Mayor Margo G. Bailey called the meeting to order at 7:05 p.m. In attendance were Council members Harrison C. Bristoll, Jr., 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. Bristoll moved that the minutes of the meeting of November 16, 1998 be accepted as presented, was seconded by Mrs. Mumford-Pautz and carried unanimously.

Mayor Bailey stated that the Utilities Commission has cash on hand and in banks on December 15, 1998 of $307,829.01.

Mayor Bailey said at the previous meeting the Council discussed the bids for the video camera equipment for sewer lines. She said there were questions about whether the low bid met the specifications for the equipment and asked Mr. Ingersoll for a report on whether the bid specifications were met by the low bidder. Mr. Ingersoll said he compared the bid specifications to the materials as bid by Cues and Mid-Atlantic (Aires system). He said the things that were not in the Aires system that were called for in the bid specs were as follows: (1) a remote hand held unit; (2) the camera size exceeded the 31" camera length assembly by 8"; (3) there was no remote keyboard for data entry; (4) it was not mounted in a metal cabinet; and (5) the motorized dolly was to hold 1000 ft. of cable and the Aires system only held 500 feet. He said the bid specs contained several pages of detail for the equipment, were complicated and it was hard for a layman to compare. Mayor Bailey asked if the lower bidder had met specifications. Mr. Ingersoll said they had not. He said the most critical difference (other than the cabinet which was to contain all the pieces of equipment) was the size of the camera assembly which was longer than 31". He said the longer length system would not be able to maneuver in every pipe. The Cues system has a "shorty transporter" which adds up to 31" and the Aires system adds up to 39". He said he had not read the latest letter from Mid-Atlantic (stating the differences in the bid price). He said he understood there was a difference of $5,000 in the bids but Mid-Atlantic's letter says their bid was $16-$17,000 lower than the Cues bid. He said that question should be answered.

Mayor Bailey said considering the letter from Mid-Atlantic, did the Council want to make a decision on the bid award or do some further checking on what was stated in Mid-Atlantic's letter. Mr. Capel said everyone had the Mid-Atlantic letter and their letter stated that they do not meet the specs. Mr. Ingersoll read from Mid-Atlantic's letter: "The Aires industry system that we bid meets the specifications as closely as can be without duplicating another manufacturer's system. The specification written was that of another manufacturer of which duplication would infringe on registered patents." Mr. Ingersoll said he disagreed with that as the items he mentioned were generic. The letter further stated that Mid-Atlantic's bid price was $17,950, the option for pan and tilt camera was $14,550, and the other option for an upgraded data logging system was $4500. Mid-Atlantic said that the $4500 was not part of the bid and should not be added into the bid price as specified but was an upgrade option. The total bid price from Mid-Atlantic as specified would have been $32,500.00. Mr. Ingersoll said this should be addressed.

Mr. Capel said he would recommend accepting the Cues bid although it was about $5,000 higher. He said information was given to the Council comparing the two products and showing the equipment going into the pipes. He said the Cues was smaller and able to get into the pipes. He said when the aerators were put out for bid some of the bidders did not meet the specs. He said he and his crew saved the Town about $250,000 by installing the aerators and they are working perfectly. Mayor Bailey said she agreed that we should get the equipment that Mr. Capel knows will do the job that the Town needs instead if spending money for something that will not do what we need. She said she wanted to make sure that we are doing was we legally can under the bidding process.

Mr. Bristoll said he had seen the demonstrations. He said he was looking at the written specifications to see if the length of the camera was specified(it was).

Mayor Bailey asked Mr. Capel if he had a report. Mr. Capel said they were adding a chemical to the water to treat the iron. He said he has been monitoring the places that have had the problems with rust in the water for three weeks and there water was now perfectly clear. He said one homeowner has a filter which he has checked and it was clean. He said the chemical has zinc and phosphorous and the water was tested once a month. The phosphorous was .37; the zinc .160; and the ortho phosphate was .08. He said there was no listing for the zinc content and we are not over any of the limits for metals in the water. He said we have had good reports on the testing for nitrites and nitrates also. Mr. Capel reported that they had done some repairs on water services.

Mr. Gross arrived at the meeting at 7:17 p.m.

Mayor Bailey asked Mr. Bristoll if he had reviewed the specs. Mr. Bristoll said he was concerned about finding the specified size of the camera in the bid specs and about the letter from Mid-Atlantic about the bid prices. Mayor Bailey said she felt that Mr. Capel knew the products and knew what he wanted and the Town wanted to purchase the equipment that would do the job, but they must also be protected that they have gotten what they put out for bid. Mr.Ingersoll said if the Cues bid was approved, there should be a condition in the motion that the bids were compared and there was only a $5,000 difference in the bids. Mr. Kirby said if a bidder does not meet the specifications, it does not matter how much under their price may be. He said Mid-Atlantic's letter indicates that the specs were written for a specific camera and that does not make a difference as the specs were written for the equipment that was needed. He said if they do not meet the specs it was a moot point. Mr. Kirby asked if there was any question about the Cues system meeting the bid specifications.

Mayor Bailey said there was not. She asked for a motion. Mr. Kirby moved that the Town accept the bid from Cues for the video camera equipment which was the second bidder but which met the specifications in the bid. The motion was seconded by Mrs. Mumford-Pautz and carried unanimously.

Mayor Bailey asked that the Council review the bills. Mr. Kirby moved that the bills be paid as presented, was seconded by Mrs. Mumford-Pautz and carried unanimously.

There being no further business, Mr. Bristoll moved that the meeting be adjourned at 7:22 p.m., was seconded by Mr. Kirby and carried unanimously.

Submitted by:
Joan Merryman[Stenographer]

Approved by:
Margo G. Bailey[Mayor]