Thursday, December 17, 2009
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon (8:30 Comcom hearing), Jim Howard, Fred Knight, David Lash, Joe Lewin, Cindy Lombardo, Jennifer Steel
Absent: Josh Bekenstein, Brian Chase, Mary Lentz, Eric Sheffels
HMFH Team: George Metzger (8:30 Concom hearing), Dave Conway, Aaron Gallagher, Rich Kirby
KVA Team: David Saindon
Ex Officio members: Gary Burton, Louis Jurist, John Moynihan, Pat Tutwiler
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:10 p.m.
Administration
1. Project Scope and Budget Agreement - Lea reported that the PSBA has been signed and sent to MSBA on Dec. 4. Mark Lanza is providing the MSBA legal department with additional documentation as requested.
2. Project Funding Agreement - David Saindon reported that he is in contact with John Jumpe at MSBA about the PFA. David wants to make sure that the PFA is executed by the 120-day deadline at the end of January. The PFA back-up documentation will include an updated floor plan with the reduced square footage (154,350 s.f.) for new construction as agreed to in the Project Scope and Budget negotiation.
3. Permitting and town approvals –
á Health Department meeting was held on Dec. 15 with Steve Calichman, Julie Junghams of the Health Dept., Sarki Sarkisian (Town Planner), Steve Millington, John Moynihan, and WWTP engineers Don Martinage, Vern Kokosa, and Glenn Sprague, and Lea. Lea reported that it was a productive meeting. A site plan review meeting has been scheduled for Jan. 19 with the Board of Health and Planning Board. Both departments have been very helpful. John Moynihan reported that a peer review might not be needed on the WWTP.
á Planning Board joint meeting with BoH is scheduled for Jan. 19.
á Building Department - Steve Millington is working on a letter to Dan Bennett on the height of the roof area over the stage fly space before a meeting with Planning.
á Conservation Commission permitting process started Dec. 3 with the submission of the ANRAD (Abbreviated Notice of Resource Area Delineation). The Concom will hold a hearing at 8:30 tonight. Discussion deferred to later in the meeting.
4. CM Procurement - David reviewed the CM at Risk procurement schedule. He advised the HSBC that their meeting scheduled for Feb. 25 will include short-list interviews and is likely to be a late meeting. The group discussed the procurement process and agreed that the pre-qualification committee (Joe Lewin, Eric Sheffels, Steve Millington, David Saindon, Joy Buhler and John Moynihan) have the authority to evaluate and determine CM firm respondents to the RFQ as qualified or not qualified. David and John reported that the ad was published on Dec. 16 and that 10 firms have expressed interest. The proposed schedule is:
Dec. 16 Advertise RFQ (Request for Qualifications)
Dec. 17 HSBC meeting
Jan. 5 SOQs (Statements of Qualifications) received
Jan. 7 HSBC meeting
Jan. 5 – 18 SOQs reviewed by Pre-Qualification Committee
Jan. 19 Pre-Qualification Committee pre-qualifies CM firms
Jan. 20 Issue RFP (Request for Proposals)
Jan. 21 HSBC meeting
Feb. 3 RFPs received
Feb. 4 HSBC meeting
Feb. 3 – 24 CMs evaluated/interviewed (initial interviews)
Feb. 25 HSBC meeting. Short list interviews conducted. Selection Committee recommends selected CM Firm to the HSBC. HSBC recommends selected firm to School Committee
Mar. 1 School Committee votes on selected CM
Mar. 2 – 8 CM contract negotiation
Mar. 8 CM Agreement executed
5. Monthly reporting – David reported that he is required to send MSBA monthly reports which include a summary of the work of the past month, updated schedule, and expenses vs. budget. The first four monthly reports were available for the HSBC to peruse. HSBC members agreed that the monthly reports satisfy their need to be informed on expenditures and budget. Lea agreed to ask Dianne to post the quarterly report on the HSBC website when it becomes available. The current report should replace the previous report on the website.
There was consensus that the HSBC should approve invoices on a regular basis. John M. advised that the invoices be reviewed by KVA, HMHF, Joy, and John and brought to the HSBC with a recommendation to approve.
6. Contracts – Lea reported that she and John M. met with Town Counsel, Mark Lanza, earlier in the day to clarify the process for the contracts going forward with KVA and HMFH. Mark advised that we do not want to terminate any contracts because that will trigger a new procurement. The HSBC thanked John for catching this potential problem. Mark said that any contract going forward should be Òa substitution which in effect amends the existing contractÓ.
David presented Amendment #2 to the current contract along with the final invoice for KVAÕs work on Feasibility Study and Schematic Design. Joe Lewin explained that KVA had issued Amendment #1 when the budget was being negotiated with MSBA. In Amendment #1, KVA lowered their fee by $10,000 so that there would be an adequate contingency within the $1,084,812 budget. Now that HMFHÕs bills for this phase are in slightly under budget, Joe and Eric recommend that Amendment #2 be approved by the HSBC to make final payment to KVA in the amount of $18,717 to make up the $10,000 and a bit more, all within budget, for the extra work required for the MSBA process and the CM at Risk application.
Motion: A motion was made by Joe Lewin and seconded by Cindy Lombardo to approve Amendment #2 to the KVA contract.
Vote: The motion was approved unanimously: 7 in favor, 0 opposed.
Lea will ask the School Committee to approve and sign this amendment at their Dec. 21 meeting, as required by MSBA.
Design Update
1. Square foot reduction - David reported that Steve said the design team is issuing floor plans with square footage reduced to 154,381, the size required by MSBA for the Project Funding Agreement.
2. Detailed Design meetings with the WHS staff were held on Dec. 10 and 11. Jim Howard and Lea attended several of these sessions. Pat Tutwiler reported that the meetings generated a lot of excitement. The staff has been very engaged in working with Steve on the details of individual spaces. There has not been much feedback on construction issues from the staff. However, Pat said that there is a lot of interest on the part of students and parents to know about parking. Pat has informed the parent and student body that it is very likely that parking will be eliminated starting as early as next fall (2010). The group discussed parking:
á Pat said that for full-time and part-time staff and visitors (not students) 147 people come on to campus each day.
á David reported that the parking lot next to the pool will accommodate 150 cars.
á Pat reported that the students are not happy. They view the freedom to leave campus as integral to their experience.
á Pat is organizing a steering committee to find creative ways to deal with the lack of student parking.
á David said that parking on the softball field was talked about and is in the budget for $200,000 - $300,000 for only abut 100 spaces. In discussion with the Land Use Board and Recreation, there was no support for taking a playing field out of play for 3 years.
á Students use over 200 spaces, so the softball field would accommodate only half the student demand.
á Dr. Burton said that administration can plan as long as they have plenty of notice.
3. Neighborhood site visit – Lea reported that Steve Millington and the WWTP consultants are available on Saturday, January 9 to take the neighbors on a tour of the WHS site and proposed location of the WWTP. Lea will ask the neighbors to meet at 9:00 am in front of the Administration Building under the clock. David Lash and Jennifer Steel offered to attend.
An off-site visit to a WWTP in Wilmington will be scheduled later.
4. Murals – Pat reported that they are looking at ways of preserving the many murals that have been created over the years, possibly through mosaics or photography.
Schedule -
In addition to the CM procurement schedule, David presented a 12-month look ahead:
á CM agreement executed March 8, 2010
á Foundation/Steel Enabling package issued May 31, 2010
á Site Enabling work commences June 28, 2010
á Foundation/Steel package issued July 1, 2010
á Commence Foundation work Sept. 9, 2010
á Buildings A and B Foundations complete Dec. 3, 2010
Motion: A motion was made by Jennifer Steel and seconded by Fred Knight to approve the minutes to HSBC meeting #87 held on Dec. 3, 2009.
Vote: The motion was approved unanimously : 7 in favor, 0 opposed.
Lea reported that she and George would make a very short overview presentation to the ConCom on the WHS project and planned improvements to the site. Rich would make the bulk of the presentation on the ANRAD. Lea reported that Andy Irwin, Conservation Commission member, had called her to say:
Rich and Jennifer had conferred today.
Adjournment – The HSBC adjourned at 8:30 pm to the Conservation Commission hearing.
Next meeting – Thursday, January 7 at 7:00 pm in the School Committee conference room.
Observers: David Ryan
Comments from the public: There were no comments.
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Summary of Conservation Commission hearing (8:45 – 10:00 pm)