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HomeMy WebLinkAbout1995-08-07 Finance Committee MinutesFinance Committee August 7, 1995 Minutes Committee Members Present C, Popper Acting Chair, J. Tyler. C. Sullivan (Substitute Member) Council Members Present G Baldacci T. Woodcock for item 10 Staff Present E. Barrett, B. Farrar, D. Pellegrino, D.Cyr, K. Gibb, M. Chalila, 1. Ring,, A. Stockus Others Present pressure Sadder, BDN, Ron Heller Incoming Finance Director Meeting was called to order at 5:01 p.m. 1. Bids a. Poplar Street Sewer Separation Project D. Pellegrino presented recommendation to award contract for Poplar Street sewer separation project to Lou Silver, Inc. of Orono, the low bidder at $154,044.55. L Tyler moved to recommend to the full Council the contract for the Poplar Street sewer separation project to Lou Silver in the amount of$154,044.55. Secondedby C.Sudivan. Passed. It. Paving & Rehabilitation of City Streets D. Pellegrino indicated that the bids had come in higher than the previous year, which appeared to be typical. He pressured recommendation to award contract for Paving City Streets to Lane Concoction of Bangor, the low bidder at $29.85 per ton (regular wage rates) and $30.30 per ton (Davis Bacon wage rates required by Commodity Development projects). He asked 1. Ring to provide additional information. L Ring confirmed that the cost was 20% higher than the previous year. Last years bid was low. So the increase is not unexpected. The bids received were consistent with prices received by MDOT. Looking at some additional options to decrease overall price, which would be reflected in change orders. L Tyler moved to recommend to the Pott council the contract for paving City streets to Lane Construction in the amount of$29 85 per ton (regular wage rate) and $30 30 per ton (Davis Bacon wage rate required by Community Development projects). Seconded by C. Sullivan. Passed. c. Playground Equipment - Park Woods D. Pellegrino explained that this was for the Park Woods, the additional housing units obtained by the City form the federal goverment. Stan Mose& Community Development, reviewed the bids and recommends to split the purchase between the low bidders but to purchase the more expensive equipment. The structure is more rugged and it is the same as what the City bas been Purchasing for the last 5-10 years. The purchase is recommended as follows, playhouse to Kimsco of Hancock, the low bidder at $2,810.10 and all other equipment to M.E. O'Brien & Sons of Medfield MA, the low bidder at 521,899.50. C. Popper asked whether the resilient structure used with sand or pea stove would be handicap accessible. IC Gibb indicated that based on the fmding source, it most be accessible. I. Tyler moved to award the purchase of the playhouse to Known in the amount of $2,810.10 end the remainder of the equipment to M.E. O'Brian & Sons in the amount of$21,899.50. Seconded by C. Sullivan. Passed. - d. Disposable Paper Produce D. Pellegrino captained that this was back due to the request to check with the school department, to determine their needs for the same paper products. He found that Orly 4 items were identical. One specific item would cost the City $29.00 where the School would pay $37.00. The bid was broken up by major category. He proposed that neat year the City and School make the effort to purchase more uniform products conducive to combining the two into one bid. He presented recommendation to award the bid as follows; for paper products, cups, glasses, lids and table clothes to Dennis Paper of Bangor, in the amount of $32,40932, for dimemare items and food wraps to Reed Distributors of Lewiston, in the amount of $?638.96 and for hash livers and miscellaneous items to Unisource of Bangor, in the mount of$4,43a 37. I. Tyler moved to award the bid for paper products, tops, glasses. Lids and table clothes to Dennis Paper in the amount of $32,409.32, for dirmerwme items and food wraps to Reed Distributors in the amount of $2,639.96 and for trash liners and miscellaneous items to Unisource in the amount of.M,438 37. Seconded by C. Sullivan Passed. e. Long Distance Telephone Service D. Pellegrino explained that it appears the savings by changing services would be dramatic. Cummdy, MCI Charges 20, and Teiestar proposes .139 mammon for interstate and intrastate calls. It would also establish call accounting. When this practice was abolished in the past long distance costs increased 25 - 30%. He estimates the change in carrier could produce savings up to 50%. He presented recommendation to purchase interstate and intrastate long distance services from Telestar Lon Distance of Bedford, M he most competitive proposer in the amount of $0.139 mandroum con per vmmttte and international long distance services from AT&T, the most competitive proposer at $0.536 to $1.211 par minute. C. Popper asked whether it would be necessary to install dialers. D. Pellegrino responded it may be necessary depending on the type of phone or those individuals would dial a different access number. C. Popper asked when this conversion would take place. D. Pellegrino responded by and of the month. 3. Tyler moved to award contract to Telesmr Lang Distance for interstate and intrastate service in the amount of $0.139 ma drrmm cost per minute and to AT&T for international service in the amount of $0 536 to $1 211 per minute. Seconded by C. Sullivan. Passed. 2, Additional Appropriation from the General Fund, Reserve for Capital Improvements to Capital Fund for Various Capital Purposes E. Barrett explained that this item was back for further discussion on 2 items separately identified on the agenda as items 6 & 7. He asked that this item be postponed until each item can be discussed. All agreed. 3. Amending Interest Rate on Downtown Assessments E. Barrett explained that the original order was in error, it contained the interest rate on overdue Downtown taxes from the prior yew. It should be 10 75% to =am consistent with the other Wes assessed by the City. 1. Tyler moved to recommend passage of a councd order amending interest rate on Downtown assessments. Seconded by C. Sullivan. Passed. 4. Request to Appropriate $2,900 from Contingency Account B. Ferran explained that in order to Comply with the OSHA requirements for blood born pathogens it was necessary to remove the carpet from opemtory at the Denml Clinic. When the removal was done, floor files were pulled up which led to asbestos exposure. The work went out tobidandhasbamperformed. Since time was ofthe essence, the work was performed prior to this request. C. Sullivan moved to recommend passage of a council order appropriating $2,800.00 from contingency to the Dental Clinic. Seconded by 1. Tyler. Passed. 5. Improvements to Sawyer Arena D. Pellegrino explained that the materials necessary for certain improvements to Sawyer had been ordered, received and in process of installation without following purchasing procedures. This work needs to be completed so that ice can be produced. The ice is necessary, for various overhead projects that must be completed before the rink can op sm C. Sullivan moved to pay the bill for the materials involved. Seconded by J. Tyler. passed. 6. Fax Machine for Fre Department. E. Barrett explained that this was an analysis of the amount requested under item 2 of the agenda. It was determined that a less expensive model could be purchased but it would not represent the bestvalue. There are more expensive models but the volume of faxes does not dictate that the need exists. Staff determined that the $1,000.00 requested is adequate. C. popper raised issue with the cost ofannual maintenance of $250. $300 as being high. D. Pellegrino indicated that most of the City's feces have been purchased through Transco and that Transco was looking into a blamktt maintenance contract for all City machines. C Sullivan moved to accept the $1,000 requested for a fee machine at the Fire Department as appropriate. Seconded by J. Tyler. Passed. 7. Telephone Systems far public Works & Heath &Welfare. D. Pellegrino explained that this was an analysis of the need to replace both phone systems at a costof $15,000 each. It was questioned whether tithe City would be able to replace one system at a time. He continued that one system breaks down 1 Q times a week the other breaks down once a month. The City needs to replace both. Health & Welfare has 40 phones and are connected with the Nursing Facility. He recommended that both systems be replaced and include the City Nursing Facility with Health & Welfare. He feels there would be adequate funding available. As a back up position, the Nursing Facility could be left on the old phone system. E. Barrett indicated staffs recommendation was to proceed with the replacement of Public works and Health & Welfare (including Nursing Facility if funds available) phone systems at a total appropriation of $30,000. 1. I. Tyle asked who would decide when way to proceed. E. Barrett answered that when the bids came back to Committee for approval, the decision would be made then. 7, Tyler moved to accept the $30,000 requested to replace telephone system at Public Works and Health & Welfare as appropriate. Seconded by C. SuWvan. Passed. 2. Making an Additional Appropritsion from the general Fund Reserve for Capital Improvements, to the Capital Fund. E. Barrett asked that now that the two items previously questioned have been resolved as items 6 & 7 of the agenda, that the whole appropriation requested be voted on. 1. Tyler moved to recommend passage of Couna7 Order 95-355 to the council. Seconded by C. Suilivm Passed. S. Gas Works Site Remediation K. G.bb asked that S.W. Cole provide additional design services for the environmental work necessary to redevelop the Gds Works site. SM Cole previously provided services associated with Phase Ito III of the project The design work would be funded by CDBG monies for a proposed budget of $12,000. 1. Tyler moved to accept the proposal from S.W. Cole for design services at the Gas Works site. Seconded by C. Sullivan. Passed. C. Popper asked if a not to exceed clause would be included is the contract K. GGbb responded yes as well as other specifications in order to Wafify for CDBG funding. 9. Review RFP for Collection Services D. Cyr presented a interim Plan to follow for collection services untl such time as the backlog is cleared. She asked that all overdue personal property accounts with a principal balance less thin $1,000 be sent to a collection agency. Also, that subsequently all other overdue accounts under $1000, except for real estate taxes be sent out for collection as well (NSF checks, accounts receivable and possibly some smallerjudgments). She also recommended that in general only items in excess of $1000 be seut to small claims court. But that staff would excessjudgment for smaller amounts. She asked for feedback on the RFP for collection activities. J. Tyler asked if it could be made clearer that accounts other than personal property taxes would be submitted for collection as well D. Cyr responded that currently based on volume and dollar value this is the mon pressing need. But, had indicated is the proposal that other accounts would be sent as needed. J. Tyler moved to common staffs intention ofissuing an RFP for collection services for items turned over to Treasury for collection. Seconded by C. Sullivan. Passed. 10. Review Sale Procedure for Surplus Fire Alarm Boxes E. Barrett explained that this was a follow up to ensure staff is complying with the councilor's wishes for the disposal of fire alarm boxes. Staffs current understanding is that the boxes and names of interested parties would be turned over to the Hose 5 Fire Museum. The museum would contact ell individuals to determine ifstt interested in boxes at a cost of $100. The museum would Nen hold a lottery to determine who would be able to purchase the surplus fire alarm boxes. Currently, it is recommeaded that 4 boxes be donated; I - Cole I d Transportation, 1- Hose 5 Fire Museum, 1 - Bangor Ifistorical Society, 1 - Tim Mullins Farr ly. Cole Land Traosportation Museum has indicated their desire to purchase two additional boxes for their display. The remaining units would be sold. From she proceeds, the amount of removal incurred by Public Works would be tushed over to the City. The remainder would be for the benehtofflemusenm. The cost of removal is approximately $6, 100 ofthat $2,700 represents Public Works and City Wide overhead. It has been suggested that at least the City Wide indirect cost be written off The MA City that had expressed initial interest countered $125 to our quoted price. I. Tyler expressed wncem over the fact that the City proposes to sell the boxes for $100 but the counter offer hour the municipality was $125 E. Barrett responded that this give area citizarne more chance of owning the boxes versus selling to a City in MA. C. Popper asked that staff contact the City in MA to determine if they, are still interested All councilors present were in agreement will the terms set out above. Adjotimed 610 p on Debbie Cyr Recording Seeretary