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HomeMy WebLinkAboutFebruary 7 & 8, 2007 Work Session CITY OF COLUMBIA HEIGHTS 590 40'h Avenue NE, Columbia Heights, MN 55421-3878 (763)706-3600 TDD (763) 706-3692 Visit Ollr website at: www.ci.colllJllbia-heif!hts.JIlIl.llS Mavor Gm)! L. Peterson Councilmembers Robert A. Williams Bruce Nawrocki Tammera Ericson Diehm Bruce Kelzenberg City Manaaer Walt Fehst ADMINISTRA nON NOTICE OF CITY COUNCIL MEETING ************ to be held in the CITY OF COLUMBIA HEIGHTS as follows: EDA Commission interview at 4:45 p.m. Meeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: COLUMBIA HEIGHTS CITY COUNCIL WEDNESDAY, FEBRUARY 7,2007 5:00 P.M. CONFERENCE ROOM 1 WORK SESSION AGENDA 1. Contract for Architectural and Construction management services for the new liquor stores. 2. City Newsletter review option other cities use. 3. Appliance Recycling MEETING TO BE CONTINUED TO THURSDAY, FEBRUARY 8, 2007 AT 6:00 P.M. 1. Contract for Architectural and Construction management services for the new liquor stores. The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 706-3611, to make arrangements. (TDD!706-3692 for deaf or hearing impaired only) CITY COUNCIL LETTER AGENDA SECTION: ORlGINA TING DEPT: CITY MANAGER NO: FINANCE APPROVAL ITEM: PROPOSAL FOR ARCHITECWRAL BY: WILLIAM ELRITE BY: SERVICES FOR DESIGN AND CONSTRUCTION MANAGEMENT OF LIQUOR STORES DATE: FEBRUARY 1, 2007 NO: MEETING OF: FEBRUARY 12, 2007 Proposals for architectural and construction management services were received and opened on January 30, 2007. Three companies submitted proposals. On February 2 a staff committee comprised of Walt Fehst, City Manager, William Elrite, Finance Director, Larry Scott, Liquor Operations Manager, and Kathy Young, Assistant City Engineer met with representatives from the three architectural firms that submitted proposals. The purpose of the meetings was for staff to gain a better understanding of the services the architectural firms could provide and to make a determination as to which firm can deliver the best and most cost-effective service to the City. One of the factors involved in this determination were the proposed fees to be charged by each finn. Although this is a significant factor, it is not the most important. The most important factor is the services that will be received and which firm can deliver the best, most cost- effective end product. As two of the proposing companies have fees that are partially based on construction costs, we used an estimated construction cost of 3.5 million to calculate the total cost of their proposals. Based on this, the following is a summary of the costs for architectural contract management services. It should be noted that Oertel Architects is the only company whose service was a 100% flat fee and no portion of it was based on construction costs. Proposed Fees Architectural Firm Flat Fee Amount Fee Based on Construction Costs Total Oertel Architects Bonestroo Welsh Companies $190,000 $190,000 $ 97,650 o $ 43,750 $143,450 $190,000 $233,750 $241,100 Interviews of the three firms went very well and it was the consensus of staff that all three firms are well qualified to perform the services the City is requesting. During the interviews we did discuss the City Council concern that we ensure we are getting the maximum utilization out of the property on 50th and Central and that the first step of the architectural project will be to ensure maximum utilization of the property. RECOMMENDED MOTION: Move to authorize the mayor and city manager to enter into an agreement with Oertel Architects for architectural and construction management services based on their proposal at a cost of$190,OOO. WE:sms 070201lCOUNCIL I COUNCIL ACTION: CITY COUNCIL LETTER Meeting of: February 7,2007 AGENDA SECTION: ORIGINATING DEPT: CITY MANAGER NO: Recreation APPROVAL ITEM: Heights Happenings City Newsletter BY: Keith Windschitl BY: NO: Recreation Director DATE: January 31,2007 BACKGROUND: Staffhas surveyed other cities about their process in creating and producing city newsletters. Attached are the results from the information gathered. There are many different options that cities use. Some combine recreation with city information, some create separate publications for recreation and general city information and some only display their newsletter online. Some cities have media or editor staff positions who write and assemble the information and others hire graphic designers to make the newsletter appealing to the residents. The Heights Happenings has been designed in-house by the Recreation Department for many years. Departments write most of their material and then forward the information to be assembled by Recreation staff. The current newsletter has been very redundant and seems to be repeated from year to year. It seems to lack information on current events and new things going on within the City. The newsletter needs to be refreshed and updated without becoming too wordy. The current low bid quality is very substandard. The color is inconsistent, print is hard to read and the clarity of the pictures poor. The Recreation Department feels that it may be an advantage to have a separate booklet as people may be more inclined to read something that is more concentrated rather than mixed in with city information. This option is certainly more expensive as you would have a significant increase in postage. One other option would be to ask for bid proposals for sheet fed press only, which in turn would improve the overall appearance and make the booklet more consistent with a minimal increase in cost. This is the method we used some years ago. The bid for 2006 was $4,655.00 per quarter for the printing, publishing, and distributing of the City newsletter. The yearly cost for a 24 page newsletter was $18,620.00. Our cost for 2006 was $18,620.00 with Rapid Graphics. A total of$19,000.00 has been budgeted for 2007 in account 101-45050-3440 for printing and mailing City newsletters. RECOMMENDED MOTION: COUNCiL ACTiON: Htshappn \CC- N ewsletter07 2007 Newsletter Survey NUMBER IS REC. HOW IS IT DONE SOURCED PAID COST PAID COST PAID TOTAL ARE THEY HOW PRINTING CONTACT CITY OF ISSUES DEPT. MANY IN HOUSE OUT TO STAFF TO TO BUDGET JUST MANY COMPANY USED PER YEAR INCLUDED PAGES WHO PRINTER POSTAGE PER YEAR MAILED MAILED _uu-No Rec~-u- -- '"'---"~"'.._-',_" -- .._.~._...__.__.- ___'u___,..___..,__''.,___,__.. -" ~.._..._._._---....._--" ANDOVER 6 8 YES YES YES Rhonda Dept. $10,200 $9,000 $19,200 Residents 11 ,000 ECM Publishing ANOKA 6 8 YES YES $7,800 $6,600 YES Pam Residents BLAINE 12 1 PAGE 8 YES YES $42,756 $38,580 Print Central BLOOMINGTON 6 YES 8 YES YES $24,000 $36,000 $60,000 Residents 45,000 Diann Kirby BROOKLYN CTR. 4 YES 36 -44 YES YES $10,600 $8,000 YES 12,000 Nystrom Printing Sharon BROOKLYN PARK 6 YES 8 YES YES $34,800 $30,000 $57,000 27,000 Sexton Printing Melissa CHAMPLIN 5 NO 12 -16 YES YES $10,000 $6,500 $10,000 8,800 Prime Advertising Roberta COLUMBIA HGTS. 4 YES YES $14,000 $5,000 $19,000 10,047 Rapid Graphics Deanna C. H. ISD# 13 3 N/A YES $11.400 $13,800 11 .400 Shapko Anabelle COON RAPIDS YES 26,000 Joanie CRYSTAL YES $47,558 13000 Trudy FRIDLEY YES $67,300 14000 Joan GOLDEN VALLEY 6 NO 16 YES 13,000 Nystrom Printing Cheryl HOPKINS MONTHL Y 1 PAGE NEWSLETTER WITH WA TER BILL NEW BRIGHTON 1 in 2006 NO 8 YES YES $2,800 $1,700 $5,000 11,000 Ideal Printing Judy 3 in 2007 1x1 Residents NEW HOPE 6 NO YES $9,300 $9,000 YES 8,700 ECM Publishing Jerry Residents RICHFIELD ON-LINE NEWSLETTER ONL Y ROBBINSDALE 4 YES 8 City YES YES $13.468 $3,870 YES 6,800 Printing Arts Arlene 16 Rec. Residents ROSEVILLE 6 NO YES $20.400 $13,500 YES Greenhaven Printing Tim (11x17) Residents . Holmes $48,000 YES SHOREVIEW 4 YES 60 TEXT ONLY design Desi n cost Print+ Post $72,000 Residents 11,500 Nystrom Printing Tammy City of Columbia Heights Public Works Department Work Session Discussion Item: . Work Session Date: February 5, 2007;>L.._.......--/ Prepared by: Jesse Davies, Refuse/Recycling Program coordinatorr;;'c/ Reviewing Department Director: Kevin Hansen, Public Works Item: Review of Refuse/Recycling operations and proposed changes Background: Appliance removal. Staff has experienced high volumes of appliance pickups in the City. It is suspected that appliances are coming into the City of Columbia Heights because of our simple and unlimited process to dispose of appliances. Analysis/Conclusions: Appliance removal. Staff recommends dropping appliance disposal service from current operations. Properties that have appliances to dispose can still call our contractor Allied Waste/BFI (for a fee) or can arrange disposal on their own. Currently the city pays for all properties to have the appliance removal service, although less than 10% of the households actually use the service. Allied Waste/BFI will reduce rates to the City of Columbia Heights for the expected cost (at the time of contracting) of appliance disposals. Discussions about the refund will be conducted in conjunction with the utility rate study and any new rates that are proposed. Requested Action: Authorize new procedures for appliance removal and begin fee-based service.