HomeMy WebLinkAbout2016-09-01-PBC-minTOWN OF LEXINGTON
Permanent Building Committee
For the
Clarke & Diamond Middle School Project, Lexington, MA
Location: 201 Bedford Street, Meeting Room 221
Date: September 1, 2016 at 7:00 p.m.
Members Present: Phil Coleman, Carl Oldenburg, Margaret Coppe, Howard Hobbs, Lee Noel Chase
Members Absent: Eric Brown, Chuck Favazzo, Jon Himmel, Peter Johnson, Dick Perry, Edwin Goodell
Guests: Ken DiNisco & Angel Khazadian (DiNisco Designs), Mike Lambert & Greg Williamson (Bond)
and Paul Kalous (Hill), Judy Crocker (SC liaison)
Staff: Patrick Goddard, Director of Public Facilities and Ann Marie Ponzini
At 7:08, a quorum was still not present. Phil Coleman was the acting Chair for the evening. A verbal update
and discussion of topics was started as agreed upon by those present.
DPF stated that the focus of tonight's meeting is to review a rough draft of the GMP and to get approval of
the filed sub -bids.
1. General Project Update — Hill
Paul handed out a Project Update Agenda that covered the Summer Space Mining Work and Early Site Work
for Clarke and Diamond Middle Schools. A Trade Bids Worksheet was also handed out.
• Handout showed pictures of the work that has been completed and stated spaces are now occupied.
• Showerheads still need to be installed at both schools. One head has been installed at Clarke, and
personnel at Diamond are fine with waiting for all the heads to come in.
• A punch list was completed last week. Expecting to finish work as quickly as possible this weekend
and through next week.
• It was stated that personnel overall seem happy with the completed work.
• PBC asked if the subs performed as expected. Were extra dollars spent to get the summer slammer
portion of this project completed?
o Hill stated that overtime has been used to get this done, as well as added cost for transite pipe
removal, a possible $80,000 (work at both Clark & Diamond), however; slips have not been
fully reviewed as of yet.
At 7:20 a quorum was in place and Phil called the meeting to order.
2. Discussion of the Trade Bids - Hill
Hill reviewed the filed sub bid amounts which showed low open bids $3,241,235 less than what was
estimated.
PBC Meeting 09.01.16 Page 1
• Sub - contractor insurance programs believed to be a good part of filed sub bid savings.
• PBC asked if the action taken regarding the CORI process affected the cost.
o Hill stated the addendum to withdraw the fingerprinting requirement was also a cost savings.
3. Estimate Summary - Bond
The Estimate Summary Spreadsheet was handed out by Bond and they discussed the overall budget,
original budget, non -trade line items, and the insurance costs.
• PBC asked if any bids were questionable.. Hill stated the Fire Protection bid clearly only represented
one school and not both and the Bidder withdrew and the current budget reflects the second bidder.
• PBC asked about the significant dollar increase for site work, around $900,000.
o It was stated that vetting for the site work is being done to review those costs.
• It was stated vetting also needs to be done with some of the low bidders to confirm that their pricing
reflects the scope of the work to be done.
• Bond discussed the drywall package and stated that those bids need to be evaluated.
• $100,000 was identified for potential approval of Drywall shop drawing and submittal phases and
$100,000 was identified for potential Metal Panel shop drawings and submittal phase costs.
• PBC asked who is tracking all the holds and if the buyout was complete and based on 100%
drawings. Bond stated they will be tracking the holds, they have pricing for all trades and all pricing
was based on the completed documents.
• Bond stated project is forecasted to be at or below budget. Notable Values on the Summary
Spreadsheet were discussed.
3. Approval of the Sub -Bids
• $19,960,252 is the amount for the filed sub -bids that was requested for approval by the committee.
• DiNisco reminded the group that the bids are only good for 30 days. Need to move forward with Filed
sub bid awards for that reason and to maintain schedule.
• PBC asked if anyone on the sub -bid list is worrisome. Hill stated they have all been pre - qualified.
• DiNisco stated the major trades are okay and he feels good about the subcontractors involved.
PBC: Motion to approve the award of the filed sub -bids, applicable below the line indirect costs, and
$200,000 in allowance for noted shop drawings for the Clarke and Diamond Middle School Project in
the total amount of $19,960,252.
Motion Seconded and is Unanimous.
PBC Meeting 09.01.16 Page 2
4. Update on the Special Town Meeting (STM) 2016 -5 — DPF
• DPF informed the committee of Articles that are on the Town Warrant for the upcoming Special Town
Meeting scheduled for September 21, 2016.
o Article 3: Supplemental Appropriation for Middle Schools — Additions and Remodeling. PBC
agreed that seeking supplemental funds at STM is not warranted.
o Article 4: Supplemental Appropriation for Schools - Elementary School Modulars.
o Article 2: Land Purchases, 171 -173 Bedford Street. This requests funding to purchase the
property for municipal or school purposes and for engineering services related for potential
use by the Town.
o Article 5: Appropriate Funds for Police Station Feasibility Study. Funds are being requested
to evaluate potential sites for the Police Station.
• PBC asked if Liberty Mutual is bought, will this be a swing space for the Fire and Police
o Yes most likely.
Motion to adjourn was made and seconded: Meeting adjourned at 8:22pm.
PBC Meeting 09.01.16 Page 3