MITHF  NORTH CAROLINA TOWN OF SMITHFIELD TOWN COUNCIL AGENDA SPECIAL MEETING DECEMBER 8, 2015  7:00 PM  Call to Order Approval of Agenda  Page  Consent Agenda Items:  1. Bid Award and purchase approval of a 2016 Ford F150 Service Truck to be utilized by the Public Works Sanitation Division in the amount of $27,038.00. This  isa FY2 2014-2015 budgeted item.  (Public Work Director Lenny Branch) See attached information.  2. Consideration and approval for a Career Ladder and reclassification for several (Interim Public Utilities Director - Pete Connet & Human Resources Director -  positions in Water, / Sewer Department.  Tim Kerigan) See attached information.  13  3. Consideration and approval to proceed with bidding the additional transformer at the Brogden Road Substation when Plans and Specs are completed. (Interim Public Utilities Director - Pete Connet) See attached information.. 4. Consideration and Approval of various FY2015-2016 Budget Amendments 5. Consideration and Approval to pay off two high interest USDA Loans totaling  15 19  (Finance Director - Greg Siler) See attached information.  $479,832 utilizing general fund balance  (Finance Director = Greg Siler) See attached information.  23  6. Consideration and approval to allow the solicitation of bids for the construction of the Inclusion Playground and Miracle League Field at the Smithfield (Parks and Recreation Director - Gary. Johnson) See attached information.  Community Park  .25    Page  7. Consideration and approval of a Memorandum of Understanding between the Public Library of Johnston County and Smithfield, Johnston County and the Town of Smithfield as it relates to unbudgeted and unanticipated emergency expenses (Interim Town Manager - Jim Freeman) See attached information.  at the Library.  27  Business Items:  1. Consideration for approval of lowest bidder on multiple water and sewer  projects estimated to cost 1.43 million.  (Finance Director- - Greg Siler) See attached information.  31  2. Bid Award for the construction and installation of related equipment for the Sand Removal System at the Smithfield Water Treatment Plant (Interim Public Utilities Director- Pete Connet) See attached information.. 3. Discussion on bidding new! Sludge Handling Equipment for the Water Plant (Interim Public Utilities Director Pete Connet) See attached information. 4. Discussion regarding the Town Manager Hiring Process (Mayor - Andy Moore and Interim Town Manager = Jim Freeman)  33 39  See attached information. workshop in. January.  47  5. Discussion concerning setting the date for the rate and load management (Interim Public Utilities Director - Pete Connet). See attached information.  51  6. Discussion concerning the State Health Plan (Human Resources Director - Tim Kerigan)  Adjourn    Consent Agenda Items        MITHFIED  NORTH CAROLINA  Town of Smithfield Town Council Action Form  Item Title: Purchase of a 2016 Ford F150 Service Truck December 8, 2015 Date Prepared: November 25, 2015 Staff Work By: Lenny Branch, Public Works Director,  Date ofl Meeting:  Presentation By: Lenny Branch Presentation Description:  Int this year's (FY1 15-16) budget, thel Public Works Sanitation Division was approved $28,000 to purchase ai new service truck. The new service truck will replace a Chevy 1500 pickup that is  over 15 years old. Bids were solicited from the following vendors:  Deacon Jones Auto Group Capital Ford Inc. Kenly Ford Inc.  $27,038.00 $29,603.00 $31,159.00  Action Requested: Council is requested to award the purchase oft the service truck to the lowest  bidder (Deacon Jones Inc.) in the amount of $27,038.00  1    2    on  - LINCOLN  leagulpnes  "We treat people the way we would like to be treated" 1014 Eleventh Street . Goldsboro, NC27534.P Phone: (919)736-3387  BID To: Town of Smithfield Attn: Russell Renfrow  FROM: Jeff Hil, Deacon Jones Ford/Lincoln  Bid for 2016 F-150  F150 4X4 RIC; 145" WHEELBASE; OXFORD WHITE; VINYL 40/20/40; GRAY INTERIOR; XL SERIES; .17" SILVER STEEL; 3.5L TIVCT; 282 H.P. V6; ELEC. 6-SPD AUTO; .265/7 70R-17 A/T; 3.55 ELEC LOCK; CRUISE CONTROL; TRALLERTOWPKG;  POWER EQUIP GROUP.  LOCAL GOV, BID PRICE: $27,038.00  *TRUCK TO BE ORDERED EXTRAS INCLUDED  3.55 ELECTRONIC -$425.00 CRUISE CONTROL-S203.00 POWER EQUIPMENT GROUP=91057.00  *NOTAXOR TAG FEES INCLUDED*  JeffHIII Office: 919-736-3387 Cell: 919-222-0090  3    261747  CAPITAL FORD INC. 4900 CAPITAL BLVD RALEIGH NÇ 27616  CUST #: 593745 F85472F STOCKN NO. 275853 SALESMAN NO. 8093 MEMO. COMM, DESCRIPTION F150 PICKUP  INVOICENO.  PRIDGEN,ESSEH  09/18/2015 SALE  ACCT.  COST  TOWN OF SMITHFIELD 231 HOSPITAL ROAD SMITHFIELD, NC 27577-3920 919/934-2230 HM: 919/934-2230 YEAR MAKE 2015 FORD VEHICLE SERIAL NO. FIEWIEPAFFC6285 SALESMAN JIM TORR  WK: MODEL F150PICKUP KS 11267/76464  NEW VEH.  NEW OR USED E  USED CAR USED TRUCK TRADE ALLOWANCE NCH HWY. USE TAX 21800 DOCUMENTARY FEE CUSTOMEA DEPOSIT VEKICLE ACCOUNTE REC. FINANCE CONTRACTS NEW FINANCE CONTRACTS USED PAYOTE HEFYAEN FINANCE RECEIVABLE INS. COM REC. INS. COMI REC. FINANCE1 INCOME INSURANCE INCOME  37000 37500  ODOMETER: 5  o P N A L E a PO#: U REQ#: P TYPE: PU M COLOR: OXFORD WHITE E  Customer # CTL  DESCRIPTION  ACCT. 23000 + 11100 10200 10300 23100 0128 0128 0128 05 05  AMOUNT  DISCLAIMERC OFV WAFHANTIES  THE ETHER SELLING EXPRESS DEALER OR HEREBY EXPRESSLY DISCLAIMS ALL WARRANTIES N MERCHANTABILYY OR IMPLIED ATNESS FOR INCWUDING A PARTICULAR ANY IMPLED PURPOSE WARRANTY OF ASSUMES NOR AUTHORZES ANY OTHER PERSON TO ASSUME AND FOR NEITHER LABILTY IN CONNECTION WITHI THE SALEOF THE VEHICLE. IT IS UNDERSTOOD THAT LEGAL TITLE TO HEREIN DESCRIBED C CHECK VEHICLE DOES NOT PASS TO SAID BUYER UNTIL SAID BUYER'S BY THE BANK RENDERED ON AS FULL OR PARTIAL PAYMENT IS HONORED - LICENSE ATITLE  IT ANY  WHICHI I WAS DRAWN. USED VEHICLET TRADED MAKE  YEAR TITLENO. Rebate Rebate Rebate  MODEL  USED VEHICLE STOCK NO. INV.VALUE OFT TRADE-IN-USEVEH, INV. VALUE OF TRADE-IN-USE VEH.  Stocks 13 13  VEHICLE SERIAL NUMBER N/A_ Rebate NIA_ Rebate NIA Rebate  N/A EFT N/A Reserve N/A  4    Purchase Order TOWN OF SMITHFIELD PO Box' 761 MIH/ELL,NCITS7  Department 07/16/15  Date: Required: 07/20/15 Ship' Vla: Best Method Ship" To: TOWNOFS MITHPELDPRICUTNES HOSPITALI ROAD230 SMITHFIELD Terms: Net30  PONumber: 20164078 Issued" To: 9968 CAPITALFORD! INC 4900 CAPITAL BLVE RALBIGH FOB:SMITHFIE QuantityUOM Asset Item Description Inventory# EA  NC  27616  NC 27577  Unit Price $29,603.0000  Extended $29,603.00 $29,603.00 $0.00 $29,603.00 Amount $29,603.00 $29,603.00  2015F-1SOTRUCK  Sub1 Total TotalTas Total  AccountNumber 31-7230-7400  Type E  Account Description CAPITALOUTLAY  Total  4A Finance Officer  G Purchasing Agent THIS DOCUMENTIS GOVERNED ay THE PROVISIONS OF NGGS, CHAPTER: 28 UNIFORM COMMERCIAL CODEARTICLE2. SALES.  MANNER THIS INSTRUMENTHAS REQUIRED BY BEENF THE LOCAL PREAUDITEDINTHE GOVERNMENT BUDGETA ANDI FISCALO CONTROLACT, Received By:  Date Received:  5    WebConnect  Pagelof1  CNGP530 => Order No: T007 W1E F150 4X4 CREW $36055 145" WHEELBASE Y2 OXFORD WHITE A VINYL 40/20/40 G GRAY INTERIOR 101A EQUIP GRP .XL SERIES POWER EQUIP GRP .SYNC .CRUISE CONTROL BOXLINK SELECTSHIFT 99F 5.0L V8 FFV ENG 1595 446 ELEC 6-SPD AUTO .265/70R-17 A/T Fl-Help F4-Submit $006 - MORE DATA IS AVAILABLE, modasl-gCFP-ADVAT Jul 16, 2015 11:24:12 AM  VEHICLE ORDER 2015 P-150  CONFIRMATION  07/16/15 11:24:55 Dealer: F21027 Page: 1 of 2 Type: 58 Price Level: 540 RETAIL  Ord PEP: 101A Priority: H2 Ord FIN: QS134 Order  Cust/Flt Name; NC RETAIL NC 2255  PO Number: KL3 3.31 ELEC LOCK $420 7000# GVWR FRT LICENSE BKT NC 53A TRAILER TOR PKG 695 23 GAL TANK 86A XL CHROME PKG TOTAL BASE AND OPTIONS 42990 XL MID DISCOUNT XL DISCT CHRM OR SPORT (250) TOTAL *THIS IS NOT AN INVOICE* MORE ORDER INEQ NEXT PAGE *  775 (500) 42240  E2-Return to Order F5-Add to Library  E8-Nest E3/F12-Veh Ord Menu  QC009781  #agu3 fu  Gov9 PRcE  GPpb  -  7/16/2015  6    Rodney Johnson From: Sent: To: Subject: Attachments: Goode evening Rodney,  Lee Whitlow leetkenyford.com> Monday, Juy13,20157206PM RODNEYIOHNSONOSMTHFED-NCCOM Emailing: Build Sheet" Town of Smithfield Build Sheet Town of Smithfield.pdf  Attachedy youv willf find thel build sheetst for a 100A as requested and a 101Afor your vlewing" The 100A can be bought ifordered and availablei for 2015 bulld for $31000.00The: 101A can bel bought If ordered and avallable for 2015 build for $31159.00 As you can see the 101AI is only $159.00 more expensive with af few more options including BoxLink  Let mel knowiflcan: answer any questions or help youa any further.  Thanks Lee Whitlow Kenly Ford Inc. 919-284-3123 attachments:  Your message isr ready to be sent with the following file orl link  Build Sheet" Town of Smithfield  Note: Top protect against computer viruses, e-mail programs may prevent sending or recelving certaini types of file attachments. Check youre-mall security settings to determine how attachments are handled.  7    WebConnect IOOA CNGP530 >  Page 1 ofl  VEHICLE ORDER CONFIRMATION 2015 F-150  07/13/15 17:53:06 Dealer: Page: 1 of 1 Type: 5B Price Level: 540 RETAIL 775  Order No: F713 Priority: HI Ord FIN: OK776 Order Ord PEP: 100A Cust/Flt Name: TOWN OF SMITR W1E F150 4X4 CREW $36055 RETAIL 145" WHEELBASE YZ OXFORD WHITE A VINYL 40/20/40 GRAY INTERIOR 100A) EQUIP GRP .XL SERIES SELECTSHIFT 99F 5.0L V8 FFV ENG 1595 446 ELEC 6-SPD AUTO XL3 3.31 .265/70R-17 ELEC LOCK A/T 509 7000# GVWR CRUISE CONTROL 225 52B SYNC Fl-lelp F4-Submit $099 - PRESS E4 TO SUBMIT incdealresalesDesk Jul 13, 2015 5:53:13 PM WhA+  PO Number: 53A TRAILER TOW PKG $695 23 GAL TANK 85A POWER EQUIP GRP 1170 86A XL CHROME PKG .FOG LAMPS .17" SILVER ALUM SP FLP ACCT CR DEST FUEL AND CHARGE DELIV TOTAL BASE AND OPTIONS 42550 1195 KL BASE DISCP PEG & TT (500) *THIS IS NOT AN INVOICE*  NC  420 420 F2-Return to Order F5-Add to Library  TOTAL  42050 Ord Menu QC00990  M-- F3/F12-Veh  Ask foR IOOA  you  8    WebConnect JOIA CNGP530 Order No: F713  Pagelo of1  VEHICLE ORDER CONFIRMATION 2015 F-150  07/13/15 17:48:09 Dealer: F21608 Page: 1 of 1 Type: 5B Price Level: 540 RETAIL  Ord PEP: 101A Priority: HI Ord FIN: QK776 Order  Cust/Flt Name: TOWN OF SMITH RETAIL NÇ 2255  PO Number: 3.31. BLEC LOCK $420 7000# GVWR 53A TRAILER TOW PKG 695 23 GAL TANK 86A XL CHROME PKG .FOG LAMPS .17" SILVER ALUM SP FLT ACCT CR FUEL CHARGE DEST AND DELIV 1195 TOTAL BASE AND OPTIONS 42990 XL MID DISCOUNT XL DISÇT CHRM OR SPORT (250) TOTAL *THIS IS NOT AN INVOICE*  WIE F150 4X4 CREW $36055 145" WHEELBASE Y2 OXFORD WHITE A VINYL 40/20/40 GRAY INTERIOR 101A EQUIP GRP .XL SERIES .POWER EQUIP GRP .SYNC .CRUISE CONTROL BOKLINK SELECTSHIFT 99F 5.OL V8 FEV ENG 446 ELEC 6-SPD AUTO 1595 .265/70R-17 A/T Fl-Help F4-Submit fmcdealrssalesDesk Jul 13, 2015 5:48:13 PM  XL3  775  (500) 42240 F3/F12-Veh Ord Menu  F2-Retura to Order  $099 - PRESS F4 TO SUBMIT F5-Add to Library  QC00990  NExt Levelup  IOIA  * MokE optians * - $159 MORE  D  to leckat-this  - thought you  mlyhfuast  9    2015 Fleet/Non-Retail Ford F-150 4WD SuperCrew 145"> XL W1E  SELECTED MODEL & OPTIONS  SELECTED MODEL -2015 Fleet/Non-Refal! WiE 4WD SuperCrew 148"XL  Code W1E Code"  Description  20151 Ford F-1504WD SuperCrew 145-xL  SELECTED VEHICLE COLORS -2018 Fleet/Non-Retall W1E 4WD SuperCrew 145" XL  Description Interior: Medlum Earth Gray Exterior 1: Oxford White Exterior 2: No color has been selected.  SELECTED OPTIONS-2015 Fleet/Non-Retall W1E 4WD SuperCrew: 145"X.  GATEGORY ENGINE TRANSMISSION OPTIONPACKAGE AXLERATIO WHEELS TIRES PRIMARY PAINT YZ  Code Description  99F ENGINE:5.OLVB FFV -Inc: 3.31 Axie Ratio, GVWR:7,000 Ibs Payload .446 TRANSMISSION: ELECTRONICE 6-SPEED AUTOMATIC -inc: tow/haul  Package mode (STD)  .100A EQUIPMENT GROUP 100A BASE XL3 ELECTRONICLOCKNG W/3,31 AXLE RATIO  64F WHEELS: 17" SILVER PAINTED ALUMINUM (Requires 861 or8 8GA) TIRES: P265/70R17 OWLAT -inc: OWL AT spare tire (STD)  OXFORDWHITE  10    2015 Fleet/Non-Retal. Ford F-150 4WD-SuperCrew 145" XLW1E  SELECTED MODEL & OPTIONS  SELECTED omoNs-AhtPsthonant W1E 4WD SuperCrew 145" XL  CATEGORY Code Description PAINT SCHEME SEATTYPE AG ADDTIONALEQUIPMENT  STANDARDPAINT  MEDIUM EARTH GRAY, VINYL4 40/20/40 FRONT SEAT  85A XLPOWERE EQUIPMENT GROUP -Inc: Power Sidevlew Mirrors ww/Black Skull Caps, manual-folding, Power DoorLocks, flp! key andi Integrated key transmitter keyless-entry (includes Autolock), Dluminated! Entry, Power Front & Rear Windows, Daytime Running! Lights On/Off cluster controllable, Autolamp Auto On/OffH Headlamps, rainlamp windshleld wipers, Perimeter Alam, Power" Taligate Lock, MyKey Owner controls feature *GROSS* (With the selection of 100A and 53A, requires) XLF Power Equlpment Group savings) (With thes selection of 100A end 63C, requires 86A XLC CHROME APPEARANCE PACKAGE -Inc: Fog! Lamps (Fleet), Chrome Fronta & Rear Bumpers, body-color fronti fascla, Wheels: 17" Slver Palnted Aluminum' "GROSS* (With thes selection of 101A, requires XL Chrome Appearanoe! Packege savings) (With the selection of 924, requires 100A) 53A TRAILER1 TOWF PACKAGE -Inc: Auxillery Transmission OIl Cooler, Claas VTraller Hitchl Receiver, smart trallert tow cpnnectors and 4plnf7-pinwiring hamess, Upgraded Front Stabllizer Bar TOWING CAPABILITY upto  XL Powèr Equipment Group savings)  11,100 lbs. 595 FOGLAMPS  GWWR7OOIBSPATIOAD PACKAGE  52B SYNCVOCERECOGNITON COMMUNICATIONS: -inc: Enhanced voice recognition communication ande entertalnment system, 911 assist, 4.2" LCD dieplayl in center stack, Applink," 1 smart charglng USB port and auxliary audio! Input! Jack W/100A850S-inc: Compass display ini instrument cluster (Witht the selection of 100A, requires 50S)  505 CRUISE CONTROL  11    12    Town of Smithfield Town Council Information Form  Item: Date of Meeting: Staff Work By: Presentation:  Pay Plan Classification December 08,2015 Connet, Kerigan, Freeman Consent Agenda  Date Prepared: November30,2015  Background:  The Career Ladder plan for the Water/Sewer Department was presented and approved at thel November Pump Station Mechanic is currently included in the approved Pay Plan at Pay Grade 12. Staffis  10" meeting by the Council. However, one oft thej position classes was omitted.  recommending the following classification additions: Pay Grade 13: Pump Station Mechanic II  Pay Grade 10: Pump Station Mechanic Trainee (little to no experience)  This salary increase will not require al budget amendment to the current salary line item for thel Public Utility. - Water/Sewer Department, 30-7220-0200. The Staff recommends the approval oft this request in an effort to attract and retain qualified individuals who are dedicated to providing the best possible service  to our citizens. Action Requested:  Approve the above mentioned classification additions.  13    14    Town of Smithfield Town Council Action Form  Business Item: Receive ar request from Interim Utilities Director to proceed with bidding of the additional transformer at the Brogden Road! Substation when the Plans and Specs are completed  DateofMeeting: December 8, 2015 StaffWork! by: Pete Connet  Date prepared: November: 25, 2015  Presentation: Pete Connet, Interim Utilities Director  Item:  Ihave contacted Booth and Associates regarding the status oft the preparation of the Plans and Specs for the additionalt transformer for the Brogden Road! Substation and theyv will be completed in late. January ormid-February: 2016. The Project estimatel is still valid and equipment and construction costs are estimated to be around $1.41 million (see attached budget The new rate study took these numbers into account with the suggested electric rates that were approved at the November meeting. The rate study anticipates that the project could be funded from current revenues. Also, the latest audit report for FY2 2015 shows that there are adequate reserves to pay for the project without borrowing addition funds. Booth has provided some pros and cons of going on with the project ini the: spring of 2016 (see attached). They also told mei that if the only transformer were bid and awarded ini the spring of 2016, that the first payment for the transformer would not be due until it was delivered, which would be nine to ten months from the date of the order. That would meani that thei financing and payment would bei int the FY2017 budget. If the Town did al loan for the project(whichi is not beingrecommended), rather than paying from our Electric Fund Balance, the first debt  estimate).  service payment would be in the FY2 2018 budget.  Action Requested  Approve ar motion authorizing the Manager, Staff, and Engineer to proceed with bidding the additional  transformer project oncet the plans and specifications are complete in early: 2016.  15    BOOTH & ASSOCIATES, LLC. SUBSTATION COSTESTIMATE! SUMMARY,  Owner: Town ofs Smithfield Bubstation Name: Brogdon Rd Substation Voltagellransiormer: Size: 23010248V,1050 BIL ProjectNo.: 15-0005-0059  Date: May 16, 2016 By: JEH  Unitot Quantity Measure Labor 45 Cu.Yds. 1 Lot 1 Each 1 1 Each 1 Lot 1.400 Sq.Fee! $ 1 Lot 1 Lot  Labors Extended Materials Cost 1,000.00 $ 45,000.00 10,000.00 $ 10,000.00  Item  Material 500.00 $  Foundations 2Struclures Bnd Equipment Transformer 30, 30.0 MVA, 230 KV 4230K KV Clroult Swlicher 5Relaying Pane! /Grounding 7Gravel Cover(S"CIR3-WS) 8/oIContainment 9Conduil/Controlt Wiing  500.00 5,000.00 S 5,000.00  5,000.00 $1,050,000.00 S 1,055,000.00 s 1,055,000.00 3,000.00 S 26,000,00 S 29,000.00 $ 29,000.00 50,000,00 $ 25,000.00 $ 75,000.00 $ 75,000.00  Each $ 2,000.00 S 70,000.005 72,000.00  72,000,00  2,000,00 0,49 $ 10,000.00 $ 10,000.00 77.500.49 51 1,191,500.56  5.000.00 s 0.55 s  7.000.00 $ 7,000.00 1.041 $ 1,456.00 20,000.00 20,000.00  Projects Sub-Total  1,314,456.00 98,584.20 1,413,040.20, 85,000.00 1,498,040.20  D8 sclaimer; The amounts showne ont this eslimate are farp planning purposes only and mays vary) attime ofpurchage. Thesey valves arey valid only for the calendars yearc of2015, and should.be  7.5 %Contingencies Projects Sub-Total Enginearing PROJECT TOTAL  re-evaluated fori more accuracy at-time ofp purchase.  16    TOWN OF SMITHFIELD SMITHFIELD, NORTH CAROLINA PROS AND CONS OF SUBSTATION! EXPANSION Pros to completing construction in thenext 12-16months  EXPANSION OF BROGDEN: 230TO25KVSUBSTATION  Transformers are at one thel lowest price points in the last 5+ years. The cost difference between recent quotes and the existing unit iss approximately 20% (lower). The volatility ofcommodities such as copper and steel have relaxed compared tot the last five years. Borrowing rates are at al historically low and are only expected to increase.  These materials make up nearly the entire transformer,  Major expenditures such as the transformer would not be invoiced to the' Town until they were delivered. Current Transformer lead times are approximately 301 to 40 weeks. The preparation of bid documents, bidding, bid evaluation and contract preparation could Construction expenditures would not occur in 2015. Construction labor cost/billing would not occur until the 2nd or 3td quarter of2016. Engineering will extend into 2016 Adding a second transformer in the next 18 months will reinforce the valuable on-going distribution conversion work that is taking place toi improve system reliability and move load away from the 12kV] Duke Energy Substation on to the Brogden Road Substation. Offloading thel Duke Substation will eliminate the facility charges. In the event that one of the transformers needs to be serviced or repaired, the unit to be repaired can bei isolated and removed from service without interrupting the service to town members. Each transformer would be capable carrying the full load oft the town when necessary. Upgrading now will help protect thet town: from extended outages due to  delay the invoice to the' Town into the 3r or 4th quarter of2016.  thereby delaying the execution of any construction contract.  at transformer failure by switch over to the other transformer.  15-0005-0053 OAugust 2015  Booth GAssociates  17    Cons to delaving construction  Depending on the timeframe for construction, a delay will likely result in higher  construction labor costs. procurement costs.  Depending on the timeframe for construction, a delay will likely result in higher material Currently there ist not al backup 25kV substation that can be used to back feed the system. This greatly increases the vital importance oft the Brogden Road substation reliability. Delaying the addition oft the transformer continues to carry the risk oflosing this vital Delaying construction could result in extended outage times due to! having the only substation transformer out ofs service. A transformer failure could cause an outage extending between days and months. Ifthe transformer cannot bei repaired on site,i it will need tol be craned out of place and transported by truck or rail to the nearest repair  source for an undetermined window oft time  facility.  15-0005-0053 OAugust 2015  Bpoth, GAssociates  18    Town of Smithfield Town Council Action Form  Item: Various Budget Amendments Date of Meeting: December 8, 2015 Staff Work By: Greg Siler, Finance Director  Date Prepared: Nov. 30, 2015 Presentation: Consent Agenda  Background: Various Budget Amendments. See the budget descriptions under each budget  amendment.  Action Requested: Approve as Presented  19    20    BUDGET AMENDMENTS Dec.,2015  GENERAL FUND 1. Expenditures  BEFORE $ 250,000 $ 338,160 588.160 $  ADJ.  AFTER 2,834 $ 252,834 (2.834)  10-4110-5711 Non.Deparmenta/Pubic Library 10-9990-5300 General Fund Contingency  335.326 588.160  To fund 1/3 of thel library's HVAC compressor repair as approved at the November 10, 2015 council meeting  2. Revenue  10-3560-0006 SRACVending 10-3541-0001 Recreation/Pepsi Sponsorship  $  2,100 $ 10.300 12.400  (2,100) $ 2,100  12,400 12,400  To move! SRAC vending budget to Pepsi sponsorship as they are one int the same  3. Revenue  10-3900-1101 Cemetery Riverside Lot Sales 10-5500-3201 General Services Riverside Ext. Inc. Reim Tot fund Riverside Ext. lots sales and reimbursements  $  20.000 $ 20.000  20.000 20.000  4. Expenditures  0410S/0hmopamena Chamber Marketing Inil $ 10-4110-5717 on-Deparmentalweb Design and Mainte  40,000 $ 40.000  (8,000) $ 8.000  32,000 8,000 40.000  To fund Town of Smithfield new web desgn/maintenance with chamber marketing initiative funds as approved byc  5. Expenditures  10-4110-5503 AonDepatmenta/Msc- Settlements $ 10-9990-5300 General Fund Contingency  $  5,976 $ (5,976)  5,976 329,350 335.326  335,326 335.326 $  To fund Town vs Partner's Equity condemnation settlement. File #11CVS4181  21    6. Revenue  10-3700-0000 Gen. Fund Miscellaneous Revenue 10-5100-3300 Police- - Supplies/Operations  $  8.000 $ 75.710  825 $ 825  8,825 76.535  Toi increase police operations budget equal tot the amount of auction proceeds as all remaining proceeds  after expenses are turned over tot the local school system  WATERISEWERFUND 7. Expenditures  30-9990-5300 Water/Sewer Distribution- Contingency $ 270,709 $ (72,300) $ 198,409  30-7200-3502 Water Plant Bldg Demo and Asbestos Re  72,300  72.300 $ 270.709  270.709  To establish and fund the old water plant demolition and asbestos removal as approved at the  November 10, 2015, council meeting. Capital Projects -Water/Sewer Fund (Fund 45) 45-7220-7412181E. Smithfield 457207413181S.4W. Smithfield  8. Expenditures  $ 100,000 $ (100,000) $ 800,000 $ 900.000 $  100.000  900.000 900,000  To combine twol I&! projects into one at the Utility Director's request as invoices will come as one project.  Also to change the name on 45-7220-74131 tol&IE.,S., & W. Smithfield  Approved byt the Smithfield Town Council this the  day of December, 2015  M. Andy Moore, Mayor  ATTEST:  Shannan Williams,Town Clerk  22    Town of Smithfield Town Council Action Form  Item: Board Approval to Pay OffTwo High Interest USDA Loans Totaling  $479,832  Date of] Meeting: December 8, 2015 Staff Work By: Greg Siler, Finance Director  Date Prepared: November 13, 2015  Presentation Description  The Finance Director is requesting toj pay off two USDA loans with high interest rates using fund balance. The payoff oft these loans were not included in this year's budget, therefore council approval is required. The chart below highlights all loans with the USDA, however the Finance Director is seeking to pay off] EMS Bldg #1 and the The EMS and the Streetscape loans are two of the highest interest rate and longest term loans on our books. Originally 30 year loans, the USDA does not modify their loans and refinancing through other lenders is not an option unless the term is reduced or an adjustable rate is accepted. Paying these loans off early would reduce the Town's annual debt service payments by $32,741 and save approximately $257,636 in interest expense over the next 22 years at today's rates. Currently the funds are earning 0% in our central depository account atl First Citizens Bank. Investing these funds in other investment General Fund fund balance at. June 30, 2015 was 53.90% or $6,113,971. Fund balance is estimated to be 42% or $5,433,971 at June 30, 2016, using our current year's budget  Downtown Revitalization loans (highlighted in yellow).  options would yield approximately 2/10of1%.  numbers.  Original Loan Amount  Interest Original Loan Maturity Annual 12/15/2015  Description EMS Bldg #1 EMS Bldg #2 Downtown Revitalization (Streetscape) Smfd Crossing USDA Loan  Rate Term  Date  Date Payment Pay Off  300,000.00 4.130% 30 03/08/07 03/08/37 17,616 150,000.00 4.130% 30 03/08/07 03/08/37  259,508 129,754 220,325  8,808  250,000.00 4.375% 30 12/07/06 12/07/36 15,125 2,806,400.00 3.750% 30 07/28/14 07/28/44 157,411 2,752,229  23    Action Requested  The Town Council is asked to consider paying off on EMS Building #1 and the  Downtown Revitalization Loans.  24    Town of Smithfield Town Council Action form  Item: Solicitation of] Bids for the Construction oft the Inclusion Playground and Miracle  League Field at Smithfield Community Park.  Date of meeting: December 8, 2015  Date prepared: September 24, 2015  Staff work by: Gary Johnson/Paul Embler Presentation: Gary Johnson/Paul Embler Presentation: The Parks and Recreation Department received a PARTF Grant in the amount of $350,000 for the construction of the Inclusion Playground and Miracle League Field at Smithfield Community Park. This dollar for dollar grant is being matched by the Johnston County Partnership for Children and the Miracle League of Johnston County. Because the grant was awarded to the Town, the Town will oversee the construction. Matching funds will be turned over to the Town for the match and no Town funds will be The engineering firm Withers and Ravenel has designed the project and put together the bid documents. The solicitation for bids is for the site work (grading, paving, concrete work etc.). Once bids are accepted, playground and other equipment will be selected  used for the construction.  based upon funds available.  Action Requested: Allow for the solicitation of bids for the construction of the Inclusion Playground and Miracle League Field at Smithfield Community Park.  25    26    Town of Smithfield Town Council Action form  Item: Consideration and approval of a Memorandum of Understanding between the Public Library of Johnston County and Smithfield, Johnston County and the Town of Smithfield as it relates to unbudgeted and unanticipated emergency expenses at the  Library.  Date of meeting: December 8, 2015  Date prepared: December 2, 2015  Staffwork by: Interim Town Manager. Jim Freeman Presentation: Consent Agenda Presentation: Members of Council, the Interim Manager and the Town Attorney have been working with representatives of the Library and Johnston County Board of Commissioners to draft a memorandum of understanding regarding unexpected facility maintenance repair issues. Attached hereto is the draft ofthe agreement. Itis the Interim Manager's opinion only, that approval of this initial corresponded cost share agreement should be a jump point to pursue a more formal inclusive fiscal year  budget cost share agreement.  Action Requested: Consider approving the Memorandum of Understanding and  authorize the Mayor to execute the agreement on behalfofthe Town.  27    STATE OF NORTH CAROLINA COUNTY OF. JOHNSTON  MEMORANDUM OF UNDERSTANDING  DRAFT  Between Public Library of. Johnston County and Smithfield, County ofJohnston and Town  of Smithfield  This Memorandum of Understanding is hereby made between the Public Library of Johnston County and Smithfield (hereinafter referred to as "Public Library"), County of Johnston (hereinafter referred to as "County") and Town of Smithfield (hereinafter referred to as "Town" WHEREAS, the collaboration between the Parties allows the Public Library to provide necessary WHEREAS, the collaboration between the Parties includes sharing financial responsibility for the costs of non-budgeted necessary facility maintenance and repair projects for that certain portion of property occupied by the Public Library located at 305 and 309 E. Market Street, WHEREAS, the Parties desire to memorialize their understanding and agreement regarding the payment of the costs of necessary facility maintenance and repair projects for the Property;  and collectively referred to together as the "Parties").  library programs and services to citizens of County and Town;  Smithfield, North Carolina ("the Property");  NOW,THEREPORE, the Parties agree as follows:  1. The Public Library agrees to pay for each individual maintenance and repair project for the Property in an amount not to exceed $4,000.00. The Johnston County Building and Grounds Manager will take the lead role in coordinating repair projects.  2. Ifa proposed maintenance and repair project exceeds $4,000.00, the Public Library will present the proposed maintenance and repair project to County and Town, and the Parties will evaluate the project for need. Once the project is evaluated for need and all Parties agree that the project is necessary and should be completed, the costs of the maintenance and repair project shall be divided as follows: The Public Library shall pay the first $4,000.00 oft the costs of the maintenance and repair project; The County and Town shall divide the remaining costs of the maintenance and repair project over and above $4,000.00 with the County paying 60% of the costs of the maintenance and repair project over and above $4,000.00 and the Town paying 40% of the costs of the maintenance and  repair project over and above $4,000.00.  28    DRAFT  3. Ini the event of an emergency repair that is necessary to protect the life, safety, and health of patrons, citizens, and employees, the County agrees to immediately coordinate with the Public Library to make the repair and notify the Town of Smithfield. The Parties shall pay the costs of the project as described in paragraph 2 above, subject always to 4. In the event the Public Library elects to do a voluntary facility upgrade project for the 5. The Public Library shall continuously maintain comprehensive commercial insurance covering the replacement cost of the Property for loss or damage. The Parties understand that certain property damage losses may be eligible for coverage under the Public Library's comprehensive commercial insurance policy. The Public Library shall timely file all claims for loss or damage pursuant to its contract for insurance. To the extent any loss to the Property is covered by insurance, the County and Town shall not be responsible for paying the costs for loss or damage covered by contracts for insurance. 6. This Memorandum ofUnderstanding is effective upon execution by all Parties.  paragraph 51 below.  Property, the Public Library shall pay 100% ofthe facility upgrade.  [THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY.  [SIGNATURE PAGE TOI FOLLOW.]  29    DRAFT  SIGNATURE PAGE-MEMORANDUM OF UNDERSTANDING BETWEEN PUBLIC LIBRARY OF JOHNSTON COUNTY AND SMITHFIELD, COUNTY OF JOHNSTON, AND  TOWN OF SMITHFIELD  PUBLIC LIBRARY OF JOHNSTON COUNTY  AND SMITHFIELD  Date Attest:  Chairman, Board ofTrustees  COUNTY OF JOHNSTON  Date Attest:  Chairman, Board of Commissioners  TOWN OF SMITHFIELD  Date Attest:  Mayor  30    Business Items        Town of Smithfield Town Council Action Form  Item: Consideration for Approval of Lowest Bidder on Multiple water and sewer projects  estimated to cost 1.43 million Date of Meeting: December 8, 2015 Staff Work By: Greg Siler, Finance Director  Date Prepared: December 1, 2015 Presentation: Consent Agenda  Background: A request for proposal was sent out on November 30, 2015, soliciting bids for multiple water and sewer projects estimated to cost 1.43 million. These projects are for the Water Treatment Plant and Wastewater Collection Divisions, and are as follows:  Closed Circuit TV inspection and cleaning of approximately 39,250 linear feet of sewer line and rehabilitation of approximately 10,000 linear feet of sewer lines, and ePacemenyrehabitation of approximately 36 manholes in East, South and West Install a sand removal system and related equipment at the raw water intake at the  Smithfield ($900,000) Neuse River ($530,000)  Board approval to proceed with financing was decided with the approval of the 2016 Fiscal Year Budget and Budget Ordinance. The bid deadline is December 4, 2015. The results will be provided at the December gth meeting with a recommendation from the Finance Director. The Finance Director is attempting to meet the Local Governments Commission deadline for their  January! 5, 2016, meeting.  Attachment(s): These items will be provided at the December gth meeting.  1. Rate and Term Comparison Spreadsheet  2. Resolution of Governing Body = Approving Terms with the  Lowest Bidder  3. Resolution of official intent to reimburse  4. Amortization Schedule  Action Requested: Award the lowest bidder  31    32    Town of Smithfield Town Council Action Form  Business Item: Consideration of Award of bids fori the construction and installation of related equipment for the Sand Removal System at the Smithfield Water Treatment Plant  Date of Meeting: December 8, 2015 Staff Work by: Pete Connet, Dale Boyette  Date prepared: November 25, 2015  Presentation: Pete Connet, Interim Utilities Director  Brian. Johnson (The Wooten Company)  Item:  As you will recall the pump and sand separation equipment was bid out in September of this year and the contract was awarded to Clearwater Inc. in the amount of $125,744.91. We are now taking bids on Bids will be opened at 10:00 a.m. on December 3, 2015 and the results will be sent to you as soon as As you know the timing on this project is critical sO that we can time our plant shut down with the  the construction and site work where this equipment will be installed.  they are verified by the Engineer.  County/savailability to provide water the entire Town for approximately 45 days.  Action Requested:  Receive the bids taken on December: 3, 2015 and award the construction contract to the lowest  Responsible bidder, per the Engineer's letter ofr recommendation.  33    THE WOOTEN COMPANY ENGINEERING PLANNING ARCHITECTURE  December 3, 2015  Mr. Pete Connet, Interim Utilities Director  Town of Smithfield P.O. Box 761 Smithfield, NC: 27577  Re: Recommendation of Award Town of Smithfield TWCI No2698-BS Dear Mr. Connet:  WTP Improvements- - Raw Water Pump Station  Enclosed is the Bid Tabulation and Attendee List for the WTP Improvements - Raw Water Pump Station project for bids received December 3,2 2015. Seven (7) contractors submitted al bid proposal for the work. The Low Bidder is R.D. Braswell Construction Co. from Smithfield, NC with al low bid of $246,681.10. The Low Bidder is properly licensed to perform the work in accordance with Chapter 87 ofthe North Carolina General Statutes. Additionally, the bid amount is within the budgeted funds available for the project including a recommended minimum 5% construction contingency. In consideration oft the above, we: recommend that the Town of Smithfield accept the low bid and make award oft the Contract to R.D. Attached, please find three (3) copies oft the Notice of Award document for signature. Once the' Town has awarded the project, please execute all three copies and return Should you have any questions or need additional information, please let us know.  Braswell Construction Co. in the amount of$ $246,681.10.  them to our office for inclusion in the Contract Documents.  Sincerely,  THE WOOTEN COMPANY Lipensel NoP-OTIS 3 Charles W.1 Davis, P.E. Enclosures  1201 North Boylan Avenue Raleigh NC27603-1423 919.828.0531 fax 919.834.3589  c: Mr. Richard Braswell, R.D. Braswell Construction Co. (w/o enclosures)  34    7 7  e a %  a  35    -  36    Notice of Award Project: Owner: Town of Smithfield Contract: Bldder:  Date: Owner's Contract No.: N/A Engineer's Project! No.: 2698-BS  Water Treatment Plant! Improvements - Raw Water Pump Station Water Treatment Plant! Improvements - Rawy Water Pump Station R.D. Braswell Construction Co. Bidder's Address: (send Certified Mail, Retum Receipt Requested) 3241 Us 70 East, Sulte 101 Smithfield, NC: 27577  You are notified that your Bid dated December 3. 2015 for the above Contract has been considered. The Contract Price of your Contract is Two Hundred Forty-Six Thousand, Six Hundred Eighty-One & Three (3) copies of the proposed Contract Documents (except Drawings) accompany this Notice of Three (3) sets of the Drawings will be delivered separately or otherwise made available to you You must comply with the following conditions precedent within 10 days of the date you receive this 1. Deliver to the Owner three (3) fully executed counterparts oft the Contract Documents. 2, Deliver with the executed Contract Documents the Contract Bonds as specified in the Instructions to Bidders, General Conditions Paragraph 5.01, and Supplementary Conditions Paragraph SC-5.01. Failure to comply with these conditions within the time specified will entitie Owner to consider you in Within 10 days after you comply with the above conditions, Owner will return to you one fully executed  You are the Successful Bidder and are awarded a Contract for the following: Water' Treatment Plant Improvements = Raw' Water Pump Station  10/100 Dollars ($246.681.10).  Award. immediately. Notice of Award.  default, annul this Notice of Award and declare your Bid security forfeited.  counterpart of the Contract Documents.  Town of Smithfield  Owner By:. Authorized Signature Title  Jim Freeman. interim Town Manager  Copy to Engineer Acceptance of Notice this the By: Title:  Receipt of the above Notice of Award is hereby acknowledged by.  day of  20_  2698-BS 12/3/15  00510-1  Notice of Award  EJCDC No. C-510 (2007 Edition) Prepared by the Engineers'. Joint Contract Documents Committee and endorsed byt the  Associated General Contractors ofA America andt the Construction Specifications Institute.  37    Shannan Williams From: Sent: To: Cc: Subject:  Pete Connet pete.connet@smithfield-nc.com> Thursday, December 03, 201511:10AM Shannan Williams; Jim Freeman Greg Siler Sand Removal Project  Here is a budget update on this project: Equipment bid that was award in October Construction Bids opened today (Braswell) Engineering Contract per Purchase Order Contingen/l#fneedes) Budget Amount  $125,145.00 $246,681.10 $67,000.00 $438,826.10 $91,173.90 $530,000.00  Unless we run into something reallyu unforeseen, iti is doubtful that we would use all oft the contingency monies, ifany.  Pete Connet Interim Utilties Director Town of Smithfield, NC 919-934-2116 ext: 1162 Pete.connet@smithfield-nc.com  38    Town of Smithfield Town Council Action Form  Business Item: Discussion on bidding new Sludge Handling Equipment for the Water Plant  Date of Meeting: December 8, 2015  Date prepared: November 25, 2015  Staff Work by: Pete Connet, Dale Boyette Presentation: Pete Connet, Interim Utilities Director  Dale Boyette  Item:  The Water Plant Staff has been conducting some Pilot Tests on Sludge Handling Equipment for the Water Plant to try and reduce our costs for treatment and disposal of the sludge material left from the Plant Superintendent Dale Boyette has visited the Town of Grifton between Greenville and Kinston and has seen the proposed type of equipment in operation. We have also had two vendors bring their mobile equipment on site to run pilot tests on our waste and to de-water iti for disposal. Currently we are pumping the liquid waste from waste holding basin and either applying to a permitted agriculture site during dry times or hauling it to the County treatment facility for dewatering and disposal. Currently the County charges around $750/wet ton to process, or if it is dry they will only The current budget has allocated $200,000 for sludge removal by our contract hauler and $150,000 for Dale has sent me the following information on his estimated operational costs if the new equipment The $90,000 estimate for FY: 16-17 includes all annual operating costs. - plan to use Waste Management to haul our sludge to the landfill after we de-water it with our press. The landfill charges much less to After renting dumpsters, factoring in transportation costs and tipping fees with the landfill disposal will Ihave estimated a little over $800 per month for electricity and approximately $600 per month for  water treatment process.  charge around $58.00/ton to dispose oft the de-watered waste. Landfill Charges to the County. A total of $350,000.  were available before. July 2016:  Mr. Connet,  dispose of dried sludge. $58 per dry ton verse $7501 forwet.  run about $6,000 per month. polymer. $72,000 annually for disposal $10,000 for electricity $8,000 for polymer.  90,000 annual operating cost beginning FY1 16-17  lam working with Granville farms to further reduce the disposal costs. Jason says he will haul the dried sludge away for $42.00 per dry ton. That price includes dumpster rental. He plans to haul it to his composting site, compost it and resale it to landscapers and the like. My calculations suggest we can  39    reduce the disposal from $72,000 per year to about $40,000. Annual operating budget for sludge would Dale and I feel that a proposed budget for this project would not exceed $300,000 for the equipment and related engineering work. We have discussed this with the Finance Officer and Interim Manager and all of us see this project paying for itself in one year. Funds to pay for a portion of this cost can possibly come from savings in other line items and/or capital projects. A loan for the balance may be  be about $60,000inFY16-17.  needed or an appropriation from Water/Sewer Fund Balance.  Action Requested: apro.imately525000.  Staff is asking for your permission to proceed with the purchase and installation of this equipment during the current fiscal year so that the FY 2017 budget for sludge handling can be reduced by  40    This is Task Order No. 5 consisting of6 pages.  Task Order No. 5  In accordance with the terms of the General Consulting Services Agreement between Owner and Engineer for Professional Services dated May 6,2015 ("Agreement"), Owner and Engineer agree  ass shown for Task Order No. 5.  1.  Specific Project Data  A. Title: Sludge Dewatering Equipment Procurement Assistance  Description: The Town of Smithfield is seeking assistance in procuring a sludge dewatering unit at the Smithfield Water Treatment Plant (WTP). The unit would be procured via formal bidding and delivered on-site by the equipment manufacturer. The Town will then hire a local contractor to install the equipment in the existing sludge vacuum drum building. Due to the price of the equipment, a formal bidding process is required. Three potential equipment suppliers have performed on-site pilot testing oft their units at the WTP. The Wooten Company proposes to assist the Town in evaluation of these tests and preparation of bidding specifications and arrangement drawings toj procure the equipment and' bidding the equipment.  2.  Services of] Engineer Scope of Services  The following tasks are necessary to complete the work as requested by the' Town. 1) Evaluate pilot tests results and determine appropriate sludge dewatering equipment performance criteria meeting the Town's needs. This will include an evaluation of future sludge capacity needed at full WTP 1. The work will also include an evaluation of replacement of the existing submersible sludge feed pump in the existing sludge tank (to allow variable speed operation) or addition of an intermediate sludge day tank with a second progressing cavity pump. This will be assessed based on discussions with the sludge dewatering ii. The capacity of the existing 2-inch size discharge line from the existing sludge pump will be evaluated based on the desired sludge ii. The Town will be consulted in the desired operating times for the new dewatering equipment in order to size the equipment. The  production.  equipment manufacturers. pumping rate.  41    Wooten Company understands that the Town may wish to provide capacity for the existing sludge production now with one stepwise iv. A brief memo will be prepared detailing the new equipment 2) Prepare two to three design drawings showing the general arrangement of the new sludge dewatering unit in the existing vacuum drum building. The 1995 drawing set will be used as the basis for these drawings (i.e. no new survey included in the scope of work). The Town is arranging for removal oft the existing vacuum drum equipment sO demolition will not be shown in General arrangement plan and section drawings showing the location of one (1) new sludge dewatering equipment (including a 6 to 12-inch high concrete equipment pad), the equipment control panel, water and sewer line connections, electrical connections, and any changes to HVAC ducting. Based on the evaluation ofthe pilot results and Town desires, equipment from one of the three manufacturers from the pilot tests will be: shown on the drawings. ii. One to two electrical drawings showing sufficient detail sO that the Town hired electrical installation contractor can provide the wiring and connections necessary from the existing power supply to the ii. The existing screw conveyor and screw conveyor control panel are also to be reused in their current state and location. Thus, no changes to the conveyor or the conveyor control panel are included in the scope ofwork. Determining howto transmit a signal from the new dewatering equipment control panel to the existing conveyor panel shall be in the scope of work. Itis also assumed the existing metal equipment base will be removed during demolition and ai new iv. The current electrical power supply will be evaluated to confirm it is adequate for the new dewatering equipment and any added day tank and second sludge feed pump. If changes are required to the power supply are needed, these changes shall be determined and V. Water will be supplied from existing lines (adequate flow and pressure assumed) and water generated from the dewatering process will be discharged to the existing process building sewer. vi. The existing HVAC is to be used with no changes except potential modifications to the duct runs as required. 3) Prepare specifications for equipment procurement bidding. The bid set will require fabrication and delivery oft the new sludge dewatering equipment to i. The Wooten Company understands that the Town will separately hire a firm to install the equipment and the Town will  increase in capacity in the future (as required).  performance criteria.  the drawings. Items tol bei included are as follows:  new equipment.  pad needed.  communicated to the' Town.  the WTP site by the equipment supplet/manufacturer.  42    arrange/contract necessary utility (water, sewer, and electric) ii. The equipment supplier/manufacturer: will be required as part oft the bidding price to provide start-up services and operator training. ii. If a new day tank and new progressive cavity feed pump are necessary, these will be specified in the bid set and supplied by the sludge dewatering equipment manufaclurersuppiter. iv. The Town will provide an area for storage of the new equipment when it arrives at the WTP location. V. The time frame from submittal of equipment shop drawings to delivery of equipment to the WTP is estimated to range from 14to  connections for the new equipment.  20 weeks.  4) The Wooten Company will assist the Town in the advertising, bidding, and contracting for the sludge dewatering equipment. There is a possibility that two bidding rounds may be necessary to acquire the desired equipment and this is included in the scope of work. The Town will pay directly for the 5) Based on discussions with state regulatory officials, replacement of the sludge dewatering equipment does not require an authorization to construct (ATC). Thus, there willl be no regulatory submissions for this project, ) The Wooten Company will review and approve equipment shop drawings and provide communication assistance during the equipment fabrication 7) The Wooten Company will also provide on-site observation during the installation. It is estimated this observation will total approximately 16 hours total (equipment installed in approximately one month or less). This would be in the form of periodic visits to the WTP. Record drawings will also be prepared based on Contractor mark-ups (estimated at 21 hours CADD The Town desires to open bids in late February 2016. Thus, we propose to complete this Task Order by the last week of. January 2016 and start bidding in the first week of February 2016. Assuming four weeks of bidding (two rounds) contracts could be finalized in mid to late March, the equipment would be delivered on-site anywhere from mid-July tol late August 2016.  advertisements in the newspaper.  stage.  drafting time).  X Additional Services Requiring an. Amendment to Task Order  Any Additional Services will be billed using the labor rates of the employees involved as included in our Standard Schedule of Fees plus mileage at the  standard IRS: rate.  43    3.  Owner's Responsibilities subject to the following: Times for) Rendering Services Phase Equipment Installed  Owner shall have those responsibilities set forth in Article2 and in Exhibit B,  4.  Completion Date September 30,2016  5.  Payments to Engineer  A. Owner shall pay Engineer for services rendered as follows:  Estimate of Compensationfor Services $24,700  Category ofServices Sludge Dewatering Equipment Procurement Assistance  Compensation Method Houry,Not-To-Exeed  6. Attachments: Standard Hourly Rate Schedule  7. Terms and Conditions:  Execution of this Task Order by Owner and Engineer make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receiptofacopy ofthis Task Order signed by Owner.  44    The Effective Date ofthis' Task Order is  OWNER: Town of Smithfield By(Signature):  ENGINEER: L.E. Wooten & Company dba The Wooten Company By(Signature):  V. LAER  Typed Name: Jim Freeman  Typed Name: W.Brian Johnson, PE  Director, Civil/Env. Engineering /2/2/15  Title: Date Signed:  Interim Town Manager  Title: Date Signed: Engineer License or Firm's Certificate No. State of:  F-0115  North Carolina  DESIGNATED REPRESENTATIVE FOR  DESIGNATED REPRESENTATIVE FOR  TASK ORDER: Typed Name: Title: Address:  TASK ORDER: Typed  Pete Connet Interim Public Utilities Director P.0. Box 761 Smithfield,NC 27577  Name: Carl Scharfe, PE  Title:  Project Manager Raleigh, NC 27603  Address: 1201 N. Boylan Avenue  E-Mail Address: Phone:  E-Mail  Fasmntmitessew  Address: charrc@tnewootencompany.com  (919) 934-2798  Phone: (919) 828-0531  45    46    Town of Smithfield Town Council Discussion Item  Item: Town Manager Hiring Process  As of last reported, the Town has received thirty-three (33) applications for the Town Manager position. Seventeen (17) of those are in-state and sixteen (16) are out-of- state. Per Governing Body members' information, you can at this time arrange with the Clerk's office to review them in Town Hall. Please keep in mind that these are Attached hereto is the Manager Hiring Process Timeline. Of importance is the General discussion is needed as to the direction the Council wishes to pursue in the  considered confidential.  highlighted note regarding the application screening/interview phase.  Manager Selection process.  47    48    9/24/2015 copy  Town of Smithfield  Manager Hiring Process Timeline  Initial Administrative Preparation In-House Team Strategy Mtg.  September 3Md-g"  Develop Process Framework, ie. steps, involvement, structured, etc. Follow up Mtg. (Sept. "")-F Review Process Framework and Finalize.  Desired Manager Development Phase  Begin Governing Body nvowemenvimput.seek desired manager traits, expectations, qualities, experience, qualifications, etc. by way of emailldeliver survey and questions, (also provide timeline) (realize  September g"-16" September g"-16"h September 17-18" September 28"h September 29"-C Oct. 1st October 2" -5lh October 6"h - Nov. 16"n  public/press matter).  Survey Others; i.e. department heads  Compile ai team and Assess Received Input Information for meeting Public Presentation & Input... staff present survey results and advertisement at Council meeting and open for Smithfield citizen input. Following al Public Meeting, develop al Manager Advertisement.. email provide and share with Governing Body(realize public/press matter) Town receives applications until Nov. 16"h. Begin a minimum  presentation.  Submit to advertisement sources. application screening phase.  Application Scrooning/interview Phase  Realizing there will be a new Mayorand maybe some Council change after November election, the below timeline is general and should be revisited  NOTE:  after election.  Provide to Governing Body results of the minimum application screening phase (closed session).. . of course if Body would like to see Governing Body further screen and determine their interview applicants. Governing Body Conduct Interviews; Closed Session meeting to  December 1st December 14"-, Jan 4th Jan. 5!h  and screen all, no problem.  discuss interview process  49    9/24/2015 copy  Jan.-Feb. February Late Feb. -E Early March  Conduct reference and background checks on Governing Body's top 2- Governing Body conditionally select manager and enter into  30 candidates. negotiations. Announce Manager Hiring  50    Town of Smithfield Town Council Discussion Item  Item: Work Session on Load Management and Electric Rates  At the November 10, 2015 regular Council meeting, there was discussion by Council and staffto schedule a work session to further review electric rate reductions and load management Interim Public Utilities Director Pete Connet contacted Cecil Rhodes of ElectriCities who is able to provide information on successful Load Management and Load Control Programs that other cities have implemented. Mr. Rhodes is available January 12th - 15"h, 26th or the 28th to meet  efforts.  with the Council and staff.  Action Requested: Determine a date to conduct the work session.  51    52