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Home My WebLink AboutBPW January 10, 2024 CITY OF JEFFERSONVILLE BOARD OF PUBLIC WORKS MINUTES January 10,2024 PRESENT(IN PERSON): Andy Crouch City Engineer, Rob Waiz Redevelopment Director, Len Ashack Director of Wastewater, Kim Calabro HR Director, Bill Dixon Assistant City Engineer, Yvonne Dowd Assistant Controller, Matt Dyer IT Director, Elisha Gibson Manager Sewer Billing, Sarah Green Animal Shelter Director, Kenny Kavanaugh JPD Chief, Mike McCutcheon JFD Deputy Chief, Scott McVoy, Assistant Chief JPD, Les Merkley Corporation Counsel, Heather Metcalf City Controller, Clark Miles Street Commissioner, Kevin Morlan Director of Street Department, Michael O'Brien Director of Vehicle Maintenance, Paul Northam Parks Director, Chad Reischl Director of Planning and Zoning, Amber Ridings Assistant Parks Director, Delynn Rutherford Grant Administrator,Jason Sharp JFD Deputy Chief, Brian Smith Safety Manager,Jay Thompson Assistant Director of Wastewater, Larry Wallace Buiding Commissioner, Kat Wang Public Arts Administrator Lisa Gill City Clerk and Patsy Kiser Deputy Clerk. PRESENT(VIRTUAL): Mayor Mike Moore CALL TO ORDER: Mayor Mike Moore called the meeting to order at 9:30 a.m. in the Mayor's Conference Room in City Hall. The meeting was held in person and streamed on the City's Website. Andy Crouch and Rob Waiz served on the board. APPROVAL OF THE MINUTES: Mr. Crouch made the motion to approve the minutes from January 3, 2024. Mr. Waiz seconded the motion; motion passed, 3-0. APPROVAL OF PAYROLL: Mr. Waiz made the motion to approve the payroll. Mr. Crouch seconded the motion; motion passed, 3-0. OLD BUSINESS: NEW BUSINESS: 1. Larry Wallace-Request for approval of proposal for window sealing at City Hall (proposal approved by Building Authority on January 9, 2023)— Mr. Wallace advised he received 3 bids for caulking of the windows at City Hall in order to cut down on the drafts. Mars Company was the best bid and his recommendation is to accept that bid at $9,500. AML quoted $10,165 and Koetter quoted $12,555. Mr. Crouch made a motion to approve the quote contingent upon Legal review from Mars and Mr. Waiz seconded the motion; motion passed, 3-0. 2. Kat Wang-Request for approval of 2024 rental agreement(s) for art studios at the NoCo Art Center—Mrs. Wang advised these were all renewals for the studio artists at the NoCo Art Center. Mr. Crouch made a motion to approve all rental agreements presented and Mr. Waiz seconded the motion; motion passed, 3-0. 3. Jason Sharp-Request for approval of contract between the City, Fire Department and Jeremy Neff for chaplain services— Deputy Chief Sharp advised this was for Chaplain services and Mr. Neff has served in this role for the last couple of years and they do have the money in their budget. Mr. Waiz made a motion to approve the contract and Mr. Crouch seconded the motion; motion passed, 3-0. 4. Jason Sharp-Request for approval of contract between the City, Fire Department and Bobby Jones for lawn services— Deputy Chief Sharp advised this was for lawn services and they have the money in their budget. Mr. Crouch made a motion to approve the contract and Mr. Waiz seconded the motion; motion passed, 3-0. Jason Sharp/Shawn Grant-Request for approval of Uniform Conflict of Interest Disclosure Statements - Deputy Chief Sharp advised they are requesting approval of Uniform Conflict of Interest Disclosures for the following individuals: • Sanders Cooper • David Kaskie • William Meza • Jeremy Neff • Aaron Olson • Marcus Renn Mr. Crouch made a motion to approve all Uniform Conflict of Interest Disclosures and Mr. Waiz seconded the motion; motion passed, 3-0. 5. Scott McVoy-Request for approval of proposal from Mindbase, LLC for Proactive Peer Support Platform for Police Department—Assistant Chief McVoy advised this is a software platform to assist the Wellness Unit. This will be totally grant funded with no cost to the City. Mr. Waiz made a motion to approve the contract and Mr. Crouch seconded the motion; motion passed, 3-0. ADJOURNME T: With o rth r busine s Mr. Crouch made a motion to adjourn at 9:35 a.m. Approved by: ayor Mike Mo re At est: Lis Gill, City Clerk FRsoNJ CITY OF JEFFERSONVILLE PURCHASING CONTRACT COVER SHEET Each purchasing contract(including lease)with the City for supplies,goods and equipment must include this cover sheet to be completed by the Head of the Department making the purchase and presented to the Board of Public Works and Safety(BPW) at the time of the contract approval. Note: Each department must comply with the City's Procurement and Purchasing Policy. A copy may be obtained from either Finance or Legal. Purchases may not be "artificially" divided to avoid the applicable purchasing thresholds. Supply, Good or Equipment to be Purchased: Y4 IodDIuS Sealed at l Hat Department: Bike ICI nc) A u.+hor I+ ( Are Funds Appropriated for the Purchase? / Yes No Contract Amount: I less than $50,000 $50,000 -$149,999 Over$150,000 • If contract less than $50,000—may proceed without requesting bids/quotes • If contract amount is between$50,000-$149,999: Invitation for at least three (3) quotes was issued (attach invitation and quotes) Mailed at least seven (7) days before the deadline to submit quotes • If contract amount is over$150,000: Invitation for Bids was approved by Law Department before it was issued Invitation for Bids issued (attach invitation and received bids) Invitation for Bids include requirements per Procurement and Purchasing Policy Notice of Invitation for Bids published in paper and posted on city website at least seven (7) days before deadline (attach notice) • If contract was result for Request for Proposals (RFP): RFP was approved by Law Department before it was issued RFP published in paper and posted in city website at least seven (7) days before deadline • If contract was result of Special Purchase and exempt from competitive bidding: Prior approval of special purchase by Law Department Law Department prepared written designation of Special Purchase to be approved by BPW The undersigned hereby states he/she has complied with the City's Procur ment and Purchasing Policy in reference to the attached purchase. Date: ' °1191q Signs e Prin d Name: Lar r� \N Cd i aC,e--• NIB NM �� MARR COMPANY, Inc. Nom Masonry Restoration - Caulking - Waterproofing 11111131111.11111 VVWW.MARRCOMPANY.COM —__1 ': —NMUM MINI Ina NMMN—M MI l ---M'N-1 — MD--MNea 833 Pearl Street,New Albany, IN 47150 - IN 812-945-1977 & KY 502-635-2380 BID FORM Date: 12/22/23 Pages: 1 To: Jeffersonville City Hall From: Jeff Brannon 500 Quartermaster Court,Suite 200 Jeffersonville,IN 47130 Attn: Larry Wallace Phone: 502-643-5397 Email: lwallace@cityofjeff.net Re: Caulking We propose to complete the following: 1) Install sealant at the exterior side of bottom sash,sealing it off to the frame. The upper sash has been previously completed. Also,inspect window perimeter sealant for effectiveness. 2) Inspect foundation penetrations and seal as needed. Total Price-$9,500.00 Pricing is based upon acceptance of our entire base bid quote.If you would like to have us complete only part of the work quoted please contact us for a revised quote.Owners are responsible for all water and electric service to complete this project.Pricing is based on all work being completed during standard daytime business hours of Monday through Friday.Should you need to have the work completed outside of these hours,please contact us for a revised quote. Pricing is based upon a fall's day work being available per trip.If a trip is required for a partial day's work,a $75.00 trip charge will be incurred above the contract price.This trip charge does not apply to punch list work. Price excludes pre-cleaning, unless noted above,excessive unforeseen preparation work and protection of finished work until completion of project.Areas being worked in must be free of all other contractors until completion.Any moveable objects or equipment to be moved out of the way by others.Work surface must be clean,dry and ready for our product application,free from other contractor's debris,mortar splash,drywall mud,dirt etc. If this type of work becomes necessary,it would be completed at additional time and material charges or a quoted price with prior approval by a written and signed change order. Price is based on standard insurance requirements.Our insurance limits are as follows and if higher limits are required we would need to add that cost to our quote:GL 1Mil,2Mil Aggregate/Auto 1Mil/WC 'Mil/ Umbrella 2Mil. Thank you for the opportunity to bid this project.Quote is valid for(30)thirty days. If you have any questions regarding our quote,please call the office at(812)945-1977. Email: rnarrcompan aol.com Website: www.marrcompany.com CONSTRUCTION December 28, 2023 Larry Wallace Building Commissioner Jeffersonville, IN 47130 Re; Caulking of windowsr 1) Install sealant at the exterior side of bottom window sash, sealing it off to frame. The upper window sash has allready been sweated previously and no new work has been included. Also, inspect window perimeter sealant for problems and address our findings to you. 2) Inspect foundation penetrations and seal as needed. Total Price $ 10,165.00 Approved Date Respectfully Submitted, Scott Welch, Scott Welch AML Inc 2916 Campion Road I Floyds Knobs, IN 47119 1812-923-9895 I www.amlinc.net GENERAL CONTRACTING I CONCRETE CONSTRUCTION I TILT-UP I TENANT FINISHES I STEEL ERECTION I FACILITY MAINTENANCE PROJECT ESTIMATE KoetterDATE: 01/03/2024 Construction A Dh 3ito,of The ttoetter Group QUOTE ID: 869 CONTACT: Larry Wallace SERVICE Jeffersonville City Hall Ph:(812) 285-6412 LOCATION: lwallace@cityofjeff.net STREET: 500 Quartermaster Ct Ste 200 DATE SUBMITTED: 01/03/2024 CITY: Jeffersonville, IN 47130 PREPARED BY: Clark, Kevin DESCRIPTION: Jeffersonville City Hall Window Hard-seal Proposal SCOPE OF WORK: Jeffersonville City Hall/500 Quartermaster: Window Hard-seal Proposal Koetter Building Services is pleased to present the the following proposal to complete the following: 1.Install sealant at the exterior side of bottom sash, sealing it off to the frame. The upper sash has been previously completed. Also, inspect window perimeter sealant for effectiveness. 2.Inspect foundation penetrations and seal as needed. Pricing is based upon acceptance of our entire base bid quote. If you would like to have us complete only part of the work quoted please contact us for a revised quote. Owners are responsible for all water and electric service to complete this project. Pricing is based on all work being completed during standard daytime business hours of Monday through Friday. Should you need to have the work completed outside of these hours, please contact us for a revised quote. Pricing is based upon a full's day work being available per trip. If a trip is required for a partial days work, a $75.00 trip charge will be incurred above the contract price. This trip charge does not apply to punch list work. Price excludes pre-cleaning, unless noted above, excessive unforeseen preparation work and protection of finished work until completion of project. Areas being worked in must be free of all other contractors until completion. Any moveable objects or equipment to be moved out of the way by others. Work surface must be clean, dry and ready for our product application, free from other contractor's debris, mortar splash, drywall mud, dirt etc. If this type of work becomes necessary, it would be completed at additional time and material charges or a quoted price with prior approval via written change order. *Final Billing-The quoted amount is to complete work detailed in the above "Scope of Work". Any works/tasks outside of this "Scope of Work"(by necessity or request) must be approved by signee with a written change order. Please sign, date and return a copy of this document to our office to indicate acceptance of this quote. We will then enter the work in the schedule, and proceed accordingly. Total $12,555.00 SIGNATURE