Houlton Farm Planning Committee Meeting 2015-08-31I. CALL MEETING TO ORDER
2. CONSIDER AGENDA
3. CONSIDER MINUTES
Regular Meeting
Houlton Farm
Planning Committee
AGENDA
Monday, August 31, 2015
5:45 p.m.
Elk River City Hall
Meeting-
Protocol
■
No sidebar discussions
■
No interruptions
■
State your concern
■
Ensure you understand
■
Don't take things personally
■
Adhere to time limits
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Come prepared
■
Ensure all are heard
4. DISCUSSION ITEMS
No action to be taken now. Action may be taken in the future.
4.1 Hunting Plan Status and Update
4.2 Friends of the Mississippi River (FMR) Update — Tom Lewanski
4.3 Friends Group
4.4 Review RFP Farm Out Buildings Removals
4.5 Committee Member Vacancies
4.6 Parking Lot Location
4.7 Fishing Plan
4.8 Property Rules and Signage , to
4.9 Property Tour with City Officials � � o
5. ACTION ITEMS
5.1 None
6. ADJOURNMENT
This agenda is available in alternate formats upon a 72 hour advanced notice. Auxiliary aids and services are also available upon a 72 hour
advanced notice. Please contact the City Clerk at 763. 635.1000 to make a request Examples of alternate formats may include: large print,
Braille, audio tape, etc. Examples of auxiliary aids may include a sign language interpreter, assistive listening device, etc.
pIIIIIII If
NATURE
-Houlton Farm Planning Committee
Draft Minutes
July 27, 2015
Present: Chair Wilson, Members Olsen, Anderson, Seeger, Hecker. Mroz and Benkofstke were
excused
Bob McGillivray from TPL and visitor Michael Schroeder was also present
Wilson called the meeting to order at 5:43 pm. Wilson added to agenda 4.9 Student Seat
The minutes from the June 29 meeting were reviewed.
Agenda item 4.1 Hunting Plan Status
The hunting plan was sent in mid-June to Tim Marion with DNR but it was never forwarded to
the DNR Commissioner. Tim Marion has now confirmed that it has been sent to the
Commissioner.
4.2 Naming Status and Update
The official name of the property is the William H. Houlton Conservation Area. It was approved
by City Council on July 6, 2015.
4.3 Building Dispositions
It was discussed that the barns and buildings be bid in an RFP as component parts and
aggregate. The RFP should be to buy, demolish and/or acquire. The large barn was discussed.
It has dimensional wood and no large beams. It was discussed that the property would be
better off with no barn since it should not have a purpose. Using the barn for public purposes
such as environmental education could be problematic of the funding source. It was discussed
that the bids should be due by October 1, 2015
4.4 Friends of the Mississippi Update
The attached report from Alex Roth of the FMR was handed out to Committee Members. The
FMR has been working with staff on funding for the conservation plan on the property.
Committee members requested that Tom Lewanski be invited to the August 31 meeting to
discuss the next steps, funding, etc...
4.5 Agricultural Lease
The agricultural lease agreement was discussed. A new lease between the City and the farmer
Sherman Lehn was approved by City Council on July 6, 2015. The new lease outlines that the
city will receive $12,600 for rent on 168 acres. The rent money will go back to the property for
improvements. Staff will work with the farmer later this fall on a new lease for 2016. The
amount of farming acres will probably decrease each year.
N:\Departments\Parks and Recreation\Parks\William H Houlton Conservation Area\Committee Agendas-Packets\Minutes\2015-07-27
Minutes.docx
^• 4.6 Trails
The Committee discussed the need to map the trails with GPS this fall. The current trails map is
inadequate for the property. It will be important to have a map of the trails that were in
existence at the time the property was acquired by the city.
4.7 Island Sanctuary
Anderson requested the Committee discuss keeping the 80 acre island on the property an island
sanctuary for wildlife. The idea is to leave it undisturbed. It has been a sanctuary for over 15 -
years. The idea is no public access from January through July. McGillivray commented that this
would need to be amended in the hunting plan and could become an issue. Members discussed
that the access to the island is already limited with the river. It was discussed that the idea of an
island sanctuary will not be pursued at this time. The could be an agenda item in the future
after the property is open to the public.
4.8 Fishinp, Plan
The Committee discussed if a fishing plan is needed for the property. We can use current DNR
regulations so it might not be needed. No decisions were made and it will be discussed at the
August meeting.
4.9 Replacement for Student Seat (added to agenda)
The current student representative on the Committee Nate Benkofstke resigned because he is
starting college on August 20. It was discussed that another student representative should be
recruited to replace Nate. Staff and Committee members will work on a name to replace Nate.
It was also discussed that another seat on the Committee should be added. This would be an
amendment to the current committee size of 8 to 9 members. Jerry Olsen was going to pursue
this with City Council. Michael Schroeder who is a visitor for his second consecutive meeting
expressed interest to serve on the Committee as a citizen representative. The committee was
approved by City Council in January.
Meeting adjourned at 7:40 pm
2
Plans and Specifications
Farm Outbuilding Removal
Plans and Specifications for
Farm Outbuilding Removal
Section I: General Information
Contract Administration
Page 1 of 13
All correspondence regarding this request and the proposed project must be directed to:
Michael Hecker
Parks and Recreation Director
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
MHecker(t_i; E1kRiverMN.gov
Project Overview
The purpose of this solicitation is to provide the City of Elk River (the City) with outbuilding
acquisition/ demolition and removal (the Work) services by an insured Contractor (the Contractor) at a
competitive rate for the property located at 1801 Main Street, Elk River (the Property). Site location and
building descriptions are shown on Attachment A and B.
The City is the fee owner of this parcel that once housed an active farm with a homestead and
outbuildings. The outbuildings must be removed in accordance with regulations governing the acquisition
and future use of the property.
The Contractor will be hired to dismantle and remove the identified structures from the property,
including any remaining contents inside the structure(s). Removal of in-place concrete slabs and in-place
footings is not required as a part of this Work but can be bid for on the Bid Form. The Contractor may
bid to remove one or more structure(s). In this matter, multiple bids may be accepted. A combination of
removal techniques is acceptable. All materials of each building will become property of the contractor. It
is the responsibility of the contractor to dispose of all material off site in a lawful manner. Reuse of the
materials is strongly recommended.
Section 2: Overall Scope of Services
The final scope of services will be developed in collaboration with the selected Contractor. Components
of the services, at a minimum, will include:
September 14, 2015
Plans and Specifications
Farm Outbuilding Removal
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Page 2 of 13
General Specifications:
A. The Contractor shall dismantle and remove all debris from each structure identified by the City.
B. The Contractor is responsible for all permits and compliance with all local, state, and federal
building, electrical, safety, waste management, and other codes. A Demolition Permit with the City
of Elk River is required, at minimum.
C. The Contractor shall furnish all supervision, labor, materials, and equipment necessary to
accomplish The Work.
D. Services are to include removal and proper disposal of the selected outbuildings. If other
conditions are present that are not in the scope of this Agreement, the Contractor will notify the
City within 24 hours and will send bid and photos to request additional consideration. This
includes any hazardous waste located on site.
E. The Contractor is responsible for the repair of any damage to the Property caused by the
Contractor.
F. The Work shall be completed by July 31, 2016.
G. The Contractor shall maintain insurance(s) that meets or exceeds the City of Elk River Insurance
Requirements. The Contractor shall provide evidence of coverage to the City at the start of any
contract award and will advise the City of any changes of coverage; failure to do so may be
grounds for revocation of the Agreement.
H. The Contractor's hours of operation shall be 7:00 a.m. to 7:00 p.m. (local time) on weekdays. This
includes starting and operation of machinery; delivery of equipment, materials, and machinery to
the Property; construction activity and any other activity which, in the opinion of the City, may be
disruptive to the surrounding community. The operational hours may only be extended following a
written request and the subsequent approval of the City.
I. Protection and repair of existing facilities and utilities: The Contractor shall perform operations
carefully and in such a manner as to protect any existing structures, underground facilities, and
utilities that are not part of the contract for removal. The Contractor shall be responsible for
damage to existing structures, underground facilities, and utilities resulting from The Contractor's
operations, and shall repair or replace damaged items to the City's satisfaction.
J. Any required access roads shall be included in the contract price. No additional compensation will
be provided.
K. All waste material shall be handled in accordance with MPCA and OSHA requirements. This
includes, but is not limited to, the use of appropriate DOT, OSHA, and EPA drums and
containers, use of appropriate fluid transfer devices, use of suitable absorbent materials, proper
transportation, etc.
L. All junk and debris shall be properly disposed of off of the Property location. Hazardous Waste
and materials prohibited to be landfilled shall be identified, noted, and properly disposed of,
September 14, 2015
Plans and Specifications
Farm Outbuilding Removal
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Page 3 of 13
including, but not limited to, batteries, fuel, oil, electronics, appliances, fluorescent bulbs, tires, etc.
A list of all collected materials shall be provided to the City upon completion of services.
M. The Contractor shall salvage all metal scrap and other salvageable materials from the Work. The
Contractor shall pay. all costs or receive all proceeds that may result in salvage of metal scrap and
other recycled materials. This includes barn wood, antiques, and other materials.
Security and Signage:
A. No signs, billboards, or other advertisements shall be erected on the premises by the Contractor.
B. The Contractor shall furnish and maintain all warning lights, barricades, informational signs, and
watchmen as needed for the execution of the Work as required by the Contract, and applicable
laws, and regulations for the protection of persons and property, and control of traffic in
accordance with applicable state and federal manuals.
C. The Contractor shall be solely responsible for the safety and security of the Property.
D. The costs of signs, devices, fences, barricades, safety and security measures, and watchmen
required to comply with the above minimum requirements shall be included in the Contract Price
and no additional compensation shall be provided.
Erosion Control and Dust:
A. The Contractor shall furnish, install, and maintain temporary erosion controls as necessary to
prevent the erosion of soils and transport of silt, mud and other debris off of the property or to
other areas of the property where damage might result or that might otherwise be required by laws
and regulations.
B. Any dust control measures necessary to comply with State and Federal standards shall be included
in the Contract price. No additional compensation will be provided.
Cleanup:
A. The Contractor shall clean the work area each day and shall remove all trash and waste materials,
and shall maintain the Property in a neat and orderly condition throughout the Work.
B. At the time of completion of the Work,
and debris from the premises as well
temporary facilities, and surplus materials
for occupancy by the City.
Section 3: Contractor(s) Selection
the Contractor shall remove all waste materials, rubbish
as all tools, construction equipment and machinery,
The Contractor shall leave the property clean and ready
A. All qualifying bids will be evaluated by the City of Elk River staff before recommendations are
submitted to the City Council to award the contract(s). Contractors shall provide individual pricing
for each building. Contracts may be awarded for individual buildings. Contractors may provide
separate bids for the removal of multiple buildings. Staff will recommend contract awards based on
cost and salvage potential of the project.
September 14, 2015
Plans and Specifications
Farm Outbuilding Removal
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Page 4 of 13
B. Limitations
This request does not commit the City of Elk River to award a contract, to pay any costs incurred
in the preparation of the proposal to this request, or to enter into a contract for services. The City
is not required to select the lowest bidder, based on other criteria. The City of Elk River reserves
the right to accept or reject any or all proposals received as a result of this request, to negotiate
with any qualified source, or to cancel in part or its entirety this Request for Proposals if it is in the
best interest of the City. The City may require the responder selected to provide additional
information on their proposals as a result of direct negotiations.
Section 4: Contract Terms and Conditions
Upon Contractor selection, the attached Contract for Services shall be perfected. The contract shall
provide for compensation for actual work completed in accordance with the following conditions.
A. Deletions of specific itemized work tasks will be at the discretion of the City. Payment or
reimbursement shall be made based on tasks that have been satisfactorily completed. Billing that
exceeds the amount bid will not be compensated unless a contract extension has been approved in
advance by the Elk River City Council.
B. If, for any reason the Contractor is unable to fulfill the obligations under the contract in a timely
and proper manner, the City shall reserve the right to terminate the contract by written notice. In
this event, the contractor shall be entitled to just and equitable compensation for any satisfactory
completed work tasks, as determined by the City.
C. The Contractor shall not assign or transfer any interest in the contract without prior written
consent of the City.
D. The Contractor shall defend, indemnify and hold harmless the City of Elk River, its officials,
employees and agents, from any and all claims, causes of action, lawsuits, damages, losses or
expenses, including attorney fees, arising out of or resulting from the Contractor (including its
officials, agents, subcontractors or employees) performance of the duties required under the
contract, provided that any such claim, damages, loss or expense is attributable to bodily injury,
sickness, diseases or death or injury to or destruction of property including the loss of use resulting
therefrom and is caused in whole or in part by any negligent act or omission or willful misconduct
of Contractor.
E. The Contract shall be governed by the laws of the State of Minnesota.
F. Project summaries shall be submitted with each invoice during the course of the project.
G. The City shall retain 5% of payments until final acceptance of the work.
September 14, 2015
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Plans and Specifications
Farm Outbuilding Removal
--------------------------
Section 5: Conclusion and Submittal
Page 5 of 13
Requests for additional information required for the preparation of the bids should be directed to Parks
and Recreation Director Michael Hecker at 763.635.1161, or Nfflecker@ElkRiverMN.gov. All questions
must be received before 2:00 p.m., November 5, 2015. No responses will be provided for questions
received after that time.
Bids shall be addressed to:
City of Elk River Parks and Recreation
Attn: Farm Outbuilding Removal
13065 Orono Parkway
Elk River, MN 55330
MHeckernElkRiverMN.,-,-
The following documents shall make up a complete bid package:
■ Completed and signed Bid Form
■ Certificate of Liability Insurance for $1,000,000, indemnifying the City from any claims
• List of similar projects completed
An Open Tout' of the out -buildings will be scheduled for October 19 from 4:00 to 5:00 p.m., rain or shine.
At this time, interested parties may view the exterior and interior of each structure. The Property is closed
to the public at all other times, if you wish to schedule a tour at another time, please contact Michael
Hecker.
Bids will be accepted until 2:00 p.m. on November 5, 2015, at which time they will be opened and
publically read.
Attachments:
■ Bid Form
■ Attachment A — Site location figures
■ Attachment B — Building descriptions with photos
September 14, 2015
Plans and Specifications
Farm Outbuilding Removal
--------------------------
BID FORM
CITY OF ELK RIVER - FARM OUT -BUILDING REMOVAL
BIDDER agrees to perform all of the work described in the CONTRACT DOCUMENTS for the following prices:
Page 6 of 13
Building#and Name
Desciption of Work to be Done
Amount Bid (one or the other)
Conditons Induded
Additonal cost, to City of Elk River, for removal
(ie. Salvage, Partial Salvage, or
Payment to be given to
Payment to be
(ie. Cant remove until silo is removed, etc.)
Is
Demolish)
City of Elk River
received by Contractor
2 - Work Shop
3 -Small Grain Bin
S
$
4- Corn Crib 1
5 - Corn Crib 2
6- Large Silo
7- Medium Silo
8 - New Barn
10 -Old Barn
11- Small Silo
Reduction in net cost, to City of Elk River, for
award of all buildings included in bid
$
Additonal cost, to City of Elk River, for removal
of foundations, regrading, and seeding for all
buildings
Is
Bidder Information
September 14, 2015
Company Name
Address
Phone Number
Contact Person
Email address
Authorized Signature of Owner or Officer
Attachment B
Site Descriptions
See Attachment A for locations
*Measurements provided are not exact
1. House. Currently contracted to be removed off site.
2. Work Shop. This structure houses a workshop on the top floor with various work benches
and storage. In the cellar, with access located in the rear, unfinished space allows for storage
of sawdust, tree stumps, and small boulders. 21'x21'6"
1 a�
Front of Work Shop
Work Shop (top floor)
Work Shop (top floor)
Side of Work Shop
3. Small Grain Bin. 20 ft. diameter
Rear of Work Shop
Interior of Work Shop (bottom floor)
f� 4. Corn Crib 1. 60'x 8'3"
5. Corn Crib 2.13'x 22'2"
Front View
6. Large Silo. 20 ft. diameter
Rear View
Large Silo
Wood Detail
.... . . . . . . . A
Silo Detail
7. Medium Silo. 15 ft. diameter
Large (left) and Medium (right) silos
8. New Barn. This barn is not new but does have newer siding, windows, and roof The barn
is two full stories and there is an attached office on the front end. Lower level 4,340 square
feet. Upper level 3,960 square feet. 367' x 1087'
Front of Barn
Front of Barn with Office
r -
Rear of Barn Exterior Detail
First Floor Interior
Second Floor Interior
i
f
i
i
1 =
Interior Detail
-6
Second Floor Interior
9. Quonset Hut. Not a part of this request. This is to remain on site as is.
10. Old Barn. There are a number of indoor animal stalls. There is a half story on the second
floor. 3,960 square feet. 40'6" x 98'
Front of Barn
P
r ikgil
Exterior Detail
I
Side of Barn
Interior of Barn
Interior of Barn
Exterior Detail
Interior of Barn
Interior of Barn
11. Small silo. 20 ft. diameter
Silo Exterior
Silo Interior
Statement of Understanding
This Statement is intended to outline the relationship between (Contractor)
and the city of Elk River (City) regarding Houlton Farm outbuilding removal activity during
,201 .
IIWe} _ , understand the following
The Contractor has received the Request for Proposal packet.
The Contractor shall furnish all supervision, labor, materials, and equipment necessary to accomplish the
Houlton Farm outbuilding removal services (the Work). The Work is to be completed upon
, 201_. The hours of operation will be weekdays from 7:00 a.m. to 7:00 p.m.
The Contractor is responsible for all permits and compliance with all local, state, and federal building, electrical,
safety, waste management, and other codes and laws.
Service is to include removal of material as directed in the RFP and any other written communication by the
City. If conditions are present that are not in the scope of this Agreement, the Contractor will notify the City
within 24 hours of assignment and will send bid and photos to request additional considerations.
Any damage to the property caused by the Contractor shall be repaired by the Contractor.
All junk and debris removed are to be properly disposed of by the Contractor off of property location and per
City standards. All receipts and load tickets much be furnished to the City upon completion.
Erosion control and dust elimination measures on the property shall be used.
Safety
Safety of the Contractor is a first priority. The Contractor understands its obligation to inform the City and
remove itself from an unsafe situation due to threats, hazardous materials, or similar situation. All safety and
security measures will be put in place by the Contractor.
Insurance
Any changes to workers compensation and general liability insurance, (i.e carrier, coverage term/ amounts) will
be submitted in writing to the City.
Billing
The accepted bid was for The Not to Exceed price was for
After completing authorized work, any invoices, documentation, reports, and
pictures should be sent to:
City of Elk River
Attn: Michael Hecker
13065 Orono Parkway
Elk River, MN 55330 or
MHecker r . �'JkRiverMN.gov
Invoices will be submitted to the City Council for payment upon completion. Invoices will not be paid for
work completed without a written order.
Signatures
City of Elk River
BID FORM
CITY OF ELK RIVER -FARM OUT -BUILDING REMOVAL
BIDDER agrees to perform all of the work described in the CONTRACT DOCUMENTS for the following prices:
Building 4 and Name
Descl tion of Work to be Done
Amount Bid (one or the other)
Conditons Included
Additonal cost, to City of Elk River, for removal of
(le. Salvage, Partial Salvage, or
Payment to be given to
Payment to be received
(ie. Cant remove until silo is removed, etc.)
1 $
Demolish)
City of Elk River
by Contractor
2 - Work Shop
$
$
3 -Small Grain Bin
4 - Corn Cri b 1
s
5 - Corn Crib 2
6 - Large Silo
7 - Medium Silo
8 - New Barn
10 - Old Barn
11- Small Silo
Reduction in net cost, to City of Elk River, for
award of all buildings included in bid
$
Additonal cost, to City of Elk River, for removal of
foundations, regrading, and seeding for all
buildings
1 $
Bidder Information
Company Name
Address
Phone Number
Contact Person
Email address
Authorized Signature of Owner or Officer
Date
Members of the Lessard -Sams Outdoor Heritage Council
Member
Ms. Elizabeth Wilkens - Mora MN
Ms. Susan Olson - Austin MN
Ms. lane Kingston* - Eveleth MN
Ms. Julie Blackburn* - Roseville, MN
Mr. David Hartwell* - Minneapolis, MN
Mr. Ron Schara - Minneapolis, MN
Vacant
step. ucany McNamara District 54B -
Hastings MN
Mr. Robert (Bob) Anderson. Chair* -
International Falls MN
Mr. Barry Tilley - Inver Grove Heights, MN
Sen. Bill Ingebrigt _ - District 08 - Fergus
,- Falls
Sen. Tom SaxhauZ* - District 05 - Grand
Rapids,Bemidji