Board of Estimate & Contract

City of Mount Vernon, New York 1 ROOSEVELT SQ. RM. 104 CITY HALL, MOUNT VERNON, NEW YORK 10550 & VIA FACEBOOK.COM/MOUNTVERNONNY Meeting Minutes Tuesday, July 16, 2024 4:00 PM MAYOR'S CONFERENCE ROOM - 1st FLOOR Board of Estimate & Contract Board of Estimate & Contract Meeting Minutes July 16, 2024 Call to Order: At 4:10 PM by Chairwoman Mayor Shawyn Patterson-Howard ADMINISTRATION OF THE AGENDA Invitation for Bid (Formal) Opening - ADA Accessible Elevator Clerk Walters read the bid into record. ADA Accessible Elevator at Memorial Field, 431 Garden Avenue Mount Vernon, New York 10553. Notice of the bid was placed in the Journal News and on bidnet.com. Publication date of May 24, 2024 with a closing date of July 8, 2024. Procurement Manager Keith Eversley, stated that two companies attended the site visit held on Wednesday, July 29th and expected those two companies to submit a bid, however, no submissions had been received by the closing date. Mayor Patterson-Howard requested that the mail room be checked and report back, she also stated that this is an important project that has to get done, especially since there is adequate funding for the project. Roll Call: Roll Call and reading of agenda items administered by City Clerk Tanesia M. Walters. Noticed in the Journal News. Clerk Walters requested to take item #13 as Commissioner Holder is present and has a prior engagement to attend to shortly. All members agreed. PRESENT Mayor Shawyn Patterson-Howard, Comptroller Darren Morton, and President Cathlin Gleason ABSENT None OTHERS: City Clerk, Tanesia M. Walters; Deputy City Clerk; Nicole J. Bonilla; Condell Hamilton, Assistant Comptroller; Johan Powelll, Deputy Corporation Counsel; Patrick Holder, Commissioner; Damani Bush, Commissioner; Hediye Mamak, First Deputy Commissioner; Keith Eversley, Purchasing Agent HELD ITEM FROM JULY 8, 2024 BOARD OF ESTIMATE SPECIAL MEETING Page 1 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 (Revision of Current Contract with 13. TMP -723 Labella to include Building Safety Inspection) Attachments: Memorandum Concerning Proposed Labella Contract.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton- Is this the item that came back? Response: Commissioner Holder -Replied with yes. Further explained the issues that were aroused at the last meeting. Explained, the time and cost benefit of hiring a third-party company to conduct the inspections versus hiring staff and starting the lengthy training for them to become certified. Explained, that this assignment will go out for bid in September, while this contract will expire in December. Mayor Patterson-Howard - Explained that inspections have not been done in over seventeen years and that these inspections are for public safety and landlord accountability. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None RESOLUTIONS APPROVING ORDINANCES () 1. TMP -656 Code: LPW Attachments: Crown Waterproofing 2024.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton -Why is this retroactive? Response: Clerk Walters - This was initially passed by the City Council last year and was held at BOE due to a wrong budget code/line. Mayor Patterson-Howard- Explained that the city is delinquent in payment. Commissioner Bush- Explained that the request was initially an emergency and that he received three quotes. approved Page 2 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Permission granted by the board to take item # 12 after item #1. () 12. TMP -734 Code: PSC Attachments: DOCUMENTDIGITALIZATION.pdf Mt Vernon C Phase 1 BF proposal 5-30-24.pdf Mt Vernon C Phase 2 BF proposal 5-30-24.pdf Mt Vernon C Phase 3 BF proposal 5-30-24.pdf Mt Vernon C Phase 4 BF proposal 5-30-24.pdf Mt Vernon C Phase 5 BF proposal 5-30-24.pdf Mt Vernon C Phase 6 BF proposal 5-30-24.pdf Mount_Vernon Building Department Phase 1 11-23-22_REVISED_nd_JAapp_5.28.24.pdf Mount_Vernon Building Department Phase 4_REVISED_nd_JAapp_5.28.24.pdf NYSID Cover Letter Mount Vernon Building Dept Phase 1 2024.docx Mount_Vernon Building Department Phase 2_REVISED_nd_JAapp_5.28.24.pdf Mount_Vernon Building Department Phase 5_REVISED_nd_JAapp_5.28.24.pdf Mount_Vernon Building Department Phase 3_REVISED_nd_JAapp_5.28.24.pdf Mount_Vernon Building Department Phase 1 11-23-22_REVISED_nd_JAapp_5.28.24.pdf Mount Vernon NY Sole Supplier Letter 5.2024.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard - Laserfiche? Response: First Deputy Commissioner Mamak - Yes, this project will be so that the public can easily access their documents and send quickly via email. Assistant Comptroller Hamilton - the project will be ARPA funded. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 3 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 () 2. TMP -692 Code: LPW Attachments: Resurfacing of Various Streets in the City of Mount Vernon Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Council President Gleason-This is the final payment from the last bid. Is there a new bid? Response: Commissioner Bush- Yes, the new bid is currently out now on bidnet.com and the city's website. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 3. -TMP -693 Code: LPW Attachments: Bridge Project Referral.pdf Bridge Project Resolution.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton-What is the pricing? Response: Commissioner Bush-The grant amount is $4.5 million from Bridge NY, the city is required to match 5%, hence the $50,000. Council President Gleason -On the record, voted "nay" and wanted to apologize, it was a mistake. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 4 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 () 4. TMP -698 Code: PSC Attachments: SecureWatch Referral Letter Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: Mayor Patterson-Howard - These tablets are rugged, they have built in internet access and will be used in the field, in police cars, so they can do all the paperwork onsite. This will avoid them having to come back to PD. Funding is available for the purchase. This purchase also satisfies a mandate from United States Department of Justice for mobile tracking in the field in real time. Commissioner Morton requested a complete layout of the entire investment in public safety and PD over the last few years. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 5. TMP -699 Code: PSC Attachments: ARPA Funds Transfer Referral Letter Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 5 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 () 6. TMP -708 Code: HR Attachments: ncp leg letter.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: Mayor Patterson-Howard - This partnership is to invest in our parks. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 7. TMP -711 Code: LPW Attachments: City Council HVAC Replacement-Declared Emergency.pd Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: Council President Gleason-Thank you to everyone involved in making Councilmember Browne's idea to move the meeting to the Memorial Room happen. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 6 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 () 8. TMP -714 Code: LPW Attachments: Arcadis - Amendment #3.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard- Is this going out for bid? Response: Commissioner Bush-We are currently working with a company to help conduct the bid for engineering services for the sewer rehabilitation system project. Mayor Patterson-Howard-To build a workforce in Mount Vernon and to continue to do maintenenance on our sewer systems, the company awarded the project needs to have staff and training for Mount Vernon residents. Every $1 million creates sixteen livable wage jobs. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 9. TMP -719 Code: LPW Attachments: Transfer of Funds for S,. Fulton Bridge BIN 2225220.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Mayor Patterson-Howard -Is this part of the fifty? Response: Deputy Comptroller Hamilton- Yes, this is to transfer the fifty. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None Page 7 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 () 10. TMP -710 Code: LPW Attachments: Various Public Works Construction Equipment Rentals.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Council President Gleason-Equipment rentals and something else? Response: Commissioner Bush-it should be equipment rentals and construction equipment included together. approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None () 11. TMP -733 Code: LPW Attachments: NYCOM Fall Training.pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Commissioner Morton-what is the focus of this training? Response: Council President Gleason-I made a recommendation and send an email because it would benefit the Comptroller's office. Commissioner Morton-I received the email, this conference is more for mayors and finance. Will abstain because I do not have all the details. approved Aye: Mayor Patterson-Howard, and President Gleason Nay: None Absent: None Abstain: Comptroller Morton SETTLEMENTS Motion to take items 14 - 18 as a block vote. Moved: Council President Gleason, Seconded: Commissioner Morton take items as block vote Page 8 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None (Settlement of Claim - Griffith, 14. TMP -741 Scott ($100.00)) Attachments: Resolution settling the claim - Griffith Scott ($100.00).pdf Settlement of Claim - Griffith Scott ($100.00).pdf Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved (Settlement of Claim - Elvin Jones 15. TMP -737 ($200.00)) Attachments: Settlement of Claim - Elvin Jones ($200.00).pdf Resolution - Settling the claim of Elvin Jones ($200.00).pd approved (Settlement of Claim - Wakefield 16. TMP -743 Paint Fair, Inc. ($940.03)) Attachments: Settlement of claim - Wakefield Paint Fair Inc. ($940.03).p Resolution - settling the claim of Wakefield Paint Fair Inc. ($940.03).pdf approved (Settlement of Claim -Derrick 17. TMP -736 Hunt ($1,000.00)) Attachments: Resolution - Settling the claim of Derrick Hunt ($1,000.00) Settlement of Claim - Derrick Hunt ($1000.00).pdf approved (Settlement of Claim - Jaramillo, 18. TMP -742 Angie ($2,926.00)) Attachments: Settlement of claim - Jaramillo Angie ($2,926.00).pdf Resolution settling the claim of claim - Jaramillo Angie ($2 Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved the Consent Agenda Page 9 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None SALARY RESOLUTIONS Motion to take items 19 & 20 as a block vote. Moved: Council President Gleason, Seconded: Commissioner Morton take items as block vote Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None (Salary Resolution: Building Clerk19. TMP -745 (Building Department)) Attachments: Salary Resolution - Building Clerk (Department of Buildin adopted (Salary Resolution: All Positions 20. TMP -747 (Department of Finance, Account Clerk I)) Attachments: Salary Resolution - All Positions (Department of Finance A Clerk I).pdf adopted Moved: Council President Gleason, Seconded: Commissioner Morton On the question: none Response: none approved the Consent Agenda Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None ACCEPTING A PROPOSAL Page 10 of 11 Board of Estimate & Contract Meeting Minutes July 16, 2024 (Request to Accept the Proposal of 21. TMP -746 Gallagher Bassett as the Third-Party Administrator for the City's Legal Claims) Attachments: Request to Accept Proposal of Gallagher Basset as the Thir Administrator for the City's Legal Claims.pdf Resolution - Accepting the Proposal of Gallagher Bassett_. Moved: Council President Gleason, Seconded: Commissioner Morton On the question: Council President Gleason-(question directed to corporation council) What is the process Response: Mayor Patterson-Howard-The RFP goes out, then we can enter into the contract,t hen it goes back to the city council for approval. Commissioner Morton-then it goes back to BOE, because of the way the referral letter and legislation is written. Council President Gleason-The prior contract expires on the 31st, our next meeting is in August. Mayor Patterson-Howard-A special meeting might be required. approved Agenda was concluded at 5:18 PM Chairwoman Patterson-Howard asked if there was new business: Mayor Patterson-Howard-Work is progressing on the Fulton and 3rd Ave bridge. Motion to adjourn. Moved: Council President Gleason, Seconded: Mayor Patterson-Howard On the question: none Response: none approved Aye: Mayor Patterson-Howard, Comptroller Morton, and President Gleason Nay: None Absent: None There being no other further business, the meeting was adjourned at 5:52 PM. Nicole Bonilla, MBA Deputy City Clerk Page 11 of 11