Budget & Finance Committee

City of Vienna Budget and Finance Meeting Council Chambers th 609 29 Street, Vienna, WV 26105 March 7, 2023 8:30 AM Unfinished Business – Ongoing: None. Unfinished Business – CDBG: None. New Business – CDBG: None. Unfinished Business – Capital Projects: None. New Business: • BID RECOMMENDATION: Spring Planting and Fall Cleanup • BID RECOMMENDATION: Financing of 2 - 2023 F450 Trucks (Park and Street Dept) • BID RECOMMENDATION: Purchase of a Hino XL8 Truck w/equipment • INTERNAL BUDGET REVISION #3 Next Regular Budget and Finance Meeting Date: April 4, 2023 at 8:30 AM  CITY OF VIENNA Memo To: Mayor & Council From: Amy Roberts Date: 3/2/2023 Re: Bid Recommendation Sealed bids for the flower planting and maintenance and fall cleanup of the various areas of the city were opened on February 28, 2023 at 10:00am with the following results: Scots Landscaping $25,298.00 After careful review of the bid proposals, the recommendation for Council approval from the Budget & Finance Committee for the flower planting and maintenance and fall cleanup is: Scots Landscaping $25,298.00 Funding the project: Funding for this project will be from the City’s General Fund line item 01-579-55-41, pending Council approval. Amount of a funding request will be for the entire project. 1  2023 CITY OF VIENNA BID SHEET CITY OF VIENNA FLOWER BEDS BLUE STAR MEMORIAL & BUS STOP ISLAND: The Blue Star Memorial the front of the bed to be planted with Begonias and the Bus stop island the Perimeter to be planted with Begonias Trim plantings and cut back Daylilies The Red Begonias are to be planted in rows 12” apart and plants will be planted 9” apart. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. After plants are planted water with soluble fertilizer... Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of HOLL’S CHOCOLATE FLOWER BED: Spray bed with Round-up, ten days prior to planting and clean beds and remove debris. Plant Red Begonias in rows of 12” apart and plants 9” apart. After plants are planted water with soluble fertilizer. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of MEDIAN BEDS - (17 TOTAL): Spray beds with Round-up, ten days prior to planting. Clean up existing Daylilies prior to Begonia installation Fill outer edge of beds with Red Begonias. After plants are planted water with soluble fertilizer. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of SENIOR CITIZEN BUILDING FLOWER BEDS: Spray beds with Round-up, ten days prior to planting. Weed and clean beds and trim plantings Plant Red Begonias 9” apart around the edge of each flower bed. Fill in between existing Perennials and Shrubs. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. After plants are planted water with soluble fertilizer. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of 60TH STREET MEDIAN PLANTING: Spray beds with Round-up, ten days prior to planting. Weed and clean beds. Trim plantings as needed Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Two follow-up Round-up sprays to control the Thistle in the beds. Flower installation: 46 (#1) Pink Cannas 48 (4”) Melapodium 30 (flats) Purple Petunias 40 (flats) Red Begonias Bed maintenance: Plants to be weeded, deadheaded and watered as needed Remove annuals at end of season and dispose of CITY ELECTRONIC SIGN (KMART PLAZA) Band the outside 18” with Red Begonias. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. After plants are planted water with soluble fertilizer. Trim plantings as needed Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of TENNIS COURTS (Pam Reeves bed): Spray beds with Round-up, ten days prior to planting. Weed and clean beds. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Plant Red Begonias After plants are planted water with soluble fertilizer. Trim plantings prior to flower planting Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of THREE BEDS AT ROSEMAR ROAD: (TWO AT JACKSON AND ONE AT MCDONOUGH PARK) Spray beds with Round-up, ten days prior to planting. Weed and clean beds. Trim plantings prior to flower planting Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Plant Red Begonias After plants are planted water with soluble fertilizer. Bed maintenance: Plants to be weeded, trimmed and watered as needed. Remove annuals at end of season and dispose of JACKSON PARK ENTRY BED: Weed and clean beds. Trim plantings prior to flower planting Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Plant Red Begonias After plants are planted water with soluble fertilizer. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of CITY BUILDING: (29TH STREET) Trim and clean all beds Apply granular weed preventer to beds and re-mulch with Hardwood Mulch. Plant Red Begonias around flagpole Install annuals in existing planters After plants are planted water with soluble fertilizer. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of FLOWER BOXES (33): Plant annual combinations of flowers After plants are planted, water with soluble fertilizer Box maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of 28TH STREET MEDIAN PLANTING: Spray beds with Round-up, ten days prior to planting. Weed and clean beds. Trim plantings as needed Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Flower installation: 30 (flats) Yellow Marigolds 30 (flats) Red Begonias Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of SPENCER PARK GAZEBO BEDS: Weed and clean beds. Trim plantings as needed. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. Plant Red Begonias After plants are planted water with soluble fertilizer. Bed maintenance: Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of GOLDSTAR MEMORIAL: Weed and clean beds. Trim plantings as needed. Apply granular weed preventer to bed and re-mulch with Hardwood Mulch. LAKE BETSY PLANTER: Plant Red Begonias After plants are planted, water with soluble fertilizer Plants to be weeded, deadheaded and watered as needed. Remove annuals at end of season and dispose of Total:_______________ Watering Estimates {daily rate} Total:______________ FALL MAINTENANCE OPTIONS: CLEAN AND WEED ALL BEDS AND TRIM PLANTINGS SPENCER PARK GAZEBO: $_______________ JACKSON TENNIS COURTS: $______________ VIENNA CITY BUILDING: $_________________ SENIOR CITIZEN BUILDING: $______________ Respectfully submitted: Company Name: ____________________________________ Address: ___________________________ ___________________________ ___________________________ Phone Number:______________________ Contact Person:________________________  CITY OF VIENNA Memo To: Mayor & Council From: Amy Roberts Date: 03/02/2023 Re: Bid Recommendation Sealed bids for the financing of 2 - 2023 F450 Trucks for the Street and Parks Department were opened on February 21, 2023, at 10:00 am with the following results: Rate Total Cost United Bank 3yr – 4.80% $214,236.72 After careful review of the bid proposals, the recommendation for Council approval from the Budget & Finance Committee for the financing of 2 - 2023 F450 Truck is: United Bank 3yr – 4.80% $214,236.72 Funding the project: Funding for this project is budgeted in the City’s General Fund 01- 540-40-19 and 01-570-59. 1 REQUEST FOR PROPOSAL – BID #ST 23-08 FINANCING 3 F450 TRUCKS WITH EQUIPMENT LESSEE: CITY OF VIENNA 609 29TH STREET P.O.BOX 5097 VIENNA, WV 26105 EQUIPMENT DESCRIPTION: 2-2023 FORD F450 TRUCKS FOR THE GENERAL FUND 1-2023 FORD F450 TRUCK FOR THE WATER DEPT (SEPARATE LEASE) EXPECTED ACQUISITION DATE: FEBRUARY 2023 LEASE TERMS: AMOUNT TO BE FINANCED: $199,156.00 – GENERAL FUND AMOUNT TO BE FINANCED: $99,578.00 – WATER DEPT. TAX-EXEMPT, GOVERNMENTAL LEASE ARRANGEMENT PLEASE PROVIDE INTEREST RATES BASED ON THE FOLLOWING SCENARIOS, ASSUMING MONTHLY PAYMENTS: 3 YR TERM 4YR TERM INCLUDE LIMITATIONS ON EARLY PAY-OFF (BUY-OUT) OF VEHICLES, IF ANY *PLEASE INCLUDE THE TOTAL COST OF THE LEASE INCLUDING ANY FEES. INSURANCE CARRIER FOR CITY: REAGLE & PADDEN LEASE PROVISIONS MUST COMPLY WITH WV CODE REQUIREMENTS DEADLINE FOR SUBMITTING PROPOSALS: TUESDAY, FEBRUARY 21, 2023 @ 10:00 AM PLEASE MARK “BID #ST 23-08” ON YOUR SEALED PROPOSAL QUESTIONS: CALL AMY ROBERTS @ (304) 295-5070, EXT. 341  CITY OF VIENNA Memo To: Mayor & Council From: Amy Roberts Date: 03/02/2023 Re: Bid Recommendation Sealed bids for the purchase of a Hino XL8 Truck and equipment were opened on February 13, 2023, at 9:00 am with the following results: Matheny Motors $160,893.00 After careful review of the bid proposals, the recommendation for Council approval from the Budget & Finance Committee for the purchase of a Hino XL8 truck is: Matheny Motors $160.893.00 Funding the project: Funding this truck is pending financing. The payment for the truck is budgeted in accounts 01-570-59. 1  TRUCK SPECIFICATIONS Chassis – 2023, Hino, Allison 3500 RDS with PTO Opening, at least 25,999 lb GVWR not to exceed 27,500 lbs, 84” CA DUMP BODY SPECIFICATIONS 10’ Inside length 7’ Inside width 26” High sides 32” High headboard and tailgate 6-7 Cubic yard capacity ½ Roll cab protector 1/4” AR450 Steel Floor 7-gauge stainless steel sides and ends Body has full depth rear corner posts and full rear apron 10” I-Beam Steel Longsills Body has sloping rub rails, boxed top rail, and smooth sides with pressed V Tailgate is double acting with Quick Latch upper tailgate hardware (6) Panel Tailgate Standard federal #108 clearance lights and rear mudflaps All wiring sealed and run-in protective loom Oval taillights in rear corner posts of body A ¾” closure plate at rear with a 2” receiver tube, D-rings, ICC bumper and 7 prong flat pin connector (2) LED spreader lights at rear located under rear of bed Shovel Holders on both sides and (1) 2-rung step near cab shield on driver side Mud Flaps front and rear of rear wheels Roof Mount LED Amber Strobe, Amber Strobes on each side of cab shield rear facing mounted in stainless steel boxes and one in each rear corner post HOIST SPECIFICATIONS Double Acting Underbody Hoist Operating pressure of 2300 PSI 50 degree dumping angle Double-acting (power up-power down) 2-1/2" chromed cylinder shaft 8" cylinder bore and 20" stroke Lifting capacity up to 19.5 tons 4.75 - 1/4" A570 full length sub frame One body prop on to support empty body weight Greaseless composite bearings at all critical pivot points of roller combo hoist Rear hinge and front hinging point of hoist have grease zirks Central Hydraulic System General: The Central Hydraulic System described herein is to be a hot shift off auto transmission power supply to efficiently perform the following functions: 1. Operate a single cylinder underbody hoist 2. Operate a plow lifting cylinder 3. Operate plow power reversing cylinders 4. Operate a 2 motor hydraulic spreader The system will be operated by (3) air control levers (POSSIBLY MANUAL LEVER AND CABLE IF DESIRED) and dual knob manual spreader control. Basic Operation: The hydraulic system shall be designed so that when the truck engine is running and hydraulic power is not required, the full pump output is diverted directly back to the oil reservoir. "Live" hydraulic power for all functions shall become available when the operator activates a console mounted rocker switch. This power shall remain available until the "Master" switch is turned off. Detailed Specifications Pump and Mounting: A piston type pump shall be load sensing, driven by a P.T.O. off auto transmission. The pump shall be capable of withstanding continuous use at 3000 RPM with a hydraulic output pressure of 1500 PSI. Pump suction port shall be of sufficient size to allow proper flow at 3000 RPM. Hydraulic Reservoir Hydraulic oil reservoir of 30 gallon capacity, normal operating level, shall be mounted to the truck frame rail. Tank shall be constructed of stainless steel and be equipped with a combination oil filler/breather cap and removable five hundred micron strainer. A sight glass with thermometer shall be installed on the tank. Tank shall have two internal baffles. All return line oil shall be discharged into tank, through filter assembly, not less than six (6) inches below normal operating oil level. Tank shall be stenciled in 1 ½" letters "HYDRAULIC OIL". SPREADER SPECIFICATIONS 16 ga Stainless Steel Hopper Construction 108” x 50” x 40.75” hopper 4.5 or 6.0 cu yard capacity (Need to know which size is preferred) 16.5” wide conveyor 15.5” spinner Chute extension to allow for mounting in dump body Rachet strap tie downs and piece of angle with pins welded on the ends and attached to spreader to allow for utilization of manual tailgate release for helping to secure spreader in place Installed Operated by central hydraulic system SNOW PLOW SPECIFICATIONS 10’ Moldboard length x 34” high 11 Gauge steel moldboard 8 Vertical reinforcing ribs, and 6 trip springs 2 Shock absorbers 1.75” x 8” Lift cylinder, with 2” x 12.5” power angle cylinder LED Plow Lights Plow Shoes and moldboard markers Rubber snow deflector across top of moldboard Operated by Central hydraulic system Options: 1) Buyers underbody stainless steel toolbox 30” x 16” x 16” curbside a. ADD: $846.00 INTERNAL BUDGET REVISION FORM CITY OF VIENNA STATE APPROVAL NOT REQUIRED FUND: GENERAL REVISION WITHIN SAME ACCOUNT CATEGORY FISCAL YR: 22-23 REV NO: 3 DATE: 03/02/2023 BUDGET EXPEN- BUDGET ACCT ACCT BEFORE DITURE AFTER DEPT # DESCRIPTION EXPLANATION CHANGE CHG AMT CHANGE VRIA 541-03 Salaries Move money to Contribution To VRIA for the running 85,860 -23,000 62,860 541-68 Contributions of Spring Sports 0 23,000 23,000 TOTALS 85,860 0 85,860 RESULTS OF COUNCIL REVIEW: _____ APPROVED BY COUNCIL AUTHORIZED SIGNATURE _____ DISAPPROVED BY COUNCIL DATE FINANCE DEPT USE ONLY: REVISION COMPILED BY: ____________________________ / ______________ REVISION POSTED TO LOTUS BY: ____________________________ / ______________ REVISION POSTED TO BUDGETARY BY: ____________________________ / ______________ SIGNATURE DATE