Minneapolis Park & Recreation Board

Resolution
2020-202

Resolution Granting the Superintendent Authority to Approve Directly Expenditures of $250,000 for the Procurement of Goods and Services Related to Parkway Closures, and Extending All Current Parkway Closures through the Exhaustion of the $250,000 Allocated

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Department:Strategic PlanningSponsors:
Category:Policy

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Item Discussion

Whereas, The Minneapolis Park and Recreation Board (MPRB) was created by the Minnesota Legislature in April 1883 and has the authority to manage and operate park facilities;

 

Whereas, The MPRB owns and operates the following parkways and park roads as part of the Minneapolis park system:

 

              Main Street SE, Merriam Street, Sixth Avenue SE and James I. Rice (West River) Parkway in Central Mississippi Riverfront Regional Park;

              James I. Rice (West River) Parkway in Central Mississippi Riverfront Regional Park;

              West River Parkway and East River Parkway in Mississippi Gorge Regional Park;

              Lake Harriet Parkway, Lake of the Isles Parkway, Cedar Lake Parkway, and Bde Maka Ska Parkway in Minneapolis Chain of Lakes Regional Park; and

              Lake Nokomis Parkway in Nokomis-Hiawatha Regional Park;

 

Whereas, The Superintendent, in consultation with certain commissioners and using authority vested in the Superintendent by PB2-32 of the MPRB Code of Ordinances, directed that segments of certain Minneapolis parkways and park roads be closed to vehicle traffic, thereby creating additional space for social distancing by park users as recommended by public health authorities during the COVID-19 pandemic;

 

Whereas, The Board of Commissioners adopted Resolution 2020-179 on April 1, 2020 extending the closure of portions of Main Street SE, Merriam Street, and Sixth Avenue SE in Central Mississippi Riverfront Regional Park; portions of James I. Rice (West River) Parkway in Central Mississippi Riverfront Regional Park; portions of Lake Harriet Parkway in Minneapolis Chain of Lakes Regional Park; and portions of Lake Nokomis Parkway in Nokomis-Hiawatha Regional Park, with such closures coinciding with the period of Emergency Executive Order 20-20 Directing Minnesotans to Stay at Home, issued by Minnesota Governor Tim Walz on March 25, 2020;

 

Whereas, The Board of Commissioners adopted Resolution 2020-180 on April 6, 2020 granting to the Superintendent certain authorities during a specified period in relationship to the COVID-19 pandemic and which authority requires consent by the President of the Board of Commissioners and district commissioners impacted by a direction offered by the Superintendent;

 

Whereas, Since adoption of Resolution 2020-179 and Resolution 2020-180, the Superintendent, with consent of the President of the Board of Commissioners and certain district commissioners, directed the closure of additional segments of parkways to provide additional space for social distancing by park users in other parts of the Minneapolis park system;

 

Whereas, Actions taken by the Board of Commissioners and the Superintendent, including the closure of Minneapolis parkways and park roads, have focused MPRB resources on needs related to the health and welfare of park users within the Minneapolis park system and is aligned with guidance for social distancing;

 

Whereas, Perpetuation of the parkway closures is anticipated to cost more than the authority currently granted to the Superintendent for the procurement is of goods or services; and

 

Whereas, This resolution is support by the 2007-2020 Comprehensive Plan, which envisions “Recreation that inspires personal growth, healthy lifestyles, and a sense of community;”

 

RESOLVED, That the Board of Commissioners grants the Superintendent authority to approve directly expenditures of $250,000 for the procurement of goods and services related to parkway closures, and extending all current parkway closures through the exhaustion of the $250,000 allocated; and

 

RESOLVED, That the President of the Board and Secretary to the Board are authorized to take all necessary administrative actions to implement this resolution.

 

 

Body

BACKGROUND

 

This action considers granting the Superintendent authority to approve directly expenditures up to $250,000 for the procurement of goods and services related to parkway closures, and extending all current parkway closures through June 7. The action also authorizes an expenditure of up to $217,200 to accommodate the cost of those parkway closures.

 

On April 6, 2020, the Board of Commissioners passed Resolution 2020-180, granting to the Superintendent certain authorities during a specified period in relationship to the COVID-19 pandemic. In exercising those authorities, the Superintendent is required to gain the consent of the President of the Board of Commissioners and district commissioners impacted by an action. Resolution 2020-180 did not extend to the Superintendent any particular greater authority relative to procurement. This resolution was crafted to grant the Superintendent authority to approve expenditures beyond current MPRB procurement policy in limited amounts and for a specified period of time.

 

The Superintendent used the authority granted through Resolution 2020-180 with the associated consent requirement to close additional parkways. To date, no other actions have resulted from the authority granted under that resolution.

 

If this resolution is approved by the Board of Commissioners, the Superintendent will have the financial capacity to extend current parkway closures through June 7, 2020. The cost of the parkway closures through May 4, 2020 is estimated to be $141,515.58. The parkway closures occurred in three stages, generally defined by initial closure date:

 

Parkway Segment – INITIAL CLOSURES

Closure Dates

Cost

Main Street SE, Merriam Street, and Sixth Avenue SE and James I. Rice (West River) Parkway

March 27 to May 6

$22,245.40

 

Total cost

$22,245.40

 

Parkway Segment – ADDITIONAL CLOSURES

Closure Dates

Cost

West River Parkway

April 3 to May 6

$42,184.04

Lake Harriet Parkway

March 27 to May 6

$17,150.30

Lake of the Isles Parkway

April 4 to May 6

$16,589.65

Lake Nokomis Parkway

March 30 to May 6

$16,580.59

East Bde Maka Ska Parkway

April 10 to May 6

$4,113.90

Cedar Lake Parkway

April 3 to May 6

$9,800.79

 

Total cost

$106,419.27

 

Parkway Segment – ADDITIONAL CLOSURES

Closure Dates

Cost

 

 

 

East River Parkway

April 21 to May 6

$6,204.01

West Bde Maka Ska Parkway

April 20 to May 6

$6,646.89

 

Total cost

$12,850.90

If an extension of the parkway closures is directed by the Superintendent, staff can take advantage of a negotiated discount for the components comprising the closures through May 6, 2020, resulting in a reduction in cost for the period of $40,000 for a period cost of $101,515.58. A cost for the period from May 6, 2020 to June 7, 2020 would be approximately $95,917.41 assuming no changes to the configuration of the current closures. That would result in a total cost for the parkway closures of $197,432.99.

 

Staff has considered modifications to the closures with Warning Lites that would result in an additional savings of approximately $20,000 for any costs incurred after May 6, 2020. The modifications would largely change partial closures to full closures, reducing the need for tube delineators, the device used to create visual separation between portions of the parkway used by pedestrians and motorists, and significantly reducing the costs of the modified closures. Modifications for savings include:

 

              Full closure of Cedar Lake Parkway

              Full closure of East Bde Maka Ska (pending communication with key property owners)

              Nearly full closure of West River Parkway

 

The resulting total cost for closures originally scheduled to end on May 4, 2020 and, if approved by the Board of Commissioners, extending to June 7, 2020 would be approximately $217,200 by applying the following:

 

Original closure costs through May 6, 2020

 

$277,433

 

Less anticipated unit price savings applied retroactively (assuming extension through June 7, 2020), two months at $40,000/month

-$80,000

 

Adjusted original closure costs for period March 27, 2020 to May 6, 2020

 

$197,433

 

Less closure modification savings (possible $20,000)

not included

 

Modified closure costs for period May 4, 2020 to June 7, 2020

 

$0

 

 

 

Closures costs for period March 27, 2029 to June 7, 2020

 

$197,433

Application of ten percent contingency

 

$19,743

Total estimated closures for period March 27, 2029 to June 7, 2020

 

$217,176

Estimate with rounding

 

$217,200

 

The figures indicated above are staff’s best estimate of the value of a negotiated unit price reduction and an estimate of the resulting costs from modification of existing closure configurations.

 

Staff have identified sources of funding for the closure with a focus on funds that support regional parks. Other sources of funding under consideration include the pursuit of grants, particularly from grantor organization for which public health is a priority. Staff also will pursue entities that typically sponsor events that use Minneapolis parkways; those events are, in all likelihood, cancelled for 2020, but the entities may which to perpetuate their events in absentia through sponsorships.

 

This action has been reviewed by MPRB legal counsel and was found to conform with MPRB ordinances and rules.

 

RECOMMENDATION

 

Staff recommends that the Board of Commissioners grant the Superintendent authority to approve directly expenditures up to $250,000 for the procurement of goods and services related to parkway closures, and extending all current parkway closures through June 7.

 

This action is supported by the following vision and goal statements in the MPRB 2007-2020 Comprehensive Plan:

 

Vision Theme 2:               Recreation that inspires personal growth, healthy lifestyles, and a sense of community.

 

Goal:               Residents, visitors, and workers enjoy opportunities to improve health and fitness.

 

Meeting History

May 6, 2020 5:00 PM  Minneapolis Park and Recreation Board Regular Meeting

Motion to Amend as Follows: Resolution Granting the Superintendent Authority to Approve Directly Expenditures (Remove: up to) (Insert: of) $250,000 for the Procurement of Goods and Services Related to Parkway Closures, and Extending All Current Parkway Closures through (Remove: June 7) (Insert: the exhaustion of the $250,000 allocated)

RESULT:AMENDMENT ADOPTED [7 TO 0]
MOVER:Brad Bourn, Commissioner District 6
SECONDER:Chris Meyer, Commissioner District 1
AYES:Jono Cowgill, LaTrisha Vetaw, Meg Forney, Chris Meyer, AK Hassan, Steffanie Musich, Brad Bourn
ABSTAIN:Londel French, Kale Severson
May 6, 2020 5:00 PM  Minneapolis Park and Recreation Board Regular Meeting

Resolved that for the duration that the parkway's are temporary closed to vehicle access due to the COVID-19 pandemic That the Board of Commissioner's direct staff to designate all off street sidewalk and bike lanes on the effected parkway's to pedestrian and to designate the portion of roadway closed to vehicles - to cycling, skateboarding and rollerblading, as soon as this shift can be adequately communicated to the public.

RESULT:AMENDMENT DEFEATED [3 TO 6]
MOVER:Chris Meyer, Commissioner District 1
SECONDER:AK Hassan, Commissioner District 3
AYES:Jono Cowgill, Chris Meyer, AK Hassan
NAYS:LaTrisha Vetaw, Meg Forney, Londel French, Kale Severson, Steffanie Musich, Brad Bourn
May 6, 2020 5:00 PM  Minneapolis Park and Recreation Board Regular Meeting

Approved as Amended on a Roll Call Vote.

RESULT:ADOPTED [UNANIMOUS]
MOVER:Meg Forney, Commissioner At Large
SECONDER:Chris Meyer, Commissioner District 1
AYES:Jono Cowgill, LaTrisha Vetaw, Meg Forney, Londel French, Chris Meyer, Kale Severson, AK Hassan, Steffanie Musich, Brad Bourn