School Board: Barbara Coish, Beverly Donovan, Beth Valentine, Al Letizio, Dr. Bruce Anderson- excused
Superintendent: Dr. Frank Bass
Owner’s Representative: Glenn Davis
Building Committee: Mike Joanis - Vice Chair, Dan Sheahan, Laura Bellavia
Harvey: Anne Dodd, Bill Stevens, Mark McLaughlin (Chief Estimator)

AL Letizio called the joint School Board and Building Committee meeting to order at 7:00pm.

Mr Letizio stated the agenda of the meeting would consist of reviewing bids for three trades – HVAC/Plumbing, Electrical, and Masonry for the Windham High School building project. The School Board and Building Committee will deliberate on any and all information available and will award the bids.

At 7:10 PM Brian McNamara and Rick Horrigan joined the meeting.
 
Anne Dodd from Harvey read the recommendation for the masonry bid as follows,”Harvey Construction is seeking approval to award the contract for Masonry to D’Agostino Associates, Inc. of Newton, MA, for the estimated total amount of One million, seven hundred and eighty-eight thousand, five hundred and thirty seven dollars ($1,788,537).” 

Anne Dodd from Harvey read the recommendation for the electrical bid as follows, “Harvey Construction is seeking approval to award the contract for Electrical to Wayne J. Griffin Electric of Holliston, MA, for the estimated total amount of Two million, three hundred and eighty thousand, five hundred and seventy dollars ($2,380,570).”  

Anne Dodd from Harvey read the recommendation for the plumbing, HVAC and controls as follows, “Harvey Construction is seeking approval to award the contract for Plumbing, HVAC and Controls to Palmer & Sicard, Inc of Exeter, NH for the estimated total amount of Four million, thirty five thousand, and four hundred dollars ($4,035,400).”

It was noted that these three combined trades account for 21% of the overall budget for hard costs.

Motion By Barbara Coish to go into non-public according to RSA 91-A:3II c & d.
2nd by Beth Valentine, Roll: Barbara Coish – Yes, Bev Donovan – Yes, Beth Valentine -  Yes, Al Letizio – Yes.

Discussion on masonry bid
Glenn Davis reviewed his experiences with the various bidders, and agreed with Harvey’s recommendation to award the bid to the lowest bidder, D’Agostino.
Mike Joanis asked Harvey if they were comfortable with the exclusions listed by the lowest bidder. Anne Dodd responded that they discussed exclusions with lowest bidder and they included the exclusions in their bid.
Mike Joanis asked if the subcontractors had the final specs? (that the bids were based on) Anne responded yes. Mike followed up with a question of whether there were many questions from the subcontractors during the bidding process. Mark McLaughlin responded that the questions were very specific, and Lavalle/ Brensinger reissued some elevations to clarify.

No further questions on masonry bid.

Discussion on plumbing/HVAC and controls bid
Glenn Davis provided a summary of his experiences with the bidders, and agreed with Harvey’s recommendation to award the bid to the lowest bidder, Palmer & Sicard, Inc.

Mike Joanis asked comfort level with a specific bidder. Discussion ensued regarding field service abilities.

Rick Horrigan asked who contact/s is when there is a problem. Anne Dodd responded that the subcontractor who is awarded the bid will be the single source for resolution of issues.

Dan Sheahan asked if any add - alts were going to be awarded. Anne responded that they were being priced only. Those decisions will be made in the future, jointly by all stakeholders.

Mike Joanis asked if the subcontractors offered any value engineering for mechanical. Mark from Harvey responded no. Harvey felt that the tightness of the bid amounts reflected how clean the construction docs were.

No further questions on plumbing/HVAC and controls

Discussion on electrical bid
Glenn Davis reviewed his experiences with the various bidders. He consulted with Terry Bullard and they were able to achieve consensus on a specific bidder. Glenn agreed with Harvey’s recommendation to award the electrical bid to Wayne J. Griffin Electric.

At 7:30pm Bernie Rouillard joined the meeting.

Mike Joanis asked questions regarding Harvey’s comfort level of specific bidder, and whether there were many requests for more information. Mark said there were many questions, and letters of clarification were issued.

Discussion ensued regarding deviating from product selection, and Anne responded they will not deviate from product spec.

Dan shared some info on a subcontractor from current experience.

Mike asked if field people needed to be licensed. Glenn responded yes – they need to be licensed.

Al Letizio summarized the combination of the lowest bidders for the three contracts were below Harvey’s estimates by approximately $613,000.

Mike Joanis noted that most members of the building committee felt that the listing of add- alts were not really optional, but necessary, and we should anticipate incurring those costs (approx. $100,000).

Beth Valentine asked Harvey for a report showing the building costs of $135/ sq ft broken down by trade, reflecting Harvey’s estimate and tracking the actual bids awarded.

Anne responded that they will supply the report to Glenn and he can forward it to the SB.

Beth Valentine asked if the members of the building committee had any other knowledge of the subcontractors, or if there were any other questions regarding the subcontractors.

There were none.

Motion to go out of non-public by Bev Donovan 2nd by Barbara Coish. Yes 4-0; Bev Donovan, Barbara Coish, Beth Valentine, Al Letizio.

Motion to award the masonry bid to D’Agostino Associates for $1,788,537 as recommended by Harvey Construction by Bev Donovan.
2nd by Barbara Coish. Yes 4-0; Bev Donovan, Barbara Coish, Beth Valentine, Al Letizio

Motion to award the plumbing/HVAC and controls bid to Palmer & Sicard for $4,035,400 as recommended by Harvey Construction by Bev Donovan.
2nd by Barbara Coish. Yes 4-0; Bev Donovan, Barbara Coish, Beth Valentine, Al Letizio

Motion to award the electrical bid to Wayne J. Griffin for $2,380,570 as recommended by Harvey Construction by Bev Donovan.
2nd by Barbara Coish. Yes 4-0; Bev Donovan, Barbara Coish, Beth Valentine, Al Letizio

Al summarized that $8,204,507 was just approved and awarded, against a projected estimate cost of $8,817,761.

Mike Joanis asked of the remaining trades that have not been awarded for the building, what are the big ticket items, and when do they need to be awarded?

Anne responded that drywall, fire protection, elevator, doors, glass/glazing and roofing represent the big trades remaining.

Because of time sensitive issues in awarding the next grouping of bids, it was decided that the School Board and Building Committee would schedule a joint meeting for Tuesday, October 30th to award those bids.

Anne noted that after these critical bids were awarded, the remaining bids will not be as time sensitive.
It was decided that bid information would be available in advance of the meeting for Building Committee members thru Toby Eaton at the SAU.

Motion to adjourn meeting by Beth Valentine.
2nd by Barbara Coish. Yes 4-0; Bev Dovovan, Barbara Coish, Beth Valentine, Al Letizio.
Meeting adjourned at 8:25PM  

Submitted by Beth Valentine