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HomeMy WebLinkAbout04-20-16 City Administration Committee Meeting AgendaIf 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 Controller’s Office at 607-274-6576 at least 48 hours before the meeting. CA Meeting City Administration Committee DATE: April 20, 2016 TIME: 6:00 pm LOCATION: 3rd Floor, City Hall, Council Chambers AGENDA ITEMS Item Voting Item? Presenter(s) Time Allotted Vice Chair, Donna Fleming 1. Call To Order * Note: We will review the number of 15 Min* 1.1 Agenda Review No cards received at the beginning of each 1.2 Review and Approval of Minutes Yes meeting and adjust time if needed. Approval of February 2016 Minutes 1.3 Statements from the Public No 1.4 Statements from Employees No 1.5 Council Response No 2. Consent Agenda Items Yes 5 Min 2.1 GIAC – Amendment to Roster 2.2 YB – Amendment to 2016 Budget 2.3 IFD – Purchase of Vehicle 3. City Administration, Human Resources, and Policy 3.1 Restructure of Boards & Committees Yes Aaron Lavine, City Attorney 10 Min 4. Finance, Budget, and Appropriations 4.1 IURA – Natural Area Commission Recommendations For 401 Lake Street Yes Nels Bohn, Director 10 Min 4.2 DPW – Boat Storage Rack Funding Yes Mike Thorne, Supt. of DPW 10 Min 4.3 DPW – Sidewalk Assessment Approval Yes Mike Thorne, Supt. of DPW 10 Min 4.4 DPW - Hydrilla Project Agreement Yes Mike Thorne, Supt. of DPW 10 Min 4.5 DPW – CP For Renzetti Place Yes Erik Whitney, Asst. Supt. for W&S 10 Min 4.6 DPW – CP For Water and Sewer Mains Yes Erik Whitney, Asst. Supt. for W&S 10 Min 4.7 DPW – Increase CP For Water Plant Yes Erik Whitney, Asst. Supt. for W&S 10 Min 4.8 DPW – Request for funding for WWTP Yes Erik Whitney, Asst. Supt. for W&S 10 Min 4.9 IFD – Approval of SAFER Grant Yes Tom Parsons, Chief 10 Min 4.10 IFD – CP For USAR Grant Yes Tom Parsons, Chief 10 Min 5. Performance Measures No 6. Common Council 7. Meeting Wrap-up All 5 Min 6.1 Announcements No 6.2 Next Meeting Date: May 18, 2016 6.3 Review Agenda Items for Next Meeting No 6.4 Adjourn Yes (8:15 p.m.) Committee Charge: The CA committee will: Review financial and administrative issues pertaining to the City, along with items relating to the City of Ithaca workforce environment, intergovernmental relations and human resources. J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 2. Consent Agenda Items .1 GIAC - Request to Amend 2016 Roster WHEREAS, the Greater Ithaca Activities Center (GIAC) has proposed to add two (2) full time (35- hours each) GIAC Program Leaders to the roster, and WHEREAS, these positions will provide opportunities for internal promotion for qualifying GIAC Program Assistants, and WHEREAS, the work performed by these positions will support GIAC programming effectively, and WHEREAS, GIAC’s 2016 budget as approved includes funding for these positions, and WHEREAS, no additional funds are being requested for these positions; now therefore be it RESOLVED, That the Personnel Roster of GIAC shall be amended as follows: Add – Two (2) GIAC Program Leader Positions (35-hours each) and be it further, RESOLVED, That while the additional positions are filled via promotion, the 2 GIAC Program Assistant positions shall remain vacant, and be it further RESOLVED, That said roster amendment will be made within the existing funds of the 2016 authorized GIAC budget. CA Item #2.1 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 2.Consent Agenda Items .2 Youth Bureau – Request to Amend 2016 Budget WHEREAS, the Ithaca Youth Bureau has requested to amend the 2016 budget due to the award of a Tompkins County Tourism grant, and WHEREAS, the money received from this grant will be used to purchase equipment for Ithaca Bike Rental as proposed in the grant, and WHEREAS, this amendment requires no additional funds from the City; now therefore be it RESOLVED, That Common Council hereby amends the 2016 Youth Bureau Budget as follows: Increase expenses: A7310-5460-1203 $5,000 Increase revenues A7310-2070-1203 $5,000 “An Equal Opportunity Employer with a commitment to workforce diversification.” Ithaca Youth Bureau 1 James L. Gibbs Drive Ithaca, New York 14850 Phone: (607) 273-8364 Fax: (607) 273-2817 “Building a foundation for a lifetime.” TO: City Administration Committee FROM: Liz Vance, Director RE: Amendment Youth Bureau 2016 Budget DATE: April 8, 2016 We are requesting permission to amend the 2016 Youth Bureau budget due to the award of a Tompkins County Tourism Grant. The money will be used to purchase equipment for the Ithaca Bike Rental Program. Increase expenses: Account # A 7310-5460-1203 $5,000 Increase revenues Account # A7310-2070-1203 $5,000 This request does not require any additional funds from the City. Thank you. CA Item 2.2 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 2.Consent Agenda Items .3 IFD - Purchase of Fire Police Vehicle WHEREAS, the Ithaca Fire Police is a unit of the Ithaca Fire Department comprised of members of Neriton Fire Company No. 9, and WHEREAS, the Ithaca Fire Police Unit responds to emergencies requiring traffic and crowd control, and WHEREAS, the work of the Fire Police involves the use of barricades, flares, portable traffic control signs, scene lighting, and traffic cones, and WHEREAS, the Ithaca Fire Department does not have a vehicle to permanently store and made available for use for carrying traffic control equipment, and WHEREAS, the members of the Fire Police Unit currently use their personal vehicles to transport traffic control equipment to emergency incidents, and WHEREAS, Neriton Fire Company No. 9 has offered to fund the purchase of a vehicle, up to twenty thousand dollars ($20,000), and WHEREAS, Neriton Fire Company No. 9 has offered to provide funding for retrofitting, and major repairs of the Fire Police vehicle, and WHEREAS, the City Attorney has recommended that the Fire Police Vehicle be owned by the City of Ithaca for it to be eligible for insurance and registration under the City of Ithaca, and WHEREAS, the Fire Police Vehicle, when not in use, will be parked or stored on City owned property, and WHEREAS, the Fire Chief supports the request of Neriton Fire Company No. 9 to purchase a vehicle for the Fire Police Unit; now, therefore be it RESOLVED, The Common Council of the City of Ithaca approves the acceptance of funds from Neriton Fire Company No. 9 for the purchase of a vehicle for the Fire Police Unit, and, be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for the purchase of a Fire Police Vehicle shall be transferred to Account A3410-5215-12200, and, be it further RESOLVED, The funds provided by Neriton Fire Company No. 9 for retrofitting, and major repairs to the Fire Police Vehicle shall be transferred to Account A3410-5476-12250; and, be it further RESOLVED, The cost of registration, insurance, fuel and routine maintenance will be paid for out of existing Fire Department funding; and, be it further RESOLVED, The Common Council authorizes the purchase of a Fire Police Vehicle at a cost not to exceed funds provided by Neriton Fire Company No. 9; and, be it further J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 RESOLVED, The Common Council authorizes the retrofitting and major repairs of the Fire Police Vehicle not to exceed funding provided by Neriton Fire Company No. 9. Memo To: Common Council From: Tom Parsons, Fire Chief Date: March 10, 2016 Re: Fire Police Vehicle Neriton Hose Company Number 9, which is the organization representing the volunteer members of the Ithaca Fire Department, has offered to fund the purchase a used “van type” vehicle for use by the Fire Police Unit. The vehicle will be used for storage and transportation of barricades, flares, portable traffic control signs, scene lighting, and traffic cones. The fire department has a pickup truck that the fire police can use for this purpose, but the vehicle cannot be dedicated to storage of this equipment as the vehicle is used for other transportation needs related to operations, training, and fire prevention. The proposal, which I support, is to use funds donated by Company No. 9 to purchase a used van type vehicle. Additional funding will be provided by Company No. 9 to paint, letter, and outfit with the vehicle with safety lighting. The vehicle would be owned by the City of Ithaca, insured under the Fire Department’s Insurance Policy, and registered to the City of Ithaca. Routine maintenance and fuel for the vehicle will be provided by the fire department using current fire department funds. I anticipate the use and associated costs to maintain the vehicle to be fairly low and will not significantly impact our budget. The vehicle will be stored either at one of the Fire Stations or DPW and will be under the control of the Fire Department. If you have any questions, please don’t hesitate to contact me. CA Item 2.3 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 3. City Administration, Human Resources, and Policy .1 Working Group to Propose Restructuring of Boards and Committees WHEREAS, in 2011, the City of Ithaca contracted with an outside consulting firm to evaluate the city’s organizational structure as it relates to performance measurement and efficiencies, resulting in what we now call “The Novak Report”, and WHEREAS, based on the Novak Report, the Common Council identified as a priority the task of performing a comprehensive analysis of the City’s approximately 30 boards and committees, and WHEREAS, the Common Council now desires to complete that analysis and consider recommendations for restructuring of many of the City’s boards and committees (which shall, for purposes of this resolution, include commissions, councils other than the Common Council, and groups), though generally not the City’s quasi-judicial boards and committees; now, therefore be it RESOLVED, That a Boards and Committees Restructuring Working Group (“BCRWG”) shall be formed to gather input from existing boards and committees, and the public, on possible models for restructuring, and to propose to the City Administration Committee a realigned structure for the City’s boards and committees that supports the following goals: 1. To create a structure in which volunteers and citizens effectively engage in order to drive change and address changing needs. 2. To make effective use of volunteer time and energy. 3. To create a structure in which volunteer committees can bring new ideas and initiatives forward to Council for adoption in an easy and consistent manner. To also create a structure in which Council and/or the Mayor can assign an emerging issue to a committee for research, public input, and analysis. 4. To define clearer relationships between City committees and Council. 5. To better utilize staff resources in order to most effectively empower the committees. 6. To be even more responsive to the needs of our community. 7. To make recruitment of new board members easier. 8. To create a structure that is fluid enough to be both proactive and reactive depending on the situation or issue. 9. To provide citizens better visibility and access into government and how to create change. and be it further, RESOLVED, That the Mayor shall select, recruit, and appoint seven members of the BCRWG as follows, who shall additionally be advised by the City Attorney:  Two present or former board or committee members  Two members of the Common Council  Two City staff with familiarity with the City’s board and committee structure  The Chief of Staff; and be it further, J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 RESOLVED, That a member of the BCRWG shall provide progress updates to the City Administration Committee at most meetings of the City Administration Committee. J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .1 IURA - Consideration of the Natural Area Commission’s Recommendations Regarding 401 Lake Street WHEREAS, the City of Ithaca acquired property located at 401 Lake Street (tax parcel #12.-1-2) and vacant tax parcel #12.-1-1 through tax foreclosure proceedings in 2015, and WHEREAS, the 401 Lake Street property contains a vacant, boarded-up 840 square foot single family dwelling located immediately adjacent to Fall Creek, and WHEREAS, on June 3, 2015, the Common Council took action to:  retain ownership of the 401 Lake Street and tax parcel #12.-1-1;  direct staff to consider rezoning 401 Lake Street and tax parcel #12.-1-1 from R-3b to a P-1 zoning district designation  designate tax parcel #12.-1-1 for inclusion in the Ithaca Falls Natural Area; and WHEREAS, on June 3, 2015, a decision whether to retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area was postponed pending review by the Natural Areas Commission (NAC), and WHEREAS, the NAC recommends the following actions: 1. Retain 401 Lake Street for public use and designate it for inclusion in the Ithaca Falls Natural Area; 2. Rezone 401 Lake Street and the adjacent tax parcel #12.-1-1 from R-3b to P-1; 3. Demolish and remove the vacant house at 401 Lake Street; 4. Undertake a management plan for the Ithaca Falls Natural Area; and WHEREAS, the City of Ithaca comprehensive plan, Plan Ithaca, recommends that land use decisions be made in accordance with the Future Land Use Map, which designates both parcels in an Environmentally Sensitive land use category, and WHEREAS, Plan Ithaca also includes a goal that “[g]orges throughout the city will be protected to ensure their continuation as critical natural assets for current and future use”, and WWHEREAS, the Planning and Economic Development Committee considered NAC recommendations regarding zoning and natural area designation, and WHEREAS, asbestos investigation, abatement and demolition of the structure at 401 Lake Street is projected to cost approximately $25,000, and WHEREAS, the City has not yet fulfilled its obligation to develop and adopt a management plan for the Fall Creek Recreational River corridor, as required by the New York State Department of Conservation (NYSDEC), and WHEREAS, fencing restricting public access to portions of the Ithaca Falls Natural Area for the past 10 years may be removed upon a NYSDEC determination that the recently completed environmental investigation and remediation of the city-owned Ithaca Falls Overlook site has been satisfactorily accomplished, and J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 WHEREAS, development of management plans for municipally-owned recreational and natural areas are eligible for matching reimbursement grants through the Environmental Protection Fund Municipal Grant program, and WHEREAS, Under the City Environmental Quality Review Ordinance (CEQRO), the NAC recommendations are classified as follows:  Type I (due to proximity to Fall Creek) - Designation of city-owned parcels into the Ithaca Falls Natural Area  Type I - Rezoning to P-1  Type I (due to proximity to Fall Creek) - Demolition of structure at 401 Lake Street  Type II - Development of management plans, and WHEREAS, the proposed actions under consideration by the CAC are demolition of the structure at 401 Lake Street and submission of a grant application to develop management plans, which are classified under the City Environmental Quality Review Ordinance (CEQRO)as a Type I action and an Exempt action, respectively, and WHEREAS, environmental review has been completed for the proposed actions, and WHEREAS, City staff has estimated demolition costs for the Lake Street structure to be $25,000, and WHEREAS, we can use a portion of the proceeds from the upcoming sale of City land for the Canopy Hotel to support the demolition expense related to Lake Street and avoid borrowing for this expense; now, therefore, be it RESOLVED, that the Common Council for the City of Ithaca hereby establishes Capital Project #829, Demolition of Vacant Structures in an amount not to exceed $25,000 for the purpose of demolishing and removing the vacant structure at 401 Lake Street, and be it further RESOLVED, That the $25,000 in needed funds for the demolition project will be derived from a portion of the sale of City land for the Canopy Hotel, and be it further RESOLVED, The Common Council hereby authorizes submission of a grant application for development of a management plan for the Fall Creek Natural Area and a management plan for the Fall Creek Recreational River Corridor, and be it further RESOLVED, That this resolution will take effect contingent on the passing of a companion resolution currently pending in the Planning Committee. LEGEND Midblocks Tax Parcels Primary Commons Zone Secondary Commons Zone Historic District Zoning District Certificate of Appropriateness (COFA) Decision Buildings Railroad Parcel Border Waterway Park City of Ithaca, NY 2016 Feet4/8/2016Printed: Data contained on this map was provided or derived from data developed or compiled by the City of Ithaca, and is the best available to date. The originators do not warrant the accuracy or completeness of the information portrayed by the data. 258.611: Location Map - 401 Lake Street http://geo.tompkins-co.org/SL/Viewer.html? Viewer=cityproperties 2,257 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .2 DPW - Boat Storage Rack Funding WHEREAS, a proposal to install, maintain, and license 5 boat storage racks at a total of 4 locations within Stewart and Cass Parks was approved by Common Council on March 2, 2016, and WHEREAS, the capital cost to construct the boat storage racks is estimated to be $5,000 with a revenue stream to the City expected to be $6,000 per year, and WHEREAS, funds to pay for the initial installation will come from account A7111-5483, Parks and Forestry Construction Supply, which were not anticipated in the 2016 Department of Public Works budget; now therefore be it RESOLVED, That Common Council authorize the transfer of $5,000 from unrestricted contingency to account A7111-5483. J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4.Finance, Budget, and Appropriations .3 DPW - Approval of Assessments for Sidewalk Construction Costs for portions of Cornell Street and Hancock Street WHEREAS, on May 7, 2012, the Board of Public Works directed new sidewalk construction by City forces along the west side of Cornell Street, between East State/MLK Jr. Street. and Eastwood Avenue, in accordance with Uniform Sidewalk Improvement sections of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, after a recommendation from the Board, Common Council created Capital Project # 779 in the amount of $50,000 for Cornell Street sidewalk construction and associated costs, with the understanding that approximately half of that amount would be recoverable under sidewalk assessments authorized under the Uniform Sidewalk Improvement sections of the City Charter, and WHEREAS, on June 4, 2012, the Board of Public Works directed new sidewalk construction by City forces along the north and south side of the 700 block of Hancock Street, in accordance with Uniform Sidewalk Improvement sections of the City Charter, pursuant to plans and specifications prepared by the Office of the City Engineer, and under the direction of the Superintendent of Public Works, and WHEREAS, the Cornell Street and Hancock Streets sidewalks were constructed by the City Department of Public Works in the summers of 2012 and 2013, respectively, and WHERAS, Common Council passed Local Law No. 3-2013, effective January 1, 2014, in essence modifying the City Charter’s policy in regard to responsibility for sidewalk construction costs, and WHEREAS, in the context of the new law, and through the adoption of the 2014 Sidewalk Improvement District budget and work plan, the Board indicated their intent to share the costs of the new sidewalk between the adjacent property owners and the newly created Sidewalk Improvement Districts, and WHEREAS on June 9, 2014, the Board held a duly advertised public hearing in accordance with Section C-89 of the City Charter, in regard to apportioning and assessing sidewalk costs for both Cornell Street and Hancock Street construction, in accordance with plans and schedules of cost prepared by the Office of the City Engineer, and WHEREAS, on August 18, 2014, the Board of Public Works approved an apportionment of costs as shown in the attached schedule of costs prepared by the Office of the City Engineer, and recommended to Common Council to assess such apportioned costs to the adjacent property owners in accordance with Section 89 of the City Charter; now therefore be it RESOLVED, that Common Council does hereby approves the apportionment of cost as approved by the Board of Public Works on August 18, 2014, and be it further RESOLVED, that Common Council does hereby direct the Finance Department to assess the apportioned costs to the adjacent property owners as follows: J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 Address Assessment 10 Cornell Street $ 5,364.06 1120 East State Street $ 5,515.63 622 Cascadilla Street $ 5,721.52 702 Hancock Street $ 3,393.00 710 Hancock Street $ 3,213.60 711 Hancock Street $ 273.00 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .4 DPW - Agreement with Tompkins County to Fund Hydrilla Project. Entering into Contract with Tompkins County Soil and Water Conservation District for coordination and implementation of the Cayuga Lake Watershed Hydrilla Project in the Cayuga Inlet, Fall Creek and Southern Cayuga Lake for 2016. WHEREAS, the Tompkins County Soil and Water Conservation District (District) is working to eradicate the Invasive Hydrilla plant from the Cayuga Inlet, Fall Creek, adjacent tributaries, and the southeast corner of Cayuga Lake, and WHEREAS, the Finger Lakes-Lake Ontario Watershed Protection Alliance (FLLOWPA) has received NYSDEC administered grant funding (Aid to Localities Contract No. C304750) for hydrilla eradication efforts (including in-field management/treatment, extensive plant community and hydrilla tuber monitoring), and WHEREAS, NYSDEC requires a “full reimbursement” process for Hydrilla Project activities, including coverage of all up-front Project costs before NYSDEC funds can be accessed and reimbursement requested, and WHEREAS, the District does not have appropriate funding on hand to cover up-front Project costs, but must continue the coordination and implementation of critical Hydrilla Project activities with the Hydrilla Task Force to ensure Project success, and WHEREAS, in order to make this a possibility and cover the needed up front $300,000 project costs, the City of Ithaca has combined with Tompkins County to lead the funds with a later reimbursement; now, therefore be it RESOLVED, By the City of Ithaca that, 1.) The City of Ithaca enters into a contract with Tompkins County Soil and Water Conservation District to provide local funding support of $100,000 for Hydrilla Project activities for the 2016 treatment season. 2.) The Tompkins County Soil and Water Conservation District (on behalf of the Hydrilla Task Force of the Cayuga Lake Watershed), will secure sub-contracts with Project contractors in order to implement necessary in-field Hydrilla Project activities, including hydrilla management and eradication treatments, and plant community and hydrilla tuber monitoring. 3.) Tompkins County Soil and Water Conservation District will submit reimbursement requests to NYSDEC via FLLOWPA for Project costs incurred during the 2016 treatment season. Reimbursement requests will be submitted on a quarterly basis (per NYSDEC contract terms). Reimbursement funds will be sent to TCSWCD, which will then be sent to the City of Ithaca. fr$U*lTf $O Tompkins County Soil and lVater Conselvation District 170 Boetwick Road - Ithaca" niY f4850 Telephone (ffi7)LS7-?,340 Fax: (ffiT257-7W6 F Dear MayorMnick, The Hydrilla Task Force of the Cayuga Lake Watenhed GilD has been responsible for coordinating and implementing the Cayuga Lake Watersbed Hydrilla Project (ProjecQ siace ttre discovery of the highly invasive aquatic plant species Hydrilla (Ilydrilla verticillata) in the Cayuga Inlet in August of 2011. Project activities fall into three primary components: l. Hydrilla mansgenent and eradication trrestrenf.s 2. Plant community, hydrilla tuber, and water quatlty monitodng 3. Public eduoation and outreach These critical Prroject initiatives have been funded through multiple gmnts from state and Federal soutrces, including:o Fish and Wildlife Service-Aquatic Nuisance Species Crmnt (FWS-ANS. Federat) o National Fish and Wildlife Foundation-Pulling Together Initiative (NFWF-PTI. Federal) r NY$ Deparfirent of Environmental Csnservation (NYSDEC. State) o NYS Office of Parks, Recreation and Historic Prese,rration (NYS Parks. State) The NYSDEC grant remains a'trll reimbursennent'o process, rquiring that all Project exp€rules be covered up- front before frmding can be accessed and reimbumement At this time, the Tompkins Couttty Soil and Water Conservation District (TCSWCD), a primary stakeholder and permit/contract holder for the HTF, does not have the available fimds on hand to cover upfront Project costs. This continues to create a scenario whe'te the HTF is unable to access the much needed NYSDEC funding to help cover the costs of criticat Project activities. Given the annual firnding needs for the Projet and the current consfraints put in place by the NYSDEC grant confiapt the Tomnkins Countv Soil and Water Conservation District is requestins the Citv of fthaca orovide local fundins suoport for the Proiect in the form of a $100.{Xl0 *bridse loan." A similar request has also been made to Tompkins County for local funding support of $200,000 for the Project in 2016, snd a contract betureer the Cormty md TCSWCD is now in place. Similar to the looal fimding agreement between the City and TCSWCD in 2015 (for $100,000), these local ftnds will be dilized to coyer fhe up-funt costs ofthe most critical koject components during the 2016 fieahent season (Jrme 2016 -December 2016). This includes in-field management and eradication treafrnents, and extensive monitoring and sanrpling of hydrilla/plant communities. Following payment of up-front Project costs using local firnds, reimbursement requests will be made to NYSDEC at the end of the Third and Fourth Quarters of 2016 (September 30 and Decernber 31, respectively). A fulIcontract already exists between FLLOWPA andNYSDEC for allocated Hydrilla Prroject fimdine (Aid to Localities Conaact No.: C3M750). TCSWCD will zubmit reimbursement requests to FLLOWPA for Project costs incurred in 2016. FLLOWPA and NYSDEC will process the,se requestsL release fimds, and send pa)m€nt to TCSltrCD. TCSWCD will then replenishthe local funding provided by the City of Ithaca. Current and anticipated gnnt funding from FWS-A}.IS and NYS Parks for 2016 will be used to fiIl any gaps not covered by NYSDEC tunds. Any questions or requests for additional information can be directed to: James Balyszak (Program Manager, Hydrilla Task Force) 170 Bostwick Road Ithaca, NY 14850 Phone: 607-254-1715 Email stophvdrilla@ ernail. com OR Jon Negley (Dishict Mmagero Tompkins Cormty Soil & Wat€r Conservation Dishict 170 BostwickRoad Ithac4NY 14850 Phone: 607-254-1718 Email: jonnegley@tcswcd.ore The Hydrilla Task Force and its stakeholders gleatly appreciate the City of lthaca's continued interest and willingness to support the ongoing Cayuga Lake Sfateshed Hydrilla Project. We look forward to continuing local collaboratine efforts, ufrich will help to secure the long:term viability of tlre Hydrilla Project and the positive long-term benefits to the local community, cornm€rge and freshwater ecosyslerns. Sincerelyn JonatffinNegley Disuict Manager, Tompkins County Soil & Water Conservation District CC: Steve Thayer (City Controller) Mike Thone (Superintendent of Public Works) CONTRACT FOR SERVICES Made this ____ day of ____________, 2016 between the CITY OF ITHACA, a municipal corporation with offices at 108 East Green Street, Ithaca, New York (the “City”), and TOMPKINS COUNTY SOIL & WATER CONSERVATION DISTRICT, with offices located at 170 Bostwick Road, Ithaca, NY 14850 (the “District”). WITNESSETH: WHEREAS, The Tompkins County Soil and Water Conservation District (District) is working to eradicate the invasive hydrilla plant from the Cayuga Inlet, Fall Creek, adjacent tributaries, and the southeast corner of Cayuga Lake, and WHEREAS, the Finger Lakes-Lake Ontario Watershed Protection Alliance (FLLOWPA), of which the District is a member, has received New York State Department of Environmental Conservation (NYSDEC) administered grant funding (Aid to Localities Contract No. C304750) for hydrilla eradication efforts (including in-field management/treatment, extensive plant community and hydrilla tuber monitoring) with such efforts r eferred to here as the “Hydrilla Project”, and WHEREAS, NYSDEC requires full reimbursement for Hydrilla Project activities, including coverage of all up -front Project costs before NYSDEC funds can be accessed and reimbursement requested, and WHEREAS, the District does not have appropriate funding on hand to cover up-front Project costs, and requires funding to continue the implementation of critical Hydrilla Project activities, and WHEREAS, in order to make this a possibility and cover the needed up front $300,000 project costs, the City of Ithaca has combined with Tompkins County to lend the funds with a later reimbursement; NOW, in consideration of the covenants, conditions, and provisions contained herein, it is hereby AGREED as follows: 1. The City agrees to provide local funding support to the District in an amount not to exceed $100,000 for the 2016 treatment season of the Hydrilla Project. The term of this agreement is for the period of April 1, 2016 through December 31, 2016. 2. The funding described in paragraph 1 will be delivered to the District in a lump sum within thirty (30) days of execution of this Agreement. 3. Using the funds from the City provided under this Agreement and funds received from Tompkins County under separate agreement, the District will secure and administer all necessary sub -contracts in order to implement the in- field Hydrilla Project activities, including hydrilla management and eradication treatments, plant community and hydrilla tuber monitoring, and water quality analysis. 4. The District will submit reimbursement requests to NYSDEC via FLLOWPA for Project costs incurred during the 2016 treatment season. Reimbursement requests will be submitted on a quarterly basis (per NYSDEC contract terms). Reimbursement funds will be sent to the District, which will then be sent to the City of Ithaca. 5. The relationship of the District to the City is that of an independent contractor. As such, the District shall receive no fringe benefits from the City including but not limited to medical insurance, retirement benefits, workers’ compensation, disability, unemployment insurance or any other benefits or remuneration other than that set forth in paragraph 1 hereinabove. 6. The District will review Hydrilla Project progress with the Hydrilla Task Force and submit any information at the Task Force’s request. The District agrees to provide services as outlined in the NYSDEC grant (Aid to Localities Contract No. C304750), and as submitted to the City’s Common Council and the Tompkins County Legislature. 7. The District agrees to comply with any audit of its records or auditing procedure that may be required by virtue of entry into this Agreement. 8. The City may terminate this contract at any time without cause, in which case the District shall be paid pro rata for the satisfactory work performed to date of termination. 9. The District shall indemnify, hold harmless and defend the City and its officers, employees, agents a nd elected officials from and against any and all claims and actions brought against the City and its officers, employees, agents and elected officials for injury or death to any person or persons or damage to property arising out of the performance of this agreement by the District, its employees, subcontractors or agents with the exception of all actions and claims arising out of the negligence of the City. The District shall maintain minimum limits of insurance as required by law or as acceptable by the City, whichever is greater. 10. The District shall not discriminate against any employee, applicant for employment, sub -contractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, e thnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight. 11. In accordance with the provisions of Section 109 of the New York Gene ral Municipal Law, the District is hereby prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this agreement to any person or corporation without the prior written consent of the City. 12. Workers’ Compensation and Disability Coverage: A condition for entry into this agreement is the presentation by the District to the City of Ithaca of either proof that the District provides the levels of workers’ compensation and disability coverage required by the State of New York or that the District is not required to provide such coverage. 13. This Contract shall be governed by and construed in accordance with the laws of the State of New York and the City of Ithaca Charter and Municipal Code. The parties agree that the Supreme Court of the State of New York, held in and for the County of Tompkins, shall be the forum to resolve disputes arising out of either this agreement or work performed according thereto. TOMPKINS COUNTY SOIL & WATER CONSERVATION DISTRICT: BY: _______________________________ DATE: _____________________ [Name of Individual Signing] SS# or Federal ID # __________________ CITY OF ITHACA: BY: _______________________________ DATE: _______________________ Svante Myrick, Mayor BY: _______________________________ DATE: _______________________ Department Head APPROVALS AS TO FORM: BY: _______________________________ DATE: _______________________ City Attorney CITY CONTROLLER: BY: _______________________________ DATE: _______________________ City Controller CITY ADMINISTRATION COMMITTEE: ______________________________ DATE: _______________________ Chairperson J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .5 DPW - Establishment of a Capital Project and Funding to Replace a portion of the Sanitary Sewer Main along the South Hill Trail above Renzetti Place WHEREAS, two sanitary sewer mains along the west end of the South Hill Trail have experience storm related high flows on at least two occasions since 2011 resulting in overflows which spilled onto the trail and along the south ditchline of Renzetti Place, and WHEREAS, the carrying capacity of the two mains is exceeded during high flows due to slope, size, and both mains being connected perpendicular to the flow in the Hudson Street sanitary sewer main at the same location, and WHEREAS, installing four new manholes and 463 feet of new 15 inch diameter pipe to make a new point of connection with the sanitary sewer main on Hudson Street downhill of the existing connection will provide both increased slope and a more hydraulically efficient transition in that the flows will be converging in the same direction, and WHEREAS, the Department of Public Works Water & Sewer Division staff has estimated the maximum cost for this project to be $36,000.00, and WHEREAS, a 41.57% share of the costs of this sanitary sewer project could be reimbursed by the Town of Ithaca under the Joint Sewer Interceptor Agreement in an amount not to exceed $14,965.20, and WHEREAS, the Department of Public Works Water & Sewer Division staff estimates our Crews could complete this work in two to four weeks. Work would be schedule for summer or fall of 2016; now therefore be it RESOLVED, That Common Council hereby establishes Capital Project #630 with an amount not to exceed $36,000.00 to facilitate the construction of a 463-foot length of sanitary sewer main along South Hill Trail above Renzetti Place. Renzetti Place Sewer Replacement Cost Estimate City of Ithaca, New York Department of Public Works Item Number Description Unit Estimated Quantity Estimated Unit Price Estimated Total Price 1 8" SDR 35 Pipe LF 32 $3.50 $112.00 2 15" SDR 35 Pipe LF 450 $15.00 $6,750.00 3 Manhole Castings EA 4 $800.00 $3,200.00 4 Frame and Covers EA 4 $300.00 $1,200.00 5 #2 Stone Fill YD 35 $10.00 $350.00 6 Road and Sidewalk Restoration EA 1 $5,000.00 $5,000.00 7 Geotextile Fabric (Trail Restoration) 12.5' x 300' Roll EA 2 $325.00 $650.00 8 Item 1A Stone (Pea Stone)EA 83 $10.00 $830.00 9 Erosion and Sediment Control (Silt Fence, stone)EA 1 $1,000.00 $1,000.00 10 Traffic Control EA 1 $1,000.00 $1,000.00 11 Labor & Equipment EA 1 $13,000.00 $13,000.00 Sub $33,092.00 12 Contingency (10%) - Unforseen utilities, tie-ins Pct 10%$3,309.20 Total $36,401.20 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .6 DPW - Establishment of a Capital Project to Replace Water and Sanitary Sewer Mains on the 200 block of Dryden Road WHEREAS, the City’s water main on the 200 block of Dryden Road is 106 years old, originally constructed in 1910, and the City’s sewer main is 120 years old, originally constructed in 1896, and WHEREAS, the current redevelopment of two parcels located in the 200 block of Dryden Road includes overhead electric and communications being moved to underground installations as well as the addition of a medium pressure natural gas main underground, and WHEREAS, the cost of replacing the City’s water and sewer would be significantly higher if done after the new underground electric, communications, and gas have crowded the available space in the street right-of-way, and WHEREAS, the street surface, curb, and drainage are all in need of replacement and will be further disturbed necessitating a full depth street rebuild, and WHEREAS, in order to take advantage of a substantial cost savings, the Department of Public Works Water and Sewer Division is requesting funding to perform this work, which entails replacement of 385 feet of sanitary sewer main and 377 feet of water main, and WHEREAS, the Department of Public Works Water & Sewer Division staff has estimated the maximum cost for replacement to be $236,000.00, and WHEREAS, City Department of Public Works Water & Sewer Division staff estimates City crews will complete this work in six to eight weeks and is to be scheduled during the time frame from June 2016, to August 2016; now therefore be it RESOLVED, That Common Council establishes Capital Project #631in an amount not to exceed $236,000.00, to facilitate the construction of replacement of water and sewer mains on the 200 Block of Dryden Road. Dryden Road Cost Estimate City of Ithaca, New York Department of Public Works Item Number Description Unit Estimated Quantity Estimated Unit Price Estimated Total Price 1 8" SDR 35 Pipe LF 385 $3.50 $1,347.50 2 12" Gate Valves EA 6 $1,700.00 $10,200.00 3 12" Cross EA 1 $800.00 $800.00 4 12" MJ Bolt and Gasket Packs EA 30 $15.00 $450.00 5 12" 45 Deg Bend EA 6 $150.00 $900.00 6 12" Class 52 DI Pipe LF 377 $34.00 $12,818.00 7 Hydrant EA 1 $2,200.00 $2,200.00 8 3/4" Corp Stop EA 8 $25.00 $200.00 9 3/4" K-Copper LF 320 $2.50 $800.00 10 3/4" Curb Stop EA 8 $52.00 $416.00 11 Valve Box and Cover EA 14 $50.00 $700.00 12 6" Guard Valve EA 1 $700.00 $700.00 13 4" Sanitary Service Laterals LF 200 $2.00 $400.00 14 4" x 8" Wye Connections EA 7 $6.00 $42.00 15 4" PVC to Clay Coupling EA 7 $11.00 $77.00 16 Manhole Castings EA 4 $800.00 $3,200.00 17 Frame and Covers EA 4 $300.00 $1,200.00 18 #2 Stone Fill YD 130 $10.00 $1,300.00 19 Bank Run YD 1000 $10.00 $10,000.00 19 Road and Sidewalk Restoration EA * 20 Traffic Control EA 1 $5,000.00 $5,000.00 21 Labor & Equipment WK 6 $25,000.00 $150,000.00 22 Temporary Paving (1040 CUFT)TN 73 $160.00 $11,680.00 Sub $214,430.50 23 Contingency (10%) - Unforseen utilities, tie-ins Pct 10%$21,443.05 Total $235,873.55 *Paving restoration under Streets and Facilities Budget J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .7 DPW - Additional Budget Authorization for “Water Supply Project WHEREAS, within the original design and contract for the Water Supply Project was for City’s two clearwells at the Water Treatment Plant both to be relined and made watertight. The 1929 clearwell was successfully sealed and relined. The 1903 clearwell because of its condition cannot be sealed or relined, and WHEREAS, it is necessary to the function of the Water Treatment Plant and Water Distribution System that 1903 clearwell be replaced in that it both provides for balanced and efficient operation of the membrane filters and the required storage for emergency supply and fire flow, and WHEREAS, the City’s Engineering Consultants for the project, O’Brien and Gere have estimated the maximum budget for replacement of the 1903 clearwell to be $1,250,000.00, and WHEREAS, the projected June 2016 contingency remaining in the project budget for Contract 4 under Capital Project 510 is $927,667.00, this includes expenditure of $50,000.00 to be used for Engineering design and construction phase services for the 1903 clearwell rebuild, and WHEREAS, the Assistant Superintendent for the City of Ithaca DPW Water and Sewer Division along with staff Engineers have reviewed, discussed, and determined that the additional project construction and engineering costs are in line with best practices, are necessary, and recommend to the Board of Public Works authorization of an additional budget authorization in the amount of $1,200,000.00 with the understanding that at the close of Contract 4 the balance of the contingency line will be all applied first towards this additional work to minimize the amount of the additional funds expended, now therefore, be it RESOLVED, That Common Council authorizes additional funding for Contract #4 under Capital Project 510 in an amount not to exceed $1,200,000.00, and be it further RESOLVED, That at the close of Contract #4, the balance of the contingency line will be applied towards this additional work to minimize the amount of the additional funds expended; now therefore, be it RESOLVED, That Common Council authorizes additional funding for Capital Project 510 in an amount not to exceed $1,200,000.00 to be derived from the balance of the contingency line at the close of Contract #4 estimated to be $927,000 and the remaining amount of $272,333 would be derived from the issuance of Serial Bonds. 333 West Washington Street, PO Box 4873 Syracuse, NY 13221-4873 p 315-956-6100 f 315-463-7554 OBG www.obg.com OBG | There’s a way March 10, 2016 Mr. Erik Whitney, P.E. Assistant Superintendent City of Ithaca Department of Public Works 510 First Street Ithaca, NY 14850 RE: Water Supply Project – Status Report FILE: 1598/49288 Dear Erik: This letter serves to provide an update on the status of the Water Supply Project. We have prepared this project status report to document project progress, communicate budget status and provide an update to our proposed project budget compliance strategy. CURRENT PROJECT ACTI VITIES The following is a summary of the major activities as of March 7, 2016.  The design of all the project elements is essentially complete. The only pending design item is resolution of comments received from the New York State Department of Health (NYSDOH) on Contract No. 1 Sixty-Foot Reservoir and Dam Improvements. The Permit for work within the Sixty-Foot Reservoir was received from the New York State Department of Environmental Conservation (NYSDEC) on February 11, 2016. With the receipt of the permit conditions from the NYSDEC, we can now incorporate the permit conditions and resolve remaining comments from the NYSDOH. We will update the contract documents and advertise for construction this spring. Limited active construction associated with site preparations is anticipated in 2016.  The construction of the water treatment plant is progressing well. The pretreatment facilities have been in service since last summer and the commissioning of the first two membranes was completed on February 15, 2016. Treated water from the new processes is now being delivered through the rehabilitated 1929 clearwell to the City customers in the gravity zone. At the time of our last report in June of 2015, the construction completion date was projected to be November 2016. Since that time, delays have been encountered associated with establishing temporary chemical installations in heated enclosures, coordination of the start-up, testing, regulatory approvals associated with the commissioning of the completed membrane systems and preparations for the demolition of the existing facilities. The projected completion date is now December 19, 2016. All parties have been working diligently and in a cooperative manner to minimize the cost impact of the delays, but the extended schedule will impact our budget. Note, the original construction budget was to cover 27 months of inspection, based on the revised contractors schedule a total of 42 months inspection will be required. OBG | THERE’S A WAY March 10, 2016 © 2016 . ALL RIGHTS RESERVE D | 2 \\Syrna01\projects\Ithaca-C.1598\49288.Water-Supply- Pr\Corres\Ithaca\Project Status Report_March 2016.docx  The NYSDEC Protection of Waters Permit for work within the Sixty-Foot Reservoir was received much later than anticipated and includes restrictions for when work can be performed within the reservoir. Consequently, it is clear that most of the construction will not be completed concurrently with the water treatment plant, as originally planned. The budget update included in this report is based on the assumption that construction support after completion of the water treatment plant will be accounted for in a separate budget, under development for the upgrade or de-commissioning of the City’s four dams on Six-Mile Creek.  Control System Integration- The design of the Process Control Panels has paralleled the design of instrumentation and control system for the water treatment plant, the wide area communication network and the design of the membrane control panels by Pall. The five scheduled process control panels have been designed, manufactured and tested. Four are in operation.  The construction of the water treatment plant has provided an opportunity to complete a detailed inspection of the 1903 clearwell. This inspection revealed deteriorated concrete and new information on the original construction. Based on this new information, we recommend that the City perform a complete reconstruction of the clearwell storage tank, rather than the intended lining of the existing tank. The proposed tank, would be constructed inside the existing buried 500,000 gallon tank using cast-in-place concrete, with a membrane roof and fitted with new interior baffles, a new overflow, access hatches and vent. EARNED VALUE ANALYSI S The attached earned value analysis includes a task breakdown of the budget for professional services and our assessment of the percent complete for each task. Our invoices for professional services to date total $4,666,193 (period ending 2/6/16). Considering unbilled costs and projected commitments to subcontractors, our total expenditures to date are approximately $4,770,152. Our current authorization totals $4,750,000 which includes authorizations for Control System Integration and engineering assessment of the Sixty-Foot Dam described in our July 11, 2014 letter. This authorization does not include the separate authorization for the Sixty-Foot dam safety upgrades. Based on the above analysis we are currently over the present authorization. As previously indicated, the budget needs are very closely linked to the contractors’ construction schedules and timing of regulatory approvals. As noted above, the contractors currently project a construction completion date of December 2016. The project has advanced to the point where the level of office support and field inspection services have stabilized and are limited to inspection, responses to requests for information and assistance with change management. Additional budget, as indicated in our June 2015 project summary, to support ongoing inspection and office support during the contractors’ extended schedule, will be required. Also, additional efforts have been expended regarding the Control System Integration to address temporary systems, flow metering, and coordination of the wide-area- network with the City’s IT department. We have updated the overall estimated project budget as shown below, to illustrate how the impact of the project delays and developments, based on the ongoing need to support the project for ten months (from period ending 2/6/16 to project completion of 12/31/16), at same rate as has been required for the last few months, approximately $60,000. The projected budget shown below also includes the $50,000 for the design and office based engineering support during the construction of the replacement clearwell. This clearwell is anticipated to be designed and constructed concurrently with the completion of the water treatment plant to mitigate inspection and construction costs. The funding for the new clearwell could be achieved by either re-purposing funds originally intended for the Sixty-Foot Dam rehabilitation or a budget amendment of $1,250,000. OBG | THERE’S A WAY March 10, 2016 © 2016 . ALL RIGHTS RESERVE D | 3 \\Syrna01\projects\Ithaca-C.1598\49288.Water-Supply- Pr\Corres\Ithaca\Project Status Report_March 2016.docx PROJECT BUDGET UPDAT E Based on the above discussion, an updated project budget is shown in the following table. This analysis reflects the current authorization, as well as the requested engineering fee increase. Bids have been received for 90% of the projected construction costs and approximately 58% of the work is complete. Based on these percentages and the contractors’ projection of a December 2016 construction completion date, we feel these budget estimates are appropriate. In summary, based on the current project status, we are confident that the $36,369,969 authorized for this project is sufficient to complete the project as originally planned. The budget projections are based on an increased budget authorization of $1,250,000 to provide sufficient funds to construct a replacement tank for the 1903 clearwell. Description Authorization Projected Budget Sixty-Foot Dam and Reservoir Improvements* $3,000,000 $3,000,000 Water System Improvements $1,929,207 $1,929,207 Giles St. and Interconnection Building $4,462,917 $4,462,917 Water Treatment Plant Construction $17,577,209 $17,577,209 Membrane Equipment Purchase $3,122,969 $3,122,969 Subtotal Original Project $30,092,302 $30,092,302 Construct New Clearwell Storage Tank $1,200,000 Contingency $1,527,667 $927,667 Total Estimated Construction Cost $31,619,969 $32,171,086 Professional Services Engineering $4,250,000 $4,715,000 Control System Integration $500,000 $685,000 Total Estimated Project Cost $36,369,969 $37,619,969 *Estimated cost reflecting splitting the dredging, cofferdam and low level outlet costs with dam rehabilitation project. OBG | THERE’S A WAY March 10, 2016 © 2016 . ALL RIGHTS RESERVE D | 4 \\Syrna01\projects\Ithaca-C.1598\49288.Water-Supply- Pr\Corres\Ithaca\Project Status Report_March 2016.docx SUMMARY We are confident that the original project scope, excluding the construction phase support for rehabilitation of the Sixty-Foot Dam can be completed within the original budget. We project the replacement of the 1903 clearwell can be completed if the budget is increased to $37,619,969. We recommend establishing a separate project budget for the dam rehabilitation work that would include construction support after completion of the water treatment plant. Very truly yours, O’BRIEN & GERE ENGINEERS, INC. Richard E. Gell, P.E. Senior Managing Engineer cc: Michael Thorne Robert C. Ganley, P.E. \\Syrna01\projects\Ithaca-C.1598\49288.Water-Supply-Pr\Corres\Ithaca\Project Status Report_March 2016.docx City of Ithaca Water Supply Project Professional Services Earned Value Analysis Period Through: February 6, 2016 Progress Analysis Task Description Original Budget Modified Budget Previously Invoiced Costs Cost Incurred This Period Cost Incurred to Date Percent Complete Projected Total Cost 101 Sixty-Foot dam and Reservoir Improvements Design 254,160$ 274,500$ 265,296$ 265,296$ 95%279,259$ Regulatory Approval Set delivered., Permit received 102 Water System Improvements Design 95,380$ 150,701$ 150,701$ 150,701$ 100%150,701$ Complete 103 Giles Street Residual Handling and Interconnection Bldg Design210,670$ 240,918$ 240,918$ 240,918$ 100%240,918$ Complete 104 Water Treatment Plant Design 827,313$ 1,150,408$ 1,150,408$ 1,150,408$ 100%1,150,408$ Complete 105 Instrumentation and Controls Design 117,600$ 118,575$ 118,575$ 118,575$ 100%118,575$ Complete 106 Cost Estimating and Scheduling Services 15,335$ 15,335$ 15,334$ 15,334$ 100%15,334$ Complete 200 Bid Phase Services 59,500$ 100,525$ 82,558$ 82,558$ 90%91,731$ Contract 2, 3 & 4 complete. 301 Office Based Construction Review Services 584,710$ 600,360$ 636,675$ 5,211$ 641,886$ 90%713,206$ Contracts 2 and 3 complete. Contract 4 ongoing 302 Contract Administration and Inspection 1,127,792$ 1,127,792$ 983,239$ 29,497$ 1,012,736$ 73%1,387,310$ Contract 2 & 3 complete. Contract 4 ongoing. 32 months of inspection completed. Schedules project completion in December 2016. 303 Commissioning 187,110$ 179,703$ 105,453$ 11,493$ 116,946$ 60%194,911$ Phase 1 & 2 Commissioning complete 304 Record Drawings 27,000$ 10,000$ 3,561$ 3,561$ 30%11,870$ Record drawings initiated for Contracts 2 & 3 400 Operation and Maintenance Manual 55,000$ 32,000$ 11,538$ 11,538$ 30%38,460$ Operational Plans drafted for Contracts 2 & 3 500 Water Treatment Plant Performance Phase Services 40,000$ 40,000$ 8,951$ 8,951$ 22%40,000$ 600 Special Services 161,390$ 150,589$ 150,948$ 150,948$ 100%150,948$ NYSDEC Reservoir permit received 601 LEED Review 10,000$ 2,134$ 2,134$ 2,134$ 100%2,134$ 607 I & C Construction 47,040$ 31,390$ 52,213$ 52,213$ 90%58,014$ Ongoing shop drawing review 705 Control System Integration 498,070$ 498,070$ 606,708$ 7,784$ 614,492$ 90%682,769$ PCS 1-5 Manufactured. PCS 1-5 operational 800 Dam Engineering Assessment 27,000$ 27,000$ 27,000$ 27,000$ 100%27,000$ Report reviewed by NYSDEC 1903 Clearwell Design & Constructiion Review 50,000$ Total Authorized Professional Services Budget 4,345,070$ 4,750,000$ 4,612,210$ 53,985$ 4,666,195$ 5,403,548$ Unallocated Buget Allowance 154,930$ Total Professional Services Budget 4,500,000$ 4,750,000$ Notes:Sixty-Foot Dam and Reservoir Improvments Includes: Reservoir Dredging Dam Safety Work Flow Diversion Wall Intake Pipe and Screens Gatehouse Replacement Water System Improvements Includes: Elm St. Pumping Station and Tank Upgrades Reservoir Access Road Intake Utility Building Raw Water Pipeline Improvements Giles Street and Interconnection Building Includes: SCLIWC Interconnection Building Clearwell Repairs Giles Street Residual Handling Facilities Description of Current or Completed Services \\Syrna01\projects\Ithaca-C.1598\49288.Water-Supply-Pr\PM\Budget\Earned Value Analysis\Copy of 49288_EVA_client 02_06_2016.xls J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .8 DPW - Request Funding for Engineering Services Agreement for Mechanical Thickening, Grit Removal and Administration Building Improvements Design Study WHEREAS, the Ithaca Area Wastewater Treatment Plant requires constant upgrading to meet the rigorous water quality and clean energy standards embodied in its long range planning goals, and WHEREAS, upon review of the findings from the March 2016, Primary Treatment and Anaerobic Digester Improvements Feasibility Study, and WHEREAS, results of said study and past longterm planning studies supplied staff with information leading to the conclusion that the next phase of improvements should include mechanical thickening of organic solids prior to anaerobic digestion, replacing existing grit removal technology and improving the administration building, and WHEREAS, GHD Engineers has submitted a proposal for performing the design study for an amount not to exceed $159,000, and WHEREAS, the funding supplied by this resolution will be placed in accounts for Capital Project 420J; now, therefore be it RESOLVED, That the SJC hereby recommends an amount not to exceed $159,000 to fund the proposed agreement with GHD Engineers set to expire December 31, 2016, authorizing funds from Capital Reserve Account and establishing CP 420J, and be it further RESOLVED, That SJC hereby recommends this CP420J contingent upon action by all wastewater partners and their respective attorneys committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $90,852.60 Town of Ithaca 40.88 64,999.20 Town of Dryden 1.98 3,148.20 $159,000.00 ITHACA AREA WASTEWATER TREATMENT FACILITY TOWN OF ITHACA CITY OF ITHACA TOWN OF DRYDEN, OWNERS 525 THIRD STREET ITHACA, NEW YORK 14850 (607)273-8381 FAX (607)273-8433 April, 14, 2016 To: City of Ithaca, Town of Ithaca and Town of Dryden Councilors From: Dan Ramer, Chief Operator Ithaca Area WWTF Subject: Support Memo for GHD Contract Approval Process At the April 13, 2016 SJC meeting a resolution was approved recommending that the municipal owners fund a detailed engineering study to evaluate imp rovements to three portions of the treatment system and facilities. I have provided rationale for why we have prioritized the three areas. The design document and associated construction estimates will then be used to inform the SJC and associated legislative bodies and help determine what improvements we want to bid and seek funding for. Three Improvements 1. Administration Building Need Statement: The administration building has become inadequate with respect to laboratory needs, employee office space, employee bathroom and locker room space, security, trucked waste receiving log in and meeting and training space. In addition, the windows and skylights require significant heating and cooling energy during all seasons. The roof is thirty years old and needs to be replaced. 2. Mechanical thickening of biosolids Need Statement: The current practice of gravity thickening is inefficient and subject to seasonal variation due to biological activity thwarting the gravity settling of the solids. The energy requirements for heating the solids prior to anaerobic digestion can be reduced by 50% (currently one of the deficiencies that Johnson Controls is trying to improve as part of their obligation for energy performance). The use of these solids to generate energy in the digesters would be greatly enhanced by doubling to tripling their density prior to pumping to the anaerobic digesters. There are many ancillary benefits to proceeding along these lines. - The atmosphere within the thickeners is hazardous and uncontrolled making it a daily risk for employees - The state of the scraper mechanisms and associated steel structures are deteriorating as a result of the moist atmosphere and will require significant investment sooner rather than later. - We have built a large part of our infrastructure to enhance the acceptance of high strength organic matter to produce biogas. Mechanically thickening our biosolids and other thin solid waste will increase our biogas production and increase our capacity to accept more waste. Current revenue from our trucked waste is around $300k and current electricity production is worth $143,000 per year. Increases to both of these have real value to the rate payers and community. - Mechanically thickening solids will result in doubling the solids concentration of solid feed to the digesters. The digester feed must be heated to 100 degrees F for anaerobic digestion. Doubling the solids content cuts the total feed rate in half which also cuts the energy required for heating in half - The greater detention time within the digesters as a result of the reduced volumes of material pumped to the digesters benefits the dewatering of our biosolids prior to disposal in several ways. Thicker solids being pumped to the dewatering equipment lowers the amount of time we have to run our dewatering equipment, produces a better quality biosolid product for potential beneficial reuse and lowers the amount of loading sent back into the process from digester overflows. - The improvements in the thickening will also allow us to mix both digesters which will increase biogas production. 3. New Grit Removal Need Statement: Since the start up of this plant the cyclone degritting of our primary settling tank residuals has been inefficient.. The current process allows grit to accumulate in the long channels ahead of the primary tanks which then need to be manually cleaned. In addition grit which is not removed settles in the anaerobic digesters. This reduces the capacity and efficiency of the digesters and creates requirement for digester cleaning. Removing digester from service for cleaning interrupts the process and reduces digester gas and energy production. The current practice also dumps the grit into the same trailer as the biosolids. When we do need to prepare biosolids for beneficial reuse we must separate the grit from the biosolids which is problematic. Putting in a new grit removal system in the area where the now unused lime silo and lime slaking equipment reside would greatly improve grit removal efficiency and allow the grit to be disposed of separately. The quality of the grit for disposal would also be greatly improved and potentially reduce odors. 1 AGREEMENT AMONG CITY OF ITHACA, TOWN OF ITHACA AND TOWN OF DRYDEN AND GHD CONSULTING SERVICES INC. THIS AGREEMENT is made this _____ day of April, 2016 among the CITY OF ITHACA, a municipal corporation with offices at 108 East Green Street, Ithaca, New York 14850, the TOWN OF ITHACA, a municipal corporation with offices at 215 N. Tioga St., Ithaca, New York 14850, the TOWN OF DRYDEN, with offices at 93 East Main Street, Dryden, New York 13053 (hereinafter collectively referred to as the "Municipal Owners"), and GHD CONSULTING SERVICES INC., a New York corporation with offices at One Remington Park Drive, Cazenovia, New York 13035 (hereinafter referred to as the "Contractor"). WHEREAS, the Ithaca Area Wastewater Treatment Facility (IAWTF) is owned and operated by the Municipal Owners, with oversight provided through a Special Joint Committee (“SJC”) composed of representatives from the three Municipal Owners; and WHEREAS, Contractor completed an engineering study dated March 2016 to evaluate alternatives and provide recommendations for Primary Treatment and Anaerobic Digestion Improvements the IAWTF; and WHEREAS, on April 13, 2016, the SJC recommended approval of the March 2016 engineering report and recommended approval of a professional services contract with Contractor to perform the preliminary design phase of the recommended improvements at a cost not to exceed $159,000.00, contingent on approval by the Municipal Owners and attorneys. NOW, THEREFORE, the Municipal Owners and Contractor agree as follows: 1. Services to be Performed. Contractor agrees to perform the services described in Schedule A, which is attached hereto and made a part hereof, pursuant to the schedule described in Schedule A. 2. Fees. The Contractor shall be paid a fixed amount of One Hundred Fifty-Nine Thousand Dollars and No Cents ($159,000.00) for services provided, including all travel, time and expenses associated with providing these services to the Municipal Owners. Payments will be made in accordance with the procedures in Section 5 below. 2 3. Term of Agreement. The term of this Agreement shall be from April __, 2016 to December 31, 2016 unless earlier terminated by the Municipal Owners or Contractor. Notwithstanding the term set forth above, this Agreement may be terminated by the Municipal Owners or Contractor at any time without cause upon seven (7) days prior written notice to the other party, in which case the Contractor shall be paid pro rata for the satisfactory work performed to the date of termination. This Agreement may be terminated immediately by the Municipal Owners or Contractor upon the breach of any of its terms by the other party. Termination shall be effected by the breaching party’s receipt of a written notice of termination setting forth the manner in which the party is in default. In the event of Municipal Owners’ termination for Contractor’s default, the Contractor will be paid only for services performed in accordance with this Agreement. If it is later determined by the Municipal Owners that the Contractor had an excusable reason for not performing, such as a strike, fire, flood, or other events which are not the fault of or are beyond the control of Contractor, the Municipal Owners may allow the Contractor to continue work, or treat the termination as a termination without cause. 4. Quality of Work. The work to be performed hereunder shall be of good workmanship and quality. If this Agreement is for the performance of services, the Contractor shall perform its services using that degree of skill and care ordinarily exercised under similar conditions by experienced, qualified, competent and reputable professionals practicing in the same field in the same or similar locality at the time of performance. 5. Payment for Services. Requests for payments for services shall be submitted on the standard City of Ithaca voucher and will list the activities or products, expenses, the dates on which performed, supplied or incurred, and, if applicable, the time spent on each indicated date for which the Municipal Owners are being billed. The vouchers shall be submitted to the City on a monthly basis and shall be based upon the proportion of the fixed amount e arned (the percentage of work satisfactorily completed through the date indicated on the voucher). Municipal Owners will pay for the services and/or products after they are reviewed and approved by the City on behalf of the Municipal Owners in compliance with their statutory duties to audit claims for payment. In no event will the total payments to Contractor exceed the fixed amount stated in Section 2 above. 6. Relationship. The Contractor is, for all purposes (including, without limitation, withholding of income tax and payment of FICA taxes) an independent contractor and no employer-employee relationship is intended, implied or created by this Agreement. As an independent contractor, the Contractor shall receive no fringe benefits from the Municipal Owners, including but not limited to medical insurance, retirement benefits, workers’ compensation, disability, unemployment insurance or any other benefits or remuneration other than that set forth in Section 2 above. Contractor shall determine the times and manner of 3 performance of any services for the Municipal Owners hereunder consistent with the overall obligations to complete the work contemplated by this Agreement. Contractor shall be free to devote such portions of its time not required for the performance of services to the Municipal Owners in such manner as Contractor sees fit and for such other persons, firms, or entities as Contractor deems advisable, provided that such other services do not constitute a conflict of interest with the interests of the Municipal Owners. 7. Ownership of Products of Service. All work products of any services to be performed hereunder shall be the property of the Municipal Owners, and the Municipal Owners are vested with all rights therein, including the right to use, duplicate, distribute, share or sell such materials, without any further compensation of any nature to Consultant. If patents or copyrights may be obtained with respect to such work, the Municipal Owners shall own same and have all rights to same without fu rther compensation to the Consultant. The Consultant also retains the right to use the work products. 8. Insurance Requirements. A. Throughout the term of this Agreement, Contractor shall procure and maintain the insurance described in this Section 8. B. Notwithstanding any terms, conditions or provisions in any other writing between the parties, Contractor hereby agrees to effectuate the naming of the City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee as unrestricted additional insureds on Contractor's insurance policies, with the exception of workers' compensation and professional liability. C. The policies naming the City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee as additional insureds shall: • Be an insurance policy from an A.M. Best rated "secured" (or better) New York State admitted insurer. • State that the Contractor’s coverage shall be primary coverage for the City of Ithaca, Town of Ithaca, Town of Dryden, Special Joint Committee and their respective Boards, officers, employees, members, agents and volunteers. • The City of Ithaca, Town of Ithaca, Town of Dryden and Special Joint Committee shall be listed as additional insureds by using endorsement CG 2010 or broader. The certificate must state that this endorsement is being used. If another endorsement is used, a copy shall be included with the certificate of insurance. • Be written on an occurrence basis. 4 D. The Contractor agrees to indemnify the Municipal Owners for any applicable deductibles. E. Required Insurance: • Commercial General Liability Insurance $1,000,000 per occurrence / $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per- project basis. • Automobile Liability $1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles. • Workers' Compensation and N.Y.S. Disability Statutory Workers' Compensation, Employers' Liability and N.Y.S. Disability Benefits Insurance for all employees. • Excess Liability $2,000,000 per occurrence / $2,000,000 aggregate, with the City of Ithaca, Town of Ithaca, Town of Dryden, and Special Joint Committee named as additional insureds. • Professional Errors and Omissions Insurance $1,000,000 per occurrence/ $2,000,000 aggregate for the professional acts of the Consultant performed under this Agreement. F. The insurance producer must indicate whether or not it is an agent for the companies providing the coverage. G. Contractor acknowledges that failure to obtain such insurance on behalf of the Municipal Owners and SJC constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the Municipal Owners. The Contractor is to provide the Municipal Owners with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities. The failure of the Municipal Owners to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any and all rights held by the Municipal Owners. 5 H. The Town of Ithaca and Town of Dryden are members/owners of the NY Municipal Insurance Reciprocal (NYMIR). The Contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the City of Ithaca, Town of Ithaca, Town of Dryden and SJC, but also the NYMIR, as the Town of Ithaca's and Town of Dryden’s insurer. 9. Workers Compensation and Disability Insurance . Prior to execution of this Agreement, the Contractor shall present to the Municipal Owners proof either that the Contractor provides the levels of workers’ compensation and disability coverage required by the State of New York or that the Contractor is not required to provide such coverage. For reference purposes only an informational sheet and sample forms from the New York State Workers’ Compensation Board are attached hereto in Schedule B. 10. Indemnity. The Contractor agrees to fully defend, indemnify and hold harmless the City of Ithaca, Town of Ithaca, Town of Dryden, SJC and their respective elected officials, public officers, Boards, employees, members and agents from and against all claims, actions, suits, demands, damages, liabilities, obligations, losses, settlements, judgments, costs and expenses (including without limitation reasonable attorney’s fees and costs), whether or not involving a third party claim, which any or all of them may incur, resulting from bodily injuries (or death) to any person, damage (including loss of use) to any property, other damages, or contamination of or adverse effects on the environment, caused by the negligent or intentional wrongful acts or omissions of Contractor or Contractor’s employees, agents or subcontractors, in connection with this Agreement. To the extent the Municipal Owners are negligent, Contractor’s duty to indemnify the Municipal Owners shall not extend to the proportion of loss attributable to the Municipal Owners’ negligence. For claims that fall within the scope of Contractor’s professional liability insurance policy a nd no other insurance policy, Contractor’s duty to defend shall be limited to the terms and conditions of Contractor’s professional liability insurance policy (i.e., if Contractor’s professional liability insurance does not provide for third party defense of such claims, Contractor shall not have the duty to defend Municipal Owners and the other entities listed above for such claims). 11. Nondiscrimination. The Contractor shall not discriminate against any employee, applicant for employment, sub-contractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight. 6 12. Contractor May Not Assign. This Agreement may not be assigned by the Contractor without the previous written consent to such assignment from the Municipal Owners, which consent may be withheld entirely at the discretion of the Municipal Owners, it being understood that the Municipal Owners are making this Agreement personally with the Contractor and are not intending that it be performed by any other person or entity. 13. Binding Nature of Agreement. This Agreement is binding upon the parties, their respective representatives and successors and, when assignment is permitted, assigns. 14. Governing Law, Jurisdiction, and Enforcement. This Agreement is made in New York, and shall be construed under the laws of the State of New York without regard to, or the application of, New York State’s choice of law provisions. The parties consent that if any action is brought to enforce this Agreement, it shall be brought only in an appropriate Court in Tompkins County, New York, and the parties consent to the jurisdiction of such court. 15. Notices. Any notices or other communications given under or in relation to this Agreement shall be deemed duly given if served personally or by commercial courier service upon the other parties at the addresses set forth above, or if mailed by certified mail to the other parties at the addresses set forth above, return receipt requested. All notices shall be effective on a party upon the date of receipt. Any party may change the address to which notices are sent by giving notice of such change in the manner set forth above to the other parties. 16. Entire Agreement. This Agreement constitutes the entire agreement among the parties and supersedes any and all prior written or oral agreements, negotiations or understandings, existing among the parties. This Agreement may be amended only by written instrument signed by each party. 17. Survival. The rights and obligations of the respective parties under Section 10 (Indemnity), Section 13 (Binding Nature of Agreement), Section 14 (Governing Law, Jurisdiction, and Enforcement), and Section 18 (Claims and Disputes Arbitration) shall survive the expiration or termination (for any reason) of this Agreement and remain in full force and effect. 18. Claims and Disputes Arbitration. The Municipal Owners may elect to subject disputes arising out of this Agreement to resolution by mediation or arbitration or litigation. This election can be made at any time up until sixty (60) days after the claim or dispute arises in writing. If the Municipal Owners do not make an election, the dispute shall be subject only to litigation. Unless otherwise agreed by the parties at the time of such election, the rules governing mediation or arbitration invoked by the Municipal Owners shall be the Commercial Arbitration Rules and Mediation Procedures of the American Arbitration 7 Association. Contractor hereby waives the right to elect the method of dispute resolution and agrees that this waiver is supported by sufficient and appropriate consideration. 19. Severability. If any provision of this Agreement is deemed to be invalid or inoperative for any reason, that part may be modified by the parties to the extent necessary to make it valid and operative, or if it cannot be so modified, then it shall be deemed severed, and the remainder of this Agreement shall continue in full force and effect as if this Agreement had been signed with the invalid portion so modified or eliminated. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year written below. CITY OF ITHACA By: Date: ________________ Svante L. Myrick Mayor TOWN OF ITHACA By: Date: ________________ Bill Goodman Supervisor 8 TOWN OF DRYDEN By: Date: ________________ Jason Leifer Supervisor By: Date: ________________ Linda Lavine Councilperson By: Date: ________________ Dan Lamb Councilperson By: Date: ________________ Greg Sloan Councilperson By: Date: ________________ Deborah Cipolla-Dennis. Councilperson GHD CONSULTING SERVICES INC. By: Date: ________________ Bruce G. Munn, P.E. Principal-Wastewater Schedule A C:\Users\dredsick\AppData\Local\Temp\Ithaca (C) - Preliminary Design Phase-BGM-1.DOCX 9 GHD Consulting Services Inc. One Remington Park Drive Cazenovia NY 13035 USA T 315 679 5800 F 315 679 5801 E cazmail@ghd.com W www.ghd.com SCOPE OF SERVICES GHD and Municipal Owners agree that the scope of services for this project consists of the engineering services described herein. The scope of work for this project includes Preliminary Design Phase engineering services, including preparation of a basis of Design Engineering Report for anaerobic digester system improvements and miscellaneous modifications to the Ithaca Area Wastewater Treatment Facility (IAWWTF). The project includes the goals summarized as follows and as described in the Primary Treatment and Anaerobic Digestion System Improvements Feasibility Study, February, 2016.  Expansion of the Administration Building to include expanded laboratory and administrative offices  Conversion of existing secondary digester to a heated (and mixed) primary digester  Addition of mechanical thickening of digester feed  Installation of vortex grit removal of influent wastewater GHD will complete the Preliminary Design and preparation of Basis of Design of the Anaerobic Digester Improvements and Miscellaneous Modifications to the IAWWTF, as described below: 1. Task 1 - Kick-Off Meeting. GHD will conduct a kick-off meeting with the Municipal Owners to review the project goals, scope, critical success factors, schedule, team roles and responsibilities. During the meeting, GHD and Municipal Owners’ representatives will review goals, spatial needs and conceptual ideas for Administration Building expansion, mechanical thickening and grit removal systems. Meeting minutes will be prepared and distributed. 2. Task 2 - Administration Building Expansion. GHD will work with Municipal Owners’ representatives to develop conceptual layouts for an expansion of the existing Administration Building. The building expansion will incorporate larger and more functional space for the Laboratory, Control Room, Conference/Meeting Room, Employee Lunch Room, Locker Rooms, Administrative Office and Offices for key staff. Subtasks will include: a. Development of preliminary layout concepts following kick -off meeting. b. Meeting with Municipal Owners’ representatives to review conceptual layout. c. Revise layout based upon comments received d. Develop proposed floor plans and building elevation views. e. Develop conceptual modifications to heating and ventilation, electrical and plumbing. f. Prepare estimated construction cost for proposed building modifications. g. Prepare a Basis of Design memorandum for Administration Building expansion. C:\Users\dredsick\AppData\Local\Temp\Ithaca (C) - Preliminary Design Phase-BGM-1.DOCX 10 3. Task 3 - Mechanical Thickening of Digester Feed. a. Potential mechanical thickening alternatives include screw press, rotary drum thickener and gravity deck thickener. GHD will review the technologies wit h the Municipal Owners’ representative and select the technology best suited to this application considering cost, similar applications, space requirements and ability to pilot test. b. Assist Municipal Owners with coordinating pilot testing selected technologies for thickening digester feed. Pilot testing will be performed by equipment manufacturer’s representatives. Pilot testing will only be performed by the manufacturers who are willing to complete testing at no cost to the Municipal Owners. c. Evaluate potential locations for mechanical thickening equipment including within existing building space and within a new building. d. Evaluate sludge feed and thickened sludge pumping and piping requirements. e. Prepare a summary Basis of Design and estimated construction cost. 4. Task 4 - Anaerobic Digester Modifications. a. Evaluate digester heating requirements and required modifications for conversion of existing secondary digester to a heated primary digester including sludge feed, withdrawal and heating. Heating requirements will be developed for both mechanically thickened digester feed and existing method of gravity thickening digester feed. b. Prepare a summary Basis of Design and estimated construction cost for digester modifications. 5. Task 5 - Grit Removal Evaluation. a. GHD will evaluate the addition of vortex grit removal technology for raw wastewater. Evaluation will include the Eutek HeadCell as manufactured by Hydro International. Evaluation will consider a review and summary of procurements options. b. Evaluate location options for grit removal system with Municipal Owners’ representative. A proposed site plan and building plan layout will be developed based upon the selected location. c. Evaluate pumping and piping requirements for installation of the grit removal system. d. Prepare a summary Basis of Design and estimated construction cost for the grit removal system C:\Users\dredsick\AppData\Local\Temp\Ithaca (C) - Preliminary Design Phase-BGM-1.DOCX 11 6. Task 6 - Review Meetings. GHD will conduct two review meetings with the Owner to review the evaluation, development and selection of final design details and recommendations. Review Meeting No. 1 will be held to review the selection of alternative manufacturers to be considered and the development of alternative layouts for Task 3 - Mechanical Thickening Improvements and Task 4 - Grit Removal Improvements. Review Meeting No. 2 will be held to finalize selection of recommended layouts and improvements for Task 3 - Mechanical Thickening Improvements and Task 4 - Grit Removal Improvements prior to submission of the Draft Preliminary Design Report. 7. Task 7 - Preliminary Design Report. a. GHD will prepare a draft Preliminary Design Report summarizing the evaluation of alternatives, findings of investigations and recommendations. Estimates of probable construction cost will be provided for alternatives and recommended improvements. Site plan layouts and schematic diagrams will be provided for alternatives and recommended improvements. A proposed construction schedule will be included. b. GHD will meet with the Owner to review the draft report and receive comment s. Meeting minutes will be prepared and distributed. The final report will be prepared upon receipt of final comments from the Owner. Four printed copies of the report and electronic PDF file of the final report will be provided. SPECIFIC EXCLUSIONS This contract is for the Preliminary Design phase of the project only and does not include preparation of final design construction contract documents. Effort for subsequent phases will be authorized in writing by the Owner separately. SCHEDULE GHD is prepared to start the work immediately after signed authorization of the engineering agreement and shall complete the task described in the following schedule: Task Days After Authorization Task 1 - Kick-off Meeting 10 days Task 2 - Administration Building Expansion  Meeting to Review Alternative Layouts  Basis of Design Memorandum 30 days 60 days Task 3 - Mechanical Thickening of Digester Feed  Completion of Manufacturer Pilot Testing 120 days(1) Task 6 - Review Meeting  Review Meeting - Conceptual Development  Review Meeting – Alternative Selections 40 days 80 days Task 7 - Preliminary Design Report  Draft Report  Review Meeting  Final Report 150 days 160 days 14 days after receipt of comments C:\Users\dredsick\AppData\Local\Temp\Ithaca (C) - Preliminary Design Phase-BGM-1.DOCX 12 (1) Test duration is subject to availability of pilot test equipment. PROJECT FEES GHD proposes to complete the services described above on a lump sum basis as summarized below. The project will be billed monthly based on physical percent complete for each task. Task Cost Task 1 - Kick-off Meeting $5,200 Task 2 - Administration Building Expansion $35,300 Task 3 - Anaerobic Digester Modifications $18,010 Task 4 - Mechanical Thickening of Digester Feed $43,850 Task 5 - Grit Removal Evaluation $34,190 Task 6 - Review Meetings $8,100 Task 7 - Preliminary Design Report $14,350 Not-To-Exceed Amount $159,000 J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations .9 IFD - Approval of Staffing for Adequate Fire and Emergency Response (SAFER) Grant WHEREAS, the U.S. Federal Emergency Management Agency (FEMA) offers and awards annual grant funding directly to professional and volunteer fire departments to ensure they have adequate personnel and equipment to respond to and safely perform at incident scenes and provide protection from fire and fire-related hazards for their communities; and WHEREAS, the Ithaca Fire Department is eligible for and has submitted an application for funding assistance under the Staffing for Adequate Fire and Emergency Response (SAFER) program to fund the salaries and benefits for two years associated with the filling of (4) firefighter positions that were eliminated through attrition as part of the 2011, 2012, and 2013 fiscal year City Budgets; and WHEREAS, as a result of said request, the US FEMA SAFER program requests a letter of commitment from the City’s governing body agreeing with the terms and conditions of the SAFER grant program, should an award be made; now, therefore be it RESOLVED, That the Mayor is authorized to submit a letter of commitment to US FEMA outlining a clear understanding of the terms and conditions of a FY 2016 SAFER grant. Page 1 of 2 Memo To: Common Council From: Tom Parsons, Fire Chief Date: April 8, 2016 Re: SAFER Grant Resolution The Federal Emergency Management Agency (FEMA) awards grants on annually to support various fire and emergency services programs. FEMA offers three different grant programs. The first grant program is called the Assistance to Firefighter (AFG) Program, which is used to fund equipment and facilities for fire and emergency operations.The City of Ithaca was awarded, in previous years, grants for equipment and other critical resources used to operate the fire department. In the past, we have received AFG grants for Self Contained Breathing Apparatus, Radio Communications Equipment, and Physical Fitness Equipment. This year, I submitted an application the FEMA Assistance to Firefighting Grant (AFG) Program for the purchase of a new breathing air compressor . If awarded, the grant would pay 90% of a $60,000 Compressor. We are still waiting to hear if we will be awarded a grant for this piece of equipment. The second grant program is the Fire Prevention and Safety (FP&S) Program, which provides funding for Fire and Emergency Safety Training Resources. The Ithaca Fire Department has not submitted a grant application for this program in the past although there maybe some needs in the future that this grant may be useful for the department to consider. The third grant program is the Staffing for Adequate Fire and Emergency Response (SAFER) Program. SAFER grants are provided to fire departments to fund either the hiring of career firefighters for up to a two-year period; or to recruit, train, and outfit new volunteer firefighters for up to a four-year term. Since Ithaca has a combination of volunteer and career firefighters, it is eligible to apply for both grant types. In March, I submitted two grant applications to FEMA for the Staffing for Adequate Fire and Emergency Response (SAFER) Program. The first grant application requests funding to recruit, train, equip, and retain volunteer firefighters. If awarded, the grant would cover the costs, over a four-year term, associated with adding up to 20 volunteer firefighters to the department’s roster. The second grant Fire Department – SAFER Grant Resolution April 8th, 2016 Page 2 of 2 application is requesting funding to hire four (4) career firefighters to fill four of the six positions that have not been funded since 2013. The SAFER grant, if awarded, would fund the salaries and benefits for the four firefighters added to the roster over a two year period. If the grant is awarded under the Hiring of Firefighters Category, it would require the City to maintain fire department staffings levels and incur no layoffs of firefighters during the performance period of the grant. After the two-year performance period, the positions could be retained and funded by the City, or the positions can be unfunded. There would also be an opportunity to reapply and extend the funding under the SAFER program, assuming it is still supported at the Federal Level. For the grant application to be considered by FEMA, it is required to have a letter from the governing body stating their commitment to fulfilling the requirements of the grant. The accompanying resolution, if approved, would authorize the Mayor to send a letter to FEMA agreeing to the conditions of the grant if the City is so awarded. I am requesting consideration and approval for the accompanying resolution. The Ithaca Fire Department is need of more staffing to provide adequate service to the City and Town of Ithaca. I believe the two- pronged approach for seeking outside funding for both career and volunteer firefighters is a plan that could meet the staffing needs of our fire department while at the same time limiting the impact on the City Budget for at least the next two years. It is my hope that once the City is in a better financial condition, the additional career firefighter positions would continue to be funded by the City. Thank you for consideration of my request. J:\DRedsicker\AGENDAS\City Admin Comm\2016\4-20 - Agenda.docx 4/20/16 4. Finance, Budget, and Appropriations 10. IFD - Request to Establish Capital Project for Technical and Urban Search Rescue WHEREAS, the City of Ithaca Fire Department (IFD) was awarded $79,400 under the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program, and WHEREAS, the funding for this initiative is provided by the federal Department of Homeland Security’s State Homeland Security Program (SHSP), and administered by the New York State Division of Homeland Security and Emergency Services, and WHEREAS the award provides reimbursement for the purchase of trench rescue team equipment, and the personnel costs for trench rescue equipment training; now, therefore be it RESOLVED, That Common Council hereby authorizes the Controller’s Office to establish Capital Project #829 IFD Technical and Urban Search and Rescue in the amount not to exceed $79,400 with all funds issuing from the FY 2014 Technical Rescue and Urban Search and Rescue (USAR) Grant Program. Ithaca Fire Trench Rescue Series 2016 The following course will be delivered by the New York State Office of Fire Prevention and Control. Each course is a succession in a series to obtain New York State certification at the Trench Operations or Technician level. Trench Rescue - Awareness Level This course will discuss problems that can and do occur in trench rescue incidents. Safety techniques, shoring techniques, proper procedures, team operations, and hazard assessment will all be discussed and explained in depth. (8 Hours)  May 1 C Shift  May 3 D Shift  May 5 A Shift  May 7 B Shift Medium Structural Collapse Operations: Tools This two-day program will familiarize the student with the tools used in structural and excavation collapse related incidents. This is an intensive hands-on course and the students will be evaluated on the proper use of the tools provided. (16 Hours)  May 19-20 D Shift  May 21-22 A Shift  May 31-June 1 B Shift  June 2-3 C Shift Trench Rescue – Operations Level This two-day program consists of intense hands-on training in the field of trench rescue. The students will be taught several ways to shore trenches, the different types of extrication techniques, proper rescue site management, as well as the proper safety concepts needed to complete a safe and successful rescue. There will be live exercises in which the students will actually extricate a trapped victim from an open trench scenario. (16 Hours)  June 8-9 B Shift  June 10-11 C Shift  June 28-29 D Shift  June 30-July 1 A Shift Trench Rescue – Technician Level Designed to increase the skills learned in the basic trench rescue class. Rescue operations in intersecting, L-shaped, and deep trenches will be covered. Advanced trench rescue shoring techniques and concepts will also be shown. (16 Hours)  July 19-20 Delivery 1  July 21-22 Delivery 2 Note: To encourage interagency cooperation, available class seats (based on maximum allowed students) will be offered to local and regional response partners. Classes will be offered based on partner response level. Potential agencies include:  Other City of Ithaca Departments  Ithaca Tompkins Regional Airport  Cornell University Environmental Health and Safety  Ithaca College Environmental Health and Safety  Auburn Fire Department  Cortland Fire Department