Public Building Committee
Public Building Committee
Regular Meeting Minutes
April 3, 2017
Subject to Approval
Chairman Ostop called the Regular Meeting of the Public Building Committee to order at 7:00 p.m. on Monday, April 3, 2017 in the Board of Education Conference Room located at 933 Hopmeadow Street, Simsbury, CT.
Present – Chairman Ostop, Boardman, Cortes, Derr, Kelly and Laureno
Excused – Dragulski, Salvatore
Guests –Ms. Cook, Mr. LaClair, Mr. Shea
1. Public Audience
No one spoke for public audience.
2. Minutes – March 6, 2017 Meeting
The following change was made to the March 6, 2017 minutes:
Page 2, paragraph 2 that reads, “There is no long a quorum for this meeting.” Should read, “There is no longer a quorum for this meeting.”
Mr. Cortes moved to approve the March 6, 2017 minutes as amended. Mr. Kelly seconded the motion. The motion passed unanimously.
3. Board of Selectmen Liaison Report – Cheryl Cook
Ms. Cook noted that the Public Hearing on the budget will be held on Thursday. She stated that all the capital projects moved ahead as discussed at the last meeting.
4. Senior/Community Center
There was nothing to discuss on the Senior/Community Center for this meeting. Chairman Ostop noted that this is on the agenda for referendum.
5. Henry James Memorial School
a. Summary of Bid Results
Mr. LaClair discussed the bid results and noted that they are pleased with the overall number of bidders received as well as the actual pricing. He noted that there are some issues with the alternate bids received.
Chairman Ostop noted that the low bidder is WJ Mountford Company with a total amount for the Base Bid of $1,330,000; Alternate #1 was $261,000; Alternate #2 was $103,000; Alternate #3 was $5,000; Alternate #4 is $12,500; and Alternate #5 was $52,000, for a total bid with alternates of $1,763,500.
Mr. LaClair reported that they received a letter from Mr. Scott Mountford, President of WJ Mountford Company, on March 22, 2017 stating that there was a problem with their sub-contractors regarding Alternate #1 bid. He noted that they contacted the Town’s attorney, Robert DeCresanzo, and, after speaking with him, they recommended getting additional information as to why there was a discrepancy and why they needed to change the Alternate #1 bid.
Chairman Ostop stated that WJ Mountford called and stated that they are having a problem with their Alternate #1 bid price. The price that they bid of $261,000 was too low and they will need to increase their price because their sub-contractor made an error.
Mr. LaClair reported that the difference stated in their letter was from $261,000 to $377,700. Mr. LaClair stated that the request for backup information was received on Friday but he could not figure out how they came to those numbers. Mr. LaClair stated that he received additional information but it did not clear up the question and again asked for more detail be forwarded to him.
Mr. LaClair met with Chairman Ostop and legal counsel to discuss their options.
Chairman Ostop reported that after the meeting with legal counsel, they can go ahead and issue a contract for the low bidder, which would be WJ Mountford, for the base bid, Alternate #2, Alternate #3, Alternate #4 and Alternate #5 and leave Alternate #1 out and award the contract for that amount.
Chairman Ostop stated that an offer could go out for a whole new bid and or have MJ Mountford go out for another bid and then sit and negotiate with him.
Chairman Ostop noted that their legal concern would be that they are going out for the same exact bid as was originally sent. He stated that they need to make a small change in Alternate #1 from what was actually bid on so that the second bid would be different from the first.
Mr. Derr questioned if WJ Mountford’s bid to the Town is legally binding and, if their sub-contractor made a mistake, this should not concern the Town. Chairman Ostop stated that this could end up in a lawsuit due to WJ Mountford’s bond.
Mr. LaClair noted that WJ Mountford’s sub-contractor left out one of the aspects of the job. He stated that they had a good experience in the first Phase I with WJ Mountford and their price should have been as it was because of the knowledge of the building. Mr. LaClair noted that WJ Mountford’s letter stated that they would stand by their Base Bid but that they must revise Alternate #1 if that is to be accepted.
Chairman Ostop stated that, at the suggestion of legal counsel, they can go out to bid again but remove Alternate #1 from the bidding. He noted that they can go out to bid with Alternate #1 at a later date.
Mr. Derr discussed the range of bids received and the difference in these bids. He questioned how they can justify going with WJ Mountford for their familiarity with the building and is it worth 10% in their bid.
Mr. LaClair discussed his experience in other bids he has received for other projects. He stated that he believed they would receive a competitive bid from WJ Mountford due to their knowledge of the building.
Mr. Derr discussed how adding $116,000 to WJ Mountford’s bid, would lessen the difference between them and the next lowest bidder Rudolph Netsch, Inc. of approximately $200,000. He suggested tossing out WJ Mountford’s bid, as they are not agreeing to sign the contract, and go with the second lowest bidder which would be Rudolph Netsch, Inc. and questioned if this was discussed with the Town attorney. Mr. Derr noted what the savings would be if they went with Rudolph Netsch, Inc. instead of WJ Mountford.
Committee members discussed the legality of WJ Mountford’s bid and what some of the options would be, which included an option to quote Alternate #1 as a separate project.
Mr. LaClair distributed a revised bid exhibit which removed Alternate #1, Alternate #3 and Alternate #5 to the bidding.
Mr. Derr voiced his concern that the other companies, who bid on this project, would have a problem if Alternate #1 was dropped off the project. Mr. LaClair noted that none of the other companies were the lowest bidder and would not have received the job if Alternate #1 was included.
Mr. Kelly made a motion to accept the WJ Mountford base amount bid for $1,330,000, Alternate #2 for $103,000 and Alternate #4 for $12,500. Mr. Boardman seconded the motion. The motion passed unanimously.
Mr. Derr questioned why a letter of explanation was not received from WJ Mountford on the difference in their bid.
b. Letter from WJ Mountford
Chairman Ostop read a letter dated March 22, 2017 from Scott P. Mountford, President of WJ Mountford Co. into the record for the revised quote for Alternate #1 at a price of $377,700.
Mr. LaClair stated that he did receive backup from WJ Mountford to support the revised quote and explained this to committee members.
Committee members discussed what to do with Alternate #1.
Chairman Ostop authorized the Board of Education to go out for public bid on Alternate #1 as soon as possible.
Mr. Derr made a motion that the Public Building Committee authorized the Chairman to sit with Board of Education to review the bids on the new Alternate #1. Mr. Cortes seconded the motion. The motion passed unanimously.
6. Central School Partial Roof Replacement
a. Quality Roofing Services Payment Application #6 FINAL
Mr. LaClair distributed the budget handout to committee members. He noted that they have received CHRO signoff and this is a final pay application for Central School Partial Roof Replacement project. Mr. LaClair noted that was approved by the architect and is now $11,636.68.
Mr. LaClair stated that approximately $134,539 could be returned to the Town.
Mr. Kelly made a motion to approve pay Application #6 from Quality Roofing Services, Inc., Invoice #17-0338 in the amount of $11,636.68. Mr. Cortes seconded the motion. The motion passed unanimously.
7. SCTV Relocation
a. Opinion from Althea Greaney
Mr. Cortes noted that he has not received any information from SCTV.
Chairman Ostop noted, for the record, that Lisa Heavner received an e-mail from Althea Greaney regarding the relocation of SCTV.
8. Simsbury Farms Ice Rink Shelter
Mr. Shea discussed the reason for the two outstanding Change Orders received from Diversity Construction Group for the Simsbury Farms Ice Rink Shelter.
a. Contractor Change Order #9
Mr. Boardman made a motion to reject Change Order #9 for Concrete pump cost from Diversity Construction Group for $2,181.28. Mr. Laureno seconded the motion. The motion passed unanimously.
b. Contractor Change Order #10
Mr. Shea stated that the incorrect paint was specified and purchased by the architect. The contractor is asking for the cost of the material that he purchased and did not use, a portion of the rental cost for a lift and some of the lost time for the painters.
Mr. Cortes made a motion to approve Change Order #10 for paint changes from Diversity Construction Group for $1,553.64. Mr. Boardman seconded the motion. The motion passed unanimously.
c. Monthly Cost Control Report
Mr. Shea noted that the Monthly Cost Control Report has been updated and members can see where the project stands.
9. Simsbury Farms Pool Improvements
a. Construction Services of New England Payment Application #4
Mr. Cortes made a motion to approve Construction Services of New England, Inc. Payment Application #4 for the amount of $17,812.50. Mr. Kelly seconded the motion. The motion passed unanimously.
b. Construction Services of New England Payment Application #5
Mr. Kelly made a motion to approve Construction Services of New England, Inc. Payment Application #5 for the amount of $33,345.00. Mr. Cortes seconded the motion. The motion passed unanimously.
10. Old Business
No old business discussed at this meeting.
11. New Business
Next Public Building Committee meeting is May 1, 2017.
12. Adjourn
Mr. Derr moved for a 7:58 p.m. adjournment. Mr. Cortes seconded the motion. The motion passed unanimously
Respectfully submitted,
Leslie Brigham
Commission Clerk