HomeMy WebLinkAbout2015-08-13-PBC-minPermanent Building Committee
Town of Lexington
201 Bedford Street, Room 221
Lexington, MA 02420
August 13, 2015, 7:00 p.m.
Present: Jon Himmel, Chairman, Eric Brown, Vice - Chairman, Peter Johnson, Dick Perry, Carl
Oldenburg, Lee Noel Chase, Bill Hurley
Absent: Charles Favazzo, Philip Coleman
Guests: Dave Billings and Kerry Logue, Hill International; Ken DiNisco and Donna DiNisco, DiNisco
Design Partnership; Judy Crocker, School Committee Liaison, David Kanter, Capital Expenditures
Committee substitute liaison
Lexington DPF: Patrick Goddard, Director of Public Facilities and Mark Barrett, RA Project Manager
The Minutes were taken by Jean Curran, Recording Secretary
Jon Himmel called the Meeting to order at 7:00 p.m.
1. General Business
• Jon Himmel and Mark Barrett discussed the edits to the minutes. Members then reviewed the
Minutes dated July 9, 2015.
• Motion to Approve Meeting Minutes dated July 9, 2015
Motion: Eric 2nd Dick Vote: 5 -0 -0
2. Master Plan Multiple School Projects Update
• Pat Goddard expressed two needs for tonight, (i) to have Ken DiNisco review talking points on
projects for discussion on impact of recent Board of Selectmen (BOS) vote, and (ii) committee's
input in selecting CM at risk selection committee members
• Ken DiNisco reviewed talking points on each project with discussion related to (i) BOS Vote
release of funds, (ii) Project schedules and (iii) project costs
• DPF: We are looking for input from the PBC on timelines and sequencing of project tasks as it
relates to the phases of the project and funding request needs.
• Question: what will we have at end of Hastings study ?
• Mr. DiNisco shared that there would be a completed feasibility study with preferred options,
costs & time schedule reflecting programmatic needs at the end of December. This
document can be turned into MSBA format or can be used on our own if the town decides to
go without MSBA participation. If town goes on without MSBA, the immediate next step is
schematic design; and town to be able to move forward immediately at end of December
• Jon Himmel asked if project were to become a MSBA project what would be the next steps.
• Mr. DiNisco responded that the study would go to the MSBA to be reviewed and accepted.
The MSBA would require that the Town go through the standard MSBA architect & OPM
selection process.
• Fiske Approved Option — 12,000 gsf Brick & Mortar Addition, & 8,200 sf renovation,
$9,064,000 project cost and completion August 2017. SC / BOS asked if additional classrooms
could be added without expanding support spaces. Also the issue of enlarging or relocating the
Cafeteria was still to be determined.
• Question asked if it was MSBA guidelines that would require additional core space for 27
classrooms over 24, or is this town policy. Bill Hurley responded that the issue might well be
driven by school committee policies or by teacher contracts, not regulations.
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• Donna DiNisco shared that once you reach 600 students, MSBA guidelines require 2 art and
2 music rooms, but this project (not currently under MSBA rules) can follow whatever the
Lexington policy is.
• Jon Himmel shared that the Plan is restoring this school to 500 students and provides no
relief to any other school district overcrowding issues it solves Fiske problems only.
• Ken reviewed the project schedule for Fiske. Proceeding onsite now with as -built conditions
services, borings and test pits. The balance of work could then proceed to CDs and finish in
June. Early site and Steel package could be finished in March /April. We need GMP based upon
75% working drawings in order to achieve the deadline.
• HASTINGS: 100,900 s.f. new school, $59,926,000 approximate project cost; study completion
date is December 2015. Next week borings and test bits to be completed at all schools.
Showed reconfiguration of site. Wetland study conclusions and grading will be included in the
feasibility study.
• Project schedule — early date to be completed w/o MSBA is September 2018 (if MSBA
participates it would be September 2019).
• Jon Himmel asked if this is predicated on the referendum vote. Pat Goddard indictaed that
we need to have an appropriation before we sign a GMP and prior referendum vote is
needed.
• CLARKE: Brick & Mortar Addition. . 16,800 gsf addition, 7,000 sf renovation, multiple phases,
$18,105,000 project cost completion August 2017. It is the same building plan as seen before,
with traffic and circulation scope. The Addition is least of issues due to substantial site work.
The A/E has gone through two iterations thus far. Issues include the addition and space mining
including repurposing the existing locker rooms
• Site Issues that are part of the overall site design challenge include, (i) Flood plain issues, (ii)
Stedman Road property line (iii) getting contractor with vehicles in and out during construction;
and (iv) getting site work done and how work on parking lot will impact wetlands.
• One suggestion is to make a wetlands habitat with plantings, adding simple vehicle bridge and
allow habitat to connect wetlands. By doing that we would improve chance for ComCom
approval. Converting tennis court into parking and moving tennis courts. Everything is being
done for permitting to happen. Also Looking at two rows of busses (flatten out road and widen
area) at front of building to improve pick -up/ drop off.
• Judy Crocker asked if they want two lines of buses and what about fences? Ken DiNisco
stated that it is still being evaluated.
• Lee Noel Chase questioned why addition is on wet side of building. Ken DiNisco explained
that the elevation is the reason. School is built on a hill. 90% of classrooms are on the third
floor.
• Donna DiNisco stated that the 61h grade is isolated from 71h and 81h grades; allowing
concentration of 61h grade teams.
• Ken DiNisco reviewed Clarke Project Schedule — site plans 75 -80% completed for NOI. Will
have informal meeting with Karen Mullins and Con comm. This will be the most difficult
project for permitting process.
• DIAMOND: 30,000 gsf brick and mortar addition. $27,000 renovation, cafeteria addition,
multiple phases, $30,811,000 project cost complete in August 2018. First phase is space
mining and wetlands. DiNisco has been told to study cafeteria relocation. Three phases (space
mining, start addition, then after addition is done, will haul out existing prefabs.) Critical issue
will be keeping access for prefabs for egress. Reviewed Project Schedule. Occupancy
anticipated in September 2017 for classrooms and then another year to complete renovations.
Mr. DiNisco believes additional classrooms are more important than the cafeteria issue due to
overcrowding issues.
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• Jon Himmel questioned if schematics would suffice for finance committee initial discussions;
He went on to strongly suggest that the A/E finish the DD set, reconcile the A ?E's estimate
with that of the CM prior to the Town Meeting (TM) discussions. This would require that the
TM be scheduled accordingly.
• Question asked - do we have money to pay CM fees today? Yes.
• Harrington School
• First Project: (Minor renovation LCP) ($200,000 ECC) Told to hold project for now.
• Release design funds by October 1, 2015
• - Design & CDs October 15 -Feb 16
• -BID: March -April 16
• - Construction: April- August 16
Second Project: Harrington ES Addition Study (make it a 27 classroom school)
• Release design funds by October 1, 2015
• Study: October - December 2015
• Bridge and Bowman — told not to do anything until after fall. Grading plans, floor plans,
preliminary cost estimates for prefabricated units have already been done by DiNisco. Bridge /
Bowman project are currently on hold and not likely to proceed.
Lee Noel Chase left the meeting at 8:30 p.m.
• Discussion followed on the merits of the Bridge & Bowman project and their impact on other
schools population. Jon Himmel shared he's concerned about enrollment issues at Bridge &
Bowman and Harrington. The amount of kids at new Hastings may solve Bridge & Bowman
problem, but you still have 270 students on 5 -year horizon.
• PBC asked about how the DiNisco fee dollars are budgeted to the various consultants. DiNisco
has a detailed work plan for each site that says what each consultant needs to do.
• Pat Goddard shared that we have reviewed the work plan and are comfortable with the
Architect and his ability to manage the consultants.
Dick Perry left the meeting at 8:40 p.m.
3. David Billings reviewed the Construction Manager (CM RFQ Tracking)
• 16 firms have requested RFQs and most for all three (Fiske, Diamond, Clarke).
• Only a few asked for Fiske alone. David reviewed each firm and provided a brief overview of
each company. The RFQs are due the 27th of August. Hill will review them and put summary
together for subcommittee to rank them and /or short list (3 -4 firms for each project). Once
shortlist agreed upon, Hill will then send out the RFPs and invite them to Interview. Proposals
will give lump sum general conditions and percentage of construction costs and fees for each
project separately.
• Pat Goddard shared that there will be separate interview slots for each project; we should
Interview some firms that are just seeking Fiske, so we keep open the possibility of
individual CM's or 1 CM for all.
• Jon Himmel asked if we should reach back out to the AG /IG on our process. David Billings
stated no, they told us what they wanted.
• Dave Billings shared that this is a qualification process only and we negotiate with the
highest ranked firm. The proposal would have to include fees, general conditions, project
approach, and will need to point out the advantage (if any) the Town would get if we did all
three (3) projects with 1 firm.
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• Pat Goddard stated we need the Committee to agree on who will participate in the process.
Subcommittee will need to review and determine questions at interviews and then conduct
the interviews (3 days). Need at least two members to represent the town.
• Pat Goddard wants to participate in the process.
• Jon — yes, Bill yes, Eric no, Carl no, Peter pass, Charlie no
• RFP Compressed Dates: RFQ due 27th Aug due, meet September 3rd to review RFQ; Hill to
send out notices on the September 4th; walkthrough on September 10th or 11th and proposals
due on the September 22nd. Interviews: September 29th, 30th and October 1St. Move PBC
meeting from October 8th to October 1St. October 9th — negotiate and be onboard by October
12th, so that pre- construction services can start immediately and the required work can be
completed for the fall town meeting.
Eric Brown left the meeting at 9:20 p.m.
Motion to adjourn was made and seconded (Peter /Jon)
Meeting adjourned at 9:56 p.m.
Meeting Materials: Meeting Agenda; Meeting Minutes dated July 9, 2015
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