VILLAGE OF BOSTON HEIGHTS 45 E. Boston Mills Road Hudson, OH REGULAR COUNCIL MEETING OF July 14, :00 PM

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1 VILLAGE OF BOSTON HEIGHTS 45 E. Boston Mills Road Hudson, OH REGULAR COUNCIL MEETING OF July 14, :00 PM AGENDA ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA MINUTES PRESENTED FOR CHANGE OR CORRECTION OR ADOPTION CORRESPONDENCE AUDIENCE PARTICIPATION RESOLUTION N RESOLUTION X RESOLUTION BB A RESOLUTION FOR A REQUEST FOR QUALIFICATIONS (RFQ) FOR PROFESSIONAL DESIGN SERVICES AND A REQUEST FOR PROPOSAL (RFP) FOR THE ADDITION TO THE VILLAGE OF BOSTON HEIGHTS FIRE DEPARTMENT/SAFETY BUILDING AND DECLARING AN EMERGENCY A RESOLUTION REQUESTING THE DIRECTOR OF THE OHIO DEPARTMENT OF TRANSPORTATION TO DETERMINE A SAFE AND REASONABLE SPEED LIMIT ALONG SR8 THROUGH THE CORPORATION LIMITS OF THE VILLAGE OF BOSTON HEIGHTS AND DECLARING AN EMERGENCY A RESOLUTION CONFIRMING THE LEVEL CHANGE WITHIN THE POLICE DEPARTMENT WAGE STRUCTURE FOR VARIOUS EMPLOYEES AND DECLARING AN EMERGENCY MOTIONS: APPROVAL OF THE MAY 2010 FINANCIAL STATEMENT COMMITTEE REPORTS OLD BUSINESS NEW BUSINESS ADJOURN CAROL ZEMAN, CLERK-TREASURER

2 RESOLUTION N July 14, 2010 A RESOLUTION FOR A REQUEST FOR QUALIFICATIONS (RFQ) FOR PROFESSIONAL DESIGN SERVICES AND A REQUEST FOR PROPOSAL (RFP) FOR THE ADDITION TO THE VILLAGE OF BOSTON HEIGHTS FIRE DEPARTMENT/SAFETY BUILDING AND DECLARING AN EMERGENCY WHEREAS, the Village of Boston Heights has identified a need for an addition and/or upgrades to its existing Fire Department; and WHEREAS, the Village of Boston Heights is in need of a Professional Design firm to design the addition and/or upgrades to the Fire Department. NOW, THEREFORE, BE IT RESOLVED by the Council of the Village of Boston Heights, County of Summit and State of Ohio: Section 1: That pursuant to Ohio Revised Code Section the Clerk- Treasurer is authorized to advertise for a request for qualifications for professional design services for architectural services who have engaged in the design of public safety service buildings, for the design of an addition and/or up grades to the Fire Department/Safety Building for the Village of Boston Heights, Ohio. Section 2: Applicants should submit their statement of qualifications to the Clerk-Treasurer of the Village of Boston Heights no later than 4:00 P.M. on Thursday, August 19, Section 3: That it is found and determined that all formal actions of this Council concerning and relating to the adoption of this Resolution were adopted in an open meeting of this Council and that all deliberations of this Council and of any of its committees that resulted in such formal action were in meetings open to the public, in compliance with all legal requirements including Section of the Ohio Revised Code. Section 4: This Resolution is hereby declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety and for continuance of providing emergency services to all Village residents. PASSED: BILL GONCY, MAYOR ATTEST: CAROL ZEMAN, Clerk-Treasurer I, CAROL ZEMAN, Clerk of the Village of Boston Heights, Summit County, Ohio do hereby certify that the foregoing Resolution was duly passed by the Council of Boston Heights, County of Summit, State of Ohio, at a meeting on the 14th day of July, CAROL ZEMAN, Clerk of the Village of Boston Heights

3 VILLAGE OF BOSTON HEIGHTS 45 E. Boston Mills Road * Boston Hts., Ohio Phone Fax Village of Boston Heights Fire Department Building Addition Request for Qualifications The Village of Boston Heights (Village) is requesting qualifications from qualified architectural/engineering firms (consultant) to provide design and construction administration services for an addition to the existing Fire Station at 15 E. Boston Mills Rd. Anticipated Space Needs It is estimated at this time that the there will be two additions. One will be approximately 1,920 sq. ft. which will include a meeting/training room, storage space, offices, and ADA bathrooms. The other addition is estimated at 1,560 sq. ft. and will include a new truck bay and storage lockers. No work is proposed in the existing structure for the exception of stubbing piping from the proposed new bathrooms to the existing kitchen. The site work is limited to running the necessary utilities, a stormwater management facility, grading needed to construct the addition(s) and minimal concrete pavement at the entry ways of the proposed additions. See the attached sketch for approximate space needs and configuration. Project Budget The project budget is estimated at $425,000 for both additions and site work. This amount is to cover all aspects of the project: architectural/engineering design services, geotechnical evaluations, permitting fees, construction, construction administration and all contingencies. Scope of Services There are three (3) basis phases to the proposed scope of work that will result in a completed fire station addition(s). At each phase, the consultant will be responsible for development of a cost estimate, demonstrating that the project can be completed with the Village's budget. At any time if the cost estimate (or actual costs) demonstrate a project cost greater that the Village's budget, the consultant will work with the Village to identify value engineering items which, when incorporated into the project, will bring the project costs to within the Village's approved budget. These three phases are defined in the following: Page 1 of 4

4 VILLAGE OF BOSTON HEIGHTS Phase I - Conceptual Design & Design Development Under this phase, the consultant will be required, using current industry standards, to develop at least three (3) conceptual design layouts. These layouts will be developed by meeting with the Village and obtaining their goals and objectives for the project as well as falling within the indicated budget. These alternative designs shall be presented to the Village. The Village may make comments which the consultant will then incorporate into the plan. Once the Village has selected a final design concept, the consultant will proceed with Phase II of the contract. Phase II - Preparation of plans and specifications adequate to bid for construction of the addition, including all necessary utilities and site improvements. Under this phase, the consultant will prepare and further develop approved conceptual plans to the level necessary to achieve a complete construction document package including plans and specifications for bidding purposes for architectural, civil engineering, structural engineering, mechanical engineering, electrical engineering, SWPP, and plumbing. The plans and specifications shall be prepared as such that the two additions could be two stand alone projects or phases. The office addition shall be the first phase or primary additional and include the site work as necessary for both additions (i.e. stormwater control). The second phase or alternate bid shall be the additional vehicle bay. The project will also be bid out as one complete package during the bidding phase. Therefore during the bid, the project will have bidding for the office addition, bidding for the vehicle bay, and bidding for both projects. The complete document package shall comply with all current applicable Building and Electrical Codes, ADA requirements, fire codes, site and utility requirements, stormwater management requirements (per Village Engineer and County Stormwater Management Control manual), EPA and NPDES requirements, Stormwater Pollution Prevention requirements, Village Zoning Codes, and all other applicable requirements and codes pertaining to this project. All architectural documents shall be signed and sealed by a licensed architect in the State of Ohio. All engineering documents shall be signed and sealed by a licensed engineer in the State of Ohio. It is the consultant's responsibility to obtain all required permits and approvals from the Village, County, and State. The Village will pay for all required fees for the permits during the design approval phase. The consultant will attend all necessary project meetings and at least one evening public meeting. The consultant will provide 50% and 90% complete design plans, cost estimates, and specifications to the Village for their review and comment. The consultant will propose various materials, finishes, and color schemes for the Village's consideration. All design work shall be performed on a CADD basis in a format acceptable to the Village. At the completion of the project, the electronic data files are to be provided to the Village (in both CADD and pdf format) with a release allowing the Village use of same. Final plans are to be Page 2 of 4

5 VILLAGE OF BOSTON HEIGHTS produced on Mylar and given to the Village. The general and technical specifications, in a Village approved format, shall be provided in a Word format. In addition to preparation of adequate plans, specifications, and estimates under this phase, the consultant shall respond to all questions posed by prospective bidders during the bid process. The consultant shall also prepare and distribute any necessary addenda, shall evaluate all bids and shall make a recommendation to the Village regarding who the consultant believes is the lowest and best bid and why. Bid evaluations may include the evaluation of bid additives and/or alternates. Phase III - Construction Administration The consultant shall attend and run the preconstruction meeting. The consultant is responsible to review and approve all shop drawings and submittals (with necessary input from the Village). The consultant shall make weekly site inspections to observe the progress and quality of work and determine if the work is proceeding in accordance with the plans and specifications. The consultant will handle all construction issues and problems and develop any necessary corrections. The consultant will respond to the contractor's inquiries timely, review change orders, and make recommendations on progress payments as required. The consultant will perform final inspections of the project to assure the project has been completed in accordance with the plans and specifications. The consultant will prepare as-built mark-ups and provide to the Village in both hardcopy and electronic forms. Qualifications Requirements Six copies (and one pdf electronic version on CD) of your statement of qualifications shall be submitted to the below address no later than 4:00 pm July 16 l. Carol Zeman Clerk-Treasurer Village of Boston Heights 45 E. Boston Mills Rd. Hudson, Ohio The submittal shall minimally include: An executive summary providing a narrative description of your understanding of the project and the envisioned design concept and approach. A cost estimate of typical projects of this nature and size. Include your ideas and approaches on how this project can be built the most economical and within budget. Brief resumes of the project manager and design team to be assigned to the project. Firm's experience in designing fire stations and municipal buildings. A detailed description of the scope of work satisfying the goals indicated in this document. Preliminary Project Schedule (include conceptual design, design, approvals, and construction) Contact information for at least three references who will attest to your firm's ability to complete projects on time and within budget within the last five years. Page 3 of 4

6 VILLAGE OF BOSTON HEIGHTS A list of current projects your firm is engaged in and any known future project commitments. Include any prior work conducted for the Village or within the Village corporation limits. Include contact information. Fee Proposal The fee proposal shall be submitted in a separate sealed envelope to allow for objective evaluation of experience and qualifications prior to consideration of cost. The fees for the completed scope of work shall identify the tasks descriptions, the time to complete the tasks, deliverables, and incidental expenses. The fee shall be segregated into the following categories: 1. Conceptual Design Phase 2. Construction Document Phase 3. Construction Administration Phase Criteria for Selection A committee of Village administration and Council Representatives will evaluate and rank the firms in response to the Request for Qualifications. The top ranked design teams may be invited to make a presentation and oral interview. Evaluations of qualifications and interviews will include the following criteria: Experience, credentials, and time commitment of the design team project manager and other key personnel assigned to the project. Experience of the design team in completing projects of similar nature. Responsiveness to the project goals and preparation of an all-inclusive scope of work. Project approach and understanding of the proposed project and budget. Project schedule and the ability to complete the project timely. Page 4 of 4

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8 RESOLUTION X JULY 14, 2010 A RESOLUTION REQUESTING THE DIRECTOR OF THE OHIO DEPARTMENT OF TRANSPORTATION TO DETERMINE A SAFE AND REASONABLE SPEED LIMIT ALONG SR8 THROUGH THE CORPORATION LIMITS OF THE VILLAGE OF BOSTON HEIGHTS AND DECLARING AN EMERGENCY. WHEREAS, the Ohio Department of Transportation has notified the Village of Boston Heights that the speed limit on SR8 through the corporation limits of the Village of Boston Heights is less than what is considered reasonable and safe; and WHEREAS, the Ohio Department of Transportation is requesting a resolution from the Village of Boston Heights requesting the Director of the Ohio Department of Transportation to determine a safe and reasonable speed limit along the subject section of SR8 within the corporate limits of the Village of Boston Heights. NOW, THEREFORE, BE IT ORDAINED, by the Council of the Village of Boston Heights, County of Summit, State of Ohio: SECTION 1: The Council of the Village of Boston Heights requests that the Director of the Ohio Department of Transportation determine a safe and reasonable speed limit through the corporate limits of the Village of Boston Heights and as such to install revised speed limit signage giving notice thereof. SECTION 2: That this Council hereby finds and determines that all formal actions relative to the adoption of this Resolution were taken in an open meeting of this Council and that all deliberations of this Council which resulted in formal action were taken in meetings open to the public, in full compliance with the applicable legal requirements including Section of the Ohio Revised Code. SECTION 3: This Resolution is hereby declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety, and for the further reason this measure is necessary for the completion of the renovation of SR8 as it runs through the Village of Boston Heights and shall take effect and be in force from and after its passage. PASSED: BILL GONCY, MAYOR ATTEST: CAROL ZEMAN, CLERK-TREASURER I, CAROL ZEMAN, Clerk of the Village of Boston Heights, Summit County, Ohio do hereby certify that the foregoing Resolution was duly passed by the Council of the Village of Boston Heights, County of Summit, State of Ohio at a meeting of Council on the 14th day of July, CAROL ZEMAN, Clerk of the Village of Boston Heights, Ohio

9 RESOLUTION VILLAGE OF BOSTON HEIGHTS A resolution requesting the Director of the Ohio Department of Transportation to determine a safe and reasonable speed limit along SR8 through the corporation limits of the Village of Boston Heights. WHEREAS, the Ohio Department of Transportation has notified the Village of Boston Heights that the speed limit on SR8 through the corporation limits of the Village of Boston Heights is less than what is considered reasonable and safe; and WHEREAS, the Ohio Department of Transportation is requesting a resolution from the Village of Boston Heights requesting the Director of the Ohio Department of Transportation to determine a safe and reasonable speed along the subject section of SR8 within the corporate limits of the Village of Boston Heights. NOW, THEREFORE, be it enacted by the Council of the Village of Boston Heights, Ohio: SECTION 1: The Council of the Village of Boston Heights requests that the Director of the Ohio Department of Transportation determine a safe and reasonable speed limit through the corporate limits of the Village of Boston Heights and as such to install revised speed limit signage giving notice thereof. SECTION 2: That it is found and determined that all formal actions of this Council concerning and relating to the passage of this resolution was adopted in an open meeting of the Council and that all deliberations of this Council and of any of its committees that resulted in such formal action were in meetings open to the public in compliance with all requirements, including Section of the Ohio Revised Code. SECTION 3: This resolution shall be in full force and effect from and after its enactment and approval by the Mayor at the earliest period allowed by law.

10 March 2, 2010 OHIO DEPARTMENT OF TRANSPORTATION District 4, 2088 South Arlington Road, Akron, Ohio (330) (800) Ted Strickland, Governor Jolene M. Molitoris, Director Eric M. Czetli District Deputy Director The Honorable William Goncy Mayor of the Village of Boston Heights 45 E. Boston Mills Road Hudson, Ohio Dear Mayor Goncy: This letter is to follow-up on a November 30, 2009 letter from our Traffic Engineer regarding the future speed limit on the reconstructed SR 8 freeway through the Village. As indicated in that letter, the conversion of SR 8 to a freeway justifies a speed limit increase to 65 mph. This increase would create a uniform speed limit along SR 8 from the north corporation limit of Cuyahoga Falls, through Stow and Hudson, to IR 271. Please submit a resolution to this ODOT office requesting the Director to determine a safe and reasonable speed limit on SR 8 through the Village. Feel free to contact myself or our Traffic Engineer, Joe DeFuria at , if you have any questions. Respectfully, Eric M. Czetli District 4 Deputy Director EMC/JCD/jd cc: J. DeFuria, file An Equal Opportunity Employer

11 OHIO DEPARTMENT OF TRANSPORTATION November 30, 2009 District 4, 2088 South Arlington Road, Akron, Ohio (330) (800) Ted Strickland, Governor Jolene M. Molitoris, Director Eric M. Czetli, District Deputy Director Mayor William Goncy Village of Boston Heights 45 E. Boston Mills Road Hudson, Ohio Dear Mayor Goncy: This letter is to inform the Village of ODOT's determination regarding the future speed limit on the reconstructed SR 8 freeway through the Village. With the ongoing project to convert SR 8 from an expressway with signalized intersections to a modern freeway without at-grade intersections, it has become necessary to reevaluate the speed limit for the new highway. Enclosed is a completed Freeway Speed Limit Evaluation Sheet for the 4.3 miles of SR 8 from SR 303 underpass to the IR 271 on-ramp. Based on the four factors noted, a 65 mph zone will be appropriate for this stretch of SR 8. ODOT is confident that this new speed limit will move traffic both safely and efficiently for the following reasons: The design speed along the new SR 8 is 70 mph. There will no longer be stopped vehicles due to signalized intersections. The paved shoulders will be considerably wider, typically 10'. The northbound merge near SR 303 from 3 lanes to 2 has been eliminated. Instead, the third northbound lane will become an EXIT ONLY lane onto the Turnpike. To further this action, it will be necessary for the Village to submit a resolution to this ODOT office requesting the Director to determine a safe and reasonable speed limit on SR 8 through the Village. Should you have any questions in this matter, please contact Joe DeFuria at Respectfully, Eric M. Czetli District 4 Deputy Director Joseph DeFuria, P.E. Traffic Planning Engineer CC: file- SR 8 Boston Heights

12 RESOLUTION BB JULY 14, 2010 A RESOLUTION CONFIRMING THE LEVEL CHANGE WITHIN THE POLICE DEPARTMENT WAGE STRUCTURE FOR VARIOUS EMPLOYEES AND DECLARING AN EMERGENCY WHEREAS, Police Chief and the Mayor have approved moving: Jay Hathaway - effective June 9, 2010 to Level 2 Michael Plesz - effective June 13, 2010 to Level 3 of the present wage Ordinance and WHEREAS, the present wage Ordinance indicates consent of Council after the approval of the Police Chief and Mayor NOW, THEREFORE, BE IT RESOLVED by the Council of the Village of Boston Heights, County of Summit and State of Ohio: Section 1: That the Police Chief and the Mayor have approved Jay Hathaway to move to Level 2 and Michael Plesz to move to Level 3 and have presented this Resolution to the Village of Boston Height's Council for their consent. Section 2: That it is found and determined that all formal actions of this Council concerning and relating to the adoption of this Resolution were adopted in an open meeting of this Council and that all deliberations of this Council and of any of its committees that resulted in such formal action were in meetings open to the public, in compliance with all legal requirements including Section of the Ohio Revised Code. Section 3: This Resolution is hereby declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety and for the continuing forward progress of the Village departments. PASSED BILL GONCY, MAYOR ATTEST: CAROL ZEMAN, Clerk-Treasurer I. CAROL ZEMAN, Clerk of the Village of Boston Heights, Summit County, Ohio do hereby certify that the foregoing Resolution -2010, was duly passed by the Council of the Village of Boston Heights, County of Summit, State of Ohio, at a meeting of Council on the 14th day of July, CAROL ZEMAN, Clerk of the Village of Boston Heights, Ohio