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HomeMy WebLinkAbout01-26-15 Board of Public Works Meeting Agenda011 �J BPW Meetimj.- I&�OQ Board of •Works Tonic 1. Call to Order/Agenda Review a) Additions/Deletions 2. Mayor's Communications AGENDA ITEMS Voting Item? No No 3. Communications and Hearings from Persons Before the Board 4. Response to the Public 5. Reports A. Special Committees of the Board B. Council Liaison C. Board Liaisons D. Superintendent and Staff No No No Presenter(s DATE: January 26, 2015 TIME: 4:45 pm LOCATION: 3rd Floor, City Hall, Council Chambers 108 E. Green St., Ithaca Mayor Svante Myrick, Chair Mayor Svante Myrick, Chair Public in Attendance Commissioners Time Allotted 5 min. 5 min. 10 min. 6. New Project Presentation No Joseph Bowes, Ithaca 20 min. A. 210 Hancock Street Redevelopment Neighborhood Housing Project from Ithaca Neighborhood Services Housing Services INHS purchased a city block in the Northside Neighborhood last year. They are planning to develop this property with rental housing and commercial services. The proposal is enclosed for the Board's review. 7. Administration £t Communications A. Approval of Minutes Yes Mayor Svante Myrick, Chair 5 min. 1. February 10, 2014 2. January 12, 2015 8. Voting Items A. Buildings, Properties, Refuse £t Transit B. Highways, Streets Et Sidewalks 1) Award of Professional Services Contract Yes Transportation Eng. Tim 5 min. for Pedestrian Signal Upgrades - Logue Resolution A Request for Proposals was sent out to consulting firms to solicit services for the preliminary design portion of this project, which will upgrade 15 traffic signals. Staff has reviewed the proposals and selected the best qualified consultant. C. Parking £t Traffic If you have a disability that will require special arrangements to be made in order for you to fully participate in the meeting, please contact the City Clerk at 607-274-6570 at least 48 hours before the meeting The Board of Public Works meets on the second and fourth Mondays at 4:45 p.m. All meetings are voting meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or author invited to attend. D. Creeks, Bridges & Parks 1) Award of Contract for Cayuga Yes Transportation Eng. Tim 5 min. Waterfront Trail - Phase 2 - Resolution Logue Bids were received for the construction of the Cayuga Waterfront Trail - Phase 2 on December 17, 2014. Staff has reviewed all of the bids and is ready to recommend the contract be awarded. 2) Stewart Avenue Bridge over Cascadilta Yes Bridge Systems Eng. Addisu 5 min. Creek Painting Project - Resolution Gebre The enclosed resolution is updated from the Board's discussion of the project at the last meeting. E. Water & Sewer 1) Additional Engineering Budget Yes Asst. Supt. Erik Whitney 5 min. Authorization for "Water Supply Project — Resolution The Board discussed authorizing additional funding for services provided by O'Brien St Gere on the Water Treatment Rebuild Project on November 11, 2014. A resolution reflecting that conversation is enclosed. 9. Discussion Items A. Appeal of Water Bill for 415 N. Aurora No Supt. Mike Thorne 10 min. Street The property owner submitted an appeal of the high water bill she received last year. Her letter is enclosed for review, along with an e-mail from Assistant Supt. Erik Whitney. B. Appeal of Water Bill Late Fees for 316 No Supt. Mike Thorne 5 min. Cascadilla Street The property owner has submitted a request to have the late fees waived on a large water bill she received because her tenant did not notify her that the toilet was running. The owner has made arrangements with the City Chamberlain to pay the bill over time. An e- mail from City Chamberlain Debbie Parsons is enclosed. C. Request to Install Educational Signs and No Tim Scott, Sciencenter 10 min. Seating Areas along Cascadilta Creek Path from Sciencenter The Sciencenter has submitted a request to put educational signs along the path between the center's property and Cascadilla Creek that will inform readers of the creek's habitat. They also would like to install several benches for people to sit by the creek. D. Temporary Signage Policy No Supt. Mike Thorne 5 min. Recommendation from Parks Commission The Board of Public Works had requested that the Parks Commission develop a new policy regarding the installation of temporary signs within city parks. The Commission has made their recommendation. 10. New Business No 11. Adjournment Yes Page 2 of 6 Neilgh6 lMiiics- CHARTERED MEMBER Ithaca Neighborhood HOUSING SERVICES January 20, 2015 Board of Public Works 108 East Green Street Ithaca, NY 14850 RE: 210 Hancock Street Redevelopment — Project Description for the Board Of Public Works Dear Board Members: In August of 2014 INHS purchased an entire city block in the Northside Neighborhood of the City of Ithaca. This two acre site at 210 Hancock and 423 First Street presents an extremely exciting opportunity for a new mixed-use/mixed-income development that includes rental and for sale housing as well as educational and commercial services. INHS is interested in discussing the project with the Board and specifically requesting that the Board consider allowing INHS to redevelop Lake Avenue and a portion of Adams Street as part of the project. Our purpose of attending this Board meeting is threefold: 1. Discuss the site and the community planning process currently underway. • INHS has had two community meetings with two more meetings planned for January 21st and February 11t" The meetings to -date have been attended by over 160 people the majority of whom live in the Northside and Fall Creek Neighborhood. These meetings have informed the two site plans attached to this letter. 2. Present two potential site plans • The two plans each include 50 units of rental housing, 13 units of for -sale housing, three commercial spaces and associated pa rking/green space. The plans differ in how they utilize the block and how they are arranged, the first around a central "street" running north/south and the second around two "alleys" running east/west. • Each plan shows a different way that the Lake Ave, Adams, St, and Cascadilla Creek areas might be redeveloped. 3. Discuss with the Board the process by which INHS could redevelop Adams and Lake either through abandonment, sale, easements or other legal avenues and the resulting maintenance and ownership implications of each. • It is clear after reviewing these plans that the re -design of both Lake and Adams would require significant resources as well as pose questions about maintenance, public use, access for emergency personal, etc. INHS is open to discussing the best way to protect the City's interests while ensuring that the approved design is practically and legally possible. Providing INHS with flexibility in how the two streets function would have the following benefits: 1. Continue the pedestrian connection along the creek that starts at the Sciencenter and continues through Conley Park. 2. Improve the connection between Conley Park and the new development to remove the large berm that was originally designed to physically and visually block the park from the grocery store loading docks. 3. Maintain Adams and Lake as legally defined "City Streets" in a way that would allow INHS to meet zoning requirements and build houses with clear addresses. 4. Provide a green amenity for the public and residents of the new housing that cannot be accommodated on site because of the parking and building requirements of the existing zoning. Attached to this letter please find the following documents: 1. Project Summary 2. Two conceptual Site Plans 3. Context Map If you have any questions regarding this letter and or the plans attached please do not hesitate to contact me. Sincerely, Joseph L. Bowes Senior Real Estate Developer 2 N ghbor &- CHARTERED MEMBER Ithaca Neighborhood HOUSING SERVICES 210 Hancock Street Redevelopment — Project Description — Revised 1-7-15 In August of 2014 INHS purchased an entire city block in the Northside Neighborhood of the City of Ithaca. This 2 acre site presents an extremely exciting opportunity for a new mixed-use/mixed- income development that includes rental and for sale housing as well as educational and commercial services. The property is walking distance to the Sciencenter, Farmer's Market, Franklyn Market, Drop -In Day Care Center, a public park and bus stop. The site sits adjacent to the 28 unit Cascadilla Green rental townhouse development (formerly Mutual Housing) that is owned and managed by INHS. The site consists of two tax parcels - 423 First Street (tax map #35.-3-3) and 210 Hancock Street (#35.-3-1). It is bordered by Lake Street to the east, Hancock Street to the south, First Street to the west and Adams Street to the north. 423 First Street includes a one story concrete block building currently being leased as office space to a non profit organization. The second and larger parcel at 210 Hancock Street includes a one story vacant concrete block and brick building formerly the Neighborhood Pride Grocery Store. The remainder of the site is covered with a surface parking lot. 210 Hancock has operated as a grocery store since the early 1950's. In December of 2013 the owner of the property attempted to open his own family owned grocery store called "Neighborhood Pride". Unfortunately the store was not financially successful and the owner faced foreclosure when INHS stepped in and agreed to purchase the property for redevelopment. As part of the redevelopment of the block INHS has engaged the community in a participatory visioning and master planning process structured around four meetings that will culminate in a preferred development plan. The meetings are "open -house" style allowing participants to come and go as they please. All meetings will be hosted by INHS and facilitated by HOLT Architects and Trowbridge Wolf Michaels Landscape Architects. A website has been created - www.210hancock.org - which provides information about the project including all of the materials presented at the community meetings, comments from the community, designs as they develop and pictures of all the meetings. The exact locations and design of the buildings has not been determined; however the current schemes include a mix of two story wood frame townhouses and three to four story multi -family mixed -use buildings with associated parking and green space. The initial program includes the following mix: RENTAL ■ 50 mixed -income rental units Bedroom Size by Unit 0 1 Bedroom 28 56% 0 2 Bedroom 18 36% 0 3 Bedroom 4 8% COMMERCIAL ■ Tenants have not yet been confirmed with leases; however, several organizations have shown interest in the site and are in negotiations with INHS regarding space needs. Types of uses include fitness, educational and community services. FOR SALE ■ Twelve 2 and 3 bedroom townhouses that would be structured as a condominium association. Townhouses will be between 1,100 and 1,400 square feet and will be sold to low and moderate income first time homebuyers. Financing includes New York State Affordable Housing Corporation funds and City of Ithaca HOME funds in addition to sponsor second mortgages, conventional mortgages and construction financing. INHS has recently completed a similar 22 unit for -sale development in the Town of Ithaca called Holly Creek. SCHEDULE ■ Site Acquisition ■ Community Engagement/Design Development ■ Local Approval Process ■ Application to HCR for Tax Credits ■ Tax Credit Award ■ Financing Closings ■ Construction ■ Lease -Up August 2014 September 2014 — February 2015 March 2015 — October 2015 October or December 2015 January 2016 or April 2016 April 2016— October 2016 November 2016 to November 2017 November 2017 to March 2018 For More Information go to www.210hancock.org or contact Joseph Bowes, Senior Real Estate Developer at jbowes@ithacanhs.org. 3 fig hbodioW HOUSING SERVICES 210 Hancock Street Redevelopment "What we've heard" • We've pulled Lake Ave tight to our property line, reduced it to one way traffic entering from Hancock to increase safety at the intersection and are providing a landscaped creek walk between the new Lake Ave and the Creek. We're still exploring the option of closing Lake Ave entirely. "....don't open Lake Ave to tragic... it would be nice for residents to be able to hang out by the creek without being next to traffic. " ........................ I ................................... ....................................................... _.......... ............. "Better access for public through to the creek. More open feel between neighborhood and project" ............................................................................................................................. • We've pushed the green space to the perimeter of the site, integrating it with the creek walk where possible. We're also looking into the possibility of creating a playground adjacent to Conley Park. "Move playground/park area closer to existing public spaces — Conley Park or along Lake Ave / Creek walk. " 'Avoid dead "common space" in center of courtyard ... " .............................................................................................................................................................. . I J — fig Mom Neighborhood HOUSING SERVICES 210 Hancock Street Redevelopment "What we've heard" • We've located townhomes along the creek to improve the quality of Lake Ave and have kept the larger multi -family structures located along either First Street or along Hancock Street and the interior of the site. "Walking along creek (which many of us do) might be more pleasant with smaller structures on that side. " ............................................................................................................................................................................-----.-.....- "Smaller townhomes on creek would draw buyers and would be attractive for creek walkway. " "If anything, go up higher, on a portion of the site, to create more visual interest and variety. Try and work with the City to achieve height variety at the edges. Provide lower heights closest to neighbors especialy if there is still openness to the creek. " LMML--- rking w r • We're accomodating as much under building parking as possible to reduce surface parking and provide more green and walk space. 'Ask City to reduce parking requirement and get people out of cars like they are doing downtown in central core. " ......................................................................................................................................................................................................................................... "More under building parking seems like it would help maximize green space which seems like a big concern with the Creek, for instance, increase under building parking on multi -family buildings near the creek and eliminate a road along the creek altogether. " E 1*1kAJ., 0 fig 210 Hancock Street Redevelopment nhm I hboMwod HOUSING SERVICES "What we've heard" - We've located the commercial spaces at the corner of Hancock and First as well as along First Street in a few different locations. "Maximize Hancock for commercial — urban business. " ...................................................................------------- - "Hancock Street seems more appropriate for commercial building so taller residential might make sense there too. " - We've provided a mix of owner occupied townhomes and rental apartment units. We've also increased the amount of commercial space from 4000 SF to 8000 SF to increase mixed uses on site. "We need more density to accommodate the housing crisis in the city. Some owner occupied would be nice as well. Mixed income housing. " ................................................................................................................................... a 2�a s� ®\� FIRST MU(ED USE MULTIFAMILY SECTION STREET FRANKLIN STREET STREET TOWNHOMES I LAKE I WILLOW AVENUE CREEK AVENUE LEGEND I ' MIXED USE BUILDINGS - RETAIL, OFFICE, RESIDENTIAL Ii COVERED3'MULTIFAMILY BUILDINGS 6. PLAYGROUND7. POTENTIAL I ! POROUS 9. UNDER BUILDING PARKING KEY PARKING MIXED USE BUILDINGS " 8. BUS STOP •• ON -SITE t� ! OFF -SITE BUILDINGSMULTIFAMLY 101 TOTAL PARKING � 1 r �•� I IL Ilk Ap wY :T -If I I I r+ I 210 HANCOCK STREET 0 30, 60' h MRING3ERAWCCES �I-•,� 1�: STREET SCHEME JANUARY 21, 2015 ADAMS SECTION STREET I LEGEND FRANKLIN STREET I I ICI Li [.-i I �] [� I 1. MIXED USE BUILDINGS- RETAIL, OFFICE, RESIDENTIAL r 2.TOWNHOMES II 3. MULTIFAMILY BUILDINGS 4. BIO-SWALES i 5. COVERED BIKE PARKING 6. PLAYGROUND 7. POTENTIAL POROUS PAVEMENT B. BUS STOP i 9. UNDER BUILDING PARKING KEY PARKING j MIXED USE BUILDINGS 69 ON -SITE TOWNHOMES 21 OFF -SITE MULTIFAMLY BUILDINGS 90 TOTAL PARKING CHIDCPRE � //" CONLEY , , PARK 5 HOUSING ERVICES HAhCOLY. ' sl�i€Er 8.13.1. _Award of Professional Services for Pedestrian Signal Upgrades at Sixteen (16) Existing Traffic Signals — Resolution WHEREAS, proposals were received on January 15, 2015 for Professional Services for Pedestrian Signal Upgrades at Sixteen (16) Existing Traffic Signals, CP 801, and WHEREAS, staff has reviewed the six (6) proposals received and made a recommendation for award, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for Professional Services for Pedestrian Signal Upgrades at Sixteen (16) Existing Traffic Signals to Popli Design Group, 555 Penbrooke Drive, Penfield NY 14526 for an amount not to exceed $32,000. Page 3 of 6 TO: FROM: M CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 OFFICE OF THE CITY ENGINEER Telephone. 607/274-6530 Fm 607/274-6587 Board of Public Works Kent Johnson, Junior Transportation Engineer Award of Professional Services for Pedestrian Signal Upgrades January 26, 2015 The Engineering Office was awarded funding via the federal Highway Safety Improvement Program (HSIP) for the purpose of upgrading sixteen City of Ithaca -owned traffic signals to incorporate pedestrian countdown timers to improve pedestrian safety; four of these intersections utilize pedestrian pushbuttons, so funding was also sought to upgrade to accessible pushbuttons at those locations. Total project funding is $147,700. The project funding breakdown indicated in the ITCTC 2014-2018 Draft Transportation Improvement Program shows up to $132,930 (90%) being reimbursable and $14,770 (10%) funded locally by the City. Project rationale: One proven safety improvement is the utilization of pedestrian countdown timers at traffic signals. Recently, both NYSDOT & the City have been making such upgrades to existing signals and specifying the devices for use in new signals. In addition to safety improvements, this project will allow for greater uniformity of pedestrian operations of traffic signals in the City — following this project, almost all traffic signals in the City will include countdown timers. Project locations: The below sixteen intersections are slated to receive countdown timers via this project. Ones marked with an asterisk will also receive accessible pedestrian pushbuttons (the other twelve intersections are timed and do not use pushbuttons). Albany Street & Buffalo Street Albany Street & State Street Aurora Street & Buffalo Street Buffalo Street & Cayuga Street Buffalo Street & Plain Street Corn Street & State Street Geneva Street & State Street Home Depot & Route 13 * Albany Street & Clinton Street Aurora Street & Hillview* Buffalo Street & Tioga Street Buffalo Street & Geneva Street Cayuga Street & Clinton Street* Court Street & Plain Street Plain Street & State Street Walmart & Route 13* Project schedule: Preliminary design and detailed design to occur in 2015 and 2016. Construction and inspection to occur in 2016. Consultant selection: A Request for Proposals (RFP) was sent to fifteen consulting firms on December 15, 2014 to solicit professional services for the preliminary and detailed design portions of this project. Six firms responded by the January 15, 2015 due date. The proposal submitted by Popli Design Group was ranked highest in part to their superior understanding of work to be done, their qualification as a Disadvantaged Business Enterprise (DBE), and their competitive fee. The enclosed Resolution provides for the Board's award of contract to Popli Design Group. 8.D.1. Award of Contract for Cayuaa Waterfront Trail — Phase 2 WHEREAS, bids were received on December 17, 2014 for the Cayuga Waterfront Trail — Phase 2 project, CP 445, PIN 395047, and WHEREAS, staff has reviewed the four bids received and made a recommendation for award, and WHEREAS, based on the available budget and the bid values for the "Add Alternate" items, staff recommends awarding contract based on accepting all six of the Add Alternates, and WHEREAS, based on the available budget the bid values for the one "Deduct Alternate" item, staff recommends awarding contract based on rejecting the one Deduct Alternate, and WHEREAS, the New York State Department of Transportation (NYSDOT) is currently reviewing the bid package and low bidder information, but has not yet authorized the City to award contract, now therefore be it RESOLVED, That, contingent on authorization from the NYSDOT, the City of Ithaca Board of Public Works hereby awards the contract for the Cayuga Waterfront Trail — Phase 2, accepting all six add alternates and rejecting the one deduct alternate, to Economy Paving Co., Inc., 1819 NYS Route 13, Cortland, NY for their low bid meeting specifications of $1,342,823.72. Page 4 of 6 CITY OF ITHACA 108 East Green Street, Suite 202 Ithaca, New York 14850-5690 OFFICEOF THE CITY ENGINEER Telephone: 607l274-6530 Fax: 607I274-6587 To: Board of Public Works From: Tim Logue, Transportation Engineer! j Date: January 20, 2015 Re: Award of Contract for Cayuga Waterfront Trail - Phase 2 On Wednesday, December 17, 2014, four bids were opened for the Cayuga Waterfront Trail - Phase 2 project, Capital Project #445, PIN 395047. This project will complete the 6 mile trail at the southern end of the lake, connecting Cass Park to Stewart Park via the West End business district and the Farmers Market. After working on this project some ten years, I am thrilled to be recommending award of contract for construction. All four bids were within budget, and coincidentally they were read in descending order. We structured the bidding to include one deduct item and six add alternate items. The one deduct item was to see the difference between relocating the existing chain link/barbed wire fence at the DOT maintenance facility to installing a new one. There was essentially no difference, so I am recommending that we reject that deduct item and install new fencing as per the base bid. The six add alternates cover: additional decorative timber rail, additional landscape materials, concrete bench pads, waterfront trail benches, updated trail kiosk sign panels, and bicycle racks. The total value of these additions is approximately $50,000. We have enough budget to cover that, so I am recommending that we accept all six alternates. In any case, accepting or rejecting the alternates does not affect the determination of the low bidder. Staff recommends award of contract to Economy Paving Co Inc. As of this date, we have not received concurrence from NYSDOT, so I am asking you to award contract contingent on NYSDOT's concurrence. Construction is likely to start in the spring; we will have a proposed schedule from the contractor after notice of award. Please find a resolution attached for award of contract. `An Edusl Opportunity Employer witli a commitment to workforce diversification." Co 8.D.2. Stewart Avenue Bridge over Cascadilla Creek Paintina Project — Resolution WHEREAS, a project for the rehabilitation of the Stewart Avenue Bridge Over Cascadilla Creek, P.I.N. 375594 ("the Project") is eligible for funding under Title 23 U.S. Code as administered by the Federal Highway Administration (FHWA), as amended, that calls for the apportionment of the costs such program to be borne at the ratio of 80% Federal funds and 20% non -Federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non -Federal share of the costs of Scoping, Preliminary Design and Detailed Design, and WHEREAS, this project constitutes a reconstruction of facility in -kind on the same site as well as maintenance or repair involving no substantial change in an existing facility, and is, therefore, a Type II action under the National Environmental Policy Act (NEPA) Regulation and in accordance with 6 NYCRR Part 617 requiring no environmental review; now therefore be it RESOLVED, That the Board of Public Works recommends that Common Council hereby authorize the City of Ithaca to pay in the first instance 100% of the Federal and Non -Federal share of the cost of Scoping, Preliminary Design and Detailed Design for the Project or portions thereof; and be it further RESOLVED, That the Board of Public Works recommends that the sum of $80,000 be appropriated from approved capital authorization and made available to cover the cost of participation in the above phases of the project; and it is further RESOLVED, That the Board of Public Works recommends Common Council establishes Capital Project #XXX for Stewart Avenue Bridge over Cascadilla Creek Painting Project; and it is further RESOLVED, That the Board of Public Works recommends in the event the full Federal and Non -Federal share costs of the project exceeds the amount appropriated above, Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYDOT thereof, and be it further RESOLVED, That the Board of Public Works recommends that the Common Council authorizes the Superintendent of Public Works to administer the above project, and be it further RESOLVED, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and it is further RESOLVED, That this resolution shall take effect immediately. Page 5of6 8.E.1. Additional Enaineerina Budget Authorization for "Water Supply Project - Resolution WHEREAS, as a vital component of the City of Ithaca Water Supply Project, demolition of the City's 1903 Water Treatment Plant and reconstruction of the water treatment plant structure, installation of new membrane treatment equipment, renovation of the Water Street Pumping Station and Clearwells and completion of the electrical work at the Sixty Foot Dam. are necessary to replace an aging facility, enhance efficiency, and improve functionality, and WHEREAS, City Engineering Consultants, O'Brien and Gere has updated engineering budget projections resulting in a necessary increase because of project complexity, scope changes, additional regulatory requirements, more than 12-months extended construction duration, etc. and WHEREAS, the current total engineering budget authorization stands at $4,345,070, and the necessary projected increases to meet the additional engineering summarized in O'Brien and Gere's Water Supply Project -Status Report of July 11, 2014 is $404,930 bringing the new project total engineering budget authorization to $4,750,000, and WHEREAS, The Assistant Superintendent for the City of Ithaca DPW Water and Sewer Division along with staff Engineers have reviewed, discussed, and determined that the additional project engineering costs are in line with best practices, are necessary, and recommend to the Board of Public Works authorization for additional engineering budget authorization requested, now therefore, be it RESOLVED, That the Board of Public Works hereby authorize the Superintendent of Public Works to execute an addendum (Addendum Vill) to the Contract for Services Made By And Between The City Of Ithaca And O'Brien & Gere Engineers, Inc. for additional Professional Engineering Services for the City Of Ithaca Water Supply Project in the amount of $404,930.00, upon review and approval by the City Attorney. Page 6 of 6 July 11, 2014 Mr. Erik Whitney, P.E., Assistant Superintendent City of Ithaca Department of Public Works 510 First Street Ithaca, NY 14850 RE: Water Supply Project - Status Report FILE:1598/49288 Dear Erik: The completion of the water treatment plant design represents a significant milestone in the Water Supply Project We thought it was an appropriate time to examine the project budget in detail and update our plan for completing the project with the project funds available. On December 20, 2012, we submitted a letter outlining the project status after completion of the membrane purchase specifications and the design of Contracts No. 2 and No.3. At that time we identified a limited number of changed conditions and set forth a plan to have full recovery by the time the Water System Improvement Contracts and Giles St and Interconnection Building contracts were bid and the Reservoir Improvements Package was complete and permitted. As we have discussed, the approval of the Pall Corporation (Pall) contract and submittals and the construction activities to date have required more time and effort than anticipated and we therefore have not been able to recover the costs. We have prepared this project status report to document project changes, communicate budget status and provide an update to our proposed project budget compliance strategy. CURRENT PROJECT ACTIVITIES The following is a summary of the major activities as of June 28, 2014. The design of all the project elements is now essentially complete. The only pending design item is resolution of comments received from the New York State Department of Health on Contract No.1 Sixty - Foot Reservoir and Dam Improvements and receipt of the Joint Application for Permit for work within the Sixty -Foot Reservoir from the New York State Department of Environmental Conservation. We are not aware of any issues to be resolved with the Joint Application for Permit or the NYSDOH that will have a significant impact on the project budget. The review of the membrane equipment submittals was completed in April, 2014. This task was anticipated to have been completed by October of 2013. Ultimately the submission required the review of twelve separate submissions totaling 3,962 pages of information. The unanticipated effort and delays were largely the result of efforts to resolve the clarifications proposed by Pall in their original bid related to the use of their request to use their ARIA system in lieu of the equipment they had originally proposed during the site planning review stage. The resolution of the clarifications required negotiation of a no cost change order to accommodate the changes requested by Pall, review of multiple submittal packages, and extensive adjustments to our design to reflect adding feed and recycle flow tanks to the process and locating membrane units on both operating floors of the water treatment plant building. While these revisions will provide long-term operational benefits to the City, the additional design effort adversely impacted our engineering budget. 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-956-6100 1 f 315-463-7554 1 www.obg.com 360' Engineering and Project Delivery Solutions Mr. Erik Whitney, P.E., Assistant Superintendent July 11, 2014 Page 2 ® 2012 O'Brien & Gere. All Rights Reserved. The Water System Improvement Contracts 2A and 2B were substantially complete on June 6, 2014 with minor punch list items currently being addressed. The notices to proceed with these Contracts were issued on May 15, 2013 with final completion scheduled for December 26, 2013. Construction related delays are largely attributable to the addition of a box culvert as requested by the Army Corp of Engineers, adjustments to the retaining wall locations to reflect the actual rock conditions encountered, and the difficulty the contractor had constructing the retaining walls during adverse weather conditions. The delays in completing this construction required approximately six months of unanticipated inspection and office coordination, which adversely impacted the budget. The City received Beneficial Occupancy of the Giles Street Residuals Handling Facility and Thickener No.1 at the end of May, 2104. The second thickener is anticipated to be completed during the month of August 2014. The notices to proceed with this contract were issued on May 15, 2013 with final completion scheduled for February 19, 2014. The Contractor's construction progress was slower than anticipated, with significant delays getting the building erected and enclosed. The delay in getting the building enclosed adversely impacted subsequent construction activities. The delays in completing this construction are projected to require approximately six months of unanticipated inspection and office coordination, which adversely impacted the budget. The construction of the Interconnection Building is near completion. Start-up and testing of the equipment is complete and the facility is functional. There is an outstanding item regarding the construction of the segmented retaining walls. The upper walls have settled and the drainage system for all the walls is not functioning. The walls will need to be reconstructed. Our assessment of the situation is that the settlement and poor drainage is the result of the means and methods used to construct the wall, but resolution of the cause and remedy with the Contractor has not been reached. Resolution has required additional office engineering and contract administration time that has adversely impacted the budget. The advertisement for bids for the water treatment plant was issued on May 20, 2014 with the bid opening completed on July 1, 2014. The Notice to Proceed is anticipated to be issued in July, with a projected completion date of July 2016. We had anticipated that the shop drawing review of the Pall equipment would have been completed more efficiently, such that construction of the water treatment plant would be completed concurrently with the other water supply project contracts. The total construction duration for the entire water supply project was budgeted based on a 27- month program. Based on the current schedule, it is projected that an additional 12 months of inspection and office support will be required to complete the water treatment plant construction. The conditions for Joint Application for Permit for work within the Sixty -Foot Reservoir are not known at this time but are anticipated to include restrictions for when work can be performed within the reservoir. Consequently it is uncertain whether the construction can be completed concurrently with the water treatment plant as originally planned. This budget update is based on the assumption that delays, if any would be accounted for in a separate budget under development for the upgrade or de- commissioning of the City's four dams on Six -Mile Creek. 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-956-6100 1 f 315-463-7554 1 www.obg.com 360` Engineering and Project Delivery Solutions Mr. Erik Whitney, P.E., Assistant Superintendent July 11, 2014 Page 3 ® 2012 O'Brien & Gere. All Rights Reserved. The City and O'Brien & Gere have made a diligent effort to minimize the project scope changes made during design development. There are a number of items that were changed however, based on the goal to provide long-term value and as a result of improved knowledge of the existing site conditions. While it is normal for project scopes to change during design development, collectively the changes experienced on this project characterize the unusual complexity of this project and the effort that was required to address this level of complexity. Contributing factors include: adjustments to accommodate the Pall ARIA equipment, the need to maintain operations during construction, the need to construct the building in multiple phases, the exceptionally small size of the site, and the steep grades around the existing clearwell. Examples of scope changes include the need to lower floor elevation of the process area on the first floor to accommodate the Pall equipment, change the building layout to accommodate concrete forming and construction phasing constraints, revising the site grading and adding retaining walls around the existing clearwell, after site clearing revealed different site conditions in areas previously inaccessible to the surveyor, replacing aging utilities throughout the plant site, adding a jib crane to the garage, various laboratory casework utility and furnishing upgrades, and adding FRP grating to the clearwell pipe gallery. O'Brien & Gere understood that this would be a relatively complex design from the start, but the level of complexity was even greater than expected when budget estimates were prepared, requiring more effort that adversely impacted the budget. One metric that is sometimes used to evaluate the engineering design effort is as a percent of the construction cost. In this case our actual design costs for the water treatment plant were $1,150,000 representing 5.6% of the $20.5M bid price for the membrane equipment and construction, which is well within industry norms for a retrofit project of beyond average complexity. EARNED VALUE ANALYSIS The attached earned value analysis includes a task breakdown of the budget for professional services and our assessment of the percent complete for each task. The costs incurred for professional services to date total $3,082,627. Our current authorization totals $4,345,070 which includes authorizations for Control System Integration and a supplemental engineering assessment of the Sixty -Foot Dam. The project budget for professional services includes our authorized amount for engineering and control system integration costs plus an amount of $154,930 to round up the total for this line item to $4,500,000. The effort to amend the Engineering Assessment of the Sixty -Foot Dam was not originally a budgeted task The project budget for the work completed to date has been impacted for reasons described previously and we no longer think the professional services can be completed with the funds authorized. We project that a final authorization of $4,750,000 will be needed to complete the project indicating a requested budget increase of $404,930. We are actively working to reduce costs during construction and we will continue to provide monthly updates on our progress. In the interim, we have updated the overall project budget as shown below to how the overall project budget would be impacted with the requested budget increase. 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-956-6100 1 f 315-463-7554 www.obg.com 360' Engineering and Project Delivery Solutions Mr. Erik Whitney, P.E., Assistant Superintendent July 11, 2014 Page 4 PROJECT BUDGET UPDATE 0 2012 O'Brien & Gere. All Rights Reserved. An updated project budget is shown in the following table. This analysis reflects the requested engineering fee increase In summary, based on the current project status, we are confident that the $36,369,969 authorized for this project is sufficient to complete the project and that the contingency funds remaining for the project are appropriate. The contingency funds reflect approximately 8% of the estimates for work yet to be completed. Description Sixty -Foot Dam and Reservoir Improvements* Water System Improvements Giles St. and Interconnection Building Water Treatment Plant Construction Membrane Equipment Purchase Subtotal Contingency Total Estimated Construction Cost Professional Services Engineering Control System Integration Total Estimated Project Cost *Estimated cost reflecting splitting dredging costs with dam rehabilitation project. April 2013 Budget $4,550,000 $2,044,000 $4,484,309 $15,200,000 $3,124,360 $29,402,669 $2,497,331 $31,900,000 $4,000,000 $500,000 $36,400,000 Updated Budget $3,000,000 $1,950,000 $4,481,891 $17,399,500 $3,122,969 $29,954,360 $1,665,609 $31,650,000 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-956-6100 1 f 315-463-7554 1 www.obg.com 360° Engineering and Project Delivery Solutions $4,250,000 $500,000 $36,369,969 Mr. Erik Whitney, P.E., Assistant Superintendent July 11, 2014 Page 5 SCHEDULE © 2012 O'Brien & Gere. All Rights Reserved. The following is a summary of the major activities that will be conducted during the next invoice period. • Coordination with regulatory agencies on the review of the Joint Application Permit associated with the work within the Sixty -Foot Reservoir. • Review of the bids received for the construction of the water treatment plant and providing a summary of the bids received and recommendations regarding the award of the contracts • Monitoring the completion of punch list items for Contracts 2 and 3 SUMMARY The engineering budgets established for this project anticipated complexity based on the high level of technology being applied, the need for a multi -phased construction, the need to maintain plant operations during construction, and the limited space available on site. The degree of complexity however turned out to be even more than we had anticipated as described in this letter. We would like to meet with you after you have had an opportunity to review this information, review the project status, and to establish a path forward to address the engineering budget. In the interim, if you have any questions about this status report or require additional information, please do not hesitate to contact me. Very truly yours, O'BRIEN & GERE ENGINEERS, INC. Richard E. Gell, P.E. Senior Managing Engineer cc: Michael Thorne William Gray, P.E Robert C. Ganley, P.E. Attachments: Earned Value Analysis 1:\Ithaca-C.1598\49288.Water-Supply-Pr\Corres\Ithaca\Project Status Report July 11_ 2014.docx 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-956-6100 ( f 315-463-7554 1 www.obg.com 360' Engineering and Project Delivery Solutions To Whom it May Concern, At my - � . .51 S a wAet :.._I vewived a kbzt fim r in Supu2nber flat m ejevaW& I immediately had the "guts" in my upstairs toilet replaced. Also, at no time, from when I received your first communication, did I receive any more communication that there was still a problem. That was, unh-7 .I mccived a $%M. wmu big. I " Am vmlw ffimm" wild Acy bad.Hubma w *k1a find whcvcAcpwM= um md L1 I - ,* dterrtamtof€x-the . I do not believe that it is fair for you to charge me the $770. for the water/sewer due to the lack of communication I received from your office. If they contacted me once they should have contacted me ate. `�" aElffwat� s would have foundV& siivatimt to be a f int # to be notif W agabtl I am a living on a pension and Social Security and I don't have friviilous money to throw `down the drain'. Please reconsider the charges for my water/ sewer bill. Cecelia Sullivan QAU RECEIVED Dept. of Public Works DEC 0 6 2014 Office of the Superintendent and Engineering Division RE: 415 N. Aurora St Water Bill Protest https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgAA... RE: 415 N. Aurora St. Water Bill Protest Erik Whitney Sent: Tuesday, January 13, 2015 3:04 PM To: Kathy Gehring; Barbara Frycek; Michael Thorne Categories:BPW Hello Mike, Kathy, and Barb, In regard to water leaks beyond the Customers meter, the City of Ithaca DPW Water & Sewer Division provides high consumption notices / leak letters as a courtesy, a service, and because we now (since 2008) can. This service is not and never was part of a contractual obligation on our part. In fact when we started providing this higher level of service there were several among us both in the DPW and on the BPW who were concerned that because we do it we would be held to it as if it were a contractual obligation. We were enabled to provide this level service because of the technology in the new automated meters, and radio read automated meter reading (AMR) system implemented in 2008. Bottom Line -Property Owners/Water Customers are responsible for the condition and maintenance of their own plumbing and plumbing fixtures... We will hopefully be able to alert Customers to potential high consumption issues earlier than the 90-day billing cycle, which was what it had been historically prior to 2008. Now we read at twice that frequency approximately every 45-days. In regard to waiving / forgiving billing for metered water, i don't believe we, the City ever has, we are guided by City Code Section 348-22 '7WETERS", J. The Board reserves the right to attach or detach meters at any time whenever it shall deem it expedient and to charge for the quantity of water measured or used. All water passing through a meter will be charged for, whether used or wasted. Note: Our two Meter Technicians read all meters for billing quarterly. They also read all meters mid cycle between the billing readings to check for out of range and leak issues. The City Chamberlain sends out leak letters both mid -cycle and with bills. This customer was sent a leak letter on 9/23/2013 when mid cycle leak detection readings indicated consumption was well above normal almost 7X. A bill for 37-units (6 to 9 units appears to be the norm) was sent them in November of 2013. Whatever caused the high consumption in 2013 was remedied for about a year. Almost a year to the day later another leak letter was sent on 9/22/2014 when mid cycle leak detection readings again detected a consumption in excess of 10X normal. A bill for 73 units was sent them in November of 2014. As a result of the high bill the customer contacted our Senior Meter Technician Barb Frycek who inspected the household plumbing and found two leaking toilets. Regards, Erik Whitney, PE Assistant Superintendent City of Ithaca DPW Water & Sewer Division 510 First Street, Ithaca NY 14850 O: (607) 272-1717 C. (607) 280-1041 From: Kathy Gehring Sent: Tuesday, January 13, 2015 9:46 AM To: Barbara Frycek Cc: Erik Whitney Subject: 415 N. Aurora St. Water Bill Protest The attached letter was received in early December. Please send me your recommendation for what the Board of Public Works should do. I'd like to get it on the agenda for January 26th. 1 of2 1/21/2015 3:12 PM 5 December 2014 To whom it may concern, Board of Public Works, RECEIVED Dept. of Public Works DEC 092014 Office of the Superintendent and Engineering Division I'm writing to request a waiver of my late fees for a high water bill. The situation: we have rental properties downtown to help pay for the eventual cost of our three kids' colleges. None of these properties are "cash cows" and we often operate in the red to ensure they are energy efficient, look great and are boons to the neighborhood. In September -October period, we had a new tenant fail to report a running toilet (316 Cascadilla St; 3712350500). In early November, I entered her apartment to make a minor repair— upon entering the premises; it was immediately evident that the toilet was running. I turned off the water flow and I had it repaired the next day. The result — a $2,100 water bill. I will clearly pay this, but do not have the resources to do so immediately. The Chamberlain has kindly offered an 18 month payment plan, but doesn't have the authority to waive the monthly late fees. Would you consider granting me a late -fee -free payback plan? If so, I would be very grateful. Thanks for your consideration. Andrea Alary a. 3051 Dubois Rd, Ithaca, NY 14850 m. 607.592.1152 RE: 316 Cascadilla St Water Bill Mips://mail.cityofithaca.orglowa/?ae=Iten3&t=IPM.Note&id=RgAA... RE: 316 Cascadilla St. Water Bill Debra Parsons Sent:Tuesday, January 13, 2015 10:12 AM To: Kathy Gehring Kathy, They have already made a $300 payment on this bill. I wouldn't have a problem with waiving late fees as long as payments and ongoing bills are paid on time. Debbie Debra A. Parsons City Chamberlain 108 E. Green Street Ithaca, NY 14850 Ph: (607) 274-6585 Fax: (607) 272-7348 "No culture can live if it attempts to be exclusive." Mahatma Gandhi (Indian independence leader and nonviolent civil disobedience activist, 1869-1948) Any tax, bill or assessment amounts included in this email are for informational purposes, and should not be relied upon as a search for unpaid taxes or liens. From: Kathy Gehring Sent: Tuesday, January 13, 2015 9:48 AM To: Debra Parsons Cc: Deborah Whitney Subject: 316 Cascadilla St. Water Bill Good morning, We received the attached letter in early December. Please send me your recommendations as to whether the Board of Public Works should waive the monthly late fees or not. I'd like to put this on the BPW agenda for January 26th. Thanks, - Kathy Gehring Exec. Asst. Supt. of Public Works City of Ithaca 108 E. Green St. Ithaca, NY 14850 607-274-6527 1 of 1 1/21/2015 3:48 PM L:n Sciencenter January 15, 2015 Dear City of Ithaca Board of Public Works, Over the past decade, the Sciencenter has made significant improvements to city land between the Sciencenter and Cascadilla Creek for the benefit of our community. In 2004, we Board off Trustees installed a paved path, topsoil, and grass to create a park connecting Conley Park to the Chair pedestrian bridge by Cornell Cooperative Extension. We installed lights for the path in 2005, Helene Schember and in 2006 we installed a dog -waste collection station, which we continue to maintain. Vice Chair Greg Galvin S—tary li� wit Treasurer John Saunders Past Chair Robin Davisson Mark Hurwitz Karen LaFace Mindy Oakes Laurie Robinson Karen Smgth Gl:xyr Taemsch Kara Taylor Charles Walcott Shawn Wilczynski Executive Direetar �ee MJwf". Aimed with soy:bawd ii* on MM so stconsigner fiber pWw The Sciencenter seeks to continue improving this area for the betterment of our community by installing educational signs and seating areas. We propose to design, produce, and install eight educational signs highlighting the diversity of life found within Cascadilla Creek and the importance of protecting this critical habitat from pollutants and invasive species. We also propose to install five seating areas overlooking the creek, with at least one being wheelchair accessible. The Sciencenter is willing to oversee the project, cover all associated costs, and maintain all materials after installation such as we currently do with the paved path, lights, and dog -waste collection station. We would greatly appreciate the support of the Board of Public Works on this project. We look forward to continuing to work with the City of Ithaca to improve our community and positively impact on our citizens and those who visit. Sincerely, Tim W. Scott Deputy Director, Sciencenter Thompson Park Wheelchair accessible seating area with bench Conley Park Sign Type Mounted to Seneca Stone Sciencenter graphic design will be different, but the attachment to Seneca Stone will be the same. Proposed Topics: 1. Cascadilla Creek Watershed 2. Watershed Hazards/Pollution Runoff 3. Waterfowl w/species ID 4. Fish w/species ID 5. Reptiles & Amphibians w/species ID 6. Macro Invertebrates w/species ID 7. Watershed Health & Monitoring 8. Riparian Buffer Zones Thompson Park Seating area with in -ground bench Proposed In -ground Bench Type 6' or 8' Recycled Plastic We propose to install 5 seating areas: one wheelchair accessible area with bench - four stand alone benches Sciencenter Proposal for installing educational signs and seating areas along Cascadilla Creek in the area denoted by the red line in the photograph below. 1115115 r Path along Cascadilla Creek adjacent to the Sciencenter Proposed seating area located in front of a natural "window" to the creek CITY OF ITHACA 108 East Green Street — 3rd Floor Ithaca, New York 14850-5690 DEPARTMENT OF PLANNING AND DEVELOPMENT JOANN CORNISH, DIRECTOR OF PLANNING & DEVELOPMENT PHYLLISA A. DeSARNO, DEPUTY DIRECTOR FOR ECONOMIC DEVELOPMENT Telephone: Planning & Development — 607-274-6550 Community Development/IURA — 607-274-6559 Email: dgrunder@cityofithaca.org Email: iura@cityofithaca.org Fax: 607-274-6558 Fax: 607-274-6558 TO: Board of Public Works FROM: Megan Wilson, Planner DATE: January 22, 2015 RE: Parks Commission Recommendation — Proposed Installation of Benches and Education Graphics by the Sciencenter At its January 13th meeting, the City of Ithaca Parks Commission discussed a proposal from the Sciencenter to install educational graphics and benches on the City -owned property between the Sciencenter and Cascadilla Creek. The Sciencenter currently maintains the walkway and lighting in this area and will also maintain the proposed benches and signage following installation. In its discussion of the proposal, Commissioners noted that the installation would enhance the use of this open space, encourage walking, and provide another opportunity for people to enjoy the water. The Parks Commission strongly supports the proposal and voted unanimously to recommend that the Board of Public Works approve the installation. If you have any questions or comments, please contact me at 274-6560 or mwilson e,cityofithaca.org. CITY OF ITHACA 108 East Green Street — 3rd Floor Ithaca, New York 14850-5690 DEPARTMENT OF PLANNING AND DEVELOPMENT JOANN CORNISH, DIRECTOR OF PLANNING & DEVELOPMENT PHYLLISA A. DeSARNO, DEPUTY DIRECTOR FOR ECONOMIC DEVELOPMENT Telephone: Planning & Development — 607-274-6550 Community Development/lURA — 607-274-6559 Email: dgrunder@cityofithaca.org Email: iura@cityofithaca.org Fax: 607-274-6558 Fax: 607-274-6558 TO: Board of Public Works Michael Thorne, Superintendent of Public Works FROM: Megan Wilson, Planner DATE: November 6, 2014 RE: Parks Commission Recommendation — Temporary Signage Policy At the request of Superintendent Thorne, the Parks Commission considered a policy for temporary signage in City parks and adopted the attached resolution at its meeting on November 4, 2014. The Parks Commission recommends that the Board of Public Works adopt a policy that prohibits temporary signs and banners in City parks, with the exception of those pertaining to City -permitted special events and park -related activities. Temporary signs and banners for City -permitted special events and park -related activities should be limited to the duration of the event in Stewart Park and Cass Park and to seven days preceding the event in all other City parks. If you have any questions or comments, please contact me at 274-6560 or mwilsoua'cityofithaca.org. City of Ithaca Parks Commission Adopted Resolution November 4, 2014 Recommendation of a Temporary Signage Policy to the Board of Public Works WHEREAS, the City has recently received several requests to install temporary signs and banners in City parks, and these signs are considered temporary, but they may remain in the parks for several months, and WHEREAS, the Board of Public Works requested that the Parks Commission prepare a policy regarding temporary signage in City parks for the Board's consideration, and WHEREAS, the Parks Commission discussed the issue of temporary signage in banners in parks, noting the following: • Many temporary signs and banners are installed within City parks because they are in highly visible locations or attract many community members, but the signs themselves do not pertain to the park; • Temporary signs and banners can be disruptive to park users and obstruct views of the park; • Many City parks have an overabundance of signs, and additional signage should be installed only if necessary, and WHEREAS, the Parks Commission acknowledges that it would not be desirable to prohibit all temporary signs or banners because many special events and recreational programs utilize signage to share information and promote the event; now, therefore, be it RESOLVED, that the Parks Commission recommends that the Board of Public Works adopt a policy that prohibits the installation of temporary signage in City parks with an exception for City -permitted special events and park - related activities, and be it further RESOLVED, that the policy should require that temporary signage for City -permitted special events or park - related activities be limited to the duration of the event or activity in Stewart Park and Cass Park and to seven days preceding the event or activity in all other City parks. Moved by: R. Moudry Seconded by: M. Hobbie In Favor: L. Fabbroni, Jr., M. Hobbie, D. Krall, E. Leventry, R. Moudry Against: 0 Abstain: 0 Absent: S. Schmidt Vacancies: 1