City Council

OFFICE OF CITY CLERK SCHENECTADY, NEW YORK AGENDA FOR THE COUNCIL CAUCUS AND THE CITY COUNCIL MEETING Monday, April 28, 2025 Room 209 7:00 p.m. ORIGINAL CONSIDERATION 01 Council Member A RESOLUTION Authorizing the Mayor to Sign the Collective Bargaining Agreement (CBA) (2025-2028) between the City of Schenectady and the Civil Service Employee’s Association (CSEA) City of Schenectady Unit Number 8501- 00 of Schenectady County Local Number 886 Votes Required 4 ORIGINAL CONSIDERATION 02 Council Member A RESOLUTION Amending and Adopting the City of Schenectady's Procurement Policy Votes Required 4 ORIGINAL CONSIDERATION 03 Council Member A RESOLUTION Authorizing the Settlement of a Claim by Vivian Akhelumele Votes Required 4 ORIGINAL CONSIDERATION 04 Council Member A RESOLUTION Authorizing a Settlement of a Claim by Robet P. Fopeano Votes Required 4 ORIGINAL CONSIDERATION 05 Council Member A RESOLUTION Authorizing a Settlement of a Claim by Felix Cardona Votes Required 4 1 Thursday, April 24, 2025 Page 1 of 2  Monday, April 28, 2025 Room 209 7:00 p.m. ORIGINAL CONSIDERATION 06 Council Member A RESOLUTION Authorizing a Settlement of a Claim by David Ping Votes Required 4 CONTRACT & SUPPLY 07 Council Member A RESOLUTION Accepting the Bid and Contract for "Mohawk Harbor Overlook and Multi-Use Path" to Carver Construction, Inc. in the Amount of $298,174.00 Votes Required 4 2 Thursday, April 24, 2025 Page 2 of 2  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Authorizing the Mayor to Sign the Collective Bargaining Agreement (CBA) (2025- 2028) between the City of Schenectady and the Civil Service Employee’s Association (CSEA) City of Schenectady Unit Number 8501-00 of Schenectady County Local Number 886. WHEREAS, the City Council previously authorized a Collective Bargaining Agreement (CBA) between the City of Schenectady and the Civil Service Employee’s Association (CSEA), City of T Schenectady Unit Number 8501-00 of Schenectady County Local Number 886 the which expired on December 31, 2024; and WHEREAS, the parties have negotiated the terms of a four-year CBA for the period January 1, AF 2025, through December 31, 2028; and WHEREAS, the terms of the 2025-2028 CBA were memorialized in a Memorandum of Agreement, a copy of which is attached to this resolution and incorporated herein; and WHEREAS, the Memorandum of Agreement has been reviewed by the City Council; and R WHEREAS, CSEA, City of Schenectady Unit Number 8501-00 of Schenectady County Local Number 886 has ratified the Memorandum of Agreement: D NOW, THEREFORE BE IT RESOLVED, that the City Council approves the CBA, as memorialized in the attached Memorandum of Agreement, which is incorporated herein, and authorizes the Mayor to execute the 2025-2028 CBA on behalf of the City. Approved as to form this __day of April 2025. ____________________________ Maxine Barasch Esq Corporation Counsel 3  MEMORANDUM OF AGREEMENT BY AND BETWEEN CITY OF SCHENECTADY AND CIVIL SERVICE EMPLOYEES ASSOCIATION, INC. LOCAL 1000, AFSCME, AFL-CIO FOR THE CITY OF SCHENECTADY UNIT # 8501-00 OF THE SCHENECTADY COUNTY LOCAL #886 The City of Schenectady (hereinafter “Schenectady”) and Civil Service Employees Association, Inc. Local 1000, AFSCME, AFL-CIO for the City of Schenectady Unit #8501-00 of the Schenectady County Local # 886 (hereinafter “CSEA”) hereby agree to the following changes to the Amended January 1, 2020, through December 31, 2024, collective bargaining agreement (hereinafter “Agreement”) between the City and CSEA. The terms of this Memorandum of Agreement shall supersede all prior collective T bargaining agreements. Any articles sections or portions of January 1, 2020, through December 31, 2024, agreement not discussed herein shall continue and be incorporated into the successor collective bargaining agreement. Any agreement AF reached between the parties shall not be effective unless and until they are approved by the Schenectady City Council and ratified by CSEA City of Schenectady Unit. 1. Article V / Compensation Section 1. Effective and retro to January 1, 2025, all employees will have seven hundred fifty dollars ($750.00) to their base salary. R Section 2. Effective January 1, 2025, there shall be a three percent (3%) increase on the Salary Schedule as reflected in Appendix “A.” D Section 3. Effective January 1, 2026, there shall be a three and a quarter percent (3.25%) increase on the Salary Schedule as reflected in Appendix “A.” Section 4. Effective January 1, 2027, there shall be a three and a quarter percent (3.25%) increase on the Salary Schedule as reflected in Appendix “A.” Section 5. Effective January 1, 2028, there shall be a three and a quarter percent (3.25%) increase on the Salary Schedule as reflected in Appendix “A.” All wage increases shall be fully retroactive to January 1, 2025. Retroactive pay shall be paid to all individuals who were bargaining unit members during part or the entire time that is covered by the retroactive payment. Any retroactive payment shall be made within sixty (60) days of ratification by both parties. 4  Delete paragraph regarding $500.00 and being vaccinated prior to January 1, 2022. Section 6. Longevity Effective January 1, 2025 5 years $1000 10 years $1300 15 years $1600 20 years $2500 25 years $3000 30 years $3500 2. Article VIII Holidays. (b) Deleted and current (c) becomes (b) (c) In the event City Hall deems a day an official holiday, the employee will receive the day off. T 3. Article IX, Vacations, Sick Leave & Other Leave Policy AF Section 5. Bereavement Leave. Increase from 1 day to two (2) days for death of an Aunt or Uncle. 4. Article X Pension, Health Insurance and Other Insurances V. SPECIALITY DRUG SAVINGS PROGRAM R All enrollees and covered dependents shall participate in the specialty drug savings program. The program attaches a thirty (30%) percent copayment (coinsurance) to D Specialty Medications. In doing so, the City agrees to an appeals process in which any CSEA employee or covered dependent of the plan that is not reimbursed through the specialty drug manufacturer’s patient/copayment assistance program for the thirty (30%) percent coinsurance for a specialty medication, will be reimbursed by the City so the “out of pocket” cost to the CSEA employee shall not exceed the Preferred Brand copayment had the prescription been filled under the traditional three-tier Schenectady Meds Prescription Program. In the future, the City may raise or lower the copayment (coinsurance) so long as there is no adverse impact upon the employee. Said appeals mechanism shall be coordinated through the Pharmacy Benefit Manager so that there is no up-front cost to the CSEA employee or covered dependent for these specialty medications when copayment assistance is not available or if the CSEA employee or covered dependent does not qualify for the copayment assistance. 5 Moreover, if at any time, the Specialty Drug Savings Program is not available then the CSEA employee or covered dependent will continue to be able to receive such specialty medication prescriptions through either Option A, Option B or Option C of Article X. Section 6. II of the Collective Bargaining Agreement. New Section VI. New York Paid Family Leave A. An employee covered by this agreement shall be entitled to family and medical leave in accordance with federal law, regulations issued pursuant to it, and the City’s family and medical leave policy. B. An employee covered by this agreement shall be entitled to New York Paid Family Leave benefits in accordance with New York State statutes and regulations issued pursuant to it. Employees covered by this agreement shall be entitled to Paid Family Leave benefits at least as favorable as the as those mandated by statute. T Paid family leave is funded through employee payroll contributions that are set each year to match the cost of coverage. The rate of the employees’ AF contributions is reviewed annually and is subject to change by the New York State Department of Financial Services. The Department of Financial Services set the employee contribution rate to match the cost of coverage. Employees covered by this agreement shall pay through payroll deduction to the amount set by the Department of Financial Services effective January 1, 2025. [For context, in 2025, the employee contribution rate is 0.388% of an employee’s gross wages each pay period. The maximum annual contribution rate for 2025 is $354.53.] R The maximum annual contribution rate is adjusted yearly. For 2025, an employee eligible for New York Paid Family Leave will receive 67% of the statewide average weekly wage. D 2025 12 weeks 68% of employee AWW, up to 67% of SAWW While on New York Paid Family Leave, employees covered by this agreement shall continue to accrue sick, personal and vacation leave. C . If an employee has an event that qualified for leave under both FMLA and New York paid family leave, the two types of leave may run concurrently. The City must notify an employee that the leave qualifies for both FMLA and Paid Family Leave, and that it will be designated as such upon an employee informing the City of his or her intent or request for FMLA/Paid Family Leave. An employee may not receive short-term disability and New York Paid Family Leave benefits at the same time. Employees may not take more than 26 combined weeks of short- term disability and Paid Family Leave in a 52-week period. Employees that qualify for Workers’ Compensation benefits may not use New York Paid Family Leave benefits at the same time as receiving Workers’ compensation benefits. 6  D. An employee covered by this agreement that qualifies for FMLA leave an/ or New York Paid Family Leave may choose to “substitute” accrued paid leave( such as sick leave, personal leave, vacation leave, and compensatory time) for any part of the 12-week period of the FMLA Leave and/or New York Paid Family Leave. The term “substitute” means that paid leave will run concurrently with the unpaid FMLA Leave and/or portion of New York Paid Family Leave. Substituting accrued paid time at the same time as New York Paid Family Leave allows an employee to receive their full salary for all or part of the 12-week leave. An employee cannot receive more than their full wages while receiving New York Paid Family Leave benefits and/or FMLA leave benefits. 5. Article XX Uniforms. Increase Clothing Allowance to four hundred ($400.00) dollars. 6. Article XXVI Termination This Agreement shall become effective January 1, 2025, and the terms of this collective bargaining agreement thereof shall remain in full T force and effect until the 31st day of December 2028, or until a successor Collective Bargaining Agreement is negotiated. On or within thirty (30) days before July 1, 2028, upon notice from either party, the parties shall commence negotiations AF concerning proposals advanced from either party for a 2029 successor agreement. 7. Appendix A Effective upon ratification: Records Access Officer increase to a Minimum Grade 5135 Step 6 R Senior Audit and Accounts Clerk increase to a Minimum Grade 5135 Step 6 D Real Estate Tax Specialist increase to a Minimum Grade 5135 Step 6 Paralegal II, the employee appointed to the position of Paralegal II will start at Minimum Grade 5340 Step 2 Add in new Job titles: Accounts Payable Clerk 7 CITY OF SCHENECTADY CSEA CITY OF SCHENECTADY UNIT _________________________ ______________________________ Gary McCarthy Stephen McCabe Mayor Unit President ___________________________ Amanda Penny Unit Treasurer __________________________ Angelique M. Bywater Labor Relations Specialist T AF R D January __, 2025 8 V. SPECIALTY DRUG SAVINGS PROGRAM All enrollees and covered dependents shall participate in the specialty drug savings program. T The program attaches a thirty (30%) percent copayment (coinsurance) to Specialty Medications. In doing so, the City agrees to an appeals process in which any CSEA employee or covered dependent of the plan that is not reimbursed through the specialty drug manufacturer’s patient/copayment assistance program for the thirty (30%) percent coinsurance AF for a specialty medication, will be reimbursed by the City so the “out of pocket” cost to the CSEA employee shall not exceed the Preferred Brand copayment had the prescription been filled under the traditional three-tier Schenectady Meds Prescription Program. In the future, the City may raise or lower the copayment (coinsurance) so long as there is no adverse impact upon the employee. R Said appeals mechanism shall be coordinated through the Pharmacy Benefit Manager so that there is no up-front cost to the CSEA employee or covered dependent for these specialty medications when copayment assistance is not available or if the CSEA employee or covered dependent does not qualify for the copayment assistance. D Moreover, if at any time, the Specialty Drug Savings Program is not available then the CSEA employee or covered dependent will continue to be able to receive such specialty medication prescriptions through either Option A, Option B or Option C of Article X. Section 6. II of the Collective Bargaining Agreement. 9  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Amending and Adopting the City of Schenectady’s Procurement Policy WHEREAS, as a Municipal Corporation organized and existing under the Laws of the State of New York, the City of Schenectady is required to operate under the provisions of State Law; and WHEREAS, New York State requires all municipalities to develop and implement a procurement T policy that ensures the appropriate and responsible spending of taxpayer dollars; and WHEREAS, New York State General Municipal Law Article 5-A, requires all municipalities review their individual procurement policies: NOW, THEREFORE BE IT, AF RESOLVED, that the City Council does hereby amends, adopts and directs the implementation of the City’s Procurement Policy effective immediately and a copy of which shall be appended to the resolution and made a part hereon by reference. R Approved as to form this __ day of April 2025. D ____________________________ Maxine L. Barasch, Esq. Corporation Counsel 10  T AF CITY OF SCHENECTADY R PURCHASING POLICY & MANUAL D 11  Introduction This Purchasing Policy is intended for use as a guide to the City’s purchasing methods. Goods and services must be procured in a manner to assure prudent and economical use of public monies in the best interests of the taxpayers of the political subdivision or district, to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud, and corruption. The cooperation of all employees is essential if the City is to obtain the maximum value for each tax dollar spent. While this manual does not answer all questions related to purchasing, it does provide the foundation for a sound purchasing system. The material in the manual is subject to revision to meet the often rapidly changing developments encountered in the field of purchasing. When changes become necessary, the information concerning these changes will be sent to all City departments. The City of Schenectady is hereby authorized to make all purchases necessary of goods and services in compliance with all applicable laws, rules, and regulations. Furthermore, binding standards within Article 8 and 9 of New York State Labor Law and New York State General Municipal Law § 103 et seq. are strictly followed when applicable. T Ethics in the Purchasing Function AF Proper relationships between City personnel and individuals and firms doing business with the City are covered within Chapter 48 of the Code of the City of Schenectady per N.Y. Gen. Mun. Law § 806. These references contain the Code of Ethics for Public Employees and strict rules concerning acceptance of gratuities by city employees from persons and organizations with whom employees have official contact. Each public employee must follow a course of conduct which does not bring discredit upon oneself or the City. Therefore, in relationships which suggest a conflict of interest or where the judgment and decisions of an employee may R affect the business operation of vendors, particular consideration is warranted. Individuals in the City who contemplate outside employment must have approval from the Mayor to accept employment from a contractor or a vendor. D In addition, City employees will not engage in the following actions: 1) Accept gifts or gratuities from vendors who contract or aspire to contract with the City for sale of materials, equipment, or supplies 2) Utilize contacts with vendors to attempt to obtain more favorable prices than available in the marketplace on items intended for personal use. 3) Disclose, prior to award, any confidential information, status of contract negotiations or other information related to pending Relationship of Bureau of Purchase to Other City Departments and Bureaus The City’s purchasing functions are vested in a subdivision of the Finance Department known as the Bureau of Purchase. The objective of this unit is to purchase materials, supplies, equipment, and services of the right quality from the right source at the right price. 12 To assure accountability and compliance with the legal requirements, all expenditures for goods and services must be processed by this office. Special funding sources do not exempt any requirements from this provision. Any expenditures submitted for payment, which the Bureau of Purchase has not approved, the vendor selection process would be disallowed. The vendor will have no claim against the City as the individual authorizing the work has no authority to do so. The keynote of any successful purchasing system is cooperation: Cooperation between Department Heads and the Bureau of Purchase; Cooperation between the Bureau of Purchase and the Director of Finance; Cooperation between the Bureau of Purchase and the Director of Finance; Cooperation between the Mayor, City Council, and all officers and employees of the City of Schenectady; Everyone’s Cooperation is essential, and a positive approach is needed. There are two (2) exceptions to the requirement that prior approval be received from the Bureau of Purchase: 1) The Engineering Department is responsible for solicitation of bids for construction projects. However, prior to the commencement of any work, a requisition(s) must be submitted to the Bureau of Purchase. This is necessary in order that a Purchase Order may be issued, and funds encumbered. 2) The Department of Housing will solicit proposals for their Housing Rehabilitation Programs in accordance with procedures established by the Bureau of Purchase. Determination of the Need for Competitive Bidding T Purchase contracts exceeding $20,000.00 or Public Works Contracts exceeding $35,000.00 to be awarded to the lowest responsible bidder after public advertising requesting submission of the sealed bids. AF In determining the necessity for competitive bidding, every prospective purchase of goods and services to be made must initially be reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to assess whether it can be reasonably expected that the aggregate amount to be spent on the item of supply or service is not competitive bid. Additional weight is also given to considering past purchases and the aggregate amount spent in a year. R The term Public Works Contract would apply to those items or projects involving labor or labor and material, including construction, paving, and repair contracts. The advertisement for bids shall contain a statement of the time and place where all bids will be publicly opened and D read. Bids are opened by the Bid Committee at 11:00 a.m. on Wednesday. The opening of the bids is conducted as a public meeting. All interested parties may attend. The decision that the purchase is not subject to competitive bidding will be secured by use of written requests for proposals (RFP), Best Value Procurement (RCO – Request for Competitive Offers), written quotations, or any other method herein below set forth in this policy. Documentation in the form of a written memo from the purchaser indicating how the decision was arrived at, a copy of the contract indicating the source which makes the item or service exempt, a memo from Purchasing detailing the circumstances which led to an emergency purchase or any other written documentation. All requests for bids or proposals shall contain the following language regarding the extension of bids or proposals to all political subdivisions and authorized districts located in the State of New York: Bidders should note that other political subdivisions, with which the City has entered into municipal cooperation agreements, may participate in the contract resulting from this bid award. The use of this contact by any other political subdivision must be coordinated between that subdivision and the contactor. The City assumes no 13  responsibility for purchases made by other subdivisions and will only function to notify them that this contract is available for their use. The following individuals are responsible for purchasing for the period of 1/1/2025 through 12/31/2026: • Gary McCarthy, Mayor of the City of Schenectady • Eugene Devine, Commissioner of Public Safety, when Acting Mayor • Eric Clifford, Chief of Police, when Acting Mayor • Michelle Carr, Director of Operations • Derek Gugumuck, Commissioner of Finance • Sara Hughes, Purchasing Supervisor Purchasing Requirements 1. Purchase of Equipment, Materials, Supplies, or Contracting for Public Works Commodities are materials, supplies, or equipment, whereas Public Works are services, labor, or construction. If a contact involves other service and equipment, the total character of the contract should be determined based on the primary purpose of the purchase. Purchases less than $3,500 T Purchases less than $3,500 will be made at the discretion of the Mayor, the Purchasing Supervisor, or the Mayor's designee. AF Purchases of $3,500 -$19,999 or Public Works Purchases of $3,500-$34,999 Departments send a request (requisition) to the Purchasing Supervisor. At a minimum, three written quotes from vendors must be solicited, and a purchase order will be issued to the lowest responsible vendor. R Public Posting in Lieu of Quotes If three verbal or written quotes cannot be obtained for purchases under the formal bid threshold, but the purchase does not qualify as a sole source, the Purchasing Supervisor may ensure competitive procurement of the product by publicly posting an online solicitation and then making the purchase from the lowest qualified quote. D Purchases $20,000 and above or Public Works Purchases $35,000 Materials, supplies, and equipment purchases in aggregate of more than twenty thousand dollars per year, or public works contracts in aggregate of more than thirty-five thousand dollars per year must be competitively bid. The aforesaid amounts may be increased automatically as prescribed by law. The Supervisor of Purchasing works with the responsible department in developing bid specifications. Requests for bids are advertised in the legal advertising section of the City's official newspaper designated by the City Council and are distributed online through a free public forum. There must be a minimum of the five days between the first day of bid publication and the public opening of bids by the Purchasing Supervisor. The Purchasing Supervisor and the Department will review bid results to determine the award, which is made to the lowest responsible bidder after review and approval by the City Council. All change order requests and approvals must be made in writing and sent to the City Clerk within three (3) days of approval. The change order must describe in detail the purpose of said requested and approved change. Any requested change order or orders that cause an increase beyond a cumulative threshold of twenty-five percent (25%) greater than the amount of the contract which the City Council approved must be approved by a formal vote of the City Council. 14 2. Purchase of Services Professional Services The purchase of professional services is initiated by the department in need of services. Professional services must be procured in a manner that assured the prudent and economical use of public monies in the best interest of the taxpayers. The selection method to be used may include (but is not limited to) the following request for proposals, request for qualifications, recruitment, or open acceptance of proposals. Professional services contracts awarded with State or federal funds must follow any bidding requirements set forth in State, federal or other applicable statutes and guidelines. Once the service provider is selected, the department should work with the City's Law Department to prepare a contract, which must be approved by Corporation Counsel, the Purchasing Supervisor, the Commissioner of Finance & Administration, and the Mayor. Per The Office of the New York State Comptroller, professional services require specialized or technical skills, expertise or knowledge, the exercise of professional judgment, or a high degree of creativity. At the first finance standing committee meeting of the month or as soon as reasonable thereafter, the Mayor or the Mayor's appointed designee shall provide the committee with a list of professional service contracts into which the City entered in the preceding month. Maintenance Agreements Maintenance agreements for equipment are procured through the Purchasing Supervisor. The Purchasing Supervisor T administers these contracts and must competitively acquire these services or provide sole source justification. Equipment Leases/Rentals AF Equipment leases and rental agreements must be approved by the Purchasing Supervisor and The Mayor. Specialized Services Other services unique to individual departments should be procured using the guidelines for purchases of materials, supplies, and equipment, based on the cost of the service. Best Value R The City reserved the right to use "best value" as a basis for awarding contracts "to the offeror which optimizes quality, cost and efficiency, among responsive and responsible offerors."' In assessing best value, "factors including, but are not limited to, reliability of a product, efficiency of operation, difficulty/ease of maintenance, useful lifespan, ability to meet needs regarding timeliness of performance, and experience of a service provider with similar contracts" may be D considered. Whenever possible, the basis for a best value award must reflect objective and quantifiable analysis. 3. Apprenticeship, Public works construction contracts exceeding $500,000.00 Public works construction contracts exceeding $500,000.00 may only be awarded to contractors and subcontractors that have an approved apprenticeship program and further complements the City of Schenectady Minority and Women- Owned Business Utilization goals. The City further adheres to all relevant subsections to Article 23 of New York State Labor Law. 4. MWBE Utilization The City of Schenectady establishes the following goals for MWBEs as percentages of annual contract awards for contracts more than $100,000.00 for City of Schenectady public works construction: 15% MBE and 15% WBE. The City of Schenectady establishes the following MWBE goals for annual contract awards more than $10,000.00 for public works consultants, professional services consultants, with the aggregate minority and women awards goals: 15% MBE and 15% WBE. 15 The following workforce goals shall apply to all City public works projects, unless state, federal, or grantee goals are required that supersede City requirements: Aggregate Annual Award, 20%; Aggregate Annual Award Minorities, 12%; Aggregate Annual Award Women, 8%. While the City follows all applicable sections within Code of Federal Regulations, special attention is given in regard to procurement standards (§§ 200.317-200.327). Certified Business Enterprises NYS MWBE Directory - NEW YORK STATE CONTRACT SYSTEM NYS DBE Directory - NYSUCP DBE Directory and Application Portal NYS SDVOB Directory - Division of Service-Disabled Veterans' Business Development Appendix A attached “MWBE and Workforce Goals and Administrative Regulations and Procedures” is incorporated by reference into this Policy. 5. Exceptions to Competitive Procurement Requirements Existing State and City Contracts T Purchases of commodities and Public Work may be made under existing contracts with New York State maintained by the Office of General Services or other counties or cities within New York State. Other municipal contracts must have a provision extending their use to other local governments. When purchasing from an existing contract the contract AF details must be documented on the purchasing record. Emergency Procurement In an emergency, the Purchasing Supervisor or Commissioner level employee, even if they are not listed as purchasing officers in the beginning of this policy, has the authority to make expenditures below the legal competitive bid threshold ($20,000 for commodities and $35,000 for public works) without seeking quotes. The department head requesting the purchase must explain the emergency in writing, which can take place within a reasonable time after the authorization R of the purchases or contract if circumstances do not allow it to take place before. If the situation requires purchases or contract above the legal bid threshold, the Mayor must authorize the expenditure by stating the emergency situation in writing, which can take place within a reasonable time after the authorization of the purchases or contract if D circumstances do not allow it to take place before (General Municipal Law §1 §2001). Sole Source Procurement A purchase may be exempt from competitive procurement if the Purchasing Supervisor makes a reasonable effort to determine that the item or service required is only available from one source. The Purchasing Supervisor must document the reason(s) for sole source procurement. If the procurement is above the legal competitive bid threshold it must be approved by the Mayor. Cooperatives & Piggyback contracts In lieu of obtaining written quotes for purchases of commodities up to $20,000, the Purchasing Supervisor is authorized to make such purchases using established national and regional cooperative purchasing contracts, including but not limited to, the contracts issues by the following entities: the US General Services Administration (GSA) The Information Technology Schedule 70 (IT-70), Minnesota Multistate Contracting Alliance for Pharmacy (MMCAP); US Communities Government Purchasing Cooperative, Western States Contacting Alliance (WSCA), National Joint Powers Alliance (NJPA), or the HGAC Buy Cooperative Purchasing Program. The Purchasing Supervisor must authorize any exception to New York State competitive procurement guidelines. 16  Procedures Applicable to All Purchases Before making any purchase, the following five (5) steps must be followed: 1) Confirm that there is not already a County bid for the item(s). 2) Preferred Source: If there is no County bid, check Preferred Source Offerings in the following order: Corcraft New York State Department of Correctional Services Division of Industries 550 Broadway, Menands, NY 12204 Ph: 436-6321 Fax: 472-1614 Website: http://www.corcraft.org Industries for the Blind of New York State, Inc. 296 Washington Avenue Extension Albany, NY 12203 Ph: 456-8671 Fax: 456-3587 Website: http://www.ibnys.org T AF New York State Industries for the Disabled, Inc. 155 Washington Avenue, Suite 400 Albany, NY 12210 Ph: 463-9706 Fax: 463-9708 Website: http://www.nysid.org R 3) Items must meet the form, function, and utility of the Department. If the price from a Preferred Source is within 15% of the lowest quote and meets the specifications of the Department, the item must be purchased from the Preferred Source. D 4) State Contract: If the item/service is not available from a Preferred Source, search the New York State Office of General Services (NYS OGS) website for a State Contract. Purchases should be made in the best interest of the City. In the event such purchase is ruled not in the City’s best interest or additional price comparisons are desired, the departments shall obtain quotes pursuant to procedures outlined in this policy. 5) Prevailing Wages apply any time a vendor employs laborers, workmen or mechanics. Vendors are required to pay prevailing regardless of the dollar amount. Prevailing wages must also be paid for building service contracts, such as moving, landscaping, and elevator maintenance. Certified payrolls must be provided by the Contractor to the applicable City Department, prior to submitting an invoice. All vendors must be provided with the New York State Department of Labor PRC number assigned to each individual project so that the appropriate labor rates are included in their quotes. 6) Per subsection 220-j in Article 8, will require the Department of Labor to develop a publicly accessible online database of electronic certified payroll records which will be available no later than December 31, 2025. All submissions of certified payroll records will be collected electronically through this forthcoming database, starting when the system is completed in 2025. The City of Schenectady will implement electronic certified payroll submission starting January 1, 2026. Contractors will be required to utilize this database for the submission of certified payrolls when doing business with The City. 17  Standardization of Purchases The adoption of a resolution by at least three-fifths vote, stating that, for reasons of efficiency or economy, there is a need for standardization, a political subdivision or district may award purchase contracts for a particular type or kind of equipment, material, supplies or services. The resolution must contain a full explanation of the reasons for its adoption. The resolution should recite why, by objective facts, efficiency or economy will be served. The adoption of a standardization resolution, by itself, does not eliminate the necessity for compliance with competitive bidding or offering requirements. Thus, although the make or brand of an item may be stated in the specifications, any vendor that can furnish the item may submit a bid or offer. Purchase Requisitions As departments become aware of the requirements for goods and services, the prepare a purchase requisition. The following information must be included in the requisition when applicable: • Date • Ordering Department or Bureau • Delivery location • Budget Code • Quantity or Unit of measure T • Delivery requirements (time frame date needed) • Description of item or Service required • Unit price or Extension • Total cost AF • Approval from Department Head. Quotes are attached and the “General Note” section of the requisition entry includes how the purchase meets the City’s purchasing policy. R Purchase Order Procedures The Purchasing Department will be responsible for ordering all purchases over $300.00. Purchases over $300.00 must have a purchase order while purchases under $300.00 will be handled as an invoice voucher. These vouchers will be D handed over to Accounts Payable. A charge code must be provided. Requisitions are audited for compliance. When audit is complete, requisition is approved, in a two-step process, once by the Purchasing Supervisor and a second by the Accounting Supervisor. After approval, the requisition will be processed to a purchase order. The purchase order is printed out in four copies (i.e. a Vendor Copy, a Purchasing Copy, a Payment Copy, and a Department Copy). When the purchase order is released, the requesting department receives the department copy and the payment copy. When the department receives the goods and they are acceptable, they start processing payment. To process payment, the department will send the payment copy, with department head signature and original invoice to Accounts Payable. A blanket purchase order is created for products or services that are purchased on an as needed basis from a vendor throughout the year where the dollar value will vary for each purchase. These are issued for a maximum period of twelve (12) months and must be reissued at the beginning of each fiscal year. Departments are responsible for providing the blanket purchase number to the vendor and verify that number also appears on the documentation sent to audit the payment processing. 18 An emergency purchase order may be issued where a public emergency arising out of accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety or property of the inhabitants require immediate action. The City Charter vests the power to declare an emergency in several individuals (e.g. Mayor or Building Inspector). Purchasing may be contacted for assistance in procuring products or services required to deal with the emergency. If the Bureau of Purchasing and the City Attorney determine there is a true emergency, the vendor who can immediately provide the required goods or services will be given prime consideration for the purchase. Disposal of Surplus Property All equipment and material purchased by any department is city property. Obsolete equipment remains the property of the City of Schenectady and may be disposed of only in an authorized manner. The items will be disposed of in the most cost effective and environmentally responsible manner possible. Every effort shall be made to get the best return to the City on any property to be disposed of that may have significant residual value. The Department Head of the department requesting removal of city property shall note if the asset is in useable condition and should be kept until another department has a need of the item(s) or until an auction of city property is held for disposal of the item(s). A complete description and condition of the city property shall be documented and provided to the Department of Finance. Disposal Process T Sealed Bid: Some items might be best disposed of through competitive bidding. For these items all normal bid processes AF will be followed. Required advertising will be published in the Daily Gazette stating where, when, and how long Request for Bids may be obtained, description of item(s) being sold, when and where item(s) may be seen, and contain other pertinent information to the sale of the item(s). Detailed specifications are not required. Auctions Auctions may be held on agency property, auction company location or online. The Commissioner of General Services in R cooperation with the fleet manager will be responsible for the auction of construction vehicles, motor vehicles, and all other smaller engine operated equipment. Computer Disposal D Any computer items deemed to be surplus and to be disposed must be coordinated through the Chief Information Officer. Special consideration shall be taken to remove any data, software, or proprietary information prior to disposal. The Chief Information Officer shall coordinate the actual disposal with the Commissioner of General Services. 19  Glossary Bid Opening: The formal process in which sealed bids are opened, usually in the presence of one or more witnesses, at the time and place specified in the RFB. The amount of each bid is recorded. Blanket Purchase Order: A purchase order which is issued to one vendor for a specific length of time for items frequently purchased (with the maximum period being twelve (12) months). Change Order: A written order signed and issued by the City, directing the contractor to make changes in relation to a specific purchase order. Competitive Bid: Shall mean a formal written statement by a potential vendor, submitted in response to a request for sealed bids, setting forth the vendor's terms under which it will furnish materials, goods and/or services. Contract: All types of agreements, regardless of what they may be called, for the procurement of supplies, services, or construction. Emergency: A public emergency arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property of the life, health, safety, or property of the inhabitants of a political subdivision or district therein, require immediate action. Piggybacking: The purchase of commodities and/or services by utilizing a contract let by another public entity. The bid T must have specific language in it allowing it to be used by other public entities. Prevailing Wage: The average wage paid to similarly employed workers in a specific occupation in the area of intended AF employment. Effective January 4, 2010, employers can obtain this wage rate by submitting a request to the National Prevailing Wage Center (NPWC), according to Employment & Training Administration of the US Department of Labor. Professional Services: Services rendered by members of a recognized profession or possessing a special skill. Such services are generally acquired to obtain information, advise, or direct assistance. Purchase Order: A written form used by the Bureau of Purchasing for placing orders with vendors approved by the R Purchasing Supervisor for materials, goods and/or services requisitioned by City Departments. Request for Bid: All documents, whether attached or incorporated by reference, utilized for soliciting competitive sealed bids. D Requisition: A request sent electronically to the Purchasing Supervisor for one or more items or services necessary to carry on or improve a particular function of the City. Specifications: A written description of needed supplies, equipment or services setting forth in a clear and concise manner the characteristics of the items and/or services to be purchased and the circumstances under which the purchase will be made. Vendor: A supplier of goods or services to the City. 20  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Authorizing the Settlement of a Claim by Vivan Akhelumele WHEREAS, Vivan Akhelumele filed a claim (2025-011) with the City of Schenectady; and WHEREAS, the Office of the Corporation Counsel has recommended that it would be in the best interest of the City to settle this matter; and T WHEREAS, the settlement proposal was accepted by the City Claims Committee: NOW, THEREFORE BE IT, AF RESOLVED, that the Office of the Corporation Counsel is authorized to enter into a settlement to settle the claim for $7,302.56, the terms of which shall be set by the Corporation Counsel. R Approved as to form this _____ day of April 2025. D ____________________________ Maxine L. Barasch, Esq. Corporation Counsel 21  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Authorizing the Settlement of a Claim by Robert P. Fopeano WHEREAS, Robert P. Fopeano filed a claim (2024-097) with the City of Schenectady; and WHEREAS, the Office of the Corporation Counsel has recommended that it would be in the best interest of the City to settle this matter; and T WHEREAS, the settlement proposal was accepted by the City Claims Committee: NOW, THEREFORE BE IT, AF RESOLVED, that the Office of the Corporation Counsel is authorized to enter into a settlement to settle the claim for $527.04, the terms of which shall be set by the Corporation Counsel. R Approved as to form this ___ day of April 2025. D ____________________________ Maxine L. Barasch, Esq. Corporation Counsel 22  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Authorizing the Settlement of a Claim by Felix Cardona WHEREAS, David Ping filed a claim (2025-001) with the City of Schenectady; and WHEREAS, the Office of the Corporation Counsel has recommended that it would be in the best interest of the City to settle this matter; and T WHEREAS, the settlement proposal was accepted by the City Claims Committee: NOW, THEREFORE BE IT, AF RESOLVED, that the Office of the Corporation Counsel is authorized to enter into a settlement to settle the claim for $5,224.50, the terms of which shall be set by the Corporation Counsel. R Approved as to form this ____ day of April 2025. D ____________________________ Maxine L. Barasch, Esq. Corporation Counsel 23  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Authorizing the Settlement of a Claim by David Ping WHEREAS, David Ping filed a claim (2024-101) with the City of Schenectady; and WHEREAS, the Office of the Corporation Counsel has recommended that it would be in the best interest of the City to settle this matter; and T WHEREAS, the settlement proposal was accepted by the City Claims Committee: NOW, THEREFORE BE IT, AF RESOLVED, that the Office of the Corporation Counsel is authorized to enter into a settlement to settle the claim for $6,916.00, the terms of which shall be set by the Corporation Counsel. R Approved as to form this ____day of April 2025. D ____________________________ Maxine L. Barasch, Esq. Corporation Counsel 24  CITY COUNCIL SCHENECTADY, NEW YORK RESOLUTION NO. Councilmember offered the following: A Resolution Accepting the Bid and Awarding the Contract for “Mohawk Harbor Overlook and Multi-Use Path” to Carver Construction, Inc. in the amount of $298,174.00 WHEREAS, The City of Schenectady received a Consolidated Funding Application (CFA) grant for the creation of a scenic overlook of the Mohawk River within the private development known as Mohawk Harbor. This overlook will be directly adjacent to the existing ALCO bike path. The existing lease for the T ALCO bike path will be modified to include the landing as public space; and WHEREAS, The overlook was designed in cooperation with the property owner and Metroplex Development AF Authority to ensure it fits seamlessly into the owners’ master plan for the site. The landing will be located on the riverbank between the Event Center and parking lot for the Hyatt Hotel; and WHEREAS, the City of Schenectady’s Purchasing Department solicited and received five total bids with a low responsive bid in the amount of $298,174.00 from Carver Construction, Inc. of Coeymans, NY; and NOW THEREFORE BE IT, R RESOLVED, that the City Council, acting as a Board of Contract and Supply under Section C5-9 of the City Charter, confirms and ratifies the acceptance of the bid and the awarding of the contract to Carver D Construction, Inc. of Coeymans, NY, for the “Mohawk Harbor Overlook and Multi-Use Path” in the amount of $298,174.00; and IT IS FURTHER RESOLVED that the Mayor or his designee is authorized execute the contract identified hereinabove, the terms of which shall be set by the City Engineering Department in cooperation with the Corporation Counsel. Approved as to form this ___ day of April 2025 __________________________ Maxine L. Barasch, Esq. Corporation Counsel 25  BID SUMMARY TABULATION SHEET DEPARTMENT OF ENGINEERING BUREAU OF CONSTRUCTION AND DESIGN Received by the COMMITTEE ON BIDS of The City of Schenectady, NY at 10:30 A.M. Eastern Daylight Saving Time on the 16th day of April, 2025. Bids for: "Mohawk Harbor Overlook and Multi-Use Path" PAY ITEM PAY ITEM DESCRIPTION QUANTITY UNIT BIDDER No. 1 EXTENSION BIDDER No. 2 EXTENSION BIDDER No. 3 EXTENSION No. 1 Mohawk Harbor Overlook and Multi-Use Path 1 LS $493,500.00 $358,635.00 $298,174.00 Total Mohawk Harbor Overlook and Multi-Use Path: D $493,500.00 $358,635.00 $298,174.00 26 R AF T BIDDER No. COMPANY NAME ADDRESS C.A.P. SECURITY DEPOSIT 1 Callanan Industries, Inc. PO Box 15097, Albany, NY 12212-5097 Yes Bid Bond 2 Rifenburg Contracting Corp. 121 Defreest Drive, Troy, NY 12180 Yes Bid Bond 3 Carver Construction, Inc. 26 Corporate Circle, Albany, NY 12203 N/A Bid Bond 1 of 2 Signature______________________  BID SUMMARY TABULATION SHEET DEPARTMENT OF ENGINEERING BUREAU OF CONSTRUCTION AND DESIGN Received by the COMMITTEE ON BIDS of The City of Schenectady, NY at 10:30 A.M. Eastern Daylight Saving Time on the 16th day of April, 2025. Bids for: "Mohawk Harbor Overlook and Multi-Use Path" PAY ITEM PAY ITEM DESCRIPTION QUANTITY UNIT BIDDER No. 4 EXTENSION BIDDER No. 5 EXTENSION No. 1 Mohawk Harbor Overlook and Multi-Use Path 1 LS $349,550.00 Bid Withdrawn Total Mohawk Harbor Overlook and Multi-Use Path: D $349,550.00 Bid Withdrawn 27 R AF T BIDDER No. COMPANY NAME ADDRESS C.A.P. SECURITY DEPOSIT 4 Wm. J. Keller & Sons Construction Corp. 1435 Route 9, Castleton, NY 12033 Yes Bid Bond 5 Krueger Electrical Contracting, LLC 519 Queensbury Avenue, Queensbury, NY 12804 N/A Bid Bond 2 of 2 Signature______________________  4/17/2025 Scott Paluba Department of Engineering 104 Jay Street – Room 205 Schenectady, NY 12305 Dear Mr. Paluba, We were informed that we were the apparent low bidder on the Mohawk Harbor bid, however, based T on our understanding of the project as a “Multi-Prime” we only included the electrical scope. Based on this misunderstanding we would ask to withdraw our proposal from consideration without penalty. Please let me know if you need any additional information, and what the outcome of your decision is. Jonathan Krueger Jonathan Krueger President, Krueger Electric LLC AF R D 28 2025-03-ENG - Mohawk Harbor Overlook and Multi-Use Path Addendum No: 1 (Published) Plan Holders List Plan Holders List Organization Name Main Contact Download Date City Province/State Capitol Supply Rick Gambone 04/14/2025 08:23 AM EDT Wayne New Jersey Construction Products E-Gill Rebar Jack Diedrich 04/11/2025 07:29 AM EDT Hopewell Junction New York CSI Estimation Oliver Hazard 04/10/2025 01:12 PM EDT New York New York Rifenburg Contracting William DeMaria 04/10/2025 12:36 PM EDT Troy New York Corporation Carver Construction Sarah Killeen 04/10/2025 12:25 PM EDT Coeymans New York O'Connell Electric David Poucher 04/10/2025 12:22 PM EDT Schenectady New York Lakelands Concrete Aaron Fink 04/07/2025 03:02 PM EDT Lima New York OCS Industries, Inc. Michelle Woodruff 04/07/2025 01:16 PM EDT Poughkeepsie New York Harrison & Burrowes Tammie Pilhofer 04/02/2025 07:47 AM EDT Glenmont New York Bridge Constructors, Inc. LHV Precast, Inc. Robert Willis 04/01/2025 03:15 PM EDT Kingston New York James Horan Attorney at Law HMA Contracting Corp James Horan Katie Snyder-Murray T 04/01/2025 11:49 AM EDT 04/01/2025 08:49 AM EDT Poughkeepsie Mechanicville New York New York Peter Luizzi Bros Contracting Inc James H. Maloy , Inc ***DO NOT REACTIVATE Gov Solution Corp Rifenburg Construction Peter Luizzi Peter Maloy Gov Solutions Matt Tozzi AF 03/31/2025 10:26 AM EDT 03/31/2025 08:58 AM EDT 03/30/2025 11:16 PM EDT 03/28/2025 12:34 PM EDT Watervliet Loudonville Los Angeles Troy New York New York California New York Empire Paving of Schenectady, Inc. D. A. Collins Construction Co., Inc. R Richard Longo Ryan Parslow 03/28/2025 07:47 AM EDT 03/28/2025 07:45 AM EDT Duanesburg Wilton New York New York D Lead Pursuits LLC COMET FLASHER INC Azar Design Co (formerly Foit-Albert) Savignano Construction Lead Department JAMES WRIGHT Peggy Gust-Anger Gregg Savignano 03/27/2025 07:36 PM EDT 03/27/2025 04:32 PM EDT 03/27/2025 04:26 PM EDT 03/27/2025 10:25 AM EDT Santa Monica WEST SENECA Albany Clifton Park California New York New York New York Services- WBE Eastern Contractors Dustin Henry 03/27/2025 09:44 AM EDT Albany New York Association MJ Engineering, Becky Cahill 03/27/2025 09:24 AM EDT Clifton Park New York Architecture, Landscape Architecture, and Land Surveying, P.C. PWXPress Mary Miller 03/27/2025 09:12 AM EDT Jacksonville Florida CFI Contracting, Inc. Michael Martin 03/27/2025 09:12 AM EDT Johnstown New York Niko Development Corp Nick Kenny 03/27/2025 08:42 AM EDT West Hempstead New York Lancaster Development, Steve Ritter 03/27/2025 08:38 AM EDT Richmondville New York Inc. Kubricky Construction Volker Burkowski 03/27/2025 08:35 AM EDT Wilton New York Corp. 04/16/2025 10:20 AM EDT 29 Page 5 of 6 2025-03-ENG - Mohawk Harbor Overlook and Multi-Use Path Addendum No: 1 (Published) Organization Name Main Contact Download Date City Province/State Bonded Concrete Drew Flannery 03/27/2025 08:31 AM EDT Watervliet New York A Potts Construction Suzanne Perry-Potts 03/27/2025 08:30 AM EDT Schenectady New York Company, LLC Peckham Road Corp. Dominique Bisignano 03/27/2025 08:26 AM EDT Hudson Falls New York Wm.J.Keller & Sons Jameson Phillips 03/27/2025 07:20 AM EDT Castleton New York Construction Corp. Delsignore Blacktop Debra Newman 03/27/2025 07:06 AM EDT Troy New York Paving, Inc. Callanan Industries Zach Hewke 03/27/2025 05:51 AM EDT Albany New York Indexing Solutions Joe Campbell 03/26/2025 11:57 PM EDT Elko Nevada Construction Journal Construction Journal 03/26/2025 09:58 PM EDT Stuart Florida Gallo Construction Corp. Karen Gallo 03/26/2025 05:32 PM EDT Watervliet New York CBS Sherri Schweickert 03/26/2025 04:01 PM EDT Felton California Rifenburg Contracting Megan Carey 03/26/2025 02:19 PM EDT Troy New York Corp. Merit Apprenticeship Penelope Hazer 03/26/2025 01:21 PM EDT East Syracuse New York Alliance Raja Contractors Inc M.G. McLaren Engineering and Land Gurpreet Singh Donna Murray T 03/26/2025 01:18 PM EDT 03/26/2025 12:40 PM EDT Bellrose Woodcliff Lake New York New Jersey Surveying, P.C. Rifenburg Contracting Corporation Angelozzi Masonry North America Procurement Council, Inc. PBC Brian Barton AF Michael Angelozzi Karen Ericksen 03/26/2025 11:44 AM EDT 03/26/2025 11:23 AM EDT 03/26/2025 11:07 AM EDT Troy Schenectady Grand Junction New York New York Colorado Carver Construction Swan Contracting LLC Stilsing Electric Inc R Gabe Hanoufa Kelly Prins Michael Stilsing 03/26/2025 11:04 AM EDT 03/26/2025 10:52 AM EDT 03/26/2025 10:52 AM EDT Coeymans Latham Rensselaer New York New York New York D New Castle Paving Schenectady Hardware & Electric Seacoast Construction Supply LLC New Castle Paving Chris Kogut Tom Korte 03/26/2025 10:52 AM EDT 03/26/2025 10:28 AM EDT 03/26/2025 10:23 AM EDT Troy Schenectady Milton New York New York Georgia Visionart LLC Sabri Koca 03/26/2025 10:22 AM EDT South Hackensack New Jersey Wats International, Inc. Jim Watts 03/26/2025 10:21 AM EDT Poughkeepsie New York Perry Construction LLC David Perry 03/26/2025 10:07 AM EDT Troy New York New York State James Kilby 03/26/2025 10:06 AM EDT Albany New York Department of Labor 04/16/2025 10:20 AM EDT 30 Page 6 of 6