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HomeMy WebLinkAbout2019-02-25 City Council Workshop PacketPLEASE NOTE START TIME AGENDA MAPLEWOOD CITY COUNCIL WORKSHOP 5:30 P.M. Monday, February 25, 2019 City Hall, Council Chambers A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Xcel Energy County Road B Gas Main Replacement Update 2. Maplewood Residential Curbside Trash and Recycling Contracts Update F. ADJOURNMENT RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone's opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other's time keeping remarks brief, to the point and non -repetitive. THIS PAGE IS INTENTIONALLY LEFT BLANK E1 CITY COUNCIL STAFF REPORT Meeting Date February 25, 2019 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer PRESENTER: Steven Love Xcel Energy AGENDA ITEM: Xcel Energy County Road B Gas Main Replacement Update Action Requested: ❑ Motion ✓ Discussion ❑ Public Hearing Form of Action: ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Policy Issue: At tonight's workshop, representatives from Xcel Energy will be presenting on their proposed Northeast Metro Natural Gas Project. They will be providing an overview of the proposed project, project phasing, and project communication. Recommended Action: No formal action is required or requested. Fiscal Impact: Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0.00 Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: N/A Strategic Plan Relevance: ❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ❑ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. Xcel Energy provides natural gas to the businesses and residents of Maplewood. This infrastructure replacement project will allow Xcel Energy to continue to provide safe and reliable natural gas service in Maplewood. Background Xcel Energy is planning on replacing approximately 9.25 miles of natural gas infrastructure in 2019 - 2020. The project generally runs along County Road B and Century Avenue and extends from Rice Street to Century Avenue. An information sheet has been attached to the agenda report that includes a project location and phasing map. Workshop Packet Page Number 1 of 27 E1 The project includes the removal of existing gas mains, the installation of new gas mains within public rights -of -ways and easements, and restoration of disturbed areas. Representatives from Xcel Energy's presentation will include a project overview, project schedule, project communication, and construction activities. Xcel Energy representatives will also be available for questions and to gather feedback on the project. Attachments 1. Northeast Metro Natural Gas Project informational sheet 2. Xcel Energy Presentation Workshop Packet Page Number 2 of 27 E1, Attachment 1 Information Sheet January 2019 Northeast Metro Natural Gas Proiect NEW,% 1= MEWWII, m ■. a Legend Zone 1 ►a �� Zone 3 OEM IL 11.■■- ��— route shown above is a graphic representation and may not indicate exact Project Overview Xcel Energy will replace approximately eight miles of natural gas infrastructure in Ramsey County, known as the Northeast Metro Natural Gas Project. This infrastructure replacement project will be constructed as part of Xcel Energy's commitment to system revitalization in the project area. The project will allow Xcel Energy to continue to provide the safe, reliable natural gas service our customers expect. Project Route This replacement project will begin at Century Avenue N., south of Larpenteur Avenue, and end at County Road B and Rice Street. The project begins and ends at existing natural gas facilities at these locations. The project team will remove the existing natural gas lines and install the new lines in the same location, rights-of-way and easements. Project Schedule We began the permitting process in 2018. We anticipate that construction activities will occur in the work zones (shown above) the following dates: • Zone 1: May 2019 through October 2019 • Zone 2: May 2019 through November 2019 • Zone 3: May 2020 through November 2020 We anticipate completing the project, including restoring work areas and bringing the project into service, in November 2020. BErMlEffiffiErAFAUM �& Xcel Energym . a a e o ^b d ao - o La enteur v E p 0 0 o ao Please note that the project schedule is subject to change because of inclement weather or other factors. Permitting Overview Prior to construction, the Northeast Metro Natural Gas Project team will work with applicable jurisdictions and agencies and follow permitting requirements. Construction Overview We will install the natural gas lines by open trenching and boring. Installation by boring allows us to avoid surface impacts to highways, busy roads, intersections, waterways and environmentally sensitive areas. It also allows us to reduce traffic impacts during construction. Prior to the placement of a natural gas line into either a trench or a bore, sections of pipe are welded together and inspected by x-ray. The potential impacts from construction may include: • Partial or complete road or shoulder closures. • Traffic control measures such as flaggers and detour signage. • Changes to business access. • Elevated levels of noise during construction and testing of the pipeline. • Vibration near construction sites. Once construction has been completed in an area, we will restore work areas to their preconstruction condition. Workshop Packet Page Number 3 of 27 El, Attachment 1 Northeast Metro Natural Gas Project Information Sheet January 0• Project Communications During construction, project updates will be posted to the website and hotline (see Contact Us below) on a regular basis and emailed to subscribers who opt to receive project email updates. These updates will include information regarding current construction activities, work areas and traffic impacts. Area businesses, residents and impacted parties will be notified prior to construction activities and any required changes to property access. The project team will work with impacted parties and maintain contact with the public prior to, during and after construction through project communication channels—website, hotline and email. Safety Overview Public safety is at the foundation of all we do. The safety of the public around Xcel Energy's natural gas system influences every decision we make. Xcel Energy takes a proactive approach to public safety by implementing safety measures before, during and after construction. The Northeast Metro Natural Gas Project has been designed to continue to meet federal and state standards and safety requirements for installing, maintaining and operating natural gas infrastructure. Natural Gas Construction Safety During construction and installation of the natural gas line, the following measures are taken: • Implementation of a corrosion prevention system designed to eliminate metal loss during the life of the natural gas line. • Verification of the integrity of the natural gas lines through x-ray of all pipe welds by an independent third party. Once the natural gas lines have been installed and prior to putting it into service, the following steps are taken: • Internal inspection of the inside of the natural gas lines with state-of-the-art equipment. • Performance of internal pressure tests using water to thoroughly verify the integrity of the new natural gas line. During the lifetime of the natural gas lines, the following occurs • We internally inspect natural gas lines at least every seven years with "in-line" inspection technology. • Continuous remote monitoring (24/7) of natural gas lines and all facility operations by Xcel Energy's staffed gas control center. Contact Us Call Before You Dig A common cause of natural gas incidents results from improper or unauthorized digging near underground utilities. Prior to digging, call 811 to locate and mark buried utility lines. Locating buried lines before digging prevents potentially dangerous natural gas conditions that would occur from digging into or nicking a buried gas line. Learn To Recognize a Natural Gas Leak If you ever suspect a natural gas leak, leave your home or business immediately. Once you are safely away, call 911, then Xcel Energy at 800.895.2999. It is important to know how to recognize potentially dangerous natural gas leaks, so use your senses. Signs of a gas leak include: • A "rotten egg" or sulfur -like odor, although it may smell differently to you. • Hissing, whistling or roaring sounds outside nearthe pipeline or inside near an appliance. • Dirt spraying into the air or continuous bubbling in a pond or creek. • Unexplained dead or dying vegetation. For additional information, to sign up for project updates or to submit questions and comments, visit XcelEnergyNEMetro GasProject.corn, call our project hotline at 833.676.4369 or email us at info@XcelEnergyNEMetroGasProject.com. Xcel aer(y,/RESPONSIBLE BY NATURE® - I xcelenergy.com I © 2019 Xcel Energy Inc. I Xcel Energy is a registered 71 trademark of Xcel Energy Inc. Workshop Packet Page Number 4 of 27 I ,r c 0 Z L 0 0 �U L. O U0 U o cn LO O N C/) (1) L 0 CL Z CD LL L J U) U) CU QL Workshop Packet Page Number 6 of 27 E1, Attachment 2 N L • �--+ CU O O O C- CU CU N 'CU O U . _ EZ 4- ca CU CY) +-+ E 'U > U O O NC/) O >, O E ry n 0 0 0 Workshop Packet Page Number 6 of 27 E1, Attachment 2 N to 0 w ,e a a d i d IL 1211- ii- M-10 L J A nU, W .O L— a. R CU .� U N M i M W r CD N M J N N Q L Ma) W a) U) 70 L O -1--I Q L a) U 0 L 0) 0 Cn O 0 � N i O � Cn E1, Attachment 2 '0 Workshop Packet Page Number 9 of 27 L J U U) � O U v 0 E U O � > (6 C ; O O -0 N CU O O O cn U0 Q Workshop Packet Page Number 10 of 27 E1, Attachment 2 E E U O � N � O U)U N }' O O U cn U U L O Q 'E O C - O n Workshop Packet Page Number 10 of 27 E1, Attachment 2 re E E O U O }' O O U (� U U L O Q to O O c� N N E q) � 'E cn C w re �- E1, Attachment 2 Q] Workshop Packet Page Number 11 of 27 E 0 O O C— � U C- � C- � O 0 E E O � � U —_ 4-0� •tn C (6 O 0 � L C 4-0 4- 4-0 •� E O - ENcn � � � j 0 E '� '� N O N O O L O U Workshop Packet Page Number 11 of 27 L J iM 1 4 0 a_ 0 WE ff F'A LU N X U) U CU WE LU W U O M E w U �O L a_ Workshop Packet Page Number 12 of 27 F M, 0 U a) C U X ^L' W m c� 0 CO N 0') N C0 J O U LU L M 'o L- a_ a_ U CO O m • E O C a) U U Ca 2 .E a� m CO M N C� E1, Attachment 2 L CU O M W E E O U O U W N IT -- o6 LO LO C0 E E1, Attachment 2 Workshop Packet Page Number 13 of 27 REPORT TO: REPORT FROM: PRESENTER AGENDA ITEM Action Requested: Form of Action: Policy Issue: E2 CITY COUNCIL WORKSHOP STAFF REPORT Meeting Date February 25, 2019 Melinda Coleman, City Manager Shann Finwall, AICP, Environmental Planner Shann Finwall, AICP, Environmental Planner Maplewood Residential Curbside Trash and Recycling Contracts Update ❑ Motion ✓ Discussion ❑ Public Hearing ❑ Resolution ❑ Ordinance ❑ Contract/Agreement ❑ Proclamation Maplewood's solid waste ordinance outlines the City's trash and recycling programs. The programs include a city -contracted trash hauler for all curbside collection of trash and yard waste at all single-family residential properties and a city -contracted recycling hauler for all curbside collection of single and multi -family residential properties. The trash and recycling is collected once a week within five day -certain collection routes. The City currently contracts with Republic Services for trash hauling and Tennis Sanitation for recycling. Both of the existing contracts will end December 31, 2019. The City must enter into a new contract for these services by January 2020. Recommended Action: Review the trash and recycling contracts update and offer comment and feedback on releasing a Request for Proposal for new contracts or negotiating with existing haulers for extended contracts. Fiscal Impact: Is There a Fiscal Impact? ✓ No ❑ Yes, the true or estimated cost is $0 Financing source(s): ❑ Adopted Budget ❑ Budget Modification ❑ New Revenue Source ❑ Use of Reserves ✓ Other: n/a Strategic Plan Relevance: ❑ Financial Sustainability ❑ Integrated Communication ❑ Targeted Redevelopment ✓ Operational Effectiveness ❑ Community Inclusiveness ✓ Infrastructure & Asset Mgmt. The City's trash and recycling programs create operational effectiveness by protecting the public health and safety, and promoting city cleanliness and livability. They are also an important component to the City's green infrastructure which purpose is to achieve a reduction in waste generated by using best management practices to protect air quality, water quality, and natural resources. Workshop Packet Page Number 14 of 27 E2 Background Maplewood organized its residential trash hauling system in 2011 when it entered into a contract with Republic Services. Prior to that the City had an open -hauling system where residents could select from any licensed trash hauler. The City had nine -residentially licensed haulers at that time. Maplewood has had an organized residential recycling system for over 20 years. Currently the City contracts with Tennis Sanitation for these services. Following is a history of the City's trash and recycling collection contracts with Republic Services and Tennis Sanitation: Trash Hauling December 12, 2011 — The City Council adopts a Resolution of Findings of Fact for Maplewood's Organized Trash Collection Plan. December 14, 2011 — Maplewood executed a city-wide residential trash collection contract with Republic Services for services beginning October 1, 2012 with the initial contract term ending December 31, 2017, with two one-year extensions possible. September 25, 2017 — The City Council approved a two-year extension to Republic Services contract for city-wide residential trash collection with the term ending December 31, 2019. The current contract details include: • Collection Area — Curbside collection of single family residential homes with four or less units. Manufactured homes and townhomes can opt into the program. • Materials Collected — Trash, yard waste, and bulky items. • Carts — City supplies the carts in four sizes and Republic Services manages the carts. • Billing — Republic Services does the billing. • Prices — Trash collection rates range from $9.79 to 14.66 per month depending on cart size (prices include all taxes and a $.75 cart fee). Recycling November 8, 2010 — The City Council approved a contract with Tennis Sanitation for city- wide recycling collection for single and multi -family residential properties. The contract period began January 1, 2011 through December 31, 2013. Prior to this date the City of Maplewood contracted with Eureka Recycling for its residential recycling collection. September 9, 2013 — The City Council approved a two-year extension to the residential recycling contract. The contract extended recycling services with Tennis Sanitation until December 31, 2017, and outlined a process for converting the City's recycling collection from bins to carts. September 25, 2017 - The City Council approved a two-year extension to the residential recycling contract. The contract extended recycling services with Tennis Sanitation until December 31, 2019. The current contract details include: Workshop Packet Page Number 15 of 27 E2 • Collection Area — Curbside collection of single family residential homes (including townhomes and manufactured homes) and centralized collection at multi -family homes (apartments). Churches and small businesses can opt into the program. • Materials Collected — Single sort recyclables. • Carts — Tennis Sanitation supplies the carts in three sizes to single-family, townhomes, and manufactured homes and 95 gallon carts to multi -family homes. • Billing — Recycling fee is added to residential water bills. • Prices — Tennis Sanitation charges the City of Maplewood $2.86 per household per month. The City charges its residents $3.54 per household per month to cover the cost of the City's recycling program. RFP vs Negotiations For the first time, the City's trash and recycling contract term expiration dates are aligned, both expiring December 31, 2019. Now the City has an opportunity to review its solid waste program comprehensively. As such, there are two approaches to moving forward. Negotiate contract extensions with both haulers, or release a Request for Proposals (RFP) for a combined contract. Following are the pros and cons to both approaches: UV& The contract with Republic Services includes language which states that the City shall use a competitive purchasing process to select a contractor after the term of the contract expires. This was a policy decision by the City Council at the time as a means of ensuring all haulers had an equal opportunity to bid on a future contract. City attorney Ron Batty states that this language does not preclude the City from negotiating with Republic Services for another contract extension, but should be considered by the current City Council as a policy decision. In order to ensure adequate time for haulers to submit proposals, the City would need to release an RFP by mid-May. The pros and cons of going out for an RFP for trash and recycling include: Pros Policy Precedent: Respects the trash hauling contract language and prior City Council policy. 2. Pricing: Information received in preliminary discussions with haulers indicates that the City may likely receive competitive pricing through an RFP. 3. Proposals: Information received in preliminary discussions with haulers indicates that there are several haulers that would be interested in submitting competitive proposals to the City's trash and recycling services. 4. Bundling: The City has to release an RFP in order to bundle the two contracts. There are efficiencies that can be achieved by bundling the contracts. Communications is on the top of the efficiency list - the City only has to communicate with one hauler for all communications regarding service, education and outreach, missed collections, etc. Additionally, efficiencies can be achieved by mixing and matching equipment (one hauler can collect both trash and recycling), streamlined operations (one hauler can coordinate both trash and recycling), reduced Workshop Packet Page Number 16 of 27 E2 administrative costs of managing the contract (staff does not have to coordinate with two companies, one for each contract). 5. Major Upgrades: The City can make upgrades to the contract through the RFP process. The contracts would be guided by the City's current solid waste goals and objectives, not just modifying the existing language as outlined in the current contracts. 6. Ramsey County Support: Ramsey County has offered the City of Maplewood technical support through their Public Entities Solid Waste Technical Program. The cost of consulting work to draft an RFP would be covered by Ramsey County. The County is generally supportive of cities releasing RFPs as it allows a City to make more substantive improvements to the solid waste system including recycling enhancements, not just negotiate for pricing. Cons Staff Time: An RFP could take more staff time to process. 2. Pricing: It is speculative that the City would get better rates for trash and recycling through an RFP process. Negotiations The City has successfully negotiated contract extensions with Tennis Sanitation and Republic Services since approving their original contracts in 2010 and 2011 respectively. Both haulers are willing to negotiate extension of the existing contracts if the City chooses that route. It is assumed that both haulers would also submit proposals in response to an RFP. The pros and cons of negotiating new trash and recycling contracts with the existing haulers include: Pros Partnerships: Strengthen existing partnerships. 2. Staff Time: Negotiations may likely require less administrative staff time. Cons Pricing: Speculation that the City will get the best rate. 2. Timing: The City is up against a hard deadline for negotiating new contracts. If negotiations fail, the City would not have adequate time to release an RFP. 3. Major Upgrades: Can't make wholesale changes to the existing contracts. Attachments Power Point Presentation Workshop Packet Page Number 17 of 27 n O � O � V — M 0 C M +-j O U 0 -.2 (D) .4-j Q) V > `n C V Q) - •V V O Q O O oC N � N 0- M >, - M M � Q) Workshop Packet Page Number 18 of 27 E2, Attachment 1 Q) Q) Q) Q) rn k E Q) Q) Al a -j C _0 Q) C -0 M Ln -0 Q) Q) ate-+ •E Q) O � O a--+ cn V QJ Q) O � V O Q) E O V � E2, Attachment 1 LA cn Q) •> .� Z V ca `� ry Q) Q) Q) Q) rn k E Q) Q) Al a -j C _0 Q) C -0 M Ln -0 Q) Q) ate-+ •E Q) O � O a--+ cn V QJ Q) O � V O Q) E O V � E2, Attachment 1 Workshop Packet Page Number 19 of 27 cn Q) .-. 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PAUL PARK, MN GREG & WILLIE TENNIS - City Of Maplewood City Council Workshop Item E. 2. Maplewood Residential Curbside Trash and Recycling Contracts Good Evening Mayor and Members of the council, For the permanent record Meeting Date: 02/25/2019 Agenda Item: Workshop E2 We would like to acknowledge and extend our welcome to all of the new members on the council and offer a warm hello to the Mayor and current chair members. Our family owned and operated business has been servicing the surrounding communities since 1966 and we would like to thank the City of Maplewood for their support. We have had the pleasure of providing weekly recycling pick up for the residents of Maplewood since 2011. This includes large plastic items and linens which are items many other recycling centers are not able to process. Tennis Sanitation takes pride in providing great customer service to the residents of Maplewood. For example, our phones always answered by a live person during our business hours, our drivers are prompt and courteous, and we have only received 5 complaints from residents since 2015 and the complaint solution was taken care of within a 24 hour timeframe. The recycling industry markets have been weak as new regulations were put into place regarding shipping overseas. Tennis works hard to keep all of the material sorted at our facility with in the Upper Midwest to help keep trucking and end market recycling costs low. With our diligent work for finding domestic end market recyclers, we are able to regulate and focus on keeping our recycling processing fees at a fair price with the average increase of $0.25 per year. We look forward to working with the City of Maplewood for many years to come and to continue to build our partnership. We will be present at the workshop if you have any further questions. Thank you Greg and Willie Tennis