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2008-09-17 City of Beverly Planning and Construction Committee Minutes September 17, 2008 A Meeting of the Planning and Construction Committee was held on Wednesday, September 17, 2008 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Ed Doherty, Cheryl Sydorko, Bob Griffin, Dan Skolski and Maureen Hobin. Others Present: AI Calcagno, Heerey International, Peter Seamans, and Cheryl La mont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Doherty made a motion to approve the minutes of April 23,2008 as presented. Mrs. Hobin seconded. All in favor. Motion passes. Mr. Doherty made a motion to approve the minutes of June 18, 2008 as presented. Mrs. Hobin seconded. All in favor. Motion passes. Planning and Construction Minutes - September 17, 2008 Page 2. Mr. Doherty made a motion to approve the special meeting minutes of June 26, 2008 as presented. Mrs. Hobin seconded. All in favor. Motion passes. Mr. Seamans presented the following invoices for payment: VENDOR INVOICE # AMOUNT Tappe and Associates 0080603 $ 193.01 (1) Heerey International 5 16,000.00 (2) Heerey International 6 64,000.00 (3) Heerey International 7 16,000.00 (4) Heerey International 8 25,047.00 (5) Heerey International 9 26,432.18 (6) Heerey International 10 22,500.00 (7) Heerey International 11 46,550.00 (8) Mt. Vernon Group 16 90,282.89 (9) Mr. Vernon Group 17 82,755.21 (10) (1) This represents the period of time from June 1 -June 30, 2008. (2) This represents the period of time from January 1 - February 29, 2008. (3) This represents the period of time from March 1 - April 30, 2008. (4) This represents the period of time from May 1 - June 30, 2008. (5) This represents the period of time from September 9, 2007 - May 23, 2008. (6) This represents the period of time from May 24 - June 30, 2008. (7) This represents the period of time from July 1 - July 31, 2008. (8) This represents the period of time from August 1 - August 31, 2008. Planning and Construction Minutes - September 17, 2008 Page 3. (9) This represents the period of time from June 1 - June 30, 2008. (10) This represents the period of time from July 1 - July 31, 2008. Mr. Doherty made a motion to ratify approval of payments of these invoices as presented. Mrs. Hobin seconded. All in favor. Motion passes. Chairman Bouchard stated that there four bids had been received for the Beverly High School Project and asked board members if they had any questions. He stated that, at this time, they were all being taken under advisement. He also stated that some protests have been filed. Mr. Doherty stated that he felt that was to be expected. Mr. Griffin asked what were the protests. Chairman Bouchard stated that he had just received them and that he hadn't had a chance to look them over. Chairman Bouchard stated that one was Brate Building protesting J & J for a late filing and another protesting floor coverings. Chairman Bouchard stated that they were all being reviewed by the City Solicitor and the parties to be. Chairman Bouchard stated that generally speaking, the low base bid is above the sixty-five million and add thirteen million on top of that amount for the soft cost and that is where the Project is at. Chairman Bouchard stated that those numbers are being reviewed and worked out and is a function of what percent reimbursement MSBA will give the City and how much debt the City will owe. Planning and Construction Minutes - September 17, 2008 Page 4. Chairman Bouchard stated that between the first and second bidder, if alternate one was added, there was only a difference of $17,000.00. Chairman Bouchard stated that the low bidder for the base bid and alternate one was Brate Builders and the low bidder for alternate two and three was J&J/SMI, Joint Venture. Mr. Griffin stated that by looking at the table it appears that MSBA guidelines are much smaller and are at a 2: 1 ratio. Chairman Bouchard stated that MSBA is using a new format and the old system had a square foot allowance. He also stated with the change of construction regulations and MSBA guidelines this is still in the process of being revamped. Mr. Griffin would like an explanation of this at the next meeting. Mr. Seamans stated that a final pay request has been received by Pascucci regarding the light in the hallway at the Beverly Farms Library. Mr. Seamans stated that since this project has been completed this final check was released to them. Mr. Seamans stated that the fan window that was sent out for fabrication has been reinstalled. The recommendation was that the Plexiglas guards/shields that were placed around that window during renovation remain in place to protect the window from the airlock. Mr. Seamans stated the City Solicitor has asked him to look at the Centerville and North Beverly Schools in response to Mr. Daignault's reports about handicapped accessibility, and divide a list into two categories; those which are the responsibility of the user, in a maintenance and layout perspective and those which are design and execution. Mr. Seamans has done that and the next step is to determine those items that are significant and others of less importance. Planning and Construction Minutes - September 17, 2008 Page 5. Mr. Griffin asked if there have been any complaints of users in these two buildings and Mr. Seamans stated there have been no complaints. Chairman Bouchard stated that Mr. Bruno gave a letter of commendation for the work that was done at the Beverly Farms Library. Chairman Bouchard stated that because of a conflict, Mt. Vernon representatives could not attend tonight's meeting. Mr. Doherty made a motion to adjourn this meeting at 7:18 P.M. Mrs. Hobin seconded. All in favor. Motion passes.