HomeMy WebLinkAbout5M - 2008 Spring Clean-Up Day
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
MARCH 17, 2008
5M
JENNIFER WITTKOPF, PUBLIC WORKS COORDINATOR
CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTES AND
AUTHORIZING STAFF TO CONTRACT WITH HAULERS I VENDORS TO
PROVIDE SERVICES FOR THE 2008 ANNUAL SPRING CLEAN-UP DAY
Introduction
The purpose of this agenda item is to approve contracts with vendors for the
Annual Spring Clean-Up Day.
Historv
For the past 19 years, the City of Prior lake has organized and sponsored a
clean-up I recycling event. This program has allowed residents of Prior Lake,
Spring Lake Township and Credit River Township to recycle or dispose of
many household recyclable materials including: batteries, electronics,
appliances, tires, scrap metal, brush and yard waste. In February, a 'grant
request was submitted to the Scott County Environmental Health Department
requesting funding assistance for this year's clean-up I recycling event. This
grant was pursued for the purpose of having a mechanism for funding, in the
event that the City Council approves a clean-up event for 2008. This year's
Clean-Up Day is planned for Saturday, April 19, 2008.
The program is primarily supported by funding through user fees and a grant
from Scott County. The Parks budget also includes $18,000 to contract with
the haulers needed. Credit River Township and Spring Lake Township have
requested to be part of Clean-Up Day again this year. By allowing township
residents to participate, the City of Prior Lake will receive additional grant
funding from Scott County to offset the cost of adding the township residents.
During the events in past years, a $5 gate fee was charged for every
passenger vehicle bringing a load of material for disposal, with additional fees
being charged for certain items and large loads. Items accepted at the event
include:
Included in $5 Gate Fee
10 Tires
2 Appliances
Household Electronics
Batteries
Scrap Metals
Yard Waste
General Rec clin
Items wI Additional Char e
Additional Tires
Additional Appliances
large-screen Television
Console Television
MSW (municipal solid waste)
R:ICouncil\2008 Agenda Reportsl03 17 081clean up 2008 vendors agenda.doc
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
It should be noted that household hazardous materials cannot be accepted at
the event; these should be taken to Scott County's Household Hazardous
Waste Facility.
The user fees and the grant funding offset most of the expenses of the event,
but do not cover the entire cost. The remaining expenses are paid for out of
the Parks budget. The 2007 Clean-Up Day expenses and revenues were as
follows:
Amount
$18,184.43
$ 1,830.43
$ 903.84
$ 3,746.74
Total $24,665.44
Revenue Source Amount
Grant funds from Scott Countv $16,150.38
User fees I gate fees $ 4,863.82
Total $21.014.20
The City subsidizes a portion of the event costs each year, with funds drawn
from the Parks budget. The median amount subsidized by the City in recent
history is roughly $4,000. The desired outcome is to "break even" on the
event. Gate fees were reviewed by staff and the City Council prior to the 2007
event. It was decided at that time to maintain the current fee structure. The
City sees many benefits in providing this service to the community and the
historic median annual subsidy was deemed by the City Council as a
reasonable cost for the event.
Current Circumstances
Due to continual advancements in electronic technology and upcoming
changes in digital television signals, electronics are a large portion of the
materials collected at recycling events. In honor of Earth Day this year, Waste
Management (WM) is hosting several free residential electronic collection
events around the metropolitan area. City staff has planned our standard
clean-up event for the weekend following the southwest metro WM electronics
event (to be held at Canterbury Park in Shakopee). This event timing should
benefit the City's event by creating less traffic (from those residents with only
electronics to recycle).
It is strongly encouraged that residents with only electronics to recycle attend
the free two-day WM event. Electronics will be accepted at the City's event as
in years past. However, because of overhead, labor and event costs for the
City, staff recommends maintaining the standard gate fee even for residents
bringing only electronics to the City's Clean-Up Day. If costs and funding
continue to stay in balance, the City can continue to provide this service at a
very minimal user fee. Staff will review gate fees for future events and report
to Council if changes are warranted.
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In addition to reviewing the new electronic collection requirements and gate
fees, staff has contacted material haulers from past clean-up events at Prior
Lake and other local cities. Quotes were solicited from at least two vendors for
each of the materials accepted at the event, as outlined in Exhibit A (attached).
For tire disposal, staff is recommending approval of the contract with
GreenMan Technologies, not the lowest quote provided. GreenMan's contract
is based on a per container price, rather than a per tire price. It is difficult to
estimate the size and quantity of tires that will be collected at the event.
Therefore it is difficult to compare a per container price to a per tire price as
offered by other vendors. The container from GreenMan could hold up to
1,400 passenger tires. Using that number as the estimated quantity of
passenger tires to collect, First State Tire Recycling offers a quote of $100 less
than GreenMan. However, staff found that First State was somewhat
unresponsive during the quote solicitation process. Based on that, and
successful coordination at past events with GreenMan, staff is recommending
approval of the contract with GreenMan Technologies for tire disposal.
Waste Management provided the low quote for electronics, appliances,
municipal solid waste (MSW), yard waste and scrap metal removal. Waste
Management (formerly Prior Lake Sanitation) donates all general recycling
collection services and most of the labor fees for the event. Staff has worked
with WM on past clean-up events and finds their service exemplary.
In addition to planning the event consistent with years past, staff has begun to
review the possibility of expanding the event beyond clean-up and recycling.
With the creation of the City's Natural Resource Department, it is anticipated
that next year's Clean-Up Day will transition to an event that is more closely
associated with Earth Day. In addition to the continued clean-up component,
the expanded event would allow an opportunity to engage and inform citizens
about earth-friendly practices they can incorporate into their everyday lives.
While the Earth Day event will likely grow over time, it is anticipated that over
the course of the next few years, some of these expanded elements could
include such things as the following:
. Educational tables with topical information (water, energy conservation
measures, buying locally, etc)
. City sponsored tree sales of bare root and saplings with education on
how to properly plant and maintain
. Sample compost bin set-up and education regarding its use (along with
information about the possible future SMSC-City of Prior Lake
community compost drop-off)
. Solicitation of volunteers to reinstate the City "Paint-the-Grate"
campaign (spray painted template on street grates reminding citizens
to where their storm drains lead)
Due to the unreliable nature of April weather and the need for an area allowing
expansion of future event offerings, staff believes Lakefront Park and pavilion
would be an appropriate location to relocate the event next year if access and
egress issues can be satisfactorily addressed. At this year's Clean-Up Day,
staff intends to distribute a flyer informing people of the anticipated event
expansion and relocation in 2009.
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ISSUES:
Because users benefit directly from the event, it is appropriate to have modest
user fees. A good balance between expenses and revenues has been
achieved at past events. Staff feels that maintaining the existing fee structure
and working with the qualified vendors from past events will make for another
successful Clean-Up Day.
At this time, the City needs to enter into contracts with licensed haulers who
will provide services at the clean-up event. All vendors recommended by staff
have participated in past events with the City and have performed their
services diligently and satisfactorily.
The Annual Clean-Up Day provides the residents with a valuable service from
the City. The goal of the event is to have residents bring their unwanted
household materials to be disposed of properly. This is beneficial to the
environment and helps maintain the clean, litter-free landscape of Prior Lake
and surrounding area. Approximately 650 vehicles attended last year's event,
demonstrating a great number of residents participated. For that reason, staff
requests that the City Council approve the resolution accepting quotes and
approving contracts with haulers for the 20th Annual Clean-Up Day to be held
on Saturday, April 19, 2008.
Once again the Prior Lake Rotary will conduct their Bridging program at the
same time and location. Through this program useful household furniture may
be donated at no cost. Bridging then gives the furniture away to those in need.
FINANCIAL
IMPACT:
The Parks budget allocates funds for hauler contracts. These funds will be
repaid via user fees and grant money from Scott County, thus the overall
financial impact is expected to be minimal. It is difficult to estimate the amount
that will be received from user fees, and staff will report to Council if further
gate fee adjustments are warranted in future years.
ALTERNATIVES:
1. Accept quotes and authorize staff to contract with haulers / vendors to
provide services for the clean-up event, drawing funds from the Parks
budget (45200-403).
2. Table this item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
Steve Albrecht, Public Works Director/City Eng
R:\Council\2008 Agenda Reports\03 17 08\clean up 2008 vendors agenda.doc
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION OS-xx
A RESOLUTION ACCEPTING QUOTES AND AUTHORIZING STAFF TO CONTRACT WITH
VENDORS TO PROVIDE SERVICES FOR THE 2008 ANNUAL SPRING CLEAN-UP DAY
Motion By:
Second By:
WHEREAS, The City has sponsored a Spring Clean-Up Day for the past 19 years; and
WHEREAS, Scott County has provided grant funding to assist with past City-sponsored recycling
events; and
WHEREAS, Credit River Township and Spring Lake Township have requested to be a part of the
City's clean-up event; and
WHEREAS, The City will receive additional grant funds to offset the cost of adding Credit River and
Spring Lake township residents; and
WHEREAS, City subsidies for the event have been deemed a reasonable investment by the City
Council; and
WHEREAS, Based on the quotes received staff recommends award of contracts to GreenMan
Technologies and Waste Management for Clean-Up day; and
WHEREAS, The 2008 Annual Spring Clean-Up Day is scheduled for Saturday, April 19, 2008;
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Based on the quotes received, staff is hereby authorized to contract with GreenMan Technologies
and Waste Management for Clean-up day for the rates as outline in Exhibit A.
3. User gate fees shall remain the same as those charged at the 2007 event.
4. Funding for Clean-up Day shall come from account #45200-403.
PASSED AND ADOPTED THIS 17TH DAY OF MARCH 2008.
YES
NO
Haugen Haugen
Erickson Erickson
Hedberg Hedbera
leMair leMair
Millar Millar
Frank Boyles, City Manager
R:\Council\2008 Agenda Reports\03 17 08\clean up 2008 vendors reso.doc
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
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