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 Estate and Personnel Matters 1. Report on Closed Session Tuesday, December 11, 2012 11:30 a.m. Legal, Real Estate and Personnel Matters 2. Retirement Recognition for Deputy Fire Marshal Jack Hastings 3. 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 and Additions Presented by: Terence McGean, City Engineer

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

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY Tuesday, December 11, 2012 11:30 a.m. City Hall Legal, Real Estate and Personnel Matters UNANIMOUS OTHER: FOR: AGAINST: ABSTAIN: ABSENT: from vote only: AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland PURPOSES: 1. To discuss: (i) the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation or performance evaluation of X appointees, 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 is not related to public business 3. To consider the acquisition of real property for the public purpose and matters X directly related thereto; 4. Consider a matter that concerns the proposal for a business or industrial organization 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 discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process DATE AND TIME: PLACE: SUBJECT: VOTE:

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

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, DECEMBER 11, 2012 2 Retirement Recognition for Deputy Fire Marshal Jack Hastings

IN APPRECIATION OF CHARLES JACK HASTINGS 24 YEARS OF SERVICE Charles Jack Hastings has contributed Twenty-four (24) years of dedicated service to the Town of Ocean City, where he began his career in 1988; and WHEREAS, Charles Jack Hastings has played an integral role in the Fire Marshals Office of the Town of Ocean City for the past Twenty-four (24) years; and WHEREAS, Charles Jack Hastings skill and experience have been instrumental in the overall success of the Fire Marshals Office for the Town of Ocean City, Maryland. NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, along with the Ocean City Council, do hereby commend Jack for his Twenty-four (24) years of devoted service and wish him a happy and healthy retirement. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 31st day of December in the year of Our Lord two thousand and twelve.

______________________________ RICHARD W. MEEHAN Mayor

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

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 3 12-11-12

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Fire Station 4 Final Design Services Contract November 30, 2012 Contract for final design services and construction documents for Fire Station #4. The preliminary design for a new Fire Station #4 has been approved by the Fire Department Building Committee. Staff requests Council approval to move forward with final design and preparation of construction documents with the goal of beginning construction in the spring of 2013. $131,125. Total building budget $3.5 million, funded in 2012 bond. Approve contract with Design Atlantic in the amount of $131,125 for final design and preparation of construction documents for Fire Station #4. None Terrance McGean, City Engineer Ocean City Fire Department, Cliff Christello, Deputy Fire Marshal II 1) Summary Memo 2) Drawings

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION:

ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

INTEROFFICE MEMORANDUM

TO: FROM: SUBJECT: DATE: CC:

DAVID RECOR TERENCE MCGEAN FIRE STATION 4 RECONSTRUCTION 11/30/2012 DIANA CHAVIS, CHIEF LARMORE, CLIFF CHRISTELLO, COUNCIL AGENDA

The reconstruction of Fire Station 4 (located at 130th St.) was included in the recent bond issuance. The preliminary design and architect selection for this project occurred in 2009. Fire Station 4 was selected by the Fire Department as the top priority for station expansion due to the concentration 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 new construction and it was determined that renovation was not cost effective. We then completed a preliminary design and cost estimate for a new building in the hopes of obtaining Federal stimulus money for the project. When we were unsuccessful in getting any grants, the project was put on hold until the 2012 bond issuance. The Fire Department Building Committee and myself have since worked with the architect to refine the design to reduce cost and improve the efficiency of the building. Changes included the elimination of the green roof, scaling back the first floor kitchen, and reconfiguration of the engine bay support spaces. The new 11,500 square foot building increases the capacity of the engine bay by more than one third and provides areas for both duty crews and the departments successful live in program. We are now ready to move forward with the final design of the building and preparation of 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 staff estimate 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 and construction documents for a new Fire Station #4 in the amount of $131,125.

Architecture - Planning - Management

130 East Main Street, Salisbury, MD 21801 410.548.9245 - infoda@designatlantic.com www.designatlantic.com

CONSULTANTS

Soule' & Associates Civil and Structural Engineering Erdman Anthony MEP Engineering

View from East

View from NE

View from NE High

Fire Station 4 Replacement

OCEAN CITY VOLUNTEER FIRE COMPANY

2 SECTION 1 SECTION 5 SECTION 4 SECTION 5 SECTION

130th and Coastal Highway Ocean City, MD 21843

STATION 4
130th Street and Coastal Highway, Ocean City, MD
EA ELEV

Ocean City Volunteer Fire Company

4 SECTION

/Volumes/MB Drive2/~DA Projects/~Ocean City/OC Station 4/Sta4 Restart2012.pln

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MARK DATE DESCRIPTION

WEST ELEVATION

3 SECTION

PROJECT NO: MODEL FILE: DRAWN BY: CHK'D BY: COPYRIGHT

SHEET TITLE

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2 SECTION

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Roof Plan

1/16" =

1'-0"

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Architecture - Planning - Management

130 East Main Street, Salisbury, MD 21801 410.548.9245 - infoda@designatlantic.com www.designatlantic.com

NORTH ELEVATION

NORTH ELEVATION

CONSULTANTS

2 SECTION

2 SECTION

Soule' & Associates Civil and Structural Engineering

1 SECTION

1 SECTION

Erdman Anthony MEP Engineering

CD

Laundry
A: 16 sq ft

Bath
A: 39 sq ft
5 SECTION

MEP
A: 103 sq ft

5 SECTION

A: 47 sq ft

MEP
A: 52 sq ft

Dorm
A: 361 sq ft

Dorm
A: 439 sq ft

Storage
A: 22 sq ft
4 SECTION

Linen
A: 14 sq ft

Elevator
A: 59 sq ft

Circulation
A: 174 sq ft

4 SECTION

Elevator
A: 59 sq ft

Circulation
A: 412 sq ft

Sprinkler

Dayroom
A: 596 sq ft

Bath
A: 79 sq ft
11 12 13 14 15 20 x 6 1/2" 10 16 17 18 19

Pantry Bath
A: 79 sq ft A: 10 sq ft

Laundry
A: 19 sq ft
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CD

5 SECTION

Physical Training
A: 517 sq ft

Lobby
A: 117 sq ft

5 SECTION

Bath
A: 79 sq ft

Public En

Stair
A: 145 sq ft
DW

Dayroom
A: 726 sq ft

Turnout Gear
A: 139 sq ft

HC Bath
A: 93 sq ft

trance

Study
A: 139 sq ft
20 x 6 1/2" = 11'-0"

Toilet
A: 44 sq ft
4 SECTION
2 3 4 5

= 11'-0"

Storage
A: 46 sq ft

4 SECTION
2 3 4 5 6 7 8

21 x 6 3/4"

= 11'-9 1/4"

20 x 6 1/2"

= 11'-0"

Entrance

Decontam
A: 88 sq ft

20 x 6 1/2"

= 11'-0"

Fire Station 4 Replacement

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Mezzanine
A: 1,263 sq ft

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WEST ELEVATION

3 SECTION

/Volumes/MB Drive2/~DA Projects/~Ocean City/OC Station 4/Sta4 Restart2012.pln

31 x 7" =

18'-0"

2 SECTION

2 SECTION

SOUTH ELEVATION 1 SECTION

SOUTH ELEVATION 1 SECTION

2nd FLOOR PLAN

SCALE: 1/8" = 1'-0"

1st FLOOR PLAN

SCALE: 1/8" = 1'-0"

Entrance

Stair
A: 144 sq ft

Stair EMT
A: 71 sq ft A: 115 sq ft

EMT
A: 46 sq ft

Stor
A: 21 sq ft

Lift
A: 21 sq ft

Entrance

130th and Coastal Highway Ocean City, MD 21843

EAST ELEVATION

Ocean City Volunteer Fire Company

Apparatus Bays
A: 4,248 sq ft

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MARK DATE DESCRIPTION

PROJECT NO: MODEL FILE: DRAWN BY: CHK'D BY: COPYRIGHT

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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

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 4 12-11-12

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Request to Receive Proposals for Fire Headquarters Design November 30, 2012 Request permission to receive proposals for design services for renovations and additions to the Fire Headquarters Building. Renovations and additions to the Fire Headquarters Building (15th St.) were included in the 2012 Bond. The services of a design professional are required to proceed with this project. Total project budget is $1.5 million. Grant permission to solicit proposals for design of renovations and additions to Fire Headquarters. None Terrance McGean, City Engineer Cliff Christello, Deputy Fire Marshal II RFP

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

TOWN OF OCEAN CITY OCEAN CITY, MARYLAND

REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES Ocean City Fire Department Headquarters Building Renovation
COUNCIL LLOYD MARTIN PRESIDENT MARY P. KNIGHT SECRETARY BRENT ASHLEY DOUGLAS S. CYMEK DENNIS W. DARE JOSEPH MITRECIC MARGARET PILLAS MAYOR RICHARD W. MEEHAN. CITY MANAGER DAVID RECOR

CITY ENGINEER TERENCE J. MCGEAN, P.E. PROPOSAL DATE/TIME: 11:00 AM, TUESDAY, JANUARY 15, 2013

INTRODUCTION OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDING ARCHITECTURAL/ENGINEERING SERVICES The Town of Ocean City Maryland is currently accepting proposals for Engineering/Architectural services for renovations at the Ocean City Volunteer Fire Department Headquarters to 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, 2013 Interested 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 FIRE DEPARTMENT HEADQUARTERS BUILDING - ARCHITECTURAL/ENGINEERING SERVICES. Written proposals will be evaluated in accordance with this RFP . Proposals will be evaluated based on a combination of qualifications (75%) and fee (25%) Successful proposers will have broad range experience in Fire House design and renovation, be familiar with state-of-the-art fire fighting equipment, be familiar with current public safety agency and fire department standards, practice and procedures, and have knowledge of local building codes, regulations, and standards. Successful proposers must be willing to cooperate fully with Fire Department and City officials in 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.

SCOPE OF SERVICES OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDING ARCHITECTURAL/ENGINEERING SERVICES The Project The Town of Ocean City, Maryland has initiated the necessary activities and funding for the design 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 the Ocean City Fire Department . As the Town of Ocean City has grown, fire and emergency medical services have become larger and more sophisticated. In 2008 the City Fire Marshall, Emergency Medical Services and the Ocean City Volunteer Fire Company were combined under a single command structure. The headquarters 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 storage space is needed and additional amenities for Fire Department personnel including an exercise facility are desired. In order to accommodate these additional space needs, the City proposes to expand 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 problems with moisture penetration. The building has a flat roof system which has developed leaks. The City desires to completely renovate the building roof and envelope to esthetically fit with the surrounding structures, eliminate moisture problems and maintain protection during storm events. Other needs identified are relocation of the buildings generator and fuel tank, relocation of various electrical panels and relocation of the cascade oxygen system. The Fire Department Building Committee identified the buildings physical and programmatic deficiencies, 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 the design and construction of the identified renovations. This includes $150,000 for elimination of utility pole guy wires on the south side of the building.

Scope of Services 1. The consultant will review the existing building and meet with Town officials to finalize the program for the renovation. The Consultant will prepare complete construction documents for the Project including but not limited to: Architectural Plans Structural Plans Mechanical Plans Electrical Plans Site Plans Landscaping Specifications 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 for the building . The Consultant will prepare and submit preliminary and final cost estimates for the Project. The Consultant will design the project to meet or exceed all local building codes including provisions for flood and wind damage protection. The Consultant recognizes that the building must remain in service during construction and will assist in developing a phased design and construction process.

2.

4.

5.

6.

Permits 1. The Consultant will assist the Town in obtaining the following permits for construction of the project: Stormwater Management Erosion and Sediment Control Critical Areas Consistency Report

Construction 1. The Consultant will review Construction bids for adherence to the Technical Provisions of the Contract Documents. The Consultant will review all Shop Drawings submitted by the Contractor.

2.

3.

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

SELECTION PROCEDURE OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDING ARCHITECTURAL/ENGINEERING SERVICES Written Proposals The Written Proposal shall indicate the firm's desire to perform services, provide a conceptual description of the major work elements, how the project should proceed and indicate 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 be considered for 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 the City Engineer. The Town's Project Committee may select a single firm based on the written proposals alone or may 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%

REPONSE FORMAT OCEAN CITY FIRE DEPARTMENT HEADQUARTERS BUILDING ARCHITECTURAL/ENGINEERING SERVICES Key Personnel Identify and provide resumes for the following individuals: 1. Principal-in-Charge 2. Project Manager 3. Project Engineers 4. Architects 5. 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 proposed percentage 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 by firms in the design team in the last five (5) years. Include client's name, contact point, address and phone number. 2. Provide specific examples of completed new Fire Stations and or renovation projects designed by individual members of the design team in the last five (5) years whether or not with the current firm. Local Projects 1. Provide specific examples of completed projects within the Town of Ocean City designed by firms or individuals in the design team in the last ten (10) years. Include client's name, contact point, address and phone number. Additional Requirements 1. Provide Standard Forms SF254 and SF255 for each member of the design team.

Schedule Compliance Show in detail how you would execute this project in a manner compatible with each firm's key individuals 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 being provided by the team. Explain the teams approach to each portion of the work outlined in the SCOPE OF SERVICES regarding procedures for: 1. completeness 2. Quality Control 3. Record Keeping 4. Constructability 5. Technical Problem Resolution 6. Compatibility with existing operations 7. Current equipment and techniques 8. 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 represents 2. Your firms work for the client. 3. The performance of your firm's key individual working for that client. These references may include those provided under the other above provisions of this section (Experience).

Fee: Under separate sealed cover from the Technical Proposal and clearly identified with the same information noted on the Technical Proposal submit one (1) original signed paper copy of the proposed fee. The Fee Proposal shall state the following: The total fee, inclusive of all costs and reimbursables that will be charged to Ocean City to complete desired services, broken down by the following phases: Schematic Design, Permitting, Final Design, Construction Documents, and Bidding. Include cost to attend at least five meetings with the Building Committee and one public hearing. Fee shall not include printing costs for bid documents. Provide hourly rates and multipliers for additional services and Construction Administration.