PROJECT MINUTES

Project: New Holbrook PreK-12 School Project No.: 13006

Prepared by: Joel Seeley Meeting Date: 11/25/2014

Re: Permanent School Building Committee Meeting Meeting No: 38

Location: H-CAM Studios Time: 7:00 PM

Distribution: Attendees, (MF)

Attendees:

PRESENT NAME AFFILIATION VOTING MEMBER

Daniel F. Moriarty PSBC Chair Voting Member

Mike Reith PSBC Vice-Chair Voting Member

Patricia Lally HPS Superintendent of Schools Non-Voting Member

Timothy Gordon Board of Selectmen Chair Voting Member

Barbara Davis School Committee Chair Voting Member

Charles Mahoney HPS Procurement Administrator Non-Voting Member

William Phelan Town Administrator Non-Voting Member

Robert O’Brien HJSHS Principal Non-Voting Member

Beth Tolson School Committee Voting Member

Tom Taylor Member at Large Voting Member

Peter Mahoney Finance Committee Voting Member

Matthew Moore Board of Selectmen Voting Member

James Day Member at Large Voting Member

Fred White Member at Large Voting Member

Mike Bolger HPS Director of Facilities Non-Voting Member

Kent Kovacs Flansburgh Associates (FAI)

Joel Seeley SMMA, OPM

Holbrook Elementary Schools and Junior-Senior High School Feasibility Study

11/25/2014

38

2

Item # Action Discussion

38.1 Record Call to Order, 7:30PM, meeting opened.

38.2 Record A motion was made by B. Davis and seconded by F. White to approve the 11/12/14

Permanent School Building Committee meeting minutes. No discussion, motion

passed unanimous by those attending.

38.3 J. Seeley J. Seeley will prepare a budget revision to re-allocate the Feasibility and Schematic

Design Phase balance to the Owner’s Contingency, once the PFA is executed.

38.4 Record J. Seeley distributed and reviewed the Budget Tracking Form, attached, for the Total

Project Budget.

J. Seeley to provide a monthly update to the PSBC.

38.5 Record J. Seeley reviewed the updated Design Development Phase PSBC Meeting and

Agenda Schedule, attached.

38.6 Record J. Seeley reviewed the updated CM Selection Timeline, attached.

38.7 J. Seeley

C. Mahoney

J. Seeley indicated the certified results of the Special Town Meeting and Ballot vote

have been submitted to MSBA and the MSBA Transition Meeting has been scheduled

for 12/11/14 at 1:30pm at MSBA offices.

The Total Project Budget is to be entered into the MSBA’s Propay system. J. Seeley to

coordinate with C. Mahoney to input.

38.8 T. Gordon T. Gordon will provide information on potential third party assistance with the MSBA

Propay process and financial management at the next Committee meeting.

38.9 K. Kovacs K. Kovacs distributed and reviewed the Administration and Teacher Design Meetings

Schedule, attached, and provided a powerpoint presentation, attached, of the areas of

focus of the four meetings recently held.

FAI will record the minutes of all the meetings and documents presented and will bring

to the PSBC for findings and decisions.

38.10 K. Kovacs K. Kovacs indicated the MSBA has standardized the design of the science labs and

developed a video of the design. K. Kovacs will forward the video for Committee

review.

38.11 K. Kovacs K. Kovacs to work with the School Administration to develop a log of all existing

Memorial Items in the school and on the grounds.

38.12 K. Kovacs

J. Seeley

Committee Discussion:

1. T. Taylor asked if areas for snow stockpiling will be shown on the site plans.

K. Kovacs indicated yes, the snow stockpile areas will be indicated on the site

plan.

2. J. Seeley to develop a cell phone contact list for the PSBC members.

38.13 Record Next PSBC Meeting: December 10, 2014 at 7:00 pm at the H-Cam Studios.

38.14 Record A Motion was made by F. White and seconded by J. Day to adjourn the meeting. No

discussion, voted unanimously.

Holbrook Elementary Schools and Junior-Senior High School Feasibility Study

11/25/2014

38

3

Attachments: Agenda, Budget Tracking Form, Design Development Phase PSBC Meeting and Agenda Schedule,

CM Selection Timeline

The information herein reflects the understanding reached. Please contact the author if you have any questions or are not in agreement with these

Project Minutes.

JGS/sat/P:\2013\13006\04-MEETINGS\4.3 Mtg_Notes\PSBC Meetings\37_2014_25November2014_Psbcmeeting\Permanentschoolbuildingcommitteemeeting_25November2014-

FINAL.Docx

AGENDA

Project: Holbrook Elementary Schools and Junior-Senior

High School, Holbrook, MA Project No.: 13006

Re: Permanent School Building Committee Meeting Meeting Date: 11/25/2014

Prepared by: Joel G. Seeley Meeting Time: 7:00 PM

Distribution: Attendees (MF)

1. Call to Order

2. Approval of Minutes

3. Approval of Invoices and Commitments

4. Review Site Plans and Floor Plans

5. Public Comments

6. Next Meeting

7. Adjourn

JGS/sat/P:\2013\13006\04-MEETINGS\4.2 Agendas\PSBC Meetings\37_2014_25November2014_Psbcmeeting\Agenda_25November2014.Doc

AGENDA

BUILDING COMMITTEE MEETING

Review Design Development Phase Schedule and Deliverables

Review CM Selection Schedule

Review Overall Project Schedule

Establish Administration and Teacher Meetings

CM SELECTION COMMITTEE - 5:30pm at Jr/Sr High School

Review RFP

BUILDING COMMITTEE MEETING

Review Site Plans and Floor Plans

CM SELECTION COMMITTEE - 5:30pm at Town Hall

Preliminary Qualifications Review Meeting

Final Review of RFP

BUILDING COMMITTEE MEETING

Review Site Plans and Floor Plans

Update on Administration and Teachers Meetings

Review Geotechnical Findings

CM Prequalification Committee Update

CM SELECTION COMMITTEE - 5:30pm at Town Hall

Qualifications Final Review and Shortlist

Final Review of RFP Documents

BUILDING COMMITTEE MEETING

Review Interior Design of Instructional Spaces

Review Preliminary Instructional FF&E

Review Preliminary Instructional Technology

BUILDING COMMITTEE MEETING

Review Updated Site Plans

Review Interior Design of Community Spaces

Review Exterior Elevations

Review Green Design Elements

BUILDING COMMITTEE MEETING

Review Updated Interior Design of Instructional and Community Spaces

Review Interior Materials

Review MEP Systems

December 17, 2014

December 10, 2014

November 25, 2014

December 10, 2014

December 23, 2014

January 21, 2015

Design Development Phase

DRAFT

All meetings held at H-CAM Studios, 140 North Franklin Street at 7:00 PM unless otherwise noted

November 12, 2014

November 25, 2014

Permanent School Building Committee

Elementary Schools and Junior-Senior High School Study

10/28/2014 updated November 21, 2014

DATE

MEETINGS SCHEDULE AND AGENDAS

January 7, 2015

Project Management SMMA

AGENDA

Design Development Phase

DRAFT

All meetings held at H-CAM Studios, 140 North Franklin Street at 7:00 PM unless otherwise noted

Permanent School Building Committee

Elementary Schools and Junior-Senior High School Study

10/28/2014 updated November 21, 2014

DATE

MEETINGS SCHEDULE AND AGENDAS

BUILDING COMMITTEE MEETING

Review Final FFE All Spaces

Review Refined Interior Materials

Review Updated Exterior Elevations

Review Exterior Materials

CM Prequalification Committee Recommendation

COMMUNITY MEETING

Project Update

Design Update

BUILDING COMMITTEE MEETING

Review Updated Site Plans

Review Athletic Fields and Outbuildings

Review Refined Exterior Elevations

Review Refined Exterior Materials

Introduce CM

BUILDING COMMITTEE MEETING

Review Architectural Equipment

Finalize Exterior Elevations and Materials

Finalize MEP Systems

Review LEED-S Scorecard, Energy Model and Daylighting Model

BUILDING COMMITTEE MEETING

Review Preliminary Cost Estimates

Value Engineering

BUILDING COMMITTEE MEETING

Review Final Design Development Documents and Estimates

Vote to Submit Design Development Package to MSBA

SUBMIT DESIGN DEVELOPMENT PACKAGE TO MSBA

ADDITIONAL MEETINGS TO BE SCHEDULED

February 11, 2015

February 18, 2015

February 4, 2015

March 4, 2015

March 18, 2015

April 1, 2015

April 7, 2015

Project Management SMMA

Page  1  of  2

Date Agenda

November  12,  2014  (Tuesday  @  9am)    completed EDUCATIONAL  DESIGN  MEETING!Review  site  plan!Review  of  community  wing  floor  plan!Establish  standing  meetings

November  17,  2014  (Tuesday  @  9am)      completed EDUCATIONAL  DESIGN  MEETING!Review  of  PK-­‐5  academic  wing  floor  plan  (instructional  spaces,  admin,  guidance,  media  center)!Review  of  6-­‐12  academic  wing  floor  plan    (instructional  spaces,  admin,  guidance,  media  center)!Review  site  plan

November  19,  2014  (Tuesday  @  10am)    completed EDUCATIONAL  DESIGN  MEETING  with  IT  director!Overview  of  technology  and  security  with  Edvance  (Tech  /  Security  Consultant)

November  25,  2014  (Tuesday  @  9am)      completed EDUCATIONAL  DESIGN  MEETING!Site  Plan  working  session  with  Waterman  Design  (Landscape  Architect)!Review  community  wing  plan  modifications  !Science  Department  /  STEM  working  session!Select  dates  for  design  meetings  with  the  following  directors  /  heads:  Visual  arts,  performing  arts,  video  lab,  music,  special  education,  medical,  math,  english,  language,  physical  education,    guidance,  kitchen,  custodial,  other

December  2,  2014  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Review  of  Site  Plan    -­‐  Start  of  bi-­‐weekly  site  updates!Review  academic  wing  plan  modifications!Meetings  with  general  classroom  dept.  head/faculty,  6-­‐12  medical,  PE,  custodial,  special  education

December  9,  2014  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Interior  Design  PK-­‐5  academic  wing    working  session  (instructional  spaces,  admin,  guidance,  medical)  !Interior  Design  6-­‐12  academic  wing  working  session  (instructional  spaces,  admin,  guidance,  medical)  !Meeting  with  PK-­‐5  medical

December  16,  2014  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING  with  Waterman  Design  (Landscape  Architect)!Review  athletic  fields  with  Athletic  Director  !Review  site  elements  with  Head  of  Facilities  (parking,  walkways,  loading,  ancillary  structures)  !Site  Plan  update  !Meetings  with  video  lab,  visual  arts,  performing  arts,  guidance,  medical

December  23,  2014  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Interior  Design  PK-­‐5  Community  Spaces  working  session    (lobby,  media  center,  &  cafeteria)!Interior  Design  6-­‐12  Community  Spaces  working  session    (lobby,  gym,  cafeteria,  &media  center)!Floor  Plan  update  -­‐  Start  of  bi-­‐weekly  floor  plan  updates

January  6,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Review  auditorium  design  !STEM  meeting  group!Site  Plan  update

January  13,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Review  of  MEP  systems!Floor  Plan  update!Exterior  Elevation  working  session

January  20,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Review  of  auditorium  design  !Site  Plan  update

January  27,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Interior  Design  PK-­‐5  Instructional  &  Community  Spaces  !Interior  Design  6-­‐12  Instructional  &  Community  Spaces    !Floor  Plan  update

February  3,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Review  project  with  student  representatives!Site  Plan  update

February  10,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING

New  PK-­‐12  School  Project

DRAFT                                                                                                                                                                                                                                                                                                                November  22,2014

All  meetings  held  at  District  Office  -­‐  Junior/Senior  High  School,  245  S  Franklin  St  at  9:00  AM  -­‐  11:00  AMEDUCATION  DESIGN  MEETINGS  WITH  SCHOOL  ADMINISTRATION/STAFF

Page  2  of  2

New  PK-­‐12  School  Project

DRAFT                                                                                                                                                                                                                                                                                                                November  22,2014

All  meetings  held  at  District  Office  -­‐  Junior/Senior  High  School,  245  S  Franklin  St  at  9:00  AM  -­‐  11:00  AMEDUCATION  DESIGN  MEETINGS  WITH  SCHOOL  ADMINISTRATION/STAFF

!Floor  Plan  update!Police  Department  working  session  with  Edvance  (Tech  /  Security  Consultant)    date  to  confirm!Review  of  Site  &  Building  physical  model  

February  17,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Site  Plan  update!Fire  Department  working    session  with  GGD  (MEP  Consultant)    date  to  confirm

February  24,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Floor  Plan  update

March  3,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Site  Plan  update

March  10,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Floor  Plan  update

March  17,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETING!Site  Plan  update

March  24,  2015  (no  meeting) No  Meeting  

March  31,  2015  (Tuesday  @  9am) EDUCATIONAL  DESIGN  MEETINGPage  turner  of  Design  Development  package

PROJECT MANAGEMENT

Holbrook PK-12 School October 30, 2014 Updated: November 21, 2014

Construction Manager Selection Timeline

August 28, 2014 Submit Application to Inspector General

October 3 Notice to Proceed with CM at Risk from Inspector General

November 4 Proposition 2-1/2 Ballot Vote

November 11 Submit Request for Qualifications (RFQ) Advertisement to:

1. Central Register (CR)

2. Local Newspaper

November 19 RFQ Advertisement Noticed in:

1. Central Register (CR)

2. Local Newspaper

November 25 Informational Meeting at Jr./Sr. High School and Tour – 3:30 PM

November 25 Review Draft CM RFP at Jr./Sr. High School – 5:30pm

November 26 CM RFQ Letter of Interest Due

November 26 Deadline for CM Submission of Questions

December 3 CM Qualification Packages Due

December 3 - 17 Evaluate RFQs to Prequalify CM Firms to Receive RFP

December 10 Qualifications Preliminary Review Meeting / Final Review of RFP at Town Hall – 5:30pm

December 17 Qualifications Final Review / Shortlist / Final Review of RFP Documents

at Town Hall – 5:30pm

December 18 Distribute RFP to Prequalified CM Firms

January 9, 2015 CM Proposal Packages Due

January 14 Evaluate Proposals, Rank CM Firms and Schedule Interviews

January 28 CM Interviews

February 4 Prequalification Committee CM Recommendation at PSBC Meeting

February 4 – 18 Finalize General Conditions, Fee and Contract Terms with Selected CM Firm

February 18 CM attend PSBC Meeting

Symmes Maini & McKee Associates, Inc. (SMMA)Holbrook School DistrictNew Holbrook PreK-12 SchoolBUDGET SUMMARYBUDGET TRACKING FORM as of: 11/30/2014 Budget Revisions

Propay Name A B C D Ecode # Feasibility Study Agreement

1 0001-0000 OPM Feasibility Study 160,000.00 160,000.00 159,250.00 159,250.00 - - 750.00 2 0002-0000 A&E Feasibility Study 450,000.00 450,000.00 450,000.00 450,000.00 - - - 3 0003-0000 Environmental and Site 100,000.00 100,000.00 63,706.00 63,039.69 666.31 - 36,294.00 4 0004-0000 Other 86,272.00 86,272.00 8,416.38 8,416.38 - - 77,855.62

Feasibility Study Agreement Subtotal 796,272.00$ -$ 796,272.00$ 681,372.38$ 680,706.07$ 666.31$ -$ 114,899.62$ Administration

6 0101-0000 Legal Fees 120,000.00 120,000.00 - - - - 120,000.00 Owner's Project Manager

7 0102-0400 > Design Development 254,666.00 254,666.00 254,666.00 - 254,666.00 - - 8 0102-0500 > Construction Contract Documents 382,226.00 382,226.00 382,226.00 - 382,226.00 - - 9 0102-0600 > Bidding 138,889.00 138,889.00 138,889.00 - 138,889.00 - - 10 0102-0700 > Construction Contract Administration 1,802,699.00 1,802,699.00 1,802,699.00 - 1,802,699.00 - - 11 0102-0800 > Closeout 61,004.00 61,004.00 61,004.00 - 61,004.00 - - 12 0102-0900 > Extra Services 100,000.00 100,000.00 - - - - 100,000.00 13 0102-1000 > Reimbursable & Other Services 40,000.00 40,000.00 - - - - 40,000.00 14 0102-1100 > Cost Estimates 100,000.00 100,000.00 52,250.00 - 52,250.00 - 47,750.00 15 0103-0000 Advertising 20,000.00 20,000.00 - - - - 20,000.00 16 0104-0000 Permitting 50,000.00 50,000.00 - - - - 50,000.00 17 0105-0000 Owner's Insurance 80,000.00 80,000.00 - - - - 80,000.00 18 0199-0000 Other Administrative Costs 60,000.00 60,000.00 - - - - 60,000.00

Administration Subtotal 3,209,484.00$ -$ 3,209,484.00$ 2,691,734.00$ -$ 2,691,734.00$ -$ 517,750.00$ Architecture and Engineering

Basic Services21 0201-0400 > Design Development 1,730,000.00 1,730,000.00 1,730,000.00 - 1,730,000.00 - - 22 0201-0500 > Construction Contract Documents 2,550,000.00 2,550,000.00 2,550,000.00 - 2,550,000.00 - - 23 0201-0600 > Bidding 330,000.00 330,000.00 330,000.00 - 330,000.00 - - 24 0201-0700 > Construction Contract Administration 2,450,000.00 2,450,000.00 2,450,000.00 - 2,450,000.00 - - 25 0201-0800 > Closeout 200,000.00 200,000.00 200,000.00 - 200,000.00 - - 26 0201-9900 > Other Basic Services 300,000.00 300,000.00 300,000.00 - 300,000.00 - - 27 BASIC SERVICES SUBTOTAL 7,560,000.00$ -$ 7,560,000.00$ 7,560,000.00$ -$ 7,560,000.00$ -$ -$

Reimbursable Services28 0203-0100 > Construction Testing 25,000.00 25,000.00 - - - - 25,000.00 29 0203-0200 > Printing (over minimum) 120,000.00 120,000.00 - - - - 120,000.00 30 0203-9900 > Other Reimbursable Costs 180,000.00 180,000.00 - - - - 180,000.00 31 0204-0200 > Hazardous Materials 240,000.00 240,000.00 - - - - 240,000.00 32 0204-0300 > Geotech & Geo-Env. 200,000.00 200,000.00 7,810.00 - 7,810.00 - 192,190.00 33 0204-0400 > Site Survey 80,000.00 80,000.00 53,680.00 - 53,680.00 - 26,320.00 34 0204-0500 > Wetlands 80,000.00 80,000.00 2,970.00 - 2,970.00 - 77,030.00 35 0204-1200 > Traffic Studies 100,000.00 100,000.00 - - - - 100,000.00

Architectural and Engineering Subtotal 8,585,000.00$ -$ 8,585,000.00$ 7,624,460.00$ -$ 7,624,460.00$ -$ 960,540.00$ CM @ Risk Preconstruction Services

36 0501-0000 Pre-Construction Services 600,000.00$ 600,000.00 - - - - 600,000.00 0502-0001 Construction Budget 79,835,240.00$ 79,835,240.00$ -$ -$ -$ -$ 79,835,240.00$

89 CSI Code CSI Description89 0502-0100 Division 1 - General Requirements - - - - - - 89 0502-0200 Division 2 - Existing Conditions - - - - - - 89 0502-0300 Division 3 - Concrete - - - - - - 89 0502-0400 Division 4 - Masonry - - - - - - 89 0502-0500 Division 5 - Metals - - - - - - 89 0502-0600 Division 6 - Wood, Plastics and Composites - - - - - - 89 0502-0700 Division 7 - Thermal & Moisture Protection - - - - - - 89 0502-0800 Division 8 - Openings - - - - - - 89 0502-0900 Division 9 - Finishes - - - - - - 89 0502-1000 Division 10 - Specialties - - - - - - 89 0502-1100 Division 11 - Equipment - - - - - - 89 0502-1200 Division 12 - Furnishings - - - - - - 89 0502-1400 Division 14 - Conveying Systems - - - - - - 89 0502-2100 Division 21 - Fire Suppression - - - - - - 89 0502-2200 Division 22 - Plumbing - - - - - - 89 0502-2300 Division 23 - HVAC - - - - - - 89 0502-2600 Division 26 - Electrical - - - - - - 89 0502-2700 Division 27 - Communications - - - - - - 89 0502-2800 Division 28 - Electronic Safety & Security - - - - - - 89 0502-3100 Division 31 - Earthwork - - - - - - 89 0502-3200 Division 32 - Exterior Improvements - - - - - - 89 0502-3300 Division 33 - Utilities - - - - - - 89 0502-9900 Retainage - - - - - - 89 0508-0000 Change Orders - - - - - - 89 Construction Budget Subtotal 79,835,240.00$ -$ 79,835,240.00$ -$ -$ -$ -$ 79,835,240.00$

Alternates90 0506-0000 Ineligible Work (Maint Blg, Press Box, Concession and Restrooms 404,800.00 404,800.00 - - - - 404,800.00

Alternates Subtotal 404,800.00$ -$ 404,800.00$ -$ -$ -$ -$ 404,800.00$ 0600-0000 Miscellaneous Project Costs

94 0601-0000 Utility Company Fees 280,000.00 280,000.00 - - - - 280,000.00 95 0602-0000 Testing Services 300,000.00 300,000.00 - - - - 300,000.00 96 0603-0000 Swing Space / Modulars - - - - - - - 97 0699-0000 Other Project Costs (Mailing & Moving) 200,000.00 200,000.00 - - - - 200,000.00

0600-0000 Miscellaneous Project Costs Subtotal 780,000.00$ -$ 780,000.00$ -$ -$ -$ -$ 780,000.00$ 0700-0000 Furnishings and Equipment

99 0701-0000 Furnishings 1,971,000.00 1,971,000.00 - - - - 1,971,000.00 0702-0000 Equipment

101 0703-0000 Computer Equipment 1,971,000.00 1,971,000.00 - - - - 1,971,000.00 Furnishings and Equipment Subtotal 3,942,000.00$ -$ 3,942,000.00$ -$ -$ -$ -$ 3,942,000.00$

103 0507-0000 Owner's Construction Contingency 4,012,002.00 4,012,002.00 - - - - 4,012,002.00 104 0801-0000 Owners' (soft cost) Contingency 802,400.00 802,400.00 - - - - 802,400.00

Contingency Subtotal 4,814,402.00$ -$ 4,814,402.00$ -$ -$ -$ -$ 4,814,402.00$

Total Project Budget 102,967,198.00$ -$ 102,967,198.00$ 10,997,566.38$ 680,706.07$ 10,316,860.31$ -$ 91,969,631.62$

(A - B - E)BudgetBalance

OriginalPS&B Budget

7/23/14CurrentBudget

ContractAmount Expended

(B - C)Remaining

Contract AmountAdditional Projected

Amount