REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
The Board of Public Works and Safety of Plymouth, Indiana, met in Regular Session on December
26, 2012, at 6:00 p.m. in the Council Chambers of the City Building, 124 N. Michigan St., Plymouth, IN.
President Pro Tempore Delp presided for Board Members Culp, Grobe and Smith. City Attorney
Surrisi and Clerk-Treasurer Hutchings were also present. Board Members Senter, Ecker and City
Engineer Gaul were absent.
Board Members Smith and Culp moved and seconded to approve the minutes of the last regular
session of the Board of Public Works and Safety on December 10, 2012, as presented since they have
been reviewed and found to be correct. The motion carried.
The following legal notice was advertised in the Pilot News on December 12 and 19, 2012:
City Attorney Surrisi opened the following sealed bids:
Bellman Oil Company, 550 E. 2nd Street, Bremen, IN 46506
Item
1
FIRM FIXED PRICE
22,500
gal
Ultra Low Sulfur Diesel
$3.21
IN St. Tax
0.16
IN. Inspect.
.01
Fed L.U.S.T.
.001
Total Price:
$3.381
Quote is fixed margin over daily market price.
Escalation / De-escalation clause in effect.
Normal terms apply.
2
24,000
gal
87 Octane E10 Gasoline
$2.54
Taxes:
IN St. Tax
0.18
IN. Inspect.
.01
Fed L.U.S.T.
.001
Total Price:
$2.731
Quote is fixed margin over daily market price.
Escalation / De-escalation clause in effect.
Normal terms apply.
North Central Co-Op, PO Box 299, Wabash, IN 46992
Item No.
1
Quantity
22,500
Unit
gallons
Description
CO-OP Premium Diesel R
Ultra Low Sulfur-On Road
Fuel to be delivered in
Transport truck lots
State Road Tax
Unit Price
$3.190
Amount
$71,775.00
$0.160
$3,600.00
REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
1
22,500
gallons
Inspection Fee
L.U.S.T. Tax
Net Transport Bid Price
$0.010
$0.001
$3.361
$225.00
$22.50
$75,662.50
CO-OP Premium Diesel R
Winterized Ultra Low Sulfur Fuel
to be delivered in
transport truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Transport Bid Price
$3.308
$74,430.00
$0.160
$0.010
$0.001
$3.479
$3,600.00
$225.00
$22.50
$78,277.50
CO-OP Premium Diesel R
Ultra Low Sulfur-On Road
Fuel to be delivered in
Tankwagon truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Tankwagon Bid Price
$3.300
$74,250.00
$0.160
$0.010
$0.001
$3.471
$3,600.00
$225.00
$22.50
$78,097.50
CO-OP Premium Diesel R
Winterized Ultra Low Sulfur
Fuel to be delivered in
transport truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Transport Price
$3.418
$76,905.00
$0.160
$0.010
$0.001
$3.589
$3,600.00
$225.00
$22.50
$80,752.50
1
22,500
1
22,500
gallons
gallons
Above price is subject to increases or decreases in the amount equal to the amount charged by
our fuel supplier – Countrymark Cooperative. North Central Co-Op can also offer firm pricing
contracts for City of Plymouth Departments. These prices would be based on price of fuel on
date of acceptance and notification of seller of firm bid acceptance.
1 (FIRM)
22,500
22,500
gallons
gallons
CO-OP Premium Diesel R
Ultra Low Sulfur-On Road
Fuel to be delivered in
transport truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Transport Bid Price
$3.391
$76,297.50
$0.160
$0.010
$0.001
$3.562
$3,600.00
$225.00
$22.50
$80,145.00
CO-OP Premium Diesel R
Ultra Low Sulfur-On Road
Fuel to be delivered in
tankwagon truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Transport Price
$3.501
$78,772.50
$0.160
$0.010
$0.001
$3.672
$3,600.00
$225.00
$22.50
$82,620.00
Above fixed prices include the cost of winterization for months of November thru March
Item No.
2
Quantity
24,000
Unit
gallons
Description
CO-OP 87 E-10 Plus Gas
87 Octane Unleaded
Fuel to be delivered in
Transport truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Unit Price
$2.620
Amount
$62,880.00
$0.180
$0.010
$0.001
$4,320.00
$240.00
$24.00
REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
2
24,000
gallons
Net Transport Bid Price
$2.811
$67,464.00
CO-OP 87 E-10 Plus Gas
87 Octane Unleaded
Fuel to be delivered in
tankwagon truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Tankwagon Bid Price
$2.730
$65,520.00
$0.180
$0.010
$0.001
$2.921
$4,320.00
$240.00
$24.00
$70,104.00
Please note: Above price is subject to increases or decreases in the amount equal to the amount
charged by our fuel supplier – Countrymark Cooperative.
North Central Co-Op can also offer firm pricing contracts for City of Plymouth Departments. These prices
would be based on price of fuel on date of acceptance and notification of seller of firm bid acceptance.
FIRM
2
2
24,000
24,000
gallons
gallons
CO-OP 87 E-10 Plus Gas
87 Octane Unleaded
Fuel to be delivered in
Transport truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Transport Firm Price
$2.974
$71,376.00
$0.180
$0.010
$0.001
$3.165
$4,320.00
$240.00
$24.00
$75,960.00
CO-OP 87 E-10 Plus Gas
87 Octane Unleaded
Fuel to be delivered in
tankwagon truck lots
State Road Tax
Inspection Fee
L.U.S.T. Tax
Net Tankwagon Firm Price
$3.084
$74,016.00
$0.180
$0.010
$0.001
$3.275
$4,320.00
$240.00
$24.00
$78,600.00
Members Smith and Culp moved and seconded to authorize Superintendent Marquardt to review
the bids and make the contract with the best price, to be ratified at the next meeting. The motion carried.
The following legal notice was advertised in the Pilot News on December 12 and 19, 2012:
City Attorney Surrisi opened the following sealed bids:
Stockberger Group, 7991 Lilac Road, Plymouth, IN
December 19, 2012
To: City of Plymouth – 2013 Bids
Class/Item
Item #1
Item #2
Quantity
4,000 tons
(more or less)
3,500 tons
(more or less)
Description
Coarse aggregate
#53 Gravel (Commercial)
FOB 11th Road Pit, Plymouth, IN
Unit Price
$ 8.00/ton
Fill Sand
$5.50/ton
Ice Sand
FOB 11th Road Pit
$6.25/ton
REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
Item #3
2,500 yards
(more or less)
Fill Dirt
FOB 11th Road Pit
$5.25/ton
Fill Dirt
Delivered to City Garage
Fill dirt
Item #4
Item #5
Machine Rental
With operator & fuel
Motor Grader
Quad-axle Dump truck
5,000 tons
(more or less)
#53 Crushed Limestone
#73 Crushed Limestone
#2 Crushed Limestone
FOB Lilac Road Yard
Delivered #53 & #73 Limestone
$9.75 per ton
@
@
$200.00/hr.
$105.00/hr.(1st 8 Hrs.)
$120.00/hr (after 8 Hrs.)
$13.25/ton
$13.45/ton
$13.25/ton
$16.85/ton
Note: The availability of the above materials is subject to our availability to produce and furnish.
IMI – Plymouth Plant, 10988 11th Road, Plymouth, IN 46563
Item #1
No 53 Commercial Stone
No 53 State
$12.30/ton
$14.80/ton
Item #2
No. 23, No. 24 Washed Sand
$ 7.15/ton
Item #3
Fill Dirt
$ 5.50/ton
Item #4
Fill Sand
$ 7.15/ton
Item #5
No. 53, 73 Commercial stone
No. 53, 73 State
$12.30/ton
$14.80/ton
Material to meet Indiana Department of Transportation Specifications. Loaded on City of
Plymouth Trucks at our IMI Plymouth Quarry, located in Plymouth, IN. All prices bid to Board of
Public Works for City of Plymouth for 2013 include a $.25/ton environmental fee.
We propose to furnish crushed limestone as per requisition and meeting Indiana State Highway
Specifications, loaded on City of Plymouth Trucks at our IMI Peru Quarry located in Peru, IN plant
for the following prices.
Item #1
No 53 Commercial Stone
No 53 State
$ 7.20/ton
$10.00/ton
Item #5
No. 53, 73 Commercial stone
No. 53, 73 State
$ 7.20/ton
$10.00/ton
Board Members Grobe and Smith moved and seconded to take the bids under advisement for
Mr. Marquardt’s review. The motion carried.
Utility Superintendent Davidson referred to Ernest Rowe’s complaint at the December 10th council
meeting regarding areas of potential hazard. One area was behind Smith Farm Store; the other area was
at the northwest corner of Plum and LaPorte Streets. Davidson said that the following day his department
investigated and found that manhole castings had started to collapse and repairs / adjustments were
necessary. On Wednesday, December 12th, temporary repairs were made to three manhole structures
until permanent repairs can be completed in the spring. His department will continue to monitor the
repairs during the winter months and secure as needed. Davidson said that contact was made and the
actions taken were explained to Mr. Rowe.
Fire Chief Miller requested permission for himself, four volunteers (Wayne Smith, John Grolich,
Lisa Richards and Brandon Kuskye) and one full time employee (Erik Cox) to attend training in January in
Emmetsburg, Maryland, at the National Fire Academy. Classes are January 18th, 19th and 20th and are
REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
sponsored by Indiana Department of Homeland Security. Miller said that he would be asking for
reimbursement for fuel and one night’s hotel stay only as the expenses in Maryland are paid by the State.
Board Members Culp and Grobe moved and seconded to approve the request. The motion
carried.
Police Chief Cox read a letter of resignation from Patrolman Nick Young, effective December 31,
2012 and asked permission to hire a third patrolman.
Board Members Culp and Grobe moved and seconded to approve the request. The motion
carried.
Chief Cox asked that the board set an executive session to interview candidates.
Board Members Smith and Grobe moved and seconded to set an executive session for January
7th at 6:00 p.m. to interview candidates. The executive session will be followed by a special session to
extend conditional offers of employment.
Street Superintendent Marquardt presented Change Order #1 for the 2012 Street Mill & Fill
Projects prepared by City Engineer Gaul. He explained that it is a deduct of $3,000 for undercut and
backfill items that were not needed.
Board Members Grobe and Culp moved and seconded to approve the change order as
presented. The motion carried.
City Attorney Surrisi presented Resolution No. 2012-547R, A Resolution of the Plymouth Board of
Public Works and Safety to Declare Certain EMS Bills Delinquent and Uncollectible.
Board Members Smith and Culp moved and seconded to adopt Resolution No. 2012-547R. It
passed by roll call vote.
Board Members Smith and Ecker moved and seconded to allow the salaried payroll for
December 1-15, 2012 and the claims for December 26, 2012, as entered in Claim Register #2012. The
motion carried.
Jim Irwin, Director of Care and Share of Marshall County, reviewed the following letter with the
board members:
Care and Share of Marshall County
PO Box 221
402 W. Garro St.
Plymouth, IN 46563
December 26, 2012
Board of Public Works and Safety
City of Plymouth
124 N Michigan Street
Plymouth, IN 46563
To Whom It May Concern:
Thank you for letting me bring this request before the board. I trust this day after Christmas still
holds us in the spirit of Joy. Such was not the case for me a couple of weeks ago when I was
sick with the flu and still trying to do my job as Director for Care and Share over the phone with
some water personnel. My apologies to anyone I might have been short with.
Our function at Care and Share is to help households through crises situations that present
themselves in a number of ways concerning food, shelter, and clothing. We find ourselves
getting involved quite regularly in helping households deal with utility shut-offs including the City
of Plymouth. The 14th day of the month is etched in our minds as a day we know we will have
requests for help.
REGULAR SESSION, BOARD OF PUBLIC WORKS AND SAFETY, DECEMBER 26, 2012
Currently, when we determine we want to help a client, your procedure requires we physically pay
that bill before the office closes on the 14th or first thing on the morning of the 15th. We have a
volunteer treasurer, the only person who can write and deliver our checks. We feel this is not a
practical procedure requiring undue burden on an agency trying to help both the utility and the
client. Every other utility we deal with accepts our pledges, including Bremen, Bourbon, Argos,
NIPSCO, Indiana and Michigan, and REMC. Acceptance of our pledges would greatly benefit our
agency in helping.
REQUEST: Our request is that you allow our agency screeners (interviewers) to make pledges
via telephone to your utility clerks and that these pledges be paid by Care and Share in a timely
10-14 day period.
Thank you for hearing our request.
Pastor Jim Irwin, Director
Board Members Smith and Culp moved and seconded to take the matter under advisement for
the Council. The motion carried.
There being no further business to discuss, Board Members Culp and Grobe moved and
seconded to adjourn the meeting. Motion carried. The meeting was declared adjourned at 6:45 p.m.
S/Toni L. Hutchings, IAMC/CMC/CPFA
Secretary and Finance Officer
APPROVED:
S/Michael Delp
President Pro Tempore