HomeMy WebLinkAbout2018-11-08-PBC-min (2) S,77SR^�h0 TOWN OF LEXINGTON
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Permanent Members
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Co-Chairman: Jon Himmel & Co-Chairman Dick Perry
fix'"6`� Philip Coleman, Charles Favazzo, Carl Oldenburg,Peter Johnson, Howard Hobbs
Project Specific Members
Clarke&Diamond Schools Hastings Elementary Fire Station Visitors Center LCP LCC
Margaret Coppe Curt Barrentine Robert Cunha Joel Berman Teresa Hank
Edwin Goodell Andrew Clarke Joseph Sirkovich Peter Kelly Wilson Manz
November 08, 2018
Members Present: Philip Coleman, Charles Favazzo, Carl Oldenburg, Curt Barrentine,
Andrew Clarke
DPF Staff: Mike Cronin/Director of Public Facilities, Mark Barrett
6:00 -The meeting was called to order—201 Bedford Street, Room 221
1. Hastings School Update— Michael Burton & Christina Shefferman (Dore & Whittier), Frank Morse
& Brian Bianchi, (Walsh), Donna DiNisco, Vivian Low& Jim Shuttleworth
Minutes submitted by Christina Shefferman
Hasting portion of the meeting started at 6:04 PM
1. D&W Agenda
M. Burton from DWMP outlines the agenda for tonight's meeting. This includes:
➢ GMP Timeline
➢ Filed Sub Bid(FSB) Update
➢ iGMP3 Comments
➢ Construction Budget Comparison/Progression
➢ Contingency Analysis
➢ Potential VE and Timing
➢ Approval of iGMP3
2. GMP Timeline/FSB
M. Burton starts discussion by outlining GMP timeline:
➢ iGMP1-Early Site Package 4/12/18
➢ IGMP2-Structural Steel and Concrete 5/9/18
➢ IGMP3-FSB+Elevator, Drywall, Fireproofing 11/8/18
➢ Final GMP-All remaining Non-FSB 12/13/18
The project team received filed sub bids on 10/9/18 and have 30 business days(11/19)to award a contract to the FSB's. WBI worked with
the non-trade FSB's and were able to offset the overage through buyout savings.
P. Coleman asks how much over budget were the FSB's. The project team responded that all bids were over by$2million(include non-
trade bids). Of the$2million,$800,000(excluding elevators)were FSB's. The elevator bid was over by$150,000,and since Eagle Elevator
did not properly submit their bid(no price was included),we were able to award the trade to WBI. WBI was able to negotiate with other
elevator contractors and received a bid lower than$200,000. Due to a previous surplus at 90%CD's,we moved the savings of$600,000
from the surplus,$400,000 of design and escalation contingency,and$1 million in buyout savings in non-trade bids to get back to budget.
201 BEDFORD STREET• LEXINGTON, MASSACHUSETTS 02420
3. IGMP3/Budget Development:
M. Burton reviews iGMP3 slide.The slide shows a progression of all iGMP1 and 2,and currently where we are with iGMP3 summary
breakdown. iGMP3 summary total is$27,547,942. 11/8/18 PBC presentation is attached for further details.
4. CM Contingency(w/in GMP):
M. Burton reviews CM Contingency slide.The slide includes:
Construction(CM)Contingency$1,323,423
Approved:$0
Pending:$236,720
Forecast:$0
Balance:$1,086,703
Remaining:82%
5. Owner Construction Contingency(outside GMP):
M. Burton reviews Owner(GMP)Contingency slide.The slide includes:
Owner(GMP)Contingency$1,500,000
Approved:$30,246
Pending:$364,177
Forecast:$421,491
Balance:$684,086
Remaining:46%
M. Burton explains that the pending column includes the unforeseen soil issues. The project team has reviewed the pending COR's that
are associated totaling$364,177. The forecasted$421,491 COR's are additional unforeseen soil issues/conditions the construction team
anticipates. Walsh Brothers is performing additional test pits,with GZA present,to determine further soil conditions and exposure. Test pit
drawing attached. The drawing indicates existing test pits and probes taken,and additional tests scheduled for 11/17.
6. Value Engineering:
M. Burton reviews Value Engineering slide. In order to offset financial risk based upon current contingency expenditure(actual/
forecast)the Project Team has assembled a list of recommended VE Items,should TOL wish to reduce direct work costs and add
money back to contingency and/or allowances within the GMP.Total recommended VE,$420k, no programmatic changes,
minimal impact to building(Cosmetic only). VE items will impact FSB contractors and are subject to deduct change order pricing.
Values on VE log for recommended VE Items have been adjusted down from estimate to approx.70%of the estimate value.
Decisions on VE will be required upon approval of final GMP(December 13th,2018). TOL to confirm process for acceptance of
any VE Items(potentially a Joint PBC/SC Meeting).
The PBC reviewed and discussed the presented VE items recommended by project team to maintain budget.
VE Log:
➢ All(D)items are new options added to the VE log
➢ The log indicates"Y"for yes, "N"for not recommended,"P"for potential""D"for deferred to the appropriate party to review
and recommend.
➢ DPF has already reviewed and made recommendations
➢ PBC recommended: C2, C12, 02, S7, C1, C4, C7,C8, C16,and D4, C1 1/N12 as potential. N71, D10,and D19 are not
recommended,and N19 as deferred.
➢ DiNisco notes that they reviewed the spray foam insulation with their consultants and have determined that it is not
necessary,there is no need for it,and no reason to keep it.
➢ M.Cronin scheduling joint PBC/SC meeting for ultimate approval of VE. Potential dates include 12/4, 12/8. M. Cronin to
confirm.
PBC Meeting 11.08.18 2
A motion was made by. P. Coleman and seconded to accept all VE items presented as recommended by the project team,due to the
constraints to owner's contingency with a depletion currently at 46%, and the project only being 12%complete.Vote: All in favor.
Motion passes.
7. iGMP 3 Approval
A motion was made by C. Fava=o and seconded by P. Coleman to approve iGMP3 11/8/18 as presented in the amount of
$27,547,942 which will release all Filed Sub Bids and including Elevator, Fire Proofing, Drywall,and Doors and Frames Hardware.
Discussion: P. Coleman states that after additional test pits have been conducted,the$420k pending or projected might be adjusted
based on what is found in those tests. Vote:All in favor: motion passes.
8. PBC Members present discussed recommendation to propose Curt Barrentine to the Town Manager as replacement for an open spot
on the PBC Committee. Members present agreed.
9. Agenda for Next Meeting(12/13/18)
TOL Confirm acceptance of any VE
Approval of Final GMP
Hastings portion of the meeting ended at 7:50PM
PBC Meeting 11.08.18 3