Parks Committee

2021-12-01

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Agenda

[0:01] Consideration with possible action on the approval of a Hold Harmless Agreement with On Broadway, Inc., allowing On Broadway, Inc. to purchase light pole banners for Park crews to install in the R.O.W. throughout the Broadway District.
[0:36] Consideration with possible action on approving the purchase of a 270' Snow Tube Conveyor Belt Lift System from Magic Carpet Lifts/RMCE, Inc. for a total cost of $156,340.
[2:14] Approval of Minutes.
[10:12] Consideration with possible action on awarding the purchase of a Forestry Aerial Lift Truck to the lowest responsive, responsible vendor not to exceed $204,680.
[18:03] Director's Report on updates and recent activities of the Parks, Recreation & Forestry Department.
[18:31] Adjournment.
[2010:24:54] Roll Call.

Transcript

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[0:01] - I would move to approve.
[0:03] - Yeah?
[0:04] - Motion by Alder Gerlach to approve,
[0:06] seconded by Alder Wery.
[0:08] All in favor?
[0:10] - [Participants] Aye.
[0:11] - Opposed?
[0:12] Passes unanimously.
[0:16] - Can you repeat who made the motion and who seconded...
[0:19] - Alder Gerlach made the motion.
[0:21] Alder Wery seconded.
[0:22] - Thank you.
[0:25] - Though, Alder Wery was first, but he seconded.
[0:29] Never mind.
[0:30] - Ready for the next time.
[0:31] - It's a stretch.
[0:35] On to item two.
[0:36] Consideration with possible action
[0:38] on approving the purchase of
[0:40] a 270 foot snow tube conveyor built lift system
[0:45] from Magic Carpet Lifts RMCE Inc.,
[0:50] for a total cost of $156,340.
[0:54] Staff?
[0:55] - So, I've included in the agenda pack,
[0:57] at the quote that was submitted
[0:59] to us from Magic Carpet Lifts.
[1:01] So, in 2021, the city bonded $175,000
[1:05] for the purchase and installation
[1:07] of a snow tube conveyor belt lift system
[1:09] at Triangle Hill in the Baird's Creek Greenway.
[1:12] So, the current lift system that we have right now
[1:15] has a series of clips or hooks
[1:17] that's attached to a steel cable,
[1:20] and people sit down on the tube
[1:22] and they clip on to these hooks,
[1:25] which then carries them up the hill,
[1:27] as they're sitting on the tube.
[1:29] This system works better than the previous system,
[1:32] which in the past, we just had a rope that you had to
[1:36] hold onto as you went up the hill, and as you can imagine,
[1:37] a lot of people slipped as they were going up the hill.
[1:40] So, we've only had this system in place a few years,
[1:43] but we have run into several issues
[1:45] with this existing tube hill lift system
[1:48] that has caused us to reconsider purchasing a new lift.
[1:51] We did buy that previous lift,
[1:54] the one we currently have, used.
[1:56] So, it was a fairly economical purchase,
[1:58] when we acquired it a few years ago.
[2:01] So, as most of you know,
[2:03] we don't have snow making equipment at Triangle Hill.
[2:07] Therefore, we are reliant on Mother Nature
[2:10] and we can only open when there's adequate snow.
[2:13] But we've found with the current lift system
[2:15] is that it requires a large base of snow
[2:18] under the cable to operate properly.
[2:22] On nearly a daily basis, our staff does have to go out there
[2:25] and shovel snow onto that lift hill,
[2:29] just so that we have enough snow to open the facility up.
[2:33] In addition, if it reaches temperatures over 35 degrees,
[2:37] the snow becomes slushy
[2:39] and the lift system doesn't work properly,
[2:41] so we do have to shut down the hill
[2:43] whenever it reaches about 35 degrees,
[2:45] even if there's adequate snow on the hill.
[2:48] So, over the last three years,
[2:51] we do estimate that there were
[2:52] 46 days where there wasn't enough snow to sled
[2:57] or it was warm enough that you could still sled,
[2:59] but we had to close the facility
[3:01] just because the current lift system wasn't functioning
[3:04] 'cause of lack of snow or it was too warm.
[3:06] Thew new system that we'd like to
[3:08] switch to is a conveyor belt system,
[3:11] where the user stands on the conveyor belt,
[3:13] holding onto their tube rope,
[3:16] and then they ride it up to the top of the hill
[3:18] as they're standing holding the tube behind them.
[3:21] So, I research showed that this is
[3:23] quickly becoming common practice
[3:25] for most tubing and ski hills.
[3:28] Approximately five years ago,
[3:30] Kewaunee has a similar tubing hill system
[3:33] and they switched their lift system from
[3:35] a clip-on system to a conveyor belt system.
[3:38] We reached out to them
[3:39] and they love this conveyor belt system.
[3:41] They've indicated that this new system
[3:44] increases the lift capacity by three to four
[3:47] times the capacity of the clip lift system.
[3:50] So, you can actually get people up the hill much faster,
[3:53] with this conveyor belt system
[3:55] than what we have out there now.
[3:57] And I did go out to Kewaunee last year on my own,
[3:59] with my family, and I can attest to that.
[4:02] I only had to wait a few minutes at the most,
[4:04] even though there were huge lines.
[4:06] Whereas at Baird Creek, on a busy day,
[4:10] you could wait 15, 20 minutes to use the lift once.
[4:14] Which is frustrating to some people.
[4:16] And some people on nice days,
[4:17] they just choose to walk up the hill,
[4:19] instead of waiting that long for the lift.
[4:21] So, we did research this quite a bit
[4:25] to see what companies were out there.
[4:27] To get competitive quotes.
[4:29] And we only found two companies
[4:31] that provide this type of a system.
[4:34] And one of those companies is located out of the country.
[4:37] So, most of the tubing hills
[4:39] and ski hills we reached out to,
[4:41] by far, the vast majority of them have decided
[4:45] to purchase the system from Magic Carpet Lifts,
[4:47] which is a United States company.
[4:49] For the sole reason that they didn't want to
[4:52] work with a company from outside of the States.
[4:55] They were afraid of running into problems with tech support
[4:59] and also if the lift breaks down mid-season,
[5:02] and you have to order new parts,
[5:04] getting those replacement parts in a quick manner
[5:07] from overseas would be difficult.
[5:09] And we've run into those same situations
[5:12] with out rides at Bay Beach Amusement Park
[5:15] and we really do not prefer buying
[5:17] rides from overseas either at Bay Beach.
[5:20] So, we do have some experience with that.
[5:23] So, our preference is to do a sole source purchase,
[5:26] 'cause we were not able to find another
[5:27] company in the United States that
[5:30] provides a similar lift system,
[5:32] and every place we reached out to
[5:35] is very happy with this system that they have.
[5:38] So, like I said, we're proposing
[5:40] a sole source quote for this purchase
[5:43] and if you look at the quote summary,
[5:46] the quote came in $156,340.
[5:51] Which I believe also included the cost
[5:55] of a hand rail along one side, which is nice to have,
[6:00] so that somebody doesn't lost their
[6:02] balance as they go up the lift.
[6:05] So, this definitely fits in our budget of $175,000.
[6:09] We would use the remaining portion for installation costs.
[6:14] Our crews will be installing this,
[6:15] but we do have to make some modifications to the lifts,
[6:20] and the buildings that are there, and the electrical,
[6:23] in order for this new system to work,
[6:25] but we think we can still get it all done
[6:26] within our $175,000 budget.
[6:29] So, I would recommend approval.
[6:34] - Any questions or comments from anyone?
[6:36] Alder Wery?
[6:37] - Thanks.
[6:39] Director, is this for installation for this winter?
[6:42] - No, it would not be.
[6:43] The earliest that we could get the system is,
[6:46] I believe, in May is what the quote says.
[6:49] - Okay.
[6:49] - So, this would be for the next snow.
[6:51] - Oh yeah.
[6:52] - The next winter season.
[6:53] - Yeah, I can attest to the waits.
[6:55] We go there as much as we can as well,
[6:57] and I didn't know about the temperature
[6:59] and not being able to work it, which would make sense,
[7:01] if we drive by and see it's closed.
[7:03] Now I know why.
[7:05] Yeah, you can wait quite a while,
[7:06] waiting for things to get hooked up,
[7:08] so you can get pulled up.
[7:09] So, I think this might help increase attendance,
[7:12] if you don't have to wait as long
[7:13] to get to the top of the hill.
[7:15] I try to run up and beat it,
[7:17] but it can be a pretty steep hill.
[7:18] So, I never win.
[7:21] - Yeah.
[7:22] - I'm for it.
[7:25] - Any other questions, comments?
[7:28] My only one was when would it be installed,
[7:30] but that's been covered.
[7:31] So, I just wanna make sure.
[7:33] When you reached out to others who used this,
[7:35] they convey that the conveyor belt is the best way to go?
[7:40] - That's exactly right.
[7:44] - I'll take a motion...
[7:45] Oh well, actually it's kind of related,
[7:48] but not exactly on-topic, but I think I can squeeze it in.
[7:51] Snow making machine.
[7:55] Is it look like that will be happening soon?
[7:58] How expensive are they?
[7:59] - We are researching that right now.
[8:02] - Okay.
[8:02] - We hope to bring our research
[8:03] to a future capital improvement plan for discussion.
[8:07] Snow making equipment, what I can tell you about it,
[8:09] from the research we've found,
[8:11] is that each cannon costs about $25,000 new
[8:17] and I don't know.
[8:18] We would need several of them out at the hill.
[8:22] So, there's the cost for that
[8:24] and the big cost which has prevented
[8:29] us in the past was finding a water source.
[8:32] A lot of places use a pond as a water source.
[8:35] We can't get a pond there.
[8:37] So, we would either have to drill a well
[8:40] and get a pretty significant pump to pump water out,
[8:43] or we would have to rely on city water system.
[8:47] And pay for the water just using regular city water.
[8:50] Which is what we found out that
[8:53] the Packers do at Titletown.
[8:55] So, we've reached out to them to see
[8:56] how much money they spend on their water bills.
[8:59] We're hoping to get that information
[9:01] and then share it from there.
[9:03] But then on top of the snow cannon cost,
[9:07] you're gonna have to get some grooming equipment,
[9:09] which is a large tractor to spread the snow evenly
[9:12] and create sledding lanes though.
[9:14] And there's an additional cost to that.
[9:16] So, it's not a cheap endeavor to make snow.
[9:23] But we'll talk about it at a later date.
[9:25] - Oh great.
[9:26] Yep, yep, yep, yep.
[9:27] The Baird Creek, that wouldn't service somehow for water?
[9:31] - That is too far away.
[9:33] - Oh.
[9:34] - I don't see how we could feasibly
[9:35] pump water from the creek,
[9:36] and I don't know if we could get a permit,
[9:38] which would allow us to do that.
[9:41] It'd be difficult.
[9:42] - Okay.
[9:43] Thanks.
[9:44] Well, I took us on a sideshow.
[9:45] My apologies.
[9:47] Does anybody wanna make a motion to approve?
[9:51] - Approve.
[9:52] - Second.
[9:53] - Motion by Alder Weary to approve,
[9:54] seconded by Alder Gerlach.
[9:56] All in favor?
[9:57] - [Participants] Aye.
[9:59] - Appose?
[10:00] That passes unanimously.
[10:06] Are we ready for...
[10:08] - We are ready for the next item.
[10:10] - Okay.
[10:12] Item number three.
[10:13] Consideration with possible action
[10:14] on awarding the purchase of a four street aerial lift truck
[10:17] to the lowest responsive responsible vendor,
[10:19] not to exceed $204,680.
[10:24] Dan?
[10:25] - Yes.
[10:26] So, at the time we put the agenda packet together,
[10:28] we did not have the quotes in hand.
[10:30] So, that's why it was written as
[10:32] lowest responsive responsible vendor
[10:35] and not actually awarded to a specific vendor.
[10:37] So, bid opening for the quotes was yesterday.
[10:41] Today we were able to do some research
[10:43] and contact some of the low vendors
[10:45] and ask some additional questions.
[10:47] And about an hour before the meeting,
[10:50] I emailed everyone on the committee
[10:52] the summary of the bids or the quotes, for your review.
[10:57] For discussion today, 'cause we are able
[10:59] to make a recommendation at today's committee.
[11:02] Now, what I will do is,
[11:04] I will put up on the screen the quote summary,
[11:07] for those of you who have not had chance to see it.
[11:10] Is everybody able to see that on their screens right now?
[11:13] If not, I'll try to handle this a different way.
[11:16] - [Lynn Gerlach] Not yet.
[11:17] - [Randy Scannell] Nothing yet.
[11:18] - Okay.
[11:19] What I will do then is, I will share the screen with James
[11:24] and he will try to pull it up on his screen.
[11:28] Give me just one minute.
[11:49] Thank you.
[11:52] In just a minute, James should be able
[11:54] to pull it up on his screen hopefully.
[12:25] - Maybe we can act it out in charades.
[12:26] - Can you share the screen, James?
[12:28] For share screen.
[12:31] - [Man] Click on the share screen.
[12:32] - Or we could just open our email
[12:34] and look at it and you can talk about it.
[12:36] - Well, it would be good for the public, is the thing.
[12:39] If it wasn't in the packet.
[12:42] - You see a share screen at the bottom?
[12:48] - [Man] Now just click on the quote summary.
[12:51] - [Randy Scannell] Of course, I mean,
[12:51] it will be part of the packet for the council,
[12:53] so the public will get a good look at it then,
[12:54] if you can't get it going now.
[12:56] - There we go.
[12:59] See it now?
[13:01] - [Participants] Yep.
[13:02] - Okay.
[13:04] All right, so here's a quote summary,
[13:06] that was provided to us,
[13:08] and there were four vendors that quoted on this.
[13:12] Vendor one was the low quote, at $217,524
[13:17] and it went up to $233,137.
[13:23] After reviewing the quotes,
[13:25] vendor one we are not recommending.
[13:28] If you look at the bottom,
[13:29] the lead time for vendor one 960 to 990 days,
[13:34] which is close to three years to get that bucket truck.
[13:38] So, just for that reason,
[13:39] we're not recommending vendor one.
[13:42] Then we went to vendor two next.
[13:44] Their quote was acceptable,
[13:46] but they did have a few exceptions.
[13:49] So, their equipment was fine and quoted properly,
[13:52] but they had some exceptions.
[13:53] And one of the exceptions was the lead time.
[13:56] If you look at that, it says 360 plus days.
[14:00] So, we called and asked what that meant
[14:02] and what that meant is they can't commit to a lead time,
[14:06] but it's gonna be over 360 days.
[14:09] They said currently, their lead time is 450 days,
[14:13] but they cannot lock into a lead time date,
[14:16] until they're able to secure a chassis,
[14:18] which we don't know how long that would be.
[14:21] So, that's kind of a gamble with the lead time.
[14:25] Secondly, they did put a condition in their quote,
[14:32] that surcharges might apply at the time of the invoice,
[14:36] based on global economic conditions
[14:38] and supply chain availability.
[14:41] And the surcharge amount will be
[14:42] communicated approximately 30 days prior to invoicing,
[14:46] which is usually at time of delivery.
[14:48] So, that raised a red flag in the fact that,
[14:51] per this quote, they can charge additional fees
[14:55] based on the economy and availability,
[14:58] and we're not gonna know that
[14:59] until a month before it's delivered.
[15:01] So therefore, we did not feel comfortable
[15:03] with vendor number two for those two reasons.
[15:06] We then looked at vendor number three
[15:10] and we feel fully confident that
[15:12] their piece of equipment is adequate,
[15:14] will serve our needs, and met all of the specs,
[15:17] and they did not have any exceptions to the quote.
[15:20] So, we are recommending going with vendor three,
[15:23] through USSI Holdings Inc., for a total cost of $231,439
[15:32] and they are out of Appleton, Wisconsin.
[15:35] So, they are somewhat local.
[15:38] As far as budget for this,
[15:39] funding for the purchase will come from city bonding.
[15:42] So in 2021, we bonded for several pieces of equipment,
[15:47] to purchase forestry equipment
[15:50] and we would just like to change things a little bit
[15:52] differently than what we bonded for back then.
[15:54] And we're changing this primarily
[15:56] because of the new structure with
[15:58] the two new forestry two workers,
[16:00] that this lift truck will be more beneficial
[16:03] than what we requested funding for.
[16:06] So, we requested $180,000 towards the purchase
[16:10] of a Spider lift for the Forestry Department.
[16:13] And this is a specialty lift that
[16:15] just reaches out farther than a bucket truck would.
[16:19] But it's not a truck.
[16:20] It's just a lift that sits on a trailer.
[16:22] So, really the bucket truck is just a better fit
[16:26] for the staffing that we have set up for us right now.
[16:30] So, between that and the trailer for it,
[16:33] that's about $182,000 right there.
[16:37] We also requested $35,000 to buy a dirt screener.
[16:42] After researching that dirt screener,
[16:44] we found out that that really isn't going to work for us,
[16:47] based on what our assumptions were
[16:49] when we originally requested that money.
[16:53] And that leaves us about $10,000 short,
[16:56] and we are able to come up with that money
[17:00] because of recent purchases we did...
[17:04] Other equipment we purchased came in cheaper
[17:08] than what our budgeted line items were.
[17:10] So, all of the money is coming from
[17:12] the 2021 bond request for forestry equipment.
[17:17] It's just we're structuring a little bit differently,
[17:19] but we do have the money in hand.
[17:22] So, I would recommend approval of vendor number three,
[17:25] which is USSI Holdings Inc., for a total cost of $231,439.
[17:39] - Any questions, comments?
[17:43] - Move to approve.
[17:44] - Second.
[17:45] - Motion by Alder Wery to approve,
[17:47] seconded by Alder Gerlach.
[17:48] All in favor?
[17:50] - [Participants] Aye.
[17:51] - Apposed?
[17:53] I don't know why we need the air to lift the truck.
[17:57] Why do we want to lift the truck into the air?
[18:00] Aerial lift truck.
[18:01] Never mind.
[18:02] On to informational.
[18:04] - I do not have anything in addition
[18:06] to add from what's in the report.
[18:09] - Very good report.
[18:11] Any questions, comments?
[18:13] - I read it, it was good.
[18:15] - Okay, always.
[18:17] Take a motion to receive and place on file?
[18:20] - Sold.
[18:21] - Second
[18:23] - Motion by Alder Gerlach to receive and place on file,
[18:25] seconded by Alder Wery.
[18:26] All in favor?
[18:27] - [Participants] Aye.
[18:28] - Opposed?
[18:29] Okay, that is received and placed it on file.
[18:31] Our next meeting is December 15th.
[18:35] Same time, same back station, same year.
[18:39] And I'll take a motion to adjourn.
[18:44] - Move to adjourn.
[18:45] - Second.
[18:46] - Motion by Alder Gerlach to adjourn,
[18:48] seconded by Alder Wery.
[18:49] All in favor?
[18:50] - [Participants] Aye.
[18:51] - Appose?
[18:53] We'll adjourn it.
[18:54] Thanks, Dan.
[18:55] Excellent job everyone.
[18:56] When do we wanna get together for...
[18:58] - More fun.
[19:01] - Brian S.
[19:04] 5:30, 5:35?
[19:07] - Is Steve there?
[19:09] - Is Steve ready?
[19:10] - 5:25, according to Steve.
[19:12] - What is Steve... - I'm sorry?
[19:13] - What?
[19:13] - Director Grenier is requesting 5:35.
[19:16] - 5:35?
[19:17] - Yes.
[19:18] - Perfect.
[19:19] - Thanks again.
[19:20] - Thank you.
[19:21] - You too.
[19:22] - Bye.
[19:23] - Alder Wery?
[19:24] - Yes?
[19:25] - Did you hear about the ethics.