Sharon Standing Building Committee
March 9, 2004
Minutes
Members Present: Dave Belton, Deborah Benjamin, Fred Clay, Bill Croteau, Donald Gilligan, Gordon Gladstone, Brian Pariser, Joel Wolk
The meeting opened at 6:30pm at the Sharon Town Offices
Review and approve prior meeting minutes
MOTION: To accept the meeting minutes of February 24, 2004 as written
(Belton/Croteau 6-0-1 Wolk abstains)
MOTION: To accept the meeting minutes of February 3, 2004 as written (Benjamin/Croteau 6-0-1 Belton abstains)
MOTION: To accept the meeting minutes of February 17, 2004 as amended (Belton/Clay unanimous)
Invoices:
Cottage Street School:
1. Partners Communications $1005.00 (Croteau/Pariser – unanimous)
2. Gelerman & Buschmann $50.00 (Croteau/Pariser – unanimous)
3. SHR – move management $211.20 (Croteau/Pariser – unanimous)
4. CDW-G – PO # CFFE24-04 – complete $426.37 (Croteau/Pariser – unanimous)
5. DF Pray Req. #28 $134,656.13 (Belton/Croteau – unanimous – This approval is contingent upon execution of Change Order # 6 by the DF Pray)
6. Change Order # 6 $115,614.00 (Croteau/Belton – unanimous – To allow the chairman or vice chairwoman to execute Change Order #6 after it is executed by DF Pray)
East Elementary School:
1. SHR - $11,459.22 (Belton/Benjamin – unanimous)
2. The Weiner Company ( extension of insurance) $5356.00 (Belton/Benjamin – unanimous)
3. First Choice – (Odor related costs) $ 671.24 (Belton/Benjamin – unanimous)
4. Heery (1/2 month fee – Feb) $9555.00 (Belton/Benjamin – unanimous)
5. Verizon $51.17 (Belton/Benjamin – unanimous)
6. MCI $46.81 (Belton/Benjamin – unanimous)
7. PC & MacExchange (PO # FFEtech-east-200-0 partial) $1301.04 (Belton/Benjamin – unanimous)
8. WB Mason ( E-ffe-06-04 – complete) $801.00 (Belton/Benjamin – unanimous)
9. US Games (PO-effe-01-04 – complete) $886.86(Belton/Benjamin – unanimous)
10. M. Doherty- reimbursable $67.96(Belton/Benjamin – unanimous)
11. DF Pray Req. # 18 (Note this was withdrawn by the architect)
12. Merrimack Education System ( PO # FFE-tech-east-1) $34893.74(Belton/Benjamin – unanimous)
Correspondence:
· A fax notification from DF Pray RE: Capital Carpet –punch list work
· A fax notification from DF Pray RE: Economos Painting – punch list work
· A fax notification from DF Pray RE: Gym divider curtain
· A fax notification from DF Pray RE: Capital Carpet – school access
· A letter to DF Pray from Heery RE: commissioning start-up
· A fax notification from SSBC to SHR RE: gym heat problem 3/9/04
· Correspondence from DF Pray to NEP RE: gym heat issues
· Correspondence from SHR to DF Pray RE: Heat Issues in gym
· A letter from SSBC to DF Pray RE: request for back-up to all outstanding & unresolved claims
· A letter from DF Pray to SSBC RE: response to claim request
· An email from D. Gilligan to SSBC RE: warrant article
· A copy of the monetized punch list: March 1, 2004
· A demand for direct payment and related correspondence: Economos Painting $22,500.00
· A demand for direct payment and related correspondence: D’Agostino $61,595.00
· Correspondence from PC Interiors RE: outstanding balance – Cottage $5056.00
· Minutes 2-5-04 – project status review meeting
· Construction Meeting Minutes – 2-25-04
· Construction Meeting Minutes – 2-11-04
· SHR – project logs
· A transmittal to DF Pray from Heery RE: Preliminary investigation – RJ Kenney Report
· A fax copy of “cut sheet” for louvers used at dormer of Roof to RJ Kenney
· RJ Kenney – East Roof Report
· A letter to SHR and DF Pray from Heery RE: proposal request # 1 & 2
· A letter to DF Pray from Heery RE: Incomplete HVAC work
· A letter to DF Pray from Heery RE: Existing under-slab plumbing
· A letter to DF Pray from SHR RE: submittal discrepancies
· A fax request from Riverdale plumbing RE: payment information
· DF Pray Claim # 71 and ccd request– HVAC B123 & B123
· DF Pray Claim # 72 and ccd request – A103 – Walls rebuild
· DF Pray Claim # 73 and ccd request – A toilet walls rebuild
· DF Pray Claim # 74 and ccd request – West sprinklers
· DF Pray Claim # 75 and ccd request – B East Sprinklers
· DF Pray Claim # 76 and ccd request – A wing sprinklers
· DF Pray Claim # 77 and ccd request – underground piping
· DF Pray Claim # 78 and ccd request – ACT demo
· DF Pray Claim # 79 and ccd request – boiler breakers
· DF Pray Claim # 80– Fire tape B
· DF Pray Claim # 81 – Ceiling Repair
· Shooshanian Report # 7 – 2/18/04
· Clerks Reports 2-16-04 – 2-27-04
· Project Status Review Meeting Minutes 2-5-04
· Construction meeting Minutes # 71 and 72
· Project schedule
Construction status report (Heery and SHR) - Mr. Peter Collins gave an overview of the construction project at East. The abatement work is now complete. Completion of site work should be beginning in April. The committee reviewed the project schedule that was submitted by DF Pray. The end date is projected to be June 10, 2004. Mr. Collins is optimistic that this date will be accomplished with 30 days for closeout and punch list work. Work is continuing in the new administration area. Principal Freedburg will be touring the building on March 10th. Demolition is nearly complete with only some minor work remaining. Many finish activities are scheduled to be complete by the end of April. The schedule does not include activities for the gym floor. There was discussion regarding the number of claims that have been submitted by the contractor. The committee reviewed the following claims (Claims # 71, 72,73,74) which all involve unforeseen conditions. Heery recommends this work. It appears that this method is a justification for extending out the project schedule. However, the committee wants to know what was the reasoning for the contractor not reaching the project contract completion date. The committee reviewed the letter that was submitted by Heery regarding the completion of the media center/café - there is no advantage to taking over this area ahead of schedule. The MCAS schedule was reviewed. This item was not covered for this year because the project should have been completed on February 15, 2004.
Roof Consultant Report - the committee reviewed the preliminary investigation that was prepared by R.J. Kenney Associates, Inc. The committee felt that this was a very comprehensive report. The process of the roof installation was not followed in the proper sequence and the architect did not accept it. The roofing contractor was to submit the inspection reports that the roof was installed in accordance with the contract document. There have been numerous problems with the roof ,the ice and water barrier being exposed to the elements as well as with the many roof leaks. The report was very extensive. Heery feels that RJ Kenney should be included in additional investigative work and possibly perform a water test. Members felt that many of the issues with the roof are correctable. The members expressed concern of water penetration into the substrate. Mr. Hoit feels that the insulation was exposed to the elements longer than was necessary and feels that the Town should not incur any costs associated with this investigation. The committee discussed the sequence of future testing. Mr. Hoit will review the Kenney report and issue his comments. The shop drawings were not submitted prior to the installation of the work. Proceeding in this manner was very risky for the contractor. The materials are in accordance with the plans and specifications; however, the sequence of installation was delayed. The general contractor was notified with the problems with the roof and the roofing contractor proceeded at their own risk. Mr. Collins feels that the dormer areas are suspect. Member Croteau feels that the water test is important so that the origin of the leaks can be determined. The testing expense will be back charged to the contractor. The gym floor cannot be installed until the roof issues are resolved. Mr. Hoit feels that DF Pray should be put on notice and that the costs associated with these tests will be born by the general contractor and their sub contractors. The report also addresses some minor issues with the flat roof. No design flaws were mentioned in this report.
MOTION: To accept the proposal submitted by RJ Kenney for $3,230.00 with additional services up to $3,000 for reimbursable expenses and send this proposal to construction counsel for review prior to execution by either the chairman or the vice chairwoman. (Croteau/ Belton unanimous)
Budget and cost summary report - the committee reviewed the spreadsheet that was submitted.
There was discussion that the submitted requisition did not match the pencil requisition in an excess of 50% of the entire requisition. The architect and the construction manager will make corrections and return this revised requisition back to the contractor.
Change Order status - Mr. Collins stated that there is no back-up documentation for submitted items.
Other issues:
· Fan Coil #14 in the copy room was discussed. The architect needs to issue a CCD in an amount not to exceed $5,000. This is a design issue.
· CCD's: The chairman feels that there will be work that must be performed due to unknown conditions. The construction manager and the architect will review the items and prepare estimates. The members of the committee that review the change orders will review any CCD's that require immediate action. The committee discussed a new procedure to allow Members Belton, Gladstone and Benjamin to review and approve CCD’s in an amount not to exceed $15,000.
MOTION: To allow Members Belton, Gladstone and Benjamin to review and approve CCD’s in an amount not to exceed $15,000 for unknown conditions that need immediate action. Must be approved by 2 out of the three members (Belton/Pariser) Discussion: Member Pariser asks if this might be better served in the open meeting forum. Member Clay is not in favor of this process. Member Gladstone and Croteau stated that they feel that if there is an urgent item then an emergency meeting can be called. Vote: 3-5-0 MOTION FAILED
· The committee approved the following items and authorized the construction manager to issue CCD’s for this work.
Claims 71, Cafeteria duct work $4,000 (Croteau/Belton - unanimous)
Claim 72, - rebuild the walls and A103 - $5500 for (Claim 70) (Croteau/Belton - unanimous)
Claim 73 (67) - Toilet walls - $7348.00 (Croteau/Belton - unanimous)
Claim 74- west sprinkler heads - $2500.00 (Croteau/Belton - unanimous)
· Principal Comments: Principal Freedburg discussed the wall finish in the corridors and the architect is working on a proposal to remedy this situation. The principal stated that this condition in the corridor that is very unattractive. The committee members asked the principal to submit this request in writing.
Cottage Elementary School project
Punchlist and closeout status (SHR) - Mr. Hoit distributed an updated summary for the punch list at the Cottage Street School. There are some site issues that have not been resolved such as the fence at parking lot site which has not been installed. There was also a stockpile of dirt from the increase of septic field. The contractor did not make the a request to remove this dirt -
Meeting on March 2nd - Chairman Wolk gave the committee an overview of the meeting that took place of March 2nd, which included Attorney Costello, Roger Hoit, Joe Maggiore, Attorney Paul James, Ron Laprise, and Bill Baker. The purpose of this meeting was to look towards a settlement on the Cottage Street School.
MOTION: To authorize the chairman or the vice-chairwoman to execute Change order #6 $115,614 - contingent upon the contractors signature - rejecting all claims for additional time extension (Belton/Croteau- unanimous)
The committee received change order # 7 and #8 for their review. The committee asked the contractor to forward their detail back up for review - the contractor stated that the would forward this documentation to the committee on March 10th. The committee will act on change orders # 7 & 8 after they have had the opportunity to review the DF Pray documentation.
MOTION: To approve requisition # 28 in the amount of $134,656.13 after the execution of Change Order # 6 and forward this item to town counsel for his review and approval. (Croteau/Belton - unanimous)
Science Casework - The chairman reviewed the submittals for the science casework under divisions 6200 and 12345. The submittal referenced the specifications. The specification details are identical in both divisions. A third party individual reviewed the submitted materials and stated that they were particleboard and not as specified. Both the architect and the committee felt that the materials delivered were not as specified. An error was made on behalf of the committee by paying for the science casework. The committee requested that the architect writes a letter to the contractor stating our position with the committee seeking a credit for this material and that they want the casework removed. This will be the first of the 7/7 notice to the contractor. Principal Marcus - asked about the removal of the science casework and what will happen with the installation of the new science casework. There is a possibility that the committee might have to seek additional funding for this work. The science room requires additional work to make it a workable classroom.
School Committee member Gilligan spoke on behalf of the school department that the project must be completed.
Mechanical and electrical issues: lighting on stage, roof top unit does not have power to the exhaust air, no heat in the gym. The principal stated that having no heat in the gym is an emergency situation. Ken Wertz stated that he would talk to GGD about the equipment. This will be handled as an emergency situation. There is no fresh air make-up to the exhaust hood in the kitchen. During the fire drill the several smoke doors did not close - this will be reviewed on Wednesday - this is an emergency issue. Lt. McLean of the Sharon Fire Department reported this situation and stated that this must be completed. This will be handled as an emergency situation.
· Town Meeting warrant article - School Committee Gilligan asked if the SSBC had an opinion - Members of the SSBC stated that they really had no opinion on this matter and it was up to the towns people to determine the role of the SSBC.
· Wilber School - Chairman Wolk stated that the Capital Improvement Committee has requested pricing for a modified scope of work to button up the building.
The meeting adjourned at 10:45pm.
Respectfully submitted,
Maureen R. Doherty - Recording Secretary
____________________________ __________________________
Signature of Chair Date of Acceptance