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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. Board of Public Works Page 4 May 8, 2017 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 Board of Public Works Page 6 May 8, 2017 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 Board of Public Works Page 11 May 8, 2017 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 Board of Public Works Page 12 May 8, 2017 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 Board of Public Works Page 13 May 8, 2017 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 Board of Public Works Page 14 May 8, 2017 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