HomeMy WebLinkAboutMN-BPW-2015-01-26BOARD OF PUBLIC WORKS PROCEEDINGS
CITY OF ITHACA, NEW YORK
Regular Meeting 4:45 p.m. January 26, 2015
PRESENT:
Mayor Myrick
Commissioners (5) - Morache, Goldsmith, Jenkins, Darling, Warden
OTHERS PRESENT:
Superintendent of Public Works - Thorne
Asst. Supt. for Streets & Facilities – Benjamin
Asst. Supt. for Water & Sewer - Whitney
Director of Engineering - West
Parking Director – Nagy
Information Management Specialist – Myers
Alderperson/Liaison – Fleming
Transportation Engineer- Logue
ADDITIONS TO OR DELETIONS FROM THE AGENDA:
There were no additions to or deletions from the agenda.
MAYOR'S COMMUNICATIONS:
The Mayor had no communications for the Board.
COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD:
No one appeared to address the Board.
REPORTS:
Commissioner Warden, liaison to the Ithaca Youth Bureau Board, reported that staff at the
Youth Bureau would like to request that a mop sink be installed in the main pavilion at Stewart
Park. Plumbing wise, it would be a simple thing to install and seems like a small request that he
would encourage the City to consider.
Commissioner Darling, BPW Liaison to the Planning and Development Board reported that
there was a meeting on January 13, 2015 to review and discuss the Chain Works project on
South Hill and toxicity issues at the site. He encouraged Board members to review the agenda,
which is available on the city’s website, for the January 20, 2015 Project Coordinating
Committee meeting. The agenda contained a detailed traffic study for the canopy hotel project
(302 East State/Martin Luther King Jr. Street). The Planning & Development Board will meet on
January 27th to discuss the following projects: Stewart Park Maintenance Building, 804 East
State/Martin Luther King, Jr. Street, 707 East Seneca Street, and 402 South Cayuga Street.
Supt. Thorne reported that staff will be meeting on Thursday, January 29th with the Tompkins
County Water Resource Council concerning the storm water study. They will be discussing
what the scope of the project should be, additional items to consider as well as determining
whether there are other municipalities interested in joining the Council.
Asst. Supt. Whitney reported that he has started discussions with Cornell University staff
regarding the water swap with the city that has been in place for several decades.
Director of Engineering West reported that the preliminary soil bearing results for the Brindley
Street Bridge replacement project showed that Proposed Alternate 2 can be done. However,
the soils were so bad that the City will need to look at specialized foundations that would apply
to both Alternate 1 and 2.
He further reported on the Lake Street Bridge park enhancements. Staff met with the Parks
Commission, the Natural Areas Commission, and the Planning and Development Board
regarding the project. Progress is being made with the designer to pull together more developed
ideas for the Planning & Economic Development Committee and the Board of Public Works
approval.
He also reported that bids for the skate park expansion were opened last week. There were
four bids with qualified skate board contractors. Unfortunately, they all came in over budget and
so staff will need to ask Common Council for additional funding. He will have a resolution for
the next Board meeting that would indicate the Board’s support and recommendation that
Common Council approve additional funding for the project. He and staff from the Planning
Department will also be looking at other funding sources to fill the gap beyond what will be
asked for from Common Council.
Board of Public Works Meeting Minutes January 26, 2015
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Commission Goldsmith requested that a brief discussion be held at the end of the meeting
regarding the skate park project, especially, if the Board is going to need to vote on a resolution
for additional funding at their next meeting.
No Board Member Objected
Asst. Supt. Benjamin reported that the snowy weather is keeping crews busy, and with this
extremely cold weather road salt is not very effective. For this current snowstorm, he has trucks
on every hill, which will run continually for the length of storm. He has been checking the
creeks, and they are making ice but the water is still running; Cascadilla Creek has a clear
channel up to the fishing area in Stewart Park. Everything else is frozen, the ice is not that
heavy, and water levels have dropped about two to three feet so the minimum amount of water
is running through the creeks. He isn’t too concerned about ice jams until the temperature
starts to come up. The next 2-3 weeks look to be very cold, so there should be no large run-off
or no snow pack concerns.
A brief discussion followed on the floor regarding last years’ ice jam in Fall Creek, and the warm
water piped through hoses from the sewage treatment plant that was used to help melt the ice
in the creek. Supt. Thorne noted that the city now has its own equipment to deal with ice jams
and won't have to rely on NYS to provide equipment like last year. That means the city can
mobilize fairly quickly if an ice jam in one of the creeks should occur.
Asst. Supt. Whitney stated that crews have been very busy responding to water main breaks;
there was one this morning on the 600 block of West Green. He also reported on new
equipment purchased for the Waste Water Treatment Plant that should make significant savings
in the electric bill.
Director of Parking Nagy reported that additional new park and pay machines should be up and
running within the next 4-6 weeks around the city. He updated the Board on parking revenues
for the City’s parking garages, lots, and metered parking. He further stated that 61% of his
budget has been spent so far.
Alderperson Fleming arrived at 4:50 p.m.
New Project Presentation:
210 Hancock Street Re-Development Project from Ithaca Neighborhood Housing Services:
Joseph Bowes, real estate developer for Ithaca Neighborhood Housing Services (INHS), and
Peter Trowbridge architect joined the Board to provide a presentation/overview of the proposed
project. Mr. Bowes explained the project to the Board as follows:
“In August of 2014 INHS purchased an entire city block in the Northside Neighborhood of the
City of Ithaca. This two acre site at 210 Hancock and 423 First Street presents an extremely
exciting opportunity for a new mixed-use/mixed-income development that includes rental and for
sale housing as well as educational and commercial services. INHS is interested in discussing
the project with the Board and specifically requesting that the Board consider allowing INHS to
redevelop Lake Avenue and a portion of Adams Street as part of the project. The purpose of
attending this Board meeting is threefold:
1. Discuss the site and the community planning process currently underway.
INHS has had two community meetings with two more meetings planned for January 2015 and
February 11th . The meetings to-date have been attended by over 160 people, the majority of
whom live in the Northside and Fall Creek Neighborhood. These meetings have informed the
two site plans proposed.
2. Present two potential site plans
The two plans each include 50 units of rental housing, 13 units of for-sale housing, three
commercial spaces and associated parking/greenspace. The plans differ in how they utilize the
block and how they are arranged, the first around a central "street'' running north/south and the
second around two "alleys" running east/west.
Each plan shows a different way that Lake Avenue, Adams Street, and Cascadilla Creek areas
might be redeveloped.
3. Discuss with the Board the process by which INHS could redevelop Adams Street and
Lake Avenue either through abandonment, sale, easements or other legal avenues and the
resulting maintenance and ownership implications of each.
Board of Public Works Meeting Minutes January 26, 2015
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It is clear, after reviewing these plans, that the re-design of both Lake Avenue and Adams Street
would require significant resources as well as pose questions about maintenance, public use,
access for emergency personal, etc. INHS is open to discussing the best way to protect the
City's interests while ensuring that the approved design is practical and legal.
Providing INHS with flexibility in how the two streets function would have the following benefits:
1. Continue the pedestrian connection along the creek that starts at the
Sciencenter and continues through Conley Park.
2. Improve the connection between Conley Park and the new development
to remove the large berm that was originally designed to physically and
visually block the park from the grocery store loading docks.
3. Maintain Adams Street and Lake Avenue as legally defined "City Streets" in a
way that would allow INHS to meet zoning requirements and build houses with
clear addresses.
4. Provide a green amenity for the public and residents of the new housing
that cannot be accommodated on site because of the parking and building
requirements of the existing zoning.
Mr. Bowes explained that input from the public meetings emphasized that people want to
minimize parking and traffic on Lake Avenue, and maximize the green space. The public would
also like to connect Conley Park to any new housing that is developed. INHS would be inclined
to have one-way traffic and minimize parking by perhaps closing Lake Avenue, a portion of
Adams Street, and making that all green space.
Mr. Bowes stated that INHS would like to know what the Board of Public Works and City Staff
would like them to consider about those streets.
Commissioner Darling noted that the Board had discussed previously the creation of a “living
street” on Willow Avenue. He stated that with Willow Avenue being directly across from Adams
Street and Lake Avenue perhaps they could connect to make it a reality. He further noted that it
might be good to make the entrance at Hancock Street one-way in because of blind spots
caused by the bridge; two-way traffic would not be as safe at that location.
Mr. Bowes explained that parking is needed for the apartments and townhouses because what
is on site is not enough; some on-street parking will be required. They need to find a way to
balance distribution of parking to prevent the appearance of a suburban parking lot. He further
stated that the project has been discussed with Fire Chief Parsons regarding emergency
access.
Discussion followed on the floor regarding what type of commercial businesses are being
considered for the project, the use of local contractors on the project, and parking concerns and
needs.
Mayor Myrick noted that the purpose of today's presentation was to discuss with the Board the
proposal for the abandonment of Lake Avenue, and who would own and maintain it. He further
asked if the Board supports allowing INHS some flexibility in how Lake Avenue and Adams
Street are handled?
Discussion followed on the floor regarding the opportunity with this project to create a “living
street”; this would be the place to experiment and set a template for other neighborhoods. The
Board expressed concern regarding the maintenance of the abandoned street as well as
maintenance of the area in general. They would encourage INHS to really consider what
maintenance needs and responsibilities will be in the future. They further noted that city staff is
already stretched thin, and they don’t want to add additional work/responsibilities for them.
Mr. Trowbridge responded that INHS met with city department heads and attended a Project
Construction Coordinating meeting recently, and there was a discussion about how
maintenance would work. They also discussed the need for access to the creek for
maintenance, and in the event of an ice jam the need for crews to get into the creek to work.
Mayor Myrick asked the Board if they had enough information about the project, and whether
they would be open to sharing Lake Avenue with INHS for their proposed project.
The Board responded that they felt they had enough information, and would support the request
from INHS.
Board of Public Works Meeting Minutes January 26, 2015
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Mr. Bowes asked what INHS’ next step should be going forward with the project. The Board
requested that a proposal be prepared regarding the maintenance of the street. Once the
proposal is completed it should be provided to staff and the city attorney for review. After that
review, they will provide a recommendation for the Board’s review.
Asst. Supt. Benjamin requested that the creek wall be inspected before development, as it is
starting to roll over and will require something be done in the near future.
Administration and Communications:
Approval of the February 10, 2014 and January 12, 2015 Board of Public Works Meeting
Minutes - Resolution
By Commission Jenkins: Seconded by Commissioner Goldsmith
RESOLVED, That the minutes of the February 10, 2014 and January 12, 2015 Board of Public
Works meeting be approved as published.
Carried Unanimously
Highways, Streets & Sidewalks:
Award of Professional Services Contract for Pedestrian Signal Upgrades - Resolution
By Commissioner Darling: Seconded by Commissioner Goldsmith
WHEREAS, proposals were received on January 15, 2015 for Professional Services for
Pedestrian Signal Upgrades at Sixteen (16) Existing Traffic Signals, CP 801, and
WHEREAS, staff has reviewed the six (6) proposals received and made a recommendation for
award, now therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for
Professional Services for Pedestrian Signal Upgrades at Sixteen (16) Existing Traffic Signals to
Popli Design Group, 555 Penbrooke Drive, Penfield, NY 14526 for an amount not to exceed
$32,000.
Junior Transportation Engineer Johnson provided the following information regarding the project
for the Board:
“The Engineering Office was awarded funding via the federal Highway Safety Improvement
Program (HSIP) for the purpose of upgrading sixteen City of Ithaca-owned traffic signals to
incorporate pedestrian countdown timers to improve pedestrian safety; four of these
intersections utilize pedestrian pushbuttons, so funding was also sought to upgrade to
accessible pushbuttons at those locations. Total project funding is $147,700. The project
funding breakdown indicated in the ITCTC 2014-2018 Draft Transportation Improvement
Program shows up to $132,930 (90%) being reimbursable and $14,770 (10%) funded locally by
the City.
Project rationale:
One proven safety improvement is the utilization of pedestrian countdown timers at traffic
signals. Recently, both NYSDOT & the City have been making such upgrades to existing
signals and specifying the devices for use in new signals. In addition to safety improvements,
this project will allow for greater uniformity of pedestrian operations of traffic signals in the City-
following this project, almost all traffic signals in the City will include countdown timers.
Project locations:
The below sixteen intersections are slated to receive countdown timers via this project. Ones
marked with an asterisk will also receive accessible pedestrian pushbuttons (the other twelve
intersections are timed and do not use pushbuttons).”
Albany Street & Buffalo Street
Albany Street & State Street
Aurora Street & Buffalo Street
Buffalo Street & Cayuga Street
Buffalo Street & Plain Street
Corn Street & State Street
Geneva Street & State Street
Home Depot & Route 13*
Albany Street & Clinton Street
Aurora Street & Hillview*
Buffalo Street & Tioga Street
Buffalo Street & Geneva Street
Cayuga Street & Clinton Street*
Court Street & Plain Street
Plain Street & State Street
Board of Public Works Meeting Minutes January 26, 2015
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Project schedule:
Preliminary design and detailed design to occur in 2015 and 2016. Construction and inspection
to occur in 2016.
Consultant selection:
A Request for Proposals (RFP) was sent to fifteen consulting firms on December 15, 2014 to
solicit professional services for the preliminary and detailed design portions of this project. Six
firms responded by the January 15, 2015 due date. The proposal submitted by Popli Design
Group was ranked highest in part to their superior understanding of work to be done, their
qualification as a Disadvantaged Business Enterprise (DBE), and their competitive fee. The
Resolution on today’s agenda provides for the Board's award of contract to Popli Design
Group.”
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Creeks, Bridges & Parks:
Award of Contract for Cayuga Waterfront Trail - Phase 2 Resolution:
By Commissioner Goldsmith: Seconded by Commissioner Morache
WHEREAS, bids were received on December 17, 2014 for the Cayuga Waterfront Trail – Phase
2 project, CP 445, PIN 395047, and
WHEREAS, staff has reviewed the four bids received and made a recommendation for award,
and
WHEREAS, based on the available budget and the bid values for the “Add Alternate” items,
staff recommends awarding the contract based on accepting all six of the Add Alternates, and
WHEREAS, based on the available budget the bid values for the one “Deduct Alternate” item,
staff recommends awarding the contract based on rejecting the one Deduct Alternate, and
WHEREAS, the New York State Department of Transportation (NYSDOT) is currently reviewing
the bid package and low bidder information, but has not yet authorized the City to award the
contract, now therefore be it
RESOLVED, That, contingent on authorization from the NYSDOT, the City of Ithaca Board of
Public Works hereby awards the contract for the Cayuga Waterfront Trail – Phase 2, accepting
all six add alternates and rejecting the one deduct alternate, to Economy Paving Co., Inc., 1819
NYS Route 13, Cortland, NY for their low bid meeting specifications of $1,342,823.72.
Transportation Engineer Logue provided the Board with the following information about the
project:
“On Wednesday, December 17, 2014, four bids were opened for the Cayuga Waterfront Trail-
Phase 2 project, Capital Project #445, PIN 395047. This project will complete the 6 mile trail at
the southern end of the lake, connecting Cass Park to Stewart Park via the West End business
district and the Farmers Market. After working on this project some ten years, I am thrilled to be
recommending award of contract for construction. All four bids were within budget, and
coincidentally they were read in descending order.
We structured the bidding to include one deduct item and six add alternate items. The one
deduct item was to see the difference between relocating the existing chain link/barbed wire
fence at the DOT maintenance facility to installing a new one. There was essentially no
difference, so I am recommending that we reject that deduct item and install new fencing as per
the base bid.
The six add alternates cover: additional decorative timber rail, additional landscape materials,
concrete bench pads, waterfront trail benches, updated trail kiosk sign panels, and bicycle
racks. The total value of these additions is approximately $50,000. We have enough budget to
cover that, so I am recommending that we accept all six alternates. In any case, accepting or
rejecting the alternates does not affect the determination of the low bidder.
Staff recommends award of contract to Economy Paving Co Inc. As of this date, we have not
received concurrence from NYSDOT, so I am asking you to award contract contingent on
NYSDOT' s concurrence. Construction is likely to start in the spring; we will have a proposed
schedule from the contractor after notice of award..”
Transportation Engineer Logue noted, for the Board, that construction of this project is
scheduled to begin in March 2015.
Board of Public Works Meeting Minutes January 26, 2015
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A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Stewart Avenue Bridge Over Cascadilla Creek Painting Project - Resolution:
By Commissioner Darling: Seconded by Commissioner Jenkins
WHEREAS, a project for the rehabilitation of the Stewart Avenue Bridge Over Cascadilla Creek,
P.I.N. 375594 (“the Project”) is eligible for funding under Title 23 U.S. Code as administered by
the Federal Highway Administration (FHWA), as amended, that calls for the apportionment of
the costs such program to be borne at the ratio of 80% Federal funds and 20% non-Federal
funds, and
WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100%
of the non-Federal share of the costs of Scoping, Preliminary Design and Detailed Design, and
WHEREAS, this project constitutes a reconstruction of facility in-kind on the same site as well
as maintenance or repair involving no substantial change in an existing facility, and is, therefore,
a Type II action under the National Environmental Policy Act (NEPA) Regulation and in
accordance with 6 NYCRR Part 617 requiring no environmental review; now therefore be it
RESOLVED, That the Board of Public Works recommends that Common Council hereby
authorize the City of Ithaca to pay in the first instance 100% of the Federal and Non-Federal
share of the cost of Scoping, Preliminary Design and Detailed Design for the Project or portions
thereof; and be it further
RESOLVED, That the Board of Public Works recommends that the sum of $80,000 be
appropriated from approved capital authorization and made available to cover the cost of
participation in the above phases of the project; and it is further
RESOLVED, That the Board of Public Works recommends Common Council establishes
Capital Project #XXX for Stewart Avenue Bridge over Cascadilla Creek Painting Project; and it
is further
RESOLVED, That the Board of Public Works recommends in the event the full Federal and
Non-Federal share costs of the project exceeds the amount appropriated above, Common
Council of the City of Ithaca shall convene as soon as possible to appropriate said excess
amount immediately upon the notification by the NYSDOT thereof, and be it further
RESOLVED, That the Board of Public Works recommends that Common Council authorizes
the Superintendent of Public Works to administer the above project, and be it further
RESOLVED, That a certified copy of this resolution be filed with the New York State
Commissioner of Transportation by attaching it to any necessary Agreement in connection with
the Project, and it is further
RESOLVED, That this resolution shall take effect immediately.
Carried Unanimously
Water & Sewer:
Additional Engineering Budget Authorization for "Water Supply Project" - Resolution
By Commissioner Darling: Seconded by Commissioner Morache
WHEREAS, as a vital component of the City of Ithaca Water Supply Project, demolition of the
City’s 1903 Water Treatment Plant and reconstruction of the water treatment plant structure,
installation of new membrane treatment equipment, renovation of the Water Street Pumping
Station and Clearwells and completion of the electrical work at the Sixty Foot Dam. are
necessary to replace an aging facility, enhance efficiency, and improve functionality, and
WHEREAS, City Engineering Consultants, O’Brien and Gere has updated engineering budget
projections resulting in a necessary increase because of project complexity, scope changes,
additional regulatory requirements, more than 12-months extended construction duration, etc.
and
WHEREAS, the current total engineering budget authorization stands at $4,345,070, and the
necessary projected increases to meet the additional engineering summarized in O’Brien and
Gere’s Water Supply Project-Status Report of July 11, 2014 is $404,930 bringing the new
project total engineering budget authorization to $4,750,000, and
Board of Public Works Meeting Minutes January 26, 2015
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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
engineering costs are in line with best practices, are necessary, and recommend to the Board of
Public Works authorization for additional engineering budget authorization requested, now
therefore, be it
RESOLVED, That the Board of Public Works hereby authorize the Superintendent of Public
Works to execute an addendum (Addendum VIII) to the Contract for Services Made By And
Between The City Of Ithaca And O’Brien & Gere Engineers, Inc. for additional Professional
Engineering Services for the City Of Ithaca Water Supply Project in the amount of $404,930.00,
upon review and approval by the City Attorney.
Rick Gell, from O’Brien & Gere joined the Board for discussion of this project. He provided the
follow update:
“The completion of the water treatment plant design represents a significant milestone in the
Water Supply Project. We thought it was an appropriate time to examine the project budget in
detail and update our plan for completing the project with the project funds available. On
December 20, 2012, we submitted a letter outlining the project status after completion of the
membrane purchase specifications and the design of Contracts No. 2 and No.3. At that time we
identified a limited number of changed conditions and set forth a plan to have full recovery by
the time the Water System Improvement Contracts and Giles Street and Interconnection
Building contracts were bid and the Reservoir Improvements Package was complete and
permitted. As we have discussed, the approval of the Pall Corporation (Pall) contract and
submittals and the construction activities to date have required more time and effort than
anticipated and we therefore have not been able to recover the costs. We have prepared this
project status report to document project changes, 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 June 28, 2014.
The design of all the project elements is now essentially complete. The only pending design
item is resolution of comments received from the New York State Department of Health on
Contract No. 1 Sixty- Foot Reservoir and Dam Improvements and receipt of the Joint
Application for Permit for work within the Sixty-Foot Reservoir from the New York State
Department of Environmental Conservation. We are not aware of any issues to be resolved with
the Joint Application for Permit or the NYSDOH that will have a significant impact on the project
budget
The review of the membrane equipment submittals was completed in April, 2014. This task was
anticipated to have been completed by October of 2013. Ultimately, the submission required the
review of twelve separate submissions totaling 3,962 pages of information. The unanticipated
effort and delays were largely the result of efforts to resolve the clarifications proposed by Pall in
their original bid related to the use of their request to use their ARIA system in lieu of the
equipment they had originally proposed during the site planning review stage. The resolution of
the clarifications required negotiation of a no cost change order to accommodate the changes
requested by Pall, review of multiple submittal packages, and extensive adjustments to our
design to reflect adding feed and recycle flow tanks to the process and locating membrane units
on both operating floors of the water treatment plant building. While these revisions will provide
long-term operational benefits to the City, the additional design effort adversely impacted our
engineering budget.
• The Water System Improvement Contracts 2A and 2B were substantially complete on
June 6, 2014 with minor punch list items currently being addressed. The notices to proceed
with these Contracts were issued on May 15, 2013 with final completion scheduled for
December 26, 2013. Construction related delays are largely attributable to the addition of a box
culvert as requested by the Army Corp of Engineers, adjustments to the retaining wall locations
to reflect the actual rock conditions encountered, and the difficulty the contractor had
constructing the retaining walls during adverse weather conditions. The delays in completing
this construction required approximately six months of unanticipated inspection and office
coordination, which adversely impacted the budget
• The City received Beneficial Occupancy of the Giles Street Residuals Handling Facility
and Thickener No. 1 at the end of May, 2104. The second thickener is anticipated to be
completed during the month of August 2014. The notices to proceed with this contract were
issued on May 15, 2013 with final completion scheduled for February 19, 2014. The
Contractor's construction progress was slower than anticipated, with significant delays getting
the building erected and enclosed. The delay in getting the building enclosed adversely
Board of Public Works Meeting Minutes January 26, 2015
8
impacted subsequent construction activities. The delays in completing this construction are
projected to require approximately six months of unanticipated inspection and office
coordination, which adversely impacted the budget.
• The construction of the Interconnection Building is near completion. Start-up and testing
of the equipment is complete and the facility is functional. There is an outstanding item
regarding the construction of the segmented retaining walls. The upper walls have settled and
the drainage system for all the walls is not functioning. The walls will need to be reconstructed.
Our assessment of the situation is that the settlement and poor drainage is the result of the
means and methods used to construct the wall, but resolution of the cause and remedy with the
Contractor has not been reached. Resolution has required additional office engineering and
contract administration time that has adversely impacted the budget
• The advertisement for bids for the water treatment plant was issued on May 20, 2014
with the bid opening completed on July 1, 2014. The Notice to Proceed is anticipated to be
issued in July, with a projected completion date of July 2016. We had anticipated that the shop
drawing review of the Pall equipment would have been completed more efficiently, such that
construction of the water treatment plant would be completed concurrently with the other water
supply project contracts. The total construction duration for the entire water supply project was
budgeted based on a 27- month program. Based on the current schedule, it is projected that an
additional 12 months of inspection and office support will be required to complete the water
treatment plant construction.
• The conditions for Joint Application for Permit for work within the Sixty-Foot Reservoir
are not known at this time but are anticipated to include restrictions for when work can be
performed within the reservoir. Consequently it is uncertain whether the construction can be
completed concurrently with the water treatment plant as originally planned. This budget update
is based on the assumption that delays, if any would 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.
• The City and O'Brien & Gere have made a diligent effort to minimize the project scope
changes made during design development. There are a number of items that were changed;
however, based on the goal to provide long-term value and as a result of improved knowledge
of the existing site conditions. While it is normal for project scopes to change during design
development, collectively the changes experienced on this project characterize the unusual
complexity of this project and the effort that was required to address this level of complexity.
Contributing factors include: adjustments to accommodate the Pall ARIA equipment, the need to
maintain operations during construction, the need to construct the building in multiple phases,
the exceptionally small size of the site, and the steep grades around the existing clear well.
Examples of scope changes include the need to lower floor elevation of the process area on the
first floor to accommodate the Pall equipment, change the building layout to accommodate
concrete forming and construction phasing constraints, revising the site grading and adding
retaining walls around the existing clear well, after site clearing revealed different site conditions
in areas previously inaccessible to the surveyor, replacing aging utilities throughout the plant
site, adding a jib crane to the garage, various laboratory casework utility and furnishing
upgrades, and adding FRP grating to the clear well pipe gallery.
O'Brien & Gere understood that this would be a relatively complex design from the start, but the
level of complexity was even greater than expected when budget estimates were prepared;
requiring more effort that adversely impacted the budget. One metric that is sometimes used to
evaluate the engineering design effort is as a percent of the construction cost. In this case our
actual design costs for the water treatment plant were $1,150,000 representing 5.6% of the
$20.5M bid price for the membrane equipment and construction, which is well within industry
norms for a retrofit project of beyond average complexity.
EARNED VALUE ANALYSIS
The earned value analysis includes a task breakdown of the budget for professional services
and our assessment of the percent complete for each task. The costs incurred for professional
services to date total $3,082,627. Our current authorization totals $4,345,070 which includes
authorizations for Control System Integration and a supplemental engineering assessment of
the Sixty-Foot Dam. The project budget for professional services includes our authorized
amount for engineering and control system integration costs plus an amount of $154,930 to
round up the total for this line item to $4,500,000. The effort to amend the Engineering
Assessment of the Sixty-Foot Dam was not originally a budgeted task.
Board of Public Works Meeting Minutes January 26, 2015
9
The project budget for the work completed to date has been impacted for reasons described
previously and we no longer think the professional services can be completed with the funds
authorized. We project that a final authorization of $4,750,000 will be needed to complete the
project indicating a requested budget increase of $404,930. We are actively working to reduce
costs during construction and we will continue to provide monthly updates on our progress. In
the interim, we have updated the overall project budget as shown below to how the overall
project budget would be impacted with the requested budget increase.
PROJECT BUDGET UPDATE
An updated project budget is shown in the following table. This analysis reflects the requested
engineering fee increase. 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 and that the
contingency funds remaining for the project are appropriate. The contingency funds reflect
approximately 8% of the estimates for work yet to be completed
Description
Sixty-Foot Dam and ReservoirImprovements*
April 2013
Budget
Updated Budget
$3,000,0
Water System Improvements $2,044,00
0
$1,950,0
00Giles St. and Interconnection Building $4,484,30
9
$4,481,8
91Water Treatment Plant Construction $15,200,00 $17,399,5
00Membrane Equipment Purchase $3,124,36
0
$3,122,9
69Subtotal $29,402,66
9
$29,954,3
60Contingency $2,497,33
1
$1,665,6
09Total Estimated Construction $31,900,00
0
$31,650,0
00Professional Services
Engineering
$4,000,00
$4,250,0
00Control System $500,00 $500,00
0Total Estimated Project $36,400,00
0
$36,369,9
69*Estimated cost reflecting splitting dredging costs
rehabilitation project.
SCHEDULE
The following is a summary of the major activities that will be conducted during the next invoice
period.
• Coordination with regulatory agencies on the review of the Joint Application Permit
associated with the work within the Sixty-Foot Reservoir.
• Review of the bids received for the construction of the water treatment plant and
providing a summary of the bids received and recommendations regarding the award of the
contracts
• Monitoring the completion of punch list items for Contracts 2 and 3 SUMMARY
The engineering budgets established for this project anticipated complexity based on the high
level of technology being applied, the need for a multi-phased construction, the need to maintain
plant operations during construction, and the limited space available on site. The degree of
complexity however turned out to be even more than we had anticipated as described in this
letter. We would like to meet with you after you have had an opportunity to review this
information, review the project status, and to establish a path forward to address the
engineering budget. In the interim, if you have any questions about this status report or require
additional information, please do not hesitate to contact me.”
Extensive discussion followed on the floor regarding the contingency fund, shifting of funds from
accounts to cover costs related to the 60’ dam and reservoir which leave the fund smaller than
expected. Further discussion followed on the floor regarding the impacts to the project, as well
as increased costs to the project which are the result of a contractor whose work went slower
than anticipated. Who is responsible for the cost of those significant delays (adding six months
to the length of the project), and which apparently resulted in walls that were not constructed
properly? It appears that the cause of and remedy for that work has not been reached yet; will
the city see some recompense for those costs?
Board of Public Works Meeting Minutes January 26, 2015
10
Mr. Gell explained that one of the reasons for the delay in the project was due to field conditions
and a change to incorporate the box culvert. Staff has agreed that those were outside of the
contractor’s control, and explains why extra time was added to the project. Next, the delays
associated with the building construction were the result of a sub-contractor that went bankrupt;
concurrently with that there were obligations that the City had to prepare the site that would
allow the contractor to proceed in an efficient way. Resolution of the effects of that delay is
pending the Board's discussion today.
Asst. Supt. Whitney reported that the abandonment of the lagoons, backfilling, and moving of all
the silt proved difficult. The work took the City longer than anticipated; so whether or not the
contractor had problems, the City would have caused a delay in the project.
Commissioner Goldsmith suggested that in recognition that the city will still bear the costs had
the budget item for the Sixty-Foot Dam and Reservoir Improvements not been reduced by $1.55
million, then the contingency fund would not "reflect approximately 8% of the estimates for work
yet to be completed," as stated in the Project Budget Update (page 4), but instead only a little
better than 1/2 of 1%. Mr. Gell acknowledged that the Updated Budget could be interpreted that
way.
Mr. Gell stated that the same contractor, constructed the retaining wall, and tried to backfill it
with on site materials; that didn't work. Material had to be imported so backfilling of the retaining
wall could be completed. The City will not pay for the material placed inappropriately.
Commissioner Warden noted that the contractor made a mistake in anticipating the use of
onsite fill that couldn’t be used – so the City assumed it would have been a cost to incur
regardless. Mr. Gell responded that an allowance was in place for that in the bid price (unit
price).
Mr. Gell provided a brief update for the Board. All the all major submittals have been received
so everything has been purchased; the equipment is special ordered. The first phase of
demolition and excavation has been completed, and the walls are now constructed. That
means half of the project has been completed, 30% of budget has been expended, and what is
completed is operational. He further noted the project site, during business hours, is very
congested. The Water Treatment Plant staff should be commended for their patience. In
addition, the house left on site has incurred no burden on the City financially, and has not
slowed the project down. He also explained how deliveries are made with crane to the site.
Asst. Supt. Whitney reported that he has been very happy with the work of the contractor,
Welliver, and noted that it has been a blessing and not a bane to work with such good
contractors. He encouraged Board members to visit the site anytime – with their hard hat.
Supt. Thorne stated that Mr. Gell would be at the Board’s next meeting to talk about dam safety.
He will talk about requirements, and changes; it will be an informational presentation for the
Board.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Discussion Items:
Appeal of Water Bill for 415 North Aurora Street:
The owner of the property is contesting a bill of $770.00 that she received because she was not
notified by the City of a high meter reading prior to receipt of the bill.
Asst. Supt. Whitney provided the following information to the Board regarding the appeal:
“In regard to water leaks beyond the Customers meter, the City of Ithaca DPW Water & Sewer
Division provides high consumption notices /leak letters as a courtesy, a service, and because
we now (since 2008) can. This service is not and never was part of a contractual obligation on
our part. In fact when we started providing this higher level of service there were several among
us both in the DPW and on the BPW who were concerned that because we do it we would be
held to it as if it were a contractual obligation. We were enabled to provide this level of service
because of the technology in the new automated meters, and the radio read automated meter
reading (AMR) system implemented in 2008.
Bottom Line: Property Owners/Water Customers are responsible for the condition and
maintenance of their own plumbing and plumbing fixtures. We will hopefully be able to alert
Customers to potential high consumption issues earlier than the 90-day billing cycle, which was
what it had been historically prior to 2008. Now, we read at twice that frequency approximately
every 45-days.
Board of Public Works Meeting Minutes January 26, 2015
11
In regard to waiving/forgiving billing for metered water, I don't believe we, the City ever has; we
are guided by City Code Section 348-22 ''METERS", J. The Board reserves the right to attach or
detach meters at any time whenever it shall deem it expedient and to charge for the quantity of
water measured or used. All water passing through a meter will be charged for whether used or
wasted.
Board of Public Works Meeting Minutes January 26, 2015
12
Note: Our two Meter Technicians read all meters for billing quarterly. They also read all meters
mid cycle between the billing readings to check for out of range and leak issues. The City
Chamberlain sends out leak letters both mid-cycle and with bills. This customer was sent a leak
letter on 9/23/2013 when mid cycle leak detection readings indicated consumption was well
above normal almost 7X. A bill for 37-units (6 to 9 units appears to be the norm) was sent to
them in November of 2013. Whatever caused the high consumption in 2013 was remedied for
about a year. Almost a year to the day later, another leak letter was sent on 9/22/2014 when
mid cycle leak detection readings again detected consumption in excess of 1OX normal. A bill
for 73 units was sent to the owner in November of 2014. As a result of the high bill ($770.00) the
customer contacted our Senior Meter Technician Barb Frycek who inspected the household
plumbing and found two leaking toilets.”
The Board discussed the appeal, determined that the water had been used, and therefore the
owner is responsible for payment of the water bill. They would support the owner working out a
payment plan with the City, and waiving the late fee.
Asst. Supt. Whitney will prepare a resolution based upon the Board’s discussion for their next
meeting.
Appeal of Water Bill Late Fees for 316 Cascadilla Street:
The owner of 316 Cascadilla Street provided the following appeal for the Board’s consideration:
“To whom it may concern, Board of Public Works,
I'm writing to request a waiver of my late fees for a high water bill. In September-October period,
we had a new tenant fail to report a running toilet (316 Cascadilla St.). In early November, I
entered her apartment to make a minor repair - upon entering the premises; it was immediately
evident that the toilet was running. I turned off the water flow and had it repaired the next day;
the result, a $2,100 water bill.
I will clearly pay this, but do not have the resources to do so immediately. The City Chamberlain
has kindly offered an 18 month payment plan, but doesn't have the authority to waive the
monthly late fees. Would you consider granting me a waiver of the monthly late fee? If so, I
would be very grateful.
Thanks for your consideration.”
The Board discussed the appeal, and expressed their support for waiving the monthly late fee
on the above water bill. Asst. Supt. Whitney will prepare a resolution for the Board’s next
meeting.
Request to Install Educational Signs and Seating Areas Along Cascadilla Creek Path
from Sciencenter:
Deputy Director, Tim Scott, from the Sciencenter provided the following information to the Board
regarding the request:
“Over the past decade, the Sciencenter has made significant improvements to city land between
the Sciencenter and Cascadilla Creek for the benefit of our community. In 2004, we installed a
paved path, topsoil, and grass to create a park connecting Conley Park to the pedestrian bridge
by Cornell Cooperative Extension. We installed lights for the path in 2005, and in 2006 we
installed a dog-waste collection station, which we continue to maintain.
The Sciencenter seeks to continue improving this area for the betterment of our community by
installing educational signs and seating areas. We propose to design, produce, and install eight
educational signs highlighting the diversity of life found within Cascadilla Creek and the
importance of protecting this critical habitat from pollutants and invasive species. We also
propose to install five seating areas overlooking the creek, with at least one being wheelchair
accessible. The Sciencenter is willing to oversee the project, cover all associated costs, and
maintain all materials after installation such as we currently do with the paved path, lights, and
dog-waste collection station.
We would greatly appreciate the support of the Board of Public Works on this project. We look
forward to continuing to work with the City of Ithaca to improve our community and positively
impact on our citizens and those who visit.”
Board of Public Works Meeting Minutes January 26, 2015
13
The Parks Commissioner provided information in support of the proposal as follows:
“At its January 13th meeting, the City of Ithaca Parks Commission discussed a proposal from
the Sciencenter to install educational graphics and benches on the City-owned property
between the Sciencenter and Cascadilla Creek. The Sciencenter currently maintains the
walkway and lighting in this area and will also maintain the proposed benches and signage
following installation. In its discussion of the proposal, Commissioners noted that the installation
would enhance the use of this open space, encourage walking, and provide another opportunity
for people to enjoy the water. The Parks Commission strongly supports the proposal and voted
unanimously to recommend that the Board of Public Works approve the installation.”
The Board expressed their full support for the request. Staff will prepare a resolution in support
of the request that includes language that the Sciencenter will be responsible for maintenance
and clean-up of the pathway.
Temporary Signage Policy:
Mayor Myrick explained that the Parks Commission provided the following information and
resolution for the Board’s information and discussion:
“At the request of Superintendent Thorne, the Parks Commission considered a policy for
temporary signage in City parks and adopted the attached resolution at its meeting on
November 4, 2014. The Parks Commission recommends that the Board of Public Works adopt
a policy that prohibits temporary signs and banners in City parks, with the exception of those
pertaining to City-permitted special events and park-related activities. Temporary signs and
banners for City-permitted special events and park-related activities should be limited to the
duration of the event in Stewart Park and Cass Park and to seven days preceding the event in
all other City parks.”
Recommendation of a Temporary Signage Policy to the Board of Public Works -
Resolution
WHEREAS, the City has recently received several requests to install temporary signs and
banners in City parks, and these signs are considered temporary, but they may remain in the
parks for several months, and
WHEREAS, the Board of Public Works requested that the Parks Commission prepare a policy
regarding temporary signage in City parks for the Board's consideration, and
WHEREAS, the Parks Commission discussed the issue of temporary signage on banners in
parks, noting the following:
• Many temporary signs and banners are installed within City parks because they are in
highly visible locations or attract many community members, but the signs themselves do not
pertain to the park;
• Temporary signs and banners can be disruptive to park users and obstruct views of the
park;
• Many City parks have an overabundance of signs, and additional signage should be
installed only if necessary, and
WHEREAS, the Parks Commission acknowledges that it would not be desirable to prohibit all
temporary signs or banners because many special events and recreational programs utilize
signage to share information and promote the event; now, therefore, be it
RESOLVED, That the Parks Commission recommends that the Board of Public Works adopt a
policy that prohibits the installation of temporary signage in City parks with an exception for City-
permitted special events and park- related activities, and be it further
RESOLVED, That the policy should require that temporary signage for City-permitted special
events or park-related activities be limited to the duration of the event or activity in Stewart Park
and Cass Park and to seven days preceding the event or activity in all other City parks.
By R. Moudry: Seconded M. Hobbie
In Favor: L. Fabbroni, Jr., M. Hobbie, D. Krall, E. Leventry, R. Moudry
Abstain: 0
Nay: 0
Absent: S. Schmidt
Board of Public Works Meeting Minutes January 26, 2015
14
Commissioner Goldsmith requested that the last Resolved clause be amended as follows:
“RESOLVED, That the policy should require that temporary signage for City-permitted special
events or park-related activities be limited to the park in question and to the day of and the day
before the event or activity in Stewart Park and Cass Park and to the seven days preceding and
the duration of the event or activity in all other City Parks.”
Commissioner Jenkins questioned whether this policy would include the Kiwanis signs on Route
13 advertising bbq's etc.? Commissioner Goldsmith responded that this policy is only for city
parks and not Route 13.
Commissioner Warden noted that the Youth Bureau may approach the Board to put up banners
regarding their events so this resolution will help them as well when they come to the Board for
permission. Commissioner Goldsmith responded that the Youth Bureau has been very involved
in the discussions with the Parks Commission regarding establishing this policy.
Supt. Thorne stated that he would prepare a resolution similar to the Parks Commission for the
Board to consider at their next meeting.
New Business:
Discussion Regarding Bids Received for Skatepark Project:
Commissioner Goldsmith requested a brief discussion by the Board with Director of Engineering
West regarding the reason bids received for the skatepark came in over budget, and the need to
request additional funding from Common Council.
Director of Engineering West explained that four bids were received and all were over $400,000;
the budget for the project is roughly $265,000.00 (including contingency funding). That means
that an additional $60,000 to $100,000 in additional funding will be required. He explained that
they will be looking to the county tourism board, state parks, and other agencies to help
supplement the funding which would reduce the city’s responsibilities for the project.
Adjournment:
On a motion, the meeting adjourned at 6:25 p.m.
___________________________________ __________________________________
Sarah L. Myers Svante L. Myrick
Information Management Specialist Mayor