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South Windsor Public Building Commission
Minutes – Regular Meeting – February 11, 2015
A regular meeting of the Public Building Commission was held on February 11, 2015 in Room 106 at Ellsworth School, 1737 Main Street. The following people were in attendance:
Members Present: Howard (Hap) Fitts, Carol Kelley, Jim Neary, Charley Lyons & Edward O’Connell
Also Present: SWPS Representatives, Dr. Kate Carter, Patrick Hankard, Strategic Building Solutions Representatives Marc Sklenka and Chuck Warrington, Drummey Rosanne Representatives Jim Barrett and Scot Woodin, Gilbane Representative Karie Kratz and Town Council Liaison Andy Paterna
Chairman Fitts called the meeting to order at 6:30 PM.
Open Bid Proposals for Commissioning Agent
Mr. Hankard informed the commission that due to the fact that the commission has voted to build a High Performance Building, that a commissioning agent is required. Mr. Hankard proceeded to open and read the RFPs aloud for the commission. The bids were as follows:
Firm |
Location |
Proposed Price |
AKF Engineers |
Stamford, CT |
$76,200 |
Cannon Design |
Boston, MA |
$65,500 |
Dewberry |
New York, NY |
$65,270 |
Horizon Engineering Assoc. |
Hudson, NY |
$62,400 |
RD3 Commissioning Services |
Greenwood, CO |
$98,295 |
SMRT Architects & Engineers |
Andover, MA |
$45,700 |
Strategic Building Solutions |
Madison, CT |
$71,412 |
Sustainable Engineering Solutions |
Berlin, CT |
$67,500 |
Mr. Neary suggested that the commission should review and check each of the submissions in order to make an informed decision. Mr. Hankard advised that the bids would be available for commission members to review and that he would compile a rubric on the submissions for the commission’s consideration.
Approval of Minutes
A motion was made by Mrs. Kelley, seconded by Mr. O’Connell to approve the minutes of the January 14, 2015 meeting. Motion passed unanimously.
Review Correspondence/Communications and Comments from Public
Mr. Robert Cheverie introduced himself, a resident for 30 years and an Attorney for the CT State Building Trades. He requested that the Public Building Commission consider utilizing Project Labor Agreements for the construction of the Orchard Hill School and other schools in the plan. He advised that sixty schools in CT have been built utilizing PLAs and noted that the projects come in on time and in budget. He advised that PLAs can offer apprenticeships for students and offer preference for residents in town. He noted that there are 100+ Journeymen in the Town of South Windsor. Given the state of employment in the construction industry, he advised that PLAs would give residents of South Windsor the opportunity for work within the town. He restated that under project labor agreements the town would get a quality
product on time and in budget. He advised that according to CT State Statute CT 12-70 it is within a building commission’s discretion to utilize a PLA. Chairman Fitts thanked Mr. Cheverie for his presentation and advised him that this would be a decision for the Town Manager and Town Attorney and that he would forward their information. Mr. Cheverie indicated that he would be happy to make a more formal presentation and provide the commission with additional documentation.
Mr. Neary added his support for utilizing a PLA, noting that CT Studios made a presentation stating that they would employ South Windsor residents for their project. He referenced an article by Mayor Anwar which indicated that the past three to four years South Windsor has only created 44 jobs. He encouraged the use of PLAs for this project to guarantee work for the residents of South Windsor.
Mr. Fitts requested Mr. Cheverie’s business card and advised that he will get in touch with the Town Attorney and Town Manager.
Mr. Kyle Zimmer, 50 Burnham Street, introduced himself as a resident and member of the SWFD for over 40 years, is serving on the fire commission and is a member of the CT State Building Trades. His position is Director of Health and Safety and Organizer for the Operating Engineers Local 478. He noted that he is very familiar with the 100+ building tradesmen in town and echoed Mr. Cheverie’s comments regarding underemployment in the building trades. He indicated that this would be a great opportunity for the commission to show its support and confidence. He advised that he has been involved in numerous projects with the Operating Engineers and attested to the health and safety aspects of the projects. He advised that they push for a drug-free workplace and have very high standards with contractors with regard to
health and safety.
Orchard Hill Elementary School Project Update: Prior to moving onto the presentation of the Schematic Design and Floor plans, Mr. Neary requested time to make a brief presentation regarding the gym space. He noted that all children will eventually use the gym of the school, as will the public on the weekends. He proposed that the gym space be increased to regulation size, rather than smaller as was proposed. He provided his thoughts how this could be accomplished. In addition, he requested that a feasibility study be completed to determine the cost of a regulation sized gym.
Schematic Design Estimate Update: Mr. Sklenka reviewed a series of slides including, a financial status report, estimate analysis, and value engineering. He advised that the total construction budget is $28.081MM and noted that throughout the design phase there are three critical periods at which time they will be testing the design to determine if they are meeting the construction budget. He reviewed the analysis that was conducted on the project by Gilbane and NPR. The reconciliation of the total budget equals $32.743MM, or $4.6MM over budget, approximately 16%. He reviewed a chart which provided a comparison of percentages that construction projects are over or under budget at the preconstruction stage. He summarized that typically at the schematic design phase it is not
uncommon for projects to come in at 20% over budget and noted that the project is trending in a good line. As a result of the overage, the project needs to be reduced by $4MM. He reviewed, in detail, the value analysis developed by the project team, together with working group meetings. The value engineering listing resulted in reductions to the project amounting to $3.8MM. If the commission approved all the reductions, the budget overrun would be $774,800, or 3%, which in their experience is reasonable at this time.
Mr. Sklenka reviewed the Value Analysis Log, Cost Trend Log prepared by Gilbane, which included categories of Building Programming, Site Services, Civil/Site, Structural, Building Enclosure, Interior Construction/Finishes, Specialties and Equipment and Electrical. The recommendation which would realize the most savings was the elimination of the medically fragile room, a savings of $560,000. Mr. Woodin reviewed a revised floorplan with the medically fragile room eliminated. In addition, Mr. Sklenka noted that another option, not included in the total, was to eliminate World Language in addition to the medically fragile room resulting in a savings of 3,000 square feet and $700,000.
Dr. Carter noted that in light of hearing the competing demands, this reduction was offered because there were few options. She also noted that she was comfortable making the recommendation to the board, who would be required to change the Educational Specifications. The medically fragile program could be deferred to the second phase of the 10-year plan. With regard to Mr. Neary’s thoughts on expanding the gym size to regulation size, she noted that with the history of two passed failed referenda, the board made the decision to be as fiscally conservative as possible and that the gym, also, could be a feature considered for Phase II.
Mr. Neary noted his desire to have a cost analysis done regarding increasing the gym size, to which Mr. Sklenka advised that the cost would be approximately $325,000.
Mrs. Kelley questioned the intended placement for medically fragile program, given that Wapping Elementary School will be closing. Dr. Carter advised that in this scenario, they would plan to move the program to Eli Terry Elementary School. Mrs. Kelley also questioned whether there is any other way to accommodate the World Language program, to which Dr. Carter responded that the program would be delivered to students on a cart and that the teacher would have an office
Mr. O’Connell questioned whether the decision had been made to give up the medically fragile program, to which Mr. Sklenka advised that the working group will reconvene next Wednesday for further discussions and a recommendation will be brought back to the commission for its vote. As such he noted that SBS would be seeking to bring the final Schematic Design to the commission and would propose a special meeting on February 18 for that purpose
Mr. Neary questioned the number of students in the medically fragile program, to which Dr. Carter indicated there were approximately 8-10. She advised that, based on the commission’s decisions, she would inform the board at its February 24 meeting of the intention of the commission.
Mr. O’Connell questioned whether there were other areas of cost savings that were not explored, to which Mr. Woodin advised that the group had an exhaustive value engineering process over the past four weeks, noting that they put together as many options as they could come up with and that he did not know how they could capture that $500,000 without taking a big hit to the project. It was also noted that before suggesting the medically fragile program, the team tried to exhaust all other options and that it was not a decision that came lightly, however, it was an area where there was a significant savings opportunity. Dr. Carter noted that if the team made decisions regarding reducing permanent spaces such as less storage or smaller hallways that her belief is that they would regret making those
concessions. Mr. Neary questioned whether fundraisers are held to support these projects, to which Mr. Barrett advised that the most common private funding in projects is derived from PTOs for playscapes.
Dr. Carter reminded the group that Phase II is just two years away and that any desirable features not in this phase, can be planned for in advance of Phase II. Mr. Hankard noted that last Thursday he and several others traveled to Waterbury to tour their facility as it related to HVAC equipment. He noted that he was very impressed with the radiant heated floors and that they are in this project on K1-2 wing. He requested pricing for the second story academic wing of the building. In addition he noted that, although geothermal heating in is not in this plan, they should get an accurate estimate on what that would cost, due to the fact that it has been a topic of discussion in town.
The commission agreed to convene a special meeting on February 18 for the purpose of approving the schematic design.
Approval of Invoices
A motion was made by Mr. Neary, seconded by Mr. O’Connell to approve the following invoices:
- Invoice #13490 from Strategic Building Solutions in the amount of $7,080 for professional services from December 29, 2014 through January 25, 2015.
- Invoice #5 from DRA, Inc. in the amount of $7,721.15 representing professional services from January 1, 2015 through January 31, 2015.
Motion passed unanimously.
Approval of Amendment to Operating Procedures and Rules of Order
A motion was made by Mr. Neary, seconded by Mr. O’Connell to amend the Operating Procedures and Rules of Order to reflect that meetings will be held on the second Wednesday of each month. Motion passed unanimously.
On a motion made by Mr. Neary, seconded by Mr. O’Connell the meeting was adjourned at 8:20 PM.
Respectfully submitted,
Ann Walsh
Clerk
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