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HomeMy WebLinkAbout2011-12-01-PBC-min TOWN OF LEXINGTON Department of Public Facilities MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) MeetingDate&Time:01December20117:00PM Location:201BedfordStreet Attendees:Guests: JonHimmel,PBCKenDiNisco,DDP DickPerry,PBCGaryAinsle,DDP PeterJohnson,PBCLaurenKenney,RFW JoeMcWeeney,PBCJoeReilly,RFW CharlesFavazzo,PBC,EstabrookCassiusMoore,RFW JenVogelzang,PBC,Bridge&BowmanMaryAnnStewart,SchoolCommittee SandraTrach,EstabrookPrincipal BrigitteSteines GaryLerner Staff: PatGoddard,DPF MarkBarrett,DPF LaurieLucibello,DPF Index 1.0GeneralBusiness 2.0PublicServicesBuilding 3.0 4.0Bridge&BowmanElementarySchoolsRenovation 5.0 6.0 7.0EstabrookElementarySchool 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 01 December 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 7 PBC Meeting Minutes 01 December 2011 Meeting 2.84CloseOut Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 5/12/11 PBCfrustratedthatprojecthasnotbeen{-Œš­;7šÒ·|uDPFsharedthatfrustrationandwhilewehavebeenfollowingsome warrantyitems,plantings,etc.closeouthasbeenawaitingthecompletionofthefluiddistributionsystemandthesiteasbuilt.DPF ishopefulthattheseitemsarenearlycompleteandwewillbeableto{-Œš­;šÒ·|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 DPChasdesignfordoublehung‘costinbudget+/$800,000.PBCverifiedthatschoolcommitteewasawarethat$10,000 energybenefitonwindowreplacementhadaboutan80yearpayback. 10/13/11 Windowsinbasescopeasestimatesits,howeverPBCcanhavethewindowsbecomeanaddalternate. 4.12Projectschedule Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/13/11 ConstructionDocumentsarescheduledforcompletionon11/3/11. LexingtonwillneeduptodatecopiesforMEPdocumentreview. Contractorprequalificationdeadlinesneedtobescheduledintoproject. 11/2/11 FinalDocumentsdue11/3 DrawingstogotoMEPreview VariancerequesttobesenttoPlumbingBoardforunisextoiletinkitchen PreQualificationofContractorsdue11/22 Page 3 of 7 PBC Meeting Minutes 01 December 2011 Meeting 4.21ReviewofDesignDevelopmentEstimate Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 9/15/11 PBCproposedchangingcontingencyfigureto10%now. nd Motion:PeterJohnson2:PhillipColemanUnanimous 10/13/11 DPCpresentedan80%CDestimatedraftthatputstotalprojectcostat$22,875,027,howeverthereareseveralhundred thousanddollarsreportedlytocomeoutbasedupontheirreviewtoacorrectedfigurewithinaweekorso. PBCrequestedfullestimatecompleteby10/19forPBCmtg.on10/20withareconciliationofcostchangesfrom19.4to22.8 Generaldiscussionfollowedonestimatepointsandwhatinformationisneededtojustifycostincreases.Noformalized conclusions. 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 theproductivityrate7†Ò­·;7|jDPCdidnotknow. PBCwouldliketoseemoredetailontheestimateandwhatincreasedthecost.Boardwouldlikeaspreadsheetthatshowsthe 16CSIdivisionsfromSDtoCD. {IšÞdidestimatorincludecostofphasingintooverall-š­·|jDPCdidnotknow. PBCwillreviewdatawhenreceivedandadviseiftheywanttohaveanothermeetingonthisissueandwhetherornotestimator shouldcome. 10/27/11 TheArchitectshadforwardedareconciliationofsomeofthecostchangesfromtheDD‘CDestimatebutthisdidnotreflect 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. 4.26RoofTopUnitscreening 11/2/11 Itwasreportedthattherooftophvacequipmentwouldbelargerthanoriginallyanticipatedandcouldbe18inchesto2feet taller.Therewassomeconcernexpressedovertheaestheticsofthelargerunitsandtheoverallviewoftheschooltothepublic, notwithstandinganysoundabatementconcerns.Variousoptionsforscreeningandplacementofsupportstructureforfuture screeningwasdiscussed.Currentlysixunitssuspectedofaneedforscreeningbasedonsoundabatementweremodifiedto includeroofreinforcingforfuturescreenpanels.Itwasdiscussedtoincreasethiscountto10toincludeunitswherescreens maybedesiredforaestheticsaswell,howeverthismotionwasnotactedupon,leavingjusttheoriginal6locations Page 4 of 7 PBC Meeting Minutes 01 December 2011 Meeting 4.27TownMeeting 11/2/11 th PBCChairsummarized(verbally)aproposedrecommendationtobegiventoTownMeetingonthe8outliningthet./x­ recommendationfortheBridge&BowmanProject. Motion:ToauthorizethechairtowriteandgiveaPBCrecommendationontheBridge&BowmanProjectattheSpecialTown Meetingon11/14/11. nd Motion:EricBrown2DickPerryVoteUnanimous MEPReview 4.28 12/1/11 BriefdiscussionsoverC3reviewofMEPdocumentscommentshavebeensenttoArchitectsandEngineersandengineershave responded.C3satisfiedwithreturncomments. 4.29LeagueofWomenVoters 12/1/11 ThereisadiscussiongroupbeestablishedfortheBridgeBowmanprojectbytheLWVandarequestwasmadefora representativetositbetweentheproandcontablestoprovidefactualreferencestotheproject. 7.0EstabrookElementary 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 March2012‘MSBAApproval 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 7 PBC Meeting Minutes 01 December 2011 Meeting 7.10CMatRiskversusDesignBidBuild 10/27/11 TherewasdiscussionontheprosandconsofCMatRiskcontracts. ItwasdiscussedthatdecisionsonCMatRiskmayneedtobemadenolaterthanDecember. PBCrequestedatableofresponsibilitiesbedevelopedtodemonstratet©šx­andConsofCMatRiskversusconventionalbid/build. 11/17/11 RFWalshreviewedpowerpointondifferencesindeliverymethod. DPFraiseddiscussionpointsonwhyhavingaCMatriskcouldbebeneficialtotheprojectandtheTownespeciallyonscheduling issues. Issuesdiscussed,risk,schedule,cost,phasing&logistics,process ItwasagreedthatadecisionneededtobemadebyDecemberasthereareseveralstepstogothrutogetCMonboard. PBCaskedforconsultantstoprepareupdatedschedulethatshowsimpactofCMatRiskandEarlysiteworkwithmilestones,as discussionindicatedthereshouldbeschedulebenefitsbuttheyarenotshownonschedulepresented. Also,tohaveRFWalshdistributetheRFQforCMatRiskasPBCreviewmayhelpdecisionprocess. 12/1/11 TherewascontinueddiscussionontheprosandconsofCMatRiskalthoughnodecisionshavebeenmadeastherearestill questionsovercostimpactandbenefittoschedule.APBCmemberhasvolunteeredtocontactRFWalshanddevelopawayto documentorbetterdefinethe¦©šx­andconsorresponsibilitiesandperhapscostsforthenextPBCmeetingsreview. 7.11ModelSchool 10/27/11 ModelSchoolparticipationearnsanadditional5%reimbursementbutitispresentlyunclearifweareeligibletoparticipateinor pickaModelSchool. 7.12StudyOptionsRenovationversusNewConstruction 11/17/11 DDPpresentedapowerpointonstudyprogresswhichoutlinedspaceneedsprogramandsitedevelopmentoptionslookingat access,renovationandadditionornewconstruction,beit2storyor3story. PBCwillbeaskedtovoteattheirnextmeetingtosupporteitherarenovationandadditionoptionoranewconstructionoption. 12/1/11 DDPpresentedapowerpointoutliningtheworktodateandbeginningtheconversationsonthemanyelementsoftheproject thatneedtobeconsideredduringdesign,suchasdesignfeatures,aesthetics,buildingentry,library,classroomorganization, lockers,playground,cafeteria,gymnasium,etc. Theprogramwasagainconfirmedinthe8990,000sfrange. ThecommitteediscussedtheletterreceivedfromDDPregardingthepreferredschematicstudyandrecommendationstothe MSBA. Motiontoacceptletterfrom01December2011fromDDPtoLSBCtoapproveofthedevelopmentofoptions2,3and4to provideforanewEstabrookElementarySchoolonthevacantportionofthesiteforthereasonsoutlinedinsaidletter. nd Motion:DickPerry2:JoeMcWeeneyVote:Unanimous 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,Renderingandpermitting issues Page 6 of 7 PBC Meeting Minutes 01 December 2011 Meeting 12/1/11 DDPexpressedthatthedesignphasewouldbebeginningandtherewasgeneraldiscussiononthedesignclues,historical elementsandfeatures.PBCsuggestedthatthearchitectsnotcastthedesignfeaturestooquicklyuntiltheymakesome suggestionstothePBCtoconfirmanappropriatedirection. 7.15Conservation AproposalwasreviewedtohaveGLMengineeringprepareandsubmitanAbbreviatedNoticeofResourceAreaDelineationto formalizethediscussionswithconservationontheimpactstotheproject. MotiontoapproveadditionalservicestoGLMEngineeringintheamountof$1200for{!,,©;Ýz·;7NoticeofResourceArea 5;Œz“;·zš“|forEstabrookproject. Motion:PeterJohnson2nd:DickPerryVote:Unanimous 7.16LEED 12/2/11 BriefdiscussiononLEEDdesign.DDPexpressedthatMSBAreimburses2%forLEEDSilvercertificationthefirstpassthruthe LEEDscorecardshouldoccurintheschematicdesignphase. 7.17SchoolCommittee 12/1/11 TheschoolCommitteeismeetingon12/12/11withascheduledpresentationbyDDPandtheschoolcommitteeisseekinga representativetobetherefromthePBC. 7.18Mosaic 12/1/11 TherehasbeendiscussionaboutsavingtheEstabrooklogomosaic,sotheconstructionofthemosaicisbeingtestedfor contaminantsduringDecemberbreak. MeetingAdjourned MotiontoAdjourn12/01/119:32PM nd Motion:PeterJohnson2:DickPerryUnanimous Page 7 of 7