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Home My WebLink About2017-11-2Minutes for November 02, 2017, adopted FinCom Dec. 18 Town of Nantucket Board of Selectmen, Finance Committee, Capital Program Committee, Fire Station Workgroup Joint Meeting www.nantucket-ma.gov Minutes Thursday, November 2, 2017 4 Fairgrounds Road, Community Room — 4:00 p.m. FinCom and Fire Station Workgroup called to order at 4:01 p.m. by Maury BOS called to order at 4:02 p.m. by Hill Holdgate CapCom called to order at 4:02 p.m. by Welch I'1AI��T -'0 N CLEER 2911 DEC 21 PM 12: Staff. Libby Gibson, Town Manager; Brian Turbitt, Director Finance; Julia Lindner, Financial Analyst; Rebecca Woodley -Oliver, Assistant Procurement Officer; Tern- Norton, Town Minutes Taker FinCom Members: Stephen Maury (Vice Chair), Clifford Williams, Joseph T. Grause Jr., Peter McEachern, Christopher Glowacki, Denice Kronau BOS Members: Dawn Hill Holdgate (Chair), Jason Bridges, Jim Kelly CapCom Members: Stephen Welch (Chair), Richard Hussey (Secretary), Peter McEachern, Jason Bridges Ykbsent Members: David Worth (Chair), Henry Sanford, Joanna Roche, Matt Fee Vice Chair), Rita Higgins, Pete Kaizer (Vice Chair), Christy Kickham, Nat Lowell Fire Station: Neil Paterson, Dawn Hill Holdgate, Rita Higgins, Richard Hussev, Stephen Jlaun-, Stephen Murphy Documents used: The VERTEX Companies, Inc. Project Budget History. Representatives: Kevin Witzell, Project Manager Kaestle Boos Assoc., Inc; Steven Kirby, Division Manager Vertex ANNOUNCEMENTS1. • Kirby — Received four out of five pre -qualified bidders. Delbrook was the low bid; excluding Alternates 1 & 2, Marin is the lowest bid. Construction contingency increased 4.5%; the total budgeted appropriation was $17M. The final bid is $18.3M; the alternate line items include: paving, fencing and site improvement for $1.3M. The total shortfall is $3.7M Kronau — Asked what the design fees were for. Kirby — Those are for the building design and are from the original budget and remains S976,000- Grause — Asked about the $1.3M for landscaping and fencing and what the outbuilding is for and if it was in the June and March bids. Kirby — It was an alternate in the June 2016 bid and March 2017 bid; at that time it cost was within the calculation. It is required and was included as part of the November budget review. Hill Holdgate — Asked about the line item Landscaping and if there was a landscape plan. Kirby — "Landscaping" is a typo and should read "Paving and Landscaping." There is a landscape plan included in the base bid. Fencing alone is about $103,000. Paving and landscaping were included in the March bid at $750,000. Hill Holdgate —Asked about the $80,000 difference in "Other Soft Costs." Kirby — That's the estimation over time; June 2016 and March 2017 bids weren't adjusted. Grause — The outbuilding is $1.2M for an alternate component that wasn't part of the prior bids; it seems we are not asking for like to like by adding an extra building. Gibson — The alternate, the outbuilding, has always been part of the bid; we always intended to build it or would have to build it in the future. If we don't build it now, we'll have a lot of sensitive equipment stored in the open. Page 1 of 2 Minutes for November 02, 2017, adopted FinCom Dec. 18 Grause —T here should have been a note in prior bids that there was 51.2 for an outbuilding. Maury — He agrees and it's too bad the note wasn't in the prior bids. When you back out this building, the marginal short fall is less than $200,000; that's the message voters have to hear. Asked what happens if voters don't approve the shortfall, can the station still be built without the outbuilding. Turbitt — If voters reject this proposal; there is an alternate motion with a lower number. We're still going to have to build the building. The question becomes to do it now with a cost we know or do it later at an unknown cost. Welch —The outbuilding is located on the site plan and was part of the Request for Proposals, which was sent out. From what he recalls, the outbuilding was approved when the original building was approved by the Historic District Commission. At Capital Program, we're looking at deferred maintenance and weather related and advanced depreciation for rolling stock; the Town fleet is significant. If we don't build the outbuilding for rolling stock, we're looking at building it in the future with elevated construction costs. Paterson — One reason the bid on the Public Safety Building was successful is everyone was on the same page. This is our last good chance to build the Fire Station; we can't leave fire vehicles in the open. We need to be on the same page with the Fire Station and we need to have the outbuilding. Glowacki — He's not hearing differing opinions of support. The voters are going to have the S17 -\l in mind; we're telling them that the $2.7 shortfall is actually $3.7M. We are all tn-ing to get on the same page to get this done. Williams — Some old paperwork shows contingencies at $1.11\1; now they're 5893,659. If we don't hold the budget, we can subtract that amount from the actual expense. Kirby — With a new building we recommend about 5% for contingencies and about 10% for existing structures. Ideally you won't use all of the $893,659. Grause — Suggested a comment that explains all this. Maury — It would be appropriate to have a comment and a handout or slide to show what comprises this and shortfall and the need for the outbuilding. It would explain to voters that they're getting more. Discussion about the need to include the outbuilding at this time and problems with putting it off. Gibson — If we'd had more time, we'd have a recommendation from the Fire Station Work; perhaps they should make a vote today. Fire Station Workgroup: Motion to go forward with this new low bid from Delbrook. (made by Paterson) carried unanimously Kirby — Marin is about $36,000 less than the others without the outbuilding. Delbrook is about S1.21 less than the next two highest with the outbuilding. If we go direct to a vendor, we don't have the overhead. Gibson — You're not here to figure out who gets the bid; you're here to put forward the appropriation number of $3.7M. The recommendation should be for the supplemental appropriation. FinCom: Motion to adopt supplement for $3,711,394 Grause/Grimmer Carried unanimously Glowacki will craft a comment. CapCom: Motion to accept the Finance Department recommendation of proposed supplementation of $3,711,394 (made by: Hussey) Carried unanimously III. ADOPTION OF MOTIONS FOR STM ARTICLES 1. None ADJOURN 1. CapCom: 4:26 by unanimous consent 2. BOS: 4:26 by unanimous consent 3. FinCom: 4:26 by unanimous consent Submitted by: Terry L. Norton Page 2of2