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City Council Packet - 04/03/2001 Vill If TIGARD CITY;COUNCIL i SPEGIAL.MEETING April 3 2001 6:30 PM CITY OF TIOARD TIGARD CITY HALL 13125 SW HALL BLVD TIGARD, OREGON 97223 PUBLIC NOTICE: Anyone wishing to speak on an agenda item should sign on the appropriate sign-up sheet(s). If no sheet is available, ask to be recognized by the Mayor at the beginning of that agenda item. Visitor's Agenda items are asked to be two minutes or less. Longer matters can be set for a future Agenda by contacting either the Mayor or the City Manager. Times noted are estimated: it is recommended that persons interested in testifying be present by 7:15 p.m. to sign in on the testimony sign-in sheet. Business agenda items can be heard in any order after 7:30 mm. Assistive Listening Devices are available for persons with impaired hearing and should be scheduled for Council meetings by noon on the Monday prior to the Council meeting. Please call 503-639-4171, Ext. 309 (voice) or 503-684-2772 (TDD - Telecommunications Devices for the Deaf). Upon request, the City will also endeavor to arrange for the following services: a Qualified sign language interpreters for persons with speech or hearing impairments; and ® Qualified bilingual interpreters. Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need by 5:00 p.m. on the Thursday preceding the meeting by calling: 503-639-4171, x309 (voice) or 503-684- 2772 (TDD - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA COUNCIL AGENDA - Special Meeting April 3, 2001 page 1 AGENDA TIGARD CITY COUNCIL SPECIAL MEETING April 3, 2001 - 6:30 p.m. 1. SPECIAL MEETING • Call to Order City Council 8t Local Contract Review Board Pledge of Allegiance • Call for Non Agenda Items 2. CONVENE AS LOCAL CONTRACT REVIEW BOARD TO CONSIDER A BID AWARD FOR POLICE DEPARTMENT HVAC MODIFICATIONS a. Staff Report: Public Works Department b. Council Discussion and Questions C. Council Consideration: Motion to award the bid for the Police Department HVAC modifications to Zink Commercial for an amount not to exceed $165,000. 3. EXECUTIVE SESSION: The Tigard City Council will go into Executive Session to discuss labor relations under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from this meeting. Representatives of the news media are allowed to attend Executive Sessions, as provided by ORS 192.660(3), but must not disclose any information discussed during the session. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. 4. AD]OURNMENT \\TI G333\USR\DEPTS\ADM\CATHY\CCA\010403.DOC COUNCIL AGENDA - Special Meeting April 3, 2001 page 2 Agenda Item No. 44, Meeting of M&,o I? &Ob1 TIGARD CITY COUNCIL MINUTES APRIL 3, 2001, SPECIAL MEETING Red Rock Creek Conference Room Tigard City Hall Meeting Called to Order at 6:35 p.m. Council Present: Mayor Griffith; Councilors Dirksen, Moore, Patton, and Sckeckla Others Present: City Manager Bill Monahan, Finance Director Craig Prosser, City Recorder Cathy Wheatley and Property Manager John Roy. 1. SPECIAL MEETING • Call to Order City Council 8z Local Contract Review Board e Pledge of Allegiance o Call for Non Agenda Items Finance Director Prosser announced that RCN Company, which was going to be a competitor of AT8zT, was withdrawing from the area. 2. CONVENE AS LOCAL CONTRACT REVIEW BOARD TO CONSIDER A BID AWARD FOR POLICE DEPARTMENT HVAC MODIFICATIONS The City Council convened as the Local Contract Review Board to consider a bid award for the Police Department HVAC modifications. Staff report was reviewed by Property Manager John Roy. The request was for the Local Contract Review Board to award a bid to Zink.Commercial for HVAC modifications at the Police Department. (For additional detail of the staff report please see the Council packet agenda item.) Mr. Roy reported that Zink Commercial also redid the roof on City Hall about four years ago. If the Council gives the go ahead to proceed with the HVAC modifications, part of the Police Department personnel will be relocating to the Water Building for the period of construction. It is anticipated that the project will take about three months. Tigard City Council Special Meeting - April 3, 2001 Page 1 Motion by Councilor Dirksen, seconded by Councilor Scheckla to award the bid to Zink Commercial. Motion was approved by unanimous vote of Council present: Mayor Griffith Yes Councilor Dirksen Yes Councilor Moore Yes Councilor Patton Yes Councilor Scheckla Yes Executive Session was convened at 6:45 p.m. 3. EXECUTIVE SESSION: The Tigard City Council went into Executive Session to discuss labor relations under ORS 192.660(d). Executive Session concluded at 8:07 p.m. 4. ADJOURNMENT: 8:07 p.m. ~ %L2 Gt> City Recorder, Catherine Whe ley Attest: ay or it f Mand 1 ate: 61 i Tigard City Council Special Meeting - April 3, 2001 Page 2 -.4 CITY OF TIGARD, OREGON AFFIDAVIT OF POSTING In the Matter of the Proposed STATE OF OREGON ) County of Washington ) ss City of Tigard ) I, Ie EEe, A . C~ A s-r p , being first duly swom, on oath, depose and say: That I posted in the following public and conspicuous places a copy of Notice of Special Meeting for the Council Meeting dated APRIL- 3 ht) / a copy of said notice being hereto attached and by reference made a part hereof on the _ZL )Nb day of MA•QL1-{-_ - 2ODJ . OFFAL SEAL DLL NOTARY KEUC-OREOM iON IVO. 8FEB. 11, Subscribed and sworn to before me this 2! day of r 20D PAC Notary Public for Oregon My Commission expires: OFFICIA D L YJ1S h:\login\cathy\affpost.t NOTARY PUguG=_,a,:i.:.;.. MY ISSIOl! CORIMISSION P,' CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. City Recorder c: Barbara Sherman, Newsroom, Tigard Times ( Fax No. 503-620-3433) Lee Douglas, Regal Courier, (Fax No. 503-968-7397) Emily Tsao, The Oregonian, Metro SW (Fax No. 503-968-6061) Post: City Hall Lobby Date of Notice: March 21, 2001 1:1ADM\CATHY\CCAW0TICE SPEC MTG 040301.DCC CITY OF TIGARD, OREGON AFFIDAVIT OF NOTIFICATION In the matter of the proposed STATE OF OREGON ) County of Washington ) ss City of Tigard ) I, ~r2FE2 ft -AST &l , being first duly sworn, on oath, depose and say: That I notified the following persons by phone or personal contact of the Notice of Special Meeting for the Council Meeting of f}P2f L , a copy of said written notice being hereto attached and by reference made a part h reof on the _T& day of /Y Aeo-14 ,'1:52D/. CONTACT METHOD: PHONE PERSONAL DATE TIME Tigard Times Reporter at 684-0360 Name: $AKBg9A 514ELi1All~ 1v20 3433 3'2/v •bl 9,52am• Oregonian Reporter at 297-8861 or 639-9867 Name: Cm r L`l T-5A D `1108 - &DI01 3 2-6-bl 9 57o apt, King City Regal Courier at 639-5414 Name: 1_.FF-~ boun LA-.S 9108 73 97 .3 21, "bl 9 5~ ann. Subscribed and sworn to before me this ;L(~4~day of i " «.,v-z , J-5 aI. OFFKXALSEAL Lj~~.~ Q NOTARY O PUBUC-OREGON Notary Public for Oregon OOMMWZM NO. RAY OOUMMION EXPIe3ES F®. 11, 2009 My Commission Expires: ~-!L. o loglnlcathy\aflnot CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. L'Hu'-U. City Recorder c: vll~arbara Sherman, Newsroom, Tigard Times ( Fax No. 503-620-3433) Lee Douglas, Regal Courier, (Fax No. 503-968-7397) Emily Tsao, The Oregonian, Metro SW (Fax No. 503-968-6061) Post: City Hall Lobby Date of Notice: March 21, 2001 1AADKCATHMCAW0TICE SPEC MTG 040301.DOC 03.c26/2001 09:52 FAX 5036847297 City of Tigard [a 001 TX REPORT TRANSMISSION OK TX/RX NO 1856 CONNECTION TEL 5036203433 SUBADDRESS CONNECTION ID Tigard Times ST. TIME 03/26 09:51 USAGE T 00'28 PGS. SENT 1 RESULT OK CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 6:30 P.M. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a special city Council Meeting on Tuesday, April 31 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or malting any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. ti City Recorder CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. City Recorder c: Barbara Sherman, Newsroom, Tigard Times ( Fax No. 503-620-3433) Lee Douglas, Regal Courier, (Fax No. 503-968-7397) VE'mily Tsao, The Oregonian, Metro SW (Fax No. 503-968-6061) Post: City Hall Lobby Date of Notice: March 21, 2001 1AADKCATHY\CCAW0TICE SPEC MTG 040301.DOC 03,26/2001 09:56 FAX 5036847297 City of Tigard QJ001 TX REPORT x****xx********xxx*** TRANSMISSION OK TX/RX NO 1858 CONNECTION TEL 5039686061 SUBADDRESS CONNECTION ID Oregonian ST. TIME 03/26 09:55 USAGE T 00'28 PGS. SENT 1 RESULT OK CITY OF TIGARD NOTICE*OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the.Tlgard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hail Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting Is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Ball Boulevard, Tigard, Oregon, 97223. LH L-Ozt~:2z City Recorder CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hall 13125 SW Hall Blvd. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. City Recorder c: Barbara Sherman, Newsroom, Tigard Times ( Fax No. 503-620-3433) %,~ee Douglas, Regal Courier, (Fax No. 503-968-7397) Emily Tsao, The Oregonian, Metro SW (Fax No. 503-968-6061) Post: City Hall Lobby Date of Notice: March 21, 2001 1:\ADM\CATHY\CCAWOTICE SPEC MTG 040301.DOC 03Y26/2001 09:54 FAX 5036847297 City of Tigard [a 001 **xc TX REPORT TRANSMISSION OK TX/RX NO 1857 CONNECTION TEL 5039687397 SUBADDRESS CONNECTION ID Regal Courier ST. TIME 03/26 09:53 USAGE T 00'48 PGS. SENT 1 RESULT OK CITY OF TIGARD NOTICE OF SPECIAL CITY COUNCIL MEETING April 3, 2001 - 6:30 p.m. Tigard City Hail 13125 SW Hall Blvd.. Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special City Council Meeting on Tuesday, April 3, 2001 at 6:30 p.m., at Tigard City Hall, 13125 SW Hall Blvd., Tigard, Oregon. The Council will be convening as the City Council and Local Contract Review Board. The purpose of the meeting is to hold an Executive Session and to consider Tigard Police Department HVAC Modifications. Labor relations will be discussed in the Executive Session under ORS 192.660(d). All discussions within this session are confidential; therefore those present may disclose nothing from the session. Representatives of the news media are allowed to attend executive sessions, as provided by ORS 192.660(3), but must not disclose any information discussed. No executive session may be held for the purpose of taking any final action or making any final decision. Executive sessions are closed to the public. For further information, please contact City Recorder Cathy Wheatley by calling 503-639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon, 97223. - City Recorder AGENDA ITEM # FOR AGENDA OF 3 - U / CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Tigard Police Department HVAC Modifications PREPARED BY: John Roy DEPT HEAD OK CITY MGR OK ISSUE BEFORE THE COUNCIL Shall the Local Contract Review Board approve the bid award to the lowest responsible bidder, Zink Commercial for HVAC modifications at the Police Department. STAFF RECOMMENDATION Staff recommends that the Local Contract Review Board award the bid to Zink Commercial for an amount not to exceed $165,000.00 INFORMATION SUMMARY In the current fiscal year budget, funds were allocated for replacement of the HVAC units at the Police Department. Funds were requested after identification of several problems in the system which were noted during the recent Police Department remodel, as well as the HVAC equipment also nearing the end of it's expected service life. Accipio, Inc. was hired by the City to provide mechanical, architectural, strucrtural and electrical design for this project and all design work has been completed. Staff ordered the HVAC equipment direct from the supplier, Airefco to ensure that the equipment would be available for the project start date. In addition, ordering this equipment direct saved money that would otherwise have gone to the contract as part of the markup for material and equipment. The cost of the HVAC equipment is $19,048.00 and staff has been approved for a PGE Building HVAC Rebate Program for a total rebate of $2,499.68. Staff advertised for bid for the installation of the HVAC equipment on January 30, 2001 with bid closing on February 22, 2001. Due to a procedural error in following the appropriate purchasing regulations, all bids were rejected. The project was re-advertised on February 22, 2001 and closed on March 15, 2001. The following is a list of the bidders and their bid amounts: ■ Zink Commercial $156,900.00 ■ HydroTemp 158,000.00 Payne Construction 164,886.00 ■ Todd Hess Building Co. 171,500.00 After review of bids and reference checks, staff recommends that the Local Contract Review Board award the bid to Zink Commercial. Staff further recommends that the Local Contract Review Board approve that the amount of the bid award not exceed $165,000.00. This would allow additional funds of $8,100.00 for any unforeseen change orders that may develop during the project. Allowing this project to be moved to the earlier agenda for approval, will provide additional time necessary for Police Department staff relocation and allow a smoother transition. OTHER ALTERNATIVES CONSIDERED ■ Reject staffs recommendation and award the bid to the nest lowest responsible bidder. ■ Reject all bids and direct staff to re-advertise for bid. ■ Reject all bids and give staff further direction. VISION TASK FORCE GOAL AND ACTION COMMITTEE STRATEGY N/A ATTACHMENT LIST PGE Energy Conservation Rebate approval letter date March 6, 2001. FISCAL NOTES In the current fiscal year budget there is $250,000.00 budgeted for this project. The total costs of the project are outlined as follows: ■ Engineering services $ 40,865.00 ■ Equipment costs 19,048.00 ■ Equipment installation 165,000.00 ■ PGE Energy Conservation Rebate (2,499.,00) ■ Total project costs $222,241.00 1 1 1 i i 3 P Portland General Electric Company 121 SW Salmon Street • Portland, Oregon 97204 March 6, 2001 John Roy City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 Dear Mr. Roy: - Thank you for your application to participate in PGE's HVAC Rebate Program. Your project has been reviewed and preapproved. Enclosed is our Large/Small Building Retrofit HVAC Rebate Program Terms and Conditions outlining the rebate amount, project completion date, Exhibit A (Equipment Rebates Retrofit Application) and Exhibit B (HVAC Rebate Work Sheet). This form also details the terms and responsibilities of City of Tigard and PGE during the duration of this project. Preapproval is contingent upon our receipt of the Terms and Conditions form. Please complete both sides and return it in the enclosed prepaid envelope by March 21, 2001. This form is needed before any rebate can be paid. 1070856 City of Tigard-Police Department, Tigard $2,499.68 OMMEENUMEMEMMI" M Should the scope of your project change, these changes need to be submitted to our office in writing and receive our approval prior to equipment installation. A week before your estimated completion date of March 31, 2001, a Business Representative will call you requesting invoices (for material and labor costs). Once invoices are received we will arrange to verify installation of the proposed measures. After verification is complete your check will be processed. According to IRS rules, we are required to report on Form 1099-MISC any incentive payment by us for non-dwelling unit energy conservation measures paid to you. Because PGE cannot offer tax advice to our customers, if you have any further questions please contact your personal tax advisor. We look forward to working with you on this project. If you need further assistance, please call your PGE Business Representative, Lila Arguelles at (503) 464-7632. Sincerely, ~Y7 Cherie Merwin Commercial/Industrial Lead c: Lila Arguelles Project 1070856 Enclosures jwk Connecting People, Poster and Possibilities