11/1/1994 SCHOOL - HIGH SCHOOL BUILDING COMMITTEE Minutes

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bid, with the security is left with the owner. Tavares ' off i ce does the bid tabulation and the bid evaluation and makes preliminary recommendations, He usually asks that samples are presented so everyone can see the differences. Once the award is made, he can prepare the purchase contract. They can do it quickly and efficiently. Most communities don 't have the personnel to do that amount of work. Most clients appreciate not dealing with the paperwork. In a `ob this size there will be 150-175 equipment vendors, Pu rn i tore accounts for 30-40 and small wears i's the remaining . There is a lot of paperwork ork and coordination . He does not offer on site representation, He prepares documents relative to all the awards for the owners representative. Receipt of all the furniture/equipment will require the assistance of staff to unpack* He will check the equipment, physically , to note any damage and conformance to the spec, There is a lot of chasing of vendors for any back orders. He likes to have vendors ship invoices to him for review, he will then make a recommendation forp a ment and ask the owners representative to review the invoice and concur,. Merry sue asked about the timeline on some of the equipment, especially group M r. Tavares said the whole process, for Group 3 takes 12-14 months months preparingthe list and giving department heads the opportunity ty to finalize their list, -4 months preparing bid documents. This leaves a cushion of 60-90 days Group 2 should be started as soon as drawings are ready , so you can plug in the moving furniture, plafor receptacles , ecepVacles , er c r Paul said it I's best thea to engage his services sooner than later. Merry sue said the School Department needs to have extra people (teachers , department heads) on board to make the group 3 decisions. Merry sue asked if he also recommended computers and really technical equipment? Mr . Tavares said if the client has a technology consultant they p rov de the bid documents for that equipment, on some occasions he has epeced the computers - not the networks. Paul asked where it stood with the technology consu 1 tan t'? Bob said after discussions with Dr. DeMoura, Mr. Childs has made recommendations for what to provide i n the building., Bob has asked WE. , Childs to send it to D r. DeMoura so he can concur before SMMA moves ahead with the recommendation . The specific equipment is not part of h i s contract. Paul would like a copy of that correspondence. Dr, DeMoura said Mr . Childs' initial contract worn i s complete, He had asked the committee to extend the contract - there is a dark area as to what the Committee wants him to do., Merry sue said the Committee has concerns M r . Childs is not capable of completing the next phase . Paul will explore that with the architects. 3