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CEMETERY\Crematory Retort Repair and Rebuild—Matthews Group—Sole Source Vendor—12-21-2020
RESOLUTION AUTHORIZING REPAIRS TO CREMATION EQUIPMENT
AT PINE VIEW CEMETERY BY
MATTHEWS ENVIRONMENTAL SOLUTIONS
RESOLUTION NO.: ,2020
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Town of Queensbury's Cemetery Superintendent and Town Cemetery
Commission have requested that the Town Board authorize certain necessary repairs to the
cremation equipment at the Pine View Cemetery by Matthews Environmental Solutions(Matthews)
as a single source vendor,and
WHEREAS, the cost of the repairs is $8,541 as set forth in Matthews' November 17, 2020
letter-proposal presented at this meeting, and
WHEREAS, as this proposal does not include freight charges, the Cemetery Superintendent
has requested authorization for an additional amount up to$2,000 to cover the freight charges, and
WHEREAS, Matthews has performed annual Power Pak Cremator inspections, is accepted
by the New York State Department of Environmental Services as meeting statutory requirements
regarding inspections, and is the manufacturer of these Cremators, possessing proprietary
engineering drawings and specifications for such equipment, and for these reasons, the Town Board
wishes to declare Matthews as a sole source provider related to these repairs, and
WHEREAS, this will ensure that the Town's retorts will continue to operate in a safe and
r
efficient manner while continuing to meet DEC's regulatory requirements, and
WHEREAS, the Town will adhere to all New York State Law bidding requirements,
NOW, THEREFORE, BE IT
RESOLVED, that for the reasons outlined above, in these circumstances the Queensbury
Town Board hereby waives its requirement under the Town of Queensbury's Purchasing Policy for
two (2) written quotes,and
BE IT FURTHER,
RESOLVED, that the Town Board hereby authorizes and directs the repairs to the
cremation equipment at the Pine View Cemetery and the engagement of Matthews Environmental
Solutions (Matthews) for the amount of$8,541 as set forth in Matthews' November 17, 2020 letter-
proposal substantially in the form presented at this meeting, to be paid from Equipment Repairs
Account No.: 002-8810-4800-8811, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes an additional amount up to $2,000 to
cover freight charges related to this repair project, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget Officer
to take all actions necessary to amend the 2020 Town Budget and transfer $10,541 from the
Cemetery Department's Undesignated, Unappropriated Fund Balance to Equipment Repairs
Account No.: 002-8810-4800-8811 and take any other actions necessary to provide for the repair
project, and
2
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
execute Matthews' November 17, 2020 letter-proposal in substantially the form presented at this
meeting as well as any other needed documentation, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor,
Cemetery Superintendent and/or Town Budget Officer to take such other and further actions as may
be necessary to effectuate the terms of this Resolution.
Duly adopted this 2 1"day of December, 2021,by the following vote:
AYES
NOES
ABSENT:
3
Matthews,
ENVIRONMENTAL SOLUTIONS
November 17,2020
Connie Goedert
Pine View Cemetery
21 Quaker Rd.
Queensbury,NY 12804
Dear Ms.Goedert,
Thank you for the opportunity to service and inspect your cremation equipment.As a follow up to our recent visit,areas of
needed repair were noted on the SPP during the inspection performed by our technician,Bob Bew.
We propose to send one technician and the necessary materials to your location to perform the following services:
• Remove the cremation chamber floor and replace it with a high temperature tastable refractory floor.With the
cremation chamber floor removed we will remove and replace the support wall.
• Remove and replace the hearth air Belimo.
At the completion of the repairs,our technician will review the curing instructions necessary for a repair of this type.
The cost to provide the above described repairs, labor for one technician,materials, rental of additional equipment,travel
and subsistence is quoted at$8541.00 and are subject to applicable state and local taxes. The quoted price does not include
freight charges they will be billed separately.
Insurance Disclaimer:
inA R f.ZezD i b -Ab,?
For every work order, Matthews Cremation carries a$1,000,000 disability and$2,000,000 liability coverage for our certified
technicians and client security.In using anyone other than Matthews to perform this critical service, make certain any/all
vendors supply proof of insurance before they set foot in your crematory.Failure to carry both disability and liability insurance
places your company and employees at risk, completely liable for damages.Work performed on Matthews's equipment
outside of our employee's voids any/all warranties.
We will ship the necessary materials to your location. You will be responsible for receiving,off-loading and placing them in a
dry area close to the crematory. This will require either a forklift or front-end loader to remove the palletized materials from
your local delivery service. In addition, it will be necessary that you provide a dumpster to haul away the old refractory
material.Please acknowledge this by initialing here
wl:atl1.
hev Ernirimrn5nlai Solutions
2045 Sprint Boulevard I Apopka,Florida 32703
O:407-886-5533 1 F:407-886-5990 1 www.matthewsenvironmentafsofutions.com
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FVI Matthews- Pine View Cemetery Repair Proposal
LUJ ENVIRONMENTAL SOLUTIONS November 17,2020
It will be necessary that you provide a helper(capable of lifting 100lbs.)for our technician the entire time he is on the job site.
Please acknowledge this by initialing here
Please note that pouring castable refractories(cremation chamber floorand/or roof)requires the materials and ambient room
temperature to be at least 607.The materials must be stored at this minimum temperature at least 48 hours prior to use.I t
may be necessary for you to rent a heater to comply with this requirement.Please acknowledge this by initialing here
All of our repair work is covered under warranty for a period of 90 days against defects in materials and workmanship,f.o.b.
Orlando,FL.Prices quoted are subject to applicable state and local sales taxes as well as import taxes and duty fees that may
be assessed on materials, and are valid for a period of 90 days from the date of the contract, after which time prevailing
prices will apply.
To guard against shortages due to damaged materials in transit, we will send at our cost more material than is actually
required to perform the repair work.Please note that we will not credit your account for any remaining materials or issue
any future credit for future repair jobs.Should this be the case,it is your option to store any remaining materials for future
use or to have our technician dispose of them prior to leaving your facility.Please acknowledge this byinitialing here
Conditions of payment will be net thirty(30) days from completion of work. Unpaid balances beyond thirty days will be
subject to a 1%:%per/month penalty.Please acknowledge this by initialing here
It is very important that your unit be cool before we perform any type of repairs. Please make sure that you do not operate
your unit 48 hours before the arrival of our technician.Please acknowledge this by Initialing here
1 sincerely appreciate the opportunity to work with you on these repairs and look forward to receiving your authorization to
proceed.If at any time you have any questions regarding this information,please do not hesitate to contact me on our toll-
free number,1-800-327-2831.
Upon acceptance of this quote/contract, please sign and date in the area provided below and fax a copy to me at my fax
number below.I will the forward the work order to Service for scheduling purposes.Please feel free to contact Solomon Sklon
or Rick Closson at 800-327-2831 number with questions regarding scheduling.Be sure to send the deposit(if required)to the
Apopka office to my attention to ensure proper credit is applied to your account;our address is shown on the first page of
this quote.
Sincerely,
iZut1�JY..o�rca.s
Richard B.Thomas
Matthews Environmental Solutions
Northeast U.S.and Australasia Sales Representative
T:800-327-2831 ext.206-6176
F:412-315-3009
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V 1 ENVIRONMENTAL SOLUTIONS November 17,2020
Accepted By: Date:
Repairs to SPP as indicated:$8541.00 plus freight charges and applicable taxes
Contact Name for Scheduling:
Email:
Office Phone: Cell Phone:
Shipping Address for Materials:
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2045 Sprint Boulevard i Apopka,Florida 32703
O:407-886.5533 1 F:407-886-5990 1 www.matthewsenvironmentalsolutions.com Page 3 of 3