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 Thursday, August 29, 2024 8:30 AM MAYOR'S CONFERENCE ROOM Board of Estimate & Contract Special Meeting Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 Call to Order: At 8:50 AM by Chairwoman Mayor Shawyn Patterson-Howard Roll Call: Roll Call and reading of agenda items administered by City Clerk Tanesia M. Walters. Clerk Walters read the noticed aloud which was published in the Journal News. PRESENT Mayor Shawyn Patterson-Howard, President Cathlin Gleason, and Comptroller Darren Morton ABSENT None OTHERS: Mayor Shawyn Patterson-Howard (virtual within city limits), Council President Caitlin Gleason, City Clerk Tanesia M. Walters, Deputy City Clerk Nicole J. Bonilla,Comptroller Darren Morton, Commissioner Damani Bush, City Engineer Curtis Woods ADMINISTRATION OF THE AGENDA OPENING OF RFQ / BIDS FOR DEPARTMENT OF PUBLIC WORKS Clerk Walters read the bid notice dates aloud. (Department of Public Works: TMP -836 Release for Qualification (RFQ) - for the Engagement of Services of an Environmental/Sustainability-Focu sed Consultant) Attachments: Department of Public Works - Request for Qualification (R Engagement of Service of an Environmental Sustainability- Consultant.pdf Clerk Walters read the bid notice. Corporation Counsel Johnson opened three (3) RFQ submissions from: Aquent - Boston, MA Kim Lundgren Associates, Inc. (KLA) - Boston, MA Green Westchester - New Rochelle, NY Comptroller Morton - No bid deposit required? Corporation Counsel - Correct. Page 1 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 (Department of Public Works: An TMP -838 ordinance authorizing the Advertisement for Bids for Various Public Works Construction Equipment Rentals) Attachments: Department of Public Works - Authorizing the Advertisem for Various Public Works Construction Equipment Rentals Clerk Walters read the bid notice. Corporation Counsel Johnson opened the first submission Zonzini Pipeline Services - New Rochelle, NY. There are various pricing schedules, there are no collective bid amount, no summary sheet, just a pricing list. Comptroller Morton - $100 bid deposit? Corporation Counsel Johnson - I do not immediately see it, not saying it is not there. Corporation Counsel Johnson opened the second submission, Fred A. Cook, Jr. Inc. - Montrose, NY. They do have a bid bond consistent with the nature of the bid. There are various pricing for the equipment rentals, the Commissioner will be evaluating these and they will be kept on file in the Clerk's Office. Comptroller Morton - Construction equipment? City Engineer Woods - This is for various trucks, hoses, etc. This is how we evaluate how each piece of equipment is used along with the labor. Corporation Counsel Johnson - That will be included in the evaluation. Comptroller Morton - Once evaluated, they will come back to Council and BOE. Page 2 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 (Department of Public Works: An TMP -837 ordinance authorizing the Department of Public Safety to advertise for "Resurfacing of Various Streets in the City of Mount Vernon, New York – 2024”) Attachments: Department of Public Works - Authorizing DPW to Advert for Resurfacing of Various Streets.pdf Clerk Walters read the bid notice aloud. Corporation Counsel Johnson - Opened the 1st submission Montesano Brothers Inc - New Rochelle, NY, bid bond is there on top. $4,427,810.50 Corporation Counsel Johnson - Opened the 2nd submission Petrillo Contracting Inc. - Mount Vernon, NY, bid bond is there on top. $2,910,750.00 Corporation Counsel Johnson - Opened the 3rd submission ELQ Industries Inc. - New Rochelle, NY, bid bond is there on top. $3,919,147.40 Corporation Counsel Johnson - Opened the 4th submission RFC Industries LLC - White Plains, NY, bid bond is there. $3,551,700.00 Corporation Counsel Johnson - That concludes the bid opening or resurfacing. When the Commissioners are not reviewing, they will be kept on file. RESOLUTION APPROVING ORDINANCE (HELD ITEM FROM BOARD OF ESTIMATE'S AUGUST 20, 2024 MEETING) Page 3 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 (Resolution approving Ordinance 1. TMP -850 No. 21 authorizing the renewal of the Accounting Consultancy with Ms. Cynthia Owens for the Board of Water Supply) Attachments: Resolution (held from August 20 2024 meeting) approving No. 21 (attached).pdf Moved: Council President Gleason, Seconded: Comptroller Morton On the question: Comptroller Morton - Civil service asked for it to be held? Response: Clerk Walters - Civil service had a conversation with Commissioner Spruill and the Chief of Staff. Civil service expressed their reservation with the contract date. Commissioner Spruill gave a detailed explanation at the council meeting and the council was ok with his explanation. Civil service want an expiration date of 2025 and Commissioner Spruill has it for 2026, with the explanation, is that if the job is completed before expiration date, the contract will be concluded. Audit is expected to start in October, it is too short of a time frame for it to end March 2025, giving room for the contract. Comptroller Morton - Did we get something in writing from civil service? They sent an email in writing asking for us to hold it? Clerk Walters -They did not send a document, they still have an issue and wants it to be held. Comptroller Morton- Concern or just authority? Clerk Walters - If it does, it was not explained in the email. I was told they had a conversation with Commissioner Spruill and the Chief of Staff, and their main concern was the expiration date. Corporation Counsel Johnson - It was expressed to me verbally, they wanted to see contract and was meeting with the water commissioner. Clerk Walters - After the meeting they wanted the date changed. Corporation Counsel Johnson - did they get the agreement? Mayor Patterson-Howard - They saw it and still have issues. This is someone to help us with our audits. This person will help us with the audits and help us collect delinquent fees. I do not have any information that this violates civil service law, it is a preference with the time frame. Seems the concern is 6 months versus 18 months, that language is in the referral letter. Comptroller Morton - My concern, got a civil service that Page 4 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 writes an email to us to hold it, we do not know why at last meeting? I have nothing in writing about their concern or issue with the date. I had a conversation with civil service about what was happening here. Concerning the contract, the person was doing accounting work, concern was a violation for a civil service position. I did not know a consultant agreement would have to go through civil service. I recommended to civil service that all the commissioners with consultants take their contracts to civil service. On record, we need clarification from civil service to spell out what the steps are related to consultancy agreements with dept heads to see if they need to review if it does not interfere with a civil service position. Clerk - I requested civil service to send a detail email as to why they wanted it to be held. Their sentiment was that there was a meeting, they do not believe Johnson - Although you approve this, does not have to be signed with those dates, I will request a meeting with water and civil service to see that we have a meeting of the minds. Council President Gleason - There have been times when things have been approved and changes have been made, does it go back? Corporation Counsel Johnson - Minor changes have been made, no need to go back. Lesser time, no need to go back, greater time, I would send it back. approved Aye: Mayor Patterson-Howard, and President Gleason Nay: Comptroller Morton Absent: None AMENDED SALARY RESOLUTION (Amended Salary Resolution) 2. TMP -847 Attachments: Amendment of Salary Resolution No. 37.pdf Moved: Council President Gleason, Seconded: Comptroller Morton On the question: Clerk Walters - This is a resolution for the position of Director of Neighborhood Safety and Engagement, the only change is to include that this is a grant funded positions under the URA. Response: none approved Page 5 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 Aye: Mayor Patterson-Howard, President Gleason, and Comptroller Morton Nay: None Absent: None AUTHORIZATION OF PARTIAL PAYMENTS Motion to take items # 3 and 4 as a block vote. Moved: Council President Gleason, Seconded: Comptroller Morton take items as block vote Aye: Mayor Patterson-Howard, President Gleason, and Comptroller Morton Nay: None Absent: None () 3. TMP -845 () 4. TMP -851 Attachments: NWM - Partial Payment #6 (Rehabilitation).pdf approved approved the Consent Agenda Aye: Mayor Patterson-Howard, President Gleason, and Comptroller Morton Nay: None Absent: None Agenda was concluded at 9:22 AM Page 6 of 7 Board of Estimate & Contract Special Meeting Meeting Minutes August 29, 2024 Chairwoman Patterson-Howard asked if there was new business: Mayor Patterson-Howard - Stop n Shop has chosen to move out of Mount Vernon and they have their own lease with the property owner, Stop n Shop was asked to meet with them, they did not take full advantage of those that support from the city. They secured their own tenant to take over their lease at that location. The tenant is Food Bazaar. We would like a grocery store that is top tier. Food Bazaar takes pride in being in under-served communities. That area is not under-served. We think that we could find a vendor with better produce. We are not in the position to stop the lease transfer. I’m tired of people assuming that Mount Vernon only deserves poor and low-cost options. We can have bargain to premier. I want to get that out on public record. We heard the voices of our citizens that they are not happy with this new tenant to give our residents the variety they deserve. We will work with Food bazaar and the master lease holder. Corporation Counsel Johnson - Is that other location closing? Mayor Patterson-Howard- No, the plan is that Mount Vernon will have 2 Food Bazaar locations. Mayor asked for a motion to adjourn. Moved: Council President Gleason, Seconded: Comptroller Morton On the question: none Response: none approved Aye: Mayor Patterson-Howard, President Gleason, and Comptroller Morton Nay: None Absent: None There being no further business, the meeting was adjourned at 9:26 AM Page 7 of 7