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.
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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.
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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
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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
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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
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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.
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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
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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)
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CONTRACTOR Tp MAINTAIN ACCESS I PRICE BID FOR 2341 V
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ACCORDANCE BURLINGTON NORTHE?
CC LUMP SUM BID ITEM 5-A
CARRIER PIPE TO BE PAID FOR AT
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CONNECT TO AND VERIFY LOCATION
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COMPENSATION.
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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.
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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-
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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.
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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:
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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
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