Subcommittee gets construction update; approves change order, slab scanning and Stage 2 application

WESTWOODY, Feb. 12, 2025 — At its Feb. 12 meeting the Westwoody Public Schools School Building Subcommittee heard a detailed owner’s-project-manager and architect update on three active elementary-school projects and approved several construction-related items, including a change order, slab scanning and the district’s Stage 2 capital improvements application.

John Shibe, listed in the meeting as a consultant with NCA, and Ashley Prestor, listed as a consultant with DVAW, briefed the committee on site progress at Dunn's Corner, Springbrook and State Street elementary schools. Staff reported the projects are roughly 39% complete on average, with State Street described as moving quickly through steel erection and expected to reach substantial completion targets in late summer if current manpower and billing plans hold.

Change order and allowances The committee approved Change Order No. 6 for $8,184.50. Staff described the order as primarily housekeeping: a soil/excavation allowance reconciliation, floor scanning that located plumbing at Dunn's Corner and additional paving at Springbrook’s loading dock. The committee recorded a unanimous vote to approve the change order.

Staff also told the committee that contract allowances for site items have been largely consumed and that future site-related encounters (boulders, unsuitable soils) would be added-cost items outside the exhausted allowances. The inspectors reported encountering roughly 120 cubic yards of boulders on the Dunn's Corner site; contractors proposed removing or repurposing the rock and in some cases offered reduced-cost removal options.

Slab scanning and additional services The committee approved payment to perform slab scanning at Springbrook Elementary (change proposal noted at $1,178 in the meeting) to locate conduit before placing a floor drain in the future fire pump room. Separately, staff requested approval of an additional-services proposal to engage Vortex (the town’s hazmat operator) to visually inspect and, if required, test and design an abatement plan for suspected hazardous materials encountered in the vintage building fabric at Dunn's Corner. Meeting discussion referenced a $1,200 testing fee if hazardous materials were confirmed; the subcommittee voted to approve the additional-services work and to have staff reconcile final costs in a subsequent change order.

Safety incidents and contractor oversight Staff reported two recent contractor-related incidents: an unapproved adhesive bucket with high VOCs placed near an HVAC intake and a gas-piping work incident in which a temporary valve was not fully closed, prompting a response from the fire marshal. Both incidents were described as contractor errors. Staff said the contractor will be required to give 72-hour advance notice before odor-producing activities, and that the subcommittee’s oversight team (including OPM staff) will increase site supervision and require pre-installation safety meetings.

Stage 2 capital application The subcommittee also voted to approve the district’s Stage 2 capital-improvements application for submission. Staff circulated an updated estimate for the Stage 2 package that increased from an earlier $27,567,000 to about $34,889,000; staff explained the rise largely reflects potential additional items — including an estimated $4.2 million for high-school roof/group work and other deferred-maintenance items — that the town may elect to include in Stage 2. Staff emphasized that inclusion in the Stage 2 application does not obligate the town to do the work, but projects approved through the Stage 2 process become eligible for a minimum reimbursement percentage (staff cited 35% as the usual reimbursement floor). The subcommittee approved the Stage 2 application unanimously.

Other business Discussion also covered furniture, fixtures and equipment (FF&E) procurement for classrooms and media centers with Westwoody staff and the district’s WB Mason contact; committee members asked staff to monitor lead times so deliveries are available for an August installation window. Staff said they plan two meetings in March to track progress and would bring specific contract-extension recommendations for construction administration at a future meeting.

The subcommittee concluded with scheduling and next-step directions for staff to reconcile extension costs, permit-related reviews (including RIDEM for septic adjustments), and to submit finalized Stage 2 documentation for reimbursement review.