Town of Holden
Public Safety Building Committee
Meeting Minutes
November 5, 2008
6PM HMLD Building
Present: Chairman Chris Lucchesi, Karl Makela, George Sherrill, David White, Richard Bates, Peter Liddy, Mary Ryan, Robert Beck
Absent: Hal Lane, Brian Forts, Jack Chandler
Others Present: Paul McAndrew, Kaestle Boos Associates, Gary Kaczmarek, Clerk of the Works, Robert Para, Jr. Lamoureux Pagano Associates, Mike Pagano, 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, Wayne Whippie, WV Engineering, David Dill, WV Engineering
The Chairman called the meeting to order at 6:00PM.
Public Comment
No one from the public address the Committee.
Prequalification Process
Committee member Dave White provided the Committee with an update on the contractor prequalification process. The Town Manager’s office reports there have been many inquiries in the project. Proposals are due in November 10, 2008. Contractors will be evaluated and qualified based on a point-based rating system.
Project Management Report and Update
Mr. Para said that he is working on the removal of the Main Street house through use of the DPW employees. In-house removal will save the project money. House asbestos contract bids are ongoing. Bids are due 11/10/08. Asbestos removal is expected the first week of December. Fire Department training scheduled for mid-December. Then DPW will then demolish house by year-end.
Existing Fire Station boiler needs to be replaced. Specs are currently being drawn by KBA. Mr. Para will advertise for a bid in the Central Register on 11/11/08. Mr. Para will get prevailing wage rate quotes for the boiler and the asbestos removal. Asbestos removal, boiler removal, and installation will be advertised as a package.
Mr. Para to send tower installation specifications to KBA for drawings.
WV Engineering is developing temporary power plans.
Mr. Para outlined the scope of duties and benefits in hiring a Commissioning Agent (CA). A CA provides documented confirmation that building systems function according to criteria set forth in the project documents to satisfy the owner’s operational needs. A CA provides extra insurance that the building is running efficiently and properly. Estimated cost to hire is 30K-40K. Mr. Para recommended hiring a CA. Ms. Ryan and Mr. White both recommended that the project use the expertise of a CA. Ultimately, the General Contractor (GC) is responsible for the final building project. The Committee directed LPA to hire a CA to oversee the project. LPA will draft a RFQ to advertise the CA as an extension of its services.
Mr. Beck expressed concern that the CA did not have any accountability in the project. Mr. Pagano assured the Committee that the CA has both accountability and liability to the project. Mr. Kaczmarek said that the CA does physical tests to double-check the General Contractor’s work.
Mr. Para provided the Committee with an update on the geothermal test wells. KBA will direct LPA where the two standing column wells should be drilled. KBA has determined that the wells will be in the island between the two parking lots. This is the best location that is closest to the building. The test wells will be the permanent wells. Three quotes have seen solicited from drilling contractors (23K, 24K, and 25K per well). Mr. Para confirmed that for assurance and information purposes, it is best to drill the wells now. What if Committee waits for GC to drill and there is no water? KBA said that they have had studies done and this is where the water is predicted to be. There was a consensus with the Committee to drill both wells now. Mr. McAndrew reported that WV Engineering is working
on the specifications. Dave White said that because the job will be over 25K, the drilling job must go out to bid. WV needs to be pushed to finish the specs quickly. The Committee agreed to advertise for the geothermal drilling in the 11/11/08 Central Register. Drilling will not begin until just before Christmas. It was agreed to advertise for two 1200ft. wells and a quote per foot to drill beyond 1200ft.
Mr. Para informed the Committee that an underground concrete tank would be installed to house bleed water for the wells. This non-potable water will be used by the Departments for washing vehicles.
Fire Department/West-Net System discussion. The Fire Department has determined that a system designed and bid out by KBA would not meet the requirements that the FD needs. Firefighter Andy Miller is currently looking into other alternative systems that may be cheaper. Chief Chandler to provide further feedback to the Committee.
Dave White commented that he wants to have a tight requisition process in order have a clean, streamlined process to pay contractors. Mr. White directed KBA to ensure that GC specifications include an Owners trailer that should be used for weekly contractor meetings. An appropriately sized trailer should provided in order to conduct meetings.
Mr. Kaczmarek reported that he has engaged in discussion with the Building Inspector regarding permits for the house demolition.
The Committee determined that it is KBA’s responsibility to certify the requisitions. Mr. McAndrew said that along with Mr. Kaczmarek’s input, they would certify that the contractor has completed the work during the building process to KBA’s satisfaction.
The Committee discussed progress with Mass Highway. Chairman Lucchesi reported that there have been some roadblocks from Mass Highway and that the Town Manager’s office has become involved in expediting answers and progress.
Architect’s Report
Paul McAndrew reviewed the Architect’s Report. The Project Management Team will attend KBA’s next Project Team meeting in December. Mr. McAndrew has met with Growth Management Director to discuss Code related items. KBA and WV are scheduled to meet with Fire and Police Departments in mid-November for project review update. Mr. Kaczmarek to attend.
Mr. White said that Fire and Police Department should review specific items related to their services.
Fixture decisions should be presented to the Committee. Mr. Para suggested that the fixture choices can be presented to the Chiefs and their suggestions are passed down to the Committee for design consideration as an agenda item.
Mr. McAndrew said that 90% of the CD completion phase is scheduled for December 5th. Mr. Para said he would like to review specifications at the 50% completion phase and receive progress prints for Mr. Kaczmarek. KBA will send these items to Mr. Para after November 17th.
Mr. McAndrew presented exterior materials options and elevation materials drawings.
South elevation options from the First Responder apron were discussion. Option A includes a 14-foot concrete retaining wall and two windows in the dispatch room. Options B and C include varying degrees of sloped elevations and the elimination of the windows in the dispatch room. The Committee directed KBA to pursue Option C. Mr. McAndrew presented brick and siding options, fiberglass window samples, simulated slate asphalt shingles, and split-faced rock/cast stone foundation samples. Mr. Pagano said that LPA would research other window options/manufacturers.
Mr. White suggested that a smooth block with the completion date of the building be inserted into the foundation.
Mr. McAndrew presented a cost savings linoleum alternative for the wet area locker room floors.
Mr. Kaczmarek cautioned against installing the linoleum, as it is not a durable, long-term option. The Committee directed KBA to pursue the poured resin option for the locker room floors.
The Committee reviewed a concept of a double-sided Fire/Police sign for the front of the building. The sign will also be presented to Growth Management Director Dennis Lipka for his input. Mr. White said he did not think the sign has enough vertical height for travelers to recognize. Chief Sherrill said the sign should not be too high to block the emergency vehicles' line of sight. The Chairman said he would like Chief Chandler’s opinion to adding “EMS” after Fire on the sign. Mr. Para cautioned the use of a freestanding masonry unit. The sign will be lit with a flush mount system.
The Committee conducted a discussion of lighting for the flagpole(s). Dave White said he did not want a stem-mounted spotlight sticking out of the ground to illuminate the flagpole. He said he would like a flush mount, in ground illumination system. The flags are worth lighting properly.
Treasury Business
Committee signed bills for payment. Mr. Makela handed out a spreadsheet outlining expenditures to date.
Adjournment
Motion by Dave White, seconded by Rick Bates, it was UNANIMOUSLY VOTED ADJOURN THE NOVEMBER 5, 2008 MEETING AT 8:10PM.
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