Special Board Meeting Zoom Link https://us02web.zoom.us/j/82489808991?pwd=Z2sreTdaRVFBRVhpZE5aenpVVGJZUT09 Meeting Passcode: 715131
TOWN OF NEW SCOTLAND SPECIAL TOWN BOARD MEETING June 4, 2021 – 12:00 noon AGENDA
1. Call to Order Mr. LaGrange
2. COVID update Mr. LaGrange
3. Discussion/Action re: Results of RFP for Wallace Park tennis court resurfacing Mr. Guyer Attachment #1
4. Discussion/Action re: Hilton Barn roof bid acceptance Mr Hennessy Jr Attachment #2
5. Discussion/Action re: hiring for position of Code Enforcement Officer part-time Mr. LaGrange
6. Adjourn Mr. LaGrange
ATTACHMENT 1
RESOLUTION NO. _____ OF 2021 Town of New Scotland, New York
RESOLUTION AWARDING MID-STATE INDUSTRIES CONTRACT FOR HILTON BARN ROOF REPLACEMENT
A meeting of the Town Board of the Town of New Scotland, Albany County, New York
was convened in public session via Zoom on June 4, 2021 at ____ o'clock p.m. 2
WHEREAS, the Town of New Scotland solicited bids for the replacement of the roof of the Hilton Barn and related work;
WHEREAS, Mid-State Industries, Ltd. (“MSI”) was the low bidder;
WHEREAS, the Town’s architect, Stephen Reilly, AIA of Lacey, Thaler, Reilly, Wilson Architecture & Preservation, LLP determined that MSI’s bid is a conforming bid;
WHEREAS, the State of New York Office of Parks, Recreation and Historic Preservation, the sponsor of the Town’s grant for the Hilton Park improvements, authorized the Town to award the bid to MSI; ATTACHMENT
WHEREAS, the Town’s consultants are in the process of preparing a Contract (on an AIA form), which will need to be approved by MSI and the Town Attorney;
NOW, THEREFORE, BE IT RESOLVED, that Town hereby awards the bid to MSI, and hereby authorizes the Supervisor to sign a Contract with MSI to perform the work under the terms and contract sum (with alternate options) set forth in the Request for Proposals and MSI’s bid when the Town Attorney and the Architect have approved the form of the Contract. The financial terms of the MSI bid are summarized below:
1. Base Bid Total Lump Sum Price (including all labor, materials, equipment and associated costs in compliance with the RFP: $444,411.00
2. Alternate 1 – Add Lump Sum Price (Lighting Protection): $8,400.00
3. Alternate 2 – Add Lump Sump Price (Gutters & Downspouts): $45,000.00
4. Unit Price for: a. Removal and Replacement of 10x8 timber purlins (typical length 17’–0” ±) $5,000. -/member b. Removal and Replacement of 3x6 wood rafter (typical length 24’-0” ±) $900. - / member c. Removal and Replacement of intermediate 6x6 wood post (typical length 8’-0”) $3,000 - / member d. Removal and Replacement of 10x8 eave beams (typical length 17’-0”) $ 5,800. - / member
1
e. Dutchman / Scarf joint repair of timber beams and purlins. $ 250. - L.F.
5. Allowance For: a. For structural framing repairs/replacements beyond those defined in these documents: 1. Allow $2,500.00 for 10x8 timer repair/replacement. 2. Allow $4,000.00 for 3x6 wood rafter repair/replacement. 3. Allow $6,500.00 for wood post and eave beam repairs/replacement.
The Foregoing resolution, offered by Member ______and seconded by Member ______, was duly put to a roll call vote as follows:
AYE NO COUNCILMAN DOUGLAS LAGRANGE ______COUNCILMAN ADAM GREENBERG ______COUNCILWOMAN BRIDGIT BURKE ______COUNCILMAN DAN LEINUNG ______COUNCILMAN WILLIAM HENNESSY ______
The Resolution was adopted at a meeting of the Town Board of the Town of New Scotland duly conducted on June 4, 2021.
______Lisa R. Williams, New Scotland Town Clerk
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Town of New Scotland
REQUEST FOR BIDS
for
HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
Issued Monday, March 15, 2021 Deadline to Submit Proposals – Thursday, April 8, 2019, 2:00 p.m.
To the attention of: Town Clerk Lisa Williams Town of New Scotland 2029 New Scotland Road Slingerlands, NY 12159
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
INVITATION FOR BIDS
The Town of New Scotland (the “Town”) invites interested individuals to bid on Request for Bids to repair and re-roof the Hilton Barn, located at 20 Hilton Road in the Town.
Sealed bids pursuant to the bid specifications will be received until 2:00 PM local time on Thursday, April 8, 2021, at the Office of the Town Clerk, Town of New Scotland, 2029 New Scotland Road, Slingerlands, New York 12159 and publicly opened and read aloud.
For copies of the Request for Bids, please contact Lisa Williams, New Scotland Town Clerk, at 518-439-4865. To ensure delivery of addenda, only bidders registered with the Town Clerk will be considered eligible bidders. The Bid Documents, Plans and Specifications may also be examined at New Scotland Town Hall. Call (518) 439-4865 for directions and hours of operation. Plans and Specifications will be made available to prospective bidders on March 15, 2021. A Pre-Bid Meeting/Site Walkthrough will be held at the site on Thursday, March 25, 2021, at 2:00.
This project is funded in part by a grant from the NYS Office of Parks, Recreation and Historic Preservation through Title 9 of the Environmental Protection Act of 1993. All bidders are subject to the terms of the NYS Master Contract for Grants -- Standard Terms and Conditions, which can be found online at http://grantsreform.ny.gov\ and the Master Contract Attachment A-1, included the Request for Bids document.
The bid must be signed by a person authorized to bind the bid. The bid must be accompanied by a signed certificate of non-collusion.
All bids must be made on the official Bid Form or an exact copy by reproduction thereof and enclosed in a sealed envelope with one original and one copy of the official bid. No bidder may withdraw his bid within 45 calendar days after the actual date of the opening thereof.
All work shall be subject to equal opportunity in employment, federal and/or state wage rates and all other requirements in accordance with applicable law.
The owner reserves the right to reject any and all bids, to waive any and all informalities and the right to disregard all non-conforming, non-responsive or conditional bids.
Lisa Williams, Town Clerk Town of New Scotland
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
The Town of New Scotland is pleased to issue this Request for Bids to repair and re-roof the Hilton Barn. Please carefully review all documents included in the Request for Bids Package and provide a detailed price quote to repair the roof complete, including all labor, materials, and equipment per the requirements of the documents herein.
The Request for Bids Package includes:
1. Project Summary 2. NYS OPRHP Grant Requirements 3. Project Schedule 4. Scope of Work 5. Prevailing Wage Rates and Supplements 6. Insurance 7. Compensation 8. Drawings and Technical Specifications 9. Best Value 10. Bid Form 11. Attachments a. MWBE Summary b. MWBE New Contract Award form c. Grants MWBE Utilization Plan form d. Contractor’s Solicitation Log form e. Cumulative Payment Statement – Grants form f. Non-Collusive Bidding Certification g. Master Contract Attachment A-1
1. PROJECT SUMMARY:
The Town of New Scotland (hereafter referred to as “the Town”) requests price proposals to repair the roof of the Hilton Barn, a historic structure moved in 2016 from the south side of Route 85A to its current location at the intersection of Hilton Road and the Albany County Helderberg-Hudson Rail Trail in New Scotland, New York. Price Proposals shall be mailed to the attention of Lisa Williams, Town Clerk, Town of New Scotland, 2029 New Scotland Road Slingerlands, NY 12159, arriving no later than 2:00 PM local time on Thursday, April 8, 2021.
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
2. GRANT REQUIREMENTS:
A. This project is funded in part by a grant from the NYS Office of Parks, Recreation and Historic Preservation through Title 9 of the Environmental Protection Act of 1993. All contracts and subcontracts for the project are subject to the terms of the NYS Master Contract for Grants -- Standard Terms and Conditions (MCG), which can be found online at http://grantsreform.ny.gov\, and Attachment A-1 attached hereto. Note particularly the following requirements: • The State’s right to review and approve every subcontract in excess of $100,000. MCG IV(B)(2) • The requirement that subcontracts contain provisions specifying (1) that work accord with the terms of the Master Contract, (2) that nothing can impair the rights of the State under the Master Contract, and (3) that nothing in the subcontract creates a contractual relationship between the subcontractor and the State. MCG IV(B)(2) • Contractor’s responsibility to submit vendor responsibility information to the State, including a Vendor Responsibility Questionnaire for subcontracts that equal or exceed $100,000. MCG IV(B)(4) • Non-discrimination requirements. MCG IV(I) and A-1 I(I) • Equal Opportunity provisions, including a requirement that the following provisions be included in construction subcontracts in excess of $25,000: o The Contractor shall not discriminate against employees or applicants for employment because of race, creed, color, national origin, sex, age, disability or marital status; o The Contractor shall make and document its conscientious and active efforts to employ and utilize minority group members and women in its workforce on State contracts; o The Contractor shall undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination. Affirmative action shall mean recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or termination and rates of pay or other forms of compensation; o At the request of the State, the Contractor shall request each employment agency, labor union, or authorized representative of workers with which it
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or representative shall not discriminate on the basis of race, creed, color, national origin, sex, age, disability or marital status and that such union or representative shall affirmatively cooperate in the implementation of the Contractor’s obligations herein; and o The Contractor shall state, in all solicitations or advertisements for employees, that, in the performance of the State contract, all qualified applicants shall be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. MCG IV(J) • MWBE requirements MCG IV(J) and A-1 I(H) or, if the project uses federal funds, DBE requirements MC I(V) and A-2 II(E)(1) [or other guidance provided by the federal agency providing funding] • Wages and Hours Provisions. MCG IV(Q) • New York State business requirement. A-1 I(G) • Worker’s Compensation and Disability Benefits Insurance coverage. A-1 II(E)
B. The State has established a goal for MWBE participation of 13% Minority Business Enterprise (MBE) and 17% Women-Owned Businesses Enterprise (WBE). The selected bidder must submit, either with their bid or within seven business days of notification of selection, a Grants MWBE Utilization Plan, Contractor’s Solicitation Log, and documentation that NYS Certified Minority and Women- Owned Business Enterprises (MWBEs) were contacted during preparation of said bid. Participants that do not submit the Grants MWBE Utilization Plan, Contractor’s Solicitation Log, and evidence of their good faith efforts will be deemed non-responsive and their bid may be rejected. Evidence of good faith efforts is to contact by certified mail, follow-up with phone contact, and a summary of all contact and results. Prior to the award of a contract to the lowest bidder; review and acceptance of the bid summary and all MWBE documentation by State Parks is required.
C. Upon selection, for all contracts that equal or exceed $100,000, the contractor will be required to submit to the State a Vendor Responsibility Questionnaire: Construction – For-Profit. The questionnaire can be found online at: http://www.osc.state.ny.us/vendrep/forms_vendor.htm
D. This property has been determined to possess historic (e.g., architectural, engineering, artistic) significance and is eligible to be listed in the National
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
Register of Historic Places. The contractor shall recognize that all aspects of the property may potentially contribute to this significance and the contractor shall not judge the relative significance of any features nor the impact of any or all proposed work; this responsibility shall rest solely with the architect. Consequently, no deviations from the contract documents shall be performed and no features or materials shall be altered, removed, reused, or taken from the premises, without the written approval of the architect as being consistent with the requirements of the contract documents. All work shall be consistent with The Secretary of the Interior’s Standards for the Treatment of Historic Properties.”
3. PROJECT SCHEDULE:
Request for Bid Issued March 15, 2021, 2 p.m. Pre-Bid Walkthrough (at the project site)* March 25, 2021, 2 p.m. Pre-Bid Request for Information Period* March 15 – April 2, 2021 Bids Due April 8, 2021, 2pm Bid Review Period, Notice of Award & Procurement April 8-22, 2021 Construction Mobilization May 1, 2021 Substantial Completion September 1, 2021 Project Closeout September 16, 2021
*Pre-Bid Walkthrough and Bid Phase RFI will be coordinated by Lacey Thaler Reilly Wilson Architecture & Preservation, LLP. Please direct questions to Steve Reilly at [email protected].
4. SCOPE OF WORK:
By the requirements of the Contract Bid Documents for Base Bid and Bid Alternate scope items, summarized here as follows, the Contractor shall:
a. Completely remove the existing slate roof. Retain and store up to 500 SF of in-tact slate for future Town historical artifacts. b. Remove all wood plank roof sheathing and existing plywood from previously-made repairs. Replace with new tongue & groove wood plank decking c. Repair and selectively replace specific structural timber frame elements including roof rafters, purlins, posts, beams, pegs, and previously-made repairs of such. d. Provide and install snow guards in the field of roofing. e. For Alternate 1, provide lightning protection. f. For Alternate 2, provide metal gutters and downleaders
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
The Contractor shall enter a formal contract with the Town and will be required to obtain a building permit from the Town. The Town will pay the costs (if any) of the permit fee.
5. PREVAILING WAGE RATES AND SUPPLEMENTS:
The Contractor warrants that he is familiar with and in compliance with Sections 220.3 and 220-d of the New York State Labor Law. These Sections govern the payment of wages so that each laborer, worker, or mechanic upon this project employed by the Contractor shall not receive less than the prevailing hourly wage rate for a legal day’s work.
6. INSURANCE
The Contractor shall provide the Town with a certificate of Insurance naming the Town of New Scotland as additional insured showing proof of the following coverages:
a. Workers’ Compensation or Workers’ Compensation Waiver; b. Comprehensive General Liability including Contractual Liability with a limit of $1,000,000.00/single injury and 1,000,000/property damage. c. Automobile/Vehicle/Cargo liability with a minimum Combined Single limit of $1,000,000.00. d. Contractors wishing to access the rooftop for any reason prior to a signed contract with the Town of New Scotland shall supply the Town of New Scotland with a copy of insurance before access is granted.
7. COMPENSATION:
Compensation shall be made based on a Schedule of Values, provided by the selected contractor and agreed upon by the Town, every month, based on the Town’s review and approval of the Contractor’s application for payment and will include 5% retainage for each application. Upon completion of the work to the satisfaction of the Town, final payment and release of retainage shall be made on the first business day following the regular monthly Town Board meeting which falls on the second Wednesday of each month.
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
8. DRAWINGS AND SPECIFICATIONS
COVER SHEET G001 NOTES, SYMBOLS AND ABBREVIATIONS G002 REFLECTED CEILING PLAN, ROOF PLAN, AND DETAILS A101 ROOF DETAILS A501 TIMBER FRAMING DETAILS A502
NOTE: AT ALL LOCATIONS NOTED ON THE DRAWINGS AND BID DOCUMENTS, PROVISION OF METAL GUTTERS, DOWNSPOUTS AND SPLASHBLOCKS AS DESCRIBED ON THE DRAWINGS SHALL NOT BE IN THE BASE BID AND SHALL BE PROVIDED AS ADD- ALTERNATE #2.
9. BEST VALUE
Section 103 of the New York General Municipal Law allows the Town to authorize, by local law 2 of 2015, the award of certain purchase contracts (including contracts for services) subject to competitive bidding under General Municipal Law § 103 on the basis of “best value” as defined in Section 163 of the New York State Finance Law. The “best value” option may be used, for example, if it is more cost-efficient over time to award the good or service to other than the lowest responsible bidder or offered if factors such as lower cost of maintenance, durability, high quality, and longer product life can be documented.
Award Based on Best Value. Local Law 2 of 2015, pursuant to Section 103 of the New York General Municipal Law, authorizes the Town Board to consider the award of purchase contracts, including contracts for services, on the basis of “best value” as the term is defined in New York State Finance law § 163. All contracts or purchase orders awarded based on value shall require Town Board approval.
Applicability. The provisions of this chapter apply to Town purchase contracts, including contracts for services, involving an expenditure of more than $20,000, but excluding purchase contracts necessary for the completion of a public works contract pursuant to Article 8 of the New York Labor Law and any other contract that may in the future be excluded under state law from the best value option. If the dollar
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
thresholds of New York General Municipal Law § 103 are increased or decreased in the future by the State Legislature, the dollar thresholds set forth herein shall be deemed simultaneously amended to match the new General Municipal Law thresholds.
Standard for Best Value. Goods and services procured and awarded on the basis of best value are those that the Town Board determines to optimize quality, cost, and efficiency, among responsive and responsible bidder or offers.
Where possible, the determination shall be based on an objective and quantifiable analysis of clearly described and documented criteria as they apply to the rating of bids or offers.
Criteria Criteria may include, but shall not be limited to, any or all of the following: cost of maintenance; proximity to the contractors; longer product life; product performance criteria; and quality of craftsmanship.
Bids should provide a specific statement as to any of the above that applies to the proposal of the bidder.
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
BID FORM (two pages)
Deadline to submit Bids: 2 p.m. THURSDAY, April 8,2021
Return Proposals To: Town Clerk Lisa Williams 2029 New Scotland Road Slingerlands, NY 12159
Please submit your price quote using the following format:
Name of Business: ______
Address: ______
______
Telephone: ______
Cell Phone: ______
Contact Person: ______(Please Print)
Per the direction of all documents in the Bid Package, please provide:
1. BASE BID Total Lump Sum Price (including all labor, materials, equipment and associated costs in compliance with this RFP):
$ ______
2. ALTERNATE 1 – ADD Lump Sum Price (Lightning Protection):
$ ______
3. ALTERNATE 2 – ADD Lump Sum Price (provide metal gutters and downleaders):
$ ______
Town of New Scotland – Request for Bids HILTON BARN TIMBER FRAME REPAIRS AND SLATE ROOF REPLACEMENT
4. UNIT PRICE FOR:
a. REMOVAL and REPLACEMENT of 10x8 timber purlins. (typical length 17’-0” +/-) $______/ member
b. REMOVAL and REPLACEMENT of 3x6 wood rafter. (typical length 24’-0” +/-) $______/ member
c. REMOVAL and REPLACEMENT of intermediate 6x6 wood post. (typical length 8’-0”) $______/ member
d. REMOVAL and REPLACEMENT of 10x8 eave beams. (typical length 17’-0”) $______/ member
e. Dutchman/ Scarf joint repair of timber beams and purlins. $______/ L.F
5. ALLOWANCE FOR:
a. For structural framing repairs/ replacements beyond those defined in these documents: i. ALLOW $2,500.00 for 10X8 timber repair/ replacement. ii. ALLOW $4,000.00 for 3x6 wood rafter repair/ replacement. iii. ALLOW $6,500.00 for wood post and eave beam repairs/ replacement.
Signature and Title of Authorized Representative:
______Name (please print) Signature
______Title Date
From: Dwyer, Danielle (PARKS) < > Sent: Wednesday, May 26, 2021 3:22 PM To: [email protected] Cc: Cc: Adam Greenberg
Bill,
Thank you for the procurement documentation. You are good to proceeded with the your selection of the low bidder, Mid-State Industries, Ltd. for the Barn Timber Frame Repairs and Slate Roof Replacement.
I am attaching the New Contract Award Request Form we discussed. Please complete section III of this form and send it back to me before you sign the contract with Mid- State Industries. I have to forward this on to our MWBE specialist to get you set up in the NYS Contracting System. This form will generate the electronic MWBE utilization plan for you to complete.
Let me know if you have any questions. Thanks again, Danielle
Danielle Dwyer OPRHP, Saratoga State Park 19 Roosevelt Drive Saratoga Springs, NY 12866 518-584-2000 ext. 231 518707-6733 Cell www.nysparks.gov [email protected]