Board of Selectman Special Meeting

FIFTEEN ROPE FERRY ROAD
WATERFORD, CT 06385-2886
PHONE: 860-442-0553
www.waterfordct.org
AGENDA
BOARD OF SELECTMEN SPECIAL MEETING
Tuesday, Mareh 11,2025
4:00 PM
Waterford Town Hall — Auditorium
Call to Order & Roll Call:
Pledge of Allegiance:
Public Comment:
Library and Public Works: To consider and act on a request for a FY25
additional appropriation from the Director of Public Works, Gary Schneider,
and the Director of the Library, Chris Johnson in the amount of $505,078, for
construction ($377,179), cooling ($48,000), anid 5% contingeney ($79,899) to
line #20536-57848 (Library HVAC Upgrade) and forward onto the Board of
Finance if approved.
Library: To consider and act on a recommendation from Shea Davy,
Purchasing Agent, on behalf of the Director of the Library, Chris Johnson; to
award the bid to Action Air Systems Inc., in the amount of $1,579.987. Funds
will be available from line #20536-57848 (Library HVAC Upgrade).
Adjournment:

INTER-OFFICE MEMORANDUM TOWN OF WATERFORD
To: Robert Brule, First Selectman
From: Gary J. Schneider, Director of Public Works ah
Ce: Kimberly Allen, Finance Director
Christine Johnson, Library Director
Date: March 5, 2025
Re: Library HVAC Project
Bids were received on February 11, 2025 to replace the HVAC at the Library. The goal was to
renovate the entire building. The bid was broken into 3 areas, the base bid to complete the work on
the main level, the level where the last A/C unit failed last summer and where temporary units were
installed to provide cooling and dehumidification, and alternate bids for the basement meeting rooms
and the office areas.
Available funding (Town and State Library grant) is $1,220,808 million. Only one contractor
submitted a bid. This may be due to the State Board of Education funding school HVAC projects
that have a completion date of the end of this year. That has flooded the market with projects for the
contractors to bid on. We are not the only town to receive just one bid.
With the total bid of $2,329,500, after conferring with the Purchasing Agent, and with approval by the
State Library's grant administrator, | directed the engineer to meet with the contractor to discuss their
base bid ($1,893,500) and determine if it could be reduced. The contractor asked his subcontractors
for new numbers and reached out to other subcontractors that they have worked with on previous
projects to propose new numbers. That effort resulted in a reduction to $1,597,987 million, a
reduction of $295,513, but still greater than the available funding.
The options are few. The remaining roof top unit that both provides the heating and cooling failed
leaving just the heating mode working. That caused the main floor of the building to be without A/C
last summer. The temporary solution was the installation of temporary units costing $12,000 per
month. That remaining rooftop unit has held together for this heating season. it may not for the next.
The Library Board met on Tuesday, February 27, 2025 to discuss the results. They are supportive
of continuing with project, completing only the base bid, The two alternatives will be addressed in
future capital projects.
Time is critical. The Contractor needs to start the project in March in order to get the equipment
ordered. The lead times have already increased to 16 weeks from 12 weeks for the major units.
To continue with the project, an additional appropriation is required in the amount of $505,078. The
breakdown is $377,179 for construction, $48,000 for cooling (estimate of $12,000/month, 4 months)
and a 5% contingency $79,899
| would recommend a request for a special meeting of the Board of Selectmen be held before the
Board of Finance meeting on March 12, 2025 and the April 6" meeting of the RTM.

Memo
To: ‘The Board of Selectmen
From: Shea Davy
Date: March 5, 2025
Re: Award-Bid#24-009 Waterford PublicLibrary HVACReplacement
Dear Mr. Brule:
Proposals for the above mentioned project were opened on February 11, 2025 by
Waterford Public Library Director, Christine Johnson and I with the attached results
After careful review of the proposal and a meeting between our Engineer and the
contractor, which was approved by the State Library’s grant administrator, there was an
agreeance to award the contract to Action Air Systems Inc. for the reduced base bid
amount of $1,579,987.00.
I therefore respectfully seek the Board’s approval to award the contract to Action Air
Systems Ine. in the amount of $1,579,987.00 pending the approval of the additional
appropriation.
Funds will be available in line acct #20536-57848 (Library HVAC Upgrade).
rn
Shea Davy
Purchasing Agent,
Town of Waterford

131 Adans Street
Manchester, CT, 06042
Phone (860)638.844
Fn (H60)645-0236
ws netignalesy ste
ACTIONSIR
SYSTEMS INC.
February 20, 2025
Mr. Ken Hipsky
RZ Design Associates, Inc.
750 Old Main Street, Ste 202
Rocky Hill, CT 06067
RE: Town of Waterford Public Library
HVAC Replacement Project - V.E. Best & Final
Dear Ken,
In regards to our conversation of V.E. items and coming up with best and final pricing for the above
referenced project, we offer the following pricing:
Base Bid _ $1,579,987.00
Alternate #1 _ $ 299,853.00
Alternate #2
aes __ $118,975.00
If this meets your understanding and approval, please indicate by si
’ing below and retum a copy to our office.
Ifyou have any further questions, please reach out to my office.
Sincerely,
Ken Hipsky ~ RZ Design Associates, Inc,
(1 ea 08447 1400008224 MEN, LicHSO4SM-B - CE. MICO.0908907
An Affirmative Action Equal Opportunity Employer
SIMMIDIS-BE & DAS Cenified Companies Are Encouraged to Paricipate
Page 1

INTER-OFFICE MEMORANDUM TOWN OF WATI
To: Robert Brule, First Selectman
From: Gary J. Schneider, Director of Public Works RQ
Ce: Kimberly Allen, Finance Director
Christine Johnson, Library Director
Date: March 5, 2025
Re: Library HVAC Project
Bids were received on February 11, 2025 to replace the HVAC at the Library. The goal was to
renovate the entire building. The bid was broken into 3 areas, the base bid to complete the work on
the main level, the level where the last A/C unit failed last summer and where temporary units were
installed to provide cooling and dehumidification, and alternate bids for the basement meeting rooms
and the office areas.
Available funding (Town and State Library grant) is $1,220,808 million. Only one contractor
submitted a bid. This may be due to the State Board of Education funding school HVAC projects
that have a completion date of the end of this year. That has flooded the market with projects for the
contractors to bid on. We are not the only town to receive just one bid.
With the total bid of $2,329,500, after conferring with the Purchasing Agent, and with approval by the
State Library's grant administrator, | directed the engineer to meet with the contractor to discuss their
base bid ($1,893,500) and determine if it could be reduced. The contractor asked his subcontractors
for new numbers and reached out to other subcontractors that they have worked with on previous
projects to propose new numbers. That effort resulted in a reduction to $1,597,987 milion, a
reduction of $295,513, but still greater than the available funding.
‘The options are few. The remaining roof top unit that both provides the heating and cooling failed
leaving just the heating mode working. That caused the main floor of the building to be without A/C
last summer. The temporary solution was the installation of temporary units costing $12,000 per
month. That remaining rooftop unit has held together for this heating season. It may not for the next.
‘The Library Board met on Tuesday, February 27, 2026 to discuss the results. They are supportive
of continuing with project, completing only the base bid. The two alternatives will be addressed in
future capital projects.
Time is critical. The Contractor needs to start the project in March in order to get the equipment
ordered. The lead times have already increased to 16 weeks from 12 weeks for the major units.
To continue with the project, an additional appropriation is required in the amount of $505,078. The
breakdown is $377,179 for construction, $48,000 for cooling (estimate of $12,000/month, 4 months)
and a 5% contingency $79,899
| would recommend a request for a special meeting of the Board of Selectmen be held before the
Board of Finance meeting on March 12, 2025 and the April 6" meeting of the RTM.

Shea Davy
From: Gary Schneider
Sent: Wednesday, March 5, 2025 2:08 PM
To: Shea Davy
Ce: Sandy Kenniston
Subject: FW: Waterford library
Attachments: Town of Waterford Public Library - HVAC Replacement Proposal. pdf
‘These are the results from the discussion with the low bidder. We will only be accepting the base bid. The Department
is requesting the Action Air be awarded the project for the base bid of $1,579,987.
Gary J Schneider
Director of Public Works
Town of Waterford
Public Works Department
From: Kenneth Hipsky <khipsky @r2designassociates.com>
hursday, February 20, 2025 3:23 PM
To: Gary Schneider <gschneider@waterfordct.org>
Subject: Waterford library
' CAUTION: This email originated from outside of the organization. 1
1 Do not click links or open attachments unless you recognize the sender's email address and know the
content is safe
Hi Gary.
See attached and below.
Let me know when you and Christine are available to meet to discuss.
ken
From: Vinny Savino <vinny@actionairsystems.com>
Sent: Thursday, February 20, 2025 1:27 PM
To: Kenneth Hipsky <khipsky@rzdesignassociates.com>
Subject: [ WARNING-EXT ]Waterford library
Hi Ken,
Please review our quote for the project as we were able to move a little more from
our VE meeting. Also as a side note if you want to stay with the 10 diffusers in the
1

area we spoke about you can save an additional $1,500.00 if you prefer to stay with
the existing diffusers. Let me know if there is anything else you need from me.
Vinny Savino
Vincent Savino
President
Action Air Systems
0-860-645-8838
860-982-1793

JOB REFERENCES
O&G Industries for Lillie Haynes School
Joe Vetro
860-601-9104
All Phase Enterprises for UConn Health Center
Al Seagrave
860-982-2308
Silver Petrocelli for Gallup Hill Schoo!
Marty Cashin
203-230-9007 ext. 225,
Fuss & O'Neill
Charlie Ahles
860-966-1972
O&G Industries
Scott Macey
860-670-0543
Bemis Associates for Hanlon Elementary School
Lucian Dragulski
860-321-7001
More References available upon request
131 Adams Street
Manchester, CT. 06042
Phone (860)645-8838
Fax (860)645-0226
CT. Lic. #303447
AN/EOE

ACTIONS ft
SYSTEMS INC,
VENDOR REFERENCES
Independent Pipe 7A Old Windsor Road (860-243-8500) Phone
Jim Covill Bloomfield, CT. 06002 (860-286-8386) Fax
Buckley Associates 15 Progress Circle (860-666-0555) Phone
‘Tom Buckley Newington, CT06111 (860-666-3035) Fax
Northeastern Sheetmetal Inc 31 Depot Street (603-497-4166) Phone
Pat Boon Goffstown, NH 03045 (603-497-8518) Fax
Nefco Corp. P.O. Box 280186 (860-289-0285) Phone
Mike Mullaney East Hartford, CT 06128 (860-528-3923) Fax
131 Adams Street, Manchester, CT 06042 Tel. (860) 645-8838 Fax (860) 645-0226
CT Lic.# 303447

Bidder Name:__ orion Bia Systems Inve
This firm consists of the following members:
Full Name Residence
The officers are: a —=
Full Name Residence
President: Vineewr Savino
Treasurer:__ Cynnven Benen
Directors:
Respectfully Submitted:
Rerion Pin Systems Joven
ifm Nay
SEAL: (If bid is by a Corporation) YZz= yas }
By:
(Signature) <7
Vincewr Savino ~- MeesioemT
(Typed Name and Title)
—.131 Aoams Sreeer-
_Manewesten C7 _06042_
(Business Address)
860 G45 8537
(Telephone)
&60_GuHS 0226
(Fax)
(Email)

(ACKNOWLEDGMENT OF PRINCIPAL, IF A CORPORATION)
STATE OF _Comweerieur-
ss:
COUNTY OF _Haerroen
ON THIS__}/__ DAY OF_Fésevae; 2025; BEFORE ME PERSONALLY CAME AND
APPEARED_Vineewr-Saving TO ME KNOWN, WHO, BEING BY ME DULY SWORN, DID DEPOSE
AND SAY THAT HE/SHE RESIDES AT _Exunerow @r-_, THAT HE/SHE IS
THE _Peesioeny OF Benen Bia Sysrems , THE CORPORATION DESCRIBED IN AND
WHICH EXECUTED THE FOREGOING INSTRUMENT THAT HE/SHE KNOWS THE SEAL OF SAID
CORPORATION - THAT ONE OF THE IMPRESSIONS AFFIXED TO SAID INSTRUMENT IS AN
IMPRESSION OF SUCH SEAL - THAT IT WAS SO AFFIXED BY ORDER OF THE DIRECTORS OF
SAID CORPORATION, AND THAT HE/SHE, BEING DULY AUTHORIZED TO DO SO, SIGNED
HIS/HER NAME THERETO BY LIKE ORDER AS THE FREE ACT AND DEED OF THE
CE
(NOTARY PUBLIC)
FEI EI ISI OOO IOI III III TOU BOS IOS AS TAT JUS USI ISA TATA AA A A
(ACKNOWLEDGMENT OF PRINCIPAL, IF A PARTNERSHIP/LLC)
STATE OF___
ss:
COUNTY OF _
ON THIS. DAY OF. » 20__, BEFORE ME PERSONALLY CAME AND
APPEARED TO ME KNOWN AND KNOWN TO ME TO BE ONE OF THE
MEMBERS/PARTNERS OF THE FIRM OF. DESCRIBED IN AND WHO
EXECUTED THE SAME, BEING DULY AUTHORIZED SO TO DO, AS AND FOR THE ACT AND DEED.
OF SAID FIRM.
(SEAL)
(NOTARY PUBLIC)
JERSE II III TIO DI IOI SISOS IA TIA ISIS IS II AA TSI A RA AA i
(ACKNOWLEDGMENT OF PRINCIPAL, IF AN INDIVIDUAL)
COUNTY OF
88:
ON THIS. DAY OF, 20__, BEFORE ME PERSONALLY CAME AND.
APPEARED . TO ME KNOWN AND KNOWN TO ME TO BE THE PERSON
DESCRIBED IN AND WHO EXECUTED THE SAME AS HIS/HER FREE ACT AND DEED.
(NOTARY PUBLIC)

Document A310TM — 2010
Conforms with The American Institute of Architects AIA Document 310
Bid Bond
‘CONTRACTOR: ‘SURETY:
(lame, legal status ond address) (Qleme, legal sts and principal place of bustness)
Endurance Assurance Corporation
Action Air Systems Inc, 4 Manhattanville Road
5 ocune
131 Adams Street urchane. AY 10577 Hit Sinetron
Manchester, CT 06042 19 Address for Notices wit anatomnaytsencoursges
Same.as above wie ipciohs coroiaon
‘OWNER:
(ane legal storus and address) ‘Any slagutar reference to
Contasor, Sty, Ov
Town of Waterford ‘ther party shall be considered
15 Rope Ferry Road ‘plural where appicable.
Waterford, CT 06385
BOND AMOUNT: 10% Ten Percent of Amount Bid
PROJECT:
(Nanre, location or address, and Project manber, any)
Waterford Public Library HVAC Replacement Town of Waterford 49 Rope Ferry Road, Waterford, CT 06385, ITB
24-009
‘The Contractor and Surety are bound tothe Ownes in the amount et forth above fr the payment of which the Contractor and Surety bind
themselves, their heirs executors administrators, successors and essigns jointly and severally, as provided herein, The coaditions of this
Bond are such that ifthe Owner accepts the bid of the Contractor within the time specified in the bid documents, or within such tive period
‘as may be agreed to by the Ormer and Contractor, ond the Contractor eilber (1) enters into a contact with the Orne in accordance with
the terms of auch bid, and gives euch bond or bonds as may be specified inthe bidding or Contoct Documents, with asurety admitted in
‘the jurisdiction ofthe Project and otherwise acceptable to the Over. for tho faithfal porfonnance of such Contract and forthe prompt
Payment of labor and material furnished inthe prosecution thereof: or (2) pays to the Owner the difference, not to exceed the amount of
this Bond, between the amount specified in said bid and such farger amount for which the Owner may in good faith contract with another
Barly to perform the work covered by said bid, then this obligation shall bo null und void, otherwise to eemain in fll force ond effect. The
Suet herby valves any note ofa between the Ovener ond Contractor to extend the Ue in which the Oxmer may accept the
bid. Waiver of notioe by the Surety shall nl apply to any extension exceeding sity (60) days inthe aggregate beyond the tia for
sgerienen of ds mpecitid i he bid document and toe Owner and Conta shall obtain he Surly’ onsen for an extesion beyond
sixty (60) day,
this Bond is issved in coancetion with a subcontractors bid to a Contractor, the term Contractor inthis Bond shell be deemed to be
‘Subsontractor end the term Ovsner shall bo deemed to be Contractor.
‘When this Bond hasbeen furnished to comply with satony or other legal requirement in the location ofthe Prjest, any provision in
this Band coniticting with said xtotutory of legal requirement shall be deemed deleted hereliom and provisions conforming to such
statutory of other legal requirement shall be deemed incorporated herein, When so fumished, the intent is that this Bond shall be construed
asa stalulory bond and nol ex. comman law bond,
Signed and sealed this 11th February, 2025.
Action Air Systems Inc.
‘Wnessy UiAhosca
SO08UAS 8110,

SURETY ACKNOWLEDGMENT (ATTY-IN-FACT)
State of illinois
County of Cook
I, Jodie L Sellers Notary Public , in the State of Illinois, do hereby certify that
William T Krumm Attorney-in-Fact, of the Endurance Assurance Corporation who is
Personally known to me to be the same person whose name is subscribed to the foregoing
instrument, appeared before me this day in person, and acknowledged that he signed, sealed
and delivered said instrument, for and on behalf of the Endurance Assurance Corporation
for the uses and purposes therein set forth.
Given under my hand and notarial seal at my office in the City of Rolling Meadows in said
County, this 11th day of February , 2025
Notary Paibfic Jodie L Sellers.
My Commision expires: $/8/2025
OFFICIAL SEAL
JODIE U SELLERS
Commission No. 990843,
My Commission Expitos
Moy 08, 2025

SOMPO INTERNATIONAL POWER OF ATTORNEY
Cerone, °
onpany, «Teas coeeion (LI), Bond Segura nauranen Capen. © saan Oats cateion PUSH ood
2 '€orean an chsh, "smpe nota oy calves pp Wallon Kure
{2 bus and lawl Atiomys}-n-Foc to meke, execute, sed, end delve cr, nd on ts beh as surety or co surety bonds and undertakings Given for eny end
Purposes eis fo execute and dalver cn is baal es eloesaid renewals, extensions, waivers, consent relaing fo such bonds or undertakings
agreements, er
Brovded however, thal no single Bond or 50 made, execuod and dekvered shell obigae the Company for any portion ofthe penal sum therwof mn axcess of
th ut One Hina Mtn Dots F109 0,000.00,
Bond No.: Bid Bond
Principal Action Ai Systemes Inc
‘Odtigee: Town of Walerford
‘Such bonds and for seid puposes, when duty execstad by said etcrays):n-fct, shall be binding upon the Company hy end tothe same extent as
‘Signed by the President of the Company unde corporat seal ltsied by ts Comporale Secretary.
‘This eppontmont is made under end by euonty of certain resolutions adoptod by ho board of recors of each Campeny by unanimous writen content offctve the 30"
ey of March, 2023 fr BSIC end LIC end tho 17 day of May, 2023 for EAC and EAIC, a copy of whieh epgeers below under the handing elited Certicata”
‘Tis Powor of Atom ts signed and sosled by facsimile under end by euhorty ofthe folowing resolution adopted by the board of cirecors of each Company by
uperimeus writen consent effective Uw 30° day of March, 2023 for BSIC and LIC end the 17TM dey of May, 2023 for EAC ard EAIC and seid resohion has nok sinco
‘been revoked, amended or repeeied
RESOLVED, tnt the signetre of en individual named above end the sea ofthe Company may be axed to any such power of storey oF any certificate relating thereto
by feceania, and sy such power of storey Or oarficate beeing Such lacsmia signature or seal shal be valid end brag upon the Company in the Faure wi respect
‘ery bond or undetcing o which Ii eftached.
vay, 20x WITNESS WHEREOF, onc Company hes caused Wis Instrument obese byte footy ocrs, ends cuxpeate sete efx bis 28 dey of
Gris 25m yo May, 2022, bata a, prone cme ho snows sorwlans known oa wna bag ly som. ch Gopose ed yt habe Heer oach
‘of te Companies, end that he executed said inrmont on beha ef each Company by eka os ofeach Companys”
C7 Qubee A
doy epee, My Commis Ee
| the undersigned Oca ofeach Compeny, 00 HEREBY CERTIFY thet
1. That the original power of storey of whach tha foregoing copy was duty execution Doha c each Company and has nol since been revoked amended ot meted.
{hal he undesgned has cxmpored th fregelag Copy therect wi fo ginal power ftom, and at the sare ste and correct copy othe agin power of
2. The folowing ar reschtions whch wor bythe board of dractors of each Company by unenimous wrtten consent efacive 30% dey of March, 2023 fr BSIC
‘4 LIC and tho 17 day of May, 2023 for EAC ond EAIC and sald rsalusons have not since been revoked. amended or modiied
<PESOAUED. mane tm nhs eas lo aera rake, exces tnd la do baat of be Compe ay a abs,
oe in surety or co-surety with otters RICHARD M APPEL, MATTHEW E. CURRAN, MARGARET HYLAND, SHARON
GinsToRtEAL SPARRO,
‘4 be it thee
RESOLVED, thet each ofthe indvnduats named above Is euthented lo eppoin stomeys-n-tact or the purpose of making, executing, seeing ad delivenng bonds,
undertakangs or obigabons in surety or cosuray for and on bea af be Company”
‘3. The undersigned futher certs tht the above resolutions er true and correct copies ofthe reschiions es $0
IN WITNESS WHEREOF. |heve heeeunto set my hand and atx the corpeata seal ths _ 11th day of _ Febru
of te whole throat
025.
{Wo coverage proved by Noie or can tbe const ued to eptace any provost any surely bond o other surly coveage provided. Tis Notce povdes Infomation concerning
‘onal enpact on your suely coverage cus lo Grecoveslntued by OPAC Please red tis Matic careully.
‘Tha Ofice of Foeign Assets Cott (OFAC) smiles and enforces senctons potcy, bated on Presiental declaratons of “aaonal emergency” OFAC hax Wenied 0d tate
merous foreign ope, ent cgantzatons, rors, ent ergantzatons, sod narcotcs Valchers a3 “Specialy Dewprateg Nalonas and locked Persons” Ts ates be ocaed
‘ne Untied Sats Treasurys webste- ga em IeaSuT ao Neaastn ceosansoonaS OR
in acortance nin OFAC regan, £28 temined Dit you a any oer person eaky cg He bene of any coverage has Wold UB sarc lao 8» Specthy
evgnaignatoal an aches Penn, sicredy OFAC. ay coneape mv conuancssoeae ct Path eos a pa tay Covttage proved tesa
wefcte OFAC. wine a ect bond oe fame uy coerge crore be wth Nees Rosen Cn, no payment a remscn Ree ey be ade ok
‘ionaston om OFAC Oe intabors coe petamy sn payetsmay oe 0
Any productions are vole.

CONNECTICUT DEPARTMENT OF LABOR
WAGE AND WORKPLACE STANDARDS DIVISION
CONTRACTORS WAGE CERTIFICATION FORM
Construction Manager at Risk/General Contractor/Prime Contractor
1_Cuperome Svitog. of _Derion Mia Sysrems Ince _
Officer, Owner, Authorized Rep. Company Name
do hereby certify that the Berwn Min Systems Inc.
Company Name
13) Gonms Srreecr— _
Street
_Mancuesrern Cr Oc0H42
City
and all of its subcontractors will pay all workers on the
Wareercea Fuarice Lisan HVRe_Repegcemenr—
Project Name and Number
Hy Roperenay Kvao Worereowo Cr-
Street and City
the wages as listed in the schedule of prevailing rates required for such project (a copy of which is
attached hereto).
Chief ee
Subseribed and swom to before me this _//__dayof_F@erteany 2025-
Lids
tary Public
Return to:
Connecticut Department of Labor
Wage & Workplace Standards Division
200 Folly Brook Bivd.
Wethersfield, CT 06109
Rate Schedule Issued (Date): lies