HomeMy WebLinkAboutPARKS AUTHORITY 3 YEAR CONTRACT Contract for Services Rendered
This is a contract entered into by HamHed, LLC(hereinafter referred to as "the Provider") and
the Jeffersonville Parks Commission(hereinafter referred to as "the Client")on this 18th day of
December, 2017.
The Provider's place of business is 200 Galvan Way,New Albany, Indiana 47150.
The purpose of this contract is for the annual comprehensive maintenance at the Jeffersonville
Big Four Station Park and a portion of Downtown Jeffersonville. The City of Jeffersonville
wishes to maintain the area: East of Mulberry- West of Wall - South of 7th Street-North of the
Ohio River; including but not limited to Mulberry, Pearl, Spring, Wall Street, 7th Street, 6th
Street,Michigan Ave, Kentucky Ave, Federal Ave, Riverside Drive, Market, Chestnut and
Maple streets as well as Warder Park, Fisherman's Wharf, Big Four Station and the Big Four
Ramp. Also included in the purpose of this contract is recyclable collection from; Big Four
Station,River Stage, Warder Park, Fisherman's Wharf. The required maintenance contract will
include the daily,weekly, monthly, annual and event specific task needed to maintain the
aforementioned area.Anticipated work performance period to begin 01/01/2018.
The Client hereby engages the Provider to provide services described herein under "Scope and
Manner of Services." The Provider hereby agrees to provide the Client with such services in
exchange for consideration described herein under "Payment for Services Rendered."
Scope and Manner of Services:
Contractor to provide: All labor, supervision, equipment, materials and supplies to meet the
required scope of work for annual(12-month service). Big Four Station Park is to be serviced 7
days a week. Streets and facilities should be cleaned as seen fit. Contractor shall be responsible
daily opening and closing of Big Four bathroom facilities (when automatic lock and unlock is
unavailable),hours of operation may be adjusted by City Representatives
Services to Be Rendered by Provider include the following:
JANITORIAL SERVICES
Minimum Frequency Task Description (12-month service)
2 X Daily Bathroom cleaning(mid-day and evening)
Daily cleaning: floor sweeping,wet mop, cleaning of toilets and sinks, cleaning of bathroom stall
walls, clean all glass surfaces.
2 X Daily Re-Fill Bathroom dispensers with needed supplies to include soap, all paper products,
sanitizer and urinal deodorizers.
2 X Daily Empty all wastebaskets and containers,removal of trash liners with replacement of
heavy-duty bags to avoid any leakage or tears. Wastebaskets shall be kept clean of any leakage
or refuse.
2 X Daily Clean bathroom entry doors and exterior area near structure.
2 X Daily Clean sanitize drinking fountain, and water bottle refill station.
LANDSCAPING/GROUNDS MAINTENANCE
Daily Within Big Four Station only-Remove any garbage from playground area to include
equipment. Emptying of outside trash and recycle receptacles.
As needed thorough property cleaning of all lawn areas, landscape beds, and ramp.
1 X Weekly Cleaning of Asphalt areas (Parking areas and adjoining City Streets),to be cleaned
with commercial air street vacuum. Street Sweeper must have a water system to minimize area
dust. Mechanical brooms are not permitted due to the large amount of dust produced during
operation.
4 X Additional street sweeping to occur in the Fall season to pick-up an accumulation of leaves
along sidewalks, alley ways and public streets. (To occur between Oct 1st-Dec 1st)
1 X Weekly street sweeping of City Marina area(Fisherman's Wharf)to include cleaning of
pedestrian stair area and River Stage lower parking area.
5 X Annually Within Big Four Station only- Lawn and Landscape chemical fertilization(5
treatments)
2 X Annually Within Big Four Station only- Shrub/Bush and Tree pruning
2 X Annually Within Big Four Station only-Mulch installation in all landscape beds and around
trees, 1st application to occur before Thunder over Louisville and 2nd to occur before Labor Day
Holiday.
6 X Annually Within Big Four Station only- Landscape Bed maintenance, de-weeding.
1 X Weekly Grass Mowing of Big Four Station, Task to include grass trimming of sidewalks,
curbs and landscape areas. All asphalt and concrete areas to be blown off after completion. (32
cuts annually)
1 X Weekly gum removal from sidewalks,tables, seating and playground equipment. (April 15-
Nov 1st).
1 X Weekly pick-up and transport of collected recyclable materials. Materials to be taken to an
approved recyclable facility. City provided recyclable containers to be picked-up weekly by
approved transport vehicle to ensure no loss of materials in transport. Locations to be serviced:
Big 4 Station,River Stage, Fisherman's Wharf, Warder Park.
ADDITIONAL MISCELLANEOUS MAINTENANCE
-As needed pressure washing of concrete areas,pavilion area tables and post, and bathroom areas
to remove any spills or stains.
-As needed removal of cobwebs from Big Four ramp railing.
-As needed pick up trash and cigarette butts in public right of way
-As needed graffiti removal from pavement, signage, trash cans,and other public or city property
-As needed light bulb replacement and minor repairs to faucets,stall doors, in restroom facilities.
-As needed weed removal in public right of way. (sidewalks and curbs)
-As specified Special Event Clean-ups: Included in annual scope of work is (8)post special
event clean-ups, events to be specified by Parks Director
The above are the minimum. The City may require the performance of said task(s) on a
more frequent basis. Contractor may submit proposals for both janitorial services and
landscaping/ground maintenance combined or separate proposals for each.
ADDITIONAL WORK OUTSIDE THE STATEMENT OF WORK
Additional work not covered in specifications on a"requested"basis. These task are only to be
performed with an Approved modification,the contractor shall be compensated for the additional
work at an agreed upon price. Any additional work shall be itemized on the monthly invoice.
Example:Additional Special Event clean-ups
INSURANCE COVERAGE REQUIREMENT
Workers Compensation and Employer's Liability.
The contractor is required to comply with applicable federal and state workers" compensation
and occupational disease statutes. If occupational diseases are not compensable under those
statutes,they shall be covered under the employer's liability section of the insurance policy,
except when contract operations are so commingled with a contractor's commercial operations,
that it would not be practical to require this coverage.Employer's liability coverage of at least
$1,000,000 per incident and$2,000,000 General Aggregate shall be required.
General liability
(1) The contractor shall have bodily injury liability insurance coverage written on the
comprehensive form of policy of at least$1,000,000 per occurrence.
(2)Property Damage Liability Insurance shall be required in the amount of$100,000.00.
Automobile liability-the contractor shall have automobile liability insurance written on the
comprehensive form of policy. The policy shall provide for bodily injury and property damage
liability covering the operation of all automobiles used in connection with performing the
contract. Policies covering automobiles shall provide coverage of at least$200,000 per person
and$500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.
SUBCONTRACTING REQUIREMENT
If contractor intends on utilizing subcontractors for any portion of the Scope of Work, a
Certificate of Insurance shall be included in proposal from each subcontractor.Additionally,
each subcontractor must adhere to the requirements of the solicitation for the section of work the
subcontractor will be performing. Include in proposal, a copy of the "Subcontracting Teaming
Arrangement" must be submitted. Subcontractors must include a copy of their Accident
Prevention Plan, Quality Control Plan,Past Performance References and Certificate of Insurance
Payment for Services Rendered
Price shall be submitted as an annual cost for all services included in the Scope of Work. Submit
a price for each of the (3)years of the base contract in the below format, specifying if price
includes only janitorial or only grounds maintenance or both. Contractor may submit prices
separately or combined:
Year (1)Annual Payment(5% Discount)
2018: Annual total for services-- $183,780.00 $174,459.00
2019: Annual total for services-- $183.780.00 $174,459.00
2020: Annual total for services -- $183.780.00 $174,459.00
The base term of the contract shall be for a period of three(3) years from the date of contract
execution, anticipated start date of 01/01/2018. There may be two (2) one(1)year options for a
total of five (5)years at the City's option. Option year(s)pricing shall be submitted upon City's
request no later than Oct 15,2020.
The Client shall pay the Provider for annual services rendered for each calendar year,payment to
be received no later than March 1st of each calendar year
Should the Client fail to pay the Provider the full amount specified in any invoice within
calendar days of the invoice's date, a late fee equal to <$100>shall be added to the amount due
and interest of percent per annum shall accrue from the calendar day following the invoice's date.
Applicable Law
This contract shall be governed by the laws of the County of Clark in the State of Indiana and
any applicable Federal law.
In witness of their agreement to the terms above,the parties or their authorized agents hereby
affix their signatures:
Date: Date: December 18th,2017
/7:-/;11.' •
William Burns, President W. Eric Hedrick,President
Jeffersonville Parks Board HamHed, LLC Representative
Attest:
By:
Jeffersonville Parks Authority
Monday, December 18th, 2017
The Jeffersonville Parks Authority Met in a Session in the Mayor's Conference Room, City Hall,
Jeffersonville, IN on December 18th, 2017. Members Present: Bill Burns, Larry Jordan,Josh Kornberg,
Lisa Stemler, Matt Owen, Ron Ellis and Mark Munzer. Also Present: Parks Director Paul Northam and
attorney Les Merkley.
Approval of Agenda
Director Northam added#6 under New Business, Burns-Vissing Park Tree Removal.
Member Owen made a MOTION to approve the amended agenda, the motion was seconded by
Member Kornberg. The motion PASSED on vote of 6-0
Approval of Minutes
Member Owen made a MOTION to approve the minutes from the November 27th, 2017 meeting,the
motion was seconded by Member Kornberg. The motion PASSED on vote of 6-0
Member Ellis abstained from the vote since he did not attend the November meeting.
Old Business
Burns-Fieldhouse Update-We had a meeting with AML and the work will start in February and the Brick
work as soon as the weather allows. The ground breaking is being talked about for January 9th
Director Northam stated that as we get closer to phase two if we have money left over we would like to
purchase some goals and scoreboard that are like new. We wouldn't have to buy all four of the
attached scoreboards we could buy them individually at$6,000.00 a piece there are also shot clocks
available and a score table that they are throwing in free if we purchase the goals. The scoreboards are
what we really need but I'm not asking for them now, I just want you to start thinking ahead of what we
can spend the spare money on.
Burns-CMTA Contract-This is the contract is for the mechanical and electrical work that will take us into
phase two the contract is for$59,200.00 which is for Design Development for$24,500.00 and
Construction Documents for$34,700.00. The construction administration is not included as
CMTA is donating that service in the amount of$14,800.00.
Member Owen made a MOTION to approve the contract for CMTA for$59,200.00,the motion was
seconded by Member Kornberg. The motion PASSED on a vote of 7-0.
Northam-Memorial Application Revision Discussion-We spoke briefly at this last meeting but we
wanted to go over the changes which is "Donors may choose to have a tree planted or a park furnishing
installed any item chosen must meet the City's departments and Green Space Managers standard. The
Park's Department will plant any tree or install any furnishings once the donor has made the required
donation to the Park's Memorial Program the donations will cover the cost of the immunity and the
donor will enter into a Memorial Agreement unless professional instillation is required." For the most
part our Green Space team will be able to the memorial features.
We have one group that wants to do the special events at Riverstage and one group that wants to do
the Aquatic Center. So I need to get with Les and have him come up with two separate contracts for
these groups. We have also changes that trees will be planted in the fall instead of the spring and#12
that all donations for this program shall be made under the Park's Authority not the Park's Commission.
Appendix A, choose the wording for the memorial plaque to read Director Northam stated he needed to
know what the wording would be. The Authority decided on City of Jeffersonville on the benches with a
small plaque for the donor's name.
Director Northam stated that he would get with Les to make the changes and bring the agreement to
the next meeting.
New Business-
Northam-Concessions Contractor Update- We spoke with a couple of groups that want to do the
concessions some want to do Riverstage and Special Events and one that wants to do the Pool and
Vissing park so we are going to have Les draw up two contracts for these after we iron out the details.
Northam-Big 4 Maintenance Contract- I just spoke with the owner of HamHead today and we caught a
mistake on page 4 with an annual fee of$174700.00 in previous years they have charged us $130,000.00
a year but this year they added in other services. These services where done in previous years but were
billed separate so this year we are putting it all together and the [previous contract was for 8 months
but we have realize that people use Big4 all year so we are expanding that time frame. We are also
adding a second mulching. The issue with the price is that mowing was originally added into the price
with the discount but if we decided to add back in the mowing the price will be different. After
discussion the Authority decided to add in the mowing for a total of$175,191.00.
Member Owen made a MOTION to approve contract with HamHead for$175191.00,the motion was
seconded by Member Kornberg. The motion PASSED on a vote of 7-0.
Northam-Promedia Contract-We met with them last week and there is no change to this contract from
last year and we are really happy with what they did and would like to continue it this year.
Member Owen made a MOTION to approve contract with Promedia for$5,500.00 a month,the motion
was seconded by Member Kornberg. The motion PASSED on a vote of 7-0.
Northam-Security Pros Contract-There was just an invoice not a contract so the issue was tabled until
there is a contract.
Northam-Maintenance Barn Restroom Upgrade-The maintenance barn is pretty run down and is in
need of a mayor uplift so we are going to put in a new bathroom, break room and a couple of offices.
The first part is putting in the new bathroom which we have quote from Gerard &Co for$12,900.00.
Member Owen made a MOTION to approve the contract for$12,900.00 with Gerard &Co, the motion
was seconded by Member Munzer. The motion PASSED on a vote of 7-0.
President Burns asked if we need to check on a permit and Director Northam stated he would speak
with Larry Wallace and see.
Burns-Vissing Park Tree Removal- I received a call on the way here tonight there is a tree on the line
that looks like it's more on the parks side that is dead and they wanted to know if they can take the tree
down. The developer said he would be happy to meet and show us the tree, they are willing to pay and
take the liability for the removal if we approve it.
Member Owen made a MOTION to approve the removal of the tree pending Parks and Tim's approval,
the motion was seconded by my Member Kornberg. The motion PASSED on a vote of 7-0.
Director's Report
Manager's Report-
Tim-We are going through the parks and removing the dead trees,we are currently at Allison Brook and
we have about 20 trees down already. We do have several tress that need to be removed that are close
to property lines and create a liability for the property owner we will need to contact the property
owners because they close to.
Rikki-Nothing new for this month except for the winter basketball league we have sent out the
information through the papers and social media and it will start on January 22"d
Olivia- Everything is good at Ken Ellis and at the pool, the water feature has been ordered. There have
been a couple of Big Wig Bingos and they are going great.
Sara-Jeff Goes Country may be moved up this year because it conflicts with the Taylor Swift concert that
they host in July so I will hopefully have more information next month.
Donnie-We are just concentrating on the renovations in the barn that are going on.
Dawn-We are just planning ahead for 2018's Art program and around the table I have left pins that are
the painting on the top of the water tank.
Director Northam-Just a couple of things we have a couple of contracts to work out such as K4 Security,
which the last two years we have been adding on November since it has been staying warm. Ken Ellis is
getting new carpet and we are looking at pricing for lights on the Running Man. In January I will be
coming to you with a lot of events for 2018 right now I want to bring up the Cabella's King Cat Event
which will include an outdoor hunting and fishing exhibit along with a Q103 country music bash that is
yet unnamed.
Member Owen asked if this was the event that was taken out of the budget for next year, Director
Northam stated that yes it was but that he was hoping for sponsers to cover the event instead of getting
an addition. The event is$30,000.00 but we are planning for$50,000.00. Member Owen stated that
the council had already decided not to spend the money on the event and the Parks department is
planning the event anyway? Director Northam stated Yes.
Abbey Road is coming back Labor Day weekend and America, Vanilla Fudge and a couple of other
national acts are joining us.
The board had asked for a list of out vehicles so I brought that tonight for everyone to see. It's pretty up
to date but I will be working on updating it to 2018.
Lastly I have the new 2018 Parks Authority meeting schedule.
Reports and Comments-
Parks Authority Attorney Comments-None
Parks Authority Comments- Burns-Asked Paul if he had gotten a chance to take a picture of lights. Also
we paid for a nice expensive report and I think that we should start trying to whittle away the issues that
were found in our parks especially the ADA issues.
Kornberg-Asked if there had been any progress on the Parks' branding. Director Northam stated that
he hoped to have an update in January.
Public Comments-None
Motion to ADJOURN at 4:55pm
APPROVED:
Bill Burns, Parks Board President
RespecAmei, Submitted By:
Heather Pe gton