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TOWN OF LEXINGTON
Department of Public Facilities
13 May 2010
Meeting Minutes
Lexington Permanent Building Committee (PBC)
nd
Location: 201 Bedford Street, 2 Flr. Conference Room
Meeting Date & Time: 11 May, 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
Mark W. Barrett, DPF
Bill Hadley, DPW
Bill Middlemiss, Chief Lexington FD
Michael Lawrence, HKT
Jeff Alberti, Weston & Sampson
Jamie Fair, Weston & Sampson
Brett Donham, Donham & Sweeney
Jeff Shaw, Donham & Sweeney
Members not present:
Pat Goddard, DPF
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
LEXINGTON, MASSACHUSETTS 02420
PBC Meeting Minutes
11 May 2010 Meeting
Motion: To Approve the Meeting Minutes from 09 March 2010.
Motion: To Approve the Meeting Minutes from 13 April 2010.
Motion to Approve the Meeting Minutes of 11 May 2010.
1.2 Monthly Bills
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
Motion: Bill Kennedy 2nd: Dick Perry Vote: Unanimous
5/11/10
DPF presented monthly invoices totaling $14,360.79, which were approved for payment by the PBC.
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.
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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.
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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.
2/9/10
No Contractor Requisition this month
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
Page 2 of 8
PBC Meeting Minutes
11 May 2010 Meeting
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.
Motion to approve Change Order # 24 in the amount of $25,959.62
Motion: Peter Johnson 2nd:Dick Perry 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.
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11 May 2010 Meeting
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.
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.
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11 May 2010 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
aintenance
bay to connect to fluid distribution room.
01/12/10
Ongoing
03/09/10
Contractor Reps. will contact Mark Barrett to start work on system, DPF reviewed with the mechanics who agreed that no new
water line to this system was needed.
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 P
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.
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PBC Meeting Minutes
11 May 2010 Meeting
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.
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.
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 ___________________________________
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
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PBC Meeting Minutes
11 May 2010 Meeting
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.
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.
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.
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.
5/11/10
to follow up.
5.7Fire 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.
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11 May 2010 Meeting
5.8Project 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:
6/08/10
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
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