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HomeMy Public PortalAbout20151214 - Elementary School Building Committee - Meeting Minutes Hopkinton Public Schools 89 Hayden Rowe – Hopkinton MA 01748 Hopkinton Elementary School Building Committee HCAM Studios, Hopkinton, MA December 14, 2015 6:30 p.m. Chair Joe Markey called the meeting to order at 6:32 p.m. Attendees: Joe Markey, Chairman Mike Shepard, Vice Chair Rob Nickerson, Clerk Jon Graziano John Weaver Pam Waxlax Dr. Cathy MacLeod, Superintendent (non-voting) Quorum present (6 voting Members). Absent: John Mosher, Dave Daltorio (non-voting), Kelly Knight (non-voting), Lauren Dubeau (non-voting), Norman Khumalo, Town Manager (non-voting), Ralph Dumas (non-voting) Public Attendees: Meeting Televised by HCAM TV Also present: Jeff D'Amico, Tim Bonfatti, and Mia Ayers from Compass Project Management, Inc., (CPM) Judd Christopher from Drummey Rosane Anderson, Inc. (DRA) Chelsea Christenson from Nitsch Engineering (NE) David Warner from Warner Larson, Inc. (WL) I. Community Input: None. II. Approval of Minutes MOTION: Ms. Waxlax moved to approve the HESBC meeting minutes dated November 12, 2015 as amended, seconded by Mr. Shepard. Voted: 6-0-0. III. Review and Approve Payment of Invoices MOTION: Ms. Waxlax moved to approve the Invoice #CPM 44-16 from Compass Project Management dated November 30, 2015, in the total amount of $6474.63 for OPM professional services seconded by Mr. Shepard. Voted: 6-0-0. MOTION: Ms. Waxlax moved to approve the Invoice #012 from DRA dated December 2, 2015, in the total amount of $82,092.50 for Architectural professional services seconded by Mr. Shepard. Voted: 6-0-0. IV. MSBA Kickoff Update Mr. D’Amico gave a summary of the MSBA Kickoff Meeting held on December 7th noting who was present at the meeting and items discussed. The MSBA walked through the proposed project timeline, from Schematic Design to 90% Construction Documents Submission. Mr. Bonfatti reminded everyone that there will be “lulls” in the schedule when the MSBA takes time to review each submission. Further action is required for Town signatures on Exhibits A & H as well as a signature on the complete Project Scope & Budget Agreement by the chairman of the HESBC. The Project Scope & Budget Agreement, approved this evening, will require submission. MOTION: Mr. Shepard moved to authorize Mr. Markey, ESBC Chairman, to sign the Project Scope and Budget Agreement on behalf of the Hopkinton Elementary School Building Committee seconded by Ms. Waxlax. Voted: 6-0-0. V. Construction Manager at Risk Selection Process Update Mr. Bonfatti noted the CMR application was submitted on November 11th and received approval from the Inspector General today, December 14th. The Request For Qualifications (RFQ) deadline is December 17th at 11:30am. The RFQ’s are to be delivered to Ralph Dumas at the School Department. Compass anticipates 6-8 Construction Managers (CM’s) to submit for the RFQ. On December 29th, the Selection Committee will be narrowing the submitted group to a shortlist of 3 – 4 CM’s who will be invited to respond to a Request For Proposal (RFP). The shortlist would also be invited for an interview. Mr. Bonfatti recommends special counsel to review and develop the CMR contract. Compass will contact Town Counsel regarding procedures and process. The contract can always be added as an Addendum. Compass to engage the services of Bob Garrity as special counsel. MOTION: Mr. Weaver moved to have Compass advise with separate counsel to draft Construction Manager at Risk contract subject to Town Manager’s approval, seconded by Mr. Graziano. Voted: 6-0-0. VI. LEED Review / Discussion Mr. D’Amico explained that the project must attain a minimum of 50 points (Silver Certification) to receive 2% MSBA reimbursement funding. The project is currently targeting 56 points with a possibility of Gold Certification at 60 points. The project will be pursuing a “Split Review”, planning to submit a minimum of 60 points for Design Review because some projected points can be dropped during the review. DRA & CPM explained that LEED is a universal rating system, not school specific. The project will not be pursuing the parking reduction credit for school use. The Town requested a comparison of long-term savings versus upfront costs of pursuing additional LEED points. Mr. Christopher stated that the return savings will be expressed through use of energy modeling. DRA will be coordinating with their consultants to develop a baseline energy model with the new energy/building code acting as the baseline beginning at the start of construction documents. Compass reminded the Town that the Commissioning Agent for the project is assigned by the MSBA. Continuous five-year commissioning follow-up is not included in the MSBA costs, but the initial 10-month post-construction review is included. The committee discussed the benefits of hiring an Energy Management consultant to monitor the building systems and their efficiency levels. The next LEED meeting will be held at the end of Design Development. VII. Site Utility Review / Discussion Mr. Warner of Warner Larson and DRA presented the site features of the project. The roadway connecting the school site with the EMC parking lot will be shifted toward the property line. Issues of safety, security lighting, and the bike and pedestrian path were raised. The preliminary focus of the connection was pedestrian thoroughfare and the bike path with a one-way emergency roadway. The large vegetative swale in the parking lot will present a design challenge which will be investigated in design layouts. Parking will be screened with low plantings. A transition will be necessary between the wetlands and the hardscapes on the site, most likely to be addressed with meadow grass requiring annual mowing. DRA discussed exterior design features including the outdoor breakout spaces which could incorporate tree stump seating and slate materials for chalk art. DRA stressed their intent to incorporate natural materials as much as possible within the design. There is the potential of carrying the interior flooring to the outside as an extension into the outdoor breakout spaces. The intent is to reuse the existing stone walls at the breakout spaces. Reuse of natural materials on site will be brought into the outdoor play space, blending the fire lane paving into the groundscape in a colorful manner. The outdoor place space will be discussed further at the Educational User Group Meeting on January 27th. Colorful paving markings can be achieved through acrylic topping. The use of acrylic paint is safe for children with a longevity of 5-7 years. That life span is affected by the snow plow usage of the fire lane. Further investigation of the life-cycle cost of street coating will take place. The ESBC expressed a preference for capital repair painting. Concerns of maintenance and potholes were brought forth with the fire lane and the potential use of fine stonedust. A Multi-Site Planning Committee was appointed by BOS to evaluate the interconnected Town Parcels on Hayden Rowe. It is not clear when there first meeting will be held to discuss scope of that project. In the meantime Mr. Markey will reach out to Parks & Recreation to schedule a review meeting to discuss the emergency access roadway connecting EMC park to the new school. Ms. Christenson of Nitsch Engineering presented further on utilities and the site, including traffic concerns at Hayden Rowe Street. The turning lane design off Hayden Rowe was shown to the ESBC with a single dedicated left-turn lane. It is anticipated that this will generate a maximum one car backup. Mr. Markey noted that the planning board is considering extending the Hayden Rowe sidewalk from EMC park to the new driveway at 135 Hayden Rowe. The costs of the vehicular intersection will also be reviewed. DPW Sewer will be starting the permitting process. A permitting meeting is being scheduled for the end of January with the Town Planner, building inspector, conservation agent and DPW director. DRA will coordinate with GGD to send a request letter to the Electric Company and with G&V to send a request letter to the Gas Company to verify utility capacity and back charges. The future capacity of duplicate facilities for gas, sewer, water, and electric will be addressed. DRA will give a presentation on the exterior elevations, security, and an update on site design at the next ESBC meeting. VIII. Educational Planning Progress to Date DRA distributed the Educational User Group Meeting Schedule to the ESBC and reviewed progress of the spaces discussed to date. Based on items discussed at the 12/9/15 meeting for the Administration Suite, the size of the conference room is being maximized and the addition of a “floating/landing space” for visiting teachers is being incorporated into the design. A base layout was selected from three presented options for the Nurses Suite/Teacher Work Room. The design included a machineless elevator, eliminating the need for an elevator equipment room, creating more space to be used towards other programs. The selected layout situates the Nurses’ Suite off of the lobby and by relocating the Teacher Work Room to the back the size of the Custodial Storage can increase. Options were presented and discussed for the Custodial/Maintenance space with the chosen design eliminating the corridor to the Electrical Room and reducing the Gym Storage by 50 square feet. HPS had noted that a Custodial Workshop was needed for the district. The reduced size of the designed Gym Storage is equivalent to the size of the existing storage, with options for hanging storage from the rafters for expansion. It was noted that storage will be required for all project attic stock. IX. Other Business None. X. Next Meeting Dates The next ESBC selected meeting dates for their next two meetings. These meetings will start at 6:30pm. • Wednesday 1/20/16 • Monday 2/8/16 MOTION: Ms. Waxlax moved to adjourn at 8:40 PM, seconded by Mr. Nickerson. Voted: 6-0-0 Respectfully submitted, Jeff D'Amico Project Manager Compass Project Management, Inc.