10 Banking Services proposalCITYOF
CHANHASSEN
-'.55 Mar-et Boulevard
PO ~,.:",. 147
C-a",hasse~. !,rlN 55317
Administration
c-:%: 952.227.1100
.--~x: 952 £27.1110
Building Inspections
- ~..:=. ~:~__,2,.1180
:a;,:: 952 i;J7.i 190
Engineering
%,:: 9~.£ £2'7.1170
Finance
s-cee '}E2 227.ii40
::~,.: }51 i;i: i!!0
Park & Recreation
:-:-e' }E£ 22;.1120
:a.,:: }Cz :?7 11!0
'-t-
2,E.2 227 i400
2':.'- 1404
Planning &
Natural Resources
:~ :"~: ]E~ 227.!130
sac 951 227 1110
Public Works
~ ~a~ ~:.-., Road
> o"e: gE;_ 227.1300
Fa',;: 95Z 227.13i0
Senior Center
:";re: 952.227.1125
Xa;,.: 95.2 ;_27 i110
Web Site
· ,v:, ,'~.ci..3ha7 :-a?.sen.mn.us
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT'
Mayor
City Council
Bruce M. DeJong, Finance Directort-/df-/fl/'/~//)
December 6, 2001
Banking Services Request for Proposals
We try to evaluate banking services and other providers on a three year basis. The
banking relationship was last examined in 1999, so the time has come for another
review. The RFP was advertised in the Villager and there are three banks that
have expressed interest serving the city. The proposals are due on Monday
morning, so I will do a tabulation to present to the City Council that evening.
I will make a recommendation on that tabulation.
The Cily of Chanhassen, A growing community with clear, a,<es, qua(u schoo;s, a charming downtown, thriving businesses, wind!ng trails, and beautifu! .oarks. A gr-eat place to live. work. and 01ay.
CITY OF CHANHASSEN
PROPOSAL FORM FOR
CITY BANKING SERVICES
Date:
City of Chanhassen
7700 Market Blvd.
Chanhassen, MN 55317
We submit for your consideration the following proposal for providing banking services for the
City of Chanhassen's checking account and provide the general information as requested herein.
mo
We will establish a checking account in the name of the City of Chanhassen.
B.
We will provide the following services: (check those that apply)
Deposit tickets
Acceptance and clearance of all deposited items
Monthly statements of accounts
Activity of analysis reports
Wire transfers in and out
Safekeeping
Direct deposit of payroll (ACH)
Electronic banking
,
Home office and type of institution:
Address:
City:
State:
Zip Code:
Telephone:
Charter:
Incorporation:
City of Chanhassen, MN
Proposal Form
City Banking Services
2. Location of facility in the City of Chanhassen (if different from previous address):
3. List normal hours of business:
4. Member of Federal Reserve?
Yes No
Bank Number:
ABA No:
Magnetic Encoding No:
5. Describe wire transfer procedures for federal finds/same day transfers:
o
Describe procedures for direct deposit of payroll services, including processing and
scheduling requirements (city has bi-weekly Friday payday schedule):
City of Chm~assen, MN
Proposal Form
City Banking Services
.
Facilities for safekeeping of securities, etc.:
Held directly? Yes No (if no, list where held)
.
Collateral Requirements: A city depository is required to provide collateral sufficient to
secure the account balance in accordance with Minnesota Statutes 118.01, such collateral
being subject to acceptance by the city. Performance bonds are not an acceptable
substitute for collateral. The range of collateralization is expected to be $2-$10 million.
Describe the type of collateral proposed to be assigned and list the maximum amount
available to the city. Also list any charges for the assignment and maintenance of the
collateral.
,
What are your total number of Chanhassen households and businesses served by your
bank'
Chanhassen
Households:
Chanhassen
Businesses:
City of Chanhassen, MN
Proposal Form
City Banking Services
10.
Interest Earnings: Establishment of an interest bearing account so as to generate interest
earnings for the city as calculated below is required (see "Definitions: which describe
how each term below is to be calculated). An alternate method of paying interest earnings
may be attached if the proposer can demonstrate that the yield will be the same or higher
without consuming additional city staff time.
Interest Calculation Example:
Average Daily Balance $1,500,000
Average Float $ 250,000
Net $1,250,000
Reserve $ 150,000
Amount to be Invested $1,100,000
Federal Rate 1.64%
Monthly Earnings $ 1,804.00
We agree to pay interest earnings based on this formula to the city and will show
such on monthly statements for that month.
Exception:
If the "average daily balance" falls below $ we will pay interest
earnings at the current rate in effect for our commercial accounts.
An alternate method of paying interest on the city's account is attached and
labeled "Exhibit C" which conforms to the requirements above. Differences in
"Definitions" are sho~vn and such shall be considered as an official part of our
RFP.
Definitions of terms used in this proposal:
The amounts to be used will be actual amounts for each item shown in the example.
Average Daily Balance: Daily balances divided by the number of days during the period.
Federal Rate: Average of the previous three month Treasury 3-Month Constant Maturities.
Amount to be Invested/Earnings shall be calculated as follows:
Times
Equals
Times
Equals
Net Available Funds
Earnings Rate/360
Daily Earnings Credit
Number of Days in Statement Period
Earnings to Apply Against Service Charges
City of Chanhassen, MN
Proposal Form
City Banking Services
1 lA. List proposed service charges:
A. Yearly Charges:
Deposit Ticket Charge
Coin Services:
Purchase ($200 twice/year)
Counting ($50 four/month)
Part A Subtotal
Charges
g.
Monthly Charges
Per Item
Charge
Monthly Maintenance Fee
Debits
Credits
Items Deposited
Monthly Check Sorting Fee
NSF Checks
Stop Payment
Wire Transfers
Special Handling
Payroll Processing:
Setup Charge
Additions or Changes
Fee/Payroll
Charge/Item On Us
Other
Monthly Report on Verification
Of Collaterization of Deposits
Total Monthly Charges
Total Monthly Charges x 12 (Part B Subtotal)
ESTIMATED YEARLY CHARGES (PART A+B)
Estimated
Monthly
Activity
1
470
40
2,665
1
1
1
2
0
1
2
2
20
88
Estimated
Monthly
Charges
City of Chanhassen, MN
Proposal Form
City Banking Services
Net Earnings:
Estimated Earnings ~ $1,804 x 12 =
$ 21,648
Estimated Yearly Charges (from page 5) = $
Net Earnings $
1 lB. Which services will the City of Chanhassen be able to perform electronically?
1 lC. Are there additional charges for the electronic access to our account listed in 1 lB?
12.
List other optional services provided by your firm, anticipated benefits of such to the City
and costs of services.
13. Describe aspects of your banking services that distinguish you from other banks.
City of Chanhassen, MN
Proposal Form
City Banking Services
14. Contact Person(s):
Name: Name:
Title: Title:
This proposal, if accepted by the city, shall begin as soon as practicable after January 1, 2003,
and shall remain in force and effect through December 31, 2005. The contract may be canceled
by the bank on or before November 1 of each year. The termination of the contract shall then
become effective on January 1 of the year following notification. The city may cancel by
providing the bank with a 30 day notice. All terms, rates, and other services shall be as stated in
the proposal unless specifically modified and a~eed to by both parties for the term of the
contract.
In submitting this proposal, I (we) understand that the City of Chanhassen reserves the right to
reject any oral proposals, to waive informalities, and to make any award which it considers to be
in the best interest of the city.
Submitted by:
Date:
Authorized Signature:
Print Name:
Title:
Phone Number:
_JO,
CITYOF
CHANHASSEN
T?O0 L!?,e: ~oulevard
PO B::, i47
C-?nssse- MN 55317
Administration
~_.n.-: ~:~.z_,,.1100
:ax' 952.227 1110
Building Inspections
F'-..:ne: 952 227.1180
:ax: 952 227.1190
Engineering
:--:'r.e' 95£.i~7.i160
--a:,:: 952 :'2-.i I70
Finance
:-'_.'~e' :.':'-£ £2T !140
-?.,-: 'J:,.:.,':- ~,~10
Park & Recreation
:- :'-e: }~:: ~,_'~.1120
:;_.,:: }52 "- 11!0
227.1400
22'1404
Planning &
Natural Resources
:~:"e. $~£ £2T.i130
Public Works
~591 Par-' Read
~":ne: %2.227.1300
Fax: 952 227.1310
Senior Center
-~" ;ne: 952 227.1125
--.~., 952.2£'~ 11i0
Web Site
',v:,,', c .char::-assen.rnn.us
MEMORANDUM
TO'
FROM:
DATE:
SUBJECT:
Mayor
City Council
Bruce M. DeJong, Finance Director/~/~/~ ~//
December 6, 2001
Banking Services Request for Proposals
We try to evaluate banking services and other providers on a three year basis. The
banking relationship was last examined in 1999, so the time has come for another
review. The RFP was advertised in the Villager and there are three banks that
have expressed interest serving the city. The proposals are due on Monday
morning, so I will do a tabulation to present to the City Council that evening.
I will make a recommendation on that tabulation.
The City of Chanhassen · A grc,ving community ,',::n clean takes, qua ;y schools, a charm,..!ng do;vmown, lhriving businesses, winding trails, and beautifu! parks. A great place to live, work, and play.
CITY OF CHANHASSEN
PROPOSAL FORM FOR
CITY BANKING SERVICES
Date:
City of Chanhassen
7700 Market Blvd.
Chanhassen, MN 55317
We submit for your consideration the following proposal for providing banking services for the
City of Chanhassen's checking account and provide the general information as requested herein.
A. We will establish a checking account in the name of the City of Chanhassen.
Bo
We will provide the following services: (check those that apply)
Deposit tickets
Acceptance and clearance of all deposited items
Monthly statements of accounts
Activity of analysis reports
Wire transfers in and out
Safekeeping
Direct deposit of payroll (ACH)
Electronic banking
1. Home office and type of institution:
Address:
City:
State:
Zip Code: Telephone:
Charter:
Incorporation:
City of Chanhassen, MN
Proposal Form
City Banking Services
2. Location of facility in the City of Chanhassen (if different from previous address):
3. List normal hours of business:
4. Member of Federal Reserve? Yes
Bank Number:
Magnetic Encoding No:
ABA No:
No
5. Describe wire transfer procedures for federal finds/same day transfers:
o
Describe procedures for direct deposit of payroll services, including processing and
scheduling requirements (city has bi-weekly Friday payday schedule):
City of Chanhassen, MN
Proposal Form
City Banking Services
o
Facilities for safekeeping of securities, etc.:
Held directly? Yes No (if no, list where held)
,
Collateral Requirements: A city depository is required to provide collateral sufficient to
secure the account balance in accordance with Minnesota Statutes 118.01, such collateral
being subject to acceptance by the city. Performance bonds are not an acceptable
substitute for collateral. The range of collateralization is expected to be $2-$10 million.
Describe the type of collateral proposed to be assigned and list the maximum amount
available to the city. Also list any charges for the assi~cmment and maintenance of the
collateral.
.
What are your total number of Chanhassen households and businesses served by your
bank:
Chanhassen
Households:
Chanhassen
Businesses:
City of Chanhassen, MN
Proposal Form
City Banking Services
10.
Interest Earnings: Establishment of an interest bearing account so as to generate interest
earnings for the city as calculated below is required (see "Definitions: which describe
how each term below is to be calculated). An alternate method of paying interest earnings
may be attached if the proposer can demonstrate that the yield will be the same or hi~er
without consuming additional city staff time.
Interest Calculation Example:
Average Daily Balance $1,500,000
Average Float $ 250,000
Net $1,250,000
Reserve $ 150,000
Amount to be Invested $1,100,000
Federal Rate 1.64%
Monthly Earnings $ 1,804.00
We agree to pay interest earnings based on this formula to the city and will show
such on monthly statements for that month.
Exception:
If the "average daily balance" falls below $ we will pay interest
earnings at the current rate in effect for our commercial accounts.
An alternate method of paying interest on the city's account is attached and
labeled "Exhibit C" which conforms to the requirements above. Differences in
"Definitions" are shown and such shall be considered as an official part of our
Definitions of terms used in this proposal:
The amounts to be used will be actual amounts for each item shown in the example.
Average Daily Balance: Daily balances divided by the number of days during the period.
Federal Rate: Average of the previous three month Treasury 3-Month Constant Maturities.
Amount to be Invested/Earnings shall be calculated as follows:
Times
Equals
Times
Equals
Net Available Funds
Earnings Rate/360
Daily Earnings Credit
Number of Days in Statement Period
Eamings to Apply Against Service Charges
City of Chanhassen, MN
Proposal Form
City Banking Services
1 lA. List proposed service charges:
A. Yearly Charges:
Deposit Ticket Charge
Coin Services:
Purchase ($200 twice/year)
Counting ($50 four/month)
Part A Subtotal
Charges
B.
Monthly Charges
Per Item
Charge
Monthly Maintenance Fee
Debits
Credits
Items Deposited
Monthly Check Sorting Fee
NSF Checks
Stop Payment
Wire Transfers
Special Handling
Payroll Processing:
Setup Charge
Additions or Changes
Fee/Payroll
Charge/Item On Us
Other
Monthly Report on Verification
Of Collaterization of Deposits
Total Monthly Charges
Total Monthly Charges x 12 (Part B Subtotal)
Estimated
Monthly
Activity
1
470
40
2,665
1
1
1
2
0
1
2
2
20
88
Estimated
Monthly
Charges
ESTIMATED YEARLY CHARGES (PART A+B) $
City of Chanhassen, MN
Proposal Form
City Banking Services
Net Earnings:
Estimated Earnings ~ $1,804 x 12
$ 21,648
Estimated Yearly Charges (from page 5) - $
Net Earnings $
1 lB. Which services will the City of Chanhassen be able to perform electronically?
11C. Are there additional charges for the electronic access to our account listed in 1 lB?
12.
List other optional services provided by your firm, anticipated benefits of such to the City
and costs of services.
13. Describe aspects of your banking services that distinguish you from other banks.
City of Chanhassen, MN
Proposal Form
City Banking Services
14. Contact Person(s):
Name: Name:
Title: Title:
This proposal, if accepted by the city, shall begin as soon as practicable after January 1, 2003,
and shall remain in force and effect through December 31, 2005. The contract may be canceled
by the bank on or before November 1 of each year. The termination of the contract shall then
become effective on January 1 of the year following notification. The city may cancel by
providing the bank with a 30 day notice. All terms, rates, and other services shall be as stated in
the proposal unless specifically modified and a~eed to by both parties for the term of the
contract.
In submitting this proposal, I (we) understand that the City of Chanhassen reserves the right to
reject any oral proposals, to waive informalities, and to make any award which it considers to be
in the best interest of the city.
Submitted by:
Date:
Authorized Signature:
Print Name:
Title:
Phone Number:
CITYOF
CHANH SEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1!90
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fa',.'.: 952.227.1110
Park & Recreation
Phone: 952.227.i120
Fa:,:: 952.227.ii i0
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.I400
Fax: %2227.1,494
Planning &
Natural Resources
Phone: 95__..227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fa>:: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
':,v,v,'.ci.chanhassen.mn.us
MEMORANDUM
TO:
FROM:
DATE:
Mayor & City Council
Todd Gerhardt, City Manager
December 3, 2002
SUB J:
Chanhassen Library Coffee Shop
BACKGROUND
This past May, the City Council approved a Request for Proposal for the private
development of a coffee area in the new Chanhassen Library. We did not receive any
proposals back from our request. Staff did call several vendors and they were not
interested in being a part of our library development. However, the "Friends of the
Library" are still very interested in a cooperative venture between the City, Friends of the
Library, and Dunn Brother's Elliott Park to create a full service coffee shop in the new
library.
A summary of their proposal consists of the following (see Attachment #1 for detail):
· The city would incur the entire cost of developing the coffee area. Estimated
construction costs are between $80,000 - $120,000.
They are proposing a base rent of $250 per month; plus 2% of sales (See
Attachment #2 for proposed total rent based on sales). The minimum rent would
be $520 per month.
· They also want first right of refusal on food used in the large meeting room
space.
· Signs on the building advertising the coffee area.
· The Friends have also asked that all rent proceeds be returned to them for
programming activities in the new library.
RECOMMENDATION
Staff cannot recommend approval of the proposal development of the coffee area that
does not meet the following criteria:
o
.
The city must receive rent that will cover the principal and tenant improvements
(see Attachment #2 for examples).
The city must have a personal guarantee for all improvements.
ATTACHMENTS
1. Friends of Library proposal.
2. Chanhassen Library Coffee Shop Rent Analysis.
The City of Cflanflassen · ;, g.,'o:','ir}g c~mmunily with ctean lakes, quality schools, a charming downtown, thriving businesses, winding frails, and beautiful parks. A geat place to live, work, and play.
July 17, 2002
Dear Todd,
This proposal does more than encompass the coffee shop for the new Chanhassen Library. It
is actually a proactive approach to define a viable and effective working relationship between the
City of Chanhassen and the Friends of the Chanhassen Library.
The Friends have shared our strategic plan with you and the council, and we have heard from
all of you that you are supportive and willing to work with us.
Therefore, we respectfully request that the rental income from the caf~/coffee shop be
funneled to the Friends organization, a 501c3 entity, to support our endeavors for the Chanhassen
Library and the residents.
As you know, we are already developing a fundraising campaign to further improve the
offerings of the library, to establish an endowment, and to purchase artwork and amenities for
the library and the park area~ Furthermore, we are expanding many programs and activities to
attract more residents to the library.
DMP has agreed to the terms and conditions of operation as specified in this letter. The
requirements listed in the RFP were the guidelines that we used to ensure that the city' s
expectations were being achieved. (We hope that we did not overstep our boundaries, but really
felt it was necessary to qualify their interest with some of the detailed discussion before
forwarding this proposal on to you.)
The City and Friends of the Chanhassen Library are aware that, for any new cafe, monthly
revenues are built up over the course of 12 to 24 months. Therefore, we have devised a rent
structure that is more lenient in the initial months of operation, and then becomes more rigorous
as the business grows.
A portion of the rental amount would be paid in the form of complimentary product to be used
to support Friends and library-related activities. For exmnple, the Friends could create a reading
card that, when totally completed by a child, could be turned in for a free beverage at the caf6.
Or, if someone were to bring in a healthy donation of books for the used book sales, we may
thank them with a coupon for a free beverage. Caraffes of coffee could be provided to book
clubs or to guests at author talks or event. Pre-schoolers attending storytime hour could be
treated to milk and cookies afterwards. (The purpose of the complimentary product is NOT to
benefit individual Friends members.)
The monetary portion of the rent will be calculated using a base lease payment and a
percentage of sales.
DMP has signed a letter of intent with us stating that they will agree to the following terms
and conditions subject to approval by the City of Chanhassen. The Friends do not warrant that
they are empowered to negotiate on behalf of the City. Where "DMP" is referred to in the text, it
may be read as "DMP or its assigns."
Todd, the Friends of the Chanhassen Library sincerely appreciate your willingness to work
with us on this concept, and look forward to the meeting between you and Christine and David
from DMP on Monday.
Sincerely,
Jill Shipley
I. In consideration of assuming the caf6 service in the New Chanhassen Library,
DMP,Inc. will perform the following duties and responsibilities:
1 ) Depending on the City of Chanhassen, DMP will sign a 3 to 5 year lease with a 3 to 5 year
option with the City of Chanhassen agreeing to the following terms and conditions:
A) DMP will provide the following:
1. All necessary professional equipment, including installation, to perform the
function of the coffee area including, but not limited to, beverage equipment,
coolers, dishwashers, and glass display cases
2. Signage and menu boards approved by the City with the exception that the
City will include a sign for the caf6 on or sufficiently near the monument sign
denoting the library.
B)
DMP will carry its own liability insurance. DMP will be responsible for securing and
maintaining in full force at least $1 million in liability insurance coverage, with the City of
Chanhassen and the Friends of the Chanhassen Library named as additional insured.
Operator will also carry their own business personal property insurance covering all
equipment and inventory. Operator will also carry workers compensation insurance as
required by law. Operator will provide to the City certificates of insurance for all
applicable policies. The operator will hold the City harmless for all liability arising from
participation in a lease from the City of Chanhassen. The City is not responsible from
theft, damage, or loss of property.
DMP will hold the City and Friends of the Chanhassen Library harmless
and indemnify them from all liability and losses imposed upon them or suffered by them
arising out of the lease and the operation of the caf6 in the new Chanhassen Library.
c)
DMP agrees to provide complimentary products for library and Friends' activities valued
at $4000 retail value (approximately $330 a month) the first two years. The retail value
will increase 4% each year thereafter. These products will be provided at the request of
the Friends. In addition, DMP will also make a monthly rent payment to FoCL or the
City based on the following schedule and formula calculation.
The first three months of business the rent will be the base lease payment of $250.
Thereafter, the rent will be calculated by applying the values in the following chart to the
prior month's gross revenues (not including sales of Friends' products).
Monthly Gross Revenues
$0 - $15,000
$15,001 - $20,000
$20,001 - $25,000
$25,001 - $30,000
Base Lease Payment Percentage of Sales
$250 2%
$425 3%
$5oo 4%
$500 4%
$30,001 - $35,000
$35,001 - $40,000
$750 4%
$750 5%
D) In the event that the Friends are able to provide capital funding for the purchase of the
professional equipment described in Section 1.1 .A.1, DMP will lease the equipment from
them at a market-value lease rate.
E) If DMP is delinquent for 30 days or longer in paying any rental amounts owed under the
agreement, DMP will pay an interest fee of 1.5% of the amount owed, accrued monthly
until the payment is made in full.
F) DMP will be granted the right of first refusal to provide food and beverages to any
persons/groups utilizing the Community Room.
G) DMP will develop, implement and monitor a dynamic marketing and promotional plan,
taking into account comments from the Friends and other organizations in Carver
County, for the expressed purpose of expanding market share within the opportunities
afforded by the New Chanhassen Library. The costs of the marketing and promotional
efforts for the cafg will be the responsibility of DMP.
H)
DMP will abide by the additional terms listed in the Request For Proposals, City of
Chanhassen Public Library Coffee Area in Section V. C. Business Terms, numbered 3
through 7, and D. Operating Standards, numbered 1 and 2.
The City will provide a secure gate between the entrance to the cafg and the interior of
the library to allow the caf~ to provide services to morning customers when the library is
not open.
J)
If at any time the regularly scheduled hours of the library are set so that the library is
open less than 50 hours per week, DMP may resign the lease without penalty upon
providing the Friends with 30 days notice.
K) Final implementation of this agreement is contingent upon bank approval of financing for
DMP, Inc.
2)
3)
4)
5)
DMP will be legally responsible for all operational aspects of the cafe, including, but not
limited to, hiring, training, scheduling, supervising, inventory control, removal of wastage to
City-provided containers, and will provide daily cash reports to the Friends.
DMP will be fully responsible to State and City health authorities for all health regulations for
food and beverage services provided by the Operator. DMP will hold the City and FoCL
harmless and indemnify them from all liability and losses imposed upon them or suffered by
them arising out of the lease and the caf6 service in the new Chanhassen Library.
DMP will provide point-of-sale services for Friend and book-related items and will remit all
gross revenues for these items to the Friends.
DMP will cooperate with the Friends and the City to provide specialty promotions for the
purpose of building community, enhancing public gatherings, and increasing usage of the
library.
Sincerely,
Jill Shipley
I. In consideration of assuming the caf~ service in the New Chanhassen Library,
DMP,Inc. will perform the following duties and responsibilities:
1 ) Depending on the City of Chanhassen, DMP will sign a 3 to 5 year lease with a 3 to 5 year
option with the City of Chanhassen agreeing to the following terms and conditions:
A) DMP will provide the following:
1. All necessary professional equipment, including installation, to perform the
function of the coffee area including, but not limited to, beverage equipment,
coolers, dishwashers,' and glass display cases
2. Signage and menu boards approved by the City with the exception that the
City will include a sign for the caf~ on or sufficiently near the monument sign
denoting the library.
B)
DMP will carry its own liability insurance. DMP will be responsible for securing and
maintaining in full force at least $1 million in liability insurance coverage, with the City of
Chanhassen and the Friends of the Chanhassen Library named as additional insured.
Operator will also carry their own business personal property insurance covering all
equipment and inventory. Operator will also carry workers compensation insurance as
required by law. Operator will provide to the City certificates of insurance for all
applicable policies. The operator will hold the City harmless for all liability arising from
participation in a lease from the City of Chanhassen. The City is not responsible from
theft, damage, or loss of property.
DMP will hold the City and Friends of the Chanhassen Library harmless
and indemnify them from all liability and losses imposed upon them or suffered by them
arising out of the lease and the operation of the caf~ in the new Chanhassen Library.
c)
DMP agrees to provide complimentary products for library and Friends' activities valued
at $4000 retail value (approximately $330 a month) the first two years. The retail value
will increase 4% each year thereafter. These products will be provided at the request of
the Friends. In addition, DMP will also make a monthly rent payment to FoCL or the
City based on the following schedule and formula calculation.
The first three months of business the rent will be the base lease payment of $250.
Thereafter, the rent will be calculated by applying the values in the following chart to the
prior month's gross revenues (not including sales of Friends' products).
Monthly Gross Revenues
$0 - $15,000
$15,OOl - $20,000
$20,001 - $25,000
$25,001 - $30,000
Base Lease Payment Percentage of Sales
$250 2%
$425 3%
$5oo 4%
$5oo 4%
$30,001 - $35,000
$35,001 - $40,000
$750 4%
$75o 5%
D) In the event that the Friends are able to provide capital funding for the purchase of the
professional equipment described in Section 1.1 .A.1, DMP will lease the equipment from
them at a market-value lease rate.
E) If DMP is delinquent for 30 days or longer in paying any rental amounts owed under the
agreement, DMP will pay an interest fee of 1.5% of the amount owed, accrued monthly
until the payment is made in full.
F) DMP will be granted the right of first refusal to provide food and beverages to any
persons/groups utilizing the Community Room.
G) DMP will develop, implement and monitor a dynamic marketing and promotional plan,
taking into account comments from the Friends and other organizations in Carver
County, for the expressed purpose of expanding market share within the opportunities
afforded by the New Chanhassen Library. The costs of the marketing and promotional
efforts for the caf~ will be the responsibility of DMP.
H)
DMP will abide by the additional terms listed in the Request For Proposals, City of
Chanhassen Public Library Coffee Area in Section V. C. Business Terms, numbered 3
through 7, and D. Operating Standards, numbered 1 and 2.
The City will provide a secure gate between the entrance to the cafb and the interior of
the library to allow the caf~ to provide services to morning customers when the library is
not open.
J)
If at any time the regularly scheduled hours of the library are set so that the library is
open less than 50 hours per week, DMP may resign the lease without penalty upon
providing the Friends with 30 days notice.
K) Final implementation of this agreement is contingent upon bank approval of financing for
DMP, Inc.
2)
3)
4)
5)
DMP will be legally responsible for all operational aspects of the cafe, including, but not
limited to, hiring, training, scheduling, supervising, inventory control, removal of wastage to
City-provided containers, and will provide daily cash reports to the Friends.
DMP will be fully responsible to State and City health authorities for all health regulations for
food and beverage services provided by the Operator. DMP will hold the City and FoCL
harmless and indemnify them from all liability and losses imposed upon them or suffered by
them arising out of the lease and the caf~ service in the new Chanhassen Library.
DMP will provide point-of-sale services for Friend and book-related items and will remit all
gross revenues for these items to the Friends.
DMP will cooperate with the Friends and the City to provide specialty promotions for the
purpose of building community, enhancing public gatherings, and increasing usage of the
library.
II. In consideration of the above terms, the Friends of the Chanhassen Library will
broker this agreement to the City of Chanhassen for approval, and will assume
the following duties and responsibilities:
1)
The Friends will serve as the City's designated supervisor and liaison between DMP and
the City of Chanhassen to ensure that the caf6 complies with all the city's criteria of service,
cleanliness and quality. (DMP is responsible to the State and City Health Authorities for all
health regulations. See 1.3 above.)
2)
The Friends will work with DMP,Inc. the City's appointed Library Design team, and the
City's architects to try to create a space that is acceptable functionally to DMP and
acceptable aesthetically to the design team, but the Friends do not warrant that they can
require changes by the city, its design team, or its architects.
3) The Friends will try to work with DMP, Inc. to create and implement a marketing plan and
specialized promotions befitting the activities of the library and the park.
4) The Friends will continue to provide representation of the desires and expectations of
the community of Chanhassen with regard to light food and beverage service.
Business Proposal
"Friends' CafC'
July 2002
I. Administrative
The Friends of the Chanhassen Library (FoCL) wish to provide the citizens of Chanhassen with
an additional amenity to enhance their usage and enjoyment of Chanhassen's new community
landmark - the library and Library Commons. FoCL's desire is to create a cafd that can serve
the light beverage and snack needs of the hundreds of people who will patronize either the
library or the park. The residents of Chanhassen identified a cafd or coffee shop as something
they desired when MS&R initially held community input meetings to generate a needs
assessment. As a result, square footage for a card was ultimately allocated within the needs
assessment and was a component of the referendum.
The Friends' Cafd, tentatively named "Food for Thought," is envisioned as a cooperative venture
between the City of Chanhassen, the Friends of the Chanhassen Library and Dunn Bros Elliot
Park. The presence of the card will help establish the park and library as a true community
gathering place, providing comfortable and pleasant surroundings where children and adults of
all ages can work, meet, study, relax, or simply enjoy conversation. The culture of libraries has
changed over the years from quiet, stuffy places to dynamic and friendly destinations that do
allow food and beverages to be consumed. Just as popcorn and a drink are an expected part of
attending a movie or sporting event, library goers are becoming accustomed to drinking their
soda or latte while reading or studying. In addition, the plaza and park area present a wonderful
venue for entertainment or programs like jazz concerts, art shows or farmers' markets. PoCL
wants to ensure that the opportunity to purchase a cold lemonade on a hot evening is a part of
these experiences.
Chanhassen's downtown area has always been a very strong positive feature of the community,
and the addition of the new library and park is certain to increase our pride and usage even more
dramatically. The Friends feel it is important to look to that future and make sure that the
amenities desired by our residents are thoughtfully and deliberately planned for in that area. Our
mission and our nonprofit status enables us to provide this opportunity in a way that guarantees
the community will benefit a second time when any potential profits are then reinvested back
into the community via Friends' programs and missives.
The Friends of the Chanhassen Library's mission is to make the Chanhassen Library and park
area more pleasant and more convenient to use by providing light food and beverage service.
FoCL will create an atmosphere such that the library will be regarded as "the" place to gather.
We will provide quality products and excellent service in a beautiful and dean environment so
the cafd is recognized as a community service to Chanhassen residents - one they will value and
appreciate.
The Friends' Cafd will have several objectives:
It will make the library entrance into a more friendly and welcoming experience with a
smiling person to greet patrons, rather than a bank of vending machines.
· A human presence will increase the security and supervision level of the front lobby area.
· It will fulfill the expectations of residents who desire the ability to pick out a book, purchase
a beverage or snack, and go outdoors to read.
The availability of in-house food and beverage service will provide great convenience to
community groups and organizations that convene in the meeting room.
· It will help promote the new library and downtown Chanhassen, and will be a reliable partner
to the library and the city.
· It will be financially stable so the cafd managing company can realize the necessary return on
its investment.
· It will allow the library to provide snacks like milk and Teddy Grahams to children arriving
for story times.
· It will provide goods and services strongly complementary to library functions, thus
enhancing the experience of library patrons and encouraging library usage by nontraditional
customers.
· It will provide at least six new skilled or semi-skilled jobs at competitive wages, and will
participate in the broader community by utilizing local suppliers to the extent possible.
· It will have the capability to help make the Chanhassen Library the best library around, just
as Kara Wickenhauser has made the Chanhassen Senior Center the best senior center around.
The keys to success for the Chanhassen Library cafd will be to provide products and services of a
selection, quality and price that will develop a loyal customer base among regular library patrons
and that will also attract new customers to both the store and the library. Since the library is
dramatically expanding in size and the resulting usage levels can only be estimated, keeping
development and operating costs low during the first year or two will be critical. Experienced
management will also be essential in a location with a limited market and significant
competition, as will a close working relationship with the Friends of the Library and other library
partners.
II. Program
1. Experience and Background
The Friends of the Chanhassen Library (FoCL) have consulted with many food and beverage
service operators, from private coffee shop owners to corporations providing turnkey services.
We have explored and evaluated the services offered within various libraries throughout the
country and, after extensive research, have located a company that we feel could provide the
ideal configuration for this service within Chanhassen.
FoCL has chosen DMP, Inc. with whom to pursue this opportunity. DMP would run "Friends'
Cafe" as a "proudly serving Dunn Bros coffee" independent caf~ responsible to a management
team consisting of representatives from the city, the county library system, and the Friends of the
Chanhassen Library.
David Przetycki, the founder of DMP, Inc., has more than 15 years of experience in service-
based retail businesses, including nearly two years as the owner/operator of Dunn Bros Elliot
Park. Christine Watt, an associate in DMP, Inc. and the financial and operations manager of
Dunn Bros Elliot Park, has several years of experience in the field of economic development and
is also a business consultant.
Management Team - "Friends Cafe"
David M. Przetycki
Vi sion-Man agemen t-M arketi ng-S ales
Christine M. Watt
Controller-Operations
Advisors
Jill Shipley
Friends of the Library
952-496-3526
Representative
City of Chanhassen
Representative
Chanhassen Library
or Carver County Library System
Bo Snuggerud, CPA
7887 Fuller Rd #117
Eden Prairie, MN 55347
952-939-0443
Steve Press
Attorney at Law
1421 Park Avenue
Minneapolis, MN 55404
612-338-8927
2. Operations Concept
a) Design
The card will be built in a 306 square foot space at the entrance to the new Chanhassen Library.
This location will provide a "captive market" of library patrons and people attending meetings in
the auditorium adjacent to the cafe, as well as convenient access for city hall workers and people
enjoying the park to be developed next door.
b) Equipment
coffee grinder/brewer with 3 airpots
two or three shot espresso machine
soup warmer
blender
4 ft. undercounter refrigerator
6 ft. two-door refrigerator
6 ft. two-door freezer
4 ft. stainless steel work table
undercounter convection oven
ice machine
30" pastry case
4 ft. refrigerated deli case
cash register
doser grinder
microwave oven
4-gallon ice cream freezer
c) Menu and Suppliers
We are proposing a menu with sufficient variety to appeal to the variety of age groups who will
be using the library and also congregating in the park area. We anticipate that it will be adapted
and fine-tuned often during the first two years so that it will reflect the wishes of the community.
Because we are partnering with an independent rather than a large corporation, we will be able to
be creative, flexible and rapidly responsive.
The menu we are proposing will consist of coffee, espresso drinks, tea, Italian sodas, bottled
water, bottled juices, pop, fresh pastries, soup, sandwiches, ice cream and miscellaneous snack
items.
Local suppliers and/or free delivery services will be used to the extent possible. Branded coffee
products will be delivered on a semi-weekly basis from the Dunn Bros Elliot Park store.
Menu:
Coffee Frozen Latte
12 oz. $1.35 14 oz. $2.75
16 oz. $1.55 20 oz. $3.40
20 oz. $1.75
Latte/Au Lait/Cappucino
12 oz. $2.30
16 oz. $2.70
20 oz. $3.10
Mocha/Caramel Latte
12 oz. $2.60
16 oz. $3.00
20 oz. $3.40
White Mocha/Caramel Mocha Latte
12 oz. $2.90
16 oz. $3.30
20 oz. $3.70
Frozen Mocha/Caramel Latte
14 oz. $3.05
20 oz. $3.70
Frozen White/Caramel Mocha
14 oz. $3.35
.20 oz. $4.00
Frozen Chai
14 oz. $2.55
20 oz. $3.15
Smoothies
14 oz. $2.95
20 oz. $3.75
Espresso
3 oz. $1.25
6 oz. $1.75
extra shot $.50
Americano
12 oz. $1.75
16 oz. $2.05
20 oz. $2.40
Italian Soda
14 oz. $1.55
20 oz. $1.95
Iced Tea
14 oz. $1.35
20 oz. $1.75
Koala Cookies $1.70
Depth Charge/Hot Chocolate
12 oz. $1.75
16 oz. $2.15
20 oz. $2.55
Tea $1.55
Premium Tea $1.95
Chai Latte
Biscotti $1.30
Pastries $1.65
muffins - regular and lowfat
scones
baby bread loaves
turnovers
caramel rolls
croissants - plain, chocolate and almond
12 oz.
16 oz.
20 oz.
Flavor Shot
Cornbread
Chips
$2.55
$2.95
$3.25
$.35
$.75
$.75
danishes
bagels with cream cheese
Sandwiches
whole $5.25
half $3.75
Soup
Cup $2.25
Bowl $3.35
Suppliers:
Coffee
Paper Goods
Milk Products
Pastries
Drink Mixes
d) Hours of Operation
Monday through Thursday:
Friday:
Saturday:
Sunday:
Dunn Bros Elliot Park
Johnson Paper
Clover Distributing
French Meadow Bakery
Lurid Distribution
7:30 am to 9:00 pm
7:30 am to 5:00 pm
10:00 am to 5:00 pm
1:00 pm to 5:00 pm
e) Staffing
As CUlTently envisioned, "Friends' Cafe" will require an assistant manager 20 hours per week,
who will be directly answerable to the Dunn Bros/FoCL management team. This person will be
responsible for daily operations including scheduling, oversight and (after initial start-up)
training of counter staff; inventory control; and daily cash reports. In order to adequately carry
out these duties, this person will need to have at least two years of experience in food service
operations including inventory, financial and personnel management. He or she will also need to
have or be able to obtain certification training in food handling and preparation that has been
approved by the State of Minnesota Department of Environmental Health and Safety.
The cafd will also require five counter staff persons at 15 to 20 hours per week each, whose
duties will include drink preparation, food and drink service, running the cash register,
restocking supplies, and maintaining the appearance and cleanliness of the space. These
employees will need to have a proven work history with consistently high performance
evaluations including at least one year of experience in customer service and cash control.
f) Catering
The Dunn Bros Elliot Park store caters a full array of on and off-site events. Services range from
coffee and pastries (including condiments and serving ware) for breakfast meetings to providing
linens, food, beverages and staff for white-tablecloth luncheons. The store also offers mobile
espresso cart service for up to 1,000 people.
3. Quality Control
Dunn Bros is noted for delivering fresh-roasted, quality coffee to customers at a fair price. The
company concentrates on providing prompt, friendly service in a clean, comfortable
environment. Each franchisee must commit to provide customers with the best products and best
service possible and must follow corporate production, roasting and operating standards.
This commitment to quality starts with ensuring that all employees receive rigorous and
thorough training in all aspects of food and customer service, so that state health and safety
requirements are consistently met and customers' needs are consistently made a top priority. As
part of their training, all employees will be provided with a written operations manual. Where
appropriate, written documentation will be required (i.e. shift task checklist, soup time and
temperature log).
The Elliot Park store roasts coffee beans daily, and will provide them to the Chanhassen Library
Cafd on a twice-weekly basis. Company policy requires that a pot of coffee never be allowed to
sit for more than an hour before being discarded and a fresh pot made.
Pastries will be ordered from a supplier that makes them fresh each day. Depending on
minimum order requirements and demand, pastries will be delivered either daily or every two
days. Left over pastries will be wrapped and marked as "day old," and sold at half price for one
day. Any left at that time will be discarded and tracked on a "waste log" to ensure appropriate
modification of future orders.
All food and beverage products will be ordered from reputable suppliers. Milk products will be
delivered to the cafd twice a week. Other less perishable beverage and food items will be
delivered to the cafd once a week. Inventory will be stored and served according to health
department standards. Expiration dates will be checked daily. If any item reaches its expiration
date before being used or sold, it will be discarded and tracked on the waste log to ensure
appropriate modification of future orders.
4. Advertising and Promotions
There are four primary markets for "Food for Thought." The largest is obviously library patrons.
The others are people who use the library meeting facilities, employees and government officials
from the adjacent City Hall, and community members who will be using the park. Initially, cafd
hours and product selection will focus on meeting the needs of library patrons, which are
expected to make up 75 percent or more of gross revenues during the first year of operation. The
1000 percent increase in the size of the library along with the growing population of Chanhassen
is anticipated to result in an initial traffic flow of approximately 700 people a day through the
new library. Once the park is completed, marketing can be expanded to attract more customers
from the immediate area.
Initial advertising will be carried out in conjunction with promotions for the opening of the new
library, and will focus on the expanded products and services it will offer. A discount for library
employees will be a part of the partnership agreement between FoCL and DMP. In addition, a
temporary discount and a special "public employees" day will help attract customers from City
Hall, and snack or meal services will be advertised in conjunction with the availability of the
meeting room. We would also like to have a "right of first refusal" agreement for providing food
services to users of the meeting room.
Ongoing promotions will include such programs as a "milk and cookie" special for story time; a
senior citizen discount; some kind of after-school snack special which will be determined
through input from local elementary and high school students; and a "happy hour" special on
coffee during the last hour of each day. A once-a-week or once-a-month afternoon tea may also
be featured. Special promotions will be designed to coincide with and support activities in the
park once it is completed.
In addition, the purchase of a coffee cart, a hotdog and popcorn cart, or some combination of the
two is being considered. This amenity would be available to nonprofit groups for fundraising
events, and would feature the logo and name of the caf6 and the library.
Because of the unique nature of the location within a library, it will be critical to review and
evaluate product offerings and promotions on an ongoing basis to ensure that the needs and
desires of all segments of community members and library patrons are being met. Continuous
involvement by all cafd partners and advisors will help achieve this goal.
$. Management Philosophy
The management philosophy of the "Friends' Cafe" will be to treat customers and employees
with respect and appreciation, and to provide prompt, friendly service in a clean, comfortable
environment. The caf6 will commit to provide customers with the best products and best service
possible, and to continuously be aware of self-improvement as a means to further success. We
will enthusiastically meet challenges to improve products and services, and will stress financial
competency and accountability. Above all, the cafe will use integrity and ethics in all its
business decisions.
Only employees with proven work histories and excellent customer service records will be hired.
Pay levels will be set to ensure that talented individuals are attracted and retained. Each
employee will be thoroughly trained in all aspects of food and drink preparation and customer
service standards and expectations, so that customers' needs are consistently made a top priority.
As part of their training, all employees will be provided with a written operations manual. A
skilled and enthusiastic on-site assistant manager witl help ensure that standards are consistently
met. The participation of the Friends of the Chanhassen Library will also assist with the
recruitment and selection of well-qualified staff.
®
Financials
a) Financial Plan
b)
c)
d)
Total Equipment
Total Inventory
Total Other (accounting, advertising, legal
insurance, personnel training, etc)
Starting Cash Balance
$25,000
5,000
10,650
Total Required Financing
$45,65O
The financing will be procured by a bank loan and by equity investment.
Projected P & L
Attached
Balance sheet for DMP will be provided.
Credit References
Associated Bank
Attn: Kathy O'Brien
1801 Riverside Avenue
Minneapolis, MN 55458-2419
Espresso Midwest
535 Lyndale Ave. S.
Minneapolis, MN 55419
612-825-4167
Pannini
2010 E. Hennepin Ave. #19
Minneapolis, MN 55413
952-808-3888
5,000
d) Rent
It is difficult to determine a reasonable and fair rent for this area because it is such a new
concept for Chanhassen. Traffic flow into the new library is unpredictable, but certain to
be much greater than at the existing facility.
DMP agrees to provide complimentary products for library and Friends' activities valued
at $4000 retail value the first two years. The retail value will increase 4% each year
thereafter. These products will be provided at the request of the Friends. In addition,
DMP will also make a monthly rent payment based on the following schedule and
formula calculation.
The first three months of business the rent will be the base lease payment of $250.
Thereafter, the rent will be calculated by adding the amount of the base lease payment
based on the prior month's gross revenue to the percentage of sales multiplied by the
prior month's gross revenue (not including sales of Friends' products.)
Monthly Gross Revenues
Base Lease Payment
Percentage of Sales
$0 - $15,000
$15,001 - $20,000
$20,001 - $25,000
$25,001 - $30,000
$30,001 - $35,000
$35,001 - $40,000
$25O 2%
$425 3%
$5OO 4%
$5OO 4%
$75o 4%
$75o 5%
e) Qualifications
The Friends of the Chanhassen Library have chosen DMP, Inc. for several reasons:
We like their association with the Dunn Bros corporation because Dunn Bros has the
reputation of providing quality products in friendly, clean environments.
· Dunn Bros, as a corporation, has carved a niche for itself in the Twin Cities as an extremely
community-oriented business. Several libraries in the metro area are already working with
them (i.e. Rosedale and Ridgedale), and Dunn Bros has proven itself to be a cooperative
partner in these ventures.
· David Przetycki has proven his ability to develop the type of community gathering
atmosphere that we will desire in our library. His existing coffee shop is located in the Elliot
Park neighborhood of Minneapolis. Elliot Park was looking for a business partner who could
help revitalize the area, and because Dunn Bros corporation had a reputation for community
concern and cooperation, and allowed the necessary flexibility to be innovative, the
neighborhood chose to work with Dunn Bros to create a gathering place that would improve
the atmosphere of the area.
Mr. Przetycki has expressed a strong willingness to be flexible and adaptive to the specific
wishes and needs of Chanhassen residents.
DMP, Inc. is experienced and knowledgeable in the business already, and will be able to
provide excellent customer service from the first day of operation.
Chanhassen Library Coffee Shop Rent Analysis
10 Year Period
~rincipalfrenant Improvements
~.ate
['erm in years
Loan Payment
0% Profit
;ales Needed to Pay Rent
per Square Foot
ncipal/Tenant Improvements
',ate
?erm in years
Loan Payment
0% Profit
Needed
;ales Needed to Pay Rent
per Square Foot
Improvements
?erm in years
Loan Payment
lities
0% Profit
..nt Needed
;ales Needed to Pay Rent
per Square Foot
$ 100,000
6.50%
10
$1,135.48
$85.00
$1,220.48
$122.05
$1,342.53
$21,000
$32.22
80,000
6.50%
10
$908.38
$85.OO
$993.38
$99.34
$1,092.72
$21,000
$26.23
120,000
6.50%
10
$1,362.58
$85.00
$1,447.58
$144.76
$1,592.33
$28,ooo
$38.22
Number of
customers needed
Total daffy to meet
Monthly Sales Base Rent % of Sales Rent sales
$ 1,000 $ 250 2% $ 270 8
$ 2,000 $ 250 2% $ 290 16
$ 3,000 $- 250 2% $ 310 24
$ 4,000 $ 250 2% $ 330 32
$ 5,000 $ 250 2% $ 350 40
$ 6,000 $ 250 2% $ 370 48
$ 7,000 $ 250 2% $ 390 56
$ 8,000 $ 250 2% $ 410 64
$ 9,000 $ 250 2% $ 430 72
$ 10,000 $ 250 2% $ 450 80
$ 11,000 $ 250 2% $ 470 88
$ 12,000 $ 250 2% $ 490 96
$ 13,000 $ 250 2% $ 510 104
$ 14,000 $ 250 2% $ 530 112
$ 15,000 $ 250 2% $ 550 120
$ 16,000 $ 425 3% $ 905 128
$ 17,000 $ 425 3% $ 935 136
$ 18,000 $ 425 3% $ 965 144
$ 19,000 $ 425 3% $ 995 152
$ 20,000 $ 425 3% $ 1,025 160
$ 21,000 $ 500 4% $ 1,340 . 168
$ 22,000 $ 500- 4% $ 1,380 176
$ 23,000 $ 500 4% $ 1,420 184
$ 24,000 $ 500 4% $ 1,460 192
$ 25,000 $ 500 4% $ 1,500 200
$ 26,000 $ 500 4% $ 1,540 208
$ 27,000 $ 500 4% $ 1,580 216
$ 28,000 $ 500 4% $ 1,620 224
$ 29,000 $ 500 4% $ 1,660 232
$ 30,000 $ 500 4% $ 1,700 240
$ 31,000 $ 750 4% $ 1,990 248
$ 32,000 $ 750 4% $ 2,030 256
$ 33,000 $ 750 4% $ 2,070 264
$ 34,000 $ 750 4% $ 2,110 272
$ 35,000 $ 750 4% $ 2,150 280
$ 36,000 $ 750 5% $ 2,550 288
$ 37,000 $ 750 5% $ 2,600 296
$ 38,000 $ 750 5% $ 2,650 304
$ 39,000 $ 750 5% $ 2,700 312
$ 40,000 $ 750 5% $ 2,750 320
Rent projections as provided in proposed contract language
Customer projections based on spending $5 per visit
and 25 business days per month
12/2/2002
COST/BENEFIT ANALYSIS
OF
REHABILITATION VERSUS
RECONSTRUCTION (Pavement Management)
OF PAVEMENTS
IN THE CITY OF
CHANHASSEN MINNESOTA
November 15tn 2002
Prepared by: Teresa Burgess, Public Works Director/City Engineer
Pavement Management Cost Benefit Analysis Page 1
Table of Contents
Table of Contents ............................................................................................................... 1
I. Executive Summary .................................................................................................... 2
II. Construction Costs ...................................................................................................... 2
Table 1 -New Construction ................................................................................ 4
Table 2 - Reconstruction ..................................................................................... 4
Table 3 - Rehabilitation (Mill & Overlay) .......................................................... 5
III. Maintenance Costs ..................................................................................................... 5
Table 4 - Cost for Thin Overlay .......................................................................... 6
IV. Comparison of Life Cycle Costs for Reconstruction Versus Rehabilitation .............. 6
Table 5 - Comparison of Life Cycle Costs ......................................................... 6
V. Discussion of Non-Quantifiable Costs ........................................................................ 7
VI. Summary ............................................................................................................... 7
Pavement Management Cost Benefit Analysis Page 2
I. Executive Summary
This report presents a cost/benefit analysis of a Proactive Pavement Management Program. Specifically,
the report discusses the relative costs of Rehabilitation versus Reconstruction.
Pavement Management is the City's Practices and Policy concerning pavement maintenance. The City of
Chanhassen has recently switched from a reactive Pavement Management Program, all streets were
maintained regardless of cost until Neighborhood outcry and Public opinion required reconstruction, to a
proactive Pavement Management Program, rehabilitation and reconstruction projects are done based on
cost benefit analysis of the entire system.
Over a 40 year lifespan, a rehabilitation schedule will result in two mill and overlay projects with a $1.35
cost per square foot to the General Fund. Over the same time period a reconstruction program will result
in at least 4 (and possibly as many as 8) thin overlay projects and full depth reconstruction with a $6.12
cost to the General Fund.
Paveme~t Ma~ageme~tt Cost Be~efit Analysis Page 3
II. Construction Costs
Tables 1, 2, and 3 Estimate the Construction Costs per square foot for New Construction, Reconstruction,
and Rehabilitation (Mill and Overlay) projects on a per square foot basis. All calculations are based on
100 feet of street matching City Standard Plate 5200 (Residential Street Section). Indirect costs include
Design, Construction Observation, Legal Costs, Project Administration, and Financial Costs. All costs
shown are based on actual bids received in 2001 and 2002 for work done in the City of Chanhassen.
Table 1
Cost for New Construction
Quantity Unit Cost Total Cost
Conm~on Excavation 578 CY $ 4.13 $ 2,387.14
Select Granular 244 CY $ 13.55 $ 3,306.20
ClassV 262 Ton $ 16.65 $ 4,362.30
Bimn-finous Base Course 34 Ton $ 38.50 $ 1,309.00
Bituminous Wear Course 26 Ton $ 38.50 $ 1,001.00
Tack 31 Gal $ 2.64 $ 81.84
Concrete Curb and Gutter 200 LF $ 19.80 $ 3,960.00
Sod 333 SY $ 5.90 $ 1,964.70
Storm Sewel' 100 LF $ 27.50 $ 2,750.00
Total: $ 21,122.18
Indirect costs: $ 6,336.65
Cost per square foot: $ 8.86
Assumplions: 4'of grading; utilities not included, /5 'restoration be/find curb, labor and equipment included in unit price
Table 2
Cost for Reconstructiou
Quantity Unit Cost Total Cost
Mill Existing Asphalt Full Depth 311 SY $ 5.50 $ 1,710.50
Haul Excess Reclaimed Asphalt 13 CY $ 12.10 $ 157.30
Select Granular 244 CY $ 13.55 $ 3,306.20
ClassV 262 Ton $ 16.65 $ 4,362.30
Bituminous Base Course 34 Ton $ 38.50 $ 1,309.00
Bituminous Wear Course 26 Ton $ 38.50 $ 1,001.00
Tack 31 Gal $ 2.64 $ 81.84
AdJust Existing Manhole/Valve 1 Each $ 215.00 $ 215.00
Concrete Curb and Gutter 200 LF $ 19.80 $ 3,960.00
Sod 222 SY $ 5.90 $ 1,309.80
Storm Sewer 100 LF $ 27.50 $ 2,750.00
Total: $ 20,162.94
Indirect costs: $ 6,048.88
Cost per square foot: $ 8.46
Assumptions: )~'o utility work, no existing curb or gulter, /O'restoralion behind curb, labor and equipment included in uni! prices
Pavement Management Cost Benefit Analysis Page 4
Table 3
Cost for Rehabilitation (Mill & Overlay)
Mill Existing Asphalt 1.5"
Haul Excess Reclaimed Asphalt
Bituminous Wear Course (2")
Tack
Crack Repair
Adjust Existing Manhole/Valve
Repair Concrete Curb and Gutter
Sod
Quantity Unit
311 SY
13 CY
34 Ton
31 Gal
56 LF
1 Each
10 LF
10 SY
Cost Total Cost
$ 1.00 $ 311.00
$ 12.10 $ 157.30
$ 38.50 $ 1,309.00
$ 2.64 $ 81.84
$ 1.65 $ 92.40
$ 215.00 $ 215.00
$ 19.25 $ 192.50
$ 5.90 $ 59.00
Total: $ 2,418.04
Indirect costs: $ 725.41
Cost per square foot: $ 1.12
Assumptions: I ~ "Mill, 2" Overlay, Crack Repair Required (Cracks 50feet aparO, labor and equipment included in unit prices
III. Maintenance Costs
The City crack seals and fills pot holes as part of the normal maintenance of all streets. These costs are
considered normal maintenance and are therefore not included in the comparison of cost between ~
Reconstruction and Rehabilitation.
Streets in the City typically require some type of intervention above normal maintenance by year 15 and
no later than year 20 to maintain an acceptable driving surface and meet aesthetic concerns. A
rehabilitation project will bring the street back to near nexv condition and add approximately 15 to 20
years to the life of the road depending on subgrade conditions.
The alternative to rehabilitation is a thin overlay (1" or less). A thin overlay will add 3 to 5 years to the
life of the road. In addition, a thin overlay project xvill not correct drainage, subgrade, or damaged curb
and gutter. Thin overlay projects can not be expected to extend the life of a road longer than to age 35
unless the City is xvilling to compromise the road condition as well as deal with drainage issues created by
the overlays. Manholes, valves, and storm sewer grates are not typically adjusted for thin overlay
projects. Multiple overlays can raise the road several inches causing drainage concerns as well as causing
significant elevation differences between the top of manholes, valve covers, and storm sewer grates or
covering them completely. Assuming thin overlay projects are done by City forces and not assessed to
the property owners, indirect costs can be assumed to equal zero. However, it should be noted that a
significant increase in the number of these projects ~vill require either that these projects be let to bids by
contractors which xvould require a set of plans and specifications be created as well as construction
Pavement Management Cost Benefit Analysis Page 5
observation or that the size of the City Street Crew be expanded and additional equipment either rented or
purchased.
The table below estimates the square foot cost for thin overlay done by City forces.
Bituminous Wear Course (1")
Tack
Table 4
Cost for Thin Overlay
Quantity
17
31
Unit Cost
Ton $ 38.50 $
Gal $ 2.64 $
Total: $
Indirect costs: $
Cost per square foot: $
Total Cost
654.50
81.84
736.34
0.00
0.26
ASSltnWlions: I "Overlay, labor and equil)merit inclltded in unil prices
IV.
Comparison of Life Cycle Costs for Reconstruction Versus
Rehabilitation
For purposes of cornparing the life cycle costs of reconstruction versus rehabilitation, it has been assumed
that the road will be' allowed to age to 40 years before reconstruction. In addition, it has been assumed
that thin overlays will be done on a 5 year schedule. In actuality, it is unlikely that a residential
neighborhood would find this an acceptable level of se~wice and would demand and increased rate of
overlay projects. Overlay projects have traditionally not been assessed, however, 40% of the cost of
reconstruction and rehabilitation projects are assessed to the property owners. Table 5 summarizes the
dollar costs for each.
Table 5
Comparison of Life'Cvcle Costs
Cost/Square Cost/Square
Reconstruction Foot Rehabilitation Foot
Reconstruction in Year 40 $
Total 40 Year Cost $
~General Fund Impact $
Initial Consn'uction $ 8.86
Thin Overlay in Year 20 $ 0.26
Thin Overlay in Year 25 $ 0.26
Thin Overlay in Year 30 $ 0.26
Thin Overlay in Year 35 $ 0.26
8.46
Initial Construction $ 8.86
Mill & Overlay in Year 20 $ 1.12
Mill & Overlay in Year 40 $ 1.12
18.36 40 Year Cost $ 11.10
6.12 General Fund Impact $ 1.35
Assumptions; Initial construction is 100% assessed, no assessment for t/fin overlays, 4056 assessments for Reconstruction and Mill & Overlay Projects
Note, rehabilitation is not a viable option if there are poor subsoil conditions or if significant utility work
under the street such as waterlnain replacement is necessary. Once a street has deteriorated to a point
Pavement Management Cost Benefit Analysis Page 6
where significant portions of the subbase has been affected, rehabilitation projects are no longer cost
effective since they fail to provide the expected extension of life of the pavement. Instead, these streets
are typically left to continue to deteriorate until they reach failure and require reconstruction.
V. Discussion of Non-Quantifiable Costs
There are costs associated with both reconstruction and rehabilitation that are not easily quantified, but
that should still be taken into consideration when analyzing the costs and benefits of reconstruction versus
rehabilitation. Those costs include:
Reconstruction
Roads that are in poor repair lend
to a perception of general disrepair
of the neighborhood which can
depress property values
· Drainage issues can be magnified
by repeated thin overlays
· Ride of the road is often poor
· 'Snow removal is less efficient due
to uneven surface
· Affordability of Assessments
Rehabilitation
Perception that the work is
unnecessary or is being done too
soon
VI. Summary
In summary, rehabilitation is less costly over a 40-year pavement lifespan than reconstruction, however,
other less tangible factors such as public xvillin~ess and service expectations also influence the decision
on xvhether a pavement should be reconstructed or rehabilitated.
Pavemeut Mcmageme~t Cost Benefit Analysis Page 7