Simsbury, CT - Public Building Committee

PUBLIC BUILDING COMMITTEE

Regular Meeting - July 9, 2007

Chairman Petitjean called the meeting to order at 7:00 p.m. in the Board of Education Conference Room in Simsbury Town Hall.

Present: Derr, Ostop, Patrina, Petitjean, Rice, Rowland, Salvatore

Absent: Dragulski, Kelly

Guests: Holden, Sawitzke, Chow, Roming, Cutler, Russo, Gardner, Glew

1. Minutes - June 11, 2007

Ms. Patrina moved, Ms. Rowland seconded, to approve the Minutes of June 11, 2007 as

presented and the motion carried unanimously.

2. Public Audience - There was none.

3. Tariffville School

Mr. Roming presented and he and Mr. Chow spoke to the proposed plans for the traffic pattern for the school. Mr. Sawitzke spoke to the site. Mr. Holden spoke to the traffic operations necessary for school deliveries, functions, the dumpsters, et al. There was Q and A and discussion. There will be nine additional parking spaces.

Mr. Chow delivered four half sets of plans, as requested, to be distributed among PBC members for study. Mr. Holden has an additional set.

Mr. Chow distributed a packet of budget figures. He presented a Design Development Budget, dated July, 2007, for a total amount of $6,339,544. The Total Construction Cost is listed at $4,989,585, Construction Contingency-10% at 498,959, Soft Costs of $851,000 for the total of $6,339,544. The Town referendum was for $6.2 million. Thus the current figures are $140,000 over the approved budget. Mr. Chow addressed each of the items in the Soft Cost category and the potential for savings in some of the items. He stated that there is minimal asbestos abatement indicated at this time. It has only been found in the caulking in the windows thus far. There was Q and A. The school addition is 8,500 square feet, the renovation of the first floor is about 5,000 sq. ft. and the existing school to have sprinklers, et al is 28,500 sq. ft..

Mr. Chow stated that the Project calendar has not changed. The end date is November 6, 2007 to submit to the State. It is anticipated that the Project will be ready to go out to bid in January 2008.

A subcommittee meeting will be scheduled to address the mechanicals.

Mr. Twitchell has requested to convert the existing steam heat system to hot water radiation and to replace the existing boiler. Mr. Chow stated that the estimated cost would be $340,000. This would require a change in the Project scope and additional architectural services and fees of

approximately $28,000. There was discussion. Mr. Holden requested time to review the issue and will present a recommendation to the sub-committee.

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Mr. Ostop moved to approve for payment Invoice Number 200626-6, dated July 9, 2007 from OakPark Architects for the amount of $43,010.00 for Architectural Services. Mr. Derr seconded and the motion carried unanimously.

Ms. Patrina moved, Mr. Salvatore seconded, to approve for payment Invoice No: 1682, dated

June 14, 2007, from Sanderson and Washburn for the amount of $3,075 for the remaining payment for Preparing Boundary Topographic survey of Winthrop Street School site. The motion carried unanimously

4. Simsbury High School Auditorium

Mr. Holden reported that two firms bid solely on the rigging. No one bid on the structural piece. There are three interrelated pieces: the rigging, the structural and the electrical. PDS is looking at a small structural component of the Project. Once all the information is acquired Mr. Holden will report to the PBC. He feels that there have been good prices submitted on the electrical ($283) and the rigging ($770) and the project is anticipated to be within budget. The only remaining component will be the mechanical associated with the air conditioning. There is $482,000 unexpended from the original allocation.

Ms. Patrina moved, Mr. Rice seconded, to approve for payment Invoice No: 0000001, dated

June 28, 2007, from Friar Associates for the amount of $1,200.00 for Professional Services from June 1, 2007 to June 30, 2007. The motion carried unanimously.

5. Simsbury High School Addition and Renovations

Mr. Holden reported on receiving all of the as-builts with the exception of Simscroft Echo. He has the 20 year roof warranty document and is waiting for the additional five year roof warranty from Johns Manville.

The fuel pump work has not yet been completed. There are a series of change orders that still need to be resubmitted and approved by the State Dept. of Education.

Mr. Holden reported he has no further information re any payment from Fletcher Thompson. Retainers are still being held on O & G and Simscroft Echo and any others who have not submitted applications. There was concern noted by PBC members re the fact that there is still some remaining work to be completed. Mr. Holden will write a letter to O & G address this issue.

Mr. Holden reported that the generator project is proceeding well. There is a change order submitted due to the need to adjust the position of the pad to support the generator so that it will not be over the sewer line.

Ms. Patrina moved, Ms. Rowland seconded, to approve for payment Invoice No: 0000003, dated June 28, 2007, from Friar Associates for the amount of $290.00 for Professional services from

June 1, 2007 to June 30, 2007. The motion carried unanimously.

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Mr. Holden will follow up re the Northeast Generator proposal which submitted a 10% overhead and a 10% profit.

6. Simsbury Public Library

Job Meeting Minutes were distributed to PBC members. Mr. Russo and Mr. Cutler gave a Project status report. In response to questioning, Mr. Russo reported that the Project is falling further behind schedule. It is currently three and a half weeks behind. He attributed that basically to completing the concrete work and to manpower. The PBC requested a Recovery Schedule by the end of July to be included in the members' packet.

Mr. Cutler reported on his carpeting recommendation and the PBC concurred. The Springfield brick was previously chosen.

Mr. Cutler addressed the Pending Proposal Requests

Mr. Salvatore moved, Mr. Derr seconded, to accept Pending Proposal Request #3 for Revised Data/Power/Phone/Technology for the amount of $3,261.00 with no added days and the motion carried unanimously.

Mr. Ostop moved, Mr. Derr seconded, to accept Pending Proposal Request #7 for Metal Window Revisions for the amount of $1,107 with no added days and the motion carried unanimously.

Members expressed considerable displeasure re this change request now as it is opposite from that originally requested and that this requested change did not come through the PBC. Once again it was emphasized that all Project requests are to come through the PBC.

Mr. Salvatore moved, Mr. Ostop seconded, to accept Pending Proposal Request #10 for Fire Alarm Mfg Revision for the amount of $4,164.00 with no added days. The motion carried with Mr. Rice voting in opposition.

#11 East Wing Concrete Revisions was not voted on for lack of sufficient paperwork.

The PBC directed Mr. Russo to write a letter to Mountford requesting he attend the next PBC meeting for clarification of the Project schedule, informing him of the PBC meeting schedule and the necessary timing for submitting information that is to be acted upon at the monthly meeting..

Mr. Ostop moved, Mr. Salvatore seconded, to approve for payment Invoice No. C010 dated

11 June 2007, from Kenyon & Cutler for the amount of $5,040.00 For professional services rendered from 1 May through 31 May 2007. The motion carried unanimously.

Mr. Ostop moved, Mr. Derr seconded, to accept for payment AIA Document Application No: 5, for the Period to 6/30/07, from W. J. Mountford for the amount of $368,227.60 pending that a Recovery Schedule is received on or before the end of the month. The schedule should

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reflect what has been approved by the PBC. The motion carried unanimously.

(It is to be noted that the end Project date has not changed as nothing has been authorized to permit a change.)

7. Old Business - There was none.

8. New Business - A revisit to the Library Project reiterated that the PBC is the authorized Committee of the Town of Simsbury to build and construct the library as required. Therefore any change desired must be brought before the PBC first. There was consensus for Mr. Sawitzke to send a letter to Ms. Bullock and to the Library Board to help clarify this issue.

There was discussion re PBC meeting dates and Mr. Sawitzke's needed presence. He will request the BOS to schedule him for their second meeting of the month to avoid conflicts.

The meeting was adjourned at 9:40 p.m. on a motion by Mr. Derr, a second by Mr. Salvatore and a unanimously favorable vote.