Woodrow Wilson Building Committee

New Middle School Building Committee October 28, 2019 Special Meeting Amended on November 6 Present: Mary Bartolotta, Chris Drake, Kristy Byrd, John Giuliano, Sheila Daniels, John Phillips, Steve Zarger, Phil Pessina, Rich Pellitier. Absent: Ted Raczka, Gene Nocera Also Present: ​Peter Staye, Facilities Director, Marco Gaylord, Director of Operations and Fine Arts, Dr. Michael Conner, Superintendent of Schools, ​Randall Luther, TSKP; Mary lynn Raditch, Dan Hetzler, O & G; Hristo Miljovski, O & G and nomembers of the public. Meeting Called to Order The Chair calls the meeting to order at 5:35 p.m. Minutes Approved Phil Pessina moves to approve the minutes of the October 10, 2019 meeting and Steve Zarger seconds the motion; there is no discussion. The vote is called and it is unanimous to approve. Financial Motions: TSKP Inv. 17: Randall Luther states this is for the construction documents. John Phillips moves for approval to payu TSKP Invoice 17; Rich Pellitier seconds. There is no discussion. The vote is unanimous to approve the payment. O & G Invoice 3 for Phase I: Ken Biega states this is for ending of September and it is finalizing the bills for August. John Phillips asks if agenda item and the invoice are the same; Staff responds yes. Peter Staye asks if this is all. Dan states there is $225,000 left. Peter Staye asks how much for Dinto is left. The response is $41,787 and retainage. John Phillips moves to pay O & G Invoice 3 for approval in the amount of $419 983.72. Phil Pessina seconds. Elise McDermott states the payment is correct. There is no further discussion. The vote is called and it is unanimous to approve. Elise reviews the budget statement and states it is status quo; she will process bills for O & G Invoiced 2 and TSKP 16; today we put through the budget transfer. She discusses processing O & G PCO’s and TSKP’s Milone and MacBroom. Mr. Hristo Miljovski, O & G, reviews Change Orders for 10, 11, 12, and 13. #10 is miscellaneous items including temporary fence and six construction signs and 80 additional parking spaces and cones and this comes from our contingency. Phil asks $70 a cone. John Phillips states that is an accurate price. 1 Dan states there are different types of traffic cones. Hrisoto states the cones are $39.50 and $60 is hourly rate of the foreman. PCO 11 is miscellaneous items in the school includes signage allowance. He included $3,564 from the contingency. Signs were added and they provided them. Final cleaning of library and classroom and we had to do it after demo. They removed an old ramp and they had to pour a slab for the electric room and it comes from their contingency. There were missing blinds and it comes from contingency. Some work was done on Sunday to maintain the schedule. Middle wall was part of the design and old design was open and it was for accoustical performance and to prevent sound into the science area. They split a room into two parts; exterior cleaning and electrical room and boiler. --they did extra cleaning. Closure of the electrical room and it was code and they provided and they removed a new door and arranged for an old door. All these changes are from contingency. No. 12 is adding vision kits for six doors. They administration did not like the solid doors and the administration wanted vision. Phil asks if it is installing window in the door. Hristo states yes. The last one, 13 is miscellaneous items 2 and we installed four panic devices at the entrance doors at the admin area; it was not clear what we were to provide. We had to get the same set up as it was on the old school. Carpeting in temporary classroom was not included - comes from our contingency. They did work in a temporary classroom, 3 doors and locks according to building inspector so the door can open from the inside, but not the outside. Phil asks these are not the classroom doors; phil asks if they can lock on the inside. You can go out but you can’t go in. Kristy Byrd states there are doors that can​not​ be opened from the outside. John Giuliano asks if the carpeting was floating or glued down. Hristo states it is the same as the guidance. Hristo reinstalled the tabs on the carpet. Hristo added room intakes - they were loose and not used and the wind could take them so we took them down and fixed it. Principal office we had to provide a new door and the door had asbestos so it had to be removed after it was damaged. The last is contingency. Hristo states only the vision lights in the doors will have to be added to the project. Phil Pessina moves to accept the PCO’s John Phillips seconds. The vote is called and it is unanimous to approve the PCO’s as presented. John Phillips moves to transfer frunds $2827.00 from fund balance into the Phase I Construction line item. Rich Pelletier seconds the motion. The vote is called and it is unanimous to approve the transfer. O & G Dan talks about the release of our first bid awards; they have good bid numbers, but we are not going to ask for a bid motion. Only about 40% of bid value has been received to date and we are on the line we are within $53,000 with the estimated budget. The bottom line is we will not ask for a motion today. TSKP update. Randall states we finished our documents and went out to bid and have been answering questions and the other thing that occurred is the peer review and that is completed and comments were received and forwarded to our structural engineers and based on comments, everything is good. 2 In general the comments were questions; they wanted confirmation of certain things. It was clarifications that will help with the bid. It documented certain things. Mary Lynn has been dealing with a lot of interest from the bids. Phil asks how many companies are looking to bid. Dan doesn’t have the bid spreadsheet; it is a good time to be out. As a representative sample, we have received an average of four bids. I have a list of all those who responded and a list of bids still out. There are some that are specialized trades. We do put out packages for the specialized trades for firestopping, lockers, elevators, painting. Other than that the representative trades, we had good coverage. Chair states with PLA going out to bid and you don’t get enough bids can you drop the PLA. Dan responds no. Ken states we call the different unions and ask that they get their members out to bid. We got some great interest in the first go round. Painters, it is hard to get them to bid. Phil states you are on record that you try. Ken if we don’t get enough bids, we can rebid it. O & G update: Dan states we did pull in the packages and we pushed off the initial date on the 17th for sitework, concrete and steel and needing time to respond to questions we pushed back the opening date. We have another bid date on Thursday and will bring in all millwork and general trades but we will push some of them to the 7th. We collected bid across the street and went to the chamber for a public opening. What we are sharing is the raw results. The Bid Package is concrete and had 5 bids and the spread was tight and an apparent low bid. The first step is to receive the bids and we go through each to make sure the proper papeerwork is included and the status that they can do the work, they are qualified and then make phone calls and see if they covered the bid. They then do a scope review. They had their first one on the site work. It was Mather Corporation for sitework; we had a good scope of work meeting. We sat with Universal concrete and they did cover the scope of the project. If they didn’t, we would then go to the next lowest bidder. The steel package, 2.05, the apparent low bid is Schenectady Steel and we will schedule a scope meeting. Ken discusses what they do once the bids are received; we discuss with all the bidders when the dollars have a bigger spread in the bids. Phil Pessina asks if they have the steel on site because we had an issue of availability of steel for our pump station. Dan states that is all part of the scope review. Fire Protection they are happy with the cluster of bids they are happy with Wolverine; Plumbing is a little low with Eastern Energy and they will discuss with her their bid. HVAC they have a little spread but we have a solid contractior with our $10.8 million number. Peter Staye asks about Alternate 8. Dan states we have roughly 40% behind us in the bids and representing the apparent low we are within $53,000 of the estimate. The base bid is a standard installation system. Peter Staye states welded steel doesn’t leak. In this building you will have about 50,000 joints and welded ones don’t leak. Dan states the purpose of alternates is to keep the budget within your costs. Sheila Daniels asks about sitework. Dan they are discussing piping that carries hot and cold water in the building and we are discussing the joints and you can weld them or clamp them. Question asked about combo bidding; Dan states low bidders on each package are cheaper. Dan states where we stand is the estimate recap. The first two pages are the total cost summary. The far right column is costs reflected today. He discusses the doument. Reflecting the numbers to date. Bid numbers are in green and the variances. Peter Staye Page 2 utility fees, poles and aerial cables is that from Eversource to rewire to the school Dan states it is relocating poles from west side to east side of Hunting Hill. If we go with an 3 aerial it would be $70,000 ad tack on the smaller utilities on the pools and that i what it is earmarked for. Within the bid packages is a set aside for bringing power into the building and that is $26,000 to bring power to the building. Dan states three poles don’t work well with bus drop off and we tried to convince Eversource to put the wires underground, but they said that is not the right way to go. We had discussions of exact locations of the poles and we can potentially move it all the way around the building coming from Garfield along the back side and bring it back to Hunting Hill. There is a possiblility that we can go underground. They flatly refused but because of the face to face meeting there was some renewed interest. The lines have to be moved. John Giuliano states when they moved the poles, you have to think about the pool for the chemical feeds and it will have to be professionally opened. So you have to take into consideration of Park and Rec schedule. Dan states we work with Eversource directly and it shows it as owner’s cost. The bill is paid by this committee directly. Eversource dictates their time for shutdown. Agreement set up to reiterate power and heating fuel costs is something the city wanted to purchase directly so we will need to do some direct costs for power services and usage there will be a purchase order setup and dedicated and the funds will need to be earmarked like relocation of the poles and the $150,000 is your utility costs. Those costs won’t run through the manager, but through the City. Dan states as releasing contracts and moving into construction Phas,; we weren’t going to begin work untill 11/25, we need to have bid results and release of trades. Chair asks when this will be ready. Dan asks if they can meet the 14th of November. Dan states he will have the nubmers a week from today. He would like to release the contract ahead of them and you will know 85% of the bids. November 6. Wednesday November 6 at 5:30 here. He will need another meeting in early December. Phil moves to meet Dec. 12 John Phillips seconds the motion to have the meeting on Dec. 12 at 5:30 Steve, John Phillips, Phil, Sheila, John Giuliano, and Rich, agree to both meetings. Dan will thave all vendors scoped and prepared for your review. Chris Drake states if we meet on the 6th and approved and you can begin work. The committee agrees to cancel the meeting of Nov. 28th Dan introduces another team member. Dan will stay with project. Joe Vetro will be project manager Phase II and Hristo will be the manager on site and Brian McCuda. Chair asks where Dan is going. Dan is in preconstruction and Mr. Jepko states Joe will manager the day to day. Chair asks committee members John Giuliano, Phil Pessina, and Rich Pelletier as the subcommittee to review change orders and the , Chair asks John Giuliano to be Chair of the subcommittee; she asks Dan what the subcommittee has to do. Mr. Jepko would like to meet a week before the regular meeting and go through the scope of work and what it entailed and the pricing and come to an agreement with that number so it goes through committee easier. Rich Pelletier asks where the meetings will be held. They will on site. 4 Meeting adjourned Chair asks for a motion to adjourn John Phillips so moves and Rich Pelletier seconds. The vote is called and it is unanimojus. The Chair adjourns the meeting at 6:47 p.m. Submitted by: Marie Norwood 5