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4.05 4.5 SERVICESThazen Engineers-Gurney Lane Pool Improvements—5-21-18 RESOLUTION AUTHORIZING ENGAGEMENT OF THE CHAZEN COMPANIES FOR PROVISION OF DESIGN AND ENGINEERING SERVICES RELATED TO GURNEY LANE POOL REPAIR/IMPROVEMENT PROJECT AND AUTHORIZING ADVERTISEMENT FOR BIDS RESOLUTION NO.: ,2018 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, by Resolution No.: 161,2018, the Queensbury Town Board authorized certain withdrawals and expenditures for specific Town Recreation Department capital improvements and maintenance projects including repairs/improvements to the Gurney Lane Pool(Project), and WHEREAS, the Town's Parks and Recreation Director (Director) and Recreation Commission have recommended that the Town Board authorize engagement of The Chazen Companies (Chazen) for provision of design and engineering services related to the Project generally described as follows: 1. Removal of the current,painted surfaces by method of sandblasting; 2. Repair any weak concrete sections and provide a purge coat to give finished surface; 3. Recoat pool along with any New York State Department of Health (DOH) required safety markings and lane dividers; and 4. Other improvements/requirements deemed necessary to be compliant with DOH for public swimming facilities; and WHEREAS, Chazen has offered to provide the needed engineering services for an amount not to exceed $18,400 as delineated in Chazen's Proposal dated December 5, 2017 and Revised- March 22, 2018 presented at this meeting, and WHEREAS, General Municipal Law §103 requires that the Town advertise for bids and award the bid to the lowest responsible bidder meeting New York State statutory requirements and the requirements set forth in the Town's bid documents and specifications, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby authorizes and directs engagement of The Chazen Companies for provision of design and engineering services related to needed repairs/improvements to the Gurney Lane Pool (Project) for an amount not to exceed $18,400 as delineated in Chazen's December 5, 2017 and Revised- March 22, 2018 Proposal presented at this meeting, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs that payment of up to $18,400 shall be paid to Chazen as currently budgeted from 157-7110-2899 Capital Construction, and BE IT FURTHER, RESOLVED, that the Town Board hereby finds that the withdrawal and expenditure for the design and engineering services needed for the Project is an expenditure related to a specific capital project and items of equipment for which the reserve account was established, and 2 BE IT FURTHER, RESOLVED, that the Queensbury Town Board hereby authorizes and directs the Town Purchasing Agent to publish an advertisement for bids for the specific capital improvements and certain items of equipment related to the Project as delineated in the preambles of this Resolution, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Purchasing Agent to open all bids, read them aloud and record the bids as is customarily done and present the results to the Town Board, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, Parks & Recreation Director, Budget Officer and/or Purchasing Agent to take all actions necessary to effectuate the terms of this Resolution. Duly adopted this 21St day of May, 2018,by the following vote: AYES NOES ABSENT: 3 THE Ghan, North Country Office 375 Bay Road,Queensbury, NY 12804 P:(518)812-0513 F: (518)812-2205 COM PAN I ES www.chazencompanies.com Proud to be Employee Owned North Country Office (518)273-0055 Engineers Land Surveyors Hudson Valley Office (845)454-3980 Planners Environmental Professionals Landscape Architects - December 5,2017 Revised:March 22,2018 Mr.Steven Lovering Director Town of Queensbury Parks&Recreation 742 Bay Road Queensbury, NY 12804 Delivered via email only(SteveL@queensbury.net) Re:Proposal for Professional Services—Pool Recoating Town of Queensbury, Warren County, New York Chazen Proposal#PM17-103 Dear Director Lovering: The Chazen Companies (Chazen)thank you for the opportunity to present this proposal for professional services pertaining to recoating the Gurney Lane Pool. We understand from discussions with the Town that the current coating system requires significant maintenance and the Town wishes to recoat the pool with a longer lasting coating. Based on the proposed cost to recoat the pool, the Town would like our office to prepare bid documents for the project, as well as provide construction phase services for the same.As such,we have prepared the following scope of services for your review: Scope of Services The following represents the tasks that you have requested, and that we believe are necessary to accomplish your desired objectives. Please refer to Schedule and Fee Summary table near the end of this proposal for the costs and time schedules associated with each task. Task 01—Contract Documents Chazen will prepare Contract Bid Documents for the project that are suitable for public bidding in accordance with Town of Queensbury and New York State DOH Standards. The Contract documents are anticipated to include: • A record drawing of the pool from the Town that has been modified to outline the work to be performed on the pool's surfaces, including lane markings, Parks& Recreation logo,etc.will also be noted on the drawings. Please note that the lane markings and logo will be replaced in the same location as they currently exist. • It is assumed that the concrete is sound and that no concrete patching will be required following sandblasting.As noted in Task 05 below,Chazen will notify the Town if conditions following sand blasting indicate concrete deficiencies. Chazen Engineering,Land Surveying&Landscape Architecture Co.,D.P.C. Chazen Environmental Services,Inc. The Chazen Companies,Inc. Director Lovering December 5,2017 Revised:March 22,2018 Page 2 • A project manual that includes contract specifications. Details regarding contract specifications are depicted below: The Contract Specifications will include contractual/administrative requirements and technical specifications supporting the Contract Drawing. Chazen's standard boiler plate documents, including bidding documents, construction contract, general conditions and general requirements will be included. It is assumed that the coating manufacturer will provide all of the technical specifications.This proposal assumes the Town will use the Tnemec Concrete Swimming Pool Coating System Supplement for Series 66HS Hi-Build Epoxoline and 161HS Tneme-Fascure. The Contract Specifications will be prepared for letting one contract, which will include all work anticipated to be completed by a contractor. It is anticipated that the construction contract will be let as one unit price or lump sum contract. Chazen will use Town of Queensbury standard documents, where suitable. Chazen will include current prevailing wage rate requirements as provided by the Department of Labor. Chazen will provide the Town (and the Town Attorney)with a draft of the bid documents for review. Upon receipt of comments, we will then prepare final documents for distribution and bidding. The Gurney Lane Pool work that our office performed with the Town in 2013 included refinishing interior swimming pool surfaces. During the 2013 project the New York State Department of Health (DOH)advised that it is typical for the department to review specific manufacturer's specifications for all selected materials, finishes and appurtenances defined in Subpart 6-1 of the New York Stat Sanitary Code (SSC) prior to installation. The DOH also stated that if the DOH does not review and approve the finishes then the Town of Queensbury would bear the responsibility of ensuring all materials, finishes and appurtenances meet the requirement of the SSC.As such,Task 01 will include a coordinated review and approval of the contract documents with the DOH. Our office assumes one round of comments from DOH. In the event that more than one round of comments are received from DOH, Chazen will provide the Town with a revised scope and fee for the additional coordination and review with DOH. In accordance with Section 6-1.29 -4.1 of the NYS DOH Part 6, Subpart 6-1, "Swimming pools shall be constructed of materials which are inert, stable, nontoxic, watertight and enduring." Therefore, it is assumed that the existing material and coatings to be removed all comply with Section 4.1;so testing of the material to be removed is not part of this proposal. Deliverables-Chazen will provide three hard copies of the above and 10 copies on CD for distribution to prospective bidders. Task 02—Bidding and Contract Award Services Chazen will provide a bid advertisement for publication by the Town of Queensbury and will coordinate bid document distribution to the prospective bidders. Chazen will also file the bid documents with the plan clearinghouses, such as Eastern Contractors Association. Chazen assumes that the Town of Queensbury will coordinate and pay for the cost of the legal notice in the local newspaper to advertise and place the project out to bid. During the bid period, Chazen will respond to all queries from prospective bidders and prepare any necessary addenda to the Contract Documents in a timely manner. L•\Proposals\PN17\Municipal\pm17-103 town of queensbury-gurney lane pool recoating project\PM17.103-Town of Queensbury Gurney Lane Pool Recoating Project-revl.doat Director Lovering December 5,2017 Revised:March 22,2018 Page 3 Upon completion of the bid period, Chazen will attend the official bid opening. Chazen will review, tabulate,and evaluate the bids received..The Town of Queensbury will be informed of any informality in the bids, if the bids are unbalanced or non-responsive. A background check will be completed by Chazen to verify the qualifications of the lowest bidder. Chazen will provide the Town of Queensbury with a written recommendation for the award of each construction contract, along with the basis for this recommendation. Upon the Town's selection of the most responsive and responsible bidder for the project, Chazen will prepare the necessary Agreements, Notice of Award and Notice to Proceed for execution by the Town of Queensbury and the contractor. Chazen will assist the Town of Queensbury and their respective attorney in verifying the adequacy of the contractor's submitted agreements, bonds and insurances. Upon execution, Chazen will provide original copies of the executed construction contract to the Town of Queensbury and the selected contractor. Task 03—Protect Meetings,Coordination and Correspondence Under this task,Chazen will: • Coordinate with the Town as needed for the project; • Prepare necessary written correspondence for the project,and; • Prepare for and attend any meetings during both design and construction with the Town, regulatory agencies and the project contractor.Chazen will provide meeting minutes as deemed necessary and will transmit copies of the same as directed by the Town For this task, Chazen assumes that a total of 10 man-hours will be needed for this task. If additional effort is required under this task, Chazen will provide the Town with a revised scope and fee for the additional services. Task 04—Construction Administration Under this task,Chazen will provide the following construction administration services: • Arrange and conduct a pre-construction conference between the Town, Contractor,the Town's third party coating inspector,Chazen and other interested parties; • Review contractor's shop drawings and submittals for the material and equipment to be incorporated into the project for conformance with the Contract Documents; • Review and monitor the contractor's construction schedule for compliance with the stipulated contract times and report any deviations to the Town; • Review and coordinate remedial work for deficient concrete,if and as necessary. • Provide interpretation and clarifications of contract documents; • Review and certify contractor's monthly and final payment applications and submit to the Town for processing,and; • Review and process change orders and provide the Town with recommendations on the validity of the change orders; Z\Proposals\PN17\Municipal\pm17-103 town of queensbury-gurney lane pool recoating project\PM17-103-Town of Queensbury Gurney lane Pool Recoating Project-revl.doa Director Lovering December 5,2017 Revised:March 22,2018 Page 4 Deliverables — Chazen will provide contractor submittals, original copies of payment applications and recommendations of disbursement as well as other related construction phase documentation to the Town. Because it is difficult to know exactly how much effort is required to assist the Town in administering the Construction Contract for this project,we recommend that a budget of$4,500 is allocated to this task at this time. This work will be billed on a Time and Material Basis. If additional effort beyond the time • allocated to this task is required, Chazen will provide the Town with a revised scope and fee for the additional Construction Administration services. Task 05—Construction Observation Services Chazen will provide periodic construction observation services to observe the quality of work, verify general conformance with the Contract Documents and assist in the completion of a punch list for the project. Inspection reports will be prepared following each inspection and the Town and contractor will be notified of any noted deficiencies. It is understood that the Town will engage a third party, NACE certified coating inspector to inspect and certify the installation of the new coating at the pool. As such, Chazen will coordinate with the coating inspector during construction as needed to notify the contractor of any noted deficiencies/required remedial actions. Chazen recommends a budget of $1,500 for Chazen to perform construction observation at three project milestones: prior to sand blasting,after sand blasting,and after the final coat. In the event that construction continues beyond the estimated timeframes or additional construction observation is required, Chazen will provide the Town with a revised scope and fee for the additional Construction Observation services. Please note that Chazen does not monitor safety of the construction site and Chazen's presence on the site does not alter the contractor's obligation of being solely responsible for construction site safety. Task 06—Project Close-out Following construction of the project, Chazen will conduct a final on-site project review, issue a Certificate of Substantial Completion, provide construction certification for work completed in accordance with the approved plans and specifications, and provide a final document package including reports and other pertinent information to the Town. The final on-site project reviews will be limited to two (2) walk-throughs, one at substantial completion to develop an incomplete items list and a second at final completion to verify that the incomplete items have been addressed. At conclusion of construction,Chazen will provide relevant close out information to the Town. Proposed Schedule and Fee Summary Chazen proposes to bill each task as indicated in the following Fee and Time Schedule Summary. Invoices will be issued monthly for all services performed during that month, and are payable in Z\Proposals\PN17\Muntcipal\pm17-103 town of queensbury-gurney lane pool recoating project\PM17-103-Town of Queensbury Gurney lane Pool Recoating Project-revl.docx Director Lovering December 5,2017 Revised:March 22,2018 Page 5 accordance with the Client's procedures. Lump Sum tasks will be billed commensurately with the percentage of the task, which has been completed. Fees listed for Time and Materials tasks are estimates only. Chazen will make its best effort to complete each of these tasks within the estimated amounts; however it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. Chazen will not exceed any estimated fee amounts without written authorization from you. Reimbursable expenses will be tracked and billed directly to the appropriate task. Chazen's proposed project schedule is based on our understanding of the requested services. Fee Schedule Summary Tasks Fee Estimates Proposed Schedules Task Task Lump Sum Time and Projected No. Description Fee Bill Materials Start/End Dates(2) Estimate) 01 Contract Documents $7,500 ___ Start:Upon Authorization Complete:Week 4 02 Bidding and Contract $2,500 ___ Start:TBD Award Services Complete:TBD 03 Project Meetings, --- $1,400 Throughout duration of Project Coordination and Correspondence 04 Construction ___ $4,500 Start:TBD Administration Complete:TBD 05 Construction Observation ___ $1,500 Start:TBD Services Complete:TBD 06 Project-Closeout $750 ___ Start:TBD Complete:TBD RE Reimbursable Expenses --- $250 Start:TBD Complete:TBD Fee Totals $10,750 $7,650 Total Estimated Cost $18,400 Fees listed for Time and Materials tasks and Reimbursable Expenses are estimates only. Chazen will bill for actual hours and reimbursable expenses incurred,and will make its best effort to complete each of these tasks within the estimated amounts,although it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. We will not exceed any estimated fee amounts without written authorization from you. 2 Projected start and end dates are subject to change and are based on date from authorization to proceed.Because certain aspects of the project are outside of Chazen's control,Chazen cannot guarantee completion of the project within these proposed schedules. Z.-\Proposals\PN17\Munlcipal\pm17-103 town of queensbury-gurney lane pool recoating project\PM17-103-Town of Queensbury Gurney Lane Pool Recoating Project-revl.doa Director Lovering • December 5,2017 Revised:March 22,2018 Page 6 Closing and Agreement Please feel free to contact me at 518-824-1926 if you have any questions or require clarification of the proposed scope of services offered.We would be glad to meet with you to further discuss our approach if deemed appropriate. If you find this proposal acceptable, please execute the agreement for this work, attached. Sincerely, Sean M.Doty, P.E.,LEED AP,CPMSM Principal Director, Municipal Engineering Services End:Agreement Cc: Eric P.Johnson,P:E.,LEED AP,Director, Municipal Engineering(via email only) Joe Lanaro,P.E.,Principal,VP,Engineering Services(via email only) Z:\Proposals\PN17\Munlclpal\pm17-103 town of queensbury-gurney lane pool rerouting project\PM17-103-Town of Queensbury Gurney Lane Pool Recoating Project-revl.doa RESOLUTION AUTHORIZING CAPITAL PARK IMPROVEMENT PROJECTS, INCREASES IN PARK IMPROVEMENT PROJECTS AND WITHDRAWALS FROM CAPITAL RESERVE NOS. 61 AND 64 RESOLUTION NO.: 161,2018 INTRODUCED BY: Mr.Anthony Metivier WHO MOVED ITS ADOPTION SECONDED BY: Mrs. Catherine Atherden WHEREAS, the Queensbury Town Board previously established Capital Reserve Funds known as the Recreation Reserve No. 61 (Reserve No. 61) and Capital Reserve No. 64 (Reserve No. 64) for future capital projects, and WHEREAS, by Memoranda to the Town Board dated March 8th and April 1111', 2018, the Town's Recreation Commission requested funding approval for proposed specific capital improvements and certain maintenance projects at several of the Town Parks (Projects), and WHEREAS, the Town Board wishes to authorize such Projects and the withdrawal and expenditure of moneys from Reserve Nos. 61 and 64 in the total estimated amount of$502,500 as follows: Park Location Capital Project Cost Est. Project No. Funding Source Gurney Lane Rec Area 157 $146,000 Reserve No. 64 138 $14,000-Transfer From Cap. Project No. 190 Jenkinsville Park $270,000 $2,500—Transfer From Cap. Proj. No. 169 $15,000—Reserve No. 61 $238,500—Reserve No. 64 Hovey Pond Park 146 $ 98,000 Reserve No. 64 Hudson River Park 107 $ 5,000 Reserve No. 61 TOTAL PROJECT $519,000 ESTIMATES and WHEREAS, in accordance with New York State General Municipal Law §6(c), the Town Board is authorized to withdraw and expend funds from Reserve Nos 61 and 64 subject to permissive referendum, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby finds that the withdrawal and expenditure for the specific capital improvements and certain maintenance projects (Projects) as delineated in the preambles of this Resolution are expenditures for specific capital projects and certain maintenance projects for which the Reserve Accounts were established and therefore authorizes and expenditures in the total estimated amount of$502,500 ($20,000 from Reserve No. 61 and$482,500 from Reserve No. 64), as follows: Park Location Capital Project Cost Est. Project No. Funding Source Gurney Lane Rec Area 157 $146,000 Reserve No. 64 138 $14,000-Transfer From Cap. Project No. 190 Jenkinsville Park $270,000 $2,500—Transfer From Cap. Proj. No. 169 $15,000—Reserve No. 61 $238,500—Reserve No. 64 Hovey Pond Park 146 $ 98,000 Reserve No. 64 Hudson River Park 107 $ 5,000 Reserve No. 61 TOTAL PROJECT $519,000 ESTIMATES as set forth in the March 8th and April 11th 2018 Memoranda presented at this meeting, and BE IT FURTHER, 2 RESOLVED, that to provide additional Project funding, transfers in the amount of$16,500 from current Capital Projects, with unused account balances, shall be added as follows: 1. $14,000 transfer from Capital Project Account No. 190; and 2. $2,500 transfer from Capital Project Account No. 169, and BE IT FURTHER, RESOLVED,that the Town Board hereby authorizes: 1. a transfer from Reserve No.: 61 in the amount of$20,000; 2. a transfer from Reserve No.: 64 in the amount of$482,500; and 3. a transfer from Capital Project Accounts Nos. 190 and 169 in the total amount of $16,500 as specified above; to fund such Projects, such respective fund amounts to be placed into the respective Park Improvement Project Funds, reopening them as may be necessary, and the Town Board further directs that in the event there are funds remaining in such Funds after completion of the Project(s) or in the event that the Project(s) are not undertaken, the moneys in such Funds shall be returned to the Reserve(s), and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Board Officer to increase appropriations and estimated revenues, amend the Budget and take all actions as may be necessary to fund such Projects as authorized, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, 3 Parks & Recreation Director and/or Town Budget Officer to take all actions necessary to effectuate the terms of this Resolution,and BE IT FURTHER, RESOLVED, that this Resolution is subject to a permissive referendum in accordance with the provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town Clerk to publish and post such notices and take such other actions as may be required by law. Duly adopted this 16th day of April,2018 by the following vote: AYES : Mrs. Switzer,Mr. Strough, Mr. Metivier, Mrs. Atherden, Mr. Ferone NOES : None ABSENT : None 4