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HomeMy WebLinkAbout01-11-12 Board of Public Works Meeting AgendaA meeting of the Board of Public Works will be held on Wednesday, January 11, 2012, at 4:45 p.m. in Common Council Chambers - Third Floor, City Hall, 108 East Green Street, Ithaca, New York. 2. Mayor's Communications 3. Communications and Hearings from Persons Before the Board 4. Response to the Public 5. Reports Special Committees of the Board Council Liaison Board Liaisons Superintendent and Staff Other n-n—Art1mPnt1 Hm-r-iq - 6 . Approval of Minutes (10 min.) 6.1 September 28, 2011, Regular Meeting Minutes 6.2 October 19, 2011, Regular Meeting Minutes 6.3 November 14, 2011, Regular Meeting Minutes (Please see the December 21, 2011 agenda packet for the above minutes.) 6.4 December 21, 2011, Regular Meeting Minutes 8. VOTING ITEMS 8.1 Buildings, Properties, Refuse and Transit (15 min.) A. Recommendations to Divest Unused City Property, Part 4 - Resolutions 8.5 Water and Sewer A. Resolution to Amend Addendum V, Contract for Services Between City of Ithaca and O'Brien and Gere Engineers for City of Ithaca Water Supply Project 9. DISCUSSION ITEMS (30 rain.) 9.1 Appeal of Sidewalk Assessment for 105-107 Elmwood Avenue 9.2 Appeal of Sidewalk Assessment for 401 Columbia Street 9.3 Appeal of License Fee for 339 Elmira Road (Old Salvation Army site) 9.4 Appeal of License Fee for 210 Hancock Street (Old P&C Store) 9.5 Appeal of License Fee for 344 Elmira Road (Garcia's Restaurant) 10. New Business 11. Adiournment Ifyou have edisability that will require special omangen1en1atobenladeinorderforyoutofu|k/ participate inthe meeting, please contact the City Clerk atS07-274-650etleast 48hours before the meeting. The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m.All meetings are voting meetings, opening with epublic comment period. Meeting agendas are created from prior public input, Department operating, planning issues, and requests made hxthe Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request written comments onlengthy orcomplex issues. This information may then be used to create committee agendas, with the speaker or author invited hoattend. 7.1 BPW Meeting Time and Location — Discussion There has been a flurry of e-mail, which I believe most have seen or participated in, concerning the meeting schedules of Committees of Common Council, and subsequently a lot of other committees or boards. Over my time here there have been a number of different schedules for the Board of Public Works, operating configurations for the board and its always met in the Council Chambers, probably for a number of logistical reasons such as the recording equipment used for meeting minutes. I believe Mayor Myrick was responding to Council and public input when he started to shuffle the deck, but there is no way to do that without having both known and unknown impacts. I believe it would be helpful to have a dialog, rather than sequential monologs, about the goals for change and the impacts of various approaches that are considered. 8.11A Recommendation to Divest Unused City Property, Part 4— Resolutions The materials for this topic were distributed in the agenda packet for December 21, 2011. Please bring this packet with you. This is the continuation of our first attempt to divest some of the many odd pieces of property held by the city. The original attempt was undertaken to meet a budget line item adopted with the 2012 budget and based on the belief that there were a lot of items in the city's closet that we could/should clear out to free up resources, concentrate efforts, reduce outstanding (unmet) obligations, and reduce liability. While it was understood that every item (piece of property) would probably have its champion, staff thought that the BPW would review the suggested properties for their public works impacts and make a recommendation after balancing the individual and collective values. Common Council is the only body that can actually dispose of real property. Now that we have started this undertaking, it might be useful to sit with the Planning Board which will also provide input to Council, as well as interested Council and Parks Committee members to discuss the kind of information, and the ranking of values that might be applied to these recommendations and ultimately to decisions concerning the disposal of land. This would help staff prepare material for the board's consideration. 8.5A Resolution to Amend Addendum V, Contract for Services Between City of Ithaq and O'Brien and Gere Engineers for City of Ithaca Water Supply Project I have provided a resolution to modify the current working agreement with our consultants fo the water treatment plant and water supply upgrades. We are several years beyond the original authorization and a number of work items have come up which we needed to do no rather than wait. Some is work which would have been done later in the design and some wa new or emergency work. We would not normally have broken this massive project down into so many small pieces but since we have, I am now asking that you approve the amendment the fifth I addendum. 9.1 Appeal of Sidewalk Assessment for 105-107 Elmwood Avenue 9.2 Appeal of Sidewalk Assessment for 401 Columbia Street 9.3 Appeal of License Fee for 339 Elmira Road (Old Salvation Army site) 9.4 Appeal of License Fee for 210 Hancock Street (Old P&C Store) 9.5 4,-.rneal of License Fee for 344 Elmira Road (Garcia's Restaurant) Staff had provided review material and recommendations for your consideration in the November 16, 2011, meeting agenda. Please or that agenda with you! We have been carrying these items for several weeks so I am hoping we will work through them and provide an answer to the property owners and to the City Chamberlain, who is trying to collect the bills. The related review materials are in the agenda packages for November 16, 2011 and December 21, 2011. If you need new copies, please contact us early so we can deliver them to you prior to the meeting. V,AUiPvvtj fjna�, -P.E. ,Skpel,wtev�Aev�t of T>LCU�c wows Jcm,vclr� 0, 2012 Page 3 I:Mle IMM, WHEREAS, the City of Ithaca owns parcel 68.-2-9.2, located on the south side of the 700 block of East Seneca Street, and 3 onea �Falc ,2cquire green space, and WHEREAS, the aforementioned parcel has not been developed or maintained or designated as park, and WHEREAS, continued City ownership of this parcel represents a liability and requires that the City incur expense for maintenance and upkeep without the generation of revenue (e.g., in the form of property taxes) or enjoyment, now therefore be it 11 �ifi - �N RESOLVED, That the Board of Public Works hereby recommends that the Common Council consider sale of parcel 68.-2-9.2 located on the south side of the 700 block of Ease Seneca Street, unless its continued ownership by the City is needed in order to serve a non-public works function or purpose. Page 4 ir 5411111T 174-73'ro M-Wffme,&R��O WHEREAS, the Board of Public Works passed a resolution on December 16, 2009, authorizing an expenditure of an amount not to exceed $375,000 for preliminary design services to carry the water supply project to the approximately 30% design point as outlined in O'Brien and Gere's letter proposal of December 11, 2009, and WHEREAS, the work has taken longer due to an emergency project to clear the raw water intake as well as coordination efforts with related engineering work undertaken to meet New York State Department of Environmental Conservation deadlines for reports on the stability and safety of the city's water supply dam on Six Mile Creek, and WHEREAS, these additional efforts are outlined in O'Brien and Gere's budget update letter dated November 22, 2011, recommending an amendment to the budget and scope of work for Addendum V, and this amendment is recommended by staff, now therefore be it RESOLVED, That the Board of Public Works hereby authorizes an amendment to Addendum V of the Contract for Services between the City of Ithaca and O'Brien and Gere Engineers which incorporates the change in budget to raise the not -to -exceed figure from $375,000 to $475,000, and amends the scope of services to incorporate the services outlined in O'Brien and Gere's letter dated November 22, 2011, which generally consists of: ;r* rA 2 rZT.1 Mal I rpa- RI Improved interconnection with the Southern Cayuga Lake Intermunicipal Water Commission's transmission main yr.-MIT-01 wit RRIV-11 11111M IM3 M1- !2111111111�� E;1111�1111 1�!Illiri Pill ill 1111 011 1) MY Page 5 November 22, 2011 Mr. William Gray, P.E., Superintendent City of Ithaca Department of Public Works City Hall, 2nd Floor 108 East Green Street Ithaca, NY 14850 RE: Budget Update for City of Ithaca Water Supply Project FILE: 1598/Ar-7A? PDS No. 243351 Dear Mr. Gray: In December 2009, the City Board of Public Works authorized an interim amount of $375,000 for the design development of the proposed water supply system improvements with the anticipation that these funds would be sufficient to complete the thirty percent (30%) design submittal and site plan approval. O'Brien & Gere is nearing completion of this design development phase including initiation of the site plan review process. The available funds in our interim authorization are exhausted as a result of the need to address the emergency dredging of material near the intake and several other unanticipated conditions including: Evaluation of a cofferdam system to facilitate dredging upstream of the Sixty -Foot Dam concurrently with dam safety improvements and gatehouse repairs. Coordination with the NYSDEC to compete emergency dredging near the existing gatehouse. Incorporation of a new flow regulation and metering building on the SCLIWC interconnection to the water treatment plant clearwell Evaluation of an alternative residual handling technology to mitigate project impacts at Giles Street residual handing site. Evaluation of hydroelectric turbines at the Van Atta Pumping Station. Working in cooperation with the City's project team and in the interest of advancing the project through the site plan review process, O'Brien & Gere has continued to work in anticipation of a future formal authorization. O'Brien & Gere respectfully requests that the City of Ithaca Department of Public Works (DPW) increase our authorized budget for the design development phase by $100,000, from $375,000 to $475,000. This additional authorization will cover our costs incurred to date and provide the funding needed to complete the thirty percent (30 %) design submittal, complete the Water Street facilities site plan approval, and update the project cost estimate. The thirty percent submittal will provide the detail needed to establish firm budgets for remaining engineering services. 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 ( p 315-956-6100 1 f 315-463-7554 1 www.obg.conn 360' Engineering and Project Delivery Solutions Mr. William Gray, P.E., Superintendent November 22, 2011 Page 2 © 2011 O'Brien & Gere. All Rights Reserved. If you have any questions about this proposal or require additional information, please do not hesitate to contact me. Very truly yours, O'BRIEN &GERE ENGINEERS, INC. --XL4J,_ Richard E. Gel], P.E. Senior Managing Engineer cc: Mr. Robert C. Ganley - O'Brien & Gere 333 West Washington Street, PO 4873, Syracuse, NY 13221-4873 1 p 315-456-6100 1 f 315-463-7554 1 www.obg.com 360' Engineering and Project Delivery Solutions Power to Act — The Choice of a Consultant for the Water Plant Design and Construction - Resolution By Commissioner Schlather: Seconded by Commissioner Tripp WHEREAS, the Board of Public Works is interested in implementing the City's decisi to rebuild the Water Treatment Plant in conformance with the Final Environmental Impact Statement prepared by O'Brien & Gere Engineers and finalized by the Board' adoption on May 27, 2009, and I WHEREAS, the Board has reviewed O'Brien & Gere's proposal to amend the current contract for Engineering Services dated December 9, 2005, as amended to date, to take the conceptual or schematic design concept developed during the environmental review and convert it to the preliminary design (30% complete) where process design, building design, needed mitigation measures, energy and dollar budgets, as well as initial cash flow and project timelines are developed and communicated, and WHEREAS, the prior effort required to convert the Draft Environmental Impact Statement into the Final Environmental Impact Statement, and then support the City's decision -making process in 2009 was greater than that estimated in the 2007 budget for the work, now therefore be it RESOLVED, That the Board of Public Works hereby amends the current budget for Engineering Services during the Scoping and Environmental Review Phase from $701,000 to $791,000, and be it further RESOLVED, That the Mayor, in consultation with the Superintendent and the City Attorney, is authorized to sign an amendment to the current contract for Engineering Services dated December 9, 2005, as amended to date, in order to undertake the preliminary design services that will carry the project to approximately 30% complete in the project design, as outlined in O'Brien & Gere's letter proposal dated December 11, 2009, in an amount not to exceed $375,000, and be it further RESOLVED, That the funds for this work shall be derived from Capital Project 51 Water Treatment Plant Improvements. I Main Motion: A Vote on the Main Motion Resulted as Follows: Aye (5) — Schlather, Tripp, Brock, Wykstra, Jenkins Nay (1) — Peterson Abstentions (0) msa�� ADDENDUM V To CONTRACT FOR SERVICES MADE BY AND BETWEEN THE CITY OF IT ACA and O'BRIEN & GERE ENGINEERS, INC. For CITE' OF ITHACA WATER SUPPLY PROJECT Pursuant to a resolution adopted by the Board of Public Works, on December 16, 2009, the Contract (including Addenda I, II, III, and IV) between the City of Ithaca (hereinafter, "City") and O'Brien & Gere Engineers, Inc. (hereinafter, "Contractor"), originally dated December 9, 2005 (hereinafter, the "Contract"), is hereby amended as follows, by agreement of the parties: 1. TMe Contractor hereby agrees to prop✓ide to the City ceraun seM ices (beyond those ai_thorized by the original Contract and the first four addenda thereto), which additional services are more fully described and set forth in a letter -proposal from the Contractor dated December 11, 2009, as supplemented and modified by the letter from the Contractor dated January 11, 2010 (copies of which documents are appended hereto as Exhibit A and incorporated herein by reference). The purpose of Addendum V is to authorize the balance of services summarized in Table 1 of the December 11, 2009, letter which were not already authorized in Addendum IV. It shall be the net effect of Addendum V that the combined work under Addenda IV and V shall be all the work summarized in Table 1 of the December 11, 2009, letter. It is understood by both parities that the $101,000 allowance for "stakeholder meetings," provided for in Addendum IV, is contained in Table 1 and need not be carried as a separate work item, thus lowering the value of Addendum IV from $210,000 to $200,000 once Addendum V is signed. 2. For all of the additional services described in Paragraph 1, above, the City agrees to pay the Contractor, upon receipt of itemized invoices to be submitted by the Contractor on a monthly basis, an amount not to exceed $175,000.00 ($375,000 - $200,000). It should be the net effect of Addendum V that the combined work under Addenda IV and V shall not exceed 3. The Contractor has submitted a new "Anticipated Implementation Schedule" dated March 16, 2010, as a replacement for the schedule dated December 11, 2009, and contained in the contractor's letter of the same date. The City accepts this schedule as the current schedule for the work under Addenda IV and V, with the understanding that both parties will undertake the appropriate effort to maintain this schedule. The new schedule is attached as Exhibit B. 4. In the event that the Contractor determines or has reason to expect that the cost or schedule of the agreed -upon services will or likely may exceed the allowances provided for herein, the Contractor shall inform the City (including the Mayor and the Superintendent of Public Pagel of 2 Works) immediately and in writing (and, in any case, prior to actually incurring any such additional cost). SIGNED: CITY OF ITHACA L'I'm Daniel Cogan, Acting Mayor Date: M City Attorney City Controller Chair, City Administration Committee Date: Date: Date: Page 2 of 2