HomeMy WebLinkAbout2016-04-14-PBC-minPermanent Building Committee (PBC)
201 Bedford Street, Room 221
April 14, 2016
Members Present: Jon Himmel, Eric Brown, Lee Noel Chase, Philip Coleman, Edwin Goodall, Howard
Hobbs, Dick Perry, Ned Goodell, Peter Johnson, and new members Andrew Clarke and Curt Barrentine
Members Absent: Bill Hurley, Carl Olenburg
Guests: Ken DiNisco and Vivian Lowe - DiNisco Design Partnership; Dave Doherty -Bond Brothers;
Paul G. Kalous -Hill International
Lexington DPF: Patrick Goddard, Director of Public Facilities and Mark Barrett, RA Project Manager
Recording Secretary: Ann Marie Ponzini
Eric called the meeting to order at 7:OOp.m.
1. General Business
• The members reviewed the PBC minutes dated March 71h, 2016.
Motion to approve PBC Committee minutes as amended dated March 7th, 2016 — APPROVED.
2. Clarke and Diamond Proposed Summer Schedules - Bond
• Bond handed out proposed schedules for the Locker Room Renovation and Site Enabling Work,
and discussed their target dates.
• Bond is looking to issue proposed partial GMP's on 4/25/16 for both locker room and site
enabling work.
• A proposed date and time of Thursday 4/28/16 at 7:OOpm was suggested for a GMP review and
approval meeting, if approved by PBC Bond will make an award the next day.
• Bond stated that the awarding of subcontractors is crucial to allow mobilization of site trailers
and to begin the demolition of locker rooms on May 161h
• Bond reviewed the locations for the site trailer and the dumpster.
• PBC asked about the 2nd shift workers starting at around 2:00 since there will still be traffic
activity with students getting out of school.
• PBC suggested if 2nd shift could start at 4:30, and Bond said they will evaluate starting times.
• PBC asked if the dumpster removal would be taking neighbors in consideration, and Bond
stated they are still working on this logistic.
• PBC asked about the actual permit date, and Bond anticipates the first week of May.
• DPF advised that a last "major" review with the building Dept. was being scheduled.
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3. Clarke Logistics Plan - Bond
• Bond is set to meet with the Clarke Principal on Friday 4/15/16 to review, and get feedback on,
the logistics for construction at Clarke.
• Phase I
o The locker room renovation involves getting the Bond trailer on site the 1St week of May.
o Installation of the dumpster and fencing to take place.
o Second Shift demolition will begin in the existing locker rooms.
• Phase II
o Establish the site fencing and placement of the Hill trailer.
o Site work for utilities and foundations.
• Phase III
o The start of the school season happens during this phase.
o Establish where traffic flow into the school and students will be entering the school,
keeping them separated from contractors and other traffic.
o Jersey barriers will be set up to establish where construction traffic will enter and also to
isolate where students and parents will be; separated from construction zones.
• PBC expressed concern over the lack of contractor parking and wanting to be sure that Bond
knew that neighborhood parking would be restricted. Many suggestions were discussed. Bond
understands they are responsible for a plan or giving subcontractor directions on parking issues
that won't impact the neighborhood.
• PBC asked about the staff parking that will be lost, and what is the planned accommodations for
the staff? Bond explained that a temporary parking lot will be installed during Phase 2 to
accommodate this loss.
• Phase IV- Summer 2017
o During June (after school lets out), the main entrance elevation will be raised. There will
be a lot of site work going on at this point.
o Re -work the main parking lots.
4. Diamond Logistics Plan - Bond
• Phase I
o Egress paths have been reviewed with fire, building and principal.
o Summer work will be to move the superintendent's trailer on site.
o The Principal has agreed to placement of the dumpster near the locker rooms with
fencing abound it.
o DPF stated that the gym teachers will be relocated and all equipment will be moved.
Some storage pods may be brought in if there is need for them.
o Second shift demolition work in the existing locker rooms will begin after May 15.
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• Phase II
o Install Site fencing around addition areas and work zones.
o Summer 2016 on foundations and steel
• DiNisco stated that the occupancy of the Library will be limited to under 50 during the first
couple months of the school year until a temp second egress can be secured for use. This
issue has been reviewed with Building and Fire Dept.
• PBC asked about communication; and how will information gets disseminated to the schools
and parents with regards to construction. DPF stated information will go out through the
schools / principals and will be available by the project website hosted by Hill International as
well.
• Phase III
• A resident attending this meeting asked about the planned traffic pattern to Hancock Street.
What was the decision process behind this proposal and its driving factors?
• DiNisco stated review of the existing traffic pattern showed a number of problems. (A traffic
analysis and report was done). One problem being the cueing of traffic during the morning drop
off. It often backs out onto the Hancock Street circle, vans loading need to cross busses, cars
come in and students have to negotiate through vans and busses. The goal is to get the cuing
back up resolved, and get students safely to a common spot where they can be overseen by
staff.
• DiNisco discussed the revised traffic plan which introduces a passage very close to the main
lobby entrance and showed the increase amount of cuing space with the added circle path.
• Residents stated they feel this could double traffic on the Hancock Street side if Sedge Road
side does not allow for drop off and pick up.
• PBC addressed the residents that this revised plan could allow for drop off and pick up on both
sides of the school, and will fall under the schools' decision as to what policy to implement.
• DiNisco stated that the recommendations were discussed with the school and traffic consultants
were hired to do the study and the report is available.
• DiNisco presented the 1St floor plan to show added school access points with the proposed
traffic plan and renovations.
• A resident brought to attention the traffic on Victory Way due to a walking path to the school and
parents drop off here.
• Resident stated the Principal wants all students to enter the school at the same entrance; how
does this effect students who walk and bike to school?
• PBC stated that this was not the correct forum for policy discussions and they should discuss it
with School Committee.
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5. Clarke MAAB /Variance
• DiNisco reviewed the areas where we are seeking a variance.
o A steep hill exists at Clarke, and DiNisco discussed taking the plaza and raising it 4 -5ft.
This would get rid of the steps and allow for a real plaza for kids to be safe in, and
reduces the steepness which flattens out towards the entrance.
o Due to the existing slope, a portion of the walkway cannot be made compliant, and a
variance is needed.
o The auditorium needs to meet the current code for persons with disabilities allowing
access to the stage. A Lift was installed some years ago to give accessibility for this
purpose but is now considered non - compliant. The towns Commission on Disability has
supported the intent to seek a variance for the existing lift.
6. Clarke and Diamond Discussion
• Clarke
o Plaza design was discussed; the possibility of reducing the canopy size and adding
steps to another part of the parking lot.
o PBC stated this could be a potential savings of $150,000 and should be reviewed by
more than just the Principal.
o A comment was made regarding concerns about the kids coming from the fields and
walking up the hill /slope to the plaza instead of using the stairs.
o PBC stated students coming from fields should be using the gym entrance. They also
gave a suggestion about adding stairs.
o There was some discussions that the Principals should not have the authority to be
making final decisions and that School Committee should be involved.
o PBC discussion regarding the stairs included reducing the number of steps, relocating
the stairs, and breaking the canopy into two sections so it isn't so high at the bottom of
the stairs.
• Diamond
o DiNisco discussed the landscape and the grade changes around the plaza. He
discussed adding bushes and concrete benches, to make the cross grades work at the
plaza.
o PBC asked about the courtyard space and DiNisco stated it had not been addressed as
of yet, but is still on the table. Changes will be reviewed.
o Steel alternate was asked about related to the music /drama room, and DiNisco was
going to get a price for that.
7. Commissioning — Hill
• Advertising for a Commissioning Agent will be in the central registry next week.
• Hill is looking to receive proposals in two weeks and have an agent selected by 5/13/16 or there
about.
• Hill stated there is an opportunity to be on the committee to review the candidates. There were
no volunteers.
• PBC asked what happens if the Commissioning Agent observes anything about the mechanical
system, and would it be too late for changes at this point. The CxA will insert a spec section in
the final specs and be a part of submittal review.
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• The DPF's current CxA rep has been participating with design review meetings to date, but that
CxA is no longer available.
8. On -Site Materials Review
• PBC inquired about time for material selections.
• A non - quorum site materials review meeting was scheduled for May 5th at 9:OOa at Clarke for 1
hour, followed by a meeting at Diamond for an hour.
9. Hastings Update
• Andrew Clarke and Curt Barrentine introduced themselves as School Committee Appointees for
Hasting's.
• DPF handed out a "Draft Hastings Schedule for PBC Comment" for review.
• DPF reviewed the Eligibility Period status and enrollment status for Hastings. It was agreed in
concept, due to the 645 student enrollment numbers, that 30 classrooms would be planned for
the new Hastings project.
• An MSBA board meeting is scheduled for 5/25/16.
• DPF stated they cannot start RFS until MSBA board votes.
• A discussion on numerous scheduling scenarios took place. August 2019 is the goal for the
new school building.
• MSBA allows 1 year for the full Schematic process, we are looking to do this in 8 months.
• PBC's participation in the OPM, Designer, and CM selection process was discussed.
• Jon, Dick, and Peter volunteered for OPM selection.
• Andrew, Jon /Eric, and Curt volunteered for the Designer process.
• Chuck offered to be involved with the CM process.
10. Next Meeting Date May on Thursday April 28th at 7:OOpm
Motion to adjourn was made and seconded: Meeting adjourned at 9:55pm.
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