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HomeMy WebLinkAboutMBC 01/05/2017Municipal Building Committee Meeting Minutes January 5, 2017 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Evan Epstein, Member Maureen Doherty, Member Doug Annino, Member Mark Cook, Associate Member Also Present: Mike Ahern, OPM/Public Buildings Joe Milani, KBA Project Architect Greg Joynt, KBA Jim Puleo, Deputy Fire Chief Lee Azinheira, DPW Director Minutes Clerk: Tracey Whalen Chairman Paquin opened the meeting at 7:04pm, noting a quorum is present. RECEIVED TOWN CLERKS OFFICE 1818 FEB -S A11* -55 MANSFIELD MASSAUIUSETTS 1. Public Safety Complex Discussion, Contractor Status, Schedule Review, Correspondence Review, Budget Review and Discussion Chairman Paquin requested an update with regards to the project from Mr. Ahern, OPM: There was an on-site construction meeting today (January 51h), where Mr. Ahern reported 1) there is still no Construction Schedule but has been told it will be submitted within two weeks, 2) the Schedule of Values should be submitted by the end of next week (January 13th timeframe) and 3) the QC plan is on schedule for review at the next meeting. Chairman Paquin asked if there was any indication as to why it's taking this long to get the schedules together to which Mr. Ahern explained they are still doing buy outs and are not anticipating the Metal Building Submittal until mid-February. Chairman Paquin reminded there was a commitment for a steel delivery by early April and looked for assurances that there is nothing holding up this process on the Town's end to which Mr. Ahern stated there is not. \ 1 IP a g MBC Meeting Minutes January 5, 2 0 1 7 i Mr. Milani explained once the official CPM schedule is received from the contractor, Kaestle Boos will then be able to make comments about deadlines and submittals. Mr. Joynt referenced that a schedule was shown at the meeting but finishing touches on the contractor's part are still needed. It was Chairman Paquin's understanding that the contractor was looking for load calculations with regards to the foundation to which Mr. Ahern explained that to be part of the submittal package. Mr. Milani furthered that the information is provided by the structural engineer for the building company who derives the loads and then provides that to the foundation contractor. Chairman Paquin noted that he has requested access to the Open Submittal Log (for any RFIs and correspondence) from KBA and asked if any Committee members would also be interested. Both Mr. Barry and Mr. Annino expressed interest and requested that notifications be turned off. The purpose is to gain access to the portal to review the log only. Lastly, Mr. Ahern reported that there has been some topography work within the last few days on-site and that excavation equipment is due on site within the next few weeks. Mr. Milani distributed electronically, as well as hard copy, an Architect's Report, which is a summary of construction progress. He noted the report will expand as construction increases on site. The report will include contract modifications (change orders, requests, supplemental instructions), owner procurement and will highlight any issues and possible associated costs (exposure down the road). A Field Report will also accompany the report. Chairman Paquin has made a request that the MBC meeting packets be sent electronically 48 hours in advance of meetings. Ms. Whalen has suggested a deadline for submittal of materials of 12:OOPM on the Monday prior to the meeting. Mr. Milani confirmed that any information will be live as of the deadline date with an update of any information changing provided at the meeting. Mr. Milani reminded that on-site meetings are weekly on Thursdays, inviting all members who would like to attend. The discussion then moved to the project's budget. Mr. Epstein questioned Chairman Paquin as to the two budgets, referencing an email from the Town Manager. Chairman Paquin has spoken with Bill Ross, Town Manager, where a decision was made that Ms. Doherty will work with John Stanbrook, Town Accountant/Finance Director, to track and reconcile the Budget with what his office has. It was noted that Mr. Stanbrook's main focus is more of a detailed expense analysis showing the postings to accounts, what has been charged and balances. Ms. Doherty summarized the latest Budget Summary Review: • Categories were built from Mr. Ahern's initial budget numbers from October 7th memo (built the skeleton of the budget) with General Contractor number taken straight from the Bid. Some M BC Meeting Minutes January 5, 2 0 1 7 liberties were taken, adding in Administrative ($10,000), gave Police($7,000) and Fire ($3,000) for Details and a $5,000 allowance for DPW as sometimes those employees will lend to the project. • These numbers were then reflected in a summary to the front page of the report • Mr. Stanbrook's expense analysis was then categorized (line item by line item) into the appropriate budget code • The budget does reconcile with the Mr. Stanbrook's expense analysis. Mr. Epstein looked for clarification that Mr. Ross has no objection with this process as long as it reconciles with Mr. Stanbrook's office to which Chairman Paquin agreed. Chairman Paquin felt this process would highlight any issues/errors, which could then be immediately addressed. This process will also give the Committee a good direction of where the project is heading and also felt it is great for checks and balances. Ms. Doherty asked Mr. Milani for any information with regards to the PCO Modifications to the site piping so that she may incorporate into the Change Order Log. Mr. Milani would prefer to handle as a change order and would assemble all orders and submit. Ms. Doherty would prefer to have two columns: pending and actual. It was agreed that Mr. Milani would provide Ms. Doherty with the PCOs to start. Mr. Azinheira asked if, within the Administrative category, should the numbers reflect commitments authorized and not as estimates. Ms. Doherty referenced Mr. Ahern's memo that noted some administrative costs were still estimates and that some (i.e. legal, advertising) were actuals. As firm numbers are received those figures would then be incorporated. Chairman Paquin reminded this will not be in real time but within a week's snapshot. Ms. Doherty noted that this summary presented does not include invoices approved from the Committee's last meeting (December 15th) as the cycle for payment of bills and approval on the Warrant is typically three to four weeks and there was a holiday within the last cycle. There was a side conversation between Ms. Doherty and Mr. Barry, who questioned a $2 million payment made where Ms. Doherty explained it was referenced in Mr. Stanbrook's report as a $2 million loan from other Departments which has already been paid back. As it has already been paid, it is not reflected within Ms. Doherty's budget as it does not affect the $35 million number. Mr. Ahern mentioned it will appear as a footnote from Mr. Stanbrook's office. Lastly, Ms. Doherty explained that the Project Contingency has been left in at10.2% as we are not done with the project site work or any other of the owner performed items. This way if there is anything that comes up as part of the Town's performance it would not take away from the General Contractor. 31 Page _.. _._ _ _.. _....... M BC Meeting Minutes January 5, 2 0 1 7 Mr. Epstein clarified that the Construction Contingency is 4.5% to which Ms. Doherty confirmed and Chairman Paquin stressed the importance of guarding that number. Ms. Doherty looked for clarification that the Comcast business invoice would continue as $125 per month (used for trailer) to which Mr. Ahern confirmed it will be in place for the next 30 months. With regards to the Restrooms, Mr. Ahern noted this will move off of the Town's responsibility to the GC but noted the Town has only been charged once. 2. New Member Introduction, Board Reorganization The Committee welcomed Mr. Annino to his first official meeting as he has been a regular attendee. Chairman Paquin explained that as it is a new year the Committee is required to reorganize. Chairman Paquin asked for any nominations for Chairman and Vice Chairman to which Ms. Doherty nominated Chris Paquin as Chairman and Bob Barry as Vice Chairman and Mr. Barry followed with a second. Motion: To appoint Chris Paquin as Chairman and Bob Barry as Vice Chairman (Doherty/Barry) PASSES UNAMINOUS 5:0 Motion: To appoint Evan Epstein as the MBC's CIP representative (Doherty/Barry) PASSES UNAMINOUS 5:0 3. Review And Approval Of Invoices To Date For The Public Safety Complex • Comcast Internet Service for Trailer — internet only, using Town emails, router inside totaling $125.83 • Portable Restroom totaling $125.00 • Lorusso Corp. — bedding stone to work around electrical totaling $978.56 • DeGiralamo Construction Corp. - repave west entranceway noting has not received asphalt portion totaling $3,944.00 • Kaestle Boos Assoc. - for its monthly fee totaling $17,784.00 Motion: To approve bills as noted as of January 3, 2017 summary totaling $22,957.39 (Paquin/Epstein) PASSES UNAMINOUS 6:0 4. Review And Approval Of Previous Meeting Minutes The Committee reviewed both sets of minutes suggesting the following edits: November 10th Minutes: • Remove all first names • Remove verbiage referring to multiple conversations 4i Page MBC Meeting Minutes January 5, 2 0 1 7 December 15th Minutes • Page 2: MSBA not PA • Page 4 second bullet down: in the Owner's Project Manager section Motion: To approve meeting minutes for November 101h and December 15th (Paquin/Barry) PASSES 4:0:1 Annino ABSTAIN 5. OPM Report -Project Update Mr. Ahern reported the following: • Town's portion of the electrical work on-site is done until Spring • Board of Selectmen has Verizon pole hearing in January • Last remaining electrical work Town owns on the physical site is from the switch pad transformer over to public safety building (duct bank about 100 feet of pipe) • Amendment to engineering contract with Weston & Sampson for $16,500 to provide on-site geotech services to support the testing company (was already in the budget) • Traffic signal meeting with VHB is tomorrow (January 6th) but Mr. Ahern is not impressed but hoped to resolve issues at this meeting. It was noted the VHB is looking to change layout AFTER the bid went out. • Generators procurement process has begun (specs) but not installation Mr. Epstein asked for the sequence of this in relation to the project to which Mr. Ahern explained the power for the traffic signals will be set from the DPW building and the fire preemption will come from the Public Safety building. First phase will be to put all lights in and make the intersection work with the crossarms up. This will coincide with the opening of the DPW building. Location of the light fixture will be where the Recycling Center is with a drop lane to take the left onto East Street. With regards to House Doctor, Chairman Paquin has noticed that Peter McDougal and Ned Cook did a lot of the reviews, making recommendations, and questioned should that fall under the Municipal Building Committee. Mr. Ahern had the two assist as he cannot do it all himself and where a few MBC members did not participate, he needed the assistance in order to move forward. Chairman Paquin would prefer in the future to use Mr. Ahern's staff on-site for functions of the Public Safety project. It was noted these are Union, hourly employees where Ms. Doherty asked if the work could be back charged to Mr. Ahern's budget. Mr. Ahern reiterated this was very little work. Motion: To have the Town Manager execute the contract for $16,500 with Weston and Sampson for geo tech services (Doherty/Epstein) PASSES UNANIMOUS 6:0 Chairman Paquin reminded, with regards to the House Doctor for School projects, he has offered the support and assistance of the MBC in terms of vetting or RFP review. The Chairman asked if Mr. Ahern MBC Meeting Minutes January 5, 2 0 1 7 would be working on that to which he noted he would handle some of the projects and would also assist Bob LaConte, School Buildings and Grounds, with anything he would need. The Chairman believes this to fall within the Committee's realm and asked Mr. Ahern to notify the Committee of any projects/work so that there is proper representation at School Committee meetings. Mr. Ahern is looking for the Committee to give him the green light to proceed on the negotiations of the contracts. Mr. Ahern, per the Committee's request from last meeting, has provided the top six RFQs with their rates. Mr. Barry questioned if the submission from Tighe and Bond was a LSP to which Mr. Ahern agreed also noting Tighe and Bond provided most the most pricing. Mr. Barry requested a more in-depth monthly summary report with bullet points which Mr. Ahern will provide. Chairman Paquin asked if Mr. Ahern will be acting OPM to which Mr. Ahern explained he is currently working with the SBAB on the curtain wall project where the State will assign an OPM automatically. Mr. Ahern will act as a Town representative noting bids were opened yesterday (January 4th). Mr. Ahern explained the Town will submit a Statement of Interest noting there was about $60,000 left from other projects where the Town will ask CIP to reallocate those funds. Mr. Ahern noted the State will then assign an engineering firm and OPM. Mr. Annino commented that the Town has no say as this is an accelerated repair project. Mr. Epstein asked how these rates line up with what the Town typically pays as they appear high. Mr. Ahern noted now he will move to negotiate as this is just putting the comparisons into place. Mr. Ahern reminded the contracts will be for five years with one year renewals. Motion: To have Mr. Ahern engage in contractual purposes with Weston Sampson, Kaestle Boos Assoc., TBA Architects, Tighe & Bond, Site Design Engineering and Surveying & Mapping Consultants for House Doctor RFQfor any Municipal/School projects (Paquin/Epstein) PASSES UNANIMOUS 5:0 6. Review And Discussion Of Procurement Of [Pads For MBC Members Use During Meetings Mr. Ahern reported the following pricing: • IPad Air 32G (WiFi ONLY) is $399 each • IPad Air 16G is $230 each with Verizon contract (base plan $20 per month) • Case is $45 • Mr. Ahern explained this is not a procurement process. Chairman Paquin is not particularly interested in the purchase noting MBC packets can be distributed electronically now with paper packets at the meeting. Mr. Annino did not understand the need for both electronic and paper packets and quickly summarized how the (Pads worked while he was on the Board of Selectmen and felt there would be a tremendous amount of savings in paper and labor costs with the IPad. It was noted there would be an original paper packet for each meeting. 6l Page MBC Meeting Minutes January 5, 2 0 1 7 The discussion focused on who would use the [Pads, cost/budget and utilizing Town's WiFi. It was determined the (Pads would be for members only at a cost of $450 each. As Chairman Paquin noted there is no funding within the MBC budget to purchase the (Pads (only $3,200 and cannot use as it is an secretarial line) so other sources of funds would need to be found. The group weighed the pros and cons of electronic packets with the use of a pdf with the ability to make annotations and print. Chairman Paquin agreed to have Mr. Ahern look for available funds and to purchase the (Pads if those funds were found. Mr. Ahern would start by speaking with Mr. Ross. Motion: To have Mr. Ahern investigate funding sources for five IPad units for permanent MBC members including keypads and cases for MBC members (Paquin/Barry) 7. Old/New Business The Committee was reminded to complete Conflict of Interest forms as a reminder has been sent from the Town Manager's office. Chairman Paquin asked Mr. Ahern to coordinate with the Airport Commission for use of its facility for the MBC's March meeting as all rooms at Town Hall are booked. Chairman Paquin will draft a letter of appreciation for five years of service to Bryan Young. Motion: To adjourn MBC meeting of January 5, 2017 at 8:43pm (Paquin/Doherty) PASSES 5:0 Documents presented at this meeting include: Kaestle Boos Architect's Report/Submittal Log Municipal Complex Budget Summary of Invoices DPW Construction Update House Doctor Summary of Capabilities DRAFT MBC Minutes November 10, 2016 and December 15, 2016 � Signature 7 1 P a g e MBC Meeting Minutes January 5, 2 0 1 7 Date