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HomeMy WebLinkAboutPACKET Public Works, Utilities and Public Safety 2016-03-10 Thursday, March 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. Patrol Car Replacement. Chief Kufeld b) REPORTS i. Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i. Light & Power Derrick Truck Replacement. Supt. Lockhart ii. Request for Additional L&P & Water Personnel. Dir. McFarland & Dir. Bergsten b) REPORTS i. Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i. 2016 Street Maintenance: Crack Sealing Contract. Eng. Stallworth b) REPORTS i. Snow Removal Costs to Date for 2015/2016. Supvr. Kearney ii. Verbal Updates and Committee Questions. 5. ADJOURN AGENDA POLICE DEPARTMENT Memo To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Chief Wes Kufeld Date: March 10, 2016 RE: Patrol Car Replacement Objective: Replace two Dodge Chargers in 2016 which were inadvertently excluded from the replacement schedule and fund. Present Situation: We presently have two Dodge Chargers that need to be replaced based on high mileage, maintenance and replacement schedule. These two vehicles were initially excluded from the 2016 replacement schedule. While these vehicles were not initially slated to be replaced, they should now be considered an ongoing vehicle line, for which the Police Department will provide annual funding to the Vehicle Replacement Fund. Proposal: Staff recommends replacing two Dodge Chargers in 2016, using fund balance from the Vehicle Replacement Fund. The Police Department will repay a portion of the funding to the Vehicle Replacement Fund through savings found in the 2016 Budget. Beginning in 2017, the Police Department will continue to repay the Vehicle Replacement Fund, and will also contribute to the replacement schedule of the new vehicles. Advantages:  Eliminating patrol cars with excessive mileage, wear and tear resulting in higher maintenance costs.  Staying consistent with our approved vehicle replacement schedule. Disadvantages: The Police Department would absorb a portion of the vehicle cost, $32,000 in 2016, which will be returned to the vehicle replacement fund. Action Recommended: Recommend Board Approval of the purchase of new vehicles to replace existing Dodge Chargers that are currently scheduled for replacement. Budget: The Police Department will borrow $32,000 from the vehicle replacement fund, order the cars and in turn reimburse the $32,000 this year utilizing existing budget. The vehicles would then fall into the normal replacement and budget schedule. Recommended Motion: I recommend approval of two vehicle replacements, to appear on the Consent Agenda for the Town Board on March 22, 2016. Light & Power Department Memo To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Joe Lockhart, Light & Power Superintendent Date: March 10, 2016 RE: Light & Power Derrick Truck Replacement Objective: Obtain approval for the purchase of a derrick truck to replace Truck 30. Present Situation: The 2016 Vehicle Replacement budget includes $240,222 for the replacement of the 2005 International Light and Power Bucket Truck, known as Truck 30. This truck is over ten years old and is within the replacement parameters of time and operation cost. The Light & Power crew looked at two companies who could meet our specialized needs, Terex and Altec. Quotes were received from the two vendors as shown below and are as follows: 2016 Altec Derrick: $240,228 (without customization and without trade in value) 2016 Terex Derrick: $259,408 (with customization) Trade in: $22,000 Total: $237,408 Proposal: Staff proposes acceptance of the bid from Terex for the 2016 customized derrick truck for $237,408. Advantages: The new derrick truck will improve reliability of the equipment and the work efficiency of our line crew. The City of Loveland let us test their Terex derrick truck and we found that it was a better built truck. The City of Loveland is now switching to Terex for all of their derrick trucks. Disadvantages: None. Action Recommended: Staff recommends approval of the purchase of the Terex derrick truck for $237,408. Budget: This is a planned and budgeted purchase. There are adequate funds for this purchase in the Vehicle Replacement Fund, account number 635-7000-435.34-42. Level of Public Interest Low, as not many of our customers follow the types of trucks L&P uses for power line construction and repair. Recommended Motion: I recommend acceptance of the bid from Terex for purchase of the derrick truck, to the Town Board, to be included on the Consent Agenda at the March 22, 2016 Town Board meeting. RE: Memo for staff addition ============= Over the past 5 years we've seen the growing backlog of work not getting done. We recognized a need to improve our organizational structure and work processes. Rather than hiring more staff into an inefficient environment we used those 5 years to implement organizational and process improvements.. For Information Technology we've increase efficiency by reducing the number of servers from 27 to 10 and replaced outdated hardware with modern hardware. (case in point our internal wireless system is now seamless throughout the organization). Light and Power has gone through a major restructuring. The Meter group previously had four staff now has two staff with temporary staff employed to address a backlog of meter change outs. Light and Power collaborated with Finance to create an electronic work order system which has increased our efficiency for projects and inventory tracking. A much needed division of labor in the Water Department was accomplished through a reorganization. Since then we've implemented a more stable treatment process (SumaClear 750), a more efficient location of our laboratory and the ability to begin developing distribution projects such as a valve exercising program. Our mapping system and scanning of documents are other examples that have improved our inefficiencies. Today we are confident the backlog of work is not due to our organizational structure or inefficient processes but rather because there are not enough people on staff to meet the growing expectations from customers, regulatory agencies and projects that improve our service quality and reliability. For five years we have struggled. Today we are asking for help. The memo in your packet describes in more detail specific areas where the backlog of work is growing and how additional staff will address it.   Memo Utilities Department To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Light & Power Line Superintendent Lockhart Water Superintendent Boles Date: March 10, 2016 RE: Request for Additional L&P & Water Personnel Objective: • Obtain approval to add three positions in Light and Power and three positions in Water. • Revise the Personnel Allocation Tables in the 2016 Budget book to accurately reflect current job titles, their quantity and these new positions. Present Situation: The growing workload in capital reconstruction, new development construction, support of private drinking water systems, regulatory requirements and initiatives to improve service quality and reliability requires the addition of personnel to the Utilities Department. These positions are not shown in the 2016 budget book’s personnel allocation tables. The associated funds, however, were included in the 2016 budget. Revisions to the personnel allocation tables are shown at the end of this memo. Proposal: To continue the same level of service and address the growing workload, Utilities proposes the following personnel additions: Light and Power: One each: Crew Chief, Line Equipment Specialist, Groundworker Water: Two Plant/Distribution Operators One part-time Administrative Assistant with benefits Light and Power In 2013 Light & Power began replacement of old infrastructure in-house to address power quality and reliability issues. Performing construction in-house has resulted in high-quality workmanship of our distribution system while saving money when compared to contracting the projects out. It also improves the crews’ knowledge of the system which improves our ability to troubleshoot outages and power quality issues. Over the last three years this has saved our customers approximately $1M. The savings have been used to increase the size of capital projects and begin new initiatives to improve our service quality (smart grid). Light & Power has also increased their scope of work on new developments. Starting in 2016 we are building what we own (figure 1). This increased scope brings us in-line with the practices in Longmont, Loveland and Fort Collins and ensures quality workmanship in our infrastructure construction. See explanatory drawing below. Figure 1, Change in Scope of Work for New Development Construction Trench, Conduit, Main Line, Transformer and J-Box by L&P Trench, Conduit & Service Line by Contractor Homeowner’s Responsibility 2016 L&P Builds It L&P Owns It Transformer Junction Box L&P’s Responsibility Homeowner’s Responsibility L&P’s Responsibility 2015 Main Line, Transformer and J- Box by L&P Transformer Junction Box All Trench and Conduit by Contractor Service Line by Contractor Contractor Builds It L&P’s Owns It This growth in workload, combined with the implementation of smart grid technology, frequently requires Superintendent Lockhart to work nights and weekends. The following three staff positions were added to the 2016 budget to ensure we stay ahead of the workload and continue providing the same high level of customer service. CREW CHIEF POSITION The Crew Chief position was vacated in 2013 by delegating field supervision to Lead Lineworkers. Over the past two years this has resulted in increased productivity and improved quality of our power line construction. The increase in productivity and resulting increase in workload has been good for our customers and crews. It has, however, revealed that several key tasks like planning future projects, taking calls from electricians and managing consultants are falling behind as Superintendent Lockhart, despite long hours, struggles to split his time between day-to-day operations, meeting customers in the field and checking in on the field crews. Supporting the day-to-day management of crews, responding to builders/contractors and reducing the number of direct reports will be accomplished with the addition of a Crew Chief. With this position in place Superintendent Lockhart will be able to better plan future projects and manage consultants and contractors. LINE EQUIPMENT SPECIALIST AND GROUNDWORKER The Troubleshooting/Work Order Crew is tasked with new development construction (i.e. capital additions). New development construction is time-sensitive as it impacts a developer’s construction schedule. To meet the required level of service often means pulling staff from our Large Projects Crews, thereby slowing down our construction progress. To keep up with this time-sensitive work the addition of a Line Equipment Specialist and a Groundworker are being requested. These positions will be added to the Troubleshooting/Work Order Crew. We do charge developers for this work. Adding these two positions will save developers money. Instead of using trained Lineworkers and Apprentice Lineworkers to trench and install conduit the new staff will complete this work. Salary and benefits for these two new positions will be offset by the increased revenues from developers. Our proposed organizational structure (see below) is consistent with Loveland Water & Power. A slight variation exists in that Estes Park will continue to outsource engineering services and continue our efforts to consolidate customer service initiatives with PRPA. This allows the Line Superintendent to serve in the same organizational position as Loveland’s Power Operations Manager. Please refer to Loveland’s org below. Water The Water Department has begun completing capital construction projects in-house to replace aging infrastructure. While planning for this future work we recognized additional staff would be required. Financial constraints delayed the staff additions until they could be included in the financial plan and updated rates which were approved by the Town Board in 2015. The budget included two operators and a part-time administrative assistant. STAFF FOR CAPITAL CONSTRUCTION AND DISTRIBUTION OPERATIONS AND MAINTENANCE: The addition of capital construction combined with new regulatory requirements for storage tank inspections, potential operations agreement with Prospect Mountain Water Company and the Health Department’s recommendations to begin a valve exercising program requires two additional operators. Capital construction is frequently stopped to complete routine operations and respond to urgent events such as leaks. PART-TIME ADMINISTRATIVE ASSISTANT: Administrative workload in the drinking water industry has grown exponentially over the last ten years. The addition of a part-time administrative assistant will reduce this workload on our existing staff. The position will also assist with tasks such as making POs, creating work orders from customer calls and updating/tracking records for compliance. These tasks are now performed by our operations personnel which is not a cost effective use of their time. The proposed organization chart is provided below. Advantages: • Cost effective use of staff: personnel trained and certified and compensated for operations of our infrastructure will no longer have to perform tasks which can be completed by more appropriately trained personnel. • Level of Service: we will be able to improve on the quality and reliability of our service. • Customer Service: response time to developers will improve. Disadvantages: • Staff growth is a serious commitment with the possibility of a reduction in force during an economic downturn. • Increased costs: this does increase our costs; however, the alternative is to lower our level of service and/or struggle to meet regulatory requirements. Action Recommended: Staff recommends approval of these positions to be included on the March 22nd Town Board Consent Agenda (see revised personnel allocation tables below). Budget: Light and Power Fund: $264,766 (salary plus benefits) Water Fund: $181,392 (salary plus benefits) Level of Public Interest Low, funding for these positions was presented during the public hearings for the 2016 budget. Recommended Motion: I recommend approval to the Town Board, to be included on the Consent Agenda at the March 22, Town Board meeting. LIGHT & POWER 2016 Budget as approved by Town Board in November 2015 Proposed Revisions Director of Utilities 0.58 Director of Utilities 0.58 Utilities Superintendent 0.00 Line Superintendent 1.00 Line Superintendent 1.00 Crew Chief 1.00 Crew Chief 1.00 Linemen 8.00 Lineworker - Lead 4.00 Lineworker 6.00 Groundworker 1.00 Groundworker 2.00 Material Mgmt. Specialist 1.00 Material Mgmt Specialist 1.00 Line Equipment Specialist 3.00 Utility Field Specialist 1.00 Utilities Meter Foreman 1.00 Meter Specialist 2.00 Meter Specialist 1.00 Meter Reader 3.00 Secretary II 0.70 Administrative Assistant 0.70 Secretary - shop 0.60 Admin Assistant - shop 0.90 Utilities Coordinator 0.80 Utilities Coordinator 0.60 Project Manager (Grant funded) 1.00 Project Manager (Grant Funded) 1.00 Facilities Manager 0.07 Facilities Manager 0.07 Town Clerk 0.48 Town Clerk 0.48 Deputy Town Clerk 0.48 Administrative Assistant 0.48 Administrative Assistant 0.48 Payroll/HR Technician 0.48 HR Generalist 0.48 Finance Officer 0.26 Finance Officer 0.26 Assistant Finance Officer 0.26 Assistant Finance Officer 0.26 Accountant II 0.26 Accountant II 0.26 Accounts Payable/Utility Billing Specialist 0.68 Accounts Payable 0.26 Utility Billing Specialist 0.68 Payroll Technician 0.26 Payroll Technician 0.26 Administrative Clerk I/II (2) 1.22 Administrative Clerk I/II (2) 1.22 Town Administrator 0.48 Town Administrator 0.48 Assistant Town Administrator 0.48 Deputy Town Administrator 0.48 Executive Secretary 0.48 Executive Assistant 0.48 Public Information Officer 0.48 Public Information Officer 0.48 Total 28.05 Total 30.89 WATER 2016 Budget as approved by Town Board in November 2015 Proposed Revisions Director of Utilities 0.37 Director of Utilities 0.37 Utilities Superintendent 0.00 Water Superintendent 1.00 Water Superintendent 1.00 Assistant Water Superintendent 1.00 Plant Manager 1.00 Water Plant Supervisor 1.00 Water Distribution Supervisor 1.00 Water Plant Operators 4.00 Operators 9.00 Lab Supervisor 1.00 Laboratory and Water Quality Supervisor 1.00 Lab Technician 1.00 Lab Technician (2017) 0.00 Municipal Service Worker 1.00 Cross Connection Control Sp. 1.00 Secretary II 0.30 Administrative Assistant 0.30 Secretary - shop 0.40 Admin Assistant - shop 0.10 Utilities Coordinator 0.20 Utilities Coordinator 0.40 Administration Assistant (part time) 0.50 Admin Assistant (part time) 0.75 Facilities Manager 0.08 Facilities Manager 0.08 Town Clerk 0.14 Town Clerk 0.14 Deputy Town Clerk 0.14 Deputy Town Clerk 0.14 Payroll/HR Technician/Secretary II 0.14 HR Generalist 0.14 Admin Services (new) 0.00 Administrative Assistant 0.14 Finance Officer 0.14 Finance Officer 0.14 Assistant Finance Officer 0.14 Assistant Finance Officer 0.14 Accountant I/II 0.14 Accountant II 0.14 Accts. Payable 0.23 Accounts Payable 0.14 Utility Billing Specialist 0.23 Utility Billing Specialist 0.32 Payroll Technician 0.14 Payroll Technician 0.14 Administrative Clerk I (2) 0.58 Administrative Clerk I/II (2) 0.58 Town Administrator 0.14 Town Administrator 0.14 Assistant Town Administrator 0.14 Deputy Town Administrator 0.14 Executive Secretary 0.14 Executive Assistant 0.14 Public Information Officer 0.14 Public Information Officer 0.14 Total 15.43 17.72 PUBLIC WORKS Memo To: PUP Committee Town Administrator Lancaster From: Kelly Stallworth, Public Works Pavement Manager Greg Muhonen PE, Public Works Director Date: March 10, 2016 RE: 2016 Street Maintenance Project: Crack Sealing Contract Award Objective: To get a recommendation for the Town Board to sign a construction contract for the repair and filling of cracks on the Town of Estes Park Road System utilizing the Street Improvement Fund in the 2016 budget. Present Situation: The Town of Estes Park Road System has not been crack sealed since 2012, and cracks are in need of filling in order to keep water from infiltrating and damaging the road base. On February 16, 2016 the Town of Estes Park put out a bid on the Rocky Mountain E- Purchasing System for crack sealing the Town of Estes Park Road System. The bid advertisement was open for two weeks, and the Town of Estes Park received five bids. After tabulating bids, the low bidder was found to be Superior Asphalt, LC of Magna, UT. A tabulation of the received bids is included below. Company Name Company Location Bid Amount Superior Asphalt, LC Magna, Utah $151,580.00 A-1 Chipseal Denver, Colorado $159,780.00 Goltz Asphalt Company Loveland, Colorado $178,500.00 Foothills Paving and Maintenance Wheat Ridge, Colorado $192,451.00 Straight Line Sawcutting Denver, Colorado $232,900.00 Proposal: The Public Works Department proposes to utilize the 2016 Street Improvement Fund for the repair and filling of cracks on the Town of Estes Park Road System. This will be accomplished by awarding the 2016 Street Maintenance Project: Crack Sealing contract to Superior Asphalt, LC of Magna, UT for the amount of $151,580 with Public Works having a spending authority of up to $200,000 to account for materials overruns. Advantages:  Key component in the 2024 STIP plan presented to the board on February 23, 2016.  Sealing of cracks in the Town of Estes Park Road System resulting in a slowing of the deterioration of the system. Disadvantages:  Temporary traffic disruption during the construction period. Action Recommended: Public Works staff recommends the 2016 Street Maintenance Project: Crack Sealing contract be awarded to Superior Asphalt, LC. Budget: 2016 Street Maintenance Project: Crack Sealing contract --$151,580 / 260-2000-420- 25-20 / Street Improvement Fund Level of Public Interest: High. The community is eager to see the tax initiative 1A funds put to work on street repairs. Recommended Motion: I recommend to the Town Board the 2016 Street Maintenance Project: Crack Sealing contract be awarded to Superior Asphalt, LC for the amount of $151,580 to be included on the Consent Agenda at the March 22, 2016 Town Board Meeting.