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HomeMy WebLinkAboutMBC 02/28/2018Municipal Building Committee Meeting; Minutes February 28, 2018 RECEIVED TO1' N CLERKS OFFICE Location: MBC Meeting Room 3rd Floor Town Hall 6:00 Zola p1VI u A 9' 10 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Doug Annino, Member Evan Epstein, Member Maureen Doherty, Member Mark Cook, Associate Member Neal Boldrighini, Associate Member Ron Sellon, Associate Member Also Present: Mike Ahern, OPM/Public Buildings Lee Azinheira, DPW Director James Puleo, FD Joe Milani, KBA Mike McKeon, KBA Minutes Clerk: Christopher P. Walsh Mr. Paquin called meeting to order at 6:00 pm. 1. Committee meeting minutes for approval - 2.1.18 t-IA04SHELD Mrs. Doherty wanted to revise items 10 and 14 by including her changes. Mr. Paquin did not have an issue with the changes to item 10, but expressed there was a difference in interpretation over item 14. The committee came to a consensus on implementing her changes to item 14. Motion: Implement Mrs. Doherty's changes to items 10 and 14 on last month's meeting minutes (Doherty/Paquin; Barry abstained). Vote is 6-0-1 Motion (later in the night after Boldrighini & Sellon's departures): Clarification to accept meeting minutes with Mrs. Doherty's changes. Move to approve the 2.1.18 minutes including Mrs. Doherty's changes (Annino/Paquin; Barry abstained). Vote is 5-0-1. 2. OPM report Mr. Ahern covered the following for DPW: Some Training has taken place for the DPW Building Systems. The OPM and GC Office Trailers have been moved to the lower lot. Substantial completion was completed on February 01, 2018 for the DPW aspect of phase 1. The Formal Punch List has been issued. Doors and hardware are nearly complete; final cores and keys will 11Pa g MBC Meeting Minutes February 28, 2 0 1 8 be done by the end of the month. HVAC Commissioning took place on 02/05/2018; an action item list has been issued. Mr. Ahern covered the following for public safety: Phase II Site drainage is 60% complete. Asbestos Abatement of the existing Highway Garage was finished and the Demolition contractor has completed his work. We have encountered unsuitable materials in several locations that will need to be removed. We will be tracking this item as allowances in contract and on time and material where allowances are over contract amount per language. Started excavating footings for Alternate 3 Storage Building and will pour tomorrow. Started foundation excavation for Public Safety Building. For items of discussion, Mr. Ahern mentioned needing an aerial lift for future work on the building due to building heights, this 1 lift will be necessary for both the new DPW and Public Safety buildings and can be shared. Looking at landscaping changes for phase 1 which we are working with Mr. Cook on what he wants and needs. Mr. Ahern mentioned abandoning the old section of roadway that leads to the wells and being redirected thru DPW yard as discussed with Conservation Commission during permitting process. The landscape area between the east side of the new garage and the existing access road to be abandoned has a considerable amount of fallen trees from wind storms and the like since original clearing and requests that he get a tree company to come in and clear the fallen and dead trees to clean up the area grazing the gravel road. Mr. Ahern showed pictures of the east side of the highway garage along the former well access road while discussing this. The committee agreed this should be done and the abandonment per conservation arrangements undertaken after consulting with the conservation agent. 3. Architect's update (discussion on monthly progress reports and other items; update from GGD Nitrogen System and Dry Piping System) Mr. Ahern mentioned that moving the Nitrogen System has not been made, but KBA has issued a directive. Mr. Paquin felt confident about the Nitrogen System (commissioning done) after discussion with a representative. Mr. Ahern mentioned fire alarm hasn't been fixed yet relating to the monitoring of the nitrogen system. Mr. Paquin's concern was about the nitrogen system being located outside against manufactures recommendation and its possible shortened lifespan, he was concerned about warranty issues should this fail prematurely. Mr. Milani mentioned KBA will be sending out the combined report (4 reports within a month) in email to Mr. Ahern but Mr. Annino still wanted to make changes. Mr. Milani and Mr. Ahern discussed the approach they will take for the monthly report. Mr. Ahern will forward the latest report to Mr. Annino and he will mark up and send back his suggestions. The architect's report in general covered the following: general observations about the DPW building (i.e. installed furniture), punch list (i.e. mechanical, civil, plumbing, landscape, etc.), completed work except for some items (i.e. shades and blinds, room and building signage, etc.), general observations about the public safety building (i.e. abatement and demolition work), site -work, public safety mockup panel, trades present, items to verify, and information on action required. 2 1 P a g e MSC Meeting Minutes February 28, 2 0 1 8 4. Proposed or upcoming changes/change orders/CCDs Mr. Ahern mentioned pending change order #9 and went over the varying descriptions (i.e. widening Sally Port doors, adding piping, pavement modifications, etc.) of the COPS. Change order #9 is already covered in the budget. The total cost for this change order is $73,524.00. Motion: Approve change order #9 for total amount of $73,524.00 (Paquin/Epstein). Vote is 7-0. 5. Project logs and budget This subject was not covered in particular detail, other than a comment by Mr. Paquin that they were on track with the budget items (i.e. with reference to contingencies amongst board of selectmen). Chief Boldrighini and Sellon departed at some point after the meeting with the Board of Selectmen, around 7:10 pm. 6. Monthly invoices with application for payment approved by KBA and OPM Mr. Ahern covered the monthly invoices for 3/1/18, which included the following companies: BBBC, KBA, VHB, NVS, SIGNET, HAKS, Comcast, Carousel Industries (twice), Universal Environmental Consultants, Unified Networking Solution (twice), CDW Government (twice), Automotive Distribution Specialists (ADS), Airgas (twice), Handy Div. Of Janco Ind, Snap-On, Tools -Plus, Uline, ImagesDV, Woodard & Curran, and Columbia Gas (with small change to the total — reimbursable). The total due for these invoices was $574,739.96. Motion (later in night): Approve monthly invoices with revised total due of $574,739.96 (Paquin/Annino). Vote is 6-0. Mr. Ahern mentioned that a surplus was refunded from Verizon's utility pole relocation work and he suggested the refund should be put back in the project budget in the amount of approximately $2,800.00. 7. Updated project schedule Mr. Ahern mentioned schedule highlights for this March as included in the OPM report: • Alternate #3 Storage Building Foundation & Floor Slab. • Starting Public Safety Footings & Foundation. • DPW Final Completion — Punch List Complete. With regard to the MBC packet, the project schedule covered the timeline of the following: contract duration, phase 1 construction / DPW complex, alternate #3 building, phase 2 construction / police and fire, all phases. 8. Public safety walkway modifications - update from KBA Mr. Ahern mentioned that the current work sheets do not show heat but contained updates on stamp concrete v. normal. The committee went over the location of the flag pole on the sheets. Mr. Paquin asked if there has to be any final tweaking. Mr. Ahern requested a small tweak and to send in a price request. 3 1 P a g e MBC Meeting Minutes February 28, 2 0 1 8 9. PR Request update from KBA for fire department requested chemical epoxy flooring system This subject was not covered extensively and was tabled to the next meeting. Motion: Table this to the next meeting (Bold righini/Doherty). Vote is 7-0. 10. Plan update from KBA for police department request to install single stall showers in police admin areas (concepts with estimated costs attached) Mr. Ahern said it's still being looked at and that a PR will be issued shortly. 11. Other items for discussion related to municipal complex Mr. Paquin mentioned summarizing it in past two meetings (landscape work going, dedication project). Mr. Paquin asked if June would be too late, to which the committee said no. The committee discussed problems on getting onto the FTP server and getting copies of the MBC packets. Mr. Ahern explained that the FTP site has continuous problems and is regularly rebooted by MIS staff. MIS is aware of the issues with the FTP site. 12. Meeting with selectmen to provide status update Mr. Paquin mentioned the following: phase 1 DPW garage is substantially completed. Phase 2 is on schedule and right now they're working on footings and foundations. Concerning other work, site work is substantially completed. Project completion is for June of 2019 for public safety building. Project is currently on budget. We have $1.2 million left in contingencies. Mr. Paquin presented a video of the progress of the project for the board of selectmen. The Board of Selectmen asked (with replies given by Paquin and Ahern): • Are all the costs being properly charged? Mr. Paquin replied yes • What is the estimate of the overhead including heat, electric, etc.? Mr. Ahern says they've calculated gas and electric usage previously for budgeting purposes. • Are you comfortable with change orders requested? Mr. Paquin replied yes, spending around $212,000, currently. Mr. Paquin said percentage of change orders are very minor to date based on the current project cost. • Are there extra costs from soil that are unanticipated? Mr. Paquin said some of the unsuitable contaminated soil has been removed under the direction of an LSP. I'm sure other unsuitable soils may be encountered that aren't regulated and they will be dealt with thru the project budget. • Are there other sources of possible budget gain? Mr. Paquin said building we're constructing will be in use for some 30-50 years and we've got the best design for our current budget. We need to get 60-70% complete before we project final costs and contemplate the next borrowing within the original project scope budget. • When should we talk about the reuse or sale of the old fire building? This question was deferred by BOS Chairman since it was not under the MBC's purview and should be answered by the town manager. • Mr. Ahern wanted to provide clarification to the first question asked by Selectman Aptowitz regarding costs being properly charged. Mr. Ahern stated that some of the 4 1 P a g e MBC Meeting Minutes February 28, 2 0 1 8 utility relocation costs such as electric and water have been paid by those departments, which was the direction given by the previous administration. Early on in the planning stages it was discussed that these charges wouldn't be coming from the project budget and thus the project budget never had these costs included. The exception was the cost of the traffic signals, which was placed back in the project budget ($400K) at the request of the former town manager. This reduced the project contingency considerably from what was planned due to this unexpected and last minute change. There was a lengthy discussion about the intersection and changes needing to be considered in response to complaints received by Town Manager Dumas. Mr. Ahern stated that he has a meeting shortly with VHB to discuss possible changes in the intersection layout. BOS had no further questions for Chairman Paquin and the MBC. The committee left the BOS meeting and resumed their meeting. 13. Mr. Barry asked about cost to taxpayers for change orders on an incremental cost What percentage per dollar or hundred dollars is spent against extras and how does this equate to their tax bill. 14. Mrs. Doherty's request to change meeting time and committee discussion for meeting times and dates. Mrs. Doherty said 7:30 works for her schedule and does not foresee any changes, and that most other nights are busy for her including Wednesdays. Mr. Paquin preferred earlier start to the meetings and changing the day was ok with him. The consensus of the committee was to keep the meetings on Thursday and change the time to 7:30 PM start. Motion (later in night): Change meeting time on same day for MBC meetings from 7:00 to 7:30 pm (Paquin/Annino). Vote is 6-0. 15. Old/new business None 16. Adjourn Motion: Adjourn the February 28, 2018 meeting (Paquin/Annino) at 9:45 pm. Vote is 6-0 Signature 5 1 P a g e MBC Meeting Minutes February 28, 2 0 1 8 Date