HomeMy WebLinkAbout03-26-03 Budget & Administration Committee Meeting Agenda BUDGET AND ADMINISTRATION COMMITTEE
MARCH 26, 2003
7:00 P.M.
COMMON COUNCIL CHAMBERS
AGENDA
Statements from the Public
Amendments to Tonight' s Agenda
Police Department
r
1 . Request to Establish Fees for "On-line" Criminal History
Inquiries and Fingerprinting - Discussion/Possible Resolution
(15 min. )
City Attorney
1 . Request to Amend 2003 Authorized Budget -
Discussion/Possible Resolution (10-15 min. )
CglR7equest nning Department
to Amend Capital Project #463 Cayuga-Clinton
rsection Improvements - Resolution (10 min. )
Request to Amend Capital Project #445 Cass Park Waterfront
Trail to Include the Cayuga Waterfront Trail (Phase II)
Project - Resolution (15 min. )
Alternative Parking Funding - Discussion (15 min. )
. I URA
1 . Request Standardization on Playground Equipment -
Resolution (10 min. )
E. GIAC
10 Request for Funds for Alex Haley Pool Repairs - Possible
Resolution (10 min. )
F. Common Council
Alp.equest to Amend Capital Project #372 to Include
Installation of Security Camera System -
Discussion/Possible Resolution (15 min. )
BUDGET AND ADMINISTRATION COMMITTEE MARCH 26, 2003
PAGE 2
G� Controller
(0 Approval of 2001 Single Audit Report - Possible Resolution
(15 min. )
.Capital Project Process for 2004 - Discussion (15 min. )
4V 2003 Retirement Cost Update - Report (5 min. )
JIC�-Reports
Mayor' s Report
(�uncil Members' Announcements
3. Next Month' s Meeting: April 30, 2003
RESOLUTION
WHEREAS, Eight Thousand Dollars ($8,000.00) was added to the salary line in the City
Attorney's Office budget for 2003 for compensation to the City Attorney for assuming duties
formerly assigned to the City Prosecutor; and
WHEREAS, the City Attorney's Office is requesting that the Eight Thousand Dollars
($8,000.00) be transferred from the salary line into other budget lines including Contractual
Services, Staff Development, Office Equipment and Office Expense;be it hereby and it is
RESOLVED, that Four Thousand Dollars ($4,000.00) be transferred from A-1420-5105
(Salary) to line A-1420-5435 (Contractual Services), and One Thousand Five Hundred Dollars
($1,500.00)be transferred from A-1420-5105 (Salary) to line A-1420-5440 (Staff Development),
and Five Hundred Dollars ($500.00) be transferred from A-1420-5105 (Salary) to A-1420-5210
(Office Equipment), and Two Thousand Dollars ($2,000.00) be transferred from A-1420-5105
(Salary)to A-1420-5425 (Office Expense).
KAResolutions\City Attorneys Office Budget.doc
t -
1�vo, b CITY OF ITHACA
C+3 % 108 East Green Street Ithaca, New York 14850-5690
q a
OFFICE OF THE CITY.TTO%NEY
Notma W Schwab. City Attorney Telephone: 60'2-4-6504
�ROTb� Patricia Dunn,Assistant City Attornev Fax: 60- 2-4-650-
Khandikiie M. Sokoni.Associate Attornev
MEMORANDUM
To: Budget and Administration Committee
From: Norma W. Schwab, City Attorney
Date: March 14, 2003
Subject: City Attorney's Office Budget
As you will well remember,as a result of the 2003 budget process the City Attorney's office
in effect took over a portion of the City Prosecutor's office duties and functions.Former Deputy City
Prosecutor, Robert Sarachan is now an Assistant City Attorney, under the auspices of the City
Attorney's office. Also as a result of that process, Common Council authorized an eight thousand
dollars($8,000.00)increase in the City Attorney's salary based.on the understanding that I would be
assuming the title of City Prosecutor, as well as City Attorney, and the eight thousand dollars
($8,000.00)was to be additional compensation in recognition of the additional duties of taking on a
new title and part of the operations of what was the former City Prosecutor's office. (The remainder
of the operations to be transferred to the Tompkins County District Attorney.)
I am uncomfortable taking an increase in a year when my fellow department heads are receiving
no increase. I have discussed this matter at length with the Mayor and Human Resources Director
Schelley Michell Nunn. Although the increase in duties related to planning for, and taking over,
some of the City Prosecutor's office functions have been substantial, I am well aware that other
department heads,due to reductions in staff and other changes,have taken on added responsibilities
as well.
However,there have been and will continue to be increased costs associated with taking over the
City Prosecutor's Office that I was not able to ascertain in the short amount of time I was given to
attempt to provide you with numbers in late October,and early November 2002. Therefore,I would
like to request that the eight thousand dollars($8,000.00)that was earmarked for an increase in my
salary be applied to various expense lines in the City Attorney's office budget, as follows:
KAnorrnaNemosNEMORANDUM B&A Committee.doc 1
":fin Equal Opportunity Employer with a commitment to workforce diversification." ��
1) CONTRACTUAL SERVICES–(LINE 5435)—This is the line that includes our legal and
office intern expenses. The 2002 budget for such services was eight thousand six hundred
eighty three dollars ($8,683.00). That amount was reduced to three thousand five hundred
dollars($3,500.00)for the 2003 budget year. Due to my office taking over duties previously
assigned to the office of City Prosecutor, it would be extremely helpful to me to have the
ability to hire additional legal interns to do more of the research and related duties to relieve
me and the other attomey's in my office some of these tasks. In addition,the now Assistant
City Attorney, Robert Sarachan who is handling the majority of the city's prosecution
matters says that he would find it very helpful to have intern help as well. Therefore,I am
requesting that four thousand dollars($4,000.00)be transferred from the Salary line(5105)
to the Contractual Services line (5435).
2) STAFF DEVELOPMENT- (LINE 5440)—Our budget currently has thirteen hundred
dollars($1,300.00)in this budget line. That amount is actually an increase of three hundred
dollars ($300.00), over the one thousand dollars ($1,000.00)budgeted for the 2002 budget
year. The additional three hundred dollars ($300.00) was recognition of the biennial
registration fee for attorneys customarily paid by the city (for the addition of Robert
Sarachan to the City Attorney's office.) However, there was no increase in line 5440 to
reflect the fact that we now have four attorneys,and one legal assistant(who functions as the
equivalent of a paralegal) who need continuing legal education, as a requirement for
licensure and to enhance their performance on the job, and therefore their value to the city.
Therefore, I am asking that an additional one thousand five hundred dollars($1,500.00)be
transferred from the Salary line (5105)to the Staff Development line (5440).
3) OFFICE EQUIPMENT – (LINE 5210}—The amount allocated in 2003 to office
equipment in the City Attorney's 2003 budget was zero (0). Because we now have an
attorney who operates outside of the City Attorney's office in City Hall (in the Ithaca City
Court Building),we have already had to purchase a fax machine for his office and anticipate
that other expenses may be incurred as well, and therefore request that the amount of five
hundred dollars($500.00)be transferred from the Salary line(5105)to the Office Equipment
line (5210).
4) OFFICE EXPENSE –(LINE 5425)---The City Attorney's office expense line was
decreased by three hundred and ten dollars ($310.00) for the 2003 budget, even though a
fourth attorney in a separate office was added and a part-time clerical position was added.
The addition of these two positions to the City Attorney's office requires additional
purchases such as the fax machine mentioned above,filing cabinet,transcribe and recorder
for the part-time clerk, and additional supply of such items as business cards, envelopes,
letterhead, litigation backers, file folders, and all other general office supplies, as well as
additional postage expenses. I am therefore requesting the amount of two thousand dollars
($2,000.00)be transferred from the Salary line (5105) to the Office Expense line(5425).
K:\,norma\Memos\ME1M0RANDUM B&A Committee.doc 2
J �
The noted transfers requested above total eight thousand dollars ($8,000.00) allocated as
compensation to the City Attorney. Although I understand these are tight budget times for the
City of Ithaca, the fact that the amount of eight thousand dollars ($8,000.00)has already been
approved for the City Attorney's office, and the fact that I anticipate there will be additional
expenses even above and beyond what I can contemplate now,justifies my request for transfer of
funds.
NS/le
CC: Alan Cohen, Mayor
Schelley Michell-Nunn,Director of Human Resources
KAnorm\Memos\MEMORANDUM B&A Committee.doc 3
City of Ithaca
2003 Budget Impacts
3/26/2003
August Actual Current Estimated Estimated
Retirement: Projected Used Budget New Projection New Cost Added Cost
Regular Retirement 4.1% 7.1% $ 775,683 11% $ 1,201,762 $ 426,079
Police and Fire 4.7% 8.6% $ 602,857 15% $ 1,051,495 $ 448,638
Reserves available $ 200,000 $ 200,000 $ - $ (200,000)
Totals $ 901,672 $ 1,442,467 $ 2,253,257 $ 810,790
Totals with Reserves 1,101,672 r$-1,6-4 2—,4-6—7
Key Dow Number 8053 Set at 11%and 15%
Regular Retirement 237 for every 237 point change from 8053 rates will change 1%
Police and Fire Ret 141 for every 141 point change from 8053 rates will change 1%
Current Dow 8229
Difference from 8053 -176
current additional% -0.74% Regular ret 10.26% $ 1,120,631
current additional% -1.25% Police and Fire 13.75% $ 963,994
Totals $ 1,642,467 $ 2,084,625 $ 442,158
2004
est payment
Other Items:
State Aid
Left as is in current Governor's Budget unless changes are made
Fuel Prices
Continue to increase will have negative impact on our Budget for 2003
Snow Removal
Current cold and snowy winter will have negative impact on our budget
Total 2003 Budget $ 257,843
Expended $ 118,021
Available $ 139,822
%expended 46%
Salt Budget $ 65,000
Expended $ 48,231
Available $ 16,769
%expended 74%
OT Budget $ 22,000
Expended $ 15,633
Available $ 6,367
%expended 71%
Interest Rates
Short term seem to be staying low,but if start to increase will impact us
h
CITY OF ITHACA--UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT SUMMARY 2003
A1990
UNRESTRICTED
CONTINGENCY
BALANCE UNRESTRICTED CONTINGENCY 3/26/03 $90,00Q.QQ
RESTRICTED
CONTINGENCY
Salary Increase for Management near retirement Council $5,000.00
Funds for Clerks Office Stipends for new records positions Council $1,375.00
Funds for layoffs related to 2003 Budget to 2/1/03 Council $34,569.00
Council $0.00
Council $0.00
Council $0.00
Council $0.00
Work Environment Task Force Po100900 A1430-5700 Council $22,400.00
BALANCE RESTRICTED CONTINGENCY 3/26/03 $63,344,QQ
BALANCE UNRESTRICTED/RESTRICTED CONTINGENCY 3/26/03 $153.344.00
April COUNCIL PROPOSED RESOLUTIONS:
Alex Haley Pool repairs $3,439.00
$0.00
_ $0.00
$0.00
$0.00
$0.00
$0.00
0.00
$3.439•x•
Balance Unrestricted Contingency after April Proposed Resolutions $86.561.00
CITY OF ITHACA--UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT ACTIVITY 2003 3/26/2003
COUNCIL TYPE OF CONTINGENCY ACCOUNT
MONTH AMOUNT CONTINGENCY TITLE DESCRIPTION TRANSFERRED TO
Jan-03 No Activity
Feb-03 No Activity
Mar-03 No Activity
Apr-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
May-03 $0.00 UNRESTRICTED
$0.00
$0.00
Jun-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
Jul-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 RESTRICTED
$0.00
$0.00
Aug-03 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00
$0.00
$0.00
$0.00
Sep-03 $0.00
Oct-03 $0.00
Nov-03 $0.00 UNRESTRICTED
$0.00 RESTRICTED Council
$0.00 RESTRICTED
$0.00 RESTRICTED Council
$0.00
$0.00
i
Dec-03 $0.00 RESTRICTED Council
$0.00 RESTRICTED Council
$0.00
SUMMARY AMOUNT
UNRESTRICTED CONTINGENCY $0.00
RESTRICTED CONTINGENCY $0.00
__� TOTAL
I CITY OF ITHACA POLICE DEPARTMENT
V; 120 East Clinton Street P.O. Box 6557 Ithaca, New York 14851-6557
0- ° LAUREN E. SIGNER,ACTING CHIEF OF POLICE DAVID P. BARNES, DEPUTY CHIEF OF POLICE
......� Police Dispatcher: 607/272-3245 7
----� —`
Police Administration/Records: 607/272-9973
rI VI AR 1 8 2003
M-E-M-O-R-A-N-D-U-M
TO: B&A Committee Members DATE: March 17,2003
FROM: Deputy Chief David P.Barnes Ao�
RE: Establishment of a fee structure
The City needs to determine a fee structure for the following services described below:
1) In the very near future we will begin doing computerized"on-line"limited criminal history inquiries for
applicants with the Ithaca Housing Authority. The IHA estimates that they will be asking us to do 40 to 60
inquiries per month. In addition to performing the inquiry we must keep detailed records on the transactions. I
propose charging the IHA a fee of$10 per inquiry. That amount is the same amount charged by the Cortland
Police Dept.to the CHA,the Norwich Police Dept. charges$5 per inquiry to the NHA.
2) A limited number of the IHA applicants will need to be fingerprinted if a positive criminal history response is
received. I am proposing a$10 fee for providing this service,this is the same as that charged in Cortland,and
$2 more than is charged in Norwich.
Additionally I would like to institute a$10 per person fingerprinting fee for people we fingerprint for other
purposes. We get many requests for this service which at this time is done for free. We routinely fingerprint
people for such things as admittance to the bar(for law students)in their home state; licensing for such things as
the Stock Exchange,liquor licenses,etc. We usually provide this service on Wednesdays during the daytime
and last week one Investigator was tied up most of the day and he estimated he processed 15-20 people.
I spoke with other law enforcement agencies in the area about their procedures. Trumansburg,Groton and
Cayuga Heights have little demand for this and they do it for free. Dryden has little demand,they do it for
village residents for free,otherwise they have a$5 per card fee. The State Police has little demand and they
also do it for free. The Tompkins Co. Sheriffs Dept.has a moderate demand for the service and they have a$7
per card fee. My proposal is for a flat fee of$10 and not a per card fee(people usually have 3 cards or less).
I will be at the meeting on 3/26 to answer any questions that you may have. Brenda Westfall from the IHA will
be there as well.
An Equal Opportunity Employer with a commitment to workforce diversification." ��!
FROM NORWICH CITY POLICE DEPT. FAX NO. 607 334 1217 May. 23 2002 03:25PM PS
February 4,2002
Ms Judy Wingate-Wade
Executive Director
Norwich Housing Authority
Norwich,New York 13815
Judy,
Attached are the January 2002 lists of persons either fingerprinted or the subject of
background record inquiry completed by members of the Norwich police Department.
29 Record inquiries @ 5.00= 145.00
8 Fingerprinted @ 9.00— 64.00
Total S209.00
Check should be made payable to the"City of Norwich,NY"and sent to
One City Plaza
Norwich,NY 13815
On the printout page marked"Signal-Aided other";this signifies a person fingerprinted.
On the page marked"Signal—Record Check";this signifies a computer check was
completed. If your needs require the name of the subject,this is possible.
Respectfully,
JOSGO ino
Chief of Police
DEPARTMENT OF POLICE
CITY HALL 25 COURT STREET
CORTLAND NY 13045
JAMES C. NICHOLS TELEPHONE: (607) 753-3001
CHIEF OF POLICE DEPT. FAX: (607) 758-3658 FRED L. WHITSETT
(607) 758-8302 RECORDS FAX: (607) 758-8399 oEPUN c(607)75 POLICE 300
February 28, 2003
Glenn M. Goldwyn
Executive Director
Cortland Housing Authority
42 Church Street
Cortland NY 13045
Re: Criminal History Inquiries
Dear Mr. Goldwyn:
As you know we have been providing the above service for the past eight months. I believer our
response to your need has been beneficial and we would like to continue this service. However,
I have been directed to review all revenue-producing programs and make appropriate
adjustments to reflect the cost of such services. Effective March 1, 2003 the cost of providing
the Type 2 NYSPIN check will be$10.00 and the cost for fingerprinting will remain at$10.00.
If this change is not acceptable and it is necessary to withdraw from our agreement, I will
understand. Do not hesitate to contact me with any questions you may have.
Sincerely,
James C. Nichols,
Chief of Police
JCN/dlf
r
Planning Department - Request to Amend Capital Project #463
Cayuga-Clinton Intersection Improvements
WHEREAS, the City has undertaken the design for improvement to
the Cayuga-Clinton Street intersection, which was initially to
fund only modifications to the traffic signals, and
WHEREAS, Common Council as part of the 2003 Budget approved
Capital Project #463 for said intersection improvements, which
is currently funded at $66, 000, and
WHEREAS, during the design work it was determined that, in
accordance with previous traffic studies, signal improvements
alone were not adequate to achieve the traffic level of
service and mitigation of traffic impacts in the surrounding
neighborhoods that were called for in the EIS for the downtown
development projects and the GEIS for southwest development,
and
oC� EREAS, the improvements to traffic signals and other
i er ecti i are curre ated c t
$ 1 no ther ore, e it
O' 6 04
RESOLVED, That Common Council hereby amends Capital Project
#463 Cayuga-Clinton Intersection Improvements by an amount not
to exceed $101, 000 for a total project cost of $167, 000, and
be it further
RESOLVED, That the "funds necessary for said amendment shall be
6511derived from the issuance of serial bonds.
Revised 3/24/03 hkAAII L k
• I
U/NxA*A�) 11A.Q_{-vfTS- t k,k_,,xe!;�e ko-) tnYeNeAWJ fru), c+ r S hA'J 6- 'Ate
t,S-fiw-ale!� - �� 771 [A 1�0(,,,D L ��
uf I'&-&es cep 13�,C��� F r ee f re�o�►S- x c h n L%,d)
Planning Department - Request to Amend Capital Project #463
Cayuga-Clinton Intersection Improvements
WHEREAS, the City has undertaken the design for improvement to
the Cayuga-Clinton Street intersection, which was initially to
fund only modifications to the traffic signals, and
WHEREAS, Common Council as part of the 2003 Budget approved
Capital Project #463 for said intersection improvements, which
is currently funded at $66, 000, and
WHEREAS, during the design work it was determined that, in
accordance with previous traffic studies, signal improvements
alone were not adequate to achieve the traffic level of
service and mitigation of traffic impacts in the surrounding
neighborhoods that were called for in the EIS for the downtown
development projects and the GEIS for southwest development,
and
WHEREAS, the improvements to traffic signals and other
intersection improvements are currently estimated to cost
$101, 000; now, therefore, be it
RESOLVED, That Common Council hereby amends Capital Project
#463 Cayuga-Clinton Intersection Improvements by an amount not
to exceed $101, 000 for a total project cost of $167, 000, and
be it further
RESOLVED, That the funds necessary for said amendment shall be
derived from the issuance of serial bonds.
Revised 3/24/03
DoT 1 CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
V .rt
_ DEPARTMENT OF PUBLIC WORKS
ii i
't William J. Gray, PE., Superintendent/City Engineer
... Telephone: 607/274-6527 Fax: 607/274-6587
Cost Estimate
Clinton & Cayuga Street Intersection
The following is a rough estimate for reconstruction of the intersection and approaches.
The estimate is based on Alternate 1 recommended for final design by the Board of
Public Works on March 19, 2003.
Survey Design 1 @4,000 $4,000
Construction 3 @ 500 1,500
Engineer Design 120 hr @ $30/hr 3,600
Construction 20 x 3 hr @ $30/hr 1,800
Detour and Traffic 24 hr @$30/hr 720
Environmental 8 hr @ $30/hr 240
Public Review and
Redesign 30 hr @ $30/hr 900
Finance 1 t/2 % const. 0.015 x $250,000 3,750
Insurance 1 '/z % const. 0.015 x $250,000 3,750
Attorney 21/2% const. 0.025 x $250,000 6,250
Construction Signalization (D.C. Est.) 140,600
Construction Allowance RLF (— 1/3 new cost $320,000)
New and Reset Curb 30,000
Asphalt to Widen, not overlay 20,000
Concrete Sidewalk and Aprons 30,000
Equipment Charge 20,000
Maintenance and Protection of Traffic 10,000
$250,600
Project Cost $277,110
Credit CP#463 —Intersection Improvements (66,000)
Credit DPW 2003 Road Capital Project ($110,000)
Additional Capital Funds Needed $101,110
Say: $101,000
WJG 3/20/03
Revised 3/24/03
"An Equal opportunity Employer with a commitment to workforce diversification." ��
Construction Estimate For New Traffic Signal At Clinton & Cayuga Streets
QTY. UNIT DESCRIPTION UNIT PRICE TOTAL AMOUNT
4 EA 25' Mast Arm 8 Gear Tooth Fluted Poles $5,200.00 $20,800.00
120 LF Conduit exc. & restoration $50.00 $6,000.00
1 LS Survey and Stakeout $800.00 $800.00
20 CY Pole exc. and concrete foundation $830.00 $16,600.00
1 EA Concrete Base for Controller Cabinet $1,420.00 $1,420.00
10 LF Conduit, Metal, Zinc Coated, 2 NPS $12.00 $120.00
450 LF Conduit, Metal, Zinc Coated, 3 NPS $16.00 $7,200.00
30 LF Conduit, Metal, Zinc Coated,4 NPS $37.00 $1,110.00
200 LF Conduit-Jacking/Boring $50.00 $10,000.00
1 EA Riser Assembly, 2 NPS $500.00 $500.00
620 LF Signal Cable, 9 Cond., 14 AWG $3.25 $2,015.00
8 EA Traffic Signal Sections, Poly. 300 mm $200.00 $1,600.00
4 EA Overhead Sign Assembly $455.00 $1,820.00
100 LF Service Cable, 8 AWG $3.00 $300.00
250 LF Shielded Lead-In Cable $1.20 $300.00
1600 LF Inductance Loop Wire $0.10 $160.00
700 LF Inductance Loop Installation &Sealing $8.15 $5,705.00
1 EA CM Tester 3, 6& 12 Channel Harness $6,000.00 $6,000.00
16 EA Traffic Signal Section -300 MM, Non Metallic $165.00 $2,640.00
8 EA 300 mm LED Red Ball Traffic Signal Module $155.00 $1,240.00
8 EA 300 mm LED Green Ball Traffic Signal Module $270.00 $2,160.00
8 EA Rigid Mount Signal Bracket Assembly $165.00 $1,320.00
16 EA Install LED Ball/Arrow Traffic Signal Module $7.00 $112.00
6 EA Pull Box $900.00 $5,400.00
1 EA Install Ground Mount Traffic Controller&Cabinet $1,250.00 $1,250.00
1 LS Basic Maintenance& Protection of Traffic $15,000.00 $15,000.00
8 EA Polycarbonate Pedestrian Signal (International0 $325.00 $2,600.00
8 EA Pedestrian Push Button &Sign $120.00 $960.00
8 EA Pedestrian Signal Bracket Mount Assembly $125.00 $1,000.00
1 EA Raintight Disconnect Box $950.00 $950.00
1 LS Mobilization $10,025.00 $10,025.00
1 EA NEMA Controller&Cabinet(Fully Actuated) $12,000.00 $12,000.00
1 EA Signal Equipment Removal $1,500.00 $1,500.00
$140,607.00
Carol Shi a Ca i!al Project#463 _ r
From: H. Matthys VanCort
To: Thayer, Steven; Vaughan, Pat
Date: Thursday, March 13, 2003 4:50:58 PM
Subject: Capital Project#463
Please add the following item to the agenda for the March Budget and Administration Committee:
Capital Project#463 Cayuga/Clinton Street Intersection Improvement, budget amendment.
At a recent project coordination meeting called by the Engineering Division, it has come to the attention of
the Departments of Public Works and Planning that the budget for the Cayuga/Clinton Street Intersection
Improvement was designed only to fund traffic signal improvements.
As you may recollect, the traffic studies that were performed as a part of the environmental review for the
Cayuga Green project call for reconstruction of Cayuga/Clinton intersection, including left turning lanes in
all four directions. This will require reconstruction of the entire intersection.
The funding allocated for Capital Project#463 clearly is inadequate to accommodate this scope of work.
The Engineering Division will provide addition information on construction cost estimates for the project by
March 19th, the mail out date for the B&A agenda.
The downtown traffic study and the Cayuga Green EIS indicate that this project is essential in order to
maintain an adequate level of service for traffic in the CBD, but also to mitigate traffic impacts on
surrounding residential neighborhoods.
In addition, it should be noted that, given the unusual, if not unprecedented, number of public and private
projects scheduled to be undertaken in 2003 and 2004, coordination of all this work is of utmost
importance if the concomitant inconvenience and disruption is to be kept to a minimum.
Other projects scheduled to be undertaken this year and to lesser extent next year that will have an impact
on circulation in the CBD and surrounding neighborhoods include the Spencer Street conversion to two
way operation, relocation of a major water main from the Cayuga Green site, reconstruction of Cayuga
Street from Clinton to Spencer, residential neighborhood traffic calming, conversion of several blocks of
Cayuga and Aurora Street to two way operation, repairs to Green and Seneca Streets, replacement of
several major downtown water and sewer mains and Meadow Street intersection improvements.
All of these projects must be coordinated so as to minimize their combined impact on traffic circulation
and on the quality of life for city residents. These projects can not be postponed because they need to be
completed in order that the system will be ready to accommodate the traffic volumes anticipated for the
Cayuga Garage and other downtown projects as well as Meadow Street developments, as set forth in the
SW GEIS and the downtown FEIS. In addition certain work items should precede others;for example,
utility replacement must be in place in order to avoid unnecessary and costly duplication of effort if street
are dug up twice.
If you have any questions, please contact Bill Gray, Tom West or me.
CC: Benjamin, Ray; Cogan, Daniel; Cohen, Alan; Cornish, Joann; Fabbroni, Larry; Ferrel,
Rick; Gray, Bill; Shipe, Carol; West,Tom; Whitney, Erik
City of Ithaca
Summary of Capital Project 463
Cayuga/Clinton 3/26/2003 Intersection Imp V003
Cayuga Clinton Intersection Imp CP 463
Authorizations: Amount Source
1/1/2003 CC Budget $ 66,000.00 Bonds 1/17/2003
$ - Bud et:
Total Authorization $ 66,000.00
Expenditures:
Date Payee PO Voucher Amount Comments
Total Expenditures to date $ -
Balance of Authorization $ 66,000.00
Planning Department - Request to Amend Capital Project #445 Cass
Park Waterfront Trail to Include the Cayuga Waterfront Trail
(Phase II) Project
WHEREAS, at their meeting on June 13, 2001 Common Council
authorized Capital Project #445 Cass Park Waterfront Trail in
the amount of $425, 000, and
WHEREAS, a Project for the CAYUGA WATERFRONT TRAIL (PHASE II) ,
P. I .N. 395024 (the "Project" ) for $677, 724 is eligible for
funding under Title 23 U. S. Code, as amended, that calls for the
apportionment of the costs such program to be borne at the ratio
of 72 . 05% Federal funds and 27 . 95% non-federal funds, and
WHEREAS, staff has recommended that the Phase II Project be
funded from the same capital project as was established for
Phase I, and
WHEREAS, the City of Ithaca desires to advance the above Phase
II project by making a commitment of 100% of the non-federal
share of the costs of Design, ROW and Construction; now,
therefore, be it
RESOLVED, That the Common Council hereby approves the above-
subject combined project, and be it further
RESOLVED, That the Common Council hereby authorizes the City of
Ithaca to pay in the first instance 100% of the federal and non-
federal share of the cost of design, ROW and construction work
for the Phase II Project or portions thereof, and be it further
RESOLVED, That the sum of $677, 724 , which is the total amount of
the Phase II Project costs, is hereby appropriated from the
issuance of serial bonds and made available to cover the cost of
participation in the above phase of the Project, and be it
further
RESOLVED, That Common Council hereby amends Capital Project
#445 Cass Park Waterfront Trail to include the Cayuga Waterfront
Trail Phase II Project in the amount of $677, 724 , for a total
project cost of $1, 102, 724 and be it further
RESOLVED, That in the event the full federal and non-federal
share costs of the project exceeds the amount appropriated
above, the Common Council of the City of Ithaca shall convene as
soon as possible to appropriate said excess amount immediately
upon the notification by the NYSDOT thereof, and be it further
RESOLVED, That the Mayor of the City of Ithaca be and is hereby
authorized to execute all necessary Agreements, certifications
or reimbursement requests for Federal Aid on behalf of the City
of Ithaca with the New York State Department of Transportation
in connection with the advancement or approval of the Project
and providing for the administration of the Project and the
municipality' s first instance funding of Project costs and
permanent funding of the local share of federal-aid-eligible
Project costs and all Project costs within appropriations
therefore that are not so eligible, and it is further
RESOLVED, That this project be undertaken with the understanding
that the final cost to the City of Ithaca will be roughly 27 . 95%
of the final approved project cost, currently estimated at
$189, 420 of the $677, 724 authorized for this project, in monies
and in-kind services as managed by the Superintendent of Public
Works and monitored by the City Controller, and be it further
RESOLVED, That a certified copy of this resolution be filed with
the New York State Commissioner of Transportation by attaching
it to any necessary Agreement in connection with the Project,
and be it further
RESOLVED, That this Resolution shall take effect immediately.
Page 1 of 2
Carol Shipe - Fw: Cayuga Waterfront Trail
From: "Patricia Vaughan" <paty @cityofithaca.org>
To: <carols @cityofithaca.org>
Date: 3/20/03 12:33 PM
Subject: Fw: Cayuga Waterfront Trail
Here's more explanation on the Waterfront Trail item. Please include it in
the packets.
Pat
-----Original Message---
From:'Tim Logue"<timlo @cityofthaca.org>
To:"Pat Vaughan"<paty @cityofithaca.org>;"H.Matthys VanCort"
<THYSVC @cityofithaca.org>
Cc:"Steven Thayer"<STEVET @cityofithaca.org>;'Tim Logue"
<timlo @cityofithaca.org>
Sent:Thursday,March 20,2003 12:15 PM
Subject:Re:Cayuga Waterfront Trail
Thys and Pat,
My understanding is that there is currently$425,000 in a capital project
for the first phase of the waterfront trail(Cass Park),which is now 95%
complete.This money came from a state Env.Bond Act grant and City money-
we didn't get all the grant that we wanted,and Council committed(borrowed,
I believe)the balance.Since then,for phase 2,we have received another
grant(federal Transportation Enhancement grant,administered by DOT).The
total project cost for Phase 2 is$677,724.The federal grant is for 72.05%
or$488,304.The remaining$189,420 is what we need to make up the local
share.
We have at least five possible sources for the local share,but there are
some unknowns. First,the Chamber will be fund raising again for this
project like they did for phase one;this may amount to$25,000 to$50,000.
Second,if we get donations of land or easements(and this is only an if,
land owners have the right to full compensation),we can use the value of
the donations for the local share.It is premature to calculate a value,but
I would guess it might amount to between$10,000 and$25,000.Third,we can
use our own staff time as an in-kind local match;we will be keeping track
of our time and I would guess that it might total$10,000 to$15,000.
Fourth,we may be able to use DPW crews to build the trail,perhaps paying
them partially from the grant and partially from the general fund.Whatever
general fund expenditures we incur can be used as a local match.This is
possibly the greatest source of funds for the local match,but depends in
great part on scheduling,DPW crew availability,etc.I have asked to meet
with Bill Gray to discuss,but we have not yet connected.I do not know off
hand how much this could be worth,but we could ask Steve what it was worth
for phase one as an estimate. Lastly,the City can issue a bond for the
local share or whatever we cannot make up from the previous sources.
So,because of this uncertainty,I have asked that we borrow the whole
amount of the local share($189K).We have to borrow the federal share
($488K)in the first instance,to be reimbursed later,no matter what. If we
borrow the local share now,we can reimburse ourselves from the above
sources as they become more known. I hope this is helpful,
Tim
>>>H.Matthys VanCort 10:23:27 AM Thursday,March 20,2003>>>
Pat,
I assume from your below email that the Cayuga Waterfont Trail is an item on
the B&A agenda for this month. I do not know the answers to your questions.
I will copy Tim Logue who may be able to help.
Thys
Tim,
Please get back to Pat and me on this.
Thanks,
Thys
file://C:\TEMP\GW)00001.HTM 3/20/03
City of Ithaca-Summary of WaterFront Trail Project 3/26/2003
Capital proffiect S mmary for CD#445 Ca u a Cass Park waterfront trail
Authorization: Amount
6113/2001 CC Action $275,000.00 Bonded
$ 21,502.76 Chamber
$150,000.00 NYS Grant(upfront bonded)
Total $446,502.76
Expended:
Date Payee I Po Voucher Amount Notes
9/5/2001 Northeast Greenways Collaborative 3848 $ 9,948.75 prof services 5-14-6/5/01 and 8/1-8/24/01 inv 4 and 1
8/15/2001 TG Miller I 1 1 3789 $ 4,500.00 prof services inv S01-371 mapping
Northeast Greenways Collaborative 3790 $ 3,130.00 prof services inv 3 7/21-7/31
8/1/2001 TG Miller 3754 $ 850.00 Prof Services mapping inv S01-368
Northeast Greenways Collaborative 3755 $ 4,610.50 Prof Services inv 2 7/9-7/19
Monroe Tompkins Watkins Title A envy 3756 $ 140.00 Title search inv 37-130984
6/20/2001 Kinkos 3631 $ 291.60 documents
10/4/2001 Northeast Greenways Collaborative $ 942.50 inv 5 prof services
10/16/2001 TG Miller I 1 1 $ 3,500.00 Boundry map for Cass Park inv S01-444
11/7/2001 Northeast Greenways Collaborative $ 7,746.00 inv 6 Prof services 9/21-10/25/01
12/5/2001 Northeast Greenways Collaborative $ 2,512.25 inv 7 Prof services 10/25-11/19/01
12/31/2001 Superior Disposal Service $ 236.60 disposal december 2001
216/2002 Northeast Greenways Collaborative $ 1,397.50 inv 8 Prof services 11/19-1/7/02
2/12/2002 Landstrom Gravel Co 1 1 $ 1,029.07 cbr 236.57 tons
316/2002 Northeast Greenways Collaborative $ 859.60 inv 9 Prof Services 1/14-1/15/02
3113/2002 Landstrom Gravel Co $ 598.67 br and cbr 177.89 tons
J C Smith I $ 258.00 Woven Fabric inv 507147
3120/2002 Black Locust Initiative Inc $ 500.00 Workshops in 2001 for P&D of Trail bridge
Northeast Greenways Collaborative $ 877.50 inv 10 Prof Services 2/18-3/2102
4/5/2002 Cayuga Crushed Stone $ 190.01 28.79 tons fine crusher run
Mazourek Farms I $ 125.00 Wheel inv 174824
4/9/2002 Northeast Greenways Collaborative $ 1,745.00 inv 10 Prof Services 2118-3/16/02
F Robert Wesley $ 52.50 Cass Park Trail consulting services 2/27/02
J C Smith $ 868.00 Fence and woven fabric
Andy Hillman $ 71.25 Trip to Wash PA to select and pi up plants for trail
5/212002 J C Smith 1 $ 1,107.00 tree protection
University Sand&Gravel $ 5,467.34 crushed bank run
Northeast Greenways Collaborative $ 3,126.00 inv 11 Prof Services 3/17-4/10/02
5/10/2002 J C Smith $ 744.38 supplies
5/15/2002 Donohue-Halverson Inc 54139 $ 68.36 pipe
Northeast Greenways Collaborative $ 942.50 inv 12 Prof Services 4/15-4/25/02
J C Smith 54132 $ 192.00 safety fence inv 512415
J C Smith 54138 $ 192.00 safety fence inv 512712
5/23/2002 J C Smith $ 690.00 Woven Fabric inv 514721
University Sand&Gravel $ 2,926.99
6/13/2002 Agway 1 $ 58.49 supplies
Fin ertakes Stone Co $ 534.00 Landscape treads
Johnnys Wholesale $ 340.66 Grates and pipe
J C Smith $ 234.60 Pipe
Weitsman&Son $ 100.00 Pipe
6/17/2002 Northeast Greenways Collaborative $ 4,208.75 inv 13 Prof Services 4/26-5/27/02
City of Ithaca $ 47,322.00 DPW Labor Jan-March 02
6/20/2002 City of Ithaca $ 43,295.87 labor for A ril-May 2002
Fin erlakes Stone Co $ 173.90 cable
Hanson A regates NY Inc $ 13,673.55 e 3
Saunders Concrete $ 1,530.25 Concrete
JC Smith $ 117.30 Pipe
University Sand&Gravel $ 3,294.18 crushed bank run
Weitsman&Son $ 30.00 Pipe
7/3/2002 Syracuse Supply 54215 $ 1,500.00 Rental of Screener inv 0009101
7/12/2002 Hanson A re ates NY Inc $ 2,102.66 type 3
JC Smith $ 8.08 Coupler
8/4/2002 Cayuga Lumber $ 29.99 spikes
Ithaca Photo $ 7.99 slides tree work
Saunders Concrete $ 855.00 Concrete
J C Smith $ 920.00 Woven fabric
University Sand&Gravel $ 4,805.14 crushed bank run
Hanson Aggregates NY Inc $ 12,634.96 Type 6
8/19/2002 Technical Erectors 54225 $ 15,859.00 Labor and materials for bridges in trail inv 1539
8/22/2002 University Sand&Gravel _ $ 4,062.59 crushed bank run
Hanson Aggregates NY Inc $ 16,930.27 binder type 3 _
Landstrom Gravel Co $ 526.64 crushed bank run
City of Ithaca Page 1
City of Ithaca-Summary of WaterFront Trail Project 3/26/2003
Ca ital ro ect S mmary for CD#445 Ca u a Cass Park waterfront trail
Authorization: Amount
6/13/2001 CC Action $275,000.00 Bonded
$ 21,502.76 Chamber
$150,000.00 NYS Grant(upfront bonded)
Total 446,502.76
Expended:
Date Pavee Po Voucher Amount Notes
Saunders Concrete $ 261.25 Concrete
Robinson Lumber 54265 $ 2,734.50 PO Only
8/30/2002 Crossroads Highway Supply $ 732.00 Signs inv 8144
JC Smith $ 690.00 Non Woven Fabric inv 527123
Agway $ 176.37 spreader,hay and propane
9/6/2002 TG Miller $ 450.00 survey of W buffalo st Taug Blvd inv s02540
Northeast Greenways Collaborative $ 7,272.00 inv 16,17,18 Prof services to 8/2/02
9/13/2002 JC Smith 1 1 $ 718.00 Non Woven Fabric inv 523937 and fence
University Sand&Gravel $ 3,466.94 crushed bank run inv 924,963,1054,1082,905
Weitsman&Son 1 $ 423.00 inv 53689 rebar
Hanson Aggregates NY Inc $ 9,418.38 binder type 3
9/29/2002 Seneca Supply $ 395.50 sup plies
Crossroads Highway Supply $ 2,845.20 Pavement Marking tape
JC Smith 1 $ 690.00 Non Woven Fabric inv 531248
Cayuga Lumber $ 449.99 Motar Mix
Saunders Concrete $ 1,290.50 brid a construction
City of Ithaca $ 71,574.24 DPW Labor for July and August
City of Ithaca $ 56,140.21 DPW Labor for June
1017/2002 Agway $ 107.98 rass seed
Johnnys Wholesale $ 335.40 pipe
JC Smith I $ 192.00 Safety Fence
University Sand&Gravel $ 4,973.17 Crushed Bank run
Hanson Aggregates NY Inc $ 6,297.85 Type 7 binder
10/20/2002 Northeast Greenways Collaborative $ 4,322.50 inv 20 and 21 Prof services to 9/30/02
Charlie s Towing $ 300.00 bridge construction
Hanson Aggregates NY Inc $ 4,701.31 T 3 Binder
Johnnys Wholesale $ 337.28 Pipe
Ricks Rental World $ 45.00 Sod Cutter
JC Smith $ 1,175.00 non woven fabric inv 535325
Saunders Concrete $ 150.75 4000 PSI
11/12/2002 Northeast Greenways Collaborative $ 5,562.50 inv 19 and 22 8/5-8/30/02 and 9/30-10/10/02
11/15/2002 Bishops 1 1 $ 38.15 supplies
Robinson Lumber 1 $ 2,734.50 Lumber
Hanson Aggregates NY Inc $ 562.86 T ype 3 Binder
Saunders Concrete _ $ 305.25 Concrete
Ben Weitsman&Son $ 90.00 supplies
11/2212002 Northeast Greenways Collaborative $ 1,202.50 inv 23 10/11-10/24/02 _
11/27/2002 Agway 1 1 $ 1,221.33 signs and landscape supplies
Crossroads Highway Supply $ 11,808.50 Signs
Fastenal Co 1 $ 2,535.85 Bridge construction supplies
Kelmar Constrcution sales $ 26.85 supplies
Whitmore Fence Co I $ 2,992.00 Fence and rails
Cayuga Crushed Stone $ 37.21 Limestone dust
University Sand&Gravel $ 6,373.65 crushed bank
1211212002 Fastenal Co 1 _ $ 490.35 Bridge construction supplies
Hanson Aggregates NY Inc $ 13,020.46 Type 3 Binder
12120/2002 Northeast Greenways Collaborative $ 715.00 inv 24 10/28-11/20/02
12124/2002 Agway 1 1 $ 633.58 Seed and posts for trail
Cayuga Crushed Stone $ 784.00 crusher run and asphalt
Wickes Lumber _ $ 92.51 supplies
12131/2002 Robinson Lumber $ 262.50 Lumber
Agway $ 220.92 Bridge Construction supplies inv 45456
Tioga Auto Parts $ 9.27 Socket for Bridge Construction
Wickes Lumber $ 12.00 Wrench for Bridge Construction
12/31/2002 City of Ithaca ap $ 3,864.83 Wages from YB activity for trail
2/20/2003 The Ithaca Journal 55053 $ 61.60 legal ad 2nd phase
3/6/2003 Northeast Greenways Collaborative ap $ 6,265.00 novelli fees for 10/27-12/13/02
City of Ithaca Page 2
City of Ithaca-Summary of WaterFront Trail Project 3126/2003
Capital gromect S mmary for CD#445 Cayuga Cass Park waterfront trail
Authorization: Amount
6113/2001 CC Action $275,000.00 Bonded
$ 21,502.76 Chamber
$150,000.00 NYS Grant(upfront bonded)
Total $446,502.76
Ex ended:
Date Pa Po Voucher Amount Notes
Total Expended to date $482,182.23
Balance of Authorization (35,679.47)
Contracts:
Payments Received: Northeast Greenways Collaborative
9/18/2002 Tompkins County Chamber of Commerce Foundation $ 21,502.76
Total Payments Received 21,502.76
City of Ithaca Page 3
MAR 2 ;
Cayuga Green Project 2003
Alternate Parking Plan Budget By
20-Mar-03
estimate from Controller
$12.50/hour inc benefits, 12 hours/day
5 days/week for 52 weeks
$29/hour,5 hours per day
Shuttle van $ 20,000
5 days/week for 52 weeks
Drivers $ 32,760 $5 per space per month: Hancock 35 spaces, Bowl-A-
Ithaca Airline Limo $ 37,700 Drome 35 spaces,P&C 75 spaces
Parking spaces $ 8,700
Marketing campaign $ 22,000 estimate from IDP
TCAT passes $ 10,800 $30/month pass for 30 people
Car permits $ 400
Permit applications $ 1,200 500 passes, price from Deb Parsons
Fuel $ 6,240
from Deb Parsons
Signs $ 400
Contingency (7.5%) $ 9,927 2.5miles/trip
lompg
4 trips/hr
TOTAL $ 150,127 12 hours/day
$2/gallon
5 days/week
This budget is for the Cayuga Garage project to provide alternate parking spaces in the
Northside neighborhood and to run a shuttle system between downtown and the
Northside lots. The budget also includes a marketing campaign to both promote the
shuttle system and to notify the public that the downtown is still open for business. The
TCAT price is the current quote from TCAT on the cost to the City to provide a second
zone of travel to employees.
Prepared by the Department of Planning & Development
City of Ithaca
Summary of Capital Project 446
Cayuga Green Design and Study
3/26/2003
Cayuga Green Desicin and Study CP 446
Authorization: Amount Issued
10/3/2001 CC regular meeting Study&Design $ 45,000.00 Bonds 1/18/2002
7/2/2002 CC regular meeting Study&Design $ 500,000.00 Bonds 8/10/2002
10/8/2002 CC Special Meeting relocation of water main $ 150,000.00 Bonds 1/17/2003
11120/2002 CC Special Meeting Study&Design $ 250,000.00 Bonds 1/17/2003
2/9/2003 CC Special Meeting Study&Design $ 400,000.00 Bonds
Total Authorization $1,345,000.00
Expenditures:
Date Payee PO Voucher Amount Comment
2/6/2002 Mailboxes Etc $ 119.85 color copies Cayuga Green project
Monahan Development Corporati on $ 26,597.50 contract payment for cayuga green project work
9/13/2002 City of Ithaca 1 $ 10.00 Access to parking lot d for soil testing
9/19/2002 Case Technologies Inc 54296 $ 1,973.00 inv 01-2083 software for project
10/20/2002 Geddes Lab $ 500.00 Downtown model
11/12/2002 Mailboxes Etc $ 10.80 120copies
Women's Community Building $ 96.00 rental of meeting space for Cayuga Green meeting
11/22/2002 Community Development Properties Inc $ 258,755.21 inv 1,Arch Fees on Parking Garage to 9/30/02
Mailboxes Etc $ 70.93
copies
12/2012002 Community Development Properties Inc $ 134,325.51 inv 2,Arch Fees on Parking Garage to 11/25/02
Federal Express 1 $ 42.32 documents ship
Ithaca Downtown Partnership $ 3,500.00 Update of Multifamily Dev potential
Midland Appraisal Assoc $ 1,120.00 appraisal of 116 E Green St inv c02033
Tompkins County Libra $ 40.00 Borg Warner Room 10129/02 Meeting
H Matthys Van Cort $ 38.00 Copies of Maps
12/3112002 The Ithaca Journal $ 415.87 legal and display ad for ca uga green activi
1/25/2003 Elizabeth Brucie $ 172.00 Minutes of 12/5/02 meeting
216/2003 Community Develop ment Properties Inc ap $ 32,842.04 inv 3,Arch Fees on Parking Garage to 1212102
2/20/2003 Federal Express $ 65.29 documents ship
3/7/2003 The Ithaca Journal $ 15.52 legal ad for zoning ordinance
Mailboxes Etc $ 359.10 copies of FE IS
Midland Appraisal Assoc $ 2,800.00 Appraisals of 131-135 E green st and 235 S Cayuga
3/11/2003 Motors Fleet 1 55074 $ 21,129.78 PO Onl van for arking situation
3/24/2003 Communit Development Properties Inc $ 182,237.65 inv 4,Arch Fees on Parking Garage to 2/14/03
3/25/2003 Ocello $ 2,606.10 Water main relocation design
Total Expended to date $ 669,842.47
Balance of Authorization $ 675,157.53
IURA - Request Standardization on Playground Equipment
WHEREAS, the City of Ithaca is desirous of standardizing the
purchase of playground equipment throughout the City and in
designating a preferred manufacturer of playground equipment,
and
WHEREAS, making such a designation must be predicated on a
competitive process involving the issuance of a Request for
Proposals (RFP) and an evaluation of responses, and
WHEREAS, the City issued a Request for Proposals on February 14,
2003, and
WHEREAS, two proposals were received and evaluated using the
criteria stipulated in the RFP, and
WHEREAS, Landscape Structures, Inc . has been selected as the
successful manufacturer; now, therefore, be it
RESOLVED, That Common Council hereby endorses the designation of
Landscape Structures, Inc. as the preferred manufacturer for
playground equipment purchases made by the City in the next
three years, and be it further
RESOLVED, That the Mayor be authorized to sign all instruments
necessary to implement this designation.
CITY OF ITHACA
f
V~ � 108 East Green Street— 31 Floor Ithaca, New York 14850-5690
DEPARTMENT OF PLANNING AND DEVELOPMENT
0 H.MATTHYS VAN CORT, DIRECTOR OF PLANNING AND DEVELOPMENT
DOUGLAS B. McDONALD, DIRECTOR OF ECONOMIC DEVELOPMENT
JOANN CORNISH, DEPUTY DIRECTOR OF PLANNING & DEVELOPMENT
Telephone: Planning & Development - 607-274-6550 Community Development/IURA - 607-274-6559
Email: planning @cityofithaca.org Email: iura @cityofithaca.org
Fax: 607-274-6558 Fax: 607-274-6558
MEMO
To: Budget and Administration Committee Members I LIAR 1 8 2003
,i
From: Sue Kittel, CD Planner IBy
Date: March 14, 2003
Re: playground equipment standardization-RFP Results
After much discussion among City staff regarding the limitations of going through the
bid process when purchasing playground equipment a solution is being pursued which
avoids many of the downfalls of the current practice. Using a bid process when the work
can be clearly specified is efficient and straightforward. For example, 100 linear feet of
4000 psi concrete sidewalk built to City specifications is easily bid with satisfactory
results. All bidders in this example bid on exactly the same job and the low bidder
generally provides the work in an economically sensible fashion. The bid process is
strained when the desired item is not standard-the category that playground equipment
falls in. In this case, the City has an established budget and wants the best playground
that the available funds can buy. There is no way in a bidding environment to concretely
describe"best"in this case.
What has happened in the past is that several firms bid the work and the quality, interest
and workmanship of the equipment offered varies widely. To secure the work, a strategy
of offering the bare minimum in equipment works best, and the equipment proposed
ranges from great playgrounds that use the available space and funds well to a series of
swings, slides etc. that just meet the minimum requirements. We have not been successful
in designing bid documents which reward quality design and creativity.
One option for addressing this situation involves issuing a Request for Proposals (RFP)
which allows equipment manufacturers to compete for a three-year commitment from the
City. Unlike a bid, an RFP does get evaluated on the basis of quality equipment, customer
service, access to technical assistance and design services. An RFP for playground
equipment manufacturers was issued and advertised on February 14, 2003.
Based on responses, a client committee of City staff is recommending Landscape
Structures as the preferred provider of playground equipment for the City. With a B&A
"An Equal Opportunity Employer with a commitment to workforce diversification." ��}
Committee and Common Council endorsement, the City can advertise for playground
equipment in a new way. Landscape Structures would be designated as the playground
equipment provider for the City. A bid would still go out,but the City can specify exactly
which Landscape Structures model numbers, equipment components and layouts it wants.
In effect, because we went through the RFP process, we can name names.
I have enclosed a copy of the RFP for your review along with a short evaluation sheet. If
the committee agrees, I am asking for endorsement of the following resolution.
Thank you.
hAplay equipment results.doc
Proposed Resolution
B&A Committee
March 26, 2003
Whereas, the City of Ithaca is desirous of standardizing the purchase of playground equipment
throughout the City and in authorizing the purchase of approved equipment from the manufacturer
or a representative thereof, and
Whereas, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility
and economics to approve such standardization, as more fully described by the following:
1. Labor costs for installation, maintenance and repair will be reduced through
standardization of equipment. The current mix of manufacturers requires City staff to
have a working knowledge of several different maintenance, repair and installation
techniques as well as a supply of specialized tools required for each brand of
equipment. Standardized equipment will allow staff to develop proficiency and
efficiency in installing and maintaining a single type of equipment;
2. This action will minimize the inventory of repair parts which would have to be
maintained for routine work done on the equipment;
3. By applying a competitive process based on quality, customer service, warranty, and
past performance within the City as well as cost, the City can ensure that the goal of
"obtaining the best work service, or product for the lowest possible price", as stated in
the City Purchasing Policy, is achieved;
4. Landscape Structures play equipment has been installed in the City and it has
performed well;
5. The City will secure a 6%discount on all Landscape Structures equipment purchased
for the next three years as a result of this standardization; and
Whereas, standardizing equipment must be predicated on a competitive process involving the
issuance of a Request for Proposals(RFP) and an evaluation of responses, and
Whereas, the City issued a Request for Proposals on February 14, 2003, and
Whereas, two proposals were received and evaluated using the criteria stipulated in the RFP, and
Whereas, based on ease of installation, warranty, access to technical assistance and sales
representatives, past performance and price, Landscape Structures, Inc. has been selected as the
successful manufacturer, now therefore be it
Resolved, that pursuant to Section 103, subdivision 5 of the General Municipal Law of the State of
New York, this Common Council hereby authorizes the standardization of Landscape Structures
playground equipment as the type of equipment to be used and purchased by the City of Ithaca for
the next three years, and be it further
Resolved, that the Mayor be authorized to sign all instruments necessary to implement this
designation.
h:lplayground resolution.doc
Request for Proposals
Playground Equipment Standardization
City of Ithaca, Ithaca, New York
Project Overview
The City of Ithaca is undertaking an RFP process to identify and select a single
manufacturer for all playground equipment purchases made in the next three
years. Interested firms should submit all of the required information below to be
considered. A committee will review all responses and may, at its discretion,
conduct interviews or request presentations. Please note that no play equipment
made of wood will be purchased from the selected firm. Information regarding
wooden play structures should not be included in proposals. It is estimated that
$65,000 in playground equipment will be purchased in 2003.
Proposal Submittal Instructions
Interested parties should submit three (3) copies of the following for consideration
by the client committee:
1. A brief description of your firm. At a minimum, please include the
following:
• location where play equipment is manufactured
• location of nearest sales representative and technical
support staff
• Names, titles, and contact information for area sales
representatives and technical support people who may be
working with City officials during playground design,
purchase and installation
• Length of time your firm has been in business; length of
time you've done business in the Central New York area
• List of playgrounds built within a 100-mile radius of Ithaca.
Please include contact information for the owners of these
playgrounds (no more than five are necessary)
• Average lag time between placing an order and delivery of
equipment
• Average turn around time for repairs.
• Availability of staff for an interview or presentation if the
committee deems this helpful or necessary.
2. A brief description of the equipment you provide. The committee will
be evaluating the durability of materials, ease of installation, types of
connectors and types of tools required for assembly and
maintenance. Please clearly specify whether common hand tools are
exclusively used for assembly and maintenance or not. If custom or
Playground Equipment RFP Page 1 of 5
unusual tools are necessary (meaning anything that can not be
purchased at an average hardware store), please identify such tools.
Please enclose a current catalog and a price list for equipment.
3. Please identify measures your firm takes to ensure accessibility and
safety of equipment. Identify all standards with which your company
complies.
4. The committee is interested in the quality and selection of
freestanding and accessible activities and events. Please identify all
currently available options.
5. Please provide a copy of your warranty.
6. Please identify what discount, if any, the City will receive off of your
catalog or list price if selected as the sole provider for all City
playground equipment purchases made in the next three years.
Please identify the term such a discount would remain in effect.
7. Please identify whether or not your firm provides surfacing materials,
the types of materials provided and the current price for each.
8. Please ensure that contact information for at least five references are
provided.
Any proposals which include wood structures or which do not meet the minimum
accessibility requirements will be disqualified. Questions regarding this RFP
should be directed to Sue Kittel at (607) 274-6553 or sueW( cityofithaca.org.
Submittals must be received no later than 3:00 PM on Monday March 3,
2003 at the Ithaca Urban Renewal Agency, 108 East Green Street, Ithaca,
New York 14850.
Terms and Conditions
All prices quoted in the responses must be guaranteed for a minimum of ninety
days. All equipment must meet or exceed nationally accepted accessibility and
safety standards. Documentation of compliance standards is required, as detailed
in the Submittal Instructions.
The City of Ithaca reserves the right to reject all proposals, to negotiate any
elements of a proposal, to conduct interviews at its sole discretion and to solicit
and/or select consultants for the work outside the scope of this request. Further,
the IURA assumes no responsibility or liability for costs incurred by respondents
to this request for proposals, including any requests for additional information,
interviews, or negotiations.
Mandatory Requirements
All information listed above in the submittal instructions is considered
mandatory.
Playground Equipment RFP Page 2 of 5
Materials and finish: All materials of proposed equipment shall have a
demonstrated record of durability in a playground in a similar setting. All metals
shall be painted, galvanized, or otherwise treated to prevent rust. Black steel and
wood of any type are not acceptable.
• Hardware: All hardware required for assembly of the structure shall be
included in the prices. All fasteners shall be yellow zinc di-chromatic
plated steel or 18-8 grade stainless steel (300 series). Capped lock nuts
shall be included. Physical locking devices, such as lock nuts, shall be
used on all exposed and accessible connection points.
• Plastic: High density polyethylene formulated for U.V. stability (to UV-8)
and color retention shall be used. Plastics shall have anti-static
additives. Cross-sectional design shall be .25" nominal thickness double
wall construction for rotationally molded plastic parts. Sheet plastic
parts shall be .75" thick and be compression molded meeting ASTM
D1505, having a density of .933 G/cc. After machining processes, all
edges shall be free of burrs and/or sharp edges and points.
The following ASTM Standards apply: D-1238-Melt Index; D-1505-
Material Density; D-638 Tensile Strength; D-648 Heat Distortion
Temperature; D-790 Flexural Modulus; D-1693 Environmental Stress
Crack Resistance; D- 2565 Ultraviolet Stability.
• Tubing: Steel tubing shall be cold rolled and electric resistance welded.
Tubing shall be triple coated as follows: uniform zinc galvanized coating,
Chromate conversion coating (or equal) and clear polymer coating.
Tubing shall have corrosion resistant zinc-rich paint interior coating.
ASTM specifications A-315, A-500, A-513 and E-8 apply.
Aluminum tubing shall be 6061-T6 extruded seamless tubing. ASTM
specifications A-315, A-500, A-513, B-221, QQ-A-200/8 and E-8 apply.
• All material shall be free of excess weld and weld spalls. After
fabrication, all welded joints shall be ground smooth.
Evaluation
For each criterion, proposals will be sorted by strength or success at meeting or
exceeding the requirements (i.e.-first place to the proposal best meeting criteria,
second place to proposal second best in ability to address criteria, etc.). Points
will then be assigned, as noted in the following table. The proposal scoring the
most points, which also meets all of the mandatory requirements listed above,
will be selected as the most appropriate for contracting. The City of Ithaca may
then award contracts, at its sole discretion.
Playground Equipment RFP Page 3 of 5
Criteria Evaluation Scoring
Ease of Based on experience on City projects First Place (Considered easiest for
Installation and information provided during average person to install)= 15 points
reference checks, the committee will Second Place = 10 points
rank all equipment roviders. Third Place=5 points
Warranty A copy of the warranty for proposed First Place (Best Warranty, as judged
equipment must be provided. by committee) = 10 points
Second Place = 3 points
Third Place = 1 point
Access to Proposals will be ranked by location of Sales/tech staff within 100 miles of
technical support/sales staff Ithaca=5 points
assistance/ Within 300 miles=2 points
sales reps More than 300 miles 1 point
Past Firms will be ranked by committee First Place =30 points
Performance based on playgrounds installed within
the City of Ithaca. Criteria include Second Place =15 points
timeliness of project delivery/
completion, quality of customer Third Place = 10 points
service, quality of finished product,
durability of installed equipment, cost No points will be awarded in cases
of maintenance, ease of maintenance where the committee strenuously
and user feedback. objects to the quality of the finished
product or the quality of customer
service provided.
Price Overall price of equipment with Best price=10 points
discounts, if provided, will be ranked Second=5
based on a comparison of similar Third=3
structures.
Based on the decision of the evaluation of the Committee, the successful firm will
be offered a contract for two specific playgrounds as well as a general contract to
cover the terms and conditions of this Request for Proposals. The successful
candidate will be required to provide a certificate of insurance to the City listing
the City of Ithaca as additionally insured as well as proof of workers
compensation and disability coverage. A decision identifying the successful
candidate is expected at the end of March 2003.
\\cityhall\volt\users\suek\all playgrounds rfpp.doc
Playground Equipment RFP Page 4 of 5
Evaluation Criteria- Playground Equipment Manufacturer
Ease of Based on experience on City projects First Place (Considered easiest for
Installation and information provided during average person to install)= 15 points
reference checks, the committee will Second Place = 10 points
rank all equipment roviders. Third Place=5 points
Warranty A copy of the warranty for proposed First Place (Best Warranty, as judged
equipment must be provided. by committee) = 10 points
Second Place = 3 points
Third Place = 1 point
Access to Proposals will be ranked by location of Sales/tech staff within 100 miles of
technical support/sales staff Ithaca=5 points
assistance/ Within 300 miles=2 points
sales reps More than 300 miles 1 point
Past Firms will be ranked by committee First Place =30 points
Performance based on playgrounds installed within
the City of Ithaca. Criteria include Second Place =15 points
timeliness of project delivery/
completion, quality of customer Third Place = 10 points
service, quality of finished product,
durability of installed equipment, cost No points will be awarded in cases
of maintenance, ease of maintenance where the committee strenuously
and user feedback. objects to the quality of the finished
product or the quality of customer
service provided.
Price Overall price of equipment with Best price=10 points
discounts, if provided, will be ranked Second=5
based on a comparison of similar Third=3
structures.
Evaluations
15 points 10 points 10 points 30 points 10 points 75
Landscape Structures,Inc cannot judged to local firm cannot
Proposed by differentiate be of longer strong past differentiate 6%
Parkitects from duration and record of from discount
Lansing,NY Playworld more assistance to Playworld offered
Systems comprehen- City Systems
sive
15 points 3 points 5 points 30 points 3 points 56
Playworld Systems 5%
Proposed by discount
R.E.Woodson,Inc. offered
Rochester,NY
L - -Z
GIAC - Request for Funds for Alex Haley Pool Repairs
WHEREAS, the Alex Haley Pool is in need of vital repairs and
upgrades before the 2003 pool season, and
WHEREAS, the total cost for the repairs and upgrades is
$6, 339. 00, and
WHEREAS, Frey Technologies Inc. , aquatic facilities specialist,
submitted the lowest estimate for completing the required work;
now, therefore bb�i��� �k, � �
RESOLVED, ThatAan amount not to exceed $6, 339 . 00
as follows :
Transfer From:
A1990 Unrestricted Contingency $3 ,439
A7311-5477-01102 Equipment 1, 000
A7311-5483-01102 Construction Materials 900
A7311-5495-01102 Treatment Supplies 1, 000
Transfer To:
A7311-5476-01102 Equipment Maintenance $6, 339
and be it further
RESOLVED, That Frey Technologies Inc. be authorized to complete
the needed upgrades and repairs .
GIAC - Request for Funds for Alex Haley Pool Repairs
WHEREAS, the Alex Haley Pool is in need of vital repairs and
upgrades before the 2003 pool season, and
WHEREAS, the total cost for the repairs and upgrades is
$6, 339 . 00, and
WHEREAS, Frey Technologies Inc . , aquatic facilities specialist,
submitted the lowest estimate for completing the required work;
now, therefore, be it
RESOLVED, That an amount not to exceed $6, 339 . 00 be transferred
as follows :
Transfer From:
A1990 Unrestricted Contingency $3, 439
A7311-5477-01102 Equipment 1, 000
A7311-5483-01102 Construction Materials 900
A7311-5495-01102 Treatment Supplies 1, 000
Transfer To:
A7311-5476-01102 Equipment Maintenance $6, 339
and be it further
RESOLVED, That Frey Technologies Inc. be authorized to complete
the needed upgrades and repairs.
TO: Steve Thayer, Controller
n,
FROM: Marcia J. Fort, GIA4 OR U 5 2003
DATE: March 5, 2003 By
RE: URGENT - Repairs Needed
Attached is the information I discussed with you yesterday regarding funds
needed for repairs to the Alex Haley pool.
Although we must have $3,159.00 worth of equipment and repairs to even
open this season in June, I am also interested in funding the $3,180.00 to
upgrade from bromine to chlorine, as recommended by the Health
Department representative and John Sladish and John Doyle. The total
needed is $6,339.00.
I am hoping that this matter can be resolved as soon as possible. I would
like all the work completed by the end of April so we will be prepared tq
open the beginning of June.
Please let me know as soon as you are able, what action is needed.
Thank you very much.
TO: Pat Vaughn, Chairperson, Budget Administration
F 0 2003 v
FROM: Marcia J. Fort, Director, GIAC
DATE: March 20, 2003 of
RE: Alex Haley Pool Repairs
I am requesting $6,339.00 from unrestricted contingency for the Alex
Haley Pool. The pool is 10 years old and desperately needs some equipment
replacement. Without this the pool will not be able to open. The cost of the
needed repairs/equipment replacement is $3,159.00.
Additionally, we are requesting $3,180.00 to switch from our current
chemical disinfectant system, using bromine to using a chlorine disinfectant
system. This switch has been recommended by the aquate facilities
specialists who have inspected the pool, the environmental inspector from
the T.C. Health Department, and by John Sladich and John Doyle at Cass
Park. The total cost for the repairs and upgrades is $6339.00.
To: Marcia Fort, Director
From: Michael Thomas, Deputy Director
Date: February 26,2003
Re: Alex Haley Pool repairs
As you are aware the pool is in need of some repairs,below I have broken down the cost and put
an asterisk with bold print to highlight the equipment,we must replace;without this equipment we will
not be able to open. The other items are upgrades,which in the long term will be a cost saving;by
converting from the chemical compound bromine to chlorine as our disinfectant.
I have received several quotes from companies specializing in aquatic facilities and who
expressed an interest in doing the job. These are quotes from Frey Technologies Inc. as a leader in the
field of aquatic facilities. They were also the company that came in with the lowest estimate for doing the
work. They anticipate the work should take no longer than a week,once the parts have been ordered and
are in.
uali Name of item Net cost Total cost
(1) Pulsar III chemical feeder $1,800.00 $1,800.00
Comes complete with hp pump
Holds up to 65lbs of cal-hypo
(2) * LMI 50 gallon tank $360.00 $ 180.00
(1) * 4"hair and lint strainer $1,399.00 $1,399.00
(1) * 85M5-3/8 pump 12v $350.00 $0
85GPD,25PSI (agitator)
(1) Stenner 85m5 pump $700.00 $700.00
This includes (1)LMI pump
With agitator installation and
Startup and training
* Miscellaneous * $1,050.00 $500.00
Electrical work-installation
And shipping and handling and
Minor repairs
Total for items $3,159.00
Upgrades total $3,180.00
Grand total $ 6,339.00
Steven Thayer-Good afternoon Page 1
From: Lana Milton
To: Steven Thayer
Date: 3/25/03 1:31 PM
Subject: Good afternoon
These are the accounts that we are able to take$out for the Alex Haley pool repairs:
A-7311-5495-1102 = $1000.00
A-7311-5483-1102 = $900.00
A-7311-5477-1102 = $1000.00
Any other information let me know. Lana
Page 1 of 1
Carol Shipe - Fwd: B&A agenda item
From: Pat Pryor<patp @cityofithaca.org>
To: <carols @cityofithaca.org>
Date: 3/19/03 8:54 AM
Subject: Fwd: B&A agenda item
Hi Carol,
Pat Vaughn asked me to get this proposal to you for inclusion in the B&A
packet. I'll get over to City Hall this morning to make a copy and bring
it in to you.
Pat P.
>Date:Tue, 18 Mar 2003 10:53:45-0500
>To:PatriciaVaughanCity
>From:Pat Pryor<patp @cityofithaca.org>
>Subject:B&A agenda item
>Cc:AlanCohen,GaryFerguson
>Hi Pat,
>The City has received a proposal from the Downtown Partnership for the
>installation of security cameras in the Seneca garage. The Mayor
>suggested that it come to the B&A committee for possible inclusion in the
>capital project for repairs to that garage. I will put a copy of the
>proposal in your box at City Hall.
>In discussing the proposal with Gary,I suggested that some further
>research be done regarding the best camera installation for the proposed
>usage. About a year ago the Community Police Board encouraged the IPD to
>replace a broken video camera at the City Jail. In doing the research for
>that purchase 1 remember that Deputy Chief Barnes determined that the type
>of camera which seems to be what Gary is suggesting was quite labor
>intensive to manage after installation because of the frequency with which
>tapes needed to be changed. The IPD settled on a video camera which uses
>tapes which run much longer and,over a period of time, appeared to be
>more efficient to operate.
>Not being too great at all the technical stuff, I'm not clear about the
>details,but if the City decides to go ahead with this project I think a
>little further checking into the type of cameras which would best suit our
>purposes is warranted.
>Thanks,
>Pat
file://C ATEMP\GW}OOOO 1.HTM 3/19/03
THE
FS
DOWN'roWN PARTNERSHIP
Coo i : 1 V, p `�
FFAAR Cl1 �2003 February 25, 2003
, y
TO: May_ or Alan Cohen
Pat Pryor
Doug McDonald
William Gray
Thys Van Court
JoAnn Cornish
FROM. Gary Ferguson
RE: PLAT FOR GARAGE SAFETY AND SECURITY: VIDEO
SURVEILLANCE CAMERA SYSTEMS
Summary/Recommendations: Based on the attached cost submissions, the Ithaca
Downtown Partnership makes the following recommendations to the City of Ithaca
regarding improving security and safety in the Green and Seneca Street parking garages:
(1) That improving both the perception of safety and our ability to deter criminal
activity in the garages are critically important to the retention of key businesses,
their clients, patrons and customers;
(2) That the acquisition and installation of a surveillance camera monitoring system
in the garage stairwells and elevators represents a proven way to promote safety
and deter crime;
(3) That surveillance camera systems can be utilized without incurring additional
staff or labor costs;
(4) That the acquisition and installation of camera video systems can be
accomplished utilizing existing capital budget accounts set up for the repair of
both garages.
(5) That the Ithaca Downtown Partnership has priced two different systems and
recommends that the City enter into negotiations for one of the attached systems.
Center Ithaca PMB 136 • 171 East State Street • Ithaca,New York 14850
607/277-8679 • Fax 607/277-8691
E-mail: ithaca@lightlink.com
www.downtownithaca.com
Background: Why Camera Svstems?
Several recent occurrences have highlighted the need for improved safety and security in
the City owned and operated downtown garages. The first was a much publicized robbery
incident in the Seneca Street Parking Garage stairwell during the Christmas holiday
season. A second occurrence was feedback the City has received from the TC3 Ithaca
Extension Center regarding perceptions of safety in both the Green and Seneca Garages.
Public perceptions of the downtown garages as unsafe are not new. Prior IDP surveys and
focus groups of suburban residents have shown a recurring perception of downtown
garages as inhospitable. These concerns help to deter people from using downtown to its
fullest extent. When existing downtown businesses cite safety as one possible reason for
considering relocation, safety also becomes a community and economic development
concern.
There are two proven ways that other communities have addressed these perceived and
real issues of security:
(1) Bolster police patrols and increase the frequency of patrol routes through the
garages. There is ultimately no substitute for police presence as a deterrent to
criminal activity.
(2) Install surveillance cameras in the garages. Cameras act as a deterrent to criminal
activity and can help apprehend persons who do engage in criminal acts.
While increased police presence is the preferred solution,we understand the budget
limitations that the City must currently endure. This leaves cameras as the more feasible
option.
The Video Surveillance Camera Option
The Ithaca Downtown Partnership has undertaken the process of pricing the acquisition
and installation of video surveillance camera systems for both the Seneca and Green
Garages.
Our intent was to price systems that could provide coverage to the stairwells and
elevators of the garages. These are the areas deemed most constrained and closed and
most likely to be perceived as unsafe by the public. The Seneca Street stairwell area was
also the location of the December 2002 incident. We asked that companies locate
cameras at landings and elevators so that each stair and landing area would be covered.
We also suggested that the system be designed primarily for recording. It is not feasible
to expect a person to sit at monitors on a continual basis. The use of recorders allows the
City to capture incidents on tape. If needed, the Police Department can refer to a tape for
identification of perpetrators. Tapes would be retained only for a specific period of time
(typically 5-7 days) and then erased or reused. Actual real time monitoring would only
occur if the Police Department or City determined it would be useful in apprehending a
chronic criminal.
Our research suggests that there are two slightly different system technologies that can be
employed.
(1) Option one involves hard wiring the cameras to traditional monitoring stations.
This model, submitted by SOS Security of Elmira,NY, calls for two independent
systems with video recorder and monitor to be located near to each garage. The
location for the Seneca Garage would be in an unused second floor room in Ithaca
Town Hall. Tentative permission for the use of this room has already been
obtained. The location for the Green Garage monitoring/recording station would
be in the IDP office in the Center Ithaca building.
(2) Option two involves the use of Internet, wireless technology. Both garage systems
would be sent to a remote computer of the City's choosing. Recording would be
handled using CDRW technology. This model requires the City to provide
dedicated AC power plus a DSL or cable modem connection to the garages. In
Seneca, the DSL/modem connection would be to the utility room. At Green
Street, the DSL/modem could come to the IDP office.
Svstem Costs
Option one (the fully wired model)was bid by SOS Security of Elmira. Their quote is:
For Seneca Street Garage: $32,091 (materials and labor)
22 cameras (east &west stairwells/elevator
landings)
32 Channel Digital Video Recorder
For Green Street Garage: $8,053 (materials and labor)
4 cameras (east stairwell/elevator landings)
8 Channel Digital Video Recorder
Option two (the Internet model)was bid by Alarmtech Systems of Interlaken. Their quote
is:
For Seneca Street Garage: 549,710.29 (materials and labor)
22 cameras (east & west stairwells/elevator
landings)
For Green Street Garage: $18,578.81 (materials and labor)
4 cameras (east stairwell/elevator landings)
Ann additional annual fee for DSL/modem service is not included.
Copies of the quotes are attached.
Sources of Funds
The Seneca Street garage will soon undergo additional renovation. It is suggested that
this project by amended to include the camera system as part of the renovation. It is the
expected that these renovations will allow this facility to continue to operate for a number
of years. Including security into this project at this time will help to ensure that this
facility is used effectively into the future.
The Green Street Garage is likely to remain or be expanded. Funds for this system can
come from any remaining Green Street capital project funding or from the new Cayuga
Green capital project. The cost of a Green Street garage system is relatively small and
should be easier to accommodate.
Next Steps
(1) Concur on the need to pursue security systems for the garages.
(2) Review the attached quotes and determine the model/methodology desire, either
wired or internet.
(3) Reserve funds from the capital projects for the systems.
(4) Complete the procurement process.
Conclusion
Video surveillance systems represent an excellent way to achieve security without
making costly additional to the City annual budget. These systems can be capital
expenditures. They will act to reduce safety concerns in the most vulnerable areas of the
garages and will be extremely useful tools for the Police Department. They will help to
deter graffiti and other costly vandalism in the garages. Their immediate inclusion in the
capital projects for both garages is recommended.
Cc: John Schroeder, Chair, Government Relations Committee
FE -25-2003 0937 GUNBLACKRALARMTECH 607 532 9257 P.01
IB
I
,
, LLC
8:386 MAIN STREET INTERLAKEN • NY • 14847-0347
JOB PROPOSAL i ESTIMATE
Alanntech Systems, LLC will furnish system design , all labor and
materials or a complete ,operative Camera System at the premise of
Ithaca Downtown Partnership
171 E. State Street
Box 136
1haoa, N-Y. 14850 Parking Garage A
Installatfon of a Color Camera Surveillance System as follows:
2 ) 16 Camera.Color Multiplexer with built in DVR, 64OGB
Hard drive and internal CDRW
2.) ( 22 ) Vandal Proof, High Resolution Color Dome Cameras
:3.) ( 2 ) CCTV Power supplies, 24 VAC 16 Camera 8 AMP
4.) ( 1 ) Wall mount lockable steel cabinet
5.) ( 1 ) Rackmount AC power supply strip
6.) ( 2 ) Utility Rack shelves
7.) ( X ) All necessary conduit, and low voltage wiring for system
*(see attached addendum)
Camera Protection
We aro using your numbers for the quantity of cameras. Cameras will
be located 2 per stairwell in the parking garage. Cameras will be wall
mcimt;ed at the staircase midpoint where they share a common landing.
Cameras will be set-up to detect activity on and in the vicinity of each
stairwell. All wiring will be homerun to the maintenancelutility room.
Customer is to provide dedicated AC power and a DSL or Cable Modem
col w,-cticii. Please note some of the unique features of this system below.
Carnwa Features:
1) He wy Duty Cast Aluminum Construction
2)TBTtper Resistant Fasteners
3) Aigh Impact Polycarbonate Dome (withstands a sledgehammer impact)
4) "n-Jronmentally Sealed Enclosure
5) =3icg.h Resolution Color Camera (460 TV tines)
EACH Multiplexer Features:
1) '16 Channel Digital Multiplex Recorder
2) 1441:; Gigabyte internal Storage
3) Ability to archive to internal CDRW Writer- important for saving, printing
im.3ges, or viewing footage from a PC , possible use in criminal mischief,
vandalism, or personal injury court cases
800 - 393.0616 — 607 . 532.9515
SECURITY * FIRE * MONITORING * CCTV
==8-25-20�13 09-33 GUNBLACKBALARMTECH 607 532 9257 P.02
LLC
8386 MAIN STREET • INTERLAKEN • NY • 14847-0347
4) f lework Remote Support allows system changes to be made remotely
vlitf!out the need for a site visit
5) Fille Export of Digitally Recorded Images Over the Network
6) ;: Months Of High Quality Continuos Digital Recording
7) Video Motion Search Ability - creates a list of activities for the user to
v ie4�r, that have movement or activity on the recording. Eliminates hours of
t:,ri:i°i3 t^rough empty recordings
8) flebwork Capabilities - allows ANY PC (with Network Viewer Software) to
mrrutely view live and recorded activity using a standard web browser. This
fi nature eliminates the need for dedicated monitors to view the camera system_
111is will also allow you to view cameras from any location, which is quite
to Yalu able should your office location change in the future. Also allows
simultaneous multiple user access
Our,:Ptstem is warranted for one year from date of Purchase/Parts and labor per
AG+ILFWTECH SYSTEMS, LLC SALES CONTRACT.
They'ra it Contract Price for the above Installation is$49,710.29 pneludes Tax and Lab")
A tax exemption form must be submitted to become tax exempt.
ACCEPTED: The above pnces, specific actions, and conditions are satisfactory and are
dercoy accepted.ALARMTECH Systems is authorized to do the work specified. ALL
WORK AND EQUIPMENT IS SUPPLIED AND INSTALLED PER ALARMTECH'S
SALES CONTRACT. CUT SHEETS SUPPLIED ON ACCEPTANCE.
Buyer: � date
Cont E►arry : date
Note: prices good for 45 days/all changes will be in wrtting .
All additions or deletions shall be in writing and signed by both parties.
800 - 393-0616 — 607 . 532.9515
SECURITY * FIRE * MONITORING * CCTV
Feb 04 03 04: 37p SOS Security 6077325684 p. 2
Seneca Parking Ramp
Quantity Description Unit Cost Total
22 1/3"Color Camera w/built-in Converter $375.00 $8,250.00
22 113"CS 3-8mm Auto Iris Lens $119.00 $2,618.00
22 litrlBlwr Enclosure& Brkt $167.00 $3,674.00
6 F 0 CCTV P/S 8Ammp $145.00 $870.00
1 210 GB 32 Ch Digital Video Rcorder $10,680.00 $10,680.00
1 17" Color Monitor $399.00 $399.00
1 Cable, connectors, fittings, conduit, $5,600.00 $5,600.00
$32,091.00
This quote includes labor, receptacles for power to supply power are not included.
Feb 04 03 04: 37p SOS Security 6077325684 p. 3
Green St. Parking Ramp
Quantity Description Unit Cost Total
4 113"Color Camera w/built-in Converter $375.00 $1,500.00
4 1/3" CS 3-8mm Auto Iris Lens $119.00 $476.00
4 Htr/Biwr Enclosure& Brkt $167.00 $668.00
1 HID CCTV P/S 8Ammp $145.00 $145.00
1 80 GB 8Ch Digital Video Recorder $3,665.00 $3,665.00
1 17" Color Monitor $399.00 $399.00
1 Cable, connectors, fittings, conduit, $1,200.00 $1,200.00
$8,053.00
This quote includes labor, receptacles for power to supply power are not included.
City of Ithaca-Summary of Activity CP 352 372cp352372 3/26/2003
Capital Pr "ect Seneca Street Garage 3521372
Authorization: i Amount CP#Status
1998 Budget allocation En ineering amount $ 60,000.00 352
1999 Budget allocation $1,100,000.00 372
1/1/2003 CC budget $ 975,000.00 372 Bonded 1/17/03
$2,135,000.00
Ex nses:
Date Payee PO Voucher Amount Descri lion
2/17/1999 The Sear-Brown Grou 3 352 1838 $ 23,000.00 Professional Eng services inv 077857 through 1/8/99 Structural Evaluation
3/311999 Fiscal Advisors 352 1859 $ 20.22 Bonding services
$ 370.70 Bonding services
3/17/1999 Willkie Farr 352 1874 $ 50.05 Bonding Services
$ 917.59 Bondinu Services
7/8/1999 Premier Printing 352 2074 $ 7.14 Official statement printing
$ 130.95 Official statement printin
1998 Various $ 6,120.35
3113/2000 The Sear-Brown Group 352 2565 $ 6,040.40 Professional ng services inv 088845 through 2111/00 Prep of contract docs
41512000 Fiscal Advisors 352 2627 $ 16.51 Bonding services
Premier Printing 352 2628 $ 5.86 Bonding services Prints
Fiscal Advisors 372 2627 $ 394.16 Bonding services
Premier Printing 372 2628 $ 139.79 Bonding services Prints
512/2000 The Sear-Brown Group 352 2668 $ 29,462.92 Professional Eng services inv through 4f7/00 Prep of contract dots partial
5/24/2000 Willkie Farr 3521 2721 $ 37.69 Bondingservices
Fedex I 1 3721 2667 $ 60.24 Documents sent
The Sear-Brown Group 372 2668 $ 11,872.69 Professional Eng sery ices inv through 4/7/00 Prep of contract docs partial
The Ithaca Journal 372 2707 $ 49.96 LegalAd
Willkie Fart 372 2721 $ 899.78 Bonding services
6/30/2000 Fedex 372 2812 $ 193.74 Documents sent
8/312000 Fedex _ 372 2887 $ 42.14 Fedex
The Sear-Brown Grou 372 2889 $ 7,621.15 Professional Eng services inv through 6130/00 Prep of contract dots partial
Maxim Tech 372 2888 $ 277.50 Concrete Testing
8115/2000 Crane-Hogan Struct Systems 372 2908 $ 106,974.75 A plication#1 construction
Quicktex 372 2909 $ 89.47 Photos
8/30/2000 Jane Wood 372 2979 $ 331.05 Concrete Testin
9/21/2000 Crane-Hogan Struct S terns 372 3026 $ 45,086.05 Application#2 construction
City of Ithaca 372 3074 S 1,024.08 Water/sewer bill
10/4/2000 Inlet Glass&Mirror 372 3073 $ 495.00 Relace broken Plex
11/3/2000 Crane-Hogan Struct Systems 372 3167 $ 74,556.00 Application#3 construction
The Sear-Brown Grou 372 3173 $ 2,970.88 Professional En services inv through 7/30/00 Prep of contract docs partial
11128/2000 City of Ithaca 372 3200 $ 23.72 Postage
Quicktex 372 3210 $ 138.51 Photos
Raymond Kelly inc 372 3229 $ 75,735.00 App 1 for Coating
12/18/2000 Crane-Hogan Struct Systems 372 3244 $ 94,921.25 Application#4 construction
Fingerlakes Electric Supply 372 3245 $ 78.39 Electrcial supplies
ID Booth 1 1 372 3243 $ 4.26 Connectors
12131/2000 City of Ithaca 372 3276 $ 2,190.96 Water/sewer bill
Maxim Tech 372 3277 $ 662.50 Concrete Testing
Crane-Hogan Struct S tems 372 3310 $ 201,517.04 Application#5 construction
Maxim Tech 372 3311 $ 310.00 Concrete Testing
SJB Services inc 372 3312 $ 535.00 Concrete Testing
The Sear-Brown Group 372 3309 $ 2,392.30 Prof services
4/6/2001 Crane-Hogan Struct Systems 372 3464 $ 27,824.92 App 7 Construction
Premier Printing 372 3374 $ 306.03 Official statement printing
Fiscal Advisors 372 3372 $ 275.79 Bonding services
Willkie Fart 372 3385 $ 847.43 Bonding services
Premier Printing 352 3374 $ 9.05 Official statement prin n
Fiscal Advisors 352 3372 $ 8.16 Bonding services
Willkie Farr 352 3385 $ 25.06 Bonding services
The Sear-Brown Group 372 3510 $ 703.42 Prof services
5/15/2001 Crane-Hogan Struct Systems 372 3538 $ 27,529.22 App 6 Construction
5/25/2001 Crane-Hogan Struct Systems 372 3575 $ 1,346.62 App 8 Construction _
6/14/2001 The Sear-Brown Group 372 3605 $ 4,809.54 Prof services
6/30/2001 The Sear-Brown Group 372 3725 $ 1,414.46 Prof services
8/28/2001 Raymond Kelly inc 372 3805 $ 46,323.00 App 2 for Coating
City of Ithaca 372 3908 $ 1.70 postage
12/19/2001 Crane-Hogan Struct S 372 4060 $ 2,780.76 App 9 Construction
6/14/2002 Novelli Engineering S tems 372 4441 $ 3,200.00 Post Tension tests
2/1/2002 Crane-Hogan Struct Systems 372 4153 $ 1,990.52 change order#8
2/26/2002 Fiscal Advisors 372 4154 $ 328.21 Bonding services
Premier Printing 372 4154 $ 130.02 Bonding services
Willkie Fan 372 4255 $ 766.05 Bondin services
4/1812002 Raymond Kell inc 372 4317 $ 13,562.00 Closeout and retainage
2111/2003 Dataflow 372 $ 338.16 Documents
Ithaca Journal 372 _ $ 47.53 Legal Ad phase 2
The Sear-Brown Group 372 $ 46,470.31 Prof Services to 1/10/03
3/13/2003 Dataflow, 372 $ 483.21 Spec sets
Mailboxes Etc 3721 94.06 document ship
City of Ithaca Page 1
City of Ithaca-Summary of Activity CP 352 372cp352372 3126/2003
Total Expenses $ 879,382.97
Balance of Authorization $1,255,617.03
City of Ithaca Page 2
City of Ithaca
2003 Budget Impacts
3/26/2003
August Actual Current Estimated Estimated
Retirement: Projected Used Budget New Projection New Cost Added Cost
Regular Retirement 4.1% 7.1% $ 775,683 11% $ 1,201,762 $ 426,079
Police and Fire 4.7% 8.6% $ 602,857 15% $ 1,051,495 $ 448,638
Reserves available $ 200,000 $ 200,000 $ - $ (200,000)
Totals $ 901,672 $ 1,442,467 $ 2,253,257 $ 810,790
Totals with Reserves 1,101,672 $ 1,642,467
Key Dow Number 8053 Set at 11%and 15%
Regular Retirement 237 for every 237 point change from 8053 rates will change 1%
Police and Fire Ret 141 for every 141 point change from 8053 rates will change 1%
Current Dow 8229
Difference from 8053 -176
current additional% -0.74% Regular ret 10.26% $ 1,120,631
current additional% -1.25% Police and Fire 13.75% $ 963,994
Totals $ 1,642,467 $ 2,084,625 $ 442,158
2004
est payment
Other Items:
State Aid
Left as is in current Governor's Budget unless changes are made
Fuel Prices
Continue to increase will have negative impact on our Budget for 2003
Snow Removal
Current cold and snowy winter will have negative impact on our budget
Total 2003 Budget $ 257,843
Expended $ 118,021
Available $ 139,822
%expended 46%
Salt Budget $ 65,000
Expended $ 48,231
Available $ 16,769
%expended 74%
OT Budget $ 22,000
Expended $ 15,633
Available $ 6,367
%expended 71%
Interest Rates
Short term seem to be staying low,but if start to increase will impact us
Finance/Controller - Approval of 2001 City of Ithaca Single
Audit
RESOLVED, That the Single Audit Report for the period of January
1, 2001 through December 31, 2001, prepared by the accounting
firm of Ciaschi, Dietershagen, Little and Mickelson, C. P.A. ' s,
be accepted to comply with all of the City' s applicable Federal
Single Audit and related Audit Requirements .