HomeMy Public PortalAbout2017-03-28 - Transfer - OnCallArchitectDesign TOWN OF
1630 WATERTOWN
Office of the Town Manager
> Administration Building
149 Main Street
d � Watertown,MA 02472
Phone; 617-972-6465
Michael J.Driscoll www•watertown-tna.gov
Town Manager townmer(a)watertnwn-rna vnv
To: Honorable Town Council —
From: Michael J. Driscoll,Town Manager
Date: March 23, 2017
RE: Agenda Item—Transfer of Funds Request
As you recall, on January 24, 2017 the Proposed Fiscal Year 2018-2022 Capital Improvement
Program was submitted pursuant to the provisions of the Watertown Home Rule Charter and the
Town Council Resolution on the Fiscal Year 2018 Budget Process.
The Council's Committee on Budget and Fiscal Oversight met several times thereafter
developing conceptual recommendations for presentation to the Honorable Town Council for
their review and adoption. On March 16, 2017, the Honorable Town Council adopted conceptual
recommendations on the Fiscal Year 2018-2022 CIP.
One of the conceptual recommendations reads in parr as follows:
11. Proceed with transfers from existing FYI available funds for On Call Architect Design
Services for items such as Town Hall Chiller, Town Hall Generator and North Fire
Station repairs;
As a follow-up to that conceptual recommendation, attached please find correspondence from
Thomas J. Tracy, Town Auditor/Assistant Town Manager for Finance regarding proposed On
Call Architect Design Services for the Town Hall Generator and North Fire Station repairs.
Therefore, given all of the above, I respectfully request the attached Transfer of Funds be placed
on the March 28, 2017 Town Council Agenda.
Thank you for your consideration in this matter.
cc: Steven Magoon, Director of Community Development and Planning/Assistant Town Manager
Thomas J. Tracy,Town Auditor/Assistant Town Manager for Finance
Edward Lewis,Energy Manager
Raeleen F. Bandini, Purchasing Agent
Gerald S. Mee,Jr., Superintendent of Public Works
Dennis J. Sheehan,Director of Administration and Finance, Department of Public Works
Mario A. Orangio,Fire Chief
TRANSFER AMOUNT $89,260
FROM: FY 17 DEBT RETIREMENT- INTEREST ON SHORT TERM DEBT $ 89,250
0171000-590925
TO: FY 17 ON CALL ARCHITECT DESIGN SERVICES $ 89,250
0194000-530350
I hereby certify to the availability, authority of funding source, mathematical accuracy
and appropriate fiscal year.
DATE TOWN A?U�IT-0 a
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TOWN OF
1s3o WATERTOWN
Office of the Town Auditor
Y "
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3 ' . Administration Building
149 Main Street
Watertown,MA 02472
Phone:617-972-6460
Thomas J.Tracy
www.watertown-ma.gov
Town Auditor
ttracy0wate ttown-nia.gov
TO: Michael J. Driscoll, Town Manager
FROM: Thomas J. Tracy, Town Auditor/Assistant Town Manager for Finance
DATE: March 23, 2017
RE: Transfer of Funds Request
As you are aware, the Town Council's Committee on Budget and Fiscal Oversight (BFO) made a
number of recommendations on the Fiscal Year 2018-2022 Capital Improvement Program (CIP),
which were adopted by the Honorable Town Council.
One of the recommendations was to proceed with a transfer of existing FY 17 funds for On Call
Architect Design Services for items such as the Town Hall Chiller, Town Hall Generator and North
Fire Station repairs. Funding for the Town Hall Chiller design is already in place by utilizing remaining
funds within a Town Hall Capital Project Fund at a cost of$25,000.
Attached is an email from Raeleen Bandini, Purchasing Agent regarding quotes from Gienapp Design
for the Town Hall Generator and North Fire Station repairs in the amount of$15,250 and $74,000
respectively.
In order to contract with Gienapp Design for design services for these two projects, funding of
$89,250 is needed. Pursuant to your request, attached is a transfer for the Honorable Town Council's
consideration.
Tracy, Thomas
From: Bandini, Raeleen
Sent: Thursday, March 23, 2017 10:46 AM
To: Tracy, Thomas
Subject: Town Hall Generator and North Fire Station Design Proposals attached
Attachments: Design Proposal Wtwn TH Generator Prop 2-22-17.pdf; Design Proposal Watertown
North Fire Station 3-08-17.pdf
Hello Tom:
As requested, please find attached the above name project proposals from Gienapp Design. You will recall that I asked
Gienapp to exclude costs in their proposals for all work pertaining to bidding assistance and construction administration,
however,these two costs totaling$29,000 are in the proposal for the North Fire Station. These costs can be removed if
the Town chooses not to have Gienapp provide the services.
Please let me know if any additional information is needed.
Regards,
Raeleen
Raeleen Bandini, MCPPO
Purchasing Agent
Town of Watertown
149 Main Street
Watertown, MA 02472
617-972-6414
1
20 Conant Street 978.750.9062
Danvers,MA 01923 gienappdesign.com
February 22, 2017
Raeleen Bandini, Director of Purchasing
Town of Watertown
Administration Building
149 Main Street
Watertown, MA 02472
RE: Architectural and Engineering Services
Town Hall Proposed Generator via email;rbandini@watertown-ma.gov
Dear Ms. Bandini:
Gienapp Design is pleased to submit our proposal to provide Architectural and Engineering services
for the new generator at Town Hall.
Basis and Intent
We understand the Town would like to install anew permanent exterior generator at the Town Hall.
The current considerations and goals for the project include:
1. We assume the generator will be used to support 100% of the existing building. While this GIENAPP
may not be required, it is likely this will be less costly than changing panels and circuits to DESIGN
only power part of the building. ARCHITECTURE
2. The generator will run on diesel with a built-in day tank typically to provide 24-hour operation
rather than a natural gas generator that will be evaluated as part of the design. If it is
determined that gas is used, additional consultant services may need to be acquired.
2.1. As a commercial generator,it is expected that it will run a minimum of 2 hr/week which
will require monthly refueling.
3. Provide an exterior concrete pad for the generator to be mounted on.
4. Location of the new generator on the site to be determined.
4.1. Noise of the running generator will be taken into consideration while determining site
location.
5. Electrical feed from the generator to the building will be underground and will require
trenching.
6. Provide minimal landscaping around the generator and where trenching has occurred.
Perhaps provide a fence as visual screening.
7. This will be a 'stand by' generator for the convenience of users and not an emergency
generator which has costly code requirements.
Scope of Services
We propose to provide services for the following disciplines and related scope of work:
A. Architectural C. Cast Estimating
B. Electrical
We do not anticipate other disciplines will be needed and will be provided as additional services
if should they become required.
Town of Watertown,ME Services,Town Hall Proposed Generator,02/22/17 Page 2
Scope of Services
We propose to provide services summarized as follows:
1. Existing Conditions:
1.1. Assemble available existing drawings of the building, maintenance and equipment
information as it relates to the installation of a new generator.
1.2. Conduct an initial site visit by the Architect and Consultant(Electrical)to evaluate and
assess relevant conditions.
1.3. Conduct load calculations to assess the required size of the new generator.
1.4. Document proposed panel locations around the generator.
1.5. Perform a code analysis based on the 81" edition of the Massachusetts State Building
Code(2009 IBC).
2. Schematic Design
2.1. Prepare a Schematic Design set.
2.2. Determine(with the Town)an acceptable location on site for the generator.
2.3. Determine what equipment will need to be connected to the generator.
2.4. Develop a conceptual cost estimate.
2.5. Meet with the Town for preliminary review of the Schematic Design set to discuss the
scope of Work. Confirm determination of size at generator and 100% building
capability.
3. Construction Documents:
3.1. Develop documents for bidding and construction per Ch.149 for the above disciplines.
3.1.1. We assume the Town will provide the "front end" and bid forms of the Project
Manual.
3.2. Provide Construction Control Affidavits as required by Code.
Fee and Payment:
We propose to provide the above services for a lump sum fee allocated as follows:
Task Fee Subtotal
1. Existing Conditions $ 3,000
2. Schematic Design $ 4,750
3. Construction Documents $ 7,500
Subtotal $ 15,250
Conclusion
We are pleased to offer our services for this interesting project. Please do not hesitate to contact
me with any questions or if you would like to proceed.
Sincerely,
Dale Gienapp,AIA, LEED AP BD+C
Gienapp Design Associates, LLC for Town of Watertown Date
20 Conant Street 978.750.9062
Danvers,MA 01923 gienappdesign.com
March 08,2017
Raeleen Bandini, Director of Purchasing
Town of Watertown
Administration Building
149 Main Street
Watertown, MA 02472
RE: Architectural and Engineering Services via email,rbandini@watertown-ma.gov
Watertown North Fire Station
Dear Ms. Bandini:
Gienapp Design is pleased to submit our proposal to provide Architectural and Engineering
Services for the repairs and improvements to the Watertown North Fire Station. This proposal is
based on our review of the conditions during our Facility Assessment, our discussions with the
Town, and a follow-up site visit on Monday February 27,2017.
Basis and Intent
We understand the Town of Watertown would like to perform a renovation of the North Fire GIENAPP
Station. The current goal and consideration for the project may be summarized as follows: DESIGN
1. This will be a substantial renovation, but will not consist of a 'gut renovation'. As a broad ARCHITECTURE
summary, it is not intended to change the layout of the station (aka do not change partitions)
but all of the building systems will be upgraded or replaced (electrical, plumbing, and HVAC).
To the extent possible, existing system components (e.g. ductwork wiring in conduits) will
remain with only the main elements(e.g. panels and RTU's)being replaced.
2. The building is not currently equipped with an automatic fire protection system. Since the
building is less than 7,500 s.f. it is not required by code. Consequently, the design of
incorporating a sprinkler system is not included in this proposal. If it is determined by the
Town to add this elective improvement, an adjustment to the scope of work and fee of this
proposal will be required.
3. The entire building consists of'employee only'spaces, therefore the code should not require
areas to be modified to be handicapped accessible.
3.1.Because there are no'public'spaces throughout the building, an elevator is not included
in the scope of work.
4. It is assumed that the station will remain in operation during construction, therefore some
phasing may be required.
5. Other upgrades and items of work include:
5.1.Replace all windows.
5.2.Painting of the entire interior.
5.3.Waterproofing separate bays.
5.4.Repair/alter basement floor drain that does not function.
5.5.New fire alarm system and device.
5.6.Exterior masonry repairs(limited).
5.7.With consideration of the roof only be+/- 1 year old, no roof work needs to be included,
unless necessary due to other improvements(e.g.vents, penetrations).
5.8.Selectively replace exterior wood trim.
5.9.Paint entire exterior(there are very limited paintable surfaces).
Town of waterto vii,A/E Services,Watertown North Fire Station,03/08/17 p.2
5.10.New flooring throughout.
5.11.Patch(or strip and replace)waterproof deck coating in the apparatus bays.
5.12.Replace,repair,and/or paint all ceilings.
5.13.Renovate the kitchen(this is an elective improvement).
6. On the exterior, there is a site perimeter chain link fence that should partially, or fully, be
replaced including removal of trees grown into the fence. No other landscaping is included
(an elective improvement would be landscaping at the outdoor break area.)
Scope of Services
We propose to provide the following services:
A. Architectural
B. Structural(limited scope)
C. Plumbing
D. HVAC
E. Electrical
F. Hazmat assessment
Not included(Not anticipated to be required):
G. Structural
H. Fire Protection
I. Civil
It is not anticipated structural engineering will be required. The proposal includes a
walkthrough of the building with the proposed scope of work by the Structural Engineer.
Should the design process need structural engineering required, it will be provided as an
additional service.
The specific scope of services will consist of the following phases.
1. Pre-Design:
1.1.Visit the site to selectively measure and further assess existing conditions.
1.2.Meet with Town Facilities personnel again, with responsibility of the building to review
any known issues.
1.3.Develop base drawings of existing conditions for use in subsequent phases.
1.4.Perform a code analysis based on the 801 edition of the Massachusetts State Building
Code(2009 IBC)and MAAB regulations.
1.5.Environmental investigation (Hazmat)for hazardous materials will need to be performed.
Testing of materials will be a reimbursable expense.
2. Schematic Design:
2.1.Develop preliminary drawings that illustrate the scope of work and repairs.
2.2.Develop a conceptual cost estimate. Provide scope of work and proposed equipment for
MEP systems.
2.3.Meet with the Town to review the design and estimate.
3. Construction Documents:
3.1. Develop documents for bidding and construction per Ch.149 for the above disciplines.
3.1.1. We assume the Town will provide the "front end" and bid farms of the Project
Manual,or will approve our documents.
3.2.Provide Construction Control Affidavits as required by the Code.
4, Bidding:Assist the Town with the following:
4.1.Review bidder questions and issue addenda.
Town of Watertown,A/R Services,Watertown North Fire Station,03/08/17 P 3
4.2.Conduct a pre-bid walkthrough.
4.3.Attend the bid opening.
4.4.Review the low bidders and make recommendations to the Town.
5. Construction Administration:
5.1.Review submittals, RFIs, change orders, and other typical Construction Administration
documents.
5.2.Attend periodic construction meetings. This proposal assumes approximately 1 site visit
every 1 to 2 weeks for the duration of construction estimated to be over a 6-month
period.
5.3.Review Applications for Payment.
5.4.Conduct a final walkthrough and issue final Construction Control Affidavits.
Exclusions:
As stated above, this proposal does not anticipate the following to be included and will be
provided as additional service if required:
1. Design of Fire Protection system
2. Structural design
3. Civil
4. Landscaping (elective site improvements)
5. Cost of Hazmat testing
6. Roofing replacement
Fee and Payment
We propose to provide the above services for a lump sum fee allocated as follows:
Task Fee Subtotal
1. Pre-Design $ 6,000
2. Schematic Design $ 18,000
3. Construction Documents $ 50,000
4. Bidding $ 3,000
5. Construction Administration $ 26,000
Subtotal $ 103,000
Invoices will be based on milestones and monthly progress. Services will be provided in
accordance with the Master Services agreement. Returning one signed copy of this proposal, or
other authorization,as you prefer will serve as your Notice to Proceed.
Conclusion
Please do not hesitate to contact me with any questions or if you would like to proceed.
Sincerely, Accepted
�� /Dale Gienap ,AIEED AP BD+C
Gienapp Design Associates, LLC For Town of Watertown Date
TRANSFER AMOUNT $89,250
FROM: FY 17 DEBT RETIREMENT- INTEREST ON SHORT TERM DEBT $ 89,250
0171000-590925
TO: FY 17 ON CALL ARCHITECT DESIGN SERVICES $ 89,250
0194000-530350
1 hereby certify to the availability, authority of funding source, mathematical accuracy
and appropriate fiscal year.
DATE TOWN AUDITOR