DeKalb Times

Dekalb County Public Building Commission met March 3.

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, March 3, 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, Ms. Cheryl Nicholson, Mr. Chuck Shepard, and Chairman Matt Swanson. Vice-Chairman Larry Lundgren was absent. A quorum was established with four Commissioners present and one absent.

Others that were present included: Commission Treasurer Gary Hanson, Mr. John Heimbach with Larson & Darby Group, Ms. Megan Simon with Ringland-Johnson Construction, County Facilities Management Office Director Jim Scheffers, Rehab & Nursing Center Maintenance Supervisor Steve O’Bryan, Rehab & Nursing Center Administrator Steve Duchene, Deputy County Administrator Derek Hiland, County Finance Director Pete Stefan, and Commission Secretary Tasha Sims.

APPROVAL OF AGENDA

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

APPROVAL OF MINUTES

Mr. Shepard moved to approve the minutes of the Tuesday, February 4, 2020 meeting with corrections. Ms. Nicholson 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, reported that renovations are continuing in the 480 Wing with Med Gas being installed. The tile contractor began yesterday and all of that work will be ongoing through April 23rd. Work is continuing in the Chart and Nourishing Rooms in Building B. That work is anticipated to be completed by the end of next week. In Dining Room 496, rough-ins continue along with demolition. That work is anticipated to be completed by March 23rd. In the Activity Center, the parameter drywall and taping are ongoing, the Electricians and HVAC Subs are continuing their rough-ins, welding chiller pipe, and finishing the roof coping by the end of the week. In the TCU Addition, they are still waiting on the control valve variance (for location of fixtures in 18 bathrooms) but they are working on the other MEP rough-ins as well as the Med Gas rough-ins. Interior drywall, welding of chiller pipe and the roof coping are also all ongoing in the TCU.

Change Order Request

Background Information: 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 foods prep in these serveries that would produce grease or create food waste.

Mr. Heimbach reported that he believes they are very near conclusion of the situation. Legal counsel (Polsinelli) has been working on Larson & Darby’s behalf to obtain a written response from the State Plumbing Division that accepts the Serving Kitchen design but does not require three compartment sinks or grease traps as long as operations remain in compliance with the County Health Department’s concerns. The initial IDPH letter from the Plumbing Division addresses this matter as a variance request. A follow up has been sent to them stating that this was not a variance request and a response back is pending.

Mr. Heimbach also explained that the shower control valve variance, that was briefly mentioned earlier, is being reviewed by the State. About three weeks ago the Capital Development Board, that handles accessibility issues, recommended to Larson & Darby that they put together an explanation detailing the total number of accessible rooms in the entire facility compared to those that are being added (you have to have at least 50% that are accessible) then that would be valid way of approaching it. Mr. Heimbach sent that document and they turned it over to the Attorney General’s Office for final approval and a response is pending. If that is approved, then they will not have to worry about any of the location of the control valves and the control valves can be installed as planned (installed on the plumbing wall, adjacent to the sink).

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 #46: (Item #20) Each of the four Dining Rooms in the existing building had two sets of windows viewing to the adjacent courtyards with dormers constructed above them. With this project, the dormers in three of the Dining Rooms have been removed, but the dormers that are part of the CVS Dining Room remain. The owner has requested pricing to remove these last two dormers and match the adjacent exterior finishes. The price for this work includes removal of the dormer, removal of the fire protection inside the dormer, patching the roof deck and patching the roofing. Gutters and fascia are also patched in to match the adjacent finishes. The existing window systems remain as is. The total cost of the work is $16,124.27. This item was not originally in the project so it will be an add-on to the overall contract.

PCO #36: (Item #53) During a review with the owner, there were approximately eight existing doors that should have been connected to the new nurse call alarm system. These doors were not addressed on the construction drawings and were not included in the original scope of work.

Mr. Heimbach added that the price for the connections that was in the flash memo distributed prior to the meeting was $4,368.21 but that was not the correct amount.

Ms. Simon further explained that if something comes out of contingency, Ringland- Johnson would not include any of their fees because those fees are already built into their GMP. When the flash memo was distributed to the Commissioners it had been moved to contingency but the fees had not yet been eliminated. The correct price is $4,133.80.

PCO #52: (Item #58) The drawings did not show power to the operators for the electric coiling doors at the Serving Kitchens. The contractor will have to provide power to all the Serving Kitchen coiling doors. The tie-in to the fire alarm system was included in the original contract drawings but not the power itself. The costs of this work totals $2,195.32.

PCO #55: (Item #60) The wall occurring between Physical Therapy 111 and Corridor 132 is being constructed to wrap around exiting ductwork to avoid moving the ductwork. This was necessary in order to achieve a minimum corridor width of 8’ -0” clearance. This work has been completed in order to maintain the project schedule in this area. The cost of the work totaled $2,219.08.

PCO #47: (Item #62) The original scope of work did not include the removal of the underfloor plumbing connections for the hair wash sink and a counter sink in the old Beauty Salon. The work has been completed in order to maintain the project schedule in the amount of $634.03.

PCO #39: (Item #64) This item is for changes in the equipment in each of the Serving Kitchens as we as the utility connection for these changes. These equipment changes have been reviewed and approved by the County Health Department. The requested pricing is 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 modifications of the drains, vents and supply connections. The electrical costs will include provisions for a new dedicated circuit in all four Serving Kitchens to provide power for TurboChef convection ovens, and new electrical griddles that will replace the gas griddle. By changing to all electric equipment in these Serving Kitchens, they have eliminated the gas piping routed through the building to the Serving Kitchens and are now looking to feed the gas supply to the water heaters in the TCU Addition underground. There are still modifications to the stainless steel counters for these Kitchens that will be addressed in a future change proposal. This work has not been completed but the all of the changes result in a (18,760.07) deduct to the owner change order contingency.

PCO #49: (Item #67) The owner has requested the addition of a new door from existing Charting Room 129 into the Activity Corridor 122. This will provide direct access from the Activity Office to the new Activity Center. This work has not yet been completed but will be at a cost of $3,846.41. The price is lower than previously thought because the owner has an existing door that can be provided and used in this location.

PCO #50: (Item #73) The drawings did not show new Med Gas connections to Room 483 in Building B. The work has not been completed but will be at a cost of $1,100.00. This item originally showed a cost of $1,162.38 but the fees had not yet been removed prior to the flash memo being distributed.

PCO #51: (Item #74) In order to provide more space above the ceiling in Corridor 750, the cabling and cable tray was re-routed from Corridor 132 directly into the TECH Closet 749. This change eliminates approximately 10 feet of cable tray, which will result in a ($708.74) deduct.

PCO #56: (Item #75) This item is for temporary heat to the construction areas for February. The cost totaled $6,184.43, to come from the scheduled allowance contingency.

PCO #54: (Item #77) There is adequate storage capacity for oxygen canisters in other oxygen rooms adjacent to this Nurse Station. The construction of Room 476X is being eliminated from the project because it is now not needed. The work has not yet been completed but will result in a ($2,723.14) deduct.

Mr. Shepard moved to approve PCO #46, PCO #36, PCO #52, PCO #55, PCO #47, PCO #39, PCO #49, PCO #50, PCO #51, PCO #56, and PCO #54, with adjustments to PCO #39 and PCO #49 as corrected on the attached Change Order Log, in the total amount of $14,245.39. Ms. Nicholson seconded the motion and it was carried unanimously.

Ms. Simon noted that all of the T&M Change Orders from last month are not completed yet and are anticipated to be ready for PBC approval at the April or May meeting.

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: Work is in progress and the scope of work and pricing is still in review.

Item #66: Soft Water Connections to the Serving Kitchens. The owner has requested to add cold soft water to each of the four Serving Kitchens to connect to the ice maker. This work was not part of the original bid documents and is being requested as an add-on to the project. Status: Work has not been completed and the scope of work and pricing is still in review.

Item #80: Hot Water Recirculation Loop in the Serving Kitchens. The owner has questioned if there is a need to extend a hot water recirculation loop to each hand wash sinks in each of the Serving Kitchens. The State allows a limited amount of time for hot water to reach a sink for handwashing. Since the hot water connection supplying these sinks is approximately 75 feet from the existing recirculating loop, timing may be an issue. Additional hot water recirculation may be necessary to be in compliance with the IDPH. Status: Larson & Darby Group are reviewing water flow to each sink for timing purposes and the scope of work and pricing is still in review.

Additional open items of the Expansion Project are:

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 #59: Demolition of Existing Finishes on the Boiler Room Walls. The construction drawings do not show the demolition of the existing 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. Status: The Architect 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 has piping to the Boiler Room occurs over the existing roof to avoid passing through the existing Electrical Switch Gear Room. Status: Larson & Darby Group have asked the contracts to propose a route for this piping from the mechanical penthouse through the roof structure to the new Boiler Room.

BUILD-OUT OF COURTHOUSE SHELL SPACE

Mr. Hanson explained that the County is looking to finish off the 3rd floor of the Courthouse, which is currently shell space. The project has already gone through the Schematic Design Phase and is now heading into the Contract Documents Phase. Before the project moves past the Contract Documents Phase, which would be for the "Bidding" and "Construction" phases, both the County Board’s Finance Committee and the full County Board first need to approve any additional monies for this project. Mr. Hanson added that he is anticipating that the Board will approve the project to go forward and if they do, he would be looking to see if the Public Building Commission would want to manage that project or not.

The Commissioners all agreed that they would manage the Courthouse Reconfiguration Project if the County Board approves the project to occur.

OLD BUSINESS / NEW BUSINESS

None.

NEXT MEETING DATE

The next Public Building Commission Meeting is scheduled for Tuesday, April 7th at 8:30 a.m. at the Community Outreach Building’s Conference Room West.

EXECUTIVE SESSION

The Commissioners did not enter into Executive Session.

ADJOURNMENT

A motion to adjourn was made by Mr. Larson, seconded by Ms. Nicholson and was approved unanimously. The meeting was adjourned at 9:34 a.m.

https://dekalbcounty.org/wp-content/uploads/2020/03/pb-min20-mar.pdf