Joint Special School Building Committee

JOINT SPECIAL SCHOOL BUILDING COMMITTEE THURSDAY, JANUARY 27, 2011 NHS NORTH BOARD ROOM A meeting of the Joint Special School Building Committee was held at NHS North on Thursday, January 27, 2011. Alderman Tabacsko called the meeting to order at 7:05 p.m. Alderman Tabacsko recited the prayer, and Mr. Hallowell led the Pledge of Allegiance. Present: Alderman Chasse, Alderman Cox, Alderman Flynn, Alderman McCarthy, Alderman Tabacsko, Alderman Vitale, Mr. Dowd, Mr. Haas, Mr. Hallowell, Mr. Ryder Also Present: Mr. Smith, Mr. Donovan Previous Meeting Minutes Approval Alderman McCarthy moved that the previous minutes of the JSSBC meeting held December 16, 2010 be accepted and placed on file and the readings be waived. So Voted. Remarks by Chairman Alderman Tabacsko Thank you everyone for coming out. There is some tough weather, but we have some things that need approval tonight. Committee Reports Alderman McCarthy moved that the minutes of the Construction Projects Committee meetings held on Thursday, December 16, 2010 be accepted, placed on file and the readings waived. So Voted. Alderman McCarthy moved to suspend the rules to allow for an oral report of a meeting of the Construction Projects Committee held earlier this evening. So voted. Alderman McCarthy The Construction Projects Committee met earlier this evening and took the following actions: We voted to recommend the contract for Mechanical Work to Eckhardt & Johnson, the low bidder, for a cost not to exceed $1,108,582; to award the Electric contract to Stellos Electric, the lower bidder for a cost not to exceed $230,435; to award the Hazardous Material Abatement contract for an amount not to exceed $25,000 with $17,800 for known abatement and $7,200 for unplanned abatement; to award Hazmat Abatement Planning & Monitoring contract to Desmarais Environmental for a cost not to exceed $25,000 with $16,325 for known abatement and $8,675 for unforeseen abatement; to award Commission Services contract to CX Associates for an amount not to exceed $43,400; and for Relocation of IT Cabinet to Inspired Technology on a time and material basis for a cost not to exceed $5,000. ALDERMAN McCARTHY MOVED THAT THE JSSBC CONCUR WITH THE BID AWARD RECOMMENDATIONS MADE AT THE 1/27/11 CONSTRUCTION PROJECTS COMMITTEE MEETING. JSSBC COMMITTEE MEETING January 27, 2011 Mr. Hallowell Does this represent all the contracts that would be executed for it? What’s the total amount that we’re… Alderman McCarthy This is probably about half. There are some more coming up next month. Mr. Hallowell So will this enable us to start moving forward with things? Alderman McCarthy This will enable with us to get started. In fact the IT relocation is expected to have happened by the time we have our next meeting. Voting on Motion: ALDERMAN McCARTHY MOVED THAT THE JSSBC CONCUR WITH THE BID AWARD RECOMMENDATIONS MADE AT THE 1/27/11 CONSTRUCTION PROJECTS COMMITTEE MEETING. SO VOTED. ALDERMAN McCARTHY MOVED TO APPROVE PAYMENT TO TURNER BUILDING SCIENCE AND DESIGN IN THE AMOUNT OF $45,628.00. SO VOTED. Alderman McCarthy Now that we’re up to the construction stage of the project, typically we have extended some authority down to deal with items that come up on a daily basis of an emergency or urgent nature, without having to get JSSBC to meet. ALDERMAN McCARTHY MOVED TO EMPOWER MR. SMITH TO APPROVE CHANGE ORDERS UP TO $5,000; THAT ALDERMAN McCARTHY AS CHAIR OF THE CONSTRUCTION COMMITTEE BE EMPOWERED TO APPROVE CHANGE ORDERS UP TO $20,000; AND THAT THE CONSTRUCTION COMMITTEE BE EMPOWERED TO APPROVE CHANGE ORDERS UP TO $100,000 FOR ITEMS OF AN EMERGENCY OR URGENT NATURE. Mr. Hallowell So does this include making decisions that would reduce the total amount? Does this allow you to make a change that would save some money by not doing something? Alderman McCarthy Since the total authority is up to a positive number, reductions are below that since they are negative change orders and would be included. Mr. Hallowell Well are we giving the authority to cut a wing of a school? I mean the way it’s worded and the way you just told me it should be interpreted. Alderman McCarthy I certainly think you don’t want to restrict that. But you also have to understand I’m not going to do that, and neither is Mr. Smith or the Construction Committee. 2 JSSBC COMMITTEE MEETING January 27, 2011 Alderman Tabacsko The project has got a definition. Alderman McCarthy There’s no authority in there to change the scope of the project. We do anticipate there will be some negative change orders. Mr. Hallowell I certainly hope we would consider both positive and negative changes. Voting on Motion: ALDERMAN McCARTHY MOVED TO EMPOWER MR. SMITH TO APPROVE CHANGE ORDERS UP TO $5,000; THAT ALDERMAN McCARTHY AS CHAIR OF THE CONSTRUCTION COMMITTEE BE EMPOWERED TO APPROVE CHANGE ORDERS UP TO $20,000; AND THAT THE CONSTRUCTION COMMITTEE BE EMPOWERED TO APPROVE CHANGE ORDERS UP TO $100,000 FOR ITEMS OF AN EMERGENCY OR URGENT NATURE. SO VOTED. Alderman McCarthy Similarly we had some discussions about the remaining bids. If the JSSBC concurs, I’d like to extend the authority to the Construction Projects Committee to award bids within the budget numbers that are in the existing budget. I’d like to be able to move forward once the bids are selected. Alderman Tabacsko And in that you would anticipate the same thing, where this would be formalized at the next JSSBC, but after the fact. Alderman McCarthy Yes. ALDERMAN McCARTHY MOVED TO EXTEND AUTHROITY TO THE CONSTRUCTION PROJECTS COMMITTEE TO AWARD BIDS WITHIN THE BUDGET NUMBERS THAT ARE IN THE EXISTING BUDGET. SO VOTED. Comments by Members of the Public None. Comments by Committee Members Mr. Dowd Over 10 years ago we went forward with this project to the Aldermen. And I’m glad to hear we’re are finally replacing these boilers before they fail. Mr. Hallowell What is the slated end date for this? When do they think they’ll be done if things go on schedule? 3 JSSBC COMMITTEE MEETING January 27, 2011 Mr. Smith They’re still working on the phasing program. But the last time I talked to them it was in the February 2012 timeframe. Alderman McCarthy The intent is to get the major demolition and reconstruction in the common spaces done over the summer break. And then phase the classroom wings over the succeeding school year. Mr. Hallowell It’s good that we’re finally doing this. And it’s good that there was some delay, because we got more use out of those boilers saving us dollars. I think we have a pretty good plan to move forward now. I know the staff at Fairgrounds is looking forward to having a system that functions far better than they’re used to. Mr. Hallowell moved to adjourn. So voted at 7:24 p.m. Submitted by Jacki Waters 4