HomeMy WebLinkAbout1981-06-03 Board of Public Works Minutes June 3, 1981
' Meeting of the Board of Public Works convened in Room 16,
Municipal Building at 8:00 P.M.
Present were Chairman Cowell , Board Members DeHart, Fallon,
Barker, Superintendent Louanis and Assistant Superintendent Bergeron.
Secretary Wood joined the meeting at approximately 8:30 P.M.
Also present were John Willis of Camp Dresser & McKee and
Edmond DiIorio of the Construction Division of Camp Dresser &
McKee.
The Board was presented with a letter from Camp Dresser &
McKee Inc. to the Northeast Regional Office of D.E .Q.E . , along
with a Standard Form of Agreement between Owner and Engineer for
Professional Services During Bidding and Construction, Exhibit A,
' and Exhibit B. It was agreed that the Board members read over
this material and be prepared to discuss it further at the
meeting to be held on June 4, 1981 .
Superintendent Louanis opened the meeting by going over his
memorandum to the Board and outlining the changes he would like
made. These changes were made to the memorandum.
The following items will establish a timetable to bring about
awarding a contract:
1 . June 4, 1981 - authorize Camp Dresser & McKee as manager,
supervisor and inspector of the water treatment plant and
proceed with the bidding process. This procedure can be
authorized by letter and the approval of the formal contract
can move forward with other steps necessary to get the project
' awarded to a suitable contractor.
2. June 10, 1981 - advertise for bids with plans and specifications
available and review on June 12, 1981 . (tentative dates, not
exact)
3. June 15, 1981 - file with the Emergency Finance Board for
funding approval .
4. File with D.E .Q.E . for approval of 50% funding by the State.
5. July 13, 1981 - open sub bids.
6. July 20, 1981 - open general bids (make evaluation of
contractor) .
7. August 20, 1981 - contract for water treatment plant improve-
ments should be awarded and signed so contractor can begin work
before the first of September. (earliest dates for contract to
be signed would be August 20) .
Mr. Willis stated there is no reason why the Town can not
proceed immediately with the bidding process. The Town should ,
have the D.E .Q.E . Letter of Approval within a few weeks.
Mr. Cowell asked if Mr. Willis had any indication at all that
there might be any hitch the D.E .Q.E. might find. Mr. Willis stated
they recommend the use of a combined chlorine residual . The policy
has been for a free residual . This is just an operating procedure,
has nothing to do with construction, and Mr. Willis did not
foresee any problems. D.E .Q.E. is planning to have an office
meeting in Boston sometime.
Mrs. Wood - Will the construction remain the same? Even if
the operating procedure is changed?
Mr. Willis - yes.
Mr. Fallon then asked a question about standby diesel-driven '
generator, Item No. 8 on page 2 of the letter. This is one
Minutes continued June 3, 1981
' thing D.E .Q.E. wanted us to have. Is this going to be a problem
with D.E .Q.E .?
Mr. Willis - It is their policy to require standby generation.
Mr. Fallon was concerned regarding the increased cost over the
original estimate for Item 4 dealing with electrical wall switches
and Item 9 dealing with safety equipment. Mr. Willis assured the
Board that there was little or negligible cost increase because
of these items. The Town already owns and uses safety equipment
and only a minor additional amount would be required by D.E.Q.E .
Mr. DeHart was concerned about communications between Camp
Dresser & McKee and Mr. McCall . Mr. Willis indicated that the
letter before the Board tonight was a response to Camp Dresser &
McKee' s meeting with Mr. McCall and that he anticipated a fairly
rapid response from Mr. McCall regarding the approval of the project.
Mr. Willis also assured the Board that he would continue
communicating with Mr. McCall in an effort to obtain the approval
as soon as possible.
Mr. Barker was concerned about the letter from MEPA and was
assured by the Superintendent that MEPA letter had been refiled
with Mr. McCall .
Mr. Fallon was very concerned about the status of the filing
with the State for approval for 50% funding of the project and
whether we would receive approval of funding prior to awarding the
contract.
Mr. Willis informed the Board that filing for the funding could
' not begin before D.E .Q.E . had approved the design and then the
State would determine what portions of the project were eligible
for 50% funding. It is anticipated that the Town may receive
between 40 - 45% but, the Town can not be sure until the State has
made it ' s determination. It would also appear that we have ,
approximately two to two and one half months in which to obtain
this approval and the bidding of the project will assist the State
in making it ' s determination.
The Chairman asked Mr. Willis to outline the contract for
Professional Services During the Bidding and Construction Period.
Mr. Willis said the contract was a standard form used by Camp Dresser
& McKee which breaks the services down into three basic areas.
Section 1 covers basic services such as assisting the Owner in the
bidding process and reviewing bids and evaluating the Contractor.
Also, during the construction phase, the Engineer handles approval
of shop drawings, work schedules, reports, submits pay estimates to
the Owner for payment and miscellaneous office and clerical work. '
Also included is Resident Engineering Services during construction
in which Camp Dresser & McKee would have an engineer inspector
on-site during all construction.
Section 2 covers special services authorized by the Owner
covering such items as preparation of State forms for reimbursement
requests, material testing, material testing administration, record
drawings, Operation & Maintenance Manual , start-up and draining and
preparation of bid documents.
Section 3 of the contract covers the Owner ' s responsibility.
Exhibit A of the Contract lays out the method of payment and
Exhibit B lays out the duties , responsibilities and limitations of
the authority of the resident representative agent. ,
Mr. Cowell pointed out that Section 6.4, Arbitration, should be
Minutes continued June 3, 1981
deleted from the contract because he believed the Board was not in
favor of this provision and it should be deleted if Town Counsel
approves.
Mr. Barker was concerned about the role the Town would play in
the inspection and the Superintendent pointed out he saw three
possibilities. The first possibility would be to hire Camp Dresser &
McKee to handle the total project, the second possibility would be to
have the Town Engineering Department take over the resident
engineering inspection, but this would develop a conflict between
the responsibilities of engineer and Town and the Contractor. A
third alternative would be to hire Camp Dresser & McKee for the total
inspection with one of the Town Engineers overseeing both the
Contractor and the engineer to protect the Town' s own interest.
Mr. DeHart was strongly in favor of the third alternative and
it was generally agreed this approach was in the best interest of
the Town.
Mr. Willis was asked to explain the Cost Plus Fixed-Fee Contract.
Mr. Willis pointed out that the cost plus fixed-fee contract was now
preferred by the E.P.A. Under the cost plus fixed-fee contract, the
Town would pay for the engineering cost incurred by Camp Dresser &
McKee as outlined in the Contract plus a fixed-fee and if the Contract
should go beyond the completion date, the Town would then only pay
the actual cost incurred up to 60 days and if further engineering is
needed, a new contract would be negotiated.
Camp Dresser & McKee stated the plans and specifications are
ready for advertising today except that they do not have the authorization
Mr. Barker would like to go on record as wanting a copy of the
Plans and Specifications. '
Mr. Willis stated they would be provided to him.
Mr. Cowell asked the members to make an effort to read the
Contract received tonight and be prepared to discuss it in detail
on June 4, 1981 .
The meeting adjourned at 10:00 P.M. Q
Re/��y submitted,
'Secretary
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