Woodrow Wilson Building Committee

Committee Members Committee Staff Councilman Gene Nocera, Co-Chair Dr. Michael Conner; Superintendent Councilwoman Jeanette Blackwell Co-Chair Marco Gaylord; Director Operations Councilman Philip Pessina Vice-Chair Elise McDermott; Finance and Budget Kristy Byrd Peter Staye; Director Facilities Sheila Daniels Erin Thazhampallath; Secretary John Giuliano Richard Pelletier John Phillips Theodore Raczka Stephen Zarger Anita Dempsey-White Meeting Minutes ***Online WEBEX*** Woodrow Wilson Building Committee Monday, November 23, 2020 6:00 P.M Members Present: Councilman Gene Nocera Councilwoman Jeanette Blackwell Councilman Philip J. Pessina Stephen Zarger John Giuliano Sheila Daniels John Phillips Theodore Raczka Members Absent: Kristy Byrd Anita Dempsey-White Richard Pelletier Staff Present: Peter Staye; Director Facilities Elise McDermott; Finance Erin Thazhampallath; Secretary Others Present: Hristo Miljovski, Project Engineer, O&G Industries Joe Vetro; Project Manager, O&G Industries Mark Jeffko, Project Exec, O&G Randall Luther; TSKP Mary-Lynn Radych; TSKP Michael C. Scott; Senior Architect, TSKP 1. Councilman Gene Nocera, Co-Chair calls the meeting to order at 6:05pm. 2. Councilman Gene Nocera calls for a Motion to Approve the Meeting Minutes of October 26, 2020.​ ​Motion by Councilman Philip Pessina and seconded by Stephen Zarger to approve the minutes of the meeting of October 26, 2020. Correction made by Councilwoman Jeanette Blackwell to correct page 4 of the Meeting Minutes to change the Fiscal Year indicated by the BOE to FY21/22 and not FY 22 and a spelling error is also noted for correction. Motion Passed Unanimously. 3. Public Comment: ​No members of the public present. 4. Construction Updates and Action Items: 4.1 Workflow Status: In Progress A. O&G Status Update:​ Joe Vetro; Project Manager, presents to the Committee the Monthly Progress Report. We are showing the project completed at 54% and the contingency and total funds available has gone down by roughly $25,000.00. ● Items for approval Owner Contingency Items: PCO #73​ Gas Meter Pad for a total of $7,299.00. The plan was to have the gas meter mounted on the building. Eversource made the decision that they wanted it on an actual pad itself. We had to use their details for this pad and the total cost was $7,299.00. PCO #76 ​Pipe and Transformer. We were putting in a new transformer for the power relocation. We ran into a couple underground unmarked utilities and we had to relocate those pipes to work around the new transformer for a total cost of $2,235.00. ● Items for approval CM Contingency Items: PCO #70​ Temporary Roof Protection. To allow for the roof to be installed and finished we had to put in a ply wood framing over the rooftop unit locations due to the fact that we didn’t have the material at the time. This was a total cost of $9,535.00. PCO #71​ Break-Metal @ Ext. Columns & Windows. The plans indicated these pieces of break metal in the exterior wall however we did not have the specification and it was not assigned by O&G to any specific trade. The cost is $12,000.00. PCO #72​ Temporary Wash Sinks. Due to COVID we are having to maintain these wash stations for the guys to wash their hands during the day. The cost to relocate those to a permanent location is $1,397.00. PCO #74 ​Water Hammer Arrestor Access Doors. These doors were added in as a request from the town for a long term maintenance solution for a cost of $1,010.00. PCO #75 ​Temporary Site Signage. We added some signage around the building for security and for organizing the trades. The total cost is $1,394.00. PCO #77 ​Exterior Wall Change, Conn Acoustics, Joe Capasso Masonry. This is offsetting charges between trades. We eliminated a masonry section and we added in a metal stud framing on the exterior wall. The add of $4,600.00 was offset by a credit. PCO #78​ Back-Charge - Cost for Taping Exterior Wall Joints, Joe Capasso Masonry, Conn Acoustics. This was a back charge between the same trade contractor as PCO 77 for the cost of taping. The dry wall contractor owned the taping of the exterior frame wall but due to warranty related issues the mason had to do that work. The add of $20,000.00 was offset by the credit. Councilman Gene Nocera states that the Subcommittee has reviewed and vetted all of these items. Stephen Zarger asks Joe Vetro if the piping issue was identified to make sure there would be no issues later in the project. Vetro states that the pipes were clay pipes and they were not able to determine if they were even active. O&G researched everything and those pipes were not on any plans. They rerouted the pipes, keeping the pitch, and reconnected it around the transformer base. Joe Vetro states that the project is moving along very well. The biggest hurdle that we have is getting the temporary heating up into the building. Councilwoman Jeanette Blackwell has been working with Eversource as well to get the permanent power turned on into the building. It looks like that will happen tomorrow depending on Eversource. We are also working with Eversource on getting the gas service into the building. Councilman Gene Nocera states that the Budget Committee is thrilled as they look at the contingency balances that remain stable. He congratulated O&G and TSKP and the staff involved in vetting the Change Orders that we are not compromising quality while still maintaining the Contingency. We may be at a point in the spring where we can add things that were not included. Councilman Gene Nocera calls for a motion to approve a Budget Transfer and Change Order for PCO #73 and PCO#76 for a total of $9,534.00 against the Owner's Contingency and approval of PCO #70,71,72,74,75,77,78 against the CM Contingency. Motion by Councilwoman Jeanette Blackwell and seconded by John Phillips. Motion passed unanimously. B​. TSKP Status Update: ​Michael C. Scott; Senior Architect, TSKP. a. We are bringing forward an action item for Theater consultant NextStage to provide additional documentation and field support for Auditorium Lighting for a total cost of $5,000.00. This is an additional fee to help facilitate the theatrical lighting in the auditorium. This is a scope of work that was bought early in the project so it could be integrated with the bricks and motor portion. This is the high stage lighting that is up for  productions and performances. We have been working with the BOE to save some money by using some existing lighting from the building that we will move over. This fee is to provide a turn key delivery for the town on this specialized lighting. It will generate a specific light design plot that will allow for the new and reused lighting to be installed and then they will bring a group of technicians out to the field to tune the lighting to get the base line set up as it is intended to be used. As an additional field support they submitted to us an additional service for $5,000.00 to do this. TSKP would recommend that the committee purchase these additional services. Councilman Philip Pessina makes a motion to approve a Change Order and Budget Transfer for an additional service of $5,000.00 for Theater consultant NextStage to provide additional documentation and field support for Auditorium Lighting. Motion seconded by Councilman Gene Nocera. Motion passed unanimously. 5. Financial Report​: 5.1: Financial Update: ​Elise McDermott; Financial report and update. McDermott addresses four items on the Expenditure Update Financial report that she would like an update on. These four items are outside of the budget and have been sitting out there for many months. One of these items is the South Fire Area of Rescue proposal estimate of $16,000.00. We voted to do that back in May but nothing has happened yet. We voted on the TSKP Underground Utilities Milone and MacBroom for $4,620.00 back in January. Is that going to have a Change Order and Budget Transfer; same with the TSKP new Electrical Services. These were approved and are just sitting there. Joe Vetro states that he will touch base with Elise on these items and he will answer her questions. McDermott asks where the additional service of $5,000.00 for the TSKP Theater Consultant will come from. We have to figure out where on the budget to pull that from. Councilwoman Jeanette Blackwell asks Joe Vetro if that money will come from the Owner's Contingency. Joe Vetro states that it would be a TSKP Change Order and will come out of the Owner's Contingency. 5.2: Invoice Approval: Motions read by Councilwoman Jeanette Blackwell A. Motion by Councilwoman Jeanette Blackwell and seconded by John Phillips to approve O&G Invoice #16 in the amount of $3,333,021.87. Motion passed unanimously. B. Motion by Councilman Gene Nocera and seconded by John Phillips to approve Eversource Trailer Utility Bill 10/28/2020 in the amount of $561.29. Motion passed unanimously. C. Motion by Councilman Philip Pessina and seconded by John Phillips to approve Eversouce New Meter Utility Bill 10/28/2020 in the amount of $3,207.34. Motion Passed Unanimously.  D. Motion by Councilman Philip Pessina and seconded by John Phillips to approve the Committee Secretary Timecard October - November 2020 in the amount of $262.50. Motion Passed Unanimously. E. Motion by Councilman Gene Nocera and seconded by John Phillips to approve the Committee Finance/Budget Timecard October - November 2020 in the amount of 14 Hours. Motion Passed Unanimously. F. Motion by Councilman Philip Pessina and seconded by John Phillips to approve TSKP Invoice #30 in the amount of $36,594.00. Motion Passed Unanimously. G. Motion by Councilman Philip Pessina and seconded by John Phillips to approve the Electrical Easement Bill/ Attorney Balaban Invoice #52928 in the amount of $2,213.00. Councilwoman Jeanette Blackwell addressed this item. Tomorrow Eversource will hopefully be on ground to bring electricity. This amount is over by $13 which is a small fee. Councilman Gene Nocera thanks Councilwoman Jeanette Blackwell for all her work on this item. Motion Passed Unanimously. 6. Discussion: 6.1: Innovation Lab Update: Joe Vetro states that the contractors are starting and continuing this work and this is all going well. We are moving along very well and trying to catch it up and bring it up to where the other areas are. 6.2: Community Recreation Facility Update: Fiber connection, conduit & hand holes, to Community Center. Councilman Gene Nocera states that the bond was passed in the November election and that is good news for the old gym and pool area. This project will go through the public works commission and the recreation department. We have met with O&G and soon will be meeting with TSKP to coordinate this project so that we are not interfering with one another. This is all good news for the project and the community. Michael C. Scott states that it is his understanding that there is a desire for the two buildings to have the ability to talk to one another through a fiber connection. Given the scope of work under the O&G current contract, which includes the repaving of the drive between the two buildings, it may make sense in the TSKP contract here to document a couple of empty conduits. These conduits would be from the main electrical or IT room up the hill and at least brought across the proposed driveway between the buildings. Nocera states that there is a meeting coming up soon and they will coordinate those pieces. Peter Staye asks if we are directing O&G to get that done now or are we going to offer them direction on how big a conduit and where to locate it. Scott states that he believes the thing to do would be for the TSKP engineering team to issue an ASI that O&G can price and TSKP will bring it forward to the committee for a change order to be voted on. 6.3: Neighbor request for publication of site plan –PR/media update or display on fence at jobsite. Councilman Philip Pessina states that this was brought up by a neighbor to the construction site with a request to update the website and a little more PR on the landscape plans from different viewpoints. Pessina states that we will work on that with the chairs and the subcommittee. Mary-Lynn Radych; TSKP states that this topic originated from a neighbor who is directly near the stie. A lot of her questions stemmed from what the site will look like when the existing building is gone. The neighbor would like to understand what the site would look like. We have published a lot of views of the building inside and out and she was appreciative of that but there was uncertainty of what this would look like from her viewpoint and it was a good call and a good question. Radych states that we have existing documentation of the landscape plans, TSKP will look at those plans, but there are a lot of plans produced that can be put out for publication. The neighbor was interested in visualizing the plans from the viewpoint of behind the school. John Giuliuano asks if it is possible to give her a view and look from her perspective. Randall Luther states that he was a view that is very close to what she will see. Luther states that if we get the views that are already out there and get that up on the website that will go a long way. Councilman Gene Nocera makes a comment that we agreed that sometime soon we would take a walking tour of the site just to see the potential issues that we would have to address when the construction fence is removed and we want to be ready as those issues arise. Sheila Daniels states that she also believes it is important to get that information out to the public and to be ahead of the game. As things are evolving and changing it would be good to give the community that updated information. 7. Motion by Councilman Gene Nocera and seconded by Councilman Philip Pessina to Adjourn the meeting at 6:50pm. Motion passed unanimously. Respectfully Submitted, Erin Thazhampallath Recording Secretary