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
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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
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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.