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HomeMy WebLinkAbout04-20-16 City Administration Committee Meeting Agenda ������ CA Meetin DATE:April 20,2016 TIME: 6:00 pm LOCATION: 3'Floor, City Administration Committee City Hall,Council Chambers AGENDA ITEMS Item Voting Presenter(s) Time Item? Allotted Vice Chair, Donna Fleming 1. Call To Order *Note: We will review the number of 15 Min* 1.1 Agenda Review No cards received at the beginning of each 1.2 Review and Approval of Minutes Yes meeting and adjust time if needed. Approval of February 2016 Minutes 1.3 Statements from the Public No 1.4 Statements from Employees No 1.5 Council Response No 2. Consent Agenda Items Yes 5 Min 2.1 GIAC—Amendment to Roster 2.2 YB—Amendment to 2016 Budget 2.3 IFD—Purchase of Vehicle 3. City Administration,Human Resources, and Policy 3.1 Restructure of Boards &Committees Yes Aaron Lavine, City Attorney 10 Min 4. Finance,Budget,and Appropriations 4.1 IURA—Natural Area Commission Recommendations For 401 Lake Street Yes Nels Bohn,Director 10 Min 4.2 DPW—Boat Storage Rack Funding Yes Mike Thome, Supt. of DPW 10 Min 4.3 DPW—Sidewalk Assessment Approval Yes Mike Thorne, Supt. of DPW 10 Min 4.4 DPW-Hydrilla Project Agreement Yes Mike Thorne, Supt. of DPW 10 Min 4.5 DPW—CP For Renzetti Place Yes Erik Whitney,Asst. Supt. for W&S 10 Min 4.6 DPW—CP For Water and Sewer Mains Yes Erik Whitney,Asst. Supt. for W&S 10 Min 4.7 DPW—Increase CP For Water Plant Yes Erik Whitney,Asst. Supt. for W&S 10 Min 4.8 DPW—Request for funding for WWTP Yes Erik Whitney,Asst. Supt. for W&S 10 Min 4.9 IFD—Approval of SAFER Grant Yes Tom Parsons, Chief 10 Min 4.10 IFD—CP For USAR Grant Yes Tom Parsons, Chief 10 Min 5. Performance Measures No 6. Common Council 7. Meeting Wrap-up All 5 Min 6.1 Announcements No 6.2 Next Meeting Date: May 18,2016 6.3 Review Agenda Items for Next Meeting No 6.4 Adjourn Yes (8:15 p.m.) Committee Charge: The CA committee will: Review financial and administrative issues pertaining to the City,along with items relating to the City of Ithaca workforce environment,intergovernmental relations and human resources. 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 Controller's Office at 607-274-6576 at least 48 hours before the meeting. 2. Consent Agenda Items .1 GIAC - Request to Amend 2016 Roster WHEREAS, the Greater Ithaca Activities Center(GIAC) has proposed to add two (2) full time (35- hours each) GIAC Program Leaders to the roster, and WHEREAS, these positions will provide opportunities for internal promotion for qualifying GIAC Program Assistants, and WHEREAS, the work performed by these positions will support GIAC programming effectively, and WHEREAS, GIAC's 2016 budget as approved includes funding for these positions, and WHEREAS, no additional funds are being requested for these positions; now therefore be it RESOLVED, That the Personnel Roster of GIAC shall be amended as follows: Add—Two (2) GIAC Program Leader Positions (35-hours each) and be it further, RESOLVED, That while the additional positions are filled via promotion, the 2 GIAC Program Assistant positions shall remain vacant, and be it further RESOLVED, That said roster amendment will be made within the existing funds of the 2016 authorized GIAC budget. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 CA Item#2.1 ......... CITY OF ITHACA r 301 W Court Street Ithaca, New York 14850 c0't,,. GKEAT1:It ITHACA ACTIVITIES CENTER Telephone: 607.272-3622 Fax:607,272-0250 To: City Administration Committee From: Leslyn McBean-Clairborne, GIAC Directo Re: 2016 Roster Amendment Date: March 9, 2016 GIAC is requesting permission to add two (2) full-time Program Leader positions at 35-hours each to its 2016 roster. These positions will be promotional opportunities for current Program Assistants who have qualified on the Civil Service exams and who have been carrying out the duties of Program Leaders for years without the compensation associated with such positions. Funds are in the approved 2016 GIAC budget for these positions. "An Equal opportunity Employer with a commitment to workforce diver,ilication." ��� 2. Consent Agenda Items .2 Youth Bureau—Request to Amend 2016 Budget WHEREAS, the Ithaca Youth Bureau has requested to amend the 2016 budget due to the award of a Tompkins County Tourism grant, and WHEREAS, the money received from this grant will be used to purchase equipment for Ithaca Bike Rental as proposed in the grant, and WHEREAS, this amendment requires no additional funds from the City; now therefore be it RESOLVED, That Common Council hereby amends the 2016 Youth Bureau Budget as follows: Increase expenses: A7310-5460-1203 $5,000 Increase revenues A7310-2070-1203 $5,000 J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 CA Item 2.2 �oot-h 6U`,,, Ithaca Youth Bureau ?T.. o 1 James L. Gibbs Drive ' a. t Ithaca, New York 14850 a s Phone: (607) 273-8364 Fax: (607) 273-2817 Rs� "Building a foundation for a lifetime." TO: City Administration Committee FROM: Liz Vance, Director RE: Amendment Youth Bureau 2016 Budget DATE: April 8, 2016 We are requesting permission to amend the 2016 Youth Bureau budget due to the award of a Tompkins County Tourism Grant. The money will be used to purchase equipment for the Ithaca Bike Rental Program. Increase expenses: Account #A 7310-5460-1203 $5,000 Increase revenues Account #A7310-2070-1203 $500 This request does not require any additional funds from the City. Thank you. "An Equal Opportunity Employer with a commitment to workforce diversification." 2. Consent Agenda Items .3 IFD - Purchase of Fire Police Vehicle WHEREAS, the Ithaca Fire Police is a unit of the Ithaca Fire Department comprised of members of Neriton Fire Company No. 9, and WHEREAS, the Ithaca Fire Police Unit responds to emergencies requiring traffic and crowd control, and WHEREAS, the work of the Fire Police involves the use of barricades, flares, portable traffic control signs, scene lighting, and traffic cones, and WHEREAS, the Ithaca Fire Department does not have a vehicle to permanently store and made available for use for carrying traffic control equipment, and WHEREAS, the members of the Fire Police Unit currently use their personal vehicles to transport traffic control equipment to emergency incidents, and WHEREAS,Neriton Fire Company No. 9 has offered to fund the purchase of a vehicle,up to twenty thousand dollars ($20,000), and WHEREAS, Neriton Fire Company No. 9 has offered to provide funding for retrofitting, and major repairs of the Fire Police vehicle, and WHEREAS, the City Attorney has recommended that the Fire Police Vehicle be owned by the City of Ithaca for it to be eligible for insurance and registration under the City of Ithaca, and WHEREAS, the Fire Police Vehicle, when not in use, will be parked or stored on City owned property, and WHEREAS, the Fire Chief supports the request of Neriton Fire Company No. 9 to purchase a vehicle for the Fire Police Unit; now, therefore be it RESOLVED, The Common Council of the City of Ithaca approves the acceptance of funds from Neriton Fire Company No. 9 for the purchase of a vehicle for the Fire Police Unit, and, be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for the purchase of a Fire Police Vehicle shall be transferred to Account A3410-5215-12200, and,be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for retrofitting, and major repairs to the Fire Police Vehicle shall be transferred to Account A3410-5476-12250; and, be it further RESOLVED, The cost of registration, insurance, fuel and routine maintenance will be paid for out of existing Fire Department funding; and,be it further RESOLVED, The Common Council authorizes the purchase of a Fire Police Vehicle at a cost not to exceed funds provided by Neriton Fire Company No. 9; and, be it further J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 RESOLVED, The Common Council authorizes the retrofitting and major repairs of the Fire Police Vehicle not to exceed funding provided by Neriton Fire Company No. 9. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 CA Item 2.3 CITY OF ITHACA S G , 310 West Green Street Ithaca, New York 14850-5497 OFFICE OF THE FIRE CHIIEF `�wAA a Tetephone: 607/272-1234 Fax: 607/272-2793 Memo To: Common Council From: Tom Parsons, Fire Chief Date: March 10, 2016 Re: Fire Police Vehicle Neriton Hose Company Number 9, which is the organization representing the volunteer members of the Ithaca Fire Department, has offered to fund the purchase a used "van type" vehicle for use by the Fire Police Unit. The vehicle will be used for storage and transportation of barricades, flares, portable traffic control signs, scene lighting, and traffic cones. The fire department has a pickup truck that the fire police can use for this purpose, but the vehicle cannot be dedicated to storage of this equipment as the vehicle is used for other transportation needs related to operations, training, and fire prevention. The proposal, which I support, is to use funds donated by Company No. 9 to purchase a used van type vehicle. Additional funding will be provided by Company No. 9 to paint, letter, and outfit with the vehicle with safety lighting. The vehicle would be owned by the City of Ithaca, insured under the Fire Department's Insurance Policy, and registered to the City of Ithaca. Routine maintenance and fuel for the vehicle will be provided by the fire department using current fire department funds. I anticipate the use and associated costs to maintain the vehicle to be fairly low and will not significantly impact our budget. The vehicle will be stored either at one of the Fire Stations or DPW and will be under the control of the Fire Department. If you have any questions, please don't hesitate to contact me. 3. City Administration, Human Resources, and Policy .1 Working Group to Propose Restructuring of Boards and Committees WHEREAS, in 2011, the City of Ithaca contracted with an outside consulting firm to evaluate the city's organizational structure as it relates to performance measurement and efficiencies, resulting in what we now call "The Novak Report", and WHEREAS, based on the Novak Report, the Common Council identified as a priority the task of performing a comprehensive analysis of the City's approximately 30 boards and committees, and WHEREAS, the Common Council now desires to complete that analysis and consider recommendations for restructuring of many of the City's boards and committees (which shall, for purposes of this resolution, include commissions, councils other than the Common Council, and groups), though generally not the City's quasi-judicial boards and committees; now, therefore be it RESOLVED, That a Boards and Committees Restructuring Working Group (`BCRWG") shall be formed to gather input from existing boards and committees, and the public, on possible models for restructuring, and to propose to the City Administration Committee a realigned structure for the City's boards and committees that supports the following goals: 1. To create a structure in which volunteers and citizens effectively engage in order to drive change and address changing needs. 2. To make effective use of volunteer time and energy. 3. To create a structure in which volunteer committees can bring new ideas and initiatives forward to Council for adoption in an easy and consistent manner. To also create a structure in which Council and/or the Mayor can assign an emerging issue to a committee for research,public input, and analysis. 4. To define clearer relationships between City committees and Council. 5. To better utilize staff resources in order to most effectively empower the committees. 6. To be even more responsive to the needs of our community. 7. To make recruitment of new board members easier. 8. To create a structure that is fluid enough to be both proactive and reactive depending on the situation or issue. 9. To provide citizens better visibility and access into government and how to create change. and be it further, RESOLVED, That the Mayor shall select, recruit, and appoint seven members of the BCRWG as follows,who shall additionally be advised by the City Attorney: • Two present or former board or committee members • Two members of the Common Council • Two City staff with familiarity with the City's board and committee structure • The Chief of Staff; and be it further, J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 RESOLVED, That a member of the BCRWG shall provide progress updates to the City Administration Committee at most meetings of the City Administration Committee. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .1 IURA- Consideration of the Natural Area Commission's Recommendations Regarding 401 Lake Street WHEREAS, the City of Ithaca acquired property located at 401 Lake Street (tax parcel#12.-1-2) and vacant tax parcel#12.-1-1 through tax foreclosure proceedings in 2015, and WHEREAS, the 401 Lake Street property contains a vacant, boarded-up 840 square foot single family dwelling located immediately adjacent to Fall Creek, and WHEREAS, on June 3, 2015, the Common Council took action to: • retain ownership of the 401 Lake Street and tax parcel#12.4-1; • direct staff to consider rezoning 401 Lake Street and tax parcel #12.4-1 from R-3b to a P-1 zoning district designation • designate tax parcel#12.-1-1 for inclusion in the Ithaca Falls Natural Area; and WHEREAS, on June 3, 2015, a decision whether to retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area was postponed pending review by the Natural Areas Commission(NAC), and WHEREAS, the NAC recommends the following actions: 1. Retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area; 2. Rezone 401 Lake Street and the adjacent tax parcel#12.4-1 from R-3b to P-1; 3. Demolish and remove the vacant house at 401 Lake Street; 4. Undertake a management plan for the Ithaca Falls Natural Area; and WHEREAS, the City of Ithaca comprehensive plan, Plan Ithaca,recommends that land use decisions be made in accordance with the Future Land Use Map, which designates both parcels in an Environmentally Sensitive land use category, and WHEREAS, Plan Ithaca also includes a goal that "[g]orges throughout the city will be protected to ensure their continuation as critical natural assets for current and future use", and WWHEREAS, the Planning and Economic Development Committee considered NAC recommendations regarding zoning and natural area designation, and WHEREAS, asbestos investigation, abatement and demolition of the structure at 401 Lake Street is projected to cost approximately$25,000, and WHEREAS, the City has not yet fulfilled its obligation to develop and adopt a management plan for the Fall Creek Recreational River corridor, as required by the New York State Department of Conservation (NYSDEC), and WHEREAS, fencing restricting public access to portions of the Ithaca Falls Natural Area for the past 10 years may be removed upon a NYSDEC determination that the recently completed environmental investigation and remediation of the city-owned Ithaca Falls Overlook site has been satisfactorily accomplished, and J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 WHEREAS, development of management plans for municipally-owned recreational and natural areas are eligible for matching reimbursement grants through the Environmental Protection Fund Municipal Grant program, and WHEREAS, Under the City Environmental Quality Review Ordinance (CEQRO), the NAC recommendations are classified as follows: • Type I(due to proximity to Fall Creek) -Designation of city-owned parcels into the Ithaca Falls Natural Area • Type I-Rezoning to P-I • Type I(due to proximity to Fall Creek) -Demolition of structure at 401 Lake Street • Type II - Development of management plans, and WHEREAS, the proposed actions under consideration by the CAC are demolition of the structure at 401 Lake Street and submission of a grant application to develop management plans, which are classified under the City Environmental Quality Review Ordinance (CEQRO)as a Type I action and an Exempt action, respectively, and WHEREAS, environmental review has been completed for the proposed actions, and WHEREAS, City staff has estimated demolition costs for the Lake Street structure to be $25,000, and WHEREAS, we can use a portion of the proceeds from the upcoming sale of City land for the Canopy Hotel to support the demolition expense related to Lake Street and avoid borrowing for this expense; now, therefore,be it RESOLVED,that the Common Council for the City of Ithaca hereby establishes Capital Project#829, Demolition of Vacant Structures in an amount not to exceed $25,000 for the purpose of demolishing and removing the vacant structure at 401 Lake Street, and be it further RESOLVED, That the $25,000 in needed funds for the demolition project will be derived from a portion of the sale of City land for the Canopy Hotel, and be it further RESOLVED, The Common Council hereby authorizes submission of a grant application for development of a management plan for the Fall Creek Natural Area and a management plan for the Fall Creek Recreational River Corridor, and be it further RESOLVED, That this resolution will take effect contingent on the passing of a companion resolution currently pending in the Planning Committee. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 CITY OF ITHACA FULL ENVIRONMENTAL ASSESSMENT FORM (FEAF) Purpose: This Full Environmental Assessment Form(FEAF) is designed to help applicants and agencies determine, in an orderly manner, whether a project or action may be significant. The question of whether an action may be significant is not always easy to answer. Frequently, there are aspects of a proposed action that are subjective or immeasurable. It is also understood those who determine significance may have little or no formal knowledge of the environment or may not be aware of the broader concerns affecting the question of significance. The FEAF is intended to provide a method whereby applicants and agencies can be assured the determination process has been orderly,comprehensive in nature,yet flexible enough to allow introduction of information to fit a project or action. FEAF Components: Part 1: Provides objective data and information about a given action and its site. By identifying basic project data, it assists in a review of the analysis that takes place in Parts 2 and 3. Part 2: Focuses on identifying the range of possible impacts that may occur from a project or action. It provides guidance as to whether an impact is likely to be considered small to moderate or whether it is a potentially large impact. The form also identifies whether an impact can be mitigated or reduced. Part 3: If any impact in Part 2 is identified as potentially large, then Part 3 is used to evaluate whether or not the impact is actually important. THIS AREA IS FOR LEAD AGENCY USE ONLY DETERMINATION OF SIGNIFICANCE—TYPE I AND UNLISTED ACTIONS Identify the portions of FEAF completed for this action: Part 1 F% Part 2 ❑Part 3 Upon review of the information recorded on this FEAF(Parts,2,and 3,if appropriate),and any other supporting information, and considering both the magnitude and importance of each impact, it is reasonably determined by the Lead Agency that: nA. The Proposed Action will not result in any large and important impact(s)and will not have a significant impact on the environment;therefore,A NEGATIVE DECLARATION WILL BE PREPARED. [_1B. Although the proposed action could have a significant impact on the environment,there will not be a significant effect for this Unlisted Action,because the mitigation measures described in PART 3 have been required;therefore,A CONDITIONED NEGATIVE DECLARATION WILL BE PREPARED. [_1C. The proposed action may result in one or more large and important impacts that may have a significant impact on the environment;therefore,A POSITIVE DECLARATION WILL BE PREPARED. A Conditioned Negative Declaration is only valid for Unlisted Actions. Name of Action: 401 Lake Street— Designate Parcel in Natural Area and Demolish Structure Name of Lead Agency: City of Ithaca Common Council Name and Title of Responsible Officer in Lead Agency: Nels Bohn, IURA Director of CD Signature of Responsible Officer in Lead Agen y: Signature of Preparer: Date: April 15, 2016 FULL ENVIRONMENTAL ASSESSMENT FORM (FEAF) PART I—PROJECT INFORMATION (prepared by project sponsor/applicant) NOTICE: This document is designed to assist in determining whether the action proposed may have a significant effect on the environment. Please complete the entire form, Parts A through E. Answers to these questions will be considered part of the application for approval and may be subject to further verification and public review. Provide any additional information you believe will be needed to complete Parts 2 and 3. It is expected that completion of the FEAF will depend on information currently available and will not involve new studies, research, or investigation. If information requiring such additional work is unavailable, so indicate and specify each instance. [Name of Action: 401 Lake Street® Designate Parcel in Natural Area snd Demolish Structure ILocation of Action: 401 Lake Street,, Ithaca,. NY(tax map#12.-1-2) Name of Applicant/Sponsor: City of Ithaca FAddress: 108 E. Green Street City/Town/Village: Ithaca State: NY ZIP: 14850 I Business Phone: (607) 274-6550 Name of Owner (if different): Same FAddress: City/Town/Village:own/Village: State: ZIP: Business Phone: 2 Description of Action: Retain the City-owned 401 Lake Street parcel acquired through tax foreclosure proceedings for public use and designate it for inclusion in the adjacent Ithaca Falls Natural Area. Demolish and remove the vacant single family dwelling at 401 Lake Street. 3 Please complete each qttestion (indicate NIA, if not applicable). A. SITE DESCRIPTION Physical setting of overall project, both developed and undeveloped areas. 1. Present Land Use: D Urban [3Industrial OCommercial K3 Public [3Forest Agricultural LQ Other: 2. Total area of project area: acres 2,400 square feet(Chosen units apply to following section also.) Approximate Area (Units in Question 2 apply to this section.) Currently After Completion 2a. Meadow or Brushland (non-agricultural) �-7E77771 - 2b.Forested LL 1;600 1,600 2c. Agricultural 2d.Wetland [as per Article 24 of Environmental Conservation Law(ECL)] 2g-.--Water Surface Area 2h.Unvegetated (rock, earth, or fill) ------------- 2i. Roads, buildings, and other paved surfaces 800 800 2j. Other(indicate type) 3a. What is predominant soil type(s) on project site (e.g., HdB, silty loam, etc.): Unmapped 3b. Soil Drainage: Well-Drained % of Site Moderately Well-Drained 100 % of Site Poorly Drained % of Site 14a. Are there bedrock outcroppings on project sLite?_Jr [��Yes —No [N/A - 4b. What is depth of bedrock? <1 (feet) 4c. What is depth to the water table?- 3+ (feet) 5. Approximate -percentage of proposed project site 0-10% 40 % 10-15% 40 % with slopes: L�#] 15% or greater 20 % 9 M 6a. Is project substantially contiguous to, or does it I /A contain a building, site or district, listed on or F4c. What is'depth to the table? 3 E#1 eligible for the National or State Register of Historic Places? ...®r a 7designated loc l landmark or�located in FYes o ❑[ N/A local landmarIKdistrict? [ h, -IN/A If yes, identify each 7. Do hunting and/or fishing opportunities currently L Yes [::]No exist in the project area9 k==d species: all Creek 4 SITE DESCRIPT109NN cone u e in 8. Does project site contain any species of plant project y species -Dl­� [-]Yes [::]No L]N/A Unknown and/or animal life identified as threatened or endangered? According to: UNA-134 Identify each species: Canadian Primrose, Bird's Eye rimrose are identified in the adjacent UNA 9. Are there any unique or unusual landforms on the KJYes ❑No []N/A project site (i.e., cliffs, other geological formations)? Describe: Fall Creek Gorge cliffs overlooking Ithaca Falls, Recreational River corridor 10. 10. Is project site currently used by the community or LYes ONo FIN/A neighborhood as an open space or recreation 9 If yes, explain: area? 11. Does present site offer or include scenic views [X]Yes []No []N/A known to be important to the community? Describe: High quality views of Ithaca Falls IL 12. Is project within or contiguous to a site ❑yes �No []N/A designated a Unique Natural Area(UNA) or critical environmental area by a local or state Describe: Lake St. Parcel #12.-1-2 is located agency? contiguous to UNA-134. 0 13. Streams within or contiguous to project area: a. Names of stream(s) or name(s) of river(s)to which it is a tributary: Fall Creek 14. Lakes, ponds, or wetland areas within or a. Name(s): NA contiguous to project area: b. Size(s) (in acres): 15. Has site been used for land disposal of solid []Yes [X]No [JN/A and/or hazardous wastes? Describe: 16. Is the site served by existing public utilities? *]Yes ❑No LN/A a. If Yes, does sufficient capacity exist to allow -] connection? [X Yes L_JNo []N/A b. If Yes, will improvements be necessary to ---I allow connection? []Yes XNO rLJN/A B. PROJECT DESCRIPTION Physical dimensions and scale of project(fill in dimensions as e): 40' x 60' square feet: 2,400 SF b.Project acreage developed: F Initially: 0 Ultimately: 0 — c. Project acreage to remain undeveloped: ,4 F Length of project in miles (if appropriate): le. If project is an expansion, indicate percent of change proposed: NA % U Number of off-street parking spaces existing: 1 proposed: 0 1g. Maximum vehicular trips generated (upon completion of project)per day: NA and per hour: Height of tallest proposed structure in feet. 0 No new structures proposed 1j. Linear feet of frontage along a public street or thoroughfare that the project will occupy? 0 2. Specify what type of natural material (i.e., rock, earth, etc.) and how much will be removed from the site: 0 or added to the site: 0 3. Specify what type of vegetation(trees, shrubs, ground cover) and how much will be removed from the site: acres: 0 _type of vegetation: 4. Will any mature trees or other locally important vegetation be removed for this project? No 15. Are there any-plans for re-vegetation to replace vegetation removed during construction? No 6. If single-phase project, anticipated period of construction: NA months (including demolition) 17. If multi-phased project, anticipated period of construction: months (including demolition) 7a. Total number of phases anticipated: 1 7b.Anticipated date of commencement for first phase: June .month 2016 year (including demolition) Approximate completion date of final phase: August month 2016 year. F7d.Is phase one financially dependent on subsequent phases? OYes ONO /A 8. Will blasting occur during construction? ®Yes Mo /A If yes, explain: 9. Number of jobs generated during construction: 0 After project is completed: 0 10.Number of jobs eliminated by this project: 0 Explain: 11.Will project require relocation of any projects or facilities?[3Yes �o[O-]N/A If yes, explain: �AC M 12a. Is surface or subsurface liquid waste disposal involved?[3Yes No /A; if yes, explain: 1 . If#I 2a is yes, indicate type of waste (sewage, industrial, etc): 12c. If surface disposal, where specifically will effluent be discharged? waterways be increased or decreased 1 . Will surface area of existing lakes, ponds, streams, or other surface by proposal? E]Yes L�o M/A If yes, explain: a. Will project or any portion of project occur wholly or partially within or contiguous to the I 00-year flood plain?WYes UNo M/A Site is located adjacent to a floodway, but site is not in a flood zone 6 7 d1_1 ZONING AND PLANNING INFORMATION 1. Does the proposed action involve a planning or zoning decision? [O:]Yes o M/A If yes, indicate the decision required: C3Zoning Amendment E]Zoning Variance [3New/Revision of Master Plan DO Subdivision Site Plan ❑ Special Use Permit [3Resource Management Plan E3Other: ��2. W��hat is the c��urre��nt�zo��ning��class��ification��of�sit��e?�R-3b &with Recreational River Overlay 3. If the site is developed as permitted by the resent zoning, what is the maximum potential development? Recreational River regulations prohibit new residential construction within 150 feet of Fall Creek, but allow legally existing residential structures to remain and be expanded by up to 500 sq. ft.Therefore, present zoning allows a 500 sq. ft. expansion of the existing 800 sq. ft. residential structure. 4. Is proposed use consistent with present zoning? Yes ONo ON/A 5. If#4 is no, indicate desired zoning: 6. If the site is developed by the P—roposed zoning, what is the maximum potential development of the site? NA 7. Is the proposed action consistent with the recommended uses in adopted local land-use plans? SYes Mo M/A If no, explain: 8. What is the dominant land use and zoning classification within a 1/4mile radius of the project? (e.g., R-1a or R-1b) R-3b and P-1 9. Is the proposed action compatible with adjacent land uses? Yes Mo M/A Explain: 10a. If the proposed action is the subdivision of land, how many lots are proposed? NA 10b. What is the minimum lot size proposed? NA 11. Will the proposed action create a demand for any community-provided services? (e.g., recreation, education,police, fire protection, etc.)? F[J]Yes ❑No ON/A Explain: If yes, is existing capacity sufficient to handle projected demand? []Yes [3No 13N/A Explain: 12. Will the proposed action result in the generation of traffic significantly above present levels? OYes MNo ON/A If yes, is existing road network adequate to handle additional traffic? ®Yes Mo M/A Explain: 8 A APPROVALS F1. Approvals: Common Council approval is required 2a. Is any Federal permit required? [3Yes �o [03N/A Specify: b. Does project involve State or Federal funding or financing?oyes o.ON/A If Yes., Specify. 2c. Local and Regional approvals: Type of Submittal Approval Agency Yes or No Approval Required Date Date Common Council Yes Authorize designation 5/16 5/16 into Natural Area; fund demolition Board of Zoning Appeals (BZA) No Planning & Development Board No Ithaca Landmarks Preservation Commission(ILPC) Board of Public Works (BPW) No Fire Department No Police Department No Building Commissioner Yes Demolition permit 6/16 6/16 Ithaca Urban Renewal Agency No (IURA) 9 E. INFORMATIONAL DETAILS Attach any additional information as may be needed to clarify your project. If there are or may be any adverse impacts associated with your proposal, please discuss such impacts and the measures which you propose to mitigate or avoid them. F. VERIFICATION I certify that the information provided above is true to the best of my knowledge. Applicant/Sponsor Name: Nels Bohn Signature: Title: 1URA Director of CommunitV Development END OF X?�CKKKKK7�C?CX?C'KK7�C7:XX PART 1 ?�CKXY7�CKX'KK7�C7�C?�CxKKK7�C 10 01, City of Ithaca , NY 2016 C FFSIDETE RACE LEGEND APTS-.A&B 1 Midblocks THACA HIGH SCHOOL CUFFSIDETERRACE isMA a ❑ Tax Parcels APTS-C AI I R-U — Primary Commons Zone R-2 a �'� Secondary Commons ZonE ❑ Historic District 1 R k} ❑ Zoning District Certificate of AppropriatenE 401 Lake Street Buildings Railroad Parcel Border 401 Waterway Park P-1 �0 I' 1 318 2,324 I.326 308310 �k Ithaca Falls Natural rea r= 'FALLS ST 300 P 9 - 305 309 3133 I317 �L� 303 4315 r `. R-2b X ►n LO FALL CR K -4 71 4 P41L�j3O2)US —� 1410 418418 F. E LINCOLN ST 777711 R-2h Printed: 4/8/2016 http://geo.tompkins-co.org/SL/Viewer.html? 1-2,257 258.61 Feet Viewer=cityproperties Data contained on this map was provided or derived from data developed or Location Map-401 Lake Street compiled by the City of Ithaca, and is the best available to date. The originators do not warrant the accuracy or completeness of the information portrayed by the data. 4. Finance, Budget, and Appropriations .2 DPW-Boat Storage Rack Funding WHEREAS, a proposal to install, maintain, and license 5 boat storage racks at a total of 4 locations within Stewart and Cass Parks was approved by Common Council on March 2, 2016, and WHEREAS, the capital cost to construct the boat storage racks is estimated to be $5,000 with a revenue stream to the City expected to be $6,000 per year, and WHEREAS, funds to pay for the initial installation will come from account A7111-5483, Parks and Forestry Construction Supply, which were not anticipated in the 2016 Department of Public Works budget; now therefore be it RESOLVED, That Common Council authorize the transfer of$5,000 from unrestricted contingency to account A7111-5483. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .3 DPW-Approval of Assessments for Sidewalk Construction Costs for portions of Cornell Street and Hancock Street WHEREAS, on May 7, 2012, the Board of Public Works directed new sidewalk construction by City forces along the west side of Cornell Street, between East State/MLK Jr. Street. and Eastwood Avenue, in accordance with Uniform Sidewalk Improvement sections of the City Charter,pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, after a recommendation from the Board, Common Council created Capital Project# 779 in the amount of$50,000 for Cornell Street sidewalk construction and associated costs, with the understanding that approximately half of that amount would be recoverable under sidewalk assessments authorized under the Uniform Sidewalk Improvement sections of the City Charter, and WHEREAS, on June 4, 2012, the Board of Public Works directed new sidewalk construction by City forces along the north and south side of the 700 block of Hancock Street, in accordance with Uniform Sidewalk Improvement sections of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, the Cornell Street and Hancock Streets sidewalks were constructed by the City Department of Public Works in the summers of 2012 and 2013, respectively, and WHERAS, Common Council passed Local Law No. 3-2013, effective January 1, 2014, in essence modifying the City Charter's policy in regard to responsibility for sidewalk construction costs, and WHEREAS, in the context of the new law, and through the adoption of the 2014 Sidewalk Improvement District budget and work plan, the Board indicated their intent to share the costs of the new sidewalk between the adjacent property owners and the newly created Sidewalk Improvement Districts, and WHEREAS on June 9, 2014, the Board held a duly advertised public hearing in accordance with Section C-89 of the City Charter, in regard to apportioning and assessing sidewalk costs for both Cornell Street and Hancock Street construction, in accordance with plans and schedules of cost prepared by the Office of the City Engineer, and WHEREAS, on August 18, 2014, the Board of Public Works approved an apportionment of costs as shown in the attached schedule of costs prepared by the Office of the City Engineer, and recommended to Common Council to assess such apportioned costs to the adjacent property owners in accordance with Section 89 of the City Charter; now therefore be it RESOLVED, that Common Council does hereby approves the apportionment of cost as approved by the Board of Public Works on August 18, 2014, and be it further RESOLVED, that Common Council does hereby direct the Finance Department to assess the apportioned costs to the adjacent property owners as follows: J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 Address Assessment 10 Cornell Street $ 5,364.06 1120 East State Street $ 5,515.63 622 Cascadilla Street $ 5,721.52 702 Hancock Street $ 3,393.00 710 Hancock Street $ 3,213.60 711 Hancock Street $ 273.00 J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 i 4. Finance, Budget, and Appropriations .4 DPW-Agreement with Tompkins County to Fund Hydrilla Project. Entering into Contract with Tompkins County Soil and Water Conservation District for coordination and implementation of the Cayuga Lake Watershed Hydrilla Project in the Cayuga Inlet, Fall Creek and Southern Cayuga Lake for 2016 WHEREAS, the Tompkins County Soil and Water Conservation District(District) is working to eradicate the Invasive Hydrilla plant from the Cayuga Inlet, Fall Creek, adjacent tributaries, and the southeast corner of Cayuga Lake, and WHEREAS, the Finger Lakes-Lake Ontario Watershed Protection Alliance (FLLOWPA)has received NYSDEC administered grant funding (Aid to Localities Contract No. C304750) for hydrilla eradication efforts (including in-field management/treatment, extensive plant community and hydrilla tuber monitoring), and WHEREAS,NYSDEC requires a"full reimbursement"process for Hydrilla Project activities, including coverage of all up-front Project costs before NYSDEC funds can be accessed and reimbursement requested, and WHEREAS, the District does not have appropriate funding on hand to cover up-front Project costs, but must continue the coordination and implementation of critical Hydrilla Project activities with the Hydrilla Task Force to ensure Project success, and WHEREAS, in order to make this a possibility and cover the needed up front $300,000 project costs,the City of Ithaca has combined with Tompkins County to lead the funds with a later reimbursement; now, therefore be it RESOLVED, By the City of Ithaca that, 1.) The City of Ithaca enters into a contract with Tompkins County Soil and Water Conservation District to provide local funding support of$100,000 for Hydrilla Project activities for the 2016 treatment season. 2.) The Tompkins County Soil and Water Conservation District (on behalf of the Hydrilla Task Force of the Cayuga Lake Watershed), will secure sub-contracts with Project contractors in order to implement necessary in-field Hydrilla Project activities, including hydrilla management and eradication treatments, and plant community and hydrilla tuber monitoring. 3.) Tompkins County Soil and Water Conservation District will submit reimbursement requests to NYSDEC via FLLOWPA for Project costs incurred during the 2016 treatment season. Reimbursement requests will be submitted on a quarterly basis (per NYSDEC contract terms). Reimbursement funds will be sent to TCSWCD, which will then be sent to the City of Ithaca. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 Q�yGpUNTYgp�! Tompkins County Soil and Water Conservation District 170 Bostwick Road—Ithaca,NY 14850 o Telephone: (607)257-2340 Fax: (607)257-7896 Dear Mayor Myrick, The Hydrilla Task Force of the Cayuga Lake Watershed(HTF)has been responsible for coordinating and implementing the Cayuga Lake Watershed Hydrilla Project(Project) since the discovery of the highly invasive aquatic plant species Hydrilla(Hydrilla verticillata) in the Cayuga Inlet in August of 2011. Project activities fall into three primary components: 1. Hydrilla management and eradication treatments 2. Plant community, hydrilla tuber, and water quality monitoring 3. Public education and outreach These critical Project initiatives have been funded through multiple grants from state and Federal sources, including: • Fish and Wildlife Service-Aquatic Nuisance Species Grant(FWS-ANS. Federal) • National Fish and Wildlife Foundation-Pulling Together Initiative(NFWF-PTI. Federal) • NYS Department of Environmental Conservation(NYSDEC. State) • NYS Office of Parks, Recreation and Historic Preservation(NYS Parks. State) The NYSDEC grant remains a"full reimbursement"process,requiring that all Project expenses be covered up- front before funding can be accessed and reimbursement requested. At this time,the Tompkins County Soil and Water Conservation District(TCSWCD), a primary stakeholder and permit/contract holder for the HTF, does not have the available funds on hand to cover up-front Project costs. This continues to create a scenario where the HTF is unable to access the much needed NYSDEC funding to help cover the costs of critical Project activities. Given the annual funding needs for the Project and the current constraints put in place by the NYSDEC grant contract, the Tompkins County Soil and Water Conservation District is requestina the City of Ithaca provide local funding support for the Proiect in the form of a $100,000 "bridte loan." A similar request has also been made to Tompkins County for local funding support of$200,000 for the Project in 2016, and a contract between the County and TCSWCD is now in place. Similar to the local funding agreement between the City and TCSWCD in 2015 (for$100,000),these local funds will be utilized to cover the up-front costs of the most critical Project components during the 2016 treatment season(June 2016—December 2016). This includes in-field management and eradication treatments, and extensive monitoring and sampling of hydrilla/plant communities. Following payment of up-front Project costs using local funds, reimbursement requests will be made to NYSDEC at the end of the Third and Fourth Quarters of 2016 (September 30 and December 31,respectively). A full contract already exists between FLLOWPA and NYSDEC for allocated Hydrilla Project funding(Aid to Localities Contract No.: C304750). TCSWCD will submit reimbursement requests to FLLOWPA for Project costs incurred in 2016. FLLOWPA and NYSDEC will process these requests,release funds, and send payment to TCSWCD. TCSWCD will then replenish the local funding provided by the City of Ithaca. Current and anticipated grant funding from FWS-ANS and NYS Parks for 2016 will be used to fill any gaps not covered by NYSDEC funds. Any questions or requests for additional information can be directed to: James Balyszak(Program Manager, Hydrilla Task Force) 170 Bostwick Road Ithaca,NY 14850 Phone: 607-254-1715 Email: stophydrilla,�gmail.com OR Jon Negley(District Manager,Tompkins County Soil& Water Conservation District 170 Bostwick Road Ithaca,NY 14850 Phone: 607-254-1718 Email: ionnegley(jvtcswcd.org The Hydrilla Task Force and its stakeholders greatly appreciate the City of Ithaca's continued interest and willingness to support the ongoing Cayuga Lake Watershed Hydrilla Project. We look forward to continuing local collaborative efforts,which will help to secure the long-term viability of the Hydrilla Project and the positive long-term benefits to the local community, commerce and freshwater ecosystems. Sincerely, I Jonat an Negley District Manager, Tompkins County Soil& Water Conservation District CC: Steve Thayer(City Controller) Mike Thorne (Superintendent of Public Works) CONTRACT FOR SERVICES Made this day of , 2016 between the CITY OF ITHACA, a municipal corporation with offices at 108 East Green Street, Ithaca,New York(the "City"), and TOMPKINS COUNTY SOIL & WATER CONSERVATION DISTRICT,with offices located at 170 Bostwick Road, Ithaca,NY 14850 (the"District"). WITNESSETH: WHEREAS, The Tompkins County Soil and Water Conservation District(District) is working to eradicate the invasive hydrilla plant from the Cayuga Inlet,Fall Creek, adjacent tributaries, and the southeast corner of Cayuga Lake, and WHEREAS,the Finger Lakes-Lake Ontario Watershed Protection Alliance (FLLOWPA), of which the District is a member,has received New York State Department of Environmental Conservation(NYSDEC) administered grant funding(Aid to Localities Contract No. C304750) for hydrilla eradication efforts (including in-field management/treatment, extensive plant community and hydrilla tuber monitoring)with such efforts referred to here as the "Hydrilla Project", and WHEREAS,NYSDEC requires full reimbursement for Hydrilla Project activities, including coverage of all up-front Project costs before NYSDEC funds can be accessed and reimbursement requested, and WHEREAS,the District does not have appropriate funding on hand to cover up-front Project costs, and requires funding to continue the implementation of critical Hydrilla Project activities, and WHEREAS, in order to make this a possibility and cover the needed up front$300,000 project costs, the City of Ithaca has combined with Tompkins County to lend the funds with a later reimbursement; NOW, in consideration of the covenants, conditions, and provisions contained herein, it is hereby AGREED as follows: 1. The City agrees to provide local funding support to the District in an amount not to exceed$100,000 for the 2016 treatment season of the Hydrilla Project. The term of this agreement is for the period of April 1, 2016 through December 31, 2016. 2. The funding described in paragraph 1 will be delivered to the District in a lump sum within thirty(30) days of execution of this Agreement. 3. Using the funds from the City provided under this Agreement and funds received from Tompkins County under separate agreement, the District will secure and administer all necessary sub-contracts in order to implement the in- field Hydrilla Project activities, including hydrilla management and eradication treatments,plant community and hydrilla tuber monitoring, and water quality analysis. 4. The District will submit reimbursement requests to NYSDEC via FLLOWPA for Project costs incurred during the 2016 treatment season. Reimbursement requests will be submitted on a quarterly basis (per NYSDEC contract terms). Reimbursement funds will be sent to the District,which will then be sent to the City of Ithaca. 5. The relationship of the District to the City is that of an independent contractor. As such, the District shall receive no fringe benefits from the City including but not limited to medical insurance, retirement benefits,workers' compensation, disability,unemployment insurance or any other benefits or remuneration other than that set forth in paragraph 1 hereinabove. 6. The District will review Hydrilla Project progress with the Hydrilla Task Force and submit any information at the Task Force's request. The District agrees to provide services as outlined in the NYSDEC grant(Aid to Localities Contract No. C304750), and as submitted to the City's Common Council and the Tompkins County Legislature. 7. The District agrees to comply with any audit of its records or auditing procedure that may be required by virtue of entry into this Agreement. 8. The City may terminate this contract at any time without cause, in which case the District shall be paid pro rata for the satisfactory work performed to date of termination. 9. The District shall indemnify,hold harmless and defend the City and its officers, employees, agents and elected officials from and against any and all claims and actions brought against the City and its officers, employees, agents and elected officials for injury or death to any person or persons or damage to property arising out of the performance of this agreement by the District, its employees, subcontractors or agents with the exception of all actions and claims arising out of the negligence of the City. The District shall maintain minimum limits of insurance as required by law or as acceptable by the City,whichever is greater. 10. The District shall not discriminate against any employee, applicant for employment, sub-contractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status,marital status, national origin,race,religion, sexual orientation, socio-economic status, or weight. 11. In accordance with the provisions of Section 109 of the New York General Municipal Law, the District is hereby prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this agreement to any person or corporation without the prior written consent of the City. 12. Workers' Compensation and Disability Coverage: A condition for entry into this agreement is the presentation by the District to the City of Ithaca of either proof that the District provides the levels of workers' compensation and disability coverage required by the State of New York or that the District is not required to provide such coverage. 13. This Contract shall be governed by and construed in accordance with the laws of the State of New York and the City of Ithaca Charter and Municipal Code. The parties agree that the Supreme Court of the State of New York, held in and for the County of Tompkins, shall be the forum to resolve disputes arising out of either this agreement or work performed according thereto. TOMPKINS COUNTY SOIL &WATER CONSERVATION DISTRICT: BY: DATE: [Name of Individual Signing] SS#or Federal ID# CITY OF ITHACA: BY: DATE: Svante Myrick,Mayor BY: DATE: Department Head APPROVALS AS TO FORM: BY: DATE: City Attorney CITY CONTROLLER: BY: DATE: City Controller CITY ADMINISTRATION COMMITTEE: DATE: Chairperson 4. Finance, Budget, and Appropriations .5 DPW-Establishment of a Capital Project and Funding to Replace a portion of the Sanitary Sewer Main along the South Hill Trail above Renzetti Place WHEREAS, two sanitary sewer mains along the west end of the South Hill Trail have experience storm related high flows on at least two occasions since 2011 resulting in overflows which spilled onto the trail and along the south ditchline of Renzetti Place, and WHEREAS, the carrying capacity of the two mains is exceeded during high flows due to slope, size, and both mains being connected perpendicular to the flow in the Hudson Street sanitary sewer main at the same location, and WHEREAS, installing four new manholes and 463 feet of new 15 inch diameter pipe to make a new point of connection with the sanitary sewer main on Hudson Street downhill of the existing connection will provide both increased slope and a more hydraulically efficient transition in that the flows will be converging in the same direction, and WHEREAS, the Department of Public Works Water& Sewer Division staff has estimated the maximum cost for this project to be $36,000.00, and WHEREAS, a 41.57% share of the costs of this sanitary sewer project could be reimbursed by the Town of Ithaca under the Joint Sewer Interceptor Agreement in an amount not to exceed$14,965.20, and WHEREAS, the Department of Public Works Water& Sewer Division staff estimates our Crews could complete this work in two to four weeks. Work would be schedule for summer or fall of 2016; now therefore be it RESOLVED, That Common Council hereby establishes Capital Project#630 with an amount not to exceed $36,000.00 to facilitate the construction of a 463-foot length of sanitary sewer main along South Hill Trail above Renzetti Place. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 Renzetti Place Sewer Replacement Cost Estimate City of Ithaca, New York Department of Public Works Item Estimated Unit Estimated Total Number Description Unit Estimated Quantity Price Price 1 8" SDR 35 Pipe LF 32 $3.50 $112.00 2 15" SDR 35 Pipe LF 450 $15.00 $6,750.00 3 Manhole Castings EA 4 $800.00 $3,200.00 4 Frame and Covers EA 4 $300.00 $1,200.00 5 #2 Stone Fill YD 35 $10.00 $350.00 6 Road and Sidewalk Restoration EA 1 $5,000.00 $5,000.00 7 Geotextile Fabric(Trail Restoration) 12.5' x 300' Roll EA 2 $325.00 $650.00 8 Item 1A Stone (Pea Stone) EA 83 $10.00 $830.00 9 Erosion and Sediment Control (Silt Fence, stone) EA 1 $1,000.00 $1,000.00 10 Traffic Control EA 1 $1,000.00 $1,000.00 11 Labor& Equipment EA 1 $13,000.00 $13,000.00 Sub $33,092.00 12 Contingency(10%) - Unforseen utilities, tie-ins Pct 10% $3,309.20 Tota 1 $36,401.20 4. Finance, Budget, and Appropriations .6 DPW-Establishment of a Capital Project to Replace Water and Sanitary Sewer Mains on the 200 block of Dryden Road WHEREAS, the City's water main on the 200 block of Dryden Road is 106 years old, originally constructed in 1910, and the City's sewer main is 120 years old, originally constructed in 1896, and WHEREAS, the current redevelopment of two parcels located in the 200 block of Dryden Road includes overhead electric and communications being moved to underground installations as well as the addition of a medium pressure natural gas main underground, and WHEREAS, the cost of replacing the City's water and sewer would be significantly higher if done after the new underground electric, communications, and gas have crowded the available space in the street right-of-way, and WHEREAS, the street surface, curb, and drainage are all in need of replacement and will be further disturbed necessitating a full depth street rebuild, and WHEREAS, in order to take advantage of a substantial cost savings, the Department of Public Works Water and Sewer Division is requesting funding to perform this work, which entails replacement of 385 feet of sanitary sewer main and 377 feet of water main, and WHEREAS, the Department of Public Works Water& Sewer Division staff has estimated the maximum cost for replacement to be $236,000.00, and WHEREAS, City Department of Public Works Water& Sewer Division staff estimates City crews will complete this work in six to eight weeks and is to be scheduled during the time frame from June 2016, to August 2016; now therefore be it RESOLVED, That Common Council establishes Capital Project#631in an amount not to exceed $236,000.00, to facilitate the construction of replacement of water and sewer mains on the 200 Block of Dryden Road. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 Dryden Road Cost Estimate City of Ithaca, New York Department of Public Works Item Estimated Unit Estimated Total Number Description Unit Estimated Quantity Price Price 1 8" SDR 3S Pipe LF 38S $3.50 $1,347.50 2 12" Gate Valves EA 6 $1,700.00 $10,200.00 3 12" Cross EA 1 $800.00 $800.00 4 12" MJ Bolt and Gasket Packs EA 30 $15.00 $450.00 5 12" 45 Deg Bend EA 6 $150.00 $900.00 6 12" Class 52 DI Pipe LF 377 $34.00 $12,818.00 7 Hydrant EA 1 $2,200.00 $2,200.00 8 3/4" Corp Stop EA 8 $25.00 $200.00 9 3/4" K-Copper LF 320 $2.50 $800.00 10 3/4" Curb Stop EA 8 $52.00 $416.00 11 Valve Box and Cover EA 14 $50.00 $700.00 12 6" Guard Valve EA 1 $700.00 $700.00 13 4" Sanitary Service Laterals LF 200 $2.00 $400.00 14 4" x 8" Wye Connections EA 7 $6.00 $42.00 15 4" PVC to Clay Coupling EA 7 $11.00 $77.00 16 Manhole Castings EA 4 $800.00 $3,200.00 17 Frame and Covers EA 4 $300.00 $1,200.00 18 #2 Stone Fill YD 130 $10.00 $1,300.00 19 Bank Run YD 1000 $10.00 $10,000.00 19 Road and Sidewalk Restoration EA 20 Traffic Control EA 1 $5,000.00 $5,000.00 21 Labor& Equipment WK 6 $25,000.00 $150,000.00 22 Temporary Paving (1040 CUFT) TN 73 $160.00 $11,680.00 Sub $214,430.50 23 Contingency(10%) - Unforseen utilities, tie-ins Pct 10% $21,443.05 Total $235,873.55 *Paving restoration under Streets and Facilities Budget 4. Finance, Budget, and Appropriations .7 DPW-Additional Budget Authorization for "Water Supply Project WHEREAS, within the original design and contract for the Water Supply Project was for City's two clearwells at the Water Treatment Plant both to be relined and made watertight. The 1929 clearwell was successfully sealed and relined. The 1903 clearwell because of its condition cannot be sealed or relined, and WHEREAS, it is necessary to the function of the Water Treatment Plant and Water Distribution System that 1903 clearwell be replaced in that it both provides for balanced and efficient operation of the membrane filters and the required storage for emergency supply and fire flow, and WHEREAS, the City's Engineering Consultants for the project, O'Brien and Gere have estimated the maximum budget for replacement of the 1903 clearwell to be $1,250,000.00, and WHEREAS, the projected June 2016 contingency remaining in the project budget for Contract 4 under Capital Project 510 is $927,667.00, this includes expenditure of$50,000.00 to be used for Engineering design and construction phase services for the 1903 clearwell rebuild, 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 construction and engineering costs are in line with best practices, are necessary, and recommend to the Board of Public Works authorization of an additional budget authorization in the amount of$1,200,000.00 with the understanding that at the close of Contract 4 the balance of the contingency line will be all applied first towards this additional work to minimize the amount of the additional funds expended, now therefore,be it RESOLVED, That Common Council authorizes additional funding for Contract#4 under Capital Project 510 in an amount not to exceed $1,200,000.00, and be it further RESOLVED, That at the close of Contract#4, the balance of the contingency line will be applied towards this additional work to minimize the amount of the additional funds expended; now therefore, be it RESOLVED, That Common Council authorizes additional funding for Capital Project 510 in an amount not to exceed$1,200,000.00 to be derived from the balance of the contingency line at the close of Contract#4 estimated to be $927,000 and the remaining amount of$272,333 would be derived from the issuance of Serial Bonds. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 OBG There's a way March 10, 2016 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: This letter serves to provide an update on the status of the Water Supply Project. We have prepared this project status report to document project progress, 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 March 7,2016. ■ The design of all the project elements is essentially complete. The only pending design item is resolution of comments received from the New York State Department of Health(NYSDOH) on Contract No. 1 Sixty-Foot Reservoir and Dam Improvements.The Permit for work within the Sixty-Foot Reservoir was received from the New York State Department of Environmental Conservation (NYSDEC) on February 11,2016. With the receipt of the permit conditions from the NYSDEC,we can now incorporate the permit conditions and resolve remaining comments from the NYSDOH.We will update the contract documents and advertise for construction this spring. Limited active construction associated with site preparations is anticipated in 2016. ■ The construction of the water treatment plant is progressing well.The pretreatment facilities have been in service since last summer and the commissioning of the first two membranes was completed on February 15, 2016. Treated water from the new processes is now being delivered through the rehabilitated 1929 clearwell to the City customers in the gravity zone.At the time of our last report in June of 2015,the construction completion date was projected to be November 2016. Since that time,delays have been encountered associated with establishing temporary chemical installations in heated enclosures, coordination of the start-up,testing,regulatory approvals associated with the commissioning of the completed membrane systems and preparations for the demolition of the existing facilities. The projected completion date is now December 19,2016. All parties have been working diligently and in a cooperative manner to minimize the cost impact of the delays,but the extended schedule will impact our budget. Note, the original construction budget was to cover 27 months of inspection,based on the revised contractors schedule a total of 42 months inspection will be required. 333 West Washington Street,PO Box 4873 p 315-956-6100 OBG Syracuse,NY 13221-4873 f 315-463-7554 www.obg.com ■ The NYSDEC Protection of Waters Permit for work within the Sixty-Foot Reservoir was received much later than anticipated and includes restrictions for when work can be performed within the reservoir. Consequently,it is clear that most of the construction will not be completed concurrently with the water treatment plant,as originally planned.The budget update included in this report is based on the assumption that construction support after completion of the water treatment plant will 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. ■ Control System Integration-The design of the Process Control Panels has paralleled the design of instrumentation and control system for the water treatment plant,the wide area communication network and the design of the membrane control panels by Pall. The five scheduled process control panels have been designed,manufactured and tested.Four are in operation. ■ The construction of the water treatment plant has provided an opportunity to complete a detailed inspection of the 1903 clearwell.This inspection revealed deteriorated concrete and new information on the original construction.Based on this new information,we recommend that the City perform a complete reconstruction of the clearwell storage tank,rather than the intended lining of the existing tank.The proposed tank,would be constructed inside the existing buried 500,000 gallon tank using cast-in-place concrete,with a membrane roof and fitted with new interior baffles,a new overflow,access hatches and vent. 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.Our invoices for professional services to date total$4,666,193 (period ending 2/6/16).Considering unbilled costs and projected commitments to subcontractors,our total expenditures to date are approximately$4,770,152.Our current authorization totals$4,750,000 which includes authorizations for Control System Integration and engineering assessment of the Sixty-Foot Dam described in our July 11, 2014 letter.This authorization does not include the separate authorization for the Sixty-Foot dam safety upgrades. Based on the above analysis we are currently over the present authorization. As previously indicated,the budget needs are very closely linked to the contractors'construction schedules and timing of regulatory approvals. As noted above,the contractors currently project a construction completion date of December 2016.The project has advanced to the point where the level of office support and field inspection services have stabilized and are limited to inspection,responses to requests for information and assistance with change management.Additional budget,as indicated in our June 2015 project summary,to support ongoing inspection and office support during the contractors'extended schedule,will be required. Also,additional efforts have been expended regarding the Control System Integration to address temporary systems,flow metering,and coordination of the wide-area-network with the City's IT department. We have updated the overall estimated project budget as shown below,to illustrate how the impact of the project delays and developments,based on the ongoing need to support the project for ten months (from period ending 2/6/16 to project completion of 12/31/16),at same rate as has been required for the last few months, approximately$60,000.The projected budget shown below also includes the$50,000 for the design and office based engineering support during the construction of the replacement clearwell. This clearwell is anticipated to be designed and constructed concurrently with the completion of the water treatment plant to mitigate inspection and construction costs. The funding for the new clearwell could be achieved by either re-purposing funds originally intended for the Sixty-Foot Dam rehabilitation or a budget amendment of$1,250,000. © 2016. ALL RIGHTS RESERVED 1 2 OBG THERE'S A WAY March 10,2016 \\Syrna0l\projects\Ithaca-C.1598\49288.Water-Supply- r0i Pr\Corres\Ithaca\Project Status Report_March 2016.docx PROJECT BUDGET UPDATE Based on the above discussion, an updated project budget is shown in the following table. This analysis reflects the current authorization,as well as the requested engineering fee increase. Bids have been received for 90%of the projected construction costs and approximately 58%of the work is complete.Based on these percentages and the contractors'projection of a December 2016 construction completion date,we feel these budget estimates are appropriate. 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 as originally planned.The budget projections are based on an increased budget authorization of$1,250,000 to provide sufficient funds to construct a replacement tank for the 1903 clearwell. Description Authorization Projected Budget Sixty-Foot Dam and Reservoir Improvements* $3,000,000 $3,000,000 Water System Improvements $1,929,207 $1,929,207 Giles St.and Interconnection Building $4,462,917 $4,462,917 Water Treatment Plant Construction $17,577,209 $17,577,209 Membrane Equipment Purchase $3,122,969 $3,122,969 Subtotal Original Project $30,092,302 $30,092,302 Construct New Clearwell Storage Tank $1,200,000 Contingency $1,527,667 $927,667 Total Estimated Construction Cost $31,619,969 $32,171,086 Professional Services Engineering $4,250,000 $4,715,000 Control System Integration $500,000 $685,000 Total Estimated Project Cost $36,369,969 $37,619,969 *Estimated cost reflecting splitting the dredging,cofferdam and low level outlet costs with dam rehabilitation project. © 2016. ALL RIGHTS RESERVED 1 3 OBG THERE'S A WAY March 10,2016 \\Syrna0l\projects\Ithaca-C.1598\49288.Water-Supply- r0i Pr\Comes\Ithaca\Project Status Report_March 2016.docx SUMMARY We are confident that the original project scope, excluding the construction phase support for rehabilitation of the Sixty-Foot Dam can be completed within the original budget.We project the replacement of the 1903 clearwell can be completed if the budget is increased to$37,619,969. We recommend establishing a separate project budget for the dam rehabilitation work that would include construction support after completion of the water treatment plant. Very truly yours, O'BRIEN&GERE ENGINEERS,INC. -7�L4J�,� Richard E.Gell,P.E. Senior Managing Engineer cc: Michael Thorne Robert C.Ganley,P.E. \\Syrna0l\projects\Ithaca-C.1598\49288.Water-Supply-Pr\Corres\Ithaca\Project Status Report_March 2016.docx © 2016. ALL RIGHTS RESERVED 4 OBG THERE'S A WAY March 10,2016 \\Syrna0l\projects\Ithaca-C.1598\49288.Water-Supply- r1i Pr\Corres\Ithaca\Project Status Report_March 2016.docx City of Ithaca Water Supply Project Professional Services Earned Value Analysis Period Through:February 6,2016 Progress Analysis Previously Original Invoiced Cost Incurred Cost Incurred Percent Projected Total Task Description Budget Modified Budget Costs This Period to Date Complete Cost Description of Current or Completed Services 101 Sixty-Foot dam and Reservoir Improvements Design $ 254,160 $ 274,500 $ 265,296 $ 265,296 95% $ 279,259 Regulatory Approval Set delivered.,Permit received 102 Waters stem Improvements Design $ 95,380 $ 150,701 $ 150,701 $ 150,701 100% $ 150,701 Complete 103 Giles Street Residual Handling and Interconnection Bldg $ 210,670 $ 240,918 $ 240,918 $ 240,918 100% $ 240,918 Complete 104 Water Treatment Plant Design $ 827,313 $ 1,150,408 $ 1,150,408 $ 1,150,408 100% $ 1,150,408 Complete 105 Instrumentation and Controls Design $ 117,600 $ 118,575 $ 118,575 $ 118,575 100% $ 118,575 Complete 106 Cost Estimating and Scheduling Services $ 15,335 $ 15,335 $ 15,334 $ 15,334 100% 1 $ 15,334 Complete 200 1 Bid Phase Services $ 59,500 $ 100,525 $ 82,558 $ 82,558 90% $ 91,731 Contract 2,3&4 complete. 301 Office Based Construction Review Services $ 584,710 $ 600,360 $ 636,675 $ 5,211 $ 641,886 90% $ 713,206 Contracts 2 and 3 complete.Contract 4 ongoing Contract 2&3 complete.Contract 4 ongoing.32 months of inspection completed.Schedules project completion in 302 Contract Administration and Inspection $ 1,127,792 $ 1,127,792 $ 983,239 $ 29,497 $ 1,012,736 73% $ 1,387,310 December2016. 303 Commissioning $ 187,110 $ 179,703 $ 105,453 $ 11,493 $ 116,946 60% $ 194,911 Phase 1&2 Commissioning complete 304 Record Drawings $ 27,000 $ 10,000 $ 3,561 $ 3,561 30% $ 11,870 Record drawings initiated for Contracts 2&3 400 Operation and Maintenance Manual $ 55,000 $ 32,000 $ 11,538 $ 11,538 30% $ 38,460 Operational Plans drafted for Contracts 2&3 500 Water Treatment Plant Performance Phase Services $ 40,000 $ 40,000 $ 8,951 $ 8,951 22% $ 40,000 600 Special Services $ 161,390 $ 150,589 $ 150,948 $ 150,948 100% $ 150,948 NYSDEC Reservoir permit received 601 LEED Review $ 10,000 $ 2,134 $ 2,134 $ 2,134 100% $ 2,134 607 11&C Construction $ 47,040 $ 31,390 $ 52,213 $ 52,213 1 90% $ 58,014 Ongoing shop drawing review 705 Control System Integration $ 498,070 $ 498,070 $ 606,708 $ 7,784 $ 614,492 90% $ 682,769 PCS 1-5 Manufactured.PCS 1-5 operational 800 Dam Engine rin Assessment $ 27,000 $ 27,000 $ 27,000 $ 27,000 100% $ 27,000 Report reviewed by NYSDEC 1903 Clearwell Design&Construction Review $ 50,000 Total Authorized Professional Services Budget $ 4,345,070 $ 4,750,000 $ 4,612,210 $ 53,985 $ 4,666,195 $ 5,403,548 Unallocated Buget Allowance $ 154,930 Total Professional Services Budget $ 4,500,000 $ 4,750,000 Notes: Sixty-Foot Dam and Reservoir Im rovments Includes: Reservoir Dredging Dam Safety Work Flow Diversion Wall Intake Pie and Screens Gatehouse Replacement Waters stem Improvements Includes: Elm St.Pumping Station and Tank Upgrades Reservoir Access Road Intake Utility Building Raw Water Pipeline Improvements Giles Street and Interconnection Building Includes: SCLIWC Interconnection Building Cleanwell Re airs Giles Street Residual Handling Facilities \\Syma01\preyects\Rhone-C.1598k19288.W ate,Supply-Pr\PM\Budget\Earned Value Analysis\Copy of 49288_EVA_dWnt 02_06_2016.A1 4. Finance, Budget, and Appropriations .8 DPW-Request Funding for Engineering Services Agreement for Mechanical Thickening, Grit Removal and Administration Building Improvements Design Study WHEREAS, the Ithaca Area Wastewater Treatment Plant requires constant upgrading to meet the rigorous water quality and clean energy standards embodied in its long range planning goals, and WHEREAS, upon review of the findings from the March 2016, Primary Treatment and Anaerobic Digester Improvements Feasibility Study, and WHEREAS, results of said study and past longterm planning studies supplied staff with information leading to the conclusion that the next phase of improvements should include mechanical thickening of organic solids prior to anaerobic digestion, replacing existing grit removal technology and improving the administration building, and WHEREAS, GHD Engineers has submitted a proposal for performing the design study for an amount not to exceed $159,000, and WHEREAS, the funding supplied by this resolution will be placed in accounts for Capital Project 420J; now, therefore be it RESOLVED, That the SJC hereby recommends an amount not to exceed $159,000 to fund the proposed agreement with GHD Engineers set to expire December 31, 2016, authorizing funds from Capital Reserve Account and establishing CP 420J, and be it further RESOLVED, That SJC hereby recommends this CP420J contingent upon action by all wastewater partners and their respective attorneys committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $90,852.60 Town of Ithaca 40.88 64,999.20 Town of Dryden 1.98 3,148.20 $159,000.00 J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 ITHACA AREA WASTEWATER TREATMENT FACILITY TOWN OF ITHACA CITY OF ITHACA TOWN OF DRYDEN, OWNERS 525 THIRD STREET ITHACA, NEW YORK 14850 (607)273-8381 FAX (607)273-8433 April, 14, 2016 To: City of Ithaca, Town of Ithaca and Town of Dryden Councilors From: Dan Ramer, Chief Operator Ithaca Area WWTF Subject: Support Memo for GHD Contract Approval Process At the April 13, 2016 SJC meeting a resolution was approved recommending that the municipal owners fund a detailed engineering study to evaluate improvements to three portions of the treatment system and facilities. I have provided rationale for why we have prioritized the three areas. The design document and associated construction estimates will then be used to inform the SJC and associated legislative bodies and help determine what improvements we want to bid and seek funding for. Three Improvements 1. Administration Building Need Statement: The administration building has become inadequate with respect to laboratory needs, employee office space, employee bathroom and locker room space, security, trucked waste receiving log in and meeting and training space. In addition, the windows and skylights require significant heating and cooling energy during all seasons. The roof is thirty years old and needs to be replaced. 2. Mechanical thickening of biosolids Need Statement: The current practice of gravity thickening is inefficient and subject to seasonal variation due to biological activity thwarting the gravity settling of the solids. The energy requirements for heating the solids prior to anaerobic digestion can be reduced by 50% (currently one of the deficiencies that Johnson Controls is trying to improve as part of their obligation for energy performance). The use of these solids to generate energy in the digesters would be greatly enhanced by doubling to tripling their density prior to pumping to the anaerobic digesters. There are many ancillary benefits to proceeding along these lines. - The atmosphere within the thickeners is hazardous and uncontrolled making it a daily risk for employees - The state of the scraper mechanisms and associated steel structures are deteriorating as a result of the moist atmosphere and will require significant investment sooner rather than later. - We have built a large part of our infrastructure to enhance the acceptance of high strength organic matter to produce biogas. Mechanically thickening our biosolids and other thin solid waste will increase our biogas production and increase our capacity to accept more waste. Current revenue from our trucked waste is around $300k and current electricity production is worth $143,000 per year. Increases to both of these have real value to the rate payers and community. - Mechanically thickening solids will result in doubling the solids concentration of solid feed to the digesters. The digester feed must be heated to 100 degrees F for anaerobic digestion. Doubling the solids content cuts the total feed rate in half which also cuts the energy required for heating in half The greater detention time within the digesters as a result of the reduced volumes of material pumped to the digesters benefits the dewatering of our biosolids prior to disposal in several ways. Thicker solids being pumped to the dewatering equipment lowers the amount of time we have to run our dewatering equipment, produces a better quality biosolid product for potential beneficial reuse and lowers the amount of loading sent back into the process from digester overflows. The improvements in the thickening will also allow us to mix both digesters which will increase biogas production. 3. New Grit Removal Need Statement: Since the start up of this plant the cyclone degritting of our primary settling tank residuals has been inefficient.. The current process allows grit to accumulate in the long channels ahead of the primary tanks which then need to be manually cleaned. In addition grit which is not removed settles in the anaerobic digesters. This reduces the capacity and efficiency of the digesters and creates requirement for digester cleaning. Removing digester from service for cleaning interrupts the process and reduces digester gas and energy production. The current practice also dumps the grit into the same trailer as the biosolids. When we do need to prepare biosolids for beneficial reuse we must separate the grit from the biosolids which is problematic. Putting in a new grit removal system in the area where the now unused lime silo and lime slaking equipment reside would greatly improve grit removal efficiency and allow the grit to be disposed of separately. The quality of the grit for disposal would also be greatly improved and potentially reduce odors. AGREEMENT AMONG CITY OF ITHACA, TOWN OF ITHACA AND TOWN OF DRYDEN AND GHD CONSULTING SERVICES INC. THIS AGREEMENT is made this day of April, 2016 among the CITY OF ITHACA, a municipal corporation with offices at 108 East Green Street, Ithaca, New York 14850, the TOWN OF ITHACA, a municipal corporation with offices at 215 N. Tioga St., Ithaca, New York 14850, the TOWN OF DRYDEN, with offices at 93 East Main Street, Dryden, New York 13053 (hereinafter collectively referred to as the "Municipal Owners"), and GHD CONSULTING SERVICES INC., a New York corporation with offices at One Remington Park Drive, Cazenovia, New York 13035 (hereinafter referred to as the "Contractor"). WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWTF) is owned and operated by the Municipal Owners, with oversight provided through a Special Joint Committee ("SJC") composed of representatives from the three Municipal Owners; and WHEREAS, Contractor completed an engineering study dated March 2016 to evaluate alternatives and provide recommendations for Primary Treatment and Anaerobic Digestion Improvements the IAWTF; and WHEREAS, on April 13, 2016, the SJC recommended approval of the March 2016 engineering report and recommended approval of a professional services contract with Contractor to perform the preliminary design phase of the recommended improvements at a cost not to exceed $159,000.00, contingent on approval by the Municipal Owners and attorneys. NOW, THEREFORE, the Municipal Owners and Contractor agree as follows: 1. Services to be Performed. Contractor agrees to perform the services described in Schedule A, which is attached hereto and made a part hereof, pursuant to the schedule described in Schedule A. 2. Fees. The Contractor shall be paid a fixed amount of One Hundred Fifty-Nine Thousand Dollars and No Cents ($159,000.00) for services provided, including all travel, time and expenses associated with providing these services to the Municipal Owners. Payments will be made in accordance with the procedures in Section 5 below. 1 3. Term of Agreement. The term of this Agreement shall be from April , 2016 to December 31, 2016 unless earlier terminated by the Municipal Owners or Contractor. Notwithstanding the term set forth above, this Agreement may be terminated by the Municipal Owners or Contractor at any time without cause upon seven (7) days prior written notice to the other party, in which case the Contractor shall be paid pro rata for the satisfactory work performed to the date of termination. This Agreement may be terminated immediately by the Municipal Owners or Contractor upon the breach of any of its terms by the other party. Termination shall be effected by the breaching party's receipt of a written notice of termination setting forth the manner in which the party is in default. In the event of Municipal Owners' termination for Contractor's default, the Contractor will be paid only for services performed in accordance with this Agreement. If it is later determined by the Municipal Owners that the Contractor had an excusable reason for not performing, such as a strike, fire, flood, or other events which are not the fault of or are beyond the control of Contractor, the Municipal Owners may allow the Contractor to continue work, or treat the termination as a termination without cause. 4. Quality of Work. The work to be performed hereunder shall be of good workmanship and quality. If this Agreement is for the performance of services, the Contractor shall perform its services using that degree of skill and care ordinarily exercised under similar conditions by experienced, qualified, competent and reputable professionals practicing in the same field in the same or similar locality at the time of performance. 5. Payment for Services. Requests for payments for services shall be submitted on the standard City of Ithaca voucher and will list the activities or products, expenses, the dates on which performed, supplied or incurred, and, if applicable, the time spent on each indicated date for which the Municipal Owners are being billed. The vouchers shall be submitted to the City on a monthly basis and shall be based upon the proportion of the fixed amount earned (the percentage of work satisfactorily completed through the date indicated on the voucher). Municipal Owners will pay for the services and/or products after they are reviewed and approved by the City on behalf of the Municipal Owners in compliance with their statutory duties to audit claims for payment. In no event will the total payments to Contractor exceed the fixed amount stated in Section 2 above. 6. Relationship. The Contractor is, for all purposes (including, without limitation, withholding of income tax and payment of FICA taxes) an independent contractor and no employer-employee relationship is intended, implied or created by this Agreement. As an independent contractor, the Contractor shall receive no fringe benefits from the Municipal Owners, including but not limited to medical insurance, retirement benefits, workers' compensation, disability, unemployment insurance or any other benefits or remuneration other than that set forth in Section 2 above. Contractor shall determine the times and manner of 2 performance of any services for the Municipal Owners hereunder consistent with the overall obligations to complete the work contemplated by this Agreement. Contractor shall be free to devote such portions of its time not required for the performance of services to the Municipal Owners in such manner as Contractor sees fit and for such other persons, firms, or entities as Contractor deems advisable, provided that such other services do not constitute a conflict of interest with the interests of the Municipal Owners. 7. Ownership of Products of Service. All work products of any services to be performed hereunder shall be the property of the Municipal Owners, and the Municipal Owners are vested with all rights therein, including the right to use, duplicate, distribute, share or sell such materials, without any further compensation of any nature to Consultant. If patents or copyrights may be obtained with respect to such work, the Municipal Owners shall own same and have all rights to same without further compensation to the Consultant. The Consultant also retains the right to use the work products. 8. Insurance Requirements. A. Throughout the term of this Agreement, Contractor shall procure and maintain the insurance described in this Section 8. B. Notwithstanding any terms, conditions or provisions in any other writing between the parties, Contractor hereby agrees to effectuate the naming of the City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee as unrestricted additional insureds on Contractor's insurance policies, with the exception of workers' compensation and professional liability. C. The policies naming the City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee as additional insureds shall: • Be an insurance policy from an A.M. Best rated "secured" (or better) New York State admitted insurer. • State that the Contractor's coverage shall be primary coverage for the City of Ithaca, Town of Ithaca, Town of Dryden, Special Joint Committee and their respective Boards, officers, employees, members, agents and volunteers. • The City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee shall be listed as additional insureds by using endorsement CG 2010 or broader. The certificate must state that this endorsement is being used. If another endorsement is used, a copy shall be included with the certificate of insurance. • Be written on an occurrence basis. 3 D. The Contractor agrees to indemnify the Municipal Owners for any applicable deductibles. E. Required Insurance: • Commercial General Liability Insurance $1,000,000 per occurrence / $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per- project basis. • Automobile Liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles. • Workers' Compensation and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefits Insurance for all employees. • Excess Liability $2,000,000 per occurrence / $2,000,000 aggregate, with the City of Ithaca, Town of Ithaca, Town of Dryden, and Special Joint Committee named as additional insureds. • Professional Errors and Omissions Insurance $1,000,000 per occurrence/ $2,000,000 aggregate for the professional acts of the Consultant performed under this Agreement. F. The insurance producer must indicate whether or not it is an agent for the companies providing the coverage. G. Contractor acknowledges that failure to obtain such insurance on behalf of the Municipal Owners and SJC constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the Municipal Owners. The Contractor is to provide the Municipal Owners with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the Municipal Owners to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by the Municipal Owners. 4 H. The Town of Ithaca and Town of Dryden are members/owners of the NY Municipal Insurance Reciprocal (NYMIR). The Contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the City of Ithaca, Town of Ithaca, Town of Dryden and SJC, but also the NYMIR, as the Town of Ithaca's and Town of Dryden's insurer. 9. Workers Compensation and Disability Insurance. Prior to execution of this Agreement, the Contractor shall present to the Municipal Owners proof either that the Contractor provides the levels of workers' compensation and disability coverage required by the State of New York or that the Contractor is not required to provide such coverage. For reference purposes only an informational sheet and sample forms from the New York State Workers' Compensation Board are attached hereto in Schedule B. 10. Indemnity. The Contractor agrees to fully defend, indemnify and hold harmless the City of Ithaca, Town of Ithaca, Town of Dryden, SJC and their respective elected officials, public officers, Boards, employees, members and agents from and against all claims, actions, suits, demands, damages, liabilities, obligations, losses, settlements, judgments, costs and expenses (including without limitation reasonable attorney's fees and costs), whether or not involving a third party claim, which any or all of them may incur, resulting from bodily injuries (or death) to any person, damage (including loss of use) to any property, other damages, or contamination of or adverse effects on the environment, caused by the negligent or intentional wrongful acts or omissions of Contractor or Contractor's employees, agents or subcontractors, in connection with this Agreement. To the extent the Municipal Owners are negligent, Contractor's duty to indemnify the Municipal Owners shall not extend to the proportion of loss attributable to the Municipal Owners' negligence. For claims that fall within the scope of Contractor's professional liability insurance policy and no other insurance policy, Contractor's duty to defend shall be limited to the terms and conditions of Contractor's professional liability insurance policy (i.e., if Contractor's professional liability insurance does not provide for third party defense of such claims, Contractor shall not have the duty to defend Municipal Owners and the other entities listed above for such claims). 11. Nondiscrimination. The Contractor shall not discriminate against any employee, applicant for employment, sub-contractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight. 5 12. Contractor May Not Assign. This Agreement may not be assigned by the Contractor without the previous written consent to such assignment from the Municipal Owners, which consent may be withheld entirely at the discretion of the Municipal Owners, it being understood that the Municipal Owners are making this Agreement personally with the Contractor and are not intending that it be performed by any other person or entity. 13. Binding Nature of Agreement. This Agreement is binding upon the parties, their respective representatives and successors and, when assignment is permitted, assigns. 14. Governing Law, Jurisdiction, and Enforcement. This Agreement is made in New York, and shall be construed under the laws of the State of New York without regard to, or the application of, New York State's choice of law provisions. The parties consent that if any action is brought to enforce this Agreement, it shall be brought only in an appropriate Court in Tompkins County, New York, and the parties consent to the jurisdiction of such court. 15. Notices. Any notices or other communications given under or in relation to this Agreement shall be deemed duly given if served personally or by commercial courier service upon the other parties at the addresses set forth above, or if mailed by certified mail to the other parties at the addresses set forth above, return receipt requested. All notices shall be effective on a party upon the date of receipt. Any party may change the address to which notices are sent by giving notice of such change in the manner set forth above to the other parties. 16. Entire Agreement. This Agreement constitutes the entire agreement among the parties and supersedes any and all prior written or oral agreements, negotiations or understandings, existing among the parties. This Agreement may be amended only by written instrument signed by each party. 17. Survival. The rights and obligations of the respective parties under Section 10 (Indemnity), Section 13 (Binding Nature of Agreement), Section 14 (Governing Law, Jurisdiction, and Enforcement), and Section 18 (Claims and Disputes Arbitration) shall survive the expiration or termination (for any reason) of this Agreement and remain in full force and effect. 18. Claims and Disputes Arbitration. The Municipal Owners may elect to subject disputes arising out of this Agreement to resolution by mediation or arbitration or litigation. This election can be made at any time up until sixty (60) days after the claim or dispute arises in writing. If the Municipal Owners do not make an election, the dispute shall be subject only to litigation. Unless otherwise agreed by the parties at the time of such election, the rules governing mediation or arbitration invoked by the Municipal Owners shall be the Commercial Arbitration Rules and Mediation Procedures of the American Arbitration 6 Association. Contractor hereby waives the right to elect the method of dispute resolution and agrees that this waiver is supported by sufficient and appropriate consideration. 19. Severability. If any provision of this Agreement is deemed to be invalid or inoperative for any reason, that part may be modified by the parties to the extent necessary to make it valid and operative, or if it cannot be so modified, then it shall be deemed severed, and the remainder of this Agreement shall continue in full force and effect as if this Agreement had been signed with the invalid portion so modified or eliminated. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year written below. CITY OF ITHACA By: Date: Svante L. Myrick Mayor TOWN OF ITHACA By: Date: Bill Goodman Supervisor TOWN OF DRYDEN By: Date: Jason Leifer Supervisor By: Date: Linda Lavine Councilperson By: Date: Dan Lamb Councilperson By: Date: Greg Sloan Councilperson By: Date: Deborah Cipolla-Dennis. Councilperson GHD CONSULTING SERVICES INC. By: Date: Bruce G. Munn, P.E. Principal-Wastewater s Schedule A SCOPE OF SERVICES GHD and Municipal Owners agree that the scope of services for this project consists of the engineering services described herein. The scope of work for this project includes Preliminary Design Phase engineering services, including preparation of a basis of Design Engineering Report for anaerobic digester system improvements and miscellaneous modifications to the Ithaca Area Wastewater Treatment Facility (IAWWTF). The project includes the goals summarized as follows and as described in the Primary Treatment and Anaerobic Digestion System Improvements Feasibility Study, February, 2016. • Expansion of the Administration Building to include expanded laboratory and administrative offices • Conversion of existing secondary digester to a heated (and mixed) primary digester • Addition of mechanical thickening of digester feed • Installation of vortex grit removal of influent wastewater GHD will complete the Preliminary Design and preparation of Basis of Design of the Anaerobic Digester Improvements and Miscellaneous Modifications to the IAWWTF, as described below: 1. Task 1 - Kick-Off Meeting. GHD will conduct a kick-off meeting with the Municipal Owners to review the project goals, scope, critical success factors, schedule, team roles and responsibilities. During the meeting, GHD and Municipal Owners' representatives will review goals, spatial needs and conceptual ideas for Administration Building expansion, mechanical thickening and grit removal systems. Meeting minutes will be prepared and distributed. 2. Task 2 - Administration Building Expansion. GHD will work with Municipal Owners' representatives to develop conceptual layouts for an expansion of the existing Administration Building. The building expansion will incorporate larger and more functional space for the Laboratory, Control Room, Conference/Meeting Room, Employee Lunch Room, Locker Rooms, Administrative Office and Offices for key staff. Subtasks will include: a. Development of preliminary layout concepts following kick-off meeting. b. Meeting with Municipal Owners' representatives to review conceptual layout. c. Revise layout based upon comments received d. Develop proposed floor plans and building elevation views. e. Develop conceptual modifications to heating and ventilation, electrical and plumbing. f. Prepare estimated construction cost for proposed building modifications. g. Prepare a Basis of Design memorandum for Administration Building expansion. C:\Users\dredsick\AppData\Local\Temp\Ithaca(C)-Preliminary Design Phase-BGM-I.DOCX 9 GHD Consulting Services Inc.One Remington Park Drive Cazenovia NY 13035 USA T 315 679 5800 F 315 679 5801 E cazmail@and.com W www.ghd.com 3. Task 3- Mechanical Thickening of Digester Feed. a. Potential mechanical thickening alternatives include screw press, rotary drum thickener and gravity deck thickener. GHD will review the technologies with the Municipal Owners' representative and select the technology best suited to this application considering cost, similar applications, space requirements and ability to pilot test. b. Assist Municipal Owners with coordinating pilot testing selected technologies for thickening digester feed. Pilot testing will be performed by equipment manufacturer's representatives. Pilot testing will only be performed by the manufacturers who are willing to complete testing at no cost to the Municipal Owners. c. Evaluate potential locations for mechanical thickening equipment including within existing building space and within a new building. d. Evaluate sludge feed and thickened sludge pumping and piping requirements. e. Prepare a summary Basis of Design and estimated construction cost. 4. Task 4-Anaerobic Digester Modifications. a. Evaluate digester heating requirements and required modifications for conversion of existing secondary digester to a heated primary digester including sludge feed, withdrawal and heating. Heating requirements will be developed for both mechanically thickened digester feed and existing method of gravity thickening digester feed. b. Prepare a summary Basis of Design and estimated construction cost for digester modifications. 5. Task 5- Grit Removal Evaluation. a. GHD will evaluate the addition of vortex grit removal technology for raw wastewater. Evaluation will include the Eutek HeadCell as manufactured by Hydro International. Evaluation will consider a review and summary of procurements options. b. Evaluate location options for grit removal system with Municipal Owners' representative. A proposed site plan and building plan layout will be developed based upon the selected location. c. Evaluate pumping and piping requirements for installation of the grit removal system. d. Prepare a summary Basis of Design and estimated construction cost for the grit removal system C:\Users\dredsick\AppData\Local\Temp\Ithaca(C)-Preliminary Design Phase-BGM-I.DOCX 10 6. Task 6 - Review Meetings. GHD will conduct two review meetings with the Owner to review the evaluation, development and selection of final design details and recommendations. Review Meeting No. 1 will be held to review the selection of alternative manufacturers to be considered and the development of alternative layouts for Task 3 - Mechanical Thickening Improvements and Task 4 - Grit Removal Improvements. Review Meeting No. 2 will be held to finalize selection of recommended layouts and improvements for Task 3 - Mechanical Thickening Improvements and Task 4- Grit Removal Improvements prior to submission of the Draft Preliminary Design Report. 7. Task 7- Preliminary Design Report. a. GHD will prepare a draft Preliminary Design Report summarizing the evaluation of alternatives, findings of investigations and recommendations. Estimates of probable construction cost will be provided for alternatives and recommended improvements. Site plan layouts and schematic diagrams will be provided for alternatives and recommended improvements. A proposed construction schedule will be included. b. GHD will meet with the Owner to review the draft report and receive comments. Meeting minutes will be prepared and distributed. The final report will be prepared upon receipt of final comments from the Owner. Four printed copies of the report and electronic PDF file of the final report will be provided. SPECIFIC EXCLUSIONS This contract is for the Preliminary Design phase of the project only and does not include preparation of final design construction contract documents. Effort for subsequent phases will be authorized in writing by the Owner separately. SCHEDULE GHD is prepared to start the work immediately after signed authorization of the engineering agreement and shall complete the task described in the following schedule: Task Days After Authorization Task 1 - Kick-off Meeting 10 days Task 2-Administration Building Expansion • Meeting to Review Alternative Layouts 30 days • Basis of Design Memorandum 60 days Task 3- Mechanical Thickening of Digester Feed • Completion of Manufacturer Pilot Testing 120 days(') Task 6- Review Meeting • Review Meeting - Conceptual Development 40 days • Review Meeting—Alternative Selections 80 days Task 7- Preliminary Design Report • Draft Report 150 days • Review Meeting 160 days • Final Report 14 days after receipt of comments C:\Users\dredsick\AppData\Local\Temp\Ithaca(C)-Preliminary Design Phase-BGM-I.DOCX 11 (1) Test duration is subject to availability of pilot test equipment. PROJECT FEES GHD proposes to complete the services described above on a lump sum basis as summarized below. The project will be billed monthly based on physical percent complete for each task. Task Cost Task 1 - Kick-off Meeting $5,200 Task 2-Administration Building Expansion $35,300 Task 3-Anaerobic Digester Modifications $18,010 Task 4- Mechanical Thickening of Digester Feed $43,850 Task 5- Grit Removal Evaluation $34,190 Task 6- Review Meetings $8,100 Task 7- Preliminary Design Report $14,350 Not-To-Exceed Amount $159,000 C:\Users\dredsick\NppData\Local\Temp\Ithaca(C)-Preliminary Design Phase-BGM-1.DOCX 12 4. Finance, Budget, and Appropriations .9 IFD -Approval of Staffing for Adequate Fire and Emergency Response (SAFER) Grant WHEREAS, the U.S. Federal Emergency Management Agency(FEMA) offers and awards annual grant funding directly to professional and volunteer fire departments to ensure they have adequate personnel and equipment to respond to and safely perform at incident scenes and provide protection from fire and fire-related hazards for their communities; and WHEREAS, the Ithaca Fire Department is eligible for and has submitted an application for funding assistance under the Staffing for Adequate Fire and Emergency Response (SAFER)program to fund the salaries and benefits for two years associated with the filling of(4) firefighter positions that were eliminated through attrition as part of the 2011, 2012, and 2013 fiscal year City Budgets; and WHEREAS, as a result of said request, the US FEMA SAFER program requests a letter of commitment from the City's governing body agreeing with the terms and conditions of the SAFER grant program, should an award be made; now, therefore be it RESOLVED, That the Mayor is authorized to submit a letter of commitment to US FEMA outlining a clear understanding of the terms and conditions of a FY 2016 SAFER grant. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 CITY OF ITHACA 310 West Green Street Ithaca, New York 14850-5497 OFFICE OF THE FIRE CHIEF Telephone: 607/272-1234 Fax: 607/272-2793 Memo To: Common Council From: Tom Parsons, Fire Chief Date: April 8, 2016 Re: SAFER Grant Resolution The Federal Emergency Management Agency (FEMA) awards grants on annually to support various fire and emergency services programs. FEMA offers three different grant programs. The first grant program is called the Assistance to Firefighter(AFG) Program, which is used to fund equipment and facilities for fire and emergency operations.The City of Ithaca was awarded, in previous years, grants for equipment and other critical resources used to operate the fire department. In the past, we have received AFG grants for Self Contained Breathing Apparatus, Radio Communications Equipment, and Physical Fitness Equipment. This year, I submitted an application the FEMA Assistance to Firefighting Grant(AFG) Program for the purchase of a new breathing air compressor. If awarded, the grant would pay 90% of a $60,000 Compressor. We are still waiting to hear if we will be awarded a grant for this piece of equipment. The second grant program is the Fire Prevention and Safety (FP&S) Program, which provides funding for Fire and Emergency Safety Training Resources. The Ithaca Fire Department has not submitted a grant application for this program in the past although there maybe some needs in the future that this grant may be useful for the department to consider. The third grant program is the Staffing for Adequate Fire and Emergency Response (SAFER) Program. SAFER grants are provided to fire departments to fund either the hiring of career firefighters for up to a two-year period; or to recruit, train, and outfit new volunteer firefighters for up to a four-year term. Since Ithaca has a combination of volunteer and career firefighters, it is eligible to apply for both grant types. In March, I submitted two grant applications to FEMA for the Staffing for Adequate Fire and Emergency Response (SAFER) Program. The first grant application requests funding to recruit, train, equip, and retain volunteer firefighters. If awarded, the grant would cover the costs, over a four-year term, associated with adding up to 20 volunteer firefighters to the department's roster. The second grant Page 1 of 2 Fire Department—SAFER Grant Resolution April 81", 2016 application is requesting funding to hire four(4)career firefighters to fill four of the six positions that have not been funded since 2013. The SAFER grant, if awarded, would fund the salaries and benefits for the four firefighters added to the roster over a two year period. If the grant is awarded under the Hiring of Firefighters Category, it would require the City to maintain fire department staffings levels and incur no layoffs of firefighters during the performance period of the grant. After the two-year performance period, the positions could be retained and funded by the City, or the positions can be unfunded. There would also be an opportunity to reapply and extend the funding under the SAFER program, assuming it is still supported at the Federal Level. For the grant application to be considered by FEMA, it is required to have a letter from the governing body stating their commitment to fulfilling the requirements of the grant. The accompanying resolution, if approved, would authorize the Mayor to send a letter to FEMA agreeing to the conditions of the grant if the City is so awarded. I am requesting consideration and approval for the accompanying resolution. The Ithaca Fire Department is need of more staffing to provide adequate service to the City and Town of Ithaca. I believe the two- pronged approach for seeking outside funding for both career and volunteer firefighters is a plan that could meet the staffing needs of our fire department while at the same time limiting the impact on the City Budget for at least the next two years. It is my hope that once the City is in a better financial condition, the additional career firefighter positions would continue to be funded by the City. Thank you for consideration of my request. Page 2 of 2 4. Finance, Budget, and Appropriations 10. IFD -Request to Establish Capital Project for Technical and Urban Search Rescue WHEREAS, the City of Ithaca Fire Department (IFD)was awarded $79,400 under the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program, and WHEREAS, the funding for this initiative is provided by the federal Department of Homeland Security's State Homeland Security Program(SHSP), and administered by the New York State Division of Homeland Security and Emergency Services, and WHEREAS the award provides reimbursement for the purchase of trench rescue team equipment, and the personnel costs for trench rescue equipment training; now, therefore be it RESOLVED, That Common Council hereby authorizes the Controller's Office to establish Capital Project#829 IFD Technical and Urban Search and Rescue in the amount not to exceed$79,400 with all funds issuing from the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program. J:ADRedsicker\AGENDAS\City Admin Comm\2016\4-20- Agenda.docx 4/20/16 �.�•• -�... CITY OF ITHACA 310 West Green Street Ithaca, New York 14850-5497 ®AA OFFICE OF THE FIRE CHIEF Telephone: 607/272-1234 Fax: 607/272-2793 To: City Administration Committe� From: AC Rob Covert Ithaca Fire Department RE: 2014 Technical Rescue Grant 10 April 2016 The New York State Division of Homeland Security and Emergency Services (DHSES) awarded the Ithaca Fire Department (IFD) a Technical Rescue Grant for fiscal year 2014. The focus of the grant is to improve and expand IFD's trench rescue capabilities with updated equipment and training. The equipment was chosen based on New York State NIMS typing criteria with the goal of increasing interoperability with regional and state partners. The training will be delivered by DHSES personnel via a series of Ithaca based courses to provide needed skills and credentialing. The grant financial breakdown is as follows: Technical Rescue Equipment: $48,200 Cargo Trailer Project: $9,800 Training overtime and Backfill: $15,500 Personnel Fringe Costs: $5,900 The rescue equipment will be purchased on GSA Contract. The items include • Air Shores o Used to hold wood panels in place during trench operations o Used to stabilize vehicles during vehicle accidents o Provide limited structural collapse stabilization • Air Bags (Low, medium and high pressure) o Used to fill gaps between trench panels and trench o Provide lift capability ■ Vehicle Accidents ■ Industrial Accidents ■ Structural Collapse The Cargo Trailer (Draft Spec sheet attached) will allow storage and transportation of trench and other technical rescue equipment to the emergency operations scene. It will be towed by existing Ithaca Fire Vehicles Personnel budget line will enable Ithaca Fire Personnel to attend courses and provide backfill to maintain response capabilities during on-shift delivery. NYS Course descriptions attached. "An F.Rnal Opporrimity Emhloyrr with a rommiminit to workforrr divr.rsifiration." .� Ithaca Fire Trench Rescue Series 2016 The following course will be delivered by the New York State Office of Fire Prevention and Control. Each course is a succession in a series to obtain New York State certification at the Trench Operations or Technician level. Trench Rescue -Awareness Level This course will discuss problems that can and do occur in trench rescue incidents. Safety techniques, shoring techniques, proper procedures, team operations, and hazard assessment will all be discussed and explained in depth. (8 Hours) • May 1 C Shift • May 3 D Shift • May 5 A Shift • May 7 B Shift Medium Structural Collapse Operations:Tools This two-day program will familiarize the student with the tools used in structural and excavation collapse related incidents. This is an intensive hands-on course and the students will be evaluated on the proper use of the tools provided. (16 Hours) • May 19-20 D Shift • May 21-22 A Shift • May 31-June 1 B Shift • June 2-3 C Shift Trench Rescue—Operations Level This two-day program consists of intense hands-on training in the field of trench rescue. The students will be taught several ways to shore trenches, the different types of extrication techniques, proper rescue site management, as well as the proper safety concepts needed to complete a safe and successful rescue. There will be live exercises in which the students will actually extricate a trapped victim from an open trench scenario. (16 Hours) • June 8-9 B Shift • June 10-11 C Shift • June 28-29 D Shift • June 30-July 1 A Shift Trench Rescue—Technician Level Designed to increase the skills learned in the basic trench rescue class. Rescue operations in intersecting, L-shaped, and deep trenches will be covered. Advanced trench rescue shoring techniques and concepts will also be shown. (16 Hours) • July 19-20 Delivery 1 • July 21-22 Delivery 2 Note: To encourage interagency cooperation, available class seats (based on maximum allowed students) will be offered to local and regional response partners. Classes will be offered based on partner response level. Potential agencies include: • Other City of Ithaca Departments • Ithaca Tompkins Regional Airport • Cornell University Environmental Health and Safety • Ithaca College Environmental Health and Safety • Auburn Fire Department • Cortland Fire Department NEW YORK STATE DIVISION OF HOMELAND SECURITY AND EMERGENCY SERVICES Andrew M.Cuomo,Governor Jerome M. Hauer, Ph.D.,MHS,Commissioner October 16, 2014 Honorable Svante Myrick Mayor,City of Ithaca City Hall 108 East Green Street Ithaca,NY 14850 Dear Mayor Myrick: I am pleased to announce that the NYS Division of Homeland Security and Emergency Services (DHSES) is awarding the City of Ithaca$79,400 in federal funding under the FY2014 Technical Rescue and Urban Search and Rescue(USAR)Grant Program. Funding for this initiative is provided by the federal Department of Homeland Security's State Homeland Security Program(SHSP). The performance period for this award is October 16. 2014 through August 31, 2016. As outlined in your application,this funding is provided for local emergency response teams that provide technical rescue and USAR related services through equipment,training, exercise, and planning projects. All funding is subject to both New York State and federal guidelines and regulations. All capabilities developed through Federal FY2014 SHSP funding are required to be deployable regionally and nationally per the Federal Funding Opportunity Announcement. A representative from DHSES' Grants Program Administration Unit will be reaching out to your grant point of contact shortly. If you have any questions about this program, please contact Beverly Riley at(518)242-5093. Congratulations on your award! We look forward to working with you to admini r this program. Si cerely, J ome M. Hauer, Ph.D., MHS C mmissioner cc: Lt. Scott Eaton, Ithaca Fire Department 1220 Washington Avenue, State Office Building Campus Building 7A, Suite 610 Albany, NY 12242 A. Description of Regional Partnership A.1.) Identification of Single or Regional Response Team Please provide the name of the Submitting Partner and Participating Partner(s)that are seeking to sustain, maintain or enhance Technical Rescue/USAR capabilities(or regional partnership, if applicable): Submitting Partner(only one) Participating Partner(s) (unlimited) City of Ithaca Fire Department A.2.) Description of Regional Partnership: Environment Please provide the name of the jurisdiction(s)served from the development of this capability: Tompkins County(Including Cayuga Heights, Lansing, Dryden,Varna, Freeville, Etna, Groton, Newfield,Trumansburg, Danby, Enfield, Slaterville, and Brooktondale) Please provide the population of the jurisdiction(s)served from the development of this capability: The City and Town of Ithaca's combined population is 50,000 residents with a greater population including the college residents and day time work force.Tompkins County has a population of 102,554. Please provide the approximate number of square miles that will be served from the development of this capability: City of Ithaca covers both the City and Town of Ithaca at an approximate 30 Square Miles.Tompkins county is 476 square miles. Please provide any additional details with regards to some of the geographical challenges that your specific emergency response team may face (proximity to areas prone to flooding, structurally vulnerable buildings, etc.): City of Ithaca is located centrally in Tompkins County. Ithaca and the surrounding area is made up of major elevation changes, which lend to a terrain with many gorge areas and river streams which empty into Cayuga Lake and adjacent valleys .The City of Ithaca is prone to flooding from ice dams and traditional sources.The building A.3.) Description of Technical Rescue/USAR Partnership: Personnel Table Submitting Partner Number of Career Personnel Number of Total Volunteer Personnel City of Ithaca Fire Department 63 10 73 Participating Partners Number of Career Personnel Number of Total Volunteer Personnel 0 0 0 0 Regional Partnership Number of Number of Career Personnel Regional Total (Submitting+Participating Partners) Volunteer Personnel 73 63 10 A.3.) Description of Technical Rescue/USAR Partnership: Technical Rescue and USAR Call Volume Submitting Partner 2011 Calls 2012 Calls 2013 Calls 2014 Calls Total City of Ithaca Fire Department 13 12 12 5 42 Participating Partners 2011 Calls 2012 Calls 2013 Calls 2014 Calls Total 0 0 0 0 Regional Partnership Regional Total (Submitting+Participating Partners) 2011 Calls 2012 Calls 2013 Calls 2014 Calls 13 12 12 5 42 Helpful Hint: The definition of a Technical Rescue and USAR call for the purposes of this application is: "A situation which necessitated the dispatch of a Technical Rescue/USAR response team and utilizing special equipment or devices normally only possessed by a Technical Rescue/USAR team." A.S.) Description of Regional Technical Rescue Partnership Directions: Applicants must provide sufficient detail the regional partnership or single emergency response team has coordinated planning,training, and or equipment acquisition activities prior to the development of this grant application. If no coordination has occurred previously, note this and explain how the new partnership will work in the future. Explanations should focus on how the partnerships have and/or will benefit the region's ability to respond to technical rescue emergencies. Note: A"Notice of Endorsement"form is required as part of the application submission process, if you are applying as a Regional Partnership. A"Notice of Endorsement" template can be found in Appendix B of the RFA. Please see the RFA for further details on the requirements associated with submission of the "Notice of Endorsement"form. N ° d N « o m � w T m o. E v m 6 C d h w w G w W U C 9 Lu O o d a U N a - E d a s m w 0 0� d m n v c LL m y •�' E E E E E E � Y a d N 3 h O n m a d n c ` a, a noses � oa �� a s d n n °1 — a N ? W = a N ~ w o m bA «- O u N E _ E _ LL v _ mma _ ao 3r '=vo ma « °i o W 9 « O y O w d d d `oo v o o 0 0 a " o ok E c E E v v a3 d o c u r o - - E .zc _ 3 l _ ww. a n d r9 � O u° �== E > T Y - 3 w d d m p _ m u" ua nul « ¢ v Q .a N 1-6 wd d w V a f' o s ¢ a n a C. Capability Enhancement Capability Enhancement Description Directions: Applicants must provide a brief description of their current Technical Rescue/USAR capabilities and highlight how their proposed budget for the 2014 Technical Rescue/USAR Grant Program funds will address identified capability gaps and also support the teams resource typing advancement. Please include reference to what your Resource Typing status for each specific discipline in accordance to with the NIMS/New York State Resource Typing System; please refer to the Resource Typing Sheets that you are submitting with your application as a reference. Additionally, please also articulate how your project requests will assist in increasing the region's NIMS/New York State Typing Status. High Level Description Currently, IFD has established rope,water, confined space and trench resources. Rope rescue has been a mainstay of the department since 1988. IFD has a long history of providing Type I rope rescue service throughout Tompkins County. Due to established water hazards and flooding issues(local and statewide), IFD began to build a comprehensive water rescue program in 1990.The 2012 technical rescue grant allowed IFD to advance its water rescue program to a NIMS Type II team. IFD current confined space equipment cache allows for a basic rescue operation (but will need continued Projects Additional Instructions: For each project there are two(2) drop-down menus that the applicant must complete to appropriately link their projects back to the relative"New York State Homeland Security Strategy" Goals and Objectives as well as specific linkages to the search and rescue"Core Activities"that were outlined in the RFA. Once you have made these linkages, please complete the narrative sections, articulating your current capabilities,your current gaps,and how the proposed project will close those gaps. Additionally,where applicable, please indicate how this specific project will assist the emergency response team with advancing their current Typing Status. Project 1 Objective 1.2. Based on capability analyses, identify, purchase,and maintain equipment for responders to safely detect, identify,and respond to CBRNE events" 3. Direct Search and Rescue Tactical Operations Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet).Our gap analysis focused on equipment needs that are not Current Gaps: IFD's high-pressure air bags have reached the end of there useful life-span. During our gap analysis,we had our current air bags evaluated by two independent sources. Both recommended How Your Proposed Projects Will Close These Gaps: IFD will purchase a high pressure airbag kit that will meet the minimum requirements to be a Type II team,to include a master control unit.They will be Project 2 Please Select a NYS Strategy Objective Please Select the Corresponding Core Activity Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet). Our gap analysis focused on equipment needs that are not easily addressed with local funding.The goal of project 2 is to acquire the equipment necessary to meet the requirements of a Type 11 (Operations)Trench Rescue Team and a future Type I (Technician)Team. Current Gaps: IFD has never had this resource in our equipment cache.A low-pressure kit is a requirement to meet NIMS Type II (Operations). In addition, it would aid IFD as we look toward future collapse rescue capabilities. How Your Proposed Projects Will Close These Gaps: IFD will purchase a low pressure airbag kit that will meet the minimum requirements to be a Type II team. No master control unit will be needed,as one will be acquired in project 1.They will be NFPA compliant. In our efforts to regionalize with Cayuga and Cortland Counties,the air bags will be compatible with Cayuga County's current system. Project 3 2. Develop and Maintain Training and Exercise Programs Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet). Our gap analysis focused on equipment and training needs that are not easily addressed with local funding.The goal lof project 3 is to acquire the training necessary to meet the requirements of a Type II (Operations)Trench Rescue Team and a future Type I Team. Current Gaps:The majority of IFD personnel have not had updated trench rescue training(Operations or Technician). Many of those who have are reaching the end of their careers. It is essential to provide the foundation training for new members and create a system to sustain the training as new members enter the organization. In addition, local partners have not been briefed on IFD's trench capabilities. How Your Proposed Projects Will Close These Gaps: Project 3 will provide overtime and backfill for IFD members involved with trench rescue training. IFD will run the entire department through an on-duty operations level training.Afterwards, select members would attend an off-duty technician level training. This will provide us with a strong base from which to continue to build our program. In addition, IFD will Project 4 2. Develop and Maintain Training and Exercise Programs Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet). Our gap analysis focused on equipment needs that are not Current Gaps:The majority of IFD personnel have not had updated trench rescue training (Operations or Technician). Many of those who have are reaching the end of their careers. It is essential to provide the How Your Proposed Projects Will Close These Gaps: Project 4 will cover the fringe costs associated with the execution of project 3. Project 5 3. Direct Search and Rescue Tactical Operations Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet). Our gap analysis focused on equipment needs that are not easily addressed with local funding.The goal of project 5 is to acquire the equipment necessary to meet Current Gaps: Our current small compliment Air Shores does not meet the recommended or required numbers and sizes.They are a recommended item for Operations Level and required for Technician (a future goal).Similar to the high-pressure airbags,the air shores IFD does have are also nearing the end How Your Proposed Projects Will Close These Gaps: IFD will purchase an air shore compliment(with struts and a variety of bases)that will meet the requirements to be a Type II team. They will be NFPA compliant. In our efforts to regionalize with Cayuga and Cortland Counties,the air shores will be compatible with Cayuga Count 's currents stem. Project 6 , 3. Direct Search and Rescue Tactical Operations Current Capabilities: IFD currently has much of the required equipment to be designated as a Type II Trench Rescue Team (See Typing Sheet). Our gap analysis focused on equipment needs that are not Current Gaps: IFD currently has a small fraction of our existing trench rescue equipment on an undersized trailer(length and weight capability).We cannot currently carry the items necessary to be a How Your Proposed Projects Will Close These Gaps:A larger enclose cargo trailer will enable to deploy efficiently as a Type II and future Type I team. In addition,future structural collapse resources will be stored in this deployment vehicle. Project 7 Please Select a NYS Strategy Objective Please Select the Corresponding Core Activity Current Capabilities: Current Gaps: D. Regional Implementation Plan Directions: Below please describe how your regional partnership or single response team will implement and/or deploy the projects outlined in your Budget in the areas of Planning, Equipment, Training and Exercises. Refer to your Budget Plan for specific reference to the POETE (Planning, Equipment,Training, Exercises)solution area for each Project. C.1.) Equipment-Please include a description of how the equipment requested will be stored,dispatched, and used in response operations within the regional and made available to regional partners, if applicable, upon request. The equipment listed in projects 1, 2 and 4(air bags and air shores)will be stored in both IFD's Heavy Rescue and Technical Rescue Trailer(project 6). Both the Heavy Rescue and the Technical Rescue Trailer will respond to any activation (local or mutual aid). When dispatched by the Tompkins County 911 center,the Heavy Rescue responds from our Central Fire Station. An engine company from our South Hill Station connects the trailer to a dedicated tow vehicle that is kept on C.2.) Planning-Detail how planning activities(if applicable)will be implemented by your regional partnership and describe how such activities will address identified technical rescue and USAR capability gaps. While the grant does not request formal funding for planning activities, it does highlight its importance.As outlined, IFD will work with the Tompkins County DOER and local jurisdictions to improve technical rescue response plans. In addition, local funds will pay for regional briefings on IFD's technical rescue capabilities. Lastly, IFD will continue to explore a regional technical rescue partnership with Cayuga and Cortland Counties.As this partnership has demonstrated with hazmat, a regional approach helps close gaps by standardizing on compatible/complimentary equipment and training. None of us are as strong as all of us! 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