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HomeMy WebLinkAbout2010-06-08-PBC-min10 June 2010 TOWN OF LEXINGTON Department of Public Facilities Meeting Minutes Lexington Permanent Building Committee (PBC) Location: 201 Bedford Street, 2nd Fir. Conference Room Meeting Date & Time: 08 June, 2010, 7:OOPM Attendees: Jon Himmel, Chairman, PBC Peter Johnson, PBC Eric Brown, PBC Carl Oldenburg, PBC Dick Perry, PBC Bruce Creager, PBC Mark W. Barrett, DPF Pat Goddard, DPF Bill Hadley, DPW Bill Middlemiss, Chief Lexington FD Mark Corr, Chief Lexington PD Michael Lawrence, HKT Brett Donham, Donham & Sweeney Jeff Shaw, Donham & Sweeney 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 02/09/10 Motion: To Approve the Meeting Minutes from 12 January 2010. Motion: Eric Brown 2nd: Dick Perry Motion: To Approve the Meeting Minutes from 09 February 2010. Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous Voted: Unanimous 201 BEDFORD STREET • LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 08 June 2010 Meeting 1.2 Monthly Bills 5/11/10 DPF presented monthly invoices totaling $14,360.79, which were approved for payment. 6/8/10 DPF presented invoices totaling $24,976.47, which were approved for payment. 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. Mark Barrett is waiting for proposal from PSS. 02/09/10 Price quotes from Prolog were sent to IT. 03/09/10 PBC suggested inquiry about recurring annual cost for software. Mark Barrett will get details from Prolog. 6/8/10 Motion to approve purchase of Prolog software and licenses Motion: Peter Johnson 2 "d: Eric Brown Vote: 4 -0 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. 4/13/10 Motion to approve payment of Application for Payment #27 in the amount of $52,313.00 Motion: Bill Kennedy 2nd: Dick Perry Vote: Unanimous 06/08/10 Motion to approve payment of Application for Payment #28 in the amount of $114,822.00 Motion: Dick Perry 2nd: Eric Brown Vote: Unanimous 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. 04/13/10 Change Order #24 in the amount of $25, 959.62 for additional cost. 1. Additional work associated with time and materials for PCO 182, for modifications to overhead door $1069.82. 2. Additional work associated with PCO 183, for modifications of the handrail for stair #1 $919.80. 3. Credit associated with PCO 184, for automatic shutdown for the boiler was not a credit $1863.69. 4. Additional work outlined in PCO 185, for additional lettering for the building as requested by the Town $2190.00. 5. Additional work associated with PCO 186, for additional corrugated metal panels for the revised generator enclosure $12,778.00. 6. Additional work associated with PCO 187, for work related to providing sound attenuators for RTU -1 and HV -1 $7138.31. Motion to approve Change Order # 24 in the amount of $25,959.62 Motion: Peter Johnson 2nd:Dick Perry Vote: 4 -0 -1 Page 2 of 8 PBC Meeting Minutes 08 June 2010 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. 03/09/10 Meeting with E. Amanti, corrections to start up procedures were done. Discussions taking place on amount of outside air being brought in to system and how much CFM is passing over energy recovery wheel.. Meeting 3.11.10 for slight modifications of O.A. dampers to prevent whistling. Sound Attenuators being proposed for noise level control from unit to reduce sound db at property line back to original level of background noise, prior to construction project. 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. 03/09/10 PBC Looking for firm schedule from GC to accomplish everything, front outdoor signage, canopy, and planting to be scheduled and closed out. PBC would like to have final requisition by end of March. 2.22 Telephones for DPW 11/10/09 Admin training complete. Mark Barrett will follow up with Dorinda Goodman on punch list items. 01/12/10 Mark Barrett to coordinate with Dorinda Goodman to closeout. 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. 01/12/10 DPF provided an update to the Budget. Transfers were proposed to reconcile individual line items in the budget. Tentative net balance on budget in excess of $2,200,000.00 Motion to approve transfer as proposed in DPW Project Budget dated 1.12.10. Motion: Jon Himmel 2nd: Peter Johnson Vote: Unanimous 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. 01/12/10 HKT has sent contract. Ongoing. 03/09/10 Contractors submittal / Design plan should be submitted shortly. 2.60 Site Signage at Street 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. 12/8/09 Proposed Change Order cost was received, reviewed and accepted under Change Order discussions for this work. 03/09/10 Front outdoor signage is on list to be scheduled. General Contractor is doing the base. Page 3 of 8 PBC Meeting Minutes 08 June 2010 Meeting 2.61 Punch List 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. 03/09/10 PBC would like schedule for all outstanding items at next meeting. 06/08/10 HKT presented punch list many items are warranty issues. 2.65 Canopy Signage 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. 02/09/10 Motion: To approve PCO #185 $2190.00 to remove panels required at soffet to install signage. Motion: Peter Johnson 2nd: Eric Brown Vote: Unanimous 03/09/10 Question raised about the seam and the painted channel and color match? 2.73 Fluid Distribution System 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. 01/12/10 Ongoing 03/09/10 Contractor Reps. will contact Mark Barrett to start work on system, no water line. 2.75 Carpet 12/8/09 The carpet manufacturer is now proposing to replace all the carpet in the building based upon the apparent defect in the backing material. The details of the replacement are not yet defined. A new backing material is planned. 1/12/10 Replacement process has been initiated, although planning and scheduling will be needed. Materials are on order and are 6 to 8 weeks out. 03/09/10 Carpet manufacturer to move furniture, coordination with General Contractor. 2.76 References 12/8/09 The PBC discussed and agreed that a letter of recommendation should be sent to HKT Architects and to it's Project Manager Michael Lawrence for the outstanding work, care and level of commitment dedicated to the Town and this project. 01/12/10 Jon Himmel will write recommendation letters. PBC suggest that HKT be available for Town Meeting to discuss closeout of project and money saved. Page 4 of 8 PBC Meeting Minutes 08 June 2010 Meeting 2.77 Tools 02/09/10 Motion: To approve up to $10,000.00 from the Equipment line item to purchase tools for Carpentry shop. Motion: Dick Perry 2nd: Peter Johnson Vote: 3 yes -1 no 04/13/10 Motion: To approve purchase of tools for milling machine (Chuck and Cutters) in the amount of $2976.71. Motion: Eric Brown 2nd: Bill Kennedy Vote: 3 yes -1 no 2.78 Botanical Gardens Sustainable Sites 02/09/10 Mike Lawrence discussed certification for sustainable sites. Cost to apply $0 if accepted cost would be $5000.00. PBC declined. 2.79 Mezzanine 03/09/10 Wayne Brooks or Bill Hadley to take a tour with PBC members to identify what drives storage needs and how much. 04/13/10 PBC would like a fee proposal from HKT using sketches provided by Wayne Brooks for the main mezzanine only at the rear wing of the main vehicle bays. One proposal for using the system as proposed and one proposal for building system as compatible with existing construction. 5/11/10 HKT proposal for the mezzanine. Option A: $19,710.00 Option B: $22,100.00 PBC tabled conversation and would like HKT to check RW Sullivan fees. Possibly get other fees for MEP. Would also like Pat Goddard present for further conversation. 6/8/10 Pat Goddard and Bill Hadley discussed the needs for the mezzanine. PBC suggest there is a need to explore other options. • What needs to be stored • What is currently stored on the mezzanine. • What other means could be developed to provide the storage. 2.80 Central Storage Shelving 03/09/10 Cost to add shelving for non pallet items $6091.39 Motion to approve: Motion: Eric Brown 2nd: Dick Perry Vote: 4 -0 2.81 Floor Cleaning 03/09/10 DPF and PBC discussed the purchase of a special floor cleaning machine for the vehicle areas, but after discussion resolved that the current Street sweeper machine ought to be able to accomplish the task of floor cleaning in the garage area instead of buying another machine. Page 5 of 8 PBC Meeting Minutes 08 June 2010 Meeting 2.82 Wash Bay 04/13/10 The PBC toured the vehicle car wash area to review the current conditions of erosion, paint decay, water seepage and equipment operation. See HKT email of 1 -28 -10 and HKT letters of 2 -4 -10 and 3 -25 -10 and RW Sullivan memo of 5- 12 -10. After much discussion of the many issues involved the PBC requested that HKT return to the next meeting with recommendations on how each item can be addressed and resolved. 5/11/10 HKT power point presentation will be forwarded to DPF. Design team has not seen this type of condition with similar systems in other DPW's. Review of steel, operator and disconnect. Discussion needed of sequence of operation for the car wash. PBC discussed HKT pursuing painter to get them to do as much as possible, but do it right. Motion to set aside monies to hire a specialist to review conditions and processes of the wash bay area, may include forensics. Motion: Dick Perry 2nd: Eric Brown Vote: 5 -0 6/08/10 Simpson Gumpertz & Heger Proposal was reviewed by PBC. PBC members would like the scope and tasks for investigation needs to be defined. Mark Barrett to coordinate a meeting to discuss with Greg from SG &H. 2.83 Front Walkway 6/08/10 Suggestion to have a walkway connecting the public sidewalk to the building entrance. PBC suggest this should be a Town Engineering design. Bill Hadley to follow up on design and cost estimate. 5.0 Fire and Police Study and Design 5.2 Confirmation of Fire Department Space needs 04/13/10 Confirmation of Fire Department Space needs was discussed and the architects report 95% finalized, will report next meeting. 5/11/10 Donham & Sweeney reviewed Maguire Study with the Chief. Square Foot needs +/- 1,000 sf, chief is in agreement. 5.3 Police Department Space Needs 04/13/10 Development of Police Department space needs was completed and transmitted to PBC. Chief to review with Staff and Architects to meet with Police staff to review There was discussion as to whom should challenge the space needs of this or any program developed. 5/11/10 Police program was reviewed with staff. The firing range and locker sizes are issues still in discussion. The Architects are to continue to meet with the Police Department representatives. 6/08/10 Space programming is ongoing. Discussion of locker size and firing range still ongoing. 5.4 Zoning assessment Report 04/13/10 Zoning assessment Report was delivered to the PBC and reviewed PBC recommended Architects meet with Town Zoning official to review. 5/11/10 Regulatory reviews, Donham & Sweeney met with zoning officer reviewed made corrections and resubmitted. Existing vs. proposed areas of relief needed. Final document to go to Town counsel. Page 6 of 8 PBC Meeting Minutes 08 June 2010 Meeting 5.5 Fire Station Site Survey 04/13/10 A site survey was initiated and the Architects expect result by the next meeting. 5/11/10 Discussion about the Monitoring wells and filtration system at the Fire site revolved around limitations on development. Mark Barrett to Follow up. 6/08/10 Email distributed information available to all parties on the monitoring wells. 5.6 Police Site Plan development Options 04/13/10 Various options for how the police station property could be develop when considering a substantial addition to the Police Station and how these might impact on the existing white house and parking overall. The Architects were informed of prior studies in this area that could provide information about parking. DPF to transmit to Architects available documents. 5/11/10 Concept design options were reviewed. Capt. O'Leary pointed out monitoring wells on site. Mark Barrett to follow up. 6/8/10 Continued concept design options explored. 5.7 Fire Site Plan development Options 5/11/10 Concept design options were reviewed. Discussions regarding traffic intersection and vehicle access. Architects to review design further with Chief and Staff. 6/08/10 Still not clear as to where the State Highway ends. Donham & Sweeney to research further. Continued design work / options discussed. 5.8 Project Schedule 04/13/10 Overall Project Schedule was reviewed. Next meeting anticipate: • Completed existing building analysis • Informal meetings with Zoning and or HDC and Planning Board • Fire Station Programming • Meet with Police Staff on programming • Begin Schematics 06/08/10 Invitation to HDC Committee to attend next PBC Meeting, to be made by committee. Next meeting anticipate: • Advanced Schematics specifically elevations. • Cost Estimates • Square Foot analysis Page 7 of 8 PBC Meeting Minutes 08 June 2010 Meeting 5.9 Emergency Operation Center 6/08/10 Motion to approve expenditure of funds not exceeding $43,550.00 for the purposes of equipping the EOC at 201 Bedford Street. Subject to the Town Managers approval that this expenditure represents an appropriate use or allocation of project funds for the full scope required for EOC operations. Motion: Eric Brown 2nd: Carl Oldenburg Vote: 4 -0 Next Meeting: 7/13/10 Public Services Building, 201 Bedford St. 7:00 PM Meeting Adjourned 10:55 PM Motion to Adjourn Motion: Carl Oldenburg Attachments 2nd: Dick Perry Unanimous Donham & Sweeney Meeting Minutes for 08 June 2010 presentation to the PBC. Donham & Sweeney Meeting Minutes for 11 May 2010 presentation to the PBC. Page 8 of 8 Donham & Sweeney Brett 'Bonham, Principal,: E. y D. Shaw, Principal, ALA, LEED AP C. Christopher Loan, associate; A7:1 Lexington Police & Fire Station Study Meeting Notes 8 June 2010 Page 1 of 2 Attending: Jonathan Himmel Eric Brown Peter Johnson Carl Oldenburg Richard Perry Chief William Middlemiss Chief Mark Corr Patrick Goddard Mark Barrett Brett Donham Jeff Shaw Distribution: All present, plus Nick Derr Avi Shoss File: 0907:2.2 Next Meeting: 6/8/2010 A R C H I T E C T S Chair, Permanent Building Committee Permanent Building Committee Permanent Building Committee Permanent Building Committee Permanent Building Committee Fire Chief, Lexington Fire Department Police Chief, Lexington Police Department Director, Department of Public Facilities Project Manager, Department of Public Facilities D &S D &S D &S D &S • B. Donham described the results of the structural engineering study for both buildings, a copy of which has been given to M. Barrett. Both buildings are in non - compliance with the seismic requirements of the new Building Code. Retrofitting both buildings with seismic resistant structures is very expensive. To avoid that cost, any addition must have a 3" wide soft joint with the original building and new openings in the masonry walls must be very limited in size. The structural slab in the apparatus room is failing, has sagged and has cracks that extend through the slab. The structural engineer believes it will continue to function at least to mid -2011 and perhaps beyond, but is unwilling to predict when it will fail to the extent of putting the apparatus at risk. He said "something needs to be done soon ". • J. Shaw presented two sets of plans for the Fire Station. One is a renovation/addition and the other is a new building. These plans resulted from 2 meetings with the Fire Chief. J. Shaw described the constraints offered by the existing building and the increase in floor area resulting from trying to reuse the building. He also described the significant traffic difficulties with all apparatus trying to exit or enter via Camilla Avenue onto Bedford Street. The Permanent Building Committee offered the following comments; o In the parking table, indicate the number of existing spaces as was done with the Police Station o In the new building design try to avoid the small setbacks at the second floor because of the extra cost o In the new building try to put the stairs in -board so exterior walls are freed up for windows Bosion MA 021 1 1 617 4 2 3 1.100 donharnands;c-eeney.com 4 Head fide Church Rd. Post Office Box 265 .A. Ina ME. •1453 2 0 7 586 60;0 • B. Donham presented one set of plans for the Police Station. These plans grew out of extensive consideration by Police Department staff and 2 meetings with them. A copy of the Sixth draft of the Space Needs Program was distributed. The program area has grown from 24,450 SF on 4/13/10 to 28,126 SF in the Sixth Edition. Increases were primarily in the Garage, the Sally -port, the Lobby, and the Lockers [as a result of moving from 30" to 36" lockers and increasing the number of lockers]. The Police Chief said the Dispatch needs to be larger, and secure space, preferably indoors, needs to be provided for 2 emergency generators. He also said he needs a serviceable range that is large enough to train on; the present one is too short and an outdoor range, reproducing real -world conditions, is preferred. The present range is contaminated with lead, he said. The Committee instructed D &S to construct the base building pricing with refurbishment of the present range in the building plus a new indoor /outdoor rang at Hartwell Avenue. An alternate should include a new indoor range at the Police Station. • Other comments from the Permanent Building Committee; o Document the gross to net area for each building o Provide cost estimates and elevations at the next meeting on 7/13. The estimates are to include plans with and without seismic upgrades as well as the costs to extend the useful life of both buildings by 10 years. MEP narratives will be needed as well o The 7/13 meeting will include members of the HDC on an informal basis o There will be a special meeting on 7/27 that includes the Capital Expenses Committee and possibly a representative of the Boar of Selectmen Donham & Sweeney- Brett D;nhan3, Principal, ALA Ie37rety D. Shaw, Principal, 31_x, LEED AP C. Christopher Login, Associate, -X Lexington Police & Fire Station Study Meeting Notes 11 May 2010 Page 1 of 2 Attending: Jonathan Himmel Eric Brown Peter Johnson Carl Oldenburg Richard Perry Chief William Middlemiss Robert Mercer Mark Barrett Brett Donham Jeff Shaw Distribution: All present, plus Chief Mark Corr Patrick Goddard Nick Derr Avi Shoss File: 0907:2.2 Next Meeting: 6/8/2010 ARCHITECTS Chair, Pei uianent Building Committee Permanent Building Committee Permanent Building Committee Permanent Building Committee Permanent Building Committee Fire Chief, Lexington Fire Department Detective, Lexington Police Department Project Manager, Department of Public Facilities D &S D &S Police Chief, Lexington Police Department Director, Department of Public Facilities D &S D &S • B. Donham described the changes to the zoning analysis resulting from a meeting with Dave George, the Town's Zoning Administrator. Both buildings are in different Historic Districts. Both buildings will probably need a number of items of zoning relief. D. George said there is a possibility that town Counsel might rule that town buildings are exempt from zoning regulations. That has not been confirmed. D &S to send a copy of the zoning analysis with these meeting notes. • B. Donham distributed a copy of the revised Space Needs summary for the Fire Department. The fire Chief said it was generally acceptable and details can be worked out in the design phase. • Discussion was held on the issue of the petroleum plume clean -up on the Fire Station site. M. Barrett was asked to contact the Town Manager to determine what kind of encumbrance on the future use of the land this presents. • J. Shaw presented 2 concept design options for the Fire Station. Comments included; o Look at the possibility of a new station on the site o Addition to the present building does not need to be a "Colonial" copy; t a well designed contemporary building is preferred over a poorly designed fake Colonial o One ambulance is cross staffed with a ladder truck o Traffic signaling needs to be reconfigured; the cost for doing that should be included in the report • B. Donham described his meeting with Police Department staff and the resulting changes [additions] to the Space Needs Program. There was expressed some concern about the increases to the size of the range, the locker room and the sallyport. The Committee asked for comparative data with other police stations. The sally port envisioned by the Department is a 68 Harrison :sventte 4 Head fide Lh rcdi Rd. BnsLcn MA 021 1 1 Post Office Box 205 0 1 1 . 2 3 1 4 0 0 A.1na 8.1l:: 7 i.535 dort}t<m_andstvLencv eotn 2 0 7 5 8 6 6 0 0 0 drive through that can handle an ambulance at 26' plus an 8' gurney or two cruisers in tandem configuration. • J. Shaw presented 3 concept design options for the Police Station. Comments included; o Range to be eliminated. D &S to include in the report the costs for a new inexpensive facility at the Hartwell Avenue site. o Explore possibility of the main level of the addition being raised above the main level of the existing facility; requires ramps or elevator for accessibility. • The project is generally on schedule; the zoning analysis is ahead of schedule, the concept design work is on schedule, and the analysis of the existing buildings is behind schedule. • The next meeting is June 8. D &S was asked to bring some rough cost estimates. The July meeting may include some folks from the CPA Committee.