City Council

CITY OF GREENDALE Board of Works January 27, 2020 Mayor Weiss called the meeting to order. PRESENT: MAYOR ALAN WEISS VINCE KARSTETER TY BOWELL CITY ATTORNEY ANTHONY SMART CITY MANAGER STEVE LAMPERT CLERK TREASURER MARY JO LYNCH After the Pledge of Allegiance, Mayor Weiss asked for approval of the January 8, 2020 minutes. BOW Member Bowell made a motion to approve the minutes. With a second by BOW Member Karsteter, the motion passed by voice 2-0. BOW Member Karsteter motioned to approve a year-end invoice from London Witte for the water and sewer rate studies. With a second by BOW Member Bowell, the motion passed by voice 2-0. Mayor Weiss asked if there were any audience comments. There was none. Mayor Weiss asked the Board to make an appointment to the Planning Commission to serve the term of 1/1/20 – 12/31/21 (2-year term). BOW Member Karsteter made a motion to appoint Brett Hamilton to the Planning Commission. With a second by BOW Member Bowell, the motion passed by voice 2-0. UNFINISHED BUSINESS City Mgr. Lampert presented the following: 1) Valley Woods & Oberting Road Culverts Pipes: City Mgr. Lampert stated that he had been working on Whispering Woods. He commented that the ditch system is constant and always holding water. He stated that he has fixed ditches on Sycamore Woods and Foxwood Court and will work on Persimmon Woods this spring. 2) Ridge Avenue Community Crossings Matching Grant (CCMG): City Mgr. Lampert reported that he planned on getting this out on the street and open the bids at 2/12/2020 Council meeting. He stated that the project consists of the milling and paving of Ridge Avenue from just north of Cook Avenue to Belleview.  3) Industrial Sub: City Mgr. Lampert stated that the structural sub is in place. They have installed conduits. All of the equipment is in place. BOW Member Bowell asked if the concrete pad was fixed. City Mgr. Lampert replied that they talked to the geotechnical engineer and what they are going to do is dig out around the transformer pad and pour an additional pad around the exterior pad. He hopes to have the sub fired up in the spring. There was lengthy discussion. 4) Anchor Sub: City Mgr. Lampert commented that they are working with IMPA on the site design. There was discussion. 5) Nowlin Avenue Water Main Replacement: City Mgr. Lampert stated that he is working with Hrezo on the project. After discussion, Mayor Weiss made a suggestion to City Mgr. Lampert, that because he has so many projects going on, that he recommended that they move this project to 2021. City Mgr. Lampert stated that he could get everything ready and bid it out in 2021. The Board agreed that as busy as our City Manager is along with the Electric Dept, they could wait on this project. NEW BUSINESS The following bids were opened: 2020 Patch Bids O’Mara Contracting Bid: $ 12.00 / sq. ft. Allstar Paving Bid: $ 20.00 / sq. ft. Westside Paving Bid: $ 10.97 / sq. ft. Rohe Bid: $ 9.75 / sq. ft. *Form 96 & E-Verify in place City Mgr. Lampert recommended awarding the bid to Rohe for $9.75 / sq. ft. BOW Member Bowell made a motion to go with the City Manager’s recommendation and go with Rohe in the amount of $ 9.75/ sq. ft. With a second by BOW Member Karsteter, the motion passed by voice 2-0. 2020 Crack Seal Bids O’Mara Contracting Bid: $ 6,600 / Ton Rohe Bid: $ 6,400 / Ton *Form 96 & E-Verify in place City Mgr. Lampert recommended awarding the bid to Rohe for $6,400 / Ton. BOW  Member Karsteter made a motion to go with the City Manager’s recommendation and award the bid to Rohe for $ 6,400 / Ton. With a second by BOW Member Bowell, the motion passed by voice 2-0. 2020 Chemical Bids Brenntag No Bid Chemicals, Inc. Total Bid: $10,192.00 • Chlorine Cylinders $ 81.00 • 150 lb. Totes $ 54.00 • Per Gallon for the Pool $ 1.16 / gallon City Mgr. Lampert recommended awarding the bid to Chemicals, Inc. BOW Member Bowell made a motion to go with the City Manager’s recommendation and award the bid to Chemicals, Inc. With a second by BOW Member Karsteter, the motion passed by voice 2-0. With regard to the Contractor’s Bids (5 bidders: Howard Excavating, O’Mara Contracting, TT Maintenance, Bucher Trucking, The Gehring Group), City Mgr. Lampert stated that he’d prepare a spreadsheet for the Board and bring to next month’s meeting. 2020 Material Bids There were two bids received for the Materials: Watson Gravel • Fill Sand $ 8.80 / Ton • Crushed Gravel $ 14.70 / Ton • Washed Grave l $ 19.50 / Ton • Concrete Sand $ 10.60 / Ton • Top Soil $ 16.10 / Ton • Shredded Top Soil $ 19.10 / Ton Martin Marietta City Mgr Lampert specifically asked for freight included and Martin Marietta put in bid “freight not included”. BOW Member Karsteter made a motion that pursuant to the City Manager’s evaluation to use the most responsive responsible lowest priced bidder. With a second by BOW Member Bowell, the motion passed by voice 2-0.  2020 Electric Bucket Truck Bids (sent bids to three companies and received two calls from Cincinnati, only received 1 bid) as follows: TRex No Bid FYDA Freight Liner No Bid Altec $ 152,157.00 Form 96 included City Mgr Lampert stated that he budgeted to pay for the truck out of the Electric Account. There was discussion about an aluminum body truck. It is the City Manager’s recommendation to signify that there were two bids that were no bids and one valid bid. The Board asked City Mgr Lampert to ask Altec if they had a payment plan. BOW Member Bowell made a motion to award the bid to Altec for $152,157.00 with the payment being determined by the City Manager, Mayor and Clerk Treasurer/Finance later. With a second by BOW Member Karsteter, the motion passed by voice 2-0. 1) Electric Rate Study: City Mgr. Lampert reported that that the Mayor, City Atty, Clerk Treasurer, Chief Dep Clerk Treasurer and City Manager went to IMPA for a meeting with Bev Matthews, who has been working on the electric rate study, along with a couple other IMPA reps. After long discussion, City Mgr. Lampert recommended hiring IMPA for $20,000 to do the rate study. BOW Member Karsteter made a motion to go with the City Manager’s recommendation and hire IMPA for $20,000 to do the Electric Rate Study. With a second by BOW Member Bowell, the motion passed by voice 2-0. BOW Member Karsteter stated that he had a residents that commented that if the garbage could be picked up during the Christmas and New Year holidays in one day, why couldn’t it be done like that every week. Mayor Weiss replied that he thought maybe the garbage could be one day and recycling another day. City Mgr Lampert stated that he would talk to the garbage drivers. BOW Member Karsteter commented that he thought this might free up other workers to do other projects especially in the summer. BOW Member Karsteter commented that he did not understand why our utility deposit is not based on a credit score. Mayor Weiss stated that City Atty Smart is working on this and he will get back to the Board. He will send out a copy of the Terms and Conditions to the Board and they can read and redline.  There being no further business to come before the board, BOW Member Bowell made a motion to adjourn. With a second by BOW Member Karsteter, the motion carried by voice 2 to 0. ____________________________________ Mayor Alan Weiss ____________________________________ Ty Bowell ____________________________________ Vince Karsteter ATTESTED: _______________________________ Clerk Treasurer Mary Jo Lynch