WHITMAN – While a missed Zoning Appeals hearing on Monday, Sep. 23 was an irritant for the Feasibility Study and Whitman Middle School Building Committee on Tuesday, Sept. 24, a make-up meeting has been slated and there has been progress to report on the project.
Chair Beth Stafford asked why no one from Colliers, the owner project manager firm, or architect AO3 had shown up at a zoning meeting Monday, Sept. 23. Colliers’ Owner Project Manager Michael Carroll said he spoke to AI3 that day and did not think either frim was ever informed of that meeting.
Former Building Inspector Robert Curran, who sits on the Building Committee, said the issue was addressed in some of the paperwork given out to the committee, but, generally speaking, after the paperwork is put in, a zoning hearing takes place four to six weeks later.
“I asked the [Zoning Secretary] if they were notified and she said they were,” he said. “They would have been notified by mail The abutters were there. They opened the hearing and they took some testimony from the neighbors and they continued the meeting until Oct. 21.”
Curran said he arranged for the meeting to be held in the Town Hall auditorium because he had figured it would be a “big show,” and there were probably 15 abutters there who have a lot of concerns, but since there was no one there representing the schools, they continued it to Oct. 21.
School Committee Chair Beth Stafford said that Superintendent of Schools Jeff Szymaniak never received a notice about the meeting, either.
“As Superintendent of Schools, he should have received a letter,” she said. “He did not. So, that will be addressed, too, because if letters went out, there wasn’t one for Jeff, either, and he needs to go.”
She said the only notification anyone saw was a legal notice classified ad placed in the Whitman-Hanson Express.
“But that’s not an invitation, and when we looked at who got copies of it, it didn’t say AI3, it didn’t say Whitman-Hanson Superintendent,” Stafford said. “It said Brockton, Abington and all these other places, so I think there was a little bit of a mix-up here.”
Carroll said he and AI3 did receive confirmation it was continued to Oct. 21 and they would absolutely have people there. The next Building Committee meeting is scheduled for Tuesday, Oct, 22.
Curran said abutters are concerned about fencing – especially near Highland Avenue where kids use a path to WMS – and neighbors concerned about construction activity and its potential effect on the safety of kids who live in the area walking to the school.
“There needs to be somebody that’s really familiar with the project,” attending the ZBA hearing, he said. “Are you going to do a temporary road for construction?”
Carroll said that information could be incorporated into that planning, which had been temporarily sidetracked by contractor pre-qualification work.
“What we’re trying to do here is minimize the inconvenience during construction,” he said. “We can’t eliminate inconvenience completely, but we are trying to minimize that, and it there’s things we can do to help the abutters, we absolutely want to do that.”
During the contractor pre-qualification phase, Colliers Project Manager Shirley Ng said, the subcommittee has received 88 requests for interest in this and 12 DCs with the next phase being a review and assessment of statements of qualifications in October and narrow down the applicants.
Assistant Superintendent George Ferro asked if 12 was a healthy number and Carroll said he’s done two bids this year, and on one he received three bidders and on the other he got four.
“Just because 12 got prequalified doesn’t mean all 12 would bid it,” he said. “But 12 is a good number. Anything more than five or six is a very good showing.”
Ng said her numbers were as of Friday, Sept. 20. They had also received some on Sept.23.
“We’re also working on the early bid package,” she said. Right now, they are reviewing specifications of an electrical switchgear and generator.
“The prequalification of this job goes under MGL Ch 149 as a construction project,” Carroll said. “The switch gear and generator go out more as goods, as if you were buying paper or an easel which goes out under CH 30B.”
He said it requires making sure insurance is squared away as they will be bidding and awarding it before a general contractor comes on board, so they are making sire the specifications on the two bids coordinate and the general contractor/electrical contractor are taking delivery of the switch gear and generator unit on-site and taking it from there.
“We don’t have to worry about storage or anything like that,” he said.
Ng said they are hoping to have the contract completed by October along with postings for next month, at the Building Committees next meeting Carroll said they anticipate seeking a vote to allow them to request for bids.
“And then, in November, we’ll be coming back with bids and, hopefully, it’ll be under budget and we’ll be able to award that and keep moving forward,” he said.
W-H Director of Business and Finance Stephen Marshall said the district had submitted reimbursement request of just over $5.5 million in total to MSBA for invoices up through August and expect just over $3.5 million for reimbursement on that.
“There was a little bit of a delay – it was a large request, in terms of the amount of invoices and paperwork,” he said. “The MSBA had come back to us with some questions involving some back-up documentation. We have just received those today from AI3 and they’re being submitted to MSBA.”
He said the turnaround time after follow-up documentation is usually about two weeks.
“That will certainly help with the cash flow,” he said, adding that, moving forward those reimbursement requests will be submitted once a month.
Szymaniak asked Carroll to go over the for the Committee and everyone watching meetings at home, the shift in roles and “who’s doing what where?”
“In general, we’re two teams here,” Carroll said. “You have the Colliers team, which is the owner’s project manager – we’re providing general oversight and general support to your team.” He serves as project director and Ng as project manager. The assistant project manager helps with meeting minutes and a lot of “behind the scenes work” for Colliers.
Once construction gets under way the construction site representative – or clerk of the works as they are sometimes called – will also be added to the meetings.
Architects AI3 design team leaders Troy and Julie have support staff from AI3 and its subconsultants to field questions about irrigation, landscaping, traffic and the like. The Zoning Board meeting would have been handled by Colliers’ civil engineer.
“There’s lots of people behind the scenes,” he said, but added the Building Committee will continue to see familiar faces at meetings