Minutes

Wellfleet Police Station Building Committee

Minutes of Meeting #48A; September 12, 2018

Wellfleet Police Department Conference Room, 36 Gross Hill Road, Wellfleet

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

Regrets: Sean Donoghue, Mark Vincent, Lieutenant Michael Hurley (alternate), and Daniel R. Hoort

Also present: Rick Pomroy and Bob Rice, Pomroy Associates and Pete Goudreau and 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.  The contractor is working on the punch lists and claims they are complete.  The architect and electrical consultant are checking and “punchbacks” are expected.  MEP and landscaping consultants have yet to report on punch list status.  Some landscaping work is incomplete, specifically stamped concrete, stamped asphalt and line striping.  The turnover process is incomplete.  Warranties, operation & maintenance manuals, as built plans, inventory of attic stock are all still pending delivery and review by consultants.  Mr. Pomroy wants to schedule a second round of training.  Todd Costa joins the meeting (4:05 PM.)  A discussion of attic stock list occurred.  The process for operation and maintenance issues was raised by Mr. Walters.  Mr. Pomroy wants initial contact through his office so that they can log, and monitor response and resolution of issues.  Landscaping maintenance needs to be monitored.  It may be appropriate for the DPW to take over maintenance soon.  The DPW will clean up all areas outside Ponderosa’s responsibility and will replace the split rail fence along Gross Hill Road and will replace the original stockade fence along the Easterly property line with an 8 foot tall cedar stockade fence.  The trailers at the temporary facility have been removed and the purpose built structure will be gone soon.  Other issues remaining: non slip paint should be added to the sally ports, the floor is slippery, the lockers in the staff areas are unsatisfactory and will be replaced with filing cabinets, the dispatchers still cannot remotely open the sally port doors.  Final cleaning by the general contractor was not satisfactory and will need to be redone and the cost charged back to the general contractor.  Initial floor cleaning must follow manufacturer’s requirements in order to protect the warranty and the estimated cost is $2,000.00
   3. Pending Change Orders:
      1. PCO 72R is a previously approved site work credit ($4,146,89)
      2. PCO 74 - $6,851.33 - is for miscellaneous time and materials charges, the largest of which was crane rental.
      3. PCO 76 - $24,628.34 – is for electrical extras, primarily the unanticipated requirement from Verizon for a new conduit for E911 circuitry.
      4. PCO 77 - $11,804.45 – is for additional electrical and general contractor time and materials.
      5. PCO 78 - $451.71 – is for application of door decals.
      6. PCO 79 – ($5,417.06) – is a credit for back charges to the site work contractor for engineering services related to environmental errors by the contractor.

All six PCOs are proposed for Change Order #14.  ON motion of Chief Fisette, seconded by Mr. Horowitz it was voted (4 - 0) to recommend approval of the above six PCOs as Change Order 14.

1. Project Budget Review.  Mr. Pomroy presented Budget Report Update #20 dated September 12, 2018.  The budget reflects pending Change Order #14 and shows an owner’s project contingency of $426,977.61.  As various other line items are trued up, the contingency balance will increase.  In addition to the contingency amount the project has earned a Green Communities grant of approximately $120,000.00.  The remaining contract amount is 2% of the contract sum ($111,025.49).
2.   Owner’s Project Manager contract extension.  Mr. Pomroy presented a proposed amendment to the OPM contract to cover an additional two months caused by the two month extension to the general contractor’s extension.  He agreed not to seek further extensions to wrap up the project.  On motion of Chief Fisette, seconded by Mr. Horowitz it was voted (4 – 0) to recommend approval of the extension.
3. Grand Opening will be September 22 beginning at 10 AM.  Chief Fisette presented a draft order of ceremony and reported on plans for site cleanup, parking, station tours and catering.
4. Pending purchase orders.  None.

1. The owner’s project manager presented August invoices, submission #21 included the following invoices:
   1. J. J. Cardosi, Inc. - $216,577,92.
   2. Pomroy Associates - $16,859.09.  Includes reimbursement for commissioning agent charges ($7,000 plus 10% markup).
   3. National Telecom Systems, Inc. – five invoices totaling $11,204.00.
   4. Motorola – radios - $148,860.00.
   5. Barnstable County – dispatch radios install - $9,840.00.
   6. Motorola – dispatch consoles - %50,544.13.
   7. Galaxy Integrated Technologies – security systems – two invoices totaling %75,866.58.
   8. Robert B. Our, Inc. – septic pumping -  $400.00.
   9. 24 Trauma – cleaning - $3,712.44.

All invoices in this submission are approved for payment by the OPM.The general contractor’s invoice has been approved by the architect.On motion of Chief Fisette, seconded by Mr. Horowitz it was voted (4-0) to recommend invoice submission #21 for payment.

1. Minutes.  On motion of Chief Fisette, seconded by Mr. Horowitz, it was voted (4 - 0) to approve the minutes of the August 8, 2018 meeting as presented.

1. Committee meeting schedule. Next meeting will be on October 10, 2018 at 4:00 PM in the Police Dept. conference room.
2. Future agenda items.  Mr. Walters asked if the startup and commissioning went as expected and was told that it had.  He also asked if a power cycle test involving all systems was performed to verify UPS performance during a power outage.  That has not been done and Mr. Pomroy will setup a test with relevant vendors (UPS, HVAC, electrical, alarm and security) on hand.  Mr. Goudreau noted that the sally port bollard caps are six feet tall and asked whether they need to be shortened to four feet tall as per spec.  Chief Fisette will check.
3. Adjournment.  On motion of Chief Fisette, seconded by Mr. Horowitz, it was voted (4–0) to adjourn.  Meeting adjourned at 5:36 PM

Respectfully submitted,

Harry Sarkis Terkanian

[1] Public Record Documents