Amesbury Elementary School Building Committee

By City Clerk at 4:46 pm, Jun 09, 2022 Amesbury Elementary School Building Committee (AESBC) Meeting Minutes Date: April 29, 2021 Location: Virtual Meeting Time: 6:00 PM Next Meeting: May 11, 2021 at 3:00PM Attendees: Name Present Name Present SBC – Voting Members SBC – Non Voting Members Kassandra Gove, Mayor/Chair  Christine Chabot Paul Fahey, Chief of Staff  Lauri McAllister Peter Hoyt, School Committee  Bruce McBrien  Matt Bennett, Facilities Director  NV5 (OPM) Angel Wills, CFO Tim Dorman  Shannon Nolan, AES Principal  Tom Murphy  Lynn Catarius, Director, Student Services  Melissa Gagnon  Nick Wheeler, City Council  DiNisco Design (Architect) Joseph Spencer  Donna DiNisco  Joan Liporto, Director of Finance & Ops  Vivian Low  Elizabeth McAndrews, Superintendent  Caulen Finch Jim Shuttleworth  1. Call to Order o Kassandra Gove, Mayor of Amesbury, called the Amesbury Elementary School Building Committee (AESBC) Meeting to order at 6:21 PM. o Mayor Gove provided a statement regarding the ‘Executive Order Suspending Certain Provisions of the Open Meeting Law G.L. c.30A, §20’ signed on March 12, 2020 which allows for the meeting to be held online and broadcast by ACTV Channel 12. Public comments can be made by email to Mayor Gove or through the ACTV Facebook live stream. o NV5 took roll call for attendance. 2. Public Comments o No comments were submitted in advance of the meeting or via the Facebook live stream. 3. Approval of Meeting Minutes o NV5 distributed the AESBC Meeting Minutes from the prior meeting held on March 25, 2021 as part of the meeting packet. 70 FARGO STREET, SUITE 800 | BOSTON, MA 02210 | WWW.NV5.COM | OFFICE 617.345.9885 | FAX 617.345.4226 PROGRAM MANAGEMENT - CONSTRUCTION QUALITY ASSURANCE - INFRASTRUCTURE - ENERGY - ENVIRONMENTAL  Page 2 of 4 o Vote: Motion by Peter Hoyt to approve the March 25, 2021 AESBC Meeting Minutes. The motion was seconded by Joan Liporto. Following a roll call vote, the motion passed unanimously. 4. Approval of Invoices o The following invoices were submitted for approval: Vendor Invoice # Invoice $ DiNisco Design 9445 $ 34,578.50 DiNisco Design 9446 $ 73,500.00 NV5 207703 $ 50,000.00 Stantec 1730415 $ 280.00 Total Warrant: $ 158,358.50 o Vote: Motion made by Matthew Bennett to approve the warrant totaling $158,358.50. The motion was seconded by Peter Hoyt and following a roll call vote, passed unanimously. 5. Update on Bid Results o Prior to NV5 providing an update, Mayor Gove prefaced the discussion by noting a vote may not happen at this meeting as there is a lot of information to understand and more time will likely be required for the Committee to perform additional research and due diligence. o NV5 prepared a presentation which was distributed to the AESBC prior to the meeting which included a detailed accounting of the base bid summary in comparison with the construction budget, including alternates and contingency impact. o NV5 provided a general update on the bid results which is summarized as follows:  A total of four GC bids were received of the seven bidders whom were pre-qualified.  CTA Construction Managers is the apparent low bidder, with a base bid of $49,740,000.  Alternates include: 1) Conduit for additional EV charging station, 2) Infrastructure for future conversion to a full electric kitchen and 3) Ware wash.  With regard to the ware wash, it was explained that the infrastructure is included in the base contract and the alternate includes equipment and tie in.  Alternates need to be taken in numerical order. If selected, add alternates would be awarded with the Contract which would reduce Contingency. Site work related to alternate number 1 would be difficult to do after construction is complete.  The apparent low bid of $49,740,000 is $1,063,068 over the General Bid Package Budget of $48,676,932.  A contingency breakdown was provided noting that $1,063,068 would be drawn from contingency to award the contract to the apparent low bidder. Factoring in allocation for the athletic fields and commitment for the sidewalk at Lion’s Mouth Road, $849,278 will remain in contingency, which equates to 1.71% of the total construction package.  Page 3 of 4  An overview of the Risk Management plan was provided including approaches for playground equipment, technology and furnishings, potential to reuse more site material, exploring other funding opportunities for site work/infrastructure and identifying scope, which could possibly be deleted later. It was noted that a significant amount of the overall project risk is likely related to subsurface conditions, so the risk profile can continue to be assessed as site work progresses. o NV5 provided a general overview of the Evaluation of the Apparent Low Bid:  In addition to the thorough pre-qualification process, all required documentation was submitted with the low bid including a DCAMM Update Statement. Resumes of the proposed team were reviewed and additional references were checked.  DCAMM evaluations were provided and checked for a total of (17) projects. Of these projects, the average rating is 87 out of 100 points. A score of 80 or below is considered failing. Of all the projects evaluated, there was one project with an evaluation below 80.  NV5 confirmed with CTA the proposed team is available and will be working on Amesbury. Both the Project Manager and Superintendent have significant relevant experience with CTA including successful completion of a recent project in Woburn.  A positive recommendation letter from Mayor Holiday in Newburyport was received.  Both DiNisco and NV5 summarized recent positive experiences working with CTA on other school and municipal facilities projects. o Documents received from 3rd party sources:  It was noted by several AESBC members that they received additional documentation from 3rd party sources, indicating negative outcomes on some of CTA’s past projects.  Joe Spencer noted that the information he received indicated that the Dennis Yarmouth Regional School Building Committee had recently initially recommend awarding its contract for a new middle school project to CTA, but later changed its mind. He further noted that CTA filed a bid protest, which was denied by the Attorney General’s office and the decision indicated that the Awarding Authority not only had the right to look into other information but also has an obligation to investigate.  It was noted that the information was provided by Union Representatives, which may have a bias as CTA is not signatory.  It was agreed that a smaller bid review working group would be formed to quickly investigate the additional information for further discussion by the full Committee at the next meeting. Mayor Gove, Elizabeth McAndrews, Joe Spencer and Joan Liporto agreed to be part of the working group.  It was requested that everyone on the Committee who has received information from 3rd party sources provide it to NV5 to compile and circulate to the entire AESBC.  Page 4 of 4 6. Proposed Next Meeting Date o The next meeting of the AESBC will be on May 11, 2021 at 3:00 PM, which will be focused on reviewing additional information obtained by the bid review working group and discussion on how to proceed on contract award. 7. Other Business o It was noted that once the Contract is awarded, there will be a lag in actual site activities pending the Contractor’s mobilization, submittals and SPPP completion. o It was noted that AESBC meetings will likely be held at least once per month during the construction phase in order to review/approve invoices and change orders in a timely manner. 8. Adjournment o Vote: Motion made by Paul Fahey to adjourn the meeting at 7:52 PM. The motion was seconded by Elizabeth McAndrews. Following a roll call vote, the motion passed unanimously. o -End of Minutes- These meeting minutes were prepared by NV5. Please notify NV5 within 48 hours of receipt of this document regarding any required corrections or clarifications.