HomeMy WebLinkAboutMBC Minutes 1/3/2002TOWN OF MANSFIELD
MUNICIPAL BUILDING COMMITTEE
Meeting Minutes of January 3, 2002
Members Present: Richard Feeley, Chairman, David Young, Clerk, Kenneth Gay, James
Liddick, William Moore and Eleanor McCarter, Secretary
Attendees: Eric Gradoia, Massachusetts Historical Commission (MASS -HC)
David Loving, Chairman,-Mansfield Historical Commission (MANS -HC)
MANS -HC Members Jennifer Davis, Jean Nordbeck and Fran Sheaff
Kevin McNatt, Mansfield Historical Society
Meeting opened at 7:45PM.
FISHER RICHARDSON HOUSE PROJECT
General Update - The Mansfield Historical Commission (MANS -HC) provided the MBC with
information previously generated by the Commission for this Project (i.e. approved Grant
Application, Dempsey Analysis Report, and the MASS -HC Coordinator's Handbook). MBC
invited Eric Gradoia (MASS -HC) and members of the Mansfield Historical Commission to
attend the meeting to clarify various questions raised by MBC.
Restoration vs. Preservation — Eric Gradoia distinguished the difference between a Restoration
Project and a Preservation Project. "Restoration" of a structure brings its appearance back to its
original "early period" form. "Preservation" of a structure preserves what is already in place. A
Preservationist working with the Architect would develop specifications and advise on
treatments and approaches i.e. shingles, windows and graphic documentation.
Preservation Restriction - Fisher Richardson House has a Preservation Restriction in place.
(Legal easement is recorded to protect the property from any significant alterations or changes to
the structure.) Having this restriction enables MASS -HC opportunity to review ANY alterations
to the existing structure. Town of Mansfield needs to sign this agreement with MASS -HC. Eric
Gradoia will include agreement in final contract documents.
Preservation Requirements - Period construction technique (i.e. use of period tools and materials)
is not required for all Scope of Work. Modern construction technique may be used provided area
where work is done is NOT viewed by the public.
Deadline for Contract Documents — The deadline listed to provide contract drawings to MASS -
HC for approval is January 28, 2002. The Grant lists November 2001 as the Project start date.
MBC Chairman noted that funding for this project was not confirmed for this project until
December 2001, leaving the Town limited amount of time to prepare contract documents. Rich
Feeley asked Mr. Gradoia whether a time extension would be permissible to submit contract
documents to MASS -HC. Eric Gradoia advised he would allow some flexibility provided the
Town is actively working on documents.
Qualification Statement — Mr. Gradoia noted a Qualification Statement is required as part of a
bid package. MASS -HC emphasized selection would be based on contractors with experience
specific to historical project needs. Mr. Gradoia will provide a sample qualifications statement.
Advertising - In addition to advertising in Central Register, Eric Gradoia suggested bid
documents be forwarded directly to responsible DCAM Certified contractors with related
background for this type of work.
Format of Contract Documents — Due to unanimous concerns regarding insufficient funds to
complete all necessary work, David Young questioned how contract documents should be
formatted, i.e. base bid plus add alternates. Eric Gradoia agreed this method would be best.
Scope of Work needs to be prioritized by Architect and MBC. All agreed that structural work is
first priority. Structural should be included in the base bid. Alternates would be taken in order
written on bid form. Scope of other exterior work includes roofing, siding, windows and
grading.
Approval Stages - Mr. Gradoia stressed that MASS -HC needs to be aware of all progress. MBC
was advised to seek approvals on as many aspects of the project as possible.
Building Code Requirements - Fisher Richardson House is designated a totally preserved
building per Chap. 34 of the Building Code: This Designation allows some flexibility in
building code requirements particularly A.D.A. requirements.
Architectural Services — Completed Project will require Engineering and Architectural stamps.
Based on references provided by Mansfield Historical Commission, MBC contacted Tom Paske
(12- 19 -01) and Roger Panek (12- 20 -01) and requested cost proposals for Design, Bid and
Construction Support Services. Both are familiar with the Fisher Richardson House Project.
Roger Panek responded to MBC earlier this,ryeek stating that he was not interested in submitting
a cost proposal. Tom Paske (who previously provided structural analysis portion of Dempsey
Report) did express interest. Mr. Paske indicated a proposal would be ready by early this week.
Cost proposal was not received as of this date. MBC to follow up.
General Contractor — GC needs to be DCAM certified. David Young expressed concern that due
to the limited resources available for this type of project, cost could be higher. MASS -HC is
familiar with a limited number of General Contractors who are DCAM certified. Eric Gradoia
agreed to forward a list of these resources to MBC.
Archeological Requirement — May not be required. Eric Gradoia to investigate further with
Archeological Dept. at MASS -HC and report back to MBC.
Sign — Eric Gradoia noted that installation of the project sign is a key element. Sign needs to be
installed as soon as possible.
Project Completion Deadline — Eric Gradoia reiterated that the project MUST be complete
by the June 30, 2003 deadline.
Funding
• Request for Additional Funds — MBC questioned what the Town should do if the cost of
the Scope of Work is expected to exceed the available budget. Eric Gradoia stated
MASS -HC was not awarded any grant money in this year's state budget. If funds
became available due to a previous project discontinued, the Town could request
additional for funds but not exceeding $1 OK. Any amount of grant money awarded must
be matched by Town.
• Grant Contract —In following MASS -HC procedure, Eric Gradoia noted he puts a formal
grant contract together with Town once he reviews the final bid documents.
• Fisher Richardson House Project Account — MBC to obtain account number assigned for
this Project from Town Accountant and request printout of any expenses to date.
• In Kind Services — Ken Gay suggested that the Town could supplement manpower with
Town Staff or volunteers to reduce cost. Eric Gradoia responded that the Town could use
in house services but that MASS -HC does not reimburse for in -kind services.
• Grant Funding — MASS -HC expects the Town of Mansfield to have total appropriation of
$114K available at the start of project. 'MASS -HC will reimburse the Town in no more
than three payments after proof of payment is made. Rich Feeley commented that the
Town may need to short term borrow towards end of project to make payments to
contractor.
Site Meeting — MBC to schedule site meeting and tour with Architect and Mr. Gradoia once a
firm is selected.
MANSFIELD HIGH SCHOOL
TCI Generator Design — Revised Generator Plans and Specifications were delivered to MBC on
January 3, 2002. TCI revised documents based on input from MBC (Faxed to TCI on 12- 12 -01).
Dates listed on bid schedule need to be revised again. Rich Feeley to verify remaining revisions
this week.
OTHER
MIS — MBC received a letter from Lou Costa (MIS Director) requesting MBC input about
moving the MIS office space to the basement "of Memorial Hall. No information was provided
regarding the Scope of Work or budget involved. Members suggested Mr. Costa work with
Mike Ahern to generate floor plan, summary of the Scope of Work involved and project budget
for discussion at a future MBC Meeting.
Jordan Jackson Roof — MBC received a copy of a recent letter to Robert Baboian from Gale
Associates requesting opinion re: lack of zinc in Topcoat primer. David Young noted that the
specifications attached to the letter (Section 3.01 E Preparation of Substrate, pg. 09900 -5)
already specify application of a two - component "zinc" primer to prepared surfaces. David
Young requested further information be provided. MBC Secretary to follow up.
Meeting adjourned at 9:30 PM.
Respectfully submitted,
Eleanor McCarter, Secretary
David Young, Clerk
Date