Meeting Minutes
LOCATION
DATE OF MEETING
TIME MEETING STARTED
PERSON PREPARING THE MINUTES
Marianne Arancio Stilson
MEMBERS PRESENT
1.
Jack Healy, Chair & BOS Representative
2.
William J. Buckley, Jr.
3. Mac Bramley
4. Lynn Chapman
5.
Kent Gilyard
MEMBERS ABSENT
1. Stacie Kavle, Vice Chair
2. Bob Blazek
3.
Jeff Zullo, Treasurer & BOF Representative
4. Gary Waugh - BOE
Representative
OTHERS PRESENT
Peggy Perusse, Winnie Harrison, Betsey Glassman, George Graikoski of O&G arrives
at
QUORUM PRESENT
Yes
1. CALL TO ORDER
Jack Healy, Chair
called the meeting to order at
2. APPROVAL OF MINUTES
Jack Healy, Chair tables the approval of the
3. PUBLIC PARTICIPATION
Winnie Harrison looked over the minutes and noticed on Page 2 there was a
discussion that does not include comments that she recalls by Mr. Bramley where
he was trying to find justification for the $700,000.00 figure and stated that
unless the Committee found $810,000.00 in the next five minutes, that the
$700,000.00 isn’t there or something to that effect.
She also stated that she and Betsey Glassman recalled Jeff Zullo stating
that there was two million dollars now.
She believes an explanation is in order when a building committee member
states statements of outrageous figures
that she believes is not true. She
also shares comments that she has heard on the siding.
She has not found anyone that likes the color.
She states that it is not a pressing issue but that she thought the whole
point of putting glass in the front and doing all these things is so when people
drive up it will look nice. She has
heard the following comments: “piss
yellow”; “equally appalled at the trailer park grey on the high school” and some
people commented it looked like “bargain basement leftovers.”
She states she can’t top that and that it’s a shame.
Betsey Glassman would like the recording secretary to hear this although she
comments that she is doing a great job on the minutes.
She points out that in the previous public participation she is quoted as
saying that the DEP approved the project and reads from the minutes.
She claims that she stated that Mr. Buckley said that the DEP had given
the green light on the parking lot.
She thinks that everything else is correct.
She states that she has never gotten the documents that she has requested
at the meetings and in emails. She
states that the DEP does not give green light to anything without putting it in
writing. She believes that the
Inland Wetlands Commission based their approval on what Mr. Buckley said.
She also reiterated what Winnie Harrison said about Mac Bramley and Jeff
Zullo’s comments. She also would like to
know where the figure came from.
4. COMMUNICATION
Report from Jeff Zullo on BOF Communication
None discussed. Jeff Zullo not
present this evening.
Report from Gary Waugh on BOE Communication
None discussed. Gary Waugh not
present this evening.
Report from Jack Healy on BOS Communication
Jack Healy, Chair states that he did receive a verbal communication from a
parent of a student who will be transitioning from the sixth grade to the high
school and is concerned that her child has a learning impairment that is
exacerbated by noise issues in the classrooms.
He states that he met with the parent and gave her information about what
the committee is doing. She also
gave him a copy of an informational letter that states what can be done with the
noise attenuation in the classrooms.
He reports that he spoke to the BOS on Tuesday night and discussed the
siding, and that they were behind on the intermediate school and that the high
school is about on schedule. He
states that they are now working on the asbestos remediation in several areas.
He also discussed with them the letter that the Building Committee
received from the architect’s attorney and told them that he would be meeting
with the town attorney on Friday to discuss this issue.
He also discussed the parking lot submissions that had been approved by
Inlands/Wetlands and that it was going before Planning and Zoning on the 16th.
He states that the BOS did have feedback on the letter issue.
5. ARCHITECT/CONSTRUCTION MANAGER
UPDATES
Jack Healy, Chair states that he received an email from Richard Munday that
contained the status list. He
reports that Richard Munday of HSN will be late this evening and that he doesn’t
know where George Graikoski is.
Mac Bramley makes a point of order.
Motion:
Mac Bramley moved that agenda item #5 Architect/Construction Manager
Updates be heard subsequent to #8.
FF&E UPDATE – TAKE ACTIONS AS NEEDED
as #8A.
So moved.
Seconded:
William J. Buckley, Jr.
Discussion: Jack Healy, Chair
notes that George Graikoski is pulling up in the parking lot and asks the
members of the committee if they still want to postpone this agenda item.
They respond “yes”.
Vote:
Abstention: none
Opposed: none
Absent:
Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
6. FINANCE COMMITTEE – Take actions
as needed
William J. Buckley, Jr. notes that the Finance Subcommittee did not meet this
evening but that Peg Perusse did give him four invoices that need to be approved
this evening. He also notes that
there is an issue of getting signatures from O&G and Newman and wants Jack
Healy, Chair to resolve this issue with the two companies.
Approval of Invoices
Motion:
William J. Buckley, Jr. moved that the following invoices be forwarded to
the Chairman for approval subject to his review to make sure that the proper
certifications are in place.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
O&G |
17-LIS |
|
$44,143.00 |
Intermediate |
So moved. Seconded:
Kent Gilyard
Discussion:
Jack Healy, Chair asks William J. Buckley, Jr. if there is a sheet of the
invoices for the recording secretary.
Peg Perusse responds and hands a copy to the recording secretary.
Jack Healy, Chair inquires about the bill.
William J. Buckley, Jr. responds that it’s O&G’s May 30th
invoice for the intermediate school.
Mac Bramley believes that they are identical amounts every month.
Discussion ensued. William J.
Buckley, Jr. states that it is the normal invoice for the services they provide
under the contract. Jack Healy,
Chair asks George Graikoski since the
Vote:
Abstention: none
Objection: none
Absent: Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
Motion:
William J. Buckley, Jr. moved that the following invoice not be approved
at this time pending further evaluation as to what percentage of the work is
completed.
|
VENDOR |
APP/ INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
O&G |
17-LHS |
|
$55,870.00 |
Middle/High |
So moved.
Seconded: Kent Gilyard
Discussion:
none.
Vote:
Abstention: none
Objection: none
Absent: Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed
Motion:
William J. Buckley, Jr. moved that the following invoice be approved and
authorize the Chairman to pay that invoice.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
Marianne Arancio Stilson |
62107 |
|
$250.00 |
Middle/High & Intermediate |
So moved.
Seconded:
Kent Gilyard
Discussion:
Peg Perusse states that it has already been paid but that she was asked to bring
it up at the meeting.
Vote: Abstention: none
Objection: none
Absent: Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed
Motion:
William J. Buckley, Jr. moved that the following invoice not be approved
at this time pending further evaluation as to what percentage of the work is
completed.
|
VENDOR |
APP/INV# |
INV. DATE |
AMOUNT |
SCHOOL |
|
William B. Meyer |
11435-LHS |
|
$9,410.00 |
Middle/High |
So moved.
Seconded: Kent Gilyard
Discussion:
Jack Healy, Chair inquires about this invoice.
Peg Perusse states that it was the moving of the library, media and
science room and that the invoice was sent to Tony Crowe.
Jack Healy, Chair wants to be sure this invoice gets to George Graikoski
so that it is included in his spreadsheet.
Vote:
Abstention: none
Objection: none
Absent: Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed
7. TECHNOLOGY UPDATE – TAKE ACTIONS
AS NEEDED
Jack Healy, Chair asks for a motion to move this agenda item as well.
Motion:
Mac Bramley moved that agenda item
7. TECHNOLOGY UPDATE – TAKE
ACTIONS AS NEEDED be heard subsequent to #8A Architect/Construction
Manager Updates as #8B.
So moved.
Seconded:
Kent Gilyard
Discussion: None
Vote:
Abstention: none
Opposed: none
Absent:
Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
8. FF&E UPDATE – TAKE ACTIONS AS
NEEDED
Update from School Administration on status of preparation of FFE package for
submission &
BC Update on FFE Efforts, (Stacie Kavle & Lynn Chapman)
Peg Perusse states that there is no update or change at this time and that she
is still working with the State.
8A. ARCHITECT/CONSTRUCTION MANAGER UPDATES
George Graikoski apologized for being late but was held up in traffic due to
accidents.
Budget (O&G)
George Graikoski supplies the members of the committee with the Litchfield
High/Middle School and the Intermediate School’s “Construction Manager’s Monthly
Cost Control Reports” and the “Change Orders by Trade Contractor Reports”.
He states that these reports are not very different from last month’s
reports. These reports are
discussed at length with the Committee members and George Graikoski.
Jack Healy, Chair reminds George Graikoski that he should concentrate on
finishing up what is being done and not add on or change things at this point in
the project. He reminds him that no
changes should be authorized without the approval of the Building Committee
first and wants to be sure that this is clear.
He reminds him that there is a prioritized list and that if there are any
changes that anyone wants done, it needs to be placed on that list and voted on
by the Building Committee. William
J. Buckley, Jr. brings to George Graikoski’s attention an increase in the
numbers from last month’s cost control report.
The reason for this is discussed.
Jack Healy, Chair asks George Graikoski when the change orders will be
completed. George Graikoski reports
that there are seventy-five change order requests that are in the report but
that they are open and that there are still some credits that they have not
gotten yet and are not reflected on the list.
He believes the credit process is being slowed by the outstanding change
order requests that have been reviewed but not signed, and that some have not
even been reviewed yet. He states
that only ten change orders a meeting are being done at the weekly meetings and
the pace needs to be picked up and more meetings need to be scheduled.
Jack Healy, Chair asks George Graikoski if the pace of change orders is
less if there is no Building Committee member present.
He states “yes.” He also
feels that about half of the change orders can be eliminated if they were
signed. This is discussed in
detail. William J. Buckley, Jr.
reminds everyone about the analysis by Jeff Zullo on the soft costs and that the
total of the two buildings. He believes that that number needs to be adjusted by
the deficit funding for the two projects and then further adjusted by these
credits. He also states that
at the last meeting the Finance Subcommittee also added the new line items to
the soft costs report. Mac Bramley is
concerned about where legal services are in this report.
William J. Buckley, Jr. points out the line item it is included in.
Mac Bramley is also concerned about where the supplemental to the
architect’s basic services is of $131,000.00 for consultants that the Committee
approved individually to be funded through the architect.
William J. Buckley, Jr. notes that it is in “Architect’s Consultants
121”. Mac Bramley notes that there
is not enough money to fund the architect’s remaining under basic services based
on the percentage that has yet to be funded.
William J. Buckley, Jr. explains where it is in the report and explains
that there are some individuals like the theatre consultant, the traffic person
and kitchen work that these are all architects’ additional services that need to
have their dollar amounts placed on them and then taken out of basic service
figure. Peg Perusse states that
they are working on it now.
Jack Healy, Chair states that the building inspector will no longer be invoicing
the project and that a credit will be issued.
Peg Perusse will look into this credit before the next meeting.
The only invoice that may be issued will be on an hourly basis if at the
end the Committee needs someone for the day.
Mac Bramley asks if the interim interest has stopped.
Jack Healy, Chair states he doesn’t know.
He states that according to the last conversation with Jeff Zullo there
are still interim notes outstanding and that Jeff Zullo thought that the
Committee would still be billed as long as the notes were outstanding.
Mac Bramley states that he hasn’t seen an interim interest bill from the
town in a long time. Discussion on
interest ensued. Jack Healy, Chair
will check on the interim interest and get back to the Committee.
Schedule Update (O&G)
Jack Healy, Chair inquires of George Graikoski where the intermediate school is
now in regard to completion. He states that this school was supposed to be done
by now. George Graikoski states
that the carpet was installed in the library and the only thing left in the
library is the bookcases. He states
he wrote to Connecticut Carpentry about this.
He states that they would not do any more change order work until they
got executed change orders. George
Graikoski states that he went to another contractor to get the work done at the
same price. The bookcases are three
to four weeks from completion. The
library is discussed in detail.
He states that the sheet rocking has started in the gym vestibule and
that the roofing is starting on Monday.
A discussion of the gym vestibule ensued.
Lynn Chapman is concerned about the paint being used and wants to be sure
that flat paint is not used. Jack
Healy, Chair asks George Graikoski to be sure that flat paint is not being used.
George states that he will check on this.
The art room and the faculty room also need to be completed.
The air conditioning in the administrative offices is discussed and will
be started next week and the unit will come in two weeks.
The gym canopy is discussed.
William J. Buckley, Jr. asks if the June 21st report with the
completion dates was updated for this meeting.
George Graikoski states that he did not do one.
Jack Healy, Chair tells George Graikoski that the report with the
schedule and the completion dates should be done for every meeting from now on.
George Graikoski also reports that he wrote the letters to Titan Roofing
and Allied Restoration on the metal siding and reports that they did pick up the
pace. He also reports that Allied
Restoration had their rep on the project on Tuesday.
He is waiting for his report on the membrane issue.
Mac Bramley inquires if it will be an affirmative letter.
George Graikoski states that it is.
William J. Buckley, Jr. wants to know how much of the insulation is still
not covered. George Graikoski
responds that inspection on the high school was Tuesday and that both schools
are a week or so away from completion.
A lengthy discussion ensued on the letters sent to the contractors and
their bond contractors, the contract language and the performance of the
individual contractors in regard to change orders.
Jack Healy, Chair inquires about the punch listing.
George Graikoski states that it will be at the end of this month.
The site work and the curbs are discussed at length.
George Graikoski states that in the middle of August the seeds will be
planted. The landscaper is coming
August 15th. The
area outside the Intermediate School Cafeteria is discussed in detail.
George Graikoski is aware of the problem and it will be fixed and that it
is not acceptable as it is now.
Jack Healy, Chair inquires about the schedule for the high school.
George Graikoski states that that abatement is going well and they are
working on the classrooms in the seventeen wing right now and it should be
completed this week. The kitchen
will be started next week and that after the kitchen is done some of the other
classrooms that have not been completed in area nineteen will be done.
He states that GarSan has been doing the demolition and rough-ins and
electrical. He feels that they are
on schedule with the high school.
Jack Healy, Chair inquires about the classrooms in the one hundred wing.
George Graikoski states that it will be done in the end of September or
the beginning of October and that the new science area case work is in and next
week the electricians and plumbers will go in and do the rough-in.
The landscaping and the sidewalks are discussed.
The gym is discussed and it is reported that it will be done the last
week in July or the first week of August and take it will take two weeks to
complete.
Credit Update (O&G)
This agenda item was discussed in Budget (O&G) above.
Change Orders by Trade Contractor Reports discussed.
Jack Healy, Chair wants a new list for
next meeting.
Soft Cost Budget (Jeff Zullo & O&G)
George Graikoski brings the Committee’s attention to Cost Control Report on the
soft costs under the “Architect’s Services,” he added three more line items;
“Architect’s Basic Services”; “Architect’s Consultants”, “Architect’s Extra
Services and “The Owner’s Engineering Consultant’s”.
He states that he will get together with Peg and Deb before the next
meeting to fill in those new line items.
Also discussed in Budget (O&G) above.
Peg Perusse states that she will have the information for the next sub
finance meeting and will get together with George Graikoski.
Issues List Review (HSN)
Jack Healy, Chair reports again that Richard Munday emailed the report but since
he still is not present, this item will be addressed later on in the meeting
when he arrives.
This agenda item was discussed in Schedule (O&G) above.
Entrance to 7th & 8th Wing updates (O&G and HSN)
Jack Healy, Chair reports that Newman issued an ASI and that the ASI is totally
different from what he had understood would be done.
He asks George Graikoski about this item.
George Graikoski reports that he talked to Richard Munday today and he
said they were going to do some kind of structural member on the store front.
Mac Bramley is concerned about the timeframe of the new change. George Graikoski
does not know what the structural member is and if it’s a custom item or an off
the shelf item. Jack Healy, Chair
asks that this agenda item be heard when Richard Munday arrives.
Wall Panel Update (O&G and HSN)
William J. Buckley, Jr. wants to know if deadlines were given in the two letters
for the wall panel and the media center and states that they will be held
responsible for any costs incurred.
George Graikoski states that he did not give them a specific date for the work
to be done but did tell them that they would be responsible for costs.
He states that he did ask them for a date when they expect to be done.
He will follow up on this next week.
William J. Buckley, Jr. feels that they should get together with O&G’s
attorney’s and have the attorney’s start writing letters because he feels that
these issues are going to get nasty.
He feels that this issue will cause Newman and O&G to work over their
contracts and that the Committee should have an attorney advise them how to keep
track of the expenses associated with this issue as the project moves forward.
The discussion of hiring a construction
litigation attorney ensued. Mac Bramley
feels that all the open subcontractors should be reviewed by the attorney.
Penalties are discussed. Jack
Healy, Chair will discuss this issue with the town attorney at tomorrow’s
meeting. Jack Healy, Chair asks that any
Building Committee member who can make it tomorrow at
Richard Munday arrives at
LHS Ceiling Replacement, Noise Attenuation and Noise Levels (HSN)
Jack Healy, Chair states that he did meet with George Graikoski on this issue.
Jack Healy, Chair states that he has been asking since last November for
panels and noise attenuation materials to be brought to the schools so that
something can be done about this while the students were still in school.
He further states that he has asked the architect several times to do
studies and originally they were going to do them.
He feels that there is a standard of care when you are a designer to do
things at certain levels and that nothing has been done.
He asked George Graikoski to contact Armstrong and Connecticut Acoustics
to rent, borrow or buy the panels.
He reports that he does this for a living and that the study should be done with
the actual conditions of the classrooms that include the students being there.
He wants a base line reading of the rooms to be done quickly.
He also states that he can get students in the classroom to get the study
done. George Graikoski states
that he did talk to Connecticut Acoustics and they are looking for something in
their shop and that he did not get a hold of the Armstrong rep yet.
Jack Healy, Chair states that he wants to discuss this next week.
He states that Tim Breslin will help with this.
William J. Buckley, Jr. wants to know what the costs are.
Jack Healy, Chair states that he will find out.
The noise standards change through the state legislation is discussed.
William J. Buckley, Jr. is still concerned that what was built is equal
to what was designed. He also
states that Richard Munday made the point last meeting that noise attenuation
was in the original design but that it had been removed.
He further states that he went through the minutes and didn’t see when
this was discussed or when the Building Committee took this out.
Peg Perusse indicates that the state legislature changed the standards
after the plans were approved.
William J. Buckley, Jr. feels that Dave Wedge would make it eligible for
reimbursement if the levels meet the new standards.
Mac Bramley reports that Richard Munday stated at the last meeting that
the standards were substantially lower and that a number of things were removed
from the design because of budget constraints and that he doesn’t believe the
Committee sat through a punch list and managed all of them.
He feels that if the Building Committee can afford it, he agrees with
William J. Buckley, Jr. that it should be brought up to the standard or better.
Kent Gilyard feels that the Committee did not knowingly remove this from
the project. Jack Healy, Chair agrees.
Jack Healy, Chair is frustrated because he has been asking for a number
of things to be done since last November and nothing has been done.
Motion:
Mac Bramley moved to empower the Chairman to generate whatever mechanism
is required to obtain the information necessary to systematize a solution to the
classroom noise level in the high school to bring it to current State
requirements and cost said solution.
So moved.
Seconded:
Kent Gilyard
Discussion: Lynn Chapman
states that you don’t know what the classroom is to compare it to the State’s
standard. Kent Gilyard states that
whatever the classroom is now is not good enough if it is at standard now.
Richard Munday states that the intent of the design was to put in an
acoustic ceiling in the previous design.
There was no specific acoustic standard to obtain it was to put an
acoustic ceiling in to attenuate the sound. Richard
Munday states that he is happy to work with Jack Healy, Chair to address this
issue. Jack Healy, Chair wants to
know if they have designed schools with the same design as the seventh and
eighth grade. Richard Munday states
that the ceilings can be added back.
Further discussion ensued and discussion of the ASI takes place.
Richard Munday states that the ASI is for a spray in application that can
be sprayed between the joists without taking out the mechanical and electrical
that has been installed. Putting in
a ceiling now would mean taking out those items already installed.
Jack Healy, Chair is concerned that the spray on is a permanent structure
and that it is difficult to cut and repair and can become a maintenance issue.
Jack Healy, Chair again mentions obtaining the panels to look at this
issue.
Mac Bramley discusses the lighting issues in the intermediate schools and the
use of white boards to solve the problem.
He wants to know if the lighting issues can be evaluated and monitored
for a solutions as well.
Jack Healy, Chair states that he is looking for solutions for both
schools.
Vote:
Abstention: none
Opposed: none
Absent:
Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
Jack Healy, Chair reminds George Graikoski to get the panels.
The lighting issue is discussed.
William J. Buckley, Jr. reads from the minutes of
a previous meeting involving this issue and that it was with O&G to
resolve this. Lynn Chapman wants to
know if the lighting contractor can install one strip of lights in one classroom
to see what the difference is.
George Graikoski states that there is a classroom in the intermediate school
that should be looked at as a mock-up.
Richard Munday feels that the Committee should look at the room now.
Jack Healy, Chair decides to tour two classrooms in the intermediate
school and move the meeting there.
The meeting is moved to Classroom #229 and then moved to Classroom #339.
Both classroom’s strip lights, ceilings and beams were looked at and
discussed with Richard Munday and George Graikoski.
The meeting is moved back to the Intermediate School Cafeteria.
Richard Munday will have engineers take light readings and George Graikoski will
price one white board. Jack Healy,
Chair wants to wait before making any decisions and look at all the options
since he believes that this issue will be expensive.
Motion:
Mac Bramley moved to empower the Chairman to generate whatever mechanism
is required to obtain the information necessary to systematize a solution to the
classroom lighting level in the intermediate school and cost said solution.
So moved.
Seconded:
Kent Gilyard
Discussion: none.
Vote:
Abstention: none
Opposed: none
Absent:
Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
Issues List Review (HSN)
Richard Munday’s issue review list is discussed in detail.
Jack Healy, Chair encourages continuing communication between O&G and
Newman to move these items and get them completed and off the list.
Mac Bramley would like to be sure the construction manager has a copy of
the list and wants the construction manager to go down the list and give a
status of each item. The use
of the list is discussed in detail.
Jack Healy, Chair is frustrated because at each meeting he does not see things
being done. He would like to see
this list updated for each meeting.
William J. Buckley, Jr. reminds the Committee that the first list was supplied
in February and the list was discussed then and that there had also been a
meeting on the list back then. He
feels that O&G should respond to this list in writing and Jack Healy, Chair
agrees. William J. Buckley, Jr. is still
concerned about this show stoppers list and it’s impact over the course of the
next few months. A lengthy
discussion ensued. Richard Munday
feels that George Graikoski should reply to each item on the list.
Jack Healy, Chair wants George to respond to the list and get the work
done and then notify Peter so he can confirm it so that the work can come off
the list. Kent Gilyard would like the list updated for every meeting.
Jack Healy, Chair agrees. Richard Munday states that he will be happy to
add any information to the list as he gets it so that the list will be current.
Richard Munday will put the list in an editable form so George Graikoski
can respond to the same list and agrees to work with George Graikoski on this
list.
Entrance to 7th & 8th Wing updates (O&G and HSN)
Jack Healy, Chair goes back to this agenda item.
The corrective measure is discussed.
Richard Munday discusses the attachment of the window structure to the
building structure is the responsibility of the window manufacturer and they did
not do that correctly. The drawings
were not followed. The window
should have been attached to the structure so that the additional post and beam
structure would not have to be done.
Jack Healy, Chair wants to know if the ASI change will eliminate the
deflection so the doors will operate.
Richard Munday states that it will.
He feels that it is the responsibility of the contractors to provide
assemblies that conform to the design intent.
He feels that what was designed and what was asked for is what the
Committee should pay. He feels that
to add a structure that does not provide the necessary deflection is not the way
to go. William J. Buckley, Jr.
reminds the Committee that this is where we were in February.
He reminds everyone that this is one of the original six items on the
list. He reads the minutes from the
last meeting in regard to his issue. William
J. Buckley, Jr. feels that this can not be discussed three months from now.
He feels that a meeting with O&G and Newman should be held to reconcile
this issue and the show stopper list as well.
Richard Munday agrees to the meetings as described.
Jack Healy, Chair states that there is Thursday available next week to
have a meeting. Kent Gilyard states
that they hired O&G and they in turn hired others to do the job and that it is
the responsibility of the two parties to get together and come to a solution.
Richard Munday states that when it
appears that there is an impasse or a disagreement about a position, there is a
need for the Building Committee to give direction to solve some of these issues.
Kent Gilyard steps out of the room.
Motion:
William J. Buckley, Jr. moved to direct Newman and O&G to meet between
now and the next meeting and collectively report back to the Committee on each
of the items where they can, a solution that resolves the problem and further a
second list of items that they, as Richard Munday put so nicely, that the
Building Committee will have to act upon and give direction in order to resolve.
So moved.
Seconded:
Lynn Chapman
Discussion: A discussion ensued that
some of the items on the list will not be resolved without cost.
Mac Bramley agrees with the architects in saying that the Building
Committee should not spend anymore money to resolve this issue and that they
should direct the construction manager to tell the contractors to resolve it.
Jack Healy, Chair states that these things need to get done.
William J. Buckley, Jr. would like to see a list of the items that O&G
and Newman agree on and when they will be complete and how they will be
completed for the next meeting.
Vote:
Abstention: Kent Gilyard not
present for the vote.
Opposed: none
Absent:
Stacie Kavle,
Bob Blazek, Gary Waugh & Jeff Zullo
All ayes.
Motion passed.
Kent Gilyard returns.
Parking Lot Update (Jeff Zullo & Bill Buckley)
Jack Healy, Chair reports that the application is in and the meeting is on the
16th.
None discussed.
Alternative Options List Review (Lynn Chapman)
None discussed.
8B. TECHNOLOGY UPDATE – TAKE ACTIONS AS NEEDED
Mike Chadukiewicz makes a presentation to the Committee and hands out two
reports entitled, “Litchfield Middle/High School Bid Results – Technology
Equipment” and “Litchfield Intermediate School Bid Results – Technology
Equipment”. He notes that the gym
scoreboard is not included in the reports and there were no bids.
Mike Chadukiewicz discusses the list and the line numbers in detail.
He states that after he started qualifying the vendors he ran into a lot
of problems breaking up the list. He feels that it should be awarded to AOS so
that one person is doing everything. He
has worked with AOS who is subbing out to HB Communications.
He has worked with them on two big projects and states that both vendors
performed outstanding. He also
states that he has worked with all the bidders.
William J. Buckley, Jr. brings to Mike Chadukiewicz’s attention an error
in the report. AOS reflects
fifty-six and CBS and the Ergonomics’ price reflect thirty-seven.
He stated that the prices were adjusted incorrectly.
It should be sixty-seven thousand divided by thirty-seven times fifty-six
and there is a hundred and twenty thousand dollar difference assuming that the
bid is right and he states that both of the bids could not be confirmed.
A lengthy presentation ensued.
Mike Chadukiewicz states that Ergonomics is absolutely a no.
He states that the equipment cost more than that.
William J. Buckley, Jr. asks if they put
up a bond and states that if you bid on something and you can’t deliver, you
take the bond or they perform. He
reminds him that that’s the way the contract was worded.
Mike Chadukiewicz states that it’s the committee’s choice to take the
bond. A discussion of Ergonomics
ensued. Jack Healy, Chair tells
Mike Chadukiewicz that the list in its current format is confusing and hard to
understand. Jack Healy, Chair
wants the list redone with only the qualified bidders.
It should also include a narrative as to why the low bidder didn’t
qualify. William J. Buckley, Jr. is
concerned about not going with the low bidder and creating a lawsuit.
Mike Chadukiewicz already spoke to them and they already said they would
not deliver. William J.
Buckley, Jr. wants it in writing.
Mike Chadukiewicz states that if they put it in writing they want to be sure the
committee would not take the bond.
William J. Buckley, Jr. states that it is his opinion that when you bid on
something, you should perform. Mike
Chadukiewicz states that if you tell them you’re going to pull their bond then
they will do it and further states that the Committee will be sitting here eight
months from now wondering why they went with them and that the lawyers will be
the ones to make up any difference in the savings.
Further discussion ensued.
Jack Healy, Chair wants to know how much
the bond is for. Mike
Chadukiewicz states it is ten percent.
Jack Healy, Chair states that he can’t make a decision because he needs
to have everything qualified and laid out because he is getting blurry eyed
looking at the list and trying to understand what he is looking at. Jack Healy,
Chair reminds the Committee that he needs time to understand this and go through
each item and see which items are going to be ordered and which ones are not.
Mike Chadukiewicz states that he talked to Henry Gettenberg from
Ergonomics and that they don’t carry the equipment
specified in the number.
They stated if they don’t get the bid they don’t have any problem with that.
William J. Buckley, Jr. wants to know if the town intended to make them
perform would they withdraw their bid.
He feels it is a safer position if the bidder withdraws his bid.
Mike Chadukiwicz again states that he wants to know if he withdraws his
bid will the Committee call his bid bond.
A heated discussion ensued on Ergonomics.
Mike Chadukiewicz states that he would not under any circumstances
recommend Ergonimics and that he did not qualify them.
William J. Buckley, Jr. would like that statement in writing since he is
the consultant and so the Committee has that statement as a backup for the
future if it is needed. Further
calculations are done by Mike Chadukiewicz.
Mike Chadukiewicz states that the laptops for the high schools were cut
out after talking to the school. He
states that between the two bids the Committee is looking at one hundred and
twenty thousand dollars. Jack
Healy, Chair wants to see the report redone.
He wants to see all of the bids qualified and put notes on the ones that
do not qualify. William J. Buckley,
Jr. discusses the soft costs calculated by Jeff Zullo and states that he would
like his input before anything is done.
Jack Healy, Chair again states he does not have all the information he
needs. He also wants, Jeff Zullo,
Stacie Kavle, Bob Blazek and Gary Waugh to look this over as well.
He directs Mike Chadukiwicz to pick up the loose ends on this report and
straighten out the math and give the report back to the Committee with the
bidders that are qualified and explanations of the ones that do not qualify.
He reminds him that the Committee wants the ability to go over the items
line by line and that there is a standing motion to do it that way.
William J. Buckley, Jr.
wants to make sure the town attorney is aware of this if the Committee does not
go with the low bidder. Jack Healy,
Chair states that he does not know who they will go with at this time.
William J. Buckley, Jr. wants to be sure that what Mike Chadukiwicz gives
the Committee as far as disqualifying the low bidder in writing will hold up in
court and he also wants to make sure that Dave Wedge would support not going
with the low bidder and that the difference between the low bidder and the
bidder the committee decides on is eligible.
Jack Healy, Chair states that there are too many loose ends and that he
is not comfortable with loose ends.
Jack Healy, Chair asks Peg Perusse about this issue.
She states that if the bidders numbers aren’t good and not reliable, it’s
the lowest responsible bid. She
states that the language says, “in the best interest.”
She further states that they can accept or reject any and all bids in the
best interest of the school system.
She will send that language out to Jack Healy, Chair tomorrow in an email.
Jack Healy, Chair tells Mike Chadukiwicz again to qualify the bids and redo the
list and also give them a list with the Combo bid without Ergonimics so he can
look at that as well. Mike
Chadukiwicz does not know how he can qualify the bids.
He states that Ergonomics was low and that either the Committee is going
to let him withdraw or not. He
states again that he spoke to the guy today and that he is going to withdraw his
bid. Jack Healy, Chair wants
to know if the CBS bids were qualified.
Mike Chadukiwicz states that they did not bid the products that were
specified and that’s as far as he got with that.
He states that he does everything he can do to qualify the low bidder
and that the two low bidders up until a few hours ago were Ergonomics and AOS.
He states that he didn’t pull CBS into this because of time.
He again states that Ergonomics did mention withdrawing their bid until a
couple of hours ago. He
states that he was giving the Committee two options, the low option and a one
stop shopping option. He states he
was not giving the Committee a third option and that the Committee can take the
spreadsheet and figure that out themselves if they want and do the math
themselves.
9. FUTURE AGENDA
None discussed.
10. ADJOURNMENT
Jack Healy, Chair asked for a motion to adjourn.
Mac Bramley motioned to adjourn.
The motion was seconded by Lynn Chapman at
Respectfully submitted,
Marianne Arancio Stilson
Marianne
Arancio Stilson
Recording Secretary