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HomeMy WebLinkAbout2010-05-03 Finance Committee Minutes FINANCE COMMITTEE May 3, 2010 Minutes Councilors: Bronson, Weston, Blanchette, Palmer, Wheeler Staff: Cyr, Little, Moore, Hupp, Wardwell, Willette Others: Eric Russell 1. Consent Agenda Cyr noted that the first four items are routine. Regarding item e., historically the only time these issues arise is when it involves mobile homes. Over the years, the City has made a conscious decision not to foreclose on mobile homes because the cost of dealing with the particular piece of property far exceeds the loss revenue from taxes. These four mobiles fall into that area are older and are not saleable. The owners have moved out of the City without paying taxes. It would cost the City far more in staff time and effort to attempt to track the owners. The total tax write off for the four mobile homes totals $1,600. A motion was made and seconded to approve the Consent Agenda. a. Quitclaim Deed – 36 Allen Street b. Quitclaim Deed – 120 Cedar Falls c. Quitclaim Deed – 8 N Street d. Workout Agreement – 28 Williams Street e. Write off of Real Estate Taxes – 4 Mobile Homes Bronson noted that Wheeler was sitting in for the absent Councilor Nealley. 2. Bids/Purchasing a. Traffic Signal Equipment – Public Works – Various Vendors - $46,255.40 Cyr noted that this relates to the State/Hancock Street project, specifically the purchase and installation of poles, masts, arms, heads, wire and associated hardware. When the bid was issued, the City reserved the right to split the bid. The City would award to the lowest bidder for each particular item as follows: Highway Tech in the amount of $39,870; Trastar, Inc. in the amount of $2,138.40; Traffic Parts in the amount of $791 and General Traffic Equipment in the amount of $3,456. Cyr noted that this is part of a larger Maine Department of Transportation BACTS project whereby 90% of the funding will be provided by the State of Maine and the City will provide a 10% local match. Responding to Weston, Cyr said there was a $4,400 savings by going with multiple bid awards. In response to Bronson, Wardwell said that the multiple vendors are all using the same parts and should make no difference in the operational function and coordination of the signals. The City’s electrical division will install the equipment. b. Loam – City Wide – Gardner Construction - $14,500 Cyr noted that the City uses a significant amount of loam throughout the City for repairs from winter damage and for park maintenance for re-growing grass and planting. Staff recommends awarding the three-year contract to Gardner Construction in an estimated amount of $14,500. The estimated annual use by the City is 1,100 cubic yards at $14.50/yard. Gardner Construction was not the low bidder but the highest quality bidder. The difference between the low bid and Gardner Construction is $500 or $.50 per yard. Responding to Weston, Wardwell said that the RFP states that the City will inspect the product. In this case, the low bid contained more rocks than desired. Weston asked if this is common place in other areas as well, and Wardwell replied yes. Noting that no committee action was taken on item a), a motion was made and seconded to accept staff’s recommendation. A motion was then made and seconded to approve staff’s recommendation on item b). c. Request to Waive Procurement Policy – WWTP – Parts for Primary Clarifier Repair The Wastewater Treatment Plant is asking permission to waive the procurement policy in order to purchase parts for the primary clarifier directly from Polychem Systems, the original equipment manufacturer. Moore said that this is severe duty equipment that operates under water for the most part, and they have found problems with using equipment from different vendors; i.e. the equipment did not fit. Moore did note that wear strips can be purchased locally at $2,100 and the City will save $300 by using the local vendors. A motion was made and seconded to approve staff’s recommendation. d. Fairway Mower – Golf Course – Hammond Tractor - $30,000 Cyr said that this is primarily used to maintain and to cut the fairways at the Course. This purchase will replace a 1990 Toro unit, which is currently out of service requiring engine repairs and other repairs at an estimated $5,000. The recommendation is to purchase a 2008 John Deere 750. It is a demo model with 67 hours of use, and it has a one-year unlimited warranty. Weston noted that 16 bids were issued and 6 responses were received. Weston wanted to clarify that the local John Deere dealer had received the RFP. Cyr said she would check on it. Wheeler asked what would happen if the local dealer had not received the RFP. Willette said that golf course equipment is more specialized. Multiple vendors offer the same product or general line of equipment, some dealers have access to different types of equipment, but a larger dealer might have access to specialized equipment. Wheeler asked if this might be delayed for two weeks. Willette said it would pose some challenges in maintaining the fairways. Wheeler moved approval of staff recommendation and the motion was seconded. e. Pending Bids Parks and Recreation is requesting $70,000 to replace the current playground equipment at Coe Park using CDBG funding. The amount includes the removal and disposal of existing structures, preparing the site for installation, the purchase/ installation of a new structure, and the needed safety surfacing. This is the fourth structure that has been replaced using CDBG funding. Weston clarified that the $70,000 was earmarked in the FY10 budget. f. Overhead Exhaust Reels – Airport – Clean Aire Technology - $12,750 Cyr said that this will expand the current exhaust system in the GSE Shop. This is for the reels, the hoses and the necessary parts to outfit the entire work area. The recommendation is to award to the low bidder, Clean Aire Technology, in the amount of $12,750. A motion was made and seconded to approve staff’s recommendation. g. Ceiling Upgrades – Airport – Franck Acoustics - $14,520 Cyr said this is for the transit lounge in the International Arrivals Building at BIA. Currently, the ceiling is set up in a 2x4 grid pattern and is old and is sagging. The proposal is to remove the current tiles, insert cross t’s at the 2 ft. mark and go with a uniform 2x2 tile. Staff recommended awarding to Franck Acoustics, the low bidder, at $14,520. Responding to Palmer, Hupp said it is the original ceiling to that building. A motion was made and seconded to approve staff’s recommendation. h. Dock 12 Electrical Upgrade – Chris Rioux Electrical - $23,800 Cyr said that this is to replace the electrical system in Dock 12 at BIA. It is the original equipment dating back to the 1950’s. There are safety concerns as well as unique situations in that the electricity supply in that facility is three phase voltage, which is obsolete and requires special equipment to match the existing voltage. Bids were issued, 7 responses received, and the recommendation is to award to the low bidder, Chris Rioux Electrical, at $23,800. Cyr pointed out that the budgeted amount for this project was $140,000. Due to a slow business environment for this group of sub- contractors, the bid came in under budget. A motion was made and seconded to approve staff recommendation. i. Wireless Column Lifts – Automotive Garage - $30,476 Cyr said these are lifts for larger vehicles at BIA. Staff recommended award of contract to the low bidder, Automotive Garage, in the amount of $30,475. Bronson noted that the budgeted amount was $55,000. Hupp said that unit is hydraulic with no cables involved. A motion was made and seconded to approve staff recommendation. th 3. Final Report – 175 City Birthday Events th Palmer spoke about various events associated with the 175 City of Bangor birthday. A time capsule has been secretly placed within the City to be opened at the bicentennial in 2034. He reviewed a listing of expenses and revenues. The list was part of the Committee’s agenda. Under the Brady Gang posting, Palmer asked Cyr to move the Skyline Orchestra $300 from revenue to in-kind donation. Responding to Wheeler, Palmer said the event did receive some statewide attention. Palmer noted that coverage by The Edge and the Bangor Metro most likely garnered out of state coverage. Cyr said that periodic updates were done throughout the year regarding various events and she felt it was important to provide a closing report. Palmer recused himself from Item 4. 4. Executive Session – Hardship Abatement – 36 MRSA Section 841(2) A motion was made and seconded to move into executive session. 5. Open Session – Hardship Abatement Decision A motion was made and seconded to approve staff’s recommendation. Adjourned at 6:00 pm.