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HomeMy WebLinkAboutMBC 04/15/1997r MUNICPAL BUILDING COMMITTEE MINUTES 97 rl,Y 29 AH 11: 16 APRIL 15, 1997 GHUc MEMBERS PRESENT: Chairman Carpenter, Feeley, Liddick, O'Neill, Slin4y'td" S Young GUESTS: Richard Boucher Acting Town Manager, Roger Hoit - Strekalovsky and Hoit, Ron Ashton Keyes Associates,Steven Loeper, Steven MacCaffrie and William Davis — 7T Callahan and Sons, Inc. MINUTES: The following minutes were submitted for review: March 25, 1997, April 8, 1997. The following minutes were submitted for vote: March 18, 1997 INVOICES: The following invoices were submitted' for approval: Consigli Construction Co. Req. #12 r $ 4,366.20 MOTION: To approve the invoice as submitted: (Young/Feeley 4-0-0) Strekalovsky and Hoit — Police Station $13,750.00 MOTION: To approve the invoice as submitted: (Young/Feeley 4-0-0) Municipal Financial Statements - April, 97 CORRESPONDENCE: General • A memo to all Dept. Heads, Boards and Committees: Special Town Meeting Town Hall • Notice of ZBA'decision RE: Town Hall Exterior Signs • A letter to the Town Manager from Lockheed Windows: RE: Demand for Payment — (Forward to Consigli and to S & H) • A letter to A. Consigli from R. Hoit (CC:MBC) RE: Elevator malfunctions MOTION: Send a letter to the Police Chief for the proper use and instruction for the Police Dispatcher staff on the elevator phone. (Feeley/Young 4-0-0) NOTE: This item has been addressed and should not be included in the punch list ( • A letter to A. Consigli from R. Hoit (CC:MBC) RE: Punch List Minutes 4-15-97 —Municipal Building Committee 1 j • A letter to A. Consigli from R. Hoit (CC:MBC) RE: Change Order(make copy for DY) • A letter to A. Bacchiocchi from R. Hoit (CC:MBC) RE: Submittals • A copy of the BI's outstanding code issues status update — 4-15-97 West Mansfield Fire Station • A letter to A. Consigli from R. Hoit (CC:MBC) RE: Punch List items • A letter to R. Hoit from L. Carpenter RE: Punch List items Police Station • Amendment to Strekalovsky and Hoit's Contract for redesign of police station MOTION: To approve the amendment to the Police Station Contract: (Young/Feeley 4-0-0) Robinson School Proiect • A letter to Keyes Associates from JT Callahan RE: Roofing Contractors • A copy of the RFI and submittals log from JT Callahan • Project Schedule 4-14-97 through 4-26-97 • A letter to Keyes Associates from JT Callahan RE: Site cut and fill analysis • A copy of the West Parking Lot Division • Copies of Contractors submittals to the architect for approval: 1. Drain man hole, 2. Gas line changes, 3. Pipe size materials, 4. West parking lot Clerk's Report • Clerk's Reports 4-07-97 through 4-11-97 MUNICIPAL PROJECT REVIEW Town Hall, Central Fire, Police and West Mansfield Fire Station: POLICE STATION BID REVIEW: Mr. Roger Hoit discussed the police station apparent low bid. It submitted by BBC, Co. Hyde Park, MA. He checked references and recommended moving forward in awarding the contract to this`firm. He has spoken with representatives of the firm and asked about the possibility of moving some of the construction items to the rear of the project so that there would be a sufficient contingency throughout the demolition project. Several items such as landscape,carpeting and tile were reviewed. Member Young asked about moving forward with the contract and asking if we could hold alternate number 2 for two months and alternates 3,4 and 5 for four months. Chairman Carpenter asked for 3 months on Alternate #2 and recommended asking the contractor about the maximum amount of time that they would be agreeable to holding the price on the alternates. r Chairman Carpenter explained the bid and contract process with the acceptance of alternates. He explained the concerns with the contingency and the need to have a 7% Minutes 4-15-97 — Municipal Building Committee 2 base until we get back past the critical time at the beginning of the project. Member Young explained the reasoning for the alternates and explained the need to hold them on the side so that we could have a safety valve. The architect will respond back to the committee on the budget constraints on the Police Station. We must enter sign a contract within 30 days. The contract specifications listed end dates. The Chair asked if he could be on the agenda for the April 23, 1997, Selectmen's meeting. The Chief stated that he had a conversation with NYNEX about the relocation of the phone system. He stated that NYNEX is being outstanding in assisting them. Town Hall: Mr. Boucher mentioned his concerns with the Town Hall and wants to review the bids. He stated that he does not want to do any of the alternates, in fact that he would want to eliminate the alternates. He feels that we wouldn't need a generator until the project is complete. He mentioned concerns with Town Hall. He stated that he would want the employees of Town Hall to have curtains. Member Carpenter stated that the furnishings were eliminated and this was presented to the voters of town meeting. The Acting Town Manager furnished a list of concerns published by the Director of DPW. The Committee and Mr. Boucher addressed each of the following items individually: 1. Need storage space for archive storage. This was addressed in programming and it was felt that the vault would be sufficient to meet the needs of the Town. This is not a concern of the Municipal Building Committee at this time. 2. Need blinds for windows. Furnishings were eliminated in the prior to Town Meeting and the Committee was directed to do the best with the funds that were available. 3. Need generator for building. This item was never addressed at; anytime during the programming or construction phases of the projects. 4. Need bike rack. This is a programming issue and not a construction issue. There's a bike rack lodged in the bushes out 5. Need lighting in rear entrance driveway. The Municipal Building Committee realized this was a problem and has directed the architect to obtain estimates and recommend a lighting plan,that is not intrusive on the neighbors. 6. What other departments have requested for their punch list. Arcomplete list of punch list items has been compiled by several sources: departments, architect, clerk and member of the Municipal Building Committee. These items were reviewed and forward to both the contractor and architect for action. Work should begin on these items within the next few weeks. 7. Foot pads on roof to prevent damage to roof during service. This item has been addressed and the roof pads presently installed are sufficient for the predicted use by maintenance. 8. A properly installed steel access ladder for roof access (something that meets insurance company regulations) not something that looks like it was installed by the Flintstones. The Municipal Building Committee has addressed this item. We have i_ recommended to the architect that he obtain prices for the installation of a fiberglass Minutes 4-15-97 — Municipal Building Committee 3 ladder. In discussion with the MIIA representative, he agreed that using -fiberglass was a better choice of materials. 9. Tree removal in rear parking lot. The tree in question is not on Town property. At this time it appears to be in good health. It was recommended that if the tree should fail that the Town takes precautionary measures as it would with any tree that was threatening Town property. 10. An energy conservation design for daytime and night time lighting requirements for all common areas and bathrooms rather than 24 hour constant lighting in all common areas and bathrooms. Due to meeting and cleaning schedules. 'Timers were provided on all common area lighting, all other rooms are controlled by, individual switches. It was the decision of management to over ride the times and leave the 'lights on 24 hours a day. 11. Add air conditioning to first, second and third floor at building link. The Committee discussed this and it was very expensive for an unoccupied portion of the building. The glass has been treated and the windows open on both sides for cross ventilation. Chairman Carpenter explained the changes on the Town Hall HVAC systems. Mr. Boucher stated that a relay switch had burned out and the heat system was overheating the building. He felt that most of the problem areas have been resolved when the relay switch was replaced. The committee does not feel that the Town Hall building was materialistically, functionally or esthetically shortchanged. There was discussion on the needs of the employees of Town Hall. Member Young discussed the financial picture of project. He also explained that there were additional costs for furnishings of approximately $18,000 that were not included in the original scope of the work. Chief O'Neill stated that he should not be in a position of asking the Town Meeting for more money because curtains in Town Hall. PUNCH LIST and CODE LIST: Town Hal: The committee reviewed the list that was submitted to the building department. There were a number of items that were not submitted to the Building Inspectors Office. The architect stated that he has been in contact with the contractor and expects work to be started within the next two weeks.. The chair asked that the contractor forward a schedule to the Town Manager's office so that the work can be coordinated. The Acting Town Manager asked about the replacement of light bulbs. The Committee stated that replacement light bulbs are not included in the contract documents. The architect stated that the Town Hall punch list is worth $30,000 and this also includes the code issues.' There was discussion on the retaining money for the punch list items and for such items as starting up the air conditioning system. Chairman Carpenter stated that he would like to review the monetized punch list. Minutes 4-15-97 — Municipal Building Committee i The Committee asked about the three directories and the mail room signs. The committee had requested a status report for the items that prices were requested. The air conditioning chiller will be tested within the next three or four weeks. The chiller must have sufficient loads. This is only for a first time start up. The system will contain glycol. West Mansfield Fire Station: The punch list has been forwarded to the contractor. ROBWSON SCHOOL PROJECT: Member Young discussed the need to give something to the classes that would not be returning to the school next year. Mr. Loeper stated that he has been instructing the children in the construction industry. There was discussion on a class project, such as brick or beam signing. Chairman Carpenter has stated that he has heard only good news on the construction management on the site. The architect arrived at 9:15pm. He was scheduled on the agenda for 8:30pm. The chair and the committee; expressed their displeasure. Construction Meeting Minutes #17 were distributed. The architect reviewed the memo from JT Callahan in regards to Site Cut and fill analysis. = Mr. Loeper discussed the cubic yards and stated that he is in agreement for all She amounts except for the road base. 'There was a discrepancy for the compaction shrink and volume fill needed. This is under discussion. An estimate to remove over 5000CY of additional fill was discussed by Mr. Loeper. The excess soil will be a mixture of soils that is suitable for use under grassy areas. The contractor does not want to handle relocation of the loam outside the scope of the project. The contractor has removed some of this excess loam because room was needed for construction. Change Order #6 - $176,040. 00 Roofing bid VOTE: Liddick/Young 3-1-0 Feeley opposed. f There was discussion on the type and construction of the snow guards. The cost of the snow guards is approximately $18,000. Member Feeley asked the Committee to discuss the need to expend $18,000 on snow guards. The consensus of the Committee was that it was a prudent expenditure. Member Feeley stated that in his professional opinion it is an $18,000 luxury item that we do not have to expend. Chairman Carpenter stated that this is a safety issue. He stated that this is a similar type of roof that he has seen snow slide from and he feels that this is a safety issue of which $18,000 is a small price to pay for school age children. The perimeter area was discussed and the only place for a reduction would be by the gymnasium. This could be a possible safety of a couple thousand dollars. Member Liddick stated that he feels that safety is a concern. He also Minutes 4-15-97 — Municipal Building Committee stated that he would like to approve the change order and ask for a reduction of the 6{ number snow guards. (A credit of $9 per guard for the amount reduced.) The Architect will revise the Change Order #6 to reflect the modification on snow guards/ West Parking Lot: Mr. Loeper discussed the changes to the West Parking Lot. He reviewed a revised plan dated 4/12/97. Chairman Carpenter asked why an excavation was made under an area that was being raised. He also asked about the necessity of this work being done. Mr. Loeper stated that Geiser Geotechnicalwas there to supervise the removal of work. There was discussion on the compaction ratio and the determination of the inclusion of loose materials. The calculations need to be rectified based upon the interpretation of the specifications. Material going out is a'loose material. Unsuitable materials were found in the West Parking Lot, Bus Loop and area A these all have documentation signed by the project coordinator. Asbestos Abatement Work: Change Order #7 martial 2 areas remaining - $4709.58 VOTE: Young/Liddick 4-0-0 Chane Order #8 $321.84 - Plumbing Work - VOTE- Liddick/Young 4-0-0 Change Order #9 $18,000 -Rock Removal—ending the PC's approval of 45 yards VOTE• Feelu/Young 4-0-0 Mr. Loeper discussed the sink — the price does not include the second sink, because there are no field drawings. This relocation of second floor sink may be problematic according to the plumbing engineer. The teachers room sink is approximately $13,000. This amount has been revised to $11,000. Mr. Sciarappa sent word that members of the faculty would like to present their case. The contractor was advised to continue with their scheduled work. Member Liddick stated his concerns on hollow metal and food service equipment. Mr. Loeper stated that he has received information on the status of hollow metals and the food service equipment is being reviewed for compliance by the kitchen consultants and TCI. Change Order #10 de -watering $2.700 VOTE: Liddick/Feeley 4-0-0 Change Order #11 on hold Change Order #12 provide damp proofing $24,147.25 VOTE: Feeley/Young 4-0-0 NOTE: The committee expressed their extreme displeasure over this omission of this detail in the contract drawings. 6 OTHER ITEMS FOR DISCUSSION: Minutes 4-15-97 — Municipal Building Committee 6 The architect forwarded to the committee other proposed change orders for the review of f the committee. The architect stated that he is reviewing some of these items and will make his recommendations. There was discussion on the drain line credit i.e. the difference between the ductile and the ADS was not sufficient to warrant changing the materials. The ductile will be installed per the contractor and the architect. The architect submitted a change order summary for the project. The architect and the committee reviewed Construction Meeting Minutes No 17. The fire protection system has been submitted to the Fire Chief for approval. The contractor and TCI are reviewing the fire alarm system. The Committee discussed the need of timely receipt for air quality reports. There was discussion on what, procedures should be followed, The contractor must notify the testing company and the project coordinator must notify the principal of the school. Mr. Ashton will not be able to attend the 4-23-97, meeting. The committee asked that all the information must be sent to the committee prior to the next meeting. Review of Project Coordinator for the Police Station review. Charter Review Commission Response: Attach;Atty. Mangiaratti's letter and state that we would like to see it clarified per the recommendations as outline in this letter. And l express that the committee would be happy to meet with them. Member Feeley asked about the Municipal Building Committee budget. He stated that FINCOM member Marge McShane suggested that there was a problem. MOTION: To adjourn 11:15pm (Feeley/Young) Unanimous Respectfully submitted, Richard Feeley —Clerk N'/�2 /�/- 6' 02 gn ure of Chair' , Date of Accepta c - Vole Minutes 4-15-97 — Municipal Building Committee 7