Wellington School Building Committee Minutes

WELLINGTON SCHOOL BUILDING COMMITTEE
MINUTES
May 18, 2011
School Administration Building Conference Room
7:30 AM

Meeting #125

Committee Members Attending: Joe Barrell, John Bowe, Patricia Brusch, Laurie Graham, Mark Haley, Bill Lovallo, Mary McHugh, Lucy Pullen, Heidi Sawyer, Eric Smith

Absent: Joel Mooney, Ike Papadopoulos

Liaisons Attending: Fred Domenici, Amy Wagner

Clerk of the Works: Domenic Ingegneri

Skanska: Dan Lanneville, Bill Endicott

Clerk: Chris Kochem

Mark Haley, Chair, called the meeting to order at 7:35 a.m. 

Change Order Requests (All CEA's are in scope; all COR's are out of scope.)
·    CEA 008, 012, 013, 014 – related to premium time cost on 6/5/10, 6/26/10, 7/15/10 and 7/17/10 that was outside of the GMP and done prior to the GMP. It is mainly for concrete and some steel. Pat Brusch made a motion to approve CEA 008 ($2,435), CEA 012 ($400), CEA 013 ($757), and CEA 014 ($251). Eric Smith seconded the motion and it was unanimously approved. 
·    CEA 015 – for excavation and backfilling a temporary electrical service trench to the building. This site work scope was not bought out by French (subcontractor). Pat Brusch made a motion to approve CEA 015 for $3,715. Bill Lovallo seconded the motion and it was unanimously approved. 
·    CEA 016 – change in concrete compressive strength for footings in core basement to reduce cure time to set. Bill Lovallo made a motion to approve CEA 016 for $2,015. Eric Smith seconded the motion and it was unanimously approved.
·    CEA 018 – change door and frame from wood to aluminum because an incorrect door was specified and was not bought out. Eric Smith made a motion to approve CEA 018 for $5,533. Pat Brusch seconded the motion and it was unanimously approved.
·    CEA 021 – this change order was split with COR 052R1, this modification was to resolve AVB detail at the roof edge between two trade contractors. The detail was not clear on the bid documents as to which trade contractor owned which component. Eric Smith made a motion to approve CEA 021 for $6,160. Bill Lovallo seconded the motion and it was unanimously approved.
·    CEA 022 – provided wiring, which was missing on the electrical drawings, for hand dryers in bathrooms. Bill Lovallo made a motion to approve CEA 022 for $19,219. Pat Brusch seconded the motion and it was unanimously approved.
·    COR 045 – Bulletin 110 – masonry changes to fit exterior camera boxes. Bill Lovallo made a motion to approve COR 045 for $809. Mary McHugh seconded the motion and it was unanimously approved.
·    COR 049 – Bulletin 73 – removal of 12 exterior speakers. Bill Lovallo made a motion to approve COR 049 for a credit of $178. Eric Smith seconded the motion and it was unanimously approved.
·    COR 052R1 – RFI 426 - this change order was split with CEA 021. This modification was to resolve AVB detail at the roof edge between two trade contractors. The detail was not clear on the bid documents as to which trade contractor owned which component. Bill Lovallo made a motion to approve COR 052R1 for $6,600. Pat Brusch seconded the motion and it was unanimously approved.
·    COR 053 – mandatory breaker change from shop drawing review, coordination at shop drawings, approved by the electrical inspector. Bill Lovallo made a motion to approve COR 053 for $2,032. Eric Smith seconded the motion and it was unanimously approved. 
·    COR 062 – Bulletin 20 - modifications to door hardware that was bid to a filed bid subcontractor prior to the GMP. Bill Lovallo made a motion to approve COR 062 for $13,041. Eric Smith seconded the motion and it was unanimously approved.
·    COR 063 – Bulletin 31 F - to remove roof screen door at roof, purchased prior to the GMP. Bill Lovallo made a motion to approve COR 063 for a credit of $7,261. Mary McHugh seconded the motion and it was unanimously approved.

The following six change orders were approved with one motion:
·    COR 076 - Bulletin 27 - adjustments to grading and drainage at playground and service drive, $0 cost
·    COR 077 - Bulletin 32 - adjustments to manhole rim elevations on site, $0 cost
·    COR 078 - Bulletin 48 - coordinate of piping and walls at room 205, $0 cost
·    COR 079 - Bulletin 49 - coordinate specs for water pump horse power, $0 cost
·    COR 080 - Bulletin 51 - sloped ceiling revisions in classrooms, $0 cost
·    COR 081 - Bulletin 69 - provide location of antennas on roof, $0 cost
Bill Lovallo made a motion to approve COR 076, 077, 078, 079, 080, 081, all at $0 cost. Eric Smith seconded the motion and it was unanimously approved.

·    COR 082 – Bulletin 65 - modify the second floor exterior wall bench to fit plumbing. Bill Lovallo made a motion to approve COR 082 for $373. Mary McHugh seconded the motion and it was unanimously approved.
·    COR 087R1 - Bulletin 121B – add conduit that was removed from drawings and IT adjustments in classrooms. Bill Lovallo made a motion to approve COR 087R1 for $23,569. Mary McHugh seconded the motion and it was unanimously approved. 
·    COR 088R1 - add speaker strobe for fire alarm at second floor, per fire department request. Bill Lovallo made a motion to approve COR 088R1 for $506. Mary McHugh seconded the motion and it was unanimously approved. 
·    COR 089R1 – Bulletin 151 Revised - adds for: FD conduits for BDA, security conduits, safety light, PV conduits as requested by the fire and police departments and the WBC. Bill Lovallo made a motion to approve COR 089R1 for $16,618. Pat Brusch seconded the motion and it was unanimously approved. 
·    COR 090 - $1,260 – to add a floor box for data/electricity under the principal’s conference room table. Bill Lovallo made a motion to approve COR 090 for $1,260. Mary McHugh seconded the motion and it was unanimously approved. 

Invoices
1    Arlmont Word Processing Services for secretarial services for April 2011. Laurie Graham made a motion to approve payment of $325.00. Mary McHugh seconded the motion and it was unanimously approved.
2    Integrated Contract Design, Inc. for design services consulting for FF&E. Laurie Graham made a motion to approve payment of $9,090.00. Mary McHugh seconded the motion and it was unanimously approved.
3    Integrated Contract Design, Inc. for design services consulting for FF&E. Laurie Graham made a motion to approve payment of $1,010.00. Mary McHugh seconded the motion and it was unanimously approved.
4    Isaac's Relocation Services for storage of library books, 5/17/2011 to 6/17/2011. Laurie Graham made a motion to approve payment of $138.00. Mary McHugh seconded the motion and it was unanimously approved.
5    Jonathan Levi Architects for CA professional services from 4/1/2011 through 4/30/2011. Laurie Graham made a motion to approve payment of $30,158.54. Mary McHugh seconded the motion and it was unanimously approved.
6    Modular Space Corp./Modspace for the lease (LABBB) from 4/30/2011-5/30/2011. Laurie Graham made a motion to approve payment of $1,600.00. Mary McHugh seconded the motion and it was unanimously approved.
7    Modular Space Corp./Modspace for the lease (201 Concord Ave) from 4/30/2011-5/30/2011. Laurie Graham made a motion to approve payment of $14,000.00. Mary McHugh seconded the motion and it was unanimously approved.
8    Morrissey, Hawkins, & Lynch for legal services for April 2011. Laurie Graham made a motion to approve payment of $375.00. Mary McHugh seconded the motion and it was unanimously approved.
9    National Grid for the gas connection for 4/5/2011 to 5/2/1011. Laurie Graham made a motion to approve payment of $91.47 and to be re-bill this invoice to Skanska. Mary McHugh seconded the motion and it was unanimously approved.
1    PMA Consultants for services from 4/1/2011 to 4/30/2011. Laurie Graham made a motion to approve payment of $34,000.00. Mary McHugh seconded the motion and it was unanimously approved.
1    PMA Consultants for Briggs services from 3/1/2011 to 3/23/2011. Laurie Graham made a motion to approve payment of $794.20. Mary McHugh seconded the motion and it was unanimously approved.
1    PMA Consultants for ARM (Applied Risk Management, security consultant) services from 4/1/2011 to 4/30/2011. Laurie Graham made a motion to approve payment of $2,200.00. Mary McHugh seconded the motion and it was unanimously approved.

MSBA Update - reported by Mark Haley 
Mark Haley, John Bowe and Chris Carroll went to an MSBA meeting with Mary Pichette and Lee Deveau last week. After much discussion, the MSBA reps agreed that this situation was confusing, mainly because Belmont hired the Construction Manager (CM) for the Wellington School during the bidding process, rather than at the beginning of the design, which is the more common way. The GMP (Guaranteed Maximum Price) was listed as $28,008,000 but that was with the understanding that an additional $800,000 would be added via change order for the abatement and demolition of the school. The original budget for the Wellington School, reviewed by the MSBA, had a construction cost of $28.8 million. The WBC bid the demolition as an early bid package and then assigned it to the CM (Skanska). So, the payment for the demolition was done via change order, rather than as part of the original GMP, but this payment did not change the budget or the intent of the construction dollars. This meant that the $12.4 million that was to be reimbursed by the MSBA is still a valid figure. There was also discussion about the fact that some asbestos abatement is now being considered an "allowable cost" by the MSBA so this should factor in the assessment. After this review by the MSBA, the Wellington project is within $20 of the original PFA (Project Funding Agreement).

Schedule - reported by Dan Lanneville (Skanska) 
Mark Haley noted that, on May 4, he had told the committee that the schedule did not look like it would be able to be done by July. He asked Mr. Lanneville to give a report to the committee.

Mr. Lanneville stated that his proposal is not to extend the start of school beyond September 7, 2011. 
The Skanska team has done a heavy analysis on the schedule and on how to get it done. They are looking at what has impacted the schedule – the core, gym, cafetorium, media center, etc. not being able to be finished by July. He said that, a couple of weeks ago, he had proposed that they put some money towards overtime in order to finish the areas that need to be done in July. He asked if it makes  sense to accelerate the entire building to get to one specific date of July 15. 

Instead, he suggested a hybrid approach, which would be more financially prudent regarding overtime money and still achieve the ultimate goal of September 7. 

Mr. Lanneville said that the southwest wing is almost done. The ceiling grid is up and the flooring will start on May 31. The southwest wing could be turned over to the WBC in early July.

He said that the northeast wing is running about 3-4 weeks behind the southwest wing. He wants it to be two weeks behind southwest wing. This wing should be done and available by July 22, which makes the contractual date of July 25 for the FF&E deliveries.

Thus, both wings could be ready for the FF&E delivery date.

He then discussed the core, particularly the second floor of the core. The sequence of construction is behind the other areas, mostly associated with MEP in the ceilings and the walls. They still need to install sheetrock and tape and paint. There needs to be a fairly extensive amount of either overtime or second shift work to bring the second floor core to completion. The core first floor also needs work but not to the extent of the second floor.

Mr. Lanneville then focused on areas on the first floor. They need to put some energy into the kitchen beyond the finishes so that the equipment can be installed. He noted that the kitchen equipment is ready and waiting in Rhode Island. For the gym, he suggested that the committee decide as a group if it makes sense to accelerate it; a lot of athletic equipment will arrive in July.

The sheetrock is up in the administrative suite and the music room and they are starting to tape it. The media center still has a lot of work to do. 

The main stairs from Misc Metals are not in yet but are expected to arrive on May 23. The monumental, architectural features are a lot of work. There are half walls and Plam,. It will take four weeks to install the millwork on the stairs.

Mr. Lanneville has reviewed the exterior of building, site work, roof work with the OAC team.

Mr. Lanneville said that, without doing the overtime, the core will not be done til mid-late September. He then listed all the trades that need the “push”. He broke it down by the core area but did not exclude the gym. He noted that the gym is being used as a paint shop right now. He needs to finish getting the ipe out of the gym before work can start in the gym. He will find out the cure time for the gym floor striping. 

Mr. Lanneville wants to have the entire school ready for use on September 7.
 
He said there is $50-75,000 in buyout savings from the subcontractors. If this money is not spent, it will go back to the in-scope contingency.

Mr. Lanneville and Bill Endicott agreed that there is about $225,000 in contingency and up to $75,000 in buyout savings. The scope to be bought - $50-75,000 still available. Mr. Lanneville also said that there is $400,000 available within the GMP.

Mr. Lanneville requested that the WBC use some of the buyout savings money and some of scope to be bought, to fund the overtime and second shift effort. 

He reported that Skanksa has already spent nearly $22K (for overtime in April, which was done without WBC approval or knowledge) for the carpenters in the northeast wing, doing taping. He is looking to spend another $8,800 in the northeast and $80K in the core.

He has spent a total of $90K including the $21K for overtime; he forecasts spending $28K in the exterior. For the outside, in his analysis, he forecasted some overtime for the outside – about $30,000. 

Joe Barrell asked how the outside is affected by the schedule. Mr. Lanneville said that he is showing the outside done by the end of July with the exception of the plantings. He plans to plant the plantings on August 15. He will allow the landscape architect to weigh in on this plan.

Joe Barrell asked about the inside. He noted that the big gray area is the moisture for the flooring contractor. Per Armstrong, the humidity in the slab needs to be less than 90% humidity. The contractor owns the relative humidity of the slab and the tests are coming back at 85-90% by Briggs. However, the floor contractor is saying the level is 10% higher. Mr. Lanneville said they had carried $50K in the GMP to have moisture mitigation but there is the potential that the cost of the moisture mitigation could be much more than $50K. They are still trying to resolve this issue in the most cost effective manner and hope to have a resolution by the end of the week.

Eric Smith asked for a more detailed analysis of the proposed details, even if the WBC goes forward with this plan. Mary McHugh said the WBC needs to speed up the project as soon as possible. She noted that the WBC wants a level of confidence in the estimates because the WBC does not want to have this conversation about acceleration with Skanska again. Laurie Graham said that the WBC needs to have a close analysis of the exact numbers by sections.  

Sean Burke is going to find out the details on the RTU’s that they need from the architect.

Pat Brusch stated that the WBC needs a list of all the things that are pending that can cause further problems. What are the things that could be impacting the critical path so that there can be a laser focus on the project and no hiccups? Also, since this project is CM at Risk, there is a difference between recovery and acceleration. Mrs. Brusch is not convinced that the cost for this is the town’s. 

It was agreed that they will sort out who owes the money, but not at this meeting. However, the WBC made it clear that the only way the committee will approve money for extra shifts, overtime, etc. is if the WBC is able to occupy the building on September 7, 2011. No one is willing to approve money and not be done with the project in August, at the latest.

Mary McHugh asked "what if no matter what is done with acceleration, the goal cannot be met?" Joe Barrell noted that acceleration can cause a dropoff in quality. He said that it is  important for there to be overview of the quality of second shift or overtime. The WBC needs to know where we are in the process with confidence. Heidi expressed concern that it is taking too long to get the updated schedule.

Mr. Lanneville said that he will present a complete schedule for the OAC to review on Thursday, May 19. He noted that, between now and May 25, he will put the MEP’s in the core, either overtime or second shift.

Mark Haley asked members of the WBC for consensus that Skanska should speed up the schedule and discuss the finances after PMA reviews/analyzes the schedule. WBC members agreed with Mr. Haley's recommendation.

Amy Wagner noted that she has been waiting for the schedule. She is concerned about the planning for the school move. She has seen so many blips so the committee should have a contingency plan in case the school cannot open on September 7. Mrs. Brusch continues to emphasize that the Wellington staff should make sure that their September/October boxes will be readily available when the teachers do their packing. Laurie Graham said the contingency needs to take into account the costs that might be incurred by a delay in the opening of school.

Key dates:
May 25 –WBC will make a decision as to the outcome of the proposed speed up plan.

June 8 – goal to have a decision about the school move-in date to give to the community.

Joe Barrell stated that the quality and quantity of the schedule that Dan Lanneville provides is critical to completion. 

Bill Lovallo asked that PMA and Skanska identify the big “rocks” for the project.

Heidi Sawyer left the meeting at 9:15 a.m.

Mark Haley noted that Chris Carroll has said that quality assurance/quality control is an issue on the façade. They can’t do the outside finishes til the façade has been fixed.

Mark Haley noted that OAC is meeting three times a week. Mary McHugh said that the WBC needs to insist that issues be resolved if they are holding up the project.

Dan Lanneville said he has been asking for design team support and it has not been being supplied. Bill Lovallo and Pat Brusch expressed frustration that the design team is not closing out critical issues. Bulletins with design changes are still being issued, which is unacceptable at this stage of the project.

Dan Lanneville asked if the sense of the committee was that it is acceptable to spend up to $15,000 for about two weeks of overtime and second shifts. The WBC members again stated that the key here is meeting all milestones and a completion date that allows for occupancy before Labor Day of 2011. 

Approval of Minutes - April 6, 2011, April 20, 2011
Bill Lovallo made a motion to approve the WBC minutes of April 6, 2011 and April 20, 2011. Lucy Pullen seconded the motion and it was unanimously approved.

Approval of Minutes - April 27, 2011
Pat Brusch made a motion to approve the minutes of of April 27, 2011 with the substitution of the following amendment on page 2. Eric Smith seconded the motion. The vote was 8 in favor and one abstention to approve the minutes with the amendment. 
Amendment to April 27 minutes:
Construction Change Directive
Mr. Levi reported that Bulletin 152 was issued as a CCD and relates to the automatic light control units in the building. The lighting is designed so that the lights will only go on if the room is too dark. The bulletin is for light switch signs, which state "automatic light control - please save energy by not turning on the light" and will be placed in each classroom and support room. Heidi Sawyer asked how these light switch signs will be attached to the wall. JLA will do more research and report back to the committee.

Signage – Sean Burke of PMA reported that the numbers are being ordered for the rooms. There is a keying schedule for keying the file cabinets and desks and for keying the doors, exterior and interior. They will consult Amy Wagner about this.

Amy Wagner expressed concerns about the construction schedule and therefore the school opening on September 7, 2011, based on the timeline that was discussed at today’s meeting.

Lucy Pullen made a motion to adjourn the meeting at 9:30 a.m. The motion was seconded by Pat Brusch and unanimously approved.

Respectfully submitted,

Lucy Pullen
Secretary