Building Needs Assessment Work Group Minutes
December 1, 2022 10:00 a.m. – 12:00 p.m.
Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;
Others to attend in person or Virtual Via BlueJeans
Members In Attendance:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee – arrived 10:24 a.m.
Kerrie Goeden SCLS HR & Finance Coordinator
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Martha Van Pelt SCLS Director
Deb Haeffner SCLS Building Consultant
Members Absent:
Gary Poulson SCLS Board Trustee and Chair
Kristi Williams SCLS Board Trustee
Guests:
Devin Flanigan Keller Project Manager
David Haug Lighthouse Realty – joined at 10:44 a.m.
Rob Lindstrom Keller Architect
Rebekah Spidle Keller Interior Designer
Call to Order by K. Goeden 10:09
Approval of previous meeting minutes: November 17, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by J. Anderson
c. Approved
Reports:
o Urban Design Commission Meeting
§ D. Flanigan, M. Van Pelt, R. Lindstrom, and K. Goeden met with Urban Design Commission (UDC) just prior to this meeting. Presented new plans, primarily for delivery, addressing concerns from DAT. Overall meeting went well. Some concerns with long spans of walls without architectural interest or landscaping. Request from UDC to add more masonry or landscaping to break up the wall. R. Lindstrom’s recommendation is to submit what we have as long as we’re okay with it and if they request changes, we’ll address it at that time.
o Closing Update
§ K. Goeden: Today 12/1/22 is the day we’re scheduled to close. Ground lease signed and delivered to Title Company by Adam Ussher, Airport Council. Title Company wants an original signature from G. Poulson today on the ground lease assignment. K. Goeden to pick that up and deliver it. Amendment to reciprocal easement document about shared driveway/parking is in the works. Goal today is to get last of documents, wire funds, and wrap this up by end of business today.
o Fearing’s AV and Security Update
§ K. Goeden met with Fearing’s yesterday to review the new plan. They are retrofitting the Walton Commons plan into the new plan. They are reselling or repurposing the things we don’t need. Fearing’s is recommending that we keep the existing security system because it’s connected to the fire alarm system. They don’t service Honeywell systems (the existing security system), so we will need to use current monitoring company O&W Communications. V. Teal Lovely asked questions about keypad access to tech storage, utility closets, etc. Have Erik M. from Fearing’s send plans to Devin.
§ 11/18-12/2/2022 Obtain Dane County Board signatures on ground lease assignment
§ 12/2/2022 Deadline to close on purchase of Pankratz building
§ 12/19/2022 Submit conditional use permit
· Also need to notify business associations and neighborhood associations along with new alder
§ 2/1/2023 Submit plans to Madison Urban Design Commission
§ 2/1/2023 Plans go out for bid
§ 2/13/2023 City of Madison Plan Commission – Keller 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:
o Review updated budget and costs from estimator
o D. Flanigan provided updated budget from estimator. These projections are on the high end to make sure we’re covering our bases. However, D. Flanigan is optimistic that prices are starting to come down. Subcontractors are starting to call and ask for work. So, we’re hopeful that the bids will come in lower than these figures. If not, D. Flanigan has outlined bid options below that we can submit as alternates in order to meet our budget. If we can afford to keep these items in the plan, we will add them back in. If we need the savings, we can pull them out.
SCLS – Lakeland Property
Facility Cost Analysis - 12/1/2022
· Warehouse / Shop Addition & Admin Remodel
o 14,980 sq. ft. Facility
o 14,000 sq. ft. Facility Interior Remodel
§ Construction $4,350,000 – 4,550,000
o FFE & Other Supplies (Owner Purchased Items)
§ Data Center: $220,000 (148,000 building / $72,000 of contingency funds.)
§ Fiber Network Allowance: $25,000 ($20 per linear ft.)
§ AV Equipment: $0
· $4,523,000 – $4,723,000
· Previous Design Costs
o Engineering / Civil / Test Pits – These are Walton Commons expenses.
§ Total $432,698 (This will be paid out of contingency funds.)
o Engineering / Civil / Borings – Pankratz
§ Total $324,700
· FFE & Other Supplies (Owner Purchased Items) Warehouse Addition
§ Furniture Costs $0 (Reuse desks and furniture)
§ Fire Protection Monitoring Allowance: $65,000
§ Power Company Install Allowance: $60,000
§ Phone / Data / Cable Install Allowance: $5,000
§ 2023 Furniture / Equipment: $0
§ Contingency (Included in the costs above 150,000)
§ Rubber Flooring: $85,000
· Total: $215,000
· Building Purchase
o 1.9 Acres of Land / 14,000 sq. ft. building $2,005,000
· Total Project Budget (before cost reductions and alternates)
§ Project Budget: 7,500,398 – 7,700,398
· Cost Reductions / Alternates
§ Alternate #1: Remove Rubber Flooring
· $86,000
§ Alternate #2: Remove Office ‘Pod’ (rooms 108 – 115)
· 1,661 sq. ft.
· $325,000 - $400,000
§ Alternate #3 Reduce Ceiling Tile
· Sorting Floor
· $10,000 - $15,000
§ Drop contingency down to 75k – 100k
· $50,000 - $75,000
§ Keep Transformer
· If that is an option or a mixed option?
· $20,000 - $60,000
§ Lakeland Rent: $28,000
§ Utilize a portion of Furniture Budget: $82,000
o Additional Changes for Discussion/Savings
§ 1) Square up building by equipment shop: $23,000.
§ 2) Change trench drain for something more cost effective:
· $5,000 - $10,000
§ 3) High speed door to an average rolling door:
· $5,000 - $10,000
Potential Cost Savings: $634,000 - $789,000 from above options
§ Updated Project Budget
· $6,866,398 – 6,911,398
§ D. Flanigan: Priority is to get delivery and office together in one building. How do we achieve that goal? Identify things to do in the future or identify things we live without. Office pods was the biggest one with the biggest potential cost savings. Building out offices means all new HVAC, electrical, walls, complete demo and remodel of that area. Doing more cubicles or movable office walls that don’t require construction would save those expenses.
· Tech Storage is part of this office pod – need a room with a locked door with access from the hallway.
· Movable office walls – four walls with a door. Put your own furniture. Alternate if we need to find the savings
· Tech prep room – could tech storage be created within this room? Feasible to create a caged area within the area?
· Base building with additions – office pods, flooring, etc.
· Possibility of squaring up the building 265 square feet lost from the sorting floor. For now, submitting as is knowing we could change if needed. Question is if sorting floor could work with less square feet. C. Baumann thinks they could work with it. V. Teal Lovely questioned if this area still fit a sorter? C. Baumann: probably yes.
· Trench drainage system: series of drains would make the floor unique. But could save money.
· Door from garage to receiving/dock – could that be a different door than the high speed overhead door? Could it still be automatic but not high speed? Like stock room door with rubber on it so you can push through? Not a perfect seal for HVAC but have positive pressure in receiving area. D. Flanigan will price out.
o Reviewed updated plans from R. Lindstrom. Access and layout of the trucks into the garage with a high speed door to receiving area. Access between sorting floor and garage with high speed doors. Square footage of the sorting floor is 4956 in this current plan. Reviewed 14’ door vs 12’ door to access the garage for turning radius. It’s a right entry into the door and shop because of the nearby parking stalls and island.
o Review interior design
o Reviewed plans with R. Spidle
§ Talked about paint, flooring, counter tops for workroom
o Next BNAW meeting at Pankratz building? R. Spidle walk through. No virtual option – no wifi in the building.
o Review updates from civil, sanitary and electrical – update at next meeting
Remaining List of Options to Consider:
Option D: Purchase office building and continue to lease Delivery
We have $7 million in financing confirmed.
Topics tabled for Upcoming meetings:
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
· Outline plan of how SCLS will operate during construction post Memorial Day.
· Create moving plan
Homework for Next Meeting:
1) Identify anything we can do in the building between closing and Memorial Day 2023.
2) Does SCLS own the garbage container enclosure?
3) Get cubicles after closing, used or free
4) W. Allington contact Badgernet/MUFN vendors. 5/1/2023 completion
5) Devin will look into the cost of adding solar
6) Erik (Fearing’s) send plans to Devin
Next Meeting: December 15, 2022
· Review Data Center Meeting
· Review Fearings Updated AV and Security Plans
· Rebecca attending, walkthrough of building with plans
Adjournment at 12:00
Parking Lot: