Finance Committee Agenda/Packet 08/15/2011

Transcription

LEWISTON FINANCE COMMITTEE MEETING
Agenda
Finance Committee meeting, Monday, August 15, 2011 at 5:15 p.m. in the Administrator’s
Conference Room, Lewiston City Hall.
1.
Call meeting to order.
2.
Review minutes of previous meeting dated August 1, 2011.
3.
Recommendation from the Purchasing Agent regarding award of Bid 2011-038 for the Inventory
Management contract.
4.
Recommendation from the Purchasing Agent regarding the purchase of computer/server hardware
and installation for the City IT Department.
5.
Recommendation from the Purchasing Agent regarding award of Bid 2011-032 on the Lincoln
Street and Locust Street Intersection Improvements.
6.
Recommendation from the Purchasing Agent regarding Change Order #2 to the contract with
Gendron & Gendron on the Lincoln Street Reconstruction Project.
7.
Recommendation from the Purchasing Agent regarding award of Bid 2011-053 on a Fuel
Dispenser/Fuel Tracking System.
8.
Recommendation from the Purchasing Agent regarding award of Bid 2011-046 for contracts for
Snow Plowing and Removal at various municipal parking lots and garages.
9.
Recommendation from the Purchasing Agent regarding award of Bid 2011-049 for one (1) ½ ton
4X4 Pick Up Truck.
10. Recommendation from the Purchasing Agent regarding award of Bid 2011-050 for one (1) ¾ ton
4X4 Pick Up Truck.
11. Recommendation from the Purchasing Agent regarding award of Bid 2011-051 for one (1) ¾ ton
Van.
12. Recommendation from the Purchasing Agent regarding award of Bid 2011-054 for Plow Cutting
Edges.
13. Recommendation from the Purchasing Agent regarding ratification of award of #2 Heating Oil.
Bid awarded by the Purchasing Agent on 8/10/11.
14. Recommendation from the Purchasing Agent regarding the extension of the contract for the
purchasing of road salt.
15. Other Business
16. Adjourn
FINANCE COMMITTEE
LEWISTON, MAINE
Minutes of
August 1, 2011
PRESENT: Michael Marcotte, Councilor Larry Poulin, Councilor Ronald Jean, Paul Robinson
and Stavros Mendros.
OTHERS PRESENT: Kevin Gagne and Norm Beauparlant, Purchasing Director.
Meeting was called to order at 5:21 p.m. by Chairman Marcotte.
At this time, Chairman Marcotte introduced Mr. Paul Robinson as the newly appointed member
of the committee. Appointed by Mayor Gilbert to fill the unexpired term of Mr. Mark Paradis.
Mr. Marcotte noted that Mr. Robinson’s term would be until January 2013.
On motion of Mr. Mendros, seconded by Mr. Poulin it was
VOTED:
(092-2011) To approve the minutes of the previous meeting dated July 18, 2011 and to accept
and place them on file as presented by the Clerk.
VOTE: 4-0-1
Mr. Robinson abstained
At this time, Chairman Marcotte called for discussion on the part of the committee regarding
Finance Committee Rules adopted by the committee at its meeting of January 3, 2011.
Following discussion by the committee on a number of areas of concern, the committee agreed to
forward specific issue language to the Purchasing Director to build the frame work for discussion
at a future meeting.
The Purchasing Director indicated that once he had the language, he would work with the
Chairman to bring proposed rule changes back to the committee for consideration. No further
action taken by the committee at this time.
On recommendation of the Purchasing Agent and on motion of Mr. Poulin, seconded by Mr.
Robinson, it was
VOTED:
(093-2011) to award Bid 2011-052 on the Cotton Road Rehabilitation to Gendron & Gendron,
Lewiston, Maine, low bidder meeting specifications at their bid price of $175,910.00
VOTE: 5-0
FINANCE COMMITTEE MINUTES
August 1, 2011
On recommendation of the Purchasing Agent and on motion of Mr. Poulin, seconded by Mr.
Jean, it was
VOTED:
(094-2011) To authorize Task Order 09-0158.4 with S. W. Cole for Hot Mix Asphalt inspection
on the MDOT Lincoln Street Project at an estimated cost of $13,380.
VOTE: 5-0
On recommendation of the Purchasing Agent and on motion of Mr. Jean, seconded by Mr.
Mendros, it was
VOTED:
(095-2011) To award Bid 2011-047 for a Truck Chassis & Cab with Plow equipment to
Freightliner of Maine, low bidder meeting specifications at their bid price of $102,261 using H.
P. Fairfield plow equipment.
VOTE: 5-0
Note to award of 2011-047: Mr. Marcotte asked for the department to report back on the final
cost of the vehicle including the cost of mounting the City owned sander unit and associated
controls.
On recommendation of the Purchasing Agent and on motion of Mr. Jean, seconded by Mr.
Mendros, it was
VOTED:
(096-2011) To award of Bid 2011-048 on the Demolition of 445 Sabattus Street (corner of East
Avenue and Sabattus Street) to Roland’s Demolition at their bid price of $10,000.
VOTE: 4-1
Mr. Marcotte opposed
At this time, the Purchasing Agent updated the committee on the status of the Lincoln/Locust
Street Intersection Rehabilitation. The Purchasing Agent advised the committee that the MDOT
Project Manager had called the City Project Engineer and asked if the City could make the award
before the scheduled August 15th meeting. The committee agreed to meet on Monday, August 8th
at 5:25 p.m. to consider bids on the project.
VOTED:
To adjourn at 6:24 p.m.
____________________________________
Norman Beauparlant
Clerk
Finance Committee
Finance Committee
Norman J. Beauparlant
Director of Budget/Purchasing
nbeau@ci.lewiston.me.us
to:
Finance Committee
from:
Norman Beauparlant, Purchasing Agent
subject: Bid 2011-038 Public Works Inventory Management System
date:
August 15, 2011
Proposals were solicited for Inventory Management at the Public Works Department.
The Deputy Director’s memo clearly outlines the proposal requirements and expectations. In
addition, to his memo is a checklist of issues that was used as the evaluation was done.
The proposal and response to questions were reviewed by the Deputy Director, Inventory
Manager and Purchasing Director as noted by Kevin’s memo.
It is recommended that the contract for Inventory Management be awarded to Everett J. Prescott
of Gardiner, Maine, for a three (3) year period with the option at the City’s discretion to extend
the contract for two (2) one (1) year periods.
NJB/syt
Finance Committee
to:
Finance Committee
subject: Purchase & Installation of computer/server hardware
date:
August 15, 2011
from:
The FY 2011 LCIP funding authorized $40,000 for MIS hardware/software upgrades. The
authorization was made as part of a multi-year upgrade that started last year with the conversion
to Microsoft.
The MIS Department worked with Downeast Networks, Auburn, to make the conversion and
install hardware associated with it.
The MIS Director has received a proposal from Downeast (an authorized reseller of Dell
Hardware). In addition, he has researched the cost to buy the items directly from online sources.
It is recommended that the purchase be made through Downeast Networks at an overall cost of
$29,272.48 as quoted.
NJB/syt
Norman Beauparlant
*
From:
Sent:
To:
Subject:
Attachments:
Timothy Earle
Thursday, August 11,2011 2:26 PM
Norman Beauparlant
LCIP Purchase
Quote001591vl.pdf; R610 RAM.pdf; PS4000E.pdf
Good afternoon Norm,
The M I S LCIP is $40,000.00 f o r hardware and software. I
would like t o purchase the hardware directly from
DownEast Networks without going t o an RFP. If
I
purchase this hardware directly from Dell.com it would cost the
City an extra $7,150.34. The hardware being purchased will be shipped t o the M I S Department and installed in
the computer room a t City Hall. The purchase of this new hardware will double our current server size allowing us
t o add 4 new virtual servers; 2 are new servers f o r the Scale House Software and for the Fuel Management
Software, one is t o replace the old Keystone Server and the last one is t o move the current Water Billing
Application t o a new database format, Microsoft's SQL. DownEast Networks is one o f the leading resellers in the
Northeast and can offer these deep discounts. I have attached documentation supporting this.
Sincerely,
Tq9-w
I.T. Director
City of Lewiston
27 Pine Street
Lewiston, ME 04240-7242
TEarle@LewistonMaine.qov
Tel: 207-513-3000 x3252
Fax: 207-784-2959
TDD/TTY 207-513-3007
Downeast Networks Inc.
PS4000E/ Extra memory
120 Center Street Suite 205
Auburn, ME 04210
1 www.downeastnetworks.com
#001591
Wednesday, August 10, 2011
Michele Herman
Phone: 207-689-9900
Fax: 207-221-3517
mherman@downeastnetworks.com
Customer lnformation
Timothy Earle
City of Lewiston
27 Pine St.
Lewiston, ME 04240
Shipping lnformation
Timothy Earle
City of Lewiston
27 Pine St.
Lewiston, ME 04240
Phone: 2075133000
Phone: 2075133000
Description
Extendec
1 Products
-
P
ell Equallogic PS4000E
Mfr: PS4000E
Den Equallogic PS400OE
4 GB repl. memory for Dell PowerEdge R610 Server
Mfr: A4976354
4 GB repl. memory module for Dell PowerEdge R610 Server 2Rx8 RDIMM 1333 MHz
Prosupport for IT: 7x24 HW / SW Tech Support and Assistance for
Certified IT Staff, 3 Year
Mfr: PEMCS-3YR
Prosupport for IT: 7x24 HW I SW Tech Support and Assistance for Cetiied IT Staff, 3
Shipping:
$59.00
$0.00
Terms and Conditions
Due to lndustty trends, avallablllty and pricing on all Items Is subject to change at any time.
Thanks for conslderlng Downeast Networks for your technology purchase1
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Finance Committee
to:
Finance Committee
subject: 2011-032 Lincoln Street and Locust Street Intersection Improvements
date:
August 15, 2011
from:
This project is the second project funded through the Maine Department of Transportation. The
funding is 80% Federal, 10% State and 10% local. The MDOT has reviewed and approved the
award. Note that the project cost schedule provided includes all costs including the demolition of
the Avon Mill structure. Also note that the alternate for storm drain work on Lincoln Drive is
being recommended with funds available in CSO Separation funds that have a balance of
approximately $18,000.
It is recommended that bid 2011-032 be awarded to Gendron & Gendron, low bidder at their bid
price of $283,425. It is further recommended that the additional alternate work be authorized at
$14,035.
NJB/syt
Finance Committee
to:
Finance Committee
subject: Change Order #2 to contract with Gendron & Gendron on the Lincoln Street
Reconstruction Project
date:
August 15, 2011
from:
The Lincoln Street Reconstruction Project was awarded to Gendron & Gendron on June 6, 2011
in the amount of $2,047,500. This project is funded with Federal, State and local funds on a
80/10/10 basis.
Change Order #1 was approved by the Committee on July 18, 2011.
Change Order #2 has been reviewed by the City Engineer and by MDOT and has been approved.
It is recommended that the Change Order be approved in the amount of $7,421.63 to move a
retaining wall because of conflict with new utility poles to be installed.
NJB/syt
CHANGE ORDER NO. 2
BID DATE: 6/2/11
BID No.: 2011-031
PROJECT Lincoln St Reconstruction - MDOT PIN 16614.00
OWNER: City of Lewiston
CONTRACTOR: Gendron and Gendron Inc.
You are directed to make the following changes in the Contract Documents.
Description: Move retaining wall #1 away from the road by 8 feet. This results in a decrease in wall area of 333.75 SF (Item
635.3 1, $3 1.301sf =$10,446.38 credit) and addition of 600 CY gravel borrow fill (Add Item 203.26) between the road subbase and
crushed stone wall backfill ($18.501~~
= $1 1,100). Add 282 LF of granite curb (Item 609.1 1) in front of retaining wall #2
($24.00/lf = $6,768.00)
Reason for Change Order: Wall # 1 needs to be moved because of a conflict with the new and existing utility poles during
construction of the wall. Moving the wall away from the poles allows construction without holding the poles and results in an
overall cost savings. The original design does not include curb in front of wall #2. Curb is necessary in front of the wall to keep
plows from damaging the wall and as a safety issue with cars scraping against the wall.
CHANGE IN CONTRACT PRICE:
CHANGE IN CONTRACT TIMES:
Original contract Price
Original Contract Times
Substantial Completion:
Ready for fmal payment: 713 1112
$2,047.500.00
days or dates
Net changes from previous Change Orders No>o
No.1
I
I
$ 24.184.40
I
Contract Price prior to this Change Order
I
$2,071.684.00
Net Increase (decrease) of this change order
days
Contract Times prior to this Change Order
Ready for final payment: 713 1/ 12
days or dates
-
NONE
Contract Price with all approved Change Orders
$ 2.079.105.63
APPROVED:
I
I
Contract Times with all approved Change Orders
Ready for f m l payment: 713 1112
By:
By:
David A. Jones (Public Works Director)
Edward A. Barrett (City Administrator)
Date:
-to No.-
Net Increase of this change order
$ 7.421.63
RECOMMENDED:
Net change from previous Change Orders No.
Date:
days or dates
ACCEPTED:
By:
Contractor (Authorized Signature)
Date:
Finance Committee
to:
Finance Committee
subject: 2011-053 Fuel Dispenser/Tracking System
date:
August 15, 2011
from:
Two (2) proposals were received on the replacement of fuel pumps and fuel tracking system at
the Public Works Department. The funds are available using encumbered FY 2011 monies in the
Municipal Garage account. The current balance is $84,967.47. The budget for the bid was
$50,000.
When the proposals were opened it was determined that each proposer would meet with City
staff to review in detail what was included. The meeting with Adams & Fogg revealed that they
had not included items and had included items that did not meet City requirements.
Simard & Sons, Lewiston, has met all requirements.
It is recommended that the bid be awarded to Simard & Sons at their bid price of $47,790. The
annual fees will be charged to a general operating account.
NJB/syt
Lewiston
Department of Public Works
Dave A. Jones, P.E.
Director
Its Happening Here!
FUEL DISPENCERJFUEL TRACKER SYTEM
There were two bidders for the Fuel Dispenser 1 Fuel Tracker System
We met with both the results are as follows;
Adams and F o m Falmouth Me.
Furnish & Install Units
AnyIAll Yearly Fees
$29,875.00
$ 668.25
Price does not include the followins;
The costs related to cutting the concrete on the Island and adding conduit needed for the
Installation of their system. This change is required to meet present day electrical code, as
Per the City Electrical Inspector and was identified as part of the spec.
Their bid did not include upgraded stainless steel pumps that were required in the
Specification.
Their yearly fees only cover Con-~putersoftware usagelupgrades and off site trouble shooting
by way of the internet. There is no service and repair included.
The followins items either do not meet spec or are of some concern to the proper operation
of the Tracking svstem;
The System keys require programming; the bid spec called for keys that do not require
Programming. These type keys are similar to the ones we presently use and are
susceptible to being erased. We reprogram keys on a regular basis.
The system proposed does offer a bypass feature needed when there is a problem with the
System or an emergency, but this feature does not record the fuel usage when activated.
While the other bidders system does.
The Fuel Master Representative did not have any instances to reference that their system
would easily integrate with are RTA System presently in place at the Municipal Garage.
The spec requires the system to be compatible.
FUEL DISPENCERIFUEL TRACKER SYSTEM CONTINUED
SIMARD & SONS Lewiston, Me.
Furnish & Install Units $47,790.00
AnyIAIl Yearly Fees $4,910.00
The Yearly fees include the Computer software usagelupgrade, and maintenance contract
for the fuel mor~itoringsystem.
The System has several references as to its compatibility to the RTA System in place at the
Municipal Garage. These references come from both Fuel Force and RTA.
. The
city MIS Department as well as public works staff met with both bidders to discuss the
details of their proposals. After meeting with both bidders, both the city MIS Dept. & Public
Works Dept. Feel Simard and Sons proposal meets spec, and appears to be the most
compatible with RTA System as well as the existing infrastructure at are facility.
Therefore we recommend that the bid be awarded to Simard & Sons for the bid amount of
$47,790.00
rector of Public Works
TABULATION
BID TITLE:
FUEL DISPENSEWFUEL TRACKING SYSTEM
BID #:
20 11-053
OPEN DATEmIME:
JULY 26,20 11 @ 2:00 P.M.
REQUESTING DEPT: PUBLIC WORKS
Description
Furnish & Install Units
Any/All Yearly Fees
Adams & Fogg Oil Equip.
Falrnouth ME
Simard & Sons
Lewiston ME
$29,875.00
$47,790.00
$668.25
$4,9 10.00
Adams & Fogg Oil Equipment: Price is based on re-using of:
existing hanging hardware & retrievers;
existing CAT5 cable & conduits; and
existing electrical & conduits.
NOTE: If any of these items can not be re-used, City will be billed on a time & materials basis.
Finance Committee
to:
Finance Committee
subject: 2011-046 Snow Plowing and/or Removal Equipment Rentals
date:
August 15, 2011
from:
Each year the City solicits for snow plowing and removal equipment to supplement regular City
operations.
In the past, the bid included equipment to be assigned to road assignments as well as parking
facilities. The past two (2) years Public Works accounts for Outside Equipment Rentals have
been eliminated as a means to save budget dollars.
This year, the bid included equipment for snow plowing and removal at various municipal
parking lots and garages. The bids ask for interested contractors to state available equipment and
the rental rate for each including driver on an hourly rate basis. The contractors furnish all labor,
equipment and fuel.
Once bids are submitted, equipment available, price and individual facility needs are evaluated.
Once all equipment is evaluated, the contractors are notified of a tentative assignment contingent
upon Finance Committee approval.
It is recommended that the following award and assignments be made as follows:
Contractor
Beaulieu Industries
Lewiston
D R Caron
Minot
Washburn & Son
Minot
NJB/syt
Locations
Chestnut Street Parking Garage
Lincoln Street Parking Garage
Mill Street/Mill 5 Lot
Centreville Parking Garage
Central Fire Station
Ash Street Lot
Multi-Purpose Center
Oak Street Parking Garage & Lot
Oak Street Bus Station & Post Office Lot
Southern Gateway Parking Garage
David A. Jones, P.E, Director
DATE:
08/04/2011
TO:
Norm Beauparlant
FROM:
Dennis R. Boudreau, Eng. Tech. Ill
SUBJECT: Contracted Plow Bids 201112012
Norm
I have reviewed the bids and I respectfully make the following recommendations.
Municipal Parking Lot - Washburn
Post Office Lot - Washburn
Central Fire Station - D.R. Caron
Multi-Purpose Center - D.R. Caron
Ash Street Lot - D.R. Caron
Oak Street Garage - Washburn
Centreville Parking Garage - Beaulieu
-
Southern Gateway GarageILot Washburn
Chestnut Street Garage - Beaulieu
I-incoln Street GarageILot - Beaulieu
Mill StreetJMill 5 Lot - Beaulieu
Oak Street Bus Station - Washburn
Dennis R. Boudreau, Eng. Tech. Ill
TABULATION
BID TITLE:
BID #:
OPEN DATE/TIME:
1A
SNOW PLOWING &/OR REMOVAL EQUIPMENT RENTALS
2011-046
JULY 19, 2011 @ 2:00 P.M.
Pick Up Truck w/front end switch plows:
CONTRACTOR
YEAR/MAKE/SIZE
St. Laurent & Son
Lewiston ME
(5) 2005-2010 GMC 3/4 ton
$54.88
Beaulieu Industries
Lewiston ME
2001 Dodge 1 ton 4X4 w/9'
$50.00
1998 Dodge 3/4 ton 4X4 w/8'
$50.00
2001 Dodge 3/4 ton 4X4 w/8'
$50.00
2001 Chevrolet 3/4 ton 4X4 w/8'
$50.00
Washburn & Son
Minot ME
(4)1995-2009 Dodge 3/4 ton w/8.5' plow
$45.00
R C & Son
Lewiston ME
(7) 2004-2009 ½ ton Chevrolet
$54.00
1999 Chevrolet 1 ton
$54.00
D R Caron
Minot ME
2009 Ford F-350 w/9.5' V plow
$51.00
2002 Chevrolet 2500 w8.5' plow
$51.00
L P Poirier & Son
Lewiston ME
2000 GMC 1 ton
$56.00
1994 GMC 1 ton
$56.00
(6) GMC 1995-2004 3/4 ton pick ups
$54.50
2009 GMC 2500 HD w/9' plow
$63.00
Bubier Construction
Greene ME
1B
2003 GMC 2500 HD w/9' plow
Pick Up Trucks w/front end switch plows with rubber cutting edges:
HRLY RATE
$63.00
CONTRACTOR
YEAR/MAKE/SIZE
HRLY RATE
St. Laurent & Son
Lewiston ME
2007 GMC 3/4 ton
$63.88
Beaulieu Industries
Lewiston ME
$60.00
$60.00
2011 Cub Cadet 4X4 (snow plow or
blower)
$60.00
Washburn & Son
Minot ME
2005 Dodge 3/4 ton w/8.5' plow
$50.00
R C & Son
Lewiston ME
(7) 2004-2009 ½ ton Chevrolet
$62.00
1999 Chevrolet 1 ton
$62.00
2000 GMC 1 ton
$62.00
1994 GMC 1 ton
$62.00
(6) 1995-2004 GMC 3/4 ton pick ups
$60.00
2009 GMC 2500 HD w/9' plow
$63.00
2003 GMC 2500 HD w/9' plow
Front-end Loader w/plow or plow box:
$63.00
L P Poirier & Son
Lewiston ME
Bubier Construction
Greene ME
2
CONTRACTOR
YEAR/MAKE/SIZE
St. Laurent & Son
Lewiston ME
2003-2009 Volvo L-70
Beaulieu Industries
Sabattus ME
2005 Case w/12' box
$88.00
2000 Case Skidsteer w/8' plow w/rubber
edge
$70.00
2000 Case Skidsteer w/8' plow w/steel
edge
$68.00
2005 Case 721D w/14' box
$80.00
2005 Case 621D w/12' box
$75.00
1998 Case 580 w/10' box
$70.00
2004 Hyundai 757-7 w/15' plow
$95.00
2009 Volvo L70 w/15' plow
$95.00
(2) Cat 420 w/15' plow
$95.00
1999 Cat 416 w/10' plow
$87.00
1991 John Deere 544E w/12'
$90.00
2003 Volvo L90 w/12' box
$90.00
Washburn & Son
Minot ME
R C & Sons
Lewiston ME
D R Caron
Minot ME
L P Poirier & Son
Lewiston ME
Bubier Construction
Greene ME
3
Dump Trucks
HRLY RATE
$104.00
1992 Volvo L150
$110.00
1980 Volvo L90
$105.00
2000 Volvo L90
$105.00
2005 John Deere 624H w/12' plow box
$105.00
CONTRACTOR
SIZE/Capacity/#Available
HRLY RATE
St. Laurent & Son
Lewiston ME
Double Axle (12-14 CY) - 4
$55.88
Tri-Axle (18-20 CY) - 4
$58.88
Tractor w/dump trailer (32 CY) -
$78.88
$54.00
Tri-Axle (18-20 CY) - 2
$58.00
Tractor w/dump trailer (50 CY) - 1
$70.00
Washburn & Son
Minot ME
$47.00
Tri-Axle (18-20 CY) - 1
$50.00
R C & Sons
Lewiston ME
$50.00
Tri-Axle (18-20 CY) - 3
$55.00
D R Caron
Minot ME
$57.00
Tri-Axle (18-20 CY) - 1
$61.00
L P Poirier & Son
Lewiston ME
$56.00
Tri-Axle (18-20 CY) - 4
$60.00
Tractor w/dump trailer (40 CY) - 1
$70.00
Beaulieu Industries
Lewiston ME
Bubier Construction
Greene ME
4
Bulldozers (minimum Operating Weight of 35,000 lbs)
CONTRACTOR
St. Laurent & Son
Lewiston ME
5
Front-end Loaders
YEAR/MAKE/SIZE
2000 D-6 Cat 46,000 lb.
$59.00
HRLY RATE
$123.88
CONTRACTOR
YEAR/MAKE/SIZE
St. Laurent & Son
Lewiston ME
2003-2009 Volvo L-70
$104.00
Volvo L-120
$114.88
2004 Cat 420
$89.00
2005 Komatsu 820
$84.88
2005 Case 6210 3 yd
$88.00
2005 Case 90XT Skidsteer
$68.00
2005 Case 90XT Skidsteer (bucket rubber
edge)
$70.00
Washburn & Son
Minot ME
Case 721D 3 yds
$80.00
R C & Sons
Lewiston ME
2004 Hyundai 757-7
$95.00
2009 Volvo L-70
$95.00
D R Caron
Minot ME
1999 Cat 416 1/5 yd
$87.00
1991 John Deere 2.5 yd
$90.00
2003 Volvo L90 3.5 yd
$90.00
Beaulieu Industries
Sabattus ME
HRLY RATE
L P Poirier & Son
Lewiston ME
Bubier Construction
Greene ME
6
Sand Spreader
1992 Volvo L150
$110.00
2000 Volvo L90
$100.00
1988 Volvo L90
$100.00
2005 John Deere 624J 3.5 yd bucket
$103.00
CONTRACTOR
YEAR/MAKE/SIZE
St. Laurent & Son
Lewiston ME
2008 Downeaster 10CY
$100.00
2004 Downeaster 6 CY
$100.00
Beaulieu Industries
Lewiston ME
1990 IH 6 yds
$100.00
Washburn & Son
Minot ME
HRLY RATE
2001 Dodge 3 yds
$70.00
2011 Cub Cadet Calcium Spreader
$60.00
2002 Fontane 3 yd
$90.00
1999 Fisher 3 yd
$90.00
2010 Myers 3 yd
$90.00
R C & Sons
Lewiston ME
(2) 6 yd
$100.00
(1) 3 yd
$100.00
D R Caron
Minot ME
2006 Swenson 8 yds
L P Poirier & Son
Lewiston ME
Downeaster 6 yd
$105.00
Downeaster 5 yd
$100.00
Downeaster 3 yd
$98.00
2003 GMC 2500 HD 3 yd
$69.00
Bubier Construction
Greene ME
$79.00
Additional Equipment available:
St. Laurent & Son
Komatsu Skidsteer w/8' plow or 8' bucket w/rubber edges . . . . $84.88
Washburn & Son
2005 Case 70XT Skidsteer w/rubber edge . . . . . . . . . . . . . . . . . $65.00
2007 Takeuchi TL140 Skidsteer w/rubber edge . . . . . . . . . . . . $65.00
Finance Committee
to:
Finance Committee
subject: 2011-049 ½ ton 4X4 Pick Up Truck
date:
August 15, 2011
from:
Four (4) bids were received on July 28, 2011 for the replacement of a ¼ ton 4X4 Pick Up Truck.
No trade was offered as part of the bid.
It is recommended that the bid be awarded to Auburn Motor Sales low bidder at their bid price of
$20,177.96.
Truck is budgeted in Public Works with a budget estimate of $21,000.
NJB/syt
Lewiston
kdkd
Dave A. Jones, P.E.
Director
Its Happening Here!
L I W I S T O M .AUBURN
% Ton 4x4 Pickup Truck
Bid # 20 I1-049
There were four bids submitted for the pickup the results are as
Follow;
2012 Chevrolet CK10903 Frank Galos Chevrolet. Saco, Maine.
$ 21,698.00
(to trade)
2012 Chevrolet Silverado Liberty Chevrolet.
$21,654.00
2012 GMC Sierra 1500
O'Conner GMC.
$21,593.00
2012 Ford F-I50
(no trade)
(notrade)
Auburn Motor Sales.
$20,177.96
(no trade)
$21,698.00
Wakefield, Mass.
$21,654.00
Augusta, Maine.
$21,593.00
Auburn, Maine.
$20,177.96
All three bids meet spec. Therefore the bid should be awarded to the
low bidder Auburn
Motor Sale for the bid amount of $20,177.96
A
\2~--&
David ~ o n d sDirector of Public Works
TABULATION
BID TITLE:
BID #:
OPEN DATEmIME:
REQUESTING DEPT:
DESCRIPTION
112 TON 4x4 PICK UP TRUCK
20 11-049
JULY 28,201 1 @ 2:00 P.M.
PUBLIC WORKS
Auburn Motor
Sales
Auburn ME
Frank Galos
Chevrolet
Saco ME
Liberty
Chevrolet
Wakefield MA
O'Connor
GMC
Augusta ME
Make
Ford
Chevrolet
Chevrolet
GMC
Model
F150
CK10903
Silverado
Sierra 1500
Year
2012
2012
2012
2012
20,177.96
21,698.00
21,654.00
21,593.00
90 days
8- 12 weeks
10-12 weeks
Net 20
Net 30
Net 14
Unit Price (no trade-in)
Delivery Time
Terms
std
Finance Committee
to:
Finance Committee
subject: 2011-050 ¾ ton 4X4 Pick Up Truck
date:
August 15, 2011
from:
Bids have been evaluated by the Public Works Department. All three (3) met specifications.
It is recommended that the bid be awarded to O’Connor GMC, Augusta, low bidder at their bid
price of $22,703 and to accept the trade in allowance of $888 for a net cost of $21,815.
The vehicle is budgeted in the Municipal Garage Capital account with an estimated budget of
$28,000.
NJB/syt
Lewiston
Dave A. Jones, P.E.
Director
It's Happening
Here!
.
LIWISTDU
AUBUIU
5/4 TON 4x4 PICK UP TRUCK
Bid # 201 1-050
There were three bids submitted for the pickup truck the
Results are as follow;
2012 Ford F-250 Auburn Motor Sales. Auburn, Maine.
$23,965.87
600.00)
$23,365.87 after trade
2012 Chevrolet CK20903 Frank Galos Chevrolet. Saco, Maine.
$23,693.00
1,003.00)
2012 GMC Sierra 2500 HD O'Conner GMC. Augusta, Maine.
$22,703.00 (trade 888.00)
All three bids meet spec. therefore the bid should be awarded to the
low bidder O'Conner GMC, for the bid amount of $21,815.00
David ~ d n e sDirector of Public Works
TABULATION
BID TITLE:
BID #:
OPEN DATEmIME:
REQUESTING DEPT:
314 TON 4x4 PICK UP TRUCK
20 11-050
JULY 28,201 1 @ 2:00 P.M.
PUBLIC WORKS
Auburn Motor
Sales
Auburn ME
Frank Galos
Chevrolet
Saco ME
O'Connor GMC
Augusta ME
Make
Ford
Chevrolet
GMC
Model
F250
CK20903
Sierra 2500HD
Year
2012
DESCRIPTION
Trade-in Allowance
Net Bid Price (less trade in)
23,965.87
23,693.OO
22,703.OO
(600.00)
(1,003.OO)
(888.00)
$23,365.87
$22,690.00
$21,815.00
90 days
10-12 weeks
Net 20
Net 14
Delivery Time
Terms
2012
Net 10
Finance Committee
to:
Finance Committee
subject: 2011-051 ¾ ton Van
date:
August 15, 2011
from:
Bids were opened on July 28, 2011 for a replacement van for the Public Works Department. The
bids have been evaluated by the department.
It is recommended that the bid be awarded to O’Connor GMC, Augusta, low bidder meeting
specifications at their bid price of $23,869 and to accept the trade in allowance of $888 for a net
purchase price of $22,981.
Van is budgeted in the Water Division. The budget estimate was $30,000.
NJB/syt
Lewiston
Dave A. Jones, P.E.
Director
3/4 TON VAN
BID # 2011 - 051
There were two bid proposals submitted for the van the results were as follow;
2012 Ford E-250 van
Auburn Motor Sales Auburn, Maine.
$22,822.68
(Trade $600.00)
Did not meet specification. Specification called for remote side access panels
W I Upgraded lighting. This allows access to the shelving in the van from both
sides and the rear of the van. Eliminating the need for workers to clirr~b
over whatever is in the cargo bay of the van to access the shelves.
2012 GMC Savana 2500 Van O'Conner GMC Augusta, Maine
$23,869.00 (Trade $888.00)
$22.981.OO After trade
Proposed Van meets spec
The Bid should be awarded to O'Conner GMC, how van meets spec.
For the bid amount of $22,981.OO
David Jones ~ i r 6 c t oof
r Public Works
TABULATION
BID TITLE:
BID #:
OPEN DATEITIME:
REQUESTING DEPT:
314 TON VAN
201 1-051
JULY 28,201 1 @ 2:00 P.M.
PUBLIC WORKS
Auburn Motor Sales
Auburn ME
O'Connor GMC
Augusta ME
Make
Ford
GMC
Model
F250
Savana 2500
Year
2012
2012
22,822.68
23,869.00
(600.00)
(888.00)
$22,222.68
$22,981.00
6-8 weeks
10- 12 weeks
DESCRIPTION
Trade-in Allowance
Net Bid Price (less trade in)
Delivery Time
Terms
Net 14 days
Finance Committee
to:
Finance Committee
subject: 2011-054 Plow Cutting Edges
date:
August 15, 2011
from:
Bids were solicited for plow cutting edges. The cutting edges are mounted to the plows and are
the edge that comes in contact with the road.
Bids from vendors have been evaluated and it is recommended that the bid be awarded to
Viking-Cives, Sidney, Maine, meeting specifications at their bid amount of $16,289.10.
Funds for the edges are part of the Winter Road account. The account provides for a number of
items including the cutting edges.
NJB/syt
Lewiston
Dave A. Jones, P.E.
Director
It!! Happening
Here!
.
L I W I S I O *
A U I U I Y
PLOW CUTTING EDGE
There were six Bids submitted for consideration. Only two meet spec. The
results are as follow:
Chemung Supply Co.
Bid all 3 blades for a total of.
$10,644.90
The spec called for flame hardened blades composed of C1074 hot
rolled steel with a Rockwell hardness of 57-67.
Their bid was for 15B30 Hot rolled steel through Hardened to a Rockwell
hardness of 57-67.
Does not meet spec requirements.
Valk Manufacturina
$ I1,850.00
'The spec called for flame hardened blades composed of C1074 hot
'Their bid was for blades with a Rockwell hardness of 43-52
Does not meet spec requirements.
Jordan Equipment Co.
$ 20,284.80
The bidder only supplied the Rockwell hardness spec of 57-67
No other info was sent with bid to prove they meet spec.
They were higher than others that meet spec.
PLOW CUTTING EDGES CONT.
Winter Equipment Co.
$22,489.20
The spec called for flame hardened blades composed of C1074 hot
Their bid was for 15B30 Hot rolled steel through Hardened to a Rockwell
hardness of 45-52
Does not meet spec requirments.
H.P.Fairfield
'The bid proposal meets spec.
Vikincl - Cives
The bid proposal meets spec.
The bid should be awarded to Viking - Cives for the bid amount of
$16,289.10. They are the lowest bidder that meets spec.
or of Public Works
PLAN HOLDERS' LIST
BID TITLE:
BID #:
OPEN DATEmIME:
REQUESTING DEPT:
Vendor
PLOW CUTTING EDGE
201 1-054
JULY 26,201 1 @ 2:00 P.M.
PUBLIC WORKS
#3
(30) Grader Blades
#2
#1
(60) 5' Plow Blades
(30) 6' Plow Blades
Makemodel
Unit $
Total $
Makemodel
Unit $
Total $
Makemodel
Unit $
Total $
Bucyrus
$133.70
$8,022.00
Bucyrus
$160.44
$4,8 13.20
Bucyrus
$1 15.13
$3,453.90
Evolution Edges
83.1 1
4,986.60
Evolution Edges
96.96
2,908.80
Evolution Edges
91.65
2,749.50
Bucyrus
8844-501
151.25
9,075.00
Bucyrus
8844-601
181.50
5,445.00
Bucyrus
1845-603
124.25
3,727.50
Valk Manufacturing
New Kingstown PA
Valk
99.00
5,940.00
Valk
119.00
3,570.00
Valk
78.00
2,340.00
Jordan Equipment
West Falmouth ME
Esco
162.92
9,775.20
Esco
195.51
5,865.30
Esco
154.81
4,644.30
Black Cat
PBB8806044-A
195.75
11,745.00
Black Cat
PBB8807244-A
234.70
7,04 1.OO
Black Cat
CAT 5D9558
123.44
3,703.20
Viking-Cives
Sidney ME
Chemung Supply
Elmira NY
H P Fairfield
Skowhegan ME
Winter Equipment Co
Willoughby OH
Finance Committee
to:
Finance Committee
subject: Ratification of award of bid for #2 Fuel Oil
date:
August 15, 2011
from:
The City of Lewiston and the City of Auburn have jointly bid #2 heating oil annually for over 30
years. Over the past 8 years, the group has evolved to include both Lewiston and Auburn School
Departments as well as the County Building and the Town of Poland.
Within the last 7 years, the group has solicited bids on a fixed price basis for the heating season
from September to June. This year, aggregate amount was estimated at 415,400 gallons.
On August 10, 2011, six (6) firms provided fixed prices for #2 heating oil. Bids were evaluated
by the Lewiston Purchasing Director, Lewiston School Business Manager and Auburn School
Business Manager.
By unanimous agreement, the award was made to C N Brown at their fixed price of $3.0569 per
gallon for Large Loads (7,500+) and $3.2319 for Small Loads..
It is requested that the Finance Committee ratify the award as presented.
NJB/syt
Location
Airport
Airport Terminal
Airport Maintenance Build.
1-500gal
2-330 gal.
Total Airport
Androscoggin County Building
City of Auburn
-
Hasty Comm. Center 48 Pettingil Park Rd
Pettingill Park
1- 275 gal.
Engine 5 Fire Station - Center Street
General Use (Gracelawn & PP Equip)
General Assistance - Various as needed
1-10,000gal.
1-8,000gal.
Total Auburn City Locations
City of Lewiston
Multi Purpose Center 145 Birch St.
1-10,000gal.
Total Lewiston Mun. Locations
Towns
2-275 gal.
Poland Town Hall - 1223 Maine St
Poland Town Garage 30 Ploand Corner R 1-330gal.
Poland (old town office) - 1219 Maine St. 1-275gal.
old school house Behind Town Office
1-275gal
1-275gal
Ricker Library 1211 Maine St.
Poland Community School 1250 Maine S t 1-3,000gal
Minot School 23 Shaw Hill Rd.
1-3,000gal
Elm St. School Mechanic Falls 129 Elm St 1 4,000 gal
Union Central Office 1146 Maine St Poland 1-275gal
-
-
Total Poland and Minot
Lewiston School Department
Dingley Bldg.
- Oak Street
Total Lewiston School Department
Location
Auburn School Department
115 Whitney
AMS - 38 Falcon Dr.
AMS Portable
East Auburn - 15 Andrew Dr.
ELHS - 77 Harris Ave.
Franklin - 23 High St.
Land Lab - Portables- 15 Andrew Dr.
Park Ave. Elem. School - 161 Park Ave.
RETC 80 Lake Street
Support Services- 33 Industry Ave.
Total Auburn School Department
Total All Agencies
Total Combined Small & Large
-
40,000
Deliveries
2
of 6/30/201,
CN Brown
-1
-
--
-
Gallons
-
Airport
~ i ~ 6 2l ~6i r ~ o i ~ e r m i n a l
.._1.:500 pal
2-330 gal.
-+--- -
AND;
--
~droscoggin
.
-- County
. ..- .
Building
-
2-6,000gal.
I-------
I
k
.G 4,000 =I.' 8,000
_ 1 275 a 1 3 . m
- 48 Pettingil Park Rd
Great*@
19 cademy St.
l o t Ave
Police Dep- One
pettingillpark
- ---Engine 5 Ffi Sp-tlon- Cenler StreetGeneral
- Use (Gracelawn & PP Equip]-- _
General Assistance - Various as needed-
--
-
-
--
-
-
-
-
1-10,000~.~
1-10,000 =I.
-
-
20,- 3
8,901
,500
-,414
7,345
14,000
30,000
-
A
---A
11,000 I
-
-I
Total Auburn City Locations
,-
- ---
--
-
--
-
I
I
- --
--
!
rS,pO
4,000
e
1
64.163
-
City of Lewiston
-
-
w 2 7 ]~enera!~ssistan~e
Various as
Lew.
Memorial
Armory
- 6 5 s s t r a l Ave
-- --
-
-4,000
1-330 gal.
---
Birch S
COLE66 _,
'Total Lewiston Mun. Location1
I
-
~
--
~
1-3.000
-- lgal i
m
r
n
i1250 Ma&St
~
Poland Regional H.S. 1 4 5 7 - M a k e 3
Poland Town Fall - 1223 Maine St
30,000
25,791
10,513
Total
Poland
-and Minot
60.500
-3,332
-
-t Lewiston School
--
-
Department
-
1LMS Central Avenue
Dingley Bldg. - Oak Street
----t,,,,o
,-
-
---
-
iTotal Lewiston School Department
II
--
-.
AuburnSchool
-. - .Department
. ..- -
-
-
I
4,700
-
--
- ..--
-
-----.
- --20,0001
i
,---
L
1.
-
1 I 1
AMS - 38 Falcon Dr.
ELHS 77 Harris Ave.
-.
I Park Ave. Elem. School 161 Park Ave.
Industry Aye- - - -- -- - Franklin 23 High St._
-Land Lab - West Auburn ~ d .
1 East Auburn - 15 AndrewDr.
1 Merrill Hill 16 Western Ave.
P
o
t
t
a
p
AMS
-.
-115
Whitney
-.
---Lake Street School
-
-
.-L
3751
--
70,000;
i
--
x
-
Total Auburn School bepartment
8ub Total
All Locations
-- - -Total All Locations Large + Small
--
-
-
275
-
-7
2,O0OA
1-
69,900
- -
W,W
-
614,600
29,223 1
64,784
11,328
6,738
6,457
I
100
6,351
2,300
1,471
133,74!
- -- .
--
wg9W0
463,162
Finance Committee
to:
Finance Committee
subject: Contract Extension for the purchase of Road Salt
date:
August 15, 2011
from:
Over the last 30 years, the City of Lewiston and the City of Auburn have jointly purchased
winter road salt through AVCOG (Androscoggin Valley Council of Governments).
The bid was last done in 2009 for the 2009-2010 winter season. Forty-seven of the member
towns participated in the bid with a total aggregate tonnage bid at almost 40,000 tons.
In 2009, six (6) bidders offered pricing with Morton Salt being the successful bidder at $63.03
per ton.
During the past year, two (2) firms, Morton Salt and International Salt, have been acquired by
SPL Company and are now International Salt.
Mr. Lea at AVCOG has sent out to all agencies an opportunity offered by International Salt to
extend the contract for another year and in addition, lower the price per ton by $1.50 for an
adjusted per ton price of $61.53. This would mean a budget savings of $9,300 for Lewiston
based on the estimated purchase of 6,200 tons.
It is recommended that the contract with International Salt be extended for another year at the
reduced price of $61.53/ton.
NJB/syt
lNTERNATIONAL SALT
an S P L c o r n p a n y
August 11,2011
Attn: Fergus P. Lea, .Ira,P.E.
Androscoggin Valley Council of Governments
1125 Manley Road
Auburn, ME 04210
Dear Mr. Lea:
Re: Sodium Chloride (Road Salt) Contract
As you have recently discussed with Doug Koelsch, International Salt Company would be willing
to extend the above mentioned contract for an additional year with the same terms and
conditions.
We have a current short-term opportunity to lock in some lower costs that could save you
some additional money on your salt purchases for the coming season. If you could notify us by
August 17,2011 that you will be extending the contract for an additional year, we will reduce
last year's price by $1.50/ton for all participants on this contract.
Please sign and return this letter by August 17,2011.
Looking forward to working with you again this winter season.
CEO
Accepted:
By:
Date:
Name:
Phone:
Title:
2009-2010 Salt Bid Results
Page 2 of 2
September 2, 2009
Vendor
FOB
Stockpile
North
Region
North
Region
South
Region
South
Region
Base Bid
Quantity over
500 tons
before Dec. 15
Base Bid
Quantity over
1,000 tons
before Dec. 15
Cargill Deicing Technology
73.OO
77.95
77.95
No Bid
No Bid
Eastern Salt Company, Inc.
67.50
80.00
80.00
67.50
67.50
Granite State Minerals
95.00
113.00
113.00
103.00
103.00
International Salt Company,
LLC
74.00
79.70
79.70
74.50
74.50
Mid - Atlantic Salt, LLC
69.00
75.50
73.50
75.50
72.50
Morton Salt
63.03
68.45
68.45
63.03
63.03
Sel Warwick
No Bid
No Bid
No Bid
No Bid
No Bid
FYI: Bid results regarding liquid calcium chloride will be available in the beginning of October.
Attachments
Fiscal Year 2012
Budget Request
Detail Account Information
August 11,2011
Department:
Public Works
Division Number:
43320
Division Title:
Snow Removal
Account Number:
4039800
Account Title:
Otber Supplies
-
FY 2009
$
*
Actual
410,934
$
FY 2012
Line
Budget
FY 2010
FY 2010
$
Budget
550,000
$
Actual
500,785
FY 2011
$
Administrator
Department
Recommendation
Request
490,000 $
490,000 $
Budget
490,000
FY 2011
$
Council
Action
490,000 $
Est. Expended
490,000
Increase
(Decrease)
1
This fhding purchases liquid and flake calcium chloride, rock salt and winter sand for use in treating streets for
snow and ice conditions. The flake calcium chloride helps clearing fiozen catch basins and drainage structures.
-
-
The agreement with Morton Salt was extended in FY2011. The price for Rock Salt (Ton) remains at $63.03 per ton
for FY20 11. There is no way of telling presently what the price per ton for salt will be after the next bid process for
FY2012. The Department is however, has made changes in FY2011 to sanding practices in hopes of reducing the
amount of salt and sand used in the future.
A better rate was acquired by purchasing Flake Calcium by the pallet reducing the price by approximately $1.OO per
bag. Also this product was not charged out to the parking garages but instead absorbed within this budget line item.
The product is now being charged to the correct accounts. This product was reduced fiom 1000 bags to 600 bags or
$4,380.
I

Finance Committee Agenda/Packet 08/15/2011

Transcription

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