HomeMy WebLinkAbout2008-12-09-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
19 December 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
Date & Time: 09 December 2008, 7:00PM
Attendees: Jon Himmel, Chairman, PBC
Carl Oldenburg, PBC
Peter Johnson, PBC
Bill Kennedy, PBC
Eric Brown, PBC
Bill Hadley, DPW
Carl Valente, Town Manager
Patrick Goddard, DPF
Mark W. Barrett, DPF
Laurie Lucibello, DPF
Members not present:
Bill Bruckman, PBC
Dick Perry, 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
12/09/08
The PBC approved the Meeting Minutes for the 04 November 2008 Meeting, dated 04 November
2008.
Motion: To approve the 04 November 2008 Minutes.
Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous
146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420
19 December 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
09 December 2008
Date & Time: , 7:00PM
1.2 Monthly Bills Record
12/09/08
DPF presented the November 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
12/9/08
Next meeting to be held 1/13/09, PBC meeting to be held in Rm. 111 from 6:00 pm Ï 7:00 pm to
discuss PBC Business. 7:00 Ï 9:00 PM meeting in SelectmenÔs Meeting Room with design
Partnership to for update on MST K-12 project..
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
Re-Occurring Items
2.01 Contractor Monthly Requisition Record
10/14/08
Application for Payment #14 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 #14 in the amount of $1,063,088.00
Motion: Bill Kennedy 2nd: Carl Oldenburg 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
12/09/08
Construction Change Order # 10 was reviewed and approved in the amount of $18,352.31
Motion: Bill Kennedy 2: Peter Johnson Vote: Unanimous
nd
2.04 Proposed Change Orders Record
11/04/08
No proposed change orders presented for approval, however several pending pcoÔs were identified.
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.
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19 December 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
09 December 2008
Date & Time: , 7:00PM
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.
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.
12/09/08
Binder down. Schedule continues to show Certificate of Occupancy 4/29/09. HKT to investigate
what options are called for on warranty of HVAC Equipment.
Naming of building, Pat Goddard will check with Carl Valente to see what the process is.
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
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
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19 December 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
09 December 2008
Date & Time: , 7:00PM
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.
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.
12-09-08
Report back in January with proposed cost. Six weeks production two weeks install.
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.
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.
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19 December 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
09 December 2008
Date & Time: , 7:00PM
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
12/09/08
Additional cost for telephone consultant quoted wrong, additional cost is $8624.00.
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
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 10:40 PM
Motion: Jon Himmel 2nd: Peter Johnson Voted: Unanimous
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