COUNCIL COMMITTEES
The Council Committees Meeting was held on October 14, 2002, at 6:00 p.m., with Council President Carey presiding. Members of Council present were Mr. Ritter, Mr. Pitts, Mrs. Williams, Mr. Truitt, Mr. McGlumphy, Mr. Speed, Mr. Salters, Mr. Ruane (arrived at 6:08 p.m.), and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Speed moved for approval of the agenda, seconded by Mr. McGlumphy and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Mrs. Williams and Mr. McGlumphy. Mr. Shelton and Mrs. Street were absent.
Evaluation of Bids - Purchase and Installation of Five (5) Mobile Data Terminals (MDTs) and Associated Equipment to Add to Existing Equipment
The Police Department is installing mobile data terminals (MDT’s) in the Patrol Unit vehicle fleet. MDTs are rugged laptop computers the Police officers use to process police reports and access local, State and Federal law enforcement systems required to complete their daily duties. Members were provided a line-item cost breakout of the purchase. Bids were solicited and received as follows:
Pelican Mobile (Glen Burnie, MD)$35,280
PC Supplies, Inc. (Newark, DE) 39,345
Major purchase items are normally included in the annual Capital Investments Plan (CIP) for both grant and budget-funded items. However, the timing of the grant application processes for the following two grants precluded this item from being included in the Police Department’s CIP submission. This purchase will be funded using currently available grant funds provided by the State of Delaware Technology Grant ($33,969.34) and Federal Local Law Enforcement Block Grant ($1,310.66) programs.
Installation will be completed approximately ninety (90) calendar days from the approved order date. The delay of this purchase beyond the end of October will increase costs since the bid solicitation will expire and have to be re-bid.
Staff recommended awarding a purchase order to the low bidder, Pelican Mobile, Glen Burnie, Maryland, in the amount of $35,280 for the purchase and installation of five (5) Mobile Data Terminals (MDT’s) and associated equipment to add to existing equipment. It was requested that Council consider this item during their meeting later in the evening.
Mrs. Williams stated that she participated in a Police ride along over the weekend and, based on the amount of activity that evening, it was her feeling that the Police could use every possible resource to help with their reporting. Chief Horvath informed members that the MDT’s enable the officers to perform warrant checks, silent dispatch, and write reports from the vehicle.
Mrs. Williams moved to recommend approval of staff’s recommendation to award a purchase order to the low bidder, Pelican Mobile, Glen Burnie, Maryland, in the amount of $35,280 for the purchase and installation of five (5) Mobile Data Terminals (MDT’s) and associated equipment to add to existing equipment. The motion was seconded by Mr. McGlumphy and unanimously carried.
Evaluation of Bids - 2003 Sewer Cleaner Truck
As detailed in the FY 2003 Operating Budget and the 2003-2007 Capital Investments Plan, the Department of Public Works requested permission to solicit bids for the purchase of one (1) new Sewer Cleaner with a mounted jetting system. This truck will replace vehicle #691, a 1989 International Sewer Cleaner. The estimated cost was $90,000 based on a vendor quote. The Sewer Cleaner is used on a daily basis to clean and maintain the gravity sanitary sewer system by washing grit, grease, and any other debris found in the system to locations where the debris can be easily removed. The 1989 International Sewer Cleaner has reached the end of its service life and requires extensive repairs to the chassis and jetting system. The existing vehicle will be sold at the 2003 City Auction. Bids were solicited and received as follows:
Company Model Bid Amount
Mid Atlantic Waste Systems, Easton, MD Seca Acterra w/ Sterling Chassis $122,492
Atlantic Machinery, Inc., Silver Spring, MD SRECO HV2060 w/ Sterling Chassis $121,299
Staff reviewed both bids and determined that the Seca Acterra Model is a superior product since the rear mounted hose reel provided with the unit is retractable for storage within the heated rear storage compartment. The SRECO model does not have a retractable hose reel and the rear storage compartment is not heated. Since the bids were higher than the estimated amount, Council approval is required according to the City purchasing policy.
Funding for this purchase is identified on page 108 of the 2003-2007 Capital Investments Plan and on page 398 of the FY 2003 Annual Operating Budget in the amount of $90,000. Since the recommended purchase is $32,492 higher than estimated, staff proposed to transfer $32,492 from the Meter Reading Technology Upgrade Project. The FY 2003 budget for the project is $100,000 ($50,000 from the Water Fund and $50,000 from the Sewer Fund). The proposal will reduce the budget to $67,508 ($50,000 from the Water Fund and $17,508 from the Sewer Fund) in FY 2003. However, to keep spending to the 50/50 ratio between funds, expenditures will be capped at $35,016 unless additional dollars are transferred back into the program from other capital projects that come in under budget.
The Department of Public Works has recommended this proposal to maintain the current level of service to the City’s sewer customers. If the purchase of the truck is delayed, there will be a decline in the quality of service due to the reliability of the current vehicle. The Meter Reading Technology Upgrade Project is an internal service enhancement project and is secondary to maintaining the current level of service. However, as the budget year unfolds, staff may look for savings in other wastewater capital projects to restore funding to the Meter Reading Technology Upgrade Project.
Staff recommended issuance of a purchase order to Mid Atlantic Waste Systems, Easton, Maryland, in the amount of $122,492 for the purchase of one (1) Sewer Cleaner, as detailed in the bid documents submitted by the vendor.
Mrs. Williams moved to recommend approval of staff’s recommendation, seconded by Mr. McGlumphy and unanimously carried.
Water/Sewer Stock Materials
The Public Works Department uses many items for system maintenance and upgrade. The City purchases these water/sewer stock materials through a blanket bid process, which has proven to be a very cost-effective method of purchasing. Although some items are subject to escalations in price based on market prices for raw materials such as oil and copper, vendors guarantee their bid prices for the entire year for most of the items. Central Services prepared the bid list identifying frequently used items based on the prior year’s consumption. There are 281 items in the warehouse coded as water/sewer items; 67 of these were bid based on their consumption and the current stock positions.
Although bids were requested from seven (7) vendors, only two (2) bids were received: 1) US Filter Distribution Group, Smyrna, Delaware; and 2) Dover Plumbing Supply Co., Dover, Delaware. The City received prices for these items, and they were entered into a spreadsheet. The lowest prices, responsive to the needs of the Public Works Department, were selected. The warehouse will issue items for various projects, and the appropriate divisions will be charged. The funding for the material will come from the approved budgets of the Public Works Department.
Material quantities, based on last year’s consumption, were reviewed and approved by the Public Works Department. The amounts suggest the estimated maximum amounts to be purchased from the vendor indicated. Dover Plumbing Supply Co. was the low bidder on only two items. The difference in the bid price of these two items was only $1,364.45 over the term of the contract. They also did not offer a firm one-year price. Dover Plumbing Supply Co. attached an escalation factor to their entire bid stating that escalations given to them from each manufacturer will be added to the bid price at the time of delivery. If any escalation factor were to be applied, this small saving could be reversed into an additional cost. US Filter Distribution Group did not apply any escalation factors on any items bid. Upon further analysis, it was found that US Filter’s total (compared to last year’s when applied to the quantity) is $2,098 less than last year’s total.
Staff recommended awarding the blanket bid for water/sewer stock materials to US Filter Distribution Group, Smyrna, Delaware, in the amount of $91,730.16. Pending approval, specific materials will be ordered and delivered to the warehouse to replenish stock throughout the year. The bids are for a period starting with the award of the bid through August 31, 2003. Staff requested that this item be considered by Council during their meeting later in the evening.
Mr. McGlumphy moved to recommend approval of staff’s recommendation, seconded by Mrs. Williams and unanimously carried.
Set Time and Date Certain for Discussion of the PAS Organizational Study
Mr. McGlumphy requested that a time and date be set for the discussion of the PAS Organization Study. He suggested that a meeting should be held within the next month, that all members of Council should be present, and the discussion should take place during a public meeting. It was the feeling of several members that Department Heads should also be present for the discussion.
Mr. McGlumphy moved to recommend that Council President Carey, along with Mrs. Green, City Clerk, set a date and time certain within the next month to discuss the PAS Organizational Study in a public forum. The motion was seconded by Mrs. Williams and unanimously carried.
Mr. McGlumphy moved to adjourn, seconded by Mrs. Williams and unanimously carried.
Meeting Adjourned at 6:29 P.M.
Respectfully submitted,
Carleton E. Carey, Sr.
Council President
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