YouTube is I hope Um, I think I may need to may need to ask them to upload this recording later. So, we're not going to live stream for right now. I'll figure that out for the next meeting, but we
are going to record and I'll have this this meeting added to to the YouTube channel later. So, um so we can move on to subcommittee member introductions. Um I I don't think you need to go into depth on your resume, but but
let's all just, you know, introduce each um each other. So, my name is Henry Guazda. was elected to the Marblehead School Committee in June and um and so I've been I've been serving on on that committee since then. Um I am a member
of the facility subcommittee and out of that subcommittee we've formed this um roof committee. So I'm very excited to be here. I do not have as I've told many of you I do not have sort of background in construction or facilities management
or anything. So I am really here to get the right people in the room to give their feedback and um to move these meetings along. Um I I don't know if anybody wants to volunteer to go next on the subcommittee, but um actually Mike,
would you like to introduce yourself as the Yeah, sure. Uh good afternoon everybody. I'm Mike Deferling. I am the assistant superintendent of finance and operations for the Model Head public schools. Perfect. And then we also have uh Todd Bloodg good who's
a member as well as in an advisory. So hi. Good afternoon. Uh Todd Bloodg good, director of facilities and transportation for the school district. Thank you. And then we have uh representatives from left field here. I
think we have two. So um Molly maybe or I'm sorry I'm Lena. Lena. Yes. Thank you. Lena, if you could sure on the um Lena Long, I'm a project manager with Leftfield, um the owner's project manager.
And Brian Dickens here as well. Thank you. And then we have Molly from RDA and we're waiting for Jean, but Molly, if you want to introduce yourself. Sure. I'm Molly Paris with RDA. I'm a designer and project manager. And uh yeah, Gene Raymond will be joining. He's
the principal in charge and president of uh Raymond Design. I just great. If I see him hop on, I will I will ask him to introduce himself. So, um and then we'll run through the the members who were appointed voting members from the public. Um I'm just going to run down uh the names I see on
my list here. So, Sam, you're first. Okay. It's me. Um Sam Altruder. I'm retired. I spent uh a good stretch of time uh with a business that I started with another fellow. We u raised money, invested in office buildings and
industrial buildings. We built some we bought a lot of used ones. Um we managed all the properties that we acquired. And maybe one of the more fun things uh I did was one of our last new construction projects was a mass timber building in
uh Newington, New Hampshire spec office building. Excellent. Thanks, Sam. Um, Brian, I see you're next on my list. Hey guys, Brian Sarafin. Uh, I own a, uh, Premier Mechanical, a HVAC, uh,
commercial contracting company, uh, in Boston. Do a lot of relevant work. Um, done plenty of, uh, roof replacements actually, and do a lot of school work, too. So, uh, pretty relevant, um, experience, I I feel, for the subcommittee. Thanks, Henry.
Thank you, Brian. Um, let's see. Kareema, you are next on my list. Yeah. Hi, good afternoon. I'm Kareema Maloney. I'm um project executive at Suffach Construction. I um mostly in our life science and healthcare industry,
but um obviously have been doing um interior renovations, exterior, groundup, all the kind of work that you can do. I I manage it. So, I'm excited to help. I live in Marblehead and uh that's it. That's me. Thank you. And then I see uh Ralph.
Ralph Wallace, you're next. Uh good afternoon. My name is Ralph Wallace. Uh I'm a uh a consultant. I work with Kevl Enterprises. Uh we're a construction management firm that provides uh construction support
services primarily in the public sector to um uh firm organizations like Massport, the MBTA, uh the highway department. Uh we also do work for uh the federal government DAM.
Uh I was the uh vice chairman of the Brown School Building Committee and I've worked in the Boston market for about 30 years. I came here in 1994. Uh, I started out working on the Boston Harbor project as a member of the Massachusetts
Water Resources Authority and I have a fair amount of experience in chapter 30, chapter 149 and chapter 149A construction. Excellent. Thank you, Ralph. Um, I'm noting here that um, we have an additional member who who was unable to
join today. Mark Leeman is not here, but um, when he is, we will we'll we'll introduce him again. So, um I think that covers everybody. Um and I'd like to move on to the next agenda item, uh which is reviewing the timeline
and upcoming decisions and votes. Um Lena, I understand you mentioned at the beginning that you have a bit of a presentation on the timeline. So, I thought maybe um if you're ready now, that might be a good place to go through that. Absolutely. I just um sent a request to share my screen.
Yep. Okay, great. Thank you. Okay, can everyone see my screen? Yes. Fantastic. Actually, let me set this to
Okay. Um, so this is a timeline that we have um shown a few times at a few different public meetings and uh we've updated it each time um as we went. So, I'm just going to um briefly go through this, but then I have the next two months on the next slide um with some
more details. So, um you know, we've been working left field has been working with the district since um May of 2024 and RDA was brought on um a few months after that. And so we've we've come to um we so uh during the beginning of the
project is when it was um the HVAC initially this project was a um just a roof project and at the beginning of the project we did a walkthrough of the roof and the existing um heating ventilation and air conditioning equipment and it was discovered that uh that was all in
need of replacement. So um I'm sure as you all know we went to town meeting for additional funding and um since then we have u been moving the project forward. So we did a feasibility study. Uh we are currently in the construction documents
phase and the next um slide I'm going to show you some more details of um the bidding schedule and we just finished um pre-qualification as well. Uh so the next two slides here so the next slide here. Um so we are coming to this committee and um we're coming again
on October 2nd with um another detailed update um as well as we're receiving uh the um estimates as well today before we go out to bid. And we have the bidding documents available on October 15th, a contractor walkthrough um on the 21st.
And then we have um four filed sub bid contractors, so roofing, plumbing, mechanical, and electrical. And those bids are due on the 29th of October. And then one week from there, we have the general prime bids. We have um eight pre-qualified general biders. Um so
we're hoping that all eight will bid, but we will really see on bid day. So bids are due on November 5th and then we would look to come back to the roofing subcommittee on November 6th with the intent of awarding the general contractor on November 7th. Uh the
reason we would like to award the general contractor um in this time frame is we would like to get on their schedule and have them have their HBAC contractor order equipment well in advance of when we need it. Um we've heard it's about 24 week sleep time. So
ordering in November um puts us in a May um time frame when the contractor would have the HBAC equipment um on hand. Uh so and I see um Mike has his hand up as well. So just a little clarification um on
November 6th, this committee will make a recommendation that will be presented to the full school committee that evening. So we will not be awarding the contract school committee and uh unfortunately select board needs to also approve the contract. So you probably will not be
able to award a contract on the 7th either. But you could probably notify the bidder that they are they are the lead bidder and uh likelihood is as soon as select board blesses the contract we can get them uh signed off just just for dates purposes. Sorry I didn't catch us earlier on your slides.
Yeah no problem Mike I'll update this for the next um for this next meeting. I got to find out I got to find out when the next select board is after that because Henry are they usually on Tuesday? Um yes I believe so. I'm going to guess that the 11th is Veterans Day. So, they probably would
not meet on the 11th, which is probably not great for us. I'm trying to see if it's already on. Point of order. Jim says this and we meet on Wednesday. Oh, yeah. Point of order. I don't I don't mean to butt in, but
No, that's I appreciate it. So, the 12th you'll be meeting on the 12th, Jim. Uh, I'll have to look at every other. Um, so Okay. Um, typically we're a little bit out of cycle right now, but we should
and that on just to make sure it's tight. Great. Thank you for that information. Uh, Karema, you have your hand raised. is um the the bid documents that are going to be ready on October 15th, have they has the town looked at them be or
will they have a chance to look at them before they go out to the the subs um for this RFP or just if give any feedback if anything was missed or just want to make clarification on scope items like what's that timeline look like?
Sure, that's a good clarification. Um, I'm gonna um have Molly answer that question, but we have been meeting with the district um bi-weekly for design meetings, but Okay. You want to do you want to talk about that that process and just um Yeah, just expectations for that. That's a good question, Kareema. Thanks.
Yeah, it's a great question. So, um we're definitely happy to do that. I will say that our design schedule was very aggressive following the the public vote. So, it's not like we're at the point where we could send them out now
for a final review. Um, I would like to I think we should take this under consideration and think about the schedule because the schedule is really based on um potentially long lead times for the rooftop equipment. So, we really
want to get out to bid on that October 15th date, but if we want to review and leave some time for incorporating comments, um, we may need to, you know, push our bidding date out a week or so. Um, but I think we can we can work
together on our team to maybe, you know, maybe we could do a 90% set or something like that that would be reviewed. Um, I think that having eyes on it is great, especially with everyone's, um, vast experience on this committee, which is excellent. So,
um, happy to work it out right now, but if we if that's something we want to just circle back on, um, I'll let Lena kind of lead the ship on how we would navigate that. I mean, 90% would be a lot of times you can just sort of pick through and see
things. I mean, I know this is public, so I don't think you can obviously like break out your long lead and just release that as like, you know, and try to get that going earlier. So, I know that we usually try to do that, but that's not an option here. But maybe if we could just, you know, or the the city just look at it, maybe you can get some
feedback so that we can have as a complete package as possible, you know, so they can send feedback to you. Okay. or even um maybe assign, you know, one or two folks on the SBC to do that review, anyone who'd be
interested. So, maybe it's not everyone, you know, it just takes longer, but but why don't we work why don't Lena and I and Mike work on that and we'll circle back if that sounds good. Lena, Molly, just to jump in for a sec. I think it would be a I think it would be
nice if you, me, Lena, and Michael look at the schedule and see if there is sort of a um a point maybe a week out that we could do a sort of a draft, call it a 90 if you want to, but just sort of a draft set and maybe what we set up is sort of a live in person if there's a few people
from the town that want to participate. Um I was certainly going to go through the drawings from a technical point of view and just um sort of do a review. That's something maybe that we could do. Exactly. Um, so may maybe we could do that sort of live. Um, we'll show up with the drawings. We can find a conference room somewhere and
um, sort of do our thing, but um, get some of your input as well. If we can hammer down like the right date to do that on, I think we could keep the train moving um, with respect to the calendar that Lena and Molly showed. Can we go back to the calendar for just
a second, too? So, um, Lena, so the HVAC units, that's our biggest concern is being able to get those and get lead time on those. Correct. Because filed sub bids are due on the 29th. Is there an can we award the HVAC
contract without the general contract or no? So, we cannot because we're procuring this via chapter 149. Okay. So um yeah, unfortunately what Karema said, um you know, you can do that on a different type of procurement, chapter 149A, but um you can't do it on this type of
project. So the filed sub bids will come in on the 29th and then um there's 7 days after that is when the general bids um can come in. You have to give them a mandatory of uh seven days and they'll pick which of the filed sub biders they
include in their bid. So they they may include the low bidder, they may they may not include the low bidder for HBAC. So um it will be up to the general to compile all of the bids together um as a full package. Okay, great. Thank you. Yep. Appreciate that. No, it was a good question.
And and back to that last question. Um, in addition to the district and everybody reviewing the contracts, our legal council, um, Lisa Meade, I can't remember the name of her firm, but Lisa me out of Newbury Port is reviewing all the contracts also. Correct. Y
and Sam, you've had your hand raised. Yeah, I had two um things. It's one just to express an interest in seeing the preliminary documents and the other is I'm curious which HVAC equipment has the long lead. Molly, do you want to speak to any of
that? Yeah, I was going Yeah. So, I think uh we're, you know, yeah, very receptive to people wanting to review the documents. That's great. Um, so I will say like we're just not at that point where I'd feel comfortable, like I said, sending them out today. But
um let's try to schedule a time like Brian said. Um and then for the long lead time items, it's mainly the large RTUs. They're very large um RTU units. There's several of them. Um I'm not a
mechanical engineer, so I can't like quote exactly which pieces of equipment they're the concern about, but we're looking at um I believe I don't want to misquote. It might have been was it Lena 30 weeks potentially 24 weeks
for the larger unit? Yeah, the larger units. I think early on we were like 30 weeks would be worst case but lately we've been hearing 24. I don't know how familiar folks are with the existing roof. Um but there's about five large RTUs.
Um and you know RTUs, HRVs. So then there are a lot of smaller condensers. We're not as worried about those, just the larger pieces of equipment. And I think we we were on a meeting last week, Alina, and was it was it um Gan
that said we we worked backwards to a date and we felt like we were actually okay. Yes. Um that worst case scenario right now, if we ordered them as quickly as possible after the bid closes, we were looking at mid June for them to arrive. And being that they would go on
after the roof, correct? After the roof is completed, we we have extra time, you know, the roofing contractor has to do their work before the HVAC units can go on. So, um, you know, we have at least a month built in before they even need to be on site. Um, but, you know, we
certainly don't want to cut anything too close, but we we have a little bit of lead time let built in on the HVAC units. Agree. Yeah. I think our intent was um really to try to award the general contractor um absolutely before Thanksgiving. So, you know, I'd say mid
November if we could um just because in the best interest of the town, it's better to be um looking at equipment that you've ordered versus waiting for it on site. So, um Yep. And I know I don't need to, you know, tell this group about this, but of course in public
construction where we had the or equals. And so like we don't we have that buffer, but if we run into anything where um the contractor is proposing something other than the basis of design, sometimes that ordering can take, you know, the um submittal process can take a little longer. So, we want to
make sure that we don't um I just want to make sure it's not like, oh, we have that four weeks that we could sort of push the bid date out and then we're fine. I just would like to preserve that little time buffer for any extended submitt processes that could occur.
Yeah, agreed. I don't think we want to start this process by pushing out our big documents and any and let's reserve that extra time at the end. Um, I I'll just throw one wrinkle real quick. Um, from a technical side, there's been a refrigerant change. I'm
sure all the new equipment is either R32 or 454B, right? So, that that's what does a lot of the lead time stuff. Um, you can't buy the 410A stuff anymore. So, a lot of the rooftop equipment, especially semi-custom stuff, uh, that's driving lead times.
Thank you for that. It's also scary because they give you a they give you a ship date and always slips. Um, again, that's my world. That's why I'd like to I mean, I can help everybody. I can. I buy this stuff all the time and I chase vendors all the time on this stuff. So, um,
glad you're on board. It's great. Willing to jump in on that. Um would it be good to um I mean obviously it sounds like we're being aggressive with getting the drawings out so that we're maximizing our time which I think is really
important. Would it and I want feedback from the group. I'm just throwing it out there. Would it be good to know if there are when we put out the bid for expediting options so that we would have the ability to know our risk and maybe being able to mitigate it if we had to
with cost. Is that something that would make sense or um not really need to look at that right now? I think we can definitely find a way to ask that question, Kareema. I think it's um in the chapter 149A world that would
be standard operating procedure. Um, I think we could probably work something into the front end of the spec to sort of request um, you know, request a bid, but if there's ideas um, even that have an additive value to the bid to expedite to sort of
add alt or something that it's not something along those lines might be. Yeah. So, we can we can talk about that um, and try to see if we can extract it out of the biders um, without confusing everybody. Okay.
Um, great. Well, uh, Lena, does that wrap up your presentation? Yes, it does. Yes. Um, when you have a chance, could you share that calendar with the the group or if if it comes to me, I'm happy to send it out to everybody.
Um, I think it'd be even though I know some of those dates are going to change um toward the, you know, around the select board meeting. Um the other the other part of that is the um the June the June dates. We we didn't discuss those, but just the the
directive that the district gave to left field and RDA was nothing on site before graduation. Um you know, we don't want to disrupt graduation. Uh so nothing on site be probably until at least the first or second week of June.
Good. Thanks, Mike. Um, I think the other timeline I think it's worth reviewing some of the upcoming dates that I I Mike you passed to me and I passed along to the rest of this group which are I mean today's meeting we have and then we the the
biggest decision we have to make is the new membrane versus the liquid applied and we do have quotes coming in for both of those and so I mean it's it's lowest bid right Mike so we're not really going to be select ing a vendor based on we're
going to select based on whether we want to do the liquid applied or the or the um or the new membrane right if if liquid applied comes in lesser though lower price which we project it will based on estimates that doesn't mean we have to go liquid applied right
we can go either way it's still it's still a decision uh and I think that's probably the biggest task of one of the biggest tasks of this committee this subcommittee here that we're meeting today is is looking at the pros and cons of both a liquid applied roof and a
membrane. We call it a replacement, but it's it's going over the existing membrane. So, it's it's not a new roof. It's a membrane on top of a membrane. It's adding a second level on um which one is the best option for Marble Head longterm. Uh and not just looking at
price. We believe that we have the funding approved for to go either way. So, um, you know, certainly if the funding comes in way over, that may change our decision or our recommendation. But, uh, I think that the biggest thing that this committee really should be focusing on in the
short term because we've got till November 6th is are we looking at what's the best option, liquid applied or a which we're calling restore, restoration? Restore. Yes, restore. Restoration versus um,
recover, right? replacement came off the um came off the the the possible options uh just due to price ripping off reinsulating and everything was not within the the pre-approved the first approved budget never mind the second um
debt debt exclusion. So, um it there was uh recover which is take off and put back on re um why am I blanking here? Recover was a full new roof
time. Recovering. We're calling recover the new membrane. Just Okay. All right. So, there was there was Yeah. And restoration is the liquid applied. Yeah. And just to clarify, the bid set up so that um the base bid is the
recover and then there's an alternate alternate number one is for the restoration option. So, and that's where Mike's saying we have the ability to either accept that alternate or not at the time of um receipt of bids.
Great. Um, I've reserved that conversation for our next meeting because I think there's going to be a lot to discuss there and I do want to be mindful of people's time. I know most people here or many people here are working. Um, so I I am going to invite
um and Mike help me with this name if if if you remember, but Mikey that's correct. Yeah. Yes. So he was the one who came to us with that liquid applied option. Um, so I'm gonna invite him to to sort of share his feedback on on that as an option in
our next meeting. Um, and I think I'd like to do as much sort of discussion as we can on on our next meeting, which would probably be around the the 8th or 9th of October. Um and and then uh we will have time to sort of
consider that decision before we are looking at the bid documents and making our recommendation to the school committee which we're again on that calendar we're looking at around November 6th and I think um RDA and left field have
done some additional research or pros and cons on those that they'll be able to present in October also. Correct. Yes, that's correct. Thank you. Excellent. I saw the I saw the heads nodding. So, yeah. Yeah, it's nice. Um, good. All
right. Well, um, any other We don't have any votes today, but that's really the big vote that we have is is um is recover versus restore. Uh, any more questions about the timeline? Okay.
The next item I'd like to discuss was um finding a time for for committee members to get up on the roof and do a a tour and look at the equipment. We've had I've had a couple requests for that. I also think it's valuable for folks if
you're going to be mulling over and evaluating whether you'd like to consider the coding versus the recover. I think it's a good idea. See what the conditions are now. And just uh you know we do not need to
post this as a public meeting. Uh if if anybody's tracking that we can just go and and look at it. I um Todd I don't know if or or Mike if you have a recommendation for when we should schedule that. I don't you know I'd like
to do it sort of when they're people we not you know we're not asking people to come in overtime but I you know Yeah. So I um so for us we could be anytime. There's only a handful of us on this committee. Um it can be done during
the school day because uh the roof access is a door. It's not a ladder. Uh maybe two or three steps up. Um if you want to go onto the gym roof, that's a different story, but uh that one does have a couple of ladders to get up under that one. Permanent ladders. Um so I I
Henry, I'm hoping a day or afternoon. Either way, I don't think evening would be a great idea just because we're losing light now. Yeah, I like that. And I would I mean, short of picking a day today, maybe we put out a doodle and just Yeah, I can do that.
The availability is of RDA left field and um the members. I I like I said and I like you know, Brian's working in Boston, Kareema is working in Boston also, right? Um, I I certainly want to be aware and
accommodating to them. Um, Ralph and and Sam, I I don't know where where you lie on these things. And the other member, he's not here today. Um, I I'm accommodating. Whatever works for you guys will make work. So, RDA left field and the committee members, we're, you know, Todd and I are already in town.
Whatever works for you guys will work for us. Okay. So, I I will send out a survey to try to find a time that works for people. Um I I you know if if if people are unable to join and they have you know requests for us to take pictures of
anything I'm happy to accommodate that. Um any sort of comment on on dates that I should be including in that survey or any any preference that I should try to work around. I would be going away like October 7th
for 10 days. Okay. Well, I hope to get up there before then because I'd like to I think that's going to help our discussion for um for the for the recover versus restore discussion we need to have. So,
and I'll offer also from my point of view, I don't think um a large entourage is probably helpful to me when I walk around. If I can go up go up there with one person who knows what we're looking
at, I'll be a happy guy. Okay. I, you know, uh, Mike, I don't know if we want to do maybe I think if if you want somebody who's knowledgeable, you're going to want somebody from left field or RDA there.
And that's not I don't mean to disparage them, but I'd be more interested in people who work for the town, okay? who have experience with the rooftop equipment and the roof. So, it would be probably Todd and Mike Alonus. If it was, just to be clear, if it was
my building, my roof, I'd want to walk it with my mechanical um person, you know, the person who's at the building all the time. Yep. So, that's not sure if that exists in this environment. Todd and Mike. Todd and Mike Alone, not Mike Bifferling. Mike Alcone. And Todd,
I've been on the roof twice and I I don't love being up there. So, um, Mike doesn't like the roof. I don't like the ladder that goes to the to the gym. I love being on roofs. Um, okay. I will try to set that up.
Mike, do you have any objections to doing two groups? I mean, if if if people want to maybe have some very specific questions for the people who are actually using that equipment. Um, yeah. No, I I don't have any objection. taught t talk we'll make the time and this is very important and you know we
have to make sure right decision I appreciate that this is not a short term um good all right I will I will make those connections I will send out a survey um I hope to maybe find a time in the next
like definitely in the next it would be good to do it in the next week or so I think Friday is my only bad day this week but that's other than that I'm Okay. All right. Good. Um, so that that that wraps up my
agenda. Um, I'll ask if there's any any new business anyone wants to discuss. Uh, and um, and if there's not right now, please um, send any any agenda items to me
whenever you think of them. I'm happy to add them to the next meeting. Again, the next meeting I'd like to focus on pros and cons of of restore verse recover and uh and I will I will send out a survey. So, any um anything else anybody wants
to add? Excellent. So, um Oh, we do get to do a vote. We get to vote to adjourn. Um, so it's good. Uh, can I just say one thing just quickly? So anyway, I had the opportunity to look at the
pre-qualification process that Lefield and RDA undertook for this project and my biggest concern in this job initially was uh how much bid interest we were going to receive on the project. uh in some markets environments this would not
be a really attractive job but fortunately uh the pre-qualification process went quite well as they mentioned they pre-qualified uh eight um general contractors uh of which I'm familiar with a number of them and they uh pre-qualified a long list of
electrical uh uh plumbing uh roofing and HVAC contractors uh I think generally speaking you know I I as a consultant. I work for the MSBA and I uh get a a fair insight into um the bidding of their
work and uh the markets looking more attractive now particularly for the MEP trades are obviously uh not uh you know getting as much private work uh as they have been at least that's my assessment and uh school projects are looking more attractive to them so it's a good
bidding environment I think. Thanks, Ralph. Thank you for that feedback. Does anybody have any um anything to follow up with on that? Good. Then I will make uh I will make a motion to adjurnn. We got this done pretty quickly. Motion to adjurnn. Um
I'm just looking for someone to second that motion. Oh, thanks, Mike. Um okay, so we'll we'll take a vote uh from the voting members. And Mike, I believe you're a voting member of this committee, right?
Um so I'll I'll um Mike, you can start in favor. All right. And then Sam, you're Yes. Karema, no. Uh Ralph, yes. Brian, yes.
And I'm in favor as well. So we are adjourned at 12:37. Thank you everyone. I'll be in touch. Great job everyone. Thank you. Thanks you. Thank you. Bye. Nice to meet you all. Take care. Thanks. Likewise.