Town of Holden
Public Safety Building Committee
Meeting Minutes
February 4, 2009
6PM HMLD
Present: Chairman Chris Lucchesi, Rick Bates, Brian Forts, Karl Makela, Robert Beck, David Ellis,
David White, Mary Ryan, Peter Liddy, Jack Chandler, George Sherrill
Others Present: Michael McKeon, Kaestle Boos Associates, Paul McAndrew, Kaestle Boos Associates, Gary Kaczmarek, Clerk of the Works, Mike Pagano, Lamoureux Pagano Associates, Robert Para, Jr. Lamoureux Pagano Associates, Elizabeth Helder, Recording Secretary
Others Absent: Todd Costa, Kaestle Boos Associates, Corrine Sienna, Kaestle Boos Associates, Ken Costello, Kaestle Boos Associates
The Chairman called the meeting to order at 6:00PM.
Public Comment
No one from the public addressed the Committee.
Pre-Qualification Update
Dave White confirmed that LPA sent pre-qualification letters to perspective contractors.
Chairman's Comments
The Committee reviewed a summary of a Public Safety Building Project Financial Summary as prepared by the Chairman. The current Construction Document estimate for the project is $12,059,453. Mr. McKeon said Pricing and Design contingency of 100K is included in the 600K. This means the Committee needs to find an additional 500K of recommended cuts. As of February 4, 2009, when including owner's costs, geothermal, add alternates, and a contingency, the budget is operating at an approximate $500K deficit. Many of these costs are unknown costs. The Chairman said that there is no money left to allow for a FF&E contingency (5%). Dave White said that it would be irresponsible to go out to bid with a deficit. The Owner's Costs include the 460K federal communications grant monies.
Dave White inquired if anyone present had any familiarity with MassCorps. MassCorps is furniture assembled by prisoners. He recommended that a MassCorps representative meet with KBA consultants to compare costs and savings. He said they create custom pieces at low labor costs. Mr. McKeon said that KBA would investigate this situation as a consideration as a supplier. Their website can be seen through a link on the Department of Corrections website. Local businesses may also be contacted for donations i.e. conference room furniture etc.
Mr. McKeon said that the construction document estimate number will not be firm for several more days. He said that steel prices have recently dropped and will affect the CD estimate by (70K).
The Committee held a discussion regarding the Plymovent CO recovery system. The Committee voted at the January 5, 2009 meeting to include the Plymovent system a proprietary item. As a partial cost savings, the Fire Department will be reusing parts of the current Plymovent system in the new building.
Mr. McKeon said that he felt that the Plymovent system should be included under the General Contractor's budget. Chairman Lucchesi said that it was a zero balance switch; moving the 100K cost from Owner's Costs to the General Contractor's budget still means it will cost 100K and will have to be paid for. Mr. McAndrew confirmed that the mechanical and engineering infrastructure is accounted for in the current CD specs. Mr. White suggested leaving this item in the Owner's Costs as the Committee would be able to bid the system out more cost effectively.
Project deficit discussion was held. Chairman Lucchesi asked Mr. Pagano if there are items in the current documents where the Committee will be able to save money? Mr. Pagano stated that his office recently received some information and will need time to review it before making a decision. He said that money can always be taken out of a building - the question is where and how much? Costs may reduce when bids are received. He suggested reconsidering the carport feature. Mr. Pagano said the Committee would not find 500K without significantly changing the features of the building. He agrees with KBA's 5% contingency recommendation, but suggested playing with the contingency once the bids are received. The documents are quite good. The unknown soils are a big variable and make him nervous.
Mr. Para said he felt that approximately 100K of owner's costs are slightly overestimated.
Mr. McAndrew said that there was an additional boiler included in plan to heat geothermal water above 120 degrees for apron and sidewalk heating. Why does the water need to be heated above 120 degrees? KBA said that they were told that the geothermal water requires a "booster" to heat the water further. At 5 degrees below zero, the water needs to be approximately 144 degrees in order to heat the apron to 38 degrees. It takes a lot of energy to heat a cold surface.
Peter Liddy questioned the use of 3, 100-gallon hot water heaters to heat domestic water. Mr. Kaczmarek inquired why a boiler was being used to heat water? Very inefficient and expensive to heat water through a boiler. KBA explained that the 2nd boiler would be used for domestic hot water and emergency back up. This is a cost-effective method.
Mr. Pagano inquired if the Chiefs are satisfied with the emergency mode/function of the building as it is being currently built? Is heating the building partially going to meet the building needs? Police Chief Sherrill said they were under the impression that the generator was going to encompass the entire building. Mr. Pagano stated that this is not the current mission of the generator as included in the plans. The 300kw emergency generator represented in the current plan will not be able to heat building at normal conditions during an emergency. It is only meant to stop pipes from freezing. Both Chiefs thought the emergency generator was going to be able to heat building so the building can be used as an emergency shelter. It was determined that a larger generator would be required to not only run heat pumps but the geothermal pumps
as well. The elevator will not be included in the generator wiring.
Mr. Para requested a narrative from KBA engineers on the heat pump, boiler, geothermal heating, hot water heater, and generator questions/concerns that the Committee has raised.
Dave White commented that the felt confident the carport estimate is high and that the Committee will find that it will be built at a lessor cost down the line.
Chief Chandler said that cost savings could be found in cheapter tile, and removing the display cabinet, smart boards, security system, radiant heat in apparatus bay floor, PC's/workstations, etc from the plan. Several Committee members said they did not want the radiant heat in the apparatus bay removed from plan. Both Chiefs agreed that they could find approx. 50K in savings within their budget.
Motion by Mr. Forts, seconded by Mr. Beck, it was UNANIMOUSLY VOTED THAT THE CHIEFS MEET WITH KBA REPRESENTATIVES TO DISCUSS EACH ITEM LINE BY LINE FOR A COST SAVINGS CUTS TO BE PRESENTED TO THE COMMITTEE FOR ACCEPTANCE AND TO HAVE A 5% CONTINGENCY (600k) INCLUDED IN THE FINAL BUDGET.
Chairman will post a meeting on February 12th for the Committee to review each line item for potential cost savings.
Bid documents will be available on 2/13/09. The Committee was in agreement that they wanted to review and vote on potential cuts to the project as a Committee. A review meeting will push the bid cycle off by approximately one week. Additionally, the Committee will wait for a response to previously discussed engineering questions/concerns.
Mr. McKeon said the Committee voted to recommend the removal of the boiler at the October 8, 2008 meeting. After reviewing engineering recommendations, KBA could not remove the boiler.
Architect's Report
Paul McAndrew, KBA, presented the Architect's Report. He said he would notify the Central Register that the documents would not be ready to advertise the bid on 2/12/09.
Project Management Report and Update
Tower Update: Mr. Kaczmarek said the PO has been submitted to purchase the Velmont Tower. Installation/base/excavation work will be approximately 42K with the antenna installation at 10K.
A second geothermal well has been completed. The draw down test will begin 2/5/09. Water quality test will also be conducted. Well number one produces 120 gallons/minute. Well number two produces 16 gallons/minute. Static level was 60ft.
Mr. Para has reviewed 100% drawings and has shared comments with KBA.
Mr. Kaczmarek reported on his future work site options. His current workspace is in the Jefferson Plaza. Rent is free and he only pays utilities. The Owner of the Plaza has offered to allow Mr. Kaczmarek to stay for free. If the space is rented, Mr. Kaczmarek can move into the Fire Station. Typically, a Clerk of the Works is housed in a site trailer. However, Mr. Kaczmarek said he is trying to save the project money. He recommended removing the rental costs from the general contractor's budget, for a cost-savings of 10K. The Police and Fire Departments have donated office furniture.
New Business
Mary Ryan informed the Committee that she would be teaching a course during the next 2 months that will meet on Wednesday nights. She offered to resign from the Committee. Mr. White said that during the bid process, Committee work would significantly slow down. Work will pick up after the first of May, when her teaching is complete.
Mr. Forts said he would be unable to attend the March 4th meeting.
Treasury Business
Mr. Makela presented bills for signature and payment.
Public Comment
No one came forward to address the Committee.
Adjournment
Motion by David White, seconded by Bob Beck, it was UNANIMOUSLY VOTED TO ADJOURN THE FEBRUARY 4, 2009 MEETING AT 7:55PM.
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