Building Needs Assessment Work Group Minutes
April 21, 2022 1:00 p.m. – 3:00 p.m.
Hybrid Meeting in person at 4610 S. Biltmore Lane, Chester Room;
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
Martha Van Pelt SCLS
Director
Guests:
Devin Flanigan Keller Inc. Project Manager
Deb Haeffner SCLS Consultant
Absent:
Kristi Williams SCLS Board Trustee
Call to Order by K. Goeden at 1:00
Approval of previous meeting minutes: April 7, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by J. Anderson
c. Approved
Reports:
Recap 4/14/22 Final Review Meeting: (minutes from that meeting here)
· Review Exterior Signage Renderings – Choose an option
o Letters will be white to match the white of the building
o Marty’s preference was option 2 and would be okay with all caps in the same size font
o Option 2: Jesse, Jean, Deb, Vicki, Nan, Kerrie
§ There’s an Ultra of that type face that will make it larger/bold font so the letters are just a little bit bigger/thicker
§ White instead of the black on the rendering
o Option 4: Corey
o Consensus is Option 2 with a larger/bold font – on the grey front right of the canopy
o Address numerals on west side of building should be dark colored
· Solar – Building engineering to support weight of future solar installation
o Devin brought to our attention that some additional engineering work is needed to engineer the roof to hold a future solar installation
§ Building is engineered for the building code of today and for the current roof structures
§ If adding solar later, you need to add additional reinforcement at that time
§ Engineer for maximum amount of solar panels that HGA included on their study
§ Have HGA develop a preliminary plan for a solar layout in order for the plan to account for the load
§ Will be in the base bid
§ Some additional steel required but not a huge addition to the cost
§ This will give us infrastructure to put solar on at anytime
· Southwest Corner office 112 (Tech 1) reconfiguration
o Cost, timeline
o Corner office space was increased when the adjacent hallway was removed and office was reconfigured to absorb the hallway. The door and the sidelight are in line with the window
o Prime real estate, more potential use as an office, possible huddle space, more usable space than the hallway
o Dead end corridors – unless they are required by code – are a wasted space. Gives potential flexibility down the road. Getting maximum use out of every square foot.
· White boards – who is ordering them
· What’s next – D. Flanigan will provide us with what’s needed from BNAW between now and ground breaking
o Any big things, projects, decisions, or anything we need to take care of that we need to get to you, we would like to know that now.
o What do we need to do in between putting this out for bid and breaking ground
o Devin – good news, lots of good work done in the past few months.
§ What lies ahead? Devin will put together a list of things to think about
§ Once the shovel goes in the ground it gets much easier
o D. Haug working with the attorney to get next steps going
· Bid notice – Devin will get to Kerrie G. by tomorrow morning (April 15, 2022)
o Bids were posted Tuesday, April 19 in the WSJ and on-line
o Bid opening May 12
· D. Haug – updates
o Critical control calendar with dates for contingencies, etc.
· Ground Breaking – will this be an event? Yes, it will be!
· Interior design with Rebekah:
o Casework for Delivery:
§ Sorting floor (Room 162)
§ Reduced the number of cubbies to 36
§ Increased worktop depth to 30 inches
§ Conversation about the location of the cubbies on the desk
§ Adding an outlet between the desk and sidelight by this desk
§ Mailboxes moved down so they are sitting at 30 inches off the floor and top would be 53 inches off the floor
o Fabric for the partition in meeting room – Rebekah will drop samples off at SCLS
· Review any other questions/changes to the plans
o Next steps – bid notice in to newspaper tomorrow
o Waiting to hear back from Jenny Frese on easement documentation
§ D. Flanigan emailed Jenny Frese
o Do we need to continue two meetings a month? Keep on the schedule for now and cancel meetings if needed
· Adjourn at 11:56 a.m. Hope for bids to come in close to or under budget!
Solar grant application updates
o 2 Federal grants submitted and 1 to Ebsco
CUP/CSM Conditional Use Permit and Certified Survey Map) updates
o CSM updated and City is reviewing (holding up land closing)
o Conditional Use Permit CUP still waiting for comments from City of Madison, can apply for an early start permit if not approved in time
o Need to have CSM & CUP done before breaking ground.
Median (TBD)
o Waiting to hear from City of Madison
Discussion:
· Review bid opening process
o Next steps after bids are open on Thursday, May 12
§ D. Flanigan shared a spreadsheet with group today
§ Place hold all the lowest bids, evaluate them on following Monday, check performance bonds, pre-qualifications
§ Review alternate bids on Wednesday
§ Alternate bids/process to decide on options
· Look at Monday and decide Wednesday
· Base bid (with lots of details) and alternates. Alternates could supercede the base bid
· D. Flanigan will send link of bid documents to group https://www.blueprintfdl.bid/
· He will also send to K. Goeden to put in shared drive
§ Finalize bid recommendations to send to Board of Trustees for approval
o Next steps if bids are over budget – then what?
§ Exterior of building is at lowest cost already
§ We have already shaved $3 million off the original plans
§ Can’t remove anything without removing service
§ We probably will not see large costs variations in submitted bids
§ V. Teal asked if there would be cost savings to remove the offices on the west end of the building. Remove tech offices and have them share offices?
§ Eliminate generator?
§ K. Goeden will ask MGE for an outage report of the new location– to see if we need a generator.
§ Remove partition wall from meeting room could save $40,000 or so.
§ Go Fund Me account?
· Review any items to complete between now and ground breaking
o Electrical and gas application needs to be updated by D. Flanigan
§ Will get info to Heidi Moe.
§ Whiteboards, shelving in storage rooms D. Haeffner
§ Set up meeting with M. Van Pelt, K. Goeden, D. Flanigan & D. Haug to cover closing steps – critical controls calendar
§ Look over plans again to see if anything can be changed (if we have to find money and/or make cuts)
· Plan ground breaking ceremony
o Invite county reps, Alder Jael Curry and city supervisors, Matt M. , Mark Pocan, Tammy Baldwin press release, board and foundation, library members and staff
o Develop program, have a ceremony, followed by staff party, music by Jesse, PA system
o Ice cream food truck- Jean, also have cake.
o Have event after site prep has started – excavator can clean field for tent from Keller, use electricity from construction trailer, gravel for parking. Have on a Friday or Wed for delivery. Decided on July 13 (W) start at 3:00. Food trucks, cake, shovels Mark I. take photos, invite neighbors, tables, Keller pay for food trucks and cover food costs, tables, we have 50 chairs. Ale Asylum contact with Jesse Stewart. Time capsule. K. Goeden will send out save the date card/email.
· Plan ideas for integrating staff into activities together ahead of occupancy
o Tour building before opening and while under construction. Terry Kramer will be Keller’s onsite construction manager
Topics tabled for Future Meetings:
· Schedule Admin and Delivery meetings to discuss shared spaces and new work flow
Homework for Next Meeting:
· Schedule meeting with D. Haug to review critical controls calendar
· D. Flanigan send SCLS construction documents to post on shared drive
· Start sending “save the date” emails to libraries, staff, boards, neighbors, legislators for the ground breaking celebration
Next Meeting Date: May 5, 2022 10:00 am – 12:00 pm BNAW
Adjournment 2:40
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com