Sharon Standing Building Committee
Minutes
October 8, 2002
Members Present: Dave Belton, Deborah Benjamin, Bill Croteau, Fred Clay, Donald Gilligan, Gordon Gladstone, Steve Kennedy, Brian Pariser, Tim Quirk, Joel Wolk
Guests Present: Roger Hoit, Jeff Yost, Tom Feeney, Joe Maggiore, Peter Collins, Tony Pruner , Stewart Berkowitz, Susan Lechter
Minutes: The minutes of September 24, 2002 were submitted for approval.
MOTION: To approve the minutes of September 24, 2002 as submitted. (Belton/Gladstone 5-0-2 (Pariser/Wolk)
Invoices
Heery International, Inc. (Cottage Street – Sept.) $16750.00 - (Quirk/Belton - unanimous) (Member Gladstone stated that he is concerned that we are preparing the financials for the project - this will be tabled for review with Member Kennedy)
Strekalovsky & Hoit (Inv. #23) 6078.47 (Belton/Quirk - unanimous)
Gelerman, Buschmann & Nichols, Inc. (Legal – East) $30.00 - (Belton/Clay - unanimous)
DF Pray (Req. #10 Cottage) $452,778.69 (Belton/Quirk - unanimous)
DF Pray (Req. # 1 – East) $133,000 (Belton/Quirk – unanimous)
The Committee discussed the construction schedule and its submission in accordance with the contract documents.
World Com/Verizon (Admin – Telephone – East) $82.08 (Belton/Quirk - unanimous)
Heery International, Inc. (East – August) $8782.00 (Belton/Quirk - unanimous)
Gelerman, Buschmann (Legal – Wilber) $170.00 (Belton/Quirk - unanimous)
WB Mason (Admin – Wilber) $7.61 (Belton/Quirk - unanimous)
Correspondence: Reading File
Cottage Street School
CCD’s 10,11,12,13
Proposal for Moving Services
Logs
Project schedule – Two week Look ahead
Clerks Daily Reports
9-16 – 9-27-02
Testing Results -Briggs Engineering and Testing – Concrete – 8/8/02
East Elementary School
A memo to K. Wertz from J. Yost – computer classroom layout.
A letter to Strekalovsky & Hoit from Heery RE: Materials Testing Contract
Logs
Request for Information (RFI) Log 9/24/02
Sketch Drawing Log 99/25/02
Shop Drawing and Sample Record 9/25/02
Project schedule – Two week Look ahead
Clerks Daily Reports
9-16 –9-27, 02
Middle School
Review Comments from the Sharon Commission of Disabilities
Cottage Street Elementary School (Heery, Strekalovsky & Hoit)
Construction and Budget Status - Mr. Feeney gave an overview of the construction project. There was discussion regarding the infiltration of water into the septic system. The architect is responsible for this investigation and is working in cooperation with the mechanical engineers GGD to solve this problem. Mr. Yost is expecting to have more information on this next week. Member Clay is concerned that resolution of this issue has been lagging. A binder coat of paving will be installed in the bus loop area. The site is being prepared for this binder now. The new turn around will be used for bus drop off in February. There was discussion of the discovery of asbestos in room CO17.
MOTION: To authorize the Architect to direct the contractor to proceed with the remediation procedures (wall encapsulation) in room CO17 not to exceed $8500 (Belton/Croteau - Unanimous)
There was discussion regarding the sinks in the classrooms. The sinks are designed per the ADA code - (which states that the sink must have a 25" clearance to accommodate a wheelchair). The School Department asked if there was a possibility to lower the height of the sink to accommodate the height of the children. The Committee stated that if there is a request for a change it must go through the proper chain of command for any request. The architect is researching this issue and they will make a recommendation to this Committee.
The Committee reviewed the PCO spreadsheet that was prepared by Heery International, Inc. Member Kennedy asked about if the Committee could have the opportunity to review any items over $2500.00 prior to them appearing on a change order. The Chairman asked if the Committee would like to set-up a sub-Committee to review any potential change orders. Members Clay and Quirk stated that Heery reviews these items. There was a discussion regarding how the items were classified. Items that are classified as "scope" should be from the School Department. Heery will be reviewing the reasons and re-classify as necessary. Member Kennedy expressed his reluctance to approve some changes. He wanted to make sure that the construction manager knew what his opinion was in regards to items
that were not presented to the Committee for review.
Potential Change Orders (Execute CO #3) The Committee reviewed Change Order #3 in the amount of $51,333.00. The members of the Committee were not pleased that several of these items had not be discussed and reviewed by the Committee prior to inclusion on a change order.
MOTION: To have the architect revise Change Order # 3 to remove
Item 2(MCAS) and resubmit the change order. (Quirk/Kennedy 2-6-0 Quirk Kennedy in favor) Motion Fails
MOTION: To execute Change Order #3 as submitted. Gilligan/Quirk 6-2-0 (Quirk/Kennedy - opposed) Discussion: Member Kennedy asked about the inclusion of the MCAS in the contract documents. The School Department requested that no work take place on the site. Member Quirk discussed the impact of the late delivery of the steel with charges being associated with MCAS on Change Order #3. Member Gladstone expressed that he did not feel that the job was not completely stopped as there were individuals working on the site during this time. Member Clay stated that he feels that this should not be split out of Change Order #3. There was concern regarding the procedure of presenting items to be included in change orders.
Heery International, Inc. presented the Committee a bid tabulation sheet for move management for the Cottage Street School. The project was bid in three phases: Phase 1 – February 2003 move, Phase 2 – June 2003 move – library, Phase 3 – August 2003 – move into renovated building. The Committee reviewed the proposals. The apparent low bidder is Edwards Movers in the amount of $7,632.50.
East Elementary School (Heery, Strekalovsky and Hoit)
Construction and Budget Status: The ground breaking took place on Monday October 7, 2002. The police have posted no parking signs on both sides of Wilshire Street. This was at the request of an abutter not the Committee.
Potential Change Orders - There might be some charges associated with changes with fence installation.
Middle School Project Design (Kaestle Boos)
Design Status and Issues - The SSBC was invited to the School Committee on November 6th. Chairman Wolk informed Member Gilligan that he needs to be on the agenda first due to a prior commitment otherwise he will delegate this duty to Vice Chairman Quirk. (9:00pm Deborah Benjamin arrived) Mr. Ron Ashton gave an overview of the project. There was a presentation on this project made at the Open House. There was discussion regarding the use of this school as an emergency center. A decision needs to be made if all the kitchen equipment is to be tied in to the emergency generator. The persons in charge of town emergency procedures should review this situation. No action was taken on this item. There was a review of the phasing plans. The architect stated that the present
plans are the best. Construction should begin in the spring. The bidding plan and the escalation fees need to be calculated. School Committee representative Gilligan will ask his Committee to review the Education Specifications. Principal Berkowitz needs to review the FF & E budget and report back to the Committee on this item. The Committee reviewed the budget detail and the cost estimate.
Project Budget - Estimated Construction Cost - The Committee reviewed the budget. A line item for furniture consultant needs to be added. The Chairman asked if the line item for the administrative assistant was adequate. The line item for builders risk insurance will need to be reviewed also. There were several other areas that need to be confirmed prior to acceptance of the budget. The construction contingency is set at 7.5%. The structural peer review will be held until the end of the project. The mechanical engineers should finish the drawings by the second week of November. They are working on the coordination issues between the various disciplines involved in the project. Member Kennedy asked why the mechanical engineers are asking for an extension at
this time. He feels that we made a commitment to complete these documents for the School Committee. It was the consensus of the Committee to give an extension at this time.
Board of Health, Conservation Commission - GGD is scheduled to meet with the Board of Health to finalize the plans. Then this will go to the Conservation Commission. These two items need to be included into the final documents. The wetlands will be delineated and this information will be reported to the Conservation Commission.
Public Utilities – Mr. Collins gave a summary of communications with NSTAR; Bay State Gas; Verizon; AT&T - The Chairman would like a copy of the written record documenting the communications between the engineers and the utilities. The company that provides the cable service for the computers need to be notified.
Partial Construction Repairs (Don Gilligan) - The architect needs to provide a proposal for this service.
Decisions to be made –
Future locker locations will need to be investigated.
Dr. Jackson needs to review the plans at 90% and give her approval of these plans.
Principal Berkowitz asked about the ramp at the library. Is it possible to add a stairway on the side of the ramp? If stairs are added it will reduce the program space in the library. The ramp is also used as a control point to monitor access to and from the library. The construction manager will meet with the library personnel to discuss this request.
The Committee reviewed the proposal from KBA to revise the amount of their contract due to the change in their scope of work. The changes in the scope of work. The Chairmanman will write back to the architect and stating that we are taking this under advisement.
The Committee was polled to go into executive session for the purpose of discussion of contract performance. The following members voted in the affirmative to go into executive session. Dave Belton, Deborah Benjamin, Bill Croteau, Fred Clay, Donald Gilligan, Gordon Gladstone, Steve Kennedy, Brian Pariser, Tim Quirk, Joel Wolk. The Committee will come back into open session to finish the remainder of the meeting.
Other Business
Wilber Municipal Building - Review questions - The Committee reviewed the questions that were submitted by SEA and Donham & Sweeney. The Chairman will issue the response.
Renovations to Existing Police Station - The Chairman spoke with the Town Engineer regarding implementation of this project.
The next meeting is scheduled for October 22, 2002
The meeting adjourned at 10:30pm
Respectfully submitted,
Maureen R. Doherty - Recording Secretary
__________________________ _____________________________
Signature of Chairman Date of Acceptance
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