South Windsor Public Building Commission
Minutes – Regular Meeting – July 9, 2014
Members Present: Howard (Hap) Fitts, Kenneth Jeski, James Neary, Carol Kelley, Tim Wentzell and Edward O’Connell
Member Absent: Charley Lyons
Also Present: BOE Representatives, Dr. Carter, Patrick Hankard and Chris Chemerka; Strategic Building Solutions representatives Marc Sklenka and Jon Winikur and Attorneys Michael Markowicz and Keith Yagaloff.
Chairman Fitts suggested a change in the order of the agenda to place the approval of minutes as the first item of business. The commission members agreed to this change by consensus.
Approval of Minutes
A motion was made by Mr. Neary, seconded by Mr. O’Connell to approve the minutes of the June 18, 2014 and June 30, 2014 minutes. Mrs. Kelley requested that Mr. Jeski’s name be added as an attendee to the June 18, 2014 meeting. Motion passed unanimously.
Mr. Neary raised a question regarding the exceptions to the contract raised by DRA and commission members noted their concerns with the exceptions and the implications of choosing an architect with outstanding exceptions to the proposed contract. Attorney Markowicz advised that only one issue remains unresolved which he is currently negotiating. He also noted that if the PBC were to select this architect, he would feel comfortable that the remaining issue could be worked out. He advised that the PBC could select that firm subject to a contract that was satisfactory and subject to the resolution language that the commission would be adopting. Mr. Neary suggested that the commission go into executive session to discuss the matter further.
A motion was made by Mr. Neary, seconded by Mr. Wentzell to adjourn to executive session at 6:50 pm to discuss public records that are exempt from disclosure; specifically, responses to an RFP when a contract is being awarded and to include the commission members, Attorneys Markowicz and Yagaloff, SBS representatives Marc Sklenka, Chuck Warrington and Jon Winikur and Clerk, Ann Walsh. Motion passed unanimously. The commission adjourned the executive session by consensus at 7:00 PM and moved into public session.
Resolution Authorizing Award of Architectural and Engineering Contract to Drummey Rosane Anderson, Inc.
A motion was made by Mr. Neary as follows:
WHEREAS, the Town seeks to engage an architect and engineering firm to provide design services for the Orchard Hill Elementary School (Project Number TMP-132-ZWJF), the design and construction of which was approved at referendum on March 25, 2014; and
WHEREAS, the Public Building Commission has requested and received qualifications and proposals for such services from various firms; and
WHEREAS, the Public Building Commission has interviewed finalists selected on the basis of the responses to its Request for Qualifications, dated May 16, 2014 (the RFQ) and its Request for Proposals, date June 11, 2014 (the RFP); and
WHEREAS, the Public Building Commission has determined on the basis of the responses to the RFQ and RFP, as well as the interviews, that the firm of Drummey Rosane Anderson, Inc. is the lowest responsible qualified bidder;
NOW THEREFORE, be it resolved as follows, subject to appropriation by the Town Council,
The Public Building Commission authorizes the issuance of a preliminary notice of award for the provision of architectural and engineering services to Drummey Rosane Anderson, Inc.; and
The Town Manager shall execute a contract, the terms and conditions of which shall be reviewed by the Town Attorney, in accordance with the instructions of the PBC, with Drummey Roseane Anderson, Inc., for design services for the Orchard Hill Elementary School (Project Number TMP-132-ZWJF); and
The Public Building Commission shall, in accordance with the Town’s “Procurement Procedures for Construction Contracts and for Selection of Consultants for Engineering and Architectural Services,” notify the Town Council of this Resolution and of the forwarding of a contract for execution by the Town Manager following review by the Town Attorney, and appropriation by the Town Council.
Motion passed unanimously.
Commission members posed questions to SBS regarding their experiences with projects and their opinion on construction managers versus general contractors. The gentlemen answered the member’s questions and provided their input.
Resolution Authorizing a Request for Qualifications and Request for Proposals for an Owner’s Representative
Attorney Markowicz introduced the resolution and explained the process to the commission members noting that it would be the same as the architect selection process. Commission members discussed the merits of utilizing an owner’s representative among themselves and with the Superintendent. Several members noted their desire to contract with an owner’s representative. Dr. Carter also advocated for an owners representative as it provides an additional layer of assistance to the commission. Mrs. Kelley questioned the expense of an owner’s representative, noting that although a valuable resource, the commission is committed to an amount set by the referendum. It was suggested that the commission could solicit soft costs in order gain a better understanding of the
costs associated with an owner’s representative prior to going out for an RFP.
A motion was made by Mr. Neary, seconded by Mrs. Kelley as follows:
Be it RESOLVED as follows:
The Public Building Commission authorizes the issuance of a Request for Qualifications (the “RFQ”) for an owner’s representative to represent the Town in conjunction with the design and construction of the Orchard Hill Elementary School (Project Number TMP-132-ZWJF); and
Upon the receipt of responses to the RFQ, the Public Building Commission shall determine the most responsible qualified respondents, which individuals or firms shall be issued and invited to respond to a Request for Proposals for the provision of owner’s representative services.
Motion passed unanimously.
Payment of Invoices
A motion was made by Mr. Neary, seconded by Mr. O’Connell to approve the following invoices:
- Invoice#12403 in the amount of $1,660 to Strategic Building Solutions
- Invoice #001336787 in the amount of $659.05 to the Hartford Courant
Motion passed unanimously.
There being no other business to come before the meeting, the meeting was adjourned at 7:30 PM.
Respectfully submitted,
Ann M. Walsh
Clerk
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