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HomeMy WebLinkAbout2012-11-08-PBC-minLexington Permanent Building Committee PBC Meeting Minutes Meeting Date & Time: November 8, 2012 7:00 PM Location: 201 Bedford Street Attendees: Guests: 08 November 2012 Carl Oldenburg Peter Johnson Dave Capldo, DPC Eric Brown Jon Himmel Joe Reilly, CP Joe McWeeney Jen Vogelzang Gary Ainsle, DDP Chuck Favazzo Gary Lerner Mary Anton, Meg Colella, Alessandro Alessandrini 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 2nd: Peter Vote: 6 -0 -0 10/11/12 Motion to approve Monthly invoices in the amount of $1,572,679.47 Motion: Peter 2nd: Carl Vote: unanimous 11/8/12 Motion to approve monthly invoices in the amount of $770,112.69 Motion: Jon 2 Eric 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. Page 1 of 9 Lexington Permanent Building Committee 08 November 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 9/13/12 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 9/13/12 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. Page 2 of 9 Lexington Permanent Building Committee 08 November 2012 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 4.40 Mtg Update 11 -8 -12 Dave Capaldo provided update. Heat is on but not controlled by owner, DDC system not functioning and commissioning has not started. Punch List documented and monetized, TLT executing punch list items Meeting being scheduled with TLT ownership for discussions on project management for Phase 2. 4.41 Schedule and Contract 11 -8 -12 Discussion on moving forward with project raised past discussions on contract option discussions with Town Counsel. Parties concerned over moving forward with confidence. PBC asked for discussion with Daedalus Projects for evaluation of project schedule and Options on carrying forward with TLT. Two tasks requested. 1. Explore options on contract completion and how each path (termination for cause, termination for convenience, contact bonding company, etc.) would effect project completion, path, schedule, costs, and overall impact to project. 2. Examine project schedule (Construction & recovery) from TLT and evaluate the soundness / logic of the schedule, cash flow, and other aspects to be sure what is proposed is sound. Motion to empower Facilities to request proposal, up to $20,000 and to engage Daedalus to perform an evaluation of the proposed project schedule , cash flow, and contract options with TLT for the Bridge & Bowman Project. Motion : Jon 2 Eric Vote: 8 -0 4.42 Budget Transfers 11 -8 -12 Facilities presented budget transfers necessary to maintain balance individual budget categories within main budget and one transfer from budget to cover expenses incurred outside of project budget, as outlined on budget summary sheet presented to PBC and outlined below. Transfer $80,501.98 from 52141 claims line to school budget line for teacher OT Payroll Transfer $585,000 from 58220 - Contingency to 58202 $100,000, 58204 $25,000, 58209 $30,000, 58210 $180,000, 58212 $100,00 and 58219 $150,000 Motion to approve budget transfers as presented on budget summary table refelecting $585,000 transfers within budget and $80,501.98 out of budget. Motion: Jon 2 Gary Vote:8 -0 Page 3 of 9 Lexington Permanent Building Committee 7.0 Estabrook Elementary 08 November 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% • Shawmut back on 7/12 with formalized plan of above. Page 4 of 9 Lexington Permanent Building Committee 08 November 2012 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 Manaeement 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 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 Page 5 of 9 Lexington Permanent Building Committee 08 November 2012 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 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. CP 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 Page 6 of 9 Lexington Permanent Building Committee 08 November 2012 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. 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 Page 7 of 9 Lexington Permanent Building Committee 08 November 2012 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. 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 7.62 Supplemental Funding 11 -8 -12 Collaborative partners reviewed a supplemental funding table which has been previously supported by the BOS and School Committee. The table (record copy in PBC file) outlined the $2,593,000 ($2.6 MM) request for supplemental funding for the project Motion to approve supplemental funding request as recommended. Motion: Eric 2 Chuck Vote -5 -2 -0 7.63 Builders Risk 11 -8 -12 Collaborative partners (CP) has a quote in process and anticipate cost under $50,000. Town has a quaote from our insuranve vendor but TMO office feels policy should come from builder not town. Motion to approve expenditure not to exceed $50,000 for Builders Risk Policy Motion: Jon 2 Eric Vote:7 -0 Page 8 of 9 Lexington Permanent Building Committee 08 November 2012 7.64 Mini GMP #4 for Site work 11/8/12 CP presented mini GMP #4 for sitework in the amount of $185,054 Motion to approve Mini GMP #4 for $185,054 for Estabrook School Project. Motion: Jon 2 Eric Vote:7 -0 7.65 Change Order Approval 11/8/12 Discussion on Change order approval process and desire to have approval in place for Facilities similar to Bridge & Bowman Project. PBC communicated that the process already approved (The Director of Facilities is authorized to approve up to $50,000 in change order work between PBC meetings when necessary to benefit schedule of project.) extends to the Estabrook Project. 7.66 Change Order Detail 11/8/12 PBC raised a question regarding the percentage mark ups to change orders (10 %/ 5 %) and what happens on negative change orders ? CP to discuss at next meeting. 7.67 Masonry Mock -up 11/8/12 Masonry mock up to be established in field for review. PBC requested related exterior materials samples to be present as well. 7.68 Reimbursables 11/8/12 DDP Reimbursable table was reviewed and a proposed amendment discussed to reflect a revised reimbursables total of $201,875.00. Motion to approve updated DDP reimbursables to the amount of $208,875.00 Consistent with amendment #3. Motion: Eric 2 Jon Vote: 7 -0 7.69 Sarnafil and EPDM 11/8/12 Discussion regarding the base bid package and alternate option for EPDM roofing (white) and PVC roofing. Some confusion over which materials should be under the base bid and which the alternate. DDP states they were never in a position to change the PVC details on their plans to epdm as they were complete long before election of epdm alternate. The dwgs contain pvc detailing with an alternate to change the material to epdm (white). 7.70 Flooring Discsuion on variances in the overall system depth of the various manufacturers for the Stage and gym flooring products as specified. Final discussion was to base the sub floor elevation on the deepest system requirement and incorporate transition strips if / where needed to accommodate final variance based on final flooring choice. Meeting Adjourned Motion to Adjourn 10/11/12 Motion: Dick 2 Carl Motion to Adjourn 11/8/12 Motion: Eric 2 Joe 11:15 PM unanimous 9:15 PM Vote: unanimous Page 9 of 9