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HomeMy WebLinkAbout2019-02-28-PBC-min 1775TOWN OF LEXINGTON v � � m_ Permanent Building Committee Q � k N W Z V D a0 Z Permanent Members s APRIL19TIl Co-Chairman: Jon Himmel &Co-Chairman Dick Perry FX I N G1� Philip Coleman, Charles Favazzo, Carl Oldenburg, Peter Johnson Project Specific Members Clarke&Diamond Schools Hastings Elementary Fire Station Visitors Center LCP LCC Margaret Coppe Curt Barrentine Robert Cunha Joel Berman Teresa Hank Edwin Goodell Andrew Clarke Joseph Sirkovich Peter Kelly Wilson Manz February 28, 2019 Members Present: Jon Himmel, Dick Perry, Charles Favazzo, Peter Johnson, Robert Cunha, Joseph Sirkovich, DPF Staff: Mike Cronin/Director of Public Facilities, Mark Barrett, Ann Marie Ponzini Board of Selectman (BOS): Doug Lucente Capital Expenditures (CEC): David Kantar Sustainable Lexington: Todd Rhodes 6:00 -The meeting was called to order— 201 Bedford Street 1. Fire Stations & Police—Jeff McElravy(Tecton Architects) Jeff updated the PBC Committee on both the Interim Fire building and progress with the new Fire Headquarters. Police updated plans were also discussed. Interim Fire is still waiting for the final O & M Manuals from the contractor and addressing one final change order. Temperature control for the apparatus tent has been a challenge with the extreme cold temperatures. A new natural gas line is pending and will replace the propane being used. Fire Headquarters "Notice to proceed" was on Nov. 5, 2018. Other items addressed: • Traffic controller relocated. • Existing building abatement and demolition completed. • Subsurface infiltration under Camellia Place completed. • Contaminated soil discovered during demolition, and a work plan has been submitted to the Department of Environmental Protection (DEP). • DEP approval to move forward Feb. 20, 2019. DEP put additional requirements on testing soil for other materials throughout. Project schedule shows Commissioning starting on Feb. 16, 2020 and Move-in on April 16, 2020. Police Headquarters construction/renovation program discussed updated site and floor plans. Jeff has been working with Police; push massing back, and now looking at a two story addition along with renovations to the existing building. • Existing floor to ceiling heights a challenge to work with. • Current design exceeds existing parking, picking up parking in the back of the building, but plans are not complete and could change this. • Main and second floor potential layouts were reviewed. • Lower level floor plan shows slightly below grade still allowing for natural lighting. 201 BEDFORD STREET• LEXINGTON, MASSACHUSETTS 02420 • Lower level plan to possibly include the Information Technology (IT) Department, but concern was raised with water potential due to partially below grade. Current server locations were discussed. The interim Police Headquarters relocation renovations will start around April 2020 and be completed about June of 2020. Renovation will start once the fire department has moved out and into their new headquarters. PBC asked what the format is for upcoming estimates. Jeff will look into this. The 9-1-1 Emergency System was discussed and the logistics that go along with it. It was stated that only the State can move 9-1-1 equipment, and requires around a 6 month — 1 year notice which is a big undertaking. Radio Equipment group to inventory the Police Equipment to better understand what can be used and what the State's requirements are. Further investigating and discussion is needed. 2. Visitor Center— Don Millis (Millis WhitakerArchitectsl Don gave his final updates to the PBC before the project goes out to bid. Sub-bids are due on March 28, 2019 and General Bids due on April 4, 2019. The Exhibit Fabrication & Install Bid will be done separately and has been advertised. Bids for the exhibit work are due March 4, 2019. The Visitor Center will temporarily be relocated to the Carey Memorial Building during construction. Construction to start May 2019, and completed March 2020, before the Patriots Day Celebrations. Project Status • MAAB approved LU/LA Elevator. • Received Historic Districts Commission (HDC) Certificate of Appropriateness. • Engineering has reviewed utilities. • MEP Commissioning and Sustainability reviews has been done. • Cost Estimate within budget. PBC Jon H. asked what the issues would be if schedule changes were to come in. Don stated he is not worried and that the documents will be solid before going out to bid. PBC Charles F. asked about the availability of General Contractors (GC) for the project. The time of year and size of the project was discussed and a suggestion was made to send an email blast out to GC's so they will not miss the bid advertising date. Don reviewed Landscaping and Utility slides with the committee. He stated HDC accepted the landscape plan and the location of the transformer. An outdoor connection will be installed for the use of a portable generator if needed for an emergency. • Water, sewer, drainage and infiltration systems were all reviewed in advance with the engineering department. • The Visitor Center will be connected to the existing gas main and will be used for emergency use only. It was asked if DPW has seen the landscaping plans due to grass/plant maintenance. Don stated they have been given the plans, but he has not received any feedback. PBC asked who will take care of the shrubs and plants in the years to come; it was commented that the same concern was expressed on the PBC Meeting 02.28.19 2 streetscape project. Don discussed the irrigation plan.. A smart irrigation system and lawn around the tree bases were reviewed. Construction Cost Review January's 50% Completed CD is $3,620,136. Anticipated cost savings post 50% CD Estimate is around $100,000 due to: • Reduced utility scope & street work (sewer, water, gas). Also found the existing sewer pipes are not ACM. • Revere Copper waived labor cost on material production. • Selective revision of HVAC units to simplify installation. • Updated cost estimates for exhibits per project clarifications. Asphalt roofing not approved, and slate is the preferred material per HDC. It was suggested to add as a deduct Alternate if HDC reconsiders approving the use of asphalt shingles. David Kanter asked to have FF&E (Furniture, Fixtures & Equipment) cost estimates shown. Motion to proceed with the bidding as advertised, Seconded -APPROVED 3. Westview Cemetery— Justin Humphrey& Robert Jefferies (TBA Architects) Justin reviewed his presentation with the committee. As previously proposed, plan showed a single- story building consisting of administrative space, lunch room, locker rooms, a 4-bay garage & maintenance area, and outdoor material storage bins. The new building location would have an entrance off of Westview Street leading to a 4-car parking area. The public entrance would lead into the administrative area. The new building would incorporate a visitor/bereavement service area which does not exist in the current cemetery building. • Relocation closer to Westview Street allows for improved traffic flow and opens up land for gravesite development, i.e. where the current facility exists. It also provides for future expansion for a crematory or other function at the new location. • Current operations would not be impacted during construction because the existing building would remain operational until the new building is completed. • Floor plan, elevations, and building materials were also reviewed. • The building design is based on an all electric facility consistent with the town's Sustainability Policy intent. The design is to utilize a septic system with no connection to the town's sewer system. Justin stated he would have DD (Design Documents) by the end of Feb. 2019. 90% set by March and this will be the set to provide for Annual Town Meeting Mar. 25, 2019. Doug L. updated the PBC Committee on the Crematorium Ad Hoc Committee discussions. Doug L. is a non-voting member on the committee. Some members were present at tonight's meeting. The Ad Hoc Committee is in the process of reviewing lots of data and is not currently ready as a committee to go to Town Meeting. Three items being discussed are: 1. Addition to the proposed new Westview Cemetery Building. PBC Meeting 02.28.19 3 2. Build the Crematorium elsewhere on the site. 3. No Crematorium. The Ad Hoc Committee voted to recommend to the BOS that Westview Cemetery project be constructed addition ready. Motion was forwarded to the BOS on Mar. 22, 2019 and was supported 3-1 recommending that the addition ready plan could house two retorts and viewing area for up to 25 people. Justin H. stated he was asked to work something up on this month ago. Justin showed the committee the plan that included the addition for a possible Crematorium. Existing bathrooms in the Westview Cemetery plan would not support assembly use. Additional bathrooms would be needed. PBC Chuck F. stated the Crematorium would need to bring in gas. Gas is not easily accessible due to where it is located ie on Bedford Street. Mike C. stated a conversation with Justin of TBA is needed on how to prepare for future plumbing, usage of common space & conference room space, and locker-room spacing. Doug L. asked if the proposed Cemetery building's septic system plan would accommodate the Crematorium or will sewer be needed. PBC asked if the Ad Hoc group felt the Crematorium could be a standalone building. Doug L. stated some members feel it could be, others want it as an addition to the Cemetery building. Doug L. stated build the Cemetery building, keeping addition in mind, and site potential restroom concerns. Make clear what would trigger a major change i.e.; septic, gas line, etc. BOS feels we do need to keep the Cemetery building project moving forward. David K. stated he has not heard anything about costs regarding the contingencies or any additional work entailing the Crematorium. Doesn't recommend changing this design at all. Have not discussed maintenance, and it has not been made clear what would be done as "addition ready". David would like assurance from the PBC that there is no effect on cost or timeline. PBC stated going from septic to sewer and bringing in a 6" gas line is a huge undertaking. There are certainly some upfront design costs to incorporate future expansion. Justin H. stated the Cemetery Building project was designed a long time ago, and since then has been redesigned several times. Some Crematorium Ad Hoc members in attendance commented regarding the crematory function: • Refrigeration is needed. Delivery of the deceased is 24/7. Cremation done during the day. • Lexington can only identify 4 cremations that require viewing. Believe cremation is heading to about 70% a year. • Trying to get a handle on whether cremation should be done in Lexington or elsewhere. • The number of people (22-25) attending the cremation may be too high. The PBC recommended that modest modifications be made to the project to make the design "addition ready" by sizing the building infrastructure for the future loads. PBC Meeting 02.28.19 4 4. Sustainability— Jon Himmel (PBC) & Todd Rhodes (Sustainable Lexington) Jon stated the revised policy was just received. Some points to address are: • Water quality included? • How will the design team understand what the goals are? • Need for Engineering to be part of the frontend. • The ability to control costs is at the beginning a project. • Document needs to be easy to understand at the RFP Stage for hiring designers. Todd R. stated the Sustainable Committee reviewed the Policy & Goals Statement. Discussion of which goals are applicable to which project types. For example; CO2 requirements for School would be different then for Office Space. It was suggested that a task be added at an early stage to decide what targets are for the particular project. It is suggested to add a last step in the policy related to DPF's responsibility to maintain and continue the standard. Commissioning is a big activity, but DPF is responsible for ongoing maintenance. PBC Jon H. stated the Town Manager hopes to have feedback on the Policy in about 2 weeks. PBC and DPF will meet on Tue. 3/12/19 at 6:00p to further discuss the Sustainable Policy. At the recommendation of the PBC, the Town is considering the benefits of hiring the Sustainable Consultant directly and not as a sub to the Design Team. The expectation is that the Sustainable Consultant would better serve the town's interest in attaining it Sustainable Goals in conjunction with the LEED items by challenging the A/E team — a role they are hampered from performing when they are a member of the design team. 5. Approval of PBC Minutes — PBC Committee PBC minutes for 12/13/18 were distributed and reviewed by the Committee Motion to approve the PBC minutes for December 13, 2018. Motion made, seconded and APPROVED. Motion to adjourn was made and seconded: Meeting adjourned at 9:30PM. PBC Meeting 02.28.19 5