10/28/2008 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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x ViI[age Place 1448 Turnpike Street,5 u1te 2.-1 1 South Easton,AAA 023751 T 508/238-50401 E 508/238-5042 associatesWWW. OMrD a.SSOEiate .com Mashpee Libraly ProLectdae Meetigg Aen da " October 28, 2008, 6: opm 'own #ieials Present Joyce Mason [ 1,Ren6 Read[ ],Catherine Laurent[ �,Helene DFue[ Committee Members Present Steve Cook,Chairman [ ],Iry Goldberg,Mice Chairman [ ,Janice Mills,Clerk[ ], Joe Prait[ 1,Sheldon Gilbert[ ],Tricia P rolsl i [ ],Kevin Shackett[ ],Eugene Smargon[ �. Manazement Team Present Richard Pomr y [] gen ds 1. Public LibraLr o Bid Results -- Attached please find the tabulation ofGC bid results. After the bid openings the onun.ittee.voted to accept Alternates 1 (Cupola) and 2 (wood Trellis) and not go forward with Alternate Limestone in leau of manufactured cast stone units). The lowest bidder'with Alternates 1 � and 2 is Bufftree Building Company, Inc out of New Bedford, MA with a bid price (including Alts 1 and 2) of $6,402,800.00. The bid percentage spread between the first bidders was $49,200.00 or less than 1.00%. This is a very low percentage spread and reflective on the quality of the documents. o Bid Form Review and DCAM Checks — PA. reviewed the GC and Filed-Sub bid form and DCAM checks and all gids are acceptable. (See Attached Report) o deference Cheeks — Reference checks were performed on the GC and selected'Filed-Subs. (See Attached Report) o HVAC Bid protest --- Discussion on D.D.S. Industries and Superior Sheet Metal. Protest is being heard at the AG's office on 10/30/08. Counsel recommends proceeding with low Filed-Sub at this time. Impact of protest could increase GC contract by $75,060.00. o Comrfflttee to Vote to Award—Appropriate to vote to award the contract to Bu tree. o Presentation to Selectman and Notice to Proceed — Should occur at the Nov' P Selectman' Meeting. o Material Testing Bids—Presentation of results and recommendation of award. Vote appropriate. o LEER] Certification—HD, SC and RP attended the LEER Grant workshop on 10/16/08. Discussion. o Second 0% Payment by MBLC—will occur after the contract is signed and building permit issued. o Project Budget — The project budget has been adjusted to reflect the GC bid amounts including the Alternates 1 and 2. Over the nett month the budget will be adjusted in areas required and a final budget breakdown will be presented to the Committee. Given the recent bids, assumed adjustments and further information regarding IT and F,F&E we expect to see a Contingency of approximately 10 to 12% of the GC contract value. o Construction Schedule — The Team (JSR, Bufftree and PA will be conducting a Pre-Construction Meeting this Thursday and more information will be available after this meeting. o Project Invoices—Presentation Open Discussion P rnroy Associates—Project Update-Library— 10128108 Meeting Agenda Page t of I