Chestertown will be getting a new, state-of-the-art digital map of its water system.
Town Utilities Director Bob Sipes reported the results of a bid opening for creating the map at the July Utilities Commission meeting, at the beginning of the Monday council meeting.
“We got a large number of proposals for the mapping,” Sipes told the council. He said he had looked at the four lowest bidders as possible contractors for the map, which would include a graphic information systems computerized map showing all mains, hydrants, and valves, plus other necessary information to allow workers to maintain and perform repairs on the system. The contractor would also train town employees to edit the map and add features, so it wouldn’t be necessary to call in the contractor if the town added a development or annexation.
The town already has an up-to-date map of the wastewater system, which the new map would supplement. He has said he wants a complete map of the system to be available to any future utilities manager, both on paper and in electronic form. Sipes joked about putting the file on a thumb drive and putting it in a safe so it could be recovered if town hall was destroyed in a hurricane.
Earth Data, Inc., of Centreville, was fourth lowest bidder at $42,000. “I’m thinking because they’re local, they would be better suited to build the system and tend the system,” Sipes said. He recommended them over three lower bidders, all of whose proposals were in some way flawed. He said the prices for the license, at $7,000 for a perpetual license and $3,000 for a term license, were “the same for everybody.” He recommended having the work done all in a single year, to ensure consistency. If the town did it in three installments, “you don’t know if it’s going to be the same guy back, or that he can remember his processes” from one year to the next.
Earth Data is an environmental consulting firm that specializes in groundwater, geospatial, planning, watershed restoration and other environmental projects. The firm has done a number of local projects, including monitoring test wells on the grounds of the Chestertown hospital for oil leakage into the groundwater.
Sipes said the lowest bidder, at $33,500, did not cover the entire system. Another bidder’s proposal “looked good,” but when Sipes called their references, they didn’t recognize the name. He said the bidder told him they were a subcontractor on those bids, which he said should have been noted in the bid. A third bidder came in low, but didn’t include the software – which left them room to “jack up the contract,” Sipes said. He said some of the bidders went as high as $210,000 for the project.
The council unanimously authorized Sipes to accept the Earth Data bid.
Also in Sipes’ report, he said the town had received two bids for maintenance on the water towers. However, he said, he wasn’t satisfied with the responses and would like to rebid the project.