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December 18, 2014
1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US Regular Park & Recreation Commission Meeting December 18, 2014 6:00 P.M. Joint Meeting with Open Space Commission 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (11/20/14) 4. Consider Application for Scheduled Use of Recreational Facilities /Andover Church 5. Hold Public Informational Meeting /Andover Lions Park 6. Hold Public Informational Meeting/Timber Rivers Park 7. Hold Public Informational Meeting /Hidden Creek East Park 8. Removal of Invasive Tree Species /Strootman Park 9. Outstanding Items 10. 11. Chair's Report 12. Adjournment 7:15 P.M. or Shortly Thereafter Workshop Session A. Update Park Irrigation Projects for 2015, Cont. B. Discuss Playground Equipment/Pine Hills North /12 -31, Cont. C. Update Kelsey Round Lake Park Master Plan Draft RFP /Project 15 -11, Cont. ^ 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineerl%B FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 4. Consider Application for Scheduled Use of Recreational Facilities /Andover Christian Church Youth Group DATE: December 18, 2014 INTRODUCTION This item is in regard to considering approving the attached Application for Scheduled Use of Recreational Facilities for use of the Prairie Knoll Park hockey rink as requested by Andover Christian Church Youth Group. DISCUSSION The day that has been requested is as follows: Wednesday, December 31, 2014 from 10:00 am- Noon at Prairie Knoll Park. Note: Since the rink is not open until 1:00 pm on that day, the church group will need to check out the necessary keys to open the warming house if they would like to use it. A key deposit will be required for the warming house portion of the building. Since this is a one -day request, the Commission may want to consider waiving the requirements that are to be submitted as part of the Guidelines to use the facility. Note: Just so you know, the free skating is open to the public. Also attached is the proposed revised 2014 -2015 hockey rink schedule. ACTION REQUIRED The Park & Recreation Commission is requested to approve the Application for Scheduled Use of Recreational Facilities for use of the Prairie Knoll Park hockey rink as requested by Andover Christian Church Youth Group. Respectfully submitted, Tods Cc: Andy White, Andover Church (copy sent by e -mail) Attachment: Application for Scheduled Use of Recreational Facilities, Revised 2014 -2015 Hockey Rink Schedule `7 ANDOVER PARK AND RECREATION COMMISSION APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES Group requesting use of facilities Andover Christian Church. Youth Association President Andy White Print a e Association President Signatur (required) Address 16045 Nightingale St NW City Andover Phone (Home) Phone (Work) 763 -755 -2537 Phone (Mobile) 507- 213 -0775 ( / l (E -mail) Date State MN Zip 55304 APPLICATION DUE DATES: FOR WINTER USE OF FACILITIES - FIRST THURSDAY IN NOVEMBER. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in November. FOR SPRING AND SUMMER USE - FIRST THURSDAY IN MARCH FOR SOCCER, SOFTBALL, BASEBALL, AND LACROSSE. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in March. FOR FALL USE — FIRST THURSDAY IN JULY FOR SOCCER, SOFTBALL, FOOTBALL AND BASEBALL. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in July. It is the policy of the City of Andover to try to meet the recreational needs of its citizens. The goal of the Park and Recreation Commission in scheduling is to allot the limited number of recreational facilities in a fair and equitable manner, using compromise when necessary to accommodate the maximum number of requests possible. The Guidelines for Field Usage by Youth Associations may be used to determine field allocation (see attached). Facility requests submitted by the due date with this completed form will be given the highest priority. Subsequent requests will be filled on a first - come, first- served basis if facilities are available. The sequencing of scheduling will be considered with City youth associations having first priority. Number of participants expected in program this year a Number of participants expected from Andover this year 25 Number of participants in program last year 0 Number of participants from Andover last year 0 Age brackets for participation 12 -18 Plus Adult Leaders / Youth Pastor Number of game fields /rinks needed per week this year 1 Indicate season start and end dates December 315' Time slot desired (list 2 choices) 1. 10 AM -12PM 2. 11AM -1 PM List specific fields /rinks being requested (refer to attached listing) 1. Prairie Knoll 2 City Complex East Number of practice fields /rinks needed per week this yea Time slot desired (list 2 choices) 1. 10Am -12PM '2. 11 AM -1 PM List specific fields /rinks being requested (refer to attached listing) 1. Prairie Knoll 2 City Complex East Note: Field /hockey rink (practice or games) use by any association or team is prohibited without approval by the Park and Recreation Commission or its designee. Note: Any organization and /or association that applies for use of a recreational facility will be required to pay a fee as determined by the City Council for park security. APPLICATIONS WILL NOT BE CONSIDERED COMPLETE UNLESS ALL INFORMATION IS PROVIDED. THIS APPLICATION DOES NOT APPLY TO WEEKEND TOURNAMENTS. Approved: 1/2000 Revised 8120109 Revised 4120111 fielduse.doc 2 ANLf ) 6 V 9 i0l � 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineers From: Todd J. Haas, Assistant Public Works Director Subject: 5. Hold Public Information Meeting/Andover Lions Park Improvements Date: December 18, 2014 INTRODUCTION The Park and Recreation Commission is requested to review the survey results and hold a public information meeting with the neighborhood regarding possible improvements to Andover Lions Park. DISCUSSION Attached is a copy of the letter that was sent to the owner /occupant and location map of the area where the park is located. Also attached are the results of the neighborhood survey that was sent out a couple months ago. ACTION REQUESTED The Park and Recreation Commission is requested to review the survey results and hold the public information meeting with the neighborhood regarding possible improvements to Andover Lions Park. Respectfully submitted, Todd J. %Haarys Attachment: Letter, Map of area, and Responses from the survey 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV October 23, 2014 Resident Andover, MN Re: Andover Lions Park/Public Information Meeting and Resident Survey Dear Resident: The Andover Park and Recreation Commission has scheduled a public information meeting for Thursday, December 18, 2014 at 7:00 p.m. or shortly thereafter at Andover City Hall Council Chambers regarding the possible redevelopment or improvements to Andover Lions Park. The existing playground at the park is outdated and is in need of improvements. Park location map is on the back side of this letter. For the Park Commission to consider what improvements (including equipment replacement) could be made to the park, the City would like to receive input from the neighborhood. The way you can participate in this is by completing the on -line survey that is available on the City of Andover's Website at http. / /www.andovermn.gov /and click on City Services. Once you get to this part of the website, click on Parks. Survey is on right side of the screen and click on Andover Lions Park. For the Park Commission to consider your comments, the survey must be completed by 4:30 p.m. on Friday, November 28, 2014. If you have questions about the survey or about the park in general or you do not have access to the internet, feel free to contact me at 763 - 767 -5131 or just stop by Andover City Hall. You can also contact me by e-mail at t. haas(cr- andovermn.gov Sincerely, Oi4� Todd J. Haas Assistant Public Works Director /Parks Coordinator TJH:tjh ige 65 ON cie 75 1 '4 14078 14068 00 0 A 0 7 R 7 :VI 13905 vo A% .13871 1? 90 7 Ve 13803'. '7 �Ily 1402 773867 14uld 13797 386,1 17 14011 7 71, 13788 13793 .13784. 13787 71 -13778, W --I 13783 �13783 1 13987 M777 z KA 13774 I Qb 71-16 13768 13773 137V — 13764 3787 -lbb 3773 13754 13946 • 0` 99l m '13931 13928 139 CL cie 75 1 '4 14078 14068 00 0 A 752 :VI vo A% 1p al 4028 996 cul) 1403 1402 -: . .... k �a 001 & 14uld 14011 7 MDO�, 14006 W 13999 IT , NS'71 U1 1 (4) 1 13987 z KA 13978 13975 1396 3 X, 4 1 13946 • 0` 99l m '13931 13928 139 CL 13910 1390 1388 ---- 13892 U 1388 139 815 TA 13874 11�1 - 13870 13871 4 0 < 1386 IC, 0 N-5901 13856 1384 A-3BG0 13838 13 ypp 13039 43829 13842 is 851 -:13820 M Map and Dafa Sources: City of Andover Enginearing Planning A 1 inch equals 350 feet Public Works GI's 1:4.200 A00 ho 200 0 400 -YJ Feet NDOVE C I T Y () F HALF SECTION ADDRESS BOOK Page 70 1 ANDOVER LIONS PARK 1RHOOD PARK SURVEY RESULTS The Andover Park and Recreation Commission is considering new park improvements be provided at Andover Lions Park in 2015. In order to determine the best playground plan and/or other improvements to the park, your help is needed. Park improvement plans being considered by the Park Commission will be discussed at their meeting on Thursday, December 18, 2014 at 7 P.M. or shortly thereafter for resident input at Andover City Hall. 1. Currently the site contains a few trees. Would you prefer to see: (check only one) a. More trees preserved and less active spaces: 0 b. More of a balance between preserving trees and providing active spaces: 2 (Surveys B and C) c. Provide more active spaces and preserve less trees: 2 (Surveys A and E) d. Other suggestions: Survey D (No suggestions on survey) 2. Would you like to see a park that provides: (check all that apply) a. Lots of active facilities and spaces for children 0 b. More quiet, landscaped areas and natural setting/open spaces: 0 c. Some open space for free play: 2 (Surveys A and E) d. Mixture of active spaces and passive landscape areas: 2 (Surveys A and E) e. Other ideas: 0 3. Please list the number of children in your family in each age group: a. 2 to 5 years 2 b. 6 to 12 years 9 c. 13 to 18 years 2 4. What type of park facilities would you like to see provided in this park: (check all that apply) a. Playground equipment for children ages 2 to 5: 3 (Surveys A, C and D) b. Playground equipment for children ages 5 to 12: 5 (Surveys A, B, C, D and E) c. Half court basketball court: 3 (Surveys A, B and E) d. Small park shelter for picnics or social gatherings: 3_ (Surveys A, D and E) • Other suggestions: See Question 6 down below. Please prioritize the park facilities you have chosen above: A. Item 4a — selected 1 time as top priority (Playground equipment for children ages 2 to 5) Item 4b — selected 0 times as top priority (Playground equipment for children ages 5 to 12) Item 4c — selected 2 times as top priority (Half court basketball court) Item 4d — selected 0 times as top priority (Small park shelter for picnics or social gatherings) B. Item 4a — selected 1 time as second priority (Playground equipment for children ages 2 to 5) Item 4b — selected 2 times as second priority (Playground equipment for children ages 5 to 12) Item 4c — selected 1 time as second priority (Half court basketball court) Item 4d — selected 1 time as second priority (Small park shelter for picnics or social gatherings) C. Item 4a — selected 1 time as third priority (Playground equipment for children ages 2 to 5) Item 4b — selected 2 times as third priority (Playground equipment for children ages 5 to 12) Item 4c — selected 0 times as third priority (Half court basketball court) Item 4d — selected 1 time as third priority (Small park shelter for picnics or social gatherings) D. Item 4a — selected 0 times as forth priority Item 4b — selected 1 time as forth priority Item 4c — selected 0 times as forth priority Item 4d — selected 1 time as forth priority 6. Other ideas and/or suggestions for the park: (Playground equipment for children ages 2 to 5) (Playground equipment for children ages 5 to 12) (Half court basketball court) (Small park shelter for picnics or social gatherings) • (Survey A) — Open field or soccer field. • (Survey B) — Better baseball field accommodations. We need ALOT more parking spaces. • (Survey C) — Smooth paved area for children to ride trikes, bikes, scooters, skateboards, etc. away from traffic. Many driveways are too bumpy and streets bumpy and & unsafe. • (Survey D) — Water drinking fountain, more shade trees surrounding ball park/playground area. Fix area for porta -potty so it doesn't keep tipping over /moving. 7. If necessary would you be willing to serve on a Neighborhood Park Committee to develop a playground plan and/or other improvements, evaluate proposals received and make a recommendation to the Park and Recreation Commission? This may involve approximately 2 or 3 evening meetings. I Yes Name 4 No Phone We would appreciate the survey be completed by 4: 30 pm on Friday, November 28, 2014 - ANLf ) �6V 9 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer-DDD From: Todd J. Haas, Assistant Public Works Director Subject: 6. Hold Public Information Meeting/Timber Rivers Park Improvements Date: December 18, 2014 INTRODUCTION The Park and Recreation Commission is requested to review the survey results and hold a public information meeting with the neighborhood regarding possible improvements to Timber Rivers Park. DISCUSSION Attached is a copy of the letter that was sent to the owner /occupant and location map of the area where the park is located. Also attached are the results of the neighborhood survey that was sent out a couple months ago. ACTION REQUESTED The Park and Recreation Commission is requested to review the survey results and hold the public information meeting with the neighborhood regarding possible improvements to Timber Rivers Park. Respectfully submitted, Todd J. Haas Attachment: Letter, Map of area, Responses from the survey / t 4VN& Y O F i 6 1685 CROSSTOWN BOULE\(ARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV October 23, 2014 Resident Andover, MN Re: Timber Rivers Park/Public Information Meeting and Resident Survey Dear Resident: The Andover Park and Recreation Commission has scheduled a public information meeting for Thursday, December 18, 2014 at 7:00 p.m. or shortly thereafter at Andover City Hall Council Chambers regarding the possible redevelopment or improvements to Timber Rivers Park. The existing playground at the park is outdated and is in need of improvements. Park location map is on the back side of this letter. For the Park Commission to consider what improvements (including equipment replacement) could be made to the park, the City would like to receive input from the neighborhood. The way you can participate in this is by completing the on -line survey that is available on the City of Andover's Website at http: / /www.andovermn.gov /and click on City Services. Once you get to this part of the website, click on Parks. Survey is on right side of the screen and click on Timber Rivers Park. For the Park Commission to consider your comments, the survey must be completed by 4:30 p.m. on Friday, November 28, 2014. If you have questions about the survey or about the park in general or you do not have access to the internet, feel free to contact me at 763- 767 -5131 or just stop by Andover City Hall. You can also contact me by e -mail at t.haas - andovermn.gov Sincerely, 0460A4 Todd J. Haas Assistant Public Works Director /Parks Coordinator TJH:tjh — ------------ -- WaF+D-{VE — — = —= 17264 1726 17246 h cr 4967 17174 17178 AV i >0 17096 17J -q �$ 7 10 h j9 17 a 17092 1i06g v1 N OD � 17065 8 m n 17081 5� 11051 Cli 1706a 11037 11033 a6 !. 11036 N a 1101-1 11019 Q 11077 /'1083 .� 17p2� 6993 16991 17010 17036 Ji pp ` - ivh ^Y. C. s 1691a 52 �1 sls �' 0 m m y • 5714 5276 .5234: .5198 Pa 9 a 22 [+ O T 1�2 t7LCTION: 12 ?- Map and Dah Sources: ciryofAndm•er N LEGEND . Enginmf" 'OWNSHIP: 32 P.ANGE: 25 O- � Planning Puhlie Works Gl5 .•,o�s 1 Inch equals 350 feet ,....., 1:4,200 Map Date: Oct 17, 2005 """ yv.a imm u. a.,.ra � ° ^ryey�••^•on•.... a00 200 0 s1 anea�ae�6 ^�K:+uuv ^Darn =oiECrsw✓ szc ec�rum Feet I11011-3RJA9 &TA *0S6VAR;� PARK SURVEY RESULTS The Andover Park and Recreation Commission is considering new park improvements be provided at Timber Rivers Park in 2015. In order to determine the best playground plan and/or other improvements to the park, your help is needed. Please take a few minutes to complete the following survey. Park improvement plans being considered by the Park Commission will be discussed at their meeting on Thursday, December 18, 2014 at 7 P.M. or shortly thereafter for resident input at Andover City Hall. 1. Currently the site contains a few trees. Would you prefer to see: (check only one) a. More trees preserved and less active spaces: 2 (Surveys A and E) b. More of a balance between preserving trees and providing active spaces: 4 (Surveys B, C, F, and G) c. Provide more active spaces and preserve less trees: 1 (Survey D) d. Other suggestions: 2. Would you like to see a park that provides: (check all that apply) a. Lots of active facilities and spaces for children 3 (Surveys C, D and G) b. More quiet, landscaped areas and natural setting/open spaces: 2 (Survey A and G) c. Some open space for free play: 3 (Survey C, D and G) d. Mixture of active spaces and passive landscape areas: 6 (Survey B, C, D, E, F and G) e. Other ideas: 3. Please list the number of children in your family in each age group: a. 2 to 5 years 2 b. 6 to 12 years 5 c. 13 to 18 years 3 4. What type of park facilities would you like to see provided in this park: (check all that apply) a. Playground equipment for children ages 2 to 5: 4 (Survey B, C, F and G) b. Playground equipment for children ages 5 to 12: 5 (Survey B, C, D, F and G) c. Half court basketball court: 3 (Survey C, D and F) Other suggestions: See Question 6 down below. 5. Please prioritize the park facilities you have chosen above: A. Item 4a — selected 2 times as top priority (Playground equipment for children ages 2 to 5) Item 4b — selected 3 times as top priority (Playground equipment for children ages 5 to 12) Item 4c — selected 0 times as top priority (Half court basketball court) B. Item 4a — selected 1 time as second priority (Playground equipment for children ages 2 to 5) Item 4b — selected 2 times as second priority (Playground equipment for children ages 5 to 12) Item 4c — selected 1 time as second priority (Half court basketball court) C. Item 4a — selected 1 time as third priority (Playground equipment for children ages 2 to 5) Item 4b — selected 0 times as third priority (Playground equipment for children ages 5 to 12) Item 4c — selected 2 times as third priority (Half court basketball court) 6. Other ideas and/or suggestions for the park: (Survey A) — The dock was there as a reason why we purchased our lot next door (5356) but it was removed and never returned. It was be nice for fishing, etc. (Survey B) — We have several handicapped kids in the neighborhood. Some equipment for them would be nice... (Survey C) — I think the football field could be re- purposed to accommodate how it is currently being used as a lacrosse practice and little league flag football field. These fall activities are for short time span leaving the field unused for the rest of the year. I would suggest removing the football goal posts, adding a basketball court and tennis court. This configuration would still allow plenty of field for lacrosse and flag football. I would like to see improvements made to the river access area with a dock for canoes and kayaks. (Survey D) — Given the park is situated on the Rum River, a dock and/or pier for fishing would be a wonderful addition. Similarly benches or open areas overlooking the water along the existing tar trail next to the river would also be nice. (Survey E) — I would like to see the public dock brought back. It was nice when we used to be able to fish down there instead of standing on the edge. (Survey F) — Wheel chair and walker access, fishing dock If necessary would you be willing to serve on a Neighborhood Park Committee to develop a playground plan and/or other improvements, evaluate proposals received and make a recommendation to the Park and Recreation Commission? This may involve approximately 2 or 3 evening meetings. 3 Yes Name Phone E -mail 4 No We would appreciate the survey be completed by 4:30 pm on Friday, November 28, 2014 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works /City EngineerT03 From: Todd J. Haas, Assistant Public Works Director Subject: 7. Hold Public Information Meeting/Hidden Creek East Park Improvements Date: December 18, 2014 INTRODUCTION The Park and Recreation Commission is requested to review the survey results and hold a public information meeting with the neighborhood regarding possible improvements to Hidden Creek East Park. DISCUSSION Attached is a copy of the letter that was sent to the owner /occupant and location map of the area where the park is located. Also attached are the results of the neighborhood survey that was sent out a couple months ago. ACTION REQUESTED The Park and Recreation Commission is requested to review the survey results and hold the public information meeting with the neighborhood regarding possible improvements to Hidden Creek East Park. Respectfully submitted, '�*AWAOW-- Todd J. Haas Attachment: Letter Map of area, esponses from the survey ✓2 a -mails from residents regarding park ----- 15-- 13 V I T Y O F DOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV October 23, 2014 Resident Andover, MN Re: Hidden Creek East Park/Public Information Meeting and Resident Survey Dear Resident: The Andover Park and Recreation Commission has scheduled a public information meeting for Thursday, December 18, 2014 at 7:00 p.m. or shortly thereafter at Andover City Hall Council Chambers regarding the possible improvements to Hidden Creek East Park. The existing playground equipment will remain in the park but the plans are to install a new concrete edging and replace the fall zones around the equipment with wood chips which is being done at many of the parks throughout Andover. Park location map is on the back side of this letter. For the Park Commission to consider what other improvements could be made to the park, the City would like to receive input from the neighborhood. The way you can participate in this is by completing the on -line survey that is available on the City of Andover's Website at http. / /www.andovermn.gov /and click on City Services. Once you get to this part of the website, click on Parks. Survey is on right side of the screen and click on Hidden Creek East Park. For the Park Commission to consider your comments, the survey must be completed by 4:30 p.m. on Friday, November 28, 2014. If you have questions about the survey or about the park in general or you do not have access to the internet, feel free to contact me at 763- 767 -5131 or just stop by Andover City Hall. You can also contact me by e-mail at t.haas(cD.andovermn.gov Sincerely, Todd J. Haas Assistant Public Works Director /Parks Coordinator TJH:tjh 1s 1 L Nm I N N I N I N I N I N I I O I N I C N N I 2� S� =Page N pa N N N N N - - -r - -� ------ - - - - -- .- _21&1CF9LAYF Ri vn 1 2380 1 1 1 r_ I N 1 yy 1 ryo- 2422 � 36 ->1 M Z 19 3 0 U) U) 0 ry U N A 1 J N A N m �yt2� 13415 13385 S 2134 SOUTH 112 TOWNSHIP: 32 SECTION: 34 RANGE: 24 Map Date: Oct 17, 2005 LEGEND CD CDv....wdcH V.YVFUUe. Limit 2148 13654 L (r) N N N 2134 SOUTH 112 TOWNSHIP: 32 SECTION: 34 RANGE: 24 Map Date: Oct 17, 2005 LEGEND CD CDv....wdcH V.YVFUUe. Limit HIDDEN CREEK EAST PARK NEIGHBORHOOD PARK SURVEY RESULTS The Andover Park and Recreation Commission is considering new park improvements be provided at Hidden Creek East Park in 2015. In order to determine the potential improvements to the park, your help is needed. Please take a few minutes to complete the following survey. Park improvement plans being considered by the Park Commission will be discussed at their meeting on Thursday, December 18, 2014 at 7 P.M. or shortly thereafter for resident input at Andover City Hall. 1. Currently the site contains a few trees. Would you prefer to see: (check only one) a. More trees preserved and less active spaces: 3 (Surveys B, D, and E) b. More of a balance between preserving trees and providing active spaces: 6 (Surveys A, C, G, H, I, and J) c. Provide more active spaces and preserve less trees: 1 (Survey F) d. Other suggestions: 2. Would you like to see a park that provides: (check all that apply) a. Lots of active facilities and spaces for children 5 (Surveys B, D, H, I, and J) b. More quiet, landscaped areas and natural setting open spaces: 1 (Survey E) c. Some open space for free play: 1 (Survey B) d. Mixture of active spaces and passive landscape areas: 5 (Survey A, B, C, F and G) e. Other ideas: 3. Please list the number of children in your family in each age group: a. 2 to 5 years 5 b. 6 to 12 years 6 c. 13 to 18 years 8 4. What type of park facilities would you like to see provided in this park: (check all that apply) a. Playground equipment for children ages 2 to 5: 6 (Surveys A, B, C, D, G and J) b. Playground equipment for children ages 5 to 12: 8 (Surveys A, B, C, D, F, G, I and J) c. Half court basketball court: 6 (Surveys B, C, F, G, I and J) d. Small Shelter: 6 (Surveys A, B, C, E, G and J) • Other suggestions: See Question 6 down below. 5. Please prioritize the park facilities you have chosen above: A. Item 4a — selected 0 times as top priority (Playground equipment for children ages 2 to 5) Item 4b — selected 4 times as top priority (Playground equipment for children ages 5 to 12) Item 4c — selected 2 times as top priority (Half court basketball court) Item 4d — selected 2 times as top priority (Small park shelter for picnics or social gatherings) B. Item 4a — selected 3 times as second priority (Playground equipment for children ages 2 to 5) Item 4b — selected 2 times as second priority (Playground equipment for children ages 5 to 12) Item 4c — selected 3 times as second priority (Half court basketball court) Item 4d — selected 2 times as second priority (Small park shelter for picnics or social gatherings) C. Item 4a— selected 2 times as third priority (Playground equipment for children ages 2 to 5) Item 4b — selected 2 times as third priority (Playground equipment for children ages 5 to 12) Item 4c — selected 2 times as third priority (Half court basketball court) Item 4d — selected 2 times as third priority (Small park shelter for picnics or social gatherings) D. Item 4a — selected 2 times as forth priority Item 4b — selected 2 time as forth priority Item 4c — selected 0 times as forth priority Item 4d — selected I time as forth priority 6. Other ideas and/or suggestions for the park: (Playground equipment for children ages 2 to 5) (Playground equipment for children ages 5 to 12) (Half court basketball court) (Small park shelter for picnics or social gatherings) • Year round hockey rink, space for warming house in winter, skate park. • The skating rink is great. • Keep the sand and maybe add a couple large stationary sand toys (digging tools, etc). • Keep the Sand! Add a digging crane. GET RID OF THE SAND BURRS! Irrigate the park looks like crap! More trees! • The grass outside of the playground has many grass burrs. They are a nuisance and often get stuck to my children's cloths. I would prefer to keep the sand versus wood chips. I see kids playing in the sand every time I go there, something that will not happen with wood chips. I would love to see a Little Free Library in this space. It would encourage all ages and families could take turns taking care of it. Andover is a good community and this area has seen many new residents. I would look forward to something all ages could rally behind. • A mister would be nice to see at the park for kids to play in. Irrigation would also be beneficial. • Love the idea of a basketball court and monkey bars for upper body exercise. 7. If necessary would you be willing to serve on a Neighborhood Park Committee to develop a playground plan and/or other improvements, evaluate proposals received and make a recommendation to the Park and Recreation Commission? This may involve approximately 2 or 3 evening meetings. 3 Yes Name E -mail 7 No Phone We would appreciate the survey be completed by 4: 30 pm on Friday, November 28, 2014 Todd Haas From: Byrne, Marte J < Marte.Byrne@bsci.com > Sent: Saturday, October 25, 2014 6:24 PM To: Todd Haas Subject: Hidden creak east > Todd > Thanks for taking the time to review Julia's email. • Sent from my iPhone • Marte Byrne >> On Oct 25, 2014, at 6:01 PM, "Julesb516" <lulesb516 @email.com> wrote: >> Dear Mr. Hass, >> My name is Julia Byrne, I live in the neighborhood of the Hidden Creak East Park. I have spent the last 14 years playing at this park. I now spend time babysitting and I take kids to this park. >> We received a letter in regards to making well needed updates to the park. One of those updates included putting wood chips into the play area and removing the sand. I feel that this is a bad idea because kids can get hurt easier on the wood chips and they are a choking hazard the small pieces can be swallowed by babies and toddlers and get stuck in their throats. Plus most kids play capture the flag with out shoes this' is a ruff game most kids fall more than once wood chips could cause open wounds. >> I would however be thrilled if you could get rid of all the stickers that surround the play area and park. The amount of stickers make it impossible for us to play in the field with out getting pricked many times. >> I thank you for reading this and hope you change your mind about the wood chips. >> Sincerely, >> Julia Byrne 1 15--13 Todd Haas From: Julesb516 <julesb516 @gmail.com> Sent: Saturday, October 25, 2014 6:27 PM To: Todd Haas Cc: marte.byrne @gmail.com Subject: Hidden creak east > Dear Mr. Haas > My name is Julia Byrne, I live in the neighborhood of the Hidden Creak East Park. I have spent the last 14 years playing at this park. I now spend time babysitting and I take kids to this park. > We received a letter in regards to making well needed updates to the park. One of those updates included putting wood chips into the play area and removing the sand. I feel that this is a bad idea because kids can get hurt easier on the wood chips and they are a choking hazard the small pieces can be swallowed by babies and toddlers and get stuck in their throats. Plus most kids play capture the flag with out shoes this is a ruff game most kids fall more than once wood chips could cause open wounds. > I would however be thrilled if you could get rid of all the stickers that surround the play area and park. The amount of stickers make it impossible for us to play in the field with out getting pricked many times. • I thank you for reading this and hope you change your mind about the wood chips. • Sincerely, > Julia Byrne 1 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: Todd J. Haas, Assistant Public Works Director David D. Berkowitz, Director of Public Works /City Engineer From: Kameron Kytonen, Natural Resources Technician KK Subject: Strootman Park Siberian Elm Management Date: December 18, 2014 INTRODUCTION Staff periodically goes around to the City parks and performs maintenance including but not limited to pruning of trees and removal of invasive species such as buckthorn. One park currently being looked at is Strootman Park. A large colony of invasive Siberian elm is present on the south part of the north section of the park (see aerial photo). It's the area south of the gravel parking lot. DISCUSSION Non - native, invasive species and diseases continue to spread and negatively affect our aquatic and terrestrial ecosystems. Examples include zebra mussels, milfoil, buckthorn, purple loosestrife and Dutch elm disease. Siberian elm is another non - native, invasive tree that has "naturalized" all over the Midwest. Despite being a very hardy, fast growing tree, it is pretty much a "weed tree" and doesn't provide many of the benefits that our native trees provide (e.g. low aesthetic appeal, low wildlife value, etc.). Staff recommends this area of elms to be removed. This will allow for other native trees to fill in, and the residual trees in the area to flourish. Also, the Natural Resources Technician will work with Parks and volunteers to come up with a replanting plan to further enhance the area. BUDGET IMPACT This effort would likely take about a day or two for a Parks Department crew to cut down and chip up the trees. ACTION REQUESTED No action is necessary as this is for updating purposes only. Respectfully submitted, lameron K nen Natural Resources Technician Attachments: Aerial photo showing location of trees in Strootman Park 9tN—b6—q— Map Disclaimer: Maps and documents made available to the public by the City of Andover are not legally recorded maps or surveys and N are not intended to be used as such. The maps and documents are created as part of the Geographic Information System (GIS) W* E that compiles records, information, and data from various city, county, state and federal resources. Copyright © 2013 City of Andover, All Rights Reserved 3 MENEM= in 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer-"g'5 FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 9. Review Outstanding Items DATE: December 18, 2014 Issues list as of 11/17/14 COMPLETED PROJECTS- ON-GOING PROJECTS - • Update of Park Dedication Improvement Fund Ouarterty Report — Next quarterly report is due in January. • Update of Ouarterly Sheriffs Department Report on Park Patrol & Vandalism — Next quarterly report is due in January. • Pine Hills North — Since all the items from this past year are done, the next phase of the project is selecting the smaller playground equipment that will be installed near the south end of Grow West Field. Item is on the agenda. • Andover Lions Park — The Park Commission has requested the funds for replacing of the playground equipment be carried over into 2015. The results of the survey letters are on the agenda. • Hidden Creek East Park — This is scheduled for a couple improvements (new fall zone and concrete borders) to be made in 2015. The results of the survey letters are on the agenda. • Timber Rivers Park -- This is scheduled for a couple improvements (new playground equipment, new fall zone and concrete borders) to be made in 2015. The results of the survey letters are on the agenda. • Rose Park — The infields have been sodded and the outfield/ponding areas have been graded. Parking lot has been also been completed with gravel. The fields will not be available for use by the baseball association next spring since the turf will not be ready to play on. The Park Commission will need to determine in the spring of 2015 if outfield fences should be considered for both fields as requested by the Andover Baseball Association. • Way Finding Signs — The signs are now done. Most of the signs have been installed by Public Works staff. The remaining signs will be installed in the spring. ON -HOLD PROJECTS — None at the time. OTHER ITEMS OF INTEREST — • Prairie Knoll Park Cell Tower — Nothing new to report. Still waiting for them to indicate when they are planning on starting on the construction. 2015 Events in City Parks or Facilities — The Park and Recreation Commission will need to determine what each of the Commissioners will be responsible for during 2015. Item is on the agenda. ➢ Marinello — Commissioner Marinello will be determining other ideas for an event in 2015. ➢ Elstrom — Commissioner Marinello will be determining other ideas for an event in 2015. ➢ Miskowiec -- Commissioner Marinello will be determining other ideas for an event in 2015. ➢ Stenzel/Lindahl/Lewnau — A spring bicycle ride for 2015 will need to be discussed to determine if that is still in the works. If that is the case, a newsletter article would need to be submitted by Friday, January 23, 201 S for the March/April Newsletter. ➢ Butler — Commissioner Butler is coordinating the Adopt a Park cleanup at Andover Lions Park in the spring of 2015. • Update of Pedestrian Trails — Listed below are some of the trail segments that have been identified by the City Council on October 21St in the 2015 -2019 CIP for pedestrians and bikers. ➢ 2015. Nothing is planned for 2015. ➢ 2016. Bituminous trail along Crosstown Blvd (west side) from Coon Creek Bridge to South Coon Creek Drive. ➢ 2017. Bituminous trail along Andover Blvd (south side) from Bluebird Street NW to Vale Street NW. ➢ 2018. Bituminous Trail and boardwalk along Crosstown Blvd (east side) from Bunker Lake Blvd to 140th Avenue NW. ➢ 2019. Bituminous trail along Crosstown Blvd from 159th Ave to Prairie Road. ➢ 2019. Bituminous trail from Kensington Estates 7th Addition to Andover Station North. Update of the Reconstruction of Bunker Lake Boulevard from Crane Street NW to Jefferson Street NE in Ham Lake — The project is still scheduled for 2015 -2016. Most of the construction will be done in 2016. As part of this project trail segments along the north side of Bunker Lake Boulevard will either be left in place or portions reconstructed. A pedestrian underpass will be constructed near the Bunker Hills Activity Center. Also the trail will continue on the north side to Jefferson Street in the City of Ham Lake. A new trail will be constructed from Crane Street NW, crossing the railroad tracks to Andover Lions Park. Also a new trail segment will be constructed on the south side from the Anoka County Highway Department, crossing the railroad tracks, tying into Bunker Hills Regional Park. An overpass will not be constructed over the railroad tracks due to the cost of the bridge. • Update of Scheduling Park and Recreation Commission meeting at a City Park or Facility — The Commission will need to determine in the spring of 2015 where they would like to have meeting. If you have any questions or comments regarding any of the items mentioned above or any items relating to parks or projects, feel free to contact Todd Haas or Dave Berkowitz at the City. Staff recommends the Commission continue reviewing the City Council meeting minutes that you receive by e -mail as to discussions of various projects the City Council has been working on or is considering. Note: If you have any items that you would like to add to the list, let me know at the meeting. FW 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works /City EngineerMb From: Todd J. Haas, Assistant Public Works Director Subject: A. Update of Park Irrigation Projects for 2015, Cont. Date: December 18, 2014 INTRODUCTION This is an update of upcoming park irrigation projects for 2015. DISCUSSION Based on the discussion from the last meeting, Oak Bluff Park and Pine Hills South Park have some irrigation yet to be installed. This work will be completed this summer by the Public Works Parks Maintenance Department. The current funding available for 2015 is $15,000. It is not anticipated to utilize all of the $15,000 so any unused funds would be carried forward for Andover Lions Park in 2016. BUDGETIMPACT $20,000 has been allocated for 2015 but since the Oak Bluff Park irrigation costs came in higher than budgeted, the total expenditure for 2015 irrigation project will need to be reduced to $15,000 or less as requested by the Finance Department. ACTION REQUESTED No action is necessary. Respectfully submitted, A0110144ft-- Todd J. Haas 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: B. Discuss Playground Equipment/Pine Hills North/12 -31, Cont. DATE: December 18, 2014 INTRODUCTION The Park and Recreation Commission is requested to continue discussing the playground equipment at Pine Hills North, 12 -31. DISCUSSION Attached is the suggested playground equipment for the Commission to consider purchasing based on input from the November 20, 2014 Park and Recreation Commission. These are the same structures that were e- mailed recently to each of the Commissioners to consider. As far as the budget breakdown of $40,000 this is what is being recommended. • One playground structure -- $17,500 • Two spring rides -- $2500 • One swing (single post) double bay (2 belts seats and 2 tot seats) -- $2000 • Misc items -- $10,000 (Concrete borders, wood chips for fall zones, topsoil /seed, benches, landscaping) • ADA Class 5 access to structure from parking lot -- $2500 • Installation of playground structure -- $2000 • Delivery -- $2000 • Contingency -- $1500 Note: At this point, Parks Maintenance Department is not sure if they will have the time to install the main playground equipment right away in the spring so it is being recommended that the playground equipment vendor provide a quote to install the equipment. All other work (concrete borders, wood chip install, topsoil/seeding, benches, landscaping, swing and the spring rides) will be installed by Public Works. BUDGETIMPACT $40,000 has been allocated for the playground equipment for the equipment, fall zones, concrete borders, and ADA access to the structure. ACTION REQUIRED The Park and Recreation Commission is requested to continue discussions on the playground equipment at Pine Hills North, 12 -31. Respectfully submitted, Todd J. Haas Attachments: Pictures of the recommended playground structures to consider • OSP201101 - DOUBLE CASTLE TOWER �ric.L IS, 340 19592 - Rocky River with Roofs I Play System I PrimeTime I GameTime Rocky River with Roofs Model Number: E$19592 Model View .._.., ._ ...,.................�y,....... ..y,.,r....... ...,,...�.. gar uuw.,wm i Cr.1 a... rage I at 2 aw rwl,y r &am Search, 1- 0eM13abrwa Flan p +Yl as1W than ProdKts Revaca Caaact Intensity IN -2343 C'.erview Featured Play Events Top View 360° Fly- Through Video Intensity Quick Unkc: 44-2343 tJcwMOaE ns -res image vw c.w tins aaw t.s tq.ciry:.1 Oo'+nINE :a0 !I.,a U. ra -:: Wu 13oLLNa factIMd11: LI Mwmsax. ux hlc.•: sn,roa e.e...1 a.ra art. 'fMa'1YV b414YfiWM,IM Iyp[t VI[I�axMmJmp Wcllb IuimX W/ ^,.'e. Lltlr..4MN4 Y.n N IMIYfM n„en. tm[ak,t4n M P.IA Wlatpauyl�111.M m4. ma s.e.. -nne a wqe mxaa. a a.auw v.�w.,. r..aaa..aw...na.. m.na.aao..e.I�x.11m -. uNMA xx I.M/X, q,,,, {.pixy s[x I.x61M.1Sf¢ In�wn,anal J.,a ftl F L0.11[tr1S1�ISm. 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AOOUt hoaa:n Ras,s,cea C4 d Nucleus NU -2082 O>erv'e Featured Play Events Top View 360• Fly - Through Video Ncclecs Quick Links: NLI -2732 CmkNead h4res image YL.. Calr GIIM Aa:i3 .p.dq: n Oownmad CAD 5e U. mrr: 3s' a u rme. R.a Fall R.3sau e2' ApaaJmre urc hlae': ft +,doo Nara AWe Ma Ymo[tyvbnllv..rgknnrylln MAmlpMA aW u^Enen AFlrbbne.[WreN. L.raIA. F.Ya. YUt ralWbn ..ea.. Sr(mWkA W RkN>Medb EaT.1IM4 mike. mka..Mr me.M. rmp. WatMd maFkea v.kalN.. rPoBaarw.r.na ar..MNtm MM.M Nw. b tlaarJ Nkam.M w pMA> puma. MvJlr.n. uM.aYe W kr/rt. q.rgyndsuN iJaPxaalltl. FnrnMJ tY.n dtl X M• 1 .i0..I l �elA. htt p:// wsvw. bciburke .conVprodw.phpP.stmcwre =NU- 2082 &series = &age= 2&capacity = &r... 12/12014 - °`' 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: C. Update of Kelsey Round Lake Park Master Plan Draft RFP /15 -11 DATE: December 18, 2014 INTRODUCTION This is an update in regards to the Kelsey Round Lake Park Master Plan Draft Request for Proposal (RFP), Project 15 -11. DISCUSSION Attached is an updated copy of the Kelsey Round Lake Park Master Plan draft RFP for your review which included the suggestion by the Commission to detail the cost breakdown to perform each of the tasks. Also a few of the dates have been adjusted based on the February 3, 2015 City Council meeting as all items require approval before the process can move forward. A joint meeting with the City Council is scheduled for 6:00 pm on Tuesday, January 27, 2015. The Council workshop begins at 6:00 pm but the joint meeting may start at a later time. Staff will let the Commission know approximately what time the joint meeting will begin. The proposed timetable for issuing the RFP's and when the Master Plan is to be completed is identified on Page 5. BUDGETIMPACT $50,000 has been allocated for the preparation of the RFP as identified in the Capital Improvement Plan. ACTION REQUIRED The Park and Recreation Commission is requested to review the Kelsey Round Lake Park Master Plan Draft RFP, Project 15 -11 to determine if any additional items are to be revised. Respectfully submitted, Todd J. Haas Attachment: Updated Kelsey Round Lake Park Draft RFP REQUEST FOR PROPOSAL PROJECT #15 -11 Master Plan Consulting Services for Kelsey Round Lake Park Andover, Minnesota Proposals due by: Friday, March 6, 2015 @ 4:30 PM City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 1 TABLE OF CONTENTS Part 1.0 Introduction 3 Part 2.0 Instructions for Proposers 4 Part 3.0 Evaluation of Proposals and Award 8 Part 4.0 Specifications 9 Part 5.0 Terms and Conditions 10 Attachments: ExhibitA — Specimen Contract Exhibit B — Insurance Requirements K REQUEST FOR PROPOSALS KELSEY ROUND LAKE PARK MASTER PLAN PART 1.0 INTRODUCTION 1.1 STATEMENT OF PURPOSE The purpose of this Proposal is to enter into an agreement for Professional Services for consulting services for the Master Plan of Kelsey Round Lake Park. Proposer must submit detailed plans stating how they intend to perform the services required and identify a potential schedule (including milestones, estimated timetable, and reports to be provided). 1.2. BACKGROUND Kelsey Round Lake Park is located at address 15521 Xenia Street NW, in Andover, MN, and is part of the Anoka County Parks and Recreation System. The nature park has been around over 20 years and the City now is ready to refocus on the park and consider future opportunities for the development of the park including but not limited to trail development, prairie and wetland restoration, interpretive center which may include restrooms and a plaza, playground equipment, potential acquisitions of additional properties around the perimeter of Round Lake and additional landscaping. Kelsey Round Lake Park is 152 acres in size and is located adjacent to Round Lake on the west side. Currently visitors have access to trails, woods, wetlands, and prairie ecosystems. No programming is currently available at the park. The park is open year for those that like to ride bike, walk, jog, snow shoe, cross country ski or just come to the park to see what nature has to offer. 1.3 SCOPE OF SERVICES The City of Andover will enter into an agreement with a qualified Consulting Firm to develop a Master Plan to address development of the park. The plan will include trail development, potential expansion of the park by acquiring private properties around Round Lake that could become park and /or open space, prairie and /or wetland restoration, interpretive center which may include restrooms and a plaza, playground equipment and additional landscaping. The plan will also need to include a vision, goals, and a strategic plan designed to meet the future needs of the interpretive center. The project scope is described below: The Master Plan will be critical to the long and short term planning for possible park improvements and upgrades. The study should address existing conditions and provide ideas for future improvements and upgrades. The Master Plan will need to address the potential expansion of the existing park around the perimeter of Round Lake itself to determine if it is feasible to acquire the necessary properties to have a park /open space /trail system around the lake. U • If it determined that an interpretive center is needed, a staffing/volunteers evaluation with options must be provided. • Present findings to various groups (such as City staff, the Andover Parks and Recreation Commission and the City Council) during the evaluation process. A minimum of up four presentations will be made to the Park Commission and /or City Council and up to four meetings with City staff. It is the intention of the City to enter into a contract with the selected proposer who will complete the scope of work in accordance with terms and conditions as hereinafter provided. 1.4 IMPLEMENTATION DEADLINE The City would like the selected proposer to begin the evaluation and assessment in April 2015. The City would like to have the completed Master Plan report by August 28, 2015 to present to the Andover Parks and Recreation Commission for their meeting in September 2015. The selected Consultant is to provide a detailed project timeline, outlining when each step will be accomplished, based upon the April 2015 start and the August 28, 2015 completion. PART 2.0 INSTRUCTIONS FOR PROPOSERS Vendor's proposal must be prepared in strict compliance with the "Proposal Format" below. Failure to comply with all provisions of this RFP may result in disqualification of the submitted proposal. 2.1 Proposal Deadline Proposals must be received by 4:30 p.m. CST, Friday, March 6, 2015, 1685 Crosstown Boulevard NW, Andover, MN 55304. All proposers must submit three (3) complete proposals and one electronic version. One proposal must be marked "original." Any proposal received after the time stipulated will be rejected. All proposals must be addressed to: "Master Plan Consulting Services for Kelsey Round Lake Park" City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 2.2 Proposals will not be opened publicly at the closing of the RFP. All data contained in the proposals will be disclosed as required, in accordance with the requirements of Minn. Stat. § 13.591. Trade secret data that a proposer wishes to protect during and after the evaluation process must meet the definition and classification in Minn. Stat. § 13.37. Proposers must invoke the protections of this section prior to or upon submission of the data, and identify the data and state the reasons why protection is sought. 2.3 A pre - proposal meeting, which is not mandatory, will be held at 2:00 p.m. on Tuesday, February 17, 2015. The meeting will be held at the City of Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MN 55304. 4 Any questions concerning the RFP must be submitted in writing by 12 PM (noon), Thursday, February 26, 2015 to: City of Andover Attn: Todd Haas, Assistant Public Works Director /Parks Coordinator 1685 Crosstown Boulevard NW Andover, MN 55304 E -mail: t.haas @andovermn.gov A written response, in the form of an addendum(s) will be made available to all no later than Tuesday, March 3, 2015. 2.4 Procurement Timetables The following projected timetable should be used as a working guide for planning purposes. The City of Andover reserves the right to adjust this timetable as required during the course of the RFP process. Issue RFP — February 5, 2015 Pre - proposal meeting at Andover City Hall - Tuesday, February 17, 2015 at 2:00 p.m. Questions due — Thursday, February 26, 2015 by 12:00 PM (noon) Responses provided by— Tuesday, March 3, 2015 Proposals received by — Friday, March 6, 2015 at 4:30 PM Interviews as needed — March 16 -18, 2015 Recommendation to the Andover Parks & Recreation Commission — March 19, 2015 Recommendation to City Council —April 7, 2015 Consultant to execute contract and begin Master Plan — April 13, 2015 Master Plan to be completed — August 28, 2015 2.5 Disclaimer The City of Andover reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and /or amendments, as it may deem appropriate. The City of Andover reserves the right to waive minor irregularities in proposals, if such action is in the best interest of the City of Andover. Any such waiver shall not modify any remaining RFP requirements or excuse the proposer from full compliance with the RFP specifications and other contract requirements if the proposer is awarded the contract. 2.6 Proposals and Presentation Costs The City of Andover will not be liable in any way for any costs incurred by proposers in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and /or participation in any discussions or negotiations prior to the award of the contract. 2.7 Proposals 2.7.1 Rejection of proposals 5 The City of Andover reserves the right to accept or reject in part or in whole, any or all proposals submitted. The City of Andover shall reject the proposal of any vendor who is determined to be non- responsive. The unreasonable failure of a proposer to promptly supply information in connection with respect to responsibility may be grounds for a determination of non - responsibility. 2.7.2 Acceptance of Proposals All proposals properly submitted shall be accepted by the City of Andover. However, the City of Andover reserves the right to request clarifications or corrections to proposals. Requests for clarifications or corrections by the City of Andover shall be in writing. Said requests for clarifications or corrections shall not alter the Vendor's price contained in the cost proposal. 2.9 General Instructions 2.9.1 Proposal Term: All Proposals must be valid for 90 days from the proposal submission date. 2.9.2 Late Submissions: Proposals received after the specified date and time for proposal submission will not be accepted. 2.9.3 Letter of Transmittal; The Letter of Transmittal should be a formal letter from the proposer prepared in standard business format. It should be brief, signed by a person who is authorized to commit the proposer organization to perform the work included in the proposal, and should identify all materials and enclosures being forwarded in response to the RFP. 2.9.4 Executive Summary: The Executive Summary of the Proposal shall be limited to three (3) single- spaced typewritten pages. The purpose of the Executive Summary is to provide a high -level description of the proposer's ability to meet the requirements of the RFP. 2.10 Proposal Format Proposers must submit proposals that are complete, thorough and accurate. Brochures and other similar material may be attached to the proposal. 2.10.1 Outline of Proposal: The Proposers must submit a narrative response to Part 4.0 of this RFP, "Specifications and Requirements." Responses shall be prefaced with the summary title and corresponding section number. 2.10.2 Proposers must submit a Narrative response or acknowledged agreement to Part 5 of this RFP, "Terms and Conditions." Responses shall be prefaced with the summary title and corresponding section number. N 2.10.3 Appendices - the content is left to the Proposer's discretion, but should be limited to materials that will be helpful in describing the services proposed. 2.10.4 Qualifications of Proposer - Shall contain pertinent information relative to the firm's background, expertise and qualifications to accomplish all tasks set forth in this RFP. This section should include: • Identify the Assessment and Design Team, including the names, company employed with, qualifications, and the person's strengths or specialized experience. • A list of sub - consultants and their role. • Examples of related projects should be included. • A minimum of three references similar in size and scope, including name, address, contact, phone number. • Current client list. • New or innovative systems, products, or services recommended in past studies. • Ideas you have utilized in past studies, to minimize or reduce future maintenance and operational costs. • How your firm would gather information from stake holders during the needs assessment. • Proposals must be signed by an authorized representative of your firm. • Price proposal, hourly rates of all staff involved and all other costs including overhead, copying, travel, etc. 2.10.5 A detailed cost estimate and work plan for each task in Section 4.1 shall be identified. This work plan will be used as a scheduling and managing tool, as well as the basis for invoicing. The proposal shall be based on a "time and material deliverables" with an hourly rate and a not to exceed amount for each task based on the scope of services provided for this project. Also provide a total not to exceed cost summarized for all tasks. The not to exceed amount shall include reimburseables. 2.10.6 Compliance with RFP - This section should demonstrate the responder's understanding of the City's needs and how closely the submitted plan for services complies with the requirements of the RFP. 2.10.7 All proposals shall be bound and contained in a single volume. Proposals should be prepared to provide a straightforward, concise description of your firm's capabilities to satisfy the requirements of the RFP. You must also submit one electronic version of your proposal on a CD. 2.11 Exceptions to Format It is intended that this RFP describe the requirements and proposal format in sufficient detail to secure comparable proposals, recognizing that various proposer's approaches may vary widely. Proposals, which materially differ from the described format, may be rejected. All information requested must be submitted, or alternatively, a statement giving the rationale of the proposer 7 for not submitting requested information must be provided. The City of Andover may, if it deems it to be in its best interest, consider such statements in determining the responsiveness of the proposal. 2.12 Implied Requirements Products and services which are not specifically requested in this RFP, but which are necessary to provide the functional capabilities proposed by the proposer, must be included in the proposal. The proposer must include detailed information, including products, services, costs, and how it will affect the implementation in time, quality of service etc. PART 3.0 EVALUATION OF PROPOSALS AND AWARD Award shall be made to the responsible and responsive proposer whose proposal is determined to be the most advantageous to the City of Andover taking into consideration of the (not necessarily in the order of importance or limited to): knowledge and experience, implementation requirements, corporate resources and local operating plan, cost, and references. 3.1 Process Overview Proposals will be examined to eliminate those, which are clearly non - responsive to stated requirements. Proposers should exercise particular care in reviewing the Proposal Format portion of this RFP. The detailed evaluation may result in one or more finalists. At this point, presentations may be requested of the proposers and negotiation will be carried out to finalize the award of the project. 3.2 Proposal Evaluation Factors A panel representing the City of Andover staff and the Andover Parks and Recreation Commission will evaluate proposals. Any response that takes exception to any mandatory items in this Proposal Process may be rejected and not considered. Proposals will be evaluated using the factors detailed below (not necessarily in any order of importance or limited to): a. A clearly demonstrated understanding of the work to be performed. b. A detailed timeline to accomplish the tasks outlined in the Scope of Services. c. Experience and qualifications of key personnel. d. The firm's record of experience on similar projects, including past performance with public entities. e. Proposal organization, clarity, conciseness and thoroughness. f. References. g. Financial Considerations. 3.4 Contract Development The City of Andover reserves the right to negotiate further with one or more responsible and responsive proposers. The content of the RFP and the successful proposer's proposal(s) will become an integral part of the contract, but may be modified by the provisions of the final N negotiated contract. By submission of proposals pursuant to this RFP, Proposer's acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process. Further, all proposers, by submitting proposals, agree that they have read, are familiar with all the terms and conditions of the different documents making up the Contract Documents, and will abide by the terms and conditions thereof. The City of Andover has the right to use, as the City of Andover determines to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract. The successful proposal shall be incorporated into the resulting contract and shall be a matter of public record subject to the provisions of Minnesota law. The City of Andover shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejection of the proposal shall not affect this right. 4.0 SPECIFICATIONS AND REQUIREMENTS 4.1 Project Overview — Development of a Master Plan for the Kelsey Round Lake Park to provide clear vision, direction, goals and strategies for the next 15 -20 years of operation. The final product Master Plan should include the following Tasks as a minimum: Tasks: A. Mapping and evaluation of the current condition and function of the park and physical features of the grounds. B. Concept and schematic drawings showing the existing and future trails planned. C. The plan will need to address the possible expansion of the existing park to include additional property around the perimeter of Round Lake itself to determine if it is feasible to acquire the necessary properties to have a park /open space /trail system around the lake. D. Assessment of a possible interpretive center which may include restrooms and a plaza in relation to the overall park, e.g. accessibility, way finding signage, and other park features and facilities. E. A staffing/volunteers evaluation with options must be provided if an interpretive center is needed. F. Concept and schematic drawings depicting the future planned interior features of the interpretive center including: future physical amenities, displays and exhibit spaces, work spaces, meeting spaces, restrooms, plaza and other features. G. Specific recommendations for providing displays and exhibits including educational topics, interactive features, themes, and concepts in the interpretive center. W H. Development of a capital improvements plan (CIP) including estimates for each improvement being identified in the CIP for Kelsey Round Lake Park. I. Development of a programming services and marketing framework for the interpretive center including recommendations on programs, general visits, equipment rental (such as cross country skiing), room rental, social media, and other opportunities for the center. J. Development of a staffing and volunteer framework plan to meet future goals, including support services of the Parks Maintenance Department, e.g. maintenance /operations. K. An assessment or recommendation of Kelsey Round Lake Park as to how to promote the park (social media and other). L. Attend up to four meetings with City staff and up to 4 meetings with the Andover Park Commission and /or City Council is anticipated. 4.2 SUB CONSULTANT MANAGEMENT The vendor shall identify all sub consultants to be utilized in the performance of this contract, including the type /amount of work /services they will be providing. If Sub consultants are used, the City of Andover will consider the proposing vendor to be the Prime Consultant and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such sub - Consultant arrangements. The Prime Consultant will be fully responsible for the acts, errors, and omissions of the Sub - Consultant. The successful respondent shall cause appropriate provision of its proposal to be inserted in all subcontracts ensuing to assure fulfillment of all contractual provisions by sub consultants. The consultant shall be responsible for the management of all subcontracted personnel. The consultant shall provide the City with its policies and procedures for sub consultant management including the following: • Consultant's level of experience with the sub consultant(s). • Quality control measures. PART 5.0 TERMS AND CONDITIONS 5.1 Contract for Services The Contract resulting from this RFP shall be subject to the terms and conditions as provided in the attached sample Contract for Services, Exhibit A. Please acknowledge agreement with these terms and conditions in your proposal. 5.2 Insurance Requirements of Consultant The Vendor agrees to obtain and to maintain insurance as required in the attached document (Insurance Requirements) Exhibit B. Certificate of Insurance. 10