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HomeMy WebLinkAboutMBC 03/02/2017Municipal Building Committee Meeting Minutes March 2, 2017 RECEIVED Present: Chris Paquin, Chairman; Bob Barry, Vice -Chairman; Doug Annino, Me",igfhl�b�ai�6�ii, Associate Member and Mark Cook, Associate Member 2018 FEB -5 A 11: 55 Also Present: Mike Ahern, OPM/Public Buildings; Lee Azinheira, DPW; Lieutenant Frank Archer Police Department; William Ross, Town Manager and Greg Joynt, KBA MANSFIEL h! A S S A Ut i U 9 F T T S Absent: Chief Sellon, Associate Member; Maureen Doherty; Member and Evan Epstein, Member Chairman Paquin opened the meeting at 7:08pm, noting a quorum is present. Please note that for voting tonight that Chief Boldrighini is a Y= vote. Chief Sellon is the other vote and he is not present. 1. Review of schedule of values and contractor payment requisition. Chairman Paquin discussed the pencil requisition that was in the packet and asked if it was a late bill. Mr. Ahern stated they actually reduced the requisition by $20,000 for sewer and drainage that did not get done. Chairman Paquin continued the discussion of the requisition. Mr. Ahern commented that they had anticipated to the end of the month, but because of the weather the heavy rains forecasted, work was not completed. Mr. Ahern stated he had met with Mr. Milani and agreed on the numbers on the requisition, and Mr. Joynt reviewed after and was also in agreement. The amount that was taken off the requisition is expected to complete next week and be on the requisition for next month. Motion: To sign and approve the project requisition #3. (Annino/Cook) Passes Unanimous 4'/::0 Chairman Paquin moved the discussion to the summary of invoices. The invoices include Comcast internet service, Sun Chronicle for legal posting, Verizon for relocation of polls and Kaestle Boos Associates for professional fees. He noted that the invoice for Verizon had already been paid and a copy of the check was included in the electronic packet. Mr. Annino asked Mr. Ross if Verizon was over charging for the relocation of the poles. Mr. Ross answered that you get an estimate from Verizon and you pay it. If they do not have a check they will not move the poles. Mr. Ross further commented that he and Mr. Sollecito spent a long time getting Verizon on board, and for Verizon to even return a phone call about the project. Chairman Paquin agreed that it was an item that required immediate action. Mr. Barry asked if they had a schedule yet. Mr. Ross answered that there is not a schedule, but Mr. Sollecito will be asked to reach out again. Mr. Ross also commented that the plan will be to buy out the rest of the polls, so that the Town of Mansfield can complete any future work. Mr. Ross apologized if he was pushy, but stated it needed to get done quickly. Chairman Paquin understood and knew there was no control over the price. Chairman Paquin then asked if Comcast was less expensive and Mr. Ahern answered that he had not yet heard from them. Motion: To approve the following invoices: Comcast Invoice dated 2/10/17 $125.83, The Sun Chronicle Invoice dated 1/31/17 $99.20, Verizon poll relocation dated 2/7/17 $86,574.31, KBA dated 2/28/17 $17,784.00. (Paquin/Barry) Passes Unanimous 4%:0 2. OPM, Architect & General Contractor site and construction update report. Discussion of outstanding submittals, RFI's, proposed change orders -credit logs. Reviews of the construction two week look ahead schedule. Chairman Paquin asked Mr. Ahern to discuss his OPM Report. Mr. Ahern included a map by color showing where all the utility work was done. The hammering excavation to date is just under twenty hours which is M BC Meeting Minutes March 2, 2 0 1 7 $5,100. The contractor is crushing boulders into smaller stone on site, and there may not be a charge to take it away. It is planned that it will be repurposed saving the project $10,000 if the stone does not have to be hauled off site. Mr. Ahern has met with both the Chief of Police and Fire, to go over the security system requirements. Mr. Ahern also stated that the gas lines are being rerouted. Traffic light bids are in and are being reviewed. The DPW knock down Pad drain had to go to the sewer system, not the storm drain and should run external to the building. Change proposals are being sent to the plumbing contractor for a deduct change order, and sent to the site contractor for an add. Mr. Ahern stated that the foundation work had started today and he was able to purchase the generators for $287,000 which is below the budget by $3,000. The lift was purchased for $89,350 which was reduced from the original quote of $99,000. Mr. Barry asked for more details of Verizon impacting the west entrance. Mr. Ahern stated that currently there is a pole in the middle of where the west and east entrances are planned. Verizon has to move the polls thirty feet down the street, so that the contractor can do the work. Mr. Barry asked when it is scheduled and Mr. Ahern answered that they were hoping to have started it already, but the contractor was waiting for Verizon to move the polls first. Like subdivisions the work could be done all around the poll, if necessary. Mr. Ross confirmed that the town will move the electric and the fiber cables as soon as the new polls are set across the street. Mr. Ahern stated that next week they will be starting light pole bases. Chairman Paquin asked if there is any provision for protection, with all the equipment moving around. Mr. Joynt answered that if they break it they will replace it. Mr. Ahern noted that the large front in infiltration area is done. He anticipates that the gas will begin in four to six weeks. Chairman Paquin asked about the sewer tie in, and Mr. Ahern answered that they are getting an early start because of good weather. Mr. Ahern also noted that it does require a street cut. There is only about fifty feet to the road that is not installed yet; otherwise the sewer system is done. Mr. Ahern stated the traffic light installation bids are in. There are two contractors; Pine Ridge Technologies and Daigle Electric. Daigle is the lowest qualified bidder and the bid does include police details as part of the cost. Lt. Archer confirmed that the police department estimates the daily cost and provided it to the contractors. Chairman Paquin noted that one contractor has $20,000 the other carried $1,500 for police details. Mr. Ahern stated that he will need approval to go forward with Daigle Electric. Mr. Barry asked how long the contract is for. Mr. Ahern answered June of 2019, noting that it is phased work. Motion: To approve the bid for the Daigle Electric contract for traffic signal bid of $356,000. (Paquin/Boldrighini) Passes 4%:0 Chairman Paquin asked if there is anything on this years town meeting for project funding. Mr. Ahern answered that there is nothing residents are voting on this year. The next round of borrowing will be in May for twenty million Mr. Ross confirmed. There is one loan for seven million that will show on the levy for this year. Mr. Ross noted that interest rates are on the rise and it is important to get the loan in place. Next year there will be a loan for the final ten million. Mr. Ross explained that we cannot borrow the full thirty million this year because it would not all get used, and would then lead to IRS issues. Chris Paquin asked to discuss any change order logs. Mr. Joynt stated that there has been one that is a week old and can be found in the packet on page 112. Mr. Ahern answered that for next meeting he plans to meet with KKB and get all the changes to date listed do one change order. Mr. Joynt noted the biggest item is the trench rock, and if they keep the rock and use on site it will become a credit, but it may take time to figure out if it will be used on site or not. The generators that were purchased also require a small landing area for a set of stairs. This will be an add on change, but Mr. Joynt does not see this being an expensive cost. 21 Page M BC Meeting Minutes March 2, 2 0 1 7 Mr. Ahern then provided an updated two week look ahead schedule, it shows more site work for the next two weeks. Chairman Paquin noted that digging the foundation, he also noted the weather looks mild for the next week. Mr. Ahern also stated they should be pouring by the end of the week, and will cover them as they go. 3. Discussion and review of schedule update and on meeting with OPM & MBC Chair and BBB held 2/23/17. Charmain Paquin met with Mr. Charlie Penta on February 23, 2017 and brought the concerns from the last meeting. Mr. Penta provided an updated schedule dated February 22, 2017, and was confident and based it on the steel delivery. Chairman Paquin noted that the date for moving into the DPW building will be the second week in November. Mr. Ahern agreed that everything was contingent on the steel building arrival. Chairman Paquin stated that it appears that steel contractors are all busy and this type of construction saves money. Mr. Barry asked if an updated schedule is owed every month. Mr. Ahern agreed and Mr. Joynt noted that a new schedule should be provided every month, but Mr. Penta will be conservative with giving reductions in the schedule to every other month. The administrative part of the garage has a move in date of December V. Mr. Cook stated this does not cause a problem for his department. Mr. Barry asked if there will be any issue getting occupancy permits. Mr. Ahern answered that they will have to have sprinklers and fire alarms completed before it will be signed off on. Mr. Joynt noted that they will owe a recovery cost if they exceed the contract date. Chairman Paquin stated he feels confident in Mr. Penta, and states that it all comes down to the steel delivery and the weather. Mr. Boldrighini asked if there were any other long lead time items. Mr. Ahern answered more of the lift equipment and a tire balance machine. He noted that it is important to have the correct specs for the equipment. Mr. Annino asked about furniture. Mr. Joynt answered that at the end of March the process will begin. There are two ways to procure furniture, through contract or go out to bid. Contract purchasing is more advantageous and provides more control over what is purchased. Mr. Ahern stated that he would send out to all the different buying collaborative and see which vendors have the best pricing. Chairman Paquin noted that there are only certain types of furniture allowed in Massachusetts for fire compliance. Mr. Joynt stated they would all be Massachusetts fire compliant. 4. Review and approval of invoices to date for the DPW -Public Safety Facility Project Invoices were approved at beginning of meeting. S. Review and approval of previous meeting minutes. The committee reviewed the minutes. Chairman deferred the February meeting minutes until Ms. Doherty is present. The discussion also included where the packet is kept. Mr. Ahern asked when the packets should be taken offline. The committee decided that the packets should be taken offline after the meeting. Motion: To approve the December 15, 2016 meeting minutes. (Paquin/Cook) Passes 3Yz:0:1(Annino abstains) Mr. Annino stated he was not a member of the committee at the time of the December meeting. Chairman Paquin asked for a revision to the January minutes to include a signature line. Motion: To approve meeting minutes from January 5, 2017. (Paquin/Cook) Passes 4%:0 6.Old/New Committee business Mr. Boldrighini asked about the status of the sign. Mr. Ahearn answered that is still in design. Mr. Joynt stated that he will have the draft version prepared for the next meeting. M 8 C Meeting Minutes March 2, 2 0 1 7 7. Questions and Comments Mr. Azinheira, Director of DPW provided a memorandum for the committee. He expressed concerns for salary discussions that happened at last month's meeting. He suggested that these items should be addressed with him directly for resolution outside of the public meeting. Mr. Ross noted that if there is an error, corrections can be made so that the budget is accurate. Chairman Paquin noted that he believed the concern was exceeding the warrant, but he would like to have the discussion when the entire committee is present. Chairman Paquin also stated that it is the committee responsibility to do due diligence when it comes to the budget, and make sure items are charged correctly to the project. Mr. Cook commented that the public perception is important, and at first it sounded like something was being done wrong. Mr. Annino commented that this meeting is public and information can be construed. 8. Any Items Not Anticipated 48 Hours Prior To This Meeting Motion: To adjourn the March 2, 2017 MBC Meeting at 8:45PM. (Paquin/Cook) Passes 4%:0 ����-� Signature Date Minutes prepared by Carrie Champagne �. a ..jw Document used at the meeting: Memorandum from Lee Azinheira, DPW Director to the Municipal Building Committee dated 3/1/17 Schedule dated 3/2/17 Mansfield Municipal Building Committee Monthly Packet -March 2017 41 Page MBC Meeting Minutes March 2, 2017