HomeMy WebLinkAboutFishers Island Rd & Stormwater Improvement Project O~'ICE LOCATION:
Town Hall Annex
54375 State Route 25
(cor. Main Rd. & Youngs Ave.)
Southold, NY 11971
MAILING ADDRESS:
P.O. Box 1179
Southold, NY 11971
Telephone: 631 765-1938
Fax: 631 765-3136
LOCAL WATERFRONT REVITALIZATION PROGRAM
TOWN OF SOUTHOLD
MEMORANDUM
To: Supervisor Scott Russell
Town of Southold Town Board
From: Mark Terry, Principal Planner ~
LWRP Coordinator
Date: March 9, 2010
Re: Fishers Island Road and Stormwater Improvement Project
The proposed local law has been reviewed to Chapter 268, Waterfront Consistency
Review of the Town of Southold Town Code and the Local Waterfront Revitalization
Program (LWRP) Policy Standards. Based upon the information provided to this
department as well as the records available to me, it is my recommendation that the
proposed action is CONSISTENT with the LWRP Policy Standards and therefore is
CONSISTENT with the LWRP.
Pursuant to Chapter 268, the Town Board shall consider this recommendation in
preparing its written determination regarding the consistency of the proposed action.
Cc: Martin Finnegan, Town Attorney
MARTIN D. FINNEGAN
TOWN ATTORNEY
martin.finneg~n@town.southold.ny.us
JENNIFER ANDALORO
ASSISTANT TOWN ATTORNEY
jennifer.andaloro@town.southold.ny.us
LORI M. HULSE
ASSISTANT TOWN ATTORNEY
lori.hulse@town.southold.ny.us
SCOTT A. RUSSELL
Supervisor
Town Hall Annex, 54375 Route 25
P.O. Box 1179
Southold, New York 11971-0959
Telephone (631) 765-1939
Facsimile (631) 765-6639
OFFICE OF THE TOWN ATTORNEY
TOWN OF SOUTHOLD
To:
From:
Date:
Subject:
MEMORANDUM
Mr. Mark Terry, Principal Planner
Martin D. Finnegan, Town Attorney
February 25, 2010
Fishers Island Road Resurfacing Project- SEQRA
Attached please find a copy of Cashin Associates, P.C.'s proposal ~n
connection with professional engineering and bid phase services regarding
referenced project. In this regard, we need you to prepare a SEQRA revie~w_~.~
would appreciate your forwarding the comp eted SEQRA review to my att~nti°n
by March 5.
Thank you.
MDF/Ik
Enclosures
cc: Members of the Town Board (w/o encl.)
Ms. Elizabeth A. Neville, Town Clerk (w/o encl.)i .....
February 22, 2010
VIA EMAIL and OVERNIGHT M-AIL
Scott A. Russell, Supervisor
Town of Southold
Town Hall, 53095 Route 25
P.O. Box 1179
Southold, N.Y. 11971-0959
Re: ' Professional Engineering Seorices Proposal
Fishers Island Road and Stormwater Improvement Project
Dear Supervior Russell:
As per the Town's request, Cashin Associates, P.C. (CA) is pleased to submit to you four (4) copies of
our proposal to provide the necessary professional engineering and bid phase services to evaluate
flooding conditions along Central Avenue near the Mobil Service Station (aka Lake Mobil) and prepare
Contract Documents to construct improvements to mitigate the flooding conditions while meeting the
needs of the local community. Our proposal also provides for the necessary professional engineering
and bid phase services to prepare Contract Documents to construct improvements to the roadway,
aprons, driveways, curb, sidewalk, and drainage improvements as needed along Oriental Avenue (from
the vicinity o f Fone Street to Peninsula Road) and the Fishers Island Business District area (portions of
Equestrian Avenue, Fone Street, Athol Crescent Avenue, and West Street). CA understands the Town is
required to competitively bid the subject project under the General Munidpal Law. CA's proposal
provides for the full range of services requested by the Town, without exception.
CA understands the Town's objectives for this project and our proposal is based on our knowledge of
the area, a review of the existing information related to the designated project limits, discussions with
Town representatives, a site visit, and in-house discussions among our staffand project team members
regarding prior experience on similar projects.
CA also understands the Town's intentions to advance this project at an accelerated pace. CA has the
technical staff and support resources to commit to this assignment and to complete it well within
Town's time frame. CA's project team is superbly qualified and experienced for this project. AMa Markt~;
P.E., will serve as Principalqn-Charge. Mr. Mafletfi will ensure that the necessav)~ resources are allocated
for the project and that a harmonious relationship will be maintained between the team and the Town.
Our proposed Project Manager, John Schrock, P.E., has over 17 years of experience in design and
construction and specializes in the design of road and stormwater improvement projects for clients
throughout Long Island. CA plans to utilize our depth of staff to assist with the diverse needs of this
project. B~yan Maddacks, P.E. and]ack Figmiredo, EIT, seasoned civil engineers, will be responsible for
the civil engineering design for the project in addition to specification and construction estimate
preparation. All work products will be thoroughly reviewed and checked before submittal by Michael
[Vi~iar, P.E., who is a senior civil engineer with over 29 years experience.
February 22, 2010
Page 2 of 4
It is our understanding from our discussions with Town representatives and from direct observation
during our field visit that the Lake Mobil area experiences flooding conditions during storm evenes. CA's
site visit confirmed that the roads, and some curbs and sidewalks in the project areas, are deteriorated
and in need of repair. CA conducted a visual pavement condition inspection to ascertain the type and
condition of pavement that exists within the project areas. The pavement has alligator cracking and
settlement throughout and there are areas that have been previously patched. It appears that a concrete
subbase does not exist under the existing asphalt pavement courses. CA understands the Town wood
like to utilize a similar pavement reconstruction technique currently being used on the privately owned
roadway network on Fishers Island. Curbing in the area is also deteriorated and there are many areas of
settlement, misaligoment and damage from trees. Sidewalk, wh/:re it exists, is generally in good
condition, but there are arms affected by trees and areas that are simply deteriorated.
The photographs below indicate typical conditions that exist in the project areas.
Central Avenue (aka Lake Mobil)
Oriental Avenue
The scope of work that CA proposes is as follows:
Phase I - Preliminary and Final Design
CA's project manager and project engineer will meet with the Town's representatives to further discuss
the objectives of the project. CA will attend meetings with the Town and any others as may be required
to provide technical support and information.
CA will obtain existing maps from the Town that may indicate location, size and other details of the
existing drainage system in place within the project areas. CA will perform a planimetric and
topographic survey of the project areas. Locations and elevations of roads, drainage structures, utilities,
and other topographic features wilt be included. Our mapping will also include the location of the
approximate right-of-way/property lines based on the Suffolk County tax map data and GIS
information.
In order to adequately analyze the existing conditions and recommend improvements to the subject
stormwater drainage system, CA's first step will be to obtain and review record documents, map the
February 22, 2010
Page 3 of 4
drainage infrastructure, and delineate the contributory area. The hydrologic and hydraulic analyses
portion of the project will require an evaluation of the existing and proposed storm water drainage
patterns and the hydraulic grade lines of the stormwater systems. The analyses of the area will define the
parameters required for design of drainage structures, culverts, swales, and piping. Based on our
previous experience, our staffwill offer recommendations on how to best remedy the flooding issues.
.Utilizing the topographic mapping as a base map, CA will prepare preliminary plans to address proposed
tmprovements. Plans of the drainage systems, curbing, sidewalks, details, etc. will be developed at scales
suitable for depicting the salient features to be constructed. CA will design the proposed improvements
to minimize or eliminate the need of encroaching onto private properties and the need to relocate
utilities. CA will identify any potential environmental effects and/or utility conflicts. Traffic
maintenance and protection, as well as community relations, will be important considerations when
designing, planning and scheduling the work. Two (2) sets of preliminary plans will be provided to the
Town for review and comment.
CA will develop and maintain a construction cost estimate of the proposed improvements throughout
the project.
The Town is the lead agency for SEQRA. As lead agency, the Town will have to review and issue a
determination regarding the project. CA will prepare a short environmental assessment form for the
Upon Town approval to proceed m Final Design, CA will prepare the final contract documents
including the Plans, Specifications and Estimate (PS&E) package for bidding purposes. Upon final
approval, CA will submit the necessary copies of the Contract Documents in the required format to the
Town, and assist the Town in preparing the bid package.
Phase II - Bid
During this phase, CA will assist the Town in responding to bidder's inquiries. CA will issue addenda as
may be required.
Upon receipt of bids, CA will assist the Town in the evaluation of each bid. CA will review the apparent
low bidder's prices for reasonableness and to determine if these prices, as a whole, represent a balanced
bid. CA will also review the apparent low bidder's per fotxnance on other projects to determine whether
the firm is responsible. CA will make a recommendation to the Town on award.
CA's proposed not-to-exceed (NTE) fees are as follows:
Phase I - Preliminary and Final Design $34,000
Phase II - Bid Phase $2.500
Total NTE Fee $36,500*
*Indudes Reimbursable Expenses: $600 for printing, travel, and lodging for Phase I and $300 for Phase
II. The total NTE fee is based upon our approved New York State DOT audited overhead rate and an
allowable profit as spedfied in the Locally Administered Federal Aid Project Manual.
February 22, 2010
Page 4 of 4
CA will invoice the Town monthly based on the hours expended on the project at our standard bilfing
rates. CA anticipates 350 man-hours to complete the project based on our NTE fee.
Proper management and quality control are the keys to assuring that a project progresses on schedule
and on budget and accomplishes the project's goals and objectives. The project team will operate under
a rigorous and pro-active quality assurance program that will be established specifically for this project.
Thank you for the opportunity to be of continuing service to the Town. CA is available to begin this
work immediately upon your authorization. Should you have any questions or require additional
information, please feel free to contact either me or John Schreck, Vice President.
Very truly yours,
CASHIN ASSOCIATES~ P.C.
Aldo Marletti, P.E.
Executive Vice President
cc: James A. Richter, Town of Southold Office of the Engineer (via email)
Peter W. Harris, Town of Southold Superintendent of Highways
CA# 2010-047
RESOLUTION 2010-189
ADOPTED
DOC ID: 5741
THiS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-189 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
FEBRUARY 23, 2010:
RESOLVED that the Town Board of the Town of Southold hereby authorizes Su ervisor
Scott A. Russell to retain Ca~hin Associates~ P.C. to provide professional en~,ineerin~ and
bi~iphaae services in connection with the Fishers Island Road and Stormwater
Imp~'0vement Project, in accordance with their Proposal dated February 22, 2010, at a cost not
to exceed $36,500.00, subject to the approval of the Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: William Ruland, Councilman
SECONDER: Vincent Orlando, Councilman
AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell