Loading...
2020-10-13 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, October 13, 2020- 6:30 P.M. Mendota Heights City Hall—City Council Chambers AGENDA 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Approval of Agenda 5. Approval of Minutes a. September 8, 2020 Regular Meeting Minutes 6. Citizen Comment Period (for items not on the agenda) *See guidelines below 7. Acknowledgement of Reports a. Par 3 Update b. Recreation Update c. Park Improvement Update 8. New Business a. Park Bench Donation b. Valley Park Improvements 9. Unfinished Business a. Field and Facility Use Policy Review b. Marie Park Playground RFP c. Skate Park Work Group Update 10. Staff Announcements 11. Commission Comments and Park Updates 12. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for the public to address the commission on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Chair. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need to be scheduled with the Recreation Program Coordinator to appear on a future Parks and Recreation commission agenda. Comments should not be repetitious. Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Commissioners will not enter into a dialogue with citizens, nor will any decisions be made at that presentation. Questions from the Commission will be for clarification only. Citizen comments will not be used as a time for problem solving or reacting to the comments made, but rather for hearing the citizen for information only. If appropriate, the Chair may assign staff for follow up to the issues raised. CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING September 8, 2020 The September meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, September 8, 2020, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Steve Goldade called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Steve Goldade, Commissioners: Pat Hinderscheid, Bob Klepperich, Stephanie Meyer, and Amy Smith; absent: Commissioners Patrick Cotter and Dan Sherer. Staff present: Recreation Program Coordinator, Meredith Lawrence, Assistant City Administrator, Cheryl Jacobson and Public Works Director, Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Klepperich/second Hinderscheid to approve the agenda AYES 5: NAYS 0 5.a Approval of Minutes from August 12, 2020 Regular Meeting Motion Klepperich/second Meyer to approve the minutes of the August 12, 2020 Parks and Recreation Commission Regular Meeting. AYES 5: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7.Acknowledgement of Reports Chair Goldade read the titles of the three updates (Par 3, Recreation, Valley View Oak 3rd Addition, Park Improvement, and Marie Avenue Street Improvements Updates) and polled the Commissioners for questions. 7.a Par 3 Update Recreation Program Coordinator Meredith Lawrence briefly reviewed the 2020 July Financial Report. She noted a profit showing of $38,067. Chair Goldade commended staff for doing an excellent job this season. 7.b Recreation Update There were no specific questions or concerns raised about the report. 7.c Valley View Oak 3rd Addition Update There were no specific questions or concerns raised about the report. 7.d Parks Improvement Update Chair Goldade commented on the Hagstrom King update, noting that the new basketball court is being heavily used. He noted the delay on the construction of the warming house for Wentworth Park. 2 Commissioner Meyer asked if an extension needs to be applied for through the DNR grant. Ms. Lawrence replied that as long as the construction is completed by the end of 2021, no extension would be needed. Commissioner Klepperich noted that the delay is due to material shortages and the related increase in cost for materials. 7.e Marie Avenue Street Improvements Update Chair Goldade noted that the pond at Marie and Lexington has been drained and it will be excavated and refilled. Motion Klepperich/second Meyer to acknowledge the staff reports. AYES 5: NAYS 0 8. Unfinished Business None. 8.a Skatepark Discussion Recreation Program Coordinator Meredith Lawrence stated that this item was brought to the City Council the previous week to consider some issues that have occurred at the skateboard park. She provided background information on the creation of the skateboard park and the initial assumptions for maintenance and responsibilities of the users. She stated that the skatepark is a tier one park and provided details on those requirements. She highlighted some of the operational challenges and difficulties including location, wear and tear, upkeep, vandalism, DIY modifications, additions by users, and public safety. She reviewed the options for considerations presented to the Council and reported that the Council asked the Parks and Recreation Commission to form a workgroup/subcommittee to address priority operational issues and create a public awareness strategy and later discuss capital maintenance and improvements for the park. She reviewed the identity of the study group which should include; resident adults and children, Craig Williams (representing DirtyDota), two PRC Commissioners, a representative from public works, a representative from public safety, Ms. Lawrence, and Assistant City Administrator Cheryl Jacobson. She stated that in phase one the workgroup should address operational issues and create a public awareness strategy. Phase two should address the location and aging of the skate park. Phase three should discuss design and funding. She explained that this will be a lengthy process and encouraged the Commission to select members that are passionate about the skatepark for the workgroup/subcommittee. Chair Goldade thanked those in attendance tonight, along with staff, for their passion about this issue. He asked where park rules can be found, noting that the rules apply to all City parks. Ms. Lawrence replied that all City Ordinances are available on the City website. She noted that staff can also provide a written copy at City Hall, for those without access to the City website. Chair Goldade stated that the legal drinking age is 21 and asked what the park rules say about drinking in the parks. Ms. Lawrence stated that canned alcoholic beverages are allowed for those over 21. She commented that glass bottles and kegs are not allowed. 3 Commissioner Smith asked for the number of residents that would be selected for the subcommittee. Ms. Lawrence replied that the subcommittee would have seven members outside of City staff, which would include Craig Williams, the two PRC members, and four residents (adult/children) to be selected by the other members of the subcommittee. Assistant City Administrator Cheryl Jacobson stated that Mr. Williams and City Administrator Mark McNeill discussed the makeup of the subcommittee and determined that seven would be a good number. Commissioner Hinderscheid asked the for group that completed the work on the skate park and whether they would be a good resource to include. Ms. Lawrence replied that Third Lair completed that work through Action Sports. She stated that she would not recommend including a contractor on the subcommittee and would rather a contractor be brought in at the time when potential work is being discussed. Commissioner Hinderscheid asked if someone has to be committed to skateboarding in order to be a part of this. Ms. Lawrence stated that is not a requisite. Chair Goldade asked how residents would be recruited. Ms. Lawrence stated that she has already been contacted by interested residents but noted that her contact information is listed on the City website for others that may be interested. She noted that even though only four residents will be selected for the subcommittee, other users will be allowed to provide input throughout the process. Commissioner Meyer asked if there has been successful programming at the skatepark. Ms. Lawrence confirmed that the City has contracted with Third Lair for programming that has been well attended. Commissioner Hinderscheid stated that in 2018 there was $10,000 in improvements and asked if features were updated as well as maintenance. Ms. Lawrence stated that in 2018 some users completed DIY additions to the skatepark which negated some of the features that were added. Commissioner Meyer and Commissioner Klepperich volunteered to be a part of the subcommittee. Commissioner Hinderscheid stated that he went past the skatepark today and noted that it is exciting to see that the skatepark continues to be heavily used. He asked if the removal of the fencing has been seen as an improvement to the users. Ms. Lawrence replied that the users tend to find it more appealing without the fencing. 4 Ms. Jacobson stated that the fencing was removed because of COVID-19 to allow the users more space for social distancing. She agreed that most skateparks are not fenced and therefore it has been seen as a favorable improvement. Chair Goldade invited Mr. Williams to come forward and share some information about DirtyDota. Craig Williams stated that DirtyDota is a collaborative effort of skaters at the park. He stated that it started as an Instagram account which has been expanded into a website. He stated that they are now working to make it into a favorable force in the community, noting that an incident reporting tool was added to the website and funds were raised to clean up graffiti at the skatepark and other areas of the park. He stated that over the years it seemed that the skatepark was a forgotten space and therefore some of the users took it upon themselves to add things themselves that are considered to be negative by the overall community. He commented on the skateparks in neighboring communities that have updated in recent years. He stated that he would like to do his best to keep the skatepark alive and the culture continuing. Chair Goldade referenced the idea of the users of the skatepark keeping themselves accountable and asked if Mr. Williams believes that is something that is achievable. Mr. Williams recognized that not all users can be held accountable when at full capacity but believed that the messaging could be changed and better directed towards the users. Chair Goldade asked the percentage of the skatepark users that are residents and nonresidents. Mr. Williams stated that he could not accurately estimate that, as he does not ask users where they are from. Commissioner Klepperich commented on an email from Mr. Williams, stating that he was very impressed with the scope and content and could tell from the tone of the material, and that Mr. Williams and DirtyDota are very passionate about what needs to be done both in the short-term and long-term. Commissioner Meyer thanked Mr. Williams for the well thought out email. She encouraged the subcommittee to reach out to Lebanon Hills, as that is a mountain bike trail system that is well maintained by its users and noted that those users hold each other accountable. Chair Goldade asked the definition of child for the subcommittee makeup. Ms. Lawrence replied that the intent was to have middle school/high school aged children. She noted that the subcommittee can make their selections, noting that sometimes it is more dependent on maturity rather than a certain age. Chair Goldade stated that he would find it important to have at least two members under 18. Mr. Williams replied that there are regular users of the skatepark that are children under the age of 18. 5 Motion Meyer/second Hinderscheid to appoint Commissioner Smith and Commissioner Klepperich to the skatepark workgroup/subcommittee. AYES 5: NAYS 0 8.b Pickleball Discussion Recreation Program Coordinator Meredith Lawrence stated that the Council and Commission discussed this topic at the joint worksession in July with direction for the Commission to review the topic further and provide a recommendation. Chair Goldade reviewed the possible recommendations before the Commission tonight including resurfacing, standalone courts, or delaying the decision. Commissioner Smith asked if the pickleball court compromises the hockey rink in the winter. She also asked if Valley Park was taken out of consideration because of noise. Ms. Lawrence replied that the pickleball court does not compromise the hockey rink. She explained that the Council removed Valley Park from consideration because the Council did not want to see a highly utilized tennis court removed. She explained that the Valley Park sport court would have to be removed in order to install a hardcourt surface. She reviewed the options provided within the staff memorandum and stated that staff would recommend that the Commission recommend that the City Council line the Friendly Hills hockey rink for pickleball to be used for the 2021 spring season. Commissioner Hinderscheid asked if the usage would complement or interfere with softball activity at Mendakota. Ms. Lawrence stated that based on her viewing of Marie Park, the courts are heavily used in the mornings with some families using the courts in the evenings. She stated that the pickleball courts would be used more regionally if they are dedicated courts. Commissioner Hinderscheid received confirmation that users at Marie Park appreciate the hockey courts but also appreciate dedicated courts. Ms. Lawrence noted that the difference would be cost and time, noting that lining the hockey rink could move forward more quickly and at a lower cost. She commented that dedicated courts could result in the Commission not having funds to complete another project. Chair Goldade stated that he would think the infrastructure would be in place at Mendakota because there is a large parking lot available. Commissioner Meyer asked why staff has a preference for Friendly Hills over Wentworth. She stated that perhaps there could be a cost-savings at Wentworth as the parking lot work and resurfacing could be done together. She asked if there have been complaints from the noise at Marie Park. Chair Goldade commented that he has not heard any complaints. He asked the distance from the homes at Friendly Hills and Wentworth. Ms. Lawrence stated that there will be a considerable amount of dollars spent at Wentworth and was unsure that they want to add the additional cost of paving. She noted that Marie and Wentworth are fairly close together, whereas Friendly Hills will bring pickleball to another area of 6 the community. She stated that staff could reach out to neighbors of the parks to determine if there would be any concerns with pickleball. Commissioner Klepperich stated that short-term he would support the lining of the hockey rink and suggested that dedicated courts be reviewed after COVID-19 passes and there are not so many unknowns in terms of funding. Commissioner Smith stated that she would also support that recommendation as there are other improvements that need to be addressed and this is the less costly issue. She agreed with staff reaching out to residents to ensure there are not concerns. She also agreed with the Friendly Hills location as it would bring the amenity to another area of the community. Commissioner Meyer stated that she also supports resurfacing at this time. Commissioner Hinderscheid stated that he visited Valley Park tonight and noted that he did not think noise would be a consideration because of the noise from traffic in that area. He stated that Inver Grove Heights removed tennis courts and replaced them with dedicated pickleball courts and Eagan removed hockey rinks and replaced them with dedicated pickleball courts. He felt that Mendota Heights needs to keep up with the times and noted that while he supports the hockey rink courts, he would also want to see dedicated pickleball courts at Mendakota. He stated that perhaps users could be surveyed to determine if they would desire a hockey rink court or dedicated courts. Chair Goldade commented that moving forward with the hockey rink court would not mean that the Commission could not consider dedicated courts in the future. He noted that it is not an “either-or” option. Commissioner Hinderscheid stated that he would prefer to delay the decision. Commissioner Klepperich stated that in the short-term funding is an issue and commented that there is currently no funding for dedicated courts. He noted that this option would provide pickleball courts as early as next spring. Commissioner Hinderscheid stated that there are funds available in the special parks fund that can be used for park improvements. Commissioner Klepperich noted that the available funds have been allocated and accounted for at this time, as the Council set a balance which the account shall not go below. Chair Goldade commented that he believes the users of the Marie Park pickleball courts would want to see dedicated courts but noted that if funding is explained he believes users would support this option for the short-term. He stated that he would like to continue to discuss dedicated pickleball courts in the future. Motion Meyer/second Klepperich to recommend to the City Council to line the Friendly Hills hockey rink for pickleball to be used for the 2021 spring season, with direction for staff to survey adjacent residents for potential concerns. AYES 5: NAYS 0 8.c Playground Subcommittee Appointment Review Recreation Program Coordinator Meredith Lawrence stated that on February 11th, the Commission appointed Commissioners Hinderscheid, Smith and Meyer to serve on the Marie 7 Park Playground Subcommittee but that has been delayed due to COVID-19. She stated that staff brought this back to confirm whether those members are still interested in participating on the subcommittee, as some time has passed since the initial creation of the group. Commissioners Hinderscheid, Meyer and Smith confirmed their desire to participate in the subcommittee. Commissioner Hinderscheid asked and received confirmation that Public Works Director Ryan Ruzek will be a part of the subcommittee as well. He asked for details on the pricing. Ms. Lawrence provided details on the RFP process and noted that if a contractor has a sale during that time, the sale price would be eligible. Assistant City Administrator Cheryl Jacobson noted that the previous sale was in 2019 and therefore the City most likely missed that sale but stated that staff could follow up to determine if the contractor would still honor those prices because of COVID-19, or whether there would be another sale. 8.d Field and Facility Use Policy Review Chair Goldade asked if this item could be postponed until October to allow Commissioner Sherer to be present. He confirmed that consensus. 9. Staff Announcements Recreation Program Coordinator Meredith Lawrence shared the following announcements:  Movie night will take place on Saturday night at Mendakota showing the Lion King  MEA break and winter break activities are being planned for children in the community.  Aeration has been completed on the golf course, therefore fall pricing has begun for the course.  Other events can be found on the city’s website 10. Commission Comments and Park Updates Commissioner Smith  Friendly Hills Park has been well used and is looking great. Three dead trees have been removed from the trails.  Market Park also continues to be used with heavy use of the picnic tables. Commissioner Meyer  The pickleball courts at Marie Park continue to be well used.  Staff continues to do a great job maintaining the City parks. Commissioner Hinderscheid  The dog park continues to be well used. There is seating available on the large dog side and perhaps seating and shade could be provided on the small dog side of the park. Commissioner Klepperich  It appears that softball is still continuing at Mendakota. The fields are pristine because of the lesser amount of use.  Commendations to parks and maintenance staff for the great work they are doing. 8 Chair Goldade  He received a request for lining and net for a fifth pickleball court at Marie Park.  Continued patience on Wentworth while construction is delayed on the warming house.  Looking forward to Marie Avenue being completed to allow him to drive past Valley Park. He noted planned basketball court improvements.  The parks and trails continue to be used heavily by the community. 13. Adjourn Motion Klepperich/Second Smith to adjourn the meeting at 7:51 PM AYES 5: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 9 DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Par 3 Update Clubhouse Operations September was another great month of golf at the Mendota Heights Par 3 Golf Course. Fall rates are currently in effect, which is $9 per round of golf and $7 per round of footgolf. Staff hopes to keep the course open through the end of October, but the closing date will be dependent on weather and turf conditions. Maintenance Operations The aeration of the greens was successful on September 3, as the greens healed faster than they have in the past. Excessive thatch still remains an issue on greens number one and three, which has resulted in some bald patches. Staff is working to obtain some bent grass sod for next season in order to replaced the dead areas. Staff is slowly beginning to end maintenance operations for the 2020 season by blowing out the irrigation system, applying snow mold prevention chemicals, and completing final touches on mowing in order to put the course in a good position to open in 2021. STAFF RECOMMENDATION: Informational Only. ACTION REQUESTED: Informational Only. 10 7a. DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Recreation Update Recreation Camps The City is hosting recreational camps for MEA break and Winter break. Camps will include sports (Soccer, Flag Football, Introduction to Sports, Theater, etc.). The City will provide COVID-19 plans for each individual camp. Superhero RecPack Instead of hosting the Superhero Masquerade in person in November, staff has been working on a modified activity that would enable kids to purchase an at-home superhero experience. Young superheroes will enjoy crafts, games, and activities that will be packaged together for pickup at City Hall. Warming Houses Staff has been working to come up with plans to open warming houses for the 2020-2021 season. A COVID-19 plan is under way and the position of rink attendant has been posted on the City’s website. Skating Lessons Staff is planning to offer skating lessons in January of 2021. The position of skating instructor has been posted and staff is seeking applications from qualified individuals. A COVID-19 plan will be prepared for the lessons to ensure the safety of participants. STAFF RECOMMENDATION: Informational Only. ACTION REQUESTED: Informational Only. 11 7b. DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Park Improvement Update Wentworth Warming House Construction of the warming house has been delayed due to the supply chain of lumber. The builder was unable to acquire the needed posts and costs of plywood have tripled. Thus, the project has been delayed until the Spring of 2021. At this time staff plans to use the existing warming house for the 2020-2021 skating season. Pickleball Courts at Friendly Hills Per request of the Parks and Recreation Commission, staff conducted an unofficial noise test at Friendly Hills Park for pickleball. The results were well within the required limits. On September 22 staff mailed out a notice of the proposed project to all properties within 500 feet of the hockey rink. Those with concerns regarding the project were asked to contact me or attend the Parks and Recreation Commission on October 13 to voice their concerns during the public comment period. Marie Playground Remodel Staff met with Commissioners Smith, Meyer and Hinderscheid to determine recommended features and budget for the Marie Park Playground remodel. The RFP is included in tonight’s packet. Dog Park Additions An informal ‘dedication” of a gathering spot at the City’s Off-leash Dog Park was held Saturday, October 3. Eagan resident Gregory Nelson and his dog Daisy had been avid users of the Dog Park until Greg passed away in February of this year. Seeking to create a memorial for Greg, fellow dog park user Mario Vai established a GoFundMe account, which raised money for a memorial bench, and four trees which will provide shade for the seating area. The Mendota Heights Public Works Department installed a concrete pad, set the bench, planted the four trees, and added mulch around the area. STAFF RECOMMENDATION: Informational Only. 12 7c. ACTION REQUESTED: Informational Only. 13 D ATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Park Bench Donation – David Miller COMMENT: INTRODUCTION The Park Bench Donation program was adopted in 2001. Through the program, a resident may donate $1000 to the city to offset the costs to purchase and install a park bench. Any costs above the donated amount would be the responsibility of the city from the parks maintenance budget. Mendota Heights received a third bench donation for 2020. David, Miller, former Parks & Recreation Commissioner, submitted a request to make a donation through the City’s Park Bench Donation Program in memory of Pauline Dueber Wiesner. Mr. Miller has requested to place the bench at Victoria Highlands Park near the playground. The desired language for the plaque is: In loving memory of Pauline Dueber Wiesner 1914 - 2001 ACTION REQUIRED If the Commission agrees with this request, a formal resolution of acceptance will be brought to City Council. A motion should be made to accept or reject the donation. 14 8a1. ? ? ? ?((G!. G!.6666666666666666 66 66 66 66 66 666666666666666666 !" " !" " " ! ! " ! "³ ³ ³ " * ! *6666 66666666666666666!!2 !!2 !!2 !!2 !!2 !!2 !!2 !!2 !!2 1700 1690 906 1684 907 906 922930 905 1722 901 1680 916 9129201670 1679 914 1669 898 9001696 908 1668 370 2 1 8 215200 197 183 165162151150 9899 90127 167132 8279 100 161767573130 72108 10710368579415656 1384440383734 27101206 16520100100 7515168 150 441001307575151684029217018097167 8782 33171706160170Park Bench DonationVictoria Highlands Date: 10/8/2020 City of Mendota Heights0100 SCALE IN FEET GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. Bench to be located near playground 15 8a2. D ATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Valley Park Improvements COMMENT: INTRODUCTION The Commissioned is asked to review current park improvements at Valley Park. As part of the Marie Avenue rehabilitation, the Valley Park parking lot and basketball court was repaved. A new sidewalk to the playground was also installed. The rehabilitated basketball court includes a set of bollards to delineate the playing surface from the parking lot. The existing basketball hoop was removed and new adjustable hoop has been ordered which will be installed by parks staff. Currently there is not a contract to add striping to the court. If the Commission desires striping, they should make a recommendation for that. Attached to this memo is a detail from the 1988 bond referendum which shows a standard half-court striping but also included additional hard court games for Four Square and Hopscotch. The Commission should discuss if this space has multi-uses and what they desire for those uses. A new at-grade crossing of Marie was also installed with rectangular rapid flashing beacons, curb bumpouts and a rehabilitation of the existing pedestrian tunnel including lighting. The contractor has yet to complete the parking lot striping. ACTION REQUIRED The Commission is asked to comment on the improvements and recommend if improvements should be made to the basketball court. 16 8b1. 178b2. 188b3. 19 DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Field and Facility Use Policy Review INTRODUCTION Staff will provide a summary overview of the Field and Facility Use Policy and its application during the 2020 season, as well as answer questions that the Commission may have regarding the policy. BACKRGROUND The City coordinates and issues permits for the use of City fields and facilities. City fields and facilities are often used in a multi-purpose manner and are requested by a variety of sports providers and users each year. The Field and Facility Use policy has been in place since the early 1990’s, and has evolved as demand for the City fields and facilities has increased and as the sports environment has changed. The Field and Facility Use policy was last amended in December of 2019, for implementation in 2020. Field and Facility Use Policy The 2020 Policy included general updates and additional clarifying language to address past issues and questions: •Providing for the issuance of permits three times per year. To accommodate the potential for early winter requests, permits for use from December through February will be due on the first business day in November. Permit requests for use March through July would be accepted beginning the first business day in February. Permit requests for August through November would be due the first business day in May. •Providing notification that the City does not guarantee that a priority group or user will receive fields or times that are requested. The City will make every effort to work with all users in the scheduling of City fields and facilities, especially for reservations that are requested for similar days and times. The City will not confirm reservations for impacted groups/users until after area meetings are held and actual team schedules are confirmed. •Requiring the submittal of a Coaches Training and Background Screening Compliance certification. The Certification is to be submitted once a year, prior to the first permitted 20 9a. day of each year, regardless of the sport. The certification shall be signed by an authorized representative of the organization. •Requiring that proof of insurance is submitted on an annual basis. Insurance language in section I of the policy was reviewed by the City’s Loss Prevention Specialist with the League of Minnesota Cities. •Addressing the non-use of city permitted fields by a user. When permits are issued, a specific field is reserved for the user, to the exclusion of others. Users will be required to provide team schedules that indicate all allocated fields and facilities have been scheduled, when requested by the City. •Allowing for permits that are cancelled by the user due to inclement weather to be rescheduled or credited (not billed) if the City is notified by the user within two business days of the user’s cancellation. Unfortunately, COVID-19 provided for an abnormal year in sports. There were process/requirement changes that were necessary in order to comply with guidance and requirements from the League of Minnesota Cities, Minnesota Department of Health, Centers for Disease Control and Prevention, and National Recreation and Parks Association. Attachments: 2020 Field and Facility Policy STAFF RECOMMENDATION: Informational Only. ACTION REQUESTED: Informational Only. 21 CITY OF MENDOTA HEIGHTS  FIELD AND FACILITY USE POLICY  CONTACT: Mendota Heights Parks and Recreation  1101 Victoria Curve  Mendota Heights, MN 55118  651‐452‐1850  APPROVED: November, 2018  REVISED: December, 2019 22 9a2. Page 2  City of Mendota Heights  Field and Facility Use Policy  A.PURPOSE The City of Mendota Heights, hereinafter referred to as the “City”, coordinates and issues  permits for the use of athletic fields and facilities owned by the City.  The purpose of this policy  is to establish guidelines for the allocation and management of City athletic fields and facilities.   For purposes of this policy, fields shall be defined as an athletic area where people participate  in sports and shall include facilities and fields, ice rinks, and tennis and basketball courts.   The objectives to this policy include: allocating the use of the current athletic fields to support  Parks and Recreation programs throughout the City and for Mendota Heights’ residents,  preserving the facilities offered by minimizing wear and tear, and preventing overuse while  conserving maintenance costs.  B.FIELD USE PERMITS The City will coordinate and allocate the use of city athletic fields and facilities for city and non‐ city organizations, groups, and individuals to play, practice, hold tournaments, and other sport  and non‐sport related events.    Field and facility use permits are issued following the City’s permit process.  Permit applicants  must be 18 years of age or older.  A permit is issued only after an allocation request is made, all  required documents and information is received, and the City has approved the request, either  in‐part or in its entirety.  A request does not constitute an approval.    All reservations require the issuance of a permit.  The use of a field or facility begins and ends at  the times stated on the permit including set‐up and clean‐up.   Any special requests or  arrangements must be made as part of the permit application process. This includes special  lining requests for fields. Each permit must also include an approximation of users at the facility  for parking and amenity considerations.  The City reserves the right to deny, limit or revoke use permits based upon an applicant’s  performance history including compliance with established rules and policies, field conditions  after use, and unruly behavior of participants and guests.    Application Deadlines  Permits will be issued three times throughout the year based on the following timeline:   Permit requests for use from December through February will be due on the first business day in November. Permit requests for use from March through July will be due on the first business day in February. 23 Page 3  Permit requests for use from August through November will be due on the first business day in June. To balance use, the City reserves the right to allocate specific fields to specific users and to limit  the number of fields allocated to any one group or user.  The City does not guarantee that a  priority group or user will receive the fields or times requested.   The City will make every effort  to work with all users in the scheduling of City fields and facilities.  In certain cases, when  reservation requests are received for the same or similar days and times, reservations shall not  be confirmed by the City until after area meetings are held and actual team schedules are  confirmed.     Reservations received after the deadline will be handled on a first‐come, first‐serve basis.   The City reserves the right to keep unreserved athletic fields and facilities available to the  general public for open, unstructured or public recreation on a first come/first serve basis  during normal operating hours.   Field request forms are available at City Hall or on the City’s website.  C.PRIORITY GROUP CLASSIFICATIONS Due to the limited number of fields and facilities and the volume of requests, the City has  established criteria for priority use.    An organization’s priority group classification will be considered during the assignment of the  priority for field and facility allocation.  Priority use of fields will be given to traditional primary  season sports and by priority group classification.    Priority use of field will be allocated as follows:  Priority #1: City of Mendota Heights Sponsored or Co‐Sponsored Programming, Events and  Activities  This includes activities that are organized through or in connection with the City of Mendota  Heights Parks and Recreation Department, directly sponsored by the City, or as a cooperative  program with other jurisdictions. Reservations for City sponsored activities, programs, games,  practices, leagues and tournaments may be taken at any time for any date. There are no use  fees charged for City reservations.  Priority #2: Public and Private Schools Located in Mendota Heights  This includes schools that are located within the City of Mendota Heights. An agreement must  be in place that defines the City of Mendota Heights’ reciprocal use of the school’s athletic  facilities. If there is no agreement in place, the priority shall be moved to priority #4 and use  fees will be assessed.    On an annual basis, public and private schools recognized in this priority category must submit  the following:  24 Page 4  Certification of Coaches Training and Background Check Screening Compliance.  The City requires that a recognized public or private school must submit, on an annual basis, a signed Coaches Training and Background Check Screening Compliance Certification. The Certification shall be signed by an authorized representative and must be on file with the City before the first permitted day of each year, regardless of the sport. Proof of Insurance.  The City requires that a recognized public or private school must submit, on an annual basis, proof of insurance. Proof must be on file with the City before the first reservation day of each year, regardless of the sport.  See Section I for insurance requirements. Priority #3: Recognized Youth Athletic Associations  This includes Youth Athletic Associations that are recognized by the City of Mendota Heights.   Recognized youth athletic associations are defined by the following characteristics:  The association has nonprofit status under Section 501c3 or other applicable provision as defined by Internal Revenue Services (IRS) and is in good standing with the Minnesota Secretary of State. The association conducts sports programs that are primarily social and/or recreational in nature.  The association administers and abides by an “everyone plays” philosophy and has a no cut policy. The association serves the athletic needs of youth in Mendota Heights, is primarily Mendota Heights based and provides significant benefit and service to residents of the City of Mendota Heights.   Upon request, the association is able to provide team rosters to substantiate that the association (by sport) serves a majority Mendota Heights residents. Registration must be open to the public.  The association must not discriminate on the basis of race, ethnicity, economic status, gender, sexual orientation, religion, disability, or ability. Team assignments may be determined by ability, however, the organization must have a policy for determining teams based on ability. The association conducts youth sports programming through volunteer coaches and board of directors selected by the membership. The association completes background check screenings on all coaches, assistant coaches, board members, volunteers and anyone who has contact with children.   The association has a written background check screening policy. In addition to the characteristics of an association defined herein, recognized Youth Athletic  Associations must submit the following to the City, upon request:   Documentation from the Internal Revenue Service showing tax exempt status under Section 501c3 or other applicable provision. 25 Page 5  Association bylaws and policies. A list of the Board of Directors for the association and current contact information including telephone and email address. On an annual basis, Youth Athletic Associations recognized in this priority category must submit  the following:  Certification of Coaches Training and Background Check Screening Compliance.  The City requires that a recognized Association must submit, on an annual basis, a signed Coaches Training and Background Check Screening Compliance Certification.  The Certification shall be signed by an authorized representative and must be on file with the City before the first permitted day of each year, regardless of the sport. Proof of Insurance.  The City requires that a recognized Association must submit, on an annual basis, proof of insurance. Proof must be on file with the City before the first reservation day of each year, regardless of the sport.  See Section I for insurance requirements. Rosters by Season.  For demographic and billing purposes, the City requires that a recognized Association submit rosters by sport. Provided information shall include sport types, team name, year, name of participant, and address including city and zip code. The City will make every effort to accommodate all permit requests.  In the event of competing  requests from recognized associations in this category, the City will determine allocation of  fields and facilities based on the following factors:  The percentage of verifiable Mendota Heights residents served in the permit request. The request which has the majority of Mendota Heights residents confirmed will receive a higher priority. Residency percentages will be established using rosters from the most current season. Rosters must be submitted in .xls or .csv format.  Information provided must include: sport type, team name, season of sport/year, participant name, address including city and zip code. Previous experience with the City of Mendota Heights. Date and time of permit request. Priority #4: Recognized Community Youth Sports Clubs and Leagues   This includes sports organizations which provide athletic leagues or clubs for Mendota Heights’  youth and are separate from the Youth Athletic Associations.  The City recognizes that  recreational play may be available through clubs and leagues and encourages organizations  26 Page 6  with recreational offerings to partner with City recognized Youth Athletic Associations for  maximum field and facility accommodation.  Youth sports clubs and leagues are defined by the following characteristics:  The organization may be for‐profit or have nonprofit status under Section 501c3 or other applicable provision as defined by Internal Revenue Services (IRS) and is in good standing with the Minnesota Secretary of State. The organization conducts sports programs that are competitive in nature.    The curriculum and programming is focused on the maximum development and exposure of players to the next level of play. The organization conducts youth sports programming through paid coaches, board members and/or administrative staff. The organization does not discriminate on the basis of race, ethnicity, background, sexual orientation, religion, disability, or ability.   Team assignments may be determined by ability. There must be a policy for determining teams based on ability. The organization completes background check screenings on all coaches, assistant coaches, board members, volunteers and anyone who has contact with children.   The association has a written background check screening policy. In addition to the characteristics of a Youth Sport Club or League defined herein, recognized  Youth Sport Clubs and Leagues must submit the following to the City, upon request:   The organization’s bylaws and policies which govern operations. A list of the Board of Directors for the organization and current contact information including telephone and email address. On an annual basis, Community Youth Sports Clubs and Leagues recognized in this priority  category must submit the following:  Certification of Coaches Training and Background Check Screening Compliance.  The City requires that a recognized Community Youth Sports Club or League must submit, on an annual basis, a signed Coaches Training and Background Check Screening Compliance Certification.  The Certification shall be signed by an authorized representative and must be on file with the City before the first reservation day of each year, regardless of the sport. Proof of Insurance.  The City requires that a recognized Community Youth Sports Club or League must submit, on an annual basis, proof of insurance. Proof must be on file with the City before the first reservation day of each year, regardless of the sport.  See Section I for insurance requirements. 27 Page 7  Rosters by Season.  For demographic and billing purposes, the City requires that a recognized Community Youth Sports Club or League submit rosters by sport. Provided information shall include sport types, team name, year, name of participant, and address including city and zip code. In an event of competing requests from recognized organizations in the category, the City will  determine allocation based on the following factors:  The percentage of verifiable Mendota Heights residents served in the permit request. The request which has the majority of Mendota Heights residents confirmed will receive a higher priority. Residency percentages will be established using rosters from the most current season. Rosters must be submitted in .xls or .csv format.  Information provided must include: sport type, team name, season of sport/year, participant name, address including city and zip code. Previous experience with the City of Mendota Heights. Date and time of permit request. Priority #5: Mendota Heights Residents Use of the Facility for Personal Use  This includes residents of Mendota Heights using fields and facilities for personal use.   In an event of competing requests in the category, the City will determine allocation based on  the following factors:  Date and time of permit request Previous experience with the City of Mendota Heights Priority #6: Mendota Heights‐Based Businesses/Commercial Organizations  This includes business and commercial organizations that have a Mendota Heights office as  evidenced by their address to use the facilities.   In an event of competing requests in this category, the City will determine allocation based on  the following factors:  Data and time of the permit request Previous experience with the City of Mendota Heights Priority #7: Non‐Mendota Heights Organizations, Businesses, and Individuals   This includes all non‐Mendota Heights residents, organizations, groups, and businesses who  want to use the facilities.   In an event of competing requests in this category, the City will determine allocation based on  the following factors:  28 Page 8  Date and time of the permit request Previous experience with the City of Mendota Heights D.SPORT SEASON PRIORITY A sport in its traditional season will be given priority consideration for field and facility use over  an out‐of‐season sport.    The following are considered traditional sport seasons:  Spring/Summer:  Baseball, Softball, T‐Ball, Lacrosse Fall:  Soccer, Football Winter:  Hockey Fields and facilities will be used for the intended sport unless otherwise authorized by the City.  The City will attempt to accommodate emerging sports, when feasible.    E.FEES The City may charge application and use fees in order to recover public costs to operate, maintain, repair, improve and administer the use of City fields.   For each application submitted, an application fee shall be assessed.  Field use fees shall be approved by the City Council and included in the City’s Fee Schedule.    Use fees are subject to change at the discretion of the City Council. All users who receive a permit for exclusive use of a field must pay the appropriate fee per the  City fee schedule.    Payments can be made by cash, check or credit/debit card.   F.NON‐USE OF FIELDS, FIELD EXCHANGE, OR SUBLEASE When permits are issued, a specific field is reserved for the user, to the exclusion of others.   Recognizing this exclusivity, groups should only reserve the fields intended for use.      Users may not assign their scheduled time to other groups or sublease fields under any  circumstance.  Any such action will result in the loss of rental/allocation privileges.  A user may  not “give up or exchange” their allocation or any part of it, without a written agreement  between the impacted parties and City approval.  Subleasing of fields without City approval will  result in revocation of all permits for all parties.  Any organization that has been allocated space and subsequently determines that it cannot use  it according to the permit issued shall notify the City so that the field may be reallocated or  otherwise used by another group or the general public.   Blanket permitting of City field and facilities by any user group is prohibited.  Users will be  required to provide team schedules that indicate all allocated fields and facilities have been  scheduled, when requested.  The City will verify the use of reserved field and facilities.  A  pattern of continued non‐use of a rented, permitted field will result in the revocation of the use  permit and the assignment of the field or facility to another user group.  29 Page 9  G. FIELD CLOSURE, PERMIT CANCELLATION AND REFUNDS  The City is responsible for determining if a field shall be scheduled for use or not and reserves  the right to decide to periodically not schedule specific athletic fields and facilities.  The City  attempts to be flexible in accommodating user groups, but ultimately, the health and safety of  the user and the condition and playability of a field takes priority.  This may require the closure  of fields or facilities, denial of use of a field or facility, and/or the assignment of alternate sites  for use.    Field closures will be communicated to permit holders by the Recreation Program Coordinator.    The City may cancel use of City fields/facilities for reasons including, but not limited to, any of  the following reasons:   City maintenance work involving the facility or field   When the health or safety of participants is threatened    Inclement weather   Wear and tear of the field including field retirement for regrowth and rehabilitation   Unforeseen events including fire, drought, natural disaster or vandalism   Non‐adherence to field and facility use policy, City ordinances, or use rules and  regulations    Permits cancelled by the City of Mendota Heights may be rescheduled as availability allows, or  may be refunded in full.  Permits cancelled due to non‐adherence with field and facility use  policy, City Ordinances, or use rules and regulations will not be refunded.      Permits cancelled by the user:   More than 30 days in advance will receive a 100% refund (excluding application fee)   15‐30 days in advance will receive a 50% refund (excluding application fee)   Less than 14 days in advance will not receive a refund   In the event of a weather related cancellation by the user, the user must notify the  Recreation Program Coordinator within two (2) business days after the cancellation to  confirm a credit or to arrange rescheduling.  If the City is not notified within two (2)  business days by the user that the event was cancelled due to inclement weather, the  user will be billed as if the event occurred.    H. MAINTENANCE  The City performs maintenance on a routine basis to ensure fields and facilities are in good  repair.  The City will determine the appropriate number of hours each field can be used per  season. Permit users will not be able to use the fields more than the hours allowed. This will be  based on the field’s current condition and estimated intended City use throughout the year.  30 Page 10  Infield dragging.  Infield dragging is done during the week (Monday – Friday) according to the  schedule as defined by the City.  Fields are not dragged or striped on the weekend (Saturday  and Sunday) or on holidays; unless the user has paid a tournament preparation fee.     If fields are too wet, fields will not be dragged with motorized equipment, the City will still chalk  and hand rake to reduce low spots in the infield.   Lining and striping of fields.  Lining and striping of fields shall be done during the week  (Monday –Friday) according to the schedule as defined by the City.  Fields are not lined or  striped on the weekend (Saturday and Sunday) or on holidays.  A single field will not be lined  with more than one field overlay per season, unless the City can accommodate it.  Foul lines will be painted in the outfield on all baseball fields during the season, but infield  chalking will only be done at Mendakota and Civic Center fields.  Groups wanting to chalk fields  shall have received approval from the Recreation Program Coordinator, prior to chalking.  Rink Flooding.  Flooding of outdoor rinks will occur on an as needed basis, based on weather  and rink conditions.    Clean up and disposing of waste.  Users are expected to dispose of waste in proper trash and  recycling receptacles.  The City of Mendota Heights prides itself on being a clean and green  community, and renters are asked to recycle as much of their waste as possible.    I.INSURANCE The permit holder agrees to indemnify and hold harmless the City from any and all claims,  actions, damages, losses and expenses, including reasonable attorney fees, arising out of the  use of the facility by the permit holder and its members, guests and agents.  Field and facility  users must provide insurance coverage throughout the period of use naming the City of  Mendota Heights as “additional insured”.    Permit holders will be required to provide proof of general liability insurance coverage at a  minimum amount of $2,000,000 for property damage and bodily injury.   Proof of insurance via  a Certificate of Insurance must be provided at least 14 days prior to the first date of play or  special event.   J.CONCESSION SALES No organization or person shall sell or offer any product, food or service for sale without the  prior written approval of the City. The sale of beer or other alcoholic beverages is prohibited.   Requests which include the use of food trucks will be considered on a case‐by‐case basis.  Food  trucks require a permit, which is issued by the City Clerk.  Requests must be made at least 14  days in advance of the event.  Groups wanting to use concession stands or offer food or beverages for sale will need to obtain  the appropriate permits and/or licenses from the County or State and have said permits or  licenses during the entire time of the event.    A copy of the approved permit must be  submitted to the City in order to obtain keys to the concessions stand.   31 Page 11  K.ATHLETIC SPECIAL EVENTS Athletic special events are activities on City property that include, but are not limited to,  tournaments, clinics, camps, or any other activity other than regular season practices, games  and evaluations.    Permits.  Special events require a separate permit and should be requested outside of regular  season play permits.   Permit requests for special events will be accepted from user groups  during the permit application timeframe identified in Section B of this policy.  Special Event Contact and Information.  Users must have an appointed tournament  director/event manager on site, who can be contacted by City staff.   Users will supply the Parks and Recreation Department with a schedule of games. Games shall  not start before 8:00 am on any day of a tournament and may not be scheduled to start later  than 6:30pm.  If users want to schedule games at different times than allowed, the user must  receive approval from the Recreation Program Coordinator.  Users must include in the application if spectators will be charged admission.  Advertisement  banners or signs may not be placed at any facility without permission from the Recreation  Program Coordinator.  Special Event Fees.  The City may charge application and special event use fees in order to  recover public costs to operate, maintain, repair, improve and administer the use of City fields.    For each application submitted, an application fee shall be assessed.  Special Event use fees  shall be approved by the City Council and included in the City’s Fee Schedule.    Use fees are  subject to change at the discretion of the City Council.    The City reserves the right to waive field use and preparation fees and concession stand fees for  “in‐house” tournaments hosted by users recognized in priority group three (3).  For purposes of  this provision, “in‐house” shall be defined as tournament style play where games are played  between competing teams all from within the same organization.  Special event fees including  field and concession fees for invitational tournaments shall be charged.  All users who receive a permit for exclusive use of a field must pay the appropriate fee per the  City fee schedule.  The City will bill and payment shall be made prior to the event.  Payments  can be made by cash, check or credit/debit card.   In the event of weather related cancellations by the permit holder, the permit holder will be  billed unless the permit holder contacts the Recreation Program Coordinator within two (2)  business days after a weather related cancellation to confirm a credit or to arrange  rescheduling.    Field Preparation, Maintenance and Clean‐Up. Fields will not be prepped throughout the  tournament day. Maintenance staff will prep the fields before the first scheduled game(s) of  the day, if the user elects to pay the preparation fees. Users may not modify or alter City fields  32 Page 12  in any way.  The City will not provide equipment for groups to prep fields on their own  throughout the tournament.  All users of City park field and facilities are expected to leave the area(s) in the same or better  condition than which it was found.  Users will be responsible for picking up all trash at the end  of each day’s events.  Users who fail to clean up may be charged by the City for excessive clean  up.  It is the responsibility of the permit holder to make sure areas are cleaned up.    Facility Capacity.  Users must provide the number of teams and estimated number of playing  participants.   Due to space limitations regarding parking and spectator capacity, the City has  the right to decrease the number of games in order to comply with the facility’s size.     Users are responsible for maintaining control over the conduct of participants and spectators  while using fields and facilities.  Tournament hosts will be responsible for traffic and parking  control and adhere to all City parking regulations.  Parking is allowed only in designated areas.   No vehicles are allowed on City fields, sidewalks or paths.  Users are responsible for the coordination and rental of any additional portable restrooms  and/or hand washing stations that are needed in order to accommodate special events and  shall be coordinated in conjunction with the Recreation Program Coordinator.  L.CITY CONTACT All communication with the Recreation Program Coordinator must be made through the  spokesperson of the group. Athletic associations, clubs and leagues must choose one person  who will be the City’s main contact. This eliminates confusion and establishes direct, efficient  communication.   Users should report any facility damage, accidents, dangerous or unsafe conditions to:  City of Mendota Heights Recreation Program Coordinator  Phone:  651‐255‐1354 (During regular business hours:  Monday – Thursday 7:00 am to  4:30 pm and Friday from 7:00 am to 11:30 am)  Weekend/After Hours Phone:  651‐302‐3301  Email: meredithl@mendota‐heights.com (Email is checked Monday‐Friday during  regular business hours)  33 DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Marie Park Playground RFP BACKGROUND: The Parks and Recreation Commission established a playground work group that met with staff in order to develop criteria for the attached Marie Park Playground Remodel RFP. The majority of the current playground at Marie Park was built in 2005, although some pieces are existing and were not replaced in 2005. The cost of the playground remodel was $38,532. A standard for playgrounds has been 15-20 years of service. Features requested to be included in all proposals for the reconstruction include: •At least two vinyl coated steel benches with backs anchored in the ground within the container area •Two Diggers •One Spring Rider •One parent/child swing •One baby swing •Two standard swings •Three slides •Covered canopy over the deck area (bid alternate) All proposals must include demolition and disposal of current playground equipment, any necessary sitework, a new container, playground equipment, engineered wood fiber surfacing, and installation for the playground site. The work group requested a color pallet of earth tones be utilized. The work group proposed a budget of $125,000 for this project. Attached is also a site plan drawing of the current playground with a recommended shape change to the container. The existing playground’s exterior has an irregular shape that the Public Works Superintendent is requesting be changed in order to ensure safety and to ease maintenance protocols for staff. 34 9b. STAFF RECOMMENDATION: Staff recommends the Parks and Recreation Commission review the attached RFP, make any necessary changes, and recommend to the City Council action to issue the RFP in order to advertise bids for the replacement of Marie Park Playground. ACTION REQUESTED: If the commission concurs, it should, by motion, recommend to the City Council the action to issue the RFP in order to advertise bids for the replacement of the Marie Park Playground. 35 REQUEST FOR PROPOSAL MARIE PARK PLAY STRUCTURE CITY OF MENDOTA HEIGHTS 1780 Lilac Lane Mendota Heights, MN 55118 I.GENERAL INFORMATION A. OBJECTIVE The purpose of the Request for Proposal (RFP) is to obtain site plan design and quotes to include demolition and disposal of current playground equipment, any necessary sitework, a new container, playground equipment, engineered wood fiber surfacing and installation for the playground site at Marie Park, 1780 Lilac Lane, Mendota Heights, MN 55118. B.ISSUING OFFICE The RFP is issued by the City of Mendota Heights Parks & Recreation Department. All correspondence regarding the RFP should be addressed to: Meredith Lawrence, Mendota Heights Parks & Recreation, 1101 Victoria Curve, Mendota Heights, MN 55118. C.CONTRACT ADMINISTRATOR All communications concerning the contract should be directed to Meredith Lawrence, Recreation Program Coordinator at 651-255-1354. D. INCURRING COSTS The City of Mendota Heights is not liable for any cost incurred by the prospective firms prior to the signing of the contract. E.PROPOSALS To be considered, each firm must submit a complete response to this RFP, using the format provided in Section IV. The proposal must be signed in ink by an official authorized to bind the submitter to its provisions. The proposal must include a statement as to the period during which the proposal remains valid. This period must be at least ninety (90) days from the due date for this proposal. F.ACCEPTANCE OF THE PROPOSAL CONTENT The contents of this proposal will become contractual obligations if a contract ensues. Failure of the selected consultant to accept these obligations may result in cancellation of the award. G.SELECTION CRITERIA Responses to this RFP will be evaluated based on a three-step selection process: 1.Staff will review the firm’s response to the RFP, including a computerized drawing of the proposed project and determine if the proposal meets all criteria for consideration. 2. A neighborhood meeting will be held in conjunction with the Parks and Recreation Commission, so residents can review the proposed play structure options and provide feedback on a preferred plan. 3.City staff will present the Parks and Recreation Commission’s recommendation to the City Council for a final decision. H.PROPOSAL RECEIPT Proposals must arrive at the Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights, MN 55118 on or before 10:00 AM Wednesday, December 8, 2020. 36 9b2. I.RIGHT TO REJECT BIDS The City of Mendota Heights reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defects, in the City’s judgment. In determination of award, the qualification of the proposal submitter, the conformity with the specifications of services to be supplied and delivery terms will be considered. J.COST LIABILITY The city assumes no responsibility or liability for costs incurred by the firms prior to the submission of a proposal. Total liability of the City of Mendota Heights is limited to the terms and conditions of this agreement. K. OWNER The City of Mendota Heights is designated as Owner. All work shall be on public property. The contractor shall confine operations, at all times staying with the limits of the property. Any repairs or restorations required outside the property limits due to the Contractor’s carelessness shall be repaired by the Contractor at their expense. L.AWARD OF CONTRACT The City of Mendota Heights will award one contract for this entire project to a responsible bidder submitting the Quote meeting all performance and required criteria as set forth by this set of contract documents, plans and specifications. M.TAXES The contractor shall pay all sales, consumer, use and other taxes required to be paid by them in accordance with the law of the place where the work is to be performed. N. TEMPORARY ENCLOSURES, BARRICADES AND FENCES The Contractors shall provide and maintain all necessary temporary enclosures and barricades to adequately protect the work and materials from the elements and persons not involved with construction. The Contractor shall remove all temporary enclosures, barricades and fences upon completion of the work. O. PROTECTION OF EXISTING FACILITIES The Contractor shall provide for and be responsible for protection of existing pavements, utilities, fencing, etc. In general, all existing materials, surfaces, sod, etc., to remain which are affected by the work shall be repaired and restored to an original and functional condition. P.SHIPMENT OF MATERIALS Before making any shipment of materials to the site, Contractor shall ascertain whether the site is in a condition to receive the shipment. Where this provision is neglected and material is delivered to the site when the latter is not in condition to receive it, such materials shall be properly stored elsewhere at the Contractor’s expense and adequate insurance coverage provided for off-site storage. Q. STORAGE OF MATERIALS ON OR OFF-SITE 1. Contractor shall provide storage as required to protect and preserve all materials stored at the site. Materials are not to be stored directly on the ground. Storage of materials is to be confined to areas designated by the City. City will not sign for or be responsible for materials delivered to the site. 37 2. Equipment delivered early will not be paid in full. Full payment of structure and installation will be paid when installation is complete and a compliance audit has been received. R.WORKING HOURS Working hours shall be from 7:00am- 8:00pm on Monday-Friday and 9:00am-5:00pm on Saturday and Sundays. S.CLEANUP All work areas shall be returned to a condition equal to or better than was in existence at the beginning of the project. All construction debris, including excavated soil, shipping materials including cardboard, pallets, etc. shall be removed and disposed of in a manner satisfactory to the City. II.SELECTION PROCESS A.Staff will use the feedback from the resident groups and a recommendation from the Parks and Recreation Commission to enable the City Council to make a formal decision. B.If necessary, an interview/informational meeting may be requested by staff. III.SPECIFICATIONS A.Structure shall meet and comply with all current ADA Legislation and ASTM F1487 and include demolition and disposal of current playground equipment, any necessary sitework, a new container, playground equipment, engineered wood fiber surfacing and installation for the playground site. B.All equipment must meet age related design criteria suitable for 2-5-year olds and 5-12 year olds and be IPEMA certified. C.Treated timber wood container must be included to meet the design of the updated enclosure attached and replacement of the container. D.Play structure quote must include the following features: a.At least two vinyl coated steel benches with backs anchored in the ground within the container area b. Two Diggers c.One Spring Rider d.One parent/child swing e. One baby swing f.Two standard swings g.Three slides h. Covered canopy over the deck area (bid alternate) i.Engineered Wood Fiber Surfacing E.Other amenities shall include, but not be limited to, plastic slides, climbing walls/units, ladders, play panels, transfer deck, fire pole, spinner, overhead glider, play accessories, etc. 38 F.Wear pads must be installed below bottom of slides and swings. G.The current container for the play structure is irregularly shaped. The playground currently is approximately .08 acres in size. The area distance of the container is approximately 300 feet in length. The attached document outlines the requested change in container shape based on the new red outline. To schedule your required onsite visit please contact Meredith Lawrence at 651-255- 1354. H.Site shall have signage information provided appropriate to the structure/area. If signage includes photos of individuals, the photo must include a diverse group of users. I.All plastic and coating products must be UV and color stabilized to resist fading. J.Supplier must be able to provide a tool kit for fasteners, parts manual (both hard copy and electronic) and touch up paint kit for all structure colors. K.All parts must have a corrosion resistant finish and be capped on the top end. L.All metal decks must be manufactured from sheet steel conforming to ASTM specification A-569 and be finished with a vinyl coating. M.All connecting hardware used must be zinc plated or stainless steel, free of protrusions, vandal resistant and have a tamper proof design. Service kit for tamper proof fasteners must also be provided. N.The color pallet for the playground is requested to portray earth tones. IV.PROPOSAL A.PROPOSAL FORMAT The firm will be responsible for submitting a written proposal listing outline of equipment and cost for equipment/container/surfacing, demolition, delivery and installation. B.FEE QUOTATIONS The fee proposal not to exceed $125,000 for the project will include all costs associated with the project, including all demolition of existing equipment, new container, surfacing, structures, delivery, installation, construction permits, taxes and service charges. Each firm is requested to provide the maximum amount of play activities for that fee. C.SUBMITTAL REQUIREMENTS Each of the following items shall be considered an integral part of the Contractor’s proposal and shall be submitted to the City on or before the date and time as stated on the Proposal Form: 1. One copy of a completed and signed Proposal Form. 2.List all base materials 3. List of all equipment included in the plans, with quantities. 4. One copy of a play area equipment layout drawing to scale showing layout, safety zones, accessibility, border and outside dimensions. 5. One bound notebook or plan size sheet of all components and features specific to the project. 6.One complete copy of all warranty information. 39 7.The contractor shall indicate all deviations from the specifications. 8. Provide a letter from the manufacturer or an independent consulting firm stating all equipment meets the current ASTM F1487 standards. 9.Installation of the entire playground must be completed by paid professional staff. Any deviation from the use of paid professional installers must be approved by the Recreation Program Coordinator. 10.Estimated timeline for construction 11. Documentation that all equipment quoted is covered by product liability insurance. D.SITE REVIEW Consultants submitting quotes are required to visit the site and should contact Meredith Lawrence at 651-255-1354 to set up an appointment to meet with staff prior to submitting a proposal. E.REGULATORY COMPLIANCE 1. All equipment provided and all areas around and between equipment must comply with most current Consumer Product Safety Commission (CPSC) guidelines and The American Society for Testing and Material (ASTM) standards. It is the responsibility of each bidder and manufacturer to be aware of these guidelines. Please list all deviations where your proposal does not comply totally and explain each in detail when submitting the proposal. Equipment that requires labor intensive measures or modifications, after installation, such as the cutting of bolts, to bring equipment into conformance with CPSC and ASTM will not be accepted. As recommended by CPSC, a project specific maintenance manual shall be provided at the end of the project. 2.The entire playgrounds must meet the current requirements of the Americans with Disabilities Act and ASTM F1487. 3.All equipment must be IPEMA certified. 4. All surfacing materials must meet current CPSC guidelines, ASTM F1951 and ASTM F1292 standards, as well as be IPEMA certified. 5.Once installation is complete on all equipment, supplier must provide a formal safety audit of the installed equipment. Audit must document that equipment meets all current standards listed above. Final ½ payment for structure, payment for base materials and installation will not be processed until after the safety audit inspection and document has been completed and delivered from a certified playground inspector. CPSI documentation must be included. 6. Supplier must invoice City for all payments. F.PROJECT PHASING The Parks and Recreation Department is challenging various playground manufacturers to use their professional expertise and creativity to develop a unique play structure. G.TENTATIVE TIMETABLE 1. Proposal submittal deadline December 8, 2020 at 10:00AM. 2.Review by residents and Parks and Recreation Commission by December 18, 2020 3. Notification of contract award week of January 4, 2021. 4. Delivery of playground TBD (contact Meredith Lawrence) 5. Installation of playground structure at Marie Park must be completed by May 7, 2020. 40 DATE: October 13, 2020 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Skate Park Work Group Update The skate park work group has been meeting in order to tackle operational issues at the skate park. Commissioners Smith and Klepperich have attended the meetings and are able to answer questions and provide an update at the meeting. •Work group members include: Amy Smith, Bob Klepperich, Greg Geiger, Craig Williams, Adam Smith, Alton Smith, Tianna LeBlanc, Nina Kessler and Ryan Kessler STAFF RECOMMENDATION: Informational Only. ACTION REQUESTED: Informational Only. 41 9c.