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City Council Agenda Packet 04-14-1986AGENDA FOR THE MEETING OF THE CITY COUNCIL Monday, April 14, 1986 - 7:30 p.m. i Mayor: Arve A. Grimsmo Council Members: Fran Fair, Bill Fair, Jack Maxwell, Dan Blonigen. 1. Call to Order. 2. Approval of Minutes of the Regular Meeting Held March 24, 1986, and the Special Meeting Held April 7, 1986. 3. Citizens Commento/Pet itions, Requests and Complaints. Old Business 4. Consideration of Adopting a Resolution Awarding the Sale of General Obligation Sewer Interceptor Bonds, Series 1986 A. 5. Consideration of Accepting a Petition Requesting the Installation of Sanitary Sewer Linea - Petitioners, Raindance Partnership, Wilbur Eck. 6. Consideration of Adopting a Resolution Affirming Participation in the Reconstruction of T.H. 25. 7. Consideration of Awarding a Contract for Sixth Street Construction. Now Business 8. Consideration of a Request to Rezone Lots 3, 4, and 6-12. Block 2, Oakwood Industrial Park, and Lots 1-4, Block 3, Oakwood Industrial Park, from I-2 (Heavy Industrial) to I-1 (Light Industrial). 9. Conoidsration of a Request to Allow Construction of a Commercial Facility Without Providing On-sito Parking in a B-4 Zone - Applicant, Floyd Kruse. 10. Consideration of a Request to Allow the Monticello Emergency Food Shelf to Locate in the Existing Vacated Fire Hall. 1 11. Consideration of a Request for the Issuance of a Sunday Liquor License - Applicant, Monticello VFW. 12. Conoidaration of a Request for a Transfer of an On-ealo Liquor License - Silver Fox Metol. 13. Consideration of a Request for Issuance of a One -Day Satup/3.2 Bear License - Applicant, Ducks Unlimited. 14. Consideration of Authorizing the Circulation of Request for Proposals for Private Contract Operations for the Wastewater Treatment Plant. 16. Adjournment. MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, March 24, 1986 - 7:30 p.m. Members Present: Fran Fair, Bill Fair, Jack Maxwell, Dan Blornigen. Members Absent: Mayor Arve A. Grimsmo (Fran Fair vas Acting Mayor) 2. Approval of Minutes. Motion was made by Maxwell, seconded by Blonigen, and unanimously carried to approve the minutes of the regular meeting held March 10 and the special meeting hold March 13, 1986. 3. Citizens Comments/Petitions, Requests and Complaints. Mr. Lionel Kull, partner in the West Cello Apartment development appeared before the Council to request permission to apply for their fourth 12—unit apartment building building permit prior to the completion of their required screening and landscaping. As part of the original PUD approval, the City required the developer to complete thoi r plantings that would screen their development from the abutting residential t property prior to the issuance of their fourth building permit. The developers agreed to place in escrow an amount of approximately $2,000.00 to cover the cost of the plantingo which they plan on doing later this spring, but would like to start their next building as soon as possible. Motion was made by Maxwell, oocondod by Fair, and unanimously carried to require the west Colla developers to place in escrow $2,000.00 to cover the anticipated coot of the screening buffer and to allow the fourth building permit application to be submitted. Mr. Marvin Kramer, property owner along south Minnesota Stroot, inquired as to whother the City had any plane to install sower and water along Minnesota Street to his property this year. Mr. Kramer was informed that tno City currently has no present plans for this typo of improvement. but noted that Mr. Kramer along with other affected property owners could petition for the improvements if they would be agreeable to paying for the coat of the engineering feasibility study. a. Consideration of Adoptinq a Resolution Initiatinq Orderly Annexation. Previously, the Council members received a copy of the recently completed planning study done by the City's Consulting planner and Consulting Engineer which reviewed the Orderly Annexation Area as to whothor the area is currently in need of annexation into the City. The study provided conclusive evidence in favor of annexation. D Council Minutes - 3/24/86 The Orderly Annexation Area, consisting of approximately 5,000 acres, was established ten years ago for the purpose of allowing for orderly annexation of areas that are or are about to become urban in nature. As result, it was recommended that the City Council adopt a resolution initiating orderly annexation procedures pursuant to the recently completed study. As part of the procedures, it was recommended that a joint meeting be established with the Monticello Township Board to review the Annexation Study and to hopefully reach an agreement that could be submitted to the Municipal Board for their approval. Councilmembers Maxwell and Blenigen felt a joint meeting with the Township Board to discuss the annexation of the entire OAA area would be beneficial prior to formal Council action initiating annexation of the entire area. It was noted by the staff that the Annexation Study indicates the entire OAA area should be considered ready for annexation and the proper procedures would be to accept the report and to initiate annexation of the entire area with a joint meeting invitation extended to the Town Board for participation. After further discussion, motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to adopt the resolution initiating orderly annexation and inviting the Township Board to participate in the annexation proceduree. See Resolution 86-7. 5. Consideration of Awarding a Contract for the Construction of the Interceptor Sewer. Bids were received on the 86-1 Interceptor Sewer Project on March 10, 1986, with the low bidder being L 6 G Rahboin, Inc., in the amount of $935,720.75. An part of the newer project, an Environmental Assessment porkohoot had to be prepared and receive approval from the Minnesota PCA prior to start of the project. In addition, a permit from the Burlington Northern Railroad for crooning the railroad tracks at Cedar Street would also be necessary; and as a result, it was recommended by the City Engineer that all of the necessary permits should be available by Monday. April 7; and as a reoult, recommondod that action be delayed until that time. As a result, motion wan made by Bill Fair, seconded by Maxwell, and unanimously carried to net a special meeting for 7:30 a.m., Monday, April 7, for the purpose of awarding a contract on the interceptor sower project provided all necessary permits are available at that time. 6. Consideration of Adoptinq a Resolution Approving Plano and Specifications, Orderinq the Improvement, and Calling for an Advertisement for Bids for the Construction of Sixth Street Between Trunk Highway 25 and Codar Street. As part of the Tax Increment Financing Plan for Raindanco Properties, the City will be constructing an extension of Sixth Street between -2- O Council Minutes - 3/24/86 Highway 25 and Cedar Street. Plans and specifications for the street construction were presented by the City Engineer, who estimated the cost at approximately 568,000.00. Financing for the improvement was originally included in the bonds sold for the Tax Increment project. Motion was made by Blonigen, seconded by Bill Fair, and unanimously r caried to adopt a resolution approving plans and specifications and ordering the Advertisement for Bids for the improvement of Sixth Street. See Resolution 86-8. 7. Consideration of Granting Approval to the Final Plat for Pitt Subdivision. Applicant, Douq Pitt. Mr. Doug Pitt appeared before the Council to present his final plat which creates four residential building lots on West River Street. At the previous Council meeting, there was discussion on the recovery of additional special assessments for the extra three lots created by the subdivision and the required park dedication fees for this pla t. City Administrator Eidem informed the Council that it was his recommendation the final plat be approved as presented provided the park dedication fees are paid prior to recording and that the City would have to hold an additional public hearing at a later date if it wants to consider additional assessments against the property for eewar and water benefits. The special assessment for additional utility charges { should not be made part of the plat approval. Developer Pitt expressed hie opposition to the park dedication fees of 52,207.33, which he felt was excessive for the small plat being considered. Mr. Pitt was informed that he has always had the option to obtain a separate appraisal of his property if he felt the park dedication face were excessive, but to data has not supplied the City staff with this appraisal. After further discussion, it wan the Council's consensus that park dediotion fees have always been required of subdivisions and that the market value of the property determined by the City staff seemed apprapriatot and as a result, a motion wan made by Hill Fair, seconded by Dan 9lonigon, and unanimously carried to approve the subdivision plat as presented contingent upon the payment of park dedication fooa an established in the amount of $2,207.33. S. Consideration of a Conditional Use Request to Allow an Addition to a Sh oppinq Cantor to be Constructed in a 8-3 (Highvav Business) Zone. Applicant, Lincoln Monticello Commercial Partners Ltd. Partnership. Lincoln Proportico , the now owners of the Monticello Mall, requested a conditional use permit to allow the construction of an additional 22,000 square foot to the existing mall facility. As part of the expansion plan, the developers pian on ro-ariontation of the project -3- Council Minutes - 3/24/86 towards 7th Street access! pointe because of the planned Highway 25 median which would restrict access from Highway 25 in the future. The developers have met all the City's requirements regarding the expansion proposal, including the City's recommendation of refuse containers being screened from view along with additional plantings being placed within their parking lot. As part of the proposed expansion, the City of Monticello requested the developer to dedicate an easement on the northwest corner of their property to allow for the proposed Seventh Street realignment the City is planning in the future. The developers have agreed to provide the easement consisting of approximately a 25 -foot by 80 -foot triangle. After further review, motion was made by Maxwell, seconded by Bill Fair, and unanimously carried to approve the conditional use permit for the shopping canter expansion contingent upon 1) the City's Consulting Engineer approval of the drainage plan; 2) refuse deposit and collection sites being screened from view; 3) additional plantings be placed in both the northerly and easterly parking late; and 4) the granting of an easement for street construction purposes for 7th Street realignment; and 5) additional screening trees along 2-94 if the proposed screening plan does not achieve the desired effect. 9. Consideration of a Conditional Use Request to Allow an office Building in a PZ -M (Performance Zone -Mixed) Zone. Applicant. David Anderson. Mr. David Anderson requested a conditional use permit to convert an existing single family house on Lots 13, 14, 15, Block 38, along west Broadway into an office building for Century 21 Real Estate. The proposed use is allowable in a PZ -M Zone as a conditional use provided parking spaces are provided along with screening of abutting residential proportion. The proposal presented by Mr. Anderson would provide for 10 parking spaces, which is sufficient to moot City ordinances, but requested the parking area be allowed to be surfaced in red rock with landscaped timbers for curbing rather than hard surfacing with bituminous or concrete. Mr. Andorson-s reasons for not hard surfacing the parking area was to allow for easy conversion of the property back to residential at soma future data if the property was no longer suitable for office building use. It was noted by the staff that since this operation would be a commorcial enterprise, City Ordinances require hard surfacing of the parking lot to provide proper drainage, and the City would be agreeable to a combination of concrete curbing on the approaches to the parking lot with wood landscaping timbers being used in other areas of the parking lot. Mr. Anderson fait hard surfacing would be an undue hardship and expressed concerns over continuing with the development if so required by the City. After further discussion, motion wan made by Maxwell, seconded by Bill Fair, and unanimously carried to approve the conditional use permit to allow the office building to exist in a PZ -M Zone provided Council Minutes - 3/24/86 �- 1) hard surfacing consisting of concrete or asphalt is installed for the parking lot; 2) curbing consisting of concrete be constructed on the driveway approach area with landscape timbers being used on the balance of the property; and 3) that the landscaping and screening plan be submitted prior to building permit application to provide adequate, screening from adjacent residential properties. 10. Consideration of Granting a Sunday Liquor License to the Monticello American Legion. The Monticello Legion Club applied for a Sunday On-salo Liquor License in addition to their present Club License. Representatives of the Legion Club indicated to the Council that their facility has the capability of serving at least 30 guests at one time with food which they pian on making available on Sundays. As a result, motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to approve the issuance of a Sunday On -sale Liquor License to the Monticello Legion Club with the annual license fee of $100.00 pro -rated until July 1, 1986. 11. Consideration of Granting Approval to the 1986 Industrial Development Committee Operating Budget. Under the Economic Development Pian adopted in 1982 for the Star City Certification, the Industrial Development Committee proposed i budget is to annually be adopted by the Chamber of Commorco and the Monticello City. 011ie Koropchak presented the proposed budget for Council review; and a motion was made by Bill Fair, seconded by Dan Blonigen, and unanimously carried to adopt the Industrial Development Committee proposed budget as presented. 12. Consideration of Adopting a Resolution Establishing Flow Control on Leaves. Lost tail, the City opened its loaf composting facility near Montisaippi Park. As part of the City's garbage contract with Carraw Sanitation, the City plane on setting at least three dated annually whereby loaves and other groan clippings will be picked up by the City and taken to the compost site. Public works Director, John Simola, noted that the goals of the 1980 waste Management Act are to reduce Minnesota's dependence on landfills and promote alternatives to Sand disposal. In conjunction with this, Wright County is preparing a Solid Waste Managemant Plan to look at alternatives to land disposal which would include waste reduction and waste recovery. Ono way for the City of Monticello to reduce its waste tonago would be to require loaves and grass clippings, etc., to be deposited at our loaf composting dito rather than being Council Minutes - 3/24/86 allowed to be included with garbage and hauled to a dump Otte. This reduction in waste could save the City thousands of dollars per year in dumping charges which is anticipated to increase in the coming years. As a result, the Public works Director recommended the City pass a resolution adopting a policy whereby separate pickups will be made for leaves at curb side three or four timed per year and that the current garbage hauler not be allowed to pick up bagged leaves with regular garbage. Motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to adopt a resolution establishing flow control on leaves. See Resolution 86-9. 13. Information Item - Presentation of a Proposed Request for Proposals for WWTP Contracting. Public Works Director, Sohn Steels. presented to the Council a sample Request for Proposal form that he recommended the Council review which would contract out the operation of the City'a WWTP to a private concern. Mr. Simola noted that a number of eommunitios have gone to private concerns operating wastewater treatment plants on a contract basis which eliminates personnel problems, etc., for the City and can reduce the operating cost of the facility. The Sample Request for Proposal was presented for Council review over the next few weeks, and the item will again be discussed at a future Council meeting to determine whether the City should solicit bids from private contractors interested in operating the City's WWTP. 14. Conaidoration of a Request by Fullerton Lumber to Reduce Retainaqo on Fire Hall Construction. Fullerton Lumber Company, the general contractor on the Fire Hall construction project, requested that the 5% rotainago amount on the contract be reduced to a lower amount, as they felt they have completed a majority of the work required under the contract. The current torms of the contract do not allow any draw down below the 5% rotainago until everything is completed and accepted by the City. It was recommended by the City Administrator that the Fire Hall Building Committoo be authorizad to review the progress of the contractor and be allowed to close out the contract rather than bringing the request back to the Council for each individual item. It was noted that once the project is entirely completed, the actual final payment would be a Council item for consideration. Motion wan made by Bill Fair, seconded by Maxwell, and unanimously carried to authorize the Fire Hall Building Committee to close out the construction contract on the Fire Hall project and to approve miscellaneous equipment purchases such as furnitura, atc., that were p1nnnnd ne part of the project initially. } Council Minutes - 3/24/66 15. Consideration of Preparing an Amendment to the City Zoning Ordinance to Allow Auto Body Shops as a Conditional Use within a B -s (Highway Commercial) Zone. Mr. Rick Longley, owner of property on south Highway 25 adjutant to his Glass Hut business, appeared before the Council to request the Council initiate an ordinance amendment that would allow auto body shops as a conditional use within a B-3 Commercial Zone. Mr. Longley Indica ted he would like to build a major auto body shop adjacent to his Class Hut facility which would require the City amending its zoning map to create an industrial zone along Highway 25, or amend the zoning text to allow auto body shops as conditional uses. The Council discussion centered on whether auto body facilities would be appropriate uses in highway business zones due to the outdoor storage of vehicles that usually occurs at such facilities. It was noted by the Council that it may be more appropriate for body shops to be located in industrial zones rather than adjacent to or -her retail activities and did not feel a body shop fits into the category of retail activities. The Council had the option of holding a public hearing to receive citizen input regarding the proposed ordi nanco amendment or could deny the request and simply not hold a public hearing at this time. After further discussion, it was the Council's apparent consensus that the proposed ordinance amendment would not be approprin is for the area; and as a result, Mr. Longley withdrew his request at this time for the ordinance amendment. 16. Consideration of Bilis for the Month of March. Motion was mad o by Maxwell, seconded by Blonigen, and unanimously carried to approve the bills for the month of March as presented. C414�z. Rick wolfatiAier Assistant Administrator MINUTES SPECIAL MEETING - MONTICELLO CITY COUNCIL April 7, 1986 - 7:30 a.m. Members Present: Fran Fair, Dan Blonigen, William Fair. Members Absent: Jack Maxwell, Arve Grimsmo. Acting Mayor: Fran Fair Acting Mayor, Fran Fair, called the meeting to order. 1. The intention of the meeting was to discuss the awarding of a contract for the construction of the interceptor sewer. John Badalich of OSM was present and prosanted-a written statement covering the present status and the bide that were received on March 6, 1986. The letter noted that the award of the bid has been hold up pending acquisition of certain easements and final approval of the Environmental Assessment Worksheet by the Pollution Control Agency. He also noted that upon completion of the EAW, the City would reed a permit for sanitary sower extension from the PCA, and that final approval from Burlington Northern Railroad Company would be required. Since the last meeting on March 24, the above items have been resolved. No negative comments were �received an the Environmental Aacesament Workshoet, and the = final findings will be submitted by the PCA this week. Badalich also noted that the PCA has granted the extension permit. Lastly, Burlington Northern has approved the plane and specifications and will allow open cutting of certain railroad right-of-way. While the final documents are not yet in hand, it was the recommendation of Badalich that the contract be awarded so that the processing of contracts could commence. Motion by Bill Fair, seconded by Blonigon, and carried unanimously to award the contract for the construction of interceptor sower and appurtenant work to the L G 0 Rahboin, Inc., in the amount of $935,720.75 as the lowest responsible bidder. City Administrator Eidam reported a now issue that areas with the resignation of Scan Hancock, Lab Technician at the Wastewater Treatment Plant. Eidom indicated that he had discussed the replacement, and the timing of the replacement in light of the possibility of contracting for sower services with John Simola. It was Eidom's and Simola's recommendation that the City advertise for a Wastewater Treatment Plant Operator with sufficient skills to carry on contain lab tests which can supplement the efforts of Tony Strands, the currant Wastewater Treatment Plant operator. In addition, Eidom noted that Hancock had indicated a willingness to contract with the City on an occasional as-noodod basis in the amount of $20.00 per hour until such time as the staff is back to normal. no 8 Special Council Minutes - 4/7/86 Motion by Sill Fair, second by Dan Slonigen, and carried unanimously to accept in good standing the resignation of Sean Hancock from the Wastewater Treatment Plant and authorizing the placing of an advertisement for a Wastewater Treatment Plant operator in the appropriate classified ad section, and lastly, to accept a proposal to contract as needed for S20.00 per hour with Sean Hancock. J. There being no other business, the special meeting was adjourned. Tho s A. Eidem City Administrator Council Agenda - 4/14/86 4. Consideration of Adopting a Resolution Awarding the Sale of General Obligation Sewer Interceptor Bonds, Series 1986 A. (T.E.) A. REFERENCE.AND BACKGROUND: At noon, Monday, April 14, 1986, I will be at the offices of Springsted for the bid opening. Later that evening at the Council meeting, Mr. Shannon will be present with the bid tabulation, a final recommendation from their firm, and the resolution awarding the sale of the bonds. As of this time, there is no other information to be provided. All detail will be provided by Mr. Shannon at the award. Council Agenda - 4/14/86 5. Consideration of Accepting a Petition Reauesting the Installation of Sanitary Sewer Lines - Petitioners, Raindance Partnership, Wilbur Eck. (J.S.) A. REFERENCE AND BACKGROUND: In order to serve the proposed Raindance Partnership development north of Sixth Street and the Wilbur Eck properties east of Cedar Street, it will be necessary to construct an 8 -inch lateral sewer line along the west side of Cedar Street and connect it to the interceptor sewer by means of an outside drop connection. The Raindance Partnership and Wilbur Eck have petitioned for such improvements. The sanitary sewer will provide service to the proposed building for Sixth Street station. It will provide a means for future connection for the Wilbuz Eck property on the east side of Cedar Street. Wilbur Eck's property on the east side of Cedar Street could not be served until the lateral is completed in that area by the installation of a manhole and service connections. The estimated total cost of the project is $8,000.00. Based upon current bid prices from the interceptor sewer project, we would expect the cost to be closer to 56,500.00. It is proposed that the two property owners split the cost 50/50 since they would both benefit equally. The staff has indicated a possible assessment to the Raindanco parcel over a period of throe years. We have recommended that the Wilbur Eck parcel be deferred until such time the sanitary sewer system is needed and completed. The copy of the petition is enclosed for your review, along with that portion of the interceptor sower project relating to this lateral. B. ALTERNATIVE ACTIONS: 1. The first alternative would be to accept the petition, install the improvements, and assess the parcels as outlined in the petition. 2. The second alternative would be to deny the petition and not install the improvements at this time. This does not appear to be in the boat interest of the City or the property owners. C. STAFF RECOMMENDATION: It is the staff racommondation that the City Council approve installation ea outlined in the petition under Alternative A1. D. SUPPORTING DATA: Copy of the petition; Copy of the plane. IVA -2- PETITION FOR LOCAL DIPROVEMENT TO THE CITY COUNCIL OF MONTICELLO, MINNESOTA: I (we), the undersigned owner(s) of the property described below petition that such property be im- proved pursuant to Minnesota Statutes, Chapter 429 (Local Improvements, Special Assessments) and hereby petition the following improvements: Please indicate with an X the improvements requested x Sanitary Sewer City Water Storm Sewer Bituminous Surfacing (blacktopping) Street Lighting Curb and Gutter Other (please explain improvements requested) I (we) agree to pay the 86-1 improvement costo aesessod'ovor a period of 3 years in an amount of actual costa including indirect costo for 180 lineal foot of 8 -inch trunk savor main, uuu %1, wannQte ano mono lI1 OUCY1.7e prop connection. Bstinetell total cost is 58,000.00 to be split 50/50 by the following two ) : ) r --- ..... , _ ... .... ... ,....11 such time use in required. Description of Property: Parcol 1: Lots 5 6 6, Block 15 Parcel 2: 155-500-114-201 Signature(s) of otner(s) 4641 % 7 •"G7,�c., Data 7- 1- ✓(-a 0 i N; NORTHERN R. R. -REMOVE 8 REPLACE F. 2-1/2"-4-2341 BIT.N NOTE: I G%L.5 BASE . TO BE CONTRACTOR Tp MAINTAIN ACCESS I PRICE BID FOR 2341 V TONORTH HALF OF PARKING LOT L (l CL BASE.REP CE AT ALL TIMES AND SHALL PROVIDE I SL 0 G. _LO TEMP.CURBSTOPS ALONG 80 �: co C. A. I G SECURMY FEN ;E, I - r1aPf�014 I', (fi I I G L ST. C! L.P. ELEC. OUTLETS 7 p I 0'. 1# G IC.B rSAW CUT 3 4 5 ! ih+�-J m\ i 2 �':IlCO VC. .APRON @/T. PARK 3m T \ —7i — ( i .FENCE i ; 'h i` �,i C.CRB, ., .. - 66, I I I '�rG'SG. f RA SIGN p( I ( 8U' lE S-••-•�' j { p R/R SIGN PR A I I 'ST -4 20 2,7 i 2 I 25 I I I - p RSR SIGN R/R SIGN Q DITCH I M.H.S-2 I Mtt��H 24"R.CA END SECTION (((off 7 352' ' DROP SECTION ! Iv I - AND V. 8 7 6 WjD I I 114201 PROP. BLDG. I v ! 15 a- I i 3 I II w 1 fL M 0 N T I C E L L0 v �` 1. i LAURING HILL: IEGIN PAVING IQ B JACK OR AUGER 100 L.F. OF 6" STE TER AT i 10,500"THICK) FOR 18"R.C.P. IN + ACCORDANCE BURLINGTON NORTHE? CC LUMP SUM BID ITEM 5-A CARRIER PIPE TO BE PAID FOR AT NOTE; CONNECT TO AND VERIFY LOCATION 8 ELEVATION OF EX. 8" P.V.C. i STUB AT NO ADDITIONAL COMPENSATION. I wa Council Agenda - 4/14/86 6. Consideration of Adopting a Resolution Affirming Participation in the Reconstruction of T.H. 25. (T.E,) A. REFERENCE AND BACKGROUND: In order to proceed on schedule with the reconstruction of T.H. 25, MN/DOT needs a resolution granting approval to plane and specifications for the reconstruction of T.H. 25. while there are some minor design concerns, we have asked John Badalich and John Simola to highlight those, and we will address them by letter correspondence with MN/DOT. Any work that may be in error in the plana and specifications, or may have been omitted, will be adjusted by change order and/or field modification, and will be funded under the same terms and conditions as the original project. Please note that the second paragraph refers to parallel parking. I inquired with the MN/DOT office in Brainerd, and they informed me that that is a canned paragraph required in every resolution. As agreed in the very beginning of this project, there will be no parking along T.H. 25. What is required of the Council is to adopt the resolution to get the project underway. B. ALTERNATIVE ACTIONS: t 1. Adopt the resolution - Thin will keep the project on schedule. 2. Do not adopt the resolution - There should be sound rationale for rejecting the plane and specifications, and we ought anticipate delay in the project. C. STAFF RECOMMENDATION: Staff rocommonda that the resolution be adopted, but any design concerns that we have identified should be addressed and responded to in writing accompanying the resolution. D. SUPPORTING DATA: Copy of a letter from MN/DOT; Copy of the resolution for adoption. r -3. t14ESO,,. ZO n a m rDF Tf1OO Apr=il 1 , 1986 Mr. Tom Eidem Cites Administrator P.O . Box 83A Monticello, ALN 55362 Minnesota Department of Transportation District 3 301 Laurel St., Box 978 Brainerd, Minnesota 56401 (218) 828.2460 In _reply refer to: S.P .8605-29 (TH 25) Fro.,z0.25 Mi. South of C.R. 117 To 'River Street in Monticello Dea:rMr. Eidem: The Minnesota Department of Transportation is going to let a contract for grading, surfacing, underground signal construction and lighting on April 25, 198=6. The proposed construction is on Trunk Highway 25 between 0.25 mile south of County Road 117 and River Street in Monticello. When a construction project on a trunk highway falls within the city limits, + it is required that we have city approval of the proposed construction. Enc losed are a plan and a proposal .(2 copies) of the proposed construction and: a resolution (2 copies) for the approval of the plan. Wowld you please present the resolution to the City Council for action and sig:rutures at your next regular scheduled meeting. It is also necessary to 'have the official seal of the city affixed to these forms. If you would like a representative from M1/DOT present at your Council meet- ing„ please inform me ahead of time so the proper arrangements can be mado. Please return to the Minnesota Department of Transportation, before April 17, 19&=6 the original copy of the resolution. The plans, proposal and the carbon copbyof the resolution are for your records. Sitncerely. is., aur.., -c%:.,..,;.1 Ar. ^ Ga=y Niemi District Pre -Letting Engineer cc= W. N. Yoerg/D. Smi lonich - Brainerd Jiam Labo - St. Cloud E. W. McCulloch - Brainerd GNiWrjn An Equal Oppo"uniiy Employ,, 9 RESOLUTION 86 - RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR THE RECONSTRUCTION OF T.H. 25 WHEREAS, the Commissioner of Transportation for the State of Minnesota has prepared: plana, special provisions, and specifications for the improvement of Trunk Highway No. 25, renumbered as Trunk Highway No. 25, within the corporate limits of the City of Monticello, from 0.25 miles south of County Road 117 to River Street; and seeks the approval thereof; NOW, THEN, BE IT RESOLVED that said plane and special provisions for the improvement of said Trunk Highway within said corporate limits of the City, be and hereby are approved including the elevations and grades as shown and consent is hereby given to any and all changes in grade occasioned by said construction. BE IT FURTHER RESOLVED that the City does hereby agree to require the parking of all vehicles, if such parking is permitted within the corporate limits of said City, on said Trunk Highway, to be parallel with the curb adjacent to the highway, and at least 20 feet from any crosswalks on all public streets intersecting said trunk highway. Upon the call of the roil, the following Council Members voted in favor of the Resolution: and, the following Council Members voted against the adoption of the Resolution: whereupon the Mayor and/or the prosiding officer declared the Resolution adopted. Adopted this 14th day of April, 1986. Arvo A. Grimamo, Mayor Thomas A. Eidam City Administrator 9 Council Agenda - 4/14/86 l 7. Consideration of Awarding a Contract for Sixth Street Construction. (J.S.) A. REFERENCE AND BACKGROUND: On Thursday morning, April 10, the City of Monticello received four bide for the construction of Sixth Street between Highway 25 and Cedar Street. The bids ranged from a high of 594,306.60 to a low of 566,152.00. Veit Construction was the low bidder on the project. Due to the extensive amount of unsuitable soils in the area of Sixth Street, much excavation will be required in addition to the placement of several feet of fill. It is expected that some deep underlying swamp deposits will be left in place near Highway 25. OSM has assured the City staff that their design will not result in any significant settlement. The project will begin as soon as we are able to authorize notice to proceed. Deadline for the completion of a completely paved street is June 15, 1986. B. ALTERNATIVE ACTIONS: 1. The first alternative is to award the 86-6 street project to Veit Construction in the amount of $66,152.00. 2. The second alternative would be not to award the project. Thin does not appear to be in the boat interest of the City of Monticello at this time duo to our tax increment agreement. C. STAFF RECOMMENDATION: It in the recommendation of the Public works Director that the City award the project as outlined in Alternative 01. It is expected that OSM will make a similar rocommandation at Monday ovening-a meeting. D. SUPPORTING DATA: Copy of the bid tabulation. -4- I nereoy certlry chat tnls Is a true ana correct tabulation of the bids as received on: By: i 'Denotes Corrected Figure OSM COMM. NO. 3775G-00 BID TABULATION FOR STs�cT (pNs� yZUCI'10oJ L f�PF�ntiTENAIs 11Ja21� ��.{ �rriEET �YLGLiEGT No. B�-6 BIDS OPENED ���� to+IgQ,6 G'� CC: MONTILEII-O ORR-SCHELEN-MAYERON �I:oO b ASSOCIATES. INC. BID CONTRACTOR = i SECURITY TOTAL BID io ��RB£2 Ii VO 9 Y '//A ✓ I G c71 Z Z2 i 1 I nereoy certlry chat tnls Is a true ana correct tabulation of the bids as received on: By: i 'Denotes Corrected Figure OSM COMM. NO. 3775G-00 Council Agenda - 4/14/86 L 9. Consideration of a Regueat to Al low Construction of a Commercial Facility Without Providinq On-site Parkinq in a B-4 Zone - Applicant, Floyd Kruse. (G.A.) Q A. REFERENCE AND BACKGROUND: Mr. Floyd Kruse, co-owner in Dino's Deli, is proposing to add an addition to the rear of Dino's Deli Restaurant. The proposed now addition would have a retail commercial business in it and also a split -entry office building addition. The entire area above the commercial business and the retail office business would be for two additional apartments. Mr. Kruse is proposing to extend the building all the way to his rear lot line. Mr. Kruse is aware of an additional parking assessment put on the property if such a building addition is added. B. ALTERNATIVE ACTIONS: 1. Allow construction of an addition onto Dino'o Deli to the rear property line. 2. Do not allow constructLon of an addition onto Dino's Deli to the roar property line. 3. Allow construction of an addition onto Dino's Deli with the addition to run up to within 24 foot of the rear property lino. C. STAFF RECOMMENDATION: We recommend approval of Mr. Kruse's request with conditions that there will be an additional parking assessment formula drawn up in which he will be paying an additional assessment for off-atract parking spaces; Mr. Kruse be allowed to build up to within 24 fact of the rear property lino to allow for throe off-street parking spaces to the rear of his building and also to allow for sufficient room to properly maintain the alloy to Cho roar of this property for onow removal; The refuse dumpster and the grease dumpstar be put in an enclosed, fenced area. D. SUPPORTING DATA: Copy of the floor plan and elevation plana for now addition. -5- �Ar 93 4 Ln� 9 I O -V a O � OP + I i Oil oc, Ee • WmYCt 0 O lY -r: �;n7-^— O NO —d w., � -'-°'•nom �eL � i �.: C ~ �Wf 4 O L..s 41WL .dwta.NJ `' A,I,.yn .l /..ww �{•� wuL Y �NwLa MtM1A.I ` •u• cr,ti. Arra, .;+wL+ � • _/� �'•fr: h•Jhab .Nwt :.r1M4.•. . ���////�/ �•.� [.MSc ilv.ia. t�t'0.4 • R w� ;,aaWG .J+w.liOni '�\y. � •yIYN}i�a. O —i •itu.sWv+�ti aW. a.. eww t r c .•lobar: . . . . � .. /w.•+' • uratic ..:ttuca •.wui 0 � ' A + iVid tr.}.•w ttia9R. w�.itapir} rra...asRs hroa 9 lr [�,dl • aaA ✓ + lL •v.• L41.'. .� i i•l N4..fG pi { Minl•rl� • K•14N at0 ' A1• +Ni. t fla ' :.lila Amt .%yG•r � 'f�.tlRl• ACmG+ r r. Y-iw llG, U, Rm. slJf Council Agenda - 4/14/86 10. Consideration of a Request to Allow the Monticello Emergency Food Shelf to Locate in the Existing Vacated Fire Hall. (T.E.) A. REFERENCE AND BACKGROUND: Mary Nolan, who operates the Monticello Emergency Food Shelf out of St. Henry -a, stopped in to see me to inquire about the possibility of using the office portion of the Fire Station for the Food Shelf after it has been fully vacated by the Fire Department. During our conversation, I indicated to her that I certainly saw no problem with their using it, but felt that it would be impossible for either me or the City Council to agree to a long term commitment when no formal plans have been formulated for Fire Hall use. I think to expedite matters, however, it is best to conclude that the Fire Hall will be available for a period of time before any decisions are made. I think it is inappropriate for the City Council to undertake the debate of what to do with the Fire Hall at this point. It is my opinion that the future use of that site will be subject to its own evaluation and debate and ought not be decided at a single meeting. I do, however, think that it is safe to assume that the building will stand vacant for a period of time while the City -s decision making process progresses. Since it will be vacant, I think it would be beneficial to the entire community to have the Emergency Food Shelf situated in there. Some of the issues of concern the Council needs to address will be security, liability, insurance. Having talked to Jon Franzen, our insurance agent, he has indicated that our liability coverage will remain intact oven if we choose to make the building available to the Food Shelf. He speculated that the City -s exposure might even be lose than when it was occupied by the Fire Department. He noted that we simply had to inform the company that occupancy had changed. Our exposure would be no greater than were we occupying it ourselves for some reason. I think overall it would be beneficial to allow the Emergency Food Shelf to utilize the office portion of the Piro Hall and that we initiate measures to secure the root of the building while in operation. I also think it is extremely important to put the Food Shelf on notice that at bast, those aro temporary quarters for their operation. I would hato to use the City got in a position whore onto we decided to utilize the building in another fashion, we would be the villains throwing the Emergency Food Shoff out of their quarters. B. ALTERNATIVE ACTIONS: 1. Grant pormiosion to the Emergency Food Shelf to occupy the office portion of the Piro Hall - This would allow expanded service for the Food Shelf and would keep occupancy in our building for an unopacified period of time. -6- Council Agenda - 4/14/86 2. Deny access to the Fire Hall - This will limit the available space for the Emergency Food Shelf and result in our building standing vacant and unattended until a decision is made on what to do with it. C. STAFF RECOMMENDATION Staff recommends that the Food Shelf be allowed to utilize the space, but emphasize that their placement here is at best temporary. In the not too distant future, the Council best take up the issue of what to do with this facility. D. SUPPORTING DATA: Copy of a letter from Mary Nolan requesting use of the space. -7- April 3, i9S6 Tom Eidem, City Administrator Monticello City Hall Monticello. MW $5362 Dear Mr. Eidem: The Monticello Emergency Foodshelf, a branch of the Monticello Christian Social Service, has outgrown its present location at the Church of St.Henry. We are interested in using the office side of the old fire hall to house our community service. With the increase in the number of families coming to us for emergency help, we need a larger facility to better aid them. The size and location of this building is perfect for our current and projected needs. This foodsheif has grown from individuals buying groceries for a needy family to an on -cal 1 emergency service with three volunteer workers. In 1960, our foodshelf served an average of 12-15 families a month. 6y 1963, the average had grown to 20 families a month. Eacn family receives approximately four or five days of food to tide them over during a financial crisis. We also provide Thanks9ivin9, Christmas, and Easter baskets and Christmas presents to area families. Our, donations come from area churches and community organizations throughout the year. We are affiliated with the Greater Minneapolis Foodbank which supplies an important fraction of our food. I ask that the city of Monticello consider this request to aid our community's hungry. Please contact me at your convenience with any questions or comments. i� c. w......, 97 Mary C. Nolan, Co-ordinator Monticello Eieeryencv Fuodsneif =95-36':3 Coov to file Council Agenda - 4/14/86 11. Consideration of a Request for the Issuance of a Sunday Liquor License - Applicant, Monticello VFW. (R.W.) A. REFERENCE AND BACKGROUND: The Monticello VFW Club has recently applied for a Sunday On -sale Liquor License in addition to their present Club License. The request is similar to the recently issued Sunday Liquor License for the Legion Club in that the VFW Club does have facilities for serving food to at least 70 guests at one time, and they are planning to serve items such as deli sandwiches, including hamburgers, ham and cheese, etc. Representatives of the VFW Club will be in attendance at the meeting to answer any questions the Council may have regarding this request. B. ALTERNATIVE ACTIONS: 1. Grant the On -sale Sunday Liquor License to the VFW Club with the $100.00 annual fee pro -rated to the July 1 renewal date. 2. Deny the request. C. STAFF RECOKINENDATION: Since the VFW has facilities for serving food anti can meet the requirements, it is recommended the license be issued. D. SUPPORTING DATA: None . -8- Council Agenda - 4/14/86 12. Consideration of a Request for a Transfer of an On -sale Liquor License - Silver Fox Motel. A. REFERENCE AND BACKGROUND: Ownership of the Silver Fox Motel is in the process of being transferred to a corporation to be known as Applewood Inn, Inc., owned by Rodney E. Dragaten of Shakopee, Minnesota. The Silver Fox Motel currently has an On -sale Liquor License, and Mr. Dragsten has requested the liquor license be transferred. A routine background check has been completed by the City staff and the Sheriff's Department, with no adverse comments received on the applicant. A liquor license does not automatically transfer to a new owner without Council approval. B. ALTERNATIVE ACTIONS: 1. Approve the transfer of the On -sale Liquor License to Applewood Inn, Inc., DBA Silver Fox Inn contingent upon submitting the required surety bond and liquor liability insurance coverages. 2. Deny the transfer request. C. STAFF RECOMMENDATION: It is recommended that the On -sale Liquor License be transferred for the Silver Fox Inn to the now owners contingent upon proper surety bond and insurance coverage. D. SUPPORTING DATA: None. -9- Council Agenda - 4/14/86 13. Consideration of a Request for Issuance of a One -Day Setup/3.2 Beer License - Applicant, Ducks Unlimited. (R.W.) A. REFERENCE AND BACKGROUND: The Monticello Lion's Club is again sponsoring the Ducks Unlimited Banquet scheduled for May 12, 1986, to be held at the Monticello Roller Rink. As in the past years, the Lion's Club is requesting a 3.2 Beer License and Setup License for the one -day banquet. During the past few years, there have been no problems associated with issuance of this license to the Lion's Club for this event. B. ALTERNATIVE ACTIONS: 1. Approve the issuance of the one -day temporary 3.2 Beer and Setup License contingent upon the proper Certificate of Insurance requirements being met. The Setup License application would be submitted to the Liquor Control Division for their approval prior to issuance. The one -day fee for both licenses would be $35.00. 2. Deny the request for the licenses. C. STAFF RECOMMENDATION: It is the staff's recommendation that the one -day temporary licenses be granted contingent upon proper insurance coverage. D. SUPPORTING DATA: Nona. -10- Council Agenda - 4/14/86 13. Consideration of a Request for Issuance of a One -Day Setup/3.2 Beer License - Applicant, Ducks Unlimited. (R.N.) ADDITIONAL INFORMATION: The Monticello Lion's Club is again this year requesting a one (i) day 3.2 Beer License for the 4th of July celebration. If the Council has no problems with their Ducks Unlimited Liquor Licenses, the Council could include in the motion the approval of the July 4th license at the same time. L Council Agenda - 4/14/86 14. Consideration of Authorizing the Circulation of Recuest for Proposals for Private Contract Operations for the Wastewater Treatment Plant. (J.S.) A. REFERENCE AND BACKGROUND: At the last meeting, the Council was presented with a draft RFP for consideration. During the last three week period, City staff has reviewed the draft, and based upon this review has made some changes. In addition to the changes, we have filled in the blanks in regard to the scheduled completion dates and proposed a selection committee. Most of the changes have been minor in scope. We have included an alternate to provide labor and management only. Tho contractors, however, must still also propose on the entire oeckaga. We have extended the contract period from three to three and one-fourth (31%) years. This was done so that the contract period would more closely align with the City -a budget period and fiscal year and. we have added additional language to the RFP to allow us to continue running the Wastewater Treatment Plant facility and break off negotiations with any contractor up until the actual awarding of the contract. Our target for contract operations would be October 1 of this year. I do want to stress, however, that by asking for proposals for contracting, the City does not obligato itself in any way to contract. These proposals aro necessary to determine if contract operations are suitable and beneficial to the City of Monticello. If you refer to the selection -- committee format, it can be Dean that I have provided for a private consultant. There aro firms who have a great degree of experience in assisting citioe with making the determination of beneficial contracting and contract negotiations. I have included a latter from one such firm that would be available to anoint the City in making those determinations. B. ALTERNATIVE ACTIONS: I. The first alternative would be to approva the RFP in its final form and pass it on to a minimum of four or five proopoctivo contractors and proceed based upon the achoduled completion dates noted in the RFP. 2. The second alternative would be to adjust the aFP an directed by the City Council. An of Thursday, I have not received word as to any significant problems from members of the Council. I. The third alternative would be to discontinue tho idea of contracting and not look into it any further. At this time, the staff floes not fool this would be in the boat intoroat of the City, as we cannot make ouch a decision without having Demo contracting propoaalo at hand. C. STAFF RECOK%IENDATION: It is the recommendation of the Public Wor)ca Diroctor that the City MR Council Agenda - 4/14/86 of Monticello continuo with the Request for Proposals as outlined in Alternative 11. D. SUPPORTING DATA: Final copy of the RFP; Letter from Baling Consultants. 0 Beling Consultants March 26, 1986 Mr. John Simole, Dir. of Public Works 250 East Brady Street Monticello, Minnesota 55362 Subject: Engineering Services Relative to Contract Opera- tions Services = Wastewater Treatment Facilities Monticello. Minnesota Our File: 08212 Dear. Mr. Simole: This is a follow-up to the telephone conversation that I had with you yesterday relative to the subject project. Beiing Consultants has assisted some of our clients in obtaining Contract Wastewater Operation and Maintenance services for their facilities. We are, therefore, in a position to offer the City of Monticello the benefit of our experiences in your selection and contract negotiations. Two major communities for whom we have provided these services are: 1. The City of Wood River. Illinois, located across the Mississippi River from St. Louis. They have a 5.0 MGD combined major industrial and regional municipal wastewater treatment plant. 2. The City of Moline, Illinois, which has two large wastewater treatment plants: one a 5.5 MGD activated sludge facility, and the second a 9.0 MGD combination activated sludge and RBC secondary facility. Our services to these communities include: (1) making a determination as to whether or not contract service operations were applicable in the community, (2) assistance in locating and retaining a contract service firm, and then (3) assisting the community in negotiating a contract with the selected firm. As you know, your overall investment in a private service contractor can be a costly venture since they will be operating your facility for several years. There- fore, careful selection of your contractor at the front end becomes increasingly important. We feel that our experience as a consultant to municipalities retaining service contractors, together with the fact that we are an engineering firm with: 1. a knowledge of wastewater facilities design, construction, operation and maintenance. and (continued) Donng Consultants, inc. Protossronai Enginooring • Environmental LabOratON Doling Building, 1001•teth Stroet, MOIIno, IL 91266 J 3M757.9= ! Page Two Mr. John Simole Monticello, Minnesota March 26, 1986 08212 2. with experience in negotiating contracts between (a) multiple government agencies, (b) municipalities and industries, and (c) municipalities and private service contractors, gives us the necessary background to be of assistance to you. We realize that Monticello is some distance from Moline, and recognize thatthis could appear to be a problem. However, our experience is that very few engineering firms have participated on a "neutral" basis in helping clients go through the selecting and contracting process with a private service contractor for wastewater treatment facilities. We feel that our experience is unique and certainly worthy of your consideration. Extra effort spent at the front end of this type of venture should result in a better and more economical arrangement throughout the life of your contract. Should you be interested in pursuing our services for your project, we would be more than happy to follow up with additional information or, as necessary, visit your community to go over this matter with you. We look forward to hearing from you. Very truly yours, BELING CONSULTANTS, INC. 7 Henry Mayer, P.E. - MandgE.r—r Civil Engineering Department pd P. S. I have enclosed an "introduction to Beling Consultants" which presents an overview of Beling Consultants, our make-up, capabilities, expertise, experience and key personnel. 104 I. INTRODUCTION: II L. III I MONTICELLO, MINNESOTA REQUEST FOR PROPOSALS TO PROVIDE CONTRACT SERVICES FOR WASTEWATER TREATMENT FACILITY The City of Monticello, Minnesota, is requesting proposals f roa qualified management firms to provide contract services pertaining to the operation and maintenance of the City's Wastewater Treatment Plant. BACKGROUND INFORMATION: The City presently operates a .91 MGD activated sludge/high rate trickling filter wastewater treatment plant which serves a population of 3, 100 people, as well as one major industry. Design plans and specifications, operational data, budget r 0cords, and other pertinent data can be reviewed at the City of non ticollo, Minnesota, City Hall, 250 East Broadway, Monticello, Ninnosota 55362. A pre -proposal conference will be held on Thursday, May 1, 1 986, at the Monticello City Hall, at 2:00 p.m. for all prospective proposaro. All proapactivo proposers will be required to conduct an on—situ tour of the facilities prior to their submittal so that thoy may familiarixo themselves with the requirements for the operat Son of each facility. The on-site visit may be arranged by contacting Mr. John Simola, Public Works Director, at (612) 295-2711. The r-orm of the contract services shall be throe and ono -fourth (34) years with an option for renowal at the and of the contract term. Contractcorvicea ahall. commonce thirty (30) days from the data of contract ovcocution. SCHEDULE OF EVENTS: ITEM SCHEDULED COMPLETI011 DATE 1. Submittal of Proposals May 30, 1986 2. notification and Juno 9, 1986 Selection for Interview 3. Selection of Contractor June 23, 1906 4. Final Contract Negotiations July 14, 1986 5. Contract Executed August 11, 1986 6. Start of CVuLiaaL StliVlcas October 1, 1986 IV. SCOPE OF SERVICES: The proposal shall be submitted in the form of a contract or agreement - ready for execution upon acceptance by the City. The proposal shall be accompanied with a statement of qualifications of the contractor. The contract or agreement shall detail all costs including proposed operating budget, terms, and conditions with respect to but not limited to the following items: 1. Provide operation and maintenance activities as required to operate the treatment plant, as well as to comply with all legal and regulatory requirements. 2. Contract services shall include but not be limited to the provision of all wages, benefits, salaries, power, chemicals, fuel, other utilities and consumables, materials, and supplies. A contractor may propose as an alternate for labor and management only, but must also propose on the entire package. 3. Provision of sufficient number of qualified personnel including management, technical and administrative personnel who meat required Minnesota certification to operate and maintain the treatment plant in an acceptable manner. 6. Provision of administrative and analytical services in connection with the City -o quality control program. Provision of a computerized preventative maintenance program r5. �. including inventory of opera parts. Program must include documentation of corrective maintenance readily available. Historical data is essential. All computer software and hardware existing, acquired, or developed during the term of the contract shall be considered the property of the City. 6. Provision of a process control system which furnishes complete and accurate records. System should be capable of readily providing historical data and trends. All computer software and hardware acquired or developed during the term of the contract shall be considered the property of the City. 7. Provision of all routine and normal maintenance and repair of plant equipment, vehicles, buildings, and grounds. This shall include a provision for return of unused maintenance money to the City. B. Provision of guarantee that all WWTP personnel aro offered employment by the successful contractor at baso compensation equal to or greater than that amount paid to employee by City and fringe benefit package equal in aggregate cost to the fringe benefits afforded to the employee by the City. Provision for a 6 -month probation period for employee performance evaluation. 9. Provision of laboratory testing and reporting necessary for sludge program, process control, and compliance with permit �- requirements. Provision for industrial Minnesota monitoring and tooting as required by City Ordinance and/or regulatory agency. -2- (� !' 10. Provide services required for preparation, maintenance, and submission of all required monitoring and operating forms. 11. Provide a written statement of effluent quality and liability for not meeting standards. 12. Provide detailed phasing and contract proposal to reflect those serviess to be provided by any and all subcontractors. 13. Provision of coordination through any future construction. 16. Provision for ongoing training programs both classroom and hands-on for all personnel. 15. Provision of liability protection to the City for damages caused by the negligence of the contractor. This shall include failures due to improper or poor maintenance. 16. Preparation of a detailed line item budget monthly expenditure reports and provision for the City to conduct independent audits of the contractor's plant records. 17. Provision to establish with the City cost accounting and inventory control procedures. 18. Provision to establish and manage an emergency response plan which interfaces with the City's plan. 19. Provision to acquire mutual aid agreements with other departments in the City. 20. Provision to develop a sludge management program, including land use and record keeping system. 21. Provision for monthly invoicing for contract payment. The contract shall be for a period of three and one-fourth (A) years and subject to change only duo to changes in the ocopo of services or changes in dienol fuel, natural gas. or electricity costs. A change of 20% or more in average annual loading to the wastewater Treatment Plant shall constitute a change in scope of service. Incroaseo in labor costo may be requested if aligned with increases for City non -salary increases. The contract shall show coats from October 1. 19136, to December 31, 1986, and than January 1 to December 31 for each of the remaining throe yearn. 22. Provioion for full-time safety programs. 23. Provioion for enforcing existing equipment warranties and guarantees and maintain all warranties on now equipment purchnood after the effective data of agreement. 24. Provioion of clause giving City the first right to hire any and all employees in the event of tnrminntICn or expiration of the agreement with a 120 day advance notice guarantee by the Contractor to allow the City to mobilize its staff or secure another contractor. -3- l 25. Provision of liability for payment of fines and/or civil penalties levied against the City by a regulatory agency, which can be attributable to the contractor. 26. Provision of a $1,000,000 product liability insurance policy holding the City of Monticello harmless from suits arising out of product liability causes. 27. Provision of a guarantee to indemnify and hold the City of Monticello and its officers, agents, and employees harmless from any loss or liability for damage or claims for personal injury including death, as well as for claims for property damage which may arise from operations covered under this project. The liability insurance shall be in an amount not less than One Million Dollars combined single limits for personal and/or property damage. 28. Provision which establishes purchasing guidelines for low and high-priced capital expenditures including equipment repair or replacement. A standard requisition form from the Contractor to the City for a purchase order to various suppliers may be initiated by the Contractcr when capital expenditures exceed the agreed-upon limit. In all cases, the City shall be notified of capital expenditures. It is the City's desire to hold the Contractor responsible for all capital expenditure items and individual repairs up to and including $2,000 per unit. 29. Provision of evidence of the Contractor's financial capability I to undertake this project as wall as its personal resource inventory. The Contractor shall furniah to the selection committee a current audited financial statement as to the Contractor's preoent financial status. C 30. Provision of a statement which delineates the fact that this agreement is for professional personnel services and that all capital equipment an wall as all operating supplies and materials including computer software either existing or acquired during the term of the contract are and shall remain the property of the City. 31. The contract shall include, but not be limited to, the provision of comprehensive general liability insurance, automobile liability inouranco, fire, and extended coverage insurance, and workers' compensation insurance naming the City of Monticello, Minnesota, and its employees and agents as additional insured. 32. Provision of a termination clause allowing either party termination rights upon one hundred and twenty (120) days written notice to the other party. 33. Provision for coat sharing for now or innovating cost saving modifications or improvements to the existing plant not currently in development. V. HOURS OF OPERATION: ( The treatment plant must be manned on a minimum 7 -day per week basis with a schedule of on-call personnel 24 hours per day. Monday through Friday except holidays shall be scheduled for a minimum of S hours per day. Staffing levels must be sufficient to most safety requirements and all regulatory agency requirements at all times. VI. EQUIPMENT: All permanent equipment and spare parts which are to be provided by the City shall remain in the ownership of the City. All such equipment presently assigned to the facility will be provided for the Contractor's use restricted for the plant operation only. The Contractor shall provide and maintain all general utility vehicles required to operate and maintain the various facilities. VII. SELECTION/NEGOTIATION: As eat forth herein, the detailed proposals require submittal of a contract or agreement ready for execution. Additionally, as may be necessary to meet the needs of the City of Monticello, contract proposals are subject to negotiation. All proposals submitted on time will be reviewed and selected firms interviewed by the selection committee and possibly by the City Council. Selection will be based upon, but not limited to, the following considerations and the use of a weighted evaluation form: 1. Training capability related to operation and maintonnnce proceduroe irs wastowator treatment facilities. 2. Financial stability and corporate commitment to the business including years of experience in the wastowator troatmont field. 3. proven technical and management backup axportiao no domonstratod by an organization chart and personal rasumas. a. Knoviodgo of the treatment plant and associated operation and maintenance requirements. S. A list of raferoncaa identifying customoro with your firm for which you currently provide operation and maintenance services. 6. A lint of references identifying all clients for whom services were provided for facilities utilizing comparable troatmont processes. ADDITIONAL SHORT LIST INFORMATION (THOSE SELECTED FOR INTERVIEW ONLY): 1. Detailed annual operation and maintonanco budgot. 2. Refined organizational chart for contract operations staff, as wall ata staff scheduling chart. 3. List of all proposed subcontractors and related duties. -5 9 d. Proposed operation and maintenance record system. 5. Provide a written narrative describing how the contractor will fulfill his duties and responsibilities as listed in the following subsection. 6. Formulate a system of checks and balances wherein the City and the contractor can be reasonably assured fair and just compensation for money and services rendered. 7. Prepare transition schedule and procedure tentatively scheduled October 1, 1986, as target date for beginning services. The selection committee will narrow the selected firms to one or two finalists and then will make recommendations to the City Council on or about June 23, 1986, as a result of the interviews and detailed proposals. The final contracts will hopefully be awarded by August 11, 1986, depending upon final negotiations. Contractor Selection Based upon an evaluation of the proposals received and an oral interview, it is the City's intent to select one contractor for a negotiated contract. Selection Criteria Selection and ranking of the potential contractors shall be in accordance with, but not limited to, the following criteria: 1. A minimum of three (3) years' experience in contract operation and maintenance with a record of successful porfurmance. 2. Demonstrated expertise in contract operating facilities similar to the City's treatment plant. 3. The financial stability and corporate commitment to the business. e. Willingness and ability to poet a performance bond for the full contract amount. 5. A list of references including names and telephone numbers of responsible parties and a description of the services provided. 6. Ability and willingness to comply with the provisions described under the Scope of Services above. All the proposals should include sufficient information to avaluato the firm based upon the above criteria as well as any additional information which would assist the City in making its selection. VIII. INSPECTION OF FACILITIES AND DATA PROVISION: Each firm shall be allowed to inspect the treatment facilities, sludge disposal aitas, and pertinent document data and operation records as may be available by contacting Nr. John Simola, Public Works Director. Data and documents available for inspection and/or reproduction include, but aro not limited to, the following: -6- /5Z I . Equipment, tools, parts, and supplies on hand. 2. Monthly reporting forms. 3. NPDES operating permit. r 4. Plant plans and specifications. 5. Budget information. 6. Current staffing and job descriptions. 7. Employee compensation/bene fits plans. IX. SUBMITTAL OF DETAILED PROPOSALS: Five (5) copies of the detailed proposal must be received at the Monticello City Hall, 250 East Broadway, Monticello, Minnesota, 55362 by 2:00 p.m. on Friday, May 30, in order to be considered. Clearly mark the outside of the envelope "1986 Contract Services, Monticello Wastewater Facility." NOTE: This is a request for a proposal, not a bid. The City reserves the right to reject all proposals, negotiate individually with one or more firms, and select the firm on the basis of all factors, not just price, or to break off negotiations concerning contracting if deemed in the best interest of the City by the City Council. X. SELECTION COMMITTEE: The final selection process shall consist of reviewing the written proposals and interviewing selected firms by the selection committee consisting Of: 1. Tom Eldem, City Administrator 2. John Simola, Public Works Director 3. John Badalich, City Engineer 4. Councilmomber as appointed by Mayor 5. Councilmember as appointed by Mayor 6. Private Consultant exporiencod in selecting contractors for wastowater treatment operations (selected by first five committee members) XI. INQUIRIES: Questions or clarifications of this request for proposal should be directed in writing to: John Simola Public Works Director Monticello City Hall 250 East Broadway Monticello, MN 55362 (612) 295-2711 or 295-3170 -7-