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HomeMy WebLinkAbout2008-11-04-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 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room Date & Time: 04 November 2008, 7:00PM Attendees: Dick Perry, PBC Carl Oldenburg, PBC Peter Johnson, PBC Bill Kennedy, PBC Patrick Goddard, DPF Mark W. Barrett, DPF Laurie Lucibello, DPF Michael Lawrence, Project Manager, HKT Architects Members not present: Bill Bruckman, PBC Jon Himmel, Chairman, PBC Eric Brown, 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 11/04/08 The PBC approved the Meeting Minutes for the 14 October 2008 Meeting, dated 15 October 2008. Motion: To approve the 14 October 2008 Minutes. Motion: Dick Perry 2nd: Carl Oldenburg Voted: Unanimous 146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room 04 November 2008 Date & Time: , 7:00PM 1.2 October Bills Record 11/04/08 DPF presented the October Bills for payment by the Town for PBC approval. The invoices included HKT architects monthly invoice, UTS testing, and legal fees, structural inspections. The PBC Approved the Monthly Bills for Payment. 1.3 Next Meeting 11/4/08 Next meeting to be held on 12/9/08. Maguire Group Architects has been invited to present their finding s on the Fire Station Study project completed to date. Members of HDC and CEC will be invited as well. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT Re-Occurring Items 2.01 Contractor Monthly Requisition Record 10/14/08 Application for Payment #13 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 #13 in the amount of $864,021.00 Motion: Carl Oldenburg 2nd: Dick Perry Vote: Unanimous 2.02 Diverted Construction Waste Record 11/04/08 The diverted Construction waste is reported at 87%. 2.03 Construction Change Orders Record 11/04/08 Construction change order #9 was reviewed and Approved in the amount of $39,011.33 Motion: Bill Kennedy 2nd: Peter Johnson Vote: Unanimous 2.04 Proposed Change Orders Record 11/04/08 No proposed change orders presented for approval, however several pending pcoÔs were identified. 2 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room 04 November 2008 Date & Time: , 7:00PM Ongoing Items 2.3 Commissioning Status CTA For the purposes of reducing ongoing printed text previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 10/14/08 Commissioning work shown on schedule, no new activity or meetings until equipment start up. 11/04/08 Sebesta to start Energy Modeling, progress meetings should begin. 2.4. DPW Construction Schedule Ongoing For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 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 carry over to a delayed spring due to the environmental issues currently being resolved. 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 Occupancy4/29/09, with site work continuing through summer of 2009. 11/04/08 Updated schedule was distributed. Building to be completed 4/29/09. Partial site to August 09. 2.6 Soil Testing Required at Current Excavation For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 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 3 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room 04 November 2008 Date & Time: , 7:00PM 11/04/08 Monitoring wells installed per DEP Requirements. One additional Oil Drum has been found in continued excavations. The drum was captured and handled properly however additional services are required from Weston and Sampson to process this event as wella s provide opversight in the underground fuel tank installation. W&S approved to perform services for Task 19 and 20 in the amount of $5197.23. Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous 2.9. Furniture For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 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. 11-04-08 Programming starting for Furniture Dec. meeting planned. 2.14 Interior Finishes For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 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. 4 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room 04 November 2008 Date & Time: , 7:00PM 2.20 Exterior Finishes For the purposes of reducing ongoing printed text, previous entries under this heading may have been removed from current meeting minutes. Please refer to previous editions of the minutes for older insertions. 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. 11/04/08 PBC would like to view canopies on site with natural light in the Spring. 2.21 Town Network Head End 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. 11/04/08 Contract amendment for additional cost to HKT $12,580.00 for additional HVAC equipment design for Facility Room, plan changes, does not include construction. Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous 2.22 Telephones for DPW 11/04/08 HKT to hire a consultant to help determine what is needed for a phone system. Additional cost of $6160.00. Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous 2.23 Changes to grading at rear of site 11/04/08 Grading at the rear of the site is proposed to be raised thru revised grading to decrease likelihood of having to haul soil off site, decrease depth of remaining excavations and avoid a cut into the rear site grading if not required. Contract Amendment to HKT Architects for Bio Engineering proposal in the amount of $4560.00 Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous 5 04 November 2008 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Central Office Conference Room 04 November 2008 Date & Time: , 7:00PM 2.24 Budget Review and transfers 11/04/08 The Project Budget was reviewed with Line item transfers discussed to move funds $40,000 from line 58212 to 5110 and to move $1,353,326 from line 58202 to lines 58204 $437,328 (pending re-class of $193,315), 58209 $102,077, 58210 $760,000, 58219 $53,921 Motion : To accept proposed line Item Budget changes Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous Meeting Adjourned 8:40 PM Motion: Dick Perry 2nd: Bill Kennedy Voted: Unanimous 6