HomeMy WebLinkAbout2002-03-12-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of Tuesday March 12. 2002 meeting in the Construction Trailer on the high school
grounds, as approved November 12, 2002.
The meeting was called to order at 7.25 p.m. by Chairman Kelley with other PBC members
Cannalonga, Poinelli and Touart present to constitute a quorum. (Newly elected Selectman Bill
Kennedy, who can no longer serve on the committee, appeared briefly to say goodbye.
Committee member Himmel weighed in on discussions after 910 p.m. when he arrived.) Also
attending were Project Manager/Owner's Representative Bill Kealy, Assistant Project Manager
Dan Vallee and HMFH representatives Philip Lewis, Gabe Petino and Douglas Goddard.
Materials distributed included requisitions for payment and two change order requests, passed
out for inspection then collected for action and the following:
Project Manager's Agenda and Report on school and library projects
School Renovation Project Budget Update through January 31, 2002.
Revised Change Order Reouest No. 19 for a total of$36,392. that had been returned unsigned
with a request for bills of lading regarding the disposal of hazardous materials, was presented and
explained by Gabe Petino. (The net change from change orders previously authorized is now
$2,114,794, he noted.) Petino detailed five elements of the COR under consideration that had not
been previously included. The bills for item 307 on this request is for 115 cubic yards of
material costing a total of$14,104 for disposal of Transite pipe. Motion to approved the COR by
Poinelli and seconded by Touart VOTED Among the items added to the change order request
were new lenses over serving line lights in the food service area and various changes in electrical
work and new carpentry such as a new soffit to cover a height difference in a hall and a new
room added behind the block box theater. Petino informed the committee he is collecting all the
bills of lading to submit at the conclusion/closeout of the job. Cannalonga reminded that
subcontractors are to paid in a timely manner, and he recommended that no more retainage be
released until the PBC is satisfied all work is done. Petino responded that Phase I work at the
high school is substantially complete, and then the town has 60 days to release retainage.
Requisition No 24 from Peabody Construction for$475,905 caused a brief discussion of
retainage versus unpaid balance, which is still more. Motion by Poinelli to approve VOTED
Requisition No 21 by Eastern for the amount of$346,372.57 VOTED approved with the request
that more backup data be provided. Cannalonga requested that COR No. 22 be returned for
backup data on a heat pump. Work on the middle schools is 95 percent complete.
Unforeseen conditions at the high school is still being retested by the Department of
Environmental Protection since one glue daub tested positive for asbestos. The daubs are being
retested by a separate laboratory
Middle schools nunch list and painting remain to be completed as well as some acoustic work.
Another problem remains: At Diamond the caulking on the windows is asbestos. Breaking and
PBC minutes of March 12, 2002 - page 2
removing it will cost$29,000. The committee recommended that this work be done over the
summer when school is out. Clarke is almost done except for landscaping, Kealy reported.
Financial Report from Vallce was reviewed in detail. Amounts for extra services, miscellaneous
consultants and legal fees came under question. Committee members spotted some arithmetic
errors affecting pages 10 and 11 and Vallee said they would be corrected, (as sent out the
following day )
Limiting future snending was first recommended in a motion proposing that no money be spent
from the school projects unless authorized by the PBC or their representative. Subsequently the
committee decided to make this an informal request that hence all moving and storage after
November 19, 2001 (as well as acoustic work) be assumed by the School Department. Kealy
noted, however, that the project is still being billed for such expenditures. Approximately $1
million or more of negative contingency balance might be recovered from the passage of Article
4 on the Warrant for the Special Town Meeting of March 25, 2002, it was noted. Even after this
adjustment, the budget may be down as much as $300,000. In addition, there is still worry about
more possible need for asbestos abatement. More discussion may be needed with the school
department and town manager, already tight to the wire on budget matters involving moving,
storage, acoustic work and maybe furniture/equipment.
Another possible source of recovery should be explored by careful analysis of change orders and
their origin, it was suggested. if a compilation of architect's errors and omissions are not within
'industry standards," the PBC will have to talk with the architects s insurance company and
attorney David Rodgers of town counsel's office.
Library problems still exist with both the architect's contract extension and Alexandra
Construction. A concern was expressed that subcontractors, especially the engineers Erdman
Anthony, be paid. For architect Hale's contract amendment attorney Rodgers had prepared two
versions. Both appeared acceptable. Sentiment that the hiring of Lucas Interiors be cut was
expressed by some committee members, but not by Touart. It was noted that Lucas' services
were included in Hale's latest billing. Questioned if Hale's liability insurance is up-to-date and
on file with the town. Committee VO PSD to approve the amendment provided Hale s lisbility
insurance is in order. Chairman will telephone the attorney and architect.
Meeting adjourned at 10:42 p.m.
Respectfully� submitted,
Stec_
Erna S. Greene, Secretary