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2010-03-09-PBC-min
TOWN OF LEXINGTON Department of Public Facilities 30March2010 MeetingMinutes LexingtonPermanentBuildingCommittee(PBC) nd Location:201BedfordStreet,2Flr.ConferenceRoom MeetingDate&Time:09March2010,7:00PM JonHimmel,Chairman,PBC Attendees : EricBrown,PBC CarlOldenburg,PBC DickPerry,PBC BruceCreager,PBC PatGoddard,DPF MarkW.Barrett,DPF Membersnotpresent: PeterJohnson,PBC Abbreviationsthatmaybeusedinthisdocument: PBCΑLexingtonPermanentBuildingCommittee DPFΑLexingtonDepartmentofPublicFacilities DPWΑLexingtonDepartmentofPublicWorks HKTΑHKTArchitectsΑArchitectsofRecord,LexingtonDPWFacility CTAΑCTAConstructionCo.,Inc. SBΑSebestaBloomberg WSΑWeston&Sampson 1.0GENERALBUSINESS 1.1Minutes 02/09/10 Motion:ToApprovetheMeetingMinutesfrom12January2010. Motion:EricBrown2nd:DickPerryVoted:Unanimous Motion:ToApprovetheMeetingMinutesfrom09February2010. Motion:EricBrown2nd:DickPerryVoted:Unanimous 1.2MonthlyBills 02/09/10 BillHadleyansweredquestionsthatPBChadregardingsaltbrinetankforthetruck.Requestedtoincreasetheapprovalupto $105,000,toincludecostsforthebalanceofthesystemcomponentsandhookup. Motion:Toamendthepriorapprovalfortheslatbrinesystemof$80,000byanadditional$25,000,foranewapprovedtotalof $105,000.00. Motion:PeterJohnson2nd:EricBrownVote:Unanimous 03/09/10 DPFpresentedmonthlyinvoicestotaling$92,330.57,whichwereapprovedforpaymentbythePBC. 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 09 March 2010 Meeting 1.3MeetingMinuteFormat (ItemRelocatedfrom2.24togeneralbusiness) Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. MarkBarrettiswaitingforproposalfromPSS. ЉЋΉЉВΉЊЉ PricequotesfromPrologweresenttoIT. 03/09/10 PBCsuggestedinquiryaboutrecurringannualcostforsoftware.MarkBarrettwillgetdetailsfromProlog. 2.0 PUBLIC WORKS & FACILITIES BUILDING PROJECT 2.01ContractorMonthlyRequisition Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. ЉЊΉЊЋΉЉВ DPFconductedreviewofpriorapplicationforpaymentsandfoundanerroronapriorGCsubmittalformforpaymentwhereavalue forrecognizingpriorpaymentswasnotupdatedfromonemonthtoanother.Therefore,toreturnthecontracttoanacceptable balancevalueofpaymentswithheldbythetown,inrecognitionofworknotcompletedorpunchlistvalue,nopaymentwas reviewedorapprovedfortheContractorthismonth. ЋΉВΉЊЉ bƚ/ƚƓƷƩğĭƷƚƩwĻƨǒźƭźƷźƚƓƷŷźƭƒƚƓƷŷ 2.03ConstructionChangeOrders Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 2/09/10 MotiontoapprovePCO#183Handrailmodificationscoderequired$919.80 Motion:EricBrown2nd:JonHimmelVote:Unanimous MotiontoapprovePCO#184BoilerShutOffsTechnicallynotcoderequiredbuttownInsuranceCompanyrequires.$1,863.69 Motion:EricBrown2nd:PeterJohnsonVote:Unanimous 2.3CommissioningStatus Forthepurposesofreducingongoingprintedtextpreviousentriesunderthisheadingmayhavebeenremovedfromcurrentmeeting minutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 01/12/10 DPFmetwithEAmantiandfoundthattheStartupproceduresfortheRTUwereincorrect.Newstartupproceduresweregivenand willbeimplementedontheunit.Systemcheckswilltakeplaceandtheunitwillbereevaluated. 02/09/10 UpdateonnewstartupwithCommissioningagentinput,receivedRWSresponses.Schedulingameetingtoreviewaprocedureto dealwithoutsideairvolume.Holding$41,000 03/09/10 MeetingwithE.Amanti,correctionstostartupproceduresweredone.Discussionstakingplaceonamountofoutsideairbeing broughtintosystemandhowmuchCFMispassingoverenergyrecoverywheel..Meeting3.11.10forslightmodificationsof O.A.damperstopreventwhistling.SoundAttenuatorsbeingproposedfornoiselevelcontrolfromunittoreducesounddbat propertylinebacktooriginallevelofbackgroundnoise,priortoconstructionproject. 2.4.DPWConstructionSchedule Forthepurposesofreducingongoingprintedtext,previousentriesunderthisheadingmayhavebeenremovedfromcurrent meetingminutes.Pleaserefertopreviouseditionsoftheminutesforolderinsertions. 12/08/09 CTAhasmadesignificantprogressonthepunchlist,outstandingitemsincludeRTU1,doorreplacementofthreedoors,siteworkto becompletedintheSpring,exteriorcornerflashing,andLEEDworkcontingentonapprovedsubmission.Thepunchlistalsoincludes signage,whichrequiresapprovalofPCOandadditionalpricingtobeprovidedbyCTA Page 2 of 6 PBC Meeting Minutes 09 March 2010 Meeting 01/12/10 Carpetreplacinginfull,orderhasbeenplaced@68weeks.Installerswillmoveallfurniture. ThreeHollowMetalDoorstobereplacedatmaintenanceyardsideofbuilding. Sitepunchlistworkandsignagedelayedtospring. 03/09/10 PBCLookingforfirmschedulefromGCtoaccomplisheverything,frontoutdoorsignage,canopy,andplantingtobescheduled andclosedout.PBCwouldliketohavefinalrequisitionbyendofMarch. 2.22TelephonesforDPW 10/13/09 Admintrainingisongoing.PunchlisthasbeenreducedtoQOStesting,trainingandbatterypacks. 11/10/09 Admintrainingcomplete.MarkBarrettwillfollowupwithDorindaGoodmanonpunchlistitems. 01/12/10 MarkBarretttocoordinatewithDorindaGoodmantocloseout. 2.26Budget 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.ContractAmendment,whichincludes Bidirectionalradioantenna,isbeingforwardedtotownhallforfinalapproval. 01/12/10 HKThassentcontract.Ongoing. 03/09/10 Contractorssubmittal/Designplanshouldbesubmittedshortly. 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 Architectreportsletterisinwarrantybinder. Page 3 of 6 PBC Meeting Minutes 09 March 2010 Meeting 2.60SiteSignageatStreet 10/13/09 Changeorderandshopdrawingsarecomingsoon. 11/10/09 ACostproposalisanticipatedfortheSiteSignatthesiteentrance,alongwithshopdrawings. 12/8/09 ProposedChangeOrdercostwasreceived,reviewedandacceptedunderChangeOrderdiscussionsforthiswork. 03/09/10 Frontoutdoorsignageisonlisttobescheduled.GeneralContractorisdoingthebase. 2.61PunchList 12/8/09 CurrentPunchListisattachedtoapplicationforpayment,andisalmostcomplete.LEEDpaperworkremainsonpunchlist. 02/09/10 PunchListItemsbeingmonitored,awaitingspringforweatherconditionstocompletemanyitems,LeedCertification25creditshave beenaccepted,15requiringadditionalinformationandwillberesubmitted. 03/09/10 PBCwouldlikescheduleforalloutstandingitemsatnextmeeting. 2.65CanopySignage 12/08/09 HKTexplainedthataProposalRequesthasbeenissuedtoCTAConstructiontoremoveandreinstallthecompositemetalpanels underthecanopytoinstallthesignageasoriginallyintended. 02/09/10 Motion:ToapprovePCO#185$2190.00toremovepanelsrequiredatsoffettoinstallsignage. Motion:PeterJohnson2nd:EricBrownVote:Unanimous 03/09/10 Questionraisedabouttheseamandthepaintedchannelandcolormatch? 2.70BioProposalforAdditionalServices 01/12/10 MarkBarrettmetwithHKTandBioEngineering.ItwasresolvedthatBioEngineeringwasdue$7,200.00additionalcompensation foradditionalProfessionalservicesduringconstruction.FurtherBioEngineeringhasaproposedsupplementtoservicesfor$1,280 neededfornewplantingsinthedrainagebasinneartheemployeeparkinglot.Worktobedoneinthespring. 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.DPFwillneedtoinstall½ͷwaterlinetoceilingofmaintenance baytoconnecttofluiddistributionroom. 01/12/10 Ongoing 03/09/10 ContractorReps.willcontactMarkBarretttostartworkonsystem,nowaterline. Page 4 of 6 PBC Meeting Minutes 09 March 2010 Meeting 2.75Carpet 12/8/09 Thecarpetmanufacturerisnowproposingtoreplaceallthecarpetinthebuildingbasedupontheapparentdefectinthebacking material.Thedetailsofthereplacementarenotyetdefined.Anewbackingmaterialisplanned. 1/12/10 Replacementprocesshasbeeninitiated,althoughplanningandschedulingwillbeneeded.Materialsareonorderandare6to8 weeksout. 03/09/10 Carpetmanufacturertomovefurniture,coordinationwithGeneralContractor. 2.76References 12/8/09 ThePBCdiscussedandagreedthataletterofrecommendationshouldbesenttoHKTArchitectsandtoźƷƭProjectManagerMichael Lawrencefortheoutstandingwork,careandlevelofcommitmentdedicatedtotheTownandthisproject. 01/12/10 JonHimmelwillwriterecommendationletters.PBCsuggestthatHKTbeavailableforTownMeetingtodiscusscloseoutof projectandmoneysaved. 2.77Tools 02/09/10 Motion:Toapprove upto$10,000.00 fromtheEquipmentlineitemtopurchasetoolsforCarpentryshop. Motion:DickPerry2nd:PeterJohnsonVote:3yes1no 2.78BotanicalGardensSustainableSites 02/09/10 MikeLawrencediscussedcertificationforsustainablesites.Costtoapply$0ifacceptedcostwouldbe$5000.00.PBCdeclined. 2.79Mezzanine 03/09/10 WayneBrooksorBillHadleytotakeatourwithPBCmemberstoidentifywhatdrivesstorageneedsandhowmuch. 2.80CentralStorageShelving 03/09/10 Costtoaddshelvingfornonpalletitems$6091.39 Motiontoapprove: Motion:EricBrown2nd:DickPerryVote:40 2.81FloorCleaning 03/09/10 Streetsweeperforfloorcleaninginthegarage. Page 5 of 6 PBC Meeting Minutes 09 March 2010 Meeting 5.0FireandPoliceStudyandDesign 5.1DesignerSelection ЊЋΉБΉЉВ DPFwaswaitingforanyreferencecheckstocomeinfromthePoliceChiefpriortomovingforwardwithnotifyingtheArchitectson ranking,HavingreceivedsaidnoticethisdayandhavingreceivedFirechiefreferencespreviously,,DPFshallnotifyarchitectsof rankingtotheTownManagerandintentiontonegotiate. DPFtorequestscopeofworkaswritteninDonham&Sweeneyproposal. EricBrowntoassistwithscopedevelopmentandJonHimmeltoassistwithContractdevelopment. 1/12/10 ThePBCandtheArchitectsdiscussedthescopeoftheworkandthestatusofthepastfirestationstudy.Thepurposeofthe discussionwastovetoutconcernsandquestionsoverthenatureoftheworkcompleted,sharethoughtsonhowthisworkcanbe bestutilizedandcomplimented,andbringallpartiesclosertoacommonunderstandingofthedirectionneededtomoveforwardfor bothprojects. IntheendascopeoutlinewasagreeduponforfurtherrefinementandreviewtobedraftedbyDonham&Sweeneyandforwarded toDPFforPBCreview. AgoalwasestablishedtohavethecontractandscopeissuesresolvedintimeforworktobeginbythenextPBCmeeting. 2/09/10 PBCrequestingcopiesofconsultantagreementsandorcopyofscopeofworkfromconsultantagreementcontracts. 03/09/10 Contractissigned.Programmingstarted.PBCwouldlikearevisedschedule. DPFwillrequestcopiesofDonham&Sweeneyconsultantcontracts/scopesofwork.PBCwouldliketoknowwhoisdoingwhat. PBCsuggesthavingDonham&Sweeneyatnextmeeting. NextMeeting: 4/13/10 PublicServicesBuilding,201BedfordSt.7:00PM MeetingAdjourned8:50PM MotiontoAdjourn Motion:EricBrown2nd:CarlOldenburgVoted:Unanimous Page 6 of 6