Sharon Standing Building Committee
May 11, 2004
Minutes
Members Present: Dave Belton, Deborah Benjamin, Fred Clay, Donald Gilligan, Gordon Gladstone,
Members Absent: Joel Wolk, Brian Pariser, Bill Croteau
Guests present: Roger Hoit, Joe Maggiore, Ron Laprise, Judy Freedberg, Helen Gleason, Peter Collins
Deborah Benjamin served as acting chair in Joel's absence:
The meeting opened at 6.30 at the Sharon Town Offices.
Review and approve prior meeting minutes
MOTION: To approve the meeting minutes of April 13, 2004 as written (Gladstone/Clay – unanimous)
MOTION: To approve the meeting minute of April 29, 2004 as written (Benjamin/Gladstone – unanimous)
Future meeting dates - the future meeting schedule was delivered to the committee for their review
Invoices:
1. Unicom (PO # Cot-techh FFE8 partial payment) 2995.40 (Gladstone/Belton – unanimous)
2. Trane – New England ( Service Call per SSBC) 737.50 Note: A copy of this invoice was forwarded to SHR for credit from DF Pray (Gladstone/Belton – unanimous)
3. Gelerman Buschmann (legal) $40.00 (Gladstone/Belton – unanimous)
4. Robert Lord Company (PO # Cffe7503 – complete) $577.41(Gladstone/Belton – unanimous)
1. Verizon/MCI/MCI ( 50.88,58.34,51.31 – office phones) $160.53 (Gladstone/Belton – unanimous)
2. Staples (Office Supplies) $101.55(Gladstone/Belton – unanimous)
3. Angelos Plumbing Heating and Gas Fitting ( covered walkway) $552.77(Gladstone/Belton – unanimous)
4. Gelerman & Buschmann ( Legal) $40.00 (Gladstone/Belton – unanimous)
5. Maureen Doherty (mileage) $20.09 (Gladstone/Belton – unanimous)
6. Heery International ( monthly fee) $17000.00(Gladstone/Belton – unanimous)
Purchase Order:
MASSCO – PO # EMO 1-04 $4,932.00 (Gladstone/Belton – unanimous)
1. KBA – forced main $9625.00 (Clay/Belton – unanimous)
Correspondence:
· A copy of a letter to K. Wertz RE: punch list meeting (in members packets)
· A letter from Atty. P. James –DF Pray – to SSBC RE: Public Record Request (in members packets)
· A copy of a letter from DF Pray to SHR RE: Science Casework – counters A letter from Atty. P. James –DF Pray – to SSBC RE: Public Record Request (in members packets)
· A copy of correspondence from DF Pray to SHR RE: Chandler punch list items
· SPS – recovery schedule items – site, MEP, interior
· A copy of correspondence from DF Pray to SHR RE: meeting minute comments
· Construction Meeting Minutes 4-14-04
· A copy of a letter from DF Pray to SHR RE: Architectural delay in project (in members packets)
· A copy of an email from Heery to SSBC members RE: PCO’s (in members packets)
· A letter from Capeway Roofing Systems to Town of Sharon RE: payment (in members packets)
· A letter from Atty. P. James –DF Pray – to SSBC RE: Public Record Request (in members packets)
· A letter from SHR to DF Pray RE: comments on contractors claims (in members packets)
· A letter to P. Collins from DF Pray RE: Request certification of available appropriation (in members packets)
· A letter to DF Pray from SHR RE: comments on change order log (in members packets)
· A request from Riverdale Plumbing RE: payment information
· A copy of GC Claim and CCD # 105 - B124 Walls
· A copy of GC Claim and CCD # 106 – Washable Walls
· A copy of GC Claim and CCD # 107 – B124 Chases
· A copy of GC Claim and CCD # 108 – asbestos
· A copy of GC Claim # 109 – admin/circ desk
· A copy of GC Claim and CCD # 110 – State Unistrut
· A copy of GC Claim and CCD # 111 – Steel Hangers
· A copy of GC Claim # 112 MAU-1 Frame
· A copy of GC Claim and CCD #113 – Column A.1/A.A
· A copy of DF Pray meeting minute comments
· Construction Meeting minutes April 21 and 14, 2004 and RFI’s issued
· SHR Logs
East Elementary School project:
Construction status report (Heery and SHR) - Mr. Collins gave an overview of the construction project. The committee reviewed the Construction Summary Report and commented on the anticipated activity section. There has been some confusion on what "anticipated” meant. Modifications will be made to the next report to clearly communicate that this is the construction manager’s opinion rather than a reflection of the contractor schedule. The members of the committee asked about the status of the sewer gas odor in the classrooms. The permanent solution will be installed in the near future. Principal Freedberg asked about the installation of the fence in the rear of the school, which separates the sidewalk from the play area. It was the consensus of the committee to direct the architect to issue a sketch and direction to the contractor to install the fence per contract and leave an opening as determined by the architect’s direction. Vice Chairwoman Benjamin asked that this task be performed by tomorrow as to not delay the project. Mr. Laprise stated that the fence posts that are called for in the specifications would not support a gate. The direction of the committee was to install the fence. The posts will be replaced at a later date.
Project Schedule: The committee discussed the work force that has been on site. It is the opinion of the architect that with the current level of staffing that it will be very difficult to complete the project for the July 9th schedule date. Mr. Collins stated that it is critical to complete the building envelope as soon as possible. This work force is a combination of several trades, although there is much work associated with steel trades. The steel fabrication is in progress and it has a normal lead-time of 6 weeks. The committee asked the construction manager to discuss the schedule at the construction meeting and list milestones that are critical to meeting the completion date.
Roof Consultant Report - the committee reviewed a letter from SHR about the roof testing. The committee felt that this item has been outstanding for many weeks. Vice Chairman Benjamin asked about the date of the testing. It was anticipated that this item would have been scheduled weeks ago. This item has been a topic of discussion since March. Mr. Maggiore stated that it has been a rainy spring.
Budget Report - Change Order and claim status: The committee reviewed the report issued by Peter Collins, which reflects the claims that have been received this period. The committee reviewed the list of change orders that have been reviewed by the architect, construction manager and general contractor. Vice Chairman Benjamin informed the members of the committee and audience regarding the change order approval process. Member Clay asked about the status of the claims and when they would be resolved. There was discussion regarding the resolution of the claims. These claims are reviewed weekly. Member Clay stated that he feels this process is not moving along is a quick manner. A formal change order should be presented at the May 25th meeting. The budget report was not distributed, as the construction manager did not forward the PCO information to the SSBC office for preparation.
Other Issues:
· Open RFI's - the vice-chairman asked about the status of RFI's and if there are any that are delaying the progress. School Committee member Gilligan asked the general contractor if there are any RFI's that are critical. The committee requested that the architect and the construction manager to prepare a report for each meeting to discuss RFI's.
· Septic Failure - the committee was informed of the septic failure on Friday, May 7th. Septic fluid had overflowed the system into the field. The Board of Health has been notified and the general contractor will take the necessary steps to neutralize the fields.
· GC concerns: Mr. Laprise stated that there is a meeting tomorrow with the Town accountant to review the appropriations.
· Punch List: Vice Chairman Benjamin asked how long it would take to complete the punch list. Mr. Collins stated that the punch list should be completed within 60 days of substantial completion. Mr. Hoit stated that he agrees that the punch list should be completed within 60 days. Mr. Maggiore stated that there are less code issues with this project. Mr. Laprise asked that the punch list be monetized and distributed for the completed section of the building. Mr. Maggiore stated that the punch list wouldn’t be available until the end of the month. Mr. Laprise stated that he would like one list that is issued by the architect. Principal Freedberg is keeping a log of school department items, which will be incorporated with the final list. The committee directed the architect to have a monetized punch list issued for the completed portions of the C, D and E wings by the first of June. Each of the line items will have a monetized value.
The architect presented CCD's - # 46 and 47 for the Vice-Chairman to sign. These two CCD’s were approved at a prior meeting.
MOTION: To extend Heery’s contract for the next two months for the services of Peter Collins as construction manager- (Gladstone/Clay - unanimous)
Member Gladstone asked the architect for a breakdown for labor burden and bond costs for the DF Pray workforce. Mr. Hoit will email this to the administrative assistant for distribution.
Punchlist and closeout status (SHR) - Mr. Maggiore stated that the draft punch list was issued on May 4th and the final report was issued on May 5th. Mr. Wertz reviewed the punch list and commented via email to items that were incorrect or duplications. Mr. Maggiore gave a summary of the punch list meeting. The architect will forward a list of the attendees to the SSBC office. The general contractor asked that they be allowed to complete the MEP items by May 14th. GGD is scheduled to walk through on Monday, May 17th. There was discussion regarding the completion of the site work by DF Pray. Mr. Maggiore stated that DF Pray stressed to the subcontractor's to complete their work so that the project can be completed. The general contractor stated that he has not received a "final certified" punch list as of this date. Members of the committee discussed the completion of the monetized punch list and the input from Ken Wertz. The committee felt that Ken Wertz completed this punch list that should have been prepared by the architect's office. Members of the committee commented that Mr. Wertz has done an outstanding job assisting with the projects. Mr. Hoit will sign and certify the punch list dated May 11, 2004. The committee reviewed the figures and determined that the punch list values do not match the back up. The architect will review the document and issue a letter and revision to reconcile these items. Vice Chairman Benjamin emphasized the committee’s feelings with the importance of keeping these “punch list date” promises as it affects the closeout of the project. She stressed the importance to have the "revision date/time" listed on the report. The members of the committee asked when the "final punch list" would be reviewed. Mr. Hoit stated that the general contractor would issue notice to the architect that the punch list has been completed. Mr. Maggiore stated that he felt that the punch list meeting was very well attended and he felt that encouraged. The work force has been between 15-30 people daily to complete punch list items.
DF Pray has asked to inspect all the public records pertaining to the Cottage and East Projects. - A letter has been sent to Atty. James in response to this request. A meeting has been set-up for May 12th with the Town accountant's office to review the records for the appropriation. Mr. Laprise was instructed to contact the administrative assistant to review the records held in the SSBC office listed in his request. The committee fulfilled this obligation in accordance with the statute.
Change Order status - Deduct change orders - the committee reviewed a letter for deduct items that should have been put in a change order format. The members stated that this item should have been put in the proper format.
Other issues - Request for payment by the Mr. Laprise. This is in the hands of the attorney's.
Sharon Middle School Project - Bid dates were discussed. The bid openings are scheduled for May 25th and June 1st at 10:00am at the School Administration Offices at One School Street.
The meeting adjourned at 9:00 PM
Respectfully submitted,
Maureen R. Doherty - Recording Secretary
____________________________ __________________________
Signature of Chair Date of Acceptance