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HomeMy WebLinkAboutJPBMinutes_2012_04_12BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, April 12, 2012 The Joint Powers Board met on Thursday, April 12, 2012 with the following members present: John Kubal, Tim Reed, and Alan Gregg. Dennis Falken was absent. Architects Todd Moss and Brent Koch with Cannon, Moss, Brygger and Project Manager Tom Ginter with Bossardt Corporation were in attendance via telephone. REGULAR BUSINESS Chairperson John Kubal called the meeting to order and a quorum was established. Motion by Gregg, seconded by Reed to approve the minutes from the March 8, 2012 Joint Powers Board meeting. All members voted “aye.” Motion carried. Construction Site Superintendent Dan Volbert updated the board on the construction progress. City Manager Jeff Weldon said there will be a change order coming to lower the crown of the street on 6th Avenue because it is currently higher than the new curb that has been installed. Project Manager Tom Ginter reviewed the pending change orders. The board discussed RFP#027 for $3,178 which would provide additional electrical receptacles. Weldon said this is to add outlets in the ceilings in all four electrical rooms so cords aren’t running on the floor from wall outlets to the racks which will be placed in the middle of each room. He said this is a better use of these rooms and is much safer. Motion by Reed, seconded by Gregg to approve the following change orders: COR#045 to the contract with Schindler Elevator Corporation for a credit of $1,500 to use Schindler Elevator Corporation for code inspections; COR#046 to the contract with Clark Drew Construction, Inc. for $186 to add a trash drawer in room 247; COR#047 to the contract with American Electric Construction for $450 for electrical T&M work-add data to north wall room 213, change outlet for computer equipment; RFP#019 to the contract with American Electric Construction for $1,787 to add 3-way light switch and fixtures in corridor 228 and provide a 40 amp breaker in electric room 334; RFP#024 to the contracts with American Electric Construction for $0, Ellis-Lieffort Painting, Inc. for a credit of $195, Fox Drywall & Plastering, Inc. for a credit of $955, to Gemini Acoustical, LLC for $1,100 and Manning Mechanical, Inc. for $0 for a total credit of $50 to change vestibule ceilings from gyp-board to an acoustical panel ceiling for fan coil unit access; RFP#026 to the contract with Peska Construction, Inc. for $2,001 to add welded mesh to concrete for snow melt system; RFP #027 to the contract with American Electric Construction for $3,178 for IDF room power-to provide additional electrical receptacles. All members voted “aye.” Motion carried. Ginter provided a budget update. He said the net contingency remaining to date is $274,112 which includes the added building costs that were not part of the original construction budget. The board reviewed a proof of a dedication plaque that will be placed in the new building. Koch and Moss presented the Architect’s report. Koch said they will be bringing terrazzo samples on Tuesday to be approved. Other than that, he said things are going smoothly and it is getting close to being done. Moss said they will investigate some of the site issues that were mentioned. He also questioned whether there would be one ‘certificate of substantial completion’ for the entire building or if they would turn over certain areas of the building and need more than one certificate. Moss said the city and county will want to make sure the liability insurance is in order before the move-in as well. The board reviewed the financial analysis report. The board discussed custodial and janitorial services for the new building. Weldon said they could issue an RFP for contractual cleaning services. Commission Assistant Stephanie Ellwein said there is a need to have someone on site daily for issues that may arise and those hours worked would be charged to the Joint Powers Board, but the contracted services would be after hours. Weldon said the daytime maintenance person could also be the arms-length supervisor for the contracted service. Weldon said they would issue an RFP for cleaning services, primarily after hours and to provide the labor only. He said Hillyard, a provider of cleaning supplies and equipment, did an analysis of the building via a computer model that lists all the duties to be performed and the frequency of each. Weldon said Hillyard helped write the specs for the RFP for the scope of services free of charge as long as the city and county buy the cleaning products and equipment from them. He said they also provide training on the use of their products as well. Weldon said cleanliness will be a huge deal with this building and they will want the service in place when they move in. Weldon said that he compared the pricing of Hillyard and Foerster; although comparable, he said Hillyard was a little less. He said Hillyard’s estimate for the cost of the contracted services is about $10 per hour or approximately $38,000 per year. Motion by Gregg, seconded by Reed to issue a Request for Proposals for custodial/janitorial services for the administrative building. All members vote “aye.” Motion carried. The board discussed the moving process. Weldon said that he has met with Perkins and they estimated it would take a couple of weeks to move everyone into the new building. He said the city plans on moving their own computers, but Perkins will deliver the marked boxes to the correct offices and set up any furniture. Ellwein said the county is doing all new furniture so Perkins will only be moving office contents and file cabinets. Reed asked if there will be any down time where the offices will have to be closed. Weldon said they are going to try to not have that happen. Ellwein said they hope to have the computer network up by May 1st and start doing any troubleshooting then. She also noted that National Guard members are going to be moving the books from the Register of Deeds office. Reporting on other staff items, Weldon said he ordered four planters identical to those located outside the Swiftel Center to place at the entrances to the new building. He said that as for furniture in the commons areas, they can wait to get into the building and see what will work and what fits. Weldon said they will be using the chairs from the current commission chambers and the audience chairs from the current city council chambers for use in the chambers at the new building. Ellwein discussed the vending machines for the new building. Weldon said there is a $45,000 allowance for the landscaping, which will be plenty. Ellwein said the offer has been made that if there is a use for the wood from the tree that was cut down on the property, they can use it. Gregg said that it is amazing how this project has come together and they are so lucky to have Volbert. Reed said that he has done a good job, especially having to deal with so many contractors. Ellwein said they will start working on the digital information kiosks soon. Weldon said there will be one at each entrance and there will be self-help automated systems in each one. The board discussed the new open meetings regulations for posting agendas. Ellwein said at this time the county commission is not planning on televising their meetings, however being in a building where it is available they are going to get those requests and it will need to be discussed. Weldon reminded the board that he said in the beginning the Joint Powers Board would initially be doing the heavy lifting, it would be relatively smooth sailing through construction and now as it gets closer to completion there will be more owner-issued details to work through beyond construction. Weldon asked if there were updates on the sculpture. Reed said there was nothing new. The board discussed some of the wording on the proof of the dedication plaque. The next meeting is scheduled for May 10, 2012 at 8:00 a.m. ADJOURNMENT Motion by Gregg, seconded by Reed to adjourn. All members voted “aye.” Motion carried. It is the policy of Brookings County, South Dakota, not to discriminate against the handicapped in employment or the Provision of Service. The County of Brookings is responsive to requests for communication aids and the need to provide appropriate access, and will provide alternative formats and accessible locations consistent with the Americans with Disabilities Act. Stacy Steffensen Deputy Finance Officer Brookings County Finance Office Published once at the total approximate cost of _______________.