September 12, 2011 Facilities Committee Meeting

Committee Members Physically Present

David O. Mallery, Chair
Leslie-Anne Englehaupt
Dennis N. Thompson 

Other Board Members Physically Present

Larry D. Huffman

Others Physically Present

Jerry Corcoran, President
Rick Pearce, Vice President for Learning and Student Development
Cheryl Roelfsema, Vice President for Business Services and Finance
Lori Scroggs, Vice President for Planning and Institutional Effectiveness
Gary Johnson, Director of Facilities
Paul Basalay, Architect
Dominick Demonica, Architect
Steve Halm, Capital Development Board
KJWW Engineering Representatives

The meeting was called to order at 8 a.m. by Mr. Mallery, committee chair. 

BID RESULTS – PHASE I OF THE COMMUNITY INSTRUCTIONAL CENTER PROJECT

The bids for Phase I of the Community Instructional Center Project were opened on Thursday, August 25, 2011 and the apparent low bidder will be George Sollitt Construction Company, of Wood Dale, Illinois.  The bid of $21,138,000 is approximately 6.6 percent over the estimate of $19,818,713.  In evaluating the bids, the electrical and mechanical accounted for the largest discrepancy in the bids over the estimate.  Since January of the current year, construction costs have increased by three percent.  Estimates were completed in December and in last month alone, costs rose by one percent.  This is the first time this has happened in a number of years.  It was also noted that copper prices, steel prices, and fuel have increased.  The project will take approximately 18 months to complete and the contractors’ estimates could be based on continued increases in prices.  The building cannot be compared with other buildings because it is heavy in electrical with computers, card readers, etc.  All five bids were very close for a project of this size and it is believed the bids submitted accurately reflect the value of the work at this time. Representatives of KJWW Engineering concurred with Mr. Basalay that the numbers used in December were low and that increases due to technology and upgrades along with increases in the prices of copper and steel affected the numbers, as well.  Twelve bidders looked at the project, but only five submitted bids.  The Capital Development Board advised not changing the scope of the work on Phase I and rebidding because the project could lose bidders.  The Board was hoping the two elevators on the contingency list would be rolled into the project and was concerned with the balance of funds to complete Phases II and III.  It was noted the two main goals of the project were Phase I and II and there would be no reduction in the Community Technology Center.  Historically, only 2 to 2.5 percent of the contingency is used during construction.  If the contingency was reduced to five percent on Phase I, the additional money could be added to Phase II.  In order to proceed with Phase II, the Capital Development Board needed a commitment letter from the College guaranteeing the difference between the two levels of contingency. Mr. Basalay provided options to reduce costs on Phase II – 1) delete the entry towers or include them as alternate bids, 2) delete the maintenance building and improvements to the drive around the back of the auto shop or include alternate bids; and 3) move demolition of the temporary buildings into Phase III so Phase II can proceed on schedule.  Phases II and III will be bid as multi-prime.  Phase III will not be bid until Phases I and II are complete.  Alternates will be included in Phase II to be sure all the funds are expended.  If the total project is short, Protection, Health, and Safety funds could be used for the elevators.  The Facilities Committee was in consensus to recommend to the full Board to lower the contingency for Phase I from ten percent to five percent with a commitment letter to the Capital Development Board guaranteeing the difference between the two levels of contingency and to proceed with the schematic design for Phase II.

BID RESULTS – ASBESTOS ABATEMENT, BUILDING G

On August 25, 2011, bids were open for the Asbestos Abatement – Building G Room 202 Project and the apparent low bidder was Colfax Corporation of Chicago, Illinois with a bid of $41,900.  The proposed cost budget estimate for the work was $76,550.  The Facilities Committee was in consensus to recommend approval of the bid to the full Board.

MASTER PLAN

Illinois Community Colleges are required to submit updated master facility plans to the ICCB every five years.  Dominick Demonica updated the master plan and presented an overview.  The Ottawa Center was added and several place-holders were included for possible future plans.  These included a fine arts center, sports complex, childcare center, student housing, tennis courts, and proposed location of a wind turbine.  Mr. Thompson questioned the location of the wind turbine and asked if it could be moved west and south of the student housing to provide expansion for additional sports where the turbine is currently located on the master plan.  The wind turbine is located on the master plan close to the test site and further evaluation would be needed to relocate the wind turbine.  The Committee was in consensus to recommend the master plan to the full Board for approval.

Dennis Thompson left the meeting at 9:45 a.m.  Before leaving he was comfortable in recommending to the full board the PHS projects, the letter of intent for the iFiber, and the request for proposal for the on-site health clinic, as presented.

PROTECTION, HEALTH, AND SAFETY PROJECTS FOR TAX YEAR 2011

It is anticipated the 2011 Protection, Health and Safety (PHS) tax levy will generate approximately $1.5 million in revenue.  The College’s Operations Committee met and reviewed the list of potential capital improvement projects, non-PHS capital projects, and maintenance repairs.  Each project was prioritized within the three categories and four projects rose to the top of the list for capital improvement projects.  The top four were:  1) Music Room (D223) Accessibility Modifications, 2) Restroom Renovations Phase II, 3) Water Line Valves/Water Lines, and 4) Replace Panic Hardware.  Projects two and three were combined into one PHS project.  It was decided to bid the restroom renovation with the option to go with PEX if copper prices increase dramatically.  PEX is flexible tubing and would be a huge cost savings.  The Committee was in consensus to recommend the PHS projects to the full Board for approval.

LETTER OF INTENT – iFIBER, ILLINOIS FIBER RESOURCES GROUP

The LaSalle County Broadband Initiative will connect 533 Community Anchor Institutions and provide greater access and affordability to regional households and businesses.  IVCC has been designated a Community Anchor Institution, which will allow the College to connect both the main campus and Ottawa Center to the iFiber network at a cost of $7,200 a year for the main campus and $7,200 a year for the Ottawa Center.  IVCC currently uses Illinois Century Network (ICN) and AT&T Opteman to provide high-speed access.  A comparison of costs between the current AT&T/ICN versus iFiber/NIUnet/ICN was distributed.  AT&T would only contract for a minimum of five years and that contract will expire in March of 2015.  The connection with the iFiber network is expected to take place in the summer of 2013.  Factoring in the penalties for breaking the contract with AT&T, savings for the first five years using iFiber will be approximately $129,330.  The Committee was in consensus to recommend for approval to the full Board the letter of intent to commit to connect the iFiber network to the main campus and the Ottawa Center.

ON-SITE HEALTH CLINIC

The administration recommended issuing a request for proposal for professional services to manage/operate an on-site health clinic on the main campus. The request for proposal is for the service to be available 16 hours a week.  An individual did approach the administration on providing this service at no cost to the College.  The question was then asked if two groups offered the service at no cost to the College, could each one share the space designated and the service could be offered twice as much during the week.  The problem would be the two groups would have to share a room and would have their own resources in the same room.  The administration would like to have the service available every day, all day, but it is not sure the service would be needed that extensively.  The thought is to start with 16 hours a week. The Committee was in consensus to recommend the request for proposal for the on-site health clinic to the full Board for approval.

ADJOURNMENT

It was moved by Mr. Mallery, seconded by Ms. Englehaupt, and carried unanimously to adjourn the meeting at 10:10 a.m.  Motion passed by voice vote.