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HomeMy WebLinkAbout2016-12-22-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 Diamond Middle School Hastings Elementary Fire Station Margaret Coppe Curt Barrentine Robert Cunha Edwin Goodell Andrew Clarke Joseph Sirkovich Clarke Middle School Lee Noel Chase Howard Hobbs Visitors Center Joel Berman Peter Kelly December 22nd, 2016 Members Present: Jon Himmel, Peter Johnson, Dick Perry, Carl Oldenburg, Philip Coleman, Charles Favazzo, Howard Hobbs, Margret Coppe, Edwin Goodell, Curt Barrentine, Andrew Clarke, Robert Cunha, and Joseph Sirkovich Members Absent: Lee Noel Chase DPF Staff: Patrick Goddard, Director of Public Facilities, Mark Barrett and Ann Marie Ponzini 7:00 - The meeting was called to order. Motion to approve minutes from Oct. 31st, 2016 Public Safety Designer Interviews — APPROVED Motion to approve minutes, with typos noted for correction, from Nov. 10th, 2016 PBC Meeting - APPROVED 1. Clarke /Diamond Status Update - Paul Kalous (Hill) & Ken DiNisco (DiNisco Designs) Hill reviewed a slide presentation for the November & December Schedules of Priorities and Budget information for Clarke & Diamond. Clarke November Schedule Priorities • Completed Tarp enclosure Installation at Addition. • Completed structural steel detailing and inspections except for the gym storage closets and Stair #3. • Completed Gravel Base for Slab on Grade. • Completed slab Rebar Installation. • Started Mock Up of wall for brick, window and flashings • Completed GMP package to owner for contract • Photos of work at Clarke were shown. Clarke December Priorities • Complete Underground Plumbing at addition • Pour Roof Slab and Second Floor Slab on Deck. • Pour Slab on Grade. • Start Roof Blocking. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 • Start Framing Exterior Walls. • Complete ERU punch list for Locker Rooms. Diamond November Schedule Priorities • Final Steel Delivered. • Completed Steel Erection. • Completed Metal Deck Installation at Classroom Addition. • Completed Pavement Inside Fence. • Completed Underground Plumbing at the Cafeteria. • Completed Tarp Installation and Temporary Heat at Classroom Addition. Diamond December Priorities • Pour Slab on Deck at Classroom Addition. • Complete Underground Plumbing at Classroom Addition. • Pour Slab on Grade at Classroom Addition. • Complete Punch List in Locker Rooms. • Add 15 Additional Parking Spaces on Sedge Road. • Install Tarp for Temporary Heating at Cafeteria. • Photos of work at Diamond were shown. December Budget Update • The approved Construction Budget is $51,586,281. • GMP Encumbered to Date is $49,717,033. • About $88,000 has been spent from cm overtime since the beginning of the project. • Approx. $600,000 in pending pcos, claims, charges, etc • Hill stated work is ongoing, and there are some concerns on how the project is progressing and being managed, citing; o Construction schedule concerns and as of now construction is 5 days behind schedule. Hill has been trying to get updates since November 5th o Analysis for the financials, in Hills view, is lacking. Paid allowance numbers are inadequately organized. Payment items do not tie together adequately. o DiNisco commented on the lack of leadership on site. No real central leader pushing schedules, and contractors in getting their jobs done. o DPF stated when the first phase was not getting done on time, a meeting was held with Bond executives back in October. o DiNisco feels this is not a crisis, but critical and needs to be fixed. o DPF informed the committee that they will be notifying Bond for a January 12th, 2017 meeting request at 5:OOpm with the Senior Vice President of Bond, to discuss the project teams concerns. PBC Meeting 12.22.16 2 o Three DPF members are participating in this discussion, Jon Himmel, Howard Hobbs and Chuck Favazzo. • A question was asked about the disposal of the PCB soil and Hill stated it is already gone. 2. Fire Station Proiect - John McElravy (Tecton Architects) & John Wilson (Lexington Fire Chief) Jeff McElravy of Tecton Architects was introduced to PBC. Jeff will be working on the Lexington Fire Station Project; as well as, reviewing the Police Station. • Tecton met with both Fire and Police to get feedback for both programs. • Police program is currently approx. 30,000 sf and Fire is approx. 22,000 sf. • Collecting ideas for the design over the next couple of weeks. • HDC has assigned Bob Adams as liaison. • Had conference call with the Historic Commission liaison and discussed site characteristics. • Tecton presented early stage drawings of various options for the Police and Fire designs. • PBC asked if it is realistic to use any part of the existing Police Station. • Tecton has initial thoughts to not re -use much of the existing, but certainly is looking at all possible design options, cost impact of using the existing building, and any concerns with the Historic Commission. Fire Project • Liberty Mutual Building could handle the Fire Station, but not the apparatus. • Leasing and installing temporary apparatus bays is the path. • A lot of residential exists in the back of the building, and needs to be taken into consideration. • Tecton stated they are looking at having floor plans in early January, showing some initial ideas. • PBC asked if comps from other communities have been done. How is the square footage being validated? Tecton stated getting comps was not described in his scope of work, but could do this. • DPF questioned how the Donham & Sweeney Architects study compared with the new programs. The Police Station is slightly larger than the D & S report and the fire is similar or slightly smaller, at this time. • It was asked if the traffic study will be done by next meeting — No. It will be a couple of weeks of counts, number crunching, and then early February for proposed traffic solutions. • Next meeting dates were discussed. • Fire Project goes to Town Meeting this year, not Police. PBC Meeting 12.22.16 3 3. Hastings Proiect —Trip Elmore & Rachel Milaschewski (Dore & Whittier), Donna DiNisco (DiNisco Design) & Louise Lipsitz (Hastings Principal) See attached meeting minutes from Dore & Whittier for the Hastings School Portion of the meeting. Motion to adjourn was made and seconded: Meeting adjourned at 10:OOpm. PBC Meeting 12.22.16 4 Lexington Permanent Building Committee Meeting Maria Hastings Elementary School Building Project SBC MEETING MINUTES DATE OF MEETING: December 22, 2016 at 7:OOP.M. at 201 Bedford St, Lexington MA PROJECT: Maria Hastings Elementary School Building Project Dore & Whittier Project #MP16 -0112 SUBJECT: School Building Committee Meeting (D &W #5) ATTENDING: Jon Himmel Andrew Clarke Curt Barrentine Richard Perry Charles Favazzo Philip Coleman Peter Johnson Carl Oldenburg Louise Lipsitz Pat Goddard Mark Barrett Judy Crocker Trip Elmore Rachel Milaschewski Donna DiNisco Ken DiNisco Lexington PBC Chair Lexington PBC Lexington PBC Lexington PBC Lexington PBC Lexington PBC Lexington PBC Lexington PBC School Principal Lexington DPF Lexington DPF School Committee Liaison DWMP DWMP DiNisco Design DiNisco Design 1. Approval of November 10, 2016 and December 8, 2016 PBC /SBC Meeting Minutes — PBC Motion to approve and certify the November 10, 2016 meeting minutes as the official record for the MSBA and December 8, 2016 PISBC Meeting Minutes by C. Oldenbug, ,2nd by D. Perry. Minor typo corrections were cited on 11/10/16 — Page 2, #5 2nd line "out should be our" And 12/8/16 — 2.b.3 "Barrantine should be Barrentine" VOTE: Unanimous to approve 2. Presentation of Options and Preliminary Cost Estimates D. DiNisco ran through their presentation (see attached) reviewing each option and concept of each option from a base repair, an add /reno option, and a new building. She reported the current cost estimates which were recently received by PM &C and AM Fogarty, stating that the estimated cost of the add /reno came in at $59,300,000 (does not include cost of needed swing space), and the estimated cost of the new building came in at $61,700,000. A NIA; E iM'E E N 1 A.R"1'NE'E2 ., 1 PROJECT MANAGERS ARCHITECTS ITECT'S Ne8J11.1uui'49rano`r„ MA 01950 260 hdrrriorm6 HtrQ =cw Bldg 7 978.499'1999 h.. 9"78, 499.7C44'flax ncflwlt ttit^r° „cc T. Elmore pointed out that the cost of swing space could be upwards of $2 -3M, meaning the new building would be the most cost effective option. D. DiNisco went on to explain the site differences and parking layouts found within each option as well as opportunities for future expansion. She then explained that though the elementary school already has a large population, Option 3 does offer the possibility to expand down the road if needed. The committee discussed the estimated costs, agreeing that Option 3 would be the most cost effective and best supports the educational program. D. DiNisco pointed out that the School Committee and Community members who had attended some of the Community Meetings also agreed that Option 3 is the best fit for this project. 3. Vote to Proceed with the Preferred Option VOTE: Motion to select Option 3, Concept C as the preferred option and have the Designer and OPM submit the Preferred Schematic Report to the MSBA by D. Perry, 2nd by C. Oldenburg. VOTE: Unanimous to approve. 4. The Path forward in January — Design and Other Meetings T. Elmore of DWMP commented on the 1 -month look -ahead schedule (see attached) which was handed out at the meeting; he pointed out that the project team uses this schedule to track upcoming meetings which has recently been updated with DiNisco's schedule of bi- weekly design staff meetings. He then added that the tentative agendas for the next four meetings are also attached in case any of the P /SBC members have interest in participating. 5. Sustainable Building Process Update P. Goddard reported that the last Sustainability Stakeholders meeting was a success, and there is a follow up meeting scheduled for January 9, 2017 which C. Barrentine, PBC Member will be attending. Concerns were raised about the ability of the Stakeholders to come to recommendations in time meet the Hastings timeline and that this effort may be a guiding influence if policy discussions take longer than expected. It was discussed that the Hastings project may proceed as following the spirit of the initiative. 6. Upcoming Meetings & Public Forums: a. Scheduled meetings — i. January 12, 2017 — PBC Meeting Hastings Project portion of the meeting ended at 9:55 PM DORE AND WHITTIER MANAGEMENT PARTNERS, LLC Trip Elmore Dore & Whittier Management Partners 2 Cc: Attendees, File The above is my summation of our meeting. If you have any additions and /or corrections, please contact me for incorporation into these minutes. After the minutes have been voted to approve, we will accept these minutes as an accurate summary of our discussion and enter them into the permanent record of the project. 3