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HomeMy Public PortalAbout12-13-1990 /07 ? BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND. INDIANA. DECEMBER 13. 1990 — 1 The Board of Public Works and Safety of the City of Richmond, Indiana, met in regular session December 13, II 2 1990 at the hour of 9:00 A.M. in the Municipal Building in said City. Ms. Hauptstueck presided with Ms. 3 McFarland and Mr. Smith in attendance. Absent: None. Media in attendance: Palladium Item and WKBV. 4 The following business was had to-wit: 5 6 BID OPENINGS 7 8 BULK FUEL AND GASOLINE 9 10 Ms. Hauptstueck opened the bidding for bulk fuel and gasoline for 1991. Having received all bids, Ms. 11 McFarland moved to close the bidding, seconded by Mr. Smith and on unanimous voice vote the motion was 12 carried. 13 14 The Proof of Publication was presented and found to be in order. Mr. Smith moved to accept and file the Proof 15 of Publication, seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 16 17 Ms.Annie Planck opened the following bids: 18 19 1. Warfield Oil Company. The bid was on the proper form, signed, notarized and accompanied by a 20 bidder's bond. The bid was for Transport: Unleaded at .7540/gal, lead substitute for regular at 21 .7130/gal, Diesel#1 at.8855/gal, #1 Fuel Oil at.9260/gal and#2 Diesel Oil at .8940/gal. Tankwagon: 22 Unleaded at .8240/gal, lead substitute for regular at .7730/gal, Diesel #1 at .9460/gal, #1 Fuel Oil at 23 .9860/gal and#2 Diesel Oil at .8940/gal. 24 25 2. New Paris Oil Company. The bid was on the proper form, signed, notarized and accompanied by a 26 bidder's bond. The bid was for Transport: Unleaded at .7500/gal, regular at .6900/gal, Diesel #1 at 27 .9225/gal, #1 Fuel Oil at .9125/gal and #2 Diesel at .7825/gal. Tankwagon: Unleaded at .7900/gal, 28 regular at.7300/gal, Diesel#1 at.9625/gal,#1 Fuel Oil at.9425/gal and#2 Diesel at .8225/gal. 29 30 Ms. Planck informed the Board that the bid from Farm Bureau had arrived and was not accepted. 31 32 Having opened all bids, Ms. McFarland moved to refer the bids to the Purchasing Office and Street Department, 33 seconded by Mr. Smith and on unanimous voice vote the motion was carried. 34 35 ANIMAL CONTROL AND SHELTER 36 37 Ms. Hauptstueck opened the bidding for Animal Control. Having received all the bids, Mr. Smith moved to close 38 the bidding,seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 39 40 The Proof of Publication was presented and found to be in order. Mr. Smith moved to accept and file the Proof 41 of Publication,seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 42 43 Ms.Annie Planck opened the following bids: 44 45 1. HELP The Animals, Inc. The bid was on the proper form, signed, notarized and accompanied by a 46 cashier's check in the amount of$1,895.00. The bid was for: A. Sheltering with no control functions at 47 18,950.00 and B. Sheltering and Control at 18,950.00 for sheltering and 48,858 for control. 48 49 2. Animal Welfare League. The bid was on the proper form, signed, notarized and accompanied by a 50 cashier's check in the amount of$1,238.25. The bid was for sheltering only at 24,765.00. 51 52 Ms. McFarland moved to refer the bids for shelter of animals and control functions to Purchasing, Police and 53 Board of Works,seconded by Mr.Smith and on unanimous voice vote the motion was carried. 54 55 Ms. Hauptstueck announced the Board would try to award the animal sheltering bids at its next regular meeting. 56 57 APPROVAL OF MINUTES OF December 6.1990 58 II 59 Ms. McFarland moved to approve the minutes of the previous meeting as prepared, seconded by Ms. 60 Hauptstueck and on unanimous voice vote the motion was carried. 61 62 APPROVAL OF CLAIMS FOR PAYMENT 63 64 Mr. Smith moved to approve claims in the amount of $218,451.19, seconded by Ms. McFarland and on 65 unanimous voice vote the motion was carried. � D Board of Works Minutes Cont'd December 13, 1990 Page 2 1 PUBLIC REQUESTS AND COMMENT 2 3 Residential Handicapped Parking 4 429 South 6th Street 5 6 Major Jack Meyers informed the Board the request met the guidelines and he recommended approval. 7 8 Mr. Smith moved to approve a reserved residential handicapped parking space at 429 South 6th Street, 9 seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 10 11 JUlobile Nativity Scene-Centerville Christian Church 12 13 Mr. Steve Abernathy of the Centerville Christian Church, requested permission from the Board to bring their 14 Mobile Nativity Scene through Richmond on December 18, 1990 to visit Interfaith Apartments, nursing homes 15 and Reid Hospital. 16 17 Major Meyers informed the Board there was no problem with the request. 18 19 Ms. McFarland moved to approve the Mobile Nativity Scene on December 18, 1990, seconded by Mr. Smith and 20 on unanimous voice vote the motion was carried. 21 22 DEPARTMENT REQUESTS AND COMMENTS 23 24 PURCHASING OFFICE 25 26 Award Bid for Park Department Trucks 27 28 Ms. Annie Planck recommended to the Board that the bid for two Park Department trucks be awarded to Tom 29 Wood GMC as the lowest bidder. Ms. Planck explained to the Board that she checked with Tom Wood on some 30 items that were specified as factory built and even with additional charges for those Tom Wood was the lowest 31 bidder and would meet all specifications with total bids for the 4x4 vehicle was 17,047.00 and the 2 wheel drive 32 was 12,420.00. 33 34 Mr. Smith moved to award the bid for the 4x4 vehicle and the two wheel drive vehicle for the Park Department to 35 Tom Wood GMC as the lowest bidder meeting specifications, seconded by Ms. McFarland and on unanimous 36 voice vote the motion was carried. 37 38 Rotation Towing Criteria 39 40 Ms. Annie Planck presented the Board new Criteria for Rotation Towing and an Agreement for vendors 41 participating in the rotation towing. She said there have been problems in the past with complaint from both 42 citizens and the towing companies. Ms. Planck noted that changes in the criteria included a set rate of 30.00 for 43 week days from 8AM to 5PM and 40.00 for nights, weekends and holidays and unless it was an extreme 44 emergency extra charges would not be allowed. She said the second change was for the Board to determine if 45 a wrecker service would be reinstated to the rotation towing list if they had been removed. 46 47 Ms. McFarland asked who would determine the circumstances and additional charges. 48 49 Ms. Planck said the officer on the scene would make that determination and note on the tow card. She said the 50 City needed standard rules and charges so the public would know what to expect. 51 52 Ms. Hauptstueck asked why they would be taken off the list and Ms. Planck said if they do not file an insurance 53 certificate or if they miss or refuse more than three calls or if their response time was excessive. 54 55 Ms. Planck explained to the Board the criteria only applies to those called by the Police on rotation and not if 56 privately requested. She added the calls rotate to a different wrecker each instance. 57 58 Ms. Hauptstueck asked if wreckers had to be on the rotation and Ms. Planck said no it was their choice. 59 60 Mr. Smith said he felt it was a good package. 61 62 Mr. Ron Christopher,530 Indiana Avenue,told the Board those on the rotation list with the exception of H&H had 63 met and discussed the rates and charges. He said the last rate increase was in 1988 and all their costs are now 64 20% higher. He said the problem is a lack of communication and they need to set fixed charges for everything. 65 Mr. Christopher said the Police are not always able to determine equipment needed and he made the following Board of Works cont'd December 13, 1990 Page 3 1 recommendations for charges: Towing weekdays 8AM to 5PM at 32.50, 5PM to 12 midnight at 42.50 and 12 2 midnight to 8AM at 50.00 with Saturdays at 42.50 and Sundays and holidays at 50.00. Mr. Christopher added 3 that a 5.00 clean up charge should be allowed regardless of the amount of work involved and wrenching be set 4 at 15.00,dollies at 15.00 and roll back at 15.00. 5 6 Mr. Christopher told the Board they also felt the removal of abandoned vehicles from city streets or public 7 property should be included in the rotation towing,with cars on private property going to the impound area. 8 9 Mr.Christopher said the charges would be put on the tow card before they tear off the copies. 10 11 Ms. Hauptstueck asked who attended the meeting of the wrecker vendors and Mr. Christopher said Steeles were 12 not there and he had called Buck's and they were in agreement with the majority. 13 14 Mr. Smith explained that the officer on the scene should make the call in order to provide some checks. 15 16 Ms. Hauptstueck questioned how long it takes to do a call and that with additional charges it could be expensive. 17 18 Mr. Christopher said an average call was 45 minutes minimum and with other charges they had to use common 19 sense. 20 21 Ms. Planck stated that was the problem, not everybody used common sense. 22 23 Mr. Christopher told the Board the wreckers should be allowed to be paid fairly. 24 25 Ms. Planck said the City had a meeting with the wrecker companies and no one stated the rates were not fair. 26 27 Mr. Christopher said he was not there and if he had, he would have made the same statement. He said the way 28 it is now there only appears a total charge on the impound bill and not a breakdown. He suggested the City 29 handle it like the Sheriff and allow the wrecker companies to tow to their own impound areas. 30 31 Ms. Planck told the Board the rotation was not a bid item and the criteria for voluntary participation was changed 32 because of complaints. She said on the average the wreckers only get six calls a month on rotation and this 33 would not make or break their business. She said the City feel these changes will average out and most are 34 simple tows,she only wants to address the complaints and stop the bickering. 35 36 Mr. Christopher said this could be settled at the Impound Area with a call to the wrecker company if they feel the 37 charges are too high. 38 39 Ms. Hauptstueck asked Chief Rice to comment and Chief Rice told the Board that it is a state requirement for 40 anyone who tows to clean up at the scene and if they want on rotation they should follow the criteria. 41 42 Mr. Sherman Stamps, Union Pike, told the Board he wants to put the charges on the tow card and let officers 43 see and determine if it is too high. He said the rest of the wrecker companies are suffering because of a few bad 44 ones. 45 46 Mr. Benjamin Hunter, Industries Road with H&H the City Impound contractor, told the Board the Impound Area 47 has a problem with blatant misuse and overcharges. He said are getting more for the rotation calls than they do 48 for private tow and the public gets upset with the Impound Area and the City. Mr. Hunter felt the criteria was an 49 excellent idea and could be worked with and adjusted with time. Mr. Hunter said the Impound Area would not 50 call another wrecker service and tell them if they felt the charges were too high and he did not feel they were 51 being penalized. 52 53 Mr. David Hunter, owner of H&H, said they have had some overcharges and the public does raise cain with the 54 City. He said it is fine to put appropriate add on charges and he pays the wrecker services in full for there bills. 55 Mr. Hunter said the profit for the Impound Area is only the scrap sale from these tows and he did not want to end 56 up with the cars and unable to make a profit. 57 58 Ms. Hauptstueck announced the Board felt there had been ample discussion of the matter and called for a 59 motion. 60 61 Mr. Smith moved to approve the Criteria for Rotation Towing and the Agreement with the vendors participating in 62 the rotation towing,seconded by Ms. McFarland and on unanimous voice vote the motion was carried. 63 64 65 / 3 A Board of Works December 13, 1990 Page 4 1 Contract for Towing of City Vehicles 2 3 Ms. Planck presented the Contract between the City and H&H for the towing of City vehicles. She explained that 4 this had been bid in 1989 and the contract expired in October of 1990. She stated the old contract had a 5 renewable option and H&H will maintain the current prices on a renewal to October of 1991. Ms. Planck 6 reminded the Board this was only for towing of city owned vehicles. 7 8 Ms. McFarland moved to approve and execute the contract between the City and H&H for the towing of city 9 owned vehicles,seconded by Mr.Smith and on unanimous voice vote the motion was carried. 10 11 Ms. Planck asked Mr. Metzger how long to allow vendors to sign the agreement for rotation towing and Mr. 12 Metzger recommended allowing fifteen (15)days for the agreement to be executed and returned. 13 14 PUBLIC WORKS 15 16 Sale of Property on South L Street 17 18 Mr. Wiwi presented told the Board the property was at Henley Road and South L and was an excess portion of 19 right of way and the City had no need for it in the future. 20 21 Mr. Metzger told the Board the property was less than 500.00 in value and appraisals were not necessary. He 22 said possible sale to an abutting landowner might be the best option. 23 There being no further input, Ms. McFarland moved to set January 3, 1991 as closing date to receive bids with a 24 public hearing by the Board on January 10, 1991, seconded by Mr. Smith and on unanimous voice vote the 25 motion was carried. 26 27 Industries Road Contract Modification 28 29 Mr. Wiwi explained to the Board this modification was was on changes necessary after construction of Industries 30 Road had started. He said the increase in cost is 3,881.00. 31 32 Mr. Metzger asked what the conditions were that the project engineer did not anticipate the changes and Mr. 33 Wiwi said it was for temporary seeding due to the time frame of the project and a verbal agreement with Hills for 34 them to pay for their entrance. 35 36 Ms. Hauptstueck asked Mr. Wiwi if he was aware then these changes were happening and Mr. Wiwi said he 37 was. 38 39 Ms. McFarland asked why the Board did not get the change orders when the changes were being made rather 40 than after the fact. 41 42 Ms. Hauptstueck asked if the City was financially liable for the changes if they were not approved and Mr. 43 Metzger said this was not a smart practice and if the changes would have been anticipated the City need not 44 pay. 45 46 Mr. Wiwi said most of these changes could not have been anticipated, but he agreed they should have been 47 brought to the Board earlier. He said the work is in progress and the total cost of the project will not exceed the 48 estimates so no additional dollars are necessary. 49 50 Mr. Smith commented that the Board would be more comfortable if they were notified ahead of time of any 51 changes. 52 53 Mr. Wiwi said the Board needs to notify the consultant of their concerns not to proceed with work unti 54 modifications are approved. 55 56 Mr. Metzger said in the future contracts with consultants can address this and the Board could set a policy that 57 no changes be made without prior approval. 58 59 Ms. Hauptstueck asked Mr. Metzger to notify the consultant of the Board's concerns and added that Ms. Sweet 60 needs to see modifications in advance. 61 62 Mr. Smith commented on how the State handles modifications with their on site engineer. 63 64 Ms. Hauptstueck asked if any of the increases could have been anticipated in timely manner and Mr. Wiwi stated 65 the Board needed to ask the consultant since he did not develop the plans. He said in his opinion some of the items should be looked at closely. /,3,� Board of Works Minutes Cont'd December 13, 1990 Page 5 1 Mr. Metzger recommended tabling the matter and have the consultant in attendance. 2 3 Mr. Wiwi agreed and said the contract allows a certain percentage of overruns without Board approval, but these 4 were above the automatic percentage. 5 6 Mr. Metzger asked about the 280 tons of riprap and Mr. Wiwi said that was not an excessive amount, but the 7 price was high. 8 9 Ms. McFarland moved to table the Industries Road Contract Modifications for one week, seconded by Mr. Smith 10 and on unanimous voice vote the motion was carried. 11 12 LAW OFFICE 13 14 Risk Management Policy 15 16 Mr. Metzger presented the Board a Risk Management Policy and explained that the City's insurance carrier, 17 USF&G had made some suggestions such as the making employees and supervisors come before a committee 18 might be intimidating, but he would like to leave the language as it and see how it works. Mr. Metzger said the 19 Sanitary District now has an Ad Hoc Committee for Risk Management and they will be trying it there. 20 21 Ms. Smith moved to approve the Risk Management Policy as presented, seconded by Ms. McFarland and on 22 unanimous voice vote the motion was carried. 23 24 ADJOURNMENT 25 26 There being no further business,on a motion duly made,seconded and passed the meeting was adjourned. 27 28 29 30 31 Carrie N. Hauptstueck, President 32 33 34 35 36 ATTEST: 37 Mary Merchanthouse,City Clerk 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65