TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Wednesday, March 17, 2010
356 Main Street, Farmington, NH
Selectmen Present: Chairman Paula Proulx, Gerry McCarthy, Gail Ellis, Joan Funk and Charlie King (arrived at 5:44pm).
Town Staff Present: Water/Wastewater Superintendent Dale Sprague
Public Present: Ed Leonard of Wright-Pierce
Chairman Proulx opened the meeting at 5:33pm.
1. Discussion with Wright-Pierce:
A. Ed Leonard of Wright-Pierce explained to the Selectmen that after Monday night’s meeting he contacted SUR Construction to get their response to the Board’s questions. In regards to the RIB Finished Surface Treatment and Common Borrow the Board requested confirmation from SUR as to whether there was any cost for cutting/stockpiling on-site material for use in the low lying area. SUR confirmed that there would be a cost, which is $2.74/CY. This represents a significant savings of $11,520 with a total cost estimate of $25,743. Joan Funk motioned to approve the lump sum contract price modification to implement Option 1B for RIB Finished Surface Treatment (screening on-site material) in the amount of $20,263, 2nd Gail Ellis.
Motion carried with all in favor.
Joan Funk motioned to approve the new contract unit price of $2.74/CY for cutting and stockpiling of on-site material for use in the low lying area, 2nd Gail Ellis. Motion carried with all in favor.
Joan Funk motioned to approve the use of off-site common borrow material at the Contract unit price of $10/CY for additional fill, if needed, when on-site material is depleted, 2nd Gerry McCarthy. Discussion followed in which the Board agreed they were hesitant to approve this change order without knowing exactly how much “extra” material will be needed and they would feel more comfortable having SUR come back with a true figure for approval when they know it. Motion withdrawn.
Charlie arrived at 5:44pm.
B. Ed reminded the Board that they requested he contact SUR, Apex and EnviroVantage and ask them to consider reducing their overhead and profit on this Change Order Request work. SUR, Apex and EnviroVantage all stated that they priced the project aggressively and could not reduce the project costs any lower. Ed also stated that the DES (Department of Environmental Services) do not allow change orders to include project management or on-site project superintendent time/cost as these items are considered included part of the OH & P markups. Gerry commented that he felt the mark-up is reasonable and the Board agreed.
Joan Funk motioned to approve a lump sum contract price modification of $658,739.86 as quoted in the March 12, 2010 letter from SUR Construction for the scope of work outlined in RFI WP-2/2A, 2nd Gerry McCarthy. Discussion followed in which Charlie stated he is opposed because the project should have gone through the bid process and in order to do that now it would have to be pushed back into Phase 2. Ed commented that NHDES was willing to work outside their normal parameters and allow the Town to capture the ARRA funds because of this the project has to go through as a change order. If the Board chooses not to accept the change order than the project will go back into Phase 2 and the ARRA funds will become unavailable for this portion of the project. Gail asked who is working for the Town to make sure the Town is getting the best price and Ed replied that Wright-Pierce has been trying to see to the Town’s best interest all along. Motion carried with Charlie King opposed.
C. Ed Leonard informed the Board that Rural Development (RD) stated they wanted competitively procured pre-selection so Wright-Pierce advertised and received three responses. Wright-Pierce is currently in the process of reviewing the responses and will forward a summary and recommendation to the Board soon.
Gail Ellis motioned to go in non-public session under RSA 91A.3.II. (c) and (e), 2nd Charlie King. Roll call – Paula Proulx (yes), Gerry McCarthy (yes), Charlie King (yes), Gail Ellis (yes) and Joan Funk (yes).
At 6:08pm, Joan Funk motioned to adjourn, 2nd Gerry McCarthy. Motion carried with all in favor.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman, Paula Proulx Vice-Chairman, Gail Ellis
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Gerry McCarthy Charlie King
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Joan A. Funk
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