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Home My WebLink About2008-05-13-PBC-min TOWN OF LEXINGTON Department of Public Facilities Patrick W. Goddard, CFM Tel: (781) 861-2580 x201 Director of Public Facilities Fax: (781) 863-5829 03 June 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Carey Memorial Hall-Stone Conference Room Date & Time: 13 May 2008, 7:00PM Attendees: Jon Himmel, Chairman, PBC Carl Oldenburg, PBC Dick Perry, PBC Eric Brown, PBC Bill Hadley, DPW Patrick Goddard, DPF Mark W. Barrett, DPF Michael Lawrence, Project Manager, HKT Architects David Fennell, Group Leader, Sebesta Bloomberg Members not present: Bill Kennedy, PBC William Bruckman, PBC Peter Johnson, PBC Abbreviations that may be used in this document: PBC Ï Lexington Permanent Building Committee DPF Ï Lexington Department of Public Facilities DPW Ï Lexington Department of Public Works HKT Ï HKT Architects Ï Architects of Record, Lexington DPW Facility CTA Ï CTA Construction Co., Inc. SB Ï Sebesta Bloomberg Minutes Follow-Up 5/13/08 1. New Project Manager None Pat Goddard introduced the DPFÔs new Project Manager, Mark Barrett. 5/13/08 2. Bill Kealy Retirement DPF PBC to support a retirement party for Bill Kealy who will be retiring June 1. 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 03 June 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Carey Memorial Hall-Stone Conference Room Date & Time: 13 May 2008, 7:00PM 5/13/08 3. Commissioning Status HKT / SB David Fennell from Sebesta Blomberg (SB) gave a brief presentation on the status of the Commissioning and what will be upcoming. a. SB has been receiving and reviewing shop drawings right now, ATC is a critical shop drawing b. SB stated that once the equipment is coming to the site they will meet with the Contractor c. SB and GC to lead the coordination meeting with the subs d. Training plans and O+MÔs are critical and SB will be reviewing and requiring them for review soon e. Pat Goddard will want to review the materials as well, specifically for training materials f. SB will look in spec to see what is required for training and cater it to the TownÔs needs g. This commissioning process allows the project to get the LEED point for enhanced commissioning h. PBC would like Pat to look into who he wants to be part of the training i. Possibly look into video taping the training sessions j. Handouts and or presentation materials / PowerPoint should be collected, in electronic format if possible k. O+M to be in searchable PDF formats if possible 5-13-08 4. DPW Construction Schedule HKT The PBC reviewed the construction schedule from CTA a. Slack should appear on the schedule Ï HKT to coordinate. b. Critical Path items to be shown in red Ï HKT to ask CTA to provide a PDF in color for review c. Discussion on what should happen if CTA is to submit a delay claim. HKT stated that a letter was issued by CTA about the unforeseen conditions found at the site and the winter weather. HKT stated that their preference is to address this issue as we get closer to substantial completion as the schedule is still on track and there is a good relationship with CTA which would like to continue d. The PBC was concerned about the lack of time for commissioning and ask HKT to address with CTA and SB. 5-13-08 5. PCO-22. PBC Approved PCO 22 was reviewed for infilling the existing piping under the slab with flowable fill. Motion made to approve PCO 22 - Eric Brown made the motion, seconded by Carl, all approved. 5-13-08 6. Soil Testing Required at current Excavation HKT HKT stated that additional soil testing is required based on soil excavation at site. PBC approved Weston & Sampson to provide LSP services Ï Eric Brown made the motion, Carl, all members approved. 2 03 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Carey Memorial Hall-Stone Conference Room Date & Time: 13 May 2008, 7:00PM 5-13-08 7. Application for Payment #7. PBC Approved Application for Payment to the General Contractor was reviewed HKT stated that the General Conditions is a percentage of total amount billed, in response to a PBC question. Motion made to approve Application for Payment #7 in the amount of $786,307 Ï Dick Perry made the motion, Carl seconded and all approved. 5-13-08 8. Site Walk ALL HKT proposed that the PBC meet before the next PBC meeting at the job site for a walk through. All agreed. 6:00 PM was agreed upon at the Construction Site. 5-13-08 9. Furniture HKT 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. 5-13-08 10 A/E Fee ExtraÔs HKT e. Additional Architectural and Engineering fees to be processed as an amendment to the contract. HKT can bundle a number of proposals into one amendment. 5-13-08 11. Budget DPF The PBC would like to see a budget review by the Department of Public Facilities for the next PBC meeting. 5-13-08 12. Meeting Minutes DPF The PBC discussed the writing of the meeting minutes and that HKT should not be responsible for PBC Minutes, all agreed. Formats were discussed, DPF to follow up. 3 03 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Carey Memorial Hall-Stone Conference Room Date & Time: 13 May 2008, 7:00PM 5-13-08 13. Stone Building FYI Pat Goddard advised that HKT was making a presentation to the Library Trustees as to the status of the project, Tuesday Morning 5/20/08 at 8:00 AM. 5-13-08 14. Project Updates DPF Members of the PBC discussed receiving status reports , perhaps in the format of a 1 page summary of other projects at the PBC meetings on a regular basis. PBC would also like presentations made (by consultant groups) at the PBC meetings when they effect finalization or are in need of votes or approvals. Meeting Adjourned. Lexington Department of Public Facilities Mark W. Barrett, NCARB, Project Manager 4