HomeMy WebLinkAboutMN-B&A-2001-09-25 BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
B. Denial of Tax Penalty Waiver Request
The Committee discussed a request from the City Chamberlain
to waive a 2nd Installment City tax penalty from the owners
of 117-125 Pearl Street . The owners claimed they did not
receive their tax bill from the City. After a brief
discussion, the following motion was made :
WHEREAS, the owner of 117-125 Pearl Street has requested a
waiver of penalty on 2nd installment of 2001 City taxes because
she did not receive the tax bill; now, therefore, be it
RESOLVED, That pursuant to the guidelines set forth by Common
Council on June 6, 2001, the request to waive penalty is denied.
The motion passed 4-0 .
3 . Fire Department - Authorization for Mayor to enter into
Grant Agreement with National Weather Service
Fire Chief Wilbur and Director of Development Lynch
presented a request to authorize the Mayor to enter into an
agreement with the National Weather Service . Wilbur and
Lynch explained that the City has been preliminarily
approved to receive a $75, 000 Federal grant from the U. S .
Department of Agriculture to install a National Weather
Service transmitter to serve the Ithaca area.
Wilbur explained that the transmitter would improve
National Weather Service coverage in the area, which would
enhance weather safety for the community. There is no cost
to the City if the grant is approved. A memo of agreement
is needed between the City and the National Weather Service
to allow for a transfer of ownership for the transmitter
equipment after installation. The National Weather Service
will assume responsibility for all maintenance and
operating cost of the equipment . The following motion was
made :
WHEREAS, the Ithaca Fire Department, to benefit the City' s
Emergency Management program, has sought and is said to have
received preliminary approval for $75, 000 in grant assistance
from the Rural Utilities Service (RUS) of the United States
Department of Agriculture to fund installation of a National
Weather Service transmitter to serve the Ithaca area, and
WHEREAS, the transmitter, antenna and other equipment to be
acquired and installed with these grant funds, at no cost to the
City, will extend National Weather Service (NWS) coverage to
2
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
this region, greatly enhancing safety of both the community' s
resident population and visitors who use Cayuga Lake for
recreational boating and fishing, and
WHEREAS, Ithaca College has committed to provide its radio
broadcasting tower and transmitter facilities, without charge,
to accommodate this service, an in-kind contribution valued at
$72 , 000, and the National Weather Service will assume
responsibility for all maintenance and recurring operating costs
once the transmitter is installed, and
WHEREAS, to receive the RUS funding, the City of Ithaca must
sign a Memorandum of Agreement with the National Weather
Service, transferring ownership of the acquired facilities to
the weather service following installation, so that these
maintenance and operating costs can be assumed, and
WHEREAS, the City Attorney has reviewed the standard NWS
Memorandum of Agreement and deemed it satisfactory, but advises
that Common Council formally authorize the Mayor to sign the
Ithaca agreement, once finalized; now, therefore, be it
RESOLVED, That Common Council authorizes Mayor Cohen to enter
into agreement with the National Weather Service, on behalf of
the City of Ithaca, to provide this needed service and enhance
community safety.
The motion passed 4-0 .
4 . DPW - Water/Sewer - Authorization to enter into Agreement
for IAWWTP Final Design of Advanced Phosphorus Removal
Asst . Superintendent of Water and Sewer Fabbroni presented
a request to approve a professional services agreement for
Final Design of Advanced Phosphorus Removal at the Ithaca
Area Wastewater Treatment Plant (IAWWTP) . Fabbroni
explained that the $412, 000 agreement would, among other
items, strengthen a $1, 152 , 500 State Bond Act grant request
and meet more stringent phosphorus discharge requirements .
It was noted that the other IAWWTP owners, Town of Ithaca
and Town of Dryden, would also need to approve their share
of the $412, 000 agreement. The City' s share would be
$234, 840 . The funds would eventually be bonded through the
Environmental Facilities Corporation. After a discussion,
the following motion was made :
WHEREAS, the Sewer Joint Subcommittee (SJS) is recommending to
the Ithaca Area Wastewater Treatment Plant owners (IAWWTP) to
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BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
enter into a Professional Services Agreement with Stearns and
Wheler to provide the final design for advanced phosphorus
removal at the IAWWTP, and
WHEREAS, the estimated cost for said services would be $412, 000
and would take seven months to complete with the opportunity to
move into a bidding and construction phase in the Spring of
2002 , and
WHEREAS, the design of phosphorus removal would be beneficial to
the owners as a result of the following:
• A $1, 397, 500 State Bond Act grant was received in
October, 1998 for phosphorus removal - design of this
project would strengthen a subsequent grant request of
$1, 152 , 500;
• The re-rating of the IAWWTP to 13 . 1 MGD requires a
stringent phosphorus discharge;
• Stearns & Wheler has the experience necessary in
phosphorus removal technology and the knowledge of the
IAWWTP;
now, therefore, be it
RESOLVED, That Common Council hereby authorizes the City to
enter into a Professional Services Agreement with Stearns and
Wheler, Inc . for the Final Design of Advanced Phosphorus Removal
at IAWWTP at a cost not to exceed $412 , 000 contingent upon the
Plant Owner' s, Town of Ithaca' s and Town of Dryden' s approval of
same, and be it further
RESOLVED, That Common Council hereby amends IAWWTP Capital
Project #403J, IAWWTP Improvements, by an amount not to exceed
$412 , 000 for said engineering services, and be it further
RESOLVED, That the City' s share of the professional services
agreement, which will not exceed $234, 840, shall be advanced
from the Capital Reserve J-1 and later repaid from the issuance
of Serial Bonds through the Environmental Facilities Corporation
(EFC) .
The motion passed 4-0 .
4
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
5 . Planning and Development - Establish Capital Project for
Cayuga-Green at Six Mile Creek Project Conceptual Design
and Hydrology and Engineering Study
Director of Economic Development McDonald presented a
request for $45, 000 to perform a Financial Analysis and
Conceptual Design of the Cayuga-Green Project and a
Hydrology and Engineering Study of Six Mile Creek.
McDonald explained the need for these studies as it relates
to the Cayuga-Green Project .
McDonald further explained the selection of the two firms
to perform the studies . He noted QPK Design, Inc. is being
recommended for the Financial Analysis and Conceptual
Design. The firm has worked with Monahan Development Corp.
and has done some work with the Library. It is being
recommended that T. G. Miller, P.C. perform the Hydrology
Study. The firm has performed hydrology studies for the
City previously. They have extensive experience in this
area. After a discussing, the following motion was made:
WHEREAS, Common Council requires the following professional
services as they relate to the proposed Cayuga-Green at Six Mile
Creek Project :
• prepare comparative financial analyses for various
scenarios and combinations of elements
• coordinate the preparation and delivery of conceptual
designs and renderings of the project
• conduct hydrology and engineering studies to examine the
feasibility and impact of improving access to and
aesthetics of Six Mile Creek, and
WHEREAS, the Monahan Development Corporation has been designated
as preferred developer for the Cayuga-Green Project and has also
worked extensively with the firm of QPK Design, Inc . , a firm
which has previously performed professional services at the
proposed Cayuga-Green project site in connection with the new
Tompkins County Public Library, and
WHEREAS, T. G. Miller, P.C. has also performed hydrology and
other engineering services for the City of Ithaca with regard to
shoreline projects and are therefore qualified to perform the
studies requested in conjunction with Six Mile Creek and the
Cayuga-Green project, and
WHEREAS, the estimated cost of stated professional services
would be as follows :
5
BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
Financial Analysis and Conceptual Design $30, 000 . 00
Hydrology and Engineering Study $15, 000 . 00
now, therefore, be it
RESOLVED, That Common Council hereby establishes Capital Project
#446 Cayuga-Green at Six Mile Creek Design in an amount not to
exceed $45, 000 . 00 to provide said professional services for the
Cayuga-Green Project, and be it further
RESOLVED, That the Mayor is authorized to enter into agreements
with QPK Design, Inc . and/or Monahan Development Corporation for
the financial analysis and conceptual design of Cayuga-Green and
with T. G. Miller, P.C. for hydrology and engineering studies,
and be it further
RESOLVED, That funds necessary for said project shall be
advanced by the General Fund and later repaid from the issuance
of bonds .
The motion passed 4-0 .
6 . Controller' s Office - Authorization of Capital Asset
Threshold
Deputy Controller Thayer presented a request to change the
current Fixed Asset Authorization Policy to conform to the
new Government Accounting Standards Board (GASB) 34
requirements . Thayer explained that GASB 34 is a major
undertaking that will change the City' s Financial
Statements beginning in 2003 . Some of the key changes
include :
• Introduction of government-wide financial statements
• Expanded focus for governmental activities
• Narrative overview and analysis
• Recording and depreciation of Capital Assets for
infrastructure
Thayer further explained that the recording of
infrastructure assets (i .e. : streets, bridges, water,
sewers, sidewalks and street lights) will be a long, costly
and difficult process . The first step in this process is
to establish Capital Asset Thresholds . The thresholds will
allow City staff to only account for capital assets above
the established amounts . Although, for inventory purposes,
the City will record all assets . He noted that it is
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BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
possible that the thresholds established may be too high or
too low. If that' s the case, different amounts will be
recommended. The threshold for infrastructure assets will
originally be set at $7, 500 . The following motion was
made :
WHEREAS, the Authorized Equipment List Policy was last adjusted
in 1989, increasing the threshold from $200 to $500 for Common
Council approval on equipment acquisition, and
WHEREAS, with the pending need, effective December 31, 2003, to
make dramatic changes to financial statement presentation as a
result of Government Accounting Standards Board (GASB) Statement
34, the City has reviewed the City' s Capital Asset Threshold
level for recording Capital Assets as it relates to said GASB
Statement, and
WHEREAS, among other accounting changes, GASB 34 requires that
Capital Assets be depreciated and the City' s infrastructure
assets need to be reported; i .e. : roads, bridges, curbs,
gutters, street lights, traffic signals, street signs, water and
sewer distribution system and communication systems; now,
therefore, be it
RESOLVED, That Common Council hereby approves the following
threshold levels for the recording of Capital Assets for the
City of Ithaca:
Inventory Control Capitalize & Depreciate
Land greater than $1 Capitalize only
Land
Improve-
ments greater than $1 $5, 000
Building greater than $500 $5, 000
Building
Improve-
ments greater than $500 $5, 000
Construc-
tion in
progress greater than $500 $5, 000
Machinery &
Equipment greater than $500 $2, 500
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BUDGET AND ADMINISTRATION COMMITTEE SEPTEMBER 25, 2001
Vehicle greater than $500 $2 , 500
Infra-
Structure greater than $500 $7, 500
and be it further
RESOLVED, as the City' s infrastructure assets are established,
reviewed and recorded by the Controller' s Office and Department
of Public Works, it may be necessary to adjust the threshold
level to be sure that the Capital Assets are properly stated.
The motion passed 4-0 .
7 . Request for Remembrance of September 11, 2001
An individual from a local construction company, Stone Home
Construction, requested that a remembrance of the recent
NYC attack be erected on The Commons . After a discussion
concerning the issue, it was decided that the individual
would take his request to a local church and possibly place
the structure in DeWitt Park. He thanked the Committee for
their time.
8 . Approval of Minutes and Reports
The Committee voted, 4-0, to approve the B & A minutes for
the August 22, 2001 meeting.
Chairperson Vaughan stated that the Budget meetings have
been scheduled as follows :
October 9
October 16
October 18
October 25
October 29, B&A meeting included
October 30, if necessary
The meeting adjourned at 9 : 00 P.M.
NOTE: In many cases the actual text of the resolutions
presented in these minutes were prepared following the
Committee' s deliberations and decisions on the matters involved.
The resolutions presented here are in complete accord with
decisions made by the Committee.
8
BUDGET AND ADMINISTRATION COMMITTEE
SEPTEMBER 25, 2001
7 :30 P.M.
FRONT MEETING ROOM
CENTRAL FIRE STATION
310 WEST GREEN STREET
AGENDA
Statements from the Public
Amendments to Tonight' s Agenda
A. Common Council
B. Chamberlain
1 . Penalty Waiver Requests - Resolutions
C. Fire Department
1 . Request to Amend Authorized Budget for Grant - Resolution
D. DPW/Water & Sewer
1 . Authorization of Professional Services Agreement IAWWTP,
Final Design - Phosphorus Removal Facilities - Resolution
E. A motion to enter into Executive Session to discuss an
Executive Association appeal of the Superintendent' s decision on
a grievance.
F. Controller
1 . City Capital Asset Policy/GASB 34 - Discussion and possible
resolution
G. Reports
1 . Approval of August 22, 2001 minutes
2 . Mayor' s Report
3 . Council Members' Announcements
4 . Next Month' s Meeting: October 29, 2001
o i
�-�...• -.� CITY OF ITHACA
108 East Green Street Ithaca, New York 14850-5690
yC0`••.......••"f��� OFFICE OF THE CHAMBERLAIN
A�°bRA7E0 Telephone: 607/274-6580 Fax: 607/272-7348 FSE
� 9 2001
l
To: Budget and Administration Comm' e
From: Debra Parsons, City Chamberlain
Re: Penalty Waiver Request
Date: September 19, 2001
Wendy Dann and Jerald Mirskin, the owners of 313 Columbia St.,wrote in response to a
notice of unpaid taxes, indicating the payment for the 2nd installment of City taxes due on
the property had been mailed on time,but had apparently been lost in the mail. They
have provided supporting documentation regarding the payment of these taxes. Under
the guidelines set by Common Council at the meeting on June 6 and based on that
documentation, I am recommending a waiver of the penalty on these taxes.
Whereas, the owners of 313 Columbia Street have submitted evidence that the
payment of the 2nd installment of 2001 City taxes on their property was lost in the
mail,now therefore be it
Resolved, that pursuant to the guidelines set forth by Common Council on June 6,
2001, the penalty on the 2001 City 2nd Installment Taxes be waived.
Linda Caughey,the owner of 117-125 Pearl Street, has requested a waiver of penalty
based on a failure to receive the bill. She had provided a change of address,but in July,
over a month after the second installment taxes were mailed. Under the guidelines, I am
recommending a denial of this request.
Whereas, the owner of 117-125 Pearl Street has requested a waiver of penalty on
2nd installment of 2001 City taxes because she did not receive the tax bill, now
therefore be it
Resolved, that pursuant to the guidelines set forth by Common Council on June 6,
2001, the request to waive penalty is denied.
"An Equal Opportunity Employer with a commitment to workforce diversification." ��
CITY OF ITHACA D
310 West Green Street Ithaca, New York 14850-5497
1 }
OFFICE OF THE FIRE CHIEF
'0 Telephone: 607/272-1234 Fax: 607/272-2793 By
MEMORANDUM
TO: DOMINICK CAFFERILLO
FROM: MARCIA E.LYNCH,DIRECTOR OF DEVELOPMENT
SUBJECT: B&A AGENDA ITEM FOR MEETING OF 9/25 UUU
DATE:: SEPTEMBER 19,2001 /J
Please include the following item,submitted by the Fire Department(Emergency
Management)on the Budget and Administration Committee's September 25,2001
agenda:
• USDA Rural Utilities Service Grant-Agreement re:National Weather Service
transmitter
See background and proposed resolution attached.
"An Equal Opportunity Employer with a commitment to workforce diversification." ��
Ithaca Fire Department 9/19/01
USDA Rural Utilities Service Grant:
Agreement re: National Weather Service Transmitter
Background:
In April 2001,the Ithaca Fire Department filed an application with the U.S. Department of Agriculture's
Rural Utilities Service(RUS)to provide$75,000 in grant funds to acquire the necessary transmitter and
equipment to provide National Weather Service coverage in the Ithaca area,to improve community safety
related to inclement weather situations and emergencies. Because of the area's terrain, signals from the
existing Elmira and Binghamton transmitters are too weak to adequately protect the Ithaca area and
greater Cayuga Lake basin.
While the function to provide this service normally would be a county responsibility, the Ithaca Fire
Department, beginning late last year, took the initiative to establish it as part of the City's Emergency
Management program, since we see this service as needed now, before the county's new emergency
communications system is in place. Through the office of the county administrator and the fire and
disaster coordinator,Tompkins County has supported this program and assisted in our efforts to secure
this service.
With receipt of these grant funds, equipment would be acquired and the service provided at no cost to the
City. Ithaca College has offered use of its radio broadcasting tower and transmitter facility, at no cost,to
house the necessary equipment,an in-kind contribution valued at$72,000. The weather service will
support all maintenance and operating costs, once the equipment is installed.
Through the National Weather Service(NWS), we understand that we have now received preliminary
approval to receive the funding,once an NWS site survey(scheduled Thursday, September 27)is
completed. Before the funds can formally be awarded,the City must sign a Memorandum of Agreement
with the weather service,which would turn the facilities over to NWS so that it can assume the
maintenance and operating costs. City Attorney Norma Schwab has reviewed the standard agreement
and sees no problem in signing it, but advises that Common Council formally authorize Mayor Cohen to
sign the agreement,once finalized, on behalf of the City.
So that we may obtain the federal funding needed to move this project forward, we propose the resolution
attached. K0
�� X03
Proposed resolution: Memorandum of Agreement, National Weather Service Transmitter
Whereas,the Ithaca Fire Department,to benefit the City's Emergency Management program, has sought
and is said to have received preliminary approval for$75,000 in grant assistance from the Rural Utilities
Service(RUS)of the United States Department of Agriculture to fund installation of a National Weather
Service transmitter to serve the Ithaca area;and
Whereas,the transmitter, antenna and other equipment to be acquired and installed with these grant
funds, at no cost to the City, will extend National Weather Service (NWS)coverage to this region,greatly
enhancing safety of both the community's resident population and visitors who use Cayuga Lake for
recreational boating and fishing;and
Whereas, Ithaca College has committed to provide its radio broadcasting tower and transmitter facilities,
without charge,to accommodate this service, an in-kind contribution valued at$72,000;and the National
Weather Service will assume responsibility for all maintenance and recurring operating costs once the
transmitter is installed;and
Whereas,to receive the RUS funding,the City of Ithaca must sign a Memoradum of Agreement with the
National Weather Service,transferring ownership of the acquired facilities to the weather service following
installation, so that these maintenance and operating costs can be assumed;and
Whereas,the City Attorney has reviewed the standard NWS Memorandum of Agreement and deemed it
satisfactory, but advises that Common Council formally authorize the Mayor to sign the Ithaca agreement,
once finalized; now,therefore be it
RESOLVED that Common Council authorizes Mayor Cohen to enter into agreement with the National
Weather Service,on behalf of the City of Ithaca,to provide this needed service and enhance community
safety.
ITHACA AREA WASTEWATER TREATMENT FACILITY
TOWN OF ITHACA CITY OF ITHACA TOWN OF DRYDEN, OWNERS
525 THIRD STREET
ITHACA, NEW YORK 14850
(607) 273-8381
FAX (607) 273-8433
To: Hon. Catherine Valentino, Supervisor Town of Ithaca
Hon. Mark Varvayanis, Supervisor Town of Dryden
Hon. Alan J. Cohen, Mayor City of Ithaca
From: Lawrence P. Fabbroni P.E.,L.S., Asst. Supt. DPW, Water& Sewer �Y
Date: September 5,2001
Re: Municipal Authorization of Professional Services Agreement IAWWTP,
Final Design-Phosphorus Removal Facilities
Attached please find the Professional Services.Agreement for the referenced project for
review and approval of all three joint owner municipal boards.This scope is as
recommended to your boards by the SJS resolution at their August 21,2001 meeting
including the changes to a cost-not—to exceed agreement and a more detailed breakdown
of estimated costs.
Action by your boards at their next regularly scheduled action meeting would be
advantageous to moving this project through a seven month design process with the
opportunity to move into a bidding and construction phase in the spring of 2002.
As a brief review of reasons to move forward aggressively at this time please share the
following with your boards:
1. A $1,397,500 State Bond Act grant was received in October 1998 toward tertiary
phosphorus removal. Design of this project should strengthen a subsequent request
for an additional $1,152,500 the State has been reserving judgment on since October
2000. These funds can be applied to up to 85%of construction cost.
2. The recent rerating of the plant capacity to 13.1 MGD requires a stringent
phosphorus discharge of 401bs./day on a 12 month rolling average. This was judged
by the SJS to be of great benefit to Cayuga Lake environmentally although the
proposed project may be necessary to meet the existing permit on a sustained basis.
So it is timely to move forward with design to at least be positioned to implement
conversion of at least one of the original phostrip tanks to the new technology to meet
permit by utilizing the October 1998 grant.
3. Since October 1998 Stearns & Wheler has piloted most every promising phosphorus
removal technology at the Onondaga County Treatment Plant. Through the excellent
networking of our deceased Chief Operator, Gary Gleason, Roxie Johnston, of the
Wastewater Plant staff, served on the quality control team during the piloting. This
engineering proposal for design starts at a point about two years into Onondaga
County's design/implementation process with a very clear direction and savings
immediately directed toward the two methods most applicable to Ithaca's X15
phosphorus removal levels without the need for further piloting. (7°G
I v�
09/20/01 THU 09:12 [T%/R% NO 71941 X1002
4. With your concurrence the SJS will upfront the design work expense through the
existing plant capital project reserves. It is expected that, given very favorable
borrowing rates through the Environmental Facilities Corporation(EFC), short term
financing at 0%and long term financing currently at under 3% will be pursued.
5. The design team at Stearns& Wheler proposed for this task includes many of the
bright engineers and mechanical experts who designed and guided the original plant
to its original completion. It is unusual to have the benefit of this continuity after
fourteen years of successful operation. You can be sure of a successful outcome even
at this early stage.
I am available to give any further clarification of the proposal or action proposed.If you
would like me to make a presentation to your board please do not hesitate to request
same.
09/20/01 THU 09:12 [TX/RX NO 71941 IM003
Stearns&Wheler,u,c
ENVIRONMENTAL ENGINEERS &SCIENTISTS One Remington Park Drive • Cazenovia, NY 13035
September 4, 2001 (31 S)655-8161 • fax(315)655-4180
Ms. Catherine Valentino, Chairperson
Ithaca Area W WTP—SJS Owners
Third Street
Ithaca,NY 14850
Re: Professional Services Agreement
Ithaca Area Wastewater Treatment Plant
Final Design—Phosphorus Removal Facilities
Dear Ms. Valentino:
This letter and attached Standard Conditions will serve as an Agreement between the City of Ithaca,
the Town of Ithaca,and the"Town of Dryden(OWNER)and Stearns&Wheler,LLC(ENGINEER)
for professional services on the referenced project.
SCOPE OF SERVICES
ENGINEER will provide Basic Services to complete the selection and final design of treatment
facilities for advanced phosphorus removal(effluent limit of 0.2 mg/1)at the Ithaca Area Wastewater
Treatment Plant. The ENGINEER's Scope of Services is based on the following:
1. The technology to be used for phosphorus removal will be the high rate flocculated settling
(HRFS) process manufactured by U.S. Filter Kruger as ACTIFLO and Ondeo Degremont
(formerly IDI Degrernont) as DensaDeg.
2. New treatment facilities will be constructed in the existing PhoStrip tanks (2) to the greatest
extent possible.
3. Secondary effluent(current plant effluent) will be pumped to the new phosphorus facilities by
submersible pumps.Two pumps will be provided(no standby)as treating peak flow if one pump
is out of service is not critical to meet the proposed rolling average limit.
4. The new secondary effluent pumps will not be on emergency power.
5. Variable frequency drives for the secondary pumps will be located in the gallery or on the deck
of the gallery between the aeration tank and final settling tank.
6. A small enclosure will be created between the existing PhoStrip tanks. Support for this structure
will be accomplished by spanning between the tank's foundations with grade beams.
AStearns&Whew
Steams A VMO .lU_k•r a-nlx ul OK-Ste.mu K)XIvIvt lumlhlnit�
09/20/01 THU 09:12 [TX/R% NO 71941 IM004
Ms. Catherine Valentino, Chairperson Page 2
Ithaca Area WWTP-SJS Owners September 4, 2001
7. The control panel for the new treatment facilities will be located in Gallery No. 3.
8. Power for the new secondary effluent pumps will come from MCC 3A and 3B. Power for the
new treatment facilities will come from MCC 2A and 213.
9. The existing secondary chemical storage tanks will be utilized for ferric chloride.New chemical
feed pumps will be provided.The existing truck unloading area will be modified,and monitoring
instrumentation will be added,as necessary,to comply with current chemical unloading and bulk
storage regulations.
10. The new treatment facilities will not be interfaced with existing readouts or controls contained in
the existing main control panel.
11. The phosphorus removal technology will be selected through procurement(in accordance with
Municipal Bidding Law)prior to completion of the final design.
Design Phase Services shall include the following tasks:
1_ Preparation of procurement documents to select the technology (ACTIPLO or DensaDeg) for
purposes of final design and construction. Procurement includes:
a. Preparation of bid documents;
b. Respond to comments and prepare addenda;
c. Receive and review bids;
d. Review proposed design; and
e. Make recommendation for selection of treatment technology.
2. Based on design details provided by the vendor of the selected technology, prepare plans and
specifications (Contract Documents) suitable for bidding for phosphorus removal facilities
including:
a. New secondary effluent pumps;
b. Phosphorus treatment process;
c. Modifications to existing chemical storage tanks;
Stearns&Whaler
09/20/01 THU 09:12 [T%/R% NO 71941 9005
Ms. Catherine Valentino,Chairperson Page 3
Ithaca Area WWTP-SJS Owners September 4, 2001
d. New chemical feed pumps and pumping;
e_ Modify chemical truck unloading area;
£ New effluent water system(plant non-potable water using HRFS effluent);
g. New polymer feed system for phosphorus removal;
h. Connection to existing outfall;
i. Jib crane or monorail for removal of secondary effluent pumps; and
j. Enclosure between existing stripper tanks for equipment.
3. The Contract Documents shall include a General Contract and an Electrical Contract.
ENGINEER's Scope of Services does not include:
Bidding Phase Services
• Construction Phase Services
• Startup Services.
PAYMENTS TO ENGINEER
For the Basic Services outlined in the above Scope of Services, or Additional Services, OWNER
shall pay ENGINEER an hourly rate equal to ENGINEER's Salary Cost times a factor of 2.5 for all
services rendered by principals and employees engaged directly on the Project, plus reimbursable
expenses at current rates or at cost
The total cost for the Basic Services described above shall not exceed $412,000 without the prior
authorization of the OWNER:
�3 Stc;.�-ud�Wtu:kr
09/20/01 THU 09:12 1Tg/R% NO 71941 X1006
Ms. Catherine Valentino,Chairperson Page 4
Ithaca Area WWTP-SJS Owners September 4, 2001
Preparation of Procurement Documents $43,600
Preparation of Plans& Specifications
■ General $60,400
■ Mechanical (Process) $143,800
■ Architectural $6,800
■ Structural $23,000
• Electrical $82,900
• Instrumentation&Control $10,300
H&V $8,600
Client Workshops, Meetings & Review $13,200
Project Management $10,100
Regulatory Review 9,300
TOTAL COST NOT TO EXCEED $412,000
PERIOD OF SERVICE
The above Scope of Services for the Design Phase will be performed within 210 calendar days of
authorization by the OWNER, said authorization as described hereinafter. Subsequent phases
(Bidding, Construction and Start-up) will proceed as mutually agreed upon by OWNER and
ENGINEER.
FURTHER SERVICES AND PAYMENTS
This Agreement may be amended to provide authorization and payment for further phases or
Additional Services. ENGINEER may proceed with such services based upon receipt of a mailed or
faxed authorization from OWNER which,until a formal amendment is executed,shall constitute a
Contract Amendment, with payment for such services on the Basis of ENGINEER's Salary Cost
times a factor of 2.5.
STANDARD CONDITIONS
Attached hereto are the Standard Conditions to this Agreement consisting of four pages which the
OWNER has reviewed and acknowledges to be a part of this Agreement.
Sle:trn�.4z�1ix:k r
09/20/01 THU 09:12 (TX/RX NO 71941 Q 007
Ms. Catherine Valentino, Chairperson Page 5
Ithaca Area WWTP-SJS Owners September 4, 2001
AUTHORIZATION
The return of two (2) signed copies of this Letter Agreement together with a copy of a formal
resolution of approval constitutes acceptance of this Agreement and shall be written authorization for
ENGINEER to proceed with the Scope of Services outlined above.
STEARNS & WHELER, LLC ACCEPTED AND AUTHORIZED
CITY OF ITHACA
By: By:
Gerald C. Hook, P.E. Alan J. Cohen
Title: President/CEO Title: Mayor
Date: Date:
Notary: Notary:
TOWN OF ITHACA, NEW YORK TOWN OF DRYDEN,NEW YORK
By: By:
Catherine Valentino Mark Varvayanis
Title: Supervisor Title: Supervisor
Date: Date:
Notary: Notary:_______
Stearns&W i&x
09/20/01 THU 09:12 [T%/R% NO 71941 IM 008
STANDARD CONDITIONS
TO ACCOMPANY
LETTER FORM OF AGREEMENT BETWEEN
OWNER AND ENGINEER
FOR
PROFESSIONAL SERVICES
OWNER: City of Ithaca,Town of Ithaca,Town of Dryden _
ENGINEER: STEARNS&WHELER LLC ONE REMINGTON PARK DRIVE CA7.,ENOVIA NY 11035
ASSIGNMENT: Ithaca Area Wastewater Treatment Plant Final Design-Phosphorus Removal Facilities
OWNER and ENGINEER agree on professional engineering services by ENGINEER and the payment for those services by
OWNER as set forth below.
BASIC SERVICES OF ENGINEER a timely manner so as not to delay the services of
ENGINEER:
General
Provide all criteria and full information as to OWNER's
ENGINEER shall provide professional services in all phases requirements for the Project and furnish copies ofall design
of the Project to which this Agreement applies pursuant to and construction standards which OWNER will require to
the Scope of Set-vices in the Letter Agreement to which be included in the Drawings and Specifications.
these Standard Conditions are attached.
Assist ENGINEER by placing at ENGINEER's disposal all
Design Phase available informationpertinent to the Project including
previous reports.
ENGINEER shall:
Furnish to ENGINEER, as required for performance of
On the basis of the accepted documents and the opinion of ENGINEER's services,the following--
probable
ollowing_probable costs,prepare final drawings and specifications to
show the general scope,extent and character of the work to - data prepared by or services of others,including borings,
be furnished and performed by Contractor(s). probings and subsurface explorations;
Furnish to OWNER a revised opinion of probable Total - environmental assessment and impact statements;
Project Costs.
- property, boundary, easement, right-of-way and topo-
Prepare for review and approval by OWNER, its legal graphic surveys;
counsel and other advisors contract agreement forms,
general conditions and supplementary conditions, and bid - property descriptions;
forms,invitations to bid and instructions to bidders. - zoning,deed and other land use restriction;
Furnish five copies of the above documents and of the all of which ENGINEER may use and rely upon in perform-
Drawings and Specifications. ing services under this Agreement.
Arrange for access to and make all provisions for ENGI-
OWNER'S RESPONSIBILITIES NEER to enter upon public and private property as required
for ENGINEER to perform services under this Agreement.
OWNER shall designate and advise ENGINEER of a
person to act as OWNER's Representative who has Examine all studies, reports,sketches, Drawings, Specifi-
complete authority with respect to the ENGINEER's cations, proposals and other documents presented by
services for the Project. OWNER shall do the following in
WdWORDPROOM V01-00 I Agree m\tdu Final Daign.do Page 1 of pages
12J%
S[l;il["CLti(S.''Wl]elel'
.. Comynir.
09/20/01 THU 09:12 [T%/R% NO 71941 X1009
ENGINEER,obtain advice of an attorney,insurance coun- Other Provisions Concerning Payments
selor and other consultants as OWNER deems appropriate.
In the event of termination by OWNER, ENGINEER will
Furnish approvals and permits from all governmental be paid for services rendered on the basis of ENGINEER's
authorities having jurisdiction over the Project. Salary Costs times a factor of 2.5 for services rendered to
date of termination. ENGINEER also will be reimbursed
Provide accounting,independent cost estimating and insur- for the charges of independent professional associates and
ance counseling services required for the Project, such legal consultants employed by ENGINEER and paid for all
services as OWNER may require or ENGINEER may unpaid Additional Services and unpaid Reimbursable
reasonably request with regard to legal issues. Expenses,plus all termination expenses_
Give prompt written notice to ENGINEER whenever
OWNER observes or otherwise becomes aware of any Definitions
development that affects the scope or timing of ENGI-
NEER's services, or any defect or nonconformance in the The Salary Costs used as a basis for payment mean salaries
work of any Contractor. and wages(basic and incentive)paid to all ENGINEER's
personnel engaged directly on the Project,plus the cost of
customary and statutory benefits including,but not limited
PERIODS OF SERVICE to,social security contributions,unemployment,excise and
payroll taxes,workers'compensation,health and retirement
Compensation for ENGINEER's services has been agreed to benefits, sick leave, vacation and holiday pay and other
in anticipation of the orderly and continuous progress of the group benefits_
Project.If specific periods of time for rendering services are
set forth or specific dates by which services are to be cum- The amount of customary and statutory benefits of all other
pleted are provided and if such dates are exceeded through persomrel of ENGINEER will be considered equal to 38.5%
no fault of ENGINEER,all rates,measures and amounts of of salaries and wages, subject to equitable adjustment to
compensation shall be subject to equitable adjustment. reflect changes in ENGINEER's overall compensation
procedures and practices.
If OWNER has requested significant modifications in the
general scope,extent or character of the Project,the time of Reimbursable Expenses mean the actual expenses incurred
performance of ENGINEER's services shall be adjusted by ENGINEER,directly or indirectly in connection with the
equitably. Project,such as expenses for transportation and subsistence;
toll telephone calls; reproduction of reports, Drawings,
Specifications, Bidding Documents, and similar Project-
PAYMENTS TO ENGINEER related items; and, if authorized in advance by OWNER,
overtime work requiring higher than regular-rates.
Methods of Payment for Services and Expenses of
ENGINEER
OPINIONS OF COST
OWNER shall pay ENGINEER for services rendered as
provided in the Letter Agreement. Since ENGINEER has no control over the cost of labor,
materials, equipment or services furnished by others, or
Times of Payments over the Contractor(s)' methods of determining prices, or
over competitive bidding or market conditions,
ENGINEER shall submit monthly statements for services ENGINEER's opinions of probable Total Project Costs and
and Reimbursable Expenses. The statements will be based Construction Cost provided for herein are to be made on the
upon the hours and rates of personnel who have provided basis of FNGINEER's best judgment as an experienced and
services. OWNER shall make prompt payments in response qualified professional engineer. ENGINEER cannot and
to ENGINEER's monthly statements. does not guarantee that proposals, bids or actual Total
Project.or Construction Costs will not vary from opinions of
probable cost prepared by ENGINEER. If OWNER wishes
greater assurance as to Total Project or Construction Costs,
OWNER shall employ an independent cost estimator.
W-AWORDPWOWL.12001 Agre.wt� Vdtia Final Desigwdoc Page 7 of 4 pages
12/96
UY�Stl::lrn1(�''WhLlel'
09/20/01 THU 09:12 IT%/Rg NO 71941 Q 010
GENERAL CONSIDERATIONS Successors and Assigns
Termination OWNER and ENGINEER each is hereby bound and the
partners, successors, executors, administrators and legal
The obligation to provide further services under this Agree- representatives of OWNER and ENGINEER are hereby
ment may be terminated by either party upon thirty days' bound to the other party to this Agreement and to the part-
written notice in the event of substantial failure by the other ners,successors,executors,administrators and legal repre-
party to perform in accordance with the terms hereof sentatives of such other patty.
through no fault of the terminating party.
Neither OWNER nor ENGINEER shall assign, sublet or
Reuse of Documents transfer any rights under or interest in this Agreement
without the written consent of the other. Nothing contained
All documents including Drawings and Specifications in this paragraph shall prevent ENGINEER from employing
prepared or furnished by ENGINEER are instruments of such independent professional associates and consultants as
service in respect of the Project and ENGINEERshall retain ENGINEER may deem appropriate to assist in the perfor-
an ownership and property interest therein whether or not mance of services hereunder.
the Project is completed_ Any reuse without written
verification or adaptation by ENGINEER for the specific Nothing under this Agreement shall be construed to give
purpose intended will be at OWNEWs sole risk and without any rights or benefits in this Agreement to anyone other
liability or legal exposure to ENGINEER, and OWNER than OWNER and ENGINEER, and all duties and
shall indemnify and hold harmless ENGINEER from all responsibilities undertaken pursuant to this Agreement will
claims,damages,losses and expenses including attorneys' be for the sole and exclusive benefit of OWNER and
fees arising out of or resulting therefrom. ENGINEER and not for the benefit of any other party.
Standard of Care Arbitration
In accepting this Agreement for professional services by All claims, counterclaims, disputes and other matters in
ENGINEER, OWNER acknowledges that ENGINEER's question between the parties hereto arising out of or relating
services often require decisions which are based upon to this Agreement or the breach thereof will be decided by
judgmental considerations. In performing ENGINEER's arbitration in accordance with the Construction Industry
professional services, ENGINEER will use that degree of Arbitration Rules of the American Arbitration Association.
care and skill ordinarily exercised under similar circum-
stances by members of the profession. The standard of care Notice of demand for arbitration must be made within a
shall exclusively be judged as of the time the services are reasonable tune after the claim, dispute or other matter in
rendered and not according to later standards. question has arisen. In no event may the demand for
arbitration be made after the date when institution of legal
Insurance or equitable proceedings based on such claim, dispute or
other matter in question would be barred by the applicable
ENGINEER shall procure and maintain insurance for statute of limitations.
protection from claims tinder workers'compensation acts,
claims for damages because of bodily injury including No arbitration arising out of,or relating to,this Agreement
personal injury, sickness or disease or death of any and all may include, by consolidation, joinder or in any other
employees or of any person other than such employees,and manner, any person or entity who is not a party to this
from claims or damages because of injury to or destruction Agreement.
of property including loss of use resulting therefrom.
The award rendered by the arbitrators will be final,
Controlling Law judgment may be entered upon it in any court having
jurisdiction thereof,and will not be subject to modification
This Agreement is to be governed by the law of the or appeal except to the extent permitted by the Federal
principal place of business of ENGINEER. Arbitration Act.
WAW0RDPR0CVAVL\20U1 Ag.e m kltha Final Defign.doc Page 3 of 4 pages
I7/96
[�Stearits&Wheler
C•.nquiw.
09/20/01 THU 09:12 FTX/RX NO 71941 011
teams Wheler,LLc BUDGET SUMMARY
ENVIRONMENTAL ENGINEERS&SCIENTISTS September 18, 2000
REQUESTED BOND ACT FUNDING
BASE COtii,1ITTED ADDITIONAL LOCAL
FUNDING SHARE IF
PROJECT BOND ACT
REQUIRED FOR FULLY
TOTAL COST FUNDING** BASE PROJECT FUNDED
TOWN OF LANSING
Collector Sewers - 10" and 12" $1,880,000 $0 $1,360,000 $520,000
Mains, South Lansing Area
➢: Collector Sewers=South 3,200,00V Y $3200000
z A
_ _ 30 1
i.ansri Area
Transmission - South Lansing $550,000 $370,000 $0 $180,000
Area
:= Collector and Lateral Sewers - $1,630,000 $1,080,000 $0 $550,000
Myers Road Area
Pump Stations $1,360,000 $900,000 $0 $460,000
➢ Transmission to Cayuga'' $2,350,000 $1,020,000, __$680,000 $650,000
a�iei hts WyVTF - -
Diversion of from VCHWWTP
to IAWWTP
• Kline Road $100,000 $63,750 $0 $36,250
• Remington Road $140,000 $89,250 $0 $50,750
VILLAGE OF CAYUGA HEIGHTS
Wastewater Treatment Plant $1,000,000 $569,000 $0 $431,000
Improvements
VCHWTP Filtration $1,500,000 $0 $1,020,000 $480,000
ITHACA AREA OWNERS
WWTP/Interceptor $1,660,000 $11.220,000 $0 $440,000
Improvements (Phase 1)*
WWTP Improvements - Plant $340,000 $289,000 $0 $51,000
Re-rating*
WWTP Grit Removal $1,000,000 $0 $612,000 $388,000
Effluent Filtration (P Removal) $3,750,000 $1,397,500 $1,152,500 $1,200,000
Interceptor and Collector Sewer
Improvements
• Phase 2* $1,090,000 $515,420 $0 $574,580
• Phase 3 $3,910,000 $0 $1,560,000 $2,350,000
TOTALS $25,460,000 $7,513,920]_ $673841500 I $11,S61,580
Projects completed. Funding-Dependent Component
*� Sum of two previous Bond Act Applications.
Critical Project Component
lo'�dao
September 18.2000
Cteudoralt"uchVClutc R—d B.dget Sm,.,,,Ld- L�
Stearns&vVheler
4-N Stearns&Mleler,LLc EFFLUENT PHOSPHORUS
ENVIRONMENTAL ENGINEERS&SCIENTISTS FACILITY DESIGN — SUMMARY
S&W No. 80318.0
Structures
• Coagulation Tanks
• Sand Injection Tanks (ACTIFLO only)
• Maturation Tanks (ACTIFLO only)
Reactor Tanks (DENSADEG only)
• High-Rate Settling Tanks
• Secondary Effluent Pump Station Wet Well and Building
• HRFS Control Building
Equipment
• Coagulation Tank Mixers
• Sand Injection Tank Mixers(ACTIFLO only)
• Maturation Tank Mixers(ACTIFLO only)
• Reactor Mixers(DENSADEG only)
• Sludge Scraper Mechanisms
• Lamella Tube Settling Modules and Supports
• Effluent Weir and Launder Assemblies
• Sand Recovery/Sludge Removal System(ACTIFLO only)
Sand Recirculation Pumps
Hydrocyclones and Underflow/Overflow Collection Boxes
Sludge Transfer Pumps
• Sludge Recirculation and Sludge Blowdown Pumps (DENSADEG only)
• Sand Storage and Feed System(ACTIFLO only)
• Ferric Chloride Storage and Feed System
• Polymer Storage and Feed System
• Secondary Effluent Pump Station
Hydraulic Design
• Secondary Effluent Forcemain
• HRFS Influent Flow Distribution
HRFS Effluent Collection
Sand Recirculation Piping (ACTIFLO only)
Sludge Recirculation Piping (DENSADEG only)
Sludge TransferBlowdown Piping
Ferric Chloride Piping
Polymer Piping
Process Drain Piping
Electrical, HVAC, Plumbing
• Power Supply, Distribution, Lighting, Heating and Ventilating, etc.
J:\8000\8031810\WordProc\Misc\EFFLUEW PHOSPHORUS.doc
A Stearns&Wheler
Companies
A-5 Steams&Wheler,LLC EFFLUENT PHOSPHORUS FACILITY DESIGN—SUMMARY
ENVIRONMENTAL ENGINEERS&SCIENTISTS PAGE 2
Instrumentation
• Flow Meters — Sludge, Ferric Chloride, Polymer
• Level Sensors — Sludge Wet Well, Bulk Chemical Storage Tanks (Ferric Chloride, Polymer),
Chemical Containment Areas (Spill Control)
• Turbidity Analyzers
• pH Sensors
Control Systems
• ACTIFLO Control System
• Ferric Chloride Controls
• Polymer Controls
Civil/Site
• Chemical Storage System Improvements
• Chemical Unloading Station Modifications
• Connection to Existing Outfall
J:\8000\8031810\WordPr«\Misc\EFFLUENT PHOSPHORUS.d«
L&Stearns&Wheler
Companies
Az Stearns&Mleler,me PRELIMINARY
L ENVIRONMENTAL ENGINEERS&SCIENTISTS LIST OF DRAWINGS
S&W No. 80318.0
General
G-1 Symbols, Abbreviations, and List of Drawings
G-2 Standard Details
G-3 Miscellaneous Details
G4 Site Plan
G-5 Yard Piping Plan
G-6 Outfall Structure and Profiles
G-7 Chemical Unloading Area
Structural
S-1 Modifications to Phostrip Tanks—Plans and Sections
S-2 HRFS Control Building—Plans and Sections
S-3 Wet Well/Pump Station—Plans, Sections, and Details
Architectural
A-1 HRFS Control Building and Pump Station Enclosure
Mechanical
M-1 Hydraulic Profile
M-2 Process Flow Diagram
M-3 Filters and Gallery—Lower Plan
M-4 Filters—Upper Plan
M-5 Filters and Gallery—Sections
M-6 Gallery No. 9—Plan and Sections
M-7 Gallery Nos. 5 and 6—Plans and Sections
M-8 Thickener Area—Plan
M-9 Thickener Area—Sections
M-10 Chemical Building—Plan and Sections
M-11 Chemical Schematics
M-12 Gallery No. 2 Plan and Sections
Electrical
E-1 Abbreviations/Symbols/Notes
E-2 Construction/Miscellaneous Details
E-3 Site Plan
E-4 MCC 3A/3B and 2A/2B Area Plans
E-5 Upper/Lower Plans—Effluent Pump Area
E-6 Upper/Lower Plans—Phosphorus Area
J\8000\8031810\WordProc\Misc\PRELQ.iIINARY LIST OF DRAWINGS.doc
As Stearns&Wheler
Companies
Steams&Wheler,LLC PRELIMINARY LIST OF DRAWINGS
` ENVIRONMENTAL ENGINEERS&SCIENTISTS PAGE 2
Electrical(Continued):
E-7 Chemical Storage/Pump Area Plan
E-8 Chemical Tank Monitoring/Overfill
E-9 Partial One-Line/Conduit and Wire
E-10 MCC Modifications/Schematic
E-11 Elementaries/Schematics
E-12 Elementaries/Schematics
E-13 Demo Plan
Heating and Ventilation
H-1 Secondary Effluent Pump Station
H-2 HRFS Control Building
3:\8000\8031810\WordProc\Misc\PREUMINARY LIST OF DRAWINGS.doc
L&Stearns&Wheler
Companies
r
TING
STRIPPER TANK
. 1
, DESIGN BASIS
FLOW:
QAvG = 10MGD
Qw—OAY = 13.1 MGD
EXISTING QPEAK = 30MGO
PUMP
GALLERY
DETENTION TIMES
(MIN.) @ QeEm
O CONTACT ZONE = 2
INJECTION TANK = 2
SAND O 18" W.S.T. MATURATION ZONE = S
STORAGE I SETTLING ZONE = 6
FEED CONTACT
SETTLERS SON CoA(, A-TlOfn )
R=7 6' _ 1
EXISTING
MATURATION PHOSPHORUS STRIPPER TANK 0 0
ZONE No. 2 a
SET-FLING ZONE INJECTION 0
1�L TANK CYCLONES
o /
(TYP.)
BAFFLE
WALL (TYP.) \—MIXER (TYP.)
L�Ste arm& heler,LLc CONCEPTUAL LAYOUT-ACTIFLO
ENVIRONMENTAL ENGINEERS&SCIENTISTS
CAZENOVIA. NEW YORK
DATE:6/00 JOB No.:8031812 ITHACA AREA WWTP
LONGITUDINAL SECTION
13
12
O O
O
O
O11 9
10 O
1 - Raw water inlet 8 - Treated water outlet
2 - Injection of rnicrosand 9 - Sludge scraper and trough
3 - Flash mixing zone (coagulation) 10 - Sludge and sand outlet sump
4 - Gentle mixing zone (flocculation) 11 - Recycling pump
5 - Inlet to settling zone 12 - Hydrocyclones for microsand
6 - Lamella modules recovery
7- Collecting troughs or pipes 13 - Sludge outlet
PLAN VIEW
i
l
tWidth(diameter) :3.5 a 15 m.
Flows:500 a 23 000 m'/h.
C- Flash mixing zone I- Injection M-Maturation
.Si_
\
I1 FLASH MIX
I1 I1
11
I 1 II
1 11
I SPLITTER BOX
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CITY OF ITHACA–UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT SUMMARY 2001
A1990
UNRESTRICTED
CONTINGENCY
BALANCE UNRESTRICTED CONTINGENCY 9/25/01 $10,575.00
-------------
RESTRICTED
CONTINGENCY
Work Environment Task Force Funds Council $35,000.00
Downtown Marketing Study Council $10,000.00
Youth Recreation Partnership Facility Study Council $15,000.00
Contractual Salary Increases Council $38,182.00
Funds from 2000 Contingency balance Council $0.00
Council —$0.00
Council $0.00
Council $0.00
BALANCE RESTRICTED CONTINGENCY 9/25/01 $98.182.00
BALANCE UNRESTRICTED/RESTRICTED CONTINGENCY 9/25/01 $108,757.00
October COUNCIL PROPOSED RESOLUTIONS:
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
K-0-0
ALOO
Balance Unrestricted Contingency after October Proposed Resolutions $10,575.00
a 's
CITY OF ITHACA—UNRESTRICTED/RESTRICTED CONTINGENCY ACCOUNT ACTIVITY 2001-9/25/01
i
-- OF --
COUNCIL; TYPE CONTINGENCY ACCOUNT
MONTH AMOUNT CONTINGENCY TITLE DESCRIPTION TRANSFERRED TO
Jan-01 $16,000.00 RESTRICTED Prior Year To fund Executive Unit Compensation Study A1430-5435
$50,000.00 UNRESTRICTED To fund outside litigation fees A1420-5435
Feb-01 No Activity
Mar-01 $150.00 UNRESTRICTED To fund sponsor of celebration room full of sisters luncheon A1012-5435
$0.00 RESTRICTED
Apr-01 $10,000.00 UNRESTRICTED To fund Senior Network Administrator salary increase A1320-5110
$475.00 UNRESTRICTED _ To fund ICLEI activity_ — A8020-5225
$5,000.00 UNRESTRICTED To fund South of the creek traffic study A9950.9
May-01 $1,800.00 UNRESTRICTED _ To fund First Friday of Central NY for 2001 partial A1012-5435
$0.00 UNRESTRICTED ------
$0.00 RESTRICTED Council
Jun-01 $5,000.00 UNRESTRICTED To fund outside legal assistance for exterior prop.maint.&Tele.Ordinance A1420-5435
$2,000.00 UNRESTRICTED To fund hours increase for clerks office admin sec 35 to 40 A1316-5110
Jul-01 $12,325.00 RESTRICTED Council To fund Executive Unit Compensation adjustments per evaluation Various
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
Aug-01 $15,000.00 UNRESTRICTED To fund the demolition of 254 Floral Ave Building A3620-5435
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 UNRESTRICTED
$0.00 RESTRICTED
$0.00 RESTRICTED
Sep-01 $9,518.00 RESTRICTED Council To fund contractual salary increases Various
$0.00 UNRESTRICTED
Oct-01 $0.00 RESTRICTED Council
$0.00 RESTRICTED Council
$0.00 UNRESTRICTED
Nov-01 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED
Dec-01 $0.00 UNRESTRICTED
$0.00 UNRESTRICTED _
$0.00 UNRESTRICTED
127.268.00
SUMMARY AMOUNT
UNRESTRICTED CONTINGENCY $89,425.00
RESTRICTED CONTINGENCY 37 843.00
TOTAL
F - 1
Controller' s Office - Authorized Equipment List Policy
WHEREAS, the Authorized Equipment List Policy was last adjusted
in 1989, increasing the threshold from $200 to $500 for Common
Council approval on equipment acquisition, and
WHEREAS, with the pending need, effective December 31, 2003, to
make dramatic changes to financial statement presentation as a
result of Government Accounting Standards Board (GASB) Statement
34, the City has reviewed the City' s Capital Asset Threshold
level for recording Capital Assets as it relates to said GASB
Statement, and
WHEREAS, among other things, GASB 34 requires that Capital
Assets be depreciated and the City' s infrastructure assets need
to be reported; i .e. : roads, bridges, curbs, gutters, street
lights, traffic signals, street signs, water and sewer
distribution system and communication systems; now, therefore,
be it
RESOLVED, That Common Council hereby approves the following
threshold levels for the recording of Capital Assets for the
City of Ithaca:
Inventory Control Capitalize & Depreciate
Land greater than $1 Capitalize Only
Land
Improve-
ments greater than $1 $5, 000
Building $500 $5, 000
Building
Improve-
ments greater than $500 $5, 000
Construc-
tion in
progress $500
$5, 000
Inventory Control Capitalize & Depreciate
Machinery &
Equipment NN $500 $2, 500
Vehicle NN $500 $2 , 500
Infra-
structure $500 $7, 500
and be it further
RESOLVED, as the City' s Infrastructure assets are established,
reviewed and recorded by the Controller' s Office and Department
of Public Works, it may be necessary to adjust the threshold
level to be sure that the Capital Assets are properly stated.
A
September 20, 2001
TO: Patricia Vaughan, Chairperson
Members, B &A Committee
FROM: Douglas McDonald
Director of Economic Development
7R"
RE: Cayuga-Green Project
As an outcome of the two Committee-of the-Whole meetings held during July and August, and the
public input meeting held in August, staff and Monahan Development Corporation, the preferred
developers for the Cayuga-Green project,were directed by Common Council to:
(1) prepare comparative financial analyses for various scenarios and combinations of elements
for the proposed Cayuga-Green project, and
(2)coordinate the preparation and delivery of conceptual designs and renderings of what the
overall Cayuga-Green project will/could look like.
As we have presented during the formulation of this project, the basic concept for the project is
that it will be a public-private partnership. Stated another way, part of the project clearly will serve
a public purpose (and in fact be owned by the public sector)and part of the project will be to the
benefit of, and owned by, the private sector.
Based on that concept, it follows that the costs of advancing the project should be shared
between those two sectors. Attached is a scope of work and cost proposal coordinated by MDC
for work proposed to be done by Monahan Development Corporation, and by the architectural firm
of QPK Design, Inc., directly related to the public portion of the project. The estimated cost to do
this work is $26,597.
Staff recommends QPK Design as the appropriate architectural firm for this project for the
following reasons:
• QPK has a history of successful collaboration and accomplishment while working with MDC
• QPK has an already-established familiarity with the Ithaca community and more importantly
with the proposed site for the project.
• QPK Design was the architectural firm that designed the new Tompkins County Public
Library.
Thus by employing QPK, we gain more cost-effective services because of work already
performed on the site, and we also acquire a sensitivity to the importance of blending together tie
naw library with the proposed new Cayuga-Green buildings adjacent to the library. QPK also
designed the library with an awareness of the importance of orientation and access to Six Mile
Creek, an important consideration in the design of Cayuga-Green.
In addition the idea of examining the improvement of access to, and the aesthetics of, Six Mile
Creek itself has also been discussed. Staff has obtained a price quotation from T. G. Miller PC, an
Engineering and Surveying firm, to conduct a hydrology and engineering study to examine the
feasibility and impact of modifying the containment walls and flow characteristics of the Creek.
T.G. Miller's estimated cost of the study would be $15,000.
Thus the total cost of the QPK and the T.G. Miller studies would be approximately$45,000
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Sep 20 01 04: 39p Monahan Development 31S-"i26-28218
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Monahan Development Corporation
Proposal for Project Summary Presentation
Cayuga Green at Six Mile Creek
Monahan Development Corporation proposes to provide to the City of Ithaca a three dimensional
perspective of the Cayuga Green at Six Mile Creek Project as further described in the detailed invoice
from QPK, which is attached to this document. The following schedule illustrate the anticipated work
scope and hours necessary to complete the presentation.
Scope of Work
Principal Staff
A. Site Master Plan 6 13
B. Building Proposal
Greeen Street Garage 3 7.5
Green Building 2 4.5
Cayuga Building 2 4.5
C. Project Economics
Parking 5 20
Commercial 3 9
Residential 5 5
D. Coordination and Summary 3 14
Presentation
Total Hours: 29 77.5
Principal* Staff'"*
Totals: $ 4,785.00 $ 7,362.50
"Principal Hours @ $ 165
**Staff Hours @ $ 95
Total Billing for MDC employees: $ 12,147.50
Less: MDC Prin/Staff Hours for Residential/Comm $ (2,650.00)
Plus: QPK Billing $ 22,200.00
Plus: i QPK Reimbursables $ 600.00
Less: MDC Discount on QPK Billing $ (5,700.00)
Total Contract: $ 26,597.50
Please signify your approval to commence with the described work by signing below:
Signature Date
_ Sep 04 01 O4: 57p Monahan Development 315-426-2828
F - 4
r
QPK
DESIGN
August 25,2001 ARCHITECTURE
ENGINEERING
SITE &PLANNING
Jim Monahan
Monahan Development Corp.
103 East Water Street
Syracuse,New York 13202 CONFIDENVALRe: Pro osal for Concerptual Design Services P
Subject: Cayuga-Green at Six Mile Creek Project
QPK #200051.08
Dear Jim:
Per your request,QPK Design is pleased to prepare a proposal for the conceptual design and renderings for the Cayuga-
Green Development Project.
Based on similar experience the following work scope and allocation of hours is proposed.
Scope of Work: Partner Associate Staff
Hours Architect Hours
Hours
A. Site Master Plan i0
B. Building Proposals
B 1 Green Garage Building
Floor Plans(1st,exg. 2nd&3rd,new 4th&5th) 14 C 2
1 Elevation I 4
B2 Green Street Building
6 Floor Plans 12 6
3 Elevations { 18
1 Building Section 4 {)
B3 Cayuga Street Building
8 Floor Plans 18 i 8
3 Elevations ( 18
I Building Section 4 ;
C. Renderings
Cl Color Master Plan(Roof plans&site) 8 2
C2 Building Color Plans 16 4
C3 Building Color Elevations 24 4
D. Summary of Built Area per use and#of Parking Spaces 4
E. Computer 3D Model: 8
Printed Views
E 1. Aerial View(Entire Master Plan Area)
E2. View From Library Corner
E3, View From Six Mile Creek
Hours Subtotal 66 104 92
Hourly Rates x $110 x $86 x $50
$6,600 58,944 $4,600
Subtotal $20,144
450 South Salina Street P.O. Box 29 Syrowse 11Y 13201-0029 Tel 315.472.7806 fox 315.471.7800 www.gpkdeslgn.(ur;;
_ Sep 04 01 O4: 58p Monahan Development 315-42:6-2828 -
CONFIDENTIAL
F Coordination and Review Meetings
1) Floor Plans Review and Revisions
2) Elevations Review and Revisions x 1.1 = $22,158 say
Total Not to Exceed $22,200
t reimb expenses
Included Deliverables;
1 bound booklet 8-1/2"x 11" format(w/foldouts)
I loose set for reproduction 8-1/2" x l 1"format
1 CD with digital files
3 color boards 24"x 36"format: 1 Aerial View and 2 perspective views
Estimated reimbursable expenses
(Image, printing,computers) 1.1 x actual cost.................................................... ....................$600
Additional meetings and presentation materials will be billed at hourly rates plus reimbursable expenses.
If this is acceptable and you would like us to proceed,please sign a copy of this letter and return it for our files. Thanks for
this opportunity to assist you.
Please do not hesitate to call with any questions.
Respectfully Submitted,
QPK DESIGN
Eugenia 13rieva, R.A.
Associate Partner
Signature Date
QPK
DESIGN