HomeMy WebLinkAbout2016-04-11 Permanent Biulding Committee Minutes�y OFR O
Town of Reading
a Meeting Minutes C
Board - Committee - Commission - Council:
Permanent Building Committee
Date: 2016 -04 -11 Time: 7:00 PM -
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street Session:
Purpose: General Business Version:
Attendees: Members - Present:
. ilh 45
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joib MY 11 A & 25
Greg Stepler, Michael Bean, Nancy Twomey, John Coote, Brad Congdon,
Patrick Thomkins, Cemetery Trustee Chair Janet Bamnian, Cemetery Trustee
member Bill Brown
Members - Not Present:
Others Present:
Town Manager Bob LeLacheur, Facilities Director Joe Huggins
Minutes Respectfully Submitted By:
Topics of Discussion:
Mr. Stepler called the meeting to order at 7:05 PM.
Mr. Stepler made a motion to approve the minutes from March 28 2016 second by
Mr. Coote and unanimously approved.
GeoTech Update
Mr. Stepler suggested we have test bores done at the 2 cemetery cites by the DPW while
the consultant observes. Dig Safe will be notified.Photos will be taken and samples saved.
Mr. Stepler will coordinate through Joe Huggins and Bob LeLacheur.
Mr. LeLacheur announced that we have to hire an OPM due to the 1.5 Million threshold.
Mr. Thomkins did an estimate for construction and came to 1.476 Million for a new building
and agreed an OPM was still needed.
Mr. Thomkins passed out his cost estimate to build at Wood End.
His estimate was $302 /square feet for a 4864 square foot building for a total of $1,470,550.
Mr. Stepler noted the next step is an OPM RFP. Mr. Thomkins asked if the OPM RFP be put
together using Town Counsel.
Mr. Stepler suggested we utilize the library RFP as a basis.
Mr. Congdon and Mr. Stepler agreed the OPM should be hired first then help develop the
RFQ for designer services.
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Ms. Twomey went through her draft RFQ and talked about its development. The RFQ
includes two sites, Charles Lawn and Wood End.
Response time for the RFQ was discussed and all agreed that a 2 week turn around was
acceptable.
Ms. Twomey noted scoring criteria and ranking of all companies must be well documented.
Mr. Coote suggested a smaller subcommittee be formed then bring finalists to the full group
for a decision.
Mr. Stapler suggested Ms. Twomey be in charge of the subcommittee along with Mr. Coote.
The next meeting is scheduled for May 2, 2016 at 7 PM.
Mr. LeLacheur and Mr. Stepler talked about the schedule and thought a draft could be ready
for May 2nd after Town Counsel review for RFQ.
The central register ad will run May 11th through May 25th.
The RFQ will be due May 29`° - May 30th.
They will hold interviews the second week of June and the OPM would be hired in June.
Mr. LeLacheur noted an OPM firm would need to be hired by the end of June and a dollar
amount would need to be negotiated.
Mr. LeLacheur suggested we put money in capital each year for studies.
Mr. LeLacheur suggested Bill Brown amend the FY17 Capital Plan for $200,000 to fund
design.
Mr. Coote suggested we update Mr. Stapler's chart that speaks more to the design phase
and OPM.
Mr. LeLacheur will obtain the OPM RFP from the Library.
Ms. Twomey will send the draft RFQ as a word document to the group for review and
editing.
Ms. Twomey questioned what we are asking the designer to do. Are we asking them to
validate our findings and give us schematics on 2 sites? The group agreed that was the best
course of action.
Ms. Twomey noted the designer should look at all the Information the group has put
together and run with it. All the information will be given to them which will Include the four
sites. How we got to the two sites will be validated by them.
The next step will be the schematic design.
Mr. LeLacheur talked about the $125,000 in the capital plan to hire an independent
consultant for a town wide security upgrade.
The group agreed they could help evaluate the RFP.
On a motion by Ms Twomey seconded by Mr. Tompkins. the meeting adiourned at
8.43 PM,
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