Building Needs Assessment Work Group Minutes
April 7, 2022 10:00 a.m. – 12:00 and 12:30 – 2:00 p.m.
Lunch 12-12:30 p.m.
Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane
Members:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee
Kerrie Goeden SCLS HR & Finance Coordinator
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Kristi Williams SCLS Board Trustee
Martha Van Pelt SCLS
Director
Guests:
Devin Flanigan Keller Inc. Project Manager
Deb Haeffner SCLS Consultant
Rob Lindstrom Keller Inc. Architect
Rebekah Spidle Keller Inc. Interior Designer
12:30
Colin Meisel Ruekert & Mielke, Inc
Jason Schnell
Matthew Bruckshen
Nathan Larson
Mike Lieu Mid-State Associates
Call to Order at 10:00 by K. Goeden
Approval of previous meeting minutes: March 17, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by K. Williams
c. Approved
Reports:
Extra BNAW meetings that occurred in addition to regular BNAW meetings (see separate minutes in meeting folders on shared drive):
· Security and AV meeting with Fearing’s on 3/18/22, 1-3 – K. Goeden
· Jean Anderson SCLS Consulting
· Corey Baumann SCLS Delivery
· Nan Brien SCLS BOT
· Craig Ellefson SCLS
· Kerrie Goeden SCLS HR & Finance Coordinator
· Jesse Stewart SCLS Fleet Manager
· Vicki Teal SCLS Technology Services Coordinator
· Martha Van Pelt SCLS Director
· Will Allington SCLS
· Devin Flanigan Keller Inc. Project Manager
· Deb Haeffner SCLS Consultant – left early
· Mike Lieu MSA Keller electrical engineer
· Erik Muchka Fearing’s AV
· Ben Voeck Fearing’s AV
· Jarrod Selbach Fearing’s Security
· Keying meeting on 3/21/22 – K. Goeden
· Joe Prosser of LaForce hardware spec from Green Bay
· Coordinators and Jesse Stewart
· Discussed removing the front corridor door to glass hallway – but kept it as 15’ lobby and 9’ corridor different ceiling heights
· Review Waunakee Public Library
· Prep kitchen corridor door has storeroom lock and closer to prop open for caterers.
· Locking office doors
· Casework meeting on 3/22/22 – D. Haeffner
· Review Casework with Rebekah Spidle
· Consensus approved professional collection
· H. Moe’s transaction window counter ledge approved
· Technology prep room good long counter is 36” high so staff can stand or sit on stool
· Outlets mounted above the counter
· Will’s counter is at 30” high to sit.
· Recording 30” counter and approved
· Digitization 30” counter with 3 cabinets above
· Workroom 1 center work table wired
· Prep kitchen refrigerator blocked R. Spidle will ask Rob and Devin to see if we can reverse swing or open into hall and go flat against wall. Needs to be lockable from inside.
· Serving counter is 25.5” inside 3.75” outside. Has rolling door to close off kitchen.
· Leave counter at 4 inches (ADA required) Jean & Deb said so. Need cabinets then. Water urn is 15” Hot water 11” quad electric plug on wall next to rolling counter – put on different circuits so don’t blow circuits!
· Public restrooms
· Diaper changing stations are not required. Not installing them.
· 2 hand soap dispensers. 1 big mirror not tile under it. Garbage hole in counter for women. Men garbage can free standing.
· Staff Lounge
· Long counter 3 grommets
· Work counter is 36” high; 34” around the counter
· Sorting Floor
· Lose cabinets under monitors between offices, remove mounted mailboxes
· Replace with cabinets with knee space at seated height like tech prep. Need 36 slots for trip clipboards. Put them on the counter
· 6’ cabinet holds 36 route boxes
· 36 slots for national boxes
· Will also need place for Jesse’s key box – Jesse will figure out that.
· Adjournment at 2:30
· Focus on Energy on 3/24/22 (bundle selection due 4/7/22) – D. Flanigan
· D. Flanigan will tell FOE that we are selecting Bundle 1
· Landscaping/Plumbing/Electrical meeting on 4/4/22 – K. Goeden, D. Flanigan
· Landscaping 1:00 – 1:30 P. Vargulich
· Reviewed 3/17 version
· SCLS still want more arborvitae on southern property line, not reflected in plan. SCLS wants to keep points at the required minimum amount. He has not adjusted the plan yet. SCLS is okay with thinning the eastern bushes to accommodate the additional southern arborvitae. P. Vargulich will definitely add the arborvitae and adjust the rest if needed.
· Reviewed western southern corner of building – will the tree there block address? (yes) He will move the tree that would block the address. Corner of building needs to be clear.
· Plumbing: 1:30 – 2:00 J. Schnell
· Fire protection – data center will be protected by creating a vacuum. Will have audio and visual warnings when system is activated to warn staff to exit area.
· Hotsy hot and cold pressure washer and undercarriage washer are alternate bids
· Prep kitchen & break room sinks should be one large sink not divided.
· Bathroom sinks will be under mount since counters are quartz – solid surface
· Electrical 2:10 – 3:00 M. Lieu
· Move electrical in Deb’s office to NW side
· Professional Collection – remove data from laptop counter. Have 2 USB ports and electrical
· Put security button above desk in Heidi Moe’s and below the counter on wall.
· Added security button infrastructure in Brinnan’s office like above.
· Added electric to dock and next to Hotsy
· Deleted data from west and east walls of the sorting floor (-6) kept data on north wall and south wall by offices
· Generator will be purchased with UPS – alternate bid
· Electrical contractor responsible to install and do pad for generator and testing
· City Easement meeting on 4/5/22 – D. Flanigan, M. Van Pelt, K. Goeden
· City accepted revisions by Keller (only remove 1 tree, less asphalt) and agreed that SCLS will maintain the easement in the future. Jenny Frese from the city will send the easement and maintenance agreements to SCLS next week so they can be reviewed by attorneys and given to the SCLS board for approval at their April meeting.
· Interior Design and Casework meeting on 4/6/22 – D. Haeffner
· Changes:
§ Workroom removed grommets from islands - has no power on one and power on side of other 1 island – (popup grommets would be preferred)
§ Kitchen Prep room- drawers next to range
§ Breakroom – dishwasher to the right of the sink; window counter will be pop up grommets with power
§ Delivery – (1) Tall cubbies’ slots need to hold route boxes, (2) trip sheet mailboxes need to be able to hold clipboards; delete 1 mailbox stack on the right side of table. Allow writing space on table surface – make it 30” deep
§ (3) Staff mail slots mount at 30” at bottom.
§ Lobby scones on 2 towers (not middle one), put wood on the three towers for aesthetics.
D. Flanigan asked staff to think about recycling and trash containers.
Other Reports:
· CSM and Conditional Use Permit updates – D. Flanigan
· Waiting on minor revisions from civil engineer & city review
· Finish up in next 4 weeks. CSM done 1st then CUP. (Need CUP before building permit will be issued)
· Developers Agreement/Median update – D. Flanigan
· Waiting on approval From Brenda
· Bid Notice – D. Flanigan, M. Van Pelt
· Will get to M. Van Pelt tomorrow.
· SCLS will post bid
· Keller will post notices onto contractor sites and will pay for third party to post specifications free to contractors on their website
· Fiber moving forward – D. Flanigan
o MUFN – application process (Dan) is underway: WISCNet
o Badgernet in bid stage with state – install in own pipe
o AT&T will install fiber for VoIP once walls are up
· Utilities
o City of Madison water & sewer – plumbers has to apply – K. Goeden
o AT&T won’t talk until we have walls – K. Goeden, AT&T team knows what we need; VOIP. Not dealing with Spectrum
o MGE for both gas and electric
o We are 9 miles from airport. Airport permit for glide zone (D. Flanigan handling)
Discussion:
· Review plans with D. Flanigan, R. Lindstrom, R. Spidle
§ Interior Design
· R. Spidle will bring samples of grey trim and grey panel covers (Serenity)
· We will handle paper towel & soap dispensers ourselves – delivery will brings theirs
§ Architecture
· R. Lindstrom brought samples – approved by workgroup
o Overhead Doors and trim match - approved by workgroup
o Meeting Room divider – original manufacturer is gone
o R. Lindstrom looking at alternatives with 3 sections from Modern Fold paired panel. One track located in ceiling. https://www.modernfold.com/en-US/products/operable-partitions/paired-panel-systems
§ Bidding/Process
· Bids posting April 18
· Bid opening May 12
· Early July ground breaking
· At that point, meeting weekly on site construction meetings for SCLS point person. Keller will produce minutes. SCLS brings donuts.
§ Exterior Signage
o Grey wall & white wall on front are flush.
o Put individual letters on grey wall in colors similar to white wall. Not lit. Architect will work with design of 1 line or 2 and create a mock up. Trash collection: City is changing their collection system, call back later in the year. City requires an enclosure – ours will be galvanized with privacy slats. If City provides, we will get plastic residential bins on wheels. Contractors like Waste Management will provide dumpsters on wheels.
· Data Center – alternate bid for everything. D. Flanigan is figuring out installation and extra costs into an itemized list. Can issue an addendum to bid after bid goes out. Don’t change bid now but if we need to pivot if bids come back high we need to be ready with an alternative when bids open. We need to talk to Access about what happens by removing generator (impact on egress lighting) or other equipment i.e. UPS
12:00 Lunch Break
12:30 Discussion:
· Review plans with team
§ Colin Meisel - engineering
· Lowering existing 10” water main & relocating fire hydrant, still on our property to edge of parking lot. 2nd one near driveway entrance
· Storm sewer water. Collecting from east side of roof to drain onto west side pond. Pipe on north side to collect water so it does not run to loading docks. Collects to western pond. Southern parking lot will drain to eastern pond.
· Catch basins at loading docks – 9” depth and will drain off into alternate area. 4% pitch toward docks
§ Jason Schnell - plumbing
§ Fire protection “clean agent” system, it is a gas system released into the room to snuff out fire and remove oxygen. Leave in half of clean agent for data center – on one side of glass partition.
§ Other half of data center will have standard fire protection
· Matthew Bruckshen – HVAC
§ Vestibule – no AC, just conditioned air, some air to improve over the outside air but not as good as fully air conditioned and cheaper. Will also include small heater at low height.
§ Garage – heat only unit
§ Heating and cooling of mechanic’s area
§ Roof tops unit will not interfere with solar placement.
§ Heat air via boiler in air handler which mixes with fresh air
· Mike Lieu – Electrical
§ Charging stations: 1 (level 2) now and alternate for a 1 additional (level 2) and 1 (Level 1 – residential plug in box). Level 2 is required by the City of Madison. Cellular wifi for fee/charging data. No data port needed. Level 2 will charge 2 cars at once.
§ Does one handicap slot require charging? – no
§ Signs on building not lit.
§ Schedule meeting with Tech and M. Lieu on the data center
§ Generator backs up egress lights, security system electric strikes and data center. If no generator use UPS and batteries. Can get out without power but need metal key to get in. D. Flanigan will get list of items on generator, how long each battery lasts.
· Nathan Larson – Architectural
· Topics tabled for Upcoming meetings:
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
· Solar grant application updates
· Utility Applications
o Fiber, power, water, phone, cable, internet, airport permit?
· Building Permit
Homework for Next Meeting:
Next Meetings:
Meeting on 4/14/22 from 11 a.m. to 1:00 p.m. for a final review before we go out to bid.
Regular BNAW meeting on 4/21/22 from 1:00-3:00 p.m.
Adjournment:
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com