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HomeMy WebLinkAbout6A(2)SOUT$ A,t,. Community & Economic Development 1200 County -City Building, 227 West Jefferson, South Bend, Indiana 46601 -1830 Phone 574/235 -9371 Fax 574/235 -9021 To: Redevelopment Commission From: Bill Schalliol, Economic Development Planner Subject: Professional Service Proposal - Wightman Petrie, Inc. Michiana Lock & Key Demolition & Site Reconstruction Project Date: May 3, 2011 Attached to this memorandum is a multi -step professional service proposal from Wightman Petrie to provide services to the City for the demolition of the former Michiana Lock & Key property and the associated site redevelopment. The proposal covers the general tasks related to demolition planning including the following: 1. Phase 1 Environmental Site Assessment 2. Ground Penetrating Radar Survey 3. Survey for Asbestos - Containing Materials 4. Demolition Specification Preparation Task 2, the Ground Penetrating Radar Survey, which has become a new demolition planning item, has become important to this specific demolition planning as local lore suggests that a railroad box car might be buried in the parking area of the site. If that is the case, we need to understand where additional site work might be needed during the demolition phase of this project. This proposal also covers a fifth task which is Site Layout and Construction Design Services. As part of the reuse of the site in conjunction with the Coveleski Park plan, a site plan and construction drawings need to be prepared to develop a connector driveway between Monroe Street and the adjacent parking area to the south as well as walk and driveway replacement plans and a code compliant landscape plan need to be prepared for the property. The reuse of the site will be for parking and transportation connectivity. The total proposal amount is $13,500.00 and staff requests a not to exceed approval of $15,000.00 to cover unforeseen expenses related to site investigation and testing. Staff request approval of this proposal. What We Do Today Makes A Difference! April 21, 2011 City of South Bend Community and Economic Development 227 W. Jefferson Blvd., Suite 1200S South Bend, Indiana 46601 Attention: Mr. Bill Schalliol RE: PROPOSAL FOR PROFESSIONAL CONSULTING SERVICES, MICHAINA LOCK & KEY FACILITY, 306 W. MONROE ST., SOUTH BEND, INDIANA, PROPOSAL # WP11 -015 Dear Mr. Schalliol: Wightman Petrie (WP) is pleased to submit this proposal for performing Professional Consulting Services in support of the City of South Bend's recent acquisition of the former Michiana Lock & Key facility, located at 306 W. Monroe Street, in South Bend. It is our understanding that the City of South Bend is seeking to have the existing building demolished as part of the overall redevelopment plan for the Coveleski Stadium Project. As such, the City of South Bend is requesting the completion of a Phase I Environmental Site Assessment as documentation of the presence or absence of any specific Recognized Environmental Conditions being associated with the subject site. We also understand that the City of South Bend is concerned with the potential presence of rubble and /or other debris that may be buried at the subject site and is therefore requesting that Ground Penetrating Radar be used as a means for determining the presence or absence of any such subsurface anomalies. In addition, knowing that the existing facility (former residential dwelling and location for locksmith activity) is to be demolished, the State of Indiana requires that a Survey for the presence of asbestos - containing materials be undertaken, with actual abatement completed, prior to the initiation of any such demolition activity. With respect to such demolition activity, the City of South Bend requires that a series of "Demolition Specifications" be prepared for review by all potential bidders in the demolition process. Such specifications make all bidders aware of the terms and conditions for the demolition, as well as any specific environmental conditions for which special circumstances may exist (i.e., the presence of asbestos containing materials for which abatement is necessary as part of the demolition project, presence of underground storage tanks, etc.). t Tt _'t� ,.FT tE - SURVEYING ENGINEERING ENVIRONMENTAL, LANDSCAPE ARCHITECTURE City of South Bend- Schalliol April 21, 2011 Page 2 Finally, the City of South Bend is seeking to have the subject site completed as a paved parking lot for the adjacent Zion Hill Missionary Baptist Church, as well as additional game day parking for patrons of Coveleski Stadium. The parking lot shall provide vehicular access to both Monroe Street and the existing parking lot to the south. A pedestrian walkway providing access towards the church shall also be included in the proposed design. The City of South Bend is therefore requesting Engineering Services (Site Design) to sufficiently provide details for future construction cost estimation, bid letting, and eventual construction. PROPOSED SCOPE OF SERVICES The following subsections provide additional detail as to the Proposed Scope of Services, Estimated Costs and Schedule for completion for the project: Task 1— Phase I Environmental Site Assessment It is the intent of Wightman Petrie to perform the Phase I in general accordance with the American Society for Testing and Materials (ASTM) document ASTM E 1527 -05, which is considered consistent with the provisions of the EPA's All Appropriate Inquiry. The proposed Phase I Environmental Site Assessment will consist of the following components: • Records Review • Site Reconnaissance • Interviews • Reporting RECORDS REVIEW The purpose of the records review is to obtain and review records that will help identify environmental concerns in connection with the subject site. As part of this phase of the project, we will attempt to obtain and review those records that are "reasonably ascertainable." For the purposes of this proposal, "reasonably ascertainable" information is defined as: (1) publicly available, (2) obtainable from its source within reasonable time and cost constraints, and (3) practically reviewable. The assessment will include a review, where available or applicable, of both Environmental and Historical sources. ENVIRONMENTAL RECORDS REVIEW The following publicly available listings will be reviewed: Standard Environmental Records Federal NPL Site list Proposed NPL Site List Delisted NPL Site List NPL Liens List Federal CERCLIS List Federal CERCLIS NFRAP List Federal RCRA TSD Facilities List Federal RCRA Generators Lists Federal CORRACTS list Federal ERNS list US Engineering /Institutional Controls Lists US Brownfields List EPA Consent Decree List EPA Record of Decision List Search Distance (Miles from Boundaries 1.0 1.0 1.0 Target Property 0.5 0.5 0.5 0.25 1.0 Target Property 0.5 0.5 1.0 1.0 City of South Bend - Schalliol April 21, 2011 Page 3 State Hazardous Waste Site List State Landfill and /or Solid Waste Disposal Site List State Leaking UST List State Registered UST List State Spills List State Brownfields List Indian Sites Lists Manufactured Gas Sites ADDITIONAL ENVIRONMENTAL RECORDS 1.0 0.5 0.5 0.25 Target Property 0.5 0.5 1.0 Additional state or local database listings will be reviewed as deemed appropriate. A comprehensive review of Indiana and /or federal regulatory files is beyond the scope of this Phase I effort, although as deemed necessary, Wightman Petrie may initiate a Freedom of Information Act Request through the Indiana Department of Environmental Management (IDEM) Central File Room, or access pertinent information made available through the Virtual File Cabinet. POTENTIAL DELAYS Delays in environmental regulatory responses may delay submittal of our report or necessitate an addendum. We will notify you if such delays are anticipated. PHYSICAL SETTING SOURCES A current United States Geological Survey (USGS) 7.5 Minute Topographic Map will be reviewed to help evaluate area topographic and surface drainage. At least one additional physical setting source will be reviewed for information on the geologic, hydrogeologic, hydrologic, or topographic characteristics of the site. HISTORICAL USE INFORMATION The purpose of consulting historical sources is to develop a history of the previous uses or occupancies of the site, and surrounding area, in order to identify those uses, or occupancies that are likely to have led to recognized environmental conditions in connection with the subject site. USES OF THE SUBJECT PROPERTIES Prior uses of the subject site will be identified from the present, back until to at least the period of initial development using available "standard historical resources" listed below: Aerial Photographs Fire Insurance Maps Property Tax Files Recorded Land Title Records USGS 7.5 Minute Topographic Maps Local Street Directories Our proposal does not include a Chain -of -Title search. If others have recently completed a Chain -of- Title, Wightman Petrie will review the document for potential environmental concerns associated with prior ownership. USES OF PROPERTY IN SURROUNDING AREAS Using available resources, the history and/or general uses of properties in the surrounding area will be researched at a search distance and time period deemed appropriate given the findings of other City of South Bend - Schalliol April 21, 2011 Page 4 portions of the assessment. Complete coverage using local street directories, Sanborn Fire Insurance Maps and potentially other historical records regarding the prior uses of the subject site and surrounding properties may be limited, may not be readily available, or may not even exist for purposes of review. SITE RECONNAISSANCE The purpose of the site reconnaissance is to observe current conditions at the site and obtain information indicating the likelihood of environmental concerns with the property. A reconnaissance will be performed for indications of waste handling or disposal activities that may pose a hazard to the subsurface environment. We will require access to all areas, to the extent they are not obstructed by bodies of water, adjacent buildings, or other obstacles. Please note that visual assessment of the existing ground surface will not be possible should there be the presence of extensive snow coverage. As such our assessment of the property grounds will be limited in terms of the presence of stressed vegetation and staining. Unforeseen circumstances notwithstanding, only one (1) site visit will be made. INTERVIEWS Interviews will be conducted with knowledgeable persons to obtain direct, personal information regarding activities and /or operations which may have affected the environmental condition of the site. Selected local regulatory and /or emergency response officials may also be interviewed regarding knowledge of past or present environmental problems or emergency responses at the site. IDENTIFICATION OF DATA GAPS Depending on the availability of certain resources for evaluating historical property use, previous property owners (for interview) and other pertinent information; certain "Data Gaps" may be identified within our Report. Wightman Petrie will make determinations as to the potential impacts such "Data Gaps" have on conclusions as to the presence or potential presence of recognized environmental conditions. PHASE I ENVIRONMENTAL SITE ASSESSMENT REPORTING Upon completion of our site reconnaissance, regulatory database and historical records review, a verbal summary will be presented. Our written report of findings will include documentation to support the analysis, opinions and conclusions found in the report, inclusive of referenced sources. If appropriate, recommendations for additional assessment (Phase II) will be made. Estimated costs and the specific scope of services for performing any Phase II recommendations will be submitted under separate cover. Task 2 — Ground Penetrating Radar Survey Ground Penetrating Radar (GPR) offers the means to detect buried objects that are not otherwise detectable. In addition to the ability to locate metal objects (i.e., underground storage tanks, drums), GPR is able to detect non - metallic objects. The system sends radar pulses into the surface, receives, and processes the reflected energy. Through advanced processing technology, the system calibrates the di- electric constant of the surrounding material. When the signal is reflected from the material having a different di- electric constant, the signal is displayed on the screen as an anomaly. Depth can also be determined by processing the sampling interval and determining the size and comparing relative data to other objects detected. Characteristics of underlying soils effect the penetration of the radar through the ground. Sands and gravel offer the greatest depth penetration and clearest resolution. Whereas, dense saturated clays offer limited penetration of the radar signal. For purposes of this proposal, Wightman Petrie has assumed a depth limitation for the GPR of approximately 8 feet below land surface. Areas of the subject site (exterior only) will be scanned by GPR and delineated using varying interval grid patterns. Multiple scans in a North -South and East -West direction will be performed utilizing the GPR, City of South Bend - Schalliol April 21, 2011 Page 5 looking for anomalies. Any identified anomalies (i.e., utilities, underground storage tanks) will be marked on the surface using chalk or paint, as appropriate for documentation to others. Task 3 — Survey for Asbestos - Containing Materials The purpose of the asbestos survey is identification or elimination of building materials as of Asbestos - Containing Materials (ACM) in accordance with the National Emission Standard of a Hazardous Air Pollutant (NESHAP) for Asbestos 40 CFR 61, Subpart M, and 326 IAC 14 -10, Emission Standards for Asbestos; Demolition and Renovation Operations. The survey of the property for ACM will begin with a walk- through of the existing structure to document locations of friable and non - friable materials that may be present. Friable materials are those that can be pulverized or reduced to powder by moderate pressure, such as spray - applied fireproofing and acoustical materials, ceiling tiles and most thermal system insulation. Non - friable materials are those that cannot be crumbled easily, such as resilient floor tiles and cement asbestos (Transited) board. Although emphasis is on detecting friable materials, the possible presence of non - friable ACM must also be considered, as during renovation, non - friable materials may be pulverized or otherwise damaged so as to release asbestos fibers into the air. The sampling strategy for any suspect material is dependent upon the application, the area of coverage and the uniformity of the application. In accordance with the United States Environmental Protection Agency (USEPA) 40 CFR 763.83, Subpart E definitions, there are three types of asbestos - containing materials (ACM): 1) Thermal System Insulation (TSI), 2) Surfacing Materials (S), and 3) Miscellaneous Materials (Misc). Thermal System Insulation is material used to prevent heat loss or gain and prevent condensation, and includes: pipe insulation, valve and fitting insulation, boiler system insulation, breeching insulation and tank insulation. Surfacing materials are spayed on, troweled on or materials otherwise applied to a surface and include: acoustical plaster, fireproofing on structural members or decking, or on surfaces for the purpose of fireproofing. Miscellaneous or "other" materials are those that are not characterized as TSI or Surfacing Materials, and include: ceiling tile, floor tile, roofing felt, cove base and associated adhesive or mastic. Each suspect ACM (i.e., TSI, Surfacing or Miscellaneous material) identified from the initial walkthrough of the facilities will be placed into a group of similar materials identified as a homogeneous area. Homogeneous areas are identified as materials of the same type, color, texture and estimated age of installation. Upon identifying homogeneous areas, representative samples will be collected on a random basis. The number of samples collected depends upon the type of material (TSI, S, Misc) and the amount of the material, in accordance with the following, based on OSHA regulations detailed in 29CFR 1926.1001). Type of Material Amount Number of Samples Surfacing Materials < 1,000 SF Minimum of 3 samples 1,000 to 5,000 SF Minimum of 5 samples > 5,000 SF Minimum of 7 samples Thermal System Insulation < 6 LF /SF 1 sample required , 6 LF /SF Minimum of 3 samples Misc /Other Any Sufficient to determine ACM /Non -ACM General in accordance with 3/5/7 protocol for Surface Materials Notes: LF — Linear Feet, SF — Square Feet The asbestos - containing material (ACM) survey will be performed by an Indiana Certified Asbestos Building Inspector. At any time during the survey, the Inspector can elect to assume that a specific material is asbestos - containing, and thereby forego sampling requirements for that homogeneous area. Samples, as appropriate, will be collected in general conformance with the procedures outlined in the Asbestos Hazard Emergency Response Act of 1986 (AHERA). City of South Bend - Schalliol April 21, 2011 Page 6 Sample collection will involve extraction /separation of approximately 1 to 10 cubic centimeters of the suspect material, inclusive of all layers present within the material. Only suspect material samples will be submitted for laboratory analyses. Samples will be sealed in airtight containers, numbered and labeled, and forwarded to an approved laboratory for analysis by the EPA - recommended method of Polarized Light Microscopy PLM, coupled with dispersion staining. Sampling and analysis of suspect materials is performed in an effort to try and confirm the presence of asbestos, or eliminate suspect materials as ACM. Elimination of a material as ACM for purposes of maintenance, renovation or demolition occurs if: 1) the material is visibly non -ACM (fiberglass and rubberized materials), 2) documentation indicates that the materials used in manufacture are non -ACM, or 3) sampling and analysis are performed. According to OSHA Construction Standards, negative analysis for a minimum of three samples is required to conclusively determine a material as being non -ACM. In addition, all of the samples must be from the same homogeneous area (color, texture and estimated date of installation). Wightman Petrie will attempt, through application of our sampling strategy, to make determination of the asbestos content of any identified homogeneous materials for which sampling is in fact performed (i.e., certain materials may be assumed to be asbestos - containing). Task 4 — Demolition Specification Preparation Prepare and provide the City of South Bend a set of demolition specifications for bidding in order to demolish the existing structure present at the 306 W. Monroe address (two -story, residential -like structure with basement). The specifications will include the site demolition and restoration instructions, instructions on the removal of any environmental items identified in the Phase I Environmental Site Assessment, Ground Penetrating Radar Survey or Asbestos - Containing Material Survey, as well as any other special considerations that may have been noted or identified during the inspection process (i.e., solid waste accumulations, household hazardous wastes, etc.). The Ground Penetrating Radar Survey will provide information /data as to the presence, location and lateral extent of any underground utilities or other buried obstructions as additional information for consideration to potential bidders, in the avoidance of any delays or problems with the demolition of the structure. Task 5 — Site Layout and Construction Design Services Based upon the information gathered during the various field investigations and previously completed land survey, Wightman Petrie will provide (1) one conceptual layout of the parking lot and associated walkways for client approval. We have assumed that existing site engineering and utility base information will be provided by the City of South Bend, and that a Rule 5 Permit and processing of documentation through the St. Joseph County Soil and Water Conservation District will not be necessary based upon the limited size of the parcel (less than 1 -acre disturbed). Once a design has been approved, Wightman Petrie will prepare the Construction Documents and related professional services and will provide, but will not be limited to, the following: 1. Dimension Plan indicating pavement types and locations, site features, site amenities, horizontal dimensions /layout. 2. Grading Plans 3. Utility Plans 4. Erosion Control Plans 5. Landscape Planting Plan and Details 6. Site Construction Details — Various details to support the development of the Construction Documents will be provided. The site plan will be subject to the City of South Bend's project review process. Should any Engineering or Design services outside of the stated Scope of Services be requested by the City of South Bend; such City of South Bend - Schalliol April 21, 2011 Page 7 services will be considered as Additional Services and be subject to billing as a Change Order item (with City of South Bend's prior approval) COST INFORMATION AND SCHEDULE We propose to perform the Scope of Services, as presented herein for the ESTIMATED FEES indicated below: Task 1 - Phase I Environmental Site Assessment $1,500.00 Task 2 - Ground Penetrating Radar (assume % -day) $ 700.00 Task 3 - Asbestos Survey (Up to 20 sample submitted) $ 700.00 Task 4 - Demolition Specification Preparation $4,750.00 Task 5 - Site Layout and Construction Design Services $5,850.00 TOTAL PROJECT ESTIMATED FEES $13,500.00 Our Phase I Assessment Report, Ground Penetrating Radar Survey and Asbestos Containing Material Survey will be submitted within three weeks of receipt of Authorization to Proceed. A verbal summary will be made upon completion of the site reconnaissance effort and review of the regulatory database search information. Wightman Petrie is prepared to use the information gathered as part of the aforementioned surveys for the completion of a series of Bid Specifications within 45 days following the completion of such surveys. The process of preparing a Site Layout and Construction Design Services is an ongoing and relatively independent task from that of Tasks 1 through 4. As such, the schedule for preparation of Site Layout and Construction Design Services will be performed concurrently with that of the other tasks. In summary, it is our understanding that the City of South Bend is seeking to commence with the demolition of the structure at 306 W. Monroe Street (former Michiana Lock & Key facility) upon the date at which the City of South Bend physically takes ownership of the property (90 days from the date of sale, estimated as April 1, 2011). AUTHORIZATION Wightman Petrie appreciates the opportunity to be of service on this project, and is prepared to commence work immediately upon your acceptance of this proposal. Should you have any questions or require additional information, please contact me at (574) 232 -4388. If acceptable, please execute the proposal by signature, where indicated, and return a copy to my attention at (574) 232 -4333. Since y, Conley B. Phifer, CHMM Environmental Department Manager I: \Proposals \City of South Bend \306 W. Monroe South Bend PHI and Demo-4-21 -1 1.doc City of South Bend - Schalliol April 21, 2011 Page 8 This proposal (PROFESSIONAL CONSULTING SERVICES AT THE FORMER MICHIANA LOCK & KEY FACILITY LOCATED AT 306 W. MONROE STREET, SOUTH BEND, INDIANA FOR ESTIMATED FEES OF $13,500) is hereby accepted and authorization to proceed hereby granted: Accepted By: Printed name and title: Business name: Billing address: Billing /account manager: Phone No.: Date: Fax No.: E -mail: I: \Proposals \City of South Bend Wichiana Safe and Lock PHI Demo Services-4-21-1 1.doc