Minutes

Meeting date: 
Wednesday, October 25, 2017

Wellfleet Police Station Building Committee

Minutes of Meeting #29; October 25, 2017

Wellfleet Fire Station Conference Room, Lawrence Road, Wellfleet

 

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

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

Also Present: Rick Pomroy (Pomroy Associates) and Todd Costa and Megan Rogoff (Kaestle Boos Associates)

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

  1. Project Status report by Mr. Pomroy:

    1. Project progress.The general contractor continues to take two steps forward and one step backward.The roof trusses for the addition are going up this week.The contractor needs to get the building tight to the weatherso that interior work can proceed.Masonry work is being completed.We would still like to see a binder course on the upper and lower lots. There are no outstanding RFIs or submissions.

    2. The proposed response to the general contractor denying the request for extension was reviewed by the Committee.The Committee had previously reviewed the issue and agreed with Mr. Pomroy’s recommendation to deny the request.Mr. Terkanian reported that he had reviewed and approved the draft earlier in the day.The general contractor believes that the extension request was reasonable.Mr. Guilderson asked whether it would be useful to remind the general contractor of the DCAMM evaluation process.The Committee consensus was that such a step might further damage the relationship with the general contractor.

    3. There are no outstanding submittals or RFIs.PCO/Change Order Log #13 – 10/25/17 was reviewed.PCOs 10, 22, 23, 24, 26, 28 and 29 are in Change Order #6, previously approved by the Committee.Mr. Costa expressed concern about PCO 10 (slab demolition for plumbing).He felt the contract drawings include this work and agreed to compromise this item by splitting the cost because to contest it had the potential for delays and expenses of arbitration.PCO 28 (upper level floor repair)was also a concern as it reflects an agreed solution which the contractor is seeking to modify by PCO 31 (additional upper floor repair).Mr. Costa was also concerned that less work than contemplated by PCO 28 was actually performed.A proposed compromise is to widen the East wall of the dispatch center to cover the change in slab grade at the Owner’s cost in exchange for the general contractor agreeing that it has responsibility for the remainder of the floor issues.PCO 30 (plywood upgrade) was also discussed.Again, Mr. Costa felt that the drawings were clear on the need for plywood in the electrical room and it is specified on the electrical drawings.The Contractor did issue a RFI for a change from 5/8 inch to fire rated ¾ inch plywood.Of the $1,357.95 proposed cost, only about $622 is attributed to the change in plywood specification, the remainder is for additional labor to apply plywood in the electrical room.The proposed resolution is to offer to pay for the cost differential for the plywood ($622.17) but deny the remainder of the costs.PCO 27 (asbestos abatement) was discussed.Mr. Pomroy and Mr. Costa believe that the additional remediation was not required for health and safety reasons and the general contractor’s decision to proceed without affording the owner and opportunity to review the issue was unwarranted.PCO 25 (south wall reframing) still needs review to arrive at a cost to be offset in part by the framing and sheathing allowances.The proposed response to the PCOs as a group is agree to pay $622.16 against PCO 30, propose a widened east wall to the dispatch center to cover the floor defect in that area and instruct the contractor to proceed with the rest of the floor repair under the contract documents, hold PCO 27 in abeyance and adjust PCO 25 to be a net amount based on time and materials less allowances.

    4. Budget Report Update #10 – October 25, 2017 was reviewed.No action is required since other than reallocating costs between line items the is no overall change form Budget Report Update #9.

    5. Architect’s request for contract amendment numbers 4, 5 & 6 were revisited.These amendments had been previously provisionally approved by the Committee.Amendment #4 Rev. 1 is acceptable but will require extensive documentation when presented to the Board of Selectmen.Prospective date for that is November 28, 2017.Amendment #5 Rev. 1 needs to be revised to provide that it will be invoiced at the rate of $5,400 per month for actual contract administration for construction beyond February 20, 2018, up to a total of $21,600.Amendment #6 Rev. 1 needs to be revised by deletion of“monthly for the remainder of the project duration” to make clear that there is a single fee of $72,500 for this work.Mr. Costa agreed to the revisions to numbers 5 & 6 and will be present to explain the amendments to the selectmen.On motion by Mr. Horowitz, seconded by Chief Fisette it was voted (6-0) to approve contract amendment numbers 4, 5 & 6 modified as discussed.

    6. No pending purchase orders.

  2. Minutes. On motion of Chief Fissette, seconded by Mr. Donoghue, it was voted (6-0) to approve the minutes of the October 16, 2017 meeting was presented.

  3. The next Committee meeting will be Wednesday, November 8, 2017 at 4:00 PM at the Fire Station.Agenda will include October, 2017 invoices, PCO log and project schedule.

  4. Mr. Terkanian noted that this will be Mr. Guilderson’s last meeting as a member of this committee and the Building and Needs Assessment committee and, with the concurrence of all members present, expressed appreciation for Mr. Guilderson’s wisdom, expertise, integrity demonstrated by his service on the committees.

  5. Adjournent.  On motion of Chief Fissette, seconded by Mr. Horowitz, it was voted (6-0) to adjourn.  Meting adjourned at 5:21 PM.

Public Record Documents

  1. October 24, 2017 email from MR. Pomroy with draft of letter rejecting the contractor’s extension request.
  2. PCO/Change Order Log #13 – October 25, 2017
  3. Project budget update numbers 9 (September 30, 2017) and 10 (October 25, 2017)
  4. Kaestle Boos Associates proposed contract amendment numbers 4, 5 & 6