Tri-Town Board of Water Commissioners

TRI TOWN BOARD Of Water Commissioners Braintree, Holbrook, Randolph Braintree Town Hall MINUTES December 19, 2017 Present: Joseph Sullivan, Chair, Town of Braintree; Richard Brewer, Town of Randolph; Tim Gordon, Town of Holbrook. In attendance: Ryan Allgrove, Jim Arsenault, Lou Dutton, Ben Fehan, Paul Gabriel, Barbara Mello, Mike Walsh, Robyn LaFrance. Mayor Sullivan opened the meeting at 10:15 am and the minutes of the November 1, 2017 meeting were reviewed. MOTION: by Rich Brewer to accept the minutes of November 1, 2017 SECOND: by Tim Gordon VOTE: Unanimous Water Treatment Plant: Evaluation of Owners Project Manager Proposals  Barbara Mello provided an update on the OPM Selection by distributing copies of three proposals submitted to each board member. The three proposals were received from Environmental Partners Group, Hill International, and Weston & Sampson.  Barbara Mello explained that the next steps for the Board are 1) to evaluate the proposals according to the RFQ criteria either individually or as a group in an Open Meeting, and 2) conduct interviews in an Open Meeting. Jim Arsenault and Barbara Mello offered to facilitate the proposal review process as non-voting participants.  Mayor Sullivan started a brief discussion regarding a selection committee, technical team or advisory team. Rich Brewer and Tim Gordon indicated that their towns would defer to them to advise. Mayor Sullivan said his preference is to form a technical team to review the proposals and make a recommendation to the board on two finalists.  It was decided that a five person advisory team will be formed. The team will be comprised of Jim Arsenault, Barbara Mello, Lou Dutton or Ben Fehan, and one representative from Holbrook and one representative from Randolph. This group will meet to review and score the proposals and make a recommendation to the Board.  The Tri Town Board will schedule its next meeting in early February, and will select the OPM in late February or early March. MOTION: by Rich Brewer to set up a five member advisory committee to review the Water Treatment Plant OPM proposals and advise the Tri Town Board SECOND: by Tim Gordon VOTE: Unanimous Progress Report on Great Pond Dam Repair Project: Ben Fehan  Ben Fehan reported that the mat placement is 64% complete, the fish ladder is installed, and the work on the dam is 75% complete. Proposed Contract Amendment for Great Pond Dam Repair Construction Project: Extension of Time; Added Cost for Concrete Slab for Low Level Outlet Chamber  Barbara Mello provided a letter to the Board dated December 7, 2017 from D&C Construction Company, Inc. to CDM Smith concerning a Great Pond Dam Change Order Proposal for New Precast Concrete Top Slab.  The change order work is to remove and replace the concrete top slab on the vault that houses the outlet valve that controls the level of Great Pond. The contract plans required demolition and replacement of a partial section of the top slab. The section that remained in place was determined to be unsafe and in need of replacement. The proposal for the work involved totals $9,100.00. The cost breakdown is Labor $3,700, Materials $4,250, and Equipment $1,150.  Ben Fehan explained the change order in detail and answered questions from the Board concerning how the additional cost affects the budget. Barbara Mello reported that the contingency fund has approximately $4000 and the additional cost is $9,100.  Ben Fehan clarified that there are two separate issues regarding the contract amendment: 1) The additional cost of the change order for the concrete slab, and 2) An extension of time to complete the project. Ben explained that the final part of the project is the road paving and that will be done in the spring. It was noted that the original project completion date was set a year ago and the project start time was delayed.  Mayor Sullivan informed Barbara Mello that a formula is needed to pay the extra cost by the three communities, and he asked for a motion on the time extension. MOTION: by Tim Gordon to move forward on the recommendation of Ben Fehan to grant an extension of time for the project completion date to April 27, 2018 SECOND: by Rich Brewer VOTE: Unanimous Tree Removal update: Jim Arsenault, Lou Dutton  Jim Arsenault and Lou Dutton reported that most of the trees are removed but the dead trees are required by the Conservation Commission to stay on the land. There was a brief discussion about whether or not leaving the dead trees behind creates a fire hazard and might outweigh the positive of creating a natural barrier. Mayor Sullivan said he will ask the Fire Chief.  Jim reported that this project is basically completed and that Davey Tree performed the work for less than the $60,000 budgeted.  Rich Brewer noted that the original tree removal was budgeted at $140,000 and he questioned the board members if they can ask the towns to re-purpose the remainder of the money. Jim Arsenault said he will look into this. Environmental Partners Group update: Paul Gabriel, President, Ryan Allgrove, Project Manager  The Water Distribution System Master Plan draft report was given to the board members.   A report of Recommended Capital Improvements Opinion of Probable Cost Summary was provided to the board. The Report offers three approaches described as Option 1-Tri Town Approach, Option 2-Braintree/Joint Water Board Approach, and Option 3-Individual Town Approach. Paul Gabriel explained the value of doing the exercise to know what is needed and not be surprised.  Ryan Allgrove discussed a few highlights of the Water Distribution Master Plan report briefly and said the board can take some time to read it and then Environmental Partners will schedule another workshop meeting if necessary. Other: Mike Walsh noted that the Mass DEP draft SRF intended use plan is due to be released. Paul Gabriel reported that he received a Mass DEP letter dated December 5, 2017 of a Draft 2018 Intended Use Plan for the Drinking Water State Revolving Fund. Paul explained that the Tri Town Board is listed on the DWSRF with a project cost of $48,200,000 and a 2018 IUP cost of $15,000,000. Rich Brewer will follow up on providing a date for the Tri Town presentation to the Town of Randolph. Mayor Sullivan scheduled the next Tri Town Board meeting for Wednesday, February 7 at 11 am at Braintree Town Hall. MOTION: by Tim Gordon to adjourn the meeting at 11:05 am SECOND: by Rich Brewer VOTE: Unanimous Respectfully submitted Robyn LaFrance Recording Secretary