Special Meeting

PUBLIC BUILDING COMMITTEE - SPECIAL MEETING – 7:00 PM

DRAFT MINUTES
AUGUST 27, 2014

Chairman Richard Ostop called the Special Meeting for the Public Building Committee to order at 7:00 PM in the Board of Education Conference Room at the Simsbury Town Hall.  Also in attendance were Jeff Shea, Burke LaClair, Mike Laureno, Mary Lou Patrina, Bud Kelly, Lucian Dragulski, Larry Boardman and Brian White, Principal of Henry James High School in Simsbury.  

Three Architectural and Interior Design Agencies introduced their firms to the Committee and discussed their proposals previously submitted for the Squadron Line School Main Office Renovation and Henry James Memorial School Renovation.

ID3A Interior Design Architecture, Glastonbury, Connecticut

Ms. Kathyann Cowles, AIA, Managing Principal of Architecture at ID3A stated that the firm is 100% women owned. Ms. Cowles added that Ms. Stevanie Demko, IIDA, Interior Design Principal, was unable to attend the meeting.

Ms. Cowles proceeded to discuss ID3A’s past projects provided in their handout. Joining Ms. Cowles were Abby Ciago, Project Manager at ID3A and Loren Grabinsky, PE, of Consulting Engineering Services, Inc. Each described their roles on the proposed projects and background experiences.

Ms. Cowles added that ID3A is different from other firms because it’s half architectural and half interior design.

Ms. Cowles answered Chairman Ostop’s questions regarding work performed by the Architects and Interior Designers.  She said the Job Captain is a junior architect responsible for CAD drawings and works under the Project Architect. The Project Architect is the technical architect.  Both report to the Project Manager. All three positions will be doing the architectural work.

In addition, the Interior Design Principal is in charge of the design work and selecting finishes. The Interior Designer will be documenting the designs and selections of the Interior Design Principal.

Ms. Cowles also answered Chairman Ostop’s questions regarding the security consultants Ducibella Venter & Santore.  She stated that Ducibella Venter & Santore are developing the security guidelines for the State of Connecticut. The consultants will be brought into the project if there is a high-level of security required. Mr. Grabinsky added that the security consultants will be involved if there are technical requirements that are beyond the norm.

In regards to the schedule, Ms. Cowles stated that the projects will run concurrently for five months.  When asked by Chairman Ostop why a meeting with the Public Building Committee was not included in the schedule, Ms. Cowles replied that it is understood that meetings with the committee will take place at no additional cost and an Architect will be on-site weekly. She added that reimbursables are included in the fee except for printing and mileage. She also stated that fees are negotiable.

Ms. Cowles answered Mr. Dragulski’s question that there is a cost savings potential if both projects are conducted at the same time with the same contractors.

The committee spoke among each other and Chairman Ostop stated he is concerned with all the people listed on the project. He wants to know how many hours a week each person works and what they are paid per week.

Prior to the next presentation, Mr. LaClair stated that Friar Associates had the biggest discrepancy in price for the two projects and that this question should be addressed during their presentation.

Friar Associates, Farmington, Connecticut

The following attendees presented to the Committee:

Glenn Yeakel, AIA, Vice President/LEED AP

Robert Roach, AIA, Associate Principal

Bruce Dalkowski, M/E/P Director of Engineering Friar II, LLC

Jim Wilson, Project Manager

Mr. Roach introduced himself as the main contact with the client and is responsible for managing the schedule, programming and design.  Mr. Wilson stated that he is the contact for contractors and will be in the field most of the time. Mr. Dalkowski said that he will work closely with Mr. Roach and Mr. Wilson to orchestrate the M/E/P team while assessing the needs of the client. Mr. Yeakel stated that Ms. Kristen Giuffrida will be responsible for interior design.

Mr. Wilson proceeded to discuss the tasks and processes that is included in their handout. Mr. Yeakel said that the schedule is blended to together for both schools. He considers Henry James a smaller project, which reflects in the price proposed. They will evaluate the scope of work based on existing conditions and programming sections. He added that it is possible to tighten the schedule based on the needs of the towns. He also stated that the fees are fixed which includes all consultants needed for the project. Pricing is based on construction guides stated in the RFP.

Mr. Yeakel responded to Chairman’s Ostop’s question stating that the fees are negotiable. When asked how many security projects the firm has completed, Mr. Yeakel stated the entire Danbury school district, three schools in Rocky Hill and two projects with CREC. A Master Plan was also completed for all elementary schools in South Windsor.

Chairman Ostop asked about their reimbursable expenses. Mr. Yeakel said they will happily zero that out, except for printing and permit fees. He added there will be no charge for site meetings regardless of the duration or time of day.

Mr. Yeakel responded to Mr.  Dragulski’s question regarding change orders. Mr. Yeakel stated that Mr. Wilson will scrutinize every line item and push back on labor and material with the contractors. Their track record is 3% - 5% for change orders.

Phase Zero Design, Simsbury, Connecticut

The following attendees presented to the Committee:

Matthew Wittmer, AIA, LEED AP, NCARB, Principal in Charge

Kayce Gutsfeld, NCIDQ, Senior Interior Designer

Christopher Milliard, Project Manager

Amanda Johnson, Interior Designer

Steven Collins, MEP Engineer, Consulting Engineering Services (CES)

Mr. Wittmer stated that Acorn Engineering was originally included on their SF330. However, Acorn has since been awarded a major hospital project and do not have the resources for the school projects. Phase Zero Design added CES as the Engineering firm for both projects.

Mr. Wittmer gave some background information about the firm. Phase Zero Design started five years ago and currently has 32 professionals.  The firm is licensed in 40 states with most of their experience is in retail and hospitality. He added that their team is comprised of professionals with “amazing” school experience. For 20 years he worked on education projects at a previous firm.

Ms. Gutsfeld spoke about projects, collaborating with clients and developing storyboards of interior designs.

Mr. Milliard spoke about his work experience and the firm’s six-phase project approach. He also explained the five phases of the schedule.

Mr. Collin’s said that as a fifth generation Simsbury resident, he has a vested interest in this project. He mentioned that CES is a firm of 75 professionals with three offices, headquarter in Middletown, Connecticut. He has worked with Phase Zero Design on a number of projects.

Chairman Ostop asked Mr. Millard to list the names of school projects he has worked on.  Mr. Milliard stated he worked on Ledyard, East Granby High School, University of Hartford (several studies), Town of Vernon (renovated a school into a community center) and Coventry kindergarten, elementary and middle schools.

Chairman Ostop asked Mr. Wittmer to discuss the security systems at schools he has completed. He replied that he worked on two schools in Cromwell that required more advanced technology than what is being proposed for Simsbury. The work consisted of cameras for the entire campuses (inside and out), card readers, electromagnetic locks, connections to the Police and Fire Departments, and changes to the offices.

Chairman Ostop asked why Mr. Millard was not certified or licensed. He replied that he received his undergraduate and masters at University of Hartford. He is in the process working toward his degree. Mr. Milliard added that he has completed two of the seven tests. He admitted that he put this off too long and having a family also got in the way. Plus, he added that as a Project Manager, it’s even harder to find the time but it is a goal of his to accomplish. 

Ms. Gutsfeld answered Chairman Ostop’s question regarding the completion dates of projects she has worked on.  Ms. Gutsfeld stated that all projects are completed and that Ms. Amanda Johnson, Interior Designer, is not NCIDQ certified.

 Mr. Wittmer added that the fees are negotiable. Fees apply to reimbursable expenses such as printing costs. There will be no charge for mileage. If the firm is awarded both projects, they probably can offer a half percent discount.

The Committee then discussed the three presentations. Mr. Boardman commented that the first agency provided a schedule that wasn’t legible, which he considers an important detail that was over looked. Mr. Dragulski responded to Chariman Ostop’s comment that a minority-owned business gets work from the State, but the Town would not receive money or a discount. Mr. Dragulski mentioned that it’s a positive that Phase Zero Design is local and although they are a new company, they have strong experience. In addition, CES is well known has extensive experience.

Mr. Boardman moved to adjourn the meeting at 8:33 PM. The motion was seconded by Mr. Kelly and was unanimously approved.

Respectfully Submitted,

Irene Muench, Commissions Clerk