July 31, 2008 Facilities Committee Minutes

The meeting was called to order by committee chair Dennis Thompson at 4:30 p.m. in the board room. Committee members David Mallery and Deborah Sweeden were present, as were board chair Dave Wilcoxson, staff members Jerry Corcoran, Gary Johnson, Cheryl Roelfsema, Sue Isermann, Bruce Hartman, and Doug Stockley. Paul Basalay, IVCC’s architect, also attended. Kevin Caufield from the News Tribune was present.

Review of Bid Results – Truck Driver Training Building

The committee members reviewed the seven bids received with the lowest base bid of $548,792 from Phalen Steel Construction Company – Mendota, IL. Mr. Basalay was comfortable with this bid even though it was considerably higher than the estimate. The cost of steel, concrete, and copper have taken big jumps in cost in the last few months and the bidders are incorporating these increases in their bids. Re-bidding would not produce lower bids and Mr. Basalay does not believe reducing the quality or quantity would be in the college’s best interest. The base bid includes double pane windows with insulated glass, 12 inches of insulation, three air conditioners and furnaces, electrical air conditioning, maintenance-free gutters and downspouts, waterproof blocks, and handicap accessible restrooms sized on the largest number of students. Mr. Basalay also recommended accepting Alternates 1, 2, and 3. Alternate 1 in the amount of $22,100 is for a metal roof that would blend in with the main building and require less maintenance. Alternate 2 in the amount of $7,700 is for storm shutters mounted on the inside of the windows to prevent the windows from shattering inside during severe storms. This building could be used as a storm shelter for the east campus. Alternate 3 in the amount of $23,300 is for computer network wiring to connect the building with the existing campus. This is a huge distance of wiring. The committee recommended that alternate 3 be paid out of the information technology funds. Alternate 4 in the amount of $6,900 is to deduct built-in casework, marker boards and bulletin boards. These items are required but may have been less expensive for the college to provide on its own. Mr. Basalay recommended not removing it from the project due to the small amount. Alternate 5 in the amount of $27,300 is to construct the building of brick masonry in lieu of concrete split-faced block masonry. Block would blend better with the main campus, but brick is better and longer lasting. If the alternate would have been in the $11,000 to $13,000 range, Mr. Basalay would have recommended accepting it. He does not recommend accepting this alternate. It was the consensus of the facilities committee to recommend accepting the bid and the three alternates.

Review of Bid Results – Road-Parking Lot/Repair-Replacement

The committee members reviewed the three bids received for the electrical portion of this project with the lowest base bid from Halm Electrical Contracting, Inc.- Ottawa, IL in the amount of $215,307. The committee also reviewed the two bids received for the general portion of this project with the lowest base bid from Len Trovero Construction, Inc. – LaSalle, IL in the amount of $1,756,470. Both bids were significantly higher than the estimate due to uncertainty in the economy and large fluctuations in the cost of materials such as metals and asphalt. Asphalt prices alone have increased $20 per ton in just the last four weeks. The instability in oil prices is adversely affecting costs on all projects. It was questioned whether there was a way to include a statement in the specs to allow the bidders to protect themselves and for the college to potentially receive a lower cost if the cost of the products went down. The bidders would have had to stipulate the quantities and this would also be a gamble. If the College was to rebid this project, all bids would have to be rejected, and it is more than likely the costs would increase. It was the consensus of the committee to recommend accepting the bids from both companies along with alternates.

ADA Improvements – Courtyard and Main Entrance

The committee reviewed the estimated construction costs for improvements to the main entry and the walks in the courtyard which amounted to $51,000 plus A&E fees and allowable reimbursables. The main entrance would have a sloped walk added with small retaining walls, curbs and handrails. One exterior door and one vestibule door would have automatic door openers installed to allow access to the building at the main entry. The courtyard sloping walk on the east would be increased in width and a rail would be installed to prevent wheel chairs from falling off the edge of the walk. The courtyard sloping walk on the west would have concrete curbs and rails added to each side to keep wheel chairs from going off the end of the walks. The committee was in consensus to recommend authorizing the administration to seek bids.

PHS Projects

The committee reviewed a potential capital improvement project list which included proposed PHS projects for tax year 2008, proposed non-PHS improvement projects for FY09, proposed maintenance repairs for FY09, and future PHS projects for consideration. After discussing priority of the proposed PHS projects for tax year 2008, it was decided to leave the list as is until the preliminary design and costs are established, taking into consideration lumping similar projects together to reduce A& E fees. The proposed non-PHS improvement projects for FY09 included a study to determine the location of the information desk and safety service area. Mr. Thompson turned this over to the student trustee to work with the facilities department on a recommendation keeping in mind that it serves the students and the community. The proposed maintenance repairs for FY09 included routine maintenance for the roadways and the re-commission of the HVAC system in buildings A,B,C,D, and E to have better control of the air, which was noted as an issue in the thermographic study. It was decided that all board members should collectively give direction on the future PHS projects. Board members should review the list and any concerns or specific questions should be directed to Dr. Corcoran and he will then share with the whole Board.

Electricity Purchasing Options

The College has been purchasing electricity through Sempra Solutions, an alternate retail electric supplier (ARES), under real-time pricing on a month to month basis. The administration had checked with local employers and half of them stayed with Ameren and half went with an (ARES). The price of electricity has declined over the last three weeks making this a good opportunity to enter into a longer-term contract with an ARES. The administration recommended to seek RFPs for electric service for a one-year period. The facilities committee was in consensus to recommend at the August Board meeting to send RFPs to11 different ARES.

Truck Driver Training Program

Looking at the information provided on the number of students completing the truck driver training program, board members were concerned with the decrease in numbers. When IVCC entered into the agreement to provide training for Sauk Valley, IVCC did not increase the number of TDT staff or the number of pieces of leased equipment, but continued to serve approximately 100 individuals between Sauk Valley and IVCC. When IVCC entered into a similar agreement with Waubonsee, additional staff was hired and additional equipment was provided. During the first two years of the partnerships with Sauk Valley and Waubonsee, IVCC went through a transition in terms of learning how to manage staff, equipment, and coordinate time between the three distinct locations. Beginning this fall, Bruce Hartman will begin to concentrate on rebuilding on-campus enrollments to previous fiscal year levels of completion. The quality of the IVCC program has not suffered as a result of the partnerships with Sauk Valley and Waubonsee. After the nursing program, IVCC’s truck driver training program produces more program completers ready for immediate employment, on an annual basis, than any other certificate or degree program. Dr. Corcoran stated the skills path and the TDT facility will be a wise investment for IVCC. He is proud of the program and confident that Mr. Hartman will meet the goal of providing quality service to over 100 students each year.

Presence of IVCC in the City of Ottawa

Shortly after Dr. Corcoran was appointed president of IVCC, he was approached by the City officers of Ottawa on the possibility of IVCC having a greater presence in Ottawa in the form of a satellite center or branch center. Mr. Tom Heimsoth, developer of the Ottawa Heritage Harbor, expressed the need for a culinary arts/hospitality training institution in Ottawa. This is a unique opportunity for IVCC to be more visible in the community. Dr. Corcoran wants to engage the staff in brainstorming on the programs and services that could be offered in Ottawa. Approximately 30-40 percent of the College’s credit hour students come from the Ottawa area. We have three sites in Ottawa providing adult education now. It would be easier for these students to transition to college courses if everything was in one building. He asked for permission to continue to pursue these ideas. Mr. Thompson stated this is a policy issue and a financial issue and would like the whole Board to discuss.

The meeting adjourned at 6:48 p.m.