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FI? OOMMI'rrEE MEETING
Mai. 18, 1985
6:30 p.m.
Mayor s Conference Room
Members present: Chairperson Dowie, Getty, Klinger.
Also present: Mayor Bowers, Penaluna and Wright.
It was moved by Klinger, seconded by Getty that the Agenda be
approved as amended to add item Number six (6) as follows:
6. Request to approve 1/2 ton pickup purchase for the Sewer
Department.
Motion carried.
The request of the Street Department to seek bids on a mechanical 3
wheel street sweeper was reviewed. General Obligation Bonds will
fund the project. It was moved by Getty, seconded by Klinger that
authorization to seek bids be approved. Motion carried.
The following bids were reviewed for the installation of energy
saving vestibule doors for the main entrance to City Hall:
Bidder Bid
Prairie Construction $47 46.00
Christianson Construction $4,780.00
D. Gardner Construction $4,221 .00
It was also reported that the acoustical spray on the ceiling fibers
contains asbestos and requires proper removal and disposal. L and L
Insulation of Des Moines was contacted to perform the removal of
this material at a cost of $800.00. It was moved by Klinger,
seconded by Getty that Prairie Construction be awarded the
installation of vestibule doors and that L and L Insulation be
awarded the contract for asbestos removal. Motion carried.
Larry P. Burger, City Clerk/Auditor reported that new Internal
Revenue Service (IRS) rules indicate that reimbursement for City
employees who use private cars while on City business will be
altered. Currently, City employees are reimbursed at the rate of
$.24 per mile for such use. However, new rules will require that
mileage reimbursement be reported on the employees' W-2 Form as
income. To avoid the added responsibility of reporting for the City,
it was suggested that the City adopt a policy of reimbursement of
$.20-1/2 a mile. The $.20-1/2 will not be reported as income. Mr.
Burger indicated that new rules are being formulated on the use of
City vehicles for private use i.e., emergency personnel. These rules
have not been finalized and are subject to change. It was moved by
Getty, seconded by Klinger that the Finance Committee recommend to
the City Council that the Travel Policy as adopted by the City
Council on March 14, 1983 be amended to allow mileage reimbursement
for City employees using private cars on City business to be reduced
from $.24 per mile to $.20-1/2 per mile. Motion carried.
The following bids were reviewed for replacement of the Police
Department radio communication system:
Equipment Recommended Vendor Amount
Category I:
Base Stations Radom Corp. $48,735.00
Category II:
Mobile Radio System Radom Corp. $44,337.50
Category III:
Recording Equipment Dictaphone $29,982.50
Optional Equipment:
Surveillance Kits and Chargers Motorola $ 8,786.50
Total Equipment Cost $131 ,841 .50
Less Down Payment in FY 85 -30,000.00
$101 ,841 .50
Amount Owed for 60 Portables 50,994.57
Total Due August 1 , 1985 $152,836.07
Page
Finan,,_ Committee
March 18, 1985
Maintenance Recomwended Vendor Amount
*Category IV Iowa Radio Service
Hourly Rates for Service In Shop, Weekdays $35.00 hour
Customer Location $35.00 hour
After Hours $52.50 hour
Racom Corp.
In Shop, Weekdays $27.50 hour
Customer Location $27.50 hour
After Hours $42.00 hour
*Category V
Installation/
Removal Equipment Iowa Radio Service $80.00 siren
$80.00 light
bar mobile
$107.00 trunk
mobile
$80.00 dash
**Category VI Iowa Radio Service $9,981 .00 year
Maintenance Existing
Equipment
*There will be no cost to the City unless a service not covered in
maintenance agreement is needed. The bids fix the hourly cost for
one year only.
**The City will be billed on a monthly basis for maintenance on
existing equipment.
The Police Department recommended that the low compliant bidder be
approved in each category. The purchase will be financed in part by
the sale of bonds in May of 1985. It was also reported that the
State of Iowa Department of General Services Division of Communication
assisted in drawing up bid specifications and evaluation of bids. A
representative from Magnasync was present to ask why his bid was not
accepted. Police Chief Shook stated that the bid was rejected because
of the following four reasons:
1) the recording tape was not bid
2) the service agent was not arranged for until after the bid
opening
3) Category IV was not bid
4) The proposal was FOB North Hollywood, California and not
Waterloo.
It was moved by Klinger, seconded by Dowie that the recommendation of
the Police Department to approve Racom Corporation for the base
stations in the amount of $48,035.00; to approve Racom Corporation
for the Mobile Radio Station in the amount of $44,337.50; and to
approve Dictaphone for the recording equipment in the amount of
$29,982.50. Motion carried.
The following proposals were reviewed for the purchase of the 1/2
ton pick up for the Sewer Department:
Bidder Bid
Rydell Chevrolet $10 936.00
Crossroads Ford $12,297.08
It was reported that both companies met the minimum specifications.
It was moved by Getty, seconded by Klinger that the low bid of Rydell
Chevrolet be approved. Motion carried.
It was moved by Getty, seconded by Klinger that the Finance Committee
recommend to the Council payment of all bills. Motion carried.
It was moved by Klinger, seconded by Dowie that the garbage refund of
Mr. Randy Friedley for property at 1347 Olympic Drive in the amount
of $19.20 be approved. Motion carried.
With no further business before the Committee, the meeting was
adjourned.
Larry P. Burger
City Clerk/Auditor