Ramsey/Washington Recycling and Energy Board. September 22, 2016 Meeting

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1 Ramsey/Washington Recycling and Energy Board September 22, 2016 Meeting

2 Item IV. a. Facility Committee Report (pp. 8 16)

3 Odors and Odor Measurement Sensory Perception, Subjective to each Individual May or May Not be Offensive or Nuisance Not a Perfect Science Use Standardized Methods Measure 3 Components Ambient concentration Hedonic Tone Pleasantness or Unpleasantness Weakness/Strength

4 Baseline Testing Locations

5 Research Odor Issues and Efforts Odors are not a regulated activity Other similar refuse derived fuel facilities do not have odor mitigation plans/ordinance South St Paul Ordinance and Compliance System

6 Next Steps Analyze Data Determine intensity/type/frequency of potential Facility odors and possible conditions that can contribute to odor level Based on research, develop mitigation recommendations Based on findings determine needed changes Receive input on results and recommendations, including area residents, businesses within X miles of the Facility.

7 Request for Expression of Interest: Technologies to Process Mixed Municipal Solid Waste Key dates Optional individual tours week of Aug. 15, 2016 Questions due 4 p.m. Aug. 24, 2016 RFI responses due Today at 4 p.m. (Sept. 22, 2016)

8 Alternative Technology Pathway Task Waste sorts X X Processing equipment X X Request for Expressions of Interest for MWP X X Request for Proposals for MWP X Installation and operating MWP X X Facility improvements X X Organics X Permits X X Financing X

9 Option Site Visit (Aug 15 Aug 22) 1. BHS 2. Coronal 3. CP Group 4. Machinex 5. Organix Solutions 6. Randy s 7. Stadler 8. Van Dyk 9. Vecoplan

10 Viewing RDF & metal recycling

11 RFEI Next Steps Review RFEI results Visit reference facilities Develop key dates/timeline (now through RFP)

12 September 30 th Tour View MWP reference facilities in MN Local tour Dem-Con: Shakopee Environmental Campus Randy s Environmental Services: Delano Next steps Develop fact sheet for each facility that identifies: Equipment to view and its potential usage in MWP Questions to consider

13 Renewable Energy from Waste Conference View MWP reference facilities in California Leverage the networking and learnings of the 2016 Renewable Energy from Waste Conference with visiting MWP reference facilities and dialog with other public entities. Conference is being held the week of November 13 in Long Beach California. Monday Tours Tuesday and Wednesday Conference Thursday Tours

14 Item V.a. Management and Administration Amendment to Credit Policy (pp )

15 Action Requested: Approve a change in the convenience fee for use of credit cards from 2.5% to 3.0% in the Credit Policy for all users of the Recycling & Energy Center.

16 Item V.b. Management and Administration Budget Adjustment Authorization (pp.24-26)

17 Action Requested Delegate to the Joint Leadership Team (JLT) the authority to adjust the Facility Budget in any budgetary period by any increased expenses and increased revenues but only on condition that any expense increase be fully covered by revenues. Direct the JLT to notify the Chair of the Recycling & Energy Board Budget Committee (R&E Board) when adjustments are made.

18 Item VI. a. Update on Facility Operations

19 Waste Deliveries 50,000 45,000 40,000 Waste Deliveries: Actual vs Projected Projected 385,000 tons per year Tons of MSW per month 35,000 30,000 25,000 20,000 15,000 10,000 5,000 January February March April May June July August September October November December 2016 Projected Deliveries Actual Deliveries Projected Deliveries (ytd) = 255,640 tons Actual Deliveries (ytd) = 287,689 tons

20 Hauler Picnic: Engagement and thanks

21 Hauler Picnic

22 Item VII. a. Waste Designation Waste Delivery, Transfer Station and Landfill Agreement Development (pp )

23 Action Requested Authorize the Joint Leadership Team (JLT) to proceed with design of the waste delivery system, including procurement of agreements for transfer station services, waste delivery and landfill capacity. To be effective in January 2018, following expiration of current agreements.

24 Presentation Designation process Existing waste delivery system Proposed waste delivery system Considerations/criteria Waste flow Costs Process

25 Designation Requires all or a portion of solid waste to be delivered to a designated waste management facility Central to the decision to purchase the R&E Center Directs solid waste to R&E Center Assures that waste is processed, and allows the R&E Board s vision to be implemented

26 Designation Process County action to start the process in September 2016 Step 1: Amend solid waste master plans Step 2: Adopt Joint Waste Designation Plan Step 3: MPCA Approval Step 4: Public Hearing on implementing designation Step 5: Negotiation period with haulers for delivery agreements Step 6: Develop ordinance language Step 7: County Boards submit contract and ordinances to MPCA Step 8: MPCA Approval Step 9: County Boards approve contracts, Ordinances Step 10: Mandatory waiting period Step 11: Designation is implemented Entire process estimated to take 18 months.

27 Jul. 28, 2016 R&E Board approves and recommends Master Plan Amendment, Designation Plan to County Boards August 2016 Ramsey (8/16) & Washington (8/2) County Boards approve Master Plan Amendment, Designation Plan, submit to MPCA for approval Dec. 31, 2016 MPCA review and approval Of Master Plan and Designation Plan (120 day review period) Apr Ramsey & Washington County Boards discuss and approve submitting proposed designation ordinances and contracts for MPCA review Feb. Mar R&E Board negotiates waste delivery agreements with haulers and others Jan Public hearing to take testimony on Designation May Jul MPCA review of contracts and ordinances (90 day review period) Aug. Nov County Boards approve contracts and ordinances; includes 60 day statutory waiting period Dec Designation is implemented

28 Disposal of Ramsey/Washington Waste 2015 Landfilled in Wisconsin 8% Ramsey/Washington Mixed Municipal Solid Waste Disposal Destinations, 2015 Landfilled in Minnesota 14% Recycling & Energy Center 78% Landfilled: ~99,000 tons R&E Cent: ~346,000 tons

29 Existing Waste Delivery System Made changes in RRT s system of acquiring waste: moving toward a level playing field Waste Delivery Agreements 72 Waste Delivery Agreements All Waste Specific Tonnage Same Tipping Fee for all Rebate for Ramsey/Washington Waste Out of County Waste needed to meet targets

30 Sources of Waste to R&E Center Projected Sources of MSW Delivered to the R&E Center 2016 Out of County, 65,000, 16% Ramsey/Washington, 335,000, 84%

31 Current Waste Delivery System Transfer Stations Important to manage flow into R&E Center Efficiency in the Collection System Reduces traffic through Newport Currently six under contract

32 Locations of Transfer Stations See map attached

33 Sources of Transfer Station Deliveries of Ramsey/Washington Waste, 2016 ( YTD) SKB Blaine 12% Allied Blaine 3% SKB Malcolm 24% Advanced Disposal 61%

34 Sources of Waste to R&E Center Projected Sources of MSW Delivered to the R&E Center 2016 Out of County, 65,000, 16% Southern Tri County 5% Projected Sources of MSW to R&E Center Ramsey/Washington, 335,000, 84% Ramsey/Washington 95% 400,000 tons 445,000 tons

35 Proposed Waste Delivery System Criteria for Design Recognize the complexity of the existing waste collection market; Seek to minimize disruption of the existing collection system; Favor voluntary delivery of Ramsey and Washington County acceptable waste to the R&E Center; and Serve as a five-year transition for designation.

36 Proposed Waste Delivery System Waste Delivery Agreements Available for Ramsey/Washington MSW Incentives to enter into agreements Use of transfer stations Eligible to receive rebates Transfer Stations Contract available to any TS that agrees to transfer a de Minimis amount of contracted tons R&E Board will have a standard transload fee and provide transportation Terms shown in Attachment A, pp

37 How waste is projected to arrive at the R&E Center in 2018 Projected Sources of MSW Blaine Transfer Stations, 7% SKB Malcom, 9% Advanced Saint Paul, 24% Direct to R&E Center, 59%

38 Transfer Station Cost Analysis Currently: ~152,000 tons transferred, $2.67 million; $17.43 per ton Ramsey/Washington and Other County Waste Projected 2018 ~172,000 tons transferred $2.82 million; $16.41 per ton Ramsey/Washington waste only

39 Landfill Agreements Currently three landfills, evenly divided deliveries Not directly related to waste delivery system, but are an important component of operations Important to identify landfills for use in Staff request flexibility to procure landfill capacity Direct negotiations or issuance of an RFP Intent is for standard agreements

40 Item VIII. Request for Proposals for BizRecycling Web Support (pp )

41 Summary A cornerstone of the BizRecycling program. Desire to refresh the site Listening seasons with businesses, BizAware partners, county web teams and technical consultants to their needs and their ideas for site refresh.

42 Key Project Milestones Oct 2016 Anticipated Start Date New site launch and staff training by Dec 31, 2016 Full site developed and launched by Jun 2017 Ongoingmaintenance, testing and hosting Site expansion as new programs and needs emerge such as BizMUD

43 Web Vendor Selection RFP issued 8 Responses Review team applied criteria from RFP 4 Vendors interviewed Panel recommends Mod & Company

44 Website Redesign: Phase 1 Oct. 1 to Dec. 31, 2016 Needs assessment Site development and design so that the new site: Reflects the business community of the counties Easy for users to find what they need (ADA compliance, Spanish, intuitive filtering, mobile) Compelling by incorporating more images, videos and bulleted lists Testing and staff training Launch date: December 31 st

45 Phase 2 Jan. 1 to Jun. 30, 2017 User testing Are businesses finding what they need on the site? Are there elements that could be refined? Deploy new features identified as needed in Phase 1 Training manual development Develop style guide

46 Phase 3 Entire contract term task Analytics and optimization support Hosting Ongoing maintenance Expand site elements as program develops

47 Contract for approval Contract has been reviewed by JLT, attorneys and vendor No changes were made to the RFP identified and approved work scope, timeline and budget. No exceptions were made to the contract terms Contract terms were included in the approved RFP

48 Action Requested: 1. Approve the selection of Mod & Company for website redesign, development, implementation, maintenance and hosting services. 2. Approve an Agreement for website redesign, development, implementation, maintenance and hosting services with Mod & Company, 159 Dousman Street, Saint Paul, MN 55102, for a term of October 1, 2016 through October 1, 2019 with up to two additional one-year contract extensions, at a cost not to exceed $200, Authorize the Chair to execute the Agreement, following approval as to form by the County Attorney.

12 Approval of a New PRESTO Agreement Between York Region and Metrolinx

12 Approval of a New PRESTO Agreement Between York Region and Metrolinx Clause 12 in Report No. 7 of Committee of the Whole was adopted, without amendment, by the Council of The Regional Municipality of York at its meeting held on April 20, 2017. 12 Approval of a New PRESTO