TR-2015-35 TRACK - INCREASE IN BOND AMT. I 4ujw
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TR-2015-35
A RESOLUTION TO INCREASE THE AUTHORIZED BOND AMOUNT
FOR THE NEW TRACK, FIELD AND SCHOOL LOCKER FACILITY
AT THE AGAWAM HIGH SCHOOL
(Sponsored by Mayor Richard A Cohen)
WHEREAS, the Agawam High School is in need of new track and field facilities to meet
the needs of students, residents and various community programs; and
WHEREAS, the Agawam City Council, the Agawam School Committee and the School
Administration has endorsed the Track Master Plan, (See TR-2014-26) and the
purchase/placement/construction of a new track, turf field, tennis and basketball courts, baseball
field, bleachers, concession stand/restroom facility at the Agawam High School, including
paving, lighting, landscaping-and other site improvements related to such construction, and for
reconstruction and renovation of the Agawam High School locker rooms, including the payment
of all other costs incidental and related to such projects; and
WHEREAS, the Agawam High School locker room renovations will meet the standards
of Title IX and the requirements of the school's accreditation recommendations; and
WHEREAS, the planning and design for the project is complete; and
WHEREAS, the Agawam City Council authorized Community Preservation Funds in
the amount of$1,035,000.00 to be expended on this project(See TR-2014-37); and
WHEREAS, the Massachusetts School Building Authority did not approve the city's
application for funds; and
WHEREAS, the city has opened bids for the project and additional funds are required
for construction of the project; and
WHEREAS, the appropriation and authorization to borrow passed by the City Council
on September 15, 2014 was $6,750,000.00 (See TR-2014-36); and
WHEREAS, the contract is ready to be awarded and the lowest bid is $7,526,000.00 (not
including a construction contingency and other miscellaneous items) and therefore there are
insufficient appropriated funds to award the contract; and
WHEREAS, completion of the project is scheduled for early October 2015 with the
majority of construction taking place during the summer school break; and
WHEREAS, a delay in funding would cause major disruption of student activities at the
Agawam High School; and
barbara bard
From: Mayor Richard Cohen
Sent Wednesday,June 24, 2015 1:53 PM
To: barbara bard;All-City Councilors;Jennifer Bonfglio; marka@miloneandmacbroom.com;
John Hammer Oohnh@miloneandmacbroom.com);Jim Hanifan
(JHanifan@cbaarchitects.net);Vince Gioscia;William Sapelli
Cc: Rebecca Budreau; Nadine Porfilio
Subject: Track Funding resolution
Importance: High
Hello All
I am hereby requesting that you withdraw Resolution TR2015-35 from your agenda as it is no longer necessary. Thank
you for your continued support of this project and as you suggested last evening we will come back to you when the
new bids for this project are received should additional funding be required. Best Wishes for an enjoyable summer and
Richard A Cohen, Mayor
36 Main Street
Agawam, MA 01001
413-786-0400 Ext. 8200
I e( A 6 r4 I
From: Mark Arigoni [mailto:marka(cbmiloneandmacbroom.com]
Sent: Monday, June 22, 2015 4:55 PM
To: Mayor Richard Cohen
Cc: Jennifer Bonfiglio; Vince Gioscia; Jim Hanifan; John Hammer
Subject: RE: Fields and Locker Room Renovations
Mayor Cohen,
As you are aware although we had two complete and acceptable bids at or below our anticipated project budget,
unfortunately both bids have been withdrawn due to"clerical or numerical errors in their respective bids". This leaves us
with only the third bid at approximately$8.8 million currently being on the table. Based upon the two lower bids being in
relative close proximity to each other and our own opinion of the project value,we recommend that the third bid not be
considered an acceptable bid amount for the current project scope. Upon review of the current project, the schedule, and
with the intent to deliver the Town of Agawam and the students of the High school a new outdoor sports facility and locker
rooms,we offer the following options for your consideration.
1. Re-bid the entire project this summer, for late summer or early fall construction start. This process will
need to include a revised construction schedule that will restrict the use by the high school of the
following for the entirety of the Fall 2015 seasons including the football stadium, all hardcourts
(tennis/basketball), baseball field (old & proposed). Although the football stadium and track would be
ready for the Spring 2016 seasons, the new baseball and renovated grass field areas would be ready for
the fall 2016 seasons at the earliest. There will be the opportunity to consider maintaining the use of
several multi-use natural grass practice fields not targeted for construction through the Fall 2015
season. The locker room renovations would be proposed to be constructed in the summer 2016 (early
June to end of August). This schedule change will allow ample time to order and obtain any long lead
time items, such the new lockers and ceiling tiles, and avoid any perceived scheduling constraints. This
will require a fair amount of additional effort from both the Town, CBA (Jim Hanifan), and MMI.
2. Break the project into two projects. Essentially a site work, track &field bid package and concessions,
storage and locker room package. This approach would essentially allow a site contractor to bid and
construct the track and all field improvements, while a building contractor would bid the building
work. This option would require two different contractors to coordinate together regarding the
construction of the concessions and storage buildings. The construction schedules would be modified
similarly to the above option presented. This option would be more difficult and would require two
different types of bidding procedures and will require significantly more additional effort from both the
Town, CBA (Jim Hanifan), and MMI to pull the two packages together.
We are available to sit with you and the track committee to discuss the best and most feasible approach to proceed.
Thank you.
Mark
Mark Arigoni, L.A., Principal
Massachusetts Regional Manager
=`hIMONIMAIACHR001f'
One Financial Plaza
1350 Main Street, Suite 1012
Springfield,MA 01103
office 413.241.6920/cell 860.559.3970
www.miloneandmacbroom.com
TR-2015-35
A RESOLUTION TO INCREASE THE AUTHORIZED BOND AMOUNT
FOR THE NEW TRACK, FIELD AND SCHOOL LOCKER FACILITY
AT THE AGAWAM HIGH SCHOOL
(Sponsored by Mayor Richard A Cohen)
WHEREAS, the Agawam High School is in need of new track and field facilities to meet
the needs of students, residents and various community programs; and
WHEREAS, the Agawam City Council, the Agawam School Committee and the School
Administration has endorsed the Track Master Plan, (See TR-2014-26) and the
purchase/placement/construction of a new track, turf field, tennis and basketball courts, baseball
field, bleachers, concession stand/restroom facility at the Agawam High School, including
paving, lighting, landscaping-and other site improvements related to such construction, and for
reconstruction and renovation of the Agawam High School locker rooms, including the payment
of all other costs incidental and related to such projects; and
WHEREAS, the Agawam High School locker room renovations will meet the standards
of Title IX and the requirements of the school's accreditation recommendations; and
WHEREAS, the planning and design for the project is complete; and
WHEREAS, the Agawam City Council authorized Community Preservation Funds in
the amount of$1,035,000.00 to be expended on this project(See TR-2014-37); and
WHEREAS, the Massachusetts School Building Authority did not approve the city's
application for funds; and
WHEREAS, the city has opened bids for the project and additional funds are required
for construction of the project; and
WHEREAS, the appropriation and authorization to borrow passed by the City Council
on September 15, 2014 was $6,750,000.00 (See TR-2014-36); and
WHEREAS, the contract is ready to be awarded and the lowest bid is $7,526,000.00 (not
including a construction contingency and other miscellaneous items) and therefore there are
insufficient appropriated funds to award the contract; and
WHEREAS, completion of the project is scheduled for early October 2015 with the
majority of construction taking place during the summer school break; and
WHEREAS, a delay in funding would cause major disruption of student activities at the
Agawam High School; and
WHEREAS, said facilities shall and will be owned by the City of Agawam; and
WHEREAS, the completion of the new track, fields and locker room facilities at the
Agawam High School is in the best interests of the City of Agawam; and
NOW THEREFORE, THE AGAWAM CITY COUNCIL HEREBY RESOLVES
TO AUTHORIZE THE FOLLOWING: That Nine Hundred Ninety-Six Thousand
($996,000.00) Dollars is appropriated to pay costs of the planning, design, construction, original
equipment and furnishing of,a new track, turf field, tennis and basketball courts, baseball field,
bleachers and concession standlrestroom facility at the Agawam High School, including paving,
lighting, landscaping and other site improvements related to such construction, and for the
reconstruction and renovation of the Agawam High School locker rooms, including original
equipment and furnishing, and including the payment of all other costs incidental and related to
such projects; that such amount shall be in addition to the Six Million Seven Hundred Fifty
Thousand ($6,750,000.00) Dollars previously appropriated for such project; and that to meet this
appropriation, the Treasurer, with the approval of the Mayor, is authorized to borrow said
amount under and pursuant to Chapter 44, Section 7 of the General Laws, or pursuant to any
other enabling authority, and to issue bonds or notes of the Town therefor.
DATED THIS DAY OF , 2015.
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher C. J son, President
ROVED S O FORM AND LEGALITY
w
incent F. ' scia, City Solicitor
Town ofAgawam
gbh° .1
Interoffice Memorandum
DATE; June 1$,-2015
To: city coin
RE: Project Update
General bids were received Friday June 12, 2015 at 2-00 PM. The Town received three general
contcacwr bids. After verbally accepting the project, the apparent low bid of$7,075,000 has since been
withdrawn. The second low bidder has been con=ted and has agreed to accept the project Their base
bid is$7,526,000 with an additional$145,200 for Masonry and Acoustical Tile to be added.
As you can see from the attachment this has caused a shortO m the project budget of$994,21&
At this time, we are unable to move forward and award the contract without the necessary funding;
therefore an increase to the bond is needed. Because we are on a very tight schedule,any delays to this
project will result in a major disruption for students and staff at the High School.
Bond Counsel has also been notified of the request for an increase in the bond.
Please let me know if you have any questions or need any additional information.
Mayor Richard A.Cohen J er Bonfiglio
TOWN OF AGAWAN4
AHS ATHLETIC FACILITIES & DOCKER ROOM
20 '15-
INCOME AND FUNDING INCOME OR FUNDING SOURCE AMOUNT
CPA Funding $1,035,000
Bon 6, 50,000
TOTAL FUNDING FOR PROJECT $7,785,000
�ExPENSE TYPE OF EXPENSE COST
Architectural Services $455,000
Legal Advertisements $2,000
Construction Administration (Clerk of the Works) $30,000
Electronic Bidding Services(BidQocsOnline) $5,000
General Contractor(2nd lowest Bid) $7,526,000
Acoustical Tile Rebid(estimate) $100,006
Contingency $594,518
Furnishing& Equipment Allowance $10,000
!Utility Connections $5,000
bedication Plaque/Stone/Sign _ _ $6,500
Masonry(Add for second lowest bidder) $45,200.00
TOTAL PROJECT
[TOTAL PROJECT BUDGET SHORTFALL $994 218
TR-2014-26
A RESOLUTION ENDORSING THE TRACK MASTER PLAN AS PRESENTED
AND THE ADMINISTRATION'S INTENTION TO CONTINUE WITH THE
PROJECT, WITH SUPPORT FROM THE EXPLORATORY COMMITTEE, AND
SEEK BIDS FOR CONSTRUCTION DOCUMENTS
Sponsored by Mayor Richard A Cohen
WHEREAS, the Track Facility Exploratory Committee seeks the support of the
City Council before moving forward with the second phase of this project; and
WHEREAS, the Town of Agawam commissioned the creation of a Master Plan
layout the renovation of the Track &Field Facility at the High School;and
WHEREAS, said plan was presented to the City Council and School Committee
at a joint meeting in April where it received positive feedback; and
WHEREAS, the next phase of the project would involve a bid for a firm to create
construction drawings which would be used to bid for the construction of the facility; and
WHEREAS, it is in the best interests of the Town of Agawam to continue with
this project in seeking bids for the creation of construction documents.
NOW THEREFORE, the Agawam City Council resolves to endorse the Track
Master Plan as previously presented and encourage the Administration and Track Facility
Exploratory Committee to continue with the project and pursue a firm for the creation of
construction drawings for the final phase of the project.
Dated this��ay of�:.�d=1 2014.
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher C. Ia on, President
PROVE TO FORM AND LEGALITY !J V0 t 0-r �Y�
0 Nro
VS W+-
Vincent ioscia, City Solicitor Pt',-()
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TR-2014-36 tt= k�3li fir r.c:C
A RESOLUTION TO BOND A NEW TRACK, FIELD AND SCHOOL LOCKER FACILITY
AT THE AGAWAM HIGH SCHOOL
(SPONSORED BY Mayor Richard A Cohen)
WHEREAS,the City of Agawam at the Public High School is in need of new track and field
facilities to meet the needs of students,residents and various programs;and
WHEREAS,the Agawam City Council, The Agawam School Committee and the School
Administration,has endorsed the Track Master Plau and the purchase/placementleonstruction of
original equipment and furnishing of a new track,turf field,tennis and basketball courts,baseball
field,bleachers,concession sund/restroom facility at the Mgb School,including paving,
lighting,landscaping and other site improvements related to such construction,and for
reconstruction and renovation of the High School locker rooms,including original equipment
and furnishings and including the payment of all other costs incidents[and related to such
proJem; and
WHEREAS,the Locker Room Renovations will meet the standards of Title IX and the
requirements of Accreditation Recommendations; and
RREREAS,an July, 14,2014 The Agawam City Council endorsed the Track Master plan and
the pwrchaselplacement/construction of original equipment and famishing of a new track.,turf
field,tennis and basketball cosmts, baseball field,bleachers,concession stand/restroom facility at
the High School,including paving,lighting,landscaping and other site improvements related to
such constrvc6.on,and for reconstruction and renovation of the High School locker rooms,
including ariVmid equipment and furnishings and including the payment of all other costs
incidental and related to such projects;and
WHEREAS, if applicable and approved Comrnun*Preservation Funds will be utilized to
red»coats;:tad
WHEREAS,if applicable and approved, Niassachusetts School Building Authority funds will be
utilized to reduw costs; acid
WHERAS,a Request for Qualifications(l2FQ)is being prepared, for the Architectural dt Design
Phase of the project,to be disseminated and distributed;and
WHEREAS,sand facilities shall and will be owned by the City of Agawazn;and
WHEREAS, it i.,:in the best interests of the City of Agawam to meet the needs and requirements
of physical edlicotion Bad the c0iidents and for the development of each various programs to
appropriate and authorize borrowing in the amount of for the costs of the
planning, design, c�snstnrctior�, original equipment and shing of a new track,turf field,
�� �zl vro
tennis and basketball courts, baseball field, bleachers, concession stand/restroorn facility at the
High School,including paving, lighting,landscaping and other site improvements related to such
construction,and for reconstruction and renovation of the High School Ioeker rooms, inclining
original equipment and furnishing, and including the payment of all other costs incidental and
related to such projects
NOW THEREFORE,BE IT RESOLVED BY THE AGAWAM CITY COUNCIL HEREBY
RESOLVES TO AtiTHORIZE'iHE FOLLOWfNG.
That is appropriated to pay costs of the planning,design,construction, original
equipment and furnishing of a new track, turf field,tennis and basketball courts, baseball field,
bleachers,concession stand/restroom facility at the High School,including paving, fighting,
landscaping and other site improvements related to such construction,and for reconstruction and
renovation of the High School locker rooms, including original equipment and furnishing,and
including the payment of all other costs incidental and related to such projects; and to meet this
appropriation, the f-masurer, with the approval of the Mayor,is authorized to borrow said amount
under and Ptu-tram to Chapter 44 Section 7 of the Massachusetts General Laws,or pursuant to
any other emabliV, authority,and to issue bonds or notes of the City therefore.
I kbqh(L
DATED T KIS ',i _ DA V OF .2014.
PER ORDER OF THE AGAWAM CITY COUNCILN L
L� V
Christopher C. Jo -n; President
APPRO jN3 'O a�0Pt M D AN LEGALiT`�
y
Vincent es;,ia,City Solicitor
ttc_ TnCkL Cc se LAM'
[L Cc{ute4,
(t- c PA
TR-2014-37 G i
A RESOLUTION APPROPRIATING FROM THE COMMUNITY
PRESERVATION FUND AND AUTHORIZING THE EXPEND]KITURE OF
COMMUNITY PRESERVATION FUNDS FOR THE REHABILITATION OF
THE ATHLETIC FACILITY LOCATED AT THE AGAWAM HIGH SCHOOL
Whereas,voters of Agawam chose to form a Community Preservation Committee
(CPA); and
Whereas, pursuant to Massachusetts General Law Chapter 44B, Section 5(2) allows the
CPA Committee to make recommendations to the legislative body; and
Whereas, pursuant to Massachusetts General Law Chapter 44B, Section 5(3)(d) states
that the legislative body shall then take such action and approve such appropriations for
the CPA Committee; and
Whereas, one of the CPA committee's functions is related to providing recreation
benefits to the City and its residents; and
Whereas, A Master Plan has been prepared for the replacement/construction of a track,
turf field,tennis and basketball courts,baseball field,bleachers, concession
stand/restroom facility at the High School, including paving, lighting, landscaping and
other site improvements and
Whereas, &.e Community Preservation Committee has previously approved funds for
said plan; and
Whereas,the City of Agawam at the Public High School is in need of new track and
field facilities to meet the needs of students,residents and various programs; and
Whereas,the project is in need of additional funds to be used to reduce the amount of the
debt; and
Whereas,there is extremely strong community support for such use of funds from
elected officials, City of Agawam Department Heads, and Residents of Agawam; and
Whereas, The Community Preservation Committee has recommended appropriation and
expenditure in the amount of one million thirty five thousand dollars and no cents
($1,035,000) from Undesignated Fund balance; and
Whereas, it is the best interest of the public and the City of Agawam to appropriate from
the community preservation fund and authorize the expenditure of community
preservation funds for the creation of tennis and basketball courts, lighting, removal of
baseball field, planting grass and creation of new baseball field;
,
NOW THEREFORE, THE AGAWAM CITY COUNCIL hereby further resolves,
appropriates and authorizes the expenditure of Community Preservation Funds in the
amount of one million thirty five thousand dollars and no cents (S 1,035,000)from the
undesignated fund balance for the rehabilitation of the athletic facility on property owned
by the City of Agawam and located at the Agawam High School in accordance with
M.G.L. Ch. 44b, Sec. 2.
THE AGAWA-M TOWN COUNCIL hereby further resolves that the Mayor is authorized
to expend said funds, as permitted by law, and to do all things necessary for the purposes
so stated.
Dated this )ay of l ,2014.
PER ORDER OF THE AGAWAM CITY COUNCIL
c3kf kz��
Christopher C. o s n,President
APPROV S TO FORM AND LEGALITY
incent oscia, City Solicitor
APPROVED AS TO APPROPRIATION
{ )
1-4 A 4 n
Cheryl St. Jo4,Auditor
TO-2015-32
AN EMERGENCY PREAMBLE FOR TR-2015-35
A RESOLUTION TO INCREASE THE AUTHORIZED BOND AMOUNT
FOR THE NEW TRACK, FIELD AND SCHOOL LOCKER FACILITY
AT THE AGAWAM HIGH SCHOOL
WHEREAS, completion of the new track, field and school locker facility project
at the Agawam High School is scheduled for early October 2015 with the majority of
construction taking place during the summer school break; and
WHEREAS, TR-2015-35 has been placed on the City Council Special Meeting
agenda on June 22, 2015; and
WHEREAS, unless the City Council votes on TR-2015-35 at its June 22, 2015
Special Meeting, the completion of the new track, field and school locker facility project
at the Agawam High School will be substantially delayed beyond early October 2015;
and
WHEREAS, the scope of construction for the new track, field and school locker
facility may create numerous physical hazards to the students and staff of the Agawam
High School; and
WHEREAS, in order to promote the protection of health, safety, and welfare of
the residents of the City of Agawam, specifically the students and staff at the Agawam
High School, the Agawam City Council must act on TR-2015-35 at a Special Meeting on
June, 22, 2015; and
WHEREAS, it is in the best interests of the Agawam City Council to act on TR-
2015-35 at its Special Meeting on June, 22, 2015; and
NOW THEREFORE, the Agawam City Council hereby declares pursuant to
Section 2-9(b) of the Agawam Home Rule Charter that an emergency exists and hereby
approves this Emergency Preamble to TR-2015-35.
DATED THIS DAY OF ,2015.
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher C. Johnson, President
A
P O FORM AND LEGALITY
a, City Solicitor