MINUTES
REGULAR MEETING
WEDNESDAY, JUNE 15, 2005, 7:00 P.M=
.
PRESENT: = &nb= sp; Remo Ceniccola, Vice Chairman
&=
nbsp; &nbs=
p; &=
nbsp; &nbs=
p; John
Chipko
&=
nbsp; &nbs=
p; &=
nbsp; &nbs=
p; Peter
Dzioba
&=
nbsp; &nbs=
p; &=
nbsp; &nbs=
p; Anthony
Fusco
= ; &n= bsp; = ; &n= bsp; John Orsini (arrived at 7:03 p.m.)
Robert Porter, Chairman
ABSENT: &nb= sp; = Karl Kuegler, Secretary
OTHERS PRESENT: Charles
Beliveau, Maintenance Supervisor, Board of Education
= ; &n= bsp; = ; &= nbsp; Larry Black, Fire Chief (left at 7:20 p.m.)
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Sal DiDominikis, H.B. Fishman & Associates
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Herb Fishman, H.B. Fishman & Associates
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Dave Hardt, Deputy Fire Chief (left at 7:20 p.m.)
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Kevin Killeen, Town Council Liaison
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Todd LoFrese, Director of Operations, B.O.E.
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Lorel Purcell, O & G Industries
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Meredith Robson, Town Manager
&= nbsp; &nbs= p; &= nbsp; &nbs= p; Mark Roming, M.R. Roming (left at 7:40 p.m.)
1.&nb= sp; Convene Regular Meeting - 7:00 P.M.
Mr. Porter, Chairman, Called the Meeting to Order at 7:00 p.m.
2.&nb= sp; Roll Call
Mr. Porter, Chairman, executed the Roll Call.
3. = Public Participation
&nbs= p; N= one
REGULAR MEETING
JUNE 15, 2005
PAGE 2
4.&nb=
sp; Minutes
&=
nbsp; A. Regular
Meeting, May 18, 2005
&=
nbsp; &nbs=
p; MOTION: (Mr. =
Chipko,
sec. Mr. Dzioba) to Approve the Regular Meeting
Minutes dated May 18, 2005 as presented.
&= nbsp; &nbs= p; Discussion: None<= o:p>
&=
nbsp; &nbs=
p; MOTION
PASSED UNANIMOUSLY
5.&nb=
sp; Correspondence
&= nbsp; None
6.&nb=
sp; Old
Business
&=
nbsp; A. Fire
Station #1 Renovations
= 1.&n= bsp; = ; Status Report by Kaestle Boos Associates
= ; &n= bsp; = ; Mr. Porter: Jeff MacElravy ca= lled this afternoon to say that they're waiting for some documents for the instructions to bidders from the Town, and it should be ready to go to bid = any day.
2. &nbs= p; Discussion and Vote on Kaestle Boos Associates Special Inspection = Services, dated June 7, 2005, in the amount of $15,000.00 (attached).
= ; &n= bsp; = ; Chief Black: We haven't gotten a copy of that one. What is that in regards to?
&nb= sp; = M= r. Porter: Special inspection services required for the project, dated June 7, 2005. I don't see there were any carbon = copies of it. I'll get you a copy of it. It's the special inspecti= ons required for the project.
= ; &n= bsp; = ; Chief Black: Okay, just send me a copy for our records.
REGULAR MEETING
JUNE 15, 2005
PAGE 3
= ; &n= bsp; = ; MOTION: (Mr. = Ceniccola, sec. Mr. Fusco) to Approve Payment of Kaestle Boos Associates Special Inspection Services, dated June 7, 2005, in the amount of $15,000.00.
&n= bsp; = ; = Discussion: None<= /p>
= ; In Favor: &= nbsp; Mr. Ceniccola, Mr. Dzioba, Mr. Fusco, Mr. Porter
= ; Opposed: = None
= ; Abstained: Mr. Chipko, Mr. Orsini
= ; MOTION CARRIED (4-0-2)
= ; &n= bsp; = ; Mr. Orsini: Engineering charges, on the third paragraph, were these inspections caused by gross errors or incomplete preparation by the contractor and shall be billed $125.00, who will they bi= ll this to? Does the engineer or= the architect bill the contractor or the Town?= See the engineering charges, the third paragraph. They're not really saying who they= 'll be billing.
&nb=
sp; =
M=
r.
Porter: They're going to =
bill
the Town and we would go back after the contractor, cau=
se
this contract is between the Town of
= ; &n= bsp; = ; Mr. Orsini: Why would they be billing the Town = when . . . . .
&nb= sp; = M= r. Porter: If it's a gross e= rror, it wasn't done properly.
= ; &n= bsp; = ; Mr. Orsini: Yea, but why would the Town be resp= onsible for something like that? Actu= ally the Town is having the work done, and the contractor is doing the work, so = if they do the error, they should be . . . . .
= ; &n= bsp; = ; Mr. Porter: The Town would go back after the contractor, cause this is an agreement between Kaestle Boos and the Town, he doesn't bill anybody but us, so we would have to= go back to the contractor for something like this.
&nb= sp; = M= r. Orsini: So in other words= they would bill us and then we'd bill the contractor.
= ; &n= bsp; = ; Mr. Porter: We'd go back after the contractor, that would be my interpretation.
REGULAR MEETING
JUNE 15, 2005
PAGE 4
= ; &n= bsp; = ; Mr. Chipko: It wouldn't be any different than = if, for instance like with the testing (inaudible) if they go and do soil compaction for the roadway and it fails, and then they have to come back a = day later to retest that same material, the Town will get billed for it but then it's= up to the Town to go and collect that money from the contractor, either the ge= neral contractor or the prime contractor, so it's probably a similar condition.
&nb= sp; = M= r. Orsini: Okay, so somewher= e in our documents (inaudible).
= ; &n= bsp; = ; Mr. Chipko: It would be up to the Buildings Com= mittee to recommend that whatever that amount is be deducted from the particular contractor who caused the reinspection retesting, cause= the lab is going to be a similar situation.
= ; &n= bsp; = ; Mr. Orsini: I understand that, but it's a litt= le confusing to me.
3. &nbs= p; Correspondence from Kaestle Boos Associates to Chief Black, dat= ed May 27, 2005, Re: Response to 100% Construction Document Questions and PBC Concerns (attached).
= Mr. Porter: So it's the Fire Department's quest= ions and Kaestle Boos' response.
4. &nbs= p; Correspondence from Kaestle Boos Associates to Richard Fusco, Building Department, dated May 24, 2005, Re: Revis= ed Statement of Special Inspections (dated May 20, 2005) (attached).
= Mr. Porter: Correspondence.
5. &nbs= p; Correspondence from Kaestle Boos Associates to Chief Black, dat= ed May 9, 2005, Re: Invoices for P &= amp; Z (attached).
= Mr. Porter: This is an explanation of landscapi= ng invoicing that was additional work requested by P & Z and it is an additional charge, cause we questioned them last= month on the billing.
REGULAR MEETING
JUNE 15, 2005
PAGE 5
6. &nbs= p; Discussion and Vote on Kaestle Boos Associates, Invoice #1, dated March 24, 2005, in t= he amount of $3,137.50, (attached).
= ; &n= bsp; = ; MOTION: (Mr. = Ceniccola, sec. Mr. Fusco) to Approve Payment of Kaestle Boos Associates, Invoice #1, = dated March 24, 2005, in the amount of $3,137.50.
&n= bsp; = ; = Discussion: None<= /p>
= ; In Favor: &= nbsp; Mr. Ceniccola, Mr. Dzioba, Mr. Fusco, Mr. Orsini, Mr. Porter
= ; Opposed: = None
= ; Abstained: Mr. Chipko
= ; MOTION CARRIED (5-0-1)
7. &nbs= p; Discussion and Vote on Kaestle Boos Associates, Invoice #2, dated April 25, 2005, in t= he amount of $4,350.00 (attached).
= Mr. Orsini: I'm sure these things are legitimat= e, but we still don't have detail of what this is for. It says landscape architect, profe= ssional services rendered for the period March 18, 2005 to Apri1 15, 2005. Obviously it doesn't say what they did. I thought we discussed t= his before and this was going to be corrected. I don't see anything of that kind here. I mean if we just approve these th= ings, we really shouldn't even approve them.
= Mr. Porter: It was work requested by Planning a= nd Zoning and in their letter Chief Black, dated May 9th, there's an explanati= on of invoices for Planning and Zoning. These are associated with land use, agency approvals, and as indicat= ed in paragraph 2 (inaudible) architectural agreement are an additional service to the contract.&nbs= p; The reference line on each of these bills indicates their applicabil= ity to this contract term. Please= let me know if you require any further explanation, that was by Jeff MacElravy. At the= top it says Re: Watertown Fire Department, Planning and Zoning.
= Mr. Orsini: I understand that, but I'm fully aw= are of that, however on this invoice right here it just says for professional serv= ices rendered for the period March 18, 2005 to April 15, 2005, and basically has landscape architect, $150.00 an hour, 29 hours, so that's the number here, = but it doesn’t say what they did. Did they design something, did they look at something, what did they= do?
REGULAR MEETING
JUNE 15, 2005
PAGE 6
= Chief Black: We had the same questions, that's w= hy we sent them a request for what it was for and they sent this letter back. From my understanding it's a resul= t of the additional work for the rear driveway, the landscape design for that, t= he landscape design for down in the back where the drainage ends up and that t= ype of thing, and their many trips back and forth to Zoning, Wetlands, to make = sure they were all clear with all of those regulations. That's my understanding verbally f= rom them what it was for. I know = the letter they sent us is pretty vague as to what it's exactly for.
= Mr. Orsini: = That's fine, but see on these bills there should be a little more detail (inaudible).
= Chief Black: Yea, that's what I was getting at w= ith them also and we received this letter back which isn't what I consider great detail but they also verbally mentioned that to me as to what it was for.
= Mr. Orsini: Can we somehow in the future?
= Mr. Porter: I did that with Todd after last mon= th's meeting, I sent an email to him requesting on invoicing, that they provide = us with additional information, more detail.
= Mr. Orsini: More detail, tell us what they do.<= /p>
= Mr. Porter: The meeting is at site. I'll get an email off to Jeff in t= he morning.
= Mr. Orsini: I appreciate that. As far as I'm concerned somebody approved these things, I would imagine they are all right, but I'm not satisfied with them personally.
Mr. Porter: How about if we go ahead with the approval to pay them and hold it until we get the explanation? Would that suffi= ce to the Committee?
= Mr. Orsini: How does everybody else feel?
= Mr. Ceniccola: That's fine.
REGULAR MEETING
JUNE 15, 2005
PAGE 7
= ; &n= bsp; = ; MOTION: (Mr. = Ceniccola, sec. Mr. Fusco) to Approve Payment of Kaestle Boos Associates, Invoice #2, dated April 25, 2005, in the amount of $4,350.00, but hold payment until we receive more description of the services rendered.
&n= bsp; = ; = Discussion: None<= /p>
= ; In Favor: &= nbsp; Mr. Ceniccola, Mr. Dzioba, Mr. Fusco, Mr. Orsini, Mr. Porter
= ; Opposed: = None
= ; Abstained: Mr. Chipko
= ; MOTION CARRIED (5-0-1)
8. &nbs= p; Discussion and Vote on Kaestle Boos Associates, Invoice #3, dated May 24, 2005, in the amount of $600.00, (attached).
Mr. Porter: You'll see on the= flip side of that, it's copied on both sides, it came from the Chief and it's ok= ay to pay. Planning and Zoning .= . . . .
Mr. Orsini: These are all the= same, Bob?
=
; &n=
bsp; =
; Mr.
Porter: Yea, Planning and
Zoning again.
=
; &n=
bsp; =
; Mr.
Orsini: Any future invoic=
es should
have an explanation.
= ; &n= bsp; = ; MOTION: (Mr. = Ceniccola, sec. Mr. Fusco) to Approve Payment of Kaestle Boos Associates, Invoice #3, dated May 24, 2005, in the amount of $600.00, but hold payment until we rec= eive more description of the services rendered.
&n= bsp; = ; = Discussion: None<= /p>
= ; In Favor: &= nbsp; Mr. Ceniccola, Mr. Dzioba, Mr. Fusco, Mr. Orsini, Mr. Porter
= ; Opposed: = None
= ; Abstained: Mr. Chipko
= ; MOTION CARRIED (5-0-1)
REGULAR MEETING
JUNE 15, 2005
PAGE 8
=
; B<=
span
style=3D'mso-bidi-font-weight:bold'>. =
1. =
Fi=
eld
Report from Mark Roming, dated May 10, 2005
(attached).
Mr. Porter: Mark Roming is here this evening.<= o:p>
2. =
; Field
Report from Mark Roming, dated May 31, 2005
(attached).
Mr.
Roming: I sent a memo to the contractor to
finish up some items, I've been trying for weeks, first by phone calling him
almost on a daily basis, and since last week I've written letters outlining
what has to be done. There wa=
s no
reaction to it until I guess today, when he fina=
lly
showed up and mowed the grass. I
came down here twice when they were putting the striping down; they did a r=
eal
nice job with the line quality. It's
part of the same company (inaudible) one of their line stripers from Track
Builders Association. That pa=
rt is
complete. The items that have=
to be
completed, I don't know if you have a copy of the letter I sent to Todd, I
mentioned that there are still stones out there that have to be picked up,
there's topsoil that has to be put along the edges of a=
ll the
pavement and (inaudible) has to be seeded.
Mr.
Porter: That's your field report dated May=
31st.
Mr.
Roming: Yes, but there's one now, there's a
letter that went out, there are 2 letters that went out, I don't know if To=
dd gave
it to you.
Mr.
LoFrese: Actually I got a copy of it via
Mr.
Roming: There's like about 6 items on it.<=
span
style=3D'mso-spacerun:yes'> They have to adjust the irrigation
system. There was a valve tha=
t was
bad, they've ordered a replacement, I guess that's coming in this week, they
tell me. There are some areas=
that
still have to be scratched and reseeded, some bare spots. Overall it's filled in pretty well=
, there's
just spots that they have to take care of it, and there's some (inaudible)
still off the edge of the track.
The grass is starting to grow, as you can see it, but it's just star=
ting
to take. And the area that th=
ey
used for staging when they did their striping, the shot putt pad and the ar=
ea
around it has to be repaired, and they're aware =
of
that. That letter was sent ou=
t today
and I told them it has to be done immediately. I don't know what good that does, =
cause I talked to Jason right after that and he's not =
the
easiest guy to talk to as some of us found out, but he's got to do it. I'm not too sure right now off han=
d what
the retainage is, but we have a pretty good retainage.
REGULAR MEETING
JUNE 15, 2005
PAGE 9
Mr.
Porter: Further in the packet there's
application for payment #6 in the amount of $104,500 and that, according to
this document, leaves a retainage of $57,409.
Mr.
Roming: That's more than enough, the amoun=
t of
work that's in there that has to be done, it's really maybe just a few thou=
sand
dollars technically speaking, if you weigh it all, cause everything is
installed with the exception of going around and cleaning up the edges, so =
I'm
sure that even if you paid this invoice, there's still plenty of money in t=
here
to hold back because there's nothing that's really defective in the track or
anything, in fact I think the track looks great. This is the first track that I've =
seen
that's actually a distance between the white line and the edge where the bl=
ack
top is itself is almost consistent all the way around. If you go to other tracks you see =
that
they seem to wave in and out, and they came out pretty good, really good.
Mr.
Porter: I guess my concern is that I go by=
it
probably once a day or every other day, for the small amount of work that n=
eeds
to be done, and the emails that I've sent to Todd, Todd has sent to you, yo=
u've
sent to Mather, I just don't understand why Mather doesn't respond. At least give us an answer, I will=
be
there next Tuesday; instead there's no schedule, no response.
Mr.
Roming: I've been asking for it and his comment today had me so mad that I hu=
ng
up on him, I actually asked to speak to his boss, Todd Mather, because his
comment was we did our job out there, this little stuff like this, it will =
take
care of itself, or when we get a chance we'll send somebody out there, and =
that
aggravated me, cause he could go down there in a few days and have everythi=
ng
straightened out. I can't do
anymore. I can't hit him over=
the
head. I sure, don't know how =
I feel
about it. The only other thin=
g is
you know it can come from the Town, because you know the Town hired the
contractor, I mean I'm the in between, but to show that it's just not me, a=
nd
write a strong letter about it.
We've got a lot of retainage.
Mr.
Porter: But we do owe them this $104,000, w=
hat if
we approve, with the Committee's approval, authorize the payment, but prior=
to
the check being cut a letter goes to him and he agrees to certain things.
Mr.
Roming: That’s entirely up to you.
Mr.
Porter: Money can certainly get somebody's
attention.
REGULAR MEETING
JUNE 15, 2005
PAGE 10
Mr.
Roming: The only thing I can see, if you p=
ay
this now, you have $5,000 something still being held back. That's a lot being held back. Normally when we're at this point o=
r near
this point, we actually cut the retainage down to 2%, I wouldn't even sugge=
st
that just because of the way they're acting. That's the normal procedure. But again it's up to you. The only caveat I had told him was=
with
the payment there may be a problem, and I don't even want to tell you his
remark.
Mr.
Porter: There isn't a great deal of remedial work to be done, but not respond=
ing
certainly doesn't sit well with me or I think the rest of the Committee.
Mr.
Roming: There's another alternative as wel=
l,
though. You can also state in=
a
letter that if they don't come in and do these things you will have somebody
come in and finish it and back charge it.
Mr.
Porter: Like a private contractor?
Mr.
Roming: Yes, and if he's given a certain amount of notice in the time that yo=
u do
that, just let him know. I ca=
n't do
anymore than I've done. I've
written letters, and I'm waiting for a call back form the owner of the comp=
any,
cause I don’t even want to speak to Jason anymore.
Mr.
Ceniccola: What do you recommend for a time p=
eriod?
60 days r=
esponse?
Mr.
Roming: You know what the problem is, if t=
hey
don't get the seed in there now, even though you've got irrigation, there a=
re
areas outside of that track . . . .
Mr.
Chipko: (Inaudible).
Mr.
Roming: It's too hot,<=
/span>
the seeds aren't going to germinate.
Mr.
Ceniccola: That's the problem already.
Mr.
Roming: Outside of the track that's a
problem. And as far as I'm
concerned I told him they could bring in sprinklers, we had talked about th=
at awhile
back. I've done that on jobs,=
I've
had contractors bring in sprinklers.
There's no reason they can't.
And the area is secure, no one is going to go in there and take them=
. If you want to=
do that
that's entirely up to you.
But as far as giving them a number of days, I'd do it the other way, I'd say to them you tell me when are you going to=
have
it done, before we take other action.
REGULAR MEETING
JUNE 15, 2005
PAGE 11
Mr.
Orsini: Sounds good to me.
Mr.
Porter: If we give them 7 to 10 days to re=
spond
to the letter and then say from that point on the Town will hire private
contractors and bill you back.
Mr.
Roming: Say you want a written response an=
d you
want to see them there at that time, or if they don't respond to it properly
then . . . . .
Mr.
Porter: I can't think of any other leverag=
e or
pressure we can bring upon them.
Mr.
Roming: We certainly have enough money hel=
d back, we didn't go past the (inaudible).
Mr.
Porter: With that kind of money sticking back, I would be right up there fixi=
ng everything,
cause not only would I want the $104,000, but I'd want as much as the retai=
nage
as I could get. That's the pr=
ofit (inaudible).
Mr.
Roming: They do have to come back and do t=
hings
like killing weeds and stuff like that, there are some treatments that they
have to give that's in the spec, they're suppose=
d to fertilize.
Mr.
Chipko: Your letter to them today, was tha=
t a punch
list?
Mr.
Roming: Kind of, punch list for the project
itself, everything else was fine except for those particular items that I d=
id
mention.
Mr.
Chipko: We've just had issues with other
projects where punch lists were never provided, so I just wanted to make su=
re
that was out there.
Mr.
Roming: No, we do punch lists.
Mr.
Porter: In the field report dated May 10th=
and
May 31st it talks about the small stones, it talks about it needs to be
scratched and reseeded, and it talks about the i=
rrigation
issues, so we do have . . . . .
Mr.
Roming: There's a trail.
Mr.
Porter: We're keeping track of what they a=
re.
REGULAR MEETING
JUNE 15, 2005
PAGE 1
Mr.
Roming: I was thinking that we were going to get to a point where we would al=
l go
out together and then I would make up the punch list then. It think that's
the time to do it. When they =
tell
you this is it, otherwise they can make us go out there 50 times, and that's
not going to do any good.
Mr.
Chipko: When they think they're finished, then we go and decide just how fini=
shed
they are.
Mr.
Roming; The<=
span
style=3D'mso-bidi-font-weight:bold'> longer they wait, the longer they wait=
for
the money. That's the only le=
verage
you have<=
/span>,
really.
Mr.
Ceniccola: You said they're going to come back=
and
readjust the sprinkler heads and all that.
Mr.
Roming: They better. One of them is shooting right acro=
ss the
track.
Mr.
Ceniccola: Yea, I saw that.
Mr.
Roming: I took a picture of it, cause he told me on the phone today the
sprinklers, the way they adjust them, they go close to the edge of the pave=
ment
cause they want to make sure they get all the grass, I can send them this
picture tomorrow, where it's shooting right across the track.
Mr.
Ceniccola: Yea, I saw that, it needs a little =
adjustment.
Mr.
Porter: The track isn't going to grow.
Mr.
Roming: You don't need 9 lanes, not enough room.
Mr.
Porter: Let me get back to the Agenda here,=
we'll
get to this payment in a minute. Do
you have anything else to say, Mark?
Mr.
Roming: No.
Mr.
Porter: There's a field report dated May 1=
0th,
which we went over from Roming and May 31st.
REGULAR MEETING
JUNE 15, 2005
PAGE 13
3. =
; Discussion
and Vote on M.R. Roming, Invoice #5912, dated June 1, 2005, in the amount of
$800.00 (attached).
&= nbsp; MOTION: (Mr. Chipko, sec. Mr. Orsini) to Approve Payment of M.R. Roming, Invoice #5912, dated June 1, 2005, in the amount of $800.00.
Discussion: None<=
/p>
MOTION
PASSED UNANIMOUSLY 4. Correspondence f=
rom
T. LoFrese to R. Porter, dated June 1, 2005, Re:=
Grounds Maintenance at Track (atta=
ched). Mr. Porter: There again it talks about the gras=
s,
watering, and my question to them, who is responsible? It's within the construction limit=
, and
that's the outer fence, so Mather is responsible for mowing the grass until
there is a full stand of grass on the field. 5. Correspondence f=
rom
T. LoFrese to M.R. Roming, dated May 23, 2005,
Re: Overspray on Student's Car
(attached). Mr. Porter: Apparently when the 6. Correspondence f=
rom
R. Cavanaugh to T. LoFrese, dated May 9, 2005,
Re: Track Elevations (attache=
d). Mr. Porter: This is the elevation, John,
that you had questioned. 7. =
; Discussion
and Vote on Mather Corporation, Application for Payment #6, dated May 31, 2=
005,
in the amount of $104,500.00 (attached). Mr.
Porter: What would the Committee's thoughts=
be about
approving the invoice and then holding cutting the check and attach a lette=
r to
it with the concerns we have, and have them respond within 7 days for the
schedule of work to be done and the timeframe to do it, in writing. Mr.
Orsini: You mean holding the check? REGULAR MEETING JUNE 15, 2005 PAGE 14 Mr.
Porter: Approving the payment tonight, so =
if he
gives us what we're looking for, we can release the . . . . . responding to=
us. &=
nbsp; Mr.
Orsini: And give us a dat=
e when
he's going to do it, in writing. Sounds good to me.&nb=
sp;
Basically he's going to respond to it, and we'll pay him, however, he
doesn't have to do it. &=
nbsp; Mr.
Porter: Well we make him
respond within 7 days in writing, the work that needs to be done and the
schedule, and say if the work does not commence within "x" number=
of
days, then the Town will hire a subcontractor and bill him back. &=
nbsp; Mr.
Orsini: Bill him back on =
the
retainage, but we'll be paying him $104,000. Mr.
Porter: Yea, but we've got $57,000 in
retainage. I don't think we'v=
e got
$57,000 worth of work out there. Mr.
Orsini: I don't either, but nevertheless o=
nce he
responds we're going to give him the $104,500? Mr.
Porter: Once he responds and starts the
work. He's got to give us a
schedule and he's got to be there. Mr.
Orsini: That sounds better. &=
nbsp; MOTION: (Mr.
Chipko, sec. Mr. Orsini) to Approve Payment of Mather Corporation,
Application for Payment #6, dated May 31, 2005, in the amount of $104,500.0=
0,
but then holding cutting the chec=
k and
attach a letter to it with the concerns we have, and have them respond with=
in 7
days for the schedule of work to be done and the timeframe to do it, in
writing, and not release payment until he actually starts doing the work. Discussion: None<=
/p>
MOTION
PASSED UNANIMOUSLY REGULAR MEETING JUNE 15, 2005 PAGE 15 8. =
; Discussion
and Vote on Extra Work Recommendation for Replacing 2 Swing Gates. &=
nbsp; Mr.
Porter: At the entrance t=
o the
track off the parking lot, the two swing gates are in pretty sad shape. There is money within the project =
budget
to replace those gates, and I asked Todd and Charlie to come up with a price
for the gate replacement. The
Athletic Department also asked for another set of gates to access the trail=
er
where the equipment is stored on the west side of the track. They can't get into it right now <=
span
class=3DGramE>there's no gates. That's the little trailer. They are supposed to come back to =
us
with a price. Mr.
Ceniccola: If we're going to do that, then the
existing fencing around that track is in pretty bad shape. I mean there's a section of it alo=
ng the
parking area for the high school which is pretty much torn down, you can ju=
st
walk right through it. Maybe =
we
should be looking at repairing that as well, add that to this. That fence is useless at this poin=
t. Mr.
Porter: That sounds okay to me. Mr.
Roming: You had mentioned before about usi=
ng a
change order. I would really
suggest not going through the contractor to do that (inaudible). Mr.
porter: We were going to have the fencing =
people
who do the work for the Town or the Board now give us that. It's not going to go through Mathe=
r. Mr.
Roming: Good, cause that will just open up
another can of worms. &=
nbsp; Mr.
Porter: This is the fenci=
ng
company that the Board has used in the past, so it's not our intention to e=
ven
ask Mather. &=
nbsp; Mr.
Ceniccola: I happened to =
be up
there the other day and I noticed there was a good section, at least 20 feet
that's pretty much torn down. Mr.
Porter: Charlie, ask them to increase the quote he's going to give you, adding
that extra fencing? &=
nbsp; Mr.
Beliveau: Yea, I asked hi=
m to
look at the gates also and an alternate price on correcting the fence in the
corner (inaudible). And to
construct a walker gate that's there, cause right now there's just a small =
gate
that a motorcycle or an ATV can get through there, so we want to block that=
off
in the process. (Inaudible.) &=
nbsp; Mr.
Porter: Okay, that will b=
e for
our next meeting. REGULAR MEETING JUNE 15, 2005 PAGE 16 9. Correspondence f=
rom
T. LoFrese to R. Porter, dated June 3, 2005, Re:=
Track Budget (attached). Mr. Porter: There looks to be about $20,000 lef=
t in
this project, so it looks like we've done it without exceeding the budget,
which is a little plus, and having a surplus is even better, which will be
reduced by whatever the gates and additional fencing is, but we should have
money left. =
1.&n=
bsp; =
;
Status Report =
; &n=
bsp; 2. =
Correspondence
from T. LoFrese to D. Petrucelli, dated June 7, 2005, Re: Polk Roof Warrantee Issues. =
; &n=
bsp; 3. =
Correspondence
from D. Petrucelli to R. Porter, dated June 3, 2=
005,
Re: Swift Security Controls
(attached). =
; &n=
bsp; =
; Mr. Porter: There isn't, the work has been
completed. There's a note in =
here,
an email 6C2, 6C3 regarding the problem they had, there was some plywood
lifting, and SilkTown's response was that they may have missed in the naili=
ngs,
so they went up and corrected it, and to the best of my knowledge, and Todd=
and
Charlie can verify this, there are no more issues at Polk with the roof from
the items that were, Craig Lamphere had noted, and John Morrissey went back=
and
they corrected it. &nb=
sp; =
M=
r.
LoFrese: We know that the=
y came
to work on it, but we're not certain if Dean has inspected it and okayed it. &nb=
sp; =
M=
r.
Porter: I'll get an email off to Dean ask him to inspect it and give us=
a
report. =
; &n=
bsp; 4. =
Discussion
and Vote on SilkTown Roofing, Application for Payment #7, dated June 1, 200=
5,
in the amount of $33,150.00 (attached). =
; =
; &n=
bsp; Mr.
Porter: After this paymen=
t,
that will leave a retainage of $22,100.&nb=
sp;
Any comments? Last month was the full amount, an=
d this
is the corrected application. =
; &n=
bsp; =
; Mr. LoFrese: Correct, this is the correct
application with 2% retainage for a year.&=
nbsp;
Maybe we should approve this pending successful response from Dean on
how the repair went. REGULAR MEETING JUNE 15, 2005 PAGE 17 =
; &n=
bsp; =
; Mr. Chipko: We're still going to hold the 2% r=
ight? =
; &n=
bsp; =
; Mr. Porter: Yes, this is the amount,
we still have $22,110 for retention. =
; &n=
bsp; =
; MOTION: (Mr. =
Ceniccola,
sec. Mr. Orsini) to Approve Payment of SilkTown Roofing, Application for
Payment #7, dated June 1, 2005, in the amount of $33,150.00 pending success=
ful
response from Dean Petrucelli that the repairs were made adequately. =
; &n=
bsp; =
; Discussion: None<=
/p>
=
; &n=
bsp; =
; MOTION
PASSED UNANIMOUSLY =
; &n=
bsp; 5. =
Correspondence
from T. LoFrese to R. Porter, dated June 3, 2005,
Re: Polk Re-Roof Budget (atta=
ched). =
; &n=
bsp; =
; Mr. Porter: The budget, it appears we have a ba=
lance
in that project also, in the amount of $30,000. &=
nbsp; D. =
1.&n=
bsp; =
;
Status Report by Kaestle Boos Associates. &nb=
sp; =
M=
r.
Porter: I don't have anyt=
hing
tonight. Todd? &nb=
sp; =
M=
r.
LoFrese: I received a call from Diana MacNeil today indicating that the
State had signed off on all the phases with their approval, so I thought th=
at
was some good news to share. =
; &n=
bsp; 2. =
Correspondence
from T. LoFrese to R. McHugh, Town Attorney, dated May 18, 2005, Re: Encroachments (attached). =
; &n=
bsp; =
; Mr. Porter: This is regarding the encroachments=
at
Swift, there were some sheds, clothesline pole, etc., and it was our
recommendation to have the items removed.&=
nbsp;
There was on issue with a driveway onto =
; &n=
bsp; 3. =
Correspondence
from T. LoFrese to D. McNeal, Kaestle Boos Associates, dated June 1, 2005,
Re: Swift Security Controls
(attached). =
; &n=
bsp; =
; Mr. Porter: Any comments or discussion? REGULAR MEETING JUNE 15, 2005 PAGE 18 =
; &n=
bsp; 4. =
Discussion
and Vote on Crest Graphics, Invoice #23013, dated May 19, 2005, in the amou=
nt
of $1,393.26 (attached). =
; &n=
bsp; =
; Mr. Orsini: Is this for photos? =
; &n=
bsp; =
; Mr. Porter: Digital prints, bindings, shipping=
and
sales tax. =
; &n=
bsp; =
; MOTION: (Mr. =
Ceniccola,
sec. Mr. Orsini) to Approve Payment of Crest Graphics, Invoice #23013, dated
May 19, 2005, in the amount of $1,393.26. =
; &n=
bsp; =
; Discussion: None<=
/p>
=
; &n=
bsp; =
; MOTION
PASSED UNANIMOUSLY =
; &n=
bsp; 5. =
Discussion
and Vote on Brooks Laboratories, Invoice #2615, dated April 22, 2005, (orig=
inally
Tabled, and note showing it was a duplicate of Invoice #2580) in the amount=
of
$1,850.00. =
; &n=
bsp; =
; Mr. Porter: It's the #2615 which we'll vote on=
, and
#2580 was a duplicate, and that will be discarded. =
; &n=
bsp; =
; MOTION: (Mr. =
Fusco,
sec. Mr. Dzioba) to Approve Payment of Brooks Laboratories, Invoice #2615, =
in
the amount of $1,850.00. =
; &n=
bsp; =
; Discussion: None<=
/p>
=
; In
Favor: &=
nbsp; Mr.
Ceniccola, Mr. Chipko, Mr. Dzioba, Mr. Fusco, Mr. Porter =
; Opposed: =
None =
; Abstained: Mr.
Orsini =
; MOTION
CARRIED (5-0-1) =
; &n=
bsp; 6. =
Discussion
and Vote on Brooks Laboratories, Invoice #2646, dated April 27, 2005, in the
amount of $380.00 (attached). =
; &n=
bsp; =
; Mr.
Porter: Todd, I asked you=
to
get clarification from Kaestle Boos on this. REGULAR MEETING JUNE 15, 2005 PAGE 19 =
; &n=
bsp; =
; Mr.
LoFrese: Yes, I spoke to
Kaestle Boos. This is somethi=
ng
they had requested. There was=
a
meeting held with construction managers on April 20th and they had requested
Brooks Labs to participate, so this was an extra meeting under that
contract. I checked the contr=
act
with Brooks Labs, and the contract covers meetings with architects, it didn=
't
indicate anything to cover any type of meeting outside of that, and we have
more of a contract that reads not to exceed clause in it, and this is under
that amount. =
; &n=
bsp; =
; MOTION: (Mr. =
Dzioba,
sec. Mr. Ceniccola) to Approve Payment of Brooks Laboratories, Invoice #264=
6,
dated April 27, 2005, in the amount of $380.00. =
; &n=
bsp; =
; Discussion: None<=
/p>
=
; In
Favor: &=
nbsp; Mr.
Ceniccola, Mr. Chipko, Mr. Dzioba, Mr. Fusco, Mr. Porter =
; Opposed: =
None =
; Abstained: Mr.
Orsini =
; MOTION
CARRIED (5-0-1) Mr. LoFrese: There should also have been an ite=
m for
a Status Report from O & G. Ms. Purcell is here tonight. Mr. Porter: I was going to ask Ms. Purcell to =
speak, it was an oversight on my part. Ms. Purcell: Good evening. Just for the record, am I to be
providing you with a written status ahead of the meeting? Mr. Porter: Yes, if you're not going to attend,=
a
written report would be helpful. Ms. Purcell: If I do plan on attending, I don't =
need
to provide you with anything in writing beforehand? Mr. Porter: It would be helpful to get a s=
tatus report
on the project to date, on the Wednesday before. Ms. Purcell: We are currently out to bid for Ph=
ase 1,
which is the asbestos abatement.
The bid opening is tomorrow at 2:00 p.m. It will be opened by the Purchasing
Agent. REGULAR MEETING JUNE 15, 2005 PAGE 20 We've i=
ssued
two addenda so far. Addendum =
#1 was
issued on June 9th, #2 was on June 13th, which was just one paragraph. I'm currently reviewing the docume=
nts
that I've received from Kaestle Boos awhile ago. I am awaiting revised specificatio=
ns and
drawings from the architect. =
I do
need to pay very close attention to these alternates. Right now I'm aware o=
f a
list of 19, I still don't have an official list =
of the
alternates, so I want to make sure that the base bid work is covered should=
any
one of those alternates not be accepted.&n=
bsp;
So that's something that I will be paying very close attention to.
There w=
ill be
about 20 bid packages in the next go round with what's going on. I plan to go out to bid for the
remainder of the work, the week of the 4th of July and it should be no later
than July 11th, it's about 3 weeks from now. As I said I don't have the revised
documents yet from Kaestle Boos and I do feel I need about a week to take a
look at these drawings to make sure that everything is in there and giving =
them
a week to revise the drawings and get them back to me. I would anticipate receipt of bids=
the
first week of August, and if anybody can do the math, we're somewhat behind
starting our construction so I feel it's time for me to bring up the classr=
oom
addition. We're in jeopardy of
meeting that completion date for the classroom addition, as far as it being
complete, complete. We had 13
months of construction which was in the original schedule starting in June, we're now looking at starting about September so=
I would
need to really sit down with the school personnel. I don't feel we're in jeopardy wit=
h the
6th grade move in during the school year 07. I do feel we're at jeopardy for
completing the entire classroom addition, but I think we can make it with
adjusting the swing space so it's something I would have to really sit down
with school personnel and figure out how to move people around cause there =
is
room in the renovation phase if I just delay some of the renovation until t=
he
Summer of 07. Right now we've=
got
an extraordinary amount of renovation starting next Fal=
l.
If I delay one of those phases out another 7 or 8 months, I think we can st=
ill
get there, but I see a problem with our classroom additions so I just wante=
d to
give everybody a heads up with that. The onl=
y other
thing I have for tonight is the bids are being opened tomorrow and I don't =
know
how you want to handle, I need approval to award the asbestos abatement
contract, and it has to be all done, the contract has to be signed before t=
he
end of this month so I can either email to Bob, I can email you with results
and once we've reviewed their qualifications, who we recommend, we can do i=
t through
email, or if you want a special meeting, but if we have a special meeting it
really has to happen before next Tuesday. Mr. Porter: We'd like you to review the bids,
hopefully there will be a bunch of them, come back to us with a recommendat=
ion
and then we can call a special meeting at like 5:00 at the Annex. It should be short and sweet. REGULAR MEETING JUNE 15, 2005 PAGE 21 Ms. Purcell: Yea, we really need to do it b=
efore
next Tuesday, so Friday, Monday the latest, by noon we should feel comforta=
ble
with . . . . so I can do it through email or how=
ever
you want to do it. I can just
present to you who we feel is low bid and then . . . . . Mr. Porter: Send that in the form of an email, =
we'll
get it out to the committee, and have a special meeting for approval. Now with the, you mentioned the bid
packages going on July 11th, is that portions or the total? Ms. Purcell: The total, everything except for the
asbestos abatement. It's the =
rest
of the job. Mr. Porter: And you've got them broken dow=
n by
trades? Ms. Purcell: Yes, we do. Of the 20, asbestos is the first o=
ne, so
there are 19 more trade contractors coming, correct. Mr. Porter: And then the add alternates or dele=
te
alternates, that's all done for unit pricing? Ms. Purcell: It's going to need to be
listed. There's going to be an
alternate section In the specifications and they=
'll
all be listed there and they’ll all be priced separately in the formal
proposal, so yes, it's a unit price for that alternate, but it's the whole
scope of that work. I donR=
17;t
know if that's answering your question? Mr. Porter: No. Mr. Chipko: For your other products that say ro=
ck
removal, whatever, you're going to have unit prices for some things per
K.B.A.'s recommendation, right? Ms. Purcell: Yes, we basically come up with our =
own
unit prices of that nature. Y=
ou're talking
about the alternates, though? Mr. Chipko: No, I'm not, Bob started with that =
but
I'm talking about, there is going to be a section for unit prices on variou=
s materials? Ms. Purcell: Correct. Mr. Chipko: That the contractor will then fill =
in the
appropriate number? Ms. Purcell: Correct, and that will be broken do=
wn by
trade. We always ask for labo=
r unit
prices, and then if there's anything specific like rock excavation, it depe=
nds
on if we'll put an allowance amount in.&nb=
sp;
Rock is a big one, though, that's something that's in trenching. REGULAR MEETING JUNE 15, 2005 PAGE 22 Mr. Chipko: Personally I feel, and I don&#=
8217;t
know what the rest of the Committee feels, we need to have unit prices for
concrete, rebar form work, steel, the rock, and there may be some site item=
s as
well, even some interior items, cause you're doing a reno job you may have
areas that you have to do patching for block work or, and if you don't get =
unit
prices it's very difficult later on to assess a contractor's change order
request because you're not dealing with apples and apples. Ms. Purcell: Yea, we would be doing that indepen=
dent
of the architect, that's just something we do on our own. Mr. Chipko: When would the Committee get the fr=
ont
ends of the spec from O & G? Before
this goes out to bid, cause I'm sure the Committ=
ee
wants to review the front end of things as well as the whole spec. Ms. Purcell: Okay, I didn't do that with the
asbestos. That just ended up =
going
out. Mr. Chipko: Right, but this is the main part of=
the
project. Ms. Purcell: I could get it just ahead of, we s=
till
have time to issue an addendum if there's anything that needs to be captured
in, so I can issue it at the same time we're basically going out to bid.
C.
Mr. Chipko: And as far as things that O & = G puts in the front end , if the Committee has problems= with any of that wording that could get corrected at that point too?
Ms. Purcell: Correct, but my biggest concern ri= ght now is these alternates. I'm = not 100% on them. I've only seen = the list, I haven't seen the documents that are showing these alternates, and a= s it is I'm really pushing it with getting it in a week.
Mr. Porter: Any questions? Thank you.
= ; &n= bsp; 7. = Correspondence from R. Porter to T. LoFrese, dated May 19, 2005, Re: Invoicing Information and SilkTown Requisition for Payment (attached).
= ; &n= bsp; &= nbsp; Not discussed.
REGULAR MEETING
JUNE 15, 2005
PAGE 23
<=
/span>E. =
= ; &n= bsp; 1. = Correspondence from H.B. Fishman to T. LoFrese, dated May 16, 2= 005, Re: Mandatory Walk Through Questions (attached).
= ; &n= bsp; = ; Mr. Porter: This is attached.
= ; &n= bsp; 2. = Correspondence from H.B. Fishman to T. LoFrese, dated May 18, 2= 005, Re: Roof Work Addendum #1 to = Bid Specs (attached).
= ; &n= bsp; = ; Mr. Porter: This was attached.
= ; &n= bsp; 3. = Discussion on J.T. Roof and Related work Bid Results (attached).
= ; &n= bsp; = ; Mr. Porter: That will come up further on. The bid results are within the pac= ket for the two bidders that bid the work.
= ; &n= bsp; 4. = Discussion and Vote on H.B. Fishman, Invoice #24555, dated May 9, 2005, in the amount = of $4,400.00 (attached).
&nb= sp; = M= r. LoFrese: If you noticed o= n the invoice I said pay pending final review.&n= bsp; When I got this invoice I referred back to my files, and I had only received 1 other invoice to date, the $30,000, so it appeared as though the= re was some intermediate billing that at least had missed my office. I called over to the Town and we'v= e only received invoices for $30,000; we've only paid them $30,000. I researched all the P.B.C. minute= s and packets and I haven't been able to find that we received a previous invoice= , or an intermediate invoice, so I called over to H.B. Fishman and this morning = on the fax machine was another invoice which was dated April 11th, I have it w= ith me for $3,200 which represents this middle invoice that fills in the gap, s= o it may be something you might want to add to the Agenda and pay this one as we= ll.
&nb= sp; = M= r. Porter: Harbor South. Was that sent to the Town?
&nb= sp; = M= r. LoFrese: All of the invoi= ces are addressed to the Town, but I've gotten 2 of them.
&nb= sp; = M= s. Robson: Usually I get the= m, but I send them out to him, I don't sign off on them.
&nb=
sp; =
M=
r.
Porter: Maybe it's still =
on its
way from
REGULAR MEETING
JUNE 15, 2005
PAGE 24
= ; &n= bsp; = ; MOTION: (Mr. Chipko, sec. Mr. Ceniccola) to Add Agenda Item 6= E5, Payment of H.B. Fishman, Invoice #24505, dated April 11, 2005, in the amount of $3,200.00.
= ; &n= bsp; = ; Discussion: None<= /p>
= ; &n= bsp; = ; MOTION PASSED UNANIMOUSLY
= ; &n= bsp; = ; MOTION: (Mr. = Chipko, sec. Mr. Ceniccola) to Approve Payment of H.B. Fishman, Invoice #24555, dat= ed May 9, 2005, in the amount of $4,400.00.
= ; &n= bsp; = ; Discussion: None<= /p>
= ; &n= bsp; = ; MOTION PASSED UNANIMOUSLY
= ; &n= bsp; = ; Mr. LoFrese: Bob, if I could get that back, I'l= l just make a copy.
&nb= sp; = M= r. Porter: Yes, I'll do that= right now and give it back to you.
= ; &n= bsp; 5. = Discussion and Vote on H.B. Fishman, Invoice #24505, dated April 11, 2005, in the amou= nt of $3,200.00 (attached).
= ; &= nbsp; &nbs= p; Mr. Ceniccola: Have we validated that that's appro= ved for payment?
= ; &n= bsp; = ; Mr. LoFrese: Yes, that's okay= to pay.
= ; &n= bsp; = ; MOTION: (Mr. Ceniccola, sec. Mr. Chipko) to Approve Payment of H.B. Fishman, Invoice #24= 505, dated April 11, 2005, in the amount of $3,200.00.
= ; &n= bsp; = ; Discussion: None<= /p>
= ; &n= bsp; = ; MOTION PASSED UNANIMOUSLY
&= nbsp; F. = Heminway Park School/Space Study Needs
= 1= . = FYI - Town Council has not scheduled any discussion on PBC Recommendation of Architect for the Project. No= date to my knowledge is known at this time.
= &nb= sp; Not Discussed.
REGULAR MEETING
JUNE 15, 2005
PAGE 25
<= /span>G. Town Hall
&n= bsp; 1. = Status Report
= ; &n= bsp; = ; Mr. Porter: There is no report.
= ; H. Correspondence from C. Frigon to R. Porter, dated May 19, 2005, Re: Closeout of Swift Wall to Ceiling Project regarding Accoustics, Inc.
=
; &n=
bsp; Mr. Porter: It appears that it has been closed =
out,
and Todd has the forms to sign to send to the State to close out that proje=
ct. If you remember that was (Tape #1, =
Side B
ended - may have missed some).
That's the portion of the project we stopped when Swift became a
= ; = ; Mr. LoFrese: I need a copy of= that, I haven't seen that and I'd like to add that to my file for the closing with the State.
7.&nb=
sp; New
Business
&= nbsp; None
8.&nb=
sp; Financial
Reports - F. Nardelli
&= nbsp; A. All Projects (attached)
=
; &n=
bsp; Mr.
Porter: You have the fina=
ncial
reports for the Fire House, Swift Reconstruction, Polk<=
/span>
Roof. There was not one for t=
he
track.
= Ms. LaForme: That's all Mr. Frigon gave me.=
9.&nb=
sp; For Your Information
None
REGULAR MEETING
JUNE 15, 2005
PAGE 26
10.&n=
bsp; Executive
Session
&=
nbsp; A.
=
M=
OTION: (Mr. =
Ceniccola,
sec. Mr. Fusco) to enter into Executive Session at 8:08 p.m. to discuss the=
= D= iscussion: None<= /p>
= M= OTION PASSED UNANIMOUSLY
= P= resent During Executive Session:
= R= ay Ceniccola
= J= ohn Chipko
= P= eter Dzioba
= T= ony Fusco
= J= ohn Orsini
= B= ob Porter
= M= eredith Robson
= T= odd LoFrese
= C= harles Beliveau
= K= evin Killeen
= H= erb Fishman
= S= al DiDominikis
= M= r. Porter, Chairman, Reconvened the Regular Meeting at 8:51 p.m.
= No Motions Were Made; No Votes Were Taken.
REGULAR MEETING
JUNE 15, 2005
PAGE 27
11.&n=
bsp; Adjournment
MOTION: (Mr. Chipko, sec. Mr. Orsini) to Adjourn the Regular Meeting at 8:52 p.m.
Discussion: None
MOTION PASSED UNANIMOUSLY
Regular Meeting Adjourned at 8:52 p.m.=
Respectfully submitted,
Robert Porter, Chairman
Watertown Public Buildings Committee
Approved: _____________________________= __
Lynn M. LaForme, Clerk