Town of Gray
Town Office Building Committee
(Item 90-09) Approved March 3, 2009
The role of the Town Office Building Committee is to provide advice and recommendations to the Town Council and the Building Administrator in the project of the renovation of the Pennell Institute property and its conversion to the Town Office complex.
The Town Office Building Committee will consist of nine voting members, and one alternate (non-voting). The current membership of the Building Committee shall be incorporated into the Town Office Building Committee, with a public solicitation for an additional member to serve as the alternate. Existing Committee members must submit a letter of interest to the town, by March 31st, expressing their intent to continue serving on the Building Committee. The Town Office Building Committee will disband after the completion of this project signified at the ribbon cutting ceremony.
In performing in this capacity the Committee shall:
Pre-Construction
Create a Request for Qualifications (RFQ) for design firms interested in providing design services for the renovation project.
Review submittals to the RFQ, conduct interviews of the selected respondents.
Create a Request for Proposal (RFP) for design firms selected from the RFQ process.
Review submittals to the RFP, conduct interviews of the selected respondents, and make final recommendation regarding design firm and construction management at risk to the Town Council based on these actions.
Create a RFQ/RFP for Construction Management (CM) firms interested in providing Construction Management services for the renovation project.
Review submittals to the CM RFQ/RFP, conduct interviews of the selected respondents, and make recommendations to the Town Council based on these actions.
All committee members will act in accordance with the Maine Freedom of Access Act.
All discussions with respondents to both the design and construction management should determine firm dates of beginning and completion of the renovation project.
During Construction
Meet with Building Administrator for progress report updates and discussion of possible issues.
Meet with Building Administrator, Construction Manager and Design Firm on an as needed basis for additional updates and discussion of issues. The committee will follow all practices in accordance with the Freedom of Access Act.
On any issues and or changes deviating from original plans resulting in an expenditure of greater than $20,000, the Committee will make recommendations to the Town Council for action.
Finally, the Town Council reserves the right to add to this list of responsibilities and duties as needed as the project advances.
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