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Home My WebLink About2016-10-13-PBC-minTOWN OF LEXINGTON Permanent Building Committee Permanent Members Chairman: Jon Himmel Peter Johnson, Dick Perry, Carl Oldenburg, Philip Coleman, Charles Favazzo Project Specific Members Clarke Middle School Diamond Middle School Lee Noel Chase Margaret Coppe Howard Hobbs Edwin Goodell Visitors Center Joel Berman Peter Kelley October 13th, 2016 Members Absent: Peter Johnson, Edwin Goodell, Lee Noel Chase, Howard Hobbs, DPF Staff: Patrick Goddard, Director of Public Facilities, Mark Barrett and Ann Marie Ponzini Guests: Ken DiNisco & Angel Khazadian (DiNisco Designs), Mike Lambert & Justin (Bond), and Paul Kalous (Hill) Minutes: At 7:08, with five members present all agreed to proceed with the discussion of topics and updates. 1. Clarke & Diamond Proiect Updates — Hill Paul reviewed his slide presentation with the committee. • The foundations being constructed for the next phase are well on their way. • Steel delivery and erection should start in the next couple of weeks. Clarke -and Diamond Slide Presentation o Foundation construction photos showed geo -piers in place, steel reinforcing for grade beams, and grade beam and foundation walls. o For the summer building construction photos showed roof top HVAC unit installation and shower units with piping. o Clarke Punch list down to five items. • PBC asked what the schedules are for the steel. • Bond stated steel is a week or two behind of original plans but will still on schedule for the end date even with this delay. • Overtime was asked about, and Bond stated some work was done on Saturdays during the summer to get work done. Overtime work was approximately $80,000 for the Summer Slammer work. Bond stated from this point forward they are trying not to work Saturdays, with the possible exception of steel work for safety reasons. 2. Review of Final Contracting GMP — Bond The GMP Summary was handed out for review and discussion. • Mike Dumaresq was introduced as the new Project Manager for the Clarke and Diamond Projects replacing Dave Doherty. • Most of the trade costs are shown; with only a few trades left to buy, and a few RTA's need to be finalized. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 • PBC stated that a previous draft summary showed OT at $500k in the hold category, and tonight's summary shows $250k moving into the allowance category. PBC asked if the $250k is a studied number for the allowance. The answer from Bond was yes it was a studied number. • PBC stated that OT /allowances need to be reconciled and tracked. Will this be done through PO's and requisitions? It was stated that the town has to approve any hold expenditures. • Bond stated logs and tickets would be used for reviewing. • Approximately $310,000 in PCO's is not currently in the GMP. • PBC asked if we can get the $310k GMP. Bond replied that what could be incorporated at this time was, but remaining items still required vetting by the team. • PBC stated in May $50,100,000 was the budget, and $3.2miI in sub -bids is under what was estimated. Where did the unrealized savings go? • Bond replied that there some of the Filed sub Bid savings was due to insurance adjustments (CCIP) and some will be captured in approx. $2,000,000 in holds or allowances. • PBC asked if there are any big winners or losers with this project. o Bond stated we are in decent shape environmentally and are over some big site hurdles. • PBC asked about flooring and any moisture mitigation. • Bond stated flooring adhesives used with moisture mitigation of 99% RH. • PBC asked if GC's and Fee is a mixed number, and are the GC's today the same as when we first started. If not what is the adjustment? • Bond stated at one point each school had its own fee, then they were combined. There is a histogram with the breakdowns. • PBC asked if any sub - bidders are on a watch list and if there are any issues. • Bond informed the committee a few trades are still being worked with. • PBC asked if there have been any code or inspection concerns — NO. GMP to Budget Summary Slides - Hill o Budget $51,500,00 (Clarke: $16,292,148 and Diamond: $35,210,270 ) o Proposed GMP $49,335,942 ($2,164,476 under the budget) PBC: Motion to approve Bond GMP of $49,335,942 as defined on the Estimate Summary Spreadsheet dated October 11th, 2016, as presented. This is $2,164,000 below budget and also includes $3,531,000 in Owner's Contingency. Motion Seconded and is Unanimous. 3. RFS 17 -24 Police & Fire HQ DPF discussed the appointing of individuals for the committee. Two representatives will be appointed for Police and two for Fire. • For Fire: Joe Sirkovich and Bob Cunah have been selected by the Town Manager for the Designer Selection Committee. • PBC appointed Dick Perry, John Wilson, Mark Barrett and Pat Goddard for the designer selection committee. PBC Meeting 10.13.16 2 Motion to approve the appointment of the designer selection Committee for Public Safety Buildings. Motion 2nd and APPROVED. • DPF informed the committee that five architect firms showed up for the walk through for Police & Fire on 10/11/16. • PBC asked what exactly the Police /Fire project is. • DFP informed the committee there are a couple of scenarios; o Each building is approximately a $19,000,000 project. o Purchase of the Liberty Mutual Building to renovate, and then move the Fire Department there on a temporary basis, while Fire HQ is torn down and rebuilt. o Police could stay at their current location after renovations or Liberty Mutual Building could be a temp police Building or a permanent new Police HQ. • PBC asked why not tear down the Liberty Mutual Building and build a new Fire Station there. • DPF discussed prior location studies and that the present site was superior to fire Department response to the town. • PBC asked if the East Fire House will be eliminated — NO. • PBC commented they feel the program needs to be analyzed better. Donham & Sweeney did not include East Lexington Fire in the study. • There was a discussion on the timing of the Fire project and the school project (Hastings) and how they relate to each other and a special town meeting. • DPF stated that we might have an answer by the November 10th PBC meeting for when the vote for debt exclusion might be. • PBC asked about the Armenian School and if it was still being considered for purchase • DPF stated the town is still looking at that building and perhaps the Lexington Children's Place was a possible use. 4. Remote Access — Board of Selectman (BOS) Policy • DPF distributed copies of the Board of Selectmen Policy for review. • The committee agreed that if a PBC member is not available to attend a meeting, it would be beneficial if they could still participate via a conference call. • Discussion ensued including the idea that remote participation be available at every meeting and references to the policy requiring advance approval of its use and the BOS desire that it be an infrequent event. • DPF will inquire with IT department on needs for setting up the proper equipment. Motion to adjourn was made and seconded: Meeting adjourned at 9:OOpm. PBC Meeting 10.13.16 3