Jan. 3, 2024 - Building Committee Meeting

Middletown

Minutes · January 3, 2024

Approved January 17, 2024

MPS BUILDING COMMITTEE MEETING

Oliphant Administration Building

Michael S. Pinto Conference Room

26 Oliphant Lane, Middletown, RI 02842

January 3, 2024 4:00pm

Members in Attendance:

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

Theresa Spengler arrived at 4:06pm. Bill O’Connell represented her prior to then.

** Shawn Brown arrived at 4:30pm. Marc Tanguay represented him throughout the meeting.

*** Michelle Fonseca left the meeting at 5:46pm.

· Call to Order

· The meeting was called to order at 4:03 pm by Co-Chair Ed Brady. Eleven (11) of eleven (11) voting members were present or represented by an alternate.

· Also present: Justin Bernard and Colin McCarthy, OPM, Colliers Project Leaders; Matt LaRue and Tina Stanislaski, HMFH Architects; Ed Cifune and Doug Brown, DBVW Architects.

· Present via Zoom: Alexandra Christiana, Connor Heinzman, Soha Mohammed-Eltaher, Olivia Ouellette and Justin Viglianti, HMFH Architects; Derek Osterman, OPM, Colliers Project Leaders; and Dominick Puniello, GGD Consulting Engineers.

· Approval of Meeting Minutes from December 20, 2023

· ** MOTION**: Tom Welch moved to accept the meeting minutes from December 20, 2023 and Greg Huet seconded. The motion passed unanimously (11-0).

· Public Input

· No Input

· Acknowledgement of Co-Chair Charlie Roberts Resignation

· Ed Brady acknowledged that co-chair Charlie Roberts had submitted his resignation due to other priorities. Marc Thayer will represent Charlie at this meeting. Meeting membership will be discussed at the January 10th meeting.

· Update on High School Career Academies

· High School Principal Donna Sweet was unable to attend the meeting to provide an update on the high school career academies.

· Superintendent Kraeger explained that a presentation was given to the School Committee explaining how the existing CTE offerings will be expanded to “academies”, broadening the offerings with the existing three CTE programs.

· Taking this approach removes the need to go through the two-year approval for a new CTE program. RIDE approval for this approach has been received. This will allow the district to add offerings such as additional health care options, manufacturing, perhaps cybersecurity, etc. Superintendent Kraeger will ask Donna to share the presentation with the Building Committee.

· ** ACTION:** Ask Donna Sweet to share her presentation on CTE programs expanding to “academies” with the Building Committee. – Superintendent Kraeger

· Vote to Approve Proceeding with Design for HVAC Option #3: Air Source Hydronic (HW/CHW) Heat Pump & Displacement System

· Dominick Puniello informed the Committee that the design that was presented at the December 20th meeting was revised via value engineering. The temperature setpoint for cooling in the classrooms could be increased from 75 degrees to 78-80 degrees on a design cooling day with conditions of 91 degrees, a condition that likely would occur in the middle of the summer, not typically during the regular school year. Dehumidification would still occur, so the environment would be maintained at 55% relative humidity, keeping the classrooms comfortable.

· Dominick added that approximately $850K could be saved by raising the design set point, which would allow the equipment to be downsized and rooftop air handling units to be used to cool and dehumidify the supply air. This will allow the substitution of dual functioning (heating & cooling) radiant panels with smaller heat only radiant panels, eliminating the need for 6-way valves and the chilled water supply and return piping to the radiant panels.

· ** MOTION**: Tom Welch moved to approve proceeding with the design for HVAC option #3: air source hydronic heat pump & displacement system and Greg Huet seconded. The motion passed unanimously (11-0).

· Architect’s Update and matters related thereto:

Middle/High School Cost Estimate

· Matt LaRue walked the Committee through the cost estimate for the new middle/high school. He highlighted the amount of contingency in the budget: 10% for design and pricing contingency, 11% for escalation to the mid-point of construction (March 2026) and 3% for construction management escalation. The total estimated construction cost is approximately $144 million.

· The consultant team informed the Committee that legislation may be introduced during the current fiscal year that would allow the use of a general contractor instead of a construction manager (CM), which would save the project some money. It isn’t clear how realistic this might be so the team will continue to plan as if a CM is required.

· Tina mentioned that there is grant money available that could be used to pay for portions of the project that aren’t covered by RIDE reimbursement.

· Matt then explained various value engineering design changes that could save the project some money, along with a list of add alternates that could be added if funding is available.

· One of the value engineering items is to replace the flooring tile in the kitchen and bathroom with epoxy in the bathrooms and vinyl in the kitchen and to bid out the tile as an add alternate.

· Another item is to replace the wall tile in the corridors with gypsum wallboard. Ed suggested that if this were to be considered, perhaps the tile could be retained in the main corridor into the school for aesthetics.

· HMFH explained that a lot of money could be saved by eliminating one elevator, the one on the middle school side. The Building Committee was not in favor of this option. At this point in the project, two elevators will remain in the project.

· Granite curbing could be replaced with concrete curbing. Marc Thayer suggested that the team consider bituminous berm instead of concrete.

· A central UPS system could be replaced with rack mounted UPS units as part of the IT budget, and the number of tree plantings could be reduced. Derek Osterman recommended that we carry the central UPS system in this budget as the IT budget will not be able to support rack mounted UPS units. Co-chair Brady stated that it’s not clear if the $60K in savings is for the units only or if it included the required distribution throughout the building. At this point the central UPS system will remain in the project.

· Marc Thayer suggested that a test boring for future geothermal support be added to the add alternate list.

· Don asked if HMFH could review all the items listed as “not included” in the cost estimate to be sure that all were conscious decisions and not items that may have been overlooked. HMFH agreed to do this.

· ** ACTION:** Confirm that all the items listed in the cost estimate as “not included” were consciously omitted. – HMFH

· As the project progresses further toward going out to bid, the add alternate list can be finalized and prioritized.

· The cost estimate can be viewed here: https://5il.co/2buok and the list of value engineering options can be found here: https://5il.co/2buol.

Two Week Look Ahead

· The space programming efficiencies with the school staff will continue.

· A meeting to review the Education Program (Civic) and Design Coordination (HMFH) will take place on 1/4/2024.

· A meeting with the local building official will be scheduled for the week of 1/15/2024.

· The Geotechnical Tests Pits report is due 1/5/2024 and the Civil Engineering Soils Assessment report is due 1/12/2024.

· The Stage II Application is due February 15, 2024. Don asked when the draft will be ready for the Committee to review. Colliers explained that both the Town Council and the School Committee will need to approve the document before submission. A schedule/process to complete the application and get it approved is needed.

· ** ACTION:** Provide a plan for getting the Stage II Application to the Committee for review/feedback and allow time for the School Committee and Town Council to approve. – Colliers

· The site and floor plan update and the two-week look ahead can be viewed here: https://5il.co/2buoj.

· Owners Rep Update and matters related thereto:

Review Draft Agenda for School Building Committee Roles and Responsibilities Meeting

· Justin Bernard explained that the draft agenda was sent to the Committee on Friday, December 29th and asked if any Committee members had any suggestions to send them to him via email in time for the meeting to be posted on Friday, January 5th.

· Open Action Items Review

· Schedule planning meeting with local building official – HMFH – due 1/17/2024

· Put together plans for a meeting to discuss the roles and responsibilities of the Building Committee post Stage II approval – Colliers – Closed in the prior agenda item.

· Develop specifications for operating buses from the renovated Middletown High School property (access, office space, parking space, etc.) – Poe George – due 01/03/2024

· Poe is working with the bus company on this and will bring an update to the meeting on 1/17/2024.

· Investigate how Saugus Middle-High School schedules athletic facilities (via the Athletic Director) – G. Fortunato due 01/03/2024.

· Rosemarie did not have an update on this agenda item but will bring an update to the meeting on 1/17/2024.

· Negotiate Colliers Contract Amendment – S. Brown – due 01/03/2024

· Shawn informed the Committee that the contract is currently being reviewed by legal counsel.

· Document minutes from the meeting with the local public safety officials and post to Dropbox. – Colliers – due 01/03/2024

· Justin stated that the minutes have been drafted and posted to Dropbox. This item is now closed.

· Post the one-page document explaining how the population for the new school was derived to the Building Committee website. – D. Morin 01/03/2024

· Don stated that the document has been posted. This item is now closed.

· Agree on the start time for the Building Committee meeting to discuss roles and responsibilities to be held on January 10th. – Colliers / SBC – due 01/03/2024

· The Committee agreed to start the meeting at 4:30pm. This item is now closed.

· Check with Town Administrator Shawn Brown to determine if the current contracts with consultants can be posted to the Building Committee website. – D. Morin due – 01/03/2024

· Don stated that he did contact Shawn and asked Shawn to explain the Town’s position. Shawn stated that the Town’s policy is not to post contracts and added that the Town is establishing a new Public Records Request process, and anyone can request the contracts using this process. This item is now closed.

· Determine provisions required for emergency accommodations at MS/HS – HMFH / Colliers – due 02/14/2024

· Adjournment:

· ** MOTION**: Tom Welch moved that the Building Committee adjourn at 6:11pm and Bill Nash seconded. The motion passed unanimously (10-0).

Future Meeting Schedule – The next meeting will be on January 10, 2023 at 4:30p.m. at the Oliphant Administration Building.

Respectfully Submitted,

Don Morin