WORK SESSION

COMMISSIONERS OF PUBLIC WORKS

July 12, 2005

A work session of the Board of Commissioners of Public Works was held on Tuesday, July 12, 2005, at 2:15 p.m., in the Boardroom of the Greenwood Commissioners of Public Works at 121 Court Avenue.

In attendance:

Gene P. Hancock, Steve D. Reeves, Jr., Denise Giannetti, 

Michael G. Monaghan, Kenneth M. Barnett, Mark Amick,

Henry O. Watts, Jeff Meredith, Scott Banks, Caroline Dover, 

Charlie Barrineau

I.          Chairman Monaghan called the meeting to order.

II.         Chairman Monaghan gave the statement of compliance with the notification provision of the Freedom of Information Act.

III.               Discussion Items:

A.     Mr. Reeves explained a request from Mr. Amick to purchase new software to tie in with the upcoming GIS upgrade. He asked the Commissioners for authorization to purchase the software at a cost of $11,419.17 and added that this item is included in the budget. A motion was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved.

B.     Mr. Reeves stated that he had a request from Mr. Meredith and a recommendation. He reminded the Commissioners of two bids approved at the last Board meeting for right-of-way clearing and landscape maintenance and that these bids went to separate vendors. He reminded the Commissioners of discussion to do this in-house if the bid was declined and stated that the right-of-way vendor has declined to honor the bid. Mr. Meredith has since talked with the low vendor for lawn maintenance (Green Thumb Landscaping) who gave a price of $30,000 for right-of-way clearing. It is the recommendation of Mr. Meredith to accept that offer. The total of the $30,000 and $42,000 is still less than what it would cost for us to do the work in-house. Chairman Hancock inquired about other bidders. Mr. Meredith stated that he personally called twelve vendors; of those, eight said they would come and only three showed up. He finally got it to five with only two actually submitting bids. Green Thumb originally bid $41,000 and has now dropped it to $30,000. Mr. Meredith stated that he asked him to meet the low bid of $19,376. He called back and said he could not meet the low bid because he would be giving it away at that price, but he would split the difference and come down to $30,000 because he wants the full project. Mr. Meredith stated that we could do it in-house, but noted aging equipment that would have to be maintained and we would have to pull our people off of other jobs. Mr. Reeves noted that we had looked at a combined cost to do it all in-house of around $85,000 per year; the combined bush hogging and lawn maintenance is $72,000, which is still considerably less. He added that to do this in-house, we would have to pull two employees from the gas department and would submit that Ken Whittle would be asking for additional employees if that happens because he is now using all of this employees. Chairman Monaghan stated that Mr. Whittle had not made his gate yet (CPW property) and Mr. Meredith responded that would come from his area. Mr. Reeves stated that Mr. Meredith is looking at a lower cost alternative that would look nice, like a black chain link fence gate. If that comes in at a higher price than something we could make, then we will make one. Chairman Monaghan inquired about the date certain and Mr. Meredith stated that he would have an answer by tomorrow. Commissioner Hancock inquired about where the gate was going and Mr. Reeves responded it would be where the old pump station used to be on the other side of the damn at Lodge Grounds. Mr. Reeves added that we are blocking that entrance to keep kids out of the area. Chairman Monagahan then asked Mr. Meredith if he felt this was a fair price for the right-of-way clearing and lawn maintenance and Mr. Meredith responded that he did. A motion to award right-of-way clearing and lawn care maintenance to Green Thumb Landscaping at a combined total cost of $72,000 was made by Commissioner Hancock, seconded by Commissioner Watts, and unanimously approved. 

C.     Mr. Reeves informed the Commissioners of a presentation by Mr. Charlie Barrineau with the City of Greenwood. He stated that there was a miscommunication on the time and thanked Mr. Barrineau for waiting.

IV.              With no further business, the meeting was adjourned.