HomeMy Public PortalAboutr 09:234
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No. m-?% Novmt.er 23 2ffJ)
Date of Adoption '
AUTHORIZING A PRm'ESSlONAL SERVICES CONTRACT FOR
ARCHITECTURAL SERVICES WITH POTTER ARCillTECTS-
BIDDING & CONSTRUCTION ADMINISTRATION SERVICES
CARTERET HEALTH Al'lD WELLNESS CENTER
\VHEREAS, the Borough of Carteret is in need of specialized architectural services in
connection with the Architectural Bidding Phase and Construction Administration Phase
services for the Carteret Health and Wellness Center; and
\VHEREAS, Potter Architects, 410 Colonial Avenue, Union, New Jersey 07083,
possesses the requisite experience and expertise to provide said services; and
\VHEREAS, Potter Architects has submitted a proposal to provide said services at a total
cost not to exceed $150,000.00; and
\VHEREAS, the Mayor and Council have reviewed said proposal; and
\VHEREAS, the Chief Financial Officer certifies that funds are or will be available for
said purpose.
NO'V, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Borough
ofCarteret, County of Middlesex, State of New Jersey, as follows:
1. The proposal of Potter Architects for specialized architectural services
in cOffileetion with the Architectural Bidding Phase and Construction
Administration Phase services for the Carteret Health and Wellness
Center at a total cost not to exceed $150,000.00 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 NJ.S.A. 40A: II ~5(l)(a) in accordance with the Borough's
Fair and Open Process as authorized by law.
Adopted this 23rd day of November, 2009
and certified as a true copy oftlle
original on November 24, 2009.
KATHLEEN M. BARl'lEY, MMC
Municipal Clerk
RECORD OF COUNCIL VOTE
COUNCILMAN YES N"O NY A.B. COUNCILMAN YES N"O
NY A.n.
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mT()\T " y
DIAZ v STIl\RZ y
x - Indic<lteVote An-Absent NV - Not Voting XOR - rndic<ltes Vote to Overrule Veto
Adopted at a meellng of the ~funklpal Council r 23, 2('J'f)
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Potter Architects
Architecture and Planning L.L.c.
410 Colonial Avenue Union, NJ 07083-7347
MHIBERor
^"'IERICAN INSTlTUTE or ARCHITECTS
l-iEWARK M'D Sl/BUlUIAN CHAPTER
NATIONAL caUlleu. Of ARCllfnCTUR.\LREG. BOARDS
RO.C.A. mURNATIONAL
REG.NJ.NY,PA,CT
Registered Architects
Licensed Professional Planners
Established 1932
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September 25, 2009
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Mr, John DuPont, P~ \
Carterct Borough Engu!~l)r\ ,
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Attn:
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BOROUGH OF CI\ -
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OFFICE OF THE
MI\YOR
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Re: Bidding and Construction Administration Scrvices
CarteretHealth and Welllless Center
Deal' John:
Thank you for contacting us with regard to the aboye-referenced projcct. As requested,
listed below is our proposal fOl' Architectural Bidding Phase ami Construction
Administration Phase services. Our services will be proyided jointly to both thc Owner
(Borough of Carteret) and the Dewloper (Matzel Development AKA Cooke Avenuc
Deyelopers). Tbese services will also incorporate specialty consnltants hired by the
Architect, including Mechanical, ElectricallFit'e Alarm, PlumbinglFire Protcction, and
Structural Enginecrs. This proposal is based upon services that have been I'equested by the
Borough of Carteret.
1 PROFESSIONAL SERVICES:
A. The ARCHITECT will provide BIDDING PHASE SERVICES as follows:
1) Proyide contractor references for each trade and/or component of the WOl'i<.
2) Reyiew and sign off on contractor bid lists, comprised of Architect,
Dcvcloper, and Borough recommendations.
3) Attend Pre-Bid Meetings.
4) Issue Addenda if required.
5) Communicate '\'lith Bidders as required.
6) Bid Eyaluation and Analysis of Alternates. ')
7) Cheek submitted references for the appareut low bidder. \ C'). (j!
8) Make recommendation on Contract Award, 1\ 1-
9) Review and sigu off on contractor selection forills. {\ n I i
10) The following is a list of trades that we will perform tbesc services for: 'fIr 1'1\
potter@potterarchitects.com
(908) 686-2547
Fax (908) 686-8430
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Continued".
Mr. John DuPont
September 25, 2009
Page Two
a. ARCHITECTURAL CASEWORK
b. ASBESTOS ABATEMENT
e. ATHLETIC EQUIPMENT
d. CARPENTRY
e. COMMISSIONING (SIMILAR TO LEED)
f. CONCRETE/MASONRY
g. DATA & VOICE COMMUNICATIONS
h. DEMOLITION
i. DOORS & HARDWARE
j. ELECTRICAL
(<. ELEVATOR
I. EXTERMINATION
m. FIRE DETECTION & ALARM
n. FIRE SUPPRESSION
o. FITNESS EQUIPMEl\'T
p. FLOORING - GYM, ATHLETIC
q, FLOORING - TILE, CARPET
r. FOOD SERVICE EQUIPMENT
s. FURNISHINGS & ACCESSORIES
t. GEOTECHNICAL and TESTING SERVICES
u. GLASS & GLAZING
y. HVAC
w. INFORMATION SPECIALTIES
x. METAL RAILINGS
y, PAINTING & WALLCOVERINGS
z, PLUMBING
aa. ROOFING
bb. SITE WORK
ce. STRUCTURAL STEEL
dd. SWIMMING POOLS
ee, TANK REMOVALS
fl. TEMPORARY CONSTRUCTION
gg, TOILET PARTITIONS & ACe.
hh. UTILITY SERVICES
ii. WATERPROOFING
B. The ARCHITECT will provide CONSTRUCTION ADMINISTRATION
SERVICES as follows:
1) Review and sign off on Form of Contract for each contractor. Assist Owner
and Devcloper in obtaining all nccessary start-up documentation, permits,
etc. as required.
2) Provide construction observation on a WEEKLY basis, as necessitated by
progress of tire work. Bring various specialty consultants Interact with the
various contractors and act as Owner's liaison for
Owner/Developer/Contractor communications.
Continued,..
potter@potteral'chitects.com (908) 686-2547 Fax (908) 686-8430
Mr. John DuPont
September 25, 2009
Page Three
4) Provide periodic on site duties that include the following: field observation
to monitor the work in progress; assist contractors to expedite their work;
field monitor for quality control; obscrve conformance to the contract
documents; and review of project schedules.
5) Provide personnel and expertise required for the administration of contracts,
negotiation of change orders, and resolution of disputes and delays.
6) Review and sign off on monthly requisition and payment processes.
7) Provide additional construction information and clarifications; respond to
RFI's.
8) Continue evaluation of progress, determine effects on project schedule, and
advise Owner monthly of the status of the acceptcd schcdule. Assist the
contractor in complying with thc acccpted schedule.
9) Attend WEEKLY scheduled job meetings involving the project team; review
ummal'ies of meetings for accuracy and content.
10) Assist in evaluating contractor methods to control dust, noise, lighting, odor,
etc., as needed.
11) Assist Contractors in avoiding and resolving jUl'isdictional disputes when
and if they occur.
12) Review and process contractor's product submittals. Expedite the submission
of all submittals and shop drawings to be reviewed for conformance with the
contract documents; maiutain accurate-recoI'ds of shop drawings and
submittals. Keep Owner apprised of all submittals reviews and status.
13) Review and process contractor's requests for payment. Review requests for
payment from contractors and suppliers against previously established
payment schedule.
14) Review and process any necessary change orders fOl' owners' credits I
additional work I unforeseen conditions encountered during construction.
Provide value engineering suggestious and reviews. Establish, maintain, and
keep records in a form readily usable by the project team.
15) Issue Certificate of Substantial Completion and prepare project Punch List.
Punch lists to include Arcbitectural, Structural, Mechanical/HV AC,
Electrical, Plumbing, Fire Protection.
Continued...
potter@potterarchitects.com (908) 686-2547 Fax (908) 686-8430
Mr. John DuPont
Septemher 25, 2009
Page Four
16) Recommend to the Owner wheD final inspection(s) and punch Iist(s) should
be made, conduct final inspeetion(s) with the project team and others as
required.
17) Verify completion of Punch List (Final Completion) and assist Owner in
obtaining all necessary honds, guarantees and close-out documentation.
Assist contractor in completing all punch list items in a timely manner.
18) Maintain file of original project documents, record drawings, shop drawings,
photographs, etc.
19) Authorize final payment to Contractors.
20) Verify completion of Punch List (Final Completion) and assist Owner in
obtaining guarantees and close-out documentation.
C. We are assuming the DEVELOPER will be responsible fOl' the following Bidding and
Consfl1lction Phase Services:
1) Solicit Bids, prepare all general conditions, conIract requirements and bid forms,
bidding coordiuation, aud establish scope of work of multiple prime coutracts in all
documeuts and trades.
2) Make recommendations, iu conjunction with the Architect, for all trades.
3) Prepare, eoordiuate, aud award construction contracts for all trades.
4) Establish, maintain, and use a cost-control system for all construction on a tmde bJ'
trade basis; distribute and keep records in a form readily usable by the project
team,
5) Assist in preparing and maintaining a current master record copy of dmwings
showing all changes to the contract drawings.
6) Provide a detailed master schedule of all trades.
7) Suggest value cngineering of building components where appropriate.
8) Provide detailed cost estimating, including labor and materials fOl' each component.
9) Specify job site safety program requirements that comply with applicable, safety
requirements.
Continued..,
potter@potterarchitects.com (908) 686-2547 Fax (908) 686-8430
Mr. John DuPont
Septemher 25, 2009
Page Five
10) Provide daily, full-time, on site staff to perform duties that include the following:
observe and assist contractors to expedite their work,; maintain quality control and
conformance to the contract documents, provide full-time project management and
field monitoring.
11) Provide all necessary office personnel and expertise required for tbe administration
of contracts, negotiation of change ordcrs, and I'csolution of disputes and delays.
12) Expedite the submission of all submittals and sbop drawings to be rcviewed for
conformance witb the contract documents; maintain accurate-records of sbop
drawings and submittals.
13) Interacting with tbe Arcbitect and Owner, lead the construction activity, including
fielding an observation team to monitorlcontrol the work in progress, coordinate
activities, schedules, and work of multiple prime contractors, operate all monthl)'
requisition and payment processes and keep accounts, bandle inquiries, keep
records, repOl'! on schedule progrcss, estimate completion costs.
14) Assist in coordination of activities of the utility companies and the regulatOlT
agencies.
15) Oversee the testing services and otber services retaine!1 for the project.
16) Continue evaluation of progress, determine effects on project master schedule, and
take appropriate action to adjust tbe work as required to maintain the accepted
schedule.
17) Conduct weeldy and specially schednled job meetings involving the project team;
keep and distribute accurate summaIies of meetings.
18) Maintain a daily log of all significant events, visitors and occurrences at the job site,
maintain file of rccord drawings, photographs, etc.
19) Establish and maintain good relations with the surrounding community aud
implement reasonable methods to control dust, noise, lighting, odor, etc., as
requircd.
20) Review .'equests for payment from contractors and suppliers against previously
established contracts and invoices; provide overall project invoicing for Architect
and Owner approval,
21) Control COlltraetors to avoid jurisdictional disputes when and if they occur.
22) Maintain a cnrrent master record copy of drawings showing all changes to the
contract drawings.
23) Collect alld organize for delivery to the Owner all operatillg manllals, equipment
lists, and maintenance manuals required by the contract documents.
Continued.. .
potter@potterarehitects.com (908) 686-2547 Fax (908) 686-8430
Mr, John DuPout
September 25, 2009
Page Six
24) Recommend to the Owner when final inspections and pnnch lists should be made,
conduct final inspections with the project team and otbers as required, ensure that
all punch list items are completed in a timely manner,
25) Assist the Owner's personnel in assnming opemtion of all systems, including
scheduling of instructional scssions by the contractor as required in contmct
documcnts.
26) Deliver to the Owner and admiuister all project records, documents, as-builts,
warmnties, guarantees, and other items pel'tinent to the project.
27) Collect and organize for delivcry to thc Owner all opemting manuals, equipment
lists, and maintenance manuals required by the contmct documents.
28) Administer Final Completion and hand over process,
29) Assist the Owner in exercising guamntees and warmnties.
II. FEE FOR PROFESSIONAL SERVICES - BIDDING AND CONSTRUCTION
ADMINISTRATION SERVICES
A. Architectural
Commencement: July 1, 2009
Completion: June 30, 2010
Number of weeks: 52
Man hours pel' week:
Project Manager 8 @ $165
Project Architect 8 @$110
Clerical 8 (ii), $65
Total weekly Architectul'3l rate
Weekly rate @52 weeks
$1320
$880
$520
$2720
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$141,440
B. Mechanical, Electl'ical, Plumbing, and Fit'e Protection
Lump sum fee
$25,700
C. Structural
Lump sum fee
$14,000
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D. Total Bidding and Construction Administration fee:
Continued....
potter@potterarchitects.com (908) 686-2547 Fax (908) 686-8430
, MI', John DuPont
Septemhel' 25, 2009
Page Seven
III. ADDITIONAL INFORMATION
Invoicing will be done on a monthly basis, over a twelve montb period. Pl'ojectl'cpl'esentatiou beyond
this time period will result in additional compensation at hourly rates listed.
Legal review of bid documents and legal, accounting, and insurance counseling services as may be
nccessal')' during the project shall be provided by the owner.
DUl'iug construction, any chauges in tbe scopc of work, requested by the ConIl'actol'(s), Owner 01'
Buildiug Depal'tmeut shall be billcd at hourly rates.
Potter Al'cbitects shall have the right to fumish and display a temporary sign at thc johsiIe dlll'ing
the constmction time period. The A.'chitect may utilize project dl'awiugs/photographs for
promotional use.
The Architect shall uot havc control ovcr 01' charge of and shall not be .'espousible for construction
means, methods, techniques, sequences, or procedures, or for safety precautions and programs in
eonneetion with the Work, since thcse are solcly the Dcvelopel's and ConIl'actor's responsibility
under the Contract for Construction. The Al'chilcct shall not be responsible for the Contl'3cIol"s
schedules 01' failnl'e to cany out Ihe Work in accordancc with the Contract Documcnts. The
Architect shall not have control over or charge of acts or omissions of the Contractor,
Subcontractors, or their employees, or of any other persons performing any of the work
The Archilect, as a representative of thc Owner, shall visit Ihe site at intervals as outlined in this
proposal, to become gencrally familial' wilh and to keep the Owner informed about the progress and
qnali!)' of the Work completed, to endeavor to guard the Owner against defects and deficiencies in
the Work, and to detcrmine in general if thc Work is being performed in a manner indicating that
the Work, whcn fully completed, will be in accordance with the Contract Documents. However, the
Archilect shall not be rcquired to make exhaustive 01' continuous on-site inspcctions to check the
quality 01' quauti!)' of thc Work.
The Archilect and his cnnsultants shall have no responsibility for the discovery, presence, handling,
removal, or disposal of, or exposure of persons to hazardous materials in aoS form at the Project site,
including but not limited to asbestos, asbcstos products, PCB, 01' oIher toxic substances.
IV. HOURLY RATE SCHEDULE:
$ 185.00/hour
$ 165.00/hour
$ 11 O.OO/hour
$ 95.00/hour
$ 85,OO/hour
$ 65.00/hour
Architect, Registered - Principal in Charge
Architect, Registered - Project Manager
Architect, Registered - Project Architect
Drafting, Technical Levell!
Drafting, Technical Levell
Clerical
Contiuued.. ..
potter@potterarchitects.com (908) 686-2547 Fax (908) 686-8430
MI', John DuPout
September 25, 2009
Page Eight
V. A.LA. OWNER/ARCHITECT CONTRACT
We will forward a completed AIA-B141 contract for your signature upon acceptance of
this proposal. Your signature below serves as notice fot, us to proceed, as well as prepare
and forward AIA contracts.
Thank you for the opportunity to be of sen'ice to the Borough of Carteret. Should you wish
to discuss this proposal, please do not hesitate to contact me.
V cry trul~~J'ours,
POTTER hRCHlTECTS
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ACCEPTED:
Name
Title
Date
potter@potterarchitects.com (908) 686-2547 Fax (908) 686.8430
~nrnuB~ nf ([cn1er,ef
MIDDLESEX COUNTY
~.frr :JJer5elf
OFFICE OF
'l'HLEEN M, BARNEY. RMC/C~1C
,HUNICIPAL CLERK
D ate: Novmt.er 23, 2ffJ)
TO: Patrick DeBlasio,
Treasurer
Borough of Carteret
REQUEST FOR CERTIFICATION OF AVAILABLE FUNDS:
For: 8IJill)RIZIN:; A PIDFESSIGW.. SERVICES CD\llRI\cr FUR AIDITIERlAI.. SERVICES ImH
FOITER AIDlITl'US- BIIDIN:; & CXNSIR!XTICN MMlNISIlW1CN ~l<l(\IICl'S "~' HI'Al.TI1 &
1..EIlNESS CENIER"
Name of Account: FeS# m-.;z 3t/
AMOUNT TO BE ENCUMBERED: 'IOD\l cmr NJr 'ill EXCEED $J5J,cm,oo
----------------------------------------------------------------
CERTIFICATION OF. AVAILABILITY OF FUNDS
I, Treasurer of the Borough of Cnrteret, do hereby 'cert~fy that
there are sufficient funds available in the current b~dget to
enable the Municipal Council to authorize the entering into a
Contract between the Borough of Carteret'and:
fl'rTl::R AiR,c.?/J /'fC:c'TS
The funds available ,tor this contract are in the Budget, in the
account of:
c- ot( (')8- /0 3-:J.o {
in the amount of: '4/ QQ. 000, 00,
,
By this certification, I have hereby encumbered the above named
account for the amount of the contract B nding Council action.
~~
Patrie DeBlasio,
Treasurer
DATE:
II/)-J/,,"
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 ill time(s), once in each issue as follows:
December 4. 2009
\~~,.t~ . 0 &~~~
Notary Public of New Jersey
LINDA A RIVERA
NOTARY PUBLIC OF NEW JERSEY
MY COMMISSION EXPIRES MAY 2, 2011
Sworn and subscribed before
me this! 'S'J/, day of U..J\. ~<'.'rrvt<'~l
CD 7;
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/ Kathleen M. Barney, MMC V
Municipal Clerk
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BOROUGH OF CARTERET
20 COOKE A VENUE
CARTERET, NEW JERSEY 07008
THIS AGREEMENT:,l11ade this 23rd of November 2009
By and between: Potter Architects
410 Colonial Avenue
Union, NJ 07083
And the Boroue:h of Carteret a municipal Corporation having its Principal Office at the
Borough Hall, 61 Cooke Avenue, Cmteret, New Jersey.
As per Resolution Number 09-234.
THE CONTRACTOR does hereby agree to perform the following:
PROFESSIONAL SERVICE CONTRACT FOR SPECIALZIED ARCHITECTURAL
SERVICE RELATED TO BIDDING PHASE AND CONSTRUCTION
ADMINISTRATION PHASE SERVICE FOR THE CARTERET HEALTH AND
WELLNESS CENTER.
NOT TO EXCEED $150,000,00
According to the terms set forth in the Resolution.
THE BOROUGH does hereby agree to pay the Contractor the sum set forth in
Resolution,
,
IN WITNESS WHEREOF, the parties hereto have hereunder set their hands and seals or
caused these presents to be signed by their proper corporate officers and their corporate
seals to be hereto affixed, the day and year written above.
WITNESSETH BY:
For the Corporation:
BOROUGH m:. CARTERET
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thleen M. Bmney, U
Municipal Clerk