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TOWN OF LEXINGTON
Department of Public Facilities
10 November 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
nd
Location: 201 Bedford Street, 2 Flr. Conference Room
Date & Time: 10 November 2009, 7:00PM
Attendees
:Jon Himmel, Chairman, PBC
Peter Johnson, PBC
Carl Oldenburg, PBC
Eric Brown, PBC
Dick Perry, PBC
Michael Lawrence, HKT Architects
Pat Goddard, DPF
Mark W. Barrett, DPF
Laurie, Lucibello, DPF
Members not present:
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
8/11/09
Motion: To Approve the Meeting Minutes from 11 August 2009 and 08 September 2009Meeting.
Motion: Peter Johnson 2nd: Carl Oldenburg Voted: Unanimous
11/10/09
Motion: To Approve the Meeting Minutes from 13 October 2009..
Motion: Dick Perry 2nd: Peter Johnson Voted: Unanimous
1.2 Monthly Bills
10/13/09
DPF presented monthly invoices totaling $ 63,040.72
11/10/09
DPF presented monthly invoices totaling $ 70,493.83, which were approved for payment by the PBC.
201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420
PBC Meeting Minutes
10 November 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.
10/13/09
Mark Barrett received estimates for Prolog purchase, PBC suggest we purchase 2 licenses. Mark Barrett to inquire about
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.
10/13/09
Application for payment # 24 to the General Contractor was reviewed. $ 293,620.00
Motion: To approve Application for Payment # 24.
Motion: Peter Johnson 2nd: Bill Kennedy Vote: 3-0 (1 abstention)
11/10/09
Application for payment # 25 to the General Contractor was reviewed. $ 49,169.00
Motion: To approve Application for Payment # 25.
Motion: Peter Johnson 2nd: Jon Himmel Vote: Unanimous
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.
10/13/09
Mark Barrett has asked for a final report.
11/10/09
The diverted Construction waste is reported at 86%, no further reports are required.
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.
10/13/09
Change Order 21 $49,686.42
Motion: Bill Kennedy Second: Peter Johnson Vote Unanimous
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PBC Meeting Minutes
10 November 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 there 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.
10/13/09
Scheduled meeting to review training Mark Barrett will report in November.
11/10/09
A meeting was held with all interested parties in attendance to review the performance and testing of RTU-1 as
installed in the building, as well as all outstanding punch list items relative to HVAC. Meeting resulted in
positive responses on outstanding items, with plans to follow up and completion for acceptance by the owner.
One follow up item to RTU-1 issue is an independent testing/balancing of the system to confirm reports
provided by subcontractor. This work is to be scheduled.
2.4. DPW Construction Schedule
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current meeting minutes. Please refer to previous editions of the minutes for older insertions.
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.
Punch list is ongoing
10/13/09
.
Paving complete, plantings this week, punch list is ongoing
Landscaping, minor electrical, signage and LEED Documentation to be addressed by CTA. Carpet tile issues meeting in
@ 2 weeks to review findings and discuss solutions.
11/10/09
Ongoing punch list. HKT to push to finish. Any remaining site work would have to be completed in the Spring.
PBC requested that if significant efforts were not made to complete the punchlist items, that an officer of CTA be asked
to attend the next meeting.
HKT reports many items have been completed and punch list also contains items that have been ongoing such as
signage and review of RTU-1.
HKT / DPF is waiting for a letter from the carpet manufacturer regarding the warranty and or repair or replacement of
carpet in the building.
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PBC Meeting Minutes
10 November 2009 Meeting
2.22 Telephones for DPW
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.
10/13/09
Admin training is ongoing. Punch list has been reduced to QOS testing, training and battery packs.
11/10/09
Admin training complete. Mark Barrett will follow up with Dorinda Goodman on punch list items.
2.26 Budget
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
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.
10/13/09
Not completed, Mark Barrett to meet with Finance for completion and will send copies to PBC members.
11/11/09
DPF reports that the status of the budget and or bottom line figure remains true, in terms of uncommitted funds.
DPF to work with Finance to verify commitments, encumbrances and overall budget and report back to PBC.
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
10/13/09
Issued a purchase order request to Town Hall as items on State Vendor Contract for cost of $54,542.02, this work
included a safety belt $215.93 not previously approved.
2.31 Bi-Directional Radio
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
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
Page 4 of 9
PBC Meeting Minutes
10 November 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.
10/13/09
Vault contents to be moved 10.14.09.
11/10/09
Vault move is complete. Waiting for final paperwork for payment.
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.
11/10/09
Mark Barrett will follow up.
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.
10/13/09
Concern - warranty on waterproofing system intact after spray foam was used. Is it compatible with waterproofing
system. HKT to follow up with CTA, sub and manufacturers rep.
11/10/09
HKT has been in contact with manufacturer and installer and has been told that the warranty on the rain screen
will be inclusive of the spray foam used and is waiting for the letter stating such.
2.60 Site Signage at Street
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 Oldenburg took to Design Advisory Committee, Linda Vine took to the Selectmen to approve sign appearance and
text.
Pat Goddard will discuss with Town Manager for approval of sign to as designed. Mark Barrett will email Gary Rhodes for
zoning.
10/13/09
Change order and shop drawings are coming soon.
11/10/09
A Cost proposal is anticipated for the Site Sign at the site entrance, along with shop drawings.
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PBC Meeting Minutes
10 November 2009 Meeting
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 cutout 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
10/13/09
Attached to monthly requisition.
11/10/09
+/- 25% of punchlist is completed since last month. HKT and DPF will work together to get CTA motivated to
complete punchlist items based on a monetized value. CTA will be requested to attend next meeting if
significant progress not made. There were discussions about the importance of closing out the project in a
timely fashion.
2.65 Canopy Signage
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.
10/13/09
Entrance canopy channel proposed to be in filled with ¼ steel plate applied to channel with countersunk fasteners with
standoff letters, ½” to 1” reveal top and bottom.
11/10/09
th
A site visit is scheduled for Wednesday Nov. 18 2009, at 3:00 pm. to look at canopy again.
2.67 Electrical Power to Equipment
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
11/10/09
DPF determined that additional work and cost was attributable to this task, with updated and current quotes in hand
requested an increase in the prior approval.
Motion: To increase original motion to reflect current quotes of $29,836.26
Motion: Jon Himmel Second: Peter Johnson Vote: Unanimous
2.68 Weston & Sampson Proposals
9/8/09
PBC was in agreement to that no further payments should be authorized for additional work not previously approved, to
Weston and Sampson.
11/10/09
This information was related to Weston and Sampson and no further inquires have been made by them.
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.
11/10/09
DPF reviewed with DPW and Town will take over the issue. Dave Pinsonneault to discuss with Karen Mullins
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PBC Meeting Minutes
10 November 2009 Meeting
2.70 Bio Proposal for Additional Services
9/8/09
HKT reported that a letter had been received from Bio-Engineering requesting additional services compensation for work
previously completed but not previously identified as requiring additional services. Affter discussion on the general scope
The PBC was not in favor of full payment of additional services as requested. Mark Barrett to to meet with Bio-
Engineering to review.
10/13/09
No meeting as of yet, Mark Barrett to follow up through Mike to schedule a meeting.
11/10/09
A meeting has yet to be scheduled
2.72 Trash and Cardboard Compactors
10/13/09
Bill Hadley discussed the advantages.
Motion to approve up to $45,000.00 for Bill Hadley to procure a trash compactor and cardboard compactor as long as
this plan is consistent with the towns waste disposal strategy. If current proposal is not fully consistent with towns
strategy to return to PBC with proposal for additional equipment to satisfy towns policy.
Motion: Jon Himmel Second: Bill Kennedy Vote: Unanimous
2.73 Fluid Distribution System
10/13/09
Motion to approve HKT change order not to exceed $6,600.00 for Fluid Distribution System shop drawings and
construction, oversight by Weston & Sampson.
Motion: Bill Kennedy Second: Carl Oldenburg Vote: Unanimous
11/10/09
Wesson & Sampson reviewing shop drawings, 6-8 week lead time, cost of system included in CO #19.
2.74 Insurance Claim
11/10/09
DPF advises that there is a change order forthcoming for the cost of the insurance claim that would get paid
against the capital account and then reimbursed to the town by the insurance company, less any deductible.
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 from the PBC.
John Himmel and Eric Brown volunteered to serve the Adhoc K-12 Committee in representation of the PBC
10/13/09
Peter Johnson was also a volunteer for Adhoc K-12 in representation of PBC.
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PBC Meeting Minutes
10 November 2009 Meeting
3.3 Presentation
11/10/09
In conjunction with the School Committee, the DPF and Superintendent of Schools conducted a Public informational
session on 02 November 2009, regarding the findings of the adhoc k12 committee and it’s review of the K-12 Master
Plan as prepared by The Design Partnership of Cambridge.
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.
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
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PBC Meeting Minutes
10 November 2009 Meeting
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.
11-10-09
Motion to support the Envelope Stabilization Project identified in the MTS Report for the Stone Building in the
amount of $201,000.00
Motion: Jon Himmel Second: Carl Oldenburg Vote: Unanimous
Next Meeting:
12/08/09
Public Services Building, 201 Bedford St. 7:00 PM
Meeting Adjourned 9:45 PM
Motion to Adjourn
Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous
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