Sharon Standing Building Committee

June 28, 2005

Meeting Minutes

Members Present: Gordon Gladstone, Joel Wolk, Dave Belton, Fred Clay, Debbie Benjamin, Colleen Tuck, Steve Lesco, Rob Maidman, Rick Rice

Members Absent: Greg Waugh, Bill Croteau, Rich Slater

Guests Present: Norma Fitzgerald, Dave Clifton

Middle School HVAC Project:

Moving Services: The committee reviewed the proposal that was received from First Choice for moving services for the Middle School HVAC project.

MOTION: To accept the proposal for moving services from First Choice. (Wolk/Belton - unanimous)

Project Coordinator:

Member Wolk abstained from conversations and discussions regarding the project coordinator. The members of the committee received a proposal from CMS for the services of Project Coordinator for the Middle School HVAC project.

MOTION: To authorize the chairman or vice-chairman to execute a contract not to exceed $160,000 for project coordinator services with the firm CMS. (Belton/ Tuck - 5-0-1 Wolk abstains)

Designer Services - Community Center Project - Interviews

The committee interviewed had selected three firms to interview; Bargmann Hendrie Archetype (BH+A), Graham/Meus and Kaestle Boos Associates. Graham/Meus sent an email stating that they were unable to make the interview. Each of the selected firms was asked a series of questions. The interview process will consist of a 25-minute presentation, formal questions and member questions. The following questions were asked of each of the firms.

Design Questions:

What is your firm’s design philosophy and how will that relate to the design of this project?
For BH +A – Do you feel the need to discuss your plans further with departments or are you going to finalize the design already presented?

For KBA - Are you going to base your design on the results of the BH +A feasibility study or will you conduct your own interviews?

How you do propose to manager the activities of your team to develop a coordinated design of a single facility addressing the distinct requirements of the individual departments? How will you establish priorities and made decisions?
What is your procedure for quality control review of the completed construction documents? How do you insure coordination of plans and specs?
Why should we select you from among the others?
Have you reviewed the proposed contract to the RFQ and do you request any changes to the terms and conditions?
What do you see as the critical issues in this project? How have you identified them and how do you propose to develop solutions?
What is your current workload and how will you meet the proposed schedule? Who on your team is responsible for daily workload and moving the project to completion?
How will you demonstrate progress to this committee? Will we see plans, graphics, and models as the design progresses?
The Town is investigating applying for the Community Development grant for the Council on Aging – how will you insure that we meet the requirements to include an affirmative marketing program and participation goals for W/MBE on state-assisted projects?
How can the architectural design ensure flexibility for future programmatic change? How will the office and meeting spaces for the Recreation Department, Town offices and Council on Aging be different in the next decade?
Thank of a recent project that is most similar to our project, what would you have done differently now that the project is complete?
In a past public renovation project what was one obstacle or problem and how was it solved or overcome?
What roles should each project proponent (Town Administration, Recreation Department, and Council on Aging); community members play in the design process? Please cite relevant experience in this area.

Construction Administration questions:

Describe the construction administration process you will use to monitor and insure that the project is being built as designed and is on schedule both for cost and time and who from your firm has the final responsibility for this? And who has the daily responsibility for this?
Describe the frequency of your on-site presence and for what length of time? And by Whom? Will you conduct weekly job meetings?
What kind of support, if any, should the town provide? Clerk of the works, construction manager?
How do you deal with a nonperforming or underperforming contractor?
What is your experience with pre-qualifying bidders and filed-sub-bidders? Would you recommend to the Town that they should use the pre-qualification process even though the project falls below the state mandated level?

7:00 PM - BH+A

Mr. Tom Scarlotta gave an overview of the firm of Bargmann Hendrie and Archetype. The project team was introduced and spoke on their individual disciplines. Ed Damphousse - Cost Analysis, Joel Bargmann - Principal - Design, Chuck Steinman - Interior Designs

Tom Scarlata - Principal - Project Manager , John Warthne- Structural Engineer, Pat Curran - RES - MEP Engineering

Each of the members of the committee was given an opportunity to ask their own questions.

8:00 PM - Kaestle Boos Associates, Inc.

Mr. Michael McKeon gave an overview of the firm of Kaestle Boos. The project team was introduced: Chuck Boos - founder of KBA, Michael McKeon - Principal ,Dan Warlthe - MEP - RDK, Bonne Desousa - Project Manager, David McKinley - Landscape Architect, Joe Milaney - Project Architect

Mr. Michael McKeon gave stated that the philosophy of KBA is to respect how a building was built. They are the lovers of old buildings. The project team was introduced. He felt the site should be developed to enhance the building. Each of the members was given an opportunity to ask their own questions.

The members of the committee discussed the pros and cons of both firms.

MOTION: Move to Select BH +A (Clay/Lesco unanimous)

The meeting adjourned at 10:45pm.

Respectfully submitted,

Maureen R. Doherty

Project Manager

________________________ _______________________

Signature of Chair Date of Acceptance