Amesbury Elementary School Building Committee

By City Clerk at 8:59 am, Jun 01, 2023 Amesbury Elementary School Building Meeting Minutes Committee (AESBC) Date: April 5, 2023 Location: Virtual Time: 5:00PM 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 5:02 PM. o The meeting was held under the supplemental, combined spending and borrowing bill extending certain pandemic-related provisions, including remote local government meeting authorizations, signed into law on March 29, 2023 by Governor Maura Healey. 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 4 3. Approval of Commitments and Invoices o The following commitments were submitted for approval: Vendor Description Value COR Office Furniture $ 153,136.00 Activity tables Bookcases Hertz $ 230,322.10 Tech podiums misc. equipment Art room Kiln, Nurse equipment carts Johnson $ 54,231.00 misc. art, office & maintenance equipment ISN chairs Area rugs, beanbags Lakeshore $ 69,513.44 Misc. Pre-K & K equipment Art, OT/PT & PE equipment Monitor Art & STE tables $ 17,513.38 Student desks RH Lord Cafeteria tables $ 99,631.81 Assembly chairs Student chairs Student stools Teaching easels WB Mason Teacher desks $ 168,990.00 Media Center shelving, book carts & soft seating Steel shelving Wenger Music Room flipforms $ 6,586.75 BSN PE Equipment $ 1,988.83 Apple, Inc. 6 Additional iPads for STEM Classrooms $ 2,387.70 Total Commitments: $ 804,301.01 o NV5 noted that the FF&E items includes the awards to the various vendors for the complete scope. A tractor for snow removal is an additional item that is not included and will be considered at a later time when options have been evaluated. o DiNisco noted that the scope was bid out in two packages and summarized the vendors that bid on the project. Some bid on furniture only and not equipment as some of the equipment is specialized. The intent is that when the school opens, it will be fully outfitted including any items coming from the existing school. The total cost had to be kept within the budget established a few years ago during Schematic design. The bid scope was put out based on the basis of design and alternates from bidders were considered to ensure best value, with some savings incorporated for desks, chairs and cafeteria tables.  Page 3 of 4 o A value management exercise was undertaken to make sure the scope was appropriate for the program requirements and some reductions were able to be made to quantites in some cases to bring the cost down further. o Nick Wheeler asked what changes were made from the summary that was distributed last week. DiNisco noted that further adjustments to quantities and alternates were made upon further review of the details. o It was noted that the kitchen smallwares cost is now in the recommended award value since last week and the cost was reduced from $9,800 to about $6k following additional review with the cafeteria consultant. o It was clarified that the tractor was not specifically included in the original budget, but in reviewing sample lists from other projects it was identified as a need due to the expanse of paved playground surface and sidewalk areas on the site. It was noted that this would be in addition to the two snow blowers included in the currently recommended scope award. It was discussed that Public Works clears the driveways and parking lot but not the sidewalks. As the paved playground area would likely be cleared by DPW as it is part of the emergency vehicle access route the paint application should be reviewed as plowing has been harsh on painted crosswalks throughout the City. Elizabeth McAndrews noted that there is a lot more sidewalk than they had in the past, so a more realistic sized piece of equipment would be helpful from a labor perspective. It was agreed that purchasing of snow blowers should be held off until the snow clearing needs and best equipment to meet them are further evaluated. o Vote: Motion made by Elizabeth McAndrews to approve the FF&E Commitments, except for the snow blowers, for a total value of $801,913.31 less the value of the snow blowers. The motion was seconded by Joan Liporto. All present were in favor and the motion passed. o Vote: Motion made by Joan Liporto to approve the Technology commitment for Apple, Inc. in the amount of $2,387.70. The motion was seconded by Marisa Batista. Nick Wheeler recused himself from participation due to a conflict of interest. All present were in favor and the motion passed. o The following invoices were submitted for approval: Vendor Invoice # Invoice $ Apple, Inc. AL14808925 $ 114,976.80 Total Warrant Value: $ 114,976.80 o Vote: Motion made by Elizabeth McAndrews to approve the invoice listed above in the total warrant value of $114,976.80 as presented. The motion was seconded by Joan Liporto. Nick Wheeler recused himself from participation due to a conflict of interest. All present were in favor and the motion passed. 4. Update on Construction Progress: o NV5 provided a brief update on the construction activities since the last meeting, summarized as follows:  Page 4 of 4  CTA submitted a schedule update yesterday, which is projecting substantial completion of the building on May 12, 2023 with some site work associated with the playground installation and final paving extending into late July.  Site work has re-mobilized and good progress has been made with the final grading, including all remaining excavation work along the exit drive and at bio-retention area 1 and on site reuse of the majority of the remaining excess soil.  Finish work is progressing up through the building with punch list review beginning this week with ground floor classrooms.  Nick Wheeler asked for clarification on bio-retention basin 1 progress. It was that it is largely complete with the reuse mound to the north now complete, except for completion of loam cover and seeding. o NV5 noted that we are continuing to push for resolution on as many pending changes as possible by the April 27th meeting. It was noted that there is about $150k of other pending PCOs that are awaiting responses to review comments and there is currently about $485k in remaining construction contingency. o NV5 noted that through incorporating some minor undulations into the grading as well as the mound north of bio-retention area no. 1, the remaining soil has been reused on site. 5. Proposed Next Meeting Date The next meeting of the AESBC will be on April 27, 2023 at 6:00 PM. 6. Other Business Dedication Plaques: Mayor Gove noted that progress has been made on developing designs for the dedication and Sgt Shay memorial plaques. Images will be circulated by email for Committee members to verify their name format and spelling. Nick Wheeler asked about timing for the ribbon cutting ceremony given the current substantial completion date being in May. Mayor Gove noted that the hope is to have it before school is out and get students involved to include artwork, etc. for a lived in feel. One of the driving factors is the FF&E delivery dates, so we will have a more definitive timeline once the awards are made and delivery dates confirmed. Joan Liporto noted that in past project she was involved in, the kids would return in September and the ceremony was held in early October. Nick Wheeler noted that he observed the signing beam being covered up during the tour in December. DiNisco will double check to confirm if it can remain exposed in part. 7. Adjournment o Vote: Motion made by Nick Wheeler to adjourn the meeting at 5:43 PM. The motion was seconded by Joan Liporto. 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.