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Home My WebLink About2014-03-13-PBC-min LexingtonPermanentBuildingCommittee PBCMeetingMinutes MeetingDate&Time:13March,20137:00PM Location:201BedfordStreet,PublicServiceBuilding MembersPresent:Guests: JonHimmelLeeNoelChaseKenDiNisco EricBrownDickPerryGaryAinsle CarlOldenburgPhilColemanJeanMcQuestion CharlesFavazzo Membersnotpresent: JenVogelzangGaryLernerPeterJohnson JoeMcWeeney Index 1.0GeneralBusiness 4.0Bridge&BowmanElementarySchoolsRenovation 7.0EstabrookElementarySchool 1.0GENERALBUSINESS 1.1Minutes 3/13/14 Motiontoapprovemeetingminutesof11614. Motion:Eric2 nd:PhilVote:500 1.2MonthlyBills 3/13/14 MotiontoapprovemonthlyinvoicesforFebruaryintheamountof$1,188,763.69 Motion:Eric2 nd:PhilVote:500 MotiontoapprovemonthlyinvoicesforMarchintheamountof$1,378,901.40 nd Motion:Eric2:JonVote:500 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) CƚƩƷŷĻƦǒƩƦƚƭĻƭƚŅƩĻķǒĭźƓŭƚƓŭƚźƓŭƦƩźƓƷĻķƷĻǣƷƦƩĻǝźƚǒƭĻƓƷƩźĻƭǒƓķĻƩƷŷźƭŷĻğķźƓŭƒğǤŷğǝĻĬĻĻƓƩĻƒƚǝĻķŅƩƚƒĭǒƩƩĻƓƷƒĻĻƷźƓŭ ƒźƓǒƷĻƭ͵tƌĻğƭĻƩĻŅĻƩƷƚƦƩĻǝźƚǒƭĻķźƷźƚƓƭƚŅƷŷĻƒźƓǒƷĻƭŅƚƩƚƌķĻƩźƓƭĻƩƷźƚƓƭ͵ ağƩƉ.ğƩƩĻƷƷźƭǞğźƷźƓŭŅƚƩƦƩƚƦƚƭğƌŅƩƚƒt{{͵ 3/13/13 transitionedtoprologbythismeetingbuthadhitasnafuandwill DPFreportedthattheyhadintendedtohavemeetingminute needtocorrespondwiththeconsultantbeforethiscanbedone. 1.4ProspectiveMember 9/12/13 PatGoddardintroducedLeeChase,sittinginonthemeetingasaprospectiveassociatemember. 11/21/13 MotiontorecommendLeeNoelChaseasanAssociatememberofthePBC. MotionEric2 nd CarlVote800 Page 1 of 5 LexingtonPermanentBuildingCommittee 4.0 Bridge & Bowman Renovation Projects 4.62UpdatefromDPCandDaedalus 1/16/14 DPFreportshopingtohavepunchlistreviewedinfieldbyarchitectnextweek.StillworkingonCXprocess.Tryingtofollowupon O&Mandasbuiltprocess. 3/13/14 DPFreportedthatEneryRebtaesfortheBri9dgeBowmanprojecttotaled$85,032.20. DPFrequestedatransfertocoverOvertimecostsduetoProjectimpactfromJune2013toNov.2013. Motiontoapproveatransferoffundsintheamountof$11,121.68fromBridge&Bowmanprojectline58220toFacilities overtimeaccountforcustodialandmaintenancesupportduringphase2work(June2013toNov2013)forovertimecosts incurredtosupporttheproject. Motion:Phil2 nd:JonVote:500 DPFrequestedapprovaloffundstoreplaceartroomshelvingdemolishedbutnotreplacedinproject. Requestapprovalof$24,137.60tobeexpendedonshelvingunitsforbothBridge&BowmanArtroomstoreplaceshelvingthat wasdemolishedintheprojectbutnotreplaced. nd Motion:Phil2:CarlVote:500 DPFrequestedapprovalofAdditionalservicefundstoDPCtoassistincloseout.PBCrecommendedgettingaweeklyormonthly totaloftimetotracktobudget. MotiontorequestapprovaltoextendDesignPartnershipBasicServicesFeetoprovideforclarityfromthisdayforwardfor assistanceinprojectcloseouttobeinvoicedonatime&materialsbasisnottoexceed$15,000.00. nd Motion:Eric2:CarlVote:500 DPFbrieflydiscussedachangeorder21,thathadnotbeenbroughttoPBCyetasDPFwasnotconvincedthatcostscontainedin itwerereasonable,butwantedPBCtobeaware.OverallCOcostasproposedcurrentlyis$11,359.DPFtolookatitfurther. 4.71DirectPaymentRequests 12/12/13 MBarrettoutlinedtheamountsofdirectpaymentstobemadetoeachFiledSubBidderthathadfiled.Theseamountswere reviewedwithTLTandTownCounsel.Asummarysheetofthepaymentswasdistributed. MotiontoapproveDirectpaymentsnottoexceed$1,929,377.06andescrowdeposits$170,219.89toFiledSubBiddersoftheTLT Contract,asreviewedbyTownCounselandsummarizedintheDocumentonfileͻ{ǒƒƒğƩǤofDirectPaymentsbeingmade1212 ЊЌͲͼafterresolutionofsuretyrequesttoholdpayments. nd:EricVote:500 Motion:Phil2 1/16/14 DPFupdatedthecommitteethatfurtherpaymentshavebeenmadethatthistime,howeverwearestillworkingthruTown CounselandtheSuretyonanypaymentsthatwouldbeneeded. 4.76Commissioning 11/21/13 MotiontoapprovetheadditionalservicesoftheCommissioningAgent,inthenottoexceedamountof$16,200.00,tocomplete commissioningservicesattheBridge&BowmanProject. nd:PhilVote:800 Motion:Eric2 12/12/13 MBarrettreportedthattherewasnotagreatdealtoreportsinceourlastmeetingbutthatDPFhadpulledallpartiesinvolvedin forameetinginearlyDecembertoattempttodevelopacompleteoutlineofthestatusandadirectionforcompletion. 1/16/14 DPFadvisedthattherewasasuccessfulcommissioningmeetingthismorningthatresultedinonly4or6itemsperschoolfor HVACand23itemsforelec.orplumbing.DPFisfollowinguponallitems. Page 2 of 5 LexingtonPermanentBuildingCommittee 4.77TLTCloseOut 11/21/13 MotiontoauthorizetworepresentativesofthePBCtoworkwithDPFstaffandTownCounselasappropriate,tonegotiatean amenablesettlementoftheTownsclaimagainstTLTConstructionandclosingoftheproject,andmakearecommendationtothe TownManager. nd Motion:Eric2:CarlVote:700 4.78Flooring 3/13/14 DPFrequestedadditionalfundsforDPConflooringprojecttoevaluategymflooringoptions,estimatecostsandaddtoscopeof previouslyapprovedwork.PBCdidnotelecttoapproveatthistimeoverconcernthatdesigncostswereexcessive. DPFtoexplorefurther. 7.0 Estabrook Elementary 7.71TelephoneanddataSystem 12/12/13 Motiontosupplementthe10/10/13votefornetworkservicesfortheEstabrookProjectfromthepreviouslyapproved$160,00.00 tothenecessary$211,506.96,providedthatalltechnologyexpensesremainunderthebudgetedcapof$791,500.00. nd Motion:Chuck2:PhilVote:500 1/16/14 CPupdateindicatesthatdatanetworkinginthebuildingiscompleteaswellasthewirelessnetworkandnetworkisconnected tosystemwidenetwork.Thetelephonevendorisscheduletostartonsiteon1/21/14toinstalltheTownstelephonesystem. 7.84ProjectUpdate 1/16/14 CPmadeapresentationonprojectstatusreviewingsitephotosandhighlighting: MetalPanelworkonsidingcomplete,exteriorlightingbeinginstalledonbuilding,classroomsarereceivingfinalcleaning,Teachers lecternsdelivered,BooksforLibraryscheduledtomoveon1/28/14,Greenroofinstalledintrays,Cxworkongoingwithregular meetings,HWsystembalancingdone,airbalancingunderway,functionaltestingbeginsthisweek,Firealarmpanel/systemonline andactive. MSBAvisitssitebimonthlyandshouldbeonsitenextweek. PBCinquiredaboutShawmutstaffing,whichShawmutrepliedstaffingwouldremainasisuntilafterexistingbuildingdemolition. QuestionaskonTraining,ShawmutandCPexplainedthattrainingwasbeingscheduledwithFacilitiesandbuildingusersand hεa͸ƭwereinprocesswithacopytobeIthebuildinguponoccupancy. 3/13/14 ProjectUpdate CertificateofOccupancyreceived,FF&EandMovingInwentsmoothly. andcirculationwithuseofnewbuilding.Coveredwalkwayforstudents.Newconstruction Reviewedsitelayout,operations entrances.ChuckdiscussedthefenceatentranceisonthelowendofgradechangeandsuggeststheЏ͸fencebemovedtothe highsideofgrade.Reviewedfinishphotos.Reviewedphotosofclassrooms,cafeteria,kitchen,nurseroom,ƷĻğĭŷĻƩ͸ƭroomand library.Sometrainingbeingcompletedandhεa͸ƭbeingturnedin. Warrantiesstartedon1/27/14whichwasDateofSubstantialCompletion. ReviewofoldschoolphaseI/II/III.HopingtobeginDemoonAprilvacationatNorthwing.Mobilizingforsitework.Abatementin PhaseIstarts3/12/14.OutdoorPCBabatementandwindowswillbeundercovereventhoughitisnotrequired.Theexisting buildingisbeingcleanedout.TheexistingplaystructureisbeingremovedandpreppedforreinstalllaterinAugust. June/Julywillbefrontcanopyatthenewschool. approximately$145,000backtotheƚǞƓ͸ƭGeneralFund. NSTARandNationalGridRebatestotal DiNiscoreportsthatLeedPointsarestillbeingtotaledbutallsignsarestillfavorableformeetinggoals. Page 3 of 5 LexingtonPermanentBuildingCommittee 7.87ApplicationforPayment 12/12/13 {ŷğǞƒǒƷ͸ƭapplicationwaspresentedforpaymentbyCPandDiNisco. MotiontoapproveApplicationforPayment#17,intheamountof$3,001,993.00fromShawmutConstructionasrecommendedby theArchitectofRecord,DiNiscoDesignPartnershipandOwnersProjectManagerCollaborativePartners. nd:ChuckVote:500 Motion:Phil2 1/16/14 ApplicationforpaymenttoShawmutforthemonthofDecemberwaspresentedforpaymentwiththerecommendationofthe ArchitectsandOPM. MotiontoapproveApplicationforPayment#18,intheamountof$1,418,418.00fromShawmutConstructionasapprovedand recommendedbytheArchitectofRecord,DiNiscoDesignPartnershipandOwnersProjectManagerCollaborativePartners. nd Motion:Eric2:ChuckVote:700 3/13/14 MotiontoapproveapplicationforPayment#19toShawmutConstructionintheamountof$883,754.05fortheEstabrookSchool ProjectasrecommendedbythearchitectsDiNiscoDesignandOPMHillInternational. nd Motion:Eric2:PhilVote:500 MotiontoapproveapplicationforPayment#20toShawmutConstructionintheamountof$262,987.00fortheEstabrook SchoolProjectasrecommendedbythearchitectsDiNiscoDesignandOPMHillInternational. nd Motion:Eric2:ChuckVote:500 ChangeOrders 1/16/14 ChangeOrder#8waspresentedforapproval,anoutlineofwhichwasdistributedforreview.Thelargestcostiteminthechange orderhadbeenpreviouslyapproved(sod,seitembelow). MotiontoapproveChangeOrderNo.8,intheamountof$64,559.00forShawmutConstructionasapprovedandrecommendedby theArchitectofRecord,DiNiscoDesignPartnershipandOwnersProjectManagerCollaborativePartners. nd Motion:Jon2:EricVote:700 3/13/14 MotiontoapproveChangeOrderNo.9intheamountof$78,242andChangeOrderNo.10intheamountof$10,586bothfor EstabrookSchoolProjectasrecommendedbytheArchitectsDiNiscoDesignPartnership. nd Motion:Eric2:ChuckVote:500 MotiontoapprovetransfersintotheEstabrookbudgetconstructionline58202totaling$338,379.19tofundpreviously approvedchangeordersonthecontractandAmericanAlarmcontractcostsforDSXandCCTVSystemsinthebuilding.The transferswillcomefromline58212($196,259.93)andline58204($142,119.26). nd Motion:Eric2:PhilVote:500 Motiontoapprovetransferstotaling$88,828fromtheEstabrookBudgetcontingencyline58220intotheEstabrookBudget Constructionline58202tofundChangeOrder9andChangeOrder10. nd Motion:Eric2:ChuckVote:500 7.93Demolition&PCBRemoval 11/21/13 MotiontoapproveAbatement&DemolitionandPCBRemovalbids,subsequenttofurtherbidreviewbyDiNiscoandCollaborative Partners.Nottoexceedsummaryofbidtabpresentedat$1,348,641.00tothenincludecontractualShawmutmarkups. Motion:Dick2 nd:PhilVote:600 11/21/13 ShawmutreportsbidwasawardedtoCastella. 1/16/14 From/t͸ƭpresentation/UpdatePlanningmeetingsaretakingplaceasweprepareforthedemolitionandabatementphaseof theprojectafterthetownvacatestheexistingschoolbuilding.Thisphasewilltakeseveralmonths. Page 4 of 5 LexingtonPermanentBuildingCommittee 7.94FF&E/Technology 12/12/13 DiNiscoDesignoutlinedthenumerousbidsthatarepartoftheOverallTechnologypackageforthebuildingproject.With numerousbidscominginandrequiringtimelyreviewandawardtocomplywithdeliveryneeds/scheduleDiNiscorequested approvalofbidsforawarduptobutnotexceedingthetotalbudgetforthisline. MotiontoapprovetheawardofTechnologybidsinresponsetotheneedsoftheprojectthatfitwithinorunderthebudget amountof$791,500.00fortechnologyontheEstabrookSchoolProjectasreviewedbyDPF. nd Motion:Jon2:EricVote:500 7.96Playground 12/12/13 DiNiscoreviewedthebidsreceivedfortheplaygroundrelocation.ThreebidswerereceivedhoweverDiNiscohasnothadsufficient opportunitytoreviewreferences.GiventhescheduleDiNiscorequestedanapprovalequaltothatofthesecondbiddertoallow andawardasnecessaryafterreferencereview. MotiontoapprovethePlaygroundbidintheamountnottoexceed$44,400.00,whichwillallowawardtoeitherofthetwo lowestbidderspendingreferencechecks,fortheEstabrookProject. nd Motion:Eric2:PhilVote:500 1/16/14 DPFadvisedthePBCthatthelowbidderonthePlaygroundprojectdidhavesuccessfulbidreviewandreferencechecksandhas beenawardedtheplaygroundrelocationcontractatacostof$38,600.00 7.97Landscaping 1/16/14 CPoutlinedaproposalthatwouldallowforthelandscapingbedsaroundtheexistingbuildingtobedressedwithloambyAprilto improvetheoverallaestheticofthebuildingwhileotherworkonsitecontinuedthroughoutthesummer.PlanstouseHartwellAve materialrequireandaprocessofamendingothermaterialsintotheloaminordertomeetthespec.Thisworkcannotbe completeduntilsummer,thereforetheamendedloamcannotbespreaduntilafterthatwork.Meanwhilethebedstoreceivethis materialsurroundsthenewbuildingandwouldrequirefencingtokeeppeopleoutoftheseareas.Understandingthismightbe unsightly,itwasproposedtoallowuseoftheHartwellAveloamasis,whichisusedallovertownforplantingbeds,withoutthe amendedmaterialandthereforewithoutmeetingthecriteriaspecifiedbythelandscapearchitect.TheTownloamisonsitein someareasdesignatedaslowtrafficareas.PBCpointedoutthataddingtheloamnowwithouttheplantingsandtopdressingwill likelyturnintomudbowlsifAprilandMaybringrains.Eitherwaytheareaswillneedtobefenced.PBCdidnotelecttoallowthis useoftheloamandwouldratherlettheworkbecompletedpertheplansandspecs. 7.98Retainage 1/16/14 CPoutlinedthatShawmuthadrequested,onbehalfofoneoftheirsubs,thattheybeinformedonthestatusorconsiderationsto releaseRetainageontheproject.CprecommendedthattheearliestpossibletimelinebeingconsideredwouldbebytheMarch requisitionanditwouldbeonacasebycasebasis. 7.99Approval&CO 1/16/14 PBCrequestedinfoonthetestingandCOprocessemailedtothemsotheyareawareofapprovalstatus. 3/13/14 Discussionaboutchangeorders9&10.PBCoutliningalotofquestionsaboutpaintingtouchupslineoncontingencylogwith lineitemsforSoep(Paintersname).Needabetterunderstandingofcontingencylogfor149A.PBCfeelscostfortouchupistoo highandtheywouldlikeanexplanationofcostfromShawmut. MeetingAdjourned MotiontoAdjourn:1/13/149:30PM MotionEric2ndChuckVote500 Page 5 of 5