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Home My WebLink AboutMINUTES Public Safety, Utilities, and Public Works Committee 2012-04-12RECORD OF PROCEEDINGS Town of Estes Park, Larimer County, Colorado, April 12, 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 12`h day of April, 2012. Committee: Attending: Also Attending: Chair Blackhurst, Trustees Ericson and Koenig Trustees Ericson and Koenig Interim Town Administrator Richardson, Chief Kufeld, Dir. Bergsten, Dir. Zurn, and Deputy Town Clerk Deats Absent: Chair Blackhurst Trustee Ericson 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. Chief Kufeld reported that emergency alert testing is conducted bimonthly in the Estes Valley and encouraged residents to sign up for alerts through leta911.org. He noted that the Police Department (PD) dispatchers are trained and capable of handling an interagency event or major incident. Chief Kufeld said the PD currently has four positions open; that the lobby construction project is out to bid with construction scheduled to be completed by Memorial Day; and said that a recent Supreme Court decision related to strip searches does not affect PD procedures. UTILITIES. LIGHT & POWER SERVICE CENTER ROOF REPLACEMENT. This item was removed from the agenda to provide staff additional time to address structural concerns related to wind speed and snow load requirements. ALLENSPARK CIRCUIT UPGRADES. Rebuilding of the radial three-phase main line feeder circuit to Allenspark continues based on a long-range plan for upgrades. The lines are being rebuilt using "tree" cable which is stronger, more reliable and wildlife -friendly, and more fire -safe in case of a downed line. The work was sent out for bid and a walk-through was conducted with the contractors because of the rough terrain and difficult access in the area. Poles measuring 45' to 50' will be installed in the area providing a narrower profile and requiring less tree -trimming activity. Due to the terrain, blasting and the use of helicopters to set some poles may be required. The following bids were received: Hamlin Electric Par Electric Selcon Utility Sturgeon Electric Ward Electric $486,249.23 720,069.79 418,002.50 433 115.92 No bid received due to current workload Staff recommends awarding the contract to Selcon Utility at a cost of $418,002.50. Dir. Bergsten said that the Town has previously contracted with Selcon with satisfactory results and noted that $180,000 worth of materials have already been purchased for the RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — April 12, 2012 — Page 2 project. The Committee recommends approval of a contract for the Allenspark Circuit Upgrade 2012 to Selcon Utility at a cost of $418,002.50, budgeted from account #502-7001-580-35-57 to the consent agenda. WATER CONSERVATION PLAN. Sarah Clark, HDR, Inc., provided an overview of the Water Conservation Plan that was developed over the past year utilizing a Colorado Water Conservation Board (CWCB) grant of $34,075. Highlighted recommendations of the Plan include: water saving fixtures; improvements to the Town's irrigation system; third stage treatment at Marys Lake Water Treatment Plant; automation of bleeder lines; customer meter testing and replacement; leak detection and repair; and tracking breaks and repairs. Benefits of implementing plan recommendations are potential savings of 20.5 million gallons of water per year; lower water treatment costs; lower costs to maintain the system; and good stewardship of water resources. The grant requires verification that guidelines for development of the Plan were followed and that it be approved by the Town Board. The Committee said the Plan will communicate to water users that the department continues to work to improve service by conserving water and controlling costs. The Committee recommends approval of the Water Conservation Plan as presented on the consent agenda for the April 24, 2012, Town Board meeting. GIS CONSULTING CONTRACT. The Town's Geographical Information Services (GIS) position has historically been a position shared by the Water and L&P divisions. The position was combined with IT to provide additional support to the division, however, increasing requests for GIS services from all Town departments are no longer achievable with current staffing of one-half full time employee (FTE). The purpose of this project is to lay a foundation for access to accurate geospatial data which will in tum support the Town's mission to provide high - quality, reliable GIS services. The project will include a needs assessment and optimize the Town's GIS structure, and ensure that functionality is in place to allow for the extraction of more detailed data. A Request for Proposals (RFP) was issued with the following results: ARCADIS El Technologies, LLC Ferguson -Jenkins & Associates, Inc. InfoMaption, Inc. InVision GIS, LLC Matrix Design Group $126 avg / hour $118avg / hour ' $ 85 avg / hour $ 80 avg / hour $80 / hour flat rate $ 90 avg / hour Based on qualifications and cost, staff recommends contracting with InVision GIS, LLC. The Committee recommends approval on the consent agenda of the GIS Consulting Agreement to InVision GIS, LLC, at a cost not to exceed $45,000 based on work performed at a rate of $80 per hour budgeted, from accounts #503- 7000-580-35-54 and #502-7001-580-33-33. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Replace HPS Highway Lighting with LED — Supt. Steichen reported that staff is continuing to replace High Pressure Sodium (HPS) streetlights with LED lights. The LED lights are already in place at the Stanley Park Transit Hub, along Highway 36 from Stanley Avenue to Community Drive, and from 4th Street to Community Drive. Another 30 lights will be replaced during April and May 2012. Once all HPS highway lights have been replaced with LED highway lights, staff estimates a savings of $36,000 annually. 2. 2012 Revised IT Capital Expenditures. Supt. Fraundorf said $20,000 originally budgeted to improve or replace audio visual components in the Board Room are being reallocated. Staff proposes spending $6,000 on Board Room AN system improvements, and $14,000 to provide public wireless Internet service in Town Hall and at the Visitors Center. RECORD OF PROCEEDINGS Public Safety/Utilities/Public Works Committee — April 12, 2012 — Page 3 3. Sungard Update. Supt. Fraundorf reported that a kickoff meeting was held with staff and a list of processes has been compiled to aid in software configuration. PUBLIC WORKS. REPORTS. Reports provided for informational purposes and made a part of the proceedings. 1. Dir. Zurn reported that the Black Canyon Creek project is on schedule. Staff has completed plantings at the location and fencing will be completed within the next few weeks. Repairs to MacGregor Avenue and Phase 5 Improvements to Bond Park are scheduled to begin October 1, 2012. The Virginia Drive, Park Lane, and MacGregor project is currently three days ahead of schedule with concrete curb and gutter work coming up. Bids for the stall barns and the PD remodel are being solicited; and the Wiest Drive retaining wall design is wrapping up and the project will be out to bid soon. A detailed Street Improvement Plan (STIP) is being assembled and will be brought forward at an upcoming meeting. He noted that the Town will have a booth at the Job Fair with seasonal positions still open, as well as one mechanic position. There being no further business, Trustee Ericson adjourned the meeting at 9:18 a.m. Cynt Deats, Deputy Town Clerk a APPROVED APR 2 4 2012 TOWN OF ESTES PARK BOARD OF TRUSTEES