DeKalb Times

Dekalb County Public Building Commission met Nov. 5.

Here is the minutes provided by the commission:

A regular meeting of the Board of Commissioners of the DeKalb County Public Building Commission (hereinafter “Commission”) was held Tuesday, November 5, 2019, at 8:30 a.m. in the Community Outreach Building’s Conference Room West in DeKalb, Illinois pursuant to written notice to each Commissioner as required by the By-Laws.

ROLL CALL

Chairman Swanson called the meeting to order at 8:30 a.m. and requested the Secretary to call the roll. Those Commissioners present were Mr. Mike Larson, Vice-Chairman Larry Lundgren, Ms. Cheryl Nicholson, Mr. Chuck Shepard, and Chairman Matt Swanson. A quorum was established with all five Commissioners present.

Others that were present included: Commission Treasurer Gary Hanson, County Facilities Management Director Jim Scheffers, Mr. John Heimbach with Larson & Darby, Mr. Jeff Blanck with Ringland- Johnson Construction, Nursing Home Maintenance Supervisor Steve O’Bryan, Nursing Home Administrator Steve Duchene, Steve Faivre, and Commission Secretary Tasha Sims.

APPROVAL OF AGENDA

Vice-Chair Lundgren moved to approve the agenda. Mr. Larson seconded the motion and it was approved unanimously by voice vote.

APPROVAL OF MINUTES

Mr. Shepard moved to approve the minutes for the Tuesday, October 1, 2019 meeting with a couple minor corrections. Mr. Larson seconded the motion and it was carried unanimously.

PUBLIC COMMENTS

There were no comments from the public.

NURSING HOME EXPANSION PROJECT Project Update

Mr. Jeff Blanck, Project Manager/Site Superintendent for Ringland-Johnson Construction, joined the Commissioners to provide an update on the Expansion Project. Mr. Blanck shared that in regards to the interior remodeling: demolition has been ongoing, dust containment is in place, walls are being constructed, and rough-ins are taking place all in Building B. Additionally, some demolition work in Building A has taken place in the Nourishment Room to provide for an additional File/Storage Room.

In the Activity Center, the metal decking is all on, except for an area that is being affected by PCO #27, which relocates some vents towards Building A and away from the Mechanical Penthouse. Once hopefully approved and those vents are relocated, the plywood will be installed on top of that metal decking. There has been some rough-in work inside of the Activity Center that has started to be installed.

All of the structural wall panels are set in place in the TCU Addition. The wall sheeting is set to be done today (11/5) with the setting of the trusses tomorrow (11/6).

Mr. Blanck added that right now a concrete truck was out in the lot pouring more curbs and sidewalk slabs at the entrance of the Community Outreach Building. Once they finish in that area, they have a section of sidewalk to pour by the Southwest Kitchen and another by the East Parking Lot to ensure compliance with ADA regulations.

Change Order Request

Mr. Heimbach updated the Commissioners on the Serving Kitchen issue that has been ongoing for awhile now. He shared that the State Plumbing Division had required additional sinks and a grease trap in each of the proposed Serving Kitchens beyond what was showing in the original design of the project. The County Health Department had identified similar concerns and also required additional fixtures. These requirements were based on an understanding that they were intending to include cooking activities in these kitchens that would produce grease, require significant food preparation, and create a need for pot and utensil washing during each meal.

Mr. Heimbach added that he was pleased to report an excellent outcome, reflecting fine work from all involved in the issue including the County’s Health Department. He noted they have received confirmation from IDPH Plumbing Division and from IDPH Health Division that their previous requirement for a three-compartment sink and grease trap is not valid. Since the Health Division is the licensing authority, the project is obligated to meet their requirements, which supersede the Plumbing Division requirements; accordingly, the warewashing equipment and grease trap installed for the overall facility and associated with the existing Main Kitchen are appropriate.

Mr. Heimbach shared that he met with the County Health Department to review design intentions 1) for these Serving Kitchens, including the proposed menu enhancements, and 2) the intentions for preparation and cleaning procedures. They also discussed existing procedural deficiencies as well as noted concerns with upkeep of the existing food prep facilities. The Health Department pointed out that the County Nursing Home had not addressed several ongoing deficiencies. The new Nursing Home Administrator Steve Duchene gave an overview of corrections that had already occurred in response to the Health Department’s concerns and of procedural adjustments going forward to ensure future compliance. It was further clarified that the deficiencies that were described were completely outside the scope of this project.

The Health Department was worried about the size and capabilities of the proposed equipment in the new Serving Kitchens. The equipment included in the design is more than sufficient to meet the desired menu enhancements and could be used for full meal preparation, which would generate the grease and cleaning problems they were trying to avoid. There was an agreement to eliminate the six-burner range but keep the griddle. They are also looking to add a convection-type tabletop appliance that has a much smaller cooking capacity than the range, and is not a concern for grease. They are also looking to further minimize the preparation equipment by eliminating a prep sink and a mixer. With these modifications, the County Health Department is willing to allow the County Nursing Home to provide limited menu enhancements for the residents, as was proposed.

Mr. Heimbach and Mr. Blanck shared that the food equipment supplier has been contacted and they indicated that most of the equipment for these kitchens have not been delivered; there may be a cost savings by eliminating some of this equipment. They are still looking into the status of the fabrication of the preparation sinks and there may be some rework of a stainless-steel counter at these locations. Additionally, they are looking at replacing the range with a stainless-steel table to support the tabletop convection appliance. Pricing for this equipment and the related installation costs was not available yet.

The Commissioners were provided with the updated Change Order Proposal Log. Mr. Blanck explained that the items in white are ongoing issues that are under review, the gray rows are items that have been previously discussed and approved, and the items up for discussion currently are in yellow.

Mr. Heimbach and Mr. Blanck reviewed the following Potential Change Order requests with the Commissioners for their approval:

PCO #25:

(Item #41)

Mr. Heimbach explained that the existing vents for the dryers currently exit through the roof where the new corridor roof meets with the existing roof above the Service Building. He further explained that there are two existing vents for the dryers that exit through the roof above the Service Building at the northwest end of the corridor from the new Activity Center. A modification of the new roof at this intersection would not be as cost effective and would likely be more difficult to provide a workable waterproof solution. The best solution for these vents appears to be a relocation to the south toward Building A and away from the air intakes at the Mechanical Penthouse. This cost includes redirecting the exhaust ducts within the roof structure and providing a new location through the roof. The existing roof locations will be closed in and the intersection of the new roof from the Activity Center can be completed at a total cost of $5,695.65. There was a minor error discovered in the figures for the total cost. There is a potential that the cost would be slightly decreased. Mr. Blanck added that he would follow-up with the Commissioners next month to confirm the correct cost. It would not be more though, he assured.

PCO #28: (Item #44) In Building A, the project is providing for new med gas locations in each existing room to create more Medicare locations. In order to properly locate these new med gas locations, the existing Nurse Call Stations must be relocated. This work would be at a total cost of $3,639.29.

Ms. Nicholson moved to approve PCO #27 and PCO #28 for a not to exceed cost of $9,334.94. Mr. Larson seconded the motion and it was carried unanimously.

UPCOMING CHANGE ORDERS

Mr. Heimbach updated the Commission on the ongoing issues that have been less of a priority at this time:

Item #12: Install door to Soiled Utility Room 225 from main corridor. The owner requested a second door to the Soiled Utility Room from the main corridor to replace a door that was removed for the new layout. This second door will provide easier access to the Soiled Utility Room from the Nurse Station. The renovated Soiled Utility Room is being expanded from its original size to incorporate the adjacent existing Linen Room for the purpose of creating space to store soiled linen carts that are currently being stored in the staff corridor. The original design intent was to rely on the existing door off of the staff corridor for primary access to the expanded Soiled Utility Room. The door that is being proposed was left off the plans in order to leave more room for soiled carts inside the expanded Soiled Utility Room. Status: Awaiting documentation from Larson & Darby in order to work up pricing.

Item #18: Provide and install a new floor drain in existing Mechanical Room 128. The owner requested a new floor drain to be installed in this Mechanical Room. The drain will allow a better option to remove water from the floor when the pumps are undergoing repair or maintenance. Selecting floor drain cut sheets is currently in review. Underfloor work in the adjacent Salon is completed to allow this drain to be installed without interrupting the operation of rooms adjacent to the Mechanical Room. Status: Awaiting documentation from Larson & Darby in order to work up pricing.

Item #20: Remove existing dormers above CVS Dining Room and patch roof to match new roof condition at other three existing dining rooms. The owner requested the removal of these two dormers to be included within the scope of this project. There are currently 8 dormers at the facility, 2 above each dining room. Six of the dormers are being removed with the current renovation and the request is intended to make all of the dining rooms consistent. Status: Drawings are in progress to provide the basis of pricing for this work and serve as the basis for the dormer removal and subsequent roof repair.

Item #24: Extend New Finishes Beyond Current Project Scope. The new wall finishes are limited to only new renovated areas around the Nurse Stations. Extending these finishes down the corridors to cross-corridor door locations will provide a cohesive appearance to the renovation of the Nurse Stations. The owner has requested pricing to extend corridor impact panel wainscot and handrails as well as wall paint going down corridors from the Nurse Stations to cross-corridor doors. This work represents approximately 180 lineal feet of wall at each Nurse Station. Status: Drawings are in progress to provide the basis of pricing for this work.

Item #27: Lobby 101, Changing Automatic Door from Sliding to Swinging. Vestibule 101originally included the installation of a new automatic swinging door at the inside wall and relocating the existing exterior automatic sliding door to the outside wall. Mr. O’Bryan requested the replacement of the relocated sliding door with a new automatic swinging door to match the new interior automatic swinging door for safety-related issues. The contractor has been provided with specifications of the new automatic swinging door to match the automatic swinging door at the inside wall. Status: Awaiting documentation from Larson & Darby in order to work up pricing.

Item #30: Addendum #4, Finishes to Room 251K. Addendum #4 includes a clarification describing finishes in Dining Room 251, but the finishes for the adjacent Serving Kitchen 251K are missing off the revised Finish Schedule. Each of the three Dining Rooms is to have new flooring and new wall finishes and repair of surfaces adjacent to new construction. Each of the three Dining Rooms has a new Serving Kitchen addition that is also to have new finishes. The original base bid documents included finishes for two of the three Dining Rooms and all three Serving Kitchens. Addendum #4 picked up the new finishes for this missing Dining Room 251, but at the same time inadvertently dropped the finishes in the adjacent Serving Kitchen 251K. The Contractor did not include pricing for finishes in Serving Kitchen 251K. Drawings are in progress. Status: Awaiting documentation

from Larson & Darby in order to work up pricing.

Item #42: Topping Out of Existing Rated Walls behind Nurse Station in Building B. As was discovered in Building A, there are several conditions around the ceilings in the staff areas behind the Nurse’s Station where the rated walls were not protected to the underside of the structure above as required by the fire code. The solution is to install drywall to protect these exposed walls. The work is proceeding ahead in order to avoid schedule delays and tickets will be turned in at the end and calculated.

Item #43: Fireproofing Steel in Med Room 450. Similar to Item #42, contractors uncovered conditions behind the Building B Nurse Station where structural steel was left without fireproofing. The solution will be to pack new fireproofing onto the beams and columns to meet the fire code requirements. The work is proceeding ahead in order to avoid schedule delays and tickets will be turned in at the end and calculated.

PLACING ANNUAL AUDIT ON FILE

Mr. Hanson briefly reviewed the Public Building Commission's Annual Audit for the year ending December 31, 2018. He pointed out the PBC's Fund Balance. A majority of the Fund Balance is comprised of the County's Renewal and Replacement Funds which are set aside for capital projects as the County's buildings continue to age. Mr. Hanson also pointed out that the all of the PBC's deposits were covered by either FDIC or collateral held by an independent third party acting as the PBC's agent at December 31, 2018. He gave compliments to County Treasurer Christine Johnson who handles the PBC's investments.

Mr. Larson moved to place on file the Public Building Commission's Annual Audit for year ending December 31, 2018. Mr. Shepard seconded the motion and it was carried unanimously by voice vote.

OLD BUSINESS / NEW BUSINESS

None.

NEXT MEETING DATE

The next Public Building Commission Meeting was scheduled for Tuesday, December 3"* at 8:30 a.m. at the Community Outreach Building's Conference Room West.

ADJOURNMENT

A motion to adjourn was made by Ms. Nicholson, seconded by Mr. Larson and was approved unanimously. The meeting was adjourned at 9:01 a.m.

https://dekalbcounty.org/wp-content/uploads/2020/01/pb-min19-nov.pdf