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2002-06-19 Planning & Construction Committee Minutes June 19, 2002 A Meeting of the Planning & Construction Committee was held on Wednesday, June 19,2002, at 7PM at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Ray Bouchard, Maureen Hobin, Cheryl Sydorko, Robert Griffin, Rod Maxner, Tim Brennan and Debbie Comeau Others Present: Peter Seamans, Ron Bouchard, Judy Mulligan, Sam Bird, Pete Gaudreau The Meeting was called to order at 7:05 PM by the Chairman, Mr. Bouchard. Mr. Seamans presented his report to the Commission on the status of the school building projects. Mr. Bird presented prioritized punchlists, including approximate costs, on Hannah and Cove Schools. Seven-day Notices have been sent to the contractor for each school. There is a new Project Manager for the two schools and he has submitted a schedule to Flansburgh for completion of the punchlists. The Commission has asked Flansburgh for a summary on each of the schools detailing the status of each school. This summary should contain recommendations from Flansburgh on those issues at each school that need completion and what we can do to obtain completion. The Commission would like to see the City submit for reimbursement on each of the renovated Schools in the next couple of months. The Treasurer's Department will be responsible for seeking reimbursement. The City is currently receiving reimbursement based on costs filed in 1996 for the schools. Once the next step is completed, full reimbursement of what the City is entitled to will be realized. Mr. Maxner made a Motion to approve the Minutes ofthe April 17, 2002 meeting. The Motion was seconded by Mr. Griffin and carried unanimously. Mr. Maxner made a Motion to approve the Minutes of the May 22,2002 Meeting and to also ratifY those Minutes to approve the Invoices presented at that meeting. The Motion was seconded by Ms. Sydorko and carried unanimously. Mr. Bouchard updated the Commission on the following items: High School Boilers - A contract has been signed. A schedule of work will be forthcoming in the next couple of days. Beverly Golf & Tennis - The Commission is in receipt of a letter dated May 29,2002 from Gale Associates outlining the schedule for engineering, design and bid phase services. Public Safety Facility - Revised plans have been done with lack of communication as to where the dispatch center would be located. Commission has received a memorandum from Donham & Sweeney. Centerville School - Quotations have been received for testing services. Flansburgh Associates recommends that UTS be hired for $10,821.00. Mr. Brennan made a Motion to accept this recommendation. The Motion was seconded by Mr. Maxner and carried unanimously. The Commission is in receipt of a letter dated June 5, 2002 regarding the "Green Schools Grant" from the MTC for Centerville School. Minutes June 19, 2002 Page Two The Commission is in receipt of a letter dated May 30, 2002 from William Lupini to DOE requesting a waiver on the allowable square footage for the Centerville Elementary School. Flansburgh Associates provided the Commission with a document containing "General Bids Results" for Centerville Elementary School. AMG Construction Co., Inc. was the low bidder with a bid totalling $8,679,000.00. The Commission is in receipt of a letter dated June 19,2002 recommending that AMG Construction Co., Inc. be awarded the construction contract on Centerville School. Flansburgh Associates provided the Commission with a copy of the "Mission Statement" presented on the MTC Green Schools initiative. Also distributed was a memorandum from Michael Harrison outlining Alternate No.1, No.2, No.3 and No.4 of the MTC Grant. Mr. Bird pointed out to the Commission that if we do not go along with Alt No.2 in addition to AIt No. I, this will greatly alter the terms of the MTC Grant. The City has been awarded the Contruction Grant up to $500,000. The whole cost ofthis project is approximately $702,000. The Commission recommended that Alt No.2 be constructed as a separate contract to reduce the costs of the project. Ms. Sydorko moved that based upon the due diligence research conducted by Flansburgh Associates and their written recommendation dated June 19, 2002, the Planning and Construction Committee recommends that his honor the Mayor award the contract for additions and renovations of the Centerville Elementary School to AMG Construction Co., Inc., 33 I Page Street, Stoughton, MA 02072 for the as bid contract price with Alternate #1 in the total amount of$9,239,000.00. The Motion was seconded by Mr. Maxner and carried with one opposed. The budget for the Centerville School Construction Project will be set when more information is available. The Commission took a few moments to give their Thanks and Appreciation to Judy Mulligan for all her hard and diligent work for the Commission. Thank You Judy, we will miss you..... The following invoices were presented for payment: I . Flansburgh Associates 2. Flansburgh Associates 3. Flansburgh Associates 4. Flansburgh Associates 5. Flansburgh Associates 6. Flansburgh Associates 7. Flansburgh Associates 8. Flansburgh Associates 9. Flansburgh Associates 10. Flansburgh Associates II. Flansburgh Associates 12. Flansburgh Associates 13. Essex County Newspapers 14. BFS Business Printing 15. BFS Business Printing 16. BFS Business Printing 17. BFS Business Printing 043002 0023938 0023939 0023940 0023942 0023941 0023943 0023980 0023981 0024024 0024022 0024023 407776 244882 244883 244884 246676 NO CHARGE $ 141.79 1,440.00 33,408.00 255.00 459.12 162.20 1,470.00 43.49 7,025.00 5,681.52 8,914.16 144.65 945.28 245.00 691. 72 551.19 Minutes June 19,2002 Page Three 18. BFS Business Printing 19. LCN 9700A 1,696.00 880.00 Mr. Maxner moved that the invoices be approved as presented. The Motion was seconded by Ms. Sydorko and carried unanimously. Ms. Mulligan presented the Commission with a bill from the School Department for overtime paid to school department employees to prepare the Cove School for its opening in September. Mr. Maxner made a Motion that the Commission approve payment ofthe overtime. The Motion was seconded by Ms. Sydorko and carried unanimously. The meeting was adjourned at 8:5"0 PM by a unanimous vote. Respectfully submitted, [) ~'lCA OmfU/ Debra Comeau Secretary