##VIDEO ID:v82hlTze5q0## the uh welcome everyone to the Tuesday I'm pretty sure November 19th um meeting of the elementary school building committee for the Elmwood school project um I will quickly run through our agenda and then we will get started tonight after our public comment period we have some invoices to approve and some minutes to approve um we then have a review and approval of proposals for code review um we're going to discuss some of the major schedule items that are coming up and get a quick update on the road improvement process from both permitting and any abutter issues that we have and then an update on the plumbing drawings revisions and the pre-qualification process um so hopefully we will this uh feels a little bit like a light agenda which I probably shouldn't say out loud thus jinxing it um but we will hopefully get through quite efficiently um opening up we have an opportunity for public comment it does not look like we have anyone here looking to provide public comment so if anyone does join we will entertain the opportunity to open it up again um but we can move right along to invoice packages tonight we have four invoices in the invoice package uh a invoice for vertex OPM 11631 in the amount of $5,7563 we have an invoice for Perkins Eastman number 95421 000011 in the amount of $320,000 and then we have two invoices for local IQ 00656 438 um actually they're both numbered that uh they were both it's the same invoice it there was um it was the storm water advertising and um I I think it was both of the two planning board advertisings okay so the two planning board advertisements so it's broken out here on the invoice package as separate because it's two different advertising pieces but um it is one invoice um and those two different advertising pieces are 14514 and 7134 respectively our total invoice package tonight is 355,000 $ 6981 are there any questions or comments on the invoice package hearing none I would seek a motion to improve the invoice package so move Mr chairman okay we have a motion by Mike is there a second second second by Jag root and we are um this meeting is being conducted remotely tonight so we will roll call vote we'll start with Bill yes Mike yes sir Kyla yes Jag root yes and I am a yes so the invoices are approved uh unanimously 5 Z and I will get those signed and over to Mrs rmck tonight um next we have minutes from our last meeting um which was the October 29th meeting um were there any questions or comments on those meeting minutes okay hearing none I would seek a motion to approve the minutes of October 29th 2024 everybody's waiting for Mike so you kind you kind of carved out a roll for yourself so so so move Miss Chim okay motion by Mike is there a second second second by Jag root uh roll call vote start with Bill you're I have to abstain I wasn't here okay um so in anticipation of this um I will just FYI I will vot I wasn't there but I did watch the meeting so I will uh be able well I'll just vote Yes now Mike yes sir um Kyla yes Jag root yes okay and so it is that one passes four to zero to one exstension um next up on the agenda is review and approval of code review proposals um Chris Everly are you taking this one I'll take this one um I'm not going to strain All Your Eyes by throwing a leveling sheet up on the screen if you'd like to zoom in and see the details um of that uh it was included in your meeting packet as part of the um process in the town of hopkington the uh building department and the fire Department use a third party um at their option to uh review the drawings review the um fire alarm and fire protection submitt and to assist them in field inspections and rough and final inspections they have a stable of four separate firms that they recommend to folks filing for a building permit the town of hopkington and so we took that list and developed an RFP which we sent to all four firms um uh the four firms code red Consultants firepoint Consultants jigsaw life safety and JS Consulting Engineers um all uh received the RFP and responded and um we took the scope of work made sure that they were roughly comparable the only real variance was in discussion with um Perkins Eastman we thought it would be and the building department we thought it would be advantageous to sign them up early that's why we're signing them up now as opposed to when we apply for the building permit um that way they could issue written Direction on code issues that are um the designer is trying to sort out and that helps to solve those issues before they go out in a public bid package so by moving forward in this way it lets us bring them in early um begin doing work when we looked at the proposals uh fire fireo Consultants was the overwhelming um low bid they came in at about $6,800 compared to um the other firms um which were all more than double that um they do have uh $500 per additional inspection charge and they do have um a $75 an hour charge for the Consulting but even with those charges they were still significantly lower than all the other firms so with that said uh our recommendation would be that the uh town of hopkington Select firepoint Consulting to be the thirdparty reviewer for the project and we'll continue to work with Perkins to see if there's a way to write this into the GC scope of work the way that it would essentially work um that we're envisioning is that we'd write in the cost for additional inspections required by the third party as part of the permit fees that are required be paid by the contractor and that would allow ow us to bring the consultant on now I think they have a deposit they require up front and then they would continue working under the direction of hopkington fire department and the building department until um they can move or until the the project is completed y sounds good okay any questions about that okay so Chris what is the exact language you need motion I would say uh motion to um recom or motion to approve fireo Consulting as the thirdparty perit consultant for the building department and fire department and Hopkinson fire department okay does anyone want to make that motion yes sir so moved okay we have a motion by Mike is there a second second okay motion by Mike second by Bill roll call vote Bill yes Mike yes sir Jag root yes Kyla yeah uh looks like Tiffany has joined so I'm a yes okay and I am a yes so this is approved unanimously six to zero um so given that that's a town consultant and there's no Direction involved um we had them make the proposal out to Susan um so she would enter into the um Proposal with that and we'll relay that information to her okay excellent all right next up on the agenda is um the uh major schedule items um so in terms of major schedule items we did include a work plan in your um packet this evening the work plan is similar to what we've been using throughout the project it shows of upcoming meetings that we have as part of the the ongoing project and at this point in the overall project we're really talking about the path to bidding Um this can we check it against our overall schedule that we have for the project and we come up with basically the next phases Milestones so you can sort of see the things that are coming up we have some we had a good discussion today about um finalizing the eversource and the potential solar installation on the building um because the power supply is tied very closely to the type of solar that's implemented on the building um we have a few meetings that we're trying to schedule right now that are upcoming including a touch base with security um for all the town departments meeting about tech and AV and trying to schedule some of the final necessary tests like a fire hydrant flow test so we're working to sort of sort those out over the next couple of weeks we are still anticip ating to receive some response from um meepa at some point around December 2nd and then the real big thing that we wanted to talk about from a high level standpoint um comes in the sort of the tail end of the project and that is um in looking at the estimating schedule and the msba review schedule um and where we are overall with the Christmas holiday we discussed with Perkins and came to mutual agreement that it made sense to issue the 90% drawings on January 10th that avoids any conflict with um Consultants not being able to give it the full attention around the holidays and um by moving it to January 10th we felt we needed a few extra days to wrap up the estimate was always a tight schedule around getting the estimate getting approval of the esbc um to move forward and um getting submitted to the msba and hear back from the msba before we get to the bidding date and so with all of those moving Parts um we settled on the schedule that's represented in the work plan it would currently have the um 90% drawings going out on January 10th we would have the 90% estimate come back from the estimators on February 3rd um we would review it on February 5th uh with the estimators to reconcile between the two of them we'd review it with the working group the following day and review it with this body on the following Tuesday Tuesday that gives us three days after that um in order to um work through the final details of that 90% submission dot all the eyes cross all the t's and submit it to the msba on February 14th um where that really where we needed that extra week there because we were on top of ourselves in the initial schedule um what that's done is it's pushed the end date for the bid out ever so slightly so originally I believe we were sometime around the 13th but when we talk about um having a meeting with this body to approve releasing the bid package having time to get the responses back from the msba based on that schedule and being able to wrap up all the other things that are involved it pushes the bid back by about a week um we don't think that's concerning we have a very generous construction schedule because an aggressive schedule wouldn't have been aggressive enough to open Us in the fall um but um so we even though right now I think we're talking about a um a substantial completion date around October 31st of 2027 followed by two months to prepare for the move in um we think taking a week out of that overall schedule work which works out to like 900 days didn't really impact it substantially and so we um were okay with the move to push the bid date back that extra week and make sure that we have time to get everything we need into the msba and everything before this body so that you know what you're approving so um we we would strongly endorse making that move so that we can get the bid packages out to um the pre-qualified Consultants at that time and um that I think the net effect is one week shorter construction duration which I don't see as a big deal y qu questions Chris so understanding of that onewe push back is not a big deal what what in that would you say are like the biggest risks or are there any timing risks of that becoming a big deal I don't which should we be watching out for no I don't think so I think um overall I think that we're in a good position with where the schedule is overall from a construction standpoint um I think there's a generous amount of time there it works out to I want to say um 2 years and four months mon I think the the biggest risk is associated with sight uncertainty um we did complete the infiltration testing in the last uh two weeks and we got the results um I think yesterday um those results were much higher than the conservative number that was used in the storm water permit filing and so um that means that the ground takes water at a much higher rate than the assumption that was made in the storm water so um you know we're obviously in drought conditions so with drought conditions it's going to move a little quicker but I think that's a factor of safety that addresses some of that uncertainty certainly with um removing that much soil there's some soil risk um that we'll continue to watch and um if it becomes very wet the contractor is going to have some Logistics and the mixture of the wet soil the uncertainty of how quickly would clear meepa all of those were contributing factors that built in a little extra schedule with the fact that meepa seems to be going fairly smoothly knock on wood and um the fact that the soil issues we have a good plan I think that extra time just gives a reasonable time frame for the contractor there's still the possibility that the contractor comes back with a schedule that's super aggressive and tries to hit an earlier date because there is in a um design bid build approach a little bit of incentive for them to make a little more money off their General conditions if they can get off the site quicker um so it it just gives them if they want to be aggressive they have the opportunity to be aggressive if they don't want to be aggressive um I think that the end of October is a perfectly reasonable ending okay that was the the major schedule items that we had for for this meeting okay any other questions on those and I guess we're on to Road improvements all right I have a new visual aid for that um so at permitting wise where we are with Road improvements um the work in the right of way is separate from the planning board the planning board has jurisdiction over the property they don't have jurisdiction over the town roads and so um the last permitting hurdle that we're aware of at this time is to go before the Conservation Commission and have them approve the portion of Hayden Row's Street improvements that affect the wetlands that are North or Northeast of or Northwest sorry of um the marathon school so um we're going to submit these final plans for Hayden row Street in terms of the street improvements that are proposed we're adding a catch Basin in the street tying to the existing Street drainage we're going to um we have all of the traffic signals and Mast arms up we're showing some of the proposed um uh improvements for the neighbors that will be discussed at a future meeting and then when we get into this Wetland area over here um which is the jurisdiction you can see the um the start of some of the buffers um we talked about the the there's Wetlands flagging um along this area um that you can sort of see dashed in I don't know how well it comes across on Zoom but we're essentially preparing for um some vegetation improvements a new guard rail widening the street is we've discussed many many times um to add the additional turning lane and largely it's just a refinement of the design that we've been showing this body since really since concept development um so we didn't feel it was necessary to bring LEC in here and present it or vode in here and present it for a fifth time um we wanted to make you guys aware that um this is what we're proceeding with we're going to submit this to um concom we're targeting the November 26 submission date that would have us before concom I believe on let me get my date wrong if I don't check it middle of December think it's the 17th of December um and so with that that gives us um one potentially two meetings into January to wrap this up and it puts us on a timeline that has we hope the street improvements going out at about the same time as the um the general bid package more or less um we are looking at um conversation with the DPW about um who reviews the storm water as it relates to this Improvement um that discussion's ongoing and we're waiting to get some clarifications there um there may be some review associated with that that will come back to this body if that's necessary um that may come up as part of the concom process anyway because generally planning board and concom work hand inand in addressing storm water um once that's complete then it'll move forward with whatever the dpu dpw's process is for approval and we are looking at the possibility that this work would occur in the summer of 26 we think that makes sense for a number of reasons one it gives lead time to do the pole relocation um Dave delorio at the Town engineer was able to provide us with some contacts at Verizon that he had used for the Main Street project so that we could try and push that forward we've already cleared the eversource hurdle of getting their their approval um once Verizon approves and can give us their um utility back charge for that relocation that'll clear that hurdle as well and we hope to get that process moving in advance of um letting to the contractor letting to the contractor in April will give him the opportunity to coordinate with the utility companies to get polls in the right location and then once those polls are relocated and the traffic equipment becomes available we're hoping he can mobilize and complete the majority of that work in the summer of 26 okay questions hey hey Chris I'm just curious if if in fact we hit the uh May 13th date of awarding the contract at the GC how quickly do they get started after approval um so it's May 13th is the bids begin for the GC so I believe uh or may I'm sorry uh you're right uh May 13th is the award of the GC what we have built into the schedule is about 45 days for long lead times and mobilization um there are a couple of requirements that came out of the planning board process um in terms of developing some construction Logistics plans examining how they're going to deal with storm water and coming up with how they're going to attack the site and getting sign off from the um the Conservation Commission about that they've put the the proper Protections in place um as they're beginning to do land clearing and so I think that's going to be the first step that you see um some gc's may choose to be very aggressive in how they approach that some gc's may be more methodical um but we think that by the time you get into the July August time frame they should be um they should have a a road off the um off Hayden row into the site um they have to set up the road and the related supports for the road first and so we expect that what that work will likely be underway in the June July August time frame okay thank you other questions okay then Plumbing drawings um so the update we have from the plumbing drawings uh Perkins Eastman did receive an updated set of drawings that they're currently reviewing from the plumbing engineer um if you recall we asked that they have um that they and their consultant or their subc consultant that they brought into peer review do a back check of those documents what we've asked Perkins to do is to mark it up as they would any consultant package that they receive in terms of an interim um consultant package so they're going to redmark what they think needs to change and then pass that along to the vertex team next week and we're hoping that we can ADV advise the um esbc some point in December about where those drawings appear to be and what remains to be changed about them so that we can give you an update at the next meeting okay questions on that well thank you for the update and then pre-qualification um yep so we had our first pre-qualification meeting last week um the pre-qualification committee voted to approve the um statement of or the uh request for qualification as amended um as a result of that meeting um we're expecting that to hit the street tomorrow so we'll begin to receive statements of qualifications by the deadline which is December 18th um and then the pre-qualification committee has I think six uh meetings that are prescheduled that take us right into February um where we'll review the qualifications that we receive uh decide on the contractors uh trade contractors and general contractors that are qualified to do a project of this size and complexity and those will be the folks who are allowed to publicly bid the job questions or comments or anything from the members of the pre-qualification committee all right then um well that is the last item on our agenda are there any questions or additional business um just a a passing note we have a couple of um costs from Perkins that have come in one of them um was one that we talked about but I don't think we ever formally um addressed and that was we discussed when we staked Hayden row to show the setback um to the neighbors we had delayed that so it required a second mobilization by the surveyor um so that cost came in I think it was $4,000 Dan um and so we approved that through the chair um and we'll process that as part of the allowance for reimbursables that's within Perkins c um contract that was the work and the remobilization not just the remobilization right and I believe that's did I miss anything Chris I think that's basically it for tonight no you covered everything okay Mr chairman yes Mike uh if I may ask a question of Chris uh Chris is there any update as far as the result of the test well that was uh it probably about a month ago they put it in how it affects our 120 Wells or 140 Wells um I think it was about three weeks ago that we did the test well um we have not received the report I believe they've completed the the uh the field testing associated with the well but they have not yet um processed that information and provided it to the engineer so we checked in with Perkins about that today and we're still waiting they're or they're still waiting to receive it from um the the various folks who generate that information okay thank you sir anything else okay there's nothing else I would seek a motion to adjourn Mike I think you're making that motion but you're muted no move Mr chairman all right motion by Mike is there a second second okay second by Jag grot uh Bill yes Mike yes sir Kyla yes Jag root yes Tiffany yes and I yes so we are unanimously adjourned at 6:29 this evening thank you as always to hcam um and thank you everyone for watching and um have a good evening thanks me thank you by