Board of Control

CITY OF TALLMADGE BOARD OF CONTROL Minutes of Regular Meeting Scheduled For: Friday, March 21, 2014 at 9:04 a.m. Members Present: Ass’t. Law Dir. Scavelli, Ass’t. Fin. Dir. Gilbride, Svs. Dir. Esler, Mayor Kline Meeting Chaired by: Mayor Kline Minutes by: Karen Morgan Call to Order: Mayor Kline called the Board of Control meeting to order on Friday, March 21, 2014 at 9:04 a.m. Item 1) Approval of Minutes: Svs. Dir. moved to approve the minutes from the February 27th BOC meeting; seconded by Ass’t. Fin. Dir. Vote to approve: 4/0. Item 2) Approval of the 2014 General Service Agreement with Burgess & Niple for providing professional engineering services as the city’s Engineer of Record and Flood Plain Administrator as permitted by Ord. 10-2014 Svs. Dir: This is more or less just a housekeeping item. Each year they send us a contract, some of their rates have gone up and some have gone down but it is still in line with the other engineering firms that we deal with. So I move to approve the 2014 General Service Agreeement with Burgess & Niple for providing professional services as the city’s Engineer of Record and Flood Plain Administrator as permitted by Ord. 10-2014; seconded by Mayor Kline. Vote to approve: 4/0. Item 3) Approval of the contract from Field Turf for the replacement of the Recreation Center soccer field turf including removal and proper disposal of the old turf and installation of the new through the Ohio Schools Council’s Cooperative Purchasing Program. This has been authorized by Ords. 33-2014 and 37-2014 in the amount of $130,254.41. This purchase will be funded from account #319.900.57333 as authorized by Council Svs. Dir.: We want to enter in a contract through the Ohio Schools Council’s Cooperative Purchasing program. We did receive an unsolicited proposal also. After comparing the materials to be used and the experience of the two companies, we chose to go with the company approved through the Ohio Schools Council program. So I move to approve the contract from Field Turf for the replacement of the Recreation Center soccer field turf including removal and proper disposal of the old turf and installation of the new as authorized by Ords. 33 and 37-2014 in the amount of $130,254.41; seconded by Ass’t. Fin. Dir. Gilbride. Discussion: Mayor: Our city council passed an ordinance that allows us to enter into a contract with the Ohio Schools Council; Does that contract have to come before this board? I know the ordinance authorizes the purchase in Ord. 33 . . . Ass’t. Fin. Dir.: Yes, it is Ord. 33 and it does not require a Board of Control. Mayor: So Ord. 33 just allows us to enter into an agreement with the Ohio Schools Cooperative Purchasing Program for any item? Svs. Dir.: Correct. Then Ord. 37 authorizes the purchase of the field  -2- turf itself? Svs. Dir.: Yes. Mayor: I know we had conversations with another vendor that was not part of the Cooperative Program that could actually save the city about $20,000.00 but . . . Svs. Dir.: After an investigation of the products being used and the experience of the two companies, we felt Field Turf who has actually done worldwide installations, professional football stadiums, etc. so we felt it would be in our best interests to go with them. Mayor: And for the record, the person who submitted a proposal to us was not asked to submit one and because he’s not part of any cooperative or state purchasing, if it was over $50,000 and we wanted to accept his bid, it would definitely have been a competitive bid but since he elected to submit all his documents without being solicited . . . to do a competitive comparison of the two turfs that would have been available, I am confident that we have the best company and is worth the extra $20,000.00 to go through the Ohio Schools program. Vote to approve: 4/0. Item 4) Additional Items: Svs. Dir.: I have one additional item. We’ve been looking at a new heating system for the Service Center. The old heating system is 40 years old and not at all efficient. We’ve looked at radiant heat and gotten a couple of proposals. Beckwith Heating has given us a quote of $27,393.00, Temperature Control was $37,750.00 or approximately a $10,000.00 difference for the same type of installation. So I move to approve the proposals from Beckwith Heating for the purchase of a radiant heating system for 210 Osceola in the amount of $27,393.00 (funds were appropriated in the 2014 budget in the amount of $37,750.00); seconded by Ass’t. Law Dir. Mayor: Even though this is under the $50,000.00 threshold, we still have to bring it to the board. Vote to approve: 4/0. Item 5) Adjournment: The meeting was adjourned at 9:13 am Minutes distributed electronically and via interoffice mail Tuesday, April 1, 2014 km