2022-05-24-PBC-min - Laserfiche WebLink

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Bid Documents & Bidding. • DPF reported that they have just completed a review of the Mechanical, Electrical & Plumbing documents and returned those comments to Tecton Architects. • Our Commissioning Agent has also completed a review of the MEP docs and those comments have been sent to Tecton Architects as well. • Staff has sent a set of General Conditions of the Contract and Contract Form to Town Counsel for review. The complete Bid Package is scheduled by Tecton and ready for Bidding on or before 05 July, 2022 • Filed Sub Bids Mid to Late July • General Bids/Contract award Early to mid-August. State is Scheduled to move the 911 system on 8/1/22, which would also necessitate a coordinated move of Police Department around the 8/1 Dispatch date. Staff reported that the project was tentatively going to be presented to the Select Board on 6/6/22 for approval to go out to bid. There was some discussion on the need to include some Bid Alternates to help ensure project continuance if the Bids were to come in higher than anticipated. A couple different methods of how we could manage costs if we were to receive a high bid. • One was to agree that FF&E budget lines could be used to support the actual construction costs and seek replacement of those funds in another way or simply reduce new FF&E plans. • If we are to encounter contaminated or unsuitable soils, either manage those on site or find an alternative to paying the high cost of trucking them off site. • Include Additive alternates to keep the base bid as low as possible. The 100% DD estimate, dated 31 January 2022, was identified to have a 5% Design and Bid allowance and a 7% Escalation Allowance. The Current rate of Escalation was discussed as being potentially up to 14% in some areas. The Current Budget includes a $500,000 allowance to deal with unsuitable soils, a $300,000 allowance to deal with Hosmer House issues and a $2,000,000 Construction contingency. (A question was asked if test pits and soil testing was completed. Staff replied that test pits were dug, but status of testing needed to be investigated.) Several possible alternates were discussed and PBC asked Staff to work with the Architect and come up with approximately $450,000 in alternates, VE items, rejected VE that could become alternates, or new ideas that could be implemented. Comments & Questions A question was asked about how the High School project will run if the School Building Committee (SBC) is not the PBC, as it has been in past projects and how the PBC would then be involved. Staff replied that it was envisioned that SBC and PBC would be working on parallel paths. SBC direction and focus will be primarily education and program and their involvement would be greater at the beginning of the project and lesser at the end. The PBC may have lesser involvement in the early stages while education programming and space needs are the primary focus and a greater involvement thru the Integrated design phase and overall building development, just as they have on past projects.