DeKalb Times

Dekalb County Public Building Commission met June 2.

Here is the minutes provided by the commission:

Due to COVID-19, this Meeting was held as a Virtual Public Meeting

The Board of Commissioners of the DeKalb County Public Building Commission (hereinafter “Commission”) met virtually in regular session through a cloud-based, peer-to-peer software platform called Zoom at 8:30 a.m. 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 virtually 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 present via Zoom 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, Vice President of Management Performance Associates Scott Gima, Rehab & Nursing Center Maintenance Supervisor Steve O’Bryan, Rehab & Nursing Center Administrator Steve Duchene, DCRNC Operating Board Chairman and County Board Member Jeff Whelan, County Board Member Steve Faivre, 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

Vice-Chair Lundgren moved to approve the minutes of the Tuesday, May 5, 2020 meeting. Mr. Larson seconded the motion and it was carried unanimously.

PUBLIC COMMENTS

There were no public comments.

NURSING HOME EXPANSION PROJECT Project Update

Ms. Megan Simon, Project Manager from Ringland-Johnson Construction, reported that the overall project is 77% complete. She additionally showed progress photos of the Activity Center and the TCU Addition.

In the Activity Center, a lot of the rough-ins are done, the grid is going in for the ceiling, and drywalling is occurring. In the TCU Addition, door frames, drywall, and paint are continuing. Additional dehumidifiers were brought in to assist with the conditions of these areas.

Ms. Simon also showed photos of a resident room where drywalling and taping are taking place which will be followed up with painting.

On the exterior, photos illustrated the canopy and the canopy extension that is located at the main entrance of the Nursing Home.

Ms. Simon reiterated that the project overall is 77% complete. The TCU Addition is 73% complete. The Activity Center is 81% complete and they are anticipating painting, installing casework, doors, and flooring this month. The Activity Center is on track to be completed at the end of June. The Interiors are 83% complete. Work will continue in the Lobby, Copy Room 133, and the Reception Desk.

Overall, the additions are on schedule but there are interior sections that are up in the air due to the COVID- 19 pandemic. The Lobby and most of the Corridor Areas will be able to be completed as long as the workers are not in direct contact with any residents or staff members. Nurse Stations A & B and the 480 Wing are not being touched until after June.

Mr. Scott Gima, Vice President of Management Performance Associates, shared with the Commission that the DCRNC recently had a staff member test positive for the coronavirus. That positive test raised the concern of exposing any additional residents, staff, and construction workers to the spread of COVID-19. A mass testing has been done of all of the Nursing Home’s residents and staff members last Tuesday (5/26/2020). All tests came back negative and a second round of testing was conducted yesterday (6/1/2020). Those results will come back later in the week. The second round of testing was done per IDPH protocol.

The DCRNC is working on a program to do surveillance testing of the employees and residents moving forward. Just by happenstance, the Governor last week declared that all Nursing Homes are mandated to do a surveillance testing program. Mr. Gima has been in discussions with RJC regarding testing the construction workers on an ongoing basis as well. He added that he believes the best way to ensure the health and safety of all of the residents, employees, and the construction team is to have a testing program in place.

Change Order Request

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

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

PCO #38: (Item #27) The bid documents showed the replacement of the existing interior sliding door at Vestibule 101 with a new automatic swinging door. The exterior door on the vestibule was shown as a relocated existing sliding door installed in new aluminum framing. The door installer examined the exiting sliding door and determined that the door could not be updated and would have to be replaced. At this time, the owner asked to change the exterior door from an automatic sliding door to a new automatic swinging door to match the new interior automatic swinging door. Both automatic swinging doors are 48” wide and include an aluminum-framed sidelight adjacent to the door. The interior swinging door (Door 101.2) was included with the base bid and the new exterior vestibule swinging door (101.1) is addressed in this proposed change. The pricing shows a credit for the automatic sliding door, aluminum framing, and related labor for the upgrade and installation (-$8,933.00). The change proposal then includes the cost to install a new automatic swinging door with its associated sidelight and aluminum framing, and additional hardware at the interior door to coordinate with the wandergaurd system (+11,841.00). All of the submittals for this door system have been reviewed and the door system is ready for fabrication and delivery to the job site. Demolition of the existing doors and framing has not begun. The cost for the change order of $3,072.90, including fees and insurance.

PCO #66: (Item #81) The bid documents did not define the specifics of a perimeter fence around the Mechanical Yard. This proposal includes 185 lf of new 6’-0” high vinyl-coated chain link fencing with vinyl slats, and two double-leaf swinging gates. The demolition of the existing fence has already occurred and is not included in this change proposal. Based on recent fencing installation on other Larson & Darby projects, this pricing appears to be reasonable and a significant improvement from previous pricing. The work has not been completed and would be at a cost of $10,736.14.

PCO #82: (Item #104) Monthly costs to provide heat to the construction areas totaled $815.20 for the May. It was confirmed that this would be the last temporary heating bill for this project.

PCO #78: (Item #105) Due to the change in season, the new additions require additional temperature controls and dehumidification to complete the interior finishes including drywall taping and mudding, installation of wall coverings, painting, etc. Six dehumidifiers will be required to provide adequate dehumidification for the new areas. This work is on-going and the costs will be part of the Scheduled Contingency. The current costs are $2,834.00.

Mr. Larson moved to approve PCO #38, PCO #66, PCO #82, and PCO #78, in the total amount of $17,458.24. Ms. Nicholson seconded the motion and it was carried unanimously.

UPCOMING CHANGE ORDERS

Mr. Heimbach noted that they are in the process of reviewing pricing on the following items:

New Flooring and Finishes for Mechanical Room 740 and Storage 749 in the TCU Addition.

The current documents have a concrete floor in these areas and the owner has requested to upgrade the flooring to provide a new epoxy floor system with an integral coved wall base.

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, or additional demolition necessary to disconnect and remove an existing exhaust fan located on the existing exterior wall. The owner has requested that these existing exterior finishes be removed as well as the relocation of an existing door 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. There is a possibility of adding a newer exhaust fan to serve both the new and the existing electrical rooms that is being looking into.

PCO #81: (Item #97) Credit to Delay Resident Rooms in Building B, South Wing (480 Rooms). Due to the COVID-19 virus, the remaining interior renovation work associated with the 13 resident rooms in the South Wing of Building B (the 480 Rooms) is to be delayed indefinitely. Six (6) of the 13 rooms were completed to date leaving seven (7) rooms delayed. This change proposal identifies the credit for the work not completed. Most of the materials for this work have already been purchased and for the purposes of this pricing are assumed to be stored on site in order to incur not further storage costs to this contract. There is still a limited amount of materials that have not been purchased and the costs associated with those materials are identified by trade on the PCO backup material. The bulk of the credit for this work is labor costs related to installation. Status: Finalized numbers should be ready to be presented at next month’s meeting.

PCO #80: (Item #101) Mechanical Controls Changes – Chilled Water. The controls work for the chilled water system has two parts. Part one for the chilled water pumping is an upgrade of the existing non-true variable volume to true variable volume by adding VFD’s and pressure sensors. This was requested by the owner in January. The second part is for the existing chiller controls and integration with the new DDC system. This should be covered by the original construction documents.

REQUEST FROM RINGLAND-JOHNSON TO REDUCE AMOUNT OF RETAINAGE

Last month Ringland-Johnson Inc. (RJC) provided a letter to serve as a formal request for reduction in retention on project, 217-139 Additions and Renovations for DeKalb County Rehab & Nursing Center. The current retention percentage held on the project is 10%. RJC is requesting that it be reduced to 5%, as the overall project is over 50% complete to reach substantial completion. The Commissioners were not comfortable enough last month reducing the retainage amount and wanted to carry the discussion/decision over to this month’s meeting.

Ms. Nicholson moved to formally reduce the retention amount of Project 217-139, Additions and Renovations for DeKalb County Rehab & Nursing Center, from 10% to 5%. Mr. Larson seconded the motion. A roll call vote was taken. Those voting yea were Mr. Larson, Ms. Nicholson, and Chairman Swanson. Those voting nay were Vice-Chair Lundgren and Mr. Shepard. Three Commissioners voted yea and two opposed. The motion to reduce the project retention amount carried.

OLD BUSINESS / NEW BUSINESS

Mr. Shepard inquired about having bonds secured for this project. Mr. Hanson shared that at tomorrows County Board Finance Committee Meeting the Committee will be presented with a draft Nursing Home Bonds Parameter Ordinance. The Ordinance delegates authority to the County Administrator to sell the bonds when an opportunity presents itself.

Ms. Nicholson noted to Ms. Simon that PCO #14 seems to have a different amount on the Change Order Log than it does on the actual PCO. She requested that be looked into.

NEXT MEETING DATE

The next virtual Public Building Commission Meeting is scheduled for Tuesday, July 7th at 8:30 a.m. The location is to be determined on whether it will be held virtually or in-person at this point.

ADJOURNMENT

A motion to adjourn was made by Mr. Larson, seconded by Ms. Nicholson and was approved unanimously. The meeting was adjourned at 9:16 a.m.

https://dekalbcounty.org/wp-content/uploads/2020/06/pb-min20-jun.pdf