HomeMy WebLinkAbout2012-10-11-PBC-minLexington Permanent Building Committee
PBC Meeting Minutes
Meeting Date & Time: October 11, 2012 7:00 PM
Location: 201 Bedford Street
Attendees:
Guests:
11 October 2012
Carl Oldenburg Peter Johnson
School Dept.; Dr. Ash, Sandy Trach
Dick Perry Jon Himmel
Representatives from:
Philip Coleman Brigette Steins
School Committee, DiNisco Design,
Chuck Favazzo Gary Lerner
Collaborative Partners, Shawmut
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 Monthlv 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
10/11/12
Motion to approve Monthly invoices in the amount of $1,572,679.47
Motion: Peter 2 Carl Vote: unanimous
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.
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Lexington Permanent Building Committee 11 October 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
4.37 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
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.
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Lexington Permanent Building Committee
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
7.0 Estabrook Elementary
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.
11 October 2012
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
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Lexington Permanent Building Committee
• 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
11 October 2012
• 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
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Lexington Permanent Building Committee 11 October 2012
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
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
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Lexington Permanent Building Committee 11 October 2012
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
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.
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Lexington Permanent Building Committee 11 October 2012
7.60 Proiect Update & Discussions of 10/11/12
Project Budget Status
March $31,150,670
July $31,150,670 (after 1.3 million in VE)
Sept. $33,825,201 (60% CD)
These figures represent a $2,674,531 delta to the original budget.
110 % Bid Docs expected 11/28/12
Bids Due 12/20/12
CMP expected 12/31/12
VE Table of items, dated 10/11/12 was reviewed.
It was discussed that items on the VE list may require determination if they are educational related and therefore the school
committee should act or if they are an item of PBC direction. The PBC may vote to adopt VE items from this list and that there may
be items that require the School Committee to act upon as soon as they are prepared to do so.
Items #1 -7 were identified as previously accepted by PBC.
Motion by PBC that these items #1 -7 of the 10/11/12 VE table be incorporated into the project documents with an expected
savings of $652,400.
Motion: Phil 2 Peter Vote: 6 -0 -0
Items #8 -19 of the VE list were discussed at length with all persons present. There was discussion of an alternate being considered
for item #8 the 2 pipe vs. 4 pipe hvac system.
Motion by PBC that items #8 -19 excluding #15 be approved by the PBC.
Motion: Phil 2 Chuck Vote: 6 -0 -0
Items #20 -21 no action by PBC
Dr. Ash not in favor of item 20 and potentially 21, which were reductions in speech reinforcement technology.
Items #22 -24 PBC did not want to take
Item #25 -35
Motion by PBC to accept items #25 -35 on the VE table dated 10/11/12.
Motion: Chuck 2 Carl Vote: 6 -0 -0
Items 36 -45 PBC no Action
Items 46 -47 PBC to defer
Items 48 -52 PBC no action
General discussion items
School Committee meeting on Saturday to review these issues as well.
Several PBC members expressed concern for returning project to budget as previously approved by voters.
Some discussion from persons present regarding making an additional request of voters for additional funding. Discussion
regarding fall special town meeting. School Committee to discuss at their next meeting.
PBC members discussed not wanting to participate in a request or presentation at Town meeting for further funding.
Collaborative partners and Shawmut discussed rising construction costs as cause for increased pricing, further explaining that there
are 12 MSBA school projects scheduled to bid between Jan. and Feb. Of 2013 and that our project if delayed for bidding, came after
those projects already bid, then our bid costs could go up even further.
Reduction of contingency for budget shortfall was discussed. Collaborative partners stated that the MSBA needs to approve
reductions in contingency.
If funds are not available then Town cannot sign GMP, If GMP is established on Jan. 12013, MSBA regs state town has 120 days to
have funding in place. If an interim GMP was established this would need MSBA support.
PBC requested information on potential savings to service elevator changes to lift or alternate. Dinisco to evaluate and forward
info to facilities.
Summary of VE items that PBC was in favor of resulted in a remaining delta to budget of $995,000 if hvac is 2 pipe or $1,250,000 if
hvac stays 4 pipe.
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Lexington Permanent Building Committee
11 October 2012
7.61 Geotechnical work
Motion to approve reimbursable expense 13 to DiNisco Design for $11,099 NTE to MGA for Geotechnical engineering consultant.
Motion: Chuck 2 Dick Vote: unanimous
Meeting Adjourned
Motion to Adjourn 10/11/12 11:15 PM
Motion: Dick 2 nd : Carl unanimous
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