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HomeMy WebLinkAbout2010-12-06 Finance Committee Minutes FINANCE COMMITTEE December 6, 2010 Minutes Councilors: Bronson, Weston, Durgin, Nealley Staff: Cyr, Little, Cheverie, Caruso 1. Consent Agenda A motion was made by Weston and seconded by Durgin to approve the consent agenda items. The vote was unanimous. Bronson did ask Cyr about the source of funding for item f. Cyr said the City would be liquidating the Demolition Reserve, which had about $400, and the remaining funds will come from the City’s Landfill Reserve, which was first created when the City capped the Kittredge Road site. There was $10,000-15,000 left in that reserve to cover any unanticipated costs associated with the project. Bronson clarified that all of the consent agenda items were brought forward with staff recommendation. a. Quitclaim Deed – 21 Bragg Street b. Quitclaim Deed – 41 Davis Road c. Quitclaim Deed – 43 Davis Road d. Quitclaim Deed – 189 Falvey Street e. Quitclaim Deed – 44 Walter Street f. Resolve 11-020, Appropriating $5,000 to Demolish 4 Mill Street g. Workout Agreement – Lot 116 Birch Hill h. Workout Agreement – Lot 292 Cedar Falls 2. Bids/Purchasing a. Uniforms – Fire Department – Winterport Boot - $18,396 Cyr noted that this contract is typically issued for a three-year period. It was issued back in 2009 and the City was not receiving service from the vendor. The City ended the contract, went out to bid, and staff recommendation is to award this bid to Winterport Boot in the approximate annual amount of $18,396 and is included in the Fire Department’s annual operating budget. It is anticipated that this will be a three- year contract. Winterport Boot was the second lowest bidder, the difference in price being $167.50. Staff declared this to be a tie bid. In accordance with the City’s Procurement Policy, in the event of a tie bid, the bid is awarded to the local vendor. In response to Weston, Cyr said the City had difficulty with the former vendor in obtaining items. Items would be ordered and it would be 6-7 months without receiving the items. The City has the right to cancel a contract and did so. In response to Bronson, Cyr said the vendor who failed is American Uniform. Weston questioned the margin for a tie bid. Cyr said it had not been specifically defined because it varies from bid to bid. When dealing with a million dollar bid is $1,000 for intents and purposes a tie bid or is it $10,000? It is difficult to create an exact threshold. Both vendors need to be looked at as well as the scale of what is being awarded and make a determination. Cyr said it is subjective at best. Weston agreed the local is very subjective. Durgin made a motion to accept the bid of Winterport Boot for the amount of $18,396. The motion was seconded by Weston. The vote was unanimous. b. Update on Pending Bids Cyr said that the Airport would like to purchase cots to be used during emergency diversions or extended delays of military flights. The estimated cost would be approximately $15,000-$20,000. The purchase has not been specifically budgeted by the Airport but there are funds available in an equipment purchase account from prior capital projects. In response to Weston, Caruso said the cots would be used at the International Arrivals Building. Bronson asked the number of cots to be purchased and if there is an appropriate storage place for the units. Caruso has identified several areas within the IAB for storage of the cots. He estimates about 300 cots to be purchased. The cots meet specifications in terms of weight, size, ease of assembly and each would have an individual carrying case. Cyr said there is a 13 ft multi-plate culvert located at the ending and discontinued portion of the Sylvan Road. The culvert has deteriorated over the years and must be replaced. There is currently about $168,000 in the Penjajawoc Stream Compensation Utilization Plan Fees. The fees are paid by developers when coming into an area that has an urban impacted stream. This was a project envisioned in the City’s original plan for this area and staff would like to put the replacement of the culvert out to bid. Once the price is known, staff would bring an appropriation resolve forward for Council action. Durgin asked about the scheduled work plan, and Cyr said that staff would like to complete the project during this winter’s months. Cyr said the culvert is located in a section of road that is no longer used. The contractor will deliver and execute the entire project. Weston asked if it is necessary for the project to be completed quickly since it is not a used portion of roadway. Engineering is worried that the culvert will collapse. If so, there will be far greater issues to deal with including the EPA and DEP for blocking an urban impaired stream. In response to Bronson’s question about not replacing the culvert, Cyr said she will obtain additional information from the Engineering Department and get back to the committee. Cyr talked about a bid for an emergency operations vehicle which is used by the City’s Emergency Management Director. It is part of the Homeland 2009 Security Grant money and will replace a 2007 Tahoe that was purchased with Homeland Security dollars. The 2007 Tahoe will be given to a fire inspector position replacing a 1999 Crown Victoria which will be sold at auction. The unit is 100% covered by the grant. The emergency equipment from the existing Tahoe will be placed into the new vehicle. By consensus, the Committee agreed that staff should move forward on this item. c. Request to Waive Formal Bid Process – Power Cot – Fire Department Cyr said the request is to waive the formal bid process. The Fire Department did receive three separate quotes for a Stryker Power Cot used in ambulances. It significantly reduces firefighter injuries due to lifting manually operated stretchers. This type of stretcher has been used for about four years now with very few issues. It is now time to begin replacing the cots. The lowest responsive bidder was directly from the manufacturer which included a five-year warranty in the amount of $13,799.04. They are asking that the Finance Committee to allow them to waive the formal bid process, as three quotes were obtained, and award this contract to Stryker Power Cot. In response to Weston, Cyr said in the official bidding process all specifications would be issued and would ask vendors to submit information. It is a more formal process and would be open to anyone and everyone who wanted to reply. The Fire Department called three vendors asking for a quote for this particular item. Durgin clarified that this is directly from the manufacturer and not from one of the vendors. Because it is from the manufacturer, the City receives a better price. Cyr noted that $15,000 was appropriated as part of the FY11 budget and the quoted price of $13,799 is well within the amount. In response to Bronson, Cheverie said the weight capacity of the unit is 750 pounds. Weston made a motion to approve staff recommendation; Durgin seconded the motion. It received unanimous approval. 3. Executive Session – Hardship Abatement – 36 MRSA Section 841(2) A motion was made and seconded to move into executive session. 4. Open Session – Hardship Abatement Decision A motion was made and seconded to approve staff’s recommendation. Meeting at 5:30 pm.