Minutes

Meeting date: 
Wednesday, September 27, 2017

Wellfleet Police Station Building Committee

Minutes of Meeting #27; September 27, 2017

Wellfleet Fire Station Training Room, Lawrence Road, Wellfleet

 

Present: Harry Terkanian, Chief Ronald Fisette, Lt. Michael Hurley (alternate), Hugh L. Guilderson, Jay Horowitz, Davis Walters (alternate) and Sean Donoghue

Regrets: Mark Vincent and Dan Hoort

Also Present: Rick Pomroy (Pomroy Associates)

Mr. Terkanian called the meeting to order at 4:00 PM.

  1. Project Status.

    1. Mr. Pomroy reported on the status of the work.Masonry work has begun on the first floor detention area.Foundation pours have been done for the entryway addition and animal pound.Framing has been delayed.Roof trusses are expected in the next two weeks.The building is expected to be tight to the weather by the end of October.The entryway foundation was poured to an incorrect elevation and is about fourteen inches too low.Solutions were discussed at the project meeting this afternoon and will require some corrective action with attendant delay.There was also an issue with the site contractor backfilling before the existing material was inspected.The excavation subcontractor was directed to stop until the inspection was complete.The general contractor continues to show some weakness in coordination and staffing.The general contractor needs to supplement the framing crew.The quality of work to date is good and the filed sub bid contractors are all experienced and do good quality work.Mr. Pomroy anticipates weekly project meetings will be necessary.

      1. Mr. Pomroy also reviewed the general contractor’s request for an extension to the completion date.Mr. Terkanian noted that there are two costs to the owner associated with an extension: a fiscal cost of approximately $20,000 per month in project management and construction administration fees; and an operational burden on the Police Department by potentially pushing the occupancy date to June 1 with the added complexity of transition during a busier time of the year.Mr. Pomroy has prepared a draft rejecting the request. He will submit to Mr. Terkanian for review by the end of the week.The actual decision on the request must come from the architect.The Committee discussed whether there were other possible ways to encourage the general contractor to increase the pace of the work.The Chair polled the Committee members present and all were in agreement that the extension request be denied.

    2. PCO Log.Change Order #6 has not been finalized.The highlighted items on PCO/Change Order Log #12 – 9/27/17 were reviewed:

      1. #10, Slab demolition for plumbing.One-half of the total cost has been revised down from $12,984.22 to $11,299.85 based on a review of time & materials slips.Owner and contractor had previously informally agreed to a 50% split of this item.On motion by Mr. Horowitz, seconded by Chief Fisette it was voted (5-0-1) to recommend approval of PCO #10 in the amount of $11,299.85.Mr. Guilderson abstained.

      2. #22, South gable wall CMU.$1,506.27 submitted.The original masonry was not reinforced.Based on advice from the civil engineer rebar was added.On a motion by Chief Fisette, seconded by Mr. Donoghue it was voted (5-0-1) to approve PCO #22 in the amount of $1,506.27.Mr. Guilderson abstained.

      3. #24, Replace rotted sills.$536.80 submitted.On a motion by Chief Fisette, seconded by Mr. Donoghue it was voted (5-0-1) to approve PCO #24 in the amount of $536.80.Mr. Guilderson abstained.

      4. #26, Underground soils contamination.$2,118.75 submitted.On a motion by Chief Fisette, seconded by Mr. Donoghue it was voted (5-0-1) to approve PCO #26 in the amount of $2,118.75.Mr. Guilderson abstained.

      5. #27, Asbestos abatement.Additional abatement beyond contract allowance.Construction drawings required removal of material within two feet of disturbed areas.The general contractor removed all of the exposed material.$14,889.05 submitted.The general contractor asserted that the removal was for worker safety, but elected to proceed without authorization by the owner.Mr. Pomroy is of the opinion that the removal of the undisturbed areas was not required by code or for worker safety.By proceeding without owner authorization the owner was deprived of the opportunity to obtain professional advice on how best to proceed.Mr. Pomroy will check further on whether the additional removal was necessary or appropriate.

      6. #28, Upper level floor repair.$14,889.05 submitted.The original proposal was to re-level the entire upper level floor at a cost of over $44,000.The scope of work was reduced by the architect to just the former detention and sally port areas, the only areas where the floor exceeded the contract allowance.On a motion by Chief Fisette, seconded by Mr. Donoghue it was voted (5-0-1) to recommend approval of PCO #28 in the amount of $14,097.86.Mr. Guilderson abstained.

      7. #29, Added electrical conduit in detention area.$863.30 submitted.This was a design omission and had been noted by the electrical contractor.On motion by Mr. Donoghue, seconded by Mr. Walters it was voted (5-0-1) to approve PCO #29 in the amount of $863.30.Mr. Guilderson abstained.

      8. #25, West (South?) gable wall reframing.Existing conditions were substandard.Corrections made per structural engineer recommendations.$13,881.53 submitted; revised to $18,576.86.The contract contains allowances for stud and plywood replacement.Mr. Pomroy considers this request and these two allowances to be a wash and recommends rejection based on application of the allowances to this work.No action on this item pending response from the general contractor.

      9. #23, West wall reframing.The wall was bowed outside the foundation and was not carrying all trusses.Some of the existing framing was rotted.It was reframed at the request of the structural engineer.$12,931.83 submitted, revised to $11,721.99.On motion by Chief Fisette, seconded by Mr. Donoghue it was voted (6-0) to recommend PCO #23 in the amount of $11,721.99.

    3. Mr. Pomroy reported that he had received a request from the Assistant Town Administrator for assistance with the grant reporting requirements.The Committee consensus was that the Assistant Town Administrator should handle the grant reporting requirements as that is an owner obligation but that Pomroy Associates should be prepared to provide project related documentation as required.

    4. Project Budget update.Mr. Pomroy reviewed Budget Report Update #9, September 30, 2017 with the committee.There is not much change from the August 31, 2017 report.Mr. Pomroy will revise the report to reflect the dispatch console cost as $500.00 over budget and to include the changes resulting from the Committee’s action on PCOs above.

    5. Architect’s proposed contract amendments.Since the architect was unable to be present at the meeting the Committee did not act on requested amendments ## 4, 5 & 6 because the Committee wished to review in detail the scope of work involved in each amendment.Mr. Pomroy presented and additional amendment, #7, for geotechnical services.$8,500 is carried in the project budget for this item.The requested amount was $3,256.00.Mr. Pomroy informed the committee that there is unlikely to be additional need for geotechnical services.On motion by Chief Fisette, seconded by Mr. Horowitz it was voted (6-0) to approve architect contract amendment #7 in the amount of $3,265.00.

    6. Status of pending purchase orders.

      1. Dispatch consoles.Purchase order in the amount of $50,500 has been issued.Project budget for this item was $50,000, the balance will be charged to the owner’s contingency.
      2. Shelving.  Still pending.
      3. Furniture.  There is an October 10, 2017 meeting with the vendor for this.
  2. Project Invoices for the month of September 2017.Invoices were not ready.The committee will schedule a special meeting on October 10, 2017 at 4:00 PM at the Fire Station to review and make recommendations on the September invoices.
  3. Minutes.  On motion of Chief Fissette, seconded by Mr. Donoghue, it was voted (6-0) to approve the minutes of the August 30, 2017 meeting as presented.
  4. The next regular Committee meeting is Wednesday, October 25, 2017 at 4:00 PM at the Fire Station.
  5. Adjournment.  On motion of Chief Fissette, seconded by Mr. Guilderson, it was voted (6-0) to adjourn.  Meeting adjourned at 5:26 PM.

Public Record Documents

  1. PCO/Change Order Log #12 9/30/17
  2. Project Budget Report #9 9/30/17
  3. Architect proposed contract amendments ## 4, 5, 6 & 7
  4. Memorandum from Pomroy Associates to Brain Carlson dated 9/22/17 concerning grant reporting requirements