Town of Holden
Public Safety Building Committee
Meeting Minutes
June 16, 2010
6:00PM HMLD
Present: Chairman Chris Lucchesi, Karl Makela, Bob Beck, Peter Liddy, Dave Ellis,
David White, Mary Ryan, Police Chief Sherrill, Fire Chief Jack Chandler
Absent: Brian Forts, Rick Bates
Others Present:
Kristin Smith, Kaestle Boos Associates
Gary Kaczmarek, Owners On Site Project Manager
Robert Para, Jr. Lamoureux Pagano Associates
Elizabeth Helder, Recording Secretary
Others Absent:
Paul McAndrew, Kaestle Boos Associates
Mike Pagano, Lamoureux Pagano Associates
Michael McKeon, Kaestle Boos Associates
Chairman Lucchesi called the meeting to order at 6:00PM.
Public Comment
No one from the public addressed the Committee.
FF&E
Kristin Smith with KBA presented the manufacturers that were awarded FF&E bids. In some cases, the lowest bidder did not win the award because they did not meet KBA’s specified bid requirements. She said she recommended that the committee vote to approve only those bidders who met the bid requirements even though the bid might be higher.
Mr. White commented that the chair manufacturer that was awarded the chair contract doesn’t necessarily deserve the award just because they offer a lifetime warranty. Lifetime warranties are not always a good thing or a true thing. A chair that breaks 10 years down the road will not be replaced with another chair of the same type or quality. Mr. White said that it seemed like a “miracle” that the bidder who won the majority of the FF&E awards also happens to be the consultant that KBA hired to consult on the FF&E process. He said it seemed that the committee could have saved itself $35,000 in consulting fees and just purchased everything from this consulting company who also happens to be on the State Bid List. He said he was not accusing Ms. Smith of anything; this is just how the
situation appears.
Ms. Smith said that both Chiefs’ chose which chairs they preferred after trying them out for several weeks. Ms. Smith said she was insulted by what was being insinuated.
Motion by Peter Liddy, seconded by Karl Makela, it was VOTED 6-1 WITH 1 OPPOSED TO ACCEPT KBA’S RECOMMENDED FF&E BIDDERS AS PRESENTED FOR A TOTAL OF $179,823.36. (OPPOSED: WHITE.)
Project Management
Interior work progresses and the floating floor in the dispatch room has been installed. The wrong trench materials arrived at the work site this week. It will take two weeks to receive the correct trench materials, which will cause a delay. The apparatus bay is being painted and sprinklers being installed. Roofing work continues on the canopy. Mechanical room is complete.
Mr. Kaczmarek and Mr. Para met with representatives from Sagamore to discuss 5 outstanding change orders/protest work items. A final settlement for the scope of work performed by Sagamore came in at $31,000 + General Contractor Mark Up of $1900 = $31,900.
Mr. Kaczmarek said that Mr. McAndrew with KBA would present an official change order for the Sagamore settlement at the next meeting in July.
Mr. Kaczmarek and Mr. Para continue with other contractor negotiations. They will deliberate electrical contractor dispute issues next week; duct work/heating dispute negotiations will occur in July.
Ms. Ryan thanked Mr. Kaczmarek and Mr. Para for their expertise and fortitude in managing the building project to date. She said she was very impressed with the work completed to date after touring the building on June 7th.
Mr. Para said gas and utility tie-ins would occur within the next month. Mr. Para said he expects completed plans for the traffic signal system from Mass Highway any day.
Building Plaque/Dedication Ceremony Discussion
The Committee reviewed several plaque designs. Bob Beck and Mary Ryan said they liked the design concept of inscribing the police and fire emblems on the plaque. Dave Ellis suggested putting the committee’s mission statement at the bottom of the plaque. The committee chose design on the last page that will include fire and police emblems as well as the mission statement.
Chairman’s Comments
Chairman Lucchesi reported that he anticipates a meeting with the Town Manager to discuss the status of telephone/communications. The committee reviewed a communications schedule. Bid packages have been sent to the three preferred vendors: Cisco, Vertical, and All Works. Vendor submittals are due by June 30th. Committee approval is anticipated mid-July; installation is due approximately the first week of August. Vendor questions will be routed through Howard Systems.
The Chairman reported that Howard Systems has improved its working communications. Mr. Lucchesi said he would continue to stay on top of the situation/schedule.
The committee reviewed a list of outstanding Owner’s Items. The computers/office equipment/peripherals budget is estimated at 90K. Police: requesting approximately 30 desktops; Fire: requesting approximately 15 desktops.
Chief Sherrill said that the estimated cost for a network capable printer/copy machine is $3500. Mr. Beck cautioned that these types of printer-copiers price per copy are much higher vs. a heavy-duty workhorse copier. The type of copying performed on this machine should be evaluated before a copier is purchased.
Mr. White cautioned about over buying computers for the future since technology changes so quickly. Stockpiled technology may be out of date by the time a new Detective or Sargent is hired.
The Committee asked the Chiefs to review the computer/printer list and make a chart showing computer placement/use by department and by room. Additionally both Chiefs will make sure that the type of technology each computer/user requires is included on the chart.
Server environment technology will be discussed with the Town Manager for input purposes. Chairman Lucchesi said he wanted to ensure that this server is purchased with the most up to date technology.
Mr. Beck said a moving plan for the data center should be created to take the both departments from the “old platform to the new one.” Every one of these computers will need to be unboxed, installed, software uploaded, and integrated to make sure they are functioning. This type of work will be beyond the scope of manpower for the Town’s IT Department. The Committee should consider hiring someone to conduct this process.
The committee reviewed the remaining outstanding owner’s items and their projected costs: traffic signalization, landscaping, building signage, LED message board, athletic flooring, appliances, shed/impound area, fitness equipment, department allowances, mechanical/extended warranties, and miscellaneous.
Mr. Lucchesi will meet with Mr. Makela and Mr. Kaczmarek to fine tune the list of expenditures and report back at the second meeting in July with a reality check of “where we are.” To date, Chairman Lucchesi’s rough estimate of the project’s final cost is $13,101,000.
Chief Sherrill said that the cost to physically move both departments into the new building was budgeted at $20,000. He said that as a cost savings measure, he had been in contact with the Worcester County Sheriff’s office for labor to conduct the move. He said that the moving expense could be removed from the budget.
New Business
Next Meetings: July 7th and 21st and August 4th and 18th. Chairman Lucchesi said he would not be available at the August 18th meeting. Vice-Chair Mary Ryan run the meeting.
Adjournment
Motion by David White, seconded by Bob Beck, it was UNANIMOUSLY VOTED TO ADJOURN THE
JUNE 16, 2010 MEETING AT 7:40PM.
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