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HomeMy WebLinkAbout1992 BUILDING & GROUNDS COMMITTEE November 2, 1992 5 : 20 p.m. Large Conference Room Members present: Chairperson Budak and Lemke. Members absent: Wright. It was moved by Lemke, seconded by Budak that the Agenda, as proposed, be approved. Motion carried. The request of Waterloo Fire and Rescue for authorization to seek bids for site work and asbestos removal at the Hazardous Material Training Center was reviewed. Two separate contracts will be let for said projects and a date of hearing and receipt of bids will be established as November 16th. The million dollar federal grant will fund the site improvements. It was moved by Budak, seconded. by Lemke that authorization be given to proceed with said work. Motion carried. The request of the city planner for authorization to seek request for proposals to construct a computer network from City Hall to several outlying city departments was reviewed. This access will allow outlying departments to utilize the City Hall network including the city' s permit tracking system, Word Perfect software, E-Mail and Scheduling system, capital improvements program, and access to future payroll and accounts receivable programs. The estimated cost of this project is not to exceed $75, 000 and will be financed through the infrastructure management account. A proposed schematic of the network connecting various city departments and the Water Works and Midwest Power was presented. This network would accommodate future implementation of GIS system which is a geographic based information system. It was moved by Lemke, seconded by Budak that authorization be given to approve said request for proposals. Motion carried. The two year proposed occupancy contract with the Public Employees Credit Union for use of a room in the basement of City Hall and the monthly use of the First Floor Conference Room was reviewed. It has been mutually agreed that the monthly rent be increased from $200 to $300 per month. The occupancy agreement will be changed to reflect that the Credit Union will be responsible for their own cleaning service which is agreeable to them. It was moved by Lemke, seconded by Budak that the two year occupancy agreement with the Public Employees Credit Union be forwarded to the full City Council with a recommendation of approval. Motion carried. Eric Thorson, City Engineer, presented a request to expend approximately $500 - $600 for materials to occupy the basement of the Carnegie Library. This area will be utilized by the Engineering Lab and is utilized by the Human Rights and Community Development Departments for storage. With the use of city labor, the area will be converted to allow testing equipment to be stored in a secure area. It was moved by Lemke, seconded by Budak that authorization be given to expend said funds for occupancy of the basement of the Carnegie Library for said purpose. Motion carried. With no further business before the Committee, the meeting was adjourned at 5: 40 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 19 , 1992 4: 50 p.m. Large Conference Room Members Present: Chairperson Budak and Lemke. Members absent: Wright. The Agenda, as proposed, was approved. The request of the acting Director of the Human Rights Commission for authorization to install handicap accessible doors at the Carnegie Annex Building to comply with the American' s with Disabilities Act (ADA) was reviewed. Mayor Manning noted that the Waterloo Housing Authority may be moved to the Carnegie Annex. Funding through the Department of Housing and Urban Development would then be available to convert the facility for handicap accessibility. James Boyd, Acting Director, noted that that the Commission is charged with enforcement of the ADA. The doors are heavy creating problems for the handicapped. Don Temeyer, Planning & Development Director, noted that the Building Official has recently completed an inventory of all public buildings as to their conformance with the ADA. A committee representing a wide sector of the community, including handicapped individuals, will be asked to convene to review the list and prioritize the limited funds that the city has available. It would appear that public access to buildings would be of primary concern and high priority. It was moved by Budak, seconded by Lemke that authorization be given to seek bids for the conversion of said front entry doors at the Carnegie Annex building with input from the Building Official' s Office. Motion carried. Said bids will be referred back to the Building & Grounds Committee before final authorization. With no further business before the Committee, the meeting was adjourned at 5: 00 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 12, 1992 6:20 p.m. Large Conference Room Members present: Chairperson Budak, Wright, Lemke. Moved by Wright, seconded by Lemke that the Agenda, as proposed, be approved. Motion carried. The request of the Building Maintenance Supervisor for authorization to purchase a replacement expansion tank for one of the failed boilers at the Five Sullivan Brothers Convention Center was reviewed. Five quotes were received, with the lowest quote from Equip Peterson Company in Des Moines at a cost of $2,390. Moved by Wright, seconded by Lemke that authorization be given to purchase said expansion tank. Motion carried. The request of the Building Maintenance Supervisor for authorization to solicit janitorial contracts for City Hall and Carnegie Annex was reviewed. Contract deficiencies have been identified with the current contractor, We Clean Janitorial. Discussion was heard on whether We Clean would be allowed to rebid due to the lack of performance. The City Attorney' s office will be contacted to determine whether they should be allowed to bid said contract. Moved by Wright, seconded by Lemke that authorization be given to rebid said janitorial cleaning contract after input from the City Attorney' s office concerning the current contractor' s ability to bid. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 30 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 5 , 1992 6: 15 p.m. Large Conference Room Members present: Chairperson Budak, Wright, Lemke. The Agenda, as proposed, was approved. The request of the Clerk/Auditor for authorization to enter into an engineering contract with Vision Quest for camera equipment at the city' s three parking ramps was reviewed. Pursuant to Finance Committee authorization, the Clerk/Auditor ' s Office was given approval to proceed with bidding cameras but have found that it is a very technical field. At the recommendation of a local retailer, Vision Quest was contacted who will provide engineering consultant services at a cost of $50 per hour plus expenses in an amount not to exceed $1500. After they have reviewed the city' s parking ramps, Vision Quest will develop plans and specifications; bids will then be solicited from local vendors. Larry P. Burger, Clerk/Auditor, explained that the services of Vision Quest are needed to adequately design this camera system and allow for proper utilization of all equipment. Wright now present. It was moved by Lemke, seconded by Wright that authorization be given to the Clerk/Auditor to proceed with said engineering consultant contract with Vision Quest. Motion carried. With no further business before the Committee, the meeting was adjourned at 6 : 23 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE September 14, 1992 6: 00 p.m. Large Conference Room Members present: Chairperson Budak, Wright and Lemke. It was moved by Wright, seconded by Lemke that the Agenda, as proposed, be approved. Motion carried. The request of Weight Watchers Corporation for approval to begin an At Work Program for city employees was summarized by Sue Fangman, Insurance Coordinator. This program provides a weight reduction program at no cost to the City except the use of an available meeting room once a week. The Recreation Center has agreed to make a meeting room available for this wellness program that ultimately benefits city employees thus lowering the city' s health care costs, reducing absenteeism, and increasing morale. It was moved by Wright, seconded by Budak that authorization be given to provide said room to Weight Watchers for use by city employees. Motion carried. The request of the Building Maintenance Supervisor for authorization to replace 62 florescent fixtures in the Planning and Development Division at a cost of $3,150 was reviewed. Based upon an evaluation by the city' s Electrical Department, it would be cheaper to replace the fixtures than to continue to repair the aging fixtures. They also pose a fire hazard. It was moved by Lemke, seconded by Wright that authorization be given to replace said florescent fixtures. Motion carried. The request of the Community Development Administrator for authorization to seek bids for a handicap wheel chair car lift in the Carnegie Annex was reviewed. Mark Boesen, Assistant Administrator, discussed the possibility of utilizing the existing book elevator shaft for the lift at an approximate cost of $20,000 - $25,000. Discussion was heard on whether said improvement would meet the American' s with Disabilities Act (ADA) . Larry P. Burger, Clerk/Auditor, suggested tabling this action until it could be determined if said improvement would meet the requirements. Mr. Boesen stated that it would be his intent to solicit bids and at the same time determine whether it meets the requirements of the ADA. It was moved by Wright, seconded by Lemke that authorization be given to seek said bids and determine whether said improvement meets ADA requirements. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 20 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE September 8, 1992 4 : 50 p.m. Large Conference Room Members present: Wright and Lemke. Members absent: Chairperson Budak. The meeting was called to order by Councilperson Wright. It was moved by Lemke, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The request of Waterloo Fire Rescue for authorization to construct a new restroom on the upper level of the headquarters station was reviewed. The work will be done in-house with material cost estimated at $2, 000 . This restroom will provide bathroom facilities for women fire fighters including shower facilities and dressing room. Said expenditure will be funded through the current year General Obligation Bond sale. It was moved by Wright, seconded by Lemke that said request be approved. Motion carried. With no further business before the Committee, it was moved by Wright, seconded by Lemke that the meeting be adjourned at 5 : 00 p.m. Motion carried. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE August 10 , 1992 6 : 20 p.m. Large Conference Room Members present: Chairperson Budak, Wright and Lemke. It was moved by Wright, seconded by Lemke that the Agenda, as proposed, be approved. Motion carried. Leonard Zmolek, Building Maintenance Supervisor, presented a request to repair the steamer at the 5 Sullivan Brothers Convention Center. Kitchen personnel are currently using facilities at the hotel and transporting the food which proves infeasible over the long run. The following quotations were reviewed for the steamer: Goodwin Service $ 2, 486 Incomplete bid - did not include all parts needed to make unit operable Hobart Sales No Quote Felt that repairs were too extensive for them to handle Star Fixture Replace $11, 147 Replace, no kettle 7,794 Repair, parts & labor 4,130 It was the recommendation of the Building Maintenance Supervisor that the bid of Star Fixture in the amount of $4,130 be approved. It was moved by Wright, seconded by Lemke that a recommendation of approval be forwarded to the Finance Committee for the repair of said item. Motion carried. The Building Maintenance Supervisor presented the following quotes for the purchase of an ice machine for use at the 5 Sullivan Brothers Convention Center: Don Lentz - #600 Manitowoc $2 , 277 . 37 + frt Star Fixture - #700 Cornelius 1,723 . 00 + frt Star Fixture - #900 Cornelius 2, 230. 00 + frt It was the recommendation of the Building Maintenance Supervisor that the low quote of Star Fixture in the amount of $2, 230 plus freight be approved. Motion carried. On July 20, 1992, the Building and Grounds Committee authorized repairs to the water softener at the 5 Sullivan Brothers Convention Center from Kinetco in the amount of $2, 500. When the low bidder was asked to proceed with the repairs, they withdrew their quote. The second low bidder, Lindsey Soft Water Service was contacted and were authorized to proceed with the repairs in the amount of $2 , 585 . The difference between the bids was $85 . This item was presented as a matter of information. With no further business before the Committee, it was moved by Lemke, seconded by Budak that the meeting be adjourned at 6 : 3 2 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE July 20, 1992 6 :05 p.m. Large Conference Room Members present: Chairperson Budak, Wright and Lemke. The Agenda, as proposed, was approved. Leonard Zmolek, Building Maintenance Supervisor, provided the following quotes for repair or replacement of the water softener at the Five Sullivan Brothers Convention Center: Repair (new controller rebuild valves) Repair Kinetico $2500. 00 $7900. 00 Lindsey 2585 .00 7300.00 Young Plumbing 2980 .00 8235.00 It was Mr. Zmolek' s recommendation that the low bid of Kinetico in the amount of $2500 be approved. He also noted that extensive repairs will be necessary in the near future at the Convention Centel including repair to the sound system, walk-in coolers, dishwasher, and several other items. It was moved by Wright, seconded by Budak that authorization be given for repair of said softener. Motion carried. With no further business before the Committee, the meeting was adjourned at 6 :10 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE June 15, 1992 4: 50 p.m. Large Conference Room Members present: Chairperson Budak, Wright and Lemke. It was moved by Lemke, seconded by Budak that the Agenda, as amended to delete Item No. 1 under New Business, "Repairs to first floor restroom in Police Department--Building Maintenance Supervisor", and add Item No. 3 under New Business, "Authorization to purchase wall hung handicap accessible water cooler for use in the Sign & Traffic Department--Building Maintenance Supervisor" , be approved. Motion carried. Wright now present at 4: 53 p.m. Assistant Fire Chief Herman Wenzel asked the council for approval to reroof Fire Station #3 . Mr. Wenzel stated that the roof is 23 years old and has been leaking for the last couple of years. He continued that they would not know the actual damage to the under lament until the old roof was removed. Wenzel is asking for authorization to take bids. It was moved by Lemke, seconded by Wright to approve the seeking of bids for the reroofing of Fire Station #3 . Motion carried. Larry P. Burger, City Clerk/Auditor, stated that we need to purchase and hang a handicap accessible water cooler in the Sign & Traffic Department. Bids were received from Andy' s Plumbing & Heating, Young' s Plumbing and J & L Plumbing. Mr. Burger stated that he would recommend the apparent low bid of Andy' s Plumbing & Heating in the amount of $555. It was moved by Wright, seconded by Lemke to approve the purchase of said water cooler. Motion carried. With no further business before the Committee, the meeting was adjourned at 5: 00 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE April 20, 1992 5: 25 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Brown that the Agenda, as proposed, be approved. Motion carried. The following bids were reviewed for the twice a year application of Roost-No-Moore to the trees at the Convention Center: Aable Pest Control $4625 per treatment Presto-X Company $ 894 per treatment An alternate quote based on a four treatment agreement was presented by Aable Pest Control in the amount $3700 per treatment. It was the recommendation of the Building Maintenance Supervisor that the low bid of Presto-X Company in the amount of $894 be approved. It was noted that this company will be providing the City of Waterloo with a certificate of insurance. It was moved by Budak, seconded by Brown that said recommendation be approved. Motion carried. Chairperson Wright suggested that a tour of the City Hall Renovation including the Planning and Development Division and Police Department be scheduled for council members. With no further business before the Committee, the meeting was adjourned at 5: 30 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE February 3 , 1992 4 : 55 p.m. Large Conference Room Members present: Chairperson Wright and Brown. Members absent: Budak. It was moved by Brown, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The first item of discussion concerned the proposed amendment to the lease and management agreement with Continental Development Company for the Five Sullivan Brothers Convention Center. Larry Burger, Clerk/Auditor, reported that this document will be an amendment to the original agreement. The major changes include the following: 1 ) The City will receive 4 1/2% commission on gross income and sales up to one million. (The City previously received 2 1/2% ) . We anticipate receiving an additional $20, 000 annually from the increased commission. 2) The Convention Center will contribute $12, 500 per year for the first 12 months and $12, 500 for the second 12 months to partially fund a maintenance person that will be hired by the City and will be supervised by the City Hall maintenance supervisor. 3 ) Future remodeling will be financed by the City from the hotel/motel tax proceeds. In response to comments by Councilperson Buck, the City will maintain existing audiovisual equipment, but any other needed equipment will be the responsibility of the Civic Center. It was noted that it is assumed that the Civic Center will be responsible for maintenance of floor coverings after installation. The Civic Center will be responsible for groundkeeping. Discussion was heard on the Center' s policy on meal counts and that meals paid for but not eaten cannot be carried off the premises. It was moved by Brown, seconded by Wright that said amendment to lease and management agreement be referred to the full City Council with a recommendation of approval. Motion carried. With no further business before the Committee, the meeting was adjourned at 5 : 15 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE January 27, 1992 6: 00 p.m. Large Conference Room Members present: Chairperson Wright, Brown. Members absent: Budak. It was moved by Brown, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The request of the City Hall Building Maintenance Supervisor for authorization to replace two panels on the skywalk between the Civic Center and the Holiday Inn was reviewed. One has a faulty seal and the second panel has a pellet gun hole in it. Quotes have been received from the following: Standard Glass Co. $1, 150 . 00 Lindgren Glass Products $1, 200 . 00 It was the recommendation of the Building Maintenance Supervisor that the low quote of Standard Glass Co. be approved. It was moved by Brown, seconded by Wright that said recommendation be approved. Motion carried. The request of the City Hall Building Maintenance Supervisor for authorization to repair soffit panels in the main exhibition hall of the 5 Sullivan Brothers Convention Center was reviewed. After making several contacts, it was his recommendation that Hudson Construction Repair in Hudson be given authorization to repair the ceiling at an approximate cost of $1, 540. It was moved by Brown, seconded by Wright that authorization be given to proceed with said repair. Motion carried. The following quotes were reviewed for replacement of two insulated gray tinted glass panels on the second floor of City Hall: Standard Glass Co. $412 . 00 Lindgren Glass Product $325. 00 It was the recommendation of the Building Maintenance Supervisor that the quote of Lindgren Glass Product be approved. It was moved by Brown, seconded by Wright that said recommendation be approved. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 08 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE January 13 , 1992 6: 10 p.m. Large Conference Room Members present: Chairperson Wright, Brown. Members absent: Budak. It was moved by Brown, seconded by Wright that the Agenda, as amended to include Item No. 2 under New Business entitled "Recommendation of approval for a Freedom Shrine for 5 Sullivan Brothers Convention Center--Clerk/Auditor" be approved. Motion carried. It was moved by Brown, seconded by Wright that the request of the Superintendent of Traffic Operations for authorization to seek bids for carpet in the master signal controller computer room in the City Hall Annex be approved. Motion carried. Larry P. Burger, Clerk/Auditor, stated that the Sunrise Exchange Club and the American Legion have asked that the City consider placing a freedom shrine at the 5 Sullivan Brothers Convention Center. The display which includes 28 American documents photographically reproduced from the originals represents a donation of approximately $800. They will assist the City in hanging the display. It was moved by Brown, seconded by Wright that authorization be given for said display at the 5 Sullivan Brothers Convention Center. Motion carried. With no further business before the Committee, the meeting was adjourned at 6:15 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE January 6, 1992 6:00 p.m. Large Conference Room Members present: Wright, Brown and Budak. The Agenda, as proposed, was approved. The first item of business was the election of a Chairperson for the Committee for 1992 - 1993. It was moved by Budak, seconded by Wright that Councilperson Willie Mae Wright be appointed as the Chairperson for the Building & Grounds Committee for 1992 - 1993. The motion passed unanimously. The following bids were reviewed for installation of an access door into the First Floor City Hall Mail Room: Hoffman Construction $1,170.00 Don Gardner Construction $1,495.00 It was the recommendation of the Building Maintenance Supervisor that the low bid of Hoffman Construction in the amount of $1,170 be approved. The following bids were reviewed for the repair of the closers on the north and east entry doors of the 5 Sullivan Brothers Convention Center: Lindgren Glass Product $1,250.00 Iowa Door Closer $1,372.50 Brown now present at 6:07 p.m. It was the recommendation of the Building Maintenance Supervisor that the low bid of Lindgren Glass Product in the amount of $1,250 be approved. Also, the proposal of the Building Maintenance Supervisor to repair the dimming control system in the main exhibition hall of the 5 Sullivan Brothers Convention Center was reviewed. The system is currently malfunctioning by flickering and inconsistent dimming. H-S Industries of Cedar Rapids have evaluated the system and have quoted a price not to exceed $8,940 for this repair. There are no local firms that do this type of specialized work. It was moved by Budak, seconded by Wright that the low bid of Lindgren Glass Product for repair of the north and east entry doors and the quote of H-S Industries to repair the dimming control system both at the 5 Sullivan Brothers Convention Center be approved. Motion carried. Change Orders relating to the 5 Sullivan Brothers Convention Center were reviewed, including Change Order No. 1 in the amount of $1,535 from Michael Painting and Decorating and Change Order No. 1 in the amount of $1,200 from Dyball Acoustical, Inc. The painting change order includes the painting of five additional soffits and the east wall of the exhibit hall, painting of 36 half doors and frames and 9 corner guards. The second change order allows the addition of foam to all of the acoustical panels which was originally unanticipated. It was moved by Brown, seconded by Wright that said change orders be approved and recommended to the City Council for approval. Motion carried. Larry P. Burger, Clerk/Auditor, suggested that members of the Committee tour the Convention Center as nearly all of the improvements are complete except carpeting. Carpet samples are being reviewed and a final selection will be made soon. In response to a question from Councilperson Brown, Mr. Burger stated that the City has received the draft agreement from the hotel owners relating to the maintenance and upkeep of this facility. Upon review by city staff, it will be presented to the Mayor and City Council for final action and approval. With no further business before the Committee, the meeting was adjourned at 6:10 p.m. Larry P. Burger City Clerk/Auditor