12/4/2008 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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r 2. water Line—The waterline was an add.to the project and although Catherine and Ernie performed the majority of the work in the design, bidding and construction, PA was very involved with the overall planning, negotiating, .estimating, approving invoices, advising on contract r quirements and dealing with the end result water tests for sign-offs. . Coordination of owners Specialty Consultants and-Equipment— Establishing the project equipment needs, budget and coordination were very important aspects of the project as it relates to the emergency notification system, radios, furniture - , nd computer needs. Coordination and the implementation of-these items into the project were paramount to the overall success-of the project. PA took the leading role in fact finding, estimating, coordinating, presenting options to the committee, coordinating the field'vendors and bird dogging the work. . on Site Management — As a cost savings measure, the Town opted to not dire PA for on-site management and fall time clerk of the works services. Instead, the Town.enrolled the services of its own Part time clerk of the works, While there is no question as to the abilities of the individual hired as the project clerk, full time services were not utilized on the project and' the clerk did not provide on site management. This situation impacted PA greatly and caused nue personally to spend far more time managing not only the project, but the clerk, site issues and contractor issues than traditionally necessary and originally plamed. 5. Vehicle Exhaust Recovery System - The vehicle exhaust recover system tools on a life of its own. what started as a simple system under the GC scope-of work, morphed into a monster. From -r vi wmg and. recommending "Proprietary Specification" language, reviewing bid protests, eliminating the scope from the project, re-bidden* g the scope separately, qualifying, arguing and settling disputes in the second round of biding, to installing the system separately after the project is done, this issue has single handedly blown nay budget. f am sure that if. ene% Patrick Costello and Brian Donnelly at the AG's office kept track of the tiLme they each invested into this issue the costs would be staggering compared to the $14,444.00 contract value. f have attached ars Issues Timeline of tMs item so Haat you can see what I mean.. what are reflected in the Timeline are the actions we have been able to track and do not reflect each and every phone call, e-mail etc. Where do we go from here`? I hope that you can see by this information that Pomroy Associates has and continues to represent the Town of Masti ee very well and has gone far beyond the scope negotiated. As such. I would like to propose that the Town of l lashpee consider reimbursing Pomroy Associates for at least some of the additional time invested in this project for M shpee's benefit; Haat being the estimated cost associated with the waterline Addition and the ,Vehicle Exhaust Recover System and we will absorb the remaining sterns.