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Board approves Document Mountain scanning agreement, surplus fire truck sale and releases Sunbrook performance bonds
Summary
Lebanon's Board of Works approved a planning-document scanning contract (subject to council and legal review), authorized sale of a 2000 GMC TopKick through auction, released performance bonds for Sunbrook Villas sections, and approved claims.
At the Feb. 24 meeting the Lebanon Board of Works approved several administrative and procurement items: a professional services agreement for document scanning, a surplus-vehicle sale to be handled via auction, the replacement of developer performance bonds with maintenance sureties on Sunbrook subdivisions, and the city's claims.
Planning Director Christie Spencer presented a professional services agreement with Document Mountain to scan and store historical planning documents so they become searchable. "We have been, for a long time trying to find a good way to scan in our historical documents," Spencer said. The board approved the agreement subject to final legal review and council funding approval; Spencer told the board the vendor estimated a high sheet count so the contract amount may not be fully used.
The board approved the surplus of a 2000 GMC TopKick. Fire Department staff said the truck will be sold through Enterprise Rental's auction and proceeds will help augment the purchase of a new squad (squad 213). "This will be sold through Enterprise Rental, and the funds that we make from the sale of this truck will help augment the purchase of squad 213," a fire department representative said. The board voted to approve the surplus and proceed with auction arrangements.
The board also approved the release of performance bonds and replacement with three-year maintenance sureties for Sunbrook Villas Sections 2 and 3 and Sunbrook Section 3. The packet listed the performance bond amounts being replaced: $9,143.75 (HMA asphalt path), $60,090 (asphalt street surface) and $84,843.13 (asphalt street surface) respectively.
Finally, the board approved the claims docket and multiple sets of minutes earlier in the meeting.
Votes at a glance
- Document Mountain professional services agreement: approved (motion: "approve the document services agreement subject to legal review and approval and then signature by the mayor"); approval contingent on council funding and final legal review.
- Surplus: 2000 GMC TopKick (to be auctioned by Enterprise Rental): approved; proceeds to augment purchase of squad 213.
- Sunbrook surety releases (Sunbrook Villas sections 2 & 3; Sunbrook section 3): approved; performance bonds replaced with three-year maintenance sureties (amounts listed in meeting packet).
- Claims docket: approved.
Each approved item will proceed to the next administrative step described in the meeting: council funding/legal review for the scanning contract, transfer to Enterprise/Auction for the surplus vehicle, and recording of maintenance sureties for the Sunbrook developments.
