HomeMy WebLinkAbout2009-09-08-PBC-min
TOWN OF LEXINGTON
Department of Public Facilities
08 September 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
nd
Location: 201 Bedford Street, 2 Flr. Conference Room
Date & Time: 08 September 2009, 7:00PM
Attendees
:Jon Himmel, Chairman, PBC
Peter Johnson, PBC
Dick Perry, PBC
Carl Oldenburg, PBC
Bill Kennedy, PBC
Bill Hadley, DPW
Michael Lawrence, HKT Architects
Pat Goddard, DPF
Mark W. Barrett, DPF
Laurie, Lucibello, DPF
Members not present:
Eric Brown, 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
8/11/09
Motion: To Approve the Meeting Minutes, as amended, for the 14 July 2009 Meeting.
Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous
1.2 Monthly Bills
8/11/09
DPF presented monthly invoices totaling $90,472.58. Invoices are from HKT architects, Sebesta, UTS, FST Engineers,
Verizon, AT&T, and various equipment invoices covered by approved PO’s.
9/8/09
DPF presented monthly invoices totaling $130,000.49.
201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420
PBC Meeting Minutes
11 September 2009 Meeting
1.3 Meeting Minute Format
(Item Relocated from 2.24 to general business)
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.
8/11/09
PBC Chair reports that after discussions with the Town Manager, the purchase of Prolog Software was approved for
purchase for use by DPF in developing future meeting minutes. PBC indicated that some level of training would be
required for use of the software.
9/8/09
DPF to inquire about status of software purchase. Proposal should include training.
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
2.01 Contractor Monthly Requisition
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.
8/11/09
Application for Payment # 22 to the General Contractor was reviewed.
Discussion surrounded the payment line item for pavement at $32,000.00. Based upon percentage of work complete
and outstanding issues with non-acceptance of current top coat, the PBC approved payment of the requisition less the
amount due on 02300 pavement $32,000.00.
Motion: To approve Application for Payment #22, less the $32,000 pavement allowance.
Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous
9/8/09
Postpone until the requisition is finalized.
2.02 Diverted Construction Waste
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
The diverted Construction waste is reported at 86%.
9/8/09
Mark Barrett to verify if a report is required after issue of Certificate of Occupancy.
2.03 Construction Change Orders
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.
9/8/09
Change Order 19
Motion to approve $147,772.76 $147,772.76
Motion: Bill Kennedy Second: Peter Johnson Vote Unanimous
Change Order 20
Motion to approve $136,572.50 $136,572.50
Motion: Dick Perry Second: Peter Johnson Vote Unanimous
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PBC Meeting Minutes
11 September 2009 Meeting
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.
8/11/09
David Fennel of Sebesta Blomberg made a report to the PBC on the status of the commissioning work.
Functional testing is complete.
a. Training needs to take place on the majority of items.
b. SB is confident that everything has been installed per the design drawings and is operating correctly.
c. Lighting controls have been evaluated through the use of data loggers and SB is currently evaluating the
results.
d. SB reports they will also be evaluating the exterior lighting in a similar manner.
e. HKT is reportedly investigating the need for an audible alarm in the veh. Staging & prep area tied to the CO
system.
f. SB reviewed the corrective action log with the PBC.
g. RTU-1 was discussed with respect to modifications being made to unit through discussions with manufacturer.
A 40 amp fuse is being increased to 50 amp upon manuf. Recommendation and a letter is being sought by SB from the
manuf. Documenting warranty of the fuse change.
Condenser fan motor has been tripping out and a fuse change was recommended their as well per the manuf. a letter
has also been requested o that item for warranty.
The motor for the energy recovery wheel was replaced yesterday.
DPF is seeking confirmation that RTU-I is capable of meeting the cooling and ventilation loads as specified. SB States
that we should be able to verify that by a test on the system simulating balancing conditions, he will coordinate with DPF.
h. PBC requested if searchable PDF files were owned under the contract for Operation and Maintenance manuals.
SB is investigating warranty time frames with engineer and manufacturer for RTU-1.
9/8/09
Waiting for an updated balance report and letters from manufacturer. Training to start 9/10/09.
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.
8/11/09
Contractor reports desire to complete all work by end of August wit the exception of fall plantings.
DPF has requested schedule for remaining work items as well as PCO work.
9/8/09
Pavement settlement, paving will start the end of week 9/11/09. Landscaping, fall planting will start when
paving is completed. Some planting holdover until Spring.
Punchlist 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
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PBC Meeting Minutes
11 September 2009 Meeting
8/11/09
Installation of the new telephone system is primarily complete. DPF and Town IT are developing a punch list.
Some phone features have not yet been rolled out to users yet and will be done along with additional
training.
2.26 Budget
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current meeting minutes. Please refer to previous editions of the minutes for older insertions.
7/14/09
It was agreed that a budget review would be planned for the next meeting.
8/11/09
The Town’s Accounting software (MUNIS) has not carried over balances to the new fiscal yr. as of yet. DPF
asked to postpone the budget review until after MUNIS is updated for the new fiscal year so that the budget
can be balanced.
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
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 they were otherwise not currently scheduled
for use.
2.29 Equipment
8/11/09
DPF reports receipt of PCO 145 for the remaining equipment. Earlier reports that there were two remaining pieces of
equipment were not accurate as the PCO includes two industrial type pieces of equipment, i.e. lathe and milling machine,
as well as a drill press and a small lifting worktable.
DPF states that the small lifting work table should be temporarily removed and not ordered as the one specified runs on
compressed air and this should be re-specified for electric power as the compressed air is more problematic to feed to
the unit.
DPF sought approval of the PCO 145 issued at $60,852.18, but reduced to $55,617.22 to eliminate the aforementioned
table.
PBC recommends that PCO could be approved as a part of the overall equipment approval as long as DPF has
reasonable confidence that the overall budget condition is in keeping with the expressed PBC threshold for spending.
9/8/09
Motion: To approve PCO 145 $60,852.18
Motion: Peter Johnson Second: Jon Himmel Vote: Unanimous
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PBC Meeting Minutes
11 September 2009 Meeting
2.30 High Density File Storage Unit
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
8/11/09
The contractor started work on the installation of this unit today.
9/8/09
Installation Complete.
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
7/14/09
RFP drafted by HKT and going to be sent to fire department for review.
8/11/09
HKT has received Fire Department feedback and is sending the RFP out to prospective bidders / installers.
9/8/09
Proposals have been received, to be evaluated by HKT Architects.
PBC would like verification that battery backup is provided for the antenna system.
Copies to be sent to the fire department for review as well.
Motion to award contract to the lowest qualified eligible bidder, not to exceed $54,416.00
Motion: Bill Kennedy Second: Peter Johnson Vote: Unanimous
2.32 Fire Suppression System at Sand & Salt Shed
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.
7/14/09
Application for variance has been submitted to the State Board. The application is supported by the Fire Chief. Hearing
is forthcoming.
8/11/09
DPF reports that the hearing for a variance of the sprinkler system for the sand and salt shed is tomorrow 12 August
2009.
9/8/09
Variance of the sprinkler system for the sand and salt shed was granted to the town by the state board.
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PBC Meeting Minutes
11 September 2009 Meeting
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
8/11/09
The remaining move element is for the moving of the Vault contents which will be completed after the high
density files are completed. Vendor is being paid for completed portions of the move.
2.40 Pavement testing
6/24/09
Pavement Testing $3,50.00
Motion to approve $350.00 for Pavement testing.
Motion: Dick Perry Second: Jon Himmel Vote Unanimous
9/8/09
$6,600.00 F.S.T invoice to be paid by contractor.
2.43 PCO 143-Head End Electrical
7/14/09
Additional Electrical requirements are needed at the new Head end room.
PBC discussed need for improved planning to identify all scope items for a change order, in advance to avoid making
piecemeal approvals and to identify the full costs of a change up front.
Motion: To approve additional electrical work identified in PCO 143 in the amount of 29,351.13
Motion: Eric Brown Second: Peter Johnson Vote: Unanimous
2.54 PCO 131 – Sealing Wash Bay
7/14/09
PCO was not approved, HKT to investigate responsibilities of subcontractor.
9/8/09
CTA performed work.
2.55 PCO 130 – Exterior Corrugated Metal Panel
7/14/09
HKT still investigating
Issue involves proper sealing of the building skin, specifically at seams and penetrations prior to the installation of the
metal panels. PBC recommends review of clerk of the works photos and videos during construction to gain confidence in
thoroughness of work and the removal of selected panel locations as a sampling to expose area and inspect for proper
sealing.
9/8/09
HKT to investigate materials used and to quantify number of locations where product was used after
penetrations through finished wall system. Also PBC recommends a review of the condition 9 months in to
the 1 year warranty period to identify problems in advance if they exist.
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PBC Meeting Minutes
11 September 2009 Meeting
2.58 Substantial Completion
7/14/09
Proposed Form of Substantial completion reviewed and language discussed. Punch list expressed as being attached.
PBC recommends to not cancel the builders risk insurance until substantial completion. Contractor should maintain
insurance while still working on project.
The PBC made no objection to the dates, times of the proposed Certificate of Substantial Completion, but proposed that
the Town Managers Office review the language as well since much of it dealt with insurance issues.
8/11/09
PBC advised that the Certificate of Substantial Completion had been forwarded to and received
approval from the Town Managers office with respect to language. Having received signed copies
from the Architect and Contractor, the Certificate of Substantial Completion will be forwarded to
The Town Manager for Signature.
9/8/09
Town Manager has signed Certificate of Sub Completion and document has been issued, with a date of
Substantial Completion of 09 July 2009.
2.60 Signage
7/14/09
Dedication Plaque approved as circulated, Signage option 3 for building approved.
Signage still requires approval for site sign out by Bedford Street.
8/11/09
PBC member requested copies of up to date sketches for site sign to conclude final review.
9/8/09
Carl took to Design Advisory Committee, Linda Vine took to the Selectmen.
Pat Goddard will discuss with Town Manager for approval of sign to as designed. Mark Barrett will email
Gary Rhodes for zoning.
2.61 Punch List
7/14/09
PBC discussed lack of trim ring at light fixtures under entrance canopy. HKT to find trim ring for light fixture, as PBC
does not feel that caulking the space between the fixture and the cut-out is an acceptable solution.
8/11/09
DPF will request an up to date copy of the Punch list
9/8/09
Monetized punch list issued
2.64 PCO 151 Cantilevered Gate Extension
8/11/09
Motion: To approve PCO 151 in the amount of $821.25.00 for added scope
Motion: Peter Johnson Second: Eric Brown Vote: Unanimous
2.65 Canopy
9/8/09
HKT discussed spec. requirements for channel fabrication and prep.
Fill welds, design options from HKT.
Mike Lawrence will follow up with Committee with design options from HKT for canopy.
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PBC Meeting Minutes
11 September 2009 Meeting
2.66 PCO’s recorded by HKT
9/8/09
PCO 63, 147, 148, 149, 150, 155, 157
63, 147, 148, 149, 150, 155, 157, as recommended by HKT Architects
Motion: To approve PCO’s
Motion: Bill Kennedy Second: Peter Johnson Vote: Unanimous
PCO 146, 158, 159, 160, 117
146, 158, 159, 160, 117, as recommended by HKT Architects
Motion: To approve PCO’s
Motion: Bill Kennedy Second: Carl Oldenburg Vote: Unanimous
2.67 YES Electrical
9/8/09
By motion to approve up to $25,000.00 for balance of equipment installation not covered by bid documents.
To be preformed by pre-approved town contractor.
Motion: To approve
Motion: Jon Himmel Second: Bill Kennedy Vote: Unanimous
2.68 Weston & Sampson Proposals
9/8/09
PBC was in agreement to no further payment to Weston and Sampson.
2.69 Bio Engineering Japanese Knotweed
9/8/09
Mark Barrett to talk with tree warden to see if town will remove the Japanese Knotwood.
2.70 Bio Proposal for Additional Services
9/8/09
PBC not in favor of full payment of additional services as requested. Mark Barrett to agree to meet with Bio-
Engineering to review.
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.
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PBC Meeting Minutes
11 September 2009 Meeting
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
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.
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PBC Meeting Minutes
11 September 2009 Meeting
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
4.3 Progress presentation
7/14/09
Presentation by Architect, Menders Torrey Spencer for Stone Building Historic Structures Report Study work at next
meeting 8/11/09 at 7PM.
8/11/09
Lynne Spencer and Patrick Guthrie made a presentation of their work and discoveries relative to the Historic
Structures report and Study project for the Stone Building. The presentation was in a power point format and
is planned to be made available through the Library website. The report to date includes historical
information and findings on the building, interpretive drawings of how the original addition likely looked,
relative to massing, fenestrations, and layout. Topics touched on included potential occupancy levels of the
lyceum room on the second floor. Some members of the audience/town felt that a higher occupancy of the
lyceum should not be ruled out based solely on costs to improve structure and that options should be made
known.
The final report is due at the end of September. The architects will transmit to the DPF at the 8/20/09
meeting a scope of work for interim or “button up” repairs that should be completed prior to winter 2009 and
are expected to cost less than $10,000.00.
The architects have meet with the Heritage Center Committee to discuss programmatic needs for the
building and some concept test drawings will be developed showing how best these programmatic needs
may fit with in the existing building and it’s historical fabric and character.
Estimates will be included in the final report for “total project” including any addition.
The estimates should reflect that any construction activity may not occur until 2011.
Next Meeting:
9/29/09
Public Services Building, 201 Bedford St. 7:00 PM
Meeting Adjourned 10:30 PM
Motion to Adjourn
Motion: Peter Johnson 2nd: Bill Kennedy Voted: Unanimous
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