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Home My Public Portal Aboutr 16-033�Rezvhltivrn of toe Porvug4 of &rferet, �q, j. No. 16 -33 Dale of AdoptionFe iaiy 25, 2016 AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR ARCHITECTURAL SERVICES WITH POTTER ARCHITECTS — CARTERET POLICE DEPARTMENT ROOF PROJECT WHEREAS, the Borough of Carteret is in need of specialized architectural services in connection with the Carteret Police Department Roof Project preliminary and construction document phases; and WHEREAS, Potter Architects, 410 Colonial Avenue, Union, New Jersey 07083, possesses the requisite experience and expertise to provide said services; and WHEREAS, Potter Architects has submitted a proposal to provide said services at a total cost not to exceed $34,000.00; and WHEREAS, the Mayor and Council have reviewed said proposal; and WHEREAS, the Chief Financial Officer certifies that funds are or will be available for said purpose. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Borough of Carteret, County of Middlesex, State of New Jersey, as follows: The proposal of Potter Architects for specialized architectural services in connection with the Carteret Police Department Roof Project preliminary and construction document phases at a total cost not to exceed $34,000.00 is hereby approved. 2. Annexed hereto is a copy of said proposal. 3. This action is approved as an award of a professional services contract pursuant to N.J.S.A. 40A:11- 5(l)(a) in accordance with the Borough's Fair and Open Process as authorized by law. Adopted this 25'h day of February, 2016 and certified as a true copy of the original on February 26, 2016. KATHLEEN M. BARNEY, MMC Municipal Clerk RECORD OF COUNCIL VOTE COUNCILMAN YES NO NY A.B. COUNCIL \IAN YES NO NV A.B. Balm X Kul x DIAZ x NOES x DI M10 x :SIM x X - Indicate Vote AB - Absent NV - Not Voting XOR - Indicates Vote to Overrule Veto Adopted at a meeting of the Municipal Council Feblljal:Y 75,016 — ,---,"",-' / CLERK— Potter Architects Architecture and Planning L.L.C. 410 Colonial Avenue • Union, NJ 07083 -7347 Registered Architects Licensed Professional Planners February 10, 2016 Mr. John DuPont, P.E. Carteret Borough Engineer 61 Cooke Ave. Municipal Building Carteret, NJ 07008 Proposal No. P2016096 Carteret Police Dept. Roof Restoration and Partial Replacement 230 Roosevelt Avenue Carteret, NJ Dear John AWINMEROF .CVIERIC" LWf1TUTEOFAR( H IFECrS NT!\V' ANT) SUOUROA.N CIL\PTF.R NATIONAL MUNCIE OFARCHITECTUIL \I, REG. ROA ROS &0.CA LCIERINATIONN. REG. NJ, NY, PA, LT Established 1932 It was a pleasure meeting with you to discuss the proposed Carteret Police Dept. Roof Restoration and Partial Replacement located at 230 Roosevelt Avenue, Carteret, NJ. Please find two copies of Proposal No. P2015096 enclosed for your review. The scope of architectural services we will provide is divided into various phases. Please refer to the enclosed "Project Program Description ", "Estimated Fee Schedule" and "Attachments" to obtain a breakdown of these services and their associated fees. If this proposed agreement meets with your approval, please sign both copies and return one copy for our records. This signed proposal will serve as our contractual agreement. We look forward to providing the architectural services you require and will begin upon receipt of a signed proposal. If you have any questions please do not hesitate to contact me. Thank you. Sincerely, signature Name IPn"n Mr. John DuPont, P.E. Title tPnnp Borough Engineer Thomas R. Potter for Potter Architects Potter if putter: rchitcets.com (908) 686 -25.17 Fax (908) 686 -8430 Potter Architects Architecture and Planning L.L.C. 410 Colonial Avenue • Union, NJ 07083 -7347 Registered Architects Licensed Professional Planners Established 1932 Project Program Description Carteret Police Dept. Roof Restoration and Partial Replacement 230 Roosevelt Avenue Carteret, NJ Proposal No. P2015096 February 10, 2016 I. SCOPE OF WORK AND BUDGET: It is our understanding that the Borough of Carteret (The Borough) wishes to partially replace and restore the existing roof on the Carteret Police Department, in accordance with infrared survey and Garland Industries recommendations previously provided by Cooke Avenue Developers. This will include the replacement of partial roofs, roofing restoration, and associated appurtenances as described below. There is presently no specific budget for the project. Cooke Avenue Developers (CAD) will be acting as the Borough Representative and Construction Manager for this project. We will work with CAD in developing a Borough approved budget. CAD will lead the services during the Bidding and Construction Administration phases. We will provide support to CAD during those phases. II. PROFESSIONAL SERVICES: Our work will include the following; A. Examination of the existing roof surfaces with Cooke Avenue Developers and a Garland representative. B. Review of the existing drainage pattern and HVAC units. C. Specify a roofing restoration system along with partial replacement (based on infrared surveys), relocation of /additional roof drains, and HVAC unit curbing repairs /replacements. D. The roofing restoration system /partial replacement will be based on a Garland Modified Bitumen built up system with a flood coat and aluminized surface. This will include a twenty (20) year NDL warranty, with (10) year renewal option at year (20). E. Restoration details for the various associated visibly deteriorated items, within budget limits. F. Specify additional corrective work associated with the roof, including roof expansion joints, new aluminum copings, parapet wall panels, existing HVAC alterations, etc. within the limits of the Borough provided project budget. We assume that there are no structural deficiencies in the existing roof structure, as none have been reported or observed during our visits. G. Asbestos /hazardous material investigation will be required by the Owner's hazmat consultant. Any ACM's will be removed by the roofing contractor in accordance with applicable laws. H. A bid package will be prepared, after observation of the above elements. We will establish appropriate alternates in order to accommodate target budgets. Our work for this project will include visual observation, as well as interviews with maintenance personnel. Also, during our initial investigation, we may be making recommendations for destructive investigation, as well as testing, the costs of which will be the responsibility of the Owner. There may also be some unit pricing applicable to this project, since some of the corrective work may be hidden. I. We may recommend an additional bid package be set up at a later date to cover above - budget items. This would specifically include a separate expansive building restoration program. A separate bid package should be prepared for building restoration work for the visibly deteriorated stucco /masonry and overall maintenance/waterproofing program, whether directly associated with the roofing or not. There is not adequate funding within the roofing budget to accomplish this work. Continued... ME]IREROF .OIERIGLN LNSTITUTE OF ARCUITEM NEICARR.LND SLDDRD.LN CFLUTER NATION.U, COUNCD. OF.UtC111TECFUR.U, REC. BOARDS RO.C_Y INTERNATIONAL REC.NJ W,PA,CF potter4dputter:u (908) 686 -2547 Fax (908) 686 -8430 Carteret Police Department Roof Restoration and Partial Replacement February 10, 2016 Page Two III. ADDITIONAL INFORMATION: a. The Owner represents that the project has been adequately funded. b. The project is to be submitted and reviewed locally for permits. c. This project will be bid as a lump sum /combined bid for all of the work required. Cooke Avenue Developers (CAD) will lead the Bidding and Construction Administration Phases as the Borough Construction Manager, with Potter Architects providing support to CAD. d. The project is to be bid out as soon as possible, with award planned for Spring /Summer 2016; construction to be completed by end of the year 2016. e. Owner will be responsible for the identification and design of all hazmat abatement associated with this project. f. Fees, services and conditions listed in this proposal shall be performed under AIA 8141. Potter Architects Architecture and Planning L.L.C. 410 Colonial Avenue • Union, NJ 07083 -7347 Registered Architects Licensed Professional Planners 14.30% $5,500.00 Estimated Fee Schedule Carteret Police Dept. Roof Restoration and Partial Replacement 230 Roosevelt Avenue Carteret, NJ Proposal No. P2015096 February 10, 2016 of building program and budget. relimi 7.93% Development of preliminary roofing design; Construction assemblies and building materials resea Building code research, review & interpretations; Preliminary documents for review and approval. Construction Documents 38.31% $14,730.00 Building roof plans, elevations; Construction details & notes; Project Manual, Bid documents & specifications; Signed & Sealed documents for permit filing. Bidding or Negotiations 7.67% $2,950.00 Assist the Owner in establishing a list of bidders; Provide copies of construction documents for contractor bidding; Contractor bidding and distribution of addenda; Review and evaluation of bids received; Analysis of alternates and /or substitutions. Assist CAD in this effort. Construction Administration Project construction schedule monitoring; Review of submittals, substitutions, shop drawings, etc.; Review of change orders, certificates of payment, etc.; Creation of punch list at Substantial Completion; Review of final close -out documents. Assist CAD in this effort. Estimated Professional Services Total 100.00% $38,440.00 The compensation schedule establishes a maximum fixed fee for each phase of the project. Compensation for services shall not exceed the stipulated sum unless agreed upon in advance by both parties (see schedule for breakdown). Stipulated fees shall be valid for not more than 90 days from the date noted unless an agreement is reached. MEMBER OF .OIHRICdN LNSTITUFE OF dRC111TECTS NEWARK AND SUBURB.IH CIETPTER NATION. COUNCIL OF,\RCIIITEUUIF .REG. MO RDS RO.C_L INFERN.V IONAL REG. N9, NY, P. %, C Established 1932 plans and elevations; confirmation 1)ottenFr7potterarchitects.com (908) 686 -2547 Fax ( 1 908) 686 -8430 Potter Architects Architecture and Planning L.L.C. 410 Colonial Avenue • Union, NJ 07083 -7347 Registered Architects Licensed Professional Planners Established 1932 Hourly Compensation Rates Carteret Police Dept. Roof Restoration and Partial Replacement 230 Roosevelt Avenue Carteret, NJ Proposal No. P2015096 February 10, 2016 Principal /Partner $225.00 /Hr. Project Manager /Associate $190.00 /Hr. Project Architect $155.00 /Hr. Staff Architect $145.00 /Hr. Intern Architect $135.00 /Hr. Interior Designer $125.00 /Hr. Draftsperson (Level II) $125.00 /Hr. Draftsperson (Level 1) $110.00 /Hr. Administrative /Clerical $80.00 /Hr. Non technical Staff $65.00 /Hr. Requests for services that require personnel to provide overtime will be established prior to performing the work. Hourly compensation rates for services that require personnel to work overtime shall be 1.5 times the compensation rates listed above. potter`(i)potterarchitects.com (908) 686 -2547 Fas(908)686- &130 MEMBER OF ,WERICANINSTTFUTE OFARCIIEIECrS NEWARK AND SURURDA.N CILU'TF.R NATIONAL COUNCIL OF ARCnFFECTURAL REG. BOARDS RO.C.A. INTERNATIONAL RFC. NJ, NY, PA, CF OFFICE OF KATHLEEN M. BARNEY, RMC /C14C htUMC7PAL CLERK Q1 °IIlr Ef MIC COUNTY �NEfa �¢C3EU Date: 8/25/16 TO: Patrick DeBlasio, Treasurer Borough of Carteret REQUEST FOR CERTIFICATION OF AVAILABLE FUNDS: AUH4 aWLIW A PRX ESSIOW S MaCES CONMCr FM ARCHUaMW SWIC �j '1 9• ARQ4=40LICE DEFF. FWF "t 9 Name of Account: I0OFUITON #16 -33 AMOUNT TO BE ENCUMBERED: AT TIO CfST NOT TD FXCISD $34,000.00 CERTIFICATION OF. AVAILABILITY OF FUNDS I, Treasurer of the Borough of Carteret, do hereby certify that there are sufficient funds available in the current bu,�g�rct tP enable the Municipal Council to authorize the entering into a Contract between the Borough of Carteret•and: �%' %��. J "r%C:vl i 4!QY' '`,7 CU1F The funds available £or this contract are in the Budet, in th�� account of: {� 0 0x in the amount of: 3Y By this certification, I have hereby encumbered the above named account for the amount of'the contract pending Council action. Patrick DeBlasio,� Treasurer DATE: „y/1 /tw AFFIDAVIT OF PUBLICATION The following is a true copy of an Ordinance or Resolution of the Borough of Carteret that has appeared in the Home News Tribune, a newspaper which is printed in Freehold, New Jersey and published in Neptune, in said County and State and of general circulation in said county. One 1 time(s), once in each issue as follows: March 11, 2016 6 . Notary Public of NMI)N0.4MVERA Kathleen M. Barney, MMC NOTARY PUBLIC OF NEW JERSEY Municipal Clerk MY COMMISSION EXPIRES MAY 2, 201 R Sworn and subscribed before me this � day of ! c' /j! The Awarded to: Potter Architects Serdices: Architectural Services, Re: Carteret Police Department. Roof Project R 11lno•.1.1 z KATHLEEN M. BAftryEV, MMC Municipal Cierk ($14.52) Ad Number: 0001114768 Run Dates: 03/11/16 BOROUGH OF CARTERT NOTICE OF CONTRACT AWARDED The Borough of Carteret has awarded a contract without competitive bidding as a professional service pursuant to N.1.S.A. 40A:11 -5 (1) (a). This contract and the resolution authorizing it are available for public inspection in the office of the Municipal Clerk. This action is approved as an award of Professional Services Contract pursuant to N.1.S.A.40A:11- 5(1)(a) in accordance with the Borough's Fair and Open Process as authorized by law. Awarded to: Potter Architects Services: Architectural Services , Re: Carteret Police Department Roof Project Resolution : #16 -33 Cost: Not to Exceed $34,000.00 KATHLEEN M. BARNEY, MMC Municipal Clerk ($14.52) 00111476801 CD 2ll`ti r IC`5 0