Building Needs Assessment Work Group Minutes

October 20, 2022 1:00

In Person at 1650 Pankratz Street, Madison, WI

Present:

Jean Anderson SCLS Consulting Services Coordinator

Corey Baumann SCLS Delivery Services Coordinator

Kerrie Goeden SCLS HR & Finance Coordinator

Gary Poulson SCLS Board Trustee and Chair

Jesse Stewart SCLS Fleet Manager

Vicki Teal SCLS Technology Services Coordinator

Martha Van Pelt SCLS Director

Kristi Williams SCLS Board Trustee

Guests:

Devin Flanigan Keller Project Manager

Deb Haeffner SCLS Consultant

David Haug Lighthouse Realty

Rob Lindstrom Keller Architect

Absent:

Nan Brien SCLS Board Trustee

Call to Order by K. Goeden at 1:10

Approval of previous meeting minutes: October 6, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c. Approved

Reports:

o Critical Controls Calendar

§ D. Haug reported that the items left to complete are in the hands of the attorneys.

o Closing Timeline

§ D. Haug is working to get all the paperwork for the closing done before the actual date to keep the timeline tight.

§ G. Poulson will not be traveling around Thanksgiving so that will help to get signatures.

§ Goal is to close as soon as November 19, 2022 but no later than December 2, 2022.

o Ground Lease Assignment Update

§ Dane County has submitted the resolution to approve SCLS assuming the ground lease. The approval process must go through 3 committees of the Dane County Board. Goal is to have final approval by November 18, 2022.

o Data Center Update

§ Mark Fernstrum of Access Inc will be at Pankratz today as part of the walkthrough and meet with staff and D. Flanigan about the data center.

o City of Madison Update on Plans

§ D. Haug has looped the City of Madison in via M. Mikolajewski

§ D. Flanigan asked the city to put SCLS on their DAT meeting for 10/27 to discuss the sanitary line and sidewalks which require a developer’s agreement if changes are needed.

§ 11/19/2022 Need to notify the City of Madison Alder of application for conditional use permit – 30 day notice

§ 12/19/2022 Submit conditional use permit

§ 2/1/2023 Submit plans to Madison Urban Design

§ 2/1/2023 Plans go out for bid

§ 2/13/2023 City of Madison Planning Commission submit plans

§ 2/28/2023 Common Council

§ 3/1/2023 Open bids

§ 3/23/2023 SCLS Board approve subcontractors

§ 5/1/2023 Start construction

Discussion:

§ Review floor plans

o D. Haug received Pankratz blue prints from Sullivan, the original builder.

o Educational building (Lakeland University) HVAC is oversized compared to office building needs. They expected to cool the building filled with hundreds of students. HVAC affects transformer size. 800 amperes currently. Delivery and the data center will affect the need. Keller has the information from Access. May require a switch gear which is 45-55 weeks out to order. New transformer may be needed or use existing one but either way it has to be moved. This will end up being the location of the generator. Madison GE moves the transformer. 3-4 month notice to move. May require trenching into the building. D. Flanigan needs to figure this all out.

o Final floor plan changes due to Keller by BNAW on October 31, 2022.

o Fearing’s will need to meet with Keller when Fearing’s draws new plans. SCLS will use, return and reuse the AV and security equipment purchased earlier via Fearing’s for the Walton Commons site. Waiting for Fearing’s to do inventory of purchased equipment

o Break Room - R. Lindstrom suggested that monitors be installed during construction to save costs. Steel stud in walls. Would have to cut hole in wall and then put in blocking to mount monitors.

o Tech Prep Room needs no work

§ 2^nd electrical panel may go into Tech Prep Room

o SCLS will supply staff cubicles

o Big Meeting Room needs nothing except new doors from lobby.

o Save existing cupboards on new site to reuse. Gentle demo. Also want to resell folding walls if in good shape.

o Existing offices need no prep. Owner will supply desks.

o Professional Collection shelving and furniture will be owner supplied.

o Indus scanner in recording – digitization room. Make sure it has needed electrical.

o Okay to put Delivery’s rubberized flooring as alternate bid

o Sorting floor’s drinking fountain with bottle filler. Double fountain is nearly the same price as single.

o Loading Dock area – remove levelers, bollards, we own dock extenders. R. Lindstrom wants to reduce retention wall for more sanitation line room. R. Lindstrom will talk with delivery. D. Flanigan has all the information. Water in garage for washing trucks inside.

o Loading Dock - put HVAC/heater unit on the dock

o Only casework is in the workroom.

Work Room/ Maker Storage:

Deb Haeffner redid layout and shared with group including Keller

On left side of the room: Mail slots, supply cabinet and maker utility shelving along the wall.

Keep partition and tables in the middle. Partition is 9 ft long to accommodate delivery envelopes and computer on one side. Laminator and counter on the other side of partition wall.

On right side of the room: 4 ft of paper shelving, 7 ft for copier, 3 ft for folder, lower and upper cabinets.

Back wall: cutting table and cutter.

Keep 2 open doorways

SCLS to provide the mail slots, supply cabinet, utility shelving for the maker kits, big cutting table, 3 ft table for the folder, 4 ft. paper shelving, and both tables for the middle of the room.

Keller to build in the counters, lower and upper cabinets.

Data Center: See Access plan.

Need to confirm that we can do electrical work on our own. Mark from Access will confirm cost of labor for the data center installation.

Clarify from Keller if their engineers will be involved in electrical or construction at all. (Wall covering window for example). If anything is deemed “construction” must be under $25,000.

Verify if SCLS can have total control over this room and the installation of the equipment.

Staff Break Room:

Using as is. No work needed.

Possibly add meeting room #2 AV equipment and 2 monitors down the road. Check with Fearing’s to see if we have to keep this equipment. Is the lounge wall able to support the monitors?

Kitchen (Vending):

Add 2 refrigerators. Check electrical for 2 refrigerators and 2 microwaves.

Bathrooms:

Using as is. No work needed.

Janitor Closet:

Using as is.

Tech Prep Room:

Need to assess electrical and data.

No cabinets or counters needed.

Using as is.

Cubicle Room:

We like the new central opening proposed for this room, but leave room for 6x7 ft. cubicles. (7 ft. into the room.)

Otherwise, using the room as is. No other work needed besides relocating the entry to the room.

New Office Corner:

Tech team will take inventory of the existing electrical and will map out a standard electrical/data plan.

Cindy’s office will have a self-check unit that will need power.

Large Meeting Room:

We are not installing any new cabinetry or counters. May move the cabinets from the office hallway (by the recording room) into the meeting room.

Monitors as shown on plan. Check the electrical.

Existing Offices:

Will use as is.

Professional Collection:

The work station has data and electrical.

Recording/Digitization Room:

Might need data and electrical installed (Indus scanner)

Need to assess counters, etc.

Huddle Room:

Identify location of monitors and sound bar.

Electrical and data location.

New Offices:

Standard electrical and data plan.

Delivery Copier Area:

Do not need built in storage/counters/cabinets. They will bring the tables, cabinets and cubbies that they already have.

Move copier up near the 2 west offices. Need data and electrical there.

Locate the route boxes and mailboxes there.

Delivery Monitors:

Located on east wall adjacent to garage.

Delivery Flooring:

Bid out the rubberized flooring as an alternate bid.

Delivery Sorting Racks:

SCLS provided.

Loading Dock Area:

Remove the levelers. Remove the bollards. Don’t need them.

SCLS owns our dock extenders, will see if we can bring those to the new building.

Want as little pitch as possible for the slope. Currently at 3 ft on the plan. Verify that the slope of the pitch is not too steep for the carts in the trucks. Need the deck of the truck to be level with the floor of the dock.

Garage:

Make sure we have water piped into the garage and hoses to wash the vans in the middle of the garage.

Mechanics Shop/Equipment Shop:

Jesse will map out equipment and will work with Keller on electrical/data needs in the mechanics shop and equipment shop.

§ Timeline Update

o Construction documents

§ November 2022 – January 2023

o Bid schedule

§ 2/1/2023 Plans go out for bid

§ 3/1/2023 Open bids

§ 3/23/2023 SCLS Board approve subcontractors

§ 5/1/2023 Start construction

§ Break ground April - May 2023

§ Administration portion done July- August 2023

§ Delivery done December 2023

Adjournment: 2:30

Staff tour of Pankratz building 3:00

Remaining List of Options to Consider:

Option D: Purchase office building and continue to lease Delivery  

This would be the option if the Pankratz bids come in over budget.

Topics tabled for Upcoming meetings:

· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces

· Building Permit

Homework for Next Meeting:

1) Outline plan of how SCLS will operate during construction post Memorial Day.

2) Notify City of Madison Alder by 11/19/2022 with 30 day notice of application for a conditional use permit

3) Identify anything we can do in the building between closing and Memorial Day 2023.

4) Does SCLS own the garbage container enclosure?

Next Meeting:

November 3, 2022 10:00 am – 12:00 pm

Review plans incorporating feedback received from SCLS departments from 10/31/2022

Parking Lot:

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com

· Apply for tax exemption