All PDF of the following text can be downloaded here.
The regular semi-monthly meeting of the Board of Trustees of the Village of Menands, held on Monday April 20th, 2020 was called to order by Mayor Megan Grenier at 6:00 P.M via Google Hangout Meets due to the COVID-19 pandemic.
PRESENT:
Megan Grenier, Mayor
Aileen Nicoll, Trustee
Diane Foley, Trustee
Seth H. Harris, Trustee
Brian Marsh, Trustee
Donald Handerhan, Village Clerk
Stephen Rehfuss, Village Attorney
ABSENT:
Also attending: Eric Johnson, Renee Lequire, Nancy Casler
At 6PM on Monday April 20, 2020 Mayor Meg Grenier read the following statement: this is the Village of Menands Board of Trustees, semi-monthly meeting. I am Mayor Meg Grenier and as it is 6 o’clock, I will call this meeting to order. For anyone outside the village staff who is attending this video conference, I would ask if you would please identify yourselves; Eric Johnson, Renee Lequire stated they were present. The Mayor asked them to mute their microphones.
Mayor Grenier then did a roll call of Village staff; Deputy Mayor Aileen Nicoll, present, Trustee Diane Foley, present, Trustee Seth Harris, present, Trustee Brian Marsh, present, Clerk Don Handerhan, present, Village Attorney Steve Rehfuss, present. On behalf of the Village Board I would ask all residents that we please keep our First Responders, all essential workers and those affected by this pandemic in our thoughts and prayers.
Pursuant to Governor Cuomo’s executive order number 202.1 issued on March 13th 2020 suspending article 7 of the public officers law to the extent necessary to permit any Public body to meet and take such actions authorized by law that allowed the public to not be physically present at the meeting but allow the public to listen to or view such meetings via teleconference call or video conference while recording and later transcribing of the meeting. Village of Menands Board of Trustees semi-monthly meeting is being held via Google Meets video conference to protect Public Safety and Welfare during this COVID-19 pandemic. In an effort to conduct this meeting effectively we asked those in attendance to please mute your microphone during the meeting. As we are conducting only essential business during tonight’s meeting there will be no public comment. Any comments previously submitted to Clerk Handerhan prior to the meeting and deemed essential will be read into the record.
The Mayor led the Pledge of Allegiance.
A motion was made by Trustee Harris to accept the minutes and transcripts of the April 6st, 2020 Board Meeting, seconded by Trustee Marsh.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
A motion was made by Trustee Nicoll to approve payment for the following, seconded by Trustee Marsh.
WARRANT # 22:
Voided Checks:
# 10736 R St. Gelais – Training $ 160.00
# 10663 Wrong Account $ 53.75
# 10690 Invoice paid by Credit Card $ 600.00
# 10692 NYCOM meeting postponed $1,710.00
GENERAL totaling $ 80,247.58
WATER totaling $ 4,220.62
SEWER totaling $154,741.00
TOTALS $239,209.20
PAYROLL # 23: totaling $76,190.26
(03/29/19-04/11/19)
A motion was made by Trustee Nicoll, seconded by Trustee Foley, to accept
the following resolution:
RESOLVED, that the Treasurer be, and hereby is, authorized to make the following Budget Transfers
Account
Account
From Acct:
A.1325.0404
To Acct:
A.1325.0407
Description
Clerk – Misc.
Payroll Service
Amount:
$2,500.00
$2,000.00
From Acct:
\ \ \ \
To Acct:
A.1325.0413
Description
Clerk – Contracted Services
Amount:
$500.00.
From Acct:
A.3120.0213
To Acct:
A.3120.0201
Description
Police Radio System
Police – Computer & Software
Amount:
$3,250.00
$2,500.00
From Acct:
\ \ \ \
To Acct:
A.3120.0208
Description
Police Misc. Equip
Amount:
$750.00
From Acct:
A.3120.0105
To Acct:
A.3120.0104
Description
Police O/T
Police P/T
Amount:
$5,000.00
$3,000.00
From Acct:
\ \ \ \
To Acct:
A.3120.0107
Description
Police – DWI Patrol
Amount:
$600.00
From Acct:
\ \ \ \
To Acct:
A.3120.0153
Description
Police – Telecomm O/T
Amount:
$1,500.00
From Acct:
A.1990.0400
To Acct:
A.1420.0400
Description
Contingent Account
Contractual Exp – Law
Amount:
$15,500.00
$13,500.00
From Acct:
\ \ \ \
To Acct:
A.5132.0415
Description
Garage – Bldg. Mtce.
Amount:
$500.00
From Acct:
\ \ \ \
To Acct:
A.8160.0417
Description
Refuse – Gas & Oil
Amount:
$1,500.00
WATER FUND
WATER FUND
From Acct:
F.8320.0105
To Acct:
F.8320.0103
Description
O/T
Laborers
Amount:
$7,000.00
$7,000.00
From Acct:
F.1990.0400
To Acct:
F.8310.0415
Description
Contingent Acct
Bldg. Mtce
Amount:
$17,200.00
$16,000.00
From Acct:
\ \ \ \
To Acct:
F.8320.0455
Description
Educational Expense
Amount:
$1,200.00
From Acct:
F8340.0426
To Acct:
F.8340.0428
Description
Mtce of Chlorinators
Pump Repairs
Amount:
$5,000.00
$5,000.00
From Acct:
To Acct:
Description
WATER FUND
WATER FUND
Amount:
From Acct:
F.8340.0426
To Acct:
F.8340.0457
Description
Mtce of Chlorinators
Chlorine & CO2
Amount:
$1,500.00
$1,500.00
From Acct:
To Acct:
Description
SEWER FUND
SEWER FUND
Amount:
From Acct:
G.1990.0400
To Acct:
G.8130.0400
Description
Contingent Account
County Sewer Assessment
Amount:
$9,600.00
$9,600.00
From Acct:
No More Transfers
To Acct:
No More Transfers
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
Eric Johnson explained the 2020 Paving Project to the Board. On April 14th, 2020 at 2PM a videoconference was held for the bid opening of the 2020 Paving Project. The following are the results of the bid opening:
Contractor Total Base Bid Alternate 1 (add)
Callanan Industries Inc. $158,765.00 $28,700.00
Delsignore Blacktop Paving $153,250.00 $30,500.00
New Castle Paving $100,590.00 $23,030.50
Commercial Paving Co. $122,900.00 $21,970.00
Peter Luizzi & Bros Cont. $162,925.00 $20,000.00
HMA Paving & Contracting $124,906.00 $36,817.00
Eric Johnson recommended using New Castle Paving after reviewing all of the bids. New Castle was the lowest bidder and has done work for the Village in the past.
After discussion Trustee Marsh made motion to award 2020 Paving Contract to New Castle Paving at a cost of $143,500.00, Seconded by Harris.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
CAPITAL DISTRICT OFFICE
547 River Street Troy, NY 12180
P: 518.273.0055 or 888.539.9073 www.chazencompanies.com
April 17, 2020
Mr. Donald Handerhan
Village Clerk
280 Broadway
Menands, New York 12204
Re: 2020 Village Road Improvements Phase I Project Village of Menands, Albany County, New York Chazen Project No. 31905.03
Dear Mr. Handerhan:
On Tuesday, April 14, 2020, bids were opened for the 2020 Village Road Improvements Phase I project. Six (6) bids were received for Contract No. 1 – General Construction. A summary of the bids is attached for reference.
The apparent low bidder was identified as:
Contract No. 1 – New Castle Paving, LLC
Base Bid: $100,590.00
Alternate No. 1: $23,030.50 (Add)
The Village is reminded that the Base Bid includes pavement mill and overlay on Canal Road North, Canal Road South, and a portion of Simmons Lane. Alternate No. 1 adds the Quiet Zone striping and signage improvements on Cemetery Ave, Menand Road, Brookside Ave, and Simmons Lane. At this time, the Village is in the process of acquiring required easements from St. Agnes Cemetery and Albany Rural Cemetery to perform the Quiet Zone improvements at the railroad crossing on Cemetery Ave which is a private road. As those easements have not yet been finalized, it is recommended that the Village award only the Base Bid at this time and consider awarding Alternate No. 1 by Change Order when easements are in place.
The Chazen Companies (Chazen) has reviewed the submitted bids for completion of Specification Sections 004113 through 004900, representing “The Bid”. The Village had a positive experience with the apparent low bidder on the 2017 Village Road Improvements project and the overall impression of this contractor was positive based on that project.
The following documentation is attached and was reviewed during the background verification:
Bid
Bid Bond
Based on the above evaluation, Chazen has determined that New Castle Paving, LLC with corporate offices located at 1 Madison Street, Suite 100, Troy, NY 12180 to be a responsive and responsible bidder.
Therefore, Chazen takes no exception to the Village of Menands’ award of the 2020 Village Road Improvements Phase I Project for Contract No.1 – General Construction to New Castle Paving.
Chazen recommends that the Village budget for the bid values plus a 10% contingency. The Village should also budget for Canadian Pacific flagger fees associated with work within the railroad right of way; the amount of these fees will depend on the amount and schedule of work within the right of way. For budgeting purposes, it is recommended that the Village include $7,500 for flagging fees.
The total recommended budget including the bid pricing for the Base Bid plus Alternate No. 1, 10% contingency, and flagging fees would be $143,500.
A Notice of Award for awarding the Base Bid to New Castle Paving, LLC is attached.
Please contact our office at (518) 266-7342 if you have any questions regarding this matter.
Sincerely,
Jennifer Nechamen, P.E.
Project Engineer
cc: Eric Johnson, P.E. – Chazen
Notice of Award
Date: April 20, 2020
Project: 2020 Village Road Improvements Phase I
Owner: Village of Menands
Owner’s Contract No.: 1
Contract: General Construction
Engineer’s Project No.: 31905.03
Bidder: New Castle Paving
Bidder’s Address: [send Notice of Award Certified Mail, Return Receipt Requested]
1 Madison Street, Suite 100, Troy, NY 12180
You are notified that your Bid dated April 14, 2020 for the above Contract has been considered. You are the Successful Bidder and are awarded a Contract for construction of the above referenced project.
[Indicate total Work, alternates, or sections of Work awarded.] The Contract Price of your Contract is One hundred thousand, five hundred ninety dollars and zero cents ($100,590.00).[Insert appropriate data if unit prices are used. Change language for cost-plus contracts.] 3 copies of the proposed Contract Documents (except Drawings) accompany this Notice of Award.sets of the Drawings will be delivered separately or otherwise made available to you immediately.
You must comply with the following conditions precedent within [15] days of the date you receive this Notice of Award.
Deliver to the Owner [3] fully executed counterparts of the Contract Documents.
Deliver with the executed Contract Documents the Contract security [Bonds] as specified in the Instructions to Bidders (Article 20), General Conditions (Paragraph 5.01), and Supplementary Conditions (Paragraph SC-5.01).
Other conditions precedent:
Failure to comply with these conditions within the time specified will entitle Owner to consider you in default, annul this Notice of Award, and declare your Bid security forfeited.
Within ten days after you comply with the above conditions, Owner will return to you one fully executed counterpart of the Contract Documents.
Village of Menands
Owner
By:
Authorized Signature
Mayor
Title
Trustee Foley made a motion to renew the one-year preventative maintenance contract beginning May 1st, 2020 to April 30, 2021 for both 250 and 280 Broadway to Dwight Plumbing and Heating in the amount of $4,150.00, seconded by Trustee Nicoll.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
The first Board Meeting in May was be moved to May 11th due to members of the Board attending the NYCOM Conference since conference has been cancelled the Board requested to move the meeting back to May 4th.
Trustee Harris made a motion to move the May 11th ,2020 Meeting back to May 4th, 2020 Seconded by Trustee Nicoll.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
Trustee Foley made a motion to pay $2,248.00 for the Annual NYCOM Dues, Seconded by Trustee Nicoll.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
Mayor Grenier read comments made by Resident Bill Garvey that were submitted to Clerk Handerhan.
He would like to thank National Grid for fixing 3 street lights No. 47, 48 & 49 on east side of Broadway between Innovative Auto and MacDonald Cr. Ext.
He would like to thank the Village for replacing the furnace, duct work and hot water heater at the Main Pump Station.
He would like to thank Aileen Nicoll for her replies to 4 letters of concern regarding the quiet zone, the road by Valero Fuel, 2 Stop Sign proposals & Yellow Diamond shape signs on various streets in lower Menands.
A motion was made by Trustee Nicoll to adjourn, seconded by Trustee Foley.
ADOPTED:
Aileen Nicoll, Trustee voting AYE
Trustee Foley voting AYE
Trustee Harris voting AYE
Trustee Marsh voting AYE
Mayor Grenier voting AYE
The meeting was duly adjourned at 6:15 P.M.
_________________
Donald Handerhan
Village Clerk