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HomeMy Public PortalAbout1-14-2013 BFO Committee Report.(2) pdf_201401091100242034 Town of Watertown Town Council Committee of the Budget and Fiscal Oversight Report of the Meeting December 18, 2013 Report Date: January 14, 2014 The Committee convened on December 18, 2013 at 5 pm in the Town Council Office. Present were Vincent Piccirilli, Chair; Angeline Kounelis, Vice-Chair; Cecilia Lenk, Secretary; Town Manager Michael Driscoll; Town Auditor Thomas Tracy; Treasurer/Collector Phyllis Marshall; and Director of Community Development and Planning Steve Magoon. Also present were Paul Farrell and Myron Miller of Miller-Dyer-Spears, Inc. (MDS). The purpose of the meeting was to make recommendations to the Town Council for on-call architect services. Ms. Marshall provided an overview of the on-call architect contract, which was determined to be a cost- effective method of providing the design work required on some maintenance projects before they can be put out to bid. A request for proposal was published in the spring of 2012, the proposals were narrowed down to the top three firms, and the contract was awarded to MDS in August 2012. The estimate for design services was $200K to $300K. Mr. Driscoll provided a copy of pages 20 and 22 of the FY2014 Budget Message (attached) showing proposed capital projects, and noted that the cost of the design services was built into the cost estimates shown. Upon favorable recommendation from the Town Council, he intends to bring forward a transfer of funds to pay for design services prior to putting projects out to bid. Mr. Farrell presented project summaries and design cost estimates (see attached) for discussion. Upon questioning the reimbursable expenses, Mr. Farrell stated that these typically do not exceed 5% of the overall design fee. Former Police Station (34 Cross St): $23,444 which includes cost estimate of bringing building up to code and conceptual design for reuse for Town administrative functions, as well as conceptual design for the 3rd floor Administration Bldg reuse. Mr. Driscoll noted that in April 2011 the Town Council authorized proceeding with a conceptual design for a cost not to exceed $10,000; however the scope of design work has increased, and it was not feasible to find a firm to do the required work for less than $10,000. Committee members raised the issue that since the 2011 meetings, the Library has expressed interest in using a portion of the building for its Makerspace; the School Department may be interested in moving some administrative functions from the Phillips School to the building; and the building is being considered for the new Records Management System storage. The Committee felt that the Town Council needs to make a policy decision on what functions will be actually located in the building, but needs data on the type and size of space available as well as an estimate of renovation costs. Mr. Farrell and Mr. Miller suggested doing the design work in two phases, at no additional cost—first to determine the type and size of spaces that will fit into the former police station and an estimated cost to bring it up to code, and then, after review and direction by the Town Council, finalization of the reuse plans. Mr. Farrell will send a revised proposal documenting the two-phase approach. Pagel of 3 Budget&Fiscal Oversight Report January 14,2014 Skating Rink: $80,500 for structural investigation and design to replace the roof, with an option of $4,000 to develop measured floor plans, and an option of$10,000 to include the replacement of metal wall panels as a bid alternate. This work needs to be done in coordination with the new insulated ceiling that is being installed under the ESCO project. Regarding the floor plans, apparently the original plans for the building cannot be found, and the Committee felt that the Town would receive more competitive bids if the contractors had actual measured floor plans to work from. Regarding the metal wall panel replacement, it was noted these exterior panels were installed at the same time as the roof and are exhibiting similar corrosion, but they could be replaced at a later date than the roof. The Committee felt it was cost effective to prepare the bid alternate documents now, and the Town Council can decide whether to replace the panels now or at a later date. Town Campus (Administration Bldg, Library, Main Fire Station,plus North and East Fire Stations): $112,200 for Town Hall ADA and fire code compliance, and roof/parapet/cupola repairs; $19,785 for Library slate roof and main entry door replacement, and $38,264 for repairs to all three fire stations. The purpose of bundling a lot of these smaller projects together is to achieve economies of scale and obtain more competitive bids. Sports Field Lighting Control Boxes (Casey Park, Saltonstall Park, and Filippello Park Baseball Field): $7,700 to review bids already received by the recreation department to determine if they can be used or if modifications are needed. Mr. Driscoll stated that this work on the lighting control boxes was already put out to bid and the projects will be funded by tax expenditures that were previously appropriated. It seems that there were technical issues with the bids that were received, and the bids were too high. The Committee felt that paying MDS to try to rework the proposals was not a cost effective solution, and from both an electrical safety and cost viewpoint it would make more sense to update the bid documents and put the work out to re-bid. Motions: After discussion, the Committee voted on following motions: 1. Recommend to the Town Council to move forward with the $170,049 design proposal for the Administration Buildings/Library/Three Fire Stations; with reimbursable expenses not to exceed 5% of the total amount; with a transfer of funds recommended from Town Council Reserves. Voted 3-0 2. Recommend to the Town Council to move forward with the $94,500 design proposal for the Skating Rink, consisting of the $80,500 roof design, the $4,000 alternate for measured floor plans, and the $10,000 alternate for the wall panels; with reimbursable expenses not to exceed 5% of the total amount; with a transfer of funds recommended from Town Council Reserves. Voted 3-0 Page 2 of 3 Budget&Fiscal Oversight Report January 14,2014 3. Recommend to the Town Council to move forward with the $23,444 design proposal for the former police station, to be done in two phases to allow Town Council direction on the proposed use of the space; with reimbursable expenses not to exceed 5% of the total amount; with a transfer of funds recommended from Town Council Reserves. Voted 3-0 4. Recommend to the Town Council not to proceed with the $7,700 design proposal to rework the recreation department lighting bids, and to instead recommend that the existing bids be rejected; and that the specifications be updated using the services of the on-call architect and rebid using funds previously appropriated to the recreation department. Voted 3-0 The meeting adjourned at 6:35 pm. Also attached are the revised proposals received from MDS, dated December 19, 2013 (with the email dated January 8, 2014) reflecting what was discussed in the meeting of December 18, 2013. Report submitted by: Cecilia Lenk Page 3 of 3 As a follow-up to the Honorable Town Council's adoption of conceptual recommendations on the Fiscal Year 2014-2018 Capital Improvement Program,the following is the revised list contained in the Fiscal Year 2013 CIP. Proposed Loan Orders will be brought forward for these capital items. • ESCO $ 7,350,000 Administration Building Improvements $ 852,300 Library Building Improvements $ 553,000 e_—*— ■ Casey Park Improvements $ 550,000 �--*-� Fire Stations (3) Improvements $ 525,000<--' • 552 Main Street Park Improvements $ 300,000 + Filippello Park/Grove Street End of Park $ 300,000 • Public Works Equipment $ 160,000 • Information Technology $ 50,000 • Police Equipment $ 43,700 • Linear Park Walkway Lighting $ 30.000 TOTAL: $10,714,000 �� Q4[� Energy Services Company(ESCO)Project As indicated above, $7,350,000 related to ESCO is included in the revised list of items contained in the Fiscal Year 2013 CIP. One of the top priorities of the Honorable Town Council's Fiscal Year 2013 Budget Policy Guidelines was to work with the Town's selected Energy Services Company(ESCO)to develop and implement a plan toward reducing municipal baseline energy usage by 20% in 5 years; and having been certified as a Green Community, continue to pursue every related grant. One of the top priorities of the Honorable Town Council's Fiscal Year 2014 Budget Policy Guidelines is to implement the ESCO program as recommended at the October 2, 2012 Special Town Council Meeting. The following actions items were adopted by Town Council: • Move forward on the optimized $7.35M ESCO project. ■ Negotiate a contract with Johnson Controls for the ESCO project; including the addition of quarterly reports of energy usage in all buildings under agreement. • Review the establishment of an energy stabilization fund in which to place rebates, grants, and funds from departmental energy savings. The energy stabilization fund will be used to pay the debt service on the energy efficiency projects incurred under the ESCO agreement. (D20 y)_-L 3/k3 The following is a breakdown by location of the School Capital Projects included in the Fiscal Year 2014 CIP. • Hosmer $298,000 • High School $100,000 • Cuniff $ 98,000 • Middle School $ 60,000 • Lowell $ 45,000 • Phillip $ 40,000 $641,000 As stated in the Fiscal Years 2009 and 2010 Budget Messages, beginning in Fiscal Year 2011, Technology will be funded within the School Department's operating budget. A Preliminary Study of School Buildings is one of the budget issues cited on page 56 of the Fiscal Year 2014 Preliminary Budget Overview that was presented at the October 23, 2012 Town Council Meeting. Discussions will need to be held on how best to move forward with this issue. Fiscal Year 2014 Proposed Loan Orders During Fiscal Year 2014, Proposed Loan Orders will be brought forward for various Capital items contained in the Fiscal Year 2014 CIP. The acquisition of the proposed items is consistent with one of the Honorable Town Council's priorities of not deferring maintenance and/or recognition of costs of capital equipment, facilities and infrastructure to future years. The items that will be included in the Proposed Loan Orders are as follows: • Street& Sidewalk Improvements $2,500,000 • Victory Field Improvements (Phase lI) $2,500,000 � = Skating Arena Improvements (including Metal Roof) $ 809,000 • Public Works Equipment $ 552,000 � • Fire Alarm Underground Duct $ 300,000 • Various School Improvements $ 207,000 • Library Building Improvements $ 100,000 • Information Technology $ 50,000 TOTAL: $7,018,000 of of 22 F`(!,� Race-4 M6s y/.2�/13 December 18, 2013 Miller Dyer Spears Inc, On-Call A/E Contract Project Summaries This describes background for the proposals we have submitted. No projects have been authorized to date. 34 Cross Street This is a feasibility space-fit study for the former Police Headquarters building. The building has one stairway and no elevator, so renovation will include an added stair and elevator. MDS will investigate the space-fit feasibility of moving several departments from the Town Administration Building to 34 Cross. We will not do a detailed evaluation of the structure at this point. Utilities are assumed to be beyond their useful life. A schematic-level cost estimate will be prepared. Rvan Arena hockev rink The On-Call A/E scope of repairs to the Ryan Arena is replacement of the metal roof and insulation. An analysis of the thermal and condensation requirements of the design will be performed. This project could be extended to include the metal wall panels (upper walls) if funds are available, or this could be a bid option, accepted if the roof bid is lower than estimated. The likely method of re-roofing will be to add a new metal roof over the existing, which will eliminate exposing the interior to weather. Coordination with the ESCO insulation project will be required. That project includes installing a new Low-E ceiling. The sequence of renovation starting from when the Arena closes for the season (May 15?) will be: 1. Roofing Contractor demolish existing Ceiling; 2. On-Call structural engineer inspects the steel structure for rust and corrosion and specifies repairs to the structure; 3. Structural repairs and adding new roof over old (if structural evaluation is positive for this added load), and insulation; 4. ESCO project installs new ceiling; 5. Contractor installs lighting before season opens. This schedule requires that MDS be authorized to start (4 weeks), prepare documents (6 weeks), bid (4 weeks), contractor selection (3 weeks), and contractor mobilization (2 weeks). Total 19 weeks. Town Campus This is intended to group renovations to the Town Administration Building, Main Library and Main Fire Station into one repair/renovation project for bidding economy of scale, and construction administration clarity. One contractor would be responsible for managing all the projects in the three buildings. Later, work at the North and East Fire Stations was added to the On-Call project list. These projects can be bid individually, or in groupings by departments. This will require additional architectural / Engineering (A/E)fees, since each bid package will have its own specification book, drawing set, bid package / bid review, and construction administration (job meetings with the contractor, review of shop drawings, site visits). Sports Fields Liqhtinq Control Box Upqrades This proposal is to review a previous specification supplied to us by the Recreation Department, for replacing lighting controls at three sports fields, and providing an estimate for the work as described in that specification, plus any revisions recommended by our electrical consultant. The MDS On-Call team has the capability to do a complete design and bid package, in lieu of evaluating the current design. We are preparing a quote for these services in case that option is of interest to the Town. MDS Architects Town of Watertown On-Call A/E Contract Projects Summary For:Budget and Fiscal Oversight Sub-Committee Proposed Contracts,None Approved Architect/ December 16,2013 by Paul Farrell,MDS Architects Engineer Fee 34 Cross Street Reuse Feasibility Study $23,444 Ryan Arena Roof Replacement $80,5001 Town Campus I Elements I Town Administration Building $112,000 I Cupola Restoration I Flat Roof Repl./Parapet Seismic reinf. Egress Stairs Enclosure I Accessible Toilet Room I Evaluate Fire Alarm System and Egress Lighting I Basement and First Floor Carpet Replacement I Main Library $19,785 Ilf included in one Town Campus Construction Contract Original Building Slate Roof Replacement IAdd$8,000 if it is bid separately from the Town Administration Project Replace Main Entrance Doors I(For separate bid documents and construction administration) Main Fire Station $38,264 IAII Fire Stations. If included in one Town Campus Construction Contract Roof Eaves Repair IAdd$15,300 if this is bid separately from the Town Administration Project Evaluate Fire Alarm System and Egress Lighting I(For separate bid documents and construction administration) Exit Door Repair Cross Street I Exterior Stair Metal Nosings Replacement I East Fire Station I Lighting Replacement I North Fire Station I Replace Roof I Replace Water-Damaged Interior Finishes Replace Selected Lighting Replace Fire Alarm Panel $170,049 $170,049ITotal Town Campus Project Fees as one project Sports Field Lighting Control Box Upgrades(Peter Centola): Review Previous Engineering Bid Package,Cost Estimate Including Revisions $7,700 MD(� architecture `\) planning interiors October 3, 2013 Steven Magoon, Director of Community Planning Town of Watertown 149 Main Street Watertown MA 02472 RE: 34 Cross Street Programming and Fit Test Study Task under On-Call Architectural Building Design Services Contract Dear Mr. Magoon, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. This Proposal is for a Feasibility Study of reuse of the vacant Police Station at 34 Cross Street to accommodate administrative functions now located in the Town Administration Building. The study will include: • schematic existing plans based on existing drawings and minimal field measurements; • building code and accessibility code studies and options for providing accessibility and egress to meet current codes; • fit tests to determine the best fit for relocation of Town administrative functions; • feasibility-level cost estimate; • Town Hall Space Reallocation Study after relocations. The fee for this Study is $23,444, as detailed in the attached project understanding, scope, schedule and budget document. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Page 1 Project Understanding and Scope of Services MDS will perform a Fit Test to determine the best program of uses currently in the Town Administration Building to move to the former Police Headquarters at 34 Cross Street. The scope of work includes the following: • Consult with Town staff to establish the current occupancy of the Administration Building, and identify the program elements that are most appropriate for moving to 34 Cross Street; • Prepare a maximum of two program options for discussion; • Include consideration of program requests for bulk records storage, Animal Control, Fire Department equipment storage and Information Technology space; • Verify the available existing floor plans and draw schematic existing plans as a basis for the Fit-Test. Available plans do not exactly match actual conditions. • Prepare a Feasibility-level Building Code and Accessibility Code Analysis, identify required building upgrades, and develop feasibility-level options for compliance. At a minimum, the building will require an elevator, second stair, and enclosure of the existing stair to meet egress and accessibility codes; • Prepare a feasibility cost estimate based upon program layouts, Code analysis, the 2008 Facilities Assessment Report, and narratives by consulting engineers describing required replacement utility services; • Two meetings with Town administrative staff to review progress, and to review the draft final report. Additional meetings will be billed by the hour including Prep time, meeting time and Meeting minute production at an hourly rate. • Prepare base drawings for Town Hall from Gale Associates CAD files, allocate vacated Town Hall space for best program fit to expand other departments. Project Schedule/Milestones The study can be completed in 6 weeks or less. We are prepared to start immediately. The anticipated timeline is: • Programming/Existing Condition Recording Week 1 • Test Fits/Code Analysis Weeks 2-4 • Cost Estimating Week 5 • Final Report Week 6 Page 2 Assumptions and Exclusions Project Services include documentation to a feasibility level, to help the Town decide on the scope and program for a potential renovation. It does not include detailed architectural or engineering design. The following are not included in the proposed scope of services, but can be provided as Additional Services: Civil and Site Utilities Engineering Narrative Structural Engineering Narrative Building Existing Condition Report Public meetings or Town Council presentations Hazardous materials investigation, mitigation or cost estimating Should the project scope change substantially, proposed design fees will need to be adjusted appropriately. Professional Fees MDS proposes to perform this project scope of services for a total lump sum of $23,444 not including reimbursable expenses. The fee breakdown with MDS tasks detailed is attached. We have identified four sets of tasks required for this Feasibility Study: • Code and Accessibility Study and Design $4,792 • Building Program and Fit Tests $8,342 • Cost Estimating including engineering and architectural coordination $6,310 • Drafting and space allocation for Town Hall $4,000 Total Fee $23,444 Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. Page 3 MD(� architecture `\) planning interiors December 18, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Ryan Arena Hockey Rink Re-Roofing Project Task under On-Call Architectural Building Design Services Contract Dear Ms. Marshall, MDS Architects is pleased to submit the following revised Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. The contract is in effect from August 13, 2012 to August 15, 2015. This Proposal is for architectural and engineering services required for the re-roofing of the Ryan Arena hockey rink. The scope will include: • Producing existing roof plans and elevations as a base for construction documents; • Selection of the roofing method (a new roof over the existing is the preferred method if structural capacity is sufficient) with the assistance of a building envelope sub-consultant; • Structural engineering to evaluate existing structure for required repairs and capacity for new loads; • Mechanical, Electrical and Plumbing consulting to remove and reinstall equipment, and extend ducts, pipes and power to account for increased roof thickness. • Bidding assistance; • Construction Administration; • For Exclusions see the attached Project Understanding and Scope of Work. The project understanding and scope, schedule and budget are attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely, MDS/MILLER DYER SPEARS INC Myron Miller, AIA, Principal Ryan Arena Re-Roofing Project Page 1 P: 1238-000 Project Admin/Project Budget/34 Cross Project Understanding and Scope of Services, Ryan Arena Re-Roofing MDS will document and provide construction phase architectural services for the re- roofing of the Ryan Arena. The scope of work includes the following: • Measure and draw existing conditions sufficient for the re-roofing scope (floor plans are an option, roof plans included); • Investigate methods of replacing the roof panels, preferably new roof over existing. MDS and our building envelope consultant will perform a hydrothermal analysis to identify the optimum insulation and envelope to avoid condensation problems and recommend changes if any to dehumidification (specification of dehumidification equipment if any not included); • Produce an architectural and engineering narrative and sketch package for a schematic cost estimate to determine adequacy of the budget; • Develop Construction Documents for roof replacement including insulation and snow guards; • Develop phasing requirements for the Construction Documents that require project completion within the time window specified by the rink operators, and require coordination with the ESCO Low-E Ceiling Project; • Provide a cost estimate based on the construction documents; • Bidding assistance; • Construction Administration including architect attendance at 9 project meetings, 4 site visits by the structural engineer, and 2 visits each for mechanical and electrical engineers. Construction Administration beyond 10 weeks will be an additional service (12 weeks if the siding replacement option is accepted). Professional Fees MDS proposes to perform the base project scope of services for a total lump sum of $80,500 not including reimbursable expenses. Options not included, which may be desired by the Town: • Measured Floor Plans $4,000; • Siding Replacement as a Bid Option or included in the contract $10,000. Assumptions and Exclusions The following are not included in the proposed scope of services, but can be provided as Additional Services: Building and Accessibility Code Study Investigation of possible Egress and Fire Alarm improvements MDS ARCHITECTURE PLANNING INTERIORS Public meetings or Town Council presentations Hazardous materials investigation and remediation design Should the project scope change substantially, proposed design fees will need to be adjusted appropriately. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. MDS ARCHITECTURE PLANNING INTERIORS MD(� architecture `\) planning interiors October 16, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Town Administration Building Repair Project Dear Ms. Marshall, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. This Proposal is for Construction Documents and Construction Administration Services for repairs to the Administration Building: • replace membrane roof, seismic bracing of parapet, enclose egress stairs for fire rating (early bid package), add accessible toilet, emergency egress hardware from vaults, study for adding an emergency generator (size TBD with department relocations), repair of cupola by specialist subcontractor, Basement and First Floor carpet replacement; • evaluate Fire Alarm system, egress signs and lights, and recommend required improvements. The total fee is $112,200, as detailed in the project understanding attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Watertown On-Call Architectural Services Project Administration Building Repair Project Project Understanding and Scope of Services The scope of work includes the following: • Field Measure and draft existing conditions at areas requiring repair; • Building code and accessibility code study to determine required code compliance scope, study all Town Hall doors for ADA compliance; • Prepare a schematic estimate package describing the anticipated repair scope and methods, review estimate, meet to review anticipated construction costs vs. previous capital budget assumptions; • Prepare construction documents, and bid package for one construction contract including all scope at all buildings including the Fire Stations Repair Project and Library Slate Roof Repair; construction administration in one contract to be concurrent at all buildings, and concurrent with Fire Stations Repair Project and Library Slate Roof Repair. • Separate Bid Packages for Basement and First Floor Carpet Replacement, and Stair Enclosure. Prepare a final cost estimate before bidding; • cupola restoration including a historic preservation consultant to advise on cupola renovation methods, and check qualifications of historic restoration contractors. Membrane roof replacement at top floor addition and main roof; reinforce parapets for earthquake resistance, one new accessible toilet room; enclosure of the two egress stairs to meet building code requirements, addition of emergency exit hardware for (8) vaults (20 hours of research and documentation included, more time will be reimbursable); • add emergency generator. We recommend the Town reserve an allowance for potential additional services for the following categories: 1. Hazardous materials analysis related to the Town Hall stair enclosure and accessible toilet (can be provided as an additional service under this On-Call Contract); 2. Design and document accessible door hardware installation at selected Town Hall doors; 3. Civil engineering if required for water and sewer capacity upgrades related to new accessible toilet room; 4. Design services related to possible cupola structural deterioration. 5. Engineering and Architectural coordination for sprinklers, standpipe, fire alarm, generator. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct 2 Watertown On-Call Architectural Services Project consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. 3 M �1 necture plan planning J nteriors November 5, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Main Library Slate Roof Replacement and Door Replacement Project Dear Ms. Marshall, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. This Proposal is for Construction Documents and Construction Administration Services for the following scope at the Main Library: 1. Replacement of the slate roof; 2. Replacement of main entrance doors. The total fee is $19,785. The project understanding and scope of work are attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Library Slate Roof and Entry Door Replacement Project Understanding and Scope of Services The scope of work includes the following: • Field Measure and draft existing conditions at areas requiring repair; • Prepare a schematic estimate package describing the anticipated repair scope and methods, review estimate, meet to review anticipated construction costs vs. previous capital budget assumptions; • Prepare construction documents, cost estimate and bid package for one construction contract including all scope at all buildings including the Town Administration Building Renovation and Fire Stations Repairs, construction administration in one contract to be concurrent with Town Administration Building Renovation and Fire Stations Repairs; • Replace slate roof on original library building; no structural evaluation is included. The available construction documents from the previous renovation of the library do not include the reported reinforcement of the wood structure. We will proceed with the understanding that the roof has been reinforced, and that we are not increasing the loading since the same material is being reinstalled. Structural evaluation will be an extra service. Replace Entry Doors. We recommend the Town reserve an allowance for potential additional services for the following categories: 1. Hazardous materials analysis (can be provided as an additional service under this On-Call Contract). 2. Engineering and Architectural coordination for existing mechanical, electrical, plumbing and fire protection utilities that may be affected by this repair. 3. Structural evaluation or response to discovered field conditions. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. 2 M �1 necture plan planning J nteriors October 16, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Fire Stations Repair Project Dear Ms. Marshall, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. This Proposal is for Construction Documents and Construction Administration Services for repairs to the following Fire Stations: • Fire Station One: repair eaves, replace stair nosings, repair exterior egress door; evaluate fire alarm system, egress signs and lights, and recommend required improvements. • East Fire Station Lighting replacement • North Fire Station Site and Building repairs including finishes, roofing, lighting, fire alarm panel. The total fee is $38,264, as detailed in the project understanding and scope attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Fire Stations Buildings Repair Project Project Understanding and Scope of Services The scope of work includes the following: • Field Measure and draft existing conditions at areas requiring repair; • Prepare construction documents, and bid package for one construction contract including all scope at all buildings including the Town Administration Building Renovation and Library Slate Roof Repair, construction administration in one contract to be concurrent at all buildings, and concurrent with Town Administration Building Renovation and Library Slate Roof Repair; • For Fire Station One, repair or replace the eave boards at the full extent of the sloped roof eave, replace metal stair nosings at all exterior stairs, replace or repair exit door to Cross Street from stairway; make any code-required improvements to fire alarm systems, exit signs and lights. • For North Fire Station: Sealcoat asphalt parking, new apparatus bay floor finish (excludes turnout rooms and stair); carpet tile in bedrooms; sheet vinyl flooring Second Floor; repair damaged plaster; replace membrane roof and flashings; replace cornice flashings;; upgrade fire alarm panel; upgrade lighting. Excluded: tracing, removing and rewiring electrical system. Can be provided as an extra service. • For East Fire Station: Replace lighting in First Floor Apparatus Rooms, and Second Floor Offices and bedrooms. We recommend the Town reserve an allowance for potential additional services for the following categories: 1. Hazardous materials analysis (can be provided as an additional service under this On-Call Contract); 2. Engineering and Architectural coordination for sprinklers, standpipe, fire alarm, generator if any. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. 2 M �1 necture plan planning J nteriors October 15, 2013 Peter Centola, Recreation Department Town of Watertown 149 Main Street Watertown MA 02472 RE: Sports Field Lighting Control Box Upgrades Task under On-Call Architectural Building Design Services Contract Dear Peter, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. This Proposal is for a review of the Construction Documents for improvements to the lighting control boxes at several Town sports fields. The study will include: • Review by Thompson Engineering Company, Boston of the Bid Documents prepared by Lampsona and Bloomer Electrical Services Inc, dated May 24, 2013; • A cost estimate by A. M. Fogarty and Associates, based on the Lampsona and Bloomer Electrical Services Inc. bid documents, plus modifications recommended by Thompson Electric if any. The fee for this Study is $7,700, detailed as follows: Electrical Review TEC $4,500 Cost Estimate AM Fogarty $2,500 Subtotal Consultants $7,000 MDS Architects 10% Fee 700 Total Fee $7,700 Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal CC: P Farrell, P Dignan: MDS Piccirilli, Vincent J From: Driscoll, Michael Sent: Wednesday, January 08, 2014 12:02 PM To: Piccirilli, Vincent J Cc: Sideris, Mark; Tracy, Thomas; Magoon, Steven; Hand, JoAnna; Osmond, Marsha Subject: Revised Proposals as discussed at BFO Meeting Attachments: December 19 2013 Town Campus Proposal.pdf; December 19, 2013 34 Cross.pdf; December 19 2013 Hockey Rink Revised Propossal.pdf Good afternoon Councillor; as a follow up to the December 18, 2013 Committee on Budget & Fiscal Oversight meeting regarding on-call architect services, please see the e-mail below and related attachments. Thank you. From: Marshall, Phyllis Sent: Monday, December 30, 2013 4:49 PM To: Driscoll, Michael Cc: Tracy, Thomas Subject: FW: Revised Proposals as discussed at BFO Meeting FYI—I reviewed the attached proposals and asked that the proposal for the electrical upgrades to the Saltonstall, Casey, and Fillipello Parks be sent to Mr. Driscoll, Mr. Centola, Mr.Tracy. Since there was no discussion of the contingency that might come out of the design, I presume that the recommendation would be a request for a change order to increase the proposals when there are estimates of the contingency needs. Regards, Phyllis From: Paul Farrell rmailto:pfarrell@mds-bos.comI Sent: Friday, December 20, 2013 5:36 PM To: Marshall, Phyllis; Magoon, Steven Cc: Myron Miller; Patrick Dignan Subject: Revised Proposals as discussed at BFO Meeting Phyllis and Steve, it was a pleasure to attend the Town Council Budget and Finance Sub-Committee meeting Wednesday. Phyllis,thanks for the prompt on the optional items for Ryan Arena, that have now been included in the base task.This will make for a much more biddable package. The one aspect I should have pointed out is references in the proposals to additional services that should be held in contingency by the Town, in case they are required.These include any discovery of hazardous materials, or unforeseen structural damage, addressing the results of the survey of ADA door clearances,the fire alarm survey, etc.These are items which may or may not need attention, so it's better to see the results of the surveys, etc to determine what the fix will be, if any. But there could be a contingency reserve held by the Town so any surprises can be dealt with without holding up the work. i I have a quote from the engineer for the Sports Fields lighting,that I need to review so I can submit that too. Who should that be addressed to? Please review the attached proposals and see if they are as you expect. It will be exciting to get to work on these projects.The schedule for Ryan Arena will be challenging, so the sooner we can start,the better. Thank you for the opportunity, and all your efforts to move things forward. Paul Paul Farrell,RA Senior Associate MDS I MILLER DYER SPEARS architecture planning interiors celebrating 20 years 99 CHAUNCY STREET I BOSTON,MA 02111 p.617-338-5350 I f:617-338-0033 www.mds-bos.com z MD(� architecture `\) planning interiors December 19, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Town Campus Buildings Repair Project Dear Ms. Marshall, MDS Architects is pleased to submit the following Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. The contract is in effect from August 13, 2012 to August 15, 2015. This Proposal is for Construction Documents and Construction Administration Services for repairs to the following buildings at the Town campus: • Town Hall: replace membrane roof, seismic bracing of parapet, enclose egress stairs for fire rating, add accessible toilet, study emergency egress hardware from vaults, evaluate ADA compliance of doors; study for adding an emergency generator (size TBD with department relocations), repair of cupola by specialist subcontractor, Basement and First Floor carpet replacement; • Main Library: replace slate roofing, replace Entry doors; • Fire Station One: repair eaves, replace exterior stair nosings, repair exterior egress door; • Fire Station One and Town Hall: evaluate Fire Alarm system, egress signs and lights, and recommend required improvements. • North Fire Station sealcoat parking areas, interior finishes repair, roof replacement; • East Fire Station lighting replacement. The total fee is $170,049, as detailed in the project understanding, scope, schedule, and budget attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely, MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Town Campus Buildings Repair Project Project Understanding and Scope of Services The scope of work includes the following: • Field Measure and draft existing conditions at areas requiring repair; • Building code and accessibility code study to determine required code compliance scope, study all Town Hall doors for ADA compliance; • Prepare a schematic estimate package describing the anticipated repair scope and methods, review estimate, meet to review anticipated construction costs vs. previous capital budget assumptions; • Prepare construction documents, and bid package for one construction contract including all scope, except Separate Bid Packages for Basement and First Floor Carpet Replacement, and Stair Enclosure. Prepare a final cost estimate before bidding; • For the Town Hall building, scope includes cupola restoration including a historic preservation consultant to advise on cupola renovation methods, and check qualifications of historic restoration contractors. Membrane roof replacement at top floor addition and main roof; reinforce parapets for earthquake resistance, one new accessible toilet room; enclosure of the two egress stairs to meet building code requirements, addition of emergency exit hardware for (8) vaults (20 hours of research and documentation included, more time will be reimbursable); • Town Hall study to determine an appropriate emergency generator size. No engineering or construction documents for a new generator. • For the Library, replace slate roof on original library building; no structural evaluation is included. The available construction documents from the previous renovation of the library do not include the reported reinforcement of the wood structure. We will proceed with the understanding that the roof has been reinforced, and that we are not increasing the loading since the same material is being reinstalled. Structural evaluation will be an extra service. Replace main entrance doors. • For Fire Station One, repair or replace the eave boards at the full extent of the sloped roof eave, replace metal stair nosings at all exterior stairs, replace or repair exit door to Cross Street from stairway; • For Fire Station One and Town Hall, provide a study of fire alarm systems, exit signs and lights, with recommendations for improvements. Design and documents for improvements will be a separate project. • For the North Fire Station, sealcoat asphalt parking, new apparatus bay floor finish (excludes turnout room and stair), carpet tile in bedrooms, sheet vinyl flooring remainder of Second Floor, repair damaged plaster, replace membrane 2 roof and flashings, replace cornice flashings, upgrade fire alarm panel, upgrade lighting. Excluded: tracing, removing and rewiring electrical system. Can be provided as an extra service. • For East Fire Station: replace lighting in First Floor Apparatus Rooms, and Second Floor Offices and bedrooms. Architectural tasks, consultant fees, notes and exclusions are detailed on the attached spreadsheet. Professional Fees MDS proposes to perform this project scope of services for a total lump sum of $170,049 not including reimbursable expenses, which will not exceed 5% of the fee. We recommend the Town reserve an allowance for potential additional services for the following categories: 1. Hazardous materials analysis (can be provided as an additional service under the On-Call Contract); 2. Design and document accessible door hardware installation at selected Town Hall doors; 3. Civil engineering if required for water and sewer capacity upgrades related to new accessible toilet room; 4. Design services related to possible cupola structural deterioration. 5. Engineering and Architectural coordination for sprinklers, standpipe, fire alarm, generator. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. ADDITIONAL NOTES AND EXCLUSIONS 1. We assume base floor plans will have been drawn for the Town Hall space reallocation study related to the 34 Cross Project. We will produce detail drawings in work scope areas only. 2. Cupola assumption is that the paint is delaminating because of incorrect stripping of earlier paint, and the woodwork should be stripped to bare wood and treated to remove old chemicals, inspected for rot, and repainted by a historic painting contractor from roof scaffolding.Additional services will be required if significant rot is discovered. No measured drawings are included in this proposal, except for flashings at the base of the cupola. No work to the cupola roof(painted blue) is included. Historic research to determine original material, and specify replacement, 3 will be an extra service. (The preservation consultant says cupolas from this era were often gilded originally.) 3. For the Stair Enclosure, investigate wall construction, doors, electrical/fire alarm, consider rated glass partition and doors behind existing decorative grills at Levels 1 and 2. Code study will determine required rating, and code exceptions for existing buildings. 4. The accessibility study will determine what improvements are required.The accessible toilet room is included in the scope. We have carried time to review all doors in the building for hardware and clearance accessibility compliance (doors survey), but the scope of door hardware replacement we assume will be an additional service after the study. Door hardware may not be required to be upgraded by code based on the current building renovation expenditure, but may be a Town policy. 5. For Stair Enclosure, we assume the stair side walls at the Ground, First and Second Floors are constructed sufficient to provide the enclosure fire rating that is determined by the Building Code Study.The exterior wall does not require a rating, and the door walls and Third Floor walls we assume will need retrofitting, which is included. 6. Vault Emergency Exit. We assume that this is a product or assembly that can be specified by performance, and bidders will be required to show credentials for bidding. We have carried time for research, identifying doors and types, stating the performance requirement, and reviewing submittals. 7. Generator size will be determined based on occupancy of Town Hall established after decisions on whether IT moves to 34 Cross.Assume on-grade location.This is a study to determine the appropriate size. Design and documents for a new generator will be a separate project. 8. Construction Meetings and administration beyond 14 weeks will be an additional service. 9. Civil Engineering may be required to determine the capacity of the existing site sanitary piping, if not available from Town engineering. Not included in this proposal. 10. Hazardous materials investigation, mitigation or cost estimating is excluded. Assumed to be necessary at Town Hall.This can be provided under the On-Call contract. 11. Public Meetings and Town Council Presentations excluded. 12. Sprinklers and standpipe engineering excluded.The code report will establish the code requirements triggered by the current scope of renovation. 4 MD(� architecture `\) planning interiors December 19, 2013 Steven Magoon, Director of Community Planning Town of Watertown 149 Main Street Watertown MA 02472 RE: 34 Cross Street Programming and Fit Test Study Task under On-Call Architectural Building Design Services Contract Dear Mr. Magoon, MDS Architects is pleased to submit the following revised Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. It was a pleasure to meet with the Town Council Budget and Oversight Committee yesterday and incorporate their goals for this important study. This Proposal is for a Feasibility Study of reuse of the vacant Police Station at 34 Cross Street in two phases. The first phase will establish the available area for use given the requirements for new utilities, stair and elevator. We will do a layout plan for generic office space, and a cost estimate for the necessary repairs. • schematic existing plans based on existing drawings and minimal field measurements; • building code and accessibility code studies and options for providing accessibility and egress to meet current codes; • schematic layout for generic office space, and feasibility-level cost estimate for renovations. Phase 2 will not begin until authorized. It will be a fit-test for relocating some Town Administration Building functions to 34 Cross Street, or other user as directed. If the Town Administration Fit Test is performed, it will include a study of what functions can expand or relocate within the Administration Building. • fit tests to determine the best fit for relocation of Town administrative functions; • Town Hall Space Reallocation Study to identify space use changes that would result from relocations. Page 1 The fee for this Study is $23,444 as detailed in the attached project understanding, scope, schedule and budget document. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely MDS/MILLER DYER SPEARS INC. Myron Miller, AIA, Principal Project Understanding and Scope of Services MDS will perform a Fit Test to determine the best program of uses currently in the Town Administration Building to move to the former Police Headquarters at 34 Cross Street. The scope of work includes the following, divided by Phases: Phase 1 Phase 1 can be completed in 4 weeks. We are prepared to start immediately. • Verify the available existing floor plans and draw schematic existing plans as a basis for the Fit-Test. Available plans do not exactly match actual conditions. • Prepare a Feasibility-level Building Code and Accessibility Code Analysis, identify required building upgrades, and develop feasibility-level options for compliance. At a minimum, the building will require an elevator, second stair, and enclosure of the existing stair to meet egress and accessibility codes; • Prepare a feasibility cost estimate based upon generic program layouts, Code analysis, the 2008 Facilities Assessment Report, and narratives by consulting engineers describing required replacement utility services; Phase 2 if authorized. • Consult with Town staff to establish the current occupancy of the Administration Building, and identify the program elements that are most appropriate for moving to 34 Cross Street. If additional programmatic investigations and Fit-Test studies for other Town departments are desired, such as School or Library uses, additional fees would be required. • Prepare a maximum of two program options for discussion; Include consideration of program requests for bulk records storage, Animal Control, Fire Department equipment storage and Information Technology space; Page 2 • Two meetings with Town administrative staff to review progress, and to review the draft final report. Additional meetings will be billed by the hour including Prep time, meeting time and Meeting minute production at an hourly rate. • Prepare base drawings for Town Hall from Gale Associates CAD files. Allocate vacated Town Hall space for best program fit to expand other departments. Assumptions and Exclusions Project Services include documentation to a feasibility level, to help the Town decide on the scope and program for a potential renovation. It does not include detailed architectural or engineering design. The following are not included in the proposed scope of services, but can be provided as Additional Services: Civil and Site Utilities Engineering Narrative Structural Engineering Narrative Building Existing Condition Report Public meetings or Town Council presentations Hazardous materials investigation, mitigation or cost estimating Should the project scope change substantially, proposed design fees will need to be adjusted appropriately. Professional Fees MDS proposes to perform this project scope of services for a total lump sum of $23,444 not including reimbursable expenses, which will not exceed 5% of the fee. The fee breakdown follows. Phase 1: • Code and Accessibility Study and Design $4,792 • Generic Office Test Fit $2,780 • Cost Estimating including engineering and architectural coordination $6,310 Phase 1 Total $13,882 Page 3 Phase 2 • Building Program and Fit Tests $5,562 • Drafting and space allocation for Town Hall $4,000 Phase 2 Total $9,562 Total Fee $23,444 Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. Page 4 MD(� architecture `\) planning interiors December 19, 2013 Phyllis Marshall, Treasurer/Collector Town of Watertown 149 Main Street Watertown MA 02472 RE: Ryan Arena Hockey Rink Re-Roofing Project Task under On-Call Architectural Building Design Services Contract Dear Ms. Marshall, MDS Architects is pleased to submit the following revised Proposal for Architectural and Engineering services under our On-Call Contract with the Town of Watertown. The contract is in effect from August 13, 2012 to August 15, 2015. This Proposal is for architectural and engineering services required for the re-roofing of the Ryan Arena hockey rink. The scope will include: • Producing existing floor plans, roof plans and elevations as a base for construction documents; • Selection of the roofing method (a new roof over the existing is the preferred method if structural capacity is sufficient) with the assistance of a building envelope sub-consultant, and metal siding replacement; • Structural engineering to evaluate existing structure for required repairs and capacity for new loads; • Mechanical, Electrical and Plumbing consulting to remove and reinstall equipment, and extend ducts, pipes and power to account for increased roof thickness. • Bidding assistance; • Construction Administration; • For Exclusions see the attached Project Understanding and Scope of Work. The project understanding and scope, exclusions, and budget are attached. Thank you for the opportunity to submit this proposal. We look forward to serving the Town of Watertown under our On-Call Contract. Sincerely, MDS/MILLER DYER SPEARS INC Myron Miller, AIA, Principal Project Understanding and Scope of Services, Ryan Arena Re-Roofing MDS will document and provide construction phase architectural services for the re- roofing of the Ryan Arena. The scope of work includes the following: • Measure and draw existing floor and roof plans sufficient for the re-roofing scope: • Investigate methods of replacing the roof panels, preferably new roof over existing. MDS and our building envelope consultant will perform a hydrothermal analysis to identify the optimum insulation and envelope to avoid condensation problems and recommend changes if any to dehumidification (specification of dehumidification equipment if any not included); • Produce an architectural and engineering narrative and sketch package for a schematic cost estimate to determine adequacy of the budget; • Develop Construction Documents for roof and metal wall replacement including insulation and snow guards; • Develop phasing requirements for the Construction Documents that require project completion within the time window specified by the rink operators, and require coordination with the ESCO Low-E Ceiling Project; • Provide a cost estimate based on the construction documents; • Bidding assistance; • Construction Administration including architect attendance at 9 project meetings, 4 site visits by the structural engineer, and 2 visits each for mechanical and electrical engineers. Construction Administration beyond 10 weeks will be an additional service (12 weeks if the siding replacement option is accepted). Professional Fees MDS proposed to perform the base project scope of services for a total lump sum of $94,500 not including reimbursable expenses, which will not exceed 5% of the fee. Per direction of the Town Council Budget and Oversight Committee on December 18, 2013, we have included the following tasks previously listed as options:: • Measured Floor Plans $4,000; • Siding Replacement as a Bid Option or included in the contract $10,000. Assumptions and Exclusions The following are not included in the proposed scope of services, but can be provided as Additional Services: Building and Accessibility Code Study Investigation of possible Egress and Fire Alarm improvements MDS ARCHITECTURE PLANNING INTERIORS Public meetings or Town Council presentations Hazardous materials investigation and remediation design Should the project scope change substantially, proposed design fees will need to be adjusted appropriately. Additional Services Additional services which MDS is requested to perform beyond the scope outlined above will be billed on a time and materials basis, if and when authorized, with direct consultant costs and reimbursable expenses invoiced at 1.1x out-of-pocket expenditures. Architect and Engineer hourly rates are as submitted on Schedule G of the Agreement. MDS ARCHITECTURE PLANNING INTERIORS