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Home My WebLink About10/28/2002 FINANCE COMMITTEE October 28, 2002 4:10 p.m. Council Chambers Members present: Hurley, Getty. Members absent: Jordan. Moved by Getty, seconded by Hurley that the Agenda, as proposed, be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the Minute; of October 21, 2002, as proposed, be approved. Ayes: Two. Absent: Jordan. Motion carried. The following bids received for the installation of a drop ceiling in the Emergency Management Office at the Regional Training Center were reviewed: Bidder Rid Amount • Owens Ceiling Systems $3,734.00 Dyball Acoustical Inc. $4,460.00 Dyball Acoustical's bid includes furnishing and installation of 7-2x2 HVAC registers, relocating a fire alarm and relocation of exit signs. These items will be done in-house. The project will be funded using General Obligation Bonds set aside for the Regional Training Center, and Emergency Management will pay for one-half of the project. It was the recommendation of the Fire Chief that the low bid from Owens Ceiling Systems in the amount of$3,734.00 be accepted. Moved by Getty, seconded by Hurley that said recommendation be approved. Ayes: Two. Absent: Jordan. Motion carried. The following bids received for one copy machine for the Clerk's Office and one copy machine for the Police Department were reviewed: Bidder Copier Bid Amount Iowa Business Machine Sharp AR-651 $14,919.30 Automated Business Products Sharp AR-651 $14,034.00 or $13,284.00 for all 3 Advanced Systems, Inc. Canon IR 6000 $11,775.00 IKON Solutions Ricoh 1060 $11,300.00 Cedar Rapids Photo Copy Savin 2560 $11,600.00 The Clerk's Office, Police Department and Leisure Services jointly requested bids for copiers, and all copy machine models that were bid were tested for one week. It was the recommendation of the City Clerk and the Police Chief that the bid from Advanced Systems, Inc. for a Canon IR 6000 in the amount of$11,775.00 be accepted. The maintenance cost for the Canon is $9,520.00 for a four-year period. The annual maintenance includes maintenance and repair, including parts. There is a 90-day warranty, with the maintenance costs starting after the 90 days. General Obligation Bonds will be used to purchase the copiers. Discussion was heard regarding the number of copiers, different brands, costs, etc. It was suggested that a flow chart be created showing how many copiers the city has, including leases, maintenance, etc. Moved by Getty, seconded by Hurley that the bid from Advanced Systems, Inc. for a Canon IR 6000 at a cost of $11,775.00, plus $9,520.00 maintenance for one copier for the Clerk's office and one copier for the Police Department be approved. Ayes: Two. Absent: Jordan. Motion carried. 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Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Director of Cultural & Arts Commission for pre-authorization to expend $3,460.00 for painting of the Junior Art Gallery Exhibition 2003-2004 be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Leisure Services Director for pre- authorization to expend not to exceed $2,500.00 to purchase brick chips for the warning track at Riverfront Stadium be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the MIS Director for pre-authorization to expend $23,244.00 to purchase 26 PCs for use by the Building Inspection Department (12), Engineering (7) and Planning and Zoning (7) be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the MIS Director for pre-authorization to expend $7,431.00 to purchase Dual Server be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Chief Financial Officer for pre- authorization to expend $16,891.00 for outreach services provided by KBBG be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Chief Financial Officer for pre- authorization to expend $27,498.80 for INRCOG annual membership dues be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Chief Financial Officer for pre- authorization to expend $34,450.00 for Cedar Valley Economic Development Corporation annual contribution be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Getty, seconded by Hurley that the request of the Police Chief for authorization to increase Line Item 3361 (State Grants) and Line Item 2127 (Photo Equipment) in the amount of $8,000.00 be approved. Ayes: Two. Absent: Jordan. Motion carried. Moved by Hurley, seconded by Getty that Bills Payment, as contained in Schedule AP640, dated October 28, 2002, pp. 1-58, in the amount of $2,708,995.23, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Absent: Jordan. Motion carried. With no further business before the committee, it was moved by Getty, seconded by Hurley that the meeting be adjourned at 4:47 p.m. Ayes: Two. Absent: Jordan. Motion carried. Nancy Eckert City Clerk