HomeMy WebLinkAbout04-14-10 Board of Public Works Meeting Agenda BOARD OF PUBLIC WORKS
OFFICIAL NOTICE OF REGULAR MEETING
A meeting of the Board of Public Works will be held on Wednesday, April 14, 2010, at
4:45 p.m. in Common Council Chambers - Third Floor, City Hall, 108 East Green
Street, Ithaca, New York.
Other Meetings or Trips:
• Monday, April 12, 2010, 7:30 p.m., Common Council Chambers – Special
Meeting: Ithaca Commons Preliminary Design Presentation
• Friday, April 16, 2010 – Site visit to Montour Falls Sediment Management
Facility, 12:00 – 2:00 p.m.
Agenda
1. Pledge of Allegiance
2. Approval of Minutes:
2.1 February 3, 2010, Board of Public Works Committee of the Whole Meeting
Minutes – Resolution
2.2 February 17, 2010, Board of Public Works Committee of the Whole Meeting
Minutes – Resolution
2.3 March 10, 2010, Board of Public Works Voting Meeting Minutes – Resolution
2.4 March 17, 2010, Board of Public Works Committee of the Whole Meeting
Minutes – Resolution
3. Additions or Deletions to Agenda
4. Mayor’s Communications
5. Communications and hearings from persons before the Board
6. Response to Public
7. Buildings, Properties, Refuse, and Transit
7.1 Award of Contract for Professional Services for Design of Back-up Generators –
Resolution
7.2 Award of Contract for Command Unit Storage Building for the Police Dept. –
Resolution
7.3 Renovation of Alex Haley Pool Bath House – Report at the meeting by Mike
Thomas from GIAC
8. Highways, Streets, and Sidewalks
8.1 Award of Bid for a New Asphalt Recycler – Resolution
8.2 Protest of Sidewalk Snow Removal Bill for 704-06 North Cayuga Street –
Resolution
Page 2
8.3 Protest of Sidewalk Snow Removal Bill for 708 North Cayuga Street – Resolution
8.4 Protest of Sidewalk Snow Removal Bill for 348-50 Elmira Road – Resolution
9. Parking and Traffic
10. Creeks, Bridges, and Parks
10.1 Southern Tributaries to Cayuga Lake Dredging Project – Update
11. Water and Sewer
11.1 Appeal of Water Service Repair Invoice for 525 West Buffalo Street – Resolution
11.2 Award of Professional Services for Potable Water Tank Rehabilitation Project -
Resolution
12. Administration and Communications
12.1 Adoption of New Meeting Schedule – Resolution at meeting after discussion
13. Reports
Council Liaison
Superintendent and Staff
Ray Benjamin’s Report
Erik Whitney’s Report
Other Department Heads
14. 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 274-6570 at least 48 hours before the
meeting.
Page 3
7.1 Award of Contract for Professional Services for Design of Back-up
Generators – Resolution
WHEREAS, three (3) proposals were received on March 3, 2010 for professional
services for design of back-up electric generator systems for Department of Public
Works, Streets and Facilities building located at 245 Pier Road; Ithaca Fire Department,
Fire Station No. 6 located at 1240 Trumansburg Road and Ithaca City Hall.
WHEREAS, staff has reviewed the proposals received, and
WHEREAS, staff recommends award of contract based upon experience and fee, now
therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract
for Professional Services for Design of Back-up Generators to Taitem Engineering, PC,
110 South Albany Street, Ithaca, NY for their not-to-exceed fee for services of
$29,612.00, with funds derived from Capital Projects #471 and #737.
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To: Board of Public Works
From: Tom West
Date: March 15, 2010
Re: Generator Projects - Award of Design Contract
I recommend award of contract for professional services for City generator projects,
Capital Projects 471 and 737, to Taitem Engineering, PC of Ithaca, NY for a not-to-
exceed fee of $29,612.00.
___________________________________________________________________
On March 3, 2010 the Office of City Engineer received proposals for professional
services for several generator projects.
The Streets & Facilities building requires a back-up generator to provide continuous
power to operate the facility in the event of loss of power. The project scope includes
scoping, schematic design, preliminary design, construction documents and contract
administration.
The West Hill Fire Station requires replacement of an existing generator. The project
scope also includes scoping, schematic design, preliminary design, construction
documents and contract administration.
The City Hall generator project entails scoping and schematic design services for
installation of a back-up generator. This portion of the contract may be extended to
include preliminary design, construction documents and contract administration pending
available funding and feasibility.
Four firms were invited to submit proposals, three firms replied. Following is a
summary of the proposals:
Firm
Fee for
Services
Reimbursible
Estimate Total Fee
Taitem Engineering $29,360 $252 $29,612
C&S Companies $38,965 $525 $39,490
LaBella, PC $39,000 $1,905 $40,905
TetraTech Architects & Engineers na na na
Page 5
7.2 Award of Contract for Command Unit Storage Building for the Police Dept.
– Resolution
WHEREAS, the City received bids for the Ithaca Police Department’s Comman Unit
Storage Building, and
WHEREAS, staff has reviewed the five bids, now therefore be it
RESOLVED, That the Board of Public Works awards the bid to Secor Building
Solutions for their combined low bid of $111,938.19 for the base bid and alternates 1, 4,
and 6, with the funds derived from __________________.
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8.1 Award of Bid for One (1) New or Used Portable Asphalt Recycling Machine
– Resolution
WHEREAS, bids were received on March 30, 2010 for one new or used Portable
Asphalt Recycling Machine, and
WHEREAS, staff as reviewed the bids submitted and
WHEREAS, the lowest bid of $129,500 for a used machine did not meet the written
specifications, and
WHEREAS, staff has performed a through inspection of the second lowest bid
machine, and has determined that this used Asphalt Recycler, with 93.4 hours of
operation, will perform as well as a new machine that costs $36,400 more, now
therefore be it
RESOLVED, That the Board of Public Works awards the bid of the used Portable
Asphalt Recycling Machine to Zielinski’s Asphalt Inc; 4989 State Route 12B, Oriskany
Falls, NY 13425 for their total low conforming bid of $130,000, and be it further
RESOLVED, That the Acting Assistant Superintendent of Public Works is hereby
authorized to enter into a contract with Zielinski’s Asphalt Inc. for the purchase of the
used Portable Asphalt Recycling Machine.
Page 7
CITY OF ITHACA
245 Pier Road, Ithaca, New York 14850-3246
DEPARTMENT OF PUBLIC WORKS – STREETS & FACILITIES DIVISION
Telephone: 607/272-1718 Fax: 607/272-4374
MEMORANDUM
TO: Board of Public Works
FROM: Don Parker, Motor Equipment Maintenance Supervisor
DATE: April 8, 2010
RE: Portable Asphalt Recycling Machine Bid
Bids were received on March 30, 2010, for three asphalt recycling machines, two
used and one new. Stephenson Equipment, Inc. was the lowest bidder with a used
machine for $129,500. However, the specification clearly stated that a used machine
may not have more than 200 hours of operation. The used machine that Stephenson
Equipment bid has 256 hours of operation. Stephenson Equipment also bid a new
asphalt recycling machine for $166,400.
The second lowest bidder, Zielinski’s Asphalt, Inc., bid a used machine for
$130,000 with 93.4 hours of operation. Upon inspection, it was found to be in excellent
condition and to operate very well. This is the machine that is recommended for
purchase.
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8.2 Protest of Sidewalk Snow Removal Bill for 704-06 North Cayuga Street –
Resolution
WHEREAS, the Board of Public Works has received an appeal of invoice #11841 for
sidewalk snow removal at 704-06 North Cayuga Street, and
WHEREAS, the Board has reviewed photos and other information provided by city staff
and the owner of the property, and
WHEREAS, the Board feels that appropriate process was followed by the property
owner to keep the sidewalks safe and accessible for pedestrians, now, therefore, be it
RESOLVED, That the Board approves the request to expunge the bill for sidewalk
snow removal for 704-06 North Cayuga Street.
8.3 Protest of Sidewalk Snow Removal Bill for 708 North Cayuga Street –
Resolution
WHEREAS, the Board of Public Works has received an appeal of invoice #11842 for
sidewalk snow removal at 708 North Cayuga Street, and
WHEREAS, the Board has reviewed photos and other information provided by city staff
and the owner of the property, and
WHEREAS, the Board feels that appropriate process was not followed to keep the
sidewalks adequately safe and accessible for pedestrians, now therefore be it
RESOLVED, That the Board denies the appeal for snow removal, and be it further
RESOLVED, That the Board directs staff to notify the owner of this resolution and give
the owner two weeks from the date of notification in order to pay the fees before
penalties are accrued.
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8.4 Protest of Sidewalk Snow Removal Bill for 348-50 Elmira Road – Resolution
WHEREAS, the Board of Public Works has received an appeal of invoice #11784 for
sidewalk snow removal at 348-50 Elmira Road, and
WHEREAS, the Board has reviewed photos and other information provided by city staff
and the owner of the property, and
WHEREAS, the Board feels that appropriate process was not followed to keep the
sidewalks adequately safe and accessible for pedestrians, now, therefore, be it
RESOLVED, That the Board denies the appeal for snow removal, and be it further
RESOLVED, That the Board directs staff to notify the owner of this resolution and give
the owner two weeks from the date of notification in order to pay the fees before
penalties are accrued.
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10.1 Southern Tributaries to Cayuga Lake Dredging Project – Update
April 7, 2010 Regular Common Council Meeting
Dredging Process for Sediment Management - Resolution
By Alderperson Dotson: Seconded by Alderperson Coles
WHEREAS, both Common Council and the Board of Public Works received and reviewed
the draft Site Reconnaissance Report, Southern Tributaries to Cayuga Lake Dredging
Project, dated February 2010, in which several potential sites are evaluated for the
construction of a sediment management facility, and
WHEREAS, members of both bodies attended a joint special meeting on February 24,
2010 at which city staff and consultants from Ecologic and ERM presented the report and
answered questions, and
WHEREAS, members of both bodies understand that the dredging project as a whole is a
very large project in which multiple agencies at various governmental levels are involved
and that the selection of a preferred site by the City, with consideration of various issues
including land use impacts, is the next step needed to progress the project, and
WHEREAS, Common Council and the Board of Public Works held a joint special meeting
on March 31, 2010 to discuss a process to select a preferred site on which to locate a
sediment management facility, and
WHEREAS, members of both bodies agreed by consensus that time is of the essence and
the selection should be a joint process (as described in this resolution), now therefore be it
RESOLVED, That the site selection for the Southern Tributaries to Cayuga Lake Dredging
Project be carried out as follows:
• The Board of Public Works will undertake the task of recommending a preferred
site, and
• During this process the Board of Public Works will regularly communicate their
progress with Common Council through the Planning and Economic Development
Committee, and
• The Board of Public Works will recommend a site to Common Council for Council’s
final selection.
Carried Unanimously
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11.1 Appeal of Water Service Repair for 525 West Buffalo Street – Resolution
WHEREAS, on Monday, October 19, 2009, City Water & Sewer personnel located a
suspected water main leak surfacing in Buffalo Street. The water leak was excavated
on Tuesday, October 20, 2009, and was found to be a leaking water service for 525
West Buffalo Street, and
WHEREAS, because of the badly deteriorated condition of the leaking steel water
service, repair was not feasible and the entire water service from the water main to the
curb was replaced, and
WHEREAS, in accordance with City Code Chapter 384 W ater and Sewers, Article II,
§348-17 F, a bill was prepared and sent to the property owner on December 31, 2009,
and
WHEREAS, upon review of the bill at the request of the owner, it was noted that the
usual cold patch asphalt “Stock It” had not been used since Streets & Facilities was
available and made the final hot asphalt surface fix. The Working Supervisor recorded
the hot mix as cold mix and $153.00 was incorrectly billed as a result, and
WHEREAS, 3-CY (5.4-T) of topsoil was billed based on estimates for final spring site
restoration of the area around the new curb box set in the tree lawn. The Working
Supervisor recorded the estimated topsoil, as is customary, and $105.30 was billed to
cover the spring replacement of 3-CY topsoil, and
WHEREAS, the property owner has requested that the topsoil not be placed or billed,
now therefore be it
RESOLVED, That the charges for both the “Stock It” (cold mix asphalt) and the topsoil
be removed from the bill, reducing the bill by a total of $258.30, making the total due on
invoice #11552 the current sum of $1,232.61.
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11.2 Award of Bid for Potable Water Tank Rehabilitation Project - Resolution
WHEREAS, it is necessary and desirable to repaint, make structural improvements,
replace cathodic protection components, and meet New York State Department of
Health regulations at the Maple Avenue, Oakwood Lane, and Cornell Street Water
Tanks, and
WHEREAS, the Water and Sewer Division has received written proposals from five (5)
professional engineering firms for a potable water tank interior and exterior
improvement project; and
WHEREAS, the evaluation of the proposals was based on qualification, references,
general experience, and cost, now therefore be it
RESOLVED, That the Board of Public Works hereby awards the project for Potable
Water Tank Rehabilitation to TG Miller P.C., for their combined proposal of $34,000
plus a not-to-exceed sum of $1,500 for reimbursable expenses, as recommended by
staff, and be it further
RESOLVED, That the Assistant Superintendent of Public Works is hereby authorized
to enter into a contract with TG Miller P.C. for professional services, with funds derived
from Capital Project #513.