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HomeMy Public PortalAbout10-10-1985 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND, INDIANA, OCTOBER 10, 1985 • . • 1 The Board of Public Works and Safety of the City of Richmond, Indiana met in regular 2 session October 10, 1985 at the hour of 9:00 A.M. in the Municipal Building in 3 said City. Ms. Maness presided with Mr. Brown and Ms. Silberstein in attendance. III4 The following business was had to-wit: 5 . 6 APPROVAL OF CORRECTED MINUTES OF OCTOBER 3, 1985 7 8 Ms. Silberstein moved to approve the minutes of October 3, 1985 with the following 9 correction, seconded by Mr. Brown and on unanimous voice vote the motion was carried. 10 11 Page 1, lines 62 and 63 - Corrected to read "Ms. Siilberstein stated that 12 the street would present a problem with the constant heavy parking and traffic, 13 which did not appear to be the case." 14 15 APPROVAL OF CLAIMS FOR PAYMENT 16 17 Mr. Brown moved to approve claims in the amount of 330,652.79 for payment, seconded 18 by Ms. Silberstein and on unanimous voice vote the motion was carried. 19 20 TABLED ITEMS 21 . 22 Vacation of South 4th Street 23 24 Mr. Barden asked the Board to leave this item tabled for two (2) more weeks to 25 continue working out the details. 26 27 DEPARTMENT REQUESTS AND COMMENTS III 28 29 Public Works Department - Rose View Transit 30 31 Approval to Provide Charter Service - Kemper/Division of Tappan 32 33 Ms. Janet Sams, Manager of Rose View Transit, requested permission from the Board 34 to provide charter service for Kemper/ Division of Tappan to and from the Dayton 35 International Airport on October 30 and 31, 1985. Ms. Sams stated she has permission 36 from the Park Department to use a forty (40) passenger bus belonging to the Park 37 to provide this service and has checked with the City's insurance carrier and 38 expects an answer shortly regarding insurance coverage. Ms. Sams said that it 39 will cause no interference with regular routes by using the Park Department bus. 40 41 Ms. Silberstein inquired as to the $20.00 an hour rate for charter service and 42 if it was still a sufficient amount to charge. Ms. Sams informed the Board that 43 the $20.00 per hour rate was sufficient for in town charters, but that in the 44 future she would like to present a request to the Board to set a flat fee and 45 mileage for out of town charter service. 46 47 Ms. Silberstein moved to approve the request to provide charter service for Kemper/ 48 Division of Tappan to and from the Dayton International Airport on October 30 49 and 31, 1985 subject to insurance approval, seconded by Mr. Brown and on unanimous 50 voice vote the motion was carried. 51 52 Bus Benches 111 53 54 Ms. Sams asked the Board to authorize the removal of bus benches within the City 55 that are not authorized by the Franchise Agreement with the Indiana Football Hall 56 of Fame and have not filed any proof of insurance with the City. Ms. Sams said 57 the unauthorized benches have been showing up in public right of way and they 58 have been unable to determine the owner of the benches. • 59 60 In response to Ms. Silberstein, Mr. Barden stated that the contract with the Hall 61 of. Fame for bus benches is not an exclusive contract, but the owner of the other 62 benches have not received permission to place them on City right-of-way and have 63 not filed any proof of insurance with the City. 64 65 Ms. Silberstein moved to authorize the immediate removal of all bus benches that • Board of Works Minutes Cont'd October 10, 1985 Page 2 1 have not secured approval by the City pursuant to the conditions in the current 2 franchise .by the City for bus benches, seconded by Mr. Brown and on unanimous 3 voice vote the motion was carried. 4 5 Weights and Measures 6 7 Report for August and September 8 9 Mr. Brown moved to accept and file the August and September monthly report, seconded 10 by Ms. Silberstein and on unanimous voice vote the motion was carried. 11 12 Planning Department - Building Division 13 14 September Monthly Report 15 16 Mr. Dennis Bronston presented the September monthly report of the Building Division 17 of the Planning DepaLUuent. The report showed a total of 252 inspections made 18 in September and four (4) buildings demolished. 19 20 Mr. Brown moved to accept and file the September monthly report of the Building 21 Divison of the Planning Depailinent, seconded by Ms. Silberstein and on unanimous 22 voice vote the motion was carried. 23 24 Purchasing Department 25 26 Bid Award for Resurfacing of North F Street 27 28 Purchasing Director, Rita Stout, informed the Board that she and Mr. Willis had 29 reviewed the bids received for the resurfacing of North F Street from North 8th 30 to Bridge Avenue. Ms. Stout recommended the bid be awarded to Stone Valley Paving 31 at 15,322.00, the lowest bid received. 32 33 Ms. Silberstein moved to award the bid for the resurfacing of North F Street from 34 North 8th to Bridge Avenue to Stone Valley Paving at a bid price of 15,322.00, 35 seconded by Mr. Brown and on unanimous voice vote the motion was carried. 36 37 Ms. Stout announced the resurfacing would begin on October 22, 1985. 38 39 Contract with GTE for Telephone Equipment 40 41 Ms. Stout read the following letter to the Board: 42 43 In reference to the above, I am requesting the Board of Public Works to 44 sign the lease contract with GTE. This contract is for a new electronic 45 telephone system for all depaiLinents and wuld include available hookup for 46 911. 47 48 The enclosed sheet will show our current system cost at $4,029.34 per month 49 and our new system cost at $4,026.17 per month. This shows the new system 50 at a monthly reduction of $3.17. 51 52 The City has been renting the current equipment since 1968 without a buy 53 out. The new system would be leased for seven years with a $1.00 (one doller) 54 buy out at the end of that time. 55 56 Recent changes in Indiana public purchasing laws increasing the lease/purchase 57 ceiling to $25,000. eliminates the need for bidding. 58 59 Ms. Stout explained that the only portion of the contract with General Telephone 60 that would fall under the bidding procedures would be the equipent cost and that 61 would be 18,504.60 per year and would be under the 25,000.00 bid requirement. 62 63 Ms. Stout informed the Board that the contract for service is exempt from the 64 bidding process. 65 35 Board of Works Minutes Cont'd October 10, 1985 Page 3 1 Ms.. Maness stated'that General Telephone had completed a needs study for the City 2 and a committee had been established to work on updating the communications system 3 for the City. Ms. Maness stated there would be one (1) lease agreement covering III 4 all depailtuents of the City except Sanitary District. . 5 6 Ms. Silberstein questioned the monthly charge of 2,484.00 totally over the 25,000.00 7 amount alloted for bid exemption and Ms. Stout explained that the service was 8 included in the total monthly charge along with equipment, but only equipment 9 was subject to bidding procedures. 10 11 Ms. Maness stated the new system will also allow for a better tracking system 12 for toll charges made by the different departments. 13 14 Ms. Silberstein suggested that two (2) agreements be made for equipment_ and service 15 or spell out the separate terms of the equipment and service in the agreement. 16 l7 Ms. Stout explained that the contract with General Telephone would only include 18 the equipment rental and the service charges would be a part of the regular billing. 19 . 20 Ms. Silberstein moved to approve and execute the agreement between General Telephone 21 and the City of Richmond for telephone equipment at a -monthly charge of 1,542.05 22 per the terms stated, seconded by Mr. Brown and on unanimous voice vote the motion 23 was carried. 24 . 25 Tentative Bid Award for Rose View Transit Buses 26 27 Ms. Stout presented the Board the following memo: 28 III29 ' In reference to the above, the Purchasing Director and the Rose View Transit 30 Manager are requesting a tentative bid award for the five (5) new transit 31 vehicles for Rose View Transit. 32 . 33 We would like the tentative bid to be awarded to Merchanthouse Transportation• 34 Sales in the amount of $35,909.00 each for a total of $179,545.00. Wheeled 35 Coach was the other bidder at a bid of $34,500. each for a total of $172,500.00. 36 • 37 As you can see, Wheeled Coach was the lesser of the bids, however, we do 38 not feel they meet our specifications. Would this be fair and equal treatment 39 to Merchanthouse Transportation Sales, who did meet the Specifications? 40 • 41 Because 84% of funding for this project is issued through Indiana Department 42 of Transportation (IDOT) , this must all be approved through their office. 43 I am sending IDOT all information they are requesting to justify this decision. 44 After they review this information and get back with me, I will advise the 45 Board of Public Works. 46 47 Ms. Stout stated that Wheeled Coach did not meet the specifications and they did 48 not request exceptions to the specifications in writing to be sent out as an addendum 49 in order that the other bidders would know of any approved exceptions. 50 51 Ms. Stout explained that she will need to alert Wheeled Coach and will have to 52 do some research on cost analysis. Whccled Coach can protest the procedures with III53 the City, IDOT and UMPTA. 54 55 Ms. Stout said that if IDOT will not approve the bid award, they will probably 56 mandate both bids to be thrown out and specifications to be rewritten and the 57 bid procedures to be followed again. 58 59 Ms. Silberstein moved to award the bid for five (5) new transit vehicles to 60 Merchanthouse Transportation Sales at 35,090.00 per unit for a total price of 61 179,545.00 subject to final approval by Indiana DepaiLtuent of Transportation, 62 seconded by Mr. Brown and on unanimous voice vote the motion was carried. 63 64 PUBLIC REQUESTS AND CAPS 65 Board of Works Minutes Cont'd October 10, 1985 Page 4 1 Handicapped Parking Designation - 1352 Hunt Street 2 3 The request of James Baker of 1352 Hunt Street for a residential handicapped parking 4 designation was presented to the Board. Mr. Baker has Handicapped Parking Permit 5 No. 22559. 6 7 Traffic Captain Fanner informed the Board that there was no other parking available 8 and it met the requirements for residential handicapped parking designations. 9 10 Ms. Silberstein moved to approve the request of James Baker for a residential 11 handicapped parking designation at 1352 Hunt Street, seconded by Mr. Brown and 12 on unanimous voice vote the motion was carried. 13 14 Jaycees Grand Prix 15 16 Ms. Maness asked if a decision had been made on the request by the Richmond Jaycees 17 on the Grand Prix track. Captain Fanner stated that he had not been contacted 18 by the Jaycees and the matter was still unresolved. 19 20 ADJOURNMENT 21 22 There being no further business, on a motion duly made, seconded and passed the 23 meeting was adjourned. 24 25 26 Cathy A. Maness, President 27 28 29 30 ATTEST: 31 Mary Merchanthouse, City Clerk 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54111 55 56 57 58 59 60 61 62 63 64 65