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HomeMy WebLinkAboutagenda.council.worksession.20190204 CITY COUNCIL WORK SESSION 4:00 PM I. Rio Grande Recycling Center II. RFP for City Manager Discussion CITY COUNCIL WORK SESSION February 04, 2019 4:00 PM, City Council Chambers MEETING AGENDA RFP for City Manager Discussion P1 MEMORANDUM TO: Mayor and City Council FROM: Liz Chapman, Environmental Health and Sustainability THROUGH: CJ Oliver, Environmental Health and Sustainability Director MEETING DATE: February 4, 2019 RE: Rio Grande Drop-Off Recycle Center REQUEST OF COUNCIL: Staff is requesting City Council direction about the future of the Rio Grande Recycling Center as well as the future of a community drop off facility for waste diversion in the Aspen community. SUMMARY: Since the early 1990’s, collaboration between Pitkin County and City of Aspen has provided a free community drop-off center for recyclables at the Rio Grande Recycle Center. Aspen City Council approved spending $175,000 in April of 2010 to improve the appearance, function, and security of the facility by paving, landscaping, and installing surveillance cameras. Previous Council actions also include a recycling measure in the Aspen Area Community Plan action plan. Section IV states the Environmental Stewardship Polices should “maximize recycling0” and “encourage behavior that moves the Aspen Area toward being a zero-waste community and extends the life of the landfill.” BACKGROUND: The Rio Grande Recycle Center provides Aspen and the surrounding community free access to single stream recycling, textile recycling, and household battery recycling 24 hours a day, 365 days a year. Seasonal yard waste collection is provided in the spring, fall and winter (Christmas trees). This facility is located on City of Aspen property and maintained by City staff. In 2010, Pitkin County contributed $20,000 to the $175,000 cost to improve the facility. Pitkin County provided collection services at the Rio Grande Recycle Center for over 15 years at its expense. The County entered into a contract with Waste Management in early 2014 to privatize collection at the Recycling Center. Pitkin County paid over $225,000 in 2018 ($217,000 in 2017) to take single stream recycling from the center to Denver for processing. Additionally, the County negotiated a 6- month extension on the contract with Waste Management to continue service at the Rio Grande Recycle Center (until August of 2019) at a cost of approximately $100,000. The City of Aspen spends ~$12,000 from the General Fund for recycling collected in the ADA complaint containers and composting seasonal yard waste each year. The City of Aspen also contributes, also through General Fund dollars, labor to maintain the facility by the Parks and Streets departments, as well the time spent by staff in the Environmental Health department. Pitkin County landfill staff also contribute on a regular basis to clean the center and remove illegally dumped materials as needed. The County currently covers the costs to P2 I. manage and service the Recycling Center out of the Pitkin County Solid Waste Center’s enterprise fund. The Rio Grande Recycling Center collected 1160.68 tons in 2017. This represents 20% of the recycling diverted in 2017. Excluding the material collected at the center, the residential rate of recycling diversion was 30% and the commercial rate was 21% in 2017. The material collected at the center is attributable to both the residential and commercial sectors, as well as outside of Aspen. Based on observations and the waste composition study conducted in 2016, 33% of the material collected at the center is carboard and 80% of the cardboard is being brought in by commercial entities. The anecdotal data we have indicates almost half of the users of the Rio Grande Recycle Center live outside of Aspen. During the period when Pitkin County began hauling recyclables, commodity prices allowed them to largely recoup their costs through the sales of those commodities. Recycling has become a net loss for waste companies in the past few years. The value of recyclables (paper, aluminum, plastic, etc.) have dropped by 50% over the last 15 years, while labor, equipment, and fuel costs have steadily risen. The costs of collecting and processing these commodities have outpaced the revenues collected through sales and there is very little consumer demand for recycled content. On top of these pressures, the changing policies of China suddenly reduced the available markets for recyclables and increased the costs of getting those materials to market. Therefore, companies have either stopped collecting recycling (as Pitkin County did in 2014) or are raising their prices for this service. DISCUSSION: Although recycling saves energy, conserves resources, reduces greenhouse gas emissions, and saves landfill space, it requires technology, labor, and money. There are many disparate factors contributing to why the costs of collecting and processing recyclables are outpacing the revenues generated by selling the commodities. These factors range from the cost of contaminated loads to changing consumer habits and preferences to policies enacted by other nations. Aspen is in a remote area of Colorado and Colorado is located far away from manufacturing facilities and international trade centers, so the costs of collecting, processing, and transporting recyclables is particularly high for our area. This has led Pitkin County to make significant changes in their waste diversion programs. Pitkin County passed a new Waste and Recycling Ordinance which took effect in January 2019. This ordinance requires haulers operating in Pitkin County to provide recycling services along with trash service and to charge for both services in a single bill. As a result of this ordinance, Pitkin County will cease funding the public drop off centers outside of the Solid Waste Center (landfill), including the Rio Grande Recycle Center in Aspen. The contract between Pitkin County and Waste Management has been extended to August of 2019, and the County has indicated they will not be renewing the contract or soliciting new proposals. However, it is possible Pitkin County might partner with the City of Aspen if Aspen were to enter into a contract with a hauler to continue to collect recyclables from the community. Staff from both organizations P3 I. have also discussed the possibility of changing the materials collected at the center to be in closer alignment with the recommendations of Phase II of the Waste Study the City and County conducted in 2017. This would mean emphasizing organics collection and other high value commodities in place of single stream collection. In addition to the current location at Rio Grande Park, staff is evaluating the potential to relocate a waste diversion center to a new space within city limits, focusing on a location on Castle Creek Road at the entrance to the Marolt seasonal housing complex. The existing location at Rio Grande Park has seen a significant change in use and neighborhood makeup since it was originally selected to house the recycling center. Adding nearly a full acre for park type use at the Rio Grande could provide a more neighborhood appropriate use of the existing space. Creating a waste diversion drop- off center out on Castle Creek Road would keep an in-town location while moving the center away from the neighborhood/park area that exists at the Rio Grande location, directly across from Obermeyer Place. Staff is requesting Council consider these questions: 1. Should the City of Aspen fund a community recycling drop-off center? 2. Should a public drop-off center be restricted to residential use? 3. What is the appropriate funding source for a waste diversion center in the City? 4. Where is the best location for a waste diversion drop-off facility within the City of Aspen? 5. Does Council want to solicit public feedback before answering the above questions? FINANCIAL/BUDGET IMPACTS: If Council decides to continue to fund operations at the Rio Grande Park facility or other location the costs could range from $150,000 to $300,000 per year. These costs would be a new request to the General Fund budget. Alternatively, the Council may wish to pursue a fee or service charge. ENVIRONMENTAL IMPACTS: By reducing the amount of material sent to be buried in the landfill, resources are conserved. It also extends the life of the raw materials sources. The embodied energy and carbon emissions of manufacturing products from virgin resources would be reduced if materials are recycled. Recycling results in greenhouse gas reduction, even when transportation emissions are considered. P4 I. MEMORANDUM TO: Mayor and Council Members FROM: Alissa Farrell, HR Director MEETING DATE: February 4, 2019 RE: Draft RFP for City Manager Recruitment Services REQUEST OF COUNCIL: A preliminary request for proposal (RFP) for the City Manager Executive Recruitment Services has been prepared for discussion with Council. The purpose of this memo is to obtain feedback and provide input on the entire RFP and specifically for the below sections: · Timeline/Schedule · Scope of Work · Selection Criteria and Order of Importance · RFP Evaluation Team SUMMARY: The RFP process is intended to provide a transparent and competitive process to allow for the selection of a high caliber, executive recruitment service. BACKGROUND: Recent City Manager, Steve Barwick, shall be separated from service from the City no later than March 1, 2019. Sara Ott, Assistant City Manager, has agreed to serve as the City Manager on an interim status until the executive recruitment search is concluded. FINANCIAL/BUDGET IMPACTS: Upon review of similar RFPs, it is estimated to cost between $20,000 - $35,000 pending bids received. Additional costs may be incurred for items such as advertising, brochures, postage, and accompanying travel expenses for finalists and/or for the executive recruitment services. STAFF RECOMMENDATION: It is requested for City Council to approve the RFP with agreed upon revisions received upon conclusion of the work session. Pending the outcome of the work session, the goal is to then proceed with the advertisement of the RFP. ATTACHMENT: Draft Request for Proposal: Recruitment Services for City Manager P5 II. P6 II. Request for Proposals Project Number and for City Manager Due Date 130 South Galena Street Rebecca.Hodgson@cityofaspen.com Request for Proposals DRAFT Number and Recruitment Services for City Manager Due Date: 2 PM, March 4, 2019 130 South Galena Street Aspen, CO 81611 (970)920-5079 www.cityofaspen.com Rebecca.Hodgson@cityofaspen.com Recruitment Services P7 II. City of Aspen Request for Proposals 2 | P a g e 2 / 1 / 2 0 1 9 REQUEST FOR PROPOSALS Sealed proposals will be received by the City of Aspen Purchasing Department through the Bidnet Direct website, www.bidnetdirect.com, until 2:00p.m., March 4, 2019 at which time the proposals will be opened and reviewed, for the following City of Aspen project: Executive Recruitment Search – City Manager The City of Aspen is seeking proposals for recruitment services from qualified executive services to assist City Council and Mayor in the national selection of a new City Manager. Complete proposal packages are available to download or from www.bidnetdirect.com. Vendors must be registered to view the bid packages. There is no charge to register. Call 1-800-835-4603 if you need assistance registering. To submit, an electronic copy of the Proposal (PDF or Word file) must be uploaded to the Bidnet Direct website, www.bidnetdirect.com. The file name must include the City’s project number and offeror’s name. The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted. Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Discussion may be conducted with responsible Offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements. In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City: Recruitment Methodologies & Strategies – how the below strategies will be used in the search process and recruitment process to attract a diverse and wide range of qualified and suitable candidates. · Development of the Position Profile · Candidate Pool Development § Examples: specific targeted sourcing techniques, & usage of social media, etc. · Recruitment Materials (advertisement materials) · Examples of successful recruitment strategies, interviewing and selection process · Review of search report(s), progress reports, and evaluation criteria, etc. · Overall recruitment strategies and process to include but not limited to involvement of community members and key stakeholders. P8 II. City of Aspen Request for Proposals 3 | P a g e 2 / 1 / 2 0 1 9 Experience/Key Personnel – experience and relevancy in conducting successful executive searches with municipalities and other similar government organizations. · Firm or Consulting Services experience and knowledge · Assigned team’s experience and knowledge Timeline/Schedule – clearly delineated and sensible timeline to address best strategies for City Council and Mayor elections when hiring a City Manager to include specific milestones. Reference Responses Detailed Fee Schedule and statement of expected reimbursable expenses. If deemed a finalist (see below), in addition to the above criteria, the finalist shall be evaluated based on: The presentation of the proposal. ______________________________________________________________________ BY ORDER OF THE CITY OF ASPEN, COLORADO Rebecca Hodgson, Purchasing P9 II. City of Aspen Request for Proposals 4 | P a g e 2 / 1 / 2 0 1 9 Table of Contents 1.0 Introduction......................................................................................................................................... 5 1.1 Project Description and Background ....................................................................... 5 2.0 RFP Process ....................................................................................................................................... 5 2.1 Communication .............................................................................................................. 5 2.3 Schedule ......................................................................................................................... 6 2.5 Selection Criteria ............................................................................................................ 6 3.0 Scope of Work .................................................................................................................................... 7 4.0 Proposal Format ................................................................................................................................ 8 6.0 Exhibits .............................................................................................................................................. 10 P10 II. City of Aspen Request for Proposals 5 | P a g e 2 / 1 / 2 0 1 9 1.0 Introduction The City of Aspen is requesting proposals from qualified executive recruitment services to assist City Council with the national recruitment, evaluation, and selection of a new City Manager. Currently, the City’s Assistant City Manager has been appointed by City Council and Mayor to serve as Interim City Manager until the City Manager position is filled. 1.1 Project Description and Background The City of Aspen is a home rule municipality. The City of Aspen has a Council-Manager form of government and is led by four Council members and a Mayor elected at large. The City Manager is appointed by and serves at the pleasure of the City Council. The City of Aspen has a total of 326 full-time and an average of 384 seasonal/part-time employees. The City Council consists of a Mayor and four Council members elected. The Mayor serves a two-year term and Council members serve four-year terms. Currently, the Mayor is term limited and three Council members are either up for re-election or running for Mayor. Elections shall be held on March 5, 2019 with a run-off election if needed scheduled for April 2, 2019. New Council members elected shall serve beginning on June 10, 2019. The City of Aspen’s 2019 budget of $120.4 million includes $76.6 million for operations, $36.4 million in capital outlay and $7.4 million for annual debt services. This level of appropriation is significant for a city of roughly 7,000 full time residents and reflects the strong brand of Aspen for tourist visitation, which can escalate the population up to 30,000 during peak summer and winter months. Aspen is located in Pitkin County, Colorado at the southeast (upper) end of the Roaring Fork Valley and is about 40 miles south of Glenwood Springs, Colorado. The resort community encompasses about 3.5 square miles. This stunning mountain community is renowned for its world-class skiing, outdoor adventures, and unique cultural events that attracts visitors from all around the world. The City is interested in retaining the services of a company, or an individual, that has executive recruitment expertise. This company, or an individual, must possess considerable knowledge of how to conduct an executive recruitment with the emphasis on similar City government executive positions. The Consultant shall work with City Council and the Human Resources Director to actively source, recruit, evaluate suitability of, interview and refer a diverse and expansive list of suitable and qualified candidates for the position of City Manager. The firm will be required to run background and reference checks on the potential finalists before the finalist pool is publically announced. 2.0 RFP Process 2.1 Communication Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information. Vendors may contact Rebecca Hodgson at Rebecca.Hodgson@cityofaspen.com or 970-920- 5079 for questions regarding the procurement process or uploading proposals. P11 II. City of Aspen Request for Proposals 6 | P a g e 2 / 1 / 2 0 1 9 2.2 Proposal Submission Electronic submission is to be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The electronic submission must be compiled into a single pdf or Word document. The name of the document must contain the City project number and firm’s name. The deadline for submitting responses to this RFP is 2:00pm, March 4, 2019. 2.3 Schedule The proposal, evaluation and selection schedule is as follows: enter dates · Proposed RFP Selection Schedule · Date: Final Questions Due February 28, 2019 · Date: Proposal packages Due March 4, 2019 2:00 PM · Date: Selection Announced April 8, 2019 · Date: Signed Contracts Due April 15, 2019 · Date: Council Approval April 22, 2019 2.5 Selection Criteria In addition to providing the information outlined in the submittal requirements, the criteria for selection is listed in order of importance and shall include but may not be limited to the following: Recruitment Methodologies & Strategies – how the below strategies will be used in the search process and recruitment process to attract a diverse and wide range of qualified and suitable candidates. · Development of the Position Profile · Candidate Pool Development § Examples: specific targeted sourcing techniques, & usage of social media, etc. · Recruitment Materials (advertisement materials) · Examples of successful recruitment strategies, interviewing and selection process · Review of search report(s), progress reports, and evaluation criteria, etc. · Overall recruitment strategies and process to include but not limited to involvement of community members and key stakeholders. Experience/Key Personnel – experience and relevancy in conducting successful executive searches with municipalities and other similar government organizations. · Firm or Consulting Services experience and knowledge · Assigned team’s experience and knowledge Timeline/Schedule – clearly delineated and sensible timeline to address best strategies for City Council and Mayor elections when hiring a City Manager to include specific milestones. Reference Responses Detailed Fee Schedule and statement of expected reimbursable expenses. If deemed a finalist (see below), in addition to the above criteria, the finalist shall be evaluated based on: P12 II. City of Aspen Request for Proposals 7 | P a g e 2 / 1 / 2 0 1 9 The presentation of the proposal. The evaluation process may consist of two steps. The first step will be an evaluation of the proposals submitted based on the above listed criteria. The City Council, Mayor or subcommittee (evaluation team) and Human Resources Director (facilitator) will then develop a list of recruitment services finalists to best meet the City’s needs. The finalists may then be requested to make a presentation via Skype, on-site or similar arrangement, to the evaluation team to further explain and expand their proposals. The City reserves the right to make an award decision based on the proposal(s) above and or to request presentations. The City also reserves the right not to engage in post-bid negotiations with any offeror that has not been deemed a finalist. This negotiation shall allow finalist contract considerations to be refined and changed, upon agreement between both parties. The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted. Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements. 3.0 Scope of Work The successful recruitment firm/consultant will be expected, at a minimum, to perform the following: · Comprehensive Position Profile: Describe how your company would develop a thorough and detailed profile of the ideal candidate. Meet with City Council and key stakeholder groups as necessary to facilitate the development of a comprehensive candidate profile and list of priorities for the new City Manager. Specifically, facilitate the solicitation of community input, elected officials’ feedback, etc., and gather comprehensive information regarding a new City Manager. · Compensation: Review the current compensation and recommend changes, if necessary, based upon market and competitive conditions. · Communication Plan: Develop communication and transparency plan regarding the City Manager recruitment process for the Aspen community and the City of Aspen. Administer all correspondence with applicants throughout the process. · Advertising & Marketing: Work with City Council and the Human Resources Director to develop recruitment documents for prospective candidates (position profile, background information, marketing materials, etc.) using the community, key stakeholder, and Council feedback. Develop the advertising strategy and marketing campaign to notify potential candidates. · Candidate Pool Development: Conduct targeted, industry specific sourcing of prospective candidates, engage established networking pipeline, and other best practice search activities to generate a diverse and expansive pool of highly suitable and qualified candidates who meet the City Council’s selection criteria and position profile. · Reviewal of Candidates: Work with Human Resources Director to develop a portfolio of qualified applicants for City Council review. Portfolio should include a discussion of candidate qualifications and skills. Work with City Council and Human Resources Director to review qualified applicants and coordinate interview steps/process. Provide best practices and legal requirements applicable throughout the process. P13 II. City of Aspen Request for Proposals 8 | P a g e 2 / 1 / 2 0 1 9 · Interview Process: Provide recommendations on the structure of the initial screening interviews, additional interviews (Skype, etc.), and on-site, finalist interviews. For the on- site, finalist interviews, provide recommendations on the structure of the interviews to include but not limited to a process for community and key stakeholder engagement. Facilitate all stages of the interview process. · Progress Reports & Timeline: Provide regular progress reports to the City Council and the Human Resources Director. Periodic meetings are required to discuss progress and next steps. Provide detailed report for top candidates. Develop a detailed project timeline which correspondence to the progress reports. · Reference and Background Checks: Provide reference checks from similar City Manager recruitments within the last three (3) years. Provide background checks on finalists prior to them being announced as finalists, and generally assist in the hiring process as requested by the City Council or Human Resources Director. · Evaluation/Selection Criteria: Assist City Council in establishing the selection/evaluation criteria for evaluating and selecting candidates. · Negotiations & Follow-up: Work with City Council to coordinate and negotiate an offer of employment and/or contract negotiations with consideration of total compensation benefits and related details with the final candidate, if requested. Provide sufficient and timely notification to all applicants of final appointment decision. · Ethical Representation: Act at all times in an attentive, responsive, ethical, and responsible manner so as to represent the City of Aspen with the utmost concern for its interests, goals, and image with the candidates, other communities, and members of the general public. 4.0 Proposal Format All proposals will follow the format as outlined below. Failure to do so may result in disqualification. 1. Letter of Interest, including the organization’s history and the name of the contact person and key personnel who would be assigned to work directly with the City. Include resumes and all contact information. It is expected that consistent key personnel are assigned to this contract for the duration of the search process, through and including the hiring of a City Manager. 2. Briefly introduce services. Provide a profile, including but not limited to, the approximate number of professional staff employed, and key information related to the Proposer’s experience in conducting City Manager searches. 3. Detailed qualifications and previous executive search experiences for similar government and/or resort communities within the past three (3) years. State of Colorado examples are recommended. Provide a list of successful and unsuccessful City Manager placements, including the size of the municipality, as well as the overall number of placements in municipalities of similar size and/or budget to the City of Aspen. 4. Description of the approach and plan for performing services outlines in the Scope of Work (see above), including but not limited to: a. Description of the process or approach the Proposer will use to develop the profile for the City Manager position. Description of how the Proposer will specifically identify and target the needs of the City in the search for the new City Manager; P14 II. City of Aspen Request for Proposals 9 | P a g e 2 / 1 / 2 0 1 9 b. Description of proposed candidate recruitment methodologies, strategies and implementation plan including but not limited to the screening, interviewing and assessment and processes that will be most effective for the City of Aspen. Include a statement of the philosophy of the Proposer and a description of how the Proposer intends to tailor the process for the City of Aspen’s search. Indicate additional information for consideration regarding the Proposer’s qualifications for conducting this recruitment; c. Describe the sourcing, networking or solicitation approach the Proposer will use to direct potential candidates; d. Propose timeline with specific milestones and include a comprehensive plan for the frequency of updates and recommendations; e. Provide sample promotional material, including advertisement, brochures or other recruitment materials used in similar searches; f. Provide a copy of a previous City Manager position profile and methodologies used in the development of the profile; g. Provide a copy of a City Manager search report; h. Propose development of techniques/evaluation criteria to identify candidate suitability (community match, organizational culture, job profile, and/or leadership style). 5. Provide a detailed fee schedule outlining the services as presented in your proposal. If proposal includes any expenses to be billed separately from professional fees, provide a detailed estimate of such expenses. The total fee schedule should be stated as a fixed amount, not to exceed a total amount for the services outlined in the proposal. A breakdown of the total price should be provided with adequate detail for evaluation. Additionally, if any employment or candidate retention guarantee is provided, include the appropriate details. Any further reimbursable expenses including but not limited to advertising, brochures, postage, and estimated additional travel expenses should be listed in the proposal. 5.0 Legal 5.1 The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted. 5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. 5.3 In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit A Instructions for Offerors of Professional Services and Exhibit B Professional Services Agreement. 5.4 By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change. P15 II. City of Aspen Request for Proposals 10 | P a g e 2 / 1 / 2 0 1 9 6.0 Exhibits The following files are attached for your use and reference as needed to properly respond to the RFP request: · Exhibit A – Instructions to Offerors of Professional Services · Exhibit B – Professional Services Agreement P16 II.