School Building Committee Minutes October 1, 2009

School Building Committee Minutes October 1, 2009

Postby Lisa Lannon » Mon Oct 26, 2009 6:00 pm

OCTOBER 1, 2009

A meeting of the School Building Committee was held on Thursday, October 1, 2009 at the Douglas Municipal Center. Mr. Cohen called the meeting to order at 7:00 PM.

Voting: Mitch Cohen (Chairman), Paula Brouillette (Vice Chairman), Nancy Lane, Leslie Breault, Shirley Mosczynski, Sarah McConnell.
Non-Voting: Damian Sugrue, Michael Guzinski (Executive Administrator), William Cundiff (Town Engineer).
Non-Voting: Dean Iacobucci.

Mr. Guzinski discussed an issue with regard to advertising the Owner’s Project Manager (OPM). He noted that it came to his attention that although the position of OPM was advertized in the Central Register it was not in the local paper. Town Counsel was contacted as well as the Attorney General and it was recommended that in order to rectify the problem an advertisement be placed in the local paper. Mr. Guzinski noted that this is a requirement of MSBA regulation. Although it is not anticipated, should any additional bids come in, the Committee will need to meet and rank those proposals. A copy of the advertisement was distributed. It was noted that the advertisement stipulates a mandatory site inspection on October 14, 2009. Therefore, the Committee will know by that date if there will be additional bidders.

Mr. Jon Winikur and Mr. Mel Overmoyer from Strategic Building Solutions (SBS) were present to discuss their fee proposal. Mr. Cohen noted that included in the specifications and authorized by the Committee was the amount of $50,000 for the initial phase of what the OPM’s tasks would be. This figure was based on information from MSBA. Mr. Guzinski noted a letter from SBS dated August 19, 2009 which estimates the proposed fees for this portion of work to be $110,000. He indicated that he met with SBS to address this issue and notes anything the Committee approves will have to be approved by the State.
Mr. Winikur and Mr. Overmoyer reviewed the proposal and fee schedule as well as the process involved. They indicated that with regard to the difference in the fees they could either do half the recommended work or bill the additional $60,000 of hourly time into the future months of billings. It was their recommendation to take the second option and they would take the risk that the project will go forward. Mr. Cohen wanted it to be clear that the RFS that was sent out did include the $50,000 figure. Some discussion held. Mr. Cohen noted concerns regarding the 50% reimbursement of the $60,000. Ms. Mosczynski questioned if the final contact for approval would have to go back to the Board of Selectmen. Mr. Guzinski will check on this. Further discussion held regarding the scheduling. Mr. Cohen noted that although some of the details of the billing will need to be worked out he would want to be assured that should the Town feel it necessary to dismiss SBS for whatever reason, that the Town would not be liable for the additional $60,000. Mr. Overmoyer indicated that should any problems with their work arise that would be clear in the initial feasibility study. Mr. Cundiff suggested that some additional milestones be included in the schedule. Mr. Overmoyer indicated that could be accomplished once they are under contract. Mr. Cohen agreed that should be done after the contract is signed however, it should be done early in the process. After further discussion it was the consensus of the Committee to move forward with the negotiation process with SBS. It was agreed that meetings of this Committee would be scheduled on October 15, and October 22, 2009. Mr. Guzinski will work to resolve any remaining details and come back to the Committee at that time. Mr. Winikur and Mr. Overmoyer were thanked for their time.
Further discussion held. Concerns/questions were noted regarding the fee schedule. The need to be cautious in obtaining the reimbursement was noted. Mr. Cundiff noted that the letter from SBS indicates that Douglas would be responsible for the additional $60,000 whether the contract is terminated or not. He indicated the need to respond to this letter altering that language. There was also some question as to whether the hours being proposed for the scope of work are in fact what MSBA recommends. In addition, the possibility of work in the scope that could be handled by other sources such as Town Engineer or the Building Facilities and Construction Committee should be explored. It was further noted that the important dates must be determined for timeline purposes. Mr. Guzinski will contact MSBA with some of these questions and will also meet with SBS and further review some of these questions/concerns. In addition, he will also speak with the Manager in Sutton who is going through this process at this time also.
Mr. Cohen suggested that a meeting be held with the Building Facilities and Construction Committee to update them on progress to date. He suggested inviting them to one of the future meetings. Mr. Cundiff will speak to Mr. Heney.

Ms. Mosczynski made a motion to approve the minutes of the June 15, 2009 School Building Committee Meeting as presented. Ms. Breault seconded the motion. Vote unanimous.

Ms. Mosczynski made a motion to adjourn the meeting at 8:38 PM. Ms. Breault seconded the motion. Vote unanimous.

Respectfully submitted,

Lisa Lannon
Recording Secretary
Lisa Lannon
Posts: 160
Joined: Thu Jan 22, 2009 10:34 am

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