HomeMy WebLinkAbout2009-01-20-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
20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
Date & Time: 20 January 2009, 7:00PM
Attendees: Jon Himmel, Chairman, PBC
Carl Oldenburg, PBC
Bill Kennedy, PBC
Jay Lucker, PBC designee for library
Bill Hadley, DPW
Patrick Goddard, DPF
Mark W. Barrett, DPF
Laurie Lucibello, DPF
Members not present:
Bill Bruckman, PBC
Dick Perry, PBC
Peter Johnson, PBC
Eric Brown, PBC
Abbreviations that may be used in this document:
PBC Ï Lexington Permanent Building Committee
DPF Ï Lexington Department of Public Facilities
DPW Ï Lexington Department of Public Works
HKT Ï HKT Architects Ï Architects of Record, Lexington DPW Facility
CTA Ï CTA Construction Co., Inc.
SB Ï Sebesta Bloomberg
WS Ï Weston & Sampson
Minutes Follow-Up
1.0 GENERAL BUSINESS
1.1 Minutes Record
12/09/08
The PBC approved the Meeting Minutes for the 04 November 2008 Meeting, dated 04 November
2008.
Motion: To approve the 04 November 2008 Minutes.
Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous
146 MAPLE STREET • LEXINGTON, MASSACHUSETTS 02420
20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC)
Location: Estabrook Hall
20 January 2009
Date & Time: , 7:00PM
1.2 Monthly Bills Record
01/13/09
DPF presented the December 08 Bills for payment by the Town for PBC approval. The invoices
included HKT architects monthly invoice, UTS testing, and legal fees, structural inspections. The PBC
Approved the Monthly Bills for Payment.
1.3 Next Meeting
01/13/09
Next meeting to be held 1/20/09, Estabrook Hall to discuss Stone Building.
2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT
Re-Occurring Items
2.01 Contractor Monthly Requisition Record
01/13/09
Application for Payment #15 to the General Contractor was reviewed. The Requisition has been
previously reviewed by the Clerk of the Works, The Architect and the TownÔs Project Manager. Many
items were discussed and evaluated prior to acceptance.
Motion: To approve Application for Payment #15 in the amount of $899,035.00
Motion: Bill Kennedy 2nd: Carl Oldenburg Vote: Unanimous
2.02 Diverted Construction Waste Record
01/13/09
The diverted Construction waste is reported at 87%.
2.03 Construction Change Orders Record
12/09/08
Construction Change Order # 10 was reviewed and approved in the amount of $18,352.31
Motion: Bill Kennedy 2: Peter Johnson Vote: Unanimous
nd
01/13/09 None
2.04 Proposed Change Orders Record
11/04/08
No proposed change orders presented for approval, however several pending PCOÔs were identified.
01/13/09
PCO 57, PCO 58, PCO 68 for approval.
Motion: Bill Kennedy 2: Peter Johnson Vote: Unanimous
nd
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20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC
Location: Estabrook Hall
Date & Time: 20 January 2009, 7:00PM
Ongoing Items
2.3 Commissioning Status CTA
For the purposes of reducing ongoing printed text previous entries under this heading may have
been removed from current meeting minutes. Please refer to previous editions of the minutes for
older insertions.
10/14/08
Commissioning work shown on schedule, no new activity or meetings until equipment start up.
11/04/08
Sebesta to start Energy Modeling, progress meetings should begin.
01/13/09
Commissioning to commence with start up.
2.4. DPW Construction Schedule Ongoing
For the purposes of reducing ongoing printed text, previous entries under this heading may have
been removed from current meeting minutes. Please refer to previous editions of the minutes for
older insertions.
9/9/08
Updated schedule distributed. Building on schedule. Certificate of Occupancy 4/29/09. Schedule broken out
to show rear of site work continuing into summer of 09.
Questions about temporary heat or system start up for temporary heat, needs to be discussed.
10/14/08
Updated schedule was distributed. Schedule continues to show Certificate of Occupancy4/29/09, with
site work continuing through summer of 2009.
11/04/08
Updated schedule was distributed. Building to be completed 4/29/09. Partial site to August 09.
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.
2.6 Soil Testing Required at Current Excavation
For the purposes of reducing ongoing printed text, previous entries under this heading may have
been removed from current meeting minutes. Please refer to previous editions of the minutes for
older insertions.
10/14/08
Excavation for underground storage tanks and Fuel Island was started and then stopped due to
excessive ground water in location. Testing on ground water showed that water could not be discharged
to storm water without filtering. Alternate plans developed to remediate ground water issue on site and
reflected in need for W&S score items 17 & 18.
Approval to have W&S to perform Task 17 and 18.
Motion: Bill Kennedy 2 Eric Brown Vote: Unanimous
nd
11/04/08
Monitoring wells installed per DEP Requirements.
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20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC
Location: Estabrook Hall
Date & Time: 20 January 2009, 7:00PM
One additional Oil Drum has been found in continued excavations. The drum was captured and
handled properly however additional services are required from Weston and Sampson to
process this event as well as provide oversight in the underground fuel tank installation.
W&S approved to perform services for Task 19 and 20 in the amount of $5197.23.
Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous
01/13/09
W&S closeout services approved in the amount of $29,194.00.
Motion: Peter Johnson 2nd: Dick Perry Voted: Unanimous
2.9.Furniture
For the purposes of reducing ongoing printed text, previous entries under this heading may have
been removed from current meeting minutes. Please refer to previous editions of the minutes for
older insertions.
8/12/08
HKT has sent out requests to two furniture vendors for price quotes requests on a sample office and expects
staff interviews to begin in September.
10-14-08
Pat Goddard, Mark Barrett and Bill Hadley or designee will be viewing furniture at two vendor sites WB
Mason and Office Resources 10/15/08.
11-04-08
Programming starting for Furniture Dec. meeting planned.
12-09-08
Report back in January with proposed cost. Six weeks production two weeks install.
01-13-09
PBC has agreed for Pat Goddard and Bill Hadley to make final decisions on furniture and colors
based upon the palette accepted by the PBC.
2.20 Exterior Finishes
For the purposes of reducing ongoing printed text, previous entries under this heading may have
been removed from current meeting minutes. Please refer to previous editions of the minutes for
older insertions.
9/9/08
The colors that were decided at an August 25th site visit were as follows:
a. Sand and Salt Shed Ï siding 3040 Cottonwood
b. Sand and Salt Roof - FABRAL color selected: Light Gray #589
c. Solid Surface - Avonite Surfaces, Studio Collection, White Sands K1-6636
d. Color for the canopy channel to be sent to Eric and Carl for further consideration Ï intent to be blue (HKT to
send) Final painted channel to be painted front and top and bottom at a minimum
e. Fuel Island Canopy to be MacÔs White
f.
Blue color sample for canopy was sent out for sample requested for site.
10/14/08
HKT has received blue color samples for canopies. PBC would like to view on site with natural light.
11/04/08
PBC would like to view canopies on site with natural light in the spring.
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20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC
Location: Estabrook Hall
Date & Time: 20 January 2009, 7:00PM
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: 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.
2.22 Telephones for DPW
11/04/08
HKT to hire a consultant to help determine what is needed for a phone system. Additional cost
of
$6160.00.
Motion: Bill Kennedy 2nd: Dick Perry Voted: Unanimous
12/09/08
Additional cost for telephone consultant quoted wrong, additional cost is $8624.00.
2.23 Changes to grading at rear of site
11/04/08
Grading at the rear of the site is proposed to be raised thru revised grading to decrease
likelihood of having to haul soil off site, decrease depth of remaining excavations and avoid a
cut into the rear site grading if not required.
Contract Amendment to HKT Architects for Bio Engineering proposal in the amount of $4560.00
Motion: Bill Kennedy 2nd: Carl Oldenburg Voted: Unanimous
2.25
PBC approved W&S proposal for consulting on equipment needs, layout and procurement in the
amount of $24,750.00, for services provided that the equipment selections and procurement
total within the specified budget.
Motion: Dick Perry 2nd: Peter Johnson Voted: Unanimous
2.26
01/13/09
Flammable storage cabinets were approved for procurement so that venting maybe installed.
Requisition approved in the amount of $3,725.40.
Motion: Dick Perry 2nd: Bill Kennedy Voted: Unanimous
01/20/09
PBC approved increase in requisition amount for storage cabinets to $4442.82.
Motion: Peter Johnson 2nd: Carl Oldenburg Voted: Unanimous
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20 January 2009
Meeting Minutes
Lexington Permanent Building Committee (PBC
Location: Estabrook Hall
Date & Time: 20 January 2009, 7:00PM
3.0 K-12 Master Plan
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.
4.0 Stone Building
1-20-09
The Purpose of the meeting was to provide an opportunity for interested parties to discuss with
the PBC the concern they may have with regard to the continued or further development of the
Stone Building Project. Representatives were in attendance from the Historical Society, Historic
Commission, CPC, and CEC in informal or un-official capacities to engage in a dialogue on the
best course of action for this project.
Discussion points included:
1. Historic Restoration vs. Preservation
2. The intended use of the building – not as a dedicated library but as a Heritage Center
3. Scope of the prior study and satisfactory completion of the work
4. Renovation of the building without more detailed knowledge of the intended use
5. Costs proposed for continued work versus those of other projects of historic character
a. The budgets proposed to CPC were clarified as budget figures only and did not
indicate plans to contract exactly at those dollars.
b. Completion of a Historic Structures report for the Stone Building, costs were
discussed between $25,000 and 50,0000.
6. The engagement of a qualified historic specialist for future work relative to the historic
details
7. A reduced budget ($180,000) was outlined for re-issuance to CPC for a modified scope
for moving forward, to include an Historic Structures report and design such that a 2010
request could be made for monies for construction documents.
Meeting Adjourned 9:35 PM
Motion: Bill Kennedy 2nd: Peter Johnson Voted: Unanimous
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