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HomeMy WebLinkAboutMBC 12/15/2016Municipal Building Committee December 15, 2016 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Evan Epstein, Member Maureen Doherty, Member Neal Boldrighini, Associate Member Mark Cook, Associate Member Ron Sellon, Associate Member Also Present: Mike Ahern, OPM/Public Buildings Doug Annino Joe Milani, Kastle Boos Project Architect Jim Puleo, Deputy Fire Chief Lee Azinheira, DPW Director Minutes Clerk: Tracey Whalen Chairman Paquin opened the meeting at 7:OOpm, noting a quorum is present. iR E'CEIt/ED ifJr , .'_i'? ; Cl' 1011 MAR 13 A 110: 50 f 1. Discussion Of Results For House Doctor To Be Used For The Public School Building Updates/Repairs, Status Of Notice To Proceed/Contract Award Mr. Ahern referenced a memorandum within the Committee's packets summarizing the results of all RFQ Project Dog bids, which totaled 17. After review of the qualifications, Mr. Ahern is now recommending a request for pricing from the following six: Weston Sampson, Kaestle Boos Assoc., TBA Architects, Tighe & Bond, Site Design Engineering and Surveying & Mapping Consultants, noting that each company has a specific skill for the various projects. Mr. Annino asked if TBA Architects did the Memorial Hall roofing work, which Mr. Ahern confirmed. Mr. Annino was concerned as to why, for a house doctor, the Town would be looking for surveying and mapping. Mr. Ahern explained the house doctor contract was constructed to be able to break out into various aspects. He furthered that the Town is looking for a group to draw from to catch various aspects of different jobs and this is also good for on-call services. Ms. Doherty asked if there would then be a general contract to award for task orders to which Mr. Ahern agreed. Municipal Building Committee December 15, 2016 Chairman Paquin asked if there was a timeline for this work in order to meet State and School (MSBA) grant requirements. Mr. Ahern explained that to date all of the projects are smaller scale with only one considered structural (curtain wall). Any School projects that require Statement of Interest will be handled at the first of the year. Mr. Barry looked for clarification on the next step which Mr. Ahern reiterated he will put in a request for pricing for services (in hourly rates) and when a project arises then enter into a contract (typically five years with 1 year renewals). Mr. Ahern will be sure to report back to the Committee once all pricing is in. Ms. Doherty noted she has a sample of the general contract she would be happy to share. 2. Public Safety Complex Discussion, Contractor Mobilization, Project Schedules/Milestones. Public Safety Budget Review/Cost Allocation Items Chairman Paquin noted there was a meeting at the site today for the Municipal Complex where Mr. Ahern had prepared a list of questions for the contractor going through aspects of the project, including milestone dates and contracts. Mr. Ahern updated the Committee on the following: • 90% of water lines have been installed and tested with both the 18" and 12" water mains relocated • Electric work began on Monday December 12`h and the Town's portion of the work should be completed, on site portion, by Tuesday, December 20"'. The remaining task will be crossing Route 106 (sometime in Spring) and wait for Verizon to install poles. Mr. Epstein asked if this would require a trench to which Mr. Ahern noted multiple trenches. This would satisfy electricity, fiber, cable and phone and will require a full week to complete. Mr. Milani also gave a briefing from the contractor's side, answering any of the members' questions: • Reviewed project meeting schedule where next meeting is January 5, 2017 • The consensus of the Committee was for Mr. Milani to distribute any minutes to the entire group • Meeting mostly dealt with ironing out nuances such as requisitions for payment Mr. Epstein asked when foundation work would begin, to which Mr. Milani felt it could begin once design is received from metal building company - United (who hires a separate structural engineer, not known at this time). It is the hope to begin steel sometime in April emphasizing that doesn't mean the project can't begin earlier. Mr. Milani felt the drawings would be available in January. Ms. Doherty asked if a project of schedule or schedule of values was available to which Mr. Milani reported they are not. Municipal Building Committee December 15, 2016 Chairman Paquin noted that there was also a discussion regarding permitting with Rick Alves, Town Engineer. Mr. Ahern confirmed Drain Layers has been obtained as well as part of the sewer. It was noted that Verizon will be going before the Board of Selectmen for a grant of easement for the poles. This is anticipated to happen January, 2017. Chairman Paquin felt there was a concern with the schedule, hoping to occupy the DPW prior to winter of next year (looking at October, 2017) furnished with equipment and running. The Chairman was assured (in a previous conversation) by Boston Building & Bridge's Principal, Charles Penta, that the schedule was based on that date and working backwards. Mr. Barry asked if there was a review of all non -file subs to which Mr. Milani reminded it was decided not to. Mr. Barry looked for assurances of having qualified subs to which Mr. Milani explained the subs are part of the general contract and fall under the general contractor. Mr. Milani noted there are many times there is no qualification review for the project owners as it falls to the general contractor to ensure subs are bonded. Chairman Paquin then distributed a suggested schedule of dates for the MBC meetings moving forward. Municipal Building Committee will meet the first Thursday of every month with additional meetings scheduled as needed. This schedule was conducive for Mr. Milani as well for purposes of requisitions. Motion: To approve suggested meeting dates as noted in December 15th memo (Paquin/Doherty) PASSES 6-0 Chairman Paquin will provide Ms. Whalen with agendas for posting and to book location. It was suggested that Ms. Whalen provide a calendar invite with a 30 minute reminder in advance of the meeting to all Committee members. Ms. Doherty then distributed a Municipal Complex summary budget report she had created for the Committee, upon request by the Board of Selectmen. Ms. Doherty reviewed the summary report, noting the following: Concerned the estimate is over the $35 million budget Furniture Fixtures & Equipment (FFE) and Technology — where it appears the figures are lumps sums, Ms. Doherty asked if the contractor was carrying the schedule for FF&E as she would like to be able to divide that lump sum of $882,000 out among DPW, Fire and Police. With regards to FF&E, Mr. Milani noted the contractor does in fact have an FF&E contract and is based on the budget. Typically, at a much later date, a schedule with the budget number is submitted. It was noted that a preliminary budget/schedule has been submitted with equipment priced out but nothing vetted to vendors. Police and Fire details with regards to blasting — Ms. Doherty did not see Fire details captured anywhere. She estimated the expense to be $15,000 which is reflected in her budget summary. Municipal Building Committee December 15, 2016 Mr. Ahern noted that Fire details have already been paid and are reflected within John Stanbrook's, Town Accountant, spreadsheet. Chairman Paquin remembers reviewing both Police and Fire details and voting on them. Calculated 8% for GC contingency. As this is the first time seeing the summary budget prepared by Ms. Doherty, Mr. Ahern would like to further review the spreadsheet prior to making any changes to assure everything is properly accounted for. Ms. Doherty will move ahead and adjust this number to 5%, which will bring the budget under the $35 million figure. Employee benefits are also being paid out of this which was a surprise to many. Mr. Ahern noted that Bill Ross, Town Manager, assured it would be worked out. Ms. Doherty noted she is reflecting that number in the Owner's Project Manager section. Mr. Azinheira suggested waiting to see what the final benefits number will be and he will follow up to ensure Mr. Stanbrook reflects that charge to Mr. Ahern's budget as OPM, which was the original agreement. Mr. Epstein summarized that after all the back and forth Ms. Doherty's budget summary will be adjusted, is in good shape and below the budget. Ms. Doherty will mark the budget to reflect what lvh•. Stanbrook has created. 3. Review And Approval Of Invoices To Date For The Municipal Complex Projects Mr. Ahern went through the MBC invoices: • KBA — October and November (schematic design, design development, construction docs, bidding and construction admin) • Project Dog (drawings, specifications and sets on ed of complete Public Safety Complex —plans and specs) • Sebesta - original cost to review design • Easton Winwater Works — Mr. Ahern explained that when the sewer and water was originally designed the project called for plastic PVC pipe but, due to drain regulations, anything that crosses sewer and water requires encasing in concrete. After discussions with Rick Alves, Town Engineer, and Alyssa from Weston and Sampson, it was agreed to switch to like materials, which will avoid encasing and has been completed. Mr. Ahern has asked the contractor for a credit back on all PVC pipe, estimated at $1,500. Motion: To approve all invoices presented by Mr. Ahern as of December 15, 2016 totaling $48,687.33 (Paquin/Barry) PASSES 6-0 4. Review And Approval Of Previous Meeting Minutes Chairman Paquin is satisfied with all previous meeting minutes submitted by former minute's clerk, Lisa Barry, noting there is one outstanding set from the last meeting of November. 5. OPM Report/Discussion Of Upcoming Site Public Safety Site Activities, Owner Performed And Procured Items The Committee reviewed the DPW/Public Safety Complex construction update as of 12/01/2016, which focused on the Water Department work. Municipal Building Committee December 15, 2016 Mr. Epstein suggested a milestone schedule on the website when available. Mr. Ahern noted it was hoped that the contractor would have completed the sewer line but this did not happen. Since it is not anticipated until Spring the West entrance to the site will be reestablished to aid in snow operations. Mr. Ahern noted he is in receipt of the generator specifications and working on purchasing as well as working on the gas company ordering. In terms of Conservation Commission, an updated order of conditions has been reissued. At this time Mr. Ahern is not aware of any changes from the July version other than the request for follow up documents was received. Mr. Ahern commented there has been a suggestion (Ms. Whalen) that perhaps the MBC should go paperless, utilizing IPads for its meetings. After a lengthy discussion of how this would work (follow pdf formatted packet as used by the Board of Selectmen and School Committee), cost, and the pros and cons, it was decided that Mr. Ahern would look into pricing and report back to the Committee. 6. Old/New Business None noted. Motion: To adjourn MBC meeting of December 15, 2016 at 8:12pm (Paquin/Doherty) PASSES 4:0 Documents presented at this meeting include: DRAFT Memo regarding House Doctor RFQ Memo regarding Construction Testing RFQ Project Dog Bid 815951 MBC Summary oflnvoices 12/15/16 DPW/Public Safety Complex Construction Update 12/01/16 Memo from Chairman Paquin regarding suggested MBC meeting dates Municipal Complex Summary Budget Report prepared by Member Maureen Doherty Signature ��—�— Date Municipal Building Committee December 15, 2016