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HomeMy WebLinkAbout09/02/1997 FINANCE COMMITTEE September 2, 1997 5 :45 p.m. Large Conference Room Members present : Chairperson Mollenhoff, Krizek, Getty. Moved by Getty, seconded by Krizek that the Agenda, as amended to correct Item No. 3 under Budget Line Items to be Amended, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the Minutes of August 25, 1997, as proposed, be approved. Ayes : Three . Motion carried. The following bids received for three trucks for the Street Department were reviewed: Bidder Bid Amount Option 1 Option 2 Waterloo Truck Sales $57, 950 . 00 $250 . 00 $1, 295 . 00 Truck Country $64, 195 . 00 Cedar Rapids Truck Center $62, 705 . 00 Cedar Valley Truck Sales No Bid Karl Chevrolet No Bid Don' s Truck Sales No Bid The trucks will come equipped for snow control . Option 1 is a stand alone dismount kit for the spreader, which would allow storage of the spreader in any location without the use of other equipment . Option 2 is a heavy duty snow plow moldboard. Heavy duty plows provide more weight and a better plow path and generally require less maintenance. It was the recommendation of the Superintendent of Central Garage that the low bid of Waterloo Truck Sales in the amount of $59, 495 . 00 per unit, including both options, be approved. Moved by Krizek, seconded by Getty that said recommendation be approved. Ayes : Three . Motion carried. The following bids received for the F.Y. 1996 Flood Control Fence Repair were reviewed: Bidder Bid Amount Iowa Fence Masters Inc . $2, 850 . 00 It was the recommendation of the Associate Engineer that the bid of Iowa Fence Masters Inc . in the amount of $2 , 850 . 00 be approved. Moved by Getty, seconded by Krizek that said recommendation be approved. Ayes : Three. Motion carried. Bids received for design and installation of a wet pipe sprinkler system as part of the suspended ceiling and relighting in Rooms 21- 23 at the Five Sullivan Brothers Convention Center were reviewed. The Life Safety Code requires that the sprinkler heads in rooms 21- 23 be lowered to the room side of the suspended ceiling being installed for the installation of fluorescent lighting. Bids were requested from three fire protection installers. The bidding document requested two quotes, one for completion by October 1, 1997 and the second for completion by December 1, 1997 . Blackhawk Automatic Sprinkler, Inc. was the low bidder at $12, 020 . 00 with an installation date of December 1, 1997 . The second low bidder, Aquarious Sprinkler, submitted a bid of $12, 800 . 00 with a guaranteed installation date of October 15, 1997 . There is a major event scheduled for October 23, 1997 at the Five Sullivan Brothers Convention Center. It was the recommendation of the Administrative Director that the proposal from Aquarious Sprinkler in the amount of $12, 800 . 00, with a installation date of October 15, 1997, be accepted. Funding for the project is available in the Hotel/Motel Tax Funds and $20, 300 received from the management of the Five Sullivan Brothers Convention Center as co-funding for the overall project . Moved by Getty, seconded by Krizek that the bid from Aquarious Sprinkler in the amount of $12, 800 . 00, with a installation date of October 15, 1997 be approved. Ayes : Three. Motion carried. The request of the Water Pollution/Flood Control CS/M Supervisor for authorization to purchase two replacement flame arrestor Finance Committee September 2, 1997 Page 2 inserts for use at the lagoon at a cost of $3, 020 . 00 was reviewed. The composition of the waste gas at the lagoon requires that the city continuously cleans and replaces them. Moved by Getty, seconded by Krizek that request of the WP/FC CS/M Supervisor to purchase two replacement flame arrestor inserts for the lagoon at a total cost of $3 , 020 . 00 be approved. Ayes : Three . Motion carried. The following quotes received to enlarge the door at the Airport Fire Station were reviewed: Bidder Bid Amount Overhead Door Co. $2, 273 . 00 Christie Door Company $5, 045 . 00 As part of the Memorandum of Understanding between the Waterloo Airport and Waterloo Fire Rescue, part of the duties of the ARFF personnel is to assist with snow removal . In order to make snow removal more efficient for the ARFF personnel, it is proposed that snow removal equipment be located in the unused bay at the east end of the fire station. In order to put the equipment inside the fire station, the overhead door will need to be finished. When the original door was installed, it was put in at eight foot high to save costs . The actual opening for the door is approximately 15 feet high, which would allow for the installation of a door that would accommodate putting snow removal equipment in the fire station. It was the recommendation of the Assistant Director of Aviation that the low bid from Overhead Door in the amount of $2, 273 . 00 be approved. Moved by Krizek, seconded by Getty that said recommendation be approved. Ayes : Three. Motion carried. The request of the Administrative Director for authorization to install building controls at City Hall, Recreation & Arts Center and the Library at an estimated cost of $260, 000 was reviewed. Building Maintenance and the Energy Group have been evaluating the recommendations of the Technical Engineering Analysis for HVAC control replacements in city buildings . Every attempt has been made to incorporate work that will also increase building comfort levels and offset future capital improvement expenditures . Requests for Proposals will be sent out, and the proposals must provide systems that integrate with the existing equipment at the Five Sullivan Brothers Convention Center or also include the addition of Central Station Hardware at the Convention Center. The Central Station Hardware will allow communication between City Hall, the Library and the Recreation & Arts Center, plus the Five Sullivan Brothers Convention Center and the Young Arena. Primary heating and cooling equipment can be monitored, cycled on/off and set points changed from City Hall, the Five Sullivan Brothers Convention Center maintenance office or the home of on-call maintenance personnel . Due to the repair/replacement conditions of the bidding documents, several alternate bids will be requested for the purpose of defining exact costs of the project . If approved, the project will save the city tens of thousands of dollars in future utility costs and greatly increase the overall comfort levels of city building users . The project will be funded with Energy Capital Loan Notes and reimbursed with energy savings identified in the Technical Engineering Analysis . Moved by Getty, seconded by Krizek that the request of the Administrative Director to seek bids for controls replacement for City Hall, Recreation & Arts Center and the Library at an estimated cost of $260, 000 . 00 be approved. Ayes : Two. Absent : Murphy. Motion carried. Moved by Krizek, seconded by Getty that the request of the Superintendent of Central Garage for pre-authorization to expend $10, 000 to rebuild diesel engine in the end loader be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Superintendent of Parks for pre-authorization to expend $3 , 000 . 00 to purchase a 300 gallon, 28 ft . wide boom sprayer with pump, regulator and hoses be approved. Ayes : Three . Motion carried. Finance Committee September 2, 1997 Page 3 Moved by Getty, seconded by Krizek that the request of the Recreation Director for pre-authorization to expend $2, 168 . 00 for two tap boxes for the Young Arena be approved. Ayes : Two. Nays : Mollenhoff . Motion carried. Councilperson Anders will check to see if the Recreation Commission has approved this item. Moved by Getty, seconded by Krizek that the request of the Recreation Director for pre-authorization to expend $1, 038 . 00 to purchase Iowa/Northern Iowa game tickets for a bus trip on September 6, 1997, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Fire Chief to transfer $2, 152 . 92 from Line Item 3830 (Contributions) to Line Item 1346 (Travel - Professional Training) ; $1, 261, 77 from Line Item 3873 (Reimbursement for Services) to Line Item 1598 (HazMat Expense) ; $94 . 73 from Line Item 3875 (Salary Reimbursement) to Line Item 1114 (Time and Half) ; $1, 072 . 10 from Line Item 3414 (Ambulance Service) to Line Item 1785 (Refund Payments) be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Recreation Director to make the following line item adjustments in the Young Arena Budget : decrease Line Item 1390 (Other Contractual Expense) and increase Line Item 1385 (Office Equipment) in the amount of $70 . 00; increase Line Item 2114 (Inst . Furniture & Equipment) and increase Line Item 3481 (Concession Revenue) in the amount of $2, 169 . 00 be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Recreation Director to make the following line item adjustments to the Recreation & Arts Commission Budget : increase Line Item 1513 (Chemicals) and increase Line Item 3475 (Swim Pool Revenue) in the amount of $1, 000 . 00 be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Krizek that the request of the Recreation Director to make the following line item adjustments to the Recreation & Arts Commission Budget : increase Line Item 1549 (Lumber) in the amount of $500; increase Line Item 1555 (Tools) in the amount of $500; increase Line Item 2114 (Inst . Furniture & Equipment) in the amount of $958; increase Line Item 1119 (Miscellaneous Pay) in the amount of $6, 250; decrease Line Item 1371 (Building Maintenance) in the amount of $1, 000; decrease Line Item 1564 (Room/Equipment Exp) in the amount of $958; decrease Line Item 1112 (Part Time Salary) in the amount of $6, 250 be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that Bills Payment, as contained in Schedule AP640, dated September 2, 1997 pp. 1-64 in the amount of $1, 187, 526 . 86, be received, placed on file and approved and forwarded to the full council for approval . Ayes : Three . Motion carried. Councilperson Krizek questioned what happens with the money provided to confidential informants. It was suggested that the Police Department provide a log book of this information. Councilperson Anders stated that he would be interested in knowing if the information resulted in an arrest . Councilperson Krizek inquired as to the status of the contract with the Cedar Bend Humane Society. Bruce Meisinger, Finance Manager, stated that he has had meetings with management of the Cedar Bend Humane Society. Cedar Bend has been billing the city the same fees for wild life as it does for cats and dogs . Cedar Bend will submit a new rate schedule. Councilperson Krizek questioned if the fees will be retroactive to July 1, 1997 . With no further business before the committee, it was moved by Getty, seconded by Krizek that the meeting be adjourned at 6 : 13 p.m. Ayes : Three . Motion carried. Nancy Eckert City Clerk