Proviso Township High Schools District 209 Finance and Facilities Committee met July 8.
Here is the minutes provided by the committee:
The Board of Education Finance and Facilities Committee Meeting of the Proviso Township High Schools was held in the Proviso Mathematics and Science Academy, Auditorium, 8601 W. Roosevelt Road, Forest Park, IL. The pubic viewed the livestream of the meeting at https://bit.ly/BOE- FinanceFacilitiesCommitteeMeeting and had the opportunity to submit, in advance, citizen’s comments via the link provided under agenda item #3.
1. Call to Order
The meeting was called to order at 4:06pm by Board Member Grant. Other attendees included: Board Member Kelly, Board President Alexander, Paul Starck-King, L.T. Taylor, Al McDonald, Dan Johnson, and Jeff Leyba. TEAMS attendees included: Angelo Calcagno, Tracy Miller, Tracy Avant- Bey, Dr. Karvelas, Joe Kosina, William Breisch, Kate Foster; Perkins & Will representatives: Mark Jolicoeur, Michael Dolter, Carl Giometti and Jessica Wagner; Gilbane representatives: Joe Slattery and Tom Weeks; Erickson Engineering representatives: A. Bruder and K. Camino.
2. Established a quorum.
3. Citizen's Comments https://bit.ly/FinanceCommitteeMeeting-CitizensComments
There were no citizen’s comments received.
4. Minutes Approval
The prior meeting’s minutes (June 8, 2020) were reviewed – no changes were noted.
5. FMP Updates
The FMP Updates were presented by Perkins & Will, Gilbane, Erickson Engineering, and Administration. Several bid packages will be open on July 9th as presented below.
There was a brief discussion concerning the East logo (pirate with swords) – no change noted.
The plumbing work at West required changes per the Illinois Department of Public Health (IDPH) inspector. The issue involves the routing of the waste water from the Advanced Manufacturing Lab. Ms. Grant asked if the plans could have been approved by the IDPH prior to the project starting. It was noted that the plumbing inspection is not part of the permit process; however, only verbal direction was received from the inspector and the team is still waiting for the written report from IDPH. The construction team could not stop the project to stay on schedule, so the required work was completed by CR Leonard:
I. Reworked an underground drain at a cost of $22,230 (ventilation); and
II. Reworked piping to existent sanitary system at a cost of $20,965.
Perkins & Will has requested the IDPH inspector’s report to no avail. The IDPH is working to produce a report – they wrote field notes which was enough to deny the permit. Ms. Kelly asked if the plumbing inspections follow the same code – yes, they follow State guidelines. There may be individual interpretation of the codes; thus, it is recommended that someone at the top of the IDPH be notified. Presently, the work is completed and awaiting the re-inspection. Again, several calls have been made to schedule because the work must continue to stay on schedule. Ms. Grant reminded the Committee that expenditure greater than $25K must be approved by the Board.
6. Financial Reports: May 2020
Treasurer and Grant Reports: The Committee reviewed the May 2020 financial documents. There was a question regarding if final payment to the transportation company was made - the response was that no payment had been sent due to no bus service during the pandemic. Bill List: The bill list was reviewed by the Committee with no questions at this time.
7. Auto Shop (Action)
The East stadium must be relocated to the east of the campus site and the Auto Shop will be demolished. On July 9, 2020, Gilbane will be conducting a bid opening on behalf of the district for Fall 2020 (Sequence 2- Auto Shop) Facilities Master Plan including the following bid packages:
| ESTIMATE | Lowest Bid | ||
| 04A | Masonry | 97,620 | |
| 06C | General Trades | 555,783 | |
| 07A | Spray Applied Fire Insulation | 31,017 | |
| 09A | Painting | 69,644 | |
| 09B | Flooring | 130,918 | |
| 22B | Plumbing | 181,150 | |
| 23B | HVAC | 369,305 | |
| 26B | Electrical | 318,199 | |
| 31F | Site Improvements | 43,752 | |
| TOTAL | 1,797,388 |
8. Landscaping (Action)
The FMP landscaping project generally consists of improvements at each of two schools owned and operated by the District: Proviso East High School and the Proviso Mathematics & Science Academy. The design intent is to meet the minimum landscape requirements of the respective municipalities and reviewing agencies.
Eriksson Engineering Associates completed the landscape plans and the bid opening is scheduled for July 9th (see below):
| ESTIMATE | Lowest Bid | ||
| 32A | Landscaping- EAST | 69,284 | |
| 32B | Landscaping- PMSA | 229,654 |
9. PMSA Parking Lot
Due to the delays because of COVID-19 and to permitting issues with Metropolitan Water Reclamation District (MWRD), there is a need to change the previously designed, bid, and awarded Proviso Math and Science Academy (PMSA) Parking Lot Work.
The delays in the permitting, aside from those caused by the need to modify the design, were almost all caused by the work-place impacts of COVID-19. Shortly after the Village of Forest Park (the municipality covering PMSA) received the engineering documents in late February, shut- downs necessitated by COVID-19 began. District 209, Village of Forest Park (and their engineering subcontractor), EEA, Perkins and Will, and MWRD offices all began to work remotely. This slowed down the response time in these offices (e.g., MWRD was not able to meet its standard 15 business day turn arounds). When the Village of Forest Park signed off on the MWRD application in late April, the MWRD application was immediately filed.
A new construction schedule will be needed to accommodate the opening of PMSA in August while work is underway. There are concerns due to the permitting and design changes. A representative from Erickson Engineering explained that the MWRB ordinances are open to interpretation; however, thought the design was within the boundaries of the ordinance. There was a question about whether the engineers could have anticipated the MWRB concerns. It was stated that the inspector is very new and calls his supervisor for concerns and answers. Erickson noted that the design submitted to the MWRB was reasonable and economical. Erickson knew that the MWRB was concerned with the detention and water volume control or infiltration measures. The permit was issued three weeks ago - the cost change is approximately $329K. Below is a summary of the estimated additional costs followed by an estimated breakdown of the additional costs between phasing costs and design change costs:
| Estimated Change | Design % | Phasing % | ||
| Abbey Paving | Paving | $53,420 | 50 | 50 |
| Bisping Construction | Utilities | $244,557 | 80 | 20 |
| McWilliams | Electrical | $32,000 | 10 | 90 |
| Total | $329,977 | $225,556 | $104,421 |
The following are the options available (both require rebidding):
1. To move forward with the project this summer/fall after rebidding site utilities and approval of the bid by the Board.
2. To stand down the project for this summer/fall and rebid the project for next summer. If we choose this option, there are 4% escalators built into the Facilities Master Plan (FMP) for each of the second and third years of Phase 1 of the FMP. The awarded bids for the PMSA Parking Lot total $2,634,000. It can be estimated that the increased cost of the project would be $105,360 more. This amount compares directly to the $104,421 from the above chart. Again, there would also be costs associated with restoring the parking lot. or cancel the PMSA Parking portions of all three (Abbey, Bisping, and McWilliams) contracts, rebid the projects for next summer, and restore the parking lot (reinstall lights, mulch, and patch as needed).
A modified design was submitted but the numbers have not been vetted. Gilbane explained that a minimal amount of work has been completed thus far. The project must be rebid but there is an obligation to pay the work completed. Ms. Grant explained that going forward we must be as conservative as possible and no purchasing until the project has been approved. Mr. Alexander requested a Board presentation to put things in place to anticipate losses. He would also like to see a report showing the allowance versus contingency. Also, the Board would like to see all change orders in a report format.
Option 1 is recommended by the Committee. The site utilities package for the PMSA parking lot must be rewritten. Mr. Starck-King stated the Gilbane should work on a new set of specifications to include the following language, “design approved by the MWRB” and include “money spent to date and materials purchased.” It was suggested that the construction team works with Mr. Breisch, PMSA Principal, to determine traffic flow and to bring the study to the Board.
Perkins & Will is anticipating future project schedules. Next, the MWRB will be reviewing the East stadium project. Lastly, Mr. Taylor stated that he anticipates higher expenses for the electrical work at East.
10. Promethean Boards
Under the Coronavirus Aid, Relief, and Economic Security (CARES) Act and the related Elementary and Secondary School Emergency Relief (ESSER) Fund, D209 has been granted $1,476,803. The Illinois State Board of Education (ISBE) has directed school districts to use the money to support remote learning. As a result, the administrative team has determined that the purchase of smartboards (Promethean brand) will best support remote learning. The cost of 373 boards is as follows:
➢ Promethean Boards (including carts) $1,185,650
➢ Board Installation $ 229,705
It was noted that approximately $126K will be used by private schools (based on enrollment and percentage of low-income students). The Committee recommends the purchase of approximately 373 boards as presented.
11. WEST Advanced Manufacturing Lab – Furniture
Proviso West has worked with Warehouse Direct to identify furniture aligned to the recent furniture style purchased for classrooms throughout the building for continuity. Warehouse Direct is a member of the National Cooperative Purchasing Alliance (NCPA), a cooperative of vendors that is committed to providing cost-effective pricing. Proviso West received a quote from Warehouse Direct, through the NCPA, for the purchase of furniture for the Manufacturing Lab for the: classroom; in-Lab worktables, stools, and mobile white boards; the instructor’s office; and the partner meeting room. The quote for the furniture for the Manufacturing Lab is $50,874.51.
Additional items to be purchased for the Lab include storage for raw materials, projects, and tools as well as shelving and cabinets. The items in this request reflect the fixtures required for initial operation of the Advanced Manufacturing Lab. Warehouse Direct was able to provide quotes for these items through the NCPA. The cost for these items is $20,177.84.
It was suggested to add pictures of the furniture to present to the Board at their next meeting. The Committee recommends the purchase of the furniture as presented.
12. EAST Library Furniture
The East staff and administrators have collaborated to develop a plan for today's standards in library/media centers. The comprehensive furniture quote is $82,349.00 by a Warehouse Direct (NCPA) National Cooperative Purchasing Alliance. It was suggested to place the old tables on the public surplus website to allow the community to purchase. The Committee recommends the purchase of the furniture as presented.
13. EAST Waste lines
In the fall of 2019, the primary waste line for the men's washrooms located in the A-Building North/East corner had reached its usefully life. The line collapsed, affecting the normal functioning of the three washrooms. On June 1, 2020, sealed bids for the repair/install of waste lines in the Men's washroom at Proviso East High School were publicly opened in accordance with bidding procedures. The following is a summary of the bids:
CR Leonard option (A) $38,540.00
CR Leonard option (B) $19,980.00
Calumet City Plumbing & Heating option (A) $59,985.00
Calumet City Plumbing & Heating option (B) $54,495.00
After reviewing the options and range of work, CR Leonard option A is acceptable. $38,540.00 represents the lowest responsible bid for the needed scope of work.
The Committee recommends the work to be completed as presented.
14. Disposal of District Property
There are approximately 350 old student desks at West for which disposal is needed. Last year we contacted all our feeder schools to see if there was an interest in them and they declined. There is no available storage space to keep these items. The desks are currently being stored in the lower level corridor of E building. The desks were placed on the public auction site for 45 days with no success. We reached out to SCARCE and there was no interest in them as well. We reached out to recycling plants and they indicated it was not beneficial to recycle them. A larger group of schools were reached through IASBO and there is a school district willing to take the desks. Ms. Kelly suggested to offer the desks to our current students prior to disposal – with remote learning the desks may be of good use. Therefore, the Committee recommends the disposal of the desks only after reaching out to our students first.
15. Donation
An employee at East would like to donate (2) pianos. She spoke with both Mr. Seals and Dr. Hardy about the donation and they stated that the school would be happy to accept this generous donation which would benefit the music program. The approximate dollar value of this donation is $2,000 and requires Board approval. The Committee recommends the acceptance of this donation.
16. PTAB Stipulation
A PTAB stipulation for 240 Fencl will be presented to the Board in closed session.
17. New Business
o The Up to $80 each to host dinner meeting for the two final candidates of Superintendent search on July 2, 2020 to The Weber Grill and Gibson’s Steakhouse for board members Rodney Alexander, Theresa L. Kelly, Della Patterson, and Ned Wagner.
o Athletico has serviced the District by providing trainers for the past twelve years and has specific knowledge of our athletes that makes this professional service exempt from bidding. It is very important that these services are available to facilitate the avoidance of injury and ensure the prompt attention to injuries for the health and well-being of our athletes. A two-year contract in the sum of $183,489.02 for the 2020-2021 and 2021- 2022 school years will be presented to the Board for approval.
o Dr. Karvelas mentioned the need for permanent substitute teachers at the schools.
18. Adjourn
The meeting adjourned at 6:20 pm.
https://v3.boardbook.org/Public/PublicItemDownload.aspx?mk=50381909&fn=minutes.pdf
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