Oswegatchie Fire Station Building Committee - Minutes - 07/18/2023

[FIFTEEN ROPE FERRY ROAD WATERFORD, CT 06388-2886,
Oswegatchie Fire Station Building Committee Meeting
Minutes
July 18, 2023
Meeting called to order at 6:35pm by Chairman Robert Tuneski
Pledge of Allegiance
‘Members Present: Robert Tuneski, Matthew Blankenship, Michael Rocchetti, Rocco Braccile,
Wayne Gilpin, Ted Olynciw, Beth Sabilia
Members Not Present: Richard Muckle
Guests: Shea Moses, Twig Holland, Attorney Nick Kepple
* Public Comment: None
© Opening Remarks: Committee should determine when the recording secretary should
submit her hours to the committee for approval. Spreadsheet of hours will be submitted
quarterly.
* Motion to approve the July 5, 2023 minutes — Ted Olynciw
Second ~ Wayne Gilpin
Voting — Unanimous
Abstain — Beth Sabilia, Mike Rocchetti
© July 5 meeting action items reviewed:
1. A draft RFP by Twig was completed and socialized with Shea Moses.
a) The scope of work is important to look at
b) The feasibility is up-to-date
©) Design development ~ Inform bidders we have drawings
4d) Services expected
©) Require credentials
4) Provide prior work information

g) Require resumes
h) Include a schedule of the work
i) Provide information on work presently underway and how far in
‘Twig suggested considering a sub-committee to read submitted proposals
Presentations by selected firms would be done in one evening
Criteria is listed in RFP
Recommended hiring a project manager. Liability could be an issue were a
committee member to take on project manager role.
6. Project manager responsibilities:
a) Reviews documents
b) Provides real time information on cost
©) Hire soil borings consultant
4) Contact State regarding traffic as the station is located on a state road
€) Coordinates specialty consultants
) Reviews contracts and invoices
g) Would be our representative
yeep
Discussion ensued pertaining to the hiring of a project manager.
Motion to attach fee schedule for consultants to the RFP. and write a second REP for a project
manager ~ Rocco Bracciale
Second — Wayne Gilpin
Voting —5 yay, 1 nay
Motion carried
Motion to table discussion on Wayne Gilpin and Chris Pafias’ submitted attachments - Bob
Tuneski
Second ~ Mike Rocchetti
Voting - Unanimous
Action Items:
‘* Jon Mullen, Planning Director, will attend August 1, 2023 Building Committee meeting.
He will present the future growth and development of Waterford.
© Review Director Howley’s survey results
* Review Ted’s submitted questionnaire and Items to Consider documents
Chairman Tuneski would like to have a Design History notebook kept.
Mike Rocchetti asked Attomey Kepple the status of the Oswegatchie ownership transfer to the
Town. Atty. Kepple stated he is waiting to hear from the Oswegatchie lawyer.

Ted asked Atty. Kepple if it would be prudent to get “testings” done even though the Town does
not require them. Atty. Kepple agreed these tests should be carried out.
Motion to adjourn - Mike Rocchetti
Second ~ Wayne Gilpin
Meeting adjourned ~ 8:17pm
Respectfully submitted by:
Linda Finnegan, Recording Secretary

TOWN OF WATERFORD STANDARD FORMAT / COVER PAGE
Request for Proposal
‘TOWN OF WATERFORD.
Published 15 August 2023
Sealed proposals will be received by the Director of Purchasing, <address> no later than
1:00 p.m. on 7 September 2023
To provide labor, materials, equipment and all else necessary for architectural and engineering services required for
the design of a new Oswegatchie Fire Station
RFP & XXXX: ARE Services tor Oswegatchie Fire Station

OVERVIEW
On behalf of its Building Committee and the Waterford Fire Department, the Town of Waterford
(Owner) is requesting proposals (RFP) for architectural services to complete the design of a new
building to meet the operational and functional requirements for the Oswegatchie Fire Station. Built
in YEAR ona site consisting of XXX acres, the existing structure no longer mects the space,
personnel, or apparatus and equipment storage needs of the Fire Department, whose members serve
as first responders for fire and medical emergencies, therefore, it is imperative that the existing
building remain fully operational during the design and construction of the new building
In 2018, the Owner hired an architectural firm through an RFP process and has design development
drawings'; however, the Owner opted to postpone full design and construction, and instead,
conducted a comprehensive review that incorporated all Town fire department facilities, equipment,
and volunteer and full-time professional personnel. Ideally, the building committee would like to use
the existing drawings as a basis for updating design development and ultimately, for construction
documents. At this time, the Committee plans to hire program management services, and to use a bid
/ build project delivery method.
SCOPE OF WORK
1. General
A. Consult with the Owner to define and confirm the scope and related requirements of the
project.
B, Complete a thorough site survey that identifies constraints and/or under-utilization, and/or
possible reconfiguration.
C. Report / present information to the building committee, which meets approximately two
hours, twice monthly.
D. Ona continuous basis, ensure that facility programming complies with the standards
published by the National Fire Protection Association (NFPA), and meets the
requirements of all applicable building code and all Town of Waterford Fire Department
requirements; note any exceptions.
Il. Schematic / Design Development Update:
‘A. Update the existing design to ensure compliance with the most recent feasibility study (see
Appendix A), which is expected to require minimal changes, and finalize the facility
programming to address all functional and operational requirements; note compatibility
with or exceptions to feasibility functions.
Ill. Design Development to Project Completion:
A. Design Development
1. Prepare and submit for the Owner’s approval updated design development drawings
and related documents that describe and detail the size and scope of the project.
2. Review with the Owner alternative approaches to design and construction of the
project.
' The Owner does not have CADD files for design work performed to date.
RFP # XNXX: AE Services for Oswegatehic Fire Station

3. Prepare CADD documents (which become the property of the Owner) to describe and
illustrate the size and scope of the project, including architectural; structural;
mechanical, electrical and plumbing systems; security systems; and all other building
elements as necessary.
4. Meet with the Owner, news media, governing boards and commissions and/or others
as necessary to obtain project approval and to update citizens on project progress.
B. Construction Documents
1. Based upon previously approved design development documents, submit all necessary
project construction documents for review and approval by the Owner and its
consultants.
C. Bidding Phase
1. Consult during pre-bid conferences to clarify questions about the project and assist the
Owner in preparing all necessary addenda.
2. Assist the Owner and its consultants in obtaining qualified bids.
3. Assist the Owner and its consultants in evaluating, awarding and preparing contracts
for construction.
D. Construction Phase
1. Provide administration of the construction contract.
2. Serve as the Owner’s advisor and representative.
3. Visit the site, per the architect’s contract schedule and documents, to review and report
to the Owner on the progress and quality of the work.
4, Review and take appropriate action on Contractor’s submittal of drawings, samples,
etc, to ensure compliance with design specifications.
5. Prepare, review and take appropriate action on change orders submitted for the
Owner’s approval.
6. Conduct inspections as necessary to determine progress and completion of the work,
and prepare a punch list of incomplete / unsatisfactory items, and schedule their
completion.
7. Advise the Owner in determining the final acceptance and completion of the work, and
confirm that all documents, warranties, manuals, bonds, as-built drawings, attic stock,
etc, have been tumed over to the Owner.
FORMAT OF PROPOSAL
All responses to this RFP must conform to these instructions:
1. Delivery of responses:
A. Responses must be in sealed envelopes and marked with the reference title, the RFP
number XXX, and due date and time. The Architect’s name and address must appear on
the envelope.
B. The Town of Waterford is dedicated to waste reduction and the practice of using and
promoting the use of recycled and environmentally preferable products. Bidders are
encouraged to submit bids that are printed double-sided (except for the signed proposal
page) on recycled paper, and to use paper dividers to organize the bid for review. All bid
REP # XXX: ARE Services for Osw -gatchie Fire Station

pages are to be secured with a binder clip, staple or elastic band, and may not be submitted
in plastic binders or covers, nor may the bid contain any plastic inserts or pages.
I. Information should be complete and concise; your submittal should describe:
A. Your abilities and prior experience specific to the design and construction administration
of fire stations designed for clients in the past seven years. Include a list of all relevant
clients, complete with names, addresses and telephone numbers of contact persons.
Include photographs and/or illustrations for each project; include projects that
incorporated community space in the fire station(s). Note: Files / drawings submitted on
USB drives may not exceed 5 MB per file.
B. Prior fire station projects that were designed and constructed to LEED, Green Globe
and/or other sustainable / high-performance building standards.
C. Submit data regarding maintenance of project schedules and budgets for prior clients.
Describe specific cost-saving measures — and their magnitude — implemented on past
projects, and how project schedules were improved or expedited to the Owner's benefit.
Your experience with and examples of incorporating community-use spaces within fire
Stations.
How you will deal with each element of the work required.
List your work / projects currently under contract.
Your suggested schedule for completion of each phase of the design work.
The extent to which qualified staff will be available to provide the services offered
Include a complete resume and project assignment for each profession or technical person
to be assigned to the project.
A list of mechanical, electrical plumbing, site and/or civil engineers that you would use on
each phase of the design.
J. Note any exceptions to AIA B101-2017, which is the Owner’s intended form of contract.
momm 9
Ill. Submit your fee proposal on the form included with this RFP. It is important to note that the
‘Owner would like to use drawings completed to-date and is willing to pay for the update to
the feasibility study; however, the Owner will not compensate for any schematic / design
development redesign the Architect chooses to make / present, regardless of its acceptance (or
not) by the Owner — e.g. the Architect will not be compensated for any revisions the firm
chooses to develop that are not strictly required by updates to code or the feasibility study.
The Town of Waterford is exempt from paying excise, transportation and sales taxes imposed by
the Federal Government and/or the State. Such taxes must not be included in prices. No exemption
certificates are required and none will be issued.
QUALIFICIATIONS REVIEW AND SELECTION PROCESS
Following initial review, candidates will be short-listed to four semi-finalists. Semi-finalists will be
invited to make a presentation to the building committee; the presentation may not exceed thirty
(30) minutes and will be followed by a question and answer period of approximately thirty (30)
minutes, and may involve questions on their ideas for meeting the design requirements. Interviews
will begin at TIME AND DATE, and will take place at LOCATION, Waterford, Connecticut.
Semi-finalists will be advised on DATE of their presentation time, and should be available to attend
‘on the above dates, The Owner may opt to hold a second interview with two or more finalists.
REP # NNXN: AKL Services for Oswegatebie Fire Station

SELECTION CRITERIA
‘The Owner will evaluate qualifications and proposals based on the following criteria:
A. Candidate’s background and professional expertise, including size and scope of previous
projects, and specific expertise in the design and construction administration of fire stations,
and the experience of assigned personnel.
The Candidate's ability to complete the project within the required timeline, and to commit
staff in a timely way when requested.
The Candidate’s demonstrated understanding of the work.
Evidence of any special or innovative approach that the firm will use.
The proven ability to submit a functional design.
The proven ability to submit cost-effective solutions.
NOTE: Financial Information: Short-listed firms are required to provide financial information at
the time of interview. Information is to include the most current annual report, a current audited
balance sheet, income statement, and cash flow statement for the most recent accounting period
(three pages maximum). Financial information may be submitted in a separate, sealed envelope,
which will be opened only upon consideration of the candidate. All financial information will be
retumed to the candidates.
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G.
After review of all factors, terms and conditions, including fee, the Town of Waterford reserves the
right to reject any and all proposals, or any part thereof, or waive defects in same, or accept any
proposal deemed to be in the best interest of the Town of Waterford.
ADDITIONAL CRITERIA
Regulations of Connecticut State Agencies Section 4-1 14a-3(10) requires agencies to consider the
following factors when awarding a contract that is subject to contract compliance requirements:
A. The Candidate’s success in implementing an affirmative action plan;
B. The Candidate’s success in developing an apprenticeship program complying with Section
46a-68-1 to 46a-68-17 of the Connecticut General Statutes, inclusive;
C. The Candidate’s promise to develop and implement a successful affirmative action plan;
D. The Candidate’s submission of EEO-1 data indicating that the composition of its workforce
is at or near parity when compared to the racial and sexual composition of the workforce in
the relevant labor market area; and
E. The Candidate’s promise to set aside a portion of the contract for legitimate small
contractors and minority business enterprises (see CGS31-9e).
PROPOSED PROJECT SCHEDULE
Tour of existing fire station and site 22 August 2023
Architect’s submission of detailed qualifications —_ 1:00 P.M. on 7 September 2023
Sub-committee review of qualifications 13 September 2023
Notification of short-list status 14 September 2023
RFP & XNXX: AGE Servives for Osweyatchie Fire Station

Candidate interviews 19 September 2023
Selection of architect and notice to proceed approximately 3 October 2023
NOTES TO CANDIDATES,
‘You must submit two (2) written copies of your qualifications and copy on USB drive; file size may
not exceed 5 MB. Questions concerning this Request for Proposal should be in writing and directed
only to:
NAME, Director of Purchasing.
EMAIL
Inquiries must reference the date of the RFP opening and must be received no later than noon on 25
August 2023 . Responses / further information will be published in the form of an addendum and
posted to the Town of Waterford website, which is https:/www.waterfordet.org/253/Purchasing.
Failure to comply with these conditions will result in the Candidate waiving the right to dispute the
bid specifications and conditions.
RIP # XXXX: AGE Services for Oswegatchie Fire Station

Fee Proposal — Request for Proposal # XXXX
The undersigned hereby is in agreement to provide architectural and engineering services for the
Oswegatchie Fire Station as specified herein for the following fees:
Phase I. Architectural and engincering services for update of schematic and design development
phases; fee range is
from $ to$ » Not-to-exceed $ 3 fee is based
on total hours.
Reimbursable expenses are expected to range from $ to$ »
not-to-exceed $
Phase II. Architectural and engineering services to perform all services of design development,
construction documents, value engineering, bidding and negotiation, and construction administration.
Fee proposal is % of construction.
Reimbursable expenses are expected to range from $ _ toS 5
HPB. Architectural and engineering services to monitor and report on compliance of checklist
requirements for High Performance Buildings; fee range is
from $ toS __—__ not-to-exceed $ ; fee is based
ontotal___hours.
Signature Company
Printed name and title Signature
Address Cit? State /Zip Code
Phone E-Mail
hie Fire Station
REP & XXXX: AGE Services for Oswega

ACCEPTANCE PERIOD
In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of
ninety (90) days after the closing date for submission, and may be extended beyond that time by
mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a
period of ninety (90) days.
ADDENDA TO THE RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all
prospective firms who have received the RFP documents.
THE CANDIDATE
The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual
physical conditions of the various actual and proposed project sites. The submission of a proposal
shall be construed as evidence that the Candidate has examined the actual job conditions,
requirements, and specifications. Any claim for labor, equipment or materials required or
difficulties encountered that could have been foreseen will not be recognized.
ASSIGNMENT OF CONTRACT
No contract may be assigned or transferred without the consent of the Purchasing Authority.
INSURANCE COVERAGE
The successful Candidate will be required to furnish and maintain Architect's Errors and Omissions
Insurance and a comprehensive general liability certificate of insurance naming the Town as
additional insured. The insurance is to be suitable liability, worker’s compensation, and
professional coverage for completed operations for XX year(s) following Certificate of Occupancy
by the Town. The Certificates of Insurance will be provided by companies licensed in the State of
Connecticut and will be in reasonable amounts satisfactory to the Town.
FEDE! ND LOCAL LAWS
All applicable Federal, State, and local laws, and rules and regulations of all authorities having
jurisdiction over the locality of the project shall apply to the contract and are deemed to be included
herein.
RIGHT TO ACCEPT / REJECT
AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE,
THE PURCHASING AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE
RIGHT TO REJECT ANY AND ALL BIDS, OR ANY PART THEREOF, OR WAIVE
DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST
INTEREST OF THE TOWN OF WATERFORD.
REP # XXX: AKE Services for Oswegatehic Fire Station

Office of the Director
Waterford Fire Department
204 Boston Post Road
Waterford CT. 06385
July 12, 2023
Oswegatchie Building Summary of some of the needs/concerns by members of the
Fire Service
1. Plan for long term use
2. Health & Safety ventilation, A/C heating, diesel exhaust system, de-con
area with showers off of gear room
3. Six individual sleeping rooms with lockers
4. Three bay apparatus area, drive through minimum
5. Areas for needed equipment, gear washing area, compressor room (need a
new one)
6. Natural lighting , windows skylights
7. Training/meeting room for minimum 50 personnel with dividers and IT to
support future needs, have access near kitchen
8. Electrical needs for future apparatus charging systems
9. Access, security needs get IT involved at this point
10.Commercial kitchen, to handle on duty crews, training events, meetings
11.Offices, for Volunteer Chief, on duty crews for reports.
12. Pitched roof with solar
13.Gear storage room off of apparatus floor
14.Large day room near kitchen
15.Design to fit the neighborhood/Town