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TOWN OF MANSFIELD
IiNblpicipal Building Committee
Meeting Minutes of June 5, 2001
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Members P sent:r r t4t%hard Feeley, Chairman, David Young, Clerk, James
Liddick, William Moore and Eleanor McCarter, Secretary
Ken Gay - Extended Excused Absence
Attendees: Sean Reardon, Rizzo Associates
Lincoln Lynch, School Business Manager
Michael Ahern, Special Projects Manager
Walter Parker, Building & Grounds Manager
Meeting commenced at 7:45 PM.
MHS TRACK AND FIELDS PROJECT
Project Funding - Line Lynch advised the MBC that the original amount of
$1,046,000.00 (appropriated at Town Meetings held April 1995, May 2000, and October
2000), is insufficient to complete the scope of work planned by the School Department.
Mr. Lynch stated the amount appropriated was based on estimated costs vs. an actual
dollar amount. School Department met with Town Manager and decided it would be in
the project's best interest to request additional funding at Town Meeting in Fall 2001
based on actual costs.
Budget - Due to funding concerns, Jim Liddick suggested the School Dept. delete costs
allocated for bleachers, lights and poles, power distribution and irrigation at this time and
establish separate line item for contingency for the same amount. MBC questioned
which line item includes the cost of underground conduit identified in budget. Mike
Ahern and Line Lynch responded that conduit would be taken from lights and poles line
item.
Bookeenin_ ____g - Lincoln Lynch advised MBC that the School Department would handle
bookkeeping responsibilities. School Dept will provide MBC with all invoices attached
to a warrant for review /approval every two weeks. Per Line Lynch, the School Dept.
established policy that all invoices would be signed by Mike Ahern, Special Projects
Manager and processed through MBC. Rich Feeley suggested that each vendor submit
separate invoices for work related to East Street vs. MHS Track/Field surface to help
track expenses and in anticipation of future funding audit.
Phasing - School Department has prioritized phases of work to be completed. Per Line
Lynch, the top priority of work to complete is the MHS track surface, synthetic field
surface, and underground wiring. Second priority is to complete East Street fields
renovation.
Bid documents - Per Sean Reardon bid documents are 99% complete. Sean Readon
encouraged MBC to provide any further input to plans /specs. Rizzo plans to issue plans
next week, therefore additional input would be needed prior to Monday, June 11, 2001.
Contract - Sean Reardon explained a three -tier contract plan to complete Phase I. Two
outside contracts would be awarded (one for Track and one for Field) in addition to other
specific responsibilities to be performed by the Town.
1. Turf Contract - Per Rizzo Assoc. responsibilities include; inspect sub -grade
material, certified for warrantee, turf installed based on square foot cost, anchoring
curb, goal posts and foundations. (Per Line Lynch, the Shot -put event area would be
located at East Street to prevent damage to turf surface.)
2. Track Contract — Per Rizzo Assoc. responsibilities include; reclaim existing track,
sub base preparation and paving, certification for warranty and, track surface long
jump pits.
3. Owner Contract - Excavation, install subgrade and drainage system, etc.
Project Schedule:
• June 13, 2001 - Advertising in Central Register. (Plans and Specs available for pick
up at Mansfield DPW Office.)
• July 2, 2001— Turf Contract Bid Opening.
• July 3, 2001 - Track Contract Bid Opening.
• Owner Contract Responsibilities - DPW proceeding with excavation and prep work.
• July 17, 2001 — Recommend to Award.
• End of July — Notice to Proceed.
• Contract Timeline — 60 day contract (Estimated Date to Complete project is October
15, 2001.)
TRACK & FIELD
• Light Poles - Contractor hired to install pole foundations at NMS field is N.E.
Foundation Company.
Pavement - David Young questioned whether Rizzo Assoc. included a cure period for
track pavement in specifications. Sean Reardon to verify and include a 30 -day
period for curing, if none is specified. Per Sean Reardon, a perimeter curb, located
on the inside of track, would distinguish Track Contract responsibilities versus Turf
Contractor responsibilities.
Inspection of Town Work - First 30 days after award of contract is identified as
inspection phase of work performed by Town of Mansfield (i.e. drainage installation,
reclaimed pavement etc.) David Young questioned whether parameters are in place
for Contractor's inspection of work performed by the Town and also who is
responsible for cost of testing. Sean Reardon to include reference in specifications
that a minimum number of tests would be allowed. It was agreed that if further tests
are taken and a test fails then the Town would own cost of test. If testing passes, the
Contractor requesting test (Track or Field) owns cost.
• Coordination of Trades — MBC expressed concern regarding warrantee assurance.
Sean Reardon will include a proposed standard milestone schedule in contract
agreement. David Young suggested that Sean Reardon establish a milestone schedule
for Town's portion of work as well. This would help to reduce unwarranted delay
claims from Track or Field Contractor. Sean Reardon to contact Mike Ahern to
discuss and create guidelines.
Drainage Concerns at MHS - David Young suggested the School Dept. upsize
drainage pipe at swale to accommodate additional paved area in MHS rear parking
lot. Mike Ahern stated he was unaware of existing piping being utilized in this area
and that DPW had recently disconnected and blocked up the existing underground
piping system. AMC asked Mike Ahern to coordinate reconnection of existing
drainage piping with DPW when new field drainage system is installed.
Interior Trench Drains — David Young questioned why an interior trench drain was
not installed to help drain water that could pool if we experience any rain after a frost
during the winter. Sean Reardon responded that installation of trench drains were
optional and that Rizzo Associates does not recommend installation of interior trench
drains due to high cost ($35 -$40 per linear foot). Mr. Reardon did agree with Mr.
Young that most fields built to date do have interior trench drains installed though.
• Weather Dependencies —Scan Reardon confirmed there is language within the
contract to request time extension based on rain days if needed.
• Contracts - MBC members recommended that Town Counsel review contracts now
prior to opening bids in order to save time.
EAST STREET FIELDS
Mike Ahern advised members that the East Street softball field would be closed as soon
as school is dismissed for summer vacation. This area will be used to screen the loam
excavated from MHS that is now being stored at this site. Per Mike Ahern, East Street
field would not be taken off -line until the new synthetic field at MRS is complete. Line
Lynch confirmed that scope of work for the East Street field includes a major league
baseball diamond. Committee members stressed the importance of using the correct field
orientation to locate baseball diamond. No outfield fencing is planned.
MANSFIELD HIGH SCHOOL
Punch List Update
• Architectural - Sue Michael Brown performed a final walkthrough of school and
submitted a revised monetized Punch List to the MBC showing value of remaining
incomplete work.
• MEP - JTC has not provided signed off punch list to TCI verifying completed work.
TCI was on site last Thursday and re- inspected only the locker room area because
School was in session. Rich Feeley reported that he spoke with Sue Michael Brown
(5- 29 -01) and asked her to coordinate final MEP walkthrough of all areas with TCI.
HVAC walk through was held earlier today. Per Ms. Brown, Fire Protection and
Plumbing walk - through inspections are scheduled for tomorrow (6- 6 -01).
• MBC plans to issue a deduct change order for value of remaining incomplete work by
next Tuesday (6- 12 -01.)
Loam - Committee discussed insufficient level of loam installed in several areas on site.
Sue Michael Brown advised MBC Office earlier today that JTC is expected to fill all
unacceptable areas with loam as required per contract.
Handicap Sinks needed in Science Classrooms- Issue was raised during a recent ADA
walkthrough regarding insufficient number of handicap sinks in nine science classrooms.
Handicap sinks were installed in two out of three new classrooms. Currently one out of
six existing science classrooms have handicap stations. One handicap sink per room (or
5 %) is required to meet code. Cost to install additional sinks has not been determined.
MBC to discuss who is responsible to perform work and to follow up with Architect.
Pavin Striping- JTC is expected to stripe rear school parking lot this Saturday (6 -9 -01)
at 8:30 AM. Walter Parker to notify school staff as necessary. Mr. Parker reported two
small puddles in rear parking lot after first rainfall (since paving was installed).
Kitchen Freezer - Boston Showcase is expected to shut down kitchen freezer on Monday,
June 25, 2001 to perform necessary repairs to damaged ceiling tile. Walter Parker to
notify Food Service Director to coordinate removal of perishable storage supplies.
Flooring at Cafeteria - Accent the in the area in front of cafeteria doors leading to
corridor show L -shape track marks. RLM is expected to be on site Monday, June 25,
2001 to correct base flooring, level and reinstall new tile.
Variance at Front Walkway -Per phone conversation with WFDG earlier that day, MBC
was advised by Sue Michael Brown that the Architectural Access Board has granted a
variance to leave the existing straight walkway at side entrance to auditorium of high
school in place vs. modifying to a handicap ramp. Installation of two signs will be
required to identify entrance locations of accessible walkway, one at the top of walkway
and one at the sidewalk. Question was raised whether JTC should proceed with
installation of curb cut at bottom of walkway. Change Order was approved for this work.
Architect opinion is having the curb cut in this location is convenient, but no longer
required.
MHS LOCKER ROOM RENOVATIONS
Filed Sub Bid - Bid Opening was held in the MBC Conference Room at 2:00 PM today.
Chairman reviewed response with Committee members. No Bids were received for
HVAC. (3) bids received for Plumbing, (3) for Masonry and (1) for Electrical. Based on
high cost of bids received, Sue Michael Brown will investigate whether Town can reject
Masonry, Electrical and ask the General Contractor to include HVAC, Masonry and
Electrical in their cost. Wallace Floyd needs to issue Addendum #2 with sub -bid results
to General Contractors immediately.
QUALTERS MIDDLE SCHOOL
Unit Ventilators - Bill Frasier, McLaughlin Mechanical called the MBC Office earlier
today advising that McLaughlin had delayed responding to the site due to cool outside
temperatures. Mr. Frasier indicated that warmer weather was required to correct and
ensure unit would work properly. Per Mr. Frasier, a representative from McLaughlin
Mechanical would be on site this morning to make final repairs to the AC unit in the
Administration Office and would be complete by end of work day today. Per Chairman's
request, MBC Secretary asked Walter Parker to have someone from School Dept
supervise this work. Walter Parker to ask Dick Carney (TCI) to review.
OTHER
J1J Roof Litigation - Mediation date set for June 26, 2001.
SMI Mediation - Waiting for signed Settlement Agreement from Universal Engineering.
FDMW Feasibility Study - CSS Architects is scheduled to do a Public Presentation of the
study on Tuesday evening, June 26, 2001.
Meeting adjourned at 10:30 PM.
Respectfully submitted,
Eleanor McCarter, Secretary
David Young, Clerk
Date