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HomeMy WebLinkAbout1998-11-16 Finance Committee MinutesFinance Committee Meeting Minutes November 16, 1998 Councilors Attending: Jun Tyler, Pat Blanchette, Gary Palmer, Joe Bedard StaffAttend'mg: Edward Bauer, Ron Heller, Pols Stumpfei, Norm Hemmum, Arthur Stockus 1. E.ecave Session: Land Acquisition q. Executive Session- Pmneiv Disrosition 3. Bids: m Cable Production Facility (Legal Department) WBGRof Bangor A representative from WBGR attended the meeting and showed the Committee a brief videotape of their facility operation. Ed Barrett commented that at this point there are questions about this proposed because WBGR was the only proposal received. One concern is that WBGR is located just outside of the City and far from its developed mea Staff would an the opportunity to talk further with WBGR Staffdid look m City owned facilities to try and locate something already ¢,)'sting but did not find anything that mWd be used. Erik SmmpfW suggests that ifan agreement is negotiated that it be only a one yeu Weemmt for l9W. The Committee drectedstaffto continue discussions with WBGR and to come back to the Committee with a one year agreement. b. Zero Turning Radius Mower (Golf Course) R.D. FaWimer of Brewer (M,609A0) The Golf Course purchased a mown in September and RD. Faulkner has agreed to sen the second one for the same price. The budget was originally based on the purchase of a more expensive mower. Staff determined that two much less expensive mowers would better meet the requirements ofthe Golf Course. Approved. C. Renovations of 51 Vacant Military Housing Units on Randolph Drdve/Maxwen Lane (Community Development) R & K Construction of Brewer and Intown Maintenance & Management of Orono There were five bids received. T.I. Manval originally recommended awarding the comma to both R & K Construction and Imowm Maimenance & Management because of the classmates of thebids. Dave Pellegrino explained that Ws can not be done. The low bidder has already made arrangements to buy supplies needed and the material can not be cutin halfwhile holding the contractor to the same prices. Dave's recommendation is to award to It d Construction asa primary contractor and (Mown Maintenance & Mansgemmt, as the back up contractor. Howard Weldon oflntown Maintenance & Management felt that R & K's bid was non- responsive. Dave indicated that was the appearance m the time ofbid opening since there was a request for two copies of the bid and R & K bad forgotten to put one price on the extra copy, but everydungwascompleteontheorigind. Staff feels that R& Kmetthe intent ofrequestforbid and the recommendation is to go with R& K for the primary contractor. Approved. d. Calcium and Magnesium Chloride (Public Services) W.H. ShurlleR of S. Portland ($5,700); Harcross Chemicals, Inc. of Westbrook ($3,576); and Chemical Solutions of Franklin, MA ($3,500) Award liquid calcium chloride services to W.H. Shurdef, the only bidder at 1.90 per gallon. Award the anhydrous calcium chloride to Harems Chemicals, the low bidder at $298 par ton. Award the liquid magnesium chloride to Chemical Solutions, Inc., the only bidder a $1.75 per Sagas. Approved. e. "U' Channel Sign Posts (Public Services) While Sign of Stillwater ($10,451) Recommendation to purchase the 1300 "U' channel sign ports from White Sign of Stillwater, the low bidder at $6.37 each for the 4' posts and $10.86 each for the 9' posts.Approved. E Plow& Wing Assembly for Case Loader (Motor Pool Department) H.P. Fairfield, Me., of Skowhegan ($16,997) Most of the City's plows are Frink brand plows and have been purchased from H.P. Fanfold for same years. The low bids were reviewed by Arthur Stockus and Bob Dawes. They are recommending that the City not buy the low bid item from Maine Municipal Truck and instead go with H.P. Fairfield primarily for quality and service concems. A representative from Maine Municipal spoke to the Committee about concerns with the recommendation. Maine Municipal Track guarantees that the Viking equipment bid will meet or exceed the performances standards of the Frivk equipment. Atwo-year warranty is oftered on their product line. Items are either in stock or Viking has a quick mm around time in getting the particular item. The initial installation is 2.3 weeks at the most, after the equipment is received. Maine Municipal Track is new to Maine within the past three years. Than expertise and the quality of the equipment is excellent. Councilor Blanchette commanded that in looking at a memo from Arthro Stoclma, he noted that in visiting Mame Municipal's site, there was a lank of inventory. It is crucial that if a track breaks down, that it be feed as quickly as possible. Pat asked if there was a reason why they didn't carry inventory here in Mame? It was explained that they as cuncr ly building thew inventory in Msme. The support from Viking to Maine Mmlcipal has been great. They have not had any problems in getting supplies. They do not have a big amount of storage space at ties tint; but this is being addressed. Arthro pointed out that his objection W purchasing Viking equipment has nothing to do with Maine Municipal Equipment. The problems are with Viking and their product. The represmmtive from Maine Municipal Equipment explained that they will do everything within their power to back up their equipment and take care of it on a finely basis. Councilor Tyler commented that he bas concent with the bid specification itself. Themisab)dderwhois contending that they most the specification requirements in the bid document. If this is true, are the bid specifications adequate? Dave Pellegrino answered that he agrees there are two responsive bidders. The suggestion was made to throw them out and redo the specs. Dave objected and would not do that because he felt that if the specs were re -done, there would be specs that brink would meet and Viking would not meet. This bid bas to be decided on the terms of the merits. Maine Municipal Truck Equipment is the low bidder, but additional concerns have been raised. Viking in the past has not Ixum great with service and quality. HP. Fairfield has been excellent in the past because they back it up. They take care of the service and than deal with the manufacturer. Arthur does art feel that Maine Municipal was the most responsive bidder The bid sheets were vague. City spe ificatiore were subjective on the part of Maine Municipal. References given by Maine Municipal Equipment for similar installations tamed out to be misleading. A representative from H.P. Fairfield explained that they have a large inventory of parts and ecimpssmt. They have road mechanics In theh employ to belp if the City needs help with servicing. The concentration is on support and service Approved recommendation to award to H.P. Fairfield. 4. 91 her Sine - Mewed Sewer Lien This workout agreement is for a matured sewer lien and outstanding real estate tures. Ms. Hughes has applied for a hardship abatement and the State circuit breaker program. Staff recommends a sir month workout agreement. By that time, staff will know what the taxes will be. At that time, it can be re -written to include any outstanding taxes. Approved. 5. Phyacal Damage Coverage for Certain City Vehicles Staff recommends purchasing physical damage coverage for some City vehicles. Someofthe vehicles are valued at $30,000 or more and the smallest dent can result in 44,000 to $5,oW worth of damage. The cost for this coverage is a Flat rate of $91/unit This applies to coWsion and comprehmsivecoveragewitha$250deductible. Committee rewnunends staff going forward and come back with a recommendation. :)iFR1AYi:Si#1R#>sVmd•IIf�:Lifd4Z•]i Mr. Donovan has asked on now into aworkout agreement to pay all the outstanding taxes for the above property. rhepayment would be $73.00 per month for 12 months. Approved. T 250 State Street - Workom Alugeme_nt Lary, and Dome Fieri curemly have a workout agreement and are asking that the bagoon be extended for mother 12 months. The payment would stay at $200 per month. They have kept up on thar current agreement and current taxes. Approved. 8. 279 Hammond Street - Tex Pavmeat Machiw Savings Bank has a first priority interest in the above property. They did not receive notice of the City's line on the property for FY96 and wish to redeem the property per their rights under Some law. The City must accept payment and quit claim back to Mr. Smith. The property is currently placarded and has code issues. Machias Savings Bank is prepared to loan Mr. Smith the necessary, amount to pay all outstanding tax balances and sewer balances due. This would amount to $6,400. After the amount are paid, Mr. Smith plans to sell the property and the new owners will clear the property for new development. Dan Wellington has indicated that if the new, owners do not clear the property, the City would be able to take possession by condemnation and clear it ourselves. This will be put on the next Council Agenda. This was tabled from the last meeting due to code issues to be looked at. This is for a matured 96 Gen towed as a 97 and 9g tax Gen and the first half of 99 as well as $746 in past due property taxes. There see 2, 2-erut buildings on one lot. One is completely placarded and the second is the residence. The ownere has begun work on one fothe buildings and is in the process of refinancing the property to address code issues. Staff recommends accepting the payment Approved. Ron Heller explained that staffwlG be issuing two series ofbonds. One series of $3.4 million -- under a standard type bond issue. The second series will he used to head both the housing purchase on Randolph Drive as well as the Pastern Maine Healthcare building on Sylvan Road. Staff will be trying to privately place the $14 minion with a local bank. [t would be a 3-4 year note with tM1em. A memo was provided to the Committee with more details on the bond issue. With no further business to discuss, the meeting adjoumed.