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HomeMy WebLinkAbout10-11-2005 Clerical CommitteeCLERICAL COMMITTEE October 11, 2005 @ 6:30 p.m. Historic Depot 50 North 4"' Avenue Mayor Heinze opened the meeting at 6:30 p.m. nen present: Aldermen Les Cazl, Kevin Meade, Craig West, Larry Sazff. Aldermen in attendance: Aldermen Jim Hartford, Joe Berazdi, Rick Reed, Eric thers present: Mayor Rodney W. Heinze, City Clerk Nancy Whites, Economic ~velopment Director Mark Rothert, Public Works Director Clif O'Brien, Police Chief ~nald Edwazds, Fire Chief John Stanko, Wastewater Treatment Supt Joe Carruthers, 'ater Treatment Supt. Greg Pollitt, System Maintenance Supt. Bill Terry, Maurer Stutz c. Keith Plavec, Zoning Officer Clark Wilson, Joe Ginger -Video Service, Daily ;dger John Froehling, WBYS Mazk Bixler, Journal Staz Brenda Bowen. Finance Committee Alderman Les Carl, Chairman Bills. Motion and second by Aldermen West/Sari the bills be sent to the council meeting for consideration except Ameren CIPS. Discussion. Alderman Berazdi asked for break downs of Bell, Boyd & Lloyd's bills and Vandewalle & Associates by next council .meeting. Mark Rothert said he would make them available to each of the Aldermen. Alderman Berardi questioned why Ameren CIPS is not fixing street lights when calls have been made several times? Alderman Cazl voiced the same concerns. Voice vote, motion carried unanimously. Treasurer's Report. Motion and second by Aldermen Sazff/West, to refer the report to council. Discussion. Alderman Cazl said that Kathy would be available to answer any questions at the council meeting. Voice vote, motion carried unanimously. Bids for former City Building 210 E. Chestnut Street. Alderman Carl ask if there were bids received? City Clerk Nancy Whites reported she had not received any. bids. Alderman Meade wanted to pursue the four individuals who had interest before be given the opportunity to again submit their offer and we make contact with them if approval by City Attorney Jim Elson. Alderman Carl mentioned that if that is not legal, then to have an auction with those 4 bidders. Motion and second by Alderman Sazff/West, to have an auction to sell the former city building at 210 East Chestnut Street, and refer to council. Voice vote, motion carried unanimously. Bids for the Water Treatment Plant Sludge Removal and Disposal. The following is the meeting of the Bid opening. Bids were to be opened on October 10, 2005 at 10:00 a.m. in the Directors Room at City Hall. Three bids had been received before 10:00 a.m. The meeting place was the Directors room at City Hall. Those present in that room at 10:00 a.m. was Public Works Director Cliff O'Brien, Wastewater Supt Joe Carruthers, Clerical Committee October 11, 2005 Water Supt. Greg Pollitt, Sam Ruey for Leander Construction Company, and a representative of J & B Applications Inc., and City Clerk Nancy Whites. At 10:04 a.m. a representative of Enviromark had entered the meeting room and spoke to Joe Carruthers. He then made a comment to Joe and proceeded to finish putting some papers together. When completed he asked Joe who gets the bid and Joe replied the City Clerk! Upon that the Enviromark representative slid the bid packet down the table to the City Clerk. The bid from Enviromark was not added to the pile of the other bidders by the City Clerk. The opening of the bids had not taken place as Maurer Stutz Inc. representative Keith Plavec had not arrived at the meeting. The three bids received before the bid opening were ready to be open at 10:12 a.m. upon the arrival of Keith Plavec. After the three bids were read the City Clerk mentioned that Enviromark had submitted their bid after the 10:00 a.m. deadline. No one in the room commented on the statement made by the City Clerk, so she then opened and read the bid. The following are the names of those bidding and their cost that was read at that meeting October 10, 2005: Wastewater Treatment Plant Sludge Removal idder Estimated uantit Unit Price Estimated Cost Ton errell Brothers 7750 174.68 1 353 770. & B Waste A lications - - - eander Const. Co. - 234 000 1 813 500.00 nviromark 31.58 244 745 772 904.71 Water Treatment Plant Sludge Removal idder Estimated uantit Unit Price Estimated Cost D Ton errell Brothers 935 84.47 78 979.45 & B Waste A licatio 935 88.77 82 999.95 Bander Construction -0- -0- 164 000.00 nviromark 111.20 13 972 156 486.40 Keith Plavec mentioned that the apparent award of bids was Enviromark for the Wastewater Treatment Plant and Merrell Brothers for the Water Treatment Plant. That is the history of the bids received October 10, 2005. Keith Plavec reported at the Clerical Committee meeting that Clif O'Brien, Joe Carruthers, Greg Pollitt and Keith Plavec reviewed the bids and Keith gave the following report. Merrell Brothers bid will be disregarded because they provided a bid price 2 Clerical Committee October 11, 2005 contingent upon meeting an alternative application schedule. J & B Waste Applications provided three different prices to complete components of the overall sludge project and will be disregarded. Both Merrell Brothers and J & B Waste Applications bids did not meet the requirements of Section 0010 -Instructions to Bidders of the Contract Documents. Section 00100, Part 1, 1.01 states that the term "Successful Bidder" means the lowest, qualified, responsive and responsible bidder to whom the OWNER makes an award. Both Bidders responded with Bids, but were not responsible in our opinion. Enviromazk did not deliver their bid until after 10:00 a.m. and is being disregazded per Section 00020- Invitation to Bid of the Contract Documents. Section 00020, Part 1, 1.03 A. states that sealed bids will be received by the City Clerk until 10:00 a.m. on Monday, October 10, 2005. The other contractor, Leander Construction Inc., Bid Price is significantly above the budgeted amount of $700,000. Therefore, we recommend the City not award this project at this time and re-bid the project with an extended application period to the end of next year. Keith also mentioned that we need to get some of the sludge work done on the digester. Motion and second by Aldermen Sazff/West, to allow preliminary work be done by bidders to move the project along, and refer to council for their consideration. The motion carried by voice vote. Motion and second by Aldermen Sazff/West, to reject the bids for the Wastewater Treatment Plant, and to bid in the spring of 2006 referred to council for consideration. The motion carried by voice vote. Garbage Truck -Depreciation Account. Alderman Cazl mentioned that the funds have never been added to the Depreciation Account. City Treasurer Kathy Luker has talked with the city's auditor of how to handle the past funds. Motion and second by Aldermen CazUSazff, to allow the city treasurer to deposit the funds in the Depreciation Account from the Gazbage collection fund of the Water Bills. The motion carried by voice vote. The Finance Committee adjourned at 6:58 p.m. Legal & Ordinance Committee Alderman Kevin Meade, Chairman Status of stolen computer in former mayor's office. Police Chief Donald Edwazds mentioned that the State Police have conducted their investigation. Don mentioned that they have not sent anything to them at this time, and he is not comfortable given out any information. Alderman Berardi wanted to know why the state's attorney office has the information? Mayor Heinze answered the question, this is still under investigation and the office of State's Attorney John Clark will get back with me when it is cleared. 3 Clerical Committee October 11, 2005 Status of Don Inmon case. Alderman Berazdi complained as to where is the case standing at this time? Mayor Heinze mentioned this is still in the court system West Locust Truck Status. Still in court, Mayor Heinze said. Title Search of right-of--ways for Water Transmission Line. Keith Plavec said he has received information on that issue just this afternoon. Keith mentioned they aze going well. Chance amount allowable for going out for bids from $10.000 to $20,000. Alderman Meade said the state has made changs that allows municipalities to go from $10,000 to $20,000 before going out for bids. Alderman Carl reported this is our benefit to save funds for the City. Motion and second by Aldermen Carl/West, to send to council for amendment of the ordinance to allow $20,000 before goes for bids. The motion carried by voice vote. Future rezoning of property -placing signs on the affected property. Zoning Officer Clark Wilson said he had ordered 50 of the signs. Alderman Cazl wanted to know if we could notify the neighbors of a short perimeter by letter of the affected property change? Alderman Carl mentioned that we would have to change the ordinance for the signage too. Aldermen Carl, Meade, & Sazff said they wanted to make a better attempt than we have before of notifying the neighbors. Motion and second by Aldermen Meade/West, to have the city attorney to draw up an ordinance for the signage change, and to review the options of notifying the neighbors. The motion carried by voice vote. Nelson Building on East Elm Street - declared a nuisance. Alderman Berardi said it was an eyesore for yeazs and we as a city need to take some kind of action against it. Cliff O'Brien, Bill Phillips from Phillips Architect and Clazk looked at it 6 years ago and seen some problems. Alderman Reed wanted to know if the building has caused any problems for the fire department? Fire Chief John Stanko said the building is closed, but has some significant problems. Motion and second by Aldermen Sazff/West, for Clark Wilson to consult with the city attorney and Architect Bill Phillips on the Nelson Building and report estimates of cost on the building at next week's council meeting. Discussion. Alderman Berardi ask Mark Rothert if any interest has been shown on this particulaz property? Mazk answered, has had some interest, but of course having both lots would be more attractive. The motion carried by voice vote. The Legal & Ordinance Committee adjourned at 7:16 p.m. Community & Industrial Development Committee Alderman Craig West, Chairman 4 v Clerical Committee October 11, 2005 Public Works comprehensive update on current process of Water/Sewer project. Alderman Berardi mentioned that at the Public Works,Water & Sewer committee meeting on October 25 Keith Plavec, Joe Carruthers, Clif O'Brien, Greg Pollitt will explain the water and sewer project. Update of Activities. Alderman West highlighted the following: The Traditional Committee met recently. They will meet again next week. Walgreens are clearing the lots on North Main and Vine Street for the new Walgreens Store. A lot on the corner of North Main and Birch Street has been cleazed for the construction of a Dairy Queen. Coming up will be apancake/sausage dinner at the Canton America Legion. The event is to support the Veterans organizations and the funds will be used to send Gaze packages to Iran and Iraq for Christmas. TRIPPS will be holding a "Beer Gazden License" for a fundraiser of Jeremy Grove who was burned in a fire at Hicksgas. The event will be held on Sunday, October 16. Public Works Director Clif O'Brien reported that street work will begin tomorrow and hope to be done in 6 days. The Community & Industrial Development Committee adjourned at 7:20 p.m. Negotiations, Grievance & Personnel Committee Alderman Larry Sarff, Chairman Nothing listed on the agenda and discussion was not held. The Negotiations, Grievance & Personnel Committee adjourned at 7:21 p.m. The Clerical Committee adjourned at 7:21 p.m. Recording Secretary, G~/y~ Nancy Whites, City Clerk 5