HomeMy WebLinkAboutCITY COUNCIL CABINETS 19941
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JEFFERSONVILLE
CITY COUNCIL CABINET'S
1994
PRIORITY AREAS AND GOALS
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TABLE OF CONTENTS
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TABLE OF CONTENTS
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1994 MISSION STATEMENT
KNOWLAND PRINCIPLE
ECONOMIC DEVELOPMENT .................................. SEC. STEVEN STEMLER
BUDGET \ FINANCE .............................................. SEC. BOB POTTER
GOVERNMENTAL \ COMMUNITY RELATIONS ........ SEC. PEGGY WILDER
TRANSPORTATION .............................................. SEC. BARBARA WILSON
ENVIRONMENTAL \ PUBLIC SAFTETY ................... SEC. DONNA FRANTZ
INTERIOR \ NATURAL RESOURCES ....................... SEC. BILL WOLPERT
LABOR RELATIONS ................................................SEC. ANDREW WILLIAMS IH
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MISSION STATEMENT
1994
MISSION STATEMENT
1994
THE JEFFERSONVILLE CITY COUNCIL
IS A BODY OF ELECTED MEMBERS IN
WHICH MEMBERS WORK TOGETHER TO
DEVELOP ORDERLY GROWTH AND ENHANCE
THE QUALITY OF LIFE IN THEIR CITY.
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KNOWLAND PRINCIPLE
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KNOWLAND PRINCIPLE
THAT THE JEFFERSONVILLE CITY COUNCIL
IN ALL OF ITS AGGRESSIVE UNDERTAKINGS
WILL PRESERVE THE CHARACTERISTIC OF
SIMPLICITY AND SENSE OF BELONGING
TO EVERY CITIZEN.
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ECONOMIC DEVELOPMENT
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ECONOMIC DEVELOPMENT
SECRETARY STEVEN STEMLER
ESTABLISH A "COUNCIL OF GOVERNMENTS" CONSISTING OF
APPOINTMENTS FROM THE SCHOOL BOARD, LIBRARY BOARD, COUNTY
COUNCIL, COUNTY COMMISSIONERS TO FOSTER REGIONALISM AND
ELIMINATE DUPLICATION.
FORM A "COUNCIL TO REVIVE DOWNTOWN" CONSISTING OF
APPOINTMENTS AS FOLLOWS: 3 CITY COUNCIL MEMBERS, THE MAIN
STREET DIRECTOR, THE HISTORIC LANDMARKS DIRECTOR, THE MAYOR,
THE JEFF-CLARK PRESERVATION PRESIDENT, THE REDEVELOPMENT
BOARD PRESIDENT.
UPDATE AND FOLLOW THE JEFFERSONVILLE COMPREHENSIVE MASTER
PLAN. INCLUDING ADDRESSING THE TWO (2) MILE FRINGE CONCERNS.
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IV. DEVELOP A BUSINESS PROMOTIONAL PACKAGE TO HELP FOSTER INNER
CITY COMMERCE WITH LOCAL BUSINESSES.
START A COMPREHENSIVE DRAINAGE EVALUATION PLAN TO ADDRESS
THE CURRENT AND POTENTIAL DRAINAGE PROBLEMS.
VI.
DEVELOP A "CITY OF JEFFERSONVILLE PROMOTIONAL VIDEO" FOR
INTERESTED BUSINESS AND INDUSTRY INTERESTED IN LOCATING.
COST OF PROMOTION SHARED BY THOSE THAT ARE PROMOTED IN
VIDEO. I. E. VOCATIONAL SCHOOLS, SCHOOL CORPORATIONS, REALTY
COMPANIES, ETC.
VH. ASSESS ANNEXATION PROCEDURES AND INTENT FOR FUTURE
ANNEXATIONS.
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BUDGET \ FINANCE
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BUDGET \ FINANCE
SECRETARY BOB POTTER
I. SECURE A STANDARD BY WHICH THE COUNCIL WILL FOLLOW
CONCERNING ADDITIONAL APPROPRIATIONS AND TRANSFERS.
H. EXPLORE ALL AVENUES FOR CREATIVE FINANCING AT LOCAL AND
STATE LEVEL.
III. DEVELOP A LIAISON TO FACILITATE ACQUIRING GRANTS.
IV. ORGANIZE A BUDGET PROCESS FOR PLANNED LARGE EXPENDITURES.
I. E. POLICE CARS, FIRE TRUCKS, STREET SWEEPERS, ETC.
V. ORGANIZE A "STREAMLINING" PROCEDURE FOR THE TAX ABATEMENT
PROCESS, ALONG WITH UNDERSTOOD PREREQUISITES FOR OBTAINING
AN ABATEMENT.
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GOVERNMENTAL \ COMMUNITY
RELATIONS
GOVERNMENTAL \ COMMUNITY RELATIONS
SECRETARY PEGGY WILDER
WORK TO DEVELOP PROGRAM FOR RESTORING COMMUNITY PRIDE IN
APPEARANCE OF BUILDINGS WITH EMPHASIS IN THE DOWNTOWN
BUSINESS DISTRICT.
H. CREATE A "CITY OF JEFFERSONVILLE TOURISM PACKAGE" TO FOSTER
MORE TOURISM TO EXISTING AND FUTURE SITES.
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ESTABLISH A "BUSINESS / INDUSTRY APPRECIATION PROGRAM" TO
VISIT EXISTING BUSINESSES FOR THE PURPOSE OF BETTER
COMMUNICATION AND TO SHOW SUPPORT.
IV. PROMOTE CITY OF JEFFERSONVILLE ON A REGIONALBASIS.
EXPLORE THE INTEREST FOR A "COUNCIL AFTER HOURS" TO ALLOW
LOCAL BUSINESS / GOVERNMENT TO MEET COUNCIL MEMBERs AND
INFORMALLY COMMUNICATE. MONTHLY
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TRANSPORTATION
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VI.
TRANSPORTATION
SECRETARY BARBARA WILSON
ORGANIZE AND IMPLEMENT A COMPREHENSIVE LOCAL ROADS AND
STREETS (L. R. & S.) RESURFACING / REPAIR PLAN.
SUPPORT A PRO-ACTIVE ROLE IN THE BUILDING OF THE NEW BRIDGE
IN THE EASTERN CORRIDOR.
PARTICIPATE IN THE PROGRESS OF THE GREENWAY PROJECT
CONNECTING JEFFERSONVILLE, CLARKSVILLE, AND NEW ALBANY.
ENHANCE THE EXTENSION OF THE COURT AVE. PROJECT THROUGH
LOCAL AND STATE EFFORTS.
REPORT "KIPDA" INFORMATION IMPORTANT TO 3EFFERSONVILLE AND
IMMEDIATE SURROUNDING AREA.
STRENGTHEN LINKS TO 'ACTIVITY CENTERS IN SEVEN (7) COUNTY
AREA.
VH. EXPLORE INNER-CITY TRANSIT FEASIBILITY.
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ENVIRONMENTAL \ PUBLIC SAFETY
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ENVIRONMENTAL / PUBLIC SAFETY
SECRETARY DONNA FRANTZ
ASSIST THE CLARK COUNTY SOLID WASTE BOARD IN DEVELOPING AND
IMPLEMENTING A RECYCLING AND COMPOSTING PROGRAM FOR THE
CITY OF JEFFERSONVILLE.
WORK TO CREATE A SAFE ENVIRONMENT FOR DOING BUSINESS
DOWNTOWN.
EXPLORE HAVING A POLICE ON FOOT PATROL IN INTENSE AREAS IN
COMMUNITY. WILL CREATE POSITIVE RELATIONSHIPS AND IMAGE.
WORK TO KEEP AND ENHANCE GREEN SPACE AND PUBLIC
ACCESSIB .ILITY TO THE RIVERFRONT.
PERFORM AN EVALUATION OF THE CITIES A.D.A COMPLIANCE
REQUIREMENTS.
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VI. INVESTIGATE FEASIBILITY OF CITY RAN AMBULANCE SERVICE.
VII. INVESTIGATE IDEA OF "POLICE SUB-STATIONS" VIA THE FIRE
STATIONS.
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INTERIOR \ NATURAL RESOURCES
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INTERIOR \ NATURAL RESOURCES
SECRETARY BILL WOLPERT
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I. PROCEED WITH IMMEDIATE IMPLEMENTATION OF RIVERFRONT
DEVELOPMENT MASTER PLAN.
IL PERFORM A FEASIBILITY STUDY IN HOUSE OF SMALL CITY OWNED
PARKS AND EVALUATE THE COST VERSES BENEFIT.
IDENTIFY VACANT LANDS \ PROPERTY IN DOWNTOWN AREA AND
PROPOSE A UTILIZATION PROGRAM FOR IDENTIFIED LANDS.
IV. EVALUATE SIDEWALKS FOR LIABILITY AND APPEARANCE PURPOSES.
V. UPGRADING OF ECONOMICALLY DEPRF~SED NEIGHBORHOODS.
I. E. LIGHTS, PAVING, SIDEWALKS.
VI. ORGANIZE A BOOKLET OF ALL CITY OWNED PROPERTIES.
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LABOR RELATIONS
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LABOR RELATIONS
SECRETARY ANDREW WILLIAMS III
EXPLORE OPPORTUNITIES FOR DOWNSIZING '*JOB ENRICHMENT" via
THROUGH ATTRITION.
II. INCREASE PRODUCTIVITY "SERVICES'' FOR TAX DOLLARS SPENT.
(Achieving the biggest bang for the buck.)
IMPLEMENT A PROACTIVE POLICY TOWARDS HEALTH MAINTENANCE
PROGRAMS. RESULTING IN PRODUCTIVITY HIGH, INSURANCE
LIABILITY LOWER.
IV. CONTINUE TO MONITOR EMPLOYEE BENEFITS AND COSTS.
V. REVIEW AFFIRMATIVE ACTION COMPLIANCE.
January 24, 1994
1994 STATE OF THE CITY ADDRESS
Ladies and Gentlemen of the Council, Mr. Spencer and concerned citizens of
Jeffersonvile. This is the "State of the City" address to inform each of you of the progress
and condition of our City in 1993 and a small preview of some things I believe can be
accomplished in 1994.
Before I go any further I would like to personally thank every City employee and
all of the citizens who serve as appointed members of the various boards and commissions
of the CitY, who have all helped me and the City throughout the last year.
GAMBLING.
The most widely publicized topic of 1993 was the referendum on riverboat
gambling. Because it was a County-wide issue the governing bodies of all the various
communities were involved in an effort to come to an agreement on how to best support
the referendum and distribute the revenue which was anticipated if it passed. Even though
the referendum was defeated I believe the solidarity shown by the various government
leaders in passing an interlocal agreement is commendable and shows that we can work
together when there is a need and a common goal. The fact that the referendum was
defeated shows that the people of Clark county are not quite ready to accept this type of
business in the area. In the American form of government the majority should and does
role.
I believe that each and every department of the City is operating better than ever
before. I'd like to take a minute and talk briefly about some of the highlights,
accomplishments and goals of the different departments:
POLICE.
Unfortunately the last year was one when the City saw a record number of
homicide cases. Our detectives have been kept busy investigating and participating in the
prosecution of numerous murders. These gentlemen are to be recognized for their efforts
and long hours spent keeping the criminals off of the streets of Jeffersonville.
The police department also demonstrated its professionalism in 1993 when a
standoff situation developed on Fulton street and an individual chose to fire on police and
citizens. The department secured the area. After nearly 50 shots had been fired at them
they were forced to return fire, resulting in the death of the assailant, which ended the
incident. It is unfortunate that the incident was one which ended in the loss of human life,
but that was a circumstance forced by the man who started the shooting.
On a higher note, two of our police offiCers accomplished something especially
noteworthy this year and I believe they deserve a little recognition. Officer Tony Grant
won honors as the strongest Policeman or Fireman in the USA at a powerlifting
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championship. Assistant chief Eider also represented the City well by attending and
graduating from the FBI academy at Quantico Virginia. These are only 2 examples of the
great men and women we have representing the City as police officers.
For 1994 I still feel it important to upgrade the decaying fleet of police cruisers.
The standards we expect our officers to maintain are not possible when they are forced
to use substandard equipment. I encourage the council to reconsider this situation in the
1995 budget which will be prepared this year.
FIRE.
1993 was a landmark year in the Fire dept. because Jeffersonville hired its fkst
female fire .fighter. It is hopeful that in 1994 we'll have a chance to hire another fire
fighter. I'm sure that adjusting to working conditions with women firefighters will be an
adjustment after years of an all-male squad, but our veteran fire fighters are being
gentlemen and are making that transition without any problem.
ADA.
In another effort to keep in compliance with the requirements of the Americans
with Disabilities Act Mr. Harold Lakeman has been hired as our ADA director. Mr.
Lakeman spends numerous hours on ADA related activities for the City. Jeffersonville
is moving as quickly as resources will allow to make be accesable to all citizens,
regardless of their handicaps or special situations.
ANIMAL SHELTER
In 1993 our animal shelter continued to perform their function well by controlling
the population of stray and loose animals and providing an adoption program for those
peole from our community who were seeking a pet. This was a landmark year for that
shelter because the facilities were upgraded, making it more secure, healthier and more
comfortable for the employees and animals there. These employees have one of the least
appreciated but most vital jobs in the City.
RECYCLING.
Les Kavanaugh, a qualified and experienced recycling director has been appointed
to oversee the City's participation in the recycling program which the City has chosen to
participate in beginning in 1994. He has been busy helping to coordinate that program
with the Clark County Solid Waste Management District, who is taking primary
responsibility for implementation of the recycling program in the major incorporated areas
of the county. This year it is expected that a composting program must be developed
because leaves, grass and other organic waste will not be allowed to be landfilled by the
end of the year.
STREET DEPARTMENT.
When I took office the City did not have a street sweeper that worked. Now we
have 2 which are on a regular schedule to keep our streets cleaner than ever before.
In 1993 a trash pick-up contract was executed with RUMKE which has saved the
City money on trash pick-up and freed up 3 additional men to work on streets and
drainage instead of picking up bulky items of trash. These 3 additional men mean better
roads for Jeffersonville.
My Street commissioner, George Trembly, has added a new dimension to the
department. His career in the military is evident in the way the department is now mn.
George is a boss who gets things done. The change in the appearance of the garage and
office are an indication of the change in the moral and efficiency of the department.
In addition to running the street department George has now been given
responsibility to supervise the vehicle maintenance department which is now being
directed by Mr. Mike Ewton. Restructuring at vehicle maintainance has allowed the City
to cut costs while at the same time hiring another full-time mechanic. Because of the age
of the City's vehicle fleet, that extra mechanic really is critical.
1993 saw the beginning of the Market Street rebuilding project. This year will see
the letting of the 2nd half of that project and the completion of that entire job. This
project will improve one of the busiest roads in Jeffersonville and should be a plus to our
downtown merchants and businesses.
Likewise 1994 should see the rebuilding of a big part of Riverside drive with new
Sewers, sidewalks and pavement. This move will set the stage for the riverfront
development project which was devised the first year of my administration.
Most recently, just a week ago, the Street depamment helped keep the City streets
passable during the record-setting snowfall and low temperatures. I especially appreciate
the dedication and efforts the street department employees who were responsible for that
feat.
SEWER.
In June 1993 the City lost its utility director. Since that time Mr. Larry James has
been managing the Sewer department, where a lot of good things are happening.
The new Sewer plant completed its certification period and has operated more
efficiently than anticipated. New techniques have minimized odors from the collection
system and plant and very few complaints are ever received. New technology in land
farming of sludge, the sewer plant byproduct, have reduced costs and made land filling
unnecessary. The new plant is just what the name implies, a water pollution control
facility.
One of the most exciting things which started in 1993 was the process for
contracting for Operations and Management services for the Sewer dept. I anticipate that
the City can save hundreds of thousands of dollars which can then be spent on
infrastructure improvements such as sewer line extensions and repairs. That process
should be complete about the end of April and cost savings this year should be substantial.
In addition to the treatment aspect of the Sewer department, the Sewage collection
office, which is managed by Jim Marra, has been doing an excellent job collecting
delinquent sewer fees. Delinquencies have reversed the trend and are being diminished
rapidly. Literally tens of thousands of dollars in delinquent fees have been collected,
making the need for an increase in the sewage bills unlikely in the near future. Likewise,
the successful sale of the old Sewer plant has made money available for extentions and
improvements to the Sewer system.
PARKS.
The Parks department has continued to surpass previous attendance records at its
public events such as Halloween in Warder Park and Christmas in the park. But the most
outstanding thing that the Parks department does is to provide a place for the youth and
adults of the City to spend good, clean time, at the old Fieldhouse. In addition,
negotiations are continuing with the Greater Clark School corporation to try and acquire
the Cordon Porter building, which could be used for a new Parks Office and a centralized
site for all of the different Parks programs which are currently scattered in different
locations throughout the City.
CITY ENGINEER
Breaking with the way things have been run, the City engineer and the Building
Commissioner are now different persons. Mr. Bob Miller was appointed as City Engineer
to allow more attention and expertise to be focused on the drainage problems within the
City. That move also allows the Building Commissioner, Mr. Bill Gavin, to spend more
time doing his job too.
Our new City engineer has continued to provide the knowlege and experience
which allows the City to perform many repairs and improvements without having to hire
a contractor to perform the work. In simple terms, Bob helps us get more of a bang for
our buck, so more problems can be solved with the same amount of money.
PLANNING AND ZONING.
With the responsibility of policing the 2-mile fringe area, our Building
Commissioner has added a tremendous workload. In 1994 the City needs to work closer
with the county in determining who has responsibility for different aspects of regulating
this important area.
(1-265 & Northpmt)
With the opening of 1-265, the development of the old Army ammunition plant, the
development of the Northport business park and the anticipated announcement of the
construction of the new bridge in the next few years, the East end of Jeffersonville will
show a surge of growth. I will be asking the Council to annex some key areas which are
developing to help insure orderly growth and so the City will play a part in the attraction
of new businesses. Studies have already been started to determine the best way to provide
sewers to these areas and a new masterplan is being developed for those sewer line
extensions. With the new jobs which are anticipated in this area, there should be an
increase of traffic, housing and demand for goods and services for existing businesses in
Jeffersonville.
(Maritime Center)
Several new businesses have broken ground and have either finished or nearly
finished construction of new facilities at the Maritime center. There are numerous new
jobs which are coming to Jeffersonville this year as a result of the incentives in the form
of temporary tax abatements supported by the administration and the Council. Several
other businesses have and are inquiring about moving to the Maritime Center or
expansions of their current facilities located there. For anyone who has not been to the
Maritime Center in the last year, you need to see what has happened there to appreciate
the progress which is occurring.
(Youngstown)
In the Business district, Mr. Jeff Agan has finalized his purchase of the old
Youngstown shopping center and is renovating it in such a way that he has already
attracted new business to an area which was fading away. He and his business associates
have big plans for the shopping center which may restore it to a premier shopping
location, like it was for so many years.
(Downtown)
Downtown has seen some excitement because of the riverboat gambling legislation,
and despite the failure to approve gambling there are exciting things happening. There
is a new Mainstreet director, the downtown merchants have taken a bigger-than-ever
interest in City government and the jewel of Jeffersonville, our riverfront, is on the verge
of improvement.
Not since the overlook was built has the City been able to secure a grant as
substantial as the community FOCUS grant which we now have for improvement of
Riverside drive and the adjacent park area. The department of redevelopment and its
director, Mr. Carrol Gowens, have been instrumental in helping develop and implement
the steps necessary to obtain that , as well as other, grants. As I said earlier, the
installation of sewers and sidewalks and the reconstruction of Riverside drive is just the
first step in realizing the completion of the improvements to the park area. This year I
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anticipate finding a revenue source to finance the other improvements in this area.
This year the City will hopefully secure a lease from a developer to provide a
steady source of income which will finance the improvements the citizens of Jeffersonville
have indicated that they want on the river. With the issuance of Jeffersonville's new
Corps of Engineers pemait just about 5 or 6 weeks away, this plan for developing the
riverfront is closer than it has ever been before.
COOPERATION
The City is at a turning point. There are many economic opportunities available
at this point. The City has an energetic and ambitious Council who has demonstrated that
they are willing to work hard to try and accomplish the things they feel are important.
Occasionally I have disagreed with the Council on some issues and legislation. I am not
apologizing for that because I have always done what I was elected to do - what I believe
is best for the City.
If the City is to make progress several things must happen: (1) I, as the Mayor and
Chief Executive, must continue to work hard to run the City day to day; (2) The
Council, as the fiscal and legislative body, must continue to work hard on budgetary
matters and matters of legislation; (3) Each of us must respect the authority of the other:
and (4) when an honest disagreement occurs it should be resolved in a straightforward
manner between the parties, and not in the media.
Many members of the press corp have no investment or vested interest in the City
of Jeffersonville. It is only a potential source of news. In the past, some media
representatives have given significant attention to trivial disagreements, while at the same
time they failed to report important actions. When we allow the disagreements of
reasonable women and men who are Civic leaders to be sensationalized it benefits those
who make headlines, but the City and its citizens suffer. As leaders we can help put an
end to this deceptive and damaging practice by dealing with problems face to face, and
not as a media event.
If there is a problem with the way the City is running the Buck Stops Here! I want
the chance to solve problems. That's why I ran for Mayor and that's why I was elected.
But, if the problem is never reported to me or the appropriate City official it can't and
won't be fixed. If there is a budgetary problem or a matter of legislation which needs to
be passed or repealed it needs to be brought to the Council. Communication is essential
to the proper functioning of the City government. My door is open and my phone number
is listed. I want to continue to be able to speak with an open mind with each
councilperson one on one.
Let's make a resolution at the beginning of this new year to put the interest of the
City before our personal interests. Let's put progress in front of individual pride. Let's
put aside our differences without compromising our beliefs and act like the statesmen who
were elected to our offices. By doing this everyone benefits and no one loses. If we don't
those who want to belittle Jeffersonville and who do not want us to succeed will be the
only winners.
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THE
RAYMOND J. PARKER, JR.
"BUDDY"
Mayor
CITY OF JEFFERSONVILLE. INDIANA
City-Counb2 Building
Jeffersonville, Indiana 47130
(812) 285-6400
FAX (812) 285-6468
CONTRACT OPERATIONS AND MAINTENANCE (O&ND SERVICES
FOR THE CITY'S WASTEWATER SYSTEM
SCHEDULE FOR CONTRACTOR SELECTION
Issue Request for Qualifications
Received Statements of Qualifications
· Evaluate SOQ's Received, Prepare Short List By
Short List Announced
Issued Request for Proposals
Receive Proposals
Evaluate Proposals, Presentations, Negotiations By
Announce Finalist
November 15, 1993
December 17, 1993
lanuary 7, 1994
January 11, 1994
January 14, 1994
March 18, 1994
April 23, 1994
April 25, 1994
ENTERING A NEW ERA OF COMMUNITY GROWTH AND UNITY
THE
RAYMOND J. PARKER, JR.
"BUDDY"
Mayor
City-County Building
Jeffersonvtlle, Indiana 47130
(812) 285-6400
FAX (812) 285-6468
CITY OF JEFFERSONVILLE, INDIANA
CONTRACT OPERATIONS AND MAINTENANCE (O&M~ SERVICES
FOR THE CITY'S WASTEWATER SYSTEM
COMPANIES WHICH SUBMITTED STATEMENTS OF OUALIFICATIONS
WW Operations Services
Wheelabrator EOS
OMI
ST Environmental
OBG Operations, Inc.
AmericanAnglian Environmental Technologies
EMC
Givens and Associates
Contract Management Services
Contract Operations, Inc.
Denotes firms that were short listed for RFP
FN:$OQLIST.PWP
ENTERING A NEW ERA OF COMMUNITY GROWTH AND UNITY
THE
RAYMOND J. PARKER. JR.
"BUDDY"
Mayor
JANUARY 14, 1994
BOARD OF PUBLIC WORKS AND SAFETY
CITY OF JEFFERSONVILLE, INDIANA
REQUEST FOR PROPOSAL
Cit~-County Building
Jeffersoffville, Indiana 47130
(812) 285-6400
FAX (812) 285-6468
The City of Jeffersonville (hereinafter "City") has received Statements of Qualifications
from firms (hereinafter "Contractor") interested in providing Contract Operations and
Maintenance (O&M) Services for the City's Wastewater System. Your firm has been
short-listed to submit a detailed cost proposal that may lead to final negotiations.
' Your firm is hereby invited to submit a detailed cost proposal as specified tlerein.
Detailed cost proposals for a three (3) year contract (with two (2) annual renewal
options) must be submitted. The cost proposals shall be limited to 25 double sided pages and
shall include detailed breakdowns of all cost factors and identify any terms which the
Contractor deems necess~, to provide the Services. The breakdown format included in this
rop_Lo_gg_~ must be used.
Only Proposals received on or before 4:00 PM local time on March 18, 1994 will be
given consideration.
SCOPE OF WORK
The scope of work includes, but is not limited to, full service contract operations and
maintenance of the following facilities:
1. A 5.2 mgd wastewater treatment plant, utilizing influent screening, grit
removal, extended aeration, clarification, disinfection/dechlorination, gravity
sludge thickening, aerobic sludge digestion, gravity belt sludge dewatering, and
either liquid or dried sludge disposal to landfill and/or land application.
2. The Wastewater collection system, including 28 pump stations, approximately
60 miles of sanitary sewers, and 25 miles of combined sewers.
3. Any collection system extensions, plant improvements, and other items, that
may be added to the existing system.
Full service contract operations means the Contractor employs all treatment facility and
collection system operations and maintenance staff, pays all chemical and power costs,
ENTERING A NEW ERA OF COMMUNITY GROWTH AND UNITY
performs all monitoring and testing,, completes a~d submits all required reports, and is
fully responsible for all aspects of facility management, operation and maintenance.
This contract does not include Engineering Design Services pertinent to Treatment
Plant expansions, collection system extensions, etc. It also does not include the Sewer
Ufility's billing office staff or any other City management employeeg. The Contract
does include all other Sewer Department personnel, Treatment Plant Staff, and Sewer
Maintenance staff.
PROPOSAL FORMAT
The proposal format and documentation shall be divided into three categories.:
A. General Information
B. Plan of Operations
C. Cost Analysis Proposal
These categories are detailed as follows:
A. GENERAL INFORMATION
Each Contractor must respond to each of the following questions or requests in a
clear and comprehensive manner, in the following order and format. -
1. Provide the full name~ tax identification number, and main office address of the
Contractor.
2. Identify when the Contractor's business was first organized and, if a
Corporation, where incorporated~ and how many years engaged in providing
Wastewater Treatment Contract Operations Services under that name or any
other name.
3. List all facilities where the Contractor currently provides O & M contract
services and describe three (3) comparable wastewater treatment contract
operations where the Contractor currently provides these services, including the
gross annual amount of each, the contract start and compledon dates, the name,
address, contact person, and telephone number of the owner, and the type and
size of the facility.
4. Has the Contractor. under it's present or any former name, been or is being
named as a defendant in any litigation brought forth as a result of any contract
operations for operation and maintenance? If so, name the party who brought
forth the litigation, describe the circumstances, and provide a copy of the
complaint filed against the Contractor.
5. Has the Contractor, under it's present or any former name, been or is being
fined or subjected to other enforcement action by any agency having jurisdiction
over labor laws? If so, describe the circumstances.
6. Has the Contractor, under it's present or any former name, been or is being
fined or subjected to other enforcement action by any agency having jurisdiction
over environmental, health,, safety, and welfare issues? If so, describe the
circumstances.
7. Has the Contractor, under it's present or any former name. ever been or is
terminated or replaced in a O & M contract services project?. If so, 'name the
owner and describe the circumstances.
8. Provide the names of any and ail subcontractors that the Contractor would
intend to use to perform any of the sorv~ces required under this agreement.
9. Describe the procedures and methods that the Contractor Will use in the
evaluation of current persorlnel.
All current personnel at the utility with the exception of the billing office staff,
which is not part of the contract, are to be employed for a period of at least
twelve (12) months, unless terminated for cause, or voluntary resignation.
10. State the number of employees you will retain on a full time basis to operate the
WWTP, Pump Stations, Collection System, the Industrial Pretreatment Program
(IPP), CSO monitoring, etc. over the three year contract.
11. The Contractor must show a record of financial stability and corporate
commitment to full contract services operations and maintenance ~0f municipally
owned wastewater treatment systems to include, but not limited to, a current
financiai statement, showing most recent 2 years.
12. The Contractor shail submit a sample contract containing, at a minimum, all of
the provisions set out in this RFP.
B. PLAN OF OPERATIONS
1. Provide a listing of the specific management personnel the contractor would
assign to the regular performance of this contract, and provide the background
and experience of those individuais. Resumes should be included.
2. Provide a detailed breakdown of the type and minimum number of positions
which will be used to provide the services requested.
3. The Contractor must describe their employee benefits program.
4. Provide a detailed plan of operations, specificaily addressing the various
components of how the system will be operated and maintained. This section
includes, but is not limited to a description of the following items:
a. Describe your overail program of preventive and corrective maintenance,
equipment repair and maintenance.
b. Your plan for prevention of and response to emergencies.
c. Your system for handling any and all complaints, problems and inquiries
by the City, government agencies, and by members of the public.
d. Your quality assurance/quality control program for the operation and
maintenance of the facilities.
C. COST ANALYSIS AND PROPOSAL
1. Def'mitions
a. Personnel Services:
Includes, but is not limited to: Salaries or wages, overtime pay, pay
differential, workman's compensation, longevity, unemployment
compensation, holiday pay, meal allowance, education assistance, medical,
dental plans, life insurance, retirement contributions, sick leave, and any
other costs directly attributable to employees.
The Contractor must provide existing plant employees with a combination
of salaries and benefits comparable to those currently being provided.
Employees will be protected from losing accrued vacation benefits.
Proposals shall include contractor's plan for employee retention and criteria
for pay raises and benefits.
b. Utilities:
Contractor shall furnish all utilities including but not limited to telephone
service, including telemetry, electricity, natural gas, water, and heating
fuels, and any other utility service.
The City is currently under contract with Planergy, Inc., which requires the
WWTP to be operated during peak demand periods by the generator in lieu
of PSI Energy, Inc. electricity. Income derived from this operation shall
continue to go to the City. A copy of this contract is available for
inspection.
c. Chemicals:
Includes all chemicals including but not limited to those needed for odor
control, disinfection, dewatering, chlorination, dechlorination, and plant
operation.
d. Equipment
Includes, but is not limited to, office equipment, laboratory equipment,
safety equipment, tools, communication equipment, maintenance equipment,
vehicles, mechanical eqmpment and manually operated equipment, and
depreciation of Contractor furnished capital. The Contractor shall provide a
detailed description of the type and quantity of capital that is provided by the
Contractor including its amortization schedule.
e. Materials andSu :'-lies:
Includes, but is not limited to, gasoline and diesel fuel, vehicle supplies,
vehicle accessories, office supplies, duplicating and photo supplies,
4
buildings and grounds maintenance supplies, medical supplies, laboratory
chemical and supplies, clothing and uniforms, maintenance supplies, oils.
grease, and other materials and supplies.
Includes, but is not limited to, solid waste sludge removal and disposal
equipment rentals, service agreements for equipment, temporary and/or
part-time help, legal fees, registration, dues, subscriptions, postage and
freight charges, advertising, printing and binding, vehicle insurance,
structures and equipment, and other, professional services.
Other: -'-
Includes any and ail expenses not identified in tiny other specific cost
category.
Repair and Renlacement:
The Contractor shail budgel a fixed annual amount of $100,000 for repair
and replacement. The Contractor's obligation will be explicit as to the
repair of the City's equipment and facilities. Such Repair and~ Replacement.
limit shail not include Contractor's labor. A specific method of decision
making concerning the use of these funds should be outlined. Detailed
records for ail expenditures must be maintained by the Contractor. Repair
and maintenance activities costing less than $1000.00 shail be considered
part of the Contractor's normal maintenance costs included under materiais
and supplies.
Any repair and replacement funds not expended during the year shall be
rebated in full to the City.
Proposal
The Contractor shail submit their cost anaiysis and proposai using the attached
form. All costs shall be identified to render a total proposed contract price for the
three year contract period.
COST ANALYSIS ANI~ PROPOSAL
EXPENDITURES YEAR YEAR YEAR TOTAL
I 2 3
=ERSONNEL SERVICES:
PLANT 0 & M $ $ $ $
COLLECTION SYSTEM O&M $ $ $ $
~TILITIES:
ELECTRICITY $ $ $ $
TELEPHONE $ $ $ $
WATER $ $ $ $
'GAS $ $ $ $
OTHER (DENTIFY) $ $ $
$ $ $ $
CH~-MICALS $ $ $ $
EQUIPMENT $ $ $ $
MATERIALS & SUPPLIES $ $ $ $
OUTSIDE SERVICES:
SLUDGE REMOVAL AND DISPOSAL $ $ $ $
OTHER (IDENTIFY) $ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
;~EPAIR AND REPLACEMENT $t00,000.00 $100,000.00 $100,000.00. . . $300,000.00
OTHER (IDENTIFY) $ $ $
$ $ $
$ $ $ $
$ $ $ $
$ $
TOTAL $ $ $ $
6
INFORMATION TO BE PROVIDED BY THE CITY
Each Contractor will be allowed a specific time to visit the facilities. Visits must be
scheduled by the Contractor in advance through the Technical Coordinator during the
proposal period of Sanuary 14, 1994 thru March 18, 1994.
During this same period, each firm will have access to data and documents pertinent to
this bontract. Documents which are available include, but are not limited to the
following:
1. Construction Plans and Specifications
2. Sanitary Sewer System Map
3. Operations and Maintenance Manuals
4. Process Flow Diagrams
5. NPDES Permit
6. Monthly Summary of Operation Reports
7. Other various reports, studies and pertinent documents relative to the contract.
8. A list of all Sewer Department and Plant staff personnel with job'classifications
that are a part of the contract.
9. Plant and Equipment Inventory
10. Pretreatment Program
1 I. Accounting balance and expense sheets
12. Planergy, Inc. Power Reduction Contract
The City will provide duplicate cop~es of any of the above listed documents, if
requested by the Contractor. All duplication, mailing and freight costs will be borne
by the Contractor. Allow ample time if these copies are requested. Delays in
obtaining document copies shall not be considered a valid reason for requesting time
extensions.
IV. REVIEW OF PROPOSALS
AIl proposals will be reviewed by the Sewer Utility Advisory Committee and the Board
of Public Works and Safety for completeness and responsiveness.
The proposal documentation is divided into three categories which are: General
Information, Operating Plan. and Cost Analysis. Proposals received will be evaluated
in accordance with the evaluation form attached to this RFP. Personal
interview/presentations may be required, It is expected that these interviews will be
scheduled in early April, 1994.
In addition to the information being submitted by the Contractor, the City reserves the
right to request additional information and to make an onsite inspection and evaluation
7
VI.
of any facility at which contract operations services are currently being performed by
the Contractor. The Contractor shall be responsible for providing a representative to
ac6ompany City 6ffiCials or their delegated representatives on any off,itc in~i3e~tion?
All 60sts for transpo/tfition and subsistence to inspect any facility incurred by City
personnel will be borne by the City of Jeffersonville.
SELECTION OF CONTRACTOR
The City of Jeffersonville regards the submission of the Cost Proposals as only one part
of the basis on which an evaluation will be made in order to select the firm whom the
City may select as a Contractor. THE COST PROPOSAL IS NOT A BID.
The City reserves the right to reject any and all proposals and is under no obligation to
award a contact.
GENERAL REQUIREMENTS TO BE CONSIDERED IN THE PROPOSALS
WHICH WILL BECOME PART OF THE CONTRACT
The Contractor's proposal shall reflect the following requirements. The proposals are
being requested for a complete Operation and Maintenance Management Contract,
'which includes all labor, materials, chemicals, supplies, utilities and any' other items
required to furnish a complete operation.
A. The current high standard of physical appearance of all the City's improvements
must be maintained. This includes odor control. No off-site odors will be
allowed.
The Contractor shall provide computerized mmntenance, process control,
management, reporting, records documentations, and laboratory management
systems.
The Contractor must maintain standard operating procedures and records for
each major piece of equipment. The Contractor shall provide the City with full
documentation that preventive maintenance is being performed on all City
owned equipment in accordance with the Manufacturer's recommendations at
intervals and in sufficient detail as may be determined by the City. The
maintenance program must include documentation of corrective and preventive
maintenance and a spare parts inventory.
The Contractor shall be responsible for maintaining all Manufacturer's
warranties on new equipment purchased by the City and assist the City in
enforcing existing equipment warranties and guarantees.
E. The Contractor shall comply with all operation permits, specifically h0ting
effluent quality and quantity, and monitoring/reporting requirements. The
Contractor shall furnish a data processing system and the administrative services
required to generate a process control system that furnishes complete and
8
Mo
No
accurate records for submission to IDEM and the gPA. The system should be
capable of readily providing historical data and trends.
The Contractor shall provide the City with a full accounting of all expenditures
and a log of all citizens complaints and maintenance activities oa fi monthly
basis. The monthly reports shall be detailed as determined by the City. The
Contractor shall also assist the City in the preparation of annual budgets.
The Contractor shall provide the City with a listing of any recommended capital
improvements the Contractor believes will be required for any of the facilities
covered under the Contract. The list shall be provided within the first 90 days.
The Contractor will not be released of his responsibilities to perform the
Contract if the recommendations are not implemented.
Capital improvements and replacement of capital equipment that the Contractor
deems necessary shall be presented to the City. If approved, the City will
make arrangements for the design and construction of said improvements.
The Contractor shall provide safety training for all employees.
The Contractor shall administer and continue all the activities Which are part of
the City's Industrial Pretreatment Program (IPP) including sampling, analytical
testing, and reporting.
The Contractor shall inspect all new sewer taps and assist builders in locating
existing sewer mains and taps.
The Contractor shall continue to visually monitor the combined sewer overflows
(CSO's) on a daily basis.
The Contractor shall participate in the implementation and completion of the
City's Infiltration/Inflow (I/I) reduction program's sump pump inspection
phase.
The Contractor shall assume responsibility for the payment of all utilities,
chemicals, supplies, spare parts, etc., as specified elsewhere in this RFP.
The Contractor shall be responsible for payment for the disposal of sludge
removed from the WWTP, including monitoring and measurement of the
percentage of solids and volume.
The Contractor will provide existing plant employees with a combination of
salaries and benefits comparable with those currently being provided.
Employees will be protected from losing accrued leave benefits. Proposals
Ro
should include Contractor's plan for employe~ pay raises and benefits. Group
Health Insurance must be provided for all full time employees.
Contractor shall provide insurance coverage for general and public liability,
truck and automobile, worknien's compensation insurance as required by the
State of Indiana, and professional liability coverage. General Liability coverage
shall be in the amount of at least $5,000,000. Professional Liability shall be in
the amount of at least $1,000,000. The City of leffersonville and the Sewer
Department shall be listed as additional insurers in the Public Liability Policy.
The City may maintain property damage insurance for ail City owned property,
including vehicles, owned by the City and operated by the Contractor under the
terms of the contract.
Automobile liability insurance for all vehicles owned by the City may be
maintained by the City, however, pursuant to paragraph Q above, the
Contractor shall bear full responsiblity for any damage caused to or by vehicles
operated by the Contractor or his employees.
The Contractor shall be responsible for any damages resulting '~o real and/or
personal property owned by the City of Jeffersonville or the SeWer Department
as a result of negligence by the Contractor or its Agents.
The Contractor must assume the cost of any fines or penalties levied against the
City for improper operation of the Wastewater Treatment Utility. This includes
liability without any dollar limit for the payment of fines and/or civil penalties
levied against the Contractor and/or the City by any regulatory agency having
jurisdiction as a result of failure to comply with the terms and conditions of any
duly authorized permit, court order, administrative order, law, statute,
ordinances, etc., for reasons resulting from the Contractors negligence during
the period of the Contract.
The Contractor shall indemnify and hold harmless the City of Jeffersonville, its
agents, officers, assigns, employees, etc.. from any loss or liability for claims,
damages and lawsuits from reasons resulting from the Contractor's negligence
during the life of the contract services. Such indemnification shall include, but
not be limited to, indirect consequential and pollution damages.
W. The Contract may be terminated by the City if the Contractor's level of
performance is unsatisfactory.
X. Any factors not mentioned herein which are relevant to the Contractors proposal
shall be included and mentioned.
VHL
ADDITIONAL INFORMATION REQUESTS
Should a Contractor find any discrepancies in or omission from this Request for
Proposals or should he/she be in doubt as to their meaning, the ConLractor shall at once
notify the Technical Coordinator. No oral interpretation or oral instructiofi Will be
made to any Contractor as to the meaning of the Request For Proposals. Every request
for such an interpretation or instruction shall be made in writing to the Technical
Coordinator at least fifteen (15) days prior to the date fixed for the opening of
proposals to be given consideration. Every interpretation or ins~'ucfion made to a
Contractor will be on file in the office of the .Technical Coordinator. In addition, all
addenda will be mailed to each Contractor receiving the RFP. All such addenda §hall
· become part of the RFP and all Contractors shall be bound by such addenda, Whether
or not received by the Contractor. The City of Jeffersonville and the JefferS0fiville
Sewer Utility Advisory Committee will not be responsible for any oral ins~roc~ions
and/or interpretation.
The Technical Coordinator is:
Jorge I. Lanz, P.E.
Jacobi, Toombs and Lanz, Inc.
120 Bell Avenue
Clarksville, IN 47129
Phone 812-288-6646
Fax 812-288-6656
PROPOSAL SUBMISSION
Interested Contractors shall submit Twelve (12) copies of the Proposal to:
Mayor Raymond L Parker, Jr.
4th. Floor, City-County Building
501 E. Court Avenue
Jeffersonville, IN 47130
Contractors may also submit a video tape (VHS format) of up to 30 minutes in duration
to complement their proposal. Twelve (12) copies should be submitted.
GENERAL CONDITIONS OF SUBMITTING PROPOSALS
The following general conditions shall apply to all Contractors and Proposals:
A. No Contractor shall be permitted to withdraw their proposal for a period of
sixty (60) calendar days after the proposal submission deadline date.
The Contractor agrees that in the development and operation of the project
proposed in the proposals it will not discriminate against any
worker/employee/customer because of race, creed, color, i'eligion, national
origin, handicap or sex: and will comply With all applicable federal, state or
local laws and regulations prohibiting ~uch discrimination. The aforesaid
provision shall include, but not be limited to the following: Employment and
11
upgrading, demotion or transfer; recruitment or recruitment advertising; lay-off
or termination; rates of pay or other forms of compensation; or selection for
training including apprenticeship.
C. The above conditions must be acknowledged in the proposal.
PROPOSAL EVALUATION FORI~
~Roj=OSAL EVALUATU::)N ~ORI~I
SEE EXAMPLES ON FOLLOWING PAGE
EXAMPLE
CALCULATION OF POINT AWARD
FOR PROPOSED FEES