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HomeMy WebLinkAboutMINUTES Public Works Committee 1988-01-21BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee January 21, 1988 Committee: Attending: Also Attending: Chairman Brown, Trustees Barker and Hix Trustees Barker and Hix Mayor Dannels, Trustee Habecker, Town Administrator Hill, Public Works Direc- tor Widmer, Finance Officer Vavra, Assistant Public Works Director Gerstberger, Todd Plummer, Tom Brown, Paul Kochevar, and Clerk O'Connor Absent: Chairman Brown VAN HORN ENGINEERING - CONSULTANT SELECTION PROCEDURE. The Committee reviewed a letter dated January 19, 1988 submitted by Mr. Van Horn. Due to an emergency, Todd Plummer appeared before the Committee to represent Bill Van Horn/Van Horn Engi- neering. In summary, Mr. Van Horn objected to actions taken by staff in selecting a consultant for the Moccasin Street Alignment Contract. Following is an overview of events to date: July 20, 1987. RFPs were requested seeking surveying, monumentation and mapping proposals; staff was to provide the final design. One response proposed an alternate to include design of the street which was less expensive than the surveying work alone. August 24, 1987. A new RFP was issued requesting proposals for the entire design and surveying project with the end product being plans and specifications ready for bid. September 17, 1987. Three proposals were received as a result of the RFP dated August 24th. The Public Works Committee recommended the proposal in the amount of $6,245 submitted by Estes Park Surveying be approved. This pro- posal included design and surveying. Van Horn Engineering submitted a proposal for $6,900. October 15, 1987. The Public Works Committee recommended staff proceed with investigating a potential new alignment of Moccasin Street with Crags Drive. A meeting would be held with the project engineer (Estes Park Surveying), staff and the affected property owner. November 19, 1987. A meeting was held as authorized October 15th. Staff was authorized to continue negotiations with the land owners. December 10, 1987. As a result of the meetings, Estes Park Surveyors submitted a proposal to develop a cost estimate for the street alignment through the tramway property. The Public Works Committee recommended the proposal be accepted for an additional amount not -to -exceed $8,360. Mr. Van Horn expected another RFP for the Moccasin Street align- ment. Estes Park Surveying was the project engineer and, as indicated above, the Town agreed to accept their additional proposal for the street alignment in order not to have two separate contracts for the same project. Staff confirmed there was no intent of coercion nor were there any improprieties conducted in the consultant selection process. Discussion followed, with the Committee suggesting staff ensure communication with consultants be documented. In future BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 21, 1988 - Page two projects, the Committee will also ensure all contracts are conducted as fairly as possible, as has been the practice in all projects to date. The Committee recommended Mr. Van Horn be advised they had reviewed the situation and were comfortable with the selection process used. FISH HATCHERY PROPERTY - ADJOINING PROPERTY OWNER REQUEST TO PURCHASE STRIP OF LAND. The Town owns approximately 80 acres of land located at the Fish Hatchery. An adjacent property owner has requested the Town sell him a 100' wide strip of land. Should the Town desire to sell this strip of land (1.3 acres), Larimer County would require submittal of a "boundary line adjustment." Other options include granting an easement over the travelled cul-de-sac, sell or divide enough land to incorporate a properly designed cul-de-sac, or dedicate a right-of-way for the cul-de-sac. In addition, an election to dispose of public property would be required. The Fish Hatchery area alone contains 13 acres. Following dis- cussion, the Committee recommends the request be denied at this time. PAY TELEPHONES - REVIEW OF CONTRACT. As recommended by the Committee November 19, 1987, Mountain Telecom, Inc. submitted a 5-year Agreement to lease the Town's pay telephone space. The Town will receive a 12% commis- sion/telephone. In an addendum to the contract, Mountain Telecom requested the pay telephones located at Stanley Park be discon- nected during the off-season months of October - April; also included was a 30-day written notice for disconnection of ser- vice. Attorney White reviewed the contract and recommends the Agreement be revised to state the "Business Owner" is the Town of Estes Park. The Committee recommends approval of the contract submitted by Mountain Telecom, Inc., including the name change and disconnection of the Stanley Park pay telephones during the off-season. MONTHLY TELEPHONE CHARGES - REVIEW OF CONSULTANT REPORT. As recommended by the Committee August 17, 1987, Minor Suma Corporation conducted a study of the Town's monthly telephone charges. The bulk of savings, which is at least $2,000/year, could be accomplished by staff in conjunction with Executone and Mountain Bell. The report recommended elimination of four (4) off -premises extensions, two serving the water plants and two serving the substations. Elimination of the water plant ex- tensions would result in a savings of $660/year; elimination of the substation extensions would result in a savings of $882/year. The Town's long-distance traffic does not justify a "WATS" line at the present time; however, the report suggested restricting the number of trunks used for long-distance which could result in an additional savings of $450/year. The long-distance trunks can be adjusted at any time to suit the needs of the Town. Telephone decisions made in the past have resulted in a good system, therefore, no additional services should be required at this time. The end result will be a savings of approximately $2,000/year on telephone bills. Following discussion, the Committee recommends (1) eliminating the extensions serving the water plants; (2) referring the question of the extensions serving the substations to the Light and Power Committee; and (3) restricting two (2) trunks for long-distrance. JANITORIAL SERVICES - REVIEW OF BIDS. Public Restrooms: Three bids were received to provide cleaning services for the public restrooms: BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 21, 1988 - Page three Watson $ 6,160.00 Estes Park Janitorial 8,368.00 VIP 21,005.88 The specifications requested a list of cleaning equipment, clients, and Certificate of Insurance. The Committee recommends the lowest bidder, Watson, be awarded the bid in the amount of $6,160 contingent upon submittal of an adequate Certificate of Insurance, proof of satisfactory equipment, and receipt of an Occupation License. Should Watson be unable to meet the afore- mentioned conditions, the Committee recommends the bid be awarded to the second -lowest bidder, Estes Park Janitorial. Municipal Building: Five bids were received to provide cleaning services for the Municipal Building: Triple C $ 8,580.00 ACPS (Watson) 8,940.00 Professional 9,714.60 Estes Park Janitorial 10,200.00 VIP 12,960.00 The Committee recommends accepting the low bid in the amount of $8,580.00 submitted by Triple C. Police Department: Five bids were also received to provide cleaning services for the Police Department; however, one bid was withdrawn. Triple C $3,360.00 ACPS (Watson) 3,600.00 Estes Park Janitorial 3,600.00 VIP 5,700.00 The Committee recommends accepting the low bid in the amount of $3,360.00 submitted by Triple C. TRASH SERVICES - REVIEW OF BIDS. Two bids were received for trash collection services, as follows: S & M $7,285.53 A-1 8,920.00 The Committee recommends accepting the low bid in the amount of $7,285.53 submitted by S & M. ELDERLY/HANDICAPPED SNOW REMOVAL - DISCUSSION. The Committee reviewed a snow removal policy for the City of Shawnee, Kansas. The city offers free snow removal for senior, handicapped, and infirmed citizens. The Committee discussed various options available and costs on a service for handicapped and infirmed citizens only, and recommends the Department perform additional research and return to the Committee for further consideration. SHOP EQUIPMENT - AUTHORIZATION TO PURCHASE HOSE REELS. The acquisition of four lubricant hose reel dispensers were included in the 1988 Budget. The price of the dispensers is $4,879; a 3% price increase will take effect after February 1st. The Department is able to meter usage and track inventory for all lubricants using the hose reels. An additional dispenser was omitted and Director Widmer requested authorization to purchase five (5) reels for a total of $5,900. Sufficient funds are available in the 1988 Budget. The Committee recommends approval of the request. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Public Works Committee - January 21, 1988 - Page four PUBLIC SAFETY FACILITIES - DISCUSSION. Pursuant to a referral by the Public Safety Committee, the Public Works Committee discussed facilities for Public Safety. Director Widmer presented a copy of the 1985 Municipal Facility Study Report. The report indicated to meet Police Department needs for the next ten years, an additional 1,266 square feet would be required. Should the Fire Department be relocated, approximately 4,100 square feet could be utilized for expansion. Following discussion, the Committee recommends funding for a long-range plan be discussed during the 1989 Budget Review Process. REPORTS: The Committee reviewed the Customer Service Response Report for December, 1987. The total manhours spent snowplowing are up 36% compared to the same period in 86/87. 40 Residential Building Permits were issued during 1987. With the exception of minor items, installation of carpeting for the Municipal Building has been completed. Staff has been attending the Library Design Workshops. An excellent "model" of the new structure is available for in- spection Gary Shanafelt and David Mahany have received certification as "master automobile technicians." Gary also received certifica- tion as a "master heavy-duty truck technician." Approximately 1% of all mechanics obtain certification in both automobiles and heavy-duty trucks. The Committee commended both employees in obtaining the aforementioned certifications. There being no further business, the meeting adjourned. Vickie O'Connor, Town Clerk APPROVED J A N 26 1988 TOWN OF ESTES PARK BOARD OF TRUSTEES