HomeMy WebLinkAbout1986-09-04-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of September 4, 1986 meeting held at 8 pm in room G-1 of the Town Office
Building, as approved October 1, 1986
The meeting was called to order at 8 10 pm by Chairman William Kennedy Members
present Ted Edson, Jim Scanlon, Ken Lawrence, MaryLou Touart and Herb
Grossimon Also present Linda Wik, Leo McSweeney, Bob Hutchinson, Jim
Maclnnes , Dick Heydecker, Ian Aitchison and Susan Adler
Bills approved payment of $107,884 85 to Barbato Construction; payment of
$14,000 to KLQ The Committee also approved the certificate of substantial
completion for interior portions of the fire restoration work at Bridge Bridge
is currently occupied under a temporary certificate of occupancy; the final
certificate depends on completion of the roof repairs
Maclnnes reports The punch list for Bridge, which was drawn up on August 29,
contains only a small number of items, many of which have already been
completed
Bids for wardrobe replacement at Bridge, estimated at $22,000, were opened
earlier in the day Two bids, one from Barbato Construction in the amount of
$25,723 and another in excess of $40,000, were received The principal at
Bridge has suggested an alternative of metal lockers with carpeting in the area
so that it can be used as tutorial space It was decided to table the award of
the bid until this option can be explored further by the School Department
Heydecker reports The bids for the wardrobe replacement came in higher than
estimated because of the need to use fire-retardant materials, but the total
costs for repairs, now projected at $247,000, will still come in under the
original estimate of $278,000 A credit is due from Barbato of approximately
$2,000 resulting from change orders
The Bowman roof is out for bids which will be opened on September 24, 1986
Discussions with Aitchison At the request of Chairman Kennedy, Edson reviewed
his discussions with Aitchison which resulted in an agreement that the Town
would agree to Chartwell 's proposed fee, which would provide for their services
throughout the duration of the project's life Kennedy signed a letter of
intent to confirm the agreement
Aitchison reported that he had reviewed the 10 proposals that had been furnished
to him He supplied Committee members with copies of the 2-page summaries he
prepared for each firm, which highlighted the criteria the Committee had
identified in the RFP He explained his system of weighting each of seven
criteria (related experience; availability; representative work; fees; quality
of proposal ; references; financial stability) which developed the following
scores Horne 12; Gale 33; Rosenfeld 29; Amsler 24; Bayside 38; Drummey 37;
TAMS 23; Keyes 32; Briggs 25; Hammer Kiefer 36 He suggested a short list of
3-5 firms
There was discussion of whether the different packages of work called for
different kinds of criteria or weighting e g that design ability was not
essential for a firm that was only interested in doing roof work
After discussion it was agreed that it is premature to short-list based solely
on the written proposals It was felt that it would be useful for Aitchison to
call each firm and some references He will be trying to get further
information on the following areas the architect's interest in and desire to
relate to the Committee's objectives; the firm's track record on staying within
budgets, on schedule, dealings with contractors; recent work (within 5 years)
that is relevant, whether key staff are still in place; who in the firm is
commited to the project; quality of consultants; and whether they offer any
special expertise or are known for coming up with good solutions to problems A
final element will be the firm's presentation to the Committee
Wik indicated that the ability to produce a functional design, that was
responsive to the School Department's needs, was more important
"innovativeness "
Kennedy suggested that Aitchison draft a schedule to test the availablity
question Edson added that it could be backed up from the deadline for starting
work so that SBAB requirements are met
Lawrence raised the issue of professional liability insurance Aitchison said
the standard was coverage in the amount of 10% of the contract, agreeing that it
was an important point and noting that one firm's coverage had apparently
expired and it was unclear whether they had obtained new coverage
Meeting schedule It was agreed to cancel the meeting scheduled for Septem-
ber 10, and to meet at 7 30 pm on September 24 and 25 to interview firms which
will be short-listed at the next meeting
On a regular schedule the Committee plans to meet on the second Wednesday of the
month plus other meetings as needed
Chartwell arrangements In response to his inquiry Kennedy asked Aitchison to
provide a draft contract for the Town' s review Aitchison submitted the
requested cash flow projection which is subject to revision It was agreed that
on technical issues his point of contact will be Maclnnes in the School
Department, and Kennedy on administrative matters Kennedy told him that he is
to act as an extension of the Committee in dealing with the architects, but that
the Committee wanted to make its own decisions He will meet with Heydecker
with respect to the balance of the work to be done to Bridge and Bowman
The meeting was adjourned at 10 20 pm.
Susan Adler
Assistant to the Town Manager