DeKalb Times

Dekalb County Public Building Commission met Jan. 7.

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, January 7, 2020, 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, Mr. Chuck Shepard, and Chairman Matt Swanson. Ms. Cheryl Nicholson was absent. A quorum was established with four Commissioners present and one absent.

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

APPROVAL OF AGENDA

Mr. Shepard 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, December 3, 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

Ms. Megan Simon, new Project Manager from Ringland-Johnson Construction, joined the Commissioners to provide an update on the progression of the Nursing Home Expansion Project. She shared that in Building B, the flooring will be completed this week with painting to follow. Lights and ceiling tiles are also on the horizon with the hope that the Building will be able to be turned over by the end of the month.

In the Loading Dock area, hat channeling is being installed with drywalling, insulation, and exterior siding and brick to follow.

Firewalls are currently being installed in the Activity Center along with MEP rough-ins. The exterior siding on the outside of the Activity Center is ongoing as well.

In the TCU Addition, patient rooms are currently being built-out and rough-ins are ongoing. The exterior brick should be completed by the end of the week with siding to be completed by the end of the month.

Mr. Heimbach confirmed with Ms. Simon that he should be submitting for certification and requesting an inspection for temporary occupancy from IDPH toward the end of the month for Building B. Ms. Simon confirmed that was correct.

Change Order Request

Mr. Heimbach updated the Commissioners on the Serving Kitchen issue that has been ongoing. He shared that the State Plumbing Division had required additional sinks and a grease trap in each of the proposed Serving Kitchens beyond what had been shown in the original design. The County Health Department

had identified similar concerns and were also requiring additional fixtures based on the comments from the plumbing inspector. These requirements stemmed from an assumption that there was an intention to include cooking activities in the kitchens that would produce grease, require significant food preparation and create a need for pot and utensil washing during each meal. Mr. Heimbach reiterated that there is no intention to provide menu items or do any food prep in these serveries that would produce grease or create food waste.

Mr. Heimbach has been in communication with the County Health Department, IDPH Health Division and IDPH Plumbing Division as well as enlisting the help of additional legal counsel, in order to bring this issue to a resolution favorable to the Nursing Home. Presently he is waiting for a written confirmation from the Plumbing Division accepting a compromise position that all parties have agreed to. This position includes changes to the equipment in each of the serveries as well as a clarification to the menu items in an effort to minimize any grease or food waste from entering the sanitary system from these serveries.

He also noted that they are in the process of preparing drawings and specifications to document the changes and the pricing for this equipment and the related installation costs is in progress but are not yet available. He added that they were notified by the food service equipment supplier that there will be equipment increases as of January 1, 2020. In response to that notification, he provided the best information they had on the final equipment changes including revised equipment and eliminated equipment prior to the holidays with the intent to avoid any markups.

The Commissioners were provided with the updated Change Order Proposal Log. 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 were currently in yellow.

The Commissioners were requested to approve the following Potential Change Order requests:

PCO #34: (Item #42)

During demolition of walls and ceilings in the support areas behind the Nurse Station in Building B, the crew discovered rated walls that were not complete above the ceiling. Similar conditions were discovered during demolition of similar areas in Building A behind the Nurse Station. As in Building A, the contractor completed these rated walls up to the floor deck above consistent with the fire code regulations. Again, as in Building A, the contractor corrected these conditions as they were uncovered and in a manner that kept on track with the project schedule. There were more conditions that needed correction in this Nursing Station area than were found in Building A and consequently, the costs are higher than the corrective work in Building A ($5,610.54). The corrective work that was provided in Building B came in at a total of $7,975.32.

PCO #35: (Item #43)

During demolition of walls and ceilings in Med Room 450 behind the Nurse Station in Building B, the crew discovered some structural steel that was not adequately protected to meet fire code requirements. The contractor repaired this fireproofing to bring it up to the required rating condition. Again, as in Building A, the contractor corrected these conditions as they were uncovered in a manner that kept on track with the project schedule. There was more corrective work in Building B than was found in Building A ($464.36) and consequently, the costs are higher. The corrective work that was provided in Building B came in at a total of $1,514.76.

The Commissioners were originally going to be requested to approve PCO #36 regarding Nurse Call Monitoring but there were still too many questions surrounding the number of doors that needed to be moved onto the new nurse call alarm system in order to provide a correct total. Mr. Heimbach removed the PCO for consideration at this time.

PCO #37: (Item #55)

Due to an early snow, there were costs incurred for snow removal on the site. The contractor collected equipment and labor charges for this work to determine the final

costs to date. Those costs came to a total of $5,399.72.

Ms. Simon confirmed that these charges would come out of the Scheduled Contingency Allowance which was built into the GMP. The costs associated with snow removal would not be an additional dollar value added to the overall project. It would be matter of tracking that line item on the contract.

Mr. Larson moved to approve PCO #34, PCO #35, and PCO #37 totaling $14,889.80. Mr. Shepard seconded the motion and it was carried unanimously.

UPCOMING CHANGE ORDERS

Mr. Heimbach updated the Commission on the following current and ongoing issues:

Item #56: Activity Center AV Systems. Mr. Heimbach explained that he was recently in a meeting at the Nursing Home to verify the Audio-Visual system equipment currently in the scope of work. At that meeting, it was decided to take the current projector out of the construction contract and include it in with the Furnishings and Equipment to be purchased by the owner. The equipment supplier is preparing the costs related to this change to be applied to each budget.

Mr. Heimbach also shared that he has been corresponding back and forth with Ms. Simon about getting equipment for temporary heat for the project. Ms. Simon added that they will be drywalling and painting in the interiors of the TCU Addition and heat will be needed for that area. Ringland currently has quotes for temporary heat around $4,800. The units would be needed now and the costs would be tracked and logged, similar to how snow removal was done. These costs would additionally fall under the Scheduled Contingency Allowance.

Item #57: Lowering the Ceiling Height in Corridors 326 & 327. In order to provide adequate clearance for HVAC piping, Fire Protection piping and Electrical conduit, the ceiling height will need to be reduced leaving the exiting Service Building and enter the corridors leading to the Activity Center.

Item #61: Structural Headers at the Connections of Activity Center Corridors. In addition to the previous item, Mr. Heimbach shared they are looking into to continuity of the existing headers at the openings where the new corridors attach to the exiting building at both ends of the Activity Center corridors. If the existing headers are spanning only the existing door and window openings, they will have to be replaced by a longer header to span the new wider opening.

Item #58: Power Supply to Rated Coiling Doors at the Serveries. The drawings do not show power to the operators for the coiling doors at the serveries. The contractor will have to provide a power connect for these motors.

Item #59: Demolition of Existing Finishes on the Boiler Room Walls. The construction drawings do not show the demolition of the exiting finishes at the Boiler Room Addition. The owner has requested that these existing exterior finishes be removed as well as the relocation of two doors in this area. Larson & Darby has prepared drawings showing demolition of these surfaces and subsequent new finishes along with the relocation of two doors as requested. These drawings were sent to the contractor for pricing. There are also some additional questions related to this work and pricing for this work.

Item #60: Gas Pipe Routing to the new Boiler Room. The current routing for the new gas piping in the Boiler Room occurs over the exiting roof to avoid passing through the existing electrical switch gear room. Larson & Darby is reviewing alternate routing to bring this piping inside the building.

Additional open items of the Expansion Project are:

Item #12: Reinstall door to corridor from Soiled Utility Room 225. 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: Documentation for pricing is in progress.

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: Documentation for pricing is in progress.

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: The contractor is preparing pricing and shop submittals for this change.

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: Documentation for pricing is in progress to add finishes to Serving Kitchen 251K.

OLD BUSINESS / NEW BUSINESS

None.

NEXT MEETING DATE

The next Public Building Commission Meeting is scheduled for Tuesday, February 4th at 8:30 a.m. at the Community Outreach Building’s Conference Room West.

ADJOURNMENT

A motion to adjourn was made by Mr. Larson, seconded by Vice-Chair Lundgren and was approved unanimously. The meeting was adjourned at 9:06 a.m.

https://dekalbcounty.org/wp-content/uploads/2020/01/pb-min20-jan.pdf