HomeMy WebLinkAbout1999-12-11-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of Saturday December 11. 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 8.20 a.m with other PBC members
Himmel, Poinelli and Touart present. Also attending: Project Manager/Owner's Representative
Michael Melnick, School Committee member Barrie Peitz, Philip Lewis of HMFH. High school
principal Philip Lanoue appeared about 11:00 upon telephone request.
Materials Distributed
School Capital Plan Contingency status report revised 12/5/99 (more copies 2/6 dist.)
Draft memo Melnick to Kelley of 12/8/99 pencil-revised from meeting of 12/10
List of deducts agreed to by school personnel in 12/10 meeting
Sketch plan of proposed reduction in support wing
Gary Markowitz 12/10/99 letter to Melnick with quick review of possible lighting savings
12/9/99 draft after 12/8 negotiating session LEA/LSC on health/safety protocol during
construction/renovation of school buildings
The meeting consisted largely of information update and negotiation on ways to trim the cost so that a
five percent construction contingency at time of construction contract signing might be realized.
Diamond concerns: Can the school operate without any more portables than the six schools-purchased
ones already there that the have, whether or not a shortened school year can be arranged?The
response: The same either way with two shortage of four to five classrooms. Phasing plans for the
school were unrolled. The academic wing is to be done in the second summer, with demolition and
preparation needed in two or three classrooms. Completion of the inside renovations is expected by
fall 2001, and then site work is planned. Noting that the building has access from two different sides,
it was suggested that some paving should be done earlier since the contractor would require only one
access. This one side should/could be paved before school opens that fall. Similarly Clarke paving
plans are to be reexamined by HMFH.
LABB area: Cutting out upgrading of LABB area HVAC improvements is not practical, but a fund
transfer from LABB program should be explored so that this improvement does not add to the project
shortfall. Other possible violations/shortcomings have been found in the area, such as egress,
handicap-accessible toilet shortage for use of building. Sprinklers and improved driveway access are
definitely planned; but the second bathroom, ventilation and egress might become could-do items.
Recommended that LABB program people be contacted as soon as possible to find out what they want
and could contribute toward. Unknown are responsibilities for custodial work, Moynihan s role in the
area, and LABB s rental agreement conditions. Noted that most of the 14-to-18-year-old students
served at the site spend little time there.
Cuts agreed at yesterday's meeting could eliminate a potential of$879,841 of cost, bringing the
anticipated contingency closer to the five percent goal. Examples: High impact wall board and epoxy
paint can be substituted for ceramic tile in halls; science lab tables are to be reused wherever possible,
with new plastic tops to be less costly than epoxy; with the print shop to be relocated elsewhere in
town, the high school support wing can be reduced by 2200 square feet(sketch plan distributed).
PBC Minutes of December 11, 1999 -page 2
Among cuts agreed was reduction in furniture and equipment(F&E) budget. This was lamented by
PBC members, and Poinelli recommended restoration of those cut funds if sufficient money
Science building decision was deemed difficult so high school principal Lanoue was invited to
appear. He strongly preferred the enlargement plans, giving more work space and better classrooms.
The long debate concluded with a request to HMFH to estimate the costs and time-requirement to plan
the alternative of not doing the bubble knock-out as is now planned (with/without `porch room").
Final decision on this issue will come at Monday night's meeting. With reluctance Lanoue agreed to
possible non-knockout of first floor, provided it could become number one on the add-alternate list.
`We'll make this work, whichever way (bubble or no bubble without porch room) he said.
High school gvm glass block wall encountered no opposition to keeping it if possible, as it provides
daylight without glare. The old windows, however, must be replaced; they also produce glare, and it
was suggested they be replaced with insulated panels, since they are not needed for ventilation as a
new air system is planned.
Bid opening timing: the high school contract signing will occur a few days after the middle school bids
are opened. In this way the bid climate can be assessed and final decisions on deduct and add
alternates for the high school can be more accurate.
Bid cushions i.e. additional contingency availability should be added in case bids exceed estimates, it
was generally urged. A total of$800,000 worth or two percent additional contingency was deemed
advisable. There are still many unknowns even in the estimate itself. First, legal comments and
revisions to the up-front conditions are not yet in. Among possibilities mentioned at the high school to
produce this cushion were eliminating the patio for common No. 2, keeping the glass block wall in the
gym, cutting out quad seating, omitting sprinklers in the gym and field house (especially since the cost
of accidental spraying should be considered) and saving on lighting fixtures due to Markowitz'
findings on rebates. Savings of$400,000 each are needed at the high school and at the middle schools.
Meeting adjourned at 1.30 p.m., until Monday December 13 at 7:00 p.m.
Respectfully submitted,
(wt_ tC,
Erna S. Greene, Secretary