december 11 2012 complete agenda

7/30/2019 December 11 2012 Complete Agenda

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AGENDA

MAYOR AND CITY COUNCIL WORK SESSION

TUESDAY, DECEMBER 11, 2012 11:30 A.M.

Closed Session Tuesday, December 11, 2012 11:30 a.m.- 1:00 p.m. Legal, Real Estateand Personnel Matters

1. Report on Closed Session Tuesday, December 11, 2012 11:30 a.m. Legal, Real Estateand Personnel Matters

2. Retirement Recognition for Deputy Fire Marshal Jack Hastings3. Request Approval for Final Design & Construction Documents for Fire Station 4

Presented by: Terence McGean, City Engineer

4. Request Permission to Solicit Proposals for Design of Fire Headquarters Renovations andAdditionsPresented by: Terence McGean, City Engineer


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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, DECEMBER 11, 2012

1 Report on Closed Session - Tuesday, December 11, 2012

11:30 a.m. 1:00 p.m. Legal, Real Estate and Personnel

Matters


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NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of MarylandPURPOSES:

X

1. To discuss:(i) the appointment, employment, assignment, promotion, discipline, demotion,

compensation, removal, resignation or performance evaluation ofappointees, employees or officials over whom it has jurisdiction; or(ii) any other personnel matter that affects one or more specific individuals;

2. To protect the privacy or reputation of individuals with respect to a matter that isnot related to public business

X3. To consider the acquisition of real property for the public purpose and matters

directly related thereto;

4. Consider a matter that concerns the proposal for a business or industrialorganization to locate, expand or locate in the state;

5. Consider the investment of public funds;

6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;8. Consult with staff, consultants or other individuals about pending or potential

litigations;

9. Conduct collective bargaining negotiations or consider matters that relate to the

negotiations;

10. Discuss public security if the public body determines that public discussion

would constitute a risk to the public or public security, including;

a) the deployment of fire and police services and staff; and

b) the development and implementation of emergency plans

11. Prepare, administer or grade a scholastic, licensing or qualifying examination;

12. Conduct or discuss an investigative proceeding on actual or possible criminal

conduct;13. Comply with a specific constitutional, statutory or judicially imposed

requirement that prevents public disclosures about a particular proceeding or

matter; or

14. Before a contract is awarded or bids are opened, discuss a matter directly related

to a negotiation strategy or the contents of a bid or proposal, if public discussionor disclosure would adversely impact the ability of the public body to participate

in the competitive bidding or proposal process

DATE AND TIME: Tuesday, December 11, 2012 11:30 a.m.

PLACE: City Hall

SUBJECT: Legal, Real Estate and Personnel Matters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:

from voteonly:


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REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

Prior to this open session of the Mayor and City Council being held on Tuesday,

December 11, 2012, a closed session was held on Tuesday, December 11, 2012 at

11:30 a.m. The following is a report of the closed session.

1. A statement of the time, place, and purpose of the closed session is attached.

2. A record of the vote of each member as to closing the session is attached.

3. A citation of the authority under the law for closing the session is attached.

4. (a) Topics of Discussion: Legal, Real Estate and Personnel Matters

(b) Persons present:

Mayor Richard Meehan

City Manager David Recor

Council President Lloyd Martin

Council Secretary Mary Knight

Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare

and Joe Mitrecic

City Solicitor Guy Ayres

Public Works Director Hal Adkins

Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


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2 Retirement Recognition for Deputy Fire Marshal Jack

Hastings


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IN APPRECIATION OF CHARLES JACK HASTINGS

24 YEARS OF SERVICECharles Jack Hastings has contributed Twenty-four

(24) years of dedicated service to the Town of Ocean City, where hebegan his career in 1988; and

WHEREAS, Charles Jack Hastings has played an integral role inthe Fire Marshals Office of the Town of Ocean City for the pastTwenty-four (24) years; and

WHEREAS, Charles Jack Hastings skill and experience have beeninstrumental in the overall success of the Fire Marshals Office for theTown of Ocean City, Maryland.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town ofOcean City, Maryland, along with the Ocean City Council, do herebycommend Jack for his Twenty-four (24) years of devoted service andwish him a happy and healthy retirement.

IN WITNESS WHEREOF, I have hereunto set my hand and causedthe Great Seal of the Town of Ocean City, Maryland to be affixed this31st day of December in the year of Our Lord two thousand andtwelve.

______________________________RICHARD W. MEEHANM


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3 Request Approval for Fire Station 4 Final Design and

Construction Documents



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TOW N OF

The W h i t e Mar l i n Cap i t a l o f t he Wor ld

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Fire Station 4 Final Design Services ContractDATE: November 30, 2012

I SSUE( S) : Contract for final design services and construction documents forFire Station #4.

SUMMARY: The preliminary design for a new Fire Station #4 has beenapproved by the Fire Department Building Committee. Staffrequests Council approval to move forward with final design andpreparation of construction documents with the goal of beginningconstruction in the spring of 2013.

FI SCAL I MPACT: $131,125. Total building budget $3.5 million, funded in 2012bond.

RECOMMENDATI ON: Approve contract with Design Atlantic in the amount of $131,125for final design and preparation of construction documents forFire Station #4.

ALTERNATI VES: None

RESPONSI BLE STAFF: Terrance McGean, City Engineer

COORDI NATED W I TH: Ocean City Fire Department, Cliff Christello, Deputy Fire Marshal II

ATTACHMENT(S) : 1) Summary Memo2) Drawings

Agenda Item # 3

Council Meeting 12-11-12


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INTEROFFICE MEMORANDUM

TO: DAVID RECOR

FROM: TERENCE MCGEAN

SUBJECT: FIRE STATION 4 RECONSTRUCTION

DATE: 11/30/2012

CC: DIANA CHAVIS, CHIEF LARMORE, CLIFF CHRISTELLO, COUNCIL AGENDA

The reconstruction of Fire Station 4 (located at 130th St.) was included in the recent bondissuance. The preliminary design and architect selection for this project occurred in 2009. Fire Station4 was selected by the Fire Department as the top priority for station expansion due to theconcentration of high rise structures and year round residents in the North end of the City. At that

time we investigated options of renovating and expanding the existing facility versus newconstruction and it was determined that renovation was not cost effective. We then completed apreliminary design and cost estimate for a new building in the hopes of obtaining Federal stimulusmoney for the project. When we were unsuccessful in getting any grants, the project was put on holduntil the 2012 bond issuance.

The Fire Department Building Committee and myself have since worked with the architect torefine the design to reduce cost and improve the efficiency of the building. Changes included theelimination of the green roof, scaling back the first floor kitchen, and reconfiguration of the enginebay support spaces. The new 11,500 square foot building increases the capacity of the engine bay bymore than one third and provides areas for both duty crews and the departments successful live inprogram. We are now ready to move forward with the final design of the building and preparationof construction documents with the goal of starting construction this spring. The Committee is

recommending that we continue with the previous selected architect, Design Atlantic.

The negotiated cost for Design Atlantic to complete bid documents including architectural,structural engineering, civil engineering, mechanical and electrical engineering, is $131,125. The staffestimate for this work was $155,000. The total building budget is $3.5 million.

Staff therefore requests permission to contract with Design Atlantic for final design andconstruction documents for a new Fire Station #4 in the amount of $131,125.


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/Volumes/MBDrive2/~DAProjects/~OceanCity/OCS

tation4/Sta4Restart2012.p

ln

EAELEV

SOUTHELEVATION

1SECTION

1SECTION

5SECTION

5SECTION

WESTELEVATION

2SECTION

2SECTION

3SECTION

4SECTION

4SECTION

View from NE View f

1 Roof Plan 1/16" = 1'-0"

View from East

OCEAN CITY VOLUNTEER FCOMPANY

STATION 4130th Street and Coastal Highway, Ocean City


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/Volumes/MBDrive2/~DAProjects/~OceanCity/OCStation4/Sta4Restart2012.p

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SOUTHELEVATION

MEPA: 103 sq ft

ElevatorA: 59 sq ft

StairA: 145 sq ft

CirculationA: 174 sq ft

DormA: 361 sq ft

BathA: 79 sq ft Bath

A: 79 sq ft

BathA: 39 sq ft

DayroomA: 726 sq ft

Physical TrainingA: 517 sq ft

StairA: 144 sq ft

MezzanineA: 1,263 sq ft

PantryA: 10 sq ft

StorageA: 22 sq ft

StorageA: 46 sq ft

1SECTION

1SECTION

NORTHELEVATION

W

CD

20x 61/2"= 11'-0"

12 3 4

5 6 7 8

9 1 0 1 1 1

2 1 3 1 4 1

5 1 6 1 7 1

8 1 9

31x 7" =18'-0"

1 2 3 45 6 7

8 9 10 1

1 12 13 14 15

16 17 1

8 19 20 21 22 23 24 2

5 26 27 28 29 30

20x 61/2" = 11'-0 "

1 2 3 4

5 6 7

8 9 1 0

11 1

2 13 14 15 16 17 1

8 19

5SECTION

5SECTION

WESTELEVATION

DW

R

21 x6 3/4" =11'-91/4"

1 2 34 5

2SECTION

2SECTION

3SECTION

4SECTION

4SECTION

LaundryA: 19 sq ft

SOUTHELEVATION

En

trance

Entrance

LinenA: 14 sq ft

DayroomA: 596 sq ft

StudyA: 139 sq ft

BathA: 79 sq ft

HC BathA: 93 sq ft

DormA: 439 sq ft

EMTA: 46 sq ft

EMTA: 71 sq ft

DecontamA: 88 sq ft

MEPA: 52 sq ft

LiftA: 21 sq ft

ElevatorA: 59 sq ft

CirculationA: 412 sq ft

StorA: 21 sq ft

Apparatus BaysA: 4,248 sq ft

1SECTION

1SECTION

NORTHELEVATION

W

CD

R

31 x7" =18'-0"

1 2 34 5 6

7 8 91

0 11 12 13 14 15

16 17 1

8 19 20 21 22 23 2

4 25 26 27 28 29 3

0

20 x6 1/2" =11'-0"

1 2 3

4 5

5SECTION

N

LaundryA: 16 sq ft

SprinklerA: 47 sq ft

Turnout GearA: 139 sq ft

2SECTION

2SECTION

4SECTION

SCALE: 1/8" = 1'-0"22nd FLOOR PLAN

SCALE: 1/8" = 1'-0"11st FLOOR PLAN


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4 Request Permission to Solicit Proposals for Design of Fire

Headquarters Renovations and Additions



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TOWN OF

The W h i t e Mar l i n Cap i t a l o f t he Wor ld

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Request to Receive Proposals for Fire Headquarters DesignDATE: November 30, 2012

ISSUE(S): Request permission to receive proposals for design services forrenovations and additions to the Fire Headquarters Building.

SUMMARY: Renovations and additions to the Fire Headquarters Building (15thSt.) were included in the 2012 Bond. The services of a designprofessional are required to proceed with this project.

FISCAL IMPACT: Total project budget is $1.5 million.

RECOMMENDATION: Grant permission to solicit proposals for design of renovationsand additions to Fire Headquarters.

ALTERNATIVES: None

RESPONSIBLE STAFF: Terrance McGean, City Engineer

COORDINATED WITH: Cliff Christello, Deputy Fire Marshal II

ATTACHMENT(S): RFP

Agenda Item # 4

Council Meeting 12-11-12


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TOWN OF OCEAN CITY

OCEAN CITY, MARYLAND

REQUEST FOR PROPOSALS

ARCHITECTURAL/ENGINEERING SERVICES

Ocean City Fire DepartmentHeadquarters Building Renovation

COUNCIL

LLOYD MARTIN

PRESIDENT

MARY P. KNIGHTSECRETARY

BRENT ASHLEY

DOUGLAS S. CYMEK

DENNIS W. DARE

JOSEPH MITRECIC

MARGARET PILLAS

MAYOR CITY MANAGERRICHARD W. MEEHAN. DAVID RECOR

CITY ENGINEER

TERENCE J. MCGEAN, P.E.

PROPOSAL DATE/TIME: 11:00 AM, TUESDAY, JANUARY 15, 2013


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INTRODUCTION

OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDINGARCHITECTURAL/ENGINEERING SERVICES

The Town of Ocean City Maryland is currently accepting proposals forEngineering/Architectural services for renovations at the Ocean City Volunteer Fire DepartmentHeadquartersto be located within the Town of Ocean City at 1409 Philadelphia Ave.

Proposals will be received in the City Manager's Office located on the second floor of City Hall,3rd Street and Baltimore Avenue, Ocean City, Maryland.

Proposals will be accepted no later than 11:00 am, Tuesday, January 15, 2013Interested firms should submit three (3) copies of a written proposal prepared in accordance with

this RFP. The proposal shall be in an envelope marked "Proposal for: OCEAN CITY FIREDEPARTMENT HEADQUARTERS BUILDING - ARCHITECTURAL/ENGINEERINGSERVICES.

Written proposals will be evaluated in accordance with this RFP . Proposals will be evaluatedbased on a combination of qualifications (75%) and fee (25%)

Successful proposers will have broad range experience in Fire House design and renovation, befamiliar with state-of-the-art fire fighting equipment, be familiar with current public safetyagency and fire department standards, practice and procedures, and have knowledge of localbuilding codes, regulations, and standards.

Successful proposers must be willing to cooperate fully with Fire Department and City officialsin all phases of the design.

Notice-to-Proceed is expected to be issued in February 2013

Construction Documents will be expected to be submitted to the Town no later than July 2013.


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SCOPE OF SERVICES


The Project

The Town of Ocean City, Maryland has initiated the necessary activities and funding for thedesign and construction of renovations to the Ocean City Fire Department Headquarters.The Town requires the professional services of an Architectural/Engineering Consulting Firm,Joint Venture, or Team to provide design services for the Project.

Project History

The Ocean City Fire Department Headquarters Building is located at 1409 Philadelphia Ave,Ocean City, Maryland. The building was constructed in 1960. The 18,000sf building serves as a

Fire Station with bunk rooms, Meeting Area, Dispatch Area, and administrative offices for theOcean City Fire Department .

As the Town of Ocean City has grown, fire and emergency medical services have become largerand more sophisticated. In 2008 the City Fire Marshall, Emergency Medical Services and theOcean City Volunteer Fire Company were combined under a single command structure. Theheadquarters building, as it currently exists, fails to adequately meet the needs of the occupants.Specifically, additional office space is required, additional equipment bay space and storagespace is needed and additional amenities for Fire Department personnel including an exercisefacility are desired. In order to accommodate these additional space needs, the City proposes toexpand the building approximately 70x30 to the south for administrative space and

approximately 18 x 36 to the west for equipment and storage space.

The buildings exterior, currently a combination of EIFS and masonry has numerous problemswith moisture penetration. The building has a flat roof system which has developed leaks. TheCity desires to completely renovate the building roof and envelope to esthetically fit with thesurrounding structures, eliminate moisture problems and maintain protection during stormevents. Other needs identified are relocation of the buildings generator and fuel tank, relocationof various electrical panels and relocation of the cascade oxygen system.

The Fire Department Building Committee identified the buildings physical and programmaticdeficiencies, recommended solutions, and developed preliminary cost estimates. Based on the

recommendations of this study, the Town has appropriated $1.5 million dollars in funds for thedesign and construction of the identified renovations. This includes $150,000 for elimination ofutility pole guy wires on the south side of the building.


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Scope of Services

1. The consultant will review the existing building and meet with Town officials to finalizethe program for the renovation.

2. The Consultant will prepare complete construction documents for the Project includingbut not limited to:Architectural PlansStructural PlansMechanical PlansElectrical PlansSite PlansLandscapingSpecifications

These plans will be submitted to the Town for review and comments at the 30%, 60%, and 90%completion stages.

3. The Consultant will assist in design and specification for equipment and furnishing forthe building .

4. The Consultant will prepare and submit preliminary and final cost estimates for theProject.

5. The Consultant will design the project to meet or exceed all local building codesincluding provisions for flood and wind damage protection.

6. The Consultant recognizes that the building must remain in service during constructionand will assist in developing a phased design and construction process.

Permits

1. The Consultant will assist the Town in obtaining the following permits for constructionof the project:Stormwater ManagementErosion and Sediment ControlCritical Areas Consistency Report

Construction

1. The Consultant will review Construction bids for adherence to the Technical Provisionsof the Contract Documents.

2. The Consultant will review all Shop Drawings submitted by the Contractor.


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3. The Town reserves the right to either select a separate firm to perform completeconstruction inspection and quality control of the project, or ask the Consultant to expandon the original scope of work to include these items.


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SELECTION PROCEDURE


Written Proposals

The Written Proposal shall indicate the firm's desire to perform services, provide a conceptualdescription of the major work elements, how the project should proceed andindicate the specific tasks or areas of expertise which will be subcontracted and to whom.Interested firms must submit the material required in the RESPONSE FORMAT to beconsideredfor the project.

Proposals should stress previous fire house design and previous renovation design.

Each Written Proposal will be evaluated by the Fire Department Building Committee and theCity Engineer.

The Town's Project Committee may select a single firm based on the written proposals alone ormay invite two or more firms to make presentations to the full committee.

Selection criteria will be weighted as follows:

Experience: 40%Project approach and understanding:25%Schedule: 10%

Price: 25%


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REPONSE FORMAT


Key Personnel

Identify and provide resumes for the following individuals:

1. Principal-in-Charge2. Project Manager3. Project Engineers4. Architects5. Subconsultants and their Key Personnel

Resumes should stress the individuals experience with related projects.

List the proposed design team and the key individual of each major component with a proposedpercentage and extent of responsibility for each firm and each key individual.

Experience

Fire Stations/Renovation Projects

1. Provide specific examples of completed new Fire Stations and or renovations designed byfirms in the design team in the last five (5) years. Include client's name, contact point, addressand phone number.

2. Provide specific examples of completed new Fire Stations and or renovation projects designedby individual members of the design team in the last five (5) years whether or not with thecurrent firm.

Local Projects

1. Provide specific examples of completed projects within the Town of Ocean City designed byfirms or individuals in the design team in the last ten (10) years. Include client's name, contactpoint, address and phone number.

Additional Requirements

1. Provide Standard Forms SF254 and SF255 for each member ofthe design team.


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Schedule Compliance

Show in detail how you would execute this project in a manner compatible with each firm's keyindividuals present and future commitments to other projects.

Show how the design team would accomplish the tasks outlined in the SCOPE OF SERVICES.

Project Approach

Explain the continuity, interaction, and coordination of the various professional disciplines beingprovided by the team.

Explain the teams approach to each portion of the work outlined in the SCOPE OF SERVICESregarding procedures for:

1. completeness

2. Quality Control3. Record Keeping4. Constructability5. Technical Problem Resolution6. Compatibility with existing operations7. Current equipment and techniques8. Other

References

Provide a minimum of five (5) individuals who are directly familiar with the technical work of

the following:

1. Your client the individual represents2. Your firms work for the client.3. The performance of your firm's key individual workingfor that client.

These references may include those provided under the other above provisions of this section(Experience).


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Fee:

Under separate sealed cover from the Technical Proposal and clearly identified with the sameinformation noted on the Technical Proposal submit one (1) original signed paper copy of theproposed fee.

The Fee Proposal shall state the following:

The total fee, inclusive of all costs and reimbursables that will be charged to Ocean City tocomplete desired services, broken down by the following phases: Schematic Design,Permitting, Final Design, Construction Documents, and Bidding. Include cost to attend atleast five meetings with the Building Committee and one public hearing. Fee shall notinclude printing costs for bid documents.

Provide hourly rates and multipliers for additional services and Construction Administration.