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Home My WebLink About2010 04-26 City Council Manager Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:15 P.M. Monday, April 26, 2010 Council Chambers, City Hall A.CALL TO ORDER B.ROLL CALL C.APPROVAL OF AGENDA D.UNFINISHED BUSINESS 1. Sustainability Update (5:15 to 5:30 p.m.) 2. Review and Discuss Turf Management Plan (5:30 to 6:00 p.m.) 3. Recycling Contract Request for Proposal (6:00 to 6:45 p.m.) E.NEW BUSINESS F.ADJOURNMENT THIS PAGE IS INTENTIONALLY LEFT BLANK Agenda Item D.1 MEMORANDUM TO: James Antonen, City Manager FROM: Shann Finwall, AICP, Environmental Planner DuWayne Konewko, Community Development and Parks Director SUBJECT: Sustainability Update DATE: April 19, 2010 for the April 26 City Council Workshop INTRODUCTION Sustainability is described as meeting the needs of the present without compromising the ability of future generations to meet their own needs. Local governments are in a unique position to implement and influence sustainability by the policies they set, by the approaches they use in city operations, and by the promotion of sustainability through city-wide education. For this reason, local governments should lead by example. Over the years Maplewood has made strides toward leadership in sustainability through various programs and educational opportunities that reduce emissions and pollution. Maplewood does this by promoting recycling, implementing stormwater best management practices in developments and street projects, and offering environmental programming at the Maplewood Nature Center, to name a few. Another important opportunity for leadership in sustainability is in the area of city operations. Maplewood should continuously assess the impacts city operations have on the environment. When making these assessments it is important to determine if modifications are necessary to reduce impacts and if so are the modifications practical, economical, and will they meet community needs. This report is intended to update the City Council on past sustainability accomplishments and obtain feedback on sustainability goals for the coming years. DISCUSSION Environmental and Natural Resources Commission The City Council formed the Environmental and Natural Resources (ENR) Committee in 2004. In 2006 that committee was made a full commission by the City Council, charged with protecting, preserving, and enhancing the environment in the city. One of their missions is to develop and promote sustainable practices for city policies and procedures. The ENR Commission has been successful in this mission by assisting the city in the creation of several sustainable policies such as the tree protection ordinance, wetland ordinance, and the energy efficiency and conservation strategy. On April 19, 2010, the ENR Commission recommended approval of an annual report which outlines their accomplishments in 2009 and their goals for 2010. This report will be reviewed by the City Council in May. The ENR Commission’s 2009 annual report will reflect additional accomplishments toward the city’s goal of sustainability including recommendations for a new recycling contract request for proposal, which the City Council will review later in the workshop. 1 Packet Page Number 3 of 69 The commission will also outline their 2010 goals including organized trash hauling, greenways, and neighborhood environmental groups. Green Team Background On June 23, 2008, the City Council adopted the U.S. Mayors Climate Protection Agreement. The agreement commits the city to reducing emissions and pollution in city operations and the community. On July 28, 2008, the City Council authorized staff to form a working group (Maplewood Green Team) to review and make recommendations on how the city can realistically and feasibly reduce emissions and pollution now and in the future. The Maplewood Green Team held their first meeting in September 2008. Membership The Green Team is made up of a group of staff who work together on environmental and sustainability issues at a city operation level. There are representatives from each department of the city to ensure full participation. In 2010 Councilmember Kathleen Juenemann was appointed as the council liaison to the Green Team. Green teams are found to be the most successful and productive when there is buy in from upper management and policy makers, so having representation from each department and support from the City Council is key to the Green Team’s success in guiding the city toward sustainable operations. Accomplishments Accomplishments made by the Green Team since its formation in 2008 include: Sustainable Maplewood 1. Oversight and assistance in the project. Sustainable Maplewood was a capstone project conducted by the University of Minnesota Environmental Sciences undergraduate students in 2008. The project included a review of city operations and policies in order to formulate recommendations on how the city can create models for sustainability. Many of these recommendations are being carried out by the Green Team and the city as a whole. recycling re-invigoration program 2. The Green Team also undertook a successful in all city buildings. This was accomplished with assistance from the city’s recycling partner Eureka Recycling. The Green Team made recycling more efficient and convenient by distributing recycling bins throughout city buildings to be conveniently located and have consistent color, design, and labeling. The Green Team also undertook an educational program for all staff on first reducing waste, then reusing, and finally recycling. The program was a huge success with recycling rates in city buildings increasing by 22 percent. 3. As part of the Energy Efficiency and Conservation Block Grant program the city was Energy Efficiency and Conservation Strategy required to complete an . The energy strategy aligned with one of the Green Team’s 2009 goals, which was the promotion of energy conservation in city operations and the community. The strategy provides a roadmap for reducing energy use and lowering energy costs for government, businesses, and residents. The Green Team assisted with the development of the strategy, which was adopted by the City Council in December 2009. The Green Team 2 Packet Page Number 4 of 69 will serve as staff review for the implementation of the strategy as we move forward with our energy goals. 2010 Goal environmental purchasing In 2010 the Maplewood Green Team will focus on drafting an policy . Environmental purchasing was one of the implementation action plans called out in the Energy Efficiency and Conservation Strategy. Adoption of such a policy will demonstrate the city’s commitment to buying goods, materials, services, and capital improvements in a manner that reflects Maplewood’s core values of fiscal responsibility, social equity, community and environmental stewardship. Sustainable City Operations Work Groups Sustainable operations is about planning and carrying out the city’s day-to-day work with full consideration of how environmental factors affect long-term goals. It means eliminating waste, lowering long-term maintenance and operating costs, and improving the work environment and the community. It also translates into good economic sense. In April 2010 city staff formed a Sustainable Operations Work Group to examine our current operations in several areas of the city and determine impacts these operations might have on the environment. The Sustainable City Operations Work Groups will be an off-shoot of the Maplewood Green Team, with participation from all levels of the city including maintenance staff in Parks, Streets, Sewers, and Mechanical divisions of Public Works, as well as all other departments. During the first meeting the group brainstormed six areas of operations to concentrate on in 2010 including: 1) review of organized trash hauling; 2) city fleet operations; 3) city snow removal and maintenance policies; 4) building operations; 5) complete street policy; and 6) turf management plan. The City Council directed staff to draft a turf management plan during the adoption of the new wetland ordinance in December 2009. Ginny Gaynor, natural resources coordinator, and James Taylor, recreation program supervisor, will present their preliminary findings later in this workshop. The other groups will be assessing the operations that have the most impact on the environment or that the city has received the most complaints/concerns from the public on, and reviewing these operations to determine ways to lessen their impacts. When making these assessments the groups will determine if the modifications to the operations will reduce impacts to the environment, will be practical, will be economical, and will meet community needs. The initial phase of our Sustainable Operations Work Groups will be complete in approximately five months. The work groups will present their findings and recommendations to the ENR Commission and City Council toward the end of 2010. SUMMARY Maplewood is in a unique position toimplement and influence sustainability by the policies we set, by the approaches we use in city operations, and by the promotion of sustainability through city-wide education. The city should continue to strive to be a leader in the area of sustainability. 3 Packet Page Number 5 of 69 Agenda Item D2 MEMORANDUM TO: James Antonen, City Manager FROM: DuWayne Konewko, Community Development and Parks Director Ginny Gaynor, Natural Resources Coordinator Jim Taylor, Recreation Supervisor SUBJECT: Review and Discuss Turf Management Plan DATE: April 19, 2010 for April 26, 2010 council workshop INTRODUCTION One of the City Council’s 2010 goals is “Environmental Planning: Further develop processes for ‘going green,’ sustainability.” In early 2010, City Council requested that staff develop a turf management plan that addresses environmental concerns about mowing and the use of fertilizer and pesticides at our parks. Staff will present the proposed Turf Management Plan at the April 26, 2010 council workshop for review and discussion. DISCUSSION The proposed Turf Management Plan (Attachment 1) emphasizes: 1. A balanced approach; 2. Reducing the amount of turf in parks; 3. Varying maintenance levels according to turf use or classification; and 4. Reducing negative environmental impacts of turf maintenance. Major changes in park maintenance need careful consideration to ensure the changes are appropriate and will be implemented successfully. Most new practices and products should be tested on smaller areas before they are implemented system-wide. Projects proposed for 2010 are summarized in the 2010 Turf Work Plan (Attachment 2). Staff recommends that in 2010 the city implements the Turf Classification and Maintenance chart, tests strategies for reducing turf, researches new products, and evaluates each park for turf reduction. At the April 26 council workshop, staff will present the proposed Turf Management Plan and answer questions. RECOMMENDATION Staff requests that the City Council review and discuss the proposed Turf Management Plan. No action is required. Attachments: 1. Turf Management Plan 2. 2010 Turf Work Plan Packet Page Number 6 of 69 Attachment 1 CityofMaplewood TurfManagementPlanforParksandPublicLand April19,2010 Background Turfgrasshasmanybenefits.It: Protectssoilfromerosion; Providesexcellentsurfaceforplayorwalking; Providesashortgroundcoverthatwithstandstramplingandcompaction; Coolsthesoil;and Providesaestheticbenefits. Turfmaintenanceactivitiescannegativelyimpacttheenvironment. Fertilizer.Adequatenutrientsareessentialforhealthyturfandfertilizationisnecessarytomeet nutrientrequirements.However,fertilizercanendupinsurfacewaterandgroundwater, pollutingitanddegradingwaterqualityandhabitatforfishandaquaticorganisms. dardturf Water.InDŝŶŶĞƐŽƚĂ͛Ɛclimate,highqualityturfareastypicallyrequirewatering.Stan cansurvivedroughtperiodsbutwillgodormantandmaybebrownindrysummers.Inurban areas,anestimated30%60%offreshwaterisusedforwateringlawns. Pesticides.Herbicidesareoftenusedtocontrolweedsinturfanditisestimatedthatonly35% ofherbicideappliedreachesthetargetplants.Onveryhighqualityturfareas,insecticidesor fungicidesmaybeusedtocontrolinsectsordiseases.Pesticidescanbeharmfultohumans,to plants,toanimals,toair,andtowater. Mowing.Mowingrequiresfossilfuelsandcreatesairpollution.TheEnvironmentalProtection Agencyrecentlyadoptednewregulationsonemissionsforlawnequipmentsopollutionfrom mowersshouldbereducedincomingyears. TheCityofDĂƉůĞǁŽŽĚ͛Ɛoverallgoalforturfmanagementistohavehealthyturfgrasswhereturfis desired,whileminimizingtheenvironmentalimpactsofmaintainingturf.InthelateϭϵϵϬ͛ƐtheCityof Maplewood,stoppedtreatingdandelionsatitsparks.Therewasahugeoutcryfromthecommunity. Staffspentmanyhoursaddressingcomplaintsaboutsafetyofathleticfields,aesthetics,seedsfrompark dandelionsblowingontoprivateproperty,and͞ŶĞŐůĞĐƚ͟ofourparks.Majorchangesinturf dtobecarefullyevaluatedandideallytestedtodeterminetheirefficacy, managementstrategynee acceptancebythecommunity,andoperationallogistics. Thecityhasadoptedmanybeneficialpracticestoreduceenvironmentalimpactsofturfmanagement. TheParksDepartmenthasneverbaggedgrassclippings,reducingtheamountoffertilizerneeded.The departmentstoppedusingphosphorousfertilizer25yearsago,wellbeforethebanonphosphorousin lawnfertilizer.Inaddition,thestandardmowingheightforMaplewoodparkshasbeen3ϭͬϮ͟(except forathleticfields).In2005,thePublicWorksDepartmentreducedmowingnearlyinhalfbyreducing mowingwidthonsomeboulevardsandreducingtheamountmowedaroundstomponds. TurfManagementGoalsforMaplewood 1.Indecisionmaking,considerintendeduseofturf,environmentalimpacts,economicimpacts, aesthetics,andoperations. 2.Reducethenumberofacresofturfgrassatparksandonpubliclands. 1 Draft4/12/10 Packet Page Number 7 of 69 3.Varylevelofmaintenancebasedonturfclassification. 4.Minimizetheenvironmentalimpactsofturfmaintenance. Goal1:BalancedApproach Thecityiscommittedtoaturfmanagementplanthatbalancesseveralinterests: Use/Function:Turfshallbemaintainedsoitservesitsintendeduse,whetherthatisasports field,anareaforcasualplayandrelaxation,orgeneralgroundcover. Environment/Ecology:Turfshallbemaintainedinawaythatminimizesthenegative environmentalimpacts. Aesthetics:Turfshallbemaintainedinawaythatmeetstheaestheticacceptanceofthe community.Thismayvaryfordifferentareasofapark.Educationmaybenecessarytohelp gaincommunityacceptanceofpracticessuchasreducedmowing. Economics:Turfshallbemaintainedinawaythatthecitycanafford. Operations:Decisionsonturfmanagementshallconsideroperationsandlogistics. Goal2:ReduceAcresofTurf Oneofthebiggestimpactswecanhavelongtermistoreducetheamountofturfgrassinourparksand publiclands.Turfisanimportantandnecessarygroundcoversothegoalisnottoeliminateturf. However,therearemanyareasinthecitywhereturfcouldbeconvertedtoanothergroundcover. Alternativegroundcoversinclude:shrubplantings;nativewoodland,savanna,shoreline,prairie;non nativegrasslands;andnomowfescuemixes;ϴ͟ϭϮ͟highlawnmix).Thebiggestdrawbackof conversiontoalternativegroundcoversiscost. Stoppingmowinghasbeensuggestedasastrategytoreducecostsandreducetheenvironmental impactsoflawncare.Twokeyissuesarisewiththisapproach:1)publicacceptanceofunmownlawn areas,and2)weedscomingintounmownareas.RecentresearchattheUniversityofMinnesotahas shownthat,intermsoflawnhealthandacceptablelevelsofweeds,stoppingmowingcanbeeffectivein somesituations.Thesetestsweredoneinresearchplotswherepublicacceptancewasnotafactor.In Maplewood,whenparksstaffhavestoppedmowingareasofmaintainedturf,theyhavereceivedmany complaints.Stoppingmowingseemstohavehadmorecommunityacceptancearoundsome stormponds. Staffrecommendsthatthecityestablishesademonstrationsiteforalternativegroundcovers,including alargeareawherestaffjuststopsmowing.Thissitewouldbeusedtohelpevaluateinstallationand maintenancepractices,costs,aesthetics,educationalneeds,andcommunityacceptance.The demonstrationwillalsohelpusdetermineinwhatsituationsstoppingmowingmightbesuccessful. Thecityshalltakealongtermapproachtoturfreduction. Step1:Evaluateeachparktodetermineareaswithpotentialforturfreduction.Areasforreduction include: Wetlandbuffers, 1. Areasdifficulttomow(toonarrowforlargemower,steepslopes,adjacenttostructures, 2. wetareas,areaswithtreerootsatsurface), 2 Draft4/12/10 Packet Page Number 8 of 69 Areaswhereisitdifficulttogrowturf(poorsoils,deepshade,heavyusethatneedshard 3. surface), Areaswithhighpotentialforrestorationtonativeplantcommunities, 4. Otherareasnotneededforplayoraesthetics, 5. Step2:Prioritizeturfreductionareascitywide. Step3:Teststrategiesandmaintenancelogistics. Step4:Fundandimplementtransitionofturftoalternategroundcovers. The2010WorkPlanrecommendsthatstaffevaluateseachparkin2010andconductstestprojects. Goal3:VaryLevelofMaintenanceBasedonTurfClassification Maplewoodhasdefinedseveralclassificationsofturfbasedontheiruse.Maintenancelevelsvarybased onclassification.Forexample,ahighqualityathleticfieldneedsmoremaintenanceandinputsthana roughboulevardarea.TheTurfClassificationandMaintenanceChartsummarizesthegoalsand managementforeachclassificationofturf.TheciƚǇ͛Ɛstrategyistorestrictthemostintensiveturf managementtoareasthatreallyneeditandtominimizeturfinputselsewhere. Goal4:MinimizeEnvironmentalImpact Thecitycanminimizeinputsandenvironmentalimpactby: 1.Usinglowimpactlawncarestrategiesthatminimizeuseofwater,fertilizer,pesticides. 2.Usinglessharmfulproducts. Lowimpactlawncare.Lowimpactlawncareminimizestheuseofwater,fertilizer,andpesticides.It tandpests.Severallowimpactlawn focusesoncreatinghealthylawns,whichcanoutcompeteorwiths carestrategiesarelistedbelow. 1.Mowhigh.Mowinghigh(>ϯ͟Ϳencouragesturftodevelopdeeperroots,whichhelpsitsurvive drought. 2.Letlawngodormantinsummer.InMaplewood,onlyhighqualityathleticfieldsandquality boulevardsareirrigated.Allotherturfjustreceivesrainfallandmaygodormantindry summers. 3.Ifirrigating:calibrateirrigationsystemandadjustsettingsaccordingly,installrainsensors,install moisturesensors,andadjustamountandfrequencyofwateringforgrowthseason. 4.Avoiduseofeliteturfgrassvarieties(exceptonhighqualityathleticfields),whichoftenrequire morefertilizer,water,andmowing. 5.Buildhealthysoil.Lowinputlawncarefocusesonbuildinghealthysoil,whichmeanssoilwith plentyofairpockets,organicmatter,soilmicrobesandothersoilorganisms.Practicesthathelp buildhealthysoilinlawnsincludeaeration,lighttopdressingofcompost,avoidingpesticides (whichmaykillsoilmicrobes),andavoidingcompaction. 6.Onlessintenselyusedturfareas,reducefertilizerapplicationstoonetimeinfall.Nutrientsare requiredforhealthylawn. 7.Letclippingsfallintolawn.Grassclippingprovidenutrientsandreducetheamountoffertilizer needed.Maplewooddoesnotcollectclippingsonanyfieldsorturfareas. 3 Draft4/12/10 Packet Page Number 9 of 69 8.Directgrassclippingsintolawn,notontohardsurfaces.Lawnclippingsonstreetsandsidewalks eventuallymaketheirwayintothestormsewersandaddnutrientstosurfacewaters,which resultsinpoorwaterqualityandcanaffectfishandotheraquaticorganisms. 9.Minimizeuseofherbicides.Keepingturfhealthyanddensewillminimizeweedsandreduce needforherbicides.Thus,practicesforhealthylawn(aerating,fertilizing,overseeding,etc.)will helpreduceherbicideuse.Toleranceforweedsvarieswithturfuseandaestheticpreferences andisaddressedintheTurfClassificationchart.Whenusingherbicides,thefollowingpractices canhelpreduceamountsneeded:1)spotapplicationratherthantreatingwholefield,2)time herbicideforwhenweedspeciesismostvulnerable,3)calibrateequipment,and4)separate herbicideandfertilizerapplications. 10.Minimizeuseofinsecticides,fungicides,andotherpesticides.Maplewoodusesherbicidesbut rarelyusesotherpesticides. 11.Followstandardguidelinesforsafeuseofchemicals.Thisincludesapplyingproductsaccording tothelabel,usingappropriateamountofproduct,sweepingupspills,postingsignsontreated sites,usingproductswhenweatherconditionsareappropriate,etc. 12.Keepequipmentfunctioningwell.Mowingequipmentshouldbemaintainedsoitfunctions well.BladesshouldbekeptƐŚĂƌƉͶƚŚŝƐreducesstresstograssandreducesfueluse. ProductSelection.Apartoflowimpactlawncareistryingtoreducetheenvironmentalimpactsof productsbeingused.ThereisgreatinterestinorganicfertilizersandƉĞƐƚŝĐŝĚĞƐͶƉƌŽĚƵĐƚƐmadefrom oleumbased naturalmaterials(plants,animals,otherorganisms,minerals),notfromsynthesizedorpetr materials.Someorganicfertilizershaveanadvantageoverotherfertilizersbecauseinadditionto providingnutrientstheyhelpimprovesoilstructure.Themaindownsideofusingorganicfertilizersis theymaycostmoreandtheytypicallyhavemorebulk.Organicpesticides,however,varygreatlyintheir efficacy,toxicity,andsafetyandeachmustbeconsideredindependently.Evaluationofproductsshall consider: 1.Efficacy 2.Cost 3.Toxicitytohumans 4.Toxicitytoenvironment 5.Operations/logistics Makingmajorchangesinpracticesandproductsrequirescarefulthoughtandevaluation.The2010 WorkPlancallsforstafftoresearchnewproductsandstrategiesandmakerecommendationsfor changesorprojectstotryin2011. 4 Draft4/12/10 Packet Page Number 10 of 69 Packet Page Number 11 of 69 Packet Page Number 12 of 69 Packet Page Number 13 of 69 Attachment 2 2010TurfManagementWorkPlan 1.Implementturfclassifications.Staffwillimplementthenewlyestablishedturfclassificationsand theirassociatedlevelsofmaintenance.Thisincludesseveralstrategiesusedforlowimpactlawn care.Adjustmentswillbemadeasneededduringtheseason.Infall2010,staffwillreportonthis systemandrecommendanychangesneeded. 2.Researchlowinputturfmanagement.Staffshallmeetwithextensionserviceandvendorsto evaluatetheproductsandpracticeswearecurrentlyusingandresearchnewprojectsand approachesthatmayhavelessenvironmentalimpact.Infall2010,staffwillrecommendproducts andstrategiestotryin2011. 3.Developplanforturfreduction.Staffwillevaluateeachpark,determineareasthatcanbe transitionedtoanalternategroundcover,andrecommendprioritiesforturfreduction. 4.Conductturfreductionpilotprojects. a.WetlandBufferRestorationʹMaplewoodHeightsPark.ProjectGoals:Improvewater qualitybyreducingamountofmanicuredturfgrassaroundwetland.Establish demonstrationplotstotestseveralstrategies:1)stopmowing,2)plantnomowfescueand trees,3)Seedprairie,4)Seedandplugprairie,5)Plantandmulchprairie,6)Planttrees, shrubs,andgroundcover.Theseplotswillbeusedtoeducatestaffandresidentsabout alternativeturfoptions,theirmaintenanceneeds,andtheiraesthetics. b.SmallProjects i.StopMowing,MonitorandManagetĞĞĚƐʹLiftStations12and14.Aswathalong ntrol thewetlandedgewillnotbemowed.Staffwillmonitorareaforweedsandco weedsthatmaybecomeproblematic. ii.StopMowing,MonitorandManageWeedsJoyPark.Aswathinsemishadewhere savannaspecieshavebeenseenwillnotbemowed.Staffwillmonitorareaforweeds andcontrolweedswhichmaybecomeproblematic. iii.KillturfandplantƐĞĚŐĞƐͶ:ŽǇPark.Asmallshadedareawithsteepslopeswillbe plantedwithwoodlandsedges. iv.KillturfandplantƐŚƌƵďƐͶtĂŬĞĨŝĞůĚparkinglot.Plantdroughttolerantshrubsin parkinglotisland. 5.CreateVegetationPlanʹCrestviewPark.Developvegetationplanfortheparkthatprotectsthe wetland,reducesturfandexpandsthenaturalareas,enhancestheprairieplanting,hasbetter transitionsbetweennaturalareasandturf,andimprovesaesthetics. 6.Implement>ŝŽŶ͛ƐParkPlan.Thelandscapedesignfor>ŝŽŶ͛ƐParkfeaturesturfreductionstrategies. Itwillserveasademonstrationforhowouractiveparkscanprovideturfgrasstomeetrecreational needs,whileusingothergroundcoversintherestofthepark.Theparkincludesturf,nomow fescue,nativeprairieseedings,andmassshrubplantings.Thisprojectwillalsoserveasan opportunityforstafftodevelopknowledgeandoperationalpracticesformaintainingalternative groundcovers. 9 Draft4/12/10 Packet Page Number 14 of 69 Agenda Item D.3 MEMORANDUM TO: James Antonen, City Manager FROM: Shann Finwall, AICP, Environmental Planner DuWayne Konewko, Community Development and Park Director Bill Priefer, Public Works Operations Analyst/Recycling Coordinator SUBJECT: Recycling Contract Request for Proposal DATE: April 20, 2010 for the April 26 City Council Workshop 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 Environmental and Natural Resources (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. On April 19, 2010, the ENR recommended approval of the draft recycling contract RFP (Attachment 1). DISCUSSION Process Mary Chamberlain of R. W. Beck is assisting the city in the drafting of the recycling contract RFP as part of R. W. Beck’s technical assistance contract with Ramsey County. R. W. Beck assisted the city in its previous recycling contract RFP process in 2004. The schedule for review and completion of the RFP is as follows: 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. Packet Page Number 15 of 69 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. RFP Content The ENR Commission thoroughly reviewed and made recommendations on the RFP language. In summary, the RFP calls for bids on dual stream recycling, with an alternate bid opportunity for single stream. Single stream recycling involves the collection of all residential recyclables including cans, glass, plastic, and paper combined and collected together. Dual stream recycling collection involves separating and processing cans, glass, and plastic from paper. Our current recycling contractor, Eureka Recycling, collects and processes recycled material using the dual stream method. Over the five-year recycling contract period with Eureka, the city and Eureka have worked to educate our citizens on the dual stream recycling collection method. While dual stream recycling may not be as convenient for residents as single stream because of the sorting requirements, studies reflect that the residual rate for single stream can be as high as 30 percent. The residual rate in Maplewood with our dual stream collection is currently less than 1 percent. The term “residual” is defined as the recycled material that is collected, but damaged or contaminated during collection or processing to the point that it is no longer marketable. It was the commission’s goal to continue to promote the dual stream method of recycling to ensure all materials that can be recycled such as glass, wet-strength cardboard, and milk cartons and juice boxes, are being recycled. The RFP evaluation process includes a point system for various criteria to determine the best value for the city and its residents. The RFP allows for a maximum of 100 points, with 60 points going to environmental and educational criteria and 40 points going toward price (i.e., cost of collection and amount of revenue). The evaluation criteria include the following: per household per month price for recycling collection services (30 points) strength of qualifications of the vendor (25) projected amount of revenue from the sale of recyclable materials shared with the city (10) pollution reduction efforts (7) responsiveness of the vendor to all provisions of the RFP (5) glass-to-glass recycling (5) additional recycling services (drop-off sites, etc.) (5) public education (5) innovative approaches to increase recycling rates (5) opportunities for additional materials to be collected throughout the contract (3) The proposed term for a new recycling contract is three years with the possibility of two, two-year extensions. Maplewood’s current contract was for five years, with no language to allow for extensions. SUMMARY Staff will review the recycling contract issues with the City Council during the April 26, 2010, workshop, in hopes of obtaining feedback and direction on the RFP language. Formal City Council approval of the RFP will take place in May. Attachment: Draft Maplewood Recycling Request for Proposal 2 Packet Page Number 16 of 69 Attachment 1 City of Maplewood, Minnesota Request for Proposals (RFP) for Comprehensive Recycling Services DRAFT (For Internal Use Only) April 20, 2010 Scheduled Release Date: June 1, 2010 City of Maplewood Community Development & Parks Department City Hall 1830 County Road B East Maplewood, MN 55109 Packet Page Number 17 of 69 Table of Contents 1.Introduction.................................................................................................................1 1.01 Statement of Intent and City Goals......................................................................1 1.02 Background..........................................................................................................1 2.Definitions....................................................................................................................2 2.01 Aluminum............................................................................................................2 2.02 City’s Designated Contact Person.......................................................................2 2.03 Collection.............................................................................................................3 2.04 Contractor............................................................................................................3 2.05 Contractor’s Annual Recycling Public Education Flyer......................................3 2.06 Curbside Recycling Bins......................................................................................3 2.07 Curbside Recycling Service.................................................................................3 2.08 Glass 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 Materials.......................................................................................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 Residuals.................................................................................................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 Packet Page Number 18 of 69 - i - 3.General Requirements 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.......................................................................................7 3.05 Collection Hours and Days..................................................................................8 3.06 Holidays...............................................................................................................8 3.07 Severe Weather....................................................................................................8 3.08 Missed Collections...............................................................................................8 3.09 Customer Complaints...........................................................................................9 3.10 City Retains Right to Specify Resident Preparation Instructions........................9 3.11 Publicity, Promotion and Education....................................................................9 3.12 City Shall Approve Contractor’s Resident Education Tags..............................10 3.13 Weighing of Loads.............................................................................................10 3.14 Monthly and Annual Reports.............................................................................10 3.15 Annual Performance Review Meeting...............................................................11 3.16 Ownership of Recyclable Materials...................................................................11 3.17 Scavenging Prohibited.......................................................................................11 3.18 Cleanup of Spillage or Blowing Litter...............................................................11 3.19 Recyclable Material Required to be Transported to Markets; Disposal of Recyclable Materials Prohibited........................................................................12 3.20 Processing Facilities Must be Specified............................................................12 3.21 Estimating Materials Composition as Collected................................................12 3.22 Process Residuals...............................................................................................12 3.23 Lack of Adequate Market Demand....................................................................13 3.24 Performance Monitoring....................................................................................13 4.Curbside Collection Requirements.........................................................................13 4.01 Point of Collection.............................................................................................13 4.02 Curbside Collection Schedule Deadline............................................................13 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 Elect to Subscribe to Recycling Service Other Than the City’s Contract....................................................................................14 Packet Page Number 19 of 69 - ii - 5.02 MFD Collection Stations...................................................................................14 5.03 MFD Container Location(s)...............................................................................14 5.04 MFD Service Standards.....................................................................................15 5.05 MFD Recycling Container Requirements..........................................................15 5.06 Responsibility for Providing and Maintaining Recycling Containers...............15 5.07 Public Education Information for MFD Tenants...............................................15 5.08 Other Public Education Tools to MFD Building Owners..................................15 5.09 Annual Report to MFD Building Owners..........................................................15 6.Municipal Facilities Collection Requirements.......................................................16 7.Payment Terms.........................................................................................................16 7.01 Compensation for Services Based on a Fee per Household..............................16 7.02 Revenue Sharing................................................................................................16 7.03 Price Adjustment................................................................................................16 8.Term of Contract......................................................................................................17 9.Submitting Proposals................................................................................................17 9.01 Notification of Intent..........................................................................................17 9.02 Questions............................................................................................................17 9.03 Contact Restriction.............................................................................................17 9.04 Proposals Held Confidential..............................................................................18 9.05 Review Committee.............................................................................................18 9.06 Negotiations.......................................................................................................18 9.07 Award of Contract..............................................................................................18 9.08 New Contract.....................................................................................................18 10.Proposals May be Rejected in Whole or Part........................................................18 11.How to Submit Proposals.........................................................................................18 12.Proposal Content.......................................................................................................19 12.01 Proposal Content Checklist.............................................................................19 12.02 References.......................................................................................................19 12.03 Litigation.........................................................................................................19 12.04 Price Worksheet..............................................................................................19 12.04.1 Dual-Stream Proposal Scenario.............................................................19 12.04.2 Single-Stream Proposal Scenario...........................................................20 12.04.3 Alternate Proposal Scenario...................................................................20 12.04.4 Revenue Sharing....................................................................................20 Packet Page Number 20 of 69 - iii - 12.04.5 Processing Fees......................................................................................22 12.04.6 Optional Services...................................................................................22 13.Vendors May Team with Other Companies...........................................................22 14.RFP and Proposal to Become Part of Final Contract...........................................22 15.Evaluation Criteria...................................................................................................23 16.Liquidated Damages.................................................................................................23 17.Insurance and Other Legal Requirements.............................................................24 17.01 Insurance.........................................................................................................24 17.01.1 Workers Compensation Insurance.........................................................24 17.01.2 Commercial General Liability Insurance...............................................24 17.01.3 Commercial Automobile Liability Insurance........................................25 17.01.4 Professional Liability Insurance or Errors & Omissions Insurance.......25 17.01.5 Environmental Liability Insurance........................................................25 17.02 Transfer of Interest..........................................................................................25 17.03 Non-Assignability and Bankruptcy.................................................................26 17.04 Dispute Resolution and Arbitration Procedures.............................................26 17.05 Performance Bond..........................................................................................26 17.06 General Compliance........................................................................................26 17.07 Independent Contractor...................................................................................26 17.08 Hold Harmless................................................................................................26 17.09 Accounting Standards.....................................................................................27 17.10 Retention of Records.......................................................................................27 17.11 Data Practices..................................................................................................27 17.12 Inspection of Records.....................................................................................27 17.13 Applicable Law...............................................................................................27 17.14 Contract Termination......................................................................................27 17.15 Employee Working Conditions and Contractor’s Safety Procedures.............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 Packet Page Number 21 of 69 - 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Packet Page Number 22 of 69 - v - 1.Introduction The following sections describe the City of Maplewood’s intent, background, general information, and decision process about this request for proposals (RFP). 1.01Statement 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 recycling 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 proposals for comprehensive recycling services including collection, processing, marketing and pubic education. The goals of the City are to: 1.) Maximize the fullest recovery possible of recyclable materials from all residents in the City (from both single-family and multi-family dwellings) and to achieve the most cost-effective solution; and 2.) Improve public education of all City residents about recycling services so as to improve participation and recovery rates. The City encourages proposing vendors to submit their best proposal possible. Vendors may propose multiple scenarios. The “dual-stream” proposal scenario assumes the City’s current dual-stream collection and processing recycling methods. Vendors may propose a “single-stream” proposal scenario and/or an “Alternate” proposal scenario, if collection design and price implications are explicitly described. Each scenario proposed must have a distinct, associated price. In addition, the City may consider the option to offer curbside food waste and organics collection to residents during the term of the agreement. If these additional services are considered, the City will request a proposal for such services from the Contractor for consideration prior to implementation. 1.02Background The City of Maplewood has had a curbside recycling program for over twenty years. The City’s current recycling contract requires single-family homes to be serviced on a weekly basis and multi family dwelling (MFD) buildings to be serviced at least 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 employs a dual-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 labeled #1 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 - Packet Page Number 23 of 69 supplies 14-gallon recycling bins to single-family households for curbside collection. The contractor supplies recycling containers to MFD buildings. In 2009, approximately 2,562 tons of recyclable material were collected from Maplewood residents. (Detailed tonnage information can be found in Attachment B, “Maplewood’s Reported Recycling Tonnage.”) Under its current contract, the City is billed $2.10 per household per month for weekly single-family curbside collection service and MFD collection service. 1 The 2010 population of Maplewood is estimated to be 37,500. The City has approximately 11,679 single-family dwellings (SFDs) that are served by curbside recycling collection. There are approximately 4,152 multi-family dwelling (MFD) units. In addition, the City’s contractor provides house-side collection of recyclables from residents with short- or long-term physical limitations. In 2009, this service was provided to fifteen (15) City residents. Recycling collection is scheduled by specific routes every Monday through Friday. The City is divided into five service areas which correspond to each of the five days recycling is provided. The number of SFDs in each service area are listed below. Monday 2,934 Tuesday 1,561 Wednesday 2,667 Thursday 1,856 Friday 2,662 A 2010 map of the City’s scheduled recycling collection days, by service area, can be found in Attachment A. The City requires that these collection days, by service area, remain the same under the new contract. 2.Definitions 2.01Aluminum Disposable containers fabricated primarily of aluminum, commonly used for soda, beer, juice, water or other beverages. Also includes aluminum foil and trays. 2.02City’s Designated Contact Person The City has designated DuWayne Konewko, Community & Parks Development Director, as the City’s sole point of contact for prospective vendors and eventually the Contractor. 1 Source: “2030 Regional Development Framework – Revised Forecasts as of December 31, 2009,” Metropolitan Council. - 2 - Packet Page Number 24 of 69 2.03Collection The aggregation and transportation of recyclable materials from the place at which it is generated and includes all activities up to the time when it is delivered to a recycling facility. 2.04Contractor The City’s recycling service contractor under the new contract beginning operation on January 1, 2011. 2.05Contractor’s Annual Recycling Public Education Flyer The City requires the Contractor to publish and distribute an annual public education flyer that contains the following recycling information for City residents: Annual calendar and map of curbside recycling districts for “single-family dwellings”; List of materials to be included for recycling; List of non-targeted materials that cannot be recycled in the City’s program; and How to prepare materials. In addition, annual public education is required for MFD units as described in Section 5.07. (See Attachment D, “Contractor’s Annual Recycling Public Education Flyer”). 2.06Curbside Recycling Bins Uniform curbside recycling bins (e.g., red, 14-gallon plastic recycling “tubs”) supplied by the City in which recyclable materials can be stored and later placed for curbside collection, as specified by the City. Also pertains to bins, boxes, bags or other containers used 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. 2.07Curbside Recycling Service The recycling collection service specified within this RFP utilizing Curbside Recycling Bins. Some multi-family dwellings may receive curbside recycling service using Curbside Recycling Bins. 2.08Glass Bottles and Jars Unbroken bottles and jars, and containers (lids/caps and pumps removed) that are primarily used for packing and bottling of food and beverages. 2.09Market Demand The economic and technical capacity of markets to use recyclable material to make new products. - 3 - Packet Page Number 25 of 69 2.10Markets Any person or company that buys (or charges) for recycling of specified materials and may include, but are not limited to: end-markets, intermediate processors, brokers and other recycling material reclaimers. 2.11Materials Recovery Facility (MRF) A recycling facility in which recyclable materials are processed. The facility will conform to all applicable rules, regulations and laws of state, local or other jurisdictions. 2.12Milk Cartons & Juice Boxes Gable top milk cartons, juice boxes and aseptic packaging used for soup, broth, soy milk, etc. 2.13Multi-Family Dwelling (MFD) A building or a portion thereof containing five or more dwelling units. 2.14MFD Recycling Containers Recycling containers used for multiple family dwellings (MFD) including any bin, cart, dumpster or other receptacle for temporary storage and collection of designated recyclables from residents in MFDs prior to collection. Such recycling containers must be separate, explicitly labeled as to recyclables included, and colored differently from other containers for mixed solid waste or trash. 2.15MFD Recycling Service Recycling collection service, together with related public education and other customer services, provided to MFD residents that utilize MFD Recycling Containers (e.g., carts) and use MFD Recycling Stations. 2.16MFD Recycling Stations The location of MFD Recycling Containers designated by the recycling Contractor with agreement of the MFD building owner. MFD Recycling Stations will likely be a cluster of recycling carts and/or recycling dumpsters. 2.17Non-Targeted Materials Materials that are not included in the City’s recycling program. Examples of typical non-targeted items include (but are not limited to): pumps on plastic bottles, ceramic material in glass streams, frozen pizza boxes in the paper stream, etc. 2.18Old Corrugated Cardboard (OCC) Cardboard material with double wall construction and corrugated separation between walls. Does not include plastic, wax or other coated cardboard. 2.19Paper Old Newspaper (ONP) with inserts; household office paper and mail; boxboard; old corrugated cardboard; magazines/catalogs/phone books; Kraft bags; and wet - 4 - Packet Page Number 26 of 69 strength containers (e.g., soda/beer packaging). No boxboard containers used for food product storage in refrigerators or freezers are included. 2.20Participation Rate A record of which specific households on a recycling route set out recyclable materials at some point during a defined period of time (usually one month), as a percentage of the overall number of eligible households. 2.21Plastic Bottles Plastic bottles shaped with a neck, rinsed and with lids, caps, rings and pumps removed. Recyclable plastic bottles shall be identified on the bottom with the Society of the Plastics Industry (SPI) plastic codes #1 (PET) and #2 (HDPE) including bottles containing: liquor; milk; juice; soft drinks; water; certain foods; soap and cosmetics. 2.22Process Residuals The material that cannot be recycled due to material characteristics such as size, shape, color, cross-material contamination, etc. and must be disposed as mixed municipal solid waste. Process Residuals may include, but are not limited to, bulky items, contaminants, sorted tailings, floor sweepings and rejects from specific processing equipment (e.g., materials cleaned from screens, etc.). “Process residuals” does not include clean, separated products that are normally processed and prepared for shipment to markets as commodities. 2.23Processing The sorting, volume reduction, baling, containment or other preparation of recyclable materials delivered to a MRF for transportation or marketing purposes. 2.24Proposal Scenarios There are two different recycling collection/processing systems identified by the City for purposes of this RFP: dual-stream and single-stream. In addition, alternate collection scenarios may be proposed (see Attachment C, Price Worksheet). Dual-Stream Scenario - The proposal scenario assuming the City’s current dual-stream collection and processing system for purposes of this RFP. Dual- stream service includes collection and processing the residential curbside and MFD material within the form of a dual-stream system whereby residents will continue to be instructed to separate recyclables into two groups of materials: (1) all rigid containers and (2) all paper fiber products. Other design and operating details of the current collection, processing and public education systems are assumed within this dual-stream scenario. Single-Stream 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. Alternate Scenario – Vendors may propose a variation of dual-stream or single-stream collection. Variations may include additional materials to be collected, alternative container options, etc. (For example, single-stream collection using curbside recycling bins.) - 5 - Packet Page Number 27 of 69 2.25Rigid Containers Includes aluminum cans, foil and trays; steel cans; glass bottles and jars; milk cartons and juice boxes; and plastic bottles. 2.26Set-Out Rate The number of households (SFDs) that set out recyclable materials each week as a percentage of the number of eligible SFDs in the City. 2.27Single-Family Dwelling (SFD) A building containing up to four (4) dwelling units. 2.28Steel Cans Disposable containers fabricated primarily of steel or tin used for food and beverages. 2.29Textiles Textiles include unwanted but reusable linens such as towels, sheets, blankets, curtains, tablecloths, and clothes including: belts, coats, hats, gloves, shoes and boots that are clean and free of mold, mildew and excessive stains. Textiles must be dry. 3.General Requirements for All Collections The following general requirements are pertinent to all recycling collections (i.e., both Curbside Recycling Service and MFD Recycling Service). However, the City acknowledges that collection service frequencies and other factors will vary between residential and MFD collection programs. 3.01Contractor Licensing Requirements Haulers of recyclable materials must have a collection license issued by the City, per City Code Section 30-41. 3.02Collection Vehicle Equipment Requirements Vehicles shall be designated to accommodate collection material separation as specified by the Contract, and shall be clearly signed on both sides as a recycling collection vehicle. In addition,all collection vehicles used in performance of the contract shall: Be duly licensed and inspected by the State of Minnesota; Operate within the weight allowed by Minnesota Statutes and local ordinances; Be Minnesota Department of Transportation (DOT)-compliant at all times; Be kept clean and as free from offensive odors as possible. Each collection vehicle shall be equipped with the following: a. Two-way communications device. b. First aid kit. c. An approved fire extinguisher. - 6 - Packet Page Number 28 of 69 d. Warning flashers. e. Warning alarms to indicate movement in reverse. f. Sign on the rear of the vehicle which states “This Vehicle Makes Frequent Stops”. g. A broom and shovel for cleaning up spills. All of the required equipment must be in proper working order. All vehicles must be maintained in proper working order and be as clean and free from odors as possible. All vehicles must be clearly identified on both sides with Contractor’s name and telephone number prominently displayed. The lettering must be at least three inches in height. 3.03Pollution Reduction and Environmentally Sustainable Initiatives Contractor shall demonstrate a commitment to reducing air pollution from collection vehicles. Contractor shall submit as part of its proposal, a list of quantitative steps it has taken to reduce air pollution. Examples may include: A description of its current use of low-sulfur diesel fuel, biodiesel, or natural gas; A description of its current use of particulate filters for its fleet; and/or A timetable for converting its fleet to using alternative fuels and installing air pollution reduction technology. In addition, proposers shall describe their 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. 3.04Personnel Requirements Contractor shall retain sufficient personnel and equipment to fulfill the requirements and specifications of the services described in this RFP. The Contractor will provide a Route Supervisor to oversee the recycling route drivers servicing the City. The Route Supervisor will be available to address customer complaints each day. The Contractor shall 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: a. Conduct themselves at all times in a courteous manner and use no abusive or foul language. b. Perform their duties in accordance with all existing laws and ordinances and future amendments thereto of the Federal, State of Minnesota, and local governing boards. - 7 - Packet Page Number 29 of 69 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. f. Manage Curbside Recycling Bins and MFD Recycling Containers in a careful manner so as to avoid spillage and littering or damage to the bin or container. Containers should not be thrown once emptied. g. Monitor for any spillage and be responsible for cleaning up any litter or breakage. h. Avoid damage to property. i. Not perform their duties or operate vehicles while consuming alcohol or illegally using controlled substances or while under the influence of alcohol and/or such substances. 3.05Collection Hours and Days The City requires all recycling collections to begin no sooner than 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 holiday weeks (see Section 3.06). The Contractor may request City authorization of exceptions to these time restrictions (e.g., pursuant to the “Severe Weather” provision described in Section 3.07). The Contractor must request such exception from the City’s Designated Contact Person via telephone or email, prior to the requested collection event and specify the date, time and reason for the exception. 3.06Holidays Holidays refers to any of the following: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day and any other holidays mutually agreed to by the City and Contractor. In no instance will there be more than one holiday during a collection week. When the scheduled collection day falls on a holiday, collection for that day will be collected one day later. The Contractor shall publish the yearly calendar including alternate collection days, with assistance from the City. 3.07Severe 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. If 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. 3.08Missed 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 - 8 - Packet Page Number 30 of 69 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. 3.09Customer Complaints Contractor shall provide staffing of a telephone-equipped office to receive missed collection complaints between the hours of 7:00 a.m. and 5:00 p.m. on weekdays, except holidays. The Contractor shall have an answering machine or voice mail system activated to receive phone calls after hours. Contractor shall keep a log of all complaints, including the nature of the complaints; the names, addresses, and contact numbers of the complainants; the date and time received; the Contractor’s response; and the date and time of response. This information shall be provided to the City in a monthly report. Complaints on service will be taken and collected by the Contractor. The City will notify the Contractor of all complaints it receives. The Contractor is responsible for corrective actions and shall answer all complaints courteously and promptly. 3.10City Retains Right to Specify Resident Preparation Instructions The Contractor shall agree that it is the City’s sole right to clearly specify the resident sorting and setout requirements. 3.11Publicity, Promotion and Education The City updates its website with recycling information and instructions and periodically publishes recycling-related information in the City’s newsletter, Maplewood Monthly. The newsletter is direct mailed to every home, business and apartment in Maplewood and is also available on the City’s website year- round. In an effort to increase participation and improve compliance with City-specified resident preparation instructions, the Contractor shall publish and distribute (via mail or hand deliver) public education to SFDs as described in Section 2.05, “Contractor’s Annual Recycling Public Education Flyer” and Section 4.04, “Public Education Information for SFD Residents.” The Contractor must also 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 provide public education material in languages other than English (e.g., Spanish, Hmong, Somali, etc.). The City 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 approval by the City, at least one (1) month before printing and distribution of any such literature. As part of this proposal, proposers shall describe their experience in providing collection services at community events and what, if any, collection opportunities could be provided at Maplewood community events or City-sponsored events, and whether there would be a cost associated with the service. - 9 - Packet Page Number 31 of 69 In addition, proposers are encouraged to specify other public education tools that they are willing to provide (e.g., recycling education materials targeted for a specific neighborhood, targeting a specific material type, etc.). As part of this proposal, proposers shall provide examples of public education materials they have developed for other municipalities. 3.12City Shall Approve Contractor’s Resident Education Tags The Contractor shall produce “resident education tags” to be left by curbside collection crews if any Non-Targeted Material is rejected and left at the curb. The Contractor shall submit a draft of the tags for approval by the City, at least one (1) month before printing. 3.13Weighing of Loads Contractor will keep accurate records consisting of an approved weight slip with the date, time, collection route, driver’s name, vehicle number, tare weight, gross weight and net weight for each loaded vehicle that has collected recyclable material from SFDs and MFDs in Maplewood. Collection vehicles will be weighed after completion of a route or at the end of the day, whichever occurs first. A copy of each weight ticket shall be kept on file and made available for inspection upon request by the City. 3.14Monthly and Annual Reports The Contractor will submit to the City monthly reports and annual reports. At a minimum, the Contractor shall include the following information monthly: Total quantities of recyclable materials collected, by material type (in tons). Net quantities of recyclable materials marketed, by material type (in tons). Quantities of “process residuals” disposed (in tons). Recycling service fee (based upon contracted price per household). Revenue share credits back to the City (if any). Log of all complaints, including the nature of the complaints; the names, addresses, and contact numbers of the complainants; the date and time received; the Contractor’s response; and the date and time of response. Log of all resident addresses where “education tags” where left because of non-targeted materials set out for recycling. At a minimum, the Contractor shall include the following information annually: Total quantities of recyclable materials collected in the City, by material type (in tons). Net quantities of the City’s recyclable materials marketed, by material type (in tons). Quantities of “process residuals” disposed (in tons). Disposal location of process residuals. Materials composition analysis of the City’s recyclable materials. - 10 - Packet Page Number 32 of 69 Average participation rates and set-out rates and an explanation of how those rates were calculated. A list of households not participating in the curbside recycling program. th Monthly reports shall be due to the City by the 15 day of each month. Annual reports shall be due by January 31. The Contractor shall include in its annual report recommendations for continuous improvement in the City’s recycling program (e.g., public education, MFD recycling, etc.). 3.15Annual Performance Review Meeting Upon receipt of the Contractors annual report (see Section 3.14of this RFP), the City shall schedule an annual meeting with the Contractor and the City’s Environmental & Natural Resources Commission. The objectives of this annual meeting will include, but not be limited to, the following: Review Contractor’s annual report, including trends in recovery rate and participation. Review efforts the Contractor has made to expand markets for recyclable materials. Review Contractor’s performance based on feedback from residents to the Environmental & Natural Resources Commission members and/or City staff. Review Contractor’s recommendations for improvement to the City’s recycling program, including enhanced public education and other opportunities. Review City staff recommendations for Contractor’s service improvements. Discuss other opportunities for improvement during the remainder of the contract. 3.16Ownership of Recyclable Materials Ownership of the recyclable materials shall remain with the person placing them for collection until Contractor’s personnel physically touches them for collection, at which time the ownership of the recyclable materials shall transfer to Contractor. 3.17Scavenging 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. 3.18Cleanup of Spillage or Blowing 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 recyclable materials 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. - 11 - Packet Page Number 33 of 69 3.19Recyclable Material Required to be Transported to Markets; Disposal of Recyclable Materials Prohibited Upon collection by the City’s recycling Contractor, the City’s Contractor shall deliver the designated recyclables to a MRF, an end market for sale or reuse, or to an intermediate collection center for later delivery to a MRF or end market. It is unlawful for any person to transport for disposal or to dispose of designated recyclables in a mixed municipal solid waste disposal facility. The City prefers the highest and best use of the glass collected within the City. The process of recycling glass bottles and containers back into glass bottles and containers is preferred over processing glass to be used as road aggregate, sandblast media, fiberglass or other alternative uses. Proposers shall provide a written statement describing the end use of the glass collected from the City of Maplewood as part of their proposal. As stated in Section 17.12, “Inspection of Records,” at any time, the City or its designee may inspect the Contractor’s records. 3.20Processing 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 subsequent plans for receiving and processing recyclable materials collected from the City. 3.21Estimating Materials Composition as Collected The Contractor shall conduct at least one materials composition analysis of the City’s recyclable materials each year to estimate the relative amount, by weight, of each recyclable commodity by grade (i.e., industry specification) or offer a suitable alternative to a composition analysis. 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) relative 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. 3.22Process 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 shall be reviewed and approved in writing by the City. This written description shall 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 agreed upon process (see Section 17.12, “Inspection of Records”). - 12 - Packet Page Number 34 of 69 The quantities of process residuals must be reported to the City in the annual composition analysis as described in Section 3.21. In addition, the Contractor must report to the City, on an annual basis, the disposal location of process residuals. Proposers shall provide a written description of how their company plans to minimize the amount of residuals from the processing of the City’s recyclable materials, as part of their proposal. 3.23Lack of Adequate Market Demand In the event that the market for a particular recyclable material ceases to exist, or becomes economically depressed that it becomes economically unfeasible to continue collection, processing and marketing of that particular recyclable material, the City and the Contractor will both agree in writing that it is no longer appropriate to collect such item before collection ceases. The Contractor shall give the City as much notice as possible, in writing, about the indications of such market condition changes. The City and Contractor shall agree on a date in a written contract amendment to cease collection of the recyclable item in question. The Contractor shall at all times be under a duty to minimize the quantity of recyclable materials disposed in a landfill, incinerator or other facility receiving mixed municipal solid waste. If disposal of any recyclable commodity becomes necessary, upon receiving written permission from the City, the Contractor shall dispose of the recyclable materials at a facility specified in writing by the City or an alternative agreed upon by the City and the Contractor. The City and the Contractor will negotiate a cost for disposal as a substitute for a processing fee for that material. 3.24Performance Monitoring The City will 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 performance 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.Curbside Collection Requirements The following collection requirements are for curbside recycling services only (single-family dwellings and buildings with up to four units) and do not pertain to multi-family household type of collection services. 4.01Point of Collection All curbside collection service will occur at the curbside (i.e., there are no alley collections), with the exception of elderly residents or those with short- or long- term physical limitations who require house-side collection service. 4.02Curbside Collection Schedule Deadline If the Contractor determines that the collection of recyclable materials will not be completed by 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 extension of the - 13 - Packet Page Number 35 of 69 collection hours. The Contractor shall inform the City of the areas not completed, the reason for non-completion and the expected time of completion. If the City’s contract-designated contact person cannot be reached, the Contractor will request the City Manager. 4.03Procedure for Handling Non-Targeted Materials If the Contractor determines that a resident has set out Non-Targeted 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 “education tag” indicating acceptable materials and the proper method of preparation. 2.The driver shall record the address and the Contractor shall report the address to the City in the monthly report. If this procedure for handling Non-Targeted Materials is not feasible for automated or semi-automated collection systems, the proposer must so specify and explain alternative public education methods to maintain and improve quality of recyclable materials set out by City residents. 4.04Public Education Information for SFD Residents The Contractor shall be responsible for the following: Annual distribution of the Contractor’s Recycling Public Education Flyer as described in Section 2.05; and Distribution of resident education tags to be left by curbside collection crews if any Non-Targeted Material is rejected and left at the curb. 5.Multi-Family Dwelling (MFD) Collection Requirements The following collection requirements are for MFD Recycling Service only and do not pertain to Curbside Recycling Service. 5.01MFD Building Owners May Elect to Subscribe 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. 5.02MFD Collection Stations MFD Recycling Stations will be specified with agreement of the MFD building owner on a case-by-case basis. MFD Recycling Stations will likely be a cluster of recycling carts and/or recycling dumpsters. The number and location of MFD Recycling Stations shall be adequate to be reasonably convenient and accessible to all MFD residents. 5.03MFD Container Location(s) MFD Recycling Containers shall be placed in a location(s) on the MFD premises which permits access for collection purposes but which does not obstruct pedestrian or vehicular traffic and shall comply with the City’s zoning and other ordinances. - 14 - Packet Page Number 36 of 69 5.04MFD Service Standards At a minimum, MFD recyclables collection services shall be available on the premises and shall be provided on a regularly scheduled basis of at least twice per month. The collection schedule and recycling containers’ capacity shall provide for regular removal of the recyclables such that there is adequate storage capacity available in the recycling containers to avoid overflowing containers. 5.05MFD Recycling Container Requirements The recycling containers shall be: 1.Sufficient in number and size to meet the demands for recycling services created by the occupants. 2.Equipped with hinged lids. 3.Equipped with standardized labels identifying the type of recyclable material to be deposited in each container. 4.Colored differently from other containers used for garbage collection. 5.Maintained in proper operating condition and reasonably clean and sanitary. 6.Repaired or replaced on a reasonable schedule if stolen or broken. 5.06Responsibility for Providing and Maintaining Recycling Containers If the MFD building owner uses the City’s Contractor, adequate MFD Recycling Containers shall be provided and maintained by the City’s Contractor. 5.07Public Education Information for MFD Tenants At least once per year, for each MFD building they service, the City’s recycling Contractor shall supply the MFD building owner with a sufficient number of recycling fact sheets/instructions for all units in the building(s). The information should specifically address MFD recycling and should not be the same educational material distributed to SFDs. 5.08Other Public Education 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. 5.09Annual Report to MFD Building Owners The City’s Contractor shall provide an annual report by January 31 of each year to the MFD building owners served by 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 contact information (mailing address, phone numbers, e-mail address, etc.). 2.Street address of each MFD served. 3.Number of dwelling units for each MFD. - 15 - Packet Page Number 37 of 69 4.Description of collection services made available to occupants, including number of MFD Recycling Stations, number of MFD Recycling Containers, location of stations and dates of collection. 5.Description of public education tools used to inform occupants of availability of services. 6.Total quantities of recyclable materials collected, by material type. 7.Recommendations for future improvements to increase recovery rates (e.g., specific public education tools). 6.Municipal Facilities Collection Requirements The Contractor shall provide, at no charge, recycling containers and collection service once per week at the following City buildings: 1.City Hall - 1830 County Road B East 2.Public Works – 1902 County Road B East 3.Parks & Recreation Maintenance Building – 1810 County Road B East 4.Fire Station One – 1177 Century Avenue North 5.Fire Station Two - 1955 Clarence Street 6.Community Center - 2100 White Bear Avenue 7.Payment Terms 7.01Compensation for Services Based on a Fee per Household The City agrees to pay the Contractor for recycling collection services provided to the City as described in the Contractor’s proposal, and made part of an executed contract, based on the number of household units certified by the City. By st February 1 of each year the City will review the number of certified SFD and MFD units and notify Contractor of any changes. Contractor shall submit itemized bills for recycling collection services provided to the City on a monthly basis. Bills submitted shall 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 monthly bill. Payment to the Contractor will not be released unless the required information is included in the monthly bill or submitted separately according to the deadlines as specified in Section 3.14. 7.02Revenue Sharing Proposers may elect to participate in revenue sharing with the City as detailed in Section 12.04.4. If the final contract negotiated includes revenue sharing, the Contractor shall, on a monthly basis, rebate an amount to the City based on a mutually agreed upon formula. 7.03Price Adjustment The price per household per month for 2011 will be set in accordance with the per household price proposed on the pricing worksheet (Attachment C). The annual - 16 - Packet Page Number 38 of 69 per household fee payable for each successive contract year shall equal the annual fee payable for the previous year adjusted proportionately by the annual Consumer Price Index (CPI) or 3%, whichever is lower. The published index for determining the annual percent change of the CPI will be the Federal Reserve Bank of Minneapolis. If the CPI for the previous calendar year is negative, the price per household would remain unchanged for the subsequent year. 8.Term of Contract The term of the new recycling contract will be a period of three (3) years from January 1, 2011 through December 31, 2013. The City may consider up to two, 2-year extensions for years 2014-2015 and 2016-2017, at the City’s sole discretion. 9.Submitting Proposals To the best of its ability, the City will use the following process and schedule for its decision-making: 9.01Notification of Intent Prospective Contractors interested in responding to this RFP shall notify the City in writing (via email or facsimile) of their interest. Notifications of intent should be sent to: Mr. DuWayne Konewko Community & Parks Development Director City of Maplewood 1830 County Road B East Maplewood, MN 55109 Fax: (651) 249-2319 E-mail: duwayne.konewko@ci.maplewood.mn.us Notifications shall include the vendor’s name, contact person’s title, address, Notification of intent must be made by phone number, and e-mail address. June 11, 2010 . It is the responsibility of the vendors to ensure their Notification of Intent was received by the City. 9.02Questions 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 Friday,June 11, 2010 person by 4 p.m. . All questions and requests for more information and the City’s responses will be summarized in writing and forwarded to all prospective proposers prior to Friday, June 18, 2010. 9.03Contact Restriction Any unauthorized contact with City staff, City Council Members, or members of the City’s Environmental & Natural Resources Commission will subject the company to disqualification from further consideration. This restriction will be in - 17 - Packet Page Number 39 of 69 effect from the date this RFP is finalized and authorized for release by the City Council through the date of final contract award (including authorization for execution) by the City Council. 9.04Proposals Held Confidential Only the company names of vendors submitting proposals will be made public. All proposal documents shall be held as confidential until the City Council awards a new contract and authorizes staff to execute the new contract. 9.05Review Committee The City will form a proposal review committee, to review and analyze 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 Resources (ENR) Commission and will include up to three members. The committee will recommend the top three vendors, in rank order of priority, to the ENR Commission and then the ENR Commission will recommend the top three vendors, in rank order of priority, to the City Council. 9.06Negotiations 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 reply. 9.07Award of Contract Once a draft contract has been successfully negotiated, City staff will present its August 9, 2010 recommendations to the City Council (tentatively planned for ). If approved, the City Council will then award the contract and authorize staff to execute it. 9.08New Contract The new recycling contract will commence on January 1, 2011. 10.Proposals May be Rejected in Whole or Part The City of Maplewood reserves the right to: Reject any or all proposals; Reject parts of proposals; Negotiate modifications of proposals submitted; and Accept part or all of the proposals on the basis of consideration(s) other than proceeds or cost. 11.How to Submit Proposals Proposals will be accepted only from those who submitted a Notification of Intent as described in Section 9.01. - 18 - Packet Page Number 40 of 69 Proposal shall be submitted to the Community & Parks Development Office at Wednesday,June 30, 2010 City Hall no later than 4 p.m. (CDT) on , in a sealed envelope with the name of the proposing company on the outside and addressed as follows: Enclosed: “Recycling Services Proposal” City of Maplewood, City Hall Community & Parks Development Office 1830 County Road B East Maplewood, MN 55109 c/o DuWayne Konewko Community & Parks Development Director Proposals will be date-stamped and treated in accordance with MN Statutes 13.591, Subdivision 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 also be submitted on a CD disk (or suitable alternative disk format) inside of the sealed envelope. The proposal file must be formatted in Microsoft WORD or a suitably compatible alternative. 12.Proposal Content 12.01Proposal Content Checklist Qualified proposals must include all of the elements referenced in this RFP. A Attachment E Proposal Content Checklist can be found in . 12.02References Proposers must include a list of references including other municipal clients in the Twin Cities metro region receiving similar services. 12.03Litigation Statement as to any litigation in the past five years within the State of Minnesota and the current status of that litigation. 12.04Price Worksheet Vendors must complete a price worksheet as part of each proposal they submit (see Attachment C for worksheet). Vendors may complete one or both proposal scenario price worksheets: “Dual-stream” and/or “Single-stream.” In addition, vendors may also complete an “Alternate” proposal scenario price worksheet if their proposed system does not fit into one of the first two scenarios. The proposal must describe the collection, processing and public education services for both SFD and MFD collection service. 12.04.1Dual-Stream Proposal Scenario If vendors propose under the dual-stream scenario, they should assume materials would be both collected and processed in a dual-stream mode. - 19 - Packet Page Number 41 of 69 Under this dual-stream scenario, residents will be instructed to separate recyclables into two groups of materials: (1) all rigid containers and (2) all paper fiber products. Under this dual-stream scenario, processing shall also be by the categories as collected: paper separated from containers. It is not acceptable to propose to collect materials in a dual-stream mode and then process them in a single-stream mode. If the City awards a new dual-stream service contract under this scenario, the new Contractor shall not make any changes to either the dual-stream collection or processing systems without written approval of the City. Vendors may propose variations to this scenario. 12.04.2Single-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); 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 single-stream proposal. 12.04.3Alternate Proposal Scenario Vendors proposing an alternate collection scenario must explicitly describe the collection service design (e.g., resident materials sorting/preparation requirements, collection frequency, container size, container ownership, etc.). 12.04.4Revenue Sharing All qualified proposals 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 proposes revenue sharing, the Contractor shall, on a monthly basis, rebate an amount to the City based on a mutually agreed upon formula. The components of the revenue sharing formulae include: Published industry end market “index” for paper and aluminum ($ per ton based on specified commodity grades); Proposed percent revenue share (%) by commodity; - 20 - Packet Page Number 42 of 69 Proposed processing fee ($ per ton) by commodity; and Estimated commodity tonnage volumes (tons per month). 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 paper grades and aluminum, less processing costs for these commodities. The City-initiated revenue sharing outline for purposes of this RFP consists of the following formulae: Paper. 1.) A per ton payment of all paper grades collected from the City based on the designated published index less the proposed paper processing cost per ton. The designated published index used shall be the Official 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. Aluminum. 2.) A per ton payment of aluminum collected from the City based on the designated published index less the proposed aluminum processing cost per ton. The designated published index used shall be 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 monthly rebate to the City, adequate documentation of the corresponding monthly estimate of tons of all paper grades and tons of aluminum collected from the City even in the case the City were to receive no rebate for the month. Also, the Contractor shall provide copies of the referenced OBM market index and AMM market index with each monthly statement. Proposers shall provide a detailed explanation of how they will calculate the tonnage estimates. At no time shall the City’s total net revenue share be less than zero ($0). In other words, the City shall not pay the Contractor for a “negative” revenue share. If there is a “negative” revenue share, the City shall only pay processing costs for the tons collected. The City understands that net revenues may equal zero at times due to poor markets; however, the City shall not pay any costs above and beyond processing costs. Each proposal scenario must contain a percent revenue share offer for both paper and aluminum as described immediately above (see Attachment C – Price Worksheet). Proposers may offer from zero (0) percent to 100 percent revenue share. - 21 - Packet Page Number 43 of 69 The vendors may propose revenue sharing for other commodities and corresponding pricing formulae in their proposal by completing the “Alternate Proposal Scenario” in Attachment C. In addition, the City or the Contractor may propose revenue sharing for other commodities and corresponding pricing formulae at any time during the duration of the contract. The parties shall enter into negotiations in good faith and any new revenue sharing agreement shall be reduced in writing in the form of an amendment to the contract. 12.04.5Processing Fees Processing fees will be calculated by multiplying the tons of all paper materials (defined in Section 2.19) and the tons of aluminum collected by the processing fees proposed in Attachment C. Processing fees will not be applied to process residuals. 12.04.6Optional Services Proposers may provide descriptions of additional services available to the City, including but not limited to: 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. Development of drop-off sites for OCC, scrap metal, and/or other material. Descriptions of innovative ideas and approaches to increase recycling rates, promote reuse and waste reduction, and other sustainability efforts. 13.Vendors May Team with Other Companies It is recognized that some prospective haulers may wish to sub-contract with other companies for processing services. This is allowed as needed, but all such Contractor–sub-contractor relationships must be explicitly described in each proposal scenario. The City will contract with only one primary Contractor for the recycling services. Multiple vendors may team up with other complementary hauling or recycling companies provided there is no collusion. A company may be listed as a part of more than one team as long as this company submits a written certification that no collusion occurred between competing proposals. 14.RFP and Proposal to Become Part of Final Contract The contents of this RFP, the successful proposal, and any written clarifications or modifications to the contents thereof submitted by the successful proposer shall become part of the contractual obligations and be incorporated by reference into the ensuing contract. If any provision of the contract is in conflict with the referenced RFP or proposal, the contract shall take precedent. - 22 - Packet Page Number 44 of 69 15.Evaluation Criteria The City will objectively evaluate the proposals submitted to determine the best value for the City and its residents. A comprehensive set of criteria will be used to quantify the merits of each proposal package. The evaluation criteria and relative point values for each are shown below. 1E\MQYQ4SWWMFPI )ZEPYEXMSR'VMXIVME4SMRXW The per household per month price for recycling collection services, 30 for both SFD and MFD units. Strength of qualifications of the vendor (together with any proposed 25 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 to meet the operational requirements of the City (e.g., servicing other cities of similar size, vendor references, etc.). Projected amount of revenue from the sale of recyclable materials 10 shared with the City. Pollution reduction efforts as outlined in Section 3.03. 7 Responsiveness of the vendor to all provisions of this RFP. 5 Glass-to-glass recycling. The City prefers the highest & best use of 5 the glass collected within the City (i.e., manufacturing back into glass bottles and containers rather than used as road aggregate, sandblast media, fiberglass, etc.). Additional recycling services for the City (e.g., drop-off sites for OCC 5 or scrap metal, participation in City-sponsored events, etc.). Public education beyond RFP requirements (e.g., more than once 5 per year, target specific neighborhoods, etc.). Innovative approaches to increase recycling rates, promote waste 5 reduction, reuse and other sustainability efforts. Additional materials to be collected for recycling (e.g., textiles, 3 additional plastics, scrap metal, etc.) and documentation that these materials will be recycled and the end markets are sustainable. 8SXEP4SWWMFPI4SMRXW 16.Liquidated Damages [for City Attorney review] The Contractor shall agree, in addition to any other remedies available to the City, the City may withhold payment from the Contractor in the amounts specified below as liquidated damages for failure 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.Failure to collect properly notified missed collections - $250 per incident. - 23 - Packet Page Number 45 of 69 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 clean up from spills during collection operations - $250 per incident. 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 recyclables - $100 per incident. 8.Making changes to the collection and processing systems prior to receiving City approval to implement any such change - $5,000. 9.Failure to conduct and report results of the annual composition analysis - $100 per incident. These designated amounts for non-performance do not represent penalties. 17.Insurance and Other Legal Requirements [ for City Attorney review] 17.01Insurance Insurance secured by the Contractor shall be issued by insurance companies acceptable to the City and admitted in Minnesota. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the contract and shall remain continuously in force for the duration of the contract. The Contractor and its sub-contractors shall secure and maintain the following insurance: 17.01.1Workers Compensation Insurance Workers Compensation insurance 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. 17.01.2Commercial General Liability Insurance Commercial General Liability insurance shall be at the limits of at least $1,000,000 general aggregate, $1,000,000 personal and advertising injury, $1,000,000 each occurrence, $50,000 fire damage and $1,000 medical expense any one person. The policy shall be on an "occurrence" basis, shall include contractual liability coverage and the City shall be named an additional insured. This insurance 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. - 24 - Packet Page Number 46 of 69 17.01.3Commercial Automobile Liability Insurance Commercial Automobile Liability insurance covering all owned, non- owned and hired automobiles with limits 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. 17.01.4Professional 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 or 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 relieve, limit or decrease the liability of the Contractor. Any policy deductibles or retention shall be the responsibility of the Contractor. The Contractor shall control any special or unusual hazards and be responsible for any damages that result from those hazards. The City does not represent that the insurance requirements are sufficient to protect the Contractor's interest or provide adequate coverage. Evidence of coverage is to be provided on a City- approved Insurance Certificate. A thirty (30)-day written notice is required if the policy is canceled, not renewed or materially changed. The Contractor shall require any of its sub-contractors, if sub-contracting is allowable under this contact, to comply with these provisions. 17.01.5Environmental Liability Insurance The Contractor agrees that they shall obtain and maintain environmental liability insurance in compliance with local, state and federal regulations for all matters related to in this recycling services agreement. Contractor shall add the City as an additional insured under said insurance policy(s). The policy coverage shall include Environmental Impairment Liability. Contractor shall provide the City with appropriate documentation of said environmental liability insurance for verification upon written request from the City. The Contractor further indemnifies the City, its employees, agents and licensees from all liability related to hazardous contamination/pollution resulting from the acts of the Contractor, its employees or agents. 17.02Transfer of Interest The Contractor shall not assign any interest in the contract, and shall not transfer any interest 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. Failure to obtain such written approval by the City prior to any such assignment or sub-contract shall be grounds for immediate contract termination. - 25 - Packet Page Number 47 of 69 17.03Non-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 Bankruptcy as provided by federal law, this agreement shall be immediately deemed null and void relieving all parties of their contract rights and obligations. 17.04Dispute 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. 17.05Performance Bond The contract shall specify requirements for a performance bond in the case of the Contractor’s failure to perform contracted services. The performance bond shall be for a minimum of $300,000. 17.06General Compliance The Contractor agrees to comply with all applicable Federal, State and local laws and regulations governing funds provided under this contract. Once negotiations begin, the City will provide draft contract language to the preferred vendor to address other standard legal requirements. (Note: These requirements may include, but not be limited to: specification for performance bond, prevailing wage; anti-trust, arbitration, human rights, City administrative ordinance; etc.). 17.07Independent Contractor Nothing contained in this agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Contractor shall at all times remain an independent Contractor with respect to the services to be performed under this Contract. Any and all employees of Contractor or other persons engaged in the performance of any work or services required by Contractor under this Contract shall be considered employees or sub-contractors of the Contractor only and not of the City; and any and all claims that might arise, including Worker's Compensation claims under the Worker's Compensation Act of the State of Minnesota or any other state, on behalf 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 responsibility of Contractor. 17.08Hold Harmless The Contractor agrees to defend, indemnify and hold harmless 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 - 26 - Packet Page Number 48 of 69 reason of the failure of the Contractor to fully 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. shall apply with respect to liability bonding, insurance and liability limits. The provisions of Minnesota Statutes Chapter 466 shall apply to other political subdivisions of the State of Minnesota. 17.09Accounting 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. 17.10Retention of Records The Contractor shall retain all records pertinent to expenditures incurred under this contract for a period of three years after the resolution of all audit findings. Records for non-expendable property acquired with funds under this contract shall be retained for three years after final disposition of such property. 17.11Data Practices The Contractor agrees to comply with the Minnesota Government Data Practices Act and all other applicable state and federal laws relating to data privacy or confidentiality. The Contractor must immediately 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 Contractor concerning data requests. The Contractor agrees to hold the City, its officers, and employees harmless from any claims resulting from the Contractor’s unlawful disclosure or use of data protected under state and federal laws. All Proposals shall be treated as non-public information until the proposals are opened for review by the City. At that time the Proposals and their contents become public data under the provisions of the Minnesota Government Data Practices Act, Minn. Stat. C. 13. 17.12Inspection of Records All Contractor records with respect to any matters covered by this agreement shall be made available to the City or its designees at any time during normal business hours, as often as the City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data. 17.13Applicable Law The laws of the State of Minnesota shall govern all interpretations of this contract, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located within the County of Ramsey, State of Minnesota, regardless of the place of business, residence or incorporation of the Contractor. 17.14Contract Termination The City may cancel the Contract if the Contractor fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms - 27 - Packet Page Number 49 of 69 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 of the breach. If the contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials 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 entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. 17.15Employee 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 laws and regulations. The City reserves the right to inspect on a random basis all trucks, equipment, facilities, working conditions, training manuals, records of claims for Worker's Compensation or safety violations and standard operating procedures documents. - 28 - Packet Page Number 50 of 69 %XXEGLQIRX% 1ETSJ1ETPI[SSHvW;IIOP]6IG]GPMRK7GLIHYPI Packet Page Number 51 of 69 Packet Page Number 52 of 69 %XXEGLQIRX& 1ETPI[SSHvW6ITSVXIH6IG]GPMRK8SRREKI Packet Page Number 53 of 69 %XXEGLQIRX& 1ETPI[SSHvW6ITSVXIH6IG]GPMRK8SRREKI 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. 8EFPI& %RRYEP'YVFWMHIERH1*(6IG]GPEFPI1EXIVMEPW'SPPIGXIHYRHIV'SRXVEGX MR8SRW 'MX]SJ1ETPI[SSH 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 of recyclables 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 Packet Page Number 54 of 69 8EFPI& 6ITSVXIH'YVFWMHIERH1*(6IG]GPEFPI1EXIVMEPW'SPPIGXIH MR8SRW 'MX]SJ1ETPI[SSH 1*( 9RHIV838%01*(4IVGIRXEKISJ 'YVFWMHI'MX]9RHIV'MX] -RHITIRHIRX8SXEP 9RHIV 7*( 'SRXVEGX 'SRXVEGX,EYPIVW 'MX]'SRXVEGX 4ETIV News Mix 1,213.60 374.859.40 1,588.4562.9% Cardboard 105.00 32.440.10 137.445.4% Boxboard 70.07 21.650.00 91.723.6% Wet Strength 6.90 2.150.00 9.050.4% Phone Books 1.16 0.360.00 1.520.1% Textiles 1.70 0.540.00 2.240.1% Residuals 3.05 0.950.00 4.000.2% TOTAL PAPER1,401.48 432.941,834.429.50 72.6% 'SRXEMRIVW Total Glass 335.80 105.065.10 440.8617.4% Steel Cans 55.15 17.110.90 72.262.9% Aluminum Cans 27.78 8.660.20 36.441.4% PET 46.08 14.300.00 60.382.4% HDPE 58.10 18.050.00 76.153.0% Plastics 0.00 0.000.50 0.000.0% Mixed Containers 0.00 0.002.34 0.000.0% Residuals 5.80 0.210.00 6.010.2% TOTAL CONTAINERS528.71 163.39692.109.04 27.4% Single-Stream 0.00 0.0017.41 0.00 838%08327 B-2 Packet Page Number 55 of 69 %XXEGLQIRX' 4VMGI;SVOWLIIX Packet Page Number 56 of 69 %XXEGLQIRX' 4VMGI;SVOWLIIX -RWXVYGXMSRWJSV'MX]SJ1ETPI[SSH6*44VMGI;SVOWLIIX 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.). 4VMGITIV,SYWILSPH 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. 6IZIRYI7LEVMRK 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 1 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 of the 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: 1 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. C-1 Packet Page Number 57 of 69 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. C-2 Packet Page Number 58 of 69 'MX]SJ1ETPI[SSH 6IG]GPMRK'SPPIGXMSR4VMGI;SVOWLIIX Proposer (Company Name): ______________________________________________ (YEP7XVIEQ6IG]GPMRK'SPPIGXMSR Proposed price per residential household per $__________ per SFD per month month: $__________ per MFD per month 6IZIRYI7LEVI4VSTSWEP _________ % of published paper price index or 2 Paper revenue share percentage: verified market price paid to vendor 3 Paper processing cost per ton: $____________ per ton of all paper grades _________ % of published aluminum price index 4 Aluminum revenue share percentage: or verified market price paid to vendor 3 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. Frequency of Collection (weekly or every-other-week): ____________________________ Packet Page Number 59 of 69 'MX]SJ1ETPI[SSH 6IG]GPMRK'SPPIGXMSR4VMGI;SVOWLIIX Proposer (Company Name): ______________________________________________ 7MRKPI7XVIEQ6IG]GPMRK'SPPIGXMSR Proposed price per residential household per $__________ per SFD per month month: $__________ per MFD per month 6IZIRYI7LEVI4VSTSWEP _________ % of published paper price index or 2 Paper revenue share percentage: verified market price paid to vendor 3 Paper processing cost per ton: $____________ per ton of all paper grades _________ % of published aluminum price index 4 Aluminum revenue share percentage: or verified market price paid to vendor 3 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. Frequency of Collection (weekly or every-other-week): ____________________________ Packet Page Number 60 of 69 'MX]SJ1ETPI[SSH 6IG]GPMRK'SPPIGXMSR4VMGI;SVOWLIIX Proposer (Company Name): ______________________________________________ %PXIVREXI4VSTSWEP7GIREVMS 8MXPI (IWGVMTXMSR CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC Proposed price per residential household per $__________ per SFD per month month: $__________ per MFD per month 6IZIRYI7LEVI4VSTSWEP _________ % of published price index or verified 2 Commodity: ______________________ market price paid to vendor 3 Commodity: ______________________ $_________ per ton Processing cost per ton: _________ % of published price index or verified 2 Commodity: ______________________ market price paid to vendor 3 Commodity: ______________________ $_________ per ton Processing cost per ton: _________ % of published price index or verified 2 Commodity: ______________________ market price paid to vendor 3 Commodity: ______________________ $_________ per ton 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 reported to the City). Frequency of Collection (weekly or every-other-week): ____________________________ Packet Page Number 61 of 69 %XXEGLQIRX( 'YVVIRX'SRXVEGXSVvW%RRYEP6IG]GPMRK 4YFPMG)HYGEXMSRJSV7*(ERH1*(6IWMHIRXW Packet Page Number 62 of 69 4IVQMX2S 7EMRX4EYP12 4%-( 974SWXEKI [[[IYVIOEVIG]GPMRKSVK 2SRTVS´X3VK /IRRIH]7XVIIX2)`1MRRIETSPMW12 Packet Page Number 63 of 69 Packet Page Number 64 of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acket Page Number 65 of 69 6IG]GPI ;IORS[XLEXMXGERFIEGLEPPIRKIXSJMRHWTEGIXSWXSVI VIG]GPMRKMR]SYVLSQIERHMXXEOIWXMQIERHIJJSVXXSWSVX QEXIVMEPWERHFVMRKXLIQHS[RXLIWXEMVWERHSYXXSXLIGEVXW :SPYRXIIVXSFI &YXXLII\XVEIJJSVX]SYQEOIXSVIG]GPIVIEPP]HSIWQEOIE EGEVXQSRMXSV HMJJIVIRGI ;IGER¬XTMGOYT]SYVVIG]GPMRKYRPIWW 8EPOXS]SYVRIMKLFSVW XLIGEVXWEVIXVEWLJVII3RGIEGEVX 'LIGOMR[MXLSXLIVTISTPIMR]SYVFYMPHMRK IWTIGMEPP]RI[ LEWXVEWLMRMXMXEXXVEGXWQSVIXVEWLWS VIWMHIRXW ERHQEOIWYVIXLI]ORS[[LIVIXLIGEVXWEVIERHLS[XS OIITMRKEGPSWII]ISR[LEX¬WMR]SYV VIG]GPI'EPPYWEX 7368 ERH[IGERWIRH]SY GEVXW[MPPLIPTOIIT]SYVQEXIVMEPW JVIIJP]IVWXSTEWWSYXERHTSWXIVWXSLERKMR]SYVPEYRHV]VSSQ GPIERERHVIG]GPEFPI PSFF]SVSR]SYVHSSV +YMHIXS6IG]GPMRKEX]SYV&YMPHMRK 5YIWXMSRW# 'EPPXLI6IG]GPMRK,SXPMRI 7368 [[[IYVIOEVIG]GPMRKSVK 2SRTVSJMX3VK 974SWXEKI 4%-( 7EMRX4EYP12 4IVQMX2S /IRRIH]7XVIIX2) 1MRRIETSPMW12 8LMWQYPXMJEQMP]VIG]GPMRKTVSKVEQMWWTSRWSVIHF])YVIOE 6IG]GPMRKXLI'MX]SJ1ETPI[SSHERHXLI7XEXISJ1MRRIWSXE 7'36)JYRHWXLVSYKL6EQWI]'SYRX] Packet Page Number 66 of 69 %XXEGLQIRX) 4VSTSWEP'SRXIRX'LIGOPMWX Packet Page Number 67 of 69 City of Maplewood Proposal Content Checklist complete and submit Proposers shall this checklist. Items to be included in proposals are listed as either Mandatory or Optional. Mandatory Twelve (12) written, hard copies of the proposal and all attachments. One (1) electronic copy of the proposal (formatted in Microsoft Word or a suitably comparable alternative). 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 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. Examples of Proposer’s public education materials. List of location(s) of the processing facilities or MRFs where material collected from the City will be delivered and/or processed. 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. Explanation of how participation rates and set-out rates will be measured. Statement as to any litigation in the past five years within the State of Minnesota and the current status of that litigation. Statement of the end use of the glass collected from the City of Maplewood. Provide descriptions of the following: Proposed dual-stream and/or single-stream collection, processing and public education services for: Single-family dwellings (SFDs) receiving “curbside recycling service.” Multiple family dwellings (MFDs) receiving “curbside recycling service” or “MFD collection service.” Experience in providing recycling collection services at community events for other municipalities. If proposal includes the option of providing recycling collection opportunities at Maplewood community events, please indicate any potential costs associated with providing such service. (over) 1 Packet Page Number 68 of 69 Proposal Content Checklist (continued) Contractor–sub-contractor relationships, if applicable. Proposer’s plans to minimize the amount of residuals from the processing of the City’s recyclable materials. 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. 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 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. Development of drop-off site(s) for OCC, scrap metal, and/or other material. 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.). Specify other public education tools that the Contractor could provide in cooperation and coordination with MFD building owners (e.g., posters, signage, etc.). Describe innovative approaches to promote waste reduction and reuse and increase recycling rates. In addition, provide examples of other sustainability efforts. 2 Packet Page Number 69 of 69