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Home My Public Portal AboutJFOCM 2004-10-21 RECORD OF PROCEEDINGS JOINT FACILITIES OPERATING COMMITTEE MEETING October 21,2004 Attendees: Winter Park West: Ingle Refvem, Jon Westerlund, Bob Dart Grand County No. 1: Bob Wolf Fraser Sanitation: Steve Sumrall, Drew Matteson (arrives at 6:45pm) Staff: Kirk Klancke, John Walker, Alison Naschak Others: Doug Muerer, Rob Anderson, Jeff Jones, Roger Guida, Gary Probst, Tim Gagnon, Brian Campbell At the regular 6pm meeting start time, there was not a quorum, but because another member was expected to attend, the Committee agreed to proceed to discuss items that did not require a vote. Title Commitment and Quit Claim Deed for Joint Facilities. John Walker advised the Committee that attorneys for Grand County No. 1 and Fraser Sanitation District are still working on these items. John also noted that a decree has been received for the augmentation plan and that he will be submitting the permits for the wells to the State. Engineer Report. Rob Anderson updated the Committee about leak testing on the SBR. He then reviewed items addressed in his letter to the JFOC dated October 14. Rob noted that digester mixer no. 1, the hot water 'lffip and the north motor roll-up door were warranty items that the contractor would be working on. The vutside thoroseal application was completed and Rob stated that he felt that the color and finish looked good, although there are a couple areas where water condenses on the outside around the digester and that those areas may need to be touched up in the future. The blower room wall has been repaired. Rob noted that the VFD had to be moved, but has not been re- installed yet. Rob stated that the project is complete, however he did not have a recommendation for payment because there are still unresolved issues that he felt needed to be discussed, such as payment to subcontractors, engineering fees, and in particular he noted that John T. Jones is responsible for any issues that arise from the VFD not being re-installed. Rob noted a lien waiver was received from McDonald Waterproof mg. Gary Probst then stated that Triangle Electric would not re-install the VFD until they are paid for the work that they have already done. At that point, discussion went back and forth between Gary Probst, Jeff Jones and JFOC Committee members regarding the payment to Triangle Electric. John Walker referred to the State Statute and explained the JFOC's obligations regarding the matter, reiterating that payment of the subcontractors is the contractors responsibility and negotiation of expenses is not a JFOC matter. Jeff Jones stated that they need to get paid first and that they have been waiting for approval of change orders. Discussion then took place about the thoroseal matter and who was responsible for the cost. Jeff Jones noted they have a change order for thoro seal, but it was confirmed that it was not submitted prior to work being done. Committee members also reminded Jeff that at the September JFOC meeting he stated that they would do whatever it took to make things right. Jeff disputed the fact that he made that statement. Doug Muerer also "nfirmed the contractors responsibility for following the specs for the application and that the specs called for _..ling in the holes and 2 coats of thoro seal. It was noted that a copy of the September minutes would be forwarded to Jeff Jones. ýÿ Rob noted that the only change order outstanding is No. 15 and that this one has been out there for some time. He reviewed it with the Committee and noted that they have negotiated the total cost down quite significantly and that he felt that the items listed, although not part of the original contract, added value to the plant and that payment was warranted. It was noted that the procedure to be followed is to submit change orders to the Fraser loard first and that since the Fraser Board has not reviewed it yet, he would submit it to them for their l~ovember meeting. It was also noted that as long as the change order is under $25,000, the Fraser Board can approve it. The arrival of Drew Matteson at 6:45pm resulted in a minimum quorum of 6 members and Chairman Bob Wolf then called the meeting to order. Approval of September 16.2004 meeting minutes. Ingle Refvem motioned and Jon Westerlund seconded the motion to approve. Motion carried. John Westerlund motioned and Ingle Refvem seconded the motion to have the Fraser Sanitation District review and approve Change Order No. 15. Motion carried. The Committee then continued with discussion regarding final payment to the contractor. It was agreed that ASCG would review outstanding issues with John T. Jones and would provide a recommendation for additional payment for consideration at Fraser's November 2 meeting. It was confirmed that the payment would not be a final payment, but a release of additional retainage. It was also noted that recommendation for fmal acceptance and fmal payment would be prepared for the JFOC meeting on November 18. John Westerlund motioned and Bob Dart seconded the motion authorizing the Fraser Sanitation District to release additional retainage to the contractor based on the engineers recommendation, and considering the addition of Change Order No. 15, re- installation of the VFD and remaining items to be completed by the contractor, outstanding claims for payment and the additional engineering expenses outstanding. _~oof Improvements. Rob Anderson reviewed his letter to the JFOC also dated October 14, with ASCG's response to concerns about the roof design on the secondary building. Rob advised the Committee that it is not unusual to identify improvements after construction and that ASCG did not feel that need for improvements were a result of design error. Rob identified design error as a product that is unusable and or requires replacement. He further noted that the walkway was not in the original design and was not essential to plant operations, but did provide an area to catch snow sliding off of the roof. It was further noted that because the walkway is not essential to plant operations it could be isolated for just the winter months when necessary for staff safety. After additional discussion, Committee members generally agreed to accept the roof as designed knowing that there will be maintenance issues, but that this was not unusual for most structures in Grand County in the winter months and that the addition of snow guards was an added value. 2005 JFOC Budget. Several Committee members had questions about staffmg and the related salaries and benefits being budgeted. After brief discussion, it was noted that supporting information would be provided for additional review and discussion at the November JFOC meeting. Request for Proposal. Committee members were advised that there had been several inquiries, but that the deadline for the proposals is October 31st and nothing has been received yet. Tim Gagnon and Brian Campbell for G&H Consulting Engineers were in attendance and advised that they were interested in the project and were attending the meeting to obtain additional information through any discussions that would take place. Since there was no discussion regarding the matter, Bob Wolf noted that Fraser Sanitation District was coordinating the project and the date of the next Fraser meeting and that they would be welcome to attend the Fraser meeting "r contact Fraser with any questions that they had. 2 ýÿ Board Choice. Steve Sumrall advised the Committee that the FSD Board discussed the subject of an open house for the treatment plant and noted that several dates were discussed. After brief discussion, the Committee agreed that because of timing and construction issues it would be best to put off an open house until next summer. With no other matters before the Committee, Ingle Refvem motioned and Bob Dart seconded the motion to adjourn the meeting at 7:35pm. Motion carried unanimously. cM(:o~i~J~ I (!trIPcl By Date I I 3