FINANCIAL BUSINESS REQUEST (FBR)
Motion/Request:
title
MOTION to approve Standing Bid Waivers as follows: Vendors included in the Town of Ledyard Standing Bid Waiver List for FY2024, Capital Region Purchasing Council Bids, State of Connecticut bids, other states' bids, and Federal Government.
end
Background:
In accordance with Ordinance #200-001 entitled “An Ordinance for Purchasing” the purchasing thresholds are as follows: (1) For purchases of goods or services between $5,000 - $14,999 the Town shall solicit a minimum of three quotes; and (2) For purchases over $15,000, a minimum of three (3) proposals are required through a competitive bid process. In addition, annually the Town Council approves a “Standing Bid Waiver List” for unique vendors, lowest possible prices obtainable, sole vendors, and fewer than three bidder situations, noting that the Town’s Purchasing Ordinance requires them to request competitive bids for items in excess of $15,000.
title. end
Department Comment/Recommendation:
(type text here)
Finance Director Comment/Recommendation:
(type text here)
Mayor Comment/Recommendation:
(type text here)
Meeting Action Detail:
Town Council Meeting 06/14/2023:
File #: 23-1715 Version: 1
Type: Financial Business Request (FBR)
Title: MOTION to approve Standing Bid Waivers as follows: Vendors included in the Town of Ledyard Standing Bid Waiver List for FY2024, Capital Region Purchasing Council Bids, State of Connecticut bids, other states' bids, and Federal Government
Moved: Saums Seconded: Ryan
Action: Approved and so Declared
Minute Note:
Moved by Councilor Saums, seconded by Councilor Ingalls
Discussion: Councilor Saums provided some background noting that in accordance with Ordinance #200-001 entitled “An Ordinance for Purchasing” the purchasing thresholds were as follows: (1) For purchases of goods or services between $5,000 - $14,999 the Town shall solicit a minimum of three quotes; and (2) For purchases over $15,000, a minimum of three (3) proposals are required through a competitive bid process.
Councilor Saums explained that annually the Town Council reviews and approves a “Standing Bid Waiver List” for unique vendors, lowest possible prices obtainable, sole vendors, and fewer than three bidder situations, noting that the Town’s Purchasing Ordinance requires them to request competitive bids for items in excess of $15,000. He stated for the Auditing Firm the town would solicit bids at the end of the contract.
Councilor Saums stated the Finance Committee reviewed the Standing Bid Waiver List that was presented for the upcoming fiscal year (23/24) stating that they were comfortable with the vendors listed, noting that it would be disruptive to change some of the providers on the List.
VOTE: 7 - 0 Approved and so declared
Action: Approved and so Declared
_______________________________________________________________________
Finance Committee Meeting 06/07/2023:
File #: 23-1715 Version: 1
Type: Financial Business Request (FBR)
Title: MOTION to approve Standing Bid Waivers as follows: Vendors included in the Town of Ledyard Standing Bid Waiver List for FY2024, Capital Region Purchasing Council Bids, State of Connecticut bids, other states' bids, and Federal Government
Moved: Ingalls Seconded: Ryan
Action: Recommend to Approve
Minute Note:
Town of Ledyard
Fiscal Year 2023/2024
Standing Bid Waiver List
|
Department |
Vendor |
Description |
Reason |
On List in Prior Year |
Contract Term Date |
|
Town Clerk |
New Vision and Adkins Printing |
Land Record Indexing |
The Town has a contract with both vendors for these state mandated services. |
Yes |
N/A |
|
MIS |
Gemni Software |
Computer Software Support |
Assessor, Tax Collector software - current provider. |
Yes |
06/30/25 |
|
MIS |
Tyler Technologies |
Financial Software Support |
Annual support, upgrades, and hosting fee for Munis software; sole provider of existing software. |
Yes |
N/A |
|
MIS |
Granicus |
Meeting management and web streaming platform |
Under contract for the next two years |
No |
06/30/25 |
|
Public Works |
CLA Engineers |
Consulting Engineers |
MS4 program requirements per RFQ selection in FY05 and subsequent TC bid waiver. |
Yes |
N/A |
|
Public Works |
Twin Cedars, Inc.; Freightliner of Hartford; and RJ’s Diesel Repair, Inc |
Truck/Heavy Equipment Service |
These companies are specialized in heavy equipment repairs and familiar with the town’s equipment |
Yes |
N/A |
|
Public Works |
Morton Salt, Inc |
Treated Salt |
Proprietary Ice‐B‐Gone blend used exclusively by the Town. |
Yes |
N/A |
|
Public Works |
BETA Group, Inc. |
Consulting Engineer |
Annual Pavement Management support and periodic comprehensive road inspection survey and reporting. Selected in 2010 to provide these services and has been authorized through formal bid waivers since. |
No |
N/A |
|
Public Works |
Frost Solutions |
Road Surface Monitoring Stations |
Permanently‐installed proprietary road surface and weather monitoring stations for winter operations. Originally less than $5,000 per year but now above. |
No |
N/A |
|
Human Resources |
Isolved Inc. (Timeforce) |
Time & Attendance Software for payroll |
General government time and attendance system. Selected after RFQ process. Need to continue with this system for consistency and efficiency. |
Yes |
N/A |
|
Human Resources |
InTime Services Inc. |
Time & Attendance Software for payroll |
Police and Dispatch time and attendance system. Designed for unique police scheduling requirements. Need to continue for consistency and efficiency. |
Yes |
N/A |
|
Libraries |
Libraries Online, Inc. (LION) |
Regional Computer Network |
Automated network at Library. Unique vendor used by many of the state's municipal libraries. |
Yes |
N/A |
|
Debt Service |
Munistat |
Financial Services Advisor |
Financial advisor for all bond and BAN issuances. Holds Town’s debt records and history. Need to continue with them for consistency and institutional record keeping. |
Yes |
N/A |
|
Parks & Recreation |
Hinding Tennis LLC |
Crack Repairs for Tennis and basketball courts |
Installed our tennis/basketball courts and holds the patent for the RiteWay Crack Repair System specifically designed for the membrane of those courts, ensuring we do not void warranty. |
Yes |
N/A |
|
Administrator of Emergency Services |
Yale New Haven Healthcare |
Firefighter physicals |
Only area provider capable of supporting appointment based physicals |
No |
N/A |
|
Ledyard Fire Company and Gales Ferry Fire Company |
Firematic Supply Company Inc. |
Hurst Extrication Tools & Morning Pride Turnout Gear |
Sole authorized vendor and repair shop for Hurst jaws of life and for PPE for both fire companies. |
Yes |
N/A |
|
Ledyard Fire Company and Gales Ferry Fire Company |
MES ‐ Shipman's Fire Equipment Co. |
Scott Airpak Breathing Apparatus |
Sole authorized vendor. |
Yes |
N/A |
|
Ledyard Fire Company and Gales Ferry Fire Company |
Bulldog Fire Apparatus Inc. |
Fire Apparatus Repair and Maintenance |
Specialized in fire apparatus repairs and familiar with the town’s equipment. Long standing history of quality work. Close proximity (Bozrah, CT) helpful when towing is required. |
Yes |
N/A |
|
Ledyard Fire Company and Gales Ferry Fire Company |
ESO Solutions Inc. |
Record Keeping and Reporting Software |
Specialized software for fire and emergency services. Utilized for incident tracking, record keeping and required state reporting. |
Yes |
N/A |
|
Police |
MHQ Municipal Vehicles, Putnam Ford, Whaling City Ford or dealership with lowest price |
Police Cruisers |
Providers of police cruisers. |
Yes |
N/A |
|
Police |
CentralSquare (Tritech Software Systems) |
CAD System |
Sole provider for existing CAD system. |
Yes |
N/A |
|
Police |
Communications Plus |
Police Base Station & Radio Service and Installation |
Sole provider of base station radios. |
Yes |
N/A |
|
Police |
Motorola Solutions (Watchguard Video) |
In‐Car Video System and Body Worn Cameras |
For purchase and maintenance of system. State approved and priority vendor for maintenance of the system. |
Yes |
N/A |
Moved by Councilor Ingalls, seconded by Councilor Ryan
Discussion: Councilor Saums provided some background noting that in accordance with Ordinance #200-001 entitled “An Ordinance for Purchasing” the purchasing thresholds were as follows: (1) For purchases of goods or services between $5,000 - $14,999 the Town shall solicit a minimum of three quotes; and (2) For purchases over $15,000, a minimum of three (3) proposals were required through a competitive bid process.
Councilor Saums went on to state each year the Town Council was asked to review and approve a “Standing Bid Waiver List” for unique vendors, lowest possible prices obtainable, sole vendors, and fewer than three bidder situations, noting that the Town’s Purchasing Ordinance requires the town to request competitive bids for items in excess of $15,000.
Councilor Ryan stated he was pleased to see the Standing Bid Waiver List include a “Reason” Column this year. He questioned how often the List was reviewed to remove or add vendors.
Finance Director Matthew Bonin explained each year the Finance Department circulated the Standing Bid Wavier List to Department Heads to review and update by either removing vendors that they were no longer using or to add new vendors. He stated in most cases, as Councilor Saums mentioned, the vendors on the Standing Bid Wavier List were unique or sole authorized vendors, or proprietary vendors. He stated that he also added a column “On the List the Prior Year)”to note whether the vendor was on the Standing Bid Waiver List last year; or whether they were new to the List for the coming fiscal year (23/24).
VOTE: 3 - 0 Approved and so declared
Action: Recommend to Approve