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HomeMy WebLinkAbout2013-11-18 Infrastructure Committee Minutes Infrastructure Committee Minutes November 18, 2013 ATTENDEES Councilors: Benjamin Sprague Pauline Civiello James Gallant Joseph Baldacci Neslon Durgin Gibran Graham Josh Plourde Patricia Blanchette Staff: Dana Wardwell Art Morgan Cathy Conlow Agenda 1. Update: Recycling (Memo and Quotes Provided By Public Works Director, Dana Wardwell Attached) Dana Wardwell stated there was recent discussion about single stream recycling and the request for proposals for curbside collection. They received to very favorable quotes from Pine Tree and Sullivan, also another quote from MRO, which was considerably more. For FY15 Sullivan quoted a weekly pickup for $144,988 (82,180 less than FY14 net recycling budget) and Pine Tree quoted for bi-weekly for $80,393 (146,520 less than FY14 net recycling budget). He would recommend a five year contract to either Pine Tree or Sullivan, once a decision was made to go weekly or bi-weekly. He also explained there would be no need for a new truck budgeted at $155,000, and both companies would make up the tonnage if the City were to be charged a penalty fee by PERC. In response to Councilor Durgin’s question of usage of bins or bags, Dana responded the residents would pay for clear plastic bags and stickers would be provided for their trash bins. Councilor Plourde asked if they would still provide the drop off location, to which Dana indicated they would. Councilor Plourde expressed they would not only be saving money, but providing more service and supported weekly pickup of the twenty items they would take. Councilor Blanchette preferred bi-weekly and suggested the need for educating the public. Councilor Graham suggested starting with weekly pickup and switch to bi-weekly later. He also asked if equipment and staff would be affected. Dana responded the current truck would need to be replaced and the loaders would also need to be replaced. The bailer would sell for a fair amount of money if someone was interested in the purchase. Regarding personnel, they could work the four positions into the Public Works maintenance side. Councilor Nealley addressed the costs and potential environmental concerns if the trucks were to run weekly as opposed to bi-weekly. Councilor Plourde concurred, bi-weekly was worth considering and also urged education aspect with mailings, etc. Councilor Durgin asked about the penalties from PERC if the City did not meet the tonnage required. Cathy Conlow explained the Municipal Review Committee (MRC) negotiated the penalties out because of a significant amount of communities converting and participating in the single stream program. She also stated they could request proposals on both the weekly and bi- weekly from companies that quoted, as one company only quoted on weekly and the other company quoted on bi-weekly, and the other company who submitted MRO, did not address all the items requested in the Request for Proposal. Dana stated the Finance Director preferred to go with the proposals already submitted, that each party would know what the other had bid and it would not be fair to go back out for a second bid. Councilor Gallant was concerned about the variable costs that are not always realized, such as under Note #3 on the provided spreadsheet regarding the size of cubic yard containers and the number of dumps per week, which could be different than listed. He would like to see a limit to increasing the number of dumps, for instance. Councilor Nealley didn’t realize, and was concerned about the variables as Councilor Gallant had pointed out. Cathy suggested compiling questions and offering the list to the companies and bring the answers to the Committee. Councilor Gallant expressed concern that neither bid equated to the other and was not comfortable with negotiating an open bid, and that they could not make decisions on the bids that were presented. Councilor Baldacci suggested Norm Heitmann, City Solicitor be consulted regarding the bid and concurred with the concern of variable costs and fair decisions of the bids. They have until July 1, 2014 before entering into a contract. Councilor Gallant suggested rejecting all of the bids and come back with new bids. Cathy stated they would converse with Norm and Debbie and come back to the Committee. Vote: No Action Currently Required. 2. Discussion: Vehicle GPS (Memo Provided by Public Works Director, Dana Wardwell Attached) Dana stated Public Works has historically been a leader in new technologies to work more efficiently. Twelve years ago they were one of the first departments to utilize ground speed control with computerized salt and sand spreading units. GPS has endless amounts of data that it could provide from tracking where the vehicle is, where and what it spreads, how much fuel is consumed, road temperatures, etc. The foreman, himself, and administrative staff would collect data for a year and use it to develop new procedures and focus on areas where they could save. Councilor Sprague was in favor of the efficiency and Dana being conservative on placing the units on only certain vehicles. Councilor Gallant and Councilor Plourde were also supportive. Councilor Nealley and Councilor Sprague noted that the trucking companies and the Housing Authority were already utilizing the system. Councilor Gallant moved for the expenditure of $6,390.65 to provide 15 GPS units on ten salt trucks, three sweepers, and two other units. Vote: Unanimous. Councilor Gallant motioned to adjourn.