Loading...
HomeMy WebLinkAbout1996 BUILDING & GROUNDS COMMITTEE November 25, 1996 3 :40 p.m. Large Conference Room Members present : Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance to approve engineering design and specification service for Phase 3 of the Energy Conservation Program was reviewed. The Energy Conservation Project has been divided into the following three phases : Phase 1 Lighting Phase 2 HVAC Phase 3 Energy Management Systems (controls) With the exception of any possible work at the 5 Sullivan Brothers Convention Center, the major TEA recommended improvements for Phases 1 & 2 will be completed with the radiant heat and parking garage lighting installations . The Energy Group and Building Maintenance have successfully implemented design/build for the radiant heat and parking garage lighting projects which has saved the city $12, 000 in engineering fees . However, complications in the integration and construction of energy management systems require mechanical specifications and drawings that make design/build a less attractive option. It would not be in the best interest of the city or the program to proceed with Phase 2 without engineering assistance, and engineering assistance is not covered in the contract with the Energy Group. The Energy Group has offered to prepare plans and specifications for a 3 percent fee which is considerably less than the 7 percent the city previously paid. The cost of this service will be paid with energy conservation loan notes and reimbursed with energy savings identified in the Technical Engineering Analysis . Building Maintenance requests approval of the 3 percent construction fee for engineering design and specification with the Energy Group for Phase 3 of the Energy Conservation Program. Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 3 :46 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE November 18, 1996 5 : 15 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders to approve the agenda as proposed. Ayes : Two. Absent : Jordan. Motion carried. Mayor Rooff asked that the committee discuss the status of ownership for Veterans Memorial Hall . Research completed by the city attorney indicates that the city is the owner of the building. To clear up all confusion the city should accept the quit claim deed from the county for ownership of the building. Mayor Rooff would like to pursue the establishment of a committee consisting of veterans groups, county officials, museum experts, and other military groups . The committee would then research and report on the needs of the building and pursue volunteer efforts to accomplish much of the work or fund raising needed. Don Ross has volunteered to become a caretaker for the building. Other veterans have offered to donate their time to work on repairs or maintaining the building. Jordan now present at 5 : 30 p.m. Anders asked who would be responsible for the liability of the building and would there be additional cost for coverage . City Clerk Sue Fangman reported that the city would insure the building along with other city property for general liability coverage . The costs associated with the coverage would depend on the building' s budget . The city would always be responsible for the $25, 000 deductible for each claim. Murphy asked that efforts continue in the pursuit of the establishment of a Korean War Memorial . This segment of veterans have lacked recognition in the past . Moved by Murphy, seconded by Anders to recommend approval to the city council for the acceptance of the quit claim deed from Black Hawk County for ownership of Veterans Memorial Hall . Ayes : Three . Motion carried. With no further discussion, it was moved by Murphy, seconded by Anders to adjourn the meeting at 5 : 35 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS CC,a.14ITTEE November 12, 1996 5 : 00 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. Moved by Murphy, seconded by Anders that the request of the Administrative Director to prioritize repairs to the Five Sullivan Brothers Convention Center be tabled indefinitely. Ayes : Three . Motion carried. Moved by Murphy, seconded by Anders that the request of Building Maintenance for authorization to earmark the remaining balance in building improvements line item (approximately $54, 000 . 00) pending investigation of a replacement package chiller for AHU #4 at the Five Sullivan Brothers Convention Center be tabled indefinitely. Ayes : Three. Motion carried. A partnering arrangement will be started with city staff and hotel staff . A meeting has been scheduled for next week to discuss energy improvements. Moved by Murphy, seconded by Anders that the request of the Building Official for authorization to expend $16, 911 . 00 to remodel the first floor Police Department restrooms in conjunction with ADA requirements be approved. Ayes : Three. Motion carried. The request of the Superintendent of Central Garage for authorization to compile a list for disposal of material stored on the lot on Black Hawk Street between W. 12th and 13th Streets was reviewed. The lot is used for storing material and equipment, from tires and appliances picked up by Operation Pride and awaiting disposal to vehicles stored for auction, salt spreaders, sign and light poles, yard waste bags, and other items that can be stored outside . Over the years the city has accumulated material which, for various reasons, is no longer of use by the departments and is cluttering the yard and takes up much needed storage space. Most of it is material that has not sold at auction or is just obsolete and because of its specialized nature is of interest only to scrap dealers . The Superintendent of Central Garage is requesting authorization to compile a list of the material that needs to be disposed, bring back to the committee for approval and then present the list to local scrap dealers on a closed bid. The bid would require that the highest bidder for the entire lot would be responsible for removal of the listed material . Moved by Murphy, seconded by Anders that said request be approved. Ayes : Three. Motion carried. Bob Stevenson, Administrative Director, reviewed the status of ownership of Veterans Memorial Hall . Black Hawk County has been investigating whether the city or the county owns the property. The Assistant County Attorney has done a title opinion which indicates his belief that the city owns the property. However, questions remain as to ownership, and it is believed that either entity could quit claim their interest in the property to the other to clarify ownership. Mr. Stevenson presented a list of repairs estimated to cost $181, 000 to $301, 000 that would need to be done in order to fully utilize the building. It was indicated at the Board of Supervisors meeting on November 5, 1996 that the county would accept ownership of the property by Quit Claim Deed from the city. Councilperson Murphy asked for clarification on whether the country would upgrade the improvements needed to be accessible and that he feels the intent of use of the hall is countywide access . Moved by Anders, seconded by Murphy that this item be tabled for one week to meet with Mayor Rooff to identify costs and the county' s intention for use if declared the owner. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 5 :30 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE November 4, 1996 5 : 05 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The proposals received for landscape architecture services for Window on Waterloo, Phase V, were reviewed. The selection committee interviewed the following consulting firms : Craig Ritland, Landscape Architect of Waterloo, Adamson Clark Landscape Architecture of West Des Moines and Shoemaker Haaland of Coralville . The selection committee evaluated and scored each firm based on staff experience, past performances with various entities, MBE' s; proximity to the project area, and the staff' s ability to complete the project within the anticipated time frame. It was the recommendation of the selection committee that Craig Ritland be selected for landscape architecture services for Windows on Waterloo, Phase V. Moved by Murphy, seconded by Anders that Craig Ritland be approved for landscape architecture services for said project . Ayes : Three. Motion carried. Bob Stevenson, Administrative Director, updated the committee on repairs to the Five Sullivan Brothers Convention Center. Currently, there is a fund balance in the Five Sullivan Brothers Convention Center account of $124, 092 . 60 . This amount reflects all funds appropriated for building and equipment repairs . There is a total of $67, 932 . 21 in pre-approved repair/replacements to be paid from this line item, and an estimated cost of $2, 000 . 00 for coil cleaning, leaving a balance of $54, 160 . 30 in the Convention Center account . Councilpersons Anders and Getty have requested repairs at a cost of $23 , 331 . 00, and the staff at Holiday Inn has requested additional improvements but the total amount of these repairs is unknown. Building Maintenance is requesting a package chiller installation for air handler #4 at an estimated cost of $55, 000 . The proposed energy conservation agreement with Holiday Inn has not been approved by Holiday Inn. There is a total of $70, 000 in projects which would be affected by the energy program. Approximately $34, 000 would qualify for the energy program, requiring the city to fund the remaining $36, 000 . Mr. Stevenson is requesting that a plan be developed for the improvements to the facility. A Building & Grounds Committee meeting will be scheduled for Tuesday, November 12, 1996 to prioritize a list for the remaining repairs . Mayor Rooff updated the committee on Veteran' s Memorial Hall . Black Hawk County has asked that the city accept the property by Quit Claim Deed. Bob Stevenson, Administrative Director, is investigating the ADA improvements and associated cost if the city accepted the property. Mr. Stevenson will attend the Black Hawk County Supervisors meeting on Tuesday, November 5, 1996 . Mayor Rooff would like the Building & Grounds Committee to address this issue. A lease agreement with Basic Materials Corp. for mineral rights on city-owned property was reviewed. The city owns property adjoining the East Lake, and Basic Materials Corporation mines sand and gravel on the land adjacent to the property. In the past the city has tried to trade the mineral rights and ownership to this property in an effort to expand the East Lake area. Through negotiations a lease agreement has been proposed that would allow Basic Materials to lease the mineral rights from the city on a 20 year term of agreement . Basic Materials would pay the city at a rate of 3 percent of the company' s average net selling price (with a minimum of $5, 000 per year) for all stone, sand and gravel mined, quarried or extracted and sold. It is proposed that the revenues be put into a fund for recreational improvements in the lake area, riverview developments, trails, etc. The revenue from a normal Building & Grounds Committee November 4, 1996 Page 2 year of sales could produce $25, 000 for the river area fund. The lease does not exclude the city from obtaining sand, gravel, stone, etc. from the area. Moved by Anders, seconded by Murphy to recommend approval of said lease with Basic Materials Corp. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 5 :40 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE October 14, 1996 5 :30 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The request of the City Planner to select a consultant for Window on Waterloo, Phase V, was reviewed. Phase V involves the aesthetic improvements along the northbound service road adjacent to the viaduct between West 6th Street and West Park Avenue . The improvements include antique lighting, brick pavers, landscaping and the Leo P. Rooff recognition. In March 1996 the city received a $640, 000 . 00 enhancement grant to fund 80 percent of the project, and city staff has worked with the IDOT throughout the consultant process . Request for Proposals were sent out to qualified consultants. The Planning Department received proposals from three landscape consultants for the design and inspection services in conjunction with the project . The selection committee to evaluate the RFPs consists of : Don Temeyer, City Planner; David Sturch, Associate Planner; Jamie Knutson, Associate Engineer; and Kevin Blanshan, INRCOG. Staff is requesting that a councilmember be appointed to serve on the committee . Moved by Anders, seconded by Murphy that said request be approved and Councilperson Murphy be appointed to serve on the selection committee to select a consultant . Ayes : Three. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 5 : 35 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE October 7, 1996 5 :20 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. Ridgeway Tower' s domestic hot water tank replacement problem was reviewed. A replacement tank was installed by Young Plumbing & Heating Co. on July 26, 1996 and immediately there was a rust problem in the hot water supplied to the tenants in the building. It took three to four weeks of investigation to isolate the problem as being the new tank. It was first thought to be sediment in the water lines stirred up by the work done on the system or changes in water pressure . A cross connection with the boiler system was also considered and water quality tests were made. After numerous service calls, review of the situation by other professionals, the flushing and draining of the tank twice, the water heater itself and the water lines, maintenance staff isolated one system at a time to see what effect that would have . When the storage tank was removed from the system, the problem disappeared. Young Plumbing has not been paid for the tank and installation because the rusty hot water was not an acceptable condition. Young suggested a $2, 592 . 75 filter system as a solution, which was rejected by staff . On September 18, 1996 Young Plumbing indicated that they had ordered a second lined tank to replace the first but indicated that the manufacturer would not take back the rusty unlined tank. After review of the information staff is requesting to increase the $2, 000 previously approved for the purchase of the hot water storage tank due to the change in circumstances and to forward recommendation of approval to the Finance Committee . Moved by Anders, seconded by Jordan that this item be tabled for further investigation. Ayes : Two. Absent : Murphy. Motion carried. Councilperson Murphy now present at 5 :22 p.m. 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 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 Murphy, seconded by Anders that said request be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 5 : 25 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE September 16, 1996 5 : 05 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, 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 Murphy, seconded by Anders 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 Anders, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 5 :20 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING AND GROUNDS COMMITTEE 5 : 30 p.m. Large Conference Room 5 :30 p.m. Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to install suspended ceilings and dimmable fluorescent lighting in rooms 21, 22 and 23 at the Five Sullivan Brothers Convention Center was reviewed. All light fixtures in the meeting rooms and Exhibition Hall have infinite dimming capability. Two of these packs have failed recently and staff has not been able to locate replacement coils for these units . The solution is to replace the entire dimming circuitry with high level rheostats . A single vendor quote for a replacement system for the rooms is $14, 000 . Building Maintenance has determined that replacement of the existing incandescent fixtures with fluorescent lighting and suspended ceilings to be a cost effective solution to the light level and dimmer problems . The suspended ceiling will add a reflectance value to light levels that the open truss design does not have, improve acoustics and significantly reduce the noise level from the operating equipment located in the penthouse directly above . Fluorescent lighting is available with dimmable ballasts that cost a fraction of the proposed dimmer replacement . Building Maintenance estimates the cost for the proposed replacement to be approximately $70, 000 . Funding is available through the Energy Conservation Program. A seven year energy savings of $34 , 000 is projected, leaving $36, 000 non-reimbursable. These three meeting rooms are the most costly to retrofit to efficient lighting of any in the center. Building Maintenance requests approval of installation of suspended ceilings and dimmable fluorescent lighting in rooms 21, 22 and 23 at the Five Sullivan Brothers Convention Center pending a negotiated contract amendment allowing funding with Energy Capital Loan Notes . Moved by Anders, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to recover the wall panels in rooms 10-13 at the Five Sullivan Brothers Convention Center at a cost not to exceed $4, 744 . 99 was reviewed. The city recently replaced the carpeting in rooms 10-13 at the Center. The replacement carpet clashes with the fabric covered wall panels in those rooms . Charm Upholstery submitted a quote in the amount of $4, 744 . 99 to recover the panels with an updated fabric . The quote includes removal of the existing fabric, a step that was not done when the panels were recovered on the upper level . The upper level panels are now sagging and need to be restretched. Building Maintenance will be responsible for the removal and reattachment of the panels . It was moved by Murphy, seconded by Anders that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 5 :45 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE September 3 , 1996 6 : 00 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The bid in the amount of $19, 970 . 00 from Environmental Controls for replacement controls for air handlers 1, 2, 4 and 5 at the Five Sullivan Brothers Convention Center was reviewed. Murphy now present at 6 : 06 p.m. This is a State Controlled Contract price. This is pricing guaranteed to all governments as the lowest set price for the industry. Funding is available in the Building Improvements line item and can be reimbursed from the Energy Conservation Fund should the city finalize a contract amendment with the Center Management . Moved by Anders, seconded by Murphy that the bid from Environmental Controls in the amount of $19, 700 . 00 for replacement controls for air handlers 1, 2, 4 and 5 at the Five Sullivan Brothers Convention Center be approved. Ayes : Three. Motion carried. Moved by Anders, seconded by Murphy that the proposal from Crystal Distributing to purchase a refrigerator and metal cabinets, as is, from the Rath Administration Building for $300 . 00 be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 6 : 10 p.m. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE August 19, 1996 5 : 05 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The request of the Black Hawk County Emergency Management Coordinator for authorization to use an existing UHF antenna and coaxial cable on the tall radio antenna tower and short radio antenna tower no longer used by the Police Department was reviewed. Both of the installations will be used as metro site UHF radio repeaters . Control points will be located in the Emergency Operations Center. The Black Hawk County Emergency Management Agency will administer the operations and maintenance responsibilities of equipment connected to the antennae and coaxial cabling. The equipment will expand and improve emergency support capabilities . Volunteer radio source organizations provide conventional equipment and manpower when responding to emergency events such as public safety communications failures, search/rescue missions and severe weather spotter network activation requests by the National Weather Service . The groups are coordinated through the Black Hawk County Emergency Management Office . If the equipment fails, it will be repaired at no cost to the city. Moved by Anders, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 5 : 08 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE August 5, 1996 5 : 10 p.m. Large Conference Room Members present : Chairperson Jordan, Murphy. Members absent : Anders . Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Anders . Motion carried. The request of Building Maintenance for authorization to seek bids for radiant heat installation at the Street Department, City Hall Annex, Central Garage and Parks Forestry Garage was reviewed. The Technical Engineering Analysis (TEA) from the Energy Conservation Project recommended the installation of radiant heat in all city facilities with shop type work areas . The result of the Street Department TEA review was as follows : Estimated Installation Cost $45, 000 . 00 Estimated Annual Energy Savings $ 7, 000 . 00 Estimated Payback in Years 6 . 5 It is anticipated that similar savings can be expected at the other facilities . Building Maintenance has been working closely with the Energy Group drafting specifications for a radiant heat design/build bidding document . The project will be funded with Energy Capital Loan Notes and reimbursed with savings identified in the Technical Engineering Analysis . Moved by Murphy, seconded by Jordan that said request be approved and Building Maintenance authorized to forward to full council to set the date of hearing. Ayes : Two. Absent : Anders . Motion carried. The request of Building Maintenance for authorization to seek request for proposals for design/build installation of new lighting system at the West Side Parking Garage was reviewed. The two west side ramps utilize high output fluorescent which Building Maintenance recommends be converted to high pressure sodium lights as is currently used in the east side ramps . The following is the estimated cost for the project : Estimated Cost of Fixtures $46, 000 . 00 Estimated Installation Cost $44, 000 . 00 Total Cost $90, 000 . 00 Estimated Yearly Energy Savings $24, 700 . 00 Pay Back in Years 3 . 75 At the above projected cost, the city will realize a savings of approximately $80, 275 . 00 in the seven year payback guideline of the program. The figures are based on information provided by the Energy Group. Building Maintenance requests that the project be offered as a design/build project . The city will request minimum acceptable foot candles of light . It will be the responsibility of the successful bidding contractor to provide and install lighting that meets the testing criteria. With a design/build contract, the city will receive proposals from vendors that are specific to the product that they sell/install and will eliminate the "brand specific" specs that our contracted engineers typically draft . The project will be funded with Energy Capital Loan Notes and reimbursed through energy savings identified in the Technical Engineering Analysis . Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Anders . Motion carried. The request of Building Maintenance for approval of energy conservation project bid document was reviewed. On many of the projects that Building Maintenance has been involved with requiring engineering architectural services, file reports have been received Building & Grounds Committee August 5, 1996 Page 2 which contain outdated specs and generic references that are of marginal value . In most instances the supply vendors give more accurate and useful information and design plans than obtained from the design trade . One of the problems with designers is that they often draft specs that only one manufacturer can meet . The others are forced to bid comparable systems that often times must exceed the specifications and therefore are high bidders . Many vendors employ their own design staff and are capable of drafting layout and installation specification for their products that are more effective than those of an independent design firm. This service is offered free of charge in a design/build proposal . There are several advantages to soliciting this service : 1 . The only specifications from the buyer is the desired result . 2 . The design/build firm does all the leg work, assimilates information, prepares plans, etc . 3 . The design service is free . 4 . The contractor assumes 100 percent of the responsibility for the operation of the system. Moved by Murphy, seconded by Jordan that the design/build bid document for energy conservation project be approved. Ayes : Two. Absent : Anders . Motion carried. Proposals received for installation of 60 duct access doors at the Five Sullivan Brothers Convention Center was reviewed. There are sixty re-heat coils located at various points in the ductwork of the Center. These coils were installed without access panels . After 20 years of building operation with questionable filter maintenance, it has become necessary to inspect these coils for blockage and clean them. Building Maintenance installed two access panels and cleaned the related coils a year ago. An extremely heavy accumulation of dirt, paper, etc was blocking airflow through the coils . Proposal were solicited from three vendors, with Young Plumbing the only vendor submitting a bid in the amount of $7, 651 . 00 . This is the first of three steps necessary to complete the air balancing of the HVAC system. It will be necessary to clean the coils then balance the entire system once the duct access doors are installed. It was the recommendation of Building Maintenance that the bid of Young Plumbing & Heating Co. in the amount of $7, 651 . 00 be accepted. Moved by Murphy, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Anders . Motion carried. The following proposals received for replacement of eight Jefferson Street entry doors and hardware at the Five Sullivan Brothers Convention Center were reviewed: Bidder Bid Amount Iowa Door Closer $9, 546 . 18 Cardinal Construction No Bid Kidder Construction No Bid Prairie Construction No Bid Gardner Construction No Bid The city is responsible for the maintenance and replacement of all doors and hardware at the Center. There are four interior and four exterior doors for a total of eight doors per entry for a total of thirty-two doors . In discussion with councilmembers and Holiday Inn management, a schedule has been accepted to replace one set of eight entry doors per year for the next four years . It was the recommendation of Building Maintenance that the bid of Iowa Door Closer in the amount of $9, 546 . 18 for eight entry doors at the Holiday Inn be approved. Moved by Murphy, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Anders . Motion carried. Building & Grounds Committee August 5, 1996 Page 3 The request of Building Maintenance for authorization to seek requests for proposals for installation of boilers at Fire Station #1 and Carnegie Annex was reviewed. As part of the Energy Conservation Project, the city purchased five boilers for installation at the fire stations . Building Maintenance installed one boiler at Fire Station #6 and one boiler at Fire Station #8 last fall . While operating the boilers last winter, some problems were experienced that indicate the boilers are oversized. The city purchased the boilers on the sizing recommended by our consulting engineer. It has been determined that Fire Station #1 has adequate demand for one of the two boilers . The boiler in Carnegie Annex is over twenty-five years old and in need of replacement . A review of the heating apparatus at Carnegie indicates that one of the boilers is sufficient to heat the building. Each installation is estimated to cost $5, 000 . 00 . The installation will be funded with Energy Capital Loan Notes and reimbursed with savings identified in the Technical Engineering Analysis . Moved by Jordan, seconded by Murphy that this item be tabled to the next Building & Grounds Committee meeting. Ayes : Two. Absent : Anders . Motion carried. The request of the Black Hawk County Emergency Management Coordinator for authorization to use an existing UHF antenna and coaxial cable on the tall radio antenna tower and short radio antenna tower no longer used by the Police Department was reviewed. Both of the installations will be used as metro site UHF radio repeaters . Control points will be located in the Emergency Operations Center. The Black Hawk County Emergency Management Agency will administer the operations and maintenance responsibilities of equipment connected to the antennae and coaxial cabling. The equipment will expand and improve our emergency support capabilities . Volunteer radio source organizations provide conventional equipment and manpower when responding to emergency events such as public safety communications failures, search/rescue missions and severe weather spotter network activation requests by the National Weather Service . The groups are coordinated through the Black Hawk County Emergency Management Office . Moved by Jordan, seconded by Murphy that this item be tabled to the next Building & Grounds Committee meeting. Ayes : Two. Absent : Anders . Motion carried. The request of the Deputy City Clerk for authorization to seek bids for cash register, software and printer for the West Fifth Street/Convention Center ramp was reviewed. The cash register is used by the parking cashiers for all daily transactions at the ramp. The cash register controls the exit gate, issues receipts and provides reports that would allow staff to more closely monitor each transaction. Purchase of a new cash register was budgeted for in FY 1997 . It was moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Anders . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 5 : 25 p.m. Ayes : Two. Absent : Anders . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 22, 1996 4 :20 p.m. Large Conference Room Members present : Anders . Members absent : Jordan, Murphy. The meeting was canceled due to a lack of a quorum. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 15, 1996 5 : 15 p.m. Large Conference Room Members present : Jordan. Members absent : Murphy, Anders . The meeting was cancelled for lack of quorum. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 8, 1996 5 : 25 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to purchase a battery at a cost of $1, 935 . 00 and a charger at a cost of $765 . 00 for the forklift at the Five Sullivan Brothers Convention Center was reviewed. The battery on the forklift will no longer hold a charge and the charger timer is broken. There is no nameplate on the charger so Building Maintenance was not aware that it is a 36 volt charger. The battery in the forktruck is 24 volt . Liftruck Service has quoted a replacement battery at a cost of $1, 935 . 00 and a rebuilt charger at a cost of $765 . 00 . Moved by Anders, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. The bids received for elevator/escalator maintenance at the Five Sullivan Brothers Convention Center were reviewed. The Holiday Inn has been paying for the elevator/escalator service agreement for the Center since the original lease agreement with the City. In 1993 when an amendment to the original lease was signed, it became the responsibility of the city to maintain the elevators and escalators . Holiday Inn has been paying for the maintenance agreement with Schumacher Elevator but has requested that the city honor the lease and assume responsibility for the services . Requests for Proposals were solicited from three elevator service contractors with two vendors responding. Schumacher Elevator was the low bidder at a cost of $690 . 00 per month ($8, 280 . 00 per year) to service three elevators and two escalators . Funding for the maintenance is available in the hotel/motel tax fund. It was the recommendation of Building Maintenance that the city assume responsibility for the maintenance of the elevators and escalators and that the low bid of Schumacher Elevator in the amount of $8, 280 . 00 be awarded. Moved by Murphy, seconded by Anders that said recommendation be approved. Ayes : Three. Motion carried. The request of the Public Employees Credit Union to terminate the Occupancy Agreement for use of office space in the basement of City Hall was reviewed. The Public Employees Credit Union has purchased a new office facility and will be moving from their current office space in the basement of City Hall on or about September 7, 1996 . The Credit Union has occupied this space for a number of years at no cost to the union but they have had to pay the city $300 per month for utilities . They will pay the city a pro-rated amount of $69 . 00 for the month of September 1996 . Moved by Murphy, seconded by Anders that the Occupancy Agreement for use of office space in the basement of City Hall be terminated on or about September 7, 1996 and that they pay the city a pro-rated amount of $69 . 00 for the seven days in September. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 5 : 35 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 1, 1996 4 :45 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. Proposals received for sandblasting and tuckpointing to prepare the lobby floor at the Five Sullivan Brothers Convention Center were reviewed. Proposals were solicited from several companies with only three vendors responding. C & C Welding and Sandblasting was the low bidder for the blasting and Vinton Tuckpointing was the low bidder on the tuckpointing. Vinton Tuckpointing would like to rebid the tuckpointing once the sandblasting is complete . They are not comfortable with their bid for tuckpointing if they cannot control the sandblasting. It was the recommendation of Building Maintenance to accept the low bid in the amount of $3 , 950 . 00 from C & C Welding and Sandblasting for the sandblasting and to allow Vinton Tuckpointing to rebid the tuckpointing once the sandblasting is complete. Moved by Anders, seconded by Murphy that the bid of C & C Welding in the amount of $3 , 950 . 00 for sandblasting be approved and that if less than 25 percent tuckpointing is needed, approve the bid of Midwest Tuck for an amount not to exceed $7, 000, with discussion on the cost of labor and materials . Ayes : Three . Motion carried. The request of Building Maintenance for authorization to replace the bird netting on the Park Avenue side of the Five Sullivan Brothers Convention Center was reviewed. The exposed roof trusses and canopy design of the center has created a problem with roosting birds since the facility was constructed. Owl and snake decoys have been used to frighten birds with no success . Roost No More was tried, but results were not satisfactory. Nylon fabric netting was installed several years ago and seems to be the best solution. Heavy grade fabric is used on the Jefferson, 4th and Commercial Streets sides which seems to be holding up well after three years of service . Aable Pest Control has quoted a price of $2, 284 . 00 to recover the Park Avenue side . It was the recommendation of Building Maintenance to replace the medium grade fabric netting with a heavy duty nylon bird netting at a cost not to exceed $2, 284 . 00 . Moved by Anders, seconded by Murphy that said recommendation be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to purchase a replacement domestic water heater at the Five Sullivan Brothers Convention Center was reviewed. The building heating plant supplies source heat for the domestic hot water during the heating season. A secondary water heater was installed in 1988 to supply supplemental hot water during the summer months so they could operate the boiler at a lower temperature. The heater has developed leaks in the tank and is in an unsafe condition. Adequate hot water is required to operate the center' s food preparation services . Quotes were requested from three vendors with Plumb Tech submitting the only proposal at a cost of $7, 750 . 00 for replacement of the heater, additional piping and a circulation pump to bring the installation up to code . It was the recommendation of Building Maintenance that the quote from Plumb Tech in the amount of $7, 750 . 00 be accepted. Moved by Murphy, seconded by Anders that said recommendation be approved. Ayes : Three. Motion carried. The request of Building Maintenance for authorization to purchase building controls for the Five Sullivan Brothers Convention Center was reviewed. The original equipment controls and valves were manufactured and maintained by Honeywell . In 1987 Holiday Inn signed a $30, 000 per year mechanical maintenance agreement with Landis Gyre Powers . Under this agreement most of the Honeywell controls were disabled and replaced with Powers controls . Under Building & Grounds Committee July 1, 1996 Page 2 the terms of a lease amendment signed with the city in 1993 , Holiday Inn canceled the maintenance agreement in January 1995 as it would be the responsibility of the city to provide 100 percent of maintenance for the center. The city chose not to renew the agreement . Building Maintenance has manually regulated valves, motors and dampers for the past year, evaluating the extent of repairs and replacements necessary to return all equipment to like- new condition. The existing building controls are pneumatic . There have been three component change-outs during the life of the building. The old system components and air lines were not removed during these installations. It is difficult to trace lines and there are many air leaks in the system since most of the inoperable devices are still on building control pressure . There are three control panels operating the air handlers in the penthouse . These panels transfer the electronic messages from the computer into pneumatic signals to the actuators and electronic messages from the machines sensors to the computer for processing. Panel #1 which serves air handler #3 , rooms 21, 22 , 23 and the food service corridor, failed two weeks ago. Environmental Control System is the only supplier of electronic controls that will integrate with Powers controls without purchasing additional software . Environmental Control Systems has proposed the replacement of panel #1, room thermostats and the installation of high level panel at the installed cost of $10, 970 . 00 . It was the recommendation of Building Maintenance that the proposal from Environmental Control Systems in the amount of $10, 970 . 00 for the replacement of panel #1 and a high level panel for the Five Sullivan Brothers Convention Center be accepted. Moved by Anders, seconded by Murphy that said recommendation be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 5 : 10 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 24 , 1996 5 :30 p.m. Large Conference Room Members present : Chairperson Jordan, Murphy. Members absent : Anders . Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Anders . Motion carried. The request of the City Planner for authorization to seek proposals and bids for Parcels 5-12 acquired in conjunction with Sixth Street Extension construction project was reviewed. City staff has three methods planned for disposal of the parcels . Development Proposal Kit, Sealed Bid and conveyance to adjacent owners for unbuildable parcels . The Development Proposal Kit will be used for lots 9 and 10 . The kit provides the best method for development of these sites by stating the city' s intent, setting forth minimum requirements for the development, and details how the proposals will be reviewed. A sealed bid form will be used for parcel 12 as it is a buildable lot that could be used for a small business or similar use. The remaining lots are deemed unbuildable due to size constraints or irregular shaped parcels and the Planning Department will be contacting adjacent landowners to learn of their interest in purchasing these parcels . It was the request of the City Planner for authorization to advertise the request for proposal and sealed bid form with a turn-in date of July 15, 1996 . Upon completion of review by staff, a public hearing will be held at which the selected proposal and apparent high bid will be put before the full council for approval . Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Anders . Motion carried. The request of the City Planner for authorization to purchase a domestic hot water supply tank for Ridgeway Towers was reviewed. In 1984-85 Ridgeway Towers Senior Citizen Housing, 225 W. Ridgeway, was converted from an all electric building to a gas powered TRIAD boiler heating system and domestic hot water heater with a circulating supply tank was installed using HUD CLAP grant funding. The hot water supply tank recently developed a leak and a temporary patch was made . It was discovered that there was not a shut off to by-pass the tank should the patch fail before the replacement tank arrives . This was corrected and the new tank, which is custom built for this application, was ordered. The price of the new tank per estimate from Young Plumbing and Heating is $2 , 000 . 00 . It is anticipated that it will be 6-8 weeks before it will be delivered. Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Anders . Motion carried. The request of Building Maintenance for authorization to recarpet rooms 10-13 at the Five Sullivan Brothers Convention Center with broadloom carpet at a cost not to exceed $7, 504 . 00 was reviewed. Building Maintenance solicited proposals from three carpet vendors . Maintenance requests broadloom carpet rather than the carpet squares previously installed as broadloom of equal quality is less expensive than squares . Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Anders . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 5 :42 p.m. Ayes : Two. Absent : Anders . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 17, 1996 4 : 10 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. It was moved by Anders, seconded by Jordan to approve the agenda as proposed. Ayes : Two. Absent : Murphy. Motion carried. It was moved by Anders, seconded by Jordan to approve the recommendation on bids received for replacement of grease traps at the Five Sullivan Brothers Center. Two grease traps have corroded and are operating without the baffles used to separate grease from waste water. Three bids were solicited with the following bids received: Young Plumbing $10, 162 Plumb Tech $ 3 , 992 It is the recommendation of Building Maintenance to award the bid to Plumb Tech for the replacement of the food preparation area grease trap and the elimination of the dish room grease trap. The motion was voted on with the following results : Ayes : Two. Absent : Murphy. Motion carried. It was moved by Anders, seconded by Jordan to approve the purchase of two waste extraction pumps for the Five Sullivan Brothers Center at a cost not to exceed $5, 695 plus freight . Ayes : Two. Absent : Murphy. Motion carried. It was moved by Anders, seconded by Jordan to table for one week the request by the City Planner to seek proposals and bids for Parcels 5-12 acquired in conjunction with the Sixth Street Extension Construction project . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan to adjourn the meeting at 4 : 15 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 10, 1996 4 : 15 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following bids received for waste removal contract for Public Housing, Ridgeway Towers Apartments, 225 W. Ridgeway Avenue were reviewed: Bidder Bid Amount Black Hawk Waste Disposal $85 . 00 per month Corkery Waste Disposal $96 . 00 per month Denver Construction No Bid It was the recommendation of the City Planner that the low bid of Black Hawk Waste Disposal in the amount of $85 . 00 per month be approved. Moved by Anders, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to install a pressure reducing valve on the chiller installation at the Young Arena was reviewed. The valve will protect the regulating valve from the type of premature failure that caused the water loss experienced last winter. The Water Works is not capable of supplying or installing this equipment so it is necessary to contract the work. Young Arena has scheduled June 18, 1996 as start-up date for the chiller system. Building Maintenance has notified three plumbing contractors with valve specifications and they are working out sizing and location requirements for the installation. It is anticipated that the installation will be less than $2, 500 . 00 depending on the size required and its location in the system. Moved by Anders, seconded by Jordan that said request to purchase pressure reducing valve on the chiller installation at the Young Arena to the low bidder be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to participate in the construction of a storm sewer inlet and pipe for property located at 322 West 4th Street at a cost not to exceed $2 , 525 . 00 was reviewed. City staff has been in discussion with David and Kathryn Young, the owners of the building located at 322 West 4th Street (Young Cosmetology) , in regard to acquiring the vacant city owned land (a portion of former Bluff Street) adjacent to their property. The property would then be incorporated into their currently vacant space to provide the land pad necessary to construct an off street parking lot . A problem with drainage has been identified with the site that is a result of an increase in the elevation of the new service road to a higher level than former Bluff Street . Mr. Young has secured a bid from Borwig Building Services to construct the parking lot and the cost of the storm sewer inlet and pipe has been established as being $2, 525 . 00, which will also provide drainage for the Leo P. Rooff dedication site which adjoins the property. The Iowa Department of Transportation has participated in the cost for this type of project as they have been identified when they have involved privately owned and previously developed sites . In this particular case, the property was previously undeveloped and the IDOT has installed a drainage inlet in front of the Lindgren Glass building to alleviate the situation. The inlet has been found to be insufficient to meet the needs of the project as proposed. Therefore, an additional drainage system will need to be installed near the intersection to facilitate the parking lot and adjoining public improvement area Building & Grounds Committee June 10, 1996 Page 2 drainage needs . It was the recommendation of the City Planner that the city participate in the project to resolve the drainage issue at a cost not to exceed $2, 525 . 00, subject to Mr. and Mrs . Young acquiring the property and constructing an off-street parking lot by November 30, 1996 . It was moved by Anders, seconded by Jordan that said recommendation be approved pending submission of name of engineer finding the need for drainage improvements and name of contractor and timeframe. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 4 : 30 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING GROUNDS COMMITTEE May 28 , 1996 4 :30 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to proceed with acquisition of the former Weissman Iron and Metal, Inc . site was reviewed. Wes Weissman is considering donating the site to the city. It is estimated that it will cost over $150, 000 to repair the Falls Avenue bridge and the road to the former Weissman site . Murphy now present at 4 : 36 p.m. The site could be used for a city collection site such the brick sales which is currently underway. The Environmental Protection Agency has indicated that the site is clear for industrial purposes . It was the recommendation of the City Planner that the city accept the property. Moved by Anders, seconded by Murphy that the City Planner be authorized to proceed with acquisition of the former Weissman Iron and Metal, Inc . site . Ayes : Three . Motion carried. Bids received for design architect/engineer for the renovation of the East 5th, West 5th and Commercial Streets ramps were reviewed. Thorson Brom Broshar Snyder Architects proposed to perform the work for 9 7/8 percent of the construction contract amount including elevator improvements in the range of $385, 000 to $400, 000 . Van Winkle-Jacob Engineering, Inc . proposed the following fee schedule : Final Construction Cost Range Fee % Range $250, 000 to $299, 999 13% - 12% $300, 000 to $349, 999 12% - 11% $350, 000 to $399, 999 11% - 10% $400, 000 to $449, 999 10% - 9% $450, 000 to $500, 000 9% Greater than $500, 000 9% The project includes repairing the Commercial Street ramp door, East and West 5th Street ramps structural, deck and elevator repair. It was the recommendation of the Building Official that the bid of Thorson Brom Broshar Snyder Architects of 9 7/8% of the construction contract amount be approved. Moved by Murphy, seconded by Anders that said recommendation be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 4 :45 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE May 20, 1996 4 : 55 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following bids received for a new lawn tractor and bagger/vacuum for the Waterloo Housing Authority were reviewed: Trade Bidder Tractor Vacuum Bagger In Total All Seasons Lawn/Garden No Bid No Bid No Bid No Bid No Bid B & B Farm Store-Toro $3 , 306 . 75 $1, 400 $562 . 50 $4,706.00 Platte' s Inc . -John Deere 3, 590 . 00 1, 350 75.00 4,940.00 The Sled Shed-Ariens 2, 024 . 25 1, 665 381 . 75 103.64 3,585.56 Waterloo Implement-JD 3 , 440 . 00 1, 850 325 . 00 5,290.00 It was the recommendation of the Waterloo Housing Authority that the low bid of The Sled Shed in the amount of $2, 024 . 25 for the lawn tractor and $1, 665 . 00 for the lawn vacuum with $103 . 64 trade- in for a total of $3, 585 . 56 be approved. Moved by Anders, seconded by Jordan that said recommendation be approved and forwarded to the Finance Committee . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 5 : 05 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE May 6, 1996 4 :45 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to seek bids for waste disposal contract for Ridgeway Towers, 225 W. Ridgeway, was reviewed. HUD regulations require that service contracts with the Housing Authority be rebid every two years to assure competitive rates . Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to approve quote from Goodwin Services for repair of kitchen equipment at Five Sullivan Brothers Convention Center was reviewed. Building Maintenance requested a "repair to full service" quote from Goodwin Services for all kitchen and interlude equipment at the center. Goodwin was recommended by all service vendors contacted as the best and lowest cost firm to service the restaurant equipment . There were 29 pieces of equipment listed in the bid package . Six pieces, plate warmers, have no parts available and new equipment will be priced. Goodwin Services quoted a price of $11, 386 . 21 for repair of 23 pieces of restaurant equipment . Moved by Anders, seconded by Jordan that the quote from Goodwin Service in the amount of $11, 386 . 21 for repair of kitchen equipment at the Five Sullivan Brothers Convention Center be approved. Ayes : Two. Absent : Murphy. Motion carried. The stripping of the lobby floor at the Five Sullivan Brothers Convention Center was reviewed. Building Maintenance has sandblasted approximately 1, 000 square feet of flooring at a cost of $900 . 00 . A verbal quote was obtained from C & C Welding & Sandblasting for a cost of $1, 500 . 00 per 1, 000 square feet . The lobby floor surface totals 10, 400 square feet . Approximately 25 square feet of surface can be stripped per hour with a two man team. It would cost approximately $8, 100 . 00 to complete the project using city labor and $13 , 500 . 00 to hire C & C Welding & Sandblasting. Moved by Anders, seconded by Jordan that bids be requested from three vendors to complete the stripping of the lobby floor at the Five Sullivan Brothers Convention Center. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to repair dish machine at the Five Sullivan Brothers Convention Center was reviewed. The following quote was received from Goodwin Tucker Group: Parts $4, 323 . 80 Labor $1, 376 . 00 Total Cost $5, 699 . 80 This is a minimal estimate and it can be expected to cost more once the service men open the machine up for an internal inspection. It will take several days to make the repairs and the center will not be able to use the machine until the repairs are completed. Building Maintenance requests that additional monies be approved to cover any contingencies to assure that the unit will not be out of service any longer than necessary while a decision would be made on any additional work. It was moved by Anders, seconded by Jordan that the quote in the amount of $5, 699 . 80 from Goodwin Tucker Group to repair the dish machine at the Five Sullivan Brothers Convention Center be approved, with total cost not to exceed $6, 500 . 00 . Ayes : Two. Absent : Murphy. Motion carried. Murphy now present at 4 : 50 p.m. Building & Grounds Committee May 6, 1996 Page 2 Bob Stevenson, Administrative Director, updated the committee on the installation of the telephone system. Installation is on schedule with departments in city hall and the annex building currently using the new phones . It has been decided not to install the new telephones at Water Pollution Control until the construction of the new building is completed. There has been interest in acquiring some or all of the old telephones by both local and out-of-state firms . Moved by Anders, seconded by Murphy that authorization to proceed with disposal of old telephones be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 4 : 55 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE April 22, 1996 4 : 00 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following quotes received for a manlift for the Five Sullivan Brothers Convention Center were reviewed: Bidder Bid Amount Black Hawk Rental - 36' AC powered $ 7, 099 . 00 Star Equipment - Upright 32' $ 6, 595 . 00 Clark Equipment - Clark Model 30' $20, 500 . 00 It was the recommendation of Building Maintenance that the quote of Star Equipment in the amount of $6, 595 . 00 for one Upright 32 ' manlift be approved. Moved by Anders, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the Building Official to seek proposals for an architect to design plans and specifications for renovation and repairs to the parking ramps was reviewed. A structural report for the Commercial Street, West 5th Street and East 5th Street ramps has been completed with cost estimates and a priority list . The Commercial Street ramp door repair, the East and West 5th Street ramps structural, deck and elevator repairs are necessary to preserve the structural integrity and life safety features of the existing ramps . The estimated cost is $337, 420 . 00, with design cost at 7-10 percent or $33 , 742 . 00 . Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 4 : 20 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUND, :OMMITTEE April 15, 1996 4 :45 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. Moved by Anders, seconded by Murphy that the request of the Superintendent of Central Garage for authorization to seek bids for paint and labor for painting inside of Central Garage be approved. Ayes : Three . Motion carried. The request of the City Planner for authorization to seek bids for a lawn tractor/mower with rear bagger or lawn vacuum and trailer was reviewed. The lawn mower tractor currently used at Ridgeway Towers apartments was purchased new in July 1985 . The rear bagger has not worked well resulting in the maintenance man needing to hand rake large areas to eliminate unsightly conditions when a heavy layer of clippings accumulates on top of the grass . A lawn vacuum has been suggested as a better solution to the clippings problem. A 14 Hp heavy duty lawn tractor/mower with 40" cut is estimated to cost $3 , 000, a nine bushel rear bagger at approximately $600, and a lawn vacuum with 5 Hp engine at an estimated cost of $1, 200, with a 28 bushel trailer at an estimated cost of $600 . Funding is available in the Housing Authority FYE 6- 30-95 budget . Moved by Anders, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to seek bids for pre-cool coil replacement at Five Sullivan Brothers Convention Center was reviewed. A pre-cool coil for air handler ##4 was purchased for the Five Sullivan Convention Center several years ago. Building maintenance rerouted the pre-cool water through the chilled water coil to increase the cooling effect of the air handler without replacing the coil while the chiller was out of operations . With the replacement chiller installation nearly complete, replacing the pre-cool coil will restore full cooing to the air handler. The pre-cool coil replacement is expected to cost $4, 500 and funds are available in the Hotel/Motel Tax Fund. Moved by Murphy, seconded by Anders that said request be approved. Ayes : Three . Motion carried. The following bids received for removal and replacement ductwork for the kitchen dish machine at the Five Sullivan Brothers Convention Center were reviewed: Bidder Bid Amount Young Plumbing & Heating $1, 947 . 00 Beals Sheet Metal $2 , 600 . 00 The project involves removing the existing duct work to the dish machine and replacing with high grade stainless steel . There have been recurring leaks to the kitchen area of the building due to failed joints in the existing ductwork. Building maintenance will be required to remove existing ceiling grid and light fixtures prior to the contracted work and replace once duct installation is complete . Funding is available in the Hotel/Motel Tax Fund for this project . Moved by Murphy, seconded by Anders that said request be approved. Ayes : Three . Motion carried. The request of the City Planner for authorization to seek bids for improvements to the walkway corridor between the west side parking ramp and the Holiday Inn was reviewed. The proposed improvements will provide a finished appearance to the walkway and prevent further deterioration. Staff will bid the interior work with the exterior and electrical work to be bid as alternates . Moved by Anders, seconded by Murphy that said request to seek informal bids be approved and the bids be brought back to the Building & Grounds Committee . Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 5 : 02 p.m. . Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING AND GROUNDS COMMITTEE March 11, 1996 4 :45 p.m. Large Conference Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The proposal opened at a public hearing at the council meeting on February 19, 1996 from Kwik Trip, Inc. dba Kwik Star to purchase and develop the property generally located at the southwesterly corner of the intersection of West Ninth and Washington Streets, formerly known as Leroy' s DX, was reviewed. Kwik Star proposes to construct, operate and maintain a convenience store/service station operation on the site. They are proposing to pay $79, 000 for the purchase of the property and pay for the construction of the improvements to West 9th Street . The proposed street improvements will result in an improved turning radius from Washington onto West 9th Street, an additional through lane and turn lane and the alley will be paved from West 9th Street to the westerly property line, which will significantly improve traffic flow. The Planning staff has met with Kwik Star and detailed plans are being prepared with regard to the overall site improvements and will be submitted for further review to the Design Review Board. The Planning Development requested that the proposal from Kwik Trip dba Kwik Star to purchase and develop the site be accepted and the matter be submitted to the full council for authorization to convey the property for the purchase price of $79, 000 and the cost for the street improvements be borne by the developer. Moved by Murphy, seconded by Anders that said request be approved and forwarded to the full council for consideration. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Anders, seconded by Murphy that the meeting be adjourned at 4 : 55 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE March 4 , 1.96 4 : 25 p.m. Large Conf.rence Room Members present : Chairperson Jordan, Anders, Murphy. Moved by Murphy, seconded by Anders that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The following bids received for installation of an ADA ramp for 1626 Robin Road was reviewed: Bidder Bid Amount Brothers Construction $2, 540 . 00 Merle Gleason Construction $2 , 825 . 00 It was the recommendation of the City Planner that the low bid from Brothers Construction in the amount of $2, 540 . 00 be approved. Moved by Anders, seconded by Murphy that said recommendation be approved. Ayes : Three . Motion carried. The following bids received for smoke alarm replacement and lighting up4ates were reviewed: Bidder Lighting Smoke Alarms Brase Elect is $3 , 740 . 00 $4, 746 . 00 Menninga Electric $2 , 700 . 00 $3 , 550 . 00 Scott' s Electric $2 , 060 . 00 $2 , 890 . 00 It was the recommendation of the City Planner that the low bid of Scott' s Electric in the amount of $2 , 060 . 00 for lighting, and $2, 890 . 00 for smoke alarms be approved. Moved by Anders, seconded by Murphy that said recommendation be approved. Ayes : Two. Abstain: Jordan. Motion carried. The Building & Grounds Committee requested that the Fire Chief look at adding carbon monoxide testers to the rental property ordinance . With no further business before the committee, it was moved by Murphy, seconded by Anders that the meeting be adjourned at 4 : 44 p .m. Ayes : Three . Motion carried. Susan Fangman City Clerk Building & Grounds Committee February 22, 1996 3 : 00 p.m. First Floor Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Also present : Mayor Rooff, Councilperson Getty, Administrative Director Bob Stevenson, Maintenance Supervisor Randy Shepard, Mike Mulcahey, Holiday Inn Manager, Attorney Dave Tyler and Steve Warneke, Holiday Inn controller. Chairperson Jordan established that the city council has been addressing needs for the 5 Sullivan Brothers Center and would like to consider a general discussion regarding the revenue generated by the center, the condition of general upkeep and planned capital improvements . Mike Mulcahey provided copies of letters outlining needed repairs to the building which had been sent to the Mayor and Bob Stevenson. There are many immediate concerns that face the management of the center which are safety issues . Randy Shepard provided copies of the list of improvements which the city has made to the center since 1989 . The revenues generated by the center leave the building maintenance costs running at a $30, 000 deficit . Dave Tyler asked that communication lines between the parties be improved. Last week ADA improvements to the bathrooms were started before the Charity Ball causing inconvenience to patrons at a large event . The contractors failed to adequately cover the construction area to allow entry during the event . Tyler requested that the group establish a calendar for progress. The lease needs to be reviewed and a reasonable schedule for improvements should be established. Mike Mulcahey indicated that revenues could exceed a million dollars for the first time if the trend for use continues . The previous second floor improvements are beginning to result in increased bookings. The return on investment for the second floor improvements has resulted in a two year cycle for reaping rewards of renovation. Bookings are difficult to maintain if basic maintenance issues aren' t addressed. The cooling system caused problems last summer and entrance doors are in disrepair right now. A major concern is the condition of the floor in the main lobby. A portion of the lobby was sandblasted to the unfinished condition but no action has been taken to remedy the rest of the area. City maintenance staff have not been adequate to meet the needs to provide adequate repair and improvements to the building. Mulcahey pointed out that in addition to the revenues received from bookings the hotel provides $190, 000 in property tax revenue to the city and funding through the Convention and Visitors Bureau. Mayor Rooff agreed that there is a need to separate the issues . Rooff asked Tyler to work with City Attorney Jim Walsh in reviewing the lease agreement . He asked that the building and grounds committee consider establishing a list of needs to be addressed. Tyler requested that a monthly walk through be established with hotel staff and maintenance staff to allow for preventative maintenance to be done. Anders agreed that lines of communication need to be opened regarding maintenance, bookings, projects and funding for improvements . BUILDING & GROUNDS COMMITTEE February 22, 1996 Page 2 A tour wil be set up for the staff and building and grounds committee t walk through the center on Tuesday, March 5th, 1996 at 11 : 00 a.m. The attorneys will address the lease issues . An analysis of the needs versus available funding will also be completed. With no further discussion on the matter it was moved by Anders, seconded by Jordan to adjourn the meeting at 3 : 58 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk I I BUILDING & GROUNDS COMMITTEE February 21, 1996 4 :30 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Also present : Councilperson Mollenhoff and Jim Quint, MIS Manager. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. Jim Quint, MIS Manager, reviewed his experience with installation of telephone system. He has seven years of experience and has installed phone systems at five other locations . He stated that support of a phone system is very important . Digital is the US West representative in Waterloo for the centrex lines . He reported that Omega uses Iwatsu and Digital uses Telrad for their voice mail software and that both are the same and he did not have a problem with either. He showed an article from the Business Phone Guide which listed the top thirteen vendors, with Digital listed as number two on the list . He reiterated that the current phone system is 15 years old. New systems have been installed at the Regional Training Center, Young Arena and the Waterloo Water Works . Digital is supported by all Department Heads and the City of Waterloo has been a reference for Digital many times . Mr. Quint questioned do you go with a company you have enjoyed a good relationship with and who has provided good service or do you go with a company you have had no experience with. He stated that no decision has to be made on the maintenance contract right now. He suggested that the city set aside a cash reserve for our maintenance needs and get rid of the cost of a yearly maintenance . Councilperson Anders asked Mr. Quint to compare AT&T with the other four companies . Mr. Quint stated that nothing beats AT&T and he would recommend AT&T above all the equipment proposed but that AT&T' s bid was $287, 000 . He reported that MTC did not submit the proposal as requested as they wanted to split City Hall which does not fit our needs . He stated that he based some of his recommendation on information contained in the Business Phone Guide, which has information on all the telephone businesses . Police Chief Koehrsen stated that communication is the number one most important tool in government for public safety and that the city needs to look at the most effective and not the cheapest . Look at the life span versus cost . Councilperson Jordan questioned why the city started the process of purchasing new telephone equipment . It was stated that the Police and Fire Departments were in the process of having 911 calls handled by Central Dispatch located in the Black Hawk County Jail and all city dispatchers were being relocated to the dispatch center. With the move to Central Dispatch, these departments were facing the problem of who would answer their non-emergency telephone calls during the hours when staff are not scheduled for work. Mayor Rooff stated that both the Building and Grounds and Finance Committees have approved the purchase of the telephone system and networked voice mail from Digital at a cost not to exceed $216, 000 . Councilperson Mollenhoff stated that it was wrong to move ahead on this purchase without all the proper information. Councilperson Anders stated that the city was under pressure because of the opening of the Dispatch Center and the loss of the dispatcher at city buildings . Building & Grounds Committee February 21, 1996 Page 2 Councilperson Jordan questioned Digital' s original quote of $288, 000 versus their proposal of $216, 000 and that staff told the council they had to do this . He again questioned why we are replacing our current system and he does not think we have a problem. He would like to scrape the whole project . Councilperson Anders stated that our current system is antiquated. Councilperson Mollenhoff stated that voice mail must be monitored and supervised. Mayor Rooff stated that there are two questions before the council : Do we need to replace our current system and which system do we purchase. Mr. Quint reported that he did not think it necessary to network voice mail, which would save approximately $45, 000 . Councilperson Anders now absent at 5 :35 p.m. Chief Koehrsen reported that most of the Police Department' s calls are non-emergency. Councilperson Mollenhoff now absent at 5 :40 p.m. Mayor Rooff stated that we all agree that most of the equipment is relatively the same, we could delete networked voice mail which would bring the cost to approximately $175, 000, look at voice mail needs department by department, or purchase voice mail for the Police and Fire Departments only. The meeting was adjourned at 5 : 50 p.m. Susan Fangman City Clerk Building & Grounds Committee February 19, 1996 4 : 00 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. It was moved by Anders, seconded by Jordan to approve the agenda as proposed. Ayes : Two. Absent : Murphy. Motion carried. The committee reviewed the final design proposal submitted by Craig Ritland for the Riverview Park design services through the construction document phase . The design is based on constructing park facilities that will adhere to basic economic standards like many state or county parks, including gravel roads, no curb and gutter and granular surfaced trails . This will allow for low maintenance of the park and reduce potential damage because the area is in a flood zone . The Corps of Engineers require that the proposed improvements must not obstruct floodwater and must be low maintenance. The other amenities such as restrooms and picnic shelters will be constructed from City of Waterloo standard plans . The cost for the final design is estimated to be $41, 900 . 00 and would be funded out of the infrastructure design account . Councilperson Jordan asked if there are estimates for the total cost to construct the project . Ritland explained that as part of the design process estimates will be prepared. The design will also be used in applying for grants from state and federal funds for multi-purpose areas . Ritland will be working with Claassen Engineering in preparation of the final design. Councilperson Anders asked if the Park Board has approved this request . Paul Huting, Parks Superintendent, stated that the Park Board has approved the design service contract but is assuming that funds for development will be raised outside of the Park Board funding. With no further discussion on this matter it was moved by Anders, seconded by Jordan to approve the design engineering contract for the Riverview Plan with Craig Ritland a cost not to exceed $41, 900 . 00 . Ayes : Two. Absent : Murphy. Motion carried. Murphy now present at 4 : 15 p.m. Jordan asked for an update on the progress in the ADA bathroom remodeling project and requested that estimated dates of completion as outlined in the contract be provided to the council at the February 22 agenda meeting. With no further business before the committee it was moved by Anders, seconded by Jordan to adjourn at 4 : 18 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE February 12, 1996 3 : 00 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as amended to add Item No. 4 under New Business entitled, "Approval of installation of radiant heating in Forestry Building--Building Maintenance" , be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to solicit bids for an environmental assessment on property to be purchased in conjunction with the Martin Luther King Jr. Drive project was reviewed. The Community, Planning and Development staff is in the process of purchasing property between Linden Avenue and Idaho Street . To facilitate Phase III of the Martin Luther King Jr. Drive project, the purchase of right-of-way or any condemnations must be set by the end of March. During the appraisal process, one of the properties was identified as possibly having environmental problems . Due to the potential liability, staff is requesting authorization to solicit bids for an environmental assessment of the property. Bids will be brought back to the committee for approval . Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. Police Chief Bernal Koehrsen gave an update on answering non- emergency telephone calls during non-duty hours . Several months ago the possibility of the police department using Answer Iowa as a commercial answering service was discussed. The move to the new consolidated public safety dispatch center has been delayed until at least February 25, 1996 . At this time the police department would like to use a voice mail box system from US West to be arranged by Digital Communications . The voice mail boxes can be established for as little as $80 per month. Although more than one mail box would need to be established, the cost would be far cheaper than that offered by Answer Iowa. Moved by Anders, seconded by Jordan that the Police Chief be authorized to use the voice mail box system from US West to answer non-emergency telephone calls during the hours when clerical staff is not available. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to seek bids for replacement of smoke detectors and replacement of ballasts in lights at Ridgeway Towers and installation of an ADA ramp at 1626 Robin Road was reviewed. The smoke detectors at Ridgeway Towers apartments are original equipment installed in 1976 . HUD and local fire codes now require additional smoke detectors be installed in each bedroom. It was the recommendation of the City Planner to replace all existing apartment smoke detectors and installation of new hard wired battery backed up smoke detectors (approximately 100 detectors) in the bedrooms . Ridgeway Towers apartments have been energy audited several times since 1983 . After meeting with MidAmerican to survey the building in January 1996, it was recommended to replace the ballasts in the existing hallway and common area with florescent light fixtures (approximately 60 fixtures with electronic ballasts) . The family living at 1626 Robin Road has a child that recently began using a wheelchair. To comply with ADA to make reasonable accommodations regarding access to the house, a meeting was arranged with the Building Department and a plan has been developed for installing a free standing treated wood ramp for the unit . Funds left over from year ending June 30, 1995 will be used for the improvements . Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Motion carried. Building & Grounds Committee February 12, 1996 Page 2 City Attorney Jim Walsh reviewed the lease agreement with Holiday Inn. The original Lease and Management agreement was entered into on March 24, 1980 . Three parties were involved in the lease : Conway Civic Center Board as the landlord and management company, City of Waterloo as the deedholder to the Five Sullivan Brothers Convention Center (formerly known as Conway Civic Center) and Continental Investment Group as the tenant . On February 3 , 1992, there were a number of amendments to the Lease and Management agreement, one of the more significant ones being the elimination of the Conway Civic Center Board and replacing it with the City of Waterloo as the landlord and retaining Continental Investment Group as the tenant . The term of the original agreement was for 30 years beginning January 1, 1983 and ending on December 31, 2013 . The agreement permits the city to inspect and/or audit the tenant' s financial records in order to assure that the parties are abiding by the rent stipulated to. The agreement lists both the city and the tenant' s responsibilities as they relate to maintenance and repairs . Mr. Walsh recommended that the city do an informal compliance audit which would include items such as how events are booked, and expenses and revenues . Councilperson Anders suggested that Randy Sheperd be empowered to keep the council informed of what is happening at the convention center. Councilperson Jordan would like an inventory of equipment and supplies . It was moved by Anders, seconded by Jordan that Mr. Walsh proceed with a compliance audit, that the Administrative Director arrange a meeting with the Recreation Center, city staff and the Holiday Inn, and that an inventory of equipment, furnishings, etc . be completed of the Civic Center. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to install radiant heating in the Forestry building was reviewed. There are two exiting gas fired heating units at the Forestry building. It has been determined that an additional heating unit is required to sufficiently heat the building during the coldest winter months . Gilmore & Doyle drafted plans and specs for the installation of radiant heat system to replace the existing units . Radiant heat typically saves 50 percent in fuel costs and provides heat at work levels where it is most needed. Building Maintenance estimates that contractor installation costs should not exceed $7, 000 . 00 including material . This cost would realize a four year energy savings payback. However, it is questionable that installation can be arranged this heating season. Preliminary proposals indicate that the city can purchase the material and components for less than $3 , 000 . Building Maintenance would require the assistance of the Parks Department' s plumber. Moved by Anders, seconded by Jordan that Building Maintenance be authorized to proceed with obtaining the cost for the project . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 3 :38 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE February 5, 1996 3 : 00 p.m. Large Conference Room Members present: Chairperson Jordan, Anders . Members absent: Murphy. Also prese t: Krizek, Getty, and Steve Schmitt from Digital Communications . Bob Stevenson, Administrative Director, reviewed the bids received for teleph ne equipment and voice mail for city buildings . On December 8, 1995, the Building & Grounds Committee gave authorization for the Requests for Proposals (RFP) process and approved a Schedule . RFPs were sent to the following firms : AT&T, MTC Systems, New Century Communications (NCC) , Digital Communications and Omega Communications . The following proposals were received: Maintenance Company Proposals Per Year Omega $162, 880 .87 $19,257 .00 Digital Communications $175, 733 .00 $14, 048 .45 (with voice mail) $216, 313 .00 $14, 048 . 45 (with network voice mail) MTC Systems $211, 076.00 $13, 404.00 New Century Communications $239, 830 . 00 $20, 230 . 00 AT&T $287 , 128 . 87 $29, 335 . 80 It was the recommendation of the Administrative Director and the Manager of Information Services that the city purchase the telephone system from Digital Communications, with networking voice mail at a cost of $216, 313 .00 . It was felt that Digital ' s system would be most cost effective and they have a long history of good service . The Telrad phones are well known with the company having over 40 years of experience and an excellent reputation. The 30 to 45 days ins allation time is the shortest of the five proposals . Digital has an office located in Waterloo and has good emergency response time. Funding for this project would be as follows : Fund Amount Genera. Bonding $133,375 Commun ty Development $ 4, 609 Waterl o Housing Authority $ 2 , 023 Librar $ 11,289 Sewer $ 19, 699 Road U e Tax $ 14, 912 Sanitation $ 14,912 Airport $ 15, 494 Total $216,313 The general bonding would be part of the Capital Equipment Program and is included in that list. Discussion was heard regarding the use of voice mail . All departments will still have a person answering calls during the hours of 8 :00 a.m. to 5 :00 p.m. Council Members want calls from the citizens to be answered by a person and not voice mail or voice attendant, unless after 5 :00 p.m. , week-ends and holidays . Councilpersoib Getty requested that a policy be written and implemented for voice mail . Steve Schmit , General Manager of Digital Communications, informed o the committe that all employees will be trained on the new system and voice ma . l. Mr. Schmitt stated that the new system has a one year warrant so there will be no maintenance cost for the first year. He al stated that there is room for growth with the system the city is urchasing. Building & Grounds Committee February 5, 1996 Page 2 Councilperson Anders informed the committee that the AT&T representative is willing to adjust her RFP and expressed a way to finance the purchase and save money. Mr. Stevenson stated that the city attorney is present to address that issue. Councilperson Getty expressed his opinion that the city cannot go "shopping" at this point. Moved by *riders, seconded by Jordan that the Administrative Director be'� authorized to proceed with the purchase of telephone equipment and voice mail for city buildings from Digital communications at a cost of $216,313 .00 . Ayes : Two. Absent: Murphy. Motion carried. The request of Building Maintenance for authorization to replace existing recessed incandescent light fixtures in the Large Conference Room with surface mounted fluorescent fixtures was reviewed. The existing fixtures have a side lamp holder that is not conducive to a lamp change out. Par reflectors were installed which do sage energy but the light level is dim. Surface mounted fluorescent fixtures would cost approximately $80 to $100 each and about six two-lamp and two four-lamp fixtures would provide ample light at about half the energy consumption of the previous lamps . However, there would be little energy savings since the area is used for oily a few hours each day. It was moved by Anders, seconded by Jordan that said request be approved. Ayes: Two. Absent: Murphy. Motion carried. The request of the Administrative Director for authorization to make offer on several permanent and temporary easements in conjunction with the Water Pollution Control Facilities was reviewed. The purpose of the easements is to allow for the constructio and maintenance of a 36" sanitary sewer from the Pollution ontrol Plant to the Northeast Industrial area. On December 184 1995, The Finance Committee authorized McCrae-Hayes Appraisal Associates to perform the appraisals and the appraisals have been received. The easements should be purchased by April 1, 1996 to accommodate the construction schedule. As each easement is negotiated, the contract will be forwarded to the full council for approval . [loved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent: Murphy. Motion carried. The request of the Superintendent of Central Garage for building maintenance and improvements was reviewed. The current Capital Improvement Program contains funds to complete some required building and lot improvements and changes . Included in the C.I .P . are: the tuck-pointing of the building at 1314 Blackhawk Street, as well as improvements to the lot at the fueling facility, removal of underground storage tanks at City Hall presently used to supply the emergency generator and replacement with a day tank, and the completion of the employee parking at the Garage. Also included in the budget are funds to paint the inside of the main Garage as well as some trim painting. It was the request of the Superintendent for authorization to prepare specifications for the work. The specification package will be brought back to the Building & Grounds Committee for authorization to go to the bidding process . Moved by Anders, seconded by Jordan that the Superintendent of Central Garage be authorized to prepare specifications for the improvements listed above. Ayes : Two . Absent: Murphy. Motion carried. It was requested that the City Attorney prepare an update on the agreement With Holiday Inn for the Five Sullivan Brothers Convention center and report to the Building & Grounds Committee on February 12, 1996. With no further business before the committee, it was moved by Anders, seccnded by Jordan that the meeting be adjourned at 3 : 40 p.m. Ayes : Two. Absent: Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE January 22, 1996 2 :30 p.m. Large Conference Room Members present : Chairperson Jordan, Anders . Members absent : Murphy. Moved by Anders, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the Fire Chief to proceed with plans for building a firefighters memorial to be located on city property was reviewed. Estimated cost for completion of the memorial is $10, 000 . 00, with all costs to be provided through contributions . To date, $3 , 000 . 00 has been contributed to the fund and the Fire Department will be responsible for raising the additional $7, 000 . 00 . Moved by Anders, seconded by Jordan that said request be approved with costs to be provided through donations . Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance to purchase a water softener for the Five Sullivan Brothers Convention Center was reviewed. The water softener system conditions hot water only for the kitchen area. Soap vendors who supply cleaning agents for the automated dish machine have reported that the water softening system has not met minimum standards for soft water for several years . Recently a metering valve failed on the unit, leaking water into the electronic control board. Two vendors were contacted to repair/replace the valve and bring the system into service . Neither vendor was able to locate new replacement parts or a valve . A third vendor, Northeast Iowa Water Conditioning, provided the following options : 1 . To put the unit back in service without any guarantee of performance--$2 , 000 . 00 2 . New replacement system with a three-year warranty-- $12 , 786 . 00 . 3 . Replace with identical three year old used unit with a one-year warrant--$6, 086 . 25 . It was the recommendation of Building Maintenance that we purchase the three-year old used unit with the one-year warrant at a cost of $6, 086 . 25 . Moved by Anders, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Murphy. Motion carried. Moved by Jordan, seconded by Anders to request an opinion by February 5, 1996 from the City Attorney on the status of the lease agreement with Holiday Inn. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 2 :40 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE January 8, 1996 4:00 p.m. Large Conference Room Members present: Chairperson Jordan, Anders . Members absent: Murphy. Moved by Anders, seconded by Jordan, that the Agenda as amended to add Item No. 2 under New Business entitled, "Authorization to purchase two replacement pumps and float assemblies for the Five Sullivan Brothers Convention Center--Building Maintenance" , be approved. Ayes : Two. Absent: Murphy. Motion carried. The request of the City Planner for authorization to begin the process of disposing of excess right-of-way purchased in conjunction with the Sixth Street West project was reviewed. Construction of the project is now complete, and as a result, there are several parcels of excess right-of-way that are ready to be sold. All parcels associated with the Sixth Street West project were purchased utilizing interstate substitution funds . The city is required to sell the properties in accordance with FHWA and IDOT regulations, which require a sealed bid process . As each parcel comes up for sale, the Planning Department will ask the full council to set a date of hearing for its disposal . Councilperson Jordan requested that minimum bids be placed in sealed bids on buildable lots . Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent: Murphy. Motion carried. The request of Building Maintenance for authorization to purchase two replacement pumps and float assemblies for the Five Sullivan Brothers Convention Center was reviewed. There are four wastewater pumping stations located in the basement level of the convention center, sewage sumps 1 and 2 and bilge sumps 1 and 2 . Each pumping station utilizes two pumps with floats, alarms and switching mechanisms . Two pumps have failed in the past month. Pump #1 froze up in bilge sump #1 and pump #2 in bilge sump #2 . Building maintenance requested assistance with the repair from the Wastewater Treatment staff. The pump was pulled and it was noted that it had deteriorated beyond repair and staff recommends a replacement system that is more efficient and cost effective than the original system. The original float systems were ball and stem floats that caused considerable down time and floor flooding due to higher than anticipated water flows through the sump. The pump and float system was repaired in 1992 by Young Plumbing at a cost of $3, 400. Building Maintenance requests authorization to replace the failed pumps and float systems with new Flygt submersible pumps and mercury float systems. The cost of the replacement is estimated at $4, 500 per pump for a total of $9, 000 . The cost to purchase the pumps and assemblies would be funded from the Hotel/Motel Tax fund. Moved by Anders, seconded by Jordan that said request be approved. Ayes : Two. Absent: Murphy. Motion carried. With no further business before the committee, it was moved by Anders, seconded by Jordan that the meeting be adjourned at 4:12 p.m. Ayes : Two. Absent: Murphy. Motion carried. Susan Fangman City Clerk