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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-09-13RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, September 13, 2012 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 September, 2012. Committee: Chair Blackhurst, Trustees Koenig and Phipps Attending: Chair Blackhurst, Trustees Koenig and Phipps Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Chief Kufeld, Dir. Bergsten, Dir. Zurn, Supt. Fraundorf, and Deputy Town Clerk Deats Absent: None Chair Blackhurst called the meeting to order at 8:00 a.m. PUBLIC COMMENT. None PUBLIC SAFETY. No items. UTILITIES. REPLACEMENT OF L&P 1-TON DUTY TRUCK. The 2012 vehicle replacement budget includes $46,000 to replace Light & Power (L&P) duty truck #20, a 2006 GMC with 95,000 miles, which falls within the policy parameters of age and mileage for replacement (five years or 50,000 miles.) Staff is requesting approval to spend the budgeted amount plus an additional $13,000 on a new heavier duty electric utility truck that will meet the specific needs of L&P. Crew Chief Lockhart noted that the increased budget will allow for the purchase of a vehicle that can accommodate heavy equipment and materials, and will have a lower truck bed to make lifting of heavy equipment safer for crew members. The following quotes were received: Fort Collins Dodge Markley Motors, Inc. Spradley Barr Dodge 3500 Ram $59,112 GMC 3500 Sierra $65,378 Ford F350 $65,870 Staff recommends purchasing a 2012 Dodge 3500 Ram from Fort Collins Dodge at a cost of $59,112, and noted that it will be necessary to increase contributions to the vehicle replacement fund over the life of the vehicle in order to accommodate the higher cost of replacement in the future. The Committee recommends the purchase of a 2012 Dodge 3500 Ram at a cost of $59,112 from Fort Collins Dodge with $46,000 from the Vehicle Replacement Fund Account #635-700-435-34-42 budgeted, and $13,112 from Account #502-7001-580-33-98, unbudgeted, as a consent agenda item at the next Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Water Conservation Plan — In April 2012, the Town Board adopted a Water Conservation Plan. Prior to final acceptance of the plan, the Colorado Water Conservation Board (CWCB) has requested that the document be open for public review and comment for a sixty day period, in addition to minor changes to the document to add clarity. The Committee stated that the public notice advertising the comment period was confusing and asked that staff re -write the notice. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — September 13, 2012 — Page 2 2. 2013 Recommended Capital Projects for Utilities — At a recent study session the Board determined that monies being held in reserve in the Catastrophic Loss Fund could be released and utilized for capital projects in utilities. The amounts available to each utility are: Light & Power Water $498,287 $255,531 Staff presented a list of possible projects ranging from community investment projects to operational projects and asked for input from the Committee. After discussion Trustee Koenig prioritized the items in the following manner: backup generator for Marys Lake Water Treatment Plant; undergrounding of double circuit along Steamer Drive; undergrounding overhead powerlines along Community Drive and Brodie Avenue; and continue water meter replacement; and commented that it is difficult to make recommendations without information related to the cost of the projects. The Committee concurred with the prioritization and said they are looking forward to next year's utilities master plan which will provide information for planning purposes. 3. 2012 IT Capital Plan Update — Supt. Fraundorf said IT is moving forward with streaming video of the Town Board meetings and upgrading audio visual equipment at the Museum and Senior Center. 4. Verbal Updates: • Staff is researching ways to fund large maintenance projects such as membrane replacement at the Marys Lake Water Treatment plant and filter media replacement at Glacier Creek Water Treatment Plant. • Mike Rubala's resignation from Platte River Power Authority has impacted the Town's energy efficiency programs. • Staff is working on improvements to the Town's pole attachment agreement (Baja). • Monthly tests are being done on water samples for cryptosporidium. The presence of this parasite in the water samples may dictate the level of improvements that will be necessary at the Glacier Creek Water Treatment Plant in the future, ranging from filter media replacement to a rebuild of the plant. • Chair Blackhurst proposed bleeder lines be a topic for a future discussion. PUBLIC WORKS. BOND PARK PHASE V CONSTRUCTION CONTRACT. Bids were solicited for Bond Park Phase V Improvements that were approved at the July 24, 2012, Town Board meeting. Phase V includes improvements along Elkhorn Avenue, sidewalks, pavers, seating, landscaping, decorative tree wells, and the inclusion of a park entrance feature structure at the southwest corner of the park as an alternate. Eight firms attended a mandatory pre -bid meeting was held on August 31, 2012, which resulted in the following bids: Firm Concrete Works of Colorado Colorado Designscapes Symmetry Builders Growling Bear Construction Alpine Gardens City - Base Bid Pavilion Lafayette, CO $553,053.75 $135,000.00 Centennial, CO $453,520.25 $145,000.00 Boulder, CO Greeley, CO Fort Collins, CO Heath Construction Fort Collins, CO $457,000.00 $86,806.00 Taylor Kohrs Thornton, CO $350,268.43 $114.581.40 Cornerstone Construction Concepts Estes Park, CO No Bid No Bid No Bid No Bid Staff is recommending a contract with low -bidder Taylor Kohrs for the improvements, including the structure, at a total not to exceed cost of $511,334.81 (includes RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — September 13, 2012 — Page 3 contingency). Dir. Zurn noted that the Town has contracted with Taylor Kohrs in the past, most recently for the grandstands at Stanley Park, with satisfactory results. Weather permitting, the horizontal flatwork is scheduled to be completed by the Catch the Glow Parade in November at which time construction will most likely be put on hold until spring. 2012 and 2013 Larimer County Open Space Funds will be used to finance the improvements. Finance Officer McFarland explained that Open Space Funds are distributed to the Town throughout the year and said he anticipates approximately $140,000 will be remaining in the fund at the end of 2013. The Committee recommended approval of a contract with Taylor Kohrs for Bond Park Phase V Improvements, including the alternate structure, at a not to exceed cost of $511,334.81 from the Larimer County Open Space Fund be heard as an action item at the September 25, 2012, Town Board meeting. Chair Blackhurst requested that planning for the final phase of Bond Park improvements be discussed by the Town Board. Town Administrator Lancaster said that information related to the cost of finalizing improvements to Bond Park will be prepared for presentation to the Board. Dir. Zurn stated that construction in Bond Park and repairs to MacGregor Avenue will be going on simultaneously. He said the contractors are aware of the situation and separate staging areas have been defined for each project. He noted that construction needs related to the Police Department remodel have also been considered. There being no further business, Chair Blackhurst adjourned the meeting at 9:02 a.m. Cynthia Deats, Deputy Town Clerk APPROVED SEP252012 TOWN OF ESTES PARK BOARD OF TRUSTEES