Thursday, June 3, 2010
Wayland Town Building
School Committee Conference Room
Attendees
HSBC members: Lea Anderson, Dianne Bladon, Brian Chase, Jim Howard, Fred Knight, Joe Lewin, Cindy Lombardo, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein, David Lash, Mary Lentz
HMFH team: George Metzger
KVA team: David Saindon, Frank Vanzler
Shawmut team: Chris Semlies
Ex Officio members: Gary Burton, John Moynihan
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting to order at 7:10 p.m.
Administration
1. LOA/Invoice – David Saindon presented two invoices for consideration.
Motion: A motion was made by Cindy Lombardo and seconded by Joe Lewin to approve the invoice summary dated 5/24/10 for a total of $45,535.00.
Vote: The motion was approved unanimously: 9 in favor, 0 opposed.
2. Project Permitting update – David reported the following:
á Board of Health
o BoH has sent a draft letter today accepting septic plan. This letter is required for enabling permit. John Moynihan reported that final letter will be ready tomorrow. Enabling permit will be filed on Monday, June 7.
o BoH has requested a peer review on the WWTP drawings. First estimate solicited by the BoH was very high. John M. has contacted other peer reviewers for estimates.
á Planning Board
o Site Plan approval is complete. Decision was signed on May 12.
á Conservation Commission
o Order of Conditions was issued on May 27 and filed with the Town Clerk on May 28.
á DEP
o Design documents delivered to DEP on April 1. Anticipated approval no later than Sept. 15 – ongoing.
á Inspectional services
o Follow up meeting held April 13 to introduce Shawmut (SDC). Reviewed phasing of project, permitting dates, and time lines.
¤ Enabling permit by June 28 (trailer, site fencing, temp power, parking lot/road)
Issuance of this permit depends on approval from all town boards.
¤ Foundation and steel permit by July 15.
¤ Structural peer review vendor has been awarded (DM Berg). Scheduled completion by June 14.
¤ Remaining building permits by mid Oct.
¤ HMFH met with Dan Bennett on June 2 for a general drawing review.
¤ Plumbing inspector review held on June 2
o Approval of grey water system
o Ruling on connection to Commons Building from Field House
o Variance for single bathroom in WWTP
o Variance for alternative piping material with underground grey water system
o Bleacher facilities ruling (bathrooms within 300 feet of bleachers) in question. This has potential for major cost hit.
á Fire Department – Site walk planned for mid-August
3. Miscellaneous
á CORI – working through process. Cost of background checks to be covered in budget.
á Proprietary materials/equipment list is being developed by HMFH.
4. Contracts
á RTA (Recommendation to Award) form approved
á Until GMP is set, all awards to be kept within the current process: David signs, John authorizes, Brian opines
á John M. talked with Finance Director who will adjust borrowing schedule
5. Trade RFQ
á Trade RFQ issued April 21 (Masonry, misc metals, waterproofing/damp-proofing, roofing and metal windows/CW and early electrical temp power). Responses due May 21.
á Other packages (MEP, elevator and finishes) to be issued June 16.
á Trade Pre-qualification has started.
Design/Planning Update
1. Design
a. 90% structural drawings issued March 29
b. DD drawings issued April 15
c. Document reviews/estimates
á DD drawing reviews are complete and issued to HMFH
á DD estimates (two independent) complete
á Commissioning agent review has begun
á Coordination of spec/SDC Òinstructions to biddersÓ is ongoing
2. Current bid packages
a. Superstructure and site enabling utilities May 15
b. Envelope June 25
c. Remaining scope Sept. 1
3. Site Utilization Plan – Way finding and site signage has been defined.
4. Energy modeling review is underway through September.
5. Schedule
a. Shawmut to refine trade pre-qual and construction schedule within the next two weeks.
b. Met with school department on May 28 to discuss:
i. CORI
ii. Mobilization Trailers – June 14
Ground breaking ceremony – June 22
Site fencing – June 22
iii. Summer programs (Summer Adventure and related programs moved to Middle School; some other programs can be accommodated at WHS.)
Financial
1. Construction – DD estimate check
a. May 12 – estimates exchanged
b. May 17 – estimates reconciled – ongoing
c. May 25 – reconciled estimates presented to Eric and Brian
d. June 3 – updated estimate presented to HSBC
2. MSBA
a. Received approval of the budget format and reclassification of new cost codes. KVA and Joy Buhler implemented the new cost codes on May 14. More discussion with MSBA is necessary.
b. Received letter from MSBA regarding additional square footage for building out two roof areas (1,352 s.f.) over the library. MSBA stated that is understands the HSBCÕs intent, but that the cost of the additional scope is WaylandÕs responsibility. Estimates are $45k to $60k total.
Clerk of the Works – David reported that KVA has hired Vincent Vadaboncor to serve as on site rep (clerk of the works) for the WHS project. Vinny has ten years experience with Gilbane Construction Co. and ten years prior to that with another construction company.
Communications
1. Project ground breaking is scheduled for Tuesday, June 22 at 9:00 am. Dr. Burton has invited local and state officials and the Wayland community. Press release will be sent to papers next week.
2. Project sign – to be drafted by Dianne Bladon.
3. Community update is scheduled for Tuesday, August 31 for WHS students, parents, and the whole Wayland community to learn the details of the site logistics and project. HMFH, SDC, KVA and the HSBC will all participate.
Order of Conditions – David reported that the Order of Conditions was received and first seen by the WHS project team on May 28, the same day it was filed with the Town Clerk. David expressed concern about the first condition. ConCom wants to insure that there is enough money left at the end of the project to complete the site work. The order requires 10% retainage in the site work and landscaping budget. Bob Garrity, our construction lawyer, confirmed that state law limits retainage to 5% for sub-contractors. John M. interpreted the order applying to the HSBC, which needs to set aside 10% of the site budget. 5% is already covered with the contractor. Discussion followed:
¤ Eric suggested that we send a letter to ConCom explaining how weÕll cover this (5% retainage and 5% allocation in our budget or other source).
¤ Frank Vanzler offered to draft this letter.
¤ This should not hold up the enabling permit.
¤ John M. offered to inform Brian Monahan.
¤ Jennifer offered to review the order of conditions and give her input to Frank. Others should do the same.
¤ Project team meets June 4 to go over the order of conditions.
¤ Dissatisfaction was expressed about not having a chance to review OoC before it was filed.
Cost estimates – Frank Vanzler reported that the project team has spent the better part of the last two weeks trying to understand and reconcile cost estimates. It was a high level effort with George, Frank, Tom, Brian, and Eric joining Steven, David and Chris, and the cost estimators from HMFH (PM&C) and Shawmut. The construction budget estimates are:
Shawmut $61,120,000
PM&C $58,220,000
Construction Budget $56,485,000 (includes $250,000 savings to date)
Frank explained that about half the difference between the two estimates is due to general requirements. Shawmut forecasted expenditures that are necessary to manage the project, but are not part of the buildings, such as cleaning costs, winter weather protection, utility charges during construction, etc. They are working to bring these estimates down.
The group needed to figure out how to get within budget. Using the Shawmut estimate they analyzed ways to cut costs and came up with possible savings. In the end they agreed on $5.27 million worth of savings in the following general areas:
Sitework $ 630,000
Buildings A & B $2,740,000
Field House $1,900,000
The major value engineering items are:
Sitework
¤ Simplified courtyard and patio paving detail/materials
¤ Reduced amount of curbing by roughly 30%
¤ Improved soil management – reclaim and recycle sub-grade materials and demo rubble
¤ Reduced scope of temporary stormwater systems
Buildings A & B
Exterior Envelope
¤ Changed clerestories to skylights/dropped library clerestory structure
¤ Eliminated several mechanical equipment screens
¤ Simplified detailing and materials for metal panels
¤ Simplified detailing for curtain wall and sunscreen
¤ Eliminated pre-cast concrete base; substituted with brick
Interior Finishes
¤ Eliminated wood ceilings in corridors at skylight locations
¤ Reduced dining commons wood paneling/trim and simplified column cover cladding
¤ Reduced library wood paneling
¤ Changed rubber tile flooring to VCT
¤ Simplified detailing and material for paneling and trim in auditorium
Audio Visual and Theatrical Rigging Systems
¤ General scope reduction roughly 20%
Field House
¤ Reduce renovation scope to align with original $5 million budget. Likely targets:
o Eliminate building structures housing HVAC units
o Simplify approach to HVAC system and equipment support
o Eliminate rebuilding track and wrestling room
o Simplify finishes to locker rooms
Discussion followed:
o We had already discussed some of these changes during design review, but they hadnÕt made their way into the documents.
o Will the Order of Conditions be affected? We need clarification on some of these relative to the OofC.
o John likes VCT. It looks cleaner and is half the cost.
o These VE items are not a wholesale taking out of things. From a qualitative point on A & B, we lose clerestories, but replace with skylights. Lose some height in library.
o George felt that the back and forth was good. The recommendations were not arbitrary; they were cost effective, responsible. Steven had anticipated some of these. Still looking at other things.
o Have we solved the Field House mechanical problem? (Still being worked on)
o Field House got out of hand with scope because of all the appendages. We started thinking about additional access to the FH and added a new entrance.
o Ability to influence cost falls away significantly as we get further along.
o Do we have a price on the track? This might be appropriate for private fund raising. (Ans. $240,000)
o This estimate does not have WayCAM studio. It has been identified as an add-alternate.
o Dianne asked for a cost estimate for a freestanding appendage (2,000 s.f.) to the field house for WayCAM. There was a commitment to provide this in two weeks.
o Lea and Fred asked about opportunity to identify roof space for future photo voltaics. There is more opportunity now that there are fewer roof structures. George was asked to get an opinion from his engineers on viability of PV. Energy Committee is interested also. This deserves an answer.
o How can we give feedback on the VE list? Time is very short. However, there will be field house reviews to discuss how we get back to budget.
Traffic Plan – Chris reviewed the latest traffic plan, which he will send to Dianne for posting. Chris will identify a path for faculty walking from FH lot.
Upcoming meetings
June 10 – HSBC meeting, 7:00 pm
June 17 – HSBC meeting, 7:00 pm
June 22 – Groundbreaking, 9:00 am WHS
June 24 – HSBC meeting, 7:00 pm
Approval of minutes
Motion: A motion was made by Dianne Bladon and seconded by Brian Chase to approve the minutes to HSBC meeting #100 held on May 20, 2010.
Vote: The motion was approved: 6 in favor, 0 opposed, 1 abstention.
Adjournment – The HSBC adjourned at 10:17 pm.
Next regular meeting – Thursday, June 10 at 7:00 pm in the School Committee conference room on the second floor of the Wayland Town Building.
Observers: Harvey Montague, Liz Von Goeler
Comments from the Public: Mr. Montague commented on oversight of construction.