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Home My WebLink About2016-08-08 Permanent Building Committee MinutesOFR i O �sJ9,iNcoao°pP Town of Reading Meeting Minutes Board - Committee - Commission - Council: Permanent Building Committee Date: 2016-08-08 Time: 6:00 PM RECEIVED �® TOWN CLERK READING. MASS. 10Ib NOU 28 A 10: 23 Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Open Session Purpose: General Business Version: Attendees: Members - Present: Chairman Gregory Stepler, John Coote, Brad Congdon, Bill Brown (Cemetery Trustees), Michael Bean (Associate - appointed as full for meeting); Patrick Tompkins (arrived 7:45pm) Members - Not Present: Nancy Twomey, David Traniello (Associate) and Jan Baronian (Cemetery Trustees) Others Present: Town Manager Bob LeLacheur'Facilities Director Joe Huggins, Jane Farrar, Michael Mini, Jon and June Weing (arrive 7pm), Ron O'Keefe (arrive 7:15pm) Minutes Respectfully Submitted By: Secretary Topics of Discussion: Gregory Stepler made Michael Bean a full member due to the vacancies on the committee. Pat Tompkins relayed his background checks through the Town Manager, and all three OPM candidates are qualified. Bob LeLacheur concurred from his discussions with references on past projects as well. Joe Huggins mentioned that Suresh Bhatia (now Atlantic) was part of the TILT team that worked on the RMHS project a decade ago, which was a poor experience. Joe started in January 2006. 6:30pm - STV The Committee interviewed Bob Labrecque from STV. He noted that Jim Kolb was unable to attend. He noted their engineers and architects focus on the public sector and their organization has 100 years of experience and 35 years in Massachusetts. STV is currently the OPM for the Reading library building project. Bob Labrecque went on to talk about: abutter outreach; mitigation plan; sensitive to the public process; RFP Designer selection - outreach first to design candidates; geotech; conservation; storm water management; schedule and budget - develop early; updates of website; good package to Town Meeting; meet with team - define roles & responsibilities via matrix, with timelines/deliverables; at 90% design - rescope the project for cost estimates; bidder outreach for contractors - short list of sub -bidders; keep an eye on the change orders, budget, schedule and monitor the quality; critical factors here: project team, site design, quality/value and cemetery operations. Greg Stepler noted the OPM was to assist in creating the Designer RFP, and then the process would be expected to narrow the project choices to a maximum of two for the PBC to examine, with the goal of sending only one option to Town Meeting. Page 1 1 Permanent Building Committee Minutes - August 8 2016 - page 2 Brad Congdon asked about community outreach and Bob Labrecque mentioned plan monitor and listen to the neighbors. Michael Bean asked about team building and the quality of cost scheduling. Bob Labrecque noted you need to know the tasks (the role and who is responsible) and then collaborate. They can use their architects for ideas, build a consensus with the best interest of the owner at hand. Greg Stepler asked about project management and cost estimate change management. Bob Labrecque noted this will not be a complex building. He would use the cost estimator as needed to check the architects work. He estimated about 25% of his time would be spent on this project, with Jim Kolb as needed. John Coote asked about the impact of the building on abutters. Bob Labrecque noted you have to look at the design. What happens in the building versus a central DPW Garage. Also, the location of garage bays and whether it fits into the neighborhood. Discussion - STV Greg Stepler noted that STV was very well prepared and researched, and Bob's answers were through. John Coote agreed and added that he gave very direct and honest answers. Mr. Bean agreed that it was a strong presentation. 7:15pm - CBI The Committee interviewed Wayne Lawson and Jen Santos. Jen Santos gave an overview of the company, mentioned she would be the project manager and spend 15-20 hours/week. Wayne Lawson would round out the project team and spend 10-15 hours/week. Wayne Lawson commented on communication and noted it is best to flush out everything up front and to understand the Permanent Building committee work to date. Bob LeLacheur clarified that only the best site would be brought to Town Meeting. Phase I would be design. Phase II would be complete design, bidding and construction. Jen Santos noted the conservation land, geotech work, and abutters. Wayne Lawson gave examples including a salt shed in Tewksbury, a town garage in Dover, various projects in Wellesley and a Tewksbury Town Hall project. Greg Stepler asked if all staff will be available to answer questions and it was noted they would. They are primarily a design firm with a selective approach as an OPM. Brad Congdon asked about community outreach and the response included; public meetings as needed; talk about hours of construction; communicate from all angles - no "blindsiding." Michel Bean asked about the team building approach and it was noted they are respectful of roles; tough as needed; cost and schedule........ John Coote asked about the impact of the building on abutters, and the response was that design would be done with abutters in mind. Greg Stepler asked about project management document review and it was noted they give lots of attention to cost estimates and scheduling. 8:00pm - Atlantic Suresh Bhatia, President and Ron Votta, Vice President were present. They noted they have built schools, fire stations and police stations. Site investigation is key. Abutter impact..... Page 1 2 they will help pick the designer and makes sure it fits into the neighborhood and town. They do value engineering and look at the current construction prices. They have a good background in cost estimates. Greg Stepler asked about the project team and they noted that Suresh would be the prime contact, Richard would be the assistant and onsite would be four to five part time people. Brad Congdon asked about community outreach. They noted the location of building, fencing, landscaping, lights. Michael Bean asked about team building. They noted team work is a constant tug of war; contractor - fair treatment - can't get rich on one job Greg Stepler asked about project management tools and it was noted that they prefer Excel - the MSBA is very detailed. John Coote asked about ownership. Suresh owns 100% - wife can assume control. Discussion - CBI and Atlantic CBI - Brad Congdon noted they had a good written proposal but less substance in the presentation John Coote noted that they were ill prepared and it was a poor presentation. Patrick Tompkins commented on youth - get more attention on a small job. Michael Bean noted it was a poor presentation - they should have prepared better. Brad Congdon noted that even for directed questions - Wayne stepped in. Greg Stepler - presentation material Bob LeLacheur - indecisive Atlantic - Brad Congdon had concerns about staffing. John Coote noted they are very seasoned and will watch out for the Town and abutters. Very good presentation. Pat Tompkins noted they did their homework but he has concerns they have a lot on their plate. Michael Bean - experience. Public Comment - June Ewing - good process and questions. Jane Farrar - concern of abutters. Michael Mini - OPM roles is less important than designer. A motion by Tompkins seconded by Concidon that STV is 12.13, Atlantic 9.5 and CBI 8.0 was approved by a vote of 6-0-0. A motion by Tompkins seconded by Congdon to adiourn at 10.20 p.m. was approved by a vote of 6-0-0. Respectfully submitted, Secretary Page 1 3