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HomeMy WebLinkAbout20210712 - Utilities Committee Packet ince 1857 - Hastin MINNESQTA?;s Utilities Committee Agenda Monday,July 12,2021 @ 7:00 a.m. Hastings City Hall—Volunteer Room I. Broadband a. Dakota Broadband Board—system plan RFP b. Hiawatha Broadband Communications—infrastructure plans II. Solid Waste a. Dakota County Processing Incentive—potential uses b. Tennis Sanitation—residential solid waste contract Committee: Utilities(*Braucks, Folch,Lund) Topic: Broadband and Solid Waste Meeting Room: Volunteer Room Contact: Dan Wietecha,City Administrator (651)480-2326 *indicates chair of committee Request • r Information Dakota Broadband Board • Systems Plan • Update and Business February1 Dakota Broadband : •. • 1 Third Street • • 55024 Overview and Purpose of the RFI The Dakota Broadband Board (DBB)is interested in updating the existing Systems Plan for its broadband fiber network, and in conducting a business analysis of the current broadband environment in Dakota County. The outcome of the project is expected to inform future operational and policy decisions of the Dakota Broadband Board regarding the use of its broadband fiber network. The purpose of this Request for Information (RFI) is to identify qualified vendors who are interested in assisting the DBB in achieving the anticipated outcome. The DBB expects this process will include meeting with select vendors to have additional in-depth discussions regarding their proposed approach, and also their experience with similar projects in the public sector. At the conclusion of the RFI process, the DBB will consider next steps which may include the issuance of a Request for Proposal (RFP). Dakota Broadband Board: Background The Dakota Broadband Board (DBB)is a Joint Powers Organization created in December 2017 between Dakota County, the Dakota County Community Development Agency (CDA) and the following 10 communities in Dakota County: Apple Valley Burnsville Farmington Hastings Inver Grove Heights Lakeville Mendota Heights Rosemount South St Paul West St Paul As stated in the existing Joint Powers Agreement,the purpose of the DBB is: • To create a high-performance institutional network(I-Net)for the efficient management of physical network assets owned among members (conduit,fiber, etc.), and to enable more efficient and lower cost price agreements for members for a variety of IP-based services • To utilize excess I-Net capacity to enhance business attraction, business retention, and economic development opportunities through the provision of whole access to private sector providers (C-Net) The DBB currently manages over 197 miles of broadband fiber for its members (Exhibit A). It is important to note that the DBB will not be a retail provider of services to businesses and residents in Dakota County. Dakota County(MN) is a part of the seven county Twin Cities Metropolitan Area, and its communities range from urban and suburban in the northern portion of the county to its rural towns and townships in the southern half. Organizational Structure The DBB is governed by a Board that consists of one elected official from each member entity. In addition to the Board,the DBB maintains two additional committees to provide guidance and oversight of its actions. The Technical Advisory Committee is comprised of one staff representative from each member who provides insight on technical/operational decisions and activities. An Executive Committee,whose membership includes the Chair and Vice-Chair of the Board, and the Chair and Vice- Chair of the Technical Advisory Committee, and the Executive Director, provides a key connection between policy and technical decisions. 2 In addition to the existing board and committee structure,daily operations are managed by an Executive Director who also oversees a variety of vendors for network operations and maintenance,as well as fiscal and legal services. Anticipated Scope and Outcomes The DBB Board has identified a number of specific outcomes and deliverables that it would like to see as a result of this analysis. These include: A. Update of the December 2017 C-Net/1-Net Systems and Business Plan that was created by Design Nine(Copies available on the DBB website at: http://www.DBBMN.gov) B. Stakeholder and Community Input a. Understanding of the existing availability and satisfaction level of broadband services for Dakota County stakeholders including: i. Residents (Single family and multi-tenant properties) ii. Employers (Large, Medium, and Small) iii. Healthcare providers iv. K-12 and Higher Education v. Local government and non-profit organizations vi. Private Sector ISPs (Existing service areas and challenges) b. Due to the impacts of COVID-19,the DBB is particularly interested in specific feedback from residents/businesses working from home and distance learning C. Identification of Opportunities for I-Net Expansion a. Evaluation of the existing DBB fiber network capacity and the identification of future routes/projects to benefit member communities and strengthen the network D. Economic Development Opportunities and Community Value a. Identification of strategic steps DBB members can take to further expand economic development opportunities throughout Dakota County b. Examples from other communities who have successfully utilized broadband infrastructure and public/private partnerships to attract and retain businesses E. Models,Structures and Pricing Options for Use of the Network Fiber by Non-Members (C-Net) a. Development of a market analysis for the options available to the DBB to lease excess fiber to non-members, including an acknowledgement of the impact that potential policy decisions by the DBB Board (i.e.availability in unserved/underserved areas of Dakota County only)would have on feasibility including short and long-term viability i. Options, pricing, and recommendations for dark fiber leasing/use ii. Options, pricing, and recommendations for lit fiber leasing/use b. Identification of options/approaches for future public/private partnerships to meet community broadband needs F. Outreach and Communications Strategy a. Development of an ongoing communications/outreach strategy that promotes organizational transparency, efficiency, collaboration 3 General Information The DBB welcomes responses from any qualified vendors who are interested in assisting the organization in achieving its desired outcome. Responses should include the following: A. Vendor history, qualifications, and contact information a. Please include organizational experience with similar projects for public entities as well as individual team member experience in these areas B. A description of the approach you would take to achieve each of the project deliverables and outcomes identified in the RFI (A-F above) C. Expected project schedule and timeline D. Identification of any issues or challenges that you may encounter in order to meet the desired outcomes of the project E. Identification of expected resource requirements that would be necessary to fulfill the DBB's request for this project. Please provide a breakdown of expected resources and pricing necessary for each deliverable, as well as the project as a whole. Responses should be submitted to the DBB at the email/address below. Please submit any questions in advance of the deadline via email. The DBB will accept responses until 5pm (CST)on March 12,2021. Please send responses to: Carah Koch DBB Executive Director Via Email: ckoch@farmingtommn.gov Via Mail:430 Third Street, Farmington MN 55024 4 Exhibit A: DBB Member Fiber September 2020 IL 5 HBC We serve. We connect. We care. HBC Brings 5 Gbps FTTP Residential Service to Hastings For additional information contact: David Dicke — Media/Marketing Manager (507) 474-5884 or ddickea-hbci.com For Immediate Release (05/27/2021) Hastings, MN — Construction has begun on a new high-speed fiber broadband network in Hastings, MN that will provide residents and businesses with access to a next generation, all fiber-optic network. Winona, MN based Hiawatha Broadband Communications (HBC) is building the high- speed fiber network that upon completion, will be capable of delivering speeds of up to 10 Gigabits. The company expects to be delivering its high-speed Internet and Phone services to approximately 1,500 homes on the city's southwestern edge by the end of this year. Hastings is the latest community that will receive access to HBC's fiber network. The company recently completed Fiber-To-The-Premises (FTTP) projects in the cities of Chatfield and Cannon Falls in addition to several smaller rural communities. HBC's relationship with Dakota County and Dakota Electric made expansion into the Hastings community a logical move. "As a company, we have been working with those two entities for the past several years, running fiber to substations and for other applications," said HBC president Dan Pecarina. "With the necessary infrastructure already in place, our decision to grow here was much easier to make." Jim Kronebusch, HBC VP of Technology said HBC will utilizing XGS-PON technology as part of this project. This new technology will allow delivery of the fastest broadband speeds in the area, up to 10 Gigabits. "The best part about deploying fiber optic networks is light has far less limitations than any other medium, such as copper cable," said Kronebusch. "We can deploy 10 Gigabit speeds for upload and download now, however the future is capable of hundreds of Gigabits in both directions with simple updates to the electronics." Leading-edge technology will also be deployed in customer homes allowing them to take full advantage of ultra-fast Internet speeds and management of their home WiFi network. HBC We serve. We connect. We care. "The wireless routers that we deploy in customer's homes are WiFi 6 capable, extremely powerful, highly reliable, and exceptionally versatile," according to Kronebusch. "If needed, our Mesh WiFi extenders will fully cover any size and style of home. Our HBC GigaHome app puts customers in control of their home network, however if assistance is needed, HBC's Wizards Technical Support group can remotely assist with any questions without the need to enter your home. We offer support in ways the Big Box store devices cannot." Many may wonder why expand into a city with an existing service when rural broadband access is needed? Pecarina explains, "There are times that we need to build networks in higher density communities in order to help fund the extremely high cost of rural broadband expansion. HBC currently delivers services to customers in 30 rural communities in southeastern and central Minnesota, with average populations of about 1,500 people. HBC has completed several rural expansion projects over the last several years. Building the network in Hastings with bigger city density, will help us reinvest more funding into rural connectivity. This enables us to bring broadband services to more households allowing for remote learning and working," he said. "We also have an extensive wireless broadband network that is providing a connection for families across southeastern and into central Minnesota and Western Wisconsin." With an emphasis on local service, HBC is currently remodeling an office location in the Hastings Marketplace with a planned opening date of July 1 st. In addition to two customer care representatives, the office will also staff an in-house HBC Wizards Technical Support technician as well as local service technicians. "When our customers call us with an issue or question, they will be not be talking with someone in a call center halfway across the world, they will be speaking with someone who is working in their community or in one of our seven other Southeast Minnesota offices," Pecarina said. HBC has completed several broadband projects over the past year in Dakota County including F-T-T-P networks to an area along Highway 46, and the homes and businesses in Nininger Township and Miesville. -30- ince 1$57 HaMemorandum MINNESOTA To: Utilities Committee From: City Administrator Dan Wietecha Date: July 12, 2021 Item: Dakota County Incentive for Solid Waste Processing Committee Action Requested: Recommend uses of incentive funds to City Council to include in 2021-2022 budgets. Background Information: In late 2019 and 2020, we discussed the possibility of a financial incentive from Dakota County to continue our organized residential solid waste collection and having the municipal solid waste (MSW)processed at the Red Wing Solid Waste Material Recovery Facility. The County has included a $25 per ton incentive in its 2021 budget, and we entered a joint powers agreement in April 2021. Based on the tonnage of MSW in 2020,the incentive would total about $142K Incentive funds must be spent by December 31, 2022. At this time,there is no indication whether Dakota County will extend this funding in future budget years. Under the joint powers agreement,the incentive must be used by the City "to reduce the costs to the payers of solid waste collection services in the City or to implement the solid waste strategies and tactics in the Dakota County Solid Waste Master Plan,or both." Potential Uses: Shared Employee—Hastings, Rosemount, and Farmington have discussed the possibility of hiring a shared employee to coordinate recycling and solid waste activities in the three cities. In Hastings' case, this would free up an existing 0.1375 FTE plus take on new responsibilities coming as a result of Dakota County Ordinance 110. Based on Rosemount's current wage structure,plus benefits and ancillary costs,this position is estimated at $90-95K per year. At the upper end, Hastings' share would be about $32K The existing position already covered by$15K under the Community Waste Abatement Grant and could be eligible for about $5-l OK more with the new Ordinance 110 duties—for sake of estimating, the Community Waste Abatement Grant might cover $22K of Hastings' share of the new position. This would mean using $1 OK of the new Incentive Funds for the first year of the shared position; future years would depend on a continuation of the Incentive Funds or local general fund dollars. Additionally, this would free up about 5-8 hours per week for the Recreation Programming Specialist for programming and other Parks&Rec office support. Since this 0.1375 FTE would no longer be covered by the Community Waste Abatement Grant,the City would need to use about $15K in general fund to cover this change. Special Collection Event—Depending on the amounts and types of waste collected each year, the costs of the City's current annual Spring Clean Up have run about$3-9K,not including staff time. Often these costs have been offset by fees charged of participants. The City could utilize the new Incentive Funds to augment this with more events or targeted clean-ups. Reduce Resident Collection Rates —Based on 2019 -2020 tonnage, Tennis Sanitation has estimated that residential collection rates could be reduced by $2.05 per month($6.15 per quarterly billing) per household. Please note that,at present the City's contract with Tennis expires at the end of this year; however, staff recommends a 3-year extension to the contract. Attachments: • Link to Dakota County Solid Waste Master Plan (2018-2038): htips://www.co.dakota.mn.us/Environment/ReportsStudie s/solid-waste-master- plan/Documents/SolidWasteMasterPlan.pdf • Household Waste Spring Clean Up Historic Totals (2008-2021) Year #Vehicles Shredding Bike Reuse Appliances Construction Debris Tires 2021 alternative n/a n/a 13 drop site promo 2 No event n/a n/a n/a n/a n/a n/a 20191 479 93001bs 21 144 11.59 tons 84 2018 502 5,870 lbs. 53 134 6.99 tons 2.61 tons 2017 460 6,1861bs. n/a 93 9 tons 3.81 tons 2016 515 6,152 lbs. n/a 131 5.1 tons 4.74 tons 2015 533 n/a n/a 113 11 tons 55 20141 532 n/a n/a 105 13 tons 71 2013 698 n/a n/a 155 17 tons 98 No Event n/a n/a n/a n/a n/a n/a 2011 585 n/a n/a 115 14.5 tons 72 2010 576 n/a n/a 127 12.75 tons 54 20091 351 n/a n/a 76 8.5 tons 85 20081 715 n/a n/a 154 19 tons 133 HHW Spring Clean up -Historical Totals Carpet Mattresses Misc.Trash Hazardous Waste lbs. Electronics Gallons Oil n/a 55 16 Recycling Zone promo RZ promo drop site prom n/a n/a n/a n/a n/a n/a 2,200 lbs. 184 22.5 tons 14,864 20,0001bs. 220 2,919 lbs. 149 28.24 tons 28,828 21,071 lbs. 265 n/a 85 18.92 tons 36,439 20,753 lbs. 235 n/a 20 22.31 tons 44,719 35,0001bs. 200 n/a 105 21 tons 52,900 32,3161bs. 1,600 n/a 95 22 tons 36,281 30,000 lbs 350 n/a 158 29.75 tons 28,500 45,2281bs 425 n/a n/a n/a n/a n/a n/a n/a 127 25.25 tons 25,993 50,0001bs 345 n/a 89 23.5 tons 31,125 55,0001bs 600 n/a 38 15.75 tons 22,133 385 pieces 200 n/a 77 19.30 tons 38,200 1,438 pieces 350 Engine Reuse Flourescent Bulbs lbs Expense(Tennis) Revenue(residents) 5 Recycling Zone Prom n/a n/a n/a n/a n/a n/a 72 272 9,194.88 7,393 n/a 554 4,270.99 7,389 48 680 4,473.18 4,560 n/a 700 4,758.77 5,601.69 n/a 310 3,413.52 5,169 n/a 900 3,782.10 4,232 n/a 1,447 3,224.30 4,331 n/a n/a n/a n/a n/a 784 4,078 n/a 844 4,345 n/a 838 5,617 n/a 1,195 12,376 HHW Spring Clean up- Staffing Employees #of StaffNolunteers City of Hastings Employees 25 -30 Dakota County Employees nine- 12 Veolia Employees(HW) 15 Dynamic Employees 6 Tennis Employees 12 ince 1$57 HaMemorandum MINNESOTA To: Utilities Committee From: City Administrator Dan Wietecha Date: July 12, 2021 Item: Tennis Sanitation Contract Committee Action Requested: Recommend City Council extend contract for 3 years, through December 2024. Background Information: In a series of contracts since January 2013,the City of Hastings has contracted with Tennis Sanitation for exclusive residential solid waste collection. The current three-year contract runs January 2019 through December 2021;this contract was the result of a request for proposals bidding process during 2018. It includes a provision to renew it for up to two, 3-year extensions through December 2027. This exclusive contract is defined as "organized collection"under state law. According to the Minnesota Pollution Control Agency (MPGA),there can be several advantages to having organized collection: • The price paid by households in an organized collection system is generally lower for similar service levels than in an open collection system due to increased efficiencies from serving every household in the community. • Limiting the number of solid waste collectors allows cities to decrease the impacts of increased truck traffic, including the potential for added street maintenance costs, vehicle noise and emissions, fuel consumption, and vehicle accidents. • Cities have greater ability to manage solid waste collection and can establish service requirements. • Standardized service makes public education easier. • The ability to seek requests for proposals on a regular basis helps lower costs.