HomeMy WebLinkAbout2001-07-18-PBC-min.pdf TOWN OF LEXINGTON, MASSACHUSETTS
PERMANENT BUILDING COMMITTEE
Minutes of Wednesday July 1 R. 2001 meeting in the Construction Trailer on the high school
grounds, as approved December 13, 2001
The meeting was called to order at 7:00 p.m. by Chairman Kelley with other PBC members
Johnson, Kennedy Pierce, Poinelli and Touart present. Also attending were Project
Manager/Owner's Representative Bill Kealy; Cary Library Director Carol Mahoney and
interested citizen Jonathan Himmel.
Materials distributed included the following
Meeting agenda, plus all those materials previously mailed to committee members
Preliminary discu.ssiorprior to appearance of Hale and enaineers who worked with him centered
on the distinction between scope and cost of project, the latter being often the effect of inflation
rather than an increase in value of product the town received. The only additional request from
the town that might affect scope might be changes to the design of the chiller pit to address
decibel limitations. Tom Arthur's review did trigger more work, but that was due to prior lack of
coordination, committee members pointed out. Hale's contract amendment of$165,000 included
contract suspension and Douglass-requested changes, included relocation of the transformer.
It was noted that one architect hired by Hale had not been paid in full (only $2,000 or$10,000).
Questions arose about the beginning of the 56 months of Hale s contract, that is supposed to end
February 2002. The construction calendar extends 16 to 22 months beginning March 2001 The
chiller pit location was approved in April 2000, and Erdman Anthony hired in August 2000.
There is no record of Erdman Anthony's acceptance of this assignment and no record of
committee discussion of the ducted return air distribution system.
Discussion with Hale and enaincers associated with Erdman Anthony represented by Stephen
Hassell, mechanical engineer Gus Misail and one other person. Hassell presented his defense of
need for more funds based upon his firm s recommended improvement of a ducted return air
distribution system that generated need for changes to the lighting plans; the addition of radiant
heating (later noted that this had previously been considered as an alternative for one area of the
library), chiller equipment relocation and modifications; inadequate size of the existing
mechanical room; and elevator relocation. Committee member asked if these changes in scope
had been authorized by the owner, or with owner s input. Hassell flagged the elevator relocation
as a difficult task in the last few weeks of design. Kelley commented on the number of
adjustments called for in Tom Arthur's review In response to a query by Poinelli, Hassell said
he did not anticipate additional construction administration charges. A Construction Documents
Amendment resulted from an internal review process initiated by the engineers. Therefore the
schedule had to slip. However, Hassell noted that the library now has a good contractor partly
due to his urging that Alexander bid the job.
PBC Minutes of Wednesday, July 18, 2001 - page 2
In his defense Stephen Hale told that the original fee schedule was inadequate due to need for
him to pay overtime to get out construction documents and a time stretch in these preparations.
He admitted that he had not fully anticipated the changes requested by the Historic Districts
Commission. Hale additionally complained that he had received no payment since March 22.
Kealy explained that this was due to delay of a missed payment request deadline, and that a
check would be forthcoming this week.
Debate about the reauests for more nay after the engineers and Hale had left centered upon
possible justifications for more money Among them recognized by the committee:
1) HDC-requested modifications
2) value addition by Hassell's recommended changes
3) overtime for architectural services in March and April this year
Money for these extras would have to come from contingency or from Furniture and Equipment.
It was noted that a 2.6 multiplier is excessive. Elevator relocation need was a result of Hale's
error. Kealy cited a need for the committee to settle on enough extra money to get the job done.
Recommended that the committee produce a counter-proposal to Hale, and a committee of Pierce
and Poinelli in consultation with Kealy and Himmel set the amount. A straw vote among PBC
members produced an agreement that an amount between $150,000 and 200,000 might be
offered, and it was suggested that checks should go directly to engineers and architect/employees.
It was also recommended that Hale be asked to submit a statement of money owed engineers and
BBC, whose claim was deemed legitimate but backed by a poor letter. Hale s lack of adequate
communication throughout his work for the town was lamented.
Meeting adjourned at 10:18 p.m.
Respectfully submitted,
Erna S. Greene, Secretary