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.