HomeMy WebLinkAbout2009-03-10-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
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
Date & Time: 10 March 2009, 7:00PM
Attendees
: Jon Himmel, Chairman, PBC
Eric Brown, PBC
Peter Johnson, PBC
Dick Perry, PBC
Bill Kennedy, PBC
Bill Hadley, DPW
Mark W. Barrett, DPF
Laurie Lucibello, DPF
Michael Lawrence, HKT Architects
Members not present:
Bill Bruckman, PBC
Carl Oldenburg, PBC
Abbreviations that may be used in this document:
PBC – Lexington Permanent Building Committee
DPF – Lexington Department of Public Facilities
DPW – Lexington Department of Public Works
HKT – HKT Architects – Architects of Record, Lexington DPW Facility
CTA – CTA Construction Co., Inc.
SB – Sebesta Bloomberg
WS – Weston & Sampson
1.0 GENERAL BUSINESS
1.1 Minutes
3/10/09
The PBC approved the Meeting Minutes for the prior meeting dates.
Motion: To approve the PBC Meeting Minutes for the 09 December 2008, 13 January 2009, 20 January
2009 and 10 February 2009 Meeting minutes.
Motion: Eric Brown 2nd: Peter Johnson Voted: Unanimous
146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
1.2 Monthly Bills
03/10/09
DPF presented the February 2009 Bills for payment by the Town for PBC approval. The invoices included
HKT architects monthly invoice, UTS testing, and legal fees, a copy of approved invoices is on file. The PBC
Approved the Monthly Bills for Payment.
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
2.01 Contractor Monthly Requisition
03/10/09
Application for Payment #17 to the General Contractor was reviewed. The Requisition has been previously
reviewed by the Clerk of the Works, The Architect and the Town’s Project Manager. Many items were
discussed and evaluated prior to acceptance.
Motion: To approve Application for Payment #17 in the amount of $810,435.00
Motion: Peter Johnson 2nd: Bill Kennedy Vote: Unanimous
2.02 Diverted Construction Waste
3/10/09
The diverted Construction waste is reported at 86%.
2.03 Construction Change Orders
03/10/09
Construction Change Order # 14 in the amount of $41,513.28 includes PCO’s 80, 65, 79, 81, 84, 83, 84, 85,
53, 86, 88, 89, 82, 78, 48, 77 was reviewed.
Motion: To approve Change Order No. 14 in the amount of $41,513.28
Motion: Bill Kennedy 2nd: Peter Johnson Vote: Unanimous
Page 2 of 9 2
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
2.3 Commissioning Status
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.
01/13/09
Commissioning to commence with start up.
3/10/09
There have been two Commissioning meetings held on site since January. Minutes from those meetings are
copied to the PBC this evening. Next meeting tentative 3/19/09. Start up of equipment will be commencing.
2.4. DPW Construction Schedule
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.
3/10/09
C.O. still scheduled for 4/29/09 per the Contactors schedule. The Sand and Salt Shed is under construction
along with rear of site, site work. Carpet installation coming soon, with some of the linoleum and porcelain
tile flooring already installed.
DPW and DPF discussing mid to late May as possible move in time frame.
PBC encouraged DPF to contact Building Department and Fire Department to communicate the desire for
project close-out and receiving a Certificate of Occupancy from the Town in a manner consistent with the
plans to move in furniture and occupants. Attention should be given to the elevator shunt trip issue with the
inspectors. The CPM schedule provided to the PBC continued to show the Certificate of Date of 4/29/09, but
also showed negative 13 days of float.
Page 3 of 9 3
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
2.6 Weston & Sampson Site Environmental
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.
Motion: Approval to have W&S to perform Task 17 and 18.
nd
Motion: Bill Kennedy 2 Eric Brown Vote: Unanimous
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.
Motion: 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
Motion: W&S closeout services approved in the amount of $29,194.00.
Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous
3/10/09
The DEP deadline for filing the close out reports on the environmental issues on this site is nearing and W&S
cannot file these reports as contracted for on 1/13/09, because the site work is not yet complete. During what
appears to be the remaining site construction work additional suspect materials have been identified and
separated from the excavations. W&S has submitted a proposal for services to provide the necessary
consulting related to these materials under task 19 as well as a new task 24 to file and interim IRA report,
since the close out report cannot be filed. PBC requested that the project team expedite the site work so the
final report can be prepared without the need for another interim report beyond the March 09 report.
Motion: To approve Weston & Sampson additional services in the budget amount of $13,620.00 to be
billed hourly by W&S,
Motion: Dick Perry 2nd: Bill Kennedy 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.
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.
3/10/09
Price Quote was received by DPF and DPW for furniture systems for the new building. Quote was finalized
with final color and fabric choices with a total cost of $209, 941.01. To be posted against the FFE budget
line item of $300,000 for hard and soft costs. A Purchase Order was issued by the Town. Delivery
schedules are being reviewed with early may as a current projection. PBC recommended finding out about
vendor storage time in PO agreement as delays in occupancy should not result in extra charges.
Page 4 of 9 4
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 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 – 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 – 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 Mac’s 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.
3/10/09
HKT / DPF will email members of the PBC to determine a possible day to review the canopy color samples
at the project site
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: To approve the Contract Amendment to HKT Architects Contract for additional HVAC
equipment design for Facility Room, plan changes, does not include construction.
Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous
01/13/09
PBC approved PCO’s 56 and 62 on a time and materials basis not to exceed $116,205.79.
3/10/09
Construction Work in this area is ongoing
Page 5 of 9 5
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
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 $6,160.00.
Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous
12/09/08
Additional cost for telephone consultant was originally quoted wrong, additional cost is actually $8,624.00.
PBC authorized.
3/10/09
Telephone System Vendor Price Quotes were requested under State Vendor Contract ITT29. Three Price
quotes were received and reviewed by the Town. Two Finalists were determined and a Site Visit has been
scheduled for 3/12/09 to visit the demonstration show room for the two finalist vendors.
Motion: To authorize the Director of Public Facilities to proceed with the purchase of the finally
selected Telephone system contract in an amount not to exceed $60,000.00, with an additional
amount not to exceed $15,000.00 for the selection of various options deemed appropriate to the
system, for a total of not to exceed amount of $75,000.00
Motion: Jon Himmel 2nd: Peter Johnson Voted: Unanimous
2.24 Meeting Minute Format
3/10/09
DPF discussed the idea of simplifying the meeting minute format currently being used. Citing a time
consuming process for monthly updating and minute reviews as well as the length of publish minutes.
PBC discussed the favorable characteristics of this format and a prior moment to purchase and utilize the
software Prolog for development of meeting minutes and potentially tying in budgets and schedules into the
minutes.
DPF representatives expressed a concern that that would develop into an even more cumbersome process
requiring a greater time commitment form DPF to manage. DPF requested that the issue be tabled until the
DPF director was available to participate in the discussion. No changes to be made to format currently. DPF
stated that if time permitted they would issue the minutes for this meeting in the current format and in a
simplified format for review.
Page 6 of 9 6
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
2.25 Document Scanning
3/10/09
DPF stated that they had received preliminary price quotes for scanning of current building plans on file for
the purposes of storing documents in electronic format, to reduce the amount of stored paper copies of these
documents, in consideration of limited plan file storage capacities. DPF requested approval to expend funds
from the Allowance for Operations line item in the budget for the purpose of scanning these documents.
Motion: To authorize the DPF to expend up to $12,000 for the Allowance for Operations line Item . for
the scanning of the most up to date drawings and plans of town / school buildings currently on file
and or available to DPF, including the final as built’s and O&M Manuals for the new building at 201
Bedford Street.
Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous
2.26 Budget
3/10/09
During review of various budget line items, the definition of some of the budget column headers was
discussed. The PBC requested an accounting of the previous appropriations to verify that there are not
unmet obligations, as we come to the end of the project and discuss or define any ending or remaining
balances in the current appropriation.
The PBC asked for an executive summary of the Project Accounting that clearly shows the Estimated Cost at
Completion for each of the major line items in the budget. While the current form of the budget is focused on
Town Accounting requirements, it is difficult for the PBC to get a convincing understanding of the remaining
contingency across the project and the various appropriations.
3.0 K-12 Master Plan
3.1 Preliminary Review of 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.
3/10/09
DPF Reported that the K-12 Master Plan was being finalized and is scheduled for a presentation to the
School Committee in March of 2009.
Page 7 of 9 7
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
4.0 Stone Building
4.1 Continued development / next steps for Stone Building Project
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.
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.
3-10-09
No further development. Jon Himmel reports that a meeting is pending for discussion on the time lines for
the project and next steps.
Page 8 of 9 8
11 March 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
146 Maple Street – Conference Room
Date & Time: 10 March 2009, 7:00PM
Next Meeting:
4/14/09
Central Administration Building, 146 Maple Street, Conference Room.
Meeting Adjourned 9:50 PM
Motion to Adjourn
Motion: Eric Brown 2nd: Jon Himmel Voted: Unanimous
Page 9 of 9 9