February 18, 2009
1. Call to Order
The Killingworth Reservoir Road Bridge Engineer Review Committee held a special meeting on Wednesday, February 18, 2009, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were Edward Coppola, Steve Durdy and Kurt Weiss. A quorum was not present. Chairman Coppola called the meeting to order at 7:13 PM.
2. Visitors
First Selectman Richard Cabral was present.
Chairman Coppola noted Agenda Item 3. Approval of Minutes would be moved to the end of the meeting.
4. Correspondence
Chairman Coppola reviewed correspondence received since the last meeting.
Letter dated January 29, 2009 from State of Connecticut Department of Public Health which was the Stormwater Discharge Permit.
Chairman Coppola noted he spoke to Tim Timberman about pros and cons of using pre-qualified contractors or contractors not pre-qualified with the State of Connecticut. First Selectman Cabral has asked this Committee to give him advice relative to that matter. Coppola noted at the January 27th pre-bid meeting at Close Jensen Miller this subject was brought up. It sounded at that time like pre-qualified contractors should be used and if a contractor was not qualified, it would be an easy thing to do. The process takes about 30 days and the contractor would have to complete some forms. Since that time, a couple of local contractors had inquired of the State what the process was for getting pre-qualified. It appears the forms are lengthy and rather expansive. Therefore this process would not be able to be completed before the bid is advertised. These contractors are local tax payers and very qualified to do the work. The question then comes up as to whether or not a non-pre-qualified contractor should be allowed to bid. Discussion followed relative to being pre-qualified or not being pre-qualified. Coppola noted the Town does have the right to refuse a bid. It was noted sometimes the paperwork after completion can be a problem with non-pre-qualified contractors. It was also noted Cardinal Engineering will have someone on the job site daily monitoring things. First Selectman Cabral noted Rob Bearcat had indicated to him it was up to the Town how to approach this matter. Cabral also noted he would like this project done the cheapest, but with a quality product. Kurt Weiss noted pre-qualification does not guarantee quality or low price. In conclusion, First Selectman Cabral noted he would contact Tim Timberman tomorrow and advise the pre-qualified contractor should be removed from the bid.
With regard to bidding, Coppola noted he spoke to David Arzt as to whether or not the bids need to be opened at a Board of Selectmen meeting. It was noted this does not have to be a Selectmen's meeting. All bids will be opened and read. Cardinal Engineering will review them and check references. It was also noted there should be an original bid and a copy.
Another question remaining is completion and opening date of the bridge (November 30th). What is the definition of "open to traffic?" Discussion followed. Bids will be advertised on March 4th and opened on March 25th. November 30th the bridge will be open to traffic. The bid opening will be at 10:00 AM.
Chairman Coppola noted it has come to the Town's attention that this project may qualify under the funding from Washington to cover the 20 percent. In that event, it would be 100 percent funding. There was much discussion about when the funds would be received.
First Selectman Cabral noted he has been in touch with CL&P, AT&T and the Cable Company relative to moving the telephone pole. The extra easement for the wire has been obtained.
Chairman Coppola noted Cardinal Engineering submitted extra man hours for the Category 2 work beyond the scope. Close Jensen Miller indicated the man hours were too high. The number of hours was reviewed.
There was several pieces of correspondence back and forth between the Town, Cardinal Engineering and Close Jensen Miller regarding the bidding process.
It was noted the Army Corps of Engineers Permit was received. A couple of the forms included in the Permit must be executed and returned. CJM can advise who must sign these forms.
Chairman Coppola briefly reviewed a summary of the January 27th pre-bid meeting prepared by Close Jensen Miller.
Chairman Coppola noted he will advise First Selectman Cabral he must submit a written letter to the utilities relative to moving the telephone pole.
It was noted DOT will make the final decision as to whether or not the bridge is safe to open to traffic.
6. Project Management & Town's Responsibility
Chairman Coppola noted the Town must monitor this project and asked if there is someone on town staff to do so. Coppola noted at the January 27th pre-bid meeting, First Selectman Cabral was appointed the individual from the Town to monitor the project. It was also noted someone from Cardinal Engineering will be present daily. A DOT representative will also visit the project occasionally.
3. Approval of Minutes
The consensus was to approve the January 21, 2009 Minutes as presented.
7. Adjournment
There being no further business, the meeting was adjourned at 8:45 PM.
The Killingworth Reservoir Road Bridge Engineer Review Committee held a special meeting on Wednesday, February 18, 2009, at the Killingworth Town Office Building, 323 Route 81, Killingworth, Connecticut. In attendance were Edward Coppola, Steve Durdy and Kurt Weiss. A quorum was not present. Chairman Coppola called the meeting to order at 7:13 PM.
2. Visitors
First Selectman Richard Cabral was present.
Chairman Coppola noted Agenda Item 3. Approval of Minutes would be moved to the end of the meeting.
4. Correspondence
Chairman Coppola reviewed correspondence received since the last meeting.
Letter dated January 29, 2009 from State of Connecticut Department of Public Health which was the Stormwater Discharge Permit.
Chairman Coppola noted he spoke to Tim Timberman about pros and cons of using pre-qualified contractors or contractors not pre-qualified with the State of Connecticut. First Selectman Cabral has asked this Committee to give him advice relative to that matter. Coppola noted at the January 27th pre-bid meeting at Close Jensen Miller this subject was brought up. It sounded at that time like pre-qualified contractors should be used and if a contractor was not qualified, it would be an easy thing to do. The process takes about 30 days and the contractor would have to complete some forms. Since that time, a couple of local contractors had inquired of the State what the process was for getting pre-qualified. It appears the forms are lengthy and rather expansive. Therefore this process would not be able to be completed before the bid is advertised. These contractors are local tax payers and very qualified to do the work. The question then comes up as to whether or not a non-pre-qualified contractor should be allowed to bid. Discussion followed relative to being pre-qualified or not being pre-qualified. Coppola noted the Town does have the right to refuse a bid. It was noted sometimes the paperwork after completion can be a problem with non-pre-qualified contractors. It was also noted Cardinal Engineering will have someone on the job site daily monitoring things. First Selectman Cabral noted Rob Bearcat had indicated to him it was up to the Town how to approach this matter. Cabral also noted he would like this project done the cheapest, but with a quality product. Kurt Weiss noted pre-qualification does not guarantee quality or low price. In conclusion, First Selectman Cabral noted he would contact Tim Timberman tomorrow and advise the pre-qualified contractor should be removed from the bid.
With regard to bidding, Coppola noted he spoke to David Arzt as to whether or not the bids need to be opened at a Board of Selectmen meeting. It was noted this does not have to be a Selectmen's meeting. All bids will be opened and read. Cardinal Engineering will review them and check references. It was also noted there should be an original bid and a copy.
Another question remaining is completion and opening date of the bridge (November 30th). What is the definition of "open to traffic?" Discussion followed. Bids will be advertised on March 4th and opened on March 25th. November 30th the bridge will be open to traffic. The bid opening will be at 10:00 AM.
Chairman Coppola noted it has come to the Town's attention that this project may qualify under the funding from Washington to cover the 20 percent. In that event, it would be 100 percent funding. There was much discussion about when the funds would be received.
First Selectman Cabral noted he has been in touch with CL&P, AT&T and the Cable Company relative to moving the telephone pole. The extra easement for the wire has been obtained.
Chairman Coppola noted Cardinal Engineering submitted extra man hours for the Category 2 work beyond the scope. Close Jensen Miller indicated the man hours were too high. The number of hours was reviewed.
There was several pieces of correspondence back and forth between the Town, Cardinal Engineering and Close Jensen Miller regarding the bidding process.
It was noted the Army Corps of Engineers Permit was received. A couple of the forms included in the Permit must be executed and returned. CJM can advise who must sign these forms.
Chairman Coppola briefly reviewed a summary of the January 27th pre-bid meeting prepared by Close Jensen Miller.
Chairman Coppola noted he will advise First Selectman Cabral he must submit a written letter to the utilities relative to moving the telephone pole.
It was noted DOT will make the final decision as to whether or not the bridge is safe to open to traffic.
6. Project Management & Town's Responsibility
Chairman Coppola noted the Town must monitor this project and asked if there is someone on town staff to do so. Coppola noted at the January 27th pre-bid meeting, First Selectman Cabral was appointed the individual from the Town to monitor the project. It was also noted someone from Cardinal Engineering will be present daily. A DOT representative will also visit the project occasionally.
3. Approval of Minutes
The consensus was to approve the January 21, 2009 Minutes as presented.
7. Adjournment
There being no further business, the meeting was adjourned at 8:45 PM.
