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2005-06-22 City of Beverly Planning and Construction Committee Minutes June 22, 2005 A Meeting of the Planning and Construction Committee was held on Wednesday, June 22, 2005 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members present: Chairman Ray Bouchard, Rod Maxner, Bob Griffin, Dan Skokski and Cheryl Sydorko. Others present: Peter Seamans and Cheryl Lamont The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Maxner made a motion to approve the minutes of May 18, 2005 as presented. Mr. Griffin seconded. All in favor. Motion passes. Chairman Bouchard stated that he received a letter from the Acting Library Director, Anna Langstaff, for authorization to purchase additional furniture for the Beverly Farms Library. Chairman Bouchard stated that the Beverly Farms Library is leaking in several places and will require some investigation as to where the leaks are coming from and to determine who is responsible. Tappe got a proposal from Peterson, the roofing consultant, and they propose that his fee would be $3,600.00 plus re-imburseable expenses which would bring this amount to around $4,200.00 – Planning and Construction Minutes – June 22, 2005 Page 2. $4,300.00 which will then be marked up by Tappe. Chairman Bouchard stated that he thinks there is almost $25,000.00 available in the budget. Chairman Bouchard stated that a letter to the Acting Library Director should be sent stating that her request is being put on hold because of the costs involved in repairing the roof leaks and if there are funds left over at the end of the project, this could be used for buying furniture. Fundraising efforts were earmarked for a million dollars but the Library Project to date has raised $896,000.00. Mr. Maxner made a motion that the committee would like to acknowledge the letter from the Acting Library Director and keep it in abeyance until the roof leak problems have been identified and rectified. Mr. Griffin seconded. All in favor. Motion passes. Mr. Seamans presented his report to the Commission on the status of the building projects. Chairman Bouchard stated that he would like to add to the Wind Turbine problem at the Centerville School, that he has asked Mr. Seamans to go back and check the records to find the reason why this was relocated to its present location because as far as he can recall, this relocation was never brought to the Committee’s attention and to find out from the records who authorized this new location. Mr. Seamans stated that a lot of this information was archived and that a lot of the people working on this project are gone. Chairman Bouchard stated that there were conversations going on between the designers and others regarding this particular issue. Chairman Bouchard stated that he felt that if it were to be moved that a location should have been selected to generate predicted electricity. He mentioned that a one hundred foot tower was called for but that a ninety foot tower got approved and he doesn’t even know if the Planning and Construction Minutes – June 22, 2005 Page 3. new location was looked at as an adequate spot to satisfy the requirements that this Committee was looking for. Chairman Bouchard stated that this needs to be relocated to work properly and someone, other than the City of Beverly, needs to pay for this. The application of the Conservation Commission may show where this was to be located in asking for an order of conditions. If this shows the same location as it is in now, the Committee needs to find out why it was changed and if this requirement was for a certain height as recommended by the manufacturer, it is ten feet shorter and someone should have found out if the new spot was adequate after spending $150,000.00 - $200,000.00 and having the specifications not be met. Mr. Seamans stated that this information is not in his files and may have been added to the plans and specifications after the job was on the street and is the reason why the tower came in as a change order. Chairman Bouchard thinks that this was put in as an alternate and was not part of the original plan. Mr. Seamans stated that he is holding an invoice in the amount of $2,600.00 while waiting for a credit in the amount of $2,000.00 from Flansburg and Associates. Chairman Bouchard stated that the Beverly Golf and Tennis Project is in State hands who say they are busy and will get to it when they can. Mr. Seamans stated that he recently found out that the bid was awarded to Campbell Construction of 131 Dodge Street, Beverly, the only bidder, for the Lynch Park Barn Roof Project but this Committee will follow the same direction as they always have. Chairman Bouchard stated that the bid, that came in as the base bid, for fixing Planning and Construction Minutes – June 22, 2005 Page 4. the skylight, the roof membrane and the two chimneys, came in at $149,000.00. An alternate bid was $154,272.00 and alternate number two came in at $205,232.00. The appropriation, being brought forth for a public hearing, is in the amount of $200,000.00 and is what the Mayor would like this to cost. If this entire project were done, as bid, it would cost in the amount of $509,000.00. As part of the bidding services, Tappe has checked with Decam and received the evaluation on Campbell Construction from two separate entities and found them to be a very good contractor. Chairman Bouchard stated that the Lynch Park Trustees, done by vote and letter, would be paying the debt service on this Project for $200,000.00 over the next twenty years. Mr. Griffin made a motion to make a recommendation to the Mayor that the contract be awarded to Campbell Construction for the Lynch Park Barn Roof and that it is based on the due diligence of research done by Tappe Associates for the award of the base bid only in the amount of $149,484.00. Mr. Maxner seconded. Four in favor, one abstained. (Mr. Skokski has abstained, as his firm is a client of Campbell Construction.) Chairman Bouchard stated that the breakdown of the $200,000.00, for budgetary purposes, the A&E costs on this project will be $42,650.00 and the general costs are $149,484.00 in order the keep this amount under the $200,000.00. This amount does include a five percent contingency as Chairman Bouchard feels that some rotted wood will be found. If the entire project was done at once, with the alternates, Chairman Bouchard feels that this would cost $607,000.00 total. This should curtail all leaks from the roof and help with the deteriorating condition of the building. This will enable the group to raise additional funds to bring it up to standards. Chairman Bouchard will follow up with this. Planning and Construction Minutes – June 22, 2005 Page 5. Chairman Bouchard reported that the Mayor transferred $250,000.00 to the school department for several projects, which include: 1. replacing the curtain in the auditorium, which they are doing on their own 2. to refurbish another area in a classroom for another cooking and culinary classroom. A team from SMMA will be looking in to this to make a determination about what needs to be done. This was intended to be done this summer so the classroom would be ready this fall. This project began in March 2005 with a memorandum from the Superintendent and a scope of services with some cost estimates and found out that $250,000.00 does not go very far at all. After a meeting with the th Superintendent and the Principal of Beverly High School on April 10, a sketch was drawn up with what they thought would work and then an authorization was given to proceed. An e-mail was sent out on th May 5 and Chairman Bouchard has not heard from anyone and then th after June 17, another e-mail was sent saying to go forward. The team was going come up with a design cost for this project and hopefully there will be enough funds left over after the installation of the curtain. Chairman Bouchard stated that in regard to the change-order with Massey, he is still trying to get a handle on the final cost for the shoring up on the High School Roof. He suspects that this could cost around $30,000.00. Massey thinks his costs would come in around $12,000.00. A payment of almost $10,000.00 has already been paid Planning and Construction Minutes – June 22, 2005 Page 6. to put up the staging and have received another invoice for $3,100.00 to have it taken down and removed. There was a $500.00/per month cost for the rental of the equipment. SMMA will have some additional design costs that have not been figured into the $30,000.00 cost as yet. Chairman Bouchard referred to correspondence that was received from SMMA about the joints that needed to be looked at again more closely and investigated and stated that they have done this and he is awaiting this report from them. There are ten connections that will need to be shored up, and nothing of this magnitude, but this cost could run $5,000.00 per connection. Chairman Bouchard stated that the intent that this design correction should be done this summer while school is out. Chairman Bouchard stated that the Council did approve the bond authorization for the $2.6 million plus the $1 million from the Centerville School, which will be transferred, for a total of $3.6 million for the Beverly High School Renovations and will be getting RFQ’s from those who are interested. Chairman Bouchard stated that he has no information about the Middle School Renovations. Mr. Seamans presented the following invoices for approval: 1. Flansburg and Associates #0026312 $ 190.51 2. Atech Autobody #2385 266.00 3. Creative Library #2651 4,226.71 4. Office Furniture #13807 11,020.00 5. Office Furniture #14203 1,560.00 Planning and Construction Minutes – June 22, 2005 Page 7. Mr. Maxner made a motion to pay the invoices as presented. Mrs. Sydorko seconded. All in favor. Motion passes. Mr. Maxner made a motion for this Board not to meet during the months of July and August. Mrs. Sydorko seconded. All in favor. Motion passes. Mr. Maxner made a motion to adjourn this meeting at 7:55 P.M. This motion was seconded by Mrs. Sydorko and carried unanimously.