The URL can be used to link to this page

Home My WebLink About2011-09-08-PBC-min TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) MeetingDate&Time:8September20117:00PM Location:201BedfordStreet Attendees:Guests: JonHimmel,PBCBrigitteSteines,PBCProspectiveMember DickPerry,PBCGaryLerner,PBCProspectiveMember PeterJohnson,PBCGreggSchroeder,DPC EricBrown,PBCDaveFinney,DPC CarlOldenburg,PBCMegColella,BridgePrincipal JenVogelzang,Bridge&BowmanMaryAnton,BowmanPrincipal ChuckFavazzo,EstabrookPaulKalous,RFWalshCollaborativePartners PhilipColeman,Estabrook/Bridge&BowmanCassiusMoore,RFWalshCollaborativePartners Staff:JoeMcWeeney,PBCProspectiveMember PatGoddard,DPF AlessandroAlessandrini,SchoolCommitteeLiaison MarkW.Barrett,DPF MaryAnneStewart,SchoolCommitteeLiaison LaurieLucibello,DPF CindyDarcy,SchoolParentRepresentative Index 1.0GeneralBusiness 2.0PublicServicesBuilding 3.0 4.0Bridge&BowmanElementarySchoolsRenovation 5.0 6.0 7.0EstabrookElementarySchool 1.0GENERALBUSINESS 1.1Minutes 9/8/11 Motiontoapprovethemonthlymeetingminutesfor9June2011,14July2011,21July2011,8August2011,11Augustand23 August2011. nd Motion:EricBrown2:DickPerryVoted:Unanimous 1.2MonthlyBills 9/8/11 DPFpresentedinvoicestotaling$150,703.75,whichwereapprovedforpayment. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 8 September 2011 Meeting 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. MarkBarrettiswaitingforproposalfromPSS. 7/13/10 Softwarehasbeenpurchased,iscurrentlybeinginstalledontownserverandDPFtocoordinatewithinstallonlocalcomputerand training. 9/14/10 DPFadvisesthatthecompanywepurchasedthesoftwarefromhasceasedtheirrelationshipwiththesoftwaremanufactureranda newvendorhascontactedthetownaboutprovidingsupport/training.PBCsupportsgettingtrainingfromthenewsupportgroup aslongastownisgettingwhatitoriginallycontractedforatthesamecosts.MarkBarrettwillfollowup. 4/14/11 DPFupdatedPBConsettinguptrainingwithnewvendor,PBCisinterestedingettingthetrainingcompletedsothatthenew softwarecanbeusedasnewschoolprojectsstart. 5/12/11 DPFreportedaquotereceivedfortrainingonprolog,butcouldonlyfindoutofstatevendorsapprovedbythesoftwarecompany. PBCmembersuggestedheknewofalocalfirmwecouldgettrainingfromthatwouldbemorecosteffective. 1.4PBCMakeupandProjects 7/13/10 Therewasbriefdiscussionaboutthemakeupofthecommittee,numbersofmembersetc,andtheissuesofworkingwiththe growingvolumeofprojectsinTown.Noconclusionsmade. 9/14/10 AdditionaldiscussionontheissuefocusedonclarifyingareasorthespecificsofwherethePBCfeltchangestothePBC organization/structurecouldbebeneficial. a.RecommendtoincreasePBCmembercore/permanentnumberfrom5to9permanentmembers. b.Haveapermanentmemberjoinedbyaclient(temporary/project)member(s)tomakeasubcommittee.PBCto approveclientmembers. c.ClientmembersshouldberequiredtocometomonthlyPBCmeetingstoreportonprogress. d.ClearlydefinewhatprojectsconstitutePBCinvolvement.I.e,studies,programming,design,construction? e.WhatistheprocessforbecomingaPBCmemberisthereanapplication? f.WhatarethedetailsofhowSubcommitteeprocesswillwork,whataretheirauthorities,cantheymakeapprovals anddeterminationsorisFullPBCapprovalrequiredatthemonthlymeeting. g.Willprojectmeetingsthathavesubcommitteememberspresentrequireposting? 10/12/10 Discussiononthisissuetookplaceduringexecutivesessionportionofmeeting. 12/14/10 ProposedLanguageforaTownMeetingarticlerelativetothePBCCommitteeformatwasdiscussedwithafeweditsproposed.First t©m©¦wr|EzÝ;tobz;|membersandchange{©;than·Þ|to{©;than·w©;;| 1/13/11 TownMeetingarticlewassenttoCarlValenteandtoTownCounsel,noresponsetodate. 2/10/11 Discussionsaroundtheneedstoproperlyvetbuildingoruserprograms,Selectmeninvolvementinstudyprocessandselectmen liaisonstostudycommittees. DiscussedPBCbylawrestructure.PatGoddardtodiscussbylawlanguagewithCarl.JonHimmelwillcomposeaprocessforPBC Committee,mailtoPBCmembersforinputandagreementofprocess. 4/14/11 GeneraldiscussiononwarrantarticleatTownMeetingpassingtoexpandPBC. Discussionregardingaprotocolforreviewingprospectivemembersandsuggestingtheycometoatleasttwomeetingsto seewhatz·xlikeandthenthePBCmemberscoulddiscussfurther. Discussiononbackgroundofprospectivemembersandthatthey7x·necessarilyneedtobearchitectsorbuilders,a HVACengineerwassuggestedaswassomeoneinanoperationsfield. 5/12/11 Theprocessfornewprojectmemberswasdiscussed. ChairreportsthattheschoolcommitteeorTownManagerappointmembersforspecificprojects.QuestionaskedifPBCshould gettomeetpersonsbeingappointedandvoteiftheyaretobeaccepted.DPFreportsthattheappointmentisperthebylaw. Page 2 of 11 PBC Meeting Minutes 8 September 2011 Meeting Discussionon7Memberorganization: DPFreportedthatthe7memberorganizationtakeseffectsome6090daysafterATMorapproximatelyAugust. DiscussionthataCriterianeedstobedevelopedfordeterminingnewmembers. DiscussionthatanHVACorCivilEngineerwouldbeagoodknowledgebaseforanewmember Discussiononusingtownlistsforseekingmembersrejected,focusshouldbeonlookingforprospectmembersindividually. AgreedPBCmembersshouldbringprospectlistofpeopletheyfeelwouldbeagoodfit. 6/9/11 GaryLerner,anengineercurrentlyinvolvedinmanufacturing,visitedthePBCmeetingtogaininsightintotheworkofthePBCin considerationoftheexpansionofthePBCmembership. 9/8/11 TherewasgeneraldiscussiononBylawsforaddingmemberstoPBC.QuestionroseifPBCshouldhaveinputintoappointments onthecommittee.PatGoddardadvisedthatthePBCisaTownManagerappointedcommittee.Theissueofwhetherornotthe PBCshouldmakerecommendationsonnewmemberstothePBCneedstobeinvestigatedwiththeTownManager. 1.5CoChair 5/12/11 TheChairleadadiscussionontheneedforacochairmanofthePBC. Discussionfocusedontheroleofthecommittee,assomedonotfeelthatthePBCshouldbetheagencyresponsiblefor {;zm|theprojectatTownmeeting. DiscussionthatATMmaywantPBCopinionsbutPBCwÒ7x·betheadvocateorproponentsoftheproject. Nodeterminationsmade,nocochairappointed. 6/9/11 EricandJondiscussedaneedtomeetandreviewphilosophyonroleofPBC 9/8/11 EricBrownformalizedbyPBCmemberspresentascochair. Page 3 of 11 PBC Meeting Minutes 8 September 2011 Meeting 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.60SiteSignageatStreet Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 11/9/10 Existinglightshavebeenpoweredupandaretoostrongandcreatehotspots,DPFtocontactlightvendorforfixture recommendations. 12/14/10 DPFmadecontactwithReflexlightingandiswaitingfixturerecommendations. 1/13/10 DPFworkingwithDPWtodevelopcosteffectivedesignsolutiontolightingissue. 4/14/11 DPFreportedthattheyhadlookedatLEDfixtures,butconcernshadbeenexpressedoverLEDlightingnotworkingwellforoutdoor groundlighting.DPFhaslookedatconventionalgroundspotlightsforsignageandisplanningtocoordinateaneffortwithDPW thissummertoimprovethelightingandplantingaroundthesign. 9/8/11 DPFtoworkwithlocalelectriciantoreplacelargegroundlightswithsmallerconventionalunitsandworkwithDPWtocreate smallmulchbedandgroundcover. 2.82WashBay Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/12/10 ItwasdiscussedthatinfuturecontractsSystemDesignStatementsalongwithtrainingrequirementsneedtoincludedesignintent. 9/8/11 Stillindiscussions. 2.83FrontWalkway Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/14/10 HKTprovidedseveralsketchesthatwouldsatisfytherequirementtoconnectionthepublicsidewalktothefrontentrance.ThePBC electedtohaveBillHadleyselectawalkwayplanfromthosepresented,thathewassatisfiedwithandgetpricingtocompletethe work. 4/14/11 Reportednoactivitytodate,waitingforsnowtomelt,DPWwillbeobtainingpricesforworkdefinedbyHKTandwillreportbackto PBC. 5/12/11 DPWhasHKTplansandisinprocessofgettingpricing. 6/9/11 Onepricereceivedtryingtoobtainasecond. 9/8/11 MarkBarretttoworkwithDPWtoseeifsecondquoteisavailableandobtainatimelineforworktobedone. 2.84CloseOut 5/12/11 PBCfrustratedthatprojecthasnotbeen{-;7Ò·|uDPFsharedthatfrustrationandwhilewehavebeenfollowingsome warrantyitems,plantings,etc.closeouthasbeenawaitingthecompletionofthefluiddistributionsystemandthesiteasbuilt.DPF ishopefulthattheseitemsarenearlycompleteandwewillbeableto{-;Ò·|project. 9/8/11 LandscapeArchitectsmetonsitewithownertoreviewclosingorderofconditionsandarenowwaitingforsmallupdatestosite asbuiltforcompletion. Page 4 of 11 PBC Meeting Minutes 8 September 2011 Meeting 4.0 Bridge & Bowman Renovation Projects 4.4LEEDCertification 12/14/10 TheProjectArchitectsoutlinedthatLEEDcertificationwasnotconsideredtobeviablegiventhescopeandnatureoftheproposed workatBridgeandBowmanandrecommendedagainstpursuingthecertification.TheSchoolt©z-z¦xthoughtthatthefunding forLEEDpursuitscouldbebettersuitedtogotowardsitemsthatwilleffectprogrammingoreducationalissues. 4/14/11 LEEDwasdiscussedanditwasagreedthatworkshouldfocusonenergyaspectsandincorporateintothespecsthoseitemsthatcan beincorporatedinthespiritofLEED.FurtherthatthelastpartofthelastsentenceoftheLEEDLtrfromDPCdated23November 2010,shouldbeEÞ;7vu|vwesuggestdesigningallsystemswithinthecurrentscopetoastandardthatwouldberequiredfor LEEDCertificationbutnotaddadditionalscopesolelyforthepurposesofachieving-;©·zEz-·zu|Andreportbackonwhat measuresarebeingdone. 4.8DPCProjectUpdate 5/12/11 DesignPartnershipprovidedageneraloverviewoftheprojectfor30%DesignDevelopmentcompletioninclusiveofexpandedscope. Primarytopicsofdiscussionwerefloorplanapproval,phasingplanforconstructionandWindowpatternsandschedule. AtnextmeetingDPCwillpinupdrawingsforreviewandbringMEPEngineer.PBCwouldalsoliketoreviewDivision1specs 9/8/11 CompleteDiv.1Specs.Nextupdateonspecsis9/16/11 4.10PhasingPlan DPCpresentedapreliminaryphasingplanthatcarriesthemajorityofworkovertwosummerswithsecondshiftworkandweekend orschoolholidayworkconsidered. Questionsandconcernsraisedincluded: Wastheestimatebasedonsuchaphasingplan,DPCconfirmedyes. Generalconcernovertheabilityofthecontractortocompletetheworkinthetimegiven AdministrativesectionneedstobeincludedinPhase1work. Aresufficientexistingconditionssurveysbeingcompletedtoavoiddelaysandchangeordersduringconstruction? Awrittennarrativeofthephasingplanwasrequested. Concernwasagaindiscussedoverthecontentandqualityofthephasingplansandspecsandadditionalinformation,i.emore detailedplan,shouldberequestedfromDPC.DPFwillfollowup. Generaldiscussionoverthetightscheduleandconcernforcompletingphasesontime. Dr.AshaskedhowconfidentDPCwasincompletingworkattheendofeachsummer.DPCrespondedthattheyfeltgoodaboutitas longasthebidprocessgaveusagoodcontractor.FurtherDPCfeltthatprequalifyingbidderscouldworkinourfavorforthisissue. ContractneedstobesignedbymidMarchtoApril1tostartspringwork.Timewillbeneededatthebeginningandendofeach summertomoveClassroombelongingsinandoutofplannedrenovationareas.WorkisincludedinphasingplanforstartinginApril fornewboilerroomconstruction.Night&weekendworkisscheduledthroughtheconstructiondurationwithdoubleshifts anticipatedduringthesummermonths. Athreesummerprojectwasbrieflydiscussedbutnotlookeduponfavorably. AFurniturebudgetneedstobeaddedtoindirectcoststoaccountfornewclassroomfurnitureintheaddedclassroomsandthe renovatedlibrarycheckoutdesks. DiscussiononsecondshiftconstructioninCentralcoreareas,preferredoverregulardayshift.Itwassuggestedthatallafternoon programmingatbothschoolsshouldberelocatedtootherbuildingsduringtheconstructionphases. Keydateswithinthesummerconstructionsequencesshouldbeidentifiedandincludedinthespecssopthattherearemidsummer milestonestohelpkeeptheprojectontrack. PBCstillhasconcernforthephasingandtheschedule. 9/8/11 Questionwasaskediftherewasanythoughtofputtingtheadministrativeareaintotrailers?AnsweristheAdministrativestaff mustbeinthebuilding. UpdatedPhasingplanswerereviewed,howevertherewasadisconnectbetweenthearchitectsandtheprincipalsinthelogistics ofswingspaceforstaffwithinthebuildingtofreeupadministrativeorcentralcorridorspacesforrenovation.Thisissuetobe reviewedfurther,however,theoverallthemewastoallowforconstructionofportionsofthecentralcorridorspacesafterthe summerbreakbutduringoffhoursorsecondshiftonly. PBCaskediflayingouttheswingspacewasincludedthearchitectsworkandtheyconfirmed. Page 5 of 11 PBC Meeting Minutes 8 September 2011 Meeting 4.11WindowPatternsandOperation 5/12/11 DPCpresentedthreewindowdesignsA,BandC.ArchitectsliketypeC.Discussionfollowed.Bhasmostoperableunits,Atheleast, Teachersandstaffwillwantmostoperableunits,whynotDoubleHung,DPChassafetyconcernondoublehung,questiononcosts changesforoperableunits. Architectstoreportbackatnextmeetingoncostsofoperableunits. 6/9/11 Discussiononhungwindowsversusprojectingwindows.DPFtoforwardinfoonhungwindowsinFiskeandorHarrington.PBC requestscostoptionsondoublehungwindows. 9/8/11 DPChasdesignfordoublehungcostinbudget+/$800,000.PBCverifiedthatschoolcommitteewasawarethat$10,000 energybenefitonwindowreplacementhadaboutan80yearpayback. 4.12Projectschedule 5/12/11 Projectschedulewasbrieflydiscussed;howeverfinaldecisionsonbidperiod,townelections,andTownMeetingmayrelyon outcomeofTownBudgetSummitmeetingtobeheldinJune. 9/8/11 ScheduleforCDcompletiontoearlyNovember. 4.14MeetingwithBuildingDepartment 6/9/11 DPCreportshavingameetingwiththebuildingdepartmentandfiredepartment.Thescopeofworkoftheprojectswasreviewed andthebuildingdepartmentandDPCidentifiedsomecompliancealternativesthatwouldberequired. Plumbingcodewaterclosetsinkitchenbathrooms Firewallseparationatexistingmodularclassrooms Maxoccupancybaseduponplumbingfixturerequestedbyplumbinginspector. 9/8/11 DPCisreadytogobackandmeetwithinspectors.Needtoschedulemeeting 4.15EnergyCode 6/9/11 DPCreportsprojectisexemptfromstretchenergycodeexceptfornewwork.PBCbelievesitshouldbebroughttotheattentionof theBOSthepathoftheprojectwithregardtothestretchenergycode. 9/8/11 Doesnotapplytorenovationwork,willapplytonewconstructionportionsofwork. 4.16HotWater 6/9/11 Plumbinginspectorhasconcernovergettinghotwaterinappropriatetime.DPCshouldtestHWatvariousspotsinbuildingtoseeif existingdeliverysystemiscurrentlycompliant. 9/8/11 Engineerbelievessomeremotenewdevicesmightneedlocalizedheaters,waitingforupdateddrawings. 4.17Skylights 6/9/11 Aparentgrouphasraisedthequestionofaddingskylightsinsomeinteriorclassrooms.PBCdiscussedhavingcostsestablishedfor addingskylights.PBCaskedDPCtopreparesomeoptionsfor6roomseachin2bldgs. 9/8/11 Afterconsiderablediscussionthroughseveralsubcommitteemeetings,currentdrawingsincludeaddingskylightsin1interior classroomateachschool. Page 6 of 11 PBC Meeting Minutes 8 September 2011 Meeting 4.18BOSPresentation 6/9/11 PBCdiscussedhavingameetinginlateJulyorearlyAugustandinvitingBOS/EnergyCommittee/CPC/CEC/TownManager. Itwasdiscussedthattheformatofthepresentationmightbebestbaseduponthephasingplan. 9/8/11 GeneraldiscussionaboutinvitingBOSorotherstopresentationonprojectwithschoolcommitteebutnotresolved. EricBrownwillcontactCarlValenteaboutBOSrepresentation. 4.20Entrance 6/9/11 Currentscopehasnoplansformodificationsatthebuildingentrancediscussiononremovingexistingentrancecanopyandadding newcanopywithnewwalksandlandscapingtoimproveschoolentrance.Itwasproposedthatthiselementoftheworkcouldgoa longwayinsolicitingsupportfortheproject. 9/8/11 SchoolCommitteevotedtomakeentranceanalternate,willrequirelighting.AfeeproposalfromDPCby9/15/11isneeded. 4.21ReviewofDesignDevelopmentEstimate 7/14/11 DPCreportsprojectdesigndevelopmentestimateis$2,834,515overestimatedSchematicDesignprojections. DPCattributedsomeofthesecostincreasesto: materialprices,ductwork,pipeandwiregoingup. Generalconditionsoriginallyasapercentage.Needfordoubleshiftsinthesummer. Complexitieswerenotanticipated. Discussionensuedonwaystobestpresentandunderstandthecurrentcostestimatesanddeterminewhereoverrunsmightbe.It wasagreedthatanadditionalmeetingwouldberequiredwithfurtherrefinementoftheestimatebyDPC. 7/21/11 DPCpresentedsummaryofprojectcostandreviewed Manywouldliketomoveforwardwiththeprojectbutitisimportanttounderstandwhythenumberswentup. Alsoitneedstobedeterminedhowreliablethecurrentnumberswillprovetobe. DPCisconfidentthatthescopeisfullycaptured,butthereisalwaysthepossibilityofmarketchanges. Alsoitwaspointedoutthattherearenofiguresinbudgetfornightlycleaningduringconstruction;andthisshouldbeaddedin. Otherdiscussionsincludedwhatcanberemovedfromtheaddedscopetogetclosertotheoriginalbudgetnumber? Whatisthepaybackonthenewwindows? PBCwouldlikeDPCtoputtogetheralistofalternatestogetbacktothe19.3number. DiscussiononOptionalSeismicbracingforBridge,thoughtswerethatifitisnotrequiredatthistimeandcanbedonewhenroofis replacedinthefuturethenpossiblywaituntilthentodoso,howeveritwouldbehelpfultoknowwhatkindofseismiceventwould causefailure.Currentlynoseismicbracingisbeingaddedunlesscoderequired. Discussiononnewentrancecanopiesincludedfavorablecommentsonaverynicedesign.Somefeltthatiftheprojectcanafford themitwouldbeapossibleadd,howevercurrentchangesinoverallprojectcostsneedtobeunderstoodfirst. Summaryofdiscussions: DPCtokeepmovingforward. Aclearerexplanationofincreasedcostisneededpriortonextmeetingscheduledfor8/11/11. If/Howcanwegetbackto19.3million? ListofDesignScope/Deducts Addalternates 9/8/11 DPCreportsthatcostfornightlycleaningduringconstructionwasaddedtothebudget. Page 7 of 11 PBC Meeting Minutes 8 September 2011 Meeting 4.22FireSeparationatModularClassrooms 7/14/11 OptionsforFireseparationforthemodularclassroomswerediscussedandwithprojectedcostsor$25,000(wall)and$48,000 (modularrelocation)ThePBCdiscussedsupportforthelessercostoption(wall)aslongasoptionisapprovedbybuilding commissioner. 9/8/11 ThisneedstobeincludedinfollowupwithBuildingDepartment. 4.23Budget/ScopeUpdates 8/8/11 DPCdistributedanupdatedestimatesheet(dated7/27/11)thatidentifiedscopeitemsthatcouldberemoved(orremain)to attempttoadjustbudget. SomePBCmemberswereinfavorofreturningtooriginal+/$19.4millionbudget,otherswereinfavorofdoingwhatwasneededto bedonetoavoidreducingtheprojecttoaregrettablescope. DPC,PBCandschoolrepsreviewedlistandmaderecommendationsonscopeitemsfromchartunderPossibleScopeAdditions PossibleScopeReductions.Recommendationsfromgroupshouldadjustestimatedbudgetdownwardfrom$21,855,444toapprox $20,055,000. Additionitemsweresummarizedasfollows: EntryCanopyatanaddofapprox.$160,000wasaperceivedbysomeasanicetohavebutwouldrequireschoolcommitteeinputas othersfeltontheoriginallyapprovedbudgetof+/$19.4millionshouldgoforward.Analternatecouldbeconsidered. SeismicBracingatBridgeisconsideredoptionalandrepresentativeswouldliketoknowwhattypeofseismiceventwouldbe requiredtobenefitfromtheimprovements. NewWindowswouldbeconsideredanalternateintheproject.Anticipatedenergysavingsfromnewwindowsdoesnothavea promptpayback,planshouldrepairwindowsasbaseandreplaceasalternate. DPCtosummarizerecommendationsfromthegroupintoanupdatedbudgetsheetandaformatforupcomingschoolcommittee meeting. 4.24Tableofcentralcorespace 8/23/11 Thecentralcore/adminareabeingrenovatedwasassessed{,;E©;andE·;©|inatabletolookatthebenefitsoftherenovated spaceorgainsachieved. Thistablewasdiscussedalongwithassociated,colorcodedplans. 9/8/11 Movingforwardwithcurrentplan,nochanges 4.25Noise 8/23/11 Itwasdiscussedifthenoiseordinancewouldprohibitdoubleshiftwork.DPFreportedthatwehavehaddoubleshiftworkatother buildingswithoutcomplaint.Furtherthebuildingcommissionerhasstatedthereisnotaproblemwhentheworkisinsidethe building.Furtherthefiredepartmenthasconfirmedthatithasnoimpactontheirregulations. 9/8/11 DPCfeltthattownordinancewasinvolvedwithregulatingconstructionnoiseandthattheprojectmayneeddispensationfrom BOSforhoursofoperation.DPFwillfollowup. DPCreportedthatabackgroundnoisemonitoring&modelingeffortwascompleted.Currentlytheconsultantisevaluating optionsonhowtoachievecompliancewithnoiseordinanceaswellasgoalofnochangetobackground.Currentlythereisan allowanceof$25,000perschoolintheindirectcoststocoverfuturenoiseabatementifneeded. Page 8 of 11 PBC Meeting Minutes 8 September 2011 Meeting 4.26SchoolCommitteeMeeting 8/23/11 DPCisscheduletoupdatetheschoolCommitteeat7:30PM. UpdatedBudgetSheetwasreceivedbasedupondiscussionsfrompriormeeting.Currentbudgetsheetdated8/11/11hastotal budgetat$20,719,897withalternatesproposedforreplacingwindows(+750,000)andentryCanopy(+160,000). SomePBCmembersexpressedthattheprojectwasapprovedat19.4millionandthatiswhatshouldbepresentedbackto schoolcomm.withlistofitemstheycouldaddiftheywant. Alsodiscussedneedingbetterhandleonwhatdrovecostsup.Andsuggestwaystogetbacktooriginalapproval. Priordiscussionswithsuperintendentwerethatthebudgetsheetwouldbethebasisofthepresentationtotheschoolcomm. 9/8/11 PresentationwasmadetotheSchoolCommitteewithmanyitemsevaluatedtoremaininprojectorberemoved.School CommitteeadvisedofneedsfortheprojectandrequestedthatDPCreturnon9/20/11toupdatetheprojectbudgetreflectiveof thoseneeds,presumedtobeapprox.+/21.6million. 4.27HazardousMaterialsConsulting 9/8/11 DPCpresentedanproposedamendmentforhazardousmaterialsworktoincludeReviewofcompletedtesting,developmentof abatementplan,designdwgsandspecsandmonitoringduringconstruction. MotiontoapproveContractAmendmenttoDPCContractforHazardousMaterialsConsultingbyEBIConsultingatafeeincrease of$15,829.00toDPCContract. nd Motion:EricBrown2:DickPerryVoted:Unanimous Page 9 of 11 PBC Meeting Minutes 8 September 2011 Meeting 7.0EstabrookElementary 7.2OPMSelection 5/12/11 DPFprovidedanupdateontheOPM&DesignerselectionProcess.Itwassuggestedthatthecommitteedivideintotwogroupswith threemembersinvolvedinselectionofthedesignerandthreeinvolvedinselectionoftheOPM. DesignerSelectionMembersOPMSelectionMembers CarlOldenburgJonHimmel ChuckFavazzoEricBrown PeterJohnsonDickPerry DateswerediscussedforOPMproposalandselectionprocess 23JunereceiveproposalsDPFwilldistribute 27Junemeettodiscussrankings.7:30AM 30Juneinterviewsstartingat6PM. 11JulymeetingwithMSBA 6/9/11 Schedule(above)reviewed.RFShasbeenissuedand12requestshavebeenmadetodate. 7/14/11 RepresentativesofRFWalshwereintroducedastheselectedOPMFirm. RFWalshmadeashortpresentationonprojectschedule. Sept.isgoingtobesobusyitneedstobeplannedoutverycarefullytoachievescheduleneeds. 7.3DesignerSelection 6/9/11 DesignerSelectionhasnotbegunyet.Towngetsthreevotesoutoffifteentotalinselectingthedesigner PBCmembersrequestedseeingtheRFSforDesignerServices 7/14/11 DiscussionondraftofRFSforDesignerServices. ThreemembersconfirmedforDesignerSelection,ChuckFavazzo,CarlOldenburg,PeterJohnson. RFSavailable7/20willneedfeedbackprior. Comments: LEEDshouldbequalifiedas{aä|u CommentsduetoPatbyFridayatnoon. *Reviewedimportantdates. **RFWtoassessscheduleifoptionexercisedtointerviewfirmsandstillmeetMarchMSBAdeadline. AgendaforAugustmeetingtoincludeSchoolBoard/Superintendent;·-vtoreviewprojectandupcomingdeadlinesandneeds. *MSBAapproved540·Ò7;·t·tosendlettertoRFWalsh. 8/11/11 RFWalshpresentedasummarytableforeacharchitecturalfirmthatsubmittedtotheMSBAfortheEstabrookproject.Thetable identifiedalltheconsultantslistedforeachfirm. AlsodistributedwasacopyofDSBquestion10responsesforeachfirmwhichwastheEz©xopportunitytoprovidesupporting informationonwhytheyshouldbeselected. AbriefupdateonthescheduleprocessfordesignerselectionwasprovidedbyWalshonthetimelineandproceduresfor participatingmemberstobeinvolvedintheselectionprocess. Thematerialprovidedforeachsubmittingfirmwasreviewedandanopportunityformemberspresenttosharetheirthoughtsand experienceswiththefirmforconsideration. 9/8/11 ShortlistedSMMAandDDC.Interviewsareon9/13/11selectionwillbemadesameday.Scheduleisabout23weeksbehind schedule.Akickoffmeetingwiththenewdesignershouldbeheldon9/15asaquickstartwillbenecessary. 7.4SiteSurveyandBorings 8/11/11 Page 10 of 11 PBC Meeting Minutes 8 September 2011 Meeting Itwasrecommendedthatthetownpursuesitesurveyandsoilboringsnowsothatarchitectwillhaveinformationintimelyfashion. RFWwillassistindevelopingRFQforscopesofworkandinsolicitingquotes. Motion:PBCauthorizedtheapprovalofupto(nottoexceed)$50,000forthepurposesofengagingsitesurvey work/wetlandsflaggingandsoiltestborings/geotechnicalconsultingfortheEstabrooksite. nd Motion:CarlO.2:PeterJ.Vote:40 9/8/11 5bidsonGeotech.serviceswerereceived.Contractawardedat$19,500.Startedonsitethisweek. ALandSurveycontractwasalsoawardedat$13,500andthesurveyorisonsite. 7.5Programming 8/11/11 RFWalshrecommendedthattheschooldepartmentbegintoconsiderprogramofneedsforEstabrookschoolasselecteddesigner willneedtohitthegroundrunning.RFWadvisedthereisatemplateavailablefromtheMSBAforschoolprogramming.Acopywill besenttotthesuperintendant. SchoolDept.shouldidentifywhoneedstobeapartofdesignteamandgetthemorganizednowtobereadytomeetwitharchitect. PreliminarythoughtsonparticipationtobeapprovedbytheSuperintendantwere:Superintendent,AsstSuptCurriculum,Asst.Supt, specialservices,Principal,selectteachers. 9/8/11 TheSuperintendenthasretainedaprogrammerandiscurrentlyworkingonthismatter. 7.6CommunicationPlan 9/8/11 RFWalshrequiredbyMSBAprocesstoproduceCommunicationPlandraftcirculated. RFWalshwillsendelectronically. 7.7Website 9/8/11 Inprocessofbeingprepared.Communitywillbeabletologinforinformation. 7.8Estimates 9/8/11 PBCrequestedinfoonestimatesinSchematicDesign.RFWalshstatedthattherewasonecompletedbythearchitectandone completedbyWalsh. RFWalshadvisedthattheMSBAlimitsreimbursementonsiteworkto+/8%ofbuildingcosts,sotownmayhavereduced reimbursementifsitecostsareinexcessofthelimit. MeetingAdjourned MotiontoAdjourn9/8/1110:15PM nd Motion:DickPerry2:CarlOldenburgUnanimous Page 11 of 11