COUNCIL COMMITTEES
The Council Committees Meeting was held on June 10, 1996, at 6:00 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mrs. Malone, Mr. Fenimore, Mr. Salters, Mr. Hare and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Fenimore moved for approval of the agenda, seconded by Mr. Salters and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilmen Leary and Hare and Mr. William Schaefer.
Purchase of Optical Imaging and Document Retrieval System
Optical Imaging technology could provide numerous benefits for the City, with access time to find and retrieve paper documents being dramatically reduced. The labor and material costs of making, distributing, and cross filing numerous photocopies can be avoided as well.
The City Clerk's Office and Information Services have researched such systems thoroughly and recommended the purchase of an optical imaging and document retrieval system. It is planned that implementation of the project will start as a pilot project in the City Clerk's Office. Utilization of this technology will be expanded to other departments starting in the spring of 1997, based on their needs and the success of the pilot.
The City of Dover solicited bids for an imaging system on August 31, 1995. The bids requested hardware, software, and installation support services. One of the key requirements is that the proposed solution be capable of expansion as our needs grow. Sealed bids were received from eight vendors. After review of the bids by the City Clerk's Office and Information Services Director, site visits were performed with five of the vendors and telephone interviews were made with their customers. This resulted in narrowing the field to two vendors whose costs are outlined, as follows:
PMI Collins
Hardware $43,445 $27,986
Software 23,178 11,335
Install/Train 11,250 6,600
Total $77,873 $45,921
Costs for the project were funded in the 1995/96 budgets of the City Clerk's Office and the Information Services Department. However, the expenditure will not take place until after the end of the fiscal year and the funds, therefore, will be carried over in the beginning balance to next fiscal year. These items will be rebudgeted in the first budget revision in the next fiscal year.
It is the recommendation of staff that the City contract with Collins Business Systems, Inc. to implement this Optical Imaging and Document Retrieval system.
Mr. Salters moved to recommend that the City enter into a contract with Collins Business Systems, Inc. to purchase and implement the Optical Imaging and Document Retrieval System at a total cost of $45,921, which includes costs for the required hardware, software, installation and training. The motion was seconded by Mr. Leary and unanimously carried.
Meeting Adjourned at 6:10 P.M.
SAFETY ADVISORY COMMITTEE
The Safety Advisory Committee met with Chairman Hare presiding. Members present were Councilman Fenimore and Pitts, Mr. Coleman and Mr. Wolfe.
Heavy Truck Parking on Residential Streets
Mr. Benjamin Bowings of 198 Haman Drive relayed concerns with heavy trucks in the Wedgwood Development. Mr. Haman stated that he has contacted the Police Department relative to tractor-trailers parking on the streets in the development and they have done a very good job in making the trucks move. Mr. Bowings felt that citizens should not need to call the Police Department every time they see a violation and that the officers should take corrective action while patrolling the City. Since these heavy trucks damage the pavement, Mr. Bowings requested that the City place prominent signs at the entrance to Turner Drive and on Kesselring Avenue prohibiting such trucks with the exception of local deliveries. He also requested the erection of signs near the Wedgwood Apartments prohibiting parking of trucks and an increase in the fine for violators.
Mr. O'Connor explained that two signs prohibiting truck parking have been erected as you enter Wedgwood as requested by Mr. Bowings. The City Police are actively patrolling the area and are issuing citations. Since this seems to be working, Mr. O'Connor suggested that we continue in this direction.
Mr. Salters stated that he has noticed that someone on Reese Street moves their truck around in order to avoid the Police. Chief Smith will look into this violation.
Mr. Hare suggested consideration of issuing a citation to the owner of the truck, as well as to the driver. Chief Smith and Mr. O'Connor felt that a citation to the owner would be difficult to enforce and suggested instead that the owner be notified by letter of the violation of their driver.
There was conversation about the possibility of having the truck towed if it is in violation of City ordinances, but Mr. O'Connor and Chief Smith felt that such action should only be used as a last resort.
Mr. Ben Bowings suggested that the City give consideration to increasing the fine for such violations, stating that it may be worth the $10 fine to be able to park the truck. Chief Smith will look into a graduated increase in fines, based upon the number of violations.
No official action was taken by the committee. Staff will report back to the committee with their recommendations for an increase in fines and on the status on the success of our actions to date.
Meeting Adjourned at 6:20 P.M.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore and Mr. Carey and Mr. Kramedas.
Proposed Sewer Agreement - Kent County Levy Court
Members were supplied with copies of a proposed sewer agreement for services between Contract Users and Kent County Levy Court. The contract addresses two major issues, as follows:
1. Monthly billings will be levelized. Presently, our bill is based upon monies spent during that billing cycle which causes large fluctuations from bill to bill. This will also help during the budget process because the City will have direct input in setting the rate.
2. This agreement eliminates any reference to set allocations. We currently have in our agreement a set limit. This agreement also sets into motion a process to start improvements at the plant when we reach 85% of capacity. This should help relieve concerns of the business community.
Mr. O'Connor recommended authorization for the City to enter into the Contract with Kent County Levy Court.
Responding to a question by Mr. Lambert, Mr. O'Connor stated that the Sewer Advisory Council makes a recommendation to Levy Court on the proposed uniform rate, but that Levy Court makes the final decision. However, it takes a super majority vote of Levy Court to override the recommendation of the Sewer Advisory Council.
Discussing the portion of the agreement that addresses preplanning for expansion of the transmission line capacity and/or treatment capacity when the facility reaches 85%, Mr. O'Connor assured members that he is very comfortable with the proposal. He felt that the 85% cap leaves plenty of time for the planning aspect and the 90% cap is sufficient for the actual expansion if it is needed. He also reminded members that the alternative is to have plant expenditures too early resulting in customers paying for capacity that is not being used.
Responding to a question by Mr. Fenimore, Mr. O'Connor stated that all costs associated with the system are rolled into the uniform rate charged to users. There is no investment of County tax dollars in the system; it is totally funded by contract users.
Mr. Fenimore moved to recommend that the City Manager be authorized to enter into an agreement with Kent Count Levy Court in connection with the transmission and treatment of sewage discharge. The motion was seconded by Mr. Pitts and unanimously carried.
Evaluation of Bids - FY96 Resurfacing Program
In conjunction with the City of Dover's Capital Investments Plan, it is proposed to resurface various streets throughout the City during the fiscal year. There are approximately 40 streets and alleys, in addition to several parking areas which will be resurfaced during the summer of 1996. Funding for the project is available through several sources, including the 1992/93 General Obligation Bonds and the Suburban Street Aid Funds provided by area legislators. Bids were submitted by two contractors and staff recommended that the low bid, in the amount of $767,462.80 by George & Lynch, Inc., be accepted.
Mr. O'Connor expressed appreciation to Senators Still and Bonini and Representatives Wagner and Stone for their commitment of funds to this project.
Mr. Pitts moved to recommend acceptance of the bid submitted by George & Lynch, Inc. and that the contract for the 1996 Resurfacing Program be awarded to George & Lynch, Inc. in the amount of $767,462.80. The motion was seconded by Mr. Fenimore and unanimously carried.
Bid - One 30-Cubic Yard Automated Side Loading Refuse Collection Body with Chassis
In conjunction with the revised 1996 budget, the Public Works Department has requested permission to purchase a new 30-cubic yard automated side loading refuse body complete with chassis. This new machine will replace vehicle #443 which is a 1988 Peterbilt with a 22-cubic yard automated side loading refuse body. This vehicle has over 285,000 miles and maintenance costs have been excessive over the past few years.
Bid specifications were prepared around the Heil Rapid Rail Automated System since it is the automated system all of our other trucks are equipped with and it is felt that it offers the best packing capabilities for our intended use. Lancer Supply Co., Inc. submitted a bid in the amount of $126,621 and THC Enterprises sent in a no bid package. Since the bid specifications were prepared for continuity of the existing sanitation fleet, the City expected to receive bids from only the Heil Corporation. Due to territorial agreements and a tight delivery schedule, two (2) of the three (3) Heil representative suppliers did not submit bids. In addition, no proposals were received from other equipment vendors.
Staff recommended acceptance of the bid submitted by Lancer Supply Co. in the amount of $126,621.
Mr. O'Connor explained that currently our largest compactor is 22-cubic yards. With the larger compactor, it is hoped that we will decrease our number of runs to the landfill which takes approximately one hour, roundtrip. Since the 30-cubic yard compactor is a very large piece of equipment, it can only be used in certain parts of the City so we will be required to maintain smaller ones as well as well as the new larger capacity units. As we replace our fleet in the future, we will maintain a variation of sizes in order to meet all of our needs.
Mr. Carey moved to recommend acceptance of the bid submitted by Lancer Supply Co, Inc. in the amount of $126,621 for the purchase of a 30-cubic yard automated side loading refuse collection body and chassis. The motion was seconded by Mr. Fenimore and unanimously carried.
Bid - Electric Stock Materials
Since 1989, the City has purchased electric stock material through a blanket bid process. It has proven to be very cost effective as vendors will guarantee their bid price for materials during the entire fiscal year. Following a thorough evaluation of the bids, staff recommended that purchases be made with the following vendors, for the period July 1, 1996 through June 30, 1997, at the estimated costs specified.
ITEMS COMPANY AMOUNT
Amp taps & stirrups, anchors, splices, cable cutters, A.J.P. Sales $1,520,327.49
equipment brackets, pole transformers, padmount
transformers, primary cable, secondary cable, etc.
PVC bushings, cold shrink jackets and terminators, Dixie Supply $ 376,736.50
conduit all sizes, PVC couplings, elbows, equipment
brackets, shot guns, lenses, etc.
Utility bags, rubber blankets, cross arms, bayonet Graybar Elect. $ 65,082.51
fuses, hose line, parachutes, etc.
Amp cartridges & lugs, street light arms, connectors, Hamby Young $ 226,537.33
cutouts fuses links, pedestral, connectors street light
base, etc.
Block & tackle, wood braces ratchet cutters, connectors, Rigby Elect. $ 55,954.44
sand fuses, hoists, etc.
Machine and DA bolts, house meters, pedestals, etc. Rumsey Elect. $ 35,960.28
Cable ties, hacksaws, PVC saws, primary and United $ 27,303.52
secondary cable etc.
Alley braces, armor rod, chain hoists, primary & Wesco $955,621.17
secondary cable etc.
It was noted that the amounts are estimated, based on projected purchases. Other vendors that will be awarded material from the blanket bid, but are under the $25,000 amount brought before Council, include Hesco in the amount of $15,492.62 and Valley Power in the amount of $1,395.08. Mr. O'Connor explained that the above only reflects projected purchases. The cost for a specific item will be maintained but the actual number of purchases could vary and is limited only by the amount of money approved in the budget.
Mr. Fenimore moved to recommend approval of the purchases from the above vendors for the period of July 1, 1996 through June 30, 1997. The motion was seconded by Mr. Pitts and unanimously carried.
Mr. Hare moved for adjournment, seconded by Mrs. Malone and unanimously carried.
Meeting Adjourned at 6:45 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/DJB