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Carnwath Farms- Status Report 2006c� SEDORE &- COMPANY To: Chris Colsey, Supervisor Members of the Town Board, Town of Wappinger From: Linda M. Hannigan, CPA Date: April 30, 2009 Re: Competitive Bid Finding RECEIVED MAY 052009 TOWN CLERK The following is a summary of the procedures followed and determination made in re- examining the satisfaction of following bid procedures pertaining to capital expenditures at the Carnwath Mansion and Carriage House: Scope: Review documentation related to the decision to authorize re -construction and abatement expenditures as emergency and not subject to competitive bidding: Responsibilities: Management: Management is responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. (Source — 2007 engagement letter); Auditor: To review information provided and compare to Town policy, reporting on any findings noted. During our audit field work our staff requested documents pertaining to the bidding of reconstruction expenditures as authorized by resolution 2007-12720071. Based on the materials provided, we proposed a finding that certain of these expenditures related to activities that did not meet the criteria of an "emergency" and therefore should have competitively bid. Such proposed finding, along with all our other findings, was presented to management for review and response before finalization. As noted above, it is not the auditor's responsibility to "investigate or research" the auditee's records in order to confirm or deny a particular position or transaction. Granted, the current Supervisor and Town Accountant were not.in their positions when this decision was reached, however access to those who were was available. Upon request of the Town Board, Sedore & Co., agreed to re -visit this finding by conducting a review of documents and personnel involved. It should be noted that the members of the current Board are the same Board members who authorized the emergency exemption. While verbal inquiries have provided background into the situation as it existed in January 2007, we are relying on the reports, minutes and resolutions provided to and adopted by the Town Board. As in our first inquiry, documents were provided from several sources, including the current Supervisor, Town Clerk, and Accounting Department. We re -requested information from those individuals and from the former Supervisor and Building Inspector, had discussions with the Town Attorney, Architect, former Town Engineer and in the process we received additional information that was not presented before, including reports, emails and opinions. In our original finding, we described the criteria for determining whether expenditures could be considered "emergency". Such guidance was provided to the Town Board by its Attorney during the 1/27 meeting, followed up by a letter in September 2007. The 9/07 letter specifically notes only "repair work to correct whatever dangerous and hazardous conditions existed and suspended the procurement policy only for the emergency work to be undertaken." It does not state which of the expenditures incurred would or would not qualify. The Town Board was prompted to act by the receipt of a report, provided by a structural engineer, describing structural changes in the mansion, 1St floor, and carriage house- noting unsafe conditions and prompting restricting access to both buildings. From the 1/27/07 minutes and emails we were provided, a perimeter fence was installed to satisfy this. The engineer's report goes further to note that "Correction of these conditions will allow the buildings to be further evaluated and repair work specified that will more fully restore both buildings" and concludes that "both buildings are at a critical point in their existence. Comments noted in the minutes by the architect included the need for 2nd and 3rd floor reconstruction. Comments made by the engineer and noted in the minutes inform the Board that "you cannot make a definitive statement that a collapse of a certain area will precipitate the collapse of the surrounding areas. It's possible..." Additional comments by him noted repairing the 1St floor which would make it safe to examine the 2nd floor, repair it and subsequently examine the 3rd floor. The Town Building Inspector was consulted regarding the possibility of condemnation to which he said, "Based on this letter, yes". The Town Board extensively discussed demolition versus repair/renovation or complete replacement in terms of estimated cost and ultimately passed resolutions to authorize reconstruction of buildings at Camwath and bonding to fund it, allocating the $4,000,000 to a capital account to cure the dangerous and hazardous conditions. No resolution for demolition was approved. Comments. noted in the minutes made by the engineer and architect describe estimated costs of $600,000 for the mansion for reconstruction of the first, second and third floors and a subsequent estimate prepared by the architect amounted to $88,800 for the carriage house stabilization. We viewed periodic reports prepared by the engineer documenting the work being performed consistently with the above. Letters were issued in April and June stating completion in compliance with the above. Based on the above review of the minutes, consultant (engineer, architect and attorney) .. reports, contracts, and vouchers paid, we modify our finding to read: Finding: As part of our audit we reviewed compliance with the competitive bidding process. Documents pertaining to the documentation of the emergency nature of certain Camwath mansion and carriage house expenditures were not centrally filed and extensive inquiries were needed to obtain them. Cause: Accounting department files did not have full descriptions of what was done in order to relate to authorizations and pertinent information had to be obtained from various other departments. Effect: Incorrect conclusions could be drawn if files are incomplete. Recommendation: At the time of these expenditures, the Town had established the office of Comptroller who authorized expenditures, and whose files should include sufficient documentation to demonstrate compliance with the Town's procurement policy. Since the Town has eliminated the office of Comptroller, the Town should authorize the Accounting Department or the Town Clerk's Department as the location of compliance files and those files should include all reports, minutes, correspondence from consultants and vouchers sufficient to document compliance with the policy. Wit; ., RIAU- Ul F'7 Vyvv afT Y,7f, Al CA x, 74 aJ "Ja 69 IR \- Qi-,-, rQ, r4l lk \- Qi-,-, rQ, AI3T Ait°� < kerc' Always There. .��dvanced rechn`gV John C. Anderson ever rls rears Fxpetrerx ADT Security Services, Inc. z; 125 Clearbrook Road Comny Elmsford, NY 10523 i Serurrty r>f rn (914) 475-5916 overSM�f3atri.S Last°mers QUOTE FOR: Town of Wappingers �Pro ";°mrr Y° c/o Joe Ennesser and Town Board 99 Acre Park at Carn path r� upitzo '; Wappinger Falls, NY ­�fon�r Back Servs€e Guarantee To The Town Board of Wappingers: Meft PtptxcFtatl Guarantee ' q Per my conversation with Joe Ennesser, Fere are the surveillance recommendations for -'. the 99 acre park overlooking the Hudson River. °ohtrioxdeMonrr°rrnq Security Proposal 15r� Mtnritnrrraat 'Administration Building: To include the following Two (2) Door Contacts -remt'rgtur�ContYA[f+rrif�ring _ One (1) Keypad Two (2) Motion Detectors Afedreu[ ftrteryenLY Alonbring r Total Installation Cast = $ 384 and $ 407 per year ftoodhl°nrrrtrg Reese Center and Cathedral: to include the following Twenty-three (23) Door Contacts Two (2) Keypads k Seven (7) Motion Detectors ,•5afesvatcli� �lydeoVir� Total Installation Cost = $2730 and $1019 per year :GPS Ar�Go: rrarung Total for completion of both phases: Installation = $3137 CedufarBuckuySystems Annually = $ 1426 to .include all service and trip charges .�trnck'Arress a_- Please feel free to contact me with any questions at either number listed below. Thanks for choosing ADT for all of your security and surveillance needs. Remote Access Sincerely, -Custom roachpads John Anderson UL ADT Sales Associate 914-475-5916 cell ico 1��axor _ 914-345-4816 off l Security'1' �' r�. Always Thea. John C. Anderson ADT Security Services, Inc. 125 Clearbrook Road Elmsford, NY 10523 (914) 475-5916 QUOTE FOR: Town of Wappinger c/o Joe Ennesser and Town Board 99 Acre Park Wappinger Falls, NY To The Town Board of Wappinger: Per my conversation with Joe Ennesser, here are the surveillance recommendations for the 99 acre park overlooking the Hudson River. Video Surveillance Proposal Administration Building: One (1) - Nine (9) Channel Digital Video Recorder (DVR)* with 25OGB system, remote access and CDRW (clip n' copy archiving ability). Cost = $ 1,450 Three (3) — Outdoor/ Color Bullet Cameras* with variable focal lens Cost = $ 545 ea. X 3 = $ 1,635 Two (2) — Indoor Bullet Cameras* with fixed focal lens Cost = $ 305 ea. X 2 = $ 610 One (1) — 15" Professional Color LCD Monitor* Cost = $ 760 500 Feet of Extra Cable Wire Cost = $ 445 Total Cost = $ 8,100 Note: In order to complete the outdoor camera for the Carriage House, we will need a underground conduit to run a wine from the Administration Building to the Carriage House. Reese Center and Mansion One (1) — Sixteen (16) Channel Digital Video Recorder* (DVR) with 320GB, remote access and CDRW (clip n' copy archiving ability). Cost = $5,450 Four (4) — Outdoor/ Color Bullet Cameras* with variable focal lens Cost = $ 545 ea. X 4 = $ 2,180 Two (3) — Indoor Bullet Cameras* with fixed focal lens Cost= $305ea.X3 = $915 One (1) — 15" Professional Color LCD Monitor* Cost = $ 760 800 Feet of Extra Cable Wire cost =$710 Total Cost = $10,015 Total cost for the completion of (both phases = $ 18,115 Please feel free to contact me with any questions or comments at either number listed below. Thanks for choosing ADT for all of your security and surveillance needs. Sincerely, John Anderson ADT Sales Associate 914-475-5916 cell 914-345-4816 off Jahn C. Anderson ADT Security Services, Inc. 125 Clearbrook Road Elmsford, NY 10523 (914) 475-5916 QUOTE FOR: Town of Wappingers c/o Joe Ennesser and Town Board_ 99 Acre Park Wappinger Falls, NY To The Town Board of Wappingers: Per my conversation with Graham Foster, here are the surveillance recommendations for the Highway Department Gas Pump. Video Surveillance Proposal Gas Pump: One (1) - Four(4) Channel Digital Video Recorder (DVR)* with 250GB system, remote access and CDRW (clip n' copy archiving ability). Cost = $ 1,150 one(1) - Outdoor/ Color Bullet Cameras with dome protection Cost = $ 650 One(1) - 15" Professional Color LCD Monitor* Cost = $ 760 * we may be able to hook directly to either computer in office as long as the computer has the capability. Please feel free to contact me with any questions or comments at either number listed below. Thanks for choosing ADT for all of your security and surveillance needs. Sincerely, John Anderson ADT Sales Associate 914-475-5316 cell or 914-345-481.6 office CONTRACT DATA Contract Form P ESTIMATING 1 CUSTOMER ORDER WORKSHEET Rev.050508 A , New Customer 1 OO Yes O No Town No. Customer No: Job No: Date Prepared D&B Confirmation No. CONSOLIDATED BILLING NO: 5/10/2006 SERVICE LOCATION BILLING ADDRESS (Never Use an ADT Office Address) Last 1 Company Name Town Of Wappinger First Name Last 1 Company Name First Name Address Line 1 (Must be a valid street address - no PO Box) Carn Path Farms Way Address Line 1 (Must be a mailing address -not attention to) Address Line 2 (May be a PO Box for mailing purpose) Address Line 2 (May be an attention to/department line) Address Line 3 90 Address Line 3 City Wappinger Falls State NY Zip Code 12590 City State Zip Code TELEPHONE -Service location email: TELEPHONE Voice: I Fax Voice: Fax: Attn of: Joe Ruggiero Store No: TAX EXEMPTION NUMBER EX ir. Date: Check One: O Residential O Commercial O Government NATIONAL ACCOUNT NUMBER: John Anderson SIC Code: Lead source: ❑ Hazardous Checklist Required INVOICE OPTIONS SEND INVOICE TO SERVICE LOCATION BILLING LOCATION ADT OFFICE CONSOLIDATED BILLING Recurring Servioe Charge Bills O O O O Time and Material Bills 0 0 O O DeposittProgressfinsti Bills O O O O TRANSACTION CODE 1PLEASECHECK ONE PROFILE CODES imease, enter descrl tion and appropriate code New Contract *01 Ownership 10 - ADT Owned 10 Conversion 0132 system Type Focus Cadet - 50 50 Resale -Prior Customer No: 003 services BA -10 10 PARIS 004 Connection 15 - Central Station 15 Renewal O11 Transmission Rider -Existing Contract 012 Acd.Mgt.Services Rider with Renewal 012 Maintenanwrisp 90 - Full Maintenance -No Inspections 90 Rider to Open Job 014 jGUardResFVTra1r11ng Outright Sale of Existing ADT System 002 Market Group CONTRACT DATA Contract Form P CIT I Application No: ESCALATION DATA Date Contract Signed Estimated Start Date Estimated Close Date Contract Term in months Year 2 Rate CLOSE-OUT 60 Year 3 (tate Contract Termination Chg % Mntnc Effective-# of Mo's Warranty Period -In Days Burglar Alarm Certificate Year 4Rate 90 90 Year 5 Rate Installation P_O. Number ANSC P_O. Number P.O. Expiration Date Fire Alarm Approval Authority Rate for all Yrs FILENAME & PATH: C:1Documents and SettingsljdeflMy DOW ents12275 Estimates12275_0505061.xls SALES REP DATA ASSOCIATES NAME Phone Fax CODE Install Prod. ANSC Prod% Primary Sales Associate John Anderson 100% 100% Addl. Sales Associate Local Office National Acct Manager National Acct Office APPROVALS SIGNATURES DATE DATA ENTRY DATE Sales Representative NAME ADDRESS Installation Department ORDER ENTRY Contract Approver I CLOSE-OUT STOCK Town OfWappinger Rev. 050506 -1 PER UNIT EXTENDED TQ; CODE DESCRIPTION MATL HOURS MATL HOURS a 1 11472511 PKG - Focus Cadet(P1) w/Focus interactive Keypad 229.40 3.00 229 3.00 b—F I Order items in lines c -h (incl in above pkg price) 18 System Price (ADSC Book Price=Line 13) OIS Production=15/17) 3,270 c 1477967 Battery 12V 7AH 19 ADSC Secured (ADSC Sales Production) O 100% Recov. © Other --> 2,730 2,730 d 304662 Ground Clamp 20 ADSC Recovery Ratio (Line 19 / Line 18) 83% e -reserved DO NOT USE THIS LINE - RESERVED 640 f - reserved DO NOT USE THIS LINE - RESERVED g -reserved DO NOT USE THIS LINE - RESERVED h -reserved DO NOT USE THIS LINE - RESERVED i i 1 471210 Focus 200 Interactive Keypad 103.37 1.00 103 1.00 k 7 450SIM-ADT SIM PIR Up To 50'X50' Broad 37.37 1.00 262 7.00 1 23 472367 SIM Surface Mount Door Contact (white) 6-871 0.50 158 11.50 m n 0 p 4 r s :: ::? No. of Supplemental Lists of Devices Attached: >:::.Qil@_::::: Totals t SUBTOTAL - NonExem t Material ❑ Click Here for Material Only Sale 752 22.50 u Exempt Material 3%fl of NonExem t Material ......................... 1 WIRE SECTION TOTAL MATL & HOURS - DEVICES ONLY CostlFt Ft/Hr 775 22.50 21 200 494465 Trunk, 2#16+2#19 4 C Sol Whit Non -PI. CMRIFPLR 50ORL 0.1244 50 25 4.00 31 300 494465 Trunk, 2#16+2#19 4 C Sol Whit Non -PI CMR/FPLR 50ORL 0.1244 37 41 500 493494 18 AWG 2 C Sol Wht Non-Pl CMRIFPLR 500BX 0.0631 50 32 10.00 51 1 50 s TOTAL COST OF MATERIALS (Line 1+2+3+4+5) 1,740 :-< A0.MIN::::: 870 36.50 7 Specialty Subcontractors (at cost);IIxM1N::-.. 81 Miscellaneous: Equip.Rentals, Municipal Fees, etc. 9 Ia. Additional Hours for Travel Time Hrs/Day ::::IUlati:f'> iCk::r i i=M[/ Ft:=:> 1,740 b. Abnormal Conditions: 2.00 Hours Rounding: 1.5 :::.:.:.:::.:::::::.:.:.'.:::::::::::::::':: 4 10 Total Installation Hours (Line 1+2+3+4+5+9a+9b) ::::Alii,+ilii::::::::-_EtEiuiaa:::::::::'::::=::: 40.00 111 Loaded Labor Rate 160 $/Hr 12 Total Labor Cost (Line 10 x 11) 4,800 4,800 :::::::::::::::_`_ 2,400 13 Total Estirailed: job Cost (Line 6+7+6+12+ Applicable Loading) 3,270 14 Warranty -Use DropDown--> Standard 90 Day ('[°:-X-L-7'1-inij.} 15 Total Estimated Job cost - O/S with Warranty 3,270 4DSC I OIS PRICING OIs CIT SELECT ADJUSTING METHOD 16 O FINAL PRICE ___�_> GrossMargin :•:::::::::: :::::::::-::::-:-:-::- 35% 50% • ___ ° 50.0% Job Cost 17 O GROSS MARGIN ---> 35.0 /o ::::::.:: .: :.:.:.:.: 65% 50% 18 System Price (ADSC Book Price=Line 13) OIS Production=15/17) 3,270 5,031 6,540 19 ADSC Secured (ADSC Sales Production) O 100% Recov. © Other --> 2,730 2,730 ::::_`.:::::..:::.:... ::. .:: ..: 20 ADSC Recovery Ratio (Line 19 / Line 18) 83% 21 ADSC Amount to be Amortized on Line 36 (Line 18 -19) 640 2-21 Non -Production Items olumn A=ADT Owned (Line 19 + 22) TOTAL CONTRACT' Column B&C=0/S (Line 18 + 22) Advance Deposit: Goal=50% 1 O Collected O Billed t COMPETITVE INFORMATION Enter Compeflfors Names imp etitor Install Price ANSC MARKS: Info: Rev. 050506 CZocuments and SettingsljrieWy Documents=75 Estimates12275_0505061-As 2,7301 5,031 No: No: ANSC PRICING own of Wappinger Rev. o5owe ANSC 25 MONITORING SERVICES Define Primary on Line 2, Addl Groups/Signals on Line 3 Line 23 O None 0 BA O FA O HUAIDuress O CCM ❑ Eley Phone 420 B Total Monthly Payments to ADT and CIT. Line 39112 + 40b 85 59 $211 OTHER BURGLAR ALARM SERVICES: Lmyioe iv ® X20 Sensors 0.>20 Sensors O >40 Sensors O >60 Sensors Contract Tenn in Months Financed Term in Months ❑ This is a Rider for an addl Signal 60 7,625 5,594 60 $12,639 ❑ 24 Hr Test ❑ Line Supv ❑ Monthly Dialer Test -Non FA INTERACTIVE VIDEO MONITORING ❑ Video Alarm Verification (Customer must have RA Service) I.] Video Asst. ❑ Video Escort Other: (please specify) SELECT VISION Not Sold SELECT ENTRY Wireless Type Single Reader 2 Reader 3 Reader 4 Reader Not Sold Indicate Qty of Panel T e Ethernet Type Please enter number of readers here —> SUBTOTAL .25 420 ACCOUNT MANAGEMENT SERVICES CUSTOMER 26 ❑ No Close ❑ Irreg Open ❑ No Open Who Maintains BA Schedules7 ❑ Logging ❑ Logging w/Sched. ❑ Logging & Reports f ADT � 60 SUBTOTAL za 60 27 QSP I MAINTENANCE 30% of Line1 Matl + Addl 30% of outdoor devices + Abnormal Ts 233 SUBTOTAL 27 233 28 TRAINING & OTHER SERVICES Signal Backup Encryption Access Link Cel€u€ar/Radio Baekap framing No Training per profile code ® None No. of Readers: ❑ 1 -11 -Certification None Encryption and/or AccessLink SUBTOTAL O DES/DOD]28 29 GUARD RESPONSE (Not available in all areas, T&M only in others) ❑ Click here if this Is a Rider for Guard Response Indicate Additional Charges SUBTOTAL 29 30 PREVENTATIVE MAINTENANCE Diff. Factor Device Ct. Freq. LaborRate Basic Fee 1 70 Smokes, Heats, Pulls (Normally 1 Testfyr) 1 70 Other: 1 70 Allowance for abnormal conditions I remote locations / horns&strobes SUBTOTAL ❑ Check if this is a Rider for Inspections 30 ADT Owned OIs CIT 31 ADSC Recovery. Line 13 x 12% 392 32 PRICE ADJUST ADT Owned O1S CIT Total ANSC 1,105 713 713 33 ® % DISCOUNT -20.0% Percentage -20% 34 O PRICE Dollars 221 35 Net ANSC for Services (Line 32+34) 684 713 713 36 ADSC Amortization (une 21 x 0.26)i, 135 37 Net ANSC Secured -Sales Prod (Line 35 + 36) 1,019 713 713 38 Non -Production Wire lConnection 10ther Recurring Chg's Permitsi 39 Total Contract ANSC-ADT (Line 37 + 38) $1,019 $713 $713 Monthly Payments*' Monthly Factor 40a ��� � �� r � 0.02313 r1 lCI Mo. Payment Line 23 x 40a 40b 3 ' $151 z7 CUSTOMER PRICING SUMMARY ADT Owned O1S CIT A ADSC or Outri ht $ Payments to ADT Line 23 2,730 5,031 B Total Monthly Payments to ADT and CIT. Line 39112 + 40b 85 59 $211 C Total Contract Payments Contract Tenn in Months Financed Term in Months 1 60 7,625 5,594 60 $12,639 CONVERTED SYSTEMS Secured ANSC Line 39 Old Billing Segments (Use as many profile codes as necessary) Production Non -Prod TOTAL AA BS CC NETANSC INCREASE (DECREASE) - SECURED ANSC =SUM OF AA, BB, CC ANSC Billing Frequency O Annual O Semi -Annual O Quarterly O Monthly Billing Cyde: ANSC Collected In Advance: Months x Dollars x =Total PROPOSAL. 5/18/2006 Rev. 050506 From: To: ADT Security Services, Inc. Town OfWappinger Cam Path Farms Way Wappinger Falls, NY 12590 Phone: Sales Rep: John Anderson Attn: Joe Ruggiero Fax' Type of Transaction QTY DESCRIPTION LOCATION O Direct Sale 1 PKG - Focus Cadet(P1) w/Focus Interactive Keypad O System to remain prop. of ADT Order items in lines c -h (incl in above pkg price) Battery 12V 7AH Services To Be Provided: Ground Clamp Central Station Signal DO NOT USE THIS LINE - RESERVED Type of Service(s) 10 DO NOT USE THIS LINE - RESERVED i] Phone Charges Not in ADT Bill DO NOT USE THIS LINE - RESERVED Direct Connection To: Using DO NOT USE THIS LINE - RESERVED OO Digital Communicator O Leased Line 1 Focus 200 Interactive Keypad O Derived Local Channel 7 SIM PIR Up To 50'X50' Broad 23 SIM Surface Mount Door Contact (white) D QSP (Maintenance) Annual Training 21Pref. rechSuppor ❑ Test 8& Inspect ❑ Sens. Testing ❑ preventiveMtnc Investigator Response: Open/Close Service(s): Other Initial for familiarization period Initial to decline Maintenance FINANCIAL ALTERIIIATIYES ,z Installation Annual Cost Outright Sale $5,031 $713 ADT Owned $2,730 $1,019 Program Type Term: Additional $'s Down Advance Payments: Money Down - 2 Payments 60 Months None $302.54 $2,730 ADT Owned $1,019 Annual Service Gharge CIT Monthly Payment: $151.27 (Equipmentlinstall) Monthly ADT Services: $59.38 Total Monthly Payment $210.65 ALL RGURES ABOVE EXCLUDE TAX 05/15/2006 MON 13:45 FAX 845 473 0284. SWARTZ ARCHITECTURE Town of Wappingers 10001/008 THE ENE SWARTZ OEM ARCHITECTURAL GROUP, Pc 2006 TOWN CLERK May 16, 2006 Town of Wappinger 20 Middlebush Road Wappingers Falls, N.Y., 12590 ATTN: HON. JOSEPH RUGGIERO SUPERVISOR RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS FOR THE MANSION ROOF & FASCIA REPLACEMENT MANSION FIRST FLOOR STABILIZATION MANSION PORCH DEMOLITION CHAPEL WATER INTRUSION CARRIAGE HOUSE STABILIZATION MANSION INDOOR AIR QUALITY Dear Joe; We would like to take this opportunity to present you with a status report, more appropriately a summary of the testing, existing condition surveys, design and construction activities that have occurred at Carnwath Farms during the past months, especially at the Mansion and the Chapel. At the same time we offer a list of options and recommendations for these buildings, many of which have been presented to the Town of Wappinger in the past as we have progressed through the stabilization of the referenced structures, but are now compiled in one place. ... fl -ds report. Through the issuance of this report, our intent is to provide the Town of Wappinger with an accounting of recent rehabilitation activities at the Mansion, Chapel and Carriage House, and more importantly, to provide the Town of Wappinger with a sound basis for decision making for the rehabilitation work required in the near future, a platform based on the testing and design evaluation which has just been completed. Attached to this report you will find a comprehensive compilation of past correspondence and pertinent documents, testing reports, photographs and other relevant data issued to date, for the Mansion, the Chapel and the Carriage House. We hope this helps clarify any questions you and the public may have with respect to Carnwath Farms, and assists all of the project team with establishilag a strategy with which to successfully move forward and fully realize the vision you have for Carnwath Farms and the Town of Wappinger. 134 ACADEMY STREET POUGHKEEPSIE NEW YORK 12601-4312 Tel:(845) 473-0205 • Fax: (845) 473-0284 • swartzarchitecture. coin 05/15/2006 MON 13:45 FAX 845 473 0284 SWARTZ ARCHITECTURE --- Town of Wappingers 2002/008 May 9, 2006 Town of Wippinget RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS Page 2 MANSION ROOF AND FASCIA REPLACEMENT; With respect to the grant which is to be provided by the New York State Office of Parks, Recreation and Historic Preservation (NYSOPRHP), on June '20, 2005 we reviewed the sample "Preservation Covenant" -(sec attachment, exhibit `A') as it relates to the roof on the Carnwath Mansion. We deten-nined that acceptance of monies from NYSOPRHP will impart restrictions which have legal, financial and architectural consequences which go beyond the scope of the rciof work (see attached correspondence, exhibit `l3'). Attorney Roberts is currently reviewing the legal restrictions associated with the grant. We again note that any violation of these restrictions will carry a ffnandA1 penal- up to an apparent maximut-l2 of 1.5 times the brant amonnt plus the potential Of legal action by NYSOPRHP. There will also be regulation inherent to the "subject property" regarding future access, maintenance, and further developrnent for a period of not less than 23 years following the final disbursement by NYSOPRHP (or for the terms of the useful life of the . improvement) whichever is longer. It is imperative that Attorney Roberts clarify the scope of the covenant (Paragraph 1) to deternnne if the entire building is to be impacted by these restrictions, or just those components (the roof, fascias and soffits) to which the monies were applied. Should -it be found that the entire building, or even the site and all of its buildings are impacted, we urge careful consideration be given to acceptance of these funds in light of the magnitude of work and the myriad of issues yet to be addressed. Recommendation: Obtain analysis by Attorney Roberts and schedule meeting with project team to discuss and decide if a grant from NYSOPRHP unduly restricts the Town of Wappinger in the future with respect to Carnwath Farms. On October 13, 2004 QUEST issued a report (see attached photos and testing report, exhibit `C') addressing lead based paint materials on the fascias and soffits of the Mansion. It was determined that fascias and soffits tested positive for lead based paint. It also indicated lead paint on the interior painted walls throughout the foyer, and on the painted walls, ceiling, fireplace mantle, windows and doors of the northwest front room and on the painted window interiors throughout the northeast room. These were the only rooms tested for lead paint as directed by the Town of Wappinger. Recommendation: No further action is required with respect to the lead painted fascias and soffits. The abatement/ demolition work is included as part of the roof replacement prGject. As for the interior lead painted surfaces, they will need to be abated prior to re -occupancy. On November 3, 2004 QUEST issued a report (see attached photo and testing report, exhibit `D') addressing asbestos containing materials In the roof of the Mansion. It was determined that several roofing components tested positive for asbestos. Recommendation: No further action is required with respect to this item. The abatement/demolition work is included as part of the roof replacement project. On September 9, 2005 the Swartz Architectural Group forwarded to your office a roof type selection report (see attached correspondence, exhibit `E�, detailing various roof systems and their associated costs and life spans, so as to determine the most cost effective remedy to the extremely 05/15/2006 MON 13:45 FAX 845 473 0284 SWARTZ ARCHITECTURE -a- Town o£ Wappingers 003/008 May 9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS_ REPORT WITH OPTIONS AND RECOMMENDATIONS Page 3 deteriorated condition of the roof and fascia, .At a subsequent meeting at your office, it was decided to select a 75 mil thickness rubber roof for the upper roofs, for its modest cost, good life expectancy _and excellent tivarranty. Metal roofing was selected for the lower most roofs where the historic .qualities of the roof would be most visible. NYSOPRHP has agreed to this approach. Recommendation: No further action is required with respect to this item. On September 10, 2005 the Swartz Architectural Group requested and received the most current wage rates for the project. These rates have been incorporated into the project Specification. Recommendation.- Obtain mote current wage s�hedttIe.s which a.re in effect far the anticipated construction time frame. On November 1, 2005, the Swartz.`Atchitectural Group requested and received the Insurance requirements for the roof project from Jack Peluso of Mafshall & Sterling -(see attached correspondence, exhibit `F�. These requirements have been integrated into the project Specification. Recommendation: Obtain more current insurance requiiements which are in effect'for the anticipated construction time frame. On November 1, 2005 the Swartz Architectural Group prepared and forwarded to you the `Statement of Probable Construction Cost" (see attached estimate, exhibit `G'). Recommendation: Update the `Statement of Probable Construction Cost' for the anticipated construction timeframe. On January 20, 2006 the Swartz Architectural Group received approval from NYSOPRHP with respect to the General Conditions of the project.Specification (see attached correspondence, exhibit H ). Recommendation: No further action is required with respect to this item, the Specification is ready to go to bid. On March 9, 2006 the Swartz Atcl-dtectural Group received approval from NYSOPRHP with respect to the Technical portion of the project Specification and the entire drawing set (see attached correspondence, exhibit `P). NYSOPRHP will require that 60% of the brackets on the fascia be retained, however all other standing and running trim can be discarded due to the very poor condition of the trim. Recommendation: No further action is required with respect to this item, the drawings are ready to go to bid. The temporary roof now installed on the Mansion is exhibiting deficiencies (i.e. nails are popping through the seam sealant, seams are delaminating, etc.). Recommendation: Repair defects promptly, while the planning and preparation of the roof replacement continue. MANSION FIRST FLOOR STABILIZATION: On February 27, 2006, the office of Paggi, Martin & Del Bene, along with the Swartz Architectural Group and our structural engineer from the DiSalvo Ericson Group, and William Manfredi Construction conducted an inspection in the basement of the Mansion to review the condition of 05/15/2006 HON 13.46 FAX 845 473 0284 SWARTZ ARCHITECTURE --- Town of Wappingers WJQ04/00U May 9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS REPORT -WITH OPTIONS AND RECOMMENDATIONS Page 4 the first floor framing. This action was taken due to observations. of floor deflection and leaning heating elements in several of -the rooms on the fust floor. Paggi; Martin & Bel Bene issued a field report (see attached field report, exhibit J') with respect to the;conditions encountered in the suspect areas, and among other things determined that the first floor framing showed numerous failures including cracked 'joists and deflected beams, especially near bearing points/pockets. Also discovered was that as a result of this floor deflection, heating pipes and electrical distribution systems were being stretched creating a dangerous condition. It was recommended that electrical powers should be cut off to the Mansion and a new service/panel be provided and new distribution circuits be provided to run the boiler, temporary lighting and cozistruction power only. Complicating matters was the suspected presence of asbestos, lead based paint, mold and the fallout -shelter provisions. Foliowing a telephone conversation with you on February 28, 2006, at your direction the Swartz Architectural Group was instructed to proceed to coordinate Testing and .possible abatement of these materials as necessary. The Contractor -would then conduct standard 'removals and clean up, and execute the electrical modifications outlined above. Once the ceiling removals are completed, the structural engineer will be able to review the floor framing so as to provide a proposal for services required to document the framing deficiencies and possible corrections to same. On March 8, 2006 the testing company `Quality Environmental Solutions &Technologies, Inc. (QUEST) issued a report (see attached report, exhibit `K') addressing suspected lead based paint in the basement. Lead based paint was found on wood and inetaI columns, doors and door trim, and windows and window trine within rhe space, however these items are not involved in the emergency stabilization of the floor frau ing. The ceilings tested for lead based paint were found to be below the EPA threshold. Recommendation: No further action is required with respect to this item. The ceiling has been since removed by the Contractor, allowing for analysis of the floor framing by the structural engineer. It may be prudent in the future to abate the other lead based paint materials, should the basement be utilized for storage or other concerns. On March 9, 2006 QUEST issued a report (see attached report, exhibit `L') addressing mold and the fallout shelter provisions in the basement. It was determined that mold was visually identified in many areas of the .basement. The civil defense bits do not appear to contain hazardous waste. Recommendation: No further action is required with respect to this item. The fallout shelter provisions have been since removed by the Contractor, allowing for analysis of the floor faming by the structural engineer. A further study for microbiological contaminants should be conducted prior to re -occupancy of the building. On March 23, 2006 QUEST issued a report (see attached report, exhibit `M') addressing asbestos containing materials in the basement. The ceiling plaster does not contain asbestos, however asbestos was discovered on an abandoned (white) tank and in pipe insulation wrap discovered in a crawl space where floor framing is in an extremely deteriorated condition. The black tanks and the black mastic discovered on some of the piping tested negative for asbestos. U7 I�IZVUG MVPs 1}:40 VAX 04.7 413 VZ04 ZwWpmawL iUwu Ux &arpiuynca LfiWvVJ1 vvu May 9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS Page 5 Recommendation: The asbestos pipe wrap in the crawl space should be abated so that the structural engineer can obtain access to the crawl space to analyze the deteriorated floor framing in this area. Since access to the crawl space from the basement level is quite limited, it is likely that access will have to be obtained from the first floor by removing the flooring in that room. The floor tile in this area does contain asbestos so it will have to be abated prior to removing the floor. The ceiling in the basement has been since removed by the Contractor, allowing analysis of the floor framing by the structural engineer in theses areas. It may be prudent in the future to abate the other asbestos containing materials, should the basement be utilized for storage or other concerns. Following the clean-up of the basement it was discovered that during and after periods of rain, water is entering the basement in several areas, possibly contributing to the mold found not only in the basement but also on the upper floors. On Match 16, 2006, the Swartz Architectural Group issued a list of recommendations (see attached correspondence, exhibit `N') to address the water entering the basement. Recommendation: All of the roof drain inlets which proeeed underground and the drainage path beyond to the point of discharge should be snaked out and cleaned of any obstructions. Missing downspouts should be re -installed and re -connected to the roof drains above and the inlets below. Window well areas should be cleaned out and any drains in these locations should be cleaned out and tested for positive drainage. This additional work will be included in the Roof Replacement project as you requested.' On March 24, 2006, the Swartz Architectural Group forwarded to your office the proposal from our structural engineer, the DiSalvo Ericson Group (see attached proposal, exhibit `O') for the design of pernnanent repairs to the first floor £tanning. We are waiting for your response to that proposal. Recommendation: The floor framing should be analyzed for deficiencies by the structural engineer and designs should be drawn up for subsequent corrective work by the Contractor. QUEST has issued a summary of the testing work with respect to the basement and the first floor stabilization (see attached summary from QUEST, exhibit `I''). The Swartz Architectural Group has compiled before photos and after photos (see attachment, exhibit `Q') for the work in the Basement. MANSION PORCH DEMOLITION: On March 9, 2006, the Building Department of the Town of Wappinger condemned the Porches at the Mansion (see attached photos and directive, exhibit `R') due to the immediate concern for the safety of any persons using or walking to the Mansion and the Chapel. The Town of Wappinger was given 60 days to demolish the Porches_ Since lead based paint materials and asbestos containing materials were suspected, the Porches were tested by QUEST for same. On March 8, 2006 QUEST issued a report (see attached report, exhibit `S') which addresses lead based paint, which turned up positive. On April 7, 2006 QUEST issued a report (see attached report, exhibit `T� which addresses asbestos containing materials, which also turned up positive. On April 18, 2006 William Manfredi Construction forwarded to the Town of 05/15/2006 HON 13:46 FAX 845 473 0284 SWARTZ ARCHITECTURE --- Town of Wappingers 2006/008 May 9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS Page 6 Wappinger a price quote (see attached correspondence, exhibit `U') to remove the Porches for $17, 900., however on April 26, 2006, when the Swartz Architectural Group requested that QUEST forward to William Manfredi Construction the requii:ements for working with lead based paint materials (see attached correspondence, exhibit `V'), the contractor rescinded his initial price quote and indicated to us that his original price should be increased fourfold. It is safe to assume that William Manfredi does not employ qualified personnel for this activity. At that point we requested that QUEST provide three quotes froze contractors qualified to perform lead based paint abatement and demolition work (see attached price quotes, exhibit `W')_ It should be noted that the Porches as they now stand may provide obstacles for the roof replacement project, since they restrict access to the upper roofs and may be unsafe to stage on top of. Also, the grant provided by NYSOPRHP for the roof replacement project may be impacted, since NYSOPRHP has previously stated that the Porches shall remain. Recommendation: Obtain analysis of the covenant to the grant from Attorney Roberts and schedule meeting with project team to discuss and decide how the removal of the Porches irripacts the grant from NYSOPRHP. Should it be decided to remove the Porches, the low bid of $46,100. forwarded by ACA should be accepted as per the recommendation by QUEST and the demolition work should occur as soon as possible. Some work will be required to patch or infill a section of the link which presently exists under a section of the porch. That scope of work is not able to be identified at this point and costs for same are not included in the abatement/demolition price indicated above. CHAPEL WATER INTRUSION: On November 3, 2004 QUEST issued a report (see attached testing report, exhibit `D� addressing asbestos suspected in the plaster material spalling from the walls at the interior of the Chapel, especially around the windows. The plaster surrounds directly adjacent to the windows tested negative for asbestos, however the field of the walls tested positive. The initial abatement and reconstructive work was completed during 2005. At that time the gutters were patched and broken and missing slate shingles were repaired. However water continues to enter the structure as the building ages. Following the discovery that water is still entering the Chapel near the roof level, on February 21, 2006 the Swartz Architectural Group forwarded to your office a letter (see attached photos and correspondence, exhibit `Y') outlining short term and long term solutions to the leaks, which are causing the visible, further deterioration of asbestos containing materials on the mi tezior walls of the Chapel, mainly around the windows. Short term solutions entail maintaining the gutters and downspouts bi-annually to remove leaves and other debris, removing and replacing all loose mortar and caulk at the exterior masonry wall and around the windows with caulk only, and snaking out the drainage system to remove leaves and other debris which may be blocking the water from exiting the drainage system_ Short term solutions have now been expanded to include providing a temporary cover over the gutter so as to divert the water away from the deteriorated gutters and directly onto grade below. Long term solutions include replacing the gutters and downspouts properly and flashing and repointing the precast cornice the gutter rests on and repointing and 05/15/2006 NON 13:46 FAX 845 473 0284 SWARTZ ARCHIT2=U?E --- Town of Wappingers 19007/006 May 9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS Page 7 recaulking other building elements with materials required for their intended purpose. At your direction the Swartz Architectural Group requested from William Manfredi Construction a price quote for both short and long term solutions to the Chapel's water intrusion problems. On May 11, 2006, William Manfredi Construction forwarded to us the price quotes for both the short and.long terra solutions (see attached price quotes, exhibit `7'). A price of $9,984. was obtained to provide a for the short term solution, a temporary gutter. cover and a price of $49, 610, was obtained for the long term solution, to completely, replace rhe deteriorated gutter and downspout roof drainage system in kind. Repointing of the precast inasonry and re -caulking of the windows will be executed Oil a time and material basis, since it is difficult if not. impossible to document the total linear feet of deteriorated jointing. Recommendation: The short term solution is selected based on the criteria you presented to us prior. The Contractor assures us that they can make a. temporary solution watertight. We emphasize that this would be a temporary solution which will probably stay watertight for only a few years. It should be noted that there is a great deal of roof area, thus during heavy rains a great deal of water is present, continuing to erode the intersection of the roof and the walls. Note That water will now wash over the gutters and possibly into areas where people walk and/or drive. This should be considered especially during the winter. Continued monitoring of the interior of the Chapel should be maintained so as to ascertain that water is no longer entering the structure and to determine if any asbestos containing plaster in the field of the wall is spalling off the walls. If the wall plaster is deteriorating and falling to the floor, further abatement work should be undertaken. It is critical that the building be made watertight prior to such abatement work so that redundant work can be precluded. CARRIAGE HOUSE STABILIZATION: On October 13, 2004 QUEST issued a report (see attached testing report, exhibit `C') addressing lead based paint materials on the painted exterior metal trim on top of the fascia at the gutter. It was deter,n-daed that the metal trim tested positive for lead based paiint. Recommendation: No further action is required with respect to this item. The abatement/demolition work was completed during early 2045. On November 3, 2004 QUEST issued a report (see attached testing report, exhibit `D') addressing asbestos containing materials in the roofing components where emergency repair work is to take place. It was determined that several roofing components tested positive for asbestos. Recommendation: No further action is required with respect to this item. The abatement/ demolition work was completed during early 2005. Stabilization work at the Carriage House has recently been completed. In addition to the roofing repair work indicated above, it included temporary shoring of several framing components, both interior and exterior. Recommendation: Water is still entering the structure at other locations (especially around the tower) as the building continues to age. These areas should be identified and made watertight. Continued monitoring of the structure should be maintained to ascertain conditions which may affect the integrity of the structure. 05/15/2005 MON 13:47 FAX 845 473 0284 SWARTZ ARCHITECTURE — Town of Wappingers 200.8/008 May -9, 2006 Town of Wappinger RE: CARNWATH FARMS STATUS REPORT WITH OPTIONS AND RECOMMENDATIONS Page 8 MANSION INDOOR AIR QUALITY: On October 13, 2004 QUEST issued a report addressing the indoor ait quality of the Mansion with respect to elevated humidity levels. A follow up report was issued by QUEST on October 27, 2004 (see attached testing reports, exhibit `AA') which addresses mold which is visible on many interior surfaces. The testing confirmed elevated humidity levels (above 60%) and the presence of some toxic mold (aspergll,_�s-penicL3a**z). Recommendation., QUEST has made recommendations in the referenced report which limit or restrict occupancy in all impacted areas. They have also indicated that remediation will be required prior to re -occupancy. We recommend that you continue to provide heating to the structure to help dry out the building, and that the water intrusion in the basement be eliminated. Some of the water intrusion should be corrected through aspects of the roof replacement project. Following that work, a survey of the basement during rain events should be taken to identify any remaining locations of water intrusion. Should water that is not related to the roof be entering through the foundations, it is possible that a perimeter foundation drainage system be provided. This could be undertaken after the Porches are removed and before they are re -built. We hope this report helps to establish a working strategy with which to establish safe, occupied woiking environments for the employees of the Town of Wappinger and sound, comfortable spaces for the public. If we can be of further assistance or if any questions arise as a result of the interpretation of various aspects of this report, feel free to contact us At our office. Sincerely, THE SWARTZ ARCHITECTURAL GROUP, P.C. ho Donald L. Swartz R,A. Principal cc: Albertltobcrtc I'-Fq -A ttorncy to the To n Jay 1'a 0 - h,nSrinecr to the l'own File: letter\ProjcctStatuxAeport.�vpd