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Home My WebLink AboutMBC Minutes 5/28/2002TOWN OF MANSFIELD Municipal Building Committee Meeting Minutes of May 28, 2002 Mgmbers Pr es, enl;' ,-.Richard Feeley, Chairman, David Young, Clerk, Kenneth Gay, James Liddick (8:OOPM) and Eleanor McCarter, Secretary William Moore — Excused Absence Attendees: Lee Azinhiera, DPW Director and Kurt Gaffney, Water Dept. Manager Meeting commenced at 7:45 PM. WATER TREATMENT FACILITY MBC members met with Lee Azinheira and Kurt Gaffney to discuss plans to proceed with Phase I of the Municipal Master Plan as prepared by CSS Architects June, 2001. The general scope of work would include construction of new water treatment facility and relocation of the Mansfield Water Department. Town Meeting ApDro riation -Town Meeting voted (Article #20 -May 7, 2002) to appropriate the sum of $6,750,000 million for the Design and Construction of a new Water Treatment Facility (WTF) to be located on Town owned land adjacent to the existing Highway Garage on East Street (Rt. 106). Kurt Gaffney stated that the Water Dept. planned to include upgrades to Prescott Well No. 7, No. 8. No. 9 and Dustin Well No. 7, using a portion of the funds appropriated. The Water Dept. planned to appropriate $33,000 for engineering design of the water -main at Rt. 106/East Street to Dustin Well No. 7, and approximately $1,000,000 for construction of that water -main. Discussion was that the Water -main Project would be handled by the Water Operations Manager and bid independently of the Water Treatment Facility Project. Kurt Gaffney noted the amount remaining funds ($5,749,967.00.) would be used as the MBC project budget for design & construction of the new Water Treatment Facility. State Funding — State Revolving Fund (SRF) Projects are federally subsidized, whereby the State offers Towns a low 2% interest rate for building projects. The Town of Mansfield had applied for SRF Funding for the proposed Water Treatment Facility Project and at that time was listed No.25 out of 26 SRF Projects. Lee Azinheira stated that the project plans for the Water Treatment Facility must be finalized by October 15, 2002 in order to be eligible for SRF funding. The design portion of project fees is not eligible for SRF funding. Lee Azinheira noted that if funding for the Project was not approved by the state in 2002, DPW would immediately reapply for funding with the hope to start the Project in the Spring, 2003. Associate Member Appointment — MBC members unanimously agreed to a suggestion made by Rich Feeley to have one Associate Member from the DPW Department appointed to the MBC for the Water Treatment Facility Project, to ensure the needs of the Water Department are met. MBC to forward a letter to the Town Manager asking him to request the Board of Selectman appoint one Associate MBC Member (Kurt Gaffney) and one Alternate AMC Member (Lee Azinheira) to serve on the Municipal Building Committee for the Water Treatment Facility Project. The Associate Member would be entitled to one vote. David Young advised that if his employer Camp Dresser & McKee chooses to submit a bid on this Project, he would recuse himself from all meetings and discussion relating to that project. Bid Process — All agreed that the Water Treatment Facility would be bid in accordance with M.G.L. Chapter 149 bidding procedures. Designer Selection — Selection of Design Services would be procured in accordance with M.G.L. Chapter 7 Designer Selection Law. Lee Azinheira offered to draft a "Request for Qualifications" and forward to MBC for review. Construction Supervision - Lee Azinheira suggested that the Town consider contracting only partial Construction Administration services and in addition have the Town Special Projects Manager monitor day -to -day work on site. MBC members supported that plan of action. Project Schedule — Lee Azinheira noted he hoped to have final bid documents produced by Mid -June, 2003. Design Phase — David Young suggested the MBC schedule a Public Hearing once the Design Documents are 25% complete. Kurt Gaffney commented that DPW had allocated ( approximately $600,000 for the design phase of the Project. Vehicle Wash Station — Kurt Gaffney advised the MBC that the Water Dept. needs a vehicle car /truck wash facility for Water Dept. vehicles. David Young commented that the existing Municipal Master Plan (prepared by CSS) had a vehicle wash bay for the DPW Facility on that same site. Question was raised regarding the possibility of sharing one wash facility for all vehicles. Provided sufficient funds are available, the Water Dept. would prefer to include a vehicle wash station in phase I of the Municipal Plan. Street Light Controls/East & Pratt Street — David Young asked Lee Azinheira to have the designer verify the appropriate controls needed for street signal lights at East St. & Pratt. Project Administration - MBC Chairman summarized the following project administration procedures and the MBC /DPW roles of responsibility with those present: • The Municipal Building Committee (including the Assoc. MBC Member) would coordinate the overall project and budget with input from DPW. • Applications for Payment - MBC must review and approve all requisitions for payment prior to processing. • Change Orders — MBC needs to review and approve all Change Orders pdor to work being performed. MBC may authorize the Water Operations Manager some discretion to approve low cost change items. • Site Meetings — Contractors (including Engineer & Architect) would be advised to coordinate on -site meetings through the MBC Office. Engineering Design Services — MBC /DPW to generate a "Request for Qualifications" and procure design services in accordance with MGL Chapter 7. Construction Supervision — Partial Construction Administration services could be contracted. Public Buildings Special Projects Manager could monitor day -to -day construction part -time or on an as needed basis. MBC Meeting Updates — The Appointed Associate MBC Member (and /or Alternate Member) and Special Projects Manager would be scheduled to attend one MBC meeting per month to provide project updates to the Committee. JORDAN JACKSON ELEMENTARY SCHOOL Pre - Construction Meetine — Gale notified the MBC Office earlier that day that a pre - constriction meeting was scheduled to take place on Thursday, June 6, 2002 at 3:00 at the Jordan Jackson School. The Roof Contractor was asked by Gale to provide insurance certificates at that time. Construction Administration — As part of the signed Roof Settlement Agreement, Granger, Gentek and Titan Roofing are required to contribute a total sum of $10,000. to cover the Towns cost to hire Gale Associates to monitor roof repair work. Discussion opened regarding a recent fee proposal submitted by Gale Associates for an increased contract amount of $9,630.00 for Constriction Administration Services (not included in their previous contract agreement). Members of the MBC unanimously agreed that the Town should have Gale Associates continue with Construction Monitoring services to ensure proper repair of the roof. Since the MBC had limited involvement regarding the original Roof Settlement Agreement, therefore the Town Manager would be asked for direction regarding the additional fee proposal. MBC to note that if the Committee was instructed to cover fees extending beyond the original $1 OK Settlement Agreement out of the Jordan Jackson School Project Budget, the Town may or may not be reimbursed by SBAB for that amount. MANSFIELD HIGH SCHOOL Project Close out — MBC to propose JTC make the following deductions to a final payment in order to close out the high school project. • ElectricaVJRW - Contract work incomplete. Punch List value $15K. • HVAC /General Mechanical - Missing Heating Ventilator Unit No. 3. Punch List value $10K. • JTC/Delay Claim — General Contractor did not meet the project completion deadline of January 15, 2002 as agreed, therefore JTC forfeits delay claim amount of $ l OK. Demand for Direct Payment /General Mechanical — General Mechanical submitted a release of Liens for $14,000 of the original claim amount of $51K Claim. Final Requisition — MBC Office to schedule Michael Callahan (JTC) to meet with the MBC on Tuesday, June 11, 2002. JTC would be expected to provide a requisition for the MBC to review at that time. Following MBC review /approval, the final requisition would be forwarded to Wallace Floyd Design Group for the Architect's signature. Outstanding Invoices/WFDG— Rich Feeley spoke with David Burson regarding discrepancies with invoices previously submitted by WFDG. The following outstanding issues were not resolved: • Invoice #6 - Qualters Middle School in the amount of $94.40 • Invoice No. 13 - Mansfield High School in the amount of $490.15 Issue pending. LOCKER ROOM PROJECT Final Affidavit — Wallace Floyd needs to provide a signed affidavit for the Locker Room area. TRACK & FIELD UPDATE General Update — Mike Ahern advised the MBC Office that the track materials were delivered earlier that day. Installation of the track surface topcoat was scheduled to begin Wednesday, May 29, 2002. Per Mike Ahern, installation process should take approximately two weeks. GENERATOR REPLACEMENT PROJECT Shop Drawings — TCI reviewed and approved Shop Drawings for Doors, Hardware, Frames, Studs, and Paint. Based on TCI's verbal approval of shop drawings, Freedom Electric had proceeded with coordination of work. Shop Drawings were later received by MBC and forwarded to Freedom Electric on May 30, 2002. MBC forwarded one copy of approved Shop Drawings to Walter Parker advising to expect a call from Freedom Electric schedule to work. MBC Chairman spoke with Dick Battles on Friday, May 24, 2002 regarding release of shop drawings for building materials & hardware. TCI is bolding documents based on payment issues. Issue pending. QUALTERS MIDDLE SCHOOL Window Claim — Gale Associates requested a copy of the original window shop drawings signed by the Architect. Gale was advised the shop drawings requested have been unable to be located for quite some time. MBC to send letter to Gale Associates requesting a design to fix inoperable windows and establish a projected cost. FISHER - RICHARDSON HOUSE PROJECT • Project Notification Form —Per conversation with Eric Gradoia (5128/02) MBC Secretary confirmed MASS -HC received that document. Contract Documents — MBC had completed review of the draft contract documents. Eric Gradoia completed his review of contract documents with minimal changes. • MBC Secretary had invited the Mansfield Historical Commission to attend any regular MBC Meeting or call the MBC Office for project updates. Meeting adjourned at 10:00 PM. Respectfully submitted by Eleanor McCarter, Secretary David Young, Clerk !z l7 -0C-- Date ,5 ��