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HomeMy WebLinkAbout11/24/1997 """"\ '1 FINANCE COMMITTEE November 24, 1997 5 : 00 p.m. Large Conference Room Members present : Krizek, Getty, Mollenhoff . Moved by Getty, seconded by Krizek that the Agenda, as proposed, be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. Moved by Getty, seconded by Krizek that the Minutes of November 17, 1997, as proposed, be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The following bids received for work uniforms were reviewed: Bidder Bid Amount Robin' s Surplus $5, 967 . 50 Pants only ($17 . 50 ea. ) Lederman' s Clothing $5, 797 . 00 Pants only ($17 . 00 ea. ) Aramark Uniform Services $6, 035 . 70 Pants ($17 . 70 ea. ) $12 . 50 ea. Short Sleeve Shirt $13 . 95 ea. Long Sleeve Shirt $11 . 75 ea. Polo Shirt It was the recommendation of the Special Projects Coordinator that the bid of Robin' s Surplus in the total amount of $5, 967 . 50 for the pants only and the bid of Aramark Uniform Services for the shirts only be accepted. Moved by Getty, seconded by Krizek that said recommendation be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The following bids received for five radar units for the Police Department were reviewed: Bidder Bid Amount Applied Concepts $13 , 975 . 00 MPH Industries $ 9, 725 . 00 Kustom Signals $ 8, 795 . 00 Funds for the radar units are available through a State Traffic Grant in an amount not to exceed $10, 000 . 00 . All units meet the specified specifications . It was the recommendation of the Police Chief that the bid of MPH Industries in the amount of $9, 725 . 00 be accepted because of the following reasons : 1) Capability to interface with Police Department in-car audio/video cameras, 2) User friendly hand-held control, 3) The mounting bracket is the most secure, most practical and safest, and 4) Field evaluation of the three units reflects that the MPH radars are the superior units . Moved by Getty, seconded by Krizek that said recommendation be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the Police Chief for authorization to purchase ten in-car audio/video cameras was reviewed. The Police Department has been awarded a Local Law Enforcement Block Grant in the amount of $126, 567 . 00 from the U. S . Department of Justice, of which $38, 000 . 00 was provided for the purchase of the audio/video cameras . On March 24, 1997, the Finance Committee and the Public Safety Committee approved the low bid from Mobile Vision in the amount of $3 , 450 . 00 per unit or $34, 500 . 00 for ten units . The specifications provided for the bid prices to be valid for one year. Moved by Getty, seconded by Krizek that the request of the Police Chief to purchase ten in-car audio/video cameras at a cost of $34 , 500 . 00 be approved. Ayes : Two. Absent : Mollenhoff . Finance Committee November 24, 1997 Page 2 Motion carried. The request of the Housing/Block Grant Program Manager to purchase HP DesignJet 755CM Plotter at a cost of $6, 999 . 00 was reviewed. The department is currently preparing all maps for neighborhood planning, tracking and evaluation by hand. The new software coupled with a plotter will allow automation of the process and allow aerial photos as the base map. Iowa Business Machine submitted the low bid in the amount of $6, 999 . 00 . Funding is available in the computer line item from Block Grant program. Moved by Getty, seconded by Krizek that said request be approved. Ayes : Two. Absent : Mollenhoff. Motion carried. The request of the Administrative Director to amend Programmer Analyst' s travel request to attend Permit System Upgrade in Visalia, California on October 27-November 2 , 1997 to approve additional expenses was reviewed. The training was originally scheduled to be held at the Convention Center and hotel reservations were made for a hotel directly across the street from the center. Prior to leaving on the trip, the Programmer Analyst was notified that the training location was changed from the Convention Center to the Sierra Computer Systems office approximately 20 blocks from the hotel . No taxi cab service was available and arrangements were made to rent a car at a cost of $242 . 60 for the week. The original travel request asked for $50 . 00 for taxi service, for a difference of $192 . 60 . In addition the cost of air fare was $595 . 00 and not the $581 . 51 submitted on the travel request . The total increase in the travel request is $206 . 09 . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Two. Absent : Mollenhoff . Motion carried. The request of the Administrative Director to purchase a 3COM Switch 3000 auto 10/100 switching hub at a cost of $2, 175 . 80 was reviewed. The system will allow the city to upgrade the current network backbone from switched 10BaseT to switched 100BaseTX. Currently, the Police Department and Community Development are waiting for this equipment to speed up their connections. In the future it will also be used for connections to Fire Rescue, Library and Recreation Center. It will also alleviate minor data traffic congestion in the morning rush of users logging on the network. Communications Engineering submitted the low bid in the amount of $2 , 175 . 80 . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Two. Absent : Mollenhoff. Motion carried. Mollenhoff now present at 5 : 07 p.m. The request of the City Clerk to hire consulting services for Joint Purchasing Group to provide and analyze an RFP for life insurance, LTD insurance, prescription drug plan, PPO network and administrative services to include stop-loss insurance coverage was reviewed. The Segal Company will provide and analyze RFPs for insurance. The RFPs will include life insurance, LTD insurance, prescription drug plan, PPO network and administrative services to include stop-loss coverage. The following agencies are involved in the Joint Purchasing Group: Black Hawk County, City of Cedar Falls, Cedar Falls Utilities, MET Transit, Waterloo Waterworks, AEA Area 7, Cedar Falls Community Schools and Waterloo Community Schools . The Segal Company will prepare the RFPs, mail to all vendors, analyze proposals received, compile a comprehensive report of each proposal received, prepare interview questions and attend interviews, and review contracts from vendors selected. It is anticipated that the RFPs will be sent out January 16, 1998, with the proposals due by February 16, 1998 . Final selection of vendors should be completed by mid-April 1998 . The total cost for the consulting services is estimated to be between $37, 200 and $49, 000, with travel to be billed separately at actual cost . The cost is estimated at $4, 500 per participating employer. Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three. Finance Committee November 24, 1997 Page 3 Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Water Pollution/Flood Control for pre- authorization to expend $6, 770 . 00 to purchase two sewage pumps be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the City Planner to transfer $250 from Waterloo Housing Authority Budget Line Item 1384 (Machinery) to Line Item 2114 (Institutional Furnishings) be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Housing/Block Grant Program Manager to transfer $3 , 000 from Line Item 1312 (Engineering and Consultants) to Line Item 1311 (Accounting and Clerical) be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Parks to transfer $3, 500 from Line Item 1567 (Recreation Equipment) to Line Item 1375 (Automotive Equipment) ; $1, 000 from Line Item 1569 (Vehicle Parts) to Line Item 1378 (Other Repair) ; $1, 500 from Line Item 1555 (Equipment/Tools) to Line Item 1378 (Other Repair) ; $1, 000 from Line Item 1567 (Recreation Equipment) to Line Item 1378 (Other Repair) ; $1, 500 from Line Item 1581 (Paint Supplies) to Line Item 1537 (Horticultural) ; $500 from Line Item 1541 (Cleaning Supplies) to Line Item 1537 (Horticultural) ; $3 , 000 from Line Item 1569 (Vehicle Parts) to Line Item 1571 (Equipment Repair) ; $15, 500 from Line Item 1111 (Salaries-Regular) to Line Item 1112 (Salaries-Part Time) be approved. Ayes : Three . Motion carried. Moved by Krizek, seconded by Getty that Bills Payment, as contained in Schedule AP640, pp. 1-72 dated November 24 , 1997 in the amount of $4, 390, 691 . 72 , be received, placed on file and approved and forwarded to the full council for approval . Ayes : Three. Motion carried. Councilperson Krizek suggested that the Administrative Director, City Clerk and Finance Manager put together a procedure for submittal of committee items . With no further business before the committee, it was moved by Getty, seconded by Krizek that the meeting be adjourned at 5 :20 p.m. Ayes : Three . Motion carried. Nancy Eckert City Clerk