HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2016-11-10
Thursday, November 10, 2016
Public Safety, Utilities 8:00 a.m.
& Public Works Committee Town Board Room
1. PUBLIC COMMENT
2. PUBLIC SAFETY
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Verbal Updates and Committee Questions.
3. UTILITIES
a) RECOMMENDATIONS TO THE TOWN BOARD
i. HDR Capital Project Engineering Expenditure Limit. Dir. Bergsten Supt. Boles
b) REPORTS
i. Verbal Updates and Committee Questions.
4. PUBLIC WORKS
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Town Hall Security Camera and Recording System Phase 1 Mgr. Landkamer
ii. Verbal Updates and Committee Questions. Dir. Muhonen Mgr. Ash
5. ADJOURN
AGENDA
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Memo
Utilities Department
To: Public Safety, Utilities & Public Works Committee
Town Administrator Lancaster
From: Utilities Director Bergsten
Water Superintendent Boles
Date: November 10, 2016
RE: HDR Capital Project Engineering Expenditure Limit
Objective:
Communicate transparently and ensure compliance with our purchasing policy by
requesting approval of expenditures with HDR Engineering exceeding $100,000.
Present Situation:
In 2013 we issued an RFP for on-call engineering services. HDR was one of three firms
selected as responsive responsible bidders with market competitive rates. In August of
this year the USDA Rural Development indicated grants and 40-year loans are available
for drinking water capital projects. The USDA estimates we have a four-year eligibility
window as our population growth will disqualify us from funding. We have begun capital
project scoping and engineering with HDR. Our 2016 expenditures with HDR will
exceed $100,000 with the addition of these projects.
Proposal:
We propose approval of expenditures with HDR, not to exceed $200,000.
Advantages:
• We will receive grant money to help fund this capital project.
• Engineering design of capital projects is a no-regrets activity since the plans can be
retained and used anytime in the future.
Disadvantages:
None
Action Recommended:
Staff recommends approval.
Budget:
No change to the approved 2016 budget is required.
Level of Public Interest
Low. Funding for this work is included in the approved 2016 budget.
Recommended Motion:
I recommend approval to the Town Board of HDR expenditures not to exceed $200,000,
to be included on the Consent Agenda at the November 22, 2016 Town Board meeting.
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PUBLIC WORKS Report
To: Public Safety, Utilities & Public Works Committee
Town Administrator Lancaster
From: Jon Landkamer, Public Works Facilities Manager
Date: November 7, 2016
RE: Camera and Recording System Phase One
Objective:
The Town staff have identified several issues and inadequacies in the existing camera
system in Town Hall. The long term goal is to improve and expand the camera and
recording system to improve security in and around Town owned buildings.
Present Situation:
The existing system in Town Hall is a mix of cameras and technologies. The system is
failing and in need of updating and improvement. Some of the cameras are coaxial
based and the recording system is not a roust unit. Without going into too much detail,
we have room for a great deal of improvement.
Proposal:
We are recommending that a new system be designed and installed, with Town Hall
being the number one priority. The RFP for this project was posted on Bidnet with a
distribution count of around 700 vendors. 25 people attended the mandatory pre-bid
meeting and site walk, and from this process, we received 8 qualifying proposals. A
committee of staff was formed to review the submitted proposals and the field of eight
was narrowed to two. The two firms were then asked to come for an interview and give
a proposal on their system and how it would benefit the Town. These interviews and
presentations were held on November 4, 2016.
Company Contact City Total Bid
Falcon Networks Robert Letson Broomfield $78,266.66
Inteconnex Todd Ritchie Loveland $77,709.78
Advantages:
Improved documentation of activities in and around Town Hall.
Increased security of Town Hall and associated internal functions.
Increased deterrent of vandalism and/or theft in and around Town Hall.
Disadvantages:
Disruption of operations during construction.
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Action Recommended by Staff:
Public Works is recommending that Inteconnex be awarded the project, with
negotiations of the construction agreement to maximize storage capacity for future
growth. A thorough process of contractor selection has been performed. Our decision
will likely carry us through several phases of work, and we should stay consistent with
the hardware to make the system function to its fullest potential.
Budget:
The preliminary budget for this project was set at $100,000 in 2016, with $26,000
proposed for 2017. Since the quotes came in significantly below the target budget,
Public Works would like to negotiate the agreement, to maximize the initial investment.
There are plans to add cameras at the Visitor Center and possibly the Transit Facility
Parking Structure in the near future and we would like to install equipment that will
adequately service this addition.
Level of Public Interest:
None
Sample Motion:
None
Attachments:
None
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