School Building Committee (2020)

School Building Committee (2020)​ Special Meeting​ via ZOOM Thursday April 3, 2025 6:30 PM Committee Members Present: Chairman Mark Bettencourt, President Pro Tem Joe DeLucia, Gregory Ballassi, Christine DiStasio, Peter Gauthier, Sheila Hayes, Cindy Beauregard, William Hull and Mark Kulos.​ Committee Members Absent: Alderwoman Stacy Gould and Gregory Carabine.​ Ex-Officio Members Present: None.​ Consultants Present: Mike Faenza and Jim Guiliano from CSG; Greg Smolley from DRA; and Frank Tomcak from Downes Construction. Citizens Present: None.​ I. Call to Order and Quorum: Chairman Mark Bettencourt called the meeting to order at 6:31 PM. II. Bidding Update – John B. Stanton Elementary School: Frank Tomcak reported that Downes received many bids as of March 19th and they included a breakdown of those on their provided bid tabulation form, where they broke down every trade. Frank Tomcak noted that Loureiro Contractors was the lowest bidder for site work, and was low on the Greenville project as well, so he was seeking a recommendation on them. Frank Tomcak stated that a landscaping subcontractor had not yet been scoped. Frank Tomcak stated that looking at the spread of the bid values they were likely to bring in the second lowest bidder for that. Frank Tomcat stated that Downes would be continuing going through scope reviews through the next week, but the trades they were making recommendations on this evening were the most critical so that they did not lose any time on the schedule. Frank Tomcak stated that for demolition and abatement Downes was looking to bring in Spectrum who was the second lowest bidder, but they would scope the lowest bidder as well. Frank Tomcak stated that for concrete Downes was not recommending the lowest bidder, as the lowest bidder withdrew their bid. Frank Downes discussed the backstory of the masonry bids. Frank Tomcak stated that United Steel was the lowest bidder for the structural steel package at $2,730,000, but noted they provided and had added a price for Alternate Number Five of $217,000 for the roof screening. Frank Tomcak stated that Steeltech had a base bid of $2,774,000 and an Add Alternate Number Five cost of $136,000 for the screening. Frank Tomcak stated that depending on how the committee would like to proceed with the alternates would change who Downes recommends to proceed with as the structural steel contractor. Frank Tomcak stated Downes did not have a preference and did not see an issue using either company. Frank Tomcak stated they had hoped to see more coverage on the miscellaneous metals bids, but a few contractors backed out last-minute. Frank Tomcak stated that Downes would like to move ahead and award that package to Steeltech. Frank Tomcak stated one bid came in for the general trades package and they would like to re-cast it for bidding. Frank Tomcak stated they did not feel doing so would hurt the overall project schedule because the nature of the work does not occur until much later in the project. Frank Tomcak stated that given the fact Downes had exceeded their set aside goals to meet  certain minority business requirements they would like to take away that set aside designation, knowing that will open up the bidding to other companies ensuring better coverage. Frank Tomcak stated they would like to re-cast the mill work package as well as they did not receive any bids in for that trade. Frank Tomcak stated the design team adjusted their specifications slightly and that he believed that would assist in getting better coverage for that package. Frank Tomcak continued that additionally they would like to re-cast the specialties package, knowing that some of the bidders submitting for the general trade package are likely to do a combination bid to include specialties, which may pick up savings as well.​ Frank Tomcak stated there was good coverage on the roofing package but they could not make a recommendation that evening as they had not held a scope review meeting yet with the contractor. Frank Tomcak stated they were planning to scope Silk Town towards the end of the next week for the roof package on Stanton. Frank Tomcak stated they would be recommending Imperial for the roofing at Greeneville Elementary. ​ Frank Tomcak stated that New Haven Fire Stop was the lowest bidder for the fire stopping package, and Downes had worked with them many times in the past. Frank Tomcak stated that the scope work for that package as well as frames and hardware was on the horizon for the upcoming week. Frank Tomcak stated Downes would be scoping Accurate Door and Window for the glass and glazing bid the following morning. Frank Tomcak noted Accurate Door was the lowest bidder on the Greeneville project as well.​ Frank Tomcak stated that Downes would be recommending Acoustics Inc. for the drywall, who they had scoped. Frank Tomcak stated that Atlantic Masonry was the low bid for tiling and they would scope them the next week. Frank Tomcak stated that Higgins was the lowest bidder for flooring. Frank Tomcak stated that the lowest paint bidder would be coming in the following week for a scope meeting on both projects.​ Frank Tomcak stated that Downes would be having a scope review meeting with Kittredge the following week for food service equipment. Frank Tomcak stated that Downes scoped the elevator contractors that morning and was making a recommendation for Otis Elevator for the Stanton project and Kone Inc. for Greenville. Frank Tomcak stated that Downes would also be making a recommendation for Fire Rated LLC for the fire protection package and MJ Daly for the HVAC system. Frank Tomcak noted that MJ Daly was also the lowest HVAC bidder for the Greeneville project. ​ Frank Tomcak stated that Downes scoped Dyson Electric for the electrical package and would be recommending them. Frank Tomcak stated Downes received a combination bid from Net Services LLC for the communications, fire alarm and security packages for $1,255,000; who they would be recommending. ​ Discussion ensued. Peter Gauthier asked Frank Tomcak if he had any thoughts on why the bid for site work was about one million dollars higher than Downes’ estimate. Frank Tomcak responded that many factors could be involved, which he could research further if that was needed. Frank Tomcak stated the bid for the Greeneville project was higher as well and nothing stood out to him from the scope review meeting that would point to the increased cost. Mike Faenza stated that as the project was approaching the end of the bid estimating phase CSG carried a bid contingency and an escalation allowance for protection in situations such as this where packages came in over budget. Mike Faenza noted that collectively the bids with the Add Alternates came in below the estimated value. Discussion ensued.​ Frank Tomcak stated there were 11 bid packages that Downes would be recommending for the Stanton project and the same number for the Greeneville project, that evening.​ III.​ Bidding Update – Greeneville Elementary School: ​ ​ Frank Tomcak stated the bidding updates for Greeneville were about the same, including the re-casting of mentioned packages. Frank Tomcak stated the recommendations Downes was making for the Greeneville project were a mirror image of those for Stanton, with the exception of the roofing contractor.​ Frank Tomcak noted that Glenn Terrace was the lowest bidder on landscaping for the  Greeneville project, while they were the second lowest bidder for Stanton. Frank Tomcak stated that Downes was planning to scope them for both projects towards the end of the next week. Frank Tomcak stated many of the same contractors submitted bids for both the Stanton and Greeneville projects.​ Frank Tomcak stated that whether or not the committee chose to accept Add Alternate Number Five for the structural steel package Steeltech would be the lowest bidder for Greeneville.​ Frank Tomcak briefly reviewed the remaining bid tabulation for the Greeneville project and discussed whom Downes would be holding scope review meetings with in the coming weeks.​ Frank Tomcak stated that for general trades for the Stanton project Downes was proposing to carry an allowance while they go out to bid for that package within the guaranteed maximum price (GMP), based on the amount received from the initial bidder. Frank Tomcak continued that if Downes comes in under budget they would return the funds to the city as savings. Frank Tomcak stated that Downes would like to take the same approach for the millwork package for Stanton. Frank Tomcak stated the other option for putting together the GMP was to not have any values at all and submit another amendment to the GMP once Downes takes bids for general trades, millwork and specialties. Mike Faenza stated that in the opinion of CSG, who had run into that situation quite a few times on projects, the first scenario Downes indicated was the more streamlined option.​ IV.​ Review and Determination of Alternate Acceptance – John B. Stanton Elementary School: ​ ​ Frank Tomcak noted that the values provided for the Add Alternates Number One through Number Five were trade values only with no markups included. Frank Tomcak stated that Downes zeroes out the Add Alternate item for telescoping bleachers as they would be part of the general trade contractors’ package when it was re-cast. Discussion ensued.​ ​ Greg Smolley stated that early on digital signs were discussed for Stanton. Greg Smolley stated digital signs are large, complex, expensive and require close monitoring. Greg Smolley stated the working groups indicated they would like this type of sign and DRA typically leaned towards purchasing the highest level of sophistication for digital signs. Greg Smolley stated there are more inexpensive options but they did not have a tendency to last long. Discussion ensued. Peter Gauthier asked what the cost would be if the committee put the infrastructure in place for the digital sign, and the sign was put in at a later time. Mike Faenza stated he believed the base bid included the conduit and pull strings to run the wires out to the sign. Greg Smolley stated he believed that was correct, but even if that work needed to be picked up it was not significant cost. Mike Faenza stated he would recommend doing that, so the pathway was in place if a sign was installed in the future. Discussion ensued.​ ​ Peter Gauthier made a motion not to move forward on digital signs for the Stanton Elementary School Project at this time, but to install infrastructure to support future consideration. Sheila Hayes seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously.​ ​ Frank Tomcak stated the Add Alternate for tennis court fencing upgrades was offered to make certain improvements to repair or replace the fencing given its current state. Chairman Mark Bettencourt noted that the cost was $37,500 and he felt it was something that should be done. Discussion ensued. Chairman Bettencourt asked if the item could be voted on at a later time when there was more clarification on what the cost covered in terms of replacement. Frank Tomcak responded that was not an issue.​ ​ Chairman Bettencourt noted there had been discussion at previous meetings in regards to Add Alternate Number Four for eliminating all bituminous curb and replacing it with concrete curb, which was a $132,600 cost. Chairman Bettencourt stated to his recollection there was some  debate on if the concrete material would last longer. Discussion ensued. Mike Faenza stated this was another item that could wait on a vote if more time was needed.​ ​ Frank Tomcak stated the most pressing item was Add Alternate Number Five for roof screening. Chairman Bettencourt noted the cost for that item was $480,650. Chairman Bettencourt stated he was not sure the screening was worth pursuing at that cost. Peter Gauthier asked what the purpose if the screening was for aesthetics, noise reduction or environmental protection of equipment. Greg Smolley responded it was for aesthetics, sound-proofing and protection of equipment. Greg Smolley stated the roof screening was being offered for both the Greeneville and Staton projects, but would be more visible at Greenville with the increased elevation. Greg Smolley stated the pricing was in line with what DRA would expect to see if it had been included in the base bid. President Pro Tem Joe DeLucia stated he had previously supported and would like to proceed with the screening as it worked aesthetically, for sound abatement, and the cost came in lower than previously expected.​ ​ Peter Gauthier made a motion to accept Add Alternate Number Five for the Stanton Elementary School Project. President Pro Tem Joe DeLucia seconded. President Pro Tem Joe DeLucia, Christine DiStasio, Gregory Ballassi, Peter Gauthier, Sheila Hayes and Cindy Beauregard. Chairman Mark Bettencourt and William Hull voted in opposition. The motion passed.​ ​ Mark Kulos was no longer on the meeting.​ V.​ Review and Determination of Alternate Acceptance – Greeneville Elementary School:​ ​ Frank Tomcak stated the same Add Alternates were being presented for Greeneville as Stanton, aside from the tennis court fencing. Chairman Bettencourt noted the roof screening cost for Greenville in Add Alternate Number Five was $414,650. Chairman Bettencourt stated he felt the screening would be more important at the Greeneville site than Stanton.​ ​ President Pro Tem Joe DeLucia made a motion to accept Add Alternate Number Five for the Greeneville Elementary School Project. Christine DiStasio seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. Chairman Mark Bettencourt stated the committee would wait to vote on the other Add Alternate items.​ VI.​ Release of Letters of Authorization for Greeneville Elementary School:​ ​ Chairman Bettencourt asked if the votes made by the committee affected the LOA for the projects. Frank Tomcak responded the numbers Downes put together were based on not including any of the alternates as they could not predict how the committee would vote. Frank Tomcak stated that for the Greeneville Project it would not change the bidder but it would change their dollar amount. Chairman Bettencourt stated the contract value could be adjusted.​ ​ William Hull made a motion to accept the Letter of Authorization for the Greeneville Elementary School Project as presented with the additional dollar amounts for the screening that was included in Add Alternate Number Five. Peter Gauthier seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. ​ VII.​ Release of Letters of Authorization for John B. Stanton Elementary School:​ ​  Frank Tomcak noted that the acceptance of Add Alternative number five for the Stanton Elementary School project would change the bidder as well as the dollar amount; which would now be Steeltech Building Products under bid package line item 1.5.1 for structural steel.​ ​ William Hull made a motion to accept the Letter of Authorization for the Stanton Elementary School Project as presented with the additional dollar amounts included in Add Alternate Number Five. Christine DiStastio seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. VIII.​ Adjournment: William Hull made a motion to adjourn at 8:06 PM. President Pro Tem Joe DeLucia seconded. The chairman called the roll of members present and all were in favor. The motion passed unanimously. Respectfully Submitted, Katherine Rose