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HomeMy WebLinkAbout5G - Service Providers for April 18 Prior Lake Clean-Up Day 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MARCH 16, 2009 5G 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 APRIL 18, 2009 ANNUAL SPRING CLEAN- UP DAY MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: Introduction The purpose of this agenda item is to approve contracts with vendors for the Annual Spring Clean-Up Day. DISCUSSION: Historv For the past 20 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 2009. This year's Clean-Up Day is proposed to be Saturday, April 18, 2009. 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 will include: Included in $5 Gate Fee 4 Passenger Tires 1 Appliance 1 Electronic Item Batteries Scrap Metals (clean) Yard Waste General Recycling R:\Council\2009 Agenda Reports\03 16 09\clean up 2009 vendors agenda.doc www.cityofpriorlake.com Items wI Additional Char~ Additional Tires Additional Appliances Additional Electronic Items Large-screen Television Console Television MSW (municipal solid waste) 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 always cover the entire cost. The remaining expenses are paid for out of the Parks budget. The 2008 Clean-Up Day expenses and revenues were as follows: Expense Vendors' disposal (recyclables) Vendors' disposal (MSW) Ads' miscellaneous City staff 'labor Total Revenue Source Grant funds from Scott County User fees' gate fees Total Amount $ 2,795.83 $ 1,770.99 $ 884.36 $ 4,081.50 $ 9,532.68 Amount $ 6,559.17 $ 3,895.00 $10,454.17 Last year was the first year in recent history where revenues exceeded expenditures ($921.49). Typically, the City subsidizes a portion of the event costs, 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 City staff recommends maintaining the standard gate fee of $5.00. 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. 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 Liberty Tire Recycling, formerly GreenMan Technologies. The quotes received for the tire recycling came in at the same price, but staff has had successful coordination at past events with Liberty Tire Recycling, and is recommending approval of the contract with them for tire disposal. R:\Council\2009 Agenda Reports\03 16 09\clean up 2009 vendors agenda.doc Waste Management provided the low quote for electronics, 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. Certified Appliance Recycling provided the low bid for appliance collection. If Certified receives the bid for both appliances and electronics, they offer a $1/appliance discount. Based on the average amount of appliances and electronics collected at recent events, at today's bid prices, the lowest cost option is to have Waste Management collect electronics and Certified collect appliances, thus foregoing the appliance discount. 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. 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 675 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 21st Annual Clean-Up Day to be held on Saturday, April 18, 2009. Free disposal of electronics will not be available to the residents this year. The electronic recycling will be available for a fee as it has in the past for clean-up events. 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. In 2008, electronics recycling was provided free of charge on-site by Waste Management. Additionally a metro-wide free electronics drop-off was provided. The City's costs will most likely increase in 2009 due to lack of free electronics recycling. The City budgeted an additional $7,500 in the Parks budget to cover the costs of electronics recycling and other potential increases R:\Council\2009 Agenda Reports\03 16 09\clean up 2009 vendors agenda.doc in 2009. That amount will cover the City's average electronics recycling of 24,000 Ibs since 2003. However, should the City experience an increase such as the nearly 48,000 Ibs collected in 2007, there will be additional costs for the City to absorb. Funding for any additional costs would need to come from the Contingency Fund. ALTERNATIVES: 1. Adopt the attached resolution accepting quotes and authorizing staff to contract with haulers I vendors to provide services for the clean-up event, drawing funds from the Parks budget Account #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: ReVie~ Frank BOYlvMtager R:ICouncil\2009 Agenda Reportsl03 16 09\clean up 2009 vendors agenda.doc 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 09-xx A RESOLUTION ACCEPTING QUOTES AND AUTHORIZING STAFF TO CONTRACT WITH VENDORS TO PROVIDE SERVICES FOR THE 2009 ANNUAL SPRING CLEAN-UP DAY Motion By: Second By: WHEREAS, The City has sponsored a Spring Clean-Up Day for the past 20 years; and WHEREAS, Scott County has indicated that there will be grant funding to assist with 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 from the County to offset the cost of adding Credit River and Spring Lake township residents to the clean-up event; and WHEREAS, In previous years, except for 2008, the City Council has authorized expenditure of funds from the Parks budget to cover the shortfall between the expenses of and income (grants and user fees) for the event; and WHEREAS, The City received quotes from vendors for collection services and the quoted fees are set out in Exhibit A, attached hereto and made part of this resolution; and WHEREAS, The 2009 Annual Spring Clean-Up Day is scheduled for Saturday, April 18, 2009; 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. The City Manager is hereby authorized to contract with Certified Appliance Recycling, Liberty Tire Recycling and Waste Management for Clean-Up Day to provide collection services at the rates set out in attached Exhibit A. 3. Funding for Clean-up Day shall come from account #45200-403. PASSED AND ADOPTED THIS 16TH DAY OF MARCH 2009. YES NO I Haugen I Erickson I Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager R:\Council\2009 Agenda Reports\03 16 09\clean up 2009 vendors reso.doc www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 March 16,2009 Item Exhibit A - Vendor I Hauler Quotes City of Prior lake 21st Annual Spring Clean-Up Day Saturday, April 18, 2009 tires (est. 1,400 passenger tires) container (est. 1) each electronics appliances air conditioners extra water softeners extra municipal solid waste (MSW) yard waste scrap metal per pound 5 hrs / driver each each each per ton 5 hrs / driver per ton 5 hrs / driver container each 5 hrs / driver construction material general recycling labor fees S:IEnvironmentallclean-up day\2009\vendor quotes.xls per ton 5 hrs / driver per ton Company First State JR's Tire Recycling Advanced Recyclers $ 1,400.00 $ 7,000.00 $ 350.00 $ 150.00 $ 0.27 $ 0.35 Included City $ 10.00 $ 5.00 $ 5.00 $ $ 150.00 City City 15.00 containter fees included in cost, unless noted otherwise fuel surcharge included in cost, unless noted otherwise Br;~Q...Mr;NQr;gQPbmr; ,tentatively scheduled, pending CC approval Mar 16, 2009 City City City *Certified Recycling pricing would reduce to $9/each, if contracted for both appliances/electronics **Dick's Sanitation pricing does not include taxes and fuel assessment City of Prior Lake Dick's Sanitation** $ 52.00 $95/hr/truck $ 26.00 $95/hr/truck $ $95/hr/truck $ 45.00 $95/hr/truck $ 95/hr + City 1 of 1