Thursday, April 8, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Brian Chase, Jim Howard, Fred Knight, David Lash, Mary Lentz, Joe Lewin, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein, Dianne Bladon, Cindy Lombardo
HMFH team: George Metzger, Steven Millington
KVA team: Paul Boutchia, David Saindon
Shawmut team: Tony Miliote, Chris Semlies
Ex Officio members: Gary Burton, John Moynihan, Pat Tutwiler
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:10 p.m.
Administration
1. Project Permitting update – David Saindon reported:
á Board of Health has issued a letter approving three variance requests for WWTP.
á Planning Board attended the ConCom hearing on April 6 and is anticipating Site Plan approval vote on April 27.
á Conservation Commission review is ongoing. We anticipate closing discussion on May 10 followed by 21 days to receive order of conditions. Peer reviewer, Lisa Eggleston, met with Aaron Gallagher, Steven Millington, John Moynihan, and Brian Monahan on April 7 to go over her response to drainage plan. Meeting was very productive. Aaron will resubmit updated plan around April 15.
á Inspectional services – Jonathan Smith will schedule another meeting with Dan Bennett to update and review early site enabling permit, concrete/steel permit, and building(s) permit.
2. Contracts update
á HMFH – David reported that the HMFH contract was approved by the Wayland School Committee and signed by Chairman Louis Jurist on April 5.
á Shawmut Design and Construction – David reported that the CM agreement was ready for approval. Eric Sheffels reported that he had made 3 or 4 additional clarifications. Mark Lanza, Town Counsel, and Bob Garrity, our own construction attorney, have signed off. The contract in the amount of $3,982,918 (Pre-construction services, $97,195; General Conditions, $3,035,723; CM Fee, $850,000) is approximately $2.1 million under budget. Eric explained that this is due to the current economy and the fact that Shawmut proposed very aggressive pricing. He pointed out that there is a massive degree of volatility in the construction market.
A lengthy discussion on understanding this contract amount in relation to the budget and having access to financial information ensued. David was asked to make available to the HSBC at every meeting the budget report and to help us understand that we are on track to be on budget when we are approving expenditures.
Motion: A motion was made by Eric Sheffels and seconded by Mary Lentz to approve the Shawmut contract in the amount of $3,982,918.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed
Eric offered to attend the Wayland School Committee on Monday, April 12 at 6:00 pm to seek approval of the Shawmut contract.
3. Invoice approval
Motion: A motion was made by Eric Sheffels and seconded by Brian Chase to approve the invoice summary for a total of $286,328.00.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed
4. Trade RFQ
á Trade Request for Qualifications is nearly complete.
á There will be two pre-qualifying phases for the 17 potential trades
a. Masonry, misc. metals, waterproofing/damp-proofing, roofing and metal windows/CW and early electrical temporary power
b. All others (MEP, elevator and finishes)
á RFQ schedule for first phase: advertise on April 14, require Statements of Qualifications (SOQ) on April 29, complete review and scoring by May 28
Design/Planning
General Project Update
1. Design drawings – 90% structural drawings issued March 29; 100% DD set scheduled for April 15
2. Current bid packages – Superstructure and site enabling utilities – May 1
Envelope buildings A and B only – June 1
Remaining scope – September 1
3. Utilities – means and methods and pathways are resolved for power, gas, water, and sewer
4. Site utilization plan – ongoing in development
5. Schedule – in development with Shawmut; end dates have not changed
6. Financial – Superstructure estimate is underway and will be reconciled by April 19.
DD estimate check will be completed by May 10.
MSBA is working with us on establishment of new cost codes for CM@Risk.
MSBA is considering DavidÕs request for two spaces above library. Shawmut will do a cost analysis of including this space.
7. Other – There was a kick-off meeting with Shawmut and school administration on April 2.
Shawmut and KVA will meet with the pool group to discuss project coordination on April 9.
Design – Steven Millington reported that he is one week from finishing Design Development. He presented copies of the engineering report on the WWTP from Don Martinage
Auditorium Design Review – Steven presented an overview of the design of the auditorium:
á Seat count is 604 including 12 handicap spaces
á Seats are currently 22Ó wide; we could get more seats if squeezed in narrower seats
á Bottom section of seating is cut into the floor
á Acoustical consultants Cavanaugh Tocci are proposing a series of cat walks over stage. Rigging comes down between these catwalks
á Rigging is controlled by electronic batons, an upgrade from schematic. Consultants think it is much safer.
á Wood paneling is included in schematic
á Floor finish on stage is black masonite; aisles are carpeted
á HVAC is displacement ventilation in auditorium
á Entry into auditorium is at aisle level between upper and lower seats or in back of auditorium
á Sound system, projection from control room, lighting
Discussion followed:
á Working group reviewed the design. Theatrical elements were well vetted. Entry into auditorium would be greatly improved with a vestibule to lessen disruption. Steve has not yet drawn this.
á Cavanaugh Tocci is an excellent firm.
á Can we lock areas to section off auditorium and commons during non-school use? Ans. Yes
á No dressing rooms because MSBA would not approve.
á No orchestra pit in MSBA guidelines.
á Are door openings in shop big enough to get large sets through? Ans. Yes
á Seats are upholstered seat with plastic back.
á This looks great! Only the catwalks and electronic batons are beyond what we expected.
á Two estimates are coming before we go to bid. We can pull back if necessary to meet budget.
Lecture Room Design Review – Steven presented the design of the multi-purpose lecture/small performance hall.
á U-shaped seating arrangement for 100
á Fixed seats with tablet arm chairs
á Pipe grid for theatrical lighting
á Audio/Visual connected to TV/Graphics control room
á Windows into library
á Risers carpeted; open flooring durable and dark
Discussion followed:
á Windows into library might not be desirable for reasons related to sound and light.
á Might we consider a sprung floor?
á This room will get lots of use – lectures, small performance ensembles, testing, staff meetings, etc.
Furniture and Equipment drawings – Steven distributed the drawings for the HSBCÕs review. He reported that this is the result of staff meetings with Rob Fogarty.
Design Development completion
Steve asked to meet in two weeks to review the building exterior. DD drawings (100 pages worth) will be out next week. Eric suggested that a subcommittee (any two of Eric, Joe, Brian) go through the reconciled cost estimates as they did with schematics before any generalized budget presentation is made to the HSBC. He also suggested that he and Brian review the DD drawings some evening and invite anyone who wants to sit in. Lea will coordinate.
Site Logistics Plan – Chris Semlies, Project Manager from Shawmut, presented Phase 1 (7/2010 through 12/2011) of the site logistics plan. Parking for staff and students is shown in three areas:
1. 100 spaces in half of field house lot (suggested for staff)
2. 84 spaces in new lot behind Math/English building (suggested for students)
3. 137 spaces in parking lot next to pool (suggested for students)
Chris discussed possible traffic pattern for buses, parent drop-off, and student and staff parking. Comments were:
á Comingling of students, parents, buses is challenging. Take a look at the whole thing again.
á Consider widening road, making temporary lot bigger.
á Model traffic flow.
Other things
á LetÕs figure out a way to get time-lapsed photography of construction
á Involve students in this and other aspects of the project
Upcoming Meetings
April 22 – Design review of building exterior
April 27 – Planning Board hearing
April 29 – Conservation Commission hearing
Approval of minutes
Motion: A motion was made by Mary Lentz and seconded by David Lash to approve the minutes to HSBC meeting #96 held on April 1, 2010.
Vote: The motion was approved: 8 in favor, 1 abstention
Adjournment – The HSBC adjourned at 10:14 pm.
Next regular meeting – Thursday, April 22 at 7:00 pm in the School Committee conference room on the second floor of the Wayland Town Building.
Observers: Beth Butler