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Home My WebLink About2018-04-12-PBC-min.rev 13 S177516? NtiC TOWN OF LEXINGTON k A Permanent Building Committee a 3 A Permanent Members Lan ARRILI'Y' , Co-Chairman: Jon Himmel&Co-Chairman Dick Perry Fx'"G1O Philip Coleman, Charles Favazzo, Carl Oldenburg, Peter Johnson, Howard Hobbs Project Specific Members Clarke&Diamond Schools Hastings Elementary Fire Station Visitors Center Pelham Road Margaret Coppe Curt Barrentine Robert Cunha Joel Berman Hank Manz Edwin Goodell Andrew Clarke Joseph Sirkovich Peter Kelly Teresa Wilson April 12, 2018 Members Present: Jon Himmel, Dick Perry, Philip Coleman, Charles Favazzo, Carl Oldenburg, Robert Cunha, Joseph Sirkovich,Andrew Clarke, Teresa Wilson Members Absent: Peter Johnson, Howard Hobbs, Curt Barrentine, Hank Manz Historic Districts Commission (HDC): Paul O'Shaughnessy, Anne Eccles, Edward Adelman, Thomas Fenn, Bob Adams DPF Staff: Mike Cronin/Director of Public Facilities, Mark Barrett, Ann Marie Ponzini 7:00 - The meeting was called to order— 201 Bedford Street, Cafeteria 1. Fire Station Exterior Design Review with HDC— Jeff McElravy& Matt Salad (Tecton Architects) John Wilson (Lexington Fire ChieQ Jeff's presentation showed a front schematic rendering of the proposed Fire HQ. Front, back and side elevation drawings were also presented. • The four bay doors will utilize a bi-fold door which opens to the side. The doors open quicker, are more reliable, and won't block ceiling lighting & sprinklers like an overhead opening door would. • Solar for hot water collector will be located on the back roof shielded from view by gables. The rest of the roof will be covered in solar [PV] panels. • Exterior material samples were reviewed by the HDC. HDC commented on the expanse of concrete in front of the apparatus bay doors and a desire to break up the mass visually. It was asked if something could be done to make it look more inviting; possibly stamping, adding a color or adding a stripe for each bay door. This will be further reviewed by the design team. • Truck washing will be done in the back of the building with special drainage for water disposal, and won't have an effect on the concrete area in front of the bay doors. HDC's portion of the Fire Station Review concluded at 7:351). Continued Fire Station Review with PBC Jeff discussed with the committee the use of a Gas Boiler System to serve the Radiant Floor. Radiant flooring would only be used in the apparatus bay area during the winter months. The gas boiler could also serve for emergency backup to help during power outages which would reduce the emergency generator size. • PBC asked about the size and footprint of the emergency generator and decibel difference as well as the day tank size and overall unit size. • DPF asked if the radiant floors are to be heated by gas; what the cost savings and operating costs would be. 201 BEDFORD STREET 9 LEXINGTON, MASSACHUSETTS 02420 • PBC stated that overall direction is going all electric, but PBC is also to follow best practices. If implementing gas for the radiant floor is the best practice for the Fire HQ, this should be put in the base bid and an alternate all electric bid should be presented. Upcoming schedule of items were discussed. Construction Documents (CD) are set to go to the estimators on Fri. 4/13/18, (90% CD). • Advertising in the Central Register on 4/4/18. • RFQ for pre-Quals available on 4/11/18 to GC's & FSB's • Abutters meeting letters to be sent out and meeting will be held on May 2nd, 2018. The LEED process and certification cost associated with LEED was discussed. Jeff stated as of the last checklist, we are a solid Silver, and close to Gold. Motion by PBC to recommend that the Primary Contract Documents be prepared and designed with a Gas Fired Boiler to heat the apparatus bay flooring area; thereby optimizing the emergency generator size, but also prepare a Bid alternate to increase the emergency generator in size to enable floor radiant heating electrically. Seconded —APPROVED Motion by PBC to recommend that the Fire Station project follow the LEED path but the formal submittal for LEED acceptance not be pursued and that this recommendation be sent in a letter drafted by DPF to the Town Managers office and Board of Selectmen. Seconded —APPROVED 2. Hastings Update— Michael Burton & Christina Shefferman (Dore & Whittier) Minutes submitted by Christina Shefferman. Hastings portion of meeting started at 8:05 pm. Mike Burton presents PBC with power point presentation explaining the iGMP1. Agenda includes iGMP1 Summary, Construction Timeline, GMP Process, and Financial Summary. iGMP Summary Sitework Bidders 3 bidders, all bids within 6% All bidders reputable firms with strong large site backgrounds Close competitive pricing indicates excellent construction documents All bidders able to provide manpower and equipment to facilitate our schedule Scope Included: Earthwork (site clearing thru foundation prep) Geothermal-LaFramboise Well Drilling Ledge Removal-Maine Drilling and Blasting Site Utilities (water, sewer, storm, electrical duct bank) Sitework scope remaining to buy: Athletic & Recreational surfacing, landscape, and misc. site improvements PBC Meeting 04.12.18 2 Construction Timeline Approval of this iGMP1 allows CM to award the site work immediately upon approval to secure contractors (manpower, materials & equipment)for this summer's work as well as to begin the submittal and approval process for materials. Timeline: Award site contractor: 4/13/18 Submittal/shop drawing process: Mid/end May Geothermal wells: 6/8/18 Enables foundation work to begin October 18 GMP Development Timeline Based on the utilization of Early Release Packages (ERPs) the project team anticipates 3 interim GMPs prior to the 4th and final GMP Timeline: iGMP1 - 4/12/18 Earthwork, Geothermal, ledge removal, site utilities iGMP2 - 5/10/18 Foundations/Steel, landscape, playground surfacing, misc. site improvements iGMP3 - 10/11/18 Mason, misc. metals, glazing, thermal/moisture protection, finishes, elevator, fire suppression, plumbing, HVAC, electrical Final GMP-12/13/18 Existing conditions, rough/finish carpentry, storefront curtain wall, (remaining) thermal,/moisture protection, non-trade finishes, specialties, equipment Financial Summary for iGMP1 AM.Fogerty Estimate from DD (control) $8,195,896 Walsh bid amount $8,943,555 Delta $747,659 Contingency (this package represents 18% of the scope to buy) Design Contingency ($2,060,793 x 18%) <$381,247> Escalation Contingency ($1,114,374 x 18%) <$206,159> Remaining Delta $160,253 M. Burton asks the PBC whether any members would like to be involved in the upcoming prequalification process of the trade contractors. A. Clark from the PBC said he would like to be involved in the process. Motion was made by C. Favazzo, and seconded by P. Coleman to approve the iGMP1 for the Maria Hastings Elementary School Project. All in favor: yes. Motion passes. Hastings portion of meeting ended at 8:35 pm. PBC Meeting 04.12.18 3 3. LCP Project— Donna DiNisco & Vivian Low (D/Nisco Design), Liz Billings-Fouhy(LCP) Donna reviewed the memo for Gas Heating Recommendations for LCP. It is the design team's recommendation to add a gas heating section to the ERU for situations such as a loss of power to maintain a 60°temperature while students and staff remain in the building, as well as in case of extreme cold weather. DPF stated they experienced units stopping due to cold conditions, with wind chills dropping to below temperature to run. Emergency generator to support VRF system, allowing to run system(s) in case of an emergency to maintain heat of 65°-67° degrees. Administration area would be maintained at about 60°degrees. Gas system attached to the ERU as discussed. Motion by PBC to supplement the existing design for a Gas Fire Unit to be tied into the Emergency Management System for operating the VRF at an upcharge of$6000 +/-. Seconded —APPROVED Early Site Preparation (ESP) Bid Results Review Donna stated S & R Corporation was the lowest bidder. They are a large company with experience in demo and asbestos removal and hazmat. 34 projects evaluated with a 96% DCAM rating. They are found to be very professional and efficient, and take safety seriously. It was stated there will be additional hazmat costs due to damproofing going down two more feet on footings. Motion by PBC to accept the low bidder S & R of Lowell, MA. Seconded —APPROVED Prequalification's out on the street and ends 4/26/18. PBC request a review meeting on 5/24/18 review and vote to accept pre-qualifier, notify by 6/2/18. 4. General & Other Business Jon H. recapped the Sustainability discussion from the 4/3/18 PBC Meeting. Policy& Procedure, implementing a Matrix and how it relates to executing projects was discussed. Feedback is needed and in a workshop format. Capital Expenditures Committee (CEC) representative asked where their involvement, if at all, would be needed. March 18th, 2018 PBC minutes reviewed. Motion by PBC to accept 3/18/18 minutes as amended. Seconded —APPROVED Motion to adjourn was made and seconded: Meeting adjourned at 9:30pm. PBC Meeting 04.12.18 4