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HomeMy WebLinkAbout2022-06-16-PBC-min.revTOWN 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: 6-16-22 Meeting was held remotely via Zoom Members Present: Jon Himmel, Chuck Favazzo, Fred Merrill, Lisa Giersbach, Wendy Krum The PBC Meeting was called to order at 5:00pm PBC Meeting Minutes Staff presented that the Minutes for 2-3-22 had been previously held over for some edits which are now complete / incorporated. The minutes for 5-24-22 were emailed out on 5-25-22 and any comments received to date have been addressed. A Motion was made and Seconded to approve the minutes presented. Note: you will see these minutes approved on the 8-25-22 minutes as well. Not being present or having the opportunity to prepare the 6-16 minutes, I was unaware that these had already been approved. Motion to Approve the Meeting Minutes for 2-3-2022 and 5-24-2022, as edited. Motion and Seconded by, the motion was approved. Westview Cemetery DPF staff updated the PBC on Contractor mobilization on site and the delay in the storm water plans to include all the necessary details for storm water approval. This work was finally executed and the Storm Water permit was approved. erosion controls are in place and site work is scheduled to start June 21, 2022. Expected Contract completion date is 1/1/23. A question was asked if there was a delay claim made and staff shared that a letter was received from the GC, however the architect replied with a strong letter, citing the contractor that no such claim is valid. Temp Police Status update was provided as follows: Schedule Contract end date is 7/6/22 Door Frames and slabs delivered and being painted and installed Booking counter window delayed but due any day. Pin & Sleeve (manual xnsfr switch) is still delayed. Primary Gen set is existing & operable Architect is scheduling Punch list the week of June 20. Budget Budget Committed Available Construction $351,100 $351,100 $0 Construction Contingency $ 35,100 $16,825 $18,275 PBC inquired about move dates and if Police would move prior to bids for the main project. Staff replied that the Police move is hinged around the relocation of the 911 system which is scheduled months in advance. Currently Lexington 911 is scheduled to move on 8/1. The Dispatch center will move on that day, the balance of the police station will follow that week. Police Staff updated that the town wide referendum had passed on 6/6/22, approving the project funding. The architects provided an update on the prequalification process that was nearing completion Prequals • Scoring Sheets were reviewed for all Firms submitting Qualifications. • 10 General Contractors Submitted. Tentatively 9 out of 10 will be approved and able to provide a Bid on the Project. • 101 Subcontractor qualification statements were received, it is anticipated that we might only lose 1 or 2 in the pre-qualification process. • Elevator will end up being bid as an open filed sub bid, as there was only 1 respondent. The Bidding Schedule was reviewed. • The complete Bid Package is scheduled for release on or before 05 July, 2022 • Filed Sub Bids to be received July 26, 2022 • General Bids to be received August 9th, 2022 A recap of the VE list was discussed and the final list previously shared in the minutes from 5-24-22 were discussed and a copy is inserted here for reference: It was requested to share this list with the Select Board, as well as a brief description of the bid process and schedule. The Project Budget and some thoughts toward strategy if the bids were over budget were explored. Discussed were any flexibilities that might exist in the current budget to allow an award to be made, pending how far over budget the Bids were and whether FF&E items currently in the construction bid documents might be better handled directly by the Owner (such as compact shelving etc.). Staff outlined that some possibilities exist however it depends wholly on how over budget the bid might be. Next meeting scheduled for 7-14-22. Motion made and Seconded to Adjourn.