Weathersfield Select Board
Present: Peter Cole, Chairperson
Daniel Boyer
Henry C. Cobb
Norman John Arrison
Others Present: Larry Melen, Town Manager
Lisa Sargent, Recording Secretary
Marc Knight
Sonny Grover, Chief WWVFD
Darrin Spaulding, Chief AVFD
Mr. Cole called the emergency meeting to order at 7:00 p.m. for discussion on the Fire Pumper Truck Specifications for the West Weathersfield Volunteer Fire Department.
Mr. Cole asked Mr. Melen if there were changes made at last night’s emergency Fire Commission meeting. Mr. Melen said yes, mostly typographical. He went through the specifications and told the Board where the changes were made.
Mr. Arrison made the motion to approve the Request For Proposals for the West Weathersfield Fire Department Fire Pumper Truck dated June 7, 2005; Mr. Boyer seconded the motion. Mr. Cobb thanked the Fire Commission for their work on this. Motion carried unanimously.
Mr. Melen gave the Board a copy of the notice that would be published in the Newspaper. If this is submitted by 3:00 p.m. tomorrow it will be in Sundays Rutland Herald. Also, it will be in next Wednesdays Message so it will satisfy the publication requirements.
There was discussion on when to open bids and it was decided to have the proposals delivered to the Town office no later than the 13th of July. The Select Board will hold a special meeting on the July 14, 2005 at West Weathersfield Volunteer Fire Station to open the bids.
Mr. Arrison made the motion to warn the Request For Proposals in the Rutland Herald on Sunday and The Message on Wednesday. Mr. Boyer seconded the motion, which passed without dissent.
Mr. Cole asked how else vendors were being notified. Mr. Melen said he has received a request, from Chief Grover, to mail directly to three vendors and other vendors have asked for it to be mailed to them. Mr. Cole asked if it would be on our web site, Mr. Melen said yes and also going to LTC.
There was discussion about the scoring and the Truck Committee being involved in the scoring process. Mr. Melen said each individual would complete an evaluation, which is a public document. All evaluation forms are totaled together. At that time the rating will be either by total or by average and this needs to be specified up front. It was decided it would be done by total. The scoring will be done by the Fire Commission, The Truck Committee and Wes Hazeltine (since his department will be serving the truck). Mr. Cobb asked when the bid is awarded if the vendors knew the scores. Mr. Melen said yes, it is also public record.
Mr. Melen said the Select Board needed to define scoring on mileage. It was decided to wait until the bids were received to see if anyone submits a bid that is over the maximum mileage. Mr. Melen questioned scoring on product warranty terms and if the score would be based on the base or alternate. It was decided to score on the base.
Mr. Knight questioned who and when we submit payment for the chassis vs. the finished truck. Mr. Melen said it should be decided once the successful bidder has been selected.
Mr. Knight questioned who does the bond. Mr. Melen and Mr. Cole explained it is the Vermont Bond Bank and we can’t make out the application until we have the bid awarded and know the amount of the bond.
Chief Grover asked for a complete copy of the proposals for his department to review. It was decided the vendors would be asked to submit three complete sets.
Mr. Cobb made the motion to adjourn at 7:40 p.m. Mr. Boyer seconded the motion, which passed without dissent. The emergency meeting of the Weathersfield Select Board was adjourned at 7:41 p.m. on Tuesday June 7, 2005.
Respectfully submitted,
Lisa Sargent
Approved by the Weathersfield Select Board on July 7, 2005
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C. Peter Cole
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Henry C. Cobb
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Daniel Boyer
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Norman John Arrison