Building Needs Assessment Work Group Minutes

May 7, 2020 10:00 a.m. – 12:00 p.m.

Virtual Meeting

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                 

Kristi Williams             SCLS Board Trustee

Martha Van Pelt         SCLS Director

K. Goeden called the meeting to order at 10:05

Approval of previous meeting minutes:  April 2, 2020

a. Motion by  M. Ibach to accept the minutes

b. Second by  N. Brien

c. Approved

Reports: 

· None

Discussion: 

· Reviewed the Evaluation Matrix and compilation of ratings/scores assigned by workgroup members.

· Consensus by group to eliminate Newcomb based on receiving the lowest score in the ratings. K. Goeden will notify the company of the decision by email.

· K. Goeden will follow up with the remaining companies with questions that arose within our discussion.

o Is SCLS signing 1 or 2 contracts with the companies? The concern is that the 2^nd contract would be with the architect.

o Does the company have an in-house architects, if not who chooses the architect, the company or SCLS?

o Who are the architects?

Homework for Next Meeting: 

· N. Brien and K. Williams will develop reference questions by May 22 and send to the work group for review, suggestions and additional questions.

· The final list of reference questions will be shared and discussed at the June meeting.

· K. Goeden will notify Newcomb of elimination by email.

· K. Goeden will follow up with the remaining companies with questions that arose within our discussion.

o Is SCLS signing 1 or 2 contracts with the companies? The concern is that the 2^nd contract would be with the architect.

o Does the company have an in-house architects, if not who chooses the architect, the company or SCLS?

o Who are the architects?

Timeline:

Feb – April evaluation of RFIs & information from original presentations.

May - The Evaluation Matrix and ratings will be discussed at the May BNAW meeting.  The workgroup will narrow the field to 3 vendors by the end of the May meeting.

June – Kristi and Nan will bring vendor reference questions to meeting.  After review by work group, they will begin making reference calls to vendor finalists.

The work group will also survey SCLS staff for any relevant experience working with the final companies.  SCLS staff will be asked the same reference questions as outside references.

July Site visits begin

August Decide on vendor

Next Meeting Date:  6/4/20 at 10:00 a.m.

Adjournment:  11:39

Parking Lot: 

Need to create:

· Location report

· Detailed design report

· Mark and Vicki will look into items listed under Other “Master Building Profile by Zones”

For safety concerns and needed protections. Do we have Material Safety Sheets on these products which include necessary protections and toxicity information?

· SUN Expansion

· Collaborative projects – continue to consider options

· Consider COVID-19 ramifications on the project