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Home My WebLink About1988-11-10-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSErib Gr a t o PERMANENT BUILDING COMIC nthJ MINUTES OF MEETING NOVEMBER 11, 1988 CotihacteaAo n/so At ( : ` ATTENDEES. William Kennedy Marylou Tuart Brian Rowlands Ted Edson Jun cranlon Ian Aitchison John Kennedy Peter Johnson Dave Smith Manny Coscia Jim Maclnnes Review and acceptance of previous minutes postponed. Progress Report - I Aitchison reported that the renovations at the High School and Harrington and Estabrook will be practically complete by the end of the year The Christmas vacation will be fully utilized by the contractors to complete outstanding items. The only outstanding work will be to the new library additions at Fiske and Diamond schools. B. Rowlands presented construction report, budget update and contingency fund statement Field House roof. I Aitchison reported that a meeting was held on November 8, 1988 between, Chartwell, Bill Kennedy, Palmer & Dodge, Briggs Associates, Morello Construction and respective attorneys. In summary, Briggs volunteered to make the roof watertight and leakproof Palmer & Dodge requested a formal offer and description of their proposal so that the Town could review it. Briggs and Morello will want to complete work as soon as possible. The PBC were then addressed by TAMS Consultants in support of their claim for extra fees. Presentation frau TAMS. .Lee page 2 TOWN OF LEXINGTON, MASSACHUSEITIS Cr PERMANENT BUILDING C06T4Iaahh J � t MINUTES OF MEETING NOVEMBER 11, 1988 Cli/io/&$1 PAGE 2 J TANS personnel present: Ron Axelrod, Barbara Manford, Jackie MONicolas, Chris Iwerks R. Axelrod outlined. - Major changes in scope - Additional services li � l - Increase in number of Contracts C. Iwerks presented information on: Program additions - incremental in nature - item by item went well beyond the scope of the original services. Example: Original entrance and auditorium program scope very vague in program dont prepared by KLQ. C. Iwerks outlined what new scope was in lobby and auditorium. Lobby - has escalated from one sentence cdescriptien to what the lobby design is currently Field House - storage areas, basketball floor was added. New lighting Weight roan expanded into larger scope. Generally, a lot of the project developed extra scope with many small examples such as these. New libraries developed greater scope after discussion with school librarians. C. Iwerks admitted that the problem may have been that notification of these extras to the PBC was late. John Kennedy addressed question that TANS had assumed too much in their design. C. Iwerks Leplied that it was a question of degree. Barbara Manford diccsissed the following topics: -Contract adminisU.dtien: degree of c :mplexity through design period translated into extra contract AdminisLLati_on. Work has been so implicated that Ruse input was necessary -Program/Budget/Cost Estimating- assembling program within budget was difficult. Cost estimating was an extra service. Value Managaient was inLLuluced which was an extra service. Change orders demanded more time. e.g F House (High School) heat, air quality problems, etc. demanded more time. Accounting was made for each extra services. - Packages: original included 3, there were actually 5. - More time was requi*ed to do this work and to bid the documents. TOWN OF LEXINGTON, MASSACHUSETTS — PERMANENT BUILDING clviiirim two MINUTES OF MEETING / Ch NOVEMBER 11, 1988 lv�o/g$� PAGE 3 - Timing* Decision to form packages was mutual. To obtain better bidding situation and attract more bidders. If TAMS had thought that extra packages would not be considered as an extra service they may not have proceeded on this basis. T Edson asked who decided on packages. HN s plied that it was a collective decision. R. Axelrod summarized that the PBC have recieved good value for money all efforts were made to this end. J Kennedy put forward the position of PBC was that extra packages were made to enable TAMS to meet dpadlines. TAMS commented that decisions were made by PBC. General dicrussion ensued on this item. 111 T Edson cemented that it was difficult to qualify that TANS had addressed what KLQ had originally planned. HN suggested that KLQ report was very vague. J Kennedy questioned that if the original KLQ report needed scjJJ La sa,.ILifg and they were jnid for such could they not have projected that extra costs in dcclgn would follow. D. Smith oammnted that scope and value of work did not increase. R. Axelrod replied that many original items were in exterior paving that were dropped for more canplicated design issues. R. Axelrod cemented that the initial fee was low but surely not by 100% T Edson cemented that them overrun in October 1987 of $162,000 has increased to $600,000 today R. Axelrod answered that it snowballed because of the extra contracts and extra contract administration. R. Axel road thanked the Committee for their consideration and offered ' any documentation for verification. i B. Kennedy reaffirmed that the bottom line of the project still is the original amount allocated of $11,870,000 Meeting closed at 10:20 p.m. B. Kennedy requested that the meeting went into executive session and reminded the committee of the Guiclalines and stated his reasons for doing so. TOWN OF LEXINGTON, MASSACiUSEris Ca o ` tW PERMANENT BUILDING COM Ilabh MINUTES OF MEETING NOVEMBER 11, 1988 Cs/ib/$gj EXECUTIVE SESSION PBC Committee Meeting. B. Kennedy P Johnson J Scanlon T Edson M. Touart I Aitchison D. Smith J Kennedy B. Rowlands The discussion of TAMS' request for extra fees commenced. M. Touart commented that TANS went to far before claiming their extras. B. Kennedy explained that Chartwell had notified him of $160,000 of extras from TAMS in late 1987 BK suggested that they be held off until contracts were let successfully I Aitchison explained that TANS were just realising that they were in a losing piupisition at that time. J Kennedy commented that we should be careful that we review our exposure before proceeding I. Aitchison commented that the Town were possibly exposed to the cost of the extra packages. B. Kennedy cemented that that there maybe some exposure because the PBC did not release details of the design bids originally He was Irl reminded that the PBC were operating under a axnpetitive bidding situation and could not disnlose the information immediately Discussion ensued on which direction to take to settle the problem. Arbitration could result in an uncertain den sion dependent on circumstances. Negotiation is the preferred way to go. B. Kennedy suggested that the PBC offer $100,000 for settlement and forte a settlement amount for TANS. Then proceed to bring the amounts together Discussion ensued on the anoint the PBC can afford to settle. Agreed by unanimous vote to offer amount remaining of the contingency as per Chartwell's calculation of approximately $116,000. Meeting closed 11:00 p.m. TOWN OF LEXINGTON MASSACHUSETT PERMANENT BUILDING COMMITTEE Addendum to Minutes of November 10 1988 meeting The meeting began shortly after 7 30 p m with Edson presiding Library progress was reported by Director Hilton Approval of contractor ' s application No 3 for payment of $5 865 was VOTED following approval of supervising architect John Davies and presentation by Hilton List of those present who constituted quorum is given below �yyr'f'cUD