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HomeMy WebLinkAboutMBC 02/02/2017Municipal Building Committee Meeting Minutes February 2, 2017 Present: RECEIVED CLERKS OFF ICE Chris Paquin, Chairman WAIN Bob Barry, Vice -Chairman Iola FEB _5 A tl: 55 Doug Annino, Member Maureen Doherty, Memberr�FjS IELL�. 51�C;�lIJSE1�S Evan Epstein, Member Neal Boldrighini, Associate Member Mark Cook, Associate Member Ron Sellon, Associate Member Also Present: Mike Ahern, OPM/Public Buildings GregJoynt, KBA Joe Milani, KBA Jim Puleo, Deputy Fire Chief Minutes Clerk: Carrie Champagne Chairman Paquin opened the meeting at 7:03pm, noting a quorum is present. 1. Review of Project Schedule, Schedule of Values and Meeting Minutes of Site Construction Meeting for new DPW -Public Safety Facility Review of Project Schedule: Chairman Paquin stated the occupancy date for the DPW building has moved from October to December 2017. This impacts Mr. Cook and his crew who need to move equipment and be ready for a storm that could occur this time of year. Chairman Paquin would like explanation of how that date floated and if the committee thinks that the date poses a problem. Mr. Milani stated the garage portion of the DPW building has an occupancy date of November 17th and the office staff follows on December 15th and Mr. Ahern confirmed those dates. Site work scheduled for March has already begun ahead of schedule, due to good weather. Chairman Paquin asked if Mr. Milani saw any inherent problems of not having the project completed on time, stating that bathrooms and breakrooms are needed, and if any portion would be an early turnover. Mr. Milani stated that there will be a division line between occupied and non -occupied space in order for the inspector to give occupancy of the garage portion of the building. There will be bathrooms available on the garage side and staff would not have to walk through a construction area to get to them. Mr. Joynt stated that demo of the existing garage is scheduled for March and the float time is built into the schedule to take into account any bad weather that may occur from December to March. Mr. Boldrighini questioned why there is a two month float in the schedule. Mr. Milani answered that two years ago there were subzero temperatures and three feet of snow that prevented any work from happening. This schedule provides a worst case scenario and they are accounting for winter conditions that prevent them from working. The contractor has 32 months to complete the project for June 2019 and must complete the DPW garage by November 15th, it has to be done by that date; it is not a float date. MBC Meeting Minutes February 2, 2017 Mr. Annino questioned what the finance charges are on two months and stated it is substantial. Mr. Milani stated there are more profits for the contractor to earn if he can finish the project early. This schedule is to show that they can finish the project within the project dates. If they can finish early they will. Mr. Annino stated he would like a realistic schedule, without fluff. This project is going really slow and he is not impressed with the progress to date. He added that there has not been a lot of activity, they are waiting for reactions and the metal building to arrive and then extra time built in to the schedule, is cause for concern. Chairman Paquin stated the fully executed contract was delivered in October, and it took a long time to get this schedule. He understands this project is a phased delivery, but there are not many finishes in the garage area and minor finishes in the office. The committee does not want a contractor to come back saying they need extra money or time to complete. Chairman Paquin emphasized that the DPW department needs to occupy this building by November. The discussion moved to referencing the requisitions. Chairman Paquin also commented that requisition amounts seem high; the schedule of values had a typo and referenced another project, and stated that all the details have to be right. Mr. Milani stated he and Mr. Ahern were in agreement and assumed the information was forwarded on. Chairman Paquin confirmed the information was passed on, however due to open meeting laws the committee cannot deliberate outside of a public meeting. Chairman Paquin stated that there are lots of people looking at this project and the building committee is responsible for making sure it is done on time and does not drag on. Mr. Ahern does not see this project dragging on. Mr. Milani stated that the first couple of months on site for projects do go slower. Mr. Joynt stated the contractor is held to the schedule and cannot apply for extra submissions for overtime even if delayed due to weather, unless it is a change order requested by the building committee. Chairman Paquin stated that Boston Building should be at this meeting to further explain the schedule. Mr. Barry suggested a special meeting to be scheduled with the contractor to discuss the schedule and the questions the committee has. Mr. Barry stated we have less than a year for this project to be done, but it seems to be early to be too concerned. Ms. Doherty stated that that the committee can't dictate means or methods to a contractor. The contractor has 32 months to complete the project. She noted that the Town of Sharon lost in arbitration as an example of what not to do. Mr. Annino stated that this is not dictation of means and methods; it is gaps in the schedule that are concerning. As a building committee representing the town it is our responsibility to question the schedule. Ms. Doherty asked why this time of year was chosen to bid, right before winter. Chairman Paquin answered the committee took advantage of special pricing that was out there at the time. Ms. Doherty then asked about contract management and if there is a problem what happens and what steps does the committee take. Mr. Milani stated that in this case Mr. Ahern as the OPM is the representative to the contractor and can address any concerns to the contractor. The building committee can act on things, but correspondence should come from Mr. Ahern. Ms. Doherty also stated at the last Selectman meeting that the Town Manager, Mr. Ross, announced that the DPW department will be moving in the new building in October, which may cause perception issues. 2 i P age MBC Meeting Minutes February 2, 2 0 1 7 Mr. Boldrighini questioned if the office staff of the DPW department could move to the water department to begin demolition a month earlier. Mr. Cook said that it could be a possibility and would do that to help speed up the project if needed. Mr. Ahern stated that the building phase can also accelerate and time can be gained. Mr. Barry suggested that it is too early to offer this plan and that we can revisit this idea in six months. Mr. Annino disagreed with Mr. Barry and stated that we should not wait until the last minute, and that the earlier these ideas are discussed the better, to allow Mr. Cook to think about them, since it affects his department. It is important to not lose sight of any possible ideas. Mr. Milani stated he will get a revised schedule every month. Mr. Barry stated that we are looking at a 10/31/16 schedule and have not received an updated schedule and it is now January 30th. Mr. Ahern has documentation of his request for an updated schedule, but it has not been received. Mr. Boldrighini asked Mr. Cook what his logistics are for the move and how he is planning to do it. He would like to meet and talk about the plans so he can begin planning for the public safety facility move. Comment: Chairman Paquin wants to schedule a meeting within next two weeks with Boston Building to answer questions specifically on the schedule. Mr. Ahern will get a few possible dates tomorrow. Schedule of Values: Chairman Paquin shared some general comments about the schedule of values, some of the values are close and others appear generous. He also noted there are typographical errors that make him question the schedule of values and the need to look more closely at the documents. Mr. Milani stated that when there is a requisition there will be vacant spaces that carry. For example the roofer has to fill his entire SOV before he can bill. Chairman Paquin reminded the committee that the process is reviewed by Mr. Ahern and Mr. Milani. Mr. Ahern stated that the focus is on site work and all were in agreement. Mr. Annino asked for a list of the subcontractors from the second page of the general bid. Chairman Paquin asked Mr. Ahern to resend the list to the entire committee. Chairman Paquin introduced the subject of stored materials, recognizing that it had not been discussed as a committee previously. Mr. Milani stated there are stored materials in the contract. He explained there is a lengthy process involving a certificate of insurance that has to be specific to the materials of this project. The contract includes cost to cover travel to witness and verify the materials. Materials must be labeled specifically to the Town of Mansfield and stored appropriately and segregated from other materials for another project. Ms. Doherty asked when the warranties start. Mr. Milani answered that they start at the substantial completion date and all warranties will start at the same time. There will be warranties that start at the completion of the DPW building and then another set that start at the completion of the public safety building. Job Meeting Minutes from Kaestle Boos: Weekly meetings are held at 9am on Thursdays. Mr. Paquin attended the first one but was not able to attend the last two meetings. Ms. Doherty asked if the meeting could be held earlier, she suggests that at least one person from the building committee should be present at these weekly meetings. Mr. Annino and Ms. Doherty discussed alternating attendance, if the meetings were at 7am. 3i Page MBC Meeting Minutes February 2, 2017 Chairman Paquin asked if there was any discussion on the Kaestle Boos meeting minutes or the schedule of values, and the committee had none. Mr. Epstein asked how the change orders are proposed and processed. Mr. Milani stated that the proposed request is sent to Mr. Ahern if under a certain dollar value. He can process and keep the contract going. Chairman Paquin requested that if a department head has a change that it goes through the building committee. Mr. Milani explained that CCD's are different and if a decision is required quickly to allow work to continue, the architect and Mr. Ahern can issue the CCD allowing continued work. The cost is worked out after, and then put into a change order. Chairman Paquin asked for an explanation of PCO 3. Mr. Joynt stated that during design of the OSG structure chambers used for the storm water system were questioned. When the addendum was issued the engineer was able to reduce the chamber sizes resulting in a lower cost. Mr. Milani stated that PCO 4 unit price per hour to remove the ledge that was encountered. Mr. Annino asked if Mr. Ahern was keeping track of the hours of the equipment used. Mr. Ahern has been keeping a log of hours and yards being removed. Chairman Paquin asked if the change order proposal log was in the electronic packet. Mr. Ahern stated it was on page 79. Mr. Ahern confirmed that the credit was from the switch of plastic piping for sewer lines. Mr. Joynt noted that all of these documents are live on the submittal exchange for viewing. Mr. Ahern confirmed that he does not anticipate any delays in regards to the two week look ahead schedule. Chairman Paquin hopes that no more ledge is encountered as site work continues. 2. Owner's Project Manager, Architect & General Contractor Project Update Report, Schedule & Project Milestone Discussions. Discussion of Outstanding Submittals, RFI's & Proposed Change Orders -Credit Logs. Review of Two Week Construction Look -Ahead Schedule OMP Update Report: Mr. Ahern anticipates the drainage should be done and the front recharge area by next week. Majority of the sewer lines are in. The pole hearing went well for Verizon, temporary electric has been installed, and the gas company is set for mid-March. He also stated that they are waiting to hear from the light department as to when Verizon will actually be out to set the poles. Mr. Annino asked about the subsurface work and who is inspecting it. Mr. Ahern answered that he is and Mr. Rick Alves, Town Engineer inspects once or twice a day. Pictures are in the daily progress report. Ms. Doherty asked about visitors to the job site. Mr. Ahern stated there is a visitor log kept and you will see it appear on the daily progress report if there are visitors that day. Mr. Ahern asked for approval to purchase generator sets that is on the bid list. Ms. Doherty asked where the bid is from and Mr. Ahern answered NJPA. The quote is within our budgeted amount. Mr. Ahern also needs approval to purchase an Ari Hetra or equivalent 75,000 pound garage floor lift. It is recessed into the slab and the contractor will need the specs and data soon. The lead time on it is twelve weeks. The initial quote is over budget at $99,000 and only $83,000 was budgeted. Chairman Paquin asked if we approve and order will it be delivered and then will we have to store it. Mr. Ahern confirmed they would be stored by the vendor. Ms. Doherty asked if they were natural gas generators. Mr. Ahern answered they are diesel and hold 1900 gallons of fuel and run 72 hours. He further mentioned that natural gas generators cost more and are not as reliable. For example, if there was an earthquake and there was a break in the natural gas M BC Meeting Minutes February 2, 2 0 1 7 line it would cause a disruption in power. Mr. Ahern confirmed we are buying early because of early lead time, and need concrete pads poured and transfer switches for the electrical engineer. Mr. Ahern commented that earth inspections have been done. The contractor is doing a great job with compactors and he has no doubt about those areas. Mr. Ahern thinks the schedule is okay as it is. The ledge that needed to be removed costs $263 per hour, but our town price is $250 per hour. The contractor owns the removal of the ledge. Mr. Annino also remarked that this is an excellent price. Mr. Ahern asked if we should post the two week look ahead to the website for the project. Chairman Paquin suggests waiting until there are critical milestones and key in on those for the website. Mr. Annino asked if the lift is recessed in the floor and if there is an additional cost of doing so. Mr. Ahern confirmed it is part of contractor's deal. Before taking a vote, Mr. Ahern restated that the purchase of the lift is $99,000 which includes lift, labor, installation and testing. It was only budgeted at $83,000. Mr. Ahern does not have another vendor at this time, but has asked for a better price from the supplier. Ms. Doherty stated she will need the front page of contract, so that it is procured correctly. Mr. Ahern confirmed that he expects to save money on the generator purchase and that will help with the increased cost of the lift. Ms. Doherty asked that these items be in the packet for prior review before the meeting. Mr. Ahern stated that they are included in the OPM update he prepares, so the committee can review prior to the meeting. Mr. Ahern suggested numbering the agenda items and coordinate to numbers in the electronic packet. Ms. Doherty asked Ms. Champagne to work with Ms. Whalen to organize the daily progress reports into folders that expand by date to make navigation in the electronic packet easier for committee members. Motion: To give OPM, Mike Ahern, permission to purchase generator sets for lowest practical bid grant and permission to purchase Hetra 75,000 pound garage floor lift or equivalent list provided it is within $95,000. No discussion. (Annino/Doherty) Passes Unanimous 7:0 Construction Sign Discussion: Ms. Doherty stated that all members should be alphabetically listed after the chair and vice -chair. Suggestion was made to make Bryan Young listed as a former member, but not remove his name from the sign. Mr. Annino stated there should be a town seal and the architect and builders logos should be smaller at the bottom. Mr. Sellon stated the Town of Mansfield is not in the correct font and it needs to be branded correctly. Mr. Ahern stated his OPM report has the correct logo and font. Ms. Doherty would like the words alternative member replaced with associate member. Discussion was also made that the fire and police chiefs should have the word chief in front of their names and to add middle initials. 3. Review and Discussion of Construction Budget Updated with Prior Invoices Ms. Doherty supplied two handouts not including in the electronic packet: -Summary Budget Report (Given out at Meeting not in Packet) -Town of Mansfield -Expenditure Budget Report Ms. Doherty stated that her budget ties out with Mr. Stanbrook's budget. An item that is not correctly matching is Mr. Ahern's salary for the project. The project is paying for 90% of his salary $1670.80/week and 10% paid from the operating budget. Consistently have been charged $1792.46/week, giving a delta of $288.74/week. Mr. Ahern was unaware of this and will speak with Mr. Lee Azinheira to find out why the amounts differ. Mr. Peter MacDougall's salary is also is $79.66/week over what was budgeted. Chairman Paquin stated these amounts should be credited back to our budget once it is resolved. Si Page MBC Meeting Minutes February 2, 2 0 1 7 4. Review and Approval of Invoices to Date for the DPW -Public Safety Facility Projects Refer to the Summary of Invoices on page 160 of the electronic packet. Aggregate Industries: $2818.20 (follow up from last month part of temporary access on West side) Comcast: $125.83 (Monthly Internet) KBA:$17,784 BBB Application #1: $259,816 (bonding) BBB Application #2: $960,896 (not in correctly, need to modify before payment) Total Amount: $1,211,440.03 Mr. Ahern reviewed the invoices with Mr. Milani and agreed on the amounts. Ms. Doherty confirmed contractors need to be paid within 15 days. Mr. Ahern has copies of the contractor bonds and proof of payment and recommends paying them tonight. Motion: To approve payment of the following invoices: Aggregate Industries $2818.20, Comcast: $125.83, BBB Application #1: $259,816 includes bonds of the project, and KBA: $17,784. (Annino/Barry) Passes Unanimous 7:0 Comment: Chairman Paquin stated there is an additional application from BBB #2 that is dated for February 2, 2017 for additional insurance and bonds that they received. Mr. Joynt confirmed it is material and labor on revision 3. No discussion by the committee on this and Chairman Paquin recommends a motion is made to pay this requisition. Motion: To approve BBB Application #2 in the amount of $671,081(Annino/Epstein) Passes Unanimous 7:0 5. Review and Approval of Previous Meeting Minutes Chairman Paquin stated the copies of the minutes start on page 192 of the packet found online and go through the last meeting in January prepared by Ms. Whalen. He would like to divert this as an agenda item for the next meeting to allow time for the committee to review. Motion: To take approval of meeting minutes to the next committee meeting. (Paquin/Annino) Passes Unanimous 7:0 6. Old/New Committee Business No discussion. No Comments. Motion: To adjourn MBC meeting of February 2, 2017 at 9:03pm. (Annino/Cook) Passes 7:0 6 1 P a g e MBC Meeting Minutes February 2, 2 0 1 7 Documents presented at this meeting include: Project Schedule Schedule of Values Kaestle Boos Job Meeting Notes (Meetings 1-3) Kaestle Boos Architect's Report 2/2/17 OPM Update 2/2/17 prepared by Michael Ahern Construction Job Site Sign Draft Construction Update 2/1/17 Daily Progress Report 1/16/17-1/30/17 Project Log Submittals Requisition No.2 Intersection Improvement Plans Town of Mansfield Expenditure Budget Report Summary Budget Report Signature Date 71 P a g e M BC Meeting Minutes February 2, 2 0 1 7