HomeMy WebLinkAbout2008-08-12-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
22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
Date & Time: 12 August 2008, 7:00PM
Attendees: Jon Himmel, Chairman, PBC
Dick Perry, PBC
Eric Brown, PBC
Bill Kennedy, PBC
Carl Oldenburg, PBC
Bill Hadley, DPW
Patrick Goddard, DPF
Mark W. Barrett, DPF
Laurie Lucibello, DPF
Michael Lawrence, Project Manager, HKT Architects
Eric Nelson, LSP, Weston & Sampson
James Fair, Weston & Sampson
Members not present:
Peter Johnson, PBC
William 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
8/12/08
The PBC approved the Meeting Minutes for the 08 July 2008 Meeting, dated 11 July 2008 with
corrections noted.
Motion: To approve the 08 July 2008 Minutes as corrected.
Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous
146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420
22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
1.2 July Bills Record
8/12/08
DPF presented the July Bills for payment by the Town for PBC approval. The invoices included HKT
architects monthly invoice, police details, UTS testing, and legal fees.
1.3 Introductions
8/12/08
Patrick Goddard introduced Laurie Lucibello, new member of DPF who will provide support to the
PBC through the DPF.
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
Re-Occurring Items
2.01 Contractor Monthly Requisition Record
8/12/08
Application for Payment #10 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 #10 in the amount of $1,417,801
Motion: Bill Kennedy 2nd: Eric Brown Vote: Unanimous
2.02 Diverted Construction Waste Record
8/12/08
The diverted Construction waste is reported at or above 89%.
2.03 Construction Change Orders Record
8/12/08
Contract Change Order # 7,containing PCOÔs #23, 24, 30, 31 with a total value $62,988.79 was
approved by the PBC
Motion: To approve Contract Change Order #7 in the amount of $62,988.79.
Motion: Bill Kennedy 2nd: Dick Perry Vote: Unanimous
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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 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
8/12/08
The DPF and HKT has asked CTA for scheduling updates and will review upon receipt.
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.
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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.
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.
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.
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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.
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
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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 same 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
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.
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.
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
8/12/08
HKT has sent out requests to two furniture vendors for price quote requests on a sample office and
expect staff interviews to begin in September.
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
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
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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 to 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 can 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 be done on the
base, especially at the accent walls and laminate floors.
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.
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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 acquire metal roof samples for the sand and salt shed for review with the siding colors. HKT
to confirm the 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.
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.
8/12/08
Pat Goddard advised that he has requested HKT Architects to make a presentation to the PBC on the
Stone Building Study Project at the September PBC Meeting.
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22 August 2008
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Cary Memorial Hall-Estabrook Meeting Room
12 August 2008
Date & Time: , 7:00PM
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 9:00 PM
Motion: Bill Kennedy 2nd: Eric Brown Voted: Unanimous
Lexington Department of Public Facilities
Mark W. Barrett, NCARB, Project Manager
Laurie Lucibello, Administrative Assistant
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