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HomeMy WebLinkAbout10/07/1996 FINANCE COMMITTEE October 7, 1996 5 :35 p.m. Large Conference Room Members present : Chairperson Mollenhoff, Krizek, Getty. Moved by Getty, seconded by Krizek that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the Minutes of September 23 , 1996, as proposed, be approved. Ayes : Three . Motion carried. The following bids received for roadway deicing salt were reviewed: Bidder Bid Amount Independent Salt Co. $ 28 .40 per ton North American Salt Co. $ 31 . 39 per ton AKZO Nobel Salt Inc . $ 32 . 90 per ton Cargill, Inc . $ 40 . 75 per ton It was the recommendation of the Assistant Street Superintendent that the low bid from Independent Salt Co. in the amount of $28 .40 per ton be approved. Moved by Getty, seconded by Krizek that said recommendation be approved. Ayes: Three. Motion carried. The following bids received for vehicles for the capital equipment replacement program were reviewed: One, 1/2 Ton Pick-Up Bidder Bid Amount Rydell Chevrolet $16, 344 . 00 Bill Colwell Ford $15, 889 . 00 Dan Deery Dodge $15, 625 . 00 Dick Witham Ford $15, 424 . 00 Three, 3/4 Ton, 4-WD Pick-Ups Rydell Chevrolet $20, 113 . 00 Bill Colwell Ford $19, 886 . 00 Dan Deery Dodge $21, 845 . 00 Dick Witham Ford $20, 281 . 67 One, 3/4 Ton, 4-WD Pick-Up With Tow Package/Snow Plow Rydell Chevrolet $22,463 . 00 Bill Colwell Ford $22, 171 . 00 Dan Deery Dodge Did Not Offer Plow Dick With Ford $22, 456 . 67 It was the recommendation of Superintendent of Central Garage that the bid of Dick Witham Ford for the 1/2 ton pick-up in the amount of $15, 424, the bid of Bill Colwell Ford for three 3/4 ton pick-ups in the amount of $19, 886 per pick-up, and the bid of Bill Colwell Ford for the 3/4 ton pick-up with plow in the amount of $22 , 171 be accepted. Moved by Krizek, seconded by Getty that said recommendation be approved. Ayes : Three. Motion carried. The request of the City Engineer for approval of additional cost to purchase CAD and software upgrades for street reconstruction design was reviewed. On September 16, 1996, the Finance Committee approved the purchase of three new CAD stations for the Engineering Department at a cost of $20, 394 . 85 . However, the price quote received was for a different machine than what was requested, two other items were not included and the price for the software upgrades was not included. The correct price for the computers and software is $25, 911 .40 . The City Engineer is requesting approval of the additional $5, 516 . 55 for the cost for the correct computers, Finance Committee October 7, 1996 Page 2 additional items and software. Moved by Krizek, seconded by Getty that this request be tabled for one week and MIS Manager Jim Quint be present at the next meeting to discuss this purchase. Ayes : Three. Motion carried. The request of the Superintendent of Water Pollution/Flood Control to proceed with repairs to the anaerobic lagoon facility was reviewed. The inspection of the anaerobic lagoon facility has been completed by Rummel and they have submitted a written report with their recommendations. Water Pollution staff, RUST Environment & Infrastructure and the Lagoon Partnering Group have reviewed all the data and recommend that the city proceed with the repairs and the work quoted in the report as soon as possible. In order to expedite the project, $40, 000 will need to be transferred from the existing Sewer Fund balance to Line Item 5200-1373 (Fixed Equipment) in the Water Pollution/Flood Control budget . This phase of the treatment facility is vital to the future of treatment operations in many ways, such as future revenue return on energy for gas use. The proposal primarily is work that can only be accomplished by professional line/cover suppliers . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to purchase a Scotsman 32-A cubed ice machine at a price of $3 , 182 . 00 plus filters and installation for the Five Sullivan Brothers Convention Center was reviewed. Currently, there are two cubed ice machines and one shaved ice machine at the Five Brothers Convention Center. Both cubed ice machines have been replaced in the past three years . The shaved ice machine is no longer capable of supplying ice and its condition does not warrant repair. A shaved ice machine is $4, 620 and an equal capacity cubed machine is $3 , 182 as quoted by Star Refrigeration. Holiday Inn management has stated that replacement with another cubed ice machine rather than a more expensive shaved unit is acceptable to management . Purchase of the ice machine will be funded from the Building Improvements line item. Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three. Motion carried. The request of Building Maintenance to purchase replacement light fixtures for the Lobby, Large Conference Room and Council Chambers in City Hall at a cost of $2, 508 . 36 was reviewed. The existing light fixtures in these rooms are 14" x 14" recessed incandescent, which do not provide adequate light dispersion and are inefficient energy users . Building Maintenance has had difficulty locating recessed fluorescent fixtures that can be installed without disturbing the ceilings or altering the fixture housing, which would void the U.L. listing. The purchase of the light fixtures will be made with Energy Capital Loan Notes and reimbursed with energy savings identified in the Technical Engineering Analysis. Building Maintenance requests that they be authorized to purchase 12 three-lamp and 22 two-lamp Metalux replacement fixtures for the Lobby, Large Conference Room and Council Chambers in City Hall from Van Meter Electric at a cost of $2, 508 . 36 . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three. Motion carried. The request of the Police Chief for authorization to seek bids to purchase ASP 21 telescoping batons was reviewed. The Police Chief is requesting formal permission to change the impact weapon from the current PR-24 side handle baton to the ASP 21 telescoping baton and authorization to seek bids for 110 ASP 21 batons and 110 breakaway carrying cases along with bids for sale or trade-in of existing PR-24 batons . Funds for the estimated $7, 000 cost of this conversion are available in the $78, 000 federal Law Enforcement Formal Block Grant which has not yet been received. Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three. Motion carried. Finance Committee October 7, 1996 Page 3 The request of the Fire Chief for authorization to seek proposals to repair or replace Medic Unit #331 was reviewed. The medical unit is a 1992 model and has high mileage. It was recently involved in a motor vehicle accident and incurred extensive damage as a result of the accident . Currently, the preliminary estimated repair cost would be between $20, 000 to $30, 000 . At this point the option of whether to replace the vehicle completely or repair it needs to be examined. Moved by Krizek, seconded by Getty that said request be approved. Ayes : Three. Motion carried. The request of Building Maintenance to purchase a key pad entry system for the Police Department at City Hall was reviewed. The panic bars, hydraulic closers and lock cylinders on the two parking lot entry/exit doors to the police department were replaced two years. Building Maintenance continued to receive maintenance requests due to key cylinder problems after total hardware replacement . Approximately six months ago, all maintenance of the doors was referred to Iowa Door Inc . Problems have continued due to the heavy traffic volume through the doors . An electronic key pad can be re-programmed in minutes by authorized personnel and eliminates the need to track keys . It has been determined that with the absence of jail traffic, the west door should be utilized as an entry/emergency exit, and the east door would be utilized as exit only. This will reduce the cost of door conversion and increase security. The following quotes were received for said system: Bidder Bid Amount Best Inc . $1, 890 . 99 Iowa Door Inc. for two door system $1, 747 . 00 An additional quote from Iowa Door for a one door system has been requested. The police department is willing to co-pay the cost of the purchase/installation, with half of the cost being funded from the City Hall Building Improvements line item. Building Maintenance requests authorization to purchase a key pad entry system for the Police Department from Iowa Door Inc . at a cost not to exceed $1, 600 . Moved by Getty, seconded by Krizek that said request be approved. Ayes : Three . Motion carried. The request of the Parks Superintendent for pre-authorization to purchase a John Deere tractor/loader from Great American Outdoor at a cost of $16, 285 was reviewed. The following bids were received: Bidder Bid Amount Great American Outdoor $16, 285 Waterloo Implement $16, 941 Ranard and Seegers $17, 400 It was moved by Getty that the bid of Great American Outdoor in the amount of $16, 285 be approved. Motion dies for lack of a second. Mollenhoff, Krizek that the bid of Waterloo Implement in the amount of $16, 941 be approved. Ayes : Two. Nays : Getty. Motion carried. It was moved by Getty, seconded by Mollenhoff to reconsider the bids received above for vehicles in the capital equipment program based on local preference policy. Ayes : Two. Nay: Krizek. Motion carried. Larry Cunningham, Superintendent of Central Garage, stated that bid requests were sent to dealerships throughout the metro area. Councilperson Krizek stated that the issue of local bidders has been addressed in the past when the minimal number of bidders requires that bids be solicited from the metro area, which includes the contiguous cities of Cedar Falls, Hudson and Evansdale. Finance Committee October 7, 1996 Page 4 Cunningham affirmed that with only two Ford dealers in town to get competitive bids he solicited from the "metro" area. Councilperson Getty would like to make policy consistent but if you give local preference than bids will not be competitive. It was moved by Krizek, seconded by Mollenhoff to accept the bids for vehicles in the capital equipment program as recommended. Ayes : Two. Nays : Getty. Motion carried. Moved by Krizek, seconded by Getty that the request of the Superintendent of Parks for pre-authorization to expend $1, 413 for replacement wood for shelter be approved. Ayes : Three . Motion carried. Moved by Getty, seconded by Mollenhoff that the request of the Superintendent of Parks for pre-authorization to expend not to exceed $2, 000 for material and labor to stain and paint Byrnes Park restroom and shelter be approved. Ayes : Three. Motion carried. Moved by Krizek, seconded by Getty that the request of the Fire Chief for pre-authorization to expend $6, 773 . 10 for certification courses provided by Hawkeye Community College be approved. Ayes : Three. Motion carried. Moved by Krizek, seconded by Getty that the request of the Superintendent of Traffic Operations for pre-authorization to expend $1,475 for paint for downtown traffic signals be approved. Ayes : Three. Motion carried. Moved by Krizek, seconded by Getty that the request of the City Planner for pre-authorization to expend $6, 000 for Leap to the Future brochures be approved. Ayes : Three. Motion carried. Moved by Krizek, seconded by Getty that the request of the Superintendent of Traffic Operations for pre-authorization to expend $1, 854 to replace damaged cabinet at Airport Boulevard and Ramp B be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Fire Chief to decrease Line Item 3800 (Miscellaneous Revenue) and increase Line Item 1315 (Educational/Training Service) in the amount of $500 . 00; decrease Line Item 3620 (Rent & Property Lease) and increase Line Item 1315 (Educational/Training Service) in the amount of $500 . 00; decrease Line Item 3722 (Refunds) and increase Line Item 1551 (Medical Supplies) in the amount of $68 . 61, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that the request of the Fire Chief to decrease Line Item 3830 (Contributions) and increase Line Item 1315 (Educational/Training Service) in the amount of $10 . 00, be approved. Ayes : Three. Motion carried. Moved by Getty, seconded by Krizek that Bills Payment, as contained in Schedule AP640, pp. 1-78, dated October 7, 1996, in the amount of $2, 119, 678 . 57, be received, placed on file, approved and forwarded to the full council . Ayes : Three. Motion carried. With no further business before the committee, it was moved by Krizek, seconded by Getty that the meeting be adjourned at 6 : 17 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk II�