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Home My WebLink AboutMINUTES Public Works Committee 2007-04-12RECORD OF, PROCEEDINGS Town of Estes Park, Larimer County, Colorado, April 12, 2007 Minutes of a Regular meeting of the PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held at Town Hall in said Town of Estes Park on the 12th day of April, 2007. Committee: Chairman Levine, Trustees Blackhurst and Homeier Attending: All Also Attending: Town Administrator Repola, Deputy Town Administrator Halburnt, Acting Public Works Director Goehring, Supt. Mahany, Planner Alison Chilcott, Deputy Town Clerk Deats Absent: None Chairman Levine called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None RIVERSIDE PLAZA TREE PROJECT PHASE 111— REQUEST APPROVAL. In 2007, $10,000.00 was budgeted in the Conservation Trust Fund for Phase III of the Riverside Plaza Tree Project to remove trees and replace damaged, uneven pavers that have been disturbed by cottonwood tree roots, weather, and wear, in order to improve pedestrian safety. Estes Valley Home and Garden Center, Inc. was the only contractor who submitted a bid to do the Phase I and Phase II work in 2005 and 2006, and was awarded the contract. At that time, Mike Atkins, owner of Estes Valley Home and Garden Center, Inc., indicated he would try to keep his price at the same level for the Committee's consideration throughout all phases of the project. M. Atkins, Inc., (formerly known as Estes Valley Home and Garden Center) was the only contractor to submit a bid on the 2007 phase of the project. Cost comparison for each phase is listed below: Phase I — 2005 (total cost: $10,000.00) Area: 1,474 sq. feet (22 ft x 67 ft) Trees removed and replaced: 4 Cost per square foot: $6.78 Phase II — 2006 (total cost: $7,500.00) Area: 1,512 sq. feet (28 ft x 54 ft) Trees to be removed and replaced: 5 Cost per square foot: $4.96 Phase III — 2007 (total cost: $14,000.00) Area: 2,200 sq. feet (28 ft x 79 ft) Trees to be removed and replaced: 6 Cost per square foot: $6.36 (a lot of electrical and irrigation in this area) Several factors account for the variation in costs, mainly that the Phase III work area is more severely damaged than areas repaired in previous years, and the contractor must work around irrigation and power lines. This year's project involves the removal and replacement of six cottonwood trees with ash trees, the removal of the tree grates and concrete forms surrounding them, and the replacement and resetting of uneven, broken and scarred pavers, with the Town providing all materials. Under the contract, work would be completed before Memorial Day, with the construction area open to pedestrian traffic on weekends. RECORD OF PROCEEDINGS Public Works Committee — April 12, 2007 — Page 2 Staff recommends acceptance of the bid from M. Atkins, Inc., in the amount of $14,000.00. After further discussion on funding the project, the Committee recommends approval to contract with M. Atkins, Inc., for Riverside Plaza Tree Project Phase III at a cost of $14,000.00, with the budgeted amount of $10,000.00 from Conservation Trust Fund account #211-5900-459-35-61 and an additional $4,000.00 from Parks Walkway Maintenance account #101-5200-452-25-03. BUREAU LANDSCAPING MAINTENANCE CONTRACT — REQUEST APPROVAL. In 1996, when the Town Fire Station was built, the Town entered into an agreement to provide irrigation and landscaping maintenance on the Bureau Power Plant property. The 2007 Parks Department budget includes $11,000.00 for a maintenance contract. Bids have been proposed with a second year option if the maintenance is satisfactory to the Town. The following bids were received: • Jackson of all Trades $ 9,200.00 (High Valley Sprinkler, Jackson of All Trades' irrigation subcontractor, has Bureau security clearance to irrigation controls; works independently; keeps Town informed of problems and makes repairs. Last year's bid was $10,500.00) • Brad's Estes Valley Lawn Care & Landscaping $ 8,060.00 (This company had the contract in 2003 — the Parks Department had to assist and advise them on repairs, Parks Department spent a considerable amount of time working with them to keep the area to standards) • M. Atkins, Inc $12,795.00 • Simpson Construction Services $12,950.00 Due to poor performance by the low bidder during a previous year's contract, staff recommends accepting the bid from Jackson of all Trades at a cost of $9,200.00, with the option to renew for a second year if the performance of the contractor remains satisfactory. The Committee questioned whether the Town has the manpower to do this work in-house, and was advised that, at the present time, this is not a possibility without hiring additional seasonal employees. The Committee recommends approval of the bid from Jackson of all Trades in the budgeted amount of $9,200.00, with the option to renew for a second year from account #101-5200-452-25-01. PARKS DEPARTMENT — G114 REPLACEMENT — REQUEST APPROVAL. The 2007 Parks Department budget includes $12,500.00 for the replacement of utility vehicle G-114, a 1993 E-Z GO 3-Wheel Truckster with 1,528 hours. Parts are no longer available for this vehicle. Per the Town's Vehicle Replacement Policy, this is a Replacement Type 15 (10 years — 1,000 hours) this vehicle is not funded in the vehicle replacement fund. This purchase was postponed from the 2003, 2004, 2005, and 2006 budgets due to replacement cost of the 3-wheel type vehicle, which is approximately $21,000.00. Prices submitted are for a more stable 4-wheel type vehicle with similar options. Bobcat of the Rockies — Greeley, CO 2007 Bobcat 2200 4x4 Utility Vehicle $ 9,940.84 Trade-in: Utility Vehicle G114 1993 E-Z GO Utility 3-Wheel Utility Vehicle $ 700.00 Bid Price: $ 9,240.84 Colorado Machinery — Ft. Collins, CO 2007 Bobcat 2200 4x4 Utility Vehicle $ 9,876.00 Trade-in: Utility Vehicle G114 RECORD OF PROCEEDINGS Public Works Committee — April 12, 2007 — Page 3 1993 E-Z GO Utility 3-Wheel Utility Vehicle Bid Price: $ 9,276.00 $ 600.00 Staff recommends trading -in G-114 and purchasing a new 2007 Bobcat 2200 4x4 Utility Vehicle at a cost of $9,240.84 from Bobcat of the Rockies, Greeley, CO. The Committee asked staff to discuss adding vehicles of this type to the Vehicle Replacement Program in the future. The Committee recommends approval to purchase the budgeted vehicle as outlined above from Bobcat of the Rockies at a cost of $9,240.84 from account #101-5200-452-34-96. STREET DEPARTMENT PAINT MACHINE PURCHASE — REQUEST APPROVAL. The 2007 Street Department budget includes $11,000.00 for the purchase of a curb, street marking, and parking lot paint striper. There are limited suppliers of this type of smaller paint striper, with only two dealers in the area. MacDonald Equipment Co. — Commerce City, CO Kelly Creswell HPS2 Paint Striper $ 15,410.00 Bid Price: $ 15,410.00 United Rentals — Denver, CO NO RESPONSE Staff recommends approval of the purchase of a new Kelly Creswell Paint Striper at a cost of $15,410.00 from MacDonald Equipment Company of Commerce City, CO. After a discussion regarding the additional funds required to purchase this piece of equipment, the Committee recommends approval to purchase a Kelly Creswell Striper at a cost of $15,410.00 from account #101-3100-431-34-43. EPURA APPLICATION FOR NON-EXCLUSIVE EASEMENT AND RIGHT-OF-WAY VACATION — REQUEST APPROVAL. The Estes Park Urban Renewal Authority (EPURA) is requesting vacation of a non- exclusive easement and right-of-way for pedestrian and bicycle use that is located on Tots 1, 2, and 3, CJL Resubdivision of Lots 20 and 21, Block 5, Second Amended Plat of the Town of Estes Park. The easement, recorded at Reception #852828, runs along the southerly lot lines of Lots 1, 2, and 3, CJL Resubdivision, and is ten feet wide. Per the statement of intent submitted by EPURA, this easement is no longer needed and upon review, staff had no concerns with the easement vacation. The Committee recommends approval of the easement and right-of-way vacation as described above. REPORTS. 1. Dairy Queen Parking Lot Project Postponement — The replacement of planters, timbers, removal of trees, and landscaping at the Dairy Queen lot will be postponed until the fall, after the summer season and the completion of the Post Office Parking Lot Reconstruction. The funds for these improvements are included in the 2007 budget and an RFP will be prepared to secure an outside contractor to complete the design and construction. 2. Plant Donations — The Town is the recipient of 140-475 plants to include in trial gardens around the Park Shop and in planters in the downtown area. Bailey Nurseries will provide the plants at no cost in exchange for evaluation of the plants' performance at high altitude and their resistance to wildlife. MISCELLANEOUS. Trustee Blackhurst requested an update on progress at the Post Office Parking Lot. Acting Public Works Director Goehring reported that the project is on schedule and on budget and that few complaints have been received thus far. The Committee asked if there would be a higher level of security with the new RECORD OF PROCEEDINGS Public Works Committee — April 12, 2007 — Page 4 cardreader locks. Dir. Goehring stated that the new locks will be programmable through the computer network, that Mark Pallissard and Jeff Boles will be responsible for security, and that not all town facilities will be receiving the new locks. There being no further business, Chairman Levine adjourned the meeting at 8:45 a.m. APPROVED APR 2 4 2007 6t CyniDeats, Deputy Town Clerk TOWN OF ESTES PARK BOARD OF TRUSTEES