HomeMy WebLinkAbout1999-12-06-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of Monday December 6. 1999 meeting in the Conference Room, School Administration
Building, as approved April 20, 2000.
The meeting was called to order by Chairman Kelley at about 7 12 p.m with other PBC members
Brockman, Himmel, Johnson, Poinelli and Touart present. Also attending: Project
Manager/Owner's Representative Michael Melnick, School Committee member Barrie Peltz,
Superintendent of Schools Patricia Ruane and Director of Public Works/Engineering George
Woodbury (briefly). Appearing later were Gary Markowitz of Kilojolts Consulting group, Philip
Lewis of HMFH, and Noriko Hall of Daedalus Estimators.
Materials Distributed
Agenda and Pending Issues from Michael Melnick
`Building Maintenance" -undated thoughts/unification defense by George Woodbury
School Capital Plan Contingency status report revised 12/5/99
Memo from Melnick to Kelley RE Capital Plan Bid Alternates
Copy of 12/5/99 letter from Gary Markowitz to John Moynihan
Science lab preferred classroom plan sketch dated 12/6/99
Compatibility of energy control systems among all town buildings was urged by Woodbury He
The advantages of his plea are further explained in his paper, `Building Maintenance.
Discussion with Superintendent Ruane who reported that high school principal Lanoue is willing
to give up the extra classroom in exchange for space on the other side and that she has promised
Moynihan to find space for the print shop somewhere in town within two years (maybe not in a
school). This would save about 2200 square feet of space and reduce building over poor terrain.
Another cost-saving might be realized by upgrading rather than demolishing the 6th grade earth
science room at Diamond.
Regarding bid alternates, the state will not allow elimination of window replacement in the high
school gym. Add/alternate decisions are not needed instantly, but the School Committee needs
to be kept informed on avenues being explored for these, starting tomorrow night. Noted that
add/alternates should be devised so that the presently projected 2.1 percent contingency could
reach five percent; about$800,000 more possible cuts would be needed in order get there.
Considerable concern was expressed by PBC members that the contingency had been estimated
at 10 percent in October and that it has dwindled. The committee agreed to a five percent
minimum contingency before construction. Explanation to the School Committee for
contingency reduction should tell that construction estimates have risen from$42 to $44 due to
inflation (somewhat local to construction and regional differences from the general national low
inflation rates). In addition, a predicted five percent savings by combining middle school bidding
will not materialize, due to change in bidding climate. Other factors listed included Conservation
Commission-ordered enlarged scope of draining work particularly at Clarke; contract
PBC minutes of December 6, 1999 -page 2
renegotiation with HMFH, redoing of some design development due to cost savings" initiated in
the spring following defeat of the first school project vote, with delay of a year in the process; the
need for additional consultants such as geotechnical, acoustic and electrical testing.
When the question of how much change in plans would be acceptable to the State School
officials, Poinelli pointed out that there is considerable room for negotiating with them.
Conversation with Markowitz of Kiloiolts outlined several types of demand-side management
programs" prescriptive, custom and accelerated. At least two financing sources, one of them
the Health and Education Finance Agency (HEFA) are available. Typically in electricity a two-
year payback can be assured with utility payback of all related project costs. An inventory of use
and actual costs as well as an evaluation of the quality of lighting would be required at the outset.
The gas company also has programs, not based upon a two-year payback. Markowitz told that he
has good relations with the gas company He proposed evaluating the present lighting system
plans, working on an hourly basis, probably involving about the equivalent of two days' work.
Moved and VOTED to proceed with preliminary evaluation process for energy savings at a cost
not to exceed$1,500. Markowitz distributed his business cards, adding new telephone 861-6800.
Daedalus' suggestion for Possible savings included an analysis of front end general conditions.
PBC members recommended review of shortened construction times due to more efficient
phasing plans now being put in place. Also mentioned were who pays for insurance (the town)
and utilities during construction. When work shift came up, it was VOTED not to specify a shift
requirement at all. It was noted that night shift is most in demand these days.
Questioned on the Diamond gym floor replacement, Hoffman told that the $186,000 includes
$72,000 for asbestos removal below She added that some tectum may be taken from the
estimate. MOVED but not voted: To reopen discussion on moving the high school science
building wall, to reduce the size of the high school support wing by 2200 square feet; that HMFH
estimate the cost of design changes to remove expensive foundation and high roof area of the
high school support wing; reduce the size of offices and other changes to achieve a desired
arrangement of classrooms i.e. to ask HMFH to come up with a plan that meets program
requirements and keeps the same footprint, along with a construction cost estimate. This will be
further discussed at the coming Saturday meeting.
Meeting adjourned at 11:07 p.m. until Saturday December 11 at 8 a.m.
Respectfully submitted,
Erna S. Greene, Secretary