HomeMy Public PortalAbout2021-09-28 TOWN HALL AC CHILLER - Add Inf TOWN OF
1630 WATERTOWN
Office of the Town Manager
Administration Building
149 Main Street
Watertown,MA 02472
Phone: 617-972-6465
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Michael J.Driscoll www.watertown-ma.gov
townmgr@watertown-ma.gov
Town Manager
To: Honorable Town Council
From: Michael J. Driscoll, Town Manager
Date: September 9, 2021
RE: Agenda Item—Proposed Loan Order
As you recall, I stated in the Fiscal Year 2022 Budget Message that it was my intention to bring
forward proposed loan orders for various capital equipment items contained in the Fiscal Year 2022
Capital Improvement Program.
The acquisition of these proposed items is consistent with one of the Town's priorities of not
deferring maintenance and/or recognition of costs of capital equipment, facilities and infrastructure to
future years.
As a follow-up, enclosed please find correspondence from Edward Lewis, Energy/Project Manager,
Interim Director of Public Buildings regarding the need to move forward with the replacement of the
Town Hall Chiller.
Therefore, given the above, I respectfully request the attached Proposed Loan Order be placed on the
September 14,2021 Town Council Agenda as a First Reading.
Thank you for your consideration in this matter.
cc: Edward Lewis, Energy/Project Manager, Interim Director of Public Buildings
Steven Magoon, Director of Community Development and Planning/Assistant Town Manager
Thomas J. Tracy, Town Auditor/Assistant Town Manager for Finance
Melissa A. Morrissey, Town Treasurer/Collector
Katherine Morrison, Assistant Treasurer/Collector j
Raeleen F. Bandini, Purchasing Agent
Mark R. Reich, Esquire, KP Law
ffA H I N C K L E Y 28 State Street
A L L E N Boston,MA 02109-1775
p:617-345-9000 f:617-345-9020
hinckleyallen.com
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Jay Gonzalez
(617)378-4256
jgonzalez@hinckleyallen.com
September 9,2021
Michael Driscoll
Town Manager
Administration Building
149 Main Street
Watertown,Massachusetts 02472
RE: Draft Loan Order—Town Hall Chiller Bonds
Dear Michael:
Pursuant to your request,I suggest the following form of loan order to approve the borrowing of funds to
pay costs of replacing the Town Hall chiller:
ORDERED: That the sum of$423,826 is appropriated to pay the costs of replacing the Town
Hall chiller,including all costs incidental and related thereto;that to meet this appropriation,the
Treasurer,with the approval of the Town Manager,is authorized to borrow said amount under
and pursuant to M.G.L. c.44, §7(1), or pursuant to any other enabling authority, and to issue
bonds or notes of the Town therefor; and that any premium received upon the sale of any bonds
or notes approved by this order,less any such premium applied to the payment of the costs of
issuance of such bonds or notes,may be applied to the payment of costs approved by this order in
accordance with M.G.L. c.44, §20,thereby reducing the amount authorized to be borrowed to pay
such costs by a like amount.
The order must be published at least five days prior to the holding of a public hearing with respect to the
order and its final passage and requires the affirmative vote of at least two-thirds of all members of the
Town Council,as in the case of any other loan order for bonds.
i
Please call me if there are any questions about the suggested proceedings.
Sincerely,
i
Jay Gonzalez
1
►ALBANY ► BOSTON ► CHICAGO ► HARTFORD ► MANCHESTER ► NEW YORK ► PROVIDENCE
61281806 vl
Hand, JoAnna
From: Driscoll, Michael
Sent: Wednesday, September 8, 2021 11:35 AM
To: Hand,JoAnna
Subject: FW:Town Council Funding request for the Town Hall Chiller Replacement project
Attachments: Watertown Town Hall Chiller Replacement - draft schedule.pdf
From: Edward Lewis [mailto:edward.lewis@watertown.kl2.ma.us]
Sent: Wednesday, September 08, 2021 11:25 AM
To: Driscoll, Michael <mdriscoll@watertown-ma.gov>
Subject:Town Council Funding request for the Town Hall Chiller Replacement project
Mr. Manager,
The chiller that provides air conditioning to the Town Hall has exceeded its useful life. Although it is still
operating it is requiring more and more maintenance/repair and the refrigerant type it uses is no longer
manufactured.
The engineering and design work for a replacement chiller system has been completed and purchasing has gone
out to bid.
The lowest acceptable bid for the project was $368,544. We are requesting a total of$423,826, which includes
15% contingency ($55,282) due to the complexity of the system and the challenges/unforeseeable obstacles of
working in an older, historic and occupied building.
This project had a placeholder in the FY'22 budget of$495K.
From Purchasing:
Accessible via the link below please find the Bid Tab Results and Bid Form of the Lowest Apparent Bidder.
LINK: Town Hall Chiller • GC Bid Results
From Gienapp - draft project schedule attached.
Thank you,
Edward Lewis, CEM
Energy/Project Manager/Interim Director of Public Buildings
Department of Public Buildings
Town of Watertown, MA
(Office) 617-924-0421
(Cell) 617-869-9709
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20 Conant Street I 978.750.9062
Danvers,MA 01923 gienapparchitects.com
Memo
Date: July 611 2021
To: Ed Lewis,Town of Watertown
From: Nick Bottari, Gienapp Architects
Project: Watertown Town Hall Chiller Proj #: 614.8
The following is a draft schedule for the Watertown Chiller Project. The dates shown in this
schedule are suggested deadlines/milestones and should be adjusted as needed.
No. Item Date Duration
................._...............................................................................................................----------.............................---.................------.........---------..............................................................
1. CONSTRUCTION DOCUMENTS:
....._....__.._......--.......--.............................................................-................__-......_..-.............-�--------. .......------•----------------.-__... ._
1.1 Send Bid Docs.to Town for Review July. 12 -161n 2021
..................-.........................................................................-........-..........................................................................:...................._........................................................................
..
1.2 Incorporate Town Comments July. 19th-231d 2021
..................-.................................._..--..........................--................__................-.....................-....................._.............-........_..............................-.......................................... 1` 1
2.- - BIDDING. �1
- -- ........................_.._..................- _.......... - _........_........................ ---- -.........---................._...._.._
2.1. Send Ad to Newspaper July 15th 2021 G I E N A P P
.................._...................................................................••--••---•------------------......------......._......................------------.....--- ............----------.........2.2. Submit to Central Register July 22nd 2021 ARCHITECTS
.....................................--------......................... Begin Here.Finish Well.
2.3. Available to Bidders(Central Register) July 281,2021
2.4. Pre-Bid Walkthrough Aug. 5th 2021 Thurs. 10:00 am
•.................-...--------------------------..........---.....................................------....------------......._..__...........................---------------------------------------.............................----...-----•------------------........_.
2.5. Deadline for Bidder Questions Aug. 12th 2021 11:00 am
...-•------------•-................................................................................................................•-----------------------........---................................_.............----------------.....------.................................
2.6. Filed Sub-Bid Deadline Aug. 17th 2021 11:00 am
.......---....------.........-.................................................•-------------------.................................--•------------------------......................................_.............-----------------------------------------........_.........
2.7. General Bid Deadline Aug.26th 2021 11:00 am
..................-..........................................................................-.-.........................................-.........................................................-.....................................-.........................
..........
2.8. Bidder Review Complete Sept.2"d 2021
•.................------------------•----._..............--•-----..-...------------------........._......................-•-------------------------...-------•--................................._........-•--•-------------------------.................................
2.9. Town Council Meeting Sept. 14th 2021
..................-..---------......-----------.....................---------•--.....------..........................................---...-----...------.....------------------fh .
---..............._............................-----------------------...................... i
2.10. Town Council Meeting Sept. 28 2021
3. CONSTRUCTION
..................-.......................................................................................-............-.......................-.........._.._...._....-_�--............--....----..........................-......................-.._........
3.1. Contract Award Letter Sept.29 2021
.................._....................................................................................................................................................................................-.............................................-.........._............
3.2. Contract Signed Oct. 13th 2021
..................-...................................................................................................-..................._..........................................................-........-.............................................................-•
3.2. Procurement Begins Oct. 15th 2021
------------------_.....-----------------------------....---------.......................................-----........................_....................---------------------------------------------..._...............................................----..................
3.3. Shop Drawings Nov. 1st2021
..................-.................................................................................................................-................................................................_...................................................................
.......
3.4. Shop Drawing Review/Approval Nov. 15th 2021
..........................................................----......------------------------------------......................-•-•--•--------------..................................................._..........---•-------------.....------------..............................
3.5. On-Site Construction Begins Jan.241h 2022
Town of Watertown, Watertown Town Hall Chiller, July 6, 2021
3.5. HVAC Lead Time Jan 24'h-Feb 21st 10-14 weeks
................................................................................_...................................-...............................................................................-..........................................................................
3.6. Substantial Completion Mar.2111—Apr. 18th 8 weeks
..................-..................................................................................................................................................................................--..........................................................................
3.7. Final Completion Apr. 4tn—May 2111 2 weeks
End memo
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TOWN OF
1630 WATERTOWN
• Office of the Town Manager
Administration Building
149 Main Street
Watertown,MA 02472
Phone; 617-972-6465
Michael J.Driscoll www.watertown-ma.gov
Town Manager townmgr@watertown-ma.gov
To: Honorable Town Council
From: Michael J. Driscoll, Town Manager
Date: September 23, 2021
RE: Additional Information—Proposed Loan Order
Enclosed please find projected financing of the Proposed Loan Order totaling $423,826 to pay the
costs of replacing the Town Hall chiller.
I believe the project is consistent with one of the Town's priorities of not deferring maintenance
and/or recognition of costs of Capital Equipment, Facilities and Infrastructure to future years.
Thank you for your consideration in this matter.
cc: Edward Lewis, Energy/Project Manager, Interim Director of Public Buildings
Steven Magoon, Director of Community Development and Planning/Assistant Town Manager
Thomas J. Tracy, Town Auditor/Assistant Town Manager for Finance
Melissa A. Morrissey, Town Treasurer/Collector
Raeleen F. Bandini, Purchasing Agent
Mark R. Reich, Esquire, KP Law
COST ANALYSIS OF BORROWING
$423,826 TOWN HALL CHILLER
PRINCIPAL INTEREST TOTAL
YEAR FY PAYMENTS PAYMENTS PAYMENTS
1 2023 $ 42,382.60 $ 19,072.17 $ 61,454.77
2 2024 $ 42,382.60 $ 17,164.95 $ 59,547.55
3 2025 $ 42,382,60 $ 15,257.74 $ 57,640.34
4 2026 $ 42,382.60 $ 13,350.52 $ 55,733.12
5 2027 $ 42,382.60 $ 11,443.30 $ 53,825.90
6 2028 $ 42,382.60 $ 9,536.09 $ 51,918.69
7 2029 $ 42,382.60 $ 7,628.87 $ 50,011.47
8 2030 $ 42,382.60 $ 5,721.65 $ 48,104.25
9 2031 $ 42,382.60 $ 3,814.43 $ 46,197.03
10 2032 $ 42,382.60 $ 1,907.22 $ 44,289.82
$ 423,826.00 $ 104,896.94 $ 528,722.94
INTEREST IS ESTIMATED AT 4.5%, SUBJECT TO CHANGE
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