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HomeMy WebLinkAbout2008-06-10-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 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM Attendees: Jon Himmel, Chairman, PBC Dick Perry, PBC Eric Brown, PBC William Bruckman, PBC Bill Hadley, DPW Patrick Goddard, DPF Mark W. Barrett, DPF Michael Lawrence, Project Manager, HKT Architects Members not present: Bill Kennedy, PBC Peter Johnson, PBC Carl Oldenburg, 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 1.0 GENERAL BUSINESS 1.1 Minutes Record 6/10/08 The PBC approved the Meeting Minutes for the 13 May 2008 Meeting, dated 13 June 2008 with corrections noted. Motion: To approve the 13 May 2008 Minutes as corrected. Motion: Bill Bruckman 2nd: Dick Perry Voted: Unanimous 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 1.2 June Bills Record 6/10/08 DPF presented the June Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, Nextel invoice, police details, Structural Inspections, UTS testing, and legal fees. 1.3 Meetings Record 6/10/08 DPF informed the PBC that they would like to schedule future meetings in the Estabrook Room of Carey Hall and schedule the Meetings for the balance of the year. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.3. Commissioning Status HKT / SB 5/13/08 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 2 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 2.4. DPW Construction Schedule HKT 5-13-08 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. 6-10-08 Color copies of the construction schedule were distributed. Work appears to be on schedule with the building largely complete by first Qtr. 09. 2.6 Soil Testing Required at Current Excavation HKT 5-13-08 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. 6-10-08 The approved LSP services above included the excavation of test pits under DEP direction to define the extent of previously found contaminants. These test pits have led to the discovery of seven steel barrels, some containing an oil or waste oil liquid. DEP was contacted by the LSP and conducted a site visit. A report was issued by DEP and agreed to by the LSP as appropriate such that the balance of this rear portion of the site could be evaluated to determine if additional steel barrels or contaminants exist, without having to excavate the whole rear portion of the site. The recommended direction is to remove all stock piled material from the rear of the site make improvements to the rough grade and have a subcontractor examine the areas with large metal detectors, magnetometers, and ground penetrating radar. A proposal for On-site LSP services to coordinate and manage this newly defined situation was developed by Weston and Sampson and presented to the PBC. Weston and Sampson Revised Proposal dated 06 June 2008, requests an additional $19,600, in additional to the already approved $18,900 proposal for services approved last month. The figures do not; yet include contractual mark-up by HKT. 3 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM PBC expressed the Town Project representatives should have a review meeting or discussion with Weston and Sampson as the results of this work come in to evaluate options. Weston and Sampson 6/6/08 Revised Proposal approved by PBC. Motion: Bill Bruckman 2nd Eric Brown Vote: Unanimous 2.8. Site Walk Closed 5-13-08 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. 6-10-08 Interested parties met at the Construction Site and were joined by Allan Miller, Clerk of the Works. Mike Lawrence of HKT conducted an informational tour of the site and the progress of Construction. 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. 4 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 2.10 A/E Fee ExtraÔs Closed 5-13-08 Additional Architectural and Engineering fees to be processed as an amendment to the contract. HKT can bundle a number of proposals into one amendment. 6-10-08 DPF presented a Formal Contract amendment for PBC approval that includes nine previous HKT additional services proposals, all previously approved by PBC on an individual basis. The Formal Contract Amendment, dated 23 May 2008 totals $151,955.00. Motion: To approve HKT Contract Amendment dated 23 May 2008 in the amount of $151,955 as presented. Motion: Eric Brown 2nd Bill Bruckman Vote: Unanimous 2.11. DPW Budget Closed 5-13-08 The PBC would like to see a budget review by the Department of Public Facilities for the next PBC meeting. 6-10-08 The DPF presented an updated DPW budget to the PBC reflecting expenses to 03 June 20078. DPF is continuing to update various line items within the budget for maintenance of line items and appropriation sources. 2.12 Application for Payment #8. Closed 6-10-08 Application for Payment #8 to the General Contractor was reviewed. The Requisition has been previously reviewed by the Clerk of the Works, The Architect and the TownÔs Project Manager. Some 32 items were discussed and evaluated prior to acceptance. Motion: To approve Application for Payment #8 in the amount of $1,096,878 Motion: Eric Brown 2nd: Dick Perry Vote: Unanimous 5 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 2.13 Diverted Construction Waste Record 6-10-08 HKT submitted CTA Constructions recycle report that shows 90% of Construction Debris has been diverted from landfills and instead recycled. 2.14 Interior Finishes HKT 6-10-08 HKT reports that they are still waiting for a few submittals to come in so that they can build the color palette for presentation of interior finishes. PBC is concerned with the timing of the interior finishes selections and how they relate to the furniture. PBC requests that HKT bring all the materials necessary for interior finishes review to the extent they have received from the submittal process, to the next PBC meeting. 2.15 PCO 26 HKT 6-10-08 PCO 26 was submitted by CTA at an approx value of $17,000.00 to be done on T&M, to respond to the needs of the DEP / LSP required work to relocate stockpiled material and rough grade site for the Weston and Sampson / DEP work. HKT had reservations about accepting the pco as written based upon some of the unit costs therein. HKT has written a Construction Change Directive( CCD) to instruct CTA to perform the required work on a T&M Basis with an upset of $20,000, as the work needs to be completed asap. This will allow HKT the opportunity to continue working with CTA on what the final unit prices should be for the work, and to determine the final cost. DPF will authorize the CCD through Finance and Town Manager when received for timely start of the work. 2.16 PCO 27 HKT 6-10-08 PCO 27 was submitted by CTA in the amount of $5,144.76, for the costs of installing a concrete vault at or near the building transformer as requested by NSTAR. HKT is currently reviewing this PCO 2.17 PCO 12 HKT Pco #12 as previously submitted by CTA in the amount of $9,066.05 relates to soil conditions at the front of the site and is still pending review and finalization. 6-10-08 6 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 2.18 PCO 24 HKT 6-10-08 PCO # 24 as previously submitted by CTA at an value of $17,452.11 for changes to the window muntins. HKT is still reviewing these costs, as is CTA. There are reports that the cost proposal has been reduced some 30%. DPF stated that the changes warranted were not in their opinion something that could have been determined in the bid process, that the plans and specs were based upon manufacturers information that proved to be inaccurate, therefore requiring a change. It was discussed that some cost may well be due to the subcontractor to accommodate the changes. DPF requested that HKT pursue a timely resolution and determination of what the fair and reasonable cost to the subcontractor should be so that the matter can be approved and the windows ordered before they become an item that gives cause to delay. 2.19 Contract Change Orders Closed 6-10-08 Contract Change Order # 4,containing previously approved PCOÔs # 4, 5, 6, and 7, with a credit value to the Town of $72.30 was presented to the PBC for final signature and Approval. Contract Change Order # 5,containing previously approved PCOÔs # 15, 17, 18, 19, 20, and 22. with a cost of $96,314.13. was presented to the PBC for final signature and Approval. It was discussed the several items within Change Order no.. 5 have a time, materials or other variable element to them that may result in an additional pco to be issued to make any accounting changes for the final costs based upon agreed unit costs in the original pcoÔs. If this is to happen it will be performed under a separate pco and the value of this Contract Change Order will not change. Motion: To approve Contract Change Order #4 and #5 in the amounts of $72.30 Credit and $96,314.13 Add, respectively. Motion: Dick Perry 2nd: Bill Bruckman Vote: Unanimous 2.20 Exterior Finishes HKT 6-10-08 The mock up panel reflecting the exterior cladding and veneers was discussed. Some PBC members visited the site to see the color options on the corrugated panel. The Architect expressed a desire to use the Dove Grey color for the corrugated panel stating that it was in keeping with the monolithic and utilitarian theme of the project from its development. Some PBC members expressed a preference to the Antique bronze color, but deferred to the color choice presented by HKT. PBC agreed the corrugated panel would be Dove Grey. Discussion on the color choice for staining of the salt / Sand Shed, PBC asked for 4 color samples of the proposed stain, Cottonwood, Belvedere Tan, Driftwood and Wood Smoke Grey. 7 11 June 2008 Meeting Minutes Lexington Permanent Building Committee (LPBC) Location: Cary Memorial Hall-Stone Conference Room 10 June 2008 Date & Time: , 7:00PM 3.0 STONE BUILDING 3.1. Stone Building DPF 5-13-08 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. 6-10-08 Discussions on update of the stone building project. DPF to request HKT architects send a representative to the 08 July 2008 Meeting for an update presentation. 4.0 SENIOR CENTER 4.1 Senior Center Update DPF 6-10-08 DPF would like to schedule a time for a presentation by the Council on Aging representatives as well as the study Architect (BH+A) for a project update to the PBC. PBC agreed to an interim meeting date of 24 June 2008, assuming a quorum is available. Meeting Adjourned 9:00 PM Motion: Bill Bruckman 2nd: Dick Perry Voted: Unanimous Lexington Department of Public Facilities Mark W. Barrett, NCARB, Project Manager 8