Hartford has decided to accept a bid from Dalrymple Company, Inc., for $29,379.85 to install a new fuel control system for the town.
The decision was made during a Hartford Town Board meeting on Oct. 13 and is contingent upon the bid still being valid. The price of the bid is subject to change after 30 days.
The board received two bids for the work, the other coming from Northeast Petroleum Technologies Inc.
“Both bidders were for the same system,” said town supervisor Dana Haff. “The PetroVend 100 is also referred to as PV100.”
The PV100 is a stand-alone, pedestal-mounted fuel control system that controls up to four hoses for small or mid-sized unattended fleet-fueling sites. The system is a “turnkey system” and the Dalrymple bid includes 20 chipset keys, while the Northeast Petroleum bid included 25.
There was a $10,602.15 difference between the two bids, and Haff said that both bids were for the same work, and Haff said that each additional key costs only $10.
“The difference between the two bids does not really account for the roughly $10,000 difference in the bids for basically the same product,” he said.
Using the turnkey system allows the town to have a key for each vehicle. Haff said that this is useful because there is an agreement between the town and the Hartford Volunteer Fire Company that allows the fire company to access the pump whenever they need it.
“This way we also know exactly how much the fire company uses so that we can invoice them for the fuel,” he said.
There was discussion among members of the board and Joel Carpenter, CPA, to figure out where the money to pay for the bid will come from.
Haff pointed out that there is a NYCLASS bank account which holds $22,802.28. He suggested using up that money to help pay for the bid.
“We’ve never really used this money for any kind of economic development. It’s sitting there. This is quite an expensive thing that we need to find money to build it with,” he said.
Even with using the money from that account in its entirety the board would still be $6,577.57 short, but Haff mentioned that with the additional work that the town is going to put into the project the actual cost could be over $30,000.
Carpenter said that the additional money would have to come out of the general fund because it is not an equipment expense.
“I’m thinking we may have $1,000 to $2,000 available,” Carpenter said, referring to money that would come from the state retirement system account. “There may be $2,000 there that we can grab.”
That still left about $6,000 to cover the bid, which Carpenter said should come from the town’s contingency fund.
The board agreed to hold off on moving the money around in the budget until they received the bill for the project.
“I like the idea of at least waiting one more month, so I have it in writing,” Carpenter said.
He and Haff agreed that when the money is moved it will go into the town’s highway garage contractual expense fund.
The board also voted to adopt the 2021 preliminary budget as the official budget for 2021.
Haff opened up a public hearing for anyone to speak up about the budget, but there were no members of the public in attendance.