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Home My WebLink About2010-02-08-PBC-min TOWN OF LEXINGTON Department of Public Facilities 05March2010 MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) nd Location:201BedfordStreet,2Flr.ConferenceRoom MeetingDate&Time:08February2010,7:00PM Attendees:JonHimmel,Chairman,PBC PeterJohnson,PBC EricBrown,PBC DickPerry,PBC BruceCreager,PBC PatGoddard,DPF MarkW.Barrett,DPF BillHadley,DPW MikeLawrence,HKTArchitects Membersnotpresent: CarlOldenburg,PBC Abbreviationsthatmaybeusedinthisdocument: PBCΑLexingtonPermanentBuildingCommittee DPFΑLexingtonDepartmentofPublicFacilities DPWΑLexingtonDepartmentofPublicWorks HKTΑHKTArchitectsΑArchitectsofRecord,LexingtonDPWFacility CTAΑCTAConstructionCo.,Inc. SBΑSebestaBloomberg WSΑWeston&Sampson 1.0GENERALBUSINESS 1.1Minutes ЊЊΉЊЉΉЉВ Motion:ToApprovetheMeetingMinutesfrom13October2009. aƚƷźƚƓʹ5źĭƉtĻƩƩǤЋƓķʹtĻƷĻƩWƚŷƓƭƚƓƚƷĻķʹƓğƓźƒƚǒƭ ЉЊΉЊЋΉЉВ Motion:ToApprovetheMeetingMinutesfrom10November2009and08December2009. aƚƷźƚƓʹ9Ʃźĭ.ƩƚǞƓЋƓķʹ5źĭƉtĻƩƩǤƚƷĻķʹƓğƓźƒƚǒƭ 1.2MonthlyBills 12/8/09 DPFpresentedmonthlyinvoicestotaling$83,193.69,whichwereapprovedforpaymentbythePBC. 01/12/10 DPFpresentedmonthlyinvoicestotaling$45,852.32,whichwereapprovedforpaymentbythePBC. Oneinvoicewasremovedfromthesubmittedpackage,intheamountof$16,480,asapprovalwouldexceedthebudgetamount allowedfortheexpenditure. $80,000wasapprovedforasaltbrinesystem,ofwhich$68,479.00wasalreadyapprovedforthemixingunit.Approvalofthe currentinvoicewouldplaceexpenditureonthesystemabovetheapproved$80,000.ThePBCinquiredastowhatthesecond componentwasandhowitwasnotbroughttothePBCforreviewinrelationshiptothebudgetapproval,priortoinvoicing. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 09 February 2009 Meeting 01/12/10 ThePBCrequestedthatthepurchaserinformthePBCastowhatthepieceofequipmentis,źƷ͸ƭrelationshiptothesaltbrine systemandwhyitisneededsuchthatitwouldexceedtheapprovedbudget.PBCstatedthatthe$80,000approvalamountwas meanttocoverthesystemcostandhavesomecontingency.PBCrequestedbettercommunicationandaproceduremore closelyalignedwiththeapprovalsandpreferredprocess. 02/09/10 BillHadleyansweredquestionsthatPBChadregardingbrinetankforthetruck.Requestedtoincreasetheapprovalupto $105,000. Motion:PeterJohnson2nd:Vote:Unanimous MotiontoapprovePCO#183Handrailmodificationscoderequired$919.80 Motion:EricBrown2nd:JonHimmelVote:Unanimous MotiontoapprovePCO#184BoilerShutOffsTechnicallynotcoderequiredbuttownInsuranceCompanyrequires.$1,863.69 Motion:EricBrown2nd:PeterJohnsonVote:Unanimous 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. БΉЊЊΉЉВ PBCChairreportsthatafterdiscussionswiththeTownManager,thepurchaseofPrologSoftwarewasapprovedforpurchaseforuse byDPFindevelopingfuturemeetingminutes.PBCindicatedthatsomeleveloftrainingwouldberequiredforuseofthesoftware. ВΉБΉЉВ DPFtoinquireaboutstatusofsoftwarepurchase.Proposalshouldincludetraining. ЊЉΉЊЌΉЉВ MarkBarrettreceivedestimatesforPrologpurchase,PBCsuggestwepurchase2licenses.MarkBarretttoinquireabouttraining. 12/8/09 DPFhascontactedPrologsalesrep,andisawaitingreturncall,tofinalizepurchasearrangements. 01/12/10 MarkBarrettiswaitingforproposalfromPSS. 02/09/10 PricequotesfromPrologweresenttoIT. 2.0PUBLICWORKS&FACILITIESBUILDINGPROJECT 2.01ContractorMonthlyRequisition Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/8/09 Applicationforpayment#26totheGeneralContractorwasreviewed. Motion:ToapproveApplicationforPayment#26intheamountof$73,743.00. Motion:PeterJohnson2nd:JonHimmelVote:Unanimous 01/12/09 DPFconductedreviewofpriorapplicationforpaymentsandfoundanerroronapriorGCsubmittalformforpaymentwherea valueforrecognizingpriorpaymentswasnotupdatedfromonemonthtoanother.Therefore,toreturnthecontracttoan acceptablebalancevalueofpaymentswithheldbythetown,inrecognitionofworknotcompletedorpunchlistvalue,no paymentwasreviewedorapprovedfortheContractorthismonth. 2.03ConstructionChangeOrders Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/8/09 t/h͸ƭʹ59,163,166,167,168,169,170,171,172,173,174,175,176,177,178,179wherereviewedanddiscussed. Page 2 of 8 PBC Meeting Minutes 09 February 2009 Meeting Motion:Toapprovet/h͸ƭʹ59,163,166,167,168,169,170,171,172,173,174,175,176,177,178,179wherereviewedandapproved withanettotalamountofacreditof$12,310.94tothetown. Motion:EricBrown2nd:PeterJohnsonVote:Unanimous 01/12/10 whichcontainst/h͸ƭʹ59,163,166,167,168,169,170, Motion:ToapproveChangeOrder#22 171,172,173,174,175,176,177,178,179,whichwereallpreviouslyapprovedlastmonth,withanettotalamountofacreditof $12,744.64tothetown. Motion:EricBrown2nd:DickPerryVote:Unanimous MotiontoapproveChangeOrder#23intheamountof$106,714,whichrepresentsthevalueofworkreplacedduetothewater mainbreakinthesprinklerroom. Motion:EricBrown2nd:DickPerryVote:Unanimous 2.3CommissioningStatus Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 10/13/09 ScheduledmeetingtoreviewtrainingMarkBarrettwillreportinNovember. 11/10/09 AmeetingwasheldwithallinterestedpartiesinattendancetoreviewtheperformanceandtestingofRTU1asinstalledinthe building,aswellasalloutstandingpunchlistitemsrelativetoHVAC.Meetingresultedinpositiveresponsesonoutstandingitems, withplanstofollowupandcompletionforacceptancebytheowner. OnefollowupitemtoRTU1issueisanindependenttesting/balancingofthesystemtoconfirmreportsprovidedbysubcontractor. Thisworkistobescheduled. 12/8/09 DPFreportsthatanindependentbalancingsubisscheduledtoperformworkthiscomingFridayandthestatusoffinal commissioningissueswillbeaddressedafterthatworkiscomplete. 01/12/10 DPFmetwithEAmantiandfoundthattheStartupproceduresfortheRTUwereincorrect.Newstartupproceduresweregiven andwillbeimplementedontheunit.Systemcheckswilltakeplaceandtheunitwillbereevaluated. 02/09/10 UpdateonnewstartupwithCommissioningagentinput,receivedRWSresponses.Schedulingameetingtoreviewaprocedure todealwithoutsideairvolume.Holding$41,000 2.4.DPWConstructionSchedule Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/08/09 CTAhasmadesignificantprogressonthepunchlist,outstandingitemsincludeRTU1,doorreplacementofthreedoors,siteworkto becompletedintheSpring,exteriorcornerflashing,andLEEDworkcontingentonapprovedsubmission.Thepunchlistalsoincludes signagewhichrequiresapprovalofPCOandadditionalpricingtobeprovidedbyCTA 01/12/10 Carpetreplacinginfull,orderhasbeenplaced@68weeks.Installerswillmoveallfurniture. ThreeHollowMetalDoorstobereplacedatmaintenanceyardsideofbuilding. Site punch list work and signage delayed to spring. 2.22TelephonesforDPW 8/11/09 Installationofthenewtelephonesystemisprimarilycomplete.DPFandTownITaredevelopingapunchlist.Somephonefeatures havenotyetbeenrolledouttousersyetandwillbedonealongwithadditionaltraining. 10/13/09 Admintrainingisongoing.PunchlisthasbeenreducedtoQOStesting,trainingandbatterypacks. 11/10/09 Admintrainingcomplete.MarkBarrettwillfollowupwithDorindaGoodmanonpunchlistitems. 01/12/10 MarkBarretttocoordinatewithDorindaGoodmantocloseout. 2.26Budget Page 3 of 8 PBC Meeting Minutes 09 February 2009 Meeting Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 11/11/09 DPFreportsthatthestatusofthebudgetandorbottomlinefigureremainstrue,intermsofuncommittedfunds. DPFtoworkwithFinancetoverifycommitments,encumbrancesandoverallbudgetandreportbacktoPBC. 01/12/10 DPFprovidedanupdatetotheBudget.Transferswereproposedtoreconcileindividuallineitemsinthebudget.Tentativenet balanceonbudgetinexcessof$2,200,000.00 MotiontoapprovetransferasproposedinDPWProjectBudgetdated1.12.10. Motion:JonHimmel2nd:PeterJohnsonVote:Unanimous 2.31BiDirectionalRadio Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/8/09 ContractamendmenttoHKTwasreviewedbyPBCasincludingitemsallpreviouslyapproved.ContractAmmendmentwhich includesBidirectionalradioantennaisbeingforwardedtotownhallforfinalapproval. 01/12/10 HKThassentcontract.Ongoing. 2.55PCO130ΑExteriorCorrugatedMetalPanel 9/8/09 HKTtoinvestigatematerialsusedandtoquantifynumberoflocationswhereproductwasusedafterpenetrationsthroughfinished wallsystem.AlsoPBCrecommendsareviewofthecondition9monthsintothe1yearwarrantyperiodtoidentifyproblemsin advanceiftheyexist. 10/13/09 Concernwarrantyonwaterproofingsystemintactaftersprayfoamwasused.Isitcompatiblewithwaterproofingsystem.HKTto followupwithCTA,subandmanufacturersrep. 11/10/09 HKThasbeenincontactwithmanufacturerandinstallerandhasbeentoldthatthewarrantyontherainscreenwillbeinclusiveof thesprayfoamusedandiswaitingfortheletterstatingsuch. 12/8/09 HKTReportsthatlettersareonway. 02/09/10 Letterisinwarrantybinder. 2.60SiteSignageatStreet 10/13/09 Changeorderandshopdrawingsarecomingsoon. 11/10/09 ACostproposalisanticipatedfortheSiteSignatthesiteentrance,alongwithshopdrawings. 12/8/09 ProposedChangeOrdercostwasreceived,reviewedandacceptedunderChangeOrderdiscussionsforthiswork. 2.61PunchList 7/14/09 PBCdiscussedlackoftrimringatlightfixturesunderentrancecanopy.HKTtofindtrimringforlightfixture,asPBCdoesnotfeel thatcaulkingthespacebetweenthefixtureandthecutoutisanacceptablesolution. 8/11/09 DPFwillrequestanuptodatecopyofthePunchlist 9/8/09 Monetizedpunchlistissued 10/13/09 Attachedtomonthlyrequisition. 11/10/09 Page 4 of 8 PBC Meeting Minutes 09 February 2009 Meeting +/25%ofpunchlistiscompletedsincelastmonth.HKTandDPFwillworktogethertogetCTAmotivatedtocompletepunchlist itemsbasedonamonetizedvalue.CTAwillberequestedtoattendnextmeetingifsignificantprogressnotmade.Therewere discussionsabouttheimportanceofclosingouttheprojectinatimelyfashion. 12/8/09 CurrentPunchListisattachedtoapplicationforpayment,andisalmostcomplete.LEEDpaperworkremainsonpunchlist. 02/09/10 LeedCertification25creditshavebeenaccepted,15requiringadditionalinformationandwillberesubmitted 2.65CanopySignage ВΉБΉЉВ HKTdiscussedspec.requirementsforchannelfabricationandprep. Fillwelds,designoptionsfromHKT. MikeLawrencewillfollowupwithCommitteewithdesignoptionsfromHKTforcanopy. ЊЉΉЊЌΉЉВ Entrancecanopychannelproposedtobeinfilledwith¼steelplateappliedtochannelwithcountersunkfastenerswithstandoff letters,чͼtoЊͼrevealtopandbottom. ЊЊΉЊЉΉЉВ AsitevisitisscheduledforWednesdayNov.18th2009,at3:00pm.tolookatcanopyagain. 12/08/09 HKTexplainedthataProposalRequesthasbeenissuedtoCTAConstructiontoremoveandreinstallthecompositemetalpanels underthecanopytoinstallthesignageasoriginallyintended. 02/09/10 Motion:ToapprovePCO#185$2190.00toremovepanelsrequiredatsoffettoinstallsignage. PeterJohnson2nd:EricBrownVote:Unanimous 2.70BioProposalforAdditionalServices ВΉБΉЉВ HKTreportedthataletterhadbeenreceivedfromBioEngineeringrequestingadditionalservicescompensationforworkpreviously completedbutnotpreviouslyidentifiedasrequiringadditionalservices.Afterdiscussiononthegeneralscope ThePBCwasnotinfavoroffullpaymentofadditionalservicesasrequested.MarkBarretttotomeetwithBioEngineeringto review. 10/13/09 Nomeetingasofyet,MarkBarretttofollowupthroughMiketoscheduleameeting. 11/10/09 Ameetinghasyettobescheduled 01/12/10 MarkBarrettmetwithHKTandBioEngineering.ItwasresolvedthatBioEngineeringwasdue$7,200.00additional compensationforadditionalProfessionalservicesduringconstruction.FurtherBioEngineeringhasaproposedsupplementto servicesfor$1,280neededfornewplantingsinthedrainagebasinneartheemployeeparkinglot.Worktobedoneinthe spring. Motion:Toapprove$9,328.00inadditionalservicestoBioEngineering. EricBrown2nd:DickPerryVote:Unanimous 2.73FluidDistributionSystem 10/13/09 MotiontoapproveHKTchangeordernottoexceed$6,600.00forFluidDistributionSystemshopdrawingsandconstruction, oversightbyWeston&Sampson. Motion:BillKennedySecond:CarlOldenburgVote:Unanimous 11/10/09 Wesson&Sampsonreviewingshopdrawings,68weekleadtime,costofsystemincludedinCO#19. 12/8/09 SitewalkwasheldandconstructionisexpectedtobegininJanuary.DPFwillneedtoinstall½ͷwaterlinetoceilingof maintenancebaytoconnecttofluiddistributionroom. 01/12/10 Ongoing 2.74InsuranceClaimforSprinklerPipeleakpriortoSub.Comp. 11/10/09 Page 5 of 8 PBC Meeting Minutes 09 February 2009 Meeting DPFadvisesthatthereisachangeorderforthcomingforthecostoftheinsuranceclaimthatwouldgetpaidagainstthecapital accountandthenreimbursedtothetownbytheinsurancecompany,lessanydeductible. 12/8/09 TownwillneedtoprocessaChangeOrdertoCTAtopayforrepairsneededfromwaterleak,withfundscomingfromtheCapital Account.TheTownwillthenbereimbursedbyourInsuranceCompanybutfundswilllikelynotreturntocapitalaccount. 1/12/10 ChangeOrderwasreviewedandapprovedunderitem2.03oftheminutes. 02/09/10 Insurancecheckwasdepositedbackintoaccount. 2.75Carpet 12/8/09 Thecarpetmanufacturerisnowproposingtoreplaceallthecarpetinthebuildingbasedupontheapparentdefectinthebacking material.Thedetailsofthereplacementarenotyetdefined.Anewbackingmaterialisplanned. 1/12/10 Replacementprocesshasbeeninitiated,althoughplanningandschedulingwillbeneeded.Materialsareonorderandare6to8 weeksout. 2.76References 12/8/09 ThePBCdiscussedandagreedthataletterofrecommendationshouldbesenttoHKTArchitectsandtoźƷ͸ƭProjectManagerMichael Lawrencefortheoutstandingwork,careandlevelofcommitmentdedicatedtotheTownandthisproject. 01/12/10 JonHimmelwillwriterecommendationletters.PBCsuggestthatHKTbeavailableforTownMeetingtodiscusscloseoutof projectandmoneysaved. 2.77Tools 02/09/10 Motion:Toapprove upto$10,000.00fromtheEquipmentlineitemtopurchasetoolsforCarpentryshop. DickPerry2nd:PeterJohnsonVote:3yes1abstained 2.78BotanicalGardensSubstainableSites 02/09/10 MikeLawrencediscussedcertificationforsustainablesites.Costtoapply$0ifacceptedcostwouldbe$5000.00.PBCdeclined. 3.0K12MasterPlan Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 3.1PreliminaryReviewofMasterPlan ЉЊΉЊЌΉЉВ RepresentativesoftheDesignPartnershipofCambridgepresentedanoverviewoftheK12MasterPlanfindingstodate. PBCadvisedDPCverifysetbackswithzoningforanyconstruction. PBCrequestedfulldisclosureoffootnotesonanyandallcostdocumentsandestimatesshowingescalationprovisionsand terms. PBCrequestedtownexpensesbeaddedtoprojectcostsheet. SchedulingdiscussionsinvolvedestimatesonMSBAreviewschedulesandfundingcycles. ЌΉЊЉΉЉВ DPFreportedthattheK12MasterPlanwasbeingfinalizedandisscheduledforapresentationtotheSchoolCommitteeinMarchof 2009. 3.2AdhocCommittee ЏЋЍЉВ TheSuperintendentofSchoolshasaskedforanadhocCommitteetoreviewtheK12MasterPlan.Committeemembersarebeing requestedfromseveraldifferentareasincludingtworepresentativesfromthePBC. JohnHimmelandEricBrownvolunteeredtoservetheAdhocK12CommitteeinrepresentationofthePBC ЊЉΉЊЌΉЉВ PeterJohnsonwasalsoavolunteerforAdhocK12inrepresentationofPBC. Page 6 of 8 PBC Meeting Minutes 09 February 2009 Meeting 3.3Presentation 11/10/09 InconjunctionwiththeSchoolCommittee,theDPFandSuperintendentofSchoolsconductedaPublicinformationalsessionon02 November2009,regardingthefindingsoftheadhock12committeeandźƷ͸ƭreviewoftheK12MasterPlanaspreparedbyThe DesignPartnershipofCambridge. 3.4SchoolCommitteeVoteforBowman&BridgeRenovation 1/12/10 PBCnotifiedthePBCthattheSchoolCommitteerecentlyvotedtomoveforwardwiththeBowman&Bridgerenovationplans outlinedinthek12MasterplanandtoplaceanarticleatTownmeetingrequestingfundingforthefirststepinDesignServices. ACapitalRequesthasbeendevelopedundertheFY20112015SummaryofCapitalImprovementProjects(revisedDecember22, 2009)fortheSchollDepartment,requesting$750,000inFY2011andidentifyinganeedof$12,325,000forFY2012. 4.0StoneBuilding Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 4.3Progresspresentation Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. ЊЊЊЉЉВ MotiontosupporttheEnvelopeStabilizationProjectidentifiedintheMTSReportfortheStoneBuildingintheamountof $201,000.00 Motion:JonHimmelSecond:CarlOldenburgVote:Unanimous 01/12/10 $15,000AutumnRepairsarecomplete 5.0FireandPoliceStudyandDesign 5.1DesignerSelection ЊЋΉБΉЉВ DPFwaswaitingforanyreferencecheckstocomeinfromthePoliceChiefpriortomovingforwardwithnotifyingtheArchitectson ranking,HavingreceivedsaidnoticethisdayandhavingreceivedFirechiefreferencespreviously,,DPFshallnotifyarchitectsof rankingtotheTownManagerandintentiontonegotiate. DPFtorequestscopeofworkaswritteninDonham&Sweeneyproposal. EricBrowntoassistwithscopedevelopmentandJonHimmeltoassistwithContractdevelopment. 1/12/10 ThePBCandtheArchitectsdiscussedthescopeoftheworkandthestatusofthepastfirestationstudy.Thepurposeofthe discussionwastovetoutconcernsandquestionsoverthenatureoftheworkcompleted,sharethoughtsonhowthisworkcan bebestutilizedandcomplimented,andbringallpartiesclosertoacommonunderstandingofthedirectionneededtomove forwardforbothprojects. IntheendascopeoutlinewasagreeduponforfurtherrefinementandreviewtobedraftedbyDonham&Sweeneyand forwardedtoDPFforPBCreview. AgoalwasestablishedtohavethecontractandscopeissuesresolvedintimeforworktobeginbythenextPBCmeeting. 2/09/10 PBCrequestingcopiesofconsultantagreements. NextMeeting: Page 7 of 8 PBC Meeting Minutes 09 February 2009 Meeting 3/9/10 PublicServicesBuilding,201BedfordSt.7:00PM MeetingAdjourned8:35PM MotiontoAdjourn Motion:JonHimmel2nd:PeterJohnsonVoted:Unanimous Page 8 of 8