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Home My Public Portal About20141230 Public Safety PacketNOTICE OF MEETING AND TENTATIVE AGENDAi City of Jefferson Public Safety Committee Tuesday, December 30, 2014 7:30 a.m. Police Department Training Room TENTATIVE AGENDA 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3. OLD BUSINESS 4. NEW BUSINESS a. Vehicle bids (Chief Schroeder) b. Towing Contract (Chief Schroeder) c. Ride Share (Councilman Mihalevich) d. FY2013 “Technical Rescue” Grant – Timeline for Purchase of Equipment (Chief Schofield) e. Revision to Ordinance 11-3 Mayor’s Power During Emergency (City Counselor Hilpert) f. Medical Bio Hazard Drill (Emergency Management Coordinator Farr) 5. OTHER BUSINESS 6. ADJOURN NOTES i Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. 1 Public Safety Committee Meeting Call to Order The November 25, 2014, Public Safety Committee meeting convened at 7:35 a.m. by Councilman Mihalevich. Attendance Present: Committee Members: Councilman Rick Mihalevich, Councilman Ken Hussey, Councilman Carlos Graham, Councilman Larry Henry, and Councilman Jim Branch. Guests: City Administrator Steve Crowell, Fire Chief Matt Schofield, Police Chief Roger Schroeder, Fire Captain Steve Holtmeier. Chief Schofield gave notification of the loss of a retired member of the Jefferson City Fire Department, Steve Braun. A moment of silence was observed in his honor. Approval of Minutes Councilman Hussey made a motion to approve the minutes of the August 26, 2014, committee meetings. Councilman Branch seconded the motion. Minutes were approved. Discussion of Agenda Items OLD BUSINESS Status of Fire Museum Project Chief Schofield introduced Captain Steve Holtmeier to give an update on the fire museum project. Captain Holtmeier provided the committee with a handout outlining the history of the old Fire Station #2 and the proposed museum. Fire Captains Holtmeier and Tim Young make up the Museum Committee and began this project in mid-2013. The Board of Directors for the proposed museum consists of Sam Bushman, Nathan Nicholas, Jane Beetum, and Captains Holtmeier and Young. The renovation will be done in two phases: (1) renovation of the firehouse space to its original 1935 décor; and (2) renovating the space previously inhabited by the old Animal Shelter into an interactive part of the museum with video displays for fire prevention and education. Captain Holtmeier advised that they have been assisted by Parks and Recreation who removed trees, and the Street Department who repaved some areas. Members of the fire department have replaced roofing. The two largest projects are the rewiring of the building and replicating the doors of the original firehouse. Funding is the biggest hurdle. There is currently $13,000 in the museum account from donations and the sale of the Fire Department 100th Anniversary book authored by Captain Young. Chief Schofield advised that Memphis has a gold standard fire museum that can be viewed as a model. They have large numbers of school children who visit for educational tours. 2 NEW BUSINESS Application for Firefighter’s Assistance Grant Chief Schofield advised this is a Firefighter’s Assistance Grant offered by FEMA in the amount of $250,000.00. The City’s match portion of the grant, 10 percent of the amount awarded, will be paid from budget savings and/or re-appropriation from other fire department funds. Chief Schofield stated the grant money will be used to purchase core equipment such as fire hose, appliances, nozzles, and testing equipment. Chief Schofield is attempting to get the maximum points awarded in the grant process by requesting the money for this equipment. The application period for the grant opened on November 3rd and will conclude on December 5th. Chief Schofield requested the grant resolution be placed on the City Council agenda for December 2nd. Councilman Branch made a motion to move the Firefighter’s Assistance Grant Resolution onto the City Council. Councilman Hussey seconded the motion. Motion approved. OTHER BUSINESS Chief Schroeder advised the police department’s recent hiring process has concluded, and he is happy to report the department is almost fully staffed. He has hired two communications operators and is considering a third. Six police officers have been hired, and a seventh one will be transferred from the Communications Section this winter. Five of the seven are licensed in the State of Missouri and can begin their field training programs in mid-December. Two officers will attend the Law Enforcement Training Institute at the University of Missouri on January 5th. One vacancy will be held open until spring. Chief Schroeder stated he was very fortunate with the quality of applicants in this hiring process. In response to Councilman Graham’s question concerning pending retirements, Chief S chroeder advised he knows of only one person considering retirement in 2015. Chief Schroeder thanked the Council for their support. Adjourn Councilman Graham made a motion to adjourn. Councilman Henry seconded the motion. The meeting was adjourned at 7:55 a.m. The next meeting, scheduled for December 30, 2014, will be held in the Police Department training room. FINANCE DEPARTMENT PURCHASING DIVISION SUBJECT: Bid 2766 — Patrol Cars, Marked and Unmarked Police Department, Opened November 25, 2014 RECOMMENDATION: Staff recommends award to the lowest and best bid meeting specifications without the trade in allowances, Joe Machens Capital City Ford of Jefferson City, Missouri. The Department wishes to purchase five marked and four unmarked vehicles as bid. In addition the department wishes to replace one additional marked vehicle. The total cost of the request for ten vehicles is $2671448.00. BIDS RECEIVED: 5 marked & 4 unmarked Joe Machens Capital City Ford, Jefferson City, MO $2401298.00 Joe Machens Ford, Columbia, MO $249,523.00 Don Brown Chevrolet, St. Louis, MO no bid The bid was advertised in News Tribune, posted on the city web site, and sent to eleven additional vendors who did not return a bid. FISCAL NOTE: 10-300-572010 —Purchase of Vehicles 2014-2015 Budget $ 2401000.00 Insurance Funds $ 20,500.00 Total funds $ 2607500.00 Bid 2766 (10 vehicles) $ 267,448.00 Balance ($ 61948.00) The negative balance will be covered through a transfer of funds from account 10-300-517010, Operational Supplies. PAST PERFORMANCE: The City has awarded bids to this vendor in the past and the vendor has provided products as specified and bid. ATTACHMENTS -;SUPPORTING DOCUMENTATION Signature PTf Pur has(og Agent Oo ice ief JEFFERSON CITY POLICE DEPARTMENT ,.x To: Terry Stephenson, Purchasing Agent From: Roger Schroeder, Chief of Polic4Xd- Subject: Police Vehicles Recommendatio 2766 Date: December 11 O', 2014 The Jefferson City Police Department has reviewed bids received for the purchase of Patrol. Vehicles on Bid Number 2766 and recommends awarding a contract to Joe Machens Capital City Ford of Jefferson City. Vendor has provided the lowest "bid while meeting all specifications. Five (5) MARKED and four (4) UNMARKED vehicles will be purchased at a cost of $240,298.00 per bid 2766. JCPD will not accept a trade in credit of $2,000 for each of the nine (9) Ford Crown Victorias and will elect to sell these vehicles via a sealed bid. One additional marked vehicle will also be purchased to replace totaled patrol vehicle 115. Total cost of 10 vehicles is $267,448.00. Account number to be used is 10-300-57201.0, "Purchase of Vehicles" which has a budget of $240,000.00. Insurance funds in the amount of $20,500.00 will also be utilized to purchase the sixth (6) marked vehicle. A budget amendment will be provided to cover the reiiiaining $6,948.00. If there is anything further, please let me know. City of Jefferson, Missouri Tabulation of Bids Bid Number 2766 Subject: Patrol Cars - Marked & Unmarked Dept: Police Date: November 25, 2014 PAGE 1 Joe Machens Jefferson City MO Joe Machens Columbia MO Don Brown Chevrolet St. Louis MO ITEM Patrol vehicles as described MARKED Manufacturer Model QTY Unit Price Total Price 5 27150 $135,750.00 Ford Police Interceptor Utility AWD Unit Price Total Price Unit Price Total Price 28175 $140,875.00 NO BID NO BID Ford Police Interceptor Utility AWD Year 2015 2015 Patrol vehicles as described UNMARKED 4 $26,137.00 $104,548.00 $27,162.00 $108,648.00 Manufacturer Model Year Total cost 9 Vehicles NO TRADE IN OR $240,298.00 $249,523.00 Patrol vehicles as described MARKED 5 $279150.00 $1359750.00 $28,175.00 $140,875.00 Manufacturer Model Year Patrol vehicles as described UNMARKED 4 $26,137.00 $104,548.00 $27,162.00 $108,648.00 Manufacturer Model Year Total cost 9 New Patrol Vehicles $240,298.00 $249,523.00 City of Jefferson, Missouri Tabulation of Bids Bid Number 2766 Subject: Patrol Cars - Marked & Unmarked uept: Folice Date: November 25, 2014 PAGE 2 Joe Machens Joe Machens Jefferson City MO Columbia MO Don Brown Chevrolet St. Louis MO ITEM QTY Unit Price Total Price Unit Price Total Price Unit Price Total Price LESS TRADE IN VEHICLES (ALL FORD CROWN VICTORIA'S) Car 1 - 2010 - #114, Miles: 115,273 VIN 2FABP7BVOAX124669 1 -$2,000.00 NO BID NO BID -$2,000.00 Car 2 - 2010 - #116, Miles: 124,316 VIN 2FABP7BV9AX124668 1 -$2,000.00 -$2,000.00 Car 3 - 2010 - #221, Miles: 115,328 VIN 2FABPRBV3AX124665 1 -$2,000.00 -$2,000.00 Car 4 - 2010 - #224, Miles 113,409 VIN 2FABP7BVOAX124672 Car 5 - 2010 - #225, Miles 118,044 VIN 2FABP7BVXAX124663 1 1 -$21000.00 -$2,000.00 -$2,000.00 -$2,000.00 Car 6 - 2010 - #332, Miles: 124,374 1 -$2,000.00 -$2,000.00 VIN 2FABP7BV5AX124666 Car 7 - 2009 - #663, Miles: 108,291 1 -$2,000.00 -$2,000.00 VIN 2FAHP71 V89X129704 Car 8 - 2010 - #992, Miles: 98,478 1 -$2,000.00 -$2,000.00 VIN 2FABP7BV1AX124664 Car 9 - 2008 - #993, Miles: 107.989 1 -$2,000.00 -$2,000.00 VIN 2FAFP71 V28X163115 City of Jefferson, Missouri Tabulation of Bids Bid Number 2766 Subject: Patrol Cars - Marked & Unmarked Dept: Police Date: November 25, 2014 PAGE 3 Joe Machens Jefferson City MO Joe Machens Don Brown Chevrolet Columbia MO St. Louis MO ITEM QTY Unit Price Total Price Unit Price Total Price Unit Price Total Price Total Deduct Amount -$181000.00 -$18,000.00 NO BID NO BID Total Cost 9 Vehicles less trade-in $222,298.00 $231,523.00 The prices bid are firm fixed prces for March 2015 November 24, 2015 orders up to final order date of Delivery time from date of order 8-10 weeks 80-110 days-subj to fact. Delays Discount for prompt payment 0% - net 30 None Agree to cooperative procurement Cole Co Yes Yes Items manufactured in United States Yes Yes Represent a disadvantaged bs enterprise No No Represent a woman owned bs enterprise No No Descriptive literature included Yes Yes Warranty information included Yes Yes Fax or email bid tabulation mrogers(cbmachens.com ksells@machens.com FINANCE DEPARTMENT PURCHASING DIVISION SUBJECT: Proposal No. 2757 - Towing and Storage of Motor Vehicles Police Department, Opened November 25, 2014 RECOMMENDATION: Staff recommends award of the proposal to Tow Pro, LLC of Jefferson City, Missouri. There will be no charge for storage, towing or mileage under the agreement. In addition the vendor has offered to pay the City $7,601.00 per year. The proposal lists up to four additional one year renewal periods at the same costs and vendor offered discount each year should the City decide to renew the agreement. PROPOSALS RECEIVED: Storage Towing Mileage *Tow Pro, LLC, Holts Summit, MO No Charge No Charge No Charge *Broadway Wrecker, Jefferson City, MO No Charge No Charge No Charge Vendor Offered Discounts Tow Pro, LLC, Holts Summit, MO Will Pay to the City $7,601.00/yr on Jan. 15 Broadway Wrecker, Jefferson City, MO- Will Pay to the City $2.00/day or $730.00/yr *Pricing is the same for years one through five. FISCAL NOTE: Vendor will issue a check to the city in the amount of $7,601.00 at the end of each contract year on January 15th. PAST PERFORMANCE: Staff believes that the vendor has the ability and will provide the services as specified. ATTACHMENTS - SUPPORTING DOCUMENTATION Signatur jak-� 0+rc, • k1•-nt Jefferson City Police Department 1(11�ii'u .irr Memorandum TO: Chief Roger Schroeder FROM: Captain Eric Wilde SUBJECT: City of Jefferson Towing Contract DATE: 12/18/2014 On 12-18-2014 a committee of 5 individuals reviewed all information submitted in response to Proposal No. P2757 — Towing and Storage of Motor Vehicles. Two responses were received. The proposal received from Tow Pro LLC has been determined to be the lowest and best proposal from a responsible offerer. Tow Pro LLC agrees to tow all vehicles owned by the city from any location within the city a 25 -air mile radius of the City limits to the City Maintenance Facility or to such other garage or repair shop as may be designated by the City at no cost, and provide all necessary equipment and personnel to fulfill the requirements of the contract. They also agree to a response time within twenty (20) minutes after receipt of call for tows within the city limits, and forty (40) minutes for vehicles outside of the city limits but within a 25 -air mile radius. Tow Pro LLC meets all of the storage requirements for the storage of impounded vehicles and vehicles being held as evidence, and the regulatory and insurance requirements as described in the contract. In addition, Tow Pro LLC agrees to pay the City of Jefferson $7601.00 per year on January 15th if awarded the City towing contract. It is my recommendation to you that Tow Pro LLC be awarded the City of Jefferson towing contract. JCPD Form 206-3 Intra -Office Memorandum City of Jefferson Jefferson City, Missouri EVALUATION REPORT Consolidated Formula for Determining Cost Points: High Proposal Proposal = x points assigned to cost = cost points I hereby attest that the points awarded to each offeror listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the proposal. As indicated by the highest total score, my selection of the offer which offers the highest and best proposal to the City of Jefferson is: Signature Tow Pro LLC, Holts Summit, MO Date Division Title Phone Dept o 0 o RFP:2757 Subject: Towing and Storage of Motor a ° E V Vehicles o 0 Received: 11-25-14 ¢ o o Dept: Police as ti 0 a Criteria Ability, capacity and skill of the 20 20 17 contractor to perform services required Quality of performance of previous 15 15 11 contracts or services with the city, other governmental bodies or private sector Capability to tow all sizes of vehicles 15 15 15 Price 50 50 5 No charges/return No charges/return to City $7,601.00/yr to City $730.00/yr Total Points 100 100 48 Formula for Determining Cost Points: High Proposal Proposal = x points assigned to cost = cost points I hereby attest that the points awarded to each offeror listed above were scored in accordance with the established evaluation criteria and represent my best judgment of the proposal. As indicated by the highest total score, my selection of the offer which offers the highest and best proposal to the City of Jefferson is: Signature Tow Pro LLC, Holts Summit, MO Date Division Title Phone Dept City of Jefferson, Missouri Tabulation of Bids Prooposal Number 2757 Subject: Towing Services Date: November 25, 2014 Department: Police PAGE 1 Tow Pro Holts Summit MO Broadway Wrecker Jefferson City MO ITEM Unit Price Total Price Unit Price Total Price FIRM FIXED PRICE - INITIAL CONTRACT (YR. 1) Do you charge for storage of abandoned or derelict vehicles No No Daily Storage Fee (each unit inside) $0.00 $0.00 Daily Storage Fee (each unit outside) $0.00 $0.00 Towing cost city owned vehicles in excess of 24,000 pounds when in excess of two miles From the corporate city limits Hourly Rate $0.00 $0.00 Mileage Rate $0.00 $0.00 Are there any limitations to your firm's ability to tow any vehicles based on gross weight No No If yes, list FIRM FIXED PRICE- FIRST RENEWAL (YR 2) Do you charge for storage of abandoned or derelict vehicles No No Daily Storage Fee (each unit inside) $0.00 $0.00 Daily Storage Fee (each unit outside) $0.00 $0.00 Towing cost city owned vehicles in excess of 24,000 pounds when in excess of two miles from the corporate city limits Hourly Rate $0.00 $0.00 Mileage Rate $0.00 $0.00 Are there any limitations to your firm's ability to tow any vehicles based on gross weight No No If yes, list City of Jefferson, Missouri Tabulation of Bids Prooposal Number 2757 Subject: Towing Services uate: November 25, 2014 Department: Police PAGE 2 Tow Pro Holts Summit MO Broadway Wrecker Jefferson City MO ITEM Unit Price Total Price Unit Price Total Price FIRM FIXED PRICE - INITIAL CONTRACT (YR. 3) Do you charge for storage of abandoned or derelict vehicles No No Daily Storage Fee (each unit inside) $0.00 $0.00 Daily Storage Fee (each unit outside) $0.00 $0.00 Towing cost city owned vehicles in excess of 24,000 pounds when in excess of two miles from the corporate city limits Hourly Rate $0.00 $0.00 Mileage Rate $0.00 $0.00 Are there any limitations to your firm's ability Ito tow any vehicles based on gross weight No No If yes, list FIRM FIXED PRICE- FIRST RENEWAL (YR 4) Do you charge for storage of abandoned or derelict vehicles No No Daily Storage Fee (each unit inside) $0.00 $0.00 Daily Storage Fee (each unit outside) $0.00 $0.00 Towing cost city owned vehicles in excess of L_.L241(000 pounds when in excess of two miles from the corporate city limits Hourly Rate $0.00 $0.00 Mileage Rate $0.00 $0.00 Are there any limitations to your firm's ability Ito tow any vehicles based on gross weight No No If yes, list City of Jefferson, Missouri Tabulation of Bids Prooposal Number 2757 Subject: Towing Services -- — . M� - �a I M0�1 LWl Department: Police PAGE 3 ITEM FIRM FIXED PRICE - INITIAL CONTRACT (YR. 5) Do you charge for storage of abandoned or i ow Firo Holts Summit MO Unit Price Total Price Broadway Wrecker Jefferson Cit MO Y Unit Price Total Price derelict vehicles Daily Storage Fee (each unit inside) Daily Storage Fee (each unit outside) No $0.00 $0.00 No $0.00 $0.00 Towing cost city owned vehicles in excess of 24,000 pounds when in excess of two miles from the corporate city limits Hourly Rate Mileage Rate $0.00 $0.00 $0.00 $0.00 Are there any limitations to your firm's ability to tow any vehicles based on gross weight If yes, list No No NOTE: In addition, Tow Pro LLC agrees to pa the City of Jefferson the sum of $7,601.00 per year on January 15th of $2.00/daYpaid by contractor to the City of Jefferson - $730.00 total per year. Discount for prompt payment on invoices each year. none none Offer is firm for Do you represent a disadvantaged business 30 days No 30 days No Do you agree to cooperative procurement Cole County Yes Yes BILL NO. [Bill SPONSORED BY COUNCILMAN ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR TO ISSUE A HAZARDOUS TRAVEL ADVISORY. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. Chapter 11 (EMERGENCY PREPAREDNESS AND EMERGENCIES) Section 3 (Mayors Power During Emergency) (Hazardous Travel Advisory) is amended as follows: Sec. 11-3 Mayor's Power During Emergency. A. Notwithstanding any provision of this Code to the contrary, when the Mayor determines in the Mayor's sole discretion that a state of public emergency exists within the City, the Mayor may by proclamation declare a state of emergency, govern the City by proclamation, and exercise all emergency powers, including but not limited to all of the following: 1. The power to direct emergency response activities by City departments including but not limited to the police and fire departments, and by such emergency services personnel as the Mayor may designate or appoint. 2. The power to execute contracts for the emergency construction or repair of public improvements, when the delay of advertising and public bidding might cause serious loss or injury to the City. 3. The power to purchase or lease goods and services that the Mayor deems necessary to the City's emergency response or for the repair of City facilities, or both, and to acquire and distribute, with or without compensation, of supplies, materials, and facilities. 4. The power to lease or lend real property, or structures, or both, that the Mayor deems necessary for the continued operation of City government. 5. The power to promulgate rules and orders to implement and clarify the mayoral proclamation exercising emergency power. 6. The power to delegate any or all of these duties and to provide for subdelegation. 7. The mayor shall be authorized to appoint any commissioned law enforcement officer in this state as a temporarily commissioned officer of this City. 8. The power to transfer, appropriate, or lend between funds as may be necessary in the circumstances. B. The Mayor is authorized to issue a "Hazardous Travel Advisory" which shall prohibit all travel on streets within the city Limits of the City of Jefferson except in accordance with the exceptions provided herein. Such prohibition may be limited to a defined geographical area if the affected area is less than the entire city. 1. Such prohibition shall be issued only after consultation with the City Administrator, Police Chief and Director of Public Works and upon the following findings: Z. a. Severe weather events (other natural or manmade disasters) are occurring or has occurred inside the city limits; and b. Such events have caused the streets to be in a condition where ordinary care while driving is not enough to prevent the occurrence of an accident; and C. Vehicles on the road will interfere with emergency operations of the City. 3. No person in the City of Jefferson shall drive on any public street or road within the City after issuance of the "Hazardous Travel Advisory" until the same has been lifted. 4. The Mayor shall inform the public of the issuance, or retraction, of the order by submitting the order to the media for publication or broadcast. 5. This prohibition shall not apply to: a. Law Enforcement agencies, b. Fire suppression agencies, C. City Public Works, County Public Works Departments, MoDOT, or d. Any person who is facing exigent circumstances in which a reasonable person would infer that driving is an absolute necessity. C. In the event the Mayor is unavailable, the president pro tem of the city council shall have the authorities listed in this section, followed by the City Administrator, and then followed by the most senior ranked member of the city council. Section 2. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: Approved: Presiding officer ATTEST Mayor APPROVED AS TO FORM: City Clerk City Counselor