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HomeMy WebLinkAbout2012-09-27-PBC-minLexington Permanent Building Committee PBC Meeting Minutes Meeting Date & Time: September 27, 2012 7:00 PM Location: 201 Bedford Street Attendees: Guests: 27 September 2012 Carl Oldenburg Peter Johnson Shawmut: Tony, Peter, Mark, Maura, Jubin Dick Perry Jon Himmel GaryAinsle (DiNisco) Eric Brown Joe McWeeney CP: Paul, Jean, Joe Chuck Favazzo Brigette Steins Mary Ann Stewart Sandy Trach Index 1.0 General Business 4.0 Bridge & Bowman Elementary Schools Renovation 7.0 Estabrook Elementary School 1.0 GENERAL BUSINESS 1.1 Minutes 9/27/12 Motion to approve PBC Meeting Minutes for July 2, August 2, 9, 28 and September 13, 2012. Motion: Carl 2 Joe Vote: 6 -0 -0 1.2 Monthly Bills 9/27/12 Motion to approve Monthly invoices in the amount of $3,153,872.83 Motion: Eric 2 Peter Vote: 6 -0 -0 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. 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 Page 1 of 6 Lexington Permanent Building Committee 27 September 2012 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 4.37 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 2nd 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 categorized 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 Terminate for Cause 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 2nd Dick Vote 7 -0 Page 2 of 6 Lexington Permanent Building Committee 7.0 Estabrook Elementary 27 September 2012 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. 7.42 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. 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% Page 3 of 6 Lexington Permanent Building Committee 27 September 2012 • 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 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. 7.47 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 sub early Option 3 same as 2 but don't bid filed subs early Page 4 of 6 Lexington Permanent Building Committee 27 September 2012 Issue is that they can't 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 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. 9/27/12 Pre -Qual process continues, 92 responses were received for filed sub bids. Approx 20 reviews completed to date. 7.50 Proprietary Items 8/28/12 DiNisco recapped need for approval on proprietary items Discussion on value of proprietary items 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 7.53 Construction Testing 9/27/12 Collaborative Partners obtain unit pricing from several firms for Construction & Materials testing. The "low bidder" was deemed to be UTS Testing of Stoneham. CP recommended approval of award to UTS Testing. Motion to approve the recommendation of Collaborative Partners for award of the required Construction Testing Firm, UTS Testing in the N. T. E amount of $50,000.00 to be invoiced T &M / Unit pricing per proposal. Motion Jon 2nd Joe Vote 6 -0 -0 Page 5 of 6 Lexington Permanent Building Committee 27 September 2012 7.54 Structural Peer Review 9/27/12 Collaborative Partners obtained pricing from several firms for the required Structural Peer Review. The "low bidder" was deemed to be DM Berg Engineering. CID recommended approval of award to DM Berg Engineering. Motion to approve the recommendation of Collaborative Partners for award of the required Structural Peer Review, to DM Berg Consultants in the amount of $3,600.00. Motion Chuck 2nd Joe Vote 6 -0 -0 7.55 Ground Breaking 9/27/12 Ground Breaking ceremony planned for 10 am on 10/18/12. DPF asked if anyone from PBC wished to speak. None volunteered. It was suggested that parking will be at a premium so car pooling is suggested. 7.56 Budget Update 9/27/12 Shawmut reports that current estimates ($33,825,200) are approx. 2.6 million over current budget. A Plan for getting project back to budget was presented and discussed. A list of VE items was included in the presentation which was reviewed It was decided to have a working group meeting with projct representative and PBC and School Comm. Representatives to review VE list. 7.57 Steel & Concrete Package 9/27/12 Shawmut requested approval of the steel & Concrete package that was recently bid. 4 steel bidders and 3 concrete bidders responded. Copies of responses distributed. Cost of steel work was $513,474 dollars over budget and Concrete was $54,204 dollars over budget. Concrete increase is attributed to 16 inch foundation walls actual over 12 inch walls assumed at time of budget development as well as costs of rebar, along with routine cost fluctuations. Steel costs attributed to increases in erection costs over what was assumed in budget, as well as an increase in number of steel pieces 467 (extra pieces) even though overall tonnage was down. Overall cost of steel package $5271,922. Shawmut does not see any gains to be made in VE process on steel and concrete, in actuality a delay may cause further increased costs. Motion to approve the recommendation of Collaborative Partners and Shawmut for award of the required Steel and Concrete package in the amount of $5,271,922 for the Estabrook School Project. Motion Eric 2nd Chuck Vote 6 -0 -0 7.58 VE Meeting 9/27/12 Monday (10/1/12) working group meeting to be focused on VE review for Budget control. DPF to coordinate with School representatives. 7.59 Excavation 9/27/12 Excavation was started and approx. 4 trucks per day are transporting soil to Hartwell Ave for top soil removal. Tree removal and retaining wall complete. Meeting Adjourned Motion to Adjourn 9/27/12 10:00 PM Motion: Eric 2 Carl 6 -0 -0 Page 6 of 6