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HomeMy WebLinkAboutFinance March 13 1990WHATCOM COUNTY COUNCIL FINANCE AND PERSONNEL COMMITTEE March 13, 1990 The meeting was called to order at 3:05 p.m. by Committee Chairman Dan Warner. Also present: Absent: Marge Laidlaw None. Mary Vanderpol 6. BID AWARD RECOMMENDATION FOR CONSTRUCTION OF LYNDEN PTA CONCESSION BOOTH AT THE NORTHWEST WASHINGTON FAIR TO LOW BIDDER, STRENGHOLT CONSTRUCTION CO., INC. FOR $42,419.30, WITH TAX (AB90 -82) Vanderpol asked that this item be first on the agenda. Laidlaw asked for an explanation of the need for Council to take action on this matter. Sutberry and Warner said the Fair is not supported by the County but its funds are in the County's budget. Rich Waldemar, Northwest Washington Fair, said the Fair likes to have the County's authority when doing any project. The Fair is self- supporting and hasn't received any money from the County for about 14 years, Waldemar said. VANDERPOL MOVED THAT THIS ITEM BE RECOMMENDED FOR A DO PASS. Motion carried. 1. BID AWARD RECOMMENDATION FOR ONE HALF -TON 4X2 PICKUP TRUCK TO LOW BID, STATE BID OPTION FROM BBC DODGE, FOR $9,958.89 PLUS TAX (AB90 -77) 2. BID AWARD RECOMMENDATION FOR TWO HALF -TON 4X4 PICKUP TRUCKS TO LOW BID, STATE BID OPTION FROM BBC DODGE, FOR $23,190.38 PLUS TAX (AB90 -76) 3. FOR THREE 3/4 TON PICKUP TRUCKS 4. FOR ONE EXTENDED CAB 4x4 SMALL PICKUP Purchasing Officer Nat Dickinson and Don Lorenz, acting Fleet Manager for the County, explained the bid award recommendation process, saying they favor state contracts because bulk prices for vehicles are cheaper; however, the local independent dealers indicated on the agenda bills were the low bidders. Vanderpol asked why any company would bid when it knows the state contract is likely to be below the price a dealership could offer the County. Dickinson said often they bid to let the County know they're interested in the County's business and that they would like to be included in future matters. Vanderpol noted that the difference between the GMC and the Dodge is only $75, and asked if for such a small difference local dealers could be given Finance, 3/13/90, Page 2 preference. Lorenz said Chambers, Bellingham Chrysler and Dewey Griffin were the local bidders; all others, including the one Vanderpol referred to, are from out of town. There was discussion. VANDERPOL MOVED THAT THE BID AWARDS BE RECOMMENDED FOR APPROVAL AS PRESENTED. Motion carried unanimously. 5. BID AWARD RECOMMENDATION FOR A SEVEN - PASSENGER MINI VAN TO LOWEST RESPONSIVE BIDDER, JERRY CHAMBERS CHEVROLET, FOR $16,588.26 INCLUDING TAX (AB90 -79) Dickinson said the low bid didn't meet specifications because the van in question did not have front wheel drive. There was discussion about the low bidder, tax rates, and other items. Warner asked Dickinson to write an ordinance about the determination of low bidders, at his convenience, which would give an advantage to local dealers. LAIDLAW MOVED THAT THE BID AWARD BE RECOMMENDED FOR APPROVAL. Motion carried unanimously. 7. BID AWARD FOR FOOD SERVICE SUPPLIES FOR COUNTY JAIL (AB90 -81) Nat explained the process used to solicit these bids. The fresh fruits and vegetables contract establishes a bidders list, and all responsible and responsive bids are recommended for acceptance. For dairy products the bid award is recommended to the low bidder. WARNER MOVED THAT THE BID AWARDS BE RECOMMENDED FOR APPROVAL. Motion carried. 21. RESOLUTION AUTHORIZING THE PROSECUTING ATTORNEY'S OFFICE TO SEEK A PETITION IN SUPERIOR COURT TO AUTHORIZE THE TRANSFER OF PUBLIC RIGHT -OF -WAY FOR PRIVATE PROPERTY OF EQUAL VALUE Chief Civil Deputy Prosecutor Randy Watts explained the request. He said the County's property was appraised at $5,000 to $6,000, and the private person's piece happens to adjoin a County park and is worth about $10,000. LAIDLAW MOVED THAT THE RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried unanimously. 8. BID AWARD FOR STRUCTURAL OVERLAY OF HANNEGAN ROAD TO LOW Finance, 3/13/90, Page 3 BIDDER, WILDER CONSTRUCTION CO. INC. FOR $447,790.00 (AB90 -82) 8A. RESOLUTION ESTABLISHING COUNTY ROAD PROJECT NUMBER 99190 AND THE AWARD OF THE CONTRACT FOR THE STRUCTURAL OVERLAY OF HANNEGAN ROAD Executive Shirley Van Zanten said the items are in the road budget, and listed as project no. 19 on the road construction program. The contract and the resolution go together. Engineer Ed Henken said the prices offered were very competitive. Vanderpol discussed the matter with Henken. VANDERPOL MOVED THAT THE ITEMS BE RECOMMENDED FOR APPROVAL. There was discussion of the Hannegan Road chip seal project. Motion carried. 9. BID AWARD RECOMMENDATION FOR RECONSTRUCTION OF BENNETT DRIVE TO LOW BIDDER, WILDER CONSTRUCTION CO. INC. FOR $1,517,411.73 (AB90 -83) Van Zanten and Henken commented on this project, explaining that state, federal and City money will be used along with County funds to do this work. City of Bellingham representative Pete Lieurance was present. There was discussion. VANDERPOL MOVED THAT THE BID AWARD AND RESOLUTION BE RECOMMENDED FOR APPROVAL. Motion carried unanimously. 10. REQUEST FOR AUTHORIZATION TO WAIVE BID REQUIREMENT AND ENTER INTO A FIVE YEAR AGREEMENT WITH IBM FOR COMPUTER MAINTENANCE (AB90 -85) Information Services Director George Reid explained that this is for the System 36 AS 400. Whatcom County Code 3.08 allows the waiver of the bid award requirement. The County could save money if a five year contract were in place, rather than paying for it annually, he said. The cost of maintenance under the contract would be $24,150 per year, which still is a hefty amount of money. However, the financial interests are such that Van Zanten recommended the move. Warner asked if Reid had sought other bids or costs from other companies. Reid said the County would have to stay with IBM because although other companies could respond to a call for bids, IBM is local and provides consistent good service. Discussion ensued. Dickinson and Sutberry spoke in favor of the request. Bernie Hilgart, a citizen, spoke against waiving the bid Finance, 3/13/90, Page 4 requirement. Warner thanked Hilgart for his comments. There was extensive discussion about the bid process, about security with a big company. Hilgart suggested that Information Services at least contact small vendors with maintenance contracts in order to at least put pressure on IBM to be sincere about its bid proposal. There was more discussion. Warner asked the administration to informally look into maintenance contracts offered by other vendors, and recommended that this item be kept in committee until this is done. Van Zanten agreed to comply. Hilgart said the idea sounded good to him. There was more discussion. 11. REQUEST FOR AUTHORIZATION TO ENTER INTO AN INTERLOCAL AGREEMENT BETWEEN THE CITY OF BELLINGHAM AND WHATCOM COUNTY TO PROVIDE FOR A JUVENILE JUSTICE FACILITY IN THE CIVIC CENTER AREA (AB90 -85) Van Zanten and Public Works Director Paul Rushing explained this item, discussing it with Warner, Vanderpol and Lieurance. Among items discussed were terms agreed to by the County and the City, projected parking problems, and a possible shuttle for employees from locations where parking was more readily available. Rushing said ground- breaking could be expected in February of 1991, with the County moving to the new building in 18 -24 months. Bond counsel is in the process of developing ordinances for interim financing. Also in the next couple of weeks the Council will be asked to decide on the architect bid and the contract with Answers Inc. VANDERPOL MOVED TO RECOMMEND A DO PASS. Motion carried unanimously. 12. REQUEST TO RELEASE APPROPRIATIONS RESTRICTED UNDER PROVISO J OF ORDINANCE 89 -105, THE 1990 COUNTY BUDGET (AB90 -86) Van Zanten said the County now is looking at a $3.6 million ending fund balance, which gives the County $1.6 million unencumbered. Thus, there is adequate money to deal with the labor contract, and other expenditures, including the elements of proviso J of the budget ordinance, which follows: "Due to the minimal projected Current Expense Fund ending fund balance, the following appropriation authorizations shall not be available for expenditure until authorized by the County Council; 1. Filling the additional Sheriff's traffic deputy position; 2. Transferring $100,000 of the available appropriation to the Tort Claims Fund; 3. Transferring $100,000 of the available appropriation to the Physical Plant and Capital Facilities Fund; 4. Transferring an amount to the Parks and Recreation Fund for Strand Road." Finance, 3/13/90, Page 5 The transfers to tort and physical plant will not actually happen until later in the year, but the Sheriff is very interested in the additional traffic deputy and Parks is eager for the Strand Road project to begin, Van Zanten said. The Executive added that the Council would hear more during the quarterly report statement, expected to be presented to the Council at the first meeting in April. LAIDLAW MOVED THAT THE ITEM BE RECOMMENDED FOR APPROVAL. Motion carried unanimously. 13. ORDINANCE REVISING THE AMOUNT AUTHORIZED FOR THE HEALTH FUND PETTY CASH ACCOUNT (AB90 -53) Sutberry said the amount is being changed from $150 to $250. WARNER MOVED THAT THE ORDINANCE BE RECOMMENDED FOR APPROVAL. Motion carried. 14. ORDINANCE REVISING THE AMOUNT AUTHORIZED FOR PURCHASING DEPARTMENT PETTY CASH FUND (AB90 -54) Sutberry said the amount is being changed from $150 to $500. VANDERPOL MOVED THAT THE ITEM BE RECOMMENDED FOR APPROVAL. Motion carried. 15. ORDINANCE REVISING THE PARKS AND RECREATION FUND APPROPRIATION FOR PASS THROUGH CAPITAL CONTRIBUTION (AB90 -55) Sutberry said this is not new money, but comes from a former asset, the sale of the Sumas Senior Center. There was some discussion. VANDERPOL MOVED THAT THE ITEM BE RECOMMENDED FOR APPROVAL. Motion carried. 16. ORDINANCE REVISING THE EMERGENCY MANAGEMENT FUND APPROPRIATION FOR PURCHASE OF TELEPHONE SYSTEM (AB90 -56) There was discussion; Sutberry explained this proposal. VANDERPOL MOVED THAT THE ITEM BE RECOMMENDED FOR APPROVAL. Motion carried. 17. RESOLUTION SETTING A HEARING DATE FOR DECLARING A WELL V Finance, 3/13/90, Page 6 AND RELATED IMPROVEMENTS IN ACME SURPLUS PURSUANT TO RCW 39.33.020 (AB90 -89) Sutberry said the Acme well must be declared surplus prior to negotiating the terms for transferring it to Acme's water district. The County will not seek consideration for the well, so the Water District will get more than $100,000 benefit at no cost. The County wants to get out of the liability for owning a well that it didn't want in the first place. Van Zanten commented that under state law the County, once declaring the well surplus, can transfer it to another government entity without going to bid. LAIDLAW MOVED THAT THE RESOLUTION BE APPROVED. Motion carried. 18. RESOLUTION SETTING A HEARING ON SALE OF COUNTY TAX TITLE PROPERTY REQUEST NOS. 25, 26, 29, 32, 33, 34 (AB90 -90) 19. RESOLUTION SETTING A HEARING ON SALE OF COUNTY TAX TITLE PROPERTY, REQUEST NO. 28 (AB90 -91) 20. RESOLUTION SETTING A HEARING ON SALE OF COUNTY TAX TITLE PROPERTY, REQUEST NO. 35 (AB90 -92) Treasurer Barb Cory explained the three resolutions and why they were presented separately. She said the Treasurer's Office is trying to accumulate requests on a quarterly basis. LAIDLAW MOVED THAT THE RESOLUTIONS BE RECOMMENDED FOR APPROVAL. Motion carried. 22. OTHER BUSINESS The meeting was adjourned at 4:40 p.m. ATTEST: Ramona Reeves, Council Clerk WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON 1 Daniel M. Warner, Member