Wareham ES Building Committee Meeting Minutes Wareham Elementary - PDF document

Wareham ES Building Committee Meeting Minutes Wareham Elementary School(s) MEETING DATE: Sept. 05, 2017 PROJECT: Multi-Service Center, Room 228 LOCATION: ATTENDEES: ( Absent in Italics) □ Jamie Andrews (JA) □ Judy Caporiccio (JC) □ Jackie DeGrace (JD) □ Michael Fitzgerald (MF) Bldg. Committee: □ Jane Gleason (JG) □ David Heard (DH) □ Michael Houdlette (MH) □ Michael Mac Millan □ Nadia Melim (NM) □ Dave Menard □ Michelle Montrond □ David Riquinha □ Rebekah Pratt (RP) □ Joan Seamans (JS) □ Kimberly Shaver-Hood (KSH) □ Derek Sullivan (DS) □ Geoff Swett (GS) □ Rhonda Veugen (RV) □ Jud ith Whiteside □ Jamie Wiksten □ Steve Wirtes (SW) □ Mark Adrean □ Chris Carroll □ Chad Crittenden □ Tony Oliva PMA: □ SEE ATTACHED SIGN-IN SHEET Others: Meeting called to order by Chair MacMillan at 5:31PM. Quorum not present. Approval of minutes of the 26Jun17 and 24Jul17 meetings was tabled due to lack of a quorum. General Item Responsible Due Notes 30Oct17 9/05:01 SBC SBC Meeting Minutes: A point of order was made; draft minutes from the July 24, 2017, made available to the SBC for review prior to acceptance, were prepared by PMA. JW indicated that SBC minutes need to be signed by the Committee Chair. 30Oct17 7/24:02 SBC Designer Selection: 9/05 Update: CC/PMA informed the SBC on the progress of procuring design services for the Feasibility Study. Approximately twenty firms requested copies of the Request for Proposal packages, and many attended the non-mandatory walk-through. Ultimately, four firms submitted proposal submissions to the Town for consideration. At this juncture, PMA has reviewed the packages for statutory requirements, and found them all to be compliant. Hard and electronic copies have been furnished to the Committee for their review. Further, PMA has prepared draft documents to list the candidate groups subconsultants, and to perform reference checks. The reference checks draft was distributed at the meeting. Generally, the references ranked the firms high in areas of communication, budget control, document preparation, cost control, and construction administration. Not all references had responded by the time of the meeting. Additionally, SBC members had questions about the notation field in the draft, and PMA promised to address them in the final draft. CC/PMA gave a presentation to the SBC listing comparative attributes of the candidates, showing how the various groups stacked up on statistics such as proximity to the project, number of ongoing jobs, number of MA registered architects on staff. The purpose of the presentation was not to promote any single candidate, but to show different attributes of the prospective Designers. Ultimately, on September 26 th , the Designer Selection Panel will select candidates for the DSP to interview at their meeting on October 17. The DSP will then send their rankings back to the Town and the Town may commence contract negotiations with the top ranked firm. 1

The DSP is made up of 13 MSBA-appointed positions, along with 3 from the Town. Per MSBA guidelines, the Town would send the Superintendent (or her designee), the Town Manager (or his designee), and a representative from the School Committee. MM informed the group that the School Committee was meeting tomorrow and would vote to approve DSP representation. Shortlisted candidate interviews are tentatively scheduled for October 17, 2017. All DSP meetings are public and will take place at the MSBA’s Boston Office. JW asked that the three DSP designees provide information to the SBC of the proceedings of the first DSP meeting. MM indicated that an email would be sent to all SBC members. 30Oct17 7/24:03 SBC Education Program Development: JS noted a subcommittee is currently being formed to develop the Ed Program. MM indicated that he would send sample materials of the Ed Program to JS for her review. The District will be responsible for creation of much of the material which makes up the Ed Program, which is a component of the initial MSBA submission, the Preliminary Design Program, or PDP. PMA will also provide links to some sample material for the District’s review. BP inquired if Decas staff would be involved in the Ed Plan process and JS noted that they have indeed reached out to Decas. 9/5:01 Record Pre-K Project Aspect: JC stated that universal pre-K is a district priority, BP concurred and noted that a number of recent studies also support this priority. The Town’s intention is to address the District’s Pre-K needs. It was clarified that, while the MSBA excludes Pre-K portions of the project from its reimbursement program, it does not prevent the inclusion of this program. The construction of these portions would be funded solely by the Town. Cost / Schedule Item Responsible Due Notes 30Oct17 7/24:04 PMA Project Schedule: PMA presented an update to the master project schedule. Development of options should be wrapped up by end of year. Selection of Preferred Option by early April 2018. Schematic Design & Estimating to coincide with Nov 2018 state election ballot. Schedule is subject to change with MSBA DSP date assignment, PMA to update after receipt of feedback from MSBA and issue to the committee. 9/5:02 RECORD 30Oct17 Next Meeting: Next SBC meeting will be held October 30 at 5:30PM. Going forward meetings will generally be held on the 3 rd Monday of each month, dates may be adjusted as necessary due to holidays or other conflicts. Meeting Adjourned: Meeting adjourned at 6:35PM, no motion necessary due to lack of quorum. The author of these minutes assumes, to the best of his or her knowledge, that the above content of these Meeting Minutes depict all that transpired during this Project meeting. All attendees are required to address by memo or via e-mail, any omissions, errors or inconsistencies in the reporting of these Meeting Minutes, to the writer, within two (2) business days of receipt of these Meeting Minutes. Minutes prepared by PMA on behalf of Michael MacMillan __ Sig Signed: ___ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ ____ Date te: 10/3/1 10 /17 2

Wareham School Committee’s MINOT FOREST SCHOOL BUILDING COMMITTEE MEETING Tuesday, September 5, 2017, 5:30pm Room 228, Multi Service Center 1) Call to Order – Roll Call 2) Approval of Minutes 3) Designer selection process • Overview of Designer Submissions • Approval of Designer Selection Panel Members 4) Education Program Development 5) Master Project Schedule 6) Any Other Business 7) Adjournment

Elementary School Project School Building Committee Presentation September 5, 2017

Office Location Charlestown, MA Wakefield & New Bedford, MA West Acton, MA Marion, MA 2

# of Staff in MA 13 Staff in MA 20 Staff in MA 24 Staff in MA 12 Staff in MA 3

# of Registered Architects 2 Registered Architects 2 Located in MA 6 Registered Architects 6 Located in MA 14 Registered Architects 14 Located in MA 4 Registered Architects 4 Located in MA 4

Lead Architect Experience 39 Years Experience 23 Years Experience 30 Years Experience 24.5 Years Experience 5

Lead Architect Tenure 14 years with Firm 12 Years with Firm 13 Years with Firm 1.5 Years with Firm 6

Similar Experience 4 School Projects > $30M 6 School Projects > $10M 24 School Projects ($124K - $55.3M) 9 School Projects > $30M 10 School Projects > $10M 12 School Projects ($5M - $104M) 4 School Projects > $30M 4 School Projects > $10M 5 School Projects ($500K - $79.6M) 2 School Projects > $30M 6 School Projects > $10M 17 School Projects ($625K - $46.5M) 7

Application Tailored to Wareham Used other projects as typical work product example, very little tailored specifically to Wareham’s needs or specific site options when compared to other submissions. Provided conceptual building layouts at multiple locations. Site considerations evaluated for constructability. Provided conceptual site plans & design axioms at multiple locations for both grade configurations identifying advantages for each scenario. Town hall site also explored, although not mentioned in RFS Pros and cons of 4 site alternatives provided demonstrates excellent understanding of community. 8

MGL 149/149a Experience Last 5 Years 30 Total Projects 7 Active Projects 2 Registered Architects 17 Total Projects 3 Active Projects 6 Registered Architects 11 Total Projects 4 Active Projects 14 Registered Architects 54 Total Projects 18 Active Projects 4 Registered Architects 9

CC1 Active Public Projects over $10M 1 in Design ($33M) 0 in Construction (2 Registered Architects) 2 in Design ($TBD & $80M) 1 in Construction ($32M) (6 Registered Architects) 0 in Design 0 in Construction (14 Registered Architects) 4 in Design ($20M - $46.5M) 4 in Construction ($14.6M - $28M) (4 Registered Architects) 10

Slide 10 CC1 Chad Crittenden, 8/30/2017

Quality of Application Bound, Well-Organized, Easy to Read Bound, Well-Organized, Easy to Read Bound, Well-Organized, Easy to Read Bound, Well-Organized, Easy to Read 11

References Two returned; all excellent grades across the board Two returned; mostly excellent grades (one ‘good’ on document quality) One returned; all excellent grades Four returned; all excellent grades across the board; most enthusiastic responses. 12

Objective Comparison Summary 13

Master Project Schedule

Discussion / Questions School Building Committee Presentation September 5, 2017