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Municipal Renovations Committee
Minutes of Meeting
Thursday, 01.29.09
6:30 PM Mayor’s Office
Members Present: Ed Cook, Alan Zordan, Is Temkin, Bill Hill, Mayor Bingham, Tom Jerram, Mike Clark
Also Present: Stephen Nocera, Mayoral Aide; Lorel Purcell, and Robert Prentis of O&G; Robert Roach, and Brian Solywoda Friar Associates, Jerry Rollett, Public Works Director
1.The meeting was opened at 6:30 PM, on a motion from Mayor Bingham Seconded by Mr. Cook.
2. The Minutes of the MRC Meeting of 01.15.09 were approved on a motion from Mayor Bingham seconded by Mr. Cook .
3. Lorel Purcell introduced Robert Prentis to the MRC and indicated that she will be passing on O&G’s responsibility to Robert as the Construction Project Manager as the project evolves into its next phase with the onset of construction activity. Ms. Purcell indicated that she will be available as and if necessary, to answer questions relating to questions regarding the Pre-Construction phase of the project. The effective date of the change will be during the month of April, 2009 Mr. Prentis is a Professional Engineer with a Bachelors Degree in Civil Engineering from Manhattan College, and a Masters Degree in Civil Engineering from Rutgers University.
4. A presentation of bids submitted for moving City Hall contents to the temporary City Hall site on Field Street was made by Mr. Clark. He stated that bids were presented by BKM for $48,800.00, Sterling Moving & Storage for $75,000.00, Siracusa Moving & Storage for $72,476.00,Lippincott Van Lines for $63,500.00, William B. Meyer for $59,900.00, Insalco Corporation for $193,500.00, Commercial Moving Services for $44,677.00, Nationwide Moving and Storage for $41,136.00 and Daley Moving for $48,000.00. There were no local bidders within the 6% City Bidder Preference Program guidelines. Mr. Clark recommended that the MRC consider Commercial Moving Services for the job. Although they were not the lowest bidder, they were allocating double the personnel of the lowest bidder, Nationwide Moving and Storage.
CMS was allocating that staffing level for all 5 days scheduled for the move, Nationwide was projecting completion of the move in four days, with diminishing staffing levels during those four days. Mr. Clark stated that at the bidder walk through exit interview, there was unanimous agreement among bidders that the project could not be accomplished with five days unless nonessential materials were moved ahead of time. That advice was taken and an addendum to the bid was published making that provision. Given that advice from experts in the field, Mr. Clark stated that he was concerned that Nationwide Movers had underestimated the Scope of the Work, which could result in large cost over runs to the City. CMS also proposed using smaller vans to allow more loading/offloading flexibility. The difference in cost between CMS and the lowest bidder, Nationwide is $3541.00. A motion was made by Mr. Jerram to approve the bid from CMS, the motion was seconded by Mr. Cook. The
approval by the MRC membership was unanimous.
5. Mr. Roach made a presentation of the 99% Design completion to the MRC: detailed plans for every area of City Hall were reviewed. Mr. Cook questioned the need for a separate bathroom facility for the Traffic Controls area since ADA compliant bathrooms were located across the corridor. Mr. Cook stated that the traffic controls seldom require personnel attendance and he felt there could be a budget savings if the bathroom were removed from the project. Mr. Cook questioned the need for awning windows in the City Council area since the renovated building would be air-conditioned and have a fresh air system to ensure air quality. Mr. Clark questioned the foundation plan for the 2nd floor fire escape, sighting the potential expense if contaminated soil were discovered during excavation for the foundation. Mr.
Hill and Lorel Purcell stated that cost estimates included removal of all excavated soil under the assumption of pollution; a worse case scenario. Mr. Cook questioned the use of plexi-glass as a means of code compliance in the front stairwell. He felt the material lacked long term ascetic acceptability. Mr. Roach and Mr. Solywoda stated that laminated glass might be an acceptable material and they would investigate that alternative. Mr. Clark suggested that a trim piece be placed along the top edge of the glass panels to guard against chipping; Dr. Temkin questioned the ability to clean the glass area, given the limited space between glass and railing components. Mr. Prentis stated that there was approximately 2” between the areas which should be adequate. Mr. Hill suggested that a vapor test be performed in all areas of exposed concrete. He stated that the tests were inexpensive and could prevent costly repairs in the renovated building. He further
stated that existing infrastructure be “scoped” to verify their condition before attaching renovation plumbing to them.
6. Under Other Business:
A. Mayor Bingham suggested that at this time in the project it would be appropriate to conduct a thorough review of project expenditures to date as well as an analysis of planned expenditures and estimated costs for the next phase of the project, i.e. construction bid/initiation. He expressed his approval of efforts to-date regarding cost control and budget oversight, however, given the current economic environment he asked the MRC to make additional cuts to the project. He stated that he felt tight project management, plan reviews and more advantageous labor/materials costs could result in additional project savings of up to $300,000.00. He asked Mr. Clark to form a task group to accomplish that goal, and to report the results of the task group to the full MRC at the next meeting on February 12th. He instructed Mr. Clark not to consider any cuts effecting quality of materials or design.
B. Ms. Purcell stated that construction bids would be advertised within the next several days, and noted that the normal charge for bid sets was $150.00 each. She asked if the City would offset that amount and the MRC agreed to sell bid sets at $100.00 each, with the remaining costs paid for by the project.
C. Mr. Clark asked for volunteers to work on the budget task group with him. Mr. Cook, and Mr. Zordan volunteered. Mayor Bingham volunteered to participate in whatever way need and schedule allowed.
The meeting was adjourned at 7:50 PM on a motion from Mayor Bingham seconded by Mr. Zordan..
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