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Minutes for the special called Public Works Committee meeting on December 18, 2006.
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Public Works Committee Minutes
Monday, December 18, 2006
Special called meeting
2:30 p.m.
Members present: Darrel Dover, Alec Farmer, Cecil Province and John Street. Councilman Ashley and Councilman Moore were unable to attend. Mayor Formon and Mr. Tony Thomas from the Mayor’s Office were also in attendance.
RESOLUTIONS
Resolution authorizing the Mayor and City Clerk to execute contract agreements with ETC Engineers, Inc. under Professional Services for the Flemon Rd. drainage project and to void the previous contract on the same project: Chairman Street questioned why the first contract is being voided. Mr. Aubrey Scott stated the first contract was for the design phase, but the fees increased. He added he was told by City Attorney Phillip Crego that instead of having two separate fees for the project it would be better to void the first contract and replace it with a new contract. Mr. Scott noted Mr. Crego reviewed all of the contracts being presented. Councilman Farmer questioned why the fees increased. Mayor Formon stated the wrong contract was signed. Discussion was held concerning what the contract is for. Mr. Tony Thomas stated they have been researching communications between Mr. Claude Martin and the engineer. He explained in the e-mails there was reference to the construction management being taken out of the contract, but there was nothing stating the surveying had also been taken out. He further explained the company moved forward with the surveying and design and that is what the City has been billed for. Mr. Scott explained the proposed contract is for $24,440, $14,400 of which is for design and $10,000 for surveying. He added there is also a $10,830 option for construction observation if the City wants it. Councilman Dover questioned whether the surveying for the ditch or the detention pond. Mr. Thomas stated he did not know. It was asked for Mr. Thomas to find out before the Council meeting tomorrow night.
Resolution authorizing the Mayor and City Clerk to execute contract agreements with Fisher and Arnold under Professional Services for 2400 E. Nettleton Ave. flood abatement project; resolution authorizing the Mayor and City Clerk to execute contract agreements with RSA Inc. d/b/a NRS Consulting Engineers under Profession Services for Valley Drive drainage project; resolution authorizing the Mayor and City Clerk to extend completion date on contract agreement with NRS Consulting Engineers under Profession Services for Valley Drive drainage project: Councilman Farmer motioned, seconded by Councilman Dover, to place all four resolutions on the agenda and recommend a do pass on the latter three resolutions and no recommendation for the first resolution. All voted aye.
NEW BUSINESS/MAYOR
Request that the position of City Engineer, formerly combined with the position of Public Works Director, be added to the budget for 2007: Mayor Formon informed the committee Mr. Paul House has been named the new Public Works Director. He stated five departments (Streets, Sanitation, Planning, Engineering and Inspections) will be combined under Public Works. Mayor Formon explained they will need someone who can oversee Engineering and is able to stamp plans. Discussion was held regarding the changes in the grades for the positions. Mayor Formon stated no action is needed by the committee because they will discuss the positions in the budget meetings.
STREETS/DRAINAGE
Request approval of a line item transfer of $72,000 from Spare Parts Auto to Fixed Assets for purchase of equipment: Mr. Hooton explained there is currently $130,000 in the Spare Parts Auto account. He added he would like to transfer $72,000 so he can purchase a 2006 D3 GLGP tractor.
Ordinance to waive competitive bidding for the purchase of a used D3 LGP Caterpillar Dozer for use in cleaning ditch bottoms: Mr. Hooton explained he can use the dozer to clean out the ditches. He further explained it comes with a 12-month warranty and is a 2006 model. He added it will come from JA Riggs. Mayor Formon questioned how much the tractor would cost new. Mr. Hooton stated he did not get a price on a new one, but he thinks a new one would between $105,000 and $110,000. Councilman Dover motioned to place the item on the agenda pending receiving a price on a new tractor. Motion failed for lack of a second.
Resolution to accept bid 2006:68 for a rubber track loader and 2006:69 for a cab/chassis with dump bed: Mr. Hooton stated both of the bids are the low bidders meeting specs. Councilman Dover motioned to place the resolution on the City Council agenda. Motion failed for lack of a second. Mr. Hooton stated the resolution is already on the agenda, but he needs committee approval.
Councilman Farmer stated he would like the City to not wait until the last minute to place things on the agenda that involve waiving competitive bidding to ensure no one is left out. Mr. Hooton stated typically there is no way to compare apples to apples with used equipment. Councilman Farmer questioned how Mr. Hooton learned of the used dozers. Mr. Hooton stated he talked to two or three people about used dozers. He added he contacted different suppliers and made them aware he is looking for a used dozer.
Ordinance to waive competitive bidding for the purchase of a drainage pipe inspection system: Mr. Hooton stated the company is the only company who provides the camera with those particular features. He then discussed the features of the camera. It was added there are companies who offer similar cameras, but they do not offer all of the features of the proposed camera system. Discussion was held regarding sole source providers and the City not taking bids for some things. Mr. Hooton noted they did not bid out the camera. Councilman Dover explained they should have bid out the camera before accepting a sole source. Councilman Farmer stated if the camera was not bid out, then another company could come back and say they offer the camera as well. Chairman Street questioned whether the camera was needed now. Mayor Formon stated it was budgeted for 2006. Councilman Farmer explained they could go ahead and approve the ordinance because it could prevent employees from being hurt. He added he hopes they do not continue to waive competitive bidding so they can make sure all providers have a chance to submit bids. Councilman Farmer motioned, seconded by Councilman Dover, to waive competitive bidding and place the ordinance on tomorrow night’s Council agenda to purchase a drainage pipe inspection system. All voted aye.
ADJOURNMENT
With no further business, Councilman Dover motioned, seconded by Councilman Farmer, to adjourn. All voted aye.