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HomeMy WebLinkAbout2001-04-15-PBC-min.pdf t`air {q YYY TOWN OF LEXINGTON, MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Monday May 14. 2001 meeting in the library at the Museum of Our National Heritage. The meeting was called to order at 7:05 p.m. by Chairman Peter Kelley with other PBC members,Peter Johnson, William Kennedy, and Mary Lou Touart present. Also attending was Susanna Burgett of Palmer&Dodge. Walter Pierce, not in attendance, gave a signed vote to P Kelley to be counted. Six General Contractor(GO bids were filed in the morning. The lowest bid is $11,696,00(Alexandria Columbia,Newton, MA with an 85%rating) and the highest bid is $12,968,000. The oroiect scone is now$15 million. Initially, Library Trustees were to come forward with$1 million, $4 million was to come from the Foundation, and$4.7 million from the Town. The original project was$7.8 million. A 1996 Town Meeting action had the State contributing one-third($3,011,541)the Town one-third($4.7 million), and the Library one-third($4 million)totaling $11.7 million. Project costs: Legitimate sub openings are at $6.3 million, a 9.6%increase. The GC is at $5.4 million for a total of$11 7 million. The actual bid construction costs are 23%above the January estimate. The mechanicals will be rebid in May as well as the glazing. The floor tile was bumped and the two bidders will be given to the GC. There is$1.3 million between the lowest and highest sub bids. S. Burgett added that Peabody Construction came in as the second lowest general bidder and is $200,000 over the lowest bid. There is a$2 million deficiency P Kelley said that it is asking too much of the citizens and the Foundation to make up the difference, but that the PBC may have to go to the voters to ask for more money, increasing the Town's commitment to $6 million or$7 million depending on the Library's contribution. The role of the PBC is to examine and analyze the numbers under Article 2. There is a$1 million contingency for the nroiect. B. Kennedy asked about reducing the scope. P Johnson asked what the legal options are for the PBC. S. Burgett responded that a bid has to be accepted within 30 days. M. Touart added that the State money would be gone after July 1. P Kelley stated that once the documents began to go out the chance to turn back became harder and harder. S. Burgett said that since sub and GC figures are over budget the PBC is looking at funding complications. P Johnson ins a^ it- 11E40 e: T questioned if this project was more important than the elementary school project and if it would effect the elementary school project. P Kelley said that Capital money would be used for the library overage. B.Kennedy felt that the voters wouldn't feel it. P Kelley thought that the Selectmen would ask to take tax levy debt exclusion. B. Kennedy recommended going forward because of what would be lost. P Johnson asked what the cost would be to throw bids out and pay for the new energy code which would come into effect before we could rebid. P Kelley thought that$.5 million in extra costs would have to be found as well as$2.5 million in scope reduction. With hesitation,B. Kennedy felt that the PBC should go forward. Peter Kelley asked that a motion be made to move forward with the nroiect. B. Kennedy made motion to move project forward. M. Touart seconded. P Kelley—aye;B. Kennedy—aye;M. Touart—aye; W Pierce(in absentia)—aye;P Johnson—abstained. Motion voted. Respectfully submitted, (Vit-iffei 14) Can P Shapiro Administrative Assistant