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HomeMy WebLinkAboutBPW-12-27-77MINUTES OF BOARD OF PUBLIC WORKS December 27, 1977 The regular meeting of the Board of Public Works was called to order at 3:05 PM by Mayor Pickett, who presided. Fir. Hohl was present. Mr. Kern was not present. Mr. Hohl moved to approve the minutes of the last meetiD~s, Mayor Pickett seconded it and it passed unanimously. BID 0PEN~NNS: Mr. Hohl opened bids as follows: Copies of all bids attached to minutes. Chemicals: MIdwest Chlorine Corp-properly submitted. Chlorine & Sodium Fluoride Jones Chemicals, Inc.- Chlorine & Sodium Fluoride Ulrich Chemical, Inc. - properly submitted - Liquid Chlorine & Sodium Fluoride Allied Chemical - properly submitted - Liquid Aluminum Sulfate Mr. Hohl moved to refer the chemical bids to the Utilities Manager and the Board attempt to award a bid at a meetingFriday. Mayor Pickett seconded it and it passed unanimously. Salt: Street salt: Letters from Diamond Crystal Salt Co. and Cargill Co. stating they were unable to bid. Morton Salt Co. - 400 tons -.treated safe-T-salt unit price $21.14 - total amount $8,456.00. Mr. Hohl moved to accept the bid of Morton Salt Co, Mayor Pickett seconded it and it passed unanimously. Water Softening Salt: Cargill - 1,200 tons bulk, coarse grade, Louisiama rock salt - unit price $24.40 - total amount $29,280.00. Morton Salt Co. - letter stating they were unable to bid. Mr. Hohl moved to refer these to the Utilities Manager for a recommendation F~iday, Mayor Pickett seconded it and it passed unanimously. Street Material Bids~ Mr. Hohl opened street material bids from: Asphalt Surfacing Co. Hamilton County Asphalt, Inc. Indian~ Asphalt Paving Co, Inc. American Aggreg~tes Corp. E.& B Pa~i~, Inc. Copies attached to minutes. Mr. Hohl moved to accept the American Aggre~Ates bid for stone and gravel, Mayor Pickett seconded it and it passed unanimously. Mr Hohl then moved to accept the bid for cold mix patching asphalt from Asphalt Surfacing Co, Inc., the second lowest bidder inasmuch as the lowest bidder was farther away for pickup, Mayor Pickett seconded it and it passed unanimously. PROPOSED SEWER COIINECTION - CARMEL CARE CENTER: Mr. Greg Gsmmons, architect for proposed Carmel Ca~e Center, appeared before the Board to discuss sewer connection to the center. Mr. Hohl read letter from Clyde E. Williams stating they were assuming l~people per unit, or a total of 300 people, allowing for staff and visitors they could reasonably increase it to 315 people. Conversion of 315 people into EDU s arrives at 90 equivalent dwellingunits. Mr. C~mon stated what they were talking about initially was 50-75 units rather than 200. Mayor Pickett stated more information was needed on capacity available amd possibly the Board oould bring this up at the next regular meeting, the second Tuesday in January. Page 12/27/77 CHANGE ORDER-KENNETH SMOCK EXCAVATING CO: Mr. Hohl moved to approve change order #1 increasing Kenneth Smock Excavating, Inc. sidewalk construction contract $1,007.70, Mayor Pickett seconded it and it passed unanimously. LIQUIDATED DAMAGES H.K. CONSTRUCTION: This item was tabled due to letter needed from Clyde E. Williams not being available. RAILROAD CROSSINGS-MAIN STREET~ ~MAnT~ DI~IVEt ll6TH S~k~Z.Tl CARMEL DRIVE AN~ SM0~ ROW ROAD: Mr. Hohl stated we have some rough railroad crossings within the City and he would like to pursue requesting assistance from the federal government for repairs. He then moved that he have permission to spend a few hundred dollars for traffic counters from Clyde E. Williams to take traffic counts on the railroad crossings and to then pursue requestin~ the state for certain railroad crossing improvements, all subject to approval of the Board of Works, Mayor Pickett seconded it and it passed unanimously. APPROVAL OF CONTRACT FOR RE-CODIFICATION 0P CITY 0RDTNANCRM: Mayor Pickett stated in October it was discussed to re-codify the City ordinances~and two firms had been contacted and a recommendation that David Keyser be given the contract. Since that time, he has received a proposal on this from Phil Conklin. Mr. Conklin was present and stated his proposal was that he would review all ordinances, establish a codin~ reference system and index, report any inconsistencies and make suggestions for cha~es to the City Attorney, and to assist on any public hearings that would be necessary, to assist in compiling and adoption by the Council of any changes, to provide 12 copies of the final draft and to finish work within 70 dsys of procedure. Fee not to exceed $3,600. Clerk-Treasurer asked if he had done this sort of work before. Mr. Conklin stated he had not, but had done similar work. Mr. Hohl asked Mr. Conklin if he could point eut things which might be contrary to state laws. Mr. Conklin stated he would point out suspicious areas and refer them to the City Attorney. Mayor Pickett stated he would contact the Council members before Friday and would make a decision then. A bid from PB & S Chemical Co. was brought in at 4:20 PM. Board decided it did not meet deadline requirements to be considered. APPROVAL OF CLAIMS: Mm. Hohl moved to approve claims numberiD~ 5710 thru 5862 totali~ $186,766.62, Mayor Pickett seconded it and it passed unanimously. ~RESENTATION BY INTERNATIONAL SYST~S~ INC: This item was tabled. ENCUMBERED FUNDS: Mr. Hohl stated he would like to have the record show he was encumbering the following funds: $53,6~1.78. Mayor Pickett recessed the meeting at ~:2~ PM to be continued at 3PM, Friday, December 30th. Page 3 Mayor Pickett re-convened the meeting at 3 PM, December 30, 1977. AWARD OF CH~ICAL BIDS: Upon the recon~endation of Utilities Manager, Mr. Hohl moved to award the 150# Chlorine to Jones Chemicals because they were next to lowest bidder, who was Midwest. He has had difficulties with Midwest in that they have picked up full cylinders alo~with empties. Also, they delivered at least one ton cylinder that was 800 p~mds short of full. We have not had to be concerned with such problems with ~ones or Ulrich. He also moved to award Jones Chemical the bid for Fluoride because they were the lowest bidder for the year. Ulrich did have a lower price but was subject to a 30 day price change and bids were asked for the year. He also moved to award Ulrich the 2000~ cylinder chlorine business. They were low and have given good service. He also moved to award Allied Chemical the business for liquid aluminum sulfate, Mayor Pickett seconded it and it passed unanimously. AWARD OF WATER SOFTENER SALT BID: Upon the recommendation of Utilities Manager, Mr. Hohl moved to award the 1978 water softener salt bid to the only bidder, Cargill Co., Mayor Pickett seconded it and it passed unanimously. APPROVAL OF COIITRACT FOR CITY ORDINANCE RE-CODIFICATION SERVICE: Mayor Pickett stated estimates had been received from three firms for re-c6dification of city ordinances. David Keyser Co.-$~,900, Anderson Publishing Co.-$~,950 and Phil Conklin - $3,600.00. Clerk-Treasurer stated the estimate from David Keyser included 50copies and Mr. Conklin's was for 12. The price would be reduced $11 per copy if lesser Qopies were needed, therefore reducing the Keyser estimate $~18.00. It also included legal counsel. Mr. Conklin had indicated he would use the City Attorney, and also, Mr. Conklin had had the advantage of seeing the other estimates before submitting an amount. Mayor Pickett read part of the October 17, 1977 Council meeti~ minutes when the estimates of David Keyser and Anderson Publishing Co. had been discussed and Council had approved the expenditure of the amount of the David Keyser contract. Mayor Pickett stated he would like to state for the record that all contracts must be~signed by the Mayor and expenditures approved by the Board of Public Works. The Council can appropriate it but only the Board of Works can authorize spending it. Clerk-Treasurer stated she agreed with that but did not believe the Board could authorize expenditures from her budget without her approval and recommendation. Clerk-Treasurer stated the fact that the David Keyser Co. specilized in this type of work and the City has copies of recommendations from several nearby muncipalities which had contracted with him and had been very pleased as opposed to the fact that Mr. Conklin had not done this sort of work should be considered. Mayor Pickett stated Mr. Conklin had done similar work. Clerk-Treasurer stated he was not known to do this kind of work because she had checked with the Indiana Assocation of Cities and Towns to get names of 8ompanies who did this and was told there were no local firms who did it. She stated she understood some Council members thought we would receive better legal counsel from David Keyser Co. Mayor Pickett stated he was not familiar with that firm and he was not contacted before goi~ out and contacting the first two firms. He stated he would have been much more receptive to the Keyser firm had~ he been contacted prior to contactio~ someone. Clerk-Treasurer stated the Council had asked the Mayor to look into this in 1976. When nothing was done a year later, they asked her to look into it and the Mayor had an opportunity at that time to be aware of the situation. She atated she didn't like a presentation being presented at the last minute and would rather they wait and review it further then to accept somethi~ that ~he was not sure would give the City the finished product they were after. She stated the Clerk-Treasurer was the official responsible for preparing and keeping the ordinance book. She stated the Mayor had had the other estimates 2½months and wondered why the Mayor was just now bri~ing in this other estimate. Mayor Pickett stated he had been busy with other things. Clerk-Treasurer stated ~he would reco~end waiting and doing it properly rather than pushi~ something through a~ the last minute. Councilman Meacham, who was present, asked 4 12/30/77 the Clerk-Treasurer if she would approve the Conklin firm if she was satisfied that they offered the s~me service. She stated she would but she would have to talk with him and go over just exactly what we needed done and if he could prove he could offer it and give assurance to the Council members who have reservations about the legal counsel, then there would not be a problem. Councilman Meacham suggested the M~yor have Mr. Conklin contact the Clerk-Treasurer. M~yor Pickett stated he was not receptive to waiting and t~king it back to the Council and getting another special appropriation. CoumcilmanMeach~m stated he felt most Coancil members would be receptive to the Keyser firm. Clerk-Treasurer suggested accepting the contract subject to Council approval. M~yor Pickett stated he saw no paint in goi~ through all that again. Mr. Hohl moved to accept the David Keyser contract subject to number of copies being determined at time of rough draft submissions, Mayor Pickett seconded it and it passed unanimously. CLAIMS: Mr. Hohl moved to approve claims numbering #5863 thru #5972 totaling -~7,757.58, Mayor PiCkett seconded it and it passed unanimously. There being no further business, the meeting was adjourned at 3:55 PM. Approved: ~rt B./Pickett, ~yor ~