Jul. 24, 2024 - Building Committee Meeting

Middletown

Minutes · July 24, 2024

Approved August 21, 2024

MPS BUILDING COMMITTEE MEETING

Oliphant Administration Building

Michael S. Pinto Conference Room

26 Oliphant Lane, Middletown, RI 02842

July 24, 2024 5:00pm

Members in Attendance:

X = Present/Voting; R=Represented; P=Present/Non-voting; N=Not Present

Theresa Spengler arrived at 5:10pm; Bill O’Connell represented her before then.

1. Call to Order

· The meeting was called to order at 5:01 pm by Chair Ed Brady. Twelve (12) of thirteen (13) voting members were present or represented by an alternate.

· Also present: Justin Bernard, OPM, Colliers Project Leaders, Matt LaRue and Justin Viglianti, HMFH Architects, and Ed Cifune, DBVW Architects.

· Present via Zoom: Connor Heinzman and Tina Stanislaski, HMFH Architects and Colin McCarthy, OPM, Colliers Project Leaders.

2. Consider and Vote on Meeting Minutes from June 26, 2024

· ** MOTION:** Tom Welch moved to accept the meeting minutes from June 26, 2024 and Bill Nash seconded.

· ** DISCUSSION:** Resident Terri Flynn asked about the large amount of information that was supposed to be made available ahead of tonight’s meeting for discussion and approval by the Building Committee. Secretary Don Morin explained that Ms. Flynn was referring to the reconciliation of the cost estimate and that it was not ready to be reviewed at this meeting and will be presented at the next Building Committee meeting. Chair Ed Brady added that the OPM would be giving an update on the status of that information during their update.

· ** VOTE:** The motion passed unanimously (12-0).

3. Architect’s Update

3.1 Design Update

· Matt LaRue informed the Building Committee that the Design Development phase is nearing completion. They are working toward closure at the next meeting on August 14th. Justin Bernard will provide additional details later in the meeting.

3.2 Three Week Look-Ahead

· HMFH/DBVW and Colliers met with the Middletown Fire Chief, Fire Marshal and Building Inspector earlier today to review the request for a variance to use interior window sprinklers instead of fire rated glass. HMFH has done this on many other projects. Approval is required by the state fire board for this variance. Feedback is expected in the next few weeks.

· A programming working group meeting is planned for July 25th to review value management proposals to solicit feedback from the group.

· HMFH/DBVW is working towards a Planning Board application via a multi-step process. Initially a master plan submission will be reviewed, followed by preliminary planning and final planning. A meeting is planned for July 30th between Colliers, the design team and the Town to align on plans for the Planning Board submissions, with a target for the master plan submission at the September meeting.

· Cost Estimating and Value Management will continue through August 8th with a presentation to the Building Committee for approval planned for August 14th. The Design Development RIDE Submission is also planned for Building Committee approval on August 14th.

· Bi-weekly coordination meetings with consultants continue.

· The update from HMFH can be viewed here:

https://drive.google.com/file/d/1lBDcVtNqX-NJ9ixV3CQpmRmmZi7ohrMA/view?usp=sharing

4. Owners Rep Update

4.1 CMaR and HazMat Testing Update

· Justin Bernard informed the Committee that the contracts with both Construction Managers at Risk (Bentley and Gilbane) have been fully executed. HazMat testing has been completed at the existing High School, Gaudet Middle School and Forest Avenue Elementary. The results from the High School have been received and are about what was expected. Floor tiles and floor tile mastic contain asbestos, as do the tunnels, although there is less asbestos in the tunnels than Colliers expected. Results for the High School, Gaudet and Forest Avenue will be available for review at the next meeting.

4.2 CMaR Estimate Reconciliation Process

· Justin Bernard explained that a full day meeting was held with each CMaR, the third-party estimator (Ellana), the design team and Colliers to reconcile differences and discuss any value management may be needed to remain on budget. The goal is to complete the reconciliation process by August 8th, allowing the consultant team to assemble a package for distribution to the Building Committee on August 9th, ahead of the August 14th meeting.

· HMFH/DBVW/Colliers will present the package to the Building Committee for approval on August 14th, after which it will be submitted to RIDE.

· Once the design team reaches the 60% construction documents (CD) milestone, the process repeats itself all over again with cost estimating, reconciliation and value engineering. This 60% CD package will be submitted to RIDE once the Committee approves it. After the 60% CD package is submitted to RIDE, Stage III is complete, and the project moves to Stage IV – Construction.

4.3 RIDE SBA Stage III Schematic Design Review Summary

· The consultant team met with the RIDE SBA on June 27th to review the new Middle/High School and Elementary School complex Stage III SD Submission. RIDE was very pleased with both submissions. The Middle/High School SD Submission has been approved. The Elementary School complex submission was returned with some minor revisions on July 10th. The consultant team met on July 11th to review the revisions and is working to address them.

· As mentioned above, the RIDE Stage III Design Development package will be presented for approval at the August 14th meeting and submitted to RIDE after the approval.

4.4 HMFH Supplemental Services Proposal Overview

· The original contract with HMFH/DBVW included design through Stage II for the Elementary School complex design. This supplemental services proposal includes consulting services for the Elementary School complex for Stages III and IV. Colliers has reviewed the proposal, and the request is well within industry standard cost for these types of services.

4.5 Budget Update

· The team is still working within the $190 million budget. Approximately $4.77 million has been spent to date. Contracts, which include the supplemental services proposal mentioned above amount to ~$23.47 million, with the total anticipated costs for the project excluding contingencies being $177,333,600.

· The budget update can be viewed here: https://drive.google.com/file/d/1r21TWygdfzXQeo9e4fMgI88umzGcg4hM/view?usp=sharing.

4.6 Three Week Overview – July 25 – August 14

· Colliers will work to complete the RIDE Stage III SD Design Review supplements for the elementary school complex.

· Value management will continue for the new Middle/High School and Elementary School complex.

· RIDE Stage III DD submission preparation for both schools will continue for review and approval at the next School Building Committee meeting.

· Preparation for the Master Plan Submission to the Planning Board will continue.

· The update from Colliers can be viewed here: https://drive.google.com/file/d/1k7-sfvqN4kRqNd_Kj2WhzH1dv-08XRyA/view?usp=sharing.

5. School Building Committee Update

5.1 HMFH Supplemental Services Proposal Discussion

· Chair Ed Brady explained that the Building Committee needs to vote to approve the supplemental services proposal for HMFH.

· ** MOTION:** Theresa Spengler moved that the Building Committee recommend to the School Committee and Town Council to approve the HMFH Supplemental Services Proposal for Stage III and IV design and construction phase services for the Elementary School Complex and Tom Welch seconded.

· ** DISCUSSION:** As mentioned earlier, the original proposal from HMFH did not include these services as the scope of work was not yet defined.

· ** VOTE:** The motion passed unanimously (12-0).

5.2 DCIP and Renew America’s School Grants Overview/Status

· Chair Ed Brady explained that he has not been able to discuss this with Town Administrator Brown, who has been leading this effort. This update will be postponed to a later time.

5.3 Coordination Meetings Update

· There is a meeting tomorrow to review the cost estimating and discuss value management proposals.

5.4 Three Week Look Ahead

· The same work what was summarized by Matt LaRue and Justin Bernard earlier to prepare for the next meeting on August 14th is the priority for the Building Committee.

· Theresa Spengler asked when the Supplemental Services proposal needed to be approved by the School Committee and Town Council and Matt LaRue stated that the work has already begun so approval by both groups is needed as soon as possible. Marc Tanguay suggested that the School Committee meet jointly with the Town Council at their next meeting on August 5th.

Adjournment

· ** MOTION**: Theresa Spengler moved that the Building Committee adjourn at 5:35pm and Don Morin seconded. The motion passed unanimously (12-0).

Future Meeting Schedule – The next meeting will be on August 14, 2024 at 5:00p.m. at the Oliphant Administration Building.

Respectfully Submitted,

Don Morin