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HomeMy WebLinkAbout2001-02-14-PBC-min.pdf TOWN OF LEXINGTON,MASSACHUSETTS PERMANENT BUILDING COMMITTEE Minutes of Wednesday February 14 2001 meeting in the Room 111 Town Office Building. The meeting was called to order by Chairman Kelley at 7.35 a.m. with other PBC members Pierce,Poinelli and Touart present. Also attending were architect Stephen Hale, Library Director Carol Mahoney, Bill Kealy Project Manager, Comptroller John Ryan, Town Manager Rick White and Capital Expenditures Committee member Shirley Stolz Materials distributed included only and agenda, but on display were progress CD drawings and two copies of the schedule as currently projected, one of them nearly the length of the table. Reviews of plans (the construction documents expected to be fully ready by March 5 to 6) by both the PBC and a much advised peer review, especially those of structural, electrical and mechanical systems is needed before the plans are ready to be put out on the street for bidding. Kealy noted that he has already spoken with structural engineer Tom Arthur of Cambridge who is prepared to put together a team of the various disciplines. Hale has also been in the process of asking for proposals for such a review at a cost of about $3,000. The review could take place in about a week. After the review the architects will need to incorporate the comments of the reviewers. Plans and specifications would be available to Kealy on Monday February 26. Five weeks would be allowed for the filed sub-bids and seven for the general contractors. Prior to the issue of building permits a peer review is required by law This review would check structural calculations. Kealy would ask Tom Arthur to submit proposals for both the M.E.P review as well as the required peer structural review Clerk of the Works applications have been submitted to Gail Shattuck of Town Manager's office. However, Kealy pointed out that a person would need to begin working about May 1, or when the construction contract is signed. Need for bid results will be essential as early as possible, since Town Meeting will be asked to add$2,000 to the amount already appropriated for the project as part of Article 15, a housekeeping article to tie loose legal ends of the library undertaking. Town Manager White expressed concern over the political stakes in that a 2/3 vote will be required of Town Meeting. Bid due dates of April 17 for sub-bids and May 2 for general contractors were set. The town meeting session to consider Article 15 could be May 7 and the notification to Central Register would have to go in on March 21 Director Mahoney said she would talk with Purchasing Agent McLaughlin and with Palmer& Dodge to assure that the contract language has been pre-approved to go out with the bid package. Some discussion of which version of boiler plate language should be used. Palmer and Dodge plan to use an adapted version of the 1987 wording. Poinelli said that would probably be OK as his firm uses the '87 version and not the more recent 1997 version that has not yet been experience-tested. The contract language will be needed by February 23 from Palmer&Dodge. PBC Minutes of Wednesday morning, February 14, 2001 -page 2 Scheduled nroiect durattan was examined. The schedule estimated 18 months or 78 weeks, with completion to be November 1, 2002. A discussion ensued about the advisability of including liquidated damages in the contract. This may increase the contractor's construction cost. Mahoney was asked what extra costs would be incurred by the library if there should be a delay in completion. Only storage charges, she informed. Poinelli recommended the target completion date be set ahead to January or February first, or stretched to 20 to 22 months and that only a nominal per diem charge be assessed for late completion, with `substantial completion"being defined as `beneficial occupancy' Pronosed contract for Jane Lucas interiors work would pay $10,000 for her work, with an hourly rate for any work she does before her contract is concluded. She has based her proposal on Melissa Bennet t' layout for the library's interior. Hale commented that her cost is slightly higher than other jobs but comparable to the size of the project. She would begin October 1 Architect's reauest for overtime fee was reviewed with the general consensus that the town should pay only the difference between the extra amount needed for overtime above and beyond what the town would be paying him at regular rate for what is already in his contract. Hale agreed to adjust his request accordingly An offer by a Lexineton resident to nartiallv donate an air Duality testing system will be turned down as it was agreed it would not be needed at this time. A similar offer for a particular brand of TPO roofing system as also turned down, as use of it would involve a proprietary specification. A why cost increase question raised by the Chairman was answered by the Director and architect. Adjustments to the south and east sides of library have caused an approximately 10 percent increase in square footage. In addition, the attic is now being counted in the building's area. Meeting adjourned at 9.47 p.m., until Thursday morning, March 1 at 7.30 a.m. Respectfully submitted, Erna S. Greene, Secretary