Board of Selectmen Regular Meeting Materials (linked)

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
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AGENDA S
BOARD OF SELECTMEN
Regular Meeting
May 4, 2021
5:00 P.M.
ZOOM via Phone Access Only
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(Procedural Action: Check register to be signed by Board of Selectmen in
accordance with CGS 7-83)
; Meeting ID: 820 4425 9996
Passcade: 660140
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1. Call to Order & Roll Call
2. Pledge of Allegiance
3. Public Comment:
4. Department of Public Works: BID AWARD - To consider and act on a
recommendation from Rawle Dummett, Purchasing Agent, on behalf of
Gary Schneider, for the Bid Waiver-Reclamation of Roads, in the amount of
$47,220, from line item 20530-57855.
5. Disposition of Town Property (Ordinance, Chapter 2.112.020):
5a. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of Jeffrey Lathrop, Acting Director of Fire
Services, for surplus disposal of (1) wood cutting rescue master blade.

5b. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of Jeffrey Lathrop, Acting Director of Fire
Services, for surplus disposal of (2) Red LED ball w/tinted lens and fork type wire
connectors.
5c. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of Jeffrey Lathrop, Acting Director of Fire
Services, for surplus disposal of (2) Amber LED ball w/tinted lens and fork type
wire connectors.
5d. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of the Board of Education, for disposal of
old BOE 2, 2005 Ford Econoline, VIN# 1FDWE35L75HA78392.
Se. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of the Board of Education, for disposal of
old BOE 14, 2013 Dodge Grand Caravan, VIN# 2C4RDGBG9DR602549.
5f. Disposition of Assets: To consider an act on a recommendation from Rawle
Dummett, Purchasing Agent, on behalf of the Board of Education, for disposal of
old BOE 13, 2013 Dodge Grand Caravan, VIN# 2C4RDGBGXDR755957.
6. Appointments and Resignations:
6a. To consider an act on the recommendation to re-appoint Robert Nye (D) to be
the Municipal Historian to fill the term from 9/14/20 — 9/13/23.
6b. To consider an act on the recommendation to re-appoint Vivian Brooks (U) to
be the Assistant Municipal Historian to fill the term from 9/14/20 — 9/13/23.
7. Correspondence:
8. New Business
9. Consent Agenda:
9a Tax Refund
10. Adjournment:

FINANCE DEPARTMENT
Memo
To: The Board of Selectmen
Fron: Rawle Dummett
Date: April 21, 2021
Re: Disposal ofagedassets
Dear Mr. Brule:
The Purchasing Agent, on behalf of the Board of Education, respectfully seeks the
Board’s approval to dispose of the following assets in accordance with the Town
Property Ordinance, Chapter 2,112.020, These vehicles have been examined by the
Public Works Department and are deemed to be too costly to remain in the fleet,
1. Old BOE 2, 2005 Ford Econoline, VIN# 1FD WE35L75HA78392
2. Old BOE 14, 2013 Dodge Grand Caravan, VIN#2C4RDGBG9IDR602549
2. Old BOE 13, 2013 Dodge Grand Caravan, VIN#2C4RDGBGXDR755957
These vehicles have been replaced in accordance with the fleet plan.
Thank “for. ur considération
ye yi
2
Rawle Dumme }
Purchasing Agent, ...-
Town of Waterford

FIFTEEN ROPE FERRY ROAD WATERFORD, CT 06385-2886
INTER-OFFICE CORRESPONDENCE
DATE: April 21, 2021
TO: Gary Schneider, Director of Public Works
FROM: Garon VanOverloop, Fleet Lead Mechanic
RE: Vehicle assessment of OLDBOE 13&14
Per your request J recently performed a vehicle assessment on the OLDBOE
13&14, 2013 Dodge Caravan’s. Below is a breakdown of each vehicle’s preliminary
repairs, :
OLDBOE13- 2013 Dodge Grand Caravan, VIN-2C4RDGBGXDR755957,
187,095 current mileage. The undercarriage of this vehicle shows a good amount of
rust/corrosion which is expected for a vehicle of this age located in the northeast. This
van needs the following corrective repairs:
Oil change, power steering fluid flush, brake fluid exchange, transmission oil pan,
transmission TCM, transmission dipstick tube, engine oil pan, lower control arm
bushings on both sides, Engine, transmission and cradle mounts/bushings. Battery
replacement. A total of $1423.23 is an estimate to correct the above discrepancies.
OLDBOE14- 2013 Dodge Grand Caravan, VIN- 2C4RDGBG9DR602549,
160,552 current mileage, Similar to OLDBOE13, the undercarriage has a good amount of
rust/corrosion. This van needs the following corrective repairs:
Oil change, power steering fluid flush, brake fluid exchange, transmission oil pan,
engine & cradle mounts. Left half shaft replacement, battery & alternator, front & rear
brake pads & rotors. A total amount of $2370.13 is a preliminary amount to correct the
above discrepancies,
These were only preliminary inspections with identifiable issues without
removing major components. There is a good chance the repair amount could increase as
work progresses. Given the age and mileage of these vans without knowing the intent of
use, I am on the fence about whether or not these would be a good fit for the Town of
Waterford.
For any questions, please feel free to contact me,
Garon VanOverloop
Fleet Lead Mechanic

Mr. Joseph P. Mancini
Director of Finance
Mr. Thomas W, Glard. lll
Superintendent of Schools
To: , Kim Allen - Director of Finance, Rob Brule — First Selectman
Ce: Gary Schneider — Director of Public Works
From: Joseph Mancini, Director of Finance and Operations
Date: January 12, 2021
Re; BOE Fleet
Kim,
The Waterford Board of Education has three vehicles that have been “replaced” in the fleet
management plan, In conversations with Gary Schneider — Director of Public Works and Jay
Miner — Director of Buildings and Grounds, there’s a desire to.add two of the dodge caravans to
the Fleet Management Plan. These caravans still have useful life for limited in town
transportation; they were at end of life for student transportation.
Our intentions are as follows.
1. Offer to the town for surplus - Old BOE 2, 2005 Ford Econoline,
VIN# 1FDWE35L75HA78392, the town should take a look at this vehicle, while old, it is
still functional.
2 Add to fleet management plan for BOE Old BOE 14, 2013 Dodge Grand Caravan,
VIN#2C4RDGBG9DR602549
3. Add to fleet for town, Old BOE 13, 2013 Dodge Grand Caravan,
VIN#2C4RDGBGXDR755957
Thanks,
Joseph Mancini
15 Rope Ferry Road * P.O. Box 284 »* Waterford, CT 06385
Phone: 860-444-5849 © Fax: 860-444-5870 * www.waterfordschools.org

FINANCE DEPARTMENT
Memo
To: The Board of Selectmen
Brom: Rawle Dummett
ce: Kim Allen
Date: April 26, 2021
Re: Disposal Surplus Assets
The Purchasing Agent seeks permission from the Board of Selectmen to dispose of the
assets listed below, in accordance with chapter 3.08.020 Section 2.112.020 of the
Ordinance. These items were purchased and subsequently found to be unfit for their
intended use- however, the date for returns had expired.
These items will be sold on GovDeals to recuperate costs.
f, One (1) 14"x.125 x 1” 20mm Wood Cutting Rescue Master Blade
2. Two (2) Red LED ball w/tinted fens and fork type wite connectors,
3, Two (2) Amber LED ball w/tinted lens and fork type wire connectors.

BUREAU OF FIRE PREVENTION INTEROFFICE CORRESPONDENCE
DATE: April 21, 2021
TO: Robert Brule, First Selectman
FROM: Jeffrey J. Lathrop, Acting Director of Fire Servite e—
RE: Surplus LED Ball w/Tinted Lens
The Department of Fire Services is declaring the following LED Balls as surplus and available
for auction:
(2) 12” Red LED Ball w/ tinted lens & fork type wire connectors
(2) 12” Amber LED Ball w/tinted lens & for type wire connectors
New, never used
These items were purchased in May 2020 to replace the non-working traffic signal in front of the
Jordan Fire Department. The lenses were deemed too large, The 30 day return policy had
expired prior to learning they were unusable. If you should have any further questions, please
feel free to contact me.

BUREAU OF FIRE PREVENTION INTEROFFICE CORRESPONDENCE
DATE: April 21, 2021
TO: Robert Brule, First Selectman
FROM: Jeffrey J. Lathrop, Acting Director of Fire Services 92—
RE: Surplus Saw Blade
The Department of Fire Services is declaring the following Rescue Blade as surplus and available
for auction: .
14” x .125 x 1”—20 MM Wood Cutting Rescue Master Blade
New, never used
This blade was purchased in March of 2020 by the chief of Cohanzie at the time, Todd Branche.
The blade was the wrong size but never returned. If you should have any further questions,
please feel free to contact me.



FIFTEEN ROPE FERRY ROAD WATERFORD, CT 06385-2886
April 29, 2021
Mr. Robert J. Brule
First Selectman
Town of Waterford
15 Rope Ferry Road
Waterford, CT
06385
Re: Bid Waiver ~ Reclamation of Roads
Mr. Brule:
The Purchasing Agent on behalf of the Public Works Department, respectfully seeks
a Bid Waiver for Reclaiming Braman Road, from the intersection of Niles Hill Road
to the intersection of Great Neck Road, in accordance with The Purchasing
Ordinance Section 3.08.050. This work is usually done by State Contract which has
since expired and re-advertised without giving consideration to the reclamation of
roads. The State will consider a contract sometime in the future.
In the interim, the stretch of roadway mentioned above needs to be done as soon
as possible.
Las

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordctorg
April 27, 2021
Mr, Rawle Dummett, Purchasing Agent
15 Rope Ferry Road
Waterford, CT 06385:
Subject: Bid Waiver - Reclaim
Rawle,
The Department is requesting a bid waiver for a portion of the work required to pave
Braman Road.
The project involves the entire Jength of the road from the intersection of Niles Hill Road
to the intersection of Great Neck Road, Braman Road will receive a new layer of
asphalt. This resurfacing work is under the State Bid for asphalt resurfacing at.an
estimated cost of $155,000, Before the resurfacing can take place, the base must be
prepared. For the portion of Great Neck Road:to Mary Butler Drive, the preparation of
the base will use the method of milling off 3 inches of asphalt, This will be performed
under the State Contract prices for $19,470. The portion from Mary Butler to Niles Hill
Road requires reclaiming, the grinding up of the existing asphalt into the base of the
road resulting in a solid compacted base. -The State has historically bid this item, but
this year has not ifcluded that in thelr solicitation of pricings. This work will be
performed for $47,220,
The request for bid waiver is for one-component of the project and the veridor is holding
the pricing.from last year when this method was on.the state bid list. It is also the vendor
that will be performing the. milling. Adding a third possible vendor will result in the
department now having to coordinate the schedules of 3 vendors instead of two,
Using two vendors, where one is responsible for the resurfacing and the other is
responsible for the base will provide the department with the tools to accomplish the
project with a minimum of interruption to the traffic, good quality contro! and on the
schedule to start early summer instead of later into the season due to thé bidding of the
Teclaiming.
Sincerely,
oN
Gary J. Schneider
Director of Public Works
Ce: ‘Kim Allen, Director of Finance
Public Works Departmont Phone 444-5864 Fax 860-442-9037

Wh. FINE GRADING, INC.
New England’s Premiere Asphalt Recycling Company
March 9,.2021
Town.of Waterford, DPW y
Attn: Daniel Matheson :
15 Rope Ferry Road
Waterford, CT 06385
Re: Reclamation
Dear Dan,
As we discussed this morning, The Department. of Administration Services (DAS) bid #20PSX0167 for
milling & reclamation has been.amended. Reclamation services, hourly support equipment, and calcium
chloride-have been removed from the current bid entirely. This bid is due tomorrow, March 11, 2021.
We have been in contact with DAS regarding this situation and how‘it impacts Connecticut
municipalities.and other State of Connecticut entities. We understand that this is a “Hot Topic” withthe
DAS and Department of Transportation (DOT). They have indicatéd that we are not alone in our
‘ coricern about these vital services being removed.
We have been told that the teclamation specifications are being reviewed. We are providing DAS with
our input on how to address areas that can better serve our customers-at the DOT and municipalities,
We have great confidence that these services are going to be bid again soon.
In the interim, Raffetty Fine Grading, Inc. will extend our pricing on the #18PSX0309 contract for
reclamation services (including hourly equipment and calcium) until a new reclamation contract is bid
and-awarded by the DAS. Milling services.will be performed under the:new contract #20PSX0167
when it is. awarded,
We look forward to working with you this season. Please reach out if you have any questions.
President
RLB/
57 Souith Road, Enfleld, CT-06082
Toli Free:866-763-0100 / Local 860-763-0100

Page 1
Estimate for Reclaim, Grade’ Roll Hourly
Gasad on asphalt thickness of 3" ta 6" In dapth
& Catelum
Contract#taPSxog05
Hem Hourly / SY $Amount | Total
Braman Road
Reclaim Per SY 6,600 |S 14 TS 11,484.00
Grader Hourly $ 274.00)$ 8,576.00
Roller Hourly $ 186.00) $ 4,512.00
Backhoe, hourly $ 139.00 | $ 3,336.00
Trusking Hourly 2 trucks $114.00 $3,648.00
29 E5000:
Traffic Pattern 6,600 0.28 1,848,60
Uniformed Flagger .12x3 8,600 | § 0.36 [$5 2,376.00
Calcium Chloride 6,600 | $ T12|§ 7,092.00
Raclalmer Remix 4{$ S8600 [$2,552.00
Regrade Hourly $ 274.00 7T$ 2,192.00
Reroll Hourly $188.00] $ 1,$04.00
ce
Total
$47,220.00