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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2013-12-30 Minutes out wat`° Ot 4 • *$ Town of Brewster Acce p ted: 01/14/2014 1 , '.,, i 2198 Main Street VOTE: 6-0-0 • Brewster, MA 02631-1898 jiia3TR T;y�_ ,_! F; r s I Phone: (508) 896-3701 ° - - is Fax: (508) 896-8089 4 T A*l i.7 i01 711"1. As required by the Open Meeting law we are informing you that the Town will be audio and videotaping this public meeting. In addition, if anyone else intents to either video or audio tape this meeting they are required to inform the chair." We request that all cell phones be turned off or to vibrate. Location: 2198 Main Street, Brewster, MA 02631 Date: Tuesday,December 30,2013 Time: 6:00 PM PRESENT: Ralph Ingegneri, Geof Deering, David Telman, Robert Miller, and Jon Phillips NOT PRESENT: Kevin Pooler and Phil Lindquist ALSO PRESENT: Charles Sumner, Town Administrator Robert Moran, Fire Chief Ben deRuyter, Liaison to Board of Selectmen (BOS) Mike Fitzgerald, Finance Committee Chair (FIN COM Greg Levasseur, Finance Committee Richard Pomroy, Pomroy Associates Ed Swiniarski, Energy Committee Chair William Harrison, Deputy Fire Chief Donna Kalinick, School Committee 1. Fire Station Project: Mr. Pomroy updated the Committee on the following: a. Status of Existing Site Conditions: John O'Reilly and Associates has been hired to do the site investigations and that geotechnical work has been started and should continue per the following schedule. It should be noted that the soil investigation would be concluded before awarding the project to a designer. i. Flagging and soil boring locations 12/19/13 ii. Dig Safe Notification 12/19/13 iii. Test Holes and Perk Testing 12/31/13 iv. Soil Borings 01/06/14 v. Wetlands Flagging and Opinion 01/10/14 vi. Preliminary Results 01/10/14 vii. Final Results 01/17/14 or 01/24/14 • Wetlands Flagging—Proposal update: Mr. Sumner left the room during this discussion and vote due to a conflict of interest. Mr. Pomroy explained that this portion of the project was left out of the solicited bid documents as it was felt that Jim Gallagher, the Brewster Conservation Administrator, might be able to complete this work. However, Mr. Gallagher has declined as he felt the work needed to be done by a third party. J. M. O'Reilly was approached to add this to the scope of work and the revised quote came in lower than the second lowest bidder. The Committee reviewed the proposed budget for this additional work. It is planned to have the results of the flagging at the January 14, 2014 meeting. BNAC Meeting Minutes December 30, 2013 Page 1 of 4 Motion made by Dave Telman to award the wetlands flagging proposal to J. M. O'Reilly and Associates at the fire station location. Second by Ralph Ingegneri. VOTE: 5-0-0 b. Designer Selection Process & Schedule: Mr. Pomroy stated that three proposals were received from the Designer RFQ due last Friday, December 27, 3013 and they were Kaestle Boos, CDR Maguire, and William Stark Architects. There was a review of the proposals submitted this afternoon by Richard Pomroy, Jon Phillips, Ralph Ingegneri, Chief Moran, Bob Miller, Ben deRuyter, and Charlie Sumner. It was the consensus following the review that there were two competitive proposals, Kaestle Boos and CDR Maguire and though the third one, William Stark Architects, was a good proposal, it was considered not on the same par as the other two. Mr. Pomroy will contact the two finalists on December 31, 2013. The designer interviews on January 13, 2013 will be done at 10:00 and 11:15 am and are an open meeting. The interviews are for a request for qualifications so the firms will be ranked and no costs will be discussed at this time. It is hoped that the process will be completed by January 20, 2014. Motion made by Dave Telman to move forward with interviews for the two finalists. Second by Geof Deering. VOTE: 5-0-0 c. Pomroy Associates Update # 3: The next scheduled meetings will be Tuesday, January 14, 2014 and Tuesday, January 21, 2014. 2. Schools: Bob Miller went over the process of reviewing the feasibility study report in its draft form. a. Eddy Roof& HVAC—Mr. Habeeb i. Draft Feasibility Study Report— Steve Habeeb, Habeeb & Associates: Mr. Habeeb distributed a revised submission dated December 30, 2013 of the feasibility study to all present at the meeting. The questions and changes made at the BNAC December 17, 2013 meeting were reviewed by Habeeb Associates. Mr. Habeeb went over the changes to the Roof and Mechanical Systems Replacement Construction Cost. The vented roof system is recommended though it is a costly item. An update to the fire alarm system was included in the new estimate. There has not been a complete evaluation done to the fire alarm system and whether a new panel is necessary is not currently known. Cape Cod Alarm services the alarm system at the school. Overtime it was decided that the fire alarm system within the ducting would be replaced and it is expected that the $50,000 would cover this cost. It is an addressable system and probably the original system. Some of the estimated costs have been increased. Approximately 10%has been set aside for roof deck replacement but it is expected that this is a high estimate. Removing and reinstalling the photovoltaic has increased and Cape Light Compact may help with this cost. It is expected that the total price will reduced not increased once the contract has been awarded. Ralph Ingegneri Mr. Habeeb stated that fiberglass roofing for flat roofs has not been used in this area of the country and he would be reluctant to try this here. Jon Phillips Mr. Habeeb reviewed the replacement of existing nail board insulation cover and this is the roof sheathing that is ventilated and insulated and will help with ice damming and excessive heating and is used in conjunction with a ridge vent. BNAC Meeting Minutes December 30, 2013 Page 2 of 4 Ralph Ingegneri Mr. Habeeb stated that any roofing contaminated with asbestos would be handled by a contingency or within these budget numbers. Testing should be done before the project is put out to bid to determine if this is an issue. This is more commonplace now and not as expensive as it once was. Dave Telman Mr. Habeeb explained that insulating the roof expands the longevity of the roof shingles. Bob Miller MSBA requires additional insulation in their funded projects and Mr. Habeeb stated that this proposal complies with the MSBA regulations even though this is not one of their projects. Jon Phillips Mr. Habeeb stated that an edge metal could handle any issue with the raising of the roof due to the additional insulation and should not affect the rakes. Charlie Sumner Current HVAC units have been a problem for a long time. Mr. Habeeb stated that this proposal would enhance the HVAC equipment to be more conducive to our weather conditions and the energy efficiency of the building. Controls will address the issue of calling for heating and cooling at the same time. A commissioning agent should be involved in the entire process, They will ensure that what has been designed and installed functions as it has been intended. This takes a combination of testing and training of staff to make sure the system operates efficiently and the commissioning agent will decide whether the training needs to be done in house or done by an outside agency. Jon Phillips The commissioning agent for the HVAC system should be independent and the OPM can set this up. Dave Telman The cost of the commissioning agent service is approximately $7,500 to $12,000 and is included as a cost in this proposal. Charlie Sumner We may need an override for this project and this will need to be reflected in the proposal. Mr. Habeeb stated that it was expected that the majority of the project be completed before the beginning of school. This will be discussed further at the January 6, 2014 meeting. Bob Miller Mr. Habeeb's consultant will be available for the January 6, 2014 meeting. Ed Swiniarski Two concerns of the Energy Committee are with the HVAC system. It was expressed that the current system needs to be replaced with a system that better handles our weather conditions. The second concern is the airflow in the building and the constant recirculation of air with the loss of a lot of energy. It is hoped that this will be addressed with a system that is better designed. The Energy Committee will work with the OPM and Designer to address these issues. BNAC Meeting Minutes December 30, 2013 Page 3 of 4 Ralph Ingegneri In the Eddy School budget is there a line item for roof repairs? Donna Kalinick stated that there is a capital article for HVAC, electrical, and capital repairs this year. The School Committee would like to know what the yearly maintenance cost would be for the new HVAC equipment so that the School Committee could include this operating cost with a maintenance line item in the school budget. Mr. Habeeb felt this was a wise decision and that maintenance of the HVAC units should occur 3 to 4 times a year by an outside contractor. Greg Levasseur Recommends re-shingling many of the short walls and gables before the new roof is installed due to the age of the current shingles. The roof fans are 18 years old and he would like to see the installation of more efficient units. Mr. Habeeb stated that the engineer felt the roof fans were in good condition but since they are not expensive should probably be included in the project. Mr. Habeeb stated that the units today are better than they were 17 years ago and the engineer's report addresses the efficiencies. In the bid specs Greg Levasseur would like the expertise to service HVAC equipment be located here on the Cape. Mr. Habeeb will have to look into what companies on Cape can maintain this equipment but cannot make any guarantees. Bob Miller The rakes on the roof made of PVC have been added into the proposal at a cost of$62,000. The drawings will be reviewed to see if there are any additional sidewall estimates to be included in the project and if there are,these numbers are to be provided by the January 6, 2014 joint meeting. ii. OPM Selection process: The RFQ is out for the OPM and the Designer. b. Stony Brook Window Replacement—Phase II—This is a work in progress. 3. Review& Approve December 17, 2013 Meeting Minutes Motion made by Dave Telman to approve the meeting minutes of December 17,2014 as presented. Second by Geof Deering. VOTE: 5-0-0 4. Topics the Chair did not Reasonably Anticipate: There were none. 5. Future Meetings—January 6, 2014 (Selectmen's Meeting), January 14, 2014 and January 21, 2014 6. Adjournment Motion made by Dave Telman to adjourn the meeting at 7:09 pm. Second by Jon Phillips. VOTE: 5-0-0 Respectfully submitted, Donna J. Moberg, R-cording Secretary BNAC Meeting Minutes December 30, 2013 Page 4 of 4