COUNCIL COMMITTEES
The Council Committees Meeting was held on March 23, 1998, at 6:30 p.m., with Council President Christiansen presiding. Members of Council present were Mr. Lambert, Mr. Pitts, Mr. Leary, Mr. Truitt, Mr. Carey, Mrs. Malone, Mr. Salters, Mr. Weller and Mayor Hutchison.
AGENDA ADDITIONS/DELETIONS
Mr. Leary requested that item #1, Response from City Solicitor - Dover Housing Development, Inc., be removed from the Legislative and Finance Committee agenda. Mr. Leary moved for approval of the agenda, as amended, seconded by Mr. Salters and unanimously carried.
LEGISLATIVE AND FINANCE COMMITTEE
The Legislative and Finance Committee met with Chairman Salters presiding. Members present were Councilman Leary, Councilwoman Malone and Mr. Merritt.
Audit Services for Fiscal Years 1997-98 through 2001-02
The City awards independent audit services through a Request for Proposals (RFP) process every three (3) years. The current agreement ended with the June 30, 1997 audit and the Comprehensive Annual Financial Report (CAFR) publication in December 1997. A total of three (3) firms submitted proposals with all-inclusive fees, as follows:
Barbacane, Reznick, Fedder &
Audit Services for Thornton & Co. Faw Casson & Co. Silverman
Fiscal Year Wilmington, DE Dover, DE Baltimore, MD
1997-98 $ 25,000 $ 25,900 $ 54,750
1998-99 $ 25,000 $ 26,675 $ 57,500
1999-00 $ 25,000 $ 27,475 $ 60,375
2000-01 $ 25,000 $ 28,300 $ 63,400
2001-02 $ 25,000 $ 29,150 $ 66,500
TOTALS $125,000 $137,500 $302,525
Mr. Karia, Finance Director, explained that the proposals were reviewed using various factors with emphasis on fees, accessibility and local preference. Staff recommended the appointment of Faw Casson & Co. for the audit services for fiscal year 1997-98, at a fee not to exceed $25,900, and with an option for the City to renew the appointment for one year at a time for the next four (4) years at fees not to exceed the amounts provided. It was also noted that staff will negotiate the fees with Faw Casson for possible reduction.
Mr. Salters moved to recommend that Faw Casson & Co., of Dover, Delaware, be appointed to perform the City of Dover’s audit services for fiscal year 1997-98, as recommended by staff. The motion was seconded by Mrs. Malone and unanimously carried.
Mr. Salters moved for adjournment, seconded by Mrs. Malone and unanimously carried.
UTILITY COMMITTEE
The Utility Committee met with Chairman Lambert presiding. Members present were Councilmen Pitts and Weller, Mr. Farling and Mr. Kramedas.
Evaluation of Bids - Pumping Station #7 Replacement
In conjunction with the FY 1998/99 Capital Investments Plan, bids were solicited for replacement of the existing Pump Station #7 with a new pumping station to be constructed on the lands of Dover Downs, Inc., adjacent to the speedway. Staff recommended awarding the bid to the lowest bidder, Mumford & Miller Concrete, Inc., from Odessa, Delaware, in the amount of $1,251,753.50. Funding for the construction of the Pumping Station #7 will be available through the Impact Fee Reserve Fund, FY 1998 Operating Budget, and FY 1999 Proposed Operating Budget.
Mr. O’Connor advised members that the proposed Pumping Station #7 will replace two (2) lift stations in the Dover Downs area, which includes a watershed area that extends to the Scarborough Road Extension. The pump station will manage the peak flows from Dover Downs and the constant flow from the watershed area. Mr. O’Connor assured members that there will be emergency backup power in case of power outages and that the deep well will be large enough to allow staff ample time to respond should there be an alarm. The SCADA system indicates alarms at the Electric Department as well as the Police Department.
Mr. O’Connor advised members that during race weekends at Dover Downs, two (2) employees man the current pump station at all times to assure that the system is working at its fullest capacity. There are problems with solids, such as t-shirts, that come through the system. The proposed pump station will include a grinder that will allow this type of material to go through the system with no problems.
In response to Mr. Kramedas, Mr. O’Connor stated that Dover Downs will be contributing approximately $200,000 towards this project.
Mr. Weller moved to recommend that the contract for the replacement of Pumping Station #7 be awarded to Mumford & Miller Concrete, Inc., in the amount of $1,251,753.50, as recommended by staff. The motion was seconded by Mr. Kramedas and unanimously carried.
Evaluation of Bids - Fiscal Year 1998 Curb Replacement Bid Contract #98-01
In conjunction with the City’s Capital Investments Plan, bids were solicited for the removal and replacement of approximately 15,000 lineal feet of curb and miscellaneous concrete work on existing streets and rights-of-way scheduled for resurfacing. Funding for the project is being provided by the City of Dover and DelDOT Suburban Street Aid Agreements. Funding has been allocated for the following streets:
Jawd Drive Paul Drive Coldspring Place
Fieldstone Court Green Blade Drive Meetinghouse Lane
Maple Lane Merion Road Whitemarsh Court
Maple Dale Road West Street Pat Lynn Drive
North Queen Street Bank Lane Westview Terrace
Garfield Drive Crawford Avenue Roberta Avenue
Bids were submitted by four (4) vendors with the low bid received from Davis Concrete Company, Inc., Aberdeen, Maryland, in the amount of $443,237. Staff has met with the low bidder and contacted their project references. Staff recommended that the contract for the FY 1998 Curb Replacement Program be awarded to Davis Concrete Company, in the amount of $443,237.
Mr. Pitts moved to recommend approval of staff’s recommendation, seconded by Mr. Farling and unanimously carried.
Mrs. Malone moved for adjournment, seconded by Mr. Salters and unanimously carried.
Meeting Adjourned at 6:50 P.M.
Respectfully submitted,
Robin R. Christiansen
Council President
RRC/jg