COUNCIL COMMITTEES

The Council Committees Meeting was held on November 25, 1996 at 5:30 p.m. with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mrs. Malone, Mr. Fenimore, Mr. Salters, Mr. Hare and Mayor Hutchison.

AGENDA ADDITIONS/DELETIONS

Mr. Hare moved for approval of the agenda, seconded by Mr. Hare and unanimously carried.

UTILITY COMMITTEE

The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Fenimore and Mr. Carey. Mr. Kramedas was absent.

Upgrade 12KV Breakers

A program was adopted by the Engineering Department in 1991 to replace the outdated 12 & 4KV breakers in our system after several had failed. It was discovered that the replacement parts to repair these obsolete breakers were almost impossible to obtain and extremely expensive. Therefore, a standard was adopted for a replacement breaker which has a high reliability rate, very low preventive maintenance required and retrofit in all locations with little, if any, modifications.

In order to maintain reliability of our substations and eliminate costly repairs, nine of the oldest breakers are scheduled for replacement this year. WESCO was the only vendor that submitted a bid. They are the sole vendor for ABB in this geographical area. Although a bid request was attempted with two other vendors, no other bids were received. As per the City's purchase policy, no bidding is necessary when there is a sole vendor.

Mr. Fenimore moved to recommend that staff be authorized to issue a purchase order to WESCO in the amount of $145,485 for the purchase of nine (9) ESV type breakers. The motion was seconded by Mr. Pitts and unanimously carried.

Engineering Services - Dover Downs Pump Station Upgrades

In accordance with the 1996 Capital Investments Plan, it was proposed to upgrade the existing Dover Downs Sanitary Sewage Pumping Station. The existing station is showing signs of wear due to age and deterioration of the mechanical and structural elements of the building. Staff received proposals from 15 engineering firms who wished to provide design services for the contract. The proposals were short listed to four firms for interviews. Following the interviews, Cabe Associates, Inc. was selected and asked to submit a price proposal for the work. Negotiations have led to an agreement in the amount of $43,000 to complete design services from fact finding to bid phase. Funds for the work are provided in the Impact Fee Reserve Account. City staff recommended awarding the design contract to Cabe Associates, Inc. for the Dover Downs Pump Station Upgrades in the amount of $43,000.

Mr. O'Connor stated that Cabe Associates has performed extensive work for the County's system which should save some time and money since they have already performed similar work.

Responding to a question by Mr. Fenimore as to why the competitive bidding process was not used, Mr. O'Connor stated that State law prohibits competitive bidding for professional services and that the selection must be based upon qualifications and then costs may be considered. Mr. Fenimore suggested that the City Manager explore professional service contract alternatives with other contract administrators.

Mr. Fenimore moved to recommend the award of the design contract to Cabe Associates, Inc. for the Dover Downs Pump Station Upgrades in the amount of $43,000, seconded by Mr. Carey and unanimously carried.

Acceptance of Dedication of Rights-of-Way and Utilities - Fox Hall West Addition - Phase I

The developer of Fox Hall West Addition has requested that the streets and utilities in Phase I be accepted for maintenance and ownership by the City (includes Pebble Valley Drive from Station 0+00 to Station 7+40 and Sweetgum Drive from Station 0+00 to Station 2+69 as depicted on the construction plans). After construction was completed, City staff inspected the improvements and provided the developer with a list of repairs to be made to meet City standards and specifications. That work has now been completed. A one year maintenance agreement and bond, a release of liabilities and the as-built drawings for Phase I have all been submitted.

City staff recommended the acceptance of dedication of rights-of-way and utilities in Fox Hall West Addition - Phase I.

Mr. Fenimore moved to recommend the acceptance of dedication of rights-of-way and utilities in Fox Hall West Addition - Phase I, seconded by Mr. Carey and unanimously carried.

(It is noted that the above items will be considered by City Council during their meeting of November 25, 1996 since their next meeting will not be held until December 17, 1996.)

Mr. Fenimore moved to adjourn, seconded by Mrs. Malone and unanimously carried.

Meeting Adjourned at 5:50 P.M.

                                                                                    Respectfully submitted,

                                                                                    Robin R. Christiansen

                                                                                    Council President

RRC/DJB