[NOTE: These minutes are made available to the public prior to Artificial Surface Football Field Advisory Committee acceptance.]
The Artificial Surface Committee meeting was called to order at 7:12 pm by Chairperson Jon Cathcart. In attendance was Brian DiCicco, Sheila Suppicich, Ron Rodd, Bill Dest, Tony DiCiocco and Bonnie Therrien, Town Manager.
The Committee reviewed the bid results. Bonnie passed out the three quotes for an outside consultant to help the Committee analyze the bids - $2,000 from DMA/DiGeronimo-Mikula Associates; $3,000 from Milone and McBroom; and $4,500 from Kaestle & Boos. Jon Cathcart said the Joe DiGeronimo would be very good but he does not know everyone in the artificial surface industry. He would recommend that Mr. DiGeronimo only read the proposals and then make recommendations to the Committee. Ron Rodd said that Vince McDermott from Milone and McBroom is very familiar with the Committee's needs and this company had already gone through the Town's bid process but decided not to bid, so they would be a good consultant. Jon said that he was not sure if Milone had turf experience and the Committee needs an expert opinion on each of the proposals. Ron felt that Mr. DiGeronimo could give his preferences for turf companies for free to the Committee and then hire Milone and McBroom to make comments on the entire plan. Bill Dest felt that Milone would not know how to interpret the data in the proposals and therefore the Committee would not get "apples to apples".
The Committee did decide to try to have their recommendations to the Town Council for their May 3rd meeting. Ron asked the Committee members if they felt qualified to make a decision on the drainage system for the field. Bill felt that he was to some degree but DiGeronimo is an engineer and he could assist the Committee a lot. Tony DiCiocco agreed that the Committee needs an expert and that Mr. DiGeronimo is the least expensive and can handle the work. A motion was made by Tony DiCiocco to recommend to the Town Council that they hire DMA/DiGeronimo-Mikula Associates as the Committee's expert consultant at a cost not to exceed $2,000; Sheila Suppicich seconded the motion. The vote was unanimous.
The Committee members discussed each of the proposals get ideas from each Committee member as to what they liked and disliked about each proposal. Bill Dest felt that the successful bidder is responsible for all of the work, and there should be no cost to the Town for removal and disposal of materials. Ron Rodd said that the Sprinturf proposal says that some of the work is at the Town's expense and he did speak to them to clarify this. Sheila Suppicich reviewed the light specifications. The bidders did not give any design information and she wants to have her questions given to the bidders before the interviews on the lights.
Jon Cathcart said that he feels Pro Grass should not even be interviewed as the proposal was not complete. Each proposal was then discussed.
Sprinturf: Ron Rodd felt that more details were needed from this company. It appears that the Town pays for the drainage connection and there is no way the Town should do this. Brian DiCicco said that it looks like Sprinturf only wants to do the turf parts of the proposal and did not spend anytime on the other non-turf alternate bids. The Committee needs the specifications on the grass practice field, the field markings and the electrical work. Spinturf did not do this. The Committee felt quality time was not spent on this proposal. There was nothing in the proposal relevant and specific to the Wethersfield situation.
Pro-Grass: This proposal contained no bid for the grass surface or lights. A lot of the proposed costs are missing and a company should bid all components or there should be no interview. Bonnie said that the Committee could go back and ask them to fill out the missing monetary issues, the Committee agreed not to interview them. Tony DiCiocco felt it was an incomplete bid.
Clark Company: Jon Cathcart felt this proposal was extremely extensive. Ron Rodd said it certainly appeared they knew what they were doing and the spent a lot of time on this bid. Tony DiCiocco said they were an excellent company. Jon Cathcart said that he was a little concerned that they used to work only with SRI, who went out of business, so the turf company they are mentioning working with would be a brand new company. Ron Rodd felt that many of the previous projects went over bid and it took them 6-15 months to complete these projects. Bill Dest felt their price for grass was way off base. Sheila Suppicich said that the electrical response was much better then the others, but still not sufficient. Tony DiCiocco recommended that they bring a sample of the Omni surface that they are recommending to be used on the field.
Sportsturf/Northeast: Ron Rodd said that Neil Brickley's involvement in a bid is a problem and a conflict of interest. He is requesting an opinion from the Town Attorney and the Ethics Commission as to whether this is a conflict because Mr. Brickley was previously on the Committee. Bonnie said she would follow through on this. Tony DiCiocco noted that both this company and Clark count Trinity College as one of their projects and they couldn't have both done the project. Bill Dest asked for a full set of specifications for all of the fields and lights be provided by each company being interviewed, so that the outside consultant can make a proper evolution of the proposal. Jon Cathcart felt only the company who will receive the award should have to do this, do to the expense.
After much debate, it was decided that Sportsturf/Northeast, Clark and Sprinturf be given interviews of one hour each and the first one would begin at 6 pm.
The Committee then decided on the following questions:
Bonnie explained that every question must be asked to each of the companies and then the Committee can expand on their questions once answers were given to the Committee.
A motion was made by Tony DiCiocco to adjourn the meeting at 9:20 pm; seconded by Brian DiCicco. The vote was unanimous.