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HomeMy WebLinkAboutMINUTES-09/13/1977-AdjournedSeptember 13, 1977 COUNCIL OF THE CITY OF FORT COLLINS, COLORADO Council - Manager Form of Government Adjourned Meeting - 1:30 P.M. An adjourned meeting of the Council of the City of Fort Collins was held on Tuesday, September 13, 1977 at 1:30 p.m. in the Council Chambers in the City of Fort Collins City Hall. Roll call was answered by the following Councilmembers: Bloom, Gray, St. Croix, Suinn and Wilkinson. (Secretary's Note: Councilman Bowling arrived at 1:55 p.m.) Absent: Councilman Russell. Staff Members Present: Lanspery, Polifka, Steadman, Wood, DiTullio, Liley, Bingman, Rice and Lewis. Also: City Attorney Arthur March Jr. Bids Awarded on New Municipal Building Project Following is a memorandum from Capital Improvements Coordinator Pat Polifka regarding the bids: "On August 23, 1977 the City had a bid opening of Bid Package No. 4 on the New, Municipal Building Project. This bid package consisted of the major portions of the subcontracted work on the New Municipal Building. The results of this bid package have been analyzed and references checked on all low bidders. Out of the bids taken in Bid Package No. 4, only two (2) bids will require the Councils' approval because all the other bids were less than $5,000: The two bids that require Council approval are the Glass System bid and the Mechanical System (Plumbing and Heating) bid. The bids received on the Mechanical System and the Glass System are listed below: MECHANICAL: Reliable— Heating & Sheetmetal Company $328,485.00 Longmont, Colorado Wray Plumbing & Heating Company 273,278.00* Fort Collins, Colorado Town & Country Plumbing & Heating Co. 305,750.00 Fort Morgan, Colorado 113- September. 13, 1977 Willard Wright Plumbing & Heating Co. $284,509.00 Fort Collins, Colorado GLASS: lEerican Builders Supply $ 60,451.00 Denver, Colorado Black's Glass 49,089.00* Fort Collins, Colorado *low bidders Based on the bids received it appeared that Wray Plumbing and Heating of Fort Collins was low bidder for the Mechanical System and Black's Glass of Fort Collins was low bidder for the Glass System. During our routine check of the low bidders' references, bonding capacities, and bid compliance with specifications, the following report was compiled on the low bidders: In both cased Wray Plumbing and Heating and Black's Glass had excellent references and bonding capacities. However, only Wray Plumbing's bid checked out for compliance with specifications. It was determined during an interview with Black's Glass that their bid did not exactly conform to specifications. As a result of learning of the specification discrepancy, I proceeded to inter- view the other bidder to determine if I would have to disqualify the low bidder on grounds of not complying with specifications. The results of interviewing the other bidder (American Builders Supply) indicated that their bid also varied for the approved specifications. As it turned out, both glass bidders varied their bids in the same way by stipulating standard size store front tubes in place of the specified filler panels. The Architect, Construction Manager, and myself took a closer look at the cost savings indicated in both of the glass bidders proposals and came to the conclusion that the cost difference for specifying other than standard materials to achieve aesthetic appearance could not be justified. The cost savings indicated by both glass bidders was in the range of $10,500 to $11,000. Based on taking the cost savings indicated by both bidders, the bidding results are shown below: GLASS: IORIGINAL BID DEDUCTIONS FINAL BID AEerican Builders Supply 43T- 66-5DT.-O6 =0 Denver, Colorado Black's Glass 49,089.00 Fort Collins, Colorado *low bidder 114 11,000.00 38,089.00* 1 September 13, 1977 Based on compliance with specifications, excellent references, ' bonding capacities and low bids, I recommend that contracts be awarded to Wray Plumbing and Heating Company of Fort Collins for $273,278.00, and Black s Glass of Fort Collins for $38,089.00. The financial impact on the budget based on accepting these two bids is shown on the following page: ORIGINAL OVER % ITEM S1B00NfRA= BUDGET BID BUDGET OVER Mechanical System Wray Plbg, & Htg, 1.$207,480 $273,278 $65,798 . 20% Glass System Black's Glass 32,689 38,089 5,400 157 In both cases, the bids received indicate that they are over the original budget figures, However, if it is remembered that the original budget was established over a year ago, and that with approximate inflation rates of 6% for labor plus 11% for materials, the bids received are within the ball park, Another cost influ- ence on the Mechanical System bid was the added costs involved to set up for solar heating which was not originally planned or budgeted. I feel, that the bids we received on the Mechanical System and Glass System are reasonable and even though they are over budget, there is still an ample number of bids to be received on the Municipal Building which could recover part or all of the override. The Mechanical and Glass Systems are essential to the Project, and there are still sufficient uncommitted funds on the total Project that could be readjusted to cover the overage. I have enclosed a copy of the New Municipal Building Project budget with the Mechanical System and Glass System bids included to show the impact to the total Project budget. Recommendation: Recommend that the bid of $273,278,00 from Wray um_ing_an Heating Company of Fort Collins, and the bid of $38,089.00 from Black's.Glass of Fort Collins be submitted to the City Council for approval to award contracts," Councilman Wilkinson made a motion, seconded by Councilwoman Gray to award the low bid for the Mechanical System to Wray Plumbing and Heating in the amount of $273,278,00 and the revised low bid for the Glass System to .Black's Glass in the amount of $38,089.00, Yeas; Councilmembers Bloom, Gray, St, Croix, Suinn and Wilkinson, Nays;. None. THE MOTION CARRIED Police.: Grant Application Approved ..... ' Following is the City Manager's memorandum on this item: 115 September.13,.1977 "Recently Albert Sandsmark of the State Division of Highway Safety contacted Chief Ralph Smith and advised him of Division I of Highway Safety funds which are available to law enforcement to combat the problem of the drinking driver. The results of this discussion was the drafting of a Division of Highway Safety project application. Basically, the request is for one officer and an equipped patrol car which would be used exclusively for alcohol driving counter-measures. Emphasis would be on enforcement, training of all patrol officers, and streamlining the procedures necessary in the processing of the drinking driver. The initial project is for an 11-month period with a possible second phase of twelve months. No matching funds for the $42,433 program would be required from the City. The City would, however, initially pay for the project and be reimbursed monthly by the Division of Highway Safety after billing. This appears to be an excellent opportunity for the Police Department to acquire the necessary personnel and equipment to effectively address an important community problem." Police Chief Smith spoke to the grant request, which will be used to hire one officer, plus equipment plus a vehicle to work exclusively on the problem of persons who drive under ' the influence of alcohol. Councilwoman Gray made a motion, seconded by Councilman Suinn to authorize the administration to proceed with the grant and authorize the City Manager to sign the application. Yeas: Cbuncilmembers Bloom, Gray, St. Croix, Suinn and Wilkinson. Nays: None. THE MOTION CARRIED Street Improvement District No. 69 Excess Assessments Excused Following is the City Manager's memorandum and recommendation on this item: "At the time assessments were made for Street Improvement District No. 69 there were some properties which did not have sufficient assessed value to carry the full assessment. Because of this a credit was made on the assessment roll for the amount of the excess assessment and only the amount which could be assessed (1/2 of value) was actually assessed. The ordinances on improve- ment districts now provide that the City will collect the balance ' of the assessments before allowing a building permit for improve- ments on any property in this category. 116 September 13,.1977 Council considered at length the legal and equitable considera- tions of waiving these assessments. The administration has taken steps to assure that this situation will not occur again by making similar assessments a matter of record and a lien against the properties. Councilwoman Gray made a motion, seconded by Councilman St. Croix to excuse the charge based upon equitable considera- tions and authorize the City Manager to execute and record a statement releasing the claim against the property. Yeas: Councilmembers Bowling, Gray, St. Croix and Wilkinson. Nays: Councilmembers Bloom and Suinn. THE MOTION CARRIED The following. assessments were waived: Lot 3, partial replat of Edora Acres, 1st $3,045.16 (Parcel No. 87192-08-003) Lot 4, partial replat of Edora Acres, 1st 2,277.99 (Parcel No. 87192-08-004) Lot 6, partial replat of Edora Acres, 1st 1,195.07 (Parcel No. 87192-08-006) Lot 7, partial replat of Edora Acres, lst 3,471.03 (Parcel No. 87192-08-007) 1978 Budget Received and Hearing Date Scheduled Interim City Manager Lanspery presented the 1978 proposed budget. Councilmembers considered the time table for budget hearings. The administration will set a schedule for Tuesdays as requested by the Council. Councilman Wilkinson made a motion, seconded by Councilwoman Gray to receive the proposed budget, establish October 18, 1977 as the date of the public hearing, and direct the City Clerk to make publication as required. Yeas: Councilmembers Bloom, Bowling, Gray, St. Croix, Suinn and Wilkinson. Nays: None. THE MOTION CARRIED —`117� September 13, 1977 Among the properties in this category were four lots in Edora Acres, First Filing, described as follows: Lots 3, 4, 6 and 7, ' Partial Replat of Edora Acres, First Filing. At the time the street improvement work was being done, this property was owned by Martin J. Goble. Apparently the property was sold by Mr. Goble about the time that the assessment ordinance was passed. The property was sold to Willard Holtz. Mr. Holtz wanted to payoff the assessments against the property in order to obtain the cash discount for payment in full. Apparently he made specific inquiry to verify that the amount of the assessments was the total charge that would be made against this property. It appears that the people in the Engineering Department who he contacted were not familiar with the provision for charging the excess assessment and, therefore, they informed him that the assessment was the full charge that would be made because of the street improve- ments. Upon payment of the assessments, he obtained a state- ment in writing that the property was removed from the district. Mr. Holtz has now sold the property to two other parties, and the sale price agreed upon was based upon his understanding that there were no further amounts due because of the street improvements. Mr. Holtz is asking that the City release its claim for payment of additional amounts because of the statements which were made to him by the City that the payment of the assessment would discharge his full obligation in connection with this property. ' Attached hereto are copies of the portion of the assessment roll pertaining to this property, a copy of the provision of the ordinance which creates the additional charge, and an affidavit pertaining to the circumstances involved here. Recommendation: It appears there may be reasonable grounds to release any additional claim against the property in question because of the misunderstanding involving the additional assessments and the change in ownership during the time the assessment procedure was going on. Administration recommends that Council consider this matter and make a determination whether to excuse the additional charge. If.the Council '. determines to excuse this charge, the City Manager should be authorized to execute and record a statement releasing this claim against the property." City Attorney March stated, for the record, that he would withdraw from consideration on this as he revresented a purchaser in this matter. Assistant City Attorney Lile}' spoke to the amount of the assess- ments (approximately $10,000) which would not be recovered by the City should Council excuse the assessments. Attorney Kelsey Smith, representing Mr. Willard Holtz, requested , Council waive the assessments as Mr. Holtz had done everything in his power to pay the assessments. - -118- September. 13, 1977 Other Business ' City Attorney March requested ratification of his request, in informal session, to accept service of and complaint and summons to enter an appearance on behalf of the City in the following matter; the Moudre Valley Credit Union has an office, which has a private alley in that block that was supposed to have been dedicated to the City in 1920. The City Council, at that time, refused to accept it but the deed had been recorded anyway. The property owners have sued the City to determine that the City has no use for the alley. I Councilman St. Croix made a motion, seconded by -Councilman Suinn to authorize the City Attorney to accept the service of the summons and disclaim interest in the property. Yeas: Council - members Bloom, Bowling, Gray, St. Croix, Suinn and Wilkinson. Nays: None. THE MOTION CARRIED Mayor Bloom declared the meeting adjourned at 2:25 p.m. ATTEST: er -- - -119 -