School Building Committee (2020)

School Building Committee (2020) Special via ZOOM App Tuesday September 15, 2020 6:30 PM Committee Members Present: Alderwoman Stacy Gould, Alderman Mark Bettencourt, Alderman Joe DeLucia, Heather Romanski, Gregory Ballassi, Bill Hull, Gerald Martin, Peter Gauthier, Greg Carabine and Kristen Talley. Committee Members Absent: Christine Distasio. Ex-Officio Members Present: Jeff Bringing, Chris LaRose, Senator Cathy Osten, Jamie Bender, Josh Pothier, and Athena Nagle. Citizens Present: Charles Warring, John Koplas and Jeff Gutsfield of Colliers International. I. Call to Order and Quorum: Alderman Bettencourt called the meeting to order at 6:33 PM. II. Approval of Previous Meeting Minutes: Gerald Martin made a motion to approve the August 18, 2020 meeting minutes. Greg Carabine seconded. Peter Gauthier asked if paragraph breaks could be inserted when the subject changed and noted to revise “state instructed” to “state advised” under Item V. Peter Gauthier also noted under Item V it stated “Alderwoman Gould asked if the Committee can’t move forward with the restoration project” and per discussion asked that it be changed to “would not be able to receive state funding for the renovation as new if the City has an outstanding bond.” Peter Gauthier also noted a duplication in Item V to be revised. The motion to accept the minutes as revised passed unanimously. III. Public Comment: None. IV. Presentation by Colliers Project Leader - Jeff Gutsfield: Charles Warring, Jeff Gutsfield and John Koplas presented an example ‘Town of Norwich School Modernization Program;” see attached addendum with presentations. Jeff Gutsfield explained that Colliers International is an owner’s project management firm which represents the interest of clients to manage the building and design of building projects and discussed a similar program conducted in South Windsor. Gregory Carabine asked if the School Building Committee put out an RFP/Q for OPM services would Colliers International be just one of the participants. Alderman Bettencourt stated that was correct and that Colliers International was simply the first firm to reach out so allowed them the opportunity to present for  educational purposes, without any endorsement. Jeff Gutsfield discussed what an OPM could do for Norwich. Charles Warring noted as an early planning point that things can become difficult when multiple referendums are needed to determine what tax payers would support. Discussion regarding State of Connecticut guidelines for new projects and next steps for Norwich occurred. Kristen Stringfellow asked if after securing an OPM would the firm internally conduct an enrollment forecaster and submit format data or if that service is outsourced or the function of an architectural firm. Charles Warring responded that Colliers International would sublet a thermographer specifically to assist in determining if more space is needed or if there is an excess. Discussions occurred regarding individual firms involved with the RFP/Q process. Charles Warring noted that Connecticut does not require the use of OPM services so there was not a timeline on when to engage with a firm however he recommended it be done sooner than later. Kristen Stringfellow explained her experience dealing with OPM’s while serving on the Rhode Island Board of Education projects and questioned how their firm's relationship differed in CT. Jeff Gutsfield responded that their firm would put all the aspects of the project out to bid as a part of the RFP process for the Committee’s decisions and for the referendum. Jeff Gutsfield stated Collier International’s goal is to assist the Committee and be prepared to present on its behalf as well as develop a referendum strategy. Kristen Stringfellow stated she wished to insure tax payers were kept in the loop and open to comment on the project. Gregory Carabine stated the Committee needs to decide which contracting vehicle to use and how much authority they’re looking to allocate. Kristen Stringfellow noted from her understanding an OPM can advise if a scope increase is occurring, if the project is on time, etc. V. Update on legal / bonding state issues: Alderman Bettencourt reported that there were still some questions as to how many referendums would be needed and was awaiting additional information from Attorney Mike Driscoll. Alderman Bettencourt stated he was bringing Senator Cathy Osten into the project early so that she may be able to advocate and assist on the legislative side. VI. Meeting schedule changes / Approval of 2021 Meeting Schedule: Alderman Bettencourt noted that the January and February meeting dates would need to be changed due to a conflict with the City Council meetings those months and that the meetings would be held in Room 335 of City Hall unless they were virtual. Alderman Bettencourt suggested moving the meetings to the fourth Tuesday of January and February 2021. Discussion ensued. Bill Hull made a motion to accept the 2021 School Building Committee (2020) schedule as amended. Gerald Martin seconded. All voted in favor. The motion passed unanimously. VII. Discussion / Potential Action: Professional services needed to be  retained - Creation of RFP/Q: City Purchasing Agent Bob Castronova was in attendance and stated that once the Committee puts together qualifications for the RFP/Q for the firm the City would advertise and imagined the remaining process would be similar to that of the Fire Service Study. Bob Castronova explained the Committee would receive proposals and then hold interviews with the finalist to make a final selection based on their qualifications, not just the price point. Gregory Carabine commented that when developing the RFP/Q the Committee would need to have clear evaluation criteria for whomever is reviewing the RFP/Q for a clear basis of selection. Bob Castronova agreed and stated those standards would be made by the Committee by decoding the qualifications and weighing them. Discussion ensued. Alderman Bettencourt asked if the Committee wished to use an OPM firm and questioned what the criteria would be for the position. Kristen Stringfellow stated for the consideration of the Committee a rubric of some type of criteria would be helpful for comparison, references, and to develop a scorecard. Gregory Carabine suggested reaching out to the schools mentioned in the Colliers International presentation to see how they approached the RFP/Q process. Gerald Martin recommended looking for a contractor familiar with the age of the buildings and noted he would like to use that metric in the rubric. Alderman Bettencourt made a motion that he, Alderman Mark Bettencourt, coordinate with ex-officio members to gather information to be presented to the Committee members prior to the next scheduled meeting for the OPM rubric. Peter Gauthier seconded. All voted in favor. The motion passed unanimously. VIII. Discussion: Tour of facilities: Kristen Stringfellow stated a touring schedule had been mapped out and would redistribute it for those who did not receive it. Kristen Stringfellow stated the tours would consist of facilities managers and principals walking through the sites highlighting issues and that the custodians would sanitize all high-touch surfaces after the tour. Kristen Stringfellow instructed to contact Amber if a member was interested in participating. IX. Additional Items: None. X. Adjournment: Gerald Martin made a motion to adjourn the meeting at 8:28 PM. Greg Carabine seconded. All voted in favor. The motion passed unanimously. Respectfully Submitted, Katherine Rose ADDENDUM TO THE 09/15/2020 SCHOOL BUILDING COMMITEE (2020) MEETING Town of Norwich – School Modernization Program Owner’s Project Management Services September 15, 2020 Prepared by: Colliers Project Leaders Accelerating success.  Services What is an OPM? An owner’s project manager (OPM) is a member of the project team under contract with the Owner, responsible for providing management and oversight of capital projects (on behalf of the Owner) throughout the planning, design, construction, commissioning, occupancy, and closeout phases. Critical matters your OPM oversees • Optimum use of available funds & • Project schedule maximization of reimbursement • Project Budget Management • Due Diligence Management • Delay avoidance through effective • Grant Application filing management of changes during • Architect selection and contracting construction and effective dispute • Oversight of the programming phase and resolution development of the scope of the work • Payment and reimbursement procedures • Contractor selection and contracting Services Who is Using an OPM? 400+ EDUCATION 100+ PUBLIC K-12 PROJECTS SCHOOL PROJECTS • Branford – Francis Walsh Intermediate School • North Haven – Middle School • Cheshire – All Schools • Southington – Elementary School Program • East Hampton – High School • Rocky Hill – Intermediate School • Fairfield – Elementary School Program • Regional School District 14 – Nonnewaug High School • Madison – Elementary School Program • South Windsor – Elementary School Program • Mansfield – Elementary School • Stonington – Elementary School Program • New Fairfield – High School and Meeting House Hill School • Wethersfield – Elementary School Program • New London – Bennie Dover Jackson Middle School • Windham – High School Elementary Schools Master Plan South Windsor Public Schools Elementary Schools Master Plan South Windsor Public Schools Experience South Windsor School Experience Orchard Hill Philip R. Smith Elementary School Elementary School South Windsor, CT South Windsor, CT Completed: Fall 2017 Completed: August 2020 Schedule: On-time Schedule: On-time Budget: Under budget by $1.26M Budget: Trending under budget Eli Terry Pleasant Valley Elementary School Elementary School South Windsor, CT South Windsor, CT Completed: August 2020 Completion: August 2023 On-time Schedule: Early Design Schedule: (including 2 additional classrooms) Budget: $58.5M Budget: Trending under budget Experience Our Work in South Windsor • Managed all phases of the Elementary School Program • Modified program as details/Town Information changed • Led communications with OSCG&R • Manage the process Experience Our Work in Stonington Hired initially for architect and CM selection • Successfully negotiated agreements with architect and CM • Successfully secured the “not-withstanding” legislation • And in the process…. Cost Savings Measures $ Saved Schedule Compression $2.3 Million PLA Awareness $5.0 Million Middle School Roof Oversight $100,000 “Construction Costs” vs “Project Costs” in CM RFP $330,000 AND… Recently saved the Town of Mansfield $1.3 Million Services What Can an OPM Do for Norwich? Manage the Development of the School Modernization Program • Facilitate meetings with the State of CT (OSCG&R) • Manage Pre-Referendum Process • Enrollment Projections & Ed Spec’s • Due Diligence • Conditions Assessment • Option Development Services What Can an OPM Do for Norwich? • Manage the selection of Architect, CM, and all consultants • Review all invoices and requisitions • Design Review and savings due to fewer change orders • Change Order Review and Evaluation • Ensure the highest quality of construction is installed (services during construction) • Ensure the project is completed on time & under budget • Maximize State Reimbursement Recommended State of CT Guidelines for New Projects Each such listing shall include a report on the following factors for each eligible project: • An enrollment projection and the capacity of the school • A substantiation of the estimated total project costs • The readiness of such eligible project to begin construction • Efforts made by the local or regional board of education to redistrict, reconfigure, merge or close schools under the jurisdiction of such board prior to submitting an application under this section • Efforts made by such board to collaborate with other boards of education to reduce under enrollment in the schools under the jurisdiction of such board • Enrollment and capacity information for all of the schools under the jurisdiction of such board for the five years prior to application for a school building project grant • Estimate enrollment and capacity information for all of the schools under the jurisdiction of such board for the eight years following such application is submitted • The State's education priorities relating to reducing racial and economic isolation for the school district Services Next Steps for Norwich • Identify the concerns and needs (Enrollment, Facilities, Re-Districting) • Meet with State to review issues / options • Review prior reports, update as needed FCA / Education Planner, Enrollment Projections / Demographer, Ed Spec’s, Hazmat / Phase I ESA, Prelim Geotech • Understand the new State standards Space Standard, Special Service Programs • Debt Service Status Services Next Steps for Norwich • Develop a “Plan”; long range not short term (South Windsor, Wethersfield and Madison) Schedule, Parity • Understand the Town’s tolerance for a referendum Learn from previous failed referenda • Establish BOE / Admin & Building Committee Roles • For New Construction –v- Reno Justify ($), Code Issues – Security, Swing Space • Develop Public Marketing Plan with: PAC Support Early, Public Information Sessions, School Tours, Letters to the editor Services Managing the Process Questions & Answers