Town of Holden
Public Safety Building Committee
Meeting Minutes
December 22, 2008
9AM Starbard Building
Present: Chairman Chris Lucchesi, Karl Makela, Richard Bates, Robert Beck, Brian Forts, David Ellis, David White (arrived 9:50AM)
Absent: Mary Ryan, Peter Liddy, George Sherrill, Jack Chandler, Hal Lane
Others Present: Paul McAndrew, Kaestle Boos Associates, Gary Kaczmarek, Clerk of the Works, Robert Para, Jr. Lamoureux Pagano Associates, Elizabeth Helder, Recording Secretary
Others Absent: Michael McKeon, Kaestle Boos Associates, Todd Costa, Kaestle Boos Associates, Corrine Sienna, Kaestle Boos Associates, Ken Costello, Kaestle Boos Associates, Mike Pagano, Lamoureux Pagano Associates
The Chairman called the meeting to order at 9:00AM.
Public Comment
No one from the public addressed the Committee.
Comments from the Chairman
Announced that Committee member Hal Lane has been moved to ex-officio status. The Manager appointed David Ellis to the Committee to fill the vacancy. The Committee reviewed a 2009 meeting schedule and an updated Project Schedule from KBA. The Chairman asked that Committee members keep the 1st and 3rd Wednesday's open for regularly scheduled meetings and the second Wednesday open for additional meetings as needed.
Pre-Qualification Update
Gary Kaczmarek updated the Committee on the contractor prequalification process. Due to the recent weather, the completion date of January 15th will probably have to be moved forward. Contractor credit reference checks are ongoing. The Pre-Qualification Team will have a meeting on 12/22 and will update the Chairman regarding how much work remains.
The Committee met on December 3, 2008 and is winding down the process. They are currently evaluating ownership, references, and financial status of the contractors. The prequalification process anticipates being finished by early January 2009. Re-bid for elevator, tile and resilient flooring contractors received the same number of applicants. Mr. Kaczmarek said that he received verbal approval from the office that wrote the pre-qualification regulations. Since the re-bid solicited the same contractors, they can be considered qualified and evaluated under the prequalification process. Brian Forts requested that Mr. Kaczmarek receive written approval of these contractors' status from the regulation office.
Architect's Report
Mr. McAndrew provided a project update to the Committee. Equipment schedule will be presented to the Committee for reveiw. Electrical estmate came in as follows: Base electrical (+100K), communications and security (-15K & -20K) - on track with the DD estimate. This is the only estimate number KBA has received to date. Looking for Committees comments on CD package. Due to the holidays and the weather, the CD package print date of January 9th will need to be moved forward to January 23rd. Bid period might need to be shifted as well. Mr. McAndrew to advise further. Cost estimates will be presented to Committee at January 7th meeting. Mr. Para concurred that the bid documents should go out in their best form.
Mr. Beck asked what pushed the base electrical estimate up by 100K? Other information was included in the CD phase that was unknown in the DD phase.
Site borings found additional materials that should not be there and further tests are required. DPW may be too busy to conduct work and the work might have to be contracted out. Committee agreed that it was important not to wait two weeks for the DPW and delay the project further. Mr. Kaczmarek to solicit bids.
Motion by Brian Forts, seconded by Rick Bates, it was UNANIMOUSLY VOTED TO DIRECT MR. KACZMAREK TO APPROACH THE DPW FIRST AND THEN SOLICIT CONTRACTOR BIDS UP TO 4K TO CONDUCT TEST BORINGS.
Geothermal drilling bids came in 24K higher than expected. Skilling & Sons Drilling Co. was the low bidder at 73K. Skilling has completed large-scale projects before. WV Engineer recommends them. Town Manager's signature is required in order to start the process. Mr. Para will write a letter of intent to Skilling and Sons to start the process.
Motion by Brian Forts, seconded by Karl Makela, it was UNANIMOUSLY VOTED TO PROCEED WITH SKILLING AND SONS TO DRILL THE GEOTHERMAL WELLS.
Boiler replacement project bids came in higher than anticipated. Low bidder was Renaud HVAC at 43K. Mr. Para said that he is familiar with all of the contractors on the bid list and felt that they were competitive bids. Mr. Para requested that WV Engineering review the bid, but recommended that the committee proceed with the letter of intent for Renaud HVAC.
Motion by Brian Forts, seconded by Rick Bates, it was UNANIMOUSLY VOTED TO PROCEED WITH RENAUD HVAC FOR THE BOILER REPLACEMENT.
Removal of the existing boiler and asbestos removal is separate.
Dave White arrived at 9:50AM.
KBA held a Team Meeting on December 10th. Unsuitable soils have been discovered 20ft. down on the site. Dr. Welti reviewing information to formulate a recommendation. The committee discussed the process to "cut out" the unsuitable soil. Early estimates indicate tha there are 6,000 cubic yards of soil to excavate and replace. Estimated at $47 per cubic yard = $282,000. Sheeting and shoring for existing building 232,000 cu. Yards or approximately $600,000 of additional cost to the project.
Mr. McAndrew suggested that an optional "geo-pier" footings system would only cost $220,000. More information to follow.
Mr. Beck commented that the Committee knew that the site was "full of crap" and expressed concerns regarding the conditions of the property early on. Why did KBA not factor this into the estimate?
Dave White commented that yes, the committee knew this and still proceeded with choosing this site. This site selection ultimately saved the project 1.2M because there was not a land purchase. Should committee re-visit removing the car port from the base bid and place it as an add alternate in order to save 100K. Easy to define and remove from the plans if necessary.
Mr. McAndrew recommended that the Committee wait another week to receive more information. He said that there was a line item in the DD for the removal of 3000 cubic yards of poor soil.
Mr. Para said he would like to review Ddr. Welti's comments and recommendation before making a decision.
Proprietary Items discussion was postponed until January 7, 2009 meeting.
Mr. McAndrew provided a Mass Highway Determination Update.
Site line issue is still being discussed with traffic engineer and Ken Costello.
First Responder Parking and granite signage: originally, Mass Highway determined that these requests would be ok, then were later determined were not allowed by Mass Highway. However, after revisiting the items, Mass Highway has approved both items. Other outstanding items are being managed.
Mr. Para said that traffic issues during construction are still outstanding.
Project Management Report and Update
Mr. Para reviewed a schedule/summary of Open Issues with the Committee.
Anchor bolts and templates have arrived for the Communications Tower. However, the plans have not arrived.
LPA has submitted a Commissioning Agent proposal to the Town Manager. Agent will need to sit down with KBA to review schedule.
Peer Review - structural proposal was sent to Town Manager.
Mr. Para recommended have the Traffic Engineering Consultant meet with DPW Director Jim Shuris to move the Mass Highway process along.
Mr. Kaczmarek said that the initial tree removal had been postponed due to ice-storm. Contractor will remove after the holidays. All surface trees within Mass Highway Line will be removed after a Tree Removal Public Hearing. Discussed whether to have all trees removed at once by the contractor. KBA to follow-up with the tree removal/public hearing process. Mr. Kaczmarek to solicit another quote from the contractor.
New Business
Future Meetings: January 7, 2009 and January 21, 2009.
January 7th meeting to discuss proprietary items and cost estimates.
Treasury Business
Mr. Makela presented bills for signature and payment.
Public Comment
No one came forward to address the Committee.
Adjournment
Motion by Bob Beck, seconded by Karl Makela, it was UNANIMOUSLY VOTED TO ADJOURN THE DECEMBER 22, 2008 MEETING AT 10:30AM.
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