Loading...
2007-04-18 City of Beverly Planning and Construction Committee Minutes April 18, 2007 A Meeting of the Planning and Construction Committee was held on Wednesday, April 18, 2007 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Rod Maxner, Cheryl Sydorko, Tim Brennan, Maureen Hobin, Bob Griffin and Dan Skolski. Others Present: Tom Ellis from Heery International, Dennis Daly and William Peters from the Mr. Vernon Group, Joan Liporto, School Department Business Manager, Peter Seamans and Cheryl Lamont. The Meeting was called to order at 7:05 P.M. by the Chairman, Mr. Ray Bouchard. Mr. Maxner made a motion to approve the minutes of March 21, 2007. Mr. Skolski seconded. All in favor. Motion passes. Mr. Seamans stated that he had no invoices for payment, but that he did receive two credits from Tappe. One was for an invoice Planning and Construction Meeting Minutes - April 18, 2007 Page 2. overpayment and the other credit looks like billing for services already rendered. He has asked them for an explanation for both. Mr. Seamans stated that he has a contract for additional work to fix the water infiltration problem but since the weather has been uncooperative, this will have to wait. Mr. Daly, from the Mt. Vernon Group, said that they have been proceeding with the schematic designs for the Beverly High School Project. He passed out a set of drawings to board members and said that they gave a presentation yesterday to Heery International, which included site and civil engineering aspects of the design. Each engineer gave the architectural, structural, mechanical, electrical, plumbing and fire protection presentations. Chairman Bouchard asked with regard to the project schedule, where they stand on that issue. Mr. Daily responded that they are right on target and this was the week they planned on meeting with the estimators and they were very pleased with the level of detail in the package they received. Mr. Daily stated that a full tour was given of the existing conditions with their chief estimator and their architectural estimator so they could have a good sense seeing it firsthand and understanding the problems such as the water damage that had been caused by coming through the existing building. Chairman Bouchard stated that Heery representatives would be bringing a copy of the project scheduling as well as the project budget. Planning and Construction Meeting Minutes - April 18, 2007 Page 3. Mr. Griffin asked how they ended up with a cost estimator from Maryland. Mr. Daily stated that Heery International is an international group and their estimating department is headquartered in Maryland. This group has a great familiarity, not only with the New England market, but Massachusetts in particular. Chairman Bouchard stated that Heery International, by contract, is responsible for project estimates. Chairman Bouchard stated that Mt. Vernon just opened sub-bids in Manchester. Mr. Daily stated that overall these came in right on target with their estimates. Mr. Ellis passed out site plans to board members and explained various aspects of the plans. Mr. Griffin stated that he had concerns about the traffic flow. Chairman Bouchard stated that this was still being developed and that a meeting had taken place with the transportation office. Chairman Bouchard stated that the City would be doing some modifications to Sohier Road and that Frank Killilea and Mike Collins are working on that project. Chairman Bouchard stated that the City would be doing the drainage on the North Beverly brook. Chairman Bouchard stated that there were monitoring wells put in along the brook for the contamination allegedly caused by Varian. Mr. Maxner asked about the staging area and is assuming they will be losing the baseball fields. Mrs. LiPorto stated that arrangements are being made to relocate these. Mr. Ellis stated that the more space that can be given up to the project would allow less money on phasing and more money for the building. Planning and Construction Meeting Minutes - April 18, 2007 Page 4. Mr. Ellis stated that during the design phase and MSBA requirements, they would be pulling together a lot of documents in preparation for cost estimates. Mr. Ellis stated that he would bring copies of the project schedule and invoice schedule. Chairman Bouchard stated that the contracts with the architects/engineers and the OPM have been signed. Mr. Ellis brought the following invoices for review and approval: Vendor Invoice Number Amount Mt. Vernon Group 1 $164,959.92* Heerey International, Inc. 1 100,000.00** *This invoice is from December 1, 2006 - March 31, 2007. Mr. Maxner made a motion to approve payment for this invoice as presented. Mrs. Sydorko seconded. All in favor. Motion passes. **This invoice is from September 1, 2006 - March 31, 2007. Mr. Maxner made a motion to approve payment for this invoice as presented. Mrs. Sydorko seconded. All in favor. Motion passes. Chairman Bouchard stated that Mr. Seamans will process future invoices but they will come from the OPM, go to MSBA, and will be processed by wire transfer. Planning and Construction Meeting Minutes - April 18, 2007 Page 5. Mr. Griffin stated that he is concerned about the cost contingencies being carried at this time. Mr. Ellis stated that there are a number of different types of cost contingencies. One of them is the design contingency, which will actually reduce, as we get closer to the finished estimate, because more will be on the drawings making them more clearly defined. Mr. Ellis stated that there would be construction contingencies that are in the budget that will not be part of the estimate but will be dealing with changes after the construction process. He stated they would also be carrying installation for anticipated increases in construction materials and labor between now and the mid-point of construction. Chairman Bouchard stated that Heery International is responsible for the budget and in the package, which was handed out at the first School Building Meeting, was a copy of that budget and it addresses the contingencies. Mr. Griffin stated that he noticed a 70/0 (7.50/0) construction contingency which, at this percent of the project, seems small and he thinks that the downside would be over budget is much greater than the downside of being under budget so he would recommend that the contingency be increased to 100/0 - 150/0. Mr. Ellis stated that historically construction contingencies are a function of what happens after the project is bid. He sees three major components going into this: 1. errors and omissions 2. unforeseen conditions 3. owner changes Planning and Construction Meeting Minutes - April 18, 2007 Page 6. Mr. Ellis stated that historically on brand new construction and a good set of documents that are reviewed well with a good architect, 50/0 is a reasonable contingency. Mr. Griffin stated that at the end of the process he would agree, but he feels that at this point, a significant part of this project is renovation and new construction and feels that they will be treading in dangerous waters with this low contingency. Chairman Bouchard stated this project costs $65,000,000.00 and this amount should be worked backwards. He stated that all prior projects before this committee always had that type of contingency to begin with and then as the process moved along and design development documents came to the point where you could do take offs instead of doing square footage estimates, then you were able to start reducing this. Mr. Griffin stated that this committee has a good record of owner instigating changes. Mr. Ellis stated that sometimes the right decision is to make a change and have that money to be able to make those decisions as you go forward. Chairman Bouchard stated that by next month's meeting, Heery International would have had a chance to run through 300/0 drawings and do an estimate on that and be able to project where this project is going. Mr. Maxner made a motion to adjourn this meeting at 7:40 P.M. Mrs. Sydorko seconded. All in favor. Motion passes.