HomeMy Public PortalAbout2021-04-13 Middle School AC TOWN OF
1630 WATERTOWN
Office of the Town Manager
Administration Building
_ -- 149 Main Street
Watertown,MA 02472
Phone:617-972-6465
MichaelJ.Driscoll `7ww.watertown-ma.gov
Town Manager townmgr@watertown-ma.gov
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To: Honorable Town Council
From: Michael J. Driscoll, Town Manager
Date: April 8, 2021
RE: Agenda Item—Transfer of Funds Request
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As you recall, on January 26,2021 the Proposed Fiscal Year 2022-2026 Capital Improvement
Program(CIP)was submitted pursuant to the provisions of the Watertown Home Rule Charter and
the Town Council Resolution on the Fiscal Year 2022 Budget Process.
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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 23, 2021,the Honorable Town Council adopted thirty-three (33) conceptual
recommendations on the Fiscal Year 2022-2026 CIP.
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One of the conceptual recommendations reads as follows:
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24. Confirm the prior recommendation to proceed with the FY21 proposed loan order or transfer of
funds for the Middle School design of second floor air-conditioning at$101,000. (note in the
FY21 CIP this was listed as third floor,not second floor)
As a follow-up to that conceptual recommendation and for additional background purposes, attached
please find a February 23rd email correspondence from Lori E. Kabel,former Director of Public
Buildings,regarding the Middle School design of second floor air-conditioning.
The intent had been to bring forward a proposed loan order for this project. At this time,monies are
available to fund the project from the Debt Retirement Planned Debt Account as a result of not
moving forward with some items in Fiscal Year 2021.
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 (including debt and exclusive of the school Building for the Future
Initiative funding and enterprise funds) equal to at least 7.5—8% of the operating budget in order to
maintain and improve its infrastructure, facilities, and equipment.
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Therefore, given all of the above, I respectfully request the attached transfer be placed on the April
13, 2021 Town Council Agenda.
Thank you for your consideration in this matter.
cc: Honorable School Committee
Dr. Deanne Galdston, Superintendent of Schools
Edward Lewis, CEM, Energy/Project Manager/Interim Director of Public Buildings
Heidi Perkins,Director of Finance& Operations
Steven Magoon,Director of Community Development and Planning/Assistant Town Manager
Thomas J. Tracy,Town Auditor/Assistant Town Manager for Finance
Katherine Morrison, Assistant Treasurer/Collector
Raeleen F. Bandini, Purchasing Agent
Mark R. Reich,Esquire, KP Law
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Transfer Amount $101,000
From: FY 2021 Debt Retirement - Planned Debt $ 101,000
0171000-590927
To: FY 2021 Transfer To Capital Projects - School $ 101,000
0193059-590965
1 hereby certify to the availability, authority of funding source, mathematical
accuracy and appropriate fiscal year.
Dat ! Town Auditor
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Hand, JoAnna
From: Driscoll, Michael
Sent: Wednesday, March 24, 2021 10:50 AM
To: Hand, JoAnna
Subject: : Funding Request -WMS 2nd (Top) Floor Classroom AC Design
Attachments: Funds Request -WMS 2nd Floor Classroom AC Design.pdf
From: Lori Kabel [mailto:lori.l<abel@watertown.kl2.ma.us]
Sent:Tuesday, February 23, 2021 8:41 AM
To: Driscoll, Michael<mdriscoll@watertown-ma.gov>
Cc:Tracy,Tom <ttracy@watertown-ma.gov>; Bandini, Raeleen <rbandini@watertown-ma.gov>; Lewis, Ed
<Edward.lewis@watertown.kl2.ma.us>; Kabel, Lori<lori.kabel@watertown.kl2.ma.us>; Galdston, Deanne
<deanne.galdston@watertown.kl2.ma.us>
Subject: Funding Request-WMS 2nd (Top) Floor Classroom AC Design
Mr Driscoll
As you know we had requested $101 K for the design to add Air Conditioning to the 2nd (top) floor
classrooms at the Watertown Middle School in the FY21 Budget/Capital Plan. This was slated to be
borrowed funding.
The Building for the Future projects plans to replace/renovate all three of the Elementary schools and
the High School. The Middle School will remain the oldest school building and our attention has been
to improve this school for our students until the unforeseeable future. One way to do this is to add air
conditioning.
The middle school only has air conditioning in a few areas of the school (e.g. main office and
auditorium) but not in the classrooms or other learning spaces. We are also in the process of adding
air conditioning in the cafeteria which is slated to being late spring/early summer. Often at the end
and beginning of the school year, these classrooms without air conditioning are very hot and
uncomfortable for students. In addition, the middle school is used for summer camp programs and
without air conditioning, these programs have little opportunities to refresh and relax without
overheating. Window units are unable to be used in this school due to the window configurations.
Adding air condition to the 2nd (top) floor classrooms is the second part of a 4 phased approach to
add air conditioning to the school. The cafeteria was first and then each floor starting with the top will
continue the phases.
Our Town Architect, Gienapp Architects, provided us a proposal of$100,500 for their services. Their
services include design development, construction documents, bidding, and construction
administration. The execution of this project is projected for FY22. For this reason, we are ready to go
to the Town Council for approval for architectural services.
We have attached some supporting documentation that includes:
1. Excerpt from our Capital Plan
2. The project planning documents previously prepared
3. The Architectural Proposal from Gienapp
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Due to the Cafeteria Air Conditioning project in progress, the design for the top floor is already in
progress. Once funds are approved we will ask Gienapp to complete the design and start to prepare
the construction documents for a projected bid date in the next Fiscal Year; if approved.
Due to the extent of this project, we are rounding up to our original FY21 projected cost of$101 K.
In summary, we are requesting: $101 K (100,500 + $500 for desiqn contingencv) to add air
conditioninq to the 2nd (top) floor classrooms at the Watertown Middle School.
We/Ed Lewis will be ready to brief the council as soon as possible.
Please let me know if you have any questions or concerns or if you need anything else from me.
Thanks
Lori E.Kabel
Public Buildings Facility Director
Town of Watertown
Lori.Kabel(&watertown.kl2.ma.us
(w) 617-924-0402
(e) 617-785-8495
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1.TOWN COMPONENT: 2.Date
FY 2021
SCHOOLS WATERTOWN CAPITAL PLAN PROJECT DATA Nov 2019
3.BUILDING NAME/LOCATION 4.PROJECT TITLE:
WATERTOWN MIDDLE SCHOOL DESIGN TO ADD AIR CONDITIONING—2°d FLOOR
68 Waverly Ave
Watertown MA 02472
t 5.SCHOOL PRIORITY 6. DISTRICT PRIORITY 7.DPB PRIORITY 8.PROJECT COST($000)
4/6 5/8 8/17 I 101
9.COST ESTIMATES
Item U/M Quantity Unit Cost Cost($000)
( ESTIMATED DESIGN COST LS 1 40 40
CONSTRUCTION DOCUMENTS LS 1 32 32
BIDDING OVERSIGHTMOCUMENTS LS 1 2 2
CONSTRUCTION ADMINSTRATION LS 1 26.5 26.5
TOTAL 100.5
TOTAL REQUEST(rounded for error) 101
10. DESCRIPTION OF PROPOSED CONSTRUCTION:
Design and Construction oversight for adding air conditioning via VRF system to 2"a(top)floor classrooms
11. REQUIREMENT
PROJECT:
Design the addition of air conditioning via a Variable Refrigerant Flow(VRF)system to the third-floor classrooms.
Architectural and engineering services shall include A.Architectural Design B.Mechanical Engineering C.Plumbing
Engineering D.Electrical Engineering that will allow all work and oversight for 1.Design Development,2.
Construction Documents,3 Bidding Documents/Management and Construction Administration.
System is to tie and/or link into current school controls system.The recent Cafeteria VRF adds,as well as possible I"
floor and Basement VRF systems adds in the future should be considered during design.
CURRENT SITUATION:
The Watertown Middle School is a 134,000SF facility that was originally constructed in 1922 with a major renovation
in 1922 and 1998. Based on the 2019 population,the school provides an adequate academic facility for 580 students in
grades 6-8 and an administrative staff of approximately 100 members.
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l Currently the school does not have air conditioning in any of the classrooms.Due to the configuration of the new
windows,window AC units are not feasible. In the early and late school year,temperatures are not reaching mid-80s if j
not higher making the educational environment uncomfortable and non-conducive to learning or teaching.This a
building is projected to not get a major renovation until 15+years so the need to increase room comfort is highly
needed. Due to the complexity of this project,design is needed prior to project execution.Project execution is i
currently estimated to be$590,000. j
IMPACT IF NOT PROVIDED: j
If this project is not funded,the learning environment at the end of the school year and beginning of the school year
will be hindered by warm weather and no air conditioning in the classrooms.
Expected Useful Life: :>20 years
Prepared by:Lori E.Kabel
Proposed Funding Source:Long-Term Debt
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20 Conant Street I 978.750.9062
Danvers,MA 01923 gienapparchitects.com
May 15, 2019
Lori Kabel, Dir. Of Public Buildings
Town of Watertown
30 Common Street
Watertown, MA 02472 via email:lori,kabel@watertown.k12.ma.us
RE: Watertown Middle School HVAC Upgrades
Proposal for Architectural and Engineering Services
Dear Ms. Kabel:
Gienapp Architects is pleased to submit our proposal to provide architectural and engineering
services for your proposed HVAC improvements. This proposal is based on our observation of the
space, our discussion with you, and our study on the HVAC at the building.
Basis and Intent
We understand the Town of Watertown would like to improve the HVAC at the Middle School. The CZ
current goals and considerations for the project may be summarized as follows:
1. The Town would like to add air conditioning via a VRF system to the third-floor classrooms !
and the cafeteria. This proposal has been written to show the fee for design, bidding, and G I E N A P P
construction administration for each of the following scenarios: ARCHITECTS
1.1. Third-floor classrooms only Begin Here.Finish Well,
1.2. Cafeteria only
1.3. Third-floor classrooms and cafeteria
2. This Proposal includes design, bidding, and construction administration services. It is
anticipated that the study portion will occur during the summer of 2019 and construction will
start during the summer of 2020.
Scope of Services
We propose to provide architectural and engineering services summarized as follows:
A. Architectural Design
B. Mechanical Engineering
C. Plumbing Engineering
D. Electrical Engineering
Our work product will be summarized as follows:
1. Design Development
1.1. Develop base drawings to be used in later phases.This assume one site visit is needed
to confirm conditions match the existing egress plan previously provided by the Town.
1.2. Perform a Code Analysis based on the 91h edition of the Massachusetts State Building
Code(2015 IBC).
1.3. Develop a cost estimate and a proposed project budget.
1.4. Meet with the Town to review our findings.
Proposal, 2019,Walerlmvn Middle School I IVAC Upgrades
•Watertown Middle School HVAC Upgrades, Kabel, May 15, 2019 p. 2
2. Construction Documents
2.1. Develop documents per Chapter 149 Public Bidding and Construction. This includes
stamped drawings and specifications.
2.2. Provide Initial Construction Control Affidavits.
3. Bidding:Assist the Town with the following:
3.1. Prepare Ads.
3.2. Answer bidder questions and issue Addendum as needed.
3.3. Conduct a Pre-Bid Walkthrough,
3.4. Attend the bid opening.
3.5. Check references on the low bidder and make a recommendation of award.
4. Construction Administration
4.1. Conduct periodic construction meetings and prepare Observation Reports.This Proposal
assumes weekly meetings consisting of approximately 8 total meetings including kick-
off and final punch listing.It is assumed that a construction observation walkthrough will
occur before or after these meetings.
4.2. Review submittals, respond to RFI's, review or generate change order requests, review
requisitions, and other traditional Construction Administration services.
4.3. Assist with project closeout.
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Exclusions
This proposal assume that the following are not required or will not be needed. If it is later
determined to be needed,they can be provided for additional services.
A. Structural engineering. For example, if a steel frame is needed on the roof to provide support
for the HVAC units.
B. Excessive ceiling replacement.
B.1. Lighting replacement especially if required due to excessive ceiling replacement.
C. Landscaping. It is assumed condensing units will be able to be located on the roof.
D. Hazardous material testing, specifications,and monitoring.
Fee and Payment
We propose to provide architectural and engineering services for a lump sum fee allocated as
follows:
(Continued on next page.)
Watertown Middle School I-IVAC Upgrades, Kabel, May'15, 20*19 p. 3
Z�,UM FLOOR CLASSROOMS ONLY
Task - Phase Fee Subtotal
' 1. Design Development $ 40,000
' 2. Construction Documents $ 32,000
3. Bidding $ 2,000
' 4. Construction Administration $ 26,500
Total $ 100,500
CAFETERIA ONLY
Task - Phase Fee Subtotal
' 1. Design Development $ 24,000
' 2. Construction Documents $ 17,500
' 3. Bidding $ 2,000 J p
' 4. Construction Administration $ 11,500 /
Total $ 55,000
If the project is combined,the following allocated fee applies.
T II I&FLOOR CLASSROOMS AND CAFE Rl- (COMBINED)
Task - Phase Fee Subtotal
' 1. Design Development $ 64,000
' 2. Construction Docume $ 35,500
' 3. Bidding $ 3,000
' 4. Construc ' Administration $ 26,500
Total $ 129,000
Invoices will be based on milestones and monthly progress. Services will be provided in
accordance with the Master House Doctor contract. Returning one signed copy of this proposal
will serve as your Notice to Proceed.
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, Accepted
A4'�
Dale Gien4AI� EED AP BD+C
Gienapp Architects, LLC for Town of Watertown
Encl. N/A