315-24 Attachment.pdf

315-24 TOWNSHIP OF WEST ORANGE 25 LAKESIDE AVENUE, WEST ORANGE, N.J. 07052 DEPARTMENT OF ENGINEERING SUSAN McCARTNEY Mayor Tel./Fax: (973) 325-4160 Email: Engineering@westorange.org ZAYIBETH CARBALLO Director/Municipal Engineer October 29, 2024 Mayor and Township Council Municipal Building 66 Main Street West Orange, New Jersey 07052 RE: AWARD OF PROFESSIONAL SERVICES CONTRACT, PROFESSIONAL CIVIL ENGINEERING AND LAND SURVEYING SERVICES FOR: OSKAR SCHINDLER PERFROMING ARTS CENTER (OSPAC) AND CRYSTAL LAKE IMPROVEMENTS Mayor McCartney, Council President Rutherford, and Council Members, On Friday, October 25, 2024 the Township received three responses to the Request for Proposal issued October 11, 2024 for Professional Civil Engineering and Land Surveying Services for Oskar Schindler Performing Arts Center (OSPAC) and Crystal Lake Improvements. An additional line item, separate from the base proposal was requested for Construction Inspection Services, if needed. This addition is shown in the table attached below. A summary of the responses for the project is as follows: 1. Matrix New World Engineering 26 Columbia Turnpike, 2nd Floor Florham Park, NJ 07932 $134,500.00 Base** 2. Consulting & Municipal Engineers 1460 Route 9 South Howell, NJ 07731 $160,000.00 Base 3. Greenman-Pedersen, Inc. 301 Gibraltar Drive, Suite 2A Morris Plains, NJ 07950 $161,600.00 Base AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

4. T&M Associates 400 Broadacres Drive, Suite 250 Bloomfield, NJ 07003 Declined 5. Suburban Consulting 3 Mountainview Road Warren NJ 07059 No Response 6. H2M Architects + Engineers 119 Cherry Hill Road, Suite 110 Parsippany, NJ 07054 No Response **Matrix New World Engineering, although the least expensive, is missing Land Surveying Services in their proposal that were outlined in the request for proposal. Vendor Experience Base Services Const. Adm. Services Added Amenities Total Services Matrix New World Engineering ** Yes $134,500.00 $29,050.00 $0.00 $163,550.00 Consulting and Municipal Engineers Yes $160,000.00 $60,000.00 $0.00 $220,000.00 Greenman-Pedersen, Inc. Yes $161,600.00 $114,000.00 Up to $67,000.00 $275,600.00 Based on my review of the proposals received, I recommend you award a Professional Services Contract to Consulting and Municipal Engineers, 1460 Routh 9 South, Howell, NJ 07731, in the amount of $160,000.00 as the lowest responsive proposal. Attached, is a Resolution awarding Professional Services Contracts to Consulting and Municipal Engineers. Please contact me if you have any questions. A copy of the RFP and a copy of the responses are enclosed. Very truly yours, Zayibeth Carballo Zayibeth Carballo Director/Municipal Engineer ZYC/bs cc: John Ditinyak, CFO James Abbott, Interim BA/Chief of Police Richard Trenk, ESQ Peter Smeraldo, Assistant BA Bill Kehoe, Director of Recreation Edwin Johnson, Assist. Director of Recreation AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

TOWNSHIP OF WEST ORANGE DEPARTMENT OF ENGINEERING 25 Lakeside Avenue, West Orange, New Jersey 07052 SUSAN McCartney MAYOR ZAYIBETH CARBALLO Director/Municipal Engineer Tel: (973) 325-4160 Email: zcarballo@westorange.org October 11, 2024 Trevor Taylor CME 379 US Route 1 South, Suite 100 Monmouth Junction, NJ, 08852 RE: REQUEST FOR PROPOSALS OSKAR SCHINDLER PERFORMING ARTS CENTER (OSPAC) AND CRYSTAL LAKE IMPROVEMENTS Dear Mr. T ay l or , The Department of Engineering for the Township of West Orange requests proposals from firms providing both Civil Engineering and Land Surveying Services, which are capable of preparing the necessary permitting applications, concept plan, preliminary and construction plans, specifications and bid documents for improvements at OSPAC and Crystal Lake. Township intends to improve OSPAC and Crystal Lake by creating additional amenities to better utilize the area around it. The project construction cost will be partially funded by the American Rescue Plan (ARPA) for which the funds will need to be expended by December 2025. As a result, the project schedule must be on an expediated process to meet the anticipated date. The Township envisions the improvements to OSPAC consisting of furnishing and installing a sound system for the amphitheater including the installation of ADA accessible bleachers on concrete pads. Crystal Lake improvements will consist of the reconstruction of approximately 0.5 miles of stone dust and/or HMA pathway around the lake between 6 ft. to 8 ft. wide including the installation of decorative pathway LED lighting, electronic entrance LED sign, benches, and trash receptacles. Other possible amenities might include the construction of a fishing pier and floating dock, paddle boats and canoes launch area, prefab pedestrian bridge, the construction of a small shoreline with outdoor showers, seating area pavilion, a playground, and a concession stand. 1 AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

The project might also include retrofitting certain storm drain inlets along drains in the vicinity of the lake to meet standards outlined in the Stormwater Management rules. The retrofitting focuses on solids and floatable control to help reduce the amounts of pollutants that may enter the stormwater system that impact receiving waters. Crystal Lake is a spring-fed lake and the headwater to the Rahway River and a passive park facility that is underutilized by West Orange residents. According to FEMA’s Flood Insurance Rate Map (FIRM) Map # 34013C0111F with an effective date of June 4, 2007, Crystal Lake is within Zone A flood hazard area. Please see attached FIRM map and Stream Stat for drainage area to the Crystal Lake. ANTICIPATED EXPEDIATED PROJECT SCHEDULE Project Tasks Funding Recommendations Anticipated Start/Completion Dates October 2024 Develop and Issue RFP Mid-October 2024 Award Concept Phase/Design & Permitting Engineering Services NJDEP Pre-Application Meeting November 2024 NJDEP Permitting Submission Package Hudson-Essex-Passaic SCD Permit Execute Grant Agreement February 2025 to July 2025 Finalize Project Design & Specifications July 2025 Award Construction Contract August 2025 Construction Phase September 2025 to November 2025 Grant Closeout December 2025 December 2024-January 2025 January 2025 to June 2025 *The timetable above is tentative and based upon the anticipated date for execution of grant agreement and obtaining NJDEP permitting within 6 months of submitting permit application. The following professional services are required for the proposed recreational improvements: LAND SURVEYING SERVICES: A. Preparation of a Base Map utilizing aerial orthographic photographs with field data to supplement planimetric features such as tax map data to be provided by the Township in CAD for the preparation of Concept Plans; B. Boundary and Topographic Survey for OSPAC and Crystal Lake for the preparation 2 AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

of permitting and construction plans; C. Map the location of wetlands, buffers, riparian zones, limits of the 100-Year Flood Hazard Area (FHA) and top of bank location as per Professional Wetlands Scientist and Engineer; D. Location of tree canopy around the lake needs to be established; E. Sufficient topographic information is to be provided for the design of proposed curb ramps and ADA accessible areas; F. Establish horizontal control based on North American Datum 1983 (New Jersey State Plane Coordinate System-NAD 83) and North American Vertical Datum 1988 (NAVD 88); G. Establish water surface elevation of Crystal Lake; H. Benchmark(s) to be set on site for future use; I. Existing conditions/Survey Control plan; J. Coordinate utility mark-outs; As part of the deliverables, an electronic AutoCAD file of the Boundary and Topographic Survey is to be provided to the Department of Engineering. CIVIL ENGINEERING SERVICES: I. CONCEPT PHASE & NJDEP PRE-APPLICATION MEETING A. Concept Plans for the overall proposed improvements A. Develop two (2) color renderings; B. Preparation of NJDEP Pre-Application Package for application meeting request; (See attached checklist) C. Confirm and establish Drainage Area for this project as to whether or not is greater than 50 acres to establish whether or not it has a regulated floodplain; D. Establish the still water surface elevation for Crystal Lake to determine; E. Wetlands delineation, buffers and riparian zones; F. Attend Pre-Application meeting and draft meeting notes; G. Provide design recommendations to the Township based on NJDEP’s feedback, regulatory challenges, design conflicts and project feasibility; H. Determine/discuss the appropriate improvements in conjunction with Township and its representatives for the best course of action to facilitate the project goals. II. NJDEP PERMITTING SUBMISSION PACKAGE Preparation of NJDEP Permitting Package following the feedback obtained form Civil Engineering Services Task I. It is anticipated that the following permits will be required:  Prepare and submit a complete NJDEP application requirement under the Freshwater Wetlands Protection Act Rules N.J.A.C. 7:7A since it is probable that FWW exist within the vicinity of the project. Some general permits include but not limited to are as needed, minor outfalls and intake structures (GP 11), Trails and Boardwalks (GP 17) Docks

able that FWW exist within the vicinity of the project. Some general permits include but not limited to are as needed, minor outfalls and intake structures (GP 11), Trails and Boardwalks (GP 17) Docks and piers (GP 19), bank stabilization (GP 20), above ground utility lines (GP 21), and minor 3 AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

channel or stream cleaning for government agencies (GP 25) will probably be needed for the construction of proposed improvements;  The desired improvements are anticipated to be proposed within Crystal Lake a tributary to the Rahway River (classified as Category One water) and Flood Hazard Area and the 300 foot wide Riparian Zone extending from the top of bank of the stream. Prepare and submit NJDEP Flood Hazard Area (FHA) in accordance with the FHA Control Act Rules N.J.A.C. 7:13;  Permit by Rules to facilitate the construction of the proposed improvements;  Stormwater Management design and site drainage improvements to address major development requirements in accordance with N.J.A.C. 7:8. NJDEP Regulatory permit fees are to be provided by the Township at the time of the application. III. HUDSON-ESSEX-PASSAIC SOIL CONSERVATION DISTRICT (SCD) It is anticipated that Certification by the Hudson-Essex-Passaic SCD will be required due to the limits of disturbance. Consultant will prepare and submit the following items in support of the SCD application:  SCD application form;  Soil Erosion and Sediment Control Plans in accordance with “Standards” pursuant to N.J.S.A. 4:24-39 and N.J.A.C. 2:90-1.1;  Engineering Drainage Report;  Complete set of Constructions Plan;  Revisions as requested from the SCD within the 60-day review & approval period; and  Request for NJDEP Stormwater General Permit Authorization (RFA) to discharge stormwater from a construction site. The SCD certification, inspection, and administrative fee and RFA is to be provided by the Township at the time of the applications. IV. FINAL DESIGN OF CONSTRUCTION PLANS A. Final Design to incorporate permits and contract items; B. Preliminary Plans and Cost Estimate are to be submitted for final review and approval; C. Plan Set to include but not limited to Cover Sheet with location map, General and Construction Notes with legends, Existing Conditions/Survey Plan, Control Plan, Demolition Plan, Construction Plan, Grading Plan and Earthwork Summary, Utility Plan including profiles, Landscaping Plan, Soil Erosion and Sediment Control Plan and Details, Traffic Control and Detour Plans and Construction Details; D. Include four (4) meetings with the Township Officials for Kickoff, Preliminary Design, Public Presentation and Final Design; V. BID PHASE 4 AN EQUAL OPPORTUNITY

our Plans and Construction Details; D. Include four (4) meetings with the Township Officials for Kickoff, Preliminary Design, Public Presentation and Final Design; V. BID PHASE 4 AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

A. Bid Package that includes bid set of plans and construction specifications in accordance with public bidding laws; B. Provide 20 sets of plans and specifications; C. Respond to Request for Information (RFI) during the bid period; D. Issuance of Addenda(s) to the Qualified Purchasing Agent; E. Bidding documents (plans and specifications) deliverables to the Township via AutoCAD, hard copy and PDF files. VI. CONSTRUCTION ADMINISTRATION SERVICES Provide separate lump sum cost for construction administration services based on full-time inspection. Tax map with OSPAC and Crystal Lake site delineated, FIRM map, StreamStats Report, NDJEP Pre-Application Checklist, and photos showing project area are enclosed. The cost of services shall be for a complete permitting process, design and bid package including cost estimates, plans, specifications and bid documents (twenty copies) for bidding purposes including detour plans. All plan specifications and bid documents shall be in conformance with the latest New Jersey Department of Transportation specifications. Proposals shall be on a lump sum basis. Hourly rates shall be submitted with all proposals for any additional work. It is the intent of this office is to award a construction contract in August 2025 and to construct improvements in the Fall 2025. Proposals shall be submitted in writing via email and/or hard copy on or before 10:00 A.M. Friday, October 25, 2024 to the Department Engineering, 25 Lakeside Avenue, West Orange, NJ 07052 and shall include a specified completion date or number of days required for completion of the work after approval is granted to proceed. Also, evidence of proper insurance shall be submitted for approval by the Township Attorney. A separate proposal for construction inspection and certificates of completion should also be included if available from your firm. Very Truly yours, Zayibeth Carballo Zayibeth Carballo, Municipal Engineer Director of Engineering ZYC 5 AN EQUAL OPPORTUNITY EMPLOYER www.westorange.org

SHEET 85 SHEET 88 ee —_—— ra “2 ———e wae ee al CRYSTAL LAKE 4 vom ene ss, i 5s he i ag = 3 | iz} . 9 ' at 1 3 | Be i 5 gl R} 8U E i é 5 ; \ A 1 ie iE SHEET 72 24.01 REVISION DATE BY LIC.NOT BLOCK Tor SHEET 84 a SHEET 79 THIS MAP WAS FORMALLY CERTIFIED BY THE DIVISION OF TAXATION ON NOVEMBER 14, 2014 SIGNED BY SUE DAVISON, CTA AND BLOC = see 3s a — ASSIGNED SERIAL NUMBER 1049 SHEET 35 BLOCK LT “dl # THIS SHEET HAS BEEN DRAWN USING COMPUTER AIDED DRAFTING/ DESIGN (CAD/D) AND COORDINATE GEOMETRY (COCO), TAX MAP TOWNSHIP OF WEST ORANGE CHARLES A. ATKINSON 72