QUEENS LIBRARY BUILDINGS AND GROUNDS COMMITTEE THURSDAY, DECEMBER 21, 2017 M I N U T E S A meeting of the Buildings and Grounds Committee was held at the Central Library, 89-11 Merrick Boulevard, Jamaica, NY 11432 on Thursday,. The meeting was called to order at :02 PM by Committee Chair John Ottulich. I. Call to Order Attendee Name Title Status Arrived Judy E. Bergtraum Esq. Chair of the Board Present Robert Santos Esq. Board Member Excused Maria Concolino Board Member Present Julissa Gutierrez Board Member Excused James Haddad Esq. Board Member Present John Ottulich Committee Chair Present Andrew P. Jackson Board Member Present Dennis M. Walcott President & CEO Present Lewis Finkelman Esq. Chief Operating Officer,Sr. VP Present Sung Mo Kim, Esq. General Counsel, Sr. VP Present William Funk Director of Procurement Management Present John Katimaris VP, Capital Projects Present Generated 1/20/2018 4:58 PM
Buildings and Grounds Committee Minutes II. Agenda Action Item(s) Mr. Ottulich, committee chair, asked John Katimaris give a brief overview of the Hunter s Point and East Elmhurst construction projects. Mr. Katimaris reported that the East Elmhurst project is on target with, 50% of the projected completed and is slated to open by summer 2018. Mr. Walcott requested renderings for the East Elmhurst and Hunter s Point libraries to be sent to the board to view. Mr. Katimaris also reported that the furniture package for Hunter s Point is currently out for bid; and the Library is waiting to scheduling the outfitting and when DDC will turn Hunter s Point over to Queens Library. Mr. Walcott reported that he attended a meeting with DDC and it was reported that DDC is tentatively scheduled to turn the project over to Queens Library, August 2018 and slated to open February 2019. 1. Contract Authorization Window Cleaning and Emergency Remedial Services (ID # 117) William Funk, Director of Purchasing, gave an overview of this contract authorization. The trustees asked about MWBE participation in Library solicitations. Mr. Funk reported that the Library has a bidders list, which includes many MWBE firms, and tries its best to solicit MWBE contractors to participate in the Library s solicitations. Moreover, virtually all solicitations are posted on the Library s website and in the City Record newspaper. Ms. Bergtraum suggested that the Purchasing Department look into what more it can do to increase MWBE participation. Mr. Walcott advised that the Purchasing Department will look into the issue and report back to the trustees. Recommended Motion for Consideration by the Buildings and Grounds Committee: I move that the Buildings and Ground Committee recommend to the Board of Trustees that the President and CEO be authorized to execute a contract with Quality Facility Solutions Corp. for a term of three years with an option to extend for two one-year periods at the rates proposed herein. Quality Facility Solutions A. Annual Window Cleanings (to occur either spring or summer) Square Footage location Year 1 location- Year 2 location- Year 3 location- Year 4 location- Year 5 Flushing interior & exterior 7,000 8,140.00 8,140.00 8,302.80 8,302.80 8,48.8 Central / CLDC interior & exterior Glen Oaks interior, exterior & aluminum frame 239,750 2,200.00 2,200.00 2,244.00 2,240.00 2,288.88 18,000 880.00 880.00 897.0 897.0 915.55 Elmhurst interior & exterior 32,000 2,090.00 2,090.00 2,131.80 2,131.80 2,174.44 2 P a g e
Biennial Window Cleanings (To occur every other year spring or summer) Sunnyside interior & exterior Middle Village interior, exterior & aluminum frame Broadway exterior & aluminum frame Buildings and Grounds Committee Minutes 7,500 275.00 28.11 297.7,000 495.00 515.00 535.80 15,700 990.00 1,030.00 1,071.1 Cambria Heights 18,000 770.00 801.11 833.47 Langston Hughes - exterior 23,000 550.00 572.22 595.34 Long Island City - exterior 18,000 770.00 801.11 833.47 Total Annual Price: 17,10.00 13,3.00 17,581.75 13,572.20 18,015.09 Five Year Total Price: 79,39.04 B. Annual Ground Cleanings (anticipated to be scheduled in the spring) Square Feet location Year 1 location Year 2 location Year 3 location Year 4 location Year 5 Broadway 40-20 Broadway, Long Island City 113 Richmond Hill 118-14 Hillside Ave., Richmond Hill 11418 Ridgewood 20-12 Madison Street, Ridgewood 11385 15,700 70.00 775.20 790.70 814.43 830.71 13,000 70.00 775.20 790.70 814.43 830.71 14,000 70.00 775.20 790.70 814.43 830.71 Elmhurst - 8-01 Broadway, 32,000 1,350.00 1,350.00 1,377.00 1,377.00 1,409.54 Elmhurst 11373 Bi-Annual Ground Cleanings (To occur twice per year spring and fall) Broad Channel 1-2 Cross Bay Blvd., Broad Channel 1193 Arverne 312 Beach 54 th Street, Arverne 1192 1,750 500.00 5.00 520.20 5,000 950.00 99.00 988.38 Laurelton 134-2 225 th Street, Laurelton 11413 9,000 950.00 99.00 988.38 Total Annual Price:,030.00 3,75.0,197. 3,820.29,398.3 Five Year Total Price: 2,121.2 3 P a g e
Buildings and Grounds Committee Minutes C. Equipment Year 1 Per Unit Full Day Rate (8 hours) Estimated Annual Costs (Per Unit Full Day Rate to be Multiplied by Estimated Annual Effort) HEPA Vacuum 40.00 400.00 15.00 990.00 Boom Truck (window cleaning) 1,193.50 11,935.00 Boom Truck (pressure wash) 1,193.50 11,935.00 Boom Truck (tree pruning) 711.70 7,117.00 Air Scrubber 85.00 850.00 Air Purifier 85.00 850.00 Carpet Blower 40.00 400.00 yard container 475.00 2,850.00 20 yard container 534.00 3,204.00 30 yard container 0.00 3,90.00 Total Year 1: 44,491.00 C. Equipment Year 2 Per Unit Full Day Rate (8 hours) Estimated Annual Costs (Per Unit Full Day Rate to be Multiplied by Estimated Annual Effort) HEPA Vacuum 40.00 400.00 15.00 990.00 Boom Truck (window cleaning) 1,193.50 11,935.00 Boom Truck (pressure wash) 1,193.50 11,935.00 Boom Truck (tree pruning) 711.70 7,117.00 Air Scrubber 85.00 850.00 Air Purifier 85.00 850.00 Carpet Blower 40.00 400.00 yard container 475.00 2,850.00 4 P a g e
20 yard container 534.00 Buildings and Grounds Committee Minutes 3,204.00 30 yard container 0.00 3,90.00 Total Year 2: 44,491.00 C. Equipment Year 3 Per Unit Full Day Rate (8 hours) Estimated Annual Costs (Per Unit Full Day Rate to be Multiplied by Estimated Annual Effort) HEPA Vacuum 40.80 408.00 18.30 1,009.80 Boom Truck (window cleaning) 1,217.37 12,173.70 Boom Truck (pressure wash) 1,217.37 12,173.70 Boom Truck (tree pruning) 725.93 7,259.30 Air Scrubber 8.70 87.00 Air Purifier 8.70 87.00 Carpet Blower 40.80 408.00 yard container 484.50 2,907.00 20 yard container 544.8 3,28.08 30 yard container 73.20 4,039.20 Total Year 3: 45,380.78 C. Equipment Year 4 Per Unit Full Day Rate (8 hours) Estimated Annual Costs (Per Unit Full Day Rate to be Multiplied by Estimated Annual Effort) HEPA Vacuum 40.80 408.00 18.30 1,009.80 Boom Truck (window cleaning) 1,217.37 12,173.70 Boom Truck (pressure wash) 1,217.37 12,173.70 Boom Truck (tree pruning) 725.93 7,259.30 5 P a g e
Air Scrubber 8.70 Buildings and Grounds Committee Minutes 87.00 Air Purifier 8.70 87.00 Carpet Blower 40.80 408.00 yard container 484.50 2,907.00 20 yard container 544.8 3,28.08 30 yard container 73.20 4,039.20 Total Year 3: 45,380.78 C. Equipment Year 5 Per Unit Full Day Rate (8 hours) Estimated Annual Costs (Per Unit Full Day Rate to be Multiplied by Estimated Annual Effort) HEPA Vacuum 41.2 41.20 171.7 1,030.02 Boom Truck (window cleaning) 1,241.72 12,417.20 Boom Truck (pressure wash) 1,241.72 12,417.20 Boom Truck (tree pruning) 740.45 7,404.50 Air Scrubber 88.43 884.30 Air Purifier 88.43 884.30 Carpet Blower 41.2 41.20 yard container 494.19 2,95.14 20 yard container 555.57 3,333.42 30 yard container 8. 4,119.9 Total Year 5: 4,288.44 All Five Years Total: 22,032.00 P a g e
Buildings and Grounds Committee Minutes D. Emergency Remedial Services Wage Rate Categories Hourly Rates Year 1 Estimated Annual Costs (Hourly Rate to be Multiplied by ) Cleaner 21.22 200 4,244.00 Supervisor 35.3 150 5,304.00 Operator 35.3 353.0 Total Year 1: 9,901.0 D. Emergency Remedial Services Wage Rate Categories Hourly Rates Year 2 Estimated Annual Costs (Hourly Rate to be Multiplied by ) Cleaner 21.22 200 4,244.00 Supervisor 35.3 150 5,304.00 Operator 35.3 353.0 Total Year 2: 9,901.0 D. Emergency Remedial Services Wage Rate Categories Hourly Rates Year 3 Estimated Annual Costs (Hourly Rate to be Multiplied by ) Cleaner 21.4 200 4,328.00 Supervisor 3.07 150 5,4.50 Operator 3.07 30.70 Total Year 3:,099.20 D. Emergency Remedial Services Wage Rate Categories Hourly Rates Year 4 Estimated Annual Costs (Hourly Rate to be Multiplied by ) Cleaner 21.4 200 4,328.00 Supervisor 3.07 150 5,4.50 Operator 3.07 30.70 7 P a g e
Total Year 4:,099.20 Buildings and Grounds Committee Minutes D. Emergency Remedial Services Wage Rate Categories Hourly Rates Year 5 Estimated Annual Costs (Hourly Rate to be Multiplied by ) Cleaner 22.08 200 4,41.00 Supervisor 3.79 150 5,518.50 Operator 3.79 37.90 Total Year 5:,302.40 All Five Year Total: 50,304.00 All Services Five Year Bid Price A. Window Cleaning 79,39.04 B. Extensive Grounds Cleaning 2,121.2 C. Equipment 22,032.00 D. Emergency Remedial Services 50,304.00 Total Bid Amount in dollars: 382,09. Total Bid Amount in words: Three Hundred and Eighty Two Thousand and Ninety Six Dollars and Sixty Six Cents RESULT: MOVER: SECONDER: AYES: EXCUSED: RECOMMENDED [Unanimous] John Ottulich Maria Concolino Bergtraum Esq., Concolino, Haddad Esq., Ottulich, Jackson Robert Santos Esq., Julissa Gutierrez 2. Pass-Through Contract Resolution (ID # 124) Recommended Motion for Consideration by the Buildings & Grounds Committee: I move that the Buildings & Grounds Committee recommend to the Board of Trustees, that a Resolution authorizing the President and CEO to execute a pass-through contract with the City of New York for the Central Library project be approved as follows: RESOLUTION WHEREAS, the City of New York, (the "City") proposes to enter into a construction contract (the "Contract") with the Queens Borough Public Library which provides for building and interior alterations at the Central Library (the Premises ) in accordance with a scope of work to be attached as Exhibit A to the Contract (the "Contract Scope of Work"), and 8 P a g e
Buildings and Grounds Committee Minutes WHEREAS, the Project is expected to cost in excess of,271,29 and is being funded by the City and non-city funding sources; and WHEREAS, pursuant to the Contract, the City will contribute a sum not to exceed 7,025,495 towards the Contract Scope of Work (the City Contribution ); and WHEREAS, as a condition of the City Contribution, the Contract requires that the Queens Borough Public Library agree to: (a) complete performance of the Contract Scope of Work without cost to the City in excess of the City Contribution, and (b) have available, until completion of the Contract Scope of Work, the sum of at least (%) of the City Contribution for purposes of payment of any cost overruns incurred in connection with the performance of the Contract Scope of Work; Now, THEREFORE, be it resolved that: 1. Dennis M. Walcott, as President & CEO of the Queens Borough Public Library, is hereby authorized and directed to execute and deliver the Contract in the name of and on behalf of the Queens Borough Public Library and under the seal of the Queens Borough Public Library where appropriate; and 2. In return for the City Contribution, the Queens Borough Public Library agrees to: a) complete the performance of the Contract Scope of Work without cost to the City in excess of the City Contribution, and b) maintain for purposes of covering cost overruns which may occur in connection with the Project the sum of at least (%) of the City Contribution. RESULT: MOVER: SECONDER: AYES: EXCUSED: RECOMMENDED [Unanimous] John Ottulich Andrew P. Jackson Bergtraum Esq., Concolino, Haddad Esq., Ottulich, Jackson Robert Santos Esq., Julissa Gutierrez III. Adjournment 1. Motion to Adjourn (ID # 125) Recommended Motion for Consideration: I move that the meeting be adjourned. RESULT: MOVER: SECONDER: AYES: EXCUSED: RECOMMENDED [Unanimous] John Ottulich James Haddad Esq. Bergtraum Esq., Concolino, Haddad Esq., Ottulich, Jackson Robert Santos Esq., Julissa Gutierrez The meeting was closed at :40 PM. 9 P a g e
Buildings and Grounds Committee Minutes Committee Chair P a g e