HomeMy WebLinkAboutMBC Minutes 5/3/2005Town of Mansfield
Municipal Building Committee
''Workshop Meeting Minutes of May 3, 2005
Members Z'resent: jatges Liddick, Chairman, Richard Feeley, Clerk, Kenneth Gay, William
Moore, and Eleanor McCarter, Secretary
Attendees: Kurt Gaffney, Associate MBC Member /Water Operations Manager
Bob Chapell, Woodard & Curran
Meeting commenced at 8:50 PM.
WATER TREATMENT FACILITY PROJECT
Woodard & Curran — Construction Services
Project Start-up —Bob Chapell provided copies of Woodard & Curran's initial project start-up
schedule and reviewed various tasks to be handled by Woodard & Curran staff. Resident
Engineer Ralph Cunningham is not currently working on site and is not scheduled to be involved
with the project start-up process. W &C plans to assign a Process Engineer (or an appropriate
staff member) from their office to supervise the start-up procedures for the new facility.
Resident Engineer Services — The time sheets currently on file for resident engineer services
show that the total number of man -hours allotted to this project (1040 hours) has not been
reached. The number of job hours provided by Ralph Cunningham as of this date equals 1016.5
hours ($85,600.25). Ralph Cunningham is employed by Vaidya Consultants, Inc. (sub- consultant
of W &C), and represents the Minority Business Enterprise (MBE) component of the project.
Rich Feeley asked Bob Chapell to ensure that Resident Engineer Ralph Cunningham is on site to
supervise the installation of the final pavement as previously requested by the MBC. As of this
meeting, the Contractor had not yet scheduled a date to install final pavement.
• Time Sheets (March & April 2005) — W &C provided copies of time sheets to the MBC.
• Daily Field Reports —Ralph Cunningham is no longer working on site, but needs to
provide the MBC with outstanding field reports for March and April 2005.
Start-up Testing - Ongoing
• Leak test of the filter backwash recycle tank is to begin on May 2, 2005. Timeframe to
complete the test process is 2 -3 days. Kurt Gaffney indicated the Mansfield Water Dept.
plans to do independent testing of the system as well.
• The Mansfield Water Dept. needs to schedule a chemical supply order to be delivered on
May 16, 2005. Kevin O'Donnell of the Mansfield Water Dept. is scheduled to meet with
Hart Engineering on May 4, 2004 to coordinate this effort.
• The date scheduled for testing submersible pumps (3) is May 10, 2005. Hart Engineering
needs to provide certification that the installation of each pump was installed properly at
the same time the pump testing process is done in order for W &C to accept the pumps as
complete.
• As a result of the pump testing process, the contractor will need to discharge some
volume of water into the Town's sewer system during the week of May 10`x'. Bob
Chapell will coordinate this effort with DPW Director Lee Azinheira and Sewer
Operations Manager Ken Hackett. Kurt Gaffney commented that the Town Engineer had
previously approved usage of the Town's sewer system for this purpose.
• Test chemical feed pumps — To be complete May 11, 2005
• Acceptance tests for recycle pumps scheduled — To be complete May 12, 2005
• Final preparation of green sand filters — To be complete May 17, 2005
• Continue with green sand filter start up — To be complete May 23, 2005
• Instrumentation & controls check -out — To be complete May 24, 2005
MBC questioned whether operation of the new Water Treatment Facility could be shut down
after the iiutial start up is complete, in the event that the building project does not receive a
Certificate of Final Occupancy upon final inspection. Bob Chapell responded that the system
could be shut down after the start up period is complete for up to a few months. However if this
scenario happens, additional start up testing would be required before the facility would be
approved for occupancy.
Construction Photos — W & C provided photo documentation of construction in progress.
Dedication Plaque — Architect to return a final proof of the building dedication plaque to the
MBC for approval.
Job Site Meeting — Next job site meeting will be held on Wednesday, May 4, 2005. Items that
need to be discussed include:
• W &C to verify whether balancing valves are located within the heating unit
• Weather delay claim is rejected. W &C needs to direct Hart to withdraw claim
• W &C needs to provide berm floor dimensions in the boiler room to Hart Engineering
• Confirm status of gas solenoid valve installation from vehicle wash station to garage bay
Change Order Proposal Log — Review
COP #3 Re: Excavation and disposal of RockMatei ial
• Chairman Liddick reported having a phone conversation with Town Counsel Robert
Mangiaratti earlier that day regarding future mediation of a rock excavation claim
submitted by Hart Engineering.
• Based on a list of mediation firms provided by the American Arbitration Association
(AAA), the MBC Chairman and Hart Engineering mutually agreed on the mediator
chosen to handle the rock claim. Attorney James Olanoff (of Corwin & Corwin, Boston
MA) will handle the mediation proceedings.
• The location where the proceedings will be held has not been determined. Town Counsel
will be invited to a future MBC Meeting to review and discuss this matter.
COP #11 Re: Additional Sprinkler devices
• At this time, the MBC is exploring options to resolve this matter through internal
negotiations rather than pursue litigation.
CON 18 Re: Request for Extension of Contract time due to tiveather is reduced fi•otn 45 to 30
calendar days. Status: Based on the documentation submitted to date, the MBC is not satisfied
that additional contract time is necessary and requested W &C to direct the Contractor to
withdraw this request.
COP #19 Re: Request for Extensions of Contract time due to generator shipment delay.
Status: Based on the documentation submitted, it seems the Contractor did order the generator
unit in a timely fashion. Shipping delays appear to be beyond Hart's control. Discussion was
that Hart's request to delay substantial completion to July 8, 2005 was reasonable. It was noted
that the generator must be installed and inspected in order to obtain a Certificate of Final
Occupancy (CFO).
COP #20 Re: Fencing
Status: Hart needs to provide a minimum of 3 -days notice to the Mansfield Water Department
prior to beginning installation of the permanent fence (as discussed at 4113105 job site meeting).
The Water Dept. needs this timeframe to remove an existing fence on site.
COP #22 Re: Miscellaneous Electrical wiring in the amount of $12,325.66 including the
following items:
1) Wire air compressor for dry sprinkler system
2) Wire tamper and flow switches for sprinkler system
3) Wire two emergency showers
4) Upgrade electrical service to 3 -phase for overhead door motor
Rich Feeley expressed the strong opinion that the materials cost to install a three -phase circuit to
the overhead door is excessive. Member Feeley suggested that it was the Contractor's choice to
install a three -phase circuit vs. single phase, therefore the Town should not be charged to
upgrade the electrical service.
MBC previously requested W &C obtain a written recommendation from AEI regarding COP #22
(MBC Meeting April 12, 2005). Written recommendation was not provided as of this date. In
follow up, Bob Chapell reported that W &C's electrical sub - consultant Dennis Blais (AEI), had
reviewed the proposed price for this work and determined the cost to be fair and reasonable.
MBC members feel that COP #22 is a result of a design error and reject the contractor's proposal.
• AEI needs to visit the project site (at their cost) in order to verify the time required to
perform the work proposed, and provide a written recommendation to the MBC regarding
cost.
• After AEI verifies the scope of work to be performed, W &C needs to issue a directive to
Hart Engineering to proceed with this work based on Time & Materials.
• MBC approval of electrical work is conditional upon having a representative from AEI
commit to being on site while the work is being performed to supervise the work and
track man - hours.
COP #23 Re: Furnish and install a mezzanine in vehicle storage area - $83,013.50
Status: MBC rejected this proposal due to cost and funding not available at this time. Hart is
aware this item is withdrawn.
COP #24 (New) Re: Excavation & removal of 18 CY of additional rock - $1,800.00
Bob Chapell reported a new proposal would be forthcoming for additional compensation as a
result of rock material removed during the recent installation of gas and spare communication
conduits. Bob Chapell indicated that W &C and Water Dept. staff measured rock and
recommend the Contractor be paid for this work. No action was taken.
COP #25 Re: Furnish and install a gas solenoid valve — As of this date, the valve is not installed.
MBC reviewed recent correspondence from AEI (letter dated April 29, 2005) to Bob Chapell
indicating that the Deputy Fire Chief does not recommend the gas shut -off valve be installed.
• MBC will request a direct response from the Deputy Chief Town in writing regarding his
recommendation on whether or not to install a gas shut off valve to the vehicle storage
area before any further action is taken.
MBC discussed whether a UL listed device is available (other than the valve specified by
AEI) which would satisfy the Fire Inspector's concern and also meet fire code. If no
such valve exists, the MBC will seek a credit for deletion of the solenoid valve and all
associated work.
Furniture Budget Request —Water Operations Manager Kurt Gaffney explored options to
purchase office furnishings through W.B. Mason Company (state bid list provider) and presented
a cost estimate of $37,398.48 to equip the new water department office area with desks, chairs,
files etc. Timeframe required to deliver and install office workstations is 4- weeks. Purchase is
on liold pending availability of project funds. MBC questioned whether workstations are hard
wired for computers, calculators etc. Kurt will verify.
Canoe River Awareness Dav —An advertisement for public tours of the new water treatment
facility was recently publicized without the MBC's or Water Dept.'s consent. As the Water
Treatment Facility is still under construction, no public tours will be offered during the May 7u'
event. Mansfield Conservation Commission has been notified.
Outstanding issues
• Air make up unit for filter room — Contractor needs to move unit to allow access for
maintenance.
• Insulation — W &C needs to follow up to ensure sleeves are installed.
• Trench Drain/Boiler Room — MBC previously decided (4/12/05 MBC Meeting) to leave
the single drain as installed and request the contractor construct a concrete berm to
address potential overflow concerns. Hart submitted a detail of the proposed berm to
Woodard & Curran (letter dated April 11, 2005) for review and approval. Woodard &
Curran needs to provide dimensions to Hart to ensure the curb is not in conflict with the
doorway. Installation of yellow and black striping also needs to be added.
Hart Requisition for Payment No. 12 - Original copies of Hart's Requisition No. 12 (unsigned)
were returned to Bob Chapell due to discrepancies found in the back up documentation. Total
cost differed significantly from the pencil requisition.
W &C faxed Hart's Requisition No. 12 to the MBC for review on 4/26/05. The information was
not reviewed because the small print was not clearly legible. Woodard & Curran was reminded
that the MBC does not accept faxed copies of the requisition for review purposes. Original
copies should be submitted to the MBC Office one -week prior to the anticipated date of
approval.
Litigation Update - MBC will tentatively meet next Tuesday, May 10, 2005 to discuss mediation
strategy and other issues relating to the Water Treatment Facility Project. If not all MBC
Members are available to meet on that evening, our planned discussion with Town Counsel will
be postponed.
Meeting adjourned at 10:30 PM.
Respectfully submitted,
Eleanor A. McCarter, Secretary
Richard I Feeley, Clerk Date