HomeMy Public PortalAboutAddendum No. 1 to Contract No. 45-2019 - Sergent's Equipment - Maintenance at Recycling FacilityADDENDUM NO. 1 to CONTRACT NO. 45-2019
THIS ADDENDUM, Addendum No. 1 to Contract No. 45-2019, is made and entered into
this 13 day of 2019, by and between Richmond, Indiana, a municipal
corporation acting by and through its Board of Sanitary Commissioners of the Richmond Sanitary
District, with its office at 50 North 5th Street, Richmond, Indiana, 47374 (hereinafter referred to as
"City"), and Sargents Equipment & Repair Service, 281 E. Sauk Trail, South Chicago Heights, IL
60411 (hereinafter referred to as "Contractor").
WHEREAS, City and Contractor entered into Contract No. 45-2019 on April 23, 2019, in which
the Contractor was to provide City, in an amount not to exceed Fourteen Thousand
Seven Hundred Twenty -Two Dollars and Ninety -Three Cents ($14,722.93), for
preventative maintenance and equipment repair or replacement costs for the badger bailer
and the CP sorting system at the Richmond Sanitary District's material recycling facility,
which was attached as Exhibit "B" to Contract No. 45-2019; and
WHEREAS, Contractor inadvertently omitted the cost of two (2) items from Contract 45-2019 and
actual costs exceeded expenses on two (2) items on Contract 45-2019, as described in
in the document' from Contractor, which document from Contractor is attached hereto
and incorporated herein as Exhibit "A", consisting of six (6) pages. Said Exhibit "A"
describes the omitted cost of two (2) items and the actual costs exceeding expenses
on two (2) items, all of which is set forth in Exhibit A" and shall be for an amount not
to exceed an additional Eight Hundred Three Dollars & Ninety -Two Cents (803.92);
and
WHEREAS, City and Contractor agree to amend Contract No. 45-2019 for inadvertent omission of
two (2) items and actual costs exceeding expenses on two (2) items as set forth in the
above "WHEREAS", with all other terms and covenants of Contract No. 45-2019,
remaining intact and unchanged, except that there have been additional costs and
expenses incurred by Contractor in an amount not to exceed Eight Hundred Three
Dollars and Ninety -Two Cents ($803.92) for the additional items omitted and the
costs exceeding expenses on two (2) items sought in this Addendum No. 1 to
Contract No. 45-2019, for a total amount due Contractor from City not to exceed
Fifteen Thousand Five Hundred Twenty -Six Dollars and Eighty -Five Cents
($15,526.85) for Contract No. 45-2019, as amended in this Addendum No 1 to
Contract No. 45-2019.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained,
including the above stated recitals, City and Contractor agree as follows:
1. The City and Contractor executed and entered into Contract No. 45-2019, on April
23, 2019. Pursuant to Contract No. 45-2019, Section XI. Miscellaneous, Contract
No.
45-2019 may be altered or amended in whole or in part at any time by filing with the
Agreement a written instrument setting forth such changes and signed by both parties.
Pagel of 3
Addendum No. 1 to Contract No. 45-2019
2. Contractor, as set forth in Exhibit "A" to this Amendment No. 1 to Contract No. 45-
2019, shall be paid for the two (2) items omitted from Contract 45-2019 and shall be
paid for two (2) items where the projected costs were exceeded by the actual costs, all
as set forth and described in Exhibit "A" to this Amendment No. 1 to Contract'No.
45-2019.
a. Contractor's additional costs and expenses for the services provided as set forth
Exhibit "A" in this Addendum No. 1 to Contract No. 45-2019, shall not exceed
Eight Hundred Three Dollars and Ninety -Two Cents ($803.92), for a total amount
not to exceed Fifteen Thousand Five Hundred Twenty -Six Dollars and Eighty -
Five Cents ($15,526.85) for Contract No. 45-2019 and this Addendum No. 1 to
Contract No. 45-2019. All funds for the services in Addendum No. 1 are from
the Richmond Sanitary District.
Both City and Contractor acknowledge and agree that, other than what is set forth
above in paragraph number 2, the remainder of the terms, conditions and covenants in
Contract No. 45-2019 shall remain intact and unchanged and shall continue to be in
full force and effect.
4. Both parties agree that any person executing this Addendum No. 1 to Contract No.
45-2019, in a representative capacity warrants that he or she has been duly authorized
in writing by his or her principal to execute this Addendum and such authorization
has not been rescinded or revoked.
IN WITNESS WHEREOF, this Addendum No. 1 to Contract No. 45-2019, is executed and
approved by the undersigned representatives of the City and Contractor this t 3 day of
2019, although signatures may be affixed on different dates.
"CITY"
THE CITY OF RICHMOND,
INDIANA by and through its
Board of Saryi�ary Commissioners
sr /.
By:
Sue Miller, President
"CONTRACTOR"
SARGENTS EQUIPMENT &
REPAIR SERVICE
112
Prii
By: Title:
Ama4Bakshi, Vice-PresidenBy: Date:res, Member
)mlel
1
Page 2 of 3
c
APPROVED: 1
Sno a or
City of Richmond, ndiana
Date: fig Im
Page 3 of 3
Jeff Lohmoeller
From: Mike Lenting <rriikel@sargentsequipment.com>
Sent: Monday, August 05, 2019 3:17 PM
To: jlohmoeller@richmondindiana.gov, prinehart@richmondindiana.gov
Subject: Price Change Issues
Good afternoon gentlemen,
We're going through the invoice today for the service work we did last week and there were a few small discrepancies
between the quote and the invoice.
1. Parts freight was not included on the quote which totaled out to $310.87
2. The hotel bill, although close was $101.28 over the quoted amount.
3. Our technician needed an additional pinch roll after he inspected your wire tie system. The additional pinch roll was
$343.20
4. The price of the oil increased since last October when we had quoted this. The difference is $48.57
The total additional cost is $803.92
Is there any way to get the existing PO adjusted to account for these changes or could you put in for an additional PO?
Please let me know,
As always, thank you for your business.
Michael Lenting
Service Department
Sargents Equipment & Repair Service
281 E. Sauk Trail
South Chicago Heights, IL 60411
Cell: (708) 560L4623
Office: (708) 758-2062
Fax: (708) 758-2676
E-mail: mike) cr.sargentseauipment.com
Visit us at: www.sar ei�equipment.com
EQUIPMENT& REPAIR SERVICE
www.sargentsequipment.com
SOLD TO
CITY0.3 CITY OF RICHMOND
ACCOUNTS PAYABLE
50 NORTH 5TH ST
RICHMOND, IN 47374
155 Industrial Drive 281 E. Sauk Trail
Gilberts, IL 60136 S. Chicago Heights, IL 60411
Phone: (847) 844-4131 Phone: (708) 758-2062
Fax: (847) 844-4132 Fax: (708) 758-2676
SHIP TO
RICHMOND SANITARY DISTRICT
2380 LIBERTY AVENUE
RICHMOND, IN 47374
Tax D Qty Description ------------------------------- Price
Amount
PER QUOTE TO PM BALER.AND SERVICE STRAPPER.
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drgctits Equipment & Repair Services retains nil rights and oumcrship
requipment and parts covered by this Invoice until paid In full.
JI parts returned will be subject to a 3D96 raidockIng fee,
my questions regarding this bill please contact (847) 8-14-4131
4A
batik you for your businessl
it
X Charge Sale
** SUBTOTAL 15526.85
PAY THIS # I
AMOUNT $15526.85
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Preventative Maintenance for Badger Bailer and CP Sorting System
Co -Mingle Sorting Machhie CP Manufactaring Project # 6301
Richmond, IN Installed, 1998
Badger Bailer: 758-2-•1017
SIN: 0798-8284
Richmond Sanitary District will provide a Scissor Lift for Technicians
Sorting Machine Scope of Worlts
1. 'ChedIc Oilers on sides of Conveyors
2, Perform Maintenance on Motors (Grease Oil Per motor speo)
3. Adjust Tension on Conveyors
•4. Clean the air intake on blowers
5. Clean the air exhaust ducts. on the cyclone
6. Remove debris fiom Trommel and steel chute
7. Change oil on each speed reducer on each machine
Baler Scope of Works
1.
Change Filter (Hydraulic and Air)
2.
Hydraulic Oil if it needs changed
3.
Replace platen blade
4.
Clean and turn shear beam
5.
Adjust lcnivesand hold-downs
6.
Service Strapper
Parts Needed:
o 0) Filter Element;
o (1) Gulf Controls Air Filter:
o Hydraulic Oil For Bailcr(';;glelhr')
o (1) Platen blade (drilled):
o (7) Shear Beam blade bolts
o (7) platen Blade Bolts
o (3) Gallons of oil for Sorter
o Tior (wear items)
o Miscellaneous Items
$ �1-55rn Lead Time
.51 % Lead Time
$ lay Lead Time
$ :70% Lead Time
$ ' ���_ Lead Time
$ Ia Lead Time
$ $1 Lead Time
$�� � Lead Time
$ Wq JO Lead Time
=i
Richmond Sanitary District work hours are 6:30am iuitii 4:30pm M-F
Labor:
o Days needed to complete task 9 mevi_days
o Tech rite ofpay regular time $ k� r'__,yU per how-
o Tech over time into of pay S'30«(U or hour
o Mileage 4� 1 L!i. v� (round t 11))
Total Estimated Cost for this service:
Estimated Start Date once Contract and Purchase Order It is in place: 1 days
We will need a civrent certificate of liability insurance including work comp lisOng City of
Richmond as certificate holder. a
Contact Person: {�jret') 90,*VIOL Title: le"kp A04a*r
Phone: C70'9) 76$-_�Ub':? ,
IF1
A u. ust 27, 2XV 9
The Board of Sanitary Commissioners of the Sanitary District of Richmond, Indiana, met in regular
session in the Board Room of the Richmond Sanitary District Building, 23 80 Liberty Avenue,
Richmond, Indiana, on Tuesday, August 27, 2019 at 10:00 A.M.
Those present were Aman Bakshi-Vice-President, Greg - Stiens- Board Member, Elijah Welch -
District Engineer, Bryan Ervin- Director, Jeff Lohmoeller- WWTP. and Maintenance Manager, Walt
Chidester- Assistant City Attorney, Jessica Foster- Assistant Recording Clerk, Pat Smoker- Plant.
Superintendent, Todd Hobson- WWTP Operator, and Tim Orrill' RSD Lab Supervisor.
The first order of business was to approve board minutes from the August 13, 2019 meeting. Mr.
Stiens made a motion to approve the minutes from the August 13, 2019 meeting. Mr. Bakshi
seconded. The motion passed 2-0.
The next order of business was to approve -board.' minutes from the August 14, 2019 budget
workshop.. Mr. Stiens requested to remove Mr. Bakshi's name from those who were listed '.as
present in the minutes to correctly reflect those who attended the workshop. Mr. Stiens.made a
motion to approve the minutes from the August 14, 2019 budget workshop with the recommended
amendments. Mr. Bakshi seconded. The motion passed 2-0.
The next order of business was to approve the invoices. The invoices were in the total amount of
$153,352.17, covering August 9 & 16, 2019. Mr. Stiens made a motion to approve the invoices.
Mr. Bakshi seconded. The motion passed 2-0.
The next order of business was the Director's Report. Mr.'Ervin stated that ASCME union
negotiations would occur in the upcoming weeks for salary wages and would be reflected when the
budget book has been finalized. He stated that another workshop could be held at that time if
necessary. Mr. Ervin stated that Tim Lingar, Solid Waste Manager, is currently working on a .
schedule for leaf collection as leaf season is quickly approaching. Mr. Ervin also stated that there
Would be changes coming to the way Richmond Sanitary District does special pick-ups for
residents. There has been an increase in. non-compliance with. special pick-up allowances and rules,
using up an exorbitant amount of manpower. Changes would occur at the start of 2020 and are still
being discussed.
The next order of business was recommendation to -approve. Change Order #1 to Contract #45-2019'.
;The change order requests an additional $803.92 to cover increased parts prices and freight costs, `,
'bringing the total cost to $15,526.85. Mr. Stiens made a motion to approve Change Order #1 to
Contract #45-2019 with Sargent's Equipment & Repair Service for an additional_$ 9192, bringing
the total cost to_$15,526.85.._Mr. Bakshi seconded the motion. The motion passed 270: -- .
The next order of business was to award quote to purchase 32-25 Gallon Universal Containers, 64
Gallon Universal Containers, and 95-96 Gallon Universal Containers. Mr. Lohmoeller
recommended to award the quote to Pyramid Equipment of Rolling Prairie, Indiana, for a total not --
to -exceed cost of $140,000.00 for 2019 with the- option to renew for years 2020 and 2021 at the
same cost. Mr. Lohmoeller recommended rejecting the low bidder, Rehrig Pacific Company, due to
not being able to meet bid requirement for the container grab bar specifications. Mr. Stiens made a
motion to award Pyramid Equipment of Rolling Prairie, Indiana, for the purchase of universal trash
and recycling containers at the. total not-to-exceed.cost of $140,000.00 for 2019 with -the option to
2
renew for'years 2020 and 2021 at the same cost. IVIr. Bakshi seconded the motion. The motion
passed 2-0.
The next order of business was to award quote to purchase Three Yard Containers. Mr. Lohmoeller
recommended to award the quote to Pyramid Equipment of Rolling Prairie, Indiana, for the
purchase of 100 three -yard containers at the total not -to -exceed cost of $70,000.00 for 2019,
$72,500.00 for 2020, and $7.7,500.00 for 2021. Mr. Stiens made a motion to award the quote to
Pyramid Equipment of Rolling Prairie, Indiana, for the purchase of 100 three -yard containers at the
total not -to -exceed cost of $70,000.00 for 2019 with the option to renew in 2020 for $72,500.00 -and .
$77,500.00 for.2020. Mr. Bakshi seconded the motion. The motion passed 2-0.
The next order of business was to award quote for Actuators and Valves Replacement at WWTP.
Mr. Lohmoeller recommended to award the quote for actuators and valve replacements to Trivaco,
Inc. of Indianapolis, Indiana, for a not -to -exceed amount of $69,011.00, which includes installation.
Mr. Lohmoellet recommended rejecting the low bidder, Flo Source, due to not meeting bid
requirement specs. Mr. Stiens made a motion to award the quote for the ,purchase and installation of
actuators and valves to Trivaco, Inc. of Indianapolis, Indiana, at the total not -to -exceed cost of
$69,011.00. Mr. Bakshi seconded the motion. The motion passed 2-0:
The next item of business was recommendation for Removal, Disposal and Destruction of
Electronics Devices. Mr. Lohmoeller recommended to enter into an agreement with Recycle Force
for providing labor to load, transport, and destroy IT Equipment and recycle televisions at Recycle,
Force's facility at the cost of $00.20/lb. No other vendors were found that provide all of these
services. Mr. Lohmoeller stated that in 2017 RSD spent $22,500.00 on these disposal services and
would ask that the board allow for an amount of $25,000.00 for 2019. Mr. Stiens made a motion to
enter into an agreement with Recycle Force to provide labor, transportation, destruction and
recycling of IT equipment and televisions for a not -to -exceed cost of $25,000.00 for 2019. Mr.
Bakshi seconded the motion. The motion passed 2-0.
The next order of business was' to approve purchase of Sewer Lime Rapid Assessment Tool. Mr.
Lohmoeller recommended the purchase of the SL-RAT from Duke's Root Control for the Sewer
Maintenance department to use to identify the condition of sewer lines within minutes and
determine what maintenance is necessary, to perform.- Mr. Stiens made a motion to approve the
purchase of the SL-RAT from Duke's Root 'Control at the not -to -exceed cost of $25,000.00. Mr.
Bakshi seconded the motion. The motion passed 2-0.
The next order of business was the Project Status Update. Mr. Welch gave 'an update to the Board .
on the Sanitary District's current projects.
With no fiu-ther business. Mr. Stiens made a motion to adjourn. the meeting. Mr. Bakshi seconded
the motion. The motion passed 2-0. The meeting was adjourned at 10:54 A.M.
Jessica Foster, Assistant Recording Clerk Aman Bakshi, Vice President
July 23, 2019
The Board of Sanitary Commissioners of the Sanitary District of Richmond, Indiana, met in regular
session in the Board Room of the Richmond Sanitary District Building, 2380 Liberty Avenue,
Richmond, Indiana, on Tuesday, July 23, 2019 at 10:00 A.M.
Those present were Sue Miller President, Aman Baksbi- Vice -President, Greg Stiens- Board
Member, Bryan Ervin -.Director, Elijah Welch- Assistant Engineer, Emily Palmer- City Controller,
Denise Johnson- Customer Service Manager, Jeff Lohmoeller- WWTP and Maintenance Manager,
Walt Chidester- Assistant City Attorney, Jessica Foster- Assistant Recording Clerk, Pat Smoker -
Plant Superintendent, Todd Hobson- WWTP Operator, Tim Orrill- RSD Lab Supervisor, LuAnne
Holeva- Conservation Education Coordinator, Allison Bolser- Conservation Education Intern,
G101.3 and WCTV.
Item number 1, Approval of Board Minutes from July 9, 2019, was tabled until a future meeting.
The next order of business was to approve board minutes from the June 11, 2019 meeting. Mr.
Bakshi made a motion to approve the minutes from the June 25, 2019 meeting. Mr. Stiens seconded
the motion. The motion passed 3-0.
The next order of business -was to approve the invoices. The invoices were in the total amount of
$115,033.14, covering July 5 & 12, 2019. Mr. Stiens made a motion to approve the invoices. Mr.
Bakshi-seconded. The motion passed 3-0.
6
Mr. Ervin stated that a budget workshop would be held in the first part of August so that the
Sanitary District would be ready by August 21, 2019 deadline. He stated that he,will send out a
communication to determine dates and times for the workshop.
The next order of business was the recommendation to approve Change Order No. 1 to Contract No.
177-2018 for Tub Mechanics Truck. The change order requests an additional $9,236.00 to install a
Kubota diesel AirNArc compressor and welding unit in place of the gas driven unit for the tub
mechanics truck. Mr. Bakshi made a motion to approve Change Order No. 1 to Contract No. 177-
2018 for an additional $9,236.00 to install a Kubota diesel AirNArc compressor and welding unit to
the tub mechanics truck. Mr:' Stiens seconded the motion. The motion passed 3-0.
The next order of business was the recommendation to enter into agreement with Safety Tech for
Fire Alarm, Sprinkler and Flammable Storage Inspections. This agreement would be based on a
three year maintenance agreement and would include semi-annual and annual inspections at the
New Paris Pike Landfill at the cost of $550.00 per year and the Wastewater Treatment Plant at the
cost of $1,245.00 per year. This agreement would also include the inspection, hydrostatic testing
and servicing of over 80 fire extinguishers and the Sanitary District building at the cost of $1,922.75
per year. Mr. Stiens made a motion to enter into contract with Safety Tech Incorporated of Lapel,
Indiana, for the fire protection and fire alarm systems at the New Paris Pike Landfill, Wastewater
Treatment Plan and the Sanitary District as presented. Mr. Bakshi seconded the motion. The motion
passed 3-0
The next order of business was the recommendation to enter into agreement with Safety Tech for
Security Camera Installation. The security cameras would be installed at the New Paris Pike
Landfill and the Solid Waste Garage. Mr. Lohmoeller met with representatives from both Koorsen
2
Fire & Security and Safety Tech and received quotes for the installation and monitoring at both
locations. Safety Tech was .the lowest responsible and responsive company to quote. The camera
installed at the WWTP woold interface with the existing system and the cameras installed at the _
Landfill would run on their own. 8 channel NVR, record 24/7, and also include a hard drive with
remote viewing software. Mr. Bakshi made a motion -to enter into contract with Safety Tech
Incorporated of Lapel, Indiana, for the installation and monitoring service of security cameras at the
WWTP and Landfill locations at the cost of $6,095.00. Mr. Stiens seconded the motion. The motion
passed 3-0.
The next item of business -was io enter into contract with KS-State-Bankfor_Fi.n'ri'ing
1i Lease/Purchase with Southeastern Equipment. Mr. Lohmoeller clarified that this contract for six`
residential trash trucks was previously approved by the board and that the contract had been
prepared.for�signatures:No action_was.taken.__
The next order of business was a recommendation to enter into contract with Brenntag Mid -South
Inc. for Supply of Polymer and Dosage Requirements. Mr. Smoker recommended to enter into
contract with Brenntag Mid -South Inc. at the cost of $15,000.00 for a temporary period from the
start-up of the new rotary drum thickener machine on August 1, 2019 through December 31, 2019.
Brenntag would supply polymer and expertise regarding dosage and strain, which would allow RSD
to make any adjustments to dosage or polymer strains and refine requirement specifications before
entering into any long term contracts. At the end of the year, RSD will have the necessary
specifications and will send out bid requests to polymer suppliers for a yearly contract. Mr. Stiens
made a motion to enter into contract with Brenntag Mid -South Inc. for the supply of polymer and
` expertise regarding dosage and strain during a short experimental period from the start-up of the ,
new rotary drum thickener on August 1, 2019 through December 31, 2019, at the not -to -exceed cost
of $15,000.00. Mr. Bakshi seconded the motion. The motion passed 3-0.
The next order of business was the discussion of Bond Refunding. Mr. Welch recommended
refunding and refinancing Richmond Sanitary District's original bond service to access a lower
interest rate. Mr. Welch stated thatwith the new proposed debt structure, RSD would save around
$70,000.00 per year for the next 11 years, which would produce roughly $784,499.72 in savings.
This savings would be a result of the interest rate of the old bonds .compared to the interest rate of
the new bonds. Ms. Miller clarified that this is not an increase in any bond and that the new bonds
will be issued in the amount to cover only the refunding of the original bond service, which has
been in Richmond Sanitary District's budget since 2009. This will allow RSD to refinance with a
lower interest rate and will still be eliminated on the same schedule as they would have been with
the original bonds, Mr. Bakshi made a motion to proceed with the refunding of the 2009B bonds
and subsequent refinancing for a potential savings of $784,499.72. Mr. Stiens seconded the motion.
The motion passed 3-0.
The next order of business was the Project Status Update. Mr. South gave an update to the Board on.
the Sanitary District's current projects.
The next order of business was a report from LuAnne Holeva, Conservation Education Coordinator
for the Richmond Sanitary District, Wayne & Union County Soil & Water Conservation District,
and the Wayne & Union Solid Waste Management District. Ms. Holeva gave an update on various
projects and events she has overseen and will continue to oversee, as well as an overview on her
varying job duties.
3
The next order of business was the recommendation to proceed with the rehab of an 800
horsepower motor through Brehob. Mr. Lohmoeller stated that one the 800 HP motors at the
WWTP shut down due to excessive vibration and will not operate. The blower motors are necessary
for the treatment of wastewater, which is monitored by RSD and IDEM, and has to meet specific
dissolved oxygen limits as part of the NPDES permit. Mr. Lohmoeller contacted Brehob to pick up
and inspect the motor, and recommended going forward with Brehob to allow them to repair, install
and laser align the motor to blower. Mr. Stiens made a motion to enter into agreement with Brehob
Corporation of Indianapolis, Indiana, for the rehabilitation and installation of an 800 HP motor at
the cost of $19,030.00 with an additional 20% contingency. Mr. Bakshi seconded the motion. The
motion passed 3-0.
With no further business. Mr. Bakshi made a motion to adjourn the meeting. Mr. Stiens seconded
the motion. The motion passed 3-0. The meeting adjourned at 11:08 A.M.
Jessica Foster, Assistant Recording Clerk Sue Miller, President