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HomeMy WebLinkAboutMN-BPW-2005-05-11BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. May 11, 2005 PRESENT: Mayor Peterson Commissioners (5) - Jenkins, Dotson, Chapman, Schlather, Romanoff OTHERS PRESENT: Deputy City Controller - Andrew Superintendent of Public Works - Gray Assistant Superintendent of Streets and Facilities - Ferrel Assistant Superintendent of Water and Sewer - Fabbroni Common Council Liaison – Coles DAC Liaison – Roberts City Clerk - Holcomb Information Management Specialist - Myers PLEDGE OF ALLEGIANCE: Mayor Peterson led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: Approval of the Minutes of the April 6, 2005 Board of Public Works Committee of the Whole Meeting, the April 13, 2005 Board of Public Works Meeting, and the April 20, 2005 Board of Public Works Committee of the Whole Meeting. By Commissioner Dotson: Seconded by Commissioner Chapman RESOLVED, That the minutes of the April 6, 2005 Board of Public Works Committee of the Whole meeting, the minutes of the April 13, 2005 Board of Public Works meeting, and the minutes of the April 20, 2005 Board of Public Works Committee of the Whole be approved as published. Carried Unanimously (5-0 Commissioner Schlather not present for vote) Commissioner Schlather arrived at the meeting at 4:55 p.m. ADDITIONS TO OR DELETIONS FROM THE AGENDA: Supt. Gray requested the addition of the following items to the agenda: 17A – Award of Chemical Bid – Resolution 17B – Power to Act on Annual Stormwater Report at the May 18, 2005 Committee of the Whole Meeting 14C – Power to Act on the 210-212 Treva Avenue Request at the May 18, 2005 Committee of the Whole Meeting No Board member objected. COMMUNICATIONS AND HEARINGS OF PERSONS BEFORE THE BOARD: Valerie Pavan, City of Ithaca, addressed the Board regarding requests she made to have signage installed at the intersection of South Plain and Center Streets. Claudia Jenkins, City of Ithaca, addressed the Board regarding the condition of the street at 513-515 West Green Street, and tree trimming that is needed along the street. Ray Schlather, City of Ithaca, addressed the Board to thank the Department of Public Works for their quick response to a request for repair that he made concerning the clock tower on the Commons. RESPONSE TO THE PUBLIC Supt. Gray responded to the comment made concerning the intersection of South Plain and Center Street. He apologized for not responding to Ms. Pavan’s requests in a timely manner. He will try to respond to her request within a week and he will also try to phone her with the information she is requesting. Board of Public Works – May 11, 2005 - Page 2 2 Commissioner Romanoff responded to the comment made concerning the intersection of South Plain and Center Street and stated that she recalled a legal issue involved if installing 4-way stop signs. Superintendent Gray stated that the police were not happy with the yield signs that were installed, and that New York State is not ready to recognize the mini traffic circle. The City is proposing to add a few amenities, and that the neighbors would like a 4-way stop. He further stated that the City is making efforts to protect the City’s investment in the intersection, while achieving the results that the neighborhood can live with. Asst. Supt. Ferrel stated that Former Traffic Engineer Dan Cole, had given him a sketch of the intersection that included the installment of railroad ties. Since Winter was approaching they tried barrels instead, but they were displaced by the snowplows. He further stated that he needs to locate the sketch, and will assign a crew to complete the installation. He may also need to request additional signage. HIGHWAYS, STREETS, SIDEWALK: Award of Bid for a Four Wheel Steer Loader - Resolution By Commissioner Jenkins: Seconded by Commissioner Schlather WHEREAS, bids were received for a new and unused four wheel steer loader on April 20, 2005, and WHEREAS, staff from Streets and Facilities and the Controllers Offices have reviewed the bids WHEREAS, staff recommends that the low bidder be awarded the contract; now, therefore be it RESOLVED, That the Board of Public Works hereby awards the bid to Liftech Construction Equipment at 417 Commerce Drive in Vestal, NY 13850 for their low bid of $48,671.01 and be it further RESOLVED, That the Board authorizes the Assistant Superintendent of Public Works to enter into an agreement with Liftech Construction Equipment with the usual terms and conditions. Carried Unanimously Award of Bid for Yearly Sidewalk Program for 2005 - Resolution By Commissioner Dotson: Seconded by Commissioner Jenkins WHEREAS, bids were received for the yearly sidewalk program 2005 on April 27, 2005, and WHEREAS, the project includes reconstruction of sidewalk on W. Court Street, Washington Street and other locations throughout the city and reconstruction of handicapped ramps, WHEREAS, staff from the Engineering, Controller and Attorney’s Offices have reviewed the bids and recommend that the two lowest bids be disqualified as incomplete and WHEREAS, staff recommends that the remaining low bidder be awarded the contract; now, therefore be it RESOLVED, That the Board of Public Works hereby awards the yearly sidewalk program 2005 to James Ross and Son Contractors of 204 North Beech Street, Syracuse, NY 13203 for their low bid of $334,250.00 and be it further RESOLVED, That the Board authorizes the Superintendent of Public Works to enter into an agreement with James Ross and Son Contractors with the usual terms and conditions. Extensive discussion followed on the floor regarding the decision not to use the lowest bidder, and how the bid specifications were reviewed. Board of Public Works – May 11, 2005 - Page 3 3 A Vote on the Resolution resulted as follows: Ayes (2) Jenkins, Peterson Nays (4) Schlather, Romanoff, Dotson, Chapman Abstentions (0) Failed Further discussion followed on the floor regarding the resolution and the Board wanting to use the lowest bidder. Amending Resolution: By Commissioner Schlather: Seconded by Commissioner Romanoff RESOLVED, That the Resolution be amended to read as follows: “WHEREAS, bids were received for the yearly sidewalk program 2005 on April 27, 2005, and WHEREAS, the project includes reconstruction of sidewalk on W. Court Street, Washington Street and other locations throughout the city and reconstruction of handicapped ramps, now therefore be it, RESOLVED, That the Board of Public Works hereby awards the yearly sidewalk program 2005 to Ottenschot Construction Co., Inc., 12 Prospect Street, Homer, New York 13077 for their low bid of $258,730.00 and be it further RESOLVED, That the Board authorizes the Superintendent of Public Works to enter into an agreement with Ottenschot Construction Co., Inc., with the usual terms and conditions.” Ayes (3) Schlather, Chapman, Romanoff Nays (3) Peterson, Jenkins, Dotson Abstentions (0) Failed Supt. Gray stated that he would make another effort in providing a resolution for the Award of the 2005 Sidewalk Contract and have the City Attorney review it. He further stated that it serves the city to use the lowest responsible bidder. Discussion followed on the floor regarding the fact that staff had strong opinions on not using the lowest bidder for this project that should be taken into consideration as well as the budget for the project. The Board requested that staff attend the next meeting to address their concerns regarding the award of the contract. Power to Act: By Commissioner Jenkins: Seconded by Commissioner Schlather RESOLVED, That the Board grant itself Power to Act on the Award of Bid for Yearly Sidewalk Program for 2005 at the May 18, 2005 Committee of the Whole Meeting. Carried Unanimously 16. CREEKS, BRIDGES AND PARKS: A. Use of Parks Ordinance An Ordinance to Amend Chapter 336 of the City of Ithaca Municipal Code Entitled “Parks and Recreation” B. An Ordinance to Amend Chapter 157 of the City of Ithaca Municipal Code Entitled “Commons” City Clerk Holcomb addressed the Board to present the proposed legislation updates to the Board. She stated that she has worked in consultation with the City Attorney’s office and several departments and developed the proposed updates in conjunction with the centralized permitting initiative. Discussion followed on the floor with City Clerk Holcomb answering questions from Board members on the proposed changes in the legislation. City Clerk Holcomb stated that the Board of Public Works can pass resolutions regarding rules and regulations on Board of Public Works – May 11, 2005 - Page 4 4 the use of parks and the Commons, but cannot pass ordinances or local laws, so therefore these ordinances will be forwarded to the Governance Committee and Common Council for approval. Further discussion followed on the floor regarding the new centralized permitting process that will be implemented in the near future. In it, the Superintendent has the authority to issue permits for the use of parks and the Board of Public Works would be an appeals board for denied or restricted permit applications. The goal of this process is to achieve an efficient and effective permitting process. City Clerk Holcomb reported that she would be working with Superintendent Gray for recommendations regarding concessions/vending in parks that would come back to the Board for review. Commissioner Schlather stated that he appreciates the Clerk’s sensitivity to accommodate first amendment rights with regard to use of parks and the Commons; however, he is concerned about some of the language that might interfere with the use of city parks. He will address his concerns with City Attorney Luster. Discussion then followed on the floor regarding the proposed changes to the legislation regarding the Commons. The make up of the Commons Advisory Board would change from eleven members to fourteen members, making the City Clerk, Superintendent of Public Works, and the Director of the Ithaca Downtown Partnership permanent voting members. The biggest issue has been outdoor displays and how they affect the appearance and use of the Commons. There are enforcement issues that would need to be addressed. Further discussion followed on the floor regarding current problems with access to walkways because of outdoor dining in certain areas. Once the guidelines are in place for outdoor displays it will enable staff to enforce the rules. The Board wanted it noted that the Commons has been designated as a historic district and efforts should be made to reflect that as much as possible and to make sure all renovation projects go through the Ithaca Landmarks Preservation Commission for review and approval. Review of Ithaca Festival Contract The Ithaca Festival has proposed some expanded activities in their 2005 proposal, including a Beer Garden and the inclusion of a Disc Golf event at Stewart Park. City Clerk Holcomb explained to the Board that it had been researched through the City Attorney’s Office and it was determined that either the Board of Public Works or the Mayor have the authority to approve the sale of beer in city parks. Vicki Kysar, Ithaca Festival Director, addressed the Board regarding the Beer Garden at Stewart Park. She said that security has been tripled for Sunday with experienced staff. The tent will be a controlled environment where it will be easier to see those who should not be served. She further stated that the caterer, Ithaca Bakery, would carry liability insurance and the Ithaca Festival will have liability insurance as well. The Ithaca Bakery will also be serving food along with the beer. The Board gave their approval for the Ithaca Festival to include a Beer Garden and Disc Golf event during the upcoming festival. D. South Aurora Street Bridge Rehabilitation - Resolution By Commissioner Romanoff: Seconded by Commissioner Jenkins WHEREAS, a Project for the rehabilitation of the South Aurora Street Bridge over Six Mile Creek, B.I.N. 2210450, P.I.N. 375380 for $913,000 (“the Project”) is eligible for funding under Title 23 of the 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, Design (Phases I-VI), Construction and Construction Inspection, now, therefore, the Board of Public Works, duly convened does hereby, Board of Public Works – May 11, 2005 - Page 5 5 RESOLVE, That the Board of Public Works hereby approves the above-subject project; and it is hereby further 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, Design (Phases I-VI), Construction, and Construction Inspection for the Project or portions thereof; and be it further RESOLVED, That the Board of Public Works recommends that the sum of $182,600 be appropriated from the General Fund (or appropriated pursuant to in-kind services) and made available to cover the cost of participation in the above phase of the Project; and be it 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 the Mayor of the City of Ithaca, of the County of Tompkins be and is hereby authorized to sign all necessary Agreement with NYSDOT to secure Federal Aid and Marchiselli Aid on behalf of the City of Ithaca and the Superintendent of Public Works be authorized to sign all necessary construction documents, contracts, certifications and reimbursement requests, and be it further RESOLVED, That the Board of Public Works recommends that the Common Council authorize the Superintendent of Public Works to administer the above project, and be it further RESOLVED, That this resolution shall take effect immediately. Commissioner Schlather stated that he was concerned whether the project would accommodate bike lanes. There is currently a bike corridor on South Hill and since this area is a major entrance into the city it would be an opportunity to put in bike lanes. Mayor Peterson stated that this project has been submitted to New York State Department Transportation as a replacement project and that this request might change its status and cause a delay in the project. Supt. Gray stated that this request would change the project not only in cost but in design as there would be room in the downhill lane as it is configured currently, however there is not enough room on the uphill side. In order to accommodate a bike lane on the uphill side, the city would need to obtain right-of-way from property owners because some houses are that close to the street, and there is also the concern about snow storage and pedestrian access to the sidewalk during the winter. Commissioner Dotson reminded Superintendent Gray that he should get input from the Bicycle Pedestrian Advisory Council and the Disability Advisory Council on projects because these boards could provide resolutions in support of various projects. Mayor Peterson reminded the Board that they recently approved emergency repair work for this bridge and that the replacement cannot be delayed. Amending Resolution: By Commissioner Dotson: Seconded by Commissioner Schlather RESOLVED, That the following Resolved clause be added to the resolution: “RESOLVED, That the Board of Public Works requests that the project include both uphill and downhill bike lane traveling facilities and that timely input from the Bicycle Pedestrian Advisory Council and the Disability Advisory Council be sought in the design process to develop an amended project to ensure protection of all users.” Carried Unanimously Board of Public Works – May 11, 2005 - Page 6 6 Main Motion As Amended: A vote on the Main Motion as Amended resulted as follows: Carried Unanimously Commissioner Dotson left the meeting at 7:05 p.m. 17. WATER AND SEWER: A. Annual Chemical Bid Award - Resolution By Commissioner Romanoff: Seconded by Commissioner Jenkins WHEREAS, bids were received on May 10, 2005 for the Annual Chemical Requirements for Water and Wastewater Plants, and WHEREAS, staff has reviewed the bids and is forwarding a recommendation to the board; now, therefore, be it RESOLVED, That the Board of Public Works hereby awards the bid for the Annual Chemical Requirements as follows: Low Unit Estimated Chemical Bidder Price Annual Cost Item 1 Primary Coagulant No Bid Item 2 Filter Aid Zinkan Enterprises $2.99/lb. $ 5,980.00 Item 3 Coagulant Aid No Bid Item 4 Potassium Permanganate Calciquest, Inc. $1.48/lb. $ 8,140.00 Item 5 Ferrous Chloride Gulbrandsen Co. $0.31/lb. $54,250.00 Item 6 Gas Sulfur Dioxide Jones Chemicals $0.40/lb $10,400.00 * $100 cylinder deposit Item 7 Liquid Sodium Hypochlorite Bison Laboratories $0.72/gal $ 98,100.00 Alternate - Item A Liquid Sodium Hypochlorite Bison Laboratories $0.72/gal $6,120.00 and, be it further RESOLVED, That the Board of Public Works authorizes the Assistant Superintendent for Water and Sewer to enter into agreements with the low bidders for their respective bids. Carried Unanimously Power to Act: By Commissioner Schlather: Seconded by Commissioner Romanoff RESOLVED, That the Board grant itself Power to Act on the Stormwater Management Program Annual Report at their Committee of the Whole meeting scheduled for May 18, 2005. Carried Unanimously Commissioner Romanoff left the meeting at 7:15 p.m. REPORTS OF SUPERINTENDENT AND STAFF: Superintendent Gray reported to the Board on the following matter: - the second block of North Tioga Street is scheduled to be widened by six to seven feet and will revert back to a two-way street on May 12, 2005, in time for college graduations. Commissioner Chapman stated that he has received complaints that the traffic signals at Buffalo/Plain and Buffalo/Albany Streets are dangerous for visually impaired pedestrians. Mayor Peterson stated that the Director of GIAC requested that the traffic signals at those intersections be installed in that manner so that there are times when all traffic is stopped. Board of Public Works – May 11, 2005 - Page 7 7 Commissioner Chapman stated that there are a couple of things that could be done to meet the needs of GIAC as well as the pedestrians. One would allow the button to work with a four-way stop and the rest of the time the pedestrian gets the signal with the flow of traffic. The button also needs to have a tone so that visually impaired pedestrians can locate it. Superintendent Gray stated that he is working with Assistant City Engineer West to address concerns that have been raised about traffic signals. Assistant Superintendent Ferrel reported to the Board on the following matters: - There currently is a crew working on Elm Street above Chestnut Street and a crew working on the lower part of Floral Avenue, and Chestnut Street, doing an overlay including curb repair/replacements, and they will repave the upper portions of the street. - The parks and forestry crew is working on planting trees. Assistant Superintendent Fabbroni reported to the Board on the following matters: - The Water & Sewer department is losing two staff members, due to the lack of a competitive salary scale. - A crew is doing water main work on Court Street, and another crew is doing sewer main work on First Street. Discussion followed on the floor regarding what city employees receive for compensation in comparison to other regional employers. Commissioner Chapman asked what tree protection measures are undertaken by the City when construction work is taking place. Asst. Supt. Fabbroni responded that different degrees of protection are provided as work is being done, but not every tree is protected as some are scheduled to be removed. He further stated that he respects and values trees, and that there have been disagreements about the level of protection needed for trees where utilities are located. ADJOURNMENT: On a motion the meeting adjourned at 7:30 p.m. Sarah L. Myers Carolyn K. Peterson Information Management Specialist Mayor