Board of Control

CITY OF TALLMADGE BOARD OF CONTROL Minutes of Regular Meeting Scheduled For: October 24, 2018 Members Present: Law Director, Finance Director, Vice Pres. of Council, Svs. Director, Mayor (5 members voting) Others In Attendance: None. Meeting Chaired By: Mayor Kline Minutes: Karen Morgan Item 1) Call to Order: The meeting was called to order by Mayor Kline at 7:20 p.m. Item 2) Consideration of the bid for snow removal and salting services authorized by Ord. 74-2018 Mayor: Bids were received October 16, 2018 and the tabulation sheet is attached. Svs. Dir.: We received the bids for snow removal and salting services for the Rec Center, City Hall and the rental properties on Southwest Avenue. We’ve done this in the past but before we just listed prices and we got real close to going over that threshold of $50,000.00 so we decided to go out to bid this time. The prices varied a little bit. The prices in the blue ink are for what we paid last year. There were some increases. We did change it a bit, we want background checks on the drivers as well as pre-employment drug tests. The price of salt has gone up so . . . VP of Coun.: Are they using our salt or are they bringing . . . Svs. Dir.: They bring their own. VP of Coun.: They’re not double billing us are they? Svs. Dir.: I thought they were when they told me their price but their price was better than ours. Law Dir.: So we only got one proposal? Svs. Dir.: Yes. Law Dir.: And they are the same people who did it last year? Svs. Dir.: Yes. Mayor: It looks like the total price is $78,000.00. Svs. Dir.: Yes, for 25 “occurrences”. Fin. Dir.: My only issue is we didn’t budget this in next year’s budget. I don’t have a problem awarding the contract with the restriction that it shall not exceed the budgeted levels in the 2019 budget and if that were to occur, it needs to come back to the Board of Control prior to . . . Mayor: Absolutely. Fin. Dir.: If in excess of what was put into each one of these – the Rec Department, the City Building and the Southwest Avenue budgets . . . we have the numbers in there and I should have brought it with me. Svs. Dir.: We’re close to the $78,000 figure, I think we might be off by about $7,000. Mayor: If you want to make the motion with that included, I would concur with it. VP of Coun.: $7 or $7,000? Svs. Dir.: $7,000. VP of Coun.: Under or over? Svs. Dir.: We are currently over. Mayor: But we’re also not going to do the sidewalks in front of City Hall which is on here and the Rec Center sidewalks running down East Avenue. Svs. Dir.: Our guys will do that. VP of Coun.: So this figure would be the max. Fin. Dir.: Well, it wouldn’t necessarily be the max because if there happens to be 30 “occurrences” then we would have more. This is only an estimate on how many occurrences we would have. So, I make the motion that we award the contract for snow removal to Four Seasons based on the “per occurrence prices” listed in the proposal not to exceed the dollar amounts established in the 2019 budget; seconded by Mayor. Vote to approve: 5/0. Item 3) Additional Items? None. Item 4) Adjournment. The meeting was adjourned at 7:25 p.m. Minutes submitted electronically to BOC members on Wednesday, November 21, 2018/km