East Haddam School Building Committee Meeting

Special Meeting

August 18, 2005

Adopted September 14, 2005

Call to Order

The meeting was called to order by Todd Moss at 7:08 p.m. at the Nathan Hale High School – Room 117.

Roll Call

Attendance

Members present:

Todd Moss

Craig Parker

Kerri Willis Budzik

Melissa Ziobron

Members absent:

John Gibson

Denise Gable

Dana Barnes

Mary Beth Mordecai

David LaFemina

Others present:

Randy Dill

New Business

Review CMc Services RFQ

The purpose of the meeting was to vote on approval of the RFQ for
Construction Management of the Middle School. Exhibits to the RFQ were
not yet available from KBA to review during the meeting. Dr. Durham and
the new school principal reviewed the space criteria earlier in the day
with KBA. Todd reminded those in attendance that it is SBC's charge to
evaluate building design with KBA.
 
Craig inquired as to expectations for RFQ schedule. The following
target dates were discussed:
RFQ issue date 8-24
Inquiries for additional information / clarification 8-31
RFQ due date 9-7
Special meeting to review subcommittee short list 9-14
Notification of short list companies 9-15
 
The subcommittee will establish a ranking spreadsheet to determine
short-listed companies. Melissa requested that if a special meeting of
the subcommittee is conducted to pre-qualify companies, it should be
done with public notice.
 
Also discussed was the need for the subcommittee to develop the RFP to
issue to short listed companies upon notification. Since the next
regular SBC meeting is scheduled for 9-28, it would be best to receive
the RFPs from short listed companies by the afternoon of 9-28. The
selection process of the Construction Manager after receipt of the RFPs
will include the entire Building Committee and may include other Town
Committee members and officials, as well.
 
Upon issue of the RFP, Todd recommended that KBA should provide the
most recent schematic design of the school at that time as an exhibit to
the RFP.
 
Craig will develop and sign the cover letter for the RFQ. He will also
write the public notice announcement for the RFQ. If RFQ exhibits are
not available, the RFQ will still be posted and an addendum will be
issued.
 
Attendees reviewed the RFQ. Melissa noted one area of concern in
quality control oversight. Todd stated that it is the CM's
responsibility to ensure that quality control procedures, drawings and
specifications are adhered to. Craig stated that the Town will hold the
contract with the Special Inspector and it is the CM's responsibility to
notify the Special Inspector when inspections and tests are necessary. 
Melissa also asked why the CM cannot self-perform. Todd responded that
it is largely considered in industry as a conflict for a CM to oversee
its own work while serving in the capacity of a CM.
 
Melissa noted that the RFQ requires the CM to report to the SBC rather
than one individual. She requested that good notification/communication
procedures be established, especially between the CM/SBC and Board of
Finance. Todd will be attending the next Board of Finance meeting on
10/3 and will address this issue with the members at that time.
 
Randy asked if the RFQ sought qualifications of specific individuals in
the company. Kerri identified the paragraph in the RFQ that requests
submissions of staffing levels and resumes of intended CM personnel.
 
 
Motion by Mrs. Budzik to accept the RFQ as amended. Seconded by Mrs. Ziobron and unanimously passed. 

Adjournment

Motion by Mrs. Ziobron at 7:52 p.m. to adjourn. Seconded by Craig Parker and unanimously passed.