Village District of Eidelweiss Commissioners Meeting
April 17th, 2020
Minutes
Due to COVID-19 the meeting was held electronically by phone via a conference call.
Attendees: Commissioners, Jay Buckley, Kathy Koziell, Adam Leiser. Chris Albert from Jones and Beach, Ian Hayes from Simply Water, Dan Gaudette, John Lynch, Larry Leonard, Larry Sadano, Ralph Lutjen, Paula Doyle,
The meeting was called to order at 3:04PM.
Chairperson Buckley stated that the agenda for the meeting would be to discuss the Bids and funding for the Rienach Replacement Tank and Pressure zone.
Chris Albert was given the floor to discuss the Bid Canvass that he created showing the apples to apples comparison
Chris pointed out that Dawsons Excavation was the lowest bidder at $671,776.50 for the Rienach Tank and Pressure Zone contract. (Not the “additive Alternates”)
Adam noted that this quote does not include the cost of the tank which is for $388,800.00 and is under contract with DN Tank.
Chris noted that this quote from Dawsons includes 4400 feet of new water line for the expanded Rienach pressure zone, various gate valves, blow off hydrants, 3 PRV pits at Upper Lakeview, Jungfrau, and the Rienach zone, trenching, and other work associated with the project.
Chris noted the J&B engineering estimate of $701,500.00 as a comparison and glad to see 2 of the 3 bids come under that figure.
Larry Leonard noted that the delta in cost between GW Brooks and Dawsons was approximately $15,000.00 and questioned if Dawsons had underestimated the price of the 4” water main at $45/foot. Chris stated that contractors have different methods for cost estimating and the numbers will not always match.
Jay had asked if anyone on the phone had a possible conflict of interest with any of the bidders.
Ian noted that he was asked to quote for work on this project for both GW Brooks and Dawsons.
Adam makes a motion to accept the bid from Dawsons Excavation for $671,776.50 for the Rienach Tank project pending approval by NH DES. Kathy seconds.
Discussion:
Larry Leonard asks if Dawsons can really be ready to start work on May 8th. Chris and Adam answer “yes”. Jay asks if any of the Grant money ($295,000.00) can be used on the tank project or is it to be used on the Alternate Additives sighting the November 14th minutes where Adam made a statement; “Adam met with Ian and Rick this morning. The $295,000 can’t be used on the Reinach tank. “
Adam claimed he did not know what Jay was talking about. Adam states that the grant money can be used on anything within the water system.
Jay shares his experience of GW Brooks working on VDOE projects and notes the Lower Oak Ridge Project and the recently completed “Tight Tank” project. Jay was please with both project executions and points to the quality of the Lower Oak Ridge work after 5 year of wear and tear. Jay advocates for GW Brooks over Dawsons based on experiences and the low difference in their quotes. Ian notes that Dawsons excavation has been doing business in the district as a subcontractor to his business in repairing water main breaks, valve installations etc. for close to a decade. Chris Albert points out that since this is a government funded contract it will be difficult NOT to except the lowest bidder without some serious reason for disqualification. Larry Sadono agreed with Chris on that selection criteria for project with Government Funding. Adam stated that Jay Buckley had a conflict of interest as he knows someone high up at GW brooks (Amended/Added)
Paula Doyle wants to know how the already incurred expenditures such as the archaeological study, the ledge probe testing and other expenditures will be financed. It was explained that the cost of approximately $7000.00 for securing a BAN and Bond will come from the water line extension fund Water Budget (Amended/Changed)and that there is $85,000.00 in CRF funds that have been positioned for use in this project and that costs like those above excluding the lawyers fees will come from those CRF’s.
Jay went on to explain that a separate checking account is being established to manage the spending on this project so that it doesn’t get co-mingled with our other budgets.
Paula points out that tracking the projects expenditures concerns her and others as she is worried about over spending the budget as what happened in 2019.
Ralph Lutjen questions the difference between the total funding of $1,249,400.00 and the low bid of $671.776.50 is a delta of $379k. Adam says “yes”.
Ralph questions the sources of funding for this project since it exceeds the voter approved warrant of $869,400.00.
Ralph questions how is this project is to proceed if the total costs are above the appropriation for the warrant article of $869,400.00? Kathy explains that the grant will fund the additional costs.
Jay points out that in Chris’s Bid Canvas spreadsheet, the funding is to come from the voter approved warrant article of $869,400.00, the DES Grant of $295,000.00 and $85,000.00 from Water System Capital Reserves. It was noted that a good portion of the engineering money of $39,700.00 has already been used by Jones and Beach.
Ralph questions availability of the Grant money and Chris pointed out that the Governor just signed the release last week.
Larry Sadano questions all of the resources to the funding and questions the “contingency” amount and it’s intended use. Adam states he wants to move on. Larry objects to being interrupted by Adam and shares his 25 years of experience in this field of construction management and that his questions are valid and feels satisfied that there is sufficient funding for the project to move forward.
Adam makes a motion to end discussion, Jay notes that there is an open motion on the floor to approve Dawsons Excavation to at the Base Cost of $671,776.50 for the Rienach Project. Jay states that Adam can reword his request to “call the motion to a vote”. Kathy agrees.
MOTION: to award the Rienach Tank project to Dawsons Excavation for $671,776.50 pending NH DES approval. PASSED 3-0
Adam states that he must drop off the call.
Jay entertains any other questions from the tele-audience. Chris notes that the minutes must reflect the approval by the Board of Commissioners as noted in section “D” of the of the DES requirements letter sent from Chris to the VDOE on April 6th.
Jay opens the call to any other comments or concerns. Hearing none; Jay thanks the callers and asks everyone to stay safe in this pandemic.
MOTION: Kathy make a motion to adjourn, seconded by Jay at 4:06pm. PASSED 2-0
Meeting adjourned at 4:06PM.
Respectfully Submitted,
Jay Buckley