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JUKE 23, 2006
9:15 A.M.
SPECIAL TOWN BOARD MEETING
The Special Town Board Meeting of the Town Board of the Town of Cortlandville was
held at the Raymond G. Thorpe Municipal Building, 3577 Terrace Road, Cortland, New York,
with Supervisor Tupper presiding.
Members present: Supervisor, Richard C. Tupper
Councilman, Theodore V. Testa
Councilman, Edwin O'Donnell
Deputy Town Clerk, Kristin E. Rocco
Absent: Councilman, Ronal L. Rocco
Councilman, John C. Proud
Town Clerk, Karen Q. Snyder
Others present: James Trasher, PE and Nicole Pecori from Clough Harbour &
Associates, LLP.
Supervisor Tupper called the meeting to order and informed those in attendance that the
press was notified of the Special Town Board Meeting to award the bid for Phase II of the
Cortlandville Starr Road Park & Recreation Center.
Supervisor Tupper commented that the lowest responsible bidder was Procon Contracting
from Vestal, New York for a total amount of $688,000.00, and a deduct alternative amount of
$618,000.00 for work which would not include asphalt paving of the driveways and the parking
lots. The Town decided to pave the driveway and parking lots itself, therefore the deduct alternative
amount would be accepted.
Supervisor Tupper and Deputy Supervisor Testa spoke with Procon and reached an
agreement that the project would begin in 2006 and would be completed in 2007, which would
allow more time for fundraising for the park. Procon agreed they would not exceed the amount of
money the Town currently has for Phase II of the Park in 2006, which is $475,000.00. According to
the schedule of values provided by Procon, they planned to spend $471,500.00 in 2006. However,
if the Town were able to raise the rest of the money needed to complete Phase II of the park in 2006
then Procon would finish the park in 2006.
James Trasher, PE with Clough Harbour & Associates, LLP explained the work that would
be completed in 2006 with the current funds available. The work would include the following:
erosion and sedimentation control; grade subgrade; water hydrant; underdrain and sand; screen
topsoil; haul and spread topsoil; place skinned infield and warning track; fencing; part of the crusher
run paths; part of seeding lawns; seeding athletic fields; electrical; licensed surveyor; mobilization,
bonds, insurance. The work to be completed in 2007 included the following: dugouts; bleacher
concrete pads; portion of the crusher run paths; concrete walk; parking lot subbase; plant trees.
Councilman Testa questioned whether Clough Harbour & Associates was happy with
Procon.
Mr. Trasher stated he was 100% satisfied and mentioned that Procon has worked with his
Albany office in the past on similar projects.
Councilman Testa questioned what the line item "mobilization, bonds, insurance" referred
to.
Mr. Trasher explained that the line item referred to Procon's costs for permits, bonds and
insurance, and typically indicated the Procon's profit on the project.
Councilman Testa questioned whether it was possible for the cost of the project to increase
with possible change orders.
Mr. Trasher did not believe a change order would increase the price, but could decrease the
cost, as the Town was getting the "Cadillac" of parks.
Councilman Testa questioned if the fields would be ready for use by Fall 2007.
Mr. Trasher stated the fields should not be used until Spring 2008 to allow the grass to
mature. If the fields were used in the Fall of 2007 the turf would be abused.
Mr. Trasher apprised the Board that after Phase II was complete, the only work left for the
park would be the upper field utilized for soccer and lacrosse, the pavilion, and the restrooms.
The Board reviewed the bid list before making a motion to accept the lowest responsible
bidder.
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JUNE 23, 2006 SPECIAL TOWN BOARD MEETING PAGE 2
159
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RESOLUTION #121 AWARD BID FOR PHASE II OF THE CORTLANDVILLE
STARR ROAD PARK & RECREATION CENTER TO PROCON
CONTRACTING IN THE AMOUNT OF $618,000.00
Motion by Councilman O'Donnell
Seconded by Councilman Testa
VOTES: ALL AYE ADOPTED
WHEREAS, bids were advertised for Phase II of the Cortlandville Starr Road Park & Recreation
Center, and
WHEREAS, sealed bids were opened April 27, 2006 at 3:00 p.m. and provided to the Town's
engineering firm, Clough Harbour & Associates, LLP. for review as follows:
Procon Contracting
PO Box 1037
Vestal, New York 13851
Ottenschot Construction Co. Inc
PO Box 270
Homer, New York 13077
$688,000.00
($70,000.00 - deduct alternative)
$694,275.00
($72,000.00 - deduct alternative)
Boland's Excavating & Topsoil, Inc. $738,000.00
1403 Milburn Drive ($69,000.00 - deduct alternative)
Conklin, New York 13748
Contour Construction
111 '/2 Bevier Street
PO Box 534
Binghamton, New York 13901
$743,000.00
($59,000.00 - deduct alternative)
W&D Smith & Son Construction, Inc. $969,487.00)
99 Eggleston Road ($58,072.00 - deduct alternative)
Whitney Point, New York 13862
BE IT RESOVLED, the bid as recommended by the Town's engineering firm, Clough Harbour &
Associates, LLP. is hereby awarded to Procon Contracting of Vestal, New York, the lowest
responsible bidder meeting contractual requirements, in the amount of $618,000.00, and it is further
RESOLVED, the project would commence in 2006 and would be completed in 2007.
No further comments or discussion were heard.
Councilman Testa made a motion, seconded by Councilman O'Donnell, to adjourn the
Special Town Board Meeting. All voting aye, the motion was carried.
The meeting was adjourned at 9:25 a.m.
Respectfully submitted,
Karen Q. Snyder, RMC
Town Clerk
Town of Cortlandville