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Home My WebLink About2010-04-19 ENR Packet AGENDA CITY OF MAPLEWOOD ENVIRONMENTAL AND NATURAL RESOURCE COMMISSION Monday, April 19, 2010 7 p.m. Council Chambers - Maplewood City Hall 1830 County Road BEast 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes: March 24, 2010 5. New Business a. Oath of Office (5 minutes) b. Election of Chair and Vice Chair (10 minutes) c. Annual Report (15 minutes) 6. Unfinished Business a. Recycling Contract Request for Proposal (15 minutes) b. Alternative Energy Ordinance (30 minutes) c. Chickens in Residential Zoning Districts (30 minutes) 7. Visitor Presentations 8. Commission Presentations 9. Staff Presentations (15 minutes) 1) Environmental and Natural Resources Commission 2010 Goals 2) Spring Clean Up (April 24) 3) Rainbarrel and Compost Bin Sale (May 1) 4) Waterfest (May 22) 5) Maplewood Nature Center Programs 10. Adjourn (approximately 9:30) Agenda Item 4 DRAFT MINUTES CITY OF MAPLEWOOD ENVIRONMENTAL AND NATURAL RESOURCES COMMISSION 5:30 p.m. (Goal Setting Session) 7:00 p.m. (Regular Meeting) Wednesday, March 24, 2010 Council Chambers, City Hall 1830 County Road BEast 1. GOAL SETTING (5:30 to 6:30 p.m.) The Environmental and Natural Resources Commission held meeting to discuss the commission's goals for 2010. During the meeting it was decided that the three main goals the commission would focus on in 2010 would be organized trash hauling, greenways, and neighborhood environmental groups. 2. REGULAR MEETING (7 p.m.) A. CALL TO ORDER A meeting of the Environmental and Natural Resources Commission was called to order for the regular meeting at 7:02 p.m. by Chair Mason Sherrill. B. ROLL CALL Carol Mason Sherrill, Chair Randee Edmundson, Commissioner Judith Johannessen, Commissioner Carole Lynne, Commissioner Bill Schreiner, Commissioner Dale Trippler, Commissioner Ginny Yingling, Commissioner Present Present Present Present Present Present Absent Staff Present Shann Finwall, Environmental Planner Ginny Gaynor, Natural Resources Coordinator Michael Thompson, City Engineer, Deputy Public Works Director Steve Love, Assistant City Engineer Bill Preiffer, Recycling Coordinator C. APPROVAL OF AGENDA Commissioner Schreiner moved to approve the aqenda as submitted. Seconded by Commissioner Trippler. Ayes - All The motion passed. March 24, 2010 Environmental and Natural Resources Commission Meeting Minutes 1 D. APPROVAL OF MINUTES Commissioner Trippler moved to approve the Februarv 24, 2010. Environmental and Natural Resources Commission Meetinq Minutes as submitted. Seconded by Commissioner Johannessen. Ayes - Chair Mason Sherrill, Commissioner's Edmundson, Johannessen, Lynne, & Trippler Abstention -Commissioner Schreiner The motion passed. E. NEW BUSINESS 1. Election of Chair and Vice Chair Chair Mason Sherrill rnoved to table the election of Chair and Vice Chair until all commissiones were present. Seconded by Commissioner Schreiner. Ayes - Chair Mason Sherrill, Commissioners Johannessen, & Schreiner Navs - Commissioners Lynne & Trippler Abstention - Commissioner Edmundson The motion to table passed. F. UNFINISHED BUSINESS 1. Recycling Contract Request For Proposal a. Environmental Planner, Shann Finwall gave an update and answered questions of the commission. b. Jean Buckley, Ramsey County, addressed the commission. c. Mary Chamberlain, R.W. Beck addressed and answered questions of the commission. d. Christopher Goodwin, Director of Customer Service, Eureka Recycling addressed and answered questions of the commission. Ms. Chamberlain will make revisions to the RFP and it will be brought back to the Environmental & Natural Resources Commission for final approval and recommendation onto the city council. 2. Chickens In Residential Zoning Districts a. Environmental Planner, Shann Finwall gave the update and answered questions of the council. 1. Mike Gervais, 2420 Hazelwood Street, Maplewood addressed the commission about chickens. The ordinance will be brought back to the Environmental & Natural Resources Commission in April. March 24, 2010 Environmental and Naturai Resources Commission Meeting Minutes 2 3. Stormwater Ordinance a. City Engineer, Deputy Public Works Director, Michael Thompson gave the report and answered questions of the commission. The commission approved the ordinance Ayes - All. The stormwater ordinance will go to the city council in May. 4. Flood Plain Ordinance a. Assistant City Engineer, Steve Love gave the report and answered questions of the commission. Commissioner Trippler moved to approve the Flood Plain Ordinance. Seconded by Commissioner Schreiner. Ayes - All The motion passed. The flood plain ordinance will go to the Planning Commission in April. G. VISITOR PRESENTATIONS None. H. COMMISSION PRESENTATIONS a. Commissioner Trippler read aloud an article dated March 19, 2010, printed in the St. Paul Pioneer Press regarding for the 6th consecutive year 3M Company has been named a winner of the energy star award for its energy conservation efforts which in 2009 saved approximately 1.3 trillion BTU's across operations in 65 countries. 3M Company deserves a round of thanks for trying to be energy efficient as possible. I. STAFF PRESENTATIONS 1. Spring Clean Up (April 24, 2010) a. Environmental Planner, Shann Finwall reminded everyone that the Spring Clean Up is at Aldrich Arena from 8 a.m. to 1 p.m. The city would appreciate commission volunteers for this event. 2. Maplewood Nature Center Programs a. Environmental Planner, Shann Finwall mentioned some of the programs at the Maplewood Nature Center. More information can be found on the city's website or call the Maplewood Nature Center for further information. 3. Commission Term Expiration Dates a. Environmental Planner, Shann Finwall discussed the proposed altering term expiration dates for commissions. The Environmental and Natural Resources Commission terms will not expire September 30th of the year rather than December 31. J. ADJOURNMENT Chair Mason Sherrill adjourned the meeting at 9:50 p.m. March 24, 2010 Environmental and Natural Resources Commission Meeting Minutes 3 Agenda Item 5.a. MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Oath of Office April 14, 2010 for the April 19 ENR Commission Meeting Pursuant to State Statute, section 358.05, all elected or appointed officials must swear an oath of office prior to conducting or participating in any business of the commission or board. The oath of office is as follows: I, [name], do solemnly swear that I will support the Constitution of the United States and of the State of Minnesota and faithfully discharge the duties of the Environmental and Natural Resources Commission in the City of Maplewood, in the County of Ramsey and the State of Minnesota, to the best of my judgment and ability. So help me God. Staff will be swearing in all Environmental and Natural Resources (ENR) Commissioners with the oath of office during the April 19 ENR Commission meeting. Each commissioner must sign the oath, which is then filed with the office of the City Clerk. Agenda Item 5.b. MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Election of Chair and Vice Chair April 13, 2010 for the April 19 ENR Commission Meeting The Environmental and Natural Resources (ENR) Commission ordinance requires that the commission elect a chair and vice-chair to run the meetings each year. In 2009, the Environmental and Natural Resources Commission elected Commissioner Carol Mason Sherrill to be the chair and Commissioner Dale Trippler to be the vice-chair of the commission. During the April 19 ENR Commission meeting the commission should appoint commissioners to serve as chair and vice- chair for 2010, and vote on those appointees. Agenda Item 5.c. MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Annual Report April 14, 2010, for the April 19 ENR Commission Meeting INTRODUCTION Annually the commission submits a report to the city council which outlines the actions and activities taken by the commission during the preceding year, recommendations needed to existing ordinances or policies based on past reviews, and goals envisioned for the upcoming year. The report serves as a means of relaying important information to the city council on the commission's accomplishments and obtaining feedback on proposed goals. RECOMMENDATION Review the attached draft 2009 annual report and offer feedback. Once approved by the commission staff will present the report to the city council for formal adoption. Attachment: Draft Environmental and Natural Resources Commission 2009 Annual Report Attachment 1 DRAFT City of Maplewood Environmental and Natural Resources Commission 2009 Annual Report April 14, 2010 Preface The Environmental and Natural Resources (ENR) Commission is charged with protecting, preserving and enhancing the environment of the City of Maplewood. Members The ENR Commission consists of seven members appointed by the city council. Membership terms are for three years, with extensions for additional terms approved by the city council. The current membership is as follows: Board Member Membership Beqan Term Expires Bill Schreiner Judith Johannesen Dale Trippler Randee Edmundson Carole Lynne Carol Mason Sherrill Ginny Yingling 06/09/08 07/14/08 02/25/08 02/08/1 0 11/27/06 11/27/06 11/30/06 09/30/1 0 09/30/1 0 09/30/11 09/30/11 09/30/12 09/30/12 09/30/12 Frederica Musgrave completed her term on December 31, 2009. Randee Edmundson was appointed to fill the vacancy on February 8, 2010. Meetinqs The ENR Commission's meetings are held the third Thursday of every month at 7:00 p.m. In 2009, the ENR Commission held 14 meetings. Twelve of those meetings were held during regularly scheduled dates, the other two were held during alternate dates to accommodate rescheduling or addition of meetings. 2009 Attendance Commissioner Attendance Dale Trippler Carol Mason Sherrill Frederica Musgrave Judith Johannesen Carole Lynne Ginny Yingling Bill Schreiner 14 of 14 13 of 14 13 of 14 13 of 14 12 of 14 12 of 14 11 of 14 Reviews and Accomplishments 1. Rural Single Dwelling Resident District. Reviewed and made recommendations on the proposed conservation strategies for the new rural residential zoning district. 2. 2030 Comprehensive Plan. Reviewed and made recommendations on the final chapters of the plan including: a. Natural Resources Chapter b. Sustainability Chapter c. Surface Water Management Chapter 3. University of Minnesota Urban Tree Management Project. Reviewed, discussed, and made recommendations on the University of Minnesota's Urban Tree Management Project. This project was undertaken by a group of graduate students studying Maplewood's boulevard tree policies. 4. Eureka Recycling - Year-End Recycling Report 2008. Reviewed Eureka Recycling's 2008 report and gave recommendations for the 2009 work plan. 5. Alternative Energy Ordinance. Originally called the Wind Turbine Ordinance, the commission chose to expand this ordinance to include all alternative energy sources. The commission will complete this work in 2010. 6. Ramsey County Groundwater Protection Plan. Ramsey County representatives attended a meeting and presented the plan. The commission reviewed and offered feedback on the plan. 7. Stormwater Management Enhancements at Spoon Lake Preserve and Kohlman Park. Reviewed and recommended approval of plans to construct stormwater management enhancements at Spoon Lake Preserve and Kohlman Park. 8. Silver Lake Improvement Association Request for Herbicide Treatment Funding for Silver Lake. Recommended approval of funding the Silver Lake herbicide treatment for the removal of curly leaf pondweed and Eurasian Watermilfoil. 9. Environmental Protection Ordinance (Slopes and Mississippi Corridor Critical Area). Continued review of the city's regulations pertaining to slopes and the Mississippi Corridor Critical Area. The commission toured areas of the city to see examples of slopes. Commissioner Yingling volunteered to serve on the Department of Natural Resources Mississippi Corridor Critical Area rulemaking task force. The commission will continue the review of slopes in 2010 and take up the review of the Mississippi Corridor Critical Area once the state's rulemaking process is complete. 10. Emerald Ash Borer. The commission reviewed the Emerald Ash Borer issue and discussed preliminary plans for management of this tree disease. 11. Storm Water Management. The commission reviewed and made recommendations on several aspects of storm water including the National Pollutant Discharge Elimination System Phase II Annual Report, implementation strategies for the Surface Water Management Plan, and began their review of the proposed storm water ordinance. 2 12. Capital Improvement Plan. The commission reviewed and gave recommendations on the city's 2009 Capital Improvement Plan. 13. Trash Hauling. Minnesota Pollution Control Agency representatives gave a presentation on the agency's waste and recyclable materials collection research. 14. Kohlman Lake Total Maximum Daily Load (TMDL) Report. A Ramsey-Washington Metro Watershed District representative gave a presentation on the Kohlman Lake TMDL study. Kohlman Lake was the first impaired lake studied by the watershed district. All other impaired lakes within the city will be studied by the watershed district in the coming years. 15. Energy Efficiency and Conservation Strategy. The commissioner assisted in the drafting of the Energy Efficiency and Conservation Strategy. 16. Chickens in Residential Zoning Districts. The commission and several citizens have expressed an interest in allowing chickens in residential zoning districts for the production of food. The commission began their research and review into this matter. The commission will continue this review in 2010, with a recommendation to the planning commission and city council on a proposed ordinance. 17. Commission Handbook. The commission reviewed the new Commission Handbook adopted by the city council in 2009. 18. Eureka Recycling Contract Amendment. The commission reviewed and made a recommendation on Eureka Recycling's proposed contract amendment to covert from a per ton to a per household collection rate. 19. Wetland Ordinance. The commission reviewed the final version of the wetland ordinance prior to adoption of the ordinance by the city council in December 2009. 20. Maplewood 2010 Street Project - Hills and Dale Neighborhood. The commission reviewed the preliminary plans for the city's 2010 street project and gave recommendations on environmental aspects of the project. 21. Fish Creek Natural Area Greenway Ad-Hoc Commission. The commission reviewed the final Fish Creek Natural Area Greenway Ad-Hoc Commission report with recommendations for preserving and protecting land in south Maplewood. Outside Activities 1. Waterfest 2. Community Development and Parks Tour 3. National Night Out Recycling Bin Distribution 4. Collaborative Joy Park Buckthorn Removal Project 5. Slope Tour 6. Spring and Fall Clean Ups 3 Goals During the ENR Commission's March 24, 2010, Goal Setting Meeting, the commission came up with three main goals they would like to focus on in 2010 including: 1. Trash Hauling 2. Greenways 3. Neighborhood Environmental Groups Conclusion The ENR Commission will continue to carry out the mission of the commission as follows: 1. Establish environmental priorities for the city. 2. Make recommendations on policies, procedures and ordinances that control, protect, preserve, and enhance the city's environmental assets. 3. Participate in the mission and goal of the Maplewood Nature Center and Neighborhood Preserves. 4. Promote greater use and appreciation of the city's environmental assets. 5. Sponsor environmental projects to enhance, repair, replace, or restore neglected or deteriorating environmental assets of the city. 6. Develop educational programs that foster the mission of the commission. 7. Develop and promote sustainable practices for city policies and procedures. 4 Agenda Item 6.a. MEMORANDUM SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner DuWayne Konewko, Community Development and Parks Director Bill Priefer, Recycling Coordinator Recycling Contract Request for Proposal April 13, 2010 for the April 19 ENR Commission Meeting TO: FROM: INTRODUCTION The five-year recycling contract with Eureka Recycling will end on December 31,2010. In order to ensure a new recycling contract is awarded by January 1, 2011, the city must prepare and submit a request for proposal (RFP) to interested recycling contractors which outlines the city's recycling requirements. Background On February 1,2010, the City Council held a workshop to discuss the recycling contract RFP process and requirements. On March 15, 2010, the ENR Commission held a recycling contractor informational meeting. The intent of the meeting was to allow interested recycling contractors an opportunity to present their recycling program to the city. Following are the contractors which presented during the meeting: " Allied Waste Services " Tennis Sanitation " Eureka Recycling " Waste Management " Highland Sanitation On February 24 and March 24, 2010, the ENR Commission reviewed draft language proposed for the city's recycling contract RFP. DISCUSSION RFP Revisions Mary Chamberlain of R.W. Beck has revised the RFP based on the ENR Commission's comments in March (Attachment 1). Additions to the contract are underlined if added and stricken if deleted. After some discussion by staff, there were two items suggested by the commission that were not included in the RFP including: " Collection Vehicle Equipment Requirements. No requirements regarding number of axles or gross weight limitation was added to the RFP. The RFP states that "collection vehicles shall operate within the weight allowed by Minnesota statutes and local ordinances," which should ensure proper vehicle equipment requirements, It should be noted, however, that state statute exempts garbage and recycling trucks from seasonal load restrictions. The issue of truck weights will also be addressed when the city studies organized collection. " Wheel Kits. No requirement for providing pricing for wheel kits for curbside bins was added to the RFP. Staff reviewed wheel kits for our existing carts and is not convinced they would be adequate for the purpose intended. Staff will continue to research this option and if an adequate product is found, the city can offer them to residents separate from the recycling contract. The RFP does spell out a requirement for personalized pick up for residents who have difficulty bringing the recycling bin to the curb. Eureka Recycling currently offers this service. Timeline Following is a timeline of meeting dates and deadlines for the RFP process: " April 19, 2010: Final review of draft RFP by the ENR Commission. " April 26, 2010: Initial review of draft RFP by City Council during a workshop. " May 10 or 24, 2010: City Council approval of RFP. . June 1,2010: Release of RFP. . July 1, 2010: RFP due date. " July 19, 2010: ENR Commission review and recommendation of recycling contractor and draft contract. " August 9, 2010: City Council approval of recycling contractor. " August 23 or September 6, 2010: City Council adopts recycling contract. " January 1, 2011: New recycling contract begins. RECOMMENDATION Recommend approval of the draft recycling contract RFP (Attachment 1). Attachment: 1) Recycling Contract Request for Proposal (Draft) 2 Attachment 1 City of Maplewood, Minnesota Request for ProPos~I~~RFP) for Comprehensive Recycling Services DRAFT (For Internal Use Only) April 14. 2010 June 1.2010 City of Maple wood Community Development & Parks Department Environmental & Natural Resources Division City Hall 1830 County Road BEast Maplewood, MN 55109 ~Ieted: March 18 Table of Contents 1. Introduction................................................................................................................. 1 1.01 Statement ofrntent and City Goals...................................................................... I 1.02 Backgronnd...... ................. .......................... ................ ................ .......... .......... ..... I 2. Definitions .................................................................................................................... 2 2.01 Atuminum ............................................................................................................ 2 2.02 City's Designated Contact Person ....................................................................... 2 2.03 Collection... ............. .......... ...... ......... ........... ..... ........... ................... .......... ............ 3 2.04 Contractor.......... .......... ........................... ..... ........... ............... ............. ................. 3 2.05 Contractor's Annuat Recycling Public Education Flyer...................................... 3 2.06 Curbside Recycling Bins...................................................................................... 3 2.07 Curbside Recycling Service................................................................................. 3 2.08 Gtass Bottles and Jars .......................................................................................... 3 2.09 Market Demand ................................................................................................... 3 2.10 Markets ................................................................................................................ 4 2.11 Materials Recovery Facility (MRF)..................................................................... 4 2.12 Milk Cartons & Juice Boxes................................................................................ 4 2.13 Multi-Family Dwelling (MFD)............................................................................ 4 2.14 MFD Recycling Containers ................................................................................. 4 2.15 MFD Recycling Service....................................................................................... 4 2.16 MFD Recycling Stations...................................................................................... 4 2.17 Non-Targeted Materiats ....................................................................................... 4 2.18 Old Corrugated Cardboard (OCC)....................................................................... 4 2.19 Paper ...................... ................... ....................... ........... ...................... ................... 4 2.20 Participation Rate ........ ....... ....................... .............. ............... ...................... ........ 5 2.21 Plastic Bottles.......................................................................................................5 2.22 Process Residuats................................................................................................. 5 2.23 Processing........... ...... ....... ...... ......... .............. .................... ............. ...... .......... ...... 5 2.24 Proposal Scenarios ............................................................................................... 5 2.25 Rigid Containers ..................................................................................................6 2.26 Set-Out Rate......................................................................................................... 6 2.27 Single-Family Dwelling (SFD)............................................................................ 6 2.28 Steel Cans............................................................................................................. 6 2.29 Textiles...... ............. ................ ............... ........ ........ ................ ......... ......... ............. 6 -i- 3. General Reqnirements for All Collections................................................................ 6 3.01 Contractor Licensing Requirements ....................................................................6 3.02 Collection Vehicle Equipment Requirements...................................................... 6 3.03 Pollution Reduction and Environmentally Sustainable Initiatives ...................... 7 3.04 Personnel Requirements.... ... ,........ n. ........... ........ ........ ................ ....... n. .......... ..... 7 3.05 Collection Hours and Days .................................................................................. 8 3.06 Hotidays ............................................................................................................... 8 3.07 Severe Weather 8 3.08 Missed 9 3.09 Customer 9 3.10 City Retains Right to SpecifY Resident ........................9 3.1 i Publicity, Promotion and Education 9 3.12 City Shall Approve Contractor's 10 3.13 Weighing 10 3.14 Monthty and Annual 10 3.15 Annuat Performance 11 3.16 Ownership of Recyclable 11 3.17 Scavenging Prohibited 11 3.18 Cleanup of Spilt age or Blowing 12 3.19 Recyctabte Materiat Required to Transported to Markets; Disposal of Recyclabte Materiats Prohibited ........................... ...... ...... ...... .......... ................. 12 3.20 Processing Facilities Must be Specified ............................................................ 12 3.21 Estimating Materiats Composition as Collected................................................ t2 3.22 Process Residuals...............................................................................................13 3.23 Lack of Adequate Market Demand.................................................................... 13 3.24 Performance Monitoring.................................................................................... 13 4. Curbside Collection Reqnirements ......................................................................... 13 4.0 I Point of Collection ............................................................................................. t 4 4.02 Curbside Collection Schedute Deadline ............................................................ 14 4.03 Procedure for Handling Non-Targeted Materials .............................................. 14 4.04 Public Education Information for SFD Residents ............................................. 14 5. Multi-Family Dwelling (MFD) Collection Requirements ..................................... 14 5.01 MFD Building Owners May Etect to Subscribe to Recycling Service Other Than the City's Contract.................................................................................... 14 -ii. 5.02 MFD Collection Stations ................................................................................... IS 5.03 MFD Container Location(s)............................................................................... IS 5.04 MFD Service Standards ..................................................................................... 15 5.05 MFD Recycling Container Requirements.......................................................... IS 5.06 Responsibility for Providing and Maintaining Recycling Containers ............... 15 5.07 Public Education Information for MFD Tenants ............................................... IS 5.08 Other Public Education Tools to MFD Building Owners.................................. 16 5.09 Annual Report to MFD Building Owners.........................',.""........................... 16 6. Municipal Facilities Collection Requirements ....................................................... 16 7. Payment Terms ......................................................................................................... 16 7.01 Compensation for Services Based on a Fee\~rHousehold>.;\,......;.................... 16 7.02 Revenue Sharing ............................................................................'....Jli............... 17 7.03 Price Adjustment......................................................,......................................... 17 8. Term of Contract...................................................................................................... 17 9. Submitting 17 9.01 Notification 17 9.02 18 9.03 Contact 18 9.04 Proposats 18 9.05 Review 18 9.06 Negotiations 18 19 19 10. Proposals May be Rejected in Wbole or Parl........................................................19 11. How to Submit Proposals ......................................................................................... 19 12. Proposal C~'j~.~~~.,..................................................................................................... 20 12.0 I Proposal Content Checklist... ............... ..... .............................. ....... ............ ..... 20 12.02 References ............ ................... ......... ..... .......................... ............. ................... 20 12.03 Litigation................ .................. ......... ........... .............. ....... ...... .......... ......... ..... 20 12.04 Price Worksheet..............................................................................................20 12.04.1 Dual-Stream Proposat Scenario ............................................................. 20 12.04.2 Single-Stream Proposat Scenario........................................................... 20 12.04.3 Alternate Proposal Scenario................................................................... 21 12.04.4 Revenue Sharing ....................................................................................21 -iii- 12.04.5 Processing Fees...................................................................................... 22 12.04.6 Optionat Services ................................................................................... 22 13. Vendors May Team with Other Companies........................................................... 23 14. RFP and Proposal to Become Part of Final Contract ........................................... 23 15. Evaluation Criteria ................................................................................................... 23 16. Liquidated Damages ................................................................................................. 24 17. Insurance and Other Legal Requirements ............................................................. 25 17.01 Insurance......... .......... .......... ...... ........... ........... ........... ................ ................ ..... 25 17.01.1 Workers Compensation Insurance .....................:.....................................25 17.01.2 Commercial General Liability Insurance............................................... 25 t 7.01.3 Commerciat Automobile Liability Insurance ........................................ 25 17.01.4 Professional Liability Insuran~.~.::0,7:-:Errors ~.~missionsI9;~~nce....... 26 17.01.5 Environmental Liabitity Iusurance ........................................................ 26 17.02 Transfer of Interest.......................................................................................... 26 17.03 Non-Assignability and Bankruptcy................................................................. 26 17.04 17.05 17.06 17.07 17.08 17.09 17.10 17.11 Data Practices..................................................................................................28 17.t2 17.13 17.14 17.15 Employee Working Conditions and Contractor's Safety Procedures............. 29 Dispute Resolution and Ad)irrali6hI>fyf~dures.t_;.;.;-..:.....................................27 Performance Bond .......................................................................................... 27 General Compliance............ .................................. ............... .......... ...... ........... 27 Independent Contractor..... ............... ......................... ............ .......................... 27 Hold Harmless ................................................................................................ 27 Accounting Standards ..................................................................................... 28 Retention of Records.......... ...... ......... ...................... ............ ................... ......... 28 Inspection ofR.ecords ..................................................................................... 28 ~>>licable .~~w ............................................................................................... 28 Contract Termination.. ...... ......... ...... ........ ...... ........... n' ............. ...................... 28 Attachment A: Map of Maplewood's Weekly Recycling Schedule Attachment B: Maplewood's Reported Recycling Tonnage Attachment C: Price Worksheet Attachment D: Current Contractor's Annual Recycling Public Education for SFD and MFD Residents Attachment E: Proposal Content Checklist - iv 1. Introdnction The fotlowing sections describe the City of Maplewood's intent, background, geuerat information, and decision process about this request for proposats (RFP). 1.01 Statement of Intent and City Goals This RFP defines the service standards, specifications and proposal requirements of the comprehensive recycling program for the City of Maplewood, Minnesota (City). The City seeks to enter into a new recycting contract with a company that has the resources and ability to provide residential recyclable materials collection services for the entire City. It is the intent of the City to accept and evaluate P5?~:6sals for comprehensive :~:~i~~. ;;:~i;~:IS ~~;~~i~7ty :~~~:ion, processing, marketing and pubic 1.) Maximize the futlest recovery possible of recyclable materials from all residents in the City (from both singte-family and multi-family dwellings) and to achieve the most cost-effective soluti()n; and 2.) Improve public education of atl City residents about recycling services so as to improve Participa~i~~ and recoveI?';iltes. The City encourages proposing vendors to submit their best proposat possible. Vendors may propose mtIltipl~~cena~ie~...:;Th~_,,4ll~I~~tr~8.!TI:: 'pr(}p()sa~ s_c~_mlrio__ assumes the City's current d~~~-streal}l:89Jl~g~ionand processing recycling methods. Vendors may propose~"~~m~le-sfre8:l'I1Z proposat~~_enarJ_q_llnd/~~'_an :aH~rtl~te:_ pr9Pg~_1!L:~y~~nafi9,yif..-7~~l~ectiol~ _ _ 9_~s_i p:n __an4_,p_~i_c~ _ h~lpIJ~at!ql).~ ~dc~Citly described. ,Elich scenario proposed must have a distinct, associated In addition, the City may consider the option to offer curbside food waste and orgaI1i?~??llectio~:J9 residents during the term of the agreement. If these ~gitiortal.~SfXicesaEF:?onsidered, the City will request a proposal for such ~.ervices fromth~Contrast8r for consideration prior to impleme~tation. 1.02 .Background Tl.!$'Sity of M~I11ewood has had a curbside recycling program for over tweuty years<'the Ci~'s current recycling contract requires single-family homes to be service4<gn.~!weekty basis and multi family dwellings (MFD) buildings to be serviced -at.ileast twice per month. MFDs may require additional pick-ups as needed. The City's current contract with the existing service provider expires on December 31,2010. The City currently emptoys a duat-stream recycling program for the collection of fiber and containers. The fiber products accepted in the City's recycling program include old newspaper, magazines, mixed mail, phone books, office paper, old corrugated cardboard, and boxboard. Containers accepted in the program include steel and aluminum cans, aluminum foil and trays; glass bottles and jars; plastic bottles with a neck tabeled # I or #2; and gable top milk cartons and aseptic packaging (i.e., juice boxes). In addition, textiles are also accepted for recycling. These materials are described in more detail in Section 2, "Definitions." The City -1- Deleted: The requirements within this RFP may be altered by vendors ifproposals explicitly describe the change, rationale and price implications. For \ example, t ro.;;led: " :J [Deleted:" ~ r Deteted: . Addi'enol, ~ ',,~ed:s _J ','l~eleted: may"?eproposed J ":~Ieted: ;lterati~~ and, __ J '( Deleted: vendorsmaypr~posemultiple":~ supplies 14-gallon recycling bins to sing1e-famity househotds for curbside collection. The contractor supplies recycling containers to MFD buildings. In 2009, aoproximatelv 2.562 tons of recyclable material were collected from Maolewood residents. (Detailed tonnage infonnation can be found in Attachment B. "Maolewood's Reported Recvcling Tonnage.") Under its current contract, the City is billed $2.10 per household per month for weekly .;;~~g~e,:, f~ny cu!~_~i_~~ _collecti()~_~eFy~~_e::lnd!\1!P _c:ollec~_i~~ sery~~_t?~ The 2010 poputation of Maplewood js estimated to be. 37,5001'uThe City has_ approximatety 11,679 single-famity dwellings (SFDs) that are served by curbside recycling collection. There are approximatety 4,t5;!trihlti-family dwelling (MFD) units. In addition. the City's contractor orovie~house-side collection of recvclables from residents with 51101t- or long-termohvsicallimitations. In 2009. this service was orovided to fifteen (15) City reside:hts: Recycling collection is scheduted by spegif16routes evefjieUl)ilonday through Friday. The City is divided into five seD'ige areas which corre~gged to each of the five days recycling is provided. The number ofSFDs in each service area are listed below. Monday 2,934 Tuesday 1.561 Wednesdav 2.667 Thmsdav 1.856 collection days. by service area. requires that these collection days..Qy contract. 2. Definitions 2.01 Aluminum,. ___"..c_ t>i~posable cont~i~ers fabricated primarily of aluminum, commonly used for sod<l-,beer, juice; water or other beverages. Also includes aluminum foil and trays. 2.02 City's Designated Contact Person The City has designated DuWayne Konewko, Community & Parks Devetopment Director, as the City's sole point of contact for prospective vendors and eventually the Contractor. I Source: "2030 Regional Develooment Framework - Reviscd Forecasts as of December 3 L 2009" MetroooJitan Council. -2 - -r Deleted: both ---.-J -.---J _J ( Deleted: (as estimated by the Met Council) ( Deleted: ap;roximately ] -1 Formatted: Indent: Left: 1", Tab stops: [1.88", Left ~'cans '-' .J I 2.03 Collection The aggregatiori aridu transportatiori uof recyclableriiitterials frolli. the. ptaceuitt which it is generated and includes all activities up to the time when it is delivered to a recycling facility. 2.04 Contractor The City's recycling service contractor under the new contract beginning operation on J annary 1, 2011. 2.05 Contractor's Annual Recycling Public Education Flyer The City requires the Contractor to publish and distribute an annuat public education flyer that contains the following recyc1irIg information for City residents: . Annual calendar and map of curbside recycling distriCts for "single-family dwellings"; . List of materials to be included for~G:~~~nng; . List of non-tanzeted materials j:l1at_~~!!l).Q!_~~,J~9YcJt?~_in th~_~!ty'S_R~~gr~f!1_;_ and . How to prepare materials,. In addition. annual public eciticatiOhis_Teauired --r6F--NrFD units as described in Section 5.07. (See Attachment D, "Contractor's AnnttsFRec)'ctirig Public Education Flyer"). 2.06 Curbside Recycling Bins Uniform curbside recycling bins (e.g., red, 14-gatton plastic recycling "tubs") supplied by the City in which recyctable materiats can be stored and later placed for~~~?,~i~~ collec:!i8~; as specified by the City. Also pertains to bins, boxes, b~~~or:bthtf:Fontain~g~sed by residents to separate their recyclable materials. (The bins are available at no cost to City residents.) While most households in the City have one Curbside Recycling Bin. many have reQuested a second bin. The Curbside Recycling Bins remain the property of the City. 2.07 Curll~:~~e Re~2Eling Service The recl'RliJ1~icottection service specified within tbis RFP utilizing Curbside Recycling::J:3,ins. Some multi-family dwellings may receive curbside recycling service using Curbside Recycling Bins. 2.08 Glass Bottles and Jars Unbroken botttes and jars, and containers (lids/caps and pumps removed) that are primarily used for packing and bottling of food and beverages. 2.09 Market Demand The economic and technical capacity of markets to use recyclable material to make new products. -3- Deleted: <#>City-Designated Recyclables'll Includes the following recyclable materials: aluminum cans; steel cans; glass bottles & jars; plastic bottles; milk cartons & juice boxes; ! newspapers; household office paper & mail; Ii boxboard; magazines/catalogs/phone books; wet strength containers; corrugated cardboard and textiles as defined herein this RFP and further described in Attachment D, "Contractor's Annual \ Recycling Public Education Flyer".~ ---.J - ~Ieted: excluded 2.10 Markets Any person or company that buys (or charges) for recycling of specified materiats and may include, but are not limited to: end-markets, intermediate processors, brokers and other recycling material reclaimers. 2.11 Materials Recovery Facility (MRF) A recycling facility in which recyclable materiats are processed. The facility wilt conform to all applicabte rutes, regulations and taws of state, local or other jurisdictions. 2.12 Milk Cartons & Juice Boxes Gable top milk cartons, juice boxes and aseptic soy milk, etc. used for soup, broth, 2.13 Multi-Family Dwelling (MFD) A building or a portion more 2.14 MFD Recycling Containers Recycling containers used for bin, cart, dumpster or other designated recyclables from containers must be cotored differently from other (MFD) including any storage and collection of collection. Such recycling included, and waste or trash. 2.15 MFD Recycling Service Recycling c~H:ctionseU"ice, customer s~tyi~es, proyi4ed to Containers (e.g" carts) and use MFD with related public education and other residents that utilize MFD Recycling Stations. 2.16 MFD Recycling Stations The location of MFD Recycling Containers designated by the recycling Contractor with agreement of the MFD building owner. MFD Recycling Stations wilt likely be a cluster of recycling carts and/or recycling dumpsters. 2.17 Non.0:~rgeted...~:~terials Materi~I~.1h~t/;are. not. included. in the City's recycling program. . Examples of typicat nQ!"targeted items include (but are not timited to): pumps on plastic bottles, cehitnic material in glass streams, frozen pizza boxes in the paper ~tre,~__ etc. 2.18 Old Corrugated Cardboard (DCe) Cardboard material with double wall construction and corrugated separation between walls. Does not include plastic, wax or other coated cardboard. 2.19 Paper Old Newspaper (ONP) with inserts; househotd office paper and mait; boxboard; old corrugated cardboard; magazines/catalogs/phone books; Kraft bags; and wet .4- . - { Deleted: Non-recyclable ill I I -j ( Deleted: corrugated cardboard -~~':~~:s -- " strength containers (e.g.-, soda/beer Dackaging)~ No bOX~9_~r~__c:ontain_~r~_ ~~ed foru food product storage in refrigerators or freezers are included. 2.20 Participation Rate A record of which specific households on a recycling route set out recvclable materials at some point during a defined period of time (usuallv one month), as a percentage of the overall number of eligible households, 2.21 Plastic Bottles ptastic bottles shaped with a neck, rinsed and with lids, caps, rings and pumps removed. Recyctabte plastic hottles shall be identifieds*cthe bottom with the Society of the ptastics Industry (SPI) plastic codes#lJPET) and #2 (HOPE) including bottles containing: liquor; milk; juice;$9:.ft/grinks; water; certain foods; soap and cosmetics. 2.22 Process Residuals The fU119unt ()f materiaJth.at _ ~a.fl~5?t. .1?~~l~c~cJed dlle..1() materi#r:?~:~ract~_ri_~~ics such as size, shape; color, cross-materialf?l1tamin~ti9n, etc. and mtistbe disposed as mixed municipal solid waste. Process/~e~iduals !!l!!yjncludeJl!L~r~ ~ot__ limited to~ bulky items, contaminants, sortedt~lings, floor sweepings and rejects from specific processing (e,g., materi:~l~. cleaned from screens, etc.). "Process residuals" does separat~9products that are normally processed and prepared for as commodities...__ 2.23 Processing The sorting,.y?!Ume._tt~Buction, recyclable lll~terials deliyyred to a containment or other preparation of transportation or marketing purposes. 2.24 Proposal Sceriat~g~ Th~r~'ftl~? diff~tF#t recycling collection/processing systems identified by the c:ity> for purp?ses bf\~gi~ RFP: dual-stream and single-stream. In addition. alternate collection scenarios mav be ora posed (see Attachment Co Price W orksheet)'r . )?Uill:-~trea",_.~~~~il_~~()..~ _The pr()P9sal.. scenario. IIS~ll~}t:lg.. the. .q~ry:.s . c_uf!"~J)~__ (lg~-streanl.5()llection and processing system for purposes of this RFP. Dual- stre(i~,~tITice includes collection and processing the residential curbside and I\1Fnl11..~terial within the form of a dual-stream system whereby residents will continue to be instructed to separate recyclables into two groups of materials: (I) alt rigid container" and (2) all paper fiber products, HOther designand operating details of the current collection, processing and public education systems are assumed within this dual-stream scenario. . ;;illgl_e:-~treflm .~~~~~ri_()~_ Y~.n~or.s. tn(iY.. propose:.f!: _~.iI!g~t?:-stre:a~ _ C;()llec!i~l!__ and processing system whereby residents will be instructed to commingle all . groups of recyclable materiats in a lidded, wheeted cart. . Alternate Scenario - Vendors mav propose a variation of dual-stream or'" single-stream collection. Variations may include additional materials to be -5- [ Deleted: cases lEeleted: normal - ~: ~co;omical1Y Deleted: subcategories of process residuals including Deleted: but are of relatively low"value because of dep~~~ed market demand conditions. ~d:, defmedas abase~d-~alternate: ___J ( Deleted: Base !roposal: Deleted: food and beverage containers, including glass, metal, plastic bottles/jugs and milk cartons & juice boxes; Deleted: , including newspapers, boxboard, magazines, mixed mail, catalogs, pbone books, wet" strength boxes and corrugated cardboard ~_~lternateProposal: ( Deleted: an alternate scenario of ~tted:-Bullets and Numbering l ~ ) collected. alternativ.e container options. etc. (For examole. single-stream collection using curbside recycling bins.\ 2.25 Rigid Containers Includes aluminum cans. foil and trays: steel cans: glass bottles and iars: milk-- cartons and iuice boxes: and plastic bottles. 2.26 Set-Out Rate A count of the number of households (SFDs) that set out recvclable materials each week as a percentage of the number of eligible SFDs in the Citv. 2.27 Single-Family Dwelling (SFD) A building containing up to fourl12 dwelling units. 2.28 Steel Cans Disposable containers fabricated primarily Of steel or tintis~(i for food and beverages. 2.29 Textiles Textiles include unwanted but.reusable lineh~*~ch as towels, sheets, blankets, curtains, tablecloths, and clothes including: belts, coats, hats, gtoves, shoes and boots that are clean and free of mold, mildew ande}('c~ssive stains. Textiles must be dry. General Requirements for All Collections The followi~~,}?;eneralr7:~llirements~f pertinent to all recycling collections (Le., both Curbside Recycling Service and MFD Recycling Service). However, the City acknowle9~fs th~t'9qn~.?;i8~~~~ice frequencies and other factors will vary between residentil)J'Jlll.Cl,:MFDcollegion programs. 3. 3.01 Sontract()r&iS~nSirig~~~uirements Haulers ofrecY,?1:ib1e mat~l'ials must have a collection license issued by the City, per City Code Section 30-41. 3.02 ColI~~~ion V eb~~le Equipment Requirements V ehic1e~~~~lli~e designated such to accommodate collection material seoaration as designa~~dbv the Contract. and shall be clearly signed on both sides as a recvclingcollection vehicle. In addition. ,allcolIe'?tion vehicles used in performance of the contract shall: ___lie duly licensed and inspected bX the State of Minnesota; .. ~peratewithin the weight allowed byu Minnesota Statutes and local ordinances,; . Be Minnesota Department of Transportation (DOT)-compliant at all times: ~e ~eptcl~_al!_ _al!_4_1i_~ _fi:e_~ JI:Op! _9Xfep:~~y~_ 9~()r~_1iS_pO_ss~~J~._ Each collection vehicle shall be equipped with the following: .6- Deleted: For purposes of this RFP this is an ~~atepIOposalscenario. -l!.orm_~tted: Nonnal l ( Formatted: Bullets and Numbering ~_d: A_____._.__._._______....J {Deleted: shall~" l [ Formatted: Bullet 1, Indent: L~-ft: o"==:J ( Formatted: Bullets and Numbering 1 l Deleted: and shall 0 --- - J ~ed:___ J i Deleted: All vehicles shall b l a. Two-way communications device. b. First aid kit. c. An approved fire extinguisher. d. Warning flashers. e. Warning alarms to indicate movement in reverse. f. Sign on the rear of the vehicle which states "Ibis Vehicle Makes Frequent Stops". g. A broom and shovel for cleaning up spills. All of the required equipment must be in proper workI;1~pfder. All vehicles must be maintained in proper working order and be aS8J~~~d free from odors as possible. All vehicles must be clearly identifie~onbotl\,'~i~es with Contractor's name and telephone number prominently displayed. The tettt);jng must be at teast three inches in height. 3.03 Pollution Reduction and Environmentallv Sustainable Initiatives:. Contractor shall demonstrate a commihrl~I1~t(}reducing air pollution from collection vehicles. Contractor shall submit~s part of its proposal. a list of Quantitative steps it has take~/h8'~2g~~e air polluti3s.>Examoles may include: !L-A description of its cutTentMse'of}J9~~sulfur dic.::$~l fuel, biodiesel, or natural gas~ . A A~s~riP~i9?:jI_!fj_~~~I:1~_ ~~~:g~:~~f~ul_(lie',:filie!s for itsi:l~et~_~9!<?r _ __ . A timeta?}~forcon0~1iing its flc.::~t to using alternative fuels and installing air Pollutiory;0~uction te;;pnology,,___ --':77':- - -- In addition. or?~?ser~~~.~114~SS~i?~\their current efforts and future plans to"- reduce greenhouseuasemissions (from collection operations. processing ?g~;~ti~il~~.tr.~nslJOrli117.materials to market. etc.) as well as any environmentally ~~stainable'i~~~~~tives.~~~t are cun'entlv a pati of the proposer's business operations or areolanned-for the future. 3.04 ~~~.~~nnel Requ~~~ments Conl\~.s;or sh~.tIYTetain sufficient personnet and equipment to fulfill the requirel1G~B~~~d specifications of the services described in this RFP. The Contracto1;'Will provide a Route Supervisor to oversee the recycling route drivers servicing the City. The Route Supervisor will be available to address customer comptaints each day. The Contractor sbalt have on duty Monday through Friday from 7:00 a.m. to 5:00 p.m. a dispatch customer service representative to receive customer calls and route issues. The Contractor shall provide a 24-hour answering service line or device to receive customer calls. The Route Supervisor and all collection vehicles must be equipped with 2-way communication devices. Contractor's personnel will be trained both in program operations and in customer service and insure that all personnel maintain a positive attitude with the public and in the work place and shall: -7- . { Deleted: and I Formatted: Bullets and Nu;;b~ri"~g ( Deleted: , -- ""--""- Deleted: , andlor ~ A list of other quantitative steps it has taken to reduce air pollution . ( Formatted: Indent: left: 0.5" "" I J ---", I l l a. Conduct themselves. at all times in a courteous manner and use no abusive or fout language. b. Perfonn their duties in accordance with all existing laws and ordinances and future amendments thereto of the Federat, State of Minnesota, and local governing boards. c. Be clean and presentable in appearance, as so far as possible. d. Wear a uniform and employee identification badge or name tag. e. Drive in a safe and considerate manner. in a careful the bin or container. f. Manage Curbside Recycling Bins and MFD manner so as. to avoid spillage and littering or Containers should not be thrown once emptied. g. Monitor for any spillage and be breakage. h. Avoid damage to property. i. Not perform their duties or illegally using controlled substances and/or such substances. up any litter or alcohot or the influence of alcohol 3.05 Collection Hours and Days The City requires all recycling collections to begin 7 a.m. and shall be complete by 7 p.m. The City requires scheduled collection days to be Monday through Friday (as shown in Attachment A) and pre-selected Saturdays during hotiday weeks (see Section 3.Q6). The Contractor may request City authorization of exceptioG~ro these time restriction~.(e.g., pursuant to the "Severe Weather" provision desc5}B~d in~rg~iBn.?B?!' The Contractor must request such exception from the Citv's'~e~.i:g;~ated.;eontact'Person via telephone or email. prior to the reqlle!.)teclc:()Uectiont:;y~nt and specify the date, time and reason for the exception. 3.06 Holidays ><0> . lclotidays referst? any of the following: New Year's Day, Memoriat Day, Xn~~pendence Day, Labor Day, Thanksgiving Day, Christmas Day and any other holi~~~s mutuatl~agreed to by the City and Contractor. Xn no instance will there be moreth~t\one holiday during a collection week. When the scheduled collection~~yfalls on a holiday, collection for that day will be collected one day later. The Contractor shall pubtish the yearty catendar including alternate collection days, with assistance from the City. 3.07 Severe Weather The Contractor may postpone recycling collections due to severe weather at the sole discretion of the Contractor. "Severe Weather" shall include, but shall not be limited to, those cases in which the temperature at 6:00 a.m. is minus twenty (-20) degrees Fahrenheit or colder. Xf collections are so postponed, the Contractor shall notify the City's Designated Contact Person via telephone or emaiL Upon postponement, collection will be made on a day agreed upon between the Contractor and the City. -8- 3.08 Missed Collections The Contractor shall have a duty to pick up missed recycling collections. The Contractor agrees to pick up all missed collections on the same day the Contractor receives notice of a missed collection, provided notice is received by the Contractor before 11 :00 a.m. on a business day. With respect to all notices of a missed collection received after 11 :00 a.m. on a business day, the Contractor agrees to pick up that missed collection before 4:00 p.m. on the following business day. 3.09 Customer Complaints Contractor shall provide staffing of a telephone-equippe48ffice to receive missed collection complaints between the hours of7:00 a.m. .~n~5:00 p.m. on weekdays, except holidays. The Contractor shalt have an a.ns'Y~ri?~maChine or voice mait system activated to receive phone calls after hO~.)~'<ii Contractor shall keep a log of all com~l~ll'ts, includingt\1? nature of the complaints; the names, addresses, and ~,9~t~ct numbers of thec9~Rlainants; the date and time received; the Contract9?~.~'respon~.~;:_and the datei,~d time of response. This information shall be Provi~2~;0.t~?;City in a monthly report. Complaints on service will be taken and colle$t~e by the City and the Contractor. The City will notifY the Con.tf~pt?r of all compl~\nts it receives. The Contractor is responsible for cOlTectivea9:tionsal1~ shall an'sW~r all complaints courteously and promptly. 3.10 City Retains Right to SpecifY Resident Preparation Instrnctions The Contractor shall agree that it is the City's sote right to ctearly specifY the resident sorting and setotitrequirements. 3.11 Publicity, PrOD!g~i?/_~,~t:li:l!t~~~~~~~~ Th~<:::i~,ppdates>~t~i:'Y'ebsite with recycling information and instructions and p~.riodicaIlYiBpblishes'iE~~ycling-related information in the City's newsletter, Maplewood M9~thly.1J);?newsletter is direct maited to every home, business and apartment in,-Maplewood and is also available on the City's website year- round. Inan.i~ffort to~~fease participation and improve compliance with City-specified residenr8fep'1'"~tion instructions, the Contractor shall publish and distribute (via mait or h~?4deliver) public education to !3FDs, as described in Section 2.05, :.',Contractor's Annual RecyclingPubtic Education Flyer" and Section 4.04, "Public Education Information for SFD Residents.-" The -Contractor mu-it-a-fso- publish and distribute public education to MFDs as described in Section 5.07. "Public Education Information for MFD Tenants." The Contractor must be able to nrovide public education material in languages other than English (e,g,. Spanish. Hmomt. Somali. etc.). The Citv will work with the Contractor regarding the Quantities needed and the locations for distribution. The Contractor shall submit a draft of any public education literature for approvat by the City, at teast one (1) month before printing and distribution of any such literature. -9- I Deleted: both ( Deleted: lIDd MFDs lyeleted: --I ) ) ,As part of this proposal, . proposers, shall descrihe ,their experience in providingu.' collection services at community events and what. if any. collection opportunities' could be provided at Maolewood community events or City-sponsored events. In addition, proposers are encouraged to specify other public education tools that they are willing to provide (e.g., recyclingueducationInateriatstargeted for a specific neighborhood,.J~~g~jJ!!g _<! _ ~pe(;ific materi~ltyQ~, ~_~'!J As oart of this proposaL proposers shall provide examples of public education materials they have developed for other municipalities. 3.12 City Shall Approve Contractor's Resident Education Tags The Contractor shall produce "resident education ta~~';t6 be left by curbside collection crews if any Non-Targeted Material is rejsg!S~i~nd left at the curh. The Contractor shall submit a draft of the tags for apprqy~lbythe City, at least one (1) month before printing. 3.13 Weighing of Loads Contractor will keep accurate records consisting of an approved weight slip with the date, time, collection route, driver's n~y, Y~1J4cle number, tare weight, gross weight, and net weight, ,for each .loaded. vehicle that has collected recyclable material from SFDs and MFDs in Manlewood. Collectiou vehicles will be weighed after completion of:'~'fOtl~r'8.fat the endgEthe day, whichever occurs first. A copy of each weight ticket sball be kept on file and made avaitabte for inspection upon request by the C~"ty. 3.14 Monthly and Annual Reports The Contractor will submit to the City monthly reports and annuat reports. At a minimum, th~S?~tract<].{,~~lli~~I~de::IlJ;e following information monthly: . Tota~quantitie..ofrecyctablematerials collected, by Illateriat type (in tons).u . Net Quantities.ofrecyclable materials marketed, bY.lllaterial tvpe (in tons). . OuantitieSr,gf.~:pro_~es~Xy~id,uals" ~ispo_se~(i~_tg~sl. . Recycling service fee (based upon contracted price per household). . Revenue share credits back to the City (if any). . LO~,8,! ~l:!~omplaints, including the nature. of the comDlaints: the names;'- addres~~.;;'and contact numbers of the complainants: the date and time received: the Contractor's response: and the date and time of response. . Loe of all resident addresses where "education tags" where left because of non-targeted materials set out for recycIinl!. At a minimum, the Contractor shall include the followinl! infonnation annually: . Total quantities of recyclable materials collected in the City. by material type"- (in tons). . Net Quantities of the City'S recyclable materials marketed. bv material type (in tons). -10- Deleted: The Contractor shall demonstrate commitment to the promotion of recycling through participation in community events and/or providing .. collection opportunities for recyclable materials at City-sponsored events. \'( Deleted: Contractor ( Deleted: its " I Deleted: recycling information pri~~~d in other ~~~~~ LDeleted: !!f .. i , i , , ---.J , J I i i I IOeleted: . Deleted: , Deleted: and number of recycling stops -j Deleted: Gross . L Deleted: amounts ( Deleted: recyclable I Deleted: amounts , 1 Deleted: recyclable [ Deleted: Amounts [ Formatted: Bullets and Numbering _J J ) ) J I ( Formatted: Bullets and Numbering . Ouantities of"orocess residuals" disposed (in tons). . Disposal location of process residuals. . Materials composition analvsis of the Citv's recvclable materials. . Average participation rates and set-out rates and an exolanation of how those rates were calculated. . A list of households not participating in the curbside recycling program. ,Monthtyrejlorts shall be due to the City by the 15th day of each month. Annual reports shall be due by January 31. The Contractor shal1.include in its annual report recommendations for continuous improvement withe City's recycling program (e.g., public education, MFD recycling, etc.). 3.15 Annual Performance Review Meeting Upou receipt of the Contractors annuat report (see Section 3.14 of this RFP), the City shall schedute an annual meeting with the Contractor and the City's Environmental & Natural Resources C9~ission','J:'he objectiv~:;Q~this annual meeting witt include, but not be limited to, the following: . Review Contractor's annual report, inqll.l<:li1:1g trends in recovery rate and participation. . Review efforts the Contt*~t6fih~. made to<e,){.p(]lld markets for recyclable materials. . Review Contractor's perforri1~c~,B~edbri.feedback from residents to the EnvironmentaJ'~Nl:ttural Reso,Uf<::e:sCommission members and/or City staff. . Review;;,~pritractort:s recommt:aWations for improvement to the City's ~~~~~~~ti::.ogram, including enhanced public education and other .~0j'i70'_?ity staf~;~;~ommendati()ns for Contractor's service improvements. . DiscussotPe:r oppoi1:Hl!ities for improvement during the remainder of tht;_ contract. 3.16 ()')'n~rship of R~~yclable Materials Own~rsrip of(ll~recyclable materials shall remain with the person placing them for coll~p~i?~Nntil Contractor's personnel physically touches them for collection, at which.time the ownership of the recyclable materials shall transfer to Contractor. 3.17 Scavenging Prohibited It is unlawful for any person other than the City's recycling Contractor to collect, remove, or dispose of designated recyclable materials after the materials have been placed or deposited for collection in the recycling containers. The City's recycling Contractor's employees may not collect or "scavenge" through recycling in any manner that interferes with the contracted recycling services. -11- Deleted: Annual reports shall include average parncipationratesandset-outratesandan I explanation of how those rates were calc~I~!edL-J ~~eted: will be encouraged to 1 ~~d;:;;ith the remaining years left under the 3.18 Cleanup of Spillage o.B1owing Litter The Contractor shall clean up any material spilled or blown during the course of collection and/or hauling operations. All collection vehicles shall be equipped with at least one broom and one shovel for use in cleaning up material spillage. Designated recyclabte materiats shall be transported in a covered vehicle so that the recyclable materials do not drop or blow onto any public street or private property during transport. I 3.19 ,Recyclable i\l.sterial.fteqnired to be Transported to Markets;u Disposal oC Recyclable Materials Prohibited Upon collection by the City's recycling Contractor, th~.9ity's Contractor shall deliver the designated recyclables to a I\.1RF. an end ~~lcet for sale or reuse, Of to an intermediate collection center for later deliveryJg::l~ or end market. It is untawfnt for any person to transport for dispo~~L or to%ispose of designated recyclables in a mixed municipal solid wast~.~~*posal facility. The Citv prefers the highest and hest u~~'~fthe glass collectedvyithin the Citv. The orocess of recyclin2: !llass bottles and containers back into glass bottles and containers is preferred over DrocessiHIi.il!lass t()\be used as road aggregate, sandblast media. fiberglass or other a!tema:tivt}llse~L Proposers shall provide a WE~t'tel~...~~atement deS~I;~,~ing the end use of the glass collected from the Citv of Maplewoodas Pat, of their proposal. As stated in Section 17 .12. <<Iri's~;ctiori~~~~cords.;;::at any time. the City or its designee mav inspect the Contractor's records~ 3.20 Processing Facilities Must be Specified The Contractor shall assure the City that adequate recyclable material processing capacity will be provided for City material collected. The proposals must clearly specify the location(s) of the processing facilities or MRFs where material collected from the City will be delivered and/or processed. The Contractor shall provide written notice to the City at least 60 days in advance of any change in these or subse,<lllent plall.$ for receiving and processing recyclable materials collected from the City. 3.21 Estill'l.~ting M~t~fials Composition as Collected The C9mf~ct?tshall conduct at least one materials composition analysis of the City's recyslable materials each year to estimate the relative amount, by weight, of each recyclable commodity by grade or offer a suitable alternative to a comoosition analvsis. The results of this analysis shall include: (1) percent by weight of each recyclable commodity by grade as collected from the City; (2) percent of weight of the process residuals as collected from the City; (3) retative change compared to the previous year's composition; and (4) a description of the methodology used to calculate the composition, including number of samples, dates weighed, and City route(s) used for sampling. The Contractor shall provide the City with a copy of the analysis each year of the contract. -12- I Deleted: ~~:~~~~~;;i~~:i~~- {Deleted: to Markets 3.22 Process Residuals The Contractor shall provide the City a written description of the means to estimate process residuals derived from the City's recyclable materials. This written description shalt be reviewed and approved in writing by the City. This written description shalt be updated by the Contractor immediately after any changes to the processing facilities used by the Contractor. The City may audit the records of the Contractor to verify the ailreed upon process (see Section 17.12. "Inspection of Records"), The quantities of process residuals must be reported to the City in the annual composition analysis as described in Section 3.21. In ~~qi~ion. the Contractor must report to the City. on an annual basis. the distJosallocation of process residuals. Proposers shall provide a written description~.~h6~I~~ir company plans to minimize the amount of residuals from the orocessing of,the City's recvclable materials. as part of their prooosal. 3.23 Lack of Adequate Market Demand In the event that the market for a particularf~~r~Iable material ceases to exist, or becomes economically depre~sed that it be9?Tes economically unfeasible to continue collection, proces~:f~8<'~~ marketin1?pf that particular recyclable material, the City and the Contractor will both agree in writing that it is no tonger appropriate to collect such itew,before"S9l1~gtion ce~es. The Contractor shall ~:;k~~ec~~~tf~n";,~::e~tice as possibte, in writing, about the indications of such The City and Contractor shall agree,pn a date in a written contract amendment to, cease colle~~?r of the r~9yclable item. in question. The Contractor shall at all times be under~~uty t?minimit~!h~'quantity of recyclable materials disposed in a landfill, inciner~t?f.grotherfacility receiving mixed municipal solid waste. If diTg?~~~gt:~y recysl~.~le commodity becomes necessary, upon receiving written permission from the City, the Contractor sball dispose of the recyclable materials at a facitity specified in writing by the City or an atternative agreed upon by the City and the Contractor. The City and the Contractor will negotiate a cost for qisposal as a sub~ti1:ute for a processing fee for that material. 3.24 perf6te~~~~O'nitoring The City;~ifl monitor the performance of the Contractor against goals and performance standards required within this RFP and in the contract. Substandard performance as determined by the City will constitute non-compliance. If action to correct such substandard petformance is not taken by the Contractor within 60 days after being notified by the City in writing, the City will initiate the contract termination procedures. 4. Cnrbside Collection Requirements The following collection requirements are for curbside recycling services only (single-familv dwellings and buildings with UP to four units) and do not pertain to mutti-family househotd type of collection services. -13- "=:J [Deleted: specify 4.01 Point of Collection All curbside collection service will occur at the curbside (i.e., there are no alley collections.),~_i~h_the .exce1?tion _ of elderlyresi_d~_nt~_ or those with short- orlong-__ term ohvsicaJlimitations who require house-side colfeciion"selvice. _____n_ 4.02 Cnrbside Collection Schedule Deadline Tf the Contractor determines that the collection of recyc1ahte materiats wilt not be compteted hy 7:00 p.m. on the scheduled collection day, the Contractor shall notifY the City by 4:30 p.m. that same day and request an exteusion of the collection hours. The Contractor shall inform the City of the areas uot completed, the reasou for non-comptetion and the expected time of 50ri\ptetion. Tfthe City's contract-designated contact person cannot be reached,tlteContractor will request the City Mauager. 4.03 Procedure for Handling Non-Targeted Materials If the Contractor determines that a residepJ;has set out Non-Targ13ted Materials, the driver shall use the following procedure: 1. Contractor shall leave the Non-Targeted Materials in the resident's Curbside Recycling Bin and leave an "educatioh.J4g"indicating acceptable materials and the proper method of preparation. 2. ~h~~rb~~ ~~~~er:~~;h:~:~:~ess and the Contractor sball report the address Tf this procedure for handling Non-Targeted Materials is not feasible for automated or s~mif~mg~ated co1l7s~ion systems, the illQnose~ m~~t _S.D. spe.c_ify. and explain,~~I7l11ative'BMelic educati?r method~t~_f!l~~n~_ain .ap.4)~_p!.()yeq~~Fty_ of recyclable materials set out by City residents. 4.04 Public Education Information for SFD Residents The Contractor shall be responsible for the following: . Annual distr~?utionq~the Contractor's Recycling Public Education Flyer as described in Section 2.05; and . Ristribution offesident education tags to be left by curbside collection crews if any Non-Targeted Material is rejected and left at the curb. 5. MnltPI1'~~ily Dwelling (MFD) Collection Reqnirements The following collection requirements are for MFD Recycling Service only and do not pertain to Curbside Recycling Service. 5.01 MFD Building Owners May Elect to Suhscribe to Recycling Service Other Than the City's Contract MFD building owners are able to use the City's recycling Contractor to provide recycling services or they may independently contract with another licensed recycling contractor to provide the recycling services at the owner's expense. -14- Deleted: ofresidennal recyclables are allowed for residents with curbside collection service ro;I~d: vendor (Deleted: systems I J 5.02 MFD Collection Stations MFD Recycling Stations will be specified with agreement of the MFD buitding owner on a case-by-case basis. MFD Recycling Stations will likely be a cluster of recycling carts and/or recycling dumpsters. The nnmber and location of MFD Recycling Stations shall be adequate to be reasonably convenient and accessible to all MFD residents. 5.03 MFD Container Location(s) MFD Recycling Containers shall be placed in a tocation(s) on the MFD premises which permits access for collection purposes hut which does not obstruct pedestrian or vehicular traffic and shall comply with the(?ity's zoning and other ordinances. 5.04 MFD Service Standards At a minimum, MFD recyclabtes collection services shall be avaitable on the premises and shall be provided on a regularly scheduted basis of at teast twice per month. The collection schedule and r~f-~pling con~.~tners' capacity,~gall provide for regular removal or the recyclables sueB:!~at tB~f~:js adequate storage capacity available in the recycling containers to avoi4i'9Y~ffIowing containers. 5.05 ~~~e::~:~:~n~~::;~s~a:::~irements 1. Sufficient in number ands~:z:e to me~tthe: demands for recycling services created by the occupants. 2. Equipped with hinged tids. 3. Equipped with standardized tabets identifYing the type of recyclable material to be depo~~r5~.:in'S~0~:gg01w~if' 4. Colored differently from other containers used for garbage collection. 5.Maintain~?i?proP~S:G,%~rating condition and reasonably clean and sanitary. 6. Repaired or replaced ona reasonable schedule if stolen or broken. 5.06 R~~~?nsibilitY fO~iProviding and Maintaining Recycling Containers Ifth~i)'!!'D b~il4ing owner uses the City's Contractor, adequate MFD Recycling Contaim:~~hitllbe provided and maintained by the City's Contractor. 5.07 Public Education Information for MFD Tenants At teast once per year, for each MFD building they service, the City's recycling Contractor shalt supply the MFD building owner with a snfficient number of recycling fact sheets/instructions for all nnits in the buitding(s). The information should specifically address MFD recycling and shoutd not be the same educational materiat distributed to SFDs. -15- 5.08 Other Public Educatiou Tools to MFD Building Owners Proposers are encouraged to specify other public education tools that the Contractor will provide, in cooperation and coordination with MFD building owners. 5.09 Annual Report to MFD Building Owners The City's Contractor shall provide an annual report hy January 31 of each year to the MFD huitding owners served hy the City's Contractor. A copy of each report to the MFD building owners shall also be submitted to the City. The report shall contain, at a minimum, the following information: 1. Name of owner and building manager and cont~#t;infonnation (mailing address, phone numbers, e-mail address, etc.). 2. Street address of each MFD served. 3. Number of dwelling units for each MFD. 4. Description of collection servicesw~de available to occuP:'i~Rr~' including number of MFD Recycling Station~,pumber oflvlFD Recycling Containers, location of stations and dates of collection. 5. Description of public educ(ltion tools useditoinform occupants of availability of services. 6. Total quantities of reCVclabl~:lnateti~IS.8~rI~8ted.~.Ytlllat~ri_~!_~ 7. Recommendations for future:iIpprqY~lJlent~',toincrease recovery rates (e.g., specific public education tools); 6. Municipal Facilities Collection Requirements The Contracto~~rall ~1'?'\ri~~~Il~~?C~arge. recycling containers and collection service once nerweekatthefollowing City buildings: 1. City Halt - t 830 County Road BEast 2. Public Works -1902 County Road BEast 3. Parks & Recreation Maintenance Building - 1810 County Road BEast 4. Fire Station One -- 1177 Century Avenue North 5. Fire Station Two - 1955 Clarence Street 6. Cdhlmunitv Center R 2100 White Bear Avenue L--Payment Terms l&.!-Compeusation for Services Based on a~perHousehold The City agrees to pay the Contractor for recycling collection services provided to the City as described in the Contractor's proposat, and made part of an executed contract, based on the number of household units certified by the City. By Februarv,1" of each year the City will review the number of certifiedSFDand MFD units and notify Contractor of any changes. -16- J I ---~ J ~eted: Tonnage estimates -lE.el~ted: for each'~e of ! Deleted: recycled"-- ( Formatted: Bullet;;~;~mbering 1 - - ~tt;d: Bullets and ~~m.berjng ,{ Deleted: ~?lIar ~ ~!eted: November Contractor shall submit.itemized bills for recycling collection services provided to the City on a monthly basis. Bills snbmitted shalt be paid in the same manner as other claims made to the City. The Contractor shall submit the monthly documentation and reports as detailed in Section 3.14 with the monthty bill. Payment to the Contractor will not be released unless the required infonnatioflj_~Jn~J~q~9)I)_t~eJn.(}~~~h::__bm or submitted separatety according to the deadtines as specified in Section 3.14. 7.02 Revenue Sharing Proposers may elect to participate in revenue sharing with the City as detailed in Section 12.02.4. If the final contract negotiated inclu~.e.sfevenne sharing, the Contractor shalt, on a monthly basis, rebate an amollntto the City based on a mutually agreed upon formula. 7.03 Price Adjustment The price per househotd per month for 2011 will be set in accordance with the per household price proposed on the pricing worksheet (Attachment C). The annual per household fee payabte for each successive contract year shall equal the annual fee payabte for the previous year adjusted proportionately by the annuat Consumer Price Index (CPl,) or 3%, whichever is tower. The puhlished index for determining the annual oercet1t--c~~11g~-of-tl;e ~C~~-;:iji - be- -the , F.~der~l-Reserv~ Bank ofMinneanoli.'\. ''':"::"'o~.'.:^-i.,."- '''0;:',:' ---- - ---------- If the CPT for the orevious cal~~dar ,,~~~is~~lZative. the mice oer household would remain unchanged for the subseauent vear; 8. Term of Contract The term of the new recycling contract will be a period of three, (.1) years from January 1, 2011 through December 31, 201J. The City may ,consider up to two, ;f-year extensions for years 201,4-2015, and 2016:201,Z, at the City's sole \ discretion; 9. Submitting Proposals To the best of its ability, the City will use the foltowing process and schedule for itsde~ision-making: 9.01 Notifid~ig~<iflntent Prospective Contractors interested in responding to this RFP shalt notify the City in writing (via email or facsimile). 9fJh~!~)~~~r~.~t~ _ Notifications of intent should be sent to: Mr. DuWayne Konewko Community & Parks Devetopment Director City of Maptewood t 830 County Road BEast Maplewood. MN 55109 Fax: (651) 249-2319 E-mail: duwavne.konewko@ci.maolewood.mn.us -17- { Deleted: paperwork r Deleted: -U I De'eted: I Deleted: for tbe MinneapoliS/St. Paul area for the 1 i previous calendar year provided the annual fee shall \ not be incr~~~ by more than 3% (Deleted: five ~ted:5 rDeleted: 5 ro;ieted~ negotiate contract provisions for 'I -- -- l Deleted: three rD;~d: one . fD;i;t;d:'6 ,.fDeleted:,2017 G>~~~: 8 ~ -~ J I J I _....-.J ) ) ( Deleted: e-mail acceptable -~ Notifications shall include the vendor's name, contact person's title, address, phone number, and e-mail address. Notification of intent must be made by June 11, 2010. It is the responsibility of the vendors to ensure their Notification of Intent was received by the Citv. 9.02 Questions Questions, requests for clarification or requests for information about this RFP or process must be submitted in writing (via maiL email or fax)to the City's contact person by 4 p.m. Friday, June 11,2010. All questi()nsandrequests for more information and the City's responses will be~~arized in writing and forwarded to all prospective proposers..PDQJ;'_to_:P~!~~Y,}!-I}!~)_~, _2010. 9.03 Contact Restriction Any unauthorized contact with City staff;;@i!y Council Members; (jLtnembers of the City's Environmental & Naturai;~.~~ources..~?mmission will,.subject the company to disqualification from furtherc9~~~~:70~tion. This restriction will be in effect from the date this RFP is finalized an$~llthorized for retease by the City Council through the date of final contract awc:gd (including authorization for execution) by the City CounciL 9.04 Proposals Held Confidential Only the company names of vendors submitting proposals will be made public. All proposal documents shall be hetd as confidential until the City Council awards a new contract and authorizes staff ttTexecute the new contract. 9.05 Review Committee The City will form a proposat review committee, to review and anatyze the details of the qualified submitted proposals. (See Section 15, "Evaluation Criteria" of this RFP.) The committee will be a subset of the Environmental & Natural ~esources (EN~:.Commission and will include up to three members. The E9:tnmittee will r7.Bemmend the top three vendors, in rank order of priority, to the ENR Commission and then the ENR Commission will make a recommendation to the City CounciL 9.06 NegotiatiqIis City staff will negotiate with the top ranked vendor. If negotiations with top- ranked vendor are not successful, the City may then initiate negotiations with second ranked vendor, and so on. The City reserves the right to negotiate specific work elements with a respondent into a contract of lesser or greater expense than described in this RFP or the respondent's reDly. -18- - -[ Formatted: Font: Bold" [f~rmatted: Font: Bold ( Deleted: other qualified vendors J I I 9.07 Award of Contract Once a draft contract has been successfully negotiated, City staff will present its recommendations to the City Council (tentativelv planned for,August 9, 2010)~.u ~~ The City Council may then award the contract and authorize staff to execute it. 9.08 New Contract The new recycling contract will commence on January 1,2011. ~Proposals May be Rejected in Whole or Part The City of Map Ie wood reserves the right to: . Reject any or all proposals; . Reject parts of proposals; . Negotiate modifications of proposals submitfeg;and . Accept part or all of the proposals on thObasis of consider@pn(s) other than proceeds or cost.1,-. 11. )fowto SnbmitProposals ~ U~. ~ ~ u Prooosals will be accepted only from those who><submitted a Notification ofIntent as described in Section 9.0l. Proposat shall be submitted to the Community & Parks Development Office at City Hall no later than 4 p.m. (CDT) on Wednesday, June 30, 2010, in a sealed. envetope with the name of the proposing company on the outside and addressed as follows: Enclq$ed: "Recy~ling Services:proposal" City of Maptewood, City Hall Community & Parks Devetopment Office 1830 County Road BEast Maptewood, MN 55109 c/o DuWayne Konewko Community & Parks Development Director Prop6s~ts. ",Wpbe date-stamped and treated in accordance with MN Statutes 13.591, SlllJili:vision 3 (b), Data Practices Act. Twelve (12) written, hard copies of the proposal and all attachments shall be submitted. One, electronic copy of the proposal must atso be submitted on a CDdisk (or ~ suitable alternative disk format) inside of the sealed envelope. The proposal fite must be formatted in Microsoft WORD or a suitabty compatibte alternative. -19- -------------, . I ] I Deleted: approximately ~rmatted: Font: Bold ~eleted: ; and Deleted: <#>Negotiate specific work elements with a respondent into a contract of lesser or greater expense than described in this RFP or the I respondent'sreply. ~ '~d:" Bullets and Numbering lFormatted: Font: Bold [ Formatted~-Font: Bold -~ J ) '~~d: k;" =:J 12. Proposal Content 12.01 ProDosal Content Checklist Qualified proposats must include 1111 of the elements referenced in this RFP.,Au. Proposal Content Checklist can be found in Attachment E.,._ - ---------- 12.02 References Proposers must include a list of references including other municioal clients in the Twin Cities metro ree:ion receiving similar services. 12.03 Litilmtion Statement as to any litigation in the Dast five years withirithe State of Minnesota and the current status o[tha! litigation. 12.04 Price Worksheet Vendors must complete a price worksheet as part of each proposal they suhmit (see Attachment C for worksheet). Vendors may comptete one or hoth proposal scenario price worksheets: "Dual-streatrt-'}~ndl9r':Single-stream."In addition, vendors may also complete an "Altel11at~~L-Rr?g:9$_~ls~eIl~io pric~__~~9r~s_heet if their proposed system does n~~~~.into one oft~ss~st two scenarios. ' The proposal must describe the collection. processing and public education services for both SFD and MFDcoIle:Ctionservice. 12.04.1 P~l~J~_~~_r:e;0,.,~;oposaJ $~,~g~_y~?,.,__"" _ ____ ,,' ,_ ,,_ _" _ _ _ Jf ven~qfFc]~~<?-Rg~~ _~_t:l4~_~ _W~__4~~1:-sJre~_ _sc_eIl_ar~q._ _ !h~Y_ should_ _~~~_up1e mat~ri~~s' would':.Br. both coll~9ted and processed in a dual-stream mode. Unde!!~~s dual~~~fram scenarig, residents will be instructed to separate recyclahles into two groups ofmateriats: (1) all rigidcontainers and (2) ~llpaper fil:Jrrproduct~__.lJn_d~! t.hi~_ _4u_<11:-s~.re?Jll_ ~~~g~_o, proce_s_~~K S11<111 als9R~by theR~t~gories as collected: paper separated from containers. It" is not<15s~ptable_,;~g:gropose to collect materials in a dual-stream mode and then proc(;':ss them-it1a single-stream mode. If the Ci~~wards a new dual-stream service contract under this scenario, the new Contractor shall not make any changes to either ihe, dual-stream E?llectippor processing systems without written approval of the City. X;~nqQr~_ play _p.ropq~e ya.riati()ll~ ~() _t1)fs_~~~n_'!ti(}_. 12.04.2 Single-Stream Proposal Scenario Vendors may propose a single-stream collection and processing system ,whereby residents will be instructed to commingle all groups of recyclable materials in a lidded. wheeled cart and the vendor will collect and-process' the materials in a single-stream. If vendors propose under this single- stream proposal scenario, the vendor must provide an explicit description of the following collection design details: . Cart size and other specifications; . Ownership of carts (City vs. Contractor); -20- l!>eleted: at least the following ( Deleted: : Deleted: ~ Statement of vendor qualifications, including references of other municipal clients in the Twin Cities metro region receiving similar services.~ List of materials proposed to be collected (if different from the materials listed in Attachment D, the Contractor's Annual Recycling Public Education Flyer) and a discussion and rationale for any proposed changes to the City's standard list of recyclable items.'11 Proposed collection, processing and public education I servicesfor:~ I Single~family dwellings (SFDs) receiving "curbside I service;" andlor1f ! Multiple family dwellings (MFDs) receiving "curbside service" or "MFD collection service.",- Examples of Proposer's public education materials.'II Completed price worksheet (see Attachment C).'11 Explanation of how participation will be measured.~ Explanation of how set-out rates will be measured. '\I Statement as to any litigation in the past five years within the State of Minnesota and the current status ofthatlitigation.~ A narrative describing the Proposer's current efforls and future plans to reduce greenhouse gas emissions (from collection operations, processing operations, transporting materials to market, etc.) as well as any environmentally sustainable initiatives that are currently a part of your company's business \J operations or are planned for the fuhJre. . [ Formatted: Bullets and'Numberi~; ,! Formatted: Bullets and Numbering "\, r D~leted: Additional ','~Ieted:~ Formatted: Heading 3,Headlng 3 Char, Indent: Left: 0.25", Hanging: 0.38", Tab " stops: 0.63", List tab ."'~tt;,-d; Bullets and Numbering _~ Deleted: The City's current dual-stream collection and processing systems comprise the base proposal scenario for purposes oftlus RFP. I ---, I .~-] J I Deleted: food and beverage containers, including: glass, metal, milk cartons, juice boxes, and plastic bottles; "','. Deleted: , including: newspapers, boxboard, magazines, mixed mail, catalogs, phone books, kraft bags and corrugated cardboard J Deleted: of . 'J~!~eted: se 'f Deleted: Other educati"~n sy~~ems are assumed \ within this dual-stream scenario. f;;;;;;;;tted: Bullets and N~mbering Deleted: as an alternate to the City's current dual- stream system. Vendors should propose under this single-stream scenario to collect and process the residential curbside material within. the fonn of a single~streamsystem I -1 , -j 12.04.3 12.04.4 . Residents' .material preparation and setout requirements (e.g., if corrugated cardboard is to be placed in the single-stream cart, location of carts, etc.); . Handling non-targeted materials (see Section 4.03); . Collection frequency; and . Any other collection system design and operational elements the City will need to fully understand the singte-stream proposal. AlternateProDosal Scenario Vendors proposing an altemate collection scenario must explicitlv describe the collection service design ft:~j.!... resident materials sorting/oreDaration requirements. collection frequenCY. container size. container ownership. etc.), Revenue Sharing All quatified proposats shall state explicitly if the vendor proposes, to participate in revenue sharing with the City. If the City awards the contract to a vendor that propose~W~~7Q:?!e sharing, _ th~_ .G911tractor _ ~4~J._ " ~;r:e:~;~~I~o:~:~. rebate an amount to the City based on a mutually The components oftherl\~nue~hG~~.formuJ~~ include: . Published industry end market "index" for paper and atuminum ($ per ton based on specified commodity grades); . ~r\Posed perf:jnt revenueseare (%) by commodity; . Proposed processing fee ($ per ton) by commodity; and . Estimated commodity tonnage volumes (tons per month). rer~?ue share formula outline within this RFP can be asaTPf1ion (%) of the vendor's materials sales revenue from grades and aluminum, less processing costs for these The revenue sharing outline for purposes of this RFP following formulae: A per ton payment of all paper grades collected from the based on the designated published index less the proposed paper processing cost per ton. The designated published index used shall be the Offici at Board Markets (OBM) "Yellow Sheet," first week of the month, Chicago region for Old Newspapers (ONP) #8, high-side of range. Proposers must state on the price worksheet (Attachment C) what percent of this index will be used for the "gross revenue" and the proposed paper processing cost per ton. 2.) Aluminum. A per ton payment of atuminum collected from the City based on the designated published index tess the proposed aluminum processing cost per ton. The designated published index -21- { Formatted: Bullets and Numbering ( Formatted: Bullets a-nd Numbering 1 Formatted: Bullets and Numbering I --I ( Deleted: elects ( Deleted: elected to Deleted: and if the final contract negotiated includes revenue sharing, 12.04.5 12.04.6 used shall he the American Metal Market (AMM), Aluminum (1st issue of the month), high-side nonferrous scrap prices: scrap metals, domestic aluminum producers, buying prices for processed used aluminum cans in carload lots, f.o.b. shipping point, used beverage can scrap. Proposers must state on the price worksheet (Attachment C) what percent of this index will be used for the "gross revenue" and the proposed aluminum processing cost per ton. If a revenue sharing component is offered (i.e., greater than zero percent) for either paper or aluminum, each month the Contractor shall provide, together with the monthty rebate to the City, adeqllate documentation of the corresponding monthly estimate of tons of allpa].Jer grades and tons of aluminum collected from the City even in the5.~.$~the City were to receive no rebate for the month. Also, the ContraClQr's)i~ll provide copies of the referenced OBM market index and AMt1l1iafkefiri?)~ with each monthly ~~~~:7a~~\h::~:~;: :~~~~:e~~id:)i~~t~iled exPtanati~0;~;:ow they wilt At no time shall the Ci1y's tOlal,r.)t revenu) share be less tIlW zero ($0). In other words, the City shall not pay !he > Contractor for a "negative" revenue share. If there is a "negativ~"revenue share, the City shall only pay processing costs .~ef'l~) tons collect~,?'. The City understands that net revenues may equal z~fg(lt~im~s due top??ymarkets; however, the City shall not pay any costs~~~veanq!R00~~d proq)ssing costs. Each proposal scenario mg?t C?,~t~'a;:p~!~~9t revenue share offer for both paper anditl'f])inum as de~yriR)dimmediately ahove (see Attachment C - Price~erksheet).. Propos~r~ may offer from zero (0) percent to 100 perC:~Iltrevenue share. The ve#?prs l11.~)-'Pmg?~~.ffy,-~l1tle- _s~~.ring .for . ot~er_ _~9lJ1I11()diti~_~_ _alld correspondill/?pricingformulae in their proposal bv comoleting the "!?'tf);~ate Preeesal Scenario" in Attachment C. ,In addition,)he Ci1y or the'Q9ngactorl11.~r. propose r~Y~ll~_e_ _~~<lfi_ng. for. othe:r.. c~tlllllo~iti~~ __~d correspon?ing pricing formulae at any time during the duration of the contract.;}'he parties shall enter into negotiations in good faith and any new reve~Me sharing agreement shall be reduced in writing in the form of an amendment to the contract. Pt;e~~$sing Fees Processing fees wilt be caleutated by multiptying the tons of all paper materiats (defined in Section 2.19) and the tons of aluminum collected hy the processing fees proposed in Attachment C. Processing fees will not be applied to orocess residua~. ---I I I J - fOeleted: oth~r ~~.:_"m rOeleted: and t r- l Deleted: other - -r Formatted: Bullets and Numbering ~material ( Formatted: Bullets and Numbering -.-J J Ootional Services Proposers mav provide descriptions of additional services available to the City. including but not limited to: . Additional materials prooosed to be collected for recvcling from SFD-<-- --lFormatted: Bullets and Num~erjng ~ and MFD units such as textiles. additional plastics. scrap metal. etc. -22- Proposer must provide explanation/documentation that these materials will be recycled and the end markets are sustainable. II Development of drop-off sites for ace. scrap metal. and/or other material. II Descriotions of innovative ideas and approaches to increase recvcling rates. promote reuse and waste reduction. and other sustainabilitv efforts. 13. Vendors May Team with Other Companies It is recognized that some prospective haulers may wish t()~4b-contract with other companies for processing services, This is allowe~.l:lS'needed, but all such Contractor-sub-contractor relationships must be,9)(pl~9itly described in each proposal scenario. The City wilt contract with. snty one primary Contractor for the recycling services'.ii'" "<i" Multiple vendors may team up with oth$)U,omptementary hauli~~ or recycling companies provided there is no collusiRBiicA comp~f may be tistys} liS a part of more than one team as long as this comp(lTI~~ub~itsawritten certification that no collusion occurred between competing prop()~(l1s. 14. RFP and Proposal to Become Part of Final Contract The contents of this RFP, the s1lgeessfukpf?pgsal, ah4<~y written clarifications or modifications to the contents thereof submitted by the successful proposer shall become part of th~9?,~tractual o'?H~~~igI1s and be incorporated by reference into the ensuing co,~f!:~s:!<_:~f any proyi~ion of the contract is in conflict with the referenced RFP or proposal, the contract shall take precedent. 15. Evaluation Criteria The City wilt objectively evaluate the proposats submitted to determine the best ~fl111.l?fortg~\fity an4_~tR residents. A comprehensive set of criteria will be used to' quantifyfr19-T-erits()f':~ach proposal package. The evaluation criteria and relative point vahles for each are shown below. -23 - Maximum Possible Evaluation Criteria Points The per household per month price for recycling collection servicesl 40 for both SFD and MFD unils. Strength of qualifications of the vendor (together with any proposed 20 sub-contractor, if any). especially related to the particular needs of the City of Maplewood. Qualifications will include, but not be limited to, the proven capacities of the vendor 10 meet the operational .u uu requirements of the City (e.o, servicina other cities of similar size t Proiected El1J9J!Dt _ of revenue f~ql1l_ tl]~_ _~Cl!~_ ()f r~GY9J9_~I~ )nClt~!lCl!~_ , 10 shared with the City. Pollution reductionjlfforts as outlined in Seetion303, 5 Responsiveness of the vendor to all provisions of this RFP. 5 Vendors references. ~ 5 Glass-to-glass recycling. The City prefers the~igQ*Sf & best use of 3 the glass collected within the City (i.e., maDgf~cturing b~sKinto glass bottles and containers rather than used9~road aaareaate, sandblast media, fiberqlass etq.u Additional recycling services for th~Sity (e.g., drop-offsit~~ for acc 3 or scrap metal. participation in City,sponsored events. ete.X Public education beyond RFP requir~rnents(i1',g'.rnore thaMc(jhce 3 per year, larget specific neighborhood~;~tc.). Innovative approach~~tp.increase recY8Im:~/tfHes, promote waste 3 reduction reuse and,othersustainability efforts. Additional rn~Wials to be;collected forr*sycling (e.g., textiles, 3 fldditional plastiS.s,scrap m~t~l, "tc) and doe~mentation that these materials will be recycled andthe.endmarl<ets are sustainable. TotalPossible PointS 100 16. l,iqnidated Dil.y.ages [f~j'.~ity Attor!}? review) The CJ?utract?r~hall agree, in addition to any other remedies available to the City, the City)'1.,,*/withhold payment from the Contractor in the amounts specified below as liquidated damages for faiture of the Contractor to fulfill its obligations: 1. Failure to respond to legitimate service complaints within 24 hours in a reasonable and professional manner - $50 per incident. 2. Faiture to collect property notified missed collections - $250 per incident. 3. Failure to provide monthly and annual reports - $100 per incident. 4. Failure to complete the collections within the specified timeframes without proper notice to the City - $100 per incident. 5. Failure to ctean up from spills during collection operations - $250 per incident. -24- ~eleted: (and any sub-<:onlractor) ---.-J I ( Deleted: A r Deleted: including use of alternative fuels ( Deleted: bed ~aterial or landfill cover ~eleted: recycling in City parks, J J ~eted: differentlanguages, --~ I Deleted: or 6. Failure to report on changes in location of recyclable materials processing operations - $250 per incident. 7. Failure to provide written description of the means to estimate relative amount of process residuals derived from the City's recyclahtes - $100 per incident. .lhJ'ailure to receive City written approval of changestothe collection and-. processing,systems prior to implementing any such change - $5,000. LFailure to conduct and reDort results of the annual composition analysis - $100 per incident. These designated amounts,. KQr ~()_~~Q~r~()~!~~~~_~ _ ~_O_l~Ot_ reDr.~~~ntr pe~wJ~i~s~ 17. Insnrance and Other Legal Reqnirements [for City Attorney review] 17.01 Insurance Insurance secured by the Contractor.~h~llbe isslJed by insura.~g~companies acceptable to the City and admitted in Minnesota. The insurance specified may be in a policy or policies of insurance, prim~~8rf.::xcess. Such insurance shall be in force on the date of executi?n of the contt~At~nd shall remain continuously in force for the duration of the ??~~~?~',The Contractor and its sub-contractors shall secure and maintain the folloV,l'~l1g'in~1J1"~l1ce: Workers Compensatiori~~sur~~~~\,:{' Workers7.PTg~nsation inSRI~ge'shall meet the statutory obligations with Coverage B - Employers Liability limits of at least $100,000 each accident, $500,000 disease - policy limit and $100,000 disease each employee. 17.01.1 17.01.2 S~.0;0;erd~~~~neral Liability Insurance Coml!}FFcial G~nFral Liability insurance shall be at the limits of at teast $1,000,988 general~ggregate, $1,000,000 personat and advertising injury, $1,000,099.each occurrence, $50,000 fire damage and $1,000 medical expense 'W'~ one person. The policy shall be on an 110ccurrencel1 basis, shall incf.1lqe contractual liability coverage and the City shall be named an additional insured. Tl:(\~.ifisurance shall include up to $10,000 expenses to extract pollutants from land or water at the "premises" if the discharge, dispersal, seepage, migration, release, escape or emission of the pollutants is caused by or results from a covered cause of loss. 17.01.3 Commercial Automobile Liability Insurance Commercial Automobile Liability insurance covering all owned, non- owned and hired automobites with timits of at least $1,000,000 per accident. This insurance shall include a cause of loss where there is a spill of fuels and lubricants used in the vehicle for its operation. -25 - 1 Deleted: <#>Exceeding any maximum process I residuals rate that may be negotiated as part of a \ finalcontract-$l,OOOperexceedence.' ~~tted: Bullets and Numbering --- - -[ Deleted: will'b~-- Deleted: liquidated damages for losses suffered by the City and not 17.01.4 17.01.5 Professional Liability Insurance or Errors & Omissions Insurance 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 Of failure to render a professional service by the Contractor or its sub- contractors. The insurance policy should provide coverage in the amount of $1,000,000 each occurrence and $1,000,000 annual aggregate. The insurance policy must provide the protection stated for two years after completion of the work. Acceptance of the insurance by the City shall not relif;ve, limit or decrease the liability oftbe Contractor. Any policy dedu~Hpl"s or retention shan be the responsibility of the Contractor. The S'm!"actor shan control any special or unusual hazards and be responsil.JJ~for~Y damages that result from those hazards. The City does .~('t represe~tthat the insurance requirements are sufficient to prote~l.;Be' Contractor's interest or provide adequate coverage. Evidence 0~.g9yerage is to be provi~~d on a City- approved Insurance Certificat)'/2yA thirti!;.(30)-day wrirt)~ notice is required if the poticy is canceled;~etren~T\~)dor materialty changed. The Contractor shall require any of its;~HRTpontractors, if sub-contracting is allowable under this contact, to complYw~th these provisions. Environmental Liabil~t\Ins*r~~;~ The Contractor agrees *~t theY~h~II9P!~in&rid maintain environmental liability ins~~~~ce in comBIialJ.:.~iwith IocZU; state and federal regulations for all ~~tttr~:I~I~ted to in!~i$'recycling services agreement. Contractor shall add the City as an additionat insured under said insurance poticy(s). The"policy coverage shall include Environmentat Impairment Liability. Contraq!g~.sha~~.gr9Xi.;g~!h~Sity with appropriate documentation of said environmen~~.}iability.insllrance for verification upon written request from the City. The Contractor further indemnifies the City, its emptoyees, agents and licensees from all liability related to hazardous contamiI1~tion/polll1tion resulting from the acts of the Contractor, its employee~'or agents. 17.02 Tbinsfer of Interest The C6Ilg~c,t9rishall not assign any interest in the contract, and shall not transfer any intere~~;in the contract, either by assignment or novation, without the prior written approval of the City. The Contractor shall not sub-contract any services under this contract without prior written approval of the City. Pailure to obtain such written approval by the City prior to any such assignment or sub-contract shall be grounds for immediate contract termination. 17.03 Non-Assignability and Bankruptcy The parties hereby agree that the Contractor shall have no right to assign or transfer its rights and obligations under said agreement without written approval from the City. In the event, the Contractor, its successors or assigns :files for -26- Bankruptcy as provided by federat taw, this agreement shall be immediatety deemed null and void relieving all parties of their contract rights and obligations. 17.04 Dispute Resolution and Arbitration Procedures The parties agree that any controversy or claim arising out of or relating to the agreement or the breach thereof, shall be settled, at the option of the City by arbitration in accordance with the Rules of the American Association of Arbitration and judgment upon the award by the Arbitrator(s) may be entered in any court with jurisdiction thereof. 17.05 Performance Bond The contract shall specify requirements for a perform~jjehond in the case of the Contractor's failure to perform contracted services,'J:~eperformance bond shall be for a minimum of $,lQQ,OOO, ~ 17.06 General Compliance The Contractor agrees to comply with a\lj~pplicableFedera1, Statei~l1d local laws and regulations governing funds provideiillider ~~i~qontract. Once negotiations begin, the City will proyigedraft contract tanguage to the preferred vendor to addressgtg~r standard leg~l requirements. (Note: These requirements may include, b~t~g1B~limited to:~Recification for performance bond, prevailing wage; anti-ti}t~t,arbi1:l1l:ti(m, human> rights, City administrative ordinance; etc.). 17.07 Independent C?0,tr~~~?r Nothing con~ined in thi~agreemehtl~ intended to, or shall be construed in any malll1er, as:"8f~ating oriestablishin~i~he relationship of employer/employee between the parties. The Contractor shalt at all times remaiu an independent Contra~t?r with re~g~ptto the services to be performed under this Contract. Any ~n,~)~n:(::W-g.lgrees o~fentractor or other persons engaged in the performance of ~y workor,;~,rrvices'Tr9uired by Contractor under this Contract shall be considered emp~grees of<~ub-contractors of the Contractor only and not of the Fity; and any an,eall claims that might arise, including Worker's Compensation cl~~ms under th7_,)'Vorker's Compensation Act of the State of Minnesota or any other:~;~te, on _9t~alf of said employees or other persons while so engaged in any of the work or services provided to be rendered herein, shall be the sole obligation and respon~~1?i1ity of Contractor. 17.08 Hold Harmless The Contractor agrees to defend, indemnifY and hotd hannless the City, its officers and employees, from any liabilities, claims, damages, costs, judgments, and expenses, including attorney's fees, resulting directly or indirectly from an act or omission of the Contractor, its employees, its agents, or employees of sub- contractors, in the performance of the services provided by this contract or by reason of the faiture of the Contractor to futty perform, in any respect, any of its obligations under this contract. If a Contractor is a self-insured agency of the State of Minnesota, the terms and conditions of Minnesota Statute 3.732 et seq. shalt apply with respect to liabitity bonding, insurance and tiability limits. The -27 - - -ro;i;;"d: 150 17.09 17.10 17.11 provlslOns of MinnesGta Statutes Chapter 466 shall apply to other political subdivisions ofthe State of Minnesota. Accounting Standards The Contractor agrees to maintain the necessary source documentation and enforce sufficient internal controls as dictated by generally accepted accounting practices to properly account for expenses incurred under this contract. Retention of Records The Contractor shall retain all records pertinent to expenditures incurred under this contract for a period of three years after the resolutigjiyof all audit findings. Records for non-expendabte property acquired with fm)c4.~under this contract shall be retained for three years after final disposition of Sll,Qli:pfoperty. Data Practices The Contractor agrees to comply with the~iilhesota Goverririi~~tpata Practices Act and all other appticable state and federat taws relating to data privacy or confidentiatity. The Contractor must immediatety report to the City any requests from third parties for information relating to this Agreement. The City agrees to promptly respond to inquiries from the Contr3ptpf concerning data requests. The Contractor agrees to hotd the City, its officers, and employees harmtess from any claims resulting from the Contractor's unlawful disclosure or use of data protected under state and federal laws. All Proposats shall be treated as non-public information until the proposats are opened for review by the City. At tbat time the Proposals and their contents become publi9data un4~r the pro:yi~ions of the Minnesota Government Data Practices Act, Minn. Stat. C. 13. 17.12 Inspection of Records ~H:~8nm~g~8~rec6fd~~ith respect to any matters covered by this agreement shall ~~>'made avail~l~ to th~5ity or its designees at any time during normal business hours, as often~i~he City <ieems necessary, to audit, examine, and make excerpts pr transcripts ofaJlTelevant data. 17.13 Appl~~~ble L'>yi The ta\\'~\gr~gstate of Minnesota shall govern all interpretations ofthis contract, and theapPl'opriate venue and jurisdiction for any litigation which may arise hereunder Witt be in those courts tocated within tbe County of Ramsey, State of Minnesota, regardless of the place of business, residence or incorporation of the Contractor. 17.14 Contract Termination The City may cancel the Contract if the Contractor fails to futfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of the Contract if the default has not been cured after 60 days written notice has been provided. The City shall pay Contractor all compensation earned prior to the date of termination minus any damages and costs incurred by the City as a result -28- of the breach. If the contract is canceled or terminated, all finished or nnfinished documents, data, studies, surveys, maps, models, photographs. reports or other materiats prepared by the Contractor under this agreement shall, at the option of the City, become the property of the City, and the Contractor shall be entitted to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. 17.15 Emptoyee Working Conditions and Contractor's Safety Procedures The Contractor will ensure adequate working conditions and safety procedures are in place to comply with all applicable federal, state and local taws and regulations. The City reserves the right to inspect on a basis all trucks, equipment, facilities, working conditions, training records of claims for Worker's Compensation or safety violations and operating procedures documents. -29- Attachment A Map of Maplewood's Weekly Recycling Schedule MAPLEWOOD'S WEEKLV RECVCLING SCHEDULE Ensure Recycle Bin Is At Curb by 7 a.m. Monday ALSO INCLUDES BURKE COURT (EAST OF ARCADE STREET) I I Tuesday Wednesday Thursday Friday Questions: Call EUREKA RECYCLING at 651.222.7678 .... r~kr WI!' C.m Attachment B Maplewood's Reported Recycling Tonnage Attachment B Maplewood's Reported Recycling Tonnage The total tons of recyclable material collected by the current contracted hauler in the City of Maplewood the last four years are shown in Table B-1. Table B-1 Annual Curbside and MFD Recyclable Materials Collected under Contract (in Tons) City of Maplewood 2006 2007 2008 2009 Single-Family 2,306 2,200 2,040 1,930 Multi-Family 308 489 628 632 Total 2,614 2,689 2,668 2,562 These figures do not include an additional fifty tons (or less) per year ofrecyclables picked up at MFD buildings by other vendors not under contract by the City (the City does not reimburse the vendors who service these accounts). Per the City's current contractor, the City's curbside participation rate in 2009 was 70 percent and the set-out rate was 45 percent. Table B-2 itemizes the reported tonnage by material for 2009. Currently the City contracts for curbside recycling for single-family households and most of the MFD apartments units. A number of independent haulers serve other MFD units. B-1 Table B-2 2009 Reported Curbside and MFD Recyclable Materials Collected (in Tons) City of Maplewood MFD (Under TOTAL MFD Percentage of Curbside City Under City (Independent Total (Under SFD Contract) Contract Haulers) City Contract) Paper News Mix 1,213.60 374.85 1,588.45 9.40 62.9% Card board 105.00 32.44 137.44 0.10 5.4% Boxboard 70.07 21.65 91.72 0.00 3.6% Wet Strength 6.90 2.15 9.05 0.00 0.4% Phone Books 1.16 0.36 1.52 0.00 0.1% Textiles 1.70 0.54 2.24 0.00 0.1% Residuals 3.05 0.95 4.00 0.00 0.2% TOTAL PAPER 1,401.48 432.94 1,834.42 9.50 72.6% Containers Total Glass 335.80 105.06 440.86 5.10 17.4% Steel Cans 55.15 17.11 72.26 0.90 2.9% Aluminum Cans 27.78 8.66 36.44 0.20 1.4% PET 46.08 14.30 60.38 0.00 2.4% HDPE 58.10 18.05 76.15 0.00 3.0% Plastics 0.00 0.00 0.00 0.50 0.0% Mixed Containers 0.00 0.00 0.00 2.34 0.0% Residuals 5.80 0.21 6.01 0.00 0.2% TOTAL CONTAINERS 528.71 163.39 692.10 9.04 27.4% Single-Stream 0.00 0.00 0.00 17.41 TOTAL TONS 1,930.19 596.33 2,526.52 35.95 100.0% Attachment C Price Worksheet Attachment C Price Worksheet Instructions for City of Maplewood RFP Price Worksheet All proposers must fill out at least one price worksheet with each proposal scenario - Dual-Stream or Single-Stream. In addition, proposers may also complete the optional "Alternate" proposal scenario worksheet. Proposers may submit multiple scenarios. Vendors may use the attached forms or use their own in similar formats. However, the contents in Attachment C's price worksheets must be included if alternative formats are submitted. If the vendor proposes under the Dual-Stream scenario, the City will assume a collection service design similar to the current system, including weekly service. If the vendor proposes under the Single-Stream or Alternate proposal scenarios, the proposal must explicitly describe the collection service design (e.g., resident materials sorting/preparation requirements, collection frequency, cart size, cart ownership, procedure for handling non-targeted materials, etc.). Price per Household The proposed price per household per month charge to the City for SFD curbside recycling service and MFD recycling service must be completed for each scenario. Revenue Sharing The basic revenue share formula outline within this RFP can be summarized as a portion of the vendor's materials sales revenue from sale of all paper grades and aluminum, less processing costs for these commodities. Alternative revenue sharing formulae may be proposed. Vendors can indicate from zero (0) to 100 percent revenue share for percent of the designated published! price index. Thus, vendors may opt out of the revenue share component by simply inserting zero (0) percent for both the paper and aluminum revenue share lines for each scenario proposed. Alternate revenue sharing formula can be proposed, however these must be clear with examples for each alternate formula included as part ofthe proposal. In order to evaluate the proposals that contain revenue sharing, the City will calculate the net revenue share back to the City by using the assumed tonnage and material splits in Attachment B, Table B-2 (Total Under City Contract) and the following specified published indices: J If a vendor chooses not to use the designated published index, but rather use a verified market price paid to vendor from the sale of a particular recyclable commodity, it must be stated explicitly. . All Paper - OBM "Yellow Sheet," first week of the month, Chicago region for News #8, high-side. . Aluminum-~ Waste News' Secondary Materials Pricing, first week of the month, Chicago (Midwest/Central) region, Aluminum Cans, sorted and baled, regional average. It is important to note that the City does not guarantee any minimum tonnage or any specific material splits. These are estimates only for purposes of this RFP and comparing the value of any revenue sharing proposals. City of Maplewood '. Recycling Collection Price Worksheet Proposer (Company Name): ... "..:, -"" ;;i' ,/; XX /; ;; m\W~' :; ;e/XXii:c Proposed price per residential household per $ per SFD per month month: $ per MFD per month Revenue Share1 Proposal Paper revenue share percentage: % of published paper price index2 or verified market price paid to vendor3 Paper processing cost per ton: $ per ton of all paper grades Aluminum revenue share percentage: % of published aluminum price index4 or verified market price paid to vendor3 Aluminum processing cost per ton: $ per ton of aluminum 1 Revenue share is the published index (or actual sales) less processing fees. 2 OBM "Yellow Sheet," first week of the month, Chicago region. high price for ONP #8. 3 Verified market price paid to vendor for all paper grades (please provide an explanation of how actual market prices will be verified and reported to the City). 4 AMM, Aluminum, first issue of the month, high price for nonferrous scrap prices. City of Maplewood .. Recycling Collection Price Worksheet Proposer (Company Name): ""'<, ..."'.. {i< "i< gnu .<..:: 8ii;YY!<< ... c... <ii ..< ....>! <i<i... Proposed price per residential household per $ per SFD per month month: $ per MFD per month Revenue Share1 Proposal Paper revenue share percentage: % of published paper price index2 or verified market price paid to vendor3 Paper processing cost per ton: $ per ton of all paper grades Aluminum revenue share percentage: % of published aluminum price index4 or verified market price paid to vendor3 Aluminum processing cost per ton: $ per ton of aluminum 1 Revenue share is the published index (or actual sales) less processing fees. 'OBM "Yellow Sheet," first week 01 the month, Chicago region, high price lor ONP #8. 3 Verified market price paid to vendor for all paper grades (please provide an explanafion ot how actual market prices will be verified and reported to the City). 4 AMM, Aluminum, first issue of the month, high price for nonferrous scrap prices. Frequency of Collection (weekly or every-other-week): City of Maplewood .. Recycling Collection Price Worksheet Proposer (Company Name): Proposed price per residential household per month: $ per SFD per month $ per MFD per month Revenue Share1 Proposal Commodity: % of published price index2 or verified market price paid to vendor3 Commodity: Processing cost per ton: $ perton Commodity: % of published price index2 or verified market price paid to vendor3 Commodity: Processing cost per ton: $ per ton Commodity: % of published price index2 or verified market price paid to vendor3 Commodity: Processing cost per ton: 1 Revenue share is the published index (or actual sales) less processing fees, 2 Please provide the name of the index, the commodity grade and other details related to the index to be used. 3 Verified market price paid to vendor for certain commodities (please provide an explanation of how actual market prices will be verified and re orted to the Cit . $ per ton Frequency of Collection (weekly or every-other-week): Attachment D Current Contractor's Annual Recycling Public Education for SFD and MFD Residents <I'> c: '0 .S! 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'5 <=L<=L~ 0 0 0 0 z z z z ~ g ro '"' C E 0 EJ <=L ~ ~ ~ ~ 15 0 ill .s is <=L '"' B ill ;0 '"' '"' - 0 '" TI ro c f3= ill E - ro '"' ill '"' =0 ill_ ~ ill 0 ro E '0 c - 0 5 "0 ~ E~ 0 '"' <=L~ ill ill ro ~-g 0 ro8 "" E @ @ ~ 0 15 u=; .~ ~ E 0 0 ro = -'= 0 0 0 0 0 0 0 z z z z z z z o v; ~ ~ ~ l!~ ~.~ ..9.!E ~~ EO ~z .'!::" C, ~~ ~~ ~~ :::g. 5.~ ~- ~o ~ c ~.- -~ "-~ .E ~ II) ~ ~ ~ <...,)~ o Bt@ ~~g .!::! ~~ ~ g:.~ ~ Sl.\g ~ -~ J::~vl .s"E:g.. ~ 5'-'-' U ",g: "" D,Q ~%\i3 Q~ " .S ~~ ~ ~ ~ ~ E ' S~ ~ ~ ~ ~ ~ a .~ tBt;: - ~ 0" G~ tt1~ "'-;;; .'!::: ;:,. " Q ~ l;j ~ ~ E <::: o ~ "'" .~ <l> - ~ ~ ~ ttI ";::: c: '" '" " '" UVl~ ~ ~~ .f:.= ]j ~~ <:: ~~~ .,~ ~ ~ ~ .~ 0; ~ v; o :2: ~ ~ = E i" .~ "D ill >--:= to - ~ "D ;0 0 rn .~ " "D 0 0 z z o v; z w ~ 5 ~ ., .S:! .r./) ~~~ -"'>- ~~o >,..;::::;---1 ~c'-' 5 Q.> C'l ....t;:;ro ~~~ ~~- .5 1l "5 .!S! Q., -? ~ ~ u ,., ~~ ~ ~ E" ~E @ .~ <3~ ~ s :c" ~~ ~ '" RECYCLI AT YOUR BUILDING ottles & I colors) No dishes No ceramics No window gloss No light bulbs What can I do to help make recycling successful at my building? ' Recycle! We know that it can be a challenge to find space to store recycling in your home, and it takes time and effort to sort materials and bring them down the stairs and out to the carts. But the extra effort you make to recycle really does make a difference I Talk to your neighbors! Check in with other people in your building (especially new residents!) and make sure they know where the carts are and how to recycle. Call us at (651) 222-S0RT (7678) and we can send you free flyers to pass out and posters to hang in your laundry room, lobby or on your door. '? ' -'~--\ I ., 1I'lt.l ' ) , . - -I,? '--__'""\ , ~ \ \ ... ~- =-<~. Volunteer to be . a cart mOnitor. We can't pick up your recycling unless the carts are trash free. Once a cart has trash in it, it attracts more trash, so keeping a close eye on what's in your carts will help keep your materials clean and recyclable I Nonprofit Org. US Postage PAID Saint Paul, MN Permit No. 2787 2828 Kennedy Street NE Minneapolis, MN 55413 Thook ~~~g for recY TogerherWeC,m This multifamily recycling program is sponsored by Eureka Recycling, the City of Moplewood, and the State of Minnesota SCORE funds through Ramsey County. @ Printed on 100% postconsumer recycled poper, processed without the use of chlorine. Attachment E Proposal Content Checklist City of Maplewood Proposal Content Checklist Proposers shall complete and submit this checklist. Items to be included in proposals are listed as either Mandatory or Optional. Mandatory D Twelve (12) written, hard copies of the proposal and all attachments. D One (I) electronic copy of the proposal (formatted in Microsoft Word or a suitably comparable alternative). D Statement of vendor qualifications, including references of other municipal clients in the Twin Cities metro region receiving similar services. D List of materials proposed to be collected if different than the City's standard list of recyclable materials (Sections 2.19, "Paper" and 2.25, "Rigid Containers"). If additional materials are being proposed to be collected for recycling, please describe under the "Optional" section below. D Examples of Proposer's public education materials. D List of location(s) of the processing facilities or MRFs where material collected from the City will be delivered and/or processed. D Completed price worksheet(s) (Attachment C), by collection method (Dual-Stream, Single- Stream, or Alternate), including proposed price per SFD per month and MFD per month. In addition, if the vendor proposes processing costs per ton and/or revenue sharing, the details must be provided under the specific collection method. D Explanation of how participation rates and set-out rates will be measured. D Statement as to any litigation in the past five years within the State of Minnesota and the current status of that litigation. D Statement ofthe end use of the glass collected from the City of Maplewood. Provide descriptions of the following: D Proposed dual-stream and/or single-stream collection, processing and public education services for: . Single-family dwellings (SFDs) receiving "curbside recycling service;" and . Multiple family dwellings (MFDs) receiving "curbside recycling service" or "MFD collection service." D Experience in providing recycling collection services at community events for other municipalities. D Contractor-sub-contractor relationships, if applicable. (over) I Proposal Content Checklist (continued) o Proposer's plans to minimize the amount of residuals from the processing of the City's recyclable materials. o Proposer's current steps to reducing air pollution from collection vehicles including, but not limited to: use of low-sulfur diesel fuel, biodiesel, or natural gas; current use of particulate filters for the fleet; and/or a timetable for converting fleet to using alternative fuels and installing air pollution reduction technology. o Proposer's current efforts and future plans to reduce greenhouse gas emissions (from collection operations, processing operations, transporting materials to market, etc.) as well as any environmentally sustainable initiatives that are currently a part of the proposer's business operations or are planned for the future. Optional o List of additional materials proposed to be collected for recycling from SFD and MFD units such as textiles, additional plastics, scrap metal, etc. Proposer must provide explanation/documentation that these materials will be recycled and the end markets are sustainable. o Development of drop-off site(s) for acc, scrap metal, and/or other material. o Specify additional public education that the Proposer is able to provide the City beyond the RFP requirements (e.g., more than once per year, target specific neighborhoods, etc.). o Specify other public education tools that the Contractor could provide in cooperation and coordination with MFD building owners (e.g., posters, signage, etc.). o Describe innovative approaches to increase recycling rates, promote reuse and waste reduction, and other sustainability efforts. 2 Agenda Item 6.b. MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Alternative Energy Ordinance April 15, 2010 for the April 19 ENR Commission Meeting BACKGROUND Last year the Environmental and Natural Resources Commission began reviewing the benefits and negative aspects of wind turbines. The city had received a few inquiries about the installation of wind turbines on commercial, school, and residential properties. The city does not have an ordinance which would allow the installation of wind turbines. The city does have a tower ordinance which allows for the installation of cell towers with approval of a conditional use permit. This ordinance was adopted to address the cell phone technology ten years ago, but could be interpreted to allow for wind "towers" as well. On September 21, 2010, the commission reviewed a model wind tower turbine ordinance created by the American Wind Energy Association (Attachment 1). It was determined at that time that the city should expand the wind turbine ordinance to include other alternative energy sources, DISCUSSION The city adopted an energy efficiency and conservation strategy in December 2009. The strategy was required as part of the city's energy efficiency conservation block grant. One of the purposes of the strategy was to help establish policies and priorities to move Maplewood in the direction of improved long-term operational energy efficiency. Implementation of the strategy includes the adoption of energy policies that will ensure achievement of the city's energy goals. The alternative energy ordinance, which will assist in the promotion of alternative energy sources throughout the city, will help Maplewood meet that goal. George Johnson, senior scientist with Short Elliot Hendrickson (SEH), will be assisting the ENR Commission and staff on the drafting of an alternative energy ordinance from this point forward. Mr. Johnson also assisted the city on the creation of the energy strategy. As a starting point for discussion, Mr. Johnson suggests that the ENR Commission review CR Planning's model alternative energy ordinances (Solar Energy Standards [Attachment 2] and Model Wind Energy [Attachment 3]). CR Planning is a firm that provides consultant services in the areas of sustainable development and zoning and land use ordinances. The solar energy standards ordinance is based primarily on a model ordinance created for Solar Minnesota, under a Million Solar Roofs grant from the U.S. Department of Energy. The wind energy ordinance is based primarily on the model ordinance for county governments created in 2005 by the Clean Energy Resource Teams and the Minnesota Project. RECOMMENDATION Review the attached model wind and solar energy ordinances. Be prepared to discuss the issues during the April 19, 2010, Environmental and Natural Resources Commission meeting. Attachments: 1. American Wind Energy Association Model Wind Turbine Ordinance 2. CR Planning Solar Energy Standards Model Ordinance 3. CR Planning Wind Energy Model Ordinance 2 Attachment 1 American Wind Energy Association Model Zoning Ordinance Permitted Use Regulation for Small Wind Turbines Section 1 Purpose: It is the purpose of this regulation to promote the safe, effective and efficient use of small wind energy systems installed to reduce the on-site consumption of utility supplied electricity. Section :2 Findings: The [city or county] finds that wind energy is an abundant, renewable, and nonpolluting energy resource and that its conversion to electricity will reduce our dependence on nonrenewable energy resources and decrease the air and water pollution that results from the use of conventional energy sources. Distributed small wind energy systems will also enhance the reliability and power quality of the power grid, reduce peak power demands, and help diversify the State's energy supply portfolio. Small wind systems also make the electricity supply market more competitive by promoting customer choice. The State of has enacted a number of laws and programs to encourage the use of small-scale renewable energy systems including rebates, net metering, property tax exemptions, and solar easements. [as appropriate] However, many existing zoning ordinances contain restrictions, which while not intended to discourage the installation of small wind turbines, that can substantially increase the time and costs required to obtain necessary construction permits. Therefore, we find that it is necessary to standardize and streamline the proper issuance of building permits for small wind energy systems so that this clean, renewable energy resource can be utilized in a cost-effective and timely manner. Section 3 Definitions: Small Wind Energy System: A wind energy conversion system consisting of a wind turbine, a tower, and associated control or conversion electronics, which has a rated capacity of not more than 100 kW and which is intended to primarily reduce on-site consumption of utility power. Tower Height: The height above grade of the fixed portion of the tower, excluding the wind turbine itself. Section 4 Permitted Use: Small wind energy systems shall be a permitted use in all zoning classifications where structures of any sort are allowed; subject to certain requirements as set forth below: 1 4.1 Tower Height: For property sizes between V2 acre and one acre the tower height shall be limited to 80 ft. For property sizes of one acre or more, there is no limitation on tower height, except as imposed by FAA regulations. 4.2 Set-back: No part of the wind system structure, including guy wire anchors, may extend closer than ten (10) feet to the property boundaries of the installation site. 4.3 Noise: Small wind energy systems shall not exceed 60 dBA, as measured at the closest neighboring inhabited dwelling. The level, however, may be exceeded during short-term events such as utility outages and/or severe wind storms. 4.4 Wind Turbines: Small wind turbines must have been approved under the Emerging Technologies program of the California Energy Commission or any other small wind certification program recognized by the American Wind Energy Association. 4.5 Compliance with Uniform Building Code: Building permit applications for small wind energy systems shall be accompanied by standard drawings of the wind turbine structure, including the tower, base, and footings. An engineering analysis of the tower showing compliance with the Uniform Building Code and certified by a licensed professional engineer shall also be submitted. This analysis is frequently supplied by the manufacturer. Wet stamps shall not be required. 4.6 Compliance with FAA Regulations: Small wind energy systems must comply with applicable FAA regulations, including any necessary approvals for installations close to airports. 4.7 Compliance with National Electric Code: Building permit applications for small wind energy systems shall be accompanied by a line drawing of the electrical components in sufficient detail to allow for a determination that the manner of installation conforms to the National Electrical Code. This information is frequently supplied by the manufacturer. 4.8 Utility Notification: No small wind energy system shall be installed until evidence has been given that the utility company has been informed of the customer's intent to install an interconnected customer-owned generator. Off-grid systems shall be exempt from this requirement, 2 ~ - .- - co Q) a::: o - ~ (J .- - o a.. E o ... LL. "il "0 o -.;=S ~< '" -.; "'- :::> $'E em 00 gEm ~2~ os: g olio e .2>> ~u .2e ca;f ~ g:!~ NoE: .~ oe e 0 co " ..... = '" S c. o "il ~ ~ '" :E " - = 'OJ ..... '" = 00 ... -<S '" '" " = " = ;;; ... o 1" rn i5 . ~ 'c ~ E E o () m :c rn e S . ~ Cf) ;;- c m Jf e 1" o () c .Q :2 ." [L '" o . m c c ~ rn >- .c "C m "C c ~ LL ~ ~ ~ U <:1 oj !: .~ " r:Q ..... bIJ u !: ..... .E !: biJ ... !: 0 i:: ~ rtl ... oj 0 '2 <:1 ..- ..c: i:: "CI 0- ~ "' " ;:l 0 ~"" ~ Q: 0 '- " h E?~ U <= OJ " ~ " "- oj 00 OJ E " s I!1P " E ~ E ~ '0 " o. " o " P-< uoe P-< Ui:C \Il \l i.. \1j \l " ,~ +l \I) ), ~ '" !:: \J.l i.. 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MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Chickens in Residential Zoning Districts April 15, 2010 for the April 19 ENR Commission Meeting BACKGROUND Urban communities throughout the country are considering allowing chickens in residential areas as a way of promoting urban agriculture and sustainability. There has been an interest by some Maplewood residents and the Environmental and Natural Resources (ENR) Commission to allow chickens in Maplewood for this purpose as well. Maplewood's ordinance currently prohibits poultry, including chickens, in residential zoning districts. DISCUSSION Cities Which Permit Chickens in Residential Zoning Districts 1. Minneapolis: No maximum number of chickens specified in the ordinance. Permit must be approved by at least 80 percent of neighbors within 100 feet of the property. The city conducts an investigation of the location and shelter prior to approval of the permit. Currently the City of Minneapolis has 150 permits for chickens. 2. St. Paul: More than one chicken requires a permit. No maximum number of chickens specified in the ordinance. Permit must be approved by at least 75 percent of neighbors within 150 feet of the property. The city conducts an investigation of the location and shelter prior to approval of the permit. Currently the City of St. Paul has 75 to 100 permits for chickens. 3. Oakdale: More than one chicken requires a permit. No maximum number of chickens specified in the ordinance. Permit must be approved by at least 75 percent of neighbors within 150 feet of the property. The city conducts an investigation of the location and shelter prior to approval of the permit. Currently the City of Oakdale has one permit for chickens. 4. Shoreview: The ordinance allows a maximum of four hens on a residential property that is 2 acres in size or less with a permit. Roosters are prohibited. Residential properties greater than 2 acres are allowed more than four chickens with the approval of a conditional use permit. Slaughtering of chickens is prohibited. Chicken coops must be at least 30 feet from an adjacent principal dwelling, and must be placed in the rear yard. Since adoption of the ordinance last year, the city has issued three permits. 5. Burnsville: Burnsville adopted an ordinance allowing chickens in residential areas in 2009. The ordinance allows a maximum of four hens on a residential property with a permit. No slaughtering or cockfighting is allowed. Chickens must be fenced. Since adoption of the ordinance last year, the city has issued three permits. 6. Rosemount: Up to three chickens allowed on a residential property, no permit required. The chickens must be raised in a manner not to cause injury or annoyance to persons on other property in the vicinity by reason of noise, odor, or filth. A chicken may be humanely euthanized or sold after it has been impounded for a violation of the ordinance and no owner has claimed the chicken within five business days. Impacts of Chickens in Residential Zoning Districts Since last fall, the ENR Commission has reviewed positive and negative impacts caused by raising chickens in residential areas for the production and personal consumption of eggs. Positive impacts outlined by several residents include allowing homeowners to produce their own food, healthy and organic eggs, and fertilization of gardens from chicken manure. Negative impacts outlined by the Chief of Police, Animal Control Officer, and Health Officer include nuisance complaints from neighbors, costs associated with picking up and impounding stray chickens, administration of the initial and yearly inspections, and disease concerns. Because of the continued interest in allowing chickens in residential areas by residents, the ENR Commission requested that staff draft an ordinance which would allow chickens in residential areas, while regulating the use to ensure negative impacts are addressed. The ENR Commission briefly reviewed the proposed ordinance drafted by staff below during the March meeting. A summary of the comments include: how do we determine cruelty to chickens, consent requirement for real estate within 150 feet of the property could mean just the consent of four neighbors, consent requirement should require consent from neighbors across the street, we should ensure that we prohibit the slaughtering of chickens, we should look at allowing chickens based on the size of the lot, the ordinance should ensure the city is able to recoup the costs of picking up and housing stray chickens from the owners, heating of chicken coops during the winter with a bulb could pose a fire hazard. Based on these comments staff has revised the proposed ordinance below. Proposed Ordinance Amendment Residential Zoning: Following is language which currently exists in the city code regarding residential areas. Additions to this language which would allow chickens in residential areas are underlined. Chapter 44 (Zoning), Article II (District Regulations), Division 3 (R-1 Residence District) Sec. 44-6. Definitions. Poultry means domesticated birds that serve as a source of eggs or meat and that include among commercially important kinds, chickens, turkeys, ducks, geese, peafowl, pigeons, pheasants and others. Sec. 44-103. Prohibited uses. The following uses are prohibited in the R-1 residence district: (1) The raising or handling or livestock, poultry (except for chickens as outlined in Sections 10-476 throuQh 10-487. Chickens) or animals causing a nuisance, except for licensed kennels. 2 Animals: Following is proposed language which would specify the permitting requirements for chickens in residential areas. This language would be added to animal chapter of the city code. Much of the language is taken from the city's existing dog section of the animal ordinance. Chanqes to the proposed ordinance based on the ENR Commission's comments in March are underlined if added and stricken if deleted: Chapter 10 (Animals), Article IX (Chickens) Sec. 10-476. Definitions. Chicken means a domesticated bird that serves as a source of eqqs or meat. Hen means a female chicken. Rooster means a male chicken. SeG. 10 477. Rules and regulations relating to permits and humane treatment. The council shall promulgate rogulations gO'Jerning the issuance of permits, and such regulations shall include requirements for humane care of the owner's sAickons and for compliance with all sections of this article and other applicable state and local laws. The council may amend such regulations from time to time as it deems desirable for the public health and wolfare and to protect chickons frem cruelty. Sec. 10-478. Investigation and enforcement. Officers designated by the city manager and approved by the council shall have police powers in the investigation and enforcement of this article, and no person shall interfere with, hinder or molest any such officer in the exercise of such powers. The officer shall make investigations as is necessary and may grant, deny or refuse to renew any application for permit under this article. Sec. 10-479. Limitations for each dwelling unit in residential zones. No more than six (6) four (4) hens shall be housed or kept on anyone residential site in any area of the city zoned for sinqle dwellinq residential R 1 residence district with a permit as outlined below. Roosters are prohibited. Slauqhterinq of chickens is prohibited. Sec. 10-480. Permit required. The officer shall grant a permit for chickens after the applicant has sought the written consent of seventy-five (75) percent of the owners or occupants of privately or publicly owned real estate within one hundred fifty (150) feet (should this distance be increased?) of the outer boundaries of the premises for which the permit is being requested, or in the alternative, proof that the applicant's property lines are one hundred fifty (150) feet or more from any structure. However, Consent is also required where a street separates the premises for which the permit is being requested from other neighboring property if it meets the distance requirements specified above. no consent is roquired from the owners or occupants of property located on the opposite side of the stroet. Where a property within one hundred fifty (150) feet consists of a multiple dwelling or multi-tenant property, the 3 applicant need obtain only the written consent of the owner or manager, or other person in charge of the building. Such written consent shall be required on the initial application and as often thereafter as the officer deems necessary. Sec. 10-481. Application. Any person desiring a permit required under the provisions of this article shall make written application to the city clerk upon a form prescribed by and containing such information as required by the city clerk and officer. Among other things, the application shall contain the following information: (a) A description of the real property upon which it is desired to keep the chickens. (b) The species and number of chickens to be maintained on the premises. (c) A site plan of the propertv showino the location and size of the proposed chicken cooP. setbacks from the chicken coop to surroundino buildinos (includino houses and buildinos on adiacent lots, and the location, stvle. and heioht of fencino proposed to contain the chickens. (d) A statement that the applicant will at all times keep the animals in accordance with all of the conditions prescribed by the officer, or modification thereof, and that failure to obey such conditions will constitute a violation of the provisions of this chapter and grounds for cancellation of the permit. (e) Such other and further information as may be required by the officer. Sec. 10-482. Permit conditions. If granted, the permit shall be issued by the city clerk and officer and shall state the conditions, if any, imposed upon the permitted for the keeping of chickens under this permit. The permit shall specify the restrictions, limitations, conditions and prohibitions which the officer deems reasonably necessary to protect any person or neighboring use from unsanitary conditions, unreasonable noise or odors, or annoyance, or to protect the public health and safety. Such permit may be modified from time to time or revoked by the officer for failure to conform to such restrictions, limitations, prohibitions. Such modification or revocation shall be effective from and after ten (10) days following the mailing of written notice thereof by certified mail to the person or persons keeping or maintain such chickens. Sec. 10-483. Violations. (a) Any person violating any of the sections of this article shall be deemed guilty of a misdemeanor and upon conviction, shall be punished in accordance with section 1- 15. (b) If any person is found guilty by a court of violation of section 10-1, their permit to owner, keep, harbor, or have custody of chickens shall be deemed automatically revoked and no new permit may be issued for a period of one year. (c) Anv person violatino anv conditions of this permit shall reimburse the city for all costs borne bv the citv to enforce the conditions of the permit includino the pick UP and impoundino of uncontained chickens. 4 Sec. 10-484. Required; exceptions. No person shall (without first obtaining a permit in writing from the city clerk) own, keep, harbor or have custody of any chicken. Sec. 10-485. Fees; issuance. For each residential site the fee for a permit is as may be imposed, set, established and fixed by the city council, by resolution, from time to time. Sec. 10-486. Term. The permit period under this division shall commence on January 1 of the year the permit is issued and will terminate on December 31 of the year after the permit is issued. Sec. 10-487. Revocation. The city manager may revoke any permit issued under this division if the person holding the permit refuses or fails to comply with this article, with any regulations promulgated by the council pursuant to this article, or with any state or local law governing cruelty to animals or the keeping of animals. Any person whose permit is revoked shall, within ten days thereafter, humanely dispose of all chickens being owned, kept or harbored by such person, and no part of the permit fee shall be refunded. RECOMMENDATION Review and comment on the proposed ordinance amendment outlined above. This amendment would allow residential property owners to own chickens with a permit. 5 Agenda Item 9.1 MEMORANDUM TO: FROM: SUBJECT: DATE: Environmental and Natural Resources Commission Shann Finwall, AICP, Environmental Planner Envir()nmental and Natural Resources Commission 2010 Goals April 15, 2010 for the April 19 ENR Commission Meeting INTRODUCTION On March 24, 2010, the Environmental and Natural Resources (ENR) Commission held a goal setting meeting. During the meeting the commission chose three main goals to focus on in 2010 including trash hauling, greenways, and neighborhood environmental groups. The commission should now discuss how best to implement these goals. DISCUSSION 1. Trash Hauling: During a city council workshop to be held on May 3, 2010, staff will begin discussions with the council on organized trash hauling. Items to be discussed include: 1) update on the ENR Commission's work to date; 2) history of previous attempts by the city and the county to organize trash hauling; 3) environmental impacts of an open hauling systems and financial and environmental benefits of an organized system; and 4) review of the statutory and ordinance revision process required to organize. Staff hopes to obtain feedback from the city council on their willingness to pursue organized trash hauling. Staff recommends the commission form a trash hauling subcommittee of two to three commissioners to assist staff in this process. The subcommittee will report all information and recommendations to the full commission. 2. Greenways: In 2009 the greenways subcommittee began exploring the city's four greenways and general greenway concepts. The city council formally adopted the 2030 comprehensive plan in January 2010, which includes the greenway concepts. Staff finds that a broader dialog will now be required to ensure full participation of these concepts by the community. To accomplish this staff is proposing greenway neighborhood meetings later this year. These meetings will serve to educate and obtain feedback from property owners within and surrounding each greenway. The neighborhood meetings will serve to educate the public on the value of greenways to the community, as well as gauge the public's level of interest or willingness to support regulations or policies that will protect these greenways. Staff recommends the commission form a greenway subcommittee of two or three commissioners to assist staff in this process. The subcommittee will report all information and recommendations to the full commission. 3. Neighborhood Environmental Groups: There was interest by the commission last year and this year on forming neighborhood environmental groups. It will be important for the commission to narrow down the scope of this broad-based goal. Staff recommends that a subcommittee of two or three commissioners be formed to begin that discussion. The subcommittee will report all information and recommendations to the full commission. RECOMMENDATION The Environmental and Natural Resources Commission should review the 2010 goals and determine how best to implement those goals.