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Home My WebLink About2014-10-15 PACKET 04.F. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # �/� DATE 10/15/14 7 . PREPARED BY: Community Development Jennifer Levitt ORIGINATING DEPARTMENT STAFF AUTHOR :�**�***********************************:�******** COUNCIL ACTION REQUEST Consider approving the contract for the River Oaks Recycling Pilot Program. STAFF RECOMMENDATION Approve the contract. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY � ENVIRONMENTAL DATE 10/8/14 REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ � APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS � MEMO/LETTER: Memo from Ryan BurFeind dated 10/9/14 ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Contract for the River Oaks Recycling Pilot Program ADMINISTRATOR'S COMMENTS: f, 1 � �" _ �� - JU! /c�! 1 City Administrator Date ************************************************ COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Cottage � Grove � Pride and PrOSPerity Meet To: From: Date: Re: Honorable Mayor and City Council Ryan Schroeder, City Administrator Ryan BurFeind, P.E., Project Engineer October 9, 2014 River Oaks Golf Course Recycling Pilot Program Contract Approval Backqround The City of Cottage Grove is currently working to increase recycling at the River Oaks Municipal Golf Course. The golf course currently recycles only cardboard and aluminum cans that are col- lected within the clubhouse. There are currently no recycling receptacles available for patron use, either on the course or in the clubhouse. On average, approximately 200 golfers use the course each day. Due to the large amount of recyclable materials that are sold on the golf course and at the clubhouse, the City believes this would be an excellent candidate for imple- mentation of an expanded recycling program. Discussion Existing Waste Receptacles River Oaks Golf Course currently provides waste receptacles on the golf course and around the clubhouse for. patron use. There is typically a 20-gallon steel mesh waste receptacle at each tee, with 9-gallon receptacles scattered throughout the course as well. There are also several 20 to 30-gallon waste cans located around the golf course, pro shop, and driving range areas. Finally, several waste receptacles are located inside the clubhouse and pro shop areas. These containers need to be emptied daily by golf course staff. Some photos of the existing containers can be seen below. r�� , >,:,i,. ,�:�� ,� � �'�. �_ � - F- � - >, ..,,. ---� r 7 � �' � � 9 t � �� "�'. _ 4! ��< � � - k t?.� .�,�s.+- x z _ . . - v � � 4 _ �' . . , . E; 'fi � ; ` . �r�� I + � � .• ` l y �. ' . . . - . . l � . . . � .. / " _ / S . - - . � . , ' . . . .. . � � �. . . ., �� I . . . .. . . . �I � � � � 080�0�99 � �. y ` , �0�770�70��9 `j r l ." ' 1 f � ' �� _�. . �i `•; � yf , � � � , � _ v . , �, ''-. � . , . ... ��.1 _ .. i� .. ' .. -. ' . . _S�: .. ..�. ......... .. . . _ _""" ....... . ... .� _. _"_' '..::. -..__ ' � . .�' ' � � ��. .. . i .__ ....�-� �. c_ . ..�_-_... .._ � _.: ...�_ __ _.. Honorable Mayor, City Council, and Ryan Schroeder River Oaks Golf Course Recycling Pilot Program Contract Approval October 9, 2014 Page 2 of 3 , ;� t �;� ., r.ASa�w�wra . � � 1 � � . �� . . .� . . . . . �� . , . ' . . ' . . . : i.3 � . . - . -0a�'OD�B�049 • �PB�d�04Q k . , ' ��/ � . Figure 1— Existing Waste Containers Proposed Waste/Recycling Receptacles City staff reviewed several options for new recycling/waste containers for the golf course. The receptacles that are proposed by the City are produced by Clean River Recycling Solutions. This includes a total of 25 outdoor receptacles, 7 indoor receptacles in public areas, and 9 in- door receptacles in employee areas. Twenty-one of the outdoor receptacles on the course, at the driving range, and at the practice green would be placed on small concrete pads. The total quote for these receptacles, including shipping, is $30,051.06. Details on the recycling recepta- cles can be seen in the attached spec sheet. City of Cottage Grove In-Kind Contributions Proqram Survey To determine the amount of recycling that could potentially be collected, the sales at the course were reviewed. The golf course is budgeted for $140,000 annually in alcohol sales in the form of 16-ounce aluminum cans. These beverages are sold at $4.25 each, which amounts to approxi- mately 32,950 cans. The golf course also sells soda in 20-ounce bottles for a total of approximately $35,000 annually. These bottles sell at $2.00 each, for a total of 17,500 bottles. The goal would be to achieve 75 percent recycling of these materials, which would amount to approximately 53 pounds of recycling per week. The golf course also uses plastic cups for serving alcohol at events in the banquet hall, which can be recycled by the City's waste hauler. The recycling dumpster would be emptied weekly by the hauler. In order to measure the impact of the recycling program, the hauler is providing to the weights for the bi-weekly waste pickup. These weights are being tracked for the months of July, August, and September in 2014. In 2015, the weights for both the recycling and waste will be tracked for the same three months, which will give a comparison of how much material is being recycled. Receptacle Installation The City will be responsible for the installation and anchoring of the new recycling receptacles throughout the golf course. This will include the installation of the concrete pads. The total esti- mated labor and material costs for the installation is $1,800. Modifications to the River Oaks dumpster area will not be required as part of this program. Honorable Mayor, City Council, and Ryan Schroeder River Oaks Golf Course Recycling Pilot Program Contract Approval October 9, 2014 Page 3 of 3 Education and Promotional Material The City would develop an educational program for golf course staff that will include the details of the recycling program and what materials can be recycled. There will be an estimated $1,000/year labor cost for golf course staff to implement the recycling program. The City will also develop promotional material that can be given to golfers to educate them on what mate- rials can be recycled, with an estimated cost of $300. Implement Recyclinq and Orqanics Collection for Clubhouse and Banquet Facility This program includes the installation of recycling receptacles in employee areas at the club- house and banquet facility. The City will also work with golf course staff to evaluate the implementation of an organics recycling program. As part of the contract, Washington County will provide funds for the purchase of the recycling receptacles, in the amount of $30,051.06. The City will be responsible for completing the in-kind contributions that are detailed above. The City will also produce a case study and lessons learned regarding the recycling program. Recommendation It is recommended the City Council approve the contract with Washington County for the River Oaks Recycling Pilot Program. � ° o Cl��]C]R1Ver RECYCLING SOLUTIOPJS A division nl Mitlpoint International inc. Cottage Grove Recycling Receptacle Spec Sheet Prepared By: CleanRiver Recycling Solutions � � O C1ear�Rl.ver RECYCLING SOLUTIONS p tlivision oi M1lidpaint International Inc. Model: TXZ36-2 Dimensions: 27.25" x 19.00" x 52.75" �- +. �; , t�-� / 44.10" - _ � � _ ��d.,r; Capacity: 36 USG Weight: 123 LBS _ _ � Price: $1025.00 * �EFp �fU� �'�� i� Model: ISQT-40 Dimensions: 15.50" x 15.50" x 32.00" Capacity: 33 USG Weight: 47 LBS Price: $370.00 �'t:�� i � -- ' Model: I RCT-2 Dimensions: 43.50" x 10.50" x 36.50" ___ Capacity: 52 USG � �i�, - � ,., , "�� ,•� , Weight: 80 LBS ' rr Price: $695.00 � i , � � o Clear�.ver RECYCLING SOLUTIONS A division of tdidpoint International Inc. Model: BESS 36G Dimensions: 20.50" x 20.50" x 34.00" Capacity:361 USG Price: $136.95 r � � n r� �� '�� '� � � � �� Contract # Dept. Public Health and Environment Vendor Name City of Cottage Grove Fed ID # 41-6008286 Address 12800 Ravine Parkway South Phone # 651-458-2800 Cottage Grove, MN 55016 Date 9�24/2014 Term of Agreement October 1, 2014- Aprii 1, 2015 Scope of Service Cost �30,051.06 Contractor, hereinafter referred to as the City of Cottage Grove, will partner with Washington County to implement and evaluate a recycling program at River Oaks Golf Course in Cottage Grove, MN by providing the services set forth in Exhibit A. The City of Cottage Grove shall be paid for services as outlined in Exhibit B. Any costs not itemized, or exceeding what is outlined in Exhibit B, will be the City of Cottage Grove's responsibility. The total payment for these services provided under this agreement shal) not exceed $30,051.06. II1d2tT1nifiCatl011 – Notwithstanding any other provision to the contrary, the contractor agrees to indemnify, defend and hoid harmless the County, its officers, employees and agents for any and all claims arising out of the contractor's activities related to the services provided under this agreement. IIISUf ailCe ReqUli'@t71@iltS The contractor agrees that in order to protect itself, as well as the County, from claims arising out of the contractor's activities under this agreement, it will at ail times during the term of this agreement keep in force policies of insurance providing the following checked-off liabilities, in an amount equal to the County's liability limits set forth in Minnesota Statute Chapter 466 and the workers compensation requirements in Minn. Stat. Chapter 176. The Contractor agrees as a condition subsequent to increase the required insurance coverage as the liability limits in section 466.04 increase. Nothing in this Agreement shall constitute a waiver by the County of any statutory limits upon liability. Certificates of insurance showing the coverage listed above shall be provided to the County prior to the effective date of this Agreement. All such policies shall provide that they shall not be canceled, materially changed, or not renewed without thirty days prior notice thereof to the County. � General Liability ❑ Automobile Liability ❑ Hired/Non-Owned Liability � � � Professional Liability Worker's Compensation (if applicable) Insurance Requirements Waived, except for Worker's Compensation Data Practices - All data collected, created, received, maintained, or disseminated for any purpose by the activities of the contractor, because of this agreement shall be governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 (Act), as amended and the Rules implementing the Act now in force or as amended. The contractor is subject to the requirements of the Act and Rules and must comply with those requirements as if it is a governmental entity. The remedies contained in section 13.08 of the Act shall apply to the contractor. ReCOCd DiSCIOSUI'2S/MOilltOf'i11q - Pursuant to Minn. Statute 16C.05, Subd. 5, the books, records, documents and accounting procedures and practices of the contractor relevant to the contract are subject to examination by the County, and either the legislative auditor or the state auditor, as appropriate. The contractor agrees to maintain these records for a period of six years from the date of termination of this agreement. NOI1diSC1'It111111ti011 - During the performance of this agreement, the contractor agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed to national origin be excluded from full employment rights in, participation in, be denied the benefits of or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. COI71p11811C@ With L1W - The contractor shall abide by all federal, state or local laws, statutes, ordinances, rules and regulations now in effect or hereinafter adopted insofar as they relate to the contractor's performance of the provisions of this agreement. Fi1'e11'I71S PCOhiblted – Unless specificaily required by the terms of this contract, no provider of services pursuant to this contract, including but not limited to employees, agents or subcontractors of the Vendor or Contractor (depending upon which term is used) shali carry or possess a firearm on County premises or while acting on behaif of Washington County pursuant to the terms of this agreement. Violation of this provision shall be considered a substantial breach of the agreement; and, in addition to any other remedy available to the County under law or equity. Violation of this provision is groands for immediate suspension or termination of this agreement. Indepe11d211t COI1tPaCtOf — Parties agree that the vendor is acting as an independent contractor under this agreement. Coildit1017 SUbSeqU211t - Language will be included here, if applicable, as advised by the County Attorney's office. Subcontractinq and Assiqnment — Tne contractor snaii not enter into any subcontract for perFormance of any services contempiated under this agreement nor novate or assign any interest in the agreement wifhout the prior written approval of the county. Any assignment or novation may be made subject to such conditions and provisions as the county may impose. The contractor is responsible for the performance of all subcontractors. Washington County Title Date Title Vendor Date Approved as to form: Asst. County Attorney �xhitxit A River Oaks Golf Course Recycling Pilot Program SCOPE OF SERVICES Currently, recycling collection at the River Oaks Golf course consist of cardboard and small amounts of aluminum cans collected by staff. There are no recycling receptacles for patrons out on the course or at the clubhouse, despite an estimated 50,000 recyclable containers being sold each year. A pilot recycling program will be implemented in 2015 to divert these materials, with a goal of a 75% recycling rate. , The tasl<s completed under this contract include: program surveying; course, ciubhouse, and banquet facility receptacle installation; developing education and promotional materials; and program evaluation and monitoring. 1'he County will: 1. Communicate directly with contractor regarding any matters related to the pilot program 2. Provide guidance in program development and implementation 3. Provide information on golf course recycling programs in the metro 4. Provide funds to supply the City of Cottage Grove recycling bins for River Oaks Golf Course 5. Provide guidance with promotional and educational materials The City of Cottage Grove will perform the following tasics: Program Surve�r s City will report both baseline pre-pilot and post-pilot quantities of materials recycled, food/SSO recovered (if any program is implemented), and trash o City will require bi-weekly waste hauler weights to be tracked for July, August, and September of 2014 o Weights of trash and recycling will be tracl<ed in July, August, and September of 2015 to determine new diversion rates as compares with baseline 2014 rates e Conduct a visual waste assessment in 2014 to evaluate waste stream (at an event, if possible) o Include commonly observed items in your education and promotional materials Receptacle Installation • Install concrete pads in 2014 to prepare for program launch in 2015 • Install and anchor duel stream bins with appropriate signage for 2015 season opening Education and Promotional Material • Develop effective signs for course and clubhouse bins using commonly found items • Train and educate all staff on operational changes o City will develop an educational program to provide golf course staff with details of the recycling program and accepted recyclable materials • Educate golfers on recycling program o City will develop promotional materials that can be given to golfers to educate them on what materials can be recycled and how to recycle them Implement Rec�clinq Collection for Clubhouse and Banquet Facilit� • Install bins and signs in employee areas of the clubhouse and banquet facility before the start of the 2015 season • Research and review the implementation of an organics recycling program Proqram Evaluation and Reportin� • Agree to comply with Minnesota Statutes 115A.46, subd. 5 and 115A.471 by delivering al) waste to the Ramsey/Washington County Resource Recovery Facility o City will sign and submit waste verification form (see exhibit C) 0 Follow up with the county 2 months prior to implementation to review installation and education plans • Address staff and public feedback to continually improve program • Report program evaluation to the County o City will complete a case study and lessons learned for the River Oaks Recycling Program by December 2015 o City will provide a 3 sentence testimonial with a picture or a video at the end of the pilot program o City will address how they've assisted implementing the Washington County Waste Management Master Plan CITY OF COTTAGE GROVE IN-KIND CONTRIBUTIONS Item Unit Quantity Est. Unit Cost Est. Total Cost Installation Costs (Labor and Concrete Slabs) LS 1 $1,800.00 $1,800.00 Labor Cost to Operate LS 1 $1,000.00 .$1,000.00 Recycling Dumpster Month 12 $ 90.00 $1,080.00 Program Survey HR 16 $40.00 $640.00 Education and Promotional Materials LS 1 $300.00 $300.00 Program Evaluation and Reporting HR 16 $40.00 $640.00 TOTAL $ 5,460.00 Exhibit B � RATE AND METHOD OF PAYMENT The City of Cottage Grove shall submit invoices for the work outlines in "Exhibit A". The total contract amount will not exceed $30,051.06. Payment breakdown will be as follows: IPr+��duct @�es�c�a,�t�on �P� ��'e Qua�#it� �Ca�aacit�r Lo�a�tu��u �(�cates Price��ami� �Tmt�al'; pri�� Ori�al �ri�.� is $1;Q'��,t�s�.. � Tra�s.itio�: �:��1 3� �al. � r'� ��us�t �f 12.�a/`� �ias 1��. � �1�t T'a��a ry T�3�-'? �8 ��18�'str��ae�r� 4C"i��.f c��use rec��,lisyg cen�� p�aa]i.�d fl��,T �x� �� eazderr $�9��.88i! �.1�,�:�.,5+� Ii i ' �' � � �) �i 3�� g� I. i � i � � �� 18,�''st�rea�m� ��,lb �3�am.as��.�� :�c��c�iaz� ��rs. � �i $8��.8�5� ��o-,��78a�� i o�or� '��u�ze � I�Q�'-�� 1 � 33 gal. �g�� ,�� . , � '' �• � , e ��u�� e� � � ��t7� ��[� �Ii�gli:e�:e � �2 �al. " �f.��iai�;�l pri�� s $�4�5,�'�rn. r"� T��c�t�;li�a �t��ti�� Il'�.�'�' � � � ��6/stsea�� B��aqu�� c�1i�;a' ��• area dis��t�a.�E �f 1�°.fa �.� ��: � $��r.�5 $1 � �� I. (�� ali��c1 ��,� ��e � e��c��r � I � ��6,�staeacr�� a�f ��+ap lab��c�! ��r�:�;ll �e��r�c�,��l�s I � $5�9��.7�� 9��.�"� � 52 ; �al. ��t �l��ila �c��s� ��aa.u�:� l�a� ar��d ea�n� i I I p � �- ��6�'stu�earn� �2,r��;� y i $S��C?'.�� i �aL B��s�.�nt �ofc��.il� �azzse la��I�dfo� �qa.iar� �x��e�� BJE��-.�6� � �18,�stT�aar� o-��r�� c ��i:a� : ' � � :� � �1��.�� .��.�� . ,. _. .. ._�..... ��.�_ _ I��s�es�:��t �f �c�t�l� �x�z�s� la�eSe�. f�s° � _ ..--_ _ w .....� ..� ; � � � � �� c�rt� � U�t�l�s � � �13�.�5 $�� '3,9� ----�-- � 1 II �ca�f �h+a lab�1�� £r�� ,�ll see cl�l�l�s I" j $13�.95,) �136_95� - — � �� P � � _�..._____._� � �----- - - y � I�s�c.�i�� •ea� ��1��. for a�l. � ! � � �� r��rclab�e� �i I� $13�.95i� $��'3.:�� mc�or �.��s ��r fi�e ��nc3�tva b3ns cs� ��i�a.�l �ri�� is ,$35�.�'S,�a�c�.or �� cca�.u�ss� cla°i��i_u� raaig� .�n� �atat�isi¢ ki�. �S dis�c�oaaaat �f ��°fa h�s .�cc�lx�ar �.i� r'��1 �1 �'��x�. l�eea� a��ed' L��r t�� =c��co� �29.�� G��.�� ` �Il �ins �rela t�e arde�e� �ECrrn ��an F£i�er R�c�re�in,� Scrluti�r�s. Ship�t�i�� 1 Tatal �3i�,p��,1.� � � ' � � _ ! �i11:�I� Washington County Department of Public gIealth & Environment Verification of Compliance with Minnesota Statute 115.471 and 115A.46 Pursuant to Minnesota Statutes 115A.46, subd. 5 and 115A.471, all waste generated by River Oaks Golf Course in the Municipality of Cottage Grove, MN must be managed in accordance with the County's Solid Waste Management Plan and delivered to the Ramsey/Washington County Resource Recovery Facility in Newpor for disposal. Failure to comply with this provision shall constitute a breach of the service cont�act. I (name) (Title) for the Municipality of (City) , MN verify that said municipality will, through the length of the contract, comply with Minnesota Statutes ll SA.46, subd. 5 and 115A.471 by delivering all waste generated by activities and contracts/agreements to the Ramsey/Washington County Resource Recovery Facility. In the space below, please provide the name of your municipal solid waste provider(s). City of Cottage Grove Signature Title Date