Town of Holden
Public Safety Building Committee
Meeting Minutes
November 19, 2008
6PM HMLD Building
Present: Chairman Chris Lucchesi, Karl Makela, George Sherrill, Jack Chandler, David White, Richard Bates,
Peter Liddy, Mary Ryan, Robert Beck
Absent: Hal Lane, Brian Forts, Peter Liddy
Others Present: Michael McKeon, Kaestle Boos Associates, Gary Kaczmarek, Clerk of the Works, Robert Para, Jr. Lamoureux Pagano Associates, Elizabeth Helder, Recording Secretary
Others Absent: Paul McAndrew, Kaestle Boos Associates, Todd Costa, Kaestle Boos Associates, Corrine Sienna, Kaestle Boos Associates, Ken Costello, Kaestle Boos Associates, Mike Pagano, Lamoureux Pagano 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
Dave White updated the Committee on the contractor prequalification process. The Committee has readvertised for elevator, tile and resilient flooring contractors due to the lack of applicants. If no other contractors apply, it will be the responsibility of the GC to hire these services. Contractors and subcontractors are currently being evaluated and qualified based on a point-based rating system. The prequalification process will be completed by December 15th.
Project Management Report and Update
The Committee reviewed Building Committee report #7. Mr. Para confirmed that asbestos removal has been scheduled for November 24th-26th. Test borings and test pits were conducted on November 17th and 18th. DPW will conduct house dump asbestos removal December 1st-4th. Chief Chandler will firm up fire department training dates.
Boiler replacement is in the bid process. Bids are due on December 3rd. Replacement is scheduled for the end of December. A plan to provide temporary heat to the building is being discussed.
The abutter who expressed interest in taking the DPW stockpile as fill, now has legal concerns regarding the acceptance of material, and has refused to accept it. Mr. Kaczmarek said that he feels that the fill is clean and could be used someplace else. The stockpile is approximately 500 cubic yards of material consisting of road debris, asphalt, gravel, and concrete. Mr. Kaczmarek to brainstorm with DPW Supervisor Rich DeWitt for a solution.
KBA waiting for a firmer solution to the antenna/tower footing design. More information from Wo/Rad is expected.
Motion by Dave, White, seconded by Rick Bates, it was UNANIMOUSLY VOTED TO APPROVE THE PURCHASE OF ANTENNA BASE PLANS AND HARDWARE UP TO THIRTY-FIVE HUNDRED DOLLARS.
Mr. Kaczmarek cautioned that the cost of the antenna base might change as plans are consolidated.
Motion by Dave White, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO AUTHORIZE THE CHAIR THROUGH THE CHIEFS TO ORDER THE TOWER AS ALLOWED WITHIN THE APPROVED BUDGET.
Dave White inquired how the Committee could ensure that it is buying the newest technology available. He expressed concern that the technology would be obsolete when finally installed at the conclusion of the project. Mr. McKeon recommended using language in the final contract to stipulate that the technology will not be constructed/built until it is ready to be installed. The Nantucket Public Safety Facility used this approach.
Temporary power utilities to existing station discussion. Mr. Kaczmarek reported that the Light Department wants power utilities to be underground. The Chairman said that it was important during the planning and construction process to take town department’s (DPW, Light, etc.) requests into consideration. Mr. White said that it was also important for the department’s to make their requests/comments during the pre-bid document phase. Changes should not occur during the construction process. Underground utilities include telephone (Verizon) and fiber optics. Cable is above ground.
Mr. Kaczmarek and Mr. Para will schedule a meeting with Light Department, Cable TV and Verizon to coordinate these efforts. Wayne Whippie with WV will also be contacted for his input/review.
Mr. Para will present a report on the hiring process of a Commissioning Agent at the December 3rd meeting.
The Committee discussed the ongoing search for a Fire Department Alerting System. Research has concluded that a similar system cannot be duplicated for less money than the proposed West-Net System. Further discussion of the topic will be scheduled on the December 3rd agenda. All equipment necessary to purchase and install this type of system must be included in the budget.
KBA will forward CD drawings and specifications to LPA.
KBA to schedule and present proprietary items list/decision.
LPA/Town to schedule to solicit testing lab service proposals.
Mass Highway has requested additional information from the Traffic Engineering Consultant regarding the bidding for the signalization work and driveway/roadwork. Holden DPW Director Jim Shuris to help facilitate the process.
Architect’s Report
Mr. McKeon reviewed the approved changes to the design plans made by the Committee at its November 5th meeting.
The final fixtures, equipment and facework sign-off meeting for the Fire and Police Departments was held on November 19th.
Final KBA design review/coordination meeting will be scheduled for early December.
A meeting for a final review of the utilities will be held the second or third week of December. Mr. Para and Mr. Kaczmarek will attend this meeting.
Mr. White said he would like to have a set of final bid documents. Mr. McKeon said that half-sized sets would be prepared for the Committee. The final financial/cost estimate numbers are expected in late December. Committee is on track to go out to bid in mid-January.
The Committee discussed the number of flagpoles. The current design shows three flagpoles: One for the Fire Department, one for the Police Department and one for the America Flag. The Committee agreed that only the American Flag would be illuminated.
New Business
The Committee discussed the scope of services required to assist in the selection/procurement of furniture/coordination/evaluate and inventory the existing furniture.
The Committee agreed that the Chiefs and their staff would conduct the inventory process. There was also consensus among the Committee to hire a consultant to conduct the remainder of the FF&E process. Furniture and loose equipment budget is 250K. The Chairman informed the Committee that two parties have expressed interest in conducting this process. KBA can provide this service in-house and LPA recommended a consultant who can act as a liaison through LPA. The approximate cost for this service is 30-40K. Both interested parties have submitted comparable proposals. The Chairman will let the Town Manager make the final hiring decision.
Future Meetings: December 3, 2008, December 17, 2008, January 7, 2009 and January 21, 2008.
Treasury Business
Mr. Makela presented bills for signature and payment.
Approval of Minutes
Committee agreed to hold approval of Minutes until the December 3, 2008 meeting.
Public Comment
No came forward to address the Committee.
Adjournment
Motion by Dave White, seconded by Mary Ryan, it was UNANIMOUSLY VOTED TO ADJOURN THE NOVEMBER 19, 2008 MEETING AT 7:52PM.
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