Building Needs Assessment Work Group Minutes

April 2, 2020 10:00 a.m.

Remote Attendance via Blue Jeans

Present:

Corey Baumann SCLS Delivery Services Coordinator

Nan Brien SCLS Board Trustee

Kerrie Goeden SCLS HR & Finance Coordinator

Mark Ibach SCLS Consulting Services Coordinator

Jesse Stewart SCLS Fleet Manager

Vicki Teal SCLS Technology Services Coordinator

Kristi Williams SCLS Board Trustee

Martha Van Pelt SCLS Director

10:12: Call to Order by K. Goeden

Approval of previous meeting minutes: March 5, 2020

a. Motion by M. Ibach to accept the minutes

b. Second by C. Baumann

c. Approved

Reports:

· None

Discussion:

· Reviewed the Evaluation Matrix that staff updated with the builder presentation information.

1. Keller: updated in blue by Corey and Jesse

2. Tri-North: updated in purple by Mark

3. Sullivan: updated in orange by Marty

4. Newcomb: updated in purple by Kerrie

5. Vogel Brothers: will be updated by Vicki

· Develop and assign numerical evaluation scale to assess the builder information

o Use 0-5 scale; 0 will be low and 5 high

o Mark will draft excel spreadsheet and then share for review by Corey and Vicki. To be done 4/7/2020 and given to Kerrie.

o Kerrie will create the 0-5 scale and add definitions and have it reviewed by Mark, Corey and Vicki. To be done 4/9/2020

o Spreadsheet will be sent to each member of the BNAW along with Evaluation Matrix. Each member will populate their own copy of the spreadsheet with their ratings of each builder for each question. To be done 4/30/2020 and given to Jesse.

o Jesse will compile the individual spreadsheets into a master list. To be done 5/7/2020 in time for BNAW meeting.

o The Evaluation Matrix and ratings will be discussed at the May BNAW meeting with a goal of getting down to final 3 builders.

· The timeline was adjusted. See below.

Homework for Next Meeting:

· Kristi and Nan will develop reference questions for the top 3 vendors to discuss at the June meeting.

· Develop and assign numerical evaluation scale to assess the builder information

o Use 0-5 scale; 0 will be low and 5 high

o Mark will draft excel spreadsheet and then share for review by Corey and Vicki. To be done 4/7/2020 and given to Kerrie.

o Kerrie will create the 0-5 scale and add definitions and have it reviewed by Mark, Corey and Vicki. To be done 4/9/2020

o Spreadsheet will be sent to each member of the BNAW along with Evaluation Matrix. Each member will populate their own copy of the spreadsheet with their ratings of each builder for each question. To be done 4/30/2020 and given to Jesse.

o Jesse will compile the individual spreadsheets into a master list. To be done 5/7/2020 in time for BNAW meeting.

Timeline:

Feb – April evaluation of RFIs & information from original presentations.

May - The Evaluation Matrix and ratings will be discussed at the May BNAW meeting. The workgroup will narrow the field to 3 vendors by the end of the May meeting.

June – Kristi and Nan will bring vendor reference questions to meeting. After review by work group, they will begin making reference calls to vendor finalists.

Site visits will begin.

July Site visits

August Decide on vendor

Next Meeting Date: 5/7/20 at 10:00 a.m.

Adjournment 11:40

Parking Lot:

Need to create:

· Location report

· Detailed design report

· Mark and Vicki will look into items listed under Other “Master Building Profile by Zones”

For safety concerns and needed protections. Do we have Material Safety Sheets on these products which include necessary protections and toxicity information?

· SUN Expansion

· Collaborative projects – continue to consider options