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Home My WebLink About2009-02-10-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 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Estabrook Hall Date & Time: 10 February 2009, 7:00PM Attendees: Jon Himmel, Chairman, PBC Eric Brown, PBC Carl Oldenburg, PBC Peter Johnson, PBC Bill Hadley, DPW Patrick Goddard, DPF Mark W. Barrett, DPF Laurie Lucibello, DPF Jay Lucker, PBC Designee Stone Bldg. Members not present: Bill Bruckman, PBC Dick Perry, PBC Bill Kennedy, 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 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: Estabrook Hall 10 February 2009 Date & Time: , 7:00PM 1.2 Monthly Bills Record 02/10/09 DPF presented the January 09 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 02/10/09 Next meeting to be held on 3/10/09, Central Administration Building Conference Room. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT Re-Occurring Items 2.01 Contractor Monthly Requisition Record 02/10/09 Application for Payment #16 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 #16 in the amount of $642,331.00 Motion Eric Brown 2nd: Carl Oldenburg Vote: Unanimous 2.02 Diverted Construction Waste Record 01/13/09 The diverted Construction waste is reported at 87%. 2.03 Construction Change Orders Record 02/10/09 Construction Change Orders # 11 in the amount of $122.284.14 #12 in the amount of $31,150.76, #13 in the amount of $27,518.51 were reviewed and approved in the amount of $180,953.41 Motion: Eric Brown 2: Carl Oldenburg Vote: Unanimous nd 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 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC Location: Estabrook Hall Date & Time: 10 February 2009, 7:00PM 01/13/09 Commissioning to commence with start up. 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. 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. 01/13/09 Schedule continues to show Certificate of Occupancy 4/29/09. PBC requested copy of schedule with float showing. 02/10/09 Schedule continues to show Certificate of Occupancy 4/29/09. Schedule reflected 13 days of negative float. Permanent power is installed, millwork is being installed and temp. heat is in place. 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 well as provide oversight 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 01/13/09 W&S closeout services approved in the amount of $29,194.00. Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous 3 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC Location: Estabrook Hall Date & Time: 10 February 2009, 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. 01-13-09 PBC has agreed for Pat Goddard and Bill Hadley to make final decisions on furniture and colors based upon the palette accepted by the PBC. 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 4 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC Location: Estabrook Hall Date & Time: 10 February 2009, 7:00PM 01/13/09 PBC approved PCO’s 56 and 62 on a time and materials basis not to exceed $116,205.79. 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 3.0 K-12 Master Plan 01/13/09 Representatives of the Design Partnership of Cambridge presented an overview of the K-12 Master Plan findings to date. PBC advised DPC verify setbacks with zoning for any construction. PBC requested full disclosure of footnotes on any and all cost documents and estimates showing escalation provisions and terms. PBC requested town expenses be added to project cost sheet. Scheduling discussions involved estimates on MSBA review schedules and funding cycles. 5 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC Location: Estabrook Hall Date & Time: 10 February 2009, 7:00PM 4.0 Stone Building 1-20-09 The Purpose of the meeting was to provide an opportunity for interested parties to discuss with the PBC the concern they may have with regard to the continued or further development of the Stone Building Project. Representatives were in attendance from the Historical Society, Historic Commission, CPC, and CEC in informal or un-official capacities to engage in a dialogue on the best course of action for this project. Discussion points included: 1. Historic Restoration vs. Preservation 2. The intended use of the building – not as a dedicated library but as a Heritage Center 3. Scope of the prior study and satisfactory completion of the work 4. Renovation of the building without more detailed knowledge of the intended use 5. Costs proposed for continued work versus those of other projects of historic character a. The budgets proposed to CPC were clarified as budget figures only and did not indicate plans to contract exactly at those dollars. b. Completion of a Historic Structures report for the Stone Building, costs were discussed between $25,000 and 50,0000. 6. The engagement of a qualified historic specialist for future work relative to the historic details 7. A reduced budget ($180,000) was outlined for re-issuance to CPC for a modified scope for moving forward, to include an Historic Structures report and design such that a 2010 request could be made for monies for construction documents. 2-10-09 General Discussion on the Stone Building project continued and is summarized below: This Project is requesting $180,000 in Community Preservation Act funds to preserve the historic Stone Building by stabilizing the structure. The first step of the stabilization process will entail an Historic Structures Report (HSR) augmented by further existing conditions assessment; all of this will be the basis of the Stabilization bid documents. Strategic building stabilization repairs will be bid and completed within these funds. Concurrent with this Stabilization process, the Town needs to identify the users and then fully describe the building program. Should there be any residual money left from the stabilization effort, that money will be put towards preliminary programming of the space for an identified user. 6 25 February 2009 Meeting Minutes Lexington Permanent Building Committee (PBC Location: Estabrook Hall Date & Time: 10 February 2009, 7:00PM A year or more out, with the building stabilized and the building program fully described and vetted, the Stone Building will again be before Town Meeting for funds to hire an Architect/Engineer team to complete design and bid documentation for the full renovation of the building. That Architect/Engineer team will utilize the Historic Structure Report (HSR) and the completed code analysis, structural, mechanical, electrical, and plumbing systems preliminary analysis that are a part of the recently completed Feasibility Study. Thereafter, once the bid documents are complete, the Project will again be before Town Meeting for a vote on appropriating Construction dollars. Meeting Adjourned 9:50 PM Motion: Peter Johnson 2nd: Carl Oldenburg Voted: Unanimous 7