HomeMy WebLinkAboutCC WS PACKET 03082022CITY OF SAINT ANTHONY VILLAGE
WORKSESSION AGENDA
Tuesday, March 8, 2022 at 5:45PM
Join Meeting via Zoom
There is also a dial -in option available. Members of the public who wish to attend the meeting may do so
in person.
Minutes
Approval Of WS Meeting Minutes
WS 2 -22 -22.PDF
Worksession Topics
Organized Collection
Charlie Yunker, City Manager presenting
COVER OG RFP.PDF
DRAFT_SAV_RFP 2022.PDF
DRAFT_SAV_CONTRACT 2022.PDF
Future Worksession Dates, Times And Agenda Items
Next Worksession: April 12, 2022
FUTURE AGENDA ITEMS.PDF
Adjournment
If you would like to request special accommodations or alternative formats, please contact the City
Clerk at 612 -782 -3313 or email city@savmn.com . People who are deaf or hard of hearing can
contact us by using 711 Relay.
Our Mission is to be a progressive and welcoming Village that is walkable, sustainable and
safe.
1.
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Documents:
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Documents:
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CITY OF SAINT ANTHONY VILLAGEWORKSESSION AGENDATuesday, March 8, 2022 at 5:45PMJoin Meeting via ZoomThere is also a dial -in option available. Members of the public who wish to attend the meeting may do so in person. MinutesApproval Of WS Meeting MinutesWS 2 -22 -22.PDFWorksession TopicsOrganized CollectionCharlie Yunker, City Manager presentingCOVER OG RFP.PDFDRAFT_SAV_RFP 2022.PDFDRAFT_SAV_CONTRACT 2022.PDFFuture Worksession Dates, Times And Agenda ItemsNext Worksession: April 12, 2022FUTURE AGENDA ITEMS.PDFAdjournmentIf you would like to request special accommodations or alternative formats, please contact the City Clerk at 612 -782 -3313 or email city@savmn.com . People who are deaf or hard of hearing can contact us by using 711 Relay.
Our Mission is to be a progressive and welcoming Village that is walkable, sustainable and
safe.
1.A.Documents:2.A.Documents:3.Documents:4.
City of St. Anthony
CITY COUNCIL WORK SESSION
Minutes
February 22, 2022
Present:
Mayor & Council
Randy Stille, Mayor, Thomas Randle, Councilmember, Wendy Webster, Councilmember and Jan Jenson,
Councilmember, Bernard Walker, Councilmember
Staff:
Charlie Yunker, City Manager
Call to Order:
Mayor Stille called the Work Session to order at 5:45 p.m.
Council Onboarding & Core Competencies:
Councilmember Webster reviewed the information provided in the packet as a follow-up from the
previous Council discussion on November 9, 2021 regarding Core Competencies and enhancing the
onboarding process. Councilmember Webster described the overall objective of improving team
performance and integrating shared values, norms, review areas of open meeting law and conflicts of
interest, and equity and inclusion in policymaking. As well as any other areas identified as the process
moves forward.
Council discussed the benefits and objectives of the overall exercise. Councilmember Jenson introduced
the idea of utilizing a list of Servant Leadership principles from SGR that has appeared in the Goal Setting
packet the last two years. The Council also discussed the importance of attending the League of
Minnesota Cities orientation sessions for new Councilmembers as well as less formal events and
gatherings. Councilmember Webster discussed the values of all the forms of team building exercise help
build shared understandings, and Council discussed the benefit of a more consistent onboarding
process. City Manager Yunker proposed the idea for Council to consider in the future that the Council all
participate in onboarding as a team with staff in support, rather than driving the process.
Council discussed adding crisis communications to the scope of onboarding, and perhaps have a table
top exercise with staff on that topic. Mayor Stille suggested that other areas of the Strategic Plan and
Pyramid have more focus for discussion in January, 2023.
Councilmember Jenson offered thoughts on initial enhancements to the onboarding presentation, and
Council agreed to conduct further session throughout the year to complete unfinished areas of shared
values, norms, review areas of open meeting law and conflicts of interest, and equity and inclusion in
policymaking in the onboarding process.
Future Work Sessions:
Next Work Sessions will be held on March 8th, 2022, at 5:45pm in the Council Chambers.
Adjournment:
The meeting adjourned at 6:55 p.m.
Respectfully submitted by Charlie Yunker, City Manager.
MEMORANDUM
To:Saint Anthony Village City Council
From:Charlie Yunker, City Manager
Date:March 8, 2022 City Council Work Session
Request:Organized Collection Request for Proposals (RFP)
BACKGROUND
At the 2022 Goal Setting session, Council discussed their priorities for the City’s next organized collection
contract. Through that discussion the below items were identified to he included/revised from the previous RFP:
Curbside organics collection
Weekly recycling collection
Seek proposals from a single hauler to service the whole City
The Council also expressed a desire to review the RFP at a work session to further discuss priorities before
releasing the RFP.
Subsequently, staff held the annual meeting with our current haulers of Republic Services, Walter’s Recycling
and Refuse, and Waste Management. During that conversation the haulers expressed interest in maintaining the
three-hauler arrangement, but acknowledged the Council’s desire to consider a single-hauler arrangement.
The haulers also discussed the challenges with organics in the Hennepin County portion of the City and the
impacts of additional trucks for separate organics collection. They also advised that an opt-in option for
residents tends to realize low usage, and an opt-out option with everyone paying for the service but the option
to opt-out of receiving the service approach tends to be more cost efficient for both the haulers and the
residents overall.
Attached is the draft RFP for review and feedback, as well as the draft contract which will be reviewed and
revised based on the outcome of the RFP process.
DISCUSSION ITEMS FOR COUNCIL FEEDBACK
Below are the specific items for discussion and feedback:
Does the Council have any revisions to the RFP?
Other considerations for staff?
ATTACHMENTS:
Draft RFP
Draft Contract
Draft Request for Proposals
Residential Solid Waste and
Recycling Services
City of St. Anthony
3301 Silver Lake Road
St. Anthony, MN 55418
Released:________, ______ ___, 2022
Proposals due:________, ______ ____, 2022
Table of Contents
SUMMARY iii
1.INTRODUCTION AND BACKGROUND INFORMATION...........................................................................1
1.1 General Scope of Service...........................................................................................................1
1.2 Background Census Information...............................................................................................2
1.3 RFP Service Level Assumptions.................................................................................................2
1.3.1 Clean-Up Event...........................................................................................................3
2.INSTRUCTIONS TO PROPOSERS............................................................................................................3
2.1 Deadline....................................................................................................................................3
2.2 Complete Proposals Required...................................................................................................3
2.3 Preparation and Submission of Proposals.................................................................................3
2.4 Proposals Held Confidentially...................................................................................................4
2.5 Restricted Communication........................................................................................................4
2.6 City Responses to Questions.....................................................................................................4
2.7 Minimum Qualifications of Responsive Proposers...................................................................4
2.8 Contract Period/Renewals........................................................................................................4
2.9 Proposal Evaluation Criteria......................................................................................................5
2.10 Proposers May Inspect City Routes and Facilities.....................................................................5
2.11 Amendments to the Scope of Services.....................................................................................5
2.12 The City is Providing Best Available Information in this RFP.....................................................5
2.12.1 Equipment and Route Description.............................................................................6
2.12.2 Road Weight Restrictions...........................................................................................6
2.12.3 Cart Ownership, Management, and Administration..................................................6
2.12.4 Public Education Plan.................................................................................................6
2.12.5 Operations Management Plan....................................................................................6
2.13 Price Proposals..........................................................................................................................7
Tables
Table 1-1 Population.................................................................................................................................2
Table 1-2 Current Refuse and Recycling Accounts by Service Level.........................................................2
Table 1-3 Additional Cart Counts..............................................................................................................3
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
Page iii
Attachments
Attachment A:Proposal Forms
Attachment B:Draft Contract For Residential Solid Waste And Recycling Services
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
Page iv
Request for Proposals
Residential Solid Waste and Recycling Services
SUMMARY
Request for Proposals (RFP)
The City of St. Anthony , Minnesota is soliciting sealed
proposals for: Residential Solid Waste and Recycling Services.
RFP contents are inclusive:
Full contents of this RFP includes all attachments incorporated
into this RFP by reference. Responders must review and
familiarize themselves with the full RFP packet including all
attachments and any addenda issued.
Issue and receiving office:
City of St. Anthony, City Manager
3301 Silver Lake Road
St. Anthony, MN 55418
Sole City contact person for all RFP communications:
All communications about this RFP after its release
and up through the due date shall be in writing
through the City’s designated contact person:
Charlie Yunker, City Manager
charlie.yunker@savmn.com
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
Page v
RFP Time Schedule:
RFP Released _________________ ___, 2022
Proposals Due _________________ ___, 2022 at 12:00 p.m. (Noon)
Deadline for Proposer Questions _________________ ___, 2022 at 12:00 p.m.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
Page 1
INTRODUCTION AND
BACKGROUND INFORMATION
The City of St. Anthony (City) is seeking competitive proposals
from qualified companies (referred to as “Proposers") to provide
comprehensive solid waste and recycling services to all
residential single-family and multi-family households of three
units or less within the City limits. This document, together with
all Forms and Exhibits, shall serve as the “Request for Proposal”
(RFP) for the services.
The term “Proposer” means a company submitting an RFP. The
term “Contractor” means a company later contracted with the City
of St. Anthony to provide solid waste and recycling services once
the new, final Contract is fully executed by both parties. These
and all other terms defined for this entire RFP packet are
included in Attachment A – Draft Contract for Residential Solid
Waste and Recycling Services.
The new Contract shall commence operations on April 1, 2023,
and continue through March 31, 2028.
General Scope of Service
The City intends to maintain its organized Collection structure for
contracting solid waste and Recycling services. The list of
contract services includes but is not limited to the following.
City-wide, weekly Refuse Collection service and delivery to a disposal facility
City-wide, every-other-week (EOW) Recycling Collection service and delivery to a
materials recovery facility
Subscription, weekly seasonal (April through November) Yard Waste Collection service
and delivery to a Composting Facility
Ownership and management of all Refuse, Recycling, and Yard Waste Carts
Subscription “on-call” Bulky Waste Collection service and delivery to a disposal facility
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Refuse and Recycling services from designated City buildings, and park facilities at no
charge to the City
Drop-off collection event for annual spring City Clean-Up Day
Public education services from the Contractor
Curbside organics recycling
The “city-wide” services (i.e., Refuse and Recycling) means
regularly scheduled Collections that are provided to every
Customer that sets out Refuse or Recyclable materials as
specified in this RFP.
The “subscription” services (i.e., Yard Waste and Bulky Waste)
mean that these Collections shall be made available to every
Customer, but provided to only those households that sign-up
with the Contractor and voluntarily pay the extra fees specified in
the Contract for these additional, optional services.
The Contractor is responsible for billing St. Anthony Customers
directly. Customers are required to pay for solid waste and
Recycling services to the Contractor. The City recognizes there
are many Collection methods, new technologies, and facilities
available today for residential collection of Source Separated
Organic Materials. The City intends to continue planning for
curbside organics recycling services and may elect to implement
such a system under during the term of the new Contract.
Proposers should include their proposed curbside organics
collection method. Other improvements to the current operations
are specified in this RFP. Proposers should read the entire RFP
to understand all service specifications and requirements.
Background Census Information
The City of St. Anthony is a fully-developed metropolitan
community that spans Hennepin and Ramsey Counties. The
City is approximate 2.36 square miles in area. Table 1-1
displays the population estimates by County reported by the
Metropolitan Council.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Table 1-1
Population
(Metropolitan Council Estimates)
Metropolitan Council
Initial Results from the 2020 Census
Published August 2021
City or Township
Population,
2010
Census
Population,
2020
Census
2010-2020
Population
Change
Households,
2010
Census
Households,
2020
Census
2010-2020
Household
Change
St. Anthony (Hennepin)5,156 5,612 456 2,210 2,248 38
St. Anthony (Ramsey)3,070 3,645 575 1,638 1,844 206
Source: Metropolitan Council
RFP Service Level Assumptions
Proposers shall use the following assumptions to estimate
service levels for purposes of estimating efforts in Collection
operations. Table 1-2 displays the current number of Refuse and
Recycling accounts by service level. Table 1-3 displays the
additional Cart counts. These are best available estimates only,
submitted by the current contractors, and do not represent any
form of guarantee of minimum accounts. The City makes no
guarantee of the number of Customers under this Contract. The
Contract requires the Contractor to provide annual Customer
counts.
Table 1-2
Current Refuse and Recycling Accounts by Service Level
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Service Level
(Approximate cart size)
Number of Refuse
Accounts
Number of Recycling
Accounts
Small, every other week (30-gallon)
Small, weekly (30-gallon)
Medium, weekly (65-gallon)
Large, weekly (96-gallon)
TOTAL
Table 1-3
Additional Cart Counts
Number of Customers with
additional Refuse carts
Number of Customers with
additional Recycling carts
1.1.1 Clean-Up Event
The City offers an annual City Clean-Up Day typically held on the
first Saturday in May. Materials accepted include Refuse, Bulky
Waste (e.g., furniture and mattresses), and special wastes (e.g.,
Electronics and Appliances). See Draft Contract (Attachment B)
and City website for additional details.
INSTRUCTIONS TO
PROPOSERS
Deadline
The deadline for submitting proposals is 12:00 p.m. (Noon) on
_____________ ___, 2022. Late proposals will not be
considered.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Complete Proposals Required
Proposers are invited to submit a proposal for these services.
Specifications, terms, conditions, and instructions for submitting
proposals are contained in this RFP, including all Forms
(Attachment A) and the Draft Contract (Attachment B).
All responsive Proposers shall submit a complete proposal by
submitting all the information required within this RFP, including
all Forms, before the deadline. Failure to submit a complete
proposal may result in the City rejecting that incomplete proposal
as non-responsive. Proposers may also submit an alternate
proposal that has value-add to the City.
Preparation and Submission of Proposals
Proposals shall be legibly prepared, provide the complete
address of the Proposer, and be legally signed. All copies must
be submitted in sealed envelopes or boxes and plainly marked
with the project name: “Proposal for Solid Waste and Recycling
Services”. Facsimile (i.e., “fax”) and emailed proposals will not
be accepted.
One (1), unbound copy; three (3), bound hard copies of each
proposal; and one (1) electronic copy via USB thumb drive must
be submitted and delivered the following address:
City of St. Anthony
City Manager
3301 Silver Lake Road
St. Anthony, MN 55418
Proposals Held Confidential ly
Immediately after the deadline for proposals to be submitted,
only the company names of Proposers submitting proposals will
be made public consistent with the Minnesota Government Data
Practices Act (M.S. 13.591, subd. 3(b)). All proposal documents
shall be held as confidential until a new, final Contract is fully
executed.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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If a Proposer wants the City to consider a portion of its proposal
as confidential (e.g., trade secret or proprietary data) pursuant to
the Minnesota Government Data Practices Act, these sections of
their proposal must be submitted within a separate envelope and
cover letter explaining the reason for the request.
The City will review any such request and make a final judgment
on whether these sections shall be held by the City as
confidential per the Minnesota Government Data Practices Act.
Requesting all or substantially the entire proposal be deemed
confidential may result in the proposal being considered non-
responsive by the City.
Restricted Communication
The City intends to provide equal and consistent communications
to all prospective Proposers throughout this RFP process.
Therefore, it is critical all communications about this RFP after its
release and up through final execution of the new contract be in
writing through the City’s designated contact person:
Charlie Yunker, City Manager
charlie.yunker@savmn.com
City Responses to Questions
Questions received and responses provided by City staff will be
provided, in writing, to all interested Proposers.
Minimum Qualifications of Responsive Proposers
Proposals will only be considered and reviewed from companies
that have relevant experience in providing solid waste and
Recycling services comparable to those described in this RFP
packet. A minimum of three (3) references for current or past
customers is required. Proposers shall possess a mixed
municipal solid waste collection and transportation license from
the county in which they are based and the City of St. Anthony
Hauler License.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Contract Period/Renewals
The term of the Contract shall be for a period of five years
commencing operations on April 1, 2023, and expiring on March
31, 2028. At the sole option of the City of St. Anthony, the
Contract may be renewed for up to two additional five-year terms.
Proposal Evaluation Criteria
The City Council will determine, in its sole discretion, considering
various factors such as (without limitation) those set forth below,
which Proposer shall be awarded the Contract. The following
criteria will be used to evaluate proposals:
Price Schedules
Estimated total costs over the five-year contract period.
Disruption of Service
Disruption to Customers as a result of any necessary service
changes that may occur as a result of the final Contract.
Experience and Capacity
Demonstrated capability, including the company’s financial
condition.
Thoroughness and Responsiveness to this RFP
Demonstrated understanding of the City’s needs, goals,
objectives, service specifications, and quality standards.
References
A minimum of three (3) references for current or past customers
is required. No single criterion will be determinative of the best
proposal, and the foregoing list is not exhaustive. All complete
proposals received prior to the deadline will be reviewed and
compared with competing proposals in order for the City Council
to determine, in its sole discretion, which proposal is in the best
interests of the residents of St. Anthony. The City of St. Anthony
reserves the right to contract with a solid waste hauler who does
not submit the lowest cost proposal.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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Proposers May Inspect City Routes and Facilities
Prospective Proposers are encouraged to tour the City’s
residential routes and specified City buildings and City parks to
become familiar with solid waste and Recycling Collection work
described in this RFP packet.
Amendments to the Scope of Services
The City may, at its own discretion, add services to or delete
services from the scope of work described in this RFP packet.
The City will notify prospective Proposers of any such
amendments by issuing an addendum to this RFP.
The City is Providing Best Available Information in this RFP
Throughout this RFP, the City has exerted its best efforts to
present information and data applicable to this project that is as
current and as accurate as possible. The City is providing the
information contained herein as a courtesy to the Proposers. It is
the Proposer’s responsibility to use and verify this information
during the proposal period. This RFP requires that residential
Refuse collected from St. Anthony under this Contract will be
kept separate from other materials. The Contractor must comply
with appropriate county solid waste designation ordinances and
other solid waste requirements. All Refuse must be delivered to
the appropriate resource recovery facility.
1.1.2 Equipment and Route Description
The Proposer shall submit equipment specifications of all the
equipment to be used. The Itemized Listing of Trucks and Other
Collection Equipment (Form F) is to be used for this purpose.
1.1.3 Road Weight Restrictions
The Proposer shall state how the vehicle design and operation
will meet all City, county, and state load weight limits. The fully
loaded gross vehicle weight and weight per axle shall be listed
for each of the proposed trucks.
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
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1.1.4 Cart Ownership, Management, and Administration
This RFP requires that the Contractor shall be responsible and
pay for all aspects of Cart management and operations including
but not limited to transportation from the manufacturer, ordering,
receiving, assembly, distribution (aka new Cart “roll out”), excess
inventory, spare parts inventory, warranty maintenance, and
other repairs.
Upon a change in Contractor, this RFP requires that the
successful Contractor submit a Cart management and transition
plan as specified in the Proposer Questionnaire Form (Form B).
For example, the Contractor shall include a summary that
adequately describes a plan for the receipt, assembly,
distribution, storage, maintenance, and replacement of Carts.
The Contractor shall be primarily responsible for all aspects of
the transition operations but shall keep the City fully informed of
field operations during the transition period.
1.1.5 Public Education Plan
The proposal must describe the public education services as
specified in this RFP. The City encourages Proposers to be
creative and assertive in proposing other public education tools.
Examples of other, optional Contractor-provided public education
tools could include (but are not limited to) Contractor’s own web
page specific to St. Anthony, other electronic/social media (e.g.,
email blasts, blogs, etc.), and residential Recycling awards as
additional incentives to participate in the City’s Recycling
program.
1.1.6 Operations Management Plan
The operations management plan must include a description of
the proposed management structure and approach, as well as a
statement of the problems that the Proposer believes are likely to
arise during Collection, start-up, and for ongoing operations and
the methods proposed to deal with them. This should include, at
a minimum, such problems as employee absenteeism,
equipment breakdowns, and capability to provide Collection of
optional/additional materials.
The operations management plan must address specifically how
the Proposer will work with the City to identify and resolve
consistent sources of problems. A staffing plan indicating
St. Anthony Village
Request for Proposals Residential Solid Waste and Recycling Services
Page 10
number of employees and how they will be staffed to ensure
Collections capacity and customer service must also be included
in the operations management plan.
Price Proposals
All proposed prices shall be submitted on the Price Worksheet
(Form E) and executed by an authorized official.
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-1
ATTACHMENT A
PROPOSAL FORMS
Instructions: Please use this Word document to enter your responses to the RFP questions. When
you’re done, please print and sign the final forms for submittal with your proposal.
You may also print out this document, fill in your numeric answers by hand, attach additional sheets for
typed narrative answers, and then sign the forms. All forms completed manually must be clear and
legible.
All forms must be completed and submitted for the proposal to be deemed responsive. The Proposer
must indicate clearly on the form(s) if any information is not applicable. All forms must be executed by
an official authorized to bind the Proposer and must be submitted as part of the proposal.
Table of Contents
Form A: Proposal Content Checklist..........................................................................................................F-2
Form B: Proposer Information Questionnaire...........................................................................................F-3
Form C: Certification Of Binding Signature................................................................................................F-7
Form D: Certification Of Independent Proposal Pricing............................................................................F-8
Form E: Price Worksheet...........................................................................................................................F-9
Form F: Itemized Listing Of Trucks And Other Collection Equipment.....................................................F-13
Form G: Certification Of Acceptance Of The Draft Contract Or Notification Of Proposed Exceptions...F-14
Form H: Acknowledgement Of Receipt Of Addenda (If Published).........................................................F-15
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-2
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-3
FORM A: Proposal Content Checklist
Instructions: Please check off the forms and other proposal sections to assure your proposal is
complete and all forms are signed:
☐Proposal Cover Letter
☐Form A:Proposal Content Checklist
☐Form B:Proposer Information Questionnaire (including references)
☐Form C:Certification of Binding Signature
☐Form D:Certification of Independent Proposal Pricing
☐Form E:Price Worksheet
☐Form F:Itemized Listing of Trucks and Other Collection Equipment
☐Form G:Certification of Acceptance of the Draft Contract or
Notification of Proposed Exceptions
☐Form H:Acknowledgement of Receipt of Addenda
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-4
FORM B: Proposer Information Questionnaire
(Including references)
Instructions: Use this form (available in Word format) and attach additional pages as necessary to
respond to each of the following questions.
GENERAL CONTACT INFORMATION
Name of Company Proposing: _________________________________________________
Name of Parent Company (if applicable): _________________________________________
Address: _______________________________________________________
Telephone: _____________________________________________________
Email: _________________________________________________________
Website: _____________________________________________
Name of Contact Person: _____________________________________________
Title: __________________________________________________________
Authorized Signature: _____________________________________________
Date: __________________________________________________________
REFERENCES
On separate page(s), provide a minimum of three collection references for current or past
customers. References should include municipality, capacity (total number of households served),
contract structure between the organization and the municipality or public agency being serviced,
type and frequency of service provided, etc.
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-5
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-6
BUSINESS INFORMATION
State the length of time you have been in business under your present company name.
Within the past five years, has the company submitting this proposal failed to complete
a contract?
☐ Yes ☐ No
o If yes, state name of parties to the contract, the date of the contract and the reason for
non- completion. If a bond was posted, state the contact information for the bond
company.
Within the past five years has the company submitting this proposal, or any facility or
property owned or operated by this company, failed to perform any of its contractual
obligations with any municipality, county or other public entity?
☐ Yes ☐ No
o If yes, state the nature of the failure?
Within the last five years, has the company submitting this proposal, or any facility or
property owned or operated by your company, ever been the subject of administrative
or judicial action for alleged violation of the conditions of a permit issued by a
governmental entity; or alleged violations of employment, environmental, zoning, or
public health laws or regulations?
☐ Yes ☐ No
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-7
o If yes, state the details and disposition.
Has the company submitting this proposal or any of its subsidiaries been a party to any
lawsuits within the last five years that may affect its ability to perform the obligations
described in the proposal?
☐ Y e s ☐ No
o If yes, list these lawsuits.
List names and business addresses of all individuals financially associated with the
company that is submitting this proposal.
RFP QUALIFICATIONS AND PROPOSAL ELEMENTS
1.General Management. What is the proposing company’s management structure? At a
minimum, describe successful working relationships with municipalities and/or public solid
waste agencies as well as past and anticipated approaches to customer service.
2.Financial Stability and Strength. Demonstrate sufficient financial resources to carry out the
responsibilities as outlined in this RFP. Include the following:
A specific letter from a surety company or a guarantor indicating the intent to
provide the Proposer’s performance bond must be provided in the proposal.
Proposers must submit at least three credit references.
Submit evidence of the ability to finance the equipment needed by submitting a
financing plan for necessary equipment.
Where the Proposer is a corporation, submit evidence that the Proposer is in good
standing under the laws of the state of incorporation.
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-8
Any litigation history (with explanation) for the last five years regarding any
company, partner, subcontractor(s), or subsidiary involved in this venture, and/of
any corporate officer
3.Refuse and Recyclables Collection Experience. Describe your overall experience in the
solid waste industry and experience in the successful operation of the type of services
solicited in this RFP.
4.Unde rstanding of Proposed Services. Provide sufficient information to demonstrate the
Proposer’s clear understanding of the services requested by the City through this RFP
included, but not limited to the following items.
Collection proposal
Proposed Refuse processing plan
Equipment and route description
Road weight restrictions - What are your plans for reducing impacts on roads and
means to comply with road weight restrictions?
Transition to new Contract (e.g., switching to citywide coverage by one hauler)
Cart management plan
Public education plan
Frequency of customer invoices for Refuse, Recycling, Yard Waste, and other solid
waste Collection services
Operations management plan
5.Curbside Organics Recycling. Summarize your experience with Organics Recycling. Also,
summarize your proposed collection method (e.g., dedicated organics Carts, durable
compostable bags, or commingled with yard waste) for curbside Organics Recycling if the
City elects to implement such a program during the term of this Contract.
6.Provide the name of the material recovery facility where you will take Recyc lables.
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-9
Signature of person duly authorized to sign submittal on behalf of
the Proposer:
______________________________________________
Authorized Signature
________________________________________________________________________
Print Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-11
FORM C: Certification of Binding Signature
Instructions: All forms provided in this RFP are required to be
completed and be executed by an official authorized to bind the
proposal offer. All completed forms shall be made a part of the
Proposer’s proposal. All proposal forms must be signed by the
same authorized person.
The undersigned Proposer further certifies that he/she has read
the information submitted by the Proposer and has personal
knowledge that the information submitted is true and correct.
I swear that I am authorized to execute all proposal forms
included in this proposal response to the RFP and to bind the
company to these agreements; and swear that I have read the
information contained in this proposal and that I have personal
knowledge that it is true and correct.
_________________________________________
Signature of Authorized Person
_________________________________________
Printed Name of Authorized Person
_________________________________________
Title
_________________________________________
Proposer Company Name
_________________________________________
Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-12
FORM D: Certification of Independent Proposal Pricing
Instructions: This form shall be executed by the authorized official to bind the company.
The Proposer makes the following representations and certifications as part of this proposal:
The undersigned Proposer certifies that the Proposer has not directly or indirectly entered into any
agreement, express or implied, with any other Proposer(s) for any of the following:
1.Controlling of the price of such proposal(s):
2.Limiting of the number of proposals or Proposers; or
3.Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or any
part of the subject matter of the proposal(s) or of the profits.
The undersigned Proposer certifies that they have not and will not divulge the sealed proposal to any
person except those as a part of a legitimate Team as per the specifications of this RFP or having a
partnership or other financial interest with them in said proposal or proposals until after the Contract is
fully executed or until the City publicly releases this sealed information.
The undersigned Proposer further certifies that the Proposer has not been a party to any collusion
including, but not limited to, actions such as:
1.Proposers restraining the freedom of competition by agreement to make a proposal at a fixed
price or pre-arranged price limit;
2.Refraining from submitting a proposal at a fixed or pre-arranged price limit; or
3.Refraining from submitting a proposal.
The undersigned Proposer further certifies that the Proposer has not engaged in any prohibited contact
or conflict of interest with any City official or its agents such as, but not limited to:
1.Discussion of service quantity, quality, or price in the prospective Contract or any other terms of
said prospective Contract; or
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-13
2.Any other prohibited discussions between the Proposers and City officials or agents concerning
the exchange of money or other things of value for special consideration in the letting of a
Contract.
Signature of person duly authorized to sign submittal on behalf of
the Proposer:
______________________________________________
Authorized Signature
________________________________________________________________________
Print Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-14
FORM E: Price Worksheet
Instructions: All Proposers must fully complete this form in order for the proposal to be considered.
All proposed Refuse prices listed on this form shall exclude all
other charges and taxes (e.g., State Solid Waste Management
Tax, county environmental charges, administrative fees, fuel
surcharges, county environmental charges, etc.). County
charges and State taxes are to be billed to residents by the
Contractor and itemized separately as required by law.
Refuse Collection Prices
The proposed refuse collection prices must be itemized separately from the proposed refuse disposal
price for each service level (i.e., by container size and collection frequency) shown in the worksheet
below. There will be annual adjustments to the refuse collection prices calculated proportionally to the
annual CPI change. The specific CPI index used shall be the Bureau of Labor Statistics Consumer Price
Index Calculator for All Urban Consumers, U.S. City Average Area, Garbage and Trash Collection (Series
ID CUUR0000SEHG02).
Refuse Disposal Prices
Refuse disposal prices will be adjusted each year after 2022 proportional to the change in the tipping
fees at the respective County resource recovery facility. For Ramsey County Customers, the disposal
price will be adjusted proportionally to the change in the R&E Center tipping fees (net cost after any
County rebates). For Hennepin County Customers, the disposal price will be adjusted proportionally to
the change in the HERC tipping fees (net cost after any County rebates).
Recycling Prices
The proposed Recycling prices shall be inclusive of the costs of
Collection, processing, and marketing of Recyclables. There will
be annual adjustments to the Recycling price calculated
proportionally to the annual CPI change. The specific CPI index
used shall be the Bureau of Labor Statistics Consumer Price
Index Calculator for All Urban Consumers, U.S. City Average
Area, Garbage and Trash Collection (Series ID
CUUR0000SEHG02).
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-15
Yard Waste Prices
The proposed Yard Waste prices shall be inclusive of costs of collection, composting of Yard Waste. The
Yard Waste service levels options are specified in the worksheet below. There will be annual
adjustments to the Yard Waste price calculated proportionally to the annual CPI change. The specific
CPI index used shall be the Bureau of Labor Statistics Consumer Price Index Calculator for All Urban
Consumers, U.S. City Average Area, Garbage and Trash Collection (Series ID CUUR0000SEHG02).
Bulky Waste Prices
The proposed Bulky Waste prices shall be inclusive of costs of collection and disposal. The contractor
will provide a comprehensive list of the items to be collected, the average cost for each item to be
picked up, and a standard per pick up cost for the Customer.
Price Worksheet
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F 16
Service Level
( A p p r o x i m a t e c a r t s i z e )
Collection
Frequency
Collection
Fee Only
Disposal
Fee Only
Cost to
Customer Units
Refuse:
Small cart (35-galllon)Every other week $$per household per month
Small cart (35-galllon )Every week $$per household per month
Medium cart (65-galllon )Every week $$per household per month
Large cart (95-galllon )Every week $$per household per month
Additional large cart Every week $$per household per month
Recyclables:
Single sort recycling
(Every other week)
Includes collection,
processing, and marketing of
materials
$per household per month
Yard Waste (Subscription or on call):
Full season yard waste
(Every week, all season)
Up to five extra bags included
per week
$per household per year
Partial season
(Approx. April 15 to May
15; Oct. 1 to Nov. 15)
Four weeks in the spring;
Six weeks in the fall
$per household per year
Overflow yard waste bags On-call or subscription with
over five (5) bags per week
$per bag
Bulky Waste:
Bulky waste items On-call; Contractor keeps
recyclable revenue
$per pick up
Organics:
Weekly or Every Other
Week
Includes collection,
processing, and marketing of
materials
$per household per month
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-17
Signature of person duly authorized to sign submittal on behalf of
the Proposer:
______________________________________________
Authorized Signature
________________________________________________________________________
Print Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-19
FORM F: Itemized Listing of Trucks and Other Collection Equipment
Instructions: This form shall be executed by the authorized
official to bind the company. Information should be completed for
each different model of equipment proposed (including any
spares). This list should include equipment to service the
specified residential units in the City.
Make Model Year
Capacity/
Cubic
Yards
Loading
Method
Fully
Loaded
Gross
Vehicle
Weight
Axles
Currently
Owned/New
Purchase
Signature of person duly authorized to sign submittal on behalf of
the Proposer:
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-20
______________________________________________
Authorized Signature
________________________________________________________________________
Print Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-21
FORM G: Certification of Acceptance of the Draft Contract or
Notification of Proposed Exceptions
____________________________________________________________________________
[Proposer’s Company Name]
has reviewed the draft City of St. Anthony Contract in the RFP (Attachment B).
☐We have no changes to request to the draft Contract and no exceptions to the proposed
Contract language. We hereby certify legal counsel for our company has reviewed draft
Contract and accepts language “as is”. If awarded the Contract by the City, we hereby certify
we will execute the final Contract without any changes.
Or
☐We have exceptions to the draft Contract language. We have proposed changes to the draft
Contract. We have attached a redlined (“tracked changes”) version of the draft Contract that
itemizes our changes or exceptions. We hereby certify legal counsel for our company has
reviewed the draft Contract and accepts language with proposed changes. No other
exceptions or changes are or will be proposed. If awarded the Contract, we hereby certify we
will execute the final Contract if our proposed changes are accepted by the City.
Signature of person duly authorized to sign submittal on behalf of the Proposer:
______________________________________________
Authorized Signature
________________________________________________________________________
Print Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-23
FORM H: Acknowledgement of Receipt of Addenda (If Published)
Please acknowledge receipt of addenda to the City’s RFP for
Solid Waste and Recycling Services with your signature. An
opportunity to acknowledge up to five addenda is included in this
form but does not necessarily mean that any addenda will be
provided.
☐Addendum 1
☐Addendum 2
☐Addendum 3
☐Addendum 4
☐Addendum 5
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Printed Name Date
City of St. Anthony RFP | Residential Solid Waste and Recycling Attachment A
Proposal Forms F-24
ATTACHMENT B
DRAFT CONTRACT FOR RESIDENTIAL SOLID WASTE AND
RECYCLING SERVICES
DRAFT
CONTRACT FOR
RESIDENTIAL SOLID WASTE AND
RECYCLING SERVICES
Between the City of St. Anthony
and
_________________
For the Contract Period
April 1, 2023 – March 31, 2028
City of St. Anthony
3301 Silver Lake Road
St. Anthony, MN 55418
Phone (612) 782-3301
Fax (612) 782-3302
Equal Opportunity/Affirmative Action Employer
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Page iii
pw:\\PW-APS1.foth.com:PW_IE\Documents\Clients\Ramsey Co PH MN\0019R001.00\10300 Draft Documents\SAV - Silent
contract review\2019 RFP\REDLINE_DRAFT_SAV_RFP.docx
Table of Contents
1.TERM OF CONTRACT..............................................................................................................2
2.DEFINED TERMS.....................................................................................................................2
2.1.Appliances (Major)........................................................................................................3
2.2.Bulky Waste..................................................................................................................3
2.3.Cart...............................................................................................................................3
2.4.Collection......................................................................................................................3
2.5.Composition..................................................................................................................3
2.6.Compostable Bag(s)......................................................................................................3
2.7.Composting Facility.......................................................................................................3
2.8.Contaminants as Collected...........................................................................................3
2.9.Contractor.....................................................................................................................3
2.10.Customer......................................................................................................................4
2.11.Day-Certain Collection..................................................................................................4
2.12.Electronics....................................................................................................................4
2.13.Every-Other-Week Refuse Collection or EOW Refuse Collection.................................4
2.14.Extra Collection.............................................................................................................4
2.15.Extended Absence or Refuse Hold................................................................................4
2.16.Refuse...........................................................................................................................4
2.17.HERC.............................................................................................................................4
2.18.Holidays........................................................................................................................4
2.19.Household.....................................................................................................................4
2.21.Organics Recycling........................................................................................................5
2.22.Participation Rate.........................................................................................................5
2.23.Process Residuals..........................................................................................................5
2.24.Processing.....................................................................................................................5
2.25.R&E Center...................................................................................................................5
2.26.Recyclable Materials or Recyclables.............................................................................5
2.27.Single-Family Household...............................................................................................6
2.28.Single-Sort.....................................................................................................................6
2.29.Source-Separated Organic Materials............................................................................6
2.30.Tip Fee or Tipping Fee...................................................................................................6
2.31.Transfer Station............................................................................................................6
2.32.Unacceptable Materials................................................................................................6
2.33.Walk-Up Service............................................................................................................6
2.34.Yard Waste....................................................................................................................6
3.REFUSE COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR..................................6
3.1.General Collection and Disposal...................................................................................6
3.2.Frequency of Collection................................................................................................7
3.3.Refuse Disposal Costs...................................................................................................7
3.4.Spring City-Wide Clean-Up Event.................................................................................7
Page iv
4.RECYCLING COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR............................8
4.1.General Collection and Processing...............................................................................8
4.2.Frequency of Collection and Collection Method..........................................................8
5.YARD WASTE COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR........................8
5.1.General Collection and Disposal...................................................................................9
5.2.Frequency of Collection................................................................................................9
5.3.Christmas Tree Collection.............................................................................................9
6.ORGANICS RECYCLING COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR........10
7.OPERATING REQUIREMENTS...............................................................................................10
7.1.Service Requirements.................................................................................................10
7.2.License to Operate......................................................................................................10
7.3.Non-Holiday Collection...............................................................................................10
7.4.Holiday Collection.......................................................................................................10
7.5.Non-Completion of Collection and Extension of Collection Hours.............................10
7.6.Non-Completion of Collection Due to Weather Conditions.......................................11
7.7.Manner of Collection..................................................................................................11
7.8.Returning Carts to Collection Point............................................................................11
7.9.Ownership of Materials..............................................................................................11
7.10.Missed Pickups............................................................................................................11
7.11.City Retains Right to Specify Preparation Instructions...............................................11
7.12.Day-Certain Collection Days and Collection Routes...................................................11
7.13.Material Cleanup Responsibilities..............................................................................12
7.14.Transporting of Materials...........................................................................................12
7.15.Weight Reports...........................................................................................................12
7.16.Protecting Utilities......................................................................................................12
7.17.Damage to Property...................................................................................................12
7.18.Street Improvements..................................................................................................12
7.19.Cart Ownership and Management.............................................................................13
7.19.1.Refuse Cart Details.....................................................................................................13
7.19.2.Recycling Cart Details.................................................................................................13
7.19.3.Yard Waste Cart Details..............................................................................................13
7.19.4.Cart Exchange.............................................................................................................13
7.20.Extra Services..............................................................................................................13
7.20.1.Walk-Up Service.........................................................................................................14
7.20.2.Bulky Waste, Appliance and Electronic Collection.....................................................14
7.20.3.Frequency of Extra Services Collection......................................................................14
7.20.4.Recording...................................................................................................................14
8.VEHICLE AND EQUIPMENT REQUIREMENTS........................................................................14
8.1.Vehicle License............................................................................................................14
8.2.Collection Vehicles and Equipment............................................................................14
8.3.Operating Conditions..................................................................................................15
8.4.Size of Vehicle.............................................................................................................15
Page v
8.5.Vehicle Fluid Spills Responsibilities.............................................................................15
9.PERSONNEL REQUIREMENTS...............................................................................................15
9.1.Designated Supervisor................................................................................................15
9.2.Personnel Conduct......................................................................................................16
10.CUSTOMER SERVICE REQUIREMENTS.................................................................................16
10.1.Staffing........................................................................................................................16
10.2.Responding to City Calls or Email...............................................................................17
10.3.Responding to Customer Calls....................................................................................17
10.4.Documentation of Customer Calls..............................................................................17
10.5.Accurate Responses to Customer Questions..............................................................17
11.MEETINGS AND REPORTING REQUIREMENTS.....................................................................18
11.1.Performance Meeting.................................................................................................18
11.1.1.Annual Performance Review Meeting........................................................................18
11.2.Annual Reports...........................................................................................................19
11.2.1.Clean-Up Event Price List............................................................................................19
11.2.2.Bulky Waste, Appliances, and Electronics..................................................................19
11.2.3.Program and Material Report....................................................................................19
11.2.4.Summary of Customer Service Complaints................................................................20
11.2.5.Recycling Composition Analysis Report......................................................................20
11.2.6.Vehicle Report............................................................................................................20
11.2.7.Annual Work Plan.......................................................................................................20
12.PAYMENTS...........................................................................................................................20
12.1.Payment Responsibilities............................................................................................20
12.2.Rate or Fee Increases..................................................................................................20
12.3.Delinquent Accounts..................................................................................................21
12.4.Late Fees.....................................................................................................................21
13.PUBLIC INFORMATION AND EDUCATION............................................................................21
13.1.City Public Education Activities...................................................................................21
13.2.Contractor Public Education Activities........................................................................22
13.2.1.Annual Calendar.........................................................................................................22
13.2.2.Quarterly Newsletter..................................................................................................22
13.2.3.Educational Tags.........................................................................................................22
13.2.4.Educational Tagging Procedure for Unacceptable Materials.....................................22
13.2.5.Customer Education...................................................................................................22
13.2.6.Provide Industry-Related Information........................................................................22
13.2.7.Facility Tours..............................................................................................................23
13.2.8.Community Event Education......................................................................................23
14.LIQUIDATED DAMAGES.......................................................................................................23
14.1.Non-Compliant Missed Pickup....................................................................................24
14.2.Area-Wide Missed Pickup/Route Non-Completion....................................................24
14.3.Administrative Non-Compliance.................................................................................25
Page vi
15.EMERGENCY AND DISASTER SERVICES................................................................................26
16.TERMINATION OF CONTRACT..............................................................................................26
16.1.City May Terminate....................................................................................................26
16.2.City's Rights Upon the Contractor's Failure to Perform..............................................26
16.3.City's Claim for Damages............................................................................................27
16.4.Attorneys' Fees and Costs...........................................................................................27
17.DATA PRACTICES ACT..........................................................................................................27
18.ACCESS TO RECORDS AND DATA.........................................................................................27
19.INDEMNIFICATION...............................................................................................................27
20.INSURANCE..........................................................................................................................27
20.1.Insurance Requirements.............................................................................................27
20.1.1.Workers’ Compensation Insurance............................................................................28
20.1.2.Commercial General Liability Insurance.....................................................................28
20.1.3.Commercial Automobile Liability Insurance...............................................................29
20.1.4.Contractor’s Pollution Liability Insurance..................................................................29
20.1.5.Additional Insurance Conditions................................................................................29
20.1.6.Certifications of Insurance.........................................................................................30
20.2.Environmental............................................................................................................30
20.3.Errors and Omissions..................................................................................................30
20.4.City as Additional Insured...........................................................................................30
20.5.Notice of Cancellation or Non-Renewal.....................................................................30
20.6.Deductibles.................................................................................................................30
21.TERMINATION......................................................................................................................30
22.FINANCIAL GUARANTEE (PERFORMANCE BOND)................................................................31
23.NON-DISCRIMINATORY PRACTICES.....................................................................................31
24.SUCCESSORS AND ASSIGNS.................................................................................................32
25.NOTIFICATION.....................................................................................................................32
26.SEVERABILITY.......................................................................................................................32
27.WHOLE CONTRACT..............................................................................................................32
CONTRACT EXHIBITS
EXHIBIT A – PRICE SCHEDULE
EXHIBIT B – RECYCLABLE MATERIALS LIST
EXHIBIT C – MUNICIPAL FACILITIES
EXHIBIT D – DELINQUENT ACCOUNTS SCHEDULE
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Page 1
CONTRACT
FOR RESIDENTIAL SOLID WASTE AND RECYCLING SERVICES
Contract No. _______
This Contract is made this day of 20 , by and between the City of
St. Anthony, a Minnesota municipal corporation (“City”) and, , a
Minnesota corporation (“Contractor”).
In consideration of their mutual covenants, the City and Contractor agree as follows:
CITY Priorities:
Allocate Adequate Staff Resources
Saint Anthony will continue to assure adequate City staff resources are tasked with solid
waste management responsibilities, including Recycling programs and services.
Assure All Residents Have Adequate Refuse and Recycling Services
The City will enhance the monitoring of Refuse and Recycling systems provided to
residential dwellings to assure all residents have adequate services as required by
Minnesota state law and Hennepin and Ramsey County policies.
Enhance Coordination Among Government Agencies
The City will optimize the use of Hennepin and Ramsey County resources and continue to
coordinate public education programs and services with the counties and other agencies.
Enhance Public Education and Awareness
The City will use public education as an essential strategy to achieve improved waste
reduction and Recycling.
Improve Hauler Reporting Systems
The City will better account for waste and Recycling tons and participation to benchmark
success and comply with state and county reporting requirements.
Improve Recycling, Composting and Waste Reduction
In compliance with county requirements, the City will seek continuous improvements in
Recycling and related programs. In the future, this may also include separate Collection
services for food waste/organics.
Improve Standardization Of Service Options
Residents should be allowed a series of standardized Collection service options that best fit
their individual household needs including (but not limited to): Refuse service levels; Yard
Waste Collection; Walk-Up (aka “garage side”) Service; and large Bulky Waste Collections.
Improve Value Of Services
The City will strive to increase the value of solid waste and Recycling services for residents
and businesses without increasing costs to ratepayers. The City will be a good steward of
taxpayer resources. If possible, average or city-wide costs to residents should decrease and
Page 2
added value services should increase. The City should leverage the strategy of synergistic
competition to help improve value of services.
Increase Use Of Resource Recovery Facilities
In compliance with state and county requirements, the City will continue to implement
strategies to direct Refuse to resource recovery facilities and reduce direct landfilling of
unprocessed Refuse.
Lessen Environmental Impacts
The City will continue to develop strategies that reduce air pollution emissions, noise, and
litter from Refuse and Recycling Collection operations. This will also reduce truck fuel
consumption and improve overall environmental sustainability of the system.
Minimize Disruption To Residents
If any change is made to the solid waste Collection system, the City should consider how to
minimize disruptions to residents. This includes (but is not limited to) minimizing changes
to service operations such as day of the week and frequency of Collection.
Optimize Administrative Efficiency
The administrative costs to the City of Saint Anthony shall be kept to a minimum. This
includes costs of planning, designing, implementing, managing and overseeing the solid
waste system. This criterion shall also be applied to evaluating the most efficient means to
manage any new solid waste contracts, including any billing and payment systems.
Promote Local Economic Development
The City will strive to grow jobs related to and supported by the solid waste management
industries. The City will continue to encourage innovative start-up businesses that improve
local market development for reusable and recoverable resources.
Reduce Road Wear Impacts
The City will work closely with the solid waste and Recycling industry to reduce road wear
impacts of heavy Collection trucks. One measure of this criterion is to reduce the number of
truck miles driven in the City to collect solid waste materials.
1.TERM OF CONTRACT
The term of this Contract relating to the commencement of services to Customers shall begin on
April 1, 2023, and terminate on March 31, 2028. At the sole option of the City, the Contract may be
renewed for up to two additional five-year terms.
This Contract is governed in all respects by the laws of the State of Minnesota.
2.DEFINED TERMS
Except as set forth below, and as may be defined elsewhere in this Contract, the terms used in this
document shall have their ordinary meaning and are applicable to both the singular and the plural.
The following words and phrases, when used in this Contract, shall have the meanings as specified
herein.
Page 3
2.1.Appliances (Major)
Household appliances items such as clothes washers and dryers, dishwashers, hot water heaters,
heat pumps, furnaces, garbage disposal, Refuse compactors, conventional and microwave ovens,
ranges and stoves, air conditioners, dehumidifiers, refrigerators, and freezers. Gas ammonia
appliances are not included under this definition as they are considered hazardous waste.
2.2.Bulky Waste
Large items such as, but not limited to, bathtubs, beds, mattresses, bikes, carpet (bundled, less than
four feet in length, and less than 45 pounds), chairs, couches, doors, dressers, exercise equipment,
garage door openers, gas grills (without tank), lawnmowers (drained), pallets, sinks, swing set (less
than four feet in length and less than 45 pounds), tables, toilets, vacuums, water softeners,
windows, construction debris (less than four feet in length and less than 45 pounds), and household
items that are too large to fit into the Refuse cart.
2.3.Cart
Small (approximately 35-gallons), medium (approximately 65-gallons), and large (approximately 95-
gallons) carts with hinged lids and wheels used for the Collection of Refuse, Recycling, and Yard
Waste.
2.4.Collection
The aggregation of material from the place at which it is generated and includes all activities up to
the time the material is delivered to a solid waste facility. Material Collection will occur at curb and
alley locations.
2.5.Composition
The Composition of recyclable materials as an estimated percentage based on the results of the
Recycling Composition Analysis.
2.6.Compostable Bag(s)
Compostable bags must meet all the specifications in ASTM Standard Specification for Compostable
Plastics (D6400) compostable bags. Acceptable bags include paper lawn and leaf bags, paper
grocery store bags, and certified compostable plastic bags.
2.7.Composting Facility
Facility permitted to process Yard Waste and/or Source Separated Organics in conformance with
state and local regulations.
2.8.Contaminants as Collected
The materials set out by Customers in their Recycling Cart that are not recyclable as defined in
this Contract.
2.9.Contract
This final Agreement once executed by both parties, the City and the Contractor.
Page 4
2.10.Contractor
Any party to the Contract, with the exception of the City itself.
2.11.Customer
Any residential Single-Family and multi-family Household in buildings of three units or less that is
required to use the City contracted Collection service.
2.12.Day-Certain Collection
The City has established Wednesday as a Collection day. The only exceptions to the day-certain
Collection schedule shall be during those weeks in which a designated holiday occurs or other
emergency situations as determined by the City.
2.13.Electronics
Computers, including tablet computers and laptops, peripherals, printers, facsimile machines, DVD
players, video cassette recorders, video display devices, and other devices as required under the
Minnesota Electronics Recycling Act.
2.14.Every-Other-Week Refuse Collection (or EOW Refuse Collection)
The every-other-week Collection of Refuse from Customers who meet City requirements, having
Small (approximately 35 gallons) Refuse service. EOW Refuse Collection occurs in the same week as
the Customers’ Recycling Collection.
2.15.Extra Collection
The additional Collection of regular household Refuse, Recycling, or Yard Waste outside of the
regularly scheduled Collection day. Extra Collections are arranged between the Contractor and
billed by the Contractor directly to the Customer.
2.16.Extended Absence or Refuse Hold
A temporary suspension of all solid waste services for an extended period of time, at minimum four
consecutive weeks.
2.17.HERC
Hennepin County Energy Recovery Center. A waste-to-energy facility located in Minneapolis that
burns Refuse to generate energy located at 505 N 6th Ave., Minneapolis.
2.18.Holidays
The City has designated six Holidays that will delay Collection. The designated Holidays include New
Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. If a
Holiday falls on the weekend, there will be no delayed Collection. If a Holiday falls during the week,
the Collection will be delayed by one day all week following the Holiday.
2.19.Household
A Single-Family or multi-family Household in buildings of three units or less that is eligible for Solid
Waste Services provided by the City’s Contractor.
Page 5
2.20.Organics Recycling
Organics include specific food waste as defined by Hennepin County and Ramsey County. The
curbside Collection of source-separated Organic materials from each participating Household and
transport to a Transfer Station or Composting Facility. The City has made no decisions yet about the
specific method of collecting these materials, and planning will continue with the assistance of
Hennepin County and Ramsey County.
2.21.Participation Rate
A record of which specific Households on a Recycling route set out recyclable material at some
point during a defined period of time (usually one month) as a percentage of the overall number of
eligible Households.
2.22.Process Residuals
The material that cannot be economically recycled due to material characteristics such as size,
shape, color, cross-material contamination, etc. and must be disposed of as mixed municipal solid
waste. Process Residuals include but not limited to Bulky Wastes, contaminants, sorted tailings,
floor sweepings and rejects from specific processing equipment (e.g. materials cleaned from
screens, etc.). Process Residuals do not include clean, separated products that are normally
processed and prepared for shipment to markets as commodities but are of relatively low value
because of depressed market demand conditions.
2.23.Processing
The sorting, volume reduction, baling, containment or other preparation of Recyclable Materials
delivered to the processing center for transportation or marketing purposes.
2.24.R&E Center
Ramsey/Washington Recycling & Energy Center, a waste processing facility owned and operated by
the Ramsey/Washington Recycling & Energy Board, located at 100 Red Rock Road, Newport
Minnesota.
2.25.Recyclable Materials or Recyclables
The portion of solid waste that is separated at the source by the generator for the purpose of
Recycling, and is comprised of materials deemed recyclable and included on the list of Required
Recyclable Materials in Contract Exhibit, Recyclable Materials List and any other materials agreed
upon by the Contractor and City in the future or as part of contract negotiations. Also referred to as
Recycling.
2.26.Refuse
The portion of solid waste that is not separated at the source by the generator for the purpose of
reuse, Recycling, or Yard Waste composting.
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2.27.Single-Family Household
Any residential dwelling unit within a building of three or fewer dwelling units.
2.28.Single-Sort
A system where Customers place Recyclable Materials into one Recycling Cart for Recycling
Collection, with the materials later processed at a materials Recycling facility, including sorting into
their individual marketable commodities.
2.29.Source-Separated Organic Materials
The portion of solid waste that is separated at the source by the generator for the purpose of food
to animals, composting, or anaerobic digestion, and may include food scraps and plant materials.
2.30.Tip Fee or Tipping Fee
Amount to be charged at the receiving facility for the transfer and/or processing of solid waste
material. The disposal costs (also known as “tipping fees”) shall be paid by the Contractor and
included in the rate as charged to City customers.
2.31.Transfer Station
A facility identified by the City as accepting solid waste delivered by the Contractor during the term
of this Contract. Proposed Transfer Stations identified may be proposed by the Contractor but must
be approved in writing by the City.
2.32.Unacceptable Materials
Materials that are prohibited from Refuse, Recycling, Organics Recycling or Yard Waste streams,
such as but not limited to hazardous waste, and other prohibited materials as defined by State
Statutes and/or County policies, or are otherwise not accepted by the Contractor.
2.33.Walk-Up Service
Customers with physical limitations shall be entitled to the Walk-Up Service without additional
charge.
2.34.Yard Waste
Compostable plant material including grass clippings, leaves, weeds, garden plants, and brush and
branches under four inches in diameter and under four feet in length.
3.REFUSE COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR
This section is specific to Refuse disposal/processing services. The City of St. Anthony, MN offers
weekly Collection from the small, medium, or large wheeled Refuse Carts to all Customers and
Every Other Week Refuse Collection from small Refuse Carts.
3.1.General Collection and Disposal
The Contractor shall furnish all labor, materials, and equipment, and perform all work necessary for
the Collection, disposal, and processing of Refuse for approximately 3,421 residential Customers in
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the City.
The Contractor shall also furnish all labor, materials, and equipment and perform all the work
necessary for the Collection and disposal of Refuse from City buildings and City park facilities as
listed in the Contract Exhibits, as well as the annual Citywide Clean-Up Event as described below.
All Refuse shall be collected, transported, weighed, and disposed of at the Hennepin Energy
Recovery Center (HERC) or Ramsey/ Washington County Recycling & Energy Center (R&E Center)
per county ordinance requirements. The Contractor may use an alternate facility when either the
HERC or R&C Center is not operable. Any alternate facility must be approved by the City at the start
of the Contract and must process all Refuse collected in accordance with Minnesota Statutes (M.S.)
115A.03, subdivision 5, and M.S. 473.848, subdivision 5, any other applicable statute or regulation,
and appropriate county solid waste designation ordinances. The Contractor shall weigh each
Collection truck before and after unloading. The Contractor shall also furnish all labor, materials,
and equipment and perform all the work necessary for the Collection and disposal of Refuse from
City buildings and park facilities listed in the Contract Exhibit C.
3.2.Frequency of Collection
The Contractor shall provide weekly residential Refuse Collection. An every-other-week Refuse
Collection is an option to any Customer approved by the City. Frequency varies for the City
buildings and City parks as listed in the Contract Exhibits.
3.3.Refuse Disposal Costs
The Refuse disposal costs (also known as “tipping fees”) shall be paid by the Contractor.
3.4.Spring City-Wide Clean-Up Event
The Contractor shall provide drop-off Collection services, at no additional cost to the City, for an
annual Spring City-Wide Clean-Up Event held traditionally on the first Saturday in May. The
Contractor will provide equipment, containers, disposal, and sufficient personnel to run the event.
The Contractor shall distribute educational literature during the event to participants at the request
of the City. The City will provide an appropriate site, site coordination, traffic control, and City staff
to supervise including Collection of payments from Customers.
During the event, Customer’s drop-off items such as, but not limited to Bulky Waste,
Appliances, Electronics, mattresses and box springs, scrap metal, tires, fluorescent bulbs, and other
agreed-upon items for a fee. Fees are paid by the Customer to the City staff working on-site. The
City reserves the right to involve other vendors to collect selected items and has previously done so
for scrap iron, Electronics, fluorescent bulbs, textiles/household goods, household batteries, and
paper shredding. The City reserves the right to contract out the entire event to other companies.
Annually, the Contractor will submit a comprehensive list of items they will collect at the event,
along with the corresponding unit costs to be charged to Residents for each item or another
method such as cost per vehicle type. The list shall be submitted to the City no later than eight
weeks before the Spring City-Wide Clean-Up Event. The annual costs charged by the Contractor at
these events shall be lower than the costs charged at the curb.
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4.RECYCLING COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR
This section is specific to Recycling Collection and processing services. The City of St. Anthony, MN
offers every-other-week Collection from the large, wheeled Recycling Carts to all Customers.
The Contractor will collect, deliver, weigh, process materials by commodity, package, and ship to
end markets for Recycling. The Contractor may subcontract the processing and marketing of
Recyclables with the City’s prior written approval.
4.1.General Collection and Processing
The Contractor shall furnish all labor, materials, equipment, and perform all work for every-other-
week Collection and processing of recyclable materials for approximately 3,421 Customers, and
municipal facilities (see Contract Exhibit C, Municipal Facilities).
Each Collection truck will be weighed before and after unloading. The Contractor must identify
their proposed Recyclables processing facility or transfer station. The Contractor may use an
alternate facility upon prior written approval from the City.
At a minimum, the Recyclable Materials listed in the Contract Exhibit C, Municipal Facilities must be
collected. The Contractor or City may propose additional materials be added to the list.
Additionally, if any Contract the City has with Hennepin and Ramsey County at any time during the
term of this Contract requires the Collection of additional materials, Contractor shall be required, at
no additional cost to the City, to collect the additional materials within six months or less, of
receiving notification from the City.
The Contractor shall also furnish all labor, materials, and equipment and perform all the work
necessary for the Collection and disposal of Recyclables from City buildings and City park facilities as
listed in the Contract Exhibit C.
4.2.Frequency of Collection and Collection Method
The Contractor shall provide every-other-week Recycling Collection for single-sort Recycling
Collection where all materials are comingled in Contractor-owned carts. Any changes to this
Collection and processing format must be approved by the City in advance prior to making any
changes.
5.YARD WASTE COLLECTION SERVICES TO BE PERFORMED BY CONTRACTOR
This section is specific to residential Yard Waste Collection and disposal services. The City of St.
Anthony, MN provides a subscription-based weekly Collection program during Yard Waste season
for all Customers.
5.1.General Collection and Disposal
The Contractor shall furnish all labor, materials, and equipment and perform all work for the weekly
Collection and disposal of Yard Waste for approximately 3,421 residential customers in the City as a
subscription-based program from approximately April through November each year.
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Eligible Customers may subscribe for regular Yard Waste Collection service and receive a large
(approximately 95-gallon) Yard Waste Cart. Yard waste including leaves, grass clipping, and twigs
shall be collected in Contractor provided Yard Waste containers, brown paper lawn and leaf bags, or
certified Compostable Bags. Small branches will be collected at no extra charge as long as the
branches are less than four inches in diameter and less than four feet long.
The Contractor must provide proposed prices for Yard Waste cart service, which includes an
additional overflow of five Compostable Bags for Yard Waste. A price per bag for each bag over the
five overflow bag limit must be included. Customers are to contact the Contractor for Collection of
additional bags.
The Contractor must identify their proposed Composting Facility or Yard Waste transfer station to
be utilized. This Contract requires Yard Waste collected from St. Anthony will be kept separate
from other materials. Weight or cubic yard totals from St. Anthony Yard Waste loads shall be
reported to the City. The Contractor shall retain Yard Waste load tickets (e.g., scale tickets) for City
inspection upon request.
5.2.Frequency of Collection
The Contractor shall provide weekly Yard Waste Collection April 1 through November 30, and as
requested by the City. The City may modify these dates slightly, depending upon the weather.
5.3.Christmas Tree Collection
As part of Yard Waste Collection services, the Contractor shall provide a separate Collection of live
(cut) Christmas trees during the first three full weeks of January, at no extra cost to Customers.
Collection services shall be provided on the same day of the week as the customer’s regular Refuse
and Recycling Collection.
Customers will be instructed by the City to set out “clean” Christmas trees only. Customers may not
wrap trees in plastic bags and must remove all ornaments, tinsel and other foreign debris. Clean
Christmas trees may then be set out next to carts, but only during the designated period. If a
Christmas tree is set out and is not sufficiently clean (e.g., containing ornaments, tinsel, etc.), the
Contractor should not collect and should attach an education tag to the tree with specific
instructions about why it was not collected and how the Customer can still discard their tree (e.g.,
remove the contaminants, where it can be taken, etc.).
The Contractor shall not mix other types of Refuse or inorganic materials with the Christmas trees
or take any action to make the Christmas tree material unacceptable to the operators of the
processing site.
6.ORGANICS RECYCLING COLLECTION SERVICES TO BE PERFORMED BY
CONTRACTOR
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The City recognizes there are many Collection methods, new technologies, and Composting
Facilities available today for Source-Separated Organic Material (e.g., residential food waste). The
City has made no decisions yet about the specific method of collecting these materials, and
planning will continue with the assistance of Hennepin County and Ramsey County. Finalization of
Collection operations and related service fees under this Contract shall be negotiated in good faith
between the City and the Contractor. The City reserves the right to discontinue planning for
Organic Recycling Collection at any time.
7.OPERATING REQUIREMENTS
The items listed below are general requirements that are applicable to all materials (Refuse, Bulky
Wastes, Appliances, Electronics, Recycling, and Yard Waste Collection).
7.1.Service Requirements
The services to be performed by the Contractor shall be adequate to ensure the satisfactory
Collection of said materials at all times. The Contractor shall supply all equipment, labor, and
materials necessary to complete the Collection and disposal/processing of materials.
7.2.License to Operate
Contractor shall be properly licensed and insured to operate in the City of St. Anthony, Hennepin
and Ramsey County, and the State of Minnesota, and shall comply with all statutes, regulations, and
ordinances of the City, County, State, and federal government in the execution of the Contract.
7.3.Non-Holiday Collection
Collections shall take place between 7:00 a.m. and 8:00 p.m. Mondays through Fridays except as
stated below in Holiday Collection. The Contractor shall maintain the currently scheduled pickup
day and approved Collection routes for Households. Any changes to the scheduled pick up days and
Collection routes require prior City approval.
7.4.Holiday Collection
The Contractor shall not make regular Collections on the following legal holidays: New Year’s Day,
Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. During the
holiday week beginning on the holiday, the Contractor will make Collections one day after the
regularly scheduled day Collection shall be from 7:00 a.m. through 8:00 p.m. If a holiday falls on a
weekend, the Collection will not be delayed.
7.5.Non-Completion of Collection and Extension of Collection Hours
If the Contractor determines the Collection of materials will not be completed by 8:00 p.m. on the
scheduled Collection day, the Contractor shall notify the City by 3:30 p.m., and request an extension
of the Collection hours. The Contractor shall inform the City of areas not completed, the reason for
non-completion, and the expected time of completion. The Contractor will be penalized for failure
to notify the City, in accordance with Liquidated Damages.
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7.6.Non-Completion of Collection Due to Weather Conditions
The Contractor may postpone Collection due to severe weather at the sole discretion of the
Contractor. “Severe Weather” shall include, but shall not be limited to, those cases in which snow,
sleet, ice or cold, or in which the t empe rature might jeopardize the safety of the Contractor’s staff
or result in unsafe driving conditions. If Collections are postponed, the Contractor shall notify the
City via telephone and email by 7:00 a.m. Upon postponement, the Contractor will make
Collections one day after the regularly scheduled day. The Contractor shall communicate to all
Customers that have had their Collection postponed due to a severe weather event. Designated
City staff shall also be contacted at the same time with the same communication as Customers as
another means of communicating about the severe weather event.
7.7.Manner of Collection
The Collection shall, at no time, create a nuisance or become injurious to the public health of
persons living or working either within or outside the corporate limits of the City.
7.8.Returning Carts to Collection Point
The Contractor shall return carts to the designated Collection point as set out by the Customer at
each location unless the Customer has set the cart in the street, alley, or on the sidewalk. The
Contractor shall return the cart with the lid closed and in a standing position.
7.9.Ownership of Materials
All materials, placed for Collection, remain the responsibility and ownership of the Customer until
handled by Contractor at which point they become the responsibility and ownership of the
Contractor.
7.10.Missed Pickups
The Contractor will be charged Liquidated Damages for non-compliant missed pickups, area-wide
missed pickups, and administrative non-compliance, in accordance with Liquidated Damages.
7.11.City Retains Right to Specify Preparation Instructions
The Contractor agrees that it is the City’s sole right to clearly specify the material preparation and
setout requirements. The City will consult with the Contractor before finalizing these requirements.
At the City’s discretion, such information will be included in the City’s education material.
7.12.Day-Certain Collection Days and Collection Routes
The Contractor shall comply with the City’s day-certain Collection day designated as Wednesday
and the Contractor shall establish Collection routes established that provide for “same day”
Collection of Refuse and Recycling on Wednesdays. The Contractor shall not change any routes or
Collection days without the prior written approval of the City. The Contractor will work with the
City to revise the routes when deemed necessary by either the City or Contractor. The Contractor
will keep detailed route maps current and provide the City with revised route maps upon City
request.
7.13.Material Clean Up Responsibilities
The Contractor shall clean up any materials spilled or blown during the course of Collection
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operations to the City’s satisfaction. As stated in Collection Vehicles and Equipment, all Collection
vehicles shall be equipped with a broom and shovel for cleaning up spills. The driver shall take all
precautions possible to prevent littering.
7.14.Transporting of Materials
The Contractor shall transport Refuse, Recyclable, and Yard Waste materials to the Contract-
designated facilities as required, or City approved alternative facility. The Contractor must receive
prior written approval from the City to transport materials to an alternate transfer station and/or
processing facility.
7.15.Weight Reports
The Contractor shall maintain weight tickets for each load of Refuse and Recyclables materials
delivered and provide a weight report to the City upon request. At a minimum, the Contractor shall
provide an annual report to the City of Refuse and Recyclables tonnage by January 15 each year.
Yard Waste amounts may be reported by cubic yards along with the Contractor’s estimate of the
amount by weight.
7.16.Protecting Utilities
The Contractor shall protect all public and private utilities whether occupying streets, alleys, or
public or private property. If such utilities are damaged by reason of Contractor’s operations, under
the executed Contract, the Contractor shall repair or replace the same at no cost to the City. Failing
to do so promptly, the City will repair or replace, and bill the Contractor.
7.17.Damage to Property
The Contractor shall take all necessary precautions to protect public and private property. The
Contractor shall repair or replace any private or public property, including but not limited to;
structures, driveways, landscaping, retaining walls, fences, mailboxes, Collection containers, which
are damaged by Contractor.
Such property damage shall be addressed for repair or replacement, at no charge to the City or
property owner, within 48 hours. If the Contractor fails to address the repair or replacement
damaged property within 48 hours, the City may, but shall not be obligated to, repair or replace
such damaged property, and Contractor shall fully reimburse the City for any of its reasonably
incurred expenses. The Contractor shall reimburse the City for any such expenses within 10 days of
receipt of the City’s invoice.
The Contractor is to notify the City of any trees, limbs or shrubs that are low hanging or encroaching
the driving area and may hinder their operations. The Contractor shall be responsible for damage
to any trees, limbs, and shrubs not reported to the City.
7.18.Street Improvements
This Contract is subject to the right of State of Minnesota, Hennepin and Ramsey County or the City
of St. Anthony to improve its highways and streets. The Contractor accepts the risk that such
improvements may prevent the Contractor from traveling its accustomed route or routes for the
purpose of collecting materials. Contractor agrees not to make any claim for compensations
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against the City for such interference. The City will, whenever possible, provide advanced
information and instructions about how the Contractor may best provide services in the
improvement area.
7.19.Cart Ownership and Management
The Contractor shall be responsible and pay for all aspects of Cart ownership, management and
operations including but not limited to transportation from the manufacturer, ordering, receiving,
assembly, distribution, excess cart inventory, spare parts inventory, warranty maintenance, and
other repairs.
7.19.1.Refuse Cart Details
Each residential Single-Family Household and multi-family Households in buildings of three units or
less can receive one small, medium, or large Refuse cart. A second Refuse cart may be obtained at
a reduced cost.
Color and labeling of the Refuse carts must distinguish them from the Recycling carts and Yard
Waste Carts.
7.19.2.Recycling Cart Details
Each residential Single-Family Household and multi-family Households in buildings of three units or
less shall receive at least one large Recycling Cart may be obtained at no additional Collection cost.
Color and labeling of the Recycling Carts must distinguish them from the Refuse Carts and Yard
Waste Carts.
7.19.3.Yard Waste Cart Details
Each residential Single-Family Household and multi-family Household in buildings of three units or
less can receive one large Yard Waste on a subscription basis.
Color and labeling of the Recycling Carts must distinguish them from the Refuse Carts and Yard
Waste Carts.
7.19.4.Cart Exchange
Customers may elect to change Refuse and Recycling Cart sizes or add/remove a Cart once per the
calendar year without additional charge.
7.20.Extra Services
The Contractor shall make available or provide the following extra services, beyond the standard
City service. The Customer will contact the Contractor directly to request Extra Services Collection
of the items. The Contractor shall be responsible for collecting and billing for all service charges and
fees for Extra Services. The payment method and schedule will be left to the discretion of the
Contractor but shall be specified in writing to the City.
7.20.1.Walk-Up Service
Customers with physical limitations shall be entitled to the Walk-Up Service at no additional charge.
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The Contractor shall determine eligibility for Walk-Up Service, which shall comply with any
applicable federal, state, or local laws and regulations.
7.20.2.Bulky Waste, Appliance and Electronic Collection
The Contractor shall provide Bulky Waste, Appliance, and Electronics Collection services as an
optional service for Customers upon request. All Bulky Waste items shall be collected, transported,
weighed, and disposed of at a licensed facility. The Collection of any materials with hazardous
components will not be allowed in the same vehicle as Refuse Collection. All Electronics,
Appliances, tires, or other items regulated by the state shall be collected, transported and recycled
or disposed separately in compliance with State Law and the Contractor shall be properly certified
to collect Appliances and Electronics in the State of Minnesota.
The Customer will contact the Contractor directly to request a Collection of the items. The
Contractor shall be responsible for billing and collecting fees. The payment method (pre-payment
or pay after the fact) will be left to the discretion of the Contractor but specified in the Price
Worksheet and/or other RFP Forms. The Contractor shall report Collection data in the format and
frequency requested by the City (See Annual Reports).
7.20.3.Frequency of Extra Services Collection
The Contractor shall provide Refuse and Yard Waste Collection service to customers at least weekly
for the term of this Contract. Recycling Collection frequency is every-other-week.
7.20.4.Recording
The Contractor shall input Customer information and service request information into the Customer
service database. Upon request from the City, the Contractor must present Customer service
reports (including service levels) to the City.
8.VEHICLE AND EQUIPMENT REQUIREMENTS
8.1.Vehicle License
All Collection vehicles used in the performance of the Contract shall be duly licensed and inspected
by the State of Minnesota. The Contractor shall obtain all pertinent licenses from the City, County,
and State.
8.2.Collection Vehicles and Equipment
When feasible, vehicles used in the City for Collections under this Contact should be powered by
compressed natural gas (CNG), maintained in proper working order, without leaky seals and
hydraulics, be as clean/sanitary (washed and painted regularly), and free from odors as possible.
The Contractor shall demonstrate a commitment to reducing air pollution from Collection vehicles.
All vehicles must be clearly identified on both sides with the Contractor’s name and customer
service telephone number for City customers on both sides of the vehicle.
Each Collection vehicle shall be equipped with the following:
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1.Two-way communications device
2.First aid kit
3.An approved Fire Extinguisher
4.Warning flashers
5.Warning alarms to indicate movement in reverse
6.Forward-facing cameras to monitor driver actions while operating trucks
7.Backup cameras to be used when moving in reverse
8.Sign on the rear of the vehicle which states “This Vehicle Makes Frequent Stops” or similar
language
9.A broom and shovel for cleaning up spills
10.Spill kit
8.3.Operating Conditions
Contractor vehicles shall be constructed and maintained in a manner that their contents will not
leak, blow away, or spill therefrom. Vehicles shall not be allowed to stand in any street, alley, or
another place longer than is reasonably necessary for Collections.
8.4.Size of Vehicle
Contractor vehicles shall be sized to operate and negotiate turning movements in the City’s streets
and alleys without causing damage to public or private property or create traffic hazards.
8.5.Vehicle Fluid Spills Responsibilities
The Contractor shall report all hydraulic fluid spills and leaks to the City and the Contractor’s
supervisor within one hour of occurrence. If City staff is unavailable, spills must be reported to the
Public Works on-call person (612-240-4931). The Contractor is responsible to clean up spills.
Reporting all spills and leaks to the City does not replace the state requirement for the Contractor
to report spills to the Minnesota Duty Officer if the spill is over five (5) gallons.
9.PERSONNEL REQUIREMENTS
9.1.Designated Supervisor
Contractor shall have a designated supervisor to do the following: manage its drivers and other
workers (e.g., helpers); interact with the City staff to address problems as they arise; meet
whenever it is deemed necessary by the City; interface directly with Customers when deemed
necessary by the City; and have continual direct communication with Contractor’s Customer service
staff and haulers. The designated supervisor shall also be readily available to meet or otherwise
communicate with the City on an as needed basis.
9.2.Personnel Conduct
1.The Contractor’s personnel will be trained both in program operations and in Customer
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service to ensure all personnel maintains a positive attitude when dealing with City staff and
Customers. Contractor personnel shall conduct themselves at all times in a respectful and
courteous manner and not use any abusive or foul language.
2.Perform their duties in accordance with all existing laws and ordinances and future
amendments thereto of the Federal, State of Minnesota, and local governing boards.
3.Be clean and presentable in appearance, as can reasonably be expected.
4.Wear a uniform and employee identification badge or name tag.
5.Drive in a safe and considerate manner, including the speed limits.
6.Manage containers in a careful manner by rolling, picking them up, emptying their contents
into the Collection vehicle, and placing (not throwing, kicking or sliding) the container back
to their designated location so as to avoid spillage and littering or damage to the container
or property.
7.Monitor streets and alleys for any spillage and be responsible for cleaning up any litter or
breakage.
8.Avoid damage to property and report any damage they cause or observe to the City staff.
9.Contractor’s employees shall not collect or scavenge through the Collection or other
materials in any manner that relates to the contracted services. The Contractor shall
immediately report to the City any instances of suspected scavenging or unauthorized
removal of materials from any Collection containers to St. Anthony Police non-emergency
dispatch at 612-782-3350.
10.CUSTOMER SERVICE REQUIREMENTS
This section describes the minimal amount of Customer service required and shall not limit the
Contractor in providing expanded Customer service. The City requires responsive, friendly
Customer service at all times, in all other forms of communication, including interactions by
haulers/crews on the Collection route, interactions on the phone, emails, social media, and
websites.
10.1.Staffing
The Contractor shall provide full-time oversight of the City’s Collection, and shall administer its
obligations to provide quality service to Customers of St. Anthony. The Contractor shall maintain a
local, Twin Cities, office equipped with telephones, email capability, and be staffed with sufficient
personnel to effectively handle inquiries, complaints, and/or receive instructions. The Contractor
shall provide adequate staff to handle phone calls and emails from St. Anthony Customers. The
office shall be staffed by a person from 6:00 a.m. to 6:00 p.m. Monday through Friday except for
the legal holidays. Overflow calls can be answered by an answering machine or voicemail system.
10.2.Responding to City Calls or Email
Contractor shall address all voicemail and email correspondence with a return call or email to the
City within one hour if the City contacted the Contractor between 7:00 a.m. and 3:30 p.m. and by
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9:00 a.m. the next business day if the call or email was made after 3:30 p.m. or during non-working
hours.
10.3.Responding to Customer Calls
The Contractor will receive customer inquiries; complaints; requests for Walk-Up Service, extra
Collection and Appliance, Electronics and Bulky Waste Collection; and other issues by phone or
email.
Contractor shall address all voicemail and email correspondence with a return call or email to the
City customer within 30 minutes if the Customer contacted the Contractor between 6:00 a.m. and
5:30 p.m. and by 9:00 a.m. the next consecutive working day if the call or email was made after
business hours.
All phone calls shall be answered by a person during office hours with overflow calls going into a
voicemail answering system. A voicemail system or answering service shall be operative during all
non-office hours. Customer service staff shall be accessible via email during office hours and the
Contractor’s email system shall be able to receive emails during non-office hours for review and
response during office hours.
10.4.Documentation of Customer Calls
The Contractor shall use a database for recording and tracking Customer issues. The database will
include all City Customer communications regarding inquiries, complaints, service requests and
other issues. The Contractor shall input all required fields and update notes and comments as
appropriate. Each month or otherwise as requested by the City, the Contractor shall provide the
City a list of all Customer complaints, the nature of these complaints, and a description of how each
complaint was resolved. The names of each complainant and contact number or e-mail address
must be included.
10.5.Accurate Responses to Customer Questions
The Contractor will produce a fact sheet containing frequently asked questions (“FAQs”) that are
commonly received from residents about the City’s program. The FAQs fact sheet will also contain
the recommended standard responses to be given by the City and Contractor customer service call
center staff.
Before the FAQ fact sheet is finalized, the Contractor will solicit input and comments from the City,
but responsibility for the final document will rest with the City. The City may from time-to-time
update the FAQs fact sheet as needed and will notify the Contractor and solicit input on the
changes.
The Contractor’s customer service call center staff serving the City shall be trained on the use and
compliance requirements for following the FAQ fact sheet when answering questions from City
residents.
The City will notify the Contractor immediately if the City receives any legitimate complaints about
the accuracy of answers given by the Contractor’s customer service call center staff. The Contractor
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shall take corrective action to fix the mistake and notify the City of the actions taken and means to
prevent reoccurrence.
The City may make anonymous phone calls to the Contractor acting as if the call is from the general
public to ask selected questions. If such calls are made, an email report summarizing the accuracy
of the customer service representatives’ responses will be provided back to the Contractor.
11.MEETINGS AND REPORTING REQUIREMENTS
The Contractor shall create, collect, and maintain all records required by the federal, state, and local
governments regarding waste management services, and other records as specified below. All
reports shall be in an electronic format (e.g. MS Excel or Word) and should be submitted
electronically to the City.
11.1.Performance Meeting
The Contractor and City will meet at least once per year, to discuss general operations.
11.1.1.Annual Performance Review Meeting
Upon receipt of the Contractor’s annual report, the City shall schedule an annual meeting with the
Contractor. The objectives of this annual meeting will include (but not be limited to):
1.Review Contractor’s annual program and material report.
2.Review efforts the Contractor has made to expand Recyclable markets (Recycling only).
3.Review Contractor’s performance based on feedback from Customers to City staff.
4.Review Contractor’s promptness and accurateness in responding to City staff and
Customers.
5.Review Contractor’s recommendations for improvements to the City’s program, including
enhanced public education and other opportunities.
6.Review City staff recommendations for improving the Contractor’s service.
7.Discuss other opportunities for improvement with the remaining years under the current
Contract.
8.Review Contractor’s annual progress on reducing greenhouse gas emissions from its
activities under this Contract.
9.Review of Contractor’s annual processing facilities report (or subcontractor’s report) to the
Minnesota Pollution Control Agency (Recycling only), and the Minnesota Department of
Revenue (pursuant to M.S. 297h.06 Subd. 2.5), (Recycling only).
11.2.Annual Reports
11.2.1.Clean-Up Event Price List
At least eight weeks prior to the City’s Spring Clean-Up Event, the Contractor shall submit a
comprehensive list of items they will collect at the City’s Spring Clean-Up Event. The list will include
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corresponding unit costs to be charged to Customers for each item or another method such as cost
per vehicle type.
11.2.2.Bulky Waste, Appliances, and Electronics
By December 1 each year, the Contractor shall submit comprehensive lists of the items to be
collected the following year, along with an average cost for the Customer for pick up, as listed in the
Price Schedule.
The following reports are due on the 15th day of January.
11.2.3.Program and Material Report
The Contractor shall provide the City an annual program report that will be an overall summary of
the program from the previous year. The report should include:
1.Total number of Customers.
2.Total number of Refuse carts and Recycling carts in service.
3.Tons of Refuse, Recycling, Yard Waste, appliances, Electronic Waste, and other Bulky
Waste items collected (Recycling should be broken down by commodity) from residential
Customers.
4.Tons of Refuse, Recycling, appliances, Electronic Waste and other Bulky Waste items e
collected (Recycling should be broken down by commodity) from City Buildings, parks
facilities, and events.
5.Current trends in the solid waste industry that may have an impact on the City’s program.
6.Recovery rates (i.e. pounds per household for Recycling).
7.Results of the Recycling Composition Analysis, including amount of Contamination as
Collected. Set-out and participation rates:
a.Number of residential Refuse accounts by service level (cart size, Collection
frequency)
b.Number of accounts with multiple Refuse carts
c.Number of Recycling accounts by service level
d.Number of accounts with multiple Recycling carts
e.Number of Yard Waste cart subscriptions
f.Number of Yard Waste “on-call” or overflow bags set out
g.Number of Bulky Waste “on-call” Collections
h.Number of accounts with Walk-Up Service
8.Hauler Report as submitted to the Minnesota Pollution Control Agency.
9.Efforts Contractor has made to reduce Contaminants as Collected and Process Residuals as
well as increase diversion.
10.Contractor suggestions to improve the City’s program.
11.Recommended public education plan for the next year.
12.Any other notable issues or happening over the past year.
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11.2.4.Summary of Customer Service Complaints
The number of Customer calls by type of complaint and summary for how these were resolved as
requested by the City.
11.2.5.Recycling Composition Analysis Report
The Contractor shall conduct at least one materials Composition analysis of the City’s Recyclables
during October of each year to estimate the relative amount by weight of each Recyclable
commodity by grade. The results of this analysis shall include:
Percent by weight of each Recyclable commodity by grade as collected from the City;
Relative change compared to the previous year’s Composition;
Percent by weight of the contaminants as collected from the City; and
A description of the methodology used to calculate the Composition, including number of
samples, dates weighed, and City route(s) used for sampling. The Contractor shall provide
the City with a copy of the analysis for each year of the Contract.
11.2.6.Vehicle Report
The Contractor shall provide the City with a yearly written plan of the type, age, make, model, and
fuel type of all vehicles that will be used for the upcoming year.
11.2.7.Annual Work Plan
The Contractor shall provide the City with an annual work plan addressing what assistance they will
provide the City both to enhance the program to meet program goals and what City events they
plan to participate in over the upcoming year.
12.PAYMENTS
12.1.Payment Responsibilities
The Contractor will invoice customers directly for Refuse, Recycling, Yard Waste and other solid
waste Collection services, and offer Customers the ability to pay and receive bills electronically. The
Contractor shall invoice customers for Extra Collection Services, Bulky Waste, appliances, Electronic
Waste, and other Bulky Waste Collection services as detailed in the Price Schedule document in the
Exhibits. Upon request of the City, the Contractor will provide invoices to the City to be audited.
12.2.Rate or Fee Increases
Any attempt by the Contractor to increase any rate or fee not specified in this Contract, shall be null
and void and may subject the Contractor to the default remedies of the Contract. In addition, any
proposed request for retroactive City approval of any rate or fee increase already imposed on
Customers will be denied by the City. Fee decreases can be implemented by the Contractor without
City approval but must be reported to the City Manager at least two weeks prior to the decrease.
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12.3.Delinquent Accounts
Delinquent accounts shall be defined as those Customers who have not paid and are 90 days past
due with a balance of at least $50. The Contractor will be responsible for collecting all charges from
each unit. The Contractor shall make good-faith efforts to collect all amounts due, including but not
limited to: past due notification mailings, phone calls and use of a Collection agency. All such
efforts shall be documented and paid for by the Contractor. The Customers must be sent at least
three notices during this time of amounts past due, no more than two of which shall be in
electronic form (i.e., at least one must be sent via certified mail.)
The Contractor will be responsible for sending the City a list of the delinquent accounts by on later
than August 31st of each year, and then provide updates to the City as requested. The City will
certify to either Hennepin or Ramsey County, on an annual basis, all delinquent accounts. These
amounts will be payable with the owner's property taxes.
12.4.Late Fees
The Contractor may impose late fees to accounts that are 30 days past due. A maximum late
fee totaling 10% of the balance due may be applied to the account.
13.PUBLIC INFORMATION AND EDUCATION
13.1.City Public Education Activities
The City will also have a series of public education responsibilities including such activities as:
With advice from the Contractor, adopting clear and reasonable standards for Customers to
comply with solid waste program requirements (e.g., How and when to set out carts for
Contactor pickup; Types of materials that are acceptable vs. prohibited; Sorting and
preparation instructions; etc.).
Maintaining and updating the City’s “Garbage & Recycling” website including all related sub-
pages including the Customers’ compliance standards and the current Contract rates and
fees.
Customer service complaint assistance for Customers who are not satisfied with the
Contractor’s service. Customers must first contact the Contractor before contacting the
City.
“Leave behind education tags” – If the Customers sets out a prohibited item that cannot be
collected, the Contractor’s Collection crew leaves behind a reminder card/notice for the
Customers that is left with or attached to the prohibited item.
Other City public education tasks shall be negotiated in good faith between the City and the
Contractor and reduced to writing.
13.2.Contractor Public Education Activities
This is the minimum list of public education materials the Contractor shall provide. The Contractor
shall provide the City with a draft of all Contractor public education tools prior to dissemination for
review and approval at least two weeks prior to going to print or release. The Contractor shall work
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with the City to implement technology such as, but not limited to, mobile apps, text notifications,
and website content outlined in their proposal to provide enhanced education during the Contract.
13.2.1.Annual Calendar
The Contractor shall produce and direct mail an annual calendar specific to the City of St. Anthony’s
Refuse, Recycling, Yard Waste and Bulky Waste Collection services. The calendar shall specify
Collection days for Refuse and Recycling. The calendar shall also include acceptable and prohibited
items. This calendar should be distributed to the Customers by December 20 of each year, with
review and approval from the City ahead of time as specified above.
13.2.2.Quarterly Newsletter
The Contractor shall produce information to be included (at the City’s discretion) in the City’s
quarterly newsletter that provides updates on important and current news items about the City’s
solid waste and Recycling program.
13.2.3.Educational Tags
The Contractor shall inform the Customer as to the improper preparation of materials or the
addition of unacceptable materials for Collection by providing and distributing educational tags.
13.2.4.Educational Tagging Procedure for Unacceptable Materials
The Contractor is responsible to educate the Customers as to materials that are prohibited and any
unacceptable setout practices for Collection by distributing educational tags and other means.
Unacceptable materials shall be left by the Contractor with an educational tag.
13.2.5.Customer Education
The Contractor shall work with the City to promote waste reduction and other topics to Customers
at no additional cost. Customer education efforts may include but are not limited to phone and
email communication for the purposes of Customer service, brochures, cart flyers/hangers, cart
information packets, signs, videos, and presentations to classes and community groups.
The City will work with the Contractor to ensure Recycling educational materials conform to the
Hennepin Funding Policy requirements and Ramsey County guidelines. The Contractor shall not
mail any Contract-related educational materials to City Customers or customers without prior
approval from the City.
13.2.6.Provide Industry-Related Information
The Contractor shall provide the City industry-related information or educational materials for City
publication or distribution, and assist in the development of brochures, flyers, and articles upon the
request of the City.
13.2.7.Facility Tours
The Contractor shall host or coordinate one tour annually during the term of the contract. Tours
sites shall be of local Recycling, composting, waste to energy, landfill facilities and/or local end
market facilities. The Contractor shall work with the City to select a site and make arrangements for
tour attendance for City Customers and City staff at no additional cost to the City.
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13.2.8.Community Event Education
The Contractor shall participate in City-sponsored community events during the term of the
Contract, at the request of the City. Participation may include, but is not limited to, staffing
information booths, giving presentations, and displaying trucks and equipment.
14.LIQUIDATED DAMAGES
Contractor agrees, in addition to any other remedies available to the City, that the City can charge
liquidated damages to Contractor in the amounts specified below for failure of Contractor to fulfill
its obligations, as determined by the City.
This Contract requires the Contractor to meet the following performance standards:
Deliver quality and timely Refuse, Recycling, Yard Waste, and other solid waste Collection
services to residents as set forth in the referenced RFP, Contractor’s proposal and
clarifications, and this Contract.
Meet other conditions as described herein for Collection and transportation of Refuse to the
designated Refuse disposal facility.
The City and Contractor shall communicate on a regular and as needed basis related to Customer
complaints, accidents, and other incidents. The following general incident escalation procedure
provides a general guide for managing such communications as efficiently as possible.
Simple complaints and incidents may be handled with verbal communications only (e.g.,
phone calls).
Significant complaints and incidents must be recorded via at least email. A proposed cure
and response timeline shall be discussed.
If a problem is not cured within the proposed timeline, a second email should be used to
communicate a new timeline.
If a problem is still not cured within the new timeline of a second email, the City may send a
letter indicating a new cure timeline and warning that liquidated damages may be imposed
if the problem is not resolved.
If a problem is still not cured with the new timeline of the letter, the City will send a letter
and email notifying the Contractor that liquidated damages will be imposed.
If a problem remains chronic and uncured, the City may initiate Contract breach procedures
to notify the Contractor.
This Contract establishes liquidated damages for failure to meet selected, example performance
standards. Not all Contract performance standards are listed in this section, but may still incur
liquidated damages. These liquidated damages are independent of default and breach provisions
addressed elsewhere in this Contract. City and Contractor expressly agree that the potential harm
or injury to City caused by the incidents of substandard performance set forth in this Contract are
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difficult or impossible to accurately estimate. City and Contractor stipulate that each damage dollar
amount in this Contract is a reasonable pre-estimate of the probable loss to the City and the
general public.
The existence or recovery of such liquidated damages shall not preclude City from recovering other
damages in addition to the payments made hereunder which City can document as being
attributable to the above referenced failures. In addition to other costs that may be recouped, City
may include costs of personnel and assets used to coordinate, inspect, and re-inspect items within
this Contract as well as attorney fees if applicable.
The City, after completing the general incident escalation procedure set out in the Section or after
good faith discussions with the Contractor’s designated point of contract, may assess liquidated
damages in the amounts specified below for failure of the Contractor fulfilling its obligations, in
addition to any other remedies available to the City.
These amounts will be for liquidated damages for losses suffered by the City and not penalties.
Liquidated damages shall be paid within 30 days after assessment by the City and 10 or more such
major incidents in a six month period may constitute grounds for termination of the Contract and
not subject to cure.
The Contractor will be charged liquidated damage for non-compliant missed pickups, area-wide
missed pickups/route non-completion, administrative non-compliance and/or other performance
failures, as listed below. Liquidated damages will only be assessed for administrative non-
compliance after the City has provided written warnings to the Contractor and given the Contractor
an opportunity to correct the violation.
14.1.Non-Compliant Missed Pickup
Whenever the City or a Customer notifies Contractor before 2:00 p.m. of locations that have not
received scheduled service, the Contractor shall be required to service such locations before 8:00
p.m. the same day. When notified after 2:00 p.m., the Contractor shall be required to service such
locations no later than 10:00 a.m. of the following day, excluding Saturday and Sundays, and
Holidays. Missed pickup calls shall be entered, by Contractor, into the Contractor’s database
identifying the time when the call is received notifying them of the missed pickup and when the
service is completed. The missed pickups that fail to comply with the requirements of this section
are “non-compliant missed pickups”. The City shall invoice Contractor $2,500 for each non-
compliant missed pickup.
14.2.Area-Wide Missed Pickup/Route Non-Completion
An area-wide missed pickup or a non-completion of the route is defined as one or both sides of a
street or alley, one block or larger, if contiguous that is not picked up by 6 p.m. on any given
Collection day. Whenever the Contractor misses an area that should have received scheduled
service, the City shall invoice the Contractor $5,000 for the area miss and payment to the City shall
be made separately.
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14.3.Administrative Non-Compliance
Whenever Contractor performs services in a non-compliant manner, as determined by the City, the
City shall invoice Contractor $2,500 per occurrence. Examples include, but are not limited to, items
such as:
¨Failure to operate during basic operating hours.
¨Failure to complete the Collections within the specified timeframes without proper notice
to the City.
¨Failure to respond to legitimate service complaints within 24 hours in a reasonable and
professional manner.
¨Failure to accurately answer a resident’s question to the Contractor’s Customer service call
center.
¨Failure to report and clean-up hydraulic spills or clean-up material spills within one hour of
notification.
¨Failure to maintain vehicles in proper working order.
¨Failure to report on changes in the location of disposal sites or materials processing
operations.
¨Failure to receive City written approval before making changes to the Collection and
Disposal systems.
¨Failure to comply with Customer service requirements.
¨Failure to accurately document incidents in the Customer service database.
¨Failure to provide monthly and annual reports.
¨Failure to conduct annual Composition analysis or agreed-upon alternative.
¨Failure to provide customers notice when they are in violation of City Collection regulations
(educational tagging).
¨Failure to return containers to their original location.
¨Failure to follow Spring City-Wide Clean-Up Event requirements.
¨Failure to correct chronic problems.
¨Disposing of material at an alternate facility without prior approval from City.
¨Failure to provide educational tours at the other approved facility.
¨Failure to staff an event on mutually agreed upon dates.
The Contractor shall be liable for liquidated damage amount(s) upon determination of the City that
performance is not consistent with the provisions of the Contract.
The City shall notify the Contractor in writing or electronically of each act or omission discovered by
the City. It shall be the duty of the Contractor to take whatever steps or actions may be necessary
to remedy the cause of the complaint.
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The City may invoice the Contractor for the full amount of any damages. The remedy available to
the City shall be in addition to all other remedies that the City may have under law or at equity.
Exceptions: Contractor shall not be deemed to be liable for liquidated damages where its inability
to perform Collection service is the result of conditions beyond the control of Contractor, including
but not limited to civil disorder, acts of God, inclement weather severe enough that trucks cannot
safely take Collections.
15.EMERGENCY AND DISASTER SERVICES
The City may request, and Contractor shall agree, to additional Collections, as reasonably necessary,
during a declared emergency or disaster in the City. The cost of this service will be mutually
negotiated between the Contractor and the City. The Contractor shall provide the City with a digital
copy of the Contractor’s business continuity plan when there is a declared emergency or disaster
affecting St. Anthony.
16.TERMINATION OF CONTRACT
16.1.City May Terminate
The City reserves the right to terminate this Contract on 30 days written notice to Contractor for
the failure of Contractor to carry out and perform its Contract obligations to the satisfaction of the
City, as determined solely by the City. This Contract shall terminate, and neither party nor the
officers of the City shall be liable for further performance after the termination if it shall become
invalid by reason of any present or future law other than an ordinance of the City.
Upon termination, the City may retain another Contractor or assign City employees and equipment
to perform the services to be provided by the Contractor.
16.2.City's Rights Upon the Contractor's Failure to Perform
In addition to the right of the City to terminate this Contract, upon failure of Contractor to fulfill any
of the provisions of the Contract, the City may hire such persons, or assign City employees and
equipment, as may be necessary, to do such work and the cost and expense thereof may be
charged and deducted from amounts of money due Contractor, collected from Contractor as
damages, or Collection by recourse from Contractor's letter of credit or escrow account required by
Section 22 of this Contract.
16.3.City's Claim for Damages
Failure by the Contractor to conform to the provisions of the Collection service Contract may also
result in cash claims by the City for any damages to the City as a result of Contractor's failure to
conform. The City shall inform Contractor of such failures in writing. The Contractor shall have
seven days from the date of notice to correct such failures before liquidated damage may be
invoked.
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16.4.Attorneys' Fees and Costs
In the event of such failure to perform, the Contractor agrees to pay, in addition to the actual
damages sustained by the City as a result thereof, the reasonable attorney's fees incurred by the
City in pursuing any of its rights under the Contract.
17.DATA PRACTICES ACT
This Contract is subject to the Minnesota Government Data Practices Act and, pursuant to
Minnesota Statutes § 13.05, Subd. 11, all of the data created, collected, received, stored, used,
maintained, or disseminated by the Contractor in performing this Contract is subject to the
requirements of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13,
and the Contractor must comply with those requirements as if it were a government entity. The
remedies in Minnesota Statutes § 13.08 apply to the Contractor. The Contractor does not have a
duty to provide access to public data to the public if the public data are available from the City,
except as required by the terms of this Contract.
18.ACCESS TO RECORDS AND DATA
Contractor shall provide access to the City, Hennepin and Ramsey County, or any of their duly
authorized representatives to review any books, documents, papers, and records of Contractor that
are directly pertinent to this Contract for the purpose of making an audit, other examination and
preparing excerpts and transcriptions.
19.INDEMNIFICATION
Contractor shall indemnify and hold harmless the City and its agents and employees from and
against all claims, damages, losses, costs or expenses, including reasonable attorneys' fees, for
which it may be held liable, arising out of the performance of this Contract by Contractor,
Contractor's employees, agents or subcontractors.
20.INSURANCE
20.1.Insurance Requirements
The Contractor shall not commence work under the contract until they have obtained all the
insurance described below and the City has approved such insurance. The Contractor shall maintain
such insurance in force and effect throughout the term of the contract.
The Contractor is required to maintain and furnish evidence satisfactory to the City of the following
insurance policies:
20.1.1.Workers’ Compensation Insurance
Except as provided below, Contractor must provide workers’ compensation insurance for all its
employees and, in case any work is subcontracted, Contractor will require the subcontractor to
provide workers’ compensation insurance in accordance with the statutory requirements of the
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state of Minnesota, including coverage b, employer’s liability. Insurance minimum limits are as
follows:
$100,000 – bodily injury by disease per employee
$500,000 – bodily injury by disease aggregate
$100,000 – bodily injury by accident
If Minnesota statute 176.041 exempts Contractor from workers’ compensation insurance or if the
Contractor has no employees in the state of Minnesota, the Contractor must provide a written
statement, signed by an authorized representative, indicating the qualifying exemption that
excludes Contractor from the Minnesota workers’ compensation requirements.
If during the contract the Contractor becomes eligible for workers’ compensation, the Contractor
must comply with the workers’ compensation insurance requirements herein and provide the state
of Minnesota with a certificate of insurance.
20.1.2.Commercial General Liability Insurance
Contractor is required to maintain insurance protecting it from claims for damages for bodily injury,
including sickness or disease, death, and for care and loss of services as well as from claims for
property damage, including loss of use which may arise from operations under the Contract
whether the operations are by the Contractor or by a subcontractor or by anyone directly or
indirectly employed by the Contractor under the contract. Insurance minimum limits are as follows:
$5,000,000 – per occurrence
$5,000,000 – annual aggregate
$5,000,000 – annual aggregate – Products/Completed Operations
The following coverages shall be included:
¨Premises and Operations Bodily Injury and Property Damage
¨Personal and Advertising Injury
¨Blanket Contractual Liability
¨Products and Completed Operations Liability
¨City of St. Anthony named as an Additional Insured, to the extent permitted by law.
20.1.3.Commercial Automobile Liability Insurance
Contractor is required to maintain insurance protecting it from claims for damages for bodily injury
as well as from claims for property damage resulting from the ownership, operation, maintenance
or use of all owned, hired, and non-owned autos which may arise from operations under this
contract, and in case any work is subcontracted the Contractor will require the subcontractor to
maintain Commercial Automobile Liability insurance. Insurance minimum limits are as follows:
$5,000,000 – per occurrence Combined Single limit for Bodily Injury and Property Damage
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In addition, the following coverages should be included:
¨Owned, Hired, and Non-owned Automobile
20.1.4.Contractor’s Pollution Liability Insurance.
This policy will provide coverage for all claims the Contractor may become legally obligated to pay
resulting from any actual or alleged negligent act, error, or omission related to Contractor’s services
required under the contract.
Contractor is required to carry the following minimum limits:
$5,000,000 – per claim or event
$5,000,000 – annual aggregate
Any deductible will be the sole responsibility of the Contractor and may not exceed $50,000
without the written approval of the City. If the Contractor desires authority from the City to have a
deductible in a higher amount, the Contractor shall so request in writing, specifying the amount of
the desired deductible and providing financial documentation by submitting the most current
audited financial statements so that the City can ascertain the ability of the Contractor to cover the
deductible from its own resources.
20.1.5.Additional Insurance Conditions
¨Contractor’s policy(ies) shall be primary insurance to any other valid and collectible
insurance available to the City of St. Anthony with respect to any claim arising out of
Contractor’s performance under this contract;
¨If Contractor receives a cancellation notice from an insurance carrier affording coverage
herein, Contractor agrees to notify the City of St. Anthony within five business days with a
copy of the cancellation notice, unless Contractor’s policy(ies) contain a provision that
coverage afforded under the policy(ies) will not be canceled without at least 30 days
advance written notice to the City of Cambridge;
¨The Contractor is responsible for payment of Contract related insurance premiums and
deductibles;
¨If the Contractor is self-insured, a Certificate of Self-Insurance must be attached;
¨The Contractor’s policy(ies) shall include legal defense fees in addition to its liability policy
limits.
¨Contractor shall obtain insurance policy(ies) from the insurance company(ies) having an
“AM BEST” rating of A- (minus); Financial Size Category (FSC) VII or better, and authorized to
do business in the State of Minnesota; and
¨An Umbrella or Excess Liability insurance policy may be used to supplement the Contractor’s
policy limits to satisfy the full policy limits required by the Contract.
20.1.6.Certifications of Insurance
The successful responder is required to submit Certificates of Insurance acceptable to the City of St.
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Anthony as evidence of insurance coverage requirements prior to commencing work under the
contract.
20.2.Environmental
Contractor shall provide Environmental Impairment Liability (Pollution Legal Liability) for sudden
and non-sudden (gradual) pollution occurrences covering all facilities and equipment owned and
used by Contractor, or its agents or employees. Limits of liability shall be no less than $2,000,000
for each occurrence and $2,000,000 aggregate and shall continue for a two-year period following
termination of this Contract.
20.3.Errors and Omissions
The Contractor shall have in force for any coverage provided by this Contract an Errors and
Omissions Coverage with limits of not less than $1,000,000 per occurrence and $1,000,000
aggregate.
20.4.City as Additional Insured
The Comprehensive/General, Auto, and Bodily Injury and Property insurance policies shall provide
for the City as an additional insured party.
20.5.Notice of Cancellation or Non-Renewal
All insurance policies shall provide that the City shall be given at least 30 days prior written notice of
any cancellation, termination or material modification of the required coverage. In no event shall
Contractor operate within the City without all insurance required by the City. The City reserves the
right to cancel the Contract upon 10 days written notice, in the event Contractor is unable to secure
insurance as required by the City.
20.6.Deductibles
All responsibility for payment of any sums resulting from any deductible provisions, corridor, of self-
insured retention conditions of the policy or policies shall remain with Contractor.
21.TERMINATION
The City reserves the right to immediately terminate the contract if the Contractor does not comply
with the insurance requirements and retains all rights to pursue any legal remedies against the
Contractor. All insurance policies must be open to inspection by the State, and copies of policies
must be submitted to the State’s authorized representative upon written request.
22.FINANCIAL GUARANTEE (ESCROW ACCOUNTS AND LETTERS OF CREDIT)
This Contract shall not be in effect until Contractor has funded an escrow account or provided, at no
cost to the City, an irrevocable letter of credit or other financial guarantee acceptable to the City
Attorney in the sum of $250,000 for the benefit of the City. The escrow account, letter of credit, or
other financial guarantee shall be held by a United States bank authorized to do business in the
State of Minnesota to secure the faithful performance of this Contract by Contractor, conditioned
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that Contractor shall well and truly perform and carry out the covenants, terms, and conditions of
the Contract in strict accordance with its provisions, and shall not be cancelable during the term of
this Contract. The form and content of the letter of credit or escrow agreement shall be in a form
approved by the parties, and shall be in place for the entire duration of this Contract.
The City shall be able to draw upon the letter or credit or escrow account if it follows the
procedures set forth below, even if there is a dispute as to whether there has been an act or
omission that would entitle the City to draw upon the letter of credit or escrow account. Whenever
the City draws upon the letter of credit or escrow account and the payment is not disputed, the
Contractor shall replenish the letter of credit or escrow account to its full original value within ten
(10) business days after the Contract has been tendered delivery by certified mail, return receipt
requested, of the City’s request for payment.
If the Contractor fails to pay the City after ten (10) business days’ notice of imposition of liquidated
damages, or fails to repay the City within ten (10) business days of any damages, costs, or expenses
which the City incurs as a result of the Contractor’s failure to fulfill its obligations, the City may
immediately request and receive payment of the amount thereof from the financial institution
holding the letter of credit or escrow account, and upon making such request for payment, the City
shall notify the Contract or the amount and date thereof.
The rights reserved to the City with respect to the letter of credit or escrow account are in addition
to all other rights of the City, and no action. proceeding or exercise of a right with respect to such
letter of credit or escrow account shall affect any other right the City may have. If the City draws on
a letter of credit or escrow account in error, or if through negotiation, mediation, court action, or
other resolution of the dispute it is determined that all or a portion of the draw should be refunded,
the City shall refund such amount within ten (10) business days.
23.NON-DISCRIMINATORY PRACTICES
Minnesota Statutes, Section 181.59, which prohibits discrimination on account of race, creed, or
color in the performance of public contracts, is made a part of this request with the same force and
effect as if set out herein verbatim.
The Contract to be awarded will require the Contractor to agree:
1.That, in the hiring, pay or promotion of common or skilled labor for the performance of any
work under any contract, or any subcontract, no Contractor, material supplier, or vendor,
shall discriminate against any persons who are legally eligible to work in the United States
and who are qualified and available to perform the work to which the employment relates;
2.That no Contractor, material supplier, or vendor, shall, in any manner, discriminate against,
or intimidate, or prevent the employment or performance of work of any person or persons
identified in clause one of this section.
3.That a violation of this section is a misdemeanor.
Page 32
24.SUCCESSORS AND ASSIGNS
Contractor binds itself jointly and severally, its successors, executors, administrators and assigns to
the City in respect to all covenants of this Contract. Contractor shall not subcontract, assign, or
transfer any part of its duties or obligations in this Contract nor shall Contractor assign any monies
due, or to become due, without the City's prior written consent.
25.NOTIFICATION
When this Contract requires notice or approval by either of the parties said notice or approval shall
be sought by notifying the following persons at the following addresses:
For Contractor:For City:
Ms. Nicole Miller Mr. Charlie Yunker
Adm Srvs Coordinator City Manager
City of St. Anthony City of St. Anthony
3301 Silver Lake Road 3301 Silver Lake Road
St. Anthony, MN 55418 St. Anthony, MN 55418
26.SEVERABILITY
All parts and provisions of this Contract are severable. If any part or provision of this Contract shall
be held invalid, the remainder of this Contract shall remain in effect.
27.WHOLE CONTRACT
This Contract, with Exhibits, embodies the entire Contract between the parties including all prior
understandings and agreements and may not be modified except in writing signed by all the parties.
Page 33
IN WITNESS WHEREOF, the parties have caused the execution of this Contract on their behalf
by their duly authorized representatives.
CITY OF ST. ANTHONY ___________________________
[CONTRACTOR]
By:By:
Randy Stille , Mayor [CONTRACTOR]
By:By:
Charlie Yunker , City Manager [CONTRACTOR]
DRAFT Contract Exhibits ¨ E1
DRAFT SOLID WASTE AND RECYCLING COLLECTION CONTRACT: EXHIBITS
Table of Contents
EXHIBIT A - PRICE SCHEDULE..............................................................................................E3
EXHIBIT B – RECYCLABLE MATERIALS LIST...................................................................E5
EXHIBIT C – MUNICIPAL FACILITIES..................................................................................E7
DRAFT Contract Exhibits ¨ E3
EXHIBIT A - PRICE SCHEDULE
[See draft Price Worksheet (Form E). Once a final Contract is negotiated between the City and the
winning Proposer selected, the Price Schedule will be inserted here. This Contract Exhibit, Price
Schedule will follow the same format as the Price Worksheet (Form E).]
DRAFT Contract Exhibits ¨ E5
EXHIBIT B – RECYCLABLE MATERIALS LIST
Accepted Recyclable Materials List
Plastic bottles and other rigid containers, plastic types #1, #2 and #5
o Water, soda, milk, juice and other beverage bottles, dish soap bottles, shampoo
bottles, soap and lotion bottles, detergent jugs, yogurt cups, pudding & fruit cups,
margarine/whip cream tubs, cottage cheese & similar containers, clear produce,
deli & take out containers
Glass
o Food and beverage bottles and jars only
Metal
o Food cans & beverage cans
Paper
o Mail, office and school papers, magazines & catalogs, newspapers & inserts,
phone books
o Boxes and cardboard
Cardboard, cereal, cracker, pasta, tissue, shoe, gift, electronic boxes,
toothpaste & other toiletry boxes
Cartons
o Clean plastic egg cartons, milk and juice cartons, juice boxes, soup, broth, and
wine cartons
Not Acceptable Recyclable Materials List
Plastic bags
Food waste
Sharps and medical waste
Food waste
Bulky items
Shredded paper
Diapers, pet waste, and fish waste
Hazardous products
Foil pouches, bags, wrappers
Dishes and vases
Plastic straws & utensils
Refrigerator & freezer boxes
Polystyrene foam (Styrofoam®)
Pizza boxes
Aerosol cans
Batteries and electronics
Carpeting
Foam cups, containers, packaging
Light bulbs, window glass, heat-
treated glass, ceramics, mirrors
Paper drinking cups, plates, napkins,
towels and tissues
Propane, fuel tanks, and oxygen
tanks
Scrap metal and wood
Textiles / clothing
Yard waste
Tanglers (wires, ropes, chains, cords,
and hoses)
DRAFT Contract Exhibits ¨ E6
The Contractor may propose additional materials be added to the list. Additionally, if any
agreement the City has with Hennepin or Ramsey County at any time during the term of this
Contract requires the collection of additional materials, the Contractor will be required to collect
the additional materials within six months, or less, of receiving notification from the City at no
additional cost to the City. The Contractor shall assure the City that adequate recyclable material
processing capacity will be provided for all City material collected.
DRAFT Contract Exhibits ¨ E7
EXHIBIT C - MUNICIPAL FACILITIES
As part of this Contract, the following municipal facilities will receive Refuse and Recycling
services as stated below.
Building Address Material
Type
Quantity and
Type of
Receptacle
Frequency of
Disposal
Public Works 3801 Chandler
Drive
Refuse Two eight-yard
dumpsters
Weekly
Recycling One four-yard
dumpster
Every other week
Fire Department 3505 Silver
Lake Road
Refuse Two large carts Weekly
Recycling One large cart Every other week
City
Hall/Community
Center
3301 Silver
Lake Road
Refuse One four-yard
dumpster
Twice a week
Recycling One six-yard
dumpster
Every other week
Central Park
Pavilion
3503 Silver
Lake Road
Refuse One four-yard
dumpster, locked
Twice a week
from May 1 to
September 30
Date Type Staff Present
March 22 Regular
Police Annual Report
Wyland Water Challenge
2022 Street Project Call for Hearing on Improvements, Call for Hearing on Assessments,
Order Preparation of Assessment
City Council
City Manager
Police Dept
City Engineer
April 12 Work
Session
Debt Levy/Updated Street Improvement Plan
Code Amendments
City Council
City Manager
Finance Director
April 12 Regular
Planning Commission Items from March
Quarterly Donations & Grants
Fire Annual Report
Arbor Day Proclamation
Earth Day Proclamation
Quarterly Goals Update
City Council
City Manager
Fire Dept
April 26 Regular
2022 Street Project Public Hearing, Order Improvements, Adopt & Confirm Assessments,
Award Contract for Construction, Call for Sale of GO Bonds
Presentation from Nine North-Dana Healy
Approval of 2023 debt levy-public hearing
City Council
City Manager
City Engineer
May 10 Work
Session
City Council
City Manager
May 10 Regular
Planning Commission items from April
Insurance Renewal
Tort Limits - Consent
Approve sale of bonds
City Council
City Manager
City Engineer
May 22 Regular Salo Park Concert Series
Chamber of the Year and Business of the Year
City Council
City Manager
June 14 Work
Session
Estimated Levy Scenarios
Stormwater projects plan
City Council
City Manager
June 14 Regular Planning Commission Items from May City Council
City Manager
June 28 Regular Audit Presentation City Council
City Manager
July 12 Work
Session Code Amendments
City Council
City Manager
FUTURE COUNCIL AGENDA ITEMS
2022
Date Type Staff Present
FUTURE COUNCIL AGENDA ITEMS
July 12 Regular
Planning Commission items from June
Quarterly Donations & Grants
Quarterly Goals Update
City Council
City Manager
Finance Director
July 26 Regular
Liquor Operations Mid Year Report
VillageFest Presentation
Night to Unite Presentation
Night to Unite Proclamation
GARE Team Presentation
City Council
City Manager
Liquor Op Mgr
Police Chief
August 8 Work
Session Staff proposed 2023 Budget and Levy Presentation
City Council
City Manager
August 8
Regular Planning Commission items from July City Council
City Manager
August 23 Regular 2023 Budget & Levy Presentation
City Council
City Manager
Finance Director
September 13 Work
Session Community Survey Results
City Council
City Manager
September 13 Regular
Planning Commission items from August
2023 Preliminary Operating Budget and Levy-Public Hearing
Kiwanis Peanut Day
Students in Leadership-Consent
City Council
City Manager
Finance Director
September 27 Regular
Fire Prevention Presentation
Spirit of St. Anthony Award
SANB #282 Presentation
City Council
City Manager
Fire Dept
October 11 Work
Session 2023 Long term capital budget plans
City Council
City Manager
Finance Director
October 11 Regular Preliminary Certification of Delinquent Waste Hauler Accounts-Consent Agenda
Preliminary Certification of Delinquent Utility Accounts-Consent Agenda
City Council
City Manager
October 25 Work
Session 2023 utility rates and budgets
City Council
City Manager
Finance Director
October 25 Regular
Quarterly Donations & Grants
Quarterly Goals Update
Approval of CIP
City Council
City Manager
Finance Director
Date Type Staff Present
FUTURE COUNCIL AGENDA ITEMS
November 8 Regular
8 PM
Planning Commission items from October
Authorizing polling places for 2023
1st Reading Water, Sewer, & Stormwater-Public Hearing
Hennepin County Recycling Agreement
City Council
City Manager
November 22 Work
Session Planning & Parks Commission Interviews
City Council
City Manager
November 22 Regular
Fire Prevention Poster Winners
2nd Reading and Adoption Water, Sewer, & Stormwater City Council
City Manager
December 13 Work
Session
City Council
City Manager
December 13 Regular
Planning Commission items from November
Appoint Parks and Planning Commissioners and Chair/Vice Chairs
Setting Salary of City Manager
Authorizing Transfers & Closing of Specified Funds
Setting the 2023 City & HRA Budgets and Final Property Tax Levy -Public Hearing
2023 Fee Schedule
Quarterly Goals update
Final reading and adoption of water, sewer, & stormwater
Students in Government Presentation
City Council
City Manager
Finance Director
City Engineer
December 27 Regular City Council
City Manager
January 10 Work
Session
City Council
City Manager
January 10 Regular
Water Conservation Poster Winners
Planning Commission items from December
Housekeeping Resolutions
Resolution for the Street Improvement Bond Reimbursement
Quarterly Donations & Grants
City Council
City Manager
January 25 Regular
Public Works Snow Plowing Operations presentation
Outside Orgs-Council
City Council
City Manager
February 7 Work
Session
Parks & Environmental Commission Interviews
Council onboarding & core competencies
City Council
City Manager
February 7 Regular
Planning Commission items from January
Public Hearing-2023 Budget Calendar and Process
2023 Planning Commission Work Plan- (motion only)
Administration Annual Report
NYFS Agreement
City Council
City Manager
Finance Director
Date Type Staff Present
FUTURE COUNCIL AGENDA ITEMS
February 22 Regular
GreenCorp Member application-resolution
Adoption of Strategic Plan
Liquor Annual Report
City Council
City Manager
Liquor Op Manager
Public Works Director
March 7 Work
Session Organized Collection
City Council
City Manager
March 7 Regular
Planning Commission Items from February
Liquor License Renewals
Public Works Annual Report
2023 Parks and Environmental Commission Work Plan- (motion only)
City Council
City Manager
Public Works Director