Minutes

Meeting date: 
Wednesday, June 6, 2018

Wellfleet Police Station Building Committee

Minutes of Meeting #43; June 6, 2018

Wellfleet Fire Department Training Room, 10 Lawrence, Wellfleet

 

Present: Harry Terkanian, Jay Horowitz, Sean Donoghue, Chief Ronald Fisette and Davis Walters (alternate)

Regrets:, Lieutenant Michael Hurley (alternate), Mark Vincent, and Dan Hoort

Also present: Rick Pomroy, Pomroy Associates, Todd Costa, Kaestle Boos Associates

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

  1. Project status.

    1. Project status and

    2. Project schedule report by Mr. Pomroy.Interior painting and flooring are in process.Progress still stop and start.The quality of the work is good.Furniture delivery has been delayed from June 11th to June 20th with no additional vendor cost associated with the delay.The general contractor’s schedule has slipped again.Primary scheduling issue is in the detention/booking area, particularly the ceiling tiles.On June 2nd the project manager was advised that the estimated delivery date for the tiles was in July.On June 4th the contractor proposed a substitution (2 x 2 tiles in place of 2 x 4 panels) which was accepted by the architect.Substitute panels are due on June 18th.It will take approximately 1 and one-half weeks to install and test the tiles.The ceiling tiles need to be installed before finish work on the detention area walls and floors can be completed.Mr. Walters asked if there was an alternative to the tiles.Mr. Costa reviewed the details of the detention area ceiling construction and advised that there was no practical alternative.As a result, the preliminary state inspection of the detention area, scheduled for June 5th, has been postponed and will be rescheduled when the work is done.Estimated earliest date to move the department is now the week of July 16th or 23rd.Major items remaining include commissioning, materials testing and punchlist.Punchlist inspections are scheduled for June 27 – 29.Substantial completion is estimated for the first or second week of July.Mr. Donoghue noted that code requires that the door to the electrical room needs to open outward.Mr. Costa will verify code requirements and Mr. Pomroy will follow up on this.

    3. Pending change orders and change order log.PCO/Change Order Log #20 – 6/5/18 was presented to the Committee. PCOs ready for review are 56 through 63 and 65 through 67.Most are cleanup for items already approved.The total for these PCOs is $28468.15 and are recommended by the project manager for change order #11.Mr. Pomroy expressed the opinion that there will be further PCO, but no substantial items are anticipated.On motion of Chief Fisette, seconded by Mr. Donoghue, it was voted (5-0) to recommend PCOs 56 through 63 and 65 through 67 for approval and inclusion in change order #11.Other outstanding PCOs include PCO 46 (generator docking station – OPM review of costs), PCO 54 (general conditions claim – see next item) and PCOs 55, 64 and 68 all rejected.

    4. General Contractor extension and general conditions claim (PCOs 33 and 54.)Mr. Terkanian reported that after the May 9th meeting with the contractor a counter to adjust the general conditions amount to $60,027 and extend the substantial completion date to June 28th was received.This was presented to the Committee as PCO 33 amended as of June 5, 2018. The PCO reflects delays resulting from extensive additional framing work, particularly with the South wall, the addition of the lift, and the leveling of the upper floor.Asked for his opinion on the contractor’s proposal, Mr. Pomroy reviewed the major items contributing to the delay and noted that the contractor bears some responsibility for time lost due to early staffing and supervision issues.He concluded that he can support the proposal.Mr. Costa also noted some deficiencies in how the contractor has documented the claim for additional time and costs, but does feel that there is value in resolving the issue.Mr. Horowitz noted the risks associated with litigating a complicated contract issue.Chief Fisette expressed the value in compromising and settling the issue.Mr. Walters asked about additional costs to the Town for the delay.Mr. Terkanian noted that direct costs for project management are about $!8,000 to $20,000 monthly and there are additional debt service costs.There is a credit to the town because the contractor continues to insure the building so the Town is relieved of that cost until possession is delivered.Mr. Walters asked Mr. Costa whether his firm has contributed to the delay.Mr. Costa acknowledged that attempting to respond quickly to requests for information has had occasional effects on the quality of the initial response and that occasionally responses from sub consultants have been slow.He felt that any delays on the architect’s part are only a minor factor in the overall schedule adjustment.Mr. Terkanian stated that he would reluctantly support the requested contract adjustment.Mr. Walters asked about the impact of any further delays.Mr. Pomroy responded that there were no anticipated items that could be attributable to the owner and that a notice of default should be issued if substantial completion is not achieved by June 28th.Mr. Terkanian noted that the contract liquidated damages amount would offset the Town’s direct construction administration costs after June 28th.On motion of Chief Fisette, seconded by Mr. Walters it was voted (5-0) to recommend approval of the contractors proposal.Mr. Terkanian also noted that the project manager has proposed a contract extension but requested the proposal be reviewed by Mr. Pomroy for action at a future meeting.

    5. Project budget review.Budget Update #17 dated June 5, 2018 was presented by Mr. Pomroy.Changes from the previous budget are the adjustment to the contract price by CO #11 and the adjusted cost of the fingerprint machine.

    6. Pending purchase orders.None.

    7. Mr. Walters left the meeting at 5:10 PM

  2. May project invoices.The following invoices were presented to the Committee with a recommendation for payment from the owner’s project manager and, in the case of the general contractor’s invoice, from the architect:

    1. JJ Cardosi, Inc., general contractor, $311,341.22;

    2. Kaestle Boos Associates, architect,

    3. Pomroy Associates, owner’s project manager,

    4. UTS of Massachusetts, materials testing, $1,550.

    5. Robert B. Our Co., septic pumping, two invoices totaling $800.00

On motion of Chief Fisette, seconded by Mr. Horowitz, it was voted (4-0) to recommend the above listed invoices for payment.

3.   Minutes.  On motion of Chief Fisette, seconded by Mr. Horowitz, it was voted (4-0) to approve the minutes of the May 9, 2018 meeting and the cancelled May 16, 2018 meeting as presented.

  1. Committee meeting schedule through July, 2018: regular meetings on June 20, 2018 and July 25, 2018; meetings for invoices and time sensitive items on July 11, 2018.

  2. Future agenda items.None.

  3. < >[1] Public Record Documents

     

     

     

    1. Project invoices for the month of May 2018 listed in item 2 above.
    2. PCO/Change Order Log #20 – 6/5/18
    3. Budget Report Update #17 – June 5, 2018
    4. PCO #33 revised June 5, 2018 and emails related to the same from Mr. Cardosi, Mr. Pomroy and Mr. Costa
    5. Letter from Pomroy Associates dated May 15, 2018 regarding contract extension.