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Home My WebLink About2013-10-10-PBC-min Lexington Permanent Building Committee PBC Meeting Minutes Meeting Date & Time: 10 October, 2013 7:00 PM Location: 201 Bedford Street, Public Service Building Members Present: Guests: Jon Himmel Joe McWeeney DiNisco Design Partnership Dick Perry Charles Favazzo Collaborative Partners Carl Oldenburg Philip Coleman Design Partnership of Cambridge Jen Vogelzang Lee Chase Members not present: Gary Lerner Eric Brown Peter Johnson Index 1.0 General Business 4.0 Bridge & Bowman Elementary Schools Renovation 7.0 Estabrook Elementary School 1.0 GENERAL BUSINESS 1.1 Minutes 8/8/13 Motion to approve meeting minutes for the meetings of 7/11/13. Motion Jon 2 Peter Vote 6-0-0 nd 10/10/13 Motion to approve meeting minutes for the meetings of 8/8/13 and 9/12/13. Motion Phil 2 Joe Vote 6-0-0 nd 1.2 Monthly Bills 8/8/13 Motion to approve monthly invoices totaling $5,154,509.33 as presented. Motion Dick 2 Chuck Vote 6-0-0 nd 9/12/13 Motion to approve monthly invoices totaling $2,518,539.99 as presented. Motion: Dick 2nd: Eric Vote: 7-0-0 10/10/13 Motion to approve monthly invoices totaling $3,051,185.40 as presented. Motion Dick 2 Phil Vote 6-0-0 nd 1.3 Meeting Minute Format (Item Relocated from 2.24 to general business) CƚƩ ƷŷĻ ƦǒƩƦƚƭĻƭ ƚŅ ƩĻķǒĭźƓŭ ƚƓŭƚźƓŭ ƦƩźƓƷĻķ ƷĻǣƷ ƦƩĻǝźƚǒƭ ĻƓƷƩźĻƭ ǒƓķĻƩ Ʒŷźƭ ŷĻğķźƓŭ ƒğǤ ŷğǝĻ ĬĻĻƓ ƩĻƒƚǝĻķ ŅƩƚƒ ĭǒƩƩĻƓƷ ƒĻĻƷźƓŭ ƒźƓǒƷĻƭ͵ tƌĻğƭĻ ƩĻŅĻƩ Ʒƚ ƦƩĻǝźƚǒƭ ĻķźƷźƚƓƭ ƚŅ ƷŷĻ ƒźƓǒƷĻƭ ŅƚƩ ƚƌķĻƩ źƓƭĻƩƷźƚƓƭ͵ ağƩƉ .ğƩƩĻƷƷ źƭ ǞğźƷźƓŭ ŅƚƩ ƦƩƚƦƚƭğƌ ŅƩƚƒ t{{͵ 3/14/13 DPF reported that they had intended to have meeting minute transitioned to prolog by this meeting but had hit a snafu and will need to correspond with the consultant before this can be done. 1.4 Prospective Member 9/12/13 Pat Goddard introduced Lee Chase, sitting in on the meeting as a prospective associate member. Page 1 of 7 Lexington Permanent Building Committee 4.0 Bridge & Bowman Renovation Projects 4.59 TLT Payment requisition 7/11/13 Motion to approve application for payment #16, in the amount of $456,856.60 from TLT Construction as approved and recommended by the Architect of Record, Design Partnership of Cambridge. Motion Eric 2 Dick Vote 6-0-0 nd 8/8/13 DPC presented and reviewed TLT Application for Payment no. 17 in the amount of $2,084,047.91. Motion to approve Application for Payment #17, in the amount of $2,084,047.91 from TLT Construction as approved and recommended by the Architect of Record, Design Partnership of Cambridge, subject to the satisfactory submission of release of liens from project subcontractors and resolution of the demand for direct payment made by general mechanical contractors, as approved by Town counsel. Motion Jon 2 Dick Vote 6-0-0 nd 4.62 Update from DPC and Daedalus 8/8/13 DPC and DPF updated committee on project status. Several areas complete and in process of being turned over. Mods to be completed ob 8/23/13. remainder of classrooms expected the beginning of next week. Expectations are that student areas will be ready for occupancy by the start of school. Gymnasium may not be 100%. Last two classrooms are due 10-1-13. A demand for direct payment has been received and DPF is working with Town counsel to resolve. Commissioning is ongoing Dave Capaldo from DPC leaving firm end of August. A replacement to be identified. PBC asks DPF to investigate with Town Counsel about getting a release of liens from TLT. Question raised on a drinking fountain, DPF asked to get a price on a freestanding drinking fountain. 9/13/13 PBC was introduced to Peter Gaudreau from Design Partnership of Cambridge who has taken over for Dave Capaldo. PBC notified that school started on time and students were I their classrooms, work continued in the old boiler room and some items in the gym however the overall start of school was successful. Copy of the most recent punch list was on hand but was discussed as still a work in progress as MEP engineers needed to back punch many areas. A dollar value was being developed for the punch list at this time. DPF updated committee on the receipt of several demands for direct payment that had been made and that DPF was working these thru with Town Counsel. DPF notifies the PBC that TLT was refused re-certification by DCAM in the spring of this year. DPF advised that the PBC should not take action on Requisition no. 18 per town counsels advice, given the status of direct payment demands. A concern was raised about the air quality in the building and DPF explained that the hvac system was being addressed and that there were some know issues to do with air flow or units shutting down, but these issues were being identified and addressed. 10/10/13 Pete Goodreau updated PBC on Bridge / Bowman Project. Substantial Completion achieved on 10/2/13. Punch lists being consolidated and updated and to be combined as the punch list is tied to substantial completion. Commissioning needs to be completed. Direct Payment inquires waiting for direction from Town Counsel. 4.64 Change Order 8/8/13 Motion to approve Change Order #17 in the amount of $70,549.00 which includes COR #196, 189, 206, 202, 198, 190A, 197 as approved and recommended by the Architect of Record, Design Partnership of Cambridge. Motion: Carl 2nd: Dick Vote: 6-0-0 9/12/13 DPC presented Change order # Motion to approve Change order #18 in t as approved and recommended by the Architect of Record, Design Partnership of Cambridge. Motion: Eric 2nd: Dick Vote: 7-0-0 Page 2 of 7 Lexington Permanent Building Committee 10/10/13 Motion to approve Change Order #19 in the amount of $45,091.00 which includes COR # 192, 195, 205, 211, 212, 216, 220, 221, 224, 225, 228, 229, 230, 231 as approved and recommended by the Architect of Record, Design Partnership of Cambridge. Motion: Phil 2 Carl Vote: 6-0-0 nd: 4.67 RCN Fiber 8/8/13 DPF explained that the RCN fiber service to each school needed to be re-routed to avoid the old boiler room to allow for new classroom construction. Motion to approve $6000 requisition to RCN for the cost to relocate RCN fiber services to bridge & Bowman schools. Motion: Carl 2: Joe Vote: 6-0-0 nd 4.68 Additional Library work 8/8/13 DPF outlined additional work requested to encase the existing wood paneling at the bridge & Bowman Libraries. Motion to approve proposal from Shadrack construction for sheetrock and paint over Library paneling at both schools in the amount not to exceed of $5,500.00 Motion: Dick 2nd: Chuck Vote: 6-0-0 10/10/13 Motion to increase prior approval to Shadrack Construction for sheetrock and paint over Library paneling at both schools from previously approved $4,750.00 revised to $9,500.00. Motion: Phil 2: Chuck Vote: 6-0-0 nd 4.69 Additional Services DPC 8/8/13 Motion to approve Design Partnership additional services for $9,500.00 for Professional services for spray insulation project for phase 2 areas at Bridge & Bowman. Motion: Chuck 2nd: Carl Vote: 6-0-0 4.70 Resident 9/12/13 A resident and abutter addressed the PBC with concerns over the view from her back yard and requests for the consideration of one of three landscaping options for resolution of the issue. The PBC suggested that maybe they stop by and take a look at the Furthermore the resident requested painting the gas lines on the roof from yellow to grey. The PBC supported painting the gas lines. 10/10/13 Abutter concerns discussed, pipes were painted, no trees will be added the building foot print did not change. Pat Goddard will follow up with resident. 4.71 Direct Payment Requests 10/10/13 Motion to approve Demand for Direct Payments to, General Mechanical Contractors $290,792.26, Aluminum & Glass Concepts $62,996.40, SMJ Metals $73,381.23, and Interstate Electric $614,922.18. The final dollar amounts shall be per Town Counsels final interpretation of the statue, within the time set by the statue. Motion: Phil 2: Chuck Vote: 6-0-0 nd Page 3 of 7 Lexington Permanent Building Committee 4.72 Added Electrical work not in scope 10/10/13 Motion to approve estimate from Quinn Electrical Services in the amount of $4,900.00 to supply data and power to the shade structure at Bowman. Motion: Phil 2: Jon Vote: 6-0-0 nd 4.73 Insulation Project 10/10/13 Motion to approve the estimated cost from Spry for storage and delivery of flooring tiles for Bridge School in the amount of $3,768.00. Motion: Phil 2: Jon Vote: 6-0-0 nd 4.74 Budget Transfers Motion to approve the following transfers to the Project Budget. $65,000 from 58206 to 58204 $450,000 from 58220 to 58202 $100,000 from 58220 to 58209 $50,000 from 58220 to 58219 Motion: Phil 2: Jon Vote: 6-0-0 nd 4.75 Added services Daedalus Motion to approve contract extension to Daedalus Projects in the amount of $ 26,820.00 for continued project support. Motion: Carl 2: Dick Vote: 6-0-0 nd 7.0 Estabrook Elementary 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. 7.70 Flooring 11/8/12 Discussion 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. 7.71 Telephone and data System 10/10/13 Motion to authorize expenditure of up to $160,000 of the Estabrook Project Technology Budget for the purpose of procuring the appropriate Network Switches that need to be installed to support telephone and data system installations for occupancy. Motion: Phil 2: Dick Vote: 6-0-0 nd Motion to approve the expense of $8,228.45 to RCN for Fiber Service installation at Estabrook School. Motion: Phil 2: Jon Vote: 6-0-0 nd Page 4 of 7 Lexington Permanent Building Committee 7.80 Transfer 2/14/13 Motion to approve $1,447,323 in funds from contingency line to Construction line based upon approval of Estabrook GMP. Motion: Eric 2nd: Carl Vote: 5-0-0 5/9/13 upgrade and extension (service) cost, and authorization of $79,508 to National Grid for gas line service upgrade from Grove Street to new building. Motion Phil 2 Chuck Vote 6-0-0 nd 9/12/13 Motion to transfer $143,393.00 from Owners Contingency to Constr and the pre construction services. Motion Dick 2 Chuck Vote 7-0-0 nd 7.84 Project Update 8/8/13 CP made presentation on project status Stairs being enclosed, windows being installed, curtain walls hoisted, concrete pans being poured in stairs, water testing on windows complete, binder course next week. PBC asks is their a contingency plan if Shawmut fails? 9/12/13 CP made a presentation on project status: Schedule shows 9 days lag. Discussion on levels of manpower on site and expectations for timely completion. Shawmut representatives confident they will make schedule, further they claim subs are underbiling which would explain lower monthly requisitions. Shawmut reports 105 men on site this week with 30 carpenters. SC is to be 1/27/14 with students starting on 2/24/14 10/10/13 CP made a power point presentation on overall project status, inlucing submittal logs, pco logs, budget and schedule. 7.85 Interior Colors 4/11/13 Ken DiNisco stated that a final discussion should take place soon on interior colors. Ken will work directly with Carl and Eric to schedule a time too meet and review same, perhaps as early as next week. Ken will be sure to include Sandy T. in those discussions. 5/9/13 Carl attended meetings with the Architects and school Principals to review interior colors. 7.87 Application for Payment 8/8/13 Motion to approve Application for Payment #13, in the amount of $2,815,589.25 from Shawmut Construction as approved and recommended by the Architect of Record, DiNisco Design Partnership and Owners Project Manager Collaborative Partners. Motion: Jon 2: Carl Vote: 6-0-0- nd 9/12/13 Motion to approve Application for Payment #14, in the amount of $2,230,402.52 from Shawmut Construction as approved and recommended by the Architect of Record, DiNisco Design Partnership and Owners Project Manager Collaborative Partners. Motion: Eric 2: Dick Vote: 7-0-0 nd 10/10/13 Motion to approve Application for Payment # 15, in the amount of $2,837,461.00 from Shawmut Construction as approved and recommended by the Architect of Record, DiNisco Design Partnership and Owners Project Manager Collaborative Partners. OPM to secure lien waivers from Shawmut on this and all future requisitions. Motion: Jon 2: Phil Vote: 6-0-0 nd Page 5 of 7 Lexington Permanent Building Committee 7.89 PCO Log 7/11/13 #61A Hardware Changes - $3,817.00 #81 Gym Glazing changes - $1,134.00 #85 Abuse Resistant radius corner beads $1,143.00 #105 Column and beam fire rating changes not to exceed $50,000.00 Motion Dick 2 Joe Vote 6-0-0 nd 7.91 DDP additional authorization 7/11/13 Motion to approve reimbursable expense authorization 22 (LEED) to the DiNisco Design Contract within the current PO in the amount of $6,710.40. Motion Eric 2 Phil Vote 5-0-0 nd 8/8/13 Motion to approve Contract Amendment #4 to DiNisco Design Partnership Conract in the amount of $57,993.00. Motion: Jon 2: Joe Vote: 6-0-0 nd 8/8/13 Motion to authorize Reimbursable expense authorization 23 to the DiNisco Design Contract in the amount of $16,658.03, as part of contract amendment #4 of the DDP agreement with the Town. Motion: Jon 2nd: Dick Vote: 6-0-0 7.92 Change Orders 8/8/13 Motion to approve Change Order No. 2 in the amount of $30,349.00 Motion: Jon 2nd: Dick Vote: 6-0-0 Motion to approve Change Order No.3 in the amount of $7,663.00 Motion: Jon 2nd: Dick Vote: 6-0-0 9/12/13 Motion to approve Change Order No. 4 in the amount of $2,196.00 for Shawmut construction as approved and recommended by the architect of record, DiNisco Design Partnership and OPM Collaborative Partners. Motion: Peter 2nd: Phil Vote: 7-0-0 Motion to pre-approve a Shawmut change order for up to $59,000 to install sod turf on the Estabrook athletic fields, in lieu of seed which is in the base contract, should the Town Manager request this upgrade to make the fields serviceable as early as possible. Motion: Eric 2nd: Joe Vote: 7-0-0 10/10/13 Motion to approve Change Order No. 5, in the amount of $46,528.00 from Shawmut Construction as approved and recommended by the Architect of Record, DiNisco Design Partnership. Motion: Jon 2: Joe Vote: 6-0-0 nd 7.93 Demolition & PCB Removal Motion to approve Abatement & Demolition and PCB Removal bids, subsequent to further bid review by DiNisco and Collaborative Partners. Not to exceed summary of bid tab presented at $1,348,641.00 to then include contractual Shawmut mark ups. Motion: Dick 2: Phil Vote: 6-0-0 nd Page 6 of 7 Lexington Permanent Building Committee 7.94 FF&E 8/8/13 Initial plan was $110,000 over budget. Plans have been revised to bring back to budget of $860,000 School principal involved in FF&E work, work in progress. 10/10/13 Motion to approve award of FF&E contracts as Bids are received and approved, for the various FF&E procurements required for the Estabrook School Project, not to exceed the established budget amount of $860,000, subject to DPF review. Motion: Jon 2nd: Dick Vote: 6-0-0 Meeting Adjourned Motion to Adjourn: 10/10/13 9:40 PM Motion Dick 2nd Jon Vote 6-0-0 Page 7 of 7