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Home My WebLink About2011-10-27-PBC-min TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) MeetingDate&Time:27October20117:00PM Location:201BedfordStreet Attendees:Guests: EricBrown,PBCPaulKalous,RFW DickPerry,PBCLaurenKenney,RFW JonHimmel,PBCMaryanneStewart,SchoolComm. PeterJohnson,PBCGaryAinsle,DiNisco CarlOldenburg,PBCLenoFilippi,DiNisco ChuckFavazzo,PBCEstabrook Staff: JenVogelzang,PBC,Bridge&BowmanPatGoddard,DPF JoeMcWeeney,PBCMarkBarrett,DPF GaryLerner,PBCProspectiveLaurieLucibello,DPF 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 10/13/11 Motiontoapprovethemonthlymeetingminutesfor9/8/11,9/15/11,10/6/11 nd Motion:EricBrown2:DickPerryVoted:Unanimous 1.2MonthlyBills 9/8/11 DPFpresentedinvoicestotaling$150,703.75,whichwereapprovedforpayment. 10/13/11 DPFpresentedinvoicestotaling$230,120.52,whichwereapprovedforpayment. 10/27/11 DPFPresentedInvoicestotaling$19,573.00,whichwereapprovedforpayment. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 27 October 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. 10/13/11 DPFreportedthatitwouldappearthatwewouldbeabletosetuptrainingwithinthenextfewweeks. 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 ¦©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. Page 2 of 10 PBC Meeting Minutes 27 October 2011 Meeting 5/12/11 Theprocessfornewprojectmemberswasdiscussed. ChairreportsthattheschoolcommitteeorTownManagerappointsmembersforspecificprojects.QuestionaskedifPBC shouldgettomeetpersonsbeingappointedandvoteiftheyaretobeaccepted.DPFreportsthattheappointmentisperthe bylaw. Discussionon7Memberorganization: DPFreportedthatthe7memberorganizationtakeseffectsome6090daysafterATMorapproximatelyAugust. DiscussionthataCriterianeedstobedevelopedfordeterminingnewmembers. DiscussionthatanHVACorCivilEngineerwouldbeagoodknowledgebaseforanewmember Discussiononusingtownlistsforseekingmembersrejected,focusshouldbeonlookingforprospectmembersindividually. AgreedPBCmembersshouldbringprospectlistofpeopletheyfeelwouldbeagoodfit. 6/9/11 GaryLerner,anengineercurrentlyinvolvedinmanufacturing,visitedthePBCmeetingtogaininsightintotheworkofthePBCin considerationoftheexpansionofthePBCmembership. 9/8/11 TherewasgeneraldiscussiononBylawsforaddingmemberstoPBC.QuestionroseifPBCshouldhaveinputintoappointmentson thecommittee.PatGoddardadvisedthatthePBCisaTownManagerappointedcommittee.TheissueofwhetherornotthePBC shouldmakerecommendationsonnewmemberstothePBCneedstobeinvestigatedwiththeTownManager. 10/13/11 PBCagreedthattheyshouldmakerecommendationstotheTownManageronnewmembersaftertheprospectivemember attendsafewmeetingsandthePBChassomedialoguewiththemonparticipation. 1.5CoChair 5/12/11 TheChairleadadiscussionontheneedforacochairmanofthePBC. Discussionfocusedontheroleofthecommittee,assomedonotfeelthatthePBCshouldbetheagencyresponsiblefor {;zm|theprojectatTownmeeting. DiscussionthatATMmaywantPBCopinionsbutPBCwÒ7x·betheadvocateorproponentsoftheproject. Nodeterminationsmade,nocochairappointed. 6/9/11 EricandJondiscussedaneedtomeetandreviewphilosophyonroleofPBC 9/8/11 EricBrownformalizedbyPBCmemberspresentascochair. 10/13/11 Allmemberspresentinagreement. 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 DPFtoworkwithlocalelectriciantoreplacelargegroundlightswithsmallerconventionalunitsandworkwithDPWtocreatesmall mulchbedandgroundcover. 10/13/11 DPFtotryanLEDRetrofitonthelightsinquestion. Page 3 of 10 PBC Meeting Minutes 27 October 2011 Meeting 2.82WashBay Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/12/10 ItwasdiscussedthatinfuturecontractsSystemDesignStatementsalongwithtrainingrequirementsneedtoincludedesignintent. 9/8/11 Stillindiscussions. 10/13/11 AnagreementwasreachedbetweenthearchitectsandtheTownonresolution.DPFwillcoordinatetherepairworkanditisnot consideredaPBCproject. 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. 10/13/11 DPFworkingwithDPWfornewwalkwayconstructionasdesignedbyHKT,withhopesofgettingworkcompletebeforewinter. 2.84CloseOut 5/12/11 PBCfrustratedthatprojecthasnotbeen{-;7Ò·|uDPFsharedthatfrustrationandwhilewehavebeenfollowingsome warrantyitems,plantings,etc.closeouthasbeenawaitingthecompletionofthefluiddistributionsystemandthesiteasbuilt.DPF ishopefulthattheseitemsarenearlycompleteandwewillbeableto{-;Ò·|project. 9/8/11 LandscapeArchitectsmetonsitewithownertoreviewclosingorderofconditionsandarenowwaitingforsmallupdatestosite asbuiltforcompletion. 4.0 Bridge & Bowman Renovation Projects 4.8DPCProjectUpdate 5/12/11 DesignPartnershipprovidedageneraloverviewoftheprojectfor30%DesignDevelopmentcompletioninclusiveofexpandedscope. Primarytopicsofdiscussionwerefloorplanapproval,phasingplanforconstructionandWindowpatternsandschedule. AtnextmeetingDPCwillpinupdrawingsforreviewandbringMEPEngineer.PBCwouldalsoliketoreviewDivision1specs 9/8/11 CompleteDiv.1Specs.Nextupdateonspecsis9/16/11 10/13/11 Division1specswerereceivedanddistributed.CommentswereturnedovertoDPC. Page 4 of 10 PBC Meeting Minutes 27 October 2011 Meeting 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,howevertherewasadisconnectbetweenthearchitectsandtheprincipalsinthelogisticsof swingspaceforstaffwithinthebuildingtofreeupadministrativeorcentralcorridorspacesforrenovation.Thisissuetobe reviewedfurther,however,theoverallthemewastoallowforconstructionofportionsofthecentralcorridorspacesafterthe summerbreakbutduringoffhoursorsecondshiftonly. PBCaskediflayingouttheswingspacewasincludedthearchitectsworkandtheyconfirmed. 10/13/11 Jon,PeterandCarlattendedaphasingreviewmeeting.Abulletedlistofdiscussionpointswasdevelopedanddistributed. Someoftheareasofconcernandprimarydiscussionpointsfocusedaroundstatusoftheelectricalplans,locationofverizonduct bank,abatementworkintunnels.DPCwastosendupdatedelectricalplansforadditionalreview. 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. 10/13/11 Windowsinbasescopeasestimatesits,howeverPBCcanhavethewindowsbecomeanaddalternate. Page 5 of 10 PBC Meeting Minutes 27 October 2011 Meeting 4.12Projectschedule 5/12/11 Projectschedulewasbrieflydiscussed;howeverfinaldecisionsonbidperiod,townelections,andTownMeetingmayrelyon outcomeofTownBudgetSummitmeetingtobeheldinJune. 9/8/11 ScheduleforCDcompletiontoearlyNovember. 10/13/11 ConstructionDocumentsarescheduledforcompletionon11/3/11. LexingtonwillneeduptodatecopiesforMEPdocumentreview. Contractorprequalificationdeadlinesneedtobescheduledintoproject. 4.14MeetingwithBuildingDepartment 6/9/11 DPCreportshavingameetingwiththebuildingdepartmentandfiredepartment.Thescopeofworkoftheprojectswasreviewed andthebuildingdepartmentandDPCidentifiedsomecompliancealternativesthatwouldberequired. Plumbingcodewaterclosetsinkitchenbathrooms Firewallseparationatexistingmodularclassrooms Maxoccupancybaseduponplumbingfixturerequestedbyplumbinginspector. 9/8/11 DPCisreadytogobackandmeetwithinspectors.Needtoschedulemeeting 10/13/11 AsecondmeetingwasheldwiththebuildingDepartment. ThecompliancealternativeforseparationattheportableclassroomswillbeacceptedbythefireDepartment. APlumbingBoardvarianceisrequiredforunisexstafftoiletatkitchen. 4.16HotWater 6/9/11 Plumbinginspectorhasconcernovergettinghotwaterinappropriatetime.DPCshouldtestHWatvariousspotsinbuildingtoseeif existingdeliverysystemiscurrentlycompliant. 9/8/11 Engineerbelievessomeremotenewdevicesmightneedlocalizedheaters,waitingforupdateddrawings. 10/13/11 DPCreportsthatnewHWcirculationpipingisincludedtoprovidehotwatertonewsinklocationsanditisanticipatedthat sufficienthotwaterwillbedeliveredinatimelyfashiontomeetrequirements. 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. Page 6 of 10 PBC Meeting Minutes 27 October 2011 Meeting 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 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. 9/8/11 DPCreportsthatcostfornightlycleaningduringconstructionwasaddedtothebudget. 9/15/11 PBCproposedchangingcontingencyfigureto10%now. nd Motion:PeterJohnson2:PhillipColemanUnanimous 10/13/11 DPCpresentedan80%CDestimatedraftthatputstotalprojectcostat$22,875,027,howeverthereareseveralhundredthousand dollarsreportedlytocomeoutbasedupontheirreviewtoacorrectedfigurewithinaweekorso. PBCrequestedfullestimatecompleteby10/19forPBCmtg.on10/20withareconciliationofcostchangesfrom19.4to22.8 Generaldiscussionfollowedonestimatepointsandwhatinformationisneededtojustifycostincreases.Noformalizedconclusions. 10/20/11 Goalofthismeetingwastoreviewchangesincostestimate. DPCpresentedanupdated80%costestimatetotaling$22,638,958. DPCpresentedaTableshowingtheprimarycomponentsoftheestimate(itemsAthruH.)asitprogressedfromSD19.4million to80%CD$22.6Million. Therewasdiscussiononsomespecificcostchangesalongwithgeneraldiscussionontradesandallowances. ClerkCostincreased$150,000duetodoubleshiftwork.Sprinklerswentup20%inlast2months. DPCstatedthattheEstimatorcarried@$5.50sfvs.theEngineeroriginally@$4.40sfforsprinklerwork.Questionasked{Was theproductivityrate7Ò·;7|jDPCdidnotknow. PBCwouldliketoseemoredetailontheestimateandwhatincreasedthecost.Boardwouldlikeaspreadsheetthatshowsthe 16CSIdivisionsfromSDtoCD. {IÞdidestimatorincludecostofphasingintooverall-·|jDPCdidnotknow. PBCwillreviewdatawhenreceivedandadviseiftheywanttohaveanothermeetingonthisissueandwhetherornotestimator shouldcome. Page 7 of 10 PBC Meeting Minutes 27 October 2011 Meeting 10/27/11 TheArchitectshadforwardedareconciliationofsomeofthecostchangesfromtheDDCDestimatebutthisdidnotreflect causeforchangesfromSDDD.ByonemembersevaluationthemaintradesinvolvedweretheMEPtradeswithacostchangeof approx.1.7millionfromSDtoCDandthatthebasisoftheestimateattheSDphasemaybetheculpritfortheincreases. 4.22FireSeparationatModularClassrooms 7/14/11 OptionsforFireseparationforthemodularclassroomswerediscussedandwithprojectedcostsor$25,000(wall)and$48,000 (modularrelocation)ThePBCdiscussedsupportforthelessercostoption(wall)aslongasoptionisapprovedbybuilding commissioner. 9/8/11 ThisneedstobeincludedinfollowupwithBuildingDepartment. 10/13/11 FireSeparationcompliancealternativeapprovedbyFireDept. 4.24Noise 8/23/11 Itwasdiscussedifthenoiseordinancewouldprohibitdoubleshiftwork.DPFreportedthatwehavehaddoubleshiftworkatother buildingswithoutcomplaint.Furtherthebuildingcommissionerhasstatedthereisnotaproblemwhentheworkisinsidethe building.Furtherthefiredepartmenthasconfirmedthatithasnoimpactontheirregulations. 9/8/11 DPCfeltthattownordinancewasinvolvedwithregulatingconstructionnoiseandthattheprojectmayneeddispensationfromBOS forhoursofoperation.DPFwillfollowup. DPCreportedthatabackgroundnoisemonitoring&modelingeffortwascompleted.Currentlytheconsultantisevaluatingoptions onhowtoachievecompliancewithnoiseordinanceaswellasgoalofnochangetobackground.Currentlythereisanallowanceof $25,000perschoolintheindirectcoststocoverfuturenoiseabatementifneeded. 10/13/11 PBCdiscussedandelectedtodirectDPCtomakeprovisionsstructurally,forfuturesoundabatementscreensatnewrooftop units. TheIssueofmeetingthecoderequirementswhichallowsforasetincreaseinbackgroundnoiselevelsorhavingnochangein backgroundlevelswasdiscussedalthoughnoformaldecisionwasmade. 4.25SchoolCommitteeMeeting 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.SchoolCommittee advisedofneedsfortheprojectandrequestedthatDPCreturnon9/20/11toupdatetheprojectbudgetreflectiveofthoseneeds, presumedtobeapprox.+/21.6million. 10/13/11 ItwasdiscussedthatSchoolCommitteemaywanttohaveamtg.priortoTownMeetingandhavearchitectsthere,soSchool Comm.canvotetosupportproject. Page 8 of 10 PBC Meeting Minutes 27 October 2011 Meeting 7.0EstabrookElementary 7.5Programming 8/11/11 RFWalshrecommendedthattheschooldepartmentbegintoconsiderprogramofneedsforEstabrookschoolasselecteddesigner willneedtohitthegroundrunning.RFWadvisedthereisatemplateavailablefromtheMSBAforschoolprogramming.Acopywill besenttotthesuperintendant. SchoolDept.shouldidentifywhoneedstobeapartofdesignteamandgetthemorganizednowtobereadytomeetwitharchitect. PreliminarythoughtsonparticipationtobeapprovedbytheSuperintendantwere:Superintendent,AsstSuptCurriculum,Asst.Supt, specialservices,Principal,selectteachers. 9/8/11 TheSuperintendenthasretainedaprogrammerandiscurrentlyworkingonthismatter. 10/13/11 Itwasdiscussedthattheprogrammingwasnearcompletionandthatanapproximately85,000sfprogramwastheresult. 7.7Website 9/8/11 Inprocessofbeingprepared.Communitywillbeabletologinforinformation. 9/15/11 Workingwithwebdesignernowandhopetohaveitupnextweek. 10/6/11 Websitecontentdiscussed.Workinggroupsessionsnottobepostedonwebsite. 10/27/11 RFWalshadvisethatthewebsitewasupandrunningtheaddressiswww.estabrookschoolbuildingproject.com 7.8Estimates 9/8/11 PBCrequestedinfoonestimatesinSchematicDesign.RFWalshstatedthattherewasonecompletedbythearchitectandone completedbyWalsh. RFWalshadvisedthattheMSBAlimitsreimbursementonsiteworkto+/8%ofbuildingcosts,sotownmayhavereduced reimbursementifsitecostsareinexcessofthelimit. 10/27/11 ItwasreportedthatveryearlycostmodelingwasshowingtheEstabrookprojectcostintheballparkof36to37.5million 7.9Schedule Receivedschedule9/15/11,designeragreementshouldberesolvedbyearlynextweek.PBCwouldliketoseeacopy. 10/27/11 March2012MSBAApproval January2013AwardContractforConstruction September2014OccupyBuilding 8.0EstabrookTrafficStudy 10/6/11 KienHofromBetaGrouppresented4conceptsoftheEstabrooktrafficstudy. EldredConnection o Gradingwouldbeachallenge. Sitelineissueswithcurrentintersection.WouldneedGroveSt.improvements. RobinsonRoad o Currentlysubstandardconditions. Verytightturningradius. SitelineatRobinsonandGroveSt. Nosidewalks. MountainRoad o Page 9 of 10 PBC Meeting Minutes 27 October 2011 Meeting Onewayconnectionleadingintosite. Conservationland,wetlands,longprocesstoobtain. WidenExistingDriveway o Createatypeof{.Ò;Ý©7|witharightandleftturnlane. Trafficsignal xcurbspace, xofquespace. TaskforcerecommendationwastomoveforwardwiththeoptionsofwideningtheexistingEstabrookdrivewayandimprove RobinsonRoadwithpossiblelimiteduse. BetaGroupwillcompletethereportandsupplymoreinformationonthetworecommendations. 9.0RFWalshUpdate 10/27/11 RFWalshprovidedanupdateonprojectdevelopments,workinggroupmeetings,andMSBAissues. FireDepartmentdroveengineandladdertruckupRobinsonroadandhadnotroublemakingturnonexistingdriveinto rearofsite. ItwasnotedthattheBoardofSelectmendonothavetomakeavoteontheprojectonlytheschoolcommittee 2storyor3storydesignoptionshadnotbeendeterminedasofyet,butPBCwillgettoseethemboth. Theexpectedefficiencyofa3storyschemewasbrieflydiscussedandacknowledgedasbeingmorecost o efficientaslongasitfunctionsfortheschools/use. EducationalProgramatapprox88,000sfisbeingreviewedbyMSBA. 88,000sfprogramusing$325/sftranslatesto36to37millionbudget. PresentationsondesignoptionstartinNovember. TMMAmeetingscheduledfor11/3 10.0CMatRiskversusDesignBidBuild 10/27/11 TherewasdiscussionontheprosandconsofCMatRiskcontracts. ItwasdiscussedthatdecisionsonCMatRiskmayneedtobemadenolaterthanDecember. PBCrequestedatableofresponsibilitiesbedevelopedtodemonstrateProsandConsofCMatRiskversusconventional bid/build. 11.0ModelSchool 10/27/11 ModelSchoolparticipationearnsanadditional5%reimbursementbutitispresentlyunclearifweareeligibletoparticipateinor pickaModelSchool. MeetingAdjourned MotiontoAdjourn10/27/119:45PM nd Motion:DickPerry2:EricBrownUnanimous Page 10 of 10