Thursday, September 8, 2011
Wayland Town Building
School Committee conference room
Attendees
HSBC members: Lea Anderson, Brian Chase,
Jim Howard, David Lash, Mary Lentz, Joe Lewin, Cindy
Lombardo, Eric Sheffels, Jennifer Steel
Absent: Josh Bekenstein, Dianne Bladon, Fred
Knight
HMFH team: Maria Mulligan
KVA team: David Saindon,
Vin Vadeboncoeur
Shawmut team:
Tony Miliote,
Parviz Tabrizi
Ex Officio members: Paul Stein
Call to order – HSBC Chairman, Lea Anderson, called the HSBC meeting
to order at 7:05 p.m.
Administration
A. Invoices - David Saindon presented the
invoice summary dated 8/31/2011 for KVA, HMFH, Shawmut, UTS, and Northeast
Sanitation for a total of $3,349,071.35.
Motion: A motion
was made by Jim Howard and seconded by David Lash to approve the invoice summary dated 8/31/2011 for a
total of $3,349,071.35 as follows:
KVA $47,562.50
HMFH 74,210.58
Shawmut 3,225,542.27
UTS 1,425.00
Northeast
Sanitation 331.00
Total $3,349,071.35
Vote: The motion was approved
unanimously, 8 in favor, 0 opposed.
B.
Change
Orders – David presented Change Order 9 (a & b).
Change Order 9a includes:
Bldg.
A commons return register revision $8,933
Hot
water piping in casework 4,368
Bldg.
B lecture hall casework 4,081
Theatrical
lighting coordination items 11,428
AddÕl
fire and smoke dampers 7,577
Interior
window shades electrical changes 3,809
Auditorium
colors 1,979
Bldg.
B science classrooms duplicate electrical devices (3,059)
Bldg.
A fitness room 3,550
Bldg.
A servery RCP & lighting revisions 7,229
Bldg.
A staff room lighting change 1,756
Total $51,651
Motion: A motion was made by Jim Howard and seconded by Joe Lewin
to approve SDC Change Order #9a for $51,651.00.
Vote: The motion was approved unanimously, 8 in favor, 0 opposed.
Change
Order 9b includes:
Add data panel at FH $13,604
FH
electrical panel revision 33,551
FH
electrical revisions (849)
FH
layout dimemsions 7,397
Louvers
at FH storage wing 2,346
Fixture
SL revision (127)
Total $55,922
Motion: A motion was made by David Lash and seconded by Jim Howard
to approve SDC Change Order
#9b
for $55,922.00.
Vote: The motion was approved unanimously, 8 in favor, 0 opposed.
Action: Eric Sheffels will attend the Wayland School Committee
meeting on Sept. 12 at 7:00 pm to present Change Order #9(a&b) in LeaÕs
absence. Cindy Lombardo is
available as a back-up.
C.
Change
Order request #046 – David reported that a request for revisions to the
Field House plumbing/utilities was made in June. The team recommended that a lift station be used instead of
a sewage ejector pit. Nitsch and
Griffin studied the issue. The
team recommended a $101,699 change order request. This amount is above the $50k threshold for change order
approval given to John M. and David.
The work has been done. The HSBC agreed with the reasoning
behind the change order request, but asked that, in the future, the request
come to the HSBC before the work is done.
Motion: A
motion was made by Eric Sheffels and seconded by Joe Lewin to approve Change
Order Request #046 for $101,699.00.
Vote: The motion
was approved unanimously, 8 in favor, 0 opposed.
D. Press Box – David reported that an
unforeseen condition was discovered regarding a non-code-compliant electrical feed
to the stadium press box and score board.
The electrical inspector will not approve the project until this is
resolved. The price for the work
is estimated by Griffin at about $50k.
A spare 3Ó conduit for future use is about $10k additional. Discussion followed:
á
Is this outside the scope of our project?
á
We did a project and they found a problem that makes it
hard to get a permit.
Motion: A
motion was made by Cindy Lombardo and seconded by David Lash to approve an
amount not-to-exceed $75,000 for new conduit and wiring to the press box and
score board.
Vote: The
motion was approved unanimously, 9 in favor, 0 opposed.
E. Contingency status – David
reported that he and Joe Lewin studied the budget and contingency since the
last meeting. They agree that the
total project must come in $1.9 million under the original budget ($68.9M vs.
$70.8M), in order for the TownÕs share of $45.8 million to be maintained. This is due to the reality that much of
the contingency established early on is not reimburseable. At this point, including the changes
that have been approved tonight, the HSBC must spend no more than $800k for
future change orders. Eric requested
a report on the CM contingency expenditures be sent to Brian, Joe, Lea and
Eric.
F. Value Engineered items – David requested that
the HSBC consider four items that were VEÕd out of the project. They are:
á
Additional curbing - $45k
á
Add drywall to the underside of the stairs - $15k
á
Add pavers to the Library courtyard - $50k
á
Additional site cleansing next year - $50k
Discussion followed:
á Mary expressed concern
about spending any more contingency with demo and abatement coming.
á $800k is 6% of the
remaining project cost, a healthy number.
á Many of these items
can be considered later, such as curbing and site cleansing.
á No reason to do
drywall. Stairs look fine.
á If we donÕt do the
library courtyard pavers now, it will cost more to do later. Landscaping will be done, grass will be
in. Could be $5,000 to $8,000 more
if done later.
á Can we do a risk
analysis that assesses best case/worst case?
Motion: A
motion was made by Eric Sheffels and seconded by Jennifer Steel to defer the
decision on curbing and cleansing, reject the drywall, and approve the pavers
for the library courtyard for not-to-exceed $50k.
Vote: The motion
was approved, 8 in favor, 1 opposed.
Note: 8Ó
sonotubes will be put in under pavers for possible future anchoring of
furniture. No electricity.
Additional items for possible
future consideration are raised bed for vegetable gardening, seasonal bike
storage, Monopoly Board relocation, screening behind Building A loading dock.
General
Project Update
A. Technology – David reported that all
technology has been purchased within the budget of $1.8million.
B. FF&E – David reported that we
have purchased most of the furniture, fixtures, and equipment, except for some
custodial equipment.
C. Neighborhood Tour – Lea reported that a
tour was held on Aug. 23 with about 15 attendees including the project
team. The reaction was very
positive.
D. Construction Update – Parviz
Tabrizi reported the following:
á Field house was delivered one day early. (This is a major milestone that allows
the resumption of regular athletic activities just in time for school. David Lash noted that the FH looks
beautiful and will be appreciated by many townspeople.)
á Buildings A & B are deep into
finishes with painting, ceramic tile, acoustic tile ceilings, lab casework,
toilet accessories, toilet fixtures, display boards. Floor moisture mitigation is ongoing, but installation of
VCT was slightly delayed due to power outage. VCT is scheduled to be complete in B by end of September;
VCT starts in A on Sept. 22. The
start-up of HVAC and plumbing equipment is ongoing.
á WWTP – Start of commissioning
and inspections is scheduled for Sept. 16.
á Site work continues in space between A and
B. The new concrete benches are
placed and pavers are being installed.
Loam is being placed. Tree
planting is ongoing.
WayCAM – Ken Issacson,
Chairman of the WayCAM Board, sent Lea an update on the project to fit out the
former weight room for the WayCAM studio.
á
Logistics meeting was held on Sept. 6 with John M.,
architect Peter Scott, and R.C. Griffin construction. Group reviewed site, school schedule, dumpster location,
work hours, etc. Construction is
scheduled to begin on Sept. 12.
Permitting is in progress.
á
Cabinet for FH control room function will be same as in the
Large Hearing Room – three metal cabinets.
á
WayCAM was surprised by several items:
o
Front door is not glass. Is this correct? (David thinks that a storefront door with
glass was ordered.)
o
Are windows operable?
(Luke has responded that they are.)
o
What is the hole in the floor. (This is the access to the old tunnel system under the
existing school. Shawmut replaced
the plywood cover with new plywood.)
o
Are camera placements correct?
Lea will ask John M. to coordinate answers to WayCAM. She reminded WayCAM of the importance
of bringing these questions up at the weekly meetings.
Approval of
minutes
Motion: A motion was made by
Jennifer Steel and seconded by Joe Lewin to approve the minutes to HSBC meeting
#123 held on August 11, 2011.
Vote: The motion was
approved unanimously: 9 in favor, 0 opposed.
Adjournment – The HSBC adjourned at 9:05 pm.
Next regular meeting – Thursday, Oct. 13 at 7:00 pm in the School Committee
conference room.
Observers: Richard
Turner
List of documents
1.
HSBC Agenda
– Meeting #124
2.
WHS
Revitalization – Invoice Summary dated 8/31/2011
3.
WHS
Revitalization - Budget Tracking dated 8/31/2011
4.
SDC Change Order
9a and 9b
5.
Wayland Budget
Summary to Maintain $45.8M District Share
6.
Library terrace
plan
7.
HSBC Minutes -
Meeting #123