Advisory Board Meeting - November 30, 2015

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Advisory Board Meeting Minutes

Monday, November 30, 2015

The MetroWest Regional Transit Authority (MWRTA) Advisory Board met on Monday, November 30, 2015 at 3:30 pm, at 15 Blandin Avenue, Framingham, MA, at the call of Mr. Joe Nolan, Chair.2

In attendance were: Edward Carr/MWRTA Administrator, Patrick Moynihan/MWRTA Counsel, Joe Nolan, Chair/Wayland, Jay Marsden, Clerk/Holliston, Ed Burman/Ashland, Kathleen Bartolini/Southborough, Cheryl Tully Stoll/Framingham, Deb Galloway/Sudbury, Susan Stocker/Sudbury ADA member, Toni Wolf/Weston, Harold Rhodes/Milford. Charlie Hughes/Natick arrived @ 3:40 pm.

MWRTA Consultant: John Glynn.

MWRTA Staff: Eva Willens, Carl Damigella, Sara White, Kendra Dufour and Joy Glynn.

The meeting was called to order at 3:33 pm.

Mr.Nolan declared a quorum was present, announced the agenda and requested a roll call.

Order of Business:

Advisory Board vote is required.

Minutes of the previous meeting:

Waived to next meeting.

Public Comments:

A request was made by Joe Nolan to hear any public comments or questions from the audience. Hearing none, the meeting proceeded.

Administrator’s Report:

Waived.

New Business:

Mr. Carr: As the Board is aware, the statute lists 4 responsibilities of the Advisory Board.

-Set Fares

-Advocate for communities

-Hire and fire the Administrator

-Approve budget

The Board, according to the MWRTA By-Laws, also must approve contracts over $500,000.00.

The contract for CNG/Bus Wash is in the $2M range via RFP process. Administrator is seeking approval to move forward.

Mr. Moynihan: Bid under Chapter 149 A-F MGL and compliant w/Federal statute, the MWRTA advertised on October 4, 2015 in the Central Register. Two bid conferences were conducted onsite at 15 Blandin Ave. on October 21st & 28^th. Four Addenda were added to the specs. MWRTA received File Sub Bids (FSBs) on November 5^th for the following: 1 for Plumbing, 2 for HVAC/Mechanical and 7 for Electrical, for a total of $424,850.

Following review of the FSB results, all low bidders were deemed to be qualified.

Questions from the Board:

Sheryl Tully Stoll: Dagle was the low FSB, why weren’t they selected for the Electrical?

Pat Moynihan: Dagle declared they were exclusive to themselves, therefore, they would not perform the Electrical FSB under another G.C. Dagle was not the low G.C. bid.

-Bidding was robust, w/8 bidders. High to low was 16%. The top 5 were 5%, range. Between 1^st two bids was only 1.2% … this was a good bid.

-Low bid was Construction Dynamics @ $2,186,000

-Alternate for $127,000 for additional site work, if deemed necessary.

-We are asking the Advisory Board to approve the low bid @ $2,186,000

-DBE of 3.4% from the low bidder.

-DBE has checked out by SDO office.

-References have been checked and are good.

-Bid protests, were to have been received by or on November 12^th. None were received. No questions as to the process.

-Protests could still be received at any time prior to signing of the contract.

Joe Nolan/Chair: Noted the arrival of Charlie Hughes/Natick to the meeting.

Cheryl Tully Stoll: Are you forced to select the lowest bidder?

Pat: Yes, the lowest qualified bidder.

Harold Rhodes: I would like to know more about Construction Dynamics …

Mr. Moynihan: Requested DCAMM report from the Construction Dynamics bid package.

Discussion ensued among the board with regard to the bid and to bring Charlie Hughes up to date with prior discussions of the meeting.

Charlie Hughes asked about the cost of the project and Mr. Glynn stated $2 million of funding is in place through grants for the project. Mr. Hughes also asked what the alternate bid was. Mr. Carr stated that this was in place for the project, but was not necessarily going to be used.

Charlie Hughes: How long will the project take?

Mr. Carr: Certain phases of the construction is anticipated to be completed by the end of March 2016.

Discussion of General Contractor ensued, including G.C. DBE goal.

Charlie Hughes: When will the contract be awarded and what is the appeals process timeline?

Mr. Moynihan: Any issues of bid process would have needed to be filed 7 days before bid deadline; only challenge now would be related to the selection of low bidder.

Mr. Nolan: Will there be a contract for an owner’s rep? And will it be an extension of existing building project?

Mr. Carr: Yes, it is required and it will be an extension.

Ed Burman: Is the Bus wash being built for larger size buses, if not, can we expand the size?

Mr. Carr: No, the bus wash is being built for the current RTA bus size.

Mr. Moynihan discussed information from the DCAMM report regarding company information on the lowest qualified bidder of G.C., Construction Dynamics. References were good.

Motion made by Mr. Nolan: To approve the contract for CNG/Bus wash project.

Mr. Moynihan: Base bid $2,186,000

If deemed advisable by the Administrator, the Base Alternate-1 in the amount of $127,000.

Approved: Charlie Hughes

Second: Kathy Bartolini

The vote was unanimous.

Joe Nolan / Susan Stocker/ADA Rep: Discussion regarding ADA Reps term on the Advisory Board. Would Ms. Stocker be willing to serve beyond the timeframe of the state statute?
Ms. Stocker: Yes.

Harold Rhodes: Milford would like to thank the Administrator and his staff for his continued support for the Town of Milford.

Board Member Comments:None

A motion was made by Ed Burman to adjourn.

Second by: Jay Marsden. No opposition – The vote was unanimous.

The meeting was adjourned at 3:52 pm

Next meeting to be scheduled in mid-January 2016.

###

Certificate

The undersigned being the duly qualified clerk of the MetroWest Regional Transit Authority Advisory Board, acknowledges that the foregoing minutes accurately reflect the actions taken at a legally convened meeting of the Advisory Board held on November 30, 2015.

Jay Marsden, Clerk

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