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HomeMy WebLinkAbout2010-08-16 Finance Committee Minutes FINANCE COMMITTEE August 16, 2010 Minutes Councilors: Bronson, Blanchette, Hawes, Palmer, Wheeler, Nealley, Weston Staff: Cyr, Wallace, Beaton, Ring, Willette Bronson noted that the printed agenda would be shortened due to a city manager candidate interview. 1. Consent Agenda A motion was made and seconded to approve the Consent Agenda. a. Quitclaim Deed – 14 Benjamin’s Way 2. Bids/Purchasing a. Dock 10 Heat Piping Upgrades – Airport - Mike Marquis Mechanical - $110,077 The bid is to replace all of the in-ground piping for the heating in Dock 10. The recommendation is to award to the low bidder, Mike Marquis Mechanical of Millinocket, in the amount of $110,077. A motion was made and seconded to approve staff’s recommendation. The item 0will be forwarded to full Council for final action. b. Union Street Pedestrian Improvements – Engineering – Gardner Construction - $82,530 Cyr noted that this is for construction of sidewalks on the left hand side of Union going towards out of town from about the I-95 up to Vermont Avenue. It is a state funded project with the City providing 20% of the funds. The recommendation is to award bid to Gardner Construction, the low bidder, in the amount of $82,530. Responding to Weston, Ring clarified that the project will actually start at Eddy Way which is close to th 14 Street. A motion was made and seconded to approve staff recommendation. The item will be forwarded to full Council for final action. c. Police Vehicles – Fleet Maintenance - Quirk Ford - $45,734 Cyr noted that Dawes had met previously with the Finance Committee to discuss the types of vehicle and equipment in need of replacement. This item is to replace two of the Police Department’s front line cruisers. The recommendation is to award the bid to Quirk Ford in the amount of $45,734. A motion was made and seconded to approve staff recommendation. d. Playground Equipment – Parks & Rec – Game Time c/o Marturano Recreation - $34,155 Cyr noted that the Coe Park playground equipment is in need of replacement. The current structure dates back to the 1980’s. Because of the park’s location, this upgrade is eligible for CDBG funding. The Parks and Recreation Department received proposals from 5 different vendors, many vendors offered two different options. The proposals were analyzed and the recommendation is to award the bid to Game Time c/o Marturano Recreation in the amount of $34,155. The budgeted amount set aside in CDBG funding was $70,000. There is additional work required beyond the purchase and installation of the new equipment. The current structure needs to be removed and disposed of and also some landscaping adjustments. In response to Palmer, Willette said that Coe Park is located between Ohio and Court Streets. In general terms, there is not any more or any less vandalism than some of the other City parks. There are structures from this vendor also at Williams Park, Second Street Park and Downeast School. Willette responded to Nealley speaking about the various aspects of the equipment and its evaluation. Willette said the lowest bid was not chosen due to the number of events offered versus the pricing. A motion was made and seconded to approve staff recommendation. e. Request to Waive Bid Process – Engineering Consulting Services – WWTP Cyr said that Moore came forward with a recommendation to put CH2M-Hill under contract for consulting engineering services as needed at the WWTP. CH2M-Hill has been a key consultant on a number of WWTP issues. They constructed the facility, helped the City through regulatory licensing issues, operational issues, etc. While the City would not be going out to bid for the service, the City does have consulting engineering services under contract for smaller type projects done under a competitive bid process. WWTP would like to contract directly with CH2M-Hill related to specific wastewater treatment plant operations, licensing type issues. This will only apply to small projects. As an example, for construction projects under a half million dollars. Bronson clarified that the $500,000 limitation is for the entire project. The funding source is WWTP revenue. In response to Bronson, Ring said that the City’s experience and the value received from CH2M-Hill have been excellent. The City is still dealing with EPA on the consent decree even though most of the projects are completed. It will be ongoing. Nealley noted Ring and Moore’s background with wastewater treatment facility. Ring clarified that to hire a consultant for these purposes actually pays for itself. Weston asked if there is a financial advantage to formalize the ongoing contract in terms of rates or value. Ring said the request is to have authorization to continue to work with CH2M-Hill as in the past which has a standard rate structure. There is no financial advantage to formalize the ongoing contract. Cyr said that the City is not allowed to enter into a contract for more than $10,000 without the Finance Committee’s approval. If an issue arises at WWTP, staff would like to be able to address it without coming back through the formal committee process. This request is asking to waive the formal bid process to retain consulting engineering services specifically related to the WWTP with CH2M-Hill. It provides flexibility. A motion was made and seconded to approve staff recommendation. Bronson asked if this is an open ended arrangement. The recommendation is to award a three-year contract with a three year extension. A similar contract has been in place with CH2M-Hill in the past. Cyr again clarified that it is specific for small projects. f. Update on Pending Bids The first item is party wall repairs at Norumbega Park on Central Street, a City-owned parcel. There is an exposed wall that is not an outside wall. It was the common party wall that existed between two buildings, one building being destroyed in fire a few years back. The common party wall is serving as an exterior wall to 30 Central Street, which was recently purchased. There are some issues with water seepage and leakage into the building tied to the party wall. The City would like to do the necessary repairs to the wall to waterproof and seal it to prevent further water penetration into 30 Central Street. It is the City’s responsibility. If the problem is corrected, the new owners of 30 Central Street will take over the responsibility and maintenance of the wall. It approved, the project would be funded by CDBG funding. Responding to Palmer, Cyr provided history on the property and the City’s ownership. The second item is to paint the fuel farm storage tanks at BIA. If was approved as part of the FY10 Airport budget. Staff wants to place the item out for bid. Palmer noted that Bangor could be marketed on the tanks. Weston agreed noting Boston’s experience with tanks. 3. Discussion of Potential Best Practices Workshop Due to scheduling difficulties, Bronson suggested this item should be postponed. 4. Overview of Honeywell Contract Due to scheduling difficulties, Bronson suggested this item should be postponed. 5. Order 10-280, Authorizing the Issuance of $1,636,000 of General Obligation Bonds Cyr noted that this is item is for the issuance of $1.6M in general obligation bonds. A number of capital items and purchases were discussed during the budget process and recommended for funding through the issuance. Items included fleet vehicle replacement ($386,000), salt dome roof replacement ($75,000), local share of BACTS projects ($200,000) and WWTP Operations Building HVAC replacement ($975,000). If rd approved by committee, it would go to Council on August 23 with a required public hearing. Bonds will be issued in January 2011. At that time, the City will be able to potentially look at refunding two debt issues. A motion was made and seconded to approve staff’s recommendation to full Council. Adjournment at 5:35 pm.