HomeMy WebLinkAboutMINUTES Public Safety, Utilities, and Public Works Committee 2015-08-13RECORD OF PROCEEDINGS
Town of Estes Park, Larimer County, Colorado, August 13, 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 Town Hall in said Town of Estes Park on the
13th day of August, 2015.
Committee: Chair Norris, Mayor Pro Tem Koenig and Trustee Nelson
Attending: Chair Norris and Mayor Pro Tem Koenig
Also Attending: Town Administrator Lancaster, Chief Kufeld, Directors
Bergsten and Muhonen, and Deputy Town Clerk Deats
Absent Trustee Nelson
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 —
o The Police Department is in the process of filling two officer positions and a
communications supervisor position. Chief Kufeld stated that housing, child
care issues, insurance benefits and negativity in the country related to law
enforcement may be affecting the applicant pool.
UTILITIES.
SEASONAL DECORATIONS CONTRACT.
A Request for Proposal (RFP) was issued for a contractor to install, maintain, and
remove the seasonal holiday lights in the Town of Estes Park. The RFP provided a
detailed design for the display which utilizes double the number of lights as last year's
display. Three vendors replied to the RFP, however, only Adam's Tree Service
provided a complete response to the RFP. Staff is recommending a multi -year contract
(2015-2018) with Adam's Tree Service, as the company has provided the Town with
high quality work in the past. The contract dollars will be paid out in segments with
$85,000 expended in 2015. The contract amounts are as follows:
• 2015/2016 - $108,000
• 2016/2017 - $109,500
• 2017/2018 — $111,250
The Committee recommended approval of a multi -year contract with Adam's Tree
Service as outlined above, budgeted in account #502-6501-560-26-15, with
subsequent years contingent upon performance and subject to appropriation, to
be included on the consent agenda at the August 25, 2015, Town Board meeting.
L&P 2005 INTERNATIONAL BUCKET TRUCK REPLACEMENT.
The 2015 Vehicle Replacement budget contains funds to purchase a replacement for
L&P's 2005 International bucket truck. Staff received quotes from Altec Industries and
Terex Utilities, Inc., however, Terex Industries could not meet all of L&P's design
specifications. Staff recommends purchasing a Dodge 5500 bucket truck from Altec
Industries. The truck is slightly smaller which will improve maneuverability and will be
built to L&P specifications with four outriggers for more stability in uneven terrain. The
Committee recommended approval of the purchase of a Dodge 5500 bucket truck
RECORD OF PROCEEDINGS
Public Safety/Utilities/Public Works Committee — August 13, 2015 — Page 2
from Altec Industries at a base price of $157,809, plus $27,349,64 for tools for a
total cost of $185,158.64, budgeted in account #635-7000-435-34-42, to be
included on the consent agenda at the August 25, 2015, Town Board meeting.
L&P 2001 FORD 3500 DUTY TRUCK REPLACEMENT.
The 2015 Vehicle Replacement budget includes funds for the purchase of a duty truck
to replace a 2001 Ford 3500, F-250. Quotes were received from two vendors as
follows:
• Fort Collins Dodge — Dodge Ram 3500 (truck only) - $46,993 base price
• Johnson Auto Plaza, Inc. — Dodge Diesel (truck only) - $46,839 base price
Staff recommends taking the low bid and purchasing the vehicle from Johnson Auto
Plaza, Inc. The Committee recommended approval of the purchase of a Dodge
Diesel truck from Johnson Auto Plaza, Inc., at a cost of $46,839 from account
#635-7000-435-34-42, budgeted, to be included on the consent agenda at the
August 25, 2015, Town Board meeting.
L&P BREAKROOM REMODEL CONTRACT.
Three quotes were received from local builders to perform a remodel of the L&P
workroom/breakroom. The remodel would create a larger area for staff and provide
space to perform paperwork, computer work, and include an area for lockers and the
storage of tools and cold weather clothing. The low bid was received from B&E
Builders, Inc. Staff has reviewed the specifications and the quotes and recommends
accepting the bid of $159,524.55 received from B&E Builders, Inc. The Committee
recommended approval of the contract with B&E Builders, Inc., in the amount of
$159,524.55 budgeted from account #502-7001-580-32-22, to be included on the
consent agenda at the August 25, 2015, Town Board meeting.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
1. Status of Capital Projects — Director Bergsten reviewed the capital projects that
are underway, over and above the flood recovery projects that are still ongoing.
14 capital projects are currently in some state of implementation, nine in the
Water Department and five in L&P. Projects that are necessary to meet
regulatory requirements are being given higher priority.
2. Utilities Department Staffing — Additional staff is needed in order to address
upcoming projects and a growing backlog of work. Director Bergsten is
proposing the addition of three people in L&P (an equipment operator, ground
worker, and a crew chief) and two in Water (distribution system/plant operators)
for the 2016 budget year, with an additional lab technician proposed for 2017.
He said it is also his desire to retain the project manager position currently
funded by the Department of Local Affairs (DOLA). Staffing proposals will be
vetted through Town Administrator Lancaster and discussed by the full Board
during budget meetings in October.
3. Verbal Updates —
o Smart Meters Pilot Program — 24 smart meters have been installed into
the L&P metering system. The 24 meters can read 2000 meters on the
system and, by bouncing information off each other, relay information to
the L&P shop. The pilot program provides an opportunity to learn about
the smart meters and the advantages they afford such as identifying
problems before they occur and providing more efficient and better service
to customers.
o IT Staff — Eric Srot recently joined the IT department. Mr. Srot has lived in
Estes Park for seven and a half years and was previously employed by
the Estes Valley Public Library.
PUBLIC WORKS.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
RECORD OF PROCEEDINGS
Public Safety/Utilities/Public Works Committee — August 13, 2015 — Page 3
1. Verbal Updates —
o Conference Center Roof — The project is going well with completion
expected by September 2nd, weather permitting.
o Visitor Center Restrooms — Steve Lane with Basis Architecture will design
the facility. Once the design is finalized, construction documents will be
prepared and the project will go out for bid.
o Pothole Patcher — The equipment went on-line in June and 180 potholes
were filled in the first month of operation. The truck is being operated 10
hours per day and filling 31 potholes per day on average. A total of 1165
potholes have been filled as of August 13, 2015.
o Flood Repair Projects — Osmun Construction was hired to work on 20
individual flood -related projects. To date, four projects remain incomplete:
work on Old Ranger Road, Brook Court, Moraine Avenue, and Aspen
Avenue.
o Scott Ponds — 90% plans have been received and a meeting to share the
plans with the public is scheduled for Tuesday, August 18th. Due to the
tight schedule of the project, parallel processing instead of feedback
processing is being utilized. Funding and environmental requirements are
moving forward and a contract will be coming forward to the Board in
October with construction proposed to begin in November.
o Fall River Trail — Public comment, cost and additional location criteria are
being evaluated related to whether the trail should proceed along Fish
Hatchery Road or Fall River Road.
o Elm Road/Landfill Drainage — Staff has been working with the state health
department to design and finalize plans for a drainage channel. The
project will be ready to go out for bid in the next week or two with
construction proposed to take place throughout the fall and winter.
o Dry Gulch Road — New bid documents have been prepared which will
allow contractors more contract time and more flexibility related to
scheduling work on the project. Bids will be solicited this fall for work to be
performed in 2016.
o Fish Creek Phase 2, Trail and Road Repairs — Design consultants have
taken public comment and are incorporating the comments into the final
bid set plans. Since federal funds are being used on the project, the Town
is required to follow federal processes and procedures on how to acquire
easements and Rights of Way (ROW). ROW acquisitions have started
and may take up to nine months to complete. Assuming cooperative and
successful negotiations related to easements and ROWs, Phase 2 may
begin by mid-2016 and road repairs will likely extend into 2017.
o South Visitor Center Parking Structure — The parking structure
development plan will be heard by the Estes Valley Planning Commission
at their meeting scheduled for Tuesday, August 18, 2015. The Board of
Adjustment will be asked to grant a variance that will slightly decrease the
width of the parking spaces to increase the overall number of parking
spaces in the structure. Negotiations with the Estes Valley Recreation
and Park District (EVRPD) resulted in a slight realignment of the structure
to accommodate the golf course and trail access. A Transportation
Investment Generating Economic Recovery (TIGER) grant has been
applied for which would provide enough funding to allow all levels of the
structure to be built at one time.
o Downtown Estes Loop — The Town continues to engage in conversations
with the federal government and the state related to an alternative.
Nothing to report at this time.
o Variable Message Siqns — As a member of the Upper Front Range
Transportation Planning Region, the Town has submitted an application
for grant funds through the Congestion Mitigation and Air Quality program
(CMAQ). If received the monies would be used to acquire two dynamic
message signs to provide information about parking issues, emergency
messaging, directional information, etc. The signs would not include any
RECORD OF PROCEEDINGS
Public Safety/Utilities/Public Works Committee — August 13, 2015 — Page 4
commercial messaging and are proposed to be located on Highways 34
and 36. The grant would be for $100,000 and would require a Town
match of $25,000.
o Barnes Dance Study — The results of the study done in July are not
expected for approximately two months. Staff has been in contact with
CDOT regarding questions about the timing of the traffic signals. An
information presentation related to signal timing is being considered so
that CDOT can provide information about how the signals are
programmed. The Committee suggested holding this event on a weekday
around 9 a.m. so that business owners would be available to attend.
o Public Works Staffing — Kelly Stalworth will begin work on September 8,
2015, as the new Public Works Paving Manager. Additional staff to
perform project management duties will be needed during Phase 2 of the
Fish Creek Project, for the Moraine Bridge, and river repair projects; as
well as to manage and complete the paperwork involved in closing out
flood repair projects.
o Trails Master Plan — An open house was held recently to gather public
input. The EVRPD is taking the lead on the Estes Valley trails master plan
which will be a guiding document to be used when reviewing land use
applications, roadway rehab, bike lane placement, sidewalk width, etc.
There being no further business, Chair Norris adjourned the meeting at 9:19 a.m.
t aDeputy
� Deats, C
y Town Clerk
APPROVED
AUG 252015
TOWN OF ESTES PARK
BOARD OF TRUSTEES