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HomeMy WebLinkAboutPWC Minutes 1997-09-25 DISPOSITION DATE EP/ TOWN OF ITHACA 1 Public Works Committee Minutes September 25, 1997 Present: David Klein, Chairperson; Cathy Valentino; Ed Conley; Fred Noteboom; Dan Walker; and Rich Schoch Guests: Jonathan Kanter The meeting began at 8:05 a.m. Budget Discussion Fred Noteboom asked the Committee if they had any questions regarding the Highway Department's budgets. He indicated that there were few changes from last year. David asked if capital improvements (to the Highway facility) will be put in the budget this year again. Fred said yes, and that there is a separate line item for the RFP. David asked if there should be some type of provision for the unused portion of the 1997 capital improvement's budget. Cathy Valentino indicated that there was not but that the money would be available for use if needed. Highway Facility RFP Rich Schoch indicated that adequate lighting should be addressed in the RFP. David said that it should be included in the electrical section. Rich also felt that security issues should be addressed, along with fire alarms. David asked if this building should be classified under the current Town Law regarding sprinkler systems. Dan Walker indicated that the Law refers to multiple family dwellings, not commercial buildings. It was decided that security issues should be added under 2a. Rich indicated that there should be more than one point of exit and entry from the site. We will add this in the RFP. Rich also indicated that the name Highway Facility should be different since Water, Sewer, Parks, and Highway materials and staff are housed there. There was a discussion on this and it was decided that it should read "Highway/Parks Facility". David indicated that the RFP's should be submitted in sealed bids and the costs should be done separately. Fred thanked David on all his efforts on this document. This should be added to the November Town Board Meeting for their final approval. Public Works Committee Minutes Page 2 After that, a mail out for architectural firms will be started. Discussion on Caldwell Road, Wildflower Drive, Strawberry Hill Road, and Warren Road Sidewalk Caldwell Road. Fred said that the main points of fixing Caldwell Road are, better road base, making it less hazardous, and not to encourage traffic. Fred indicated that Bruce Brittian, Forest Home Association, prepared a proposal for the changing of this road. Some of his proposed changes include moving the road over at the intersection of Plantations, straightening the road out, and leaving the top section (towards 366) alone, citing that the road should be left "rural" so as to not encourage more traffic on it. Cathy indicated that the Town of Ithaca/Cornell University Transportation Committee has reviewed this road also. Jonathan Kanter indicated that a summary of the Committee's discussions are as follows: Put turning lanes in and possible a stop sign at Caldwell Road and Forest Home Drive, cutting and changing the alignment of the hill section, continued 10' lanes, and 4' shoulders, subsurface drainage and realign the intersection at Plantations. The Committee discussed parking issues also. Fred and Dan felt that underground drainage and swales would be better for the shoulders of the road. There was a discussion regarding Cornell University's plans to put a bike and pedestrian path in, so they would not have to use Caldwell Road. David asked if this project would be bid out or done in-house. Fred indicated that at this point, he felt that we would be able to do the work in-house, although he will know better after the design is drawn up. There was a brief discussion regarding Cornell's enforcement of no parking in the area. Cathy will look into this. David asked how much construction is being considered. Fred indicate that the whole road-- between Forest Home Drive and Route 366. Fred indicated that he as been, and will continue to discuss the project with the Forest Home Association. Cathy indicated that we should summarize in writing all meeting with the FHA. Fred would like to have a design for this road within the next few months. Dan indicated that they have started on it. Dan said that he will bring base data and some designs to the next Committee meeting. Wildflower Drive and Strawberry Hill Road. Fred indicated that there has been drainage problems there for a long time. The Eastwood Commons Neighborhood Association is working with the Town (and TG Millers) to alleviate some of these problems. The Association has already indicated that they are willing to purchase 865 feet of pipe and a catch basin to work in conjunction with the Town's repaving and upgrading the drainage on those Public Works Committee Minutes Page 3 two streets. Fred has a letter of commitment for this. This project is schedule for in-house in 1998. Warren Road Sidewalk. It was decided that there was no great need for sidewalks, but that wider paved shoulders and underground drainage is needed there. Cathy indicated that the Town is concerned about the drainage in that area and the Town needs to communicate with Tompkins County on this. Fred and Dan will continue to work with the County staff members. It was discussed that the three Tompkins County Board of Representatives for the Town need to be kept informed. Again, it was decided that written summaries of each meeting need to be give to the County staff members and the Board of Representatives for the Town of Ithaca. Discussion on Winners Circle Trail Rich explained that there are new owners at 5 Winners Circle and when the abstract was done, it indicates that the Town trail is on their property. There has been much discussion about how to proceed. We have decided that the best way is to move the trail. We will start this in October. David felt that we should send a letter to the owners of 5 Winner's Circle outlining the procedure. Rich will send the letter. Discussion on Hallberg Proposal c Fred indicated that Ed Hallberg is proposing to give the Town the "Manos" property (by Ridgecrest Road). This will allow the Town to relocate the proposed trail and have room for basketball courts, etc. If this proposal is accepted, it would not disrupt the willow tree, would allow us to form better drainage in the area, and make a more direct trail. There was a discussion on possible need for a walkway on E. King Road to connect to the proposed trail. Jonathan indicated that the Planning Board discussed this too. Jonathan will continue working on this. Fred indicated that Mr. Hallberg would like to complete the transaction before December. Discussion on Deer Run Drainage Fred indicated there is a diversion ditch which goes to a retention pond, although the retention pond does not hold water. The Town Highway Department would like to rework the pond so that it may alleviate some drainage problems in the Deer Run area. Fred indicated that the Deer Run Association is willing to give the Town easements to the pond and diversion ditch. It was indicated that if easements were obtained we would be able to maintain this drainage system. This needs to be in writing. U Public Works Committee Minutes Page 4 Rich indicated that a security fence would be needed. Cathy indicated that this project may be something that could be worked on with money from the Storm Water Management line item. Discussion on Water Tank Paintings Dan indicated that specifications have been put together to bid on water tank painting. We have decided to include four tanks to be painted, prioritizing them. Dan indicated that we will have eight separate bids (interior and exterior for all four tanks). He said that the work would not be completed until 1998, but half the funds will come from 1997 funds. The time line is as such: Bid specifications to the Town Board for approval in October, bid opening in November, and Town Board approval of bids in December. Storm Water Management Update Dan indicated that they are still processing the field data. He also indicated that some field work data needs to be recompiled. His preliminary findings are that culvert pipes need to be replaced. He expressed some concerns over the changes in drainage at the BOCES site. They seem to forget to talk to the Town about any drainage issues when building. Cornell seems to be more cooperative. Cathy felt that we need to set up a meeting with BOCES representatives and discuss this issue. Fred indicated that he needs to know soon what type of workload will be required of the Highway crews regarding Storm Water Management, so that we can better schedule for next year. David asked if the work could be done in-house or should be bonded. Cathy indicated that a list of priority needs to be established and then a meeting needs to be set up so that the Northeast residents can be informed. Jonathan asked if the Town will hire CIVITAS students again in the summer to continue surveying the Town regarding storm water management. Dan said yes. There was a discussion as to which section to do next. South Hill and Eastern Heights areas may be able to be surveyed together next year. Fred indicated there seems to be problems developing on West Hill since Eco-Village has been constructed. There was a discussion on the building permit regulations and drainage. Meeting was adjourned at 10:00 a.m. ghk r - U DISPOSITION DATE C41( CGS Town of Ithaca Public Works Committee Meeting September 25, 1997, 8:00 a.m. Town of Ithaca Highway Facility 1. Discussion on Budget Proposal 2. Discussion on Highway RFP 3. Discussion on Caldwell Road, Wildflower Drive and Strawberry Hill Road and Warren Road Sidewalk 4. Discussion on Winner Circle Trail 5. Discussion on the Hallberg Proposal 6. Discussion on Deer Run Drainage 7. Discussion on Water Tank Paintings 8. Update on Storm Water Management ghk pc: Mary Bryant, Administrative Secretary Joan Lent Noteboom, Town Clerk Andrew Frost, Director of Zoning/Building Jonathan Kanter, Director of Planning a* Request for Proposal __11��� Town Highway Facility Feasibility Study I. Project Overview The Town of Ithaca Town Board is soliciting proposals from architectural firms for a feasibility study 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 feasibility study 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. Schematic design for additions and alternations. 4. Construction cost estimates for renovations and additional space. The Town Board has directed the Highway Superintendent and the Public Works Committee 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. This structure is a pre-engineered building (blue prints available) of 10,800 square feet with a 1,300 square foot area on the second floor. There is a salt storage shed with a storage area on the back side for small equipment, road work signs, etc. On site there is a 400 square foot trailer that houses three staff members, maps, and two computers. The Town recently purchased a pole (storage) barn that was,converted into a wood workshop and equipment storage area. This building is 2,400 square feet. Topographic and survey maps are available for these facilities and the property. During the 20-year period that the Town Highway facility has occupied 106 Seven Mile Drive, the Town's population and service requirements have grown requiring an increase in staff and equipment. III. Project Scope The objective of this feasibility study is to prepare an optimal schematic design and cost estimates for an expanded Town Highway Facility. This study shall include: 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 needs for existing and projected net square footage along with an estimate of gross square footage. Special mechanical, electrical or equipment requirements shall be noted. SPECIFIC AREAS OF FOCUS a. Heated storage for equipment and supplies. 1. Dust control and air quality. 2. Insulation and heating system. 3. Electrical services. 4. Storage for equipment under cover. b. Wash bay facility. c. Cold storage for equipment and supplies. 1. Salt storage facilities. 2. Supplies and materials storage. 3. Covered equipment storage. d. Office Space. 1. Adequate office space. 2. Break Room/Lunch Room/Meeting Room/Locker Room 3. Supplies and material storage(Records Management) e. Work space in mechanical shop. 1. Fluid storage. 2. Parts storage. 3. Maintenance bays. 4. Fabrication shop. 2. Analysis of existing buildings and site conditions. a. A review of the existing buildings and site conditions including mechanical systems, site infrastructure, structural systems, electrical and lighting system, and architectural elements. Of special interest is the existing condition of the water and sewer service, electrical service, plumbing systems,heating, cooling and ventilation, dust control, air quality, insulation, energy efficiency, etc. RFP for Town Highway Facility Feasibility Study Page 3 h_ b. The physical analysis shall also include a determination of the 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. An opinion as to ADA compliance and costs for code issues compliance will also be addressed. 3. 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 by allowing for effective communication, streamlined access to shared, and to provide a safe, secure, and efficient delivery of services to the public. The program should include issues of accessibility to the buildings and parking requirements. The development of a schematic design for remodeling of the building and site should include alternatives for modification of the building to meet the program needs of the Town. 4. Construction cost estimates for an expanded and renovated facility shall be provided by the consultant. Cost estimates shall be suitable for preliminary budgeting purposes, include itemized building construction costs, site construction costs, as well as a strategy for phased construction to be implemented over several years. The consultant should also note work that might be performed wJ by the Town's own forces. 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 the Public Works Committee during the feasibility study. The feasibility study will cover all of the requirements outlined in the scope of work, including a space needs evaluation and program development, physical analysis, schematic design, and a cost analysis. Presentations will be made to the Public Works Committee upon completion of each phase of the feasibility study. A final report (feasibility study) will be provided by the architect and presented to the Public Works Committee and Town Board. RFP for Town Highway Facility Feasibility Study Page 4 VI. Submission Requirements All firms are requested to submit eight(8) copies of, 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 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,including a description of how the project team will be organized. 5. Provide a brief description of similar projects the firm has completed, the names and addresses of the clients, and the name and telephone number of a contact person for each client. 6. Schedule to complete the work. 1 t i 7. Proposed fee(one copy, in separate, sealed envelope). VII. Submission Schedule All proposals must be received in the offices of the Town Clerk, 126 E. Seneca Street, Ithaca, New York 14850 no later than 4:00 P.M. (DATE). VIII. Evaluation Factors Evaluation and selection of the consultant is based on the following factors: experience, availability, technical expertise, accessibility, and fee. Up to three firms will be selected for an interview. 1. Experience of the firm in the development of architectural plans and construction cost estimates for facilities and rehabilitation/reuse projects that 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 with a description of other contracts and commitments that could limit architectural (' ` ` services during the next three months. RFP for Town Highway Facility Feasibility Study Page 5 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 their 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. 5. Proposed fee (a consideration, but not sole, determining factor). Following the interviews, the Highway Superintendent and the Public Works Committee will make a recommendation to the Town Board as to which firm most closing meet the requirements of the RFP. Upon approval by the Town Board, contract negotiations will begin. 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 finn'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 that are to be confidential and such request is not inconsistent with Town Law or General Municipal Law. The consultant is required to have professional liability insurance in an amount not less than $1,000,000. RFP for Town Highway Facility Feasibility Study Page 6 X. Further Information For further information about this project or to schedule a tour of the facility, contact either: Fred Noteboom,Highway Superintendent, Town of Ithaca, or Gail Kroll,Administrative Assistant,Town of Ithaca. Both can be reached Monday through Friday, between 7:00 a.m. and 3:00 p.m.at 106 Seven Mile Drive Ithaca,New York 14850 PHONE: (607) 273-1656 FAX: (607) 272-6076 E-MAIL: highway®town.ithaca.ny.us