South Windsor Public Building Commission
Minutes – Regular Meeting – December 17, 2014
A special meeting of the Public Building Commission was held on December 17, 2014 in Room 303 at Ellsworth School, 1737 Main Street. The following people were in attendance:
Members Present: Howard (Hap) Fitts, Charley Lyons, Jim Neary, Edward O’Connell
Also Present: SWPS representatives Kate Carter and Patrick Hankard; Strategic Building Solutions representative Chuck Warrington, Drummey Rosane Anderson representatives Jim Barrett and Scot Woodin,
Karie Kratz and Peter Adamovitch from Gilbane Building Company.
Chairman Fitts called the meeting to order at 6:34 p.m.
Approval of Minutes
As the secretary to the commission was absent and the minutes were not made available, a motion was made by Chairman Fitts, seconded by Mr. Lyons to postpone the review and approval of minutes of the December 11, 2014 meeting until the next regularly scheduled meeting on January 14, 2015. VOTE: 3-1 – Motion failed.
OPM Report
Mr. Warrington reported that the community information meeting was held on December 15.
In addition he reported that the schematic design was revised on December 18 and will be provided electronically for comments from the BOE office and the PBC members by January 5, 2015. Mr. Warrington advised that he is available to meet with anyone over the holidays to review the documents, if needed. The reconciliation meeting will be held on Friday, January 9 and PBC members are welcome to attend. SBS will report out on the findings and the budget at the January 14 PBC meeting.
RFP for Commissioning Agent
Mr. Warrington recused himself from the meeting and left the room for this discussion. Mr. Hankard described the role of the commissioning agent with regard to electrical and mechanical systems. The agent is someone who is brought in at the design phase who will ensure that the specifications put forth by the architect are consistent with what is produced. The commissioning agent serves as an important resource after mechanical systems are built to ensure that staff members are receiving credible training that is site-specific and relevant. Mr. Hankard advised the commission that he will prepare an RFP, submit it to Attorney Michael Markowitz for his review, and provide to commission members. He described the RFP and RFQ process.
Mr. O’Connell noted that he would like to see a draft of the RFP. Mr. Neary questioned what other towns do with respect to commissioning agents and Mr. Hankard noted that it is becoming more prevalent. Mr. Neary expressed his concern that the project is too top heavy. Mr. O’Connell shared his opinion that a commissioning agent is a wise decision and money well spent due to the size of the project. By unanimous consent, the PBC authorized Mr. Hankard to move forward with the preparation of the RFP.
DRA Presentation of Schematic Design
Jim Barrett began the presentation by sharing with everyone that the delivery of the schematic design is a major milestone in the facilities project. He emphasized that there are some areas that require continuous exploration as the building project unfolds. An example is the bus loop configuration outlined in earlier design proposals whereby the bus traffic will flow more closely to the building location.
Scot Woodin provided a PowerPoint presentation outlining the various next steps in the project as they corresponded to elements of the designs (i.e., civil plan, landscaping, equipment installation, etc.). He also pointed out that various elements such as student lockers are not yet reflected.
Mr. Barrett summarized that the next stage of the project is the beginning of the estimation process which will take place on January 9 at which both estimators will bring the team together and work through the budget in order to report back their findings to the PBC.
Following the presentation, Mr. Neary asked to look at the slide pertaining to the driveway placement onto Foster Street. He noted his endorsement of the placement of the driveway.
Mr. Warrington reviewed the overall schedule for the project indicating that once the estimates are complete, DRA will move onto design development at the end of March. SBS and DRA will be working through the Planning and Zoning Committee and permitting. The next anticipated neighborhood meeting is planned for March 2015, and it is expected that we will receive State of CT approval in June/July, with the “shovel in the ground” by February 2016.
Mr. Woodin described the delivery method for the schematic design for board, commission and administration members.
Approval of Invoices
There were no invoices submitted for payment.
The meeting was adjourned at 7:16 p.m.
Respectfully submitted,
Sara Chamberlain
Substitute Clerk
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