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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. Page 4 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 __________________. Page 6 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. Page 8 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. Page 9 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. Page 10 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 Page 11 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. Page 12 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.