Amesbury Elementary School Building Committee

By City Clerk at 8:58 am, Jun 01, 2023 Amesbury Elementary School Building Meeting Minutes Committee (AESBC) Date: March 16, 2023 Location: Virtual Time: 6:00PM Next Meeting: April 27, 2023 at 6:00PM Attendees: Name Present Name Present SBC – Voting Members SBC – Non Voting Members Kassandra Gove, Mayor/Chair ☒ Christine Chabot ☐ Ann Marie Casey, Chief of Staff ☒ Lauri McAllister ☐ Matt Bennett, Facilities Director ☐ Bruce McBrien ☒ Marisa Batista, CFO ☐ Peter Hoyt ☒ Lynn Catarius, Director, Student Services ☐ NV5 (OPM) Nick Wheeler, City Council Representative ☒ Tim Dorman ☒ Joseph Spencer, Community Member ☒ Bill Shaw ☐ Joan Liporto, Director of Finance & Ops ☒ Melissa Gagnon ☐ Elizabeth McAndrews, Superintendent ☒ DiNisco Design (Architect) Jim Montanari, AES Principal ☒ Donna DiNisco ☐ Vivian Low ☐ Jim Shuttleworth ☒ CTA (General Contractor) Jeff Hazelwood ☐ Ed Pereira ☒ Steve Quealy ☐ 1. Call to Order o Kassandra Gove, Mayor of Amesbury, called the Amesbury Elementary School Building Committee (AESBC) Meeting to order at 6:03 PM. o The meeting was held under Chapter 22 of the Acts of 2022 extending certain pandemic-related provisions, including remote local government meeting authorizations, signed into law on July 16, 2022 by Lt. Governor Karyn Polito, as acting Governor. Accordingly, the meeting was held online. Public comments can be made by email to Mayor Gove, through the ACTV Facebook live stream or by dialing in to the Microsoft Teams Meeting audio connection as indicated on the posted meeting agenda. o NV5 took roll call for attendance. 2. Public Comments o There were no public comments submitted. 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 5 3. Approval of Meeting Minutes o NV5 distributed the AESBC Meeting Minutes from the prior meeting held on February 16, 2023 as part of the meeting packet. o Vote: Motion by Joan Liporto to approve the February 16, 2023 AESBC Meeting Minutes. The motion was seconded by Joe Spencer. Elizabeth McAndrews abstained from voting as she was not present at the meeting. All others were in favor and the motion passed. 4. Approval of Invoices and Commitments o The following commitments were submitted for approval: Vendor Description Value CTA Construction Change Order 13 $ 32,183.08 O’Brien & Sons Quotation for Revision to Footings $ 19,680.00 Total Commitments: $ 51,863.08 o NV5 Provided a summary of the commitments as follows:  Change Order 13 to CTA’s contract  Six PCOs are included, with two that are additional cost items four work out to no cost changes.  PCO 87R1, which is the largest of the added costs, is related to the playground footing and subgrade coordination issue discussed at previous meetings. This issue came about as a result of the playground installer basing their quote on a typical installation, however in this case there is a 12” to 24” deep layer of stone below the play surface, which is part of the stormwater management system. The cost within this change is for the work needed to remove the stone layer and bring the subgrade up at these footing locations to provide for the minimum required embedment.  It was noted other commitment is also related to the playground footing issue and is for an increase to O’Brien and Sons PO for supplying and installing the playground equipment. In order to install the footings in the drainage stone layer they will need to revise their design to use sonotube for installation and this represents the cost associated with that approach.  The other added cost item is PCO 90 which is required to change the accessible door actuator to fit within the curtainwall frame.  Elizabeth McAndrews asked for clarification as to why the costs related to the playground would be a cost to the Owner. In response, it was noted that the cost of the PCO is for rework associated with removing already installed stone and raising subgrade, which is being performed by CTA’s site sub-contractor who was not responsible for the footing design or review of the Playground vendor’s bid. The Playground vendor did not notice the unique sub-grade conditions in this installation  Page 3 of 5 associated with the stormwater storage below the playground area and based their price proposal on the typical footing design.  Nick Wheeler asked a question regarding how this disconnect was missed by the design team. In response, it was noted that the design team did not flag the condition for the Playground Vendor or pick up on the basis for the footings carried in the proposal, which was likely due to a communication gap with the playground falling under the landscape architect’s purview and the stormwater management falling under the civil engineer’s purview.  Joe Spencer noted that he and Mayor Gove met with NV5 to review as part of the Change Order Working Group and concluded that this appears to be a design issue. He noted that the original O’Brien cost proposal would have been higher had the subgrade conditions been understood at the time, however there cost to remove stone and raise grade is rework cost that is harder to accept.  In response to a question from Nick Wheeler regarding the O’Brien costs, DiNisco clarified that the layout of the equipment at the time and fall zones had been completed in advance of O’Brien’s proposal, but the actual footing design is by the playground installer.  Nick Wheeler asked for clarification on the change in scope is under PCO 88. DiNisco clarified that it is to change the glass to be transparent from both sides but does not impact the security film on all of the at grade windows specified to be applied up to the second mullion. o Vote: Motion made by Nick Wheeler to approve the commitment for Change Order #13, which will increase the CTA Contract sum by the amount of $32,183.08. The motion was seconded by Elizabeth McAndrews. All present were in favor and the motion passed. o Vote: Motion made by Joan Liporto to approve the commitments for the playground footing modifications, which will increase O’Brien and Son’s Purchase Order amount by $19,680.00. The motion was seconded by Nick Wheeler. All present were in favor and the motion passed. o The following invoices were submitted for approval: Vendor Invoice # Invoice $ NV5 318915 $ 20,000.00 DiNisco Design 9752 $ 49,959.00 BSC Group 9153157 $ 779.03 CTA Construction Pay App #22 $ 1,080,449.64 Total Warrant Value: $ 1,151,187.67 o Vote: Motion made by Nick Wheeler to approve the invoices listed above in the total warrant value of $1,151,187.67 as presented. The motion was seconded by Joan Liporto. All present were in favor and the motion passed.  Page 4 of 5 5. Update on Construction Progress: o NV5 provided a general update on the construction activities since the last meeting, summarized as follows:  Project schedule update from CTA is expected in advance of the OAC meeting next week.  Site work will be re-mobilizing in the coming weeks as weather conditions allow. This will include a focus on proceeding with the playground footing installation coordination scope included in the change order.  Interior finish work is progressing in the classroom wing, from the ground floor up and following in the admin wing. The ground floor classrooms may be ready for architectural punch list soon and will then be locked up to prevent any issues.  Some of the more recent finish work to commence is the acoustical and tectum panels, stainless steel railings at stairs and 2nd floor slab edge and wood flooring for the gym is expected to be delivered shortly.  Kitchen equipment has been delivered and is in process of being installed and connected.  Interior storefront is progressing.  Equipment startups are progressing with the generator having been completed last week and the boilers scheduled for next week.  All of the various exterior cladding systems are also progressing including the metal, phenolic and cement panels and the final curtainwall section at stair C.  The FF&E procurement is in process, with the bids coming in over budget, but the design team is reviewing options with the school district to get it more in line. Two meeting may need to be held in April in order to get the furniture commitments approved. o NV5 noted that there is about $150k of other pending PCOs not included on this month’s change order that are awaiting responses to review comment. o A question was posed regarding whether or not alternates for the ware wash could be pursued if contingency funds remain. NV5 noted that this would be up to the committee, but recommended holding off until all other risks are resolved. o Peter Hoyt asked if any of the FF&E cost reduction measure cause any great pain. Elizabeth McAndrews indicate that they are things they can live with and noted that eliminating the exercise bike was an easy decision. o Joe Spencer asked for an update on whether or not there still be additional excess soil required to be hauled off site. It was noted that an additional 800 to 1,000 CY of soil remains to be excavated at bio- retention area 1 as well as the stockpile and additional cut where the trailers were located with only limited remaining areas to reuse.  Page 5 of 5 6. Proposed Next Meeting Date The next meeting of the AESBC will be on April 27, 2023 at 6:00 PM, however an earlier special meeting may need to be convened for approval of furniture commitments. It was agreed that the special meeting date of March 30, 2023 at 5:00 PM would work best for the Committee. 7. Other Business Bruce McBrien asked if future meeting will be able to continue as virtual with the expiration of the current Covid related provisions. It was noted that there is pending legislation to provide for remote public meeting provisions to be extended beyond the current expiration of March 31, 2023. Mayor Gove noted that School Committee members toured the building on Monday and some photos were shared on Facebook. It was also noted that the final neighborhood meeting will be held April 12th at the Cashman School. 8. Adjournment o Vote: Motion made by Nick Wheeler to adjourn the meeting at 6:58 PM. The motion was seconded by Joe Spencer. All were in favor and the motion passed unanimously. -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.