5/5/2009 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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R . '. lI age Ptace 1448 Turnp1ke Street,Suite 2--11 South Easton,MA 02 375 1 T 508/238.50401 E 508/238-504 � ;{y associateswww.pomroyassociates.com Masee Librau Proiect OPMAdditional Services ##2 Summary thro 130109 April 30,2009 To: The MaMshpee Planning and Construction Committee From: Pomroy Associates Reference: OPM Additional Services#2 through 4130109 On January 28,2009 PA presented a preliminary summary to the Committee of additional services PA had incurred on the Library project. The summary at that time was for informational purposes and I explained to the Committee that we would like to re-visit these additional services after we perceived that the coordination aspects with Mashpee Commons were over. Below please find a continuation and update ofthis information, as well as additional information on several other services. At this bine I would like to finalize these items and submit an invoice for the services. I. Design Schedule Extension — The original schedule Put forth by the Architect indicated a design schedule being 100% complete and out to bid on 7115/08. The actual design completion and bid start date was 915145 which extended the schedule almost 8 weeks. When PA's contract was in negotiation we expressed that the design schedule was too aggressive,but used the Architects schedule for pricing purposes. Reasons for the extended schedule are; implementation of DEED requirements, Building Code changes and the schedule-was too aggressive from the beginning. Two weeks of the delay have been accounted for in the LEED change. The remaining 5.5 weeks are estimated to absorb 55 hours of OPM time and 22 hours of Administration tine which I would like to bill for at this time. 2. Mashpe Commons Coordination — Municipal and abutter coordination is traditionally included in OPM responsibilities similar to theoordmn tion the Committee evidenced with the Fire Station No 2 project. The coordination with Mashpee Commons for building design, site design, storm drainage, site lighting, sewer flow, street access, entrance drive pair mi g, sidewalk access, easements and electrical primary sharing has been far in excess of traditional coordination. PA began � coordination meetings with MC on February 2,2008 and we completed our major issues as recently as April 24,2009.Attached you will find an example of the coordination we were involved with which we could account for. We have recognized at least 135 hours of OPM time invested in coordination with M LP which can be accounted for and does 'not include the countless phone calls and conversations. It is important to note that project savings were recognized in several areas as a result of this coordination. A 50% swings, or approx 12,040.00, for a shared electrical service and transformer and approximately $85400-00 in light pole costs absorbed by Mashpee Commons which were negotiated during the coordination. I would like to hill for 135 hours at this time. Provided that 1 f shpce Commons fulfills its obligations going forward as it relates to the street curbing and site impLovement. work,on the PO iDarcel,,..we see no_reasons why additional time will need to be spent managin this component. . HVAC Bid Protest—Bid protests are not included iia Pllrf services. PA invested at lust 30 hours of OPM time representing the Town of Ma hp a In the HVAC bid protest between the low Filed-Sub bidder DDS Industries and the protestor, Superior i Sheet metal. Our time was spent speaking, communicating and relaying documentation with the Town of M s pee, 'Town Counsel, D AM, Mass A 's office, Mass Licensing, DDS Industries and Superior Sheet Metal. Please consider this as a no cost change to the project. . Upgrading the Project to LEEDS—Covered under are approved changes. . Commiftee Meeting — Traditional project committee meetings are twice monthly in the design and construction phases. Because of the make-up of the Mashpee Planning and Construction Committee i. .; Sub-Committee and Committee) our meeting schedule has evolved into meetings per month. It may not seem like much to attend an extra meeting every month, but adding in the time necessary for presentation and document preparation and the time involved with each meeting,can easily amount to more than 60 hours of OPM time from .lune 08 through the completion of our project. Please consider this as a no cost change to the pro Pomroy Associates—M —4130109 OPM Additional Services##2 Page 1 of 2