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• will attend the weekly Committee meetings . He and Mr. Rowlands <br /> will be the prime people working on the project. Each week he <br /> will report on the status of the project in terms of schedule and <br /> cost and make any recommendation of material choice and <br /> recommendations of payments to be made . The written report will <br /> update what the architect did that week , and what the project <br /> manager did. They will schedule the cash flow, including all the <br /> fees, up to the construction stage. <br /> The Committee agreed the firm hired to provide these services <br /> will have to coordinate carefully with the town hall staff to set <br /> up a system to pay all the bills related to this project. Mr. <br /> Rowlands stated in the past they have worked with the Town <br /> Accounting Department to set up a system and nothing gets paid <br /> without Mr. Rowlands authorization and the Chairman ' s signature . <br /> The Committee asked if they provide clerk of the works functions? <br /> Mr. Rowlands stated they do follow the construction phase but <br /> there should also be a clerk of the works, hired by the town . <br /> The Committee discussed the cost issue. They explained they need <br /> a figure for the December 4th town meeting and Dec. 11th <br /> election . Presently, they will have to use the State formula. <br /> The design firm hired to make a recommendation on the 2 sites <br /> will come up with square footage needed and then use the formula <br /> • to develop a cost. <br /> Mr. Aitchison asked when the Architect will be on board? <br /> The Committee stated by January 1st, 1994. Mr. Aitchison stated <br /> the RFP for architect and project management services should go <br /> out together. He does understand this is solely a supervisory <br /> position ; there is no mix or duplication between the two. <br /> Ms. Mills stated it is as if the Committee is paying a firm to <br /> become a member of the Committee because we do not have the <br /> expertise, technical knowledge or time to supervise the <br /> architects work. <br /> The Committee discussed financial bonuses to the architects for <br /> meeting deadlines. The bonus must be clearly advertised up <br /> front. Mr. Griffin thought it not in the town 's best interest; <br /> the firm should work solely on their reputation without the <br /> bonus. <br /> Mr. Aitchison asked if there is any chance of getting the <br /> architect on board by the end of December? The Committee <br /> discussed the timing. If the goes out asap, they may be able to <br /> do it, subject to town meeting funding . <br /> Chairman Dinizio will talk with the Selectmen about moving the <br /> architectural RFP along . <br /> • Chartwell and Co. presented information to the Committee <br /> 3 <br />