The URL can be used to link to this page

Home My WebLink About2026-04-27 City Council Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 6:30 P.M. Monday, April 27, 2026 City Hall, Council Chambers Pursuant to Minn. Stat. 13D.02, one or more councilmembers may be participating remotely A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. 2026 Events Update 2. Residential Recycling and Trash Request for Proposal 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 WORKSHOP STAFF REPORT Meeting Date April 27, 2026 REPORT TO: Michael Sable, City Manager REPORT FROM: Andrea Sindt, City Clerk PRESENTER:Andrea Sindt, City Clerk AGENDA ITEM: 2026 Events Update Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Summary: Large-scale events are increasing in number and frequency this season and staff would like to make the city council aware of these upcoming events in Maplewood. Recommended Action: No action required. 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: SafetyFocus Area: Sustainability Development Background: Last year the city issued eight large-scale or ongoing event permits. This season is bringing more activity. Staff are working on nine event permits just for May and already have three applications for June events. Currently, staff knows of two larger events each month: July, August, September and October. In addition to these single or weekend events, staff also works with three ongoing weekly or monthly events. The expectation is for the monthly events list to grow as the season moves along. Each event permit requires coordination with police, fire, health and city clerk division requirements. Along with managing event permits, staff works with one to 35+ food vendors per event to get food permits approved. Workshop Packet Page Number 1 of 14 E1 Here is a list for these events, eachanticipating 500 – 5,000 people. The number of food vendors and other possible activities are noted; merchandise vendors are not listed. May: The Bullies - May 9, Aldrich Arena, 9-3, four food vendors Big Red Barn Folk Art & Crafters Fair - May 9, Bruentrup Farm, 10 – 4, two food vendors Hmong American Day - May 16-17, PAC South parking lot. Saturday 9-10 Sunday 9-7, outdoor concert/performances, 19+ food vendors, liquor, gambling Paranormal Cirque III – May 22 – 25, Maplewood Mall parking lot, 6pm – 11pm, one food vendor Zamora – May 23 – 24, Aldrich Arena – indoor concert Rides for Wishes – May 30 – ends at Dog House, 3pm – 11:30 (begins in WBL) June: Asian Night Market - June 5 – 7, PAC South parking lot, Friday 5-11 Saturday 10-10 Sunday 10-8, 37 food vendors NEU Soccer tournament - June 5 – 7, Hazelwood Park, five – eight food vendors Legends of Rock - June 6, Dog House lot, 12-11:30 pm, outdoor concert, one food truck July: Ramsey County Fair - July 16 - 19. Thursday 5-11 Friday / Saturday 12-11 Sunday 12-9:30, anticipating liquor, gambling, amusements, food vendors August: Zamora – Aug 1 – 2, Aldrich Arena – indoor concert Asian Night Market - August 7 – 9, PAC South parking lot, Friday 5-11 Saturday 10-10 Sunday 10-8, 35+ food vendors September: Zamora – Sept 5 – 6, Aldrich Arena – indoor concert Friday Night Fireworks – September 18, Hazelwood Park, up to 12 food vendors October: Indigenous People's weekend - October 9 – 11, Battle Creek park parking lot, 20+ food trucks Zamora – Oct 16 – 17, Aldrich Arena – indoor concert Ongoing events beginning in May: Minnesota Flea Market - May 17- Oct 18, Sunday 9-3, Aldrich Arena parking lot, four food vendors Pan Asian Farmer's Market - May - Oct 31, Friday, Saturday, Sunday 8-2, PAC South parking lot Whips and Waffles – May 17 - Oct, once a month, 10-12:30, 3M parking lot, four food vendors Attachments: None. Workshop Packet Page Number 2 of 14 E2 CITY COUNCIL WORKSHOP STAFF REPORT Meeting Date April 27, 2026 REPORT TO: Michael Sable, City Manager REPORT FROM: Steven Love, Public Works Director Audra Robbins, Parks and Natural Resources Manager Shann Finwall, AICP, Sustainability Coordinator PRESENTER:Shann Finwall, AICP, Sustainability Coordinator AGENDA ITEM:Residential Recyclingand TrashRequest for Proposal Update Action Requested:MotionDiscussionPublic Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Summary: The city contracts with Tennis Sanitation for residential single and multi-family recycling collection and Republic Services for residential single-family trash collection with contract terms of January 1, 2025, to June 30, 2027. The city must enter a new contract for these services by July 1, 2027. City staff’s presentation will provide information on previous Request for Proposals (RFP) and contracts, RFP items for consideration, a review committee to help draft the RFP and review proposals, and the next steps in the RFP process. Staff is looking for feedback on the RFP process. Recommended Action: No action is required. 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: SafetyMaintain and enhance infrastructure and environmental systems Sustainability Advance environmental stewardship initiatives Development The city’s residential recycling and trash programs protect public health and safety while promoting cleanliness and overall community livability. These programs also play a key role in reducing the amount of waste generated and sent to landfills. Workshop Packet Page Number 3 of 14 E2 Background: By releasing an RFP for new residential recycling and trash contracts, the city will ensure competitive proposals and pricing, possible substantive improvements to the systems (not just updates to existing contract language), and possible bundling the two contracts to achieve greater efficiency. Ramsey County offers free technical support for solid waste management through its Public Entities Solid Waste Technical Assistance Program. Foth Infrastructure and Environment, the county’s solid waste consultants, will assist the city in drafting the RFP, conducting a financial review of the proposals, and assisting in contract negotiations. Previous residential recycling and trash RFPs included an RFP/Proposal Review Committee to help draft the RFP and review proposals. The committee was made up of environmental and natural resources commissioners, city councilmembers, city and county staff, and technical support from Foth Infrastructure and Environment. The following are solid waste issues that should be reviewed for consideration in the new RFP: Contract Terms o Three- or five-year contract terms One Contract or Two Contracts o One contract for both residential recycling and trash, or separate contracts Purchase of Carts for the Residential Recycling Program o Ramsey County offers grants to help fund the purchase of recycling carts and recycling dumpsters for multi-family developments o The grant covers 50 percent of the cost of recycling carts and dumpsters Pay-as-you-Throw o Continuation of the city’s pay-as-you-throw trash hauling price structure Billing o Require the contractor to do the billing for both recycling and trash Safety o Safety record and safety standards and training for employees Yard Waste o Include yard waste as part of the recycling or trash service, rather than an opt in program Bulky Items o Review bulky item collection, including the feasibility of allowing the collection of bulky items at a reduced price or free as part of the overall contract price structure City Clean-Up Event o Continuation of clean-up events or expansion of other bulky collection opportunities Emissions o Review options for energy-efficient trucks and other solid waste management techniques that would reduce emissions Workshop Packet Page Number 4 of 14 E2 Solid waste contract best management practices recommend negotiating contracts at least 6 months prior to the contract start date. This allows time to prepare for the rollout of the new systems. To achieve this, the City should finalize new contracts by the end of 2026. The following is a proposed timeline for the next steps: May 13, 2026: Environmental and Natural Review Commission Update May to June 2026: Staff, consultants, county, and RFP task force to develop RFP June 9, 2026, ENR Meeting: Review and approve RFP document June 21, 2026, City Council Meeting: Review and approve RFP document July 1, 2026: RFP Released August 10, 2026: Proposals due (5-1/2 weeks) August and September 2026: Proposal Review October 12, 2026: City Council reviews proposed rankings and authorizes finalization of contract November 23, 2026: Draft contracts complete December 14, 2026: City Council authorizes execution of final contract(s) January/February 2027: City Council authorizes purchase of recycling carts if needed May/June 2027: New recycling cart rollout if needed July 1, 2027: Start of new contract(s) For background purposes, the following is a timeline of the previous RFP and current contracts: May 13, 2019 o The city council authorized the release of the trash and recycling RFP o The RFP outlined a 5-1/2-year term for the new contract(s) and allowed respondents to propose three alternatives: a bundled recycling and trash contract, a recycling contract only, or a trash contract only September 9, 2019 o The city council authorized the execution of new 5-1/2-year contracts for residential recycling and trash with Tennis Sanitation and Republic Services September 9, 2024 o The city council approved a two-year extension of the residential trash and recycling contracts with Tennis Sanitation and Republic Services Attachments: 1.Presentation Workshop Packet Page Number 5 of 14 E2, Attachment 1 Maplewood Residential Curbside April 27, 2026, City Council Workshop Recycling and Trash Request for Proposals Workshop Packet Page Number 6 of 14 E2, Attachment 1 2010 -2-Year Contract2013 Ï2-Year Contract Extension2017 Ï2-Year Contract Extension2019 Ï5-1/2 Year Contract after Release of RFP2024 Ï2-Year Contract Extension2011 Ï5-Year Contract after Release of RFP2017 Ï2-Year Contract Extension2019 Ï5-1/2 Year Contract after Release of RFP2024 Ï2-Year Contract Extension ¤¤¤¤¤¤¤¤¤ Tennis Sanitation (Residential Single-and Multi-Family RecyclingCollection)Republic Services (Residential Trash and Yard Waste Collection) Contract and RFP Background¤¤ Workshop Packet Page Number 7 of 14 E2, Attachment 1 Competitive ProposalsCompetitive PricingImprovements to SystemBundling ContractsRamsey County Public Entities Solid Waste Technical Assistance Program Request for Proposal ¤¤¤¤¤ Workshop Packet Page Number 8 of 14 E2, Attachment 1 Environmental and Natural Resources CommissionCity StaffCounty StaffCounty Solid Waste Consultants ÏFoth Infrastructure andEnvironment ¤¤¤¤ Committee to Review Recycling and Trash Proposals Proposal Review Committee¤ Workshop Packet Page Number 9 of 14 E2, Attachment 1 Contract Terms: Three-or five-year contract termsOne Contract or Two ContractsPurchase of Carts for Residential Recycling ProgramPay as you ThrowBillingSafety ProtocolsYard WasteBulky ItemsCity Clean Up EventEmissions ¤¤¤¤¤¤¤¤¤¤ Recycling and Trash Contract Item Considerations¤ Workshop Packet Page Number 10 of 14 E2, Attachment 1 Single-Family Recycling Carts -12,000 x approx. $58 each = $696,000Multi-Family Recycling Carts Ï400 x approx. $58 each = $23,200 Multi-Family Recycling Dumpsters Ï40 x approx. $1,500 = $60,000Total Cart/Dumpster Cost -$779,200Ramsey County Public Entities Grant Covers ½ Cost ($389,600)Total City Cost = $389,600Possible Funding Source is Recycling Reserve Fund or Utility Bonds ooooooo In 2014 Contractor Supplied Recycling CartsConsider City-Owned Recycling Carts for New Contract Recycling Cart Purchase Example ¤¤ Workshop Packet Page Number 11 of 14 E2, Attachment 1 Next Steps ÏDraft RFP May 13, 2026: Environmental and Natural Review Commission UpdateMay to June 2026: Staff, consultants, county, and RFP task force todevelop RFPJune 9, 2026, ENR Meeting: Review and approve RFP documentJune 21, 2026, City Council Meeting: Review and approve RFP document.July 1, 2026: RFP ReleasedAugust 10, 2026: Proposals due (5-1/2 weeks) ¤¤¤¤¤¤ Workshop Packet Page Number 12 of 14 E2, Attachment 1 August and September 2026: Proposal ReviewOctober 12, 2026: City Council reviews proposed rankingsand authorizes finalization of contract.November 23, 2026: Draft contracts complete.December 14, 2026: City Council authorizes execution offinal contract(s).January/February 2027: City Council authorizes purchase ofrecycling carts if neededMay/June 2027: New recycling cart roll out if neededJuly 1, 2027: Start of new contracts Next Steps ÏReview Proposals¤¤¤¤¤¤¤ Workshop Packet Page Number 13 of 14 E2, Attachment 1 Discuss the draft Residential Curbside Recycling and TrashRFP outline and provide further policy advice and directionas needed. Summary¤ Workshop Packet Page Number 14 of 14