The Town of Madison 
Emergency Operations Center/Fire House Expansion Building Committee

Approved at Board of Selectmen 9/25/23

The Madison Board of Selectmen (BOS) shall establish a building committee (EOC Building Committee) for the construction of an Emergency Operations Center/ Fire Station Addition/Renovation (EOC Project). The building committee shall consist of voters of the Town of Madison who serve at the pleasure of the BOS. Both committees shall exercise the responsibilities and duties outlined in their specific charges as approved by the BOS.

Charge:

It is anticipated that the Building Committee will, without limitation:

1. Coordinate with the Owner’s Representative Project Manager (OPM).
2. Assist the OPM with applications related to federal, state and local grants.
3. Work with the OPM to assist in the creation of the construction bid package and in the determination of a list of eligible bidders to be invited to bid.
4. Select the Architect, engineering, and interior design firms to develop and design the facility plans through a public Request for Proposal process that adheres to all Town bid policies and procedures. This includes structural plans, site work, grading and drainage, professional estimating service, drawings and specifications, preparation of bid documents and contract documents, evaluation of bids and appropriate bonding and insurance provisions. The EOC Building Committee, in coordination with the Town Attorney, shall negotiate a contract to be entered into by the Town and said firm(s), subject to approval of the BOS.
5. Review design documents to evaluate, refine and update cost estimates and verify that the plans fulfill the purpose of the EOC Project in a reasonable manner.
6. Evaluate all construction bids received and pursue any required bid clarifications.
7. Meet with the OPM, Architect, General Contractor, or Construction Manager, as needed. The EOC Building Committee shall approve the final plans, specifications, bid documents and contract documents for the EOC Project.
8. Require the OPM, Architect or other relevant professionals to make regular reports to the EOC Building Committee, to permit monitoring of the status of construction and change orders, and to keep the EOC Building Committee up-to-date on all material developments.
9. Authorize the start of construction of the EOC Project.
10. Verify that all required permits are in place and verify compliance with all local, state, and federal laws.
11. Monitor the construction process of the EOC Project, including meetings with the OPM, Architect, project manager, construction contractor, subcontractors, and/or any other necessary parties.
12. Coordinate communication between the Board of Selectmen to keep all parties up-to-date on developments.
13. Coordinate with Town staff to ensure all requirements, specifications, and procedures relating to grants or other funding sources are followed by the OPM, Architect, project manager, construction contractor, subcontractors, and/or any other necessary parties.
14. Coordinate with Town staff on other potential infrastructure projects that may impact the design or completion of improvements to the EOC Project.
15. Consider and act promptly on change orders, making certain that any increase in the cost involved in any change order is within the amount appropriated for the EOC Project.
16. Monitor the preparation by the Architect a list of items (punch list) which are not fully complete or which require further attention when the Architect has certified that the EOC Project is substantially complete. The EOC Building Committee shall make certain that such items are completed properly.
17. Review the certification of compliance by the Architect that construction has been completed in compliance with contract documents and review the list of items that are not yet satisfactorily completed.
18. Review, approve and refer to the Town for payment, invoices with respect to the implementation of the EOC Project.
19. Determine whether funds should be withheld from any payment request pending completion of any unfinished work or for any other appropriate reason, and approve the release of such funds when appropriate.
20. Upon completion of the project, the EOC Building Committee shall make a complete report to the BOS

Governance:

Members of the EOC Building Committee will serve at the pleasure of the BOS and establish rules for governance of the Committee, subject to the following provisions:

1. The BOS will appoint a Chair and Vice Chair
2. The necessary quorum to conduct regular business shall be a simple majority of voting Committee members
3. In the event of a tie vote regarding regular Committee business, the Chair will be empowered to break the tie.
4. EOC Building Committee is authorized to establish subcommittees (the "Subcommittees"), to designate the Chair and Vice Chair of each Subcommittee, and to fill all vacancies on the Subcommittees. The members of each Subcommittee shall be members of the EOC Building Committee. The EOC Building Committee shall determine the duties and responsibilities of each Subcommittee.
5. Necessary expenses of the EOC Building Committee shall be included in the cost of the EOC Project. The records of the EOC Building Committee shall be filed with the Madison Town Clerk and shall be made available for public inspection in a manner consistent with the requirements of the State of Connecticut Freedom of Information laws.

Membership Composition:

The Committee shall consist of (5) voting members:

• The Emergency Management Director
• (2) members of the Madison Hose Company No. 1
• (1) North Madison Volunteer Fire Department 
• (1) One member of the Public to be appointed by the BOS. It is preferred (but not required) that the public member have a knowledge of construction, engineering, architecture, interior design, finance, or real estate development. 
• (1) Board of Selectmen liaison.