School Building Committee (2020)

School Building Committee (2020) Regular Meeting City Hall, R00m 319 100 Broadway, Norwich, CT And via ZOOM Wednesday, January 22, 2025 6:30 PM Committee Members Present: Chairman Mark Bettencourt, Alderwoman Stacy Gould, Sheila Hayes (ZOOM), Mark Kulos, Peter Gauthier (ZOOM), William Hull, Gregory Ballassi and Cindy Beauregard (ZOOM), Christine DiStasio (ZOOM). Committee Members Absent: President Pro Tem Joe DeLucia and Gregory Carabine. Ex-Officio Members Present: Bob Sierpinski (ZOOM), Acting Superintendent Susan Lesard (ZOOM), Attorney Michael Driscoll (ZOOM) and Mary Sou Richling (ZOOM). Consultants Present: Rob Harris and Mary Lou Rychling from Norwich Public Utilities; James Barrett from DRA; Frank Tomcak and Chip Natsis from Downes Construction; Jim Guliano and Mike Faenza from CSG. Citizens Present: None. I.Call to Order and Quorum: Chairman Mark Bettencourt called the meeting to order at 6:30 PM. II.Approval of Minutes: Alderwoman Stacy Gould made a motion to approve the December 17, 2024 regular meeting minutes as amended. Mark Kulos seconded. The chairman called the roll of members present and all were in favor. William Hull, Christine DiStasio and Cindy Beauregard abstained. The motion passed unanimously. III.Public Comment: Rob Harris stated that Norwich Public Utilities had done a lot of work to relocate the gas line for the Greeneville Elementary School, but they would not do the final tie over until April, which should be more than enough time to meet the site work target date. Rob Harris stated NPU would like to do the final tie over after the cold season ends so they can minimize the amount of time people would be unable to use gas for heat. IV.Report from CSG: Mike Faenza reported that the sixth state payment request for the Stanton Elementary School Project was submitted and approved. Mike Farnza stated a follow up PCR meeting was completed with the Office of Grant Administration (OGA), with all the required information being provided to them. Mike Faenza stated CSG was awaiting feedback from OGA with regards to final approval so they can go out to bid. Mike Faenza noted that this item was becoming critical but in his experience putting pressure on the response time would not be beneficial. Mike Faenza stated that CSG has been working with DRA to keep communication ongoing with OGA and keeping the project at the top of their mailbox. Discussion ensued. Chairman Bettencourt stated that the city Director of Planning and Neighborhood Services was waiting on the mylars for the Stanton and Greeneville projects. Mike Faenza responded that CSG could have filed the mylars for the Stanton project, but not Greeneville because of the property combination issue. Mike Faenza continued that the mylars would be ready, but in order to submit them for the Greeneville project all of those parcels needed to be combined. Chairman Bettencourt stated that over the past month he had worked with the city to get the three parcels on the Greeneville site combined, and there were questions on how to do that. Chairman Bettencourt continued that the city manager signed a quit-claim deed so it did not need to go before city council or the Commission on the City Plan since the city already owns all of the properties. Mike Faenza stated the next steps would be for the quit-claim deed to be  recorded by the city clerk and a copy sent to the city treasurer. Mike Faenza stated he would follow up with the treasurer the next day. Peter Gauthier asked if the delay in receiving approval from OGA would cause the Stanton project to not meet the scheduled time table. Mike Faenza responded that was likely the case and noted the recent changes in the state grant review process. Discussion ensued. Mike Faenza stated that to ease concerns, the new Stanton school was not required to meet enrollment as there was an existing school in place that would continue to serve students if the new construction was not completed in the time originally thought. Discussion ensued. Mike Faenza reported that the seventh payment request for the Stanton Elementary School Project would be submitted once payment six was received. Mike Faenza stated that a redistricting proposal, which was vetted by the city purchasing department, had been received. Mike Faenza reported the redistricting effort would be moving forward with the board of education administration, with he imagined some input from the committee. Chairman Bettencourt noted that he believed the plan for the city was to bill the redistricting to school projects number three and four. Chairman Bettencourt stated it would be an unreimbursable expense. Mike Faenza stated the fiber connection to the new Stanton building was being worked through by Norwich Public Utilities, the board of education information technology department, and CSG. Mary Lou Richling reported that NPU met with the school IT department and they are developing the requirements and bid specification documents. Mike Faenza stated he worked hand-in-hand with Rob Harris to determine the infrastructure requirements for the other utilities. Mike Faenza requested that if additional infrastructure would be needed for the fiber connection that NPU notify CSG so that it can be added to a set of drawings either before the project goes out to bid or as part of an addendum during the bid period. Mary Lou Rychling stated the information would be provided to CSG that following Monday. Discussion ensued. Mike Faenza reported that the amount expended for the Stanton Elementary Project to date was $2,686,896.11. Mike Faenza stated that the sixth payment request for the Greeneville Elementary School project was submitted and approved. Mike Faenza reported that the notes regarding the follow-up PCR meeting that was held with OGA were the same for the Greeneville project as those for Stanton. Mike Faenza stated the remaining project updates were Greeneville were the same as those for Stanton. Mike Faenze reported that the amount expended for the Greeneville Elementary Projet to date was $2,690,079.12. Mike Faenza reported the working group meetings for the Moriarty Elementary School Project with district administration and school staff were completed over the past few weeks. Mike Faenza stated the construction manager (CM) RFP for the Moriarty project was issued and a pre-bid walkthrough was held earlier that day. Mike Faenza stated an addendum with the walkthrough sign-in sheet and any questions submitted by bidders would go out following the walkthrough. Mike Faenza reported that the schematic design phase for the Moriarty project was scheduled to be completed by the end of January 2025, and then would move into the design development phase. Mike Faenza continued that the CM responses were due on February 6, 2025 which would work well to have the proposals reviewed by the committee and to potentially conduct interviews at a February SBC meeting. Mike Faenza submitted a proposed schedule for discussion to committee members. Mike Faenza stated that the Uncas Elementary School project was on a parallel track to Moriarty. V.Report from DRA: James Barrett noted that Mike Faenza touched on many items that covered progress being made by DRA. James Barrett showed on screen for all to view a drawing submitted to the state for traffic control measures at the Greeneville Elementary School site. James Barrett explained the drawing included signalization as well as advance signalization, meaning there would be an electrified stop sign to control the intersection. James Barrett reported that although the drawing was approved locally, the state was resistant to it. James Barrett explained the state felt DRA was not meeting the warrants required to substantiate use of a light. James Barrett continued that DRA’s traffic engineers offered two options; one was for the city to respond to the state saying they felt the signalization was absolutely necessary and then campaign to convince the state. James Barrett stated that DRA met with the city traffic control office Chief Patrick Daley after receiving feedback from the state, and that he too had many reasons why he was not in favor of the signalization. James Barrett showed an updated drawing on screen for all to view that utilized an always-stop, which meant there would be a stop sign in each direction at the intersection. James Barrett stated there would also be an arm with a flashing light three ways over the intersection. James Barrett noted they had not yet presented the updated drawing to Chief Daley. Chairman Bettencourt stated the updated drawing would save a lot of unreimbursed funds. Discussion ensued. James Barrett stated that DRA was working with the acting superintendent and administration to have schematic design sets for the Moriarty and Uncas Elementary School Projects ready for the cost estimator by January 31, 2025. James Barrett reiterated that in February DRA would begin to engage in the design development phase and hold individual meetings with the user groups. James Barrett reported that the goal is to move into the construction document phase for both projects at the end of June 2025. James Barrett stated the site surveys for Moriarty and Uncas were complete. James Barrett reported that the geotechnical investigation was delayed slightly due to the weather, but the targeted dates for both sites were set for February. James Barrett stated the Phase 1 hazardous reporting work was ongoing. James Barrett stated the traffic on site studies were complete and the reports were in progress. James Barrett in terms of program net square feet Stanton and Greeneville targeted net square feet landed slightly under on Stanton slightly over on Greenville partly dictated by site constraint James Barrett reported that within the schematic design level they are currently at plus 600 square feet in the program area for the Moriarty project and plus about 1,000 square feet for Uncas. James Barrett explained that typically at this level this would not be an issue but in this process DRA is actually using the reduced square footages that they previously identified, so many tools available for program reduction were gone. James Barrett stated that the numbers were within striking distance but would be difficult to manipulate. James Barrett discussed although the amount of students changed, requirements for spaces have not. James Barrett continued that the design development phase would help DRA understand things further. James Barrett reported that at the last working group meeting the HVAC systems for the Moriarty and Uncas schools were introduced, which mirrored what would be done across the district at the request of the facilities department so that there is continuity among system when it comes to stocking parts, training and other aspects. Discussion ensued. James Barrett reported the working group also recently discussed interior materials for the schools to establish their identities. James Barrett stated the group discussed design opportunities to connect school spaces and increase recognition. James Barrett reiterated that the ‘hillside step’ schematic design was the best for the Uncas site and showed a site plan on screen for all to view. James Barrett gave a brief parking summary for the Uncas site and discussed potential retaining wall options. James Barrett stated that DRA was working to address the question from the working group of how Uncas could remain open during construction. James Barrett stated DRA identified a fence zone, existing building, existing staff parking remains and the existing drop-off area. James Barrett showed a proposed site phasing plan on screen for all to view. Discussion ensued. James Barrett showed proposed floor plans for the hillside step design at the Uncas site on screen for all to view, which would be a three-story building like the Greeneville site. James Barrett discussed the components of the proposed floor plan and building design. James Barrett reiterated that the ‘compact’ schematic design was deemed best for the Moriarty Elementary School site and showed proposed floor plans for the project on screen for all to view. James Barrett discussed the proposed site plan aspects. Discussion ensued regarding the Moriarty ball field. James Barrett showed the phasing plan for Moriarty on screen for all to view. James Barrett noted some considerations for the site was the need for a temporary wall in the back of the site to retain some earth and the need to raise the building elevation to meet the gravity flow of the sewer system. James Barrett continued that another consideration is the  off site connection for storm drainage. Discussion ensued. James Barrett showed proposed floor plans and designs for Moriarty on screen for all to view and discussed the aspects of them. VI. Report from Downes: Frank Tomcak reported that Downes completed mapping temporary utilities at both the Greeneville and Stanton sites after coordinating with NPU. Frank Tomcak stated Downes would identify tie-in points for both sites and noted that, thankfully, in the logistics plan the utility locations are within the job sites. Frank Tomcak stated that Downes provided the PCR checklist items to the state and they did not receive any comments back. Frank Tomcak noted the estimate was updated about two weeks prior. Chip Natsis stated that during the PCR review some additional information came out regarding contaminated soils on the Stanton site. Discussion ensued. Frank Tomcak reported that the DEEP permits for Greeneville and Stanton were received and would be included in the scope of work for both jobs. Frank Tomcak stated that Downes continued to maintain its constructability log throughout the bid process and was working with the President of Building Trades to finalize the Personal Labor Agreement (PLA). Frank Tomcak stated that Downes was also anxiously awaiting the PCR approval which they would like to occur sooner than later, as well as the permitting process. Frank Tomcak reported that Downes had advertising in place ready to go when they were at the point of being ready to award subcontracts, as well as the other bid documents. VII. Consent Agenda: Stanton CSG – Invoice #23006-021R - $31,248.45 – This invoice was submitted last month and needed to be revised due to an error on the billing. This for November 2024 Services. CSG - Invoice #23006-022 - $16,850.45 Downes – Invoice #S009 - $6,893.20 DRA – Invoice #23012.00 #15 - $22,787.53 IES – Invoice #19916 - $2,675.02 Greeneville CSG – Invoice #23005-021R - $32,512.38 – This invoice was submitted last month and needed to be revised due to an error on the billing. This for November 2024 Services. CSG - Invoice #23005-022 - $17,286.38 Downes – Invoice #G009 - $6,892.40 DRA – Invoice #23013.00 #15 - $82,023.93 *CSG has requested additional backup / explanation for this invoice from DRA as they are billing a large portion of the additional services for the additional Geo-tech design. This may alter this amount. IES – Invoice #19917 - $2,481.78 Moriarty CSG - Invoice #23007-009 - $10,220.86 DRA – Invoice #24006.00 #2 - $135,227.00 Uncas CSG - Invoice #24024-003 - $15,967.07 DRA – Invoice #24005.00 #2 - $139,554.49 Cindy Beauregard left the meeting.  Alderwoman Stacy Gould made a motion to accept the consent agenda including the above invoices. William Hull seconded. The chairman called the roll of members present and all were in favor. IX. CM RFP timeline for Uncas and Moriarty. Special meeting schedule. Executive session if needed: Mike Faenza reiterated that the CM responses were due February 6, 2025. Mike Faenza said that if the committee could potentially review the responses in twelve days a special meeting could be held on February 18, 2025. Discussion ensued. A decision was made to hold a special SBC meeting on Wednesday February 19, 2025 at 7:30PM where an executive session would be held. X. Needs for grant applications for Teachers Middle School and Central Office (Huntington): Chairman Bettencourt stated that CSG has suggested the committee utilize their services again for grant application purposes for the Teachers Middle School and Central Office (Huntington) projects. Mike Faenza stated these would end up being two separate projects that Jim Guiliano would most likely lead the effort on. Mike Faenza explained for the Teachers Middle School proposal there was already an estimate prepared from when the budget update was done, but education specifications would be needed for a grant application. Mike Faenza stated CSG could begin working on that and gathering other grant documentation as soon as the following month, depending on what the committee decided. Mike Faenza stated a rough schedule and associated invoices were included in the packet provided in the packets submitted to committee members. Mike Faenza noted that grant applications must be submitted by June 30 in order to be considered on the priority list for the following year. Mike Faenza stated he wanted to bring these concepts to the committee’s attention because when the school construction budget was re-benchmarked to get the costs in line, the estimates were designed so that every year two new projects come online. Mike Faenza stated that the amount of escalation estimated at the time to bring the projects back in line to the required budget figured on those levels. Mike Faenza noted that Teachers Middle School was potentially the most expensive project due to the type of school and the size of the building. Mike Faenza reiterated that all costs were laid out in the proposals provided to the committee members and noted there would be an efficiency discount if CSG was able to work on both projects simultaneously. Mike Faenza stated that with the discount the total cost for the Teachers Middle School proposal came to $34,750. Mike Faenza stated the proposal for the Central Office project was slightly more complicated as it required a conceptual design study was needed for the conversion from Huntington Elementary School. Discussion ensued regarding the proposal. Chairman Bettencourt suggested scheduling a meeting with city purchasing agent Bob Castronova before moving forward. Jim Guliano stated he was concerned about the timeline in regards to the Huntington Elementary site project. Chairman Bettencourt stated that a vote could be taken at a special meeting if required. XI. Anything else to be brought before the committee: Mike Faenza reported that it appeared the school district information technology department was under the impression that all new computers would be purchased as part of the school construction projects. Mike Faenza stated there was a healthy budget for furniture and technology, but it was not planned for the purchase of new software and hardware for the entire building as those expenses were not reimbursable from the Grant Administration Office. XII. Adjournment - Next regular meeting 2/25/2025 (one week later due to Monday holiday): Alderwoman Stacy Gould made a motion to adjourn at 8:20 PM. Mark Kulos seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. Respectfully Submitted, Katherine Rose