DPW Garage - FAQs

Town of Wayland New Public Works Facility Frequently Asked Questions 1. What does the DPW do for the Community?

The DPW touches the lives of the residents every day by maintaining the Town’s most vital infrastructure including roadways, bridges, water systems, storm water systems, traffic signs, parks, fields and much more. The Public Works profession has also been identified as a key first responder. The DPW is on call 24 hours a day to handle unexpected problems and emergencies including: • • • • • • • •

Snow & ice storms Windstorm cleanup Removal of road hazards Cleanup after automotive accidents Flooding Pothole repair Street sign repair / replacement Support to other public safety departments

2. Why does the DPW need a new facility?

It has been documented for several years that the Town is in need of a new facility for the DPW to operate. The current facility, on Rte. 27, adjacent to the Middle School, was built in the 1930’s and has significant physical problems, including structural issues, ventilation issues, and a long list of required repairs.

In addition, the current facilities are undersized and inefficient which impacts the level of service the DPW is able to provide to the community. The DPW responsibilities have increased significantly over the years along with the number of vehicles and pieces of equipment, but the facilities have not kept pace. The vehicle and equipment types and sizes have also changed significantly since the facility was constructed, making the current support spaces too small to efficiently and safely meet the needs of the DPW and the Town.

3. Can the existing facility be reused or updated to suit your needs?

As mentioned above the existing facility, which is approximately 13,000 SF and was constructed in the 1930’s, is undersized and has numerous deficiencies that need to be addressed. The current facility has only one-third of the required vehicle storage space required to protect vehicles during the winter. In addition, undersized storage bays result in inefficient storage of equipment and unsafe working conditions, and there is insufficient space between parked vehicles for safe egress from the garage area. The stacked vehicle parking configuration that is needed due to space limitations impacts response times due to the need to move multiple vehicles to access a single vehicle located in the back. Tight storage conditions also contribute to unnecessary damage to vehicles.

1

On April 17, 2013 the DPW Garage was inspected by three firms: Drummey Rosane Anderson, Inc. (Architects); Foley Buhl Robertts & Associates, Inc. (Structural Engineers); and Consulting Engineering Services (Mechanical, Electrical, Plumbing and Fire Protection Engineers). The Executive Summary stated: “The current building is in poor condition. This conclusion is a result of the state of existing construction, code compliance and conformity with the American with Disabilities Act (ADA).” Their estimate for the cost to make repairs and renovations to bring the Garage to current building codes would be in the range of $2.8 to $3.5 million. This does not include any operational improvements.

4. What does the current facility lack?

-

-

-

-

The building has exceeded its useful life The building is undersized and cannot support the operations of the recently formed DPW The employee support spaces (locker/shower/toilet facilities, muster area, and training facilities) are undersized and inefficient to meet the basic needs of the DPW staff The air quality in the building is an issue for employees where there is inadequate separation of occupied spaces from equipment storage areas The current facility does not meet the operational needs of the DPW, given its size and configuration and the limitations it places on various operational requirements of the DPW The office space does not meet the departmental needs The vehicle wash area is located within the open garage area resulting in wash water permeating throughout the facility and contributing to an increased rate of deterioration of structural columns. Furthermore, the recycling system is undersized to handle the wash needs of the DPW. The facility is not equipped with proper vehicle lifts, and the maintenance bay areas do not have enough vertical clearance to support a vehicle lift.

As mentioned above there are significant physical problems with the facility including structural issues.

There is insufficient vehicle storage space.

5. What functions are proposed for the new facility and how many square feet?

Administration Area – Office/File Storage Space Conference Room Vestibule/Reception

2,175 SF

Employee Facilities – Male/Female Locker Rooms Training/Multipurpose Room Storm Event Room

4,957 SF

Workshops and Material Storage -

2,529 SF

2

Highway Workshop Shared General Workshop Vehicle Maintenance 5 Vehicle Maintenance Bays Welding Bay Fluid Storage Room Maintenance/Tire Workshops Parts Storage Room

6,429 SF

Vehicle Wash -

1,724 SF

Vehicle and Equipment Storage -

20,456 SF

Total

38,270 SF

6. How big is the current facility?

Approximately 13,000 SF

7. Why does the DPW need more space than you currently have?

We currently lack space in the most critical of services we provide to the Town. Fleet maintenance bays are cramped and narrow, and do not have enough overhead clearance, and more bays are needed. Inventory that can be kept on hand at the facility is limited and effects the completion time on critical repairs. There is not enough room to store the Town’s multi-million dollar fleet inside. There is not a separate code compliant area to wash vehicles. The undersized muster room is the only place available for staff to meet, receive their daily work assignments, and conduct state mandated training, and there is not enough workshop space to efficiently conduct operations.

8. How many employees will work out of the new facility?

Highway Workforce Highway Administration Landfill Workforce Parks Workforce Parks Administration Water Workforce

13 1 1 8 1 8* 32 Employees Total

*Water employees will store their work truck at the new DPW and will operate out of the water treatment plant.

3

9. How many vehicles and pieces of equipment does the DPW maintain?

The DPW maintains approximately 116 pieces of equipment. This total includes vehicles and large pieces of equipment, such as lawn mowers and construction equipment. This number does not include small equipment such as chain saws, snow blowers, small lawn mowers, and other similar items, that are also maintained by the DPW. 10. How many DPW vehicle trips per day expected to and from the new facility?

In a non-storm event, normal operation of the DPW results in 20-30 department vehicle trips per day.

11. What is the basis for the cost of the Facility?

The project total is estimated at $12.7 million.

Provided below is a breakdown of the project costs: Building Construction and Site Work: Soft Costs such as FFE, Owners Project Manager, etc.: Project Contingency: Total Project Cost:

$10,155,000 $ 1,455,000 $ 1,100,000 $12,700,000

Notes:

Soft Costs Include: - Owners Project Manager - Engineering Services During Construction - Furnishings, Fixtures and Equipment - Communication / Low Voltage Systems - Construction Contractor Procurement - Post Construction Commissioning Services 12. Can the facility be smaller?

Over the past two years the PMBC (Permanent Municipal Building Committee), Building Facilities Director and designers have done extensive review of the program and design of the proposed building. That review had reduced the building square footage by over 16%. The proposed facility design meets the needs of the current DPW without excessive space or equipment needs.

13. Are there any functions that you can do without?

The functions that have been identified in the program are recommended to efficiently meet the current/future needs of the DPW, and are consistent with industry standards and what other communities are doing.

4

14. How long will this facility last?

Estimated life of the building is 50 years or more.

15. Will the facility include any “green” sustainable systems?

The design team, along with the PMBC has discussed many options for “green” or sustainable technologies and how they can be incorporated in the proposed facility.

The building design meets or exceeds the new Wayland “Stretch” building codes.

The design includes the following “green” technologies:     

The building is designed with “southern” facing windows to maximize solar gain to the interior of the building.

A wash water recycling system is designed in the building. This collects vehicle washing water and treats it and recycles it for future washing needs.

Photo Voltaic Panels: The proposed design has accounted for a structural load to accommodate solar panels to the roof of the proposed facility should the town wish to pursue adding.

Insulation and thermal barrier design has exceeded required codes.

Energy recovery units are proposed to maximize air quality and utilize energy in the building.

16. Why do the vehicles need to be stored inside?

Below are examples of the negative impacts associated with vehicle storage in unheated spaces: o

o

o o o

o o

o

Cold storage results in the fuel becoming more viscous. This contributes to nostart conditions as well as generates an excessive amount of exhaust due to incomplete combustion of the fuel source.

Vehicle warm-up times will be increased dramatically resulting in an increase in non-productive labor. It is estimated that the warm-up time will be increased by 15 to 20 minutes per vehicle each day based on actual field tests.

Any vehicle with a water source will need to be drained and filled each day resulting in an increase in non-productive labor.

Condensate in the air tanks for the vehicle compressed air braking systems can potentially freeze requiring the tanks to be defrosted prior to operating.

Cold storage results in the hydraulic oil becoming more viscous.

This overstresses hydraulic pumps which in turn damages or reduces the life expectancy of the pumps.

Increase in response times due to no start conditions and increased warm-up periods.

Snow pack on vehicles will not melt. This requires vehicles to be “defrosted” before vehicles are placed back into service or before maintenance activities can be performed.

Increase in operational costs.

5

18.

How does the Wayland DPW compare to other DPWs?

Size (sq.ft.)

Total Project Cost*

$/sq.ft.

Bedford Public Works Facility (2002)

41,400

$19.9M

$480

Lexington Public Services Facility (2007)

78,000

$33.6M

$431

Sudbury Public Works Facility (2003 )

28,000

$12.0M

$427

Weston Public Works Facility (2009)

41,846

$17.1M

$408

Wayland Public Works Facility (2013)

38,270

$12.7M

$332

Town

* Escalated to 2014 based on results of actual bid prices for similar facilities

17. What is the impact of the roadway from Route 20 on the DPW project?

The previously proposed roadway is no longer included under Article 2 of this Warrant Article. During the Summer of 2013, a Ceremonial Landscape Study was performed and preliminary findings indicate historically sensitive areas exist adjacent to the roadway that need further investigation prior to any road construction.

Wetlands mitigation and flood storage improvements to the portion of the roadway from Rt 20 to the Transfer Station will be performed by the DPW as promised to the Conservation Commission. This work has started using DPW crews; however funding for installation of culverts and other major improvements will be requested in the DPW Capital Budget to be presented at 2014 Annual Town Meeting.

18. Is the proposed DPW building in a flood plain?

No. To add, the design of the building does not include any sub grade levels that could experience ground water or flooding.

19. What about methane on the project site?

Methane is a naturally forming gas compound from the earth. Landfills, septic fields and sewage facilities among many others are all common producers of methane gas.

It was anticipated that methane may be present due to the location next to the landfill. The building was designed and engineered with this fact in mind.

6

Monitoring wells have been installed on the property at the proposed location of the building. The wells have been tested for almost one year and there have been no tests have shown presence of methane at the proposed site.

The building design has included several methane systems:   

Methane monitoring required by the contractor during construction Methane mitigation system: A network a piping under the building slab to transfer and safely dissipate methane into the air.

Methane alarm system: Just as you have smoke detectors in your home, this building will be equipped with methane detectors to monitor levels and provide added safety.

These systems also work to prevent radon and other naturally occurring subsurface gases from entering the interior of the DPW Facility.

In addition, the MA Department of Environmental Protection has approved a methane mitigation barrier design for installation near the landfill (not on the River Road site) which could prevent methane from migrating in that direction.

20. Have projects like this been built near or on landfills?

Yes. In fact the exiting DPW facility is located on a landfill. Many projects have been successfully constructed on and around landfills.

21. What about potential artifacts or burial grounds in proposed work areas?

The Historic Commission and PMBC have worked together to identify areas of concern. The Archeological Study performed during the Summer of 2013, which involved field work such as use of ground penetrating radar and digging of test pits, indicated there were no area of concern.

We have however included costs in the budget to allow for observers on site during the site work phase of construction.

22. What happens if artifacts or burial grounds are found?

Massachusetts state law provides guidance on such finds that occur during construction projects performed in the state. The Town will take all appropriate actions in this event.

23. What is the status of town departments’ review / approval of the project?

Town Selectmen Conservation Commission Planning Board Board of Health

Approved Approved Approved Approved

7

Building Department

Under review (awaiting contractor selection)

24. The project is in need of water line from Town of Sudbury, why is this?

During design development phase a flow test was done on the current Town of Wayland owned water line on River Road. The result of that test showed insufficient flow to support a code approved fire suppression system. The proposed budget includes costs to extend water line down River Road from Town of Sudbury and water line work into River Road site. This line will be used for fire suppression system only. All other water needs will come from existing Town of Wayland water line on River Road.

25. What will happen to existing DPW building and land parcel?

Once construction is completed and the DPW relocates to new facility the property and building at 195 Main St. will return to the control of the town. At this time nothing has been planned for this site.

26. What is the overall construction schedule?

Exact schedules and durations will need to be produced after award to a contractor and commencement of construction. The estimated schedule has 15 month construction duration from commencement to completion. If approved we expect construction to commence by Spring 2014 and be completed by Summer 2015.

27. What risks could face the town if the DPW project does not pass town vote?

There are many reasons provided in the Q and A as to why our DPW needs a new facility. IF the project does not pass the following challenges could be faced by the town:    

The DPW will still desperately need a new facility for proper working conditions.

Immediate need of renovation work to existing building will be required. Early estimates on of work range from $2.8 to $3.5 million.

Construction costs can expect to increase by a minimum of 3-5% per year.

Interest rates of lending to town are expected to increase.

28. What is the Permanent Municipal Building Committee?

The PMBC is appointed committee serving the town and selectman. It is a design and construction review committee consisting of volunteer town residents. The committee consists of 7 members. Two members are also members of the board of public works.

Three other members are also members of the very successful High School Building Committee which completed the High School on time and under budget. Together the PMBC has a combined experience of over 150 years in construction, site development, real estate development, construction law, and facilities maintenance.

8