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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
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Fax: (508) 896-8089 i �
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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
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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