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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2015-10-08RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, October 8, 2015 Minutes of a Regular Meeting of the PUBLIC SAFETY/UTILITIES/PUBLIC WORKS COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Board Room of Town Hall in said Town of Estes Park on the 8th day of October, 2015. Committee: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson Attending: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson Also Attending: Town Administrator Lancaster, Chief Kufeld, Director Bergsten and Muhonen, Superintendent Lockhart, Managers Ash, McEachern and Landkamer, Engineer Stallworth and Recording Secretary Limmiatis Absent: None Chair Norris called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None. PUBLIC SAFETY. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates and Committee Questions — Chief Kufeld updated the Committee on the interview process taking place for the open Communications Manager positon and the four Police Officer vacancies. He thanked the Committee for the approval of Police Officer pay scale adjustments and stated the quality and quantity of applicants has improved. The Police Department noticed an increase in wildlife resistant trash containers since the passing of the Wildlife Ordinance and anticipates minimal enforcement would be needed after April 1, 2016. UTILITIES. LIGHT & POWER SHOP REMODEL CONTRACT AWARD. Superintendent Lockhart requested approval of the contract with B&E Builders, Inc. to complete the remodel of the Light & Power shop to include a functional area for staff to complete administrative duties and storage lockers. The contract came in under budget at a cost of $159,524.55. The Committee recommended approval of the contract with B&E Builders, Inc. be included on the Consent Agenda at the October 27, 2015 Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Verbal Updates and Committee Questions — Superintendent Lockhart informed the Committee the Platte River Power Authority contracted with Larimer County, the Forrest Service and American Civil to install conduit along County Road 43 and the Town has been invited to add conduit as well. This would save costs, time and provide redundancy for Platte River Power Authority. Director Bergsten updated the Committee on the conversations taking place with the smaller water systems within the community. Staff met with the Hondius users group to explain the business structure, costs and procedure of transitioning the takeover of the water system. Bergsten explained the purpose of tap fees and funding options being investigated to help the smaller water systems pay for necessary upgrades. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — October 8, 2015 — Page 2 PUBLIC WORKS. SCOTT PONDS NATURAL AREA DAMS MODIFICATION CONTRACT AWARD. Manager Ash provided an update on the rehabilitation of Scott Ponds. Two bids were received to complete the modification project mandated by the State and the lower bid by Kelly Trucking was selected although it well over budget. Staff reexamined the scope of work with the contractor and the State and was able to submit plans that meet State requirements for the upper pond. The lower pond remains an issue as funding has not been secured to install a functional dam. The Committee suggested issuing a press release to inform residents of the current situation and continue to investigate future funding sources to complete the lower dam. The Committee recommended approval of the contracts with Kelly Trucking for construction services not to exceed $780,000 and Cornerstone Engineering for project management services not to exceed $70,000 be included as Action Items at the October 13, 2015 Town Board meeting. SPRAY PATCHER AGGREGATE TENT MATERIALS AND INSTALLATION CONTRACT AWARD. Manager Landkamer presented the need for covered storage of the aggregate material used by the Spray Patcher so the equipment can continue to be utilized during the winter months. The aggregate material continues to be stored in the salt/sand storage building, but would need to be moved soon to make room for the salt/sand necessary for the snow season. Two bids were received to construct the Aggregate Storage Building and Landkamer recommended accepting the low bid of $47,596 from Accusteel along with completing some work in house bringing the total to $62,000. The Committee recommended approval of the construction contract with Accusteel be included as an Action Item at the October 13, 2015 Town Board meeting. CULVERT JET TRAILER REPLACEMENT. Manager McEachern informed the Committee of the need to replace the culvert jet trailer as it no longer performs to expectations. The current piece of equipment was purchased used in 2009 and repairs are becoming ineffective. Quotes were received from three vendors and staff recommends purchasing a new Spartan Hi Flow Ultimate Warrior Jetter from Williams Equipment, LLC. The Committee recommended approval of the purchase of the 2015 Spartan Hi Flow Ultimate Warrior Jetter from Williams Equipment, LLC for a cost of $47,260 be included on the Consent Agenda at the October 13, 2015 Town Board meeting. 2015 STREET OVERLAY CONTRACT AWARD. Manager McEachern presented the contract to repair Scott Avenue and Stanley Avenue and to construct an asphalt pad for the new Aggregate Storage Building. Coulson Excavating Co., Inc. honored the Larimer County 2015 bid procurement prices for hot mix asphalt. Through a partnership with Larimer County the Town would be able to repair two low rated streets and lay the asphalt pad at a lower cost than bidding the work out to the open market. The Committee recommended approval of the 2015 Street Overlay Contract award in the amount of $206,448.97 to Coulson Excavating Co., Inc. be included on the Consent Agenda at the October 13, 2015 Town Board meeting. 2015 PAVEMENT CONDITION ASSESSMENT CONTRACT AWARD. Engineer Stallworth discussed the need for updated pavement management software to input street condition data, run analysis and make educated decisions for the maintenance to be performed to meet the street improvement goals set by the Town. Paver is the software currently used and staff decided to stay with this software. To get the best available data on current street conditions, staff recommended hiring Borstad Consulting Services, LLC to complete the Pavement Condition Assessment for a cost not to exceed $30,000. The data collected would build a successful Pavement Management Program. The Committee recommended approval of the 2015 Pavement Condition Assessment Contract award to Borstad Consulting RECORD oFPROCEEDINGS Public Safety/]U|UUms/Puh|icVVorko Committee — October 8. 2O15—Page 3 Services, LLC be included on the Consent Agenda at the October 13' 2015 Town Board meeting. REPORTS. Reports provided for informational purposes and made apart of the proceedings. 1. Verbal Updates and Committee Questions — Director Muhonen provided updates unthe spray patchor.the Transit Hub Parking Facility, the Elm Road drainage project, and the status ofFish Creek Road. There being no further business, Chair Norris adjourned the meeting at021 a.m. -� Barbara is, Recording Secretary APPROVED TOWN OF ESTES PARK BOARD opTRUSTEES