MEETING MINUTES
Client Meeting #11
Project: Limoges – Water and Wastewater Expansion Projects
Doc. No.: 820173-0130(1.0)
Date: April 29, 2015
Location: 958 Route 500 oust, Casselman
Time: 9:00AM to 11:00PM
Attendance
Name
Initial
Email
Francois St.Amour
Guylain Laflèche
Mary McCuaig
Francis Brière
Marc Legault
Doug Renaud
Cécile Lortie
Jim Beeler
Berend Jan Velderman
Caitlin Cooke
Troy Skinner
André Proulx
Hugh Tracy (phone)
Kevin McCambley
Richard Telmosse
Michael Paul
Alain Grégoire
Luc Fréchette
Kelly Paradis
Ryan Kelahear (phone)
FSA
GL
MM
RL
ML
DR
CL
JB
BJ
CC
TS
AP
HT
KM
RT
MEP
AG
LF
KP
RK
fstamour@nationmun.ca
glafleche@nationmun.ca
mmccuaig@nationmun.ca
Francis.Briere@nationmun.ca
marclegault@nationmun.ca
drenaud@nationmun.ca
clortie@nationmun.ca
jbeeler@bell.net
berend_velderman@golder.com
caitlin_cooke@golder.com
Troy_skinner@golder.com
andre.proulx@parsons.com
hugh.tracy@parsons.com
kevin.mccambley@parsons.com
richard.telmosse@parsons.com
michael.paul@mhpm.com
alain.gregoire@mhpm.com
luc.frechette@mhpm.com
kelly.paradis@mhpm.com
ryan.kelahear@MHPM.com
Item
Description
11.0
Approval of Agenda
11.1
WWTP Design Review
11.1.1
Organization
The Nation
The Nation
The Nation
The Nation
The Nation
The Nation
The Nation
The Nation
Golder
Golder
Golder
Parsons
Parsons
Parsons
Parsons
MHPM
MHPM
MHPM
MHPM
MHPM
Owner
Info
Review April 14 & 22 Internal meeting minute comments
LF led the team through the April 14 & 22 Internal meeting minute comments
previously emailed by MHPM on April 23.
Info
Structural
RT advised the team that addressing the comments in relation to the
structural drawings will not affect the 90% target date.
Info
Due By
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 2 of 8
820173-0130(1.0)
Architectural
In regards to the code consultant report, RT advises that a revised report will
not be issued. The report was written in terms of “if” statements in order to
provide recommendations what can be done for different circumstances.
Info
RT stated that the M&E seismic restraints/supports will be designed and
installed by the contractor. The details for this item are located in the
performance specification 15072. The specification requires the seismic
restraints/supports be designed, signed and sealed by a professional
engineer. The consultants will have an opportunity to review in the shop
drawings.
Info
Process
It was discussed that the SCADA system is currently on hold due to HT
being on vacation. RT confirms that this will not delay the 90% drawing
submittal on May 8.
Info
Mechanical
The design narrative is currently being worked on. RT will provide a target
date for when this will be provided for review.
Parsons
It was discussed that the mechanical drawings will show the domestic feed
for the water line although the effluent water system will be shown on the
process drawings.
Info
May 1,
2015
Civil
Cistern/Fire Tank and Well location
RT provided a preliminary location for the well and the cistern (fire tank).
Info
The proposed well location is on the north side of the building in the grass
area. DR stated that this location is acceptable to the Nation.
Info
The cistern (fire tank) will be located to the north of the paved parking lot, to
allow for easy access for the fire trucks. Parsons advises that they need to
store 50,000 L. KP advises that typically in the City of Ottawa, maximum
10,000 Gal tanks are used for this purpose. Golder/Parsons to verify the
weight of the tank (s) with respect to the soil conditions and recommend the
best solution.
Parsons
May 8,
2015
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 3 of 8
820173-0130(1.0)
Roof Drains – LF noted that there are 2 locations where the roof drains
splash out on pedestrian sidewalks. RT informed the team that the 2 drains
will be relocated internally in order to make sure that the drains outlet to a
location that is not within a pedestrian area.
Parsons
May 8,
2015
DR informed the team that Enbridge was on site last week measuring for
construction. RT will contact Enbridge for an update.
Parsons
May 1,
2015
Hydro One – RT will send copies of the completed NCCI form to MHPM. He
advised that Hydro One have about 2 weeks to complete their design and
issue the Offer to Connect with associated fees
Parsons
May 15,
2015
RT mentions that the notes on the electrical drawings specify that the
contractor is responsible to coordinate the transfer of power from the lagoons
to the new plant. There will be a temporary shutdown of power at the
lagoons.
Info
RT stated that an ESA approval is not required at the design stage but will
be required during construction by the contractor. Parsons has advised ESA
of the upcoming project.
Info
RT distributed a cut sheet for the wall mounted lights to the project team for
review. It was noted that LED lights are being recommended.
Info
Electrical
LF requested that the exterior lights be shown on the architectural
elevations.
Parsons
May 8,
2015
LF also requested that an illumination plan be provided in order to confirm
that the lighting levels throughout the site are adequate for safety.
Parsons
May 8,
2015
DR (Nation) is in agreement with the installation of a card reader for the
septage receiver. A traffic flow plan will be completed by Parsons to show
flow of traffic through the site.
Parsons
May 8,
2015
RT confirms that Atef will be completing the MOE application for the diesel
generator.
Parsons
May 8,
2015
RT stated that no comments have been received yet from MOE in regards to
the 60% preliminary review submittal. In HT’s absence, RT will call MOE
(Frederick Lam) to follow up.
Parsons
May 1,
2015
Other Business
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 4 of 8
820173-0130(1.0)
LF will prepare the Instruction to Bidders (front end tender) with reference to
the Nation’s procurement policy, for review by MM. MHPM has
Supplementary Conditions that are recommended to be included. Parsons
will complete the Form of Tender where the contractors enter their pricing.
RT will incorporate the front end with the rest of the specs and ensure all
tender documents are formatted consistently.
11.1.2
Parsons
/Nation
May 8,
2015
Parsons
May 4 ,
2015
th
April 24 Drawing Submittal Comments
LF walked the team through the MHPM drawing review comments issued by
email on April 27. As indicated in this email, several drawings are
significantly behind schedule and MHPM is concerned that the May 8 90%
drawings will not be achieved. In particular several electrical and
instrumentation & controls drawings have not yet been submitted. He
emphasized that their overall objective is to ensure that the drawings and
specifications are 100% tender-ready as per the tracking log with no errors
or omissions, 1) to minimize contractor questions during the tender, and 2)
minimize extras during construction.
RT acknowledged and informed the team that they have an internal QC
process whereby senior staff, not involved with the project, reviews all tender
documents. RT will send the list of senior review personnel for each design
package.
th
Civil
RT informed the team that the topographical information for the berms was
received yesterday.
Info
Concerning the non-existence of Drawing C03, RT advised that some grades
are already shown on the site plan C01. RT informed the team that their draft
persons are currently working to redo C01, and create C03 with additional
grades (including the required building pad grades), which will be and
th
included within the May 8 drawing submission.
Info
LF requested that line striping be shown on C01 including handicap parking
signage and painting. GL stated that 1 hc space is needed to meet municipal
standards.
Info
LF questioned the grading at the loading dock. Typically it would slope down
to the loading dock with a trench drain, so that the top of pavement is about
4ft below the floor slab, to allow easy loading. RT to review and ensure the
loading works and report back to the team.
Parsons
May 8,
2015
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 5 of 8
820173-0130(1.0)
DR stated that traffic circulation will need to be reviewed in order to
accommodate an 18 wheeler tractor trailer. It was strongly suggested to
replace the circular grassed area with asphalt. RT will distribute to the team
a traffic plan showing how an 18 wheel truck would back into the loading
dock and exit.
Parsons
May 8,
2015
A discussion ensued regarding the delivery of septage. The septage pipe
comes out of the headhouse. RT to circulate a plan showing the septage
card reader and how the septage trucks would maneuver to discharge,
Parsons
May 8,
2015
RT informed the team that drawing C04 may be removed from the civil
drawings.
Info
Process Mechanical
The missing chemical feed drawings will be submitted upon HT’s return.
The effluent water recapture and the fire hose bib on the SBR platform are
still not shown on the drawings. RT will review with HT upon his return.
Parsons
May 8,
2015
Structural
RT informed the team that the monorail details will be completed this week.
All comments were acknowledged and on progress for the 90% target date.
Info
The structural engineer confirmed that both the beams and the columns are
masonry with grout fill.
Info
Architectural
LF noted that the entire roof composition is noted on the drawing except for
the top membrane. He requested that the type of membrane be noted here
on the drawing. RT noted that the specification section will provide the
detailed description of the roof composition.
Parsons
May 8,
2015
Parsons
May 8,
2015
The colour of roof membrane was discussed. The Nation did not have a
preference of the colour (white vs black).
LF repeated that the client is concerned with roof leaks and strongly
suggested that all of the roof penetration details on Dwg A06 be reviewed by
a building science consultant. RT advised that Parsons does not believe this
to be necessary. RT to schedule a conference call with LF and Parson’s
architect to discuss.
RT confirmed that the windows were removed from the top west of the
headhouse to achieve the fire rating
Parsons will show the exterior lights on the elevations and will provide color
elevations
Info
Parsons
May 8,
2015
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 6 of 8
820173-0130(1.0)
RT confirms that they do not require dock bumpers. The intent is for the truck
to stop about 2 feet away from the building. DR advises that he requires a
fold-out ramp inside the biosolids room which is flush with the floor but folds
out onto the back of a truck. Parsons to include
Parsons
May 8,
2015
The Nation do not want carpet tile anywhere in the building. Parsons to
remove from the manager office, meeting room and corridor. The Nation
does not want the floor grille at the entrance. Also remove the porcelain tile
from the washrooms and replace with sealed concrete. The idea is to keep
the flooring simple: sealed concrete or rubber. Parsons to provide a cut
sheet for the proposed rubber flooring.
Parsons
May 8,
2015
Parsons will modify the mechanical site plan to coordinate with the overall
site plan
Parsons
May 8,
2015
As indicated under Civil, Parson to relocate the 2 roof drains that currently
drain onto sidewalks.
Parsons
May 8,
2015
LF noted that there should only be 1 review date of April 10 on the electrical
drawings
Parsons
May 8,
2015
LF asked that the electrical site plan be coordinated with the overall site plan
Parsons
May 8,
2015
RT confirmed that he will add notes to clarify that the contractor installs the
transformer pad and bollards, and the secondary from the transformer to the
building
Parson
May 8,
2015
LF noted that E02 shows 2 communication conduits inside the hydro
ductbank. This started a discussion about communication with Bell which
has not yet occurred. DR does not believe that Bell is currently at the
lagoons. LF asked that Parsons quickly start the communication with Bell to
discuss: 1) provide plant requirements to Bell so they can plan to service the
property, 2) Bell agreement with Hydro One to install aerial phone line on
Hydro One poles, and 3) Bell agreement with Hydro One to have
communication conduits inside Hydro One ductbank.
Parsons
May 1,
2015
Parsons
May 8,
2015
Mechanical
Electrical
Instrumentation & Controls
LF noted that there should only be 1 review date of April 10 on the drawings
RT confirmed that the drawings I-01 to I-08 are in fact not 100% as was
indicated on the tracking log
Jim B shall review drawing I-11.
Info
Nation
May 8,
2015
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 7 of 8
820173-0130(1.0)
11.1.3
MOE PTTW – for construction
CC noted that they had responded to several questions received from MOE
for the Well application.
Info
CC confirmed that the PTTW for construction will be applied for under
Nation’s name. Parsons to add a special provision in the specifications that
makes the contractor responsible for monitoring, testing and reporting on the
groundwater, per the requirements of the PTTW, as if the PTTW was in their
name.
Parsons
It was agreed that although there is a stop work on all other aspects of the
project other than the WWTP, the seasonal EIS work to be completed by
Golder can proceed this spring.
11.2
Golder
May 20,
2015
Spring
20151
Financing and Project Feasibility
RK was brought into meeting via conference call and provided an overview
of the recent federal and provincial budget announcements.
A discussion then ensued about the upcoming May 15 meeting with Mr.
Chiarelli and Crack. RK will review the current presentation document as well
as the speaking notes for Mayor. RK suggested that we bring letters of
recommendation from MOE and SNC.
MHPM
May 1,
2015
RK suggested that the Nation notify Pierre Lemieux about the upcoming
meeting with Mr. Chiarelli.
Nation
May 1,
2015
It was also suggested to set up a pre-meeting with Grant Crack prior to
meeting Mr. Chiarelli, to brief him on the project status since our last
meeting. LF to reach out to Don Broudria to set up this meeting.
MHPM
May 1,
2015
MHPM
May 8,
2015
Nation/
MHPM
April 29,
2015
Nation
May 1,
2015
FCM funding
KP provided a brief summary of the FCM Funding program. The next step is
to place a phone call to explain the project and determine if the project meets
the criteria to enter into the selection process.
Financial Model and Development Agreements
CL advised that the bylaw is written in preparation for the next council
meeting on Monday. The water and sewer charge is currently about $16,500,
based on no available funding. There is a clause in the bylaw that says that if
funding is obtained from the senior governments, the developers will receive
their share of the credit. LF and CL to re-verify the Financial Model
immediately after the meeting to reconfirm the water and sewer charge to go
in the bylaw.
GL suggested that they reduce the ratio for condos to 0.65 to make it more
attractive for developers. It was decided to add a clause in the bylaw to use a
ratio of 0.65 for condos below 700 sf and 1.0 for condos above 700 sf
Limoges – Water and Wastewater Expansion Projects
Client Meeting #11
April 29, 2015
Page 8 of 8
820173-0130(1.0)
MM confirmed that we will be proceeding with the tender. If the pricing
comes in below the current construction estimates, the construction will be
able to proceed based on this bylaw. If the tender pricing comes in higher
than the construction estimates, we would have to discuss. MHPM to notify
the 5 prequalified bidders that the tender is on schedule.
MHPM
May 1,
2015
MHPM
May 1,
2015
Pollution Prevention and Control Plan
LF distributed the draft Pollution Prevention and Control Plan. After some
discussion, MM asked that the stormwater sections be removed from the
report. LF will add a section on the truck hauling from Limoges to St-Albert.
Once complete the plan will be sent to Charlie Primeau.
It was agreed that we do not need to apply for the haulage license at this
time, as this can wait until the Fall when the lagoons are full again.
9.8
Info
Next Meeting
Date: May 27, 2015
Time: 9:00 am –
Location: The Nation - 958 Route 500 ouest,
1:00PM
Casselman
These minutes are deemed to be accurate and acceptable as issued. Please submit any errors or
omissions to Kelly Paradis.
Distribution:
All invited
File