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HomeMy WebLinkAbout2008-10-14-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 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room Date & Time: 14 October 2008, 7:00PM Attendees: Jon Himmel, Chairman, PBC Dick Perry, PBC Eric Brown, PBC Carl Oldenburg, PBC Peter Johnson, PBC Bill Kennedy, PBC Bill Hadley, DPW Patrick Goddard, DPF Mark W. Barrett, DPF Laurie Lucibello, DPF Michael Lawrence, Project Manager, HKT Architects William Peterson, HKT Architects Members not present: Bill Bruckman, 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 WS Ï Weston & Sampson Minutes Follow-Up 1.0 GENERAL BUSINESS 1.1 Minutes Record 10/14/08 The PBC approved the Meeting Minutes for the 09 September 2008 Meeting, dated 17 September 2008 with corrections noted. Motion: To approve the 09 September 2008 Minutes. Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 1.2 September Bills Record 10/14/08 DPF presented the September Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, UTS testing, and legal fees, structural inspections. 1.3 Capital Meeting 9/9/08 Record Eric Brown going to Capital Building Summit and will report back to PBC. PBC asked Pat Goddard to find out if other persons from PBC can go to Summit meeting. PBC discussion on possible need for warrant article for a more comprehensive view and analysis on town buildings and possible town wide master plan. Committee discussed purpose of Capital Summit meeting and desire to be a part of the process. 10/14/08 Meeting members recommended a Feasibility Study for the Munroe School to be used as a possible senior center. Eric Brown reported meeting was productive 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT Re-Occurring Items 2.01 Contractor Monthly Requisition Record 10/14/08 Application for Payment #12 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 #12 in the amount of $1,508,460 Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous 2.02 Diverted Construction Waste Record 9/9/08 The diverted Construction waste is reported at or above 89%. 2.03 Construction Change Orders Record 9/9/08 No construction change orders this month. 2.04 Proposed Change Orders 10/14/08 Change order #8 was presented which included PCOÔs #34, #35 and #39 in the amounts of, ($3,832.50) $1,253.78, and $4,562.64 respectively. Motion: To approve PCOÔs # 34, #35, #39 Change Order #8 Motion: Eric Brown 2nd: Dick Perry Vote: Unanimous Ongoing Items 2.3 Commissioning Status CTA 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 would 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. 2 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 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 8/12/08 The DPF and HKT have asked CTA for scheduling updates and will review upon receipt. 9/9/08 . Commissioning work shown on schedule, no new activity or meetings until equipment start up 10/14/08 Commissioning work shown on schedule, no new activity or meetings until equipment start up. 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. 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. 3 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 8/12/08 Work for the building remains to appear, largely, on schedule, relative to a spring 09 completion. There was some discussion regarding the timing of the Certificate of Occupancy, as the delayed site work issues are artificially pushing out the Certificate of Occupancy (CO) date. PBC requested inserting a temp CO date to pull back building completion for use and allowing extended site work to stand on its own. HKT outlined discussions with CTA regarding their intent to update schedule to reflect the large majority of site work to be completed this fall as originally scheduled with only the rear portion of the site or as needed to resolved. carry over to a delayed spring due to the environmental issues currently being 9/9/08 Updated schedule distributed. Building on schedule. Certificate of Occupancy 4/29/09. Schedule broken out to show rear of site work continuing into summer of 09. Questions about temporary heat or system start up for temporary heat, needs to be discussed. 10/14/08 Updated schedule was distributed. Schedule continues to show Certificate of Occupancy 4/29/09, with site work continuing through summer of 2009. 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 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. 4 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 7/8/08 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 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 it 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 9/9/08 Since last meeting contaminated soil piles have been removed. Excavation for test pitting complete. Removed 1 piece of asbestos pipe. Removed 16 drums with petroleum type product. All soils and roll offs removed. DEP needs status reports, Weston and Sampson working on said report. Remediation cost about $20,000 less than expected to date. Site closure, deed restriction could be considered in the future. Weston and Sampson will make recommendations based upon DEP response to reports. Submission of trial testing data and reports to DEP will tell us of remainingscope. 10/14/08 Excavation for underground storage tanks and fuel island was started and then stopped due to excessive ground water in location. Testing on ground water showed that water could not be discharged to storm water without filtering. Alternate plans developed to remediate ground water issue on site and reflected in need for W&S score items 17 & 18. Approval to have W&S to perform Task 17 and 18. Motion: Bill Kennedy 2 Eric Brown Vote: Unanimous nd 5 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 2.9. Furniture 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. 8/12/08 HKT has sent out requests to two furniture vendors for price quotes requests on a sample office and expects staff interviews to begin in September. 10-14-08 Pat Goddard, Mark Barrett and Bill Hadley or designee will be viewing furniture at two vendor sites WB Mason and Office Resources 10/15/08. 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. 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 6 15 October 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room 14 October 2008 Date & Time: , 7:00PM 7/8/08 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. 8/12/08 1. Accent walls were presented as a combination of two options as shown during JulyÔs meeting, as requested. It was agreed that the revised accent wall scheme was acceptable. 2. Three floor patterns were presented and reviewed. The PBC agreed the option showing the floor patterns as opposites of the wall accent color was acceptable. 3. The PBC approved the tile pattern A for the bathrooms. The tile pattern color approved is a base and a yellow. 4. The committee asked HKT to research whether the wall accent color could be a lighter green. If there is no lighter green the committee approved the yellow accent wall color. 5. The committee approved using saffron Tigris as the plastic laminate color for kitchen cabinets. 6. The committee approved the floor base colors provided that additional review is done on the base, especially at the accent walls and laminate floors. 9/9/08 Follow up conversations from items 7 and 8 from 7/8/08 meeting. HKT proposed the installation of a Maple panel behind bench in lobby area. PBC recommends panel to meet bench surface. HKT still investigating lighting fixture in lobby. 10/14/08 Lobby lights are on site. HKT will be consulted prior to installation to ensure proper cord length. 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. 8/12/08 Exterior colors are to be examined on-site with a couple of options shown for the canopy channels. HKT to to confirm the acquire metal roof samples for the sand and salt shed for review with the siding colors. HKT 7 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Cary Memorial Hall-Estabrook Meeting Room Date & Time: 14 October 2008, 7:00PM 8/12/08 date required by the contractor for the color selection for the siding. Meeting to be held August 26 at 7:30 at the job site. 9/9/08 The colors that were decided at an August 25th site visit were as follows: a. Sand and Salt Shed Ï siding 3040 Cottonwood b. Sand and Salt Roof - FABRAL color selected: Light Gray #589 c. Solid Surface - Avonite Surfaces, Studio Collection, White Sands K1-6636 d. Color for the canopy channel to be sent to Eric and Carl for further consideration Ï intent to be blue (HKT to send) Final painted channel to be painted front and top and bottom at a minimum e. Fuel Island Canopy to be MacÔs White f. Blue color sample for canopy was sent out for sample requested for site. 10/14/08 HKT has received blue color samples for canopies. PBC would like to view on site with natural light. 2.21 Town Network Head End Record 9/9/08 Town looking to bring in Network head end to DPW building, meeting scheduled on site for Thursday 9/18/08 @ 1:00 PM to review. 10/14/08 Town Head End Room being revaluated and may be relocated to accommodate needs of HVAC system Head End for building, and computer access for facilities maintenance staff. Meeting Adjourned 8:20 PM Motion: Jon Himmel 2nd: Dick Perry Voted: Unanimous 8