HomeMy WebLinkAboutPWC Minutes 1997-02-27 DISPOSITION DATE
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Town of Ithaca Public Works Committee Meeting
February 27, 1997, 8:00 a.m.
Town of Ithaca Highway Facility
1. Approval of Minutes David
2. Rescheduling of March Meeting David
3. Update on Chase Trail Fred
a. Transportation versus Recreational
4. Discussion on Dogs/Parks Issues Fred
5. Discussion on Northeast Drainage Public Meeting Fred/Dan
6. Discussion on Water and Sewer Repair Work Fred
7. Review RFP for Town Highway Facility Fred
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pc: Mary Bryant, Administrative Secretary
Joan Lent Noteboom, Town Clerk
Andrew Frost, Director of Zoning/Building
Jonathan Kanter, Director of Planning
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TOWN OF ITHACA TRAIL SITES
RECREATIONAL VERSUS TRANSPORTATIONAL
NOTE: Commuter--The Town maintains snow removal.
Recreational--The Town does not maintain snow removal.
Site Type
Mitchell Street Walkway Commuter
Winthrop Walkway Commuter
Sandra Place Walkway Commuter
Texas Lane Walkway Commuter
Lisa Lane Walkway Commuter
Forest Home Walkway Commuter
Forest Home Bridge Walkway Commuter
Maplewood Park Section of EIRW Commuter
BOCES Walkway (Northeast) Commuter
EIRW (Honness Lane to Mitchell Street) Commuter
EIRW(Game Farm to Maple Avenue) Commuter
Pine Tree Walkway Commuter
Pleasant Grove Walkway Commuter
South Hill Trail Recreational
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WATER AND SEWER STAFF AND EQUIPMENT REQUIREMENTS
Purpose: Perform water and sewer maintenance on a regular basis to bring facilities to an
acceptable level of performance; also perform all emergency repairs to these
facilities when required.
Staff Requirements: MINIMUM CREW: Supervisor
Heavy Equipment Operator(HEO)
Motor Equipment Operator (MEO)
Laborer
Additional staff would be added as project required, i.e., flag person in
near roadway situations.
After reviewing existing staff requirements for Highway Department,we recommend that staff
be drawn from existing employees at present time. Although over time, experience may show,
additional staff should be added to maintain present work load of Highway Depailiuent.
Equipment Requirements:
Rubber Tire Backhoe Excavator $ 65,000.00
Soils Compactor(Reversible Plate) $ 6,000.00
Soils Compact(Jumping Jack) $ 2,000.00
Water Pump Diaphragm $ 1,650.00
Utility Saw $ 1,000.00
Air Compressor $ 12,000.00
Single Axle Dump Truck Available (Highway Department)
Equipment and Parts Trailer Available (Engineering Department)
Service Truck(Pick up) Available (Engineering Department)
Safety Shields Available (Engineering Department)
Traffic Control Devices (signs, cones, etc.) Available (Highway Department)
Emergency Lighting Available (Highway Department)
Misc. Small Tools Available (Engineering Department)
TOTAL $ 87,650.00
Report submitted by: Wayne Sincebaugh, Water and Sewer Maintenance Supervisor
Gene Redman, Deputy Highway Superintendent
404)
Request for Proposal
Town Highway Facility Feasibility Study
I. Project Overview
The Town of Ithaca Town Board is soliciting proposals from local architectural firms for a facility
needs evaluation for the Town Highway Facility. The architectural consultant will also be asked
to prepare a feasibility study to evaluate the existing facility and future expansion.
The facility needs evaluation will include:
1. Evaluation of space needs for administrative staff, operations staff, and
equipment/machinery with future projections included.
2. An analysis of the existing building and site conditions.
3. Construction cost estimates for additional space.
The Town Board has directed the Highway Superintendent and his appointed Work Crew to
prepare this Request for Proposals because of the acute need for improved facilities to allow Town
staff to effectively serve Town residents and the operations equipment space needs.
II. Background
The Town of Ithaca Town Highway Facility has been located at 106 Seven Mile Drive since 1977
when it was purchased from the Millard Brink. This building is a 10,800 square foot building
which has a 1,300 square foot area on the second floor. There is a salt storage shed which houses
salt, and on the back side, small equipment, road work signs, etc. are stored there. We currently
have a 400 square foot trailer that houses three staff members, maps, and two computers. The
Town recently purchased a storage barn which was converted into a wood workshop along with
equipment storage. This building is 2,400 square feet.
During the 20-year period that the Town Highway facility has occupied 106 Seven Mile Drive,
Town population and provided services have grown with a corresponding increase in staff and
equipment.
III. Project Scope
A. Facility Needs Evaluation
The objective of the facility needs evaluation is to prepare an optimal schematic design for
an expanded Town Highway Facility. This task shall include:
i
RFP for Town Highway Facility Feasibility Study Page 2
1. An evaluation of space needs based on current staffing and Town provided staff
projections.The consultant shall develop a recommendation of space requirements
based on current industry standards for a public works type maintenance facility.
The space requirement should be summarized and include net square footage along
with an estimate of gross square footage.
SPECIFIC AREAS OF FOCUS
A. Inadequate heated storage for equipment and supplies.
B. Inadequate cold storage for equipment and supplies.
C. Inefficient office space for effective management of our operations team.
D. Provide adequate work space in mechanical shop.
E. Effective space for operations staff including break room, meeting/training
room, locker space, and changing room.
F. Adequate storage for house cleaning supplies and records management.
2. Program development for optimization of operations in both the present and
future. The objective of this element is to provide a schematic design for a Town
Highway Facility allowing for efficient and comfortable work space for
administrative and operations staff, allowing for effective communication between
staff, providing efficient access to shared resources between staff, and providing a
safe, secure, and efficient delivery of services to the public. The program should
include the issues of accessibility to the building and parking requirements.
3. Construction cost estimates for an expanded facility shall be provided. Cost
estimates shall be suitable for preliminary budgeting purposes and include itemized
building construction costs and site construction costs, as well as a time phase
construction plan. This shall also include a comparison of in-house construction
versus outside contracting.
B. Feasibility Study for Upgrading Existing Facilities
The objective of this feasibility study is to determine the suitability and practicality of
upgrading and expanding the existing facility. The study shall include:
1. A review of the existing building and site conditions including mechanical systems,
site infrastructure, structural systems and architectural elements. Of special
interest is the existing condition of the water and sewer service, electrical service,
plumbing systems, heating, cooling and ventilation systems, the structural
integrity of the building and evaluation of the phone system.
RFP for Town Highway Facility Feasibility Study Page 3
An important part of the physical analysis will be a determination of the extent of
the building's compliance and/or noncompliance with New York State building,
fire and energy codes and how those compliance issues will affect the nature and
cost of additions to the building. A determination of ADA compliance and any
cost of compliance will also be addressed.
An additional objective of the physical analysis is an environmental inventory of
the site. This inventory should analyze whether there are environmental
conditions that would require remedial action if the building were to be adapted
for use as a Town Highway Facility. The analysis shall include, and not be limited
to, an evaluation of the presence of asbestos or other hazardous materials in the
building; whether fuel storage or other buried tanks are present on the site and
whether there are any other health or safety issues that will need to be addressed.
2. The development of a schematic design for remodeling of the building and site
should include several alternatives for modification of the building to meet the
program needs of the Town. The Schematic design will be completed to comply
with the requirements of the N.Y.S. Uniform Building Code, fire code, ADA
requirements,the Town of Ithaca's zoning ordinance and all other applicable codes
and regulations.
3. Construction cost estimates will include detailed estimates of both soft and hard
costs for modification of the Town Highway Facility within the constraints of the
schematic design. Soft cost estimates will include all architectural and engineering
fees, construction management fees, insurance premiums and other costs incidental
to construction. Hard costs will be organized by division using the CSI or similar
format. The Architect will briefly describe the methodology and source of data
for generating both hard and soft cost estimates.
IV. General Terms and Conditions
The Town of Ithaca intends to enter into a contract with the architect selected by the Town
Board as best qualified to act as a design consultant for the Town. The agreement will specify the
terms and conditions of the services to be provided and will be consistent with the items of work
specified in this request for proposals.
V. Project Reports and Presentations
The architect will work under the direction of the Town Highway Superintendent and his
appointed Work Crew during the feasibility study.
The architect will prepare a report that presents his/her analysis and recommendations for the
facility needs evaluation and a separate report for the feasibility study for modifying the existing
RFP for Town Highway Facility Feasibility Study Page 4
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building. The report for the facility needs evaluation will cover all of the requirements outlined
in the scope of work, including but not limited to; a space needs evaluation, program
development and a cost analysis. The report for the feasibility study for modifications to the
existing building will cover all of the requirements outlined in the scope of work, including but
not limited to a physical analysis, environmental inventory, schematic design and a cost analysis.
Presentations will be made to the Public Works Committee, along with the Highway
Superintendent and his Work Crew upon completion of the facility needs evaluation and the
feasibility study for modification of the existing building. A final report for each phase will be
provided by the architect.
VI. Submission Requirements
All firms are requested to submit at least the following information:
1. Name of firm and principals in firm.
2. Names, positions in firm, resumes and project assignment of the personnel
expected to work on this project.
3. Names, resumes and references for other consultants that the architect intends to
retain for this project.
4. Description of how the architect will approach each of the tasks listed in the scope
of project. Include a description of how the project team will be organized.
5. Provide a brief description of similar projects that the firm has completed, the
names and addresses of the clients, and the name and telephone number of a
contact person for each client.
VII. Submission Schedule
All proposals must be received in the offices of the Town Highway Superintendent of the Town
of Ithaca, 106 Seven Mile Drive, Ithaca,New York 14850 no later than 4:00 P.M., April 20, 1997.
VIII. Evaluation Factors
Evaluation and selection of the consultant is based on the following factors: experience,
availability, technical expertise, and accessibility. The first ranked firm will be invited to
negotiate a reasonable fee for professional services with the Town of Ithaca.
1. Experience of the firm in the development of architectural plans and construction
cost estimates for new office facilities and for rehabilitation/reuse projects which
RFP for Town Highway Facility Feasibility Study Page 5
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are similar to the proposed project. The architect should provide detailed
information on any projects similar in scope that were completed successfully.
2. Availability and ability of the architect to complete the feasibility study. The
architect should include the earliest date available to begin work and include a
description of other contracts and commitments that could limit architectural
services during the next two months.
3. Technical expertise in projects similar to the proposed project. The proposal
should highlight any special skills, techniques, equipment, etc. which will be
utilized in conjunction with the needs evaluation and feasibility study.
4. Accessibility of the architect and staff so the Town of Ithaca staff have the
opportunity to confer either in person or by telephone on a regular basis regarding
any aspect of the project. The architect should indicate any limits on calls, hours
available, meetings, etc.
A final step in the evaluation and selection process will be an interview of the Highway
Superintendent and his appointed Work Crew. The town will determine a short list of
consultants to be interviewed based on the written proposal submissions.
IX. General Information
Proposals are to be prepared on 8-1/2" x 11" paper. All pages are to be sequentially numbered.
Unnecessarily elaborate proposals are not desired. Consultants are urged to be concise in their
presentation, particularly with respect to past experience on other projects. Related experience
is essential, with specific details describing the firm's involvement and responsibilities.
This request for proposals does not commit the Town of Ithaca to pay costs incurred in the
preparation of a response to this request or to procure professional services. The Town of Ithaca
reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with any qualified consultant, or to cancel in part or its entirety this RFP.
All proposals and supporting materials prepared under this request by the consultant will become
the property of the Town of Ithaca.
The proposal shall be considered valid for the period of time it takes to negotiate a contract with
the consultant.
The proposal submitted in response to this request may contain data which the consultant, or
his/her proposed subcontractors,do not want disclosed for any purpose other than the evaluation
of the proposal. The use and disclosure of any such data may be so restricted, provided the
(.� consultant identifies the pages of the proposal which are to be confidential.
RFP for Town Highway Facility Feasibility Study Page 6
X. Further Information
For further information about this project, contact either:
Fred Noteboom, Highway Superintendent, Town of Ithaca, or
Gail Kroll, Administrative Assistant, Town of Ithaca.
Both can be reached at:
106 Seven Mile Drive
Ithaca, New York 14850
(607) 273-1656
FAX 272-6076