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HomeMy WebLinkAbout2023-08-22 Select Board Packet Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 1 2018-07-16 LAG Board - Committee - Commission - Council: Select Board Date: 2023-08-22 Time: 7:00 PM Building: Reading Town Hall Location: Select Board Meeting Room Address: 16 Lowell Street Agenda: Purpose: General Business Meeting Called By: Caitlin Nocella on behalf of Chair Jackie McCarthy Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: This Meeting will be held in-person in the Select Board Meeting Room at Town Hall and remotely on Zoom. It will also be streamed live on RCTV as usual. Join Zoom Meeting https://us06web.zoom.us/j/83722139636 Meeting ID: 837 2213 9636 One tap mobile +16465189805,,83722139636# US (New York) +16465588656,,83722139636# US (New York) Dial by your location • +1 646 518 9805 US (New York) • +1 646 558 8656 US (New York) Meeting ID: 837 2213 9636 Find your local number: https://us06web.zoom.us/u/kpfNr8xbg PAGE # 7:00 Overview of Meeting 7:05 Public Comment 7:15 SB Liaison & Town Manager Reports 3 7:20 Discuss Proposed Changes to Town Personnel Policy: Military Leave 5 Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 2 7:30 PUBLIC HEARING – Package Store Liquor License Transfer: Baystate Liquors 6 8:00 Presentation from Reading Food Pantry Request for Additional ARPA Funds 8:30 Discuss Select Board Appointment to the Special Committee for Charter Review 8:45 Discussion on the Development of a Dog Park in Reading 131 9:00 Discuss Director of Equity and Social Justice Hiring Process and Reporting Structure 9:15 Discuss Warrant for November Town Meeting 132 9:30 Review Request for Qualifications for Senior Center Feasibility Study 152 9:45 Discuss Future Agendas 168 10:00 Approve Meeting Minutes 171 Office of the Town Manager 781-942-9043 16 Lowell Street townmanager@ci.reading.ma.us Reading, MA 01867 www.readingma.gov/town-manager To: Select Board From: Fidel A. Maltez Date: August 17, 2023 RE: Town Manager Memo for August 22nd, 2023 Meeting While we have had a great break, we are excited to get our Select Board meetings back on a more regular schedule. We have an exciting agenda for the Select Board, and many updates. Tonight, the Select Board will hear from our Human Resources Director, Sean Donahue, on a proposed change to our personnel policies. This change deals with our Military Leave, specifically providing adequate compensation to employees who are deployed on long-term assignments. Mr. Donahue will share that we have benchmarked other communities, and we believe we have drafted a policy that supports our employees who are also members of the Armed Forces. We are requesting that the Select Board vote on this change at your September 12 meeting, since we have an employee who might be leaving on a one-year deployment in October 2023. We are in the process of creating our Charter Review Committee. We hope to have the first meeting of the committee on September 19, 2023. So far, we have the following appointments: RMLD has appointed Phil Pacino; BOLT has appointed Andrew Grimes; Bylaw has appointed Jesse Arnold. The School Committee is in the process of appointing its member, and the Town Moderator will be appointing the three Town Meeting members. A reminder of the make-up of the committee is below: At least every ten (10) years, a special Committee consisting of nine (9) members shall be established for the purpose of reviewing the Charter and making a report, with recommendations, to the Town Meeting concerning any proposed amendments that said Committee may determine to be necessary or desirable. The Committee shall consist of the Moderator, one (1) member or designee of the Board of Selectmen, one (1) member or designee of the School Committee, one (1) member or designee of the Board of Library Trustees, one (1) member or designee, of the Municipal Light Board of Commissioners, one (1) member of the Bylaw Committee and three (3) Town Meeting members to be appointed by the Moderator. (Emphasis added). At your meeting, we will also discuss the ongoing conversations on a dog park. After our public forum to obtain feedback on a potential location, we received significant complaints on the possibility of using Hunt Park, making the location unfeasible. We have received similar complaints on other locations. We will continue to discuss potential locations over the next few weeks. Finally, we will be discussing the reporting structure of the Director for Equity and Social Justice. As you know, we were incredibly sad when Dr. Sudeshna Chatterjee resigned from the Town. We are extremely grateful to Sudeshna for her work, and wish her the best in her future endeavors. After meeting with our Library Director, we feel that it is most appropriate to have her replacement report directly to the Town Manager. We have also sought feedback from members of the Board of Library Trustees, and members of the larger community, including PAIR. My formal recommendation is to proceed with this change, and implement the change when a new employee is hired. I look forward to a discussion on this matter at your meeting. FAM Section 9.6. Military Leave: The Town complies with the applicable provisions of the federal Uniform Services Employment and Reemployment Rights Act (USERRA), and any other applicable state or federal law, with respect to employment, reemployment and protection of employee benefits during military service. The Town shall not discriminate against any employee or prospective employee because of past, present or future application for, or membership in a uniformed armed service. Employees who are regular employees, and who serve in the Armed Forces of the Commonwealth as defined in G.L. c. 33, § 10, or as members of an organized unit of a ready reserve component of the Armed Forces of the United States, under orders, will be allowed their regular rate of compensation from the Town while performing their annual active duty for training requirements not to exceed the equivalent of four (4) workweeks per calendar year. After such time is exhausted, they may receive the difference between their military basic pay and their regular biweekly pay they receive for such service and their regular rate of compensation from the Town, pending receipt of official pay stub(s). Employees who are regular employees and who serve in the Armed Forces of the Commonwealth, or as members of an organized unit of a ready reserve component of the Armed Forces of the United States, under orders, who are called for active duty will be allowed the difference between their military basic pay and their regular biweekly pay from the Town beginning from the first date of their orders up to eighteen (18) months per deployment, not to exceed thirty (30) months within a five (5) year period, pending ongoing receipt of official pay stubs. In order to exercise leave from any of the abovementioned options, when possible, the Town requires the reservist to provide notice of the military absence to their Department Head and the Human Resources Director as soon as orders are received and in no event later than thirty (30) days prior to the start of leave. In addition, differential payment for said leave will be processed on the next available payroll from which the Armed Forces pay stub is received in Human Resources. It is the responsibility of the employee to confirm their request for such military absence in accordance with existing Town policy for all absences. In the event that a military absence cannot be forecasted so as to enable the reservist to comply with the Town's policy of advance notice, a reasonability standard will be applied. The reservist is required to give such reasonable notice, assuming they have been sufficiently informed by their military unit. Employees on military leave will continue to accrue vacation and sick time for the duration of their service. At the request of the employee, and the support of the Department Head, the Town Manager may grant a payout or allow additional carryover for vacation balances that exceed carryover limits per policy and/or the collective bargaining agreement. Legal Notice (Seal) Town of Reading To the Inhabitants of the Town of Reading: Please take notice that the Select Board of the Town of Reading will hold a public hearing on August 22, 2023 at 7:00 PM in the Select Board Meeting Room at Town Hall, 16 Lowell Street, Reading, MA or also available remotely on Zoom to act on a Transfer of License Application for an Annual All – Alcohol Package Store License located at 345 Main Street, Reading, MA from HT Reading Liquors LLC d/b/a Baystate Liquors to Nilkant 350 Inc. d/b/a City Wine Spirits & Smoke Shop. A copy of the proposed documents regarding this topic will be in the Select Board packet on the website at www.readingma.gov All interested parties are invited to attend the hearing in person or remotely via Zoom; or may submit their comments in writing or by email prior to 6:00 p.m. on August 22, 2023 to townmanager@ci.reading.ma.us By order of Fidel Maltez Town Manager To the Chronicle: Please publish on August 8th and 15th, 2023 Send the bill and tear sheet to: Andrew F. Upton Upton Connell & Devlin, LLP 112 Water Street, Suite 201 Boston, MA 02109 Phone: 617-227-3277 Email: aupton@UCDlaw.com ^_ Legend ^_Weighted Center of Dog Population Dogs Per Location 1 2 3 to 5 6 to 8 9 to 12 Town of Reading Town Supplied Trash and Recycle Barrels November 2023 Town Meeting Request •Article 7, Allocate $900,000 from Free Cash to Trash and Recycle Barrels • Each home will receive: –One (1) 64-Gallon Trash Barrel –One (1) 64-Gallon Recycle Barrel •Roll -out will take place Summer 2024 •Homes can “rent/lease” one additional trash barrel for $200 per year, paid to the DPW annually, not prorated •Homes can receive one additional recycle barrel at no cost •Residents can purchase overflow bags at retailers for $2/bag •DPW will work with residents who need smaller barrels on a case-by-case basis Why are we having this conversation? We have learned that all trash companies demand automated collection from customers In October 2022, Republic Services purchased JRM, our trash contractor. Service was severely impacted for several weeks What would a new contract cost? •CURRENT COST: $1,181,384 – contract expires June 30, 2026 •All six companies required automation, manual collection: not an option •We foresee a large increase in solid waste costs with our next contract Vendor 1 2,140,430$ Vendor 2 2,354,195$ Vendor 3 2,340,000$ Vendor 4*1,850,600$ AVERAGE 2,171,306$ Are we unique with this concern? Figures shared by Westford, MA: April 2023 Town Meeting •Article 13, Borrowing $900,000 for Trash and Recycle Barrels • Town Meeting Voted: –93 in the affirmative, 62 in the negative –Article 2/3rds Required, 10 votes short Town Meeting Asked: •Why do we need to do this now? •Would we charge for an extra barrel? How much? Where will the money go? •Will we provide smaller barrels? •Other questions? Why do this now? •We heard loud and clear: manual collection is not an option! • Automated collection is safer, fewer employee injuries • More cost effective and will result in lower costs to the Town • Rolling out now will make the Town bid more attractive • Barrel costs will only continue to go up In Summary: 1. Cheaper to do it now 2. Will make our bid more competitive 3. Will give us plenty of time to work out the issues 4. Will give residents better products and services Would we charge for an extra barrel? •Town will provide one 64-gallon for trash per household • Residents to pay $200 per year for a second trash barrel, this is to cover solid waste transportation and disposal cost • Town will provide one 64-gallon for recycling per household, second recycle barrel provided at no-cost Other Communities: 1.Bedford $185/year 2.Burlington $150/year 3.Wakefield $150/year 4.Wilmington $150/year 5.Tewksbury $155/year 6.Methuen $100/year 7.Belmont $250/year 8.Lynn $132/year 9.Milton $156/year (prices do not include any annual trash fees) What will we do with the revenue? •All revenues from second barrels & overflow bags will be placed in a “Solid Waste Revolving Fund” •Revenues will be collected and only used to offset future solid waste costs •Appropriations can only be done by Town Meeting and require a majority vote •Town Accountant will report annually the amount in the fund •Fund will offset rising future costs Will we provide smaller barrels? •Yes! The Town will provide smaller, 32-gallon barrels to older residents on a case-by-case •Residents will also be able to purchase “overflow bags” at stores like Market Basket Other Questions: •Will my trash be tracked? No, the barrels come with RFID chips, but they are only used at distribution to verify each home received a barrel •What if the Town doesn’t want to go automated? We don’t think the Town will have a choice, all communities will be automated •Is the Town making money on this? No, any additional costs will be used to offset future costs and must be approved by Town Meeting •Why can’t I just buy a barrel? A barrel is a tool for automation and for control of our solid waste program, the Town will lose control if barrels are not standardized and issued by the Town Any other questions? Next Steps: Any other steps? •Present to Finance Committee • Present to Select Board • Host Public Forum on Trash Collection • Hold Lunch & Learn at Senior Center • Demonstration of Trash Barrels at Community Events DRAFT DRAFT November 13(M); 16(Th); 20(M); M(27) as of ->8/17/2023 Art. #Article Description Sponsor Details Notes Reports 1 Reports Select Board Killam School Building Update MBTA Communities Update 2 Instructions Select Board defer to last night 3 Amend the Capital Improvement Program FY24 - FY34 Select Board Presentation - Sharon Angstrom FINCOM 4 Amend the FY24 Budget FINCOM Presentation - Sharon Angstrom FINCOM 5 Approve Payment of Prior Year’s Bills Select Board Presentation - Sharon Angstrom To be Tabled FINCOM 6 Birch Meadow Phase II: a. Debt Authorization b. Dedicate Land for Birch Meadow Phase II for park purposes as under M.G.L. Chapter 45, Section 3 (PARC Grant) and c. transfer of the parcels from the School Committee to the Select Board Select Board Presentation - Jenna Fiorente If PARC Funds Granted FINCOM AND BYLAW 7 Approve Solid Waste Revolving Fund, from Sale of Trash Bags and Toter Rentals and Approve Funding for Rubbish and Recycle Barrels from Free Cash Select Board Presentation - Fidel Maltez FINCOM 8 New Section 8.15 to the Town’s General Bylaws, Snow Removal in the 40R District Bylaw Committee Presentation - Bylaw BYLAW 9 Accept Chapter 41, Section 19K, Certified Massachusetts Municipal Clerk Select Board Presentation - Fidel Maltez BYLAW 10 Accept Chapter 32B, Section 9D ½ , Health Insurance for Surviving Spouse Select Board Presentation - Fidel Maltez BYLAW Subsequent Town Meeting - November 2023 Sanborn Lane Private Road Update - Town Manager COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Town of Reading: By virtue of this Warrant, I ______________________________, on ____________, 2023 notified and warned the inhabitants of the Town of Reading, qualified to vote on Town affairs, to meet at the place and at the time specified by posting attested copies of this Subsequent Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Reading Police Station, 15 Union Street Precinct 3 Reading Municipal Light Department, 230 Ash Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Reading Public Library, 64 Middlesex Avenue Precinct 6 Barrows School, 16 Edgemont Avenue Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive Precinct 8 Wood End School, 85 Sunset Rock Lane Town Hall, 16 Lowell Street The date of posting being not less than fourteen (14) days prior to Monday, November 13, 2023, the date set for Town Meeting in this Warrant. _____________________________________________ Constable A true copy Attest: _____________________________________________ Laura Gemme, Town Clerk TOWN WARRANT COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. To any of the Constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in the Local Elections and Town affairs, to meet at the Reading Memorial High School Performing Arts Center, 62 Oakland Road, in said Reading, on Monday, November 13, 2023 at seven-thirty o’clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Select Board, School Committee, Library Trustees, Municipal Light Board, Finance Committee, Bylaw Committee, Town Manager, Town Accountant and any other Town Official, Board or Committee. Select Board ARTICLE 2 To choose all other necessary Town Officers and Boards or Committees and determine what instructions shall be given to Town Officers and Boards or Committees, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, for the purpose of funding Town Officers and Boards or Committees to carry out the instructions given to them, or take any other action with respect thereto. Select Board ARTICLE 3 To see if the Town will vote to amend the FY 2024-34 Capital Improvements Program as provided for in Section 7-7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Select Board ARTICLE 4 To see if the Town will vote to amend the Town's Operating Budget for the Fiscal Year commencing July 1, 2023, as adopted under Article 12 of the Annual Town Meeting of April 24, 2023; and to see if the Town will vote to raise and appropriate, borrow or transfer from available funds, or otherwise provide a sum or sums of money to be added to the amounts appropriated under said Article, as amended, for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee ARTICLE 5 To see if the Town will vote to raise and appropriate, transfer from available funds, borrow or otherwise provide a sum or sums of money to pay bills remaining unpaid from prior fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Select Board ARTICLE 6 To see if the Town will vote to: (1) Raise and appropriate, borrow, transfer from available funds or otherwise provide a sum or sums of money to pay the costs of infrastructure improvements to the Birch Meadow Complex (the “Project”), including but not limited to, the reconstruction of a municipal parking lot, the improvement of basketball courts, the reconstruction of a children’s playground, and the resurfacing of tennis courts, including the payment of any and all other costs incidental and related to thereto; (2) Pursuant to G.L. c.40, §15A, transfer the care, custody and control of Assessor Parcel 27-0-342, including any sports facilities thereon located on Bancroft Avenue in the Town of Reading, from the Town of Reading School Department to the [Select Board or such other Board or Committee responsible for maintenance and preservation of park lands]; (3) Dedicate the portions of Assessors Parcels 27-0-343, 27-0-342, and 33-0-57 shown as “PROPOSED PARC AREA” on a plan entitled “Parkland Acquisition and Renovation for Communities (PARC) Plan Reading Memorial High School Birch Meadow Drive, Reading, Mass.”, dated July 7, 2023, and on file with the Town Clerk, to park and recreation purposes under G.L. c. 45, §3, the premises being approximately 4.8 acres of land, including any sports facilities thereon located; (4) Authorize the Town Manager to apply for any and all grants to fund the Project, including the Parkland Acquisitions and Renovations for Communities grant from the Executive Office of Energy and Environmental Affairs, and to take such other actions as necessary to carry the terms, purposes and conditions of any such grants; or take any other action with respect thereto. Select Board ARTICLE 7 To see if the Town will take the following actions: (1) Pursuant to G. L. c. 44, § 53E½, adopt a new revolving fund called the Solid Waste Revolving Fund, effective the fiscal year beginning July 1, 2025, by inserting a new Section 6.5.8 into the General Bylaws as follows: 6.5.8 Solid Waste Revolving Fund Funds held in the Solid Waste Revolving Fund shall be used to offset the cost of curbside trash & recycling collection, disposal of solid waste, replacement toters, and any other costs associated with the administration of the trash and recycling program that arise due to the sale of second toters and overflow bags, and shall be expended by the Director of Public Works, upon the recommendation of the Town Manager. Receipts credited to this fund shall include the sale of second toters and overflow bags for the disposal of solid waste. (2) Raise and appropriate, borrow, transfer from available funds or otherwise provide a sum or sums of money to pay the costs of acquisition, management, and distribution of rubbish and recycling barrels for residences currently on the municipal rubbish program, including the payment of any and all other costs incidental and related to thereto; or take any other action with respect thereto. Select Board ARTICLE 8 To see if the Town will vote to adopt a new Snow Removal Bylaw by: (1) Inserting a new Section 8.15 into the General Bylaws, as follows: 8.15 Clearing of Public Sidewalks 8.15.1 Removal Requirement The owner or manager of any property abutting a sidewalk of a public way in the Downtown Smart Growth Overlay District, as shown on the Town’s Zoning Map, shall cause the portion of said sidewalk abutting their property to be maintained in a non- slippery condition, suitable for pedestrian travel, by clearing any slush, loose, granular, or packed snow, and ice for the portion of the paved sidewalk abutting their property. Removal of slush, snow, and ice shall be conducted in a manner that clears the full paved path or a minimum of forty two (42) inches wide, whichever is less, unless otherwise specified herein. Slush, snow and ice shall be removed by plowing, shoveling, scraping or other methods in such a manner as to not damage the sidewalk, and shall be performed within the first (4) four hours between sunrise and sunset after such slush, snow and ice has come upon such sidewalk. In the event of an unusually heavy snowfall, the time limit may be extended at the discretion of the Director of Public Works or their designee. 8.15.2 Handicapped Ramps Handicapped access ramps located within a sidewalk of a public way shall be cleared to the full extent of the width and length of the main slope, curb ramps, landings and side slopes. 8.15.3 Maintenance When necessary, the owner or manager shall maintain said portion of cleared sidewalk in a non-slippery condition by application of agents designed for such purposes, provided said agent is approved by the Director of Public Works. The Director of Public Works shall annually cause a list of such approved agents to be published on the Town’s website and posted in Town Hall from November to April. Individuals shall not apply any agent to the sidewalk which does not appear on the approved list without written permission from the Director of Public Works or their designee. 8.15.4 Enforcement In addition to any other means of enforcement, the provisions of this bylaw and the regulations adopted pursuant thereto may be enforced by non-criminal disposition in accordance with the provisions of Section 1.8 of this bylaw, and MGL Chapter 40 Section 21D. Every calendar day upon which such violation exists shall be considered a separate offense; provided, however, that the offense count shall restart each fiscal year. (2) Inserting a new line into Section 1.8 of the General Bylaws, as follows: Bylaw Section Bylaw Title Enforcing Person Penalty- First Offense Penalty- Second Offense Penalty- Additional Offences 8.15 Clearing of Public Sidewalks Director of Public Works; Police Department $100 $200 $200 or take any other action with respect thereto. Bylaw Committee ARTICLE 9 To see if the Town will vote to accept the provisions of Section 19K of Chapter 41 of the Massachusetts General Laws, which authorizes additional compensation for a Town Clerk who has been awarded a certificate by the Massachusetts Town Clerks' Association as a certified Massachusetts municipal clerk, an amount equal to 10 per cent of such regular annual compensation, but not more than $1,000 per year; to qualify for such additional compensation, a Town Clerk shall submit to the Select Board proof of the award of the certificate; or take any other action with respect thereto. Select Board ARTICLE 10 To see if the Town will vote to accept the provisions of Section 9 D½ of Chapter 32B of the Massachusetts General Laws, which authorizes the Town to pay an additional amount above 50% for the health care premium cost for the surviving spouse of an employee or retired employee for group general or blanket hospital, surgical, medical, and other health insurance pay an additional or subsidiary rate. Select Board and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to November 13, 2023, or providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of said Warrant to each Town Meeting Member. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this __th day of ___________, 2023. _______________________ Jacqueline McCarthy, Chair _______________________ Mark L. Dockser, Vice Chair _______________________ Karen Gately Herrick, Secretary _______________________ Carlo Bacci _______________________ Chris Haley SELECT BOARD OF READING _______________________________ , Constable Project Manual RFQ #XX-XX - Reading Center for Active Living Project - Designer Service Page 1 of 16 REQUEST FOR QUALIFICATIONS DESIGNER SERVICES (RFQ) #xxx xx, 2023 1. INTRODUCTION The Town of Reading, Massachusetts, (“Owner”), is seeking the services of a qualified designer (“Designer”) within the meaning of the Massachusetts Designer Selection Law M.G.L. Chapter 7C, Sections 44 through 58, to provide Designer Services for programming, feasibility, preliminary schematic design for new construction or addition to/renovation of the Town’s Pleasant Street Center, 49 Pleasant Street, Reading, Massachusetts to establish a new Reading Center For Active Living (the “Project”). The Town is requesting the qualifications of a Designer to provide professional services during one and perhaps subsequent multiple Project phases. • First, in Phase 1 the Designer will prepare a Facilities Program Study, using the information developed by ReCalc and the UMass Boston Center for Gerontology, and potentially additional input, to identify the interests and needs of the various stakeholders in order that the Owner may select a Design Program(s). The interest and needs analysis should include inter-generational programing. • Second, in Phase 2 the Designer will complete a Feasibility Study investigating multiple options to a high level of detail to arrive at a Preferred Option based on the program, needs and interests identified and selected in Phase 1. • Third, in Phase 3 the Designer will complete Schematic Design plans, high level specifications and cost estimates for the Preferred Option. • Phase 1, 2, and 3 services, outlined in the three steps above shall be referred to herein as the Basic Services. A potential Project may include a renovation and addition of the existing Pleasant Street Center building or construction of a new building which may be on an alternate site. The Fee for services related to the completion of the Basic Services will be negotiated but will not exceed $250,000. “Extra Services” fees will not be allowed for Phase 1, 2 or 3. 2. GENERAL INFORMATION The Owner believes in a design approach where all Project stakeholders are involved in the design process from start to finish on a collaborative basis. The process recognizes that non-inclusive and compartmentalized design decisions made unilaterally may have adverse impacts on achieving inclusive design goals. An inclusive design approach is required for the Project. READING CENTER FOR ACTIVE LIVING PROJECT RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 2 of 16 3. BACKGROUND Town’s History, Profile and Organizational Structure: Reading was settled in 1639 and incorporated as a Town in 1644. The Town has a traditional New England center surrounded by family-oriented neighborhoods and endeavors to be a welcoming community. Located in Middlesex County, Reading is only 12 miles north of the center of Boston. The Town lies close to the intersection of Interstate 93 and Interstate 95, allowing easy access to Boston. Principally a residential community, Reading has a significant but modest level of commercial businesses, many of which are located near the highways. The MBTA has a station in Reading which links the Town to Boston’s North Station and has two bus lines which connect to the Orange Line. Reading is known for its award-winning schools and outstanding Town services. It has a safe, small-town feel and offers residents many recreational and cultural opportunities, both within the community and as part of the greater Boston region. The Town is governed under a home-rule charter, which vests executive authority and responsibility to the elected five-member Select Board, who serve on rotating three-year terms. Legislative authority is vested in a 192-member elected Town Meeting. The Town Manager, who is appointed by the Select Board, serves as the Chief Administrative Officer. Reading has approximately 26,000 residents, and nearly 26% of the Town’s population are age 60 or above. The Reading Pleasant Street Center serves approximately 700 individuals in the in this age category on average per month, including over 3,500 units of services month which include social / recreation programs, support groups, health education, physical activities, cultural programs, Medicare counseling, help with benefit applications and related social services, and elder law assistance. Reading’s over-60 population is projected to reach close to 30% of the general population by the year 2030. Division of Elder and Human Services The Division of Elder Services is part of the Public Services Department overseen by the Community Services Director and the Assistant Town Manager. The Division of Elder Services is responsible for aiding in the implementation of the Pleasant Street Center policies and programs and coordinates the Center’s functions. The Elder and Human Services Administrator is appointed by the Town Manager and is responsible in carrying out its responsibilities of the Division of Elder and Human Services and Operates the Pleasant Street Center. Council on Aging The Council on Aging (COA) is established under section 4.7 of the Reading Home Rule Charter. The Council on Aging shall have all the powers and duties given to Councils on Aging by the Massachusetts General Laws, and such additional powers and duties as may be provided by the Charter, by Town Bylaw or by Town Meeting vote. The Council on Aging functions as a Board of Directors. The Council is composed of ten Reading citizens who have demonstrated a concern for and a commitment to the elderly. The Council is appointed by the Board of Selectmen. Their responsibilities include: 1. Identifying the needs & interests of senior citizens and encouraging programs to address those needs and interests. 2. Educating the community about the needs of senior citizens. 3. Developing a network for information sharing. 4. Establishing policy direction to be implemented by Reading Elder Services. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 3 of 16 Reading Center for Active Living Committee (ReCalc) The Select Board created a volunteer Ad Hoc Committee: Reading Center for Active Living Committee (RECALC). ReCalc submitted its final report and highlighted findings in a PowerPoint presentation to the Selectboard on March 25, 2023. The committee also published a detailed report. The primary recommendation from ReCalc was to identify and implement a solution to the facility needs for the Senior population in the immediate (2 to 3 year) timeframe. In addition to the primary recommendation (above), the following are supporting recommendations based on the work performed by ReCalc: 1. Review the identified needs, perform a more detailed assessment of priorities, and then define explicit plans to address the needs. This should include all aspects of facility, staffing, services, programs, transportation, financial, etc., and should consider centralized and distributed approaches to service/program delivery whenever possible. 2. Perform feasibility study (studies) on potential Senior Center and/or Community Center with dedicated space solutions that may include renovation or construction of buildings. Ensure any proposed facility satisfies all ADA requirements and inclusivity recommendations for all populations. 3. Advocate for continued investment in Elder Services (to support capital and operational expenses) aligned with the facility investments resulting from (1) and (2) above and Sr. Center use projections established from current use, demographic trends and comparable community data. 4. Develop communication strategies and tools to keep the community informed of efforts and the rationale/priority for addressing the identified issues and unmet needs. 5. Support the concept of a Senior Center(SC)/Community Center(CC) with dedicated SC space ensuring first that the needs of the Seniors are being met. Implicit in this recommendation is to consider the “inventory” of currently provided Reading services and facilities to determine how best to meet the needs of the community. Whenever possible space in the would be available for the community at large to use as is the option with current space at the Senior Center which is available for groups to reserve and use. In the spring of 2023, the charge of ReCalc was expanded to identify the current and future needs of the Community, and initiate planning for a potential new Senior/Community Center in town that will focus on residents aged 60+ and possibly other members of the Community. The committee is made up of 7 voting members, all Reading residents, appointed by the Select Board and comprised of the following: 1 member of the Select Board, designated by the Select Board, 1 member of the Council on Aging (COA), designated by the COA, 1 member of the Recreation Committee, designated by the Recreation Committee Chair, 4 at-large members from the community, preferably with background in architecture, design, planning, project management and community engagement, and/or who represent a variety of key stakeholder groups such as seniors who participate in our Elder and Human Services programs, eldercare professionals, families with age 60+ members who use our recreation programs, and those aged 60+ who don’t currently use the Elder Services programs and an additional 1-2 associate members preferably with background and interest in financing options for programs at senior/community centers or other civic organizations, all to be recommended by the Volunteer Appointed Sub Committee. ReCalc operates with the following goals: Information for Feasibility Study: Using information obtained and developed through review of best practices, visits to and discussions with other senior RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 4 of 16 /community centers around us, and survey results. ReCalc provides a document and information to be used by the firm being hired to perform the feasibility study. Program focus: Using the above tools and new interviews, explorations, and discussions, add programming review to help define what we may want to offer in terms of services for seniors. Focus on other similar communities, best practices, enticing new participants in the 60+ age bracket to attend programs at the center. Operating Finance: Explore a variety of financing alternatives used by other senior/community centers for programming activities to include donations, grants, town support and potentially other alternatives. Transportation: Explore transportation best practices for senior centers. The Pleasant Street Center The Pleasant Street Center is located at 49 Pleasant Street, and is the former Reading Municipal Building. Built in 1885, this two-story brick building was the town's first municipal structure, housing the town offices, jail, and fire station. In 1918 all functions except fire services moved out of the building. The building was listed on the National Register of Historic Places in 1984. The former Reading Municipal Building is set on the southeast corner of Pleasant and Parker Streets, just off Reading's Main Street central business district. It is a rectangular two-story brick Renaissance Revival structure with a hip roof. Its northern facade is four bays wide, with the main entrance in the leftmost bay. The three first-floor windows are set in round-arch openings, while the four on the second are set in segmented-arch openings. The west facade originally housed the openings for the fire house, with three large round-arch openings now filled with wood paneling and windows below, and single segmented-arch windows flanking a central pair of narrow windows in the center bay. At the northeast corner, a wood-frame tower with Stick style decoration rises to a gable-over-hip roof. The town of Reading was incorporated in 1644, but this, its first purpose-built municipal building, was not constructed until 1883. It was designed by local architect Horace G. Wadlin, and housed town offices, fire station, and the local jail. It served all of these roles until 1918, when the town offices were relocated to the present town hall in 1918. This building remained a fire station for many years, with its original round doorway openings combined into two rectangular openings to provide access for more modern fire equipment. The fire house facade has since been restored to its original form, albeit with the openings closed off. In 1991 the building was renovated and repurposed as the Pleasant Street Center which is Reading’s local senior center. Prior studies have determined that the Pleasant Street Center is no longer adequate to meet the needs of Reading’s age 60+ population. The Pleasant Street Center cannot provide the volume of programs and services required to meet Reading’s current or projected population. Moreover, the Pleasant Street Center facility’s minimal compliance with ADA requirements, limited hours of operation, and unacceptable facility issues (including but not limited to noxious fumes, lack of a functional kitchen, and inadequate space for staff as well as seniors’ use) make continued use of the building in its current condition unacceptable. 4. PROJECT GOALS AND OBJECTIVES In the process of evaluating facilities programs for senior citizens, the Town also seeks to evaluate alternative facility programming which may provide services and programs that go beyond the traditional thinking when addressing the needs of the senior community in order to develop a new Reading Center for Active Living which also can serve a broader community base, keeping in mind that senior community must be prioritized. Programming options may include needs identified by the Recreation Department as well. Overall Project Objectives include: RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 5 of 16 • Fostering an inclusive environment that welcomes all among Reading’s 60+ population (currently approximately 7,000 residents) who wish to participate in Elder Services programming and services by ensuring that all proposals adhere to principles of Universal Design, as opposed to settling for compliance with minimum ADA requirements. (See, for example, guidelines on the Institute for Human Centered Design website humancentereddesign.org. • Ensuring that Elder and Human Service’s mission and goals are fully understood, updated as necessary, and incorporated into the process, while establishing potential goals for a Reading Center for Active Living, that may incorporate inter-generational programming; • Engaging with all stakeholders, from project outset to ensure a collaborative approach is maintained throughout the design process, including involvement from multiple municipal entities; • Assisting in communicating Project details with the public; • Reviewing and assessing the existing programs, documentation and conditions, and information provided by ReCalc and the Elder and Human Services, • Identifying opportunities for new programs and services for senior citizens and opportunities to provide a broader range of programs, services, and hours to a wider population. • Providing a Facilities Program Study which will allow the Town to determine which program option(s) is /are appropriate for the Town. Coordinating with the Town in identifying other approvals required by any governing agency and coordinating submittal materials for such approvals; • Investigating the most appropriate design options and phasing plans; including temporary operational space, if required; • Identifying any community, traffic, or neighbor concerns that may impact study options; • Developing accurate and complete cost estimates, including Life Cycle Costs as requested, at the Feasibility Phase. • Supporting a design that is of high quality, efficient, cost effective, and conforms to Massachusetts High Performance Building Guidelines and LEED for Municipal Buildings at a minimum, and complies with all applicable regulatory requirements including the Massachusetts Stretch Code. • Developing and evaluating creative energy efficiency solutions over and above the stretch code and innovative alternative sustainable design solutions, including but not limited to active/passive solar, geothermal, etc., and identifying alternate funding sources, first costs and paybacks; To accomplish this, the selected Designer will be working in partnership with various Town departments, committees, and sub-committees. The local committees will include at a minimum: • Reading Select Board, Permanent Building Committee, Reading Center for Active Living Committee, Council on Aging, Elder and Human Services, Recreation Department, Office of Equity and Social Justice, and the Town Manager. • Community Development Department, Development Review Team (DRT) - Prior to construction at any municipal building, the Director of Community Development reviews projects for consistency and compatibility with all applicable planning and analytical studies. • Facilities Department and Department of Public Works. • Finance Committee. • Public Meetings at other Town Committees – As may be required. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 6 of 16 • Other committees and Departments including Conservation Commission, Fire Department, Police Department, etc. – As may be required for local reviews. The Designer will assist the Owner in identifying other approvals required by the Commonwealth of Massachusetts. Such approvals may include: • Massachusetts Architectural Access Board (MAAB) • Massachusetts Historical Commission (MHC) Needs and building conditions assessments and other background documents shall be available for informational purposes and include: • UMass Boston Gerontology Institute, Community Engagement and Planning: Reading Center for Active Living (ReCalc) https://www.readingma.gov/DocumentCenter/View/7803/Reading-Center-for- Active-Living--UMass-Gerontology-Institute-Final-Report-PDF • READING CENTER FOR ACTIVE LIVING COMMITTEE (RECALC) https://www.readingma.gov/601/Reading-Center-for-Active-Living-Committ 5. PROJECT PHASING DESCRIPTION Phase I: Facilities Program Study 2-3 months The Town will embark on a Facilities Program Study to evaluate facility programming options to address senior citizens’ needs as well as alternatives which may provide services and programs that go beyond traditional thinking for the development of an Active Center for Living. Programming options may include needs identified by the Parks and Recreation Department as well. Phase I tasks should include but are not limited to: • Discussions with current senior center users, all stakeholders, Pleasant Street Center staff, Council on Aging, Recreation Department, Reading Center for Active Living Committee (ReCalc), Permanent Building Committee, Select Board and the general public; • Review of previous studies developed by UMass Boston Gerontology Institute • Review of previous design work developed by Gienapp Architects • Review of ReCalc final recommendations and findings • Review of Elder and Human Services programs • As needed, information gathering of interests of the greater community using a variety of tools such as developing community and user surveys, facilitated public meetings and/or focus group interviews. • The process should consider the space and programming needs of the Pleasant Street Center, as well as the needs and desires of Town residents, with a priority to meeting the needs of Seniors. • The Facilities Program Study will include optional programs for each group and options to accommodate all groups combined. The study will identify program space needs, approximate building sizes and square foot costs, and corresponding site area and access requirements to support each program option. The study will also identify what program options are viable for an addition / renovation project of the existing Pleasant Street Center. Phase II: Feasibility Study 4-6 months Phase III: Schematic Design Phase/Site Plan Approval 4-6 months RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 7 of 16 The anticipated initial Contract period will be from October 1, 2023, or the date of contract execution, whichever is later, through the completion of the Basic Services Phase. The Town reserves the right to terminate the services provided by the selected firm/individual at the end of the Basic Services Phase and re-solicit Designer services or to continue with the selected Designer beyond this phase. 6. SCOPE OF SERVICES FOR PHASE II AND PHASE III During the feasibility, schematic design and design development phases of the project, the Owner will require interactive working group sessions to explore site strategy options, design concepts, evaluation criteria, programming requirements, sustainability goals and potential solutions. The anticipated scope of the Feasibility Study includes but is not limited to: Investigating the existing building and site and potential alternate sites providing conceptual plans and elevations that meet the program and space requirements of the Owner for and addition / renovation project, new construction on the existing site, and evaluation of potential alternate sites with new construction. The Feasibility Study will be based on the Facility Program(s) selected by the Owner as a result of the Phase I study. Designer Services include, but are not limited to, verification of existing record information including building dimensions, details and general existing conditions, cost estimating, all architecture as well as traffic, civil, site development, sanitary, mechanical, electrical, plumbing, fire protection, structural, site planning and landscape architecture, basic environmental permitting, graphics, lighting design, acoustics, data and communication; any specialty consultants; code consultants, accessibility and inclusion, energy evaluations including the coordination of energy rebates, detailed cost estimates, LEED or sustainable design consultants; Furniture, Fixtures & Equipment (FF&E) including programming, specifications, procurement. 7. MINIMUM QUALIFICATIONS & REQUIREMENTS Each Designer submitting a Statement of Qualifications (SOQ) must certify in its cover letter that it is a qualified Designer within the meaning of the Massachusetts Designer Selection Law, M.G.L. Chapter 7C, Sections 44 through 58, employing a Massachusetts registered architect responsible for and being in control of the services to be provided pursuant to the Contract. Any Designer that fails to include such certification in its response, demonstrating that these criteria have been met, will be rejected without further consideration. 8 EVALUATION & SELECTION CRITERIA In evaluating proposals, the Owner will consider the members of the proposed design team. Identify those member(s) of the proposed design team who will be responsible for the following categories of work: (Firm’s name, individual’s name and professional registration or license number, as applicable, must be listed in the application for each category of work). a. Architecture b. Universal Design/Inclusive Design Consultant c. Geotechnical Engineering d. Geo-Environmental e. Site Survey f. Archeological Survey g. Hazardous Materials RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 8 of 16 h. Civil Engineering i. Structural Engineering j. Landscape Architecture k. Fire Protection Engineering l. Plumbing Engineering m. HVAC Engineering n. Electrical Engineering o. Lighting Consultant p. Energy Modeling q. Data/Communications Consultant r. Specifications Consultant s. Sustainable/Green Design/Renewable Energy Consultant t. Cost Estimating u. Accessibility Consultant v. Traffic Consultant w. Interior Design, Furniture, Fixtures and Equipment Consultant x. Code Consultant y. Security Consultant z. Acoustical Consultant Applicants must address each category of work listed above in their application whether it is to be performed by in-house staff or by sub-consultant(s). Failure to address category may result in the elimination of the applicant from consideration on this project. As a starting point, The Owner will consider the following minimum criteria in evaluating proposals: a. Prior Senior Center or Community Center with dedicated Senior Center space or closely related experience best illustrating current qualifications for the project. Firms / teams demonstrating significant experience with Facilities Programming for these project types as are deemed to be highly desirable. b. Demonstrated knowledge and experience in applying Universal Design concepts and techniques. c. A statement of the Designer’s philosophy on the importance of educating Owner and stakeholders about principles of Universal Design and the priority of Universal Design principles in facility design decisions. d. Past performance of the firm, if any with regard to public or private projects across the Commonwealth, with respect to: i. Quality of project design. ii. Quality, clarity, completeness and accuracy of feasibility studies. iii. Ability to meet established program requirements within allotted budget and to design to budget. iv. Ability to meet schedules including submission of design and contract documents, processing of shop drawings, contractor requisitions and change orders. v. Coordination and management of consultants. e. Current workload and ability to undertake the contract based on the number and scope of projects for which the firm is currently under contract. f. The identity and qualifications of the consultants who will work on the project. g. Demonstrated ability to lead a collaborative team approach to the project. h. The financial stability of the firm. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 9 of 16 i. The qualifications of the personnel to be assigned to the project. j. Geographical proximity of the firm to the project site or willingness of the firm to make site visits and attend local meetings as required by the client. k. Additional criteria that the Town considers relevant to the project. 9. EVALUATION CRITERIA Submissions will be assessed by the review evaluating the offeror's overall qualifications, including its methodologies, technical abilities, and previous experience and qualifications of individual members of the Consultant Project Team and the proposed sub-consultants. The Selection committee may include the following individuals, the make-up of the selection committee is at the discretion of the Owner: 1. Director of Facilities 2. Community Services Director 3. Town Manager 4. Select Board Member 5. Member of ReCalc 6. Member of COA 7. Member of Permanent Building Committee The Committee will rank the proposals based upon the experience, qualifications, and organizational capacity of the consultant team in the following categories: Successful engagements for design and construction of at least three (3) senior center / community centers, new facilities or renovation projects. 20 Points Offeror has at least three (3) or more successful engagements for renovation of senior center / community center facilities, at least one of which utilizes universal design. 10 Points Offeror has two (2) successful engagements for renovation of senior center / community center facilities, at least one of which utilizes universal design. 5 Points Offeror has one (1) successful engagements for renovation of senior center / community center facilities, at least one of which utilizes universal design. 0 Points Offeror has no prior senior center renovation engagements. Offeror project experience with local governments and other public agencies. 20 Points Offeror has five (5) years of experience or more working with school districts, local governments, and other public agencies. 10 Points Offeror has three to four (3-4) years of experience or more working with school districts, local governments, and other public agencies. 5 Points Offeror has two years or less experience or more working with school districts, local governments, and other public agencies. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 10 of 16 0 Points Offeror has no experience or more working with school districts, local governments, and other public agencies. Offeror has demonstrated success in designing high quality, durable, and efficiently operated projects that support inclusion and accessibility. 20 Points Offeror has successfully demonstrated the ability to design high quality, durable, and efficiently operated projects in the last five (5) years 10 Points Offeror has successfully demonstrated the ability to design high quality, durable, and efficiently operated projects in the last four (4) years. 5 Points Offeror has demonstrated the ability to design high quality, durable, and efficiently operated projects in three (3) years or less. 0 Points Offeror has not demonstrated the ability to design high quality, durable, and efficiently operated projects. Record of completing projects on budget and on schedule. 20 Points Positive response from three or more references. 10 Points Positive response from two references that are generally good. 5 Points One negative response from a reference. 0 Points More than one negative response from references. Project team includes highly experienced personnel in disciplines needed to design and oversee construction of a new facility or renovation of existing building for a senior center utilizing universal design principles, as outlined in Section 8 above. 20 Points Project team leader is a licensed architect or engineer and has at least ten (10) years of experience in design and construction administration with municipalities or school districts. Team includes all disciplines required for the project. 10 Points Project team leader is a licensed architect or engineer and has at least seven (7) years of experience in design and construction administration with municipalities or school districts. Team includes all disciplines required for the project. 5 Points Project team leader is a licensed architect or engineer and has at least five (5) years of experience in design and construction RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 11 of 16 administration with municipalities or school districts. Team does not include all disciplines required for the project. 0 Points Project team leader is not licensed or has less than five (5) years of experience working with municipalities or school districts. Team does not include all required disciplines for the project. 10. SELECTION PROCESS & SELECTION SCHEDULE Process: a. The Owner acting through the Selection Committee will perform a review of all responses, to determine if they meet minimum criteria established in the RFQ. Respondents who do not meet the minimum criteria will not be further considered. The minimum criteria is outlined in Section 8 above. b. The Review Committee members will score each proposal that has met the minimum criteria based on the weighted evaluation criteria identified in Section 9 of the RFQ. c. Based on the initial scores the Review Committee will rank the Respondents and short-list a minimum of three (3) Respondents. d. The Review Committee will schedule interviews with the short-listed Respondents. Each short-listed Respondent will be given an opportunity to make a brief presentation on their experience and capabilities to successfully provide the required project management services. Review Committee members will have an opportunity to discuss the responses and ask questions. e. Following the interviews, the Review Committee members will develop final rankings based, in part on, the point value Evaluation Criteria in the RFQ, identified in Section 9 above, and on additional information obtained during the interviews. f. The Review Committee will transmit a list of ranked finalists to the Procurement Office and Town Manager. The submitted list shall be accompanied by a written explanation. g. The Procurement Officer and the Town Manager will commence fee negotiations with the first-ranked Respondent. h. If the Owner is unable to negotiate a contract with the first-ranked selection, the Owner will then commence negotiations with its second-ranked selection and so on, until a contract is successfully negotiated and approved by the Owner. i. The Owner may re-advertise the RFQ if fewer than three responses are received. Schedule: The following is a tentative schedule of the selection process, subject to change at the Owner’s discretion. Sept 6, 2023 Advertise in the Daily Times Chronicle . Sept 13, 2023 Advertise in the Central Register of the Commonwealth of Massachusetts Sept 20, 2023 RFQ available on Town’s website: www.readingma.gov/ Oct 3, 2023 Project briefing and facility tour 11:00 AM 49 Pleasant Street, Reading Oct 12, 2023 Last day for questions 12 noon RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 12 of 16 Oct 17, 2023 Responses to Questions issued by Purchasing Department Oct 26, 2023 SOQs due to Purchasing Department 11:00 AM Nov 2, 2023 Respondents short-listed Nov 6, 2023 Interview short-listed Respondents Nov 11, 2023 Start negotiations with selected Respondent Nov 27, 2023 Execute contract This RFQ may be obtained after 10:00 a.m. on Sept 20, 2023 from: Purchasing Department Reading Town Hall 16 Lowell Street Reading, Massachusetts 01867 Email: purchasing@readingma.gov or at www.readingma.gov/ Proposers requiring clarification or interpretation of the RFQ shall make a written request to the Purchasing Department as indicated above, by noon on Thursday, Sept 30, 2023. Proposers contacting ANY TOWN EMPLOYEE or any other person regarding this RFQ outside of the Purchasing Department, once the RFQ has been released, may be disqualified from the procurement process. The Town will make best efforts to give written Responses to the Questions no later than October 17, 2023 to all individuals or firms requesting a copy of this RFQ by an email Addendum. A Project briefing will be held at: The Pleasant Street Center, 49 Pleasant Street, Reading, MA 01867 October 3, 2023 at 11:00 a.m. Attendance at the briefing is not mandatory. Sealed responses to the RFQ from qualified persons or firms must be clearly labeled “RFQ #XX-XX Designer Services for Reading Center for Active Living” and delivered to the Purchasing Department at its address above no later than 11:00 AM on Thursday, October 26, 2023. The sealed responses must include five (5) hard copies and an electronic copy of the response. SOQs may be delivered in person, by courier or by mail. SOQs submitted by fax or electronic mail will not be considered. SOQs will not be accepted nor may submitted SOQs be corrected, modified or withdrawn after the deadline. There will be no public opening of the SOQs, though on the deadline date a list of all persons who submitted an SOQ will be published. Proposers are responsible for downloading the specifications from the Town’s web site, and are requested to email the Purchasing Department (purchasing@readingma.gov) their company name, address, email address, phone & facsimile number and what bid # (i.e. #XX-XX) they have downloaded. The Town of Reading, reserves the right to reject any and all SOQs, to waive any defects, informalities, and minor irregularities; and to award contracts or cancel this RFQ if it is in the Town’s RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 13 of 16 best interest to do so. The Town of Reading is an AA/EEO employer, and encourages MBE and WBE firms to apply. 10. SOQ REQUIREMENTS Persons or firms submitting an SOQ must meet the following requirements: a. Submit five (5) hard copies, and one (1) digital copy in PDF format. Reponses should be printed double-side and bound in such a manner that the pages lie and remain flat when opened. The specific organization and orientation of the proposal is at the applicant’s discretion, but it is recommended that the proposal be laid out in such a manner that the reader doesn’t need to be constantly rotating the proposal. Proposals should not be provided with acetate covers. The Owner will only accept hard original copies of SOQs. Responses submitted by fax or electronic mail will not be considered. The Owner assumes no responsibility or liability for late delivery or receipt of Responses. All Responses received after the stated submittal date and time will be judged to be unacceptable and will be returned unopened to the sender. b. Applications must be accompanied by a concise cover letter that is a maximum of two pages in length. A copy of the cover letter should be attached to each copy of the application. The cover letter must include the certifications as noted in Section 7 of this RFQ. c. Applicants may supplement this proposal with graphic materials and photographs that best demonstrate design capabilities of the team proposed for this project subject to the page limitations as set forth in the Standard Designer Application Form. 11. REQUIREMENTS FOR SOQ CONTENT All copies of SOQs shall be: • Presented in an organized and clear manner; • Must include all required certifications; • Must include the following information: A. Cover letter shall be a maximum of two pages in length and include: 1. An acknowledgement of any addendum issued to the RFQ. 2. An acknowledgement that the Respondent has read the RFQ. Respondent shall note any exceptions to the RFQ in its cover letter. 3. A specific statement regarding compliance with the minimum requirements identified in Item 7 of this Request for Services to include identification of registration, number of years of experience and where obtained. 4. A description of the Respondent’s organization and its history. 5. The signature of an individual authorized to negotiate and execute the Contract for Designer Services, in the form that is attached to the RFQ, on behalf of the Respondent. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 14 of 16 6. The name, title, address, e-mail and telephone number of the contact person who can respond to requests for additional information. B. Selection Criteria: The response shall address the Respondent’s ability to meet the “Selection Criteria” Section. C. Certifications: Respondents will be required to submit certifications required in M.G.L. c. 7C, §51(d)(1)-(iv). 12. PAYMENT SCHEDULE & FEE EXPLANATION The Owner will negotiate the fee for services dependent upon an evaluation of the level of effort required, job complexity, specialized knowledge required, comparison with past project fees, and other considerations. 13. OTHER PROVISIONS A. Public Record Law All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L. c. 66, § 10 and c. 4, § 7(26). Any statements in submitted responses that are inconsistent with the provisions of these statutes shall be disregarded. B. Waiver/Cure of Minor Informalities, Errors and Omissions The Owner reserves the right to waive or permit cure of minor informalities, errors or omissions prior to the selection of a Respondent, and to conduct discussions with any qualified Respondents and to take any other measures with respect to this RFQ in any manner necessary to serve the best interest of the Owner and its beneficiaries. C. Communications with the Owner The Town’s Purchasing Department: Purchasing Department Reading Town Hall 16 Lowell Street Reading, Massachusetts 01867 Email: purchasing@readingma.gov Respondents that intend to submit a SOQ are prohibited from contacting any of the Town’s staff other than the Town Purchasing Department. An exception to this rule applies to Respondents that currently do business with the Town, but any contact made with persons other than the Purchasing Department must be limited to that business, and must not relate to this RFQ. In addition, such respondents shall not discuss this RFQ with any of the Town’s consultants, legal counsel or other advisors. FAILURE TO OBSERVE THIS RULE MAY BE GROUNDS FOR DISQUALIFICATION. D. Costs The Owner is not liable for any costs incurred by any Respondent in preparing its SOQ or for any other costs incurred prior to entering into and only in accordance with a Contract between the Respondent and the Owner. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 15 of 16 E. Withdrawn/Irrevocability of Responses Applicants may withdraw an SOQ as long as the written request to withdraw is received by the Town of Reading Purchasing Department prior to the time and date of the SOQ opening. F. Rejection of Responses, Modification of RFQ The Owner reserves the right to reject any and all responses if the Owner determines, within its own discretion, that it is in the Owner’s best interests to do so. This RFQ does not commit the Owner to select any Respondent, award any contract, pay any costs in preparing a response, or procure a contract for any services. The Owner also reserves the right to cancel or modify this RFQ in part or in its entirety, or to change the RFQ guidelines. A Respondent may not alter the RFQ or its components. G. Subcontracting and Joint Ventures Respondent’s intention to subcontract or partner or joint venture with other firm(s), individual or entity must be clearly described in the response. H. Validity of Response Submitted responses must be valid in all respects for a minimum period of ninety (90) days after the submission deadline. ATTACHMENTS: RFQ Attachment A: Base Contract for Designer Services; RFQ Attachment B: Required Certifications  Satisfaction of State Tax Requirements  Certificate of Authority  Certificate of Non-Collusion  Certificate of Tax Compliance  Proof of Registration by the Commonwealth of Massachusetts an architect or professional engineer (if applicable)  Demonstrated ability to secure general liability insurance, worker’s compensation, and automobile insurance for all proposed staff that will be involved in the project  List all claims, including insurance claims and claims in litigation or adjudicatory process or settled, brought by or against the firm/individual in the past three (3) years. Including for each the reason for the claim, name (s) of claimant(s) and outcomes. RFQ Attachment C.1: Certificate of Good Standing and/or Tax Compliance RFQ Attachment C.2: Certificate of Authority – Business Corporations RFQ Attachment C.3: Certificate of Non-Collusion RFQ Attachment C.4: Certificate of Tax Compliance RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 16 of 16 August 22, 2023 Tuesday Overview of Meeting McCarthy 7:00 Public Comment Board 7:05 SB Liaison & Town Manager Reports Board 7:15 Discuss Proposed Changes to Town Personnel Policy: Military Leave Board 7:20 HEARING Package Liquor License Transfer: Baystate Liquors Board 7:30 Presentation from Reading Food Pantry Request for Additional ARPA Funds Board 8:00 Discuss Select Board Appointment to the Special Committee for Charter Review Board 8:30 Discussion on the Development a Dog Park in Reading Board 8:45 Discuss Director Equity & Social Justice Hiring Process and Reporting Structure Board 9:00 Discuss Warrant for November Town Meeting Board 9:15 Review Request for Qualifications for Senior Center Feasibility Study Board 9:30 Discuss Future Agendas Board 9:45 Approve Meeting Minutes Board 10:00 September 12, 2023 Tuesday Overview of Meeting McCarthy 7:00 Public Comment Board 7:05 State Delegation Visit with Reading Select Board 7:15 SB Liaison & Town Manager Reports Board 8:00 Presentation by Reading Pickleball Players Association (RPPA) Board 8:15 Preview Warrant for November Town Meeting Board 9:00 Preview Capital Plan for FY2025 Board 9:15 Vote to Appoint Select Board Member to the Special Committee for Charter Review Board 9:30 Discuss Future Agendas Board 9:45 Approve Meeting Minutes Board 10:00 September 26, 2023 Tuesday Overview of Meeting McCarthy 7:00 Public Comment Board 7:05 SB Liaison & Town Manager Reports Board 7:15 HEARING Change of Manager Application - Anthonys Coal Fired Pizza Board 7:30 Vote to Close Warrant for November Town Meeting Board 7:45 Vote to Accept Easement from Meadow Brook Golf Course to Conservation Commission, Lot 5 Board 8:00 Designate Town Manager as Town Representative on Designer Selection Panel for the MSBA, Killam School Biard 8:15 Discuss Community Preservation Act Board 9:15 Discuss Future Agendas Board 9:30 Approve Meeting Minutes Board 9:45 October 10, 2023 Tuesday October 24, 2023 Tuesday November 7, 2023 Tuesday November 13, 2023 SUBSEQUENT TOWN MEETING November 16, 2023 SUBSEQUENT TOWN MEETING November 20, 2023 SUBSEQUENT TOWN MEETING November 21, 2023 Tuesday Novmeber 27, 2023 SUBSEQUENT TOWN MEETING December 5, 2023 Tuesday Vote to approve annual licenses (delegated to TM Office) Vote to approve Liquor Licenses December 6, 2023 Wednesday Department Budget Presentations December 12, 2023 Tuesday Department Budget Presentations Future Meetings - Agenda Items VASC Policy Changes and Recommendations VASC Discuss Early Sunday Hours at Recreational Fields & Parks Rec Comm Public Safety Quarterly updates Board Air BnB update CPDC Update on 186 Summer Ave / Review of Select Board role (consult with Town Counsel) Town Counsel Discuss Police Department Policies with respect to Police Reform Legislation & Department Accreditation Board Discuss and Approve Flag Policy Board Recurring Agenda Items Close Warrant: Annual Town Meeting March 3/1/2022 Close Warrant: Subsequent Town September 9/27/2022 Appoint Town Accountant March Annual HEARING Approve Classification & Compensation May Annual Appointments of Boards & Committees May/June Annual HEARING Approve Tax Classification October Annual HEARING Approve Licenses December Annual Liaison: RCTV members Report Annual Liaison: CAB (RMLD) member Report Annual Liaison: MAPC member Report Annual Liaison: Reading Housing Authority Annual Liaison: Reading Ice Arena Report Annual Town Accountant Report Qtrly Economic Development Director Semi-ann Parking/Traffic/Transportation Task Town Board & Committee visits Town Department visits Review Select Board Goals Review Town Manager Goals February/March Select Board Dra� Minutes July 18, 2023 Public Comment John Lippit expressed his opinion on the property rates. Residen�al rates keep going up while commercial does not. He believes the board needs to correct the commercial vs residen�al rates because it is not fair to homeowners. Presenta�on on FY25 Tax Rate Town Assessor Victor Santaniello gave the board his annual presenta�on on se�ng the tax rate for FY25. His presenta�on can be found in the Select Board packet on the Town website. Haley and Bacci were strongly opposed to con�nuing to split the tax rate any further out of fear of hur�ng the small businesses’ in town. Autumn Hendrickson Book Presenta�on Autumn Hendrickson, a Reading resident, gave the board an inside look into a book she is wri�ng on the men and women from Reading and North Reading who went to war. She shared her extensive research she has done at the Na�onal Archives. Special Commitee for Charter Review Town Counsel Ivria Fried gave the board an overview on the process of crea�ng a Special Commitee for the Towns’ upcoming Charter Review. The presenta�on can be found in the Select Board packet on the Town website. The board will discuss which Select Board member will represent the board on the Special Commitee at their next mee�ng. Laision Reports Bacci noted that the Bylaw Commitee reorganized and are discussing poten�ally two new bylaws; one regarding snow removal and one about dogs in the town forest. Haley noted the School Commitee also reorganized. Sudeshna is leaving her posi�on as the Director of Social Jus�ce and thanked her for all her work here in town. He also wants to discuss reloca�ng that posi�on out of the library. Dockser noted RECALC met and accepted the new charge the board came up with and created working groups. The commissioners of trust funds also met. Herrick noted she met with Senator Lewis at office hours at the Pleasant Street Center. She atended the Camp Rice Moody event where they officially handed over the reins to the Girl Scouts of Easten Massachusets who will take responsibility for that property now. The MSBA met with regards to the Killam School building and our choice of project manager. McCarthy noted last week the CPDC approved a Mosk and educa�onal center at the former Rite Aid building. They also reviewed and accepted a preliminary subdivision at 246 Walnut Street; it s�ll needs to be reviewed by Conserva�on commission. The dog park public forum is next week. The fire department assisted with a birth last week. Town Manager Update He will be star�ng the budget process soon and prepping for town mee�ng in November. He gave the board an update on major construc�on projects. Construc�on Demo Tracker Town Engineer Ryan Percival showed the board the construc�on tracker the town has come up with to help residents understand when and where major construc�on will be impac�ng traffic. They discussed how o�en it would be updated and who keeps track of it. 91 Green Street Driveway Waiver Patrick Sainato is asking for a driveway waiver at his property located at 91 Green Street which is a mul�- family dwelling. Engineering had to deny the waiver because it does not meet the requirements in the towns’ Bylaws, and more specifically the Driveway Regula�ons. The request is for a 33-foot width of the proposed driveway but the regula�ons only allow 24 feet unless a waiver is approved. The request was then sent to PTTTF who reviewed the request and determined there was no concerns with traffic or public safety if this request was approved. The owner noted the request for the wider driveway is to allow for another car to park off street because of the mul�-unit building will have mul�ple cars. Herrick moved to approve the driveway variance request at 91 Green Street as presented. The mo�on was seconded by Dockser and approved with 5-0 vote. Discuss Dog Park Forum The forum will be next week and for residents to come voice their opinions about having a dog park in Reading. Resident Stephen Cool noted there is a founda�on provides grants to towns to build dog parks. He noted their grant process is expiring at the end of the December so there is some urgency if we wanted to take advantage of the grant. The forum next week is to gauge residents’ thoughts/interests and find a loca�on. The grant process requires us to have a loca�on for the park before applying. Memorial Park has restric�ons on it which does not allow a dog park to be possible at that loca�on. Future Agendas The board discussed future agendas. It was noted Meadow Brook withdrew their Altera�on of Premises Applica�on at this �me. They may come back to the board in the future with a new request. The board decided to cancel their August 1st mee�ng and pick back up again at the end of the month. Dockser moved to cancel the boards August 1st mee�ng. The mo�on was seconded by Herrick and approved with a 5-0 vote. Minutes The board edited previous mee�ng minutes. Herrick moved to approved the mee�ng minutes from June 20th, 2023 as amended. The mo�on was seconded by Dockser and approved with a 5-0 vote. McCarthy moved to adjourn the mee�ng at 9:46 PM. The mo�on was seconded by Herrick and approved with a 5-0 vote.