5/3/1995 TOWN HALL BUILDING COMMITTEE Minutes

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MASHP E TOWN HALL. BUILDING COMMITTEE Minutes for May 3, 1995 Page Jiro stated that it was important for the Committee to find out from the firms who submit bids what similar work they have done in the past and to talk to the people who have worked with them previously. Bob Fox asked if the Committee members would be required to go to some of the sites where bidding firms have previously done work to see what quality of work they were capable of. Jiro stated that this would be advisable. He stated that the Committee would be required to submit three architects, in a rank ordered list, to the Selectmen to pick from. Bob Fox asked if after the architect has been selected, can the other bids be opened. Jinn replied that only if the first architect selected could not be agreed with as far as a fee, then the Committee would go back to the Selectmen for the next one of the original throe submitted for review.. He stated that this fee should be around $ 150,000 and that it should be closer to $138,000. Bob Fox asked if the Town Hall offices would continue to be able to operate and still do this type of Scope of Services. Jim stated than perhaps they might have to get temporary trailer for a portion of it. Several options were discussed by the Committee as to hoar this could be accomplished. ,Jiro stated that he had been in a simil r situation before and stated that basically people would have to just live with it ars it' was temporary and the offices would not be able to move anywhere else in the interim. He also stated that this should be included in the Scope of Services, that the construction has to be done with the existing offices still in place in the building. Bob Whritenour agreed that this would be a good idea. Jim also stated that perhaps this discussion was a little premature until the Committee selects and speaks to an architect. Discussion was also held on the possibility of moving the offices on the floor being worked on downstairs to the Great Froom until the construction on that floor is completed. -Discussion was also held suggesting where the Selectmen could possibly meet during the construction phase. Bob Whritenour suggested that the Committee coordinate the schedule "top down" and to get everyone's input. He suggiBsted getting each of the department heads in the meeting when this scheduling is discussed to obtain their input. Jim then presented to the Committee a brief overview of what work had been proposed in the past as a daft of the possible location of each office. Jim stated that if some relocation is required, that the police station and the Senior Center were possible temporary locations. Ray Martini stated that the police station also offered handicapped access. Charlie stated that the bids should come in with a severe timetable. Jim stated that it is im-portant to select an architect who has had experience doing this kind of renovation with working offices staying in place during construction. Ray asked if the windows were being saved. Bob vhritenour agreed and stated that anything that could possibly be reused should be saved. Some discussion was held on which flooring could be saved and which would require work. Bob Fox stated that at some point in time he would like to go completely over the building in detail so that he would have information available when the architects require i . Charlie stated that he was surprised to find out there was so many file documents that had not been converted to computer diskettes or microfiche. Jim stated that the Town had been trying to get a price on how much it would cast to put the documents on microfiche. Bob Fox asked if the problem was being addressed for future files. Jim stated that he did not think anything had been done yet,