Bids & Purchases Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA BIDS AND PURCHASES COMMITTEE Thursday, June 29, 2017 (July Committee Meeting) Municipal Complex, Building A, Public Meeting Room 1 100 Ann Edwards Lane Mount Pleasant, SC 29464 MINUTES Members Present: Gary Santos, Chairman; Elton Carrier and Jim Owens Staff Present: Eric DeMoura, Town Administrator; Marcy Cotov, Chief Financial Officer; Rick Griles, Procurement Officer; Brad Morrison, Transportation Director; Kevin Mitchell, Town Engineer Mr. Santos called the meeting to order at 9:45 a.m. 1. Approval of Minutes from the June 5, 2017 meeting Mr. Owens moved for approval; seconded by Mr. Carrier. All present voted in favor. 2. Public Comments 3. Employee recognition Ms. Cotov recognized and congratulated Scott Maxie for recently becoming a Certified Professional Public Buyer. This certification requires education, additional training in Procurement and experience within a public procurement office. She stated that he will now bear the CPPB title behind his name. 4. Award of contract for fleet management and maintenance services Mr. Griles stated that the Town sent out a Request for Proposal and received two responses from First Vehicle Services, Inc. and Vector Fleet Management, LLC. He stated that the selection committee was comprised of five members from five departments within the Town; Fire,  Bids & Purchases Committee June 29, 2017 Page 2 Police, Public Services, Recreation and Planning. He stated that the proposals were evaluated and the selection committee recommended that the Town award the contract to First Vehicle Services, Inc. He stated that First Vehicle Services, Inc., is the firm that is currently performing the Town’s maintenance and the Town is pleased with their service. He stated that First Vehicle Services’ price per month was $85,333.25 versus Vector Fleet’s $92,222.83. He stated that in addition to the standard contract price for vehicles and equipment that are within life cycle, there is an hourly rate for non-contract items. He stated that First Vehicle Services was $34.49 per hour, versus Vector Fleet’s hourly rate of $52.41. He stated that this rate also includes emergencies outside of normal hours. In addition, there was one other primary difference in their proposals. First Vehicle Services has proposed one more technician. He stated that another consideration that the selection committee made was that First Vehicle Services has a number of contracts in South Carolina, such as Richland County, Florence County, Georgetown, Beaufort, Darlington County and the City of Sumter. He stated that there was an incident in the past where a vehicle broke down in Columbia and First Vehicle Services was able to quickly go over and repair it. He stated that staff would like to recommend awarding the contract to First Vehicle Services, Inc., for one year with the option to extend for four additional one year periods. He stated that additionally, the Town would like to extend the current contract for one month while this is put in place during the protest period. Mr. Carrier asked if this service is for all Town vehicles. Mr. Griles stated that it is for all vehicles, equipment, gators, weed eaters, etc. Mr. Owens asked how long the dispute period is. Mr. Griles stated that it is five days. Mr. Owens made a motion to accept the recommendations from staff to award the standard contract amount in the sum of $1,023,999.04 for the  Bids & Purchases Committee June 29, 2017 Page 3 ensuing year and to renew annually for a period not to exceed sixty months without notification; seconded by Mr. Carrier. Mr. Santos stated that he would ask Mr. Owens to amend his motion to include the rate of $34.49 per hour as described by staff. Mr. Owens amended his motion to include such; Mr. Carrier amended his second. All present voted in favor. 5. Award of contract for traffic signal maintenance and repair services Mr. Griles stated that this is another contract that will expire. The Town has experienced good service with this on-call contract. He stated that in addition to the on-call segment, there is also a standard maintenance on the traffic signals. He stated that this is a new contract. The Town submitted a Request for Proposal and the evaluation committee received only one response from Sierras Construction, LLC. He stated that previously the Town had a primary and secondary contractor; however, this year only one response was received. He stated that staff felt this would be sufficient to meet the Town’s needs. Sierras Construction, LLC has been the contractor for the past five years and the Town has been pleased with their service. He stated that there are four billable rates for: Emergency Service Mobilization: $275.00 Standard Service Mobilization: $200.00 Annual Inspection & Routine Maintenance: $26,500.00 Hourly Billable Rate: $85.00 He stated that based on the information, staff would like to recommend awarding a one year contract, with option to renew for four additional years for a total contract of 60 months. Mr. Owens asked who currently has the sync arrangements with the traffic lights. Mr. Griles stated that Sierras only does the maintenance on the equipment.  Bids & Purchases Committee June 29, 2017 Page 4 Mr. Morrison stated Sierras Construction repairs the issues that they have with the system. Synchronization is generally controlled by the Town through its relationship with Rhythm Engineering. He stated that this was recently reconfigured four weeks ago and is typically accomplished every three to four years. He stated that generally, it is Town staff, as well as Rhythm Engineering that works on synchronization. Mr. Owens stated that he was discussing with some individuals at the Isle of Palms, the videos around the Town, through DOT’s (Department of Transportation), 511 program. He stated that residents should be encouraged to look at the live stream from the camera on Ben Sawyer, showing traffic going to and coming from Sullivan’s Island. He asked if there were other opportunities to put these cameras around the Town to be utilized for the citizens to better navigate throughout the Town. Mr. Morrison stated that last year, the Town started working on four initial cameras, in response to the beach summer season traffic for the two islands. He stated that they were working with the County to install initial cameras. He stated they are still attempting to install the one at the Isle of Palms Connector (IOP) and Rifle Range Road, which is a 511 camera. He stated that there is also a camera at IOP and US 17 that the Town has online; however, it cannot be seen by the public due to security reasons. He stated that he believes there are four different cameras coming on just for the beach traffic issue. He stated that there is an additional camera on Ben Sawyer near the Publix that is also being worked on. Mr. Owens asked if there are any on Coleman Boulevard or Johnnie Dodds Boulevard. Mr. Morrison stated not at this point in time. He said that camera installs are approximately $6,000 and would have to be configured differently to be viewed by the public. He stated that the Town’s system is secure and now viewable by the public. Mr. Santos asked if the camera could adapt to take pictures of those running red lights.  Bids & Purchases Committee June 29, 2017 Page 5 Mr. Morrison stated that this is controlled by the State Legislature and it is currently not permitted in South Carolina. Linda Page, 1458 Short Street, stated that the camera system is amazing and the two Mayors on Isle of Palms and Sullivan’s Island worked very hard to get DOT to make the investment. She stated that this needs go out to the citizens on social media. She stated that it can alleviate a great deal of the summer traffic and can be a great tool for the citizens, because you can check the cameras to view the traffic live. Mr. Morrison stated that they recently modified the timing at IOP and Rifle Range to operate “free” which is a much higher cycle length for the afternoon. He stated that it is designed to help with the egress and ingress for the island. He stated that they do this at Ben Sawyer as well. Mr. Owens stated that it would be great to coordinate with the City of Charleston’s Mayor and have something on the bridges to provide residents with the opportunity to determine their route. Mr. Carrier asked who Sierras Construction reports to. Mr. Griles stated that they would report to the Transportation Department. Mr. Carrier made a motion to accept staff’s recommendation to continue with Sierras Construction, LLC for the traffic signal maintenance, repair, and installation services at a cost of $26,500 and other work at the billable rates for the first year with the option to renew for four consecutive years, up to 60 months; seconded by Mr. Owens. All present voted in favor. 6. Approval of memorandum of understanding with the Charleston County School District regarding a new sidewalk along the Berkeley Electric right of way adjacent to Darrell Creek Trail Ms. Cotov stated that this is a Memorandum of Understanding between the Charleston County School District (CCSD), and the Town of Mount Pleasant regarding the survey, design, permitting, right-of-way acquisitions, construction, completion, dedication and acceptance and  Bids & Purchases Committee June 29, 2017 Page 6 payment of cost for the installation of the sidewalk along the Berkeley Electric Right-of-Way adjacent to the Darrell Creek Trail, beginning at the northeast intersection of Carolina Park Avenue and ending at the Darrell Creek Trail Commonwealth intersection. She stated that Kevin Mitchell is the project manager and will request this Committee’s recommendation for approval to full Council. Mr. Santos asked Mr. Mitchell to provide a brief overview. Mr. Mitchell stated that this is a part of the Bike and Peds (Bicycle and Pedestrians) program which is to attempt to extend sidewalks and pathways where they are needed. He stated that this area will be well served with the high school and new middle school opening. He stated that their objective is to attempt to take it from where the CCSD has stopped their sidewalk, which is an eight foot pathway at Carolina Park Boulevard, and extend it as far as possible up Darrell Creek Trail to the Commonwealth subdivision and cross the ninety degree turn. He stated that he has contacted CCSD and they are willing to partner with the Town by utilizing their contractor that is already onsite. He stated that this will help to speed the process up. He stated that he hopes to get this sidewalk in by the end of December, 2017. Mr. Santos asked if this would encourage more students to ride their bikes to school. Mr. Mitchell stated that they are already doing this currently in Darrell Creek and he has been in contract with a number of parents that want this to occur. He stated that the residents are thrilled about the Town doing this. Mr. Owens asked who would absorb the cost. Mr. Mitchell stated that it is part of the Bike and Peds Program. He stated that there is currently $183,000 in the budget and using the same numbers as the CCSD used, it should be very close getting the pathway complete. He stated that the survey was just completed and Seamon Whiteside will do the design. He stated that they will do the best they can to take it as far as possible.  Bids & Purchases Committee June 29, 2017 Page 7 Mr. Owens made a motion to accept the recommendations from staff to move forward with the survey, design, permitting, right-of-way acquisitions, construction, completion, dedication and acceptance and payment of cost for the installation of the sidewalk that is being designed by Seamon Whiteside & Associates as included in the Memorandum of Understanding between Charleston County School District and the Town of Mount Pleasant; seconded by Mr. Carrier. All present voted in favor. 7. Adjourn There being no further business, meeting was adjourned at 10:05 a.m. Respectfully submitted, Barbara Ashe June 29, 2017