Marblehead school OAC presses for clearer schedules, Procore access and controls consolidation during roof project update

At a recent Owner’s Advisory Committee meeting for Marblehead Public Schools, members sought clearer timelines and document access for the district’s roof and related mechanical work, and raised concerns about districtwide building controls that the district is trying to consolidate onto a single platform.

A district staff member told the committee the controls work has been funded on the software side and some hardware and that the team prioritized the high school so pre‑construction operating conditions can be documented. “Controls are a little bit…concerning to me, but not with the roof project, just districtwide,” the staff member said, noting systems from Johnson Controls, Metacus, Allerin and a third controller exist across district buildings and the goal is to view everything from one platform.

Committee members sought specific delivery and installation schedules for major rooftop units. Staff said Homer Contracting, the general contractor, is coordinating logistics and that the contractor is preparing a more detailed plan that will be shared with the committee.

On permitting, staff said the permit package the team reviewed includes electrical and plumbing approvals, fire department sign-off, AAB review, building department review, conservation, ZBA review and ODC review. Staff offered to circulate the permit copy so the committee can confirm what final sign-offs and affidavits will be needed to obtain occupancy or certificates of completion.

Members asked for stronger documentation and meeting records. A committee member contrasted the high‑level notes the general contractor provides with the more detailed meeting minutes they expect for tracking milestones and action items and asked that RFIs and submittal logs be attached to minutes. Sam (Homer Contracting) and other members asked for a three‑week look‑ahead schedule to appear in the packet so the committee can verify items are on track and identify risks earlier.

Staff also announced a Chapter 30B procurement for ceiling work: documents will be available Wednesday the 8th, a walkthrough is scheduled for the 16th at 3 p.m., and bids are due on the 23rd; ceiling removal and reinstallation are intended to occur while students are out for vacation. Staff said there is a budget savings line that could be used to fund third‑party commissioning if the committee requests it.

Raymond Design said it will conduct weekly site visits and visual inspections for roofing work and that the manufacturer will perform the warranty inspection. The firm said the project currently does not include intensive commissioning tests such as vacuum or flood tests but that additional testing could be considered if the committee elects to fund it.

Several members requested access to Procore, the contractor’s project document repository, or regular extracts of submittals and RFIs so committee members can review documents between meetings; staff agreed to pursue providing access or attachments for committee review.

The meeting closed after a motion to adjourn and a roll‑call vote in which Sam, Brian, Kareema and Mike voted yes. Staff said it will circulate the meeting packet and a tentative calendar invite for the next meeting in late April.