HomeMy WebLinkAboutMN-BPW-2017-05-08BOARD OF PUBLIC WORKS PROCEEDINGS
CITY OF ITHACA, NEW YORK
Regular Meeting 4:54 p.m. May 8, 2017
PRESENT:
Vice-Chair Jenkins
Commissioners (3) – Greene, McCormick, Morache
OTHERS PRESENT:
Superintendent of Public Works – Thorne
Assistant Superintendent of Streets and Facilities – Benjamin
Director of Engineering – Logue
Director of Parking – Nagy
Common Council Liaison – Fleming
Executive Assistant – Servoss
EXCUSED:
Mayor Myrick
Commissioner Warden
City Attorney – Lavine
Assistant Superintendent of Water and Sewer – Whitney
DAC Liaison – Roberts
COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD:
Caleb Thomas, City of Ithaca addressed the Board and explained that he had been on the
Public Art Commission since 2008. He stated that the Board had given permission for public
art to be painted on all retaining walls, garage walls, and electrical boxes in 2009-10. He
wanted to introduce himself, and stated that nine electrical boxes would be painted over the
next 6-8 weeks, along with a new mural, and more public are would be coming to the City. He
distributed Ithaca Mural Maps to the Board.
RESPONSE TO THE PUBLIC
Commissioner Greene responded that it would be a good idea to have the mural maps
available to the public. Exec. Asst. Servoss stated that the maps were available in the
Chamberlain and Clerk’s Offices, along with other customer service areas.
ADDITIONS OR DELETIONS TO THE AGENDA:
Commissioner Greene requested the addition of new discussion item 13.D regarding the South
Hill Recreation Way Extension Project.
No Board member objected.
MAYOR’S COMMUNICATIONS:
Mayor was not present/
REPORTS
Superintendent and Staff
Dir. of Eng. Logue reported that the City issued a media release regarding the award of funds
through the Transportation Alternatives Program. The City will receive $1.4 million to construct
sidewalk on Hector Street, in addition to other Complete Streets accommodations.
Asst. Supt. Benjamin reported that the flood wall repair on Six Mile Creek was complete and
Titus Avenue was open; crews were installing a new stormwater line on Hudson Street; the
City was ready to break ground on Coddington Road next Monday to install new pipes; and
crews began the Cayuga Street Lighting Project, but underground vaults were very close to
where the light poles would be placed.
Dir. of Parking Nagy reported that there was a 3% increase in parking violations through April
2017, and an 18% increase in revenue; the City received $76,000 in revenue for on-street
parking; Parkmobile use was at 42%, much higher than expectations; he was working on a
proposal that would return the one hour of free parking for garages and on-street parking, but
would charge late nights and on Saturdays for parking; and he was negotiating with
Parkmobile to reduce their surcharge from $.35 to $.25 per transaction.
Board of Public Works Page 2 May 8, 2017
Regular Meeting
Supt. Thorne reported that he was returning after a week of vacation. He received design
drawings for Forest Home Drive, which were being reviewed by Bridge Systems Engineer
Gebre. Staff was hoping to begin work toward the end of June this year.
DISCUSSION ITEM:
A Resolution for the Reconstruction of Pedestrian Connections Between the Sidewalk
and the Street at #111 East Spencer Street - Discussion
WHEREAS, around the City in many locations are pedestrian connections in the public right-
of-way between the public sidewalk, which runs generally parallel with the street, and the
street itself; these connections usually take the form of concrete slabs, steps, a staircase, or a
ramp; and
WHEREAS, it has been the policy and practice of the City that these connections are there for
the private benefit of the adjacent property owner and are therefore the responsibility of the
adjacent property owner; and
WHEREAS, as a matter of practice, when the City sponsors a construction project that would
modify these connections (and particularly when the connections are not in a state of good
repair), the City has offered to rebuild the connection at the property owners cost; and
WHEREAS, if the property owner declined this opportunity, the City would typically remove the
connection as serving no public benefit; and
WHEREAS, from time to time, adjacent property owners have appealed or will appeal that
these connections serve some public purpose and ought to be reconstructed at the City’s cost
or in some cost sharing arrangement; and
WHEREAS, the Board of Public Works has established a set of criteria to assist in evaluating
such appeals with the expectation that the criteria will provide guidance to staff, Board
Commissioners, and the public; now, therefore be it
RESOLVED, That the Board of Public Works accepts the appeal of #111 East Spencer St.,
property owner Peter Penniman, and consents that he has met the following criteria as
guidance to assist in decision making in cases when an abutting property has appealed for
City participation in the cost of repairing or reconstructing pedestrian connections between the
public sidewalk and the street:
The City is sponsoring a construction project that affects an existing pedestrian
connection as described above;
Due to the City project, there would otherwise be no pedestrian access to the street
curb from the sidewalk due to a steep slope or retaining wall;
The vertical distance between the top of curb and sidewalk is at least 4 feet;
The proposed condition would otherwise have a longitudinal distance of more than 150
feet to some other pedestrian access to the street, such as a driveway apron, a set of
stairs, a concrete slab, or a ramp;
The Police Chief and Fire Chief have agreed that the stairs would provide an
emergency services benefit;
The Transportation Engineer has agreed that either a mid-block crossing is appropriate
or that the construction of the stairs is not likely to lead to a significant pedestrian or
traffic safety issue;
; and, be it further
RESOLVED, That these criteria are met and the Board of Public Works authorizes the
appropriate Sidewalk Improvement District fund to share the cost of this pedestrian connection
50%; and, be it further
RESOLVED, That it is not the intention of the Board of Public Works to commit the City to
future maintenance of such pedestrian connections should they be approved for one time
funding and that it is the expectation of the Board that maintenance of the pedestrian
connections will still be the responsibility of the abutting property owners in accordance with
the City Code.
Board of Public Works Page 3 May 8, 2017
Regular Meeting
Dir. of Eng. Logue explained Mr. Penniman’s appeal and his agreement to share the cost of
installing a set of stairs near his residence. Mr. Penniman would be responsible for snow
clearing and the maintenance of the stairs.
Discussion followed on the floor regarding how the location of the stairs was determined,
communication with Mr. Penniman’s neighbors, concerns about the City looking like it’s playing
favorites by placing a set of stairs on one specific property, staff determination that one set of
stairs would provide a public benefit, and moving the stairs more toward the middle of the
properties. The Board agreed that the resolution would be brought back for the next meeting.
Vice-Chair Jenkins arrived at 5:15 p.m.
ADMINISTRATION AND COMMUNICATIONS:
Welcome New Board Member
The Board welcomed Rob Morache back to the Board.
Approval of the March 27, 2017, Board of Public Works Meeting Minutes - Resolution
By Commissioner Greene: Seconded by Commissioner McCormick
RESOLVED, That the minutes of the March 27, 2017, Board of Public Works meeting be
approved as written.
A Vote on the Resolution Resulted as Follows:
Ayes (3) – Green, Jenkins, McCormick
Nayes (0)
Abstention (1) - Morache
Carried
Authorization to Execute Public Works Contracts to Lowest Qualified Bidder –
Resolution
By Commissioner Greene: Seconded by Commissioner McCormick
WHEREAS, Article V Section C-58.K of the City Charter states that “No contract involving the
expenditure of moneys shall be made except by vote of a majority of the members of the
Board of Public Works” and
WHEREAS, it is often necessary to execute construction, material supply, and professional
services contracts on a timely basis, and execution of such contracts is sometimes delayed for
several weeks until the next Board of Public Works meeting occurs, and
WHEREAS, the absence of one or more Board members at a regularly scheduled BPW
meeting often results in the lack of a quorum present at the meeting, further delaying the
authorization to execute contracts, and
WHEREAS, Public Works staff normally recommends that the Board of Public Works authorize
the Superintendent and/or Mayor to execute contracts with the lowest qualified bidder, and the
Board of Public Works has consistently agreed with staff’s recommendation to award contracts
to the lowest qualified bidder, and
WHEREAS, it is determined by the Board of Public Works to be reasonable and in the best
interests of the efficient functioning of the Department of Public Works that the Superintendent
of Public Works and/or Mayor be pre-authorized to execute public works contracts provided
that 1) the contract is to the lowest qualified bidder, 2) the contract does not exceed budgeted
amounts authorized by Common Council, and 3) the procurement process is consistent with
the City of Ithaca’s procurement policies, now therefore be it
RESOLVED, That the Board of Public Works does hereby authorize the Superintendent of
Public Works and/or Mayor to execute construction, material supply, and professional services
contracts related to the operations of the Department of Public Works without prior approval of
the Board, provided that the contract is awarded to the lowest qualified bidder, the contract
does not exceed budgeted amounts established by Common Council, and that City
procurement policies are followed, and be it further
RESOLVED, That award of contracts to any bidder other than the lowest qualified bidder be
brought to the Board of Public Works for discussion and authorization by the Board of Public
Works.
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Regular Meeting
Supt. Thorne explained that this resolution was brought forward to the Board of Public Works
due to a recent lack of quorum for the past few meetings. He stated that staff had realized that
99% of the time, contracts were awarded to the lowest qualified bidder and the Board would
approve staff recommendations. He felt that the contracts could be executed without delay or
Board approval unless the contracts would not be going to the lowest qualified bidder or the
contract was expected to go over budget.
Discussion followed on the floor regarding checking the City Charter and with other local
municipalities about how they handle their contracts.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Due to the passing of this resolution, many of the following resolutions were referred to the
Superintendent of Public Works for execution.
BUILDINGS, PROPERTIES, REFUSE AND TRANSIT:
A Resolution to Establish Guidelines for the Repair or Reconstruction of Pedestrian
Connections between the Sidewalk and the Street
By Commissioner McCormick: Seconded by Commissioner Greene
WHEREAS, around the City in many locations are pedestrian connections in the public right of
way between the public sidewalk, which runs generally parallel with the street, and the street
itself; these connections usually take the form of concrete slabs, steps, a staircase, or a ramp;
and
WHEREAS, it has been the policy and practice of the City that these connections are there for
the private benefit of the adjacent property owner and are therefore the responsibility of the
adjacent property owner; and
WHEREAS, as a matter of practice, when the City sponsors a construction project that would
modify these connections (and particularly when the connections are not in a state of good
repair), the City has offered to rebuild the connection at the property owners cost; and
WHEREAS, if the property owner declined this opportunity, the City would typically remove the
connection as serving no public benefit; and
WHEREAS, from time to time, adjacent property owners have appealed or will appeal that
these connections serve some public purpose and ought to be reconstructed at the City’s cost
or in some cost sharing arrangement; and
WHEREAS, the Board of Public Works desires to establish a set of criteria to assist in
evaluating such appeals with the expectation that the criteria will provide guidance to staff,
Board Commissioners, and the public; now, therefore be it
RESOLVED, That the Board of Public Works establishes the following criteria as guidance to
assist in decision making in cases when an abutting property has appealed for City
participation in the cost of repairing or reconstructing pedestrian connections between the
public sidewalk and the street:
The City is sponsoring a construction project that affects an existing pedestrian
connection as described above;
Due to the City project, there would otherwise be no pedestrian access to the street
curb from the sidewalk due to a steep slope or retaining wall;
The vertical distance between the top of curb and sidewalk is at least 4 feet;
The proposed condition would otherwise have a longitudinal distance of more than 150
feet to some other pedestrian access to the street, such as a driveway apron, a set of
stairs, a concrete slab, or a ramp;
The Police Chief and Fire Chief have agreed that the stairs would provide an
emergency services benefit;
The Transportation Engineer has agreed that either a mid-block crossing is appropriate
or that the construction of the stairs is not likely to lead to a significant pedestrian or
traffic safety issue;
; and, be it further
Board of Public Works Page 5 May 8, 2017
Regular Meeting
RESOLVED, That these criteria are not meant to be the exclusive criteria to be used in
decision making and that other factors may be considered as needed; and, be it further
RESOLVED, That it is not the intention of the Board of Public Works to commit the City to
future maintenance of such pedestrian connections should they be approved for one time
funding and that it is the expectation of the Board that maintenance of the pedestrian
connections will still be the responsibility of the abutting property owners in accordance with
the City Code.
Carried Unanimously
Board of Public Works Concurrence that the Planning Board be Lead Agency in
Environmental Review for the Proposed Residential Project at 323 Taughannock Blvd. -
Resolution
By Commissioner Morache: Seconded by Commissioner Greene
WHEREAS, 6 NYCRR Part 617 of the State Environmental Quality Review Law and Chapter
176.6 of the City Code, Environmental Quality Review, require that a lead agency be
established for conducting environmental review of projects in accordance with local and state
environmental law; and
WHEREAS, State Law specifies that, for actions governed by local environmental review, the
lead agency shall be that local agency which has primary responsibility for approving and
funding or carrying out the action; and
WHEREAS, the City of Ithaca Planning and Development Board has one pending application
for site plan approval for proposed residential project at 323 Taughannock Blvd the City of
Ithaca, by Noah Demarest for Rampart Real LLC.; and
WHEREAS, the project involves approvals for a Planned Unit Development (PUD),
subdivision, work on City property, and potentially disturbance to the banks and/or water of the
Old Cayuga Inlet; and
WHEREAS, the applicant is proposing construction of 8 attached townhomes on Inlet Island,
on a 0.242 acre lot. The townhomes will contain up to 2 dwelling units each for a maximum
total of 16 units with up to 24 bedrooms. The applicant is proposing zoning for the site that is
identical to the City’s adopted WF-2 zoning ordinance. The applicant proposes to subdivide
the parcel such that each unit is on a unique parcel. The project includes an 8 space parking
area that is accessed through the adjacent City-owned parking lot. The project includes some
improvements to the city-owned parking lot- which will require approval by the Board of Public
Works. The project also includes an asphalt walkway along the Old Cayuga Inlet, landscaping
and lighting; and
WHEREAS, this is a Type I Action under the City of Ithaca Environmental Quality Review
Ordinance (“CEQRO”) §176-4 (1) (h)[2] and (k) and the State Environmental Quality Review
Act (“SEQRA”) § 617.4 9 (b) (11) and is subject to environmental review; and
WHEREAS, the BPW and Common Council, the Canal Corporation, NYS DEC and Tompkins
County Department of Health have all been identified as potentially involved agencies in the
environmental review of this project; and
WHEREAS, it is the Planning Board’s intention to act as Lead Agency for the environmental
review of this project; now, therefore be it
RESOLVED, That BPW does hereby consent to the Planning & Development Board acting as
Lead Agency in environmental review for the proposed project.
Carried Unanimously
Award of Contract for Replacement of the Stewart Park Maintenance Building Roof –
Capital Project 800 – Resolution
WHEREAS, three Bids were opened on April 25, 2017, for the Construction Contract for the
Replacement of the Maintenance Building Roof, and
WHEREAS, the Common Council established a budget for Stewart Park Roofs, Capital Project
#800, and
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Regular Meeting
WHEREAS, staff has recommended awarding the contract to Hale Contracting, Inc., 2054
Grand Central Avenue, Box 47, Horseheads, NY 14845, now therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the Construction
Contract for the Replacement of the Stewart Park Maintenance Building Roof - Capital Project
#800, to Hale Contracting, Inc., 2054 Grand Central Avenue, Box 47, Horseheads, NY 14845
for an amount not to exceed $86,313.00, and be it further,
RESOLVED, That the Superintendent of Public Works for the City of Ithaca be hereby
authorized to enter into said contracts under the usual terms and conditions.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
HIGHWAYS, STREETS AND SIDEWALKS:
A Resolution to Delay Implementation of New Street Permit Fees for “Existing Permits”
for Use of Streets or Sidewalk in Building Demolition or Construction
By Commissioner Greene: Seconded by Commissioner Morache
WHEREAS, Section 342 of the City Code requires a street permit for work within the City right
of way and authorizes the Board of Public Works to set fees for such permits; and
WHEREAS, on February 13, 2017, the Board set new fees for street permits issued for use of
street or sidewalk space in building demolition and construction to be effective February 15,
2017 for any new permit and March 15, 2017 for any “existing” permit issued before February
15, 2017; and
WHEREAS, on March 13, 2017, the Board extended the implementation date for “existing”
projects to April 15, 2017; and
WHEREAS, issues about implementation for existing permits have continued and staff has
recommended, again, delaying implementation; now, therefore be it
RESOLVED, That the Board of Public Works amends the implementation of the new street
permit fee (as authorized on February 13, 2017) such that the new fees are in effect as of July
1, 2017 for permits issued before February 15, 2017.
Alderperson Fleming asked how the date of July 1st was decided, noting that it seemed to push
implementation of the new fees out further than was necessary. Supt. Thorne responded that
good intensions had unexpected consequences, including INHS being hit with large street
permit fees that were not included in their budget and the city wanted to give them relief. The
intent was to have new projects planning for new street fees, not to punish existing projects.
Commissioner McCormick suggested authorizing a waiver for paying street permit fees to
INHS. Dir. of Eng. Logue responded that there may have been a case for defending a waiver
for INHS because they were building affordable housing, but staff believed it was better to
allow give all existing projects time to complete their sidewalk work before the fees went into
effect.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Award of Contract Construction Materials Testing Services for 2017 Construction
Program – Resolution
WHEREAS, three Proposals were received on Friday March 13, 2017 for the contract
for the 2017 professional services for construction materials testing services; and
WHEREAS, the lowest price proposed that met the terms of our request for proposals was
provided by SJB Services, INC. located at 60 Miller St, Cortland, NY, with a proposal not to
exceed $25,000.00 for testing and inspection services; and
WHEREAS, funding for the contract for professional services for construction materials
testing services for the 2017 construction program shall be provided through operating
budgets and capital programs; and
Board of Public Works Page 7 May 8, 2017
Regular Meeting
WHEREAS, it is the recommendation of the City’s Engineering Department that the
contract be awarded to, SJB Services, Inc.; now, therefore be it
RESOLVED, That the Board of Public Works award the contract for professional
services for construction materials testing services for the 2017 construction program to
SJB Services, Inc. located at 60 Miller St, Cortland, NY, for the amount not to exceed
$25,000.00; and, be it further
RESOLVED, That the Superintendent of Public Works be authorized to enter into and
administer this contract.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
A question was asked about allowing the execution of professional services contracts if the
selected consultant was not the lowest price. Dir. of Eng. Logue explained that professional
services contracts did not have to be awarded to the lowest price proposal if the consultant
brought special services to a project.
A Resolution to Declare Lead Agency Status for the Environmental Review of the
West State/Martin Luther King Jr. Street Corridor Enhancements Project
By Commissioner Jenkins: Seconded by Commissioner Greene
WHEREAS, the State Environmental Quality Review Act (SEQR) and the City of Ithaca
Environmental Quality Review Ordinance (CEQR), Section 176 of the City Code,
require that a lead agency be established for conducting environmental review of
projects in accordance with local and state environmental law; and
WHEREAS, State Law specifies that for actions governed by local environmental
review, the lead agency shall be that local agency which has primary responsibility for
approving and funding or carrying out the action; and
WHEREAS, SEQR and CEQR both provide for an uncoordinated review for “Unlisted”
projects that involve more than one agency; and
WHEREAS, the proposed construction of the West State/Martin Luther King Jr. Street
Corridor Enhancements project (PIN 395050, Capital Project # 790) is a “Unlisted”
action under SEQR and is an “Unlisted” action under CEQR; now, therefore be it
RESOLVED, That the City of Ithaca Board of Public Works does hereby declare itself
lead agency for the environmental review of the proposed construction of the West
State/Martin Luther King Jr. Street Corridor Enhancements project.
Discussion followed on the floor regarding when the Board would declare itself lead
agent on projects and which projects the Board had done this on recently.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Environmental Review for West State/Martin Luther King Jr. Street Corridor
Enhancements Project - Resolution
By Commissioner Morache: Seconded by Commissioner McCormick
WHEREAS, the Board of Public Works has declared itself to be the lead agency for the
environmental review for a project (“the Project”) entitled “West State/Martin Luther King Jr.
Street Corridor Enhancements” (PIN 395050, CP 790) in accordance with Section 176 of the
Ithaca City Code (CEQR) and in accordance with Article 8 of the New York State
Environmental Conservation Law (SEQR); and
WHEREAS, the Project includes construction or reconstruction of walkways, bikeways,
driveways, intersections, and traffic control to enhance conditions for people walking and
biking in the corridor; and
WHEREAS, the Project is an Unlisted action according to CEQR and an Unlisted Action
according to SEQR; and
Board of Public Works Page 8 May 8, 2017
Regular Meeting
WHEREAS, a Short Environmental Assessment form was prepared by staff for CEQR and for
SEQR; and
WHEREAS, on May 8, 2017, the Board of Public Works declared itself lead agency for an
uncoordinated environmental review for CEQR/SEQR; and
WHEREAS, the Conservation Advisory Council has received a copy of the CEQR/SEQR short
forms and a set of plans for the project; and
WHEREAS, the Board of Public Works, acting as lead agency, has, on May 8, 2017, reviewed
and accepted as complete Short Environmental Assessment Forms prepared by staff, and
Project plans prepared on behalf of the City by C&S Engineers, and other project materials;
now, therefore be it
RESOLVED, That the Board of Public Works determines that the project for West State/Martin
Luther King Jr. Street Corridor Enhancements located in the City of Ithaca will result in no
significant negative environmental impact and that a Negative Declaration for purposes of
Article 8 of the NYS Environmental Conservation Law be filed in accordance with the
provisions of Part 617 of the State Environmental Quality Review Act and that a Negative
Declaration for purposes of Section 176 of the City Code be filed in accordance with the City
Environmental Quality Review Ordinance.
Commissioner McCormick noted that documentation was provided to the Board in the April 10,
2017, agenda packet regarding the environmental impact of this type of design. He expressed
concern that the Board would not have another opportunity to discuss the design alternatives.
Dir. of Eng. Logue responded that design alternatives would be provided for the Board’s next
meeting.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Dir. of Parking Nagy left the meeting at 5:45 p.m.
Award of Bid for 2017 Sidewalk Improvement District Work – Resolution
WHEREAS, bids were received on April 27, 2017, for the 2017 Sidewalk Improvement District
Work, SID Project #4, and
WHEREAS, staff has reviewed the four bids received and made a recommendation for award,
now therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the
2017 Sidewalk Improvement District Work, SID Project #4, to Paul F. Vitale, Inc. for their low
bid meeting specifications of $738,105.00, and be it further
RESOLVED, That the Superintendent of Public Works be and hereby is authorized to execute
these contracts and to administer the same.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
Authorization of the Request for Encroachment Agreement/License for Signage in the
City’s Right of Way for the Sciencenter - Resolution
By Commissioner McCormick: Seconded by Commissioner Greene
WHEREAS, Josh Giblin, on behalf of the Sciencenter Discovery Museum located at 601 First
Street (Tax Map Parcel No. 25.-2-1.1), in the City of Ithaca, has requested an encroachment
agreement/license from the City to install certain signage to direct bus and car traffic to the
Sciencenter; and
WHEREAS, the encroachment consists of installation and maintenance of three signs as
depicted in document entitled “Sign Placement Request to the City of Ithaca by the
Sciencenter”, attached and hereby incorporated as Exhibit A, and
WHEREAS, it appears that the proposed signs will not interfere with the sidewalk or right of
way as currently constituted, and in fact two signs will replace existing Sciencenter signs in the
proposed locations; and
Board of Public Works Page 9 May 8, 2017
Regular Meeting
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public
works uses or needs; and
WHEREAS, the 2017-18 schedule of fees for use of City-owned property requires an initial
application fee of $100 for new licenses, but stipulates that the annual use fee shall be waived
for minor encroachments, now therefore be it
RESOLVED, That the Board of Public Works hereby grants the request for an encroachment
as proposed, contingent upon the execution of a license/agreement and submission of the
required application form and fee (and renewal fees for any subsequent terms) and proof of
required insurance, and be it further
RESOLVED, That the Mayor, upon consultation with the Superintendent and City Attorney, is
hereby authorized to execute a license/agreement allowing said encroachment, revocable
upon 90 days’ written notice by the City in the event that the encroached upon City property is
required for any City purpose, and containing the usual terms and conditions, including those
specified in Chapter 170 of the City’s Municipal Code.
Carried Unanimously
PARKING AND TRAFFIC:
Award of Contract for Professional Services for the Dryden Road Parking Garage
Condition Assessment and Expansion Study – Resolution
By Commissioner McCormick: Seconded by Commissioner Morache
WHEREAS, in the 2017 Capital Program, Common Council created capital project #839
in amount of $51,000 for the Dryden Road garage, and
WHEREAS, four proposals were received on Friday April 14, 2017 in response to a
Request for Proposals for Dryden Parking Garage Condition Assessment and
Expansion Feasibility Study, and
WHEREAS, staff has evaluated the proposals and recommends Stantec Consulting Services,
and
WHEREAS, funding for the contract shall be provided through Capital Project #839 and
Capital Reserve #14, now, therefore let it be
RESOLVED, That the Board of Public Works awards the contract for professional services for
the Dryden Parking Garage Condition Assessment and Expansion Feasibility Study to Stantec
Consulting Services Inc. with offices at 61 Commercial St., Rochester, NY 14614, for the
amount not to exceed of $55,031.05 and be it further
RESOLVED, That the Superintendent of Public Works be authorized to enter into and
administer this contract.
Commissioner Greene asked what this contract is for. Dir. of Eng. Logue responded that it was
for a routine assessment of the garage, including mechanical, electrical, and structural
integrity. He stated that there was more attention from the state on parking garages and the
last assessment was completed ten years ago . The second reason was to see if the City
could build on the foundation study done ten years ago, and could the garage be expanded
vertically. He stated that the first study said yes, but the foundation would need more work.
Staff noted that this garage was 95% full during the school year.
Dir. of Eng. Logue further explained that the lowest price proposal was from a New York City
company for $30,000, but staff believed that the proposed scope of services was thin and did
not show a deeper understanding of the project goals . He stated that the City had a good
working relationship with Stantec Consulting Services, who was the second lowest price, and
felt they would provide more value for the work since they completed the original study ten
years ago.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
CREEKS, BRIDGES, AND PARKS:
Board of Public Works Page 10 May 8, 2017
Regular Meeting
Award of Bid for Capital Project #818 (Stewart Avenue Bridge Painting Project)-
Resolution
WHEREAS, a project for the rehabilitation of the Stewart Avenue Bridge over Cascadilla
Creek, P.I.N. 3755.94 (“the Project”) is eligible for funding under Title 23 U.S. Code as
administered by the Federal Highway Administration (FHWA), as amended, that calls for the
apportionment of the costs such program to be borne at the ratio of 80% Federal funds and
20% non-Federal funds; and
WHEREAS, On March 4, 2015, Common Council authorized the City of Ithaca to pay in the
first instance 100% of the Federal and non-Federal share of the costs of Scoping, Preliminary
Design and Detailed Design; and
WHEREAS, the sum of $80,000 has been appropriated from Capital Project #818 and made
available to cover the cost of participation in the above phases of the project; and
WHEREAS, as part of the approved 2017 budget, Common Council authorized $27,000
additional funding to cover Project administration cost; and
WHEREAS, On October 21, 2016, additional $923,000 (80% Federal,15% State and 5% City
share) Project funding made available by New York State Department of Transportation for
Construction and Construction Inspection Phases; and
WHEREAS, On December 7, 2016, the City of Ithaca Common Council amends the Capital
Project budget authorizations for the Project by the sum of $950,000 (which includes $27,000
authorized in 2017 Capital Project Budget and the $923,000 covered in the supplemental
agreement from New York State Department of Transportation [NYSDOT]) for a total project
cost not to exceed $1,030,000; and
WHEREAS, bids were received for the Project on March 27, 2017; and
WHEREAS, P.S. Bruckel, Inc., 2697 Lakeville Rd., Avon, NY submitted the low bid for both the
Project in the amount of $489,000; now, therefore, be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the
Project to P.S. Bruckel, Inc., 2697 Lakeville Rd., Avon, NY for its low bid of $489,000; and, be
it further
RESOLVED, That the Superintendent of Public Works be and is hereby authorized to execute
the contract for the project and to administer the same.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
Award of Bid for Capital Project #802 (Cascadilla Creekway Project) – Resolution
By Commissioner Morache: Seconded by Commissioner Greene
WHEREAS, Cascadilla Creekway Project, P.I.N. 3950.58 (“the Project”) is eligible for funding
under Title 23 U.S. Code as administered by the Federal Highway Administration (FHWA), as
amended, that calls for the apportionment of the costs such program to be borne at the ratio of
80% Federal funds and 20% non-Federal funds; and
WHEREAS, on June 4,2014, the sum of $750,000 has been appropriated from Capital Project
#802 and made available to cover the cost of the Project with the understanding that the cost
to the City would be 20% or $150,000, and
WHEREAS, as part of the approved 2017 budget, Common Council authorized additional
$90,000 funding for the Project, and
WHEREAS, On September 12, 2016, Dormitory Authority of New York State (DASNY)
awarded the City additional $250,000 funding to cover additional Project cost as part of a
reimbursement program with no local match, and
WHEREAS, On December 7, 2016, the City of Ithaca Common Council amends the Capital
Project budget authorizations for the Project by the sum of $340,000 (which includes $90,000
in the 2017 Capital Project budget and the funding in the first instance for $250,000 of DASNY
funds) for a total project authorization of $1,090,000, and
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Regular Meeting
WHEREAS, bids were received for both the Project on March 27, 2017, and
WHEREAS, the apparent low bidder, Draper Supply Inc. of Millerton, PA, withdrew their bid
due to a clerical error in accordance with the General Municipal Law Section 103 (11), and
WHEREAS, Economy Paving, Co. Inc., 1819 NYS RTE.13, Cortland, NY submitted the next
lowest bid for both the Project in the amount of $706,000; now, therefore, be it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the
Project to Economy Paving, Co. Inc., 1819 NYS RTE.13, Cortland, NY for its bid of $706,000
contingent upon NYSDOT concurrence with the contract award package; and, be it further
RESOLVED, That the Superintendent for Public Works be and hereby is authorized to execute
the contract for the Project and the Enhancement and to administer the same.
Dir. of Eng. Logue noted that the lowest bidder was from Pennsylvania with experience in
another industry, and they withdrew their bid due to incorrect calculations and clerical errors.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
WATER AND SEWER:
Award of Bids for Water & Sewer Division Pipe and Materials Bids – Resolution
WHEREAS, bids were received on March 16, 2017, for pipe and materials to be used during
the 2017 construction and maintenance season; and
WHEREAS, the bid package consisted of 8 separate bid items, each to be awarded
separately; and
WHEREAS, staff has reviewed the 5 bids received and made recommendations for award;
now, therefore be it
RESOLVED, That the Board of Public Works hereby awards Bid 1 for water main pipe to HD
Supply Waterworks of Binghamton, NY for a total contract of $9,270.00; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 2 for water main fittings to HD
Supply Waterworks of Binghamton, NY for a total contract of $8,376.90; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 3 for hydrants to Blair Supply
Corp. of Rochester, NY for a total contract of $25,977.00; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 4 for valve boxes to HD
Supply Waterworks of Binghamton, NY for a total contract of $3,061.00; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 5 for valves to HD Supply
Waterworks of Binghamton, NY for a total contract of $11,625.50; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 6 for flexible couplings to HD
Supply Waterworks of Binghamton, NY for a total contract of $240.00; and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 7 for water service
components to HD Supply Waterworks of Binghamton, NY for a total contract of $2,346.50;
and, be it further
RESOLVED, That the Board of Public Works hereby awards Bid 8 for sanitary sewer pipe to
Martisco Corp. of Syracuse, NY for a total contract of $550.00.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
Award of Bid for the Annual Chemical Requirements – Resolution
WHEREAS, Staff received bids for the 2017-2018 Chemical Requirements on Tuesday March
14, 2017; and
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Regular Meeting
WHEREAS, Based on this information, staff has recommendations for award of bids; now,
therefore be it
RESOLVED, That the Board of Public Works hereby accepts staff’s recommendations to
award the 2017-2018 Chemical Requirements as follows:
Chemical Vendor Price (per
unit)
Corrosion Inhibitor, per gal Shannon Chemical
Corp.
$6.340/gal
Liquid Sodium Hydroxide Slack Chemical Co. $1.298
Liquid Sodium Permanganate Slack Chemical Co. $8.350
Ferrous Chloride, per lb of
iron per gal
Amrex Chemical Co. $0.542/lb-
Fe/gal
Ferric Chloride, per gal Kemira Water
Solutions, Inc.
$1.035/gal
Gas, Sulfur Dioxide, per lb Amrex Chemical Co. $0.940/lb
Liquid Sodium Hypochlorite,
per gal
Bison Laboratories, Inc. $0.777/gal
Liquid Polymer Slack Chemical Co. $7.654
Liquid Sodium Bisulfite Slack Chemical Co. $1.549
Liquid Citric Acid Coyne Chemical $5.251
; and, be it further
RESOLVED, That the Board hereby authorizes the Assistant Superintendent of Public Works
for Water and Sewer to enter into agreements (purchase orders) for the bid awards.
The Board agreed that the Superintendent of Public Works could execute this contract without
their approval.
Commissioner McCormick stated that he recently took a very instructional and informative tour
of the Wastewater Treatment Plant with Alderperson Cynthia Brock. Supt. Thorne stated that
once the Water Treatment Plant was complete, the Board would have an opportunity to tour
that new facility.
DISCUSSION ITEMS:
Draft Resolution to Grant Hardship for 213 Mitchell Street for the Residential Parking
Permit System
WHEREAS, the Board of Public Works (BPW) has promulgated regulations, adopted June 9,
2004, for implementation of the Residential Parking Permit System (RPPS), which was
established by Common Council on May 6, 1998 after an act of the New York State
Legislature, and
WHEREAS, in accordance with Section 260-4 of the City Code and in accordance with the
BPW regulations, the BPW may grant hardship requests, and
WHEREAS, 213 Mitchell Street is on a street within the residential Parking Permit Zone
without on-street parking and is within the R-1 zoning designation; therefore allowing up to two
permits per single family dwelling, now, therefore be it
RESOLVED, that the Board of Public Works hereby grants the residents of 213 Mitchell Street
to purchase permits for the Residential Parking Permit Systems, in accordance with the above-
mentioned regulations.
Commissioner Greene recused himself from this discussion due to conflict of interest.
Dir. of Eng. Logue explained that if a property was within the Residential Parking Permit
System (RPPS) zone but parking wasn’t allowed on the street, the residents could be granted
a hardship waiver in order to purchase a permit to park on another street within their zone that
did allow parking. The Board agreed to approve on this resolution at their next meeting.
Authorization of the Request for Encroachment Agreement/License at 206 Utica Street –
Resolution
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Regular Meeting
WHEREAS, Kimberly Rotherman as attorney for the owner of the property of 206 Utica Street
(Tax Map Parcel No. 34.-7-8), in the City of Ithaca, has requested an encroachment
agreement/license from the City into the adjacent street right-of-way for Utica Street; and
WHEREAS, the encroachment consists of the following:
A porch approximately 29 feet in width, encroaching in the City property to the
west by approximately 1.1 feet, thereby encompassing an encroachment of
approximately 31.9 square feet, which is shown on a survey map labelled No.
206 Utica Street prepared on April 7, 2017 by T.G.Miller P.C.;
WHEREAS, it appears that the encroachment is inside the current location of the existing
public sidewalk on Utica Street and will not interfere with the sidewalks as currently
constituted; and
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public
works uses or needs; and
WHEREAS, for use of City-owned property, the City requires an initial application fee of $100
for new licenses, but stipulates that the annual use fee shall be waived for minor
encroachments, now therefore be it
RESOLVED, That the Board of Public Works hereby grants the request for an encroachment
at 206 Utica Street, as proposed, contingent upon the execution of a license/agreement and
submission of the required application form and fee (and renewal fees for any subsequent
terms) and proof of required insurance, and be it further
RESOLVED, That the Mayor, upon consultation with the Superintendent and City Attorney, is
hereby authorized to execute a license/agreement allowing said encroachment, revocable
upon 90 days’ written notice by the City in the event that the encroached upon City property is
required for any City purpose, and containing the usual terms and conditions, including those
specified in Chapter 170 of the City’s Municipal Code.
Supt. Thorne explained that real estate attorneys were becoming more nitpicky about requiring
encroachment agreements in order to sell properties within the City. Dir. of Eng. Logue
suggested that the Board could delegate these types of actions to staff to handle
administratively if the encroachment was under a certain dimension. The Board agreed and
suggested beginning with encroachments of less than two feet into the right of way. A
resolution would be provided for the Board’s next meeting.
South Hill Recreation Way Extension Project
Commissioner Greene explained that the Town of Caroline was considering extending the
South Hill Recreation Way and he thought the Board of Public Works could send a letter of
support to Caroline. He noted that Sarah Myers emailed that the extension would impact her
personally and there was a group of residents opposed to this project. He suggested that the
affected towns carefully weighing all pros and cons of this project.
Commissioner McCormick expressed his opinion that the Board could, and probably should,
weigh in on this project because the Board should consider connections expanding outside the
City. However, one private citizen’s comments should not sway the Board’s decision whether
to send a letter or not. He stated the Board supports pedestrian and bicycle connections
throughout the county and there was a public benefit to extending the South Hill Recreation
Way. Dir. of Eng. Logue noted that the County was currently attempting to obtain right of way
agreements with NYSEG, which was the very first step before any designing could begin. The
Board requested that another discussion be held at their next meeting.
Commissioner Greene noted that he had already sent a personal letter of support, but he
wasn’t sure if the Board should send a letter or not. Commissioner Morache stated that letters
of support from municipalities could help if municipalities were trying to obtain funding.
Alderperson Fleming urged the Board to write to their county legislature representatives
expressing their support since this was a county project.
New Business
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Regular Meeting
Commissioner Greene stated he had a conversation with City Forester Jeanne Grace, who
stated that some of the streets in Cass Park were not signed and it was becoming an issue.
She requested that the Board name the streets.
Discussion followed on the floor regarding choosing names for the unnamed streets. Dir. of
Eng. Logue stated the streets are actually named Cass Park Access Road, but that he has
spoken with Erin Marteal, Executive Director of the Ithaca Children’s Garden, who would like a
street address for the Children’s Garden, however, she would be interested in a different name
if the Board would agree. He urged her to work with Jim D’Alterio and Jeanne Grace to come
up with some possible street names and bring them directly to the Board of Public Works for
consideration. The Board agreed to wait until name suggestions were provided before naming
the streets.
ADJOURNMENT:
On a motion, the meeting adjourned at 6:28 p.m.
Kathrin D. Servoss Claudia Jenkins
Executive Assistant Vice-Chair