Back to School Building Committee Meeting Minutes
Minutes for Meeting: 7:00 P.M., April 25, 2012
Members Present: Ray Estes, Tim Collins, Sandra Cleary, Rob Bucey, Samantha Anderson, Peter Bradley, and Stefan Vogelmann
School Resource Staff: Dorothy Galo, John Ferris, and Roger Boddie
Professional Team: Jim Jordan, Kristy Lyons, and Mary Mahoney
R. Estes called meeting to order at 7:07 P.M.
Minutes for Building Committee meeting April 3, 2012 were approved.
R. Estes reported that on April 11, 2012, the professional team presented to the Board of Health its revised septic force main design incorporating a two phase approach to the pipe installation that places the final force main route outside the wetland buffer. The Board of Health was appreciative of the quick response and efforts to incorporate its request to relocate the force main outside the buffer and approved the revised design. J. Jordan reported that on April 20, 2012, a permit filing supplement was submitted to the Board of Health to satisfy Condition #15 of the local upgrade approval and memorialize the force main design revision. The Board's written acknowledgement that the revised design satisfies the Board's conditions for project approval is pending.
R. Estes reminded the Committee that the Filed Sub-Bid opening was conducted this afternoon just after 2pm. M. Mahoney noted that 57 bids were received for the thirteen filed sub-bid trade categories, with at least two bids received in each category. J. Jordan distributed and reviewed a draft bid tally reporting on the apparent low bidder for each trade category with comparison to the project estimate for each category. The bids must be reviewed to confirm the accuracy of bids and evidence of technical qualifications to perform work. The total of the bids is on budget. Following Ai3's review and recommendations to the Building Committee regarding the bid results, a formal bid tally will be issued to all prequalified general contractors to provide them the information regarding the accepted filed sub-bids for the project. It was noted that the apparent low bid received from Ostrow Electric Company for the Electrical sub-bid listed itself as the contractor for nine (9) Paragraph E (M.G.L. 149, §44F) sub-sub-bid categories. To be listed for each Paragraph E work section, a contractor must customarily perform that sub-trade of work and must meet the technical qualification and certification requirements of the representative specification section. Ostrow Electric will be contacted and asked to submit documentation demonstrating that the firm customarily performs the work of each and every Paragraph E sub-trade that it listed itself as performing and that the firm currently meets all of the technical qualifications required for each sub-trade section. The Committee generally discussed the bids received and the budget amounts for each filed sub-bid category, with particular emphasis on the bids received for Masonry and Miscellaneous Metal and Ornamental Iron. The Committee also discussed minority owned business enterprises (MBE) and women owned business enterprises (WBE) that bid on the project in the context of the MBE/WBE participation levels for the contract.
R. Estes reminded the Committee that general bids are due by 2pm, May 9, 2012 and will be opened at that time. M. Mahoney reported that a pre-bid walk through was conducted at the Middle School on April 10th and was attended by representatives of (3) prequalified general contractors and (2) abatement companies.
J. Jordan reported that (2) sets of bid plans were forwarded to the Hingham Building Department this afternoon for its review and for use during the building permit application process. Construction Control Affidavits required from the designer for the Building Permit will be forwarded as required.
J. Jordan reported that supplemental information regarding site lighting and site signage revisions requested by the Planning Board was forwarded for record. All Planning Board permit approval conditions for the design documents have been satisfied and are on file.
M. Mahoney reported that 100% Construction Documents, including a structural peer review, were forwarded to MSBA on April 4th. On April 9th, MSBA forwarded comments based on its review of 90% Construction Documents. Ai3 and KBA drafted a joint response to all MSBA comments which was forward to MSBA on April 11. No further requests for information or clarifications on design documents have been received from MSBA.
M. Mahoney reported on (7) invoices presented for Committee consideration/approval as follows:
• Ai3 invoice #0008B-1101.00 totaling $161,819.17 for basic services for 90% and 100%CD phase.
• Ai3 invoice #0011E-1101.00 totaling $10,715.32 for extra services to be added to basic services performed including 90% CD site permitting, planning board review, environmental, WWTP modifications for 90% CD phase and reimbursable for document reproductions.
• KBA invoice #10 totaling $91,124.31 for work performed through March 2012 on 100% CD phase and 90% CD cost estimate.
• Garrity and Knisley invoice #2863 totaling $4,550.00 for services during the month of February related to drafting and coordinating requirements for the contract general conditions.
• Garrity and Knisley invoice #2882 totaling $2,300.00 for services during the month of March related to filed sub-bid coordination and requirements for the Paragraph E sub-sub-bids.
• Coler and Colantonio invoice #9958634 totaling $2,080.00 for services associated with Planning Board traffic study and Board presentation.
• Seacoast Engineering Co. invoice #2108 totaling $1,045.00 for engineering peer review and final report associated with Hingham Planning Board project review, permitting, and variance approvals.
S. Cleary moved to approve invoices as reported, second by R. Bucey. Unanimous vote to approve all seven (7) invoices.
M. Mahoney reported that the budget is updated to include the added services for the Planning Board final report performed by Seacoast Engineering Co., adding $1,045 to the committed column for "Geohydro, Wetland, reflagging". Project invoices approved tonight are included in the expended to date column. Based on all project commitments and expenditures to date the project remains on budget.
R. Estes reported that MSBA has contacted the School Department regarding plans for a project ground breaking ceremony. MSBA requests the district choose a date that provides two months notice for planning/scheduling by MSBA representatives. June 22nd at 10:30am has been proposed with local representatives, including Garrett Bradley and Bob Hedlund, and will be confirmed based on availability. Planning will continue to ensure all interested and necessary parties are included in the process and project stakeholders invited.
D. Galo noted that a date for a neighbor presentation and meeting remains open. Committee discussion ensued regarding the benefits resulting from similar meetings during the East School project and a tentative date of May 31 at 7pm proposed for the meeting. The Committee generally agreed to the date and that invited guest should be based on the Conservation Commission abutter list.
D. Galo reported on a recent conversation with Rep. Garrett Bradley pertaining to the Town response to MSBA regarding "Clawback" calculations assigned to the SBA grant for the Hingham Middle School Science Wing project. Rep. Bradley expressed urgency in actions for Town response.
R. Estes reminded Committee members that their next meeting is scheduled Wednesday, May 9, 2012 at 7pm.
Meeting adjourned at 8:17 P.M.