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HomeMy WebLinkAbout2016-02-11 ad Hoc - Library Building Committee Minutese Town of Reading =1 Meeting Minutes RECEIVED TOWN CLERK - ",,, "` "•� "'`y B .. oard - Committee - Commission - Council: :BEADING. MASS. Ad Hoc Library Building Committee I0I6 MAR 28 P 0 26 t Date: 2016 -02 -11 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Open Session Purpose: General Business Version: Attendees: Members - Present: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Cherde Dubois, Jane Kinsella, Bob Newton, Nancy Twomey, Greg Stapler and Marc Moll Members - Not Present: Others Present: Town Manager Bob LeLacheur, Library Director Ruth Urell, Project Manager Bob Labrecque, Library Trustees Vicki Yablonsky and Alice Collins, Facilities Director Joe Huggins Minutes Respectfully Submitted By: Secretary Topics of Discussion: Discussion /Action Items Proiect Activity and Timeline Update - Bob Labrecque noted that the Porte Cochere masonry will be unveiled next week. The elevator construction has been ongoing for the past six weeks. The contractor has started the glass and aluminum windows on the second Floor. On the monthly report he added FF &E, Technology and Owner Items to the Table of Contents and included an update. He reformatted the budget summary to include a column for "estimate to complete ". The second page of the handout has a detailed list of items for the estimate to complete for each budget line item. The designer fees have been negotiated down to $40,000 from $52,000. The extension of time for CBT could however be as much as $40,000. Bob Labrecque has received interest from 6 firms for design, fabricate and Installation of signage all of which are under contract through MHEC. The FF &E subcommittee has interviewed two of those firms and they have been requested to provide proposals. The Town Manager asked if he had any sense of the sign budget and Bob Labrecque noted that it is $43,600. Ruth Urell noted that as long as the basic signage gets done and we have the design we can phase it in. Bob Labrecque noted that the furniture has increased by approximately $2,000 due to a price increase and the addition of a couple of tables and chairs. The furniture contract is page 1 1 Ad Hoc Library Building Qm1nittft Mint s -February 11, 201 - pace 2 being executed. CBT is working with Tucker on the shelving and stacks to finalize the cost of that work. We are looking at other firms for the technology and AV equipment and anticipate another proposal prior to the next meeting. The quote from Tyco for the exterior cameras is being finalized. Vicki Yablonsky asked why we are monitoring everyone. The Town Manager noted that we are going to Town Meeting for funding for cameras in all the buildings. Ruth Urell noted that she Is against recording everyone who is coming and going from the Library. Bob Labrecque noted that the cameras are intended for site security and will be monitored back at the Police Station. The Town Manager noted that this is Executive Session material when we are talking about security. Vicki Yablonsky noted that the Library Trustees need to weigh in on this. Bob Labrecque noted that the Bayscan quote from June of 2015 plus some escalation costs totaling $152,946 Is what has been carried for the estimate to complete in the budget for the auto material handling system. Quotes will be pursued from other firms which are now under state contract as of February 1, 2016. The opening for the second book drop with the added window proved to be too costly and invasive so the Architect has been requested to revise their documents and delete the window. The book circulation equipment is estimated at $59,600. In the Change Log a number of open items have been rolled up to be included in change order #10. Some new items have been added since last month and they include the following; Relocation of two ACCU's pieces of equipment from the addition to the existing library roof. Barry Berman asked if that is due to a design error and the Town Manager noted it is and we will use that to negotiate with CBT when they ask for more money. There is an aesthetic issue; however a portion of the units will be partially hidden by the chimneys. There are some structural modifications required at the existing building to support the units. Bob Labrecque did note that there are a very low percentage of design changes between one to two percent in the project and they are well within reason. Other new open items Include winter conditions for overtime to ensure the site was prepared to get the binder down before winter and also the winter enclosure of the Porte cochere for temporary heating for masonry work. The turret spire roof framing as designed and included in alternate number two was not completely detailed out in the bid documents and required additional framing and detailing which is anticipated to be an additional cost of $25,000. The access control system /cabinet specs were written identifying that the owner will provide the access control cabinet. It makes sense to use the same system as the Police Station and two vendors are working on pricing. David Hutchinson asked if this is for Internal or external and Ruth Urell noted it is for the internal doors. The Town was looking at different options 1 1/2 years ago. David Hutchinson noted it seems like a lot for controlled access. Ruth Urell indicated maybe we can activate at a later date. Bob Labrecque noted that they could go with a stand -alone building system and that can be pursued for pricing. We can decide If we want stand alone or reporting back to the Police. Bob Labrecque noted that we had a significant rain storm on January 10th and there was water ponding around the building at the south and west walls of the existing building. It was determined that the ledge outcropping in that area of the site is contributing to a hydrostatic water intrusion in the building under the shallow foundation. A foundation drain has been designed for this area and is out for pricing. David Hutchinson suggested waiting until the drains and downspouts are installed to see if that takes care of the water but Bob Labrecque noted if we wait then it would be too late and more costly to remove curbing and landscaping if an issue occurs at a later date. Page 1 2 Ad Hoc Library Buildino Committee Minutes F br ary 11. 2016 - Bob Labrecque noted that the bottom line is that the budget forecast indicates an overrun of $84,000. Items for consideration to reduce cost include re- scoping the move contract. Ruth Urell asked how that is figured and Bob Labrecque noted that they are not moving all the furniture back and the return move should be less costly than what has been allotted in the move contract. In addition, he has recommended deferring adding the turret spire roof gutters which has already been Included In the forecast due to the high cost which can be done at a later date. Marc Moll asked if we can come up with a more complete list of items that could be optional and David Hutchinson recommended the committee members go through the list to see if anything else could be optional. limigling-- Bob Labrecque noted that the substantial completion date is currently forecasted to be May 18, 2016. The FF &E Is anticipated to start on June 9th. The Furniture contract has included storing the furniture in a warehouse for up to 30 days at no cost to accommodate potential changes in schedule. Ruth Urell asked why the completion date is still in Flux and Bob Newton noted that each change order entitles them to add more time. Bob Labrecque noted that when you look at the magnitude and complexity of the changes, they have had a cumulative effect on the schedule. There have also been contractor delays and owner's delays which have occurred concurrently and warrant an extension of time. The contractor is not entirely responsible for all of the delay. Rachel Baumgartner asked if the computer prices were for all new or integrating and Ruth Urell noted that is all new. Rachel Baumgartner noted that was something that could be added to the optional list. Marc Moll asked if there has been any effort with fundraising and Vicki Yablonsky noted that the foundation is working on that. David Hutchinson noted the next meeting will be March P to prepare for the presentation to the Board of Selectmen on March 8th. A motion by Twomey seconded by Baumgartner to adiourn the meeting at 8.30 p.m. was approved by a vote of 8 -0 -0. Respectfully submitted, Secretary Page 1 3