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Home My WebLink AboutMBC 08/23/2017Municipal Building Committee Meeting Minutes August 23, 2017 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Doug Annino, Member Maureen Doherty, Member Neal Boldrighini, Associate Member Mark Cook, Associate Member Ron Sellon, Associated Member Not Present: Evan Epstein, Member Also Present: Mike Ahern, OPM/Public Buildings Lee Azinheira, DPW Director Joe Milani, KBA Dave Kerr, MPD David Pereira, GGD Minutes Clerk: Christopher P. Walsh ice, r All JZO Mr. Paquin opened the meeting at 6:11 pm, noting a quorum is present. 1. Review of Security Bids for New DPW/Public Safety Complex Mr. Paquin asked Mr. Ahern to talk about security bids. Mr. Ahern said budget was broken down for both public safety and DPW, and sent out as state bid to 4 companies for which 2 responded (Red Hawk & Signet). Mr. Ahern said there are a few items that can be VE'd out (cameras) and possibly charged to the fuel depot account whereas the old cameras may not work with the present systems due to age. Mr. Milani said he went through procurement process, and that the costs of the some items not originally captured in the design process are in the change order presented last week. Dave P. said during process of design, they designed security (coordinate door hardware). Dave said they gave out spec to state contractor and received two quotes back. Dave said project as a whole is 97 cameras and 125 doors. In conjunction with the camera discussions, Chief Sellon said they worked through budget in regional communications center. Chief Sellon wanted combo of desk clerks and cadets, but was still waiting on legislation from state house, preparing for possibility that cadet legislation goes nowhere. The amount of cameras he didn't feel unreasonable based on future staffing. Dave P. said security bid includes cabling, termination, servers, etc. Mrs. Doherty asked about 125 doors, and Mr. Cook said every exterior man door has electronic locks. Mr. Cook said 3 locks were added in the hallway outside of the workforce (bathroom for contractors but nowhere else). Dave said these 3 doors secure the building without relying on someone to check the locks. Mr. Paquin asked if more doors were added, and Mr. Milani and Dave P. said not many were added (about 2). Mrs. Doherty asked if cameras will be outside drug room, to which Chief Sellon said they will not. Mr. Ahern responded the drug room in the fire department will have security cameras and card access. Mr. Milani and Municipal Building Committee August 23, 2017 Dave personally reviewed one of the sheets they had of the complex with the committee. Mr. Milani brought a set of security drawings up to the table for committee review. Mr. Annino expressed concerns that the security bids received are over budget, and what can they do to bring the costs down to within budget. Mr. Milani said door hardware has already been purchased and can't be changed, but isn't part of the cost (cameras are most of the costs instead). Dave said electrified hardware will still work with the key. Mr. Annino wanted to reduce the bid price by $167,000 to make it match the budget of $400,000. Dave said he reduced fail over on the DPW portion of the building. (The fail over is an additional server that would act as a back-up incase Server 1 goes down). Chief Sellon doesn't want to get rid of the key pads. Mr. Ahern said additional raceways are definitely needed. Mr. Ahern said he will look at the changes and meet with the contractor to see what costs can come down. Mr. Ahern asked if people losing cards will happen in DPW. Chief Sellon said a key that is lost can be deleted and a new one given. 2. Review of Potential Change Orders Mr. Ahern went over PR 10 (electrical and technology revision) and how the cost was broken down (i.e. patrol storage, video outlets, add power and radio outlets). Mr. Ahern emphasized later that PR 10 was not yet a change order. Mr. Milani brought another sheet to the committee with details (cable TV outlets, wire mold, deleted 2 wall phones, and special recess box) about the Emergency Operations Center (EOC). Dave said they're preparing for a video wall. Mr. Ahern went over change order 5 (which includes security revisions, fire alarm revisions, and AHU sound attenuation) and recommends putting most of those things in. Mr. Ahern said the whole change order was $27,000 (raceways for future cameras). Mr. Cook talked about security concerns with the welding bays. Mr. Paquin wanted to clarify about the increased scope in change order 5. Mr. Ahern and Dave talked about a lighting protecting system, which is still being investigated and will be reported back to the committee. Mrs. Doherty asked about PCO 35 (DPW Workforce Lunchroom Oven). Mr. Milani mentioned that case work was involved. Mr. Ahern mentioned that additional circuits added for kitchen counter top (for appliances). Mrs. Doherty wanted to look at the description behind PCO 35. Mr. Cook said it should be an electric oven. Mr. Ahern said change order 1, 2, 3, and 4 have been approved. Mr. Ahern said some open PCOs will go away, but listed all that are currently active. Mr. Ahern said boulders in phase 2 are estimated at $25,000 and added some other costs that will need to be accounted for such as work under protest, inspection costs from HAKS etc. Mr. Ahern talked about inspectional services and stated that small items will not be tested such as infills generator pads etc. Mr. Ahern said there is a grading problem with DPW rear parking area near garage doors that he doesn't have number on. Mr. Ahern said modifications to motorized gate are small to meet security package and consist of piping only. Mr. Ahern talked about contingency amounts on the handout sheets he gave to the committee, detailing the costs presently. Mr. Ahern said considering all costs we are presently aware of, unexpected costs reduce the contingency to about $1.46 million in contingency. Mr. Ahern talked about door hardware revisions. Mr. Milani Municipal Building Committee August 23, 2017 talked about the doors and locksets with Mr. Paquin, relating to the PR request from BBBC (door schedule is in the spec). Motion: Approve change order 5 for (security revisions, fire alarm revisions, AHU sound attenuation) for total cumulative amount of $20,519 (Mr. Paquin/Mr. Cook). All in favor 6-0. Mr. Ahern talked about furniture proposals for DPW/Public Safety and the need for quality furniture. Mr. Ahern said time frame for furniture is uncertain. Motion: Approve Kaestle Boos Proposal (Added service free for furniture procurement), totaling $12,001 (Paquin/Cook). Committee vote is 4-1. Mrs. Doherty opposes. Mr. Ahern stressed about need to update previous meeting minutes. Dave and Mr. Annino leave the meeting at 7:40 pm. 3. Change Orders Mr. Paquin said Mr. Ahern has approval to spend $10,000 for a change order that is not Owner -requested; with the understanding it's a time -sensitive change order so we may avoid delays. Mr. Paquin said owner -driven changes are to be brought to the attention of the committee, and should come from the department head (Fire, Police or DPW) in the future. Mr. Paquin wanted to spend as little contingency allowance as possible. Mr. Paquir said if anything has a cost impact, it should be presented to the town to talk amongst ourselves. Mr. Paquin expressed concern about spending vs. anticipated spending. Mr. Milani said agreement with Brian previously was that info would be given to committee, but there was no commitment to not obtain pricing before bringing items to committee (only what cost of issue will be). Mr. Ahern said moving forward, if there are any changes, he will notify Mr. Paquin and Mr. Barry. Motion: Allow Mike on behalf of town to make approvals on change orders up to $5,000 that are owner -driven changes. Mr. Ahern should notify Mr. Paquin and Mr. Barry of any large changes (Paquin/Barry). All in favor 6-0. 4. Old/New Committee Business Mr. Ahern mentioned OPM will be watermarked for MSBA High School project. Mr. Ahern said project for schematic design is approved, with anticipation of going to next level (unless conditions and budget stop it). Mr. Ahern stated he has to move quickly to get both designer and OPM group a contract to meet state time lines and is proceeding. Motion: Adjourn the August 23, 2017 meeting at 8:39 pm (Paquin/Barry). All in favor 6-0. Signature Municipal Building Committee August 23, 2017 Date