Utilities Commission Meeting – July 2, 2018

UTILITIES COMMISSION MEETING

JULY 2, 2018

Mayor Cerino called the meeting to order at 7:30 p.m. In attendance were Council members David Foster, Linda C. Kuiper and Rev. Ellsworth Tolliver, Bob Sipes (Utilities Director), Jennifer Mulligan (Town Clerk) and guests.

Mayor Cerino asked if there were any additions or corrections to the Utilities Commission meeting minutes of June 4, 2018. Rev. Tolliver moved to approve the minutes of May 7, 2018 as submitted, was seconded by Mr. Foster and carried unanimously.

Mayor Cerino stated that operating funds on hand is $1,711,528.50 with designated capital funds set aside for capital projects at $786,000.00.

Mayor Cerino asked for a motion to pay the bills.  Rev. Tolliver moved to pay bills as submitted, was seconded by Ms. Kuiper and carried unanimously.

Mr. Sipes stated that there were 20 total bids received for the Utilities Mapping and he narrowed him down to the four 4 lowest bids for review as follows: 1) Wallace Montgomery & Associates: 2) Langan Engineering; 3) Century Engineering, and; 4) Earth Data.  Mr. Sipes stated that from there he excluded three 3 firms due to costs in the bid that would increase over time, items that should have been included in the scope of work shown as extra costs, and one firm’s references did not check out.

Mr. Sipes recommended the bid award to Earth Data with mapping costs at $42,000.00. The perpetual license cost was $7,000.00 and term license costs were $3,000.00.  He said that license costs were the same on all bids, with the exception of Langan Engineering, whose quote was $8,500.00 for the perpetual license.  Earth Data also quoted work performed over a 3-year period at $14,000.00 per year.  Mr. Sipes stated that he prefers to do the work at one time versus a 3-year timeframe.

Mayor Cerino asked if Earth Data’s bids included all costs. Mr. Sipes stated that it appeared to include all costs and said that he thought overall would be the lowest bid once the project is complete.

Mr. Foster asked if the staff would be trained on the equipment. Mr. Sipes stated that part of the scope of work was to provide training for staff, including editing and adding features.  Mr. Sipes stated that the Town has sewer GIS but the existing maps will be overlaid onto this system.

Mr. Foster moved to award the bid to Earth Data for $42,000.00 plus licensing costs as recommended by Mr. Sipes, was seconded by Rev. Tolliver and carried unanimously.

Mr. Sipes stated that a 6” line with a new fire hydrant was installed by the boat ramp at the Marina.

Mr. Sipes stated that he had a bid opening for water tower maintenance but only 2 bids were received. He said that he would like to loosen up the bid specifications and put it out to bid again.

There being no further business, questions or comments Rev. Tolliver moved to adjourn the meeting at 7:39 p.m. was seconded by Mr. Foster and carried unanimously.

Submitted by:                                                 Approved by:

Jennifer Mulligan                                            Chris Cerino

Town Clerk                                                     Mayor

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