FINANCE COMMITTEE AGENDA

August 6, 2018

(Immediately Following Government Operations Committee)

1. Bids/Purchasinga. Crime Scene Van – Police Department – Darling’s Ford - $92,217 b. Request to Waive Bid Process – Playground Structure and Tennis Court Repairs –

Parks & Recreation – Marturano Recreation - $67,851 and Beaverbrook Tennis Court LLC - $22,685

c. Request to Waive Bid Process – ECHO Monitors – WWTP – ADS - $19,380 (2 Years) d. Deicer Storage Tanks – Airport – Plastic Mark - $10,200 e. Request to Waive Bid Process – Airport – Tank Gauging System Upgrades – Varec -

$18,520 f. Request to Waive Bid Process – Flight Information Displays/Visual Paging System –

Airport – Alpine Systems - $13,156 g. Temporary Restroom Facilities – AMS Global - $49,968

2. Council Resolve, Appropriating $6,385,666 from the FAA, $354,760 from

MDOT for AIP #72 Grant to Reconstruct Taxiway A and Remove Taxiway J

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MEMORANDUM

TO: Finance Committee

FROM: Tracy Willette, DirectorParks and Recreation

SUBJ: Waive Purchasing Process

DATE: July 18, 2018

During the May 21st meeting of the Finance Committee, staff was seeking approval to proceed with two bids. One was for the playstructure replacement at Fairmount Park and the other was for tennis court repairs at Hayford Park. The City had received three proposals for the playstructure replacement and two proposals for the tennis court repair.

During the discussion, it was asked if was possible to utilize the same two vendors for the playstructure replacement at Stillwater Park and tennis court repairs Little City Park. Both were identified in our Capital Improvement Plan as part of the FY19 Budget. At that time, staff indicated that we should wait until final approval of the FY19 Budget after which point we could pursue with each vendor the possibility moving forward with each project.

Both of these projects were included in the approved FY19 Budget. We have asked both vendors for quotes for each of these projects. Marturano Recreation provided a quote of $67,851.30 for the Stillwater Park structure. This structure would be similar to the structure just completed at Fairmount Park with the exception of a “net spinner” rather than the swings. This is amount is slightly less than the Fairmount proposal and is consistent with recent Marturano proposals. Marturano has told us they could do the installation of this equipment mid to end of September.

Beaverbrook Tennis Court LLC has looked at the courts at Little City and has indicated they could do the work for the same amount it costs to make the same repairs at Hayford Park. They have also indicated if the weather is favorable, they could do the work mid to late September.

Given the discussion at the May meeting, staff would like to pursue moving forward with the aforementioned vendors on these projects. We will be available at your meeting for any questions.

MemoTo: Finance Committee

From: Peralie Burbank, Engineering

cc: Andy Rudzinski, Director of Water Quality; John Theriault, City Engineer

Date: July 24, 2018

Re: Contract with ADS for level-only monitoring

The City has no easy way to measure depth of flow in sewer pipes, particularly those that are not accessible, staff has been researching options for remote monitoring. Knowing the level of flow in the pipes allows staff to make informed decisions about routing of flow during wet weather events, and provides a way to foresee potential overflows.

In 2016, the City accepted a free trial of the SmartCover system, which consisted of monitors attached to manhole covers that measured the depth of flow. The technology was new, and the City participated in a trial of the equipment. Staff found that the sensors were not accurate compared to existing monitors in the system, data quality was inconsistent, sensors were easily fouled by debris and spider webs, and data was sent only to a server for later retrieval and analysis.

Since that time, ADS, who provides our CSO monitoring services, has also developed and tested a flow level monitor. The monitors provide include wireless telemetry, data is collected regularly and on demand, and data is immediately available. Furthermore, the system can issue alarms when flow reaches a set threshold and estimate any overflow volumes. City staff are familiar with the ADS software for data viewing and retrieval because as it is currently being utilized for CSO monitoring.

Although ADS offers equipment sales and webhosting, staff believes the two-year leasing option is better as it includes equipment installation and maintenance as well. The City can choose to purchase the monitors after the contract ends.

Staff recommendation is to execute a lease agreement with ADS for 5 monitors for a two year period at a costs of $19,380. Funding is available within the WWTP budget.

Interoffice Memorandum To: Finance Committee From: Curt Davis, Manager of Airport Operations CC: Cathy Conlow, City Manager Debbie Cyr, City Finance Director Tony Caruso, Airport Director Jody Varney, Airport Accounting Manager Re: Two 5000 gallons Deicer Storage Tanks Date: August 1, 2018 The Airport is requesting Finance Committee approval to purchase two 5,000 gallons deicer/anti-icer fluid storage tanks for additional storage capacity at the airport. The airport has obtained three quotes ranging from $10,199.99 to $10,699.88. These tanks are virtually made at the same manufacturer, but distributed by different vendors. We recommend purchasing from Plastic Mark. The two tanks cost $3,399.00 each, however delivery charges are $3400.00 making total purchase $10,199.99. The real difference amongst vendors simply is in the delivery charges. As a result the airport request the bid process be waived and we order from the lowest vendor quote, Plastic Mart. Airport staff will be available at the Finance Committee meeting to address any questions or concerns.

Interoffice Memorandum To: Finance Committee From: Curt Davis, Manager of Airport Operations CC: Cathy Conlow, City Manager Debbie Cyr, City Finance Director Tony Caruso, Airport Director Jody Varney, Airport Accounting Manager Re: Flight Information Display’s (FIDS)/Visual Paging System Date: July 31st, 2018 The Airport is requesting Finance Committee approval to purchase and install Video Controllers, switches and other hardware to support an upgrade of the FID’s/Visual Paging System displays. These displays provide critical information to passengers and other customers in regards to flight arrivals, departures and cancellations. Since installed as part of the Airport Improvement Program (AIP) project 065, the current system has had numerous problems with displaying accurate information. After several attempts to resolve these issues by multiple contractors involved in the original project, we believe a solution has been found. Alpine Systems has worked with the Airport to install and test a new controller. This has proven to be a reliable fix to the system. The cost involved to upgrade is $13,155.60. The FAA has approved a Change Order to AIP 65 for this purchase. A grant amendment will be executed to provide 90% of the funding. The Airport will be required to fund the remaining amount of $1316.00. We recommend approval. Staff will be available at the Finance Committee meeting to address any questions or concerns.

To: Finance Committee

From: Rich Cromwell

RE: Temporary Restroom Facilities – Pickering Square

Date: August 1, 2018

During the fall of 2018 the entry way to the parking garage at Pickering Square will be relocated to the opposite end of the garage. As a result the restrooms and waiting area available to the public will not be in service. In order to accommodate the public during the construction period the city will provide temporary shelter and restroom facilities on site.

It is staff’s recommendation that a portable restroom trailer be purchased to use during this transition period. The portable restroom trailer will provide three individual restroom stations, one station will be ADA compliant. The trailer will be outfitted for year round usage (insulation, HVAC, electricity). We solicited quotes from the following companies specializing in the manufacturing of these portable facilities: Portable Restroom Trailers, LLC – South Carolina, A.M.S. Global Inc. – Arkansas and JAG Mobile Solutions – Indiana, ranging from $49,968 to $54,290. There are no local suppliers for these units and all have an estimated delivery time of 12-14 weeks.

It is staff’s recommendation that the City purchase a unit from A.M.S Global, the low quote, in the amount of $49,968. This unit appears to have the greatest durability, the ability to lower flush to the ground, and are built to be used in high capacity areas such as parks, schools, concerts, etc.

This portable restroom would be used, post construction, by the Parks and Recreation Department for future events.

08/13/2018

08/13/2018

Finance

Title, Resolve

Resolve 001-001

Resolve, Accepting and appropriating a grant in the amount of $6,385,666 from the Federal Aviation Administration and $354,760 from the Maine Department of Transportation under the Airport Improvement Plan (AIP) program, grant # 72 at Bangor International Airport (BGR).

This Resolve will authorize the acceptance and appropriation of a grant in the amount of $6,385,666 from the FAA and $354,760 from the Maine DOT under the Airport Improvement Plan (AIP) program, grant # 72. If approved, this grant will be used to reconstruct taxiway A - south end and remove taxiway J. Taxiway A is experiencing significant cracking and the sub-base is failing. Taxiway J is used on a very limited basis and will be removed without affecting operations. This project is included in BGR’s FAA approved 5-year Capital Improvement Plan (CIP). This grant will fund 90% of the project with the additional 5% coming from the State and 5% coming from the airport.

Finance Committee 08/06/2018Recommend for passage

Staff recommends approval.

First Reading

CITY OF BANGOR RESOLVE 08/13/2018

08/13/2018

Resolve, Accepting and appropriating a grant in the amount of $6,385,666 from the Federal Aviation Administration and $354,760 from the Maine Department of Transportation under the Airport Improvement Plan (AIP) program, grant # 72 at Bangor International Airport (BGR).

WHEREAS, The City’s applications to the Federal Aviation Administration and the Maine Department of Transportation for Airport Improvement Project grant funds for this project at Bangor International Airport have been accepted, and the Federal Aviation Administration and the State of Maine have agreed to provide the funding; and WHEREAS, This project is included in the airports FAA approved five-year Capital Improvement Plan (CIP); and WHEREAS, Federal funds will cover 90% of the cost of the project with an additional 5.0% coming from the State of Maine and 5.0% from the Airport. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BANGOR, THAT The City Manager is hereby authorized to accept the grants from the Federal Aviation Administration and the Maine Department of Transportation in the amount of $7,095,186 under the Airport Improvement Plan (AIP) program, grant # 72 to reconstruct taxiway A - south end and remove taxiway J at Bangor International Airport (BGR); and BE IT FURTHER RESOLVED THAT There is hereby appropriated within the Airport Fund the amount of $7,095,186 recognizing this grant fund to be used for this project. The City Finance Director is hereby authorized to place this amount within the appropriate accounts.