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HomeMy WebLinkAboutMBC 06/07/2018Municipal Building Committee Meeting Minutes June 7, 2018 Present: Chris Paquin, Chairman Bob Barry, Vice -Chairman Maureen Doherty, Member, arrived at 7:48PM Evan Epstein, Member Doug Annino, Member Mark Cook, Associate Member Also Present: Mike Ahern, OPM/Public Buildings RECEIVED TOV101A CLERKS OFFICE 2016 JUN 2b P 12: 05 i";IjSrfE! D M.n,s [ c,t4USETTS Kevin Dumas, Town Manager James Puleo, Deputy Fire Chief Ed Donoghue, Assistant Superintendent of Finance & Operations MPS Matt Jacques, Director of Facilities and Custodial Services MPS Philip Belanger, OPM Group Watermark Not Present: Chief Sellon, Associate Member Chief Boldrighini, Associate Member Minutes Clerk: No meeting minutes Clerk was present and these minutes are from members that took notes. Mr. Paquin noted quorum present, opening the meeting at 7:33 pm. Mr. Paquin took new business out of order to allow Mr. Dumas to speak on behalf of a message from the selectman's meeting held on June 06, 2018. Mr. Dumas, explained the Board of Selectmen have requested, thru a vote at their recent meeting, that no owner requested change orders are to be entertained by the MBC moving forward. Mr. Dumas explained that the budget is unclear until the project is further along and that monies should only be used to pay for unexpected site and building costs and not owner requested items. Mr. Barry questioned Mr. Dumas and specifically asked if everything in the present spreadsheet, which is part of this month's packet prepared by Mr. Ahern, is included in this directive and Mr. Dumas stated everything accounted for on the spreadsheet as of today is ok, but to hold off on everything else moving forward. Presently, according to Mr. Ahern's spreadsheet there is approximately $113,000.00 left in the contingency line item. Mr. Paquin asked if a letter would be coming from the Board of Selectman stating their request and vote on this subject matter. Mr. Dumas stated he would forward a letter soon that could be given to the members as a record. Mr. Ahern asked Mr. Dumas if he could look at the color examples that he received from Mr. Puleo that are examples of epoxy floors for the fire apparatus bay. 1 I P a g e M BC Meeting Minutes June 6, 2 0 1 8 There are two examples and also a color chart. Mr. Dumas stated that adding an additional color or layout change shouldn't add any cost to the already approved change order which was based on one base color and accent stripes for backup lines. Mr. Annino questioned what has changed from when we approved the change order and now we are talking about adding additional colors? Mr. Dumas stated this will be a no cost change order based on his recent correspondence with KBA. Mr. Dumas will look at the color charts and get back to Mr. Ahern next week with color choices. Mr. Dumas left the meeting. 1. Update from Ed Donoghue & OPM Group (Watermark) & Architects (Baker/Wohl) Architects on High School Curtain Wall Project. Mr. Donoghue introduced Mr. Jacques and Mr. Belanger, OPM whom are working with him on this project. Mr. Donoghue explained the project, project timeline, project budget and his findings since the project was funded in the initial stage by MSBA. Mr. Donoghue stated the original project budget was set at 1.3M but after additional investigation and time that has elapsed, the project budget is set at 1.9M and he is asking for an increase to 2.1 million at the upcoming fall town meeting as a total project budget. He stated this will give the project an extra 200K over the already accounted for contingency in the detailed project estimate provided by the architect and confirmed by Mr. Belanger as accurate. Mr. Donoghue stated that more investigative work will be done looking for unknown conditions such as asbestos, PCB's, damp proofing, window glazing, calking systems and other unknown conditions that could affect the project budget. The project cost increases are generally related to the following items; HVAC work wasn't ever included, ceiling systems that presently attach to the curtain wall system have to be supported independently with a new system, asbestos flooring tiles that are close to the curtain wall system and other factors that have been discovered. Noting some costs will not be reimbursable thru MSBA, it presently looks like about $861,077.00 would be reimbursed based on today's 30% schematic design. Mr. Belanger stated that presently the project is at 30% design and a 30% design submission package is being forwarded to MSBA for approval for the next phase of work and design to begin. Mr. Donoghue stated this should be late June 2018 for this approval from MSBA and will keep the committee updated. Mr. Belanger will forward an electronic copy of the complete 30% design package to Mr. Ahern for the MBC files. Mr. Belanger stated the project once approved by MSBA is scheduled to be bid late fall 2018 with expected construction to be summer 2019 when the children are out of school. Mr. Paquin asked if the window treatments are included in the estimate and it was stated yes they are. Mr. Ahern asked if the schedule could be moved forward for bidding to try to get in the contractors bids early and Mr. Belanger said they would look at it as a possibility. Mr. Ahern also asked if there was a plan to replace some areas on existing curtain wall at grade level due to the fact cars are presently parking close to it and Mr. Belanger stated they are proposing a 2 1 P a g e M BC Meeting Minutes June 6, 2 0 1 8 concrete wall in those areas and the curtain wall would start approx. 4-5 feet above the parking lot elevation. Mrs. Doherty asked if they have considered state NRG reimbursements as an option for reimbursement based on energy efficient equipment and green communities. Mr. Donoghue stated he will continue to give updates to the committee and pass along any new information, plans, budgets, schedules, etc thru Mr. Ahern whom would pass along to the committee. Mr. Paquin stressed this is a project the committee will be fully involved in and thanked the team for coming in with the project update. 2. Committee Meeting Minutes for Approval: 2018.05.03 Mr. Paquin asked the members to review the meeting minutes and asked if there were any comments to the draft meeting minutes as submitted. Mrs. Doherty asked if both Ron and Neal could be referred to as Chief Sellon and Chief Boldrighini moving forward in the meeting minutes. This was agreed to. Motion to approve as written: (Paquin/Epstein) 4-0-2 (Cook/Annino abstain) Approved. 3. OPM Report Mr. Ahern went over the OPM report as contained within the packet. Mr. Ahern highlighted the fact that the July meeting date may need to be changed due to when it falls during the July 04 holiday weekend and the committee agreed to move the back to June 25th with a starting time of 6:00pm. Mr. Ahern explained the ongoing punch list of items at the DPW and that Weston and Sampson and KBA need to complete a back -punch to verify what is completed to date. The contractor BBBC is completing an updated punch list status report that will be forwarded shortly. Mr. Epstein and other members questioned why it is taking so long to complete this punch list. KBA and Weston and Sampson to provide update at next scheduled meeting on punch list status. Mr. Ahern also talked about the project landscaping plan for Phase 1 (DPW) and that he shared the plan prepared by KBA originally and some changes were made to this layout and plan. Mr. Annino presented a plan he prepared for phase 1, that he believed would be good for the site. The committee was generally in favor of the Mr. Annino prepared plan. Mr. Ahern stated that Mr. Annino's plan highlighted the front of the building and main entrance way and noted that they were also planning on planting trees between the light poles around the sides and rear of the building. Mr. Ahern stated an estimated budget for owner landscaping at the DPW building at 45K and that we received a deduct change order from BBBC to do the front of the DPW building. He stated that he will prepare a bid package and get it out for pricing with an estimated start of fall due to losing the planting season presently. All the raking and seeding within project limits is owned by BBBC and the town just owns the trees and plantings. 31Page MBC Meeting Minutes June 6, 2 0 1 8 Mrs. Doherty asked what the landscaping budget was and Mr. Ahern said about 120K was set aside for landscaping. The committee generally agreed to go out for pricing for landscaping to move forward. 4. Proposed or Upcoming Changes/Change Orders/CCD's Mr. Ahern discussed Change Order 012 in the amount of $3,835.00 in detail as well as COP 114, which is related to changes to be made in the evidence storage room. This COP is a $0.00 cost change order and it was explained that it was rearranging some walls to better meet the needs of the police department. This rearrangement has been reviewed by Mr. Archer whom is in agreement. Mr. Ahern stated the only cost he believes is associated with this COP is that the owner -furnished cabinets in this area will need to be larger. Motion: To approve Change Order 012. Paquin/Annino 6-0-0. Motion: To approve COP 114 Evidence Storage. Paquin/Annino. 6-0-0. Mr. Ahern explained the CCD 024 undocumented fill @ fire department apparatus bay and CCD 025 which is a grading and drainage issue at canopies for police. Mr. Ahern mentioned many of the COP's for the undocumented fill were revised and resubmitted after review by KBA and himself. 5. Project Logs and Budget Mr. Ahern went over the project budget, Contingency Log, and Change Orders to date. The Contingency Log was reviewed in detail explaining all the items and placeholders for all costs we could expect. This log is subject to change as items are added or dropped off the log. 6. Monthly Invoices w/ Application for Payment Approved by KBA and OPM Mr. Ahern went over the monthly invoices contained within the monthly packet. All invoices were agreed to except for the KBA invoice. Mr. Annino and Mr. Paquin stated they don't believe the previous discussions they had with Mr. McKeon of KBA were taken seriously and that the weekly architects reports are still not very detailed, showing incorrect information in one case and not what would be expected on a 35M project. There was allot of discussion on this item from many members and overall they agreed that KBA excels in many areas of the construction administration aspect but they are lacking on job meeting minutes and the weekly architects reports. Mr. Barry stated he believes even the weekly job meeting minutes need improvement and that we have sent them some examples with redacted information. Mrs. Doherty stated that if these items and concerns continue to not be taken seriously this can be part of the architects and engineers evaluation process through DCAMM in the future, when the committee has to review their overall job performance. 4i Page MBC Meeting Minutes June 6, 2 0 1 8 Motion: To approve invoices as submitted, but hold back 6K on KBA's invoice based on the above discussion. Paquin/Annino 6-0-0. 7. Updated Punch List Progress on DPW This item was discussed in the OPM report. 8. Public Safety Walkway Modifications —Written Update from KBA KBA provided a written update on this item and a PR has been issued for pricing. 9. PR Update on Cost Review by KBA for PD Showers- Written Update from KBA KBA provided a written update on this item and the COP was returned Revise and Resubmit whereas it appears the cost from the tile contractor had some duplicated work. It's estimated that this PR will be in the range of 13-15K and not the 20K as originally submitted. Mr. Puleo believed that the showers were off the table and no longer being pursued based on his discussions with the Chiefs. No police were present to discuss and this item is being postponed to the June 25, 2018 meeting. 10. Police Request for Crash Bollards- Written Update from KBA KBA provided a written update on this item and options. Mr. Ahern suggested in his conversations with Chief Sellon that this is an item that can be delayed until a later date to evaluate the project budget and Chief Sellon said some grants may be available for this item in the future. 11. Updated Project Schedule BBBC had promised an updated project schedule for this meeting but hasn't provided said schedule yet. Mr. Ahern believes the project is currently on schedule and will post the updated schedule when he receives it. 12. Other Items for Discussion Related to Municipal Complex None 13. Old/New Business Mr. Paquin asked how the Memorial Hall project was proceeding and Mr. Ahern said they had a pre - construction meeting recently and the contractor, Classic Construction, will be starting soon. Motion: To adjourn the June 07, 2018 meeting at 10:30pm. Annino/Barry 6-0-0. Signature G/a.:-/ice Date 5 1 P a g e MBC Meeting Minutes June 6, 2 0 1 8