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HomeMy WebLinkAboutMBC 05/04/2017F Municipal Building Committee Meeting Minutes May 4, 2017 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Doug Annino, Member Maureen Doherty, Member Evan Epstein, Member Neal Boldrighini, Associate Member Mark Cook, Associate Member Ron Sellon, Associate Member Also Present: Mike Ahern, OPM/Public Buildings Lee Azinheira, DPW Director Tom Crawford, Project Superintendent- BBBC Frank Aquadro, Project Manager- BBBC Joe Milani, KBA John Comeau, Weston & Sampson Brian McCusker, Weston & Sampson Minutes Clerk: Christopher P. Walsh Chairman Paquin opened the meeting at 7:12pm, noting a quorum is present. RECEIVED TOW11 01 LERKS OFFICE 2018 FEB -5 AII: 55 MANSFIELD M ^, SS ^,CHUS) ETTS 1. Discussion of Project Schedule with General Contractor, Review of Key Milestone Dates and Overall Progress of Project Chairman Paquin referenced prior conversation over scheduling in January and mentioned his concerns over steel delivery and building erection. Mr. Aquadro mentioned delivery of the derricks. Mr. Aquadro mentioned that these are the dates that CECO has provided. Mr. Aquadro noted that this affects the erection sequence, and mentioned they've added to the erection cycle. Mr. Aquadro mentioned this doesn't affect end date of the project and will only affect Phase 1 DPW. Chairman Paquin was concerned about dates that they'll get beneficial use of the building before winter since the schedule has changed. Chairman Paquin asked if Mr. Aquadro had firm commitment on building steel delivery from the fabricator. Mr. Aquadro mentioned that CECO provided this to United Building Solution, shared it with them, and they will in turn provide it to Mr. Paquin and the Town. Note, this was never furnished as requested. Mr. Cook expressed concern that winter may prevent finalizing of building. Chairman Paquin mentioned they had a building to work out of and said most of Mr. Cook's equipment could be moved around. Chairman Paquin's concern was over transferring people in, and what they do with existing administrative staff (does BBBC move them into temporary facilities?). Mr. Cook said it wasn't a problem going into December, but if they're in winter operations, they can't accommodate a move at that time. Mr. Annino MBC Meeting Minutes May 4, 2 0 1 7 asked when they have to be out of existing DPW garage. Mr. Aquadro said they look at DPW building in two parts, namely one being the garage to be occupied in December and the admin in mid-January. Mr. Aquadro said original phasing is provided by design group (2 weeks). Mr. Aquadro said the public safety phase is driven by concrete foundation, and they may have to do that concrete foundation in March 2018. Mr. Aquadro said they have to move out DPW, remediate the asbestos and knock the building down. Mr. Annino asked when they have to be moved out in order to finish entire project on schedule. Mr. Aquadro said they're shooting for February. Mr. Aquadro said the dates are milestones, and the DPW completion is a milestone. The end of the project (June 2019 — 32 months) is a contractual date. Mr. Milani said if date slips for one, it's incumbent upon the contractor to meet the end dates whether there is a delay caused by the ability of the owner to move out of the building or because completion date for phase 1 goes beyond the contractual date of October 31, 2017. Mr. Milani said they don't have liquidated damages for phase 1 of the project. Mr. Milani said they allowed them two weeks after that date, and during that time, they expect to be able to move. Mr. Milani said if the contractual date is missed, it's not the owner's fault. Mr. Milani said they do have contractual ability to request remediation for increasing the shifts or accelerated delivery dates to get stuff on site and completed. Chairman Paquin said the October 31, 2017 completion date for DPW was always meant to be a completion date. Mr. Aquadro said you gave us letter of intent in October, and within 2 weeks, United Building Solution got a contract. Mr. Milani said ultimately the end date of project is still the same completion date. Mr. Milani said end date even with 3 weeks of delay is not slipping on the kind of schedule they have in front of us. Mr. Epstein asked how they are doing that. Mr. Aquadro said it is 21 days. Mr. Aquadro said between phase 1 and 2 that there was a buffer, that there was 40 days to take out old DPW building. So 21 days you recognize come out of those 40 days. Mr. Aquadro said those days are the catchup. Chief Boldrighini's concern was whether they pushed it back into winter season, where they could've captured October and November to do sitework, particularly demolition on the DPW building. Chief Boldrighini said that they might lose out on that 21 days, and said the big picture is a possible concern if hazmat material is encountered. Mr. Aquadro stated if you look at the project as it is today, there are elements of phase 2 construction that will be completed before Mid -September, such as the police storage building that will be right behind the completion of the DPW building. Mr. Aquadro said there will be some elements completed well in advance of when they were scheduled, but Mr. Aquadro can't make any guarantees. Chief Boldrighini asked if they can gain ground by accelerating other projects that were slated for later on in the process. Mr. Aquadro replied that you have to expedite the project, but they can't make that projection at this time. Mr. Epstein wondered why they don't put pressure on steel delivery because it's the first link in chain. Mr. Aquadro said you have to understand that this project is a designed building, pre -engineer contractor and manufacturer. Mr. Aquadro said you can plead with the factory or entice them with money, but it doesn't matter. He said if you pull the project out for some change, you'll lose a slot, and everybody above you slides down. Mr. Aquadro shared the dates that the factory offered us. Chairman Paquin understood there was discussion about foundation drawings and that they probably wouldn't fabricate the building without the approved foundation drawings. Mr. Barry asked for an actual delivery date. Mr. Aquadro said derricks B and C on June 19, 2017. Mr. Aquadro said you won't see building on May 2nd, and that it will be coming on 21 Page MBC Meeting Minutes May 4, 2 0 1 7 June 19th. It will be loaded out on May 15th for B and C, and delivered on the 19th. Mr. Aquadro said it will be steady deliveries after that time frame. Chairman Paquin wondered if they're getting A and E before D/F/G, along with factory closing down for holiday and will this be a further delay? Mr. Aquadro said only items they inserted are the derricks' delivery dates. Chairman Paquin said erection schedule doesn't mean delivery. Mr. Barry said garage area is scheduled for completion December 4 and administration area is January 18, 2018. Mr. Cook said if they start into winter operations and he gets back to back winter events, Mr. Barry wondered if they can work out of two operations. Mr. Cook said it may be possible and will have to look at the situation at that time. Chief Boldrighini said the key is the operations. Chief Boldrighini said it's irrelevant whether they're moving as long as the building is still there. Mr. Cook said if it's a mild winter, but the problem is they may end up with 50 contractors to plow. Chairman Paquin asked for firm commitment on dates, and Mr. Aquadro said these are the dates CECO gave us. Mr. Aquadro said the 15th is the first day the truck will be loaded. Chairman Paquin asked where the steel is coming from, and Mr. Aquadro replied it's from Texas. Mr. Crawford said all concrete will be done prior to erection of the steel building. Chairman Paquin asked for acknowledgement from fabricator on the dates, and if they can be provided. Mr. Aquadro said record drawing should be in another week regarding delays in production. Mr. Aquadro said the only non -lead item they have is windows, the drawings are in for review and they are being worked on by Greg from KBA. They will be plugged in once the structure is up. Mr. Milani noted they get mechanical submittals, and that they did hardware submittals. Mr. Aquadro said windows go through same process as metal building (get orders into factory so you'll ensure you have windows for your job). Mr. Aquadro said they need drawings back from vendor to put slots back into production cycle. Mr. Milani said aluminum is an issue. Chairman Paquin said that's applicable to curtain walls. Mr. Epstein said next meeting is early June. Mr. Epstein asked for two weeks in advance if this stuff is in production. Mr. Aquadro said there will be several loads to make up for derricks B and C. Mr. Aquadro said they're at mercy of CECO and doesn't want to make a guaranteed promise. Mr. Epstein said once steel is on site to erect the buildings, it's now in Mr. Aquadro's control to bring the project in on time so they're not running into winter operations period. Mr. Annino asked if there will be problem with metal panels. Mr. Annino asked if panels are insulated. Mr. Crawford said they're getting panels from CECO in a package. Mr. Aquadro and Mr. Crawford then left the meeting at 7:51 pm. Chairman Paquin said it appears they're using the date as a moving target. Chief Boldrighini turned to Mr. Ahern and asked how they will make up time. Mr. Ahern said the subcontractors are locked into dates as well as BBBC. Chief Boldrighini asked what they can do. Mr. Ahern said they're doing parts of phase 2 to keep cycle going (drainage areas). Chairman Paquin is concerned about accuracy of the schedule. Chairman Paquin said dates are skewed because early start dates are later than late start dates. Mr. Milani said dates they're quoting are probably accurate. Mr. Barry said what are consequences if they don't do the job? Mr. Milani said because there is contractual date to complete phase 1, and if they miss that date, which will cause owner not to move, it's still their responsibility. If they do miss contractual dates, they'll have to find a way to get building done on time. 3 1 P a g e MBC Meeting Minutes May 4, 2 0 1 7 Chief Boldrighini asked if they'll be responsible for end date: Mr. Milani said yes unless there was a claim for weather (usually put in the contract). Mr. Barry said contract is for June 30, 2019 (the substantial completion of everything). Chief Boldrighini said they're talking about DPW. Mr. Barry said they can't penalize them by December 1, 2017 but it will have flow down effect. Mr. Annino said other danger is Mr. Cook has to move. Ms. Doherty said she got the impression they would have a delay. Chief Boldrighini said again it's the operation, such as moving trucks and tools. Chief Boldrighini said what do you do with all the contractors? Mr. Cook said at this time of year, that this discussion is a way's away. Chairman Paquin felt comfortable on the mechanical and electrical side of items. Chairman Paquin said timing is everything to put the building up on schedule. Chief Boldrighini said they move forward and they've lost 21 days. Is 21 days impacting the end date of this project? Mr. Ahern said no, but if they get a bad winter and they have 2 month delay, there will be an issue. Mr. Cook said even if they get out of the building, it can be delayed. Chief Boldrighini said they had almost a 2 month window before December that they lost, and so it's really more than 2 months. Mr. Ahern said they should continue this discussion in July to see what BBBC remediation plan will be. Chief Boldrighini said they need some contingency plans. Chief Boldrighini said they need to consider every option available if they get slapped with a project that should've been done two months earlier. Chairman Paquin said let them get the steel on site, bring us a remediation schedule and hopefully it will all workout. Ms. Doherty asked if they can move the July meeting to last week of June. Mr. Ahern said it would be nice to have it earlier in the evening and the members could do a site walk. It was all agreed that a meeting would be held on June 29th at 5:00pm and the meeting will be posted at the water department building. Ms. Doherty said she has no budget report tonight. Mr. Ahern stated the payment requisition would be forecasting out 2 weeks instead of one based on the meeting happening the last week in June and not July. Ms. Doherty left the meeting at 8:13 pm. Chairman Paquin said they'll have the July meeting on June 29. 2. Review of Project Invoices and Contractor Payment Requisitions Mr. Ahern said the Comcast total invoice is $125.83. Weston and Sampson has the incorrect number on the warrant sheet and it has been corrected. Mr. Ahern said the invoice for WinWater supply was originally purchased due to contractor submitting a very high price in the PCO and we were going to install with our own forces to save money but the contractor rethought his price and adjusted to be within reason of what the town could perform the work for. Mr. Ahern said surveying and mapping invoice was work done associated with the work of the utility pole relocation. Mr. Ahern said total cost on the warrant cover sheet should be $597,532.33. Chairman Paquin said let's move on to the Boston Bridge application. Mr. Ahern said that's the actual payment application. Mr. Annino asked Mr. Milani about shop drawings. Mr. Milani said they're doing mock up panel, but no work as to erecting walls. Mr. Milani said they're supposed to do interior walls. There's some work before they get inside the building. Mr. Milani said one of the bills wouldn't be for actual production, but for work done on shop drawings. Mr. Milani said they've received finished items, but held off on some to coordinate colors. They've received dry wall ceilings and shop drawings. Mr. Milani mentioned conduit work underground. Mr. Ahern said after Monday, the vast majority of underground will be done for phase 1. Phase 2 is also partially done. Mr. Ahern said site lights are being done by Systems Contracting. 4l Page MBC Meeting Minutes May 4, 2 0 1 7 Motion: To approve monthly invoices with a total of $597,532.33 (Paquin/Evans). Passes 6-0. Discussion was raised by Mr. Ahern regarding getting an approval from the board to purchase the vehicle repair lifts for the DPW facility. Mr. Ahern mentioned a lead time for the factory to manufacture and release this equipment. Mr. Paquin asked about storage of the equipment if received before we can install and it was indicated that the vendor will store this for us at no additional cost at their location. Motion: To allow Mr. Ahern to purchase vehicle repair lifts (Annino/Paquin). Passes 6-0. 3. Architect's Construction Update Report. Discussion of Outstanding Submittals, RFI's, Proposed Change Order -Credit Logs. OPM Report for Project Overall Land Two Week Look -Ahead Schedules, Summary of Work Completed to Date Mr. Milani said various submittals are being processed. Mr. Milani said they were reviewing exterior colors and that there will be approval this week. Mr. Milani mentioned the masonry and aluminum they've got already, despite long lead times for panels. Chairman Paquin asked Mr. Ahern about the budget. Mr. Ahern said it's being tracked by John Stanbrook and the project budget is attached to OPM report. Mr. Milani said site work is 45% completed. Utilities are 90% completed. Mr. Milani said foundation is 50% completed. Mr. Milani mentioned contract modifications as of last Friday. Mr. Milani said number of hand holes installed for electrical. Mr. Milani said hand holes were not part of the project. Mr. Ahern said light department purchased all the materials. Mr. Ahern asked for contract price to raise the hand hole frames and covers that were installed as part of the towns work from BBBC. Mr. Milani discusses proposed change orders. Mr. Milani said they collect the slips. Mr. Milani said PCO -09 (flagpole lighting) has been submitted as $1968.00, reviewed with GED, sent for revision. Mr. Milani said there have been no CCDs so far. Mr. Barry asked what CPO -08R1 was. Mr. Milani said there were incorrectly specified light fixtures, as there were lights to be used in open mechanical space, but inadvertently changed. Mr. Milani said there was 008111, which was reduced to $9,995.00. Mr. Barry said they keep original dollar value when Mr. Milani goes through revision. Chairman Paquin asked about lighting fixture schedules and their coordination with the electrical drawings and specifications on change order. Was this an electrical engineer coordination oversight? Mr. Ahern said there were light fixtures omitted from Alts 2 and 4. The wiring was there, but they just omitted the light fixtures. Chairman Paquin wondered if they're responsible and then acknowledged that they're (Town of Mansfield) paying for an error. Mr. Milani admitted they made mistakes. We try to mitigate mistakes, but the town has to pay for it as part of the process. Mr. Barry wondered if breakdown is part of material cost, as the light fixtures are shown, and it's a difference in cost for fixtures that should be there vs. fixtures that are there. Mr. Barry asked a question on CPO -07, and noted a pretty big drop. Mr. Barry asked if they changed something there. Mr. Milani said it was standoff that they won and this was work Mike was going to have done with his forces but the contractor submitted a revised cost that was acceptable. MBC Meeting Minutes May 4, 2 0 1 7 Mr. Ahern said generators are ordered. The transfer switches for DPW are in. Friday May 12, they'll mobilize to start the traffic signal work. From May 14 to 18, they'll do road work. On the 17th, they'll patch the road. From 23 to 26 of May, they'll put foundations in place (24 to 30 inches in diameter). They should be activated by second week of August, and should be up and running by September 1. They'll have temporary pipe across the street and at a temp service. Mr. Ahern asked contractor for price of excavation work, and relocation of service from the existing pump station. Mr. Ahern said they will send the OPM report to selectman as a monthly update. One other change order was building insulation for alternate building ($1400). Mr. Ahern mentioned inch of insulation, and sweating of building on roof would cause moisture. Mr. Milani said contractor recommends insulation in roofs to prevent condensation. Mr. Ahern mentioned about fish and game club relocation of water line. Mr. Ahern said light department is cutting banking back of vegetation. Mr. Ahern said Water department will pay for pipe, roughly 300 feet and installation, and this will allow contractor to put drainage in as part of phase 2. The light department contacted Verizon about 2 poles in the way. Mr. Ahern said poles may have to be moved up slightly. The two poles have to be moved 15 feet back. Mr. Ahern will check in with Verizon. On checking on electronic message board, Mr. Ahern said it's about $19,000.00 for full color. Mr. Barry asked if they own the power for message boards. Mr. Ahern said yes. Mark Cook mentioned message boards can't flash. Mr. Cook said message can't change as part of the variance. Mr. Ahern said design for drainage in knockdown path has been installed. Whole ramp has been used and they are paying for it on last change order. Mr. Ahern said forms and reinforcements are in place. Mr. Ahern said they're looking at shifting location of police department on alternate 3 to the east, but staying within same curve line to avoid costs. Mr. Ahern said nobody in town has problem with it, and the high voltage wires and water mains are in the way. Mr. Ahern said alternate building had to be slightly moved, so they talked about flipping it to the east to avoid losing parking spots. Mr. Ahern tells BBBC that they don't have problem as long as it is $0 cost to them, and so they don't have to move a trailer. Mr. Ahern said two garage doors are on easterly part, and rest of building is just storage. Mr. Annino is concerned about fuel canopy. Mr. Ahern said they can flip it and put it on other side of guard rail. Mr. Annino wanted to flip it, but is concerned about adverse effect. Chairman Paquin said they need to free up those parking spots. Mr. Cook recommended a fence. Chief Sellon said they'll figure it out. Mr. Ahern said Verizon has installed new poles. Mr. Ahern said underground utility work is 95% complete, and that fish and game has to be modified. VHB is submitting cost proposal for traffic signal inspections. Mr. Ahern said change order 1 was approved. Change order 2 was included in this month's packet. Installation of traffic signals is with the contractor (VHB). Mr. Ahern said they need mast arms for traffic signals. Mr. Barry asked for schedule. Mr. Ahern mentioned conduits will be installed. Mr. Ahern said traffic signals will be up and running the 2nd week of August. In the first phase, it'll be an intersection. Mr. Ahern said they'll put up the mast arms. Irving will be starting on site. Traffic signal contractor will mobilize. Chairman Paquin said they'll have follow up next month, including the change order certified by John. Motion: To approve change order number 2 dated April 28, 2017 (Annino/Paquin). Passes 6-0. Chairman Paquin will hold off on FF&E discussion. 5.Old/New Business MBC Meeting Minutes May 4, 2 0 1 7 Mr. Barry wondered if paragraph B could be construed to refer to phase 1. Mr. Ahern said contractors were nervous about liquidated damages, and tagging them on both phases. Mr. Ahern said decision was to reduce liquidated damages, Mr. Ahern still said end dates were what they had in mind. Mr. Ahern asked if they should wait to notify about schedule issue. Chairman Paquin was assured those dates were realistic from Charlie. Chairman Paquin said they should draft letter. Mr. Ahern will say they're disappointed with latest updates. This is becoming moving target, so they remind you this will take 1 year to complete. There are potential impacts to town for not completing this. Mr. Ahern said public safety dispatch schedule isn't realistically supposed to start until sometime later. Phase 2 drainage area is partially completed, along with parking (except pavement). We are trying to give the east side of the site partially to BBBC so they can get a jump start on the large drainage areas near Fish and Game. Chief Boldrighini asked if Guigli is part of the demolition process. Mr. Ahern said no, he believes it's another contractor. Chief Boldrighini said without 21 day disparity, that they could've kept Guigli on site but he would've demobilized. Mr. Ahern said Quigley does the paving and granite curbing and if there is any damages the contractor would own it, this answered Chief Boldrighini's question. Motion: To adjourn the Municipal Building Committee meeting on May 4, 2017 at 9:28 pm. 6. Review and Approval of Previous Meeting Minutes Mr. Milani, Mr. Comeau, and Mr. McCusker left the meeting at 9:28 pm. Signature Date _..71Page _.._..._. ._ ........... _..........__ .._. __.. . . MBC Meeting Minutes May 4, 2017