SHARON STANDING BUILDING COMMITTEE
MINUTES
JULY 16, 2002
Members Present: Dave Belton, Fred Clay, Gordon Gladstone, Sam Liao, Steve Kennedy, Linda Lurie, Tim Quirk,
Joel Wolk
Guests Present: Heery – Peter Collins, Tom Feeney, Strekalovsky and Hoit – Roger Hoit, Joe Maggiore, Kaestle Boos – Ron Ashton
Minutes:
July 2,2002 – Motion to accept as written (Clay/Lurie 5-0-2 Belton/Liao – abstain)
Invoices:
Member Liao abstained from all invoices as he was acting as the alternate for Member Gilligan who was unable to attend)
School Department Overtime – Teachers Moving (Cottage) $450.00
Gelerman, Buschmann & Nichols (Cottage) $20.00(Lurie/Belton – unanimous)
Gelerman, Buschmann & Nichols (Cottage .80/Wilber .20 – old balances) $100.00 (Lurie/Belton)
Town Treasurer – Administrative borrowing costs (Cottage) $2000.00
Strekalovsky & Hoit – Inv. #20 (Cottage) $28,334.88 (Belton/Lurie- unanimous)
Gelerman, Buschmann & Nichols (East) $90.00 (Belton/Clay– unanimous)
Gelerman, Buschmann & Nichols (East) $110.00(Lurie/Belton– unanimous)
Heery International, Inc. (East) $26,965.00 (Kennedy/Belton) Amendment: To reduce the amount by $10,000 for failure to provide financial reports as specified (Gladstone/Clay) Discussion: Member Kennedy stated that he feels that since we took this task over this in June that it applies for invoices after that date. Member Quirk stated he feels that this should include all prior invoices. Chairman Wolk stated that we should table the invoices until the issue is resolved. Member Gladstone stated that he would withdraw his amendment to the motion - if the invoices were not paid. Member Gladstone withdrew his motion. These invoices will be tabled until July 30, 2002.
Strekalovsky & Hoit (East) $148,078.37 - (Belton/Lurie - unanimous)
Gelerman, Buschmann & Nichols (Middle School) $20.00 (Belton/Gladstone- unanimous)
Heery International, Inc. ( Middle) $54,178.00 ( Kennedy/Belton- unanimous)
Kaestle Boos Associates, Inc. (Middle School) $107,500 (Lurie/Belton- unanimous)
The following Purchase Order was submitted for approval:
PO# COTT-Techh FFE 8 - $122,100.00 for technology equipment. (Lurie/Clay – unanimous)
Correspondence: Reading File
General
A copy of the FY 2003 Addendum to the Town of Sharon Personnel By-laws
A letter of introduction from Stevens Roofing Systems
Cottage Street School
A letter to Heery from Heery RE: Construction Schedule Review
Notice from Hertz – doing business with D’Agostino
Logs
Job meeting minutes – July 3, 2002
Project schedule – Two week Look ahead
Clerks Daily Reports
June 24 – June 28, 2002/ July 1 – July 5, 2002
Testing Results -Briggs Engineering and Testing
5-10-02 – Concrete Placement
5-23-02 – Structural Steel Inspections
6-21/6-24 –Analysis of Soil Samples
5-21-02 – Concrete Placement
5-17-02 – Soils Compaction
5-23/5-20 – Daily Reports
Middle School
Minutes – 6-14-02 – Project Review with Town Engineer and area residents
A letter to SSBC from Heery RE: summary of meeting with area residents
A letter to KBA from Heery RE: Civil Defense
East Elementary School
A copy of the fax from Heery to S & H RE: Salvage List (7-2-02)
A copy of the fax from Heery to S & H RE: bid documents comments from School Admin.
A copy of the fax from Heery to S & H RE: bid documents comments from School Admin
A letter from resident RE: door specifications
Cottage Street Elementary School ( Heery, Strekalovsky & Hoit)
Construction and Budget Status - Mr. Tom Feeney gave the project overview - the brickwork is complete on the gym. During next five weeks the focus is on the 8 new additional classrooms. DF Pray will have the appropriate trades on site to complete the rough in work so that the finish work can be completed by August 31st. The teachers come back the 28th of August. The structural inspections are planned for this week. Window installation is scheduled for the second week of August. The playground should be available for this fall. The roof top units are on site. The duct work trades are on site. The new addition should be opening February 2003. Ms. Kelly, school principal, is coordinating the move schedule for February. The
nurse’s and the principal’s offices need to be identified so that temporary services (intercom and telephones) can be installed. Mr. Hoit stated that RLM (flooring contractor) is going out of business - Capital Carpet (the second low bidder) will take over the job at the same price as the low bidder. The flooring work has not started yet. The committee feels that we should ask Construction Counsel for his opinion on this matter. Member Kennedy will coordinate this with Construction Counsel. Mr. Hoit stated that this change in flooring contractors would not affect the schedule.
The submittals and RFI's are up to date.
Potential Change Orders - The committee reviewed the PCO log that was prepared by Heery.
FF&E and Technology purchasing status - A revised budget will be furnished at the next meeting, which will show what items have been ordered and have been purchased.
Decisions to be made: Commissioning Services: Member Clay asked to have Heery International, Inc. make a proposal to the SSBC to perform the following services at the Cottage Street School. “Witness and approve, or disapprove as the case may be, all component and system testing and training as required in the Strekalovsky & Hoit plans and specifications for Cottage Street School. Bearing in mind that Attachment D, 3 of the Construction Managers Agreement with the SSBC already obligates the CM to provide certain testing services, the proposal should describe in detail how it will enhance these services” The Chairman asked Mr. Collins will provide a letter to the committee outlining the services provided and a proposal outlining who will provide the service and the level of
expertise that that individual has. Member Liao asked about the scope of service that will be provided for Cottage.
East Elementary School (Strekalovsky and Hoit)
Status of bidding - 211 sets of plans have been distributed. There were 103 submitted filed sub- bids. The roof area will require some abatement work due to asbestos contained in the membrane, which accounts for the difference from the bid estimate and the actual bids. The committee reviewed the submitted bids. The architect will review the bids and report back to the committee. There are 19 General Contractors (GC) that are interested in bidding the project. Strekalovsky & Hoit feels that all the issues that have been brought up have been addressed on the addendum and they feel that the documents are in good shape. Addenda #3 is going out this week. There are two bid openings scheduled for July - Sharon and Milton.
MEP Comments - A response to the mechanical questions will be reviewed with GGD. Chairman Wolk asked for written response to these comments.
Commissioning RFP (Heery) - There has not been a response from the July 5th memo. The chairman would like to see that this item is resolved prior to the signing of the GC contract. As a point of clarification Member Gladstone asked about this and any other service contract which was obtained through the RFP process referencing the RFP. It was noted that Town Counsel references the RFP while Construction Counsel includes the RFP requirements in the contract and doesn’t reference the RFP. The Chairman asked who would hold the contract for the commissioning agent. The committee discussed that this and stated that Heery should hold this contract with the standard mark-up (10%) for this additional service.
Decisions to be made - There was discussion regarding the number of reading rooms in the school. There is presently one reading room and they have three reading teachers. The reading rooms were converted into special education rooms. This issue will be addressed on Monday when the school principal returns.
A preliminary FF & E budget was presented. The SSBC project budget is 275,000 FF &E/ 300,000 – technology.
Materials Testing: Heery distributed Bid tabulations. All the proposals for testing services will be reviewed and distributed for the next meeting.
Middle School project design (Kaestle Boos)
Design Status - parking requirements - Mr. Ashton presented several parking plans for the school. The Zoning requirement for parking is 260 spaces. Plan A would leave the tennis courts in place. There are 254 spaces in Plan A. Plan B - does not show event parking and has 191 spaces. Plan C shows removal of tennis courts which would give 275 spaces on the site. This is a program impact that needs to be reviewed by the School Committee. The School Committee and the SSBC and the architect will need to go the ZBA when the final decision of the parking scheme is determined. Member Clay asked the architect to prepare an analysis of each scheme and the impact on the Zoning Requirements. The committee wanted to know if the tennis courts were an actual program
requirement. The committee discussed the gym program and the need to have the tennis courts for that program. The four tennis courts are specifically needed for the program. A fifth court was added because the site could accommodate this. The next scheduled meeting of the School Committee is August 21st. Kaestle Boos Associates, Inc. will leave the plans for the school administration to review.
Board of Health Approval - August 12th at 7:00PM - This meeting will also discuss the tie-in to the High School Waste Treatment System. The Board of Health will also have to review the kitchen. The air quality issues should also be reviewed by GGD in case this issue comes up for discussion.
Conservation Commission - a meeting is planned so that an order of conditions can be issued on this project.
Public Utilities - Summary of communications with NSTAR; Bay State Gas; Verizon; AT&T - There are some rebates that are offered by the utilities. GGD coordinates the use of materials with the utilities. The chairman asked if they would fill out the rebates. The chairman asked about data wiring and who maintains this service.
Civil Defense Usage - is being addressed and coordinated by Heery and KBA. Civil Defense can be accommodated without any additional costs to the project. The question of gas usage for the emergency generator were discussed.
Phasing Plans - For both the site plan and building plan were presented to the committee. The architect will forward copies of the building phasing plan to the committee. The architect stated that he wasn't pleased with the site-phasing plan that was prepared. This plan will be reviewed and revised by the architect and the committee. Member Quirk commented that the phasing plan is complicated.
Revised Plans - The chairman asked for a copy of the front end of the specifications. A set of plans was forwarded to the Ken Wertz.
Decisions to be made -
The furniture plan will be developed by the architect and reviewed by the school administration. The idea of using a furniture consultant was discussed. This project is larger than the other schools and will require a significant amount of FF & E to be purchased on this project. This service would be activated when the project gets closer to bid.
Heery Contract Extension: The chairman read a letter from Heery, which outlined a revised edition for the contract. Several members of the committee stated that they were not satisfied with Heery's performance. The committee has authorized Heery to move forward with the design administration on the Middle and East Schools as well as the construction administration on the East Elementary School. The committee reviewed on the amendment and accepted the recommended changes.
Other Business –
Wilber Municipal Building - The committee reviewed the letter from Town Counsel regarding the questions that were raised on this project. T
Two additional individuals have asked to be on this committee as permanent members.
Next Meeting: July 30th at 6:30pm at the School Administration Building.
Future Meetings: August 13th, August 27th,September 10th, and September 24th.
MOTION: To adjourn at 10:15pm (Clay/Kennedy – unanimous)
Respectfully submitted,
Maureen R. Doherty – Recording Secretary
________________________ _________________________
Signature of Chair Date of Acceptance
Approved: 7-30-02
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