Amesbury Elementary School Building Committee

Amesbury Elementary School Building Committee (AESBC) Meeting Minutes Date: Thursday, February 6, 2020 Location: Amesbury High School Library Time: 4:00 PM Next Meeting: 3/26/2020 at 6:00 PM Name Association/Title Affiliation Y Kassandra Gove Mayor of Amesbury, Chair (AESBC) Y Paul Fahey Chief of Staff (AESBC) Y Peter Hoyt School Committee Member (AESBC) Y Jared Fulgoni Superintendent of Schools (AESBC) Y Matt Bennett School Facilities Director (AESBC) Y Angel Wills Chief Financial Officer (AESBC) Y Shannon Nolan AES Principal (AESBC) Y Lynn Catarius Director, Student Services (AESBC) Y Nick Wheeler City Council Member (AESBC) Y Joseph Spencer Community Member (AESBC) Y Joan Liporto Director of Finance and Operation (AESBC) Y Monique Griffin Parent/Community Member (AESBC) Y Bruce McBrien AES Teacher (AESBC) Y Donna DiNisco Principal/DiNisco Design (DiNisco) N Chris Huston Designer/DiNisco Design (DiNisco) Y Vivian Low Project Manager / DiNisco Design (DiNisco) N Caulen Finch Project Architect / DiNisco Design (DiNisco) N Tom Murphy Project Executive / NV5 (NV5) Y Mike Ulichney Project Manager / NV5 (NV5) Y Tim Dorman Project Director / NV5 (NV5) 1. Call to Order Kassandra Gove, Mayor of Amesbury, called the Amesbury Elementary School Building Committee (AESBC) Meeting to order at 4:01 PM. 2. Approval of Meeting Minutes NV5 distributed the AESBC Meeting Minutes from the prior meeting held on December 19, 2019 as part of the meeting packet. Motion: Motion by Peter Hoyt, seconded by Jared Fulgoni to approve the December 19, 2019 AESBC Meeting Minutes. New members not present at the previous meeting abstained from the vote. All were in favor and the motion passed. 3. Appoval of Invoices The following invoices were submitted for approval: -NV5 Invoice #148982 - $45,000 (OPM DD Services December 2019) -NV5 Invoice #151392 - $61,000 (OPM DD Services January 2020 and DD Phase Cost Estimate) -DiNisco Design Invoice #9227 - $195,750.00 (Designer DD Services December 2019) -DiNisco Design Invoice #9231 - $38,417.50 (Topo Survey) -DiNisco Design Invoice #9232 - $2,978.25 (Soil Testing and Stormwater Report) -DiNisco Design Invoice #9241 - $1,980.00 (Traffic Consulting Services) -DiNisco Design Invoice #9239 - $195,750.00 (Designer DD Services January 2020) -DiNisco Design Invoice #9240 - $948.75 (Designer DD Services January 2020) -DiNisco Design Invoice #9242 - $5,741.56 (Traffic Consulting Services) Motion: Motion made by Peter Hoyt, seconded by Jared Fulgoini to approve the invoices totaling $547,566.06. Nick Wheeler recused himself due to his spouse's employment with NV5. All were in favor and the motion passed. Amesbury Elementary School Building Committee (AESBC) Meeting Minutes February 6, 2020 4. Design Update DiNisco presented a Design Development phase overview to update the entire Committee on the design progress as well as provide an overview for the newly appointed members. Key items discussed include the following: The Design Development phase began in October 2019 after the favorable debt exclusion vote and proceeded with several working group meetings and monthly AESBC meetings for completion in mid-January 2020, when the package was sent to the cost estimators. The cost estimates were completed during the second half of January and reconciled in early February in order to submit the DD package to the MSBA on February 10, 2020. The space summary and program area are fixed in the Schematic Design phase and the Design Development phase further develops the design detail for layout, materials, finishes, etc. A ground survey was completed and available for advancing the Design Development phase. Based on the more detailed survey information, the ground floor was able to be dropped to eliminate ramps between the cafeteria and ground level classroom wing. The main entrance lobby was reconfigured to move the stairs and provide for a larger gathering space and feature wall. The academic wing generally remained consistent with Schematic Design, but with some minor modifications to geometry to simplify angles, etc. The cafeteria and platform area were reviewed. It was noted that the platform area is carefully designed not to trigger code requirements of a stage but will have an AV system, curtains and projection screen. It was noted that the lower level is above the estimated seasonal high groundwater elevation, however an undertain/perimeter drain system is included in the project scope and the stormwater management system is design to safely manage the 100-year storm even. The question was raised regarding groundwater mounding analysis which DiNisco will review with their Civil consultant. 5. Review of Design Development Cost Estimate NV5 provided a brief overview of the Design Development Cost Estimate Reconciliation Process and reviewed the comparison summary between the two independent DD cost estimates and the PFA budget established based on the SD cost estimate. It was noted that two complete independent cost estimates were completed; one by the Architect's cost estimator and the other by the OPM's cost estimator. The original estimates were received and a day long meeting was held with the estimators to confirm scope was understood and estimated consistently and reconcile any major variances. Ultimately the two DD estimates were within about a 0.5% variance which is considerered a negligible difference and the Architect's estimate will be considered the reconciled DD estimate. The reconciled DD estimate was about $495k over the PFA budget, based on the scope of the DD documents as submitted. The Project deam thoroughly reviewed the scope and incorporated some design efficiencies into the base scope to arrive at this value. Additional opportunities to reduce the construction cost were identified and developed into a Value Engineering list. The intent was to develop a list of opportunities which would not impact quality or responsiveness to program. The list included several items which were recommended and are estimated to reduce the cot by about $510k as well as additional items to reserve as options if needed in the future. The following recommended value engineering options were reviewed: -Eliminate warewash: $66,045 It was noted that the infrastructure required for a future warewash will still be included. The question was raised as to whether or not the equipment in the kitchen could be used to wash trays. DiNisco to review with kitchen consultant. -Modular LCT in lieu of linoleum sheet: $59,500 -ACT in lieu of GWB at project area ceiling: $23,800 -Reduce stone sign by 40%: $19,040 -Norman brick in lieu of modular: $89,250 It was noted that this could potentially be ground faced CMU. Mayor Gove raised the possibility of a mural in this location, which the design team will review and it was noted that it could be done later by the City. Page 2 of 3 Amesbury Elementary School Building Committee (AESBC) Meeting Minutes February 6, 2020 -Stair C swisspearl to brick: $53,550 -Abuse resistant GWB in lieu of 50% tile @ stair B and C: $49,385 -Pavement markings in lieu of pavers at speed table: $54,900 -Eliminate roof overflow drains: $75,000 It was noted that this item will not impact the ability for future solar panels to be located on the roof. A solar feasbility study was completed and the design has maximized the area for future solar panels. -Asphalt sidewalk in lieu of concrete at new exit road: $20,000 It was discussed that the possibility of flipping the sidewalk to the other side of the road will be reviewed. The following additional value engineering options were reviewed, but not recommended at this time: -Reduce classroom sinks from 2/each to 1/each: $105,600 The administration supports this change, but the project team noted that this would raise an issue in complying with a current MSBA policy geared at providing deep sinks for STEM learing but also including an accessible sink. It was discussed that the school district would be confortable with deep sinks in janitor closets and/or hose connections given the significant cost savings and reqeusted that it be reviewed with the MSBA again. -50% Cape Cod Berm in lieu of granite curb: $178,500 -Eliminate Irrigation: $126,140 It was noted that this is important for establishing growth of the landscape investment. The overall irrigation area will be refined to the most beneficial areas in the next phase. -Shiplap oak in lieu of interior phenolic: $24,990 -Metal panel soffit in lieu of phenolic: $130,990 Shiplap oak and metal panel would go together, but raise concerns about durability in addition to aesthetics. -Furniture desk in lieu of built-in teach desk: $58,310 It was discussed that a list of possible bid alternates will be developed in the next phase to provide some flexibility to add certain items back if bids come in low. 6. Design Development Submission Approval Motion: Motion made by Nick Wheeler, seconded by Peter Hoyt to approve submission of the MSBA Design Development Package, including the recommended value engineering items. All were in favor and the motion passed. 7. Proposed Next Meeting Date WORKING GROUP: A Working Group meeting schedule with key topics will be developed for the Construction Documents Phase and meetings will generally be held on Tuesday Mornings on an every other week frequency. BUILDING COMMITTEE: It was discussed that the next meeting of the AESBC would be March 26, 2020 based on the general goal of holding monthly meetings on the 4th Thursday of each month. A request was made to shift the meeting time to 6:00 PM beginning with the next meeting. 8. Other Business It was noted that the current number of voting members on the AESBC is eleven, therefore six members are needed for a quorum. The City Clerk will attend the next meeting to confirm newly appointed members. Representatives from the Amesbury Energy Committee were in attendance and indicated that they would like to have the opportunity to review the project scope and energy efficiency goals. It was agreed that a separate meeting with the Energy Committee would be scheduled in the near future. In the meantime, the LEED checklist and energy model will be shared. 9. Adjournment Motion: Motion made by Paul Fahey, seconded by Nick Wheeler to adjourn the meeting at 5:49 PM. The motion passed unanimously. These meeting minutes were prepared by NV5. Please notify NV5 within 48 hours of receipt of this document regarding any required corrections or clarifications. Page 3 of 3