Town of South Berwick, Maine
Building Action Team
Proposal Review Subcommittee
Minutes
August 8, 2008
Civil Consultants Conference Room
Present: Tom Harmon, Dave Stansfield, Mark Gagnon, Brad Christo, Fred Wildnauer - Building Committee; David Burke, Jean Demetracopoulos - Town Council; Jim Fisk - Economic Development; Mamie Anthoine Ney - Library.
Mamie Anthoine Ney was taking meeting minutes.
Tom Harmon opened the meeting with a review of the agenda. The primary goal of the meeting was to determine how we would evaluate the 19 proposals received from architects and/or architectural engineering firms. All views should be put on the table during this entire process. The next step would be for the task force subcommittee members to review and score the proposals. It was recommended that the Building Committee take the lead on making the final recommendation to the Council. There are five sets of proposals available for review either at the Town Hall or Civil Consultants.
The group would then reconvene to determine what firms to put on a short list to interview. Prior to the interviews the firms would be provided with a packet containing the history of the library building process, site plans, updated needs assessment, prior library plans, and Building Committee reports. Available funding information and a timeline would be provided, also. The firm chosen would look at the viability of St. Michael's church becoming a library. The assessment of the particular tasks and costs will occur during negotiations with the selected firm(s).
There was a review of the history of the various library proposals. Anne Larsen, library-building consultant, did a needs assessment/library program back in 2001. This needs to be updated and the Friends of the Library are considering paying for this, which would cost $2,500. There was a site selection committee convened. There was an architect's plan done for the Day property. There was also a plan done for the Norton Street property. Now, the St. Michael's property has been purchased.
The group made suggestions for criteria for reviewing proposals and the weight each criterion should have. The scoring process will be based on a scale of 1-5 for each criterion. Each criterion is placed within one of four weighted groups, each of which is assigned a multiplier according to importance. The consensus was that building rehab/church reuse and library experience would carry the most weight with a factor of 1.6. This was followed by LEED (green buildings), ability to facilitate the process, overall comfort level, and project understanding with a weight of 1.4. Next were site planning, municipal experience, and urban planning with a weight of 1.2. The other factors include the size of the firm, who they list as consultants, the type of work they do, and the firm's personnel. These criteria carry a
weight of 1.0.
It was decided that Tom Harmon would design an Excel worksheet for scoring based on the above criteria. Members of the group will score the individual architectural proposals on the spreadsheets and return them to Tom Harmon's office by Friday, Aug. 22nd. The group will meet again on Tues., Aug. 26th, at 7 AM at Civil Consultants to review scores and decide the short list for interviewees. Jean Demetracopoulos will check with Roberta Orsini and/or Fern Houliares to determine how much money is available for the feasibility study. Jim Fisk will be responsible for posting notices of all meetings at the Town Hall.
Attested by: Mamie Anthoine Ney Approved: August 26, 2008
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