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Home My Public Portal About2016-12-13 Transfer - Loan Order - Library ToWN of 1630 WATERTOWN • n , ,t Office of the Town Manager Administration Building 149 Main Street _. Watertown, MA 02472 Phone:617-972-6465 www.watertown-ma.gov Michael J. Driscoll townmgr@watertown-ma.gov Town Manager To: Honorable Town Council From: Michael J. Driscoll, Town Manager Date: December 8, 2016 Re: Agenda Items—Transfer of Funds Request and Proposed Loan Order As you recall, on March 22, 2016 the Honorable Town Council adopted conceptual recommendations on the Fiscal Year 2017—2021 Capital Improvement Program. Conceptual Recommendations #1 and#2 includes Library improvements and reads as follows: 1. Proceed with the remaining proposed loan orders for FYI 3: Administration Building Improvements (various) 852,000 f Library Improvements (Slate Roof and other renovations) 325,000 1 Three Fire Station Improvements 500,000 Total: 1 $1,677,000 2. Proceed with the remaining proposed loan orders for FYI 4: Skating Rink(Scoreboard and Exit Doors) 34,000 ► Library Improvements (various) 1 100,000 1 Total: 1 $134,000 Attached please find email correspondence from Leone E. Cole, Library Director regarding proposed carpet replacement and painting at the Watertown Free Public Library. The intent had been to bring forward a proposed loan order for these library improvements. Monies are available to fund the painting project ($41,850) as a result of the Honorable Town Council's action at the July 12th Town Council Meeting to fund the purchase of nine (9) Department of Public Works capital equipment items from existing Fiscal Year 2016 monies thereby freeing up monies in Fiscal Year 2017 Debt Retirement Short Term Interest Account. The utilization of unspent Debt Retirement account monies for the acquisition of capital equipment items is consistent with the Honorable Town Council's Ongoing Budget Policy Guideline to make annual capital expenditures equal to at least 7.5—8% of the operating budget in order to maintain and improve its infrastructure, facilities, and equipment. Therefore, given all of the above, I respectfully request the attached transfer related to the painting project be placed on the December 13, 2016 Town Council Agenda; and the attached proposed loan order related to carpet installation be placed on the December 13, 2016 Town Council Agenda as a First Reading. Thank you for your consideration in these matters. cc: Honorable Library Board of Trustees Leone E. Cole, Library Director Steven Magoon, Director of Community Development/Assistant Town Manager Thomas J. Tracy,Town Auditor/Assistant Town Manager for Finance Joseph A. DiVito, Jr., Town Treasurer/Collector TRAN81--C-R AMOUNT $41 ,8a0 FROM: FY 17 DEBT RETIREMENT- INTEREST ON SHORT TERM DEBT $ 41,850 0171000-590925 TO: FY 17 TRANSFER TO TOWN CAPITAL PROJECTS $ 41,850 0193059-596502 1 hereby certify to the availability, authority of funding source, mathematical accuracy and appropriate fiscal year. DAT / T N TO Locke Lord Locke 111 Huntington MA venue ,�/��j �.1 Boston,MA 02199 Telephone:617-239-0100 LcP Fax:617-227-4420 Lord www.lockelord.com Richard A. Manley, Jr. Direct Telephone: 617.239-0384 Direct Fax: 866-658-1046 richard.manley@lockelord.com December 8,2016 Peter B. Frazier,Managing Director FirstSouthwest,a Division of Hilltop Securities 54 Canal Street, Suite 320 Boston,Massachusetts 02114 Dear Peter: (Watertown Bonds—Carpet Installation) As requested, I'd suggest the following form of Town Council order to authorize the borrowing of funds to pay costs of the proposed carpet installation project: Ordered: that $259,400 is appropriated to pay costs of replacing and installing carpets at the Watertown Free Public Library, and all other costs incidental and related thereto; and that to raise this appropriation the Town Treasurer, with the approval of the Town Manager, is authorized to borrow$259,400 under Chapter 44, Section 7(1)of the General Taws, or any other enabling authority, Any premium received by the Town upon the sale of any bonds or notes approved by this vote, less any such premium applied to the payment of the costs of issuance of such bonds or notes, may be applied to the payment of costs approved by this vote in accordance with Chapter 44, Section 20 of the General Laws, thereby reducing the amount authorized to be borrowed to pay such costs by a like amount. The order must be published at least 5 days prior to the holding of a public hearing with respect to the order and its final passage and requires at least a two-thirds vote of all members of the Town Council,as in the case of any other loan order for bonds. Y t s�tilithfully, R chant A, Manley,Jr. AM 60489439.1 Atlanta I Austin I Boston I Chicago I Clnclnnatl I Dallas I Hartford I Hong Kong I Houston I Istanbul I London I Los Angeles I Miami Morristown I New Orleans I New York I Providence I Sacramento I San Francisco I Stamford I Tokyo I Washington DC I West Palm Beach Hand, JoAnna From: Driscoll, Michael Sent: Thursday, December 08, 2016 8:39 AM To: Hand, JoAnna Subject: FW: Library carpet replacement and painting Attachments: Estimate_1013_from Pure_Colors.pdf,Watertown Free Public Library- 091216 carpet.pdf From:Cole, Leone Sent: Wednesday, December 07,2016 3:27 PM To: Driscoll, Michael Subject: Library carpet replacement and painting Good afternoon Mr. Driscoll, Attached are the lowest quotes that we received for both carpet replacement and painting. Several vendors on the state bid list were contacted and asked to provide quotes. In the end, we received two quotes for painting and two quotes for carpet replacement. As you may remember, back in 2006 when we did the renovations,the bids for the project came in over budget and cuts had to be made. One of the cuts was to lower the carpet quality, and that is why we had to replace the main halls upstairs and down within 5 years. Today, that replacement carpet is in desperate need of replacement as is the rest of the carpet and flooring that was installed in 2006. The grade of carpet is not sufficient for the traffic that we have. The replacement carpets we chose will last significantly longer than the original carpet. The entrances, main hallways, and elevator will have walk-off carpet which will grab significant amounts of dirt, keeping that away from the rest of the floors. That is an industry standard for high traffic buildings like ours. The carpet in the high traffic areas comes with a 10 year stain warranty. If the carpet cannot be cleaned, it will be replaced. The manufacturer has given us guidelines for keeping the new carpet clean and in good shape for the long term.Additionally,we will be cutting around the stacks, not moving the stacks which will save us significant money. Another cost saving measure is that we are prepared to make the regular hours work for the carpet installation, so the price would be the lower one ($259,000), not the$295,000. 1 think that we would be well served by this carpet company(Atkinson)which has an excellent reputation. I talked with colleagues in Bedford and Brookline who have used Atkinson in the past and they were very happy with them. It is important that we have a company that will do a professional installation and will stand behind their work. Joe DiVito informed me that he had touched base with Ken Thompson and that Ken had talked with people in the carpet industry who said that the price is a reasonable one. The quote for painting is$41,850,which includes all public areas plus the staff room ceiling,which is peeling. The paint is in need of refreshing, and there are many bumps and scratches which will be repaired as a part of this process. The ceiling in the local history room is very stained due to the leaks in the original slate roof(which were recently repaired). The total for paint($41,850) and carpet replacement($259,381.94) is$301,231.94. 1 It is my hope that this work can forward as soon as possible to protect the investment that the Town has made in the library. The library has been well used over the past ten years and all signs point to the same or greater use for the foreseeable future. Please let me know if you have any questions. Thanks, Leone Leone E. Cole Library Director Watertown Free Public Library 123 Main St. Watertown, MA 02472 617-972-6434 www.watertown li b.ore 2 Pure Colors �y, P.O Box010 Hudson, MA 01749 561-414-5046 +rs mirela@purecolorsllc.com www.purecolorslic.com Cool ESTIMATE ADDRESS ESTIMATE# 1013 Watertown Free Public DATE 08/17/2016 Library EXPIRATION DATE 12/31/2016 123 Main Street Watertown, MA 02472 USA PROJECT TERMS Interior Painting Payments: 1/3, 1/3, 1/3 DESCRIPTION AMOUNT Interior Painting:State Contract-Interior 41,850.00 Painting of entire interior of library both on first and second floors except for staff rooms, bathrooms,closets, and others detailed below.All paint will be applied with rollers and brushes for proper adhesion.As discussed,it is the responsibility of the library to remove and pictures,frames, shelves, books, etc from the walls.All directional signage may stay on walls as we will apply tape around them to protect from any paint. Books and shelves will be removed when and where possible so that painters will be able to get behind to paint the walls. Letters on entrance doorways on walls will be the responsibility of the library to have removed and replaced by a signage company etc.Work will be mostly done during closed hours/overnight hours of the library and some during the day when planned accordingly with the director as the area will have to be closed off for workers.We have calculated approximately 2-3 weeks from start to finish on this project. Price includes all legal labor costs and supplies.We will be using Sherwin Williams interior Pro-Mar professional quality paint. The dates will be determined and planned and listed on the contract accompanying this estimate. GENERAL DESCRIPTION Painting of the library walls for the following rooms: 1 st floor/children's room (main wall upon entering on the right with cartoon designs will only be painted around the design), teen room, group study, main hallway,vestibules,circulation desk columns,cafe,storage room in cafe, staff room In back of the cafe, staff area behind circulation desk, hallways where bathrooms are located for staff, main hallway to meeting room, meeting room, stairway. 2nd floor/ Reference hall,fiction room, Lucia M. meeting room and entrance,computer room and area and study room in the back of this area, non-fiction room with 2 study rooms,gallery space hallway, meeting room in the back of this area, history room. All areas will be walls only and columns and no trim,doors,window trim,wood, metal door and/or window panels,ceilings,baseboards, heaters,vents,drop down ceilings,tables, chairs, frames, pictures, etc will be painting unless otherwise specified below in 'Painting To" DESCRIPTION AMOUNT PAINTING TO All areas will have 2 coals applied to the walls and columns only.The following rooms are exceptions to the description: History room-this room will have the ceilings only painted as requested.The ceilings are vaulted and one flat ceiling. No trim and/or walls will be painted. Some minor repairs on ceiling needed and will be specified below under"Misc" The staff room located behind the cafe will have the walls, closet and ceilings painted. the ceiling has damage and will need to be scraped to remove damaged paint as well as material prepared with the proper primer.Vestibules or entrances will have walls and columns painted (not including the brick wall).Vestibules will have a lift used and safety equipment for the painters in which will be performing the work.These areas will have to be closed off to any library customers during the project. History room will also have a small scissor lift used. Stairway will as well need equipment in order to reach the high walls over the children's room.All safety equipment and procedures are according to and meet OSHA standards. Meeting room on the 1 st floor will have walls and columns on ceilings painted (not the drop down ceilings) the flat columns in which have the recessed lights located in them. PREPARATION All areas:chairs,desks,floors,carpet, shelves,trim,cubicles,files, cabinets,computers, etc will be covered with clothes and secured off with plastic with signage"wet paint" appropriately placed.Areas will be dusted and wiped down prior to painting so that there is no dirt and debris or dust at the time of the application of the paint. Any small and minor holes,corners, patches will be filled and/or repaired with caulk and appropriate products. PRIME Spot prime on all areas that have been sand,scraped, or repaired. Full prime on all areas in which color will be changing from dark to light if needed. Surface Type/Area Finish Coats Brand/Color Listed below.*Please also see attached map for colors and placement Children's Room Eggshell 2 SW/rBD or same Children's Room Eggshell 2 SW/TBD or same Meeting Room & Bathroom Hallways& Computer Area Teen's Room Eggshell 2 SW/rBD or same Teen Study Room Eggshell 2 SW/TBD or same Main Hallway 1 st fl Eggshell 2 SWlrBD or same Main Hallway 2nd If Eggshell 2 SW/TBD or same Main Hallway Eggshell 2 SW/TBD or same Maroon Wall Cafe& Eggshell 2 SW/TBD or same Cafe Storage Semi-Gloss 2 SW/rBD or same Cafe-Staff Room & Eggshell 2 SW/TBD or same Staff Room Ceiling Ultra Flat 2 SW/TBD or same Circulation Desk Eggshell 2 SW/TBD or same Maroon Columns Staff Area Eggshell 2 SW/TBD or same Behind Circulation Desk Main Hallway to Eggshell 2 SW/TBD or same Meeting Room & Entrance Doorways Stairway Eggshell 2 SW/TBDorsame Reference Hall Eggshell 2 SWIrBD or same Fiction Room Eggshell 2 SW/TBD or same Lucia M.Area& Room Eggshell 2 SW/TBD or same Computer Area & Eggshell 2 SW/TBD or same Computer Study Room Non-fiction Room & Eggshell 2 SW/TBD or same 2 Study Rooms & Bathroom Hallways Gallery Area& Eggshell 2 SW/TBD or same Meeting Room Computer Room Eggshell 2 SW/TBD or same that ic attarhar9 rn DESCRIPTION AMOUNT Interior Painting:Misc. Repairs are needed on ceilings in the"History Room"as well as the "Staff Room"behind the cafe.The peeling and cracking paint will be scraped off and areas will be lightly sanded to ensure that all cracked and peeling paint has been removed.Any water damage will be repaired accordingly and areas will be assessed for proper product and primer which shall be an oil based from what can be seen.2 coats of paint will be applied to all areas. Pipes will not be painted. CLEAN-UP To be completed daily in full upon job completion.Tools&equipment are stored properly each evening in an acceptable,safe location determined by the customer and the job site Manager. "Minority Matters" We are a M/WBE Company of Mass Housing Thank you for the opportunity in allowing us to give you an estimate. As always we like to be competitive,so please share your questions and/or concerns with us prior to any decision making. Mirela DoValle-Owner Customer Signature/Title-Date ACCEPTED The above prices,specifications and conditions are satisfactory and are hereby accepted. I have read all of the information on Pure Colors terms and conditions (attached) and I am in agreement of such.An invoice for each job will be submitted at the end of the job. Payment terms are listed on either the Commercial Contract form or Residential Contract form (whichever applies to you)which is attached. Please make checks payable to Pure Colors. Thank you for choosing Pure Colors for your project(s).Your references are always greatly appreciated. "NOTES The commercial contract will be submitted in blank so that the terms and conditions may be reviewed. Upon final decision, a completely filled out contract with all of the agreements of such will accompany this estimate. _-__...-- -------------------- --------------------------- ---------......-.._............................._._._.-..- - Thank you for choosing Pure Colors for providing TOTAL $41 ,8'"J0.00 you with an estimate. Accepted By Accepted Date Atkinsont 1 Rogers Road, Haverhin, MA 01835 Carpet and Flooring www,atkinsoncarpet.com PROPOSAL September 12, 2016 To: Watertown Free Public Library 123 Main Street Watertown,MA 02472 Attn: Leone Cole Re: Cat-pet Replacement UPDATED Thank you for the opportunity to quote this project. We propose the following: Carnet Materials Supply 72 sq. yds. of Mohawk carpet tiles in style First Step II, color#983 Iron Ore @$65.79 per sq.yd. _$ 4,736.88 Supply 8 sq. yds. of Mohawk carpet tiles in style Step Up II, color#989 Obsidian @ $70.38 per sq. yd. =$ 563.04 Supply 304 sq. yds. of Mohawk carpet tiles in style Faculty Remix, color#599 Pronounced Navy @ $29.35 per sq. yd. =$ 8,922.40 Supply 71 sq. yds. of Mohawk broadloom in style Faculty Remix,color#599 Pronounced Navy @$23.10 per sq. yd. =$ 1,640,10 Supply 304 sq. yds. of Mohawk carpet tiles in style Horsepower II, color#984 Super Rally @ $32.88 per sq. yd. =$ 9,995.52 Supply 16 sq. yds. of Mohawk carpet tiles in style Colorbeat, color#483 Passion Purple @ $29.30 per sq.yd. =$ 468.80 Supply 528 sq.yds. of Mohawk carpet tiles in style Kinesthetic, color#589 Magic @$29.35 pet- sq. yd. _$ 15,496.80 Supply 30 sq. yds. of Mohawk broadloom in style Grant Park, color#7658 Creamy Pistachio @ $17.50 per sq.yd. _$ 525.00 Atkinson I I Rogers Road, Haverhill, MA 01835 Carpet and Flooring www.atkinsoncarpet.com Supply 536 sq.yds. of Mohawk carpet tiles in style Hem, color#649 Straight @$25.82 per sq. yd. _$ 13,839.52 Supply 248 sq.yds. of Mohawk carpet tiles in style Hem, color#955 Skinny @ $25.92 per sq. yd. _$ 6,403.36 Supply 56 sq.yds. of Mohawk carpet tiles in style Colorbeat, color#252 Electric Orange @ $29.30 per sq. yd. _$ 1,640.80 Supply 1,560 sq. yds. of Mohawk carpet tiles in style Hem, color#851 Curvy @ $25.82 per sq. yd. _$ 40,279.20 Supply 176 sq.yds, of Mohawk carpet tiles in style Colorbeat, color#384 Aubergine @$29.30 per sq. yd. _$ 5,156.80 Supply 200 sq.yds. of Mohawk carpet tiles in style Faculty Remix, color#876 Distinct Olive @ $29.35 per sq. yd. _$ 5,870.00 Carpet Total =$115,538.22 Hard Surface Materials Supply 1,000 sq. ft. of Mohawk LVT in style Select Step, color#P001S Barnwood Chestnut @ $2.40 per sq. ft. _$ 2,400.00 Supply 1,100 sq. ft. of Mohawk LVT in style Select Step, color#P004S Warm Cider @ $2.40 per sq. ft. _$ 2,640.00 Supply 800 sq. ft. of Mohawk LVT in style Select Step, color#P002S Sable Chestnut @$2.40 per sq. ft. _$ 1,920.00 Supply 500 sq. f1. of Mohawk Tiu Collection rubber the in color#78 Spring Valley @ $8.52 per sq. ft. _$ 4,260.00 Supply and install 4,3201/f of Johnsonite 4"vinyl base @ $3.38 per IN =$14,601.60 Hard Surface Total = $25,821.60 Freigh Carpet: 4,109 sq. yds. @$1.50 per sq. yd. _$ 6,163.50 LVT: Flat rate =$ 70.00 ,Atkinson t 1 Rogeia Road, Havethdl, MA 01835 Carpet and Flooring www.atkinsoncarpet.com Rubber: 500 sq. ft. @$0.50 per sq. ft, =$ 250.00 Freight Total =$ 6,483.50 Adhesives Supply 40,4 gallon buckets of Enpress Pressure Sensitive Adhesive @ $88.48 =$ 3,539.20 Supply 40, 4 gallon buckets of Optiseal @$123.34 =$ 4,933.60 Supply 5, 4 gallon buckets of M950 Acrylic Adhesive for LUT @ $120.66 =$ 603.30 Supply 1, 4 gallon bucket of 777 Acrylic Adhesive for rubber @$169.98 =$ 169.98 Supply 1, 4 gallon bucket of NuBroadlok Premium Plus Adhesive @$34.32 =$ 34.32 Adhesives Total =$ 9,280.40 TOTAL MATERIALS =$157,123.72 Labor Regular Hours (all pricing is Prevailing Rage rates) Labor to rip up existing carpet 4,487 sq. yds. @ $2.90 per sq. yd. =$ 13,012.30 Recycle existing carpet 4,487 sq. yds. @$2.02 per sq. yd. =$ 9,063.74 Install Mohawk carpet tiles. Pricing includes,receiving and redelivering new materials,minor floor prep per manufacturer's specifications including scrapping up and vacuuming existing adhesives and using Optiseal to seal the floor. 4,008 sq.yds. @ $9.77 per sq.yd. =$ 39,158.16 Install Mohawk Broadloom 101 sq. yds. @ $9.67 per sq. yd. _$ 976.67 Labor to bind carpet runner for stairs =$ 300.00 Upcharge to install carpet on stairs. Pricing includes supplying pad for underneath carpet =$ 1,250.00 Labor to moving and lift furniture. This includes moving tables,chairs, free standing furniture, and office furniture in cafe, staff room, circulation, tech services, meeting rooms, study rooms, computer area, periodicals room, and offices. 1,309 sq.yds. @$15.15 per sq.yd. _$ 19,831.35 Labor to install LUT and rubber 3,400 sq. ft. @$5.49 per sq. ft. _$ 18,666.00 Atkinson11 Rogers Road, Haverhill, MA 01835 Carpet and Flooring www.atkinsoncarpet.com Total Labor(regular hours) _$102,258.22 Upcharge for nightliveekend labor add 35% = 8 35,790.38 GRAND TOTAL(regular hours) _$259,381.94 GRAND TOTAL(night/weekend hours) _$295,172.32 Please note: All pricing is from the MHEC GI 1 contract with Mohawk. Please call with any questions. Sincerely, Andrea Hood