HomeMy WebLinkAboutTB Minutes 2009-06-11 Final
Special Meeting of the Ithaca Town Board
Thursday, June », 2oo9 at 4:25 p.m .
215 North Tioga Street, Ithaca NY 14850
Present: Supervisor Engman ; Councilwoman Leary; Councilman Stein ; Councilman
Goodman ; Councilman DePaolo .
Absent : Councilman Levine ; Councilwoman Hunter;
Staff: Jonathan Kanter, Director of Planning ; Bruce Bates , Director of Code
Enforcement ; Carrie Coates Whitmore , First Deputy Town Clerk .
Call to Order: Supervisor Engman called the meeting to order at 4 : 27 p . m . , and led the
assemblage in the pledge of allegiance .
Agenda Item No . 2 - Consider hiring a consultant re : Forest Home Traffic Calming
– Phase I – Attachment #1
Mr. Kanter provided the Board with a spreadsheet of the three consultant proposals the
Town received for the Forest Home Traffic Calming Phase I project (Attachment #1 ) .
He briefly explained the three proposals and stated that staff is recommending
McFarland and Johnson because their quote is along the lines of what the Town
projected and they are able to meet the Town ' s deadlines . He thought Erdman Anthony
would do a good job , but it would cost the Town more money. Barton & Loguidice ' s
proposal did not include costs for surveying and mapping ; Mr. Kanter felt that their
quote would have been similar to McFarland Johnson ' s quote when the cost of
additional services was added in .
Councilman Stein moved and Councilwoman Leary seconded the proposed resolution .
Supervisor Engman called for a vote—carried unanimously.
TB RESOLUTION NO. 2009- 116: AUTHORIZATION TO CONTRACT WITH A
CONSULTANT FOR DESIGN AND ENGINEERING SERVICES FOR THE FOREST
HOME TRAFFIC CALMING PHASE I PROJECT
WHEREAS, the Ithaca- Tompkins County Transportation Council (ITCTC) Planning and
Policy Committees, which coordinate Federal transportation funding on a county-wide
level, at their meetings on May 12, 2009, and May 19, 2009 respectively, approved an
amendment to the Transportation Improvement Program (TIP) including the Forest
Home Traffic Calming Phase I project construction at a total cost of $371 , 250. This
includes $297, 000 in Federal funds (representing 80 percent of the total cost) and
$ 74, 250 in Local funds (representing 20 percent of the total cost) . This was part of the
TIP Re-distribution process that was made possible by the Tompkins County Warren
Road project receiving Economic Recovery funds from the Federal government, which
freed up approximately $3. 5 million in the TIP for other Federal eligible projects, and
Special Town Board Meeting
June 11 , 2009
Final
WHEREAS, the above-described TIP amendment did not include funds for design or
engineering services for the Forest Home Traffic Calming Phase I project; and
WHEREAS, the Town Board of the Town of Ithaca at its regular meeting on June 8,
2009, authorized and directed the Town Budget Officer to establish the capital project
fund for the Forest Home Traffic Calming Phase I project and make any and all
necessary and appropriate Budget and accounting transactions in establishing this
project, the Town Board of the Town of Ithaca agreed to fund its portion of the local
share of the project construction costs in an amount not to exceed $37, 125 to be
matched in an equal amount of $37, 125 by Cornell University under the
Cornell/Community Transportation Investment Initiative Program, and the Town Board
of the Town of Ithaca authorized the Town Supervisor to sign an agreement with the
New York State Department of Transportation (DOT) to authorize and obligate the
Federal funds for the . Forest Home Traffic Calming Phase I project, as stated in the
amendment to the 2007-2012 Transportation Improvement Program (TIP) approved by
the Ithaca- Tompkins County Transportation Council (ITCTC) at its Policy Committee
meeting on May 19, 2009, subject to review and approval of the Attorney for the Town;
and
WHEREAS, Cornell University has agreed in addition to fund half of the amount to
cover the cost of hiring a consultant to complete the detailed design and engineering
specifications of the Phase I Traffic Calming project with the Town of Ithaca funding the
other half of the design and engineering costs; and
WHEREAS, the Town of Ithaca Public Works Committee discussed the Forest Home
Traffic Calming Phase I project at its meeting on May 25, 2009, and recommended that
the Town Board authorize contracting out for design and engineering services because
of the short timeframe available for obtaining DOT approvals and obligation of the
Federal funds; and
WHEREAS, the Town of Ithaca Engineering and Planning staff have canvassed a NYS
Department of Transportation (DOT) list of pre-qualified consultants to determine
interest in and possible costs for contracting for design and engineering services for the
Forest Home Phase I Traffic Calming project; and
WHEREAS, the Town has received proposals and cost estimates from three pre-
qualified consultants to provide the requested design and engineering services; and
WHEREAS, Engineering and Planning staff have reviewed the submitted proposals,
and evaluated the consultants on the basis of their proposed approach to providing the
requested services, experience with similar projects, the anticipated timeframe for their
work, and their cost proposals; and
WHEREAS, based on the above review, the Town of Ithaca Engineering and Planning
staff recommend that the Town Board authorize the hiring of McFarland Johnson,
located in Binghamton, N. Y. , as a well qualified and capable firm; now, therefore, be it
Special Town Board Meeting
June 11 , 2009
Final
RESOLVED, that the Town Board of the Town of Ithaca hereby authorizes the Town
Supervisor to sign a contract agreement with McFarland Johnson for the above-
described consultant design and engineering services for a total amount not to exceed
$42, 800, subject to the review and approval of the Attorney for the Town; and be it
further
RESOLVED, that the Town Board of the Town of Ithaca hereby authorizes the funding
of an amount not to exceed $21 , 400 to cover half of the cost of hiring the consultant for
design and engineering services for the Forest Home Traffic Calming Phase I project,
and Cornell University has agreed to fund an additional amount not to exceed $21 , 400
to cover the other half of the cost of hiring the consultant for design and engineering
services for that project; and be it further
RESOLVED, that the Town Board of the Town of Ithaca hereby authorizes the Town 's
share of the above-described consultant services in the amount of $21 , 400 to be taken
from the General Townwide Fund Balance to be placed in the Capital Project Fund for
the Forest Home Traffic Calming Phase I project, and that funds received from Cornell
University for this purpose also be placed in said Capital Project Fund.
MOVED: Councilman Stein
SECONDED: Councilwoman Leary
VOTE. Supervisor Engman, aye; Councilwoman Leary, aye; Councilman Stein, aye;
Councilman Goodman, aye; Councilman DePaolo, aye. Motion carried unanimously.
Adiournment
Councilman Stein moved and Councilwoman Leary seconded adjournment . Supervisor
Engman adjourned the June 11 , 2009 Special Town Board meeting at 4 : 32 p . m .
R�spec ul y Submitted ,
Karen M . Billings , (J
Town Clerk
M M M
Town Board Meeting June 11 , 2009, Attachment # 1
Consultant Proposals : Forest Home Traffic Calming Phase I Project (6/ 11 /09)
Consultant Cost Key Observations
McFarland Johnson $42, 800 Good understanding of project.
49 Court Street Timeframe appears to fit Town' s needs .
Binghamton, NY Cost is in mid-range of proposals, but appears realistic.
Appear to have experience with similar projects.
Proposal calls for a public information meeting.
Erdman Anthony $603000 Good understanding of project.
2165 Brighton Henrietta Town Line Rd . Timeframe appears to meet Town ' s needs.
Rochester, NY Cost is highest of proposals.
Currently working on Forest Home Upstream Bridge project.
Assumption that no public participation needed is not accurate.
Proposed detailed survey work might be more than needed .
Barton & Loguidice $ 335000 Good understanding of project.
290 Elwood Davis Road Cost is lowest of proposals, but many cost assumptions are not clear, and Q)
Syracuse, NY would likely result in additional costs not stated. I E�
Assumption that Town will do all surveying and mapping is not correct.
Do not appear to be able to meet required timeframe.
Proposal includes public meeting. 1
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