Date of Meeting: Monday, August 26, 2013
Location: Town Hall, 221 Main Street8:
8:30 AM – 8:53 AM
Members Present: Chairman James Wood, Matthew Mecum; Michael May; Martin McNamara, Town Administrator, Brian Falk, Town Counsel; Lori Esposito, Administrative Assistant (Others as listed on attached sheet.)
The meeting commenced at 8:30 AM.
Chapter 90 Paving Bids:
On August 19, 2013 the Town received the following four bids for Reclamation and Paving of Ethan Allen Drive, Glazier Street and Stockton Streets:
Mass Broken Stone $268,277.50
Lazaro Paving Corp. $268,589.00
P. J. Keating Inc. $297,376.00
J. H. Lynch & Sons $361,545.00
The Town Administrator recommended to the Board that it award the bid to Mass Broken Stone for $268,277.50.
Mike May said there is less than one tenth of a percent between the two lowest bidders. What do we know about Mass Broken Stone? The Town Administrator said they did paving work for us last year under Chapter 90 and we were very satisfied. Jim Wood said they have done a lot of work for the Town.
Matt Mecum made a motion to award the bid to the low bidder, Mass Broken Stone. Jim Wood seconded the motion; voted all in favor.
Sign Request:
The Treasurer of the Cactus/Succulent Society requested permission to place a sign at the corner of Routes 70 and 140 advertising their annual show on September 14 and 15 at Tower Hill.
Mike May made a motion to approve the request. Matt Mecum seconded the motion; voted all in favor.
Matt Mecum said the Town should look into putting up a nice sign on the corner of the football field at Routes 70 and 140. The Lions Club might help in sponsoring.
Request for Proposals:
Two proposals were received for accounting services: one from Scanlon & Associates and the other from Borgatti, Harrison & Co. The RFP process is different from a Request for Bids process. The proposals are made in two separately sealed parts: one for services and the other for the fee. The services proposals are opened first and rated by criteria established in the RFP documents. The bids were opened on Thursday, August 22, 2013 at 1:00 PMN. Proposals were opened first and rated by criteria established in the RFP. The rating process was done by a committee made up of the Town Treasurer, Town Clerk, Assessors Administrative Assistant, the Selectmen’s Administrative Clerk and the Town Administrator.
Once the ratings were done and a Best Qualified selected, the fee proposals were opened and considered. In this case, Scanlon & Associates was chosen unanimously as the Best Qualified. Both companies met the minimum requirements but Scanlon & Associates has more municipal accounting experience and proposed to be available at Town Hall for slightly more hours than Borgatti, Harrison & Co. Although Scanlon’s fee was slightly higher, it was felt they had more knowledge of Boylston and would need less time to get up to speed.
Mike May asked what the cost difference was. Marty said Borgatti would charge $28K/year for one day per week and Scanlon would charge $32K for two days per week.
Mike May made a motion to accept the proposal provided by Scanlon & Associates for accounting services.
Jim Wood seconded the motion; voted all in favor.
Matt Mecum said he would like a quick spreadsheet comparison of time/pay/benefits paid, etc.
Future Agenda:
Mike May said the Board still needs to set goals for the Town Administrator so we don’t end up in the same position next year.
At 8:53 AM Matt Mecum made a motion to adjourn. Jim Wood seconded the motion; voted all in favor.
The meeting was adjourned at 8:53 AM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
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