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4-21-15CCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN AAGGEENNDDAA Tuesday, April 21, 2015 7:00 pm Regular Meeting Richfield Municipal Center (Bartholomew Room), 6700 Portland Ave PPLLEEAASSEE NNOOTTEE MMEEEETTIINNGG LLOOCCAATTIIOONN CCHHAANNGGEE Commission Members Staff Liaisons Reed Bornholdt (Chair), Crystal Brakke, Joannette Cintron de Nunez, Dan Edgerton, Carolyn Engeldinger, Arthur Felgate, Tracy Hollenback, Teresa Kruse, Michele Thompson (Vice Chair) Jim Topitzhofer (Staff Liaison) John Evans (Secretary) Rick Jabs (Planning Com) Edwina Garcia (City Council) 1. Approval of Minutes/Agenda  Regular Meeting: March 17, 2015  Agenda: April 21, 2015 2. Public Comment  Resident comment and items not printed on agenda 3. Staff Reports  Recreation Services (Topitzhofer)  Wood Lake Nature Center Conservation Partners Legacy Grant  Egg Scramble  FOWL Dinner – April 24 4. Action Items  Garfield Park Play Equipment Proposal Selection (Topitzhofer) 5. Discussion Items  Organized Garbage Collection (Topitzhofer) 6. Committee Reports  Transportation Commission (Felgate)  Band Shell Taskforce (Topitzhofer/Bornholdt)  FOWL Board (Brakke)  Planning Commission (Engeldinger)  Arts Commission (Thompson) 7. Next Meeting Tuesday, May 19, 7:00 pm Richfield Municipal Center (Heredia Room) 8. Adjournment March 17, 2015 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, March 17, 2015 Richfield Municipal Center (6700 Portland Ave) PRESENT CSC: Reed Bornholdt, , Dan Edgerton, Carolyn Engeldinger, Art Felgate, Michele Thompson, Crystal Brakke STAFF: Jim Topitzhofer, John Evans COUNCIL: Edwina Garcia PLAN COM: Rick Jabs OTHERS: Maureen Scaglia (League of Women Voters), Susan Rosenberg (League of Women Voters) ABSENT CSC: Tracy Hollenback, Teresa Kruse, Joannette Cintron de Nunez, Carolyn Engeldinger Call to Order/Approval of Minutes & Agenda Bornholdt called the meeting to order at 7:01 pm. Thompson moved, seconded by Kruse, to approve the minutes of the regular February meeting (2/17/15). Approved, ayes all. Kruse moved, seconded by Brakke, to approve this evening’s agenda. Approved, ayes all. Staff Reports Recreation Services Topitzhofer reported on the following: Garfield Park Play Equipment: RFP sent; three proposals received; expecting two more. Group will score the proposals; feedback will be gathered on Rich Connect; recommendation will come to CSC in April. Portland Avenue Sidewalk Art: Arts Commission met with Topitzhofer and transportation consultants about plans for sidewalk poetry. Funded by Hennepin County. Project may work for 66th Street when that work is done. Taft Fishery Improvements: Improvements scheduled for 2015; in capital budget for $60,000. New fishing pier and casting areas and non-motorized boat access point along shore. Not eligible for DNR grants because some land is being leased from the airport. Home and Garden Expo: Saturday, February 21, 9:00 am to 3:00 pm, Richfield High School. Egg Scramble: Saturday, March 28, 10:00 am, Vets Park. Friends of Wood Lake Dinner: Friday, April 24, MN Valley Country Club Committee Reports Band Shell Taskforce: Jabs provided the report. He said that the site plan will be presented to the Planning Commission. Friends of Wood Lake: Brakke volunteered to return as the liaison to FOWL. FOWL Dinner: Friday, April 24. Planning Commission: Jabs provided the report. Arts Commission: Thompson provided the report. Discussion Items Organized Garbage Collection Topitzhofer said that the Council has identified this item as a goal for 2015. He recapped the research and discussions from the past (2012-2013) and introduced representatives from the League of Women Voters, who are in support of organized hauling. He said that Richfield has watched the City of Maplewood move from open hauling to organized hauling. He said that State Representative Slocum authored a bill that simplified the process for organizing haulers; the bill passed. In 2013, the CSC voted against recommending organized hauling twice. Maureen Scaglia summarized the studies and discussions, saying that the savings in hauling fees convinced opponents in some communities to support it. She said that there are issues of safety, road wear and tear, and pollution that convinced the League to support it. Scaglia said that there are many great examples of contracts in the metro area to use, which can result in low rates and an opportunity for smaller haulers to compete. She said that some cities will provide the garbage cans, so the cans don’t have to be changed if the City changes haulers with a new contract. Scaglia said that the League will be circulating a petition. She said that there are different options for the administration of hauling (complaints, etc). Brakke asked what options might work for the administration of the City’s plan. Scaglia said that staff would have to determine if the City’s staff and resources would make that feasible. Jabs asked what people’s reasons are for opposing it. Rosenberg and Scaglia said that some are opposed to government involvement; many do not want to give up the hauler of their choice. Thompson said that some people may perceive that prices will go up because there is just one hauler, like utilities. Felgate said that competition is not eliminated, the companies just compete up front to win the contract. Bornholdt said that the discussions in the past have talked about rate decreases as a hypothetical, but there may be increases in staff costs and City resources. Scaglia said that those costs are often worked into the billing, which often pays for any additional City resources. Topitzhofer said that the Council will need guidance, eventually from the CSC, on how involved staff will become in the administration. Bornholdt asked if a single company would use larger trucks, which may be more wear on the streets than a larger number of smaller trucks. Thompson said that the amount of administration taken on by the City must be spelled out clearly in the contract. Scaglia said that some cities have partial arrangements, where the recycling is organized, but the trash is open. Thompson asked if the League might consider holding another informational forum. Jabs suggested that the CSC invite people from communities that approved organized hauling to answer questions from the group. Garcia said that public education on the topic is important. Topitzhofer said that Richfield Connect is a great way to gather feedback from people. He said that Maplewood used a consultant that Richfield could invite to speak to the group about how to proceed. Edgerton said that it was such a contentious issue, it never really made it to a study phase or commitment, so an outside person would be valuable to inform and guide the group. Garcia suggested that start and end dates should be set to study and decide on the issue. Scaglia said that the petition was intended to bring the issue to the City’s attention, but it may not be necessary now. Edgerton said that more guidance and feedback from the Council would be helpful. Garcia said that it’s not clear how all of the Council Members feel about the issue. Jabs said that this Council goal is the direction from the Council to proceed with studying the issue. Topitzhofer said that this discussion was the goal for this meeting; he said that Jabs’ suggestion was good to bring in representatives from communities with organized hauling to answer questions. Scaglia DRAFT MINUTES UNTIL APPROVED BY THE CSC. March 17, 2015 suggested St. Louis Park because of their long history with organized hauling and Sauk Rapids because they recently went through the process. Scaglia suggested a work session with the CSC and representatives from communities with organized hauling. She said that she will ask about posting the League’s forum online. Next Meeting/Other/Adjournment Regular April Meeting Tuesday, April 21, 7:00 pm, Richfield Municipal Center (6700 Portland Ave). Adjournment Thompson moved, seconded by Edgerton, to adjourn. Meeting adjourned by consensus at 8:30 pm. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: April 21, 2015 Agenda Item Garfield Park Play Equipment Proposal Selection Agenda Section Action Items Attachments 3URSRVDOVFRULQJVXPPDU\ Contact Jim Topitzhofer Recommended Action Recommend City Council approval of the proposal offered by Midwest Playscapes to replace play equipment at Garfield Park. Scoring was completed on five proposals that were received to replace play equipment at Garfield Park (see attached scoring summary). One of the proposals was rejected and not scored because it did not comply with the requirements set out in the Request for Proposal. Scoring criteria included overall design, appeal to all ages, fitness value, inclusiveness, price, delivery, warranty and references. The scoring team included Commissioner’s Crystal Brakke and Dan Edgerton, Adaptive Supervisor Ann Jindra, Maintenance Worker Jim Christian, Athletics Program Supervisor Nick Thompson, and Jim Topitzhofer. The two top scorers, Midwest Playscapes and Northland Recreation, were featured on Richfield Connect, the online method for residents to voice their opinions on various City matters. Dan Edgerton will be unable to attend the Commission meeting and wanted to express his thoughts about the two top scoring proposals. Dan writes: - Both designs are great, but for me Midwest was the better one. -The differentiator was the third activity center (I think it was a climbing structure), the second tire swing, and the themed toddler area. In particular, we discussed that most of the time little kids just head for the bigger structure because the smaller one is less exciting. This design might make it more appealing for little ones. -There were a few things that I liked better about the Northland design, such as the optional piece of equipment (don't know what to call it) and the fact that the primary structure is taller. Crystal Brakke and the rest of the scoring team also favored the proposal offered by Midwest Playscapes. Two responses were received on Richfield Connect, both favoring Midwest Playcapes. Jim Topitzhofer will present the designs of the two top scoring proposals in detail at the meeting. GARFIELD PARK PLAY EQUIPMENT PROPOSAL SCORING Midwest Northland St. Croix MN WI Overall Design 30 29.3 28.3 24.3 23.8 Appeal to All Ages 10 10.0 9.0 8.0 7.2 Fitness Value 15 13.8 13.8 12.8 9.3 Inclusiveness 15 14 14 11 13 Price 5 5 5 5 5 Delivery 5 5 5 5 5 Warranty 5 5 5 5 5 References 15 15 15 14 13 AVERAGE TOTAL SCORE 100 97.2 95.2 85.2 81.3 Overall Design 30 Midwest Northland St. Croix MN WI Jim T29282725 Crystal 29 29 25 22 Dan 28 28 27 24 Nick 30 30 22 25 Jim C30272520 Ann 30 28 20 27 TOTAL 176 170 146 143 Appeal to All Ages 10 Midwest Northland St. Croix MN WI Jim T 10 9 10 8 Crystal 10 10 8 7 Dan 10 7 7 6 Nick 10 10 7 8 Jim C10895 Ann 10 10 7 9 TOTAL 60 54 48 43 Fitness Value 15 Midwest Northland St. Croix MN WI Jim T13131313 Crystal 15 15 12 10 Dan 14 14 12 9 Nick 13 14 15 7 Jim C1514145 Ann 13 13 11 12 TOTAL 83 83 77 56 TOTAL 319 307 271 242 RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: April 21, 2015 Agenda Item Organized Garbage Collection Agenda Section Discussion Items Attachments Bloomington Organized Collection Options Committee Presentation Contact Jim Topitzhofer Recommended Action None (discussion only) The City of Bloomington has recently received a proposal from their seven current trash haulers to create a consortium to organize trash collection. The proposals call for the seven haulers to divide the City into territories based on their current market share. The City established the Bloomington Organized Collection Options Committee, made up of three Council members and two Public Works staff. The Committee began its work last October to begin planning a community engagement process to investigate organized hauling. The Committee utilized current Minnesota legislation to contact the licensed haulers to consider submitting a proposal. The Committee will also consider other options to organize collection and will be conducting an open house on April 23, 2015. Jim Topitzhofer will present additional information on Bloomington’s approach to this matter. A joint work session between the Richfield City Council and the Community Services Commission is scheduled on Tuesday, June 9, 5:454 p.m. at the Municipal Center to discuss direction on organized garbage collection. All Commission members are encouraged to attend. 4/15/2015 1Administration, Engineering, Maintenance, UtilitiesPublic Works DepartmentORGANIZED COLLECTION OPTIONS COMMITTEE (OCOC) Fifth Meeting Monday, April 6, 2015 PRESENTATION OUTLINE: Organics pilot Billing and customer service options RFP Scope of Services Framework Open House Scheduling Interim Report Executive Summary Next meeting agenda 2 4/15/2015 2 ORGANICS PILOTS:City of Bloomington Organic Collection Pilot:Bagged Organics With Trash (i.e., “Blue BagTM”) Draft RFP assumes: Start date: Spring 2016 for one year Approximately 5,000 households served No extra charge to residents that subscribe for the pilot Hennepin County’s Brooklyn Park Transfer Station is available for sorting/transfer of bagged organics / trash RFP Respondents must include proposed price of organics pilot program (Price per household per month) RFP Respondents encouraged to submit list of potential facility sites for Citywide “Bagged Organics with Trash” sorting facility (for 2017) Detailed pilot workplan and budget to be developed by City, Hennepin County, and Contractor(s) 3 BILLING AND CUSTOMER SERVICE OPTIONS Foth researched other cities’ with solid waste utility bills City staff discussions of added, “incremental” costs to do a Bloomington utility billing for the potential new organized solid waste collection system Assumption that Contractor(s) will do the vast majority of customer service 4 4/15/2015 3 5 OTHER CITIES’ BILLING COST ESTIMATESCity Trash/Recycling Billing Cost Estimate ($ per Household Per Month)Blaine City does billing for base trash and recycling services. Additional subscription services (yard waste, bulky items, etc.) are pre-paid directly to the City’s contract hauler.$0.55 Champlin City does all billing including for trash, recycling, yard waste, etc. $1.27 Little Canada City does all billing including for trash, recycling, yard waste, etc. $0.75 Mankato City does billing for base trash + recycling services. Additional subscription services (yard waste, overflow trash bags) are pre- paid ... to the Contractor. $0.33 Minneapolis City does all billing including trash, recycling, yard waste, organics, large items, etc.$0.91 North Mankato City does billing for base trash + recycling services. Additional subscription services (yard waste, overflow trash bags) are pre- paid directly to the Contractor. $0.93 St. Louis Park City does all billing including trash, recycling, yard waste, and organics.$0.46 BLOOMINGTON’S BILLING COSTS: PLANNING SCENARIOS City’s Cogsdale billing software can accommodate expanded solid waste bill Finance Department’s Utility Billing (UB) additional services could be charged back to organized collection (along with other administrative costs) The Hauler would be the first point of contact for all customer service calls City UB staff would handle standard utility billing customer service calls Public Works (PW) would handle other City staff customer service calls 10‐year budget model in process 6 4/15/2015 4 WHAT IS BEST FOR THE CUSTOMER?Hauler Billing?City Billing? 7 RFP/RFQ RFP Service requirements specified Haulers submit price and quantity Draft RFP is near completion RFQ Service requirements specified Price specified Haulers submit quantity and qualifications Document not drafted 8 4/15/2015 5 DRAFT RFP SCOPE OF SERVICES FRAMEWORKTrash & recycling services as “base”Yard waste, bulky waste as additional subscription components Proposed price required for organics pilot Base scenario: Contractor does billing Trash collected weekly Recyclables collected every other week Extra recycling carts at no additional charge 9 DRAFT RFP SCOPE OF SERVICES FRAMEWORK (CONTINUED) 3‐year base term with 3‐year extension option Clear standards of service and performance monitoring plan required 2,500 household minimum Contract size 26,000 maximum household Contract size Teams, consortiums allowed Contractor/subcontractors 10 4/15/2015 6 RFQSolid waste collection is a “service”Price proposals are not mandated Some anticompetitive practices are allowed for the procurement of solid waste services Criteria that are important to providing service can be considered Same performance and service specifications as RFP 11 RFQ (CONTINUED) Hauler would indicate how many customers they wish to serve Indicate minimum and maximum stops 2,500 stops minimum 26,000 maximum Selection based on qualifications RFQ document has not yet been drafted 12 4/15/2015 7 OPEN HOUSE –THURSDAY APRIL 234 to 7 p.m. at 1700 W. 98th St.Public Works Training Room Informal format: Discussion tables/topics Draft RFP Scope of Services Framework Draft OCOC Interim Report Executive Summary Comment cards 13 INTERIM REPORT EXECUTIVE SUMMARY Summary of Hauler negotiations Summary of OCOC process & results Record of public input comments and input opportunities: Results of April 23 Open House (added later) RFP Status Statutory requirements: Process Organized collection options 14 4/15/2015 9 EXTRA SLIDES(Only if needed)17 ORGANICS PILOTS (CONTINUED): Hennepin County’s Organic Processing Pilot: County staff discussion: Will seek Hennepin County Board direction on use of the Hennepin County Brooklyn Park Transfer Station (BPTS) available for sorting/transfer of bagged organics / trash Probable Start date: Fall 2015 Primary service area for pilot: Northwest suburbs (near Brooklyn Park) Bloomington pilot could be added in Spring of 2016 Additional Bagged Organics / Trash sorting facilities need to be developed for this to be a permanent organics collection method Final, detailed BPTS workplan and budget to be developed by County, participating haulers and other project partners 18