HomeMy WebLinkAbout03-11-13 Board of Public Works Meeting AgendaBOARD OF PUBLIC WORKS
OFFICIAL NOTICE OF REGULAR MEETING
A meeting of the Board of Public Works will be held on Monday, March 11, 2013, at 4:45 p.m.
in Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca, New
York.
Auenda
1. Additions or Deletions to Agenda (Items 1 -5: 15 min.)
2. Mayor's Communications
3. Communications and Hearings from Persons Before the Board
4. Response to the Public
5. Reports
Special Committees of the Board
Council Liaison
Board Liaisons
Superintendent and Staff
Other Department Heads
6. Approval of Minutes (5 min.)
6.1 February 25, 2013 Regular Meeting Minutes
6.2 March 4, 2013 Regular Meeting Minutes
7. Administration and Communications
8. VOTING ITEMS
8.1 Buildings, Properties. Refuse and Transit (5 min.)
A. Resolution for Award of Contract for Professional Services for Ithaca Fire
Department's Central Station Roof Replacement — Capital Project 784
8.2 Highways, Streets and Sidewalks (5 min.)
A. Appeal of Snow /Ice Removal Bill for 335 West State Street — Resolution
8.3 Parking and Traffic
8.4 Creeks, Bridges and Parks (10 min.)
A. Award of Bid for Floral Avenue Multi -Use Facility — Resolution
8.5 Water and Sewer (5 min.)
A. Recommendation to Establish a Capital Project and Funding to Replace
the Watermain on Edgecliff Place — Resolution
9. DISCUSSION ITEMS (45 min.)
9.1 Proposed Locations for Food Truck Roundups from the Food Truck Association
9.2 Stewart Park Building Rehabilitation — Phase 1 Improvements Report from
Friends of Stewart Park
10. New Business
11. Adiournment
If you have a disability that will require special arrangements to be made in order for you to fully
participate in the meeting, please contact the City Clerk at 607- 274 -6570 at least 48 hours before the
meeting.
The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m. All meetings are voting
meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning
issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request
written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or
author invited to attend.
Notes for BPW Agenda, March 11, 2013
8.1A Resolution for Award of Contract for Professional Services for Ithaca Fire
Department's Central Station Roof Replacement — Capital Project 784
The roof at the Central Fire Station is in dire need of replacement. In late 2012, the Board
approved the installation of solar panels through the Solar Liberty Program on the roofs of the
Central Fire Station and the Ithaca Youth Bureau. This program must be completed by the
end of June 2013, which does not leave much time for the roof to be replaced at the fire
station. The contract for the replacement of the Youth Bureau roof has already been awarded
to Kingsbury Architecture; staff would like to award the same type of contract to Kingsbury for
the Fire Station.
8.2A Appeal of Snow /Ice Removal Bill for 335 West State Street — Resolution
The resolution provided captures what the Board discussed on at the March 4, 2013, meeting.
8.4A Award of Bid for Floral Avenue Multi -Use Facility — Resolution
Bids were received for the Floral Avenue Trail /Multi -Use Facility on February 12, 2013. A
memo from Tim Logue recommends the award of contract to the low bidder.
8.5A Recommendation to Establish a Capital Project and Funding to Replace the
Watermain on Eduecliff Place — Resolution
The resolution provided captures the Board's discussion on March 4, 2013.
9.1 Proposed Locations for Food Truck Roundups from the Food Truck Association
Jes Seaver, director of Ithaca Festival, has provided a proposal to the City for two possible
locations for food truck roundups. Roundups contain 3 -7 mobile food trucks gathered in a
central location for the purpose of providing a variety of food choices and a food court
environment. Jes is requesting that her proposals be reviewed by the Board early in the year
so the roundups can begin as soon as the weather gets warmer.
9.2 Stewart Park Building Rehabilitation — Phase 1 Improvements Report from
Friends of Stewart Park
The Friends of Stewart Park would like to submit grant application for a Tourism Capital Grant,
similar to the grant proposal approved by the Board on January 7, 2013. Please see Rick
Manning's summary of the proposal.
KathU cjehr%v+cg, Execu Ive Ass stavut
For RIIIJi gev�jam o,
Aat%v g Superi. tendevut of PkWr, Works
March o, 2o13
Page 2
8.1A Resolution for Award of Contract for Professional Services for Ithaca Fire
Department's Central Station Roof Replacement — Capital Project 784
WHEREAS, the City has entered into an agreement for the leasing and installation of a
photovoltaic energy generation system, to be installed on the roof at the Ithaca Fire
Department's Central Station located at 310 West Green Street, Ithaca, NY 14850, and
WHEREAS, the Agreement lists the expected date of installation as "The later of June 1, 2013
or 180 days after NYSERDA's approval," and
WHEREAS, the roof at Ithaca Fire Department's Central Station has reached the end of its
service life cycle and requires replacement prior to the installation of said solar system at that
location, and
WHEREAS, the roof replacement must be done immediately to avoid any penalties or delays
to the Solar Liberty Solar Panel installation contract/schedule, and
WHEREAS, Kingsbury Architecture LLC is under contract at this time with the City for a very
similar project, the Youth Bureau Roof Replacement contract, and
WHEREAS, staff recommends an award of contract for professional services to Kingsbury
Architecture LLC of Ithaca for a not -to- exceed fee of $19,100.00, now therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for
Professional Services for Ithaca Fire Department Central Station Roof Replacement to
Kingsbury Architecture LLC of Ithaca, NY for their not -to- exceed fee for services of
$19,100.00, and be it further
RESOLVED, That the Superintendent of Public Works be hereby authorized to enter into and
administer this contract.
Page 3
8.2A. Appeal of Snow /ice Removal Bill for 335 West State Street — Resolution
WHEREAS, the Board of Public Works has received an appeal of the invoice for sidewalk
snow removal by the Department of Public Works on January 3, 2013, at 335 West State
Street, and
WHEREAS, the Board has reviewed photos and other information provided by city staff, noting
that staff removed the ice that had built up on the sidewalk that caused at least one slip and
fall, and the protest written by the renter of the property, and
WHEREAS, the Board noted that ice on the sidewalk appears to have been caused by water
dripping from the building's roof, now therefore be it
RESOLVED, That the Board denies the appeal, and be it further
RESOLVED, That the Board recommends that the property owner mitigate the ice and snow
melt from the roof to prevent this type of ice build up from happening in the future.
8.4A Award of Bid for Floral Avenue Multi -Use Facility — Resolution
WHEREAS, bids were received on February 12, 2013, for the Floral Avenue Multi -use Facility,
Capital Project 770, PIN 375463, and
WHEREAS, staff has reviewed the six bids 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 the
Floral Avenue Multi -use Facility to Barrett Paving Materials, 4530 Wetzel Rd., Liverpool, NY for
their low bid meeting specifications of $365,082.50, and be it further
RESOLVED, That the Superintendent of Public Works be hereby authorized to enter into and
administer this contract.
Page 4
CITY OF ITHACA
108 East Green Street, Suite 202 Ithaca, New York 14850 -5690
OFFICE OF THE CITY ENGINEER
Telephone: 607/274 -6530 Fax: 607/274 -65137
To: Board of Public Works
From: Tim Logue, Transportation Engineer
Date: March 5, 2013
Re: Floral Avenue Trail - Award of Contract
On Tuesday, February 12, 2013, six bids were opened for the Floral Avenue
Multi-use Facility (trail), Capital Project #770, PIN 375463. This project will
construct approximately 2,000 linear feet of asphalt trail along the western bank
of the Flood Control Channel and two spurs with crosswalks across Floral
Avenue to connect to houses and apartments on the west side of the street.
Common Council is scheduled to take action on the project on March 6th to
augment the budget and authorize the project agreement with NYSDOT for 80%
federal reimbursement for total project costs.
Assuming Council approves the item on March 6th, the total budget
authorization for this project is $546,000, with the final cost to the City being 20%
or $109,200. We have a design contract with Erdman Anthony for $91,000. A
supplemental agreement with them for construction inspection services is in the
process of being executed as I write this memo. The not to exceed fee for
construction inspection is $42,000.
Staff recommends award of contract to Barrett Paving Materials for its low bid of
$365,082.50. Construction is likely to start in late April. Please find a resolution
attached for award of contract.
'An Equal Opportunity Employer with a commitment to �Xorldorcc di%cr.sificition,' ro
R
Ix
�I
a�
y
0
W
e�
� M
o n
M
U w
� N M ll�r kn %0
0
0
o
0
0
O
--
M
M
N
O�
tr)
O
M
00
00
>
N
0
u
as
a
00
I.D
IID
`O
C�
It
00
Sq
to
N
�
O
�O
C1
M
N
M
♦.r
co
O
A
6H
69
69
6R
69
rs
M
O
O
O
O
O
M
O
kn
N
V1
O
kn
�
O
O
IT
o0
O
�O
o0
O
M
—
t
M
M
W)
b
69
69
b4
69
69
69
69
U
co
z
1,
rA
w
�
c�
�O
U
U
c
z
O
O
H
aq
as
U
�
as
0
W
w
°
Cd
�
a
� N M ll�r kn %0
8.5A Recommendation to Establish a Capital Project and Funding to Replace the
Watermain on Edgecliff Place — Resolution
WHEREAS, the City's watermain on Edgecliff Place is more than a century old, 4 -inch
diameter cast iron line through which less than 190 gpm is supplied, indicating the pipe is very
heavily tuberculated (lots of lumpy mineral and iron nodules on pipe walls) with a substantially
reduced cross section, typical of a pipe long past its replacement due date, and
WHEREAS, Cornell University has required full sprinkler systems for fire protection be installed
by the end of 2013 at all associated Fraternities and Sororities, and
WHEREAS, the existing watermain on Edgecliff Place can not supply adequate fire flow to the
fraternity at 1 Edgecliff Place, Zeta Beta Tau, or meet the current and future needs of
customers on Edgecliff Place, and
WHEREAS, City Department of Public Works Water & Sewer Division staff have completed
engineering plans and estimated the cost of replacement to be $60,000.00, less if rock
excavation is lower than estimated, and
WHEREAS, City Department of Public Works Water & Sewer Division staff estimates one of
our crews could complete this work in six weeks or less during the late spring or early summer
seasons 2013, now therefore be it
RESOLVED, That the Board of Public Works recommends that Common Council establish a
capital project with funding not to exceed $60,000.00 to facilitate the construction of a
replacement watermain on Edgecliff Place.
Page 5
The Food Truck Association of Ithaca - (FTA)
Info and Goals 2013
The Food Truck Association of Ithaca is a local business collective formed to increase
the frequency and visibility of mobile food truck vending in Ithaca. The goal is to create
several locations per week that host Food Truck Roundups or Pods similar to those in
Portland, Oregon or Miami, Florida.
Food Truck.Roundups will be in locations that 3- 7 food trucks can gather during peak
meal hours to serve food and create a food court environment. The Roundup will create
an environment that is fun, family friendly, and conducive to community. Roundups also
serve to support local micro businesses and local food producers.
The FTA will work with property owners to organize Roundup venues and coordinate
logistics such as seating and tables, garbage collection, signage, electricity, water hook
ups and property cleanup and maintenance. Each food truck is fully insured and
properly permitted as per local requirements.
Currently, due to City of Ithaca policies, Roundups need to be located on private
property. The FTA is interested in working with the City as well as property owners to
gain access to locations where vending would be allowed on a regular basis.
Location requirements:
Friendly location conducive to public gathering that will not negatively impact local
traffic or parking.
Potential City property locations:
• Parking along Cayuga St at Tompkins Park (during evening hours)
• Parking along Washington Park
• Property and parking lots along the inlet off Taughannock Blvd.
• Areas in or near Cass and Stewart Parks
Potential private property:
• Ithaca Journal lot
• West end parking lots - Chemung Canal, The Jewel Box
• Fall Creek lots - Creek House, Baptist Church, Hair Salon
• Ithaca Shopping Plaza
• Cherry St. business lots
Contacts:
Jes Seaver - jesseaver @gmail.com - 607- 351 -8737
Mandy Beem - Miller - thegoodtruck @gmail.com
2/11/12 - Proposed policy for Food Truck Roundup at Tompkins Park
Based on the information presented at the 2/2/13 Ithaca Board of Public Works
Meeting, The Food Truck Association of Ithaca (FTA) would like to make a policy
proposal for a Food Truck Roundup.
The FTA proposes creating a food court on Cayuga St. at Tompkins Park. This would
be similar to how the Ithaca Farmers' Market uses Dewitt Park on Tuesdays. The
event would draw patrons from surrounding neighborhoods. The Food Truck
Roundup would only be open to those vendors who operate out of food trucks or
enclosed trailers. This policy seeks to ensure the cleanliness and safety of the food
court atmosphere.
Location:
Road frontage parking spaces along the Cayuga St side of Tompkins Park. Food
Trucks would serve to the sidewalk side.
Times:
Running May - Sept, 2013
Twice weekly
Wednesday Spm - 8pm- setup 4:30pm
Sunday -10am to 2pm set up gam - or Noon to 7pm - set up 11am
Days and times negotiable.
Details:
The FTA would provide garbage, recycling and compost receptacles and remove all
waste produced. 3 -7 food trucks is the initial attendance goal.
Governing:
The Food Truck Roundup would be overseen by the FTA and an application process
will be developed. Preference will be given to local micro businesses that provide an
emphasis on local food products.
Fees:
Each individual food truck would pay a use fee that will be collected and paid to the
City of Ithaca, suggested price $20 per vending event An additional fee for waste
removal etc. would be charged, suggested price $S.00 per vending event
2/11/12 - Proposed policy for Food Truck Roundup at Cass Park
Based on the information presented at the 2/2/13 Ithaca Board of Public Works
Meeting, The Food Truck Association of Ithaca (FTA) would like to make a policy
proposal for a Food Truck Roundup.
The FTA proposes creating a food court (Roundup) at Cass Park during some special
events i.e. Roller Derby and potentially weekly based on sporting event schedules.
The Food Truck Roundup would only be open to those vendors who operate out of
food trucks or enclosed trailers. This policy seeks to ensure the cleanliness and
safety of the food court atmosphere.
Location:
North side of Cass Park exact location TBD based on existing events, parking and
crowd flow. A walk through with park managers is requested.
Times:
Running May - Sept, 2013
Weekly as well as for special events
Days and times TBD based on further discussion with Park staff
Details:
The FTA would provide garbage, recycling and compost receptacles and remove all
waste produced. 3 -7 food trucks is the initial attendance goal.
Governing:
The Food Truck Roundup would be overseen by the FTA and an application process
will be developed. Preference will be given to local micro businesses that provide an
emphasis on local food products.
Fees:
Each individual food truck would pay a use fee that will be collected and paid to the
City of Ithaca, suggested price $20 per vending event. An additional fee for waste
removal etc. would be charged, suggested price $5.00 per vending event.
Pagel of 2
Kathrin Gehring - Grant Submission
From: "Rick Manning" <rmannin4 @twcny.rr.com>
To: "'Kathrin Gehring "' <kgehring @cityofithaca.org>
Date: 3/6/2013 12:00 PM
Subject: Grant Submission
CC: "'JoAnn Cornish "' <JoannC @cityofithaca.org >, "'Ray Benjamin "'
<RAYB @cityofithaca.org >, "'Svante Myrick"' <svantem @gmail.com >, "'Jeanne Grace "'
<jgrace @cityofithaca.org >, "'Lynn Truame "' <ltruame @cityofithaca.org >, "'Scott Wiggins "'
<scott@latourelle.com >, "'Jeanne Leccese "' <jleccese @hsctc.org >, "'Jean McPheeters "'
<Jean@tompkinschamber.org >, "'Vikki Armstrong "' <varmstrong @hsctc.org>
Hi Kathy,
Following is a very brief description of the proposed grant submission. Hopefully this is enough to hold a spot on
the BPW meeting agenda for next Monday. We will have more details with cost information in a handout form for
meeting on Monday afternoon. Note that the grant application is due on Friday, March 15 and will be submitted
on the 14th.
Thank you and let me know if this information will suffice for today.
Rick
Stewart Park Building Rehabilitation - Phase 1 Improvements
The Friends of Stewart Park is proposing to submit a grant application for the City of Ithaca to the
Strategic Tourism Planning Board for a Tourism Capital Grant for the rehabilitation of Stewart Park
buildings. This grant application will focus on improvements to the Large Pavilion and include the
following elements:
• Roof replacement
• Window -Door restoration or replacement (7 semi - circular window and door units)
• New interior lighting and signs
• Exterior column base replacement and add 1 missing column
• Interior and exterior painting
In addition, consideration will be given to including major bathroom renovations and construction of a
proposed addition to the back of the Large Pavilion (to accommodate Day Camp storage currently
housed in DPW Pavilion) that was included in SPRAP building study. It seems likely that these items
will be included in a later phase of building improvements, given the costs of the bulleted items above.
This grant program funds up to 1/3 of total project cost and amount of grant is a minumum of
$25,000. At the recommendation of the Tourism Capital Grant administrator, we are broadening the
scope of this capital project beyond just the Large Pavilion to include both Boathouse Phase 1
improvements and the Small Pavilion reconstruction. This will enable the City to claim the recent $75k
state grant for boathouse and the city's costs in reconstructing the Small Pavilion as a match towards
this grant request. It also demonstrates the City's commitment towards improving park buildings.
Rick Manning, ASLA
file://CADocuments and Settings\kgehring\Local Settings \Temp\XPgrpwise\51372FCFcoim... 3/6/2013
Page 2 of 2
114 Dey Street
Ithaca, NY 14850
607 -592 -4647
rmannin4 @twcny.rr.com
file: //C: \Documents and Settings\kgehring\Local Settings \Temp\XPgrpwise\51372FCFcoim... 3/6/2013