HomeMy Public PortalAboutMinutes_CCWorkMeeting_10202015et
CITY COUNCIL WORK MEETING
OCTOBER 20, 2015 — 5:30 P.M.
IONA COMMUNITY CENTER
PRESENT: Mayor Brad Andersen, Council Member Rob Geray, Council Member Dan Gubler,
Council Member Kathy McNamara, Public Works Director Zech Prouse, Building Inspector
Allen Eldridge, Police Chief Matt Lurker, City Clerk Shara Roberts, Dan Garren
ABSENT: Treasurer Amy Sullivan
VISITORS: Paul Scoresby, Michael Gregory, Jim Mullen, Riley Bradshaw, and Marvin
Fielding
Mayor Andersen opened meeting at 5:30 p.m.
Water Tank Request for Proposal Presentations:
Schiess & Associates: Paul Scoresby representing Schiess & Associates, and Michael Gregory
with Teton Structural Engineers came to present their proposal for the Water Tank Request for
Proposal (RFP). Mr. Scoresby explained their team consists of Schiess & Associates, Teton
Structural Engineers, and DN Tanks.
They are proposing the City do another dry tank inspection since the last one was done 6 years
ago. Mr. Scoresby explained DN Tanks would come out of California to do the initial inspection,
any structural issues would be handled by Mr. Gregory, and Mr. Scoresby would serve as the
team leader. Together they would provide a shopping list for repairing the water tank based on
reasonable decisions and what would be a cost benefit to the City.
Schiess & Associates explained that in their proposal they do not believe it would be a cost
benefit to the City to do a full structural analysis of the water tank. A full structural analysis is
not cheap and requires a professional who understands storage tanks. In addition, the record
drawings are hard to read and are faded which could alter a true analysis.
Mr. Scoresby inquired if everybody had an opportunity to review the proposal and opened for
questions.
Mayor Andersen inquired if the City was to select Schiess & Associates as the successful
candidate for this project, if when DN Tanks did the initial inspection that would include any sort
of structural analysis. He recalls in the previous inspection a structural analysis was part of that
inspection.
Mr. Scoresby explained what was done 6 years ago by definition is an inspection not a structural
analysis. A structural analysis includes many more calculations and requires a great deal of work.
Mr. Gregory explained a lot of the cost is determining the amount of concrete that has eroded. A
structural analysis consists of using a rebar locator to identify data points every few feet, and a
stress analysis to make sure there is enough concrete coverage and strength of rebar. Mr.
1
Gregory indicated that is why they are so expensive. Mayor Andersen asked for a range of what
a full structural analysis typically costs. Representatives quoted $10,000 - $20,000. Mr. Gregory
explained that it may be more prudent after the inspection is completed to take the identified
stress areas and do a structural analysis on those areas only, and recommendations can be made
from there.
Mr. Scoresby explained one of the contributions as civil engineers they bring to the table is they
understand the American Water Works Association (AWWA) requirements. The water tank is
out of compliance in a lot of ways. However, the Department of Environmental Quality (DEQ)
has grandfathered in the water tank, and technically you don't have to do anything to bring it up
to AWWA standards. Due to the age of the tank, some of those new requirements may not be in
the City's best interest to do. Mr. Scoresby explained the last inspection indicated the tank was
actually in pretty good shape, and they wouldn't recommend doing anything that wasn't
necessary.
In closing, Mr. Scoresby expressed why they should be selected as the successful candidate for
this particular project. Mr. Scoresby explained they bring to the table a fresh perspective, new
eyes, and a new approach plus they have 51 years of combined experience. Respectively, Mr.
Scoresby also requested the City waive the requirement of $5 million of liability insurance as the
RFP allows them to do so.
Keller Associates:
Representatives from Keller Associates provided copies of the last tank inspection and made
introductions. Jim Mullen is the Vice President of Keller Associates, Marvin Fielding is the
Project Manager, and Riley Bradshaw is a new engineer in the company.
Mr. Mullen explained that Keller Associates is known for being very innovative in finding
unique funding sources for city projects and helping communities being able to finance the costly
expenses that come with updating structures.
Mr. Bradshaw referenced page 5 of the proposal that outlined the team they put together based
on the City's best interests. He explained that at the head of the team is the City as they are
ultimately the decision makers and Keller Associates' role is help guide them in their envisioned
direction from start to finish. For this particular project, Jim Mullen will be serving as the
Principal in Charge for this project, which means he essentially ensures the project goes
smoothly. Marvin Fielding serves as the Project Manager, his role is to make sure the City's
needs are met, and they are excited about the rehabilitation alternatives recommended by their
company. Mr. Bradshaw's role is to manage the documentation, such as getting things out to bid
retaining bid documents, and contract drawings. In addition, they will be pulling 3 other licensed
engineers from their Pocatello and Meridian offices to assist with this project to ensure it stays
on schedule. Those individuals are Skyler Allen, Matthew Hill and David Kisner. Mr. Kisner is
their Chief Engineer and conducted the previous tank inspection in 2009. Mr. Bradshaw
explained that on the other half of the diagram is DN Tanks who are nationally recognized as
experts in concrete water tanks.
2
Mr. Fielding referenced page 2 of the proposal that outlines the company's tank experience. Mr.
Fielding explained they have done more tanks in the last 10 years in Southeast Idaho than all of
the other companies combined. They also have a close working relationship with DN Tanks. Mr.
Fielding explained 6 years ago when they did the last inspection they found that the concrete was
sound, but the cold joints were leaking.
To begin the evaluation, Keller Associates would do a seepage test and work alongside Public
Works Director Zech Prouse to isolate the tank and install a device that logs water leakage every
ten seconds for a period of 24 hours. Once the loss is documented and identified, they would be
able to make justifiable repair recommendations to move forward. After the seepage test is
completed, they would coordinate with Mr. Prouse to drain the tank and isolate the system to
schedule DN Tanks to do the in -tank inspection. In combination with the inspection from 6
years ago they will be able to identify what has changed, and have a cost estimate ready to
present at the November council meeting.
In conclusion, Mr. Fielding expressed they have the resources and tank experience to commit to
this project and with David Kisner doing the last tank inspection they have the knowledge base,
which in the long term will save the City time and money. Mr. Fielding opened up the
presentation for questions at this time.
There were no questions, and Mayor Andersen explained that the Council would discuss
amongst themselves who the selected candidate for this project would be.
Discussion of City Emergency Response Plan — Member Geray inquired what has been done
with the City Emergency Response Plan since Chief Shannon Basaraba resigned. He expressed
concerns it hasn't been exercised and training provided.
Member Geray explained it is important to identify what the City's role is when it comes to
emergency preparedness, and how to coordinate that with other entities or organizations in the
community.
Mayor Andersen requested Chief Lurker review what Chief Basaraba had in place and provide a
briefing at November's meeting. Chief Lurker will contact Tom Lenderlink with the County and
identify what their plan is down to the City's level.
Council discussed whether or not the emergency siren was functioning. Member Gubler
confirmed that the siren has been tested and does function. However, it should be tested every
quarter with proper training and education.
Bonneville County Law Enforcement Contract — Chief Lurker reported he talked with Kevin
Casper with Bonneville County today who informed him if the City wants to make adjustments
to the draft contract he provided they are welcome to do so. Chief Lurker explained the
calculations for law enforcement services will change based on the hiring of the second officer.
The new police schedule allows for an officer on duty every day, pulling 12 hour shifts, and
including evenings.
3
Chief Lurker explained that the animal control calculations will also change due to Bonneville
County assuming the exclusive role of those services, with the exception of the licensing. Iona
Police Department will still do pickups, but vicious situations will be handled by Bonneville
County as they have the specialized equipment.
Chief Lurker is recommending that dispatching services be removed from the contract since this
service is already being provided by the City of Idaho Falls.
The draft contract that the Chief provided at the last meeting was to give the Council some ideas
on changes that could be made to the County contract. Member Gubler expressed the biggest
hang up with the contract is communication, and deliverables from the County.
Chief Lurker explained that some of his suggested edits will help improve the communication,
and requires more deliverables from the County. It was decided that Chief Lurker will take the
additional deliverables and additional language and put that in the County's contract. Chief
Lurker suggested doing a fixed firm price to be reviewed every 4 years. Council determined they
would rather look at it every year.
Reports
Council & Employee Reports:
Public Works Director Zech Prouse — Director Prouse discussed the opportunity to purchase a
new backhoe. In 2010, when they purchased the last backhoe it cost $84,000 with a 5 year buy
back guarantee of $45,000. They came out to appraise the equipment and made an offer of
$60,000. The City would pay the difference of $46,000 for a new machine with full warranty
coverage and a 5 year buy back guarantee of $65,000. The City would actually make $15,000 on
this purchase. Director Prouse is requesting the Council discuss and either approve or disapprove
during the Council meeting.
Meeting adjourned 6:29 p.m.
COUNCIL APPROVED: November 17, 2015
Brad Andersen, Mayor
ATTEST:
Shara Roberts, City Clerk
4