1. Contract Authorization - Electrical Repair Services

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1 QUEENS LIBRARY BUILDINGS AND GROUNDS COMMITTEE THURSDAY, NOVEMBER 10, 2016 Central Library Merrick Blvd., Jamaica, NY AGENDA 6:00 PM BUILDINGS AND GROUNDS COMMITTEE - REGULAR MEETING Hon. Robert T. Groh Conference Room I. CALL TO ORDER Roll Call II. Action Items 1. Contract Authorization - Electrical Repair Services 2. Contract Authorization - Heating and Air Conditioning Services and Preventative Maintenance Boiler and Furnace Services 3. Pass -Through Contract Resolution III. Report Items Maintenance, Repair and Construction Projects Report IV. Adjournment Motion: Second: Time: Generated 11/7/ :39 AM

2 II. ACTION ITEMS 1. Contract Authorization - Electrical Repair Services Background: This is an action item seeking approval from the Queens Borough Public Library s Board of Trustees to enter into a contract with EIA Electric Inc. ( EIA ) to provide electrical repair services on an as-needed basis. The Board s approval is required pursuant to the Library s Purchasing Policy, which states, in pertinent part, that contracts for construction projects, building service, and maintenance and repair of buildings and grounds in excess of $35,000 may be awarded only after soliciting sealed competitive bids and upon the authorization of the Library s Board of Trustees. The Library s existing requirements contract for electrical repair services is due to expire on December 31, Current Status: On October 3, 2016, the Library issued a sealed competitive bid solicitation for electrical repair services, Invitation to Bid #0716-1, which was advertised in the New York City Record, BidNet and New York State Contract Reporter, posted on the Library s website, and sent to over two hundred and forty (240) firms on the Library s internal bidders list. Seven (7) vendors responded to the solicitation and provided pricing based on hourly rates and the Library s annual estimate of requiring two hundred and ninety (290) hours per year for an Electrician M and fifty (50) hours per year for a Supervisor. The Library s bid solicitation required bidders to accept a mark-up for required materials at ten percent (10%) above cost. The bid results are outlined in the table below: 2 Page

3 Bidder MWBE Estimated Five Year Cost: 1 EIA Electric Inc. $128, Kopp Electric Corp. $149, Jamcob Electric LLC NYS & NYC MBE $180, Prince Electric Corp. NYS & NYC MBE $195, Labco Electric Construction Corp. $224, Palace Electrical Contractors, Inc. $241, MSR Electrical Construction Corp. NYS WBE $289, EIA submitted the lowest responsive bid with hourly rates for both titles ranging from $71.88 to $79.65 during the five-year term. A full listing of the hourly rates included in EIA s bid is attached. For comparison purposes, the prevailing hourly wage rate for Electrician M (inclusive of benefits) is $ The Library reviewed EIA s experience, financial stability, references, background and its completed vendor responsibility questionnaire in assessing the vendor s responsibility. The questionnaire responses did not disclose any adverse integrity issues and, while EIA is a new vendor for the Library, it has previously performed work for New York City. Accordingly, EIA has a current Vendex questionnaire on file with the City which does not disclose any cautions. References for the firm were positive and indicated that EIA is a reputable vendor fully capable of providing the requisite services. A reference from the New York City Department of Citywide Administrative Services ( DCAS ) indicated that EIA held a requirements 3 Page

4 contract with DCAS from 2010 through 2015 and that EIA was very responsive, provided quality work and performed over $1 million in services. A reference from the New York City Housing Authority stated that EIA has been awarded several requirements contracts since 2015 exceeding a value of $1 million and has been performing well under these contracts. 4 Page

5 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 EIA Electric Inc. for a term of three years with an option to extend for two one-year periods at the rates proposed herein. EIA Electric Inc. - Hourly Rates Wage Rate Categories Hourly Rates Year 1 Electrician M $71.88 Supervisor $71.88 Wage Rate Categories Hourly Rates Year 2 Electrician M $73.74 Supervisor $73.74 Wage Rate Categories Hourly Rates Year 3 Electrician M $75.66 Supervisor $75.66 Wage Rate Categories Hourly Rates Year 4 Electrician M $77.63 Supervisor $77.63 Wage Rate Categories Hourly Rates Year 5 Electrician M $79.65 Supervisor $79.65 Generated 11/7/ :39 AM

6 2. Contract Authorization - Heating and Air Conditioning Services and Preventative Maintenance Boiler and Furnace Services Background: This is an action item seeking approval from the Queens Borough Public Library s Board of Trustees to enter into contracts with Kelair, Inc. ( Kelair ) and Hi-Tech Air Conditioning Service Inc. ( Hi-Tech ) to provide heating and air conditioning services and preventative maintenance boiler and furnace services. The Board s approval is required pursuant to the Library s Purchasing Policy, which states, in pertinent part, that contracts for construction projects, building service, and maintenance and repair of buildings and grounds in excess of $35,000 may be awarded only after soliciting sealed competitive bids and upon the authorization of the Library s Board of Trustees. The Library s existing contracts for heating and air conditioning services are due to expire on December 31, Current Status: On September 15, 2016, the Library issued a sealed competitive bid solicitation for heating and air conditioning services and preventative maintenance boiler and furnace services, Invitation to Bid # The solicitation was advertised in the New York City Record, BidNet and New York State Contract Reporter, posted on the Library s website, and sent to over two hundred and seventy (270) firms on the Library s internal bidders list. The solicitation permitted bidders to respond to one or more of three separate scopes of work; specifically, Scope A- North Region, Scope B- South Region and Scope C- Flushing. A listing of the locations covered in Scopes A and B is attached. 6 Page

7 Six (6) vendors responded to the solicitation and provided a bid for one or more the scopes as follows: Scope A North Region Bidder MWBE Maintenance- All Five Years Total: 1 Kelair, Inc. $763,782 2 Marathon Energy Corporation $1,155,473 3 Etna Prestige Technology, Inc. $1,403,667 4 Hi-Tech Air Conditioning Service Inc. $2,867,500 5 Bayside Refrigeration, Inc. NYS - WBE $4,072,000 Scope B South Region Bidder MWBE Maintenance- All Five Years Total: 1 Kelair, Inc. $910,134 2 Etna Prestige Technology, Inc. $1,604,416 3 Hi-Tech Air Conditioning Service Inc. $2,960,000 4 Bayside Refrigeration, Inc. NYS - WBE $5,087,000 Scope C Flushing Bidder MWBE Maintenance- All Five Years Total: 1 Marathon Energy Corporation $101,090 2 Hi-Tech Air Conditioning Service Inc. $248,000 3 Lane Associates CO., Inc. $646,936 4 Bayside Refrigeration, Inc. NYS - WBE $688,000 7 Page

8 Kelair submitted the lowest responsive bid for Scope A (North Region) with a five-year price of $763,782 and Scope B (South Region) with a five year price of $910,134. Marathon Energy Corporation submitted the lowest price for Scope C (Flushing); however, the vendor requested that its bid be withdrawn and the Library accommodated that request given the vendor s extremely low bid and the concerns that the vendor would not be able to perform all of the required work for such a low price. Hi-Tech Air Conditioning Service Inc. submitted the second lowest responsive bid for Scope C at a fiveyear price of $248,000. A full listing of the annual bid prices from Kelair and Hi-Tech is attached. The Library reviewed Kelair s and Hi-Tech s respective experience, financial stability, references, background and each firm s completed vendor responsibility questionnaire in assessing the vendor s responsibility. The questionnaire responses did not disclose any adverse integrity issues. Both firms have current Vendex questionnaires on file with the City which do not disclose any cautions. Kelair and Hi-Tech are the incumbent vendors providing the relevant services for the Library and the Library has been extremely satisfied with their performance. Other references for Hi-Tech and Kelair were positive and confirmed that the firms are reputable vendors fully capable of providing the requisite services. A reference from Nederlander Organization, which operates Broadway theater facilities, indicated that Hi-Tech has provided reliable and responsive service for over thirty (30) years with the present annual value of services being $300,000. A reference from Northwell Health, formerly known as North Shore LIJ Health System, stated that Hi- 8 Page

9 Tech has been providing annual maintenance HVAC services valued in excess of $200,000 at twenty (20) facilities since 1996 and that Kelair performs good work and is very responsive. Hi-Tech has also provided various City agencies with over $16 million in services since A reference from the Church of Latter Day Saints stated that Kelair has been providing services to its eighteen facilities (18) for eleven (11) years. This reference also indicated that they were very pleased and confident with Kelair s work. 9 Page

10 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 contracts with Kelair, Inc. and Hi-Tech Air Conditioning Service Inc. as recommended above for a term of three years with an option to extend for two one-year periods at the annual rates proposed herein. HVAC Rates Scope A North Region Bidder 1st Year 2nd Year 3rd Year 4th Year 5th Year Maintenance- All Five Years Total: Kelair, Inc. $134,275 $150,425 $159,694 $159,694 $159,694 $763,782 Scope B South Region Bidder 1st Year 2nd Year 3rd Year 4th Year 5th Year Maintenance- All Five Years Total: Kelair, Inc. $178,812 $178,812 $184,170 $184,170 $184,170 $ 910,134 Scope C Flushing Bidder 1st Year 2nd Year 3rd Year 4th Year 5th Year Maintenance- All Five Years Total: Hi-Tech Air Conditioning Service Inc. $49,000 $49,500 $49,500 $50,000 $50,000 $ 248,000 Generated 11/7/ :39 AM

11 Scopes A and B Locations Scope A North Region. Astoria Auburndale Bay Terrace Bayside Broadway Corona Court Square Douglaston East Elmhurst East Flushing Elmhurst Fresh Meadows Hillcrest Hunters Point Jackson Heights Kew Gardens Hills Langston Hughes Lefrak City Long Island City Maspeth McGoldrick Mitchell-Linden North Hills Pomonok Scope B South Region. Arverne Baisley Park Bellerose Briarwood Broad Channel Cambria Heights Central Library Far Rockaway Far Rockaway Teens Forest Hills Glen Oaks Glendale Hollis Howard Beach Laurelton Lefferts Middle Village North Forest Park Ozone Park Peninsula Queens Village Rego Park - boiler Ridgewood Rochdale Village Generated 11/7/ :39 AM

12 Poppenhusen Queensboro Hill Ravenswood Steinway Sunnyside Whitestone Windsor Park Woodside Rosedale St. Albans Seaside - boiler South Hollis South Jamaica South Ozone Park Woodhaven Richmond Hill 12 Page

13 3. Pass -Through Contract Resolution Background: The Board of Trustees previously approved a Resolution in September 2015 authorizing and directing Bridget Quinn-Carey to execute and deliver a pass-through contract between the City of New York (the City ) and the Queens Borough Public Library pertaining to building and interior alterations at the Central Library. Current Status: There have been delays in executing the passthrough contract for this project caused by the need to negotiate certain terms that reflect that a significant portion of the work has already been performed. The City will not accept the prior Resolution, since it specifically authorizes Bridget Quinn-Carey to execute the contract and she is no longer employed by the Library. Accordingly, a new Resolution needs to be approved authorizing the current President and Chief Executive Officer to execute the contract. 13 Page

14 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 & 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 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 WHEREAS, the Project is expected to cost in excess of $20,090,873 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 $14,813,556 towards the Contract Scope of Work, (the City Contribution ), and WHEREAS, as a condition of the City Contribution, the Contract requires that 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 (10%) 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. The President and Chief Executive Officer 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 Queens Borough Public Library and under the seal of Queens Borough Public Library where appropriate; and 2. In return for the City Contribution, 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 (10%) of the City Contribution. Generated 11/7/ :39 AM

15 III. Agenda Report Items 1. Maintenance, Repair and Construction Projects Report Current Status: Maintenance, repair or construction projects approved by the Library s President & CEO between October 1, 2016 and October 31, 2016 in excess of $5,000 are provided below for informational purposes. Corona Varsity Plumbing & Heating Co. provided labor and materials necessary to repair the sewer ejector pump pursuant to a Statement of Work ( SOW ). $7, Central J.C. Broderick & Associates, Inc. provided labor and materials necessary to perform environmental consulting and testing connected to the Mechanical Room pursuant to an SOW. $5, Page

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