Town Campus Center Building Committee Meeting
Lyme Town Hall
December 5, 2013
5:00 P.M. – 7:00 P.M.
Meeting Minutes
The meeting was called to order at 5:01 P.M.
Meeting Attendees: Robert Godley, Dan Hagan, Dick Lightfoot, Chuck Lynch, Steve Mattson, Alan Petri, and Janis Witkins. Project Architect Bruce Tuthill, Jake Smith and Wayne Czarneckiof Enterprise Builders, Janis Newell (FF&E), Gary Feld (IT), and Theresa Conley. Dave Tiffany was absent.
Mr. Mattson made a motion, seconded by Ms. Witkins, to approve the Meeting Minutes of theNovember 7, 2013, Meeting. The motion passed unanimously.
Mr. Mattson reviewed the Town Campus Center Building Committee Spending Summary. See attached Summary. This document contains the GMP, Soft Costs, Change Orders, and Alternates and will be used to monitor and track Project costs. Mr. Czarnecki spoke about the GMP. There is one remaining bid to be finalized. The low bidder was disqualified for not meeting the design specifications. The second lowest bidder is approximately $3,500 higher. One completed, the GMP of $3,900,000+will be presented.
Jake Smith updated the Committee on construction progress to date. See the attached Construction Progress Update - 12-05-13. Jake also gave a summary of work planned for the next two weeks: Library – complete and backfill the foundation and install the septic system, Town Hall – completed the addition walls.
Ms. Witkins presented an update from the IT sub-committee. After reviewing several options, the Committee has selected internet access and voice over IP through Comcast. Two separate systems will be used for the Town Hall and Library. System storage will be via the cloud. Gary Feld will have responsibility for the infrastructure behind the walls while Bob Pokrinchak, Computer Works, will have responsibility for people interfaces and applications.
Bruce introduced Janis Newell, Interior Designer from jni design. Janis will be leading the FF&E effort for the Project. Two sub-committees were appointed to support this work: The Town Hall FF&E Committee will be headed by Steve Mattson with Mac Godley, Alan Petri, and Kathy Gigliotti. The Library FF&E Committee will be headed by Janis Witkins with Mac Godley, Alan Petri, Theresa Conley, and Carolyn Bacdayan. Due to the Town Hall schedule and estimated FF&E cost, most of the items will be selected from the standard State list. The Library FF&E will likely be selected through the bidding process.
Mr. Hagan discussed the need to hire a structural inspector for the Project. A bid was received from Szewczak Associates for a cost of $95.00/hour with an estimated total Project cost of $3,000. Mr. Lightfoot made a motion, seconded by Mr. Mattson, to hire Szewczak Associates for structural inspections. The motion passed unanimously.
Mr. Hagan briefly discussed the Alternates under consideration for the Project. Based on the schedule needs, he said he would put the Library generator & transfer switch, the Library Glass Wall, and the Library Dumb Waiter on the January Agenda for action.
Mr. Lynch made a motion, seconded by Ms. Witkins,to adjourn. The motion passed unanimously. The meeting was adjourned 6:30P.M.
Town Campus Center Building Committee Spending Summary / -Paid to date
Budget / FY '13/14 / Pre FY '13 / Total / % paid
GMP * / 3,897,081 / 267,988.35 / - / 267,988.35 / 7%
CM contingencies (2) / 29,487 / - / - / - / 0%
Change order accumulation / - / - / - / - / -
EBI control / 3,926,568 / 267,988.35 / - / 267,988.35 / 7%
* see EBI Project Buyout Summary Sheet for details
Architect (etc.) fees / 320,000 / 33,596.65 / 194,933.46 / 228,530.11 / 71%
Interior design fees / 27,816 / - / - / - / 0%
Soil borings & reports / 4,500 / - / 4,000.00 / 4,000.00 / 89%
Hazmat consultant / 7,000 / - / 5,346.00 / 5,346.00 / 76%
Advertising / 2,500 / - / 165.30 / 165.30 / 7%
Printing / 3,000 / - / 1,322.92 / 1,322.92 / 44%
Structural inspections / 2,000 / - / - / - / 0%
Soil & concrete testing / 7,000 / 292.50 / - / 292.50 / 4%
FF&E - Town Hall / 50,000 / - / - / - / 0%
FF&E - Library / 135,440 / - / - / - / 0%
IT - Town hall / 125,000 / - / - / - / 0%
IT - Library / 125,000 / - / - / - / 0%
Moving expense - Town Hall / 7,000 / 1,054.05 / - / 1,054.05 / 15%
Moving expense - Vault / 4,000 / - / - / - / 0%
Moving expense - Library / 15,000 / - / - / - / 0%
Fireplace propane / 1,000 / - / - / - / 0%
Transfer switches / - / - / - / - / -
State audit / 3,500 / - / - / - / 0%
Soft costs / 839,756 / 34,943.20 / 205,767.68 / 240,710.88 / 29%
Owner contingency / 313,676 / - / - / - / 0%
Owner control / 1,153,432 / 34,943.20 / 205,767.68 / 240,710.88 / 21%
Total project cost / 5,080,000 / 302,931.55 / $ 205,767.68 / $ 508,699.23 / 10%
Bid alternatives disposition
Alternatives included in GMP budget: / 17,914 / #4 - Ballfield/track
34,000 / #8 - Old Library demolition
Alternatives to be decided: / 53,954 / #1 - Library generator and transfer switch
8,674 / #2 - Library glass wall
35,566 / #3a - Stonework at Libray
7,513 / #3b - Stonework at Town Hall
34,245 / #6 - Library dumbwaiter
Alternatives rejected: / 98,376 / #5 - Library foam insulation
? / #7 - Town Hall shutters
Lyme Town Hall & Library Project
Lyme, CT
CONSTRUCTION PROGRESS UPDATE – 12‐05‐13
Lyme ‐ Town Hall
During November the site work for the foundation and septic system were completed. We were able to provide a gravity septic system and eliminate the forced system asoriginally planned.
The temporary entrances were installed including the handicap ramp.
The foundation for the addition was placed and backfilled.
Selective demolition for the annex was substantially completed.
Framing material was delivered and the wall plates were installed and the exterior wallswere started to be framed.
In December the framing will continue to the goal of having trussed on site before 16thof the month.
This will allow for the shell to be substantially completed by the end of the month withgood weather.
Meeting that goal will allow for roofing to be started and the shell should be closed inearly in January.
Lyme ‐ Library
During the month of November the footing and slab on grade walls were formed andpoured.
Structural steel drawings were approved and the fabricator has released production forthe structural steel.
The full basement walls forming started.
In December the full basement walls and piers will be poured in the first two weeks ofthe month.
Once the walls forms are stripped, the waterproofing, curtain drain, and backfilling willproceed.
The septic system will be installed along with boxing out the parking lot.
All under‐slab work will be placed, as well as underground site work as well.
Structural steel placement is expected to begin on schedule during the second week ofJanuary.
Town of Lyme
New Lyme Public Library and Renovations and Addition to Town Hall
Schedule for Furniture, Furnishings and Equipment and Finish Selections
New Lyme Public Library-Furniture, Furnishings and EquipmentConfirm program. / December 4, 2013 -January 2, 2014
Create inventory of furniture to be reused. / December 4, 2013 -January 2, 2014
Update budget estimate. Current budget is $156,218. / December 4, 2013 -January 2, 2014
Make furniture selections. / January 2 - March 1, 2014
Assemble bid documents. / March 1 - March 20, 2014
Notice of Public Bid (Only if Public Bid is preferred option) / March 20 - April 10, 2014
Bid Period or submittal of Quotes from Vendors / April 10 - May 1, 2014
Analysis of Bids or quotes / May 1 - May 8, 2014
Approval of furniture purchases by building committee. / May 8 , 2014
Shop Drawings and Production Time / May 15, 2014 - September 4, 2014.
Move into New Library. / September 4, 2014
Installation of new furniture and move in of existing furniture. / September 4, 2014 - September 18, 2014
New Lyme Public Library-Finish Selections
Make finish selections so that furniture can be coordinated with / January 2 - March 1, 2014
finishes. Finishes shall include: carpeting, ceramic tile, vinyl tile, paint,
casework finishes, door finish selection, toilet partitions, electric
device color selection.
Production time for finishes and shop drawings. / May 21, 2014 - September 4, 2014.
Move into New Library. / September 4, 2013
Town Hall Addition and Renovations - Furniture Furnishings and Equipment
Phase 1: Includes all Offices, Conference Room and Vault
Create inventory of furniture to be reused.
Update budget estimate.
Current budget is $50,000. for Phases 1 and 2. / Present day - December 12, 2013
Make furniture selections. / December 12, 2013- January 30, 2014
Assemble bid documents. / January 30, 2014 - February 13, 2014
Bidding or time period to obtain pricing from vendors. / February 13, 2014 - February 27, 2014
Analysis of Bids or quotes / February 27, 201 4 - March 6, 2014
Approval of furniture purchases by building committee and issuing purchase orders. / February 6, 2014
Shop Drawings and Production Time / February 6, 2014 - March 31, 2014.
Installation of new furniture and move in of existing furniture. / March 31, 2014 - April 1, 2014.
Set up of phones and computers.
Move in to new Addition-Phase 1. / April 1, 2014
Town Hall Addition and Renovations - Finish Selections
Phase 1: Includes all Offices, Conference Room and Vault
Make finish selections so that furniture can be coordinated with / January 2 - January 16, 2014
finishes. Finishes shall include: carpeting, ceramic tile, vinyl tile, paint,
casework finishes, door finish selection, toilet partitions, electric
device color selection.
Production time for finishes and shop drawings. / January 16 - March 22, 2014.
Move into Phase 1 of Town Hall Renovation/Addition / March 22, 2013
Town Hall Addition and Renovations - Finish Selections
Phase 2: Meeting Room
Furniture selections and Purchasing to be made with Phase 1.
Finishes shall include: wood finishes, paint, trim, decorative / January 2, 2014 - July 1, 2014
painting, electric device color selection, window treatments.
Production time for finishes and shop drawings. / July 1- October 7, 2014
Move into Phase 2 of Town Hall Renovation / October 7, 2014