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HomeMy WebLinkAbout2009-06-24-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 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM Attendees : Jon Himmel, Chairman, PBC Eric Brown, PBC Peter Johnson, PBC Dick Perry, PBC Bill Hadley, DPW Pat Goddard, DPF Mark W. Barrett, DPF Laurie Lucibello, DPF Janet Slemenda, HKT Architects Members not present: Carl Oldenburg, PBC Bill Kennedy, 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 5/19/09 14 April 2009 The PBC approved the Meeting Minutes from . Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous 6/24/09 19 May 2009 The PBC approved the Meeting Minutes from . Motion: 2nd: Voted: Unanimous LEXINGTON, MASSACHUSETTS 02420 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 1.2 Monthly Bills 05/19/09 DPF presented the April 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. Invoices approved by signature. 06/24/09 DPF presented the May 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. Invoices approved by signature. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.01 Contractor Monthly Requisition 05/19/09 Application for Payment #19 to the General Contractor was reviewed. The Clerk of the Works, The Architect ct Manager has previously reviewed the Requisition. Many items were discussed and evaluated prior to acceptance. Motion: To approve Application for Payment #19 in the amount of $633,203.00 Motion: Dick Perry 2nd: Carl Oldenburg Vote: Unanimous 06/24/09 Application for Payment # 20 to the General Contractor was reviewed. The Clerk of the Works, The Architect evaluated prior to acceptance. Motion: To approve Application for Payment #20 in the amount of $402,458.00 Motion: Eric Brown 2nd: Dick Perry Vote: Unanimous 2.02 Diverted Construction Waste 3/10/09 The diverted Construction waste is reported at 86%. 2.03 Construction Change Orders 05/19/09 111, PCO 113 117, PCO 119, 120, 122, were identified and briefly discussed. Motion: To approve Change Order No. 16 in the amount of $83,103.34 Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous Page 2 of 12 2 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 6/24/09 Change Order 17/ Time Extension Language $86,539.00 Motion to approve $86,539.00 for CO 17 Motion: Eric Brown Second: Peter Johnson Vote Unanimous 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. 04/14/09 Start-up and training are ongoing 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. 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. 4/14/09 Punch list draft completed, carpet being installed, RWS Sullivan punch list being completed this week. Meeting held with all inspectors and Building commissioner for review, Fire alarm testing scheduled. Tentatively 05 May 2009 looked at for C.O. Updated schedule will be issued for next week. 5/19/09 Leak into Fire Alarm panel. Potential for delay in receiving C.O. 06/24/09 Elevator inspection scheduled for 6.29.09. Tentative move in week of 7.6.09. Page 3 of 12 3 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 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. 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. 4/14/09 Delivery of Furniture 5/7/09 assembly and installation should take approximately 1 week. 5/19/09 Furniture installed. Some minor changes may occur. Few issues with wood furniture in one office. HKT to work with WB Mason and Allsteel to resolve. 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 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 4/14/09 The selected blue color was painted onto the steel channel band for review. Page 4 of 12 4 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 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: 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 3/10/09 Construction Work in this area is ongoing 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 Page 5 of 12 5 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 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. 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. 2.27 Technology 4/14/09 IT Department head Dorinda Goodman was present to review technology items that are needed to run many of the systems in the building but were not prior intentional budget cuts in the project. These items include but are not necessarily limited to, servers, switches, cables, data racks and miscellanies devises. Discussions also focused on whether or not the PBC would want wireless capability in the new training / conference room, that this could be made available through a Verizon install with router similar to what you might get at a residence. The PBC discussed and elected not to pursue. Motion: To authorize the DPF to expend up to $109,000.00 for the technology equipment (network / data) specific to the operation of the new building systems. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous Motion: To approve $24,000 for the GIS Server procurement and up to two additional licenses, subject to the approval of the Town Manager, to determine that the appropriation supports the purchase, after the finances of the project are sufficiently closed that the availability of the funds is certain. Motion: Dick Perry 2nd: Carl Oldenberg Voted: Unanimous Page 6 of 12 6 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 5/19/09 DPF requested on behalf of the IT department and additional amount of up to $16,500 to purchase additional switches for the network equipment. Currently some outlets in the building would not be operable without additional purchase. PBC was reluctant to approve additional switches without a more specific accounting of what might be un-operable. Further PBC was okay with not building out full connectivity of all devices if there were otherwise not currently scheduled for use. 2.28 CTA Time Extension 4/14/09 HKT presented a discussion on a CTA Time extension. The proposal was originally received for an 81 day extension with a general conditions cost of $135,000. This submittal was vetted and CTA agreed to a reduced proposal of 71 days and $86,000, reflective of the time delays incurred through many of the delay issues documented in the letter, the majority of which were related to differing ground and site conditions. The PBC would like to see the final language of the Change order prior to approval. 5/19/09 Change Order/ Time Extension Language. The language text was discussed with copies distributed to all members. Mark Barrett directed to incorporate suggestions to text and send to PBC representatives for confirmation. 2.29 Equipment 5/19/09 The proposed Equipment list was discussed with a corresponding estimate of $445,000.00 against a budget of $550,000.00. The equipment was predominately items included in the original plans i.e. shelving and industrial equipment that was removed for budgetary reasons and is now being reinstated. PBC was advised that bids were being received for the equipment and in turn advised DPF to remain within the established budget. Concrete Truck Stops proposed for Vehicle Staging and Prep Area $6,000.00 Motion to approve $6,000 for Concrete Truck Stops Motion Eric Brown Second: Carl Oldenburg Vote Unanimous Padlocks for Lockers Requested for Locker room $ 600.00 Motion to approve $600 for Padlocks Motion Eric Brown Second: Carl Oldenburg Vote Unanimous Page 7 of 12 7 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 6-24-09 Bids for Equipment Requisitions #1-#5 and CTA Change Order proposal 127 $202,931.35 Motion to approve $202,931.00 for Equipment Bids Motion: Dick Perry Second: Eric Brown Vote Unanimous Salt Brine Not to exceed $80,000.00 Motion to approve not to exceed $80,000.00. Motion: Peter Johnson Second: Jon Himmel VoteUnanimous Start Up supplies Car Wash $1,649.45 Motion to approve $1,649.75 for start up car wash supplies Motion: Eric Brown Second: Peter Johnson Vote Unanimous 2.30 Miscellaneous approvals 6-24-09 High Density File Storage $44,887.75 Motion to approve $44,887.75 for High Density Storage Motion: Peter Johnson Second: Eric Brown Vote Unanimous Budget Transfer $518.76 For install owner telephone lines from Allowance for Operations Motion to approve $518.76 for budget transfer Motion: Peter Johnson Second: Eric Brown Vote Unanimous Kronos Time Clock System Estimated $33,000.00 Motion to approve $33,000.00 for Kronos. Motion: Peter Johnson Second: Eric Brown Vote Unanimous Pavement Testing $3,850.00 Motion to approve $3850.00 for Pavement testing. Motion: Dick Perry Second: Jon Himmel Vote Unanimous Signage $145.28 Motion to approve $145.28. Motion: Jon Himmel Second: Eric Brown Vote Unanimous Software for Fuel Management $2,818.00 Motion to approve $2,818.00 for software. Motion: Eric Brown Second: Peter Johnson VoteUnanimous Page 8 of 12 8 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 2.31 Bi-Directional Radio 5/19/09 The operation and need for a Bi-directional radio system in the building was discussed with the Fire Department. The system boosts the signal of the fire department radios allowing them to communicate in the building and improves fire fighter safety. Expected costs range from $30,000 to $50,000. PBC expressed need for an Additional services fee from HKT Architects to develop an RFP for the antenna system to obtain design/build quotes for same. 6/24/09 HKT Additional Services not to exceed $8500.00 (Bi-directional Radio) Motion to approve not to exceed $8500.00 Motion: Eric Brown Second: Jon Himmel Vote: Unanimous 2.32 Fire Suppression System 5/19/09 The need for a fire Suppression / Sprinkler system was discussed in the Sand and Salt Shed located behind the building. The size of the building dictates that a sprinkler system is required based upon statute. Upon review of the current progress of the project and the extent of sprinkler coverage present, and through consultation with the Fire Department it was decided that the DPF would apply to the State Board for a Variance on the requirement. 2.33 Appliances and Office Equipment 5/19/09 The purchase of Refrigerators and Office Copiers, were discussed for the new building. The PBC expressed a reluctance to approve the purchase of equipment where the language of the appropriation may not clearly support it, without direction from the Town Manager. 2.34 Movers 5/19/09 The PBC approved the award of a Purchase Order to Sterling movers for the relocation services of the DPW and DPF Offices. Motion to approve quote of $8,684.00 to Sterling Movers. Motion Eric Brown Second: Dick Perry Vote Unanimous Page 9 of 12 9 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 2.35 5/19/09 ,555.14, as presented. Motion Dick Perry Second: Bill Kennedy Vote Unanimous 06/24/09 PCO 128 $8,146.00 Motion to approve $8,146.00. Motion: Eric Brown Second: Peter Johnson Vote Unanimous PCO129 extend concrete apron $19,286.25 Motion to approve up to $25,000.00 for concrete apron. Motion: Eric Brown Second: Peter Johnson Vote: Unanimous 2.36 HKT Contract Amendment 5/19/09 Discussion on the contract end date of Basic Services for HKT Contract Motion to authorize up to $23,500 for Contract extension for additional Construction Administration Services on an hourly basis, expected to cover a three month period. Motion John Himmel Second: Eric Brown Vote Unanimous 2.37 HKT Additional Services 5/19/09 Additional services required to revise electrical requirements for equipment being purchased for the new building. Motion to authorize $7,700 Additional Services to HKT Architects for RWS Sullivan electrical engineering revisions. Motion Dick Perry Second: Bill Kennedy Vote Unanimous Page 10 of 12 10 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 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. 3.2 Adhoc Committee 6-24-09 The Superintendent of Schools has asked for an adhoc Committee to review the K-12 Master Plan. Committee members are being requested from several different areas including two representatives form the PBC. John Himmel and Eric Brown volunteered to serve the Adhoc K-12 Committee in representation of the PBC 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 Page 11 of 12 11 30 June 2009 Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 146 Maple St. Conference Room Date & Time: 24 June 2009, 5:00PM 7. A reduced budget ($180,000) was outlined for re-issuance to CPC for a modified scope for moving forward, to include a 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 a 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. 4.2 Stone Building Designer Selection 5/19/09 Architects are submitting proposal for the Stone Building HSR phase. A committee is being formed for the Designer selection Committee of which two members of the PBC are being requested. Dick Perry and Carl Oldenburg volunteered to represent the PBC on this committee Next Meeting: 7/14/09 Public Services Building, 201 Bedford St. 7:00 PM Meeting Adjourned 7:00 PM Motion to Adjourn Motion: Dick Perry 2nd: Eric Brown Voted: Unanimous Page 12 of 12 12