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HomeMy WebLinkAbout2015-10-01-PBC-minPermanent Building Committee 201 Bedford Street, Room 221 October 1, 2015, 7:00 p.m. Present: Jon Himmel, Chairman, Eric Brown, Vice - Chairman, Carl Oldenburg, Charles Favazzo, Dick Perry, Philip Coleman, and Lee Noel -Chase Guests: Paul G. Kalous and Dave Billings, Hill International; Ken DiNisco and Vivian Lowe, DiNisco Design Partnership; Judy Crocker, School Committee Liaison; Jill Hai, Capital Expenditures Committee Liaison, Peter Kelly Board of Selectmen Lexington DPF: Patrick Goddard, Director of Public Facilities and Mark Barrett, Project Manager The Minutes were taken by Jean Curran, Recording Secretary Jon Himmel called the Meeting to order at 7:05 p.m. 1. General Business • The members reviewed the PBC Meeting Minutes dated August 13, 2015 and September 10, 2015. Motion to approve meeting minutes dated August 13, 2015 (Eric, Dick) The Motion was approved 4 -0 -2 Motion to approve meeting minutes dated September 10, 2015 (Dick, Carl) The Motion was approved 4 -0 -2 • Jon Himmel requested that Hill International's CM at risk update be presented later on in the meeting when all Members will be present. Everyone agreed. 2. Master Plan Multiple School Projects Update. Update from Integrated Design Meeting (9/15/15) • Ken DiNisco updated the PBC on the status of the Integrated Design Meeting. • Integrated Design group is reviewing Lexington's current sustainable design policy with a focus on optimized energy performance and resiliency. The goals being (i) new construction - 30% better per energy performance than code requires; and (ii) renovation - 20% better per energy performance than code requires. • Ken stated that any new building they design will have the necessary structural capacity to support solar panels, but the panels or system may or may not be part of the project. • DiNisco indicated that daylighting strategies are at odds with other current, design parameters that encourage deeper classrooms that minimize exterior wall area as compared with their historical predecessors hence making it difficult to earn LEED daylighting points. • LEED checklist will be used but not all items on that checklist will be a requirement. A cost benefit analysis will be performed as part of the process. PBC Meeting 100115 Page 1 • Next integrated design meeting will be October 23, 2015. • Ken believes they are on schedule and process is going well. • Members expressed concern with the costs and time for the energy goals to be properly developed and how they might get integrated into the Clarke Et Diamond projects. • It was agreed that refining the current Sustainability Goals first established in Town in 2005 and updated in 2009 would be excellent for the projects such as the new Hastings school project. • The Architect expressed that the next steps include energy modeling for Diamond and Clarke Middle School projects; and development of a list of options to reach energy goals for those additions. • Clarke 8t Diamond project scopes and budgets need to include the necessary components if the goals are going to be achieved. Since Clark Et Diamond are both additions, the goals apply to the additions and not the entire, existing facility. • PBC is pleased to see that the architect is working in an integrated manner thus making it possible for the Town to get a better handle on the process and thereby help the Town to refine its sustainability program incorporating integrated design and resiliency measures. • Next Integrated Design Meeting is 10/23/15. • PBC asked DiNisco Design about the PBC's opportunity to participate in Design Review of the projects. DiNisco Design responded that they were agreeable to the design review it was only a matter of when to insert that process into the overall schedule. ii. General status update on Diamond • Conservation Commissions discussions and site visits: o A walk through with Conservation Commission (Con Com) at Diamond and Clarke Middle School is Saturday, October 3 at 10:30 a.m. o One informal meeting with Con Com has been held and will perhaps need another meeting at end of October, then the project team will be able to begin NO1 process. o Driveway at the rear of the Diamond school, by edge of wetlands to be evaluated. o Members concerned that having a driveway on the north side of Diamond property would become a cut through for traffic. Mr. DiNisco assured the members that they are aware of their concerns and all steps would be taken to prohibit that from happening. • There was general review of the schematic plans • DiNisco updated the PBC that since the size of the ILP addition at Diamond had been questioned, DiNisco had further reviewed the use and needs of this area with the School Department and it is likely that the square footage of the ILP PBC Meeting 100115 Page 2 addition would be reduced by over a thousand square feet or almost half the space originally discussed. • It was stated that the School Committee may be in favor of bus access at both sides of the site, and it was discussed that there was a traffic meeting planned for 10/9/15. • The project team has also been communicating with the recreation department to be sure there was no negative impact on the adjacent playing fields. iii. General status update on Clarke • DiNisco reports that early informal discussions with Con Com indicate they will likely not be interested in changing riverfront conservation designation for the brook /stream. • Primary site construction tasks are: o Relocation of tennis courts; relocation / expansion of parking by tennis courts away from the road; installation of bridge in lieu of culvert; expansion of a portion of the brook area to enhanced wetlands, improvement of Brookside Ave to 3 lanes to allow for queuing; potentially increase storm water detention under the new plaza area at front of school. • PBC stated that the original Clarke school had some early foundation issues and wanted to know what the architects were doing to avoid those difficulties with the addition. The architects described the Ram Aggregate Pier foundation system and his confidence in this particular system with these types of soils. Phil Coleman and Charles Favazzo arrived at 8:00 pm • Judy Crocker, School Committee Liaison questioned the number of parking spots next to the tennis courts and suggested moving the sidewalk to the right side of the parking lot so children do not have to cross the parking lot entry. The Architect agreed that there was still discussion to be had on the pro's and con's of sidewalk placement. iv. Hill International - CM at Risk (Chapter 149a) Update • Paul Kalous updated the members of the CM at Risk process. • Selection Committee shortlisted RFQ applications for both middle schools and the Fiske elementary school. • Subsequent to the Selection Committees shortlisting process, the Board of Selectman decided not to proceed with the Fiske project; the shortlisted firms were informed of that decision. • Interviews were held and the firms were ranked in order of preference. Based on the proposals received and the interviews, the Selection Committee recommended Bond Brothers for both the Clarke and the Diamond projects. PBC Meeting 100115 Page 3 PBC members engaged in discussion regarding Bond Brother's qualifications and reasoning why Selection Committee chose them. • Paul Kalous stated that the CM firms had said that the estimates would take three weeks. • Members engaged in a discussion regarding incentives and buying efficiencies in doing both schools at once with one CM. • It was observed that the Chapter 149a facilitates early site packages similar to what was done on the Estabrook project. • Ken DiNisco stated that target date for design development plans from his engineers is October 16th and they are pushing very hard to meet that deadline. • Discussion regarding cost estimate timeframe ensued; financial committees need adequate time for their deliberations prior to town meeting. • Cost estimates will be available by the end of the first week of November, reconciled and available for PBC Meeting on 11/10/15 in order to get materials to CEC and Appropriations by November 11 to Motion to recommend that the Town Manager award pre- construction services agreements with the top ranked firm, Bond Brothers for Clarke Middle School (16- 30) and Diamond Middle School (16 -31), as recommended by the Selection Committee, and to expedite the award process as best as possible. (Phil, Eric) The Motion was approved 6 -0 -0 • Pat Goddard working on spreadsheet draft on what gets selected to go to Town Meeting in November Motion to adjourn was made and seconded (Dick, Eric) Meeting adjourned at 9:18 p.m. Meeting Materials: Meeting Agenda; PBC Meeting Minutes dated August 13, 2015 and September 10, 2015; PBC Meeting 100115 Page 4