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HomeMy WebLinkAbout10A CR 42 Study Consultant and Budget Amendment O � PRIp� � � U tr1 4646 Dakota Street SE '�tN1VE5o� Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 22, 2013 AGENDA #: 10A PREPARED BY: DAN ROGNESS, COMMUNITY 8� ECONOMIC DEVELOPMENT DIRECTOR PRESENTED BY: DAN ROGNESS AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING THE SELECTION OF A CONSULTANT FOR THE COUNTY ROAD 42 STUDY AREA AND APPROVING A CORRESPONDING BUDGET AMENDMENT DISCUSSION: I ntroduction The purpose of this agenda item is to select a consultant that will assist the City in evaluating the study area defined by the City Council on March 25, 2013 as it relates to the County Road 42 moratorium. Histo On March 25, 2013, the City Council approved the issuance of a Request for Proposals (RFP) related to the County Road 42 study area moratorium. The RFP was sent to seven planning/engineering consultants, and three proposals were submitted by the deadline of April 10, 2013. The RFP identified an estimated budget between $40,000 and $50,000. Current Circumstances Three proposals were received from Bolton & Menk, SRF and WSB consulting firms. City staff reviewed the proposals on Friday, April 12 in order to evaluate them according to the RFP criteria (see attached summary). Staff felt that interviews were necessary in order to meet and evaluate the key personnel identified by each consultant for the project. Those interviews were completed by Thursday, April 18. Conclusion Based on the written proposals and interviews, staff is recommending that WSB & Associates be selected as the consultant at a cost of $40,312. Their strengths include: (1) a project team that has broad experience with land use planning, transportation, environmental design and economic development; (2) a clearly defined 4-step process that can be accomplished within three months; (3) experience with other land use/transportation studies; (4) a list of milestones, deliverables and public meetings; and (5) a competitive fee of $40,312 to complete the work. ISSUES: The City Council established a robust timeline for the completion of this study so that property owners who may be so inclined can market and even develop their property. The RFP was drafted to respect this timeline and calls for project completion in July. By the same token, the RFP seeks to provide significant opportunity for public input. One of the first steps in the study is to orient property owners to the purpose of the study as well as to solicit their input about the use of their property and their rational for the use(s) they propose. The study will need to factor in some important variables. For example, how do storm water requirements affect the potential designation of properties? To what extent can we rely upon the commercial and industrial designations identified by Maxfield and McCombs. Where and how will support roadways be included in this area? Especially noteworthy is the support roadway which would connect the County Road 21 corridor to the Pike Lake Trail area. What other support roadways will need to be considered to serve the area? How does one family controlling the vast majority of land in this corridor affect the land designations, if at all? These important considerations coupled with the short timeline require that assistance be provided to staff, considering the platting and building we are also experiencing. FINANCIAL The General Fund Community Development Department budget for IMPACT: Professional Services has $10,000 available for this expenditure. Additional funding (over and above the $10,000) may be available from the Scott County CDA Technical Assistance Planning grant award to Prior Lake. General Fund reserves would be needed for the remaining $15,000-$25,000 (depending on the consultant selected). A budget amendment would be necessary to reflect the additional expenditures, the use of reserves and the anticipated grant funding from Scott County CDA. Current Bud et $10,000 Current Bud et $10,000 Budget Amendment $30,000- Budget Amendment- $15,000 $40,000 Grant Revenue Budget Amendment— $15,000- General Fund $25,000 Reserves Total $40,000- Total $40,000- $50, 000 $50, 000 The three proposals were all within the expected $40,000 -$50,000 budget range. ALTERNATIVES: 1. Motion and second to approve a resolution to select WSB & Associates to complete a study according to the RFP conditions, authorizing the mayor and city manager to execute the city's standard professional services agreement and approval of a corresponding 2013 budget amendment for this purpose.. 2. Motion and second to defer action on this agenda item to a time certain. RECOMMENDED Staff recommends Alternative #1 MOTION: ATTACHMENTS: 1. Request for Proposals dated March 26, 2013 2. Summary of Study Area proposals 3. Information about WSB and its proposal O� P ��+P ti � u �, 4646 Dakota Street SE `�rN�so'��' Prior Lake, MN 55372 RESOLUTION 13-xxx A RESOLUTION APPOINTING WSB & ASSOCIATES, INC. TO COMPLETE THE COUNTY ROAD 42 STUDY, AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES AGREEMENT, AND APPROVING A CORRESPONDING BUDGET AMENDMENT Motion By: Second By: WHEREAS, The City Council adopted Interim Ordinance No. 113-05 on March 11, 2013, which became effective upon its publication on March 30, 2013, subject to a revision as approved by Resolution No. 13-039 on March 25, 2013; and WHEREAS, The City Council Approved Resolution No. 13-038 on March 25, 2013 authorizing a Request for Proposals to be distributed to planning and engineering firms to help the city determine what amendments to the Comprehensive Plan and City Cotle are required to protect the public health, safety, and welfare and to provide for sound planning with respect to property near County Highway 42 within the City of Prior Lake that is defined in a Study Area; and WHEREAS, City Staff Submitted a Request for Proposals (RFP) that Defines the Proposed Planning Study Process and Timeline to Seven Planning/Engineering Firms; and WHEREAS, A corresponding 2013 budget amendment in the amount of $30,312 is necessary to complete the study after applying $10,000 from the 2013 Community Development Department budget. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The consulting firm of WSB & Associates, Inc. is hereby selected to complete a study of the Study Area identified in Resolution No. 13-038 at a cost of $40,312; 3. The Mayor and City Manager are authorized to execute a standard professional services contract. 4. A 2013 budget amendment is hereby authorized in the amount of $30,312 in order to complete the study, after allocating the remaining funding from the General Fund Reserves. PASSED AND ADOPTED THIS 22th DAY OF APRIL, 2013. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager Scott County Community Development Agency 323 Sonth Naumkea� Street Shakopee, MN 55379-1652 C D A phone: 952.402.9022 Fa�c 952.4%.2552 April l2, 2013 Mr. Dan Rogness City of Prior L,�ke 4646 Dakota Street SE Prior Lake, MN 55372 RE: County Road 42 Land Use Study Project Dear Mr. Rogness: The Scott County Community Development Agency (CDA) is pleased to inform you that your application for assistance with the County Road 42 Land Use Study Project has been reviewed and a Technical Assistance Planning (TAP) Grant of 515,000 has been awarded to the City of Prior Lake. Projects supported by this grant must be completed by December 31, 2013. Any changes to the project after the grant is awarded must be approved by the CDA prior to implementation. Upon completion of the project, please submit a 1 to 2-page narrative reporting project results to the Scott County CDA. We will slso arrange a time for you to make a brief presentation to the Scott County CDA �oard. This is a reimbursement grant and only the amounts incurred up to the award amount will be reimbursed. The city may submit paid invoices to the CDA for reimbursement either on a quaiterly basis or opt to hold your paid invoices untii you have accumulated the full award amount and submit att at once. Please submit your paid invoice(s) electronically or via mail to: Stacy Crakes Scott County Community Development Agency - First Stop Shop 323 S. Naumkeag Street Shakopee, MN 553?9 scrakes@scottfss.org We look forward to seeing the results of what you're able to cotnplete with the assistance of this grant. Please don't hesitate to give me a catl at 952.496.8613 if you have any further questions. Sincerely, ���� , �d Stacy Crakes Business Development Manager DeAnn Cro�tt Ben Zweber Debra Amundson Patti Sotis Janc Vktorey Commissioaer Commissioner Cea�missioner Co�udsstoaer Comm�sioaer District I District il District i[( District tV DisMict Y Equ�l Opporte�nhy Emptoyer/Equal Hous�lg OpporlunJty www.scottcda.org O4 PItIp� h � � 4646 Dakota Street SE Prior Lake. MN 55372 '�'�nrrreB��' CITY OF PRIOR LAKE, MINNESOTA REQUEST FOR PROPOSALS March 26, 2013 COUNTY HIGHWAY 42 STUDY AREA PLAN The City of Prior Lake invites you to submit a proposai to evaluate the city's existing land use and iranspo�tation plan along a 3.5 mile corridor of County Highway 42 within a defined Study Area (see map attachments). BACKGROUND � On March 16, 2013 an Interim Ordinance became eFfective for six months to halt subdivisions and development within a study area of approxlmately 1,150 acres. This area is shown in Exhibit A, which extends from the city's ' easte�n to westem boundary along County Highway (CSAH) 42. Intersecting highways to this comdor include ; CSAH's 18, 21 and 83. The study area is divided as follows (approximate aaes): ' 0 e i:(note; SMSC refers to Shakopee Mdewakanton Sioux Community) • Private p�operly = 825 acres (71.7�6 of study area) • Public property = 75 acres {6.5� of study area) • SMSC trust prope�ty = 70 acres (6.19b o# study area) • SMSC'fee property = 180 acres (15.7°�6 0� study area) • Total study area = 1,150 acres ' Property Status: (note: for this study� homes on larger lots are considered to be developable) • Developabie area (private) = 745 acres (64.896 of study area) ,, • Developabie area (non-private) = 285 acres (24.89�0 0# study area) ' • Wetland areas = 120 acres (10.49�0 of study area) • Totai study area - 1,150 acres �and Use Plan 2030: (note: approxlmately 640 acres is zoned Agricultural� but guided for other uses) • Low Density Residential - 650 acres (56.596 of siudy �ea) • Medium Density Residential = 20 acres (1.796 of study area) • High Density Residential - 135 ac�es (11.8�6 of study a�ea) • Com►r�rciai = 145 acres (12.696 of study a�ea) • Business Park - 200 acres (17.4% of study area) • Total study area = 1 �150 �cres Note: Approximatety 60 acres of residentiai tand use property is city-owc�:d parkland. SCOPE OF WORK The selected consultant will recommend changes to fhe land use and transportation plans within the city's 2030 Comprehensive Plan for property locatetl within the Study Area. The following analysis shall occur prior to the consultant's recommendations: 1. Review the 2011 Maxfield Research Commercial and Indusirial Demand Analysis for Prior Lake as the ba- sis for esfimated Cll building and land demands by 2030. 2. Evaluate residenfial building permit his#ory and the status of any existing/planned subdivisions within the city as the basis for estimatetl building and land demands by 2030. 3. Review the 2008 CSAH 42 Vision and Implementation Plan in order to understand and evafuate access is- sues and proposed improvements along the highway from 7H 13 wesf to CSAH 21. 4. Evaluate traffic valume counts and forecasts for current and proposed land use changes while will help to make conclusians that impact fantl uses and accesses. 5. Consider the completion of CSAH 21 north of CSAH 42 as an important new gateway into Prior Lake, in- cluding planned east/west access points %2 mile north of CSAH 42. 6. Evaluate land characterEsiics within the siudy area to help determine appropriate land uses, such as topog- raphy, wetlands, shoreland districts, and wooded areas. 7. Review ihe city's mast recent Capital Improvement Plan (CIP) to consider proposed public improvements that impact the study area; evaluate the location of existing and future public ufilities thaf impact the orderly development af land wifhin the sfudy area, inclutling sewerlwater access and capacity, 8, Evaluate all exis#ing fand uses within one-half miie on either side of CSAH 42 to help assess current uses � versus planned uses of lantl. 9. Consider the extent of land owned and controlled by SMSC and how that may impact ihe future planned development of land wifhin ihe sfudy area. 10, Evaluate how existinglproposed land uses within the Study Area meet #he 2030 Vision and Strategic Plan , and the EDA Business Plan's short and long-ierm economic development goals and initiatives for Prior ,, Lake. � ! At a minimum, the proposal must include the fallowing meetings: (1) kick-off ineeting with property owners and stakeholders, (2) one meeting with city antl county staff, (3) a workshop with the City Council and Planning Com- mission, and (4) a final presentation meeting. SCHEDULE � The scope of work musl be compfetetl no later than July 31, 2013. It is anticipated that ihe city will enter into a � contract with the selecfed consultant by April 23, thereby allawing a full three months to complete a recommended land use and transportaiion plans for Prior Lake. BUDGET The estimated budget for the woric is within the range of $40,000 -$50,000 with partial funding being provided by the Scott Counfy Community Deve►opment Agency (CQA). 2 PROPOSALS Written proposafs shauld include the foilowing information: 1. Project Approach — The proposa! shoultl reflect the #irm's understanding of the proposed County Highway 42 Plan and p�anning process. 2. Work Plan — The proposal should address haw the scope of work is to be accomplished with a defined schedule and the methods employed by the consultant(s); each task must include a breakout of hours, unit rate and overall cost, 3. Project Personnel — The proposal should ciearly identify the names of key personnef and each person's in- dividual rolelresponsibility; it should provide resumes of persons to be involved in this planning process. 4. Relevant Experience — The proposal should provide examples of other similar planning projects undertak- en for public andlor private clients, including references. 5. Performance — The propasal should describe resources available in the firm to accomplish this planning process in a timely manner, including a descripfion of ofher projects currently underway ar anticipated dur- ing the projec# fimeline. 6. Confiict of {nteresf — The proposal should list contracts or personnel that have hatl contracfs with private property owners in Prior Lake during the past five years, or identify other possible conflicts of inierest. SELECTION PROCESS Cerfain city staff will review all camplete praposals and forward a recommendation to the City Counc�l for its con- sideration on April 22, 2013. Proposals will be evaluated by criteria, including but not limited to the fallowing; 9. Clarity antl structure of the proposal, including how well if fits with the cify's objectives. 2. Suitability of the project approach, including a schedule ihat works well within the project timeline. 3. Qualifications and expertise of key personnel assigned to this projecf, inclutling the firm's experience with other similar projects. 4. Project cost and fhe firm's ability to perfarm the work in a timely and cost-effective manner. 5. Potential conflicts of interest. OUTCOME The outcome of this study shall be a recommendation from the consultant to the city cancerning potential land use and transportation/access changes in the 2030 Comprehensive Pian for property in the Study Area that are sup- ported by conclusions made during the planning process. PAST R�PORTS AND PLANS 9. Prior Lake antl Scoft County 2034 Comprehensive Plans 2. 2034 Vision and Strategic Plan (2012) 3. Prior Lake CIP (2013-2017) 4. CSAH 42 Vision and Implementation Plan (2008) 5. Counfy Highway 42 Corridor Sludy (1999� 6. Prior Lake Commercial and Intlustriaf Demand Analysis, Maxfield Research Inc. (2011) 7. Prior Lake EDA Business Plan (2012) 3 SUBMITTAL ; Six (6) paper copies and one e�ctronic copy of the proposal must be addressed to: i D� Rogness ' Comrrwnity and Economic Devebpment Director ' 4646 Dakota Ave. SE Prior Lake, MN 55372 droqness cityofpriorlake.com � 952.447.9813 i DEADLINE: Proposal� are due by Wednesday, April 1A, 2013 by 4:30 PM � I Questions should be directed to Dan Rogness (contact �formation no#ed above) I i ATTACHMENTS � � 1. Interim Orctinance 113-05 Summary with Study Area Maps i 2. 2030 Comp�ehensive Plan La�l Use Map ; 3. Zorting District Map j 4. 2030 Comprehensive Plan Proposed Roadways Map i 4 1 � �Q PRtp �,` � ; � 4646 Dakota Street SE ��s�� Prior Lake, MN 55372 ' SUMMARY OF ORDINANCE No.113-OS AN INTERIM ORDINANCE OF THE CITY OF PRIOR LAKE, MINNESOTA, TEMPORARILY PROHIBITING ALL DEVELOPMENT AND SUBDIVISION OF PROPERTY NEAR COUNTY HIGHWAY 42 WITHIN THE CITY OF PRIOR LAKE THAT IS IDENTIFIED Ifd EXHIBIT A; ADOPTING ENFORCEMENT PROVISIONS; AND ADOPTING BY REFERENCE CITY CODE PART 1 WHICH� AMONG OTHER THINGS, CONTAINS PENALTY PROVISIONS. THE CITY COUNCIL OF THE CITY OF PRIOR LAKE, MINNESOTA, HEREBY ORDAINS: Summarv: Pursuant to Minn. Stat. § 462.355, subd. 4, the City is authorized to adopt interim ordinances to regulate, restrict, ar prohibit any use or development in all or part of the City� for a period of one year (subject to exceptions as stated in Section 462.355), while the Ciiy is conduatin� studies. This ordinance ordains that as of the Effective Date of this Ordinance and for a period of six months from the Effective Date of fhis Interim Ordinance there shaN be no devel�men# or subdivision o# property near County Highway 42 in the C�y of Prior Lake that is identified in Exhibit A as of the Effective Date of this Ordinance. The City shali issue no building i permits, or zoning or subdivi�ion approvais, for any such property, for said time period as �bove ' not�d, unless such was granted prior to the Effective Date o# this Ordinance. Effective Date: This Ordinance shall take effect upon publication. Passed by the City Councii of the City of Prior Lake this 11th Day of March, 2013. ATTEST: Frank Boyles, City Manager Kenneth Hedberg, Mayor Published in the Pr�or L�ke American on the 16th day of March, 2013. • • --.- �� „ ��� - -�..,.,�,,������•� MR"�r%� ""� �� ���� :1 M1N ' �► � �"� '� ... �. 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Y _.. �_ _ � �� �C--�; � � _ � � a ��� �� 4^� i t• iet , : ew ➢r� ) tiNf CSAH 42 Moratorium Study Area Proposals Prior Lake, Minnesota April 2013 Clarity and structure of the proposal, including how well it fits with the city's objectives. 1. Bolton & Menk: Develop up to three land use scenarios alongside the access vision developed for the corridor. Traffic analysis will be completed on a select intersection basis, and traffic forecasts for the land uses will be developed. Four meetings are built into the process, using the minimum number in the RFP. 2. SRF: Blend multiple community elements together, including land use, natural features, transportation, amenities and infrastructure; two land use alternatives will be prepared. Key outcomes will provide a framework for facilitating growth, maintaining a safe/accessible transportation network, and respecting the corridor's natural amenities. 3. WSB: Lead study efforts through its knowledge of the community and corridor, the project team members, and its phased approach. Milestones and deliverables will be prepared at each of three phases, allowing for public involvement throughout. A project advisory committee and two open houses are built into the process. Suitability of the project approach, including a schedule that works within the project timeline. 1. Bolton & Menk: Five primary tasks to include: (a) public involvement; (b) review previous plans/goals; (c) develop land use scenarios; (d) evaluate scenarios; and (e) identify recommendations. A basic schedule shows the tasks fitting into the 3-month timeframe. 2. SRF: Eight primary tasks to include: (a) embracing past planning efforts; (b) preserving natural amenities; (c) understanding the corridor; (d) neighborhood meetings; (e) planning accordingly for new growth; (f) refining a transportation network; (g) programming infrastructure needs; and (h) final report. A project schedule shows tasks divided into May, June and July. 3. WSB: Three phases to include: (a) analyze existing conditions and plans; (b) identify opportunities and constraints; and (c) develop a set of recommended changes. A schedule provides a clear description of steps and deliverables within the timeline. Qualifications and expertise of key personnel assigned to this project, including the firm's experience with similar projects. 1. Bolton & Menk: Project Manager (Angie Bersaw) and Transportation Engineer (Bryan Nemeth) will lead a 6-member team, with 53% of total hours allocated to those two persons. A similar project example includes a 2030 Comprehensive Transportation Plan update for the city of St. Francis. 2. SRF: Project Manager (Lance Bernard), Environmental Planner (Kelcie Young) and Transportation Planner (Nathan Koster) will lead the 8-member team, with 81% of total hours allocated to those three persons. Brian Shorten, who prepared the Prior Lake 2030 Transportation Plan, will be part of this team. A similar project example includes a corridor study for CSAH 34 with Anoka County and Lino Lakes. 3. WSB: Project Manager (Breanne Rothstein) and Transportation Planner (Jack Corkle) will lead the 8-member team, with 39% of total hours allocated to those two persons. A similar project example includes a corridor study for TH 15 with MnDOT and St. Cloud. Project cost and the firm's ability to perform the work in a timely and cost-effective manner. 1. Bolton & Menk: $40,120 for 456 total hours of work, with 53% of hours allocated to the Project Manager ($110/hour) and Transportation Planner ($85/hour); 42% of total cost „ „ is for develop land use scenarios . 2. SRF: $46,645 for 461 total hours of work, with 81% of hours allocated to the Project Manager, Environmental Planner and Transportation Planner; 44% of the total cost is for "planning accordingly for new growth" and the "final report". No hourly personnel costs are provided. 3. WSB: $40,312 for 428 total hours of work, with 68% of hours allocated to the Project Manager ($90/hour), Transportation Planner ($124/hour), Land Use Planner ($62/hour), and Transportation Engineer ($109/hour); 31% of the total hours is allocated to transportation/traffic analysis. Potential conflicts of interest. 1. Bolton & Menk None 2. SRF: None 3. WSB None c " � 'w � C c � � � •�� � V h �. • � � a �y � ' N > � v o,D � C ° 3 c a C y'� ��a .� y.� ` y ",,,1' C Z E y � Q� o � .� a,�.u� � c`,T>� dp,? y y � c�i � ` � � a � �,v � q C O y j�;� O a � . . �r V H ��� � �� y �-1� � ' '*- 3 ��b? ��j ' m y � �' a m "'� ;o c tC>y�o C} �� � � ,���'� p����C�ot `y•�a � O �• -p "a ¢v Q � c �m C `_ �'a°eQ� ��i �rnEc � Y C�ry���' � @`�:�Z� �o�E � .. � F �c ��-. �� �. cC Ovme,�e C�v�ia`.yV o Q3>.° � OLl C� r- � 5 � .� �C O�J 's .c U Q .� t3 ° � � c�. 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