Will County Capital Improvements Committee met Aug. 4.
Here is the agenda provided by the committee:
I. CALL TO ORDER / ROLL CALL
Chair Herbert Brooks Jr. called the meeting to order at 11:01 AM
| Attendee Name | Title | Status | Arrived |
| Herbert Brooks Jr. | Chair | Present | |
| Ray Tuminello | Vice Chair | Present | |
| Mark Ferry | Member | Present | |
| Gretchen Fritz | Member | Present | |
| Amanda Koch | Member | Present | |
| Meta Mueller | Member | Present | |
| Margaret Tyson | Member | Late | |
| Joe VanDuyne | Member | Present | |
| Rachel Ventura | Member | Present |
Present from State's Attorney's Office: M. Tatroe.
II. PLEDGE OF ALLEGIANCE TO THE FLAG
Ms. Fritz led the Pledge of Allegiance to the Flag.
III. APPROVAL OF MINUTES
1. WC Capital Improvements Committee - Regular Meeting - Jul 7, 2020 11:00 AM
RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Ray Tuminello, Vice Chair
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, VanDuyne, Ventura
ABSENT: Tyson
IV. OLD BUSINESS
1. Update on Courthouse Project (Discussion)
Mr. Tkac reviewed the attachment in the agenda packet.
Ms. Tyson arrived at this juncture.
Mr. Brooks asked for an update on the reportable injuries and lost time incidents.
Mr. Tkac replied the lost time injury is a reportable injury. The person who sustained the injury was off the job, but I don’t know how much time was missed.
Ms. Ventura asked has the millwork been done in all the courtrooms? Which company did all the millwork?
Mr. Tkac responded the millwork, aside from detailing is complete. The only outstanding item is the fixed jury seating. The jury seating is not applicable to all the courtrooms, only those with the jury trial setups. BeauBois manufactured the millwork and a local company is doing the installation.
A discussion took place regarding possible dates to tour the courthouse.
Gilbane Monthly Report August 4, 2020 (Handout)
2. Update on Courthouse Parking Lots (Emily Hannon)
Mr. Tkac stated we are on track for completion of the parking lot south of the new courthouse. The first lift of asphalt is down and the lot is being used by the trades. We expect the lot to be completed and opened at the time of substantial completion on September 15th.
3. Update on Health Department Project (Discussion)
Mr. Tkac reviewed the handout in the packet. The new building is occupied and operational. We have had our share of challenges in fine tuning some of the systems, mainly with HVAC. We are over the hump. We are preparing to begin demo of the existing building this week. We should have started already, but there two unforeseen issues. One was a water main that traversed the site beneath the current Health Department building. The other was an active sewer main that traversed the site and services a portion of Sunny Hill Nursing Home. We had to work through those details and coordinate with the City of Joliet. All the details have been worked out and the permit has been issued. We have equipment and trades ready to knock the building down beginning tomorrow. The area will become the parking lot.
Leopardo - Kluber Monthly Report, August 4, 2020 (Handout)
4. Update on 1300 Copperfield Ave. Project (Former Silver Cross Hospital Property) (Dave Tkac)
Mr. Tkac stated the challenge before us is the property owned by Silver Cross is part of the larger parcel, 27 or so acres, was never subdivided. We are in the process of doing that now. This will involve a new plat and new legal description. That has to be done by the middle of August in order to make the Joliet PZC meeting next month. If it passes the Joliet PZC in September it goes to the full city council for approval in early October. Until that happens we cannot schedule a closing. The State’s Attorney’s Office has raised concerns regarding the lack of a phase one environmental survey. Typically, that would be expected from the seller, but it is not available. We have taken the proactive step to proceed on a parallel course so we have the phase one environmental study and the results available at the same time we are expecting approval by the City of Joliet for the subdividing and the legal work that has to happen. We are moving forward, but it is not happening as quickly as we would like. We are doing everything we need to do to protect our interests and we are not proceeding with the closing haphazardly.
5. County Office Building Renovations (Dave Tkac)
Mr. Tkac introduced the project team, Mr. Jim Prybys, Mr. Shawn Thompson and Mr. Tom Dolan. At the July meeting there were concerns regarding an unwillingness to sink millions of dollars into the building, predicated on a new building sometime down the road. Based on those concerns, we looked at ways to qualify for CARES funding. We took a hard look at the scheduling and phasing to apply for CARES funding, maximize the funding and being aware the work needs to be done by December 31, 2020. That is an extreme challenge, but we think we can do most of it. We want to apply for 100% CARES funding. We are having a very difficult time including phases three and four into the CARES funding request do to scheduling constraints, mainly the phasing requirements. There is no way we want to interfere with the property tax collections or the election. With that in mind, we don’t feel it would be a prudent course of action to include that in the CARES funding request and deliver it in time, based on overtime, before December 31st. I will be issuing a revised summary withdrawing phases three and four from the CARES funding request. That leaves phases one and two for the CARES funding request, eliminating phases three and four, in the absence of a CARES funding deadline. If there is an extension of the December 31st cutoff date, we could revisit this. In the absence of that, we will reissue this to only include phases one and two for CARES funding, which represents about two-thirds of the project. Phases one and two totals just less than $3 million; phases three and four will be approximately $1 million. In phases one and two, we included overtime and an allowance to expedite critical material deliveries for completion of those phases by December 31st. We also included some overtime in phases three and four which we extracted from the revised summary. The revised summary will be sent at a later time. I didn’t want to get too far into a level of detail that would be cumbersome on a WebEx meeting. However, we are available to take questions anyone may have regarding this project. We can get you any level of detail; whether it is schedule, design, phasing or costs and that can be issued today.
Mr. Brooks thanked Mr. Tkac and the team for their hard work. At the September meeting, would you make a presentation? Do we need to take any action on the revised schedule?
Mr. Tkac replied I would request this committee to provide direction today to seek approval for a CARES funding request for phases one and two. If we wait until September we will have even less time to complete the project and without an extension of the CARES Act it would be challenging.
Mr. Fricilone stated in phase one you have all the video conferencing. In conversations with Leadership, I thought we were moving forward that to get quotes. Regardless, of whether we do the renovations, we were moving forward with that. Is that in Mr. Shay’s budget and yours? I can almost guarantee an extension because both sides of the aisle are realizing it is going to be difficult to spend all this money in quick fashion. What was the original cost of this? I thought we were in the $3 million range to do this whole program. Is overtime an extra $1 million?
Mr. Tkac replied no, it is not just overtime. Regarding the video conferencing, we have efforts being taken by Mr. Shay and this project team, to improve video conferencing capabilities in the county board room, the county board committee room and we are looking to do the same in some of the newer conference rooms coming online as part of the project. Mr. Shay and his group are specifically focusing on video conferencing features and improving that experience for the County Board. They are using SBT as a consultant. This project team is working with CTI as a consultant. CTI is working at the courthouse on video conferencing upgrades and audio visual displays improvements.
Mr. Fricilone asked are we going down to different paths? Are we comparing apples and oranges? Specifically, I am talking about phase one with the Committee Rooms.
Mr. Tkac responded no. That was the direction we were headed until we brought Mr. Shay’s and our efforts to the table to make sure we are all on the same page and not overlapping anything. Mr. Shay’s effort is far for equipment is more sophisticated with respect to video conferencing capabilities for the county board room and the committee room only. There was an overlap for those two areas and we deferred to Mr. Shay. We will follow suit in the new conference rooms as well. The project team is looking to improve the audio visual display capabilities throughout the building. We would like to improve the audio visual display in the county board room to eliminate the projector and the screen. We are looking at a grouping of screens that will tie into the video conferencing and presentation material. We will have a group of screens above the dais, a set opposite the dais and drop down screens at the gallery so we have a better image and proximity to those seated in that area. We are looking to do that in all the conference rooms. With a network to tie these together to improve the overall technology setup. We are deferring to Mr. Shay the video conferencing and the interface it needs for WebEx or any other platform. When we came to you in July, the estimated cost for this project was $3 million. Since then we factored in $500,000 for overtime to complete the project on time. We also factored in an allowance of $350,000 for enhanced video conferencing installation and audio visual improvements. The balance is an allowance of $250,000 for FF&E. This would help us achieve some of the things we need such as physical barriers installed to better protect our employees and the public at the transaction counters and modular workspaces.
Ms. Ventura stated when Wight showed the plans for the building, I brought up the possibility to changing the podium area where the public speaks and moving it to the area where the ASA’s sit. It would have better access for ADA and it could be lower for people in a wheelchair. It would be easier access for the people who want to speak. People in the gallery could walk to the corner instead of walking across the board room. Has this been considered and are there any plans to do that, especially if there is going to be additional video displays in that area. Will there be capabilities to view what is happening the county board room in the main lobby? If we have overflow standing out there, we want to make sure we have the capability as well.
Mr. Tkac replied we can look into that. Our plans do not show a change in where the public would address the County Board.
Ms. Ventura asked Mr. Brooks is that be something the Committee would need to discuss and give direction or can they bring a plan forward for us to review and decide. There may be additional costs we have to consider.
Mr. Brooks asked will there be additional costs? Could provide that in the revised version?
Mr. Tkac replied what we are talking about is probably not a lot of money. What we have before you is an estimated cost, not an estimate based on final plans and specs. We can look at this and adjust the estimate accordingly.
Mr. Brooks asked are there ADA mandates when you remodel an old building?
Mr. Prybys responded it is based on the replacement cost of the building. We are nowhere near the replacement cost of the building in our overall project costs, where we would need to bring the entire building up to compliance. Everything we are doing, is in complete compliance.
Ms. Ventura stated my suggestion was not for compliance but more with the comfort level of someone in a wheelchair. Currently, they come down a ramp, which is in compliance, but then they sit at a four foot high podium and they are unable to reach the mic. The area in front of the gallery is flat, they could roll to the podium with a lower counter top and it would be easier for them to speak. We are in compliance but it is cumbersome.
Mr. Prybys stated we could address that at the gallery position aisle. There could be a microphone but someone will have to be in control of the microphone. We could put a counter there for people.
Mr. Brooks stated at the City of Joliet meetings, if someone comes up in a wheelchair they take the microphone off the podium and hand it to the person.
Mr. Prybys stated I think what Ms. Ventura is asking, is a reasonable solution and with the video camera system being installed we could handle someone talking there.
Mr. Palmer stated there are a lot of moving parts to this, both with the technology upgrades being requested for the courthouse via the CARES money and Mr. Tkac’s requests for CARES money to be used for the County Office Building upgrades. The Capital Committee drives all of these projects, but the CARES Committee is allocating and approving funds, in consultation with our vendor. Mr. Tkac’s question was, can these things be submitted to the CARES Committee. My recommendation is everything he drafted should go to the CARES Committee and to our vendor to review it for eligibility. Let’s do the stuff that is eligible and in the early phases immediately. If they extend the date and we have additional money, we can fund some of the other things with consideration for the tax collections and the election. From the County Board approval process could we get approval to submit all of these things to the CARES Committee and to the vendor?
Mr. Brooks asked are cutting out the Capital Committee?
Mr. Palmer replied no, the Capital Committee is reviewing the projects and providing oversight. The Capital Committee was giving direction on some of the projects, but it was not getting to the CARES Committee and the vendor to review for eligibility. We need the consultant to review all these thing. That is why we hired them so they can tell us what is eligible. The first question they will ask is why do you need to do these improvements? Our answer would be instead of giving everyone laptops and trying to operate remotely, we are arguing some things will need to be done in person in the future. That is how we are justifying these upgrades and the upgrades will live beyond COVID. Enlarging the board room by pushing out the back wall, creating additional space for desks to be placed there with the six foot distance, more monitors and TVs, the Capital Committee will still have the prerogative to oversee the capital projects, but they have to be funded. We need to get this to the CARES Committee for approval and to keep this project moving.
Mr. Brooks asked Mr. Tkac are you looking for a Resolution or what are you looking for?
Mr. Tkac responded I am looking for direction and approval. I don’t know if a Resolution is required. I would like to have phases one and two reviewed by the CARES Committee and the consultant for feedback of where we stand with two thirds of the funding coming for the project. Ms. Hennessy told me there is a lot more detail required that the summary you are looking at and we are prepared to submit that.
Mr. Brooks asked how do we move forward with a portion of this project and avoid any delays?
Mrs. Tatroe stated the Committee can take a vote and give direction without a formal Resolution.
Mr. Tuminello asked do we have a timeline for phases one and two?
Mr. Tkac replied we have a schedule. In order to stay on target for completion of phases one and two with overtime and expedited materials by the end of the calendar year, I am seeking approval to put this project out to bid through our CM.
Mr. Tuminello stated you are talking about starting this immediately. We have been speaking with our Speaker and Members on both sides of the aisle about returning to in-person meetings. The big hang up is the committee room and the county board room setup. I could see that commencing immediately. In phase one additional areas are being created in the lobby with IT upgrades; I want to reiterate we have a large election coming up in November. We will also have more attorneys, poll watchers and people in every day because of the mail-in votes and the controversy people are trying to spin up. We going to have so many people going into that office, I don’t see how we tear up the main lobby before the November election. If we could phase this to do the board room, committee room and conference rooms for the audio visual displays to get in-person meetings, I think it is fine to begin immediately. I have a problem tearing up the downstairs area, with all the people who will be coming into the County Building I think we are setting ourselves up for a cluster.
Mr. Tkac stated those are legitimate concerns, but we have explored ways to prevent that from happening.
Mr. Thompson stated we have worked with all the departments to determine what would be best during these times. There will always be some impact. We knew the election in November was a very critical time. With the lobby, once we actually start, which will be right before the election we will be increasing the lobby area space. We will be creating temporary walls to keep everything divided so none of the construction will interfere with anything going on with the election or people coming in. The unique, added benefit was once the wall comes down at the Treasurer’s area, to make for the new cashier areas, it will increase the lobby space. There will be no redirection, everything will stay how it was, with increased space throughout. There will not be any obstacles in the way. We are trying to keep everything clean, precise and keep the flows they need.
Ms. Staley Ferry stated there are no dates with phase one or two. This is going to be a huge election. We are already double the mail in ballots requests from the past. I don’t know your timeframe, but we are going to have a ton of people here. Because of the volume of mail in ballots we will be having extra central counts. We do the central counts in the county board room. During an election we use every part of this building; for staging, central count. Because of this election, vote by mail and early voting, I don’t see how we can do any construction in this building while this is going on. Early voting starts in the County Clerk’s Office 40 days prior to the election, which is September 24th. I am really concerned with any discussion of remodel of the lobby. We usually do two central counts in the board room, but this year we have scheduled four and we may need even more. We could find a different place for central count if you want to start in the county board room. As far as the lobby, we are going to have a ton of people here. We will have poll watchers, attorneys and voters. I have concerns and I don’t see any dates on these phases.
Mr. Tuminello asked do you still staging machines in the main lobby before and after the election? I remember walking through and they are lined everywhere. If that is going to be the case while this remodel is going on, where are we going to put these machines?
Ms. Staley Ferry stated we already don’t have the space we need. We acquired two pods in the dock area to make space for us. Those machines are for early voting sites. We have no other place to put them when we get them ready to go. They will still be staged there, we have no plans to move them.
Mr. Brooks stated I believe Mr. Thompson gave us some good information on how we can overcome these challenges. However, I don’t believe he gave us peace of mind of how we are going to overcome these challenges. I think you can see there are going to be challenges because of the November election. We need to vote on the money, but my concern is the timetable for the work.
Mr. Tkac stated I understand the concerns expressed. I want to reiterate there will be no impact to the main entrance to the building that is phase three and that will not be included currently. It will be separate and apart from what we are doing in the interior of the building. There will not be a reduction in lobby space from what we have now. The layout will be increasing the space. If there is a concern along those lines, I don’t think we have articulated that clearly enough and we can work on that. We have direction, but we don’t have start dates. Those start dates and completion dates are predicated on when we get the approval to proceed. There are a lot of variables, when we can proceed, when the bids are due and awards are made. We can fine tune the phasing diagrams. We can issue schedules based on certain assumptions of when we will begin. We hear what you are saying and we have discussed this extensively. I guess we still have some work to do.
A discussion took place regarding wording for a motion to move the project forward.
Motion to Approve the Project at the Will County Office Building for Phases 1 & 2 which Allows for the Bid Documents to be put out and Directing the County Executive’s Office to Request Funding from the CARES Committee for this Project, Subject to the Capital Committee’s Approval of the Time Schedule.
RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Ray Tuminello, Vice Chair
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
V. OTHER OLD BUSINESS
VI. NEW BUSINESS
1. Authorizing Payment to Krug Inc., for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Rachel Ventura, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
2. Authorizing Payment to Gilbane Building Company for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Mark Ferry, Member
SECONDER: Rachel Ventura, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
3. Authorizing Payment to HR Green for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Rachel Ventura, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
4. Authorizing Payment to Farnsworth Group for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
5. Authorizing Payment to CDW-G for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
6. Authorizing Payment to Wight & Company for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Mark Ferry, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
7. Authorizing Payment to City of Joliet for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Meta Mueller, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
8. Authorizing Payment to Nicor Gas for the Will County Courthouse
RESULT: APPROVED [UNANIMOUS]
MOVER: Herbert Brooks Jr., Chair
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
9. Authorizing Payment to First Student for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Gretchen Fritz, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
10. Authorizing Payment to MDI Transportation Systems Inc., for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Gretchen Fritz, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
11. Authorizing Payment to Midwest Office Interiors for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Rachel Ventura, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
12. Authorizing Payment to Lionheart Critical Power Specialists for Will County Health Department
]RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Gretchen Fritz, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
13. Authorizing Payment to Farnsworth Group for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Mark Ferry, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
14. Authorizing Payment to Leopardo Companies Inc., for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Mark Ferry, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
15. Authorizing Payment to Oestreich Sales & Service Inc., for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Rachel Ventura, Member
SECONDER: Herbert Brooks Jr., Chair
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
16. Authorizing Payment to Homewood Disposal Service for Will County Health Department
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
17. Authorizing Payment to Nicor Gas for Will County Health Department ()
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Gretchen Fritz, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
18. Authorizing Payment to Wight & Company for Will County Office Building Remodel Project
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Mark Ferry, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
19. Authorizing Payment to Stromsland, DeYoung & Prybys for Will County Office Building Remodel Project
RESULT: APPROVED [UNANIMOUS]
MOVER: Margaret Tyson, Member
SECONDER: Herbert Brooks Jr., Chair
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
20. Authorizing Payment to Harbour Contractors Inc., for Will County Office Building Remodel Project
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Margaret Tyson, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
VII. OTHER NEW BUSINESS
VIII. PUBLIC COMMENT
Mrs. Adams announced there are no public comments.
IX. CHAIRMAN'S REPORT / ANNOUNCEMENTS
X. EXECUTIVE SESSION
XI. ADJOURNMENT
1. Motion to Adjourn at 12:15 PM
RESULT: APPROVED [UNANIMOUS]
MOVER: Meta Mueller, Member
SECONDER: Rachel Ventura, Member
AYES: Brooks Jr., Tuminello, Ferry, Fritz, Koch, Mueller, Tyson, Ventura
LEFT MEETING: VanDuyne
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