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HomeMy WebLinkAbout2018-8-9CapProCom Minutes for August 9, 2018, adopted Aug. 23 N % 14 U C 1 y Town of Nantucket Capital Program Committee 2018 :;SUS 29 AM 10: 57 www.nantucket-ma.gov Members: Stephen Welch (Chair), Pete Kaizer (vice chair), Richard Hussey (Secretary), Christy Kickham, Peter McEachern, Jason Bridges, Nat Lowell MINUTES Thursday, August 09, 2018 4 Fairgrounds Road, Training Room —11:00 am Called to order at 11:06 a.m. and Announcements made. Staff: Brian Turbitt, Director Finance; Terry Norton, Town Minutes Taker Attending Members: Welch, Kaizer, Hussey, Kickham, McEachern, Lowell Absent Members: Bridges Late arrival: Kaizer, 11:33 a.m.; Kickham, 11:46 a.m. Documents used: Copy of minutes for May 24 and August 2, 2018; Slide presentation Capital Database Phase I; 2018 Special Town Meeting (STM) warrant articles. Agenda adopted by unanimous consent. COMMENTS1. PUBLIC None APPROVE11. 1. May 24,2018: Motion to Approve. (made by: Lowell) (seconded by: McEachern) Carried unanimously 2. August 2, 2018: Motion to Approve. (made by: Lowell) (seconded by: McEachern) Carried unanimously Motion to Affirm Mr. Lowell as the CapCom designee to Senior Center Feasibility Study Workgroup. (made by: Hussey) (seconded by: McEachern) Carried unanimously IV. DISCUSS CAPITAL DATABASE: PHASE 1 Welch — This is Phase I of the implementation of the database; Phase I is for use first by Finance and later by department heads for submission of capital requests and committee ranking of those requests. The hope is to have it on line by August 16, the date of the first department presentation for the 2019 Annual Town Meeting. Turbitt — Explained the Capital Improvement Project (CIP) request form; this will be on line for everyone. All projects will automatically flow into ranking of relative importance for Town Administration, which will first review the requests for those that will go forward in that fiscal year; projects not approved by Town Administration will automatically be rolled into the following fiscal year. We still need to decide which fields are mandatory to ensure all needed information is received. His recommendation is that Classification be a required field. Prioritization of low/medium/high should also be required. In Phase III, Operating Budget will have all personnel labor -contract tables laid into the database so the field will auto -populate; similar with Utilities. This database will run through Amazon so will be in The Cloud with logins provided for authorized users and accessible from any location. Prior Appropriation will be unavailable except to Finance. Recommended Funding Source will be filled in by Town Administration or Finance. A program is being written so that all current CIP request forms can be automatically uploaded into this database. Explained the Town will hold ownership of the software package. Welch — In the future, the plan is for individual request forms to have a button the committee member clicks to indicate they have reviewed the request and inform the member of what still needs to be accomplished. Discussion about the advantages the database will provide for the Town as a whole. Page 1 of 3 Turbitt — article as pr, Welch — T refer to the 1. Article Discussion Motion Vote 2. Aj Discus CapProCom Minutes for August 9, 2018, adopted Auj. 23 provided the committee members with a copy of the memo related to the writeups for each ided and discussed by the Select Board for their vote. numbers in our copy of the warrant are different than those in the published warrant; so we won't ticle number. 'ewer Appropriation: New Sewer Force Main Design/Engineering) Welch — The estimated cost is $2.5. Turbitt — Statutorily the Owner's Representative is not required except for projects over $50M; but the Town arranged to have one for this; that cost is included. Actual construction and construction services qualify for State Reserve Fund (SRF). This is for design and owner's representative. This Article gets us to the phase where we can put out a Request for Proposals (RFP). McEachern — Asked if the reason the force main failed will be available for whoever gets the bid so they can use that as a starting point for their design. Turbitt — That information will be made available to the recipient of the contract. Welch — Asked if any other projects will have an Owner's Representative. Turbitt — The Sea Street Pump station already has one, Weston and Sampson. Welch — He believes the Town should centralize asset management and bring the capabilities of the Owner's Project Manager (OPM) and owner representation to the extent possible in house to fund the department activities of capital asset management. It's a recommendation on this article. Otherwise it's money going out the door. This is a best practice approach other municipalities are taking; Ms Gibson has indicated support for this. Lowell — Asked if SRF funding is getting used up by the Cape; also he thought it was only for new projects. Asked how the owner's representative would be hired. Turbitt — Design of a new force main would qualify for SRF. Theoretically, the Town would put out a request for qualification; that would be ranked and reviewed. Welch — Asked the basis for the $2.5M. Turbitt — He added a about 10% of the estimated construction cost as given to the Sewer Director; he also included the cost for the owner's representative. Welch — Asked how that pans out in dollar estimates for the request for qualifications. Turbitt — Bidders will provide a technical proposal and a price proposal The technical proposal is reviewed first to decide which applicants to interview. The price proposal isn't opened until the time of interview. The price proposal could be a deciding factor in the final decision of who is hired. McEachern — Asked if there will be redundancy of the sewer pipe system with the new plan. Turbitt — He believes the idea is to have redundancy but it will take a route out of Town that is least disruptive and away from critical infrastructure. Motion to Support the Article for Sewer Appropriation: New Sewer Force Main Design/Engineering as submitted at a cost up to $2.5M, which includes the cost of project management services and with the comment that Project Manager be part of the Operating Project Manager services costs. (made by: Lowell) (seconded by: Hussey) Carried 6-0 applemental Sewer Appropriation: Repairs to the Sea Street Pumping Station) Turbitt — Damage to the roof was more severe than expected which significantly increases the cost. We have contingency money to cover this but are asking for supplemental funds so this can be added to the SRF. The maximum total projected is $450,000; we are currently under that so it might come down. McEachern — The roof material was slate; it is going to be architectural shingles. Turbitt — We will get copies of all warranties. Either Finance or Sewer will maintain those. Welch — This includes costs associated with the delays caused when the situation came to light. The engineer should also ensure there is adequate ventilation for the roof so that it doesn't recur. Page 2 of 3 CapProCom Minutes for August 9, 2018, adopted Aug. 23 Motion Motion to Support Article Supplemental Sewer Appropriation: Repairs to the Sea Street Pumping Station and to authorize up to $450,000. (made by: Lowell) (seconded by: Hussey) Vote Carried 6-0 3. Article (Supplemental Appropriation: Repairs to Town Pier) Discussion Turbitt — This will be reviewed at the next meeting. Motion No action at this time. Vote N/A 4. Article (Airport Appropriation: Taxiway Echo) Discussion Turbitt — This is an out -year capital request. In the past few months, a large Omnibus Budget Bill was done that included a substantial allocation to the Federal Aviation Administration (FAA) for infrastructure work. The Airport has two projects that qualify and two `buckets' they fall into: 100% and 90% funding; they are working to determine under which source the projects will qualify. This is the first project that qualifies. The estimate for Taxiway Echo is $10M. There is a short timeframe for FAA approval. Welch — He presumes the Airport is proposing these subject to federal funding, if that doesn't come through, they won't go forward. Turbitt —The money has been allocated; the question is whether the FAA funding is 100% or 90%. Kickham — This is the main taxiway; it wasn't built to support the aircraft currently using it. Tom Rafter is very confident about 100% FAA funding. Motion Motion To Support funding authorized. (made by: Hussey) (seconded by: Kaizer) Vote Carried 6-0 5. Article (Airport Appropriation: Security Project) Discussion See discussion for Article 11. The estimate for this is just under $2.1M Motion Motion To Support funding authorized. (made by: Hussey) (seconded by: Kaizer) Vote Carried 6-0 MTA � 01 WKIRM rGIONK01 0 an It"71,305 I a N 0 101 MIMI • Next Meeting: August 16, 2018 10:30 a.m., 4 Fairgrounds Road, Training Room Topic: review of Solid Waste capital requests. Welch — After today, the meetings will start at 10:30 a.m. The August 16 meeting will be in the Training Room; the remainder of the August meetings will be in the Community Room. He met with Mark Willett, Manager Wannacomet Water Company about holding meetings in their conference room; he is working to ensure audio/video will be in place. LIAISON/COMMITTEE REPORTSCOMMENTS 1. Member Comments a. Lowell — Asked why the generator concrete border/frame in Monomoy Road. b. Turbitt — The Select Board has authorized a contract for repair of the Town Pier. What will be going to STM will be the bid alternates. The funding came in at about $2.6M. We had available funding to award the base bid. Welch — Asked for a copy of the information Mr. Turbitt sent to the Select Board. Turbitt — Coastal Engineering was the accepted base bid. The plan is that at STM the article mill be to secure funding for the remaining pieces. We'll look at the bid and put it back out soon for the remaining pieces so we'll have a number at STM. Another thing we're up against is Phase I for dredging, which can't be done in the winter due to flounders. Adjourned at 12:12 p.m. by unanimous consent. Submitted by: Terry L. Norton Page 3 of 3