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HomeMy WebLinkAbout2017-02-07 Board of Selectmen PacketOffice Hour John Arena 6:39 Badge Pinning - Police & Fire promotions and new hires Segalla & Burns 7:15 Town procurement policy Jenkins 7:30 Records Officer (additions) Kraunelis 7:40 Cable Advisory working group (Goal #13) Kraunelis 7:45 Preview - Annual Town Meeting LeLacheur 8:00 FY18 Budget & Financial Status LeLacheur 8:30 February 21, 2017 Proposed Resolution 7:20 Economic Development project update Wilson 7:30 Close Annual Town Meeting Warrant LeLacheur 9:00 March 7, 2417 Office Hour John Halsey 6:30 RMLD General Manager update O'Brien 7:20 Town Personnel Policies (draft version) Perkins 8:00 Percy Avenue: improvements on a private way LeLacheur 7:40 Hearing Approve stop sign on Auburn Street at Beacon Street 8:15 Hearing Water, Sewer and Storm Water Rates for FY18 (effective December 2017 billing) LeLacheur 8:00 Hearing FY18 Non Union Classification and Compensation LeLacheur 8:30 Community Projects (Boards & Committees) LeLacheur 8:45 March 21, 2017 MAPC Member Report Sadwick 7:15 Economic Development update Corona 7:30 Economic Development project update Wilson 8:30 Vote Annual Town Meeting Warrant Articles LeLacheur 9:30 Local elections April 4 2017 Tuesday April 11, 2017 Office Hour Dan Ens inger 6:30 Board Reorganization LeLacheur 7:00 Appoint Board of Assessor IVASC 7:05 Discuss Board Liaison Assignments IChair 7:10 Office Hour 6:30 Board & Committee updates ILeLacheur 1 7:45 Future Agendas Library Building Project update LeLacheur Board of Selectmen Policies: Article 1 General Operating Procedures LeLacheur Board of Selectmen Policies: Article 2 Volunteer Boards /Committees /Commissions ILeLacheur Town Accountant Quarterly Report Angstrom 7:30 Reading Ice Arena Liason Report McFadden 7:45 RMLD CAB Member Report Cohen 8:00 Housing Authority Report Whyte 8:15 Climate Advisory Committee Review BOS/TM Goals LeLacheur 1 8:30 Office Hour 6:30 Board & Committee updates ILeLacheur 1 7:45 Future Agendas Library Building Project update LeLacheur Board of Selectmen Policies: Article 1 General Operating Procedures LeLacheur Board of Selectmen Policies: Article 2 Volunteer Boards /Committees /Commissions ILeLacheur Board of Selectmen Policies: Article 3 Licenses LeLacheur Review Inflow & Infiltration policy Percival Downtown Parking Segalla Recurring Items Close Warrant: Apr 117 TM by 2/28 Close Warrant: Nov ' 17 TM by 9/26 Review BOS/TM Goals Dec & June Semi -ann Appointments of Boards & Committees June Annual Hearing Approve Classification & Compensation June Annual Hearing Tax Classification October Annual Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly RCTV members Report Semi -ann CAB (RMLD) member Report Semi -ann MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees Annual Schena, Paula From: Sent: To: Cc: Subject: Attachments: For BOS packet, email & attached LeLacheur, Bob Thursday, February 02, 2017 7:17 AM Schena, Paula; Saunders, Caitlin Kraunelis, Matthew FW: Surplus Procedure Update Final Surplus Procedure Update Final.docx Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanager @ci. reading. ma. us (L') 781 -942 -9043; (F) 781 -942 -9037 www.readingma.gov Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m.;Tuesday: 7:30 a.m. - 7:00 p.m.; Friday: CLOSED From: Kraunelis, Matthew Sent: Monday, January 30, 2017 4:30 PM To: LeLacheur, Bob Subject: FW: Surplus Procedure Update Final Bob, enclosed is a memo from Allison highlighting the change we want to make to the surplus procedures. It simply asks to raise the number from $5K to $10K. I think the entire by -law is poorly written, but that is a battle for another day. You can provide the selectmen with this memo and Allison will be at the meeting if they have any questions. Matt From: Jenkins, Allison Sent: Monday, January 30, 2017 10:21 AM To: Kraunelis, Matthew Subject: Surplus Procedure Update Final Ile- a� OFRfq�� Town of Reading 16 Lowell Street b 'o Reading, MA 01867 -2685 ,s39 +1NCOPQ�� Procurement Office Office: (781) 942 -6696 Website: www.readingma.gov Fax: (781) 942 -9071 TO: Matt Kraunelis FROM: Allison Jenkins DATE: January 30, 2017 RE: Surplus Procedures Chapter 30B prescribes procedures for the disposition of surplus supplies. The Town of Reading's by law "6.2 Disposal of Surplus Property*" indicated the town policy for items with a value up to $5,000. Chapter 30B * *, states that each town follow written procedures for surplus items up to $10,000 in value. I propose that we change Reading's by -law to conform to Chapter 30B and the increase the dollar value to $10,000 within our by -law. *6.2 Disposal of Surplus Property 6.2.1 Certain Disposition to be Approved by Town Meeting Whenever an item or collection of items of tangible personal property with an estimated net value of up to Five Thousand ($5,000) Dollars within the control of an official body, but excluding the Municipal Light Board, shall be determined by that official body to be surplus, obsolete, salvage, or beyond repair, it may be disposed of by sale, trade or otherwise, by the Town Manager with the approval of the Finance Committee. Notwithstanding the foregoing, an item or collection of items of tangible personal property, with an estimated net value of less than Five Thousand ($5,000) Dollars no longer useful to the Town but having resale or salvage value, may be disposed of by the Town Manager with the approval of the Finance Committee, and without any further approval by Town Meeting at less than fair market value to a charitable organization which has received a tax exemption from the United States by reason of its charitable nature. * *Language from the Chapter 30B Manual (11/16) Surplus Supplies: Chapter 30B applies to the disposal of any supply with resale or salvage value. If the value of the surplus supply is under $10,000, you will follow written procedures approved by your governmental body. For supplies valued at $10,000 or more, Chapter 30B procedures include solicitations for sealed bids, public auctions or the use of an established market. ��v �r , i ,\ :V 09 F 1?-'q ON V r to W rO f7/ L ; _ i Nc Off�?6 TOWN OF READING PROCUREMENT HANDBOOK January 19, 2017 3rd Edition 2016 THIS PAGE IS INTENTIONALLY BLANK TOWN OF READING PROCUREMENT PROCEDURES TABLE OF CONTENTS 1. Objective 7 2. Procurement Procedure 7 3. Overview of Procurement Laws 8 • Procurement of Supplies & Services: M.G.L. c. 30B • Public Works (Non- Building) Construction (with Labor): M.G.L. c. 30, § 39M • Construction Materials Procurements (without Labor): M.G.L. c. 30, § 39M or M.G.L. c. 30B • Building Construction Contracts: M.G.L. c. 149 • Public Building Projects Design Services: M.G.L. c. 7C, §§ 44 -57 (formerly M.G.L. c. 7, §§ 38A' /2 - 0) • Bid Splitting 3.1 Procurement of Supplies and Services (M.G.L. c. 30B) 9 3.1.1 Procurements estimated to cost less than $10,000 10 3.1.2 Procurements estimated to cost between $10,000 to $50,000 10 3.1.3 Procurements estimated to cost over $50,000 11 3.1.4 IFB /RFP Process 11 4. Purchasing through state contracts, county contracts, etc. 13 5. Prevailing Wages 14 6. Bids Prepared By an Architect or Engineer 14 7. Addenda 14 8. Sole Source Procurement 15 9. Prompt Pay Discounts 16 10. Vendor Numbers 17 11. Tax Exempt Certificates 17 12. Requisitions, Purchase Orders and Funding 18 13. Change Orders and Increases On Active Contracts 19 __ _ 31Page_ THIS PAGE IS INTENTIONALLY BLANK __ 4 1 P a g e TOWN OF READING PROCUREMENT PROCEDURES TABLE OF CONTENTS (CONTINUED) 14. Proprietary Specifications 15. Town Credit Card 16. Surplus Property 17. Employee Reimbursements 18. Special Approvals: IT Equipment 19. Emergency Procurements 20. Contract Administration 21. Procurement Procedures For Community Projects 22. Environmental Preferable Products 23. Invitation For Bid (IFB) 24. Request For Proposal (RFP) EXHIBIT A: Quote Summary Sheet EXHIBIT B: Bid Request Form EXHIBIT C: Sole Source Request and Declaration Form EXHIBIT D: Surplus Property Form EXHIBIT E: Emergency Procurement Data Sheet EXHIBIT F: Suggested Vendors List EXHIBIT G: DCAMM Emergency Instructions and Sample Letter EXHIBIT H: Sample Certificate of Liability Insurance EXHIBIT I: W -9 Form 20 20 20 22 22 22 23 24 24 25 26 27 29 31 33 35 36 37 38 39 5 1 P a g e ��i THIS PAGE IS INTENTIONALLY BLANK _. 6 Page TOWN OF READING PROCUREMENT PROCEDURES 1. OBJECTIVE The Town of Reading has established a Procurement Office within the Administrative Services Department. The Procurement Office is managed by the Procurement Officer and is responsible for the procurement of supplies and services on behalf of the Town. It is the responsibility of the Procurement Office to secure quality goods and services while promoting fair competition and competitive pricing. Procurement procedures have been developed to: • simplify, clarify, and modernize the procedures governing procurement by the Town of Reading; • increase public confidence in Town procurement procedures; • ensure the fair and equitable treatment of all persons who offer to provide goods or services to the Town; • provide increased economy in procurement activities and to maximize to the fullest extent practicable the purchasing value of Town funds; • foster effective broad -based competition for the provision of goods and services to the Town of Reading; • provide safeguards for the maintenance of a procurement system based on quality and integrity. 2. PROCUREMENT PROCEDURE All Town departments, including the School Department and departments that operate through an enterprise fund, are subject to state procurement laws, inclusive but not limited to M.G.L. 30B, 7, 30/39M and 149, and are responsible for meeting all requirements. Departments under the jurisdiction of the Town Administration must follow all procurement procedures as established by the Town Manager and the Procurement Office. The Procurement Officer, acting on behalf of the Town Manager, provides internal support to monitor purchases and ensure procurement practices are in compliance with applicable law(s). The procurement officer is available to provide guidance and procurement assistance to all Town Departments, in the development and solicitation of public bids and proposals through quotes, the Invitation for Bid (IFB) and Request for Proposal (RFP) process for the procurement of goods and services, contract administration and monitoring of invoices which follow the contract award. __ __ 7 1 P a g e U� ' TOWN OF READING PROCUREMENT PROCEDURES 3. OVERVIEW OF PROCUREMENT LAWS The type of supply or service, along with the required amount, shall determine what legal requirements must be met in order for the procurement to be compliant with applicable purchasing laws. Once the need for the procurement has been identified and the nature of the goods and services determined, the applicable procurement must be followed. A majority of purchases will fall into one of the following categories: • Procurement of Supplies and Services: M.G.L. c. 30B Unless expressly exempt from public bidding under M.G.L. c. 30B, § 1, the purchase of any supplies or services by the Town, meeting certain monetary thresholds, requires compliance with the procurement procedures contained in M.G.L. c. 30B. • Public Works (Non- Building) Construction (with Labor): M.G.L. c. 30, § 39M Procurement of a contractor for the construction, reconstruction, installation, demolition, maintenance or repair of a public work requires public bidding. A public works construction project is generally considered any horizontal construction activity that involves any land disturbance, but excluding the construction of a building. • Building Construction Contracts: M.G.L. c. 149 Procurement of a contractor for the construction, reconstruction, installation, demolition, maintenance or repair of a building by a public agency is subject to the Filed Sub -Bid Law, M.G.L. c. 149, §44A to 44M. • Public Building Projects Design Services: M.G.L. c. 7C, §§ 44 -57 Procurement of design services (Architect/Engineer, etc.), in connection with a public building project are subject to the Designer Selection Law. Design services in connection with a public works construction project are exempt from all bidding requirements as, long as the Town hires a designer that fits the definition contained in M.G.L. c. 30B, §2. Our procedures are designed to assure that all procurements are made in an orderly manner and in compliance with all applicable laws and policies. We apply the rules described in this book to all procurements, unless a department can show that there is a compelling reason to do otherwise. It is important to note at the outset that two sets of rules apply to the Town's procurements: (1) legal requirements, i.e., those based on state or federal statute or regulation; and (2) our own requirements, i.e., those that are based on Town procedures. Legal requirements cannot be waived; a Town procedure, however, may be waived wholly or in part with the written permission of the Town Manager. The Town must comply with legal requirements, or its procurements are invalid and any resulting contract is unenforceable. Town procedures, however, consists of self - imposed requirements that the Town has adopted as a matter of sound business practice. Procedure requirements will always be stricter than legal requirements. Procedure requirements may be waived; legal requirements may not. _81Page TOWN OF READING PROCUREMENT PROCEDURES The Town has no procedure requirements for public works and building construction, so only legal requirements apply. Not all procurements are covered by these procedures. Procurements of supplies and services, as well as public works and building construction are covered. However, acquisitions and dispositions of interests in real property, and qualifications -based solicitations for Owner's Project Managers and designers and for certain exempt services, e.g., trash collection, certain student transportation services. The principal statutes that apply to procurements under these procedures are M.G.L. c. 30B (supplies and services), M.G.L. c. 149 (building construction) and M.G.L. c. 30, §39M (construction other than buildings, a /k/a "public works" construction), and references to these statutes are made where it is useful or appropriate. Many forms are referred to in these procedures. Important forms are included as exhibits at the end of this document. While this document endeavors to answer the basic questions, anticipating them all would be impossible. Please call the Procurement Office at (781) 942 -6696 with any and all questions or comments. For information on procurement issues generally or for questions not addressed in these procedures, consult two manuals published by the Massachusetts Office of the Inspector General: The Chapter 30B Manual, Procuring Supplies, Services, and Real Property (11/16) (supplies and services) and Designing and Constructing Public Facilities (9th ed.) (11/16) (Construction). Both manuals are available on the Procurement Office page of the Town of Reading's website: www.readinama.aov/procurement -office under links of interest. I expect the manuals to be updated to reflect the changes passed with the Municipal Modernization Act. 3.1 PROCUREMENT OF SUPPLIES AND SERVICES (M.G.L. c. 30B) Chapter 30B establishes procedures to follow for most agreements for acquisitions of supplies and services, dispositions of surplus supplies, and real property acquisitions and dispositions by local governmental bodies. Most local jurisdictions' agreements with vendors for supplies and services, including agreements to buy, rent, lease, lease - purchase, or otherwise acquire supplies or services, are subject to Chapter 30B. "Supplies" are defined in the law as all property, other than real property, including equipment, materials, and printing and further including services incidental to the delivery, conveyance and installation of such property. "Services" are defined as the furnishing of labor, time, or effort by a contractor, not involving the furnishing of a specific end product other than reports. Who pays is irrelevant to whether a contract is subject to Chapter 30B. The law applies to the total value of the contract when there is an agreement between a local government and a vendor. __ _ 9 1 P a g e �1 TOWN OF READING PROCUREMENT PROCEDURES CONTRACT VALUE 0- $9,999 $10,000 to $50,000 $50,000+ Sound business practices Use a written purchase description to Sealed bid process (IFB or RFP) solicit written quotations from no fewer than 3 persons who customarily provide the supply or service BID SPLITTING No person shall cause or conspire to cause the splitting or division of any procurement for the purpose of evading a requirement of these procedures or any statute. 3.1.1 PROCUREMENTS ESTIMATED TO COST LESS THAN $10,000 (OVER THE CONTRACT TERM) Procurement of supplies and services estimated to cost less than $10,000 must be conducted using "sound business practices ". "Sound business practices" is defined as "ensuring the receipt of a favorable price by periodically soliciting price lists or quotes." While the definition does not require a formal competitive process for small procurements of less than $10,000, it requires governmental bodies to ensure that they have received the needed quality of supplies and services at a reasonable price. Sound reasoning could also consist of consideration of quality, experience, or qualifications of vendor providing a service, availability, proximity of service, etc. Therefore, for procurements of goods and services costing less than $10,000, departments must periodically check price lists from competing vendors and purchase goods and services at the lowest available price. The solicitation of quotes when possible is encouraged even for procurements estimated to cost less than $10,000. 3.1.2 PROCUREMENTS ESTIMATED TO COST BETWEEN $10,000 TO $50,000 The procurement of supplies and services costing between $10,000 and $50,000 will require a written purchase description to solicit at least three written quotations from potential vendors who customarily supply the needed supply or service. Documentation of quotes solicited shall be on a Quote Summary Sheet (Exhibit A). The contract must be awarded to the vendor offering the lowest price who meets all of the specifications. A responsive and responsible bidder is defined as a vendor who meets your quality requirements and offers you the lowest price. Advertised notices and sealed submissions are not required. The requisition must be accompanied by an original or scanned and signed Quote Summary Sheet (Exhibit A). The department determines how quotes are solicited and when requisitions are submitted. Such purchases may not be made without the issuance of a formal purchase order by the Town of Reading. Any purchases made without a formal purchase order, which are not of an emergency nature, shall not constitute official transactions of the Town of Reading. One thing to note when preparing quotes: follow up on quote requests you make by email or fax to make sure they have been received. It is always better to try and obtain at least four or five quotes to have at least three to work with. If you solicit a quote but get no response, document that fact in writing so Procurement knows you have endeavored to obtain at least three quotes. All requests for quotes should be documented, successful or not. 101Page TOWN OF READING PROCUREMENT PROCEDURES All contracts in the amount of $10,000 or more shall be in writing, and the governmental body shall make no payment for a supply or service rendered prior to the execution of such contract. You may use a PO as your contract for the purchase of goods provided the Town has the original PO on file signed by the vendor. For service contracts or construction projects the Town must have a signed contract with the vendor. In general, contracts supplied by our vendors are written for the benefit of the vendor. Any new contract should be referred to experienced counsel. A certificate of insurance from the vendor must be included for all service contracts. Refer to Exhibit H for an example. After the contract is signed by the vendor and Town Manager and returned to the Procurement Office, the Procurement Office will deliver one original to the department head or designee that originated the procurement, mail one original to the vendor and send the third original to the Finance Office. A fully signed copy of the contract and certificate of insurance liability will be filed in the Procurement Office and on Laserfiche. The Procurement Office will ensure that the vendors insurance is compliant at the time the contract is executed. Please note it is the responsibility of the originating department to ensure throughout the contract term that the insurance is up to date before and while any work commences. 3.1.3 PROCUREMENTS ESTIMATED TO COST OVER $50,000 An Invitation for Bids (IFB) and Requests for Proposals (RFP) are used for procurements of $50,000 or more and are administered in their entirety by the Procurement Office. Unlike requests for quotes, which can be done relatively quickly, IFBs and RFPs will take a minimum of a month from start to finish. An IFB should be used for all procurements of goods and services in circumstances where award to the bidder offering the lowest price is preferred. If the department has determined that consideration of factors other than price is important, a RFP should be used. The RFP process is the only procurement method that allows the Town to award a proposal based on what is determined to be in the best interests of the Town, taking into consideration both price and the evaluation of criteria set forth in the RFP. No department may utilize the RFP process, however, unless the Chief Procurement Officer has determined in writing that factors other than price are important considerations. 3.1.4 IFB/RFP PROCESS Although procurements will differ, the Procurement Office requires that the typical IFB /RFP conform to the following: 1. An IFB or RFP is initiated when a department fills out a standard Bid Request Form (Exhibit B). Ask the Procurement Office for help to answer any of the required information. The 2nd page has an area for the Procurement Office to insert the procurement number, the Release Date, the Pre -Bid Meeting Date (optional) and the Opening Date. This form is the Procurement Office's reference for the advertisement: if MASSDOT, DCAMM, or other information is incorrect, the advertisement will be incorrect, so please take the time to answer all parts of the Bid Request Form accurately. Also confirm that the account number(s) contain sufficient funds for the procurement. If the account is yet to be funded, please let us know. Incomplete forms will be returned to the department, which may result in a delay in issuing the IFB or RFP. 111 Page TOWN OF READING PROCUREMENT PROCEDURES 2. Space provided for the procurement description is limited, but it should be clear whether the procurement is a construction project or the purchase of a supply or non - construction service as this will determine the applicable law. If you have any questions, call the Procurement Office. An original hard copy Bid Request Form must be signed the department head. Unsigned forms or forms with a photocopy or scanned signature will not initiate the procurement. The original form is reviewed, and completed by the Procurement Office. A procurement file is opened, the advertisement is prepared and the procurement is assigned a bid number. The Procurement Office's deadline to submit ads is 3:00 p.m. on Tuesday's for the Reading Chronicle (local newspaper), Goods & Services Bulletin or Central Register (state publications) for publication the following week. A notice of the pending bid is also posted outside the Town Clerk's Office. The ads and the notice must appear at least 2 full weeks before the IFB or RFP is opened. 3. It is the responsibility of the employee initiating the purchase to include a detailed scope of work, specifications and minimum qualification specifics to the bid /contract being solicited prior to the IFB /RFP being submitted to the Procurement Office. 4. Dates for bid release, any pre -bid meeting, and bid opening will then be established. ONLY the Procurement Office sets these dates. 5. The Procurement Office will advertise the project as necessary in the required bulletins, newspaper and COMMBUYS. The invoice for the advertisement will be sent to the originating department for payment. The funds will be deducted from the initiating department's budget according to the budget line indicated on the Bid Request Form. 6. Completed bid documents must be emailed as a single file in Microsoft Word format to nurchasinga- ci. reading. ma.us no later than 3:00 p.m. on the Friday prior to the release date. 7. The Procurement Office templates are to be used at all times. If you create your own template or use an old document and then send it to the Procurement Office, you run the risk of having it delayed and /or returned to be updated to conform to the Town's current format. 8. The Procurement Office will request a Suggested Vendors List (Exhibit F) from the project manager to ensure the bid is sent to any vendors of the project manager's choice. 9. Since the RFP process allows the Town to award a contract to someone other than the lowest price proposer, the department head must send with the Bid Request Form a justification to the Certified Procurement Officer (CPO) explaining why a low bid IFB is not appropriate for the procurement. 121Page �'l TOWN OF READING PROCUREMENT PROCEDURES 10. If a Pre -Bid Meeting or Mandatory Pre -Bid Meeting* is scheduled, the project manager, or someone designated by the project manager, must attend to chair the meeting and respond to questions. A member of the Procurement Office will also be present. Although bidders may ask questions and receive answers at a pre -bid, they may not rely on any information provided unless it is a response to a written question submitted to purchasing @ci.reading.ma.us. An addendum will be issued setting forth the questions and the Town's answers. This assures that all bidders have the same information and none has an unfair advantage. 11. If, for any reason, a bid must be cancelled that has already been released or even opened, send a notice to purchasing @ci.reading.ma.us. If the bid will be re -bid without changes, you may use the same Bid Request Form. Otherwise, a new Bid Request Form and a new procurement file number are required. 12. The Procurement Office will receive all questions from potential bidders. Only technical questions will be sent to the department head via email to be answered and returned to the Procurement Office so an addendum can be issued. It is the responsibility of the department to perform reference checks on conforming bids or proposals to ensure that vendors or contractors are responsible and responsive. Any bids or proposals received from vendors that are deemed to be not responsible or not responsive must be rejected. * The Pre -Bid Meeting is an opportunity for potential bidders to see a job site and /or to ask specific questions. Generally, the meeting should not be mandatory unless there is a compelling reason to make it so. If you think there is a compelling reason, provide written justification to the CPO with the Bid Request Form. This is because a mandatory Pre -Bid has the effect of limiting competition since only those attending are eligible to submit a bid. If you are not sure if a Pre -Bid should be mandatory, contact the Procurement Office. 4. PURCHASING THROUGH STATE CONTRACTS, AND COOPERATIVE CONTRACTS, ETC. 1. Read and comply with the contract user guide instructions for use. User guides for state contracts can be found at http: / /www.mass.gov /anf /budget- taxes -and- nrQcu rem entlurocurement- info - and- res /buv- from -a- state- contract/statewide-contract- user- guides.html. The Contract User Guide is intended to make it easier for users to understand the components of the contract, make informed decisions and place orders easily. If you have any questions, please contact the Procurement Office. 2. Reference the state or contract number when communicating with the seller. 3. Departments may still be are required to solicit at least three (3) quotes from contractors even if it is part of the state or cooperative contract. The user guides specify instructions for making purchases. 4. Vendors on state contracts and using cooperative contracts still need to have a written contract with Town of Reading with the state contract number or cooperative contract listed on the contract and must be signed like any other procurement contract. 131Page TOWN OF READING PROCUREMENT PROCEDURES 5. The originating department needs to review the quotes they have received and ensure it correlates with the pricing in the cooperative or state bid. Do not assume the vendor has provided you with the correct pricing. 6. The Procurement Office will require a copy of the documents, quotes, etc. required by the state contract and or cooperative contracts to receive authorization of your requisition. 5. PREVAILING WAGE All contracts for public works services or construction contracts require the contractor to pay prevailing wage to their employees. The Town must provide the prevailing wage rates with the bid solicitation. The Procurement Office will request the official wage rates based upon the information found on the Bid Request Form. Each prevailing wage rate sheet applies only to the public construction project for which it is issued. Page one of each wage sheet lists the specifics of the rates, be sure to read it for each project. The prevailing wage rates for each construction project are in effect for 90 days from the date of issue. Projects not bid within 90 days of the issued rates will require the awarding authority to request new prevailing wage rates. Once a project has been bid, the prevailing wage rate will apply for the duration of any contracts which result from that bid, except in the case of multi -year projects. For projects lasting more than one year, the awarding authority must request annual updates to the wage schedules. Please contact the Procurement Office for updated rates for your multi -year contracts if needed. Please ensure your contractor posts the prevailing wage sheets on -site. The contractor (general and subs) are required to submit weekly payroll reports to the Town of Reading for the duration of the project. The originating department must ensure the contractors are compliant and maintain such records in their office. Payment of invoices to the contractors should be dependent upon prior receipt of the certified payroll records. Please view M.G.L. for the record retention requirements. 6. BIDS PREPARED BY AN ARCHITECT OR ENGINEER Sometimes the Town engages an architect, engineer, or other design professional to handle the procurement. If so, the design professional often prepares the Scope of Work for the Town's bid document or they handle entire bidding process. Note that the design professional is not authorized to change the title of the project or modify the bid document without first discussing the modification with the Procurement Office. The design professional should send any and all procurements and edits highlighted in the bid document electronically to nurchasing&gi.readin .ma.us in one (1) Microsoft Word format file for processing. Any drawings /plans must be sent to nurchasingvna.ci.readin .ma.Us in PDF format. The Procurement Office will add the prevailing wage schedule, and include any new forms so that the new bid document can be posted to our website. Any pre -bid meeting date and time will also be posted to our website along with any DCAMM or MassDOT information provided in the bid. 141Page r» TOWN OF READING PROCUREMENT PROCEDURES 7. ADDENDA To ensure all potential bidders receive the same information, once a bid document is released, ALL QUESTIONS regarding a bid must be directed to the Procurement Office via email to nurchasin„g&ci.reading ma.us. The Procurement Office will answer administrative questions and forward all technical questions to the department head or designee via email. Project managers, architects, engineers and all other employees are not to answer any questions about the bid from either the general public or interested bidders prior to the bid opening date. Bidders may and will ask questions at pre -bids, but they should be reminded that the Town is not bound by any oral answer given unless it is also submitted to the Procurement Office Department in writing. The Procurement Office will collect all questions until the cut -off date for questions in the IFB or RFP. Collected questions will be distributed by the Procurement and forward them electronically to the project manager and architect for answers to be inserted. Once answered, the Procurement Office will create an addendum and electronically release it to those on the bid list. Addenda will also be posted on our website. Procurements may require more than one addendum. 8. SOLE SOURCE PROCUREMENT "Sole source" procurement is a purchase of supplies or services without advertising or competition. M.G.L. c. 30B, § 7 places strict limitations on sole source procurements. You may make sole source procurements of a supply or service when a reasonable investigation shows that there is only one practicable source for the desired supply or service. Your determination that only one practicable source exists must be made in writing. The essence of the certification is "I have investigated the marketplace and determined there is no benefit to bidding since there is only one vendor that offers what I want." There is much confusion around sole source procurements. A sole source procurement is not valid "because I like working with this company" or "because we always buy from them." You may make a sole source procurement of not more than $50,000 for any supply or service when a reasonable investigation shows that there is only one practicable source. Your determination that only one practicable source exists must be in writing on a Sole Source Request and Declaration Form (Exhibit C). It is your responsibility to certify to the CPO that this is the only company that can provide the supply or service you require. The statute says that "the procurement officer determines in writing," so the CPO is relying on your representation by personally certifying to what it is you have done and what you have concluded. M.G.L. c.30B, §7(a). The Sole Source Request and Declaration Form consists of 3 sections, as follows: 1. Describe the supply /service. the amount and the start and end date for the procurement. For example, if you wish to purchase a $25,000 Bobcat sidewalk plow in November that is the only sidewalk plow small enough to fit many of our sidewalks that are only 20" wide, this would be a one -time purchase in this fiscal year. Your description would be: "Bobcat sidewalk plow with a maximum blade span of 20 ", your amount would be $25,000, your start date would be 11/1/16 151Page TOWN OF READING PROCUREMENT PROCEDURES and your end date 11/30/16. 2. Describe your investigation into whether there is another source for this type of sidewalk plow. Check the internet, catalogs, plow companies you do business with, etc. Your explanation here would be a summary of the scope of your investigation and your determination that Bobcat is the only company reasonably accessible to the TOWN OF READING that manufactures a sidewalk plow with a maximum blade span of 20 ". Include any other information (e.g., that you need a modification to an existing asset that cannot be supplied by anyone but the original vendor) that limits the scope of your investigation. 3. State the reason(s) for your conclusion that the named vendor is the onlxpracticable source. Your conclusion must be supported by a recent (60 days or less) letter from the manufacturer stating that it is the manufacturer and sole distributor of an item, e.g., a 20" sidewalk plow. This letter must be dated, signed and attached to the Declaration form. If the manufacturer cannot provide this letter because the item is sold through other distributors across the country, it is not a sole source. You would then need to find at least two other vendors and solicit quotes or bids. You may make sole source procurements of $50,000 or more for the following: • Education materials • Library books • Software maintenance • Procurements from regulated industry companies (i.e., any utility companies subject to regulation by the Department of Public Utilities) Even though you are allowed to go above $50,000 when making procurements such as these, you must still follow the procedures set forth above. For supplies /services over $50,000 that do not fall into the categories listed above, you must go out to bid, even if you have determined there is only one practicable source. If your product description is too specific, you may have a proprietary specification which is subject to certain rules. M.G.L. c. 30B, § 14. If you think this may be an issue, contact the Procurement Office. 9. PROMPT PAY DISCOUNTS (PPDS) A PPD is a discount a vendor is willing to give in exchange for payment within a specified number of days. We consider PPDs "found money ". When we put out an RFP or IFB, our standard form asks bidders if they offer a PPD. Most vendors do not offer one, but in some instances the winning bidder does. It is a good idea to get acquainted with the companies you deal with that offer PPDs and process their invoices quickly. __ 16IPage TOWN OF READING PROCUREMENT PROCEDURES 10. VENDOR NUMBERS Requisitions are created by departments and submitted to the Procurement Office for approval. A requisition cannot be created without a vendor number. The Finance Department assigns a vendor number based on the department's request and its submission of the vendor's IRS Form W -9. Numbers are assigned to vendors, so that all future procurements from that vendor are done under that vendor number. It is possible that some vendors may have multiple vendor numbers. These may be specific to their location or service /supplies offered. An example of this would be Ricoh. Ricoh has one vendor number for machine purchases and lease payments and a different vendor number for supplies and maintenance agreements. Before submitting a request, please make sure to check in Munis to see if the person or company for which you intend to file a request already has a vendor number. Search by last name for a person, e.g., *GREENBLATT *. If looking for a company, pick the most unique word to search, i.e. Central Ceilings, Inc. would be *CEILINGS *. If you search for a vendor and the exact name comes up and it is unique, i.e. Alexander Bushnell, but it has a different address, check by calling the vendor to see if it has moved. If so, you just need to do an address change. A sample of the most recent W -9 (Exhibit I), is included in these procedures and is available electronically by request to purchasing„,&ci.reading.ma.us. 11. TAX EXEMPT CERTIFICATES There are two types of tax exempt certificates: Form ST -5, Sales Tax Exempt Purchase Certificate and ST -5C, contractors and sub - contractor's Sales Tax Exempt Purchase Certificate. Both are MassDOR forms that certify that the Town is a municipal entity not subject to sales taxes. These certificates are issued by the Finance Department for a vendor or by a department on the vendor's behalf. When a vendor presents our certificate to be used on a Town contract, the merchant cannot charge sales tax. All department requests for tax exempt certificates should include the following information: 1. Name of the company (vendor requesting the certificate) 2. Full address 3. Email address, phone # and fax number 4. Reason for requesting certificate, i.e. blanket order, contract #, purchase order # or even a single item The Finance Department will complete and sign the necessary form and return it to the vendor. We do not give departments blank tax exempt certificates to fill out. If anyone requests an ST -2 (Certificate of Exemption), it will be provided along with the ST -5. 171Page TOWN OF READING PROCUREMENT PROCEDURES 12. REQUISITIONS, PURCHASE ORDERS, AND FUNDING A requisition is a request by a department to purchase a specified supply or service input into Munis. The department head or designated support staff will complete a requisition in Munis. The requisition should have documentation of sound business practice used or the details of the solicitation of quotes, bids or proposals, copy of the contract etc. attached depending on the various types of procurement utilized and the dollar amount. The department head is accountable for the complete appropriation of funds at the time of the requisition entry and the availability of funding. After a requisition is approved, it is converted to a purchase order, which is an instruction to a vendor by a department to provide the approved supply or service. The majority of requisitions are converted to purchase orders within 3 days of the creation of requisition by the department. Purchase orders initiate procurement; they are not used to pay bills. 12.1 ANTICIPATE PURCHASING NEEDS All employees are responsible for anticipating needs and services in a timely manner to allow compliance with all procurement laws. 12.2 IDENTIFY OPPORTUNITIES TO CONSOLIDATE PURCHASES Office furniture - All requests for new or replacement office furniture will be forwarded to the Facilities Department for approval before a purchase is undertaken. The Facilities office will be responsible for maintaining a list of surplus and /or underutilized office furniture within Town government to assure that unnecessary purchases are not made. Computer supplies and equipment - All purchases of computer supplies and computer hardware will be coordinated by the Information Technology (IT) Department in Administrative Services. All requests for these supplies or equipment should be forwarded to this unit before purchases are made by any Town department. The IT Department will maintain a list of surplus equipment. Department heads should also attempt to utilize state or cooperative purchasing through regional and state associations when possible. 12.3 PURCHASE ORDERS Department heads shall be responsible for the control and issuance of all purchase orders in their department. A purchase order must be issued for each purchase of a supply or service. Upon the award of any contract, a requisition should be entered by the Department to encumber the funds necessary to pay the contract. The purchase order number should be provided to the vendor to be referenced on invoices they submit to the Town for payment. If you are using the PO as your contract, the PO must be signed by the vendor and kept on file internally. 181Page TOWN OF READING PROCUREMENT PROCEDURES 12.4 BLANKET PURCHASE ORDERS Blanket purchase orders may be used in order to avoid issuing a large number of town purchase orders to the same vendor(s) for the same commodities. Upon determining that a blanket purchase order is warranted, due to the common supply needs of several town departments, you may solicit quotations or competitive bids from qualified vendors. After reviewing the price quotations for the items to be provided, you can place the order with the responsible vendor offering the lowest unit price for the supply or commodity to be purchased. If more than one item or commodity is to be purchased on a single blanket purchase order, you should award the entire order to the vendor who offers the lowest unit price on the items to be purchased in the largest volumes. 13. CHANGE ORDERS AND INCREASES ON ACTIVE CONTRACTS It often happens that an estimate does not fully anticipate what will actually be needed under a contract. Fortunately, the statutes allow for adjustments to existing contracts. The rules are different for construction contracts under c. 149 or c. 30, §39M and contracts for supplies and services under c. 30B. Changes to construction contracts are called change orders and they can amend the scope of work and contract price by adding or subtracting work at mutually agreed upon prices. However, if the change is an increase to a set unit - priced (per ton, per hour, and so forth) supply or service, only the quantity but not the unit price can be changed. 13.1 INCREASES ON ACTIVE CONTRACTS Changes to c. 30B contracts are called increases, and they can only increase the quantity of the supply or service on the same terms as underlying contract provided that the following four conditions are met: 1. the unit prices remain the same or less; 2. the procurement officer documents in writing that an increase is necessary to fulfill the actual needs of the local jurisdiction and is more economical and practical than awarding another contract; 3. the parties agree to the increase in writing; and 4. the cost of the increase does not exceed 25 percent of the contract price If you have procured multiple items (for example, desks, chairs and file cabinets) under a single office equipment contract, and you need to purchase additional desks, your purchase limit is 25 percent of the total contract price for all of the items purchased, not 25 percent of the total price of the desks purchased under the contract. (Increases and change orders should not be confused with extensions. Extensions are contractual rights to renew a contract term and are specifically provided for in the initial IFB or RFP.) Contracts for the purchase of gasoline, special fuel, oil, road salt and other ice and snow control supplies are not subject to the 25 percent limitation. However, you must meet the first three 191Page TOWN OF READING PROCUREMENT PROCEDURES conditions listed above before purchasing additional supplies under the existing contract. 13.2 CHANGE ORDERS For construction contracts, M.G.L. c.30, §39 states that any change to a construction contract can only be made in a written document signed by a person duly authorized by the Town. Like the Bid Request Form, it must be signed by the Department Head and submitted to the Procurement Office Department. If the certification is proper in form, the Procurement Office will sign the Change Order and so that the originating department can send it to the contractor for their signature. Upon return it is executed by the CPO, the Town Accountant and the Town Manager —in the same manner as the original contract. Under no circumstances is it appropriate for any person acting on his or her own to seek to unilaterally modify a construction contract. Any such attempt to modify is of no legal effect and vendors cannot be paid for work done in reliance on the modification. Other consequences are possible liability to the Town, a surety's refusal to pay under an invalid contract, or a claim against the person by the contractor for misrepresenting his or her authority. 14. PROPRIETARY SPECIFICATIONS Although the construction, supplies and services bid laws are premised on fair and open competition, they do allow the use of so- called "proprietary" specifications under certain circumstances. A proprietary specification either uses a specific brand name or is written so restrictively that only one vendor or manufacturer can supply the desired service or item. For example, the Town may have standard door hardware (which it procured through a bid process) and wants to inventory the same brand hardware for replacements and repairs. Because such specifications use a brand name or are written in a way that only one vendor can bid, they are presumptively anticompetitive and the statutes require a written justification for their use. The written justification is to be available to the public on request. Departments that include proprietary items in their IFBs or RFPs must provide the Procurement Office with a signed, credible written justification for their use prior to the bid release explaining why no other description will suffice. (Remember, competitors and vendors have the right to look at it.) If you have not given the Procurement Office the written justification, your bid release may be delayed. Note that even if you use a proprietary specification, you still have to go out to bid. 15. TOWN CREDIT CARD The Town credit card (P Card) is managed by the Treasury Office. Please contact the Treasury's Office to receive the card and for the procedure regarding its use for town purchases. 16. SURPLUS PROPERTY From time to time, the Town of Reading finds it necessary to dispose of materials, equipment, etc. that are no longer needed or useful. The following procedure outlines the process to be followed in the disposition of surplus items after the originating department has offered the item(s) for repurposing to other departments within the Town of Reading. This procedure applies to all items having resale or salvage value regardless of dollar amount. Please note goods _ _ 201Page rL,� TOWN OF READING PROCUREMENT PROCEDURES owned by the Town are never to be given to individuals. Massachusetts General Laws c30B, § 15 provides for a governmental body to dispose of a tangible supply, no longer useful to the governmental body, but having resale or salvage value. These rules apply to all tangible surplus supplies with a resale or salvage value including motor vehicles, machinery, computer equipment, furniture, and other materials and items. The General Bylaws of the Town of Reading 6.2 Disposal of surplus property outline the procedure of items with an estimated value up to $5,000. The bylaw shall not apply to the disposition of old books, magazines, periodicals, recordings and printed materials in the custody of the Board of Library Trustees. Such disposition may be made at the discretion of the Board of Library Trustees. In order to follow the appropriate steps you must first make a determination of its value. The declared value determines the procedure that must be followed. PROCEDURE: No tangible surplus items owned by the Town of Reading shall be sold or otherwise disposed of except upon the written recommendation of the respective Division Director/ Department Head to the Town Manager. The written recommendation shall include a specific description (as much detail as possible) of the item to be disposed of including relevant make, model number, serial number, vehicle identification number, etc. The written recommendation is also to include justification/reason for the request. The Town Manager shall review the written recommendation and make an initial determination of its merits. Upon the Town Manager's approval, the written recommendation shall be added to a warrant article at the next town meeting or forwarded to the Finance Committee for final review and approval. As a general rule, surplus is approved for sale or disposal at the Town's annual or special town meeting. After the item has been approved for disposition, please submit the "Surplus Property Form ", Exhibit D to the Procurement Office. Sufficient information and photographs should be provided to allow for inspection of a potential buyer of the surplus item. The form gives the Procurement Office the necessary information to offer the item(s) for auction and disposal. The Procurement Office will require the list and photographs of the items to sell a minimum of 30 calendar days prior to the items needing to be removed from your site. This timeframe allows for advertising requirements and the buyer time to make payment and pick the item up. Please note, MGL c30B requires that surplus items above $10,000 in value be advertised at least 14 calendar days prior to the bid opening or auction closing. __ _ 21IPage TOWN OF READING PROCUREMENT PROCEDURES Value over $10,000 The sale of all surplus items with a value above $10,000 shall be conducted by sealed bids or public auction in accordance with MGL c3013. Charitable Donations Surplus items with an estimated net value of $5,000 or less may be disposed of at less than fair market value to any organization that has an IRS tax exempt status by reason of its charitable nature without town meeting approval. Trade -Ins Surplus supplies can be traded in as part of a Chapter 30B bid or proposal process. However, Chapter 30B does not permit trade -ins as part of a quote process unless the value of the supplies is less than $10,000 and your local jurisdiction's written procedures specify that trade -ins are permissible. Our local bylaw states you can trade the item in using a quote process with items that have.value up to $5,000 only. 17. EMPLOYEE REIMBURSEMENTS An employee wishing to purchase a supply or service and request reimbursement must first receive authorization from his or her Department head. The department heads prior approval must be attached to the Expenditure Reimbursement Form. 18. SPECIAL APPROVAL — IT PURCHASES The IT Department must approve all purchases of computers and computer equipment prior to the purchase being made. 19. EMERGENCY PROCUREMENTS` M.G.L. c. 30 B Emergencies may require expedited procurements. If the time required to comply fully with Chapter 30B would endanger the health or safety of people or their property due to an unforeseen emergency, you may procure the needed item or service without complying with all of Chapter 3013's requirements. Even under emergency circumstances, however, you must comply with Chapter 30B to the extent possible. For example, if you do not have time to advertise for two weeks, you can shorten the advertising period; or, if you have no time to advertise, you can solicit quotes. You may procure only those supplies or services necessary to meet the emergency. A local jurisdiction may not artificially create an emergency by postponing normal purchases. If you had reason to know in advance that you needed the supplies or services and you failed to act until the need became critical, you will have difficulty justifying an emergency procurement. 221Page �� "V TOWN OF READING PROCUREMENT PROCEDURES Invoking the emergency procedures in the absence of a genuine emergency could invalidate your contract. For c. 30B procurements, the Procurement Office must maintain a record of each emergency procurement, documenting the basis that an emergency exists, the name of the vendor, and the emergency procurement amount. Notice of the emergency procurement must be published as soon as possible to the Goods and Services Bulletin. To assure these requirements are met, the Procurement Office must receive a copy of a completed and signed Emergency Procurement Data Sheet, and example of which is provided as Exhibit E, before a requisition is approved. M.G.L. c. 149 or M.G.L. c. 30, § 39M For the emergency procurement of construction services under c. 149 or c. 30, §39M, prior written approval of DCAMM is required. Thus, where a road has collapsed or the Town needs to secure a burned or destroyed Town building, and only an immediate repair will protect life and property, the Town must submit a written request explaining the nature of the emergency and what if any steps it will take to get a best value price. DCAMM is both responsive and reasonable in granting waivers as long as the documentation requirements are met. An example letter you may use to request the approval of DCAMM as Exhibit G. 20. CONTRACT ADMINISTRATION A written contract is required by M.G.L. c. 30B, § 17 for any procurement costing more than $10,000. The Town Manager is the only authorized individual to sign contracts on behalf of the Town of Reading. It is the responsibility of the department to provide the Procurement Office with proper specifications for bids or a detailed scope of services setting forth a clear description of goods and services to be procured. The scope of services must be provided before issuing the appropriate procurement document and must be incorporated into the written contract. Be sure to keep records in your project file on the contractor's performance (pictures, examples of poor performance). 20.1 MULTI- YEAR CONTRACTS M.G.L. Chapter 30 B § 12 (b) Unless authorized at town meeting, the Town shall not award a contract for a term exceeding three years, including any renewal, extension, or option. 20.2 PROFESSIONAL SERVICE CONTRACTS In cases where the Town of Reading has engaged the services of a professional service firm, or an individual consultant, for an unspecified level of service, detailed statements of time and expenses shall be rendered to the Town of Reading on a monthly basis. Each statement shall contain the most recent month's detailed charges, and fiscal year -to -date total charges. Invoices for professional services provided under such agreements will not be processed for payment in the absence of detailed time and expense statements. 231Page �WTt) TOWN OF READING PROCUREMENT PROCEDURES 20.3 CONTROL PAYMENTS TO VENDORS Payment to vendors shall not be made: • without a valid purchase order; • under a contract made in violation of these procedures; • for a supply or service rendered prior to the execution of a valid contract; and • in an amount in excess of that authorized by the contract. Ensure all invoices match your contract terms and pricing details. Employees paying invoices must verify that the Town is being charged for materials in accordance with the contract. 20.4 CONTROL CONTRACT EXTENSIONS AND RENEWALS If a contract contains an option for renewal or extension, the exercise of the option shall be at the sole discretion of the Town of Reading and shall not be subject to agreement or acceptance by the vendor. No option shall be exercised unless the department head recommends in writing to the Town Manager, after reasonable investigation of costs and benefits, that the exercise of the option is more advantageous to the Town than alternate means of procuring comparable supplies or services. 21. PROCUREMENT PROCEDURES FOR COMMUNITY PROJECTS The Town not only has procedures for its own procurements, but also has procedures applicable to private persons who receive public funds administered or awarded by the Town. The Town also grants monies to private nonprofits for various community development purposes, mainly to build and operate affordable housing. Funds for these projects come from HUD, Community Preservation Act (CPA) grants, and other sources. When it comes to spending the taxpayer money, no matter how little the amount and regardless of whether or not the money comes from Reading residents, it is important to ensure that the developer to whom the Town has granted funds uses sound business practices. The funding agencies from which Reading receives the money have no specific procurement requirements; HUD requires only that we follow "sound management practices." The Town has decided that it is a sound management practice to require substantially similar processes for grants as it does when spending its own funds. Accordingly, when we undertake a building project or a nonprofit receives funds to renovate a building for affordable housing, the following thresholds apply: up to $10,000, sound business practices; $10,000450,000, solicit at least written 3 quotes; and over $50,000 sealed bids. 22. ENVIRONMENTAL PREFERABLE PRODUCTS 241Page TOWN OF READING PROCUREMENT PROCEDURES The Town encourages environmentally preferable products, i.e., products or services that have fewer negative or more positive effects on human health and the environment when compared with competing products or services that serve the same purpose. The Town encourages bidders to describe, in the space provided on the Bid Form, the environmental attributes of its goods or services throughout the entire life- cycle, including manufacture, use, and disposition. This information may include multiple environmental considerations such as natural resource use, recycled content, energy and water efficiency, greenhouse gas emissions, impact on climate change, packaging, hazardous material use, and health and safety impacts on workers, consumers and the community. If the bidder does not currently assess such attributes, we ask them to please indicate that on the bid form. Bidders are encouraged also to provide information related to steps they take internally to: (a) identify any positive or negative environmental attributes of products or services they offer, as specified above, and (b) insure that those attributes are being addressed as part of operations. Like prompt pay discounts, the Town notes any responses at the bid opening; but, does not take environmental sustainablity information into account when evaluating bid proposals. 23. INVITATION FOR BID (IFB) 1. If the procurement was done as an IFB the bids will be opened publicly by the Procurement Office or designee who shall read aloud the name of the bidder and the amount of the bid. The Procurement Office or designee shall note the bidders who have presented a bid and the amount of the bid. LATE BIDS WILL NOT BE ACCEPTED. 2. After the IFB opening the Procurement Office will type and scan the bid tabulation sheet to the Department Head and upload the bidders list to the town's website. 3. The Department Head or designee will review the lowest bidder's documentation to ensure they are the lowest responsible and responsive bidder. If the lowest bidder is not responsible and or responsive make note of why the vendor is not responsive and /or responsible and proceed to review the next lowest bidder. 4. Once a vendor has been determined, the Department Head or designee will notify the Procurement Office of the winning bidder. 5. The Procurement Office will draft and send a notice of intent -to -award and contracts to the responsive and responsible bidder. 6. Once the vendor has returned the signed contract to the Procurement Office, the Procurement Office shall send the contract for final signatures to the Town Accountant and Town Manager. 251Page TOWN OF READING PROCUREMENT PROCEDURES 7. After the contract is signed by the vendor and Town Manager, the Procurement Office will deliver one original to the department head or designee that originated the procurement, mail one original to the vendor and send the third original to the Finance Office. A fully signed copy of the contract and certificate of insurance liability will be filed in the Procurement Office and on Laserfiche. The Procurement Office will ensure that the vendors insurance is compliant at the time the contract is executed. Please note it is the responsibility of the originating department to ensure throughout the contract term that the insurance is up to date before and while any work commences. 8. All invoices for advertising the IFB will be paid by the requesting department within their appropriate line item. 24. REQUEST FOR PROPOSALS (RFP) 1. If the procurement was handled as a RFP the Procurement Office will receive all proposals. After the RFP deadline has passed the Department Head shall pick up the non - technical proposals from the Procurement Office. 2. The Department Head and or review committee shall review the proposals within two to ten business days. 3. After the Department Head or designee have reviewed the proposals, selected the most advantageous proposer and completed the RFP evaluation all documents shall be returned to the Procurement Office. 4. The Procurement Office will draft and send a Notice of Intent of Award to the most advantageous proposer. 5. The Procurement Office will update the final contract with the details supplied (amount, scope of work, and specifications). 6. Once the vendor has returned the signed contract to the Procurement Office, the Procurement Office shall send the contract for final signatures by the Town Accountant and Town Manager. 7. After the contract is signed by the vendor and Town Manager, the Procurement Office will deliver one original to the department head or designee that originated the procurement, mail one original to the vendor and send the third original to the Finance Office. A fully signed copy of the contract and certificate of insurance liability will be filed in the Procurement Office and on Laserfiche. The Procurement Office will ensure that the vendors insurance is compliant at the time the contract is executed. Please note it is the responsibility of the originating department to ensure throughout the contract term that the insurance is up to date before and while any work commences. 8. All invoices for advertising the RFP will be paid by the requesting department within their appropriate line item. _ __ 26IPage EXHIBIT A QUOTE SUMMARY SIIEET Use this form for the purchase of supplies and services from $10,000 to $50,000. The original of this form, a copy of the contract between Town & Vendor and any supporting pages must be filed with the Procurement Office. SECTION 1: Name: Today's Date: (Quotes requested by) VENDOR AWARDED DATE AWARDED AWARDED AMOUNT SECTION 2: SPECIFICATIONS SENT TO VENDORS - Description of goods or services to be purchased § 7 (Attach additional pages wherever necessary). Be sure to send the same written purchase description to each vendor and include: • quality, performance or experience standards that the vendor must meet; • actual or estimated quantities; • service and warranty terms; • sampling, inspection and test criteria; • delivery terms or performance deadlines. (prices must include delivery and any freight charges) SECTION 3: Please choose one or more of the options below: Written quotations from no fewer than 3 vendors who customarily provide the supply or service were sought Reference number of state contract § 1(c) (e.g. FAC85) You must comply with all the terms written in the state and validate pricing. Some state contracts still require multiple quotes to be sought and additional terms. Please refer to the contracts user guide or contact the Procurement Office if you are unsure of the terms of the contract. Reference number and name of the cooperative supply agreement§ § 1(f) and 22: (e.g. MHEC G02): You must comply with all the terms written in the cooperative contract and validate pricing. Please contact the Procurement Office if you are unsure of the terms of the contract. Sole Source Request (Sole Source Request and Declaration form attached) § 7 Emergency Procurement (Emergency Procurement Data Sheet attached) § 8 SECTION 3: Names and address of all vendors from whom quotes were sought. 1) Name of Vendor Address of Vendor Date Quote Received Did the vendor submit a quote? Yes / No Amount of Quote Explain if Non Responsive (Vendor did not meet quality and or experience requirements) 271 Page �q (Explain on back of form or attach additional pages wherever necessary) 2) Name of Vendor Address of Vendor Date Quote Received Did the vendor submit a quote? Yes / No Amount of Quote Explain if Non Responsive (Vendor did not meet quality and or experience requirements) (Explain on back of form or attach additional pages wherever necessary) I 4) Name of Vendor Address of Vendor Date Quote Received Name of Vendor Address of Vendor Date Quote Received ;14 Did the vendor submit a quote? Yes / No Amount of Quote Did the vendor submit a quote? Yes / No Amount of Quote Explain if Non Responsive (Vendor did not meet quality and or experience requirements) (Explain on back of form or attach additional pages wherever necessary) SECTION 4: Award the contract to the responsible offeror offering the needed quality of the supply or service at the best price. A responsible offeror has the capacity, reliability and integrity to perform the contract. APPROVAL - I certify that I am not aware of any violations of Chapter 268A (ethics issues) regarding this procurement. I am not aware of any potential conflict of interest that I have not already disclosed to the Procurement Officer. Signature - Employee completing this form Signature - Department Head Date Date Keep the following records in your file for 6 years after the last payment on the contract is made: Written contract (All written contracts must be signed by the Town Manager) Names and addresses of all vendors from whom quotes were sought Your written purchase description Name of all vendors submitting quotes (including date of quote and amount 281Page EXHIBIT B BID/RFP /RFQ REQUEST FORM Email the completed Bid Request Form to purchasing @ci.reading.ma.us Previous Bid# Project Manager Description of Project: Estimated Contract Cost: $ Project Title: Anticipated Start Date: Contract Term: Options to renew: Pre -bid Information Meeting Required: Pre -Bid Meeting Date: Phone Email PROJECT INFORMATION End Date: Fiscal Calendar None 1 Year 2 Years Yes No Location: ORG & OBJ #s for Project: ORG & OBJ #'s for Advertising: Grant Funding: Yes No Stimulus Funding: Yes No Could the CONTRACTOR'S employees have unsupervised contact with children, the disabled, or the elderly during the performance of their work under this Contract? Yes No if yes, a CORI and SORI will be required. Special Instructions: What type of contract are you procuring: SUPPLIES and SERVICES M.G.L. c. 30 B (Over $50,000) PUBLIC WORKS (NON BUILDING) CONSTRUCTION (with labor) M.G.L. 30, § 39M Chapter 90 Funding: Yes No if yes, have you followed all of requirements to fulfill their funding requirements Yes No (e.g. Mass Highway Pre - qualification Form Required) Price Adjustment Required: Yes No If yes, circle each: Gas / Diesel / Portland Cement / Liquid Asphalt / Steel Drawings/Plans: Yes No # of Pages BUILDING CONSTRUCTION CONTRACTS M.G.L. 149 Construction/Facility improvements with a cost of $100,000 or more will mandate the implementation of DCAM procedures. DCAM Certified Contractor Required: Yes No Filed Sub Bids: Yes No Drawings/Plans: Yes No # of Pages Category of Work: Trades: ALTERNATES: Yes How many (list in order of priority): Department Head Approval Im Date 291Page �� 3 PROCUREMENT OFFICE USE ONLY Previous Bid No.: New Bid No.: Prevailing Wage Rates Required (yes / no): Bid Bond - Required (yes / no): Payment Bond - Required (yes / no): Performance Bond - Required (yes / no): DATES AND TIMES Release Date: Pre -Bid Meeting Required (yes / no): Mandatory Meeting Required (yes / no): Advertising Required (yes / no): Circle all that apply COMMBUYS Reading Chronicle Bulletin Board Date and Time of Bid /RFP Opening: Opening Location: Notes Website Central Register Goods & Services 301Page Name EXHIBIT C SOLE SOURCE REQUEST and DECLARATION Today's Date: (Person completing this form) VENDOR NAME: ADDRESS: TELEPHONE NO: EMAIL ADDRESS: DOLLAR AMOUNT You may award a sole- source contract of less than $50,000 if a reasonable investigation indicates that there is only one practicable source for the supply or service you are procuring. In this case, you need not seek competitive quotes. Please describe the supplies or services procured: Start Date of Procurement Investigation End Date of Procurement Investigation You may not make a sole - source procurement of $50,000 or more except for the following: 1. Software maintenance, library books and educational materials: You may make noncompetitive purchases in any amount for software maintenance; library books; school textbooks; or educational programs, courses or curricula in any media, including educational software, newspapers, serials, periodicals and audiovisual materials, if you determine in writing, after reasonable investigation, that there is only one practicable source for the items 2. Utilities: You may make noncompetitive purchases of water, gas, electricity, sewer and telephone services in any amount from a regulated industry company if you determine in writing that there is only one practicable source for the services. Please describe the basis and your investigation for your determination that only one practicable source exists: Your determination must be supported by a letter form the vendor dated no more than 60 days from the date confirming that it is the sole source for the supply or service described above. Contracts for energy or energy - related services are exempt from Chapter 3013; however, for the contract to be exempt, within 15 days of contract execution, a governmental body must submit a copy of the energy or energy- related contract and a report of the process used to execute the contract to the Department of Public Utilities, the Department of Energy Resources, and the Office of the Inspector General. M.G.L. c. 3013, § 1(b)(33). APPROVAL - I certify that I am not aware of any violations of Chapter 268A (ethics issues) regarding this procurement. I am not aware of any potential conflict of interest that I have not already disclosed to the Procurement Officer Signature - Employee completing this form Signature - Department Head 311Page s_a,1�73 TOWN OF READING CONTRACTS FOR ENERGY AND ENERGY - RELATED SERVICES CHAPTER 30B COMPLIANCE FORM By letter dated , I have provided a copy of a contract and a report of the process used to execute the contract to each of the following parties in compliance with M.G.L. c. 30B, § I(b)(33): Mark Marini, Secretary Department of Public Utilities One South Station, 2nd Floor Boston, MA 02110 Office of the General Counsel Department of Energy Resources 100 Cambridge Street Suite 1020 Boston, MA 02114 Office of the Inspector General One Ashburton Place Room 1311 Boston, MA 02108 Signature Printed Name Title Name of Contract Date of Contract Execution _ 321Page Date: Dept. Code Org Number: Department Name: Contact Person: Telephone: EXHIBIT D SURPLUS PROPERTY FORM Storage Please include pictures of the items you wish to be auctioned IE -Mail Address: Date item(s) must be removed by: In accordance with the Reading General Bylaw 6.2 Disposal ofsurplus property requires prior authorization for the disposition of excess or surplus property prior to sale or disnogal Date of ATM/STM Approval of Disposition: Article number from the ATM/STM: * A signature is required certifying that all confidential and personal information data has been removed from all Surplus. Signature Title Date Quantity Age Condition Code Original Value* Minimum Acceptable Bid Description EXAMPLE Jpeg No. 1 10 A -5 $20,000 $100 Year Make Model VIN Town Identification # Mileage Description Quantity Age Condition Code Original Value* Minimum Acceptable Bid Please provide this mtormation to the best of your ability 331 Page Description Quantity Age Condition Code Original Value* Minimum Acceptable Bid Please provide this mtormation to the best of your ability. Condition Definitions Code A -1 New or unused property in excellent condition. Ready for use and identical or interchangeable with new items delivered by a manufacturer or normal source of supply. A -2 New or unused property in good condition. Does not quite qualify for A -1 (because slightly shopworn, soiled, or similar), but condition does not impair utility. A -3 New or unused property in fair condition. Soiled, shopworn, rusted, deteriorated, or damaged to the extent that utility is slightly impaired. A -4 Used property, but repaired or renovated. Further repairs or renovation required or expected to be needed in near future. A -5 Used property, not working S - Salvage Personal property that has some value in its basic material content, but which is in such condition that it has no reasonable prospect for use for any purpose as a unit and its repair or rehabilitation for use as a unit is clearly impractical. * Original Value: Actual acquisition cost (original cost) or your best estimate of the acquisition cost. _ __ _ 34IPage EXHIBIT E TOWN OF READING EMERGENCY PROCUREMENT DATA SHEET M.G.L. c. 30B, §8 Date: Requesting Department:: Contractor's or supplier's name: Amount of each contract Supply or service procured: Justification for the need for an emergency [Describe the emergency] procurement: Due to the heavy snows of late January and February 2015, the amount of snow on Town streets and sidewalks poses hazards to drivers and pedestrians on account of poor visibility and the necessity of walking in Town streets. [Solution] The Town will use sound business practices to obtain prices. Department Head Signature Town Manager Signature Date Date The Procurement Office is instructed to submit a notice of this emergency procurement as soon as practicable to the Goods and Services Bulletin. 351Page ��31 EXHIBIT F SUGGESTED VENDORS LIST Please inform the Procurement Office know of any vendors you would like to receive the final IFB/RFP. PROJECT NAME: Company Name: Contact Name: Phone: Fax: Email: Company Name: Contact Name: Phone: Fax: Email: Company Name: Contact Name: Phone: Fax: Email: 361Page EXHIBIT G Division of Capital Asset Management and Maintenance (DCAMM) Emergency Waiver Requests by Public Awarding Authorities IN QUALIFYING EMERGENCY SITUATIONS CERTAIN PUBLIC CONSTRUCTION PROCUREMENT LAWS MAY BE WAIVED UNDER G.L. c. 149, §44(A)(4) OR THE ADVERTISING REQUIREMENTS MAY BE WAIVED UNDER G.L. c. 149, §44(J)(6). UNDER THESE LAWS PUBLIC AWARDING AUTHORITIES SEEKING AN EMERGENCY WAIVER MUST RECEIVE WRITTEN APPROVAL FROM THE DIVISION OF CAPITAL ASSET MANAGEMENT AND MAINTENANCE (DCAMM). PLEASE NOTE: Snow removal work alone does not require an emergency waiver. Just as shoveling snow off sidewalks, mowing lawns, removal of downed trees after storms and cleaning buildings is not considered "maintenance" for purposes of G.L.c. 149 §44A et. seq., removing snow from a roof is not considered the type of "maintenance" work subject to G.L.c. 149. PUBLIC AWARDING AUTHORITIES REQUESTING AN EMERGENCY WAIVER SHOULD: Send an e-mail with Emergency Waiver letter request attached to: emergencywaivers.dcamm @state.ma.us SAMPLE LETTER OFR�yO/ y Town of Reading s3B +IHCORQp4P 16 Lowell Street Reading, MA 01867 -2685 Website: www.readingma.gov Office: (781) 942- Date Carol Gladstone, Commissioner (As of July 2016, Verify director at time of emergency) Division of Capital Asset Management and Maintenance One Ashburton Place, 15th Floor Boston, MA 02108 Attn: Office of the General Counsel Dear Ms. Gladstone, We are seeking a waiver of the bidding requirements of G.L. c. 149, §44A(4), and /or the advertising requirements of G.L. c. 149, §44J(6). Describe the nature of the extreme emergency and how it creates an immediate threat to the health or safety of people or property; State how and when the awarding authority became aware of the emergency situation; 371Page Detail the proposed scope of work necessary to preserve the health or safety of persons or property for which the awarding authority is seeking an emergency waiver — include a statement that the scope of work described is the minimum work necessary to alleviate the emergency. Explain why the time requirements involved in the standard bidding process will not suffice; To the extent a bid solicitation process is possible, explain that process to be used (maximizing competition - minimum 3 competitive prices); if a bid solicitation process is not possible or cannot meet the minimum standard, then explain why. The approximate dollar value of the emergency scope of work; and We acknowledge that the prevailing wage law, bonding requirements and the DCAMM contractor certification requirements (projects over c. 149 building project threshold) apply to this emergency project. Attached are (letters, reports, orders, etc. from expert consultants and local or state officials) in supportive documentation. Sincerely, Title DCAMM will notify us before the end of the next business day whether the request is approved, denied or requires additional information. Please note that when Emergency Waivers are granted, awarding authorities must nevertheless comply with prevailing wage, bonding and DCAMM contractor certification requirements. For more information go to: bp•//www mass gQv/anf/proberty-mgmt- and - construction / info - and - guide- for - municipalities /emergency- waiver -rea es� tsS—bV-public- awardin .html 381Page EXHIBIT H Sample Certificate of Liability Insurance �� �JO EXHIBIT 1 W-9 ,� ►,.M October 2016 Dear Local Official: John W. McCormack State Office Building One Ashburton Place Room 1311 Boston, MA 02108 Tel: (617) 727 -9140 Fax: (617) 723 -2334 The Office of the Inspector General (Office) created the following charts for local officials to use as a quick guide on public procurement procedures that must be followed pursuant to the Massachusetts General Laws. Your local rules may establish stricter or additional requirements that you must follow. Contact your chief procurement officer or legal counsel for advice on your local rules and procurement procedures. The Office updated the charts with changes that are effective November 7, 2016, pursuant to the passage of Chapter 218 of the Acts of 2016, An Act Modernizing Municipal Finance and Government. The charts highlight particular compliance requirements depending on the cost or the nature of your procurement. For example, the charts highlight, where applicable, the requirement for a ten -hour course in construction safety and health approved by the United States Occupational Safety and Health Administration (OSHA). The charts are meant to provide a eg neral overview of the principal public procurement statutes, and ate not a substitute for reviewing the statute or obtaining the advice of legal counsel. The charts include: • M.G.L. c. 149 — BUILDING CONSTRUCTION CONTRACTS • M.G.L. c. 30, § 39M, or M.G.L. c. 30B — PUBLIC WORKS (NON- BUILDING) CONSTRUCTION CONTRACTS (WITH LABOR) • M.G.L. c. 30, § 39M, or M.G.L. c. 30B — CONSTRUCTION MATERIALS PROCUREMENTS (WITHOUT LABOR). • M.G.L. c. 7C, §§ 44 -57 — DESIGN SERVICES FOR PUBLIC BUILDING PROJECTS: Cities, Towns, Regional School Districts and Horace Mann Charter Schools • M.G.L. c. 30B — PROCUREMENT OF SUPPLIES AND SERVICES Any suggestions for the charts or questions concerning Chapter 30B (M.G.L. c. 30B) may be directed to this Office by calling (617) 722 -8838. Questions concerning M.G.L. c. 149, M.G.L. c. 30, § 39M, and M.G.L. c. 7C may be directed to the Office of the Attorney General by calling (617) 963 -2371 or your legal counsel. �wy3 Additional information is available from the following sources: • Prevailing wage rate sheets may be requested online at http://www.mass.gov /lwd /labor- standards /prevailing-wage-pro gram/ or by calling the Department of Labor Standards at (617) 626 -6953. • Central Register advertisements may be submitted to the Secretary of the State's Office online at http: / /www. sec. state. ma. us /spr /sprcentral /infosubmit.htm. The submission deadline is 4:00 p.m. on Thursday for publication the following Wednesday. • Goods and Services Bulletin advertisements may be submitted the Secretary of the State's Office online at http: / /www. sec. state. ma. us/ sprpublicforms /GSSubmissionform.aspx. The submission deadline is 4:00 p.m. on Wednesday for publication the following Monday. • COMMBUYS postings may be completed at www.commbu. s� com. My Office is committed to helping procurement officials comply with the state's procurement laws and make responsible purchasing decisions. Please do not hesitate to contact our Chapter 30B hotline if we can be of further assistance. Thank you. Sincerely, Glenn A. Cunha Inspector General S�y�' October 2016 revision M.G.L. c. 149 —BUILDING CONSTRUC'T'ION CONI'RAC'1'S W Procurement Sound business Use a written scope -of- Sealed bids (using M.G.L. Sealed bids (using M.G.L. c. Solicit statements of Procedure practices (as work statement to solicit c. 30, § 39M). 149, §§ 44A — 44J). qualifications prior to soliciting defined in written responses from no sealed bids (using M.G.L. c. M.G.L. c. 3013, fewer than 3 persons who 149, §§ 44A— 44J). § 2).' customarily perform such work. Notice/Advertising None. Post a notice at least two Post a notice I) in your Post a notice 1) in your Advertise the request for Requirements weeks before responses jurisdiction's office for at least jurisdiction's office for at least qualifications at least two weeks are due on 1) your one week before bids are due; one week before bids are due; before responses are due (1) in a jurisdiction's website; 2) and, at least two weeks before and, at least two weeks before newspaper; (2) in the Central COMMBUYS; 3) in the bids are due, publish 2) in the bids are due, publish 2) in the Register; and (3) on Central Register; and 4) in Central Register; 3) in a Central Register; 3) in a COMMBUYS.' a conspicuous place near newspaper; and 4) on newspaper; and 4) on our office.2 COMMBUYS.3 COMMBUYS.° DCAMM Certification No. No. No. Yes. General bidders if more Yes. General bidders if more than $150,000 and filed sub- than $150,000 and filed sub - bidders if more than $25,000. bidders if more than $25,000. OSHA Training No. Yes. Yes. Yes. Yes. Prequalification No. No. No. Optional.' Yes. Filed Sub -bids No. No. No. Yes, if more than $25,000. Yes, if more than $25,000. Bid Deposit No. No. 5% of the value of the total 5% of the value of the total bid 5% of the value of the total bid bid. or sub -bid. or sub -bid. Payment Bond No. 50% payment bond if 50% payment bond. 100% payment bond. 100% payment bond. contract is >$25,000.' Performance Bond No. No. No. 100% performance bond. 100% performance bond. Prevailing Wage Yes. Yes. Yes. Yes. Yes. Contractor Evaluation I No. I No. I No. Yes. Yes. OSD or Blanket Yes. Yes. No. No. No. Contract O lion ' M.G.L. c. 149, § 44A(2)(A), as amended by Chapter 218 of the Acts of 2016. M.G.L. c. 30B, § 2, defines sound business practices as "ensuring the receipt of favorable prices by periodically soliciting price lists or quotes." 2 M.G.L. c. 149, § 44A(2)(B), as amended by Chapter 218 of the Acts of 2016. s M.G.L. c. 149, § 44J, as amended by Chapter 218 of the Acts of 2016. ° M.G.L. c. 149, § 44J, as amended by Chapter 218 of the Acts of 2016. s The advertising procedures listed pertain only to the request for qualifications. Within 14 days of the completion of the prequalification process, you are required to post a notice in your jurisdiction and on COMMBUYS listing those general contractors and subcontractors that have been prequalified. A copy of the notice must be sent via first class mail, postage pre -paid, to all prequalified general and subcontractors along with an invitation to bid. The invitation to bid must have a deadline of at least two weeks. Although you may only consider bids from those general and subcontractors who have been prequalified, the advertising requirements for building construction contracts over $150,000 apply. ' If you decide to use the optional prequalification process for projects over $150,000, follow the procedures listed in the "Over $10,000,000" column. M.G.L. c. 149, § 29. October 2016 revision M.G.L. c. 30, § 39M, or M.G.L. c. 30B, § 5 — PUBLIC WORKS (NON- BUILDING) CONSTRUCTION CONTRACTS Authorized by M.G.L. c. 30, § 39M(d). a M.G.L. c. 30, § 39M, as amended by Chapter 218 of the Acts of 2016. M.G.L. c. 30B, § 2, defines sound business practices as "ensuring the receipt of favorable prices by periodically soliciting price lists or quotes." s M.G.L. c. 30, § 39M, as amended by Chapter 218 of the Acts of 2016. ° M.G.L. c. 30, § 39M, as amended by Chapter 218 of the Acts of 2016. ' M.G.L. c. 149, § 44J. 6 M.G.L. c. 30B, § 5, and M.G.L. c. 9, § 20A. ' Although M.G.L. c. 30, § 39M, does not mandate a contractor prequalification process, prequalification of bidders by the Massachusetts Department of Transportation is required for contracts of $50,000 or more (1) if the awarding authority receives State Aid funds under M.G.L. c. 90, § 34; or (2) the work is on a state road, regardless of whether the awarding authority receives State Aid funds under M.G.L. c. 90, § 34. 'M.G.L. c. 149, § 29. ' M.G.L. c. 149, § 29. 6W11-6- October 2016 revision M.G.L. c. 30, § 39M, or M.G.L. c. 30B, § 5 — CONSTRUCTION MATERIALS PROCUREMENTS ' Authorized by M.G.L. c. 30, § 39M(d). 2 M.G.L. c. 30, § 39M, as amended by Chapter 218 of the Acts of 2016. M.G.L. c. 30B, § 2, defines sound business practices as "ensuring the receipt of favorable prices by periodically soliciting price lists or quotes." ' M.G.L. c. 30, § 39M, as amended by Chapter 218 of the Acts of 2016. 4 M.G.L. c. 149, § 44J. 'M.G.L. c. 30B, § 5, and M.G.L. c. 9, § 20A. `M.G.L. c. 149, § 29. M.G.L. c. 149, § 29. V7 October 2016 revision M.G.L. c. 7C, §§ 44 -57 — DESIGN SERVICES FOR PUBLIC BUILDING PROJECTS: Cities, Towns, Regional School Districts and Horace Mann Charter Schoolst (1-A'(')/Es(iIIIaICd Desigil Fee Procurement Procedure S 10.000 None. Recommend soliciting qualifications and prices from at least three designers. threshold" must he ulet before (lie designer selection procedure is Qualifications -based selection process. Jurisdiction must either (1) set the design fee; or (2) set a not -to- exceed fee limit and then negotiate the fee with the top - ranked designer within the fee limit. Advertising Required No. Advertise in the Central Register and your local newspaper at least two weeks before the deadline for filing applications. Designer Selection Board' No. No — adopt selection procedure in writing."' Designer Application No. Use "Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction (Updated July 2016)" Designer Evaluation (Submit to DCAMM and Designer Selection Board) No. Yes. See http: / /www.mass. ovg /anflproperty mgmt- and- constructioli/desii- and - construction- of-public -bld sg /designer - selection- process /desi ig ler- selection-proc- and- evals- for - municipalities /dsgnr- eval -frtns- and - info -for- muni Gips- and - pub - agencies. html Registration Yes. Yes. Insurance No. 10% of the total cost of the project or $1 million, whichever is less.° Prevailing Wage No. No. .See The Designer Selection Board's Guidelines for City and Town Building Projects, dated September 2015. ' Executive Departments of the Commonwealth and Commonwealth charter schools are subject to the jurisdiction of the Designer Selection Board when the design fee is $10,000 or more and the construction project is estimated to cost $100,000 or more. 2 Cities, towns, school districts and Horace Mann charter schools are required to adopt their own procedures for selecting designers for building projects. These procedures must conform to the purposes and intent of the designer selection process as outlined in M.G.L. c. 7C, §§ 44 — 57, and noted herein. See this Office's Model Designer Selection Procedures for Municipalities and Other Local Public Agencies, available at http: / /www. mass. aov /ig,/publications /guides- advisories - other- publications /model - designer- selection - procedures - municipalities- and- other - local -publ ic- agencies. html. ' Housing Authorities must follow the procedures established by the Department of Housing and Community Development for the design of state - funded housing. Projects requesting funding from the Massachusetts School Building Authority (MSBA) are subject to MSBA rules. ' M.G.L. c. 7C -, § 51. �'- ,q l October 2016 revision M.G.L. c. 30B — PROCUREMENT OF SUPPLIES AND SERVICES Procurement nd business Use a written purchase description to solicit Sealed bids or proposals (M.G.L. c. 3013, §§ 5 or 6). Procedure rS.,u ctices.' written quotations from no fewer than 3 persons who customarily provide the supply or service., Notice /Advertising None. None. Post a notice 1) in your jurisdiction's-office, and, at least two Requirements weeks before bids or proposals are due, publish 2) in a newspaper, and 3) on COMMBUYS. If the procurement will exceed $100,000, at least two weeks before bids or proposals are due, publish in the Goods and Services Bulletin. Award contract to: Responsible person Responsible person offering the needed Under § 5, the responsible' and responsive° bidder offering the best offering the best quality of supply or service at the lowest price. Under § 6, the most advantageous proposal from a price. price quotation. responsible and responsive proposer taking into consideration rice and non-price proposals. Written Contract No. Keep written Yes. Yes. Required5 records as a best practice. Maximum Contract Term' Three years, unless majority vote authorizes longer. OSD Option Yes. ' M.G.L. c. 30B, § 2, defines sound business practices as "ensuring the receipt of favorable prices by periodically soliciting price lists or quotes." 2 M.G.L. c. 3013, § 4, as amended by Chapter 218 of the Acts of 2016. ' M.G.L. c. 3013, § 2, defines a responsible bidder or offeror as "a person who has the capability to perform fully the contract requirements, and the integrity and reliability which assures good faith performance." ° M.G.L. c. 3013, § 2, defines a responsive bidder or offeror as "a person who has submitted a bid or proposal which conforms in all respects to the invitation for bids or request for proposals." s M.G.L. c. 30B, § 17(a), states "All contracts in the amount of $10,000 or more shall be in writing, and the governmental body shall make no payment for a supply or service rendered prior to the execution of such contract." ' M.G.L. c. 3013, § 12(b), states "Unless authorized by majority vote, a procurement officer shall not award a contract for a term exceeding three years, including any renewal, extension, or option." s�vr Town of Reading 16 Lowell Street Reading, MA 01867 -2685 FAX: (781) 942 -9071 Email: mkraunelis @ci.reading.ma.us MEMORANDUM To: Robert W. LeLacheur, Jr. Town Manager From: Matthew A Kraunelis, Esq. Director of Administrative Services Date: January 31, 2017 Re: Comcast License Renewal Update Administrative Services Department (781) 942 -6611 The Town of Reading's Cable Television License with Comcast of Massachusetts expires on November 23, 2018. As required, the Town has begun the process of renewing this license. The first step in the process is to conduct a community needs assessment. RCTV has expressed an interest in helping with this part of the process. They have hired Sue Buske of the The Buske Group to aid the town in the assessment process. A meeting of community leaders was held on January 26th at the Reading Public Library and an outline of the assessment was discussed. The plan for the needs assessment includes an online survey, focus groups and public workshops. These will take place in the spring and summer. Once the assessment is concluded, the Town will have the community information that it needs to begin the negotiations with Comcast. The negotiations should begin in earnest this fall. In addition to hiring a consultant or attorney to guide the Town through the renewal process, the Town Manager will constitute a working group that will negotiate on behalf of the Town. Members of the working group have not been finalized yet, but may include the Administrative Services Director, Town Business Administrator, Town Technology Director, two members of the Board of Selectmen, a School Department or School Committee representative, and a member of the community at large. I will provide a list of members to the Board of Selectmen once it is finalized. The Town's contract with RCTV also expires on November 23, 2018 and members of the working group will aid in that renewal process as well. 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Town of Reading �.$ b Meeting Minutes Board - Committee - Commission - Council: Board of Selectmen Date: 2017 -01 -24 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Selectmen Meeting Room Session: Open Session Version: Chair John Halsey, Kevin Sexton, Barry Berman, John Arena, Dan Ensminger Members - Not Present: Others Present: Town Manager Bob LeLacheur, Town Accountant Sharon Angstrom, Administrative Assistant Caitlin Saunders, Town Counsel Ray Miyares and Associate Ivria Fried, Bill Brown, Kaitlyn Mercurio, Demetra Tseckares, Meghan Young, James Martin, Gina McCormick, Kate Boyd, Erin Gaffen, Eric Burkhart, Linda Phillips Minutes Respectfully Submitted By: Secretary Barry Berman Topics of Discussion: Reports and Comments Selectmen's Liaison Reports Mr. Berman noted he attended the MMA Conference over the weekend. The local aid numbers were underwhelming but not unexpected. Every town is facing challenges when it comes to economic development but no one town is the same. Mr. Sexton noted he attended the final ZBA hearing for the 40B on Lincoln Street. The ZBA have been working at this project for a year now and he commends them, Town staff and all the residents who came out to give feedback. Mr. Arena has been attending the School Committee meetings and he noted they have been well attended by teachers, students and parents. The schools are taking a hit with this budget and making cuts, the Committee needs to vote on a budget Monday night. Mr. Halsey noted the Selectmen had the pleasure of attending an Eagle Scout award ceremony and presented three awards to young men. He also noted the Health Agent is leaving so we have a temporary replacement. The Board of Health will have a hearing on tobacco regulations soon. Town Manager Report Mr. LeLacheur noted Reading DPW /Water Department was presented with a safety award. Public Comment Kaitlyn Mercurio, Demetra Tseckares, Gina McCormick noted they are human rights activist and working together they have come up with a human rights resolution they would like the Page 1 1 Board of Selectmen Minutes - January 24, 2017 - page 2 Town to adopt. They would like a spot on an upcoming agenda to explain further about why they think Reading needs this. Bill Brown noted he has heard talk about the School Committee asking for another override vote. He wanted to remind the Selectmen that 60% voted no last time and it is simply too soon and unnecessary to ask again right now. Personnel & Appointments Dan Ensminger second by Mr. Arena moved that the Board of Selectmen accept the recommendations of the Volunteer Appointment Subcommittee as follows: • Kevin Briere as an Associate on the Commissioner of Trust Funds with a term expiring June 30, 2017; • Gretchen Latowsky to the Climate Advisory Committee with a term expiring 3une 30, 2018; • George Wetmore to the Council on Aging with a term expiring 3une 30, 2017• • Samantha Couture as an Associate member on the Historical Commission with a term expiring 3une 30, 2017; • Neil Cohen to the RMLD Citizen Advisory Board with a term expiring 3une 30, 2017 The motion passed with a 5 -0 -0 vote. Mr. Berman noted he was impressed with the quality of the folks who stepped up to volunteer. Discussion /Action Items Town Accountant Quarterly Report Town Accountant Sharon Angstrom noted 49% of Revenues have been collected. Vehicle excise taxes go out in January so those will be coming in soon. FY16 books are almost closed out. They are slowly fixing the General funds issue at the schools. There is no overnight fix, it will take some time, but it is going in the right direction now. Continued Hearing - Liquor License Policy Town Counsel Mr. Miyares and his associate Ivria Fried were in attendance to present the changes. The policy adds new definitions from the State. There were some fees the Board needed to decide on for future applications. Our fees are generally in line with our peers. The board conversed about the hours of permitted sale and decided they should look into clubs hours in the future. Mr. Berman second by Mr. Ensminger move that the Board of Selectmen close the hearing on amending Article 3 of the Board of Selectmen Policies. The motion passed with a 5 -0 -0 vote. Mr. Berman second by Mr. Ensminger move that the Board of Selectmen approve the amendments to Article 3 of the Board of Selectmen Policies as presented. The motion passed with a 5 -0 -0 vote. FY18 Budget Discussion Mr. Berman noted it really shook him the cuts and low staffing we have in Public Safety. People do not realize it because you don't see it firsthand like when we you cut teachers or a class. Mr. Arena asked where we can look at fee changes. Mr. Berman asked what FY19 and FY20 look like for Police since we're already not filling positions when someone retires. Mr. LeLacheur noted eventually we will probably have to pull the School Resource Officer. Page 1 2 � � Board of Selectmen Minutes - January 24, 2017 - page 3 Mr. LeLacheur noted we could separate the compost and depot fee to see how much of each is used. Parking fees for downtown has been a topic before. Mr. Halsey noted if we create a fee, he doesn't know if we can use a parking fee to fund a 7th grade language class. All fees go into the general fund and then they get split up. It may be time to explore a trash fee eventually. Mr. Ensminger explained they're may be something new in the air about people approving of a smaller override. Mr. Halsey noted he does not think we are ready to have this conversation quite yet. The School Committee has not even voted on a budget yet, they have only seen one draft. We need to let them do their work, vote a budget and see what happens. Right now this is not our fight. We don't have enough data yet and the School Committee has not even asked us for anything yet. Mr. Berman noted he does not think we are prepared for this discussion tonight, but do think eventually we will be having it. Mr. LeLacheur noted in the past, history shows Reading always fails an override before one passes. The trick is trying to balance the "old Reading" and the "new Reading "; people who just moved here and people who have lived here for their whole life. Mr. Halsey explained he thinks people did not understand what they were going to get with that override. Amy Cole expressed her feelings that the Town has no urgency to help the Schools. Mr. Halsey again explained that the School Committee has NOT submitted their budget yet. The Selectmen can't do anything with no submitted budget. You have only seen one option and no alternatives. We need to wait and see what they come up with and more importantly, what they vote on. Erin Gaffen told the Selectmen they cannot wait and see'. These kids do not get that year back. You have no urgency whatsoever and something needs to be done now. Mr. Halsey explained they are not waiting years they are simply waiting a couple days to see what the School Committee actually votes for a budget. Mr. Arena explained he thinks there's money in the budget they can find to balance it. Another override could fail again. Mr. Halsey conveyed the Selectmen do take this seriously and do agree this is a major issue. They need to let the School Committee do their part first. Amy Cole asked what the danger is in asking for another override and it failing again. Mr. Sexton explained if you fail again, that is not going to look good and you will have to wait even longer to ask again. Mr. Berman noted he needs to see the final budget before he goes any further with this conversation. He also noted people need to stop pinning the schools against the town. Linda Phillips explained there is so much misinformation going around. The school has added more personnel and spent more money than most people are aware of. The budget process for the schools is not what you think. They have money they are not using but asking for more. Page 1 3 �U/3 Board of Selectmen Minutes - January 24, 2017 - page 4 Mr. Halsey explained they have read their budget and that is why they want to see what they come up with. Linda Phillips noted the Schools cannot have it both ways. They can't have every program and a teacher for every 10 kids. We're losing public safety which is just as important. Amy Cole noted she can't believe this is such a big deal and asked the Selectmen why they don't want to help the schools. Mr. Halsey noted the Selectmen did everything they could during the last override process. They can only do so much. It is NOT their budget and they can't tell the School Committee what to do. Mr. Berman, second by Mr. Ensminaer, moved that the Board of Selectmen approve the minutes of December 13, 2016. The motion passed with a 5 -0 -0 vote. Mr. Berman, second by Mr. Ensminger, moved that the Board of Selectmen approve the minutes of January 10, 2017. The motion passed with a 5 -0 -0 vote. Mr. Berman, second by Mr. Arena moved that the Board of Selectmen approve the minutes of January 11, 2017. The motion passed with a 5 -0 -0 vote. Mr. Berman, second by Mr. Ensminger, moved that the Board of Selectmen approve the minutes of January 12, 2017. The motion passed with a 5 -0 -0 vote. Mr.Berman, second by Mr. Arena, move that the Board of Selectmen approve the Executive Session minutes of October 13, 2016 as amended to correct typographical errors. The motion passed with the following roll call vote: Dan Ensminger - yes John Arena - yes Kevin Sextion - yes John Halsey - yes Barry Berman - yes Mr. Berman second by Mr. Arena, moved that the Board of Selectmen adiourn the meeting at 11:14 p.m. The motion passed with a 5 -0 -0 vote. Respectfully submitted, Secretary Page 1 4 i'[C%v Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 12:40 PM To: Schena, Paula Subject: FW: Proposed budget cuts- resident feedback From: IacunniffO)comcast.net [mailto:lacunniff0comcast.net] Sent: Wednesday, January 25, 2017 10:55 AM To: Reading - Selectmen Subject: Proposed budget cuts- resident feedback Good morning I'd like to enter a statement regarding the proposed budget cuts in our town. Please see below. Thank you in advance for taking the time to read my statement and please share this statement accordingly with any colleagues in town government or beyond. Also thank you for the work that you do and service to our town. Sincerely, Elizabeth and Andrew Cunniff 23 Eaton Street To the Reading Board of Selectmen, I greatly appreciate your taking the time to listen to my thoughts and those thoughts of the entire Reading community and I thank you for your service. My name is Elizabeth Cunniff and I represent both myself and my husband Andrew in this commentary. We are 10 year residents of Reading having moved here in 2006 motivated by the strong reputation of the school system. We have two children. One is presently in 2nd grade at Killam elementary and the other will attend kindergarten at Killam this fall. It is clear that our town is in a time of financial hardship and that arriving at a balanced budget will require spending cuts. I'd like to speak to you regarding the fact that multiple of those cuts are targeted to our schools. Targeting cuts to our schools is WRONG. It is financially, morally and ethically WRONG. This town is allowing a new residence (often multifamily residence) to be built on every single free stitch of land available while gleefully and greedily accepting the high tax revenue that goes with this population influx. Meanwhile every high tax paying family that moves into those homes has a child (or children) that need to attend our schools and, like us in 2006, were likely motivated to move to Reading because of those great schools. And now today we stand here discussing pulling money OUT of the schools. That is what we call a system that DOES NOT serve the people. In fact, it is a system that takes advantage of the people and one which is simply taking their money without using it to service their best interests. Where is all of our residential and business tax money going? Can you account for and justify every cent of it? Can you state for each and every penny spent on non - school spending why that was a necessary and balanced choice? C� I am not talking about just slapping the other hand instead and cutting our police and fire departments. Schools, police and fire are the basic services that the taxpaying residents rely upon each and every day. You owe it to the tax payers to have these funded. Why not take a look in other areas, those areas that are less visible or perhaps less frequently needed by our residents. There are two areas I'd like to highlight. First with regard to some town departments, what's going on in the Town Hall, the massive library, or in our massive DPW? Do we need all the individual sub - departments within these? Do they each need their own office that is open and heavily staffed ?? I suggest that these could be down sized and have their staff and resources combined to create efficiencies. Also I suggest greater access to town services via online systems and potentially the house of high school students as interns to staff some areas. Second, I'd like to mention the road, infrastructure and town beautification /recreation projects. Do we need them all? Could some be delayed or put on a 5 -10 year plan? When we hire contractors to do these jobs are we approaching this in a fair and budget -wise manner? What I mean by this is: are we soliciting and reviewing project bids by contractors large and small, local and distant? What we should be doing on each job is hearing many offers and then selecting the best most qualified workers for the job at the best price. Let's make sure we aren't just continuously feeding all these jobs to the same contractors over and over again at a premium price just because they are our "friends ". Of course, if an override vote is approved for the Spring I'd vote yes because I care so deeply about the town, and specifically, its schools. But that is a very temporary solution I am here to today to firmly assert that the money is available in this town TODAY to fully fund the schools and avoid cuts this year and in years going forward. It's just a matter of town leadership getting its priorities straight, cutting the fluff, and putting the daily needs of its people FIRST. Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 12:41 PM To: Schena, Paula Subject: FW: April Override? - - - -- Original Message---- - From: Jen Kane [mailto:ienkane123 @gmail.com] Sent: Wednesday, January 25, 2017 11:13 AM To: Reading - Selectmen Cc: Vincent Kane Subject: April Override? Hello, I've already emailed you all once, but turns out I came up with a little more I'd like to add, so here goes: I am a parent of 3 young children, and I am terribly concerned about the current and future state of the Reading schools. Concerned to the point where my husband and I (who have lived here 10 years and love this town and the friends we've made here) have started seriously discussing whether we will need to move to a different town with a better funded town and school system. If the current problems persist, we will likely end up moving (which breaks my heart), but we want to give our kids every opportunity and are really not planning on paying private school tuition for 3 kids. I know you all are concerned about putting forward an additional overrride and having it fail again, and are looking for explanations as to why the first failed and how /why a second might be more successful. To that end, I wanted to share with you the fact that so many of my fellow friends & parents were just shocked on October 19th to hear the override did not pass. I myself was a bit more involved, and more aware of the potential for failure, but I think a large percentage of the school -aged parent population was pretty oblivious to the fact that so many people might actually vote no. They saw the override as a no- brainer, especially if you're concerned about your property value - a sentiment with which I whole - heartedly agree. Many saw the town was littered with Yes for Reading signs (my house had one!) and saw so few negative signs. I know so many people were completely convinced it would pass. This makes me wonder if some parents (we are very busy people) thought there was no need to take the time to show up and vote, since in their minds, it would easily pass anyway? I am convinced that if a second override were put forward, this time people would be painfully aware of the risks, and we would see a much greater turnout in the 25 -40 age demographic - and that the large majority of them would vote YESH I'm also hopeful that some people who voted No the first time around, and have now seen the true impact of that vote, would change their mind and vote Yes for our town, our schools, our kids. I know it's common for an override vote to fail the first time around, and then pass on a subsequent attempt. PLEASE LET THAT BE IN APRIL M In my opinion, neither the town nor the schools can afford to lose anymore time. I will be at the meeting tonight, and I'm confident you will see a large turnout in support of another vote in April. Thank you, Jen Kane (�L L'/ C> 5 Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 12:42 PM To: Schena, Paula Subject: FW: [Reading MA] Reading schools - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] On Behalf Of kgstroman @gmail.com Sent: Wednesday, January 25, 2017 12:20 PM To: Reading - Selectmen Subject: [Reading MA] Reading schools Hello Board of Selectmen, Karen stroman (kgstroman @gmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http: / /www.readingma.gov /user /475 /edit. Message: I am all for an override but my concern is how the schools are being managed. Maybe there's a bigger issue? Who is leading the teachers and what is the culture? Are we attracting the best teachers? It's not just about funding. It's about the leadership. Can we evaluate from the top down? Thankyou q C- Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 2:28 PM To: Schena, Paula Subject: FW: override From: Alison Evangelista [ mailto: chickadeehilldaycare @verizon.net] Sent: Wednesday, January 25, 2017 2:16 PM To: Reading - Selectmen Subject: override Good afternoon I am writing to let you know that although I voted Yes for the original override, my husband didn't vote (he would've voted No had he voted.) He would absolutely vote yes on a smaller override, and knowing the extent to which this will hurt the schools, he would vote Yes on the original amount if he got the chance. Thank you. Alison Evangelista 49 Bear Hill Rd Reading MA 781 7791098 i- a-Z5 Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 4:33 PM To: Schena, Paula Subject: FW: [Reading MA] Town Override Vote - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] On Behalf Of Eileencurran320 @hotmail.com Sent: Wednesday, January 25, 2017 4:23 PM To: Reading - Selectmen Subject: [Reading MA] Town Override Vote Hello Board of Selectmen, Eileen Pruitt (Eileencurran320 @hotmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http: / /www.readingma.gov /user /475 /edit. Message: Hi, I am a Reading resident and parent of a 6 and 3 year old. We moved to a Reading for the schools. I am extremely concerned about the rejection of the last override. Please do whatever possible to put another override up for a vote this April. Our kids and our town need this. Eileen Pruitt 1 i-1 C Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 5:56 PM To: Schena, Paula Subject: FW: school budget cuts From: sara gardiner [ mailto:felixandwally@)yahoo.com] Sent: Wednesday, January 25, 2017 5:54 PM To: Reading - Selectmen Subject: school budget cuts Hi I'm just a concerned citizen of Reading thanks for listening. love this town and our schools. The teachers stick around for a long time and really care and it shows. I'm concerned that the proposed budget cuts will eventually lead to a failure to attract and retain quality teachers. I am not sure why the vote didn't pass last Fall. From what I can see all around me, the people in this town really care and are willing to make personal sacrifices in order to help our schools. Several people have requested an additional override vote in the Spring and I am writing to place my support behind that idea. Sincerely, Sara Gardiner, 38 John St. parent of two kids at Killam ES 9'� Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 6:03 PM To: Schena, Paula Subject: FW: Override - - - -- Original Message---- - From: Christie Proctor [mailto:lottidottil6 @gmail.comj Sent: Wednesday, January 25, 2017 6:03 PM To: Reading - Selectmen Subject: Override Hello! I have sent an e-mail previously but I have been told it would be helpful to add some useful information. I would vote yes on an override and I did not vote at all for the first override. I have two small children and I drove over to vote but my daughter fell asleep and I didn't get back to vote again. It's a lot of work to lug two small children in to vote for 2 minutes and then have to put them back in the car again! I would have voted yes on the first override. Thank you, Christie Proctor q 6 l ,� Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 11:36 PM To: Schena, Paula Subject: Fwd: [Reading MA] Budgetary Concerns Sent from my iPhone Begin forwarded message: From: <donahue.adamngmail.com> Date: January 25, 2017 at 9:00:51 PM EST To: <selectmenkci.reading ma.us> Subject: [Reading MA] Budgetary Concerns Hello Board of Selectmen, Adam Donahue (donahue.adamAgmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http://www.readingma.gov/user/475/edit. Message: To whom it may concern, As a concerned parent of young children, I am writing to you to express my support of a potential override vote this April. While I understand that the budget cuts being made affect both town operations and the school system, (and that a potential override vote must address the needs of both), I am deeply concerned about the impact of these cuts on my children's education. I was very disappointed to learn not only of possible cuts in staff and increased class sizes, but also that foreign language programs may be scaled back. In my opinion, these cuts and the impact that they will have on the residents of this town are inexcusable. Understanding that the override failed this past fall, I know that the majority of the support came from parents with children in the school system - those would would seemingly be most directly impacted. However, I believe that the override would have gained more support from the wider public if the total figure was more in line with the sum which was actually needed. I also believe it would have gained wider support if the impact on town operations was more broadly known, and it wasn't seen as simply a school issue. My wife and I only moved to Reading within the past 5 years. Knowing at that 1 q � time that children were in our near future, we chose this town for its safety and on the reputation of the schools. Based on the value that both my wife and I place on education and our children's future, I can honestly say that we will consider moving our children and our tax dollars elsewhere. Regards, Adam Donahue 978 - 866 -2878 q 4 -L-- Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 11:36 PM To: Schena, Paula Subject: Fwd: [Reading MAI Override Sent from my iPhone Begin forwarded message: From: <Kmannakhotmail.com> Date: January 25, 2017 at 7: 16:17 PM EST To: <selectmenkci.reading.ma.us> Subject: [Reading MA) Override Hello Board of Selectmen, Kristin Foristall (Kmannaghotmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http://www.readingma.gov/user/475/edit. Message: Dear Board of Selectmen, I live on Summer Ave in Reading with my husband and 3 children - 7, 4, 1. We have been here for 5 years and chose the town for its intimacy, tree lined streets, great school system and sense of community. My daughter attends Barrows and has had a wonderful experience. This past fall my husband and I voted for the override because the cuts that we are now facing are unexceptable. There are reasons why we pay high taxes in the first place and why chose to live here and not other less expensive surrounding towns. The schools being a huge reason. Please know you have our support on another override and will be patient to see what you determine is the best way to get it done. We need to get this done. I will continue to keep abreast of the latest developments and please reach out to the community to let us know what we can do. Thank you, Kristin Foristall 617 - 947 -7561 L& 6- -V, 4e— 13 5 Schena, Paula From: LeLacheur, Bob Sent: Wednesday, January 25, 2017 11:36 PM To: Schena, Paula Subject: Fwd: Timing of an override Sent from my Whone Begin forwarded message: From: Geoffrey Coram <gicoram@,yahoo.com> Date: January 25, 2017 at 11:05:58 PM EST To: <selectmengci.readin .m�a.us> Subject: Timing of an override To Mr. Arena's point: I understand that an April override is soon, and hard to get the information out to everyone. But how do you explain to 300 sixth graders (next year's seventh graders) and 100 seventh graders that, oh, sorry, the town wasn't ready, and you got unlucky this one year, you don't get foreign language? Not to mention firing and then trying to rehire the teachers. Unless you think fin com would release extra free cash for a one -time extension of the time you need to do a fall override. - Geoffrey Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 7:17 AM To: Schena, Paula Subject: Fwd: Budget/ Override? Sent from my Whone Begin forwarded message: From: Stuart May <stuartk66summer.com> Date: January 26, 2017 at 7:05:30 AM EST To: <selectmenkci.reading ma.us> Cc:. Jennifer May <jennifermay_kverizon.net >, Jennifer May < Jennifer e 66summer.com> Subject: Budget / Override? Good morning, In the past town election I did vote `No' on an override as it seemed we were bailing out a legal case linked to the High School. I don't recall this being positioned that we, as a town, would lose 21 teachers, language subjects in middle school, etc. etc. I am very concerned. My 2 daughters (9 and 13) have many years ahead of them in the Reading School system and we decided to settle down here partly due to the quality of the schools. If these cuts go through, we will be lowering the quality of the entire system. My daughters need all the help they can get if they are to be successful. Please.... please... please.... reconsider another solution to all these cuts that seem targeted at our elementary and middle schools? Are there alternate options outside of the school system? After attending recent meetings, I would be open to a smaller override but its purpose needs to be more detailed and implemented with alternate options. Please reconsider - do not let our Reading schools drop in quality (this is a very slippery slope, once you remove services it will be very difficult to recover) that will remove our dedicated teachers and impact our children in preparation for their futures. Thank you. Stuart May 66 Summer Avenue M, f;, 5 Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:54 PM To: Schena, Paula Subject: Fwd: In support of override in April Sent from my iPhone Begin forwarded message: From: Amanda Randall - Capobianco <amrancap76kgmail.com> Date: January 26, 2017 at 10:16:15 AM EST To: <selectmengci.reading ma.us> Subject: In support of override in April To Reading Selectmen, We are in support of an April override ballot to provide funding to town services including schools, police, and firemen. We moved to Reading 10 years ago because of the strength of it's school system. We have a 1 st grader at Joshua Eaton and a 3 yo who will be in the school system shortly. We're upset that the October override didn't pass and would like to see the town try again with a lesser amount this spring. From our home on Gould St. we've watched the town improve immensely in the last 10 years and we want to keep that forward momentum happening in our town services. Please allow the towns people to vote to help our town services receive the funding they need and Reading to continue to be a top notch community for all citizens. Sincerely, Amanda & Tony Capobianco 8 Gould St q L, Ll C v,--? C�5° Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:54 PM To: Schena, Paula Subject: Fwd: I support the smaller override Sent from my iPhone Begin forwarded message: From: "Farris, Lee A" <leeanne@bu.edu> Date: January 26, 2017 at 9:58:15 AM EST To: "selectmen @ci.reading.ma. us" <selectmen @ci. read ing.ma.us> Subject: I support the smaller override To Whom it May Concern, My family moved to Reading in November after weighing many options regarding location and school system. Right now our son is not old enough for public school, but my husband and I both believe in public education and want what is best for not only our son, but all the other children living in Reading. So far the community has been wonderful and we believe we have made the right choice by picking Reading to be our home, please help us continue to believe this by supporting the smaller override to provide our community with the services (fire /police /teachers) it needs to stay on par with our surrounding communities. Best, Lee Farris L/L 3 Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:54 PM To: Schena, Paula Subject: Fwd: Support for April Override Sent from my iPhone Begin forwarded message: From: Christine Curtin <christinemcurtinggmail.com> Date: January 26, 2017 at 10:39:44 AM EST To: <selectmen(a dreading ma.us> Subject: Support for April Override Dear Board Members, I am writing to express my support for an override to help close the town's budget gap. We moved to Reading nearly four years ago after specifically seeking out towns with strong school systems. Our sons currently attend Parker. We have been extremely pleased with both the advancement available to my 8th grader (i.e., taking 7 -8 math last year and algebra this year) and with the support for my 6th grader, who is on a 504 plan. His upstairs team and Dr. Bernazzani, in particular, have been instrumental in easing his transition and aligning to meet his needs. As a Realtor based in Winchester, I can supply ample examples of families taking a serious look at Reading as a more reasonably priced alternative to Winchester and I've always advocated on behalf of our town. If our school systems are not competitive, if they are not giving our children what they need, our property values will reflect this. Thank you for your time. Christine Curtin C is C _5 Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:54 PM To: Schena, Paula Subject: Fwd: In support of new override vote Sent from my Whone Begin forwarded message: From: Kristen Agami <k agaminyahoo.com> Date: January 26, 2017 at 10:48:21 AM EST To: <selectmen@ci.readin .ma.us> Subject: In support of new override vote Reply -To: Kristen Agami <k agami �yahoo.com> Hi, I heard that you need to hear from the public in support of a new override vote. I supported the 1 st override and I would support a vote of for less money. In addition, I know 3 family members that originally voted "no" for the larger override amount that would now vote "yes" for the smaller amount. Thank you. Kristen Agami 0 C Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:54 PM To: Schena, Paula Subject: Fwd: financial forum, override, FY18 Sent from my Whone Begin forwarded message: From: Karen Little <karenalittlekyahoo.com> Date: January 26, 2017 at 11:01:37 AM EST To: "selectmenkci.reading.ma.us" <selectmenkci.reading ma.us> Subject: financial forum, override, FY18 Reply -To: Karen Little <karenalittlegyahoo.com> Dear Selectmen of Reading: I am a relatively new Reading resident, having moved to the community in June 2015. I have a son in first grade at Barrows Elementary, and I have been thrilled with the education he has received thus far. Like many others, I am deeply concerned that if there are teacher layoffs for the upcoming academic year that this will be the start of a slippery slope not only for our children and school community but for the greater community. After watching last night's meeting, I understand that many of you feel similarly. I want to focus this email instead on proactive ways of increasing revenue and preventing teacher layoffs next year. I do not claim to understand the complexities of the Town's government, but would like to put forth some ideas to generate revenue for FY18 if they have not been considered and are allowable under current laws and regulations. Is it allowable to charge a per pupil surcharge (ex $200 for families with one student, $400 for families with two students, etc.) via residential taxes to residents with students in the public school system as a temporary measure (for FY18 only) to prevent teacher layoffs? I haven't crunched the numbers, so I am using $200 per pupil as an example only and a to provide what I would think would be an acceptable number. Meaning, that the money generated would go directly to teacher salaries preventing layoffs? This may give the town the time it needs to prepare for a more successful override in the fall that would hopefully provide funding for FY19 and years to come. Have other ideas been explored to generate income, such as a sugary beverage tax or increasing the tax rate on alcoholic beverages as other supplemental options? If there are no other feasible or creative options for FY18, 1 would be in support of another, smaller override to be voted on this spring. Thank you for your continued support of our town. Sincerely, Karen Little 151 Howard Street Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 1:53 PM To: Schena, Paula Subject: Fwd: Override, please!! Sent from my Whone Begin forwarded message: From: Diane Macari <diane.macarikgmail.com> Date: January 26, 2017 at 1:13:34 PM EST To: <selectmenkci.reading.ma.us> Subject: Override, please!! Hello Town Selectmen, Please add my name and my husband's (TJ Macari) to the growing list of Reading residents who desperately want to do right by our kids (and our property value!) by asking for a spring override!! we clearly need the money! thanks for all your patience during this difficult time! Sincerely, Diane Macari 40 Timberneck Drive /- 16, G5 Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 3:03 PM To: Schena, Paula Subject: FW: Override From: Brianne Cate [mailto:briannecate @gmail.com] Sent: Thursday, January 26, 2017 3:02 PM To: Reading - Selectmen Subject: Override Dear selectmen, I would like to add my voice to the many that are asking for a smaller override vote this spring. I add that my children will be starting kindergarten next fall, and I am concerned about cuts at the schools. I am also committed to staying in reading, but do not want property values to suffer. Thank you, Brianne Cate 72 intervale terrace }.3 Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 4:15 PM To: Schena, Paula Subject: FW: [Reading MA] Prop 2 1/2 Override Discussion - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] On Behalf Of glenn.fiore @comcast.net Sent: Thursday, January 26, 2017 4:08 PM To: Reading - Selectmen Subject: [Reading MA] Prop 2 1/2 Override Discussion Hello Board of Selectmen, Glenn & Gina Fiore (glenn.fiore @comcast.net) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http: / /www.readingma.gov /user /475 /edit. Message: Gentleman, My name is Glenn Fiore and I reside at 32 Mineral Street with my wife Gina and daughter Lauren who recently graduated from RMHS in 2016. Gina and I have lived in Reading since 1994 and we love our neighborhood and the life we lead in Reading. I felt compelled to write you after watching last night's Financial Forum on RCTV. As a resident of almost 23 years I've followed closely how the town manages its finances. A strong school system is the backbone of any community along with our police and fire departments who support public safety. Over the years my wife and I have enthusiastically supported tax initiatives to construct the Parker Middle School, Wood End School, renovate the Barrows School, and build a new high school and police station. These kinds of projects /capital expenditures I define as "needs ". I would not have a problem supporting an override to address today's "needs" except that I still quite angry over the additional tax burden that was levied to renovate and expand the public library. That effort was not a "need" but a "WANT". This project should not have been a priority given the financial challenges the town faces, challenges that should have been known at the time the library project was being considered. Because of this shortsightedness my wife and I will not support any additional override attempts until the tax assessments we incurred to support needs I called out above are retired. The schools benefit all residents whether they have a child in the system or not. A good school system has a direct impact on our property values, a library does not! Unfortunately the town chose to prioritize the library project over long term needs. This is a decision we all now have to live with! ■ C �)7 C)5 Schena, Paula From: Sent: To: Subject: Attachments: Email & attached for the BOS LeLacheur, Bob Thursday, January 26, 2017 4:20 PM Schena, Paula FW: [Reading MA] Feedback regarding budget cuts 2017 - 0125 - reading - fiancial- forum2.doc - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] On Behalf Of lacunniff @comcast.net Sent: Thursday, January 26, 2017 4:17 PM To: Town Manager Subject: [Reading MA] Feedback regarding budget cuts Hello rlelacheur, Elizabeth Cunniff (lacunniff @comcast.net) has sent you a message via your contact form (http: / /www.readingma.gov /user /431 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http: / /www.readingma.gov /user /431 /edit. Message: Good afternoon Mr. LeLacheur I would like to express to you my gratitude for your taking the time to listen to public comment last night at the financial forum. As I am sure you understand the public sentiment for the deep cuts proposed to our school is highly unfavorable. I am attaching here a copy of my own statement which I read aloud in part last night. While I appreciate your rebuttal to each persons suggestions and pleas, I did feel that overall your response conveyed a general lack of openness to new ides and assertions. Many of us were left feeling like you already have your mind made up. It was as if you were saying "it is what it is, welcome to living in Reading. This is our lot in life, we are stuck with this, we've already looked at everything and there is nothing anyone can say to change that." Even when concrete suggestions were made (such as fee increases, etc..) you were largely close- minded minimizing their overall impact as "small potatoes" and appearing unwilling to try. Well we do not accept this. I know this town can do better and look harder at this budget. I implore you to keep trying. I implore you to allow other folks to review the situation too. Such as additional folks from town leadership (such as BOS member, FinCom members etc..) or even independent consultants. Think boldly, adapt to the times, rebuke historic practices that constrain you and leave you saying "this is how we have to do things ". If you do these things we can add up all those "small potatoes" and I guarantee we can lessen the number of school cuts that are needed. Thank you, Elizabeth Cunniff 23 Eaton Street � ri To the leadership of the town of Reading (town manager, Board of Selectmen, and members of the finance committee) I greatly appreciate your taking the time to listen to my thoughts and those thoughts of the entire Reading community and I thank you for your service. My name is Elizabeth Cunniff and I represent both myself and my husband Andrew in this commentary. We are 10 year residents of Reading having moved here in 2006 motivated by the strong reputation of the school system. We have two children. One is presently in 2nd grade at Killam elementary and the other will attend kindergarten at Killam this fall. It is clear that our town is in a time of financial hardship and that arriving at a balanced budget will require spending cuts. I'd like to speak to you regarding the fact that multiple of those cuts are targeted to our schools. Targeting cuts to our schools is WRONG. It is financially, morally and ethically WRONG. This town is allowing a new residence (often multifamily residence) to be built on every single free stitch of land available while gleefully and greedily accepting the high tax revenue that goes with this population influx. Meanwhile every high tax paying family that moves into those homes has a child (or children) that need to attend our schools and, like us in 2006, were likely motivated to move to Reading because of those great schools. And now today we stand here discussing pulling money OUT of the schools. That is what we call a system that DOES NOT serve the people. In fact, it is a system that takes advantage of the people taking their, money while not servicing their best interests. Where is all of our residential and business tax money going? Can you account for and justify every cent of it and share reasoning for each penny that is not given to the schools in favor of funding something else? Also, I am not talking about just slapping the other hand instead and cutting our police and fire departments. Schools, police and fire are the basic services that the taxpaying residents rely on every day. You owe it to the tax payers to have these funded. Why not take a look in other areas, those areas that are less visible and utilized less frequently by residents. First consider some town departments. What's going on in the Town Hall, the massive library, or in our massive DPW? Do we need all the individual sub - departments within these? Do they each need their own office that is open and heavily staffed? I suggest that these could be down sized and have their staff, equipment, and resources combined to create efficiencies. Also I suggest greater access to town services via more modern online systems and potentially the use of high school students as intern staff. Second, I'd like to mention the road, infrastructure and town beautification /recreation projects. Do we need them all? Could some be delayed or put on a 5 -10 year plan? When we hire contractors for jobs are we approaching this in a fair and budget -wise manner? Are we soliciting and reviewing project bids by contractors large and small, local and distant OR are we always going with the same costly crews? What we should be doing on each job is hearing many offers and then selecting the best most qualified workers for the job at the best price not just continuously feeding jobs to the same contractors over and over again at a premium price just because they are our "friends ". Of course, if an override vote is approved for the Spring I'd vote yes because I care so deeply about the town, and specifically, its schools. But that is a very temporary solution I am here to today to firmly assert that the money is available in this town TODAY to fully fund the schools and avoid cuts this year and in years going forward. It's just a matter of town leadership getting its priorities straight, cutting the fluff, and putting the daily needs of its people FIRST. P (3 .5 .Schena, Paula From: LeLacheur, Bob Sent: Sunday, January 29, 2017 8:04 AM To: Schena, Paula Subject: Fwd: Please support smaller override Sent from my iPhone Begin forwarded message: From: Chad William Farris <cfarris ,bu.edu> Date: January 29, 2017 at 7:51:08 AM EST To: <selectmengci.reading ma.us> Subject: Please support smaller override Dear Selectman, I am writing to please ask you to support the smaller override to increase much needed funding the public schools, the fire department, and the police department. We believe these are absolutely vital parts of the community where any cuts can make significant negative impacts. My wife and I and our three and a half year old son recently purchased a house in Reading, because we really liked the town and found the schools to be of high quality. Both my wife and I went to public school and we are strong believers in the public school system. We were both really looking forward to sending our son to Reading Public Schools, but we are starting to become very worried about the future of the Reading Public Schools with the current cuts they are facing and the seeming lack of community support to provide the much needed funding for the schools. While our son is still another year away from starting public school in Reading we are worried about what the current cuts mean for opportunities for him. We are already starting to think about having to send him to private school or even considering selling and moving out of Reading if conditions don't improve. We are also concerned with the bigger message that the community is sending to everyone by not supporting the recent override. It suggests to me that the community is saying Public Schools, Police and the Fire Department are not priorities to us and we are not willing to spend a little more money to provide them the needed financial support. This is seriously concerning to me and I think it will start having far reaching negative influences on the community if you start losing young families like ours due to these issues. Additionally, if this lack of community support leads to an exodus of young families it is likely to negatively impact the remainder of the community by leading to declining value of houses and real estate, which would be a major concern for me if I was in Reading and did not have children. Reading is a wonderful town and we are happy to be here. We just want to make sure that Reading continues moving forward and continues to support important public services including public schools, the fire department, and the police department. Unfortunately, the community's lack of support for the recent override suggests they may not value these important public services. We really hope that a successfully smaller override could turn this around and demonstrate some support for these important public services and demonstrate that we are all willing to support our community. Sincerely, Chad Farris U2' Schena, Paula From: LeLacheur, Bob Sent: Saturday, January 28, 2017 7:38 AM To: Schena, Paula Subject: Fwd: Override support Sent from my iPhone Begin forwarded message: From: Geoffrey Coram <gjcorarn@yahoo.com> Date: January 28, 2017 at 7:23:27 AM EST To: Reading - Selectmen <selectmenkci.reading.ma.us> Cc: Chuck Robinson < Charles .robinsongreading.kl2.ma.us >, Jeanne Borawski < jeanne .borawski(a�reading.kl2.ma.us >, Elaine Webb <eaine.webbgreading.kl2.ma.us >, "gary.nihannreading.kl2.ma.us" <gary.nihangreading.kl2.ma.us >, Linda Snow Dockser <ldockser@verizon.net>, " nick .boivin(a_,reading.kl2.ma.us" <nick.boivinkreading.kl2.ma.us> Subject: Override support Reply -To: Geoffrey Coram <gjcoram@yahoo.com> Dear Selectmen: I am troubled by Mr. Ensminger's post on social media, claiming that the school committee voted not to work with the selectmen on an override. I was at the financial forum on Wednesday night, and I heard two things clearly: 1) Mr. Halsey asked the SC to clearly identify what voters would get for their money with an override 2) Mr. Arena said that April might be too soon I then attended the school committee meeting Thursday night. The SC made it clear that they simply could not accept the "decimation" of the middle school program. I believe they did the only thing they could, given the two points above: they clearly specified their top priority for what they would do with extra money, and they provided a method to fund it, since the selectmen are not sure the override will happen in time for next year. Certainly, if the selectmen (and FinCom) believe that free cash is not the correct way to fund that extra need, the selectmen may choose to put an override on the ballot for April. The SC cannot put an override on the ballot, but Mr. Robinson explained that any town official may ask for free cash. I would prefer to see the override placed on the ballot, since that will happen sooner than Town Meeting, which will ultimately be voting on the proposed use of free cash. I also think that the override would give us the chance to restore more of the $900,000 in services that were not restored. But I cannot fault the school committee for refusing to approve a "recommended" budget that destroys the very system they are charged to maintain. 0 Regards, Geoffrey Coram Ridge Rd. qvv Schena, Paula From: LeLacheur, Bob Sent: Friday, January 27, 2017 10:10 AM To: Schena, Paula Subject: FW: Reading SC decision re: Free Cash and April Override From: Marianne Downing [ mailto :mariannedowning @comcast.net] Sent: Friday, January 27, 2017 9:50 AM To: Reading - Selectmen; Town Manager Subject: Reading SC decision re: Free Cash and April Override Dear Board of Selectmen: As you all know by now, the School Committee took a vote to approve an unbalanced budget. It is not clear to me that they explicitly asked you for an override in April as part of this vote. It is not clear to me that they remembered they need to ask you for an override in April (or an override in the future some time), e.g. the fall. Or is their sending you the unbalanced budget the way of saying : here is our budget, you need to balance it, where the balancing can be (a) getting it from free cash, or (b) having an override to find the money or (c) some combination (e.g., free cash for one time like science curriculum)? I may not have the process ordered correctly. I am very much torn in two directions on this, but my bottom line is that I do support the Board of Selectmen seeking an April override or fall override as the only permanent way to fix this issue. Whether the override is in April or the Fall is probably your decision as a Board. But Chuck's measure to use free cash appears to be a creative and reasonably thought out way to not create a chaos in middle school programming while we wait for either override. But it cannot be the only solution. And it might not pass town meeting. Also, my deepest worry is that some low attention voters in this town will think the free cash solved the problem and that "they" (town government) can keep "finding" money to solve the problem in coming years, and thus will forget the override need come fall. I would note that, after the financial forum, I spoke briefly with two prior "no" voters on the override, older voters who had spoken at the forum that night, who said they could support a "modest" override of 2 mil to cover health care cost increases. I know that is not enough but that is progress! But maybe somewhere between 2 mil and 7.5 mil lies the acceptable number to the majority of voters (and I would guess it is more somewhere between 2 and 5 mil). I trust your judgement in what you think is the best time for this override. My feeling is April. Thanks, Best Regards mA/76/t?m !V nwwly Home Phone: 781 - 944 -3447 Mobile: 508 - 265 -4214 Home Address: 13 Heather Drive Reading MA '!�- C55 Schena, Paula From: Sent: To: Subject: Sent from my iPhone Begin forwarded message: LeLacheur, Bob Friday, January 27, 2017 8:08 AM Schena, Paula Fwd: I support an override From: Alyssa <scaparotti.a(a�gmail.com> Date: January 27, 2017 at 7:43:20 AM EST To: <selectmenkci.reading.ma.us> Subject: I support an override I am writing to let you know that I support having another vote for an override this spring. I would vote yes for a smaller override amount. Thank you, Alyssa Scaparotti 10 Middlesex Ave Sent from my iPhone Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 9:35 PM To: Schena, Paula Subject: Fwd`. Override Support Sent from my iPhone Begin forwarded message: From: Joseph White <joemwhitejrna,gmail.com> Date: January 26, 2017 at 9:33:39 PM EST To: <selectmengci.readin .ma.us> Subject: Override Support Hi, I would like to express my support for a new override proposal. Thanks, Joe White 67 Summer Ave Schena, Paula From: LeLacheur, Bob Sent: Thursday, January 26, 2017 7:01 PM To: Schena, Paula Subject: Fwd: [Reading MAl Override Sent from my iPhone Begin forwarded message: From: <allysonbosleykgmail.com> Date: January 26, 2017 at 6:47:39 PM EST To: <selectmengei.reading.ma.us> Subject: [Reading MA] Override Hello Board of Selectmen, Ally Bosley (allysonbosleyggmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http://www.readingma.gov/user/475/edit. Message: To the Board of Selectman, I attended last night's meeting and found it very helpful and informative. My family and I sincerely appreciate all your efforts in putting together the override for vote in October, and your work on determining the best route for moving forward. We voted yes in October and would like to echo others in urging you to move forward with a new override for vote in April. We moved to Reading two years ago, have young children, and feel our community would be at a huge loss without this chance to pass another override and avoid damage to our school system, as well as other services, and property values. We truly feel that our community will come together to pass a new override. Thank you again, Ally Bosley and Kristian Bodek (Mineral Street) /�/' � � z) , ��' TO: ANY WHO WANT TAX INCREASES (OVERRIDE) 1011 JAM 30 M 10: 14 YOU WANT TO HEAR FROM THOSE ON THE NO SIDE? THEN READ COMMENTS BELOW: • DON'T MAKE THE SAME MISTAKE AGAIN - IT WON'T PASS • 60% THE VOTERS HAVE ALREADY SPOKEN -NO OVERRIDE • THE ANSWER IS NO TO AN OVERRIDE NO MATTER WHAT THE AMOUNT • GO BACK TO THE SCHOOL BUDGET AND BALANCE IT WITHOUT ANOTHER TAX BURDEN • YOU NEED TO EARN BACK TRUST OF VOTERS • MISMANAGEMENT BY THE SCHOOL DEPT AT FAULT (6 MILLION $) • DISRESPECTFUL TO THWART THE WILL OF 60% VOTING N O • ARROGANT TO ASK FOR AN OVERRIDE SO SOON - LISTEN TO THE VOTERS • SCHOOL ENROLLMENT DECLINES EACH YEAR • NO NEED TO GIVE 3 -4% TEACHER RAISES FOR WORKING HALF A YEAR • RESIDENTS OF ALL AGES HURTING • WATER, ELECTRIC, REAL ESTATE TAXES ALWAYS RISING - NO RELIEF • VOTERS CAN'T ATTEND YOUR MEETINGS - TOO BUSY WORKING 2 TO 3 JOBS • DON'T YOU GET IT? • NO MORE TAX INCREASES - PAY ATTENTION TO 60% OF THE NO VOTE • DON'T WASTE TOWN FUNDS ON AN OVERRIDE • SILENT MAJORITY WILL TURN OUT TO VOTE NO SILENT MAJORITY COMMITTEE VS. TAX OVERRIDE c yj' /C 60. Schena, Paula From: LeLacheur, Bob Sent: Monday, January 30, 2017 11:19 AM To: Schena, Paula Subject: FW: YES for override! From: Suzanne Polizzi [ mailto:suzanne.polizzi gmail.com] Sent: Monday, January 30, 2017 10:58 AM To: Reading - Selectmen Subject: YES for override! Dear Selectmen, I voted YES for the override and will vote YES, again! Me and my husband moved here 3 years for the excellent school system in Reading. We now have a 4 year old and 1 year old. We are are devastated, nervous and scared as to how much the school system has declined in this town and how quickly since we moved here. At this rate, we are very hesitant to send our kids to school in this town. Without an override, we will most likely move to another town. I also know of several other families in this same situation. I hope that that town will offer another vote for the override! Thank you, Suzanne Polizzi Newell 32 Prescott Street, Reading 6t z' /C j-C) Schena, Paula From: LeLacheur; Bob Sent: Monday, January 30, 2017 6:09 PM To: Schena, Paula Subject: FW: [Reading MA] Override From: vtsdmailer@vt-s.net [vtsdmailer @vt- s.net] on behalf of dwcory @gmail.com [dwcory@gmail.com] Sent: Monday, January 30, 2017 5:48 PM To: Town Manager Subject: [Reading MA] Override Hello delacheur, David Cory (dwcory @gmail.com) has sent you a message via your contact form (http: / /www.readingma.gov /user /431 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at http: / /www.readingma.gov /user /431 /edit. Message: Hi Mr. LeLacheur, I wanted to express my opinion to you that the town should propose another override for the budget, and sooner rather than later. The cuts taking place in the schools are terrible, and I believe will set us back considerably. Historically, it seems that an override in Reading never passes the first time, but rather on the second attempt. So let's get that second attempt started! Thanks. David Cory 16 Mt. Vernon St. P 1 -/ C, t3 0 Schena, Paula From: LeLacheur, Bob Sent: Tuesday, January 31, 2017 7:31 AM To: Schena, Paula Subject: Fwd: Override Sent from my iPhone Begin forwarded message: From: Liz Oliphant <lizoliphantl2ggmail.com> Date: January 31, 2017 at 5:59:09 AM EST To: <selectmennci.readin .ma.us> Subject: Override My husband and I did not vote on the override on 10/18 and would now like to vote "YES" on a smaller amount. Sent from my iPhone 61 dJ c_J/�0S Schena, Paula From: LeLacheur, Bob Sent: Tuesday, January 31, 2017 4:30 PM To: Schena, Paula Subject: FW: The percent of residents with schoolchildren From: Tom Grant [totommit @gmail.com] Sent: Tuesday, January 31, 2017 4:05 PM To: Reading - Selectmen Subject: The percent of residents with schoolchildren Dear Selectmen, Thank you for the hard work you have been doing this budgeting cycle. I recognize that it is not easy and I appreciate the amount of listening you are doing and open meetings you are having. One data point I have heard cited a lot, and has made me wonder, is related to the number of residents with children in the school system. I keep hearing something to the effect of "only 83% of residents have children in the schools." This sounds too high. I'm not sure where that number came from, but this might be it - in the presentation linked below (slide 14), Dr. Doherty states that 17.4% of our town's population is enrolled in public schools. So I think the correct statement is "83% of residents are not enrolled in the town's public schools." http: / /www.readingma.gov/ sites /readingma/files /pages /20150616_ community listening meetings O.pdf A post on Facebook by Marianne McLaughlin Downing spurred me to check on the census website. According to the 2010 census there were 8,894 households in Reading, of which 3,261 had children under the age of 18 (36.6% of total households). There were 2,431 households that had children aged 6 to 17 (27.3% of total households). So perhaps a more accurate statement might be "In 2010, 73% of households did not have a school -aged child ". One might speculate that that number has fallen over the past six years as the households with children under 6 enter the school system. However, I am not sure if enrollment numbers bear this out. I hope this can clarify a statement that is causing a little bit of confusion among some residents. Sincerely, Tom Grant 15 Lothrop Rd tgrantgsloan.mit.edu 617 - 816 -9527 https://www.linkedin.com/in/granttom z-r C, /, -0 Schena, Paula From: LeLacheur, Bob Sent: Wednesday, February 01, 2017 7:28 AM To: Schena, Paula Subject: Fwd: Override Election Sent from my iPhone Begin forwarded message: From: Maria Selvitellli <mscirpoa�,yahoo.com> Date: January 31, 2017 at 11:16:35 PM EST To: <selectmengci.readin .m�a.us> Subject: Override Election Dear Reading Town Selectman, With regret, I wanted to express that I did not vote at the Reading Town override special election. Had I been able to get to the polls, I would have voted YES to the override. And I will do so if there is another election. I believe my husband was not able to make it to the polls as well, and like wise would vote yes. I hope that this in part will help with the knowledge that if there is a possibility of another special override election, you have two additional votes for a "yes" to an override. As Town Selectman, I hope you keep our children's education (and safety) first and foremost in your decisions. Thank you for your consideration. Kind regards, Maria Selvitelli Reading resident q�y /- / 6 /J/, 6,S Schena, Paula From: Sent: To: Subject: Sent from my iPhone Begin forwarded message: LeLacheur, Bob Tuesday, January 31, 2017 7:34 PM Schena, Paula Fwd: Future override From: Melissa Henri <melissa.henrikgmail.com> Date: January 31, 2017 at 7:32:18 PM EST To: < selectmen ,ci.reading ma.us> Subject: Future override To all selectmen: My husband, in -laws, and I would all vote in favor of any future override to support the schools and town. That would make 4 certain votes in favor of the additional funding. We will support you in whatever amount (up to the original amount proposed in October) and timing you determine appropriate, but we would definitely like to see it offered up for vote again as soon as you think the town and voters will be ready for it. Thank you for your hard work on behalf of our town and our children. Sincerely, Melissa Henri r L1(-1 6D S Schena, Paula From: LeLacheur, Bob Sent: Tuesday, January 31, 2017 7:17 PM To: Schena, Paula Subject: FW: Override From: Jennifer M. Corwin [mailto:jennifermcorwin @ icioud.com] Sent: Tuesday, January 31, 2017 6:48 PM To: Reading - Selectmen Subject: Override I am writing to lend my support to a potential override vote in April. If put on the ballot, I would vote yes to an additional override in support of our town! Sincerely, Jennifer Corwin 26 Boswell Road Hof Jill M. Reddish Senior Staff Consultant — ROS TV January 31, 2017 Town Manager's Office Reading Town Hall 16 Lowell Street Reading, MA 01867 Subject: Annual Complaint Filing Dear Town Manager, Llc aUs i Verizon Communications Inc. 125 High Street Oliver Tower, FL 7 Boston, MA 02110 617- 342 -0558 Jill.m.reddish @verizon.com Pursuant to M.G.L. c. 166A, § 10, Verizon New England, Inc. ( "Verizon New England ") is required to file with the Department of Telecommunications and Cable and Issuing Authorities an annual report on complaints received regarding our FiOS TV service. The report reflects complaints received by Verizon during the previous year ending December 31. The Department of Telecommunications and Cable has adopted Form 500 as the prescribed form for complying with this annual reporting requirement. Please find attached Verizon New England's 2016 Form 500 for the Town of Reading. Should you or your staff have any questions, please contact me at 617- 342 -0558. Verizon New England appreciates the opportunity to conduct business in your community, and we look forward to a long and rewarding relationship. Sincerely, Jill M. Reddish Senior Staff Consultant — FiOS TV cc: Reading Telecommunications and Technology Advisory Committee O C) O 10 C14 04 E 0 W 0 CF d N Z 0 u 0 C co o 0 LO C) ti 00 E 0 T ru 0 tC 0= 0 m w A V 'A A w O A low aAb i IIINiul ,O p "U 0 00 H u Ono O 0 E 0 U iTL L a. 1 O CL CD L L V V+ 40 LO E L O U. 0 N O C Q f0 a c E w U O C Z m N Na, LO > @ 6 O LO w w � m ° °00 0 _ O Cl) co A ULc.mA'' d ca c Og v Na OS ei (L US m P N d' U) L s m N 3 � o V i.L Z 0 N M n I r i i i r N r i i i e i N N N N N N N N N N N N N 1Z (O a b 7 s n