.20$ 53 100.00$ 367.50$ 379.50$ 54 100.00$ 367.50$ 379.50$ 55 120.00$ 367.50$ 480.70$ 56 100.00$ 367.50$ 379.50$ 57 100.00$ 367.50$ 354.20$ 58 100.00$ 367.50$ 278.30$ 59 120.00$ 367.50$ 455.40$ 60 145.00$ 367.50$ 556.60$ 61 120.00$ 367.50$ 506.00$ Page 70 of 83 62 120.00$ 367.50$ 404.80$ 63 145.00$ 367.50$ 581.90$ 64 120.00$ 367.50$ 404.80$ 65 100.00$ 367.50$ 328.90$ 66 100.00$ 367.50$ 354.20$ 67 120.00$ 367.50$ 404.80$ 68 100.00$ 367.50$ 379.50$ 69 120.00$ 367.50$ 455.40$ 70 120.00$ 367.50$ 404.80$ 71 120.00$ 367.50$ 430.10$ 72 100.00$ 367.50$ 328.90$ 73 145.00$ 367.50$ 556.60$ 74 100.00$ 367.50$ 354.20$ 75 100.00$ 367.50$ 354.20$ 76 100.00$ 367.50$ 354.20$ 77 100.00$ 367.50$ 379.50$ 78 120.00$ 367.50$ 404.80$ 79 100.00$ 367.50$ 379.50$ 80 100.00$ 367.50$ 328.90$ 81 70.00$ 367.50$ 227.70$ 82 95.00$ 367.50$ 354.20$ 83 100.00$ 367.50$ 354.20$ 84 100.00$ 367.50$ 328.90$ 85 100.00$ 367.50$ 328.90$ 86 120.00$ 367.50$ 404.80$ 87 120.00$ 367.50$ 404.80$ 88 70.00$ 367.50$ 227.70$ 89 100.00$ 367.50$ 328.90$ 90 70.00$ 367.50$ 202.40$ 91 100.00$ 367.50$ 303.60$ 92 120.00$ -$ 404.80$ 93 100.00$ 367.50$ 354.20$ 94 70.00$ 367.50$ 253.00$ 95 100.00$ 367.50$ 328.90$ 96 120.00$ 367.50$ 455.40$ 97 195.00$ 367.50$ 733.70$ Page 71 of 83 98 225.00$ 367.50$ 885.50$ 99 120.00$ 367.50$ 506.00$ 100 260.00$ 367.50$ 910.80$ 101 225.00$ 367.50$ 885.50$ 102 145.00$ 367.50$ 607.20$ 103 145.00$ 367.50$ 531.30$ 104 100.00$ 367.50$ 328.90$ 105 100.00$ 367.50$ 278.30$ 106 120.00$ 367.50$ 430.10$ 107 120.00$ 367.50$ 455.40$ 108 100.00$ 367.50$ 354.20$ 109 100.00$ 367.50$ 379.50$ 110 100.00$ 367.50$ 379.50$ 111 100.00$ 367.50$ 328.90$ 112 120.00$ 367.50$ 404.80$ 113 100.00$ 367.50$ 379.50$ 114 100.00$ 367.50$ 303.60$ 115 100.00$ 367.50$ 303.60$ 116 120.00$ 367.50$ 455.40$ 117 145.00$ 367.50$ 531.30$ 118 100.00$ 367.50$ 303.60$ 119 70.00$ 367.50$ 253.00$ 120 100.00$ 367.50$ 354.20$ 121 100.00$ 367.50$ 303.60$ 122 100.00$ -$ 303.60$ 123 100.00$ 367.50$ 328.90$ 124 70.00$ 367.50$ 253.00$ 125 100.00$ 367.50$ 328.90$ 126 100.00$ 367.50$ 354.20$ 127 70.00$ 367.50$ 253.00$ 128 100.00$ 367.50$ 328.90$ 129 100.00$ 367.50$ 328.90$ 130 100.00$ 367.50$ 379.50$ 131 100.00$ 367.50$ 354.20$ 132 120.00$ 367.50$ 404.80$ 133 120.00$ 367.50$ 430.10$ Page 72 of 83 134 120.00$ 367.50$ 404.80$ 135 120.00$ 367.50$ 404.80$ 136 100.00$ 367.50$ 379.50$ 137 100.00$ 367.50$ 328.90$ 138 120.00$ 367.50$ 404.80$ 139 70.00$ 367.50$ 202.40$ 140 120.00$ 367.50$ 480.70$ 141 120.00$ 367.50$ 455.40$ 142 100.00$ 367.50$ 328.90$ 143 100.00$ 367.50$ 278.30$ 144 120.00$ 367.50$ 506.00$ 145 100.00$ 367.50$ 278.30$ 146 100.00$ 367.50$ 303.60$ 147 100.00$ 367.50$ 354.20$ 148 100.00$ 367.50$ 328.90$ 149 145.00$ 367.50$ 531.30$ 150 100.00$ 367.50$ 328.90$ 151 100.00$ 367.50$ 328.90$ 152 120.00$ 367.50$ 430.10$ 153 100.00$ 367.50$ 379.50$ 154 145.00$ 367.50$ 556.60$ 155 50.00$ 367.50$ 430.10$ 156 215.00$ 367.50$ 860.20$ 157 100.00$ 367.50$ 328.90$ 158 100.00$ 367.50$ 379.50$ 159 195.00$ 367.50$ 733.70$ 160 215.00$ 367.50$ 809.60$ 161 245.00$ 367.50$ 632.50$ 162 120.00$ 367.50$ 506.00$ 163 100.00$ 367.50$ 379.50$ 164 100.00$ 367.50$ 328.90$ 165 120.00$ 367.50$ 455.40$ 166 145.00$ 367.50$ 556.60$ 167 120.00$ 367.50$ 455.40$ 168 195.00$ 367.50$ 733.70$ 169 360.00$ 367.50$ 1,163.80$ Page 73 of 83 170 260.00$ 367.50$ 961.40$ 171 120.00$ 367.50$ 506.00$ 172 195.00$ 367.50$ 683.10$ 173 50.00$ 367.50$ 430.10$ 174 50.00$ 367.50$ 430.10$ 175 100.00$ 367.50$ 354.20$ 176 100.00$ 367.50$ 328.90$ 177 100.00$ 367.50$ 379.50$ 178 100.00$ 367.50$ 354.20$ 179 70.00$ 367.50$ 253.00$ 180 120.00$ 367.50$ 404.80$ 181 120.00$ 367.50$ 430.10$ 182 100.00$ 367.50$ 379.50$ 183 100.00$ 367.50$ 354.20$ 184 120.00$ 367.50$ 430.10$ 185 215.00$ 367.50$ 834.90$ 186 195.00$ 367.50$ 683.10$ 187 215.00$ 367.50$ 834.90$ Page 74 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: Julie Flaten, Asst City Admin/HR Director Department: HR Subject: Staff Recommendations and Changes Meeting: Regular Council - Apr 01 2024 INTRODUCTION: Approve the appointment of Lawrence (Joe) Pluta as a fulltime Public Works Worker and approve the appointment of several seasonal workers. Also approve the Water Resources Specialist position. DISCUSSION: Staff is recommending Joe Pluta be appointed as a Public Works Worker. This position is open due to a recent resignation. Joe brings considerable experience to this role having worked in similar positions for the cities of Woodbury, Shakopee and Eagan. Recruitment for engineering positions has been challenging for several years. Recently, the City was unable to secure a qualified candidate for the role of Water Resources Engineer. Staff has modified the job description and is hopeful recruitment for a Water Resources Specialist will be successful. The revised job description was sent to the City's consultant who has provided a rating of B25. BUDGET IMPACT: Wages are included in the 2024 budget. ACTION REQUESTED: Approve the appointment of Lawrence (Joe) Pluta as a fulltime Public Works Worker. Approve the appointment of several seasonal workers: Zachary LaMotte as a Public Works Worker, Brynn Larson as a Skate Instructor and Anna Goodrich, Ava Goodrich, Josiah Kuennen, Lauren Lansing, Micah Porter, Sadie Spolarich, Josilyn Tooley, and Maya Tracey as Recreation Program Assistants. Also, approve the Water Resources Specialist position. ATTACHMENTS: DBM Job Evaluation Memo - Water Resource Specialist_FINAL_032724 Water Resources Specialist Page 75 of 83 MEMORANDUM TO: Julie Flaten, Human Resources, City of Farmington, MN FROM: Gallagher Benefit Services - Public Sector & Higher Education Practice DATE: March 27, 2023 SUBJECT: Job Evaluation The following memo outlines our job analysis and recommendation for the Water Resource Specialist position using the Decision Band Method®. Gallagher reviewed the job description and/or Position Description Questionnaire (PDQ) to understand the essential duties of the role. In addition, we reviewed the org chart, other comparable job descriptions, and current classification hierarchy to ensure internal equity was maintained. The evaluation results are included in this memo. We appreciate the opportunity to assist the City of Farmington with its classification needs. If you have any questions or concerns, please feel free to contact Carissa Marto at Carissa_Marto@ajg.com or Charmain Kohler at Charmain_Kohler@ajg.com. We look forward to assisting you again in the near future. Page 76 of 83 ©2024 Arthur J. Gallagher & Co. All rights reserved. Position: Water Resource Specialist This is a new position and not currently rated. Position Summary: The Water Resource Specialist is responsible for actively participating in the development review and site inspection process to preserve and enhance the City’s surface water resources including grading, drainage, ponding, erosion control, and wetland issues. This position is also involved in the City’s Local Surface Water Management Plan and storm water program. Position Analysis: We have examined the essential duties of this position and have evaluated the position u sing the Decision Band Method®. The job evaluation shows the following: Highest Banded and Graded Task: B2 Percent of Time on High Banded Tasks: ~80% Degree of Difficulty/Diversity: High Overall, the significant job duties performed by this position involve carrying out "operational” decision making within limits set by the specific process established at higher levels. Decision - making involves choosing how the operations are carried out, but not as to what operations constitute the process. The position receives a grade of two (2) because the incumbent is non-coordinating, meaning he/she does not directly supervise staff in Band B. We compared this position with other positions in the Engineering department, including Natural Resource Specialist and the GIS Specialist. Overall, the position receives a subgrade of five (5) because of the high complexity and diversity of tasks in the B2 band and grade. Recommended rating: B25 Page 77 of 83 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: Water Resources Specialist 1 BAND GRADE SUBGRADE FLSA STATUS: B 2 5 Non-exempt CLASS SUMMARY: This class is responsible for actively participating in the development review and site inspection process to preserve and enhance the City’s surface water resources including grading, drainage, ponding, erosion control and wetland issues.. This also includes the City’s Local Surface Water Management Plan and stormwater program. TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.) FRE- QUENCY BAND/ GRADE 1. 2. 3. 4. Participate in the City’s development review and site inspection process to preserve and enhance the City’s surface water resources. Assist with the development, implementation and enforcement of the City’s Local Surface Water Management Plan and Storm Water Pollution Prevention Program (SWPPP). Monitor public and private construction activities within the City to ensure compliance with Municipal Separate Storm Sewer System (MS4) permit and National Pollutant Discharge Elimination System (NPDES) permit requirements. Coordinate implementation and enforcement of storm water policies with neighboring communities, watershed, county, state and federal agencies. W-10% D-15% D-20% M-5% 5. Ensure compliance with requirements and standards of the MS4 permit. Prepare and submit to the Minnesota Pollution Control Agency annually. A-5% 6. Prepare reports and present recommendations regarding storm water quality and maintenance and pond and wetland management and protection. Q-5% 7. Work with Public Works and Building departments to implement an erosion control specification and enforcement program that is compliant with requirements of the MS4 permit and National Pollutant Discharge Elimination System permit. A-5% 8. Review and process applications for wetland impacts and exemptions with the Wetland Conservation Act and City policies and plans. A-5% 9. 10. 11. 12. 13. Develop and manage and citywide surface water quality monitoring plan. Respond to resident concerns about storm water quality, pond buffers, pond maintenance and other storm water related issues. Work with GIS Specialist to develop and maintain a current inventory of all surface water bodies and storm water assets in the city. Identify grant opportunities for various stormwater related programs. Stay current on trends and innovations in the field of storm water management. M-5% W-5% D-10% Q-5% Q-5% 14. Performs other duties of a similar nature or level as assigned. As Req. - N/B Page 78 of 83 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: Water Resources Specialist 2 Training and Experience (positions in this class typically require): Bachelor’s degree in Civil Engineering, Environmental Resources, Geology, Storm Water Resources or related field; 1+ years’ experience in stormwater maintenance or related experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above. Licensing Requirements (positions in this class typically require): • Class C Driver's license • Knowledge (position requirements at entry): Knowledge of: • Water resources and stormwater improvement projects, municipal infrastructure, water quality, and land use regulations pertaining to soil/water conservation. • Computers - Word, Excel, Arcview, AutoCad • General municipal business practices Skills (position requirements at entry): Skill in: • Customer service skills including the ability to maintain composure under pressure. • Public speaking and presentation skills. • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction. • Demonstrated ability to develop positive working relationships and maintain a respectful work environment. • Ability to analyze and interpret technical information. • Computer skills (Microsoft Office preferred). • Ability to handle stress and/or stressful situations. Physical Requirements: Positions in this class typically require climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Incumbents may be subjected to moving mechanical parts, electrical currents, vibrations, fumes, odors, dusts, gases, poor ventilation, chemicals, oils, extreme temperatures, inadequate lighting, workspace restrictions, intense noises and travel. NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Page 79 of 83 CITY OF FARMINGTON, MN CLASS SPECIFICATION CLASS SPECIFICATION TITLE: Water Resources Specialist 3 Classification History: Draft prepared by City of Farmington Date: 03/2024 Page 80 of 83 REGULAR COUNCIL AGENDA MEMO To: Mayor, Councilmembers and City Administrator From: John Powell, Public Works Director Department: Engineering Subject: Plans and Specifications and Authorize the Advertisement for Bids for the 2024 Street Improvement Project Meeting: Regular Council - Apr 01 2024 INTRODUCTION: At the January 2, 2024 City Council meeting, the City Council approved a Professional Services Agreement (PSA) with Kimley-Horn to prepare construction plans and bid documents for the 2024 Street Improvement Project. The plans and specifications are complete; the next step is to authorize the Advertisement for Bids. The project area includes the following: 6th Street from CSAH 74 (Ash Street) to 200 feet south of Walnut Street. Maple Street from 4th Street to 6th Street. Maple Street east of 6th Street. The plan cover sheet showing the project location is attached. DISCUSSION: Plans and specifications for the project have been prepared consistent with the work scope. If approved, Staff expects that bids would be opened on April 25, 2024 and a recommendation for contract award would be available for consideration by the City Council on May 6, 2024, as shown in the following schedule: April 1, 2024 City Council Approves Plans and Specifications & Authorizes Advertisement for Bids April 25, 2024 Bid Opening May 6, 2024 City Council Awards Construction Contract May 2024 Pre-Construction Meeting May 2024 Pre-Construction Neighborhood Meeting June 2024 Begin Construction August 30, 2024 Substantial Completion September 30, 2024 Final Completion August, 2026 Two-Year Warranty Inspection A more detailed update on the project will be presented at the City Council meeting. BUDGET IMPACT: The estimated cost of construction based on the final bid documents is $2,714,400. The project will Page 81 of 83 be funded via a combination of sources including Street Reconstruction Bonds, Sewer Fund, Stormwater Fund, and Water Fund. The specific amount allocated to each funding source will be determined once bids have been received. The approved Capital Improvement Program (CIP) includes $3,000,000 per year for street improvement projects. The limits of the proposed work areas were identified based on these amounts which will include engineering and other costs. Based on updated cost information, the 2024 Street Improvements total project cost will not exceed the $3,000,000 maximum identified in the CIP. ACTION REQUESTED: Approve Plans and Specifications and authorize the Advertisements for Bids for the 2024 Street Improvement Project ATTACHMENTS: Cover Sheet Location Map Page 82 of 83 CITY PROJECT NO. 24-01 W S D CITY OF FARMINGTON 2024 STREET IMPROVEMENTS PROJECT Pa g e 8 3 o f 8 3