AVON HIGH SCHOOL RENOVATIONS/ADDITIONS
BUILDING COMMITTEE MINUTES
MAY 8, 2007
CALL TO ORDER
The meeting was called to order at 7:30 a.m. by Chairman Hank Frey in the Selectmen’s Chamber, Town Hall. Members Present: Jeff Brighenti, James Eacott, Jim Miller and Jed Usich. Absent: Douglas Evans and John Papa.
MINUTES OF PRECEDING MEETING – April 10, 2007
On a motion made by Mr. Brighenti, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee accept the minutes of April 10, 2007 as read.
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
COMMUNICATIONS FROM AUDIENCE - None
COMMUNICATION FROM COMMITTEE MEMBERS - None
UPDATE AND REPORT FROM:
Construction Manager – status of the project
FIP presented their report for the month of April. In April the concrete slabs were completed in the new addition and they are concentrating on completing the gymnasium by mid-September. The back retaining wall was completed last week and the next wall will start in a couple of weeks. Asbestos abatement was completed during the April vacation allowing them to gain a week on the schedule. The subcontractors are working in the tunnel on existing systems, and performing technical upgrades in the existing classrooms. The savings shown on the cost tracker remains the same, and the project is 100% bought out with the exception of the lockers. Mr. Eacott questioned whether the asbestos abatement is a lump sum award. FIP reported that is a lump sum contract, the subcontractor “owns” all work identified in the pre-construction survey. Mr. Shugrue added that some asbestos had been found in the survey of the press box, which has been added to the scope of the work.
Mr. Miller reported that he visited the site and observed that there were a number of subs working there with lots of activity. He thought this is a very positive sign, and was impressed with the workflow. Mr. Brighenti questioned the schedule for September, and whether progress on the installation of the wood floor can be completed by that time. Mr. Frey reported that on a prior project the contractor rented a dehumidification system to ensure the areas were dry enough to install the floor. FIP reported that they used this process in Tolland to prepare for concrete slab and wood floor. In that case they moisture tested the floor and used the dehumidification monitors to keep a record of the conditions. FIP reported we will monitor this situation and take steps to eliminate the
humidity, and determine the best course of action to install the floor.
Architect – status of the project
Mr. Boos, KBA, reported he has nothing to add, but the running of this project is better than he ever experienced, hats off to FIP, on their management and coming in on budget.
OLD BUSINESS
Design Modifications
Media Center
Ms. Robinson reported that FIP is in the process of reviewing the proposals from their subcontractors so that a change order proposal can be prepared.
Change Orders
Playing Fields – Sod vs. Seed
Ms. Robinson reported that at the last meeting a discussion took place regarding whether the Committee should consider accepting an alternate proposed by FIP for putting sod on some of the playing fields instead of seeding which is specified in the contract. Included in the agenda was some information regarding transportation costs that would be required to bus students to other facilities that was prepared by the School staff. Chairman Frey noted that FIP would like a decision of the Committee at the June meeting so the surfaces can be completed this fall. He suggested FIP develop a breakdown of the cost of the sod on each field for the next meeting.
Student Locker Refurbishment
Ms. Robinson reported that the contract with FIP calls for refurbishment of the student lockers. In going through the process of evaluating each locker against the contract requirements, it has become apparent that the end result will be lockers in various conditions. FIP reported that they approached a vendor that only does refurbishment of existing lockers, to go through each locker and come up with a scope of work that brings all existing lockers up to an acceptable standard. The cost this refurbishment would be $29,000 over budget for this item. Alternatively, complete replacement of the lockers would be over the budget line item by $60,705. Dr. Kisiel reported that he is in favor of the refurbishment so they will last an additional 20 years. Mr. Frey questioned how the refurbished
lockers should be protected through the end of the job and FIP indicated some further touch up might be required. FIP reported that they would keep the cost of either refurbishment or replacement in the GMP by overspending the line item. Mr. Eacott suggested that we check the vendor’s references by either calling or visiting other school districts.
On a motion made by Mr. Miller, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee authorize the lockers to be refurbished, subject to a recommendation by Mr. Frey, Mr. Usich and Dr. Kisiel.
Messrs Frey, Brighenti, Eacott and Miller voted in favor. Mr. Usich opposed.
iii. Change Order # 12
Mr. Shugrue reported that the project calls for replacement of the underground fuel tank. In starting this process they discovered the existing fuel monitoring system has failed and this monitoring system must be working per code. FIP presented the cost to the committee to replace this system as well as options to replace the fuel lines and the fuel oil pump set. Mr. Boos reported that when the initial survey was done, the monitoring system was working. He recommends that the fuel lines also be replaced so that the complete system is the responsibility of one vendor. He noted that the fuel pump set is not reimbursable under the State grant and the fuel line replacement is discretionary. Mr. Frey asked how many feet is the oil tank from the boiler room. Mr. Boos reported it is 70
to 90 feet. Mr. Miller reported he recommends we replace it all.
On a motion made by Mr. Usich, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approves change order proposal #12 to replace the tank monitoring system including electrical power & controls, and to replace existing underground fuel oil lines, as presented in the amount of $26,371.
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
OTHER BUSINESS
Mr. Shugrue informed the Committee that a telephone pole is currently located on West Avon Road where the new driveway will be constructed. He provided the Committee with an estimate from AT&T to relocate the pole at a cost of $30,022.28. This does not include the cost of CL&P to relocate the electrical lines on the pole. He will prepare a change order in this amount, the funds for which will come from the Town contingency account.
Moving & Storage Contract
Ms. Robinson reported that a selection committee comprised of the High School Principal, Director of Buildings and Grounds and herself analyzed the two proposals we received. Based upon the proposal, understanding of the work, references and price we recommended to the Town Manager that a contract be awarded to CMS, LLC. That contract has been awarded and they have committed to starting the work on the dates specified to keep construction on schedule. The actual cost will be determined on a time and materials basis, but we expect it will stay within the $30,000 budget. The library carts will be sold at the end of the project to recover the cost.
c. Project Budget Update
The status of the project appropriation and the spreadsheet detailing the expenses contained in the services & consultants line item are included. As a result of last month’s meeting, a transfer from the Building Account to Contingency was made for the second change order which was a credit.
d. Approval of Bills
On a motion made by Mr. Eacott, seconded by Mr. Brighenti, it was voted:
RESOLVED: That the Building Committee approve payment to FIP Construction, Payment Invoice #8 in the amount of $1,790,680.00.
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
On a motion made by Mr. Usich, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #3 Structural Engineer, Special Inspections, in the amount of $1,625.00
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
On a motion made by Mr. Eacott, seconded by Mr. Usich, it was voted:
RESOLVED: That the Building Committee approve payment to Kaestle Boos Associates, Inc. for Invoice #3 Media Center Redesign, Interior Designer in the amount of $125.00.
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
On a motion made by Mr. Usich, seconded by Mr. Eacott, it was voted:
RESOLVED: That the Building Committee approve payment to Independent Materials Testing Laboratories, Inc., for construction testing, Invoice #7724-D, in the amount of $2,363.00.
Messrs Frey, Brighenti, Eacott, Miller and Usich voted in favor.
Various Correspondence
Ms. Robinson informed the Committee that the first request for the State for a draw down on the grant (Form EDO-46) would be made by June 1st.
ADJOURNMENT
The meeting was adjourned at 8:17 a.m.
Respectfully submitted,
Blythe Robinson, Staff Person
Attest: Betty J. Marsh
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