Board of Selectmen Regular Meeting Materials (linked)

Finance Department
Memo
To: The Board of Selectmen
From: Rawle Dummett
CC: Kim Allen
Date: June 1, 2021
Re: Bid Award — Bid#21-102 On-Call Mechanical, Electrical, Plumbing and
Engineering Services
Dear Mr. Brule:
Proposals for the above mentioned bid were opened on March 31, 2021 by Maryellen
McConnell, Linda Geer and | with the attached results. After careful review and
subsequent interviews with vendors, it is recommended that Al Engineers Inc. and RZ
Design Associates Inc. be awarded the contracts to provide these services to the Town,
for an initial period of three years, with the option to renew for an additional two (2) one-
year contrac
Pt \
Purchasing Agent,
Town of Waterford
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INTER-OFFICE MEMORANDUM TOWN OF WATERFORD
To: Rawle Dummett, Purchasing Agent
From: Gary J, Schneider, Director of Public Works
Date: June 1, 2021 -
Re. MEP Servicés
The Department received 11 submittals for MEP Services. These 11 were
reviewed and short listed to 5 for further interviews. Of the 6 that were not
selected, 1 did not provide their wages rates as required by the RFP. The
remaining 5 firms, although having experience in the areas requested by the
Department, the firms supplied examples of very large projects involvirig either
major renovations to facilities of lafge MEP installations. The Department's
projects are in a different classification of work, stnall “spec on plan” projects
where the design effort must be in line with the cost of the work.
All 5.firms selected were interviewed using Zoom. For the Town, the Director of
‘Public Works and the Facilities Manager conducted the 30 minute interviews.
Discussions centered on the ability of the firm to. perform small projects, how they
would keep designs fees low, if they assist in “getting the word out” that projects
are out'to bid, who Is the team to be assigned and will that the team lead remain
assigned to the town. .
Based on the answers to these questions and the conversations, taking into
account the wage rates of the firm, the Department is recommending that the
Town enter into Master Service Agreements to provide On-Call Mechanical,
Electrical and Plumbing (MEP) services for a period of 3 years with two (2) one
year extensions.with the following two firms:
e Al Engineers. Inc.
» RZ Desigri Associates, Inc.
| have a couple of questions. Will:you be corresponding with all the firms who
submitted proposals (Preparing the Contract and notifying all others)? We will
keep the proposals submitted by the firms here at PW unless they are required to
be filed at your office.
Cc: Paul Koelle, Facilities Manager

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Finance Department
Memo
To: The Board of Selectmen
From: Rawle Dummett
Cc: Kim Allen
Date: June 15, 2021
Re: Bid Award — Bid#21-112 Custodial Services for Government Buildings
Dear Mr. Brule:
Proposals for the above mentioned bid were opened on May 18, 2021 by Gary
Schneider, Public Works Director and | with the attached results. After careful review, it
was decided that the lone bidder Blackburn Professional Cleaning be awarded the
contract to provide these services to the Town, commencing July 1%! 2021, in the amount
of $82,200.00. The contract period will be two (2) years with the possibility of annual
renewals for an additional three (3) years, based upon the town’s discretion.
This cost will be assigned to the various departments as indicated in the Bid Tabulation
Sheet.
= L\
Town of Waterfor

Rawle Dummett
seems
From: Gary Schneider
Sent: Wednesday, June 9, 2021 11:47 AM
To: Rawle Dummett
Subject: Custodial Contract Bid 21-112
J have reviewed the bid submitted by Blackburn Bullding Services, LLC. The firm qualifications meet our bid
.Specifications. | recommend that the Town award the contract to this firm.
Gary J Schneider
| Director of Public Works
‘Town of Waterford
‘Public Works Department

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TOWN OF WATERFORD
TRANSFER REQUEST FORM
In Series (Over $1000)
Recreation & Parks
DEPARTMENT
APPROVED Budget Budget Revised
Budget Transfer —_— Transfer Budget
Line No. Org. Code Object Code Object Description Amount “INCREASE: BDBGREASE, Amount
41 10137 52080 Telephone $ 2,848 | 1,100.00 $ 3,948
2 40137 52380 Programs $ 42,387 1,190.00 $ 41,287
3 10137 54020 Equipment $ 1,825 {1,100,00 $ 2,925
4 10137 52380 Programs. $ 42,387 1,100.00 $ 40,187
5
89 -
10 $ -
TOTAL 2,200.00 2,200.00
xplanation:
Rise in cell phone costs due to extra phones needed during the pandemic for beach operatians.
Upgrade to replacement fitness center equipment caused increase in cost.
Funds available in 52380 due to cancelled programs caused by the pandemic.
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revised 7/20/21

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Recreation & Parks
TOWN OF WATERFORD
TRANSFER REQUEST FORM
Out of Series Transfer Request
DEPARTMENT
APPROVED ACCOUNT REVISED
Budget ‘» INCREASE Budget
Line No. Org. Code Object Code Object Description Amount Amount
4 10137 52420|Maintenance of Properties 147,523.00 30,000.00 177,523.00
2 10137 51620/Recreation Programs 342,991.00 30,000.00 312,991.00
3 0,00
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§ 0.00
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7 0.00
8 0.00
9 0.00
10 6.00
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TOTAL 30,000.00 30,000.00
Explanation
\creased costs In maintenance of properties due to electrical contractors being hired for various repairs and beach bathroom upgrades, Also Increased unanticipated
equipment replacement. Rise in material costs as well.
[Nal fA
Départment Head
any fHler
Director of Finance
First Selectman
Commission/Board Approval
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TOWN OF WATERFORD
TRANSFER REQUEST FORM
In Series (Over $1000)
Emergency Management
DEPARTMENT
APPROVED CURRENT Budget Budget REVISED
Budget Budget Transfer Budget
Line No, Org, Code Object Code Object Description Amount Amount INCREASE é Amount
4 10122 52050 DUES, CONF., EDUCATION $ 22,084 | $ 19,696 (1,700.00)! $ 17,996
2 10122 52080 TELEPHONE $ 25,537 | $ (409) 4,700.00 $ 1,291
3 10122 52050 DUES, CONF., EDUCATION $ 22,084 | $ 16,596 (1,700.00)! $ 14,896
A 40122 52370 DISP CLOTHING ALLOWANCE $ 3,760 | $ 1,356 1,700,00 $ 3,056
5 $ :
8 $ -
9 $ -
10 $ :
TOTAL 3,400.00 (3,400.00)
‘xplanation:
The telephone line item is budgeted based on a three year average. Usage is consistent, but the rate has increased. Dues, Conferences and Education
has a surplus as COVID-19 caused the cancellation of many educational and conference events.
Dispatcher clothing was not purchased in FY 2020 placing larger burden on the FY 2021 budget.
Steven Sinagra
Department Head
Km Allen
Director of Finance
First Selectman
Commission/Board Approval
June 7, 2021
Date
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Date
Date
Date
revised 8/13/20

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TOWN OF WATERFORD
tn Series (Over $1000)
SENIOR SERVICES
DEPARTMENT
APPROVED CURRENT Budget Budget REVISED
Budget Available Transfer Transte Available
Line No, Org.Code Object Code Object Description Amount Budget INCREASE Budget
1 10135 51710 ADMINISTRATION $ 148,882 9,489 §,200.00 $ 14,689
2 10135 4210 CLERICAL & TECHNICAL $ 212,639 73,975 {6,200.00)| $ 87,775
3 10135 51810 OVERTIME, $ 894 37 1,000.00 $ 1,037
4 $ -
5 $ -
8 $ .
9 $ :
10 $ -
TOTAL 6,200.00 (6,200.00)
Explanation:
GGA contract was settled, retroactive pay and salary increase.
Overtime is needed to short staff, work load and new software.
Lisa Cappucio 5/25/2021
Department Head Date
Kirn Allen 6/2/2021
Director of Finance Date
First Selectman Date
Caroj Sanders 5/25/2021
Commission/Board Approval Date
revised 9/9/20

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TOWN OF WATERFORD
In Series (Over $1000)
INSURANCE : 4TH QUARTER
DEPARTMENT
APPROVED CURRENT Budget Budget REVISED
Budget Available Transfer Transfer —s_ Available
Line No. Org.Code Object Code Object Description Amount Budget INCREASE EGRE, : Budget
4 10112 62201 LIABILITY/AUTO/PROPERTY $420,000 |$ — (35,065)| 35,065.00 $ -
UNEMPLOYMENT
2 10112 62240 COMPENSATION $ §,000 |$ _ (26,698)| 26,600.00 $ 2
3 40112 §2252 LONGTERM DISABILITY $ 300 | $ (165) 4165.00
4 10112 62251 HEALTHCARE, $ 3,460,000 1 $ 278,295 (61,830.00) $216,465
5 $ -
8 $ -
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1 ~ Changes/Additions in property and automobile increased yearly coverage costs,
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4 - Changes to plan has resulted in a overall surplus.
Kim Allen 6/3/2021
Department Head Date
Kim Allen 6/3/2024
Director of Finance Date
First Selectman Date
Commission/Board Approval Date
revised 9/9/20

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Cindy Dupointe
From: Robert Brule
Sent: Tuesday, June 8, 2021 8:12 AM
To: Cathy Barnard
Ce: Beth Sabilia; David Campo; Cindy Dupointe
Subject: Re: Appointment recommendation for WELSCO
Received. Thank you!
My regards,
Rob Brule
First Selectman.
Waterford Town Hall
15 Rope Ferry Road
Waterford. CT 06385
rbrule@waterfordct.org
Phone: 860-444-5834
Fax: 860-444-0273
PRIVILEGED AND CONFIDENTIAL: This communication, including attachments, is for the exclusive use of
addressee and may contain proprietary, confidential or privileged information. If you are not the intended
recipient, any use, copying, disclosure, dissemination or distribution is strictly prohibited. If you're not the
intended recipient, please notify the sender immediately by return email and delete this communication and
destroy all copies.
On Jun 8, 2021, at 7:04 AM, Cathy Barnard <cathybarnard5 14@yahoo.com> wrote:
CAUTION: This email originated from outside of the organization.
I. Do not click links or open attachments unless-you recognize the sender’ s email address and know th
l : oe : content is safe.
mm em a a a a
Good morning,
Attached please find my letter recommending that you reappoint Marcia Benvenuti to the
Waterford / East Lyme Shellfish Commission.
T don't have Jody's email address so I am hoping one of you will forward it to her on my
behaif.
Please let me know if you have any questions.
Thanks and enjoy the beautiful weather today.

Cathy Barnard
Chair
Waterford Democratic Town Committee
(860) 306-2147 (cell)
<nomination letter marcia.pdf>

Authorizing Resolution of the Board of Selectmen,
Resolved that the Board of Selectmen hereby authorizes and directs,
Robert Brule as First Selectman, to execute, approve, sign and deliver, all
contracts made by or on behalf of the Town of Waterford during the fiscal
year July 1, 2021 to June 30, 2022.
So approved on this day of June, 2021 by the Waterford Board of
Selectmen