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HomeMy WebLinkAboutCity Council Committees - Operations - 04/05/2005 KENT , s .agro OPERATIONS COMMITTEE MINUTES APRIL 5,2005 Committee Members Present: Chair Tim Clark, Ron Harmon and Bruce White Ron Harmon sat is for Julie Peterson who was absent The meeting was called.to order by Tim Clark, Chair at 4:06 p.m. 1. APPROVAL OF]MINUTES DATED MARCH 1 2005 Bruce White moved to approve the minutes of the March 1, 2005, Operation Committee meeting. Ron Harmon seconded the motion, which passed 3-0. 2. APPROVAL OF VOuCHERS DATED MARCH 15 2005 AND MARCH 31 2005 Finance Manager Bob Nachhnger presented the vouchers for March 1.5, 2005, and March. 31, 2005, for approval. Bruce White moved to approve the vouchers dated March 15, 2005, and March 31, 2005. Ron Harmon seconded the motion, which passed 3-0. 3. 2005-2010 PRINT SHOP COPIER LEASE Information Technology Director Stan Waldrop and Multimedia Manager Dea Drake presented the 2005-2010 Print Shop Copier Lease. Ms Drake advised that the City of Kent print shop/copy center provides central copy services for black and white and color copies to all City departments. The current copier lease has expired and the equipment is at end of life. This proposal replaces three existing copiers with three digitally connected; high speed, printer/copiers at an equivalent cost; improves speed, quality, and service and includes advanced features for print-on-demand and variable data. The improved technology will provide greater productivity and the print-on-demand feature will allow the City to print on an as-needed basis which will reduce waste, save time and reduce costs. Technology in the copier/printer market has changed rapidly in the last several years. Costs have remained stable while features and productivity have greatly improved. Copiers have advanced to a level previously unavailable to the mid-range production print shop environment. In. order to take advantage of this changing technology and select the appropriate equipment for the City, a request for information and quotes was distributed. Eight vendors responded representing ten different copier brands and numerous models. A demonstration packet was prepared which Operations Committee Minutes April 5, 2005 Page: 2 had a variety of output tasks representing the type and variety of work experienced in our print shop. Of those vendors, six met minimum qualifications and a detailed site visit and testing procedure was carried out at each site on each proposed equipment model. Copiers were tested for speed, quality, reliability, electronic and digital features and capabilities, in-line folding and finishing features, operational efficiency, and ability to output the type of work produced by our shop. Price, machine experience in the market, and the physical size of the machine in relation to the space available were also considered. Two finalists were selected and multiple references were checked on the proposed equipment and the parent company. Based on all factors, staff recommended leasing the following equipment; a Xerox Nuevera 120 with Freeflow software, a Xerox 2101, and a Xerox 3535 color with a Fiery external controller. The recommended equipment has an annual lease price of$79,885.67 plus cost per copy of.006 for B&W and .0890 for color. The total estimated annual cost based on 2004 volumes is $82,576.96, including tax. The 2004 actual copier expense was $84,786.98, which cost was included in. the 2005 Operating budget. Ms. Drake further advised that there are significant costs to maintain copiers and that is why the City chooses to lease. Ron Harmon moved to approve entering into a fifty-four month lease with Xerox Corporation for two black and white and one color digital production copier(s), through the King County Director's Association (KCDA) purchasing contract subject to approval as to form by the Legal Department. Bruce White seconded the motion, which passed 3- 0. 4. ENVIRONMENTAL ENGINEER tt POSITION Public Works Director Larry Blanchard presented Mike Mactutis, Acting Environmental Engineering Manager, to present the Environmental Engineer II Position. Mr. Mactutis advised that the Public Works Department is requesting authorization from City Council to create and fill. an Environmental Engineering II position for a variety of work currently being performed by staff and consultants. He stated that an Environmental Engineer II was requested in the 2005 Budget for a variety of work currently being performed by staff and consultants, but was somehow associated entirely with the Critical Areas Ordinance (CAO). Mr. Mactutis advised that consultant costs for wetland peer .review has been increasing over the past four years and currently the functions of the proposed Environmental Engineer are being performed by consultants and existing staff at a total. cost in 2004 of$134,000. He further stated the City spends approximately $100,000 to $150,000 per year on envirommental consulting that this position could help support. In addition, funding the position would provide for an additional $80,000 of staff productivity on existing projects and programs, and additional savings could result from the new Environmental Engineer II being able to complete wetland delineations, conceptual wetland mitigation plans and final wetland mitigation plans for CIP projects at rates less than what the City pays for outside consultants. This position could help with the environmental permitting with other agencies for CIP projects rather than using consultants. 2 Operations Committee Minutes April 5, 2005 Page: 3 He stated that adding this position would provide increased customer service to the developers by providing a quicker response to applicant submittals, improve the wetland program,provide needed attention to existing projects and programs, provide in-house expertise and assistance for environmental CIP and mitigation projects, and provide a total savings to the City of $129,000. There would be no unbudgeted fiscal/personnel impacts caused by filling this position. Questions were asked from the Committee. Bruce White moved to recommend the full City Council authorize the creation and filling of an Environmental Engineering II position. Ron Harmon seconded the motion, which passed 3-0. 5. 2005 BOND RFFUNDING Finance Director Bob Nachlinger presented the 2005 Bond Refunding in a PowerPoint presentation and introduced Dave Traegeser of Bank of America should the Committee have questions. Mr. Nachlinger advised the refunding and restructuring of the various debt issues can reduce the costs of our outstanding debt. The new bond issue is approximately$7,325,000. He stated that the City has several issues of outstanding debt that may be refunded at lower rates, saving the City an estimated $292,000 over the life of the bonds. These include approximately $2,050,000 of the 2000 LTGO bond, $2,520,000 of the 1993 Sewer Revenue bonds, $1,485,000 of the 1995 LTGO & Refunding bonds and $1,102,000 of the 1.996 Public Works Trust Fund Loan. He stated that the net Present Value savings of about $292,000 is expected over the life of the bonds. Ron Harmon moved to recommend adoption of the proposed refunding bond ordinance. Bruce White seconded the motion,which passed 3-0. The meeting was adjouni.ed at 4:34 p.m. Renee Cameron Operations Committee Secretary 3