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HomeMy WebLinkAbout2008-07-08-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 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room Date & Time: 08 July 2008, 7:00PM Attendees: Jon Himmel, Chairman, PBC Dick Perry, PBC Eric Brown, PBC Bill Kennedy, PBC Carl Oldenburg, PBC Bill Hadley, DPW Mark W. Barrett, DPF Michael Lawrence, Project Manager, HKT Architects Eric Nelson, LSP, Weston & Sampson James Fair, Weston & Sampson Janet Slemenda, HKT Architects Members not present: Peter Johnson, PBC William Bruckman, PBC Patrick Goddard, DPF 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 WS Ï Weston & Sampson Minutes Follow-Up 1.0 GENERAL BUSINESS 1.1 Minutes Record 7/8/08 The PBC approved the Meeting Minutes for the 10 June 2008 Meeting, dated 11 June 2008 with corrections noted. Motion: To approve the 10 June 2008 Minutes as corrected. Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM 1.2 July Bills Record 7/8/08 DPF presented the July Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, Hammer Design, Gatchell Landscaping, police details, Structural Inspections, UTS testing, and legal fees. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT Re-Occurring Items 2.01 Contractor Monthly Requisition 7/8/08 Application for Payment #9 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. Many items were discussed and evaluated prior to acceptance. Motion: To approve Application for Payment #9 in the amount of $1,768,334 Motion: Eric Brown 2nd: Bill Kennedy Vote: Unanimous 2.02 Diverted Construction Waste 7/8/08 While a printed report was not available this month HKT reports that the diverted Construction waste remains at or above 90%. 2.03 Construction Change Orders 7/8/08 Contract Change Order # 6,containing PCOÔs # 12, 27 and 28 with a total value $20,094.83 was approved by the PBC Motion: To approve Contract Change Order #6 in the amount of $20,094.83. Motion: Eric Brown 2nd: Bill Kennedy Vote: Unanimous 2 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM Ongoing Items 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 7/8/08 The PBC was advised that a commissioning kick off meeting was scheduled for Thursday 7/10/08, at 11:00 AM. The Meeting was to involve the TownÔs Commissioning Agent, CTA, HKT, and applicable sub-contractors. The PBC still has concerns over ensuring that the GCÔs schedule reflects adequate time for the completion and proper scheduling of the commissioning work. PBC Chair, requested that the Commissioning agent be given a copy (electronic) of the GCÔs schedule for implementation and review 2.4. DPW Construction Schedule Ongoing 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. 3 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM 7/8/08 Color copies of the construction schedule were distributed. Work for the building appears to remain on schedule for substantial completion on 29 April 2009. However scheduled site work and paving has been moved on the schedule to spring of 2009 extending to summer of 2009. The reason for this is a cautionary move based upon the current limitations at the rear of the site due to the environmental work being evaluated and the impact this has on the GCÔs ability to construct the sand and salt shed and initiate full site work and paving operations before November of 2008. This situation will continue to be evaluated. There was discussion to fast-tracking as much as possible the balance of site work, test pitting and remediation so as to turn over as much of the site as possible to allow a predominant amount of site construction to happen as originally scheduled and minimize the amount of site work that would have to carry over to spring / summer 09, and therefore reduce potential extra costs. 2.6 Soil Testing Required at Current Excavation HKT/WS 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. 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 4 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM 7/8/08 Weston and Sampson presentation included summary of events and testing, copies of which were distributed to the PBC. Original notification to DEP for first barrel findings 5/29/08 Immediate Action Response requested by DEP Magnetometer and GPR Survey completed by 6/25/08 Preliminary report and findings presented 7/8/08. Preliminary test results indicate multiple Ares showing metals and or potential additional barrel locations. Additional test pitting is required to discover extent of contaminant locations. Balance of test pitting operations from previously approved services should cover work needed for this task. Completion of test pitting will result in development of IRA report and determination from DEP as to extent of remediation work required. Rear end of site may be unavailable to GC until mid to late Sept. depending upon continued findings and extent of remediation required. Once test pitting is complete and extent of contamination is defined options can be evaluated as to the extent of remediation that is recommended, and or any options to accept restrictions on site based upon reduced or limited remediation. WS presented Professional Services amendment in the amount of $18,000 (The figures do not; yet include contractual mark-up by HKT) to cover professional services for IRA Plan Preparation as required by DEP, installation of monitoring wells, as required by DEP and solicitation of quotes for removal of on site material already approved for removal. Weston and Sampson 7/2/08 Revised Proposal approved by PBC in the amount $18,000. Motion: Eric Brown 2nd Bill Kennedy Vote: Unanimous The PBC was further concerned that given the nature of the work WS is performing and the time sensitivities involved, that they should authorize Pat Goddard the ability to approve continued or further authorizations to Weston & SampsonÔs contract if required to keep the environmental issue moving forward and to not cause or worsen delays to the project. Motion: To authorize Pat Goddard to act on behalf of the PBC to expand up to an additional Twenty Five Thousand Dollars ($25,000.00) in addition to the $18,000 approved at this meeting, to advance Weston & Sampson scope for site investigations and work related the current soil contamination matter. Motion: Jon Himmel 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. 5 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM 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. 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. Color Scheme Board #1 was the general color direction that the PBC agreed upon. They also expressed interest in combining Concept A (Views) + B (Light) for the way color would be used in the building. 7/8/08 HKT presented multiple color and sample schemes of the interior finishes as well as floor tile patterns and accent wall coordination. The PBC reviewed the color and sample options and agreed upon the following actions: The items from the scheme that the PBC would like to reconsider or get larger samples of are the following: 1) Solid surface material for use on the horizontal surfaces at the transaction windows in the lobbies 2) Toilet Room mosaic floor tile, wall tile 3) Toilet Room colors 4) Coordination of toilet/locker room lockers, flooring, wall tiles and paint colors 5) Rubber wall base colors: one selection or coordinated with accent wall color 6) Wall color at wood seating area in second level lobby 7) PBC recommended looking at a more durable material than drywall to be used on the wall above seating area/bench in lobby area. 8) PBC asked to look @ lighting in lobby with concern over being able to change lamp. 6 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM In addition, the PBC would like to take another look at the following items: 1) Floor pattern with selected colors for the linoleum in the lunchroom and adjacent corridor 2) Floor Finish in corridor that connects the central storage from the administration building. Currently we own walk off carpet Ï Bill Hadley worried about the ability to keep that product looking good. 3) Paint color at channel detail and railing at stair in main lobby Items that were acceptable included: 1) Green colored carpet with terra/gold accent strands from Option #1 (Option #4 is a back up color) 2) Porcelain Tile Ï Eco Green 3) Three linoleum colors (green, yellow and terra) 4) Gray walk off carpet 5) Paint colors: light (off white) base plus gold and sage accent colors 6) Maple wood caps, rails, wall 7) Composite material for low walls in engineering 8) Laminate color for work surfaces 9) Rubber flooring Some changes to these items (even some of the acceptable items) will happen as we refine the schemes and get more samples here at the office. 2.15 PCO 26 HKT/CTA 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. 2.18 PCO 24 Record 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. 7 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 2008 Date & Time: , 7:00PM 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. 7/8/08 PCO was submitted after much deliberation and negotiation at $12,166.55, which reflects an approximate $5,000 reduction from its original submittal. Motion to approve PCO 24 in the amount of $12,166.55 Motion: Bill Kennedy 2nd: Dick Perry 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. 7/8/08 Selection of the Stain color for the Salt / Sand shed was deferred to the next meeting, however Zinc Grey was selected as the color of the Roof for the Cold Storage Building. 2.21 Pco 29 7/8/08 A pco was received in the amount of $112,238.60 for the replacement of existing sanitary piping at the site. The situation was discussed and it was agreed that continued evaluation of the existing conditions and engineering needed to take place prior to any considerations of the pco. 2.22 Existing Site Drainage 7/8/08 HKT explained that there was apparently an ongoing matter of site run-off that was occurring, as apparently storm water run-off comes from the Knights of Columbus site and lands on another abutters site, which then, when conditions worsen, overflows onto the DPW site. HKT was seeking direction. The PBC expressed that this was not a PBC matter to control. 8 11 July 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 08 July 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. 7/8/08 An Interim PBC meeting was held on 6/24/08 to listen to a presentation from BH+A Architects on the Senior Center Study Project. Minutes to follow. PBC Chair advised PBC members that BH+A did a fine job with the presentation and that there were a number of citizens who had attended the meeting, which included a robust question and answer period. Meeting Adjourned 9:55 PM Motion: Bill Kennedy 2nd: Eric Brown Voted: Unanimous Lexington Department of Public Facilities Mark W. Barrett, NCARB, Project Manager 9