39A-001 2013-09-24 Pre-Construction Meeting Notes_001 DDDDIETZ & COMPANY ARCHITECTS, INC.IETZ & COMPANY ARCHITECTS, INC.IETZ & COMPANY ARCHITECTS, INC.IETZ & COMPANY ARCHITECTS, INC.
17 Hampden Street
Springfield MA 01103
413.733.6798 ph
413.732.4385 f
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MEETING NOTESMEETING NOTESMEETING NOTESMEETING NOTES
MEETING MEETING MEETING MEETING DATE:DATE:DATE:DATE: September 24September 24September 24September 24, 2013, 2013, 2013, 2013 MEETING:MEETING:MEETING:MEETING: CONSTRUCTION MEETING NO. CONSTRUCTION MEETING NO. CONSTRUCTION MEETING NO. CONSTRUCTION MEETING NO. 001001001001
PROJECT:PROJECT:PROJECT:PROJECT: NorthamptonNorthamptonNorthamptonNorthampton Housing AuthorityHousing AuthorityHousing AuthorityHousing Authority
Miscellaneous RenovationsMiscellaneous RenovationsMiscellaneous RenovationsMiscellaneous Renovations
LOCATION:LOCATION:LOCATION:LOCATION: Offices of the Northampton Housing Authority
49 Old South Street
Northampton, MA
Architect Project No: 21107C
DHCD Project No. 214073
PRESENT:PRESENT:PRESENT:PRESENT: DISTRIBUTED TO:DISTRIBUTED TO:DISTRIBUTED TO:DISTRIBUTED TO:
Jon Hite, (NHA)
Dave Gour, (NHA)
Peter Doppman, (NHA)
Tom Barthelette, (DHCD)
Kerry Dietz, (DCo)
Brian Henry, (HGC)
Glenn Jacobson, (HGC)
Jon Hite, (NHA)
Dave Gour, (NHA)
Peter Doppman, (NHA)
Tom Barthelette, (DHCD)
Kerry Dietz, (DCo)
Brian Henry, (HGC)
Glenn Jacobson, (HGC)
Louis Hasbrouck , City of Northampton Building Commissioner
Corrections to previous meeting notes: Corrections to previous meeting notes: Corrections to previous meeting notes: Corrections to previous meeting notes: None. Progress ReportProgress ReportProgress ReportProgress Report:::: None.
Punchlist Status: Punchlist Status: Punchlist Status: Punchlist Status: None.
Requisition StatusRequisition StatusRequisition StatusRequisition Status: : : : None.
AttachmentsAttachmentsAttachmentsAttachments:::: Updated Project Directory.
Time for Completion: Time for Completion: Time for Completion: Time for Completion: 120 days – January 21, 2014 (Substantial Completion)
Notice to Proceed date: Notice to Proceed date: Notice to Proceed date: Notice to Proceed date: September 24, 2013
Days in ContDays in ContDays in ContDays in Contracracracract: t: t: t: 120
Time elapsed: Time elapsed: Time elapsed: Time elapsed: 0
PePePePercent Days Past:rcent Days Past:rcent Days Past:rcent Days Past: 0%
Days Remaining: Days Remaining: Days Remaining: Days Remaining: 120 days
Percent Work completed: Percent Work completed: Percent Work completed: Percent Work completed: 0% - Project is on schedule.
1.11.11.11.1 CORRESPONDENCECORRESPONDENCECORRESPONDENCECORRESPONDENCE
9/24/13 – All correspondence must include project name, DCo project number (21107C), project title and shall be forwarded to
and via the appropriate parties. i.e.: Subcontractors through General Contractor, General Contractor, Owner through Architect,
etc. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.21.21.21.2 CONTCONTCONTCONTRACRACRACRACT AWARDT AWARDT AWARDT AWARD
9/24/13 – The contract was awarded to Henry General Contractors, Inc. at a bid price of $ 64,440. The contract is dated
February 21, 2013. SHA issued the Notice to Proceed dated September 24, 2013. The completion date is January 21, 2014, for a
total contract time of 120 days. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.31.31.31.3 RESIDENT COORDINATORESIDENT COORDINATORESIDENT COORDINATORESIDENT COORDINATORRRRSSSS
9/24/13 – Jon Hite will serve as the Resident Coordinator. He noted that Jessie’s/Grace House has a 24 hour staff. The contact
there is Nancy Gonazalez at 586.8212. Item Closed.
Action:Action:Action:Action:
RRRRecordecordecordecord
1.41.41.41.4 CONTCONTCONTCONTRACRACRACRACT REPRESENTATIVET REPRESENTATIVET REPRESENTATIVET REPRESENTATIVE
9/24/13 – Will be Jon Hite. Dave Gour will be the Owner’s Representative/Clerk of the Works. Item Closed. Action:Action:Action:Action:
RecordRecordRecordRecord
1.51.51.51.5 USE OF PREMISES & SECURITYUSE OF PREMISES & SECURITYUSE OF PREMISES & SECURITYUSE OF PREMISES & SECURITY
9/24/13 – Jon handed over keys to Bridge Street, and at least one door should remain available at all times. Tobin Manor and
Grace House are both open at all times. The apartments will be occupied throughout construction. Contractor to maintain an
accurate daily log of all workers and vehicles entering or leaving the site. Contractor’s daily working hours for interior work shall
Action:Action:Action:Action:
RRRRecordecordecordecord
WEATHER:WEATHER:WEATHER:WEATHER: ClearClearClearClear 66660000ssss.
DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. 17 Hampden Street Springfield MA 01103 (413) 733-6798 Fax (413) 732-4385
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accurate daily log of all workers and vehicles entering or leaving the site. Contractor’s daily working hours for interior work shall
be from 8:00A.M. to 6:00 P.M. The contractor may start mobilization at 7:30 A.M. and continue their exterior work until sunset.
No work that will be concealed can happen after hours. SHA is required to give tenants 48 hours notice for construction work
that impacts their unit. No overtime work will be allowed without 2 working days advance notice and prior approval from the
Owner. No overtime will be paid by the owner for weekend or holiday work. The contractor can only shut down one entrance
to a dwelling unit at a time. Caution tape with a sign must be posted on the inside face of the door. HGC will get a list of
employees to NHA prior to the start of construction. HGC is not anticipating having any on-site storage containers, dumpsters,
or portable toilets. Any required utility shut-down must be coordinated with 2 days advance notice and prior approval from the
Owner. Item Closed.
1.61.61.61.6 ONONONON----SITE SUPERINTENDENTSITE SUPERINTENDENTSITE SUPERINTENDENTSITE SUPERINTENDENT
9/24/13 – There is no need for HGC to submit the resume of Superintendent. Superintendent must be present to supervise
construction on a full-time basis when subcontract work is being performed. No subcontractor work shall occur without the
superintendent being there. Superintendent is Glenn Jacobson, Brian Henry is the Project Manager. Item Closed.
Action:Action:Action:Action:
RRRRecordecordecordecord
1.71.71.71.7 WAGE RATESWAGE RATESWAGE RATESWAGE RATES
9/24/13 – Schedule of current wage rates must be posted in a location visible to all workers and other concerned parties involved
with the project. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.81.81.81.8 SALVAGE ITEMSSALVAGE ITEMSSALVAGE ITEMSSALVAGE ITEMS
9/24/13 – NHA will remove any items that they would like to salvage before work begins in the area. None anticipated. Item
Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.91.91.91.9 SUBCONTSUBCONTSUBCONTSUBCONTRACTRACTRACTRACTOR LISTOR LISTOR LISTOR LIST
9/24/13 – HGC submitted the names of all Subcontractors intended for use on this project. The only subcontractor they
anticipate is site work. Item Closed.
Action:Action:Action:Action:
RRRRecordecordecordecord
1.101.101.101.10 REGULATORY PERMITS & FEESREGULATORY PERMITS & FEESREGULATORY PERMITS & FEESREGULATORY PERMITS & FEES
9/24/13 – The building permits will be obtained by HGC. DCo will start the process. Item Continued. Action:
DCoDCoDCoDCo
HGCHGCHGCHGC
1.111.111.111.11 SCHESCHESCHESCHEDULEDULEDULEDULE
9/24/13 – The preliminary construction schedule will be submitted by HGC. Kerry also suggested that HGC produce two week
look ahead schedules to help with coordination. Item Continued.
Action:Action:Action:Action:
HGCHGCHGCHGC
1.121.121.121.12 SUBMITTALSSUBMITTALSSUBMITTALSSUBMITTALS
9/24/13 – Procedures for submittals, shop drawings and product data were discussed. Submittals should be sent electronically.
Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.131.131.131.13 JOB PROGRESS MEETINGSJOB PROGRESS MEETINGSJOB PROGRESS MEETINGSJOB PROGRESS MEETINGS
9/24/13 – Project meetings will be held on an as-need basis. The next scheduled meeting will be Tuesday, October 22, 2013 at
10:30 am at the NHA offices. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.141.141.141.14 PAYMENT REQUESTSPAYMENT REQUESTSPAYMENT REQUESTSPAYMENT REQUESTS
9/24/13 – Payment requests are to be submitted and dated on the first of the month on state forms. Contractor is to review
payment requests with the Architect and Owner for approval of requested values, one week prior to submission (last week of
the month). Update project schedule monthly and submit with requisition. Pencil requisitions shall be emailed to Jon Hite, Kerry
Dietz, and Tom Barthelette. Payment will happen within 45 days of date of signing, except for first requisition, which may take
longer. Payment for bonds and insurance will be made on the first payment request. Proof of payment must accompany the
second payment request. Non-compliance will cause delay and/or rejection of payment request. The Contractor shall forward all
required payroll records to NHA on a weekly basis. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.11.11.11.15555 CHANGE ORDERSCHANGE ORDERSCHANGE ORDERSCHANGE ORDERS
9/24/13 – Change Orders may be requested/presented as specified in the Specification Section 01.26.00 and General Conditions
of the Contract Documents. Contractor is to process all Change Orders through the Architect. Change Orders without proper
back up and/or breakdowns (material, labor and equipment) will be rejected without further consideration. List all RFI, ASI or PR
in the CO. Credit Change Orders must show the same breakdown and back-up information as debit Change Orders. The
Contractor will move forward with change order work with a verbal confirmation. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.1.1.1.16161616 RECORD DRAWINGSRECORD DRAWINGSRECORD DRAWINGSRECORD DRAWINGS
9/24/13 – Record drawings are expected to be accurate, up to date and will be reviewed by the Architect at the progress
meetings. The Contractor is urged to review section: 01.77.00 for requirements and information on final record drawings. Item
Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. DIETZ & COMPANY ARCHITECTS, INC. 17 Hampden Street Springfield MA 01103 (413) 733-6798 Fax (413) 732-4385
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1.1.1.1.17171717 INTERPRETATION OF CONTINTERPRETATION OF CONTINTERPRETATION OF CONTINTERPRETATION OF CONTRRRRACACACACT DOCUMENTST DOCUMENTST DOCUMENTST DOCUMENTS
9/24/13 – The Architect will make all clarifications and/or interpretations relative to the plans and specifications. Clarification may
be requested and addressed verbally in order to expedite the Project. However, written request and confirmation from the
General Contractor are expected to follow immediately. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
1.1.1.1.11118888 OSHAOSHAOSHAOSHA
9/24/13 – HGC will keep copies of all their employees OSHA 10 cards in the site office. Each employee will also carry their cards
on their person. HGC will scan and send employee OSHA 10 cards to Jon Hite. Item Open.
Action:Action:Action:Action:
HGCHGCHGCHGC
1.201.201.201.20 CCCCONCURRENT WORKONCURRENT WORKONCURRENT WORKONCURRENT WORK
9/24/13 – Jon Hite noted that there is boiler replacement work happening at Tobin Manor. The contact person is Jim Gagne,
Pittsfield Pipers, 413.822.6250. Item Closed.
Action:Action:Action:Action:
RecordRecordRecordRecord
Next meeting Next meeting Next meeting Next meeting will be held at: Tuesday, Tuesday, Tuesday, Tuesday, OOOOctoberctoberctoberctober 22222222, 2013 at , 2013 at , 2013 at , 2013 at 11110:30 am at the NHA offices0:30 am at the NHA offices0:30 am at the NHA offices0:30 am at the NHA offices....
To the best of my knowledge and belief, these meeting notes are considered to be a true and accurate record of all items discussed. The
undersigned shall be notified, in writing, within ten days of the date below, of any corrections or additions; otherwise, these minutes shall be
considered accepted as written.
Respectfully submitted:
DIETZ & COMPANY ARCHITECTS, INC.
Kerry L. Dietz AIA, LEED APKerry L. Dietz AIA, LEED APKerry L. Dietz AIA, LEED APKerry L. Dietz AIA, LEED AP
Date Prepared: September 24, 2013
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V:\21107C - NHA Misc Renovations\08-Construction Administration\Meeting Notes\2013-09-24 Pre-Construction Meeting Notes_001.doc