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Home My WebLink About10B - Streetscape Amenities CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 June 21, 2004 108 Kelly Meyer, Administrative Assistant AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING FUNDING FROM THE CONTINGENCY FUND FOR THE PURCHASE OF AMENITIES FOR THE DOWNTOWN STREETSCAPE. DISCUSSION: History: Developed in August 2002 and updated in February 2004, the City's 2020 Vision and Strategic Plan clearly defines what our residents envision for its community as we continue to grow and develop over the next 20 years. Part of that vision is to have a Downtown that "has a relationship with the Lake", has a "gateway [between] Downtown and Lakefront Park amenities, that "draws its strength from its uniqueness, size and accessibility to the lake and parks, and "offers something for everyone and is a destination place to spend the day socializing, shopping and dining." ISSUES: In response to this direction and the goals established in the 2020 Vision and Strategic Plan, the City has taken several steps to begin the redevelopment of the Downtown area. Those steps include, among others, the development of a very successful facade improvement program, a partnership with MnDNR and Norex Corporation to initiate the Fishing-in-Neighborhoods program, the street reconstruction of a portion Main Avenue and Dakota Streets, and implementation of streetscape design themes that will link Downtown to the Lake. Current Circumstances: The Downtown streetscape project includes the reconstruction of Main Avenue from CSAH 21 to Kop Parkway, and Dakota Avenue from TH13 to Erie Avenue. The improvements include new streets, street lights, sewer and water, sidewalks, and amenities such as planters, benches, trees and plantings. This project is currently underway and proceeding on schedule. In order put the City in a position to receive better prices without the prime contractor mark-up, the City did not bid the benches, litter receptacles, bike loops, planters, or hanging baskets with the project. These items are not typically provided by the contractor and staff believed these items could be more cost-effectively obtained outside the bid by getting quotes in accordance with the City's purchasing policy. Conclusion The purpose of this agenda item is to consider authorization of funding from the Contingency Fund for the purchase of these amenities. If funding is authorized, staff would proceed to purchase these items in connection with the City's purchasing policy. The streetscape plan identifies the need for 10 benches, 12 litter receptacles, 2 bike loops, 19 planters, and 50 hanging baskets to be placed on the light poles throughout Downtown and into Lakefront Park. www.cityofpriorlake.com 1:\COUNCIL\AGNRPTS\2004\DOWN1ph~~e~41t7~~28 / Fax 952.447.4245 Hanaina Baskets: There are 3 steps to purchasing the hanging baskets for the street light poles. The first is to purchase the wire baskets with chain and hanger. Staff is proposing a 16-inch basket with extra wire added for additional strength. This is the same basket that is used by the cities of Red Wing and Northfield. The cost to purchase this item is estimated to be less than $500. Second, staff solicited quotes from 3 local vendors to provide both summer and winter arrangements based upon the following schedule: 1. Start seeds in January for summer baskets, 2. Plant the baskets (city provided) including moss lining, dirt and all plant material in March. 3. Fertilize and grow the baskets until weather permits (approx. mid- May). 4. City will pick-up, transport, hang and maintain the full flower baskets. 5. After the first frost (approx. mid-Sept.), the City will return the baskets to the vendor to clean out and replace with winter evergreen arrangements. 6. City will pick-up, transport and hang the winter arrangements in late November. 7. Prior to March, the City will return the winter baskets to the vendor, and the cycle will repeat. Quotes were solicited from 3 local nurseries and staff received the following responses. The uotes are attached. Vendor Prior Lake Landscape Quote Did not submit a quote. Did not feel they could rovide this service. $1800 $16,000 Last, because this process does not allow the time for us to grow seeds and plant baskets for this season, if the Council chooses to have hanging baskets for this year, we will need to purchase "off the rack" baskets. This is a one-time purchase, and should not exceed $4000. With respect to the remaining amenities, the staff estimates the not to exceed costs to urchase these items as follows: Benches (10 benches x $1200 including tax and delive Litter Receptacles 12 x $800 includin tax & delive Planters 18 Bike Loo s Galvanized Steel Han in Baskets Hanging Flower Baskets for this season. One year contract with Green Fingers Farms to provide Hanging Baskets be inn in November 2004. $12,000 $10,000 $15,000 $1,300 $500 $4,000 $1800 TOTAL $44,600 1:\COUNCIL\AGNRPTS\2004\DOWNTOWN AMENITIES.DOC FISCAL IMPACT: These items were not included in the project costs for the Downtown Street Reconstruction, and were not otherwise identified in the 2004 budget. If the Council desires to proceed with these purchases, it should authorize funding from the Contingency Fund in the total amount not to exceed $44,600. Staff would then proceed to purchase the items in accordance with the City's purchasing policy, which requires staff to obtain a minimum of two quotes. Each of the amenities is estimated to be under $20,000, which, once the appropriate quotes are obtained and funding is authorized, falls under the City Manager's purchasing authority. Quote exceeding $20,000 would come back to the Council for approval. The current balance in the Contingency Fund is $75,000. To date, there have been no other allocations from this fund. ALTERNATIVES: (1) Adopt the attached Resolution authorizing the funding for the Downtown amenities from the Contingency Fund in an amount not to exceed $44,600, and directing staff to purchase the items in accordance with the purchasing policy. (2) Take no action and provide the staff with further direction. RECOMMENDED MOTION: Alternative (1). Motion and Second to approve Resolution 04-xx authorizing the funding for the Downtown amenities from the Contingency Fund in an amount not to exceed $44,600. 1:\COUNCIL\AGNRPTS\2004\DOWNTOWN AMENITIES.DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 04-XX A RESOLUTION AUTHORIZING FUNDING FROM THE CONTINGENCY FUND FOR THE PURCHASE OF AMENITIES FOR THE DOWNTOWN STREETSCAPE PROJECT. Motion By: Second By: WHEREAS, the City's 2020 Vision and Strategic Plan envisions a Downtown that "has a relationship with the Lake", has a "gateway [between] Downtown and Lakefront Park amenities", that "draws its strength from its uniqueness, size and accessibility to the lake and parks", and "offers something for everyone and is a destination place to spend the day socializing, shopping and dining"; and WHEREAS, the City has taken several steps to begin the redevelopment of the Downtown area, including a facade improvement program, street reconstruction, and implementation of streetscape design themes that link Downtown to the Lake; and WHEREAS, the acquisition of amenities for the Downtown streetscape, including benches, litter receptacles, bike loops, planters and hanging baskets, are necessary to accomplish the goals of 2020 Vision and Strategic Plan. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein. 2. City staff is hereby authorized to proceed with the purchase of the above Downtown amenities in accordance with the City's purchasing policy. 3. Funds for these acquisitions shall be drawn from the Contingency Fund in an amount not to exceed $44,600. PASSED AND ADOPTED THIS 21sT DAY OF JUNE, 2004. Haugen Haugen Blomberg Blomberg LeMair LeMair Petersen Petersen Zieska Zieska YES NO City Manager, City of Prior Lake www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 6/14/04 To THE CITY OF PRIOR LAKE: THE FOLLOWING IS GREEN FINGERS FARM WRITIEN PROPOSAL REGARDING MOSS-HANGING BASKETS FOR THE CITY OF PRIOR LAKE. ALONG WITH THE PROPOSAL WE HAVE INCLUDED AN EXAMPLE BASKET. THIS BASKET IS A RUFF IDEA, THERE ARE SEVERAL PLANTS WE WOULD HAVE LIKED TO INCLUDE BUT WE ARE CURRENTLY SOLD OUT OF FOR THE SEASON. IF WE WERE TO GROW THE BASKETS FOR YOU NEXT SEASON, WE WOULD ALSO LIKE TO PLACE PLANTS IN THE SIDES OF THE BASKET FOR A FULLER AND MORE DRAMATIC EFFECT. UNFORTUNATELY THE EXAMPLE BASKET DOES NOT HAVE THESE PLANTS INSTALLED, BUT WE FEEL IT STILL IS A GOOD EXAMPLE OF OUR BASKET CAPABILITIES. WE WOULD ALSO LIKE TO PROPOSE THAT INSTEAD OF HAVING 50 UNIFORM BASKETS, PERHAPS MAYBE INSTALLING 3 OR 4 DIFFERENT STYLES OF BASKETS WITH CORRESPONDING PLANTS WOULD CREATE AN OPPORTUNITY TO DISPLAY AN ARRAY OF DIFFERENT PLANTS THAT MAY HELP CONNECT THE BASKETS BETTER TO THE RAIN GARDENS. PLEASE SEE APPENDIX A FOR A LISTING OF THE PLANT MATERIAL THAT WOULD IN BE THE MOSS HANGING BASKETS (INCLUDES SPRING PLANTING AND WINTER PLANTING) THERE ARE SEVERAL SUGGESTIONS AND ROOM FOR SUBS. WE ARE ALSO OPEN TO ANY SUGGESTIONS THAT YOU HAVE. PLEASE CALL IF YOU HAVE ANY QUESTIONS. ALSO ATIACHED IS APPENDIX B WHICH BREAKS DOWN THE COST OF BASKETS. DEPENDING ON WHAT KIND OF LINER THAT YOU WOULD LIKE THE COST DOES VARY. THE COCO MOSS LINERS ARE SLIGHTLY CHEAPER AND LOWER MAINTENANCE THAN A SPHAGNUM MOSS, BUT SPHAGNUM HAS A NICE NATURAL LOOK TO IT. THANKS FOR THE OPPORTUNITY TO SUBMIT A BID, AND WE LOOK FORWARD TO WORKING WITH YOU IN THE FUTURE. THANKS GREENFINGERS FARM Gy(t"'~~U5 h.YIf'\ ~~t- ~r1-f5 if '-11- 'C1 '-I c:;. ~_'__'_fi______,~",~,~,."........","",^""_,__~~,___..."........,,,,~_~~_,-..~..._......--.._-"-"--~-~-,-y-".,"'""_.,~__.__...___M_ I.IJ C) < :J o ~ ~ ! ~ ~ to 0: ffi (Y) 0 0 1L.1.IJ I.IJ ~ 0:C) ~ [t ~ ~ : g C)fo~~ ~~ faw;'J:~ -> ~C\lOj: li':r: w-ZooU)D::1:: ":5>-~~~ ~~~ffi8offi OJ: .:i..JO> O:u)~_alI.lJO 00 I.IJ U): Iii u 00> I.IJJ.C)I.IJO ~gl.lJ~NO:~ ~ ...J1L.<UO e>U)01L.C:::J:o: z~~~g~~ ~gC)~~~:J Z 00 :J :J ;.J 1L. 0 5~~d~9~ l1.ili':bw,~~ :i0:~<3v . ~a:~~eo~ffi U U) l1. 0 ~ I.IJ :i <( ~ ~ 0: ucnJ:ffi ><fd~~~ti~z -U)[U)~a.~8 ~ ~~~C)g-J9i5 tizo< eo l.LJU)gzu~O:E ~~~~~~~~ <( le~~&~~.J <aiddLT.ilici en 0: o ~ I.IJ 0 U) ..J :J 1L. ~ Z ~ :J U U) I.IJ ~ ~ ~ j: ~!z ~ ~ ~~ I.IJ ~~ U)~o: ~ ::: ~8B u) I- &~I.IJ 9 ~~ z9~ g ~~ ~5~~~ ~o~ :J~WI.IJ~ .... ~';;;~~~ ~~ ~3~~1L. 0:U) ~eoU)oo 0..0: [~tio~ ~~~ I.IJ~~~~ ti~g U)::><J:U) ~-1L. :JI.IJU~~ ~U)I.IJ 9~1L.~~ alSC) :J 01L.~ ~1L.~ 8~~!!l~~~~o ~ :J I- U) U:J I.IJ C) ii3tiU)oM:fU)~mz ua..~~1.lJ~~<(:J <1.IJ0:9~G:ioU)~ t;:JI.IJJ::J~z~~ 1.lJffifu-iu!3~~ U)).I.IJOvctmuz ~~oU)~..J_-z ~cnO:Zfrl~~~N u;mti~~~~3~C) 1.IJ-a.tw:Jzuo:~ 5~~:JU)~~?:ofu !Eleu~~~<~:J~ m~~3~~Mf~~u o g(I)Oo9:Jo~ a.. 9 w 1L. <( I.IJ :( ~~lii~!;Ill~~3!; ~Z~::>O?;>OU~ 0.: : ~~U) ~ u o ~ 1L. o ~~ ~ ~ .:)eo APPENDIX B Coco Moss PLANT MATERIAL= LINER=- . . GROWING COST= WINTER ARRANGEMENT- Moss BASKETS PLANT MATERIAL= Moss LINER= GROWING COST= WINTER ARRANGEMENT= $17.00 $2.10 $3.00 ll.o\) 28.10 GRAND TOTAL FOR 50= $T.-405~OO $17.00 $4.90 ~~:~~ 30.90 3'7 . q0 ~ J~ .- ~ ll.60 GRAND TOTAL FOR 50= $1.54S.00 I <600; 0 D Waderich Feed & Garden 17860 Panama Avenue Prior Lake, Minnesota 55372 952-440-8165 June 13, 2004 Kelly Meyer City of Prior Lake, Minnesota RE: BID TO PROVIDE HANGING BASKETS FOR CITY OF PRIOR LAKE Sorina Plants: · The City will provide fifty (50) 16 inch wire hanging baskets with chains to Waderich Feed & Garden by January 15 each year. · Waderich Feed & Garden will plant no less than 28 plants per basket, suitable for sunny locations, varying the colors on each of the baskets. · The 50 moss hanging baskets will be available for pickup by the City mid-May. · Cost will be $8,000.00 based on 2004 natural gas heating prices. Fatl Plants: · The City will return the spring baskets to Waderich Feed & Garden after the fall frost. · Waderich Feed & Garden will decorate the baskets with festive decorations that will include spruce tips, roping, dogwood branches and holiday bows. · The 50 holiday baskets will be available for pickup by the City around the end of November. · Cost will be $8,000.00. Total annual cost: $16,000.00 g~ tu Dennis Waderich Waderich Feed & Garden 952-440-8165 (work) 612-369-8165 (cell)