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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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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, DECEMBER 11, 2012
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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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, DECEMBER 11, 2012
3 Request Approval for Fire Station 4 Final Design and
Construction Documents
Presented by: Terence McGean, City Engineer
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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
ln
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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WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, DECEMBER 11, 2012
4 Request Permission to Solicit Proposals for Design of Fire
Headquarters Renovations and Additions
Presented by: Terence McGean, City Engineer
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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
OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDINGARCHITECTURAL/ENGINEERING 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
OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDINGARCHITECTURAL/ENGINEERING SERVICES
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
OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDINGARCHITECTURAL/ENGINEERING SERVICES
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.