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HomeMy WebLinkAboutPWC Minutes 2025-01-21AGENDA PUBLIC WORKS COMMITTEE January 21st, 2025, 9:00a.m. ZOOM Link: https://us06web.zoom.us/j/81695207215 1. Approval of Minutes a. November 19, 2024 2. Member Comments/Concerns a. Consider Modifications to Agenda 3. Snow & Ice Policy Annual Review – Joe Slater 4. Project Updates – a. Streetlights b. King Rd West Culvert c. TH Clerks/Mezz Update d. Town Hall Weatherization e. Site Design Manual 5. Public Works Facility Spring Open House Town of Ithaca Public Works Committee January 21, 2025, 9:00 a.m. Minutes Present: Rod Howe, Joe Slater, Mike Beach, Dave O’Shea, Kelly Anderson, Hilary Swartwood, Travis Mills, Mike Smith, Marty Moseley, CJ Randall, Rich DePaolo, Rob Rosen, Becca Wright, Becky Jordan. Approval of Minutes: Approval of November 19, 2024 minutes were motioned by Rich DePaolo, seconded by Rob Rosen. Carried. Member Comments/Concerns 2. Consider Modifications to Agenda Member Comments/Concerns a. Consider Modifications to Agenda –Discuss public works facility spring open house first. 3. Public Works Facility Spring Open House – Mr. Howe proposed holding a Saturday Spring open house and publicizing such through WHCU and our newsletter. Mr. O’Shea suggested mid-to-late summer due to the PWF MEP project. 4. Snow & Ice Policy Annual Review Mr. Slater stated that the amount of salt we use, on main plow routes and sidewalks, has been dialed in. We are acquiring controls for plow trucks that give quantification within 5-10% accuracy. We’ve calculated our salt storage (94’lx58’w10’h) capacity to be 2200 Ton. This is a good baseline. We can now track this material in our new asset management program. Looking at more salt reduction much like NYSDOT. At certain times there is use of a brine additive to help salt bond to the road and react to lower temperatures. There is definitely a cost savings to be had however, outfitting equipment with the technology controls comes with supply/vendor wait times. NYS OGS salt contract lists straight rock salt (at $52.50/ton), type I salt with calcium and magnesium chloride additive, and type II Fire Rock salt with organic compounds. Historically this facility purchased type II which last year was $91/ton. In an attempt to economize, we’ve switched to type I. Having both type I and type II enables us to split it up per plow route to see what aesthetically happens. Always mindful of cost savings, evolving technology, and correlating salt type with conditions. We are pursuing live edge plows which have 12” spring loaded increments that adapt to the contour of the road as opposed to one continuous straight edge. We have tested and confirmed the live edge clears the roads better. Also looking to downsize some snow removal trucks for tight spaced neighborhoods. Mr. DePaolo inquired how useful the 10’ height yellow stripe in the salt barn is. Mr. Slater replied it is helpful for loading. We’re trying to dial measurements in with newer technology. Mr. O’Shea pointed out that there’s a scale on the loader to gain an approximate measure of how much inventory is loaded onto plow trucks. Mr. Slater mentioned that through the NYPA streetlight grant we acquired infrared sensor road cameras so we can look at weather conditions and road temperature in different areas. We’re looking to add another camera on east hill at Snyder Hill/Skyview and Ridgecrest/E King. Currently we have cameras at Overlook/hospital entrance and Sapsucker/Hanshaw. Mr. DePaolo inquired as to, regarding the variety of rock salt available, which one is most environmentally benign? Mr. Beach shared that other departments use Type I and it seems their roads clear a lot more quickly. We’re hoping by using Type I we can use less salt. Ms. Anderson asked if, aside from effectiveness, there is any known impact from the type of salt on the longevity of the road surface. Mr. Slater replied that he is still looking into which variety is most environmentally benign and does not know the impact on asphalt over time. The Adirondack salt reduction pilot for NYS DOT was a good read. Cornell Local Roads Highway School may be a good resource for more information. Mr. O’Shea stated that Towns in the Adirondack Park and Lake George have been a pioneer in the state looking into environmental effects and they’ve switched to the brine so there must be research. 5. Project Summaries Streetlights – Mr. Slater recapped that the 2022 conversion to LED lights came with smart cities’ technology (nodes on top of the lights) and the ability to control the lights such as dim if necessary. We experienced communication issues due to Quintela’s wire mesh type of network having poor communication. This product has since been discontinued. NYPA gave us two companies that operate with standalone cellular nodes to test. Ubiquia, a smaller local company with better customer service, was more user friendly however, their price is triple that of Philips Signify, a larger more corporate company. Mr. Little added that with Philips Signify we’ll be dealing with the people that develop all their controllers in-house and design & install their own circuits whereas Ubiquia may use third party market. Both products worked well. Mr. Howe approved moving forward with Philips. Mr. Slater stated that Inlet Valley remains without the ability to control lights. Expecting to hear from NYPA re: meeting to go over financials and time frame for switching out nodes but estimate springtime. Mr. Howe shared that we are getting a smaller than anticipated rebate of $24k on Streetlights. Rebates have reduced largely over the four years since our initial engagement. King Rd W Culvert – see supporting documentation (attachment) TH Clerks/Mezz Update – We’re still going back and forth with the architect to make sure we’re getting quality plans. The restrooms were not originally factored in, however with ADA compliance findings we are now pursuing them with this project. Mr. Rosen asked what the construction budget is. Mr. O’Shea replied $1.2m. The City has no issues with this project in regard to their historic preservation law so it will be a staff approval process. The four or five historic windows seen from the outside are being included. The court clerks applied for a furniture grant to go with the new layout. Town Hall Weatherization – The architect had an event that caused a delay in his schedule but otherwise great to work with. Site Design Manual – Mr. O’Shea stated we have a list of core details which are starting to be drafted. Shooting for fall to have first three chapters together. Sanitary Sewer Project - Mr. O’Shea reported that they found more defects than budgeted for. Will still be within $300k original budget but will have to go for a budget amendment to increase the contract value. Finding a lot of circular cracks in the mostly 8” pipe and bad service connections. Mr. DePaolo commented that about $300k is spent each year on this type of work and inquired about the geographical scope of this particular project. Mr. O’Shea replied that this project is concentrated to four or five streets in the Northeast. We usually hit the worst offenders as opposed to sticking to regions. With this project we have preconditions because of the I & I study. It would be nice to do a post condition to quantify our efforts. Jumping to Mitchell Street this year since identifying no additional capacity there. It’s hard to gauge how much reduction is accomplished. Meters are helpful. Mr. Howe mentioned there have been a lot of water main breaks. Theres never a time that we can predict a break. Mr. Slater suggested we have few areas that we can predict, other times it may be freezing/thawing conditions. Mr. Slater shared an image of the Southhill trail and commented, from a maintenance perspective, there are washouts and overgrown vegetation. What are the expectations of the trail? Looking to ease maintenance efforts. We have 66’ of trail from Burns Rd to Therm. It’s hard to maintain with hand tools so we use the boom [roadside] mower. We need to be able to get in there to ditch and remove dead ash trees and to do so we need to widen and overlay the trail. We’ve replanted with native trees as part of our invasives contract. Do we need a policy? Is there a vision to eventually pave? Mr. Howe asked if this is the only trail with drainage issues. How does it compare to east hill? The removal of dead trees is more of a maintenance & management issue. No need for a policy as long as we are reasonable and have answers to questions from the public. Mr. Slater replied there have been smaller drainage issues on other trails, but they are paved and are a lot easier to maintain as opposed to the stone dust gravel. Mr. Smith added there’s no need for a policy. We did get a grant a few years ago to remove invasives along the trail and replant with natives. We cannot remove invasives by mowing, we must treat them. Don’t see any problems with what Mr. Slater is suggesting, however, we will hear from users of the trail noticing the difference from past maintenance management. Mr. DePaolo stated that we have a policy regarding ash trees and added that ditching will be beneficial. This non commuter trail has more of a rural feel and stone dust is fine. Mr. Smith suggested signage or advertising in the newsletter regarding upcoming trail improvements. Mr. Howe stated the need to change the February meeting date and confirmed Tuesday, February 25. Mr. Rosen asked about the orange zoning board of appeals sign posted at DPW driveway. Mr. O’Shea replied that as part of the PWF MEP project we are installing an EV charger. Our parking lot is in the stream setback zone so it’s a variance request to put an EV charger within the stream setback zone which will go before the ZBA on January 28. Adjourn 10:02 a.m. The next meeting is scheduled for Tuesday, February 25, 2025. Submitted by, Becky Jordan King Road West Box Culvert Replacement 1/15/2025 Stormwater Structure Rehabilitation N/A DB5112.501 Total:$350,000.00 Design:$41,600.00 Contract:$14,600.00 Part A Resolution:2024-034 Change Order:$2,900.00 Available End Date:9/27/2024 Total:$17,500.00 Contract:$41,600.00 Part B Resolution:2024-097 Change Order:$4,500.00 Available End Date:7/1/2025 Total:$46,100.00 Contract:Resolution: Change Order:End Date: Total: Summary: Type: CIP Budget: Date: Part A has been completed. Part B has started the design process. The Engineers surveyor was onsite the week of 1/6/25 to acquire field data for the project. Amendment Value: Amendment Value: Contract Authorized Value: Completed to Date:$14,600.00 Completed to Date:$14,600.00 Completed to Date: Project Progress Summary 443 Electronic Parkway, Syracuse NY 13088 Barton & Loguidice, DPC 2024-034, 2024-097 Project: Contractor/Design Professional: Account Number(s): Resolutions: Bid Date: MEP and Structural Improvements Porject PWF 1/13/2025 Design Total:$1,071,158.00 Design:$178,022.08 Contract:$116,170.33 Resolution:Multiple Change Order:$61,851.75 End Date:10/31/2025 Total:$178,022.08 Contract:$947,533.00 Resolution:2024-113 Multiple Prime Change Order:$0.00 End Date:9/15/2025 Total:$947,533.00 Contract:Resolution: Change Order:End Date: Total:$0.00 Summary: Erodgers 1/13/2025 Project Progress Summary 499 Col. Eileen Collins Blvd. Syracuse NY 13212 C&S Engineering 2024-015, 2024-034, 2024-117, 2024-133 Project: Design Professional: Account Number(s): Resolutions: Bid Date: Type: CIP Budget: Date: The MEP project has been bid, and construction contracts have been awarded. A second amendment to the Design contract has been made to include Construction Administration services. Amendment Value: Authorized Value: Contract Authorized Value: C&S Completed to Date:143,483.33$ Completed to Date:-$ Completed to Date: Sanitary Sewer Rehabilation Project NE 1/13/2025 Sewer Rehabilaton 9/27/2024 G8120.564 Total:$300,000.00 Bid:$246,812.80 Contract:$246,812.80 Resolution:2024-106 Change Order:$0.00 End Date:5/1/2025 Total:$271,494.08 Contract:Resolution: Change Order:End Date: Total: Contract:Resolution: Change Order:End Date: Total: Summary: E. Rodgers 1/13/2025 Project Progress Summary Sewer Specialty Service Company, INC Project: Contractor/Design Professional: Bid Date: Contract has completed pre -cctv and began grouting. Contract will be out until 02/2025. Upon intial review of video there are significantly more spot repairs needed than estimated. Cost to perform the additional repairs are being calculated. Once determined additional funds will be requested to complete the additional work. Amendment Value: Amendment Value: Contract Authorized Value: Completed to Date:$31,048.20 Completed to Date: Completed to Date: 2024-106 Type: Budget: Date: Account Number(s): Resolutions: 2024 Inlet Valley Sewer Improvement Project 1/15/2025 Pump station and conveyance route imrpovements 10/25/2024 Total:1,278,685$ Design:$45,496.00 Contract:$42,096.00 Resolution:2024-118 Change Order:0 End Date:1/1/2026 Total:$42,096.00 Contract:$0.00 Resolution: Change Order:0 End Date: Total:$0.00 Contract:Resolution: Change Order:End Date: Total: Summary: D.O'Shea 12/18/2024 Project Progress Summary TB 2024-095;TB 2024-100; TB 2024-101; TB 2024-118 Project: Contractor/Design Professional: Account Number(s): Resolutions: RFP Bid Date: Barton and Loguidice Type: CIP Budget: Date: Staff and Town Attorney are working through site acquisitions. B&L is reviewing materials and electrical related design requirements. Submission to DOT, DEC, and USACE will occur before the end of the month. Amendment Value: Amendment Value: Contract Authorized Value: Part A Completed to Date:$0.00 Completed to Date:$0.00 Completed to Date: Townline Rd Bridge Replacement Design 1/15/2025 Bridge Replacement/BridgeNY for County 1/1/2024 Total:$2,342,000.00 Design:$323,000.00 Contract:$323,000.00 Resolution:2023-173 Change Order:0 End Date:12/1/2025 Total:$323,000.00 $66,923.95 Contract:Resolution: Change Order:End Date: Total: Contract:Resolution: Change Order:End Date: Total: Summary: D.O'Shea 1/15/2025 Completed to Date: Completed to Date: Type: CIP Budget: Bid Date: Date: Completed to Date: Draft Design Approval Document (DDAD) has been submitted to Town Engineering for review. Project Progress Summary 443 Electronic Parkway, Syracuse NY 13088 Barton & Loguidice, DPC 2023-173 Project: Contractor/Design Professional: Account Number(s): Amendment Value: Resolutions: Amendment Value: Contract Authorized Value: