This Meeting Can Be Accessed Remotely by Joining Via Zoom

Address: Mayor: 1245 W Highway 96 David Grant Arden Hills MN 55112

Phone: Councilmembers: 651-792-7800 Brenda Holden Special City Council Work Fran Holmes Session Website: Dave McClung www.cityofardenhills.org Steve Scott Agenda July 23, 2020 5:30 p.m. City Hall City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. This meeting can be accessed remotely by joining via Zoom

To join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser):https://us02web.zoom.us/j/83939069661

This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. AGENDA ITEMS

1.A. North Suburbs Youth Coalition For Justice Presentation Gaedy Bindoula

Documents:

MEMO.PDF

1.B. HVAC Project Update Paulson & Clark

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF

1.C. Concept Plan Review – Old Snelling Mike Mrosla, Community Development Manager/City Planner

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF

1.D. Communications Discussion Dawn Skelly, Communications Coordinator

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF

1.E. Multi-Function Copy Machine Proposal Dave Perrault, City Administrator

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF

2. COUNCIL/STAFF COMMENTS

ADJOURN Address: Mayor: 1245 W Highway 96 David Grant Arden Hills MN 55112

To join the Zoom Meeting via your computer, click this link (or copy and paste it into a new browser):https://us02web.zoom.us/j/83939069661

This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. AGENDA ITEMS

1.A. North Suburbs Youth Coalition For Justice Presentation Gaedy Bindoula

Documents:

MEMO.PDF

1.B. HVAC Project Update Paulson & Clark

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF

1.C. Concept Plan Review – Old Snelling Mike Mrosla, Community Development Manager/City Planner

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF

1.D. Communications Discussion Dawn Skelly, Communications Coordinator

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF

1.E. Multi-Function Copy Machine Proposal Dave Perrault, City Administrator

Documents:

MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF ATTACHMENT E.PDF

2. COUNCIL/STAFF COMMENTS

ADJOURN AGENDA ITEM – 1A

MEMORANDUM

DATE: July 23, 2020

TO: Honorable Mayor and City Councilmembers

FROM: Dave Perrault, City Administrator

SUBJECT: North Suburbs Youth Coalition for Justice Presentation

Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A

For Council Consideration

Members of the community that organized the recent Awaken the Suburbs event that took place between Shoreview City Hall and Arden Hills City Hall will be presenting to the Council.

Background

N/A

Budget Impact

N/A

Attachment

N/A

AGENDA ITEM – 1B

MEMORANDUM

DATE: July 23, 2020

TO: Honorable Mayor and City Councilmembers

FROM: Dave Perrault, City Administrator

SUBJECT: HVAC Replacement Update

Budgeted Amount: Actual Amount: Funding Source: $350,000 $360,200 Equipment/Building Fund

For Council Consideration

Council may direct staff on moving forward with one of the recommended options for HVAC replacement and upgrade.

Background

The City Council approved a proposal with Paulson and Clark to handle the design and construction administration for replacing cooling and heating equipment at City Hall, their recommendations can be found in Attachments A and B. The Council previously received information from Johnson Controls on their recommendations, costs, etc., the previous memo is attached for reference (see Attachment C). A representative of Paulson and Clark will be available to walk the Council through their recommendation and answer any questions.

In summary, Paulson and Clark is recommending replacement with like equipment for both the cooling and heating equipment, they did not feel a chiller was needed nor did they come across any issues regarding manufacturer’s warranties or operational concerns. Paulson and Clark will also comment on next steps and timing of the project.

Budget Impact

The project is budgeted in total at $350,000, the contract with Paulson and Clark is for $46,200, leaving $303,800 for the equipment and installation. Paulson and Clark are estimating $304,000 for the equipment and installation as recommended; staff would recommend Council consider the duct work and unit heater replacement at $5,500 and $4,500, respectively. Should Council move forward with the aforementioned items the total cost of the project would be $360,200, $10,200 over what was initially budgeted; however, there is a $20,000 contingency built in for general construction work, so the project may still come in at or under budget.

Attachment

Attachment A: Paulson and Clark Mechanical Assessment Attachment B: Paulson and Clark Recommendations and Pricing Attachment C: Johnson Controls Memo February Work Session

2020

Arden Hills City Hall Mechanical Assessment

Address: 1245 Hwy 96 W Arden Hills, MN 55112 Arden Hills City Hall Mechanical Assessment 2020

Table of Contents Introduction ...... 3 Domestic Water Heating Systems...... 3 Hydronic Heating Systems ...... 4 Direct Expansion Cooling Systems ...... 5 Ventilation Systems ...... 6 Auxiliary Heating Systems ...... 8 Conclusions and General Recommendations ...... 9 Disclaimers ...... 10

Prepared by:

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Arden Hills City Hall Mechanical Assessment 2020

Introduction

The Arden Hills City Hall was built in 2000. The building is approximately 17,000 square feet with a partial basement and partial second floor. The main floor houses city offices and the council chambers. The upper floor has offices while the basement has a community room, storage and mechanical spaces. The scope of the project includes the building HVAC systems and Domestic Hot Water Heater. The following observations were made on June 12, 2020.

Domestic Water Heating Systems

The main building domestic hot water heater is a State model SBF75120NE gas-fired tank-type commercial water heater located in the boiler room. The water heater appears to be original to the building. The water heater appeared to be in fair condition with some small amounts of rust forming. Based on the age, the water heater is near the end of its expected life and should be replaced.

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Arden Hills City Hall Mechanical Assessment 2020

Hydronic Heating Systems

The building has a hydronic hot water heating system. Heating hot water is provided by two Slant Fin Caravan GG 350 MBH boilers. The boilers are gas fired and are original to the building. Their estimated combustion efficiency is about 83%. There was some rust forming on the burners and several repairs done over the past few years. These cast iron boilers can have a 30-35-year life. But given the age, appearance and number of repairs, they are probably near the end of their expected life.

The hydronic heating hot water system has (2) Bell & Gossett Series 60 circulation pumps. Pump #1 appears to be original to the building while Pump #2 appears to have been replaced in 2015. Pump #1 was in fair condition and near the end of life. Pump #2 is in good condition with around 10 years of expected life remaining.

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Arden Hills City Hall Mechanical Assessment 2020

Direct Expansion Cooling Systems

The building has (3) air cooled condensing units serving the (3) building air handling units. All (3) units are original to the building. All run on R-22 refrigerant, which is no longer legal to manufacture or import. It is now only available as a recycled or reclaimed product. All units are beginning to rust and have damage condenser coils. All have had extensive repairs over the past few years. Given the age and condition, all are near the end of their expected lives.

1. ACCU-1 is a Trane RAUCC25, 25 Ton air cooled condensing unit, serving AHU-1.

2. ACCU-2 is a Trane TTA120, 10 Ton air cooled condensing unit, serving AHU-2.

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Arden Hills City Hall Mechanical Assessment 2020

3. ACCU-3 is a Trane TTA120, 10 Ton air cooled condensing unit, serving AHU-3.

Ventilation Systems

The building is served by (3) Trane M-Series Modular air handling units. Each AHU consists of a supply fan, DX cooling coil, hot water heating coil, filter section, air blender and return air mixing box.

1. The main city administration area is served by AHU-1, Trace model MCCA017. Overall, the unit is in good condition with no rust or corrosion on the exterior or interior casing. The heating coil and supply fan were also in good condition. The DX cooling coil appeared to have a fair amount of buildup from condensate draining off it over the years.

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Arden Hills City Hall Mechanical Assessment 2020

2. The Council Chambers are served by AHU-2, Trace model MCCA006. Overall, the unit is in good condition with no rust or corrosion on the exterior or interior casing. There were a couple dents in some of the exterior panels but nothing that appeared to affect the unit performance. The fan, heating coil and cooling coil all appeared to be clean and in good condition.

3. The Lower Level Community room is served by AHU-3, Trace model MCCA006. Overall, the unit is in good condition with no rust or corrosion on the exterior or interior casing. Similar to AHU- 2, there were a couple dents in some of the exterior panels but nothing that appeared to affect the unit performance. The fan, heating coil and cooling coil all appeared to be clean and in good condition. The fan motor appeared to have been recently replaced.

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Arden Hills City Hall Mechanical Assessment 2020

Several inline fans were observed. All appeared to be in good condition with 5-10 years expected life remaining.

There are several variable air volume boxes with hot water reheat coils installed. All the observed boxes and coil were in good condition with at least 5-10 years expected life remaining.

Most of the observed ductwork & insulation were in good condition. There was some damaged insulation on a combustion air duct in the mechanical room. There was also a piece of return duct in the basement where the internal lining had fallen and was obstructing the duct.

Auxiliary Heating Systems

There were (2) hot water cabinet unit heaters in the building, at the main and employee entrances. Both appeared to be in good condition with at least 5-10 years expected life remaining.

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Arden Hills City Hall Mechanical Assessment 2020

Only one hot water unit heater was observed, in the Basement mechanical room. The unit was in poor condition with a dirty coil and rust beginning to form on the exterior. The unit was running at the time of the site observation indicating some issue with the controls. Given the condition, the unit heater is at the end of its expected life.

Several segments of hot water fin tube radiation were observed. All appeared to be in good condition with ample life remaining.

Conclusions and General Recommendations

1. The water heater is at the end of its expected life and should be replaced. 2. The boilers are near the end of their expected life and should be replaced, especially given the recent increase in maintenance & repairs required. The heating water pumps should also be replaced as (1) is near the end of its expected life. 3. The air-cooled condensing units are near the end of their expected life and should be replaced, especially given the recent increase in maintenance & repairs required. 4. The existing air handling units were generally in good condition with some expected life remaining. The cooling coils & refrigerant piping should be replaced if the condensing units are replaced since the new units would be running on a different refrigerant. 5. The general ventilation fans, VAV boxes, cabinet unit heaters & fin tube were all in good condition with some expected life remaining. 6. The unit heater in the mechanical room is at the end of its expected life and should be replaced. 7. The damaged lining in the return duct for AHU-3 should be replaced.

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Arden Hills City Hall Mechanical Assessment 2020

Disclaimers

1. The opinions stated in this report are based on limited visual observations only. No physical testing was performed, no equipment was disassembled and no calculations, other than as indicated in the report, have been made to determine the adequacy of the systems or their compliance with accepted building code requirements. No warranty expressed or implied as to the condition of the equipment or structures is intended. 2. The following services and responsibilities are specifically excluded from this report: a. Discovery, testing, monitoring, clean-up or neutralization of pollutants and hazardous substances. b. Determinations or advertisement related to the existence or proportion of asbestos or lead paint, or the modification, installation, abatement, or removal of any product, material, or process containing asbestos or lead paint. c. Compliance with current ADA standards/requirements.

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RECOMMENDATIONS - MECHANICAL

Domestic Water Heater Replacement - Recommended $28,000 • Replace existing water heater with new direct vent high efficiency (96%) water heater. Provide new flue & intake piping. Reconnect to existing gas and domestic water piping.

Boiler Replacement - Recommended $86,000 • Replace existing boilers with new direct vent high efficiency (94%) boilers. Provide new flue & intake piping. Modify existing heating water piping. Provide new main heating water pumps. Reconnect to existing gas and domestic water piping.

Unit Heater Replacement $4,500 • Replace existing hot water unit heater in mechanical room. Connect to existing hot water piping.

Cooling System Replacement – Option 1 (DX/Coil Replacement) - Recommended $190,000 • Replace existing air-cooled condensing units in their current locations with new. Provide new cooling coils & refrigeration piping. Existing air handling units to remain. AHU cooling coil section to be modified to accommodate new coil. Existing refrigerant piping to be demoed.

Cooling System Replacement – Option 2 (DX/AHU Replacement) $335,000 • Replace existing air-cooled condensing units and existing air handling unit in their current locations with new. Provide new refrigeration piping. Existing refrigerant piping to be demoed. AHUs to be connected to existing ductwork and heating water piping.

Cooling System Replacement – Option 3 (Chiller/Coil Replacement) $235,000 • Replace existing air-cooled condensing units with new air-cooled chiller. Provide new chilled water piping, pumps & specialties. Provide new chilled water coil. AHU cooling coil section to be modified to accommodate new coil. Existing refrigerant piping to be demoed.

Cooling System Replacement – Option 4 (Chiller/AHU Replacement) $381,000 • Replace existing air-cooled condensing units with new air-cooled chiller. Provide new chilled water piping, pumps & specialties. Replace existing air handling unit with new. Existing refrigerant piping to be demoed. AHUs to be connected to existing ductwork and heating water piping.

Duct Liner Replacement – (AHU-3) $5,500 • Replace damaged liner in AHU-3 return ductwork.

Notes: • Cooling System estimates (options 1-4) include electrical costs and $20k allowance for general construction (additional chases, ceiling work, etc.) • New control work for replaced equipment only. • The efficiency gains with the chiller resulted in approx. $1,500 per year in electrical costs resulting in a 30- year ROI between option 1 & 3. AGENDA ITEM – 1G

MEMORANDUM

DATE: February 18, 2020

TO: Honorable Mayor and City Councilmembers

FROM: Dave Perrault, City Administrator

SUBJECT: HVAC Discussion

Budgeted Amount: Actual Amount: Funding Source: $350,000 $243,000 - $470,109 Building/Equipment Fund

For Council Consideration

The City Council should consider providing further direction regarding replacement of the City’s current cooling system; also for consideration is the option of replacing the current heating system.

Background

The City Council received a presentation from Johnson Controls regarding their review of the City’s cooling and heating system at its November work session in 2019. That memo and presentation are attached for reference (see Attachment A). At that meeting, Johnson Controls presented three options and the chart below illustrates the differences in pricing. Option A was recommended as the most efficient and reliable equipment; Option B utilizes similar equipment to our current system but includes relocating the equipment to the rear of the building to address any equipment warranty concerns; and Option C entails replacing our current set up with similar equipment in the same location (Option C would void equipment warranty due to the length of piping from the outdoor equipment to the utility room, approximately 225 to 250 ft, recommended is less than 200 ft).

Option Equipment Type Cost Notes Option A Chiller System $353,898 New style of equipment, no need to relocate equipment, RECOMMENDED Option B Condensing Units $335,825 Similar to existing equipment, relocate equipment to rear of building Option C Condensing Units $243,111 Similar to existing equipment, no relocation required, NOT RECOMMENDED

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Johnson Controls also noted that the City’s heating system is approaching end of life (approximately 20 years) and maintenance costs have been similar to the A/C costs. A proposal for replacement of the heating system was also included, see below for pricing. If the projects were done concurrently the City could expect approximately 5% savings on the project due to the economies of scale of having both projects done at once. The proposed boilers are high efficiency boilers, a lower cost option could be available but at a reduced efficiency rating (pricing is unknown, but it could be included in any final proposals).

Option Equipment Type Cost Notes Heating High Efficency Boilers $140,954 Remove water heater, high efficency boilers, eligible for Xcel rebates

For illustrative purposes, the breakdown of costs for the Chiller and Boiler replacement from Johnson Controls was about 11% for design, 29% for HVAC equipment, 7% for HVAC controls, 24% for installation material and labor, and 29% for subcontractor work.

The City could pursue either option independently or together.

At the work session it was noted Johnson Controls is part of Sourcewell, formerly known as the National Joint Powers Alliance, which meets all of the bidding requirements for state purchasing guidelines. This means the City could award this project directly to Johnson Controls.

The City Council directed staff to research other options regarding replacement of the equipment. Staff reached out to Harris Controls, Metropolitan Mechanical Contractors (MMC), and Air Mechanical. MMC was the only company to provide another proposal and staff can speak to this proposal at the work session. MMC is not part of a purchasing cooperative, and the City could not award this contract directly to MMC.

Following discussion with the City Council, if the City Council decides to move forward with Johnson Controls, the City can bring forward necessary approvals to a future Council meeting. If the proposal from Johnson Controls is not acceptable, the City would likely need to hire an independent mechanical engineer to review the City’s current system and create design documents for bidding. As this project is likely to exceed the State’s bidding threshold of $175,000, the City would need to put this project out for bid following normal project bidding rules, unless it were to negotiate with a company that is a part of cooperative purchasing agreement.

Staff did reach out to HGA, the firm that did the City’s needs assessment in 2017, as they could put together the design plans for the City. An estimate of the cost for the design was between $19,500 and $57,500 depending on recommended changes (this proposal was based on two parts, $17,500 for the initial consultation and evaluation, and between $2,000 and $40,000 for the design documents). If the City were to consider hiring an independent contractor, we are not obligated to use HGA, but their proposal gives an idea of the expected cost for an independent design.

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For the timing of this project, Johnson Controls may still be able to complete the project this year. If the City were to delay and seek an independent contractor, the project would likely take place in 2021.

Johnson Controls will not be present for the discussion and staff will field questions as they are able, but technical questions may need to be postponed if Council would like to have Johnson Controls present for a future meeting or pursue another firm’s services.

Budget Impact

The City currently has $350,000 budgeted for this project in the Equipment Building Replacement Fund. Depending on the solution the Council moves forward with, the project may range between $243,000 and $470,109. The anticipated balance of the Equipment Building Replacement Fund at the end of 2020 is $(29,555) (this includes the $350,000 budgeted for HVAC replacement), and the projected ending balance of the fund in 2024 is $499,445. The fund could absorb expenditures for this project based on current projections. The main source of revenue for this fund is transfers from the Utility Funds and a tax levy of $50,000.

Attachment

Attachment A: November 18, 2019 Work Session Memo and Johnson Controls Proposal

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AGENDA ITEM – 1C

MEMORANDUM

DATE: July 23, 2020

TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator

FROM: Joe Hartmann, Associate Planner Mike Mrosla – Community Development Manager/City Planner

SUBJECT: Planning Case: 20-015- Subdivision Concept Plan Review Applicant: Nathan Fair Property Address: 4370 Snelling Avenue N Request: Concept Plan Review

Budgeted Amount: Actual Amount: Funding Source: NA NA NA

The Concept Plan Review process is an opportunity for the City Council to provide comments and questions regarding proposed developments. A concept review is considered advisory and is nonbinding to the City and Applicant (Section 1320.14, Subd 4 of the Zoning Code). A formal application will be subject to the full review process, including a public hearing with Planning Commission and City Council review. The Applicant is seeking feedback from the City Council on a concept plan.

Background

Nathan Fair on behalf of Landmark of Minnesota (“Applicant”) has submitted an application for a Concept Plan Review of a proposed subdivision of 4370 Snelling Avenue. The Applicant is proposing to construct four (4) single family detached dwellings on the approximately 55,900 square foot Subject Property. The property is zoned R-1 Single Family Residential and is guided as Low Density Residential Use (LDR) on the 2040 Land Use Plan.

Concept Plan Proposal

Existing Conditions The Subject Property is currently the site of a single family detached home with two accessory units located on a single parcel. The Subject Property has access to Snelling Avenue on the west side of the property. The Subject Property is 1.28 acres according to Ramsey County data.

City of Arden Hills City Council Work Session for July 20, 2020 P:\Planning\Planning Cases\2020\20-015 4370 Snelling Avenue CP, PP, PUD, RZ, FP\CC Packet\Council CP

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Proposal: The Applicant is proposing to split the existing lot into four separate parcels each with their own driveway access connected to a private drive that runs along the south of the property. The proposal calls for the Applicant to develop two stormwater ponds on located on the north side of the parcel to assist with water quality and quantity.

Discussion

Comprehensive Plan The Arden Hills 2040 Comprehensive Plan Land Use Chapter lists the density of dwellings per acre suitable for each residential district. The Land Use Plan defines the Low Density Residential (LDR) district where the Subject Property is located with a density range of 3 to 5 units per acre. The Applicant is proposing to build 4 units on approximately 1.28 acres of land, which would equate to 3.2 units per acre, meeting the requirements of the Comprehensive Plan.

Zoning – Flexibility requested The Subject Property is currently zoned R-1, “Single Family Residential District” and has a maximum density of three (3) units per acre of land. The Applicant is proposing 3.2 units per acre, which exceeds the R-1 density standards. The R-2, “Single and Two Family Residential District” has a maximum density of two (2) to five (5) units per acre. The proposed density would require the Subject Parcel to be rezoned to R-2 to meet the density requirements.

City of Arden Hills City Council Work Session for July 20, 2020 P:\Planning\Planning Cases\2020\20-015 4370 Snelling Avenue CP, PP, PUD, RZ, FP\CC Packet\Council CP

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Subdivision Ordinance - Flexibility requested Code Section 1130.03, Subd. 14 states that, “Private streets shall not be approved nor shall public improvements be approved for any private street. Private streets may be permitted in planned unit developments.” The Applicant’s subdivision approval would require an application for a Planned Unit Development due to this clause and due to the flexibility requested.

Minimum Lot Requirements – Flexibility Required The table below shows that the four (4) proposed lots would all meet the minimum lot size and length requirements. The minimum lot area permitted in the R-2 District is 11,000 square feet. The minimum width allowed is 85 feet, and the minimum length allowed is 120 feet. The Applicant would require some flexibility to meet the minimum width of three out of the four (4) proposed lots.

Lot Zoning Code Total Lot Area (Square Feet) Width (Feet) Depth (R-2 District) (Feet/Minimum Depth Shown) District standard 11,000 85 120 1 12,329 88 140 2 11,205 80 140 3 11,205 80 140 4 13,686 80.5 170

City of Arden Hills City Council Work Session for July 20, 2020 P:\Planning\Planning Cases\2020\20-015 4370 Snelling Avenue CP, PP, PUD, RZ, FP\CC Packet\Council CP

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Approvals required

The proposed land use application would require the following approvals:

• Site Plan, Preliminary and Final Plat • Rezoning to R-2 District • A Planned Unit Development (PUD) is required for private drives. In addition, a PUD is use and for performance standard flexibility (at a minimum, density, minimum lot area per unit and building height).

The table below provides the performance standards for the R-1 and R-2 District and the preliminary analysis for the proposed development (Bold and italic items require flexibility):

District Provisions R-1 Standards R-2 Standards Applicant Proposal Minimum Lot Area per Unit 14,000 sq. ft. 11,000 sq. ft. 11,200-13,686 sq. ft. Minimum Lot Width 95 ft. 85 ft. 80 - 88 ft. Minimum Lot Length 130 ft. 120 ft. 120-170 ft. Maximum Building Height 35 ft. 35 ft. Unable to Determine Maximum Floor Area Ratio 0.3 0.3 Unable to Determine Maximum Structure Coverage 25% 25% Unable to Determine Minimum Landscape Lot Area 65% 65% Unable to Determine Unit Per Acre/Density 1-3 units/acre 2-5 units/acre 3.2 units/acre Lots 1-3 - 25 ft. and Lot 4 - 9 ft. from Minimum Front Yard Setback 40 ft. 40 ft. eastern prop. or 20 ft. from southern Minimum Rear Yard Setback 30 ft. 30 ft. 30 ft. Minimum Corner Yard Setback 40 feet 40 feet Requesting Flexibility for 20 ft. 10 feet (min)/25 feet 5 feet (min)/15 feet Minimum Side Yard Setback 7.5 ft. (min)/15 ft. (total) (total) (total)

Council Discussion Items

The following are some items the Council may want to discuss. 1. Density a. Rezoning from R-1 to R-2 2. Setback flexibility 3. Lot width flexibility 4. Other items as determined by Council.

Budget Impact

Attachments

A. Location Map B. Concept Site Plan

City of Arden Hills City Council Work Session for July 20, 2020 P:\Planning\Planning Cases\2020\20-015 4370 Snelling Avenue CP, PP, PUD, RZ, FP\CC Packet\Council CP

Page 4 of 4 Location Map

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Disclaimer: This map is intended for reference purposes only and is not a legally recorded map or survey. The City of Arden Hills shall not be liable for any damages or claims that arise due to accuracy, availability, use or misuse of the information herein pursuant to MN Statute 466.03 Subd 21.

AGENDA ITEM – 1D

MEMORANDUM

DATE: July 23, 2020

TO: Honorable Mayor and City Councilmembers

FROM: Dave Perrault, City Administrator Dawn Skelly, Communications Coordinator

SUBJECT: Communication Priorities Discussion

Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A

For Council Consideration

Council should consider whether the Communications Coordinator position is being fully utilized at this time, based on discrepancies between the position description as it was approved, and the current communication coordinator’s duties and role. Council may wish to further clarify the responsibilities within the PD and role in carrying out those responsibilities.

Background

At a meeting earlier this year the Personnel Committee requested a discussion on the City’s communications priorities and where the Communications Coordinator focus should be. The Communications Coordinator position was approved by the City Council in 2017 following discussion that began at the City Council’s strategic planning session. At the time it was a novel position for the City, the approved job description is attached (see Attachment A). Prior to having a Communications Coordinator the City relied on a volunteer committee to draft newsletter articles and existing staff for website/social media updates. Since the Communications Coordinator started, they have taken the newsletter in-house, facilitated a website upgrade, webpage maintenance, taken on social media/website messaging, and acted as the point person for the annual State of the City address (amongst other tasks).

As the position has been around for approximately three years, Council may want review the position and discuss their general thoughts on if communication priorities are well focused or discuss what is going well and what is not relating to communications. In early 2018 the Communications Coordinator did ask Council to rank their priorities, at the top of the list were the Admin Update (this is still coordinated by the City Clerk), Newsletter, Website Redesign; towards the bottom of the list were digital storytelling, an annual report, and a new resident guide.

Council may find it helpful to see where the Communications Coordinator’s time is currently being allocated (see Attachment B). The attached breakdown is based on actual hours worked by the position and shows the percentage of time on different work tasks. The breakdown is not reflective of PTO taken or holidays, the position is currently a twenty-five hour per week position.

Following the discussion at tonight’s meeting, the Council, at a subsequent meeting, may want to further discuss communication related items, such as:

-The Communications Committee and its role -The newsletter process -How does the Council see this role evolving? -Future communications goals, objectives, metrics, etc.

Budget Impact

N/A

Attachment

Attachment A: Communications Coordinator Job Description Attachment B: Communications Coordinator Work Allocation

CITY OF ARDEN HILLS POSITION DESCRIPTION

Position Title: Communications Coordinator Department: Administration Accountable to: City Administrator Positions Supervised: None Status: Part-time 20 – 25 hours per week May 2017 PRIMARY OBJECTIVES The Communications Coordinator is responsible for writing and coordinating day-to-day communications and marketing activities on behalf of the City of Arden Hills to City Departments, other governmental organizations, media outlets, community groups and citizens. This position will be responsible for the writing, design, and compilation of the City’s Newsletter. The Communications Coordinator will be responsible for writing and appropriately disseminating information regarding routine civic activities and large scale projects, such as, the TCAAP redevelopment project. The position will apply professional principles and judgment to assist with planning, leadership, operations and administration of the branding, marketing, and communications for the City of Arden Hills.

QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS OF THE POSITION Coordinate the City’s print, digital, cable, and web services to meet the goals, objectives, and timelines of the City Council and departments.

Create, write, and maintain consistent communications material to ensure uniformity in internal and external City communications including but not limited to the City’s Newsletter.

Write, copy, coordinate, and update the City’s website as needed to ensure up-to-date information is being distributed as required.

Ensure the City is compliant with Federal, State, and Local laws relating to the City’s communication to include website accessibility for individuals with disabilities (Section 508).

Assist in the development and implementation of the City’s communication plan to include routine and ad hoc communications.

Coordinate between City Departments to compile the City’s Newsletter, official mailings, and press releases.

Respond to media inquiries at the direction of the City Administrator or responsible Department Head.

Assist the Community Development Department in creating, writing, and distributing information regarding the State of the City, open houses, and other informational events put on by the City.

Lead the communications effort surrounding large projects, specifically, the TCAAP redevelopment project while working with outside parties (other government agencies, real estate development firms, etc.) to ensure a clear and consistent message is presented by the City.

Manage the City’s social media presence to include Facebook, Twitter, and YouTube etc.

Other duties as assigned.

EDUCATION and/or EXPERIENCE Bachelor's degree with coursework in communications, journalism, public relations, business administration or equivalent combination of education and experience. Master’s degree preferred.

Minimum of three to five years experience in a communications role.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the modern principles, practices, and methods involved in planning and implementing a communications program. Practical knowledge of information dissemination, graphic design, and media creation, such as, press releases, internal memos, and content layout. Skilled in desktop publishing, modern office equipment, web maintenance, and related software. Excellent writing skills. The ability to collaborate with other departments and take the lead on special projects.

PHYSICAL DEMANDS This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, using hands to finger, handle or feel and repetitive motions, frequently requires speaking or hearing and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

SPECIAL REQUIREMENTS Valid driver's license.

SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

CITY OF ARDEN HILLS IS AN EQUAL OPPORTUNITY EMPLOYER ______NON-DISCRIMINATION POLICY The City of Arden Hills does not discriminate on the basis of handicapped status in the admission or access to or treatment or employment in its programs and activities. ______

April May

Category Allocated Time Category Allocated Time Categories: Admin 16% Admin 20% Admin – staff meetings, training, general administrative work, etc. Newsflash/Social Media 23% Newsflash/Social Media 20% Newsletter 21% Newsletter 30% Newsflash/Social Media – sending relevant City updates via newsflash, Special Projects 30% Special Projects 12% Facebook, Twitter, etc. Website Updates 10% Website Updates 17%

Newsletter – all time spent working Total 100% Total 100% on the City’s newsletter

Special Projects – all work relating to June Total COVID-19 updates and the LJFD Category Allocated Time Category Allocated Time Station Search Admin 28% Admin 21% State of the City – Preparing for the Newsflash/Social Media 23% Newsflash/Social Media 23% Annual State of the City Address Newsletter 19% Newsletter 23% Website Updates – updating and Special Projects 3% Special Projects 15% maintaining the City’s webpages State of the City 16% State of the City 6% Website Updates 11% Website Updates 12% Total 100% Total 100%

Note: these breakdowns are based on actual time worked, these breakdowns do not reflect PTO/Holidays taken. The Comms. Coordinator is a 25 hour per week position. AGENDA ITEM – 1E

MEMORANDUM

DATE: July 23, 2020

TO: Honorable Mayor and City Councilmembers

FROM: Dave Perrault, City Administrator Jolene Trauba, Deputy City Clerk

SUBJECT: Multi-Function Copy Machine Proposal

Budgeted Amount: Actual Amount: Funding Source: $1,429.50 (monthly) TBD Multiple Funds

For Council Consideration

The Council may consider providing feedback on multi-function copy machine proposals.

Background

The City’s current multi-function five-year copy machine lease with Canon Solutions expires September, 2020. Staff requested proposals from four companies: Canon Solutions, Loffler, Marco and Metro Sales. (Roseville IT is familiar with these companies as they generally service the other cities in Metro I-net.) All four companies provided proposals for either a buy or lease option, with Loffler and Metro Sales providing proposals for two separate machines.

Staff reviewed copy machine needs and requirements and requested that the proposals for a new machine include: -60+ pages per minute in B&W and color -Single-pass document feeder -Post-Script and PCL printing -Printing up to 11” X 17” -Tab Printing Capability -Media capability from 20lb bond up to 100lb cover -Paper capacity up to 4.000 11” X 17 sheets -Stapler function -Ability to send/receive faxes -Ability to scan documents to email -Surge Protector -Delivery, Install & Training included in price -Minimally 8 extra hours of engineer/post-sales support to debit from over term of contract

All of the proposals met the requirements, but pricing varied (see Attachment A). Each company’s purchase options include the same maintenance agreement as the lease. Maintenance agreements provide for maintenance, toner, parts, and labor in the rates. All proposals include delivery, installation, initial supplies and training.

Below is a breakdown of the total five year cost and monthly cost for each proposal, this includes the lease or purchase option and the maintenance agreement:

Company Five Year Purchase Option Purchase Monthly Cost Five Year Lease Option Lease Monthly Cost Canon $ 41,109 $ 685 $ 50,280 $ 838 Loffler A $ 30,834 $ 514 $ 33,230 $ 554 Loffler B $ 32,068 $ 534 $ 34,161 $ 569 Marco $ 27,916 $ 465 $ 30,391 $ 507 Metro Sales A $ 45,769 $ 763 $ 47,820 $ 797 Metro Sales B $ 35,247 $ 587 $ 36,540 $ 609

When considering leasing versus purchasing, leasing is the more expensive option; however, leasing may be more attractive as the payments are spread out over five years and there is not the initial cash outflow associated with purchasing a new machine. If the City were to purchase a new machine, it can expect it to last approximately five to seven years; there may be some residual value left in the machine at the end of its useful life but it is unclear what that would be and what the associated costs would be to dispose of the machine.

The true cost of the City’s current machine from June 2015 through June 2020 (5 years and 1 month) has been $95,099 or $1,559 monthly. Of the $95,099, $87,200 was for the lease and maintenance agreement, $7,436 was for printing overages, and $463 were miscellaneous fees.

For the last two years, the monthly black and white copy volume averaged 12,000 copies, we estimate an average of 5,800 color copies per month. Also, for the last two years, we have incurred 17 service calls on the machine; service calls are covered under the maintenance agreement and we do not incur any additional costs for these.

The proposal from Marco was the least expensive for both purchase and lease, with a five year total cost at $27,916 and $30,391, respectively. Marco is the company that Roseville IT uses for their printing/copy services, and has been generally satisfied. Staff would recommend Council directing staff to bring forward a proposal with Marco for formal approval at a City Council meeting. If Council is agreeable to this, Council should consider whether or not it is interested in purchasing or leasing a machine.

Budget Impact

The City’s current lease is budgeted at $1,429.50 per month, all of the options proposed have a less expense option to lease, and are less expensive to purchase when amortized over 60 months. Should the City choose Marco as the preferred option, the City can expect to save approximately $930 per month, or $56,000 over the course of five years.

There are not sufficient funds in the 2020 budget to cover the upfront purchase price of any of the copiers. If the City were to purchase the Marco copier, it would need to utilize approximately $8,500 - $9,000 of fund balance to cover the difference between the purchase price and the savings of the monthly payments for the last few months of the year.

Attachments

Attachment A: Multi-Function Copier Proposals Cost Summary Attachment B: Canon New Proposal Attachment C: Loffler Proposal Attachment D: Marco Proposal Attachment E: Metro Sales Proposals Multi-Functional Copier Proposals Cost Summary

Copier Info Lease Pricing Purchase Pricing Lease Price Total cost Total over Purchase Approximate Total over Company Name Copier Model Per Month Maintenance Cost/month per month 60 Months Price Maintenance Cost 60 Months Canon Solutions Canon iR Advance DX C7765i $498.00 20,000 B/W copies for $118, $838.00 $50,280.00 $20,709.00 $340.00 $41,109.00 $.037 per color copy, per month B/W overage $.0059/copy Loffler Konica Minolta bizhub C650i $183.83 20,000 B/W copies for $100, $553.83 $33,229.80 $8,633.71 $370.00 $30,833.71 $.045 per color copy per month Loffler Xerox AltaLink C8070 $159.35 20,000 B/W copies for $110, $569.35 $34,161.00 $7,467.83 $410.00 $32,067.83 $.05 per color copy per month Marco Konica Minolta C650i $235.71 20,000 B/W copies for $75.80, $506.51 $30,390.60 $11,668.00 $270.80 $27,916.00 with 3,000 sheet side tray $.0325 per color copy per month B/W overage $.00379/copy Metro Sales Ricoh Pro C5300s $387.00 20,000 B/W copies for $158, $797.00 $47,820.00 $21,169.00 $410.00 $45,769.00 $.042 per color copy, per month B/W overage $.0079/copy Metro Sales Ricoh MP C6503 $239.00 20,000 B/W copies for $100, $609.00 $36,540.00 $13,047.00 $370.00 $35,247.00 $.045 per color copy, per month B/W overage $.005/copy Note when caluclating monthly costs it is assuming approxmiately 6,000 color copies per month

Proposed Solution For:

CITY OF ARDEN HILLS

Presented By: Preston Kraker Account Executive 651-528-5061 Direct 612-281-2539 Cell [email protected]

The information contained within this proposal is subject to change after thirty days. This proposal is considered confidential and is intended for the use of Canon Solutions America and its customers only. Not for distribution. Prices do not include applicable sale tax. A Canon Solutions America Proposal for City of Arden Hills

Why Choose Canon Solutions America?

We are a single-source solutions provider. Our hardware, software and third-party enablers combine for one of the most diverse portfolios in the industry.

We are a Canon U.S.A Company. The relationship we have with our parent company is a strong and valued one. We are committed to providing outstanding quality and value that lives up to the Canon name.

Canon office equipment is an industry leader. Being a recognized market share leader is not reason enough to partner with any company. It does, however, provide assurance that the technology is widely accepted and utilized in the ever-changing world of business. Staying ahead of the technological curve requires a commitment to excellence that never ceases…from research and development to manufacturing and marketing.

Our ability to draw upon the support of Canon U.S.A. and the technology they represent, while retaining the flexibility to create local programs that meet the specific needs of the markets we support, is a one-two combination rarely found in business.

The addition of services and vertical market solutions represents the level of commitment we have to supporting our customers. We will continue to develop ways in which to improve our capabilities and ultimately provide you with outstanding customer service

A Canon Solutions America Proposal for City of Arden Hills

Recommended Equipment Option – No MultiPunch

Canon image RUNNER ADVANCE DX C7765i

❖ 65 Images per Minute B&W and Color ❖ Paper Capacity- (2) 550 Sheet Drawers ❖ Paper Capacity – (2) 1,500 Sheet Drawers ❖ Upright Control Panel ❖ Side Pod-Deck Unit – 2,700 Sheet Capacity ❖ Staple Finisher & 2/3 Hole Punch Finisher ❖ Super G3 Faxboard ❖ Duplex Automatic Document Feeder

Pricing Analysis

Lease Option -Canon iR ADVANCE DX C7765i Current Canon Lease Cost & Color Overages - $1,429.50 (Current Lease) + - (3,500 Color x $0.05929) = $207.51 $1,637.01/Month New Canon 63 Month Lease – Includes: - 10,000 B&W Copies/Month $438.00/Month

Purchase Price $20,709.00 B&W Service Base – 10,000 x $0.0059 $59.00/Month

Service – Includes Toner, Parts, Labor New Color Cost/Copy Rate $0.037/Copy New Black & White Overage Rates $0.0059/Copy

A Canon Solutions America Proposal for City of Arden Hills

Pricing Analysis – 20,000/Month

Purchase Price $20,709.00 B&W Service Base – 20,000 x $0.0059 $118.00/Month

Service – Includes Toner, Parts, Labor New Color Cost/Copy Rate $0.037/Copy New Black & White Overage Rates $0.0059/Copy

A Canon Solutions America Proposal for City of Arden Hills

Contact Information

Preston Kraker Senior Account Executive [email protected] 612.512.7633 (cell) 651.528.5061 (office)

A Canon Solutions America Proposal for City of Arden Hills

Canon is the manufacturer of this device, and as a Canon owned company, we hold ourselves to the highest level of standards and have very specific benchmarks (uptime, response times, man power, etc.) that we must adhere to before we are even able to sell this device. This includes…

Total Satisfaction Guarantee

At Canon Solutions America, Inc., a Canon U.S.A. Company, we are dedicated to the highest quality of customer satisfaction, associated with the manufacture, marketing and support of Canon office equipment. To illustrate this dedication to customer satisfaction, Canon Solutions America, Inc. offers a total satisfaction guarantee.

CUSTOMER SATISFACTION POLICY Within 3 years of original installation of any newly installed Canon brand equipment specified above, CSA will, upon written request, replace such equipment with a like unit if the equipment is continuously under this agreement from the date of the installation, you fulfill all of the terms of the maintenance agreement applicable too you and you give CSA reasonable opportunity to cure any service problems which you may have prior to requesting a replacement.

THE COMPLETE CALL With the complete call a Canon factory trained technician will not only address the immediate need but also perform a comprehensive inspection of the entire system to eliminate the need for scheduled maintenance. When our technicians come out for a service call, they will fix the problem AND perform a 30 point inspection to pro-actively diagnose and fix any failures that may occur in the immediate future. Your technician is actually evaluated based on your uptime to ensure this.

TRAINING AND SUPPORT Key operator training will be scheduled within 2 business days from the time of complete system installation. In addition, Canon Solutions America, Inc. offers customer support through our National Technology Support Center (NTSC), to answer all product related questions regarding applications and operation of your system.

TECHNICAL UPDATES The latest technical modifications to improve the overall performance of your system will be installed at no additional cost.

PARTS AVAILABILITY Canon Solutions America, Inc. maintains a multi-million dollar parts inventory in order to effectively service our customers. In addition all Canon Solutions America, Inc.

A Canon Solutions America Proposal for City of Arden Hills technicians maintain a 30 day part inventory in their car stock which is replenished daily.

Canon Certified Technicians All of our technicians are trained and certified by Canon. Furthermore, the technician that sees your machine is seeing imageRUNNER devices day in and day out as he/she specializes in this product.

Canon Genuine Manufactured Toner and Parts The only things not included in your service contract are paper, staples, glue & additional punch dies. Everything else that we put into your machine will be Canon Genuine Manufactured parts.

* This Canon Solutions America, Inc. guarantee applies to equipment acquired by you from Canon Solutions America Inc. and continually maintained by a Canon Solutions America, Inc. service contract.

A Proposal for:

Welcome to DRIVING DIGITAL TRANSFORMATION Why LOFFLER?

Our Products The suite of services and solutions Loffler offers allows us to meet our clients’ wide range of business technology needs: Copiers & Printers, Managed Print Services, IT Solutions, Software & Workflow Technologies, Unified Communications/Phones, Onsite Management Services (Facilities Management). We partner with world-class manufacturers to create solutions to fit organizations of all sizes. Our People We have invested significantly in the best talent available to support our products and services. These resources include: High-level engineers, security experts, document management consultants, pre-sale & post-sale color analysts, variable data experts, onsite people-based managed services consultants, high volume/production print specialists, workflow consultants and a highly tenured management team. Loffler is committed to service excellence. We have one of the largest and best-trained service teams in the United States. Our copier and printer service technicians respond to clients’ calls on-site in three hours or less. We operate our own authorized training center where technicians are trained on every make and model Loffler sells. Our on-site Network Operations Center is powered by more than 30 certified IT engineers and cyber-security experts providing the world-class service clients depend upon and deserve. Our Company Our mission is simple. We want to exceed your expectations. Since 1986, we’ve worked hard to become Minnesota’s most capable office technology provider. We’ve emerged as the largest privately owned business technology and services company in the Upper Midwest, offering a broad portfolio of products, services and solutions. As an independent company, we have the freedom to do what is right for our clients. Whether you’re looking for a specific product or a comprehensive solution, Loffler has the right tools to help your business succeed. From securing and powering your information technology environment, to copiers, unified communications and managed people-based services, we do it all. And we do it well. Our Mission & Core Values

We are an independent professional services organization dedicated to providing superior office technology, managed services and IT solutions. The foundation of our success is based on exceeding the expectations of our clients, employees, partners and community. Our Core Values include: Jim Loffler – Founder & CEO CUSTOMER FIRST FOCUS POSITIVE ATTITUDE PROFESSIONALISM INTEGRITY DRIVE FOR RESULTS INNOVATION

TRUSTWORTHINESS Nation’s Top Dealers

LOFFLER is recognized as one of the top dealers in the USA. Recognition

▪ Industry Awards ▪ Employee & Community Awards – Inc. 5000 magazine (10 consecutive years) – StarTribune Top Work Place (7 years) – The Week in Imaging magazine - Elite Dealer – Minneapolis St Paul Business Journal – (10 consecutive years) Best Places to Work (2 years) – Top 25 Telecom Service Providers – Neil Lee – CFO of the Year – Microsoft Community Connections Partner of – Jim Loffler – E&Y Entrepreneur of the Year the Year Finalist (2 years) – “NT-ware Highest Number of Installs” in U.S. – James Loffler – (Real) Power 50 Award Minnesota Business magazine – CRN Magazine Top 500 Fastest Growing IT – Marsha Ackerman – Top Women in providers Finance ▪ Business Partner Awards – HP Managed Print Advanced Specialist/Gold Partner – Konica Minolta – ProTech (10 years) – Top 10% National Dealer Ranking – Canon & Konica Minolta – bizhub PRO specialist – CRN MSP 500 (2 years) – US Bank Elite Partner – Great America Prestige Partner – BEI Diamond Level Service Award – Rated #1 in country for Service First Call Effectiveness Supporting the Community

Charities Sports Partners Loffler contributes to many charities Loffler is proud to support local that work to improve lives locally and sports teams for the work they across the nation. do to improve the local community. LOFFLER Integrated Solutions

▪ Imaging Solutions ▪ IT Solutions Managed Services – Multi-Functional Copiers & Printers – – Security – Copy – Print – Scan – Fax – Cloud Services Digital Printing Press & Wide Format – – Professional Services – Desktop, Workgroup & VDP Production – CIO Services – Backup & Storage ▪ Managed Print Services – Cost per Print Service & Supply ▪ Phone & Voice – HP Elite Business Partner – Unified Communications – HP & Lexmark Printers – Digital Dictation – Asset Utilization Studies – HP Printers – Voice & Video Recording – PrintVision National Services – Network Services – WANs, LANs ▪ Software & Workflow Technologies ▪ Loffler Management Solutions – Document Management & Workflow – Copy & Mailroom Center Services – Accounting & Print Management – Document & Records Management – Web-Based Job Submission – Scanning: Back-File & Day Forward – Secure File Transfer – Litigation Support & eDiscovery – Enterprise Synchronization & Sharing – Mailroom & Finishing Equipment Konica Minolta bizhub C650i Features:

➢ 65 Pages per Minute Accessories

➢ 1200 x 1200 dpi print resolution – [Insert Accessories Here] ➢ (4) Paper Trays + Bypass Tray (3,650 Total Sheets)

➢ 10” Floating Panel, No Hard Keys, Optional Numeric & External Keyboard – [Insert Accessories Here]

➢ Up to 300 originals / 5.5" x 8.5" – 11" x 17" / 35–210 g/m² / Dual Scan Automatic Document Feeder – Etc.

➢ Staple Finisher

➢ Fax Kit

➢ Wireless Printing Capability

➢ Faxing from desktop capable

➢ Loffler Delivery, Installation, & Ongoing Training throughout term of contract

Equipment: Purchase Option 60 Month Lease

Konica Minolta C650i (65 ppm): $8,633.71 $183.83

All Pricing is via Sourcewell/NJPA Cooperative Purchasing Contract # 083116-KON City of Arden Hills Member ID# 38861 Why Konica Minolta with LOFFLER?

• Loffler is one of the top 10 • Loffler returns service calls within one independent Konica Minolta hour and confirms technician’s arrival dealerships in the U.S. for time. Average onsite response time is performance and growth. two-and-a-half hours. • Loffler is Konica Minolta Pro-Tech • Loffler guarantees your 100% Certified (for 10 consecutive years) satisfaction in writing. which is validation of our processes, • Loffler provides on-going training at certifications and service responses. no charge. • Loffler is a Konica Minolta- • Loffler service technicians, trainers & authorized training center. client service representatives have • Loffler warehouses all parts and an average of more than a decade supplies locally for next-day of experience. shipping. • Loffler stores more than $3 million in • Loffler has an online Customer device parts locally. Service Portal that allows clients to • Loffler charges no undisclosed fuel place service requests, monitor or delivery costs. current requests, check service history and manage fleets. Xerox AltaLink C8070 Features:

➢ 70 Pages per Minute Accessories

➢ 1200 x 2400 dpi print resolution – [Insert Accessories Here] ➢ (4) Paper Trays + Bypass Tray (3,150 Total Sheets)

➢ 10” Floating Panel, No Hard Keys, Optional Numeric & External Keyboard – [Insert Accessories Here]

➢ 130 sheet Dual Scan Automatic Document Feeder – Etc. ➢ Staple Finisher with 2/3 Hole Punch Kit

➢ Up to 12” x 18” print/copy size

➢ Fax Kit

➢ Loffler Delivery, Installation, & Ongoing Training

Equipment: Purchase Option 60 Month Lease

Xerox AltaLink C8070 (70 ppm): $7,467.83 $159.35

All Pricing is via Sourcewell/NJPA Cooperative Purchasing Contract # 083116-XOX City of Arden Hills Member ID# 38861 . Why Xerox with LOFFLER?

Xerox invented office printing more than 75 LOFFLER: years ago, and their monochrome and color multifunction printers have won awards and • Rated #1 nationally in First Call industry accolades ever since. Effectiveness out of 210 dealers. Multifunction printers (MFPs)/printer all-in-ones • Stores more than $3 million in device — which print, copy, scan, fax and email all parts locally. from one device, are going new places with • Has a Customer Service Portal that WiFi connectivity, mobile printing and tablet-like allows clients to place service requests, touchscreens. The newest generation of Xerox® monitor current requests, check service ConnectKey® technology-enabled multifunction history and manage entire fleets online. laser printers add cloud-connected apps to the • Returns service calls within one hour mix, turning your MFP device into a smart and confirms a technician’s arrival time. workplace assistant. Average onsite response time is two-and-a- Xerox® AltaLink devices provide new levels of half hours, with a 98% first-time fix rate. capability and connectivity for mid-size, large • A strong team of service technicians, workgroups and busy offices. Your extended trainers & client service representatives workforce has instant and secure access to the with an average of more than a decade of documents, data and workflows it needs to work experience. faster and more efficiently—from every location • Sustains innovative recycling programs. and with any device. • Provides on-going training at no charge. No matter which Xerox multifunction printer you choose, you’ll get easy-to-use interfaces, • Charges no undisclosed fuel or delivery reliable paper handling, advanced security and costs. sophisticated tools for controlling costs. You can • Guarantees your 100% satisfaction have confidence that whichever device you choose will work well today and into the future. LOFFLER Advanced Technical Support

Imaging Technical Teams

Software Solutions • The Software Solutions team is managed by Darin Kalland and led by Luke Bruun along with 7 engineers providing LOCAL software solution support for uniFLOW and PaperCut implementations amongst others and is considered to be the most advanced in our industry and has been nationally recognized.

Imaging Helpdesk • The Imaging Helpdesk Team (HQ Bloomington) consists of 5 people who provide front line support to all our client’s technical imaging questions or issues. By having the imaging helpdesk be our first line of defense they have shown that they can eliminate up to 10% of onsite service calls, saving time for the client by resolving the issue immediately. In 2019, 11,000 service-related calls were handled by the helpdesk.

NetConnect • The NETCONNECT team (HQ Bloomington) consist of with 6 network field engineers; provides onsite connectivity support for new MFD installations along with level 2 escalation support for the Imaging Helpdesk Team. The NetConnect team directly assists our clients in networking all types of MFDs and MFPs sold by Loffler into the client’s network.

Training • Loffler has a fully staffed, manufacturer-trained, Professional Training Team, (HQ Bloomington) Loffler considers the overall success of our initial implementation to be highly dependent upon the quality and level of training of key users and operators. In addition, our training team is available for any copier/printer support calls via phone, email, customer portal or remote session. Training videos or additional training is also available as needed at no charge. Keeping Our Environment Green

Loffler Companies chooses to run our business and maintain our facilities in ways that create a healthy, sustainable environment. Our environmental initiatives include:

Saving Energy: ▪ Small service territories limit travel and gas usage. ▪ Centralized printing reduces number of desktop printers. ▪ Motion-detecting lights are installed in large rooms. ▪ Climate-controlled HVAC in our corporate headquarters. ▪ Most of our service technician vehicles are hybrids, or rated for high mpg ▪ Ninety-five percent of service work orders are digital, saving paper. ▪ Fixes are often completed remotely, saving gas and reducing pollution.

Recycling: ▪ Printer and copier drums, imaging units and toner bottles are recycled. ▪ All cardboard and packaging materials from new devices and hardware are recycled. ▪ Plastics and metals from all used electronics are recycled, including lead from circuit boards which is recaptured and used in new products. LOFFLER – City Government References

▪ City of Bloomington ▪ City of Maple Grove ▪ Minneapolis Parks and Recreation Board ▪ St Paul Police Dept ▪ City of Maplewood ▪ City of Richfield ▪ City of St Louis Park ▪ City of Fridley ▪ City of Columbia Heights ▪ City of Robbinsdale ▪ City of New Brighton ▪ City of Mounds View ▪ City of New Hope ▪ City of Oakdale ▪ City of Osseo ▪ City of Stillwater ▪ City of St Paul Park ▪ City of Vadnais Heights ▪ City of Hugo ▪ City of Carver ▪ City of Falcon Heights

▪ DEED ▪ Dakota County ▪ DNR ▪ 2nd Judicial Court ▪ Metropolitan Airports Commission ▪ MN House of Representatives ▪ MN Attorney’s General

▪ https://www.loffler.com/case-study/kasson-mantorville A Trusted Business Technology Partner

Serving the Managed client 33 community endpoints YEARS since 1986 50K+

Employees serving 45 Average customer hold our clients 515+ time to reach a certified SECONDS engineer

Net Promotor Score Largest Privately Owned Client Satisfaction Technology Company # 91 Metric (World-Class in Upper Midwest 1 Rating = 50+) Nationally Recognized Locally Owned • Nationally Recognized 100% Satisfaction Guarantee

If you are not totally satisfied with the equipment you have acquired from LOFFLER Companies, LOFFLER will, at your request, replace it without charge for a similar model.

This guarantee is effective for a maximum of 5 years following the equipment delivery (except for certain home-office, facsimile, and refurbished models which are covered for 3 years.)*

This guarantee applies only to equipment that has been continuously maintained from the date of installation under a LOFFLER Maintenance Agreement.

* This Guarantee assumes client is producing less than the monthly maximum recommended volume on an average basis. Client must be using Loffler-approved supplies (i.e. toner and staples), as well as manufacturer-approved medias. Device(s) must be located in an OEM approved environment. Does not apply to Hewlett Packard and Lexmark printers, phone systems or IT Services. Thank you for your time. PROPOSAL

COPIER/PRINTER RECOMMENDATION

A Proposal for: Client Name: Jolene Trauba Company CITY OF ARDEN HILLS Name: Address: 1245 W HWY 96 ARDEN HILLS, State 55112--574 Phone: (651) 792-7818 Email: [email protected] Date: Thursday, July 02, 2020 Expiration Date: Prepared By:

Technology Curtis Thompson Advisor: Phone: 651-288-6944 Email: [email protected] Web: www.marconet.com

Rep Insert Pic Here

Multi-Functional Device Requirements 60+ pages per minute in B&W and color • Konica Minolta C650i is a 65 Page per minute machine Single-pass document feeder Post-Script and PCL printing Printing up to 11” X 17” Tab Printing Capability Media capability from 20lb bond up to 100lb cover Paper capacity up to 4.000 11” X 17 sheets Stapler function Ability to send/receive faxes Ability to scan documents to email Surge Protector Delivery, Install & Training included in price Minimally 8 extra hours of engineer/post-sales support to debit from over term of contract.

The Konica Minolta Bizhub C650i meets & exceeds all requirements.

Additional Questions What is the monthly lease price on a 60 month fair market value lease? $235.71 What is the B&W rate for a base commitment of 20,000 images/month? Cost per B&W print $.00379 (so 20,000 x .00379 = $75.80) What is the color rate for a base commitment of 0/month – pay only what you use? Cost per color print $ .0325 Pay for what you use. Is the rate per page fixed for the whole term of the agreement? Yes Is the cost/page the same rate no matter what size of document we print? Yes Do you have assembly software that would allow us to pull together multiple file types into a document that’s ready to print? Yes Do you have software to set up a large document with different colors of paper and different sizes of paper that could print as one document? Yes What is the cost of toner or would you allow a certain number of cartridges per month in the agreement? All toner is included in agreement. All Staples are included in agreement. What would be the cost to purchase the machine and have a long term service contract. Purchase Price $11,668.00, Service contract would be the same.

ITEM DESCRIPTION QUANTITY AA7N011 KONICA C650i 65-PPM COLOR MFP 1

Specifications ▪ 65 Black and White Pages Per Minute ▪ 65 Color Pages Per Minute ▪ 300 Sheet Single Pass Document Feeder ▪ ADF Double Feed Dection ▪ 150 Sheet Bypass Tray ▪ (4) 500 Sheet Paper Tray ▪ (1) 3,000 Sheet Side Large Capacity Tray ▪ Reduction Enlargement Capabilities ▪ Automatic Duplexing ▪ Network Printing & Scanning ▪ Tab Printing ▪ Stapling Finisher ▪ Fax Board ▪ Keyboard ▪ Scan to E-Mail/Network Folder ▪ Media capability from 20lb bond up to 100lb cover ▪ Scan to searchable PDF ▪ Toner Recycling Program

LEASE PROGRAM

▪ 60 Month FMV Lease Under Sourcewell Pricing ...... $235.71/Month ▪ Purchase Price……………………………………………………………………………………………………………$11,668.00

DELIVERY, INSTALLATION, INITIAL SUPPLIES AND INITIAL TRAINING Delivery, Installation, Surge Procetor, Initial Supplies & Initial Training ...... Included

SERVICE AND SUPPLIES The service and supply contract includes all parts, labor, mileage, drums, toner, and developer—except paper.

SERVICE & SUPPLIES ...... $75.80 ▪ Black and White Prints included per Month: 20,000 ▪ Black and White Print Overage: $0.00379/Print ▪ Color Prints billed at: $0.0325 / Print

Accepted by: Date:

By signing this proposal, you are authorizing Marco Technologies LLC to order, install and invoice the above listed equipment.

RICOH PRO C5300s COPY / PRINT / SCAN / FAX / DOCUMENT SERVER

 RICOH PRO C5300S: 65 B&W & COLOR COPIES/PRINTS PER MINUTE  SMART OPERATION PANEL  220 SHEET SINGLE PASS – TWO-SIDED DOCUMENT FEEDER  AUTOMATIC DUPLEXING, DOCUMENT SERVER  DOSS AND HDD ENCRYPTION FOR MAXIMUM SECURITY  PAPER CAPACITY OF 4,550 SHEETS FOR PAPER SIZES UP TO 13” X 19.2”  SUPPORTS MEDIA UP TO 130 LB. COVER (360 GSM)  TAB SHEET HOLDER INCLUDED  STAPLING FINISHER (TOP, BOTTOM, 2 STAPLES AND TOP-SLANT)  MOBILE PRINTING, ENVELOPE PRINTING, BANNER PRINTING

 4800 X 2400 DPI PRINT RESOLUTION, POSTSCRIPT CARD INCLUDED, PCL PRINT DRIVER INCLUDED  PRINT FROM & SCAN TO USB, MEMORY STICK OR SD CARD

 SCAN TO EMAIL & FOLDER WITH SCAN SPEEDS UP TO 240 IPM + COLOR SCANNING  ABILITY TO SCAN TO CLOUD BASED APPLICATIONS SUCH AS OFFICE 365, ONE NOTE, DROPBOX, ETC.  BLANK PAGE REMOVAL + TEXT SEARCHABLE PDF’S  FAX, LAN FAX + FAX FORWARD TO EMAIL

 POWER REQUIREMENTS: 208-240V, 60HZ, 16A. SURGE PROTECTOR INCLUDED

 DIMENSIONS: WIDTH (104.90IN) X DEPTH (34.60IN) X HEIGHT (64.90IN)

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected] Solution for: City of Arden Hills Tuesday, July 7, 2020

RICOH PRO C5300s INVESTMENT OPTIONS

 60 MONTH LEASE PRICE: $387.00/MONTH

 PURCHASE PRICE: $21,169 (OPTION TO DIVIDE THE PURCHASE PRICE INTO FOUR EQUAL PAYMENTS!)

 DELIVERY, PROFESSIONAL INSTALLATION/SETUP AND UNLIMITED TRAINING IS INCLUDED FOR THE LIFE OF THE EQUIPMENT.

 THE INVESTMENT OPTIONS THAT ARE LISTED ABOVE INCLUDE KOFAX POWER PDF WHICH CAN BE USED TO PULL TOGETHER MULTIPLE FILE TYPES INTO A SINGLE DOCUMENT THAT IS READY TO PRINT.

 THE RICOH PRO C5300S COMES STANDARD WITH THE ABILITY TO SETUP A LARGE DOCUMENT WITH DIFFERENT COLORS OF PAPER AND DIFFERENT PAPER SIZES THAT CAN BE PRINTED AS ONE DOCUMENT.

SERVICE & SUPPLY INCLUSIVE MAINTENANCE AGREEMENT

 METRO SALES FULL SERVICE AND SUPPLY INCLUSIVE MAINTENANCE AGREEMENT INCLUDES ALL SERVICE, PREVENTIVE MAINTENANCE CALLS, PARTS, LABOR, AND UNLIMITED SUPPLIES (RICOH TONER, DEVELOPER, AND DRUMS) – COVERS EVERYTHING EXCEPT FOR PAPER!

 MONTHLY BLACK/WHITE BASE CHARGE OF $158.00 INCLUDES 20,000 BLACK/WHITE IMPRESSIONS PER MONTH. ALL BLACK/WHITE OVERAGES WILL BE BILLED AT $0.0079 CENTS PER PAGE.

 ALL COLOR IMPRESSIONS WILL BE BILLED AT $0.042 CENTS PER PAGE.

 PLEASE NOTE THAT THE MAINTENANCE AGREEMENT RATES THAT ARE LISTED ABOVE ARE LOCKED FOR THE TERM OF THE AGREEMENT AND ALL PAPER SIZES COUNT AS ONE IMPRESSION!

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected] Solution for: City of Arden Hills Tuesday, July 7, 2020

BENEFITS OF DOING BUSINESS WITH METRO SALES

 #1 SERVICING DEALER IN THE MIDWEST

 METRO SALES IS A 100% SELF-CONTAINED ORGANIZATION

 METRO SALES IS AN EMPLOYEE-OWNED COMPANY

 21% OF THE NATION’S TOP RICOH TECHNICIANS WORK AT METRO SALES!

 5 MILLION DOLLARS IN LOCAL PARTS

 150 A+ TRAINED TECHNICIANS

 METRO SALES IS A SIX SIGMA COMPANY

 FIX IT ALL WITH A TOTAL CALL APPROACH

 1 POINT OF CONTACT (BRANDON ROLLOFF)

 LOCAL, LOCAL, LOCAL = SERVICE, SERVICE, SERVICE!

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected] Solution for: City of Arden Hills Tuesday, July 7, 2020

RICOH MP C6503 COPY / PRINT / SCAN / FAX / DOCUMENT SERVER

 RICOH MP C6503: 65 B&W & COLOR COPIES/PRINTS PER MINUTE  SMART OPERATION PANEL  220 SHEET SINGLE PASS – TWO-SIDED DOCUMENT FEEDER  AUTOMATIC DUPLEXING, DOCUMENT SERVER  DOSS AND HDD ENCRYPTION FOR MAXIMUM SECURITY  PAPER CAPACITY OF 4,550 SHEETS FOR PAPER SIZES UP TO 13” X 19.2”  SUPPORTS MEDIA UP TO 110 LB. COVER (300 GSM)  TAB SHEET HOLDER INCLUDED  STAPLING FINISHER (TOP, BOTTOM, 2 STAPLES AND TOP-SLANT)  MOBILE PRINTING, ENVELOPE PRINTING, BANNER PRINTING

 4800 X 1200 DPI PRINT RESOLUTION, POSTSCRIPT CARD INCLUDED, PCL PRINT DRIVER INCLUDED  PRINT FROM & SCAN TO USB, MEMORY STICK OR SD CARD

 SCAN TO EMAIL & FOLDER WITH SCAN SPEEDS UP TO 220 IPM + COLOR SCANNING  ABILITY TO SCAN TO CLOUD BASED APPLICATIONS SUCH AS OFFICE 365, ONE NOTE, DROPBOX, ETC.  BLANK PAGE REMOVAL + TEXT SEARCHABLE PDF’S  FAX, LAN FAX + FAX FORWARD TO EMAIL

 POWER REQUIREMENTS: 120-127V, 60HZ, 16A. SURGE PROTECTOR INCLUDED

 DIMENSIONS: WIDTH (89.60IN) X DEPTH (34.70IN) X HEIGHT (48.30IN)

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected] Solution for: City of Arden Hills Tuesday, July 7, 2020

RICOH MP C6503 INVESTMENT OPTIONS

 60 MONTH LEASE PRICE: $239.00/MONTH

 PURCHASE PRICE: $13,047 (OPTION TO DIVIDE THE PURCHASE PRICE INTO FOUR EQUAL PAYMENTS!)

 DELIVERY, PROFESSIONAL INSTALLATION/SETUP AND UNLIMITED TRAINING IS INCLUDED FOR THE LIFE OF THE EQUIPMENT.

 THE INVESTMENT OPTIONS THAT ARE LISTED ABOVE INCLUDE KOFAX POWER PDF WHICH CAN BE USED TO PULL TOGETHER MULTIPLE FILE TYPES INTO A SINGLE DOCUMENT THAT IS READY TO PRINT.

 THE RICOH MP C6503 COMES STANDARD WITH THE ABILITY TO SETUP A LARGE DOCUMENT WITH DIFFERENT COLORS OF PAPER AND DIFFERENT PAPER SIZES THAT CAN BE PRINTED AS ONE DOCUMENT.

SERVICE & SUPPLY INCLUSIVE MAINTENANCE AGREEMENT

 MONTHLY BLACK/WHITE BASE CHARGE OF $100.00 INCLUDES 20,000 BLACK/WHITE IMPRESSIONS PER MONTH. ALL BLACK/WHITE OVERAGES WILL BE BILLED AT $0.005 CENTS PER PAGE.

 ALL COLOR IMPRESSIONS WILL BE BILLED AT $0.045 CENTS PER PAGE.

 PLEASE NOTE THAT THE MAINTENANCE AGREEMENT RATES THAT ARE LISTED ABOVE ARE LOCKED FOR THE TERM OF THE AGREEMENT AND ALL PAPER SIZES COUNT AS ONE IMPRESSION!

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected] Solution for: City of Arden Hills Tuesday, July 7, 2020

BENEFITS OF DOING BUSINESS WITH METRO SALES!

 #1 SERVICING DEALER IN THE MIDWEST

 METRO SALES IS A 100% SELF-CONTAINED ORGANIZATION

 METRO SALES IS AN EMPLOYEE-OWNED COMPANY

 21% OF THE NATION’S TOP RICOH TECHNICIANS WORK AT METRO SALES!

 5 MILLION DOLLARS IN LOCAL PARTS

 150 A+ TRAINED TECHNICIANS

 METRO SALES IS A SIX SIGMA COMPANY

 FIX IT ALL WITH A TOTAL CALL APPROACH

 1 POINT OF CONTACT (BRANDON ROLLOFF)

 LOCAL, LOCAL, LOCAL = SERVICE, SERVICE, SERVICE!

PRESENTED BY BRANDON ROLLOFF PHONE: 612-798-1267 FAX: 612-798-1191 [email protected]