Finance, Wage & Personnel Standing Committee of the RTM Public Hearing & Special Meeting Agenda (PDF)

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
FINANCE, WAGE & PERSONNEL STANDING COMMITTEE of the RTM
PUBLIC HEARING FOLLOWED BY SPECIAL MEETING
Thursday, March 18, 2021/7:00 P.M. - Waterford Town Hall
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PUBLIC HEARING =
1. Call to Order a
2. Pledge of Allegiance
3. Roll Call
4. Public Comment on proposed changes to Chapter 3.08 — Purchasing ordinance.
(Draft 2)
5. Adjournment
SPECIAL MEETING
1. Call to Order
2. Roll Call
3. Public Comment
4. To consider and act upon the March 4, 2021 Meeting Minutes.
5. Consideration and possible action on item referred to committee:
A. Bidding Advantages for Local Businesses on Town Projects (RTC 10-05-2020),
by amending Chapter 3.08 — Purchasing of the Waterford Code of Ordinances.
6. Adjournment

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordctorg
MINUTES ; i
FINANCE, WAGE & PERSONNEL STANDING COMMITTEE OF THE RTMe
SPECIAL MEETING cn
Thursday, March 4, 2021 a
7:00 P.M. - Waterford Town Hall ‘°
ZOOM Remote Access Only
The March 4, 2021 Special Meeting of the Finance, Wage & Personnel Standing Committee of
the RTM was called to order by Chairperson David Lersch at 7:02 P.M.
ROLL CALL
Present: Paul Goldstein, Kathleen Kohl, David Lersch, Liam O’Leary
Absent: Susan Driscoll
Also Attending: Town Clerk David Campo, Town Attorney Robert Avena, Director of
Finance Kim Allen, Purchasing Agent Rawle Dummett
PUBLIC COMMENT
NONE
AGENDA ITEM 5: Minutes
MOTION by Goldstein, seconded by O’Leary, to approve the minutes from the February
18, 2021 meeting.
VOTING IN FAVOR: Unanimous
AGENDA ITEM 6 A: Bidding Advantages for Local Businesses on Town Projects
PRESENTATION: Town Attorney Robert Avena, Director of Finance Kim Allen,
Purchasing Agent Rawle Dummett,
Discussion ensued.
MOTION by Goldstein, seconded by O’Leary, to move the draft of Chapter 3.08 -
Purchasing to a Public Hearing with the changes to 3.08.030 - 1, and include phrase from
3.08.020 B. (Draft 2 attached)
VOTING IN FAVOR: Unanimous
MOTION by Goldstein, seconded by O’Leary, to hold a Public Hearing in regard to
amendments to the Waterford Code of Ordinances Chapter 3.08 — Purchasing on March

18, 2021 at 7:00 P.M.
VOTING IN FAVOR: Unanimous
AGENDA ITEM 6 A: Salaries of Elected Officials
The Chair asked for a motion to table this item because a member of the subcommittee
could not be present and felt their input was extremely important to the discussion.
The committee voted unanimously to table with a date TBD. At the recommendation of
member Goldstein and Finance Director Kim Allen, Kim will invite a BOF member to
the meeting
Also, although not on the agenda, however as a matter of professional courtesy, the
Chair recognized Mr. Dembeck to speak. He expressed his observations about the
professionalism and qualities of several Town officials during the difficult circumstances
being encountered due to Covid restrictions.
A full recording of the meeting can be obtained by contacting the Town Clerk.
MOTION by Goldstein, seconded by Kohl, to adjourn at 8:01 P.M.
VOTING IN FAVOR: Unanimous
Respectfully submitted,
David Lersch
Chairman

Draft #2
Title 3 - Revenue and Finance
Chapter 3.08 - PURCHASING
3.08.010 - Applicability—Cooperative purchasing.
A. This chapter shall be applicable to all purchases of materials, equipment and contracts for services
other than those encompassed in collective bargaining agreements or ernployment contracts with
non-union personnel, made on behalf of the town by any town agency, board or commission except
the board of education.
B. This chapter is not applicable to contracts for the construction or alteration of real property when
outside consultants are specifically authorized to perform the purchasing function; however, the
agency, beard or commission hiring such consultant shall require that purchasing under such
contract be performed to standards at least equal to those contained in this chapter and that records
and documents of such purchasing be filed with the purchasing agent of the town immediately upon
their execution.
CG. When it is in the best interest of the town, the purchasing agent may make arrangements for
purchasing in conjunction with other units of state and local government and other entities. Reports
of such instances shail be accompanied by substantial backup verifying the sources utilized to
secure the price, and this report shall he made available to each board or commission that must vote
to authorize the proposal before the purchase is made.
(Amend, of 12-18-18(1); Amend. of 10-7-13; Amend, of 6-1-15(1); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88:; prior code § 2-37)
3.08.020 - Establishment, rules and duties of purchasing function.
A, The office of town purchasing agent is established in the department of finance to coordinate the
purchasing function of the town, The director of finance shall recommend a candidate for the position
to be appointed by the first selectman.
B. A uniform purchasing system and operating rules, consistent with state and federal laws, shall be
established for the town which shall be devised by the purchasing agent, recommended by the
board of selectmen, approved by the R.T.M. and administered in the department of finance. All
purchasing transactions shail be processed and recorded within legal constraints as stated in this
chapter and in Chapter 2.112, Disposition of Town Property.
C. The duties of the purchasing agent are as follows:
1, To promote the most effective and efficient procurement and disposition of town assets and
services;
2, To provide, upon request, information to support all purchasing operations and management
analyses for decision-making purposes;
3. To provide technical services for the review and recommendation of specifications and purchase
orders;
4. To implement the bidding/request for proposal process through advertising and posting notices of
solicitation;
5. To secure and record quotations/bids/proposals for purchases when multiple vendors are
available;

6. To make purchases according to the requisitions and specifications of the user agency, board or
commission;
7. To submit an annual report to the director of finance relative to the cost effectiveness and
performance of purchasing operations in the town.
(Amend. of 12-18-18(1); Amend, of 10-7-13; Amend, of 6-1-15(41); R.T.M. 10-86-97 (part): R.T.M. 12-5-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88: prior code § 2-38)
3.08.030 - Purchase categories—Bids/proposals required—Specifications
authorized.
A. Public competitive bidding and Pourchases of material and equipment and services will be
eategorized-and-established and administered, by pursuant to CGS §7-148 v/a), at the following
levels:
wilLbe-consolidated_as-approprate with otherlike-requests-by-the-purchasing-agent-and-will-be
purchased-on-an—or-equal"-basis-unless-accompanied-by-a-detailed specification-and justification
fules-established- under subsection B-of Section-3.08.020,
2,-For purchases-in-an_amountexceading one thousand-five-hundred dollars,-but not exceeding
seven-thousand tive-hundred-dollars, atleast we-uritien quotations must be solicited -by the
requesting-agency-with the-purchasing
agent's-assistance-in-accordance-with-the-operating-tules
established-under-subsection-B of Section 308.020,
3-Forpurchases-in an-ameuntexeeeding-seven thousand five hundred-dollars,-but-netexceading
fifteen thousand _dollars,aformal-quote-process-through the purchasing depariment-must-be
completed. The requesting agency wil submit specifieations-or-deseription-of-tent-orsermvices
fneededFhe purshasing-agent-will-solicit-fer-formal-quotes:
41.For purchases exceeding fifteen-twenty-five thousand dollars, a formal bid process is required as
authorized in subsection B of Section 3.08.020 of-this-section-and Section 3.08.040.
2. Under twenty-five thousand dollars, the Town purchasing agent’s operating rules shall govern all
other purchasing transactions, and may allow for local vendor preferences as established under
the operating rules.
(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1); R.T.M. 10-6-97 (part); R.T.M. 12-65-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88: prior code § 2-39)
3.08.040 - Bid process—Opening of bids/proposals—Rejecting bids/proposals—
Awards of contract.
A. No purchases or contracts which require a formal bid or proposal process shall be made or entered
into until the purchasing agent has placed a public advertisement in a newspaper, having a daily
circulation in the town, and placed on the town web site. Said advertisement shall appear not less
than fourteen days prior to the receipt of bids/proposals, shall contain information as to the time that
sealed bids/proposais will be received and opened, and the place prospective vendors may obtain
information about the specifications with respect to the materials, equipment or services required,
B. Each bid/proposal shall be opened publicly at the time stated in its advertisement. A public record
shall identify all present at the opening and all vendors and the amounts of their bids/proposals.

C. Contracts shall generally be awarded to the qualified vendor with the lowest price. Compliance with
specifications, ability of the contractor to perform the contract, prior, performance, and the ability to
complete the contract terms in a timely manner are all criteria to be used in the evaluation process.
With respect to materials and equipment, contracts shall be awarded to the vendor with the lowest
price whose product has met quality requirements. The purchasing agent shall recommend a
bid/proposal award to the user agency, board or commission.
D. Contracts shall be reviewed by the user agency, board or commission, the purchasing agent and the
town attorney to ensure all quality, fairness and legal parameters are met before said contracts are
considered final and approved and may be executed.
E. The board of selectmen is authorized to make an award, or reject any and all bids/proposals, or any
part of any bids/proposals, when it is in the best interest of the town. All bids/proposals, will be
awarded by the board of selectmen regardless of funding source, with the sole exception of
bids/proposals funded by use of funds from the sewer enterprise fund, the sewer
development/maintenance fund and the water fund, accounts under the sole discretion of the utility
commission. The purchasing agent shall be notified of the decision and the reason for any rejection
by either body.
(Amend, of 12-48-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-40)
3.08.050 - Waiver of bid/proposal process.
A. In case of emergency, the head of any town agency, board or commission may purchase directly
any item(s) or service(s) essential to prevent public harm or delays in work. An authorization
document, a copy of the invoice, and a report of the circumstances shall be sent to both the board of
selectmen and the purchasing agent.
B, After conferring with the purchasing agent and, other than as excepted below, upon a unanimous
vote of all members of the board of selectmen present at any regular or special meeting, a
bid/proposal process may be waived under Sections 3.08.030 and 3.08.040 when deemed to be in
the best interest of the town, No board, commission or agency is authorized to enter Into a contract
without compliance with said process except bids/proposals using funds under the sole discretion of
the utility commission, When such funds are involved, after conferring with the purchasing agent, the
utility commission, by unanimous vote of all members present at a regular or special meeting, is
authorized to waive the bid/proposal process when deemed to be in the best interest of the town.
Whenever any bid waiver is approved pursuant to this chapter, a copy of the minutes that state the
reason why itis in the best interest of the town to waive the formal bid/proposal process shall be
forwarded to the purchasing agent along with a copy of the contract award, Such contracts shall be
reviewed by the user agency, board or commission, the purchasing agent and the town attorney to
ensure all quality, fairness and legal parameters are met before such contracts are considered final
and approved and may be executed.
(Amend, of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-41) :

Draft #2
Title 3 —- Revenue and Finance
Chapter 3.08 - PURCHASING EAR LO PM Gras
3.08.010 - Applicability—Cooperative purchasing.
A. This chapter shall be applicable to. all purchases. of materials, equipment and contracts for services
other than those encompassed in collective bargaining agreements or ‘employment contracts with
non-union personnel, made on behalf of the town by any town agency, board or commission except
the board of education.
B. This chapter is not applicable to contracts for the construction or alteration of real property when
outside consultants are specifically authorized to perform the purchasing function; however, the
agency, board or commission hiring such consultant shail require that purchasing under such
contract be performed to standards at least equal to those contained in this chapter and that records
and documents of such purchasing be filed with the purchasing agent of the town immediately upon
their execution.
C. When it is in the best interest of the town, the purchasing agent may make arrangements for
purchasing in conjunction with other units of state and local government and other entities. Reports
of such instances shall be accompanied by substantial backup verifying the sources utilized to
secure the price, and this report shall be made available to each board or commission that must vote
to authorize the proposal before the purchase is made.
(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(4); R.T.M, 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-37)
3.08.020 - Establishment, rules and duties of purchasing function.
A. The office of town purchasing agent is established in the department of finance to coordinate the
purchasing function of the town. The director of finance shall recommend a candidate.for the position
to be appointed by the first selectman.
B. A uniform purchasing system and operating rules, consistent with state and federal laws, ‘shall be
established for the town which shall be devised by the purchasing agent, recommended by the
board of selectmen, approved by the R.T.M. and administered in the department of finance. All
purchasing transactions shall be processed and recorded within legal constraints as stated in this
chapter.and in Chapter 2.112, Disposition of Town Property,
C. The duties of the purchasing agent are as follows:
1. Ta promote the most effective and efficient procurement and disposition of town assets and
services;
2. To provide, upon request, information to support all purchasing operations and management
analyses for decision-making purposes;
3. To provide technical services for the review and recommendation of specifications and purchase
orders;
4. To implement the bidding/request for proposal process through advertising and posting notices of
solicitation;
5. To secure and record quotations/bids/proposals for purchases when multiple vendors are
available;

6. To make purchases according to the requisitions and specifications of the user agency, board or
commission;
7. To submit an annual report to the director of finance relative to the cost effectiveness and
performance of purchasing operations in the town.
(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1); R.T.M. 10-68-97 (part): R.T.M. 12-5-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88: prior code § 2-38)
3.08.030 - Purchase categories—Bids/proposals required—Specifications
authorized.
A. Public competitive bidding and purchases of material and equipment and services will be established
and administered, pursuant to CGS §7-148 v(a), at the following level:
1._For purchases exceeding twenty-five thousand dollars, a formal bid process is required as
authorized in subsection B42} of Section 3.08.020 of
this-section-and Section 3.08.040.
2. Under twenty-five thousand dollars, the Town purchasing agent’s operating rules shall govern all
other purchasing transactions, and may allow for local vendor preferences as established under
the operating rules.
(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1}); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 6-6-88: R.T.M. 4-4-88: prior code § 2-39)
3.08.040 - Bid process—Opening of bids/proposals—Rejecting bids/proposals—
Awards of contract.
A. No purchases or contracts which require a formal bid or proposal process shall be made or entered
into until the purchasing agent has placed a public advertisement in a newspaper, having a daily
circulation in the town, and placed on the town web site. Said advertisement shall appear not less
than fourteen days prior to the receipt of bids/proposals, shall contain information as to the time that
sealed bids/proposais will be received and opened, and the place prospective vendors may obtain
information about the specifications with respect to the materials, equipment or services required.
B. Each bid/proposal shall be opened publicly at the time stated in its advertisement. A public record
shall identify all present at the opening and all vendors and the amounts of their bids/proposals.
C, Contracts shall generally be awarded to the qualified vendor with the lowest price. Compliance with
specifications, ability of the contractor to perform the contract, prior performance, and the ability to
complete the contract terms in a timely manner are ail criteria to be used In the evaluation process,
With respect to materials and equipment, contracts shall be awarded to the vendor with the lowest
price whose product has met quality requirements. The purchasing agent shall recommend a
bid/proposal award to the user agency, board or commission.
D. Contracts shall be reviewed by the user agency, board or commission, the purchasing agent and the
town attorney to ensure all quality, fairness and legal parameters are met before said contracts are
considered final and approved and may be executed.
E, The board of selectmen is authorized to make an award, or reject any and all bids/proposals, or any
part of any bids/proposals, when it is in the best interest of the town. All bids/proposals, will be
awarded by the board of selectmen regardiess of funding source, with the sole exception of
bids/proposals funded by use of funds from the sewer enterprise fund, the sewer
development/maintenance fund and the water fund, accounts under the sole discretion of the utility
commission. The purchasing agent shall be notified of the decision and the reason for any rejection
by either body.

(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend, of 6-1-15(1); R.T.M, 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-40)
3.08.050 - Waiver of bid/proposal process.
A. In case of emergency, the head of any town agency, board or commission may purchase directly
any item(s) or service(s) essential fo prevent public harm or delays in work. An authorization
document, a copy of the invoice, and a report of the circumstances shall be sent to both the board of
selecitmen and the purchasing agent.
B. After conferring with the purchasing agent and, other than as excepted below, upon a unanimous
vote of all members of the board of selectmen present at any regular or special meeting, a
bid/proposal process may be waived under Sections 3.08.030 and 3.08.040 when deemed to be in
the best interest of the town. No board, commission or agency is authorized to enter into a contract
without compliance with said process except bids/proposals using funds under the sole discretion of
the utility commission. When such funds are involved, after conferring with the purchasing agent, the
utility commission, by unanimous vote of all members present at a regular or special meeting, is
authorized to waive the bid/proposal process when deemed to be in the best interest of the town.
Whenever any bid waiver is approved pursuant to this chapter, a copy of the minutes that state the
teason why it is in the best interest of the town to waive the formal bid/proposal process shall be
forwarded to the purchasing agent along with a copy of the contract award. Such contracts shall be
reviewed by the user agency, board or commission, the purchasing agent and the town attorney to
ensure all quality, fairness and legal parameters are met before such contracts are considered final
and approved and may be executed.
(Amend. of 12-18-18(1); Amend. of 10-7-13; Amend. of 6-1-15(1); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M, 4-4-88: prior code § 2-41)