|
DeKalb County, Illinois |
Minutes of the DeKalb County
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Printable Document (.pdf) | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
DEKALB COUNTY PUBLIC BUILDING COMMISSION
Dr. Baker requested to amend the
agenda by adding a discussion regarding the Annual Budget Calendar. Mr. Swanson
made a motion to approve the agenda as amended. The motion was seconded by Dr.
Baker and was approved unanimously by a voice vote. Mr. Jeff Burandt began the report of
the status of the construction since the Commissioners toured the site following
last month’s meeting. Mr. Burandt stated that the masonry work and interior stud
work has been completed and work on electrical, mechanical and insulation is
well under way. He explained that site work has resumed which was held off to
allow the contractors to get their materials to the building. Mr. Burandt said
that re-grading and pouring curbs for the new parking lot has begun. He
explained that the spoils from the drop grading have been hauled away by the
DeKalb County Highway Department. Mr. Bickel reported that the contractor has
begun setting the pump units in the mechanical room. He explained that there is
an issue they are currently working through. It appears that Rockford Structures
was counting on the units being started up to help to dehumidify the area while
installation of dry wall, taping and mudding were taking place. However, M. G.
Mechanical has indicated that it is their understanding that if the units are
started prior to the building being turned over certain conditions in the
warranty could be violated. Mr. Bickel said they are working with Climatemaster
to get clarification on that issue. He added there is nothing specific in their
literature or specifications that state the warranty could be void. Mr. Bickle
speculated that it may just be a concern of M.G. Mechanical. He added that if
the units are unable to be started while the finishing work is being done the
contract provides that Rockford Structures would have to provide a secondary
method to accomplish control of the humidity. Mr. Bickel said the sheet-rock
work has been completed in the mechanical room prior to setting the units and
the bulk of the sheet-rock work will then continue throughout the rest of the
building as soon as we gain control over the environment. Mr. Bickel added that
the steel door frames which were a long lead item have arrived and are being
installed . He added that all the windows are in and the aluminum framework for
the storefront systems at the two main entrances are in place. The glass for the
two entrances will be field measured and installed on site in case there is any
slight variation from the original shop drawings. Chairman Hutcheson asked for
questions regarding the updates. Mr. Smith asked if their is any further word on
the arrival of the emergency generator. Mr. Bickel responded that since Mascal
Electric will be doing the installation of the generator they have been working
with the Patten representative regarding the transfer switches which are
expected within the next week or two. The switches will be installed in
anticipation of the delivery of the generator. Mr. Bickel added that he has no
update on the actual delivery of the generator. Dr. Baker stated that he has a
revised schedule dated April 28, 2008 and asked if that is the schedule
currently being used. Mr. Bickel responded that it is not but he will forward
the latest revision to the Commissioners. Dr. Baker asked about the anticipated
completion date. Mr. Bickel explained that Rockford Structures had set it for
August 1, 2008, however due to some change orders the date has been revised to
September 30, 2008. Dr. Baker inquired about the date for the turnover of the
building for occupancy. Mr. Bickel explained that turnover of the building
should occur simultaneously with the occupancy permit issued by the City of
DeKalb. He added that punch list items may not occur until October. Mr. Hanson
reported that we are completely flexible in the area of occupancy adding that
the furniture will most likely be delivered sometime in October and the staff
will move sometime in November. Mr. Bickel distributed copies of Change Order #6 (attached as Exhibit “A”). Mr. Bickel explained the change orders as follows: Item 6.1 is to replace a concrete flow line at a cost of $1,331.00. Item 6.2 is for additional door hardware at $8,722.83. Item 6.3 is for a “knock-out” panel in the Storage Room mezzanine area at $466.27. Item 6.4 is an additional countertop in the Break Room at $1,589.50. Item 6.5 is to change the substantial completion date from August 1, 2008 to September 30, 2008 at a cost of zero dollars. Mr. Bickel stated that the total cost for Change Order #6 is $12,109.60. Dr. Baker asked if these change will create a problem with the budget or can they be passed on to the County Board. Mr. Hanson responded that these costs are project costs and should not be passed on to the County Board because they should have been part of the original contract. Mr. Hanson explained that there was an amount of approximately $50,000 in his revised budget in the construction area and additional projected interest money should add another $40,000 or $50,000. Mr. Hanson further explained that we have estimates in the budget for the anticipated costs for furniture and technology but until those bids are received we may have more or perhaps less money. Mr. Hanson added that should a shortfall occur we simply would hold back on the furniture in one of the rooms. He added that so far we have enough money in our regular construction contingency fund. Dr. Baker stated that he is disappointed the changes were not in the original bids. A motion to approve Change Order #6 was made by Mr. Smith and seconded by Mr. Swanson. The motion passed unanimously by a voice vote. Mr. Bickel distributed Change Order #7 (attached as Exhibit “B”) and described it as follows: Item 7.1 is for the installation of owner provided generator and switch gear at a cost of $4,020.00, item #7.2 is for the installation of a concrete pad and slatted fencing at a cost of #3,490.00, item 7.3 is for installation of additional conduit for future maintenance and serviceability for auto-sensing plumbing fixtures at a cost of $722.00 and item 7.4 is for electrical rough-in and electronic key pad locations at a cost of $6,745.00. Mr. Bickel stated that the total cost for Change Order #7 is $14,977.00. Mr. Hanson explained that items 7.1 and 7.2 will be paid for by the County as part of the generator costs. A motion was made by Mr. Morrison to approve Change Order #7. The motion was seconded by Mr. Smith and passed unanimously by a voice vote. Mr. Bickel stated there are three additional change orders to be presented later which are:
Dr. Baker requested that Mr. Hanson
provide a breakdown of the costs of the change orders against the contingency
fund with a running balance of which items will be paid for by the County and
which ones by the PBC. Mr. Hanson said he will provide such a report. Mr. Hanson distributed copies of Pay
Request #8 in the amount of $481,893.00. (Attached as Exhibit “C”) A motion was
made by Mr. Smith to accept the pay request report as presented. Dr. Baker
seconded the motion. The motion carried unanimously by a voice vote. Mr. Hanson distributed the Project
Update Status report as of August 11, 2008. (Attached as Exhibit “D”) Mr. Kerner
of BCA reported on item #1 the PSB Boiler and Water Heater Project. Mr. Kerner
stated that we were waiting delivery of a three-way valve which has now arrived
and is scheduled to be installed tomorrow. He said the flues are on site and
will be installed up through the existing flue stack, however, the building
systems will have to be shut down for a day for installation. Mr. Kerner added
that once the mixing valves for the hot water heaters arrive the flues will be
installed at one time with the hot water heater’s flue first and the boiler flue
second. The hot water then can be on within a few hours and the boilers will
come on a few hours later in the day. Mr. Kerner stated that he has discussed
this with Jim Scheffers, David Thomas Mechanical, Lt. Klein and the Sheriff and
they are all on board for this process to occur as described sometime next week.
He added that the substantial completion date was scheduled for Friday, August
15 but because of the cold weather the project was delayed approximately one
month, however we are about one week from completion and the project is still on
track. At this time Mr. Hanson introduced Mr. Jim Scheffers who has been with
the County as the Maintenance Supervisor for approximately twenty years will
temporarily be handling the activities in the Facilities Management Office. Mr.
Hanson added that Mr. Scheffers will be able to answer any questions the
Commissioners have regarding any of the projects. Mr. Hanson asked Mr. Scheffers
to report on item #6 on the project report. Mr. Scheffers described the
difficulty that was encountered with the installation of the drains and repair
of the garage floors. He stated that the project had to be shut down for a few
days to resolve the problems caused by the vibrations during the repair process.
He added that the concern was the potential damage that could have been caused
to the technology and 911 equipment which is located on the other side of the
garage wall from where the work was being done. Mr. Scheffers said that smaller
equipment was then used to complete the project without incident. He added that
they were able to walk on the surface rather quickly but had to wait for a few
days for the floor to cure prior to vehicles being driven on it and is now
completely functional. Dr. Baker asked about the
responsibility and input by the Commissioners in the annual county budget
process as it relates to the PBC projects and at what point that responsibility
is fulfilled. Mr. Hanson explained that typically the projects that come to the
PBC are ones that the County Board hands off to the Commission. He said that the
County Board generally chooses the projects to be done as requested by the
various departments. Mr. Hanson added that the process for project requests has
just been completed since the budgets were due in his office last Friday. He
explained that during the month of August he and Ray Bockman would go through
the budget requests and then make their recommendations on which projects will
be done and then present them to the Finance Committee of the County Board at
its September meeting. Dr. Baker commented that it is his interpretation of the
objectives and responsibilities of the Commission that since the buildings are
actually owned by the PBC the issue would be in regard to the maintenance,
upkeep and care of the buildings as it pertains to the capital budget items. Dr.
Baker stated that he feels the Commission should have some role in establishing
the priorities of the projects and felt the PBC should be involved early in the
process in order to make recommendations in the selection of the projects. Dr.
Baker suggested that the requests by the departments be reviewed by the
Commission to have some input of prioritization of the projects before being
reviewed by Mr. Hanson and Mr. Bockman and subsequently being presented to the
County Board. Dr. Baker stated that perhaps it may be too late to accomplish
this for the current budget process but would certainly like to have PBC input
into the next years budget. Mr. Hanson responded that he felt it is not
necessarily too late for some input into this year’s requests and would provide
a list of the items that are being requested. He added that he may have to amend
the time frame of when it is moved through the committees and the County Board
and felt that could be accomplished. Mr. Smith concurred with Dr. Baker that
since it is the obligation of the PBC for the care and maintenance of the
buildings and asked if it is possible for the Commissioners to have some input
into the requests being made by the departments prior to the final decisions.
Mr. Smith commented that he understands that it may be difficult to accomplish
this and also accommodate the restrictions of working within the Committee
structure. Mr. Hanson said he would like to make this happen and also provide a
time for the Commissioners to meet and discuss the requests. Mr. Smith suggested
the PBC could possibly schedule a special meeting to fit into the schedule of
the Finance Committee. Mr. Swanson asked if it is possible to receive a list of
the requests by mail prior to our next meeting. Mr. Hanson responded
affirmatively. Dr. Baker, noting his awareness of the
circumstances, again requested a report regarding the environmental and energy
saving initiatives being undertaken by the County so that they can be reported
to the County Board, the public and especially on the County website. Dr. Baker
said he felt it is important to let the public know we are concerned and doing
our part in making good choices. He added that an excellent example of this is
the decision to use geo-thermal in the construction of our new building.
|
|
| Home | Return
to top | A-Z Index | Return
to minutes |
|