town of franklin

Town of Franklin Board Meetings

Special Minutes of the Monthly Town Board Meeting
August 26, 2010 - Noon

Board members present:

Supervisor Arthur P. Willman, Jr.
Councilman Allen Berg
Councilman Bradley Merrill

Board members absent:

Councilman Clifford Smalley
Councilman Donald Hamm

Others Present:

Highway Superintendent Jacques DeMars, Town Clerk Sandra Oliver, Ed Martin

1. CALL TO ORDER

Supervisor Arthur P. Willman, Jr. called the meeting to order at Noon, the Pledge of Allegiance was recited, the Clerk called the roll, introduced the guest and declared a quorum present.

2. PUBLIC COMMENTS None

3. SAND BID OPENING.

Requests for bids of 12,000 tons of screened road sand to NYS specifications, to be picked up, were published in the Adirondack Daily Enterprise on August 12 and 13, 2010. Trudeau Sand & Gravel submitted the only bid for 12,000 tons of screened road sand, picked up, at $4.00 per ton. Highway Supt. DeMars noted that the Town of Harrietstown was able to purchase its sand from the Village. Supv. Willman requested a motion for a resolution. (A.Berg-B.Merrill m/s/p) ALL AYE.

RESOLUTION NO. 64: ACCEPT BID OF TRUDEAU SAND & GRAVEL FOR ROAD SAND WHEREAS, the Town published request for price for 12,000 tons of screened road sand to NYS specifications and to be picked up by the Town; and WHEREAS, Trudeau Sand and Gravel, Inc. (“Trudeau”), Saranac Lake, was the only bidder; NOW, THEREFORE, BE IT RESOLVED, that the Town of Franklin Town Board hereby accepts the bid of Trudeau for said road sand at $4.00 per ton.

Those voting aye:

Supervisor Arthur P. Willman, Jr.
Councilman Bradley Merrill
Councilman Allen Berg

Those Voting nay:

None

Those Absent:

Councilman Clifford Smalley
Councilman Donald Hamm

Those Abstaining:

None

4. ROAD CRACK SEALING ESTIMATE.

Road crack sealing has proven to increase the life of the road surface by 5 years. Material is pumped into cracks in a road surface, thereby preventing water and ice from expanding the crack and destroying the road surface. Tabled from the August 11, 2010 Board Meeting, the estimate reads in part:

The Gorman Group, June 30, 2010
Town of Franklin, Jacques DeMars, PO Box 81, Vermontville, NY 12989 . . . I have looked at the following roads for a crack seal estimate:

Oregon Plains Roadsection 112,444 sq yds327 gallons
section 26,333 sq yds135 gallons
section 310,777 sq yds226 gallons
Swinyer Road25,555 sq yds538 gallons

Total estimated gallons: 226 @ $12.97 per gallon [or] $15,901. for a total of 10 lane miles.
The price is off the NYS OGS contract group #31505 Award #21920-PF. These prices vary due to New York State escalation or de-escalation.
Sincerely, Tom Sears, Sales.”

Coun. Berg stated the Highway Committee favored the road crack sealing and the Gorman estimate. Supt. DeMars added that Gorman had its own laboratories, enjoyed a very good reputation among its peers, and would guarantee all work performed. Coun. Merrill favored the crack sealing but expressed concern that the estimate for the Oregon Plains and Swinyer Roads was over $10,000, and according to the Town’s procurement policy (adopted in 2005), publication of request for prices (RFP) should have been effected. Supv. Willman replied that the estimate, although over $10,000, was per NYS OGS prices, as well as Franklin County’s price, and according to NYS GML §103, on which the Town’s policy was based, the contract could be accepted. Coun. Berg noted that if the Town accepted its procurement policy per NYS GML §103, it also accepted the conditions as well as the exceptions of NYS GML §103. Supt. DeMars commented that the County had published RFPs for road crack sealing, and Gorman had bid and been awarded the contract. He also stressed that time was of concern as cold weather will commence within the next 30 days. A discussion ensued, and several suggestions were made, including splitting the contract (not permissible per Town policy), publishing RFP’s (the 10-day bid submission deadline would end on September 9th, thereby necessitating a special board meeting), waiting to accept the contract until after the September 8th regular Board meeting (Gorman tentatively scheduled to commence work in Town of Franklin on September 7th), and accepting the bid conditioned upon the Highway Supt. obtaining quotes from two other contractors. Supv. Willman requested a motion for a resolution. (B.Merrill-A.Berg m/s/p) ALL AYE.

RESOLUTION NO. 65: ACCEPT BID OF THE GORMAN GROUP FOR ROAD CRACK SEALING WHEREAS, The Gorman Group was awarded the pavement crack sealing contract by the State of New York Office of General Services (Contract Group 31505, Award 212920-PF); and WHEREAS, The Gorman Group was awarded the pavement crack sealing contract by the County of Franklin; and WHEREAS, road crack sealing has been found to prolong the useful life of road surfaces up to five years; and WHEREAS, The Gorman Group submitted a bid to the Highway Superintendent for 1,226 gallons of sealant at $12.97 per gallon, for $15,901., for a total of 10 lane miles of Oregon Plains Road and Swinyer Road; and WHEREAS, the Town’s adopted Procurement Policy stipulates any bid over $10,000 is subject to publication of requests for prices; and WHEREAS, said policy is based on provisions of NYS GML Section 103, as well as its exceptions, which permit acceptance of bids at NYS OGS and County prices; NOW, THEREFORE, BE IT RESOLVED, the Franklin Town Board accepts the bid of The Gorman Group for pavement crack sealing, provided that the acceptance of this estimate does not contravene the terms of the Town Procurement Policy.

Those voting aye:

Supervisor Arthur P. Willman, Jr.
Councilman Bradley Merrill
Councilman Allen Berg

Those Voting nay:

None

Those Absent:

Councilman Clifford Smalley
Councilman Donald Hamm

Those Abstaining:

None

Review of the Town’s procurement policy will be placed on the September 8, 2010 Board Meeting agenda.

5. PREPAY VOUCHERS.

Two prepay general vouchers were approved, first, for the Town Historian for $400, half of his annual stipend (a one-time favor), and the second for Supv. Willman to reimburse him for costs associated with the Summer Youth Program.

6. QUESTIONS AND COMMENTS.

Q/C You’re doing an excellent job.

7. ADJOURNMENT

There being no further business to conduct, the meeting adjourned at 1:00 PM. Motion to adjourn (A.Berg-A.Willman m/s/p) ALL AYE

Respectfully submitted, Sandra J. Oliver, Town Clerk

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Town of Franklin
P.O. Box 209, Route 3, Vermontville, NY 12989
Tel: 518-891-2189 - Fax: 518-891-6389
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