City Council Committees

SCHENECTADY CITY COUNCIL COMMITTEE AGENDA for Monday, March 21, 2016 5:30 p.m. Room 110 The Council President reserves the right to add or delete any agenda item prior to Committee Meeting. Finance 1 Budget Re-Appropriation Codes Department Deborah DeGenova City Development & Planning 1 Resolution St. Restoration Riggi Government Operations 1 Mootooveren - Annual Marion IJAlrtP,,-t,P Health & Recreation Porterfield Vince Public Safety Fence & Public Service & Utilities 1 "'4u'"",. for Increased CHIPS Funding J.... John Polimeni 2 Final - Mohawk Harbor Street Names John Ferrari Claims 1 Allstate Insurance Company als/o Boodwattie Totaram Carl Falotico 1  OF SCHENECTADY LEGISLATIVE REQIJEST FORM COlV1MITTEE ASSIGNlVIENT: FINANCE TO: CITY COUNCIL FROM: MAYOR'S OFFICE DATE: lVIARCH 21, 2016 SIJBJECT: 2016 BUDGET RE-APPROPRIATION BE PLACED ON COUNCIL AGENDA OF lVIARCH 28, 2016 UL...,,-unA.' on is $50,898.56. Additional at Mohawk Harbor will occur forthcoming. 2016 Current Revised Available Description Budget Budget Budget* 2  OF SCHENECTADY LEGISLATION REQ'JEST FORM COMMITTEE ASSIGNMENT: City Development & Planning DATE: 03/21/2016 TO: COUNCILMEl\tffiERS FROl\tI: Vince Riggi SUBJECT: Ceremonial Resolution - St. Anthony's Restoration Background Information: Restoration and grand re~opening. Evaluation!Analysis: Recommendation: LEGISLATION WILL BE PREPARED 3 4  SCHENECTADY LEGISLATIVE REQUEST FORlVl COMMITTEE ASSIGNMENT: DATE: March 17,2016 TO: City Council FROlVI: Jaclyn Mancini, Director of Development SUBJECT: Sale of 508 Union "''''''DuO'' Background Information: EvaluationlAnalysis: 5  OF LEGISLATION REQUEST FORM COMl\UTTEE ASSIGNMENT: Government Operations DATE: 03/21/2016 TO: COIJNCILMEMBERS FROM: John Mootooveren of Permit Background Information: on Evaluation!Analysis: Recommendation: LEGISLATION WILL BE PREPARED 6  CITY OF SCHENECTADY COUNCIL COMMITTEE AGENDA REQUEST FORM COMMITTEE:Government Operations DATE: 03/21116 TO: COUNCILMEMBERS FROM: Councilmember Porterfield SUBJECT: Affirmative Action Advisory Board Annual Report Background Information: The Affirmative Action Advisory Board has completed their annual report and met with the Mayor to discuss their findings. They are now prepared to give a presentation to the City Council. Council Discussion Points: Council will have the report prior to the meeting and have time to prepare any questions. Staff Required: Affirmative Action Manager D Legislation Required D Discussion Item tern LEGISLATION WILL BE PREPARED BY 7 Affirmative Action Advisory Board 2015 Annual Report 8 It has been said that Diversity is not about how we it is about embracing each other's Never has this philosophy more vital for the City of Schenectady. According to the Census Bureau, ethnic minorities, now of population, are projected to become majority, by 2043. In Schenectady, ethnic minorities currently over a more shift in demography is not limited to Schenectady or members have committed hundreds hours, diligently learning about & to personnel and procurement. Now, after almost 18 months of research, the AAAB is proud to present its findings and recommendations through this report. As we begin to move into 2016, the AAAB will be using this document to establish board priorities and performance measures. The AAAB is grateful to Mayor McCarthy and the City Council for entrusting us with this 9 Affirmative Action Advisory Board: Officers Teneka Frost-Amusa, President Hector Ramirez, Vice President Kanema Haynes, Secretary Members Portia Alston Chetram Jennifer Eaddy-Garvin Adriel Linyear Ellie Pepper 10  1986, the City of Schenectady established the Affirmative Action Advisory Board (AAAB). Under city code Chapter §6-7, the AAAB has been charged with engaging all aspects concerning equal opportunity in hiring, employment, promotion, complaints, purchasing and contracting. Additionally, the AAAB is expected to: • Review and approve the city's affirmative action goals based on compliance with federal, state and local laws. • Conduct an annual evaluation of each affirmative action goal, and; • Monitor the city's performance in meeting program goals and recommend changes as needed to the Chief Executive Officer. AAAB is also empowered to conduct citywide public hearings on affirmative action Methodology: of this task, the board established the following three committees: Recruitment & Hiring, Minority & Women Owned Business Enterprises (MWBE) & Contract Compliance, and Anti-Discrimination & Complaints. This structure allowed the AAAB to divide the work into manageable assignments. Further, it provided members the opportunity to concentrate their efforts in a specific area. Each committee held semi-monthly meetings, in addition to the regularly scheduled monthly board sessions. 11 Moreover, the affirmative action program is expected to be, management and purchasing program. " oversight mechanism. it appears the Schenectady has maintained a contractual agreement, with the Schenectady County Affirmative Action Office (AAO), function as the city's Equal Employment Opportunity Director, as required city code § 6-4C. The contract supports two .5FTE employees specified in § Moreover, the AAO is expected AAAB as of city's obligation defined in § 6-E. Since its first meeting, on 4, an AAO representative has attended only two of the 17 AAAB meetings. Further, despite several requests made by the board and the city corporation counsel, the AAO has refused to provide AAAB with any type of support. Consequently, board members have found themselves performing tasks, which go well beyond what is normally expected of a voluntary board with similar responsibilities. Additionally, the AAO's inability to assist the AAAB proved to be the a more 12  reviewing city's Best Value Purchase and the city adopted a Best Value Purchase policy, are as • Provide local MWBE firms "added value" status under the new policy 13  procurement policy lacks specificity. Moreover, it cites the NYS Office of General Services Procurement Policy, a 64-page manual, as resource for further guidelines on purchasing equipment, supplies and services. Upon reviewing that document, the committee discovered it was also vague. Lastly, although NYS Office of General Services procurement policy identifies Discretionary Purchasing as an effective strategy for engaging MWBE firms, the committee discovered it could not be implemented in Schenectady due to the city's current definition of discretionary spending, which is any purchase under $100. are as • Include MWBE goals as part of city contracts • Develop a better formula set MWBE percentages goals • Expand procurement to include MWBE goals in non-construction related secure as it is discretionary purchasing, alignment • Define and oversight ensure that departments are following reviewing city's equal employment practices. supporting evidence, as well as the MO's lack of availability, the committee was unable to determine its effectiveness, or existence. Nonetheless, the committee was able to review the city's written discrimination complaint procedures and responsibilities process. The committee's recommendations, italics, are included as part of Attachment A. 14  ATTACHMENT SCHENECTADY DISCRIMINATION COMPLAINT PROCEDURES AND RESPONSIBILITIES Introduction Equality of opportunity is a civil right in New York State under the provisions of Article 15 of the New State Executive Law (Human Rights Law), the Civil Rights Act of 1964 as amended, the Rehabilitation Act of 1973, and the Vietnam Era Veteran's Readjustment Act of 1974. Every employee and applicant for employment in The City of Schenectady has the right to seek to employed in a work environment that is from restraint, harassment Gf-Coercion, or discrimination based on race, to to It is in no way intended to plicate or circumvent options available to claimants Use of this procedure will not suspend any time limitations for filing set by law, rule or regulation. This procedure applies to all complaints of discrimination in employment based on race, color, national origin, sexual orientation, creed, age, gender, marital status, genetic predisposition, carrier status, religion, disability or Vietnam Era Veteran status. It can be used by an employee 15 Affirmative Action Manager coordinating complaint proceedings. an to Other Staff City employees must cooperate with the Affirmative Action Office in investigation of complaints. to do so may lead to disciplinary actions, in accordance with respective taken against the uncooperative employee. COMPLAINT PROCESS 3. Affirmative Action Manager or his/her designee will interview the complainant and review relevant evidence within 72 hours from the date the complaint is filed 4. The Affirmative Action Manager or his/her designee will interview witnesses and further 16 8. At any in procedure, the complainant may withdraw the charge this procedure by notifying Affirmative Action Manager in writing. Time Frame efforts will be made by the City to reach a decision within ninety (90) working days for current employees and one hundred and twenty days (120) for non-employees, beginning from on which complaint is received. Confidentiality Manager or allegations an Accessibility to a to may include sign language interpreters, wheelchair amplification equipment, or foreign language interpreters. Retaliation Retaliation, real or implied, against an employee who has filed a discrimination complaint is strictly forbidden and will result in disciplinary action. Further, if an employee is terminated 17 Follow-up Manager will a log and complaints received. weeks ....... ,:.1'1\"", Action Manager will determine if the directives the Mayor case needs to re-opened. findings will be reported to appropriate action. to gather data shall be no.·tn •.....,""r/ ",,, ..lfn,,,,1 engaged by the Record Keeping Affirmative Action Office will keep a record of the status and determination of all complaints for at least two years. Cases that are unresolved and subject to external review will or resolution. 18  Purchasing Affirmative Action Procedures Sample Vendor Orientation - Whenever possible, Minority Owned/Small Disadvantaged Business (MO/SDB) and Women-Owned Business Enterprise (WBE) representatives will be given the opportunity to schedule a "new vendor" orientation interview with the Director of Purchasing, or designee, who will explain the typical requirements and activities involved in contracting with the City. 2 Value-Oriented Award Criteria - In general, all awards are made to firms that offer the best value. If value is defined as being determined by a combination of quality, quantity, reasonable price, and the procurement furthers the City's business affirmative action goals, purchases from MO/SDB and WBE (all other will provide more value City's meeting its a or disadvantaged When bids meeting speCifications are equal price, the Board means following criteria, list descending order. advantageous payment offering significantly business is within the City; business is the County; (5) whose business is located in the State; who is awarded a substantial number of other items on a multiple-item bid; and, who is successful in a coin flip/drawing between/among low bidders. 4 Trial Purchases - MOjSDB and WBE participation should be encourage through the mechanism of trial purchases, especially when a proposed MOjSDB or WBE supplier is inexperienced in dealing with the City's purchasing procedures. A trial 19  goods required are overstated. Although requirement should not be artificially divided so as to circumvent competitive process, it be possible to set aside portions of very large quantity for acquisitions from MO/SOB and WBE, provided the resulting prices are Reasonable Time for Performance - MO/SOB and WBE participation should encourage by providing them with a reasonable and adequate amount of time and bids and deliver the contracted goods or services. 8 Insurance, Bonding and Other Administrative Requirements - Artificially high limits effectively MO/SOB and WBE enterprises doing business vendors' liability insurance coverage, bid bonds, and ,l"Io ....t-,t·'ol"l and modified so or WBE representatives explain why they have can benefit those that may be struggling to be compete more effectively future. 20  CITY OF SCHENECTADY COUNCIL COMMITTEE AGENDA REQUEST FORM COMMITTEE:Health & Recreation DATE: 3!?-f!lu TO: COUNCILMEMBERS FROM: Councilmember Porterfield SUBJECT: Food Co-op Impact on Community Health Background Information: Katherine Wolfram from Electric City Co-op came to a Health & Recreation Committee to present regarding the impact of having access to quality food as part of neighborhood revitilization. Council Discussion Points: The impact on community health. Staff Required: NI A D Legislation Required D Discussion Item LEGISLATION WILL BE PREPARED BY 21  CITY OF SCHENECTADY COUNCIL COMMITTEE AGENDA REQUEST FORM COMMITTEE: Health & R« Rec DATE: 3/1412016 TO: COUNCILMEMBERS FROM: Vince Riggi SUBJECT: Amending hours of operation for most city parks Background Information: Ongoing problems of vandalism in city parks after dark Council Discussion Points: As it stands as of now all parks other then Vale and Central are open to tbe public between the hours of dawn until 9PM (Chapter (Cbapter 186- 10.). A sensible solution would be dawn until dusk which wbich would give our officers legal standing to remove those tbose who remain in our parks after dark, when a good vandalism occurs. portion ofvaodalism Staff Reguired: Required: Jeremy Howard D Legislation Required [8J Discussion Item LEGISLATION WILL BE PREPARED BY 22 23 24 25  Legislative Request Fo..na DEPARTMENT OF ENGINEERING DEPJUtTMENT CBRJSTOPER WALLIN, W.ILLIN, P.E., C1TYENGINEER ClTYENGINEER COMMInEE ASSIGNMENT{ wi,.~ ~ DATE: March 21,2016 2016 TO: City Council FROM: Christopher R. Wallin, P.E., City Engineer SUBJECT: Award the Bid and Contract for the II Pol "Police Department Fencing" Fencing" to AFSCO Fencing, Co., Inc. in the Amount of $62,776.00, to be charged to 13417082- 200. TO BE PLACED ON COUNCIL AGENDA OF: March 28, 2016 Background Information: The existing chain link fencing in place at Police headquarters has been found to be inadequate to properly screen and deter non-authorized people from entering onto City property. The new fencing herein specified will be taller in height, feature privacy slats and utilize an arm access gate at the entrance nearest Uberty Street which can only be raised by authorized personnel. Evaluation/Analysis: The Purchasing Department solicited and received bids for the "Police Department Fencing" and a low responsible bid was received on March 16, 2016 from AFSCO Fencing Co., Inc. in the amount of $62,776.00. Funds for the work are to be charged to Capital Budget Code 13417082-200. Recommendation: Award the Bid and Contract for the "Police Department Fencing" Fencing" to AFSCO Fencing, Co., Inc. in the Amount of $62,776.00, to be charged to 13417082-200. LEGISLATION Will BE PREPARED BY: Engineering CRW: cd 26 BID SUMMARY TABULATION SHEET DEPARTMENT OF ENGINEERING Received by the COMMlmE ON BIDS of The City of Schenectady, NY at 10:30 A.M. Eastern Oaylight Bids for: POLICE STATION FENCING PAVITEMNo. PAY ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE 7' Chain link Fence 800 IF $85.58 $68,4 16' Barricade Arm Gate 1 EA $23,766.00 $23, Electronic Identification System 1 LS $18,700.00 $18, Total Police Station Fencing: $110,930.00 27  DEPARTMENT OF ENGINEERING Received by the COMMITTEE ON BIDS of The City of Schenecta 1 NY at 10:30 A.M. Eastern Oa Bids for: POLICE STATION FENCING BIDDER No. :i PAY ITEM No. PAY ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENSION 7' Chalnllnk Fence 800 IF $48.68 16' Barricade Arm Gate 1 EA Electronic Identification System 1 lS $7,930.00 Total Police Station Fencing: COMPANY NAME 28 BID SUMMARY TABULATION SHEET DEPARTMENT OF ENGINEERING ~1!t!~~~~9f_~~I'I::I[I!t!<:!'c!II,IAND.I)ESI§1I,I Received by the COMMITTEE ON BIDS of The City of Schenectady, NY at 10:30 A.M. Eastern 0 Bids for: POLICE STATION FENCING BIDDERNo'L PAY ITEM No. PAY ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE EXTENSION 7' Chainlink Fence 16' Barricade Arm Gate Electronic Identification System H 800 ffiS58 EA $23,766.00 ,700.00 $68, $23,766. $18,700. Total Police Station Fencing: $110 /930.00 ~ ~ COMPANY NAME ADDRESS Carjen Fence Co., Inc. 1223 Park St., Peekskil" NY 10566 II II 29 Closed Bids RFS-PK.16.105 • Imltlrov~!nelrttg the Police Station rE!lrtClno Plan Holder List Definition of "Plan Holder" For of S..,t">n"",..t~,flv of Plans and Specs: More information Contact: Official Plan Holder List Lumber Til "'pirone: Prime or Sub: Attended Meeting: AFSCO Fence Supply Co., inc. Telephone: Prime or Sub: Attended Meeting: Not Stated AKron Construction Consultancy 89005 Telephone: Prime 01' Sub: Attended Meeting: 30 Rommel Fence, LLC "'rime 0( Attended Meeting: Sene., Preci!lloo Parts, LLC Telephone: Prime or Sub: Attended Meeting: SHERWANI CONTRACTING INC Telephone: Prime or Sub: Attended Meeting: Telephone: Prime or Sub: Attended Meeting: tiro sitescllpes Telephone: Prime or Sub: Attended Meeting: Three [) Rigging & Construction, Telephone: Prime or Sub: Attended Meeting: 'lise Fence Company Inc. Telephone: Prime or Sub: Attended Meeting: Westside Home improvement Exteriors Inc. Telephone: Prime or Sub: Attended Meeting: Yaboo Fence Company Inc Way Nyack NY Telephone: Prime or Sub: Attended Meeting: 31  OF SCHENECTADY LEGISLATION REQUEST FORM COMMITTEE ASSIGNMENT: Public Services & Utilities DATE: 03/21/2016 TO: COUNCILl\'ffil\'ffiERS FROM: John Polimeni Request for Increased CHIPS Funding Background Information: Evaluation!Analysis: Recommendation: LEGISLATION WILL BE PREPARED 32  OF SCHENECTADY LEGISLATION REQUEST FORM COM1\flTTEE ASSIGNMENT: Public Services & Utilities DATE: 03!2112016 TO: COUNCILMEMBERS FROM: John Ferrari SUBJECT: Final Review ~ Mohawk Harbor Street Names Background Information: Public Hearing was held at City Council on March 14, 2016. Evaluation!Analysis: Recommendation: LEGISLATION WILL BE PREPARED 33