FINANCIAL BUSINESS REQUEST (FBR)
Motion/Request:
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MOTION to grant a Bid Waiver to Locust Grove Landscaping, of Ledyard, Connecticut, in the amount of $27,000 to rebuild the retaining wall of the race and reset the steps to divert water away from the building at the Up-Down Sawmill due to the lack of receiving the required three (3) Bids in response to Bid #2023-09 (Sawmill Repairs); in accordance with Ordinance #200-001 (rev 1) "An Ordinance for Purchasing".
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Background:
Finance Committee 8/16/2023 Meeting: The Finance Committee withdrew the Historic District Commission's request for a Bid Waiver to Locust Grove Landscaping based on a procedural technicality. Although three quotes were obtained, that because the cost of the Project exceeded the $15,000 threshold provided in Ordinance #200-001 (rev 1) the town was required to solicit Proposals through an Advertised Bid Process.
Since August, 2023, the Historic District Commission sought proposals through the Advertised Bid Process for the repairs to the Sawmill. However, only one Bid Proposal was received. Therefore, a Bid Waiver to Locust Grove Landscaping (Ken Geer) has been requested. (see attached Bid Result Sheet)
Additional Background:
In July 2023, the Historic District Commission contacted three stone mason contractors all of whom were qualified to do the work at the Up-Down Sawmill; based upon their extensive experience with these types of dry-stone structures to address the potential of a near term collapse of the race retaining walls and the need to make the stone steps to the lower level safe.
All three contractors inspected the race and stairs area in-person.
Subsequently, the Historic District Commission sent all three contractors a scope of work document that described the work to be included in a bid for the job.
The Town received quotes from the three vendors as follows: $25,000, $34,660, and $38,000.
At a Special Meeting held on July 31, 2023 the Historic District The Com...
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