MINUTES

UTILITIES COMMISSION MEETING

NOVEMBER 16, 1998

Mayor Margo G. Bailey called the meeting to order at 7:30 p.m. In attendance were Councilmembers Harrison C. Bristoll, Jr., Thomas A. Gross, Sr., Mabel Mumford-Pautz and J. Brian Kirby, Medford Capel, Utilities Commission Manager, W. S. Ingersoll, Town Manager, Joan Merryman, Stenographer, and guests.

Mayor Bailey asked if there were any additions or corrections to the minutes of the previous meeting. Mr. Gross moved that the minutes of the meeting of October 19, 1998 be accepted as presented, was seconded by Mr. Bristoll and carried unanimously.

Mayor Bailey announced that the Utilities Commission has cash on hand and in banks on November 16, 1998 of $330,659.56.

Mayor Bailey called on Mr. Capel for his report. Mr. Capel stated that three bids were received for the sewer video camera equipment. The first bid opened was from Mid-Atlantic in the amount of $37,000; the second bid opened was from Cobra Technology in the amount of $46,650; the third bid was from Cues in the amount of $42,124. Mr. Capel recommended that the bid be awarded to Cues even though they were the second lowest bidder. He said their equipment met the specifications; the unit was compact, easy to use and transport, has a remote control, and their bid price includes the loan of equipment should any repairs be needed on our equipment. He stated the details of the equipment and stated the equipment was in compliance with the Y2K requirements. He said based on his experience in buying equipment, the Cues unit was better. He said the Aries machine bid by Mid-Atlantic did not meet the specifications. He said when the machine was demonstrated he noticed that the connections were taped up and the Cues equipment does not have that.

Mayor Bailey asked the Council for their questions or comments. Mr. Gross said he would defer to Mr. Capel's expertise. He said Mr. Capel had discussed differences in the equipment and asked Mr. Capel whether the low bidder could match those items on their equipment. Mr. Capel said he did not know. He said he did know that Cues could downgrade their equipment to meet the price of the low bidder. Mr. Gross asked what Cues would change or delete to lower their price. Mr. Capel said they would change the cables, use the mercury slip rings and the transporter would be cheaper. Mr. Bristoll asked if that would meet the specifications stated in the bid request . Mr. Capel said that would not meet the specifications any more than the low bidder's product. Mr. Bristoll said we will have to determine whether the low bidder met the specifications. Mrs. Mumford-Pautz said from what she observed there was a difference in the equipment and the Cues equipment was superior. Mr. Capel said he would prefer that the Council reject all bids if he could not get the Cues equipment. Mayor Bailey said the Council must be careful that the equipment meets all the specifications contained in the bid packet. Mr. Kirby asked if Mr. Capel knew what additional cost there would be to bring the Mid-Atlantic equipment up to the specifications. Mr. Capel said he did not know that and they did not have the same equipment.

Mr. Bristoll said he watched all of the demonstrations and they all seemed to show what was in the pipes. He said he felt the Council should review the specifications and be certain that all bidders bid to the exact same specifications. Mayor Bailey said the Council can hold off taking any action on the bids until the products as bid are compared to the specifications requested in the bid request. She said we cannot change the bid specs at this time. The Council agreed to review the specifications and the bids and discuss it at the next Council meeting. Mr. Capel said he will check do a comparison of each item in the equipment for compliance with the bid specs.

Mr. Capel showed the Council pictures of the fish that are thriving in the lagoon ponds. He said the fish eat the algae in the ponds.

Mr. Capel said they had a problem with a switch that controlled the deep well pump at the water plant. He said they lost one phase in the electric which burned up the 40 hp motor. The pump broke loose when they were pulling it up, but it caught on the electric cable. He said they pulled the pump. He said a stainless steel reducer and pipe will be installed. The coupling on the pipe was eaten up by corrosion. He said the well should be back in service next week. He said while the well was down they pulled the inspection plates on the green sand filters. One of the filter mediums has gone down so it will be recharged with green sand and anthracite. That work will be done this week and the pump repaired.

Mr. Capel said they are using a new chemical to treat the water to remove the rust. He said it was doing a good job and we have good clear water.

Mayor Bailey asked if there were any further questions. There being none, she asked the Council to review the bills. Mr. Bristoll moved that the bills be paid as presented, was seconded by Mrs. Mumford-Pautz and carried unanimously.

Mr. Kirby moved that the meeting be adjourned at 7:52 p.m., was seconded by Mr. Gross and carried unanimously.

Submitted by:
Joan Merryman (Stenographer)

Approved by:
Margo G. Bailey (Mayor)