HomeMy WebLinkAbout08-11-14-WSAddress:
Mayor:
1245 W Highway 96
David Grant
Arden Hills MN 55112
Councilmembers:
Phone:
Brenda Holden
651-792-7800
Fran Holmes
Special City Council
Dave McClung
:
Website
Work Session Agenda
Ed Werner
www.cityofardenhills.org
August 11, 2014
5:30 p.m.
City Hall
City Vision
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our
long-standing tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
1.AGENDA ITEMS
1.A.Water And Sewer System Review
Infrastructure Team
Documents:MEMO.PDF
1.B.Recycling RFP Discussion
Ryan Streff, City Planner
Documents:CC MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF
1.C.TCAAP Density And Maximum Residential Unit Discussion
Jill Hutmacher, Community Development Director
Documents:MEMO.PDF,ATTACHMENTS.PDF
2.COUNCIL/STAFF COMMENTS
ADJOURN
AGENDA ITEM 1A
MEMORANDUM
DATE: August 11, 2014
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Terry Maurer, Public Works Director
SUBJECT: TCAAP Infrastructure Team
Sanitary Sewer/Water
At Mo
sanitary sewer and water portions of the project. In attendance will be Jon Horn, Project
Manager, and Tom Lincoln, Task Leader for Land Development.
Just as a reminder, here are a few general points about the sanitary sewer and water portion of
this analysis:
Water
The scope of work includes creating a model of the existing City water system to help
determine how sufficient quantities of water at the appropriate pressure can be delivered
to the TCAAP site upon full development. This will help answer the question; is a water
tower needed on the site?
Water is available to the site from two existing truck lines -one located south of Hwy 96
and one located west of US 10.
The analysis will look at the feasibility of taking over the infrastructure that serves the
Drivers Testing site and the State Surplus Sales facility that are currently serviced by
Mounds View water.
Sanitary Sewer
TCAAP, when operating, was served though a truck line (built in 1994) that flows
westerly under I-35W just south of CR H and ties into the Mounds View sewer system
near the NE corner of CR 10/CR H. From there it flows westerly in the Mounds View
system to a MCES lift station.
There is a three party agreement (Arden Hills, Mounds View and US Army) that allows
this flow. That agreement will need to be redone between Arden Hills and Mounds View
12
Page of
to deal with service for the redevelopment of TCAAP. Staff is working with the City
Attorney, Mounds View and Ramsey County to coordinate the logistics of accomplishing
this new agreement and taking over ownership of the existing infrastructure.
22
Page of
RAMSEY TCAAP Site Redevelopment
COUNTY ART,HU- Infrastructure
Memorandum
Date: August 11, 2014
To: Terry Maurer, Public Works Director
From: Thomas J. Lincoln, Kimley-Horn
Matt Bowers, Wenck
Subject: TCAAP Water and Sanitary Sewer Systems Review
The purpose of this memo is to outline the preliminary design process for the water and sanitary sewer
system design that Ramsey County has initiated for the TCAAP site.The purpose of the August 11 work
session meeting with the Arden Hills City Council to provide an opportunity for the Council to provide
input on the public utility infrastructure during the early stage of the design process.
Design Development Scenario
In order to design the water and sanitary sewer systems,we need to develop the maximum design
development scenario. This was done as a part of the AUAR process and further refined by staff:
• 1700 residential dwelling units
• 550,000 SF of retail
• 1,450,000 SF of general office
• 350,000 SF of warehouse
• 150,000 SF of general light industrial
Water System Design
The water system design has two major tasks-developing a water model for the City and designing a
water system that will provide the domestic and fire flows for the design development scenario.
Water Modeling
• Data collection of existing Arden Hills water system -the pipe network and use and flow data
• Construction of a water model for the existing water system and connections to the City of
Roseville system
• After initial water model development is completed, it will be calibrated against actual data that
is available for the existing system (e.g., measured water system pressures and fire flows)
• Concurrent with the development of the calibrated model ,we will met with the City of Roseville
to discuss the existing water service agreement, and to provide verification that an adequate
water supply can be provided
1
i RAMSEY ItTCAAP Site Redevelopment
y COUNTY ARZI xI ILLS //A" Infrastructure
Preliminary Water System Design
• After calibration is completed, the system of PVC water mains throughout the TCAAP
development area will be added onto the water model and a northerly extension of the existing
system
• The water model will be used to help answer these questions:
o What size water mains are required?
o Can the peak day demand be delivered through the existing Arden Hills system?
o Is an additional water tower needed? What location, size, and height?
o Does the existing pressure boosting station need to be upsized, and/or should a second
pressure boosting station be added at a different location?
o Collectively,the above questions feed into the key design parameters of providing
reliable system pressures and minimum required fire flows.
o In addition, can the State facilities to the north of the thumb be served from Arden Hills?
(These facilities are currently served by the City of Mounds View.)
• After the above questions are answered and the recommended infrastructure is finalized, these
additional preliminary design tasks will be completed:
o Prepare a detailed cost estimate of the water system infrastructure including water
main throughout the TCAAP development, any looping/interconnections, any upsized
and/or added booster stations, and any water tower.
o Prepare a MN Statutes Chapter 429 Feasibility Report
o Prepare a maintenance needs spreadsheet (man-hours and equipment)
o Evaluate if special construction and/or maintenance issues exist in any TCAAP areas due
to the presence of groundwater contamination and if so, provide recommendations and
estimated additional construction/maintenance costs.
• Special considerations for providing early water service to the "thumb" development:
Option 1: Mounds View provides water to the "thumb". It is not clear if this option
would provide enough fire flow for the TCAAP "thumb" development. A second
connection to the Mounds View system under 1-35W would be likely.
Option 2: Arden Hills builds the water system for the TCAAP"thumb" and takes over
providing water for the MnDOT properties. The Arden Hills system would connect to
the existing 10-inch DIP Mounds View water main to provide an emergency connection.
Option 3: Mounds View would provide temporary water supply to the TCAAP "thumb".
When Arden Hills builds the TCAAP system it would take over the temporary system and
also take over providing water for the MnDOT properties. Again, it is unlikely this
temporary system could provide adequate fire flow for the TCAAP "thumb"
development under the temporary condition, but the Arden Hills system would be
designed for adequate fire flow at the point of take over.
Sanitary Sewer System Design
The sanitary sewer system design has two major tasks-determining design flows and capacity and
designing a sanitary sewer system for the design development scenario. The TCAAP site will be served
2
�► RAMSEY .r. TCAAP Site Redevelopment
COUNTY ARQ!NH1LLs Infrastructure
by an existing trunk sanitary sewer line that was constructed in 1994 for the US Army. Ramsey County
acquired this facility and an existing agreement connection and use agreement.
Design Flows and Capacities
• Prepare overall design flows based on design development scenario land uses
• Confirm capacity of the trunk system through the City of Mounds View
• Work with the City of Mounds View on a new agreement for connection, use, and maintenance
of this truck sanitary sewer system
• Confirm capacity of Metropolitan Council Environmental Service's lift station and interceptor
system
Preliminary Sanitary System Design
• A sanitary sewer system will be developed to serve the entire TCAAP site and will be developed
concurrently with the mass grading plan and preliminary design of the Spine Road
• The need for a lift station will be evaluated
• The sanitary sewer system design will take into consideration the development phasing and
absorption, including an early need for the TCAAP "thumb"
• After the sanitary sewer system is finalized,these additional preliminary design tasks will be
completed:
o Prepare a detailed cost estimate of the sanitary sewer system infrastructure
o Prepare a MN Statutes Chapter 429 Feasibility Report
o Prepare a maintenance needs spreadsheet (man-hours and equipment)
o Evaluate if special construction and/or maintenance issues exist in any TCAAP areas due
to the presence of groundwater contamination, and if so, provide recommendations
and estimated additional construction/maintenance costs
3
AGENDA ITEM–1B
MEMORANDUM
DATE:
August 11, 2014
TO:
Honorable Mayor and City Council Members
Patrick Klaers, City Administrator
FROM:
Ryan Streff, City Planner
SUBJECT:
Request for Proposals (RFP)–Recycling Services
Action Requested
Review and provide feedback to staff on the attached draft RFP for Residential Recycling
Services.
Background
The Cityof Arden Hills has contracted for curbside recycling service since 1992 for single
family, duplex, triplex and fourplex residential dwelling units.In July of 2014, the City’s
contractor (Eureka Recycling) began single stream recyclingfollowing an approved addendum
to their contract with the City. The collection of recyclables currently occurs weekly, on
Tuesdays for properties south of I-694 and on Wednesdays for properties north of I-694. The
current contractwith Eureka Recyclingterminateson March1, 2015; the new contract is
scheduled tobegin on March 2, 2015.
Proposed RFP
The goals withinthe new contract are to cost-effectively maximize the recovery of recyclables
from all residents in the City, to market materials so they achieve their highest and best use, to
provide excellent customer service and to encourage innovation in service delivery for Arden
Hills residents. Additional contract improvements will include expanded reporting of customer
service reports and recycling tonnages, limits on cost increases to better predict future rates, and
certainty that recyclables collected in Arden Hills are marketed for future use. The RFP
City of Arden Hills
City Council Meeting for August 11, 2014
P:\\Planning\\Recycling & Garbage\\2014\\Single Stream\\RFP_Single Sort Recycling\\Memos_Reports_Recycling RFP
12
Page of
includes opportunities for multi-unit properties(over four units), businesses, and institutional
properties to opt-in to the recycling service. The RFP also recognizes the importance of the
TCAAP development to the future recycling program as development takes place over the next
10 to 15 years.
The City will be required by Ramsey County to offer residents the opportunity to recycle organic
materials by the end of 2016; therefore, proposals for an “opt-in” organics collection program are
being requested. To evaluate the potential for cost-effective electronic waste
collection/processingand yard waste collection services for residents, proposals for these
optional services will also be accepted.
An RFP for Recycling Services is being issued so that the City will have the opportunity to
accept or reject all or portions of proposals and to further negotiate proposals to obtain the most
cost-effective suite of services desired by the City. It is anticipated that the RFP will be issued in
September, with proposals due in October in order for a recommendation to be presented to the
Council in November.
The draft Request for Proposals (RFP) for recycling services and submittalforms can be viewed
in Attachment A and Attachment B,respectively. Staff from Foth Infrastructure & Environment
will also be available at the City Council Work Session to address questions and comments
regarding the proposed RFP.Foth Infrastructure & Environment is the consulting firm hired by
RamseyCountyto assist cities with the preparation of RFP’s for recycling services.
Attachments
A)Proposed RFP –Recycling Services
B)Proposed RFP –Forms
City of Arden Hills
City Council Meeting for August 11, 2014
P:\\Planning\\Recycling & Garbage\\2014\\Single Stream\\RFP_Single Sort Recycling\\Memos_Reports_Recycling RFP
22
Page of
Attachment A
City of Arden Hills, MN
Request For Proposalsfor
Comprehensive Recycling Service
\[EMBARGOED UNTIL RELEASE, TENTATIVELY SEPTEMBER 10, 2014\]
Proposal accepted until 3:00 p.m. CDT
Friday October 17,2014
Arden Hills City Hall
1245 Highway 96
Arden Hills, MN, 55112
Phone number: 651-792-7800
Request For Proposals
City Recycling Services
City of Arden Hills, Minnesota
The City of Arden Hills is requesting proposals for comprehensive recycling services to all
residential, single-unit households and multi-unit households within the City of Arden Hills.
The proposals shall be made in accordance with the Specifications and must be submittedto
the City by:
3:00p.m.CDT
Friday, October 17, 2014
Questions,request for packets, and proposalsshould be directed to:
Ryan Streff, City Planner
City of Arden Hills
1245 Highway 96
Arden Hills, MN55112
Phone number: 651-792-7828
RStreff@CityOfArdenHills.org
Table of Contents
1.INTRODUCTION.......................................................................................................1
CONTRACTOR SELECTION PROCESS AND SCHEDULE.................................2
2.
3.DEFINITIONS............................................................................................................4
4.GENERAL REQUIREMENTS FOR ALL COLLECTIONS.....................................8
4.1Contractor Service Requirements................................................................................8
4.2Collection Vehicle Equipment Requirements.............................................................8
4.3Personnel Requirements..............................................................................................8
Recycling Containers...................................................................................................9
4.4
4.5Collection...................................................................................................................10
4.6Collection Hours........................................................................................................11
4.7Cleanup Responsibilities...........................................................................................12
4.8Missed Collection Policy & Procedures....................................................................12
4.9Holidays.....................................................................................................................12
4.10Weighing of Loads....................................................................................................12
4.11Utilities......................................................................................................................12
4.12Damage To Property..................................................................................................12
4.13Municipal Facilities...................................................................................................12
4.14Existing Carts, Lids and Wheel Kits.........................................................................13
5.REPORTING AND PROMOTIONAL ACTIVITIES..............................................13
5.1Monthly and Annual Materials Reports....................................................................13
5.2CustomerRelationsReport........................................................................................14
5.3Annual Performance Review.....................................................................................14
5.4Publicity, Promotion, and Education.........................................................................14
5.5City Shall Approve Contractor’sPublicEducationLiterature..................................15
5.6Annual Work Plan.....................................................................................................15
6.MATERIALS PROCESSING AND MARKETING................................................15
6.1Processing Facilities Must Be Specified...................................................................15
6.2Estimating Materials Composition as Collected.......................................................16
6.3End Market Certification...........................................................................................16
7.PAYMENT AND DAMAGES.................................................................................16
City of Arden Hills, Recycling RFP
October 2014
Pagei
P:\\Planning\\Recycling & Garbage\\2014\\Single Stream\\RFP_Single Sort Recycling\\RFP Files_Current\\DRAFT RFP for Recycling
Services 8-4-2014.docx
7.1Term of Contract.......................................................................................................16
7.2Revenue Sharing........................................................................................................16
8.INSURANCE AND OTHER LEGAL REQUIREMENTS......................................16
Insurance....................................................................................................................16
8.1
8.2Workers Compensation.............................................................................................17
8.3Equal Opportunity.....................................................................................................17
8.4Performance...............................................................................................................17
8.5Payment Bond............................................................................................................17
8.6Conflict ofInterest.....................................................................................................17
SUBMITTING PROPOSALS...................................................................................17
9.
9.1Proposals May Be Rejected in Whole or Part...........................................................17
9.2Respondents May Team with Other Companies.......................................................18
9.3Trade Secret...............................................................................................................18
9.4RFP and Proposal to BecomePart of Final Contract................................................18
9.5References.................................................................................................................18
9.6Howto Submit Proposals..........................................................................................18
9.7Proposal Content........................................................................................................19
9.8Evaluation Criteria.....................................................................................................19
Attachments
()
To be included
Attachment A:Draft contract for Services.
Attachment B:Forms.
Attachment C:Map of Arden Hills with Route Days.
Attachment D:List of Multi-unit properties eligible to opt-in to
recycling service.
City of Arden Hills, Recycling RFP
October 2014
Pageii
P:\\Planning\\Recycling & Garbage\\2014\\Single Stream\\RFP_Single Sort Recycling\\RFP Files_Current\\DRAFT RFP for Recycling
Services 8-4-2014.docx
CITY OF ARDEN HILLS
SPECIFICATIONS FOR
COMPREHENSIVE RECYCLING SERVICES TO ALL
RESIDENTIAL SINGLE-UNIT HOUSEHOLDS
AND MULTI-UNIT HOUSEHOLDS
1.INTRODUCTION
The City of Arden Hills, Minnesota seeks to enter into a recycling contract with a company to
provide comprehensive residential recycling services for the City. Recycling services include
collection, processing, marketing and public education.
The City has contracted curbside recycling service for all one to four unit residential buildings
since 1992. In July, 2014 the City contractor began single stream recycling. Recyclables
Collection currently occursweekly,on Tuesdays for properties south of I-694 and on
Wednesdays for properties north of I-694. The current contract ends on March 1, 2015; the new
contract will begin on March 2, 2015.
The goals of the City in the new contract are tocost-effectivelymaximize the recovery of
recyclables from all residents in the City, to market materials so they achieve their highest and
best use, toprovide excellent customer service and to encourage innovation.
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well-maintained infrastructure, and fiscal soundness.
The City has a long-standing tradition as a desirable City in which to live, work, and play. The
health of the community and the environment is a priority for Arden Hills. Residents and
businesses take action in many ways to achieve this goal, including recycling and disposing of
waste in an appropriate and approved manner.
The community seeks to achieve the environmental aspects of the City vision by working to
advance the following goals in the 2030 Comprehensive Plan:
Environmental Conservation and Sustainability –Promote conservation and sustainable
design practices in the preservation, development, redevelopment, and maintenance of the
City’s natural and built environment.
Public Facilities, Infrastructure, and Services –Provide efficient and high-quality public
facilities, services and infrastructure.
TCAAP Redevelopment –Develop TCAAP in a way that accommodates a mix of land uses
that is sensitive to the natural environment, economically sustainable, and of benefit to the
community.
City of Arden Hills, Recycling RFP
October 2014
Page 1
The City has articulated core values to bring its vision into the future, including:
Strong neighborhoods and businesses.
Fiscal responsibility.
Environmental awareness and stewardship.
Effective, timely, and inclusive communication.
This request for proposal (RFP) document definesthe RFP process and proposal requirements.
Attached,and incorporated by reference into this RFP,is the draft Contract forthe
Comprehensive Recycling Services for the City of Arden Hills(Attachment A).
For the purpose of this RFP, the City of Arden Hills has identified approximately 2,500
households in Residential Dwelling Units, defined as single-unit households, duplexes, triplexes,
four-plexes and townhomes. These units will be serviced as Residential Dwelling Units (RDUs)
under the Contract.Proposers are highly encouraged to evaluate the households and potential
routing. The TCAAP Redevelopment has the potential to add 1,500 to 1,800 new RDU’s over
the 10 to 15-year course of the development.
The City has identified approximately 709Multi-Unit Dwellings(MUDs), defined as buildings
with more than four units or mobile home parkswhich will be allowed to opt-in to the City
recycling servicecontract.The City’s existing business and industrial properties may opt in to
the contract services, and the TCAAP development, expected to begin in 2016, will include
additional commercial and retail opportunities.
2.CONTRACTOR SELECTION PROCESS AND SCHEDULE
To the best of its ability, the City will use the following process and schedule for decision-
making:
EventDate/Time
RFP IssuedSeptember 10, 2014
Questions Regarding RFP to be Submittedand
September 29, 2014
Deadline for Respondents’ Notices of Intent to Propose
Pre-proposal MeetingSeptember 30at 1:00 p.m.
Answers to Questions IssuedOctober 8 by 4:00 p.m.
Proposals DueOctober 17 at 3:00 p.m.
Interviews of Finalists(tentative)Week of October 27
Council Meeting to Authorize Contract NegotiationsNovember 10, 2014
These dates are subject to change as the City deems necessary.
2.1All contact by prospective respondentsand their agents about the City’s RFP and
procurement decision-making must only be made with the City’s designated contact
City of Arden Hills, Recycling RFP
October 2014
Page 2
person,Ryan Streff. Prospective respondentsare encouraged to contact Mr. Streff with
questions or requests for more information.
2.2Respondentsare required to attend the pre-proposal meeting at 1:00 p.m. CDT on
September 31 at the Arden Hills City Hall.The City may, at is sole discretion, accept
proposals from respondentsthat do not attend the pre-proposal meeting.
2.3Questions, requests for clarification or requests for information about this RFP or process
must be submitted by 4:00p.m. CDT, September 29, 2014in writing (preferably by email)
to:
Ryan Streff, City Planner
City ofArden Hills
1245 Highway 96
Arden Hills, MN55112
RStreff@CityOfArdenHills.org
651-792-7828
2.4Prospectiverespondentsinterestedin responding to this RFP shall notify the City in
writingoftheir interest by 4:00 p.m. CDT, September 29, 2014, in writing (preferably by
email) to:
Ryan Streff, City Planner
City ofArden Hills
1245 Highway 96
Arden Hills, MN55112
RStreff@CityOfArdenHills.org
Notifications shall include the respondent’s name and address, as well as a contact
person’s name and title, phone number and email address. It is the responsibility of the
respondent to ensure their Notification of Intent and References are received by the City.
2.5All questions and requests for more information and the City’s responses willbe
summarized in writing and emailed to all parties that have submitted Intentto Propose.
Responses will be emailed by 4:00 p.m. CDT October 3, 2014.
2.6The City maycreate a “Recycling RFP” web page. If so, respondents are encouraged to
periodically check theweb page for RFP updates and addenda.
2.7All proposals must be sealed and delivered to the Administration Department Office at
City Hall no later than 3:00 p.m. CDT, October 17,2014. Proposals received after that
time may, at the sole discretion of the City, not be considered.
2.8The City will form a proposal review committee to review and analyze the details of the
qualified submitted proposals (See “Evaluation Criteria” section of this RFP). Finalists
maybe invited to interviews with the review committee tentatively scheduled to be held
City of Arden Hills, Recycling RFP
October 2014
Page 3
the week ofOctober 27,2014.Following the interviews the committee will recommend a
preferred respondentto the City Council.
2.9Upon direction from the City Council, City staff will negotiate final terms of the Contract
with the top-ranked respondent.If negotiations with the preferred respondentare not
successful, the City may then initiate negotiations with second ranked respondent, and so
on.
2.10Once a draft Contract has been successfully negotiated, City staff will present a
recommended contract to the City Council. The City Council may then award the contract
and authorize staff to execute it.
2.11The new recycling contract will commence on March 2, 2015.
3.DEFINITIONS
Aluminum cans:
3.1Disposable containers fabricated primarily of aluminum, commonly
used for soda, beer, juice, water or other beverages.
American Metal Market (AMM):
3.2Industry publication containing prices for secondary
scrap metals.
Aseptic Packaging and Milk Cartons:
3.3Containers designed to maintain the sterility of a
sterile (aseptic) product such as food. (e.g. gable-top milk cartons, juice boxes and aseptic
packaging used for soup, broth, soy milk, etc.)
Carrier Stock:
3.4Paperboardcoated with resins to resist moisture and used for containers to
carry products such as beer, waterand soft drinks.
City’s Annual Recycling Public Education Flyer:
3.5TheContractor will be responsible
for providing an annual public education flyer to be sent to all residents that contains the
following recycling information:
List of materials to be included for recycling
List of materials excluded that cannot be recycled in the City’s program
How to prepare materials
Calendar of collection days
How to receive additional information about the program
The flyer shall be delivered to homes no later than January 31 of each year.
City of Arden Hills, Recycling RFP
October 2014
Page 4
City-Designated Recyclables, Or Recyclable Materials, Or Recyclables:
3.6The following
recyclable materials shall be the minimum listof recyclables to be collected and processed
by the Contractor:
Bottles and cans including aluminum cans; clean aluminumfoil;
Steel cans;
Glass jars and bottles;
Plastic food and beverage containers, pails, and trayswith any ofthe resin
identification codes #1through#7 (excluding black plasticand expanded
polystyrene);
Aseptic packaging,
Paper products including newspapers(including inserts);magazines; boxboard;
phone books; household office paper and mail; carrierstock boxboard; and
corrugated cardboard (including boxes for delivery and take out pizzas); and
Clothes and linens.
Clothes and Textiles:
3.7Towels, sheets, blankets, curtains, tablecloths, rags, and clothes
including: belts, coats, hats, gloves, shoes and boots which are dry, clean and free of mold,
mildew and excessive stains.
Collection:
3.8The aggregation and transportation of recyclable materials from the place at
which they are generated;includes all activities up to the time when it is delivered to a
recycling facility.
Commodity:
3.9Any individual material, including specific industrial grade, as defined by
this RFP.
Contractor:
3.10The City’s recycling service Contractor under the new Contract beginning
operation on March 2, 2015.
Curbside:
3.11The area of public right of way between the property line and the curb or edge
of the street, but not on the street.This RFP may use the term“curbside” to imply alley
side collection.
Curbside Recycling Carts:
3.12Wheeled, liddedcarts used as part of a single-stream
collection system.
Curbside Recycling Service:
3.13The recycling collection service, together with related
public education and othercustomer services, specified within this RFP(including the
draft Contract attached)utilizing curbside recycling pickup.
City of Arden Hills, Recycling RFP
October 2014
Page 5
Glass Jars and Bottles:
3.14Glass jars, bottles, and containers (lids/caps and pumps removed)
that are primarily used for packing and bottling of food and beverages.
Electronic Waste:
3.15Any discarded consumer electronic device with a circuit board
including (but not limited to): televisions, computers, laptops, tablets, computer monitors,
peripherals (e.g., keyboard, printer, mouse, etc.), cell phones, PDAs, DVD
.
recorders/players and video cassette recorders/players, and fax machines
HDPE:
3.16Plastic bottles and non-bottle plastic containers made from high density
polyethyleneresin.
Holidays
3.17:New Year’s Day, Memorial Day, Independence Day,Labor Day, Thanksgiving
Day, and Christmas Day
Market Demand:
3.18The economic and technical capacity of markets to use recyclable
material to make new products.
Market Indicator:
3.19Commodity price indices published in a specified recycling industry
publication or actual prices paid by a specified end-market company.
Market:
3.20Any person or company that buys (or charges) for recycling of specified
materials and may include, but is not limited to: end-markets, intermediate processors,
brokers and other recyclingmaterial reclaimers.
Materials Recovery Facility (MRF):
3.21A facility in which recyclable materials are
processed. The facility mustconform to all applicable rules, regulations and laws of state,
local or other jurisdictions.
Multiple-Unit Dwellings (MUDs):
3.22A building or a portion thereof containing five or
more dwelling units.
Multiple Unit Dwelling (MUD) Recycling Containers:
3.23Recycling containers used for
multiple unit dwellings (MUDs) including any cart, cart, dumpster or other receptacle for
temporary storage and collection of designated recyclables from residents in MUDs prior
to collection.
Multiple Unit Dwelling (MUD) Recycling Service:
3.24Recycling collection service,
together with related public education and other customer services.
Non-Targeted Materials:
3.25Materials that are not included in the City’s recycling program.
Examples of typical non-targeted items currently include (but are not limited to): pumps
on plastic bottles, ceramic material, etc.
Organics:
3.26Shall have the meaning set forth in Minnesota Statutes andMinnesota
Pollution Control Agency Rules for materials that: (1) are separated at the source by
waste generators for the purpose of preparing them for use as compost; (2) are collected
City of Arden Hills, Recycling RFP
October 2014
Page 6
separately from mixed municipal solid waste; and (3) are comprised of food waste, fish
and animal waste, plant materials, diapers, sanitary products, and paper that is not
recyclable.
Paper:
3.27Paper includes the following: newspapers including inserts (ONP); household
office paper and mail; boxboard; carrier stock cardboard; old corrugated cardboard (OCC)
including boxes for delivery and take out pizzas; phone books; kraft bags; and
magazines/catalogs (OMG).
Participation Rate:
3.28A record of which specific households on a recycling route set out
recyclable material at some point during one calendar month as a percentage of the overall
number of eligible households.
Plastic Containers:
3.29Bottle and rigid plastic containers made of PET (plastic type #1),
HDPE (plastic type #2), and PP (plastic type #5).
PET:
3.30Plastic bottles and non-bottle plastic containers made from polyethylene
terephthalate (e.g. soft drink, water,other bottles, deli clamshells, etc.).
Process Residuals:
3.31The normal amount of material that can not be recycled due to
material characteristics such as size, shape, color, cross-material contamination, etc. which
must be disposed as mixed municipal solid waste. Process residuals include (but are not
limited to):bulky items, contaminants, sorted tailings, floor sweepings and rejects from
specific processing equipment (e.g. materials cleaned from screens, etc). Process residuals
do not include clean, separated products that are normally processed and prepared for
shipment to markets as commodities but which are of relatively low value because of
depressed market demand conditions.
Processing:
3.32The sorting, volume reduction, baling, cleaning, containment or other
preparation of recyclable materials delivered to the processing center for transportation or
marketing purposes.
Processing Fee:
3.33Agreed upon unit fee allocated towards Contractor’s cost of processing
various types of recyclables.
Residential Dwelling Units (RDUs):
3.34Single-unit households, duplexes, triplexes, four-
plexes and townhomesserviced under the recycling Contract.
Set-Out Rate:
3.35The number of RDUsthat set out recyclable material each week as a
percentage of the number of eligible RDUsin the City.
Steel cans:
3.36Metal containers fabricated primarily of steel and/or tin used to contain food
or beverages.
Walk-Up Service:
3.37A service where the Contractor’s crew will walk up to the resident’s
garage door, stoop or other designated spot to collect recyclable material for collectionat
City of Arden Hills, Recycling RFP
October 2014
Page 7
no additional charge from curbside service. The crew member then returns the carts/carts
to the same location. The City will develop an application process to determine eligible
seniors, disabled and/or special needs residents who requiresuch service.
Yard Waste:
3.38Compostable yard waste material consisting of plants, weeds, tree or hedge
trimmings, grass clippings and leaves, but excluding tree limbs over 4 inches in diameter
and 48 inches in length.
4.GENERAL REQUIREMENTSFOR ALL COLLECTIONS
ContractorService Requirements
4.1
Comprehensive recycling serviceswill be providedto all RDUs, with opportunities for
MUDbuildings, commercial, industrial and institutional properties to “opt-in” to the
service. Recyclables collection currently occursweekly on Tuesdays for properties south
of I-694 and on Wednesdays for properties north of I-694.The City will evaluate
alternate proposals for bi-weekly collection.
Recyclables
4.2
The Recyclables defined in Section 3.6 shall be the minimum recyclables for collection
and processing. The City encourages respondents to propose additional recyclable
materials that have steady, multiple end markets. Such proposed additions must be
accompanied by adequate documentation of steady, multiple end markets. This
documentation may remain confidential if requested by the respondent.
Respondents may otherwise modify the list of recyclables if accompanied by adequate
documentation.
The City will encourage the Contractor to explore markets for additional types of
recyclable material. Thelistof recyclablesmay be modified by mutual written agreement
between the City and the Contractor.
Collection Vehicle Equipment Requirements
4.2
All collection vehicles will comply with EPA and Minnesota Department of
Transportation emission standards. All vehicles must be able to comply with local road
weightlimits.
Respondentsmust indicate what model and year vehicles they will be using in their fleet
using Form Fin Attachment 2.
Personnel Requirements
4.3
All proposals shall show that the Respondenthas sufficient personnel and equipment to
fulfill the requirements and specifications of this Agreement, includingsupervision and
customer service.
City of Arden Hills, Recycling RFP
October 2014
Page 8
Recycling Containers
4.4
Proposals shall be submitted for options in which the Contractorowns the carts and in
which the City owns the carts. Please see Attachment E.
The standard cart shall bea 64 gallon cart, but opportunities for residents to use smaller or
larger recycling carts should be provided.
If Contractor-owned, carts shall be consistent in colors anddesign with a recycling symbol
that is at least 4” tall on two sides and on the lid, so as to be easily identified by the
resident/customer and the driver as the container forrecyclable materials collection.
Respondents must clearly specify their proposed cart or container manufacturer(s).The
City shall approve the cart, color and labeling prior to manufacture if the option of a
Contractor-provided cart is chosen.
If City-owned, the Contractorwillwork with the City to procure carts for use in the
recycling collection program. The carts will become the property of the City of Arden
Hills at the end of the contract period for use in the next contract cycle. The Contractor
will maintain a sufficient new and replacement cart inventory that will be purchased by
the City. The Contractorshall service and repair carts to meet supply and demand needs
for the entire term of the contract. The Contractorshall ship, assemble, deliver,
store/inventory, maintain and distribute the recycling carts. Ongoing cart distribution shall
be done on a weekly basis.
For either the City or Contractorowned cart option,
the Contractorshall be
responsible for preparing a comprehensive cart managementplan and schedule for the
initial cartdistribution,working withthe City to create the educational material for
distribution to customers. At a minimum, the cart management plan will include the
following items:
1.Single stream system instructional brochure for customers (which must be
approved by the City before printing).
2.Single stream system instructions (text and images) for the City’s website and
newsletters.
3.Final cart, label and logo specifications (including details of cart color, lid color,
and draft content of anylabel instructions) to be proposed by the Contractor and
approved by the City.
4.Cart order quantity (including mutually agreed-upon overage to have in stock as
excess inventory).
5.Plan for cart roll-out to customers, including start and end dates.
Cart rollout shall be completed February 19, 2015. The selected Contractorshall provide
initial distribution of single stream carts to customers, whether carts are owned by the City
or the Contractor.
City of Arden Hills, Recycling RFP
October 2014
Page 9
Collection
4.5
4.5.1Multiple Unit Dwellings, Commercial, Institutionaland Industrial buildings
MUDs and commercial, institutional and industrial buildings in the City will be
able to “opt in” to the City recycling service in order to facilitate their compliance
with state recycling requirements. The City does not regulate the day of the week
these buildings shall receive service.A list of MUDs eligible to opt-in to the City
recycling contract is contained in Attachment D.
4.5.2Curbside Single Stream
Recycling shall be collected from residents’carts placed at the curbside on
collection day and all recyclable materials that have been prepared according to
publicized proceduresshall be collected from each RDUand other buildings that
have opted-in.
Residents may place oversized recyclables such as flattened cardboard boxes next
to the cartfor collection.Residents may place additional material for recycling in
a container or paper grocery bags next to the cart.
Free walk-upservice shall be provided for all customers who apply and are
approved by the city.
Thedriver will berequired to record and report
The location of any cart that is damaged.
Residents with overflowing recyclables so that additional carts can be
offered to them.
Residents with contaminated or non-recyclable materials in the carts.
Number of set-outs per collection/route.
Residents that do not participate in the recycling program.
“Education tags”shall be left as neededfor set-outs that have significant, visible
contamination,indicating acceptable materials and the proper method of
preparation.Acopy of the tag is to be included with the proposal.
Curbside recycling cart checks shall be conducted at least once per quarter. Areas
for cart checks must rotate between each recycling collection day. The contents
of carts from at least 50 households shall be audited and education tagsleft ifany
non-targeted materials are found in the carts. A City representative will be invited
to participate in each quarterly cart check.
4.5.3Organics
Respondents are strongly encouraged to address options for curbside collection of
organics in their proposal.As part of its Solid Waste Master Plan, Ramsey County
City of Arden Hills, Recycling RFP
October 2014
Page 10
is requiring cities to offer residents the opportunity to recycle organic materials by
the end of 2016.The City intends to be compliant with this requirement.
The City envisions an opt-in program for organics in which the Contractor will
provide a full service organics collection and processing service, including
provision of cart(s),which may or may not be combined with a yard waste service.
All collections shall be made on the same day as recycling service. The opt-in
organics service shall begin no later than January 1, 2017, although respondents
are encouraged to propose an earlier beginning.The contractor will also be
responsible for all education, billing and cart maintenancefor the organics
program. TheCity will include information about the program in its information
and education programs.
If included, a description of this option should be included in the respondent’s
Form B, Proposer Information Questionnaire and prices shall be included on Form
E, Price Worksheet.
4.5.4Separate Collection of Electronics
Respondents may include the option for separate curbside collection of electronics.
If awarded the contract, and if the Respondentincludesthis option in their
proposal, the City may include this additional service. If included, a description of
this option should be included in the respondent’s Form B, Proposer Information
Questionnaire and prices shall be included on Form E, Price Worksheet.
4.5.5Separate Collection of Yard Wastes
Respondents are encouraged to address options for curbside collection of yard
wastesin their proposal. The City envisions an opt-in program for yard wastes in
which the Contractor will provide a full service yard waste collection and
processing service, including provision of cart(s), which may or may not be
combined with anorganics service. The contractor will also be responsible for all
education, billing and cart maintenance; the City will include information about
the program in its information and education programs. All collections shall be
made on the same day as recycling service. The opt-in yard waste service may
begin at any time during the course of the contract.
If included, a description of this option should be included in the respondent’s
Form B, Proposer Information Questionnaire and prices shall be included on
Form E, Price Worksheet.
Collection Hours
4.6
Collection operations shall commence no earlier than 7 a.m. and will be completed by
5:00 p.m. on the scheduled collection day.
City of Arden Hills, Recycling RFP
October 2014
Page 11
Cleanup Responsibilities
4.7
Any materials spilled or blown during the course of collection and/or hauling operations
shall be cleanedup. Any unacceptable materials left behind should be secured within
resident’s recycling container.
Any liquid spills or leaks from the collection vehicleshall be immediately and completely
cleaned up, and the City shall be notified within one hour of spillage or leakage of truck
fluids (fuel, hydraulic fluid).
Missed Collection Policy & Procedures
4.8
Missed collectionsshall be picked upon the same day that the Contractor receives notice
of a missed collection.Staffing of a telephone-equipped office to receive missed collection
complaints between the hours of 7:00 a.m.to 6:00 p.m. on weekdays, except holidays, and
on Saturdaysshall be provided.
Holidays
4.9
When the scheduled collection day falls on aholiday, collection in that day’s zone and
subsequent days’ zones will be collected one day later, with Tuesday being collected on
Wednesdayand Wednesday being collected on Thursday or on regular Wednesday.
Assistance shall be provided tothe City in publicizing the yearly calendar including
alternate collection days.
Weighing of Loads
4.10
Accurate records consisting of the date, time, collection route, driver’s identification,
vehicle number, tare weight, gross weight, net weight, and number of recycling stops for
each loaded vehicle each collection dayshall be kept.These records shall be maintained
on file for at least three years in the event of an audit by the City or County.
Utilities
4.11
All public and private utilities whether occupying street or public or private propertyshall
be protected.If such utilities are damaged by reason of the Contractor’s operations, under
the executed contract, repair or replacement shall be done.
Damage To Property
4.12
All necessary precautionswill be taken to protect public and private property during the
performance of this Agreement. Any private or public property, including, but not limited
to sod, mailboxes or recycling carts which are damagedduring recycling collections shall
be repaired or replaced. Such property damage shall be repaired or replacedwithin 48
hours at no charge to the property owner,or a plan to repair orreplace the property shall
be developed within 48 hours which is approvedby the Cityand/or property owner,atno
charge to theproperty owner, with property of the same or equivalent value at the time of
the damage.
Municipal Facilities
4.13
Weekly recycling serviceshall be provided at no additional chargeto:
City of Arden Hills, Recycling RFP
October 2014
Page 12
1.City Hall -1245 Highway 96
2.The City’s 14 parks
3.Other mutually agreed upon City facilities.
Carts or other mutually agreed upon containers will be provided to facilitate service at
other City facilities.The recycling service to be provided in parks can use regular
residential recycling containers collected on-site by the Contractor, can use residential
recycling containers that service as “aggregator” containers for City personnel to
consolidate parks recyclables, can be a service provided at a central location, or another
option proposed by the Respondent.
ExistingBins, Lids
4.14
Aone-time drop off eventwill be provided for unwanted bins from previousrecycling
programs.
5.REPORTING AND PROMOTIONAL ACTIVITIES
Monthly and Annual Materials Reports
5.1
Monthly reports and annual reports will be submitted to the City dealing with the City’s
recycling program. At a minimum, the monthly reports shall include the following
information:
1.Total number of stops collected, total number of possible stops (set out numbers)
2.List of damaged carts for the month
3.List of RDU or MUDaddresses at which education tags were left that month
4.Gross amounts of materials collected, by recyclable material (in tons)
5.Net amounts of materials marketed, by recyclable material (in tons)
6.Amounts of materials stored, by recyclable material, with any notes as to unusual
conditions (in tons)
7.The markets generally used for the sale of recyclables during that month
8.Amounts of process residuals disposed (in tons) and location of disposal facility.
9.Revenue share credits back to the City (if any)
10.End Market Certificationas specified in 7.06
11.Market outlook for the succeeding 12 months
12.Customer information collected on routes:
The locations of damaged carts.
Residents with overflowing recyclables
Residents with contaminated or non-recyclable materials in the carts.
Numberof set-outs per collection/route.
Residents that do not participate in the recycling program
City of Arden Hills, Recycling RFP
October 2014
Page 13
Monthly reports shall be due to the City by the 15th day of each month subsequent to the
month of the report. The first monthly report in 2015 shall be due April 15, 2015.
Annual reports shall be due by January 15and shall be a compendium of the previous
monthly reports with an annual summary of trends. The annual report will include
recommendations for continuous improvement in the City’s recycling program (e.g.,
Examples of monthly and annual reports
public education, multiunit recycling, etc.).
shall be included with the Contractor’s proposal.
CustomerRelationsReport
5.2
Quarterly, the Citywill be provided with:
1.A list of all customer complaints, including a description of how each complaint
was resolved.
2.The number, addresses and results of the Quarterly Cart Checks
3.A list of all missed pickupsreported to the Contractor.
Quarterly reports shall be due the 15th of the months of February, April, July and October,
with the 2015 quarterly reports beginning in July.
Annual Performance ReviewMeeting to Discuss
5.3
Recommendations for Continuous
Improvement
The City shall schedule an annual meeting to include (but notbelimited to):
Review annual report, including trends in recovery rate and participation.
Review efforts made to expand recyclable markets.
Review performance based on feedback from residents to the Council members
and/or City staff.
Review recommendationsfor improvement in the City’s recycling program,
including enhanced public education and other opportunities.
Review staff and Committee recommendations for improving service.
Discuss other opportunities for improvement with the remaining years under the
current contract.
Discuss actions in the Recycling Program to reduce the City’s carbon footprint.
Publicity, Promotion, and Education
5.4
Theselected Contractor and the City shall work together in the preparation and
distribution of educational materials to insure accurate information and program
directions. The selected Contractor shall pay for the annual design, printing and mailing of
a curbside program flyerwith an additional 200 fliers to be placed at City Hall. The flyer
shall be delivered to homes no later than January 31 of each year.
City of Arden Hills, Recycling RFP
October 2014
Page 14
The publicity and promotionprogram may include public appearances, provision of
information for local environmental groups, or attendance at public events sponsored by
the City. Respondents shall describe their experience in these activities and whether there
would be a cost associated with the service.
In addition, respondents are encouraged to specify other public education tools that they
are willing to provide (e.g., recycling education materials targeted for a specific
neighborhood, targeting a specific material type, etc.).
As part of theproposal, respondents shall provide examples of public education
materials they have developed for other municipalities.
City Shall Approve Contractor’sPublicEducationLiterature
5.5
The Contractor shall conduct its own promotions and public education to increase
participation (see also Sections 6.08 and 6.09). The Contractor shall submit a draft of any
public education literature for approval by the City, at least one month before printing and
release of any such literature.
Annual Work Plan
5.6
An annualwork planwill be included in the final recycling collection contract.The work
plan shall include initiatives to improve the City’s recycling program. These initiatives
may include (but are not limited to) expansion of materials collected, voluntary expansion
to businesses, effective education of residents -with measurement, community
involvement, outreach to low participating communities, and outreach using electronic
communicationsincluding e-mail reminders and apps.
6.MATERIALS PROCESSING AND MARKETING
Processing Facilities Must Be Specified
6.1
It is intended that all recyclables collected willgo to recycling markets to be manufactured
into recycled content goods. Preferably those markets will be in the Upper Midwest.
The Cityshall be assuredthat adequate recyclable material processing capacity will be
provided for City material collected. Contractor shall assure that all recyclables collected
in the City are not landfilled or incinerated except for process residuals with written
authorization from the City and the Minnesota Pollution Control Agency.
Theproposals must clearly specify the location(s) of its materials recovery facility
(MRF), or subcontractor’s facility, where material collected from the City will be
delivered and / or processed.
The Contractor shall provide written notice to the City at
least 60 days in advance of any substantial change in these or subsequent plans for
receiving and processing recyclables collected from the City.
Respondents shall arrange a tour of the designated MRF for the RFP review committee.
The tour shall occur before November10, 2014.
City of Arden Hills, Recycling RFP
October 2014
Page 15
Estimating Materials Composition as Collected
6.2
At least one materials composition analysis of the City’s recyclables will be conducted
each year to estimate the relative amount by weight of each recyclable commodity by
grade. The results of this analysis shall include:
1.Percent by weight of each recyclable commodity by grade as collected from the
City;
2.Relative change compared to the previous year’s composition; and
3.Adescription of the methodology used to calculate the composition,including
number of samples, dates weighed, and City route(s) used for sampling.
A City representative will be notified ofthe date of the analysis no later than two weeks in
advance, and invited to participate in the analysis. The analysis will be conducted no later
than December 1 of each year and a copy of the analysiswill beprovided to the City with
the Annual Report, due January 15 of each year.
End Market Certification
6.3
Written certification will be provided to the City that all recyclable commodities identified
are indeed recycled and not disposed. All end markets manufacturers or processors shall
be identified for each of the recyclable commodities.
7.PAYMENT AND DAMAGES
Term of Contract
7.1
The termof the new recycling contract will be either a period March 1, 2015 through
March 31, 2018(3 year)or a period fromMarch 1, 2015 through March 31, 2020(5
year).Contractor must submit pricing proposals for all scenarios.The City may, at its
sole option, considerextensions to the contract.
Revenue Sharing
7.2
All proposals shall state explicitly if the Contractor elects to participate in revenue sharing
with the City.
Respondents are encouraged to present a competitive Revenue Share arrangement that
provides incentive for the City and the Contractor to increase recycling and development
of end markets. Respondents must state on the price worksheet the processing fee and
what percent the net valuewill be used to calculate the City’s revenue share.
8.INSURANCE AND OTHER LEGAL REQUIREMENTS
Insurance
8.1
ACertificate of Insurance willbe required as proof of general liability coverage for bodily
injury or death in the amount of $2.0 million for bodily injury or death and $500,000 for
damages to property.
City of Arden Hills, Recycling RFP
October 2014
Page 16
The Certificate of Insurance shall name the City as an additional insured, and state that the
Contractor’s coverage shall be the primary coverage in the event of a loss.
ACertificate of Vehicle Liability Insurance willbe required in the amount of at least $2,000,000.
ACertificate of Professional Liability Insurance or Errors & Omissions Insurance providing
coverage for 1) the claims that arise from the errors or omissions of the Contractor or its sub-
contractors and 2) the negligence or failure to render a professional service by the Contractor or
its sub-contractorswill be required. The insurance policy should provide coverage in the
amount of $1,000,000 each occurrence and $1,000,000 annual aggregate. The insurance policy
must provide the protection stated for two years after completion of the work. Acceptance of the
insurance by the City shall not relieve, limit or decrease the liability of the Contractor.
Environmental liability insurance in compliance with local, state and federal regulations for all
matters related to therecycling services agreementwill be required. The policy coverage shall
include Environmental Impairment Liability.
Workers Compensation
8.2
Evidence of Workers Compensation insurance covering all employees of the Contractor
and subcontractors engaged in the performance of the Contract, in accordance with the
Minnesota Workers Compensation Lawshall be required.
Equal Opportunity
8.3
During the performance ofthe executed contract compliance with Executive Order 11246,
as amended by Executive Order 11375 and Department of Labor Regulations 41CFR, Part
60will be required
Performance
8.4
APerformanceBondas required by State Statute will be requiredto be fully executed and
approved by the City 30 daysprior to the start of the Contract.
Payment Bond
8.5
A Payment Bondas required by State Statute will be required to be fully executed and
approved by the City 30 daysprior to the start of the Contract.
Conflict ofInterest
8.6
No member, officer, or employee of the City shall have any interest, direct or indirect, in
the executed contract or the proceeds thereof. Violation of this provision shall cause the
executed contract to be null and void.
9.SUBMITTING PROPOSALS
Proposals May Be Rejected in Whole or Part
9.1
The City of Arden Hills reserves the right to:
Reject any or all proposals;
Reject parts of proposals;
City of Arden Hills, Recycling RFP
October 2014
Page 17
Negotiate modifications of proposals submitted;
Accept part or all of the proposals on the basis of consideration(s) other than
proceeds or cost; and
Negotiate specific work elements with the preferred Contractor into a contract of
lesser or greater expense than described in this RFP or the respondent's reply.
RespondentsMay Team with Other Companies
9.2
It is recognized that some prospective respondentsmay wish to subcontract with other
companies for processing services. This is allowed as needed, but all such Contractor-
subcontractor relationships must be explicitly described in each proposalscenario. The
City will contract with only one primary Contractor for the recycling services.
Multiple respondentsmay team up with other complementary hauling or recycling
companies provided there is no collusion. A company may be listed as a part of more than
one team as long as this company submits a written certification that no collusion occurred
between competing proposals.
Trade Secrets
9.3(Include in a Separate Sealed Envelope)
Respondentmay elect to submit data in a separate sealed envelope witha cover memo
requesting that the enclosed data be classified as “nonpublic data” under the Minnesota
Government Data Practices Act. The City will review the data to determine its correct
classification.
RFP and Proposal to BecomePart of Final Contract
9.4
The contents of this RFP, the successful proposal, and any written clarifications or
modifications to the contents thereof submitted by the successful respondent and approved
by the City in writing shall become part of the contractual obligations and be incorporated
by reference into the ensuing Contract. If any provision of the Contract RFP or proposal
is in conflict, the Contract takes precedence over the RFP, and the RFP takes precedence
over the proposal.
References
9.5
References shall include the name, phone number and email address of a contact person
from at least five cities. Respondents may submit up to ten references.
It is the responsibility of the respondentto ensure their Notification of Intent and
References are received by the City.
Howto Submit Proposals
9.6
Proposal shall be submitted to the Administration Department Office at City Hall no later
than 3:00 p.m. CDT, Friday, October17,2014in a sealed envelope with the name of the
proposing company on the outside and addressed as follows:
Enclosed: Recycling Services Proposal.
c/o Ryan Streff, City Planner
City of Arden Hills, Recycling RFP
October 2014
Page 18
City of Arden Hills
1245 Highway 96
Arden Hills, MN55112
Proposals will be treated in accordance with Mn. Statutes 13.591, Subdivision 3 (b), Data
Practices Act.
Six written, hard copies of the proposal and all attachments shall be submitted. An
electronic copy of the proposal must be submitted on a compact disk (or suitable
alternative electronicformatsuch as a USB flash/thumb drive) inside the sealed
envelope. The proposal file must be ina PDF format.
Proposal Content
9.7
Qualified proposals must include the Proposal Checklist Attachment A and items listed on
the checklist.
Evaluation Criteria
9.8
Arden Hillsresidents have identified a city-wide goal to be an environmentally sustainable
community, and residents have identified various community values that environmental
programs such as recycling should incorporate.
The vision, values and goals of the City lead to the following criteria that the City will use
to evaluate proposals for recycling services:
Collection Criteria
:
Clean and quiet service delivery.
Low impact on street (size and weight of trucks).
Easy for customers to participate.
A broad range of accepted recyclables, including organics.
Materials to be efficiently recycled (local markets, highest and best use for material).
Facilitates increased MUD, commercial, institutional and industrial recycling.
Cost-effective service.
Qualifications Criteria:
How the proposals have been tailored to meet the particular needs of the City ofArden
Hills.
Strength of qualifications of the respondents (together with any proposed
subcontractors).
Comments from the respondents’ reference clients.
Education and Customer Service Criteria:
Frequent, effective education of residents.
City of Arden Hills, Recycling RFP
October 2014
Page 19
Community involvement.
Outreach to low participating communities with public education tools specific to
demographic needs including outreach using electronic communications and emerging
technologies.
Contractor is approachable and welcoming of customer questions and comments.
Contractor has excellent service issue resolution.
Environmental BenefitsCriteria:
Maximized diversion of compostable and other recyclable materials.
Reduced carbon footprint.
These evaluation criteria are not presented in any special order. No ranking of these criteria
within this RFP is intended or implied.
A review committee will evaluate all proposals submitted based on price, how well the proposal
meets RFP base specifications, how well the proposal meets community values, and the
respondents’ “Value Added” elements that gobeyond the base specifications. Finalists maybe
invited to interviews.
City of Arden Hills, Recycling RFP
October 2014
Page 20
City ofArden Hills• RFP
Comprehensive Recycling Services
City of Arden Hills
RFP for Comprehensive Recycling Services
PROPOSAL FORMS:
RFP FORMS A THROUGH H
Instructions:
Please use this Word document to enter your responses to the RFP questions. When you’re
done, please print and sign the final forms for submittal with your proposaland submit an
electronic copy on a compact disk (or suitable alternative electronicformatsuch as a USB
flash/thumb drive) inside the sealed envelope. The electronic proposal file must be in a PDF
format.
You may also print out this document, fill in your numeric answers by hand, attach additional
sheets for typed narrative answers, and then sign the forms. All forms completed manually must
be clear and legible.
Form A -1
City ofArden Hills• RFP
Comprehensive Recycling Services
Form A:Proposal Content Checklist
Instructions:
Please checkoff the forms and other proposal sections to assure that your
proposal is complete and all forms are signed:
Proposal Cover Letter
Form A:Proposal Content Checklist
Form B:Proposer Information Questionnaire (including references)
Form C:Certification of Binding Signature
Form D:Certification of Independent Proposal Pricing
Form E:Price Worksheet
Form F:Itemized Listing of Trucks and Other Collection Equipment
Form G:Acceptance of Draft Contract for Services
Form H:Acknowledgement of Receipt of Addenda
Form A -2
City ofArden Hills• RFP
Comprehensive Recycling Services
Form B:Proposer Information Questionnaire
Instructions:
Please attach additional pages as may be necessary to properly respond to each of
the following questions.
Note: If this is a teaming arrangement, please list all team members on a separate page,
providing an address, telephone number, email, website and contact person for each.
General Contact Information:
Name of Company Proposing:
Address:
Telephone:
Email:
Website:
Name of contact person:
Type of organization:
(e.g., corporation, joint venture, partnership, individual)
Is this a “Team” proposal? Yes No
If yes, please list the name of the other Company or Companies Proposing as a part of your Team:
1.
2.
3.
References: Please provide on separate page(s) collection references (provide municipality, capacity
\[number of households per day\], contract structure between the organization and the
municipality(ies) or public agency being serviced, type and frequency of service provided, etc.).
If this is a Teaming arrangement, collection references for each Team member should be submitted.
The word “Company” as used below includes partnerships, corporations, and/or sole proprietorships.
Form B -1
City ofArden Hills• RFP
Comprehensive Recycling Services
Qualifications Questionnaire
General Management
Please describe the management structure of your company, including local decision-making
authority.
Financial Stability and Strength
Please provide financial data for the previous three years.
Recyclables Collection Experience
Pleaselist other communities in Minnesota for which you provide contracted services for
single-stream recycling, thelength of time your have provided those services and the number
of customers in each contract.
Overview of Services
What recycling services does your company provide?
Transition and Cart Management Plan
What is your plan for transition operations required between the current contract operations
and the new Contract operations? For example, the currentbins need to be replaced by new
carts,pleasesummarize your vision of the transition operations (e.g., timing and public
notice about recycling bin switches, etc.)and your plan for getting carts to new customers.
Business Information
Complete this Section for the Proposer and, if applicable, each member of a Teaming arrangement.
Within the past five (5) years, has the Company submitting this proposal failed to complete a
contract?Yes No
If so, state name of parties to the contract, the date of the contract and the reason for non-
completion. If a bond was posted, state the contact information for the bond company.
Within the past five (5) years has the Company submitting this proposal or any facility or property
owned or operated by this Company failed to perform any of its contract obligations with any
municipality, county or other public entity?Yes No
If so, state the nature of the failure?
With what other lines of business are you or your company directly or indirectly affiliated?
Describe the nature of your current business.
State the length of time you have been in business under your present name.
Form B -2
City ofArden Hills• RFP
Comprehensive Recycling Services
Within the last five (5) years, has the Company submitting this Proposal, or any facility or property
owned or operated by your Companyeverbeen the subject of administrative or judicial action for
alleged violation of the conditions of a permit issued by a governmental entity; or alleged violations
of environmental, zoning, or public health laws or regulations?Yes No
If so, state the details and disposition.
Has the Company submitting this proposal or any of itssubsidiaries been a party to any lawsuits
within the last five (5) years that may affect its ability to perform the obligations described in the
Proposal?Yes No
If so, list these lawsuits.
List names and business address of all individuals financially associated with the Company that is
submitting this Proposal.
Organic Waste Collection Plan
Ramsey County is requiring cities offer residents the opportunity to recycle organic materials by
the end of 2016.Ifthis option is included in your proposal, what will be your approach to
working with the City to develop an organic waste collection planas described in Section 4.5.3
of the RFP?
Electronics Collection Plan
If this option is included in your proposal, what will be your approach to working with the City
to develop an electronic waste collection plan as described in Section 4.5.4 of the RFP?
Yard Waste Collection Plan
If this option is included in your proposal, what will be your approach to working with the City to
develop ayard waste collection plan as described in Section 4.5.5 of the RFP?
Special Events
What is your past experience with providing recycling services at special events (e.g., an
electronics collection event,Day in the Park, other community event, etc.)?
Do you propose a separate cost for suchspecial events?
Yes No
If yes, please provide your price quote on RFP “Form E –Price Worksheet”
Form B -3
City ofArden Hills• RFP
Comprehensive Recycling Services
Public Education
The City and the Contractor will plan for a coordinated public education campaign. Does your
Company use “education tags” that are left byyour collection crews at the time material is left
behind?
Yes No
If yes, please attach an example of one such education tag from another community.
What other public education efforts have you used successfully in the past which are directly
relevant to this scope of service?
What are your plans for additional public education efforts?
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Printed Name
Date
Form B -4
City ofArden Hills• RFP
Comprehensive Recycling Services
Form C:Certification of Binding Signature
Instructions:
All forms provided in this RFP are required to be completed and be executed by
an official authorized to bind the Proposal offer. All completed forms shall be made a part of the
Respondent’s proposal. All proposal forms must be signed by the same authorized person.
The undersigned Respondent further certifies that he/she has read the information submitted by
the Proposer and has personal knowledge that the information submitted is true and correct.
I,
(Name of Authorized Officer
of
(Title)(Proposer Firm name
(Date)
I swear that I am authorized to execute all Proposal forms included in this Proposal response to
the RFP and to bind the company to these agreements; and swear that I have read the information
contained in this Proposal and that I have personal knowledge that it is true and correct.
Form C -1
City ofArden Hills• RFP
Comprehensive Recycling Services
Form D:Certification of Independent Proposal Pricing
Instructions:
This form shall be executed by the authorized official to bind the company.
The Proposer makes the following representations and certifications as part of this proposal:
The undersigned respondent certifies that the Proposer has not directly or indirectly entered into
any agreement, express or implied, with any other Proposer(s) (other than for purposes of
forming a Team as defined and allowed in this RFP) for any of the following:
A.Controlling of the price of such proposal(s);
B.Limiting of the number of proposals or Proposers; or
C.Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or
any part of the subject matter of the proposal(s) or of the profits.
The undersigned respondent certifies that they have not and will not divulge the sealed proposal
to any person except those as a part of a legitimate Team as per the specifications of this RFP or
having a partnership or other financial interest with them in said proposal or proposals until after
the Contract is fully executed or until the City publicly releases this sealed information.
The undersigned respondent further certifies that the Proposer has not been a party to any
collusion including, but not limited to, actions such as:
A.Proposers restraining the freedom of competition by agreement to make a proposal at
a fixed price or pre-arranged price limit;
B.Refraining from submitting a proposal at a fixed or pre-arranged price limit; or
C.Refraining from submitting a proposal.
The undersigned responded further certifies that the Proposer has not engaged in any prohibited
contact or conflict of interest with any City official or its agents such as, but not limited to:
A.Discussion of service quantity, quality, or price in the prospective Contract or any
other terms of said prospective Contract; or
B.Any other prohibited discussions between the Proposers and City officials or agents
concerning exchange of money or other things of value for special consideration in
the letting of a Contract.
Signature of person duly authorized to sign submittal on behalf of the Proposer:
_____________________________________
Printed Name
__________________________________________________________________________
Authorized SignatureDate
Form D -1
City ofArden Hills• RFP
Comprehensive Recycling Services
Form E:Price Worksheet
Instructions:
This form shall be executed by the authorized official to bind the company. If an
alternate proposal is submitted, a separate Form E –Price Worksheet must be included, labeled
“Alternate”, and that clearly specifies the proposed costs of any such alternate provision.
Proposed Fees:
Base Collection Fee for Recyclables:
Option #1: City Owns the Recycling Carts, Every Other Week Service
Every other week (EOW) service, Three (3) year contract
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
.
Units: Proposed $ per household (HH) per year(YR):= $ ______._____/HH/YR
Additional collection fee for each additional cart, every other weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Every other week (EOW) service, Five (5) year contract
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
.
Units: Proposed $ per household (HH) per year(YR):= $ ______._____/HH/YR
Additional collection fee for each additional cart, every other weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Option #2: City Owns the Recycling Carts, Every Week Service
Every week service, Three (3) year contract
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
.
Units: Proposed $ per household (HH) per year(YR):= $ ______._____/HH/YR
Additional collection fee for each additional cart, weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Every week service, Five (5) year contract
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
.
Units: Proposed $ per household (HH) per year(YR):= $ ______._____/HH/YR
Additional collection fee for each additional cart, weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
FormF-1
City ofArden Hills• RFP
Comprehensive Recycling Services
Option #3: Contractor Owns the Recycling Carts, Every Other Week Service.
Every other week (EOW)service,Three (3) year contract
Units: Proposed $ per household(HH)per month (MO):= $ /HH/MO
.
Units: Proposed $ per (HH) per year(YR):= $ ______._____/HH/YR
Additional collection fee for each additional cart, every other weekservice
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Every other week (EOW) service,Five (5) year contract
Units: Proposed $ per HH per MO: = $ /HH/MO
.
Units: Proposed $ per HH per YR:= $ ______._____/HH/YR
Additionalcollection fee for each additional cart, every other weekservice
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Option #4: Contractor Owns the Recycling Carts, Every Week Service
Every week service,Three (3) year contract
Units: Proposed $ per HH per MO: = $ /HH/MO
.
Units: Proposed $ per HHper YR:= $ ______._____/HH/YR
Additional collection fee for each additional cart, every other weekservice
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Every week service,Five (5) year contract
Units: Proposed $ per HH per MO: = $ /HH/MO
.
Units: Proposed $ per HH per YR:= $ ______._____/HH/YR
Additional collection fee for each additional cart, every other weekservice
Units: Proposed $ per extra recycling cart per HH per MO: = $ /cart/HH/MO
.
Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR
Multi-units (over 4 units) and Business Option
Proposed business/commercial/institutional/multi-unitdwelling
recyclables collection fees
:
“BaseUnit”is four (4) yd. container serviced once per week
Units: Proposed $ per unit per MO: = $ /HH/MO
.
Units: Proposed $ per unit per YR:= $ ______._____/HH/YR
Alternate Recycling container is 65 gallon cart, serviced once per week
Units: Proposed $ per unit per MO: = $ /HH/MO
.
Units: Proposed $ per unit per YR:= $ ______._____/HH/YR
FormF-2
City ofArden Hills• RFP
Comprehensive Recycling Services
Portion of Base Collection Fee(BCF)-Recyclables Related to Fuel vs. Non-Fuel Costs:
Percentage of BCF-Recyclables allocated to non-fuel related items
Units: Percent of BCF-Recyclables allocated to non-fuel costs: =%
____________
Percentage of BCF-Recyclables allocated to fuel-related items
Units:Percent of BCF-Recyclables allocated to fuel costs: =%
____________
Total= 100%
Proposed Recyclables Processing Fee
Units:$ / ton (average of all commodities)= $ /ton
.
Proposed Recyclables Revenue Share Percent
Units:Percent of net Contractor revenue to be credited to the City
(On all commodities)=%
____________
Optional services
Proposed Organics collection and processing fee
Units: Proposed $ per HH per MO: = $ /HH/MO
.
Units: Proposed $ per HH per YR:= $ ______._____/HH/YR
Potential beginning date:_______________
Proposed Electronics collection and processing fee
=$_______/
Units: ProposedCollection Fee $ perelectronic item:item
=$_______/
Units: ProposedProcessing Fee $ perelectronic item:item
Potential beginning date:_______________
Proposed Yard Waste Collection and processing fee
=$_______/
Units: Proposed Collection and Composting fee/HH/MOHH/YR
=$_______/
Units: Proposed Collection and Composting fee/HH/YRHH/YR
Potential beginning date:_______________
Approximate yard waste season:_____ to ____ (MO)
Signature of person duly authorized to sign submittal on behalf of the Proposer:
______________________________________________
Authorized Signature
______________________________________________________________
Print NameDate
FormF-3
City ofArden Hills• RFP
Comprehensive Recycling Services
Form F:Itemized Listing of Trucks and Other Collection Equipment
Technical Description of Collection Equipment and Routes
Instructions: This form shall be executed by the official authorized to bind the company.
Information should be completed for each different model of equipment proposed (including any
spares). This list should include equipment to service the specified residential units in theCity
Make of Chassis ModelYear#Capacity/Cubic FuelDelivery Schedule, if
& BodyYardsTypenot Currently Owned
Signature of person duly authorized to sign submittal on behalf of the Proposer:
____________________________________________
Authorized Signature
_________________________________________________________
Printed NameDate
Form G -1
City ofArden Hills• RFP
Comprehensive Recycling Services
Form G:Certification of Acceptance of the Draft Arden Hills
Contract or Notification of Proposed Exceptions
______________________________________________________________________________
\[Respondent’s Company Name\] has reviewed the draft City of Arden Hills Contract (Attachment A)
in the RFP.
We have no changes to request to the draft Contract and we have no exceptions to the
proposed Contract language. We hereby certify that our legal counsel for our company has reviewed
the draft Contract and accepts the language “as is”. If awarded the Contract by the City, we hereby
certify that we will execute the final Contract without any proposed changes.
Or
We have exceptions to the draft Contract language. We have proposed changes to request to
the draft Contract. We have attached a redline (“tracked changes”) version of the draft Contract that
itemizes our changes or exceptions. We hereby certify that our legal counsel for our company has
reviewed the draft Contract and accepts the language with the proposed changes. No other exceptions
or changes are or will be proposed. If awarded the Contract, we hereby certify that we will execute
the final Contract if our proposed changes are accepted by the City.
Signature of person duly authorized to sign submittal on behalf of the respondent:
______________________________________________
Authorized Signature
______________________________________________________________
Print Name
Date
Form G -2
City ofArden Hills• RFP
Comprehensive Recycling Services
Form H:Acknowledgement of Receipt of Addenda
Please acknowledge receipt of addenda to the City’s RFPfor RecyclingCollection Services with
your signature. An opportunity to acknowledge up to five (5) addenda is included in this form
but does not necessarily mean that five (5) addenda will be provided.
Addendum 1
__________
Addendum 2
__________
Addendum 3
__________
Addendum 4
__________
Addendum 5
__________
Signature of person duly authorized to sign submittal on behalf of the Proposer:
____________________________________________
Authorized Signature
_______________________________________________________
Print NameDate
_______________________________________________________
Email AddressTelephone
Form H-1
MEMORANDUM
DATE: August 11, 2014
TO: Honorable Mayor and City Councilmembers
Sue Iverson, Acting City Administrator
FROM: Jill Hutmacher, Community Development Director
SUBJECT: TCAAP Density and Maximum Residential Unit Discussion
Background
TCAAP residential density was discussed at the May 19, 2014, City Council Work Session. At
that time, the City Council was provided with:
Directions and information for a self-guided development tour
Article, Higher Density Development Myth and Fact; Urban Land Institute
Chapter One, Visualizing Density; Julie Campoli and Alex MacLean
Since that time, the City Council has requested additional information (attached) as follows:
Excerpts from information provided by Ryan Companies during a 2006 development
tour, and
A comparison analysis of net density for several Arden Hills neighborhoods.
Discussion
The park, open space, stormwater and utilities infrastructure on TCAAP are being planned to
accommodate development in the low- to mid-range of the AUAR, or 1,500 to 1,800 dwelling
units. This range of dwelling units equates to a population of approximately 3,700 to 4,400
Approximately the same amount
of park space and infrastructure are needed for 1,800 units as for 1,500 units.
During the regulations and policies component of the master planning process, the City Council
will establish the types of residential uses allowed in each district, setbacks for residential uses,
maximum height, etc. All of these characteristics affect overall density in residential
neighborhoods.
The City Council may choose to establish a maximum number of residential units at this time.
Attachments
Approved Master Plan Land Use Map; June 30, 2014
12
Page of
Memo, Residential Development and Densities; May 19, 2014
Approved Minutes, City Council Work Session; May 19, 2014
Memo, Arden Hills Residential Development and Density Analysis; July 23,2014
Excerpts, Ryan Development Tour; December 2, 2006
22
Page of
Local Roads57.8
Spine Road25.2
Creek
.
.
.
.
.
.
.
.
.
.
Town
Hill
.
.
.
.
.
.
.
.
.
.
MEMORANDUM
DATE: May 19, 2014
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Jill Hutmacher, Community Development Director
SUBJECT: Residential Development and Densities
Background
In April the City Council was given options for a self-guided development tour to see examples
of recent residential developments that mixed types of housing and/or were infill redevelopment
projects in town centers or transit areas. These development projects are relevant to TCAAP
because they demonstrate how types of housing can be mixed, and how density can be
successfully achieved. The following memo is intended to outline concepts related to density in
preparation for further City Council discussion on this topic.
Density
Density is a difficult statistic for comparison purposes because it is measured in many different
ways. Gross density is the simplest calculation just divide the total number of units by the total
development area. Gross density, however, does not take wetlands, open space, road
infrastructure, and other undevelopable areas into account. Net density is a more accurate
measurement for comparison purposes, but it can be calculated in different ways. For example,
the Metropolitan Council deducts the following from net density calculations:
wetlands, water bodies, ponds;
public parks, open space, and trail corridors;
arterial road rights-of-way
steep slopes, bluffs, and other undevelopable acres protected by local ordinances
The Metropolitan Council, however, does not deduct interior roads, private open space, or
stormwater ponds/setbacks, whereas some communities will include these factors in their net
density calculations.
Net density can be more simply calculated as the number of units divided by total area of
developable lots. The difference between varying calculations of density can be significant. For
16
Page of
example, Stonemill Farms in Woodbury is a large residential development project consisting
mostly of single-family homes of varying lot sizes (lot widths range from 50 to 105 feet) and a
small amount of commercial and townhomes. The following chart shows the varying density
calculations for Stonemill Farms.
Table 1 Density calculations for Stonemill Farms, Woodbury
Metropolitan Council net density 1 4.2 du/ac 2 for single-family
Developer net density (lot size/units)3 2.7 du/ac for single-family
Gross density (includes townhomes and private open space; 2.1du/ac overall gross density
3
excludes acreage for commercial, public school, and public park)
1
Provided by the Metropolitan Council
2
Dwelling units per acre (du/ac)
3
Calculated by staff based on developer data
The following chart shows density calculations for the residential development projects included
in the self-guided tour. The calculations below are what could be obtained from the cities or
consultants involved with some these projects.
Table 2 Densities of Residential Development Projects
Project Unit Type Net Density Gross Density
Clover Ridge Single Family Range of 0-64 du/ac Overall gross density of 3 du/ac
Chaska Townhomes per block
Apartments
Excelsior/Grand Condominiums
43 du/ac
St. Louis Park Apartments
Wooddale Station Townhomes ---
St. Louis Park Apartments Up to 75 du/ac
Centennial Lakes Townhomes 10 du/ac
Edina Apartments 37 du/ac
Cobblestone Lake Single Family --- Up to 4 du/ac
Apple Valley Townhomes --- Up to 11/du/ac
Senior Housing 27.8 du/ac Overall project density is 10.4 du/ac
Design
reveals nothing about physical form. Two neighborhoods with the exact same density can look as
different as night and day. Although they measure out at the same density they are not
necessarily perceived to be equally dense. What really matters is how the streets are laid out,
how the land is subdivided, how the buildings are arranged and detailed, whether trees are
planted, where the sidewalks lead. These are all
Lincoln Institute of Land Policy,
attention paid to design. The following elements are critical:
Diversity in architectural styles and building materials;
Variation in building size, alignment, and the development pattern;
26
Page of
Pedestrian-friendly streetscape that contributes to a sense of community; and
Open/public spaces that provide visual relief to the development pattern and provide
opportunities for active and passive recreation.
The City Council will be addressing these issues in the regulations and policies work of the
master planning process through zoning regulations and design standards.
Life-Cycle Housing
Life-cycle housing refers to the idea that a community offers appropriate housing for every stage
of life apartments for people beginning their careers, townhomes and starter homes for young
professionals, move-up homes for growing families, and housing suitable for seniors from active
empty nesters to the frail elderly. The current housing stock in Arden Hills consists mainly of
large, single-family homes on large lots. The City has relatively little housing stock for recent
college graduates, young professionals, and active seniors wanting to downsize but not ready for
a senior housing community.
Meanwhile, housing preferences for the millennial generation (generally considered to be people
are currently shifting towards rental
housing. According to developers, the average age of tenants in rental, multi-family housing, is
increasing and is now at 28. Developers assume that this is related to the challenging job market
for college graduates in recent years, the shift to marrying and starting families later in life, high
college debt, and risk aversion related to housing investment. Developers have seen that renters
Recent
multi-family developments have larger units with more amenities, but are being built at higher
densities (up to 75 units per acre with five or six stories).
As millenials begin to settle down and have children, their housing preferences may shift to
single-family homes. As a generation that has been highly socialized through a childhood
emphasizing group projects, team sports, and organized activities, however, they will likely seek
Incorporating life-cycle housing into
TCAAP may benefit the long-new and existing neighborhoods.
Infrastructure Revenues and Expenditures
The park, open space, stormwater and utilities infrastructure are being planned to accommodate
development in the low- to mid-range of the AUAR, or 1,500 to 1,800 dwelling units.
Approximately the same amount of parks/infrastructure is needed for 1,500 units as for 1,800
units, so the capital expenditures within that range are constant.
Fee revenue to support park and infrastructure costs, however, will vary depending on the
number of units. Many cities have moved towards charging park dedication fees on a per unit
basis for residential property. For example, St. Louis Park currently charges $1,500 per unit per
park dedication and $225 per unit for trails. The City of Brooklyn Center currently charges
$4,600 per unit for park dedication. The City of Arden Hills will need to revise its park
36
Page of
dedication ordinance prior to TCAAP development, and establishing a per unit park dedication
fee for residential property is something the City Council may want to consider.
Sewer and water availability charges are also billed on a per unit basis in many cities. Ehlers
provided the following information on local SAC and WAC charges per residential unit. A City
Council discussion on sewer and water rates is scheduled for June.
Table 3 SAC and WAC per unit charges
SAC
City WAC
(excluding MCES)
Arden Hills $525 $525
New Brighton $285 $545
Brooklyn Park NA $1,825
Chaska $1,295 $3,832
Inver Grove Heights $1,905 $2,900
Chanhassen $2,288 $6,287
Blaine NA $1,630
Allowing a moderate level of overall density allows the capital costs for park and infrastructure
development to be spread over a larger number of users.
Residential Development Scenarios
Density on the TCAAP site could be achieved in several different ways. The charts below show
three scenarios for development of approximately 1,650 residential units along with a
comparison to the Ryan Plan.
Scenario A:
Unit types distributed across Hill, Creek, and Town neighborhoods with some
apartments, townhomes and senior housing in Hill and Town neighborhoods.
Scenario B:
No apartments or senior housing in Creek and Town neighborhoods.
Scenario C:
Eliminate small single-family lots. Maximize acreage for large and medium
single-family lots. Increase density in town neighborhood.
Table 4 Number of units per neighborhood in each scenario
Scenario Scenario Scenario Ryan
A B C Plan
Creek 295 237 176
Hill 475 390 307
Town 881 1022 1165
Total 1651 1649 1649 1750
46
Page of
Table 5 Overall density per housing type and number of units in each scenario
Net
Units Scenario Scenario Scenario Ryan
per Acre A B C Plan
Large SF 2.75 71 39 58 130
Med SF 5 137 98 225 150
Small SF 8.5 207 284 0 40
Townhome 11/16 347 556 561 470
Condo/Apt 23/40 451 405 505 480
Senior 33/40 438 268 300 480
Total 1651 1649 1649 1750
The following charts show a comparison between the number of units per type of housing (Chart
A same data as Table 5) with the amount of acreage used by type of housing (Chart B).
Chart A Units by type and scenario (same data as Table 5)
2000
1800
1600
1400
Senior
1200
Condo/Apt
Townhome
1000
Small SF
800
Medium SF
600
Large SF
400
200
0
Scenario AScenario BScenario CRyan Plan
56
Page of
Chart B Unit types by net residential acreage and scenario
180.0
160.0
140.0
Senior
120.0
Condo/Apt
100.0
Townhome
80.0
Small SF
Medium SF
60.0
Large SF
40.0
20.0
0.0
Scenario AScenario BScenario CRyan Plan
Scenarios A, B, and C are only three examples of how a specific number of dwelling units could
be distributed amongst different unit types across the three neighborhoods. With Council
direction, more scenarios showing a different number of units, or different distribution of units
could be prepared.
City Council approval of the master plan land use map is scheduled for June 30, 2014. Density
is not required to be addressed on the land use map, unless the Council wants to designate
specific areas for low-, medium-, or high-density housing. As previously noted, most of the
and policies component of the master planning process. That said, any City Council policy
direction regarding density and unit types that can be provided would be appreciated.
Discussion Questions:
1.What characteristics did the Council observe on the development tour that should be
either achieved or avoided at TCAAP?
2.Does the City Council have comments on the distribution of unit types across
neighborhoods?
3.Does the City Council want to set a minimum or maximum number of units overall, per
neighborhood, or per type of housing unit? If the City Council chooses to set limits on
numbers/types of units, should that policy decision be made now or during the
regulations and policies component of the master planning process?
4.Are there any density-related issues that the City Council would like to see specifically
addressed? This input would help staff and the consultants as we start working on the
regulations and policies.
66
Page of
ARDEN HILLS CITY COUNCIL WORK SESSION MAY 19, 20149
Councilmember Holmes
believed that the Council needed to know what costs the City cannot
bond for and what risks would be associated with these expenses.
Ms. Kvilvang
reported that she could run a model to show the Council the risks.
Councilmember Holden
thanked Ms. Kvilvang for providing the Council with preliminary
numbers.
TCAAP Residential Development and Densities
Community Development Director Hutmacher
stated that in April, the City Council was given
options for a self-guided development tour to see examples of recent residential developments that
offered mixed types of housing. These development projects are relevant to TCAAP because they
demonstrate how types of housing can be mixed and how density can be successfully achieved.
Community Development Director Hutmacher
discussed concepts related to density in
preparation for further City Council discussion on the topic. She requested comment from the
Council on these residential developments and desired density levels for TCAAP.
Mayor Grant
believed it would be difficult to provide an exact number because per acre density
can be calculated in so many different ways. He questioned if the Council had feedback regarding
density.
Councilmember Holmes
stated that she recently spent time in St. Louis Park at Excelsior and
Grand and did not find the mix of retail to be attractive.
Discussion ensued regarding the potential mix of uses in the Town Center, along with the pros
and cons of vertical and horizontal mixed use developments.
Councilmember Holden
stated that townhouses have become starter homes and questioned if the
TCAAP development would offer life-cycle housing.
Community Development Director Hutmacher
explained that the mix of housing products has
not been determined. She understood that Arden Hills did not currently have a lot of starter/young
professional homes. She believed that starter homes would assist in drawing and keeping families
in the community.
Councilmember McClung
wanted to see balanced housing opportunities on TCAAP.
Mayor Grant
suggested that the market demand be reviewed prior to the Council making any
decisions. He wanted to see that the majority of the constructed units be owner-occupied.
Councilmember Holden
indicated that TCAAP would be quite dense, which was a concern to
her.
ARDEN HILLS CITY COUNCIL WORK SESSION MAY 19, 201410
Community Development Director Hutmacher
discussed the various ways the density on
TCAAP could be spread throughout the development. She provided comment on the Maxfield
study and how this could be considered over the 15 year development period for TCAAP.
Councilmember McClung
wanted to see diverse neighborhoods within TCAAP as this would
increase property value and curb appeal.
Councilmember Holden
expressed concern again with the density on TCAAP. She explained
that maintenance of TCAAP would be crucial over the next 15 to 20 years in order for the City to
continue to draw people into the community.
Mayor Grant
recommended that the building materials used within TCAAP be carefully
considered by the Council to ensure amenities, storefronts, and homes stand the test of time. He
suggested that one portion of TCAAP have a lower density option for residents.
Councilmember McClung
also had concerns with density but stated that he is tolerant of it. He
indicated that he could support the maximum AUAR build out. He stated that quality building
materials would assist with maintenance concerns in the future.
Councilmember Holden
commented that she could support the minimum AUAR build out. She
believed the Council would have to come to an agreement on this issue before Ms. Kvilvang
could begin running numbers.
Mayor Grant
reported that he was leaning towards the lower density. He realized that TCAAP
would not look like the rest of Arden Hills, but he understood the financial numbers had to work.
He does not believe that the County should plan to break even on this project. He wanted to see a
variety of housing types, somewhere around 1,550 units, and he preferred that the majority be
owner-occupied.
Councilmember McClung
did not believe that the City or County would be able to pull the
development off financially at a 1,550 unit build-out. He looked forward to seeing the numbers
from Mark Ruff at a future meeting based on the current Master Plan.
Councilmember Holden
appreciated the mix of housing that was established at the Denver
redevelopment project that she visited as it brought together young families and senior citizens.
The Council discussed the differences between the current AUAR scenarios and the Ryan plan.
City Administrator Klaers
reported that the Council did not have to make any decisions
regarding density this evening. He noted that the feedback provided is appreciated.
TCAAP Flex Space Land Use
Community Development Director Hutmacher
stated that the options for a self-guided
development tour included examples of what is being described as flex space land use. This type
of land use is also commonly called a business or office park. Development examples were
located in St. Paul, Mendota Heights, and Minnetonka and included the following uses:
MEMORANDUM
DATE: July 23, 2014
TO: Honorable Mayor and City Councilmembers
Patrick Klaers, City Administrator
FROM: Matthew Bachler, Associate Planner
SUBJECT: Arden Hills Residential Development and Density Analysis
Background
The topic of residential density on the TCAAP redevelopment site was discussed at the City
Council Work Session on May 19, 2014. One area of discussion regarded how the proposed
levels of density on TCAAP compare with existing density in Arden Hills. The purpose of this
memo is to provide an analysis of the density of five neighborhoods in Arden Hills: Royal Hills
Park, Valentine Park, Chatham, Hazelnut Park, and Hunters Park.
Discussion
Density is measured in a variety of different ways, which can make it difficult when trying to
compare density levels between projects or neighborhoods. Residential density is defined as the
number of dwelling units on a given land area. The variation in density calculations results from
what is included or excluded in the base land area calculation. Generally, net density refers to
densities where the base land area calculation only includes the total of all residential parcels
within the boundaries of a neighborhood and excludes parks and internal streets. For higher
density projects, such as the Hunters Park neighborhood in Arden Hills, private access drives,
resident parking, and shared open space are often factored into this base land area calculation. In
comparison, gross density refers to densities where the base land area calculation includes non-
residential uses like roadways, parks, civic, and commercial uses that fall within the boundaries
of the neighborhood or development.
Since the base land area used for calculating net density is smaller and excludes most non-
residential uses, net density measures are usually higher than gross density measures. For the
purpose of this analysis, net density calculations were used to allow for easier comparison with
the proposed density levels on TCAAP.
Analysis
The following chart provides a comparison of the net density of the five neighborhoods included
in the analysis. Neighborhoods are listed from lowest to highest density.
15
Page of
Total Residential Number of Net Density
Neighborhood Area Dwelling Units¹ (Units/Residential Area)
Royal Hills Park 33 acres 72 2.18
Valentine Park 61 acres 157 2.57
Chatham 41 acres 129 3.15
Hazelnut Park 49 acres 168 3.42
Hazelnut Park East 22 acres 81 3.68
Hunters Park 21 acres² 84 4.00
¹ The number of dwelling units was based on the number of parcels within the neighborhood
boundaries. These numbers assume that each parcel is occupied by a single-family dwelling unit.
² Includes private access drives (approximately 2.9 acres)
Royal Hills Park Neighborhood
The boundaries for the Royal Hills Park neighborhood were set at Arden View Drive on the
north, the Arden View townhomes on the east, approximately Colleen Avenue on the south, and
Snelling Avenue North on the west. The total land area of residential uses in this neighborhood is
33 acres. With 72 dwelling units, the net density is 2.18 units per acre.
25
Page of
Valentine Park
The boundaries for the Valentine Park neighborhood were set at Lake Valentine Road on the
north, Snelling Avenue North on the east, Tony Schmidt Regional Park on the south, and the
Mounds View High School on the west. The total land area of residential uses in this
neighborhood is 61 acres. With 157 dwelling units, the net density is 2.57 units per acre.
Chatham
The boundaries for the Chatham neighborhood were set at Valentine Hills Elementary School
and the Chatham Trails on the north, Bethel University on the east, the Soo Line Railroad right-
of-way on the south, and Charles Perry Park and Tony Schmidt Regional Park on the west. The
total land area of residential uses in this neighborhood is 41 acres. With 129 dwelling units, the
net density is 3.15 units per acre.
35
Page of
Hazelnut Park
The boundaries for the Hazelnut Park neighborhood were set at Hazelnut Park on the north, New
Brighton Road on the east, County Road D on the south, and the Elmer L. Andersen Trail on the
west. The total land area of residential uses in this neighborhood is 49 acres. With 168 dwelling
units, the net density is 3.42 units per acre.
Hazelnut Park East
The eastern half of the Hazelnut Park neighborhood has a slightly higher net density than the
neighborhood as a whole. The total land area of residential uses in that portion of the Hazelnut
Park neighborhood east of Prior Avenue is 22 acres. With 81 dwelling units, the net density is
3.68.
45
Page of
Hunters Park
The boundaries for the Hunters Park neighborhood were set at Harriet Avenue on the north,
Lexington Avenue on the east, the Josephine Hills neighborhood on the south, and 2 Pine Tree
Drive and the Crepeau Nature Preserve on the west. The total land area of residential uses in this
neighborhood is 21 acres, which includes private access drives of approximately 2.9 acres in
area. With 84 dwelling units, the net density is 4 units per acre.
55
Page of