Amesbury Elementary School Building Committee

RECEIVED By City Clerk at 9:02 am, 2/18/22 Amesbury Elementary School Building Meeting Minutes Committee (AESBC) Date: May 27, 2021 Location: Virtual Meeting Time: 6:00 PM Next Meeting: June 24, 2021 at 6:00PM 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 6:04 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 18. Public comments can be made by email to Mayor Gove or through the City of Amesbury 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 meetings held on April 29, 2021 and May 11, 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 approved the April 29, 2021 AESBC Meeting Minutes and the May 11, 2021 Meeting Minutes. The motion was seconded by Joe Spencer. There was discussion to separate the motion to approve the minutes into two votes, one for each set of minutes. o Vote: Motion by Peter Hoyt to approve the April 29, 2021 AESBC Meeting Minutes. The motion was seconded by Joe Spencer. Following a roll call vote, the motion passed unanimously. o Vote: Motion by Peter Hoyt to approve the May 11, 2021 AESBC Meeting Minutes. The motion was seconded by Angel Wills. In response to a question, NV5 confirmed the use of the word “responsible” is correct (vs. “responsive”) when referring to contractor bid evaluation. Also, it was noted that the screenshot of public comments received through the Facebook Live Feed are not legible. Mayor Gove will provide a better quality screenshot to be part of the project record. Following a roll call vote, the motion passed unanimously. 4. Approval of Invoices and Commitments o The following commitments were submitted for approval: Vendor Contract Invoice $ UTS w/City of Amesbury $ 50,000.00 City of Amesbury Con Comm w/City of Amesbury $ 23,371.50 DiNisco (ECMS Sub-Consultant) DiNisco Amend #06 $ 45,596.00 Total Commitments: $ 117,967.50 o NV5 reviewed the process by which a testing and Inspection services consultant was selected. Proposals were requested from 3 firms and proposals from UTS and JTC were received and compared. Although base rates were somewhat similar, in terms of the overall evaluation it was determined that UTS has lower costs as well as a more inclusive proposal. As noted in the NV5 memo, dated 5/26/21, the proposed amount is a NTE limit of $50,000.00, which will be funded out of the Testing budget line item. The contract can be amended as needed as the project progresses from the total Testing budget of $125,000. UTS will invoice monthly based on proposed unit rates. o NV5 reviewed the Order of Conditions, Erosion Control Bond, which is required to be posted with the Amesbury Conservation Commission. As noted in the NV5 memo dated 5/21/21, the proposed amount of $23,371.50 will be funded out of the Other Project Costs budget line item. o NV5 reviewed additional services for dust monitoring consultation, which is being proposed as amendment #06 to the DiNisco contract. As noted in the NV5 memo dated 5/21/21, the committed amount proposed is $45,596.00 which will be funded out of the Geotech/GeoEnvironmental budget line. o Vote: Motion made by Nick Wheeler to approve the three (3) commitments listed above in the amounts $50,000.00 (NTE limit), $23,371.50 and $45,596.00 as recommended by NV5. The motion was seconded by Elizabeth McAndrews and following a roll call vote, passed unanimously by all members present (Shannon Nolan had to leave the meeting prior to the vote).  Page 3 of 4 o The following invoices were submitted for approval: Vendor Invoice # Invoice $ DiNisco Design 9460 $ 73.500.00 DiNisco Design 9470 $ 3,630.00 NV5 213410 $ 50,000.00 Stantec 1782813 $ 5,190.89 Robert E. Puff 2020-120-07 $ 275.00 BSC Group 9143430 $ 1,764.00 Project Dog 18233 $ 6,160.00 Total Invoices: $ 140,519.89 o Vote: Motion made by Peter Hoyt to approve the seven (7) invoices listed above in the total warrant amount of $140,519.89. The motion was seconded by Angel Wills and following a roll call vote, passed unanimously by all members present. 5. Update on Construction Commencement/Schedule o NV5 provided an update with regard to the start of construction and projected schedule. This past Tuesday, 5/25, a pre-construction kick off meeting took place, virtually, with CTA, the City of Amesbury, NV5 and DiNisco. This was the first of what will be regular OAC (Owner Architect Contractor) meetings which will take place on a weekly basis once construction is underway. o CTA will commence soil testing next week with the intent to pre-characterize the soil in place. NV5 shared a sampling plan, for both the upper and lower fields with each blue circle representing a boring location. It was noted that although boring locations are shown in the Cashman parking lot, they will not happen until summer 2022 as it is Phase 4 work. Extracted samples will be set aside for geotech analysis. o Groundbreaking was discussed. Mayor Gove noted that groundbreaking will be scheduled pending the project sign being fabricated and installed and the timing of work progressing on site. A date for this event is TBD although it will likely be after July 1 when CTA is mobilized and site activities are underway. 6. Change Order Review Process o NV5 provided an overview of the Change Order review process. NV5 created and presented flowcharts applicable to two different scenarios: Standard review and a more immediate resolution review. The intent is to ensure changes are thoroughly vetted so when problems arise which may require cost change, PCOs can be reviewed with a structure in place.  Page 4 of 4 o NV5 explained that PCOs will be reviewed as part of weekly construction meetings. The AESCB will be kept informed as PCO logs are attached to the construction meeting minutes which are distributed to the AESBC. A Change Order Working Group (COWG) was established: Mayor Gove, Elizabeth McAndrews, Joe Spencer and Matt Bennett. 7. Proposed Next Meeting Date o The next meeting of the AESBC will be on June 24, 2021 at 6:00 PM, in person at the High School library. o The next quarterly neighborhood meeting will be on June 16, 2021 at 6:00PM, in person at the City Hall. Dates for the next three (3) meetings will be scheduled and announced. 8. Other Business o There was no Other Business discussed. 9. Adjournment o Vote: Motion made by Peter Hoyt to adjourn the meeting at 7:05 PM. The motion was seconded by Matt Bennett. Following a roll call vote, the motion passed unanimously by all members present. -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.