Permanent Building Committee’s Consultant Manual

Consultant User Manual

Town of Wellesley Permanent Building Committee (PBC)

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Table of Contents

A: Introduction B: FMD’s Recommended Design and Construction Guidelines

 General Design Issues

 Energy Efficiency Issues

 Maintenance and Sustainability Concerns

 Custodial

 Other C: Architect’s Role (Engineer or Other Design Consultants)

 Assessment

 Schematic Design

 Design Development

 Construction Documents

 Bidding

 Construction Administration

 Warranty D: Designer’s Contract (and attached samples)

 Certificate of Corporate Authority

 Certificate of Non-Collusion

 Truth in Negotiations Certificate E: Amendments and Invoicing (and attached samples)

 Amendment Template

 Amendment Tally Template

 Invoice Template

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Section A:INTRODUCTION

Congratulations on being selected to work for the Town of Wellesley and the Permanent Building Committee (PBC.) In anticipation of your role, responsibilities, and the Town’s expectations, this manual has been developed as a guideline to provide clarity as to the process, services, and de- liverables required for this project. The PBC is a volunteer group of citizens comprised of an architect, engineer, construction professional, lawyer, and citizen at large. This group is supported by the Wellesley Facilities Manage- ment Department (FMD.) FMD Staff that support the PBC include the Design & Construction Manag- er, Project Manager, and Projects Assistant, and they will be your day-to-day point of contact for all project-related business. The presentations and issues brought to the PBC should be at an executive level while the more detailed issues and day-to-day considerations will be addressed by the FMD PBC-dedicated staff. A PBC liaison will be assigned to each project for ongoing and direct “off- meeting” contact in case there are issues that require attention after being vetted by the FMD.

The PBC’s goals are to provide building solutions that satisfy user requirements in a well- executed manner. While these goals are first and foremost, fiscal responsibility is a significant con- sideration which the PBC endeavors to uphold. The PBC not only looks at fiscal responsibility as budget control, but also the return on investment. Life cycle cost analysis and energy modeling play an important role in all projects. The PBC attempts to build to a “fifty-year” building life standard for new construction where possible. Well thought out and vetted programming is essential to any project. The PBC expects the designer to work with the users in refining and confirming the program throughout the Schematic Design phase. The designer should notify the PBC of programming deficiencies and/or significant changes required to meet the Basis of Design. The intent of this manual is to clarify your role, deliverables, and logistics. Please keep in mind that, although you will be working closely with the user departments and others, all final deci- sions and approvals will be made by the PBC.

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Section B:FMD ’S RECOMMENDED DESIGN AND CONSTRUCTION

GUIDELINES

These guidelines were developed by the Facilities Management Department (FMD) based on their experience operating and maintaining public buildings in Wellesley with a goal of ensuring en- ergy efficiency, maintainability and sustainability. FMD believes that incorporating these guidelines in design and construction projects will result in significantly better projects.

General Design Issues

 Service Life: New FMD buildings should be constructed to have an expected service life of at least 50 years and preferably much longer, with regular planned system/equipment/ finishes replacement.  Sustainability: Apply sustainable design practices by using an integrated design approach that utilizes innovation and management from conception through construction.  Accessibility: Design must always be aware of State (MAAB) and Federal accessibility reg- ulations, but endeavor to exceed those where possible.  Service Areas: Service personnel must be able to safely access equipment and perform routine maintenance without disrupting activities in school and municipal buildings. Equipment clearances must be adequate to permit replacement over the life of the facili- ty. Mechanical rooms must have an exterior door and convenient vehicle access.  Construction Phasing: Show construction staging and lay-down areas, relocated entries, roadways/walkways and other special constraints on the drawings. For renovation con- struction work where the buildings are occupied, work with building users to prepare de- tailed phasing drawings.

Energy Efficiency Issues New technologies for energy efficiencies that are difficult or complex to operate and/or maintain should not be specified without prior approval from the FMD. FMD’s concerns for proposed “Green” or sustainable equipment and systems include the following:

 Can existing staff operate and maintain the equipment?  Are repair/replacement parts and technical support readily available?  Are proposed energy savings guaranteed?  Are back-up systems required if the proposed system fails?  Can a 5 year or longer warranty be provided?

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The following specific areas of design and construction should be considered on all projects:

 Stretch Code: The Town has adopted the Stretch Energy Code and it must be utilized by designers for all Town projects. Wellesley link here.  Lighting: In response to the Town’s mandate to reduce energy use, the FMD has created a strategic plan to systematically replace the majority of all interior and exterior lights with more energy-efficient and cost-effective light emitting diode (LED) lights on all school and town buildings. In addition to energy efficiency, lighting must be of an ac- ceptable kelvin rating (color), accessible and maintainable.  Selection of fixtures should preserve the aesthetic characteristics of the buildings while improving upon the quality of lighting.

 Sensitivity to light pollution must be considered. LED fixtures should be selected based upon their BUG (Backlight, Up Light, and Glare) ratings, to ensure that backlight does not trespass on adjacent sites, up light does not contribute to artificial sky glow, and glare is not visually disabling. Town bylaws on outdoor lighting must be followed.  Existing exterior lighting controls should be upgraded when possible to optimize the op- eration of the exterior lights. In addition, FMD refers to the EERE, IESNA, IECC, ASHRAE 90.1, and MA Stretch Energy Code for lighting application guidelines.  Motion sensors should be included in all occupied areas, along with multiple switching or a low intensity mode. Consider dimmable ballasts.  Boilers: Condensing boilers with redundancy (more than one) is preferred. Hybrid sys- tems consisting of any combination of condensing and non-condensing boilers at any one building should be avoided. Specified boilers should have a good, reliable track record of performance, and be able to services by most qualified boiler contractor. Replacement parts should be able to be obtained locally and overnighted if necessary. The boiler man- ufacturer’s controls package or built-in accommodations for outside controls, shall be compatible with the Town’s energy management system (Metasys by JCI).  Energy Efficient Transformers and Proper Loading: Energy efficient transformers should be specified. When possible select transformers that are compliant with the NEMA Pre- mium® Efficiency Transformer program. Transformers should be designed based on antic- ipated load versus an assumed 15 to 20% or less.

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 Premium Efficiency Motors: Specify NEMA premium efficiency motors (PEM) for all large motors, such as for air handlers, as well as for smaller motor with high run times such as exhaust fans.  Variable Frequency Drives (VFDs): Specify VFDs for all ventilation systems, heating/ cooling pumps and other variable load applications.  Fuel: If fossil fuel is to be used, natural gas is the preferred heating and cooking fuel source for all FMD buildings. Diesel fuel may be acceptable for certain emergency gener- ator applications.  Energy Management System (DDC-Direct Digital Control): Must be latest version of Meta- sys by Johnson Controls Inc. to comply with other Town systems. Graphics must include floor plans and the installation must be capable of being accessed remotely and connect- ed to all other Town buildings. Low-voltage lighting shall also be controlled by this sys- tem.  Roofing Systems: For flat roof applications, white, fully-adhered PVC membrane roofing with welded seams is preferred, such as by Sarnafil. Use tapered insulation as needed to ensure positive drainage throughout the roof to avoid ponding. Waterproofing underlay- ment shall be installed a least 8 feet from eave on sloped roofs and shall extend vertically up transitions (dormers, curbs, walls, etc.) at least 18 inches where possible. Roofing de- sign should be prepared by an envelope consultant with expertise in roofing design.  Windows: Operable windows with insect screens are preferred, and must be high quality, low-e thermal pane windows with tinted glass. EFCO, Wausau and Peerless are manufac- turers that provide an acceptable quality of window.

 Sensors: Specify CO2 sensors and room occupancy sensors to regulate ventilation levels, ensure good indoor air quality and provide efficient operation of HVAC equipment.  Kitchen Equipment and Hot Water Heaters: use natural gas instead of electricity whenev- er possible for all kitchen equipment and domestic hot water heaters.  Hydration Stations: Provide water bubblers that can also fill reusable bottles in lieu of standard bubblers. Caution is advised with regard to MAAB requirements for clearances and projections into travel paths.

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 Rainwater Harvesting: The Town has determined that by using actual maintenance and utility costs in a LCCA, rain water harvesting features, which collect rainwater for use as no-potable gray water in plumbing applications, should generally not be pursued.  Porous Pavement: Unless significantly larger grant funds are obtained from installing po- rous pavements, they should be avoided due to the extraordinary sweeping/vacuuming costs and specialty, costlier deicing materials required in the winter.  Keying: Schlage Primus and consistent with Town wide/School wide system  Video Surveillance and Access Control: Genetec Software and HDI readers

Maintenance and Sustainability Concerns

 In general, equipment must be located such that it is readily accessible to allow staff to safely maintain and operate it. Materials and equipment selected for use on Town pro- jects should be high-quality and able to withstand heavy daily use of schools and other public buildings. Finishes selected must resist this same abuse and traffic and also require minimal cleaning/maintenance to restore finishes – this is particularly true with floors and walls.  Peer Review: FMD recommends independent peer reviews, in addition to their own, when budget allows for specialty items such as building envelope, structural design and MEP systems. This independent review continues in construction phase as commission- ing.  Equipment Layout and Location: Locate equipment and provide proper access points and clearance to allow routine maintenance to easily take place. Plan for the eventual remov- al and replacement of large pieces of equipment for when they reach the end of their service life, without having to demolish/rebuild a structure. Also consider providing addi- tional mechanical space for future equipment or replacement equipment that may be larger.  Safe Access: Eliminate vertical ladders and provide roof walk-outs, elevators to roof, at a minimum, ships ladders to allow safe rooftop access. Make provisions on equipment that allow staff to perform proper lockout-tagout procedures during servicing. Every effort shall be made to avoid confined spaces. Ladders, walkways, platforms and railings shall be properly designed to provide safe access to above ceiling/attic spaces where equip- ment is located.  Consider height limitations for staff to replace lamps and test/service fire protection (heats/smokes) devices – particularly in auditoriums, stages, gymnasiums, clock towers and other high bay areas.

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 Building Materials and Systems Standards: The FMD has attempted to standardize mate- rials and products Town-wide where possible. Benefits in- clude: proven performance, familiarization with use/repairs, ease of finding/stocking replacement parts and reduced pur- chasing prices by buying in bulk. FMD encourages the PBC to vote for proprietary specification of: Genetec security sys- tems, Schlage Primus keying systems, Metasys HVAC control systems, Von Duprin panic hardware and LCN door closers. FMD prefers non-metal toilet partitions such as those made with phenolic plastic material.  Basements: Buildings with full or at least partial height basements are preferred to allow for lower priced storage space, attic stock and mechanical equipment.  Attic Stock: Technical specifications should include requirements for extra materials for repairs, including: flooring, carpeting, ceilings, lighting, electrical, mechanical and other finishes. Only a small sample of paints used with a use-location chart is required.  Shut-Off Valves: An adequate number of shut-off (ball) valves should be required in the design and properly located for ease of access - particularly in emergency situations. As- built plans must show correct quantities and locations. Sinks, toilets, bubblers should have valves for isolated repairs. Main and branch water lines and hot water piping re- quires a well-designed method of isolation and should be approved by FMD. The same concept applies to sanitary/waster piping cleanouts – as there is potential for items which don’t belong being put into toilets.  Emergency Flow/Leak Monitors: Consideration should be given to moisture detection sensors and/or flow monitors tied into the Metasys system that can detect major leaks and notify FMD staff by email, text or phone.  Auditorium Stage and Gymnasium Equipment: Proposed manufacturers and design for rigging, lighting, fabric partitions, curtains, backboards, and bleachers must be reviewed with performing arts director, athletic director and FMD. All areas must be accessible by catwalk or equipment must be able to be replaced using pulleys or other similar systems.  Surface Finishes: All finishes should be reviewed with the FMD and its Custodial Manager to ensure these materials are durable and can be readily cleaned. Higher initial capital costs of flooring such as porcelain tile and rubber flooring must be considered against life -long maintenance savings from not having to strip and wax the floors. Bathroom floors, walls and ceilings should be durable and water-resistant to allow deep cleaning using pressure wash equipment and must have floor drains. Ceramic tile, quarry tile and terraz- zo are good systems for kitchens, bathrooms and busy lobbies.  Flooring Preparation: Consideration must be given to flexibility of wood flooring and moisture content of concrete flooring when se- lecting materials and specifying required preparation. This is partic- ularly true for all resilient flooring.  Walk-Off Areas: Recessed mats at vestibules are preferred for re- ducing dirt and debris brought into the building.  Exterior Façade: Utilize masonry, precast, cement board, PVC or composite trim, and other materials that are attractive yet require minimal maintenance, such as painting.

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Custodial

 Closets: An adequate number of properly sized closets with slop sinks must be located throughout the building to facilitate build- ing cleaning. Storage space for products, equipment and supplies must also be provided. Proposed sizes and location should be re- viewed with the FMD Custodial Manager.  Backflow Prevention Devices: Custodial closets (slop sinks) should have backflow devices to accommodate for the cleaning chemical system dispensers.  FFE: FMD Custodial Manager will provide a detail list of custodial, maintenance and grounds equipment required for new buildings under the FF&E package.  Electrical Outlets: Outlets must be provided in corridors, stairways, closets, and other common areas where custodial equipment is used.  Dumpsters/Compactors: Plan for locations of these items and power supplies when com- pactors are needed.  Electrical: Provide ground fault protection, lightning protection and phase/surge protec- tion. Provide emergency power (when possible) for life safety and heat, or at minimum provide special connection for portable generator use.  Security: The Town uses Genetec access control and surveillance camera systems. The intrusion alarm is centrally monitored. FMD must have capability to manage Genetec sys- tem remotely and to modify intrusion system using a laptop rather than at the keypad. Exact security design should be reviewed with the department head or school principal. Keying meetings must be held with department head or principal during construction and be part of the existingTown Wide Keying System.  Landscaping: The Town’s DPW (Park and Tree Division) should be consulted on all land- scaping design and design should require minimal maintenance, such as avoiding irriga- tion systems. Plantings should also require minimal maintenance and not attract bees or other insects that can endanger students. Playground design must be also be coordinated with the Town’s DPW, which maintains all playground facilities.  Exterior Railings: Specify stainless or galvanized steel. Attention is required on post an- chorage detail to prevent water from entering base materials and cracking/spalling it un- der freeze/thaw conditions. Bolted base plates set in a caulking base are preferred.  Grounds Storage: Provide adequate area for separate shed or interior space for gas- powered equipment storage.  Emergency Egress Plans: Architect should design and in- clude permanent placard mounted plans in each room.  Information Technology (IT): All work which will directly or indirectly impacts the Town’s or School IT systems must be coordinated with each IT department during design.  Training: Details, scheduling, and types of the proposed training must be reviewed with FMD and owner.

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Sustainability

The Town of Wellesley prioritizes maximizing all potential sustainable and energy saving opportunities. Although these will be addressed in the feasibility study, the expectation is a thorough vetting of all opportunities using Mass CHPS, LEED, and other stand- ards as guidelines. Sustainability should be considered from incep- tion of the design accounting for:

 Potential strategies  Site design  Building orientation  Building systems  Building materials  Building thermal performance  Lifecycle costs  Energy modeling  Proven performance of proposed systems  Ease of operation and maintenance of proposed systems

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Section C: *Architect’s Role (*Note: Architect also refers to engineers or other design consultants)

A typical project proposal from an architect will or should include three primary services for each school/building: 1. Detailed assessment of building and site, if applicable 2. Documentation and assessment of existing buildings, if applicable 3. Preparation of design drawings.

Contract documents include technical specifications and drawings) plans, elevations, sections, schedules & details) as well as all necessary advertisements, forms, contact, general conditions, and bonds, etc. Although there will be feedback from numerous sources it is the expectation of the PBC that the ar- chitect will provide design leadership to maintain the integrity of the design concept.

Assessment The scope of work estimated and described in the preliminary assessment or feasibility study must be verified in detail, and ensured that it is consistent with the Basis of Design.

 Evaluate and confirm proposed program  Verify accuracy of record drawings in specific areas of anticipated work  Review present building code and present deficiencies  Evaluate existing mechanical systems as to performance, efficiency, and remaining ser- vice life  Verify the ability to accommodate new systems throughout the building  Analyze existing building envelope for thermal and weather resistance  Review existing AHERA reports and verify the need for additional hazmat testing  Verify site conditions and utility capacity/utility incentives  Coordinate destructive testing as required  Evaluate accessibility and identify potential MAAB issues  If applicable, identify potential items of historical significance

Schematic Design

 Provide work plan depicting schedule, milestones, and deliverables  Confirm and adjust program as required  Create schematic spatial and visual design alternatives for evaluation by the user depart- ment.  Refine alternatives based on feedback for presentation to the PBC.

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 Review Town’s zoning requirements and determine permitting path and strategies  Provide total project cost estimate (construction and soft)  Prepare preliminary life cycle cost analysis, for MEP systems and general building materi- als where applicable  Meet with working groups as required  Review and incorporate Committee’s and FMD’s comments  Provide four sets of all submissions and upload to Submittal Exchange. Drawings shall in- clude, but not be limited to; site plan, building plans, building elevations, and sketch per- spectives.

Design Development

 Provide an updated work plan  Refine preferred alternative design based on feedback from the user department and PBC.  Interact with the user department to further detail the design addressing spatial, visual, mechanical, and struc- tural solutions.  Provide energy modeling  Create a list of all Permits and approvals and a schedule of target dates for the procure- ment of such, commence permitting process and follow through project completion  Update life cycle cost analysis  Signage and graphics design including ADA requirements  Investigate interior design and color palettes  Work with user department to formulate FF&E package  Prepare permitting submissions for PBC review and attend all required permitting presen- tations, provide amount of copies required by the approving board’s submission require- ments  Provide total project cost estimate and value engineering to best determine life/cycle cost paybacks and project budget allocation  Create preliminary construction schedule and mitigation plan  Review and incorporate PBC Committee’s and FMD’s comments  Provide four sets of all submissions and upload to Submittal Exchange  Incorporate peer review

Construction Documents

 Provide an updated work plan  Execute a complete set of drawings, specifications, and “front end” documents that are fully detailed and coordinated for bidding and construction. PBC will not look favorably on project documentation that is intended to be designed through the submittal process (i.e. by Owner.)  Verify that the bid package is consistent and coordinated with all filed sub trades.  Provide an updated environmental assessment and a certified list of all required testing

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 Provide ADA/MAAB analysis and report  Conduct structural, energy, and Building Code analysis  Meet with building inspector, fire prevention officer, and police department to introduce project and establish timeline for permitting submission, review, and approvals.  Generate a certified list of all required Permits/approvals and certification that all utilities have been contacted and agree to the systems use and capacity  Prepare signage and way finding graphically coordinated with the user group and applica- ble codes and regulations  Finalize interior design and FF&E packages  Packages should up loadable to an electronic bidding platform  Provide cost estimate and review at 90% CDs  Provide final construction schedule and mitigation plan  Review and coordinate PBC Committee’s and FMD’s comments  Provide four sets of all submissions for other than permitting submission and upload to Submittal Exchange  Prepare MSBC Chapter 34 assessment report for submission to Building Department  Incorporate peer review

Bidding

 Upload all required documents to electronic bidding platform (i.e. biddocsonline, projectdog, etc.)  Prepare invitation to bid (IFB), advertise and post the IFB in local newspaper, Central Register, and COMMBUYS.  Attend and chair all pre-bid conferences, provide project overview, taking attendance and making notes of all questions  Prepare and issue all addenda to bidder questions (oral & written)  Attend bid opening (if required), conduct a review of bidder qualifications including re- view of DCAMM files of the three lowest qualified bidders (and other bidders if neces- sary). Within three business days advise the Town in writing of the Designer’s opinion regarding general bidder’s bids and wherein which general bidder is the responsible and eligible bidder that has submitted the lowest bid. Repeat the same process for filed sub bidders  Assist the Town in obtaining all required documents necessary to execute the contract, return bid deposits, and publicize the contract award in the Central Register.  The Designer shall assist in any re-bidding at no additional cost unless such re-bidding is the responsibility of the Town.  Assist the Town with any bid protests and hearings.  Prepare final conformed set of plans and specifications incorporating all addenda for con- tract signing and construction

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Construction Administration  Assist contractor securing building permit by providing construction control affidavits, wet-stamped drawings (specs, Chapter 34 report, and any other documents required from the architect for permit issuance.)  Assist the Town managing the construction contract by performing typical construction administration services and “controlled construction” services as required by the state code.  Perform all construction related duties as described in the Designer’s Contract with the Town to include but not limited to:  Interpretation of construction documents (RFI’s)  Preparation of Submittal review & logs  Preparation of supplemental sketches & logs  Arrange for testing and review results as required  Perform change order review for justification and pricing, contractor’s change or- der proposal (COP) to be presented to PBC for review and comment before issu- ing the final change order. COP must contain detailed backup. Upon confirmation by the PBC, the architect/consultant executes Change Order for presentation to the committee. The change order must be signed by Contractor and Architect be- fore the PBC will sign.  Make site visits to perform inspections and prepare reports as deemed appropri- ate by the stage of construction (minimum weekly.)  Conduct weekly site meetings and provide notes.  Provide weekly executive summary on the status of the work, construction issues, work rejected, and including photos as appropriate.  Authorize minor changes in the work through field directives that do not impact construction cost or schedule  Perform requisition reviews  Perform schedule reviews  Provide timely answers to all owner and contractor questions or requests for as- sistance.

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 Assist the Town with any change order appeal hearings or any other litigation  Prepare affidavits required for close-out or permit and issuance of substantial completion certificate.  Prepare semi-final and final punch lists in writing and manage lists until work has been completed, incorporate user’s and FMD’s punch lists into general construc- tion punch lists and manage said items until complete  The monetizing of punch list items shall be completed by the Architect in conjunc- tion with the OPM

 Review as-built drawings and all close out documentation (O&M manuals, attic stock, warranty list)  Administer project through Submittal Exchange ensuring that all categories all fully popu- lated  Finalize FF&E packages and assist with bidding and procurement as required  Finalize interior finishes palette

Warranty

 Provide 10-month warranty inspection with consultants and create punch list  Re-inspect punch list work after notification of completion by contractor

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Section D: DESIGNER’S CONTRACT Town of Wellesley Requirements The architect and owner will prepare three originals of the Designer’s contract using the Town’s Standard Contract Form. The contract “owner” shall be Named “Town of Wellesley acting through its Permanent Building Committee. (click link here)

The architect shall prepare three original contracts to be signed: One each for Owner, Architect, and Town Finance The following attachments shall be included in the contract:

 Certificate of Corporate Authorization – three originals – including the name and office of the individual authorized to execute the contract. This person shall sign all amendments and requisitions.  Certificate of Insurance, one original plus copies, naming the Town of Wellesley and the Permanent Building Committee as additional insured for Professional Liability (i.e. errors and omissions), General Liability, Umbrella Policy, Automobile Liability, and Workers Compensation. Insurance limits to be as stated in the contract.  The Town generally purchases Builders Risk Insurance directly.  Truth-in-Negotiations Certificate  Certificate of Non-Collusion  A Letter from a CPA regarding accounting procedures (MGL CH30, §39R)  A Letter from the Designer describing accounting systems in place  Designer’s Tax ID # with W9 Form  List of consultants to be used on project  Schedule of key personnel assigned to the project and their hourly billing rates  Scope of services  Tasks schedule and budget  Town will provide it’s Tax exempt form  Copies of insurance policies should be provided as a separate submission

After receiving signed contracts from architect, The Town and Accountant will review and sign the executed contract after which a Notice to Proceed and a Purchase order will be initiated. The following attachments are provided for your convenience:

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Link to sample document center on PBC/FMD website?

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Section E: Amendments & Invoicing

All additional services must have a PBC approved amendment before commencing with the service. Any service provided without said amendment shall be provided at the consultant’s own risk. Consultants are cautioned when engaging with user boards and staff to be aware of this before proceeding. All amendments shall be submitted using the attached template as a guideline. All invoices shall be submitted using attached template as a guideline. Invoices are due with- in thirty days of PBC review. Please keep in mind that any marked up/revised invoices must be re- submitted as Town Finance will not accept edited invoices.

PBC LOGISTICS:  The PBC meets the 2nd and 4th Thursday of the month with some exceptions and periodic additional meetings. The meeting calendar which hosts posted meetings can be located on the Wellesley website found at http://www.wellesleyma.gov/ then select the meeting calendar tab.

 Agendas are posted on or before the Tuesday before meetings by 7:30pm. If you are late for your allotted time per the posted agenda, your business may be taken up at the end of the agenda or may need to be postponed to the next scheduled meeting.

 All meeting materials are due by the Thursday preceding the scheduled posted meeting to provide sufficient time for Committee review.

Please see attached templates.

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