MONTHLY REPORT.PDF

Transcription

1 School Building Committee Meeting Minutes Documents: SBC MINUTES.PDF 2. November 2013 Monthly Report Documents: MONTHLY REPORT.PDF

2 Longmeadow High School Longmeadow, MA Meeting Notes Longmeadow School Building Committee November 21, 2013 Location: Time: LHS Admin Conference Room 7:00 PM Attendees: Name Assoc. Present Name Assoc. Present Building Committee: Joslin Lesser + Associates: Robert Barkett LSBC Y Thomas Murphy JLA Y Peter Greenberg LSBC Y Robert Alger JLA Y Lawrence Berte LSBC N Richard Bistran LSBC Y Stephen Crane LSBC Y OMR Architects: Jim Desrochers LSBC Y Charles Koehler OMR Y Marie Doyle LSBC Y Jeanne Roberts OMR N Paul Dunkerley LSBC Y John Fitzgerald LSBC Y Mark Gold LSBC Y Ronald Hirsch LSBC Y Gilbane Building Co.: Roland Joyal LSBC Y William Kearney GBC N Paul Pasterczyk LSBC Y Anthony Iaccarino GBC Y Michael Wrabel LSBC Y Ryan Hutchins GBC N The meeting was called to order at 7:04 PM. 1. Visitor s Questions/Comments In response to a request for visitor s questions or comments none were presented. R. Barkett reported that a Mrs. Orsatti residing on Grassy Gutter Road had contacted him regarding dirt on her house and if there was a plan to clean the house exterior. This will be reviewed with Gilbane. 2. Approval of the Minutes from the October 17, 2013 School Building Committee Meeting The meeting minutes from the October 17, 2013 SBC meeting were presented and reviewed. Motion: S. Crane moved to approve the October 17, 2013 meeting notes submitted. P. Dunkerley seconded. The vote was unanimous in favor with no abstentions. (12-0-0) 3. Project Update The project team reviewed the construction progress and items remaining to be completed. At this point generally only punch list work remains. An updated Punch List was distributed to Committee members and GBC reported that completion of items is ongoing. Some items will be scheduled to be completed over

3 Longmeadow School Building Committee Meeting November 21, 2013 Thanksgiving break and others over Christmas break but almost all items are expected to be completed by December 27. In response to a question, it was noted that M. Doyle, L. Berte, P. Dunkerley, M. Wrabel, Kevin Warenda and Adrian Phaneuf were all involved in the assembly of the punch list and any comments generated by SBC members or users are reviewed by the team and placed on the punch list if appropriate. In response to another question regarding inconsistent heat in Building A. A. Iaccarino reported that the water balancing has not been completed but the system should be performing near specifications. Cold temperatures in the morning may be due to the occupied/unoccupied schedule setting. It was discussed that the users should note the temperatures and advise the design/construction team if a change in the settings is desired. The changes can be incorporated into a future training session for the Building Management System (BMS). JLA will coordinate with school representatives and users and OMR will review with the HVAC engineer, GGD. The schedule for the lighting system was also discussed with some reports that lights are on at unoccupied hours. The team reported that some lighting control system and schedule issues have been worked out over the past several months and some early problems have been resolved. It was suggested that users or custodial staff report if occupied/unoccupied lighting problems still exist. P. Dunkerley reported that punchlist work is ongoing on the security and paging systems but that these systems are still not functioning as expected. 4. MDF JLA reported the latest progress concerning the cooling systems in the MDF room. The proposed solutions for supplemental cooling and redundant cooling were discussed with K. Warenda and J. Desrochers at meeting and an alternate solution was proposed by K. Warenda that employed the installation of a rack enclosure system rather than a room AC system. This system would deal with the equipment loads directly before they affected the room temperature and the setpoint of the room would not factor in to the equipment cooling issue. The proposal would be to reinstall the rack enclosure that is currently owned by the Town and provide an additional AC systems for that enclosure as a redundant, back-up system. The cost of this system was estimated at 10,000 or less. The costs of the supplemental room system was approximately 12,000 and the redundant system was approximately 30,000. The rack enclosure system is much preferred by the User and is less expensive than the other solutions. Motion: M. Wrable made a motion to approve a not to exceed amount of 10,000 to procure the system recommended by K. Warenda, the cost to be paid from the construction project budget. P. Dunkerley seconded. During discussion M. Gold noted that while the expenditure may be worthwhile he asked if the payment should be through another funding source. The motion passed (12-1-0) 5. Traffic P. Dunkerley reported that traffic problems during morning and afternoon rush continue. Information regarding what he has witnessed has been forwarded to OMR and their traffic engineer. They will review the information and will schedule a visit to the site to witness the conditions and meet with school and town officials. 6. Superintendent s Update M. Doyle reported that utility costs the school has been experiencing are greater than expected and she is hopeful the actions discussed during this meeting will help improve the costs. Progress has also been made on the HVAC systems and she is happy that those issues are being worked through Page 2 of 3

4 Longmeadow School Building Committee Meeting November 21, Town Manager Update S. Crane noted that the Town Engineer should be involved in the traffic discussions. The difficult traffic times were noted to be 7:00 AM to 8:00 AM and 2:00PM to 2:45PM 8. Transfers/Commitments/Expenditures Commitment The commitment of additional funds for materials testing was presented. Motion: R. Joyal moved to approve the commitment of 1,564 for additional materials testing services as outlined on the JLA memo dated 11/21/13. R. Bistran seconded. The vote was unanimous in favor (13-0-0) Expenditures Invoices for fees for OPM, A/E, construction, materials testing, furnishings and other project costs were presented. P. Pasterczyk noted that one expenditure shown on the JLA memo had been paid last month. Motion: R. Bistran moved to approve invoices in the total amount of 1,613, as edited on the JLA memorandum dated November 21, M. Wrabel seconded. The vote was unanimous in favor (13-0-0) 9. Alumni Tours R. Barkett reported that P. Dunkerley had requested that SBC members who might be able to help out with tours of the new school for alumni members on Friday, November 29 should please contact Paul. Tours are scheduled for 4:00, 4:30 and 5: MSBA A general discussion of MSBA reimbursement for scope and timing was held in response to a question regarding reimbursement. JLA noted that they and OMR would be working with GBC in the coming weeks to review outstanding scope changes and to prepare the final change orders for SBC approval. After these are submitted to the MSBA for reimbursement and MSBA action is taken we will be able to determine if any further communications or meetings are necessary with the MSBA. 11. Adjourn Motion: R. Bistran moved to adjourn at 8:50 PM. M. Doyle seconded. The vote was unanimous in favor (13-0-0) Respectfully submitted, Thomas Murphy - Joslin, Lesser + Associates, Inc. Page 3 of 3

5 LONGMEADOW HIGH SCHOOL Longmeadow, MA Monthly Project Update Report NOVEMBER 2013 FS/SD DD CD Bidding Construction Closeout

6 MONTHLY REPORT NOVEMBER 2013 CLIENT: TOWN OF LONGMEADOW LONGMEADOW SCHOOL BUILDING COMMITTEE PROJECT: LONGMEADOW HIGH SCHOOL I. TASKS COMPLETED DURING NOVEMBER 2013 Administrative Activities Construction Coordination Meeting Construction Coordination Meeting Construction Coordination Meeting School Building Committee Meeting Construction Activities The buildings and site are substantially complete and punch list work is nearly complete. Most trades have finished punch list items. Trades with items left to complete include, millwork, Waterproofing, metal panels, HVAC, plumbing, electrical and site. Most of the punch list items are expected to be completed by the end of December. Some items, such as site items, are weather dependent and may not be completed until temperatures are favorable. II. FORMAT ACCEPTABLE TO THE AUTHORITY The monthly report has been submitted electronically through the MSBA web site. This document, along with a printed copy of the electronically submitted report, are submitted to the MSBA as supplemental information. III. TASKS PLANNED FOR DECEMBER 2013 Administrative Activities Scheduled Construction Coordination Meeting Construction Coordination Meeting Construction Coordination Meeting School Building Committee Meeting

7 Construction Activities Punch list work is expected to continue in December with the completion of most items expected by the end of the month. IV. PROJECT SCHEDULE The project is substantially complete and in closeout phase. V. PROJECT BUDGET Refer to attached Project Budget, dated November 30, VI. CHANGE ORDERS AND POTENTIAL CHANGE ORDERS No Change Orders were approved this month VII. CASH FLOW PROJECTIONS Refer to attached Cash Flow Projection, dated November 30, VIII. CONTRACTOR S SAFETY PERFORMANCE No incidents to report this month. IX. DESIGNER S QA/QC OMR has attended regular weekly construction meetings and other construction coordination meetings. X. CONRACTOR S ENVIRONMENTAL COMPLIANCE There are no issues to report at this time.

8 XI. COMMUNITY ISSUES There were no community issues to report this month. XII. DESIGNER AND CONTRACTOR MBE/WBE ACTIVITIES There are no MBE/WBE changes to report at this time XIII. ISSUES THAT COULD POTENTIALLY RESULT IN ADDITONAL TIME/COST There are no issues at this time. XIV. ANTICIPATED PROBLEMS/CONCERNS AND RECOMMENDED SOLUTIONS There are no issues at this time. XV. ATTACHMENTS Construction Progress Photos Current Project Budget Status Report, dated November 30, Projected Cash Flow, dated November 30, Cumulative Expenditures, dated November 30, 2013.

9 CONSTRUCTION PROGRESS PHOTOS NOVEMBER 2013 Image 1 Image 2 Masonry punch list work completed Sealant installation at sign completed. Image 3 Image 4 Asphalt work at high jump area completed Installation of existing benches completed

10 Longmeadow High School Longmeadow, MA Total Project Budget Status Report November 30, 2013 Description Total Project Budget Authorized Changes Revised Total Budget Total Committed % Cmtd to Date Actual Spent to Date % Spent to Date Balance To Spend Comments ADMINISTRATION Legal Fees Owner's Project Manager 1,862,000 1,862,000 1,862, % 1,815,000 97% 47,000 Programming Feasibility Study/Schematic Design 200, , , % 200, % Design Development Construction Contract Documents Bidding Construction Contract Administration Closeout Extra Services 301, ,500 1,360,500 1,360,500 Reimbursable Services Other Project Manager Costs Advertising (and printing) 80,000 80,000 39,999 50% 39,999 50% 40,001 Permits Owner's Insurance Other Administrative Costs 15,000 1,016 16,016 16, % 16, % SUBTOTAL 1,957,000 1,016 1,958,016 1,918,015 98% 1,871,015 96% 87,001 ARCHITECTURE & ENGINEERING A/E Basic Services 5,285, ,285,005 5,285, % 5,202,507 98% 82,498 Programming Feasibility Study 195, , , % 195, % Schematic Design 305, , , % 305, % Design Development 1,244, ,244,055 1,244, % 1,244, % (0) Construction Contract Documents 1,796,900 1,796,900 1,796, % 1,796, % Bidding 158, , , % 158, % Construction Contract Administration 1,420,500 1,420,500 1,420, % 1,420, % (2) Closeout 165, , , % 82,499 50% 82,501 Extra and Reimbursable Services 367, , , ,498 99% 411,380 87% 60,113 Printing (and other) 20,000 (20,000) Hazardous Material (incl. monitoring) 125,000 81, , , % 169,884 82% 37,030 Geotechnical 100,000 37, , , % 121,811 88% 16,088 Site Survey 51,040 4,565 55,605 55, % 55, % Other Reimbursable Costs 50,000 50,000 49, % 49, % 219 Traffic Consultants 21,076 21,076 14,300 68% 14,300 68% 6,776 Other 0% SUBTOTAL 5,652, ,382 5,756,498 5,749, % 5,613,887 98% 142, , % 301, % 1,360, % 1,313,500 97% 47,000 Page 1 of 2

11 Longmeadow High School Longmeadow, MA Total Project Budget Status Report November 30, 2013 Description Total Project Budget Authorized Changes Revised Total Budget Total Committed % Cmtd to Date Actual Spent to Date % Spent to Date Balance To Spend Comments CONSTRUCTION COSTS CM at Risk Preconstruction Services 100,000 25, , , % 119,548 95% 6,292 Construction 63,773,971 (87,972) 63,685,999 63,685, % 61,419,046 96% 2,266,953 Change Orders 1,494,045 1,494,045 1,494, % 1,175,403 79% 318,643 SUBTOTAL 63,873,971 1,431,913 65,305,884 65,305, % 62,713,997 96% 2,591,888 MISCELLANEOUS PROJECT COSTS Hazmat Monitoring & Testing Material Testing 120, ,000 94,064 78% 94,064 78% 25,936 Reproduction/Mailing Moving; Utility Co. Fees & Other Proj. 30, , , ,368 98% 305,154 97% 9,976 SUBTOTAL 150, , , ,432 93% 399,218 92% 35,912 FURNISHINGS & EQUIPMENT Furnishings (inc Maint Equip, Library Books) 1,645,102 1,645,102 1,520,087 92% 1,506,683 92% 138,419 Computer Equipment 1,197,000 1,197,000 1,197, % 1,192, % 4,135 SUBTOTAL 2,842,102 2,842,102 2,717,087 96% 2,699,548 95% 142,554 CONTINGENCY Construction Contingency 3,193,699 (1,494,045) 1,699,654 1,699,654 Owner's Contingency 784,000 (327,142) 456, ,858 SUBTOTAL 3,977,699 (1,821,187) 2,156,512 2,156,512 TOTAL PROJECT BUDGET 78,452,888 (24,608) 78,428,280 76,094, % 73,297,664 93% 5,130,616 (sum of all subtotals above) FUNDING SOURCES Total Project Basis of Total Reimbursement MSBA Share State Share 33,067,140 Budget Exclusions Facilities Grant Rate Local Share 45,361,140 78,452,888 12,857,483 65,595, % 34,004,658 Grants 78,428,280 14,641,358 63,786, % 33,067,140 MSBA PFA Amendment SUBTOTAL 78,428,280 CONSTRUCTION COST ESTIMATES Date Amount SF Cost Per SF DG Jones 9/30/09 63,795, , DG Jones 02/10/10 63,773, , DG Jones 11/09/10 64,709, , Page 2 of 2

12 Longmeadow HS: Longmeadow, MA Projected Cash Flow Updated 11/30/2013 CASH FLOW PROJECT EXPENDITURES Original Actual Projected thru Dec09 477, ,365 Jan10 67, ,199 Feb10 69, ,627 Mar10 70, ,392 Apr10 58,750 35,259 May10 8,750 Jun10 25,000 Jul10 540, ,743 Aug10 583, ,745 Sep10 609, ,001 Oct10 323, ,174 Nov10 316, ,717 Dec10 326, ,688 Jan11 316, ,562 Feb11 311, ,327 Mar11 394, ,679 Apr11 384, ,520 May11 1,828, ,430 Jun11 1,865, ,342 Jul11 2,566,942 1,052,376 Aug11 2,519,191 3,135,589 Sep11 2,185,758 1,798,355 Oct11 2,048,540 2,331,781 Nov11 2,117,505 1,955,734 Dec11 1,730,087 2,494,018 Jan12 1,447,154 1,943,221 Feb12 1,568,222 2,127,388 Mar12 1,689,290 2,068,307 Apr12 1,789,931 2,909,855 May12 2,262,097 3,044,761 Jun12 2,332,935 4,295,118 Jul12 2,847,193 2,398,684 Aug12 3,406,310 2,545,222 Sep12 4,219,211 3,075,145 Oct12 3,977,074 2,830,108 Nov12 3,660,094 3,918,984 Dec12 3,445,695 2,511,457 Jan13 3,082,490 1,678,795 Feb13 3,009,850 2,575,582 Mar13 2,912,996 2,441,873 Apr13 1,877,674 1,932,102 May13 2,867,026 2,292,203 Jun13 2,925,995 1,486,650 Jul13 1,522,637 2,196,496 Aug13 2,057,153 1,183,572 Sep13 2,275,717 1,375,754 Oct13 896,612 1,521,684 Nov13 641,777 1,613,474 Dec13 1,376,055 Jan14 785,410 Feb14 2,797,136 Total: 78,452,888 73,297,665 4,958,601 Cost 5,000,000 4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000, ,000 Projected Cash Flow Project Expenditures thru Dec09 Jan10 Feb10 Mar10 Apr10 May10 Jun10 Jul10 Aug10 Sep10 Oct10 Nov10 Dec10 Jan11 Feb11 Mar11 Apr11 May11 Jun11 Jul11 Aug11 Sep11 Oct11 Nov11 Dec11 Jan12 Feb12 Mar12 Apr12 May12 Jun12 Jul12 Aug12 Sep12 Oct12 Nov12 Dec12 Jan13 Feb13 Mar13 Apr13 May13 Jun13 Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Month

13 Longmeadow HS: Longmeadow, MA Cumulative Expenditures Updated 11/30/2013 CASH FLOW PROJECT EXPENDITURES Original Actual Projected thru Dec09 477, ,365 Jan10 544, ,564 Feb10 614, ,191 Mar10 684, ,583 Apr10 743, ,842 May10 743, ,592 Jun10 768, ,592 Jul10 1,308, ,335 Aug10 1,891,934 1,018,080 Sep10 2,501,826 1,170,081 Oct10 2,825,753 1,548,255 Nov10 3,142,603 2,368,972 Dec10 3,469,453 2,967,660 Jan11 3,786,303 3,639,222 Feb11 4,098,153 4,293,549 Mar11 4,492,278 5,011,228 Apr11 4,876,404 5,523,748 May11 6,704,637 5,649,177 Jun11 8,569,731 6,563,519 Jul11 11,136,673 7,615,896 Aug11 13,655,864 10,751,485 Sep11 15,841,622 12,549,840 Oct11 17,890,162 14,881,621 Nov11 20,007,668 16,837,355 Dec11 21,737,755 19,331,373 Jan12 23,184,909 21,274,594 Feb12 24,753,130 23,401,982 Mar12 26,442,420 25,470,289 Apr12 28,232,352 28,380,144 May12 30,494,449 31,424,905 Jun12 32,827,384 35,720,024 Jul12 35,674,577 38,118,708 Aug12 39,080,887 40,663,930 Sep12 43,300,098 43,739,075 Oct12 47,277,172 46,569,183 Nov12 50,937,266 50,488,166 Dec12 54,382,961 52,999,623 Jan13 57,465,451 54,678,418 Feb13 60,475,301 57,254,000 Mar13 63,388,297 59,695,873 Apr13 65,265,970 61,627,974 May13 68,132,996 63,920,177 Jun13 71,058,991 65,406,827 Jul13 72,581,628 67,603,323 Aug13 74,638,781 68,786,896 Sep13 76,914,499 70,162,506 Oct13 77,811,111 71,684,190 Nov13 78,452,888 73,297,665 73,297,665 Dec13 78,452,888 74,673,720 Jan14 78,452,888 75,459,130 Feb14 78,452,888 78,256,266 90,000,000 80,000,000 70,000,000 60,000,000 50,000,000 40,000,000 30,000,000 20,000,000 10,000,000 Original Actual Projected