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

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
i
PHONE: 860-442-0553
www.waterfordct.org
AGENDA
FINANCE, WAGE & PERSONNEL STANDING COMMITTEE OF THE RTM
SPECIAL MEETING
Thursday, March 4, 2021/7:00 P.M. - Waterford Town Hall
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Call to Order ws
Pledge of allegiance =
Roll Call pa
Public Comment
To consider and act upon the February 18, 2021 Meeting Minutes.
Consideration and possible action on item referred to committee:
A. Bidding advantages for local businesses on Town Projects.
(RTC 10-05-2020)
B. Salaries of Elected Officials. (RTC 02-01-2021)
Adjournment

FINANCE, WAGE, & PERSONNEL STANDING COMMITTEE OF THE RTM
SPECIAL MEETING MINUTES 2/18/21
Members Present: Susan Driscoll, Paul Goldstein, Kathy Kohl, Dave Lersch, Liam O’leary @
7:07 pm.
Guests: Kim Allen, DOF, Rawle Dummett, Purchasing, Rob Avena, Town Attorney, Tom
Dembek, RTM, Dave Campo, Town Clerk
1) Meeting Called to order @ 7:04 pm by Chairperson Lersch.
2) Pledge of Allegiance
3) Public Comment: None
4) Act upon April 10, 2019 Meeting Minutes: Motion by Paul Goldstein, Second by Kathy
Kohl,
Vote: Unanimous
5) A: Consideration and possible action Bidding advantages for local businesses on Town
Projects. Discussion on past practices regarding bidding process and local business.
Presentation by Town Attorney Avena, DOF, Kim Allen, and Purchasing Rawle
Dummett on potential scenarios that follow state and federal guidelines. Potentially
raising bid/no bid purchasing to $25,000. Draft scenario to be presented by Town
Attorney and staff on potential policy/rule changes to ordinance 3.08 Purchasing on
3/4/21 @ 7:00 pm.
Motion by Driscoll & seconded by Goldstein to have Town Attorney & staff provide
draft changes to 3,08 Purchasing. ;
Vote: Unanimous
B: Review of Elected Official Salaries: Discussion Lengthy. DOF Kim Allen to provide
committee with Elected Official Salary Survey for comparison to review at next meeting,
No action taken.
6) Adjournment: Motion by Kohl & Seconded by Driscoll.
Vote: Unanimous
Respectfully Submitted by: Paul Goldstein

Draft #1
Title 3 —- Revenue and Finance
Chapter 3.08 - PURCHASING 2021 HAR ~2_ PH 3:09
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 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.
C. When itis 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(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. Alll
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. 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(1); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 6-86-88: 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 Ppurchases of material and equipment and services will be
categorized and-established and administered, by pursuant to CGS §7-148 va), at the following
levels:
4—AlLauthorizationsfor-purchases_of ttems-in-an_amounttupto one thousand -five-hundred-dolars
will-be-sonsolidated-as-appropriate-with_othertike-requests-by-the _purchasing agent-and-will-be
purchased on _an—or-equal" basis-unless accompanied by a-detailed specification and justification
approved-by the-head-of the user-agency, board-orcommission,-in-accordance -with-the-operating
rules-established_under-subsection B-of Section 3.098.020,
seven-thousand five hundred dollars_at least two- written quotations must -be-salicited-bythe
requesting agency-with-the-purchasing agents-assistance-in-accordance-with the-operating-rules
established-under-subsection-B-of-Section-3,08.020.
3--For purchases in-an-amountexceeding seven thousandtive- hundred dollars,-but notexceading
fifteen-thousand-dollars,-a formal-quote precess-through-the-purchasing-depariment-must be
sompleted_The-requesting-agency-will-submit-specifications-or-deseription-ofitem-or-services
needed.the purchasing agent-will-selicit for- formal quotes.
41.For purchases exceeding fifteen-twenty-five thousand dollars, a formal bid process is required as
authorized in subsection B (?) 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/proposals 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 shail 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 12-18-18(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/proposai 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 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(4); R.T.M. 10-6-97 (part): R.T.M. 12-5-94
(part): R.T.M. 4-4-88: prior code § 2-41)