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Home My WebLink About2011-11-17-PBC-min TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) MeetingDate&Time:17November20117:00PM Location:201BedfordStreet Attendees:Guests: EricBrown,PBCKenDiNisco,DDP DickPerry,PBCGaryAinsle,DDP CarlOldenburg,PBCLaurenKenney,RFW JoeMcWeeney,PBCJoeReilly,RFW CharlesFavazzo,PBC,EstabrookMaryannStewart,SchoolCommittee JenVogelzang,PBC,Bridge&BowmanMaryAntonOldenburg,BowmanPrincipal PhilipColeman,PBC,Estabrook&Bridge/BowmanBrigitteSteines Staff: PatGoddard,DPF MarkBarrett,DPF LaurieLucibello,DPF Index 1.0GeneralBusiness 2.0PublicServicesBuilding 3.0 4.0Bridge&BowmanElementarySchoolsRenovation 5.0 6.0 chool 7.0EstabrookElementaryS 1.0GENERALBUSINESS 1.1Minutes 10/13/11 Motiontoapprovethemonthlymeetingminutesfor9/8/11,9/15/11,10/6/11 nd Motion:EricBrown2:DickPerryVoted:Unanimous 11/17/11 Motiontoapprovemeetingminutesfor10/13/11,10/27/11,and11/2/11. nd Motion:PhilColeman2:ChuckFavazzoVote:Unaminous 1.2MonthlyBills 11/17/11 DPFPresentedInvoicestotaling$560.00,whichwereapprovedforpayment. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 17 November 2011 Meeting 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. MarkBarrettiswaitingforproposalfromPSS. 5/12/11 DPFreportedaquotereceivedfortrainingonprolog,butcouldonlyfindoutofstatevendorsapprovedbythesoftwarecompany. PBCmembersuggestedheknewofalocalfirmwecouldgettrainingfromthatwouldbemorecosteffective. 10/13/11 DPFreportedthatitwouldappearthatwewouldbeabletosetuptrainingwithinthenextfewweeks. 1.4PBCMakeupandProjects Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 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. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.60SiteSignageatStreet Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 9/8/11 DPFtoworkwithlocalelectriciantoreplacelargegroundlightswithsmallerconventionalunitsandworkwithDPWtocreatesmall mulchbedandgroundcover. 10/13/11 DPFtotryanLEDRetrofitonthelightsinquestion. 2.83FrontWalkway Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/13/11 DPFworkingwithDPWfornewwalkwayconstructionasdesignedbyHKT,withhopesofgettingworkcompletebeforewinter. Page 2 of 6 PBC Meeting Minutes 17 November 2011 Meeting 2.84CloseOut Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 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 4.10PhasingPlan Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 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 Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 9/8/11 DPChasdesignfordoublehungcostinbudget+/$800,000.PBCverifiedthatschoolcommitteewasawarethat$10,000 gybenefitonwindowreplacementhadaboutan80yearpayback. ener 10/13/11 Windowsinbasescopeasestimatesits,howeverPBCcanhavethewindowsbecomeanaddalternate. 4.12Projectschedule Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/13/11 ConstructionDocumentsarescheduledforcompletionon11/3/11. view. LexingtonwillneeduptodatecopiesforMEPdocumentre Contractorprequalificationdeadlinesneedtobescheduledintoproject. 11/2/11 FinalDocumentsdue11/3 DrawingstogotoMEPreview VariancerequesttobesenttoPlumbingBoardforunisextoiletinkitchen PreQualificationofContractorsdue11/22 Page 3 of 6 PBC Meeting Minutes 17 November 2011 Meeting 4.21ReviewofDesignDevelopmentEstimate Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 9/15/11 PBCproposedchangingcontingencyfigureto10%now. nd :PhillipColemanUnanimous Motion:PeterJohnson2 10/13/11 DPCpresentedan80%CDestimatedraftthatputstotalprojectcostat$22,875,027,howeverthereareseveralhundred thousanddollarsreportedlytocomeoutbasedupontheirreviewtoacorrectedfigurewithinaweekorso. PBCrequestedfullestimatecompleteby10/19forPBCmtg.on10/20withareconciliationofcostchangesfrom19.4to22.8 Generaldiscussionfollowedonestimatepointsandwhatinformationisneededtojustifycostincreases.Noformalized conclusions. 10/20/11 Goalofthismeetingwastoreviewchangesincostestimate. otaling$22,638,958. DPCpresentedanupdated80%costestimatet 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. 10/27/11 TheArchitectshadforwardedareconciliationofsomeofthecostchangesfromtheDDCDestimatebutthisdidnotreflect causeforchangesfromSDDD.ByonemembersevaluationthemaintradesinvolvedweretheMEPtradeswithacostchangeof approx.1.7millionfromSDtoCDandthatthebasisoftheestimateattheSDphasemaybetheculpritfortheincreases. 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. pUnitscreening 4.26RoofTo 11/2/11 Itwasreportedthattherooftophvacequipmentwouldbelargerthanoriginallyanticipatedandcouldbe18inchesto2feet taller.Therewassomeconcernexpressedovertheaestheticsofthelargerunitsandtheoverallviewoftheschooltothepublic, notwithstandinganysoundabatementconcerns.Variousoptionsforscreeningandplacementofsupportstructureforfuture screeningwasdiscussed.Currentlysixunitssuspectedofaneedforscreeningbasedonsoundabatementweremodifiedto includeroofreinforcingforfuturescreenpanels.Itwasdiscussedtoincreasethiscountto10toincludeunitswherescreens maybedesiredforaestheticsaswell,howeverthismotionwasnotactedupon,leavingjusttheoriginal6locations Page 4 of 6 PBC Meeting Minutes 17 November 2011 Meeting 4.27TownMeeting 11/2/11 th PBCChairsummarized(verbally)aproposedrecommendationtobegiventoTownMeetingonthe8outliningthet./x recommendationfortheBridge&BowmanProject. Motion:ToauthorizethechairtowriteandgiveaPBCrecommendationontheBridge&BowmanProjectattheSpecialTown Meetingon11/14/11. nd Motion:EricBrown2DickPerryVoteUnanimous 7.0EstabrookElementary 7.8Estimates 9/8/11 PBCrequestedinfoonestimatesinSchematicDesign.RFWalshstatedthattherewasonecompletedbythearchitectandone completedbyWalsh. RFWalshadvisedthattheMSBAlimitsreimbursementonsiteworkto+/8%ofbuildingcosts,sotownmayhavereduced essofthelimit. reimbursementifsitecostsareinexc 10/27/11 ItwasreportedthatveryearlycostmodelingwasshowingtheEstabrookprojectcostintheballparkof36to37.5million 7.9Schedule Receivedschedule9/15/11,designeragreementshouldberesolvedbyearlynextweek.PBCwouldliketoseeacopy. 10/27/11 March2012MSBAApproval January2013AwardContractforConstruction September2014OccupyBuilding 7.9RFWalshUpdate 10/27/11 RFWalshprovidedanupdateonprojectdevelopments,workinggroupmeetings,andMSBAissues. FireDepartmentdroveengineandladdertruckupRobinsonroadandhadnotroublemakingturnonexistingdriveinto rearofsite. ItwasnotedthattheBoardofSelectmendonothavetomakeavoteontheprojectonlytheschoolcommittee 2storyor3storydesignoptionshadnotbeendeterminedasofyet,butPBCwillgettoseethemboth. Theexpectedefficiencyofa3storyschemewasbrieflydiscussedandacknowledgedasbeingmorecost o efficientaslongasitfunctionsfortheschools/use. EducationalProgramatapprox88,000sfisbeingreviewedbyMSBA. 88,000sfprogramusing$325/sftranslatesto36to37millionbudget. PresentationsondesignoptionstartinNovember. TMMAmeetingscheduledfor11/3 Page 5 of 6 PBC Meeting Minutes 17 November 2011 Meeting 7.10CMatRiskversusDesignBidBuild 10/27/11 TherewasdiscussionontheprosandconsofCMatRiskcontracts. ItwasdiscussedthatdecisionsonCMatRiskmayneedtobemadenolaterthanDecember. PBCrequestedatableofresponsibilitiesbedevelopedtodemonstratet©xandConsofCMatRiskversusconventionalbid/build. 11/17/11 RFWalshreviewedpowerpointondifferencesindeliverymethod. DPFraiseddiscussionpointsonwhyhavingaCMatriskcouldbebeneficialtotheprojectandtheTownespeciallyonscheduling issues. Issuesdiscussed,risk,schedule,cost,phasing&logistics,process dedtobemadebyDecemberasthereareseveralstepstogothrutogetCMonboard. Itwasagreedthatadecisionnee PBCaskedforconsultantstoprepareupdatedschedulethatshowsimpactofCMatRiskandEarlysiteworkwithmilestones,as discussionindicatedthereshouldbeschedulebenefitsbuttheyarenotshownonschedulepresented. Also,tohaveRFWalshdistributetheRFQforCMatRiskasPBCreviewmayhelpdecisionprocess. 7.11ModelSchool 10/27/11 ModelSchoolparticipationearnsanadditional5%reimbursementbutitispresentlyunclearifweareeligibletoparticipateinor pickaModelSchool. 7.12StudyOptionsRenovationversusNewConstruction 11/17/11 DDPpresentedapowerpointonstudyprogresswhichoutlinedspaceneedsprogramandsitedevelopmentoptionslookingat access,renovationandadditionornewconstruction,beit2storyor3story. PBCwillbeaskedtovoteattheirnextmeetingtosupporteitherarenovationandadditionoptionoranewconstructionoption. 7.132Storyversus3story 11/17/11 DDPfeltthatDiscussionon2storyvs.3storyshouldfirstfocusonrespondingtotheeducationalneedsandthenlookatother impacts.PBCwantstobepartofthesediscussionsinconsideringconstructionandoperatingcostdifferences.DDPstatedthat thereisa13%reductioninoperatingandconstructioncostswhengoingfrom2storyto3story. 7.14SchematicDesign 11/17/11 PBCrequestedthatsomediscussiontakeplacewithDDPandPBCoverdesignstylesandaestheticsasthearchitectsshouldbe awareofwhatgeneraldirectionthePBCfeelsthedesignshouldbesoasnottowastevaluableandlimitedtimeindesignphase. DDPstatedthatSDdeliverableswouldinclude: CostEstimates,NarrativeonSystems,NarrativeonSite,Narrativeonfinishes,Plans,Elevations,sections,Renderingand permittingissues MeetingAdjourned MotiontoAdjourn11/17/119:05PM nd Motion:PhilC.2:CarlO.Unanimous Page 6 of 6