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04-12-2022 Council Packet
CITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA TUESDAY, APRIL 12, 2022 6:00 PM AT CITY HALL 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda Estimated times 6:00 p.m. II. Lifesavinu Awards Presentation and Council Recess for Photographs 6:30 p.m. III. Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Johnson D. Councilmember Liljegren E. Councilmember Runk F. Staff • Chief of Police • Assistant City Administrator/City Clerk(pg. 3) 6:35 p.m. IV. Visitors/Public Comment This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda(Please limit comments to 3 minutes in length). A. 2021 City Annual Financial Statement—Review by Auditor Dave Mol (pg. 7) 6:40 p.m. V. Consent Agenda_ (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes—March 22, 2022 (pg. 21) C. Approve City Council Worksession Notes—March 29, 2022 (pg. 25) D. Authorize Staff to Contract with St. Croix Sweeping for 2022 Street Sweeping (pg. 29) E. Adopt Proclamation for Fair Housing Month (pg. 47) 6:45 p.m. VI. Public Hearings 6:45 p.m. VII. Old Business A. 2022 Water Meter Replacement(pg. 51) B. 2022 Sanitary Sewer Slip Lining (pg. 55) 6:45 p.m. VIII. New Business A. Norell Ave Project—Ground Breaking Event(pg. 61) B. Cover Park Garden and Historical Sign (pg. 63) C. Approve Process and Timeline for the Solid Waste and Recycling Contract RFP (pg. 73) D. Set Date for Goalsetting Continuation (pg. 77) 7:00 p.m. IX. Other Council Items or Announcements Pagel of 78 Agenda April 12,2022 Page 2 7:05 p.m. X. Adj ournment Page 2 of 78 Oak Park Heights Request for Council Action Meeting Date April 12, 2022 Agenda Item Recycling Award Time Req. 0 Agenda Placement Staff Reports Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Receive Information Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). See attached. Page 3 of 78 4kCity of Oak Park Hei hts 14168 Oak Park Blvd.N.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 March 24, 2022 Jay Higgins 5630 Newgate Circle N Oak Park Heights, MN 55082 Dear Mr. Higgins: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and/or smoke detector(s). Your residence was checked on Thursday, March 24, 2022, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me via phone at 439-4439 or email at jpinski@cityofoakparkheights.com to let me know your choice of award. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulatio s! 4, t Jennifer Pinski City Clerk TREE CITY U.S.A. Page 4 of 78 City of Oak Park Hei his 14168 Oak Park Blvd N.Oak Park Heights,MN 55082•Phone(651)4394439.Fax(651)439-0574 April 7, 2022 Dawn and Kevin Anderson 5665 Oldfield Avenue North Oak Park Heights, MN 55082 Dear Mr. & Mrs. Anderson: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and/or smoke detector(s). Your residence was checked on Thursday, April 7, 2022, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me via phone at 439-4439 or email at jpinski@cityofoakparkheights.com to let me know your choice of award. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulatiorisl-, i Jennifer Pinski Assistant City Administrator/City Clerk TREE CITY U.S.A. Page 5 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 6 of 78 Oak Park Heights Request for Council Action Meeting Date April 12th, 2022 Time Required: 10 Minutes Agenda Item Title: 2021 —City Annual Financial Statement—Review by Auditor David Mol. Agenda Placement Visitor's Section Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature: e4l_ Action Requested See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Mr. David Mol, Senior Partner with Redpath and Co. Ltd. (the City's Auditing firm)will be present to provide a review of the City's 2021 Annual Financial Statement. Attached is the planned power-point so you have some advance data. Council Members:Full copies of the 2021 Audit Reports have been place in your mailboxes at City Hall and will also available on the City's Website after Council acceptance. 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N to U a O U � C a � w O � N O N O N O N N -� O N O � N co Q O C � cl EiE or I aL � N D O U L O N N Ln O O O O O O O O O O O O Ln J- J Page 19 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 20 of 78 a ,• Q4 Oak Park Heights Request for Council Action Meeting Date April 12, 2022 Agenda Item Approve City Council Worksession Notes—March 29, 2022 Time Req. 0 Agenda Placement Consent Originating Department/R.equestor Administration/Jennifer Pinski Requester's Signature _... Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached. Page 21 of 78 0 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY,MARCH 29, 2022 Present: Mayor McComber, Councihnembers Dougherty, Johnson, Liljegren and Runk; City Administrator Johnson,Finance Director Caruso,Police Chief Hansen, Assistant City Administrator Pinski, City Engineer Mann, Public Works Director Kegley, and City Attorney Sandstrom. 1. Call to Order: Mayor McComber called the meeting to order at 4:30 p.m. 2. A. S. King Plant Advisory Panel:Presentation from John Shardlow of Stantec with summary of the King Plant Advisory Panel's meetings and timeline. Trisha Duncan from Xcel Energy provided an update on the Integrated Resource Plan. Brian Behm of Xcel Energy gave an overview of the site and buildings and an overview of the decommissioning process. Lisa Yeager with the National Park Service provided the environmental context of the Wild and Scenic Rivers Act of 1968 and the floodplain. John Regal,resident panel member,provided a summary of the economic impact analysis. Lauren Walburg of Stantec shared the SWOT exercise summary and vision planning completed by the panel. Resident panel members Tim Freeman and John Regal presented the concepts which were the outcome of the analysis and vision. Mayor McComber asked if bricks from the stackwould be available for purchase. Behm responded that it was a possibility and that Xcel had done similar things in the past. City Administrator Johnson reported that the next steps were to develop strategies and a plan from the King Plant Advisory Panel analysis.Panel member A.J. Parron asked the City Council to consider reconvening the panel whenever needed. No action taken. 3. Presentation on Economic and Fiscal Impact: Tom Leighton from Stantec provided a deeper dive into the economic and fiscal impacts of the plant closure and recommended strategies. Andy Burnham from Stantec showed the impact modeling program. No action taken. 4. Utility Feasibility Study: City Engineer Mann presented the utility feasibility study and estimated costs for services. Mayor McComber asked if well sites were looked at as she was concerned about the plume. Mann responded that they were most likely looking at water tower north and west of the plume area. McComber said she would add a tower and well discussion to the March 30 goalsetting discussion. No action taken. 5. Speed Limits on City Streets—Update from Lee Mann: City Engineer Mann reported there were two ways a City can change speed limits under Minnesota Statutes: cities can change residential streets to 25mph if they put up all new signs or cities can do a speed study. No action taken. Page 22 of 78 City Council Worksession Notes March 29, 2022 Page 2 6. Update on Engineering Findings—South Frontage Road—Slip Lane/Westbound Turn Lane at Osgood Ave.: City Engineer Mann reported that the County was building the frontage road, and in order for thein to justify left turn lanes, they would want to wait until after construction was complete and do a traffic analysis. No action taken. 7. Adjourn: The meeting was adjourned at 6:23 p.m. Page 23 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 24 of 78 r Oak Park Heights Request for Council Action Meeting Date April 12, 2022 Agenda Item Approve City Council Minutes—March 22, 2022 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached. Page 25 of 78 CITY OF OAK PARK HEIGHTS TUESDAY, MARCH 22, 2022 CITY COUNCIL MEETING MINUTES 1. Call to Order/Pledge of Alle fiance/A roval of Agenda: Mayor McComber called the meeting to order-at 6:00 p.m. Present: Councilmembers Dougherty, Johnson, Liljegren and Runk. Staff present: City Administrator Johnson, Police Chief Hansen, Assistant City Administrator/City Clerk Pinski, and City Attorney Sandstrom. Absent: City Planner Richards. Mayor McComber moved New Business Item B to the Consent Agenda as Item D. Councilmember Dougherty, seconded by Councilmember Liljegren, moved to approve the Agenda as amended. Carried 5-0. II. Councit/Staff Reports: A. Mayor McComber: Mayor McComber reported that she testified before the House Workforce Committee, she had calls with the City's lobbyists, she was contacted by the PUC and needs to talk to the lobbyists about that, and she would be attending the March 30 Energy Transition Advisory Committee meeting. B. Councilmember Dougherty: No report. C. Councilmember Johnson: She reported the she attended the Parks Commission meeting, and she announced that the City was accepting applications for the community garden beds. D. Councilmember Liljcgren- No report. E. Councilmember Runk: He reported he attended the CVB meeting and the Middle St. Croix Watershed Management Organization meeting. F. Staff: Chief Hansen reported that the program with the social worker's firm has been on hold due to staffing issues. He also reported that winter parking restrictions were in effect until the end of March. Assistant City Administrator/City Clerk Pinski reported that Montgomery Mestnik of 5323 Ojibway Avenue North was chosen as the recycling award winner. III. Visitors/Public Comment: Stacy Eink,race director for the St. Croix River Marathon, was present at the meeting and thanked the City Council for passing approval for the event on July 30, 2022. Page 26 of 78 City Council Meeting Minutes March 22, 2022 Page 2 of 2 A. Legislative Update--Ann Lenczewski, Lockridge Grindal: Lenezewski appeared via Zoom and provided an update on the bills affecting the City. IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Minutes-March 8, 2022 C. Approve Special City Council Minutes-March 18, 2022 D. Changes in ARPA Allocations-Treasury Guidance-Approve Resolution Councilmember Runk, seconded by Councilmember Johnson, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None VI. Old Business: None VII. New Business: A. Minnehaha Transportation for a Conditional Use Permit to Allow a Truck Repair Operation with Outdoor Storage of Trucks at 5280/5288 Sta(-),ecoach Trail: City Administrator Johnson reported that the applicant had reapplied for their CUP, which was vacated for the bus company to use the site, and they now wanted to reinstate. Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Resolution. Roll call vote taken. Carried 5-0. VIII. Other Council Items or Announcements: City Administrator Johnson reported that Xcel Energy was transitioning the street lights in the City to LEDs. IX. Adjourn: Councilmember Liljegren, seconded by Councilmember Dougherty, moved to adjourn at 6:22 p.m. Carried 5-0. Respectfully submitted, Approved as to Content and)corm, Jennifer Pinski Mary McComber City Clerk Mayor Page 27 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 28 of 78 :tai¢, PL, k VLeLg 1L Meeting Date: Tuesday April 12, 2022 Agenda Item : Sweeping_Contract Time Req. I Minute Agenda Placement: Consent Originating Department/Requestor nd r Public, rrlcs Director Requester's Signature z Action Requested: Authorize staf to contract with St. Croix Sweepiqg Sweepingfor 2022 Sweeping Background/Justification (Please i dicate any previous action has been taken or if other public bodies have been advised). See attael£ed merino. Page 29 of 78 City of Oak Park Heights 14168 Oak Park Blvd Me Oak Park Heights,MN 55082 e Phone(651)439-4439 e Kix 439-0574 Memorandum To: Eric Johnson.. Administrator Cc: Mayor and Council J From: Andrew Kegley, Public Works Director J' Date: 04/07/2022 Re: St. Croix Sweeping Contract Through 2022 The City must enter into an agreement with a street sweeping contractor as we have no other means to clean streets. Miller Excavating and St. Croix sweeping submitted proposals, St. Croix sweeping proposed the lower cost option. St. Croix Sweeping proposes to enter into an agreement with OPH to sweep City Streets in 2022 with the following increase over 2021 hourly rates. Note, a dumping fee increase from $3.75/tan to $30/ton is due to not having the option to dump spring sweeping debris at Millers' pit because the MPCA considers it industrial waste. To discard the debris locally, each load will need to be screened for trash and tested before it can be dumped in a recycling yard like Millers pit. The better option now is to dump at an industrial waste facility in Rosemount MN. Unit No Equipment 2021 2022 Rate Rate Rate Difference Increase 1 Elgin Sweeper $81..50 $88.00 $6.50 8% increase 2 Single Axel Truck $47.00 $50.00 $3.00 6% increase 3 Tandem Axel Truck $80.00 $100.00 $20.00 25% increase 4 Skid Loader $75.00 $95.00 $20.00 27% increase Even with the proposed rate hike from 2021 to 2022, St. Croix sweeping's rates are still lower than any competitor around. I recommend entering into an agreement with St. Croix Sweeping for the City's 2022 sweeping needs. Page 30 of 78 o ZZ- Anchorlandcare/St. Croix Sweeping SCI-IEDULE OF PRICKS 2022 AW Widursigricd agzsoi to fiuT69h one Of the.pieces ofequipment described on tlir prec-eding pages in accordance With the terms Of this PFOPHOSal and agremont at U)c ratcs c rcqmstod by the tasty, c trac;jOr may onle-rcd bt-,Iow at such time a..tllc-vnl,,-y b pi-opow onu Of mum Of each-(wPc of uquipmoni disposal emsts and sites and sptuifics tht; location of any temporary holding sire FOT s1TQcts1v=pin&s, A quotation may be rejzrmud if any alte.ratior or erasui-z!is Illadt irl enuring the rates. Quot lion r a zlFezj most be entered Tfit-No. i JYpz�of Equipmmt Rzie Per Hour Elg in Sw"acr 88. 00 2. A,-,Ic Truck a 50. 00 I Tandem AxIe Truck 100.00 1 Add Loader 95.00 Disposal Cost: Early Spm Swaepinc,Disposal Cost, S 30 and or- 30.00 Lon r(.rd 30-00-oce Lon L M HAULING TO BED BY TIME AN MATERIAL S 5-4)opta vard or S Page 31 of 78 Anchariandcare/St. Croix Sweeping SCHEDULE MPRICES 2021 ll-u LmdersiLmd agods to fimlimh Ono of&V Pj=9 of equipmamt des rhud on Clic PI-009ciing P296S in A"MiUM with the term oftWs pmposaiand agremLmtor Vic mtos.- =L�klow at Gucb fim as they may be rtqw"by the City. Cantractor may FOPOsu M;or rain of cath 4dpc of uqWpmcq diq*.%if costs and sitars and specifies the -'Y tamporaTy baldi;ig silts.for%mii swevpinp.A quotation may bc ruj"t?,d ff Z17 aiL�ration Or erasure is made in eBlerWg Tha fates. Quotation rates must be entered in f Ram'Per Hour I�yp f F quiqm n C:!� 81.50 -Asin 47.00 3. Tarltleru Axle TmcR AM L�er 75.00 INSPosal Cost: Ezf)Y SPrm 9.3woVing Digposal cost: S 3.75____jitT yard or Serr!gin raUSwftping DjspoBajCast S_{t ____Per yard or S rr on Page 32 of 78 7 �xaerrorv:�•.r^rr_�c Waste Profile Sheet SK13 Rosemount Industrial Waste Facil" 2018 P.O.Number Customer Code SKB Representative MI 1. Generator Information Generator Name: Generator EPA fp Number Ne S1G Code nFa Generator Location: County: Generator Contact: Phone: Fax: Generator Mailing Address(if different: Generator Email Address: Bill To Name&Address: Bill To#: Billing Contact: Phone- Fax: Billing Email Address: Invoice Contact: 1. Waste Generation Information Waste Name: Estimated rate of waste generation: one time Lbs. tons cy drums yearly Generator Facility Operations and/or Site History- Describe istoryDescribe the generating process or source of contaminated soil/debris and/or waste: iii. Waste Composition and Constituents(list all known) Actual Range ® % ppm IV. Waste Pro erties Physical state- Free Liquids:pH Range: Flash point: Color. Odor(describe) Solid Liquid Yes No <2 2-4 s 140°F Sludge Gas 5-8 &12 d >140°F to<200°F Content % '12'5 >2WF v. Waste Classification Waste stream properties(answer ALL questions) Does this waste contain absorbents? IYes INo Does this waste stream contain any D,F,K,U or P listed as Is this waste lethal(by Minn.Rules hazardous waste,either in pure fonts,as a mixture,or Yes No 7045.0131 Subp.6)? 4Y.. treatment residue? Does this waste stream contain PCB material Yes No. is this waste recyclable? If yes,concentration' ppm Is this waste explosive? Does this waste stream contain fuming acids? Yes No Is this waste infectious? Does this waste contain asbestos? Yes No Is this putrescible waste? Yes No Does this waste contain oxidizers? Yes No is this waste demolition debris? Yes INol Does this waste contain radioactive material? Yes No Is this waste sewer sludge? Yes No Please attach any available information or analytical test results that have previously been performed on this waste that substantiates these determinations. Include MSDS's and any information from other agencies(i.e.,Dakota County,MPCA) a?. Shipping Information Proper DOT Shipping Name(per CFR 172.101)where applicable Reportable Quantityl DOT Hazard Class UNINA Number Parking Group Method of packaging- drums(size ) Method of shipment Roll-off End dump Rail Other(Speedy) Bulk Solids poxes(size) Vtl. Certification of Non Hazardous Waste&Approval Conditions I hereby certify and warrant,on behalf of the generator and myself that,to the best of my knowledge and belief,the information contained herein is accurate, and true and that the waste is nonhazardous as defined in Tdle 42,United States Code Section 6903,Minnesota Statute Section 116.06,Subdivision 11,and/or any rules adopted by the Minnesota Pollution Control Agency under Minnesota Statute Section 116.07. 1 understand that any approval is no longer valid if there are any changes in the process generating the waste or there have been changes in the composition of the waste.Therefore,if the composition of the waste stream changes or potentially changes,I or someone representing the generator,will immediately nojfy SKB Fnvironmental.I,on behalf of the generator,hereby agree to fully indemnify SKB Environmental for any damages andlor costs incurred as a result of this cenificafion being inaccurate or untrue. Signature Printed Name Tulle Date Rev 2026 Page 33 of 78 c MILLER RECEIVED A:RE _ ; 2022Ck Park Heights 3741 Stagecoach Trail North AM P]fA Stillwater, MN 55082 651-439-3637 officePmillerexc coin Dade: April4r'', 2022 City of Oak Park Heights 14168 Oak Park Blvd N Oak Park Heights, MN 55082 Attention: Andrew Kegley Job Name: 2022 Sweeping We propose to furnish labor and equipment to sweep parking lots and/or roads as requested. Rates: Sweeper $112.50/hr Bobcat w/Sweeper $108.75/hr Truck $ 89.55/hr Labor $ 79.20/hr Minimum Charge $ 86.00 Sweepings Disposal $ 12.00/ton Please see attached fuel surcharge letter. Acceptance: Date Please sign and return to retain this service. An appropriate time will be scheduled for your needs. Thank you Page 34 of 78 MILLER EXCAVATING S T I L L W A T E R , M N March 7th, 2022 To Our Valued Customers and Business Partners, Our industry is extremely dependent on diesel fuel to supply our goods and services. With the significant increase in diesel fuel price recently and the near future outlook continuing to trend upward, we have made the difficult decision to implement a fuel surcharge structure for the upcoming 2022 construction season. Beginning March 14, 2022 we will begin to use a 1% price adjustment for each $0.10 per gallon diesel fuel cost above $3.50, based on the US Energy Information Administration Index. Each Monday we will review the pricing index at: https://www.eia.gov/petrofeum/gasdiesel/and utilize the On Highway Diesel Fuel Prices:Midwest (PADD2) to determine the fuel surcharge adjustment for the trucking and/or equipment portion of the work completed that week. We will utilize our 2022 trucking & equipment base rates plus the fuel surcharge to determine the total invoice amount of the work completed. We appreciate your continued business and value your patience, as we navigate this challenging business environment together. Please contact our office with any questions or concerns. P: 651-439-1637 E: office@millerexc.com Regards, Steve St. Claire Scott St. Claire President Vice President 3741 STAGECOACH TRAIL N. -STILLWATER, MN 55082 PHONE 651.439.1637 FAX: 651.351.7210 E ^.i^,!i_ office@rniIIerexc.com Page 35 of 78 CITY OF OAK PARK HEIGHTS AGREEMENT FOR STREET SWEEPING 2022 1. PURPOSE INTENT 1.1. Street Sweeping The purpose of this agreement provides the City of Oak Park Heights (hereinafter City) and St. Croix Sweeping (hereinafter called Contractor) with a mutually acceptable agreement to provide planned and emergency scheduled street sweeping operations on local city streets, roadways, and parking lots within the City of Oak Park Heights, Minnesota. 1.2. Administration This agreement shall be entered into with the City of Oak Park Heights, administered by the Public Works Director and under the direct operational supervision of the Public Works Director and or his designee. 1.3. Routes The Public Works Director and/or his designee will determine which streets are to be swept and shall schedule all sweeping operations with the Contractor. 1.4. Street Sweeping Policy This City sweeping policy requires three sweepings of the City streets per year. It is the intention of the City to retain the services of the Contractor for each sweeping operation. In addition,the City may request additional sweepings of single streets or sections of the city as required. These additional sweepings include cleanup days or are generally due to construction activities, storms or other unplanned activities that require street sweeping. Page 36 of 78 LS- Scope of Operations The City requires that the Contractor provide a minimum of one (1) piece of equipment to perform the entire sweeping operation with a clump truck for hauling sweeping waste material. 2. LENGTH OF AGREEMENT 2.1. This agreement shall be an initial agreement for the sweeping season commencing April 2022. This agreement may be renewed by written mutual consent of both the City and the Contractor. 2.2. This agreement may be terminated by the City at any time during the agreement, without penalty, by written notice delivered by certified mail sent to the Contractor at the address referenced on the proposal form. 2.3. The City cannot and will not guarantee a minimum number of work hours for any sweeping operation or duration of the agreement. 3. EQUIPMENT 3.1. Street Sweeper Only contractors using commercial grade equipment such as an "Elgin Pelican" or"TYMCO" or equivalent will be considered as qualified contractors. All sweeping equipment must use a water spray system to suppressed dust. 3.2. Dump Truck The Contractor shall provide a minimum of one(1)truck equipped with a dump bed for transport of sweeping waste material. 3.3. Skid Loader At certain locations within the City sand used for snow and ice control may accumulate to a point where a Street sweeper cannot effectively remove the material. In these areas the contractor shall provide a skid loader or manual labor Page 37 of 78 for removal of the bulk of the material prior to sweeping. Skid loader or other equipment work may be required for other work in the City of Oak Park Heights. 3.4. Accessories & Safety Equipment The Contractor and his employees shall follow all federal, state, county or other laws that may be in effect related to the performance of this project. All vehicles shall be properly equipped and outfitted to meet all local, county, state and or federal laws required for on the road emergency sweeping operations. Such vehicles shall provide the operator with full visibility in 360-degree direction and shall have a backup warning system. The operator's cab shall be fully enclosed and properly equipped with all equipment necessary to allow the efficient and safe operation of that vehicle. The City reserves the right to reject at any time, without notice to the contractor, any vehicle that does not comply with all rules or regulations required for on the road sweeping operations. Rejection of a vehicle's acceptability will also take into consideration the condition and limitations of operation the vehicle or its accessory equipment. 3.S. VehicIe Desig;natior/Replacements The Contractor shall provide to the City a copy of the certificate of title including the vehicle identification number(if available) and license plate number within 10 days of execution of this contract. After inspection by the City,the City will verify those vehicles acceptable for performance under this contract. Except for emergencies, any planned substitution or replacement of previously approved equipment shall require prior written approval by the City. 3.6. Identification of Disposal Site and Ind enuiification The disposal site and any temporary storage sites for the street sweeping waste material must be identified by the contractor prior to the beginning of sweeping. The contractor agrees to indemnify and hold harmless the City with regard to any liability resulting from the storage and or disposal of the sweeping material. The storage and disposal site shall meet all applicable county, state and or federal Page 38 of 78 rules and regulations for storage and disposal of Municipal Street sweeping waste material. 4. OPER ATOION & MAINTENANCE 4.1. Operator The Contractor shall ensure that the operator provided with each piece of equipment is fully trained and properly licensed with the state of Minnesota to operate the vehicle and or anticipated replacement. The Contractor shall make every effort possible to assure that the same operator performs the sweeping operation throughout the duration of this agreement. The Contractor shall certify that the operators have completed all necessary safety training. 4.2. Parts and Fuel The hourly rates contained herein shall cover all operation and maintenance expenses including but not limited to fuel, lubricants, supplies and support services. It shall include all labor, tools and equipment necessary for making any and all repairs or replacements which may be necessary to keep and maintain the machine and all parts thereof in proper and safe working order. 4.3. Storage The Contractor shall assume all responsibility and costs associated with maintaining proper and necessary protection/shelter/storage for all vehicles and equipment. Equipment storage is not allowed on City property unless specific use is in the City's best interest during the sweeping event and then it is limited to temporary storage only with prior approval from the Public Works Director or his designee. 5. HOURLY RATES 5.1. Equipment and Operators All hourly rates quoted and attached hereto shall include full operation of the equipment by a qualified operator. 5.2. Quantities All rates quoted shall be on an hourly basis and shall be rounded to the nearest one Q.1 (tenth) of an hour. Page 39 of 78 5.3. Premium/overtime No premium calculation or additional adjustment shall be given to the rates quoted for any hours worked regardless of the day, date, time of day or consecutive hours worked in any giving sweeping operation or calendar week unless specifically provided for in the agreement under section 7.1. 5.4. Nonproductive/Downtime The hourly rate shall be paid for the actual number of hours the machine is operated under the direction of the City. The City shall not be responsible for payment for any time taken for rest or meal breaks. However, the City will recognize payment for onsite routine maintenance and repairs or adjustments necessary to keep the machine properly operating. This allowance shall be provided for only those pieces of equipment previously approved by the City for required sweeping operations under this agreement. 6. PERFORMANCE RE UIREMENTS 6.L Personnel The Contractor shall provide the City with the name, address and telephone number(s) for at least two designated contact personnel responsible for assuring response to the City's request for service. The Contractor shall ensure that at least one of the contact people is available and assessable 24 hours per day seven days per week. 6.2. Response Time The Contractor shall respond and begin sweeping operations within two (2) days and no later than four(4) days from the start time requested by the City for any given sweeping request, weather permitting. The Contractor shall ensure that the equipment and operator are ready and able to continuously provide sweeping services through the completion of the sweeping operations designated by add to the satisfaction of the City. The Contractor shall not allow any given operator to work more than sixteen (16) consecutive hours without an eight(8) hour break. The Contractor will be responsible for providing replacement personnel if sweeping operations require more than sixty (64) consecutive hours of operation. Page 40 of 78 6.3. Down Time The Contractor shall assure that all equipment provided is maintained in a proper manner to minimize required maintenance or emergency repairs during the performance of sweeping operations. If, when commencing a sweeping operation, a piece of equipment becomes disabled and nonfunctional for a period of three (3) consecutive days, the contractor shall provide a satisfactory replacement vehicle and operator if necessary at no additional cost to the City. 6.4. Communications The Contractor will maintain communication with the City throughout the duration of any given sweeping operation. The Contractor shall ensure that the operator maintains full availability for communication at times during sweeping operations. The Contractor will maintain continuous communication with their operators such that directions from the City can be relayed to the operator in a timely manner. 6.5. Authority/Direction The Contractor and his designated operator shall respond to all directions given by the City in a positive, courteous and timely matter during sweeping operations. The City reserves the right to reject any piece of equipment or operator from continued or further engagement of services due to incompetence, insubordination or inability to function properly for requested services. The contractor shall begin sweeping operations at a designated point and follow a specific progression as directed by the City. 6.6. Law Obedience The Contractor and his designated operator shall be responsible for their actions and compliance with all regulatory laws and ordinances governing the operation of the machine while performing sweeping operations for the City. 6.7. Non Performance The Contractor shall waive any and all objections, rights to objections and claims for additional compensation, damages or loss of revenue resulting from work performed by the City or its designee either prior to, during or after any scheduled or emergency sweeping operation in Lieu of these contractual services Page 41 of 78 as may be necessary due to nonperformance or excessive delays of the Contractor. 6.8. Property Dmarge The Contractor shall be responsible for any and all damages to private and public property (including public utilities) due to his own or his employee's negligence in performing sweeping operations. 7. COMPENSATION 7.1. Payment Schedule All pay requests must be prepared and submitted by the contractor as verified and approved by the Public Works Director. All pay requests received and approved by the Public Works Director shall be processed and payment made by the City not more than thirty(30) days after receipt. 7.2. Down Time No payment shall be made for any nonproductive or downtime of any singular sweeping operation. Compensable time shall include all time spent performing the sweeping operation subject to the exclusions identified herein and shall include all time spent performing the sweeping operations subject to the exclusions and identified herein and shall include travel time to and from the contractors base of operations or City limits, whichever is the shorter distance. 7.3. Li uidated Dama es for Untimely Performance If the Contractor consistently is not able to respond and begin sweeping operations within four(4)days after the time requested by the City, penalties will be assessed as follows: 5%of the rate quote herein will be deducted for each day or portion thereof beyond four(4) days to when operations begin, Starting with the second untimely response and every time thereafter. If the Contractor does not respond within seven (7) days of the City's requested time of initiation,the City shall, at its discretion hire a different contractor for that sweeping event. Page 42 of 78 8. INSURANCE/LIABILITY CLAIMS 8.1. Indemnification The Contractor indemnifies and holds harmless the City and all of its agents and employees of and from any and all claims, demands, actions or causes of action of whatsoever nature or character arising out of or by reason of the Contractor's performance under this agreement. It is hereby understood and agreed that any and all employees of the contractor and all other persons employed by the Contractor in the performance of services under this agreement,required or provided four here under by the contractor shall not be considered employees of the City and that any and all claims that may or might arise under the workers compensation act of the state of Minnesota on behalf of set employees while so engaged in any and all claims made by any third parties as a consequence of any act or omission on the part of said contractors employees while so engaged in the performance of the services, to be rendered herein by the Contractor shall, in no way, be the obligation or responsibility of the City. 8.2. Insurance The Contractor shall, at his sole expense, carry and maintain liability insurance coverage in an amount not Iess than$1,000,000 protecting the Contractor, his employees and the City against any and all claims of any kind or character whatsoever arising from the damage, injury including bodily injury or death caused by or arising from the operation and use of the machine at the request of the City. Such insurance shall be in full force and effect during the time that the machine is operated and at the request of the City. Such an insurance policy shall provide or a minimum of 30 days written notice to the City of cancellation, nonrenewal or material change of the required insurance coverage. The requirement and approval of this insurance by the City shall not in any way relieve or decrease the liability of the contractor. It is expressly understood that the City does not in any way represent that the specific limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the contractor. Copies of the insurance certificates shall be filed with the city upon execution of this agreement. Page 43 of 78 8.3. Legal Compliance The Contractor agrees to comply with Allstate and or federal laws and local ordinances governing the employment of personnel including, but not limited to, Minnesota statute section 181.59 relating to discrimination in employment, and section 290.07 requiring the certification of income tax withholding. 8.4. Claims The Contractor agrees to process and resolve all claims submitted by affected property owners of the City of Oak Park Heights in a timely manner. 9. AGREEMENT APPROVAL CONSIDERATIONS 9.1. Selection This City reserves the right to retain the services of the Contractor who, in the opinion of the city, can best provide the services requested under this agreement. Consideration shall be given to hourly rates, and availability, condition of equipment, competency of operators, previous experience, response time and specific pieces of equipment so quoted. 9.2. Combination of Quotes This City reserves the right to select any combination of equipment quoted for service as requested in entering into this agreement. Only one hourly rate will be considered for each machine, but consideration will be given to any other rate or combination of rates not called for in this proposal if it is in the best interest of the City. 10. PROPOSALS A quotation is to be entered in the schedule of prices for each machine the Contractor proposes to furnish and such quotations shall be an hourly rate. All proposals must be typed written or printed in ink and properly signed by an officer of the company. if the submitted proposal is accepted by the City and properly countersigned, it shall constitute a formal agreement between the City and the contractor with no further revisions addenda or exceptions acknowledge and less previously noted in writing on the quote proposal form. All require performance bonds, insurance certificates and Page 44 of 78 additional requested information shall be submitted in a form acceptable to the City upon execution of the agreement and request by the city. 11. ADOPTED BY REFERENCE OF PROPOSAL The attached proposal, schedule of prices and description are adopted as reference as this part of the agreement. 12. RECORD DISCLOSURE/1MONITORING PROCEDURES Pursuant to Minnesota statute the books, records, documents and accounting procedures and practices of the Contractor relevant to this contract are subject to examination by the contracting agency and either the legislative auditor or the state auditor as appropriate. The Contractor agrees to maintain these records for a period of three (3)years from the date of termination of this agreement. 13. E UAL EMPLOYMENT OPPORTUNITY—CIVIL RIGHTS 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, creed coronation of origin be excluded from full employment rights in,participation in, be denied the benefits of or otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination including but not limited to the Civil Rights Act of 1964. The contractor will furnish the City with all reports required by the secretary of labor and or the Minnesota Department of human services for the purposes of investigation to ascertain compliance with such rules, regulations and orders. The provisions of Minnesota statute 181.59 regarding nondiscrimination and violations related therefrom are incorporated in this paragraph by reference as an obligation of the Contractor. If during the term of this contract or any extension thereof, it is discovered that the Contractor is not in compliance with the applicable status and regulations or if the Contractor engages in any discriminatory practices the City may cancel this agreement as provided by the cancellation clause. Page 45 of 78 IN WITNESS WHEREOF, the parties have set fourth their hands and seal this day of' , 2022. For: St. Croix Sweeping Company It's: Owner By: Craig Berggren By: Andy Kegley, Director of Public Works Page 46 of 78 Oak Park Heights Request for Council Action Meeting Date April 12th, 2022 Time Required: 1 Minute Agenda Item Title: Fair Housing Month -Proclamation Agenda Placement Consent Agenda Originating Department/Requestor: Mary McComber, Maw Requester's Signature: Action Requested _Discussion, Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): I would like the City Council to adopt the attached Proclamation related to Fair Housing Month as requested by SPAAR. Their request letter is attached and more information about them can be found at https:Hspaar.com/about/ Page 47 of 78 City of Oak Park Heights Fair Housing Month Proclamation WHEREAS The Fair Housing Act, enacted on April 11, 1968, enshrined into federal law the goal of eliminating racial segregation and ending housing discrimination in the United States; and WHEREAS The Fair Housing Act prohibits discrimination in housing based on race, color, religion, sex, familial status, national origin, and disability, and commits recipients of federal funding to affirmatively further fair housing in their communities; and WHEREAS the City of Oak Park Heights is committed to the mission and intent of Congress to provide fair and equal housing opportunities for all; and WHEREAS Our social fabric, the economy, health, and environment are strengthened in diverse, inclusive communities; and WHEREAS More than fifty years after the passage of the Fair Housing Act, discrimination persists, and many communities remain segregated; and WHEREAS Acts of housing discrimination and barriers to equal housing opportunity are repugnant to a common sense of decency and fairness. NOW THEREFORE BE IT RESOLVED that the City of Oak Park Heights does hereby declare the month of April, 2022 as Fair Housing Month and that our community is committed to fair housing and to promoting appropriate activities by private and public entities to provide and advocate for equal housing opportunities for all residents and prospective residents. Adopted by the Oak Park Heights City Council this 12th day of April, 2022. Mayor Mary McComber Attest: City Administrator Page 48 of 78 s" BETTER AGENT + BETTER COMMUNITIES pa ar SA !-,ajT PAUL AfEA ASSOCIATWl OF REALTORS() March 24, 2022 Greetings, I would like to take this oppoi-tunity to briefly introduce myself as the Saint Paul Area Association of Realtors'® (SPAAR) Government Affairs Director for the Central Metro. As you may know, SPAAR is a professional organization of over 8,000 Realtors® in 12 Minnesota counties and 200+ cities and townships. SPAAR's Realtor® menziiers anci staff are committed to working with you to further strengthen Minnesota's vibrant communities through the dream of homeownership, fair housing, and sustainable community development. April marks the start of Fair Housing Month. As it draws near, we would like to highlight the significance of the Pair Housing Act. With the homeownership gap continuing to widen, this issue is more important than ever. The pandemic has emphasized the value of homeownership for many. We hope your city will join us in continuing to uphold fair housing laws by signing on to the attaclicd Fair Housing Month Proclamation. In addition to signing on to the proclamation, SPAAR believes it would be productive if the City Council would take some time to further discuss this issue. SPAAR is happy to have a conversation about what that could look like. Realtors R and local governments know a strong and fair housing market can be the foundation of a lively community. I look forward to working with you and your staff on public policy initiatives to best serve the housing needs of residents in your community. If SPAAR, our members, or I can be of any assistance,please do not hesitate to contact me at any time. Best, Becky Wegscheid Government Affairs Director bwcu "heid In 651-772-6350 Page 49 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 50 of 78 Oak Park Heights Request for Council Action Meeting Date April 12th, 2022 Time Required: 5 Minutes Agenda Item Title: 2022 Water Meter Replacement Agenda Placement Old Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Award 2022—WATER METER REPLACEMENT Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In November 2021, the City Council did authorize the City to seek bids for the City-wide water meter replacement project. The RFP was assembled and issued and bids were opened on March 18th 2022. The City received on bid from CORE AND MAIN for $675,971.00. Please see the enclosed review letter from STANTEC dated 3/18/22. The Council did previously approve a$49,300 amount for the preparation of the Bid Package and related elements. Significant STANTEC work is not anticipated to be necessary beyond this point as the work is to be coordinated between the Contractor and City Director of Public Works —but perhaps some other expenses could arise—thus a small contingency could be considered. Proiect Costs: Project Scope and BID: $ 49,300 Award to Contractor $675,971 Contin _genc�(5% of bid) $ 33,800 TOTAL COSTS: $759,071 Funding Source: The City has saved $672,000 from prior years' Budget Transfers to fund this Project in Budgeted Projects -Meters; but there remains an anticipated shortfall of$87,072 to complete this Project- which may be derived from the available Fund Balance in the City Renewal Replacement Account of$2,624,055 as of 1/1/22. Recommended Action: Assuming the City Council would like to still move forward with this Project, Staff does request acceptance of the bid from CORE AND MAIN and authorize Staff to move forward with funding from Budgeted Project—Meters with remaining from Renewal Replacement Account. Page 51 of 78 ® Stantec Stantec Consulting Services Inc. 733 Marquette Avenue,Suite 1000 Minneapolis, MN 55402 March 18, 2022 Honorable Mayor and City Council City of Oak Park Heights 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Re: 2022 Water Meter Replacement Stantec Project No. 173420053 Bid Results Dear Honorable Mayor and City Council: Bids were opened for the 2022 Water Meter Replacement Project on March 18, 2022. Transmitted herewith is a copy of the Bid Tabulation for your information and file. Copies will also be distributed to each Bidder once the Project has been awarded. There was a total of 1 Bid. The following summarizes the results of the Bids received: Contractor Total Base Bid Alternate No. 1 Low Core and Main LP $675,971.00 $0.00 The low Bidder on the Project was Core and Main LP with a Total Base Bid Amount of$675,971.00. This Bid has been reviewed and found to be in order. If the City Council wishes to award the Project to the low Bidder, then Core and Main LP should be awarded the Project based on the Total Base Bid Amount of $675,971.00. Please contact me with any questions. Sincerely, STTA�NTEC CONSULTING SERVICES INC. Daryl Kirschenman, PE Senior Project Manager Enclosure Design with community in mind Page 52 of 78 0 0 U O Q Ul U O X U1 C O t W _ W O � � N N N > s O > U Z N � C 0 0 v c c_ t m x Y O M Y O 0 0 N O � U U N N O c U O N O O O O O O O O O O O O O O O O o O O O O O O O O O O O O O O O O o O Oh O O O h O O N 1 O N O O O O O c0 O O O 1 W V 1 V V c0 h O O n eR O I� h h O h M W V O c0 M I� M O P C U z :E � N c Q O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O m 0N O h O h O h O V P M O N h O O O U O c0 O U - O I� h V} h N M h O H} N ? EPr eR N U � a cO U O O N M N N N O U1 � O � n � � ID Iz n 3 E E ZQ Q w z tz M v Q 3 w N m Q N O w 'o O Z K Z Q o Q w 0 w OpO U Z3wN 0N Q w z J -- =oz UU Z Z O O LLzF U Zw UO Qw Q p p Z O UU H wQ Z z w OQ Q O Z Z QU O O O Z Qw m Z ZOw0OO wa UNQ � vi Z Q wQm > Z mQz Z w 3OZ zZ > o Qg QZ - w AV/ zoa ~0N 00 0 zzz � O zw Z zO �UpZOOma ? � � - - � - - - - -u pw " O - g U�zaw� zWz az�LL w¢QWx OO w z w xU � Z zzzN Z Z Z Z wwz U aOO 0a � w } QQQQQm o 0 0QQQQZ Q ztz ¢N cz 0 0 OwJz z Q p p O w U = w a a ® Z N M V h n W P O N M V hO ~ Page 53 of 78 / / / / / / / / / / / / / § § § § § ) k \ ( § ) \ � ) } / 4 4 4 4 4 4 4 4 4 4 4 4 4 \ \ } \ \ \ o & ez £ ff � , 3i { ! ! ! ! ! 0 ) G ® \ / 8 g ) v * \ 7 _ - - { / ) } » \ \ } s » - \ \ \ / 3c &) c \ z � 2i \ ( / j r ~ \ ) \ j /) } _ t _ } \ § ° 3 § / 2 ) \ � ( / / § p \ / 7 \ / } \ / \ � i ^ 3 � % © � = � v = - z = _ ! z R ) 2 \ ± - w \ / v / 222 2 ) $ v $ $ v Gq § \ ) ) } [ \ ( / \ / e � z z / / / 2 « Df0 - - 3: » L \ \ / \ \ � \ � 7 7 7 \ k k § k } ` � f ) } / z } � \ } j } \ } � } ! � 0 � ° u � ` � ® G ° � ` ® 92j ( ± ) § ( � 7 ^ 2 � = / � < 3 : ez ./ g , - t ® > A22 - - « . 2 § ^ » 06 & § 0 ; 2 : 29 : = � c \ cec % c = c = cyc : � l3 � � � ° kk } ( \ / \ f ) Z ` \ ) z z / / / / \ f \ f ° f \ I « § I § ° - \ ® j § / ) / { / ( Z e } /) \ SI / & % & ; & � & + & zE - - 7 } D \ 2 ± > = _ = 2 \ yew , e > 2 : eeeo2y2U2y ! 22228 \ ) ) Page 54y3 Oak Park Heights Request for Council Action Meeting Date April 12t' 2022 Time Required: 5 Minutes Agenda Item Title: 2022 Sanitary Sewer Slip Lining Agenda Placement Old Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Award 2022—Sanitary Sewer Slip Lining Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In December 2021,the City Council did authorize the City to seek bids for the slip lining of approximately 1,947 linear feet of sanitary sewer main. The RFP was assembled and issued and bids were opened on March 18t1 2022. The City received two bids-Please see the enclosed review letter from STANTEC dated 3/18/22. conlracior Total Base Bid The Council did previously approve a$21,800 Law Insituform Technologies USA,LLC $123,414.80 amount for the preparation of the Bid Package and #2 Visu-sewer,Inc. $131,339_0o related elements. STANTEC is also anticipated to needed beyond this point as the work is to be coordinated during and after construction. See their April 8' letter enclosed. Proiect Costs: Project Scope and BID: $21,800.00 Award to Contractor $123,414.80 STANTEC—Post bid Project Service $ 20,500.00 (see April 8'letter enclosed) TOTAL COSTS: $165,714.80 Funding Source: Utility Renewal Replacement Fund— 1/1/22 Fund Balance of$2,624,055 Recommended Action: Assuming the City Council would like to still move forward with this Project, Staff does request acceptance of the Low Bidder and authorize Staff to move forward including the additional costs associated with final Engineering work as outlined in the 4/8/22 memo from STANTEC. Page 55 of 78 March 18, 2022 Honorable Mayor and City Council City of Oak Park Heights 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Re: 2022 Sanitary Sewer Lining Project Stantec Project No. 193805490 Bid Results Dear Honorable Mayor and City Council: Bids were opened for the 2022 Sanitary Sewer Lining Project on March 181 2022. Transmitted herewith is a copy of the Bid Tabulation for your information and file. Copies will also be distributed to each Bidder once the Project has been awarded. There was a total of 2 Bids. The following summarizes the results of the Bids received: Contractor Total Base Bid Low Insituform Technologies USA, LLC $123,414.80 #2 Visu-Sewer, Inc. $131,339.00 The low Bidder on the Project was Insituform Technologies USA, LLC. with a Total Base Bid Amount of $123,414.80. This compares to the Engineer's Opinion of Probable Costs (EOPC) of $122,000. These Bids have been reviewed and found to be in order. If the City Council wishes to award the Project to the low Bidder, then Insituform Technologies USA, LLC. should be awarded the Project based on the Total Base Bid Amount of $123,414.80. Please contact me with any questions. Sincerely, STANTEC CONSULTING SERVICES INC. Lee M. Mann, P.E. Principal lee.mann@stantec.com (612) 712-2085 Enclosure Page 56 of 78 U O X N � c N O A2 N U nn O Q w o � O N N O U U C Z 0 0 0 Z L o o o o o o o o o o o o p_) O O , V 1 N o o Lo • O O I� N O O n M M M D7 O O V M N O O M M o Y N C N O O O Z N D ^ N U to O O O O O O O O O Z •p O O M N `0 O O Lo U N o o `t � 6-r v �n oo N6'3- m o 'j o O p O d � � � 2 ai N U 0 N Z .o .� N 0 � = j o � m N OO O O O O O O O O O o O O Lq Lq O N O O O N co m oo rn o I� Loo o V V V a '+ o o v 1 �n m o Ln rn J Q V V I1 (V V (V M M J U O Pr 6Pr "' O N =1 O N o O O Z O O c �U t O C Q 0 V m F O O Oq Lq O O O O O a Oo N d € V o o� 6 i» l rn Lo v O o N N O) O m 6-r , 6-� E ._ o .- fN 0 tll O m O } o t O 6 cq N Lo U N c O m N y ao `n O -O O w -6 2 ° 3 0 0cq cq C w N dtZ 6 O � O c U o O O U d U d O U a z O � = v a z m _ S D U m O w _ w z w O z N c c ZU w Z m m /re o O Z O w Q o Q m — w a w w U m m m I Q O Q UU 0 w w 0 Q O m N U U �o vwi w m ® N N M V Lo `O I co = Z Page 57 of 78 April 8, 2022 File: 193805490 Attention: Mr. Eric Johnson, City Administrator City of Oak Park Heights 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Reference: Proposal for Construction Services—2022 Sanitary Sewer Lining Project Dear Eric, This letter constitutes the Scope of Professional Services between the City of Oak Park Heights and Stantec Consulting Services Inc. for providing construction services for the 2022 Sanitary Sewer Lining project. The total estimated hourly not-to-exceed (without prior authorization) fee for construction services is $20,500, including expenses. Task descriptions are provided below. Construction Services Stantec will provide construction observation, administration, and project management services including: • Preconstruction meeting coordination and attendance • Review of submittals, televising videos, and reports • Coordination with the Contractor and observation of the Work (estimated 2 weeks) • Coordination with adjacent residents and business owners as needed • Documentation of materials and quantities • Mileage and Printing • Coordination with an independent material testing firm and review of testing reports and invoices • Prepare and process Contractor pay applications and contract modifications as necessary • Complete record drawings following project completion, updates to City's GIS basemap as applicable • Final project closeout and documentation Total Estimated Fee: $18,600—$20,500 Page 58 of 78 This letter and Scope of Services described above represent the understanding between the City and Stantec in respect to the Project and may only be modified in writing signed by both of us and is subject to the current Master Services Agreement between the City and Stantec. If this letter satisfactorily sets forth conditions of our Agreement, please sign in the space below and return one copy to our office. CITY OF OAK PARK HEIGHTS By Print Name and Title Date If you have any questions, need additional information, or wish to discuss this matter in greater detail, please contact us. Thank you for the opportunity to provide these services. Regards, Stantec Consulting Services Inc. MN, WI, CA Kellie M. Schlegel, PF MN City Engineer Senior Associate Phone: 612-712-2085 Phone: 612-712-2125 Lee.mann@stantec.com Kellie.schlegel@stantec.com c. file Andrew Kegley, Public Works Director Page 59 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 60 of 78 Oak Park Heights Request for Council Action Meeting Date April 12`h, 2022 Time Required: 5 Minutes Agenda Item Title: Norell Ave Project Ground Breaking Event Agenda Placement New Business Originating Department/Requestor Mayor Mary McComber Requester's Signature: Action Requested —See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): As the City has invested considerable time and resources, including the inclusion of State and County partners and local businesses to develop the Norell Ave. Road Project—would the City Council like to hold a GROUND BREAKING EVENT where all parties can be recognized? Page 61 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 62 of 78 Oak Park Heights Request for Council Action Meeting Date 04/12/2022 Agenda Item Cover Park Garden and Historical Sign Time Req. 10 Agenda Placement New Business Originating Department/Requestor Jennifer Pinski, Assistant City Administrator/City Clerk Requester's Signature `_ ., A Action Requested Discussion and Approval Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). The garden area on the east side of Cover Park has become overgrown and unmanageable for the limited volunteers that may be available. It is now full of noxious weeds leaving it unattractive and not a good representation of the City of Oak Park Heights parks system. The City attempted to reestablish a garden club that would manage the garden and have tried a community clean-up day but received limited interest. The Parks and Trails Commission was not able to support hiring someone to clean up and manage the garden because it would set a precedent and would not be feasible for the City to do at every park to that past quality. Due to the lack of volunteers, City Arborist Danielson prepared a low-maintenance, down-sized renewal plan for the Cover Park gardens to make it more manageable for sustainability and longevity and that could be handled in-house(please see the attached plan) . The Parks and Trails Commission took action at their May 17, 2021 meeting to recommend the proposed Cover Park renewal plan move forward. The Parks and Trails Commission also reviewed ideas for a commemorative and historical sign to be placed at Cover Park to recognize the history of the garden, its volunteers and the Park's history. They suggested the sign include a picture, if possible. Councilmember Johnson had prepared proposed language for the sign, which the Commission reviewed and approved (see attached). At their August 16, 2021 meeting, the Commission directed staff to look into sign styles, and at their September 20, 2021 meeting, they took action directing staff to look into a single-pedestal style sign with text and photo. The Commission met prior to their October 18, 2021 meeting at Cover Park to pick a sign location near the trail and shelter parking lot. Based on this history and Park and Trails Commission action, staff is recommending the City Council approve the garden plan and sign placement to be completed this Summer—2022. Funding for the clean-up, signage and plantings are expected to be within the scope of the 2022 Parks Budget—likely less than $1,500.00. Page 63 of 78 1 E r{• ' ✓ ;c -41 l i Y,st •� v! ny r �• i l_.L.j t� (Y3 a E / L O K%fY:ll�k. I} QLrr "rfyyy": d a, 0 t Page 64 of 78* g gz I � | � � � • f ; - � � • { � � i GC i < � L $ . c : � } s �\ a � Paamd7t N1 51, 7a-a I - I * � OO f on 0 qq I .g i Le r o , II N Page 66 of 78 r.E 4� I} E h cn�, baa fjk a�� It w X r S' ° a �iil N CL (0 14AW AL AV L Page 67 of 78 M I n n e50ta i"I V ative MNL Economy Lan�#sca�es Backyard Prairie Mix r 8740 77th Street SNE Otsego, NIN Colorful yet affordable! Maximum height is around 3' with some taller forbs at bloom time %of Seeds! PLS Bloom Scientific Name Common Name Mix Sq Ft ibslac Season Grasses: Bouteloua curtipendula Side-Oats Grama 20.00 8.77 2.40 Bouteloua gracilis Blue Grama 15.00 26.45 1.80 Koeleria macrantha Junegrass 0.25 1.93 0.03 Schizachyrium scoparium Little Bluestem 24.25 16.03 2.91 Sedges: Carex bicknellii Bicknell's Sedge 0.50 0.37 0.06 Forbs: Achillea millefolium Yarrow 0.20 1.54 0.02 Summer Agastache foeniculum Fragrant Giant Hyssop 0.20 0.79 0.02 Summer Amorpha canescens Leadplant 0.75 0.53 0.09 Summer Asclepias syriaca Common Milkweed 0.50 0.09 0.06 Summer Asclepias tuberosa Butterfly Milkweed 0.20 0.04 0.02 Summer Astragalus canadensis Canada Milk Vetch 1.25 0.94 0.15 Summer Chamaecrista fasciculeta Partridge Pea 6.00 0.71 0.72 Fall Coreopsis lanceolata Lance-leaf Coreopsis 4.00 2.43 0.48 Summer Dalea candida White Prairie Clover 3.00 2.51 0.36 Summer Dalea purpurea Purple Prairie Clover 7.00 4.63 0.84 Summer Echinacea purpurea Purple Coneflower 5.00 1.45 0.60 Summer Heliopsis helianthoides Common Ox-Eye 3.50 0.97 0.42 Summer Monarda fistulosa Wild Bergamot 0.25 0.78 0.03 Summer Monarda punctata Spotted Bee Balm 0.20 0.79 0.02 Summer Penstemon grandiflorus Showy Penstemon 0.50 0.31 0.06 Spring Ratibida columnifera Long-Headed Coneflower 2.00 3.70 0.24 Summer Rudbeckia hirta Black Eyed Susan 2.00 8.11 0.24 Summer Rudbeckia triloba Brown-Eyed Susan 0.75 1.12 0.09 Summer Solidago rigida Stiff Goldenrod 1.10 1.99 0.13 Fall Symphyotrichum oolentangiense Sky Blue Aster 0.35 1.23 0.04 Fall Verbena stricta Hoary Vervain 0.50 0.62 0.06 Summer Zizia aurea Golden Alexanders 0.75 _ 0.36 0.09 Spring 100.00 89.22 12.00 Seeds/sq ft: 89.00 Grass Species: 4 Forb Species: 22 Seed mixes are subject to change based on availability Page 68 of 78 MNL Economy Backyard Prairie Seed Mix Pricing AREA (in Square feet) PRICE 500 $30.00 1,000 $40.00 5,000 $115.00 Acre $165.00 Acre $315.00 1 Acre $576.00 Page 69 of 78 HISTORY OF COVER PARK Oak Pen Schaal r '0Ad 1 A Y If you were standing at this spot in in the late 1800s,you would be looking at Oak Park School, a two-room schoolhouse founded in 1862 that grew into a larger building by 1896. By 1950, the two-story, wooden school had two classrooms on each floor, and two stairways leadin,; to the second story. It had its own well, an auditorium-playroom,small kitchen, storeroom, office, and a small rest room. The Carded Up until the late-1990s, if you were to look towards the river where the S1. Croix Crossing Bridge is, you would have seen dozens of houses along the St. Croix bluff, In 199_,many Oak Park Heights homes around Coyer Park and the river were razed to make way for the St. Croix Crossing Bridge. To honor the community and neighbors that were being lost, residents collected plants from the homes and planted them in Cover Park, creating the Cover Park gardens. Through their vision and dedication, they were able to preserve the many plantings fiom the past for future residents to appreciate and enjoy. The Garden Committee sustained the garden at Cover Park for many years following. It is thanks to the many volunteers and Garden Committee members that the gardens sit along Cover Park today. Page 8 of 28 Page 70 of 78 Williau-i NAac[ay Mansion { `.rtaa.lrl 1 a,Y r.�r� - -i r.t of I e. •41 allss❑a n t r�rL. -apt lln r - +•arm i•.n•a,h..;ut,tuth \1a,lat 117 1',' lti. I}. 1,11, +,, s,�s.c.r.l.t.r�ra,Ih,- 11", T "I k" W, s'.nn yhosr:a It'll \•�*.aatn.n ,t. c,asnln ,::r,t l'> ^.~<-:v.1t:+x or1,1 t,.niraJa.+ nl J„4n cwrrr�,:s•wnrr acki.,ccvl+atx f Luri,tr li:r hil,en ill,d I Lrrn+t +:K It w.a*\I.,�1.+� .n1.1 Har.�,srhn L-1, ,:[hy Irl.+n 1*7 I Imr 1141 to in „-ith thr r. th'-rei 1•,.s,an,lsrr,nil^1i:.rllt..aS S.urYh`;•test t 11f,0;1,a.h><.tts,t\ha+'I_a+,'+farvta.n*is \t.1,tac-t'urg,ituat-1"t-11,avlt it)'. 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At That #i,.4 �.t,i iitira.lrc'n'rnadr ia:.the north,tt here.) .it,.f larrtsburg Ai adelny once tit(h9d, sib Page 6 of 26 Page 71 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 72 of 78 k. Oak Park Heights Request for Council Action Meeting Date April 12, 2022 Agenda Item Approve Process and Timeline for the Solid Waste and Rec -clingy= Contract RFP Time Req, 5 Agenda Placement New Business Originating Department/Requestor A tninistration/Jennifer Pinski Requester's Signature Action Requested Review and approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached memo. Page 73 of 78 ' Cit�T of Oak Park Heights Memo To: Eric Johnson From: Jennifer Pinski Date: April 8, 2022 Re: Solid Waste and Recycling Contract The contract with Tennis Sanitation for the City's solid waste and recycling pickup is expiring on December 31, 2022. The City's goal with any transition in services is to maintain or improve the level of service with a smooth process and little to no inconvenience to the residents. Working with staff, Intern Katie prepared a survey that was sent out to residents in the City Newsletter in 2021 and also placed on the City's website related to garbage and recycling service satisfaction. The City received 44 responses to that survey. Overall, the satisfaction level with the sanitation services the City offers is quite high, as are the clean-up days offered within the City and the large item pickups. The main compliant shown in the data was that residents would prefer for recycling to be picked up weekly along with garage instead of biweekly, citing that the bins get too full within that period. The City currently pays approximately $19,200 per month under the current contract. It can be expected that rates will be considerably higher for this proposal due to inflation, diesel fuel costs, and other factors. Residential Cart Size Estimates (based on current counts) There are currently 1,093 residential customers with garbage/recycling services in the City of Oak Park Heights. Cart Size Number of customers Percents e 30 Gallon 119 11% 60 Gallon 698 64% 90 Gallon 276 25% TOTAL 1,093 100% Page 74 of 78 Bid Process Under Minnesota Statute 471.435, contracts over $175,000, sealed bids shall be solicited by public notice. The City will publish a notice of the RFP in the official newspaper as well as any trade publications and will send out notices to qualified companies in the Twin Cities metro area. Request for Proposals (RFP): Staff reviewed RFPs from other communities in Minnesota, including Bayport, Forest Lake, Afton, Orono and Cleveland, and used feedback from the Council goal setting session to create a draft RFP. Base Proposal The City's RFP will include a notice to the contractors that outlines the City's needs, the history and summary of current solid waste and recycling services, the estimate of carts used in the City, the proposal submission process and requirements, contact information, evaluation criteria, and key dates for the proposal. The term of the contract would be for five years commencing January 1, 2023 and expiring on December 31, 2027 with a provision for an extension option included as with the existing contract. The base proposal will include the same services as the current contract, including weekly solid waste collection, weekly yard waste collection, disposal, bi-weekly recycling collection, personnel and equipment standards, service expectations, and spring and fall clean-up day terms. For adjustments on the fees, the City's current contract allows for either party (Contractor or City) to request annual adjustments to the collection and recycling fee based off of the Private Transportation Consumer Price Index (CPI) Minneapolis-St. Paul. It also provides for annual automatic Disposal Fee increases/decreases based on Washington County rates. Other options to consider for determining adjustments would be to require the contractors to include in the proposals their fixed rates for each year of the contract or allow that the contractor may propose increases that are not required to be tied in with any index, but the contractor must include documentation supporting their request for the City Council to consider. Alternates As an alternate, staff included recycling pickup weekly so that Council can review the cost differences and determine if that is something the City would like to consider. Another alternate that could be added, if desired by the City Council, would be for organics (food scraps) recycling as part of weekly solid waste collection. The proposal Page 75 of 78 would require the contractor to describe the details of the proposed organic recycling curbside service and include the schedule for pricing, planning, and implementation, and the proposed composting facility or facilities to be used. Timeline: March 30, 2022 City Council discusses current contract provisions and considers specifications for new contract at their goal setting session. April 12, 2022 City Council directs staff to prepare RFP. Staff prepares proposal form and revises proposed contract language based on City Council direction. April 26, 2022 City Council reviews and approves RFP. May 2, 2022 Staff posts and advertises Requests for Proposals for residential solid waste and recycling collection contract. July 1, 2022 Bids due at 2:00 p.m. Bid opening at 2:05 p.m. at City Hall. Staff reviews bids and prepares recommendation for the City Council. July 26, 2022 City Council considers staff recommendation and takes formal action to direct staff to execute contract. August 2022 Contract documents executed. Staff makes plans with new contractor and old contractor for transition of services/removal off old bins and drop-off of new bins. September 2022 Residents notified of upcoming change(s) in the City's Newsletter. Dec 2022/Jan 2023 Transition takes affect with no interruption of services to residents. Action Requested: Discussion on the base proposal and alternates, Approval of the timeline and process, and authorization for staff to prepare Request for Proposals (RFP) for the solid waste and recycling pickup services. Page 76 of 78 Oak Park Heights Request for Council Action Meeting Date April 12th, 2022 Time Required: 5 Minutes Agenda Item Title: Set Date for Goalsetting - Continued Agenda Placement New Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature: Action Requested _See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Is there a date/time that may work to continue the City's 2022 goalsetting discussions? Page 77 of 78 THIS PAGE INTENTIONALLY LEFT BLANK Page 78 of 78