HomeMy WebLinkAbout2021-04-22-PBC-min Town of Lexington Permanent Building Committee
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Permanent Members: Co-Chairman:Jon Himmel &Co-Chairman Dick Perry, Philip Coleman, a
Charles Favazzo, Carl Oldenburg, Peter Johnson, Celis Brisbin
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PBC Minutes 4-22-21-Meeting Held Via Zoom 5PM
Members present:Jon Himmel, Dick Perry. Carl Oldenburg, Chuck Favazzo, Phil Coleman, Celis Brizben, Peter
Johnson
Staff members present: Mike Cronin, Mark Barrett
TBA Architects:Justin Humphries
Westview Cemetery Building project update
Justin Humphreys from TBA architects was present to provide an update on the status of the project and review
the final estimates and Alternates for bidding of the project.
The building floor plan and elevations were quickly reviewed to refresh everyone's memory on the project.
The overall project budget was reviewed showing a total appropriation of$3,560,000and outlining approximately
$490,000 in project soft costs, $270,000 for construction contingency and leaving approx. $2,800,000 for
Construction costs.
The Estimating History was then reviewed with TBA's Estimator who had provided an initial Construction
Documents [CD] estimate on 3/4/21 at$4,500,000.
Due to some inconsistencies, in TBA's estimator's first CD estimate,the town engaged an independent estimator
who provided his initial CD estimate on 3/9/21 at$3,116,000.
TBA's estimator and the Town's estimator reconciled their estimates. TBA's estimator prepared two subsequent
updates,with the final at$3,308,000. The town's estimator prepared a subsequent update on 3/11/21 at
$3,106,000.
DPF,the PBC and TBAS discussed Value Engineering options to bring the project back into line with the budget
approved by Town Meeting. Additive Alternates were also discussed.
A lengthy Value Engineering discussion ensued.
A. Value engineering items included items to be removed from the project entirely:
• Changing the current metal siding system to an alternate metal panel that would save costs.
• Removing the gravel parking area,which could be added at a later time
• Removing the 2 ft wide plaster soffit through the administrative area
• Removing the air curtain and the front entry(empty conduit path to remain part of the base bid)
• Changing Bathroom floors from tile to Sheet vinyl
• Changing Bathroom walls from full tile to 4 ft.
And
B. Items that were to be reduced in scope in the base bid and added back in as Additive Alternates
depending upon the actual bids. These items included (in no particular order) the following:
• Remove thin Brick from Base bid at long interior wall at admin area and make it an alternate
• Remove parapet at roof and make an alternate
• Remove landscaping and Loam and seed from new building Base Bid and make alternate
201 BEDFORD STREET• LEXINGTON, MASSACHUSETTS 02420
• Existing building & paving demo to become an add alternate
• Remove Loam &Seed at old building and make an add alternate.
It was shown through the Estimators that the expected result of these changes would be a base bid in the area of
$2,663,000 ie below the approved budgeted amount for Construction.
The current project schedule was shown and discussed and that the effects on Bidding prices was unknown but it
was thought to be wise to move the project to bid as quickly as possible. Meaning a mid-May to mid-June Bidding
Period, subject to approvals at this meeting.
There was general discussion about the alternates and how they should be numbered,; state law requires that
Alternates must be approved in the bid document sequence. It was thought that the alternates that relate to the
finishing or aesthetics of the new building should be a priority over some of the other items. At the conclusion of
the discussions it was agreed to have the alternates numbered as presented on the presentation:
1. Add parapet
2. Add wood paneling
3. Add site landscaping
4. Add old building demo
5. Add old site demo
Motion was made to approve proceeding to the bidding phase with alternates sequenced on the estimate sheet
of the presentation (and listed above).
Motion was made,2"d,and approved (voting affirmatively Jon H., Phil C.,Carl O., Dick P., Celis B.,Chuck F.)
Jon advised the PBC, if they were not aware that the School Department had submitted an SOI to the MSBA for a
High School Project. There was some discussion about begin a dialogue on that planning.
The idea of developing a list of questions pertinent to the subject could be developed that might feed a later
discussion or perhaps even a pre-study on the issue.
Motion was made to adjourn and 2na
Meeting Adjourned