DeKalb County Public Building Commission met May 5.
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 Vice-Chairman Larry Lundgren, Ms. Cheryl Nicholson, Mr. Chuck Shepard, and Chairman Matt Swanson. Mr. Mike Larson arrived shortly after roll call was taken. A quorum was established.
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, and Commission Secretary Tasha Sims.
APPROVAL OF AGENDA
Ms. Nicholson moved to approve the agenda. Vice-Chairman Lundgren seconded the motion and it was approved unanimously by voice vote.
APPROVAL OF MINUTES
Ms. Nicholson moved to approve the minutes of the Tuesday, April 7, 2020 meeting with corrections. Mr. Shepard 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 currently they are drywalling most of the resident rooms within the TCU Addition and rough-ins are progressing in the Activity Center. Mudding, taping, and painting are occurring in Dining Room 219. Once Dining Room 219 is complete, work will be progress in Dining Room 251 towards the end of May.
Other interior work will be starting in May will be the Lobby (Vestibule 101, Reception 118, and Copy Room 133). Ms. Simon explained that where the current Reception Desk is that area will be re-worked into a copy area and a new reception area. The Lobby itself is getting new lighting, veneer painting, new flooring, and wall protection. Substantial completion of the Lobby area work will be at the end of June.
Wall protection will be starting in Corridor 121 at the same time work is ongoing in Dining Rooms 219 and 251. All interior work described is slated to be completed at the end of June.
As of now, work to complete the Nurse Stations in Building A and B, along with the second half of the 480 Wing, will be postponed and re-evaluated once the Lobby is completed at the end of June.
Lastly, Ms. Simon shared that excavation and concrete work will begin at the end of the week for the front door canopy. The steel for the canopy is scheduled to arrive May 11th.
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 #68: (Item #76) The drawings call for the door frame and adjacent sidelight at the entry to Administration Offices be removed and reconditioned prior to reinstallation. The frame could not be reused. This proposal represents the cost to install a new hollow metal frame configured to receive the existing wood door. The work has not been completed yet and the cost of the change would be $1,311.00. (Ms. Simon clarified that this costs includes 2 carpenters working 5 hours each = 10 hours.)
PCO #70: (Item #78) The Illinois Department of Public Health (IDPH) requires hot water to reach all hand sinks within one minute of turning on the faucet. There are handwashing sinks located in each of the three Serving Kitchens and the owner is concerned one minute requirement might not be met. They are asking if the project should include extending a hot water recirculating loop to each of the hand sinks to ensure that hot water is available more quickly. Because these sinks are further away from the existing hot water recirculating system, the construction team talked about extending a recirculating loop to each of the three hand sinks in question to ensure they did not exceed the timeframe the State expects. With the additional concerns related to COVID-19, the team felt it would be better to take a cautious approach and install this loop to ensure handwashing is not restricted in any way. The cost of this change would be $9,827.37. (Ms. Simon clarified that this cost includes 2 plumbers working 8 hours on each Dining Room = 48 hours.)
PCO #72: (Item #93) This PCO covers two related issues, the drywall contractor has asked for direction to enclose the perimeter steel at the Activity Center. The steel occurs as part of the wall construction and is required to be enclosed as part of the one hour bearing wall enclosure. In order to avoid the addition of soffits along the north and south walls inside the Activity Center, they are looking at a re-route of the refrigeration piping that increases the length of the piping route, but allows the piping to feed the fan coil units through the current ceiling areas. The cost of the change would be $7,585.71.
PCO #65: (Item #94) The bid documents did not include a concrete pad for the new chiller. As part of the April PBC review of the proposed costs for a chiller pad, the proposed costs look to be unreasonably high. At that time, the PBC Commissioners voted to move forward with the construction of the pad on a time and material basis not-to-exceed $12,000. This work has been complete and the labor and material costs are included with the revised proposal for review at a cost of $10,047.69.
Chairman Swanson shared that he is still dismayed with the chiller pad work because the costs seem about 3x higher than it should have been. The Chair and Mr. Shepard both expressed that they were not happy at all with the length of time it took to complete the pad. Mr. Shepard additionally expressed his distress with multiple change orders that have been presented so far and stressed that as Commissioners they need to do their due diligence and watch the costs of the project.
PCO #67: (Item #95) The original drawings call for a wood door at Serving Kitchen 219K. In order to be consistent with the other doors to the Service Kitchens, there was a request to change to a hollow metal door. The cost of this change would be $773.00.
PCO #69: (Item #96) The previous pricing received from the Kitchen Equipment supplier for PCO #39 was incomplete. Their pricing did not include the additional costs to change from gas griddles to electric griddles and also did not include costs for new stainless steel tables for the owner- provided TurboChef ovens. When these costs were added into the pricing for PCO #39, the previously anticipated credit of ($18,760.07) is offset by the additional costs of the griddles and tables, and the correct amount is a new add of $1,030.98. This PCO #69 would effectively replace the pervious PCO #39.
Ms. Simon explained that the kitchen supplier is out of Michigan and they indicated that they only supply proposals based on the equipment submittals that were returned. The submittals that were returned have them removing a piece of equipment so that is what they deducted. The way the supplier does pricing, which was never conveyed to Ringland, was that they provide a new submittal and a new proposal every single time a change is made. If a single note added, they resubmit a new proposal along with new equipment submittals, otherwise no ordering will take place. Ringland thought the supplier had included everything when in actuality they were redoing another proposal and redoing additional shop drawings. Ms. Simon noted that she takes full blame because she had no idea that was how the kitchen equipment industry worked. The supplier had originally only provided a credit for the items that were removed and then a new proposal and new submittal had to be created for all of the new items that were supposed to be replacing the old items. Ms. Simon assured that after speaking with all of the MEPs and the Kitchen Equipment Supplier, the final cost for the Serving Kitchen changes is $1,030.98.
PCO #73: (Item #99) Monthly costs to provide heat to the construction areas totaled $2,701.08 for the April.
PCO #76: (Item #100) There are two (2) chiller pumps for the new 400 ton chiller. These pumps will need starters, but they were not included in the original bid documents. The lead time is 6-10 working days from approval. In order to maintain the current project schedule, the starters have been ordered at a cost of $3,951.25.
Ms. Nicholson moved to approve PCO #68, PCO #70, PCO #72, PCO #65, PCO #67, PCO #69, PCO #73, and PCO #76, in the total amount of $37,328.08. Mr. Shepard seconded the motion. A roll call vote was taken on the motion as presented. Those Commissioners voting yea were Ms. Nicholson, Mr. Shepard, and Chairman Swanson. Mr. Larson and Vice-Chair Lundgren opposed. The motion carried.
UPCOMING CHANGE ORDERS
Mr. Heimbach updated the Commission on the following current and ongoing issues:
The pricing for PCOs #71, #74, and #75 have been completed, but the request for their approval by the PBC Commissioners will be postponed until a later date. These three PCOs total $103,162.02 and were “owner requested” items. Mr. Heimbach shared that they would rather conserve the contingency for other items and make a determination at a later date to do the work within the project. Below detail what those three PCOs entail.
PCO #71: (Item #24) Finishes at the Nurse Stations. Prior to bidding and in an effort to keep costs within the budget, there was a decision made to limit the new finishes around the Nurse Stations to specific surfaces. This proposal represents the material and installation costs to provide new finishes on the remaining walls around the Nurse Stations and extending a short distance down each corridor to the cross-corridor doors. This proposal includes new paint on the upper wall and continuous impact panel wainscot for the lower walls. It also includes a new handrail system and lower bumper guard system at all specified locations. New flooring for these areas is already in the Base Bid. The work described would be at a cost of $71,910.98.
PCO #74: (Item #24) Finishes in Corridor 201, Building A. This item is to provide new wall finishes extending down the Corridor 201 between the Administration Building and extending toward the Nurse Station in Building A. This proposal includes new paint on the upper wall and continuous impact panel wainscot for the lowest wall on both sides of the corridor. It also includes a new handrail system and lower bumper guard system as well as a new rubber wall base on both does of the corridor. New flooring is not proposed in this corridor. The work described would be at a cost of $15,076.03.
PCO #75: (Item #24) Finishes in Corridor 493, Building B. This item is to provide new wall finishes extending down Corridor 493 between the Administration Building B. This proposal includes new paint on the upper wall and continuous impact panel wainscot for the lowest wall on both sides of the corridor. It also includes a new handrail system and lower bumper guard system as well as a new rubber wall base on both sides of the corridor. New flooring for this corridor is already included in the Base Bid. The work described would be at a cost of $16,175.01.
Additional open items of the Expansion Project are:
PCO #66: (Item #81) New Perimeter Fence and Gates at the Mechanical Yard. 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 link fencing with vinyl slats, and two double-leaf swinging gates. Status: The work has not been completed and pricing is in progress.
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. There is an existing exhaust fan that serves the adjacent Electrical Switchgear Room. They are looking at reconfiguring this exhaust to incorporate exhaust for the new electrical equipment.
New Flooring Finish 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.
REQUEST FROM RINGLAND-JOHNSON TO REDUCE AMOUNT OF RETAINAGE
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. As of last month’s pay request, March 2020, the project completion is 69% including the TCU Addition at 64% complete, Activity Center at 73% complete, and the Interiors at 78% complete.
The Commissioners reviewed the contract language below regarding retention: Chairman Swanson, Vice-Chair Lundgren, and Mr. Shepard all expressed that they were not comfortable reducing retainage at this point of the project just let. Mr. Shepard suggested revisiting the request next month.
OLD BUSINESS / NEW BUSINESS
None.
NEXT MEETING DATE
The next virtual Public Building Commission Meeting is scheduled for Tuesday, June 2nd at 8:30 a.m.
ADJOURNMENT
A motion to adjourn was made by Ms. Nicholson, seconded by Mr. Larson and was approved unanimously. The meeting was adjourned at 9:51 a.m.
https://dekalbcounty.org/wp-content/uploads/2020/05/pb-min20-may.pdf
Alerts Sign-up