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HomeMy WebLinkAbout2017-06-05 Finance Committee MinutesFINANCE COMMITTEE MINUTES June 5, 2017@5:15 pm Councilors in Attendance: Tremble, Weston, Nealley, Baldacci, Faircloth, Sprague, Graham, Perry, Nichols Staff in Attendance: Cyr, Conlow, Theriault, Caruso, Davis, Wardwell, Rudzinski, Linscott, Emery, Little 1. Consent Agenda a. Report of Bids Awarded by Staff — May 2017 b. Workout Agreement — 151 Cedar Falls Mobile Home Park — Murphy c. Resolve 17-184, Authorizing Acceptance and Appropriation of $12,000 in MDOT State Bond Funds to Partially Fund Acquisition and Rehabilitation of One Bus Motion made and seconded to accept consent agenda items, motion passed unanimously. 2. Bids/Purchasing a. Thermal Imaging Cameras — Fire — Harrison Sharder Enterprises LLC - $28,090 Motion made and seconded to award bid to Harrison Sharder Enterprises LLC. Motion passed unanimously. b. CCTV Services Carr Brook Subsection — Engineering - Ted Berry - $71,060 Motion made and seconded to award contract to Ted Berry, motion passed unanimously. c. Broadway Resurfacing — Engineering - Lane Construction - $986,124 Staff reviewed the current shortfall in BACTS funding available for this project as well as the plan to release funds from other BACTS projects and request the excess funds be reallocated to this project. In the meantime, in order for this contract to move forward, the City must commit to the additional amount, which is available within the Broadway Corridor account. Council asked what mobilization means — it was explained that this is essentially a fee to gear up for the work as well as a way to provide cash flow for the job. Council asked what the determining factor is when awarding a bid this close. Staff indicated that as our experience with both vendors has been excellent, in the case it is low bid. Motion made and seconded to recommend award to the City Council. Motion passed unanimously. d. Request to Approve Certain Services and Waive Bid for Required DOT Testing — Warren Miller and Cianbro Staff explained that this test will be scheduled for off hours as it will involve closing of Maine Avenue. Motion made and seconded to approve consultant expenses and waive the bid for the testing costs. Motion passed unanimously. e. Request to Waive Bid Process — Sound Monitoring — Acentech - $18,900 Motion made and seconded to waive the bid process. Motion passed unanimously. f. Request for Contract Extension — Listing Agreement — Epstein Commercial Real Estate Motion made and seconded to extend the contract for an additional year. Motion passed unanimously. g. Acquisition of Black Bear Shuttle Bus — Community Connector Staff reviewed the request from the Town of Orono and the University of Maine to acquired a used bus for the Black Bear Shuttle service. A member of the public inquired about acquiring public transit vehicles that were not diesel powered. Staff indicated we had looked at compressed natural gas, but that would require a significant investment in the maintenance facility. The City had also looked biodiesel as well as propane, but both presented issues during winter months. Motion made and seconded to acquire the bus. Motion passed unanimously. h. Park Street Retaining Wall — Engineering — Sargent Corporation - $1,079,041 This project was put out to bid by the City of Bangor as a Design -Build project with the intention that the responding firms would include both professional design engineers and a Contractor to develop a design to repair and/or replace the existing Park Street retaining wall. This design would have to address the many challenges associated with the project which include maintaining access to businesses along Park Street, minimizing impacts to utilities buried within Park Street, minimal space between the wall and City Hall, and trying to complete the project in a timely manner. The City hired FGS-CMT in 2015 to complete some initial geotechnical investigations to evaluate the stability of the wall, the material behind the wall, as well as provide some preliminary recommendations to repair/replace the wall. The two most competitive proposals were submitted by SE MacMillan and Sargent Corporation. Each respondent proposed a different approach, MacMillan was a segmented block wall that significantly expand the footprint of the wall and Sargent was a shotcrete method — where soil nailing is utilized, followed by rebar and "spray" concrete finish. After reviewing the specifications submitted, staff recommendation was to award the contract to Sargent Corporation/CES/Geostabilization International. The recommendation was based on the following; the Sargent team includes professionals that are familiar with the process and materials necessary for assisting the project through the Planning Board and HPC processes. The shotcrete wall repair will not require a significant reduction in the available width between City Hall and the wall, and this approach has less impact on construction schedule, utility and traffic impacts on Park Street. Once a recommended vendor was selected Staff worked with the team to review options related to the finish, Staff requested the team provide pricing for the shotcrete stamped finish is preferred, this was preferred over the segmental contract block wall. Representatives of both S.E. MacMillian and Sargent Corporation presented their opinions on the recommendation and project. Councilors requested that staff provide additional written documentation regarding each proposal as there were many questions; would one solution require more work in the roadway, relocation of utilities would the proposed finish last for 75 years, what is the life of segmental block, etc. After much discussion, understanding that this contract will be reviewed at Monday's Council meeting (with additional information requested of staff), a motion was made and seconded to recommend contract award to Sargent Corporation, The motion passed 4 — 1 (Councilors Sprague, Nealley, Faircloth, Weston in favor, Councilor Tremble opposed), 3. Request to Write Utility Converted Balance Staff reviewed the issue with a property was previously had two meters, one of which had been removed a few years earlier by the Water District, During the separation of the billing, the unpaid amounts on the meter that had been removed remained. When the property was purchased this amount was not provided as a payoff to the new owner. Since taking ownership all other amounts have been paid in full in a timely manner. Staff recommendation is to write of the converted balance from the meter that had been removed. Motion made and seconded to approve the write off, motion passed unanimously. Meeting adjourned 6;29 pm