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HomeMy WebLinkAbout2022-05-24-PBC-minTOWN OF LEXINGTON Permanent Building Committee Permanent Members Jon Himmel, Co-Chairman, Charles Favazzo, Co-Chairman, Peter Johnson, Philip Coleman, Celis Brisbin, Elizabeth Giersbach, Frederick Merrill Police Station Members: Semoon Oh, Wendy Krum Associate Members: Curt Barrentine, Henrietta Mei PBC Minutes for the meeting held on: 5-24-2022 Meeting was held remotely via Zoom Members Present: Jon Himmel, Charles Favazzo, Phil Coleman, Celis Brisbin, Elizabeth Giersbach, Frederick Merrill, Semoon Oh, Wendy Krum The PBC Meeting was called to order at 6:00pm The Meeting minutes of 2-3-22, 2-24-22 and 3-24-22 were discussed. The minutes of 2-3-22 were identified as still requiring some edits. The remaining minutes were identified for approval. A Motion was made and seconded to approve the PBC Meeting minutes, as edited, for 2-24-22 and 3-24-22 (Merrill-Krum) The Motion passed unanimously. PBC asked staff to investigate setting up a secure share site where staff could post documents, etc for PBC committee members only, to have access to download and or review. Comment followed on how to make it a secure site to just the members and not necessarily open to the general public. Staff provided an update on the current status of the Westview Cemetery project. Staff reported that the GC contract was awarded to Construction Dynamics inclusive of Alternates 1 and 2 (demo of existing building & site restoration at former building site. The contract completion date for the project stands at 1/1/2023 The contractor has mobilized on site and installed erosion controls and permitting is in process. and we are awaiting approval of the SWPPP. Product and Material submittals have been on going. Staff provided an update on the current status of the Temporary Police Station project. The Contract Completion date is 7/6/22 and the current status is outlined below. • Framing and Sheetrock complete • Rough Electrical is approx. 98% complete, the last remaining work being done in the future Dispatch room. • Painting is 95% • Door Frames and slabs were delayed, however an updated report has them arriving next week. The contractor plans to install the missing frames and complete the flooring work upon the arrival of the frames. • Booking counter window delayed 3 weeks, although a temporary arrangement can be made if needed. • Pin & Sleeve (manual xnsfr switch) is delayed, with no current expected delivery date, however the Primary Gen set is existing & operable. • Contractor could finish 100% in approx. 2 weeks if outstanding materials are delivered today. • Only one Change order has been executed to date of +/-$13,000 using approx. one third of the allocated Construction Contingency. Staff provided an update on the current status of the Police Station project. The Town wide vote is scheduled for 06 June 2022. Over the past few weeks the Police Chief Mike Mclean and Mike Cronin have participated in several interviews, presentations and Q & A sessions regarding the Police Station project. Contractor Pre-Qualification Staff reported that the Contractor Prequalification process is underway. A Prequalification RFQ was issued and responses were received on April 29, 2022. 89 Trade contractors and 10 General Contractors replied to the RFQ. All trades had at least three respondents except Terrazzo and Elevator. These trades were re-advertised and are due on 5/25/22. If we do not get three vendors for each trade they will become open filed sub bids during the bidding phase. Tecton has been reviewing all the submittals and updating score cards reflective of those submittal packages. The biggest effort is needed in checking references for all 99 submissions. The goal is to get at least 3 references from each firm. This phase is expected to continue till June 3, 2022. A working session is planned for Tuesday morning June 7, to review all of the scoring sheets and references and make the determinations as to which contractors meet the criteria to be considered qualified. One PBC member agreed to participate in this process which is tentatively scheduled for 9-12 on 6/7/22. VE implementation Staff reported that the Value Engineering tabulation sheet, that had been developed and reviewed at prior meetings, was reviewed with the Town Manager. The outcome of that discussion was the direction to adopt the 10 items identified below into the project with a potential savings of $600,000. Additionally, the remaining items from the VE list, also identified below, would not be adopted at this time. There was an inquiry about three items not adopted, Brown stone to Cast stone, Terrazzo tile instead of seamless and the question if there was value in splitting the Generator into two smaller units. Staff reported that the Cast Stone was not adopted as there was strong support from the HDC for the Brownstone, The seamless terrazzo flooring was the preferred application and the engineers reported that having two smaller emergency generators would prove to be more costly (initially and operationally) than on single larger unit. VE items adopted 7 High Density Storage move to FFE $75,000 g Moves Hig Density Systems to FF&E (potential Savings) 10 Reduce Landscaping by 15%$36,000 g 11 Interior lighting changes & reductions $100,000 g 12 Reduce AV Scope $100,000 g 13 Streetscape continuation $150,000 g 14 Simplify ceiling design in meeting rooms $50,000 g 15 Reduce Locker quantity & type $30,000 g 16 Omit window blinds in all windows $8,000 g Move Window Blinds to FFE for Potential Savings 17 Reduce Ballistic Wall protection $50,000 g 20 Reduction of pavement $5,000 g Potential Savings $604,000 VE Items not adopted / tabled 1 Deduct Social Services office fit-out $105,000 r 2 Deduct De-EscalationTraining Fit-out $50,000 r 3 Deduct Glass & Millwork partitions $75,000 r 4 Remove dormer at rear of building $43,000 5 Change Brown Stone to Cast Stone $116,150 g 6 Fire Supression at IT and Evidence Rooms $160,000 r 8 Vehicle Garage not determined r 9 Emerg. Generator to Critical loads only $200,000 r 18 Change lobby Terrazzo Floor 10,000 / 20,000 19 Change Curtainwall to storefront system $25,000 r 21 Storm water Management $200,000 r $979,150 Bid Documents & Bidding. • DPF reported that they have just completed a review of the Mechanical, Electrical & Plumbing documents and returned those comments to Tecton Architects. • Our Commissioning Agent has also completed a review of the MEP docs and those comments have been sent to Tecton Architects as well. • Staff has sent a set of General Conditions of the Contract and Contract Form to Town Counsel for review. The complete Bid Package is scheduled by Tecton and ready for Bidding on or before 05 July, 2022 • Filed Sub Bids Mid to Late July • General Bids/Contract award Early to mid-August. State is Scheduled to move the 911 system on 8/1/22, which would also necessitate a coordinated move of Police Department around the 8/1 Dispatch date. Staff reported that the project was tentatively going to be presented to the Select Board on 6/6/22 for approval to go out to bid. There was some discussion on the need to include some Bid Alternates to help ensure project continuance if the Bids were to come in higher than anticipated. A couple different methods of how we could manage costs if we were to receive a high bid. • One was to agree that FF&E budget lines could be used to support the actual construction costs and seek replacement of those funds in another way or simply reduce new FF&E plans. • If we are to encounter contaminated or unsuitable soils, either manage those on site or find an alternative to paying the high cost of trucking them off site. • Include Additive alternates to keep the base bid as low as possible. The 100% DD estimate, dated 31 January 2022, was identified to have a 5% Design and Bid allowance and a 7% Escalation Allowance. The Current rate of Escalation was discussed as being potentially up to 14% in some areas. The Current Budget includes a $500,000 allowance to deal with unsuitable soils, a $300,000 allowance to deal with Hosmer House issues and a $2,000,000 Construction contingency. (A question was asked if test pits and soil testing was completed. Staff replied that test pits were dug, but status of testing needed to be investigated.) Several possible alternates were discussed and PBC asked Staff to work with the Architect and come up with approximately $450,000 in alternates, VE items, rejected VE that could become alternates, or new ideas that could be implemented. Comments & Questions A question was asked about how the High School project will run if the School Building Committee (SBC) is not the PBC, as it has been in past projects and how the PBC would then be involved. Staff replied that it was envisioned that SBC and PBC would be working on parallel paths. SBC direction and focus will be primarily education and program and their involvement would be greater at the beginning of the project and lesser at the end. The PBC may have lesser involvement in the early stages while education programming and space needs are the primary focus and a greater involvement thru the Integrated design phase and overall building development, just as they have on past projects. Meeting Format Staff reported that the current law allows for fully remote meetings until July 15, 2022. After that date a hybrid meeting may take place. For the Hybrid meetings a Chairperson and a quorum must be present in the room allowing some committee members and the public to access the meeting remotely. Otherwise meetings will need to be fully in person. PBC asked to schedule the next two meetings for 6-16-22 and 7-14-22 both to be conducted remotely starting at 5pm. It was also discussed that once meetings go back to fully in person, committee members still supported a 5pm start. Motion was made and seconded to adjourn (Merrill-Brisbin) the motion was passed unanimously Meeting adjourned 7:18 PM