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HomeMy WebLinkAboutOct 28,1975OFFICIAL PROCEEDINGS Special Meeting of the City Council October 28, 1975 -328- Meeting was called to order at 8:07 p.m. Roll Call: Logacz, Heintz, Norberg, Nawrocki-present Land-absent Motion by Norberg, Seconded by Heintz to name Margo Emerson Secretary for the meeting. Roll Call: All Ayes Mayor Nawrocki gave a brief background on the bids taken on custodial services for the municipal building, library, and parts of the municipal service center, with the contract to begin November 1, 1975. At this time he noted that the City Manager had prepared a lengthy written report stating findings, elaborating verbal comments of the regular meeting of the evening before, outlining problems found with the low bidder, Jim's Building Maintenance, in other offices where he does the cleaning. Mr. Watson spoke briefly about this written report, copies of which all the Council members received. He stated that he had spoken to the City Attorney and that Mr. Kalina had indicated that the report of the City Manager should be made a part of the motion, by reference, which awards the bid. The report should be made a part of the record with out the actual reading of the report. Mr. Watson stressed the fact that he had visited all the offices included in the report and the report was based on this first hand knowledge gained by visiting the offices where Jim's Building Maintenance does the cleaning. At this point Mayor Nawrocki stated that the written report of the City Manager, dated October 28, 1975, is hereby made a part of the record. Councilman Norberg asked the City Manager if he had been non-committal in his approach to speaking to the various people in the offices. Mr. Watson stated that he was and that he had merely stated that the City had recently taken bids on custodial services and one of the bidders is Jim's Building Maintenance who indicates that he does the cleaning for the particular office where he was at the time and asked for any suggestions the individuals might give them. Mr. Watson pointed out that the feeling was common among the people in the various offices that they find it necessary to do some clean up work themselves as there are several items which Jim's Building Maintenance tends to overlook. Also, Mr. Watson pointed out the common feeling that there is quite a turn over in the types of people working for the company. -329- October 28, 1975 Councilman Heintz asked why the one year extension on the present custodial contract was not considered. Mr. Watson answered that many potential bidders had indicated that they wanted a chance to bid on the custodial contract, so it was decided that the city may get some competitive bids resulting in a savings to the city. Also, the question of legality on whether the city can extend a contract or not was raised. He pointed out that this question had been raised when the garbage contract expired the previous year. Councilman Heintz stated that the attorney had stated, during the recess of the meeting of the evening before, that the city does not have to go the formal bidding procedure on the garbage contract. Mr. Watson stated that he is unaware of any such alternative available to the city. Councilman Logacz pointed out that it is the obligation of the city to 9ive every potential bidder a chance to bid on a certain contract, and in this case, the custodial contract. Mayor Nawrocki stated that the question of whether to extend the present contract should have been brought to the City Council for consideration. Mr. Watson answered that the proper time would have been when the call for bids was set up. Councilman Logacz stated that since the findings of fact on Jim's Building Maintenance is negative, and since the bidder was never present at a meeting to defend himself or talk to the Council, then the bid should be awarded to the second Iow bidder, Maintenance Experts, Inc. Motion by Logacz to award the bid on custodial services to Maintenance Experts, the low responsible bidder, in the amount of $725.00--motion later withdrawn. Mayor Nawrocki asked that a resolution be prepared on the findings of fact on Jim's Building Maintenance. HAINTENANCE OF CENTRAL JUNIOR HIGH HOCKEY RINK Discussion held on a proposed agreement between the School District and the Park Department on the maintenance of a hockey rink at Central Junior High. Mayor Nawrocki stated that he understands the agreement to mean that the School will flood the rink and provide the facility. The City will maintain it with sweeping and sprinkling, etc, with the exception that the School will plow the snow if it is more than one inch deep. Councilman Heintz further explained that the School District, Central Junior High, will use the facility every day. There are no lights on this rink. October 28, 1975 -330- Mayor Nawrocki pointed out that this does not leave very much time for the Recreation Department to use the rink. Mr. Heintz stated that he understands that the Recreation Department would make very little use of it, perhaps none, if there is no warming house at this location. Presently, plans are that no warming house will be available, but this is being checked into. If there is a warming house, the use by the Recreation Department will be mainly on weekends. That is when the hockey games are heaviest and when the need for another rink would also be greatest. Gordon Schelde, Park Board member, pointed out that the main reason this hockey rink is desired is because it will free the rink at McKenna. At present the City allows the Junior High certain times to use the rink, which takes away time for the Recreation Department. The addition of a hockey rink at Central Junior High will free the ice at McKenna for Recreation activities. Mayor Nawrocki stated that he had asked how much use the Recreation Department would get out of the hockey rink at Central Junior High, but that he sees that this is not the essential point. The fact that it will free up time at McKenna is a valid point. Brief further discussion held. Motion by Heintz, Seconded by Logacz that the Mayor and City Manager be authorized to enter into an agreement with the School District for the matter of the maintenance of Central Junior Hockey Rink, as outlined in the Park Superintendent's letter dated October 17, 1975. Roll Call: All Ayes Councilman Norberg asked if there is a termination time for this agreement, if in fact the agreement does not work. He was informed that the agreement would be for an indefinite time, until one or both parties desired to terminate the agreement. RESOLUTION #75-57 FINDINGS OF FACT' ON CUSTODIAL SERVICE BIDS WHEREAS, on the 24th day of September bids for custodial service were advertised and WHEREAS, on the 14th day of October bids were opened and read, and WHEREAS, Jim's Building Maintenance Inc. submitted the lowest bid for the work advertised, and WHEREAS, the City Manager has conducted an investigation and that investigation has been submitted in writing, NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Columbia Heights: 1. That the report of the City Manager dated October 28, 1975 is hereby adopted and incorporated herein by reference, and 2. That the said report of the City Manager is herein found to be true and correct, and 3.The reading of the said City Manageris report is hereby waived, and 4. That the City Manager's report referred to herein shall be placed on record and attached to this -331- October 28, 1975 resolution, making the said report available for public inspection, and Jim's Building Maintenance is not found to be a responsible bidder. Passed this 28th day of October, 1975 Offered by Logacz, Seconded by Nawrocki Roll Call: Logacz, Heintz, Norberg, Nawrocki-Aye Resolution #75-57 was adopted. Land-Absent Motion by Norberg, Seconded by Heintz to award the bid on custodial service for the City of Columbia Heights to Maintenance Experts In, c, in the amount of $725/month, as low responsible bidder, and the Mayor and City Manager be authorized to enter into a contract for same. Roll Call: All Ayes Motion by Heintz, Seconded by Norberg Roll Call: All Ayes to adjourn at 8:45 ~.~ Bruce G. Nawrocki, Mayor Secretary