South Windsor Public Building Commission
Minutes – Regular Meeting – June 18, 2014
Members Present: Howard (Hap) Fitts, Ken Jeski, Carol Kelley, Charley Lyons, and Edward O’Connell
Also Present: BOE Representatives, Dr. Carter and Patrick Hankard
Chairman Fitts called the meeting to order at 6:30 PM.
Chairman Fitts advised the group that the contract with DRA had been signed. He also advised that on August 5 a 2-hour kick-off meeting was held with DRA representatives, Chairman Fitts, Charley Lyons, David Joy, Kate Carter, Patrick Hankard and SBS to discuss the project. He noted that DRA is anxious to move ahead with the project.
With regard to the RFQ for the owner’s representative, Chairman Fitts advised that four firms responded to the request. He asked Dr. Carter to relay a conversation she had with Attorney Markowicz regarding the next steps. Dr. Carter noted that each PBC member had been provided with all four responses and that the next step would be to put out an RFP to the qualified respondents. Due to the fact that there were not compelling differences between the four firms’ proposals, she indicated that the attorney advised that the PBC issue an RFP to all four with the opening of the sealed bids and interviews being conducted on the same evening – August 20. If agreeable, Attorney Markowicz has drafted a letter to be sent to the firms chosen by the PBC requesting them to respond to an RFP and
indicating the interview date. She requested Pat Hankard to review his analysis of the responses to the RFQ. Mr. Hankard advised that he reviewed each of the RFQs and provided a matrix to the commission members regarding the 24 deliverables in the RFQ. He indicated that there were not a lot of differences between the responses. He outlined his recommendation to the PBC to interview three or four firms on August 20, with the possibility of the PBC choosing a firm at the end of the evening, or continuing deliberations at a meeting to be held on September 3. He indicated that during the 2-week period he and Dr. Carter could check references of each firm, PBC members could review the RFQs and the attorney could draft a contract. He advised that the four firms who responded to the RFQ were Arcadis, CREC, SBS and Vinmas. Commission members discussed the submissions and agreed that it would be best to interview all four firms.
In addition, Mr. Hankard suggested that the commission could meet with DRA on September 3 to discuss matters of an urgent nature which were identified at the August 5 kick-off meeting. He also suggested that the PBC would want to begin to consider whether it would use a General Contractor or Construction Manager-at-Risk. Mr. Hankard and commission members discussed various aspects regarding both methods. Following the discussion, the following motion was made:
A motion was made by Charley Lyons, seconded by Edward O’Connell that on the basis of the responses to the RFQ, move to request proposals for Owner’s Representative Services for the Orchard Hill Elementary School from the following firms: Arcadis, Vinmas Contracting Corp., Strategic Building Solutions and CREC. Motion passed unanimously.
The commission agreed that the next meeting will be held on August 20 at 5:30 to conduct the interviews, with a meeting also being held on September 3 to meet with DRA and, if finalized, the owner’s representative.
Approval of Payment of Invoices: A motion was made by Ken Jeski seconded by Ed O’Connell to approve payment of Invoice #12502 to Strategic Building Solutions in the amount of $3,240. Motion passed unanimously.
Approval of Minutes: A motion was made by Carol Kelley seconded by Ken Jeski to approve the minutes of the July 9, 2014 meeting. Motion passed unanimously.
There being no other business to come before the meeting, the meeting was adjourned at 7:15 PM.
Respectfully submitted,
Ann M. Walsh
Clerk
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