Loading...
HomeMy WebLinkAbout2011-11-07 Finance Committee Minutes FINANCE COMMITTEE November 7, 2011 Minutes Councilors: Bronson, Nealley, Weston, Durgin, Hawes, Palmer, Longo, Blanchette Staff: Cyr, Conlow, Dawes, Small 1. Consent Agenda a. Bids Awarded by Staff – October 2011 Security Systems Additions – Airport – Northeast Security Systems - $23,330 Cyr said this was a change that the Airport was able to obtain through TSA. All of the Airport’s lots must have access control. There were certain lots that the TSA required to be manned rather than by an automated system. The rule has now been changed and will allow the Airport to add them onto the gated security systems already in place. A motion was made and seconded to approve staff recommendation. The vote was unanimous. 2. Bids/Purchasing a. Vehicles – Fleet Maintenance – Quirk Chevrolet - $139,217 During the budget process, Cyr said the types of equipment and vehicles needed in the coming year were discussed. Staff budgeted for an unknown number of pickup trucks. Dawes looked at what was needed Citywide for pickup trucks and put together one comprehensive bid. A bid was put out for six different pickup trucks, some two wheel drive, some regular cab, some extended cabs, some four wheel drive. Five bids in total were received. When received, Dawes realized that the bid specs for the fifth item requested a two wheel drive vehicle and the City had intended for it to be a four wheel drive. In the front of the bid where a list of the vehicles was provided, it was noted as a four wheel drive vehicle. The overall low bid based on a two wheel drive pickup truck for item #5 was Quirk Chevrolet in the amount of $135,985. Staff returned to the low bidder, as allowed under the bid process, and pointed out that an error had been made. Staff asked for a price on a four wheel drive vehicle. Quirk provided a price of $25,781, which is lower than the two wheel drive vehicles for a number of the bidders. Staff recommended award of the entire contract to Quirk Chevrolet in the amount of $139,217. The difference between what is on the bid tab and the $139,217 is the additional cost incurred to convert that vehicle #5 to a four wheel drive vehicle. A motion was made and seconded to approve staff’s recommendation. Bronson noted that there was one not fully responsive bidder. The vote was unanimous. Blanchette asked Dawes about replacement police vehicles. Dawes noted that the City averages one or two broken back side window per week in the cruisers. Longo asked about shackles. Fleet Maintenance repairs the damage in the range of $600 to $1,000. The City has tried out the new Chevrolet but it is too small. Brewer has moved to the two wheel drive Tahoe. Dawes said he might be coming to the Committee with that recommendation. The vehicles are $4,000 to $5,000 additional cost. Responding to Longo, Dawes said that the City can only use severe service vehicles for the police officers. Conlow suggested that any discussion about handling of prisoners should include the Police Chief. b. Request to Waive Formal Bid Process – Bass Park – Buck Street Entrance Improvements Cyr noted that the Dutton Street entrance to the Civic Center is closed due to arena construction. It will be reopened during extremely busy times; i.e. basketball tournaments and Bangor State Fair. The lower Buck Street entrance will be the primary entrance. Staff would like to make improvements to allow two-way traffic, safe plowing, better pedestrian access, and right of way. Staff recommended widening the entrance to the maximum allowable width of 40 feet, removing some of the interior curbing to widen the turns, repairing or replacing the blacktop and removing tree stumps. Public Works crews were not available to do the work. Bass Park staff called three contractors for bids: Hughes Brothers, Gardiner Construction and Sargent Corporation. Staff recommendation is to award a contract to Sargent Corporation, the low bidder, in the amount of $14,418. Sargent is available to start immediately. Durgin asked and Small discussed various parking areas and the need of pot holes to be filled. Palmer discussed the Dutton Street widening. A motion was made and seconded to move staff recommendation. Weston said this will be one of two tournament seasons that will be served by the existing auditorium. Responding to Weston, Cyr said that the main issue is access and the improvements approved tonight will accommodate the access needs now and during future seasons. During the tournament and busy seasons, the secondary point of entrance will be opened. Weston spoke of the road between the track and the Civic Center entrance being very narrow and asked if it could be widened for the next 18 months even just by 4-5 feet. Palmer felt that Paul Bunyan should be lighted during the tournaments and suggested that Cianbro might provide the lighting. Longo asked about a barn across from Bass Park that is in deteriorating condition, and wondered if it could be demolished, place a fence in front of it, or talk to the owner. Conlow said that staff will look into it. Durgin asked about a one way in and one way out of the upper parking lot, which accommodates 60 or more vehicles. Cyr indicated that she will bring the questions raised to Dyer’s attention and forward his response to the full Council. Responding to Bronson, Cyr said that the City had appropriated funds for the past couple of years to re-patch the paving. It was never spent so the previously appropriated funds will be used for this project. The vote was unanimous. 3. Executive Session – 36 MRSA Section 841 (2) – Hardship Abatements (A) and (B) A motion was made and seconded to move into Executive Session. 4. Open Session – Hardship Abatement Decisions – (A) and (B) A motion was made and seconded to approve staff recommendation. Adjourned at 5:45 pm.