Sharon Standing Building Committee
Minutes
April 4, 2006
This meeting is closed to public comment unless the speaker is on the agenda.
Members Present: Colleen Tuck, Deb Benjamin, Gordon Gladstone, Joel Wolk,
Bill
Croteau, Fred Clay, Rich Slater, Dave Belton, Greg Waugh
Associates Members: Rick Rice, Steve Lesco
Guests Present: Ken Wertz - SPS, Tom Scarlata - BH +A
Administration
1. a. Meeting Minutes 3-21-06
MOTION: To accept the meeting minutes of March 31, 2006 as written.
(Wolk-Clay 6-1-0 - Tuck Abstains)
Future meetings: Apr.11, Apr. 25, May 9 & 23, June 6 & 20th
Cottage and East
· Public Records Request - The Committee discussed the request from Holland + Knight. The Chairman informed the Committee that there is no way that the SSBC can respond to this request in the time period allowed by law. The Chairman will contact construction counsel regarding the response.
· The following correspondence was submitted:
1. Public Records Request from Holland + Knight for Cottage Street School
2. Email from Holland +Knight RE; Public Records viewing
· Update on punch list - There was no action on the punch list completion with Prisco Contractors. Mr. Prisco has informed the Town that he has pneumonia and he was unable to meet with the representatives from the Town to discuss the scope of the job and completion schedule.
· Replacement of HV-1 - The Committee reviewed the correspondence from Anania regarding the delivery and installation of HV-1. Ken Wertz was present and stated that the delivery and installation will need to be coordinated through his department. This piece of rooftop equipment needs to be installed when the school is not in session.
· The following correspondence was submitted for review:
1. Correspondence to & from Anania RE: HV1 – Delivery & Installation
· Balancing Report - The balancing report is being reviewed by Heery and GGD.
· Outstanding FF & E Invoices - No action was taken on this item. It was tabled for a future meeting.
· The following correspondence was submitted for review:
1. Email explaining missing invoices
· Invoices: The following invoices were presented and approved for payment.(Wolk/Belton - unanimous)
· HTS – (DPW- East Punch List) $520.00
· RJ Kenney – (East – Roof) $949.44
· Suburban Glass & Mirror Co. ( Roof Warranty- Cottage) $7500.00
· The following correspondence was submitted for review:
1. Email from Atty. Costello – reschedule of Cottage St. Litigation to 5-4-06
Middle School - HVAC
· Project Report - An email report from the architect’s office was distributed to the Committee.
· Other items - There was discussion regarding the failure of the Victraulic fittings on the 6" piping throughout the project. This has been identified as a contractor issue.
· Roof Drains - The committee discussed a newly identified situation with roof drains that are not insulated which cause condensate to collect on the exterior of the pipes which are located though out the building. Mr. Wertz stated that the insulation on these pipes was removed when the abatement project was conducted in the summer of 2004. This was an item that was overlooked and should have been re-insulated at that time. This situation is not part of the scope of this project however; Fraser Engineering has staff on site that is presently insulating other pipes in the school.
· The following correspondence was reviewed:
1. A proposal from Fraser Engineering to insulated roof drains with no insulation. Confirmation of Rooms by Kevin Turley. The Committee will ask the architect to get a proposal to perform this work.
· DCAM Evaluation - A request has been made by DCAM to complete the evaluation for Fraser. The committee members will review the form and fill in with their comments to be discussed at the next meeting.
· Invoices: The following invoices were submitted and approved for payment.(Wolk/Clay- unanimous)
· Fraser Requisition # 10 #54,578.34 - HVAC
· CMS # 7 - $8428.50
· Verizon - $53.80
· Verizon $43.28
· SPS – Custodial Overtime $536.70
Middle School - ROOF
· Contract Status - The contract is being prepared by Kaestle Boos and will be forwarded to the Roofing Contractor for signature prior to coming to be SSBC.
· Invoices: The following invoices were presented and approved for payment.
(Wolk/Belton - unanimous)
· KBA Invoice # 1 – Roof Ads - $312.20
· KBA Invoice # 3 – Roof $4375.00
· Gelerman Buschmann # 13348 - $ 240.00
Wilber School
· Project Status - The committee discussed the situation of the various scenarios concerning abatement with the Wilber School project and developed budgets for each of the options. The options for abatement included: Abate and Demolish, Abate and stabilize, abate and keep front façade, abate with minimal stabilization.
· The following correspondence was reviewed:
1. A letter to the SSBC from the Historical Commission
2. Budget Options
3. Email Responses to combining demolition projects
· Invoices: The following invoice was presented for approval and payment: (Wolk/Belton - unanimous)
·
Gelerman
Buschmann # 13348 - $ 410.00
Community Center Project
· FF & E update: The architect reviewed portions of the FF & E budget with the Committee. The additional kitchen equipment is approximately $30,000, Equipment for the COA and Recreation Department is $6600 and $8875,
· NSTAR and Bay State Gas Rebate Program Status: The engineers are working on the applications. The Town has expressed their desire to have the rebates issued in credits.
· Site Utilization – The Town is still negotiation with Horizon's for Youth for a contract and renovations. The move date has not been established. The specifications stated that the trailers will be moved off site as soon as possible.
· Board of Health – April 10, 2006 – 7:30pm – Approval of Septic System
· Filed Sub-bids are due on April 6, 2006 at noon at Sharon Town Hall.
· The Community Center Projected Cash Flow was submitted by the architect.
· Invoice - The following invoices were presented and approved for payment (Wolk/Clay - unanimous)
· BH +A # 0012989 - $ 6,667.29
· Gelerman & Buschmann - $ 90.00
· Commonwealth of MA $ 150.00
· Interviews: The committee discussed the procedure of the interviews for the project coordinator/ clerk of the works position for the Community Center. Three interviews will be conducted; CMS, Inc, Diversified Management Inc., and Robert Magee. The committee reviewed the questions and Vice Chairwoman Benjamin will ask each of the applicants the following set of questions.
8. What do you see as your relationship to the architect and do you see any conflicts in job expectations as outlined in the RFP?
Note for the Record: Mr. Joel Wolk informed each of the applicants that he is a Construction Manager for Gilbane and asked if there was any problem if he participated with the interview. Each of the applicants stated that they did not have a problem with Member Wolk participating in the interview process. For the record Member Wolk does not participate in the contract negotiations.
Interview: CMS Inc: Jim Byrnes - Kevin Turley:
Mr. Jim Byrnes gave an overview of the history of CMS; he would propose that Kevin Turley work split his time between the Middle School Roof project and Community Center project. The roof project will be running while the Community Center is abated during the summer.
Responses to standard questions:
1. Jim Byrnes stated that he was able to demonstrate his ability to man the project as necessary when his clerk quit or was on vacation
2. No
3. Avon - Even though this was a very difficult project - it was very rewarding to see this project through completion. Great Barrington has been successful resulting in several jobs spun off this relationship.
4. There is no worst project - they have references from the all of their projects.
5. Getting involved with the day to day operations of the job. Communications is the most important factor in keeping the project going.
6. Kevin has knowledge in the specs and plans and has been working in the field for many years.
7. CMS has a policy to make their clerk maintain their own set of working drawings and they review the as-builts prior to the requisition.
8. None
The members were given an opportunity to ask questions:
Member Wolk:
Q. Would CMS take on a commissioning agent as an additional service to their contract? A. Yes
Chairman Gladstone:
Q. With successes are you being stretched too thin?
A. Jim Byrnes stated that he budgets his time and doesn't overextend himself beyond what he can physically handle.
Q. In motivating the contractors what is your approach?
A. It is important to keep the communications going without issuing directives.
Q. What can you do to insure that the Town gets the as-built drawings that are part of the contract?
A. As-builts drawings are maintained in the clerk’s trailer and the subs are required to mark changes on this set. The as-builts are part of the requisition process and should be reviewed each month prior to approval of payment. This process keeps the subs motivated.
Member Clay
Q. Who will attend the weekly job meetings?
A. Kevin will attend the weekly job meetings. Jim stated his involvement is negotiable
Q. Who will review the project schedule?
A. The schedule will be reviewed by the Kevin and Jim Byrnes.
Q. Who will review costs for a change order? -
A. Both Kevin and Jim will review the change order pricing.
Member Slater
Q. What is the project that you were least pleased with and what would you do to improve?
A. In Great Barrington both school populations were to move over February vacation. Jim remained too optimistic that this work could be completed in this time period. In hindsight that he wished he had taken the attitude that this could not be completed during this time and that the move should have been scheduled for the end of the year.
Interview: Diversified - Chris Simmler - Al Livermore
Each of the applicants participated in giving an overview of the history of the services of Diversified Project Managers. Chris would serve as the daily project on-site representative.
Responses to standard questions:
1. Diversified has a staff of 25 - 30.
2. No
3. Double Tree - was the most rewarding
4. They have no unsuccessful projects.
5. A firm but fair policy is key to communications in a successful project.
6. Diversified would be sure that the contractor has quality control on site, be sure to be the facilitator. The architect will not be on site every day - they are the architect’s eyes on site.
7. Keep record set in the drawings - make sure that the trades are updating their drawings on a monthly basis. These drawing would be used for claims avoidance.
8. Had questions on the RFP -on the relationship. Should be a teambuilding relationship.
The members were given an opportunity to ask questions.
Member Wolk
Q. Would you have any problems having a commissioning agent a consultant?
A. No
Chairman Gladstone
Q. How do you insure that the contractor will do the as-built drawings?
A. This will be reviewed on a monthly meeting and then it will be tied into the requisition process.
Q. What meetings do you think are appropriate and what level of support that this is needed.
A. Diversified is an owner's representative and not a clerk service. They feel that this is part-time project.
Member Waugh
Q. What projects are you on and would you be able to work on this project.
A. There is a part-time availability now.
Member Clay
Q. Who will attend the weekly job meeting?
A. Chris Simmler will attend the job meetings.
Member Slater
Q. When would you be available on a full time basis?
A. Sometime in May
Interview - Robert Magee is here to provide Clerk of the Works services for the project. He has formally owned a successful business for 30+years. He worked for the Town of Lunenburg as a clerk. He tries to work with the contractors and builds a good relationship.
Responses to standard questions:
1. He has many contacts that he could be called in to work if needed.
2. No
3. Turnpike or Copley
4. He would motivate the contractor through communications.
5. Has never kept as-builts drawings - has asked at every job meeting to get the as-built drawings out and reviewed.
6. Doesn't spend a lot of time in the trailer - would like to be on a first name basis on the workers. If there is a problem then he speaks with the contractor to make a change before he involves the architect.
7. Acts as middle man in the project all communications go through him.
The members were allowed an opportunity to ask questions.
Member Clay
Q. Have you ever worked with a construction project manager?
A. He has worked with many.
Greg Waugh –
Q. Do you work as an independent contractor?
A. Yes
The members of the Committee discussed the candidates and their strengths and weaknesses. After the discussion the firms were ranked in the following order:
1. CMS, Inc.
2. Diversified Project Management
3. Robert Magee
The project manager will notify the firms of their rankings.
MOTION: To allow the Chairman to enter into negotiations with CMS, Inc.(Belton/Clay – unanimous)
The meeting adjourned at 10:00pm.
Respectfully submitted,
Maureen R. Doherty – Project Manager
___________________________ __________________________
Signature of Chair Date of Acceptance