Middlebury Fire Department
Station Committee Meeting
November 1, 2011
Attendees: Barbara Garrow, Mike Farnsworth, Tom Corbin, Kathleen Ramsey, Bill Finger, David Shaw, Pete Brakeley, Lisa Shaw and Pat Shaw
BreadloafCorporation Attendees: Chris Huston, Mike McLaughlin, Ken Labas
Absent: Kevin Parizo and Nick Artum
Breadloaf - Chris Huston presented a Design and Engineering Project Schedule –The design and engineering project schedule outlines adequate steps to carry the committee to the bond vote in March.
The Breadloaf & the fire station committee are actively working to complete the construction documents by February 1, 2012. Following the public meeting Breadloaf completed updates to the project and drawings defining the scope of work. The committee stepped through the phases of the project schedule and agreed upon the next phase.
Budget:
As the committee reviewed the budget, construction plans, and design layout opportunities to reduce cost are being considered. Breadloaf will continue to look for process refinements or engineering opportunities to reduce costs of the overall project.
The budget has $50,000 savings from the land purchase which has been finalized.
It has been determined that a mound septic system will not be required at the East Middlebury station. This money can now be used for a holding tank for the wash water at the East Middlebury station.
The Town of Middlebury will need to consider whether a performance bond will be required for this project. A payment and performance bond was not carried on the police station. Currently in the budget is $35K for a performance bond which could be waived.
Expenses to date:
Feasibility Study = $9,720.00
Initial Design = $30,760.00 to support the September bond vote
Design & Engineering = $250,000.00 approved September 2011 bond vote
The contingency line is included in the final budget of $350,000.00 which could be reduced later as the project definition continues to be refined. Based on the size of the project this contingency is appropriate with the current unknowns related to this project.
The owner contingency number will continue to change as the budget changes in the other categories, to maintain the bottom line.
See Attached File:
Construction costs will be maintained at $4.8M as presented to the town. Cost and schedule will be monitored to assure the budget is maintained throughout each phase.
What will need to be done to make sure that budget is met?
- Insurance Requirements
- Action: Town of Middlebury to determine position on performance bond
- Time Frame
- Maintain the schedule and time frame which has been outlined
- Evaluation of bids
- Bids will be evaluated to take advantage of the cost, quality and schedule to maintain budget
- Local Sub- Contractors be considered for bid opportunities.
- As long as the sub-contractors meet the insurance bond and other requirements set forth for this project, local sub-contractors will certainly be considered.
Mike Farnsworth: Has concerns about budget making process? He would like to assure there is a balance of statements for the costs associated with the project. Will one Contractor get both buildings?
Breadloaf response: Regular meetings will assure the committee understands the budget making process. The budget we have reviewed will continue to be maintained to provide visibility to the project scope. The bid package will contain options for Station 1 and Station 2 each as a separate bid package. The bidder will have the opportunity to bid the stations under one proposal or separately.
Bid & Quotes:
RFP’s have been sent out to mechancial, electrical, plumbing, and fire protections design contractors with a return date of November 9thallowing Breadloaf to consider and review all response comments by the following week.
Design Decisions:
The committee reviewed the updated design drawing which outline the comments from the public forums. Each of the new call outs on the drawings were addressed and approved by the committee.
The significant change was the move of the elevator to the center of the 1932/1978 building behind the stairwell. This allowed the width of the dispatch center to increase and to hide the height of the elevator shaft within the roof line.
The chief’s office moves to the front of the 1932 building and provides a conference room in the back of section.
Action: Breadloaf will consider additional storage options in the Chief’s office. There are opportunities to hang storage and use under desk storage within the Chief’s office.
Action: Breadloaf will add windows to the doors for the chief office and the radio room
Civil Engineering: Otter Creek Engineering met with ANR to discuss storm water run-off. The decision was to use a Storm Water Solution with a bio pond located on the southwest corner which would collect water run off with a slow water release. This bio pond will not take up any parking spaces. Both Otter Creek Engineering and the ANR agree this plan would be in compliance with the regulations.
Bill Finger: Asks about the railroad will the bio bond affect them in anyway?
Action: Breadloaf will contact Dave Wilson of the VT Railroad to discuss the Fire Departments plans.
Chris Huston: Along the backside of the fire station between the station and the railroad tracks there is a significant amount of brush and debris. With the contingency funds a recommendation is to consider a complete clean-up of this area should be contemplated.
Tom Corbin: With the angle of approach would the ladder truck be able to use Bay #6. Tom’s concern has to do with the apron outside Station 1, would the size of the ladder truck in the future get longer impacting the approach?
Slopes:
- Fixed points to maintain one constant floor elevation
- Pitch at a specific point
- Concerns about dragging the tail
Breadloaf: There could be a concern if a large truck were to approach the apron. To mitigate the risk 2 longer bays should be considered for maintaining the larger fire trucks, such as the ladder, and the other 2 bays used for the smaller fire trucks. It is difficult to know 15 years out what the dimensions of the truck designs will be. However, we don’t anticipate the need for trucks which will exceed the new 14 feet X 14 foot doors.
See Attached File: Slope Design
Discussions around rising or the lowering the floor to meet the grade changes would be significant (up 2 ft. to be meaningful). The decision was made not to raise or lower the floor.
Action: Ken Labas has cut sections of the approach apron. Using this information Breadloaf will provide the grade to better understand the approach apron into the fire station in time for the next meeting.
8 ft. between the bays in the new apparatuses bay area should provide sufficient room between the trucks.
Four existing windows in the 1932 office area will be reopened (brick removed) to allow the natural light into the north side of the building.
A small closet has been moved from the back of the 1932 office area to allow for a new window. This provides a view from the entrance to the back of the office area.
The SCBA cleaning station also located in the back of the 1978 station should be enclosed to keep the area clean to allow for maintenance and cleaning of the SCBA’s.
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Action: Fire committee to make final design on whether to close in the SCBA cleaning area
One set of bathrooms will open onto the apparatus floor while the other will open into the 1932 section. A set of showers were added to one set of bathrooms.
Washer and dryer hook ups will be installed in the back of the 1978 station to assure cleaning of the fire gear. The current washer will be maintained.
A slop sink needs to be added to the floor plan on the apparatus bay for the dumping of mop buckets.
Action: Breadloaf to determine an area for the slop sink
Space for 50 lockers in the back of the new apparatus bay will provide firefighters space for their equipment.
Re-insulating the walls in the 1932 building is missing from the current drawings.
Action: Breadloaf will update drawings to outline the reinsulating of these walls
The lower level of the building will hold:
The designated fitness area will house the fitness equipment currently in station 2. It is the recommendation of the building committee to have it in the lower level of the building
The old lockers have been positioned downstairs to provide additional storage
The cage used for equipment storage has been moved downstairs.
Action: Breadloaf will review other options other than chain link fence for enclosing the equipment cage
A large training area will open in the older section of the fire station with the removal of the wood columns in the basement. All wood beams will be removed from the original building and repairing of concrete beams and rebar will be used to refurbish the lower level. The building committee recommends metal shoring if addition columns are needed for support.
8’ 3” ceilings in the basement will support two standard overhead (7’) doors in the back of the lower level of the fire house. This should support an area for the storage of the antique fire equipment.
Action: D. Shaw -- Measurements of the antique trucks is to be provided to Breadloaf
By moving the elevator to the center of the building avoids any potential impacts to the foundation walls around the outer portion of the older station.
The elevator machine room is behind the stairwell in the older fire station.
David Shaw: Could this be made smaller? In addition, the water rescue room is much bigger then needed – consider reducing the size.
Action: Breadloaf will review the size of the elevator machine room and water rescue room to consider reduction in size.
The stairwell has been outlined in the new apparatus bay on the southwest corner. This will allow firefighters to access the apparatus bay from the back parking lot.
Asphalt Shingles will be used on the roof of station two. For station one insulation and a replacement of the rubber membrane will be completed.
Action: Breadloaf will provide costs for the lockers. Although the lockers are in the owner’s costs there is a significant range in pricing for lockers so the fire committee should review the options available.
No carpet on any floors.
Action: Fire Committee to determine the keying system for the new fire stations and provide input to Breadloaf
Action: Fire Committee needs to determine if the small shed on the basement floor can be removed or moved. The input needs to be provided to Breadloaf as they prepare construction plans.
What does it contain?
Will it need to be kept?
Paint and upkeep if kept
Action: Breadloaf will add a new mailbox which will be set into the building as the current mailbox leaks during poor weather.
Breadloaf and the fire committee reviewed the animated walk through the first floor of the fire station. After entering the new entrance you will notice the original fire station door to the left has been removed and no door will be put in its place. The original door frame could be maintained to provide a framing of the entrance into the stairwell. As you approach to the right through the new set of doors into the 1932 station, there will be no door to the stairs from this entrance as space does not provide access from this location.
Breadloaf would like to remove the current door behind the stairwell to the 1978 apparatus bay (currently the door is in front of the radio room). The fire committee would like to maintain this original door in some other location in the station.
Roof Access: Replacing or modifying the current access to the roof hatch is needed
- Can it be incorporated into the front stair case?
- All unnecessary equipment presently on the roof will be removed
- Removal of the Red Shed that currently houses the air siren will be accomplished
- The roof access will provide access to the mechanical equipment on the roof.
Action: Breadloaf will complete the review of the roof access location and provide further options
Action: Breadloaf will include in the instructions that the siren be removed and provide to the fire committee. The siren is historic and part of the defense sirens. The historical committee would like to restore the siren.
With the elevator moving the new dispatch center lines up with the current overhead door to provide a nice line with the original station framework.
The round cement barriers at the corner of each apparatus door painted yellow distract from the brick building. Could brick be used to outline the corners of the door openings as what is in the 1978 section?
Action: Breadloaf will evaluate the options
David Shaw - outside of the 1932 fire station there appears to be quite a slope away from the station into the driveway. Should this slope have a retaining wall?
Breadloaf - The concern with a retaining wall could be a risk of tripping to get to the driveway.
David Shaw - A lack of a wall down the 1932 outside section of the building could impact the lawn; snow plowing in this entrance could disrupt the earth. A curb will be in place which should prevent a disruption of the lawn.
Breadloaf - The slope is a 2 foot drop. A wall in this location would be a very big. The change in elevation could be a safety issue with this depth you would have to consider a railing.
Action: Review with the property owner to the north as their property line and driveway share this entrance. The fire committee would like their input as to what they would like to see in this location.
With the wider opening in the 1932 office area display cases could be maintained in the entrance wall.
We will maintain the 1978 open brick walls and windows in the back of the building which will maintain the original building construction.
Lighting:
Led for exterior lighting will be defined in future design packages
Lighting in the apparatus bay will be standard high efficiency T5 lighting
Action:A request for Breadloaf to add additional lighting to the 1978 building illuminating the apron of the new building. Flood lights would provide needed lighting in the evening so that truck maintenance and cleaning can be performed with adequate lighting and safety.
Fill Points:
The drawings require fill points for the trucks.
Action: Breadloaf will update the drawings to show the fill points for each truck. The fill points will be hung from the top of the ceiling. These will be indicated on the mechancial drawings which have yet to be completed.
Action:Breadloaf will review the impact of completing the trim board on the both sides of the 1932/1978 exterior roof line extending the trim all the way to the back of the building
The south side of the building will have no walkway from the back parking lot to the south side door. The back stairwell will provide access to the back parking lot.
Second Floor Updates:
The meeting room on the second floor windows will need to be moved up by cutting the wall so that you can see over the new building. This will provide natural lighton the south side of the building into the meeting area with 30” opening on the windows.
The kitchen vent will need to be moved to the roof. Breadloaf will be meeting with a small committee to discuss the kitchen layout.
Action: Breadloaf will meet with Ron and Ryan on the kitchen layout
Station 2:
Otter Creek Engineering has determined that Station 2 can maintain the existing sewer for the one bathroom. However a decision needs to be made on how to proceed with the wash water. Two options are available:
- Pitch the floors in the new station so the wash water goes out the front of the station
- The committee’s concern is the winter weather and build-up of ice in front of the bays
- Floor drains with a holding tank for the gray water
- The holding tank would have to be drained occasionally and the gray water trucked to a waste water treatment plant.
- Permitting will not allow any wash water to go into the soil.
Action: Fire Committee -- Breadloaf would like the committee to place a meter on a garden hose and determine who many gallons of water it will take to wash a fire truck.
With the results of the truck washing Breadloaf can prepare the costs to acquire and installation a holding tank at the Station 2 site.
Costs for the draining and trucking of the gray water will have to be explored and added into the annual budget.
Action: Committee will continue to explore the cost associated with the holding tank at the East Middlebury Station
Rick Cole: Suggests that Breadloaf contact Central Vermont Public Service about the power that comes into the building, it is an old style connection and no longer used. Would they like to upgrade?
Meeting Adjorned
Next Meeting December 6th at 6:30pm
At Station One
Respectfully submitted
Barbara Garrow
Lisa Shaw