FLCC Projects Committee

FLCC Projects Committee Minutes Committee Members Richard Russell, Chairman Charles Evangelista Margaret A. Hilton Dominick T. Vedora Jim DeVaney arrived 3:43 pm Karen Davison Blazey Geoffrey C. Astles, Ex Officio Richard Calabrese, Ex Officio N/A Attendees County: Tom Harvey, Linda Frasca, Kris Thorsness, John Sheppard, Betsy Landre, John Garvey, and Bill Wright, FLCC: Catherine Ahern, Jim Fisher Consultants/Contractors: None Meeting Organization: Call to Order: Chairman Russell called the meeting to order at 3:30 p.m. and declared all members were present except for Trustee DeVaney who is necessarily detained. Privilege of the Floor: Chairman Russell offered privilege of the floor. There were no requests for privilege of the floor. Approval of Minutes: Motion was made by Supervisor Hilton, seconded by Supervisor Vedora, to approve the minutes of the July 16, 2014 meeting as presented. Motion unanimously carried. Approval of Payment of Invoices: Chairman Russell asked if there were any questions regarding the invoices for payment, and if not requested a motion to approve them as presented. Motion was made by Supervisor Evangelista, seconded by Supervisor Hilton, to approve the following invoices for payment: VENDOR NAME FLCC STUDENT SERVICES CTR CP 5-2008 Toshiba Business Solutions d/b/a AV Solutions - AIA # 4 Toshiba Business Solutions d/b/a AV Solutions - AIA # 5 - RETAINAGE CLAIM AMOUNT RETAINAGE HELD RETAINAGE RELEASED PAYMENT AMOUNT $ 106,157.38 $ 5,307.87 $ 100,849.51 $ 58,244.33 $ 58,244.33 RELEASE FLCC GENEVA CAMPUS CTR. CP 4-2009 Atlantic Testing Lab - Inv. #: 79578 $ 2,850.50 $ 2,850.50 Robert Zilch - Inv. #: 1202-9-2014 $ 5,501.74 $ 275.09 $ 5,226.65 FLCC CAPITAL MAINTENANCE PROJECT - CP 1-2011 Blackmon Farrell - AIA #: 2 $ 5,950.00 $ 297.50 $ 5,652.50 FLCC VITICULTURE CAMPUS CP 5-2011 Atlantic Testing Lab - PO # 857799 $ 4,015.38 $ 4,015.38 Finger Lakes Times - Inv. #: 3236685 $ 19.35 $ 19.35 Finger Lakes Times - Inv. #: 3237817 $ 19.35 $ 19.35 FLCC Projects Committee Minutes Page 1

Finger Lakes Times - Inv. #: 3235562 $ 18.90 $ 18.90 Finger Lakes Times - Inv. #: 3235563 $ 18.90 $ 18.90 Messenger Post - Inv. 02544492-001 $ 15.77 $ 15.77 B14090-Pressure Washer Notice Messenger Post - Inv. 02544493-001 $ 15.77 $ 15.77 B14090 - Automated Bladder Press Notice Messenger Post - Inv. 02544530-001 $ 16.19 $ 16.19 B14090 - Wine Barrel Cleaner Notice Messenger Post - Inv. 02544529-001 $ 16.19 $ 16.19 B14090 - Provide/Fabricate Steel Fermenters, Tables, and Pegboards Notice FLCC CAPITAL MAINTENANCE PROJECT - CP 2-2013 Advanced Architecture & Planning - Inv. #: $ 1,590.00 $ 79.50 $ 1,510.50 13-065-008 Amering & Johnston, Inc. AIA # 4 $ 43,773.00 $ 2,188.65 $ 41,584.35 Leo J. Roth - Inv. # 151637 - AIA # 3 $ 5,116.25 $ 255.82 $ 4,860.43 TOTAL TO BE PAID OUT: $ 175,094.67 $ 8,404.43 $ 58,244.33 $ 224,934.57 Motion carried to pay the invoices as presented above. Chairman Russell asked if Platinum Sound had completed the sound board system training in the auditorium area, as reported it would be at the last meeting. Mr. Harvey confirmed that all training had been completed and the training had been video recorded so that the college could later refer back to it if needed; FLCC staff is quite pleased with the system and the quality sound. Mr. Harvey reported that they are still waiting delivery of two snakes to complete the contract. FLCC Capital Maintenance Projects (2011-2014): CIP Updates and Budget Summary: Ms. Ahern shared some original pictures dated March 25, 1924 she had located of the Geneva High School being built. Ms. Ahern stated she thought the committee would enjoy seeing them, and turned them over to Tom Harvey who stated that he would scan the pictures and contact the Geneva Historical Society to see if they were interested in keeping the originals. Ms. Ahern reported on the CP 2-2013 Boiler Drain Repair project at FLCC. The drawings have been on hold for a while with Hunt Engineers, but the bid documents are being prepared and readied to be mailed out now. She does not have a completion date for the project at this time. Further updates on the drain repair project will be provided as available. Ms. Ahern provided a brief update on the two (2) active FLCC Maintenance projects: The Transformer Pit project continues to progress with an anticipated completion date of September 1. Chairman Russell questioned whether or not there would be major disruption if the project was not completed by the beginning of the semester. Ms. Ahern stated if the project was not completed as anticipated, it should not cause a disruption as work could be continued with the contractor working around the college schedule. The major part of the project will be completed by the start of classes, with close to the last five percent (5%) remaining, which is sometimes the hardest part to get done. The Transformer Pit Music Room Floor project is now completed. The floor is in, the walls painted, and everything complete on this project. CP 2-2013 Approval of Change Order CO1-001 Amering and Johnston A327 Classroom Renovations: Ms. Ahern briefly reviewed the proposed resolution and requested committee. Mr. Harvey FLCC Projects Committee Minutes Page 2

noted that the change order was not needed as there is a field order allowance of twelve thousand seventy dollars ($12,070.00) already included in the approved contract. Therefore, the two hundred fifty three dollar ($253.00) change request will be handled as a Field Order Directive that Ms. Ahern can sign, with her obligation to report this to the committee. Since a change order is not needed, this resolution was pulled from the agenda. CP 1-2011 Budget Transfer and Approval of Approval of Change Order CO19-033 Weydman Electric Emergency Power to D2 Elevator and Additional Heat Detectors: Mr. Harvey briefly reviewed the resolution. The proposed change order request will cover the additional cost to be accrued due to changes in the elevator code requiring additional electric circuits from the emergency generator to the elevator equipment room to provide backup emergency power, and to add additional heat sensors in the elevator room and shaft. Weydman Electric, Inc. has proposed to provide labor and materials to add the emergency power circuits and heat sensors to the D2 Elevator for a cost of five thousand seven hundred ninety nine dollars ($5,799.00). Presently there is an unencumbered balance of five hundred sixty five dollars ($565.00) in the electrical budget line of this project, meaning a budget transfer of five thousand two hundred thirty four dollars ($5,234.00) is needed to fund the proposed change order. Once the work is completed it will bring everything up to code and the elevator can be inspected. Anticipated completion date is September 15 th. Chairman Russell requested a motion to approve the resolution as presented. Motion to approve the CP 1-2011 - Approval of Approval of Change Order CO19-033 Weydman Electric Emergency Power to D2 Elevator and Additional Heat Detectors as presented was made by Supervisor Evangelista, and seconded by Trustee Blazey. Motion carried. FLCC Geneva Campus Center Project: Budget Summary was emailed and there were no questions from committee members. Project Update: Mr. Harvey reported there has been an adjustment to the project schedule. It became necessary to push the document completion out due to the magnitude of the increase in re-engineering that is needed around the archway from the old building. The team reviewed what was involved in the change and the architect convinced us that it was necessary as to meet the building code they are going to have to seismically reinforce the archway and isolate it structurally from the remainder of the building. The design team didn t appreciate this until after the demolition was completed and they could field inspect the archway. They do not expect an impact on the overall cost to the project, but the magnitude of the change impacts several of the design documents to the extent that they did not want to handle the change through issuance of an addendum. The new schedule calls for the bid specifications to be at the printers by August 27 th or 28 th with the copies delivered to Purchasing for release on September 2. The construction schedule remains at 14 months, meaning there will not be a lot of wiggle room to ensure the Geneva Campus Center is ready to be opened by the start of the spring semester 2016. Trustee Blazey questioned if the documents will be sent out digitally. Mr. Harvey stated that the documents are sent digitally to the print company the County uses (Rotolite Elliot) who print all our bid specs/manuals; cost wise they are very economical (much more cost effective than doing in-house) and provide a quick turnaround time when given a job. The county s tried digital distribution before, but not had much success. He will discuss this option with Purchasing. 3:43 p.m. - Trustee DeVaney joined the meeting. Additional questions by the committee were asked regarding the arch and the proposed new schedule. Mr. Harvey stated he will email the detailed schedule put together by The Pike Company. FLCC Projects Committee Minutes Page 3

Supervisor Evangelista wanted to know if any discussion had taken place with SHPO regarding any sort of application for funding being available. Mr. Harvey reported that we had reached out to them and New York State s programs are funded through tax credits, which benefit private businesses and not municipal owners. He will continue searching for any federal monies that may be available. Supervisor Hilton questioned why it took so long to discover the entrance arch needed additional attention Mr. Harvey shared that due to the initial construction of the arch the additional work needed couldn t be seen until the actual demolition of building around it had taken place. Supervisor Evangelista asked if the State Historic Preservation Office (SHPO) has approved the plans. Mr. Harvey stated that everything necessary was submitted to SHPO on July 11 th and are waiting to hear back from them. Supervisor Evangelista questioned how we could then have the plans ready to go out by the expected date (9/2). Mr. Harvey reported that as he understands it, by statute SHPO has thirty (30) days to respond to what was sent to them on 7/11, meaning we should hear an answer by August 11. If there is no response from SHPO by then, the County can move ahead with the project. There is a letter of agreement stating this between the DEC, the County, and SHPO already in place. CP 4-2009 Approval of Change Order CO1-004 Sabre Demolition Removal and Replacement of Unsuitable Soil, Credit for Demolished Fire Doors, Reduction of unused FOA: Mr. Harvey reviewed the proposed resolution and change order. As discussed previously, our geotechnical engineer working as a sub-consultant to the project architect identified unsuitable soil conditions when the foundations of the original building were removed. As the new addition is proposed to be built on that portion of the site, the architect issued a construction change directive ordering the soil removed and replaced with structural fill at the unit cost established in Sabre Demolition s bid. The additional work involved in the change order involving the roof and this current change order has led Sabre Demolition to request the project completion date be extended by a total of 59 working days, to July 18, 2014. Also in this change order is a credit of $5,700 for a set of fire doors that Sabre was to salvage that they demolished. Finally, a sum of Five Hundred Seventy Three Dollars and Sixty Four Cents ($573.64) remains unspent in the Field Order Allowance contained in the contract with Sabre Demolition. The proposed Change Order CO1-004 includes all of these items, for a net increase in the contract of Thirty Three Thousand Eight Hundred Twenty One Dollars and Thirty Six Cents ($33,821.36) and extends the project completion milestone to July 18, 2014 Chairman Russell requested a motion to approve the resolution as presented. Chairman Russell requested a motion to approve the resolution as presented. Motion to approve the CP 4-2009 - Approval of Change Order CO1-004 Sabre Demolition Removal and Replacement of Unsuitable Soil, Credit for Demolished Fire Doors, Reduction of unused FOA as presented was made by Supervisor Hilton, and seconded by Trustee Blazey. Motion carried. Chairman Russell questioned if Sabre Demolition was now done with the work contracted for between them and the County. Mr. Harvey responded that yes, they were done and are demobilized; the only remaining for them to do before we release their retainage is to repair damage they did to the concrete stone work of the archway. Bob Zilch has approved the material to be used by a special masonry repair crew that will come in and repair the damage. Repair work will be completed in the next couple of weeks; once done staff will process their final pay app request. The security fence will remain in place and the college has been and will continue to maintain lawn care of the area. FLCC Student Services Center & Auditorium Project: Project Update: Mr. Harvey reported that since the last meeting they are down to three things with contractors in regards to 1A punch list items to be repaired and completed. FLCC Projects Committee Minutes Page 4

1. All training for the audio sound system has been completed; and we keep pushing the contractor to provide the snakes that the contract calls for and is the last thing they have to do and then we will let the bond company off the hook, so to speak. 2. There is one leak in the roof of the penthouse. Originally thought it had been fixed but it is leaking again; we will continue working with the consultant/contractor to get it repaired. 3. Planning staff needs to go back through the HMI mechanical contract documentation to review the interface fire alarm system documents to make sure it is up to code an engineer can come in and certify the job and the Code Enforcement Officer can go ahead and issue the Permanent Certificate of Occupancy. FLCC Main Campus Remodeling (MP Phase 1B) Project Update: Mr. Harvey reported that approval of the revised Music room sprinkler layout and overall they are down to one (1) page of 1B punch list items. Jim Wasley will continue to push the contractors to get everything completed by August 15 th if possible, with everything be completely done by the start of the school semester. It is possible that the Student Services Center/Auditorium Phase 1A and 1B project will be completed and can be closed at that time. Mr. Harvey shared that while SUNY and the Dormitory Authority had agreed after much work done by college, county, and SUNY staff, concerning the correct amount of state aid available for this project, that the County has started to receive payments on what was due since last October. The committee was very happy to hear the good news. FLCC Viticulture Building Project: Project Update: Mr. Wright reported that progress continues to go forward on the project at this time. The steel structure will be started this week. Mr. Wright reported there were some issues with one of the contractors and requested the chairman call for executive session to confer with counsel concerning contractor performance. Chairman Russell requested a motion to enter in to executive session to discuss contractor performance issues and confer with legal counsel. Motion to enter in to executive session to discuss contractor performance issues and confer with legal counsel was made by Supervisor Hilton, and seconded by Supervisor Vedora. Motion carried. The 8/6/14 FLCC PC entered in to executive session at 4:00 p.m. Motion to exit executive session was made by Trustee DeVaney, and seconded by Supervisor Vedora. Motion carried. The 8/6/14 FLCC PC exited executive session at 4:250 p.m. There was no action taken at this time. Other: It was suggested that the supervisors be given an on-site tour of the Viticulture Center prior to the upcoming 8/21/14 Board of Supervisors (BOS) meeting to be held at the Ag Experiment Station. Mr. Garvey shared that the Experiment Station planned on providing dinner to the BOS and recommended they do a drive-by invite. Committee members agreed. Chairman Russell announced that the next FLCC PC meeting is scheduled for August 27, 2014 at 4:00 p.m., and will be held at 20 Ontario Street Planning Department 3 rd Floor Conference Room. There being no further business to come before the committee, motion was made by Supervisor Hilton, seconded by Supervisor Vedora to adjourn. Motion carried. The meeting adjourned at 4:45 p.m. Respectfully submitted, FLCC Projects Committee Minutes Page 5

Linda R. Frasca Sr. Clerk Planning Department FLCC Projects Committee Minutes Page 6