HomeMy WebLinkAbout07-22-13 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, July 22, 2013, at 4:45 p.m. in
Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca, New York.
A enda
1. Additions or Deletions to Agenda (Items 1 -6. 15 min.)
2. Mayor's Communications
3. Communications and Hearin as 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
6.1 July 23, 2012 Regular Meeting Minutes
6.2 August 27, 2012 Regular Meeting Minutes
6.3 July 8, 2013 Meeting Minutes
7. Administration and Communications
8. VOTING ITEMS
8.1 Buildings, Properties, Refuse and Transit
A. Request for Encroachment Agreements for 605 West State Street —
Resolution
8.2 Highways. Streets and Sidewalks (5 min.)
A. Recommendation for Approval of the Sidewalk Policy Proposal —
Resolution
8.3 Parking and Traffic
8.4 Creeks, Bridges and Parks
A. Award of Contract for Architectural and Engineering Services for the
Cascadilla Boathouse Second Floor Rehabilitation Project Proposal —
Resolution
B. A Resolution Clarifying that the City of Ithaca will Accept Permanent
Easements Acquired by New York State for the Cayuga Waterfront Trail
Phase 2
8.5 Water and Sewer
A. Appeal of Water Bills for 719 North Aurora Street — Resolution
B. Acceptance of Proposal for Sixty Foot Dam- Outstanding Engineering
Assessment Tasks for The City of Ithaca Municipal Water Supply Project -
Resolution
9. DISCUSSION ITEMS
9.1 Proposal for Sixty Foot Dam - Dam Stability Analysis (10 min.)
9.2 Appeal of Water Bills for 202 Elmwood Avenue
10. New Business
11. Adjournment
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, July 22, 2013
8.1A. Request for Encroachment Agreements for 605 West State Street - Resolution
The proposed resolution reflects the Board's discussion on July 8, 2013. The Board should
choose between treating this as a minor encroachment (because it is in the airspace) or
charging the annual fee ($213.33) for this district.
8.2A. Recommendation for Approval of the Sidewalk Policy Proposal - Resolution
This proposed resolution recommends that Common Council adopt the proposed sidewalk
policy into law.
8AA Award of Contract for Architectural and Engineering Services for the Cascadilla
Boathouse Second Floor Rehabilitation Project Proposal - Resolution
Historic Preservation Planner Lynn Truame has received proposals to rehabilitate the second
floor of the Cascadilla Boathouse, including repairing the roof and installing exterior stairs.
Three architectural and engineering firms submitted proposals. A resolution awarding the
contract to the lowest qualified proposal is presented.
8.413 A Resolution Clarifying that the City of Ithaca will Accept Permanent Easements
Acquired by New York State for the Cayuga Waterfront Trail Phase 2
This resolution states that the City will accept any property easements acquired by the State of
New York during Phase 2 of the Cayuga Waterfront Trail.
8.5A Appeal of Water Bills for 719 North Aurora Street- Resolution
The proposed resolution reflects the Board's discussion on July 8, 2013.
Page 2
8.513 Acceptance of Proposal for Sixty Foot Dam- Outstanding Engineering
Assessment Tasks for The City of Ithaca Municipal Water Supply Project
Following the Board's discussion held on July 8, 2013 for Dam Engineering Assessment,
attached are a proposed resolution accepting OB &G's proposal, OB &G's Proposal of March 5,
2013, and NYSDEC's letter of December 14, 2012.
9.1 Addendum VII for Water Supply Project Contract with O'Brien & Gere
On April 22, 2013 item 8.5 E "Acceptance of Proposal for Professional Engineering Services
For Control Systems Integration for The City of Ithaca Municipal Water Supply Project" passed
unanimously, (copy attached for reference). Since April 22nd DPW Water & Sewer Division
Staff and our Consultant O'Brien & Gere have been working out the details of the contract and
the work. We also discussed and decided rather than having this work under a separate
contract with another division of O'Brien & Gere to have this work included as an addendum to
the Contract for Services made by and between the City of Ithaca and O'Brien & Gere
Engineers, Inc. for City of Ithaca Water Supply Project, dated December 9, 2005. This would
make for more efficient communication and coordination on our part, in that we would have
one project manager from OB &G rather than two separate project managers. Copies of the
proposed addendum and accompanying letter of July 2, 2013 are attached for reference.
9.2 Appeal of Water Bills for 202 Elmwood Avenue
Additional information will be provided at the meeting.
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Page 3
8.1A. Request for Encroachment Agreements for 605 West State Street — Resolution
WHEREAS, Pat Moe, as representative of the Fingerlakes Beverage Center, which owns the
property at 605 West State Street (Tax Map Parcel No. 72. -5 -6), in the City of Ithaca, has
requested an encroachment agreement/license from the City into the adjacent airspace of the
street right -of -way for West State Street; and
WHEREAS, the encroachment consists of the following:
A roof overhang 9 feet, 6 inches above the sidewalk along the northern face of the
property at 605 West State Street to encroach by a distance of approximately 3 feet, 6
inches, for a span of approximately 53 feet, and encompassing approximately 185.5
square feet of air space above the City right of way, which is shown on a drawing
stamped on May 27, 2013 and entitled "Renovations to 605 West State Street" [sic]
prepared by Francis J. Kramer, Registered Architect, and
WHEREAS, it appears that the building in question has been in existence for many years, and
that the proposed overhang is inside the current location of the existing public sidewalks on the
south side of West State Street and will not interfere with the sidewalks as currently
constituted; and
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public
works uses or needs; and
WHEREAS, the 2013 -14 schedule of fees for use of City -owned property requires an initial
application fee of $100 for new licenses, but stipulates that the annual use fee shall be waived
for minor encroachments, now therefore be it
OR
WHEREAS, the 2013 -14 schedule of fees for use of City -owned property requires an initial
application fee of $100 for new licenses, and stipulates that annual use fee for Primary
Highway Commercial license fee category shall be calculated at $1.15 per square foot
resulting in an annual use fee of $213.33, with such rate thereafter subject to adjustment by
the consumer price index and property taxes assessed against the City, now therefore be it
RESOLVED, That the Board of Public Works hereby grants the request for an encroachment
at 605 West State Street, as proposed, contingent upon the execution of a license /agreement
and submission of the required application form and fee (and renewal fees for any subsequent
terms) and proof of required insurance, and be it further
RESOLVED, That the Mayor, upon consultation with the Superintendent and City Attorney, is
hereby authorized to execute a license /agreement allowing said encroachment, revocable
upon 90 days' written notice by the City in the event that the encroached upon City property is
required for any City purpose, and containing the usual terms and conditions, including those
specified in Chapter 170 of the City's Municipal Code.
Page 4
8.2A. Recommendation for Approval of the Sidewalk Policy Proposal — Resolution
WHEREAS, the City's current sidewalk policy of assessing the full cost of sidewalk
construction and repair against the abutting property owner has discouraged the City and
private parties from constructing new sidewalk and maintaining existing sidewalk, and
WHEREAS, residents, businesses, organizations, and individual property owners beyond the
abutting property owners are benefited by a comprehensive, high - quality, and accessible
sidewalk network, and
WHEREAS, the Mayor convened a Sidewalk Task Force in February 2013 to formulate a
proposal for a new method for financing and encouraging the construction and repair of
sidewalk, and the Task Force's proposal was discussed at the Board of Public Work's July 8,
2013 meeting, and
WHEREAS, the Board concludes that the proposed policy is a fair and efficient mechanism for
increasing both the amount and quality of sidewalk in the City; now, therefore be it
RESOLVED, That the Board of Public Works endorses the Sidewalk Task Force's proposal
substantially as presented in the Board's July 8 agenda, and encourages the Common Council
to approve the same.
8AA Award of Contract for Architectural and Enaineerina Services for the Cascadilla
Boathouse Second Floor Rehabilitation Project Proposal — Resolution
WHEREAS, proposals were received on April 11, 2013, for Architectural and Engineering
Services for the Cascadilla Boathouse Second Floor Rehabilitation project, and
WHEREAS, this project will be funded entirely by a grant from the New York State
Environmental Protection Fund and private contributions from the Cascadilla Boat Club and
the Friends of Stewart Park, and
WHEREAS, Claudia Brenner Design, located at 421 North Aurora Street, #6, Ithaca, NY,
14850, submitted a proposal for Architectural and Engineering Services in the amount of
$10,200, plus a reimbursable allowance of $600, now therefore be it
RESOLVED, That the contract for Architectural and Engineering Services for the Cascadilla
Boathouse Second Floor Rehabilitation project is hereby awarded to Claudia Brenner Design,
located at 421 North Aurora Street, #6, Ithaca, NY, 14850, for their submitted low proposal of
$10,200, plus reimbursables, and be it further
RESOLVED, that the Director of Planning, Building, and Economic Development is authorized
to enter into and administer this contract.
Page 5
MEMO
CITY OF ITHACA
108 East Green Street — 3rd Floor Ithaca, New York 14850 -5690
DEPARTMENT OF PLANNING AND DEVELOPMENT
JOANN CORNISH, DIRECTOR OF PLANNING & DEVELOPMENT
PHYLLISA A. DeSARNO, DEPUTY DIRECTOR FOR ECONOMIC DEVELOPMENT
Telephone: Planning & Development – 607 - 274 -6550 Community Development/TURA – 607 -274-
6559
Email: dgrunder @cityofithaca.org
Fax: 607- 274 -6558
Date: 7/11/13
To: Board of Public Works
From: Lynn C. Truame, Historic Preservation Planner
Re.: Cascadilla Boathouse, Award of A&E Contract
Email: iura @cityofithaca.org
Fax: 607- 274 -6558
On July 2, 2012, the Ithaca Common Council authorized the submission of a New York State Consolidated
Funding Application for grant monies to support a small rehabilitation project at the Cascadilla Boathouse
that would allow for the use of the second floor gymnasium space on a limited occupancy basis. That grant
application was successful and funds in the amount of $75,290 were awarded to the City by the State, from
the Environmental Protection Fund.
The scope of the project includes construction of an exterior stair to serve as a second means of egress from
the second floor gymnasium, abatement of animal debris from the third floor attic /apartment area, repair of
the roof (which is actively leaking), and HVAC and electrical upgrades to the gymnasium. The project is
part of the Stewart Park Rehabilitation Action Plan.
In March, 2013, the Planning Division released a targeted Request for Proposals for architectural and
engineering services for the project. The three solicited firms each responded; a summary of their
proposals is provided for your consideration.
The Planning Division recommends that the contract be awarded to the low bidder, Claudia Brenner
Design. A resolution to this effect is included in your packet.
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8.41B A Resolution Clarifying that the City of Ithaca will Accept Permanent Easements
Acquired by New York State for the Cayuga Waterfront Trail Phase 2
WHEREAS, a Project for the CAYUGA WATERFRONT TRAIL — PHASE 2, P.I.N. 395047,
(formerly PIN 395024), (the "Project ") is eligible for funding under Title 23 U.S. Code, as
amended, that calls for the apportionment of the costs of such program to be borne at the ratio
of 80% Federal funds and 20% non - federal funds, and
WHEREAS, from time to time, from June 13, 2001 to the present, Common Council has
authorized Capital Project #445 (then entitled Cass Park Waterfront Trail) in the total amount
of $3,633,556.37, for the costs of design, right -of -way acquisition, construction and
construction inspection for the three phases of the Cayuga Waterfront Trail (Phase 1 being a
two -mile loop in Cass Park, which has now been completed; Phase 2 being a two -mile
segment from Cass Park to the Farmers Market, not yet completed; and Phase 3 being a two -
mile segment from the Farmers Market to Stewart Park and the Youth Bureau, which has been
completed), and
WHEREAS, on April 2, 2003, and again from time to time, Common Council has authorized
the Mayor to execute all necessary agreements or requests for federal funds for Phase 2 and
Phase 3 of the trail project and to provide for the administration and funding of the local share,
and
WHEREAS, on September 28, 2004, environmental review of the proposed design for Phase 2
of the Trail was completed, by the City of Ithaca Planning and Development Board, the
designated lead agency for such review, and
WHEREAS, as part of a 2007 project agreement, the New York State Department of
Transportation combined Phase 2 and Phase 3 of the trail into one Project Agreement (PIN
395024) for administrative purposes, and
WHEREAS, on May 6, 2009, Common Council passed a resolution approving a Supplemental
Agreement for the Trail, amending the administration and management of the project so that
the New York State Department of Transportation would be responsible for the Right -of -Way
acquisition for Phase 2 of the Cayuga Waterfront Trail, and
WHEREAS, at the direction of the New York State Department of Transportation, Phase 2 and
Phase 3 of the Cayuga Waterfront Trail have been administratively separated and assigned
separate Project Identification Numbers (PINs) with Phase 2 now PIN 395047 and Phase 3
being PIN 395024, and
WHEREAS, the New York State Department of Transportation has requested that the City of
Ithaca agree to accept the right -of -way acquired by NYSDOT on behalf of the City of Ithaca,
and
WHERAS, in accordance with the City of Ithaca Charter Section 63, "The Board of Public
Works may enter upon any lands for the purpose of survey and examination; may contract for,
purchase and acquire, by grant, purchase, gift, condemnation or otherwise, in the name of the
City of Ithaca all lands, water rights, easements, privileges and franchises and all other real
and personal property whatsoever, either within or outside of the corporation limits of the City
Page 6
of Ithaca, which are necessary, in the judgment of the Board, for any of the purposes herein
set forth and shall have the right to enter upon, take possession of and appropriate all such
property and to do any and every act or thing that may be necessary to carry out the full intent
and purpose of all the provisions contained in this Charter;" now, therefore, be it
RESOLVED, that the Board of Public Works hereby approves of the above - subject Project,
and be it further
RESOLVED, that upon completion of the Project, the Board of Public Works, in the name of
the City of Ithaca, agrees to accept the right -of -way acquired by the State of New York for the
Project, and it is further
RESOLVED, that the Mayor of the City of Ithaca, upon consultation with the City Attorney, be
and is hereby authorized to execute any and all agreements, deeds or certifications in order to
progress the Project and to accept the acquired right -of -way on behalf of the City of Ithaca,
and be it further
RESOLVED, that this resolution shall take effect immediately.
Page 7
8.5A Appeal of Water Bills for 719 North Aurora Street — Resolution
WHEREAS, the water consumption at 719 North Aurora Street changed significantly in the first
quarter of 2013 resulting in a bill which was considerably larger than recent bills, and the
property owners has requested an adjusted bill based on their belief that they had always paid
for the minimum usage amount, but rarely used that amount, and
WHEREAS, it is not City policy to credit an account for water billed but not consumed as that
water must go through the wastewater treatment plant, now therefore be it
RESOLVED, That the Board of Public Works has reviewed the request to modify the water
and sewer bill covering the first quarter of 2013 at 719 North Aurora Street and denies the
request based on its understanding that the water was consumed at that address and the
resulting wastewater processed and be it further
RESOLVED, that the Board requests that the City Chamberlain work with the property owners
to develop a payment plan, and that no late fees or interested be charged on the bill.
Page 8
8.58 Acceptance of Proposal for Sixty Foot Dam- Outstanding Enaineering
Assessment Tasks for The City of Ithaca Municipal Water Supply Project
WHEREAS, In the construction of its new Municipal Water Supply Project the City of Ithaca will
be making certain repairs to the existing Sixty Foot (Potters Falls) Dam at our water supply
reservoir. These repairs include replacing the existing gatehouse, raw water intake piping, and
replacing the low level outlet valve and operator on the dam itself, and
WHEREAS, the City will need to make application for permits from the New York State
Department of Environmental Conservation Dam Safety Division for this work, and
WHEREAS, the New York State Department of Environmental Conservation Dam Safety
Division has reviewed the Engineering Assessment (EA) we had done to meet their
requirements, under a previous project, by our consultant C.T. Male for the Sixty Foot Dam,
and
WHEREAS, the NYSDEC Dam Safety Division noted that in their report, C.T. Male found that
the existing dam stability analysis was flawed to the extent that a re- analysis is warranted, and
that under the modeling scenarios run the dam cannot pass the required design storm without
overflowing the rock areas abutting the dam, and
WHEREAS, the DEC's permitting of the work the City desires to accomplish under our current
Water Supply Project will in all likelihood be contingent on re- analysis of both the dam stability
and the appropriate design storm flows, and
WHEREAS, the re- analysis of the dam stability and design storm flows will be tasks which the
City will need to address this year, and
WHEREAS, at our request O'Brien and Gere has provided us with a proposal to perform the
required tasks including, Hazard Classification & Incremental Analysis, Emergency Action Plan
Review, and Stability Analysis, for a total fee not to exceed $27,000.00, and
WHEREAS, funds for this purpose are available under the contingency lines of the existing
related capital project 510, now therefore be it
RESOLVED, That the Assistant Superintendent of the City of Ithaca DPW Water & Sewer
Division be authorized upon review and approval of the City Attorney to accept this proposal in
the form of either a separate contract or an addendum to our current contract with O'Brien and
Gere for the Water Supply Project in an amount not to exceed $27,000.00
Page 9
Q'BRIEN 6 GERE
March 5, 2013
Mr. Erik Whitney
City of Ithaca - Water & Sewer Office
510 First Street
Ithaca, NY 14850
RE: Proposal for Sixty Foot Dam - Outstanding EA Tasks
FILE: 1598/42988
Dear Mr. Whitney:
As anticipated and discussed in our meeting at the WWTP office on October 22, 2012, the New York State
Department of Conservation has raised a number of comments on the CT Male Engineering Assessment (EA)
Report dated 12/14/12 (attached) that need to be resolved before the NYSDEC will accept the findings. As
requested by the City, O'Brien & Gere is pleased to submit this proposal for addressing all of NYSDEC's
comments in the 12/14/12 letter. Coordination of potential dam safety related dam upgrades with the water
supply project will be efficient and result in less disruption to the operation of the reservoir.
SCOPE OF SERVICES
TASK 1- HAZARD CLASSIFICATION & INCREMENTAL ANALYSIS
NYSDEC indicates that the CT Male EA is absent a conclusion regarding the dam's hazard classification.
Examination of Six Mile Creek through the City strongly suggests that Sixty Foot Dam should remain classified as
High Hazard. The EA report states that a HEC RAS hydraulic model of Six Mile Creek was developed to prepare
inundation mapping for the dam's Emergency Action Plan. We propose reviewing the inundation mapping and
HEC RAS model, if available, to support the High Hazard recommendation. Once the review is complete, O'Brien
& Gere will prepare a description of the hazard area, the downstream impacts from dam failure and a
recommendation for the hazard classification.
There may be a potential benefit from an incremental analysis of dam breach versus flood elevations
downstream of Sixty Foot Dam to reduce the loading on the dam for the Spillway Design Flood (SDF) loading
condition. Normally, in a dam of this height, the difference between tailwater elevations for the pre- and post -
breach scenarios obviates this analysis. However, CT Male has reported a very high tailwater elevation and
discharge for the SDF such that the addition of a dam break discharge to the SDF hydraulic grade line may not
have a significant downstream impact. Therefore, O'Brien & Gere will use either the CT Male HECRAS model, or
develop its own model, to assess the potential of an SDF reduction. The results of this analysis will be presented
in our report.
TASK 2 — EMERGENCY ACTION PLAN REVIEW
NYSDEC indicates that the CT Male EA is absent discussion regarding review of the adequacy of the existing EAP.
Therefore, O'Brien & Gere will undertake this review and report on same.
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions
Mr. Erik Whitney
March 5, 2013
Page 2
TASK 3 — STABILITY ANALYSES
® 2013 O'Brien & Gere. All Rights Reserved.
The CT Male EA recommends execution of dam stability analyses and NYSDEC has indicated that same is
necessary for Sixty Foot Dam. O'Brien & Gere will review the background and assumptions for the previous
stability analyses that were performed by Thomsen Associates and Stearns & Wheeler to establish the
appropriate site geometry and material properties to be used for the proposed gravity dam stability analysis.
The specific parameters to be developed include:
Spillway and non - overtopping cross - sections
Headwater and tailwater elevations
Concrete unit weight
Silt density and depth
Foundation rock density
Friction factors at concrete lift joints, dam /bedrock interface, and bedrock bedding planes
Shear- friction (cohesion) factors at above surfaces
The analysis will be performed to obtain safety factors and resultant locations for sliding and overturning failure
mechanisms, respectively. The applied load cases will include normal pool, normal pool with ice, maximum pool
(SDF), and earthquake loading conditions as per NYSDEC dam safety regulations. Several additional iterations of
the stability program will be run with variations of the key material and /or loading parameters (in addition to
the base assumptions) to evaluate the sensitivity of the safety factors to these parameters. The previous SDF
analysis will also be reviewed to assess whether an incremental dam breach analysis might result in a
substantially reduced SDF (maximum loading condition) as described in Task 1. Additional geotechnical
investigations and /or analyses may be recommended on the basis of these results, if it appears that refinement
of certain parameters could make a significant difference in the outcome of the stability analyses. A finite
element stability analysis may also be recommended as a more representative model of site conditions, although
a pre - proposal evaluation indicated that the dam's radius of curvature is too large to transfer significant
downstream thrust to the abutments.
TASK 4 - REPORT
O'Brien & Gere will prepare a summary report that responds to NYSDEC and presents the following:
Findings of our review of the previous EAP inundation analyses and mapping
Assessment of SDF reduction by incremental breach analyses
Findings from our review of previous stability analyses
Base assumptions for site conditions and material properties
Results of the gravity dam stability analyses
Results of the sensitivity analyses and conclusions regarding the merit of additional investigations and /or
analyses
Recommendations for future course of actions
(response to NYSDEC review comments ?)
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions
Mr. Erik Whitney
March 5, 2013
Page 3
® 2013 O'Brien & Gere. All Rights Reserved.
O'Brien & Gere proposes to perform the services described above for a lump sum fee of $23,000. A task
breakdown of this proposed fee is presented below.
Task Fee
1- Review of Previous Analyses
$3000
2 - EAP Review
2500
3 - Hazard Class. & Incremental Analysis
7500
4 - Gravity Dam Stability Analyses
7500
5 - Report
6500
Total Fee
$27,000
If you have any questions regarding our proposal or would like to discuss the dam stability situation further,
please feel free to contact me directly at (315) 437 -6100 ext. 2471 (Rick.Gell @obg.com) or Bob Bowers at
(484)804 -7209 (Robert.Bowers @obg.com).
Very truly yours,
O'BRIEN & GERE ENGINEERS, INC.
Richard E. Gell, PE
Project Manager
I: \Ithaca- C.1S98 \49288.Water- Supply- Pr \Corres \Ithaca \EA Comment Response Letter Proposal 03 05_2013.docx
cc: Robert Bowers - O'Brien & Gere
Steve Snider - O'Brien & Gere
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315- 463 -7554 1 www.obg.com
360' Engineering and Project Delivery Solutions
New York State Department of Environmental Conservation
Division of Environmental Permits, Region 7
1285 Fisher Avenue, Cortland, New York 13045 -1090
Phone: (607) 753 -3095 • Fax: (607) 753 -8532
Website: www.dec.U.gov , ---- -° -"
December 14, 2012
Mr. William Gray
City of Ithaca
108 East Green Street
Ithaca, NY 14850
RE: DEC Permit 7- 5030 -00154
Ithaca Reservoir and Dam
Town of Ithaca, Tompkins County
Dear Mr. Gray:
RECEIVED
DEC 182012
0mce of tbd
Supt. and
Engineering
Am
Imboa
Joe Martens
Commissioner
The City of Ithaca, su bmitted a Protection of Waters application on October 9; 2012 for
the proposed maintenance dredging of the Ithaca Reservoir and for certain repairs to
the gate house, intake pipe and dam low level valve. On November 21, 2012 a Notice
of Incomplete Application was issued to address items raised by DEC's Bureau of
Habitat staff. This notice is in response to DEC's Dam Safety staff who request
additional information.
Along with this application prepared by O'Brien & Gere, Dam Safety staff received an
Engineering Assessment (EA) prepared by C.T. Male. The EA found that the dam
cannot pass the appropriate design storm without overflowing the rock areas which the
dam abuts. Further it pointed out flaws in the existing stability analysis and called for
more stability testing and a re- analysis. O'Brien & Gere staff informed DEC Dam Safety
staff that they were proposing to do some preliminary (conservative) analysis and rehab
design of the dam in lieu of the extensive testing recommended by C.T. Male. Pending
the outcome of the stability re- analysis, the dam may well need anchors, a toe block or
some other remedial work which would require a dam safety permit.
The pending application appears to be an in -kind replacement of the low level valve and
operator and our preliminary review determines that a Dam Safety Permit is not
required. However, the city may want to.perform additional stability testing and re-
analysis of the dam and then, based . on the outcome of the re- analysis, design a
rehabilitation plan and submit a complete,application for a dam safety permit. If a
complete application is not submitted, a completed EA shall be required. Attached
please find a list of missing or incomplete items in the EA based on a cursory review.
City of Ithaca
DEC Application 7- 5030 -00154
Ithaca Reservoir and Dam
Page 2 of 2
In summary, a Protection of Waters permit will be. required for the proposed dredging
and additional information is required for a complete application. A Darn Safety permit
may or not be required based on scope of proposed work. If you wish to discuss this
notice please contact me. A conference call with all involved DEC staff may be
arranged.
Digitally signed by
Regards, Joe Dlugolenski
Date: 2012.12.14
11:10:53 -05'00'
Joe Dlugolenski
Deputy Regional Permit Administrator
Att. EA Evaluation List
cc: John Stawski, Dam Safety — Albany'
Steve Eckler, OG &G
File
1.
Attachment A
Ithaca Reservoir and Dam
DEC Application 7 -5030 -00154
A preliminary check of the Engineering Assessment for the Potter Falls Dam with DOW TOGS
3.1.4 ( hM2-:// www. dee. ny. gov/ docs/waterpdf /damfenaarpt.pdfl found that the items indicated
below were either missing or incomplete. The Department may follow up with additional
continents and/or informational requests on the EA in the future.
Key:
I = Incomplete
M = Missing
MISSING OR
COMMENTS
INCOMPLETE
COMPONENT
F1
Dam Name and State Darn ID on
If Missing, Provide cover sheet
cover (TOGS Section D).
with Darn Name and State Dam
ID #
Owner's name, address, telephone
If Missing, Provide owner's
number, etc. (TOGS Section D).
name, address and telephone
number.
Report's Title Page is required to
Report signed and stamped by New
be stamped and signed the P.E.
York State registered P. E. (TOGS
who prepared it If missing,
Section D).
submit to Department at the
above address.
❑
Safety Inspection Report included
If missing, submit to Department
(TOGS Section V).
at above address.
Hazard Classification Evaluation
If missing or incomplete, submit
(TOGS Section V.C.1):
the complete review to
■ Written description
Department at the above address.
■ Potential downstream impacts
■ Recommended hazard
classification
❑
Evaluation of the dam's spillway
If missing or incomplete, please
capacity (TOGS Section V.C.3).
revise and submit to Department
at the above address.
Evaluation of the dam's structural i
If missing or incomplete, please
stability (TOGS Section V.C.4).
revise and submit to Department
at the above address.
❑
Evaluation of the dam's outlet works
If missing or incomplete, please
(reservoir drain) capacity (TOGS
revise and submit to Department
Section V.5).
at the above address.
a.
Review of the dam's Emergency
Provide updates as needed,
including changes to the
Action Plan (TOGS Section V.6).
notification flowchart.
The EA must have a summary
Conclusion — Is dam in conformance
section and provide a conclusion
with current regulations and safety
as to whether the dam is in
guidance schedule (TOGS Section V.
conformance with current dam
C.5)
safety criteria.
Recommendations — List of proposed
recommendation and proposed
If missing or incomplete, please
completion schedule (TOGS Section
revise and submit to Department
V.C.5).
at the above address
Electronic copy on CD (TOGS
If missing please submit, or
❑
Section E), including any computer
explain why it is not possible to
models.
submit an electronic copy
I-I em q. ►
UORIEN,rGE E
July 2, 2013
Mr. Erik Whitney, P.E., Assistant Superintendent
City of Ithaca Department of Public Works
510 First Street
Ithaca, NY 14850
RE: Addendum VII for City of Ithaca Water Supply Project
FILE: 1598/49288 (PDS No. 31300)
Dear Mr. Whitney:
O'Brien & Gere is pleased to submit this proposal to the City of Ithaca (the City) for engineering services
associated with the completion of the Control Systems Integration (CSI) for the Water Supply Project. In
December 2012 the City issued a request for qualifications for control system integration services. O'Brien &
Gere responded with the submission of a qualifications package dated February 1, 2013. The City subsequently
completed a review of respondents and selected O'Brien & Gere. This proposal captures the scope of services
and budget for execution of the CSI services identified through discussions with the City, the Request for
Qualifications, and our February 1, 2013 response.
Our Control System Integration services will include the following:
1. Kick -off meeting- An initial kick -off meeting will be held with the City and O'Brien & Gere in order to review
the scope of services and confirm the City's expectation on the Supervisory Control and Data Acquisition
(SCADA) system as well as project deliverables. Key topics to be discussed and confirmed in this meeting
include:
Overall project schedule for the design, fabrication, and start -up phases of the project;
Roles and responsibilities, definition and assignment of authority;
Communication and reporting procedures;
Project deliverables and Factory Acceptance Testing (FAT).
2. Design workshops - O'Brien & Gere will conduct two (2) design workshops (or a single, 2 -day workshop)
with the City to establish design criteria, review equipment technologies and manufacturers, etc.
Design Workshop 1 will focus primarily on PCS Cabinet hardware requirements and preferences for PLC,
OIT, UPS, Ethernet switch, and panel components. Design standards and practices will be discussed as
well.
Design Workshop Z will focus primarily on hardware and software requirements and preferences for
SCADA. Communications interface from Intake Utility Building to SCADA will also be discussed.
The results of these workshops will be documented and integrated into the final deliverables.
3. Execution - O'Brien & Gere will provide the City with a single source of responsibility for the Control System
and its integration. Our design engineers, who are familiar with the goals and objectives of the City, will be
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360' Engineering and Project Delivery Solutions
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013
Page 2
® 2012 O'Brien & Gere. All Rights Reserved.
pivotal in the integration design, providing efficient coordination, common project team, and value based
decisions. Our execution plan will strive on consistency and seamless transition from the design phase to the
control system integration phase. Our skilled CSI team will work with the City from design concepts all the
way to commissioning the control system. We will engage City personnel in all aspects of the system
integration; from product selection to system programming and HMI development to testing and
commissioning. Our execution plan will generally consist of the following tasks.
° Detail design and reviews
PLC and SCADA programming and reviews
Panel fabrication and testing
Software (witness) testing
Startup and site acceptance
Maintenance and warranty
4. Training - O'Brien & Gere will use our extensive training, knowledge, experience, and know -how to teach the
City's staff as we develop designs and code, answer questions and explain in- detail along the way. O'Brien &
Gere and the City's staff will operate as a single, unified team, with hands -on, real -time, on -the -job training
throughout the design, programming, and integration process. By the time the programming is complete and
ready for testing, the City's staff will be well versed in the code, its function, the development tools, and the
necessary startup /debug tools and techniques. The City's staff will have full confidence in the product and
their capabilities.
In addition to regular face -to -face meetings and development workshops, O'Brien & Gere will utilize
technology (Internet collaboration tools, Live Meeting, video conferencing, ftp site, e-mail, etc.) to facilitate
this team approach. O'Brien & Gere has a state -of- the -art multimedia training center that we will use for
class -room style training and for PLC /SCADA code debug through simulation with the City's staff. Another
area of O'Brien & Gere's Quality Management System is testing procedures and protocols. We will fully
engage the City with the development and execution of the following testing documents:
HFAT - Hardware Factory Acceptance Testing
SFAT - Software Factory Acceptance Testing
SAT - Site Acceptance Testing
The new SCADA system will be designed to replace the existing ad -hoc control and monitoring system at the
existing Water Treatment Plant (WTP), with the latest designs in process control and supervisory systems to
improve the City's water supply and provide long term reliability and integrity.
The new custom control panels will be designed to control and monitor the City's facilities locally and remotely,
through the SCADA system. The control panels will house a PLC -based system, to control facility operation,
monitor systems and provide Operator alarms based on the station conditions. Operational real -time equipment
status, data and process control will be through object -based graphical screens.
O'Brien & Gere will provide control system design and integration as defined by the Contract Documents and
will be provide coordinated activities with contractors and the City staff to supply custom control panels fully
assembled, tested and ready for on -site installation and startup.
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions D: \My Documents \Projects`BD \Ithaca \CSI Services\Scope \S_CSI Proposal July 2013 final.doc
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013 ® 2012 O'Brien & Gere. All Rights Reserved.
Page 3
The following services will be provided at each of the sites.
Water System Improvements
Construction and installation of the Intake Utility Building, located near the Sixty -Foot Dam. The Intake
Utility Building will be a predesigned prefabricated (i.e. factory built) above ground structure, including all
equipment, appurtenances, necessary utilities, services and necessary connections.
O'Brien & Gere will design and build one PLC -based control panel (PCS Cabinet 1) at the Intake
Utility Building, to monitor the air burst system, raw water temperature, intake header pressure,
reservoir level, chemical feed system. A touch screen display will allow for Operator interface and
setpoint adjustments.
We will design, fabricate, configure, and test Intake Utility Building PCS Cabinet 1 prior to onsite
delivery. Upon delivery and final installation, O'Brien & Gere will assist with onsite startup and
commissioning activities.
We will work closely with the City on researching today's communication technologies, applications,
equipment, cost of ownership, and vendors /consultants for connecting the Intake Utility Building to
the City's existing SCADA communications network.
We will integrate all status and alarms points into the SCADA system during Phase 2 of the WTP
Improvements project.
Construction and installation of the Elm Street Pumping Station, located near the Elm Street Tank. The Elm
Street Pumping Station will be a predesigned prefabricated (i.e. factory built) above ground structure,
including all equipment, appurtenances, necessary utilities, services and necessary connections.
O'Brien & Gere will design and build a second PLC -based control panel (PCS Cabinet 2) at the Elm
Street Pumping Station, to interface with pumping systems and tank level monitoring systems, and
provide remote functionality for Operations staff from the WTP. A touch screen display will allow
for Operator interface and setpoint adjustments.
We will design, fabricate, configure, and test the Elm Street Pumping Station PCS Cabinet 2 prior to
onsite delivery. Upon delivery and final installation, O'Brien & Gere will assist with onsite startup
and commissioning activities.
We will work with the City's radio communication vendor to direct the configuration of the radio
equipment for transmission of all status and alarms to the WTP.
We will integrate all status and alarms points into the SCADA system during Phase 2 of the WTP
Improvements project.
Giles Street & Interconnection Building
Construction and installation of the Giles Street Residuals Treatment Facilities, located on Giles Street. This
facility will consist of a designed /built above - ground structure, housing de- chlorination equipment, two
gravity thickeners located outside, a press Building with two dewatering presses, and connections to the
existing discharge pipe.
O'Brien & Gere will design and build a third PLC -based control panel (PCS Cabinet 3) at the Giles
Street Press Building, to monitor the two gravity thickeners, de- chlorination and polymer
equipment, and two dewatering presses including sludge pumps, filtrate pumps and two screw
conveyors. A touch screen display will allow for Operator interface and setpoint adjustments.
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions D: \My Documents \Projects`,BD \Ithaca \CSI Services\Scope \1_CSI Proposal July 2013 final.doc
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013 ® 2012 O'Brien & Gere. All Rights Reserved.
Page 4
We will design, fabricate, configure, and test PCS Cabinet 3 prior to onsite delivery. Upon delivery
and final installation, O'Brien & Gere will assist with onsite startup and commissioning activities.
We will work with the City's radio communication vendor to confirm radio antenna placement for
transmission of status and alarms to the WTP.
We will integrate all status and alarms points into the SCADA system during Phase 3 of the WTP
Improvements project.
Installation of the Interconnection Building, located on Water Street. The Interconnection Building will be a
predesigned prefabricated (i.e. factory built) above ground structure, including all necessary equipment,
appurtenances, utilities, services and connections. The building will be designed to house the piping, valves,
electrical and controls.
We will integrate the various status and real -time values from the Interconnection Building during
Phase 3 of the WTP Improvements project
Water Treatment Plant
Phased demolition of the existing WTP and construction and installation of a new WTP, located on Water
Street The WTP building structure will include: concrete foundation and tanks, flocculation basins, settling
basins, membrane filtration units, chemical systems, and required building utilities, electrical and controls
and necessary site improvements.
Phase 1 will involve removal of the existing Southern Settling Basin while maintaining operation of the
adjacent Northern Settling Basin. Construction will involve installation of the pipe gallery with
static mixers, flocculation & settling basins, and the electric room.
- O'Brien & Gere anticipates the design, fabrication, configuration, and testing of the
Pretreatment PLC -based control panel (PCS Cabinet 4) to be achieved during this phase. PCS
Cabinet 4 will monitor and control all preliminary settling status, locally, from this Cabinet.
Phase 2 will involve removal of the existing Northern Settling Basin after new plate settlers are placed in
operation. construction will involve installation of membrane equipment, standby generator,
electrical room & equipment, temporary facilities for personnel, chemical feed, and other
systems.
O'Brien & Gere will perform the SCADA development at our facility, while structure and
major equipment is being installed at the WTP. A mock -up system network will be created
to test some of the system functionality, allowing the City to view system performance prior
to full integration.
We will establish Ethernet network communications with Membrane equipment and
integrate the various systems into SCADA with the assistance of Membrane representatives
and Electrical Contractor.
O'Brien & Gere will design, fabricate, configure, and test the Main PLC -based control panel
(PCS Cabinet 5) prior to onsite delivery. Upon delivery and final installation, O'Brien & Gere
will assist with onsite startup and commissioning activities. A touch screen display will
allow for Operator interface and setpoint adjustments.
We will integrate the existing wireless sites (Coddington, Cornell, Maple Avenue, Cliff Park
and Oakwood Lane Tank Levels and Vinegar Hill PS) into SCADA.
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions D: \My Documents \Projects\_BD \Ithaca \CSI Serv1ces\Scope \1_CSI Proposal July 2013 flnal.doc
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013 ® 2012 O'Brien & Gere. All Rights Reserved.
Page 5
We will integrate the Intake Utility Building and Elm Street Pump Station systems into
SCADA.
City staff and O'Brien & Gere will test all systems integrated at the completion of Phase 2.
Phase 3 will involve the removal of remaining WTP structures (control room, chemical room, laboratory
and filters). Construction of the new WTP will consist of the installation of chemical feed rooms,
control room, laboratory, and mechanical rooms.
O'Brien & Gere will design, fabricate, configure, and test the Balance of Plant PLC -based
control panel (PCS Cabinet 6) at the WTP to interface with the existing Pump Control Panel
with SCADA. The PCS Cabinet will monitor all pumping systems and tank levels and provide
functionality for Operations staff at the WTP. A touch screen display will allow for Operator
interface and setpoint adjustments.
O'Brien & Gere will establish radio communications with PLC equipment and integrate all
other ancillary systems (chemical systems, generators, HVAC, pumps, tank level, etc.) into
the SCADA system.
City staff and O'Brien & Gere will test all systems integrated at the completion of Phase 3.
ASSUMPTIONS and CLARIFICATIONS
This proposal is based on the following Assumptions and Clarifications:
Material and fabrication costs for the six PLC -based control panels (PCS Cabinets) and the SCADA
hardware /software mentioned herein are included.
r In consideration of the uncertainties of equipment requirements, the purchasing responsibilities of
communications equipment (radios, related power supplies, antennas, antenna cable, surge arrestors,
connection hardware, etc.) and video surveillance equipment will be defined during the design workshops
and detailed design. Our budget currently does not include these costs. The supply and installation of this
equipment can be added to the Electrical Contracts if it's not already covered.
Field instruments, control devices, and control equipment mounted outside of the PCS Cabinets are included
in the Electrical Contracts.
Field installation /mounting and field wiring of PCS Cabinets is by others.
Mounting /installation, conduit and wire, wire labeling, field terminations by Electrical Contractor.
Radio site surveying costs are not included.
System -wide video surveillance and communication system design and equipment will be addressed as a
separate project. The existing radio network will not support video or voice. The extent of video surveillance
design will be local viewing and recording at the Intake Utility Building only.
Operational Commissioning (OC) will be conducted in conjunction with the overall project commissioning.
FEE
O'Brien & Gere proposes to complete the Control System Integration services for a not -to exceed fee of $
498,070.00. A detailed breakdown of the fees is shown in Attachment A.
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360' Engineering and Project Delivery Solutions D: \My Documents \Projects\BD \fthaca \CSI Services\Scope \S_CSI Proposal July 2013 final.doc
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013 ® 2012 O'Brien & Gere. All Rights Reserved.
Page 6
SCHEDULE
O'Brien & Gere will commence design upon written authorization from the City.
The following are anticipated key deliverable /milestone dates, assuming authorization early July 2013. These
dates are subject to change based on the overall construction schedule.
Notice to Proceed
July 22, 2013
Kick -off meeting
July 24, 2013
Design Workshop 1
July 30, 2013
Design Workshop 2
August 6, 2013
Intake Utility Building PCS Cabinet 1
Design start
July 31, 2013
FAT start
September 24, 2013
Delivery
October 8, 2013
Startup
November 4, 2013
Elm Street Pumping Station PCS Cabinet 2
October 1, 2015
Design start
July 31, 2013
FAT start
_
September 24, 2013
Delivery
Startup - - --
October 8, 2013
- - November 4, 2013 - - -- --
Giles Street Press Building PCS Cabinet 3
Design start
August 22, 2013
FAT start
October 17, 2013
Delivery
October 31, 2013
Startup
November 18, 2013
WTP Phase 1- Pretreatment PCS Cabinet 4
Design start
March 27, 2014
FAT start
May 12, 2014
Delivery
June 5, 2014
Startup
June 30, 2014
WTP Phase 2 - Main PCS Cabinet 5
Design start
January 5, 2015
FAT start
March 2, 2015
Delivery
March 30, 2015
Startup
April 27, 2015
WTP Phase 3 - Balance of Plant PCS Cabinet6_
Design start _
October 1, 2015
FAT start
November 9, 2015
Delivery
December 10, 2015
Startup
_
January 11, 2016
SCADA
Install and configure February 16, 2015
Test, startup and commission SCADA equipment May 8, 2015
333 West Washington Street, PO 4873, Syracuse, NY 13221 -4873 1 p 315 - 956 -6100 1 f 315 - 463 -7554 1 www.obg.com
360° Engineering and Project Delivery Solutions D: \My Documents \Projects`BD \Ithaca \CSI Services\Scope \3_CSI Proposal July 2013 final.doc
Mr. Erik Whitney, P.E., Assistant Superintendent
July 2, 2013
Page 7
® 2012 O'Brien & Gere. All Rights Reserved.
If you have any questions about this proposal or require additional information, please do not hesitate to contact
me.
Very truly yours,
O'BRIEN & GERE ENGINEERS, INC.
-7e. �-Ao
Richard E. Gell, P.E.
Senior Managing Engineer
cc: Mr. Robert C. Ganley, P.E. - O'Brien & Gere
Mr. Larry Gallagher - O'Brien & Gere
Mr. Scott Thompson - O'Brien & Gere
Mr. Miguel Euceda - O'Brien & Gere
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360° Engineering and Project Delivery Solutions D: \My Documents \Projects\_BD \Ithaca \CSI Services\Scope \S_CSI Proposal July 2013 final.doc
Board of Public Works
April 22, 2013
Acceptance of Proposal for Professional Enaineerina Services For Control
Systems Integration for The City of Ithaca Municipal Water Supply Project
By Commissioner Darling: Seconded by Commissioner Morache
WHEREAS, in the construction of its new Water Treatment Plant the City of Ithaca,
New York has need of qualified Control Systems Integrators (CSI) offering professional
engineering services for the design, coordination, fabrication, configuration,
implementation, testing, startup, and commissioning of a complete, integrated, uniform,
and fully operational Process Control Systems (PCS). A CSI is required in order to
effectively implement fully the design intent of the project functional system
requirements and instrumentation design currently under development, and
WHEREAS, the Ithaca Water Supply Project is broken out into four distinct design
packages, each with custom integration work. Staff considers the "Professional
Services" option as the best option for this project. The Professional Services option
maintains one single contract with total responsibility for the control and monitoring of
the distribution and treatment systems under all contracts. The project and the City of
Ithaca will benefit from this approach by maintaining consistency throughout the project,
allowing standardization of instrumentation equipment, control panels, Programmable
Logic Controller (PLC) cabinets, and the system integration for the systems, including
PLC, Operator Interface Terminal (OIT) and SCADA (supervisory control and data
acquisition) programming. This approach also will allow standardization of naming
conventions, tagging, alarming, screens, logging, colors, text, etc., and
WHEREAS, a CSI hired under a "Professional Services" contract separate from the
Prime Contracts gives the City of Ithaca total control of who provides the integration
services and the opportunity to take advantage of technology developments after
preparation of the contract documents. It is recognized that some additional work will
fall to City Staff in the management of the CSI and its coordination with other Contracts
and Contractors., and
WHEREAS, on December 17, 2012 the City of Ithaca advertised in a Request for
Proposal (RFP) for Professional Engineering Services For Control Systems Integration
for The City of Ithaca Municipal Water Supply for design, coordination, fabrication,
configuration, implementation, testing, startup, commissioning of a complete, integrated,
uniform, and fully operational PCS for:
1.
2.
3.
4.
5.
6.
and,
Intake Utility Building, located on Slaterville Road
Elm Street Pumping Station, located on Elm Street
Giles Street Press Building, located Giles Street
Interconnection Building, located on Water Street
Water Treatment Plant, located on Water Street
Repeater Station, located on Coddington Road
WHEREAS, The City received three proposals as of February 1, 2013, from the
following Professional Engineering Firms:
Robert P. Lee, PE
boblee(a.northpointusa.com
North Point Technology, LLC
530 Columbia Drive, Ste. 102
Johnson City, NY 13790
John Conway
iconway(aD-asgrp.com
Applied Sciences Group, Inc.
4455 Genesee Street, Ste. 103
Buffalo, NY 14225
Richard E. Gell, PE
Rick.Gell(a)obg.com
O'Brien & Gere Engineering
333 West Washington Street I P.O. Box 4873
Syracuse, NY 13221- 4873
and,
WHEREAS, DPW Water & Sewer Division Engineers and Water Treatment Plant Staff
met with two of the three proposing firms on February 14 and 20, 2013, for an in -depth
presentation, review, and discussion, and
WHEREAS, DPW Water & Sewer Division Engineers and Water Treatment Plant Staff
have thoroughly and diligently reviewed all three of the proposals received. Based on
their review, Staff recommends acceptance of the proposal from O'Brien & Gere, Mr.
Richard Gell, PE, 333 West Washington Street, Syracuse NY 13221 -4873, and
WHEREAS, it has been verified with the City Controller that funds for this purpose have
been reserved and are available under the existing Capital Project 510, now therefore
be it
RESOLVED, That the Assistant Superintendent of the City of Ithaca DPW Water &
Sewer Division be authorized to prepare a contract for professional services between
O'Brien & Gere and the City of Ithaca in the amount not to exceed $500,000, and be it
further
RESOLVED, That the Mayor of the City of Ithaca be authorized to accept the proposal
from O'Brien & Gere for Professional Engineering Services for Control Systems
Integration for The City of Ithaca Municipal Water Supply and execute a contract for
these professional services on behalf of the City of Ithaca upon completion of the City's
prescribed contract review process.
Carried Unanimously
ADDENDUM VII
To
CONTRACT FOR SERVICES MADE BY AND BETWEEN
THE CITY OF ITHACA
And
O'BRIEN & GERE ENGINEERS, INC.
For CITY OF ITHACA WATER SUPPLY PROJECT
Pursuant to a resolution adopted by the Board of Public Works, on April 22, 2013, the Contract
(including Addenda I,II, III, IV, V, VI and the Amendment to Addenda V) between the City of
Ithaca ( hereinafter, "City") and O'Brien & Gere Engineers, Inc (hereinafter, Contractor ",
originally dated December 9, 2005 (hereinafter, the "Contract "), is hereby amended as follows,
by agreement of the parties:
The Contractor hereby agrees to provide to the City certain services (beyond those
authorized by the original Contract and previously incorporated addenda thereto), which
services are more fully described and set forth in a letter- proposal from the Contractor
dated July 2, 2013, (a copy of which is appended hereto as Exhibit A and incorporated
herein by reference). The purpose of this Addendum is to authorize and provide
professional services for the Control System Integration of the Water Supply Project.
2. For the additional services described in Paragraph 1, above, the City agrees to pay the
Contractor, upon receipt of itemized invoices to be submitted by the Contractor on a
monthly basis, an amount not to exceed $498,070.
The Contractor has submitted anticipated Implementation Schedule dated July 2, 2013 for
the system integration services. The parties hereby agree that the activities listed on this
new schedule shall henceforth constitute the schedule for the work to be competed under
Addenda VII, with the understanding that both parties shall take the appropriate steps to
maintain this schedule. The new schedule is incorporated into Exhibit A.
4. In the event that the Contractor determines or has reason to expect that the cost or
schedule of the agreed -upon services will or likely may exceed the allowances provided
for herein, the Contractor shall inform the City (including the Superintendent of Public
Works) immediately and in writing (and in any case prior to actually incurring any such
additional cost, and before any of the work phases described herein actually fall
substantively behind schedule).
SIGNED:
CITY OF ITHACA
Print name/title-
Date:
O'BRIEN & GERE ENGINEERS, INC.
Lo
Print name /title:
Date:
APPROVED AS TO FORM:
Date,
City Attorney
Date:
City Controller
Date•
Chair, City Administration Committee
MIthaca -C. 1598\49288.Water- Supply- PrlAgree\ADDENDUM VII.doc
Attachment
7/2/2013 Page 1 of 3
Labor
Directs
Item No.
Description
Hrs
Rate
Subtotal
Units
Cost
Subtotal
1
Kick -off meeting
4
$ 125
$ 500
1a
Travel
4
$ 125
$ 500
16
Daily expenses
1
$ 75
$ 75
is
Project Management
4
$ 155
$ 620
2
Design Workshop 1
6
$ 125
$ 750
2a
Travel
4
$ 125
$ 500
2b
Daily expenses
1
$ 75
$ 75
2c
Project Management
4
$ 155
$ 620
3
Design Workshop 2
6
$ 125
$ 750
3a
Travel
4
$ 125
$ 500
3b
Daily expenses
1
$ 75
$ 75
3c
Project Management
4
$ 155
$ 620
4
Intake Utility Building PCS Cabinet 1
4a
PLC
1
$ 6,000
$ 6,000
4b
Orr
1
$ 3,500
$ 3,500
4c
UPS
1
$ 750
$ 750
4d
Ethernetswitch
1
$ 500
$ 500
4e
DC power supply
1
$ 350
$ 350
4f
Enclosure, subpanel, interior light and switch
1
$ 1,000
$ 1,000
4g
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
4h
Meetings
12
$ 125
$ 1,500
4i
Design
32
$ 105
$ 3,360
4"
CAD
40
$ 75
$ 3,000
4k
Fabrication
24
$ 65
$ 1,560
41
PLC programming
40
$ 105
$ 4,200
4m
OIT programming
40
$ 105
$ 4,200
4n
HFAT
24
$ 75
$ 1,800
4o
SCADA programming
80
$ 110
$ 8,800
4p
SFAT
40
$ 110
$ 4,400
4q
SAT
40
$ 4,200
4r
Startup
40
$ 4,200
4s
Travel
40
$ 4,200
4t
Daily expenses
L$155
13
$ 7S
$ 975
4u
Travel related expenses
10
$ 135
$ 1,350
4v
Project Management
60
$ 9,300
5
Elm Street Pumping Station PCS Cabinet 2
Sa
PLC
1
$ 6,000
$ 6,000
5b
OIT
1
$ 3,500
$ 3,500
Sc
UPS
1
$ 750
$ 750
5d
Ethernet switch
1
$ S00
$ 500
Se
DC power supply
1
$ 350
$ 350
Sf
Enclosure, subpanel, interior light and switch
1
$ 1,000
$ 1,000
Sg
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
Sh
Meetings
12
$ 125
$ 1,500
51
Design
32
$ 105
$ 3,360
5j
CAD
40
$ 75
$ 3,000
5k
Fabrication
24
$ 65
$ 1,560
51
PLC programming
40
$ 105
$ 4,200
5m
OIT programming
40
$ 105
$ 4,200
5n
HFAT
24
$ 75
$ 1,800
50
SCADA programming
80
$ 110
$ 8,800
5p
SFAT
40
$ 110
$ 4,400
5q
SAT
40
$ 105
$ 4,200
Sr
Startup
40
$ 105
$ 4,200
5s
Travel
40
$ 105
$ 4,200
St
Daily expenses
13
$ 75
$ 975
5u
Travel related expenses
10
$ 135
$ 1,350
5v
Project Management
60
$ 155
$ 9,300
6
Giles Street Press Building PCS Cabinet 3
6a
PLC
1
$ 6,000
$ 6,000
613
OIT
1
$ 3,500
$ 3,500
6c
UPS
1
$ 750
$ 750
6d
Ethernet switch
1
$ 500
$ 500
6e
DC power supply
1 1
$ 350
$ 350
6f
Enclosure, subpanel, interior lightand switch
1
$ 1,000
$ 1,000
6g
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
7/2/2013 Page 1 of 3
Attachment A
7/2/2013 Page 2 of 3
Labor
Directs
Item No.
Description
Hrs
Rate
Subtotal
Units
Cost
Subtotal
6h
Meetings
12
$ 125
$ 1,500
6i
Design
32
$ 105
$ 3,360
6j
CAD
40
$ 75
$ 3,000
6k
Fabrication
24
$ 65
$ 1,560
61
PLC programming
40
$ 105
$ 4,200
6m
OR programming
40
$ 105
$ 4,200
6n
HFAT
24
$ 75
$ 1,800
6o
SCADA programming
80
$ 110
$ 8,800
6p
SFAT
40
$ 110
$ 4,400
6q
SAT
40
$ 105
$ 4,200
6r
Startup
40
$ 105
$ 4,200
6s
Travel
40
$ 105
$ 4,200
6t
Dailyexpenses
13
$ 75
$ 975
6u
Travel related expenses
10
$ 135
$ 1,350
6v
Project Management
60
$ 155
$ 9,300
7
WTP Phase 1- Pretreatment PCS Cabinet 4
7a
PLC
1
$ 6,000
$ 6,000
7b
OIT
1
$ 3,500
$ 3,500
7c
UPS
1
$ 750
$ 750
7d
Ethernet switch
1
$ 500
$ 500
7e
DC power supply
1
$ 350
$ 350
7f
Enclosure, sub panel, interior light and switch
1
$ 1,000
$ 1,000
7g
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
7h
Meetings
12
$ 125
$ 1,500
7i
Design
32
$ 105
$ 3,360
7i
CAD
40
$ 75
$ 3,000
7k
Fabrication
24
$ 65
$ 1,560
71
PLC programming
40
$ 105
$ 4,200
7m
OIT programming
40
$ 105
$ 4,200
7n
HFAT
24
$ 75
$ 1,800
7o
SCADA programming
80
$ 110
$ 8,800
7p
SFAT
40
$ 110
$ 4,400
7q
SAT
40
$ 105
$ 4,200
7r
Startup
40
$ 105
$ 4,200
7s
Travel
40
$ 105
$ 4,200
7t
Daily expenses
13
$ 75
$ 975
7u
Travel related expenses
10
$ 135
$ 1,350
7v
Project Management
60
$ 155
$ 9,300
8
WTP Phase 2 - Main PCS Cabinet 5
8a
PLC
1 is
6,000
$ 6,000
8b
OIT
1
$ 3,500
$ 3,500
Sc
UPS
1
$ 750
$ 750
8d
Ethernet switch
1
$ 500
$ 500
Be
DC power supply
1
$ 350
$ 350
Sf
Enclosure, subpanel, interior light and switch
1
$ 1,000
$ 1,000
8g
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
8h
Meetings
12
$ 125
$ 1,500
8i
Design
32
$ 105
$ 3,360
8i
CAD
40
$ 75
$ 3,000
8k
Fabrication
24
$ 65
$ 1,560
81
PLC programming
40
$ 105
$ 4,200
8m
OR programming
40
$ 105
$ 4,200
an
HFAT
24
$ 75
$ 1,800
80
SCADA programming
80 1
$ 110
$ 8,800
8p
SFAT
40
$ 110
$ 4,400
8q
SAT
40
$ 105
$ 4,200
8r
Startup
40
$ 105
$ 4,200
as
Travel
40
$ 105
$ 4,200
at
Daily expenses
13
$ 75
$ 975
8u
Travel related expenses
10
$ 135
$ 1,350
8v
Project Management
60 1
$ 155
$ 9,300
9
WTP Phase 3 - Balance of Plant PCS Cabinet 6
9a
PLC
1
$ 6,000
$ 6,000
9b
OIT
1
$ 3,500
$ 3,500
9c
UPS
1
$ 750
$ 750
9d
Ethernetswitch
1
$ 500
$ 500
9e
DC power supply
1
$ 350
$ 350
7/2/2013 Page 2 of 3
Attachment A
Labor total= $ 352,940 Directs total = $ 145,130
Project total = $ 498,070
ASSUMPTIONS and CLARIFICATIONS:
A Material and fabrication costs for the six PLC -based control panels (PCS Cabinets) and the SCADA hardware /software mentioned herein are included.
B In consideration of the uncertainties of equipment requirements, the purchasing responsibilities of communications equipment (radios, related power supplies,
antennas, antenna cable, surge arrestors, connection hardware, etc.) and video surveillance equipment will be defined during the design workshops and
detailed design. Our budget currently does not include these costs. The supply and installation of this equipment can be added to the Electrical Contracts if it's
not already covered.
C Field instruments, control devices, and control equipment mounted outside of the PCS Cabinets are included in the Electrical Contracts.
D Field installation /mounting and field wiring of PCS Cabinets is by others.
E Mounting/installation, conduit and wire, wire labeling, field terminations by Electrical Contractor.
F Radio site surveying costs are not included.
G System -wide video surveillance and communication system design and equipment will be addressed as a separate project. The existing radio network will not
support video or voice. The extent of video surveillance design will be local viewing and recording at the Intake Utility Building only.
H Operational Commissioning (CC) will be conducted in conjunction with the overall project commissioning.
7/2/2013 Page 3 of 3
Labor
Directs
Rem No.
Description
Hrs
Rate
Subtotal
Units
cost
subtotal
9f
Enclosure, subpanel, interior light and switch
1
$ 1,000
$ 1,000
99
Misc (wire, terminals, connectors, labels, NPs, etc.)
1
$ 800
$ 800
9h
Meetings
12
$ 125
$ 1,500
9i
Design
32
$ 105
$ 3,350
9J
CAD
40
$ 75
$ 3,000
9k
Fabrication
24
$ 65
$ 1,560
91
PLC programming
40
$ 105
$ 4,200
9m
OR programming
40
$ 105
$ 4,200
9n
HFAT
24
$ 75
$ 1,800
90
SCADA programming
80
$ 110
$ 8,800
9p
SFAT
40
$ 110
$ 4,400
911
SAT
40
$ 105
$ 4,200
9r
Startup
40
$ 105
$ 4,200
9s
Travel
40
$ 105
$ 4,200
9t
Daily expenses
13
$ 75
$ 975
9u
Travel related expenses
10
$ 135
$ 1,350
9v
Project Management
60
$ 155
$ 9,300
10
SCADA
10a
Hardware
1
$ 8,000
$ 8,000
lob
Software, licenses
1
$ 35,000
$ 35,000
loc
Hardware configuration
16
$ 110
$ 1,760
$ -
10d
Software install and configuration
40
$ 110
$ 4,400
l0e
Networking, communications
16
$ 110
$ 1,760
lof
Set up, placement
16 1
$ 110
$ 1,760
10g
Project Management
24
$ 155
$ 3,720
11
Miscellaneous
lla
PLC programming software
1
$ 5,000
$ 5,000
lib
PLC programming terminal (laptop computer)
1
$ 750
$ 750
llc
OR programming software
1
$ 750
$ 750
lld
laptop cables, connectors, accessories
1
$ 300
$ 300
lle
Remote access equipment and service for 1 -year
4
$ 105
$ 420
1
$ 2,000
$ 2,000
llf
Warranty service (via remote access)
40
$ 105
$ 4,200
5
$ 75
$ 375
12
Training
$ _
12a
Operator training
40
$
1
$ 150
$ 150
12b
O &M Manuals
32
$
6
$ 75
$ 450
12c
Travel
20
$
12d
Daily expenses
S
$ 75
$ 375
12e I
Travel related expenses
3
$ 135
$ 405
12f
Project Management
8
$ 155
$ 1,240
Labor total= $ 352,940 Directs total = $ 145,130
Project total = $ 498,070
ASSUMPTIONS and CLARIFICATIONS:
A Material and fabrication costs for the six PLC -based control panels (PCS Cabinets) and the SCADA hardware /software mentioned herein are included.
B In consideration of the uncertainties of equipment requirements, the purchasing responsibilities of communications equipment (radios, related power supplies,
antennas, antenna cable, surge arrestors, connection hardware, etc.) and video surveillance equipment will be defined during the design workshops and
detailed design. Our budget currently does not include these costs. The supply and installation of this equipment can be added to the Electrical Contracts if it's
not already covered.
C Field instruments, control devices, and control equipment mounted outside of the PCS Cabinets are included in the Electrical Contracts.
D Field installation /mounting and field wiring of PCS Cabinets is by others.
E Mounting/installation, conduit and wire, wire labeling, field terminations by Electrical Contractor.
F Radio site surveying costs are not included.
G System -wide video surveillance and communication system design and equipment will be addressed as a separate project. The existing radio network will not
support video or voice. The extent of video surveillance design will be local viewing and recording at the Intake Utility Building only.
H Operational Commissioning (CC) will be conducted in conjunction with the overall project commissioning.
7/2/2013 Page 3 of 3