DeKalb Times

Dekalb County Public Building Commission met Feb. 4.

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 beginning 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, Ms. Cheryl Nicholson, Mr. Chuck Shepard, and Chairman Matt Swanson. Ms. Cheryl Nicholson was absent. A quorum was established with four Commissioners physically present and Vice-Chairman Larry Lundgren attended via phone.

Others that were present included: Commission Treasurer Gary Hanson, Mr. John Heimbach with Larson & Darby, Ms. Megan Simon with Ringland-Johnson Construction, Nursing Home Maintenance Supervisor Steve O’Bryan, Jeff Whelan, and Commission Secretary Tasha Sims.

APPROVAL OF AGENDA

Mr. Larson moved to approve the agenda. Ms. Nicholson seconded the motion and it was approved unanimously by voice vote.

APPROVAL OF MINUTES

Mr. Shepard moved to approve the minutes for the Tuesday, January 7, 2020 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, 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 January the crews have been hanging lids, MEP hangers have been going up, and there has been work done on the wall protection in the Resident Lounge Areas. They will be heading into the Dining Rooms when residents aren’t present. The rooftop units have been installed and are currently roughing-in all MEPs in the TCU Addition. They will be moving forward with completing the Nursing Station in Building B and next Monday they will be starting 480 Wing (Courtyard Side). Temporary walls will be installed with Heppa Vacs and doors will be closed when work is ongoing but the scheduled timeframe for that work is the 10th through April 23rd. Workers will be running Med Gas and doing new painting and some finishes. Once that work is completed, they will move to the other side which will take them into July.

Change Order Request

Mr. Heimbach updated the Commissioners on the ongoing issues with the Serving Kitchens. He reviewed 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 the 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 added that Legal Counsel is awaiting a written confirmation from the Plumbing Division accepting a compromise position that all parties (County Health Department, IDPH Health Division and IDPH Plumbing Division) have agreed to. This includes changes to the equipment in each server as well as a clarification to the Nursing Home’s menu items to minimize any grease or food waste from entering the sanitary system from these serveries.

Larson & Darby Group and Ringland-Johnson are in the process of preparing drawings and specifications to document the changes and the pricing for the utility connection revisions. The equipment modifications are currently being priced and reviewed.

Mr. Heimbach also informed the Commissioners of another issue that he has been reviewing and gathering information for clarifications with the State Plumbing Inspector regarding control valves fixtures in 18 bathrooms. The State Plumbing Inspector is noting that where the current control valves are located, they would not meet Accessibility (ADA) requirements. Mr. Heimbach does not agree with the Plumbing Inspector and he working further to reach a definite answer on this potential issue.

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 #41: (Item #30) Each of the three existing Dining Rooms in the project has a new Serving Kitchen.

The original base bid documents included finishes for all three of these Serving Kitchens. Addendum #4 included a revised Finish Schedule that provided clarifications to the finishes in Dining Room 251. This schedule inadvertently deleted the finishes in the adjacent Services Kitchen 251K, and those finishes were no included in the pricing. This price is for finishes that will match the other serveries including heavy duty PVC panel system for the walls and a washable ceiling system with vinyl coated ceiling tiles. The price associated with these finishes totaled $10,718.00, which would come out of the construction contingency and not added to the overall scope of the project.

PCO #40: (Item #65) As part of the renovation work in the support areas behind the Nurse Stations in Building A and Building B, ceiling changes were anticipated in the original drawings, but the mechanical drawings did not show a change in diffuser type and location. Nine total rooms include changes for these diffusers and grilles. Six of these rooms have new drywall ceilings and three have new acoustical suspended ceilings. Drywall ceilings will require a new diffuser for drywall, an opening frame and support members from the structure above. The new acoustical ceilings require new diffusers because the exiting diffusers were not appropriate for reuse. The construction drawings did not show new diffusers or grilles in these rooms because there was no significant ductwork required for these spaces. Since these diffusers and grilles were not shown on the drawings, they were not included in the bid price. The work in Building A has been completed. The Building B portion of this work is not finished. This work will be needed to meet the occupancy requirements of IDPH. This change order is another item that would be appropriate as a construction contingency item. The work shows a total of $5,745.00 including $1,280 for Building A and $4,465 for Building B.

Ms. Simon shared that she and Mr. Heimbach do not necessarily agree with the Building B total and they believe it is too high. She is having it tracked as T&M and she believes the total would come out to be significantly less than that amount. What is not used out of that $4,465, Ringland will do a reconciliation. The Commissioners agreed they would approve the totals based on a not to exceed amount.

PCO #42: (Item #68) The temporary heat costs represent pricing for rental and delivery of equipment, startup, servicing and initial fill-up fees. As soon as the equipment is no longer needed, the contractor will provide a breakdown of actual costs and adjust this amount with a related change proposal. The current costs are for $7,157.56 and would be taken out of the scheduled contingency allowance.

PCO #43: (Item #69) The existing header above the opening where Corridor 602 from the Activity Center meets Corridor 132 in the Administration Building was sized for an opening smaller than they need for a new opening at this location. A new header sized to span the longer opening of the new design was not shown on the construction drawings. To maintain the project schedule, this work has been completed. The position of the header affected piping coming from the Activity Center corridors and into the Administration Building and extending on to the TCU Addition. The costs associated with this change order were $3,447.00.

PCO #44: (Item #71) Per a walk-through on January 29, 2020, with the Architect and owner, all new windows are to have a drywall return on three sides with a sill at the bottom to match existing windows throughout the building. The recommendation is to have the Contracts provide all of the labor, materials, and equipment to wrap the windows with drywall and corner bead. The drawings indicated new windows to be cased with trim and have a drywall return. Currently, the window condition per what all contracts bid was a rough edge. There are 48 windows that this PCO deals with. Mr. Heimbach added that this is another item that they believe the price that was provided for the work, $23,300.00, seems to be excessive. Ms. Simon added they are going to be doing T&M not to exceed $23,300.00.

Ms. Nicholson noted that the carpenter owes a credit for the casings that are not going to be used now. Mr. Shepard agreed.

PCO #45: (Item #72) This item is to remove and reinstall plumbing fixtures to install tile in the bathrooms in the 80 Wing. Mr. Heimbach noted that he would like some more time to see if that process can be simplified for the costs to decrease. Ms. Simon noted that they would like this item to be considered now because work is beginning next week. The Commissions agreed to proceed forward with a not to exceed the cost of $3,480.00 for the 13 bathrooms involved.

Ms. Nicholson moved to approve PCO #41, PCO #40 on a T&M, not to exceed basis, PCO #42, PCO #43, PCO #44 on a T&M, not to exceed basis, and PCO #45 on a T&M, not to exceed basis for a total not to exceed the amount of $54,208.21. Mr. Shepard seconded the motion and it was carried unanimously.

Ms. Nicholson additionally moved to request a credit from the carpenter that relates to the deletion of wood casing in PCO #44. 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 #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: pricing is in progress.

Item #53: Nurse Call Monitoring. During a review with the owner, there are approximately eight existing doors that should be moved onto the new nurse call alarm system. These doors were not addressed on the construction drawings and not included in the original scope of work. Status: Confirmation of specific locations with the owner and happening then providing that information to the contractor for pricing.

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 have prepared drawings showing the 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 existing roof to avoid passing through the existing electrical switchgear room. Larson & Darby have asked the contractor to propose a route for the piping from the mechanical penthouse through the roof structure to the new Boiler Room.

Item #64: Serving Kitchen Equipment. As an extension of the issue described in Item #29, the team is looking at changes in the equipment in each of the Serving Kitchens as well as the utility connections for these changes. These equipment changes have been reviewed and approved by the County Health Department. Pricing has been required to eliminate (4) 6- burner ranges, (4) food processers and (4) food prep sinks. Additionally, this pricing includes plumbing costs to relocate the hand sinks and add (4) water fill stations, on in each Serving Kitchen. The plumbing costs will include modification of the drains, vents and supply connections. The electrical costs will include provisions for a new dedicated circuit for the four TurboChef convection ovens.

Additional open items of the Expansion Project are:

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 conditions at the 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 #56: Activity Center AV Systems. The current projector is being taken out of the construction contract and it is being included in with the Furnishings and Equipment purchased by the owner. The equipment supplier is preparing the costs related to this change to be applied to each budget.

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 #67 Add Door at Charting 129. The owner has requested to add a door between existing Charting 129 and Corridor 132 going toward the new Activity Center. Status: The architect has prepared drawings and this work is being priced.

OLD BUSINESS / NEW BUSINESS

None.

NEXT MEETING DATE

The next Public Building Commission Meeting is scheduled for Tuesday, March 3rd at 8:30 a.m. at the Community Outreach Building’s Conference Room West.

EXECUTIVE SESSION

Mr. Larson made a motion to go into Executive Session at 9:33 a.m. to discuss Pending, or Probable or Imminent Litigation provided for in 5 ILCS 120/2(c)(11). Mr. Shepard seconded the motion and it was approved unanimously by a 5-0-0 roll call vote. Those Commissioners voting yea were Mr. Larson, Vice-Chair Lundgren, Ms. Nicholson, Mr. Shepard, and Chairman Swanson. None were opposed.

OLD BUSINESS / NEW BUSINESS

None.

NEXT MEETING DATE

The next Public Building Commission Meeting is scheduled for Tuesday, March 3rd at 8:30 a.m. at the Community Outreach Building’s Conference Room West.

EXECUTIVE SESSION

Mr. Larson made a motion to go into Executive Session at 9:33 a.m. to discuss Pending, or Probable or Imminent Litigation provided for in 5 ILCS 120/2(c)(11). Mr. Shepard seconded the motion and it was approved unanimously by a 5-0-0 roll call vote. Those Commissioners voting yea were Mr. Larson, Vice-Chair Lundgren, Ms. Nicholson, Mr. Shepard, and Chairman Swanson. None were opposed.

The Commission returned to the Open Meeting at 9:57 a.m.

ADJOURNMENT

A motion to adjourn was made by Mr. Shepard, seconded by Ms. Nicholson and was approved unanimously. The meeting was adjourned at 9:57 a.m.

https://dekalbcounty.org/wp-content/uploads/2020/02/pb-min20-feb.pdf