Woodrow Wilson Building Committee

Woodrow Wilson Middle School Building Committee May 31, 2018 Minutes Present: Chair Mary Bartolotta, Philip Pessina, Sheila Daniels, Gene Nocera, Richard Pelletier, Christopher Drake, John Giuliano, John Phillips, Ted Racka, Kristen Byrd. Also present: Dtr. Conner, Superintendent of Schools and John Cross, Facilities Director; TSKP Ryszard Szczypek and Randall Luther Two members of the Public. Absent: Christopher Bonsignore Meeting Called to Order Chair calls the meeting to order at at 6:04 p.m. and greets everyone. She apologizes for being late. Public Comment Chair opens public comment at 6:07 p.m. Public Comment Closes Seeing no one wishing to address the committee, the Chair closes public comment at 6:07 p.m. Approval of Minutes Mr. Pessina moves to approve the minutes of April 26, 2018; his motion is seconded by Mr. Nocera. Mr. Phillips asks to correct the spelling of his name, with two “l’s; Dr. Conner asks the correction of his name which ends with er; Mr. Szczypek asks to correct his name to read Ryszard Szczypek. The Chair calls for the vote with the amendments. It is unanimous to approve with 9 aye votes. The Chair declares the matter approved. Old Business: Contracts John Cross states the contract for TSKP, is in the Legal Department completing the review and hopefully we will get it in a week. He wasn’t sure if that piece was approved with the final contract. Chair states with Marie following up on the emails, but because of the way we voted on it it was a two part contract and once the state approved it it approved the entire contract and Donna Imme put out a hard copy of approval to TSKP today. We have an email stating that fact so there is no other action that the committee had to take on this, for appendix A and she has been told she doesn’t have to and if any one has a question on Appendix A now is the time to do that. May 31, 2018 Page 1 Mr. Szczypek states they will be doing full services from schematics to the end and it includes consultant services, construction, energy, civil engineering, landscape, furniture and equipment, theater, tech/security, acoustics everything to put the building together. They will bring on consultants and once CM is on board they will monitoring the work . Chair states you are our set of eyes doing the work the way we approved it. Mr Luther yes, they can be on board. Mr. Phillips asks will change order come through the committee. Mr. Szczypek states yes; they will present options on the change orders and that is open to you and the public. Mr. Phillips asks should we develop a threshold if we can’t meet as a committee. Mr. Szczypek states that is a good tool and to form a subcommittee to execute with a limit of $5,000 or 1$00,00 so there is no delay of work. Chair states this is a conversation we did have. New Business Bills: The Chair states this will be a standard item on the agenda RFP: Mr. Cross states there is a draft RFP and he met with Donna Imme, Purchasing Supervisor and met with Randall Luther, TSKP, and it is a pretty good RFP for what we are looking for; will give us what we want and if approved tonight, he will set the dates and times to move it forward. It will be similar format as they did before for the architect RFP; it will be short listed and we will ask questions to choose them. Mr. Pessina asks who will decide the short list. Mr. Cross responds he volunteered last time, but if you all want to do it, you can. Mr. Pessina states Donna vets all the RFP’s; the Chair responds yes. Mr. Pessina states for the project he is on, if we have the list, we looked at all of them and had a score sheet which Donna and you would put together and we established a short list and then we decided from interviews who will get it. Chair states yes; the process is the same and we stick to the score sheet if there are questions. Mr. Pessina states it is to establish the short list. Chair state Donna eliminates anyone that does not respond to all the parts of the RFP and we will break it down to 8 and then we will meet and review the scoring and discuss the top three. The Chair asks TSKP if they want to review the RFP. Mr. Luther passes around a list of owner rep tasks that we passed on to John that should be included in a normal CM contract. To combine owner’s rep, these should be there and the final RFP are in there except the last item to receive the deliveries of FF & E Technology and the custodial staff will be there to do that because we are building on a site where the school is. Mr. Cross states his experience is staff on site, they are in the process of receiving the equipment; they are there anyway and he is comfortable with the group at the school and they will do a nice job for us. The Chair asks for other questions. Mr. Drake asks about the time as far as it takes for RFP to go out and when do we commit to a timeline once the proposals are submitted. Chair states last time, we picked a certain amount of time to respond, 21 days and from there Donna goes through them then presents them to John and myself and John makes his recommendation for the top 6 to 8 if we see that many. We gave two days to interview and 10 minutes or 30 minutes and split it four each day. We May 31, 2018 Page 2 looked at scoring and had a discussion of the top three. We can do it the same way to expedite it so they can put together an appropriate package. She goes a week to review them and we will set days during that time for interviews. Mr. Pessina states you will narrow it. Mr. Cross states he hopes this will be approved and Donna will review tomorrow and set the date. Mr. Phillips approves the RFP as presented; Mr. Pelletier seconds. The Chair calls for the vote and it is unanimous to approve. The Chair states the motion is approved. Letter to Public Safety Directory. Mr. Pessina states he didn’t see this on the agenda. Other committee members state it is on the agenda. The Chair states she sits on Public Safety and has responded to questions regarding the school and security issues and we need to put this letter out stating we will invite them when the time is appropriate and we will move forward and we will have to create a subcommittee and then fully engage them and that is what the letter states. Is there any question. Mr. Pessina asks if it was sent to all three; the Chair states yes. It will go to South Fire and City Fire. The Chair asks for a motion to approve sending the letter. Mr. Pessina so moves, and Mr. Nocera seconds the motion. The Chair calls for the vote and it is unanimous to approve. The Chair states the motion passes. Mr. Szczypek states Randall Lutherl engaged Milone and MacBroom and had a survey done. They pass out a copy of the survey that was completed. The Chair asks if there were any surprises. Mr. Szczypek states the benefit of using this firm is the civil engineer who the City used for the parks and there won’t be any finger pointing if something is missing from this survey. The Chair asks what steps would you recommend to schedule dates for this committee to know what they should be working on next. Mr. Szczypek replies they will set it and put in the milestones for the committee. Chair we want to create a calendar for this committee and we will have to add dates to meet so we are readily available for any discussions and decisions needed to be made. The Chair asks if questions on the survey. Mr. Pessina asks is this is to establish boundary lines. Mr. Szczypek states it is more; it establishes topography utilities, easements, encumbrances. It is actually two parcels; there is a diagonal property line through the parking lot and we will have to address that with P and Z to see if the property line can be eliminated. That will be taken care of in this process. Mr. Luther states they got this today and they checked to see if utilities run through the footprint for the new school and there are not any so that is good news. You won’t spend money to create by-passes. Mr. Cross states we need to locate oil tanks on this. Mr. Szczypek states we need info like that and will have the survey updated. Mr. Nocera wanted to give an update on Pat Kidney Field. Mr. Pessina moves to amend agenda; Mr. Phillips seconds the motion. The Chair calls for the vote and it is unanimous. The Chair gives the floor to Mr. Nocera for the update. Mr. Nocera states they spent a considerable amount of money to divert water from the site but the architect did a fabulous job. Of the $8 million we invested, $1.5 million was for that. We want to work together to be certain the water flow is captured so it doesn’t impact Pat Kidney. Mr. Szczypek replies the people who did calculations for your field will do it for the school site and it should work out. Mr. Nocera states it will be one of the most beautiful multi-use parks in the May 31, 2018 Page 3 State. We were very conscious that this had to fit into the Woodrow Wilson School and we choose the existing colors black and bright yellow and brownstone for the three buildings and black metal benches on the walking trails. There will be a small toddler piece of equipment that will be very bright so I encourage everyone here to be part of the grand opening and we don’t have a date but optimistic it will be in July. The Chair states let me know and we will send out an updated email. Mr. Nocera states the park is surrounded by post and beam and no exterior fencing; it will be wide open to attract community. It will have state of the art lighting. They hope to have WW on the field for their field day on June 15. Mr. Pessina adds as we build this new school those fields will be a direct conduit for the kids. They will do track as well as football and baseball. We will get our return at the high school with these facilities. Mr. Nocera adds soccer and lacrosse and ultimate frisbee are in there as well as Junior Dragon Football. The Chair asks for questions. Hearing none, she asks for a motion to adjourn. Motion to adjourn Mr. Nocera moves to adjourn; Mr. Pessina seconds the motion. The vote is unanimous. The Chair declares the meeting adjourned at 6:38 p.m. May 31, 2018 Page 4