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2008-01-23 City of Beverly Planning and Construction Committee Minutes January 23, 2008 A Meeting of the Planning and Construction Committee was held on Wednesday, January 23, 2008 at 7:00 P.M. at the Beverly Public Library, 32 Essex Street, Beverly, MA. Members Present: Chairman Ray Bouchard, Cheryl Sydorko, Bob Griffin, Dan Skalski and Maureen Hobin. Others Present: AI Calcagno, Heerey International, AI Cuevas, Mt. Vernon Group, Peter Seamans, Art Daignault and Cheryl Lamont. The Meeting was called to order at 7:00 P.M. by the Chairman, Mr. Ray Bouchard. Mrs. Sydorko made a motion to approve the minutes of October 17, 2007 as presented. Mr. Skalski seconded. All in favor. Motion passes. Mr. Griffin made a motion to approve the minutes of November 15, 2007 as presented. Mr. Skalski seconded. All in favor. Motion passes. Planning and Construction Minutes - January 23, 2008 Page 2. The following invoice was presented for payment: Vendor Invoice Number Amount Ta e Associates 0071216 $411.90 Mr. Griffin made a motion to ratify payment of this invoice as presented. Mr. Skalski seconded. All in favor. Motion passes. Mr. Seamans stated that when this group approved the work by Lynn Hubby Studios to repair the fan window at the Library entrance, the sense of this group was to treat that as a change order to the contract and run that through Pascucci Brothers. Instead this was contracted directly through the Library and Mr. Seamans has asked for a copy of the contract/purchase order under which this was ordered with a signature showing that this work has been completed. Mr. Seamans is expecting an invoice for around $1,300.00. The following invoice was presented for payment: Vendor Invoice Number Amount Heerey International* 4 $128,000.00 *This represents the period of time from November 1, 2007 - December 31, 2007. Planning and Construction Minutes - January 23, 2008 Page 3. Mr. Griffin made a motion to ratify payment of this invoice as presented. Mrs. Sydorko seconded. All in favor. Motion passes. The following invoice was presented for payment: Vendor Invoice Number Amount Mt. Vernon Group* 9 $241,433.44 * This represents the period of time from November 1, 2007 - November 30, 2007. Mr. Griffin made a motion to ratify payment of this invoice as presented. Mrs. Hobin seconded. All in favor. Motion passes. The following invoice was presented for payment Vendor Invoice Number Amount Mt. Vernon Group* 10 $152,776.63 *This represents the period of time from December 1, 2007 - December 31, 2007. This will bring the contract documents to about 700/0. Mr. Griffin made a motion to approve payment of this invoice as presented. Mrs. Hobin seconded. All in favor. Motion passes. Chairman Bouchard stated that he thought all board members were up to date with the project because of the High School Committee Meeting that was held the previous Thursday evening. Planning and Construction Minutes - January 23, 2008 Page 4. Chairman Bouchard stated they are in the process of soliciting prequalification RFQ's for the general contractor as well as for the su b-contractors. Chairman Bouchard stated that on February 1, 2008 would be the first meeting with MSBA, which will be held in their office on Broad Street in Boston. He is hoping to get a sense from them of their timeline with regards to this project. This project is still scheduled to be put out to bid in the spring. Mr. Calcagno stated that Heerey International has received approximately 750/0 of the documents from Mt. Vernon Group and encourages all board members to make any comments/suggestions by the second week of February. Mr. Calcagno stated that they would be bringing their engineer during the first week of February to have an internal concentration of those files. Chairman Bouchard stated that as alternates to the bid, there will be an alternate bid for terrazzo flooring throughout the building as opposed to some terrazzo and tile as it stands now, as well as the athletic fields. They are now discussing a press box, stands lights, changing and showering areas which is being added to the NOI that is schedule to go out shortly. Chairman Bouchard stated that there is some discussion about having one NOI for the entire project or separate NOI's for various portions of the project. Chairman Bouchard stated that they are striving to get the order of condition as part of the contract and not included as an addendum. Planning and Construction Minutes - January 23, 2008 Page 5. Chairman Bouchard asked about EMF or state filing and asked Mr. Cuevas to check on this and he remembers that it had something to do with parking. Mr. Cuevas stated that they will be less impervious and the parking is being duplicated and because these areas are not being increased is the reason there is no need for it. Mr. Cuevas assured board members he will check into this again. Mrs. Hobin made a motion to adjourn this meeting at 7:23 P.M. Mrs. Sydorko seconded. All in favor. Motion passes.