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22 August 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 12 August 2008 Date & Time: , 7:00PM 8/12/08 Weston and Sampson, presented a report, copy on file, regarding the status of work, evaluations, testing and findings to date. To Date W&S has prepared the Immediate Response Action Plan &submitted same to DEP. Monitoring wells were also installed per the DEP requests. Minor imperfections were found in water sampling to date. Test pitting operations were completed for this phase of the work as well as the GPR survey. Two areas were identified for removal of contaminants, one being the area of known drums and the second being the area with the asbestos pipe. These areas need to be excavated and contaminants removed and further soil samples taken. Proposal was submitted for additional W&S work: Task 13 Removal of soil stockpile and roll off containers with contaminants. At $64,319.00 Task 14 Drum area excavation and disposal at $49,648.00 Task 15 Tar and asbestos pipe area excavation and disposal at $46,186.00 Task 16 Project Management, data Review and MCP Support. At $31,318.00 These Tasks Total $191,471. This work would be subject to HKT mark-up of W&S Soft Costs. Motion made to approve tasks 13-16 of the Weston & Sampson proposal, dated 8/8/08, which does not yet include HKT Mark-up, at a cost of up to ($200,000.00) Two Hundred Thousand Dollars, with the understanding that there is sufficient contingency in the Project Budget to cover these costs, and knowing that the scope may not fully be defined until excavations & final testing are complete. Motion: Dick Perry 2nd Bill Kennedy Vote: Unanimous 2.9. Furniture HKT 5/13/08 HKTÔs Furniture Proposal was reviewed and approved. The PBC accepts HKTÔs fee proposal, with HKT agreeing not to charge additional funds to redesign if the furnishings were to go over the budget line item. Eric, Carl all approved. 6/10/08 Discussions on furniture selection in relation to interior finishes and color selections. HKT to meet with users to confirm and fine-tune already established needs. Then HKT and user heads will meet with vendors from state bid list. HKT expects this process to begin within a month. PBC concerned about selecting interior finishes without knowing furniture color and fabric options. HKT stated that the interior finishes / color palette could be selected and still have options on furniture colors. Process needs to be fulfilled on selecting vendor in order to comply with state vendor contract. HKT was sure that any of the selected vendors could meet the selected finishes / color palette. 7/8/08 Janet from HKT provided update Ï Four vendors have been interviewed and evaluated based upon a set of pre-established criteria. This work was performed by HKT in conjunction with Pat Goddard and Jim McLaughlin. HKT will have 1 or 2 final vendors selected for furniture by next PBC meeting, which will define the actual furniture lines that are available to the Town. HKT will meet with user groups to define furniture needs and scope. HKT will make a presentation to the PBC on the proposed furniture line and elements for approval. 6