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HomeMy WebLinkAbout1995 BUILDING & GROUNDS COMMITTEE December 18, 1995 4 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the Administrative Director for authorization to proceed with the process of the purchase of telephone equipment and voice mail and approval of the tentative schedule was reviewed. Bob Stevenson, Administrative Director, informed the committee that an inventory of all city telephones is currently being compiled which will be incorporated into the Request for Proposals . Mr. Stevenson stated that staff is currently preparing RFPs and that the following companies will be sent a RFP: AT&T, MTC Systems, New Century Communications (NCC) , Digital Communications and Omega Communications . The following tentative schedule was reviewed: 1 . December 18, 1995 to Building & Grounds Committee . 2 . December 29, 1995 mail RFPs . 3 . January 10, 1996 - Tour of city departments and meeting with all companies . 4 . January 29, 1996 - RFPs due. 5 . February 5, 1996 - Recommendation to Building & Grounds Committee. 6 . February 12, 1996 - Finance Committee . 7 . February 19, 1996 - Council agenda. Councilperson Getty questioned if voice mail is necessary for everyone . Staff is currently contacting all departments to solicit the number of voice mail each will require . Mr. Getty inquired as to why staff is compiling an inventory of the telephone needs when Digital Communications has already completed an inventory. Mr. Stevenson reported that staff does not have that information and that Digital was not hired to perform the inventory for the city. Police Chief Koehrsen inquired if the tentative schedule could be moved up and information presented to both the Building & Grounds and Finance Committees on the same date . Councilperson Getty instructed Mr. Stevenson and Jim Quint, MIS Manager, to do an inventory to include the number of telephones, types and number of voice mail for each department . Moved by Getty, seconded by Jordan to proceed with the Request for Proposals and that the above tentative schedule be approved. Ayes : Two. Absent : Murphy. Motion carried. The Police and Fire Chiefs' plans for answering telephone calls on the second and third shifts due to the relocation of dispatch services were reviewed. Police Chief Koehrsen presented the following information. On Monday through Friday, from 8 : 00 a.m. to 5 : 00 p.m. , existing secretaries and clerical staff will be assigned to answer the calls . From 5 : 00 p.m. to 1 : 00 a.m. , current Dispatcher Jerry Bodecker will be available to handle these duties . From 1 : 00 a.m. to 8 : 00 a.m. , the records clerk will be offered overtime at the Teamsters rate of $15 . 74 per hour to staff this position. The same plan would be used for Saturdays and Sundays, for all three shifts . If the records clerks and Dispatcher Bodecker decline the overtime, police officers will be utilized at the time and a half rate. It is estimated that the above plan will cost $1, 306 . 92 per week. Fire Chief Magsamen' s plan would utilize a temporary receptionist for eight hours per day, Monday through Friday at a cost of $1, 000 . 00 per month. AT&T answering system and call forwarding will be utilized at a cost of $100 per month, and $200 for technician cost of rerouting telephones within Fire Headquarters . Councilperson Jordan inquired whether the Police Department could utilize Answer Iowa at a cost of approximately $200 per month. Chief Koehrsen stated that the 291-4345 number Building & Grounds Committee December 18, 1995 Page 2 receives approximately 20, 000 per month and he did not think Answer Iowa would be willing to answer those number of calls for $200 per month. Councilperson Getty asked if there were funds available in the budgets to pay the proposed costs . Bruce Me:_singer, Finance Manager, stated that there is savings in budget l:Lne items due to the consolidation of dispatch, and any funds used will result in a reduction of savings . Moved by Jordan, seconded by Getty that the discussion on the Fire and Police Departments' plans for answering telephone calls be tabled, and that a Public Works Committee meeting be scheduled for Thursday, December 21, 1995 at 4 : 00 p.m. for further discussion and review. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization to seek proposals for sale of property located at the intersection of 9th Street and Washington Street (former LeRoy' s DX) was reviewed . The Planning Department has received several offers to purchase the above property. The property was purchased from the Iowa Department of Transportation in conjunction with the Relocated Highway 218 project . The offers received vary in scope and amount of traffic generated. In order to deal with each prospective developer on an equal basis, the Planning Department feels it would be in the best interest of the city to prepare a proposal kit that details the specifics required for the development of the property. Don Temeyer, City Planner, stated that the types of items that will be reviewed include : traffic generated, types of buildings to be build on the property, proposed land use, etc . Moved by Getty, seconded by Jordan that said request to seek bids be approved. Ayes : Two. Absent : Murphy. Motion carried. Councilperson Getty stated that there have recently been several accidents at the corner of Washington and llth. Streets, and neighbors have requested that barricades be put at the intersection. He would like to set up a meeting of the Building & Grounds Committee to discuss this intersection. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 4 :29 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk Building & Grounds Committee November 20, 1995 5 : 30 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy It was moved by Jordan, seconded by Murphy to approve the agenda as amended adding approval of a change order for construction of the maintenance storage building at Ridgeway Towers. Ayes : Three . Motion carried. Housing Block Grant Program Manager Rich Earles provided the bid tabulation for the new floor coverings for the public areas at Ridgeway Towers and the construction of a storage building. Bids received were : Floor Coverings : Peterman & Haes $11, 825 . 00 Town & Country $10, 800 . 00 Diamond Vogel Paint Center $10, 967 . 34 Maintenance/Storage Garage Brothers Construction $17, 821 . 00 L&L Construction $16, 338 . 30 Merle Gleason Construction $12, 925 . 00 It was recommended to accept the low bid of Town & Country in the amount of $10, 800 . 00 for new floor coverings and to accept the bid of Merle Gleason Construction in the amount of $12, 925 . 00 for construction of a new storage building. It was moved by Jordan, seconded by Murphy to approve the recommendation from the Housing Authority awarding the low bid to Town & Country for floor coverings and Merle Gleason Construction for construction of a storage garage . Ayes : Three. Motion carried. Administrative Director Bob Stevenson informed the committee that a fiber optic hookup needs to be established between the Main Fire Station, Black Hawk County Jail and City Hall to accommodate the consolidated dispatch center. Staff has been meeting with all parties to determine the most economical manner to achieve the communication link which is needed by January 7, 1996 . January 7, 1996 is the deadline for notification to US West to complete phone switching procedures to the consolidated dispatch center. Fiber cable is proposed to be installed using existing phone conduit in the right of way which should already have a pull string through it . Communications Engineering has submitted a proposal for the purchase and installation of fiber through the conduit . There could be additional cost if trenching is required because the conduit has collapsed. It was moved by Murphy, seconded by Jordan to approve the proposed fiber connection and to forward to the Finance Committee for final approval . Ayes : Three. Motion carried. City staff has been investigating updating the telephone equipment in all city buildings . Digital Communications has demonstrated new equipment which provides many new features that have been added since the purchase of our present system in 1981 . All departments attended demonstrations of the new equipment and voice mail features at Digital Communications. With the transfer of dispatch personnel to consolidated dispatch the Police department is attempting to replace the dispatchers answering the many non- emergency calls received daily and feel that voice mail is a viable option. A needs assessment and equipment inventory is currently being completed to establish the approximate cost of purchasing new equipment . It was moved by Murphy, seconded by Jordan to approve the purchase of equipment and forward this to the Finance Committee with recommendation of approval . Ayes : Three. Motion carried. Building & Grounds Committee November 20, 1995 Page 2 Building Inspector Louis Cutwright requests authorization to proceed with the repair and ADA improvements to the stairwells at the East Fifth and West Fifth Street ramps . The stairs were inspected and revealed severe deterioration of the stair systems and it was recommended that two of the stairwells be barricaded as the steps have fallen through. It was moved by Jordan, seconded by Murphy to proceed with developing a change order for Greenly Development to the existing contract for the repair and ADA improvements to all stairwells in the two ramps . Ayes : Three . Motion carried. It was moved by Jordan, seconded by Murphy to approve a contract with TBBS to do a full structural analysis of all three ramps at a cost of $8, 500 . The inspection by Bossenberger for ADA improvements identified serious structural problems in all three ramps and it is recommended that the top level of the West Fifth Street ramp be closed immediately. A repair list will be prepared from the structural analysis and prioritized for approval after the analysis is completed. Ayes : Three . Motion carried. A change order for the construction of the maintenance/storage garage at Ridgeway Towers is needed to meet the Building Departments requirements for a commercial structure which requires footings rather than a floating slab base. It was moved by Murphy, seconded by Jordan to approve the change order in the amount of $2 , 620 for the contract to construct the maintenance storage garage . Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy and seconded by Jordan to adjourn the meeting at 6 :30 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE October 23 , 1995 4 : 30 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following bids received for security services at city ramps were reviewed: Bidder Bid Amount. Midland Security & Express Co. $9 . 74 per hour Superior Security Services $9 . 50 per hour The contract provides for security in and around the E. 5th Street, E. Park Avenue, west side parking ramps and the Fourth Street bridge walkway. Security is provided for the hours of 8 : 00 p.m. to midnight, seven days per week (1, 460 estimated hours per year) , for a total estimated yearly cost of $13, 870 . 00 . It was the recommendation of the Deputy City Clerk that the low bid of Superior Security Services in the amount of $9 . 50 per hour be approved. Moved by Jordan, seconded by Getty that said recommendation be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Planner for authorization t.o seek bids for floor covering and a garage at Ridgeway Towers, 225 W. Ridgeway, was reviewed. Bids will be requested for carpetincrfor the second and third floor hallways and a vinyl floor covering for the kitchen, bathrooms and laundry room. The garage would be used for maintenance and storage of the hot water heater and storage tanks, several pumps and the boiler system. Councilperson Jordan inquired about reimbursement for a resident at Ridgeway Towers who has installed carpeting in their apartment . Rich EarlLes stated that the carpeting in that case is in good condition, but the resident did not like the color or texture. Moved by Jordan, seconded by Getty that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. Murphy now present at 4 : 37 p.m. The request of the Fire Chief for authorization to purchase door openers and automatic door operators for Fire Headquarters was reviewed. With the anticipated opening of the combined dispatch center in December 1995, the dispatchers will no longer be utilized to open and close the overhead doors at Fire Headquarters, 425 E. Third Street . Automatic door openers and closers will allow fire fighters to close the door when they go out on a call and reopen the door when they return. The current door operators are over twenty-five years old. With the utilization of radio controlled door openers, it was the fire chief' s recommendation that the motors for the door operators on five of the nine doors at fire headquarters be replaced. Two quotes were received, one from Christy Door and one from Overhead Door. The total cost for five door openers and remote control transmitters would be approximately $2 , 500 . 00 . General Obligation Bond money will be used to fund this expenditure . Moved by Getty, seconded by Jordan that said request be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Anders that the meeting be adjourned at 4 :42 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE October 9, 1995 5 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Jordan, seconded by Getty that the Agenda, as amended to add Item No. 2 entitled "Authorization to seek requests for proposals for the repiping of the Five Sullivan Brothers Convention Center chiller installation--Building Maintenance" , be approved. Ayes : Three . Motion carried. The request of Building Maintenance for authorization to seek requests for proposals for a fire door for the boiler room ramp at the Five Sullivan Brothers Convention Center was reviewed. The Building and Grounds Committee authorized Buildincr Maintenance to install a service ramp from the basement level to the boiler room of the Five Sullivan Brothers Convention Center. The old chiller has been moved and two replacement chillers are in place . There is extensive piping and control work yet to be completed. The large opening Building Maintenance cut into the boiler room must have a fire rated overhead door installed to be in compliance with fire codes . The expenditure will be funded with monies from hotel/motel tax funds . Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Three. Motion carried. The request of Building Maintenance for authorization to seek requests for proposals for the repiping of the chiller installed at the Five Sullivan Brothers Convention Center was reviewed. In an effort to save time and reduce the cost of many of the energy conservation projects, Building Maintenance has been utilizing the Heating and Cooling Chief Inspector to assist in drawing plans for installation of related equipment . The piping will be the only foreseeable work in the installation that will need to be subcontracted, with Building Maintenance doing all of the control and electrical work in-house. Moved by Jordan, seconded by Murphy that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Murphy that the meeting be adjourned at 5 : 03 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE October 2 , 1995 5 :30 p.m. Large Conference Room Members present : Chairperson Getty, Murphy. Members absent : Jordan. Moved by Murphy, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Jordan. Motion carried. The request of the City Planner for authorization to return the bid deposit submitted by Don' s Landscaping, Inc. for the Windows on Waterloo, Phase IV, Project was reviewed. The project involves the planting of 100 flowering crabapple trees in the area bound between the southbound service road and the 218 viaduct between W. Park Avenue and West Sixth Street . The city solicited bids for the project, and Don' s Landscaping Inc . was the only bid received in the amount of $28, 000 . Upon review of the bid and meetings with the contractor, he indicated that he would not be able to complete the work as bid, and the council rejected the bid submitted by Don' s Landscaping at their regular meeting on September 11, 1995 . The contractor has requested that the bid deposit to the amount of $1, 400 . 00 be returned to him. The project has been re-bid and the award of contract to Tiedt Nursery in the amount cf $32 , 139 . 60 is on this evening' s council agenda. The city does have the right to keep the deposit to make up the difference between the bids . However, the bidding of the project did not cause an undue hardship for the city; therefore, it was the recommendation of the City Planner that the bid deposit from Don' s Landscaping, Inc . in the amount of $1, 400 . 00 be returned. Moved by Murphy, seconded by Getty that said recommendation be approved and the bid deposit be returned to Don' s Landscaping, Inc . Ayes : Two. Absent : Jordan. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Getty that the meeting be adjourned at 5 : 31 p.m. Ayes : Two. Absent : Jordan. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE September 25, 1995 4 :25 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the City Clerk for authorization to seek bids for security services at city ramps was reviewed. The current contract with Midland Security expires on October 2, 1995 . The contractor will be responsible for providing security in and around the E. 5th Street ramp, E. Park Avenue ramp, West Side parking ramps, and the Fourth Street bridge walkway. Security services will include but not be limited to a person to walk the ramps and surrounding areas, the traveled routes to and from the ramps, checking all activities and insuring that all storage areas, cashier booths and offices are properly secured, and checking all stairways and e=_evators . Moved by Jordan, seconded by Getty that said request be approved and that the bids received be brought back to the committee for approval . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 4 :30 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE August 28, 1995 3 :45 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following bids received for asset valuation on city buildings were reviewed: Bidder Phase I Phase II Total Bid Assetlink Inc . $ 14, 400 $ 9, 500 $23 , 900 Valuequest Ltd $ 22, 000 $24, 000 $46, 000 Lloyd-Thomas $ 45, 000 $20, 000 $65, 000 Jones Appraisal $100, 000 Phase I requires the valuation of real property buildings with a completion date of October 30, 1995 . Phase II requires appraisals of all supplies and equipment with a value greater than $2, 000 and a life of over two years, with a completion date of May 30, 1996 . It was the recommendation of the City Clerk that the low bid of Assetlink Inc . be accepted. Moved by Jordan, seconded by Getty that said recommendation be approved. Ayes : Two. Absent : Murphy. Motion carried. A lease agreement to rent space formerly used by the city' s print shop was reviewed. Joe Fox, of Allbee Printing, has submitted a proposal to establish a trial period of in-house printing services to be provided by a subsidiary of Allbee Printing, Pit Stop Printing. Mr. Fox has proposed renting the space formerly used in the city' s print shop along with the rental of one press and folding or binding equipment . The print shop will be staffed by employees from Allbee and will provide printing services to the City of Waterloo in addition to other customers . Moved by Anders, seconded by Getty that the 90-day lease with Allbee Printing to rent space located in the basement of city hall be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance to install lockers in the women' s restroom on the second floor of city hall was reviewed. Eight lockers in good condition have been located in the basement of the old Carnegie Library. Moved by Jordan, seconded by Getty that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 4 : 16 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE August 14 , 1995 4 : 05 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorizat_on to seek bids for a boiler for Fire Station #8 was reviewed. There is only one brand of modular boiler that meets all the criteria for rebates, pay back and expected life that the city and energy project require . The boiler can be purchased directly from a factory representative and installation bid through a local heating and cooling contractor, which would save the mark up normally expected when purchasing from a contractor. The cost of the boiler is expected to be between $12, 000 . 00 and $15, 000 . 00 and could be shipped within a few weeks . It was moved by Jordan, seconded by Getty that the request of Building Maintenance for authorization to purchase a high efficiency modular boiler for Fire Station #8 be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to seek request for proposals for re-roofing of Carnegie Annex, Fire Station #6, Fire Station #8 and Recreation Center was reviewed. On April 3, 1995, the Building & Grounds Committee approved bidding of roof replacements for Carnegie Annex, 22 squares on the roof of the Recreation Center and Fire Stations #6 and #8 . The original concern was whether the new roofs should have tapered insulation installed or torn down to the deck and reroofed. Installing taper roofs adds about 20 percent to the cost of the job and requires architectural drawings . In most cases scuppers and roof drains must be added due to the increased flow of water off the deck. A tapered roof increases the useful life of the roof by about 25 percent . Most of the flat roofs reviewed by building maintenance are in excess of 25 years old. With proper maintenance a new roof could be expected to last for 30 years . Since it is hard to make a 40 year projection on the useful life of a building, it may be unreasonable to contemplate a roof that may outlive the structure. It was the recommendation of building maintenance not to alter the taper or pitch of the roof on the buildings, but to re-roof as originally constructed. Moved by Jordan, seconded by Getty that authorization to seek request for proposals for re-roofing the Carnegie Annex, Fie Stations #6 and #8 and part of the Recreation Center be approved. Ayes : Two. Absent : Murphy. :\lotion carried. With no further business before the committee, is was moved by Jordan, seconded by Getty that the meeting be adjourned at 4 : 14 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING AND GROUNDS COMMITTEE August 7, 1995 4 : 25 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of the Building Maintenance Supervisor for authorization to proceed with repairs to city buildings was reviewed. On April 3 , 1995 the Building & Grounds Committee authorized the building maintenance department to seek bids for re- roofing of Carnegie Annex, Fire Station #8, Fire Station # 6 and one level of the Recreation Center and Library. After consulting with department heads and an inspection, building maintenance has determined that the following buildings need roof repairs : Fire Station #1, City Hall Annex, and the Street Department . It was the Building Maintenance Supervisor' s recommendation to hire Fuller Roofs and not to seek quotes because the hours required to make appointments and conduct inspections would offset any possible savings . Fuller Roofs has applied the roof surfaces on most of the city buildings and has records of previous repairs and materials used in the original installations . Moved by Getty, seconded by Jordan to forward said request to the Finance Committee with recommendation of approval . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 4 :31 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 31, 1995 4 :45 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as amended to add request of Building Maintenance for authorization to proceed with repairs to air-conditioner at Byrnes Park Pro Shop, be approved. Ayes : Three. Motion carried. Randy Shepherd, Building Maintenance Supervisor, provided a list of capital improvements needed for the Five Sullivan Brothers Convention Center. Several items on the list would be applicable for funding through the energy improvement funds but the hotel pays the utility bills as part of the contract for management and so the City wouldn' t receive any payback benefit to apply for debt repayment . Those items on the list which would be eligible for energy improvement funding would be an air handling unit replacement and chiller replacement . Hotel management has requested replacement of the chiller and carpeting the lobby area as an immediate need. The other items on the list may be stretched out for completion through fiscal 1998 . The balance of the maintenance improvement escrow is currently $134, 244 which along with the annual budgeted figure of $50, 000 would place the City in a deficit position if all the listed improvements at an estimated cost of $503 , 000 are completed by 1998 . Councilperson Jordan moved to ask for the City Attorney to review the current management contract for the convention center and to provide a legal option to the Building and Grounds Committee before any capital improvements are approved, the above motion was seconded by Murphy. Ayes : Three. Motion carried . Randy Shepherd requested approval of an emergency repair to the Byrnes Park Golf Pro Shop air conditioning system. There is a failed valve in the heating and cooling system which is causing the system to operate in a diminished capacity. It is suggested that two forced air 90% efficient heating and cooling units be installed. Sufficient savings will be realized with the new units to meet the six year payback guideline of the energy conservation program. The total cost of the project is estimated to be $6, 800 including labor from in house staff . Moved by Jordan, seconded by Murphy to approve the repairs to the Byrnes Park Pro by City personnel for a cost of $6, 800 . 00 . Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 5 : 15 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE July 24 , 1995 5 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The following bids received for lease of city-owned land located at U. S. 20 and Kimball were reviewed: Bidder Bid Amount Dick & Marie Brown $200 . 00 Mark Moser $302 . 00 It was the recommendation of the City Planner that the bid of Mark Moser in the amount of $302 . 00 be approved. Moved by Jordan, seconded by Murphy that said recommendation be approved. Ayes : Three . Motion carried. The following quotes received for one-time cleaning of carpeted areas of City Hall were reviewed: Bidder Bid Amount Stanley Steamer $1, 255 . 00 Servicemaster $1, 306 . 79 AAA Professional $1, 645 . 00 City Hall currently contracts with Premiere Cleaning for janitorial services in City Hall . Spot cleaning and bi-annual cleaning of all carpeted areas are within the scope of our current contract, but Premiere Cleaning lacks the specialized equipment necessary to deep clean the carpets . It was the recommendation of Building Maintenance that the low bid of Stanley Steamer in the amount of $1, 255 . 00 be approved. Moved by Murphy, seconded by Jordan that said recommendation be approved and Building Maintenance instructed to investigate the cost of scotchguarding the carpet . Ayes : Three . Motion carried. The following quotes received for 150 pairs of lamps for exit lights were reviewed: Quoter Quote Amount 3-E $4, 677 . 00 Van Meter $4 , 875 . 00 The LED lamps are screwed into the existing sockets and in most cases require no modifications . They have a 20 year warranty and use only two watts of electricity per fixture . The lamps qualify for a $10 . 00 per fixture rebate from Mid-West Power and are more cost effective than the LED kits or PL conversions that Building Maintenance had originally planned to use . There are approximately 156 exit fixtures in all city buildings . The units have a total annual operating cost of $1 . 75 per fixture. Funding for this project is available from the Energy Capital Loan Notes and will be reimbursed through energy savings identified in the Technical Engineering Analysis . Moved by Jordan, seconded by Murphy that the low bid of 3-E in the amount of $4, 677 . 00 for 150 units be approved. Ayes : Three. Motion carried. The following bids received for thermostatically controlled replacement valves for City Hall were reviewed: Quoter Quote Amount Winterbottom Supply $2, 738 .40 Plumb Supply $2, 856 . 00 Winn-Nelson $4 , 241 . 20 City Hall utilizes two heat distribution systems for heating season temperature control . Air handlers that distribute tempered air Building & Grounds July 24, 1995 Page 2 through duct work and diffusers, and perimeter radiant fin tubes located under exterior windows . The perimeter heat from the fin tubes is controlled by manual valves that have been frozen for years . Due to the positioning of office furniture and remodeling of office space, it is difficult to maintain a comfort range with the existing valves . Thermostatically controlled replacement valves will automatically maintain the desired set point in the office where they are installed. The purchase of the valves would 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 the low bid of Winterbottom Supply in the amount of $2, 738 .40 be approved. Ayes : Three. Motion carried. Moved by Jordan, seconded by Murphy that discussion of treatment of the lobby floor at the Five Sullivan Brothers Convention Center be tabled for one week and Building Maintenance instructed to prepare improvement list for the Five Sullivan Brothers Convention Center and to schedule a tour of the Center. Ayes : Three . Motion carried. The request of the City Planner for authorization to prepare bid documents for placement of crabapple trees within the Highway 218 viaduct area and placement of topsoil and seeding was reviewed. When the city entered into an agreement with the IDOT on June 20, 1994 for funding in the amount of $96, 559 . 50 for various plantings within the Highway 218 viaduct area, the planting involved various species of trees and ground cover. It has been determined that the original plantings would cause maintenance problems and with a delay in the parking construction a revision has been made to the plan. The revised plan involves the planting of 99 crabapple trees between Washington Street and the viaduct . Due to the poor condition of the soils in this area, it will be necessary to oversize the planting pits and place planting materials in the excavation. The costs associated with this method are estimated at $50, 000 . 00 . The IDOT has authorized to proceed with this work with funding not to exceed $50, 000 . It also will be necessary to place approximately 6 inches of topsoil over the area between Park Avenue and West Fourth Street for seeding of grass at an estimated cost of $10, 000 . 00 . This is not an eligible item under the grant with the IDOT and therefore any costs associated with the topsoil placement and grass seeding will be the responsibility of the city. Funds are available in the Gateway Development account for the additional work. Moved by Jordan, seconded by Murphy that authorization be given to proceed with the project and preparation of the bid documents . Ayes : Three . Motion carried. The request of the City Clerk for authorization to seek bids for asset valuation on city property was reviewed. The asset valuation will be used in setting appropriate values for insurance coverage and for the change to GAAP accounting methods to value our fixed assets inventory. Moved by Jordan, seconded by Murphy that said request be approved and bids brought back to the committee for approval . Ayes : Three . Motion carried. The request of Silos and Smokestacks to do a match benefit exchange of the bricks acquired by the city as part of the 3rd Street project was reviewed. Silos and Smokestacks is offering to stack 104 , 000 bricks in exchange for being allowed to remove 104, 000 bricks at no cost . The bricks will be used in the renovation of the Chicago Great Western building located at the corner of East 6th and Sycamore Streets . Moved by Jordan, 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 Jordan that the meeting be adjourned at 5 : 32 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk Building & Grounds Committee July 10 , 1995 3 : 45 p.m. Large Conference Room Members Present : Chairperson Harold Getty, Scott Jordan. Absent : John Murphy. Moved by Jordan, seconded by Getty to approve the agenda as proposed. Ayes : Two. Absent : Murphy. Motion carried. Fire Chief Magsamen requested authorization to replace carpet in the chief' s and secretary' s office . The current carpet is nine years old and of residential quality. Heavy traffic patterns are evident and the appearance is not suitable for the public . A commercial carpet grade will be purchased for replacement . Moved by Jordan, seconded by Getty to approve the request to seek bids for replacement carpet with costs not to exceed $1, 300 for carpet and installation. Ayes : Two. Absent : Murphy. Motion carried. The City Planner requested authorization to solicit bids for demolition of 197 W. Mullan Avenue for the Young Arena parking project . The asbestos is currently being removed and it is anticipated that it will be completed by the end of the month. It would expedite the project if the award of the demolition bid would be under contract by the time the asbestos removal is completed. Upon receipt of the bids the results will be forwarded to the Finance Committee for review and recommendation of award of contract . Moved by Jordan, seconded by Getty to authorize the City Planner to seek bids for demolition of 197 W. Mullan Avenue . Ayes : Two . Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 3 : 52 p.m. Ayes : Two . Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 19, 1995 6 :20 p.m. Large Conference Room Members present : Jordan, Murphy. Members absent : Getty. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Getty. Motion carried. The following bids received for replacement of carpeting at Ridgeway Towers were reviewed: Bidder Bid Amount Peterman & Hayes $7, 600 . 00 Town and Country $7, 411 . 00 It was the recommendation of the Waterloo Housing Authority that the low bid of Town & County in the amount of $7, 411 . 00 be approved. Moved by Murphy, seconded by Jordan that said recommendation be approved. Ayes : Two. Absent : Getty. Motion carried. Moved by Murphy, seconded by Jordan that the request of the City Planner for authorization to seek appraisals for property located at 2243 Independence Avenue in conjunction with Martin Luther King Jr. Drive project be approved. Ayes : Two. Absent : Getty. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 6 : 23 p.m. Ayes : Two. Absent : Getty. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 12 , 1995 4 : 15 p.m. Large Conference Room Members present : Jordan, Murphy. Members absent : Getty. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Getty. Motion carried. The request of the City Planner for authorization to seek bids to lease city-owned land located at U.S . 20 and Kimball Avenue was discussed. The city owns approximately 27 . 8 acres of land located on the southwest corner of U. S. 20 and Kimball Avenue that has been leased for pasture land since 1987 . The land was acquired by the Iowa Department of Transportation as part of the Relocated U.S. 20 project and cannot be sold as it serves as a detention area. The land is currently being leased to Dick Brown for $100 . 00 per year. The city has received a number of inquiries from other persons interested in leasing the land. Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Getty. Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 4 : 20 p.m. Ayes : Two. Absent : Getty. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE June 5, 1995 4 : 10 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The request of the City Planner for authorization to seek bids for asbestos removal for the building located at 197 W. Mullan Avenue was reviewed. An asbestos survey is currently being performed on the property and if asbestos is present in the structure, it will be necessary to have it removed prior to demolition. This property was acquired through condemnation proceedings for the Young Arena parking. Moved by Jordan, seconded by Murphy that said request be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Murphy that the meeting be adjourned at 4 :25 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE May 22 , 1995 4 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The following bids received for installation of central air conditioning in the 10 single family houses were reviewed: Bidder Bid Amount Carpenter' s Plumbing Co. $11, 095 . 00 ($9820 + coils) G & G Plumbing & Heating $10, 900 . 00 Young' s Plumbing & Heating $ 9, 834 . 00 It was the recommendation of the Housing Director that the low bid of Young' s Plumbing & Heating in the amount of $9, 834 . 00 be approved. Moved by Murphy, seconded by Jordan that said recommendation be approved. Ayes : Three. Motion carried. The request of the Fire Chief for authorization to replace 40 yards of concrete for the drive and parking areas at Fire Station #8 and patch work at Station #1 was reviewed. The concrete at Station #8 will be torn out by the Street Department, with the concrete work to be completed by on-duty and off-duty fire fighters . Station #1 needs patch work in the rear parking lot due to deterioration in several areas . Three squares of sidewalk also need to be replaced. Fire fighters will also complete the work at Station #1 . The total cost for both stations will not exceed $3 , 200 . 00, and funds are available in the building improvements line item. Moved by Jordan, 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 Jordan that the meeting be adjourned at 4 : 05 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE May 15, 1995 4 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. Moved by Jordan, seconded by Getty that the request of the Friends of the Waterloo Art Museum to donate funds to renovate the east wing kitchen at the Waterloo Recreation & Arts Center be approved and the Recreation & Arts Director work with the Building Official for ADA compliance . Ayes : Two. Absent : Murphy. Motion carried. Murphy now present at 4 : 05 p.m. The following bids received for architectural services for ADA improvements for restrooms at City Hall, Five Sullivan Brothers Convention Center, Library and Recreation Center, and doors and entrances for the Commercial Street and East 5th Street ramps were reviewed: Bidder Bid Amount Thorson Brom Broshar Snyder Architects 7%9 Flinn Saito Anderson 9% It was the recommendation of the Building Official that the low bid of Thorson Brom Broshar Snyder Architects of Waterloo in the amount of 7z percent be approved. Moved by Jordan, seconded by Murphy that said recommendation be approved. Ayes : Three . Motion carried. Councilperson Getty reported that he met with the Fire Chief to review repairs to concrete at fire stations . City crews are cutting out bad patches and fire personnel will be forming and pouring concrete at a total estimated cost of $3 , 500 . 00 With no further business before the committee, it was moved by Murphy, seconded by Jordan tha the meeting be adjourned at 4 : 14 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE May 1, 1995 4 : 20 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. The request of the Administrative Director for authorization to purchase property in conjunction with the construction of the Water Pollution Control Plant was reviewed. As part of the federal grant from the Environmental Protection Agency (EPA) , the city must purchase any property within 1, 000 feet of the treatment plant . Planning and Zoning will assist with the acquisition of the property and Community Development will assist with relocation of the property owner. Funds are available to purchase this property from the sewer fund. Moved by Jordan, seconded by Murphy that said request be approved. Ayes : Three. Motion carried. The request of the Police Chief to construct a combat range at the Police Training Center was reviewed. Sergeant Blank reported that training officers, with the assistance of the Street Department, would build dividing walls between the two current ranges to create a third range for shotgun training. Funds have been identified in the Law Enforcement Trust fund from training fee revenues and the remaining six thousand dollars needed is budgeted in the building and grounds maintenance line item. Councilperson Jordan asked for an explanation of the funds generated by training fees . Sergeant Blank reported that outside area police departments such as LaPorte City and Hudson have contracted to join the training sessions for the Waterloo Police squads and pay fees which are dedicated to be used in supporting the training program. Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 4 : 35 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE April 24, 1995 4 : 30 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The request of the City Planner for authorization to seek bids for asbestos inspection services for Contract A-95 (I) was reviewed. The city has acquired the property located at the northeast corner of W. Mullan Avenue and Commercial Street for Young Arena parking. In order to demolish the structures on the property, it is necessary to have the buildings inspected for asbestos . If asbestos is found to be present, it must be removed prior to demolition of the buildings. Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Three. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Murphy that the meeting be adjourned at 4 :35 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE April 17, 1995 3 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The following bids received for toilets for new low-flow handicapped style toilets for Ridgeway Towers Apartments were reviewed: Bidder Bid Amount Andy' s Plumbing & Heating $10, 160 . 00 Black Hawk Plumbing Co. $10, 450 . 00 Carpenter' s Plumbing Co. $ 8 , 202 . 15 G & G Plumbing & Heating No Bid J & L Plumbing & Heating $8 , 775 . 00 Joe the Plumber No bid Young' s Plumbing & Heating No Bid It was the recommendation of the Housing Director that the low bid of Carpenter' s Plumbing in the amount of $8, 202 . 15 be approved. The following bids received for new vinyl sheet floor covering installed at Ridgeway Towers Apartments were reviewed: Bidder Bid Amount Diamond Vogel Paint Center No Bid Floor Decor, Inc . No Bid Peterman & Hayes Carpet One $20 , 313 . 00 Riley' s Floors & More No Bid Town & Country $15, 895 . 78 :t was the recommendation of the Housing Director that the low bid of Town & Country in the amount of $15, 895 . 78 be approved. Moved by Jordan, seconded by Getty that said recommendations be approved. Ayes : Two . Absent : Murphy. Motion carried. The request of the City Planner for authorization to seek proposals for engineering services in conjunction with Sergeant Road Trail was reviewed. The Iowa Department of Transportation (IDOT) has awarded a grant in the amount of $357, 900 . 00 for the construction of the trail . Award of this grant is subject to execution of an agreement between the City of Waterloo and the IDOT, which is on tonight ' s city council agenda for review and approval . As part of the Sergeant Road Trail project, it will be necessary to select an engineering consultant for the design and subsequent construction inspection . Per the agreement , engineering fees are eligible for reimbursement with the IDOT paying 75 percent of the costs and the City paying 25 percent . It is anticipated that the project will be completed by the end of November 1995 . Moved by Getty, seconded by Jordan that said request be approved and the City Planner instructed to bring the bids back to the Building & Grounds Committee prior to approval by the full council . Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance for authorization to seek requests for proposals for removal and recycling of the regulated ballasts and lighting products removed from city facilities was reviewed. To be in compliance with the Iowa Department of Natural Resources (DNR) regulations, the city is required to utilize the service of a DNR certified vendor for said project . It was the recommendation of Building Maintenance that the request for proposal submitted by the Energy Group be approved. 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Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. The request of Building Maintenance to transfer two Vilter chillers now located at the McElroy Auditorium to the Five Sullivan Brothers Convention Center was discussed. Building Maintenance has been having problems with the Trane chiller at the Five Sullivan Brothers Convention Center and would like to investigate the possibility of installing them at the convention center, or if that is not feasible to offer them for sale . A verbal quote of $4, 000 has been received from a Minnesota firm. If the chillers can be used at the convention center, the entire removal and installation for this project can be funded from the Energy Conservation Project budget . It is proposed that it will be necessary for Building Maintenance to work overtime to complete the project, and they estimate it will take 120 man hours . Moved by Jordan, seconded by Getty that said request be approved. Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 3 :45 p.m. Ayes : Two. Absent : Murphy. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE April 3 , 1995 4 : 15 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The roofing needs of city buildings were reviewed. Building Maintenance submitted the following buildings for repair or replacement : Carnegie Annex, Fire Station #8, Recreation Center, Fire Station #6, and the Library. It was reported that the Regional Training Center has federal funds for replacement of the roof . Moved by Murphy, seconded by Jordan that the repair of the roof at the Regional Training Center be added to the list and authorization be given to seek bids and report back to the Building & Grounds Committee with the bid results . Ayes : Three. Motion carried. Don Temeyer, City Planner, reported that the city was recently awarded a statewide enhancement grant for construction of the 218/Cedar Valley Lakes Trail, Phase I and II . In order for the engineering fees to be an eligible expense, the city is required to go through a consultant selection process. Step one of the process is establishing a committee to review the consultant proposals and make a recommendation to the council . The committee members must be approved by representatives of the Iowa Department of Transportation. It was the recommendation of Mr. Temeyer that Kevin Blanshan, Dennis Gentz, a city council member and himself be appointed to the review committee. Moved by Jordan, seconded by Murphy that said appointments be approved and that Councilperson Murphy be appointed to the 218/Cedar Valley Lakes Trail Consultant Review Committee . Ayes : Three . Motion carried. Moved by Jordan, seconded by Murphy that the request of the City Planner to seek Requests for Proposals for consultant services for the 218/Cedar Valley Lakes Trail, Phase I and II, be approved. Ayes : Three . Motion carried. Moved by Murphy, seconded by Jordan that the request of the Housing Director to seek bids for central air conditioning for the 10 Family Self-Sufficiency Single Family Houses be approved. Ayes : Three . Motion carried. Moved by Murphy, seconded by Jordan that the request of the Housing Director for revisions to Operating Budget for FYE 6-30-95 and FYE 6-30-96 to purchase central air conditioning for the 10 family houses be approved. Ayes : Three . Motion carried. Ms . Deb Collett, Housing Director, updated the committee on items that were previously approved for bidding. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 4 :40 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE March 20, 1995 4 : 30 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. The roofing needs for city buildings was discussed. The Fire Department has prepared specifications to re-roof Fire Station #6 and Fire Station #8 . Building Maintenance was instructed to send a memo to all departments that submitted roofing needs in the Capital Improvement Program. Randy Shepard is to compile the information and ask Fuller Roofs Inc . to inspect the buildings and make a recommendation. Moved by Jordan, seconded by Murphy to table discussion for two weeks to evaluate the roofing needs of all city buildings . Ayes : Three . Motion carried. Change Order No. 1 to add kitchen ranges and hoods for the handicapped accessible apartments in conjunction with the CIAP Project at Ridgeway Towers Apartments was reviewed. A contract was recently awarded in the amount of $123 , 767 .40 for the exterior siding and kitchen cabinet-appliance replacement funded by a $145, 100 CIAP grant . Due to the availability of funding, the Housing Authority would like to add 5 kitchen ranges and range hoods to the contract for the handicapped accessible apartments . Moved by Murphy, seconded by Jordan that said change order be approved and forwarded to the city council for formal approval . Ayes : Three . Motion carried. The request of the Housing Director for authorization to seek bids for new Low-Flow toilets and floor covering for the kitchens and baths in conjunction with the CIAP Project at Ridgeway Towers Apartments was reviewed. Additional funds are available and the Housing Authority would like to purchase new Low-Flow toilets for the 45 standard apartments at an approximate cost of $10, 000- $12, 000 and to cover 20 year old floor tile with vinyl coverings in the kitchens and baths of all 50 apartments at an approximate cost of $20 , 000-$24, 000 . The balance of the floor covering expense would be funded using regular operating budget funds . Moved by Jordan, seconded by Murphy that authorization be given to seek bids with toilet model options per contractor' s recommendation. Ayes : Three . Motion carried. Moved by Murphy, seconded by Jordan that the request of the Housing Director to make modification to the Waterloo Housing Authority' s operating budget for the year ending June 30, 1995 for funding in the amount of $2, 952 for the balance of the kitchen and bath floor covering and garbage disposals be approved. Ayes : Three. Motion carried. Moved by Jordan, seconded by Murphy that the request of the Housing Director to seek bids for floor coverings to be funded by the operating budget pending outcome of the CIAP Project contract, be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 5 : 00 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING AND GROUNDS COMMITTEE March 13 , 1995 4 : 30 p.m. Large Conference Room Members present : Jordan, Murphy, Getty. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Two. Absent : Getty. Motion carried. Moved by Murphy, seconded by Jordan that the request of Building Maintenance to use the basement of the former Carnegie Library as temporary storage for seasonal materials be approved. Ayes : Two. Absent : Getty. Motion carried. The request of Building Maintenance for authorization to purchase stain removal for the ceiling tile at the Five Sullivan Brothers Convention Center was discussed. A walk-through inspection of the ceiling tile at the Center revealed nearly 600 stained ceiling tiles, which are the result of plumbing leaks, condensation problems and water infiltration. Due to the age of the current tiles, attempts to locate a vendor with access to replacement tiles have been unsuccessful . A quote in the amount of $460 was obtained from a vendor who sells ceiling tile stain killer in an aerosol can. It is guaranteed not to interfere with the acoustic qualities or fire retardancy of the tiles . Four cases of the product would restore the damaged tile and leave a few cases for future problems . Moved by Murphy, seconded by Jordan that said request be approved. Ayes : Two. Absent : Getty. Motion carried. The request of Building Maintenance for authorization to seek proposals for Engineering Services for the Energy Conservation Project was reviewed. Getty now present at 4 :40 p.m. Suggested Energy Management Improvements (EMIs) recommended by the Technical Engineering Analysis is only 25 percent completed. In attempting to establish a plan of action for the remaining recommended improvements, it has become apparent that the project cannot proceed without securing engineering services . Most of the EMIs require in-depth feasibility and cost effectiveness studies, with specifications, will need to be drawn. The engineering proposal would be based on a variable per hour and percentage fee that could possibly exceed $25, 000 if all EMIs are completed. Moved by Mollenhoff, seconded by Jordan that said request be approved. Ayes : Three . Motion carried. With no further business before the committee, it was moved by Getty, seconded by Murphy that the meeting be adjourned at 4 :46 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE February 13 , 1995 4 : 00 p .m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan that the Agenda, as proposed, be approved. Ayes : Three . Motion carried. Staff availability for completion of the energy lighting project was discussed. The following preliminary figures for direct lamp and ballast replacement were presented: No. of Property Fixtures City Labor Contract City Hall 670 $18, 090 $30, 150 Rec . Center 266 $ 7, 182 $11, 970 Fire Stations 256 $ 6, 912 $11, 520 Parks Hqtrs . 98 $ 2, 646 $ 4 , 410 Central Garage 42 $ 1, 134 $ 1, 890 Carnegie 120 $ 3 , 240 $ 5 , 400 1, 432 $39, 204 $65, 340 Excluding incandescent lamp and exit lighting replacements, the city should realize an approximate savings of $26, 136 with installation by city personnel at overtime costs . If an employee were dedicated to the lighting project on straight time, the savings would increase by approximately 25 percent, or an additional savings of $8 , 500, resulting in an overall savings of $34, 636 . It was the suggested by the Building Maintenance Department that Jim Sullivan, Maintenance Assistant, Electrical, be temporarily assigned to the project, and a temporary full time position in the Building Maintenance staff be filled with the hiring of a Maintenance Assistant, Plumber. Moved by Jordan, seconded by Murphy that the recommendation of the Building Maintenance Department to hire a temporary full time person for a one-year period be approved. Ayes : Three . Motion carried. Moved by Jordan, seconded by Murphy that the proposal to recarpet Rooms 10 thru 13 on the lower level of the Five Sullivan Brothers Convention Center by using accent carpeting along the edge at a cost not to exceed $3 , 000 . 00 be accepted. Ayes : Three . Motion carried. Councilperson Getty requested a list of ownership of city buildings and property and appropriate insurance policies . This request was referred to the City Attorney' s office . With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 4 :20 p .m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE February 6, 1995 4 : 00 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Murphy, seconded by Jordan tha the Agenda, as proposed, be approved. Ayes : Three . Motion carried. Randy Shepard, Maintenance Assistant, updated the committee on the energy conservation lighting project . The project at the Library has been substantially completed for several weeks awaiting a final ballast shipment . The following cost comparison of the actual per fixture cost of city workers doing the work and the estimated cost of contracting the project was reviewed: 2 Lamp 3 Lamp 4 Lamp Fixture Fixture Fixture City Workers $27 . 06 $30 . 89 $33 . 63 Contractor $45 . 00 $50 . 00 $50 . 00 The Building Maintenance staff requested permission to continue the lighting project with the Recreation and Arts Center as the next site and for authorization to implement the City Hall phase as time permits . The Energy Group has recommended that all remaining lighting project purchases be combined into one contract and to seek bids . Moved by Murphy, seconded by Jordan that the Building Maintenance staff be instructed to work with John Meyer of the Energy Group to analyze the need for an additional person to complete the energy lighting project and to bid materials and the results be brought back to the committee on February 13 , 1995 . Ayes : Three. Motion carried. Moved by Jordan, seconded by Murphy that recarpeting of Rooms 10 thru 13 on the lower level of the Five Sullivan Brothers Convention Center be tabled to February 13, 1995 . Ayes : Three . Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Murphy that the meeting be adjourned at 4 : 15 p.m. Ayes : Three. Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE January 23 , 1995 4 : 30 p.m. Large Conference Room Members present : Chairperson Getty, Jordan, Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Three. Motion carried. Proposals for case management services for the Family Self- Sufficiency (FSS) Program for the families in the 10 new public houses and 50 Section 8 families were reviewed. Proposals were received from Goodwill Industries, Lutheran Social Services and Operation Threshold. The Waterloo Housing Authority hired a temporary person to get the families in the 10 houses started in the FSS program and has utilized Operation Threshold volunteer services for 20 prior Section 8 clients . The demand for services has increased with the new grants and Operation Threshold can no longer provide the service for free . Deborah Collett, Housing Director, suggested that Section 8 Administration funds derived from the new grants be used to pay for the case management for existing and new FSS clients . Ms. Collett presented the proposals received and recommended either Goodwill Industries or Lutheran Social Services . The contract would be for one year and closely monitored. Moved by Jordan, seconded by Murphy that the recommendation of the Housing Director to accept Goodwill Industries' proposal for case management services be approved. Ayes : Three. Motion carried. The purchase of property located at 206 W. Mullan Avenue, 71 Jefferson Street and 21 River Road and the results of the environmental site assessment was reviewed. The parcels are being purchased in conjunction with the proposed intermodal parking facility. The purchase of the property from E. Paul Browning in the amount of $310, 000 was approved by the City Council on December 5, 1994 , subject to the results of an environmental site assessment . Staff has received the results of the investigation performed by Huntingdon Consulting Engineers and it appears that there are no significant problems . The closing date with the Brownings has been set for February 2 , 1995 . Moved by Jordan, seconded by Murphy to proceed with the closing of the property with the Brownings . Ayes : Three . Motion carried. With no further business before the committee, it was moved by Murphy, seconded by Jordan that the meeting be adjourned at 4 : 55 p.m. Ayes : Three . Motion carried. Susan Fangman City Clerk BUILDING & GROUNDS COMMITTEE January 19, 1995 5 : 15 p.m. Large Conference Room Members present : Chairperson Getty, Jordan. Members absent : Murphy. Moved by Jordan, seconded by Getty that the Agenda, as proposed, be approved. Ayes : Two. Absent : Murphy. Motion carried. A change order to the original contract on the exterior renovation of the Waterloo Public Library was discussed. The original plans were to remove the panels above the garage on Cedar Street and replace them with brick facing. This was too expensive and there were some structural problems with the brick. It is necessary to finish the edging of the brick already in place, and the proposed facing will do this as well as blend this work to the rest of the building. Also, the change order will replace the garage doors with a finish comparable to the rest of the building. The existing doors will not hold paint and sandblasting to remove existing paint will damage the doors . Moved by Jordan, seconded by Getty that Change Order No. 5 for a net increase of $18, 950 . 00 for work to be performed in conjunction with the renovation of the Waterloo Public Library be received, placed on file and forwarded to the City Council for formal approval . Ayes : Two. Absent : Murphy. Motion carried. With no further business before the committee, it was moved by Jordan, seconded by Getty that the meeting be adjourned at 5 : 18 p.m. Ayes : Two. Motion carried. Susan Fangman City Clerk