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Home My WebLink About2010-04-13-PBC-min TOWN OF LEXINGTON Department of Public Facilities 11 May 2010 Meeting Minutes Lexington Permanent Building Committee (PBC) nd Location: 201 Bedford Street, 2 Flr. Conference Room Meeting Date & Time: 13 April 2010, 6:00PM Attendees: Jon Himmel, Chairman, PBC Peter Johnson, PBC Eric Brown, PBC Carl Oldenburg, PBC Dick Perry, PBC Bruce Creager, PBC Bill Kennedy, PBC Pat Goddard, DPF Mark W. Barrett, DPF Wayne Brooks, DPW Bill Hadley, DPW Mark Corr, Chief Lexington PD Bill Middlemiss, Chief Lexington FD Members not present: 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 Voted: Unanimous Motion: To Approve the Meeting Minutes from 09 February 2010. Motion: Eric Brown 2nd: Dick Perry Voted: Unanimous Motion: To Approve the Meeting Minutes from 09 March 2010. Motion: To Approve the Meeting Minutes from 13 April 2010. 1.2 Monthly Bills 02/09/10 Bill Hadley answered questions that PBC had regarding salt brine tank for the truck. Requested to increase the approval up to $105,000, to include costs for the balance of the system components and hookup. LEXINGTON, MASSACHUSETTS 02420 PBC Meeting Minutes 13April 2010 Meeting Motion: To amend the prior approval for the slat brine system of $80,000 by an additional $25,000, for a new approved total of $105,000.00. Motion: Peter Johnson 2nd: Eric Brown Vote: Unanimous 03/09/10 DPF presented monthly invoices totaling $92,330.57, which were approved for payment by the PBC. 04/13/10 DPF presented monthly invoices totaling $52,313.00, which were approved for payment by the PBC aƚƷźƚƓʹ .źƌƌ YĻƓƓĻķǤ ЋƓķʹ 5źĭƉ tĻƩƩǤ ƚƷĻʹ ƓğƓźƒƚǒƭ 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. ЉЋΉЉВΉЊЉ 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. 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. ЉЊΉЊЋΉЉВ DPF conducted review of prior application for payments and found an error on a prior GC submittal form for payment where a value for recognizing prior payments was not updated from one month to another. Therefore, to return the contract to an acceptable balance value of payments withheld by the town, in recognition of work not completed or punch list value, no payment was reviewed or approved for the Contractor this month. ЋΉВΉЊЉ bƚ /ƚƓƷƩğĭƷƚƩ wĻƨǒźƭźƷźƚƓ Ʒŷźƭ ƒƚƓƷŷ 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 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. 2/09/10 Motion to approve PCO #183 Handrail modifications code required $919.80 Motion: Eric Brown 2nd: Jon Himmel Vote: Unanimous Motion to approve PCO #184 Boiler Shut-Offs Technically not code required but town Insurance Company requires. $1,863.69 Motion: Eric Brown 2nd: Peter Johnson Vote: Unanimous 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. Page 2 of 7 PBC Meeting Minutes 13April 2010 Meeting Motion to approve Change Order # 24 in the amount of $25,959.62 Motion: 2nd: Vote: 4-0-1 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. 01/12/10 DPF met with E Amanti and found that the Start up procedures for the RTU were incorrect. New start up procedures were given and will be implemented on the unit. System checks will take place and the unit will be re-evaluated. 02/09/10 Update on new startup with Commissioning agent input, received RWS responses. Scheduling a meeting to review a procedure to deal with outside air volume. Holding $41,000 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. 12/08/09 CTA has made significant progress on the punch list, outstanding items include RTU-1, door replacement of three doors, site work to be completed in the Spring, exterior corner flashing, and LEED work contingent on approved submission. The punch list also includes signage, which requires approval of PCO and additional pricing to be provided by CTA 01/12/10 Carpet replacing in full, order has been placed @ 6-8 weeks. Installers will move all furniture. Three Hollow Metal Doors to be replaced at maintenance yard side of building. Site punch list work and signage delayed to spring. 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 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. 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. 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. 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. Page 3 of 7 PBC Meeting Minutes 13April 2010 Meeting 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. 12/8/09 Contract amendment to HKT was reviewed by PBC as including items all previously approved. Contract Amendment, which includes Bi directional radio antenna, is being forwarded to town hall for final approval. 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 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. 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. 2.61 Punch List 12/8/09 Current Punch List is attached to application for payment, and is almost complete. LEED paperwork remains on punch list. 02/09/10 Punch List Items being monitored, awaiting spring for weather conditions to complete many items, Leed Certification 25 credits have been accepted, 15 requiring additional information and will be resubmitted. 03/09/10 PBC would like schedule for all outstanding items at next meeting. 2.65 Canopy Signage 12/08/09 HKT explained that a Proposal Request has been issued to CTA Construction to remove and reinstall the composite metal panels under the canopy to install the signage as originally intended. 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 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. 12/8/09 Site walk was held and construction is expected to begin in Jan bay to connect to fluid distribution room. 01/12/10 Ongoing Page 4 of 7 PBC Meeting Minutes 13April 2010 Meeting 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 di 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. 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. 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 Page 5 of 7 PBC Meeting Minutes 13April 2010 Meeting 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. 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. 5.0 Fire and Police Study and Design 5.1 Designer Selection ЊЋΉБΉЉВ DPF was waiting for any reference checks to come in from the Police Chief prior to moving forward with notifying the Architects on ranking, Having received said notice this day and having received Fire chief references previously, , DPF shall notify architects of ranking to the Town Manager and intention to negotiate. DPF to request scope of work as written in Donham & Sweeney proposal. Eric Brown to assist with scope development and Jon Himmel to assist with Contract development. 1/12/10 The PBC and the Architects discussed the scope of the work and the status of the past fire station study. The purpose of the discussion was to vet out concerns and questions over the nature of the work completed, share thoughts on how this work can be best utilized and complimented, and bring all parties closer to a common understanding of the direction needed to move forward for both projects. In the end a scope outline was agreed upon for further refinement and review to be drafted by Donham & Sweeney and forwarded to DPF for PBC review. A goal was established to have the contract and scope issues resolved in time for work to begin by the next PBC meeting. 2/09/10 PBC requesting copies of consultant agreements and or copy of scope of work from consultant agreement contracts. 03/09/10 Contract is signed. Programming started. PBC would like a revised schedule. DPF will request copies of Donham & Sweeney consultant contracts/scopes of work. PBC would like to know who is doing what. PBC suggest having Donham & Sweeney at next meeting. 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. 5.3 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. 5.4 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. 5.5 Fire Station Site Survey 04/13/10 Page 6 of 7 PBC Meeting Minutes 13April 2010 Meeting A site survey was initiated and the Architects expect result by the next meeting. 5.6Police 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. 5.7Project 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 Next Meeting: 5/11/10 Public Services Building, 201 Bedford St. 7:00 PM Meeting Adjourned 10:00 PM Motion to Adjourn Motion: Peter Johnson 2nd: Eric Brown Voted: Unanimous Page 7 of 7