HomeMy WebLinkAbout2014-10-30 ad Hoc - Library Building Committee Minutesr
Town of Reading
y Meeting Minutes
Board - Committee - Commission - Council: C
.- , ",DING. Mass.
Ad Hoc Library Building Committee A
Date: 2014 -10 -30 Time: 7:00 PM j�iS FES
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street
Purpose: General Business
Attendees: Members - Present:
Rachel Baumgartner, Nancy Twomey, Cherrie Dubois, Jane Kinsella, Greg
Stepler, Karen Herrick
Members - Not Present:
David Hutchinson, Bob Newton
Others Present:
Alice Collins, Ruth Urell, Joe Huggins, Evan Warner, Michael Scola, Paula
Schena
Minutes Respectfully Submitted By: Secretary
Topics of Discussion:
Discussion /Action Items
Evan Warner noted that the temp space is nearly complete. Rear storage and egress issues
need to be completed. The movers and staff are doing a great job.
Ruth Urell noted that they moved 120,000 books. The desks have been moved and
shelving has been set up. The movers will be done tomorrow. The Facilities Department is
moving the book drops, planters, etc. The reference desk has been moved in and
programming is continuing.
Evan Warner noted that they have a restricted certificate of occupancy for employees only.
They have a finished executed contractor for moving - Meyer. The Town fiber brought in
phone /data complete. He received file sub bids. He received general bids and they are
favorable. There is a protest by the second lowest HVAC bidder. The hearing is next
Wednesday at the Attorney General's office. The issue is the written number and actual
numerical number did not match.
Future activities include completing the temp space; resolve the protest; award the contract
to the General Contractor; and meet with neighbors.
Rachel Baumgartner asked if bid protests are common and if they are easily resolved. Evan
Warner noted that they are not uncommon. The Attorney General's office expedited the
hearing. The difference is $600,000 less. The higher number is still the lowest number.
Evan Warner noted he is pleased with the bid results and that Delphi Construction is the
apparent low bidder at $12,248,800 for a base bid with Alternate #1 at $12,485,800; and
Alternate #2 at $12,549,800. The next step to sign the contract and then changes will
come in as change orders. He recommends that the Town Manager authorize someone to
approve change orders up to a certain dollar amount to keep the work flow going.
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Library Building Committee Minutes - October 30, 2014 - page 2
Evan Warner asked if we should go with alternate #1 and /or alternate #2. Rachel
Baumgartner noted that Nauset had numbers only and Evan Warner noted that was correct
that they left out the written value. Since they are #4 it's not important.
A motion by Dubois seconded by Stepler to offer the contract to Delphi as the first
choice; G &R as the second choice; and CTA as the third choice was approved by a
vote of 6 -0 -0.
Alice Collins asked if there is a process to make sure that they executed what they did on
past projects and Evan Warner noted that we went through a prequalification process prior
to this.
A motion by Dubois seconded by Stepler that we do alternate #1 and alternates
#2 in order of aualification regardless of which three contractors we sign the
contract with was approved by a vote of 6 -0 -0.
Karen Herrick asked what happens when they break ground and start finding other things.
Evan Warner noted that if we accept the alternates the contract amount will be for the total
amount of $12,549,800 and that locks in that price. Karen Herrick noted that the
construction contingency of $1.260 million is 10% less than $12,549,800 and the goal is not
to spend all of the money. Cherrie Dubois noted the goal is to get the project done. Ms.
Herrick disagreed. Evan Warner noted the savings got dispersed elsewhere in
administration costs, builders risk insurance. The building is on the National Registers so
the cost is higher - approximately $80,000.
Greg Stepler asked if 10% contingency is the right number because he usually carries 3%
on new and 5% on old. Evan Warner indicated it is correct. The company standard is 2% -
4% on new and 5% - 6% on renovations. This is a mixture of both and there are minimized
risks and unknowns.
Rachel Baumgartner asked if we want to put back the conveyor and Evan Warner noted that
we will focus on the RGIF tagging, and auto handling system. These are place holders.
Greg Stepler asked if they are in the base cost and Evan Warner noted that the "wings" that
you walk through and alert the staff is in the base cost.
Karen Herrick noted that voters were told there was plenty of contingency. Vicki Yablonsky
responded that the people were told they will get the best Library within budget and the
Town approved two debt exclusions for that.
Mike Scola noted that he represents the Town's Climate Advisory Committee. He asked if
the electrical bid has been awarded to Griffin and Mr. Warner indicated no bids have been
awarded yet. Mr. Scola indicated he will want to work with the electrician and ask if they
will substitute the light poles. Rachel Baumgartner indicated that the Town Manager said
not to discuss this until the bids have been awarded. Evan Warner noted it was unfortunate
that he is just hearing about this now. When we start moving forward, if there are fixture
products that the architect can review then maybe we can consider substitution.
Rachel Baumgartner noted that we have to wait for the hearing next week before the Town
Manager can award the contract. She asked if we will be meeting on November 6th and Mr.
Warner indicated we will not. The Committee will meet in December. There will be a
neighborhood meeting with a few weeks.
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Library Building Committee Minutes - October 30 2014 -image 3
Approval of Minutes
A motion by Baumgartner seconded by Dubois to approve the minutes of August 5
2014 as amended was approved by a vote of 6 -0 -0.
A motion by Herrick seconded by Steoler to approve the minutes of August 21
2014 was approved by a vote of 6 -0 -0.
A motion by Dubois seconded by Herrick to adiourn the meeting at 8.25 p.m. was
approved by a vote of 6 -0 -0.
Respectfully submitted,
Secretary
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