HomeMy WebLinkAbout2012-03-08-PBC-minPBC Meeting Minutes
3 -8 -12
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Meeting Date & Time: 08 March 2012
Location: 201 Bedford Street
7:00 PM
Attendees:
Carl Oldenburg, PBC
Jon Himmel, PBC
Eric Brown, PBC
Charles Favazzo, Estabrook
Joe McWeeney, PBC
Dick Perry, PBC
Philip Coleman, PBC, B &B, Estabrook
Staff:
Mark Barrett, DPF
Laurie Lucibello, DPF
Guests:
Ken DiNisco, DDP
Donna DiNisco, DDP
Joe Riley, RF Walsh
Maryann Stewart, Sch. Comm.
Sandy Trach, Estabrook Principal
Gary Lerner
Brigitte Steins
Index
1.0 General Business
2.0
3.0
4.0 Bridge & Bowman Elementary Schools Renovation
5.0
6.0
7.0 Estabrook Elementary School
1.0 GENERAL BUSINESS
1.1 Minutes
1/5/12
Motion to approve meeting minutes for 12/8/11 and 12/15/11
Motion: Eric B. 2 Phil C. Vote: Unanimous
2/9/12
Motion to approve meeting minutes for 1/5/12 and 1/19/12
Motion: Eric Brown 2 Chuck Favazzo Vote: Unanimous
3/8/12
Motion to approve PBC Meeting Minutes for the January 26, 2012, February 9, 2012 and February 22, 2012 PBC Meetings.
Motion: Eric Brown 2 Dick Perry Vote: Unanimous
1.2 Monthly Bills
1/19/12
DPF presented invoices totaling $26,465.00, which were approved for payment.
1/26/12
DPF presented invoices totaling $221,935.00, which were approved for payment.
2/9/12
DPF presented invoices totaling $53,136.79 which were approved for payment.
2/22/12
DPF presented invoices totaling $392,014.62 which were approved for payment.
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1.3 Meeting Minute Format (Item Relocated from 2.24 to general business)
For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting
minutes. Please refer to previous editions of the minutes for older insertions.
Mark Barrett is waiting for proposal from PSS.
5/12/11
DPF reported a quote received for training on prolog, but could only find out of state vendors approved by the software company.
PBC member suggested he knew of a local firm we could get training from that would be more cost effective.
10/13/11
DPF reported that it would appear that we would be able to setup training within the next few weeks.
12/1/11
DPF again reported that it was hoping to set up the training within the next couple weeks.
1.4 PBC Make -up and Projects
For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting
minutes. Please refer to previous editions of the minutes for older insertions.
5/12/11
The process for new project members was discussed.
• Chair reports that the school committee or Town Manager appoints members for specific projects. Question asked if PBC
should get to meet persons being appointed and vote if they are to be accepted. DPF reports that the appointment is per the
bylaw.
Discussion on 7 Member organization:
• DPF reported that the 7 member organization takes effect some 60 -90 days after ATM or approximately August.
• Discussion that a Criteria needs to be developed for determining new members.
• Discussion that an HVAC or Civil Engineer would be a good knowledge base for a new member
• Discussion on using town lists for seeking members rejected, focus should be on looking for prospect members individually.
• Agreed PBC members should bring prospect list of people they feel would be a good fit.
6/9/11
Gary Lerner, an engineer currently involved in manufacturing, visited the PBC meeting to gain insight into the work of the PBC in
consideration of the expansion of the PBC membership.
9/8/11
There was general discussion on Bylaws for adding members to PBC. Question rose if PBC should have input into appointments on
the committee. Pat Goddard advised that the PBC is a Town Manager appointed committee. The issue of whether or not the PBC
should make recommendations on new members to the PBC needs to be investigated with the Town Manager.
10/13/11
PBC agreed that they should make recommendations to the Town Manager on new members after the prospective member attends
a few meetings and the PBC has some dialogue with them on participation.
12/1/11
There are two resumes in hand; however it was discussed that a future meeting should include discussion with these people on
involvement with the committee, roles and participation.
2/9/12
Discussion about two candidates who have expressed interest in joining PBC. Currently there is one open position.
Chuck Favazzo expressed interest in filling the vacancy. Eric Brown agreed to contact the two candidates on their
interest in an auxiliary member appointment.
1.5 Change Order Approval Process
2/22/12
Discussions on authorization of change orders and the process of how this could be done to avoid delay and to
maintain approval of change order elements with PBC, through the use a a pre- approved encumbrance that DPF
staff would apply interim change orders to. PBC would like to see a flow chart showing approval process.
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4.0 Bridge &Bowman Renovation Projects
4.12 Project schedule
For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current
meeting minutes. Please refer to previous editions of the minutes for older insertions.
10/13/11
Construction Documents are scheduled for completion on 11/3/11.
Lexington will need up to date copies for MEP document review.
Contractor prequalification deadlines need to be scheduled into project.
11/2/11
Final Documents due 1113
Drawings to go to MEP review
Variance request to be sent to Plumbing Board for unisex toilet in kitchen
Pre - Qualification of Contractors due 11122
12/8/11
The Plumbing Board Variances were mailed out.
Contractor pre - qualification was discussed at a mtg. on 1217111 and a list of pre - qualified firms has been established.
Plans and specs are released to bid on 113112.
1/19/12
Filed Sub bids are due 1/31/12
Addenda issued by DDP 1/19/12
GC Bids 2/14/12
4.26 Roof Top Unit screening
11/2/11
It was reported that the roof top hvac equipment would be larger than originally anticipated and could be 18 inches to 2 feet taller.
There was some concern expressed over the aesthetics of the larger units and the overall view of the school to the public,
notwithstanding any sound abatement concerns. Various options for screening and placement of support structure for future
screening were discussed. Currently six units suspected of a need for screening based on sound abatement were modified to include
roof reinforcing for future screen panels. It was discussed to increase this count to 10 to include units where screens maybe desired
for aesthetics as well; however this motion was not acted upon, leaving just the original 6 locations
12/8/11
This issue was again discussed and the PBC elected to request a unit price be added to the bid submission for adding the steel
support to other RTU locations if the town elected to do so during construction.
1/19/12
Initial feedback from architect was that they did not want to include a unit price for additional RTU locations, but they later
agreed to do so.
4.28 MEP Review
12/1/11
Brief discussions over C3 review of MEP documents comments have been sent to Architects and Engineers and engineers have
responded. C3 satisfied with return comments.
12/8/11
PBC Requested that DPF ask C3 to verify if suggested changes have been made.
1/19/12
DPF did request C3 to verify changes made, which was done and C3 and DPF are following up on last items.
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4.29.1 Environmental Services
2/9/12
DPF presented a proposal for IAQ Monitoring during renovation and construction at Bridge and Bowman. PBC
would like to review in more detail the proposal. DPF will purchase equipment to set a baseline. Further review of
proposal for Industrial Hygienist services will take place at next meeting.
2/22/12
Motion to approve IAQ Monitoring services with EBI consulting for initial phases of Bridge & Bowman work not to
exceed $42,260.00, see 2/8/12 EBI proposal and DPF request dated 2/22/12.
Motion: Phil Coleman 2 Dick Perry Vote: 6 -0
4.30 Bridge & Bowman Construction Contract
2/22/12
Motion to accept letter of recommendation from Design Partnership of Cambridge, dated 21 February 2012, and to
forward the recommendation to the Town Manager to award the Bridge & Bowman Construction Contract to TLT
Construction for the bid amount of $18,214,400.00 which includes Alternate #1.
Motion: Phil Coleman 2 Dick Perry Vote: 6 -0
4.31 Bridge & Bowman On -Site Representative
3/8/12
Motion to award construction on site representation/ clerk of the works contract to Daedalus Projects Inc. in the
amount of $380,000 for Bridge & Bowman.
Motion: Eric Brown 2 Phil Coleman Vote: 7 -0
7.0 Estabrook Elementary
7.8 Estimates
9/8/11
PBC requested info on estimates in Schematic Design. RF Walsh stated that there was one completed by the architect and one
completed by Walsh.
RF Walsh advised that the MSBA limits reimbursement on site work to +/- 8% of building costs, so town may have reduced
reimbursement if site costs are in excess of the limit.
10/27/11
It was reported that very early cost modeling was showing the Estabrook project cost in the ballpark of 36 to 37.5 million
12/15/11
Cost Summary tables were presented by RF Walsh, dated 15 December 2011, for various design options, with a cost range of
$38,894,133 to 42,783,546 for the preferred option 3C.
General discussion on overall costs took place along with discussion on reimbursement percentages from the state. There was some
discussion from the PBC that Walsh and DiNisco should be cognizant of % of reimbursement and not position the project such that
expected reimbursements reduce.
It was discussed that the furniture and technology allowances by MSBA may not serve full needs of school and may require
increases.
1/5/12
Two cost estimates will be developed for schematic design phase and will be reviewed with PBC on 1126112 meeting, but the two
estimates will not be reconciled by that night.
1/19/12
Estimate will be Uni format level 3 with ability to pull out identified items for further evaluation. Identified items listed under
7.14 below. (i.e. 2 story space at library, roof garden, exterior canopies, etc.)
PBC concerned with temp conditions, logistics and enabling work and would like to be sure that Walsh is coordinating these
events with the Architects and the Estimators to be sure that the Estimates accurately reflect the costs.
PBC requested a copy of the narrative to be given to the estimator describing these site /project needs.
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1/26/12
Questions or clarifications from estimate discussion.
• Fee for Commissioning Agent paid by MSBA
• RFW states enabling site work is in estimate
0 Question raised that may need more exploration — where is soil to be stockpiled on site?
• Moving expense line may need funds to pay for packing
• Funds may be needed for school if staff to work with new technology to prepare it for school use.
• Escalation was reduced from prior estimate, is that appropriate?
7.9 Schedule
Received schedule 9115111, designer agreement should be resolved by early next week. PBC would like to see a copy.
10/27/11
March 2012 — MSBA Approval
January 2013 — Start of Construction
September 2014 - Occupy Building
1/5/12
ECC meeting in February and PBC would like to hear what feedback was from ECC.
1/19/12
Next meeting will require votes of approval as submission due to MSBA on 212112.
Additional meetings and milestones identified on separate schedule.
BOS meeting on 1123112 will require PBC attendance, Jon H., Chuck F. and Pat G probable attendees.
1/26/12
RFW considers project on schedule.
Schematic Design Submission to MSBA on 2/2/12
IG has approved 149A process
CM application process underway, Qualifications due 2/16.. RFP 2/23.
Permitting needs to be addressed in the schedule.
7.10 CM at Risk versus Design Bid Build
For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current
meeting minutes. Please refer to previous editions of the minutes for older insertions.
12/8/11
There was continued discussion on the CM @ risk process which included the review of a table of data presented by RF Walsh on the
shifting of responsibilities of participants in the project management process as well as financial and scheduling impacts. Given the
potential of negligible cost differentials and potential improvement to scheduling and tighter document development the PBC
elected to continue the project with the CM at Risk process.
Motion to approve and implement the Construction Manager @ Risk process on the Estabrook School project, understanding
that improvements to scheduling, document and construction control provided through the construction manager at risk process
will be an added benefit to the project.
Motion: Phil Coleman 2" d : Dick Perry Vote: Unanimous
12/15/11
Minor discussion on possible cost impacts to CM at Risk process versus cost or schedule savings but no changes to determinations
made to date.
1/5/12
Need Sub - Committee for CM @Risk selection which needs 2 members of PBC. PBC would like to know scheduling commitment
needed for this sub - committee and to have this at next meeting.
1/19/12
Two or three meetings required along with submittal review. PBC discussed that Phil and Peter might be best candidates however
each needs to confirm if they could be considered eligible to serve in this capacity.
1/26/12
Peter can not participate on Sub Committee, Phil will know next week. Chuck Favazzo and Joe McWeeney are able to participate.
7.14 Schematic Design
11/17/11
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PBC requested that some discussion take place with DDP and PBC over design styles and aesthetics as the architects should be
aware of what general direction the PBC feels the design should be so as not to waste valuable and limited time in design phase.
DDP stated that SD deliverables would include:
Cost Estimates, Narrative on Systems, Narrative on Site, Narrative on finishes, Plans, Elevations, sections, Rendering and permitting
issues
12/1/11
DDP expressed that the design phase would be beginning and there was general discussion on the design, historical elements and
their impact on design in Lexington and other design features. PBC suggested that the architects not cast the design features too
quickly until they make some suggestions to the PBC to confirm an appropriate direction.
12/15/12
PBC wants to be sure that DDP meets with PBC at least three times in January to have an opportunity to review and comment on
design decisions.
PBC would like to see 3d modeling of school with topography and perhaps a view from Grove Street.
1/5/12
DDP made presentation on design issues and process forthcoming. Overall massing discussed along with a few design issues such
as:
The roof equipment screening location and height
Possible roof garden area
Roof access hatch or door (penthouse)
Two story space over library
Approx 4000 sf of basement, required, is slab on grade more cost effective?
Size of gymnasium, as compared to other elementary schools
Canopy in front of school
Canopies in other locations around schools
PBC would like to see these items as breakouts on the estimate so that they can understand cost impact on the project.
DDP stressed that schematic design will not stop after SD submission to MSBA, rather there will be opportunity to further work with
PBC on Design issues thru design development.
DDP discussed need to be able to deduct from approved design not try to add too it.
1/19/12
DDP reviewed 3d model and power point slides on schematic design progress.
DDP explained that final schematic plans were not quite ready, as they were still working on reducing the SF from 95,000 to 90,000
+s .
Discussion points from presentation
• Circulation in building for night or weekend use of gymnasium
• Basement space versus additional slab on grade for cost effectiveness.
• Scheduling impact /concerns with completion of new building, demolition of old and remaining site work to allow access to
new building from permanent driveway in time for start of school.
• Gymnasium not to increase in size; shall remain as designed.
• Height of building not yet calculated
1/26/12
• Reviewed updated floor plans sf down to 91,840. Building height discussed and estimates 43' at high point; average
height will be less but not calculated. Screen top +/- 51 -53'. Through course of DD we can cut but we cannot reduce
greatly without effecting program, we should include what we need now.
• Materials discussion next meeting.
• Gymnasium floor to be designed as a floating floor with a layer of insulation in the middle to prevent noise
transmission through the floor.
• The Gymnasium floor was discussed as being wood or a type of linoleum. The Linoleum type product has better
maintenance and longevity characteristics. The school department prefers the linoleum type product.. PBC agreed.
• Brief discussion regarding site plan and new and existing utilities. PBC would like to know if any of the utilities can
come from Robinson road and reduce long runs from Grove Street.
• Two Motions were made in support of the Special Education Submission and the Schematic Design Submission to the
MSBA
Motion: To recognize and approve the Lexington School Departments January 18, 2012 submittal to the Massachusetts
Department of Elementary and Secondary Education for Special Education Programming and MSBA space summary template for
the new Estabrook Elementary School Project.
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Motion: Joe McWeeney 2" d : Dick Perry Vote: 6 -0
Affirmative: 6 Jon Himmel, Carl Oldenburg, Chuck Favazzo, Joe McWeeney, Dick Perry, Eric Brown
Negative: 0
Abstained: 0
Not Present: 2 Peter Johnson, Philip Coleman
Motion: To accept and support DiNisco Design Partnership letter of 26 January 2012 recommending approval of schematic design
submittal package inclusive of space summary template and Schematic Design floor plans for the Estabrook School project with an
estimated construction cost not to exceed $31,200,000 and estimated project cost not to exceed $40.8 million, with school
occupancy in September 2014; subject to compliance with Lexington Zoning Code and applicable laws.
Motion: Dick Perry 2nd: Jon Himmel Vote: 6 -0
Affirmative: 6 Jon Himmel, Carl Oldenburg, Chuck Favazzo, Joe McWeeney, Dick Perry, Eric Brown
Negative: 0
Abstained: 0
Not Present: 2 Peter Johnson, Philip Coleman
2/9/12
Reading Room: Sandy explained this area houses level literature which is different from literature in Library. It will also be used
as a Professional Development training room for teachers. If needed this room could become a classroom in the future.
Gym: Gym is used for voting segregating public from children is a concern as to how that can be done. Sandy discussed the
thought of possibly using room or rooms on the lower level for voting, this has been done in the past.
3/8/12
Building Design Discussion
Building pushed back 7 feet on site and steps at front of building removed. DDP will bring grading plan to future meeting. DDP
discussed some design expectations. Talk about fenestration. Eric would like to keep the building simple.
7.15 LEED
12/1/11
Brief discussion on LEED design. DDP expressed that MSBA reimburses 2% for LEED Silver certification the first pass thru the LEED
scorecard should occur in the schematic design phase.
1/5/12
Draft of LEED scorecard will be at next meeting
1/19/12
Draft of LEED scorecard, tentatively showing 34 points presumed yes, 33, presumed maybe and 39 presumed no. Although this
will continue to be developed thru design it is presumed that LEED Silver is achievable.
LEED Scorecard will be reviewed with Facilities after 2/2/12.
7.16 Mosaic
12/1/11
There has been discussion about saving the Estabrook logo mosaic, so the construction of the mosaic is being tested for
contaminants during December break.
3/8/12
No asbestos was found in the wall. Options are to replicate on a mural or move existing to new school.
7.17 Traffic Clarification
12/8/11
PBC discussed the need for clarification as to the extent of involvement of the ETF committee with traffic concerns on the Estabrook
site. Peter Johnson will communicate a reminder to the ETF that the PBC has responsibility for oversight of traffic concerns within
the Estabrook site and that while they will seek a recommendation from the ETF on the amount of queuing that may be required
based upon their work leading to the property line, it is the PBC who should coordinate the actual design and layout of this work on
site with the architect and traffic consultant.
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1/5/12
ETF has not met since the 12/8/11 PBC discussion above.
2/9/12
Michelle Ciccolo, Chair of Estabrook Task Force, updated PBC on recent meetings and public concern. A discussion of school
deliveries involving 18 wheel vehicles and queuing of traffic for pick up. ETF is drafting their recommendations.
The PBC and School Committee voted in favor of the schematic design prior to its submission to the MSBA. The PBC sees the
value of the vehicle management that brings the students, parents and staff in the front of the building without the need to walk
across vehicle paths and that the deliveries are in the back beneficially located away from the pedestrians.
Motion: The PBC suggests that Robinson Road be upgraded to accommodate fix body delivery vehicles similar to those used
today and that larger 18 wheeled vehicles be precluded from using Robinson Road once the building is occupied.
Motion: Jon Himmel
7.19 Contract bride
2 Eric Brown Vote: Unanimous
12/8/11
DPF advised that a strategy will need to be developed to use remaining available funds from current authorization to bridge gap of
professional services at the conclusion of the study phase of the project to allow continued development of the project or
subsequent phases until town meeting authorizes additional funding.
1/5/12
Proposals needed in advance of next meeting
1/19/12
Staff will work with Walsh to develop scope and fee documents for both Walsh and DiNisco and should have information by
February 9 meeting
1/26/12
DPF working with RF Walsh to have information available for 2/9/12 meeting.
2/9/12
Motion for DD fee, $434,000 for the designer and $45,000 for OPM full DD phase, divided into DD1— schematics to 4/2/12 town
vote not to exceed available funds. After affirmative town vote balance of fees will be authorized.
Motion: Jon Himmel 2 Phil Coleman Vote: Unanimous
3/8/12
Motion to approve the Project Scope and Budget Agreement Exhibit A Project Budget Lexington Public School District budget
and reimbursement for the Estabrook School Project as reflected in approved form 3011 dated 2/12/12 and Reimbursement
Rate Certification, with a total Project Budget cost of $40,792,248, with a 37.27% reimbursement rate reflecting a Estimated
Maximum Total Facilities Grant of $12,250,739 as seen on line 113.
Motion: Phil Coleman 2 Charles Favazzo Vote: 7 -0
7.20 Deliverables for approval
1/5/12 Items planned for review at 1/19/12 meeting
Detailed site plan with contours — "balanced site"
Finalized plans with SF
Space summary with net to gross ratio (limit 1.5)
Estimates with breakouts 1/26
Building System narratives
Preliminary Energy Analysis
LEED scorecard
1/19/12 presentation /update
Detailed site plan with contours — "balanced site"
Finalized plans with SF
Space summary with net to gross ratio (limit 1.5)
Estimates with breakouts
Building System narratives
Preliminary Energy Analysis
LEED scorecard
7.21 Fuel source for Generator
presented in 3d model
Not complete yet, still working on SF reduction
Not complete yet, still working on SF reduction
To be presented at 1/26 meeting
copy circulated, was previously reviewed with DPF
To be presented at 1/26 meeting
Copy circulated and discussed.
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1/5/12
Discussion on allowable fuel source, MB to follow up with fire department, for use of natural gas instead of diesel.
1/19/12
Have verbal from fire department that natural gas is okay, waiting for verification in writing.
7.22 Historical Commission
1/5/12
RFW and DDP will work with Historical Commission on any approvals necessary for demolition of existing Estabrook School
1/26/12
RFW meeting on 2/9 with Historical Commission.
7.23 Permitting
1/26/12
PBC expressed concern that permitting needs have not yet been identified and feel strongly that these issues should be
understood and included in the project schedule.
7.24 Resident Email - Elevator
2/9/12
Resident email was discussed.
Elevator: Statement was discussed in length PBC agreed that there is no need for further investigation on the elevator as what is
designed meets code.
7.25 Estabrook School Driveway Access and Queing
3/8/12
Motion to recommend updated driveway access and queing design for Estabrook School Project as reflected in Design Option 5
modified, which contains 3 lanes of traffic from Grove Street with 1450 feet of proposed onsite queing; with drop off/ pick up to
be curbside only. This meets BETA criteria.
Motion: Eric Brown 2" d : Dick Perry Vote: Unanimous
7.26 Change Order Process
Motion to approve $50,000 encumbrance for approval of construction change order items appropriate to the project, to
expedite the approval process to the contractor and to be reconciled to the PBC at the next PBC meeting and then reclassed to
the contract PO.
Meeting Adjourned
Motion to Adjourn 3/08/12 9:45 PM
Motion: Dick Perry 2" d : Carl Oldenburg Unanimous
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