The URL can be used to link to this page

Home My WebLink About09-08-14-RAPPROVAL OF AGENDA PUBLIC INQUIRIES/INFORMATIONAL Public inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation. PUBLIC PRESENTATIONS Sheriff Bostrom - Update On Police Services Patrick Klaers, City Administrator MEMO.PDF, ATTACHMENT.PDF Proclamation In Recognition Of Michelle Olson, Parks And Recreation Manager Mayor David Grant MEMO.PDF, ATTACHMENT A.PDF STAFF COMMENTS TCAAP Update Jill Hutmacher, Community Development Director MEMO.PDF Transportation Update Terry Maurer, Public Works Director MEMO.PDF State Of The City Update Jill Hutmacher, Community Development Director MEMO.PDF APPROVAL OF MINUTES Approval Of Minutes July 14, 2014, Special Work Session July 14, 2014, Regular City Council July 21, 2014, Work Session July 28, 2014, Special Work Session July 28, 2014, Regular City Council 07 -14 -14 -WS.PDF, 07 -14 -14 -R.PDF, 07 -21 -14 -WS.PDF, 07 -28 -14 - WS.PDF, 07 -28 -14 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Request For Proposals (RFP) - Recycling Services Ryan Streff, City Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Round Lake Road Area Improvement - Payment #3 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF Valentine Park Improvements - Final Payment #5 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents MEMO.PDF Adopting And Confirming Quarterly Special Assessments For Delinquent Utilities Sue Iverson, Director of Finance and Administrative Services Pang Silseth, Accounting Clerk MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Rolling Hills Area - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Grant Road, Noble Road, Fairview Avenue, And Lake Lane - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Consultant Services For 2015 PMP's Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENTS.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Dave McClung Ed Werner Regular City Council Agenda September 8, 2014 7:00 p.m. City Hall Address: 1245 W Highway 96 Arden Hills MN 55112 Phone: 651 -792 -7800 Website : www.cityofardenhills.org 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. 2. 3. 3.A. Documents: 3.B. Documents: 4. 4.A. Documents: 4.B. Documents: 4.C. Documents: 5. 5.A. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 7. 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 9.B. Documents: 9.C. Documents: 10. 11. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.PUBLIC PRESENTATIONSSheriff Bostrom - Update On Police ServicesPatrick Klaers, City AdministratorMEMO.PDF, ATTACHMENT.PDFProclamation In Recognition Of Michelle Olson, Parks And Recreation ManagerMayor David GrantMEMO.PDF, ATTACHMENT A.PDFSTAFF COMMENTSTCAAP UpdateJill Hutmacher, Community Development DirectorMEMO.PDF Transportation Update Terry Maurer, Public Works Director MEMO.PDF State Of The City Update Jill Hutmacher, Community Development Director MEMO.PDF APPROVAL OF MINUTES Approval Of Minutes July 14, 2014, Special Work Session July 14, 2014, Regular City Council July 21, 2014, Work Session July 28, 2014, Special Work Session July 28, 2014, Regular City Council 07 -14 -14 -WS.PDF, 07 -14 -14 -R.PDF, 07 -21 -14 -WS.PDF, 07 -28 -14 - WS.PDF, 07 -28 -14 -R.PDF CONSENT CALENDAR Those items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda. Claims And Payroll Sue Iverson, Director of Finance and Administrative Services Ashley Bertrand, Accounting Analyst MEMO.PDF Request For Proposals (RFP) - Recycling Services Ryan Streff, City Planner MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Round Lake Road Area Improvement - Payment #3 John Anderson, Assistant City Engineer MEMO.PDF, ATTACHMENT A.PDF Valentine Park Improvements - Final Payment #5 Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents MEMO.PDF Adopting And Confirming Quarterly Special Assessments For Delinquent Utilities Sue Iverson, Director of Finance and Administrative Services Pang Silseth, Accounting Clerk MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Rolling Hills Area - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Grant Road, Noble Road, Fairview Avenue, And Lake Lane - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Consultant Services For 2015 PMP's Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENTS.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungEd Werner Regular City Council Agenda September 8, 20147:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden 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 ORDER1.2.3.3.A.Documents:3.B.Documents:4.4.A.Documents: 4.B. Documents: 4.C. Documents: 5. 5.A. Documents: 6. 6.A. Documents: 6.B. Documents: 6.C. Documents: 6.D. Documents: 7. 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 9.B. Documents: 9.C. Documents: 10. 11. APPROVAL OF AGENDAPUBLIC INQUIRIES/INFORMATIONALPublic inquiries/informational is an opportunity for citizens to bring to the Council ’s attention any items not currently on the agenda. In addressing the Council, please state your name and address for the record, and a brief summary of the specific item being addressed to the Council. To allow adequate time for each person wishing to address the Council, we ask that individuals limit their comments to three (3) minutes. Written documents may be distributed to the Council prior to the meeting, or as bench copies, to allow a more timely presentation.PUBLIC PRESENTATIONSSheriff Bostrom - Update On Police ServicesPatrick Klaers, City AdministratorMEMO.PDF, ATTACHMENT.PDFProclamation In Recognition Of Michelle Olson, Parks And Recreation ManagerMayor David GrantMEMO.PDF, ATTACHMENT A.PDFSTAFF COMMENTSTCAAP UpdateJill Hutmacher, Community Development DirectorMEMO.PDFTransportation UpdateTerry Maurer, Public Works DirectorMEMO.PDFState Of The City UpdateJill Hutmacher, Community Development DirectorMEMO.PDFAPPROVAL OF MINUTESApproval Of MinutesJuly 14, 2014, Special Work SessionJuly 14, 2014, Regular City CouncilJuly 21, 2014, Work SessionJuly 28, 2014, Special Work SessionJuly 28, 2014, Regular City Council07-14 -14 -WS.PDF, 07 -14 -14 -R.PDF, 07 -21 -14 -WS.PDF, 07 -28 -14 -WS.PDF, 07 -28 -14 -R.PDFCONSENT CALENDARThose items listed under the Consent Calendar are considered to be routine by the City Council and will be enacted by one motion under a Consent Calendar format. There will be no separate discussion of these items, unless a Councilmember so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.Claims And PayrollSue Iverson, Director of Finance and Administrative ServicesAshley Bertrand, Accounting AnalystMEMO.PDFRequest For Proposals (RFP) - Recycling ServicesRyan Streff, City PlannerMEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDFRound Lake Road Area Improvement - Payment #3John Anderson, Assistant City EngineerMEMO.PDF, ATTACHMENT A.PDFValentine Park Improvements - Final Payment #5Terry Maurer, Public Works DirectorMEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF PULLED CONSENT ITEMS Those items that are pulled from the Consent Calendar will be removed from the general order of business and considered separately in its normal sequence on the agenda. PUBLIC HEARINGS Under this Public Hearing section, citizens have an opportunity to discuss ideas regarding TCAAP development. Please be sure to complete a "Request to Appear before City Council" form (available at the back table). Completed forms may be given to the City Clerk. TCAAP Development Discussion Opportunity For Residents MEMO.PDF Adopting And Confirming Quarterly Special Assessments For Delinquent Utilities Sue Iverson, Director of Finance and Administrative Services Pang Silseth, Accounting Clerk MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF NEW BUSINESS Rolling Hills Area - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Grant Road, Noble Road, Fairview Avenue, And Lake Lane - Order Feasibility Report Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENT A.PDF, ATTACHMENT B.PDF Consultant Services For 2015 PMP's Terry Maurer, Public Works Director MEMO.PDF, ATTACHMENTS.PDF UNFINISHED BUSINESS COUNCIL COMMENTS ADJOURN Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungEd Werner Regular City Council Agenda September 8, 20147:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden 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 ORDER1.2.3.3.A.Documents:3.B.Documents:4.4.A.Documents:4.B.Documents:4.C.Documents:5.5.A.Documents:6.6.A.Documents:6.B.Documents:6.C.Documents:6.D.Documents: 7. 8. 8.A. Documents: 8.B. Documents: 9. 9.A. Documents: 9.B. Documents: 9.C. Documents: 10. 11. Page 1 of 1 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers FROM: Patrick Klaers, City Administrator SUBJECT: Sheriff Bostrom – Update on Police Services Background/Discussion Sheriff Matt Bostrom is scheduled to be at this City Council meeting to review recent Ramsey County Sheriff’s Department (RCSD) activities, discuss upcoming projects, listen to City Council comments on local Police issues, and to answer questions from the Council. Sheriff Bostrom meets at least annually with the City Councils in the County. Arden Hills is one of the seven communities that contract with the County for police services. The other members of the Contracted Communities group are: Vadnais Heights, Little Canada, White Bear Township, Gem Lake, Shoreview, and North Oaks. All seven jurisdictions combined are about 56 square miles and have a population of about 74,000. There has been no change in membership of the Contracted Communities group since 1990. The Contracted Communities group is highlighted in the attached map of Ramsey County. PUBLIC INQUIRIES/INFORMATIONAL – 3A MEMORANDUM Attachment A Page 1 of 1 DATE: September 8, 2014 TO: City Councilmembers Patrick Klaers, City Administrator FROM: Mayor David Grant SUBJECT: Proclamation in Recognition of Michelle Olson, Parks and Recreation Manager Background/Discussion After more than 15 years of dedicated service to the City of Arden Hills, the Parks and Recreation Department will be saying goodbye to Michelle Olson who has given her resignation in order to pursue other interests. A Proclamation recognizing Michelle Olson is attached. Attachment Attachment A: Proclamation PUBLIC PRESENTATIONS – 3B MEMORANDUM 1 i 1 i• i /r 1 111 i 1171I,;1EW.:.. 1 A4,.V'...,MY,A.WM,YW7'WXWYY X4WYk4Y'U/i'4MI.f:I,y:WAW:W:W l'4_A,:dY'W::,WT !R4 P'U' .11 1SY:rlYY.1K .YJ,'W!'.'lp• XY??Y':,W,'W7•W!k%7.'Y:XKCl..W7Y.W,GWLYIP, '.W./h'.ALY!'4'SWIXWY•,W71W",'1X :.S y- 44O O C6 ClyO 1`I 40. cu O 0 0N CIO r cl in r.ai OOOUU W U y j. n O cd N CQ W x CM C O N MM i' Vii F+•1 F O p PLO EA 0 y, w a O C aj Cl 3 w q A cz O cd b ai O c a O O O O iF" a -• O W U a U O U U O d dU x Q U F to 3 x H A P64 y l I \ n'ue xaax 1.,tini'atTAT.Grr'tni',"rn'itaa.'r ff e. .FFR`eedc. i vnlY Yeiaa'.w'r Y aT"T:d'ikYRfM' n1.u"a"Km\l` :T wTT%XTAT/d+.e'r T.(dYk'nnTe`d'uiki,1. n2t`-'iCX,FI r\ T',i`.-- SFFITT':Me aY r t 1 t o a J Page 1 of 2 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: TCAAP Update Developer Meetings City staff, County staff, and financial consultants have been meeting with commercial and residential developers to get feedback on land values, absorption rates, and the draft zoning document. Developers will be asked to attend work session meetings to allow the City Council an opportunity to ask questions and have a direct dialogue with developers. Future Meeting Schedule Special and regular City Council work session meetings have been scheduled to discuss issues related to the Master Plan and City infrastructure. Discussion topics are tentatively planned as follows: September 8, 2014, Special Work Session at 5:30 pm, Community Room  Spine Road and Grading Design Review (Infrastructure)  Discussion of Commercial Development Standards September 15, 2014, Regular Work Session at 5:00 pm, Council Chambers  Workshop with Gateway Planning o Review of Chapters 1-5 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses) o Present Zoning Chapters 6-7, 9-11 (Building and Site Development Standards, Building Design Standards, Open Space Standards, Streetscape and Landscape Standards, Sign Standards) September 22, 2014, Special Work Session at 5:00 pm, Council Chambers (4th of 5 Mondays)  Discuss Commercial Districts (components of Chapters 6, 7, 10, 11) September 29, 2014, Special Work Session at 5:30 pm, Community Room  County Road I and Thumb Road Design Review (Infrastructure) STAFF COMMENTS MEMORANDUM Page 2 of 2  Discuss Residential Districts (components of Chapters 6, 7, 10, 11) October 13, 2014, Special Work Session at 5:30 pm, Community Room  Stormwater System Update (Infrastructure)  Final Discussion Chapters 6-7, 10-11 (Building and Site Development Standards, Building Design Standards, Streetscape and Landscape Standards, Sign Standards) October 20, 2014, Regular Work Session at 5:00 pm, Council Chambers  Discuss Chapter 9 (Open Space Standards) October 27, 2014, Special Work Session at 5:30 pm, Community Room  Water and Sewer System Update (Infrastructure)  Final review of Chapter 9 (Open Space Standards) November 10, 2014, Special Work Session at 5:30 pm, Community Room  Discuss Chapter 8 (Street Design Standards) November 17, 2014, Regular Work Session at 5:00 pm, Council Chambers  Final Workshop with Gateway Planning o Final Review of Chapter 8 (Street Design Standards) o Review entire document November 24, 2014, Special Work Session at 5:30 pm, Community Room  Spine Road/County Road I/Thumb Road Update (Infrastructure)  Final review of draft zoning document, future land use map, and Comprehensiv e Plan amendment in preparation for public hearings at December 3, 2014 Planning Commission Meeting It is anticipated that additional regular and special work session meetings will be scheduled to discuss TCAAP issues. Future meeting topics will be defined as those dates draw nearer. Page 1 of 1 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Transportation Update Background A brief oral update will be provided at the meeting on the US Highway 10 and County Road 96 project. STAFF COMMENTS – 4B MEMORANDUM Page 1 of 1 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Jill Hutmacher, Community Development Director SUBJECT: State of the City Update Background/Discussion Two State of the City events will be held this year:  Thursday, September 18, 7:30 to 9:00 am at Flaherty’s Arden Bowl, and  Tuesday, September 23, 6:30 to 8:00 pm at City Hall. Councilmembers will give presentations covering the TCAAP project, improvements to County Road E, current development projects, planned transportation improvements, and the Arden Hills Foundation. Arden Hills businesses and residents are encouraged to attend one of the events (the presentations will be the same at both events.) STAFF COMMENTS MEMORANDUM Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JULY 14, 2014 5:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session at 5:35 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden (arrived at 5:50 p.m.), Fran Holmes (arrived at 5:53 p.m.), Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Associate Planner Matthew Bachler; City Planner Ryan Streff; and City Clerk Amy Dietl 1. AGENDA ITEMS C. LJFD 2015 Proposed Budget City Administrator Klaers stated that during the May 21st LJFD Board discussion on the proposed budget, it was noted that full implementation of the duty crew program continues to be a major goal of the Board and the Department. At this meeting the Board also discussed with the Department’s request to consider establishing a full-time Deputy Chief position. City Administrator Klaers commented that as noted by Council Member Holden during the May 27th Council meeting, the proposed budget called for 12.75% increase. This increase was mainly based on the complete 24/7 implementation of the duty crew program in 2015, and did not include the full-time Deputy Chief position. City Administrator Klaers indicated that since the May 21st Board meeting, the Fire Chief has prepared a revised budget proposal for the Board to consider. The new proposal shows a 9.3% increase. This budget proposal adjusts the startup of the additional 45 hours of duty crew shift time from April to July, and still does not include the full-time Deputy Chief position. This proposal continues to call for the full 24/7 implementation of the duty crew program in 2015, but since the additional hours do not begin until July, it also calls for the funding of this final piece of ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 14, 2014 2 the program to be split equally between the 2015 and the 2016 budgets. If this revised proposal is approved, then it is likely that the full-time Deputy Chief position will be delayed until 2017. City Administrator Klaers commented that the updated funding formula has been calculated and incorporated into this revised budget proposal. The funding formula shows the Arden Hills share of the budget decreasing from 26.2% in 2014 to 25.6% in 2015. City Administrator Klaers reported that this revised budget will be presented to the LJFD Board on Wednesday, July 14th. This new proposal shows the Arden Hills share of the budget going up $28,473 or 6.54%. The increase to the City is lower than the overall increase of 9.3% because of the changes in the funding formula. The funding formula page and the revised and updated budget proposal were included in the agenda packet for City Council and public review. Fire Chief Boehlke discussed the duty crew staffing implementation in further detail with the Council. He indicated that this model is taking four or five years to fully implement. He commented that the full time crew would offer 24/7 coverage and that there would no longer be a need to operate Station No. #1 in the southwestern corner of Arden Hills. He explained that the Deputy Fire Chief position has been postponed to 2017. Councilmember McClung requested further information on the current staffing model. Fire Chief Boehlke commented that during the week the department had a total of four part-time firefighters working, with two at Fire Station No. 2 and two at Fire Station No. 4. He stated that from 5:00 p.m. to 10:00 p.m. the department had three fire fighters at Stations No. 2, No. 3 and No. 4. Councilmember McClung questioned what the plan was going forward. He indicated that he fully supported the full-time duty crew. He recommended that the Council be kept informed on the plans for Fire Station No. 1. Fire Chief Boehlke reported that the department would have a strong staffing foundation 24/7 to cover the majority of calls. He indicated that station call backs were infrequent. He discussed the future of Fire Station No. 1 and described how the closing of this station could impact the community. He believed that operationally, the City would not need this station in the future-- even with the TCAAP redevelopment. He commented that if additional staffing was needed, crew members at Fire Station No. 3 would be increased. Mayor Grant believed that the 6.5% budget increase was quite high for 2015. He questioned how cost increases could be reduced for 2016. Fire Chief Boehlke anticipated that after the full-time duty crew was implemented in July of 2015, the increases would level off but not decrease in 2016. Councilmember Werner questioned who owned the land on which Fire Station No. 1 was located. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 14, 2014 3 Fire Chief Boehlke indicated that the Fire Department owned the land. He commented that if the decision was made to close the station, the department would discuss alternative plans with the City regarding service coverage. He believed that the property could be sold with the buildings and any proceeds of the sale would go into the Fire Department’s General Fund. Councilmember Holmes asked if the Fire Department planned to close Fire Station No. 1 in the near future. Fire Chief Boehlke stated that it was not the plan at this time to close Station No. 1, but it may be a possibility after the full-time duty crew is implemented. He did not believe it would be necessary for the department to staff four stations in the future. Mayor Grant thanked Fire Chief Boehlke for attending the meeting this evening. A. TCAAP Infrastructure Public Works Director Maurer explained that Jon Horn and Beth Kunkel of Kimley-Horn and Pam Massaro of Wenck were present to discuss the Infrastructure Study with the Council. Mayor Grant discussed the stormwater treatment area that would be necessary on the TCAAP site. He requested that this area not be deemed as a recreational facility, but rather a required water treatment area. He explained that the Council wanted to see this space turned in to an amenity on the site. Public Works Director Maurer reported that the stormwater treatment component is a function of the land and if the City wants to dress this area up, put in a trail or benches, the expenses for these amenities would have to be assumed by the City. Beth Engum, Ramsey County, clarified that the regional treatment of stormwater on the site would benefit both the City and the County. She explained that the regional approach has some development and maintenance advantages as compared to numerous smaller stormwater holding ponds. Jon Horn, Kimley-Horn, reviewed the drainage system in detail with the Council along with how the TCAAP site was being evaluated. Beth Kunkel, Kimley-Horn, discussed the location of the stormwater feature and the area being used for the wetland mitigation area. She commented that the key would be for the City to strike a balance between the stormwater requirements from Rice Creek Watershed District and the DNR. In addition, the current wetlands and impervious surfaces would have to be reviewed. Through all of this analysis, the goals of the County would have to be taken into consideration. She explained that this process would assist staff in creating the final design for the TCAAP site with the understanding that all water resources were being addressed. Councilmember Holden asked if the stormwater and ground water was the City’s responsibility. She then referred to conversations held at the recent JDA meeting regarding stormwater. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 14, 2014 4 Public Works Director Maurer indicated that he was the City’s representative for the TCAAP infrastructure study and commented that the City was paying for a portion of the study (sanitary sewer, water and storm drainage). He reported that the Army was responsible for groundwater and the County was responsible for wetlands. He indicated that the City would be involved in the design of the stormwater system and would have maintenance responsibilities after the system was constructed. Mr. Horn reported that his goal was to design a stormwater system that meets the needs of the development area. Once the requirements are understood and the design is created, the next step would be to create a feasibility report. Then the expense and cost sharing for the project would need to be further evaluated. Mayor Grant asked if the size of the stormwater facility was driven by the amount of impervious surface that would be created by development. Mr. Horn stated that existing and proposed conditions impacted the size of a stormwater facility along with what was necessary to bridge the gap. Councilmember Holden discussed the stormwater ditch that runs adjacent to the spine road. She asked if there was a cost difference between a full-length ditch versus ponds. Mr. Horn explained that ponds would require excavation and the ditches would require pipes. Further discussion ensued regarding ditches versus ponds along the spine road. Ms. Engum commented that the Council would need to consider if the ponds would have water standing in them at all times, and if this water needed to be circulated or treated to maintain a proper level of water quality. Councilmember McClung asked if the majority of the stormwater from the TCAAP site would drain through the green spine to Rice Creek. Ms. Kunkel discussed how water currently flowed through the site noting the majority would flow to Rice Creek. Mayor Grant recommended that the Council discuss what they would like to see on the TCAAP site. He noted that based on comments expressed to date, the Council wants water in the ponds at all times and that the ponds be free of algae or stagnant water. He felt that the stormwater treatment ponds would be considered an amenity. Councilmember McClung stated that his ideal vision was similar to that of Centennial Lakes. He understood that the City may not be able to create something to the same extent, but hoped to have three or four larger bodies of water that were connected through a meandering brook that flowed into the Rice Creek system. This would turn the stormwater treatment system into an amenity rather than a system of ditches. He wanted this development to be differentiated from other sites. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 14, 2014 5 Mayor Grant wanted to see some degree of manicure in some places, as was seen in Central Park in Roseville. He believed that this would enhance the value of the property, which was in the joint interest of both the County and the City. Public Works Director Maurer discussed the different edges available for stormwater ponds. Councilmember Holmes anticipated that the City was hoping that the County would contribute to the stormwater ponding and manicured edges as this would greatly enhance the site and property values. She expressed frustration with the lack of communication between the City and County regarding this matter. Mayor Grant agreed with this comment stating that a general concept for the stormwater ponds would greatly assist Kimley-Horn in designing the site. Ms. Engum believed that she and Public Works Director Maurer were on the same page. She understood that the County had responsibilities as the landowner. Public Works Director Maurer discussed the benefits of addressing the stormwater management from a regional perspective. He noted that the regional management would enhance the value of the property and would reduce the number of ponds on the site and would therefore reduce the long-term maintenance expenses. Councilmember Holmes asked who would be financially responsible for the water treatment, trails, benches and edges of the stormwater ponds. Public Works Director Maurer understood that this would be a joint responsibility. He indicated that further discussions would have to be held between the City and the County. Councilmember Holden clarified that the regional ponds would never be owned by the private landowners, but rather would be maintained by the City going forward. Public Works Director Maurer stated that this was the case and that the ponds would become a part of the public infrastructure. Mr. Horn indicated that his goal through the infrastructure study was to create space to accommodate the stormwater from the entire site in the green spine area. Options would be evaluated, along with the cost and this information would be presented to the Council in October. It was his hope that the areas would benefit and enhance the site for both the City and the County. Mayor Grant discussed the percentage of land that was set aside for treating the stormwater in addition to the current wetlands. He questioned if Kimley-Horn needed to have a better understanding of the proposed density for the site before the infrastructure study could be completed. Mr. Horn described the process he would use when evaluating the infrastructure for the green spine based on the approved Master Plan. He appreciated the vision and direction provided by the Council this evening. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 14, 2014 6 A. Traverse Business Center PUD Amendment – Concept Review – Roberts Management Group The applicant for this item was not in attendance. This item will be discussed at a future meeting. 2. COUNCIL COMMENTS AND STAFF UPDATES None. ADJOURN Mayor Grant adjourned the City Council work session at 6:59 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 14, 2014 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:01 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Associate Planner Matthew Bachler; City Planner Ryan Streff; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL None. 3. PUBLIC PRESENTATIONS A. Financial Awards Presentation Darin Nelson, President-Elect on the Board of Directors of the Minnesota Government Finance Officers Association, stated that the Government Finance Officers Association of the United States and Canada (GFOA) has three award programs which promote best practices in budget and financial reporting. The Certificate of Achievement for Excellence in Financial Reporting is for ARDEN HILLS CITY COUNCIL – JULY 14, 2014 2 entities whose Comprehensive Annual Financial Report (CAFR) achieves the highest standards in government accounting and financial reporting. The CAFR is the City’s financial statement. Mr. Nelson stated that the Award for Outstanding Achievement in Popular Annual Financial Reporting is given to entities who publish a Popular Annual Financial Report (PAFR) whose contents conform to program standards of creativity, presentation, understandability and reader appeal. This report is primarily for the “non-finance” person in an easy to understand format. This report is sent out annually in the City newsletter. Mr. Nelson reported that the Distinguished Budget Presentation Award represents a significant achievement by the entity. It reflects the commitment of the governing body and staff to meet the highest principles of governmental budgeting. In order to receive the budget award, the entity has to satisfy nationally recognized guidelines for effective budget presentation. These guidelines are designed to assess how well an entity’s budget serves as a policy document, financial plan, operations guide, and a communications device. Mr. Nelson stated that he was pleased to inform the Council and the public that Arden Hills has received not one, but all three awards from the GFOA. These awards are for: CAFR – 2012, PAFR – 2012, and Budget – 2013. Mr. Nelson commented that Arden Hills was only one of 20 cities in the State that received the distinguished budget award. Much work goes into producing these documents. Success is due to the work of the entire department with each staff member taking a lead role in preparing the documents. He congratulated Sue Iverson and her staff as follows: Kyle Howard, Finance Analyst – Budget Document, & Financial Report Ashley Bertrand, Accounting Analyst – Financial Report Pang Silseth, Accounting Clerk – Popular Financial Report Director of Finance and Administrative Services Iverson explained that the City has received both the CAFR and PAFR awards since the 2006 reports and the Budget award since the 2009 report. Staff has submitted the 2014 Budget and the 2013 financial reports to the awards program and is confident that they fulfill the program requirements and the City will be receiving the awards in the future. Mayor Grant congratulated Director of Finance and Administrative Services Iverson and the Finance Department for their dedication and hard work. B. 2013 Audit Presentation Aaron Nielson, the City’s auditor from MMKR, introduced himself and reviewed the 2013 audit in detail with the Council. He explained the auditor’s role when reviewing the financial statements, noting that the statements must be fairly presented in accordance with US GAAP. He commented that the City received an unmodified opinion on the financial statements, which was the auditor’s highest rating. He reported that no deficiencies were found in the testing and review of the City’s finances, and the segregation of duties finding was not cited this year which is a significant accomplishment for a City of this size and staff. Mr. Nielson then provided a summary ARDEN HILLS CITY COUNCIL – JULY 14, 2014 3 of the City’s governmental funds and investment earnings. Tax capacity rates were reviewed along with the general fund financial position. He commended the City for its financial standing and asked for comments or questions from the Council. Councilmember Holden asked what the City’s current fund balance was and questioned if this impacted the City’s bond rating. Mr. Nielson explained that the City had a 50% fund balance policy in place. He described how the City’s bond rating was impacted by its fund balance policy. Councilmember Holmes expressed concern with the County’s tax level and discussed how this impacted the City’s overall tax rate. She noted that Ramsey County had a much higher tax rate than any other County in the metro area. She asked if the market value of the homes in Arden Hills was going up or down. Director of Finance and Administrative Services Iverson reported that the value of homes in Arden Hills was on the rise in 2014. She commented that the numbers being reviewed this evening were from 2013. Councilmember Holden questioned when the City’s FTE’s increased. Director of Finance and Administrative Services Iverson reported that the City’s FTE’s was increased for engineering services from 2011 to 2012. Mayor Grant thanked Mr. Nielson for his report. 4. STAFF COMMENTS A. TCAAP Update City Administrator Klaers stated that following the approval of the master plan land use map on June 30, 2014, staff and consultants are scheduling work for the regulations and policies component of the master planning process. A City Council workshop with Gateway Planning has been scheduled for August 18, 2014, and a detailed framework of the draft TCAAP zoning will be provided to the City Council prior to the workshop. The Planning Commission and TCAAP Joint Development Authority have been notified of the workshop and invited to attend. City Administrator Klaers stated that special and regular City Council work sessions have been scheduled to discuss issues related to the Master Plan and City infrastructure. Discussion topics are tentatively planned as follows: July 28, 2014, Regular Meeting at 7:00 pm, Council Chambers  Consider approval of Final AUAR and Mitigation Plan August 11, 2014, Special Work Session at 5:30 pm, Community Room  Water and Sewer System Review (Infrastructure)  Density/Maximum Residential Unit Discussion ARDEN HILLS CITY COUNCIL – JULY 14, 2014 4 August 18, 2014, Regular Work Session at 5:00 pm, Council Chambers  Workshop with Gateway Planning o Discuss Performance Based Zoning process o Discuss zoning elements and framework o Present zoning sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) August 25, 2014, Special Work Session at 5:30 pm, Community Room  Discuss Zoning Sections 1 – 5 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses) September 8, 2014, Special Work Session at 5:30 pm, Community Room  Spine Road and Grading Design Review (Infrastructure)  Discuss Zoning Sections 6 – 7 (Building Form and Site Development Standards, Building Design Standards) September 15, 2014, Regular Work Session at 5:00 pm, Council Chambers  Workshop with Gateway Planning o Discuss comments and direction on Sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) o Present Zoning Sections 8 – 12 (Street Design Standards, Parkland Standards, Open Space Standards, Streetscape and Landscape Standards, Sign Standards) September 22, 2014, Special Work Session at 5:00 pm, Council Chambers (4th of 5 Mondays)  Final Discussion of Zoning Sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) September 29, 2014, Special Work Session at 5:30 pm, Community Room  County Road I and Thumb Road Design Review (Infrastructure)  Discuss Zoning Sections 8 and 11 (Street Design Standards, Streetscape and Landscape Standards) Staff anticipated that additional regular and special work sessions will be scheduled to discuss TCAAP issues. Future meeting topics will be defined as those dates draw nearer. Councilmember Holmes suggested that the Council discuss cost-sharing of the stormwater treatment expenses for TCAAP at a future work session. Mayor Grant suggested that this item be brought back to the Council after discussions are held by staff with the County. Councilmember Holden commented that she has not heard any commitment from the County on cost-sharing and believed further discussion should take place at a future work session. ARDEN HILLS CITY COUNCIL – JULY 14, 2014 5 B. Transportation Update Public Works Director Maurer discussed the traffic backups and the County construction work along Highway 96. He commented that the red concrete panels were being replaced and lane closures in Arden Hills should be done by the end of the week. He indicated that the lane closures would continue into Shoreview in the coming weeks. He reported that with the US 10/Highway 96 project, the moisture content in the noise wall near Arden Manor was still too high for painting. This wall will be painted when the moisture content comes down. He commented that the advanced warning signs on Highway 96 would be installed in the near future. He is pleased to report that this project is nearing completion. Councilmember Holden asked if the County would be compensated for the red concrete. Public Works Director Maurer did not believe that the County would be compensated for the red concrete and understood that colored concrete has failed throughout the metro area. C. Night to Unite Update City Clerk Dietl stated that the sixth annual Night to Unite is Tuesday, August 5, 2014, and will be held from 5:00 to 9:00 p.m. Anyone interested in hosting an event is encouraged to register their party with the Ramsey County Sheriff’s Office by Friday, July 18th. Registration information and activity packet forms are available on Ramsey County’s website (a link is also available on the City’s site) or by calling the Crime Prevention Unit at 651-266-7338. Those who are registered to host a neighborhood gathering will be visited by community officials, fire departments, and Ramsey County Sheriff’s Office representatives. A list of neighborhoods participating in Night to Unite will be sent to the City Council when it becomes available. Councilmember Holden requested that the Council be provided with single sort recycling information prior to Night to Unite as this could be handed out to residents at neighborhood gatherings. D. Single Sort Recycling Collection Update City Planner Streff explained that single sort recycling in Arden Hills would begin on July 15th. He explained that there would be no change to the frequency or the days recycling was collected. Residents south of I-694 would continue to be picked up on Tuesdays and residents living north of I-694 would have recycling pickup on Wednesdays. He commented that single sort recycling would allow for additional plastics to be recycled, except for #3 and #6. He reported that residents would no longer have to sort their recyclables because they can now be placed in a single bin. Councilmember Werner discussed the Eureka mailing and asked if the Council had considered providing its residents with larger recycling bins. Mayor Grant commented that the City’s recycling contract was up for renewal next year so when that time comes, the City will receive more information on the types of recycling containers that will be available. ARDEN HILLS CITY COUNCIL – JULY 14, 2014 6 Councilmember McClung clarified that homeowners north of I-694 would have their recycling picked up on Wednesdays. He reported that this information was printed inaccurately in the Eureka mailing. City Planner Streff reported that he has had discussions with Eureka regarding this concern and has spoken with residents to provide clarification on the misprint. He commented that Eureka will be sending an updated mailing to the residents north of I-694 to clarify their recycling day. 5. APPROVAL OF MINUTES A. May 19, 2014, Work Session B. May 27, 2014, Work Session C. May 27, 2014, Regular City Council MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to approve the May 19, 2014, work session minutes, the May 27, 2014, work session minutes; and the May 27, 2014, regular City Council meeting minutes as presented. The motion carried unanimously (5-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve 2013 City Financial Statement and Audit Report C. Motion to Accept Final 2013 4th Quarter Financial Reports D. Motion to Approve Fund Balance Transfer from General Fund to PIR Fund and a Budget Amendment E. Motion to Approve Planning Case 14-015 PUD Amendment Agreement – Boston Scientific F. Motion to Approve Round Lake Road Area Improvement – Payment #1 G. Motion to Award 2014 Seal Coat Improvement – Resolution #2014-036 MOTION: Councilmember Holmes moved and Councilmember McClung seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 7. PULLED CONSENT ITEMS None. 8. PUBLIC HEARINGS A. TCAAP Development Discussion Opportunity for Residents Mayor Grant stated that under the Public Hearing section, citizens have an opportunity to discuss ideas regarding the TCAAP development. ARDEN HILLS CITY COUNCIL – JULY 14, 2014 7 Mayor Grant opened the public hearing at 8:10 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 8:11 p.m. B. Consider Approval of Liquor License Application – Noodles and Company City Clerk Dietl stated that The Noodle Shop, Co. – Colorado, Inc. dba Noodles & Company has requested an on-sale wine and Sunday liquor license for their new restaurant in Arden Hills. Noodles & Company is scheduled to open on August 11, 2014, at 3833 Lexington Avenue North, Suite 109 (Lexington Station). Staff is in receipt of all the necessary paperwork and associated fees, and background checks have been successfully completed by the Ramsey County Sheriff’s Office. In addition to holding a public hearing tonight, the on-sale wine and Sunday liquor license application is also being presented for approval. All required information will be submitted to the Minnesota Department of Public Safety Alcohol & Gambling Enforcement upon approval of the license by the City Council. City Clerk Dietl suggested that the Council hold a public hearing to receive input regarding an on-sale wine and Sunday liquor license for Noodles & Company, located at 3833 Lexington Avenue North, Suite 109, Arden Hills, Minnesota and approve the issuance of an on-sale wine and Sunday liquor license. Mayor Grant questioned how many liquor licenses the City was able to have. City Clerk Dietl reported that Arden Hills could have six on-sale liquor licenses and based on State Statute, this did not include restaurants or bowling establishments. Mayor Grant opened the public hearing at 8:14 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 8:15 p.m. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to approve the issuance of an on-sale wine and Sunday liquor license to Noodles & Company, located at 3833 Lexington Avenue North, Suite 109, Arden Hills, Minnesota. Councilmember Holmes asked if the license included beer and wine. Joshua Pederson, Store Manager for Noodles & Company, 3312 Blaisdale Avenue in Minneapolis, reported that this was the case. Councilmember Holden encouraged Mr. Pederson to hold a grand opening event and invite the public to this new restaurant in Arden Hills. The motion carried (5-0). 9. NEW BUSINESS ARDEN HILLS CITY COUNCIL – JULY 14, 2014 8 None. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Holden asked when the PCI report would be made available for the Council. Public Works Director Maurer commented that this would be provided to the Council next week. Councilmember Holmes recommended that staff invite Nick Roberts to attend a future work session to ensure that he can provide the Council with his presentation. City Planner Streff stated that staff would speak with Mr. Roberts and invite him back to another work session. Councilmember Holmes expressed concern with the level of water on the Safe Routes to School trail near Perry Park. Public Works Director Maurer discussed the design of the trail noting that no culverts were in place. He indicated that the City had the second wettest June on record and it was taking time to dry out. Councilmember Holmes suggested that the Shorewood Hills neighborhood roads be considered for improvement in 2015. Mayor Grant stated that Grant Road and Noble Road were also in need of improvement. He looked forward to reviewing the PCI ratings in the PMP. Mayor Grant provided comment on the Smith’s Medical Blood Mobile. He thanked Smith’s Medical for their assistance in making this blood mobile a reality. Mayor Grant discussed a recent Cable Commission meeting held with the 10 member Mayors and City Administrators. He explained a new governance structure was being proposed and how this could impact Cable Commission appointees. There may be a shift away from appointed members to elected officials. Further information would be provided to the Council at a future meeting. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL – JULY 14, 2014 9 Mayor Grant adjourned the regular City Council meeting at 8:38 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION JULY 21, 2014 5:00 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session at 5:00 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; and Director of Finance and Administrative Services Sue Iverson 1. AGENDA ITEMS A. CIP Director of Finance and Administrative Services Iverson stated that staff would like input from the City Council on the 2015-2019 Five-Year CIP and the 2015-2019 equipment. Development of a five-year CIP is needed to enable the creation of a long-range financial plan for the City to evaluate reserve balances and to analyze available funds for future projects. This is a living document and only meant to be a “guiding plan”. As each project or purchase is made, it must be brought to the City Council for discussion and approval. Only the 2015 expenditures will be included in the 2015 Operating Budget. This plan will be brought to the December 8, 2014 Council meeting for final approval. Mayor Grant recommended that the conversation begin with streets. He requested further comment from staff on the PCI ratings. Public Works Director Maurer reviewed the 2014 PCI ratings in detail with the Council. Mayor Grant commented that he was surprised by the numbers and questioned who gathered the data. ARDEN HILLS CITY COUNCIL WORK SESSION – JULY 21, 2014 2 Public Works Director Maurer reported that the information was collected by the engineering intern and a full-time seasonal worker under the direction of Assistant City Engineer John Anderson. He explained that the rating system only evaluates the surface condition of the roadway. He believed that staff was diligent in assessing the roads and counting cracks and that the ratings are accurate. Discussion ensued regarding street conditions. Mayor Grant believed that the ranking on Fairview was too high. He discussed the Venus area and suggested going after some of these individual streets instead of completing the entire neighborhood. He proposed completing Gramsie, Rolling Hills Road and Venus. Councilmember Holden asked how much the City could afford to spend next year on roads. She believed that the neighborhood approach near Venus made sense, along with Grant and Noble. She indicated that Lake Lane was another road in poor condition. Mayor Grant understood that the City had $2.2 million allotted for roads over the next two years. Councilmember McClung supported the back side of the Venus neighborhood being completed along with Grant and Noble. Public Works Director Maurer reported that the estimated prices given for improvement of these roadways was for reclamation and not total reconstruction. He expressed concern that by doing a neighborhood in pieces, assessment rates could vary from year to year. Councilmember Holmes questioned if the City had to complete road improvements in 2015 and 2016. She feared that if the Venus neighborhood was split into pieces this would lead to problems with the residents. She commented that the Council had no funds allotted for roads in 2017 or 2018. This meant that the City would not get back to the Venus neighborhood to complete the streets until 2019. Mayor Grant asked if any of this project was Municipal State Aid eligible. Public Works Director Maurer reported that this was not the case. Councilmember McClung inquired if there were any projects planned that were MSA eligible. Public Works Director Maurer commented that the City has recently used MSA funds for Snelling Avenue North and Round Lake Road. He indicated that future MSA projects included Old Snelling, County Road E streetscaping, and the bridge projects over I-35W. Discussion ensued regarding the priorities for street projects. Mayor Grant summarized that there was Council support for the improvement of Grant and Noble. ARDEN HILLS CITY COUNCIL WORK SESSION – JULY 21, 2014 3 Councilmember Holden supported Grant, Noble and the Venus area being completed, but not Indian Place. She also recommended that Lake Lane be considered for improvement. Mayor Grant asked how the Council could find additional funding for streets. City Administrator Klaers reviewed the amount available in the PIR fund. Councilmember Holden suggested that the $65,000 allotted for Freeway Park be reallocated. Mayor Grant agreed stating that these PIR funds could be reassigned back to the park if the City were to receive savings on the proposed road project. Further discussion was held regarding extending the proposed 35W to Mounds View High School trail further east to Valentine Park. Mayor Grant summarized Council support for the Venus neighborhood and Grant, Noble, and Lake Lane road projects moving forward in 2015 with the Freeway Park funds and the Mounds View High School to Valentine Park trail segment funds being reallocated to roads. He recommended that the Council now discuss parks. Public Works Director Maurer reported that the first portion of the Bethel trail from County Road E from the bridge to Old Highway 10 could be completed in 2015 with the County Road E improvements. He suggested that this section should be a sidewalk rather than a trail. Mayor Grant questioned why the gateway sign line item was pushed back. City Administrator Klaers indicated that the sign at Lexington and Highway 96 would be a larger project and would take a fair amount of staff time. For this reason, he did not believe this project would take place in 2014. He reported that the EDA fund had adequate reserves for gateway signs for the next couple of years. Councilmember Holden believed that the next gateway sign that should be completed is at County Road D and Cleveland because this was a smaller sign. She recommended that the City pursue this sign in 2014. City Administrator Klaers commented that this may be an option due to the fact that the City already had an easement and it was a smaller sign. Councilmember Holden asked when the City would be receiving the new voting system. Director of Finance and Administrative Services Iverson stated that Ramsey County has not gotten their bids out yet. She anticipated that the City would not begin receiving bills for this equipment until 2015. Mayor Grant requested comment from staff on the sanitary sewer expenses along with the grants the City had received. ARDEN HILLS CITY COUNCIL WORK SESSION – JULY 21, 2014 4 Public Works Director Maurer discussed the sanitary sewer projects planned for 2015 and the years following. He indicated that 25% of the sewer lining expense could be covered by Metropolitan Council Environmental Services grants that staff will be applying for this fall. Public Works Director Maurer suggested that the Highway 96 sidewalk be pushed to 2016 as he believes it makes the most sense to complete this project in conjunction with the TCAAP spine road construction. Councilmember Holden questioned how many more lift stations had to be reconstructed after Station 11. Public Works Director Maurer stated that this was the last one. Mayor Grant suggested that the Lift Station be moved to 2016 to level off some of the expenditures in 2015, along with the sidewalk on Highway 96. Councilmember Holmes agreed. The Council concurred. Public Works Director Maurer suggested that the water tower repair/repainting could also be moved to 2016. Councilmember Holden supported this recommendation as it would spread out the water expenses. The Council concurred. Discussed ensued regarding Public Works Department equipment scheduled on the CIP. Mayor Grant preferred to have the plow truck for TCAAP development moved from 2018 to 2019 along with the F350. He suggested the mower remain in 2018 as this would assist in leveling off expenses. Public Works Director Maurer did not have any concerns with these suggestions. Mayor Grant asked if the Council had any other comments on the CIP. Councilmember Holden was in favor of the Council looking into the possible purchase of the former Carroll’s Furniture property. Mayor Grant inquired if the Council wanted to discuss the former Carroll’s Furniture property at a future work session. City Administrator Klaers reported that this discussion could be done when the Council meets on Monday, July 28th in work session to discuss the County Road E improvements. ARDEN HILLS CITY COUNCIL WORK SESSION – JULY 21, 2014 5 The Council concurred with this suggestion. 2. COUNCIL COMMENTS AND STAFF UPDATES City Administrator Klaers provided the Council with an update on the City/County staff TCAAP meetings. He explained that now that the Master Plan land use map has been approved, a slightly different group was beginning to meet in St. Paul and listed the individuals that would be in attendance. He indicated that the purpose of these meetings would be to discuss the status of the site, how the project was moving forward and the prospects for the thumb. He reported that this TCAAP Stakeholders group held their first meeting on July 17. Councilmember Holden suggested that the green spine be referred to as the water feature. Mayor Grant suggested that this area be referred to as the storm water feature. City Administrator Klaers discussed the recent cleanup day and stated that staff was recommending that $10 be charged per vehicle for the fall cleanup day. Mayor Grant recommended that staff clarify the difference between a car and van. City Administrator Klaers noted that he would be out of the office August 1st-15th. ADJOURN Mayor Grant adjourned the City Council work session at 6:58 p.m. __________________________ __________________________ Patrick Klaers David Grant City Administrator Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JULY 28, 2014 5:30 P.M. - ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro-Tem Holmes called to order the special City Council work session at 5:31 p.m. Present: Mayor David Grant (arrived at 5:35 p.m.); Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Associate Planner Matthew Bachler; City Planner Ryan Streff; and City Clerk Amy Dietl 1. AGENDA ITEMS A. B2 District Improvements  West County Road E Trail  1203 County Road E West Public Works Director Maurer explained that on March 31, 2014, the Council adopted Resolution 2014-019 receiving the feasibility report and authorizing preparation of plans and specifications. This action was taken by the Council after several meetings reviewing the draft feasibility and directing changes; most notable was reducing the street lighting cost to reflect Xcel Energy installed lighting. Bolton and Menk has been working on the plans and specifications since this action and are approximately 90% done with the plans. The major components of the project are:  County Road E will be milled and overlaid (this is a change as previously the County had planned to just sealcoat the road).  All medians will be reconstructed.  The restriped road will narrow the center left turn lane and provide more space (approximately 5 feet) near the curb for bicyclists. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 28, 2014 2  The intersection at Lexington Avenue will be expanded to provide dual left turn lanes from eastbound County Road E to northbound Lexington.  The existing signal system at Pine Tree Drive will be modified to add new ADA pedestrian crossing facilities and repainted.  The signal system at Connelly/TH 51 will be newly constructed by the MnDOT Bridge project.  Deteriorated curb and gutter will be replaced (Ramsey County will help to identify these segments).  Deteriorated driveway aprons will be repaired.  Deteriorated sidewalk will be repaired.  Where no sidewalk exists on County Road E new sidewalk will be constructed. In front of Staples the existing sidewalk will be lowered to meet ADA standards for crossing County Road E.  A new sidewalk will be constructed on the west side of Pine Tree Drive from County Road E to approximately 900 feet south.  Boulevard trees will be added to County Road E.  The existing lighting system will be removed and replaced with an Xcel Energy lighting system (style of light poles and fixtures still to be determined). Public Works Director Maurer stated that there are a few issues that the Council should be aware of and/or comment on before the plans are completed. These issues are as follows:  The feasibility report included some work to define driveway access on Connelly Avenue to the Flaherty’s parking lot and Pot-o-Gold. Mr. Flaherty has stated that only a striping of the curve is necessary and he did not feel the improvements discussed in the feasibility report should be constructed. That curve has now been striped and at this time staff has told the engineers to not proceed with the design of the curb and gutter and driveway improvements.  Discussion of the assessment method and amounts are detailed further in the City Administrator’s memo.  The Carroll’s Furniture property, relative to the inability to continue the sidewalk across the front of the property due to lack of appropriate easements. The City could pursue the necessary easements but, it would likely be viewed by a court as a substantial (large dollar amount) taking because it would take away parking, which is very limited on the site. Staff would recommend continuing the trees and lighting across the small green space within the existing right of way in front of Carroll’s and wait on the sidewalk until a future date.  Staff has had a few discussions with the City Attorney’s office regarding the assessment of this project. A couple of staff recommendations that came out of these discussions would be that first, the Public Hearing and the Assessment Hearing be held the same night. There has been a significant public involvement process with this project already. By the time the hearings are held the plans will be very close to 100% done and all of the adjacent properties will have had a chance to view them. Second, because of the nature of the assessment (street scaping vs. typical street reconstruction) it may be appropriate to have ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 28, 2014 3 the Assessment Hearing before the project is bid. The largest part of the assessment is for street lighting and staff will have a firm price from Xcel Energy by the Hearing date. The rest of the assessable improvements will be fully designed and the engineer’s estimate should be accurate enough for assessment purposes. This way, if there are a number of potential assessment appeals the Council could decide to not proceed to bidding the project.  Staff would recommend adding colored pavers to the new medians. This was not discussed in the feasibility report but would add a nice feature to a relatively large blacktop road. The incremental cost to add pavers from standard concrete for the medians is estimated at $30,000-45,000 for the entire project.  Staff would recommend adding the trail/sidewalk on the south side of County Road E between the new bridge and Old Snelling Avenue to this project. The easiest time to build this segment would be when the bridge is closed and there could be some economies of scale to add this similar type of work to the County Road E project. Staff has asked Bolton and Menk to prepare a cost estimate for just the initial analysis to determine if it is possible to have this work added to the bid package for County Road E (if we need temporary construction easements it may not be possible to get done in time). The added cost would be $14,680 for a topographic survey, property/right-of-way research and preliminary design at which time a decision would be made whether or not this work could catch up to the rest of the project. If not, the work done by Bolton and Menk would not be wasted; it would be useable work for the continuation of the project at a later time. The proposed project schedule moving forward would be:  Completion of the plans and review by City, Ramsey County, MnDOT office of State Aid in the next 60-90 days  “Walk through” with the property owners to review the final project details late summer  Public Hearing/Assessment Hearing early November  Project bidding in November, early December  Consider awarded of the contract in January  Start construction in Spring of 2015 to coincide with MnDOT’s bridge project City Administrator Klaers reviewed his memo on financial and assessment issues. Items for the Council to consider include the Connelly Street improvements, street lighting, trees, and adding pavers in the street medians. Staff requested comments and direction from the Council. Discussion ensued regarding the possible future redevelopment of the Pot O’Gold property. The council was in agreement to leave the Connelly Street improvements in the project at this time. Councilmember Holmes asked how much the City would have to pay for the more expensive light fixtures. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 28, 2014 4 Public Works Director Maurer reported that the more expensive fixture and pole would cost $358,000. Mayor Grant supported the use of stamped concrete and pavers so long as the materials were salt resistant and would withstand the Minnesota winters. Councilmember Holmes did not agree with the use of pavers for numerous reasons. She reported that pavers can crumble and create a problem. She suggested that the Council pursue colored concrete instead. The Council was in agreement with adding stamped concrete in the median areas. Mayor Grant asked if the Council supported the trail to the west of the bridge and the contract amendment. He reported that this would cost the City an additional $15,000. He stated that he could support the trail being completed at the same time as the bridge. Councilmember Holden feared that the properties on the south side of the road would not want the trail running through their property. She asked about the trail being placed on the north side of County Road E. Public Works Director Maurer stated that the north side of the roadway had a grade issue and ADA concerns. In addition, the trail would be more expensive to build on the north side. He reported that the 10’ pedestrian facility would be located on the south side of the bridge. He noted that there would be economies of scale if the City were to complete the trail when the bridge was under construction. However, the Council could wait until 2016 or later for this project. Mayor Grant stated that delaying the project would ensure that Bethel University would contribute to the cost of the trail in a more timely fashion. He requested that staff inquire if it was feasible for the trail to be located on the north side of the roadway. Councilmember McClung was in favor of completing the trail section now. He indicated that the City had a contractual obligation to complete this trail and believed that the residents would have difficulty supporting the trail regardless of when it was completed. Councilmember Holden explained that the trail was previously proposed to the residents by MnDOT to be on the north side and now the south side was being recommended. The Council was in agreement to not do the sidewalk west of the bridge at this time. Councilmember Holden asked how many trees were going to be planted along the B-2 corridor. Public Works Director Maurer estimated that 50-55 trees would be planted and would cost approximately $44,000. Staff provided further comment on the proposed tree varieties. Mayor Grant strongly recommended that the trees be watered regularly. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 28, 2014 5 The Council discussed the street frontage along Carroll’s and agreed to install trees and lights but no sidewalk at this time. The Council discussed the proposed assessment schedule. The Council agreed to hold the Public Hearing and the Assessment Hearing on the same night. Councilmember Holmes asked why all properties in the B-2 district would be assessed for the Pine Tree Drive sidewalk. Public Works Director Maurer commented that 900 feet of sidewalk on the west side of Pine Tree Drive past Country Financial would be assessed to all properties as recommended by the City Attorney. Councilmember Holmes questioned why the City would be assuming the entire expense for the trees. She proposed that the City pursue the cheaper lighting option as this would free up funding to cover the other expenses for the B-2 project. Councilmember Holden inquired who would care for the trees after they were planted. Public Works Director Maurer reported that the trees would be the responsibility of the property owner but would come with a two year warranty. He commented that the City would be responsible for maintaining the medians. He anticipated that the City would provide pruning services for the trees along County Road E as the City wanted these trees to be well-maintained and healthy. Councilmember Holden believed that the trees should be viewed in the same manner as the lights and for this reason, should be assessed and maintained by the City. Further discussion ensued regarding the proposed B-2 assessments. Mayor Grant questioned why the City should upgrade and enhance the entire B-2 corridor and then put in cheaper lights. Councilmember Holmes stated that Option 2 was an attractive economical option. She believed that the residents wanted the Council to spend tax payer dollars wisely. Public Works Director Maurer discussed the differences between the two streetlight options. Councilmember Holden supported the more expensive lighting as the fixtures looked much nicer and would be in place for the next 40 to 50 years. Councilmember McClung supported either lighting option. Councilmember Werner commented that the more expensive lights in St. Anthony were very attractive. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JULY 28, 2014 6 Councilmember Holden stated that if concerns were raised regarding the assessment rates, the Council could rethink its decision on the lighting. The Council discussed the street lighting options further and was in agreement to move forward with the more expensive Xcel lighting option. Mayor Grant requested further comment from the Council on the trees. Councilmember Holmes recommended that the City not pay for the trees, but that the expense be assessed to the property owners. Councilmember McClung suggested that the City could pay for half of the expense of the trees. Councilmember Holden supported the recommendation from the City Attorney. The majority among the Council supported the City paying for the trees. City Planner Streff provided the Council with a brief report on the former Carroll’s Furniture property. He indicated that there currently were no offers on the property that staff was aware of. Councilmember McClung questioned how badly the property owner wanted to get rid of this property. He explained that he would support an offer as high as $150,000 for Carroll’s. Mayor Grant and Councilmember Werner supported this suggestion. Councilmember Holden stated that $150,000 would be the purchase price, but there would then be demolition and cleanup costs. Councilmember Holmes did not agree with purchasing the property. She requested further analysis from staff prior to the Council making a formal decision on this property. Mayor Grant recommended that the Council discuss the Carroll’s property in further detail at a future meeting. 2. COUNCIL COMMENTS AND STAFF UPDATES None. ADJOURN Mayor Grant adjourned the special City Council work session at 6:58 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Approved: CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JULY 28, 2014 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:01 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Associate Planner Matthew Bachler; City Planner Ryan Streff; Finance Analyst Kyle Howard; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Steve Gericke, 1840 West County Road E, commented that his water bills were extremely high. He questioned why senior rates were no longer offered. He asked what the average daily usage was for Arden Hills’ residents. He encouraged the City Council to reexamine the water rates. Director of Finance and Administrative Services Iverson indicated that she could provide this information to Mr. Gericke. Mayor Grant explained that the City water rates were set in a manner to cover the expense incurred for the City to provide the service and reported that the City was not making money on the water rates being charged. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 2 3. STAFF COMMENTS A. TCAAP Update City Administrator Klaers stated that the Infrastructure Study contract was awarded to Kimley- Horn and meetings are starting to be held on various parts of the project. Kimley-Horn attended the July 14th work session to discuss storm water and drainage/wetland issues. Kimley-Horn will be at the August 11th work session to discuss trunk sewer and water issues. Additionally, Kimley- Horn is holding City-County staff work sessions in preparation of the City Council meetings. City Administrator Klaers explained that part of the overall TCAAP Master Plan, the Alternative Urban Areawide Review (AUAR), is on the City Council agenda tonight for consideration. Once this environmental document is approved, a notice of this decision will be submitted to the Environmental Quality Board (EQB) for publication. City Administrator Klaers indicated that the Joint Development Authority (JDA) is scheduled to meet on Monday, August 4th at 5:30 pm. The agenda for this meeting is still being developed, but one of the known agenda items will be to discuss the Energy Task Force applications. City Administrator Klaers reported that special and regular City Council work sessions have been scheduled to discuss issues related to the Master Plan and City infrastructure. Discussion topics are tentatively planned as follows: July 28, 2014, Regular Meeting at 7:00 pm, Council Chambers  Consider approval of Final AUAR and Mitigation Plan August 11, 2014, Special Work Session at 5:30 pm, Community Room  Water and Sewer System Review (Infrastructure)  Density/Maximum Residential Unit Discussion August 18, 2014, Regular Work Session at 5:00 pm, Council Chambers  Workshop with Gateway Planning o Discuss Performance Based Zoning process o Discuss zoning elements and framework o Present zoning sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) August 25, 2014, Special Work Session at 5:30 pm, Community Room  Discuss Zoning Sections 1 – 5 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses) September 8, 2014, Special Work Session at 5:30 pm, Community Room  Spine Road and Grading Design Review (Infrastructure)  Discuss Zoning Sections 6 – 7 (Building Form and Site Development Standards, Building Design Standards) ARDEN HILLS CITY COUNCIL – JULY 28, 2014 3 September 15, 2014, Regular Work Session at 5:00 pm, Council Chambers  Workshop with Gateway Planning o Discuss comments and direction on Sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) o Present Zoning Sections 8 – 12 (Street Design Standards, Parkland Standards, Open Space Standards, Streetscape and Landscape Standards, Sign Standards) September 22, 2014, Special Work Session at 5:00 pm, Council Chambers (4th of 5 Mondays)  Final Discussion of Zoning Sections 1 – 7 (Introduction, Components of the Code, Administration, Definitions, Schedule of Uses, Building Form and Site Development Standards, Building Design Standards) September 29, 2014, Special Work Session at 5:30 pm, Community Room  County Road I and Thumb Road Design Review (Infrastructure)  Discuss Zoning Sections 8 and 11 (Street Design Standards, Streetscape and Landscape Standards) Staff anticipated that additional regular and special work session meetings will be scheduled to discuss TCAAP issues. Future meeting topics will be defined as those dates draw nearer. B. Transportation Update Public Works Director Maurer reported that the Highway 10/County Road 96 project had entered the punch list phase and that the noise wall was being painted. He reported that the pond at the northwest corner of the intersection was now complete. C. Night to Unite Update City Clerk Dietl stated that the sixth annual Night to Unite is Tuesday, August 5, 2014, and will be held from 5:00 to 9:00 p.m. The Ramsey County Sheriff’s Office has provided the City with a list of the 24 hosts that have registered their neighborhood gatherings. Those who registered will be visited by community officials, fire departments, and Ramsey County Sheriff’s Office representatives. Councilmember Holden requested that staff provide the Council with handouts on the new recycling program prior to Night to Unite. 4. APPROVAL OF MINUTES A. July 9, 2014, Special City Council Work Session B. July 9, 2014, Regular City Council Meeting Councilmember Holmes noted several changes to the July 9, 2014, regular City Council minutes. MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to approve the July 9, 2014, special City Council work session minutes ARDEN HILLS CITY COUNCIL – JULY 28, 2014 4 as presented; and the July 9, 2014, regular City Council meeting minutes as amended. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve 2014 2nd Quarter Actuals C. Motion to Approve Updated Credit Card Policy D. Motion to Adopt Resolution 2014-038 Accepting Donation from the Arden Hills Foundation E. Motion to Approve Cost Share Agreement with Ramsey County for TCAAP Infrastructure Analysis F. Motion to Award Trail Maintenance Quotes MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS None. 8. NEW BUSINESS A. Approve Resolution 2014-037 Adopting the TCAAP Final AUAR and Mitigation Plan City Planner Streff stated that an Alternative Urban Areawide Review (AUAR) is a form of environmental documentation through Minnesota State Rules that evaluates development scenarios (or several scenarios) for an entire geographical area rather than a specific project. In October 2013, the City of Arden Hills issued an order for an AUAR for the TCAAP study area, which Ramsey County is preparing for redevelopment. City Planner Streff reported that the City Council reviewed the Draft TCAAP AUAR and Mitigation Plan on June 30, 2014, during the City Council work session. At that meeting, the Council provided final comments on the plan before the plan was distributed to other state agencies and the Metropolitan Council. City Planner Streff indicated that in order to comply with the Minnesota EQB (Environmental Quality Board) rules, a 10-day objection period was given to the State agencies and the Metropolitan Council. No objections were received on the AUAR or Mitigation Plan. He noted ARDEN HILLS CITY COUNCIL – JULY 28, 2014 5 that the next step in this process is for the City Council to pass a resolution adopting the TCAAP Final AUAR and Mitigation Plan. City Planner Streff commented that the TCAAP Final AUAR and Mitigation Plan were included in the agenda packet. Beth Kunkel from Kimley-Horn is in attendance to explain the AUAR and Mitigation Plan and answer any questions the Council may have. Staff recommended that the Council adopt the TCAAP Final AUAR and Mitigation Plan. Beth Kunkel, Kimley-Horn, discussed the AUAR in further detail with the Council. She noted that the key point of an AUAR was the Mitigation Plan as this would serve as a working document for the TCAAP site going forward. Mayor Grant requested comment from the Council. Councilmember Holden asked for clarification on the traffic levels anticipated on the TCAAP site. Ms. Kunkel discussed the levels of traffic that was projected for Highway 96 along with the level of traffic estimated for the TCAAP site. Councilmember Holden questioned why an eight story building height was incorporated into the AUAR if this document was based on the Comprehensive Plan. Ms. Kunkel indicated that the baseline for the AUAR was the general parameters of the Master Plan. This plan has evolved over time and there was some discussion that building heights higher than four to five feet may be considered on TCAAP in the future. For this reason, the AUAR was drafted to include building heights up to eight stories. Mayor Grant requested that the two scenarios within the AUAR be reviewed. Ms. Kunkel further explained the baseline and maximum development scenarios within the AUAR and how these scenarios would impact the TCAAP site. Councilmember Holden inquired how Kimley-Horn gathered information on the proposed densities. Ms. Kunkel indicated that she had spoken with County and City staff regarding this matter. Councilmember Holden questioned how the daily trips within TCAAP were estimated for the AUAR. Ms. Kunkel reviewed a table of information within the AUAR and noted that she could provide further information to the Council regarding traffic counts. Councilmember McClung explained that a larger portion of traffic would flow into TCAAP from County Road H than from Highway 96. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 6 Councilmember Holmes asked for additional information on the projected level of service at Highway 96. Ms. Kunkel reported that this intersection was given an “F” rating prior to mitigation. After the proposed mitigation, this intersection’s conditions would be improved. Councilmember Holmes understood that the wells on the TCAAP site were problematic and inquired why 64 wells were still classified as ‘unknown’ or ‘other’. Ms. Kunkel stated that the County identified all wells within their database and the intended use of these 64 wells was unknown or uncertain. Councilmember McClung questioned if any outside agencies had concerns with the AUAR. Ms. Kunkel was not aware of any specific comments or concerns. She provided a brief overview of the comments received from the Minnesota Department of Health, the City of Shoreview, MnDOT, and a local resident. MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to adopt Resolution #2014-037 – Adopting the TCAAP Final AUAR and Mitigation Plan. The motion carried (5-0). B. Planning Case 14-017 – Setback Variance – 3441 Lake Johanna Boulevard City Planner Streff explained that at the June 4, 2014, Planning Commission meeting the applicants proposed to reconstruct and expand a nonconforming accessory structure from twenty- two (22) feet by twenty-two (22) feet to twenty-four (24) feet by twenty-six (26) feet, an increase of 140 square feet. After a close review of the application by the Commission, the variance request was tabled in order to give the applicants additional time to reevaluate their proposal and provide an alternate plan that would more closely conform to the existing nonconforming structure in terms of the building footprint and setbacks. The applicants have since reviewed and updated their plans for the nonconforming accessory structure. The proposal for the new accessory structure now includes a footprint that is identical to the existing structure with slight variations to the placement and roof design. City Planner Streff indicated that the applicants are proposing to reconstruct the twenty-two (22) foot by twenty-two (22) foot existing nonconforming accessory structure on the property. Along Fairview Avenue, the proposed structure would be realigned to be parallel with the western property line and constructed with a setback of two (2) foot two (2) inches. The previous proposal suggested a setback of eight (8) inches from the west property line. From the south property line the proposed structure would be moved to the north an additional one (1) foot, which would result in a seven (7) foot three (3) inch setback. The setback proposed between the structure and the south property line during the previous review was four (4) feet one (1) inch. City Planner Streff stated that as proposed, the roofline of the accessory structure would change from an east/west orientation to a north/south orientation in order for the garage to be accessible from the existing driveway. The new design of the accessory structure would also incorporate one ARDEN HILLS CITY COUNCIL – JULY 28, 2014 7 (1) foot eaves on the north/south facades and (1) foot six (6) inch eaves on the east/west facades in order to match the existing home. The applicants have indicated within their narrative that the façade and roofing materials to be used on the new detached accessory structure would match the materials on the existing single family dwelling. City Planner Streff reviewed the Plan Evaluation and Variance Evaluation Criteria. City Planner Streff explained that the Planning Commission reviewed this application at their July 9, 2014, meeting and have offered the following findings of fact for consideration: General Findings 1. The property is in the R-2 Single & Two Family Residential Zoning District. 2. The lot is 15,241 square feet in size with approximate dimensions of 100 feet in width, and 165 feet in depth. 3. The existing accessory structure is a nonconforming structure within the R-2 Zoning District because of its existing setbacks to the south and west property lines. 4. Because the existing accessory structure is positioned at an angle relative to the west property line, the structure encroaches between twenty-five (25) feet six (6) inches and twenty-nine (29) feet four (4) inches into the thirty (30) foot setback along the west property line, leaving a setback of four (4) feet six (6) inches at its furthest point and eight (8) inches between the structure and the west property line at its closest point. 5. The existing accessory structure encroaches three (3) feet nine (9) inches into the ten (10) foot setback along the south property line, leaving a setback of six (6) feet three (3) inches between the structure and the south property line. 6. The existing accessory structure does not encroach into the north or east property line setbacks. 7. The proposed accessory structure encroaches twenty-seven (27) feet ten (10) inches into the thirty (30) foot setback along the entire length of the structure, leaving a setback of two (2) feet two (2) inches from the west property line. 8. The proposed accessory structure encroaches two (2) feet nine (9) inches into the (10) foot setback, leaving a setback of seven (7) feet three (3) inches from the south property line. This is an increase of one (1) foot further from the property line when compared to the existing structure. 9. The proposed accessory structure will not increase the footprint and will remain twenty- two (22) feet by twenty-two (22). 10. The proposed accessory structure would be rotated approximately fifteen (15) degrees to align the garage with the western property line and the angle of the existing home. 11. The proposed accessory structure would change the direction of the roofline from an east/west orientation to a north/south orientation with one (1) foot eaves on the north/south facades and (1) foot six (6) inch eaves east/west facades in order to match the existing home 12. The existing single family dwelling and attached garage meet all property line setbacks. 13. The proposed structure and landscaping coverages are within the zoning district requirements. 14. The proposed accessory structure would not exceed fifteen (15) feet in height. 15. Detached accessory structures are permitted structures within the R-2 Zoning District. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 8 16. All structures on the lot are outside of the 100-year flood plain, wetlands, and easements. Variance Findings: 17. The proposal is in harmony with the purpose and intent of the Zoning Ordinance as the Ordinance generally allows flexibility for unique parcels and situations when impacts to surrounding properties are minimized. 18. The proposal is consistent with the Arden Hills Comprehensive Plan as it allows the reasonable use of residential property. 19. Detached accessory structures are permitted and a reasonable use within the R-2 Single Family Residential Zoning District. 20. The lot has rather unique characteristics as the property slopes towards Lake Johanna approximately 18 (eighteen) feet from west to east leaving limited options for expansion or movement of the accessory structure to an area that meets the setback regulations. 21. The proposed accessory structure would be visible from neighboring properties; however, the proposed design and the use of quality materials for the detached structure that match the single family dwelling should minimize the impacts on surrounding property owners. 22. The proposed accessory structure is unlikely to have negative impacts to the property or to the neighborhood as a whole. 23. The proposed plans and requested variances for the accessory structure do not appear to be based on economic considerations alone. City Planner Streff explained that the property is unique when compared to many properties in Arden Hills because of its topography. From Fairview Avenue to Lake Johanna Boulevard, the property slopes approximately 18 (eighteen) feet from west to east. Because of the lot’s topography and configuration of structures on the lot, options for expansion or the movement of the accessory structure to an area that meets the setback regulations is very limited. The proposed realignment and change in the roof orientation is reasonable in order for the applicant to construct a functional garage that is accessed from the existing driveway. Due to the scope of the project and the proposed changes to the structure, the character of the neighborhood or the City is not expected to be negatively affected as a structure already exists in the general location of the proposed structure. It does not appear that the variance request is based on economic considerations alone. A detached accessory structure is a permitted use in the R-2 Zoning District and is a reasonable request for the subject property. City Planner Streff reported that the findings of fact for this variance request support a recommendation for approval. However, if the City Council chooses to make a recommendation for denial, the findings of fact would need to be amended to reflect the reasons for the denial. The Planning Commission reviewed Planning Case 14-017 and recommends approval (4-1, Holewa) of the variance request for the property located at 3441 Lake Johanna Boulevard, based on the findings of fact and the submitted plans as presented in the July 28, 2014, Report to the City Council, as amended by the following ten (10) conditions: 1. That the project shall be completed in accordance with the plans submitted as amended by the conditions of approval. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission and City Council. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 9 2. That the proposed accessory structure shall be permitted with a setback of two (2) foot two (2) inches from the west property line and seven (7) feet three (3) inches from the south property line. 3. That the proposed accessory structure shall not exceed the footprint of the existing accessory structure that is twenty-two (22) feet by twenty-two (22) feet. 4. That the proposed accessory structure shall be permitted to be rotated so that the alignment matches that of the western property line and the angle of the existing single family dwelling. 5. That the proposed accessory structure shall be permitted to change the direction of the roofline from an east/west orientation to a north/south orientation with one (1) foot eaves on the north/south facades and (1) foot six (6) inch eaves east/west facades in order to match the existing home 6. That the exterior façade and roofing materials of the proposed garage shall match the colors and materials used on the single family dwelling. 7. That the existing driveway apron leading to the accessory building shall be removed and that any damage to the right-of-way shall be repaired by the property owner. 8. That no living quarters shall be constructed within the proposed accessory structure and that the attic area shall be used for storage purposes only. 9. That the structure shall conform to all other regulations in the City Code. That building and demolition permits for the construction of the new accessory building and a zoning permit for the construction of the driveway shall be required. 10. That the applicant shall obtain a Grading and Erosion Control Permit from the City before the building permit is issued. City Planner Streff reviewed the options available to the City Council on this matter: 1. Approve the proposal as submitted. 2. Approve the proposal with conditions (Recommended Action). 3. Deny the application with reasons for denial. 4. Table for additional information. Mayor Grant asked if the applicant would be adding a new driveway for the garage. City Planner Streff explained that the new garage would be accessed via the existing driveway with the addition of a concrete pad. Mayor Grant reported that the maximum width of a driveway was 24 feet. He asked if the new concrete pad would be poured in the right-of-way. City Planner Streff indicated that this was the case and noted that the applicant would not be expanding the original curb cut. Staff reported that the concrete pad would not be located in the right-of-way. Councilmember Holden asked what utilities would be placed in the garage. Chad Myers¸ 3441 Lake Johanna Boulevard, explained that only electricity would be brought to the garage. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 10 City Planner Streff commented that the conditions for approval state that no living quarters were allowed in the garage. MOTION: Councilmember McClung moved and Councilmember Werner seconded a motion to approve Planning Case 14-017 for two (2) variances in order to reconstruct the nonconforming accessory structure located at 3441 Lake Johanna Boulevard with minor modifications to the location and roofline based the findings of fact, the ten (10) conditions and the submitted plans as presented in the July 28, 2014, Report to the City Council. Councilmember Holmes thanked the applicants for adjusting their plans and reducing the variances requested. She commended staff, the Planning Commission, and the applicants for their efforts on this project. She indicated that she supported Planning Case 14-017. Councilmember Werner discussed the letters of support and noted that he would also be supporting the variance request. Mayor Grant stated that he would be willing to support the expansion of the nonconforming use given the fact that it was a minor expansion. The motion carried (5-0). 9. UNFINISHED BUSINESS None. 10. COUNCIL COMMENTS Councilmember Werner reported that he received a complaint from a resident in the Valentine Hills neighborhood regarding the number of geese in the area. He noted that there was a recent newspaper article on managing the population of geese in the metro area cities. Councilmember Holmes discussed the park bench donations approved this evening and encouraged residents to consider donating to the Arden Hills Foundation. Mayor Grant commented that he received a complaint regarding boating on Lake Johanna. He stated that he would be following up on this concern. Mayor Grant requested comment from staff on the upcoming election. City Clerk Dietl reported that the primary election is August 12th and the general election is November 4th. She stated that the Mayor and two Council seats would be voted on this year. Candidates interested in serving on the City Council could file Affidavits of Candidacy at City Hall July 29th through August 12th. ARDEN HILLS CITY COUNCIL – JULY 28, 2014 11 ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 8:13 p.m. __________________________ __________________________ Amy Dietl David Grant City Clerk Mayor Page 1 of 1 DATE: September 8, 2014 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services, Ashley Bertrand, Accounting Analyst SUBJECT: Claims & Payroll Requested Action: 1. Motion to Approve Consent Agenda Item – Claims and Payroll Supporting Documents: Payroll 2014 Payroll #18 ............................................................................... $ 86,848.51 Total Payroll $ 86,848.51 Accounts Payable Claims Through 09/05/2014 Paid Claims (Check No 0 Sales/Use Tax) ............................................. $ 10,817.00 Paid Claims (Check No 43904-Check No 43945) ................................. $ 54,527.66 Paid Claims (Check No 43946-Check No 43946) ................................. $ 8,406.00 Total Accounts Payable $ 73,750.66 Total Claims $ 160,599.17 CONSENT ITEM - 6A MEMORANDUM CITY OF ARDEN HILLS PAYROLL # 18 CHECKS DATED: 08/29/14 Biweekly: 08/09/14 - 08/22/14 EMPLOYEE DEDUCTIONS AMT.Payment Method FIT 7,921.07 EFT SIT 3,221.50 EFT FICA Oasdi 4,705.19 EFT FICA Medicare 1,100.38 EFT TOTAL TAXES 16,948.14 Health Premium 0.00 A/P Check* Dental Premium A/P Check* FSA Health Care Reimb. 0.00 A/P Check* FSA Dependent Care Reimb. 0.00 A/P Check* TOTAL FLEXIBLE SPENDING 0.00 HSA Health Saving 0.00 Health Care Savings Plan EFT Health Care Savings Plan-2%269.22 EFT Health Care Savings Plan-4%163.84 EFT TOTAL HEALTH SAVINGS 433.06 PERA 4,069.01 EFT ICMA 3,652.54 EFT Central Pension Fund-Union 614.40 A/P Check* MN State Retirement System 328.13 EFT TOTAL RETIREMENT 8,664.08 IUOE 49 Dues (Union)0.00 A/P Check* LTD/STD Insurance 0.00 A/P Check* PERA Life Insurance 0.00 A/P Check* Life/Addl/Dep Life 0.00 A/P Check* MN Child Support 145.82 EFT Public Employee Long Term Care 0.00 A/P Check* UNUM 0.00 A/P Check* AFLAC 0.00 EFT Avesis-Vision Care 0.00 A/P Check* TOTAL VOLUNTARY 145.82 Total Employee Deductions 26,191.10 Net Payroll 0.00 Direct Deposit 49,790.73 EFT Gross Payroll Tie-Out 75,981.83 STD/LTD Gross - Up 0.00 Plus City Paid Benefit 10,866.68 ICMA Benefit Held 0.00 TOTAL PAYROLL COST 86,848.51 FICA TIE-OUT Gross Payroll 75,981.83 Less Total FSA 0.00 Plus Employer Match ICMA 0.00 Plus ICMA Benefit Held 0.00 Net P/R Subject to FICA 75,981.83 FICA Oasdi @ 6.20%4,705.19 FICA Medicare @ 1.45%1,100.38 Note: Federal and State Payroll Tax obligations are satisfied by means of utilizing the "Taxtel" Electronic Tax Deposit Service. Trans- fers are typically made two business days after the payroll date. * A/P Checks can be found on the ACCOUNTS PAYABLE Check Approval report. Checks may be paid this week or the following week. 5,061.11 0.00 0.00 341.04 0.00 0.00 0.00 0.00 0.00 0.00 4,720.07 5,805.57 CITY BENEFIT 4,705.19 1,100.38 1 Ashley Bertrand From:eservices.mdor@state.mn.us Sent:Tuesday, August 05, 2014 4:04 PM To:Ashley Bertrand Subject:Your Recent Return Request This email is an automated notification and is unable to receive replies. Sales and Use Tax - Return Submitted Thank you, your request has been submitted. Please allow 3 business days for your return to appear online. Please allow 3 business days from 20-Aug-2014 for your payment to appear online. You can change or cancel this request until 5:00 p.m. Central time. Confirmation Summary Submitted Date and Time: 5-Aug-2014 4:03:55 PM Legal Name: ARDEN HILLS CITY OF Federal Employer ID: 41-6008992 User Who Submitted: Accounting Analyst Type of Request Submitted: Return for 7/31/2014 Account Name: ARDEN HILLS CITY OF Minnesota ID: 9047998 Return Summary Return Confirmation Number: 0-480-901-760 Account Type: Sales & Use Tax Filing Period: 31-Jul-2014 Projected Amount/Credit Due: $10,817.00 Payment Summary Payment Confirmation Number: 1-554-643-584 Account Type: Sales & Use Tax Filing Period: 31-Jul-2014 Payment Amount: $10,817.00 Payment Type: Return Payment Date: 20-Aug-2014 Bank Name: US BANK NA Bank Account Number: ********9377 2 Contact Us If you need further assistance, contact our Sales and Use Tax Division at (Metro Area) 651-296-6181, (Greater Minnesota) 800-657-3777, (TTY Users) Call 711 for Minnesota Relay, or (email) SalesUse.Tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. How to View and Print this Request You can see copies of your requests by going to the History Tab. This message and any attachments are solely for the intended recipient and may contain nonpublic / private data. If you are not the intended recipient, any disclosure, copying, use, or distribution of the information included in this message and any attachments is prohibited. If you have received this communication in error, please notify us and immediately and permanently delete this message and any attachments. Thank you. Accounts Payable User: Printed: ashley.bertrand 9/5/2014 7:32 AM Checks by Date - Detail by Check Date Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0189 Gopher State One-Call, Inc.08/29/2014ACH 118969 July 2014 Locates July 2014 Locates 204.50 118969 July 2014 Locates July 2014 Locates 204.50 409.00Total for this ACH Check for Vendor 0189: 0292 Oxygen Service Company, Inc.08/29/2014ACH 03272142 July 2014 PW Rental July 2014 PW Rental 16.12 16.12Total for this ACH Check for Vendor 0292: 0323 Pro-Tec Design, Inc.08/29/2014ACH 67794 Access Card Repair Access Card Repair 242.50 242.50Total for this ACH Check for Vendor 0323: 0382 ICMA Retirement Trust - 106944 08/29/2014ACH PR Batch 00300.08.2014 ICMA Employer Percent 401PR Batch 00300.08.2014 ICMA Employer Percent 401 341.04 PR Batch 00300.08.2014 ICMA Employee Percent 401PR Batch 00300.08.2014 ICMA Employee Percent 401 294.00 635.04Total for this ACH Check for Vendor 0382: 0387 ICMA Retirement Trust- #302482 08/29/2014ACH PR Batch 00300.08.2014 ICMA Employee DeductionPR Batch 00300.08.2014 ICMA Employee Deduction 2,852.70 PR Batch 00300.08.2014 ICMA Employee PercentPR Batch 00300.08.2014 ICMA Employee Percent 505.84 3,358.54Total for this ACH Check for Vendor 0387: 2249 Terry Maurer 08/29/2014ACH 08202014-TM July/August 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 13.44 08202014-TM July/August 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 24.08 08202014-TM July/August 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 12.88 08202014-TM July/August 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 12.88 08202014-TM July/August 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 29.68 08202014-TM2 July 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 6.16 08202014-TM2 July 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 38.08 08202014-TM2 July 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 7.28 08202014-TM2 July 2014 Mileage Reimbursement July/August 2014 Mileage Reimbursement 20.16 08202014-TM3 August 2014 TCAAP Expenses August 2014 TCAAP Expenses 75.70 240.34Total for this ACH Check for Vendor 2249: 5585 Amy Dietl 08/29/2014ACH 08202014-AD April-August 2014 Mileage Reimbursement April-August 2014 Mileage Reimbursement 31.36 08202014-AD April-August 2014 Mileage Reimbursement April-August 2014 Mileage Reimbursement 87.36 118.72Total for this ACH Check for Vendor 5585: 5587 CES Imaging 08/29/2014ACH INV008168 July 2014 Plotter Rental July 2014 Plotter Rental 60.00 Page 1AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 60.00Total for this ACH Check for Vendor 5587: 5589 Independent Officials Association, LLC. 08/29/2014ACH 84 8/20-8/21 Umpiring Services 8/20-8/21 Umpiring Services 104.00 104.00Total for this ACH Check for Vendor 5589: 5594 Sheila Krejci 08/29/2014ACH 08082014-SK Admin Employee Mentoring Admin Employee Mentoring 400.00 08082014-SK2 Planning Employee Mentoring Planning Employee Mentoring 200.00 600.00Total for this ACH Check for Vendor 5594: 7501 Kelly & Lemmons, P.A.08/29/2014ACH 40923 July 2014 Prosecution July 2014 Prosecution 3,422.20 3,422.20Total for this ACH Check for Vendor 7501: 0602 US BANK 08/29/2014ACH Arvidson-070814 PW Training-Thomas July/August 2014 CC Charges 125.00 Arvidson-070814 PW Training-Max July/August 2014 CC Charges 125.00 Arvidson-070814 PW Supplies July/August 2014 CC Charges 16.06 Frid-070814 PW Supplies July/August 2014 CC Charges 69.89 Frid-070814 PW Supplies July/August 2014 CC Charges 43.30 Grant-070814 Playground Supplies July/August 2014 CC Charges 7.98 Grant-070814 Playground Supplies July/August 2014 CC Charges 16.82 Grant-070814 Penny Carnival Supplies July/August 2014 CC Charges 21.38 Grant-070814 Playground Supplies July/August 2014 CC Charges 51.29 Grant-070814 Penny Carnival Supplies July/August 2014 CC Charges 194.98 Grant-070814 Penny Carnival Supplies July/August 2014 CC Charges 264.78 Grant-070814 Committee Picnic Supplies 28.05 Iverson-070814 Adobe July/August 2014 CC Charges 19.99 Iverson-070814 Notary Renewal-Iverson July/August 2014 CC Charges 120.00 Iverson-070814 You Send It July/August 2014 CC Charges 14.99 Iverson-070814 Finance Training-Iverson July/August 2014 CC Charges 246.00 Iverson-070814 Finance Training-Iverson July/August 2014 CC Charges 85.00 Iverson-070814 Budget Submission July/August 2014 CC Charges 280.00 Mooney-070814 PW Supplies-Safety Equipment July/August 2014 CC Charges 777.03 Olson-070814 All Committee BBQ-Cummings Park July/August 2014 CC Charges 605.45 Olson-070814 City Hall Supplies July/August 2014 CC Charges 56.36 Olson-070814 Foundation/Donation Reimbursed Plaques July/August 2014 CC Charges 140.73 Olson-070814 USTA Mmebership Dues July/August 2014 CC Charges 35.00 Scherbel-070814 City Hall Repair July/August 2014 CC Charges 237.92 Scherbel-070814 Inspections Training July/August 2014 CC Charges 100.00 Scherbel-070814 Inspections Training July/August 2014 CC Charges 130.53 Schifsky-070814 PW Supplies-City Hall July/August 2014 CC Charges 2.85 Schifsky-070814 PW Supplies-City Hall LED Flood Lights July/August 2014 CC Charges 409.55 Schifsky-070814 PW Supplies July/August 2014 CC Charges 124.72 4,350.65Total for this ACH Check for Vendor 0602: ANDL Anderberg 08/29/201443904 141788-01 Fall 2014 Rec Guide Fall 2014 Rec Guide 2,297.00 2,297.00Total for Check Number 43904: ASSF Association For Nonsmokers 08/29/201443905 08042014 2014 Tobacco Compliance Project 2014 Tobacco Compliance Project 321.00 321.00Total for Check Number 43905: Page 2AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 0131 Beisswenger's How-To Store 08/29/201443906 470267 PW Parts PW Parts -50.16 476783 PW Parts PW Parts 1.56 483662 PW Parts PW Parts 51.74 486334 PW Parts PW Parts 2.16 5.30Total for Check Number 43906: 4447 Braun Intertec Corporation 08/29/201443907 B004936 Round Lake Road Testing Round Lake Road Testing 577.50 577.50Total for Check Number 43907: 0125 Central Wood Products 08/29/201443908 41087 SWM Supplies SWM Supplies 898.00 898.00Total for Check Number 43908: 0319 City of Roseville 08/29/201443909 0219039 August 2014 IT Bill August 2014 IT Bill 3,212.25 0219070 August 2014 Phone Bill August 2014 Phone Bill 400.00 3,612.25Total for Check Number 43909: 0317 City of Roseville-Parks & Recreation 08/29/201443910 081114 Field Trip Reimbursement Field Trip Reimbursement 97.50 97.50Total for Check Number 43910: 0342 City of Shoreview 08/29/201443911 5383 2014 Field Trip Reimbursement 2014 Field Trip Reimbursement 280.47 5386 2014 Valley Fair Reimbursement 2014 Valley Fair Reimbursement 206.00 486.47Total for Check Number 43911: 1033 Comcast 08/29/201443912 44271-0814 August 2014 TV Services August 2014 TV Services 8.42 8.42Total for Check Number 43912: 0453 Continental Research Corp.08/29/201443913 408739-CRC-1 PW Supplies PW Supplies 993.00 993.00Total for Check Number 43913: 0337 D-Rock Center Landscape Supply 08/29/201443914 1829 SWM Mulch SWM Mulch 306.00 1864 SWM Mulch SWM Mulch 125.00 1905 County Road E Watermain Break County Road E Watermain Break 132.00 1910 Park Supplies Park Supplies 132.00 695.00Total for Check Number 43914: 0841 Ehlers & Associates, Inc.08/29/201443915 65382 July 2014 TCAAP Charges July 2014 TCAAP Charges 1,732.50 65383 July 2014 TIF Reporting Charges July 2014 TIF Reporting Charges 632.09 65383 July 2014 TIF Reporting Charges July 2014 TIF Reporting Charges 632.08 65383 July 2014 TIF Reporting Charges July 2014 TIF Reporting Charges 632.08 3,628.75Total for Check Number 43915: 0320 Health Partners 08/29/201443916 Page 3AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 50225691 September 2014 Dental Premium September 2014 Dental Premium 1,347.40 1,347.40Total for Check Number 43916: 5701 High Tide Technologies, LLC.08/29/201443917 2014-461 Annual Communications Fee Annual Communications Fee 1,050.00 1,050.00Total for Check Number 43917: 5700 Jerad Kaufman 08/29/201443918 08212014-JK Thursday Night Championship Award Thursday Night Championship Award 75.00 75.00Total for Check Number 43918: 1197 McFarland Hanson Inc.08/29/201443919 232289 City Hall Supplies City Hall Supplies 115.97 115.97Total for Check Number 43919: 5665 Metering & Technology Solution 08/29/201443920 1400 PW Water Meter Supplies PW Water Meter Supplies 1,541.76 1,541.76Total for Check Number 43920: 0022 Thomas Mikacevich 08/29/201443921 08282014-TM Uniform Allowance Reimbursement Uniform Allowance Reimbursement 69.99 69.99Total for Check Number 43921: 0327 Staples Business Advantage 08/29/201443922 3238051457 Office Supplies Office Supplies 181.58 181.58Total for Check Number 43922: 5180 Tessman Seed Co.08/29/201443923 S200280-IN Watermain Repair-County Road E Watermain Repair-County Road E 184.00 184.00Total for Check Number 43923: 0576 TimeSaver Off Site Secretarial 08/29/201443924 M20676 6/30, 7/14, 7/21 CC Mtgs 6/30, 7/14, 7/21 CC Mtgs 810.25 M20708 07/28 CC Mtg & 8/4 JDA Mtg 07/28 CC Mtg & 8/4 JDA Mtg 111.00 M20708 07/28 CC Mtg & 8/4 JDA Mtg 07/28 CC Mtg & 8/4 JDA Mtg 289.38 1,210.63Total for Check Number 43924: 3099 Tri-State Bobcat, Inc.-Little Canada 08/29/201443925 E16010 PW Rental PW Rental 550.00 550.00Total for Check Number 43925: 0478 Truck Utilities Mfg. Company 08/29/201443926 0272887 Vehicle #318 Repair Vehicle #318 Repair 212.91 212.91Total for Check Number 43926: 33,716.54Total for 8/29/2014: 0731 MIDWAY FORD 09/05/2014ACH 394971 Vehicle #402 Repair Vehicle #402 Repair 2,552.80 Page 4AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 2,552.80Total for this ACH Check for Vendor 0731: 1001 Sprint/Nextel Communications 09/05/2014ACH 196110738-015 July/August 2014 Cell Phone Charges July/August 2014 Cell Phone Charges 168.95 168.95Total for this ACH Check for Vendor 1001: 1195 Eureka Recycling 09/05/2014ACH 14270 July 2014 Recycling Costs July 2014 Recycling Costs 7,991.88 14270 July 2014 Recycling Costs July 2014 Recycling Costs -1,091.93 6,899.95Total for this ACH Check for Vendor 1195: 4889 Community Footworks 09/05/2014ACH 09032014-CF September 2014 Foot Clinic September 2014 Foot Clinic 244.80 244.80Total for this ACH Check for Vendor 4889: 5589 Independent Officials Association, LLC. 09/05/2014ACH 104 8/26-8/28 Umpiring Services 8/26-8/28 Umpiring Services 260.00 260.00Total for this ACH Check for Vendor 5589: ALPI Allegra Print & Imaging 09/05/2014ACH 141533 August/September 2014 Newsletter August/September 2014 Newsletter 1,576.08 1,576.08Total for this ACH Check for Vendor ALPI: 0600 315800-NCPERS Minnesota 09/05/201443927 3158914 August 2014 Payroll Deductions August 2014 Payroll Deductions 64.00 64.00Total for Check Number 43927: 5702 Anoka County Treasury 09/05/201443928 205240-0814 Friday Field Trip Charges Friday Field Trip Charges 634.80 634.80Total for Check Number 43928: 6047 Avesis Third Party Administrators, Inc 09/05/201443929 14J5902-IN September 2014 Vision September 2014 Vision 10.44 10.44Total for Check Number 43929: 6060 Batteries Plus 09/05/201443930 028-419424 PW Parts PW Parts 105.50 105.50Total for Check Number 43930: CPF1 Central Pension Fund 09/05/201443931 08312014-CPF August 2014 Contributions August 2014 Contributions 1,843.20 1,843.20Total for Check Number 43931: 1032 Commercial Asphalt Co.09/05/201443932 140815 August 2014 Asphalt Expense August 2014 Asphalt Expense 1,314.53 1,314.53Total for Check Number 43932: 5678 E&M Consulting, Inc.09/05/201443933 28998 EDA Publications EDA Publications 349.00 Page 5AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 349.00Total for Check Number 43933: 0176 Frattallone's Hardware, Inc.09/05/201443934 060909-A PW Supplies PW Supplies 6.81 6.81Total for Check Number 43934: 8931 HR Specialist 09/05/201443935 43520102-2015 2015 Subscription Renewal 2015 Subscription Renewal 249.00 249.00Total for Check Number 43935: 8081 Kimley-Horn and Associates, Inc 09/05/201443936 6022033 July 2014 Snelling Bridge Design Charges July 2014 Snelling Bridge Design Charges 588.38 588.38Total for Check Number 43936: 0222 League of Minnesota Cities 09/05/201443937 08272014-MMA 2014 Membership Dues 2014 Membership Dues 30.00 30.00Total for Check Number 43937: 5703 Leroy Signs, Inc.09/05/201443938 09022014-LS PC 14-006 Escrow Refund PC 14-006 Escrow Refund 630.00 630.00Total for Check Number 43938: 6349 Mary Nosek 09/05/201443939 014-015 August/September 2014 AH Notes August/September 2014 AH Notes 140.00 140.00Total for Check Number 43939: 6252 Office Depot 09/05/201443940 1705764318 Office Supplies Office Supplies 154.64 154.64Total for Check Number 43940: 0330 Pioneer Press 09/05/201443941 1503734-2015 Pioneer Press 2015 Subscription Renewal Pioneer Press 2015 Subscription Renewal 325.00 325.00Total for Check Number 43941: 0383 Pitney Bowes Inc 09/05/201443942 362921 Postage Supplies Credit Postage Supplies Credit -131.31 378150 Postage Supplies Postage Supplies 181.02 49.71Total for Check Number 43942: 8354 Rowekamp Associates, Inc 09/05/201443943 2014226 Software Maintenance & Support Software Maintenance & Support 133.00 133.00Total for Check Number 43943: 1387 Standard Insurance Company 09/05/201443944 147490-092014 September 2014 STD/LTD/Life Insurance September 2014 STD/LTD/Life Insurance 1,635.53 1,635.53Total for Check Number 43944: 1175 TNT Cleaning and Consulting, INC 09/05/201443945 268884 August 2014 Cleaning August 2014 Cleaning 845.00 Page 6AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) Check No Check DateVendor NameVendor No Check Amount Invoice No ReferenceDescription 845.00Total for Check Number 43945: 0222 League of Minnesota Cities 09/05/201443946 201675 2014 Membership Dues 2014 Membership Dues 8,406.00 8,406.00Total for Check Number 43946: 29,217.12Total for 9/5/2014: Report Total (61 checks): 62,933.66 Page 7AP Checks by Date - Detail by Check Date (9/5/2014 7:32 AM) City of Arden Hills City Council Meeting for September 8, 2014 P:\Planning\Recycling & Garbage\2014\RFP_Recycling Services\Memos_Reports_Recycling RFP Page 1 of 2 CONSENT ITEM – 6B MEMORANDUM DATE: September 8, 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 Approve the request to issue the Request for Proposals (RFP) for Residential Recycling Services. Background At the August 11, 2014, City Council Work Session the Council reviewed the draft RFP for Residential Recycling Services as well as the associated forms that will be attached to the RFP. During the meeting the Council provided feedback to staff on the RFP and requested that various modifications be made to the proposal. The RFP has since been updated to reflect these changes. Proposed RFP The 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 on September 10, with proposals due on October 17 in order for a final recommendation to be presented to the Council in November. The goals within the 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. City of Arden Hills City Council Meeting for September 8, 2014 P:\Planning\Recycling & Garbage\2014\RFP_Recycling Services\Memos_Reports_Recycling RFP Page 2 of 2 The RFP includes opportunities for multi-unit properties (over four units), businesses, and institutional properties to “opt-in” to the recycling service. 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. The Request for Proposals (RFP) for recycling services can be viewed in Attachment A. The draft recycling contact, draft forms and multi-unit property attachments can also be found within Attachment A. Timeline Event Date/Time RFP Issued September 10, 2014 Questions Regarding RFP to be Submitted and Deadline for Respondents’ Notices of Intent to Propose September 29, 2014 Pre-proposal Meeting September 30 at 1:00 p.m. Answers to Questions Issued October 8 by 4:00 p.m. Proposals Due October 17 at 3:00 p.m. Interviews of Finalists (tentative) Week of October 27 City Council - Consider Authorization of Contract November 10, 2014 Attachments A) Request For Proposals (RFP) – Recycling Services (Included within the RFP: Draft Contract - Attachment A, Draft Forms - Attachment B & Multi-Unit Property Information - Attachment C) B) Draft City Council Work Session Minutes – August 11, 2014 City of Arden Hills, MN Request For Proposals for Comprehensive Recycling Service 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 Recycli ng 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 submitted to the City by: 3:00 p.m. CDT Friday, October 17, 2014 Questions, request for packets, and proposals should 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 City of Arden Hills, Recycling RFP October 2014 Page i P:\Planning\Recycling & Garbage\2014\Single Stream\RFP_Single Sort Recycling\RFP Files_Current\DRAFT RFP for Recycling Services 9-3-2014.docx Table of Contents 1. INTRODUCTION ....................................................................................................... 1 2. CONTRACTOR SELECTION PROCESS AND SCHEDULE ................................. 2 3. DEFINIT IONS ............................................................................................................ 4 4. GENERAL REQUIREMENTS FOR ALL COLLECTIONS ..................................... 8 4.1 Contractor Service Requirements ................................................................................ 8 4.2 Collection Vehicle Equipment Requirements ............................................................. 8 4.3 Personnel Requirements .............................................................................................. 8 4.4 Recycling Containers ................................................................................................... 9 4.5 Collection ................................................................................................................... 10 4.6 Collection Hours ........................................................................................................ 11 4.7 Cleanup Responsibilities ........................................................................................... 12 4.8 Missed Collection Policy & Procedures .................................................................... 12 4.9 Holidays ..................................................................................................................... 12 4.10 Weighing of Loads .................................................................................................... 12 4.11 Utilities ...................................................................................................................... 12 4.12 Damage To Property .................................................................................................. 12 4.13 Municipal Facilities ................................................................................................... 12 4.14 Existing Carts, Lids and Wheel Kits ......................................................................... 13 5. REPORTING AND PROMOTIONAL ACTIVITIES .............................................. 13 5.1 Monthly and Annual Materials Reports .................................................................... 13 5.2 Customer Relations Report ........................................................................................ 14 5.3 Annual Performance Review ..................................................................................... 14 5.4 Publicity, Promotion, and Education ......................................................................... 14 5.5 City Shall Approve Contractor’s Public Education Literature .................................. 15 5.6 Annual Work Plan ..................................................................................................... 15 6. MATERIALS PROCESSING AND MARKETING ................................................ 15 6.1 Processing Facilities Must Be Specified ................................................................... 15 6.2 Estimating Materials Composition as Collected ....................................................... 16 6.3 End Market Certification ........................................................................................... 16 7. PAYMENT AND DAMAGES ................................................................................. 16 City of Arden Hills, Recycling RFP October 2014 Page ii P:\Planning\Recycling & Garbage\2014\Single Stream\RFP_Single Sort Recycling\RFP Files_Current\DRAFT RFP for Recycling Services 9-3-2014.docx 7.1 Term of Contract ....................................................................................................... 16 7.2 Revenue Sharing ........................................................................................................ 16 8. INSURANCE AND OTHER LEGAL REQUIREMENTS ...................................... 16 8.1 Insurance .................................................................................................................... 16 8.2 Workers Compensation ............................................................................................. 17 8.3 Equal Opportunity ..................................................................................................... 17 8.4 Performance ............................................................................................................... 17 8.5 Payment Bond ............................................................................................................ 17 8.6 Conflict of Interest ..................................................................................................... 17 9. SUBMITTING PROPOSALS ................................................................................... 17 9.1 Proposals May Be Rejected in Whole or Part ........................................................... 17 9.2 Respondents May Team with Other Companies ....................................................... 18 9.3 Trade Secret ............................................................................................................... 18 9.4 RFP and Proposal to Become Part of Final Contract ................................................ 18 9.5 References ................................................................................................................. 18 9.6 How to Submit Proposals .......................................................................................... 18 9.7 Proposal Content ........................................................................................................ 19 9.8 Evaluation Criteria ..................................................................................................... 19 Attachments (To be included) Attachment A: Draft contract for Services. Attachment B: Draft Forms. Attachment C: List of Multi-unit properties eligible to opt-in to recycling service. City of Arden Hills, Recycling RFP October 2014 Page 1 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 occurs weekly, 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 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. 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 2 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 defines the RFP process and proposal requirements. Attached, and incorporated by reference into this RFP, is the draft Contract for the 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 709 Multi-Unit Dwellings (MUDs), defined as buildings with more than four units or mobile home parks which will be allowed to opt-in to the City recycling service contract. 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: Event Date/Time RFP Issued September 10, 2014 Questions Regarding RFP to be Submitted and Deadline for Respondents’ Notices of Intent to Propose September 29, 2014 Pre-proposal Meeting September 30 at 1:00 p.m. Answers to Questions Issued October 8 by 4:00 p.m. Proposals Due October 17 at 3:00 p.m. Interviews of Finalists (tentative) Week of October 27 Council Meeting to Authorize Contract Negotiations November 10, 2014 These dates are subject to change as the City deems necessary. 2.1 All contact by prospective respondents and 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 3 person, Ryan Streff. Prospective respondents are encouraged to contact Mr. Streff with questions or requests for more information. 2.2 Respondents are required to attend the pre-proposal meeting at 1:00 p.m. CDT on September 30 at the Arden Hills City Hall. The City may, at is sole discretion, accept proposals from respondents that do not attend the pre-proposal meeting. 2.3 Questions, requests for clarification or requests for information about this RFP or process must be submitted by 4:00 p.m. CDT, September 29, 2014 in writing (preferably by email) to: Ryan Streff, City Planner City of Arden Hills 1245 Highway 96 Arden Hills, MN55112 RStreff@CityOfArdenHills.org 651-792-7828 2.4 Prospective respondents interested in responding to this RFP shall notify the City in writing of their interest by 4:00 p.m. CDT, September 29, 2014, in writing (preferably by email) to: Ryan Streff, City Planner City of Arden 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. 2.5 All questions and requests for more information and the City’s responses will be summarized in writing and emailed to all parties that have submitted Intent to Propose. Responses will be emailed by 4:00 p.m. CDT October 3, 2014. 2.6 The City may create a “Recycling RFP” web page. If so, respondents are encouraged to periodically check the web page for RFP updates and addenda. 2.7 All 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. 2.8 The 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 may be invited to interviews with the review committee tentatively scheduled to be held City of Arden Hills, Recycling RFP October 2014 Page 4 the week of October 27, 2014. Following the interviews the committee will recommend a preferred respondent to the City Council. 2.9 Upon direction from the City Council, City staff will negotiate final terms of the Contract with the top-ranked respondent. If negotiations with the preferred respondent are not successful, the City may then initiate negotiations with second ranked respondent, and so on. 2.10 Once 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. 2.11 The new recycling contract will commence on March 2, 2015. 3. DEFINITIONS 3.1 Aluminum cans: Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. 3.2 American Metal Market (AMM): Industry publication containing prices for secondary scrap metals. 3.3 Aseptic Packaging and Milk Cartons: Containers 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.) 3.4 Carrier Stock: Paperboard coated with resins to resist moisture and used for containers to carry products such as beer, water and soft drinks. 3.5 City’s Annual Recycling Public Education Flyer: The Contractor 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 5 3.6 City-Designated Recyclables, Or Recyclable Materials, Or Recyclables: The following recyclable materials shall be the minimum list of recyclables to be collected and processed by the Contractor: ♦ Aluminum and Steel cans; clean aluminum foil; ♦ Glass jars and bottles; ♦ Plastic food and beverage containers, pails, and trays with any of the resin identification codes #1 through#7 (excluding black plastic and expanded polystyrene); ♦ Aseptic packaging, ♦ Paper products including newspapers (including inserts); magazines; boxboard; phone books; household office paper and mail; carrier stock boxboard; and corrugated cardboard (including boxes for delivery and take out pizzas); and ♦ Clothes and linens. 3.7 Clothes and linens: Towels, 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. 3.8 Collection: The 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. 3.9 Commodity: Any individual material, including specific industrial grade, as defined by this RFP. 3.10 Contractor: The City’s recycling service Contractor under the new Contract beginning operation on March 2, 2015. 3.11 Curbside: The 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. 3.12 Curbside Recycling Carts: Wheeled, lidded carts used as part of a single-stream collection system. 3.13 Curbside Recycling Service: The recycling collection service, together with related public education and other customer services, specified within this RFP (including the draft Contract attached) utilizing curbside recycling pickup. City of Arden Hills, Recycling RFP October 2014 Page 6 3.14 Glass Jars and Bottles: Glass jars, bottles, and containers (lids/caps and pumps removed) that are primarily used for packing and bottling of food and beverages. 3.15 Electronic Waste: Any 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. 3.16 HDPE: Plastic bottles and non-bottle plastic containers made from high density polyethylene resin. 3.17 Holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day 3.18 Market Demand: The economic and technical capacity of markets to use recyclable material to make new products. 3.19 Market Indicator: Commodity price indices published in a specified recycling industry publication or actual prices paid by a specified end-market company. 3.20 Market: Any 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 recycling material reclaimers. 3.21 Materials Recovery Facility (MRF): A facility in which recyclable materials are processed. The facility must conform to all applicable rules, regulations and laws of state, local or other jurisdictions. 3.22 Multiple-Unit Dwellings (MUDs): A building or a portion thereof containing five or more dwelling units. 3.23 Multiple Unit Dwelling (MUD) Recycling Containers: Recycling 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. 3.24 Multiple Unit Dwelling (MUD) Recycling Service: Recycling collection service, together with related public education and other customer services. 3.25 Non-Targeted Materials: Materials 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. 3.26 Organics: Shall have the meaning set forth in Minnesota Statutes and Minnesota 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 7 separately from mixed municipal solid waste; and (3) are comprised of food waste, fish and animal waste, plant materials, and paper that is not recyclable. 3.27 Paper Products: Paper 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). 3.28 Participation Rate: A 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. 3.29 Plastic Food and Beverage Containers: Bottle and rigid plastic containers made of PET (plastic type #1), HDPE (plastic type #2), and PP (plastic type #5). 3.30 PET: Plastic bottles and non-bottle plastic containers made from polyethylene terephthalate (e.g. soft drink, water, other bottles, deli clamshells, etc.). 3.31 Process Residuals: The 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. 3.32 Processing: The sorting, volume reduction, baling, cleaning, containment or other preparation of recyclable materials delivered to the processing center for transportation or marketing purposes. 3.33 Processing Fee: Agreed upon unit fee allocated towards Contractor’s cost of processing various types of recyclables. 3.34 Residential Dwelling Units (RDUs): Single-unit households, duplexes, triplexes, four- plexes and townhomes serviced under the recycling Contract. 3.35 Set-Out Rate: The number of RDUs that set out recyclable material each week as a percentage of the number of eligible RDUs in the City. 3.36 Steel cans: Metal containers fabricated primarily of steel and/or tin used to contain food or beverages. 3.37 Walk-Up Service: A 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 collection at no additional charge from curbside service. The crew member then returns the carts/carts City of Arden Hills, Recycling RFP October 2014 Page 8 to the same location. The City will develop an application process to determine eligible seniors, disabled and/or special needs residents who require such service. 3.38 Yard Waste: Compostable 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 REQUIREMENTS FOR ALL COLLECTIONS 4.1 Contractor Service Requirements Comprehensive recycling services will be provided to all RDUs, with opportunities for MUD buildings, commercial, industrial and institutional properties to “opt-in” to the service. Recyclables collection currently occurs weekly 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. 4.2 Recyclables 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. The list of recyclables may be modified by mutual written agreement between the City and the Contractor. 4.2 Collection Vehicle Equipment Requirements All collection vehicles will comply with EPA and Minnesota Department of Transportation emission standards. All vehicles must be able to comply with local road weight limits. Respondents must indicate what model and year vehicles they will be using in their fleet using Form F in Attachment B. 4.3 Personnel Requirements All proposals shall show that the Respondent has sufficient personnel and equipment to fulfill the requirements and specifications of this Agreement, including supervision and customer service. City of Arden Hills, Recycling RFP October 2014 Page 9 4.4 Recycling Containers Proposals shall be submitted for options in which the Contractor owns the carts and in which the City owns the carts. Please see Attachment B. The standard cart shall be a 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 and design 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 for recyclable 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 Contractor will work 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 Contractor shall service and repair carts to meet supply and demand needs for the entire term of the contract. The Contractor shall 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 Contractor owned cart option, the Contractor shall be responsible for preparing a comprehensive cart management plan and schedule for the initial cart distribution, working with the 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 any label 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 and communication plan for informing residents. Cart rollout shall be completed February 19, 2015. The selected Contractor shall 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 10 4.5 Collection 4.5.1 Multiple Unit Dwellings, Commercial, Institutional and 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 C. 4.5.2 Curbside 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 procedures shall be collected from each RDU and other buildings that have opted-in. Residents may place oversized recyclables such as flattened cardboard boxes next to the cart for collection. Residents may place additional material for recycling in a container or paper grocery bags next to the cart. Free walk-up service shall be provided for all customers who apply and are approved by the city. The driver will be required to record and report ♦ The location of any cart that is damaged and replaced. ♦ 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 needed for set-outs that have significant, visible contamination, indicating acceptable materials and the proper method of preparation. A copy 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 tags left if any non-targeted materials are found in the carts. A City representative will be invited to participate in each quarterly cart check. 4.5.3 Organics 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 11 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 maintenance for the organics program. The City 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. 4.5.4 Separate Collection of Electronics Respondents may include the option for separate curbside collection of electronics. If awarded the contract, and if the Respondent includes this 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. 4.5.5 Separate Collection of Yard Wastes Respondents are encouraged to address options for curbside collection of yard wastes in 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 an organics 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. 4.6 Collection Hours 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 12 4.7 Cleanup Responsibilities Any materials spilled or blown during the course of collection and/or hauling operations shall be cleaned up. Any unacceptable materials left behind should be secured within resident’s recycling container. Any liquid spills or leaks from the collection vehicle shall 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). 4.8 Missed Collection Policy & Procedures Missed collections shall be picked up on 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 Saturdays shall be provided. 4.9 Holidays When the scheduled collection day falls on a holiday, collection in that day’s zone and subsequent days’ zones will be collected one day later, with Tuesday being collected on Wednesday and Wednesday being collected on Thursday or on regular Wednesday. Assistance shall be provided to the City in publicizing the yearly calendar including alternate collection days. 4.10 Weighing of Loads 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 day shall 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. 4.11 Utilities All public and private utilities whether occupying street or public or private property shall be protected. If such utilities are damaged by reason of the Contractor’s operations, under the executed contract, repair or replacement shall be done. 4.12 Damage To Property All necessary precautions will 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 damaged during recycl ing collections shall be repaired or replaced. Such property damage shall be repaired or replaced within 48 hours at no charge to the property owner, or a plan to repair or replace the property shall be developed within 48 hours which is approved by the City and/or property owner, at no charge to the property owner, with property of the same or equivalent value at the time of the damage. 4.13 Municipal Facilities Weekly recycling service shall be provided at no additional charge to: City of Arden Hills, Recycling RFP October 2014 Page 13 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. 4.14 Existing Bins, Lids A one-time drop off event will be provided for unwanted bins from previous recycling programs. 5. REPORTING AND PROMOTIONAL ACTIVITIES 5.1 Monthly and Annual Materials Reports 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 MUD addresses 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 Certification as 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. ♦ Number of set-outs per collection/route. ♦ Residents that do not participate in the recycling program City of Arden Hills, Recycling RFP October 2014 Page 14 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 15 and 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., public education, multiunit recycling, etc.). Examples of monthly and annual reports shall be included with the Contractor’s proposal. 5.2 Customer Relations Report Quarterly, the City will 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 pickups reported 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. 5.3 Annual Performance Review Meeting to Discuss Recommendations for Continuous Improvement The City shall schedule an annual meeting to include (but not be limited 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 recommendations for 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. 5.4 Publicity, Promotion, and Education The selected 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 flyer with 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 15 The publicity and promotion program may include articles for city newsletters, public appearances, provision of information for local environmental groups, or attendance at public events sponsored by the City. The Contractor shall at a minimum provide one (1) newsletter article per year. 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 the proposal, respondents shall provide examples of public education materials they have developed for other municipalities. 5.5 City Shall Approve Contractor’s Public Education Literature 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. 5.6 Annual Work Plan An annual work plan will 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 communications including e-mail reminders and apps. 6. MATERIALS PROCESSING AND MARKETING 6.1 Processing Facilities Must Be Specified It is intended that all recyclables collected will go to recycling markets to be manufactured into recycled content goods. Preferably those markets will be in the Upper Midwest. The City shall be assured that 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. The proposals 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 and the residual rate at the facility. 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 November 10, 2014. City of Arden Hills, Recycling RFP October 2014 Page 16 6.2 Estimating Materials Composition as Collected 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. A description 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 of the 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 analysis will be provided to the City with the Annual Report, due January 15 of each year. 6.3 End Market Certification 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 7.1 Term of Contract The term of the new recycling contract will be either a period March 1, 2015 through March 31, 2018 (3 year) or a period from March 1, 2015 through March 31, 2020 (5 year). Contractor must submit pricing proposals for all scenarios. The City may, at its sole option, consider extensions to the contract. 7.2 Revenue Sharing 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 value will be used to calculate the City’s revenue share. 8. INSURANCE AND OTHER LEGAL REQUIREMENTS 8.1 Insurance A Certificate of Insurance will be 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 17 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. A Certificate of Vehicle Liability Insurance will be required in the amount of at least $2,000,000. A Certificate 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- contractors will 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 the recycling services agreement will be required. The policy coverage shall include Environmental Impairment Liability. 8.2 Workers Compensation 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 Law shall be required. 8.3 Equal Opportunity During the performance of the executed contract compliance with Executive Order 11246, as amended by Executive Order 11375 and Department of Labor Regulations 41CFR, Part 60 will be required 8.4 Performance A Performance Bond as required by State Statute will be required to be fully executed and approved by the City 30 days prior to the start of the Contract. 8.5 Payment Bond A Payment Bond as required by State Statute will be required to be fully executed and approved by the City 30 days prior to the start of the Contract. 8.6 Conflict of Interest 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 9.1 Proposals May Be Rejected in Whole or Part 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 18 ♦ 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. 9.2 Respondents May Team with Other Companies It is recognized that some prospective respondents may 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 proposal scenario. The City will contract with only one primary Contractor for the recycling services. Multiple respondents may 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. 9.3 Trade Secrets (Include in a Separate Sealed Envelope) Respondent may elect to submit data in a separate sealed envelope with a 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. 9.4 RFP and Proposal to Become Part of Final Contract 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. 9.5 References 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 respondent to ensure their Notification of Intent and References are received by the City. 9.6 How to Submit Proposals Proposal shall be submitted to the Administration Department Office at City Hall no later than 3:00 p.m. CDT, Friday, October 17, 2014 in 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 19 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 electronic format such as a USB flash/thumb drive) inside the sealed envelope. The proposal file must be in a PDF format. 9.7 Proposal Content Qualified proposals must include the Proposal Checklist Attachment A and items listed on the checklist. 9.8 Evaluation Criteria Arden Hills residents 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 of Arden 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 20 ♦ 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 Benefits Criteria ♦ Maximized diversion of compostable and other recyclable materials. : ♦ Reduced carbon footprint. ♦ Residual rate at MRF. 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 go beyond the base specifications. Finalists may be invited to interviews. <Items in italics may change in response to RFP submittals received, especially with respect to City-owned or Contractor-owned recycling carts> DRAFT CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS DRAFT CONTRACT FOR THE COLLECTION OF RESIDENTIAL SOLID WASTE AND RECYCLABLE MATERIALS Page i CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Table of Contents 1 Term of Contract .....................................................................................................................2 2 Definitions ...............................................................................................................................2 3 Scope of Work: General Provisions .......................................................................................5 4 Operations ................................................................................................................................6 5 Collection Services ..................................................................................................................7 6 Collection Equipment ..............................................................................................................9 7 Employees ...............................................................................................................................9 8 Indemnity ...............................................................................................................................10 9 Insurance ................................................................................................................................10 10 Payment and Performance Bonds ..........................................................................................11 11 Transferability of Contract ....................................................................................................11 12 Reporting and Promotional Activities ...................................................................................12 13 Default and Termination ........................................................................................................13 14 Payment for Base Collection Services ..................................................................................14 15 Miscellaneous Provisions ......................................................................................................15 Appendices Appendix A Map of Route Sectors by Collection Day Appendix B City Buildings and Parks to be Serviced by the Contractor CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 1 CITY OF ARDEN HILLS CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS This Contract, is made and entered into this day of 2014, by and between the City of Arden Hills, a Municipal Corporation under the laws of the State of Minnesota (hereinafter called the “City”) and <to be determined>, a corporation under the laws of the State of Minnesota, and having its principal place of business at <to be determined> (hereinafter called the “Contractor”). WITNESSETH WHEREAS, the City requires the collection and proper management of recyclables within the corporation limits of the City; WHEREAS, the Contractor is engaged in the business of collecting recyclables; WHEREAS, the City released a request for proposals (RFP) for recyclables collection services on September 10, 2014; WHEREAS, the Contractor submitted a proposal in response to the City’s RFP on October 17, 2014; WHEREAS, the City desires to hire the services of the Contractor and the Contractor desires to provide the services to the City; NOW, THEREFORE, IT IS AGREED BY AND BETWEEN BOTH PARTIES: CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 2 1 Term of Contract 1.1 This Contract shall commence on March 2, 2015 and shall remain in full force and effect through <to be determined>, unless terminated in accordance with Section 16 of this Contract. 1.2 The City at its sole discretion may elect to extend the Contract for five (5), one (1) year increments or the City at its sole discretion may elect to extend the Contract for one (1), five (5) year extension. The terms and conditions of this Contract shall apply to any such Contract extension. Nothing in this Contract shall be interpreted to imply or infer that the City is committing to such extensions. 1.3 At least six months prior to the expiration of this Contract (or any extension period), the City shall notify the Contractor of its decision as to whether or not to exercise its extension option. The Contractor may request an early decision by the City for a contract extension by submitting a written request. 2 Definitions The following terms, whenever used in this Contract, shall have the meanings set forth in this Section unless otherwise limited or expanded elsewhere in this Contract. Base Collection Services The base level of recyclables collection services. This includes unlimited recyclables collection services, which services are paid for by the City to the Contractor as specified in this Contract. Bulky Waste All large, bulky household materials which do not fit within a garbage cart, and include (but are not limited to) carpeting and padding, mattresses, chairs, couches, tables, appliances, electronics and car parts including wheels, rims and tires. Carts The wheeled, lidded cart in which recyclable materials can be stored and placed for curbside collection as approved by the City. City The City of Arden Hills, Minnesota. Collection Route Sector A geographic area within the City determined by the City that will be serviced by one or more collection vehicles within one, specified day each week and which may be used to measure collection progress. Collection Vehicle Any vehicle licensed and inspected as required by state and County and approved by the City for recyclables collection within the corporate boundaries of the City. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 3 Collection Hours The time period during which collection of recycling etc. is authorized by the city. Consumer Price Index (CPI) Adjustment The annual adjustment to the nonfuel portion of the Contract collection prices to reflect the increase or decrease in nonfuel costs per the formula in this Contract. Contract Price for Recyclables Collection Service The amount of money per Residential Dwelling Unit (RDU) charged by the Contractor to the City per the terms and conditions of this Contract for costs attributable to the base recyclables collection service, including transport of these recyclables to the City-designated recycling center. Contractor <to be determined> County Ramsey County, MN Curbside That portion of right-of-way adjacent to paved or traveled City roadways. “Curbside” as used in this Contract shall be interpreted to include alleys. Curbside Collection The collection of recyclables in accordance with this Contract, City ordinances, and City guidelines regulating the placement of the same. Detailed Collection Route Plans The Contractor-established and City-approved truck patterns on the City residential streets (e.g., start points, stop points, truck direction) within each daily route sector. Door-Step Collection The collection of household waste and recyclable material at a RDU at a point close to the dwelling unit in lieu of curbside collection, for producers or occupants who have a documented physical infirmity and when there is not a person living in the dwelling that is able to move wastes to the curb. (Also referred to as “walk-in” service.) Dwelling Unit See Residential Dwelling Unit (RDU). Field Route Audits Semi-annual counts of all eligible residential dwelling units served through actual field surveys (such as dwelling unit counts by solid waste route). Holidays Any of the following: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Missed Collection The failure of the Contractor to provide collection service to an RDU subject to this Contract during collection hours on the scheduled day of collection. Multiple-Unit Dwellings (MUDs) A building or a portion thereof containing five or more dwelling units CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 4 Producer Occupants of a RDU, MUD, Commercial, institutional or industrial property who generate recyclable material. Receptacle A City-approved recyclables cart. Recyclable Materials or Recyclables The current list of household recyclables as established through guidelines released under the authority of the City. The current list of recyclables, as of the date of Contract execution, includes: <to be determined>. Recyclables Collection The collection of all recyclable materials properly set out by residents from eligible RDUs into specially identified recycling carts. Collection shall also include transporting the recyclable materials to the City- designated recycling center where materials can be processed for the marketplace. Recyclable Carts Carts provided by the City <or contractor> for retaining recyclable materials for collection. Residential Dwelling Unit (RDU) Any eligible, occupied single-family dwelling, duplex, triplex or fourplex within the City occupied by a person or group of persons. A RDU shall be deemed occupied when water is being supplied thereto. Scheduled Collection Day The day or days of the week (Monday through Friday) on which collection by the Contractor is to occur, as specified in the Contract with the City. It includes Saturdays for weeks that include Holidays. Single-Stream Recycling (Also referred to as “single-sort recycling.”) The recycling system whereby residents set out recyclables in one category without further sorting by residents and which materials are later processed at a central materials recovery facility, including sorting into their individual marketable commodities. Solid Waste (Also referred to as “mixed municipal solid waste.”) Garbage, rubbish and other discarded solid materials (except animal waste used as a fertilizer), including solid waste materials resulting from industrial, commercial and agricultural operations, and from community activities. Solid waste does not include earthen fill, boulders, rock and other material normally handled in construction operations, solids or dissolved material in domestic sewage or other significant pollutants in waste resources, such as silt, dissolved or suspended solids in industrial waste water effluents, dissolved materials in irrigation return flows, or other common water pollutants. For purposes of this Contract, solid waste does not include recyclables, yard waste, source separated organics, bulky items, appliances or electronic waste. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 5 Source Separated Organics (SSO) Food waste, non-recyclable paper, house plants, and other household organics designated by the City that, once separated by residents, may be recovered for composting or other forms of organics recovery. SSO does not include yard waste for purposes of this Contract. 3 Scope of Work: General Provisions 3.1 The work under the Contract shall consist of all the items contained in the Contract, including all the supervision, materials, equipment, labor, customer service operations, and all other items necessary to complete such work in accordance with the Contract. 3.2 The City’s RFP (including all addenda) and Contractor’s proposal (including responses to City questions) are incorporated by reference into this final Contract. If there is any discrepancy between this final Contract and the City’s RFP or the Contractor’s proposal, this final Contract shall take precedence. 3.3 Comprehensive recycling services will be provided to all RDUs, with opportunities for MUD buildings, commercial, industrial and institutional properties to “opt-in” to the service. Recyclables collection currently occurs weekly on Tuesdays for properties south of I-694 and on Wednesdays for properties north of I-694. Appendix A includes a map of route sectors by collection day. <The City will evaluate alternate proposals for bi-weekly collection.> 3.4 The Contractor will acquaint itself with all pertinent City Ordinances and other City guidelines and comply with said ordinances and guidelines. 3.5 The Contractor has made its own examination, investigation and research regarding the proper method of doing the work, and all conditions affecting the work to be done (including street layout, alley layout, overhead obstructions preventing automated lifting of carts, other geography, daily route sector boundaries, etc.) and the labor, equipment and materials needed thereon, and the quantity of work to be performed (including the Contractor’s own field verification of RDU estimates provided by the City), and the Contractor agrees that it has satisfied itself by its own investigation and research regarding all of such conditions, and that this conclusion to enter into the proposed Contract is based upon such investigation and research, and that it shall make no claim against the City because of any of the estimates, statements, or interpretations made by any official officer or agent of the City may prove to be in any respect erroneous. The Contractor so assumes the risk of all conditions foreseen and unforeseen and agrees to complete the work without additional compensations under whatever circumstances may develop other than as herein provided. 3.6 Household recyclables collection service from eligible RDUs shall be performed exclusively by the Contractor. 3.7 The Contractor shall be obligated to protect all public and private utilities whether occupying public or private property. If such utilities are damaged by reason of the Contractor’s operations under this Contract, it shall repair or replace same or, failing to do so promptly, the City shall cause repairs or replacements to be made and the cost of doing shall be deducted from payment to be made to the Contractor. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 6 3.8 In performing any actions or services under this Contract, the Contractor shall comply with any and all federal and state statutes, rules and regulations and any and all City and county ordinances and regulations pertaining to or regulating the provision of such services or actions, including those now in effect or hereafter adopted. Any violation of such statutes, ordinances, rules or regulations by the Contractor shall entitle the City to take appropriate corrective action. Any material violation by the Contractor shall entitle the City to terminate this Contract upon twenty-one (21) days written notice of termination to the Contractor except as provided elsewhere herein. Prior to exercising the right of termination, the City shall notify the Contractor in writing and consult with the Contractor in an effort to resolve the dispute. The Contractor may have up to twenty-one (21) days to cure a violation prior to the City’s exercise of its termination right, provided that such an opportunity to cure is not in conflict with the provisions of the subject law, ordinance, rule, or regulation. However, the opportunity to cure shall not apply to subsequent and repeated violations of the same law, ordinance, rule or regulation. Amendments to existing regulatory laws, ordinances, regulations and enactment of new laws, ordinances and regulations shall not serve as justification for the Contractor to terminate its obligations hereunder, unless such changes make the completion of this Contract impossible. 3.9 No person shall be illegally excluded from employment rights in, participation in, or be denied the benefits of the program, which is the subject of this Contract on the basis of race, religion, color, creed, sex, age, disability, handicapped status, national origin or any other protected classed defined under the Minnesota Department of Human Rights and/or federal law. The Contractor agrees to undertake all efforts at reasonable accommodations as may be required by state or federal law. 3.10 The Contractor shall obtain all required licenses and permits to perform the Contract and promptly pay all fees required or taxes assessed by the City or any other Governmental agency. 3.11 Contractor agrees that no member, officer, or employee of the City shall have any direct or indirect interest in this Contract or the proceeds thereof. Violation of this provision shall cause this Contract to be null and void and Contractor will forfeit any payments to be made under this Contract. 3.12 Neither the Contractor nor the City shall be liable for the failure to perform their duties if such failure is caused by a catastrophe, riot, war, fire, act of God, power failure, flood, disaster or other similar contingency beyond the reasonable control of the City or the Contractor. Labor disputes do not constitute situations beyond reasonable control. 3.13 The laws of the State of Minnesota shall be used to interpret this Contract. 4 Operations 4.1 Collection of recyclables shall not start before 7:00 a.m. or continue after 6:00 p.m. on the same day. Exceptions to collection hours shall be effected only by permission of the City. The Contractor shall request permission from the City for any exception first via telephone and then in writing to the City Recycling Coordinator with an explanation as to the reason for the exception. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 7 4.2 When a holiday falls on the day that recycling will normally be collected, each subsequent collection day will be delayed one day. For Example – if July 4 is on Tuesday, regular collection services will be Wednesday and Thursday. 4.3 The Contractor’s employees shall handle the carts with reasonable precautions to prevent spilling or scattering of recycling materials. The Contractor shall replace all carts in an upright position and shall immediately clean up and dispose of any contents thereof which may be spilled, regardless of whether the spill occurred on public or private property. 4.4 If the Contractor fails to clean up any scattered or spilled material or leaked material from recycling trucks within three hours after oral or written notice (email is acceptable) from the City, the City may cause such work to be done and deduct the reasonable cost thereof from any payments due and owing the Contractor, in addition to any other remedies provided herein. 5 Collection Services 5.1 The recyclables collection service shall be every week from a 35-gallon, 64-gallon or 95-gallon wheeled recycling carts. <The City will evaluate alternate proposals for bi-weekly collection.> 5.2 Collection shall occur in the same location (i.e., at “curbside”) and similar manner as household solid waste collection. 5.3 Recyclables “door-step” collection may occur for eligible residents who apply and receive City approval. Eligible residents are disabled or handicapped. There will not be an additional charge to residents who are entitled to door-step collection. 5.4 The Contractor will work with the City to prepare guidelines for residents of eligible RDUs with recycling instructions. All occupants of RDUs in the City that set out recyclables for municipal collection shall be required to place their household recyclables in the <City or Contractor>- supplied carts. 5.5 Each year by January 31st, the Contractor shall send a mailing to each residential property that is served by the Contractor with a specific list of instructions for sorting recyclable materials and setting out recycling carts. 5.6 The yearly mailing will instruct residents in eligible RDUs to have their recycling carts set-out to curbside by 7:00 a.m. on their designated recycling collection day. 5.7 The current list of household recyclables is established under the authority of the City’s Recycling Coordinator. The current list of recyclables as of the date of Contract execution are listed under the definition of “Recyclable Materials” in Section 2. This list may be amended by mutual agreement between the City and the Contractor. 5.8 All recyclable materials placed for collection by residents from eligible RDUs shall remain the responsibility and ownership of the residents until picked up by the Contractor. The City requires that all collected recyclables must be delivered to the City’s designated recycling center in such a manner acceptable to Ramsey County. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 8 5.9 Residential recyclables collected from the City under this Contract will be kept separate from other materials. Residential recyclables generated in Arden Hills shall be weighed on Certified truck scales and the weights reported to the City. The Contractor shall retain truck scale weight tickets for City inspection upon request for a period of at least three years. 5.10 The Contractor shall not landfill, incinerate or otherwise dispose of recyclable materials collected for recycling under this Contract without the specific, prior written approval of the City. 5.11 Recycling trucks shall be clearly marked as such to distinguish from refuse, organics and yard waste trucks. 5.12 Cart Ownership and Management 5.12.1 The City <or Contractor> shall own the recycling carts. 5.12.2 The Contractor shall be responsible and pay for all aspects of cart management and operations including (but not limited to), receiving, assembly, distribution (aka new cart “roll out”), excess cart inventory, (i.e., provide “warehouse” services), cart switches/replacements, cart maintenance, repair or replace damaged carts, and manage all aspects of warranty repairs. 5.12.3 The Contractor shall serve as the City’s agent for purposes of implementing cart warranty service and replacements. The Contractor will make its best efforts to help assure eligible cart warranty repairs and replacements are paid for by the cart manufacturer and not the City. 5.12.4 The Contractor’s cart distribution services shall include both the initial cart rollout and ongoing cart replacements (i.e. new customers, service changes, replacement of damaged containers, etc.) during the term of the Contract. 5.12.5 Within one week of a valid request from a resident, the Contractor shall exchange a cart. 5.12.6 Damaged carts and old recycling bins that are not reusable must be recycled. All costs incurred in recycling old curbside bins and new carts damaged beyond repair shall be the responsibility of the Contractor at no additional cost to the City. Residents may be allowed to keep their City-provided recycling bin for other uses. 5.13 Recyclables Collections from City Buildings and Parks 5.13.1 The Contractor shall provide recycling collection services at the City owned and operated buildings and parks as listed in Appendix B. 5.13.2 Similar collection services shall be extended to all new City owned buildings and parks created during the term of the contract. 5.13.3 The Contractor shall provide these recycling services at no cost to the City. The cost of these collections from City buildings and parks shall be factored into the Contractor’s base contract price for residential collections. 5.13.4 The Contractor shall provide containers necessary for said services including, but not limited to dumpsters. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 9 5.14 Customer Service 5.14.1 The Contractor shall maintain throughout the duration of the Contract a designated single contact who is located in the Minnesota area and who has sufficient authority to resolve issues when officially notified by City staff. 5.14.2 The Contractor shall strive to provide responsive, friendly customer service at all times including interactions with residents by drivers / crews on the collection route, on the phone, emails, web sites, and other forms of communication. 5.14.3 In the case of alleged missed collections, the Contractor shall investigate, and, if such allegations are verified, the Contractor shall then arrange for the collection of the subject materials no later than 6 p.m. the next business day. 5.14.4 The Contractor shall establish and maintain an office or call service with continuous supervision to accept complaints and customer calls. The office shall be in service during the hours of 8:00 a.m. until 5:00 p.m. Central Time on all days except Saturday, Sunday and legal holidays. The call service shall be available from 8:00 a.m. to 12:00 (noon) on Saturday. The address and toll free telephone number of such office shall be posted on the City’s web site. 6 Collection Equipment 6.1 When collecting recyclables, under this Contract, the Contractor shall use separate collection vehicles for recyclables. 6.2 Compliance with Truck Road Weight Restrictions: It shall be the Contractor’s sole responsibility to comply with all road weight restrictions. The Contractor shall immediately inform the City of any notices of exceeding such restrictions. The City retains the right to inspect and/or weigh the Contractor’s trucks at any time. 6.3 All vehicles shall be kept in a clean and sanitary condition; and all collection vehicles shall be cleaned with pressurized hot water at least once a month. It may be necessary to wash these vehicles more often to improve the appearance of the vehicle, eliminate or control insect infestation, and to control odor, if so directed by the City. 6.4 The vehicle bodies shall be painted and numbered, and shall have the Contractor’s name and telephone number painted in letters of a contrasting color, at least four (4) inches high or easily readable under normal conditions. 6.5 The trucks shall be maintained in good working order. They shall be equipped to meet all federal, state and municipal regulations concerning vehicles used on City streets and alleys and maintained to meet these standards. 6.6 All vehicles shall be equipped with the safety equipment as required by any local, state or federal laws. 7 Employees 7.1 All employees shall be competent and skilled in the performance of the work to which they may be assigned. Failure or delay in the performance of this Contract due to the Contractor’s CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 10 inability to obtain employees of the number and skill required shall constitute a default of the Contract. 7.2 The employees shall not use loud or profane language, shall be courteous to patrons at all times (arguing will not be tolerated) and shall perform their work as quietly and quickly as possible. 7.3 The employees (and vehicles) will establish access, and shall not drive over private property unless requested by property owners. 7.4 The City or its authorized agent may inspect the work performed for compliance with the Contract. The Contractor shall furnish all reasonable assistance required by the City or its representative for the proper inspection of the Contractor’s premises, facilities, equipment and the recycling processing facility to which the City’s recyclables are taken. 7.5 The Contractor shall maintain, separate from all other records and accounts, complete records and an accurate ledger of accounts of all revenues and expenses relating to the collection of recyclables. Such records and accounts shall, at all reasonable times, be open to inspection by the City and its agents. With reasonable notice, the City shall have the right to audit any portion of the Contractor’s records relating to services provided under this Contract. 8 Indemnity 8.1 The Contractor shall indemnify, keep and save harmless the City and its respective officers, agents and employees against all suits or claims that may be based upon any injury or damage to persons or property that may occur, or that may be alleged to have occurred, in the performance of this Contract by the Contractor, whether or not it shall be claimed that the injury was caused through an negligent act or omission of the Contractor, its employees, it subcontractors or their agents or in connection with any claim based on lawful demands of subcontractors, workers, or suppliers; and whether or not the persons injured on whose property was damaged were third parties, employees of the Contractor or employees of an authorized subcontractor; and the Contractor shall, at its own expense, defend the City in all litigation, pay all attorneys’ fees and all costs and other expenses arising out of the litigation or claim or incurred in connection therewith; and shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees. 8.2 When requested by the City, the Contractor shall submit satisfactory evidence that all persons, firms or corporations who have done work or furnished supplies under this Contract, for which the City may be come liable under the laws of the State of Minnesota, have been fully paid or satisfactorily secured. In case such evidence is not furnished or is not satisfactory, an amount may be retained from compensation due the Contractor, which will be sufficient, in the opinion of the City’s Attorney to meet all claims of the persons, firms, and corporations as aforesaid. Such sum shall be retained until the liabilities are fully discharged or satisfactorily secured. 9 Insurance 9.1 The Contractor shall provide and maintain in full force and effect during the entire term of this Contract, regular Contractor’s Public Liability Insurance, with the City as an additional insured, providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 11 damages arising out of bodily injuries or death of one person, and subject to that limit for each person, and regular Contractor’s auto, bodily injury and property damage liability insurance providing for a limit of not less than One Million Five Hundred Thousand Dollars ($1,500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident. The Contractor shall also provide workers’ compensation insurance and employers’ liability insurance as required by law. Policies or coverage required shall be updated as necessary to meet at least the amounts specified in Minn. Stat. § 466.04 for each year of the Contract. Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden and non-sudden (gradual) pollution occurrences covering all facilities and equipment owned and used by Contractor, or its agents or employees. Limits of liability shall be no less than $5,000,000 for each occurrence and $5,000,000 aggregate, and shall continue for a two year period following termination of this Agreement. A copy of the insurance certificate shall be filed with the Recycling Coordinator or designee. Such policy shall provide for ten days’ notice to the City of any change, cancellation, or lapse of such policy. The Contractor shall further guarantee and save harmless and indemnify the City of and from any and all loss, damage, claims, suits, judgments and recoveries which may be asserted, made or may arise or be had, brought or recovered against the City by reason of any of the foregoing claims except such as are caused by the existence of the disposal sites at the locations specified or contemplated in the Contract; and that it shall immediately appear and defend the same as its own cost and expense. Prior to the effective date of this Contract, the Contractor shall file a copy of such policies with the Recycling Coordinator. 10 Payment and Performance Bonds/Letter of Credit 10.1 Before the Contract shall be valid or binding against the City, the Contractor shall provide both a Payment Bond and a Performance Bond or Letters of Credit to the City of Arden Hills for the use of said City, and also for the use of anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment, or materials in the execution of such Contract, which bonds shall be signed by the Contractor and shall be in the amount of fifty (50) percent of yearly Contract. The Bonds or Letters of Credit shall at all times be kept in full force and effect. The Bonds or Letters of Credit shall be approved by the City Attorney and filed with the City Clerk or designee. The conditions of the Bonds or Letters of Credit shall be that the Contractor shall fully and faithfully perform all conditions of the Contract and these specifications; shall pay anyone who may perform or cause to be performed any work or labor, or furnish or cause to be furnished any skill, labor, equipment or material in the execution of such Contract; and such Bonds or Letters of Credit shall provide the full amount thereof and shall be forfeited upon the Contractor’s failure to comply therewith. 11 Transferability of Contract CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 12 11.1 Other than by operation of law, no transfer or assignment of the Contract or any right accruing under this Contract shall be made in whole or in part by the Contractor without the express written consent of the City. In the event of an assignment, the Contractor shall act as a guarantor of the assignee’s satisfactory performance of all Contractual obligations. 12 Reporting and Promotional Activities 12.1 Monthly and Annual Materials Reports Monthly reports and annual reports will be submitted to the City dealing with the City’s recycling program. At a minimum, the monthly reports may include the following information: 12.1.1 Total number of stops collected, total number of possible stops (set out numbers) 12.1.2 Gross amounts of materials collected, by recyclable material (in tons) 12.1.3 Net amounts of materials marketed, by recyclable material (in tons) 12.1.4 Amounts of materials stored, by recyclable material, with any notes as to unusual conditions (in tons) 12.1.5 The markets generally used for the sale of recyclables during that month 12.1.6 Amounts of process residuals disposed (in tons) and location of disposal facility. 12.1.7 Revenue share credits back to the City (if any) 12.1.8 Customer information collected on routes: 12.1.8.1 The locations of damaged and replaced carts. 12.1.8.2 Addresses that do not participate in the recycling program 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 15 and 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., public education, multiunit recycling, etc.). 12.2 Customer Relations Report Quarterly, the City will be provided with 12.2.1 A list of all customer complaints, including a description of how each complaint was resolved. 12.2.2 The number, addresses and results of the Quarterly Cart Checks. Quarterly cart checks are completed by looking inside the cart of 100 residential properties to check for contaminants. 12.2.3 A list of all missed pickups reported 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. 12.3 Annual Performance Review Meeting to Discuss Recommendations for Continuous Improvement. The City shall schedule an annual meeting to include (but not be limited to): CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 13 12.3.1 Review annual report, including trends in recovery rate and participation. 12.3.2 Review efforts made to expand recyclable markets. 12.3.3 Review performance based on feedback from residents. 12.3.4 Review recommendations for improvement in the City’s recycling program, including enhanced public education and other opportunities. 13 Default and Termination 13.1 If the work to be done under this Contract is abandoned by the Contractor; or if this Contract is assigned by it without the written consent of the City Council; or if the Contractor is adjudged bankrupt; or if a general assignment of assets is made for the benefit of the Contractor’s creditors; or if a receiver is appointed for the Contractor of any of its property; or if, at any time, the City determines that the performance of the work under this Contract is being unnecessarily delayed or that the Contractor is violating any of the conditions of this Contract, or that it is executing the same in bad faith or otherwise not in accordance with the terms of this Contract, then the City may serve written notice upon the Contractor and its surety of the City’s intention to terminate this Contract. 13.2 Unless within twenty-one (21) days after the servicing of such notice, a satisfactory arrangement is made for continuance, this Contract shall terminate and the Contractor and its surety shall be liable to the City for all costs. 13.3 The City May Withhold Payments or Performance Bond In the event of Contractor’s default under the terms of this Contract, all payments due the Contractor shall be retained by the City and applied to the completion of the Contract and to damages suffered and expense incurred by the City by reason of such default, unless the surety on the performance bond shall assume the Contract, in which event all payments remaining due the Contractor at the time of default, less amounts due the City from the Contractor and less all sums due the City for damages suffered and expense incurred by reason of such default shall be due and payable to such surety. Thereafter, such surety shall receive monthly payments equal to those that would have been paid to the Contractor had such Contractor continued to perform the Contract. 13.4 Liquidated Damages 13.4.1 The imposition of liquidated damages is not a penalty, but recognition of the difficulty of ascertaining the damage resulting from certain types of performance breaches. The assessment of liquidated damages shall be at the reasonable discretion of the City and shall be in lieu of other remedies, if imposed. 13.4.2 The City may deduct the full amount of any liquidated damages from any payment due to the Contractor, but any liquidated damages not so deducted shall remain the obligation of the Contractor and be payable to the City on demand. 13.4.3 The City may assess liquidated damages in lieu of other remedies available to the City for breach of the Contract or violation of the City’s ordinances. Failure to impose liquidated damages for lack of performance shall not constitute a waiver of the City’s other rights CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 14 and/or remedies under either the Contractor or the City’s ordinances or any subsequent failure of performance. 13.4.4 The Contractor shall be liable to the City for liquidated damages, in the amount of $75.00 first incident, $100.00 second incident and $200.00 per incident thereafter; upon determination by the City that performance has not occurred consistent with the following provisions of the Contract: 13.4.4.1 Failure to pick up missed collections by 6:00 p.m. on the day following scheduled collection day. 13.4.4.2 Failure to complete City-wide or route-wide collection by 6:00 p.m. on the scheduled collection day, unless prior approval is received by the City. 13.4.4.3 Failure to adequately address legitimate complaints, whether submitted by residents or the City. 13.4.4.4 Failure promptly to clean up any spills caused by the Contractor. 13.4.4.5 Failure to clean up scattered or spilled material spilled by the Contractor within three hours of written or oral notice from the City. 13.4.4.6 Disposal of recyclables in a landfill, resource recovery facility or other disposal facility without receiving prior written City permission. 13.4.4.7 Failure to adhere to other collection restrictions and requirements set forth in the Contract. If the Contractor has violated or failed to follow collection restrictions or requirements in a specific incident, the City may treat each violation or failure as a separate incident for the purpose of calculating liquidate damages. 13.4.4.8 Failure to request and obtain permission from the City for collecting on the residential routes earlier than 7 a.m. or later than 6 p.m. 14 Payment for Base Collection Services 14.1 The City shall be responsible for invoicing and collecting the utility rate fees from all eligible RDUs receiving collection services. 14.2 The City may give the Contractor oral notice of discontinuation of service to RDUs, promptly followed by written confirmation of the order. Upon reinstatement of service at the RDU by the City, the Contractor shall resume collections on the scheduled collection day. 14.3 The Contractor shall bill the City for any collection services rendered to mutually agreed-upon, eligible RDUs according to the collection service Contract prices set forth in this Contract. The Contractor shall invoice the City on a monthly basis within ten (10) days following the end of each month in a format to be specified by the City. The Contractor shall itemize applicable charges by county, state or federal agencies. 14.4 The City shall pay the Contractor within 35 days after receiving and approving the invoice from the Contractor. The City’s payment to the Contractor shall be based on the approved invoice and the collection service Contract prices set forth in this Contract. The Contractor shall be entitled to payment for services rendered provided an approved invoice is submitted to the City pursuant to the terms of this Contract regardless of whether or not the City collects the utility CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 15 rate fee from the RDU for such services. However, the Contractor shall not be entitled to receive payment for dwelling units for which the Contractor has received notice from the City of discontinuance of service. The City shall be entitled to offsets in its payments to Contractor for Contractor errors or omissions as specified in the Liquidated Damages Section 14. 14.5 The City will compensate the Contractor through the base Contract prices recyclable collection services. Commencing March 2, 2015, the base Contract prices will be: Recyclables Collection $<to be determined> per eligible RDU per month and $ <to be determined> per eligible MUD. 14.6 The Contract price will be multiplied by the total number of RDUs, MUDs as determined by the City to result in the monthly payment amount to Contractor. 14.8 The City shall provide an annual count of eligible RDUs and MUDs by January 1 each year. These annual counts may include additional RUD’s and MUD’s added due to annexations or other such changes. 15 Miscellaneous Provisions 15.1 In the event that any provision or portion thereof of any Contract Document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any provision or portion of this Contract shall not affect the validity or enforceability of the remaining provisions or portions of the Contract. 15.2 Any notice or demand required herein shall be in writing and shall be effectively made if delivered to either party in person or, if mailed, sent by certified mail as follows: To the City 1245 Highway 96 Arden Hills, MN, 55112 ; and to the Contractor at <_______________>_; or to such other address as either party may furnish the other in writing. Any change must be agreed upon by both parties in writing. CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 16 IN WITNESS WHEREOF, the parties hereto have caused this instrument to be duly executed this day of ________________, 20 . CITY OF ARDEN HILLS, MN BY THE CONTRACTOR: _____________________________________________ BY DRAFT CONTRACT FOR THE COLLECTION OF RESIDENTIAL SOLID WASTE AND RECYCLABLE MATERIALS Page 17 Appendix A Map of Route Sectors by Collection Day (Tuesdays for properties south of I-694 and on Wednesdays for properties north of I-694) CITY OF ARDEN HILLS, MN CONTRACT FOR THE COLLECTION OF RESIDENTIAL RECYCLABLE MATERIALS Page 18 Appendix B City Buildings and Parks to be Serviced by the Contractor. *City Hall and 14 City Parks (Park Recyclables may be collected from a central location as determined by the Public Works Department) City of Arden Hills• RFP Comprehensive Recycling Services Form A - 1 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 proposal and submit an electronic copy on a compact disk (or suitable alternative electronic format such 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. City of Arden Hills• RFP Comprehensive Recycling Services Form A - 2 Form A: Proposal Content Checklist Instructions: Please check off 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 City of Arden Hills• RFP Comprehensive Recycling Services Form B - 1 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. City of Arden Hills• RFP Comprehensive Recycling Services Form B - 2 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 Please list other communities in Minnesota for which you provide contracted services for single-stream recycling, the length 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 current bins need to be replaced by new carts, please summarize 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. City of Arden Hills• RFP Comprehensive Recycling Services Form B - 3 Within the last five (5) years, has the Company submitting this Proposal, or any facility or property owned or operated by your Company ever been 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 its subsidiaries 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. If this option is included in your proposal, what will be your approach to working with the City to develop an organic waste collection plan as 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 a yard 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 such special events? ☐ Yes ☐ No If yes, please provide your price quote on RFP “Form E – Price Worksheet” City of Arden Hills• RFP Comprehensive Recycling Services Form B - 4 Public Education The City and the Contractor will plan for a coordinated public education campaign. Does your Company use “education tags” that are left by your 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 City of Arden Hills• RFP Comprehensive Recycling Services Form C - 1 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. City of Arden Hills• RFP Comprehensive Recycling Services Form D - 1 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 Signature Date City of Arden Hills• RFP Comprehensive Recycling Services Form F - 1 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): = $ . Units: Proposed $ per household (HH) per year (YR): = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other weekly service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Every other week (EOW) service, Five (5) year contract Units: Proposed $ per household (HH) per month (MO): = $ . Units: Proposed $ per household (HH) per year (YR): = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other weekly service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO 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): = $ . Units: Proposed $ per household (HH) per year (YR): = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, weekly service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Every week service, Five (5) year contract Units: Proposed $ per household (HH) per month (MO): = $ . Units: Proposed $ per household (HH) per year (YR): = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, weekly service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO City of Arden Hills• RFP Comprehensive Recycling Services Form F - 2 Option #3: Contractor Owns the Recycling Carts, Every Other Week Service. Units: Proposed $ per household (HH) per month (MO): = $ Every other week (EOW) service, Three (3) year contract . Units: Proposed $ per (HH) per year (YR): = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other week service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Units: Proposed $ per HH per MO: = $ Every other week (EOW) service, Five (5) year contract . Units: Proposed $ per HH per YR: = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other week service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Option #4: Contractor Owns the Recycling Carts, Every Week Service Units: Proposed $ per HH per MO: = $ Every week service, Three (3) year contract . Units: Proposed $ per HH per YR: = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other week service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Units: Proposed $ per HH per MO: = $ Every week service, Five (5) year contract . Units: Proposed $ per HH per YR: = $ ______._____/HH/YR /HH/MO Additional collection fee for each additional cart, every other week service Units: Proposed $ per extra recycling cart per HH per MO: = $ . Units: Proposed $ per extra recycling cart per HH per YR: = $ ______._____/cart/HH/YR /cart/HH/MO Proposed business/commercial/institutional/multi-unit dwelling Multi-units (over 4 units) and Business Option recyclables collection fees: “Base Unit” is four (4) yd. container serviced once per week Units: Proposed $ per unit per MO: = $ . Units: Proposed $ per unit per YR: = $ ______._____/HH/YR /HH/MO Alternate Recycling container is 65 gallon cart, serviced once per week Units: Proposed $ per unit per MO: = $ . Units: Proposed $ per unit per YR: = $ ______._____/HH/YR /HH/MO City of Arden Hills• RFP Comprehensive Recycling Services Form F - 3 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: = $ . Units: Proposed $ per HH per YR: = $ ______._____/HH/YR /HH/MO Potential beginning date: _______________ Proposed Electronics collection and processing fee Units: Proposed Collection Fee $ per electronic item: = $_______/item Units: Proposed Processing Fee $ per electronic item: = $_______/item Potential beginning date: _______________ Proposed Yard Waste Collection and processing fee Units: Proposed Collection and Composting fee/HH/MO = $_______/HH/YR Units: Proposed Collection and Composting fee/HH/YR = $_______/HH/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 Name Date City of Arden Hills• RFP Comprehensive Recycling Services Form G - 1 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 the City Make of Chassis & Body Model Year # Capacity/Cubic Yards Fuel Type Delivery Schedule, if not Currently Owned Signature of person duly authorized to sign submittal on behalf of the Proposer: ____________________________________________ Authorized Signature _______________________________ __________________________ Printed Name Date City of Arden Hills• RFP Comprehensive Recycling Services Form G - 2 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 City of Arden Hills• RFP Comprehensive Recycling Services Form H: Acknowledgement of Receipt of Addenda Please acknowledge receipt of addenda to the City’s RFP for Recycling Collection 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 Name Date _________________________________ ______________________ Email Address Telephone Form H - 1 CITY OF ARDEN HILLS MULTIPLE DWELLINGS/TOWNHOMES 1. Arden Manor Manufactured Home Park Highway 96 & Highway 10 280 Lots/Mobilehomes 2. Cottage Villas of Arden Hills 3744 Cleveland Avenue North Senior Housing Only (over 55) 60 Units 3. Hunters Park Condominiums 4 Pine Tree Drive 72 Apartments 4. Townhomes of Lake Valentine 1663 Lakeview Court 12 units 5. E Street Flats 1195 West County Road E Student Housing 74 Apartments 6. Arden Flats 1290 County Road F West 60 Market Rate Apartment Units 7. Arden View Townhouse Association Arden View Court –Townhouse Villages 166 Townhomes Arden View Drive – Arden Hills North 140 Townhomes 8. Edgewater Estates 1667-1670 Brueberry Lane 26 Townhomes 9. Parkshore Apartments 1717 Parkshore Drive 37 Units 10. Presbyterian Homes 3200 Lake Johanna Blvd Senior Housing Only (over 55) 54 Independent Living Units 72 Assisted Living Units ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – AUGUST 11, 2014 1 A. Recycling RFP Discussion City Planner Streff stated that the City of 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 recycling following 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 contract with Eureka Recycling terminates on March 1, 2015; and the new contract is scheduled to begin on March 2, 2015. City Planner Streff indicated that the goals within the 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 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. City Planner Streff stated that 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/processing and yard waste collection services for residents, proposals for these optional services will also be accepted. City Planner Streff reported that 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. City Planner Streff explained that the draft Request for Proposals (RFP) for recycling services and submittal forms can be viewed in Attachment A and Attachment B, which were included in the agenda packet. Mayor Grant asked if Ramsey County would require haulers to pick up organics at some point. Jean Buckley from Ramsey County explained that each City could work to meet the needs of their residents, whether through organized collection or by providing a drop-off location. Cities were allowed to plan ahead for this program and offer organics collection. It was noted that an RFP could be sent out in order for the City to gather additional information on how to implement an organics program. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – AUGUST 11, 2014 2 Mayor Grant was pleased that the City was thinking ahead on this topic, and questioned if staff had a timeline for this program. Councilmember Holmes believed that the City had to have an organics program in place by March of 2015. Mayor Grant asked if yard waste collection sites would be eliminated due to the new program. Jean Buckley anticipated that these would have to remain. Councilmember Holden was in favor of limiting the amount of residuals collected. City Planner Streff stated that residuals could be look at as part of the RFP. Councilmember McClung suggested that at least one newsletter article per year be required by the contractor in the RFP. Jean Buckley believed that the City’s website provided a great deal of information to residents on recycling as well. Councilmember Holden asked if it was best for the City or the contractor to own the recycling carts. Jean Buckley reported that the contractors typically owned the carts, however, grant funding for innovative City programs would be available in the amount of $100,000 to assist with the expense of the recycling carts. Councilmember Holden questioned if the City should consider recycling pickup every other week. Jean Buckley recommended that the City continue providing weekly recycling services for the benefit of the Arden Hills residents, however, both weekly and every other week collection is included within the RFP. Page 1 of 2 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: John Anderson, Assistant City Engineer SUBJECT: Round Lake Road Area Improvement - Payment #3 Requested Action Approve Payment #3 to Meyer Contracting, Inc., in the amount of $460,177.91 for the Round Lake Road Area Improvement. Background The City Council awarded the Round Lake Road Area Improvement to Meyer Contracting, Inc., on May 12, 2014, in the amount of $1,766,605.41. Discussion This third pay request includes work through August 29, 2014. Five percent is being withheld from the work completed according to the contract documents. The payment is in the amount of $460,177.91. Major items of work for this payment are:  storm sewer  water main  subgrade preparation CONSENT ITEM – 6C MEMORANDUM Page 2 of 2 Financial Implications The following breakdown shows the funding sources and the amounts for Payment #3 Funding Source Amount Municipal State Aid/TIF $315,682.05 Surface Water Management $ 71,787.75 Water Utility Fund $ 72,708.11 Total $460,177.91 Attachments Attachment A: Payment Estimate #3 Page 1 of 1 DATE: TO: September 8, 2014 Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Valentine Park Improvements - Final Payment #5 Requested Action Approve Final Pay Estimate #5 to Interstate Pavement Maintenance in the amount of $16,199.58. Background The City of Arden Hills awarded Interstate Pavement Maintenance of Forest Lake, Minnesota, the Valentine Park Improvement Project on April 30, 2012, for a total contract amount of $321,757.00. There have been two change orders. The first decreased the total cost by $3,014.85 and the second added $9,018.78, resulting in a total contract amount of $327,760.93. The final construction amount is $323,991.54; slightly under the Contract amount. Discussion This pay estimate represents release of all retainage. All final paperwork required by the Contract has been submitted and all punch list items have been successfully completed. Attachments 1. Attachment A: Pay Estimate #5 2. Attachment B: Letter from Elfering and Associates CONSENT ITEM – 6D MEMORANDUM DATE: September 8, 2014 TO: City Councilmembers Patrick Klaers, City Administrator FROM: Mayor Grant SUBJECT: TCAAP Development Discussion Opportunity for Residents Discussion Under this Public Hearing, citizens have an opportunity to discuss ideas regarding TCAAP development. PUBLIC HEARING – 8A MEMORANDUM PUBLIC HEARING – 8B MEMORANDUM DATE: September 8, 2014 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Susan Iverson, Director of Finance and Administrative Services Pang Silseth, Accounting Clerk SUBJECT: Adopting and Confirming Quarterly Special Assessments for Delinquent Utilities Background: Delinquent utility amounts are certified to Ramsey County quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated August 6, 2014, were mailed. These customers were informed of their delinquent status and were asked to make payment of the delinquent balance by August 29, 2014. Utility accounts with an unpaid delinquent balance after August 29, 2014, would be certified to Ramsey County to be added to property taxes payable in 2015. The certification amount is equal to the unpaid delinquent balance plus an eight percent penalty. A list of remaining delinquent utility accounts, as of September 3, 2014, is attached. The City will request that Ramsey County levy the delinquent balances against the respective properties. Recommended Action: Motion to approve Resolution 2014-043 certifying the attached list of delinquent utility accounts to Ramsey County. Attachments Attachment A: Resolution No. 2014-043 Attachment B: List of Delinquent Utility Accounts CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2014-043 RESOLUTION ADOPTING AND CONFIRMING QUARTERLY SPECIAL ASSESSMENTS FOR DELINQUENT UTILITIES WHEREAS, the amount to be specially assessed for DELINQUENT UTILITIES has been duly calculated in accordance with the provisions of the Municipal Code and Minnesota Statues; and WHEREAS, notices have been duly mailed as required by law; and WHEREAS, said proposed assessments have at all times since their filling been open for public inspection, and an opportunity has been given to all interest parties to present objections if any, to the proposed assessments; and WHEREAS, there were no oral or written objections received. 1. The amounts so calculated and set forth in said notices are hereby levied against the respective parcels of land described therein, and 2. The proposed assessments are hereby adopted and confirmed as special assessments for each of said parcels of land and the assessments together with an additional penalty of eight percent (8%) of the original unpaid amount, inclusive of any previous delinquency penalty, shall be a lien concurrent with general taxes upon such parcel. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arden Hills, Minnesota, that the City Administrator be authorized and directed to transmit to the County Auditor a certified duplicate of the assessment roll to be extended upon the property tax lists of the County, and the County Auditor shall collect said special assessments with taxes levied in 2014, payable in 2015: ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8th DAY OF SEPTEMBER, 2014. ____________________________________ ATTEST: David Grant, Mayor __________________________________________ Amy Dietl, City Clerk Property ID Account No r Cert. Customer Property Address Utility Arrears 8% Cert Penalty Total Certified 223023230082 000138-000 X Kassandra Kuchenmeister 4326 Snelling Avenue N 160.69 12.86 173.55 223023340051 000147-000 X William & Pam Ross 4123 Norma Circle 225.32 18.03 243.35 223023340011 000171-000 X Mike & Molley Redden 1365 Eide Circle 357.40 28.59 385.99 223023340036 000231-000 X Mary Beuning 4101 Hamline Avenue N 320.97 25.68 346.65 223023240278 000293-000 X Thomas Simon 4445 Arden View Court 524.09 41.93 566.02 223023240335 000366-000 David Christoffersen 4334 Arden View Court 157.96 12.64 170.60 223023240326 000375-000 X Jane Larson 4370 Arden View Court 191.39 15.31 206.70 223023210020 000431-000 X Henry Snyder 1364 Arden View Drive 163.93 13.11 177.04 223023120013 000569-000 X Robert & Sherrie Besser 1307 Karth Lake Circle 311.58 24.93 336.51 223023340047 000602-000 X Gregory Wagner 4101 Gale Circle 170.47 13.64 184.11 223023110072 000605-000 X Monday Inc 1184 Highway 96 W 163.62 13.09 176.71 223023310019 000759-000 X Daniel Yaman 1423 Colleen Avenue 258.58 20.69 279.27 223023420032 000777-000 X Kristine Teut 1286 Wyncrest Lane 230.41 18.43 248.84 223023120008 000784-000 X Amy & Doua Vang 1331 Karth Lake Circle 213.27 17.06 230.33 223023320035 000860-000 X Patrick & Bonnie Haik 1550 Briarknoll Circle 179.96 14.40 194.36 283023130051 001065-000 Angela Hames 1812 Venus Avenue 190.04 15.20 205.24 213023140007 001276-000 X Joan Carlson 4375 Old Highway 10 116.99 9.36 126.35 163023340015 001285-000 X Wayne Erickson 4627 Highway 10 160.29 12.82 173.11 283023410038 001344-000 X Paul Markegard 3757 McCracken Lane 258.18 20.65 278.83 283023440022 001441-000 X Paul & Jennifer Harrington 1683 Chatham Avenue 329.21 26.34 355.55 273023340029 001477-000 X Margaret Brunner 1387 County Road E W 294.95 23.60 318.55 273023340016 001493-000 Donald & Nancy Evertz 1442 Arden Oaks Drive 182.65 14.61 197.26 213023430017 001534-000 X Sally Paulsen 1791 Janet Court 182.90 14.63 197.53 283023120052 001575-000 X Gene Erickson 1761 Lake Valentine Road 179.44 14.36 193.80 213023410051 001584-000 X Mary Fresonke 1681 Brueberry Lane 158.53 12.68 171.21 CITY OF ARDEN HILLS UTILITY ACCOUNTS DELINQUENT SPECIAL ASSESSMENT RESOLUTION NO. 2014-043 SEPTEMBER 8, 2014 y y 283023120050 001597-000 David & Beth Houston 1745 Lake Valentine Road 165.27 13.22 178.49 283023120048 001602-000 Scott Heineman 1707 Valentine Avenue 179.34 14.35 193.69 343023330018 001639-000 Tim Ronchak 1516 Edgewater Avenue 189.14 15.13 204.27 343023330050 001671-000 X Renae Peterschick 3130 Ridgewood Road 165.43 13.23 178.66 343023410070 001707-000 Todd & Patricia Rhode 1178 Tiller Lane 162.96 13.04 176.00 343023420038 001716-000 John & Francene Reiter 1291 Tiller Lane 185.83 14.87 200.70 333023310036 001751-000 George Drew 3280 New Brighton Road 158.23 12.66 170.89 343023240003 001775-000 X Peter Plisek 3466 Glenarden Road 167.52 13.40 180.92 333023430022 001790-000 X Al & Sharon Mason 3208 Shorewood Drive 158.50 12.68 171.18 343023410055 001808-000 X Christopher & Ann Whiting 1171 Carlton Drive 351.09 28.09 379.18 333023340020 001884-000 X Michael Johnson 3223 Lake Johanna Boulevard 246.58 19.73 266.31 343023410053 001887-000 Kristy Burns 1191 Carlton Drive 177.94 14.24 192.18 333023120003 001893-000 X Charles Mertensotto 3491 Lake Johanna Boulevard 345.09 27.61 372.70 333023340066 001897-000 Todd Rose 1921 Glenpaul Avenue 205.57 16.45 222.02 343023310046 001898-000 X Joann Kulman 1468 Bussard Court 116.99 9.36 126.35 343023210016 001920-000 X Sharon Davies 1437 Arden Place 170.59 13.65 184.24 343023420037 001941-000 Anne Hite 1271 Tiller Lane 143.01 11.44 154.45 333023330083 002016-000 X Catherine Callahan 2009 County Road D W 305.65 24.45 330.10 333023340099 002028-000 X Marc & Jenny Skowronek 1921 County Road D W 191.49 15.32 206.81 333023240032 002096-000 X Courtney McCloskey 1876 Grant Road 204.42 16.35 220.77 333023240094 002105-000 X Gregory Weeks 1873 Stowe Avenue 191.85 15.35 207.20 343023210004 002144-000 X Troy Fields 1404 County Road E W 166.84 13.35 180.19 343023440077 002194-000 X Todd & Jennifer Spalding 3205 Lexington Avenue N 170.28 13.62 183.90 333023240027 002204-000 X Kimberly Berscheid 1840 Grant Road 162.28 12.98 175.26 343023230017 002369-000 X Geraldine Hagen 1532 Arden Place 172.05 13.76 185.81 333023320003 002476-000 X Judie Prayfrock 1950 Stowe Avenue 179.81 14.38 194.19 343023140011 002480-000 X Kellye Macleod 1113 Benton Way 158.11 12.65 170.76 333023330034 002487-000 Robert Morrissette 2028 Edgewater Avenue 264.95 21.20 286.15 Property ID Account No r Cert. Customer Property Address Utility Arrears 8% Cert Penalty Total Certified CITY OF ARDEN HILLS UTILITY ACCOUNTS DELINQUENT SPECIAL ASSESSMENT RESOLUTION NO. 2014-043 SEPTEMBER 8, 2014 333023240108 002512-000 X Paul Trites 1850 Indian Place 211.93 16.95 228.88 343023210066 002590-000 X Scott & Cheryl Miles 1421 Skiles Lane 542.89 43.43 586.32 223023320070 002717-000 X Steve Mikkelsen 1478 Dawn Circle 143.45 11.48 154.93 223023230048 002718-000 X Marie Love 1528 Royal Hills Drive 383.76 30.70 414.46 283023320045 002830-000 X David Laurion LTD 3820 Cleveland Avenue N, Unit 600 73.67 5.89 79.56 333023330031 002856-000 Pam O'Meara 3192 Cleveland Avenue N 153.52 12.28 165.80 283023310016 002879-000 X Jeff & Kathy Smith 3786 Brighton Way 271.85 21.75 293.60 223023240195 002996-000 X David Elias 4384 Arden View Court 181.12 14.49 195.61 343023210049 003126-000 Robert Ecker 1408 Forest Lane 192.48 15.40 207.88 283023320027 003191-000 Scott Johnson 3815 New Brighton Road 168.27 13.46 181.73 223023240240 003444-000 X Joseph Ordos 4412 Arden View Court 165.85 13.27 179.12 343023420040 003660-000 X Bryan & Kristin Jones 1305 Tiller Lane 243.92 19.51 263.43 343023140009 003823-000 Gricel Bermudez 1115 Benton Way 162.79 13.02 175.81 223023240283 003898-000 X Mary Speggen 4463 Arden View Court 184.80 14.78 199.58 223023320058 004631-000 X Jamie Jensen 1517 Dawn Circle 169.97 13.60 183.57 223023330015 004713-000 X Dustin Foghe 4149 Norma Avenue 189.41 15.15 204.56 333023320008 005251-000 Elizabeth McDonald 2000 Stowe Avenue 253.58 20.29 273.87 223023210117 005368-000 X John Herber 1450 Arden View Drive 159.43 12.75 172.18 213023120004 005384-000 Phat Tran 4541 Lakeshore Place 258.64 20.69 279.33 223023240301 006360-000 X Kathryn Lovelace 4392 Arden View Court 118.82 9.51 128.33 223023130049 006495-000 Jonathan Thornton 1301 Amble Road 174.25 13.94 188.19 283023110032 006952-000 Rick & Melissa Phillips 4046 Valentine Court 210.97 16.88 227.85 223023240248 007082-000 X Shardae Okeleye 4416 Arden View Court 168.04 13.44 181.48 283023330011 007090-000 Thea Kunicki 1971 Thom Drive 164.64 13.17 177.81 223023230016 007235-000 Karen J Braaten 1528 McClung Drive 214.19 17.14 231.33g 223023220055 007241-000 Lenie Hermanson 1501 Arden View Drive 162.16 12.97 175.13 333023240019 008210-000 X Sam Scott 1873 Grant Road 156.46 12.52 168.98 333023130004 008212-000 Thomas Cuthbert 3449 Lake Johanna Boulevard 145.18 11.61 156.79 16,765.67 1,341.25 18,106.92 Page 1 of 1 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Rolling Hills Area Order Feasibility Report Requested Action Adopt Resolution 2014-041 Ordering Preparation of the Feasibility Report for the 2015 Pavement Management Program (Rolling Hills Area). Background/Discussion The draft 2015 Capital Improvement Program (CIP) contains an item for a 2015 PMP in the Rolling Hills Area. The area of this 2015 PMP is shown on the attached exhibit. As with previous PMP’s, the Feasibility Report will include a geotechnical investigation, topographic survey of the area, an analysis of the existing sewer and water sys tems, preliminary design of the street and drainage improvement, cost estimate and proposed assessment. The Feasibility Report will be prepared by John Anderson, Assistant City Engineer. Consultant and subcontractor services for the items which cannot be completed by City staff such as topographic survey, geotechnical investigation and AutoCAD services will be obtained. As part of the Feasibility Report a neighborhood informational meeting will be held at City Hall. At that meeting an overview of the potential project, timing and estimated cost and assessment will be presented. Staff recommends that this project and the Grant Road, Noble Road, Fairview Avenue and Lake Lane 2015 PMP follow similar but separate paths through the Feasibility Report phase. If both projects proceed to construction, staff would recommend that the two PMP projects be combined for purposes of bidding and construction to gain the advantages of economy of scale. Attached is Resolution No. 2014-041 Ordering the Preparation of the Feasibility Report for the 2015 Pavement Management Program (Rolling Hills Area). NEW BUSINESS – 9A MEMORANDUM CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2014-041 RESOLUTION ORDERING THE PREPARATION OF FEASIBILITY REPORT FOR THE 2015(B) PAVEMENT MANAGEMENT PROGRAM WHEREAS, it is proposed to improve the following streets: Venus Avenue from Rolling Hills Road to Dellview Avenue Glenview Avenue from Fairview Avenue to Lake Valentine Road Gramsie Road from Rolling Hills Road to Dellview Avenue Fairview Avenue from Gramsie Road to Venus Avenue Dellview Avenue from Venus Avenue to Crystal Avenue Crystal Avenue from Fairview Avenue to Lake Valentine Road Glenview Court from Glenview Avenue to cul-de-sac and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS MINNESOTA: That the proposed improvement be referred to the 2015(A) Pavement Management Program for study and that the City Engineer is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8th DAY OF September, 2014. _____________________________________ David Grant, Mayor ATTEST: _______________________________________ Amy Dietl, City Clerk Page 1 of 2 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Grant Road, Noble Road, Fairview Avenue and Lake Lane Order Feasibility Report Requested Action Adopt Resolution 2014-042 Ordering Preparation of the Feasibility Report for the 2015 Pavement Management Program (Grant Road, Nobel Road, Fairview Avenue and Lake Lane). Background/Discussion The draft 2015 Capital Improvement Program (CIP) contains an item for a 2015 PMP in the area of Grant Road, Noble Road, Fairview Avenue and Lake Lane. The area of this 2015 PMP is shown on the attached exhibit. As with previous PMP’s, the Feasibility Report will include a geotechnical investigation, topographic survey of the area, an analysis of the existing sewer and water systems, preliminary design of the street and drainage improvement, cost estimate and proposed assessment. The Feasibility Report will be prepared by John Anderson, Assistant City Engineer. Consultant and subcontractor services for the items which cannot be completed by City staff such as topographic survey, geotechnical investigation and AutoCAD services will be obtained. As part of the Feasibility Report a neighborhood informational meeting will be held at City Hall. At that meeting an overview of the potential project, timing and estimated cost and assessment will be presented. Staff recommends that this project and the Rolling Hills Area 2015 PMP follow similar but separate paths through the Feasibility Report phase. If both projects proceed to construction, staff would recommend that the two PMP projects be combined for purposes of bidding and construction to gain the advantages of economy of scale. NEW BUSINESS – 9B MEMORANDUM Page 2 of 2 Attached is Resolution No. 2014-042 Ordering the Preparation of the Feasibility Report for the 2015 Pavement Management Program (Grant Road, Noble Road, Fairview Avenue and Lake Lane). CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 2014-042 RESOLUTION ORDERING THE PREPARATION OF FEASIBILITY REPORT FOR THE 2015(A) PAVEMENT MANAGEMENT PROGRAM WHEREAS, it is proposed to improve the following streets: Grant Road from New Brighton Road to Fairview Avenue Noble Road from New Brighton Road to Fairview Avenue Fairview Avenue from Grant Road to Noble Road Lake Lane from Lake Johanna Road to the cul-de-sac and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ARDEN HILLS MINNESOTA: That the proposed improvement be referred to the 2015(B) Pavement Management Program for study and that the City Engineer is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN HILLS THIS 8th DAY OF September, 2014. ________________________________ David Grant, Mayor ATTEST: _______________________________________ Amy Dietl, City Clerk Page 1 of 2 DATE: September 8, 2014 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director SUBJECT: Consultant Services for 2015 PMPs Requested Action Authorize entering into contracts with Elfering and Associates and Element Materials Technology for engineering/surveying and geotechnical work for the two 2015 PMP Feasibility Reports. The maximum cost for services by each firm on the two PMP Feasibilit y Reports is as follows: Rolling Hills Area Grant/Noble/Lake Lane Element Materials Testing $ 3,450.00 $ 2,850.00 Elfering and Associates $74,225.00 $48,255.00 TOTAL $77,675.00 $51,105.00 Background/Discussion The last two items on the agenda were to order Feasibility Reports for the two 2015 PMP areas; the Rolling Hills neighborhood and the Grant, Noble and Lake Lane neighborhoods. These two studies will be conducted by City staff with the help of consultants for the services we are unable to perform in-house. Those services include things like topographic survey, geotechnical investigation, and AutoCAD drawing of preliminary plan sheets. Staff requested a proposal from Elfering and Associates, who have provided similar services on the 2011 and 2013 PMPs, for specific services that the Assistant City Engineer is unable to NEW BUSINESS – 9C MEMORANDUM Page 2 of 2 complete by himself. The proposal for the Rolling Hills area is $74,225.00 and the proposal for Grant/Noble and Lake Lane is $48,255.00. These are hourly, not-to-exceed, proposals. It is understood that the work by Elfering staff is under the direction of the City Assistant City Engineer. For geotechnical services staff requested proposals for each PMP area from three firms we have worked with in the past. The firms are Braun Intertech, Element Materials Technology and Independent Testing Technologies. Element submitted the low quote for both PMP areas; $3,450.00 for the Rolling Hills Area and $2,850.00 for the Grant/Noble and Lake Lane area. Staff would recommend Council authorize entering into contracts with Elfering and Associates and Element Materials Technology for services relating to the Feasibility Report preparation for the two 2015 PMP areas.