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HomeMy WebLinkAbout1986-05-21-PBC-min.pdf TOWN OF LEXINGTON PERMANENT BUILDING COMMITTEE MINUTES OF MEETING MAY 21, 1986 Approved October 1, 1986 Present William Kennedy, James Scanlon, Mary Lou Touart, Al Daniels , Ken Laurence and Ted Edson Also present James MacInnes, Mannie Coscia, Dick Heydecker of KLQ and Town Manager Robert Hutchinson The meeting was called to order at 7 30 P M Bill Kennedy opened the meeting providing a design process for implementing the school building renovation program authorized by Town Meeting He stated that he would like to review later in the meeting the approach to hiring a construction consultant or a management construction consultant Committee members liked the process submitted by Mr Kennedy Town Manager Hutchinson pointed out that the dates would have to be revised to allow for the start of construction prior to July 1, 1987 in order to be eligible for reimbursement It was agreed that the schedule would be revised for that purpose The Manager suggested that we designate the Architects, KLQ for repair and construction of Bridge School because of the emergency situation generated by the fire Committee members agreed it was essential to get this project underway immediately to assist in a proper opening for the fall The Committee further suggested that because Bowman was an exact duplicate of Bridge, there should be an extension of this contract to allow for KLQ to do Bowman as well in order to avoid unnecessary costs since both facilities are exactly the same and we are confronting tight deadlines dealing with our total program This leaves six facilities for receipt of proposals to be done by other than KLQ The Town Manager stated that it was his understanding that this could be done as long as the Building Committee acts as the design selection group and registers its reasons in the minutes for the emergency provisions for Bridge and the extension to Bowman because of its special circumstances Motion was made by Mary Lou Touart and seconded by Jim Scanlon to appoint KLQ Associates to move forward on plans and specs for the design and construction of Bridge and Bowman schools The vote was unanimous The Committee further suggested that the appropriate emergency repairs to the roof in sections of Bridge that were involved in the fire be moved on immediately Mr Heydecker said he would do so right away The Town Manager recommended that KLQ Associates be appointed to prepare the necessary forms working with the Town and School Administration to submit to the School Building Assistance Bureau for the grant process The Manager pointed out that they were working on extremely tight deadlines tied with proposed financing in June or July Motion was made by Ken Laurence and seconded by Al Daniels to appoint KLQ Associates to prepare the nectssary forms for submission to the School Building Assistance Bureau The vote was unanimous -2- Ted Edson joined the meeting at 8 05 P M. Contract Consultant - Bill Kennedy reviewed the attributes of hiring a construction consultant or a construction management consultant Committee members emphasized the importance of retaining someone who was not tied to a percentage of the job and was not identified in the direct preparation of plans and specs for the jobs In short, this would be an individual or organization that managed all processes for the committee including supervision of architects, clerk of the works, contractors and the like After considerable discussion by the Committee, it was agreed that a request for proposals (RFP) for a construction consultant should be prepared to include but not be limited to the following skills a construction scheduling background b contract administration c qualification of bidders d preparation of bid packages e value engineering experience f architectural selection g any other related skills required by the Committee It was agreed that Bill Kennedy, Ted Edson and Jim Scanlon would work on components of an appropriate RFP to be brought to the Committee at the next meeting Jim Scanlon said that he would talk to George Beaton of the State Designer Selection Board to see what samples might be available for an RFP The Committee discussed the possibility of receiving bids for paving at all schools and roof replacement at various schools as soon as possible The Committee felt that this was a good idea The meeting adjourned at 10 00 P M. The next meeting will be scheduled on June 4, 1986 Robert M. Hutchinson, Jr Town Manager