HomeMy WebLinkAbout2012-09-13-PBC-minLexington Permanent Building Committee
PBC Meeting Minutes
Meeting Date & Time: September 13, 2012 7:00 PM
Location: 201 Bedford Street
Attendees:
Carl Oldenburg
Dick Perry
Brigette Steins
Jon Himmel
Peter Johnson
Phil Coleman
Chuck Favazzo
Joe McWeeney
Jen Vogelzang
13 September 2012
Guests:
Dave Capaldo
Mary Anton Oldenburg
Meg Colella
Mary Ann Stewart
Kevin Batt
Index
1.0 General Business
4.0 Bridge & Bowman Elementary Schools Renovation
7.0 Estabrook Elementary School
1.0 GENERAL BUSINESS
1.1 Minutes
7/12/12
Motion to approve PBC Minutes for May 10, 24, 31, and June 14, 28 for the year 2012.
Motion: Eric Brown 2 Dick Perry Vote: 9 -0
1.2 Monthlv Bills
8/9/12
Motion to approve Monthly invoices in the amount of $549,549.21
Motion: Dick 2 Peter Vote: 5 -0 -0
9/13/12
Monthly Invoices were approved in the amount of $665,143.47
1.3 Meeting Minute Format (Item Relocated from 2.24 to general business)
For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting
minutes. Please refer to previous editions of the minutes for older insertions.
Mark Barrett is waiting for proposal from PSS.
5/10/11
DPF reported a quote received for training on prolog, but could only find out of state vendors approved by the software company.
PBC member suggested he knew of a local firm we could get training from that would be more cost effective.
10/13/11
DPF reported that it would appear that we would be able to setup training within the next few weeks.
12/1/11
DPF again reported that it was hoping to set up the training within the next couple weeks.
1.5 Change Order Approval Process
2/22/12
Discussions on authorization of change orders and the process of how this could be done to avoid delay and to maintain approval of
change order elements with PBC, through the use a pre- approved encumbrance that DPF staff would apply interim change orders
to. PBC would like to see a flow chart showing approval process.
3/8/12
Flow Chart Circulated and process discussed. Further discussion planned; no action.
4/26/12
Motion to approve $50,000 to be encumbered for the purpose of allowing Pat Goddard to approve change order proposals for
Bridge & Bowman to allow work to be expedited, which shall be reconciled and amended to the GC contract through a formal
change order at the next PBC meeting to release them from the $50,000 encumbrance.
Motion: Eric 2 Dick Vote: Unanimous
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Lexington Permanent Building Committee 13 September 2012
4.0 Bridge & Bowman Renovation Projects
4.26 Roof Top Unit screening
11/2/11
It was reported that the roof top hvac equipment would be larger than originally anticipated and could be 18 inches to 2 feet taller.
There was some concern expressed over the aesthetics of the larger units and the overall view of the school to the public,
notwithstanding any sound abatement concerns. Various options for screening and placement of support structure for future
screening were discussed. Currently six units suspected of a need for screening based on sound abatement were modified to include
roof reinforcing for future screen panels. It was discussed to increase this count to 10 to include units where screens may be desired
for aesthetics as well; however this motion was not acted upon, leaving just the original 6 locations
12/8/11
This issue was again discussed and the PBC elected to request a unit price be added to the bid submission for adding the steel
support to other RTU locations if the town elected to do so during construction.
1/19/12
Initial feedback from architect was that they did not want to include a unit price for additional RTU locations, but they later agreed
to do so.
6/28/12
DPC discussion cost for additional superstructure improvements for additional screening at roof top equipment cost $35,000.
Discussion on schedule impact, cheaper now than later, other cost items are out there, abatement elbows +/- $70,000 claim was
submitted but denied.
Motion to approve structural support for 1 additional roof top unit screen not to exceed $35,000 with no change in duration.
Motion: Phil Coleman 2 Carl Oldenburg Vote: 6 -0
4.32 Update
6/14/12
Design Partnership provided update on status of Bridge Bowman project. Ductwork is ahead of schedule. Concrete is 1 day
behind but looks okay. Schedule submitted to PBC. Wires tight to the deck should be relocated. Submittals flowing well but for
the most part nothing concerning.
* *TLT targeting completely all work in phase 1B by end of summer instead of dragging over into school year. TILT to review phase
1 turnover areas 1- 6/26, 2- 6/27, 3 — 6/28. Roof all scheduled for this summer.
Motion to approve CO #4 in the amount of $36,882.
Motion: Phil Coleman 2 Jen Vogelzang Vote: 6 -0
PBC asked for a better schedule update at next meeting, any items that might be held up and to have Dave and Butch from TILT
to return, and confirm no change in duration.
4.33 Update
7/12/12
Motion to approve application for payment # 4 to TILT Construction Contract in the amount of $1,476,911.68.
Motion: Eric Brown 2 Carl Oldenburg Vote: 5 -0
Motion to approve Change Order No. 5 of the TILT Construction Contract in the amount of $46,053.00.
Motion: Eric Brown 2 Carl Oldenburg Vote: 5 -0
Motion to approve PCO /COR #59, 65, 67 and 33 which total $45,312.00 and for them to be incorporated into Change Order # 6 to
the TILT Construction Contract,
Motion: Eric Brown 2 Carl Oldenburg Vote: 5 -0
Design Partnership provided update on status of Bridge Bowman project. Work inside progressing. Demo sub was slow and TILT
supplemented forces. DPC is documenting facts to position us well in case of a claim. TILT was to be at meeting tonight but could
not make it. Steel contractor backed out and TILT is signing with a new vendor. Boiler plant +/- 20 days behind schedule.
Recovery schedule by next Wednesday (7/18/12). Mason Starts 7/16/12 for boiler room walls.
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Lexington Permanent Building Committee 13 September 2012
4.34 Update
8/2/12
Dave Capaldo updated on recovery schedule
• Steel Delivery buy out was delayed by TLT
• Demo. Sub significant factor in delay.
• Procurement of rooftop units delayed. 2RTU 8/17, 6 RTU 8/31
Boiler Room steel delivery 8/18.
Peter J. spent time at 1 school on 8/2/12 to get understanding of status
VCT is damaged
Lockers are damaged
New cabinets are being delivered with a building that is not tight and subject to humidity.
Daedalus has been tracking deficiencies and DDP has been issuing letters
Exploring Options for start of school; Teachers 8/27 students 8/28
Phase 2 Portions up and running would at least give them half a building to work with. Seems likely. Best choice is to find a way
to help TLT to get the job done.
*Filed Subs are refusing to do overtime because they say GC has not given them enough to work with.
Phase 2 option is not out of the question.
Nurses station and main office needed. Outside conditions deplorable, need to be cleaned up.
Clean Site
Life Safety
Complete clean up of Phase 2
Nurse
Main Office
1. Define Absolute needs for 8/17 and 8/24.
2. Update Schedule
3. Meeting with Phil
4. Letter to Bond Counsel
Motion to authorize Town Counsel, Town Manager and Director of Facilities to utilize up to $200,000 as incentive to TLT for
completion of project.
Motion: Eric Brown 2 Carl Oldenburg 5 -0 -1 abstain
Motion to approve CO #7 in the amount of $893.00.
Motion: Eric Brown 2 Phil Coleman 6 -0
Motion to approve COR #73 credit for $1734.00, COR #62 $20,258.00, CCD #7 $24,947.00, COR #86 $11,441.00, COR 384
$11,487.00.
Motion: Eric Brown 2 Carl Oldenburg 6 -0
We must retain School Department Network vendor to relocate network switches, add additional switches at each
location and re- establish network connection at each school. PO for Custom Computer Specialists $12,044.56 (total for
both schools)
Motion to approve PO for $12,044.56
Motion: Eric Brown 2 Joe McWeeney 6 -0
Application for payment #5 for $2,902,995.28. Motion to pay.
Motion: Eric Brown 2 Phil Coleman 6 -0
4.35 Update
8/9/12
Update to PBC on meeting with DPF, Dave Capaldo, TLT and 1 PBC member.
TLT not going to make 8/17 deadline.
TLT did not want incentives from Town to finish and reported to those present that they take full responsibility for the causes of
the delays, furthermore tLT ownership reported that they did not buy out their subcontracts properly to get the double shifts
necessary from the subs.
Tentatively 8/28 is goal for turnover of phase 1 and DPF is working with principals for game plan to house students in phase 2
only so that school starts on time.
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Lexington Permanent Building Committee 13 September 2012
4.36 Update from DPC
9/13/12
Temporary certificate of Occupancy is in process.
Punch List Completed and attached to certificate of Substantial completion for phase 1.
School move in to phase 1 planned for weekend of 9/15 to 9/18.
Sallese schedule to come in over weekend to make safe and locker damage.
Meetings planned with TLT and subs scheduled weekly to drill down on Heat completion for 10/15.
Staffing of teachers for extra time to move in and relocate due to delays at approx 60,000 and in excess of LD's.
Storefront material delayed.
Discussion if Daedalus could provide any other support to project, however no final determinations made at this time.
4.37 Roofing consultant
DPF has requested DPC to carry roofing consultant for commissioning of roof system and testing of membrane / insulation for
dampness due to leaks. Test cuts may well be needed. Cost for services id $4,400 through DPC. PBC asked DPF to verify extent
of infrared testing and test cuts.
Motion to approve $4,400 extra to DPC contract for commissioning of roof at Bowman.
Motion Phil 2 nd Peter Vote 7 -0 -0
4.38 Contract review
General discussion with Town Counsel on rights and remedies in TLT contract.
Counsel reviewed all the letters and notices sent to TLT and did not have concern over the type and time of notice as it was given
to TLT. However DPF did note that a copy of the letters did go to TLT in certified mail.
Discussion on claim to TLT for owner costs to perform numerous tasks that were required for school use of both Phase 2 and
Phase 1. Letters outlining these claims or costs have been sent to TLT and to Counsel. PBC was notified of the issues and work
performed. Expenses catregorized as take over of work, clean up and corrections.
Discussion on assessment of Liquidated Damages per spec requirements at $2,500 per day. Letters sent to TLT and to counsel,
PBC advised.
Claims are submitted as a CCD and Kevin is comfortable with this method.
TLT has been advised that the town requires a full project schedule, a recovery schedule, certified payrolls in place and a release
of liens from subs on payments made
Counsel defined contract options with TLT are as follows:
1. Continue with TLT
2. Terminate for convenience
3. Terminate for Cause
4. Negotiate with Surety on take over or management oversight.
However discussion suggested that these decisions should be tabled. Primary importance right now is meeting 10/15 deadline
for heat.
4.39 Change Order 9
8/28/12
Change Order #9 reviewed COR # 108, 112, 76, 115, 074, 5, 122 totaling $34,643.00.
Motion to approve CO #9 in the amount of $34,643.00.
Motion Phil 2 nd Dick Vote 7 -0
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Lexington Permanent Building Committee
7.0 Estabrook Elementary
13 September 2012
7.16 Mosaic
12/1/11
There has been discussion about saving the Estabrook logo mosaic, so the construction of the mosaic is being tested for
contaminants during December break.
3/8/12
No asbestos was found in the wall. Options are to replicate on a mural or move existing to new school.
6/14/12
Whereas an architectural appropriate location or process has not been found yet for the relocated mosaic so at this stage it's
relocation is not in the budget, therefore PBC recommends dropping the relocation evaluation process at this time with no
funding line in the budget for this work.
7.30 Commissioning Agent award
3/29/12
MSBA assigned Commissioning agent, contact needs to be made and a scope of services received.
4/12/12
Discussion regarding scheduling a meeting with commissioning agent and schedule meeting.
7.40 DiNisco /Walsh Update5 /24/12
DiNisco provided an update of work completed and status on overall project development.
Some discussion on the surveyors work and coordinating information to the tree warden who needs to know about trees (6 inch or
greater) impacted by the project. Discussion on any allowable use of Henessey Field. Brief recap of materials discussions to date.
Much of the discussion focused on reconciliation of the project cost estimates. Several Days has been spent on reconciling
quantities and unit prices between the estimates. Final reconciliation not yet available. Some discussions on a number of potential
value engineering items were highlighted if needed.
7.41 Collaborative Partners Proiect Update for 5/31/12
5/31/12
Presentation by CP on site logistics, enabling work. Shawmut reviewed site enabling work with options for cost deferments, i.e.
retaining wall, fill and storm water near parking lot.
CP discussed estimate review and will need Shawmut's numbers for 6/14/12 meeting.
There is potentially up to 5 million in budget disparity to the current estimate numbers. TOL position is that we should not be
looking to VE 5 million in program, the Design Team needs to identify why current estimates are different from schematic budget.
A VE list should be generated but needs to be subject to discussion with User, and others.
7.42 Update for 6/14/12
6/14/12
Value Engineering - $1,396,826 million in yes column after tonight's meeting- school department needs to firm up agreement
with these items that affect the education program.
Sandy discussed needing the list on 6/8 but never received it.
Des. Dev. Package — budget, and VE list due 6/26/12. There will be a LEED checklist in package, we should know if these items
affect the VE list.
MaryAnn has concerns about the process. Information was requested on 6/8 but was only received information on 6/14 at
meeting. School Department needs to be an equal and prepared partner.
PBC needs a target date (7/20/12) to be complete with VE list and have good numbers.
Discussion on continuation with Shawmut and continued services based upon Budget development.
At last meeting Shawmut was to give us a single GMP @ 60% CD.
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Lexington Permanent Building Committee 13 September 2012
If we chose to end further discussions with Shawmut we would have to give next CM an opportunity before we go to 149 bid.
PBC directed Walsh to discuss with Shawmut the $2 million delta in soft costs below the line. Many are not 100% behind
continuing to take out of schools with such a delta.
7/12/12 meeting needs to have a decision on Shawmut.
7.43 Update for 6/28/12
6/28/12
Joe Riley Handouts and talking points.
Update PBC on meeting with Shawmut and goals for 7/12/12 meeting.
Discussion on need for Shawmut to focus in on estimate and find areas where costs can be brought to budget.
• ** Shawmut needs to report to PBC on 7/12 with roadmap / revised estimate. **
• If we can Design/ Bid/ Build and be on budget so how can Shawmut get us there if we stay 149A?
• *DDP wants decision by end of July
• *RFW thinks we could wait until as late as Sept. but wouldn't have early foundations.
• *If we go 149- RFW thinks we go back to original schedule with completion in June 2014 and little to no float in
schedule.
• *DPF and architect do not think we should wait on GMP after July 12
Shawmut update on Budget
• Currently Shawmut @ $34 million, VE tentatively accepted $1.4 million making Shawmut $32.6 million vs. budget of
$31.1 million.
• 6/19 — 9/1 Site Enabling
• 8/7 - Labor Day Site Work Bid +/- $2 million value
• 8/21 -10/1 Concrete and Steele $3 -4 million value
• 10/31 +/- Final CD's
• 12/7 -12/14 Bid GMP 4 -5 weeks
• Xmas get GMP
• Demo $300,000, Abatement $900,000 need to solidify scope and get better numbers.
• Continue to work @ unit prices
• Continue to research market
• Expand sub market to get best price
• Write scopes of work for all sub prices to define price
• Early coordination
• End of August getting 60% CD and re- estimate to validate numbers coming in on pricing
• By October Design Contingency is 0
• By December Construction Contingency drops from 2.5% to 2%
• Shawmut back on 7/12 with formalized plan of above.
Summary from this meeting.
• PBC would like to see a tabulation of how we went from $31.1 million to $35 million.
• RFW needs to advise Shawmut of PBC positions
• Eric thinks School Committee should support PBC in the Aesthetic issues as they don't involve educational issues. Cost
savings on exterior veneer. Jon agrees Aesthetic issues should not be school committee issues.
• PBC suggest if Shawmut is not at $31.1 at 7/12 meeting we should not continue any further discussion with them and
start talks with CTA.
Ask Kevin Batt (Legal Counsel) for advice, letter from awarding authority
Paul to give Shawmut Fogarty estimate and show them cost model we are striving for.
OPM can approach 2 nd CM and see if they want to negotiate if we are not proceeding with Shawmut.
7.44 Update
7/12/12
Shawmut made presentation on GMP budget and proposes revised numbers that meet budget expectation at $31,150,670.
PBC discuss and agree 1 set of documents should be issued for pricing. Sept 1. for GMP on 9/15/12.
DiNisco disagrees with reduced design contingency. Contingency down to $1,000,000 not $1,200,000.
In presentation Shawmut outlined the following timelines:
Abatement February to mid April
Demo Mid April to mid May
Site Mid May to mid August
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Lexington Permanent Building Committee
13 September 2012
Logistics for spring 2014 and summer of 2014 concerning and will require further development and discussion.
Eric feels having
• Shawmut check the drawings is a good thing.
• Moisture mitigation is a big item and that it warrants a separate meeting.
• Schedule concern for spring 2014 and use of new bldg. with old bldg. still up and no new driveway.
Architects will provide a LEED Update at 60% CD.
7.45 Construction Testing
7/12/12
PBC approved obtaining $2,000 PO for UTS for Testing
7.46 Update from Collaborative Partners on Estabrook
8/9/12
Enabling work near complete, Phase 1 turnover 8/13 and phase 2 on track for turnover on 8/24
Website to be updated over next 2 weeks
Budget summary distributed and reported as +30,000.
7.47 Value Management Items
8/9/12 Items reviewed for determination
#15
Defer
#20
Barier One - $80,000 included in estimate so $278375 can not be deducted.
#25 &@ 26
No
#39
Hold
#58
DDP to confirm scope
#62 / 62A
Yes -Alum. Feeders
#65
No -Puts this school at disadvantage to others
#66
Defer
#77
No
#31A & B
Net deduct $17,000
#43
Yes
Motion to approve the above listed value management items from the project VM list dated 8/6/12 as amended affirming the
VM effort at approx $1,500,00.
Motion Phil 2nd Chuck Vote: 5-0-0
7.48 Update on GMP development
8/9/12
Tony from Shawmut reviewed options for GMP development
Option 1 per original RFP
Option 2 bid the filed subd early
Option 3 same as 2 but don't bid filed subs early
Issue is that they cant commit to gmp @ 60 % docs because filed subs are not bid until 1005 docs.
Dwgs will be 60% at 9/13 mtg 100% at 12/1
60 % estimate at september mtg. There should be 2 numbers from target subs for budgeting cross check to estimate.
Motion to approve Option #3 for GMP development with Budget updates at 60% & 90% CD.
Motion: Phil 2nd: Dick Vote 5 -0 -0
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Lexington Permanent Building Committee
7.49 Pre -Qual Sub Committee
8/9/12
Need at least 1 volunteer for first meeting before 8/22/12
Motion to approve Pat as committee representative to Pre Qual sub Comm.
Motion Dick 2 nd Peter Vote 5 -0 -0
8/28/12
Collaborative partners reports the pre -qual process is underway.
7.50 Proprietary Items
8/28/12
DiNisco recapped need for approval on proprietary items
Discussion on value of proprietary items
13 September 2012
Motion to approve Proprietary specifications to ensure systems are consistent with operation and maintenance needs in the
schools system, for Honeywell / Honeywell ATC controls ( see also supporting letter from Dir. Of Facilities) and for Security
Systems and Access control to be purchased through State Contract system and that Key system shall be a Sergeant key system
to be under the existing GM sergeant Key system in other Lexington school buildings.
Motion Eric 2 nd Carl Vote 5 -0 -0
7.51 Update
8/28/12
Site package received 5 bids
Shawmut requesting approval of site bid package of 3,177,669.00
Project Budget Tracking summary shows 72,000 over but it is pointed out that there is a 1.5 million owners contingency in place.
Collaborative partners supports the site package as proposed by Shawmut as does DPF.
There was discussion regarding the conformance contingency ( +/- $61,260) and if that should be part of the site package
approval.
Motion to approve Site contract work to Shawmut in the amount of $3,177,669 less the 61,260 conformance contingency.
Motion: Eric 2nd Chuck Vote 5 -0 -0
7.52 Cost Estimator Change
8/28/12
Motion to approve reduction of estimating consultants from 3 down to 2. Estimators will be Fogarty and Construction
Manager / Shawmut.
Motion: Eric 2 nd Carl Vote: 5 -0
Meeting Adjourned
Motion to Adjourn 9/13/12 8:30 PM
Motion: Peter. 2 Carl Unanimous
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