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HomeMy WebLinkAboutMBC 04/06/2017Municipal Building Committee Meeting Minutes April 6, 2017 Present: Chris Paquin, Chairman; Bob Barry, Vice -Chairman; Doug Annino, Member; Maur n � ED �� i~ SOFFICE Member; Chief Neal Boldrighini, Associate Member; Mark Cook, Associate Member; and'Chle Ro Sel 15, Associate Member 2818 FEB -5 A 11: 55 Also Present: Joe Milani and Greg Joynt from KBA MANSFIELD Not Present: Evan Epstein, Member MIASSACHUSF_TTS Chairman Paquin called the Municipal Building Committee meeting to order at 7:06 pm. A quorum was present. 1. Review of project invoices and contractor payment requisitions. Mr. Ahern confirmed the list of monthly invoices. He noted that there are two invoices from Comcast, one is the normal monthly payment for internet the other is the relocation of the utility poles for $13,000. This was under the $25,000 budgeted amount. There were two invoices from Weston & Sampson for geotechnical work and an invoice for Project Dog that is an advertisement for the traffic signal installation. The requisition for BBBC Application #3 is for $393,163 which is reduced from $506,000 after Mr. Milani and Mr. Ahern reviewed it together. Motion: To approve the monthly invoices. (Annino/Doherty) Chairman Paquin read the list of invoices below: Comcast dated 3/10/17 for $125.83 Comcast dated 4/1/17 for $13,438.03 KBA dated 3/31/17 for $17,784 Weston & Sampson dated 3/13/17 for $1,976.75 Weston & Sampson dated 2/23/17 for $1,072.50 Project Dog dated 2/18/17 for $50.00 BBBC Application #3 for $393,163 Passes 6:0 OPM, Architect & General Contractor site and construction update report. Discussion of outstanding submittals, RFI's, proposed change orders -credit logs. Discussion of the project overall and the two week look -ahead schedules. Mr. Ahern stated that storm drainage systems for phase 1 and part of phase 2 are nearly done. The conduit installation has begun by the electrical contractor and the oil water separator #1 has been placed by the contractors. The phase 1 sewer is almost done, the remaining work is frames and covers and then testing the system. All light pole bases for phase 1 have been set. Currently the contractor is crushing the boulders on site and the cost is $6,100 and ledge excavation is just over 21 hours at a cost of $5,600. Excavations for the foundations are almost complete and concrete has been placed for the footings. Mr. Ahern also stated that Columbia Gas has brought the new gas main on site with three services lines and there work is at zero cost to the town because of the problems that occurred on North Main Street. Mr. Annino asked what happened to the old pumping for the water department. Mr. Ahern answered that it is still in service and there are two stubs and another off to the water department and that one line will feed the whole complex from the road. Mr. Ahern stated that he needs approval to purchase the two smaller lifts for the DPW, but would like 11 Page _... _.. MBC Meeting Minutes April 6, 2 0 1 7 permission to purchase the one for the Fire Department. The dealer will let Mr. Ahern know if there is a price increase and can later order the third lift, and will not have to order all three now. Ms. Doherty asked how much is the Fire Department lift and Mr. Ahern answered that it is $42,000 and was budgeted at $50,000. Mr. Milani also stated that it is a portable lift and adjusts for different size trucks and it is hydraulic. Mr. Ahern also stated that Daigle Electric was awarded the traffic signal installation bid. Ms. Doherty asked if he has worked with them. Mr. Ahern answered that he had not but has heard that they are great to work with. He did have a site meeting with them and they do lots of work for the MBTA. Chairman Paquin asked if Daigle Electric will invoice like KBA and do progress billing. Mr. Ahern answered they would and further commented that they plan to work at night because it reduces the amount of time it takes. Mr. Barry asked where is the base course going and Mr. Ahern stated the left hand side is Phase 1 (West Side) and the parking lot is almost complete and then they will put a binder coarse down. Mr. Ahern also stated that he would rather have it settle now and get repaired at the end of the project. Ms. Doherty asked if daily progress reports could be sent weekly instead of waiting until each meeting to receive them all. Mr. Ahern answered that he could do that and that would save time on consolidating monthly. Mr. Joynt referred the committee to look at the architect's report and noted there have been over 250 submittals. The metal building is the one that matters and they are waiting for the final dimensions to be accurate. Mr. Barry asked how long this has been going back and forth and if this is typical. Mr. Joynt answered about a month and a half and that this is fairly typical. Mr. Milani also answered that KBA is trying to facilitate speeding up this process between the metal manufacturer and Weston Sampson to get the building on site sooner. Mr. Joynt explained that each is measuring differently and that the foundations are correct and the building is not changing and the differences are an inch or two but those do make a big difference. Mr. Annino asked why it is taking so long. Mr. Joynt answered that the foundation design was by Weston & Sampson and was designed somewhat generically because at the time the metal building manufacturer is unknown. The foundations are then adjusted to a detailed bolt drawing and the bolt patterns. There are small discrepancies and a lot of back and forth. The document is over 200 pages and does take a while to review due to lots of detail. Mr. Milani stated it is not unusual or unexpected that this took six weeks. Mr. Annino asked if this is affecting the schedule and Mr. Joynt answered it is not affecting anything to date but there is a seven day lag because of weather. Mr. Annino restated that he has huge concerns that manufacturing of the building has not started yet and he believes that they probably do not have the steel on site for production. He stated that we need to be prepared for more delays and that this industry is months behind. Chairman Paquin agreed and stated that he thought this would be a quicker and cost effective way and he would like Mr. Penta to attend the next committee meeting in May. Mr. Cook asked what happens to BBB if the steel does not arrive until August. Mr. Joynt answered that contractually, they are obligated to deliver the building and can collect damages; however, it is something we want to try to avoid. Chairman Paquin also stated that iron workers do not weld in the rain, so there can be delays incurred if it rains a lot after the steel building arrives. Chief Sellon and Chief Boldrighini stated that they are not concerned if there project is delayed. The Regional Communication Center needs to be up and running ideally before they move to the new site to avoid double operational costs. Mr. Annino asked if all the money is approved for the project or if there will be a vote at Town Meeting this year. Mr. Ahern answered that they have authorization, it was voted at Town Meeting last year. The first round of borrowing already took place and the second round is planned for later this month. The third round MBC Meeting Minutes April 6, 2 0 1 7 of borrowing will occur at the end of the final project in order to pay out any remaining expenses. Mr. Joynt continued with his architects report and noted that earth work and foundations are presently being worked on. There are a few proposed change orders that they have prices for. The first is 02 for a $600 for manhole drop, 03 is a reduction for an oil and sand separators, 04 is the unit price for hammering of $5500 to date. Mr. Joynt stated that FFE, technology and security are available for state procurement or other buying methods. Issues and possible costs currently are rock and ledge removal. They will progress bill for any future rock and ledge removal. There was question about rock use on site would be paid. The hourly rate for the hammer the contractor will be paid for, but they will not get paid for reuse or removal of the rock. He explained that rock is defined as larger than three cubic yards and if it is below three yards there is no cost. Trench rock is no larger than eight feet in either direction, and mass rock is infiltration basins or digging a basement in a building. The contractor gets paid in yards removed and Mr. Ahern measures, documents and records in a log book any of the rocks being removed. The contractor has submitted a $9,700 cost for trench rock only. Mr. Joynt and Mr. Ahern disagree with this. The contractor only submitted for trench rock because it is paid $125 per yard versus mass rock which is paid at $45 per yard. The contractor is unhappy but Mr. Joynt has submitted a revision reducing the cost down to $6,600. Mr. Ahern stated that the cost of hammering is minimal compared to what he thought it may have been. Mr. Ahern also mentioned that the sewer is another change order that will be coming in, it needs some work. The contractor is taking piping out of the building and moving to the outside. The change order should be ready for next month's meeting. Motion: To approve change order one a credit in the amount of $9,763. (Annino/Cook) Passes 6:0 Mr. Joynt provided and updated draft of the construction sign. The committee asked for the following changes to be made: 1. MBC permanent members listed first in alphabetical order after Chairman and Vice -Chairman 2. List alternative members after permanent members 3. List Mr. Ahern as OPM 4. Add Municipal in front of Building Committee 5. Chief is misspelled 6. Center the bottom logos 7. List Brian at the bottom as a past member Mr. Ahern asked Mr. Milani and Mr. Joynt to talk about the cornerstone to include the year the building was built. Chairman Paquin stated he would like to add it but not sure where we would put it. Mr. Joynt offered some ideas and there are options that are not too expensive and look like granite. Mr. Milani left the meeting at 8:40PM Review, discussion and budget allocation of FF&E (Furniture, Fixtures & Equipment) for DPW & Public Safety Facility buildings per department. Ms. Doherty asked if a column could be added to the FF&E spreadsheet to know what department (Fire, Police and DPW) each item is for. Mr. Ahern answered that he has all the breakdowns and which department is estimated. Mr. Joynt also confirmed that Mr. Ahern did a breakdown, and has recently produced a more refined procurement document and will have the final numbers within the next two weeks. Mr. Ahern also 3 1 Page MBC Meeting Minutes April 6, 2 0 1 7 stated that he is using buyboards.com, which is out of Texas and has been approved by the State of Massachusetts. Mr. Ahern stated that the IT Department is working on numbers, and there is no number on security yet. Chief Boldrighini asked if they are going to hold the furniture items for the public safety building. Mr. Ahern answered that one company stated that if they get the deal they will get a factory hold on pricing. Mr. Joynt left the meeting at 8:52PM. Review and Approval of Meeting Minutes Chairman Paquin deferred this to the next meeting and stated if you have any edits to let him know before the May meeting. Discussion of March 1, 2017 Memorandum from DPW Director concerning comments of February 2, 2017 MBC meeting. Chairman Paquin stated that Mr. Azinheira asked to be on the agenda. The concern is the percentage of what is being changed to the project from the salaries of employees. Chairman Paquin stated that he wants to make sure the project stays under budget and is done right. For the record Ms. Doherty asked for a letter to be included with her budget, so the overtime or bonuses do not affect the final budget of the project. It would also provide protection for the committee and avoid criticism by the public. She is concerned because numbers were voted at Town Meeting and the numbers cannot exceed what was voted for each line item. Mr. Azinheira asked that if there are questions in regards to employee's salary that they be directed to him prior to any meetings. Chairman Paquin stated that Ms. Doherty always ties the numbers out with Mr. Stanbrook's budget and stated that Ms. Doherty will discuss with him, prior to the meetings, if there are discrepancies. Mr. Barry stated that Mr. Ahern is a town employee, the budget is $35 million and there is a total of $300,000 for the OPM budgeted for the entire duration of the project. If that amount is busted in the first year that will be something Mr. Azinheira has to figure out. Mr. Azinheira stated that nothing will exceed what it needs to for this project. Mr. Ahern commented that he took it personal that he was overcharging the project. 6.Old/New Business Chairman Paquin stated that the committee was going to set up separate department in Softright, but it was decided someone from committee would do the budget for the project. Currently Ms. Doherty receives the numbers from Mr. Stanbrook in Excel and double checks all the amounts. Mr. Ahern discussed the Mansfield High School window curtain wall replacement project with the committee. He stated the building was built in 1968 and asbestos doesn't appear to be a concern, but that will be checked in the schematic phase of design. CIP is funding the project at $1,400,000 and there is a possibility of partial funding from a matching grant from MSBA. Mr. Barry asked who would be managing the project and Chairman Paquin stated that the MBC committee would be involved because it involves structural work. Mr. Ahern in conjunction with the Mr. Gianetti and Mr. Vozzella completed the grant online submission and the application is pending approval, which is anticipated around end of May through July 2017, Mr. Ahern also stated there is an article for Town Meeting this year, requesting the estimated full funding amount pending the application and approval process through MSBA. The matching amount by MSBA isn't known at this time, in previous years it was 51%, but that changes yearly based on various demographic factors, and will be known when they complete the review of the application process. Mr. Ahern also stated that he believes that if the grant is not approved from MSBA this year, he could reapply next year through the similar grant application process. 4 LP age. _. _.. _.... MBC Meeting Minutes April 6, 2 0 1 7 Motion: To adjourn the Municipal Building Committee meeting on April 6, 2017 at 9:26PM. (Annino/Barry) Passes 6:0 Chairman Signature Date Minutes prepared by Carrie Champagne 5 i P a g e MBC Meeting Minutes April 6, 2 0 1 7