Center for Emergency services
North Stonington
40 Main Street
North Stonington, Connecticut 06359
860-535-2877
Meeting Minutes of July 20, 2015
ATTENDANCE:
Committee: Chairman Mark Perkins, Vice-Chair Joe Cassata, Bob Shabunia, Charles Steinhart V.,
Ryan Burdick, Jon Bosma
Others: Peter Springsteel, Project Manager; Kati Murphy, Committee Secretary
CALL TO ORDER
Meeting was called to order at 7:03 PM by Chairman Perkins
INVOICES:
Hartford Courant # 002071331 - $150.00 - Bid Advertisement
MOTION to pay invoice by Jon Bosma, second by Charles Steinhart, V. All in favor, motion passed
Independent Materials Testing Laboratories - #2374-A $1755.00 – Materials testing
MOTION to pay invoice by Charles Steinhart, V, second by Ryan Burdick. All in favor, motion passed.
Silver Petrucelli #15-1316 - $3177.56 – construction documents
DISCUSSION: Charlie Steinhart questioned paying the invoice given that the documents are not complete. Peter’s response to this was that it is not unusual for this. If there is a problem later in the project due to missing or inaccurate information, then we would go to litigation. The architects carry Errors and Omissions Insurance to cover such situations. Bob Shabunia stated that this is a difficult process to pursue.
MOTION to pay invoice by Charles Steinhart V, second by Joe Cassata. Majority in favor, with Jon Bosma voting in the negative. Motion passed.
MINUTES:
MOTION by Ryan Burdick to approved the minutes of February 23, 2015, second by
Charles Steinhart, V. All in favor, motion passed.
MOTION by Ryan Burdick to approve the minutes of March 2, 2015, March 30, 2015, and
July 6, 2015. All in favor motion passed.
CORRESPONDENCE:
Addendum #1
David Stein’s July 15 e-mail regarding vertical void
This will require a change order under Suchocki’s Phase I contract. The change order should be ready tomorrow. (July 21, 2015).
David Stein’s July 16 e-mail to Jim Rossman RE: procedure for filling vertical void
Bob wanted to know if Building Inspector has signed off on the procedure. He questioned whether or not the Town Sanitation Officer had jurisdiction. Mark Perkins stated that David Stein, Don Smith and Jim Rossman are all in agreement that it is a vertical void, not a well, and the only Town official needing to sign off would be the Building inspector. The process being proposed is the same as if it were a well.
David Stein’s July 16 e-mail regarding changes to mezzanine stairs
New London Day newspaper article RE: Ledyard building bids
Joana Negri e-mail requesting native plants (milkweed) be considered on site
David Stein’s e-mail relative to setting up a project web-site
RFI from Nick Bouchard of DesLandes Construction
RFI from David Cleary of Chief Buildings.
RFI from Dan Smith of Total Interiors
RFI from Rich Miller of Montagno Construction
RFI from Mike Garneau of WJ Mountford Construction
Notification from Zlotnick Construction and TMP Group that they will not be bidding
Committee acknowledged receipt of the preceding via e-mail
Letter to Chairman Perkins from NSVFC President Gary Baron
Letter was in response to July 13, 2015 inquiry from Committee to the Fire Company regarding plans and any anticipated costs relative to moving into the new facility. “North Stonington Volunteer Fire Company voted unanimously to incur whatever costs and manpower necessary to facilitate the move into the new building.” Exceptions will be the move of SCBA fill station, air compressor, and siren, which will be paid out of Project funds. The only outside assistance NSVFC anticipates is from the Town’s Highway Department to move file cabinets, etc.
The gear washer was not included in the specs, nor was it included in any addenda. The other 3 items should be included in the specs.
MEETING adjourned to a WORKSHOP @ 7:15 PM due to a fire call.
Bob had concern that a representative of Chief Buildings questioned the specifications as being proprietary to Butler. Peter stated that, through the RFI process, substitutions will be allowed in order for buildings other than Butler to meet the specifications. In the case of the inquiry from Chief, the spec can be met with a built-up insulated wall and ceiling. Bob wants to see the clarification from Silver Petrucelli on this. Peter will look into it.
Bob asked why it took so long for Silver Petrucelli to get the plan for the mezzanine stairs to Committee. Peter is hoping that it will be in addendum #2. Addendum #2 was supposed to have been issued today (July 20) but as of noon nobody had seen it.
Peter indicated that a contractor has requested and extension. If Committee wanted to give more time to get these things ironed out they could do this. Bob’s thoughts were that if we wanted a fair bid and chances for a better price we should extend. If the contractors don’t have enough time to review all of the changes then we’ll get higher bids. Peter indicated that Committee needs to respond and he sees no harm in extending. Committee will need to vote on this.
Bob pointed out that there is nothing in the site plan regarding the embankment on the Rt 2 side of the site. Bob doesn’t think it was being taken care of in Phase II, but we don’t have a set of plans to look at. Addendum #2 will need to be checked to see if it was included.
Joe asked how the drilling went. Peter said he had not yet seen the results and did not know rock volume. Mark received a text from Jim Rossman around 6:30 stating that the drilling went well and the data had been sent to Peter and Don Smith. Mike Godino sent Don the Change Order with the design for the flowable fill mix. Last week Jim issued Interim Phase I as built design to Silver Petrucelli for inclusion in Addendum #2. Once all of the work on site is completed Committee will have a better idea of just how much money remains for the building.
Bob asked Peter how he responded to the RFI regarding roof warranty. Only Butler has a 25 year warranty. Peter told David Stein that 20 year roof should be allowed, that’s the standard.
There had been an RFI regarding the snow load system. Bob indicated that the drawing shows a 2 rod system but the spec has 3. Peter said we would be going with the most restrictive, the 3 rod system. Peter stated that it was up to Silver Petrucelli to review the systems and either accept or reject. Peter reiterated that if Committee wanted to give more time to bidders the option is there to extend.
Bob asked about hardware specs. Peter stated that a series was specified by Silver Petrucelli, but as long as another manufacturer can meet the same standards they would be allowed. Silver Petrucelli reviews submittals of the contractors and accepts or not. Bob was concerned that some items may have appeared to be sole sourced.
The water tank was discussed. The system for the Town’s well is still being engineered and results will not be available until after bid opening, so we need to proceed with the 20k tank. Peter needs to get Nick to sign the gas contract.
Bob again asked about the various Town officials who need to review the plans. Peter stated that the Fire Marshall wants to wait until Mr. Versteeg has completed his review and then he will look at them. The Town sanitarian has not been given a set of plans. Peter will have Don send her a set and he will also check with the Zoning Enforcement Official regarding filing final plans.
Silver Petrucelli had suggested that a project web page be developed. This would provide access to project documents and be an easy way of tracking. The cost to the Committee would be $1200. Peter will ask David Stein to provide more detail. Marc Tate will also be consulted and asked if he could set up something similar, that wouldn’t cost anything.
MEETING resumed at 7:46 PM
PUBLIC COMMENT:
No
OLD BUSINESS:
Bob requested more sets of plans be printed for Town Hall, Fire Station and Building Inspector. He would like the Building Inspector to be able to start reviewing them. Also, he would like sheets for any parts of the plans that the Fire Marshall and Health Official need to review. Bob would like Peter to speak with Zoning official to determine how we need to go about upgrading site plans that are currently on record. Bob would like Committee to authorized Peter to move forward next week to start the permitting process. Peter stated that it would be advisable to wait a week on this until after bids are opened.
Jon Bosma asked if the Committee had to take action on the Stadia contract. Mark Perkins stated no, that the Town was taking care of this.
NEW BUSINESS:
Peter informed the Committee that one prospective bidder has requested an extension.
The second addendum won’t be available until tomorrow. The question was whether or not bidders would have adequate time to review the addendum and provide good pricing by the July 24 bid date. Asked what the down side of extending would be, Peter stated that every week lost puts us closer to winter and potential change orders due to weather. Peter went on to say that one issue is the clarity of the pre-engineered building and whether or not systems other than Butler can meet spec.
Bob had concerns regarding funding and stated that we are still unsure of final cost for site work, as the change order for blasting has yet to come in. Bob also stated that the Committee needs to budget for bonding at a higher cost if the decision is made not to go through USDA. The Clerk of the Works contract has yet to be signed and we don’t know what to budget for that as well. We need to have a better handle as to what funds are available to us to complete the project.
MOTION to extend the bid from July 24, 2015 to July 31, 2015 made by Ryan Burdick, second by Bob Shabunia.
DISCUSSION: Peter stated that the only drawback could be USDA availability.
Bob suggested amending the motion to be “July 31 or the next date USDA is available”.
Ryan Burdick felt that the risk of getting closer to winter would be worth it if we got a better price by extending the bid opening. Jon Bosma felt that pushing out further means we are fighting winter.
Bob commented that if bidders did not think they had options for meeting spec, and the only possible bidder who could meet it would be Butler, then you’ll have bidders backing out, and you’d also run into the issue of a proprietary bid. Jon stated that it was only one contractor making the request, if it were 2 or 4 then maybe he’d consider an extension.
Ryan Burdick withdrew his motion. Bob Shabunia withdrew his second.
MOTION by Charles Steinhart V, to not extend the bid date, second by Ryan Burdick.
Motion passed by majority, one abstention by Bob Shabunia
ADJOURN:
MOTION to adjourn by Ryan Burdick, second by Charlie Steinhart
All in favor, motion passed. Meeting adjourned at 8:05 PM
Next meeting is scheduled for Monday July 27, 2015 at 7:00 PM
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