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HomeMy Public PortalAboutBuilding & Needs Assessment -- 2014-01-28 Minutes Ot 1pRYll�tv 04-36 ° •►°' Approved:02-11-2014 x : . s Town of Brewster 1. ° > VOTE: 5-0-0 ,.. .: a 2198 Main Street (::1, LLI r a Brewster, MA 02631-1898 i,' � Phone: (508) 896-3701 "I' o t Fax: (508) 896-8089 i � „' MINUTES OF THE BUILDING AND NEEDS ASSESSMENT COMMITTEE Tuesday,January 28,2014 at 6:00 pm at Town Hall Present: Geof Deering, Ralph Ingegneri, Phil Lindquist, David Telman and Robert Miller. Also Present: BOS Liaison Ben deRuyter, Finance Committee Chair Michael Fitzgerald, Energy Committee Chair Edward Swiniarski, and Fire Chief Robert Moran. Absent: Kevin Pooler and Jon Phillips Chair Miller called the meeting to order at 6:00 pm 1. Fire Station Project: a. Update from OPM: OPM, Richard Pomroy gave an update on the Fire Station project. i. Status of Existing Site Conditions: 1. Geotechnical report complete: Mr. Pomroy will receive the completed report very soon, but has been assured by his engineer that there are no concerns with being able to build on this site. 2. Test Holes and Perk Testing—The investigation is complete and the Site Suitability Report is to be filed with the Board of Health by the end of this week. There is no action required at this point-in-time by the Board of Health. The Board of Health will keep this report on file and use it later when the construction permit is pulled. 3. Conservation Commission Hearing Scheduled for February 4, 2014: The Wetlands flagging is complete. The fieldwork has been completed. The Existing Conditions plan has been updated and there are no substantial changes from the flagging done in 2008. The Resource Delineation Application has been submitted to the Conservation Commission and a hearing has been scheduled for February 4, 2014. 4. Monitoring Well: The monitoring well has been installed and we now know the water level of static ground water. Nothing has been found that is concerning. All of this information will be transferred to the Designer. ii. Designer RFQ • 1. Update on Negotiation with CDR Maguire: Negotiations were conducted last week and a fee was successfully negotiated with CDR Maguire. A review was made of the town's basic contract that was just updated by the town's attorney. All comments made by CDR Maguire, OPM Richard Pomroy, and Finance Director Lisa Souve were sent to town counsel and they will be reviewed and BNAC Minutes January 28, 2014 Page 1 of 4 • returned. The town has decided to proceed and a letter to that effect has been sent to CDR Maguire. This contract should be finalized tomorrow. Costs have been reviewed and approved for the verification of the survey originally done by J. M. O'Reilly and will cover the cost of this survey being loaded into the CAD system of CDR Maguire. There will be Building Hazmat Assessment and this is a separate line item in the budget for the buildings that will be torn down and covers possible existence of hazardous materials such as asbestos, florescent light fixtures, PCBs ballasts in light fixtures, and PCBs in caulking of windows. If any of these hazardous materials are found,the contractor hired to tear down the building will be notified so he can include proper disposal of the hazardous materials in his bid. Specification writing will be done for abatement and demolition and then turned over to CDR Maguire to incorporate into the documents. These hazardous waste specifications are a special discipline and need to be spelled out in the contract by the right engineers. This will help to minimize change orders. If hazardous materials are found, it will be important to have a professional licensed abatement monitor onsite managing the project and monitoring the air quality in the perimeter that will make sure nothing is leaving the area. The Spec writing and the air-monitoring have not been included in Maguire's scope of work, but would cover the assessment and quantitative take offs to give us enough information to complete our budgets for the spring town meeting. If successful at the spring town meeting, we will then know what the other two steps(Spec writing and air-monitoring) will cost us. Currently we have committed to schematic design. The designer will take the information from the feasibility study,review, and double check that everything in the feasibility study still works for the town. Then the designer will look for efficiencies and perhaps shrink the building down. All of the elements necessary for the building will be looked at in this schematic design phase such as the furnishings, equipment, and finishes of the building. At this schematic design stage the roof lines, ceiling heights, building construction, foundation design and delivery method of the building will need to be agreed upon. The three steps of building construction are: Schematic Design, Design Development, and Construction Document phase. The design development phase will take the schematic design and develop them into full schemes and concepts and the Construction Document phase is when you have final drawing ready for bidding. We have completed the feasibility study and will have the schematic design phase ready for spring town meeting. The schematic design will not get into the heavy details of the building but will review all of the different options available and the cost of each option. The ultimate goal of the schematic design phase is to make decisions so that they can be valued in an estimate. There was discussion on the final cost of the fire station. No final cost estimate has been determined on the fire station. The feasibility study recommends a building of 24,979 square feet at$479.05 per square foot and based on these figures the cost would be approximately $11,966,000. Richard Pomroy stated that though this is a number that the feasibility study recommended, the design phase and the equipment phase are beginning from scratch and it is premature to assign a cost at this time. Finance Chair, Mike Fitzgerald stated that the budgetary number has a 6%per year escalation clause at the construction midpoint and the project is about 18 months out. BNAC Minutes January 28, 2014 Page 2 of 4 An asbestos study has been done on the fire station and this information could save time and money. The Fire Chief will provide this study to Richard Pomroy. CDR Maguire has included funds for master planning with the COA next door and CDR Maguire will coordinate with the COA. The installation of solar panels on the roof of the new fire station will be investigated and Richard Pomroy will work with the Energy Committee submitting options available. iii. Progress Schedule& Milestones: We have scheduled meetings with Maguire, Pomroy, the Fire Chief, and interested members of the BNAC on Wednesdays if there are reasons to meet. iv. New Business: Ralph Ingegneri has met with Denise Rego of the COA and he has suggested putting up a suggestion box at the COA. Richard Pomroy and CDR Maguire will work hard to control noise and dust as well as the safety of the project. There will be a citizens' forum on Saturday, March 1 at 10:00 a.m. at the Fire Station. Third party estimating on the project may be considered and a recommendation will be made to the town as to whether it is in their best interest. Tuesday, February 11, 2014 there will be a meeting at the Fire Station at 11:00 a.m. to go over agenda at the March 1 public forum. v. Next Project Meeting: There will be a BNAC meeting at 6:00 p.m. on Tuesday, February 11, 2014. 2. Schools a. Eddy Roof& HVAC—Bob Miller stated that the sub committee for the Eddy Roof& HVAC for the OPM and Architect interviews were Dave Telman, Phil Lindquist, and himself. i. Discussion on& Vote on Recommendation 1. OPM: There was a review of the two companies that were interviewed, Architectural Consulting Group and Pomroy Associates. Both firms were found to be very thorough and capable. The deciding factor was the working relationship that Pomroy Associates currently has with the town. Motion made by Dave Telman to negotiate and award a contract to Pomroy Associates to be the OPM for the roof and HVAC project of the Eddy School. Phil Lindquist seconded. VOTE: 5-0-0 2. Architect: The RFQ for Designer Selection Services had four companies responding and two companies were finalists, Habeeb Associates and CBI Consulting. Due to the nature of the RFQ, it was determined through the Attorney General's Office that it was not necessary to interview the finalists. Both companies were knowledgeable and had excellent staff. Habeeb Associates were chosen due to their proven working relationship with the town and Habeeb's relationship with CR Crowley. Motion made by Dave Telman to negotiate and award a contract to Habeeb Associates to be the designer for the roof and HVAC project of the Eddy School. Phil Lindquist seconded. VOTE: 5-0-0 BNAC Minutes January 28, 2014 Page 3 of 4 The OPM will be negotiating the contract for the designer once the OPM contract is signed. b. Stony Brook Window Replacement—Phase II: Akro Associates is still working on the project drawings and specifications and Akro will make a presentation at the BNAC meeting on February 25, 2014. 3. Review&Approve January 14, 2014 Meeting Minutes Motion made by Geof Deering to approve the minutes of January 14,2014. Dave Telman seconded. VOTE: 5-0-0 4. Topics the Chair did not Reasonably Anticipate There were no other topics discussed. 5. uture Meetings— The next BNAC meetin g will be on February 11, 2014 and the OPM for the fire station will make update number 6 at this meeting. 6. .jkdjournment Motion made by Dave Telman to adjourn the meeting at 6:38 pm. Phil Lindquist seconded. VOTE: 5-0-0 Respectfully submitted, Donna J.Moberg, Recording Secretary BNAC Minutes January 28, 2014 Page 4 of 4